record of consultation for the proposed terms of reference ... · downsview on m3m 1j9 canada...

050278 (7) York Region No. 74270

Approved (As Amended) Terms of Reference Record of Consultation

Upper York Sewage Solutions EA

APPENDICES

Appendix A Review Agency Participants List

Appendix B

Public Participants List

Appendix C Review Agency Meeting Notes

Appendix D

Notification of ToR Commencement

Appendix E Community Liaison Forum Roles and Responsibilities and

Review Agency Advisory Committee Roles and Responsibilities

Appendix F Review Agency Advisory Committee Meeting Notes

Appendix G

Public Information Forums Summary Report

Appendix H Notification of the Draft Terms of Reference

Appendix I

Protocol for First Nations Consultation

Appendix J First Nations and Métis Organizations Letters and Meetings

Appendix K

Review Agency Correspondence

Appendix L Public Correspondence

050278 (7) York Region No. 74270



Appendix A

Review Agency Participants List

Organization Sal. FirstName LastName StakeholderTitle Phone Phone2 Fax Email Address City Prov Postal Code Country

Government Review TeamCanadian Environmental Assessment Agency

Ms. Linda Boeheim Senior Program Officer for Ontario Region

416-954-7334 416-952-1573 [email protected] 55 St. Clair Avenue East, 9th Floor Suite 907

Toronto ON M4T 1M2 Canada

Department of Fisheries and Oceans Southern Ontario District - Burlington Office

Ms. Jenie Lapierre Fish Habitat Biologist 905-639-0599 905-639-3549 [email protected] 3027 Harvester Road Unit 304

Burlington ON L7R 4K3 Canada

Department of Indian and Northern Affairs

Mr. Marc-Andre Millaire Litigation Team Leader, Litigation Management and Resolution Branch

819-994-1947 819-953-6143 [email protected] 25 St. Clair Avenue East, 8th Floor



Mr. Sean Darcy Manager, Assessment and Historical Research

819-997-8155 819-934-1366 [email protected] 25 St. Clair Avenue East, 8th Floor



Mr. Don Boswell Manager, Assessment and Historical Research

819-953-1940 819-997-9873 [email protected] 10 Wellington Street, Room 1310

Gatineau QC K1A 0H4 Canada

Environment Canada Mr. Rob Dobos Manager, Environment Assessment Section

905-336-4954 905-336-8901 [email protected] 867 Lakeshore Boulevard Burlington ON L7R 4A6 Canada

Health Canada Ms. Kitty Ma Regional Environmental Assessment Coordinator

416-954-2206 416-952-0102 [email protected] 180 Queen Street West Toronto ON M5V 3L7 Canada

Transport Canada Haya Finan Environmental Officer, Environment and Engineering

416-952-0486 416-952-0514 haya@[email protected] 4900 Yonge Street, Suite 300 Toronto ON M2N 6A5 Canada

Metrolinx/GO Transit Mr. Dan Francy 416-869-3600 x 5478

416-869-1563 [email protected] 20 Bay Street, Suite 600 Toronto ON M5J 2W3 Canada

Ministry of Aboriginal Affairs Ms. Pam Wheaton Deputy Director - Policy and Relationships Branch

416-326-4053 416-326-4017 [email protected] 720 Bay Street Toronto ON M5G 2K1 Canada

Ministry of Aboriginal Affairs Mr. Martin Rukavina Aboriginal and Ministry Relationships 416-326-4740 [email protected] 160 Bloor Street East, Suite Toronto ON M7A 2E6 Canada

Upper York Sewage Solutions - Participants List

y g g y pBranch

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Ministry of Agriculture, Food, and Rural Affairs,Environmental and Land Use Policy Unit

Mr. Ray Valaitis Rural Planner, Central and Northern Ontario

613-475-4764 613-475-3835 95 Dundas Street East Brighton ON K0K 1H0 Canada

Ministry of Culture and Ministry of Citizenship and Immigration

Ms. Catherine Campbell Regional Advisor 705-737-3010 [email protected] 2284 Nursary Rd. Midhurst ON L0L 1X0 Canada

Ministry of Culture and Ministry of Citizenship and Immigration

Mr. Neil Downs Manager, Culture Programs Unit Ph: 416-314-7452

416-314-7175 [email protected] 2284 Nursary Rd. Midhurst ON L0L 1X0 Canada

Ministry of Energy and Infrastructure Ms. Melanie Schade Policy Analyst, Growth Policy Ph. 416-325-1551

[email protected] 777 Bay Street, Suite 425 Toronto ON M5G 2E5 Canada

Ministry of Energy and Infrastructure Ms. Tija Dirks Director, Growth Policy, Planning and Analysis

416-325-1546 416-325-7403 [email protected] 777 Bay Street, 16th Floor Toronto ON M5G 2E5 Canada

Ministry of Health and Long Term Care

Mr. Tony Amalfa Ph. 416-327-7264

416-327-0984 [email protected] 5700 Yonge Street Toronto ON M2M 4K5 Canada

Ministry of Health and Long Term Care

Ms. Sylvia Shedden Acting Director, EA, Planning and Implementation Branch

416-327-7391 416-327-0984 5700 Yonge Street Toronto ON M2M 4K5 Canada

Ministry of Municipal Affairs and Housing - Central Region

Ms. Heather Hood Planner 416-585-6626 416-585-6882 [email protected] 777 Bay St, 2nd Floor Toronto ON M5G 2E5 Canada

Ministry of Natural Resources - Aurora District

Mr. Steven Strong District Planner 905-713-7366 [email protected] 50 Bloomington Road West Aurora ON L4G 3G8 Canada

Ministry of Natural Resources - Southern Regional Office

Mr. Jim Boothy Manager of Regional Planning 705-755-3228 705-755-3233 [email protected] 300 Water Street, Box 7000, 4th Floor, South Tower

Peterborough ON K9J 3C7 Canada

Ministry of the Environment Mr. Jeff Dea Project Officer, Project Coordination Section

416-314-7213 416-314-8452 [email protected] 2 St. Clair Avenue West, 14th Floor

Toronto ON M4V1L5 Canada

Ministry of Transportation Ms. Margaret Mikolajczak Project Manager, Corridor Management Section

416-235-4269 416-265-4267 [email protected] Engineering Office, Central Region, 1201 Wilson Avenue, 7th Floor Bldg D

Downsview ON M3M 1J9 Canada

Ontario Realty Corporation Ms. Lisa Myslicki Environmental Coordinator 416-212-3768 416-212-1131 [email protected] 1 Dundas Street West, Suite 2000

Toronto ON M5G 2L5 Canada

Toronto Region Conservation Ms. Jennifer Draper Planner II 416-661-6600 [email protected] 5 Shoreham Drive Downsview ON M3N 1S4 CanadaToronto Region Conservation Authority

Ms. Beth Williston Manager, Environmental Assessment Planning

(416) 661-6600 x5217

[email protected] 5 Shoreham Drive Downsview ON M3N 1S4 Canada

Lake Simcoe Region Conservation Ms. Jackie Burkart Senior Planner (905) 895- (905)853-5881 [email protected] 120 Bayview Parkway Newmarket ON L3Y 4X1 Canada

Organization Sal. FirstName LastName StakeholderTitle Phone Phone2 Fax Email Address City Prov Postal Code Country

Government Review Team


Lake Simcoe Region Conservation Authority

Ms. Beverly Booth (905) 895-1281 x230

(905)853-5881 [email protected] 120 Bayview Parkway Newmarket ON L3Y 4X1 Canada

Hydro One Mr. Tony Ierullo Manager (416) 345-5213 416-345-5395 [email protected] 483 Bay Street (location TCT15)

Toronto ON M5G 2P5 Canada

York Catholic District School Board Mr. Tom Pechovsky Manager, Planning Services 905-713-1211 x2374

[email protected] 320 Bloomington Road West Aurora ON L4G 3G8 Canada

York Catholic District School Board Mr. John Taglieri Planner for Regional Issues 416-221-5051 x 2376

[email protected] 320 Bloomington Road West Aurora ON L4G 3G8 Canada

York Region District School Board Ms. Jane Ross Manager, Land Use Planning 905-727-3141 x2421

60 Wellington Street West, Box 40

Aurora ON L4G 3H2 Canada

York Region District School Board Ms. Jessica Peake Land Use Planning 905-727-3141 x2426

[email protected] 60 Wellington Street West, Box 40

Aurora ON L4G 3H2 Canada

Town of Aurora Mr. Fausto Filipetto Planning and Development Ph.1: 905-727-1375 x 4342 1 Municipal Drive, Box 1000 Aurora ON L4G 6J1 Canada

Town of East Gwillimbury Mr. Ken Beckett Fire Chief 905-853-8842 19000 Leslie Street Sharon ON L0G 1V0 Canada

Town of East Gwillimbury Mr. Chris Kalimootoo Director of Engineering and Planning 905-478-4282 x3815

[email protected] 19000 Leslie Street Sharon ON L0G 1V0 Canada

Town of East Gwillimbury Ms. Robin Skinner Environmental Planner 905-478-4282 x1286

[email protected] 19000 Leslie Street Sharon ON L0G 1V0 Canada

Town of Newmarket Mr. Jim Koutroubis Director of Engineering Services 905-953-5300 2501

905-953-5102 [email protected] 395 Mulock Drive, PO Box 328 STN M i

Newmarket ON L3Y 4X7 Canadax2501 328, STN Main

Town of Richmond Hill Mr. Eugene Zawadowsky Director of Transportation, Environmental and Development Engineering

905-771-8830, ext. 3510

(905)771-2500 [email protected] P.O. Box 300, 225 East Beaver Creek Road

Richmond Hill ON L4C 4Y5 Canada

York Region - Emergency Medical Services

Ms. Susan Wood Operations Manager 905-830-4444 x4775

905-895-5143 [email protected] 17250 Yonge Street Newmarket ON L3Y 6Z1 Canada

York Region Health Services Department

Dr. Karim Kurji Chief Medical Officer of Health 877-464-9675 x 4012 [email protected] 17250 Yonge Street Newmarket ON L3Y 6Z1 Canada

York Regional Police Ms. Bernadette Searle Manager, Capital Projects 905-830-0303 x7637

905-895-4149

[email protected]

17250 Yonge Street Newmarket ON L3Y 4W5 Canada

Central York Fire Serviecs Mr. John Molyneaux Director of Emergency Services & Fire Chief

905-895-9222 905-895-1900 [email protected] 984 Gorham Street Newmarket ON L3Y 1L8 Canada

Town of Georgina Mr. Robert Magloughlen Director of Engineering and Public Works

905-476-4301 x234 (905)476-8100 [email protected] 26557 Civic Centre Road, RR 2

Keswick ON L4P 3G1 Canada

050278 (7) York Region No. 74270



Appendix B

Public Participants List

Organization Salutation FirstName LastName StakeholderTitle Phone Phone2 Fax Email Address City Prov Postal Code Country

Public

Newmarket Hydro

Powerstream Inc. Names and Contact Information Removed to Protect Privacy

County of Simcoe

Town of Whitchurch-Stouffville

Town of Aurora x17

Town of East Gwillimbury x14

Town of Newmarket x9

Township of the Archipelago

York Environmental Stewardship Council

Town of Georgina x2

Township of King

Town of Markham x4

Town of Richmond Hill x3

City of Vaughan x4

City of Vaughan

Regional Municipality of Durham

Aurora Chamber of Commerce

Aurora Neighbourhood Group

Aurora Residents Pet Care

Bayfield-Nares Islanders’ Association

Bayview Greens Ratepayers Association

Bayview Wellington Neighbourhood Association

Canadian Institute for Environmental Law and Policy

Chapman Park Community Ratepayers

Downtown Newmarket Neighbourhood Association

East Gwillimbury Chamber of Commerce

Friends of the Earth

Georgian Bay Association

Great Lakes United/ Union Saint-Laurent Grands Lacs

Key River Area Association

Ladies of the Lake Conservation Association

Lake Ontario Waterkeeper

Lakewatch Society - Lake Simcoe

McClenny Drive Ratepayers Association

New Deal Ratepayers Association

Newmarket Southeast Community Association

Olde Aurora Ratepayers Association

Ontario Streams

People Against Restructuring Known Sanctuaries

Rescue Lake Simcoe

Save the Maskinonge

Save the Oak Ridges Moraine (STORM) Coalition

Sierra Club of Canada

South Lake Simcoe Naturalists

STOP

Walker Farm Neighbourhood Association

West Carling Association

Windfall Ecology Centre

York Federation of Agriculture

York Federation of Agriculture

York Simcoe Naturalists

Sernas Associates

Metrus Developments


Organization Salutation FirstName LastName StakeholderTitle Phone Phone2 Fax Email Address City Prov Postal Code Country

Public


Ministry of Health Promotion

Holland Landing Landowners Group c/o MMM Group Limited

MMM Group Limited

Cole Engineering Group Ltd.

Lehman & Associate

Verdi Alliance Group

International Joint Commission

Newmarket-Aurora MP Constituency Office

York-Simcoe MP Constituency Office

Newmarket-Aurora MPP Constituency Office

Oak Ridges Moraine Foundation

York Region Environmental Alliance

Menkes Developments

Oak Ridges Moraine Land Trust

York-North MPP Constituency Office

Newmarket Chamber of Commerce

iPLANcorp x3

SCS Consulting Group Ltd.

Sutton Group Future Realty Inc.

Sharon West Landowners Group c/o Delta Urban Inc.

Public Member x53

050278 (7) York Region No. 74270



Appendix C

Review Agency Meeting Notes

050278-LAM Mtg1-MtgSummary-Feb 2-09-final Page 1 of 4

1195 Stellar Drive Newmarket, ON L3Y 7B8

Tel: (905) 830-5656 Fax: (905) 830-0176

Upper York Sewage Solutions Servicing Tomorrow's Communities

MEETING SUMMARY Ref No. 050278-100-41

PROJECT: Upper York Sewage Servicing – Individual Environmental Assessment

CLIENT: Regional Municipality of York CLIENT REFERENCE NO.: 74270

RE: LOCAL AREA MUNICIPALITIES (LAM) MEETING NO. 1

LOCATION: Room 169, 90 Bales Drive East, East Gwillimbury

DATE: February 2, 2009 TIME: 1:30 - 3:30 p.m.

Participants:

York Region (YR) Adrian Coombs (AC) York Region Senior Project Manager Conestoga-Rovers & Associates (CRA) George Godin (GG) Consortium Project Manager AECOM (AECOM) Ian Dobrindt (ID) Consortium Deputy Project Manager AECOM(AECOM) Katrina Broughton (KB) Consortium Consultation/EA Cumming & Co. (Cumming) Sue Cumming (SC) Consortium Consultation Lead Town of Richmond Hill (Richmond Hill) Brian Defreitas (BD) Planner Town of Newmarket (Newmarket) Duayne Taylor (DT) Manager of Engineering Town of Newmarket (Newmarket) Rod Smith (RS) Manager of Operations Town of East Gwillimbury (Gwillimbury) Wayne Hunt (WH) General Manager of Public Works Town of Aurora (Aurora) Ilmar Simanovskis (IS) Director of Public Works Distribution:

Participants File Tom Casher (CRA) Janet Vogelsang (CRA)

ACTION ITEMS SUMMARY

Ref. Item #

Brief Description

Action by

Response Due Date

2.0 UYSS Project Team to update power point presentation and circulate to attendees and others invited to meeting.

CRA (GG) YR (AD) AECOM (KB)

Feb 25-09

4.6 Arrange introductory meetings with Mayors and CAO in each of Aurora, East Gwillimbury, Newmarket, and Richmond Hill prior to posting Notice of Commencement. Intent of meeting is for informal discussion, establishing contact with Project Managers, and overview IEA (expected meeting timeframe: 15-30 min).

YR (AD) Feb 28-09

4.7 Information to be forwarded to CAO of Whitchurch-Stouffville with an invitation to future meetings.

YR (AD) Feb 28-09



AGENDA ITEMS

Item Description Action By

1.0 PURPOSE OF THE MEETING 1.1 • This introductory meeting was held with municipal partners to provide

information on the Upper York Sewage Solutions IEA. Following a brief overview of the IEA process, key milestones and short term activities, participants talked about preliminary community issues and opportunities. Input was sought on ways and means to ensure strong communication with Area Municipalities and to outreach to community stakeholders and the public in each municipality throughout the IEA.

2.0 FEEDBACK ON PROJECT DESCRIPTION AND PRESENTATION MATERIAL

2.1 • Need to describe the benefits of a regional solution for all municipalities. Project Description needs to reflect Upper York and not specific municipalities -"Parts of East Gwillimbury, Newmarket and Aurora", "northern parts of York Region". Include Map.

2.2 • Provide more information on implications/benefits of regional solution for redundancy of Yonge Street Trunk Sewer looking at optimization and relief on existing system (i.e. takes the pressure off the Aurora Pumping Station).

2.3 • Discussion about growth numbers being used for the study. Region confirmed that the numbers are from the Regional Official Plan and Places to Grow Act. East Gwillimbury conveyed need to ensure the numbers reflect the local municipal long-range projections (to 2051).

3.0 PRELIMINARY COMMUNITY ISSUES AND OPPORTUNITIES 3.1 • Heritage and community preservation are at the forefront of public

concerns in the Town of Aurora. Managing growth and restricting growth are key issues.

3.2 • There will be interest in the water supply aspect of the study. Expect that people will want to know "where will all this water come from?" - given concerns about restrictions for lawn watering.

3.3 • Impact on transportation during construction will be of interest. 3.4 • Intensification and transportation are key public themes in the Town of

Newmarket.

3.5 • Community support for Lake Simcoe is high in East Gwillimbury with strong will for protection with expected resistance to any solution that would involve the Lake. Tied to problems with previous lagoons.

3.6 • Focus on positive aspects of growth prevalent in East Gwillimbury. 3.7 • Richmond Hill focus will be on implications if Lake Ontario solution put

forward. Community is now nearing build out with different context for growth.




4.0 IDEAS FOR ENSURING COMMUNICATION WITH MUNICIPAL PARTNERS

4.1 • Suggestion of an initial kick-off presentation this spring to Area Municipal Councils to overview the IEA, key milestones and when Public Information Centres are planned.

4.2 • Key to inform municipalities well in advance of timing for PIFs. Prior to PIFs occurring, Project Team advised to provide short overview of purpose of meeting to Municipal Councils (prior to notices being placed in newspapers).

4.3 • Desire to hold PIFs in locations throughout Upper York. Each municipality would like opportunity for meeting to be held at local venue.

4.4 • Preference for Council presentations and working sessions rather than workshops where elected officials invited to attend.

4.5 • Provide information on updates and key milestone through email to municipal staff for updating of elected officials.

4.6 • Prior to Notice of Commencement it was suggested that Adrian Coombs and George Godin hold brief introductory meeting with Mayor and CAO of each municipality.

5.0 COMMUNICATION TOOLS 5.1 • Supportive of linked web based material. Linking UYSS site to municipal

sites.

5.2 • Confirmed importance of Region taking out notice in local papers for notification. Municipality where feasible would also include reference in community pages.

5.3 • Toronto Star notification to be considered for initial notice.

6.0 STAKEHOLDER CONTACTS 6.1 • Advised to contact municipal advisory committees (environment,

planning and heritage) and Clerks Department to obtain list of contacts.

6.2 • Questionnaire prepared to seek stakeholder involvement. It was suggested that this would be appropriate for use after the posting of the Notice of Study Commencement.

6.3 • Communications Staff at each municipality could be resource for questionnaire and other materials.

7.0 COMMUNITY LIAISON FORUM 7.1 • Would prefer one group where all opinions are heard, as long as not

overly large.

7.2 • Some discussion will not happen with other groups at the table. 7.3 • Suggestion to use first PIF to garner interest. See who attends and go

from there.



Attachments:

Prepared By: Sue Cumming/Katrina Broughton Date Issued: March 4, 2009 This confirms and records CRA's interpretation of the discussions which occurred and our understanding reached during this meeting. Unless notified in writing within 7 days of the date issued, we will assume that this recorded interpretation or description is complete and accurate.

050278-CA Mtg1-MtgSummary-Feb 11 09-final Page 1 of 3 Upper York Sewage Solutions Servicing Tomorrow's Communities

MEETING SUMMARY Ref. No. 050278

PROJECT: Upper York Sewage Solutions - Individual Environmental Assessment

CLIENT: York Region DATE: February 11, 2009 TIME: 1:30-3:30 PM

RE: Conservation Authorities Meeting No. 1

LOCATION: 90 Bales Drive, East Gwillimbury, Room 239

ATTENDEES:

TORONTO REGION CONSERVATION AUTHORITY (TRCA)

Tamara Kondrachova Environmental Monitoring Coordinator Jennifer Draper Planner II Andrew Taylor Hydrogeologist Beth Williston Manager, Environmental Assessment Planning

LAKE SIMCOE REGION CONSERVATION AUTHORITY (LSRCA)

Jackie Burkart Senior Planner Tom Hogenbirk Manager of Engineering & Technical Services

YORK REGION (YR)

Adrian Coombs Senior Project Manager Gabrielle Hurst Project Assistant

CONSULTANT CONSORTIUM

Conestoga-Rovers & Associates (CRA)

George Godin Consultant Project Manager

AECOM

Ian Dobrindt Consultant Deputy Project Manager Neil Hutchinson Senior Aquatic Scientist Dörte Köster Aquatic Scientist Katrina Broughton Environmental Planner

DISTRIBUTION:

File Participants

1195 Stellar Drive Newmarket, ON L3Y 7B8

Tel: (905) 830-5656 Fax: (905) 830-0176


Item Description

1.0 EA Status, Process & Schedule

1.1 Project team provided an overview of the project, service area boundary, milestones, guiding documents, and the Minister's conditions.

INFO

1.2 Geospatial map: Should differentiate between groundwater divide and surface water divide. Groundwater divide is further north than surface water divide.

CRA

2.0 Key Issues for the Conservation Authorities

2.1 Lake Simcoe and the Lake Simcoe Protection Act. INFO 2.2 It was suggested the project team should look at reuse of treated wastewater,

perhaps for agricultural irrigation. Decentralized community based systems were also suggested. Project team advised that the each Alternative To the Undertaking will be a single solution that can address the serving growth forecasts. All alternatives will incorporate the Region's sustainable water conservation and reduction strategies.

INFO

2.3 In Lake Simcoe Watershed, groundwater takings for water supply have impacted the recharge of creeks, rivers, wells, etc.. Watershed drought issues will be a concern. The Holland River has very low baseflow, so additional groundwater takings without recharge to local watercourses would be a concern. Conversely, any alternatives that reduced the existing takings may have benefits to increased baseflow and fewer complaints. It was noted that UYS Solutions would not likely affect existing water supply from groundwater wells.

INFO

2.4 Inflow/infiltration and cross connections cause sewage spills into rivers and reduce system capacity for servicing. It was suggested that YR should be looking at correcting existing I/I before new infrastructure is built. Southeast Collector may have addressed I/I sufficiently, and the project team may use it as a baseline.

INFO

2.5 Would a Lake Ontario based solution require new infrastructure in YDSS? The project team advised that it may and alternative routing and implementation methods would be evaluated.

INFO

2.6 It was questioned whether the Georgian Bay alternative is feasible. INFO 2.7 It was suggested that carbon emissions and carbon footprint should be

evaluated, during and post construction. The project team advised that this will be included in the evaluation of the Alternatives To.

INFO

2.8 The impact of construction on groundwater was highlighted as a concern. The project team indicated that lessons from 16th Avenue and 19th Avenue would be applied, and the Well Mitigation Program will continue. TRCA, YR, to present tunneling presentation to Lake Simcoe Region Conservation Authority.

TRCA/YR

2.9 TRCA requested coordination of Bloomington Road road-widening mitigation measures with UYSSolutions.

INFO


Item Description

3.0 Key Stakeholders and Effective Outreach Tools

3.1 Key stakeholders to add to contact list include Ladies of the Lake, Save the Maskinonge, Rescue Lake Simcoe, Lake Simcoe Naturalists, stakeholders from 19th Avenue EA and 16th Avenue EA, Lake Simcoe Source Water Protection.

Jackie Burkart key contact for Lake Simcoe, Jennifer Draper for TRCA.

AECOM

3.2 Newspaper notices and coffee shop discussions have been effective tools in the past.

Yonge St subway did online voting surveys for different alternatives, which worked well. As well, they filmed public consultation sessions and posted online.

INFO

3.3 LSRCA and TRCA will require one paper copy of distributed materials. INFO

3.4 Key for stakeholders is open, honesty, making a difference.

Identify where stakeholders can comment, and how they're comments have made a difference.

INFO

3.5 Should have presence at Children's Water Festival.

INFO

4.0 Community Liaison Forum

4.1 Benefit of having agencies sitting on the Community Liaison Forum is that they are there to answer any questions.

INFO

5.0 Adjournment

Prepared By: Katrina Broughton, AECOM Date Issued: March 4, 2009 Reviewed By: Neil Hutchinson, AECOM This confirms and records CRA's interpretation of the discussions which occurred and our understanding reached during this meeting. Unless notified in writing within 7 days of the date issued, we will assume that this recorded interpretation or description is complete and accurate.

09-03-11-Aurora Meet and Greet-Mtg Summary Page 1 of 2 Upper York Sewage Solutions Servicing Tomorrow's Communities



CLIENT: York Region DATE: March 10, 2009 TIME: 1:30-2:30 p.m.

RE: Meet and Greet with Town of Aurora Municipal Officials

LOCATION: Aurora Town Hall

ATTENDEES:

Town of Aurora (AURORA)

Phyllis Morris Mayor

Neil Garbe Chief Administrative Officer

Ilmar Siminovski Director of Public Works

Marco Rammuno Director of Planning & Development

YORK REGION (YR)

Adrian Coombs Senior Project Manager




DISTRIBUTION:

File

Item Description

1 Simple, clear explanation of project need is required that will be understood by the average public.

Clear description of the alternative to concepts - use geospatial to convey the information

Clearly explain the process and when/how the public can expect information and provide input

INFO

2 Need to detail the CLF selection process, purpose and operating protocol - 4 year period

INFO

3 Aurora appreciate the use of a project office with designated times for public to visit/consult with the PM team

INFO

4 Aurora would like to have a copy of the stakeholders list CRA

5 Aurora contact person will be Marco Rammuno - Planning and Development INFO

1195 Stellar Drive, Unit 1 Newmarket, ON L3Y 7B8

Tel: (905) 830-5656 Fax: (905) 830-0176

09-03-11-Aurora Meet and Greet-Mtg Summary Page 2 of 2 Upper York Sewage Solutions Servicing Tomorrow's Communities

Item Description

6 New council will come into effect 2010/2011, project team should be aware of this

INFO

7 Project website should be linked to LAM websites CRA

8 Aurora supported holding the first PIF on June 16th in their council chambers/entrance lobby

INFO

9 Want presentation to their council before we do the PIF in June CRA

Prepared By: George Godin, CRA Date Posted: March 17, 2009

Reviewed By: Adrian Coombs, York Region

This confirms and records CRA's interpretation of the discussions which occurred and our understanding reached during this meeting. Unless notified in writing within 7 days of the date issued, we will assume that this recorded interpretation or description is complete and accurate.

09-03-16-E Gwillimbury Meet and Greet-Mtg Summary Page 1 of 2 Upper York Sewage Solutions Servicing Tomorrow's Communities



CLIENT: York Region DATE: March 16, 2009 TIME: 10:00-10:30 a.m.

RE: Meet and Greet with East Gwillimbury Municipal Officials

LOCATION: Municipal Office – 19000 Leslie Street, Sharon

ATTENDEES:

Town of East Gwillimbury (EG)

James Young Mayor

Thomas Webster Chief Administrative Officer

YORK REGION (YR)





DISTRIBUTION:

File

Item Description

1 Appreciated that YR took the time to brief them before issuing project commencement at month end.

INFO

2 Informed them the website will be up at the end of the month INFO

3 Commencement notice will be issued to Agencies, LAMs and the public at the end of March as well

INFO

4 Were informed of CLF and RAAC - they will offer two individuals for the RAAC - provided two names and they will confirm who will be our main contact - Chris Kalimootoo/Director of Eng & Environ. Services - [email protected] & Robin Skinner/Environmental planner - [email protected]

CRA

5 Concept solutions were reviewed and discussed, they felt that the Georgian Bay solution was un-reasonable

INFO

6 EG felt the YDSS - Lake Ontario solution would prove to be most favorable; they have a meeting coming up with the MOE Minister and plan to convey there position re the preferred solution for Upper York.

EG


Tel: (905) 830-5656 Fax: (905) 830-0176

09-03-16-E Gwillimbury Meet and Greet-Mtg Summary Page 2 of 2 Upper York Sewage Solutions Servicing Tomorrow's Communities

Item Description

7 Asked that YR provide a brief presentation to introduce the project to EG council on April 6th - 3 pm start. Will need to have our presentation material to EG on Wednesday morning, April 1st. Material is to be sent to Anna Knowles, Deputy Clerk

CRA

8 We were introduced to the clerk - Harold Brown INFO


Reviewed By: Adrian Coombs, York Region


09-03-17-Richmond Hill Meet and Greet-Mtg Summary Page 1 of 2 Upper York Sewage Solutions Servicing Tomorrow's Communities



CLIENT: York Region DATE: March 17, 2009 TIME: 11:00–12:00 p.m.

RE: Meet and Greet with Town of Richmond Hill Municipal Officials

LOCATION: Town Hall – 225 East Beaver Creek, Richmond Hill

ATTENDEES:

Town of Newmarket

David Barrow Mayor

Joan Anderton Chief Administrative Officer

YORK REGION (YR)





DISTRIBUTION:

File

Item Description

1.o Adrian Coombs provided a general outline of the UYSS IEA and tentative timeline milestones to complete the Terms of Reference (ToR) and Environmental Assessment (EA)

2.0 A geospatial map illustrating the potential sewage servicing alternatives was reviewed and discussed (i.e. Do Nothing, Lake Simcoe Solution, Lake Ontario Solution). It was noted that a compatible water supply solution must be identified with each sewage solution to ensure intra-basin transfer legislation is satisfied.

INFO

3.0 The EA process was reviewed and it was noted that: a project co-located office will be opened in April, project website and project commencement notice will be issued on March 26, 2009, and that two stakeholder advisory committees will be assembled for the project. A Community Liaison Committee (CLF), representing the public, and a Review Agency Committee (RAAC) representing government agencies and local municipalities, will be assembled.

4.0 Joan Anderton will advise Adrian Coombs who will represent Richmond Hill on the RAAC Committee.

INFO


Tel: (905) 830-5656 Fax: (905) 830-0176

09-03-17-Richmond Hill Meet and Greet-Mtg Summary Page 2 of 2 Upper York Sewage Solutions Servicing Tomorrow's Communities

Item Description

5.0 It was discussed that if a Lake Ontario solution was found to be preferred, it most likely would require a trunk sewer through a portion of Richmond Hill to connect to the existing York-Durham Sewage System (YDSS).

INFO

6.0 Adjournment



09-03-24-Newmarket Meet and Greet-Mtg Summary Page 1 of 2 Upper York Sewage Solutions Servicing Tomorrow's Communities



CLIENT: York Region DATE: March 24, 2009 TIME: 3:30 – 4:00 p.m.

RE: Meet and Greet with Town of Newmarket Municipal Officials

LOCATION: Town Hall – 395 Mulock Drive, Newmarket

ATTENDEES:

Town of Newmarket

Tony Van Bynen Mayor

Bob Shelton Chief Administrative Officer

Rob Prentice Commissioner of Community Services

Jim Koutroubis Director of Engineering Services

Brian Jones Director of Public Works Services

YORK REGION (YR)





DISTRIBUTION:

File

Item Description

1.o Adrian Coombs presented an overview of the project and key milestone dates to brief them before issuing project commencement at month end.

2.0 A geospatial map illustrating the potential sewage servicing alternatives was reviewed and discussed (i.e. Do Nothing, Lake Simcoe Solution, Lake Ontario Solution). It was noted that a compatible water supply solution must be identified with each sewage solution to ensure intra-basin transfer legislation is satisfied.

INFO

3.0 Informed them the project website will be up at the end of the month

4.0 Commencement notice will be issued to Agencies, Local and Area Municipalities (LAMs), and the public at the end of March as well

5.0 Were informed of CLF and RAAC – they will offer individuals for the RAAC committee.

INFO


Tel: (905) 830-5656 Fax: (905) 830-0176

09-03-24-Newmarket Meet and Greet-Mtg Summary Page 2 of 2 Upper York Sewage Solutions Servicing Tomorrow's Communities

Item Description

6.0 Concept solutions were reviewed and discussed. It was noted that a Georgian Bay solution was un-reasonable.

INFO

7.0 Newmarket emphasized that the proposed UYSS alternative must be sized to satisfy peak flow conditions and should provide redundancy to the existing York-Durham Sewage System (YDSS).

INFO

8.0 Adjournment



050278-MOE Engagement-Mtg Summary-Jan 12-09 Page 1 of 2

111 Brunel Road, Suite 200 Mississauga, ON L4Z 1X3 Telephone: (905) 712-0510 Fax: (905) 712-0515

MEETING SUMMARY Ref. No. 050278-040-11


CLIENT: York Region DATE: January 12, 2009 TIME: 3:00-5:00 PM

RE: Project Initiation Meeting with the Ontario Ministry of the Environment

LOCATION: Ministry of the Environment Office: 2 St. Clair Avenue West, Toronto

ATTENDEES:

Ontario Ministry of the Environment (MOE)

Ariane Heisey Supervisor, Environmental Assessment & Approvals Branch Jeffrey Dea Project Officer, Environmental Assessment & Approvals Branch Dan Orr Technical Support Manager, Central Region Lorna Zappone Project Officer Environmental Assessment & Approvals Branch

York Region (YR)




George Godin Project Manager Dan Berringer Project Engineer

AECOM

Ian Dobrindt Deputy Project Manager

DISTRIBUTION:

File Participants Tom Casher Tom Guoth Karl van Kessel Amber Saltarelli Sue Cumming


1.0 INTRODUCTIONS 1.1 All present, as above. 1.2 Black & Veatch (Sub-consultant) representative was not present, however,

B&V was introduced as part of the Consultant Consortium.

INFO

050278-MOE Engagement-Mtg Summary-Jan 12-09 Page 2 of 2

111 Brunel Road, Suite 200 Mississauga, ON L4Z 1X3 Telephone: (905) 712-0510 Fax: (905) 712-0515


2.0 MINISTER'S LETTER 2.1 MOE stated that, under the Environmental Assessment Act, they cannot

amend the Minister's October 1, 2004 letter.

2.2 The consortium will prepare a proposed approach to the EA that takes into account related projects that limit the alternatives to the undertaking to a Lake Ontario-based solution. This approach will be reviewed with the MOE at the next engagement meeting.

CRA/AECOM

3.0 MOE INVOLVMENT IN THE IEA 3.1 Jeff Dea to be the single point of contact for the MOE and Adrian Coombs to

be the single point of contact for YR and the Consortium. INFO

3.2 Jeff Dea to contact MOE team members to determine if they want to have a ToR pre-submission meeting with YR/Consultants prior to major submissions to the MOE.

MOE

3.3 YR to set up a conference call every two weeks with the MOE to discuss the project. Other team members will be invited to join as required. Call to be scheduled bi-weekly on Thursdays at 11:00 AM.

YR

4.0 ESTIMATED TIMELINES

4.1 The following estimated timelines were communicated to the MOE for their information subject to finalizing the EA approach: • Draft ToR late Summer to early Fall 2009

• Final ToR January 2010

• ToR approval April 2010

INFO

5.0

ADJOURNMENT

Attachments: None

This confirms and records the CRA/AECOM's interpretation of the discussions which occurred and our understanding reached during this meeting. Unless notified in writing within 7 days of the date issued, we will assume that this recorded interpretation or description is complete and accurate. Prepared By: Dan Berringer Date Issued: January 21, 2009

MOE Mtg3-Mtg Summary-Apr 20-09 Page 1 of 3


Tel: (905) 830-5656 Fax: (905) 830-0176

www.uyssolutions.ca


PROJECT: Upper York Sewage Solutions – Individual Environmental Assessment


RE: MOE ENGAGEMENT MEETING No. 3 - PROJECT STATUS/UPDATE

LOCATION: MOE, EAAB Office 2 St. Clair Avenue W, Toronto

DATE: April 20, 2009 TIME: 11:00 am

Participants: Participant's Name Representing

Jeff Dea (JD) Ontario Ministry of the Environment (MOE) Kathleen Kinsella (KK) Ontario Ministry of the Environment (MOE) Adrian Coombs (AC) Senior Project Manager, York Region (REGION) George Godin (GG) Consultant Project Manager (CRA) Ian Dobrindt (ID) Consultant Deputy Project Manager (AECOM)

Distribution: Participants File

ACTION ITEMS SUMMARY Ref. Item #

Brief Description

Action by

Due Date

2.1 CRA to ensure that First Nations and Métis are consistently included separately from 'the public', be addressed as independent from the general stakeholders and public, and carry this through the project documentation accordingly.

CRA May 20-09

2.2 MOE to provide further advice on how to consult with the Hurons-Wendat First Nation (Quebec) based on their 2008 letter to the Premier.

MOE ASAP

2.3 The SEC Trunk Sewer First Nations Consultation Protocol will be issued to the MOE this week for their information. It is intended to be a reference and inform the development of the UYSS First Nations Consultation

AECOM Apr 24-09

4.3 MOE will report back on who from their Ministry will participate on the Review Agency Advisory Committee.

MOE ASAP

5.3 REGION will consult with Kelvin Qwan (Richmond Hill Director of Planning) regarding West Gormley's servicing and on what authority this servicing was linked to the upper York project.

REGION May 5-09

5.4 REGION will report back with tentative dates for a presentation to the MOE in late June 2009.

REGION May 15-09

6.1 MOE to advise on how to best engage the GRT when the Project Team meets with the GRT later this summer after the first series of PIFs.

MOE ASAP


AGENDA ITEMS Item Description Action By

1.0 REVIEW OF AGENDA TOPICS

1.1 • AC noted that the purpose of the meeting was to provide the MOE with a progress update. The agenda (copy attached) was intended to summarize project status. AC asked if there was any specific project area that the MOE would prefer to discuss during this meeting.

INFO

1.2 • JD noted he had a few comments relating to the Consultation Plan for the ToR, First Nations/Métis Consultation, and then wanted to discuss the ToR outline.

INFO

2.0 CONSULTATION PLAN

2.1 • The document should be consistent when referring to the public. First Nations and Métis should be consistently included as independent when referencing the public, etc. CRA noted they would incorporate the change and carry this through the project documentation accordingly.

CRA

2.2 JD noted the list of First Nations/Métis is complete. MOE will provide further advice on how consultation with the Hurons-Wendat First Nation (Quebec) should be carried out.

MOE

2.3 JD requested a copy of the SEC Trunk Sewer IEA First Nations Consultation Protocol for his information.

AECOM

2.4 • MOE asked if the team was aware of an equivalent term to stakeholder since certain First Nations find this offensive. No equivalent term was identified.

INFO

2.5 • REGION noted they have consulted with CEAA, INAC, and MAA.

INFO

3.0 INFORMATION MANAGEMENT AND DOCUMENTATION

3.1 • MOE indicated they found the SEC IEA document to be large and difficult to manage and review. The MOE will try to offer ideas on how to more effectively document this IEA.

INFO

4.0 COMMUNITY LIAISON FORUM (CLF) AND REVIEW AGENCY ADVISORY COMMITTEE (RAAC)

4.1 • Two committees are in the process of being set up. The CLF is oriented towards the public and developers while the RAAC, consisting of members from the local area municipalities and review agencies, will serve as more of a technical advisory committee.

INFO

4.2 • The two committees will meet for the first time on May 20th (tentative). The members will be introduced to the project background/objectives, their roles and responsibilities will be discussed, and the upcoming PIF objectives reviewed. A brief introduction to the preliminary draft ToR and work plans will be provided as well as a copy for their review/comment. It is planned to meet with the committees again in late June to solicit their input to the draft.

INFO


4.3 • MOE will report back on who from their Ministry will participate on the RAAC.

MOE

5.0 TOPICS RELEVANT TO THE UYSS IEA PROJECT

5.1 REGION plans to utilize efficient fact sheets to cover key project topics such as growth (urban sprawl), Intra-basin Transfer, Lake Simcoe Protection Act, Oak Ridges Moraine Conservation Plan, Green Belt Act, etc.

INFO

5.2 CRA informed MOE on the current East Gwillimbury Class EA project involving a YDSS connection to Sharon, Queensville, and Holland Landing to meet sewage servicing demands to the year 2015/2016. It will be important that we address the current and UYSS projects appropriately with the public.

INFO

5.3 MOE asked if West Gormley is included in the study area. Richmond Hill's secondary plan noted that Gormley's servicing will be addressed by the UYSS IEA. AC will consult with Kelvin Qwan, Director of Planning, Richmond Hill.

REGION

5.4 REGION noted that the Water and Wastewater Master Plan will be presented to Regional council on May 28, 2009. MOE noted that they will accept the Region's offer for a presentation to the MOE on the Water & Wastewater Master Plan in late June 2009. This will repeat the final public presentation of the draft plan. AC will report back with tentative dates.

REGION

6.0 GRT ENGAGEMENT

6.1 It was decided to meet with the GRT later this summer prior to issuance of the draft ToR to the agencies for their review. MOE will advise on how to best engage the GRT.

MOE

6.2 MOE stated that Metrolinx should be added to the contact database list and be sent a Notice of Commencement.

CRA

Attachments: MOE Mtg3-Agenda-Apr 20-09

Prepared By: George Godin Date Issued: April 22, 2009 This confirms and records our interpretation of the discussions which occurred and our understanding reached during this meeting. Unless notified in writing within 7 days of the date issued, we will assume that this recorded interpretation or description is complete and accurate.

09-09-16-TRCA Mtg Summary.doc Page 1 of 2

1195 Stellar Drive, Unit 1

Newmarket, ON L3Y 7B8

Tel: (905) 830-5656

Fax: (905) 830-0176

www.uyssolutions.ca




RE: Meeting with TRCA

LOCATION: Black Creek Pioneer Village DATE: September 16, 2009 TIME: 10:00 a.m.

PARTICIPANTS:

Participant's Name Representing

Adrian Coombs George Godin Ian Dobrindt Katrina Broughton Jennifer Draper Beth Williston Gary Bowen Joe Halloran Maria Parish

York Region (YR) Conestoga-Rovers & Associates (CRA)

AECOM AECOM

Toronto and Region Conservation Authority (TRCA) TRCA TRCA TRCA TRCA

DISTRIBUTION:

Participants File


Ref. Item #

Brief Description

Action by

7.0 Gary Bowen provided a copy of his presentation to York Region on a memory stick at the meeting

INFO

9.0 TRCA to issue a formal letter with comments on the Draft ToR TRCA

AGENDA ITEMS


1.0 Gary Bowen gave a presentation on current and emerging research on near-shore water quality in Lake Ontario.

INFO

2.0 Key issues include Cladophora, taste and odour, beach closures, agricultural runoff, and pharmaceuticals

3.0 Wastewater effluent and stormwater contribute to nutrient loading in Lake Ontario and lake-wide nutrient studies are emerging. Results from 2008 and 2009 circulation studies will become available in May 2010.

TRCA

4.0 In the future, the Provincial Government may be imposing comprehensive, lake-wide controls on nutrient loading.

5.0 TRCA suggested consideration of Lake Ontario impacts for the full build-out of the Duffin WPCP so full costs and impacts can be assessed in light of emerging near-shore water quality science.

09-09-16-TRCA Mtg Summary.doc Page 2 of 2


6.0 In a post-meeting discussion, York Region clarified that an assessment of Lake Ontario impacts will be done at the full build-out of the Duffin WPCP, the most appropriate time to deal with this issue and in keeping with what TRCA seems to be proposing. This assessment would not be blended in with any discharge alternative for the Upper York Sewage Solutions project.

7.0 Gary to provide copy of his presentation to York Region for information

8.0 TRCA staff and the Project Team discussed TRCA's comments on the preliminary Draft Terms of Reference.

INFO

9.0 TRCA will issue a formal letter with comments on the Draft ToR TRCA

Attachments:

Prepared By: Katrina Broughton Date Issued: October 13, 2009

This confirms and records our interpretation of the discussions which occurred and our understanding reached during this meeting. Unless notified in writing within 7 days of the date issued, we will assume that this recorded interpretation or description is complete and accurate. http://uyss.esolutionsgroup.ca/Shared Documents/A-ADMIN (PROJ MGMT)-MEDIA-MEETINGS/A13-MEETINGS/CONSERVATION AUTHORITY MEETINGS/09-09-16-TRCA Mtg Summary.doc

050278 (7) York Region No. 74270



Appendix D

Notification of ToR Commencement

The Regional Municipality of York, 17250 Yonge Street, Newmarket, Ontario L3Y 6Z1 Tel: (905) 830-4444 ext. 5098, 1-877-464-YORK (1-877-464-9675), Fax: (905) 830-6927

Internet: www.york.ca

Environmental Services Department Water and Wastewater Branch

March 26, 2009 Ms. Louise Knox Canadian Environmental Assessment Agency 55 St. Clair Avenue East, 9th Floor Toronto, ON M4T 1M2 Dear Ms. Knox: Re: Notice of Commencement of Terms of Reference for

Upper York Sewage Solutions Individual Environmental Assessment The Regional Municipality of York (York Region) has initiated the Upper York Sewage Solutions (UYSSolutions) Individual Environmental Assessment (IEA). The purpose of this project is to develop a sustainable sewage servicing solution for the Upper York service area, in accordance with the provincial initiative for growth outlined in the Places to Grow Act in recognition of all legislation. The service area consists of the Towns and Communities of Aurora, Newmarket, Holland Landing, Queensville, and Sharon (see attached study area map). York Region has now commenced the two-step Environmental Assessment (EA) approval process. The first step is to prepare the Terms of Reference (ToR), which sets out the proposed framework for the preparation and review of the UYSSolutions IEA. The ToR represents an agreement between York Region and the Minister of the Environment about what is required in the EA to address the legislated requirements of the Environmental Assessment Act. Stakeholder involvement is an important and integral part of this project. We would like to discuss approaches for consultation and confirm your contact information. With this in mind, please fill out the questionnaire included in this package and return it to Adrian Coombs (Senior Project Manager). Alternatively, you can call or e-mail me directly. As part of preparing the ToR, the first set of Public Information Forums (PIFs) for the UYSSolutions IEA is slated for June 2009. Notification of the PIFs, including dates, times and locations will be provided to you directly via a letter and will also be published in local newspapers and posted on the project website (www.uyssolutions.ca).

March 26, 2009 - 2 - Ref. No. 74270

The Regional Municipality of York, 17250 Yonge Street, Newmarket, Ontario L3Y 6Z1 Tel: (905) 830-4444 ext. 5098, 1-877-464-YORK (1-877-464-9675), Fax: (905) 830-6927

Internet: www.york.ca

In addition, a Review Agency Advisory Committee (RAAC) is being established by York Region to gather input and feedback during the UYSSolutions IEA. We are seeking review agencies to join the RAAC. If you are interested, please review the attached RAAC Roles and Responsibilities and return the Expression of Interest form to Adrian Coombs (Senior Project Manager) by April 24, 2009. If you have any questions or comments regarding the UYSSolutions IEA or would like further information, please contact me or visit the project website (www.uyssolutions.ca). Comments and information related to this project are being collected to assist York Region in meeting the requirements of the Environmental Assessment Act. Sincerely,

Adrian W. Coombs, P. Eng. Senior Project Manager AWC/lw The Regional Municipality of York 17250 Yonge Street Newmarket, ON L3Y 6Z1 Telephone: 905-830-4444, ext. 5098 Email: [email protected] Encl. c.c.: George Godin, Conestoga-Rovers & Associates 7 4 2 7 0 - E n v i r o n m e n t a l A s s e s s m e n t - N o t i c e o f T o R C o m m e n c e m e n t

QUESTIONNAIRE

Under the Freedom of Information and Protection of Privacy Act and the Environmental Assessment Act, unless otherwise stated in the submission, any personal information such as name, address, telephone number and property location included in a submission will become part of the public record files for this matter and can be released, if requested, to any person.

1. Do we have the correct contact information for you on file?

Canadian Environmental Assessment Agency Primary Contact: Ms. Louise Knox Title: 55 St. Clair Avenue East, 9th Floor Toronto, ON M4T 1M2 Telephone: 416-952-1575 Fax: 416-952-1573 [email protected]

2. How useful would you find the following forms of consultation during the UYSSolutions EA?

3. Do you have any further comments about how we can best consult with you?

______________________________________________________________________________________________ ______________________________________________________________________________________________

4. Would someone from your organization consider participating in a community liaison forum or an advisory committee? ______________________________________________________________________________________________ ______________________________________________________________________________________________

5. Do you have any preliminary comments about sewage servicing in Newmarket, Aurora and East Gwillimbury? ______________________________________________________________________________________________ ______________________________________________________________________________________________

6. Are there other individuals, associations or organizations that we should contact?

______________________________________________________________________________________________ ______________________________________________________________________________________________

7. Would you like us to follow up with you to further discuss the UYSSolutions EA?

______________________________________________________________________________________________

r I do not wish to receive any information about the UYSSolutions IEA, please remove me from the contact list

Very Useful Not Useful 1 2 3 4 5

Public meetings Small Group/Focus group meetings Workshops (daytime) Workshops (evening) Drop-in sessions at project office E-mail Newsletters Hardcopy Newsletters Project Website



Tel: (905) 830-5656

Fax: (905) 830-0176

ROLES AND RESPONSIBILITIES FOR THE UPPER YORK SEWAGE SOLUTIONS

REVIEW AGENCY ADVISORY COMMITTEE

BACKGROUND

The purpose of the Upper York Sewage Solutions (UYSSolutions) Individual Environmental Assessment (IEA) is to develop a sustainable sewage servicing solution for the Upper York service area, in accordance with the provincial initiative for growth outlined in the Places to Grow Act and with all applicable government legislation including the Lake Simcoe Protection Act and the Great Lakes Charter. REVIEW AGENCY ADVISORY COMMITTEE MANDATE

The Regional Municipality of York (York Region) believes that early and ongoing involvement of regulatory authorities and other government and review agencies is necessary to ensure that the Project Team recognizes and understands any issues that may potentially affect the successful outcome of the project. The UYSSolutions Review Agency Advisory Committee provides a forum for regulatory authorities and other government and review agencies to provide guidance to the Project Team during the UYSSolutions IEA (see attached service and study area map).

The Review Agency Advisory Committee will ensure that the Project Team has effectively engaged all levels of government that are responsible for commenting on the UYSSolutions IEA. Specifically, the Committee will review and provide input on the following:

• Roles and Responsibilities and associated work plans;

• Purpose of and rationale for the undertaking;

• Collection of baseline conditions data;

• Assessment of the alternatives to the undertaking, including the evaluation criteria and indicators;

• Identification and evaluation of alternative methods, including the evaluation criteria and indicators;

• Impact assessment of the preferred alternative method;

• Communications material prepared for Public Information Forums and other public activities; and

• Draft Environmental Assessment Report.

70595 2

Members of this Committee will serve as a liaison between the Advisory Committee and their respective authorities or agencies to collect or distribute data, information, and requests. Specifically, members will be responsible for:

• Collecting ideas from their respective authorities or agencies to bring to Advisory Committee meetings;

• Presenting these ideas to the Advisory Committee;

• Conveying information from the Advisory Committee back to their respective authorities or agencies; and

• Presenting the recommendations of the Advisory Committee back to their respective authorities or agencies.

ADVISORY COMMITTEE MEMBERSHIP

The Advisory Committee will consist of senior level individuals (i.e., with decision-making authority) from key review agencies and representatives from municipal governments. Its proposed composition of 16 seats includes: Town of Aurora (2 seats) Town of Newmarket (2 seats) Town of East Gwillimbury (2 seats) Town of Richmond Hill (2 seats) Toronto and Region Conservation Authority (2 seats) Lake Simcoe Region Conservation Authority (2 seats) Ministry of the Environment (1 seat) Ministry of Natural Resources (1 seat) Ministry of Energy and Infrastructure (1 seat) Ministry of Municipal Affairs and Housing (1 seat) Members should assign pre-registered alternates to attend in their place provided that the alternates have decision-making authority and are familiar with the discussions and outcomes of previous meetings. Twenty-four hours notice of the inability of a member or an alternate to attend a meeting would be appreciated as a courtesy. CHAIR

An independent professional facilitator, selected by York Region, will chair the Review Agency Advisory Committee meetings. The Facilitator will plan meeting agendas, act as meeting chair and coordinate activities of the Review Agency Advisory Committee. The Facilitator will also provide meeting process rules and other procedures related to Committee effectiveness.

70595 3

MEETING ORGANIZATION

The Review Agency Advisory Committee will meet approximately twelve times between May 2009 and December 2013. Meetings will be scheduled on the basis of members’ availability. Meetings will generally be held during the day. The total number of meetings will be discussed with the Review Agency Advisory Committee members as the project proceeds. The meetings will be conducted in such a manner as to create an environment for constructive dialogue between representatives. Everyone will have the opportunity to be heard and different viewpoints will be respected. When appropriate, Project Team members will present technical information to the Advisory Committee for discussion. Presentations will be focused to ensure maximum opportunity for discussion. A draft agenda and related information will be circulated in advance of the meetings. To provide input and comment, members of the Review Agency Advisory Committee will review materials in advance of the release to the public. DECISION-MAKING

The Review Agency Advisory Committee is a non-voting advisory committee that makes recommendations to the Project Team for their consideration. The Review Agency Advisory Committee will seek consensus when making recommendations to the Project Team. Consensus means that each representative had the opportunity to be heard and has come to an understanding, not necessarily agreement, on the recommendation being put forward. The decision-making process resides with the York Region Project Team, which will include consideration of the Forum’s recommendations.

MEETING NOTES

To provide prompt access to Review Agency Advisory Committee meeting notes and received reports, the business of approving meeting notes may be conducted by electronic mail. An electronic distribution list will include all Review Agency Advisory Committee members and York Region staff representatives. Meeting notes will be prepared following each meeting and these will be circulated within 14 days. Meeting notes will be posted as final 7 days following circulation unless corrections are received by the Facilitator. Approved meeting notes will be forwarded to the Project Team and will be posted on the project website.

Map Document: 050278-040-23(REP001)GIS-WA002.mxd March 23, 2009

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Queensville Sideroad

Davis Drive

King Road

Smith Boulevard

17th Sideroad

Herald Road

McC

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Bethesda Sideroad

St John's Sideroad

Mount Albert Road

Davis Drive West

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Stouffville Road

Vandorf Sideroad

11th

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Keel

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Pollock Road

Glenwoods Avenue

Highw

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19th Sideroad

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Snoddon Road

Major Mackenzie Drive East

16th Avenue

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Cole Road

Baldwin Road

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Bethel Sideroad

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Wellington Street West

Strawberry Lane

John Street

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Brule Trail

Bernhardt Road

Morton Avenue

Juliana Road

Emma Road

Church Street

Farr Avenue

17th Sideroad

Boag Road

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19th Sideroad

Kirby Road

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Langstaff Road

Doane Road

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UTM Zone 17N, NAD 83 1:170,000

Service Area and Study Areafor UYSSolutions IEA

March 2009

UYSSolutions IEA

Figure 1

REGIONAL MUNICIPALITYOF YORK

REGIONAL MUNICIPALITYOF PEEL

REGIONAL MUNICIPALITYOF DURHAM

CITY OF TORONTO

COUNTY OF SIMCOE

©2009 Conestoga-Rovers & Associates Ltd. All Rights Reserved. This document is protected by copyright law and may not be used, reproduced or modified in any manner or for any purpose exceptwith the written permission of Conestoga-Rovers & Associates Ltd. ("CRA") or a party to which itscopyright has been assigned. Conestoga-Rovers & Associates Ltd accepts no responsibility, and denies any liability whatsoever, to any party that uses, reproduces, modifies, or relies on thisdocument without Conestoga-Rovers & Associates Ltd. express written consent.

Basemapping: Produced by CRA under license from RegionalMunicipality of York, and Ontario Ministry of Natural Resources,Land Information Ontario (LIO), 2009. © Queens Printer 2009

0 1 2 3 40.5Kilometers

²

Simcoe County

Project - 50278

LegendEA Study AreaUYSS Service AreaTowns and VillagesUrban

Oak Ridges Moraine BoundaryCountryside

! ! Municipal Boundary

Lake Simcoe

Town ofEast Gwillimbury

Town ofNewmarket

Town ofAurora

Town ofWhitchurch-Stouffville

Township ofKing

City of Vaughan Town of

MarkhamTown ofRichmond Hill

Town ofGeorgina

YORK REGION

Portion of the Town ofEast Gwillimbury - Sharon - Holland Landing - Queensville


Tel: (905) 830-5656 Fax: (905) 830-0176


EXPRESSION OF INTEREST FORM

Please indicate your interest in participating in the Upper York Sewage Solutions Individual Environmental Assessment Review Agency Advisory Committee by April 24, 2009 by completing this form and e-mailing or faxing it to the contact below: Adrian Coombs, P.Eng. York Region Senior Project Manager Environmental Services Branch The Regional Municipality of York 17250 Yonge Street Newmarket, ON L3Y 6Z1 Telephone: 905-830-4444, ext. 5098 Fax: 905-830-6927 Email: [email protected]

Name ___________________________________________ Title __________________________________________ Organization _____________________________________ Availability (please indicate and rank days of the week that are best for you to meet) _____________________________________________________________________________________ Name and Title of Alternate (if applicable) ____________________________________________________________________________________ Thank you for your interest in this project!

The Regional Municipality of York

NOTICE OF COMMENCEMENT

UPPER YORK SEWAGE SOLUTIONS INDIVIDUAL ENVIRONMENTAL ASSESSMENT

The Regional Municipality of York (York Region) has initiated the Upper York Sewage Solutions (UYSSolutions) Individual

Environmental Assessment (IEA). The purpose of the UYSSolutions IEA is to develop a sustainable sewage servicing

solution for the upper York area, in accordance with the provincial initiative for growth outlined in the Places to Grow Act and

with all applicable government legislation including the Lake Simcoe Protection Act and the Great Lakes Charter. The

service area consists of the Towns and Communities of Aurora, Newmarket, Holland Landing, Queensville, and Sharon, as

shown on the map below.

York Region is seeking input as part of developing the sewage servicing solution. The first step in the IEA process is to

develop a Terms of Reference, which sets out the proposed framework for the preparation and review of the IEA.

Visit the project website at www.uyssolutions.ca to let us know what you think are the most important issues and

opportunities for sewage servicing in your community (see highlighted area of map). By registering on the website you’ll also

receive invitations to future consultation events, such as Public Information Forums and Focus Group Sessions.

The first series of Public Information Forums for UYSSolutions is scheduled for June 2009. Watch for notices in your local

newspaper and on the project website (www.uyssolutions.ca).

Want to get involved? Join the Community Liaison Forum …

The project team is looking for residents, special interest groups, local

businesses and community associations to join the UYSSolutions Community

Liaison Forum. This Forum will play a key role in providing feedback about the

UYSSolutions throughout the IEA process. Please contact us if you would like

to be part of this group.

Visit the project website at www.uyssolutions.ca to find out more about getting

involved.

For further information on this project, please contact: Adrian Coombs, P. Eng. OR George Godin, P. Eng., PMP Senior Project Manager Consultant Project Manager Environmental Services Department Conestoga-Rovers & Associates The Regional Municipality of York 1195 Stellar Drive, Unit 1 17250 Yonge Street Newmarket, ON L3Y 7B8 Newmarket, ON L3Y 6Z1 Telephone: 905 830-5656 Telephone: 905 830-4444, ext. 5098 Email: [email protected] Email: [email protected]

050278 (7) York Region No. 74270



Appendix E

Community Liaison Forum Roles and Responsibilities and Review Agency Advisory Committee Roles and Responsibilities



Tel: (905) 830-5656

Fax: (905) 830-0176


COMMUNITY LIAISON FORUM

BACKGROUND

The purpose of the Upper York Sewage Solutions (UYSSolutions) Individual Environmental Assessment (IEA) is to develop a sustainable sewage servicing solution for the upper York service area, in accordance with the provincial initiative for growth outlined in the Places to Grow Act and with all applicable government legislation including the Lake Simcoe Protection Act and the Great Lakes Charter. COMMUNITY LIAISION FORUM MANDATE

The Regional Municipality of York (York Region) believes that the advice of local resident associations, businesses, and community leaders can provide input for improved decision-making and enhanced consultation with the communities affected by the UYSSolutions IEA (see attached service and study area map). The purpose of the Community Liaison Forum is to provide a forum for focused discussion of project issues with a representative broadly based group of interested stakeholders. The Community Liaison Forum will help to identify public and stakeholder opportunities and concerns and assess the possible public response and feedback to project issues. The mandate of the Community Liaison Forum is the following:

• To share information and knowledge of the UYSSolutions IEA Study Area and Communities;

• To ensure informed participation by asking questions of the Project Team;

• To assist in the identification of current and potential community issues relative to sewage servicing in the study area;

• To comment on Project Team presentations and reports within an agreed upon timeframe;

• To provide input on the communications material prepared for Public Information Forums and other public activities; and

• To provide information to their stakeholder organization on the project and serve as liaison.

LIAISON FORUM MEMBERSHIP

The Community Liaison Forum is proposed to be constituted with representation from appropriate organizations and/or associations and is structured to provide a balance of perspectives.

2

Its proposed composition of 16 seats includes:

Designate from Aurora, Newmarket or East Gwillimbury Chamber of Commerce (1 seat)

Greater Toronto Homebuilders Association (1 seat)

Resident Associations within the study area (3 seats)

Resident Associations outside the study area (1 seat)

Environmental Interest Groups (2 seats)

Institutions (2 seats)

Residents living within the study area (2 seats)

Property Owners (do not have to live within study area) (2 seats)

Businesses, Industrial and Commercial Firms within the study area or those that frequently travel within the study area (2 seats)

Community Liaison Forum Members may send a pre-registered alternate to the meetings. In the event that a member of the Forum is not able to attend two successive meetings, the Chair may appoint a suitable replacement person. The Forum is not empowered to hear public delegations. CHAIR

An independent professional facilitator, selected by York Region, will chair the Community Liaison Forum meetings. The Facilitator will plan meeting agendas, act as meeting chair, and coordinate activities of the Community Liaison Forum. The Facilitator will also provide meeting process rules and other procedures related to Forum effectiveness. MEETING ORGANIZATION

The Community Liaison Forum will meet approximately twelve times between May 2009 and December 2013. The meetings will generally take place in the evening from 6:30 to 9:00 p.m. The total number of meetings and timing will be discussed with the Community Liaison Forum members as the project proceeds. The meetings will be conducted in such a manner as to create an environment for constructive dialogue between representatives. Everyone will have the opportunity to be heard and different viewpoints will be respected. When appropriate, Project Team members will present technical information to the Community Liaison Forum for discussion. Presentations will be focused to ensure maximum opportunity for discussion. A draft agenda and related information will be circulated in advance of the meetings. To provide input and comment, members of the Community Liaison Forum will review materials in advance of the release to the public.

3

DECISION-MAKING

The Community Liaison Forum is a non-voting liaison forum that makes recommendations to the Project Team for their consideration. The Community Liaison Forum will seek consensus when making recommendations to the Project Team. Consensus means that each representative had the opportunity to be heard and has come to an understanding, not necessarily agreement, on the recommendation being put forward. The decision-making process resides with the York Region Project Team, which will include consideration of the Forum’s recommendations. MEETING NOTES

Meeting notes will be prepared following each meeting and these will be circulated within 14 days. Meeting notes will be posted as final 7 days following circulation unless corrections are received by the Facilitator. Approved meeting notes will be forwarded to the Project Team and will be posted on the project website.



Tel: (905) 830-5656

Fax: (905) 830-0176



BACKGROUND

The purpose of the Upper York Sewage Solutions (UYSSolutions) Individual Environmental Assessment (IEA) is to develop a sustainable sewage servicing solution for the Upper York service area, in accordance with the provincial initiative for growth outlined in the Places to Grow Act and with all applicable government legislation including the Lake Simcoe Protection Act and the Great Lakes Charter. REVIEW AGENCY ADVISORY COMMITTEE MANDATE

The Regional Municipality of York (York Region) believes that early and ongoing involvement of regulatory authorities and other government and review agencies is necessary to ensure that the Project Team recognizes and understands any issues that may potentially affect the successful outcome of the project. The UYSSolutions Review Agency Advisory Committee provides a forum for regulatory authorities and other government and review agencies to provide guidance to the Project Team during the UYSSolutions IEA (see attached service and study area map).

The Review Agency Advisory Committee will ensure that the Project Team has effectively engaged all levels of government that are responsible for commenting on the UYSSolutions IEA. Specifically, the Committee will review and provide input on the following:

• Roles and Responsibilities and associated work plans;

• Purpose of and rationale for the undertaking;

• Collection of baseline conditions data;

• Assessment of the alternatives to the undertaking, including the evaluation criteria and indicators;

• Identification and evaluation of alternative methods, including the evaluation criteria and indicators;

• Impact assessment of the preferred alternative method;

• Communications material prepared for Public Information Forums and other public activities; and

• Draft Environmental Assessment Report.

70595 2

Members of this Committee will serve as a liaison between the Advisory Committee and their respective authorities or agencies to collect or distribute data, information, and requests. Specifically, members will be responsible for:

• Collecting ideas from their respective authorities or agencies to bring to Advisory Committee meetings;

• Presenting these ideas to the Advisory Committee;

• Conveying information from the Advisory Committee back to their respective authorities or agencies; and

• Presenting the recommendations of the Advisory Committee back to their respective authorities or agencies.

ADVISORY COMMITTEE MEMBERSHIP

The Advisory Committee will consist of senior level individuals (i.e., with decision-making authority) from key review agencies and representatives from municipal governments. Its proposed composition of 16 seats includes: Town of Aurora (2 seats) Town of Newmarket (2 seats) Town of East Gwillimbury (2 seats) Town of Richmond Hill (2 seats) Toronto and Region Conservation Authority (2 seats) Lake Simcoe Region Conservation Authority (2 seats) Ministry of the Environment (1 seat) Ministry of Natural Resources (1 seat) Ministry of Energy and Infrastructure (1 seat) Ministry of Municipal Affairs and Housing (1 seat) Members should assign pre-registered alternates to attend in their place provided that the alternates have decision-making authority and are familiar with the discussions and outcomes of previous meetings. Twenty-four hours notice of the inability of a member or an alternate to attend a meeting would be appreciated as a courtesy. CHAIR

An independent professional facilitator, selected by York Region, will chair the Review Agency Advisory Committee meetings. The Facilitator will plan meeting agendas, act as meeting chair and coordinate activities of the Review Agency Advisory Committee. The Facilitator will also provide meeting process rules and other procedures related to Committee effectiveness.

70595 3


The Review Agency Advisory Committee will meet approximately twelve times between May 2009 and December 2013. Meetings will be scheduled on the basis of members’ availability. Meetings will generally be held during the day. The total number of meetings will be discussed with the Review Agency Advisory Committee members as the project proceeds. The meetings will be conducted in such a manner as to create an environment for constructive dialogue between representatives. Everyone will have the opportunity to be heard and different viewpoints will be respected. When appropriate, Project Team members will present technical information to the Advisory Committee for discussion. Presentations will be focused to ensure maximum opportunity for discussion. A draft agenda and related information will be circulated in advance of the meetings. To provide input and comment, members of the Review Agency Advisory Committee will review materials in advance of the release to the public. DECISION-MAKING

The Review Agency Advisory Committee is a non-voting advisory committee that makes recommendations to the Project Team for their consideration. The Review Agency Advisory Committee will seek consensus when making recommendations to the Project Team. Consensus means that each representative had the opportunity to be heard and has come to an understanding, not necessarily agreement, on the recommendation being put forward. The decision-making process resides with the York Region Project Team, which will include consideration of the Forum’s recommendations.

MEETING NOTES

To provide prompt access to Review Agency Advisory Committee meeting notes and received reports, the business of approving meeting notes may be conducted by electronic mail. An electronic distribution list will include all Review Agency Advisory Committee members and York Region staff representatives. Meeting notes will be prepared following each meeting and these will be circulated within 14 days. Meeting notes will be posted as final 7 days following circulation unless corrections are received by the Facilitator. Approved meeting notes will be forwarded to the Project Team and will be posted on the project website.

050278 (7) York Region No. 74270



Appendix F

Review Agency Advisory Committee Meeting Notes

UYSS RAAC Notes from Meeting 1 held on May 20 2009.doc Page 1 of 3


Tel: (905) 830-5656 Fax: (905) 830-0176

www.uyssolutions.ca

MEETING SUMMARY Ref No. 050278



RE: RAAC Mtg. #1

LOCATION: UYSSolutions Project Office, Newmarket

DATE: May 20, 2009 TIME: 1:30 – 3:30

Participants: Participant's Name Representing Adrian Coombs George Godin Ian Dobrindt Sue Cumming Katrina Broughton Alice Maliakkal Beth Williston Jennifer Draper Jackie Burkart Robin Skinner Chris Kalimoottoo Fausto Filipetto Jim Koutroubis Wayne Hunt

York Region Conestoga-Rovers and Associates AECOM Canada Independent Facilitator, Cumming+Company AECOM Canada Conestoga-Rovers and Associates Toronto and Region Conservation Authority Toronto and Region Conservation Authority Lake Simcoe Region Conservation Authority Town of East Gwillimbury Town of East Gwillimbury Town of Aurora Town of Newmarket Town of East Gwillimbury - Guest

Distribution:

Participants File

AGENDA ITEMS

Item Description Action By 1.0 Welcome & Introductions • As Facilitator, Sue Cumming welcomed members of the Review Agency

Advisory Committee (RAAC) to the first meeting and overviewed the role of the Committee - to provide advice and input to the development of the ToR and throughout the IEA. Sue indicated that the meetings would be interactive with all participating in the discussion and would start and finish within the timeline established. Meeting notes will be taken and provided to RAAC Committee members.

- It is the team’s undertaking that in future, notes will be distributed as soon as possible following the meeting. These notes will be issued as final and so filed if there are no comments or corrections forwarded to Sue Cumming at [email protected] or by telephone at: 866 611-3715 within 5 business days.

• Sue noted that alternates are welcome to attend and observe the meeting discussion. Memory sticks were provided with the presentation from the meeting. Best efforts will be used to reduce use of paper throughout the

mailto:[email protected]


project. 2.0 UYSSolutions Project Background

Adrian Coombs explained the project background and desire to work closely with area municipal partners. Discussion points noted:

- Adrian conveyed that the two-tier municipal system approach has challenges but will be positive for both the area municipalities and the Region throughout this project.

- Query about including of Georgina on the RAAC? Regional Staff has been in contact with Georgina staff and will continue to discuss their level of interest.

3.0 UYSSolutions Terms of Reference (ToR) Ian Dobrindt overviewed the IEA Process and development of Terms of

Reference (ToR). He further explained method of evaluating alternatives to the undertaking and alternative methods, and the work plans. Sue Cumming explained ToR Consultation Plan and the significant emphasis on outreach and participation. Discussion points noted:

- Existing water supply for the upper York service area is a combination of municipal groundwater wells and Lake Ontario.

- Georgina will be closely involved in any alternative involving Lake Simcoe, The current study area boundary is preliminary and will be modified as required as project moves forward.

- Discussion of potential alternatives-to the undertaking for the ToR.

4.0 Discussion of “Hot Topics” RAAC members were asked to identify their initial perspectives/ideas on

topics that will be of interest to the public and stakeholders as the IEA moves forward. The following key points were noted from the discussion:

- Sustainability will be of interest. It was noted that the Region’s commitment to the triple bottom line of a sustainable natural environment, healthy communities and economic vitality, is incorporated into W&W Master Plan and will be imbedded into the UYSSolutions IEA.

- Water and wastewater conservation and how the project will address and include conservation will be of interest to the public.

- Opportunities throughout the project to look at and incorporate best practices; for example - reduce energy footprint.

- Discussion with adjacent municipalities e.g. Bradford.

- ORM Plan and Intensification.

- Aurora Downtown Plan is receiving significant public interest

- York Region’s Transportation Master Plan and the affect opening up these areas to development has on transportation, including GO lines.

- Council will change in 2010 and might introduce new councillors to project. As local councillors represent a great link to their residents, it was agreed that the Region would consider presentations to Councils at key milestones .

- Consideration of innovative techniques for reduction of sewage volume (e.g. reducing inflow and infiltration into local sewage pipes);


well

- and approaches that are being used for

- well as approved growth in

mbury.

water reclamation for reuse (e.g. golf course irrigation). Reuse of treated wastewater (greywater). Many of these are alreadyestablished Regional initiatives (e.g. Water for Tomorrow).

TRCA shared experiencesFirst Nation Consultation.

Need for the UYSSolutions project is for intensification and growth inthe Towns of Aurora and Newmarket as communities in East Gwilli

5.0 Ne Sxt teps - 2:00

. at the Project Office) to receive input on

-

ents, ary notes. Material to be provided electronically and

- Printed hard copy of 11x17 maps requested by LSRCA

eam to

tice of Meeting

Workshop Meeting to be held on Thursday, June 25, 2009 (1noon to 3:30 p.mPreliminary ToR.

ToR to be made available to RAAC by June 15th latest. Will be looking for high level comments: feedback on alternatives-to, evaluation criteria, high level approach, initial reaction and commany prelimincouriered.

Project Tforward Preliminary ToR and No

Attachments:

mments to Sue Cumming, Cumming+Company at [email protected]

These meeting notes are not verbatim. They are intended to confirm the key points noted and direction forward. Please forward any co or by telephone at: 866 611-3715

25Jun09-RAAC Mtg 2-Mtg Summary Page 1 of 3

Project Office: 1195 Stellar Drive, Unit 1 Newmarket, ON L3Y 7B8

Tel: (905) 830-5656 Fax: (905) 830-0176

www.uyssolutions.ca



CLIENT: Regional Municipality of York CLIENT PROJECT/FILING NO.: A13-74270

RE: REVIEW AGENCIES ADVISORY COMMITTEE (RAAC) MEETING NO. 2

LOCATION: UYSSolutions Project Office 1195 Stellar Dr. Newmarket

DATE: June 25, 2009 TIME: 12:00 p.m.

Participants:


Adrian Coombs (AWC) George Godin (GG) Alice Maliakkal (AM) Ian Dobrindt (ID) Katrina Broughton (KB) Beth Williston (BW) Jennifer Draper (JD) Robin Skinner (RS) Chris Kalimoottoo (CK) Eugene Zawadowsky (EZ) Royce Fu (RF) Duayne Taylor (DT)

York Region (REGION) Conestoga—Rovers and Associates (CRA)

CRA AECOM AECOM

Toronto and Region Conservation Authority Toronto and Region Conservation Authority

Town of East Gwillimbury Town of East Gwillimbury

Town of Richmond Hill Town of Newmarket Town of Newmarket

Distribution:

Participants File


Ref. Item #

Brief Description

Action by

Due Date

Completed

2.1 Investigate the feasibility of Adobe Acrobat (version 9.0) as a means of viewing and commenting on individual electronic files during workshop meetings to maintain paperless document review.

REGION/CRA TBD

5.1 Submit Staff Report to Councils indicating Preliminary Draft Terms of Reference (ToR) has been reviewed by staff

RAAC n/a

5.2 Present update on project to individual Councils at appropriate milestones

REGION/CRA TBD


AGENDA ITEMS


1.0 WELCOME AND PURPOSE

• AWC/GG welcomed members of the Review Agency Advisory Committee (RAAC) to the second meeting. This meeting is being held to facilitate the review and feedback from members of the RAAC on the Preliminary Draft Terms of Reference (ToR) prepared for the Upper York Sewage Solutions Individual Environmental Assessment - sent in advance in electronic format (CD) to each member.

• Ian Dobrindt facilitated the meeting in a workshop format using a presentation and live recording of the comments.

2.0 DISCUSSION OF PAPERLESS REVIEW

• RAAC was asked how they felt about providing comments electronically on the PDF file submitted for review. Discussion points noted:

- can Adobe Acrobat 9.0 be made available to RAAC members to facilitate review comments for future documents?

- in remain paperless, how can each member's electronic comment file be viewed/integrated at future workshops?

REGION/CRA

REGION/CRA

3.0 REAL TIME RECORDING OF COMMENTS ON THE PRELIMINARY DRAFT TERMS OF REFERENCE

• This was a collaborative working session where comments from RAAC members on the Preliminary Draft ToR were discussed and electronically recorded live.

4.0 PUBLIC INFORMATION FORUM SUMMARY

• Two Public Information Forums (PIFs) were held last week (Town of Aurora on June 17; Town of East Gwillimbury on June 18). Total number of members of the public who attended the forums was 48. Several general questions were answered and members of the public were encouraged to keep up to date with the project by visiting the project website and project office for Tuesday Talks.

5.0 OTHER BUSINESS

• RAAC members to submit a Staff Report to their Councils indicating the Preliminary Draft ToR has been reviewed, accompanied by their comments.

• UYSSolutions project team will present an update of the project to Councils of the Towns of Newmarket, Aurora, East Gwillimbury, and Richmond Hill at the next scheduled Council meeting for each Town (likely in September).

RAAC

REGION/CRA



6.0 ADJOURNMENT

Attachments:

Prepared By: Alice Maliakkal Date Issued: July, 6, 2009

This confirms and records our interpretation of the discussions which occurred and our understanding reached during this meeting. Unless notified in writing within 7 days of the date issued, we will assume that this recorded interpretation or description is complete and accurate.

050278 (7) York Region No. 74270



Appendix G

Public Information Forums Summary Report

Upper York Sewage Solutions Environmental Assessment Consultation Record for the Approved (As Amended) Terms of Reference Appendix G Public Information Forums - June 2009 Summary Report: Terms of Reference Prepared for: The Regional Municipality of York

MARCH 2010 REF. NO. 050278 (7) APP-G YORK REGION NO. 74270

050278 (7) APP G York Region No. 74270

Public Information Forums - June 2009 Summary Report


Table of Contents

Page

1.0 Introduction G-1

2.0 Purpose, Timing, and Location of the Public Information Forums G-1

3.0 Notification of the Public Information Forums G-1

4.0 Format of the Public Information Forums G-2 4.1 Station No. 1: Background and EA Process G-3 4.2 Station No. 2: Preliminary Study Area and Key Legislation G-3 4.3 Station No. 3: Identification and Assessment of

Alternatives To the Undertaking G-3 4.4 Station No. 4: Consultation Approach G-4

5.0 Attendance and Comments and Questions Received at the Public Information Forums G-4

6.0 Summary G-13


Public Information Forums - June 2009 Summary Report


List of Tables

Page

Table 1 Summary of Questions and Comments Received at Each PIF Station and How the Comment will be Considered G-5

Table 2 Title Summary of Written Comments Received in the

Comment Booklets and How the Comment will be Considered G-9

List of Attachments

Attachment A Notice of PIF Mailing and related Details Attachment B PIF Display Panels Attachment C Take-Away Attachment D Transcribed Questions and Comments Attachment E Comment Booklets

050278 (7) APP G Page G-1 York Region No. 74270

Public Information Forums – June 2009 Summary Report


Section 1.0 Introduction

This report summarizes the two Public Information Forums (PIFs) held as part of preparing the draft Upper York Sewage Solutions (UYSS) Environmental Assessment (EA) Terms of Reference (ToR). For proposed "undertakings" in the Province of Ontario that are subject to the Environmental Assessment Act (EA Act), a ToR is the first step of a two-step approval process. A ToR is a document that is prepared by a proponent, which sets out the framework or work plan for the planning and decision-making process to be followed by a proponent during preparation of the environmental assessment - the second step. Section 5.1 of the EA Act states that consultation with "such persons as may be interested" should take place during preparation of the ToR. With this in mind, the Regional Municipality of York (York Region) has initiated consultation with review agencies, First Nations and Métis organizations, and interested members of the public. Section 6(3) of the EA Act requires a proponent to describe this consultation and the results in a document known as the Record of Consultation. As a result, this Summary Report will form part of the UYSS EA ToR Record of Consultation as an Appendix. Section 2.0 Purpose, Timing, and Location of the Public Information Forums

The purpose of the PIFs was to create an opportunity for the public to learn about the UYSS EA, specifically the ToR process, and provide comments directly to the project team. The PIFs were held at two different locations within the preliminary Study Area: June 17, 2009, 6:00 p.m. to 8:00 p.m. - Aurora Town Hall June 18, 2009, 6:00 p.m. to 8:00 p.m. - East Gwillimbury Civic Centre

Section 3.0 Notification of the Public Information Forums

Advance notification of the PIFs was provided to interested Review Agencies and the public to ensure maximum attendance. In addition to providing information on the PIFs (i.e. purpose, timing, and locations), the notification materials provided: A map of the Project Service Area and Preliminary Study Area A flow chart outlining milestones in the Environmental Assessment process The PIF format and objectives Information on further opportunities for comments and input




The following forms of notification were sent prior to the PIFs: Direct mailing to all agencies and interested members of the public in the contact

database. A total of 182 letters were mailed on May 28, 2009 Canada Post unaddressed mailing to all landowners within the preliminary Study Area. A

total of 64,228 notices were mailed on June 5 and 8, 2009 Posting on the project website Newspaper advertisements in the Newmarket/Aurora Era-Banner (which also circulates

in East Gwillimbury) on Thursday May 28th and Sunday May 31st, the Georgina Advocate on Thursday May 28th, and the Richmond Hill Liberal on Thursday May 28th and Sunday, May 31st. A total of 5 advertisements were placed in local papers

Placing posters in strategic locations such as libraries throughout the preliminary Study Area on June 17 and 18, 2009. A total of 17 posters were placed

Attachment A provides copies of these notification materials and related details. Section 4.0 Format of the Public Information Forums

Both PIFs used an open house drop-in format organized around information stations. In total, four information stations were set up to provide information on the following key elements of the draft UYSS EA ToR: Background and EA process Preliminary Study Area and Key Legislation Identification and Assessment of Alternatives Consultation Approach

Each information station included two to three display panels with project team members from York Region, Conestoga-Rovers & Associates, AECOM, and Sue Cumming (independent facilitator), in attendance to facilitate discussions and record ideas and comments on flip charts. Copies of the display panels are included in Attachment B. In addition to these four stations, a reference table was set up with material relating to the UYSS EA such as legislation, policies, Acts, project Fact Sheets, and brochures on York Region programs. A projector and screen which displayed virtual 3-dimensional pictures and key geographical features of the Preliminary Study Area was also set up. Since there was no formal presentation given at the PIFs, the public was welcomed at the door, signed-in and given a name tag. Also upon arrival, the public received a project notebook, pen, a comment booklet, USB memory stick uploaded with the PIF panels, comment booklet, fact sheets, and project website link. Upon receiving these materials, the public was encouraged to




visit each station to learn about various aspects of the UYSS EA and share ideas and comments with the project team members present. 4.1 Station No. 1: Background and EA Process

The first station provided the public with background context of the UYSS EA including an overview of the EA process. The following two panels were displayed at this station: Panel 1 included the Opportunity Statement and a map of the Service Area and

Preliminary Study Area. Current local and regional policies and plans such as the Places to Grow Act, 2005 and York Region's long term water and waste water strategy were provided to give further context.

Panel 2 provided an overview of the EA Process including a Project Schedule detailing the EA timeline.

4.2 Station No. 2: Preliminary Study Area and Key Legislation

Station No. 2 outlined the preliminary Study Area and provided an overview of key legislation relating to the UYSS EA. This information was provided on the following two panels: Panel 1 included maps of the Service Area and Preliminary Study Area, Natural, Built

and Aquatic Environment. Panel 2 listed key legislation to protect the Study Area such as the Greenbelt Act,

2005 & Plan, Lake Simcoe Protection Act, 2008 & Plan, Oak Ridges Moraine Conservation Act, 2001 & Conservation Plan, and regulation surrounding intra-basin transfer.

4.3 Station No. 3: Identification and Assessment of Alternatives

To the Undertaking

The third station identified the proposed Alternatives To the undertaking and described the screening and evaluation methodologies using three panels as follows: Panel 1 included a map detailing the potential Alternatives To the undertaking as well as

a brief description of the three Alternatives To the undertaking. Panel 2 included the 4 tasks associated with evaluating the alternatives. A list of

suggested screening criteria was also provided. Panel 3 included the 8 steps necessary to assess alternative methods to implement the

preferred alternative. Examples of evaluation criteria were also listed for the Natural, Built, Social, Economic and Cultural Environment as well as Technical and Financial categories.




4.4 Station No. 4: Consultation Approach

Station No. 4 highlighted the proposed consultation activities used for this project. This information was conveyed through a single panel which listed the different methods of communication (e.g. Notices, Letters and Brochures) as well as the different forums and committees set up to create a meaningful dialogue between review agencies, First Nations, Métis organizations and the public. At Station No. 4, an 'exit interview' was completed by the facilitator to receive feedback on whether the public found the PIF useful and what they would change for the next time. In addition, attendees were provided a handout outlining the next steps in the UYSS EA ToR process and how to get further involved (included in Attachment C). Section 5.0 Attendance and Comments and Questions Received at the Public Information Forums

In total, 44 individuals attended the two PIFs with a variety of comments and questions being recorded from discussions at the stations and completed comment booklets. Ten members of the public attended the June 17th PIF and 34 members of the public attended the June 18th PIF. A summary of the questions and comments received at the PIFs and how each comment will be considered in the Terms of Reference is presented in Tables 1 and 2. The issues have been grouped under each Station. A complete listing of all the comments and questions received as transcribed from the Station flip charts is included in Attachment D. A copy of all the comment booklets received is included in Attachment E.




Table 1: Summary of Questions and Comments Received at Each PIF Station and How the Comment will be Considered

Comments Received How the Comment will be Considered in the Terms of Reference

Station No. 1: Background and EA Process

What stage in the process are we currently at? What is the scheduled release date for the ToR? How long is the EA process?

- We are currently in the ToR stage and it is currently anticipated that the ToR will be submitted for review in the fall of 2009. In general, the EA process (ToR and EA) takes approximately 4 to 5 years.

A suggestion was to create more emphasis and subsequent information on the timeline of the project to inform and notify.

- Future PIFs will include information on project timelines

Can we issue comments and how do I obtain a copy?

- The draft Terms of Reference will be available on August 20 for a 30-day comment period, and the proposed Terms of Reference will be available for review and comment between November 20 and December 21, 2009.

What is the projected population and growth for the region?

- The Growth Plan forecasts a population of 1,500,000 and employment of 780,000 by 2031.

What is the purpose of the study? - The purpose of the proposed undertaking is to develop a sustainable sewage servicing solution that can accommodate the growth that is forecasted to occur in the UYSS service area in accordance with both the provincial growth management policies outlined in the Growth Plan pursuant to the Places to Grow Act, 2005 and applicable environmental statutes including but not limited to the Lake Simcoe Protection Act, 2008, the Oak Ridges Moraine Conservation Act, 2001, the Greenbelt Act, 2005, and the Ontario Water Resources Act.





Is this project economically feasible? Would like to see a breakdown of funding – where is it coming from?

- This project is necessary to provide a safe and healthy sewage servicing system for the forecasted growth in York Region. The project will be primarily funded by development charges.

What is the impact to taxes for residents in the area?

- Any infrastructure built as a result of the UYSS EA will be primarily paid for through development charges.

Station No. 2: Preliminary Study Area

What are the study and service boundaries?

- The service and study area boundaries were shown on display materials at the PIF. These boundaries will continue to be shown at future PIFs for reference purposes.

What are the servicing options currently available for the area?

- The proposed alternatives to the undertaking included in the ToR are: 1) Do nothing 2) Discharge to Lake Ontario and 3) Discharge to Lake Simcoe

Who is responsible for connecting residential dwellings in the service area to the proposed UYSS?

- The purpose of the UYSS EA is to provide servicing to accommodate future growth anticipated in the service area.

- It is the responsibility of local municipalities to determine if residents on septic systems are connected via a local municipal sewage system to the preferred undertaking identified through the UYSS EA.

Station No. 3: Identification and Assessment of Alternatives To the Undertaking

What are the possible site locations for the treatment plant?

- Until the preferred alternative to the undertaking is decided there will be no speculation on locating any infrastructure.





What are the methods of construction?

- The methods for construction will be identified after a preferred alternative to the undertaking and the type of infrastructure to be built is selected.

What are the impacts of construction?

- The potential impacts of construction will be determined during the alternative methods stage of the UYSS EA.

Where are the potential routes for the new trunk sewer?

- Any potential routes for a new sewer will be identified, if appropriate, after the preferred alternative to the undertaking is selected.

Can you provide more detail on the screening criteria?

- The complete list of the proposed screening criteria will be included in the Terms of Reference. As part of confirming the screening criteria, a supporting definition/rationale for each criterion will be provided during preparation of the UYSS EA.

Station No. 4: Consultation Approach

Positive comments were received regarding the drop-in and informal format of the PIF.

- Future PIFs will be organized similarly.

The location could be more convenient, for example nearer to the Aurora GO Station or possibly closer to residents in Richmond Hill.

- York Region will consider locating future PIFs closer to GO Stations and closer to Richmond Hill.

The materials given to the public upon arrival were very well received especially the USB key with 'paperless take-home information.'

- Future distribution of materials will be given out in a similar fashion.

In terms of communication from the Study Team, most people preferred electronic follow-up instead of presentation and questions and answers.

- Electronic follow up will be undertaken during the UYSS EA as much as possible.





The flyer mail-drop was effective. - Future notifications of consultation events will be advertised in a similar fashion.

Many people suggested having a link to the Town's website, notices in Era-Banner and libraries, newspaper advertisements and flyers to keep them updated on the project study.

- For this PIF, notices were placed in the Era Banner, at some local libraries and newspapers, and through flyers. York Region will consider posting a link on local municipal websites for future PIFs.

Feedback on the municipal website was not helpful as information was limited and not updated.

- For the most up to date information, please refer to our project website (www.uyssolutions.com).

Representatives were helpful especially as some were key decisions-makers for the project.

- Future PIFs will be organized similarly.

A suggestion was to have some Ministry of the Environment representatives in attendance in order to understand the views of the public first hand. Other suggestions were to have elected officials present.

- York Region will consider requesting representation from the Ministry of the Environment and/or public officials at future PIFs.

The project website should have a FAQ posted with key questions such as "hook-up costs".

- A FAQ section was added to the project website.

The public should have the ability to do a key word search on the project website and submit further questions that were not included?

- The project website includes a key word search function, and a form to submit questions, as well as the contact information for the Project Manager.

Appreciated how easy it is to contact the Project Team

- The Project Team will continue to be available for contact during the remainder of the UYSS EA.

Should consider holding webinars with education and discussion on key topics with ability to register questions and get immediate feedback.

- York Region will consider webinars and on-line discussion as part of future consultation on the UYSS EA.




Table 2: Summary of Written Comments Received in the Comment Booklets and How the Comment will be Considered

Comments Received How the Comment will be Considered

Question No. 1 - What is important to you about sewage servicing?

Respondents were most concerned with how the UYSS would have impacts where they live.

- Residents will have input into the project through PIFs, Tuesday Talks, posting a comment on the project website or meeting with project staff. Resident's concerns can be explained and discussed at any of the above points of contact.

Concerns over the impacts to the environment were also raised.

- The project's proposed evaluation criteria will identify, assess and either avoid or seek an appropriate mitigation for identified impacts to the environment at all stages of this project. This will include effects on groundwater and surface water, aquatic and terrestrial species, and their habitats and functions.

Concern regarding increases in density and rural development.

- York Region must accommodate the growth projected in the approved Growth Plan, which sets out density targets and broadly locates where growth is to occur. In other words, the preferred undertaking identified during the UYSS EA will be for servicing approved growth only in specific growth designated areas.

Questions were raised regarding accessibility and how residents to the Study Area would connect to the new sewage solution.

- The purpose of the UYSS EA is to provide servicing to accommodate future growth anticipated in the service area.

- It is the responsibility of local municipalities to determine if residents on septic systems are connected to the preferred undertaking identified through the UYSS EA.

Most concerned about servicing for the municipality of Vandorf - Preston Lake Secondary Plan.

- The UYSS EA is governed by the York Region Official Plan, the Growth Plan and various Acts including the Lake




Comments Received How the Comment will be Considered Simcoe Protection Act, 2008, the Oak Ridges Moraine Conservation Act, 2001, and the Greenbelt Act, 2005. York Region's Official Plan locates growth within its boundaries to meet the Growth Plan. The specific communities constituting the service area for this project are the Towns of Aurora and Newmarket, and portions of the Town of East Gwillimbury. The majority of lands outside of the UYSS service area are protected under the Greenbelt Act, 2005 with specific restrictions with regard to servicing. As such, this project does not address sewage servicing for the Vandorf – Preston Lake Secondary Plan area located in the Town of Whitchurch-Stouffville.

On a well system and are concerned about future drinking water

- The potential impacts to wells will be considered as part of the UYSS EA Alternative Methods of Carrying Out the undertaking stage as appropriate.

Concerned about equalization tank and construction.

- Not clear on what equalization tank and construction is referred to in this statement

Question No. 2 - Are there features or conditions within the preliminary study area you want the team to be aware of?

A request for the study team to be aware of the employment land east of Highway 404.

- The current draft of the York Region Official Plan identifies both designated strategic and future strategic employment lands. The lands noted are not included in either designated or future strategic employment lands. Please see Figure 2 – York Region Strategic Employment Lands in the draft York Region Official Plan posted on the York Region website www.york.ca.

Would like the study team to be aware of solutions to serve growth, deal with storm as well as sewage to protect watershed.

- The Lake Simcoe Protection Plan will be developing policies to address the control/quality of stormwater. Further, dealing with stormwater is within the jurisdiction of the local municipalities





Question No. 3 - Are there other solutions that we haven't thought of that you would recommend be looked at?

Not recommending any other solutions as does not know where else it could go.

- No additional solutions were added to those identified in the proposed ToR.

Suggests running the servicing up Woodbine rather than Highway 404 as an alternative solution.

- The potential routes for a new sewer will be identified if appropriate after the preferred alternative to the undertaking is selected.

Question No. 4 - Suggested screening criteria have been identified for alternatives to the undertaking, what comments do you have on these?

The suggested screening criteria look fine at this stage. Assuming that 95% of costs for this project is funded by developer, must consider that the financial aspect should not take higher priority to any of the other screening criteria items.

- All screening criteria, including those related to financial, will be considered equally.

Regarding the suggested screening criteria that have been identified for alternatives, there is no mention of a pumping station for the alternative to the south.

- At this point in the EA it is not appropriate to discuss any specific infrastructure. During the alternative methods phase of the EA, pumping stations and other infrastructure will be considered as necessary.

Take into consideration employment areas, all of these subdivisions (residential) are being built and there is nowhere to work.

- York Region's draft Official Plan proposes land use based on an approximate 2 to 1 population to employment ratio.

Question No. 5 - Proposed evaluation criteria have been identified for alternative methods to implement the preferred alternative, what comments do you have on these?

Request to pay close attention to the effect on terrestrial and aquatic species that are abundant in the study area as well as ground and surface water.

- The proposed evaluation criteria for assessing the impacts of the alternative methods on the environment include effects on groundwater and surface water, aquatic and terrestrial species, and their habitats and functions.

Proposed evaluation criteria for alternatives are comprehensive.

- No changes or additions were made to the proposed evaluation criteria.





Concern regarding drinking water for people on wells.

- The potential impacts to wells will be considered as part of the UYSS EA (Alternative Methods of Carrying Out the Undertaking stage) as appropriate.

Opportunities for enhancing existing features or recreational facilities

- Enhancements to existing features or recreational facilities may be considered by York Region during the UYSS EA.

Question No. 6 - What consultation tools and methods would you recommend for this study?

Would suggest more details on website for the screening criteria and assessment methods as they become available.

- York Region will consider posting more information on the screening criteria and assessment methods as it becomes available during the UYSS EA.

Would recommend email/mailbox flyer/notices in the paper for the public.

- For this PIF, notices were placed in the Era Banner, at some local libraries and newspapers, and through flyers. In addition, public members who provided their e-mail addresses were e-mailed the PIF notice. This practice will be continued with improvements in notification whenever possible.

Found this public forum very useful. - Future PIFs will be organized similarly.

Inform people close to construction (i.e. Haines Rd, Newmarket)

- As the UYSS EA proceeds, York Region will continue to keep the public informed, including those who may be ultimately impacted by construction of the preferred alternative.

Question No. 7 - Any other feedback you wish to give us at this time?

Proposed works for current near-term development should be shown on maps

- If available, York Region will present existing land development information at future consultation events.

Concerns over disruption to septic system and wells for residents outside the service.

- The existing septic and well systems will remain in force until the local municipality decides to provide local alternate servicing. The proposed solution is intended to service new growth in the service area.




Section 6.0 Summary

In accordance with the EA Act, consultation is being undertaken as part of preparing the draft UYSS EA ToR with review agencies, First Nations and Métis organizations, and the public. In terms of consulting with the public, two PIFs were held within the preliminary Study Area on June 17 (Aurora Town Hall) and June 18 (East Gwillimbury Civic Centre), 2009. Both PIFs used an open house drop-in format organized around four information stations. In total, 44 individuals attended the two PIFs. A variety of comments and questions were received through discussions at the stations recorded on flip charts and completed comment booklets. Positive comments were received regarding the drop-in and informal format of the PIF. The selected timeframe from 6 p.m. to 8 p.m. worked for most residents but a few thought the location could be more convenient, for example nearer to the Aurora GO Station or possibly closer to residents in Richmond Hill. The materials given to the public upon arrival were very well received especially the USB key with 'paperless take-home information.' A strong area of concern for most participants was how the project will impact the residents of the Study Area in terms of servicing options and whose responsibility it is to connect homes. This led to discussions around what the current alternatives are for this project. In conclusion, both events were very well received. Any questions and/or concerns were responded to right away and where necessary we have followed up with attendees. As the project advances, the project team encouraged attendees to stay abreast to the progress of the project through future notices, PIFs and the project website.




Attachment A

Notice of PIF Mailing and Related Details


Tel: (905) 830-5656 Fax: (905) 830-0176

www.uyssolutions.ca


May 27, 2009 Reference No. 050278

Project File: E01-74270 Mr./Ms. ______________ Address Address Address Address Dear Mr./Ms. ____________: Re: Upper York Sewage Solutions Individual Environmental Assessment Public Information Forums Please find enclosed a flyer regarding our upcoming June 17 and 18 Public Information Forums for the Upper York Sewage Solutions Individual Environmental Assessment project. If you have any questions or comments regarding the UYSSolutions Individual Environmental Assessment or would like further information, please contact me or visit the project website (www.uyssolutions.ca). Sincerely,

Adrian W. Coombs, P. Eng. Senior Project Manager AWC/lw The Regional Municipality of York 17250 Yonge Street Newmarket, ON L3Y 6Z1 Telephone: 905-830-4444, ext. 5098 Email: [email protected] Encl. c.c.: George Godin, Conestoga-Rovers & Associates

Upper York Sewage Solutions Individual Environmental

Assessment

This Environmental Assessment is

about Managing Sewage in the Project

Service Area

Join York Region at one of its upcoming Public Information

Forums for the Upper York Sewage Solutions

Individual Environmental Assessment.

Details on Reverse …

Drop by anytime between 6 and 8 p.m. at these locations:

Wednesday, June 17, 2009

1

Thursday, June 18, 2009

2

Town of Aurora Town of East Gwillimbury Council Chambers Council Chambers 1 Municipal Drive, Aurora 19000 Leslie Street, Sharon


Assessment

The Upper York Sewage Solutions (UYSSolutions) project is about development of a sustainable sewage servicing solution in accordance with the Environmental Assessment Act and all applicable government legislation. This infrastructure is to accommodate and manage projected approved growth in the Towns of Aurora and Newmarket, and the Communities of Holland Landing, Queensville, and Sharon. At these drop-in Public Information Forums, you will learn about the UYSSolutions Individual Environmental Assessment (IEA) process that York Region is required to follow. Share your ideas on what opportunities and solutions should be considered, what features in your community are important to you and how we can best involve the public in a meaningful way throughout the UYSSolutions IEA process. Additional Public Information Forums will be held at key points throughout the UYSSolutions IEA to receive your input.

You’re invited to comment on the first step of the IEA process - the development of Terms of Reference (ToR). The ToR sets out the proposed framework to be followed during the second step - preparation of the UYSSolutions Environmental Assessment report. Visit the project website (www.uyssolutions.ca) for additional information, news, and project documents as they become available. HOW ELSE CAN YOU GET INVOLVED? Visit the project website (www.uyssolutions.ca), contact one of our project managers, or drop in to the Project Office at 1195 Stellar Drive, Unit 1, in Newmarket for Tuesday Talks on the first Tuesday of every month between the hours of 6 and 8 p.m. - See you then! Adrian Coombs, P. Eng. George Godin, P. Eng., PMP York Region Conestoga-Rovers & Associates Phone: (905) 830-4444, ext. 5098 Phone: (905) 830-5656, ext. 2204 E-mail: [email protected] E-mail: [email protected] Comments, input, and information regarding the UYSSolutions IEA will assist York Region in developing the Terms of Reference and may be included in project documentation. Comments, input, and information received will be used in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

Environmental Assessment Process


Assessment

Drop by anytime between 6 and 8 p.m. at these locations:

Wednesday, June 17, 2009

Thursday, June 18, 2009

Town of Aurora

Town of East Gwillimbury

Council Chambers

Council Chambers

1 Municipal Drive, Aurora

19000 Leslie Street, Sharon

This Environmental Assessment is about

Managing Sewage in the Project Service Area

Join York Region at one of its upcoming Public Information Forums for the Upper York Sewage Solutions Individual Environmental

Assessment.

Details Inside …

2 1


Assessment

The Upper York Sewage Solutions (UYSSolutions) project is about development of a sustainable sewage servicing solution in accordance with the Environmental Assessment Act and all applicable government legislation. This infrastructure is to accommodate and manage projected approved growth in the Towns of Aurora and Newmarket and the Communities of Holland Landing, Queensville, and Sharon. At these drop-in Public Information Forums, you will learn about the UYSSolutions Individual Environmental Assessment (IEA) process that York Region is required to follow. Share your ideas on what opportunities and solutions should be considered, what features in your community are important to you and how we can best involve the public in a meaningful way throughout the Upper York Sewage Solutions (UYSSolutions) IEA process. Additional Public Information Forums will be held at key points throughout the UYSSolutions IEA to receive your input.

You’re invited to comment on the first step of the IEA process - the development of Terms of Reference (ToR). The ToR sets out the proposed framework to be followed during the second step - preparation of the UYSSolutions Environmental Assessment report. Visit the project website (www.uyssolutions.ca).for additional information, news, and project documents as they become available. HOW ELSE CAN YOU GET INVOLVED? Visit the project website (www.uyssolutions.ca), contact one of our project managers, or drop in to the Project Office at 1195 Stellar Drive, Unit 1 in Newmarket for Tuesday Talks on the first Tuesday of every month between the hours of 6 and 8 p.m. see you then! Adrian Coombs, P. Eng. George Godin, P. Eng., PMP York Region Conestoga-Rovers & Associates Phone: 905 830-4444, ext. 5098 Phone: 905 830-5656, ext. 2204 E-mail: [email protected] E-mail: [email protected] Comments, input, and information regarding this UYSSolutions IEA will assist York Region in development the Tor for this project in accordance with the Environmental Assessment Act. This material will be maintained on file for use during, UYSSolutions IEA and may be included in project documentation. Comments, input, and information received will be used in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

Environmental Assessment Process

The Regional Municipality of York NOTICE OF PUBLIC INFORMATION FORUM

UPPER YORK SEWAGE SOLUTIONS

INDIVIDUAL ENVIRONMENTAL ASSESSMENT

This Environmental Assessment is about Managing Sewage in the Project Service Area

The Upper York Sewage Solutions (UYSSolutions) project is about development of a sustainable sewage servicing solution in accordance with the Environmental Assessment Act and all applicable government legislation. This infrastructure is to accommodate and manage projected approved growth in the Towns of Aurora and Newmarket and the Communities of Holland Landing, Queensville & Sharon.

Join York Region at one of its upcoming Public Information Forums for this project. At these drop-in sessions, you will learn about the UYSSolutions Individual Environmental Assessment (IEA) process that York Region is required to follow and the first step in the process, the development of Terms of Reference (ToR). The ToR sets out the framework to be followed during preparation of the UYSSolutions IEA report.

Share your ideas on what opportunities and solutions you would like considered in the UYSSolutions IEA.

Identify important features to be addressed. Tell us how we can best involve the public

throughout the UYSSolutions IEA process.

HOW ELSE CAN YOU GET INVOLVED? Public Information Forums will be held throughout the UYSSolutions IEA process to receive your input. Visit the project website at www.uyssolutions.ca or contact one of our project managers: Adrian Coombs, P. Eng. Regional Municipality of York Phone: 905 830-4444, ext. 5098 E-mail: [email protected] George Godin, P. Eng., PMP Conestoga-Rovers & Associates Phone: 905 830-5656 E-mail: [email protected] Comments, input and information regarding the

UYSSolutions IEA will assist York Region in

developing the Terms of Reference and may be

included in project documentation.

Comments, input and information received will be

used in accordance with the Municipal Freedom of

Information and Protection of Privacy Act.

Plan to attend at the drop-in sessions anytime between 6 and

8 p.m. Bring a neighbour with you!

Wednesday, June 17, 2009 Town of Aurora Council Chambers 1 Municipal Drive, Aurora Thursday, June 18, 2009 Town of East Gwillimbury Council Chambers 19000 Leslie Street, Sharon

1

2

Upper York Sewage Solutions

Servicing Tomorrow's Communities

NEWSPAPER CIRCULATION

The Georgina Advocate - Thursday May 28, 2009 (Page 21)

The Liberal - Thursday May 28, 2009 (Page 25)

The Era Banner - All Zones - Thursday May 28, 2009 (Page 7)

The Liberal - Sunday May 31, 2009 (Page 31)

The Era Banner - All Zones - Sunday May 31st, 2009 (Page 7)



Tel: (905) 830-5656

Fax: (905) 830-0176

www.uyssolutions.ca



PUBLIC INFORMATION FORUM – JUNE 17 & 18

COMMUNITY POSTER DISTRIBUTION

Date Posted

Location Address

Aurora

June 6 Aurora Community Centre 1 Community Centre Lane

June 6 Stronach Recreation Complex

1400 Wellington St. E

June 6 Aurora Public Library 15145 Yonge St.

June 7 Aurora Town Hall 1 Municipal Drive. (downtown)

Newmarket

June 6 Newmarket Public Library 438 Park Avenue

June 6 Newmarket Community Centre

Timothy St & Main St.

June 6 Magna Centre 800 Mullock Drive

June 7 Newmarket Town Hall 395 Mullock Drive

Sharon

June 7 East Gwillimbury Municipal Office

19000Leslie St

June 7 Sharon Park Arena 1914 Mt. Albert SdRd

June 6 Vince’s Country Market Leslie St.

June 7 Sharon Post Office 1604 Mt. Albert SdRd

Holland Landing

June 6 Holland Landing Community Centre & Public Library

19513 Yonge St

June 6 Country Mart & River Drive Post Office

Queensville SdRd

Queensville

June 7 Queensville Community Centre

1590 Queensville SdRd.

June 7 Country Mart Queensville SdRd.

June 8 Queensville Post Office 1598 Queensville SdRd.




Attachment B

PIF Display Panels

Upper York Sewage SolutionsIndividual Environmental Assessment

Welcome!

Public Information Forums

WednesdayJune 17, 2009 Town of Aurora Council Chambers

ThursdayJune 18, 2009 Town of East Gwillimbury Council Chambers

Project BackgroundUpper York Sewage Solutions

Individual EnvironmentalAssessment

Opportunity Statement

The purpose of the proposed under-

taking is to develop a sustainable

sewage servicing solution for the Upper

York Sewage Solutions project service

area in accordance with the provincial

initiative for growth outlined in the Places

to Grow Act, 2005 and with all applicable

government legislation, including the

Lake Simcoe Protection Act and the

Ontario Water Resources Act.

2006 Population: 131,000

Employment: 62,300


Employment: 114,600


Employment: 153,000

Growth Forecasts for Upper York Sewage SolutionsServiceArea

EnsureSafe and Clean

Drinking Water

Maintain HealthyWatersheds

RespectOur Natural and

Cultural Heritage

Wisely UseWater

ProtectCommunity

Well-Being

York RegionSustainable Water

And

Wastewater Servicing

Provide Full and

Equitable Funding and

Value-For-Money

Promote Timelyand Integrated

Service Delivery

Plan forClimate Change

and EnhanceEnergy Efficiency

Further EncourageCommunications,

Consultationand Engagement

Conduct Monitoring,

Performance

Measurement

and Adaptive

Management

York Region’s long term water

and wastewater strategy is

based on sustainable planning,

implementation, and operation

services, as reflected in the

Region’s 10 core sustainability

principles and objectives:

In 2004, York Region

committed to preparing an individual

environmental assessment (EA) for the Upper

York Sewage Solutions project (then called the

Upper Leslie Street Trunk project) at such time

as York Region should decide to proceed with

the project. Accordingly, the Ministry of the

Environment (MOE) directed York Region to

prepare the Terms of Reference in accordance

with subsection 6 (2)(a) of the Environmental

Assessment Act in her October 1, 2004 letter.

Service Area &

Preliminary Study Area

EnvironmentalAssessment

Process

Individual Environmental Assessment Process

The Upper York Sewage Solutions

Individual Environmental Assessment

is a two-step approval process.

The first step is to prepare the Terms of

Reference (ToR) that will be submitted to

the Minister of the Environment for

approval. The approved ToR establishes

the framework for preparing and

completing the EA, the second step of

the process.

The ToR identifies what is required in the

EA to address the legislated

requirements of the Environmental

Assessment Act.

Terms of Reference Outline

1. Purpose & Rationale

2. Description and Rationale for the Alternatives to the Undertaking

3. Description of the Environment and Potential Effects

4. Assessment and Evaluation Process

5. Commitments & Monitoring

6. EA Consultation Plan

Alternatives to

the Undertaking

Alternative Methods of Carrying

out the Undertaking

Prepare / Submit EA Report

Purpose of / Rationale

for the Undertaking

Assessment of the Undertaking

Impact / Mitigation Measures

Prepare/Submit

Terms of Reference (ToR)

Review & Approval of ToR

Project Schedule

Figure 7.2: Lake Huron and Lake Ontario Drainage Basins ........................................... 21

Figure 7.3: Terrestrial Environment .............................................................................. 221

Figure 7.4: Rural/Agricultural Setting ............................................................................. 23

Figure 8.1: Proposed Methodology for Identifying the Recommended Method(s) ......... 39

List of Tables

Table 4.1: Upper York Municipalities Current and Forecasted Population, Water

Demand, and Sewage Generation ................................................................. 7

Table 7.1: Potential Environmental Effects ................................................................... 35

Table 8.1 Proposed Screening Criteria for Application to the Alternatives to the

Undertaking .................................................................................................. 36

Table 8.2: Proposed Evaluation Criteria for Assessing the Alternative Methods .......... 42

Appendices

Appendix A Agricultural Work Plan

Appendix B Archaeological Work Plan

Appendix C Cultural Heritage Work Plan

Appendix D Land Use Work Plan

Appendix E Natural Environment Work Plan

Appendix F Noise and Vibration Work Plan

Appendix G Odour Work Plan

Appendix H Technical Work Plan

Appendix I Financial Work Plan

Appendix J Terms of Reference Commitments Table

Appendix K Protocol for Consulting First Nations and Métis Organizations

Supporting Documents

Supporting Document No.1: Rationale for Excluding a Discharge to Georgian Bay

Supporting Document No.2: Federal/Provincial Coordination Process

Supporting Document No.3: Information requirements under the Canadian Environmental

Assessment Act

tion requirements under the Canadian Environmental

t A t

t

ment Act

Table of Contents (continued)8. Description of the Assessment and Evaluation Methodology ....29

8.1 Alternatives To the Undertaking ..........................................................29

8.1.1 Task 1: Confirmation of the Proposed Screening Criteria .................29

8.1.2 Task 2: Application of the Confirmed Screening Criteria ...................30

8.1.3 Task 3: Selection of the Recommended Alternative(s)......................30

8.1.4 Task 4: Identification of the Preferred Alternative(s).........................30

8.2 Alternative Methods of Carrying Out the Undertaking .........................31

8.2.1 Task 1: Collection and Review of Existing Information Sources.......31

8.2.2 Task 2: Generation of the Alternative Methods ................................33

8.2.3 Task 3: Screening of the Alternative Methods ..................................33

8.2.4 Task 4: Collection of Data from Field Investigations.........................33

8.2.5 Task 5: Assessment of the Short List of Alternative Methods ..........33

8.2.6 Task 6: Comparative Evaluation of the Short List of Alternative

Methods .................................................................................................

39

8.2.7 Task 7: Selection of the Recommended Method(s)..........................39

8.2.8 Task 8: Identification of the Preferred Method(s)..............................39

8.3 Impact Assessment of the Preferred Method(s) ..................................39

9. Commitments and Monitoring ............................................... 40

9.1 ToR and EA Commitments..................................................................40

9.2 Environmental Effects and EA Compliance Monitoring .......................40

10. Consultation Plan for the EA ................................................. 41

10.1 Proposed Consultation Activities .........................................................41

10.2 Obtaining Input from Interested Participants .......................................42

10.3 Key Decision-Making Milestones when Consultation

will Occur .............................................................................................43

10.4 Proposed Issues Resolution Strategy .................................................43

11. Flexibility for Accommodating New Circumstances............ 44

12. Other Approvals Required ..................................................... 45

12.1 Federal/Provincial EA Coordination.....................................................46

List of Figures

Figure 4.1: Existing York-Durham Sewage System ......................................................... 6

Figure 7.1: Upper York Sewage Solutions Service Area and Preliminary Study Area ... 21

ntinued)nt and Evaluation Methodology ....29

king ..........................................................29

f the Proposed Screening Criteria .................29

he Confirmed Screening Criteria ...................30

e Recommended Alternative(s)......................30

of the Preferred Alternative(s).........................30

ying Out the Undertaking .........................31

Review of Existing Information Sources.......31

the Alternative Methods ................................33

he Alternative Methods ..................................33

Data from Field Investigations.........................33

f the Short List of Alternative Methods ..........33

Evaluation of the Short List of Alternative

...........................................................................

e Recommended Method(s)..........................39

of the Preferred Method(s)..............................39

referred Method(s) ..................................39

ing ............................................... 40

................................................................40

EA Compliance Monitoring .......................40

A ................................................. 41

vities .........................................................41

ted Participants .......................................42

ones when Consultation

................................................................43

Strategy .................................................43

ting New Circumstances............ 44

on

k

of

t

e

o

y

d

th

D

of

E

.

h

o

Pr

ri

.

E

E

v

st

o

.

n

t

Table of ContentsGlossary of Terms

1. Introduction ............................................................................... 1

2. Identification of the Proponent ............................................... 2

3. How the EA Will Be Prepared .................................................. 2

4. Purpose of the Undertaking .................................................... 3

4.1 York Region’s Long-Term Water and Wastewater Sustainability

Principles .............................................................................................3

4.2 Existing York-Durham Sewage System.................................................3

4.3 Upper York Growth Demand .................................................................7

4.4 Previous Findings and Recommendations for Servicing Growth ..........8

4.5 Protection of Lake Simcoe...................................................................10

4.6 Intra-Basin Transfer.............................................................................11

4.7 Purpose/Opportunity Statement ..........................................................11

5. Description of and Rationale for the Undertaking................ 12

6. Description of and Rationale for the Alternatives................ 12

6.1 Alternatives To the Undertaking ..........................................................12

6.1.1 Do Nothing.........................................................................................13

6.1.2 Discharge to Lake Ontario .................................................................13

6.1.3 Discharge to Lake Simcoe.................................................................13

6.2 Alternative Methods of Carrying out the Undertaking..........................13

7. Description of the Environment and Potential Effects ........ 14

7.1 Preliminary Study Area........................................................................14

7.2 Preliminary Description of the Environment ........................................14

7.2.1 Natural Environment ..........................................................................16

7.2.2 Built Environment...............................................................................22

7.2.3 Social Environment............................................................................24

7.2.4 Economic Environment......................................................................25

7.2.5 Cultural Environment .........................................................................26

7.3 Detailed Inventory of the Environment ................................................27

7.4 Types of Potential Environmental Effects............................................27

PreliminaryStudy Area

Service Area &

Preliminary Study AreaNatural Environment

Built Environment

Aquatic Environment

Key LegislationUpper York Sewage Solutions

Individual EnvironmentalAssessment

Lake Simoe Protection Act & PlanThe Lake Simcoe Protection Act, 2008, required

the establishment of a Lake Simcoe Protection

Plan that seeks not just to protect, but to restore

the ecological health of the Lake Simcoe

watershed. The Lake Simcoe Protection Plan

(LSPP) was released on June 2, 2009.

The LSPP recognizes that protecting and

restoring the ecological health of the Lake

Simcoe watershed is a long-term undertaking.

The LSPP seeks to achieve ambitious water

quality targets through the implementation of

numerous policies. A number of policies impact

sewage treatment plants in the Lake Simcoe

watershed.

Greenbelt Act & PlanTogether, the Oak Riges Moraine, the Niagara Escarpment,

and Protected Countyside areas make up the Greenbelt.

Within the Protected Countryside area exists a Natural

System, an Agricultural System, Settlement Areas and a

system of Parkland, Open Space and Trails.

Oak Ridges Moraine Conservation Act & Conservation PlanThe Oak Ridges Moraine Conservation

Plan establishes four land use

designations: Natural Core Areas,

Natural Linkage Areas, Countryside

Areas, and Settlement Areas for land

within the Oak Ridges Moraine. Within

each Area, only land uses compatible

with the land use designation are

permitted.

Intra-basin TransferThe Province’s committment under the good faith, non-binding 2005 Great Lakes-St. Lawrence

River Basin Sustainable Water Resources Agreement will be implemented in Ontario through the

amendments to the Ontario Water Resources Act dealing with transfer of water from one Great

Lakes watershed to another. Regulations establishing the specific requirements surrounding

application and approvals for an intra-basin transfer are not yet available.

PotentialAlternatives to the

Undertaking

Project Schedule

Potential Alternatives to the Undertaking

Do Nothing

No additional sewage collection and treatment

capacity would be built to accommodate the

Provincially mandated and approved growth in

the Upper York Sewage Solutions (UYSS)

service area.

Discharge to Lake Ontario

The existing York Durham Sewage System

(YDSS) and the approved Holland Landing,

Queensville, Sharon project service the majority

of the UYSS service area. The Lake Ontario

alternative would involve a new sewage

conveyance system being built to an

appropriate connection point in the existing

YDSS that can accommodate the additional

sewage flows from the approved growth in the

UYSS service area. From this point, the

additional sewage flows would be conveyed to

the Duffin Creek Water Pollution Control Plant

for treatment prior to discharge to Lake Ontario.

Discharge to Lake Simcoe

Since Lake Simcoe is the only surface water

body in proximity to the Upper York Sewage

Solutions service area, it represents a potential

outlet to receive treated sewage discharge. A

new sewage conveyance system and

treatment facility would be built with treated

sewage discharging to either an inland

watercourse draining to Lake Simcoe or

directly to Lake Simcoe itself.

Assessment of theAlternatives to the

Undertaking

Suggested Screening Criteria

As part of preparing the Terms of Reference, screening criteria and input received will be proposed for use in the UYSS EA.

Assessment of theAlternative

Methods

Task 1: Collection / Review

of Existing Information

Task 2: Generation of the

Alternative Methods to Implement

the Preferred Alternative

Task 4: Data Collection from Field

Investigations

Task 5: Assessment of the

Short List of Alternative Methods

Task 3: Screening of the

Alternative Methods

Task 6: Comparative Evaluation of the

Short List of Alternative Methods

Task 7: Selection of

Recommended Method(s)

Task 8: Identification of the

Preferred Method(s)

Preferred Alternative

Identified

Example of Proposed Evaluation Criteriafor the Alternative Methods to

Implement the Preferred Alternative

Technical

Natural Environment

Built Environment

Social Environment

Economic Environment

Cultural Environment

Financial



DECISION-MAKING

The Community Liaison Forum is a non-voting liaison forum that makes recommendations tothe Project Team for their consideration. The Community Liaison Forum will seek consensuswhen making recommendations to the Project Team. Consensus means that eachrepresentative had the opportunity to be heard and has come to an understanding, notnecessarily agreement, on the recommendation being put forward. The decision-makingprocess resides with the York Region Project Team, which will include consideration of theForum’s recommendations.

MEETING NOTES

Meeting notes will be prepared following each meeting and these will be circulated within 14 days. Meeting notes will be posted as final 7 days following circulation unless corrections arereceived by the Facilitator. Approved meeting notes will be forwarded to the Project Team andwill be posted on the project website.

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Its proposed composition of 16 seats includes:

Designate from Aurora, Newmarket or East GwillimburyChamber of Commerce (1 seat)

Greater Toronto Homebuilders Association (1 seat)

Resident Associations within the study area (3 seats)

Resident Associations outside the study area (1 seat)

Environmental Interest Groups (2 seats)

Institutions (2 seats)

Residents living within the study area (2 seats)

Property Owners (do not have to live within study area) (2 seats)

Businesses, Industrial and Commercial Firms within the studyarea or those that frequently travel within the study area (2 seats)

Community Liaison Forum Members may send a pre-registered alternate to the meetings. Inthe event that a member of the Forum is not able to attend two successive meetings, the Chairmay appoint a suitable replacement person. The Forum is not empowered to hear publicdelegations.

CHAIR

An independent professional facilitator, selected by York Region, will chair the CommunityLiaison Forum meetings. The Facilitator will plan meeting agendas, act as meeting chair, andcoordinate activities of the Community Liaison Forum. The Facilitator will also provide meetingprocess rules and other procedures related to Forum effectiveness.


The Community Liaison Forum will meet approximately twelve times between May 2009 andDecember 2013. The meetings will generally take place in the evening from 6:30 to 9:00 p.m.The total number of meetings and timing will be discussed with the Community Liaison Forummembers as the project proceeds.

The meetings will be conducted in such a manner as to create an environment for constructivedialogue between representatives. Everyone will have the opportunity to be heard and differentviewpoints will be respected. When appropriate, Project Team members will present technicalinformation to the Community Liaison Forum for discussion. Presentations will be focused toensure maximum opportunity for discussion. A draft agenda and related information will becirculated in advance of the meetings. To provide input and comment, members of theCommunity Liaison Forum will review materials in advance of the release to the public.

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information to the Community Liaison Forum for discussion.

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i t it f di i A d ft d

ConsultationApproach

Meetings with

Agencies

Meetings with

Agencies

“Tuesday Talks”

at Project Office

(1195 Stellar Dr,

Newmarket)

Public

Information

Forums

Meetings

with Agencies

Review Agency

Advisory

Committee

www.uyssolutions.ca

Community

Liaison Forum

Consultation with

First Nations and

Métis Organizations

Notices, Letters

& Brochures

Consultation

Activities

In recognition of York Region's extensive experience in constructive engagement,

consultation during preparation of the Upper York Sewage Solutions Individual Environmental

Assessment will strive to exceed the requirements of the EA Act and Codes of Practice and

will be responsive to review agencies, First Nations, Métis organizations and the public to

create a meaningful dialogue that will aim to increase the relevance of the input received.

A Community Liaison Forum (CLF) is

being established by York Region to

gather input and feedback during the

UYSS EA process. We are seeking

residents, special interest groups, local

businesses and community

associations to join this Community

Liaison Forum.

If you are interested in participating in

the CLF, please visit the project

website www.uyssolutions.ca to review

the Community Liaison Forum Roles

and Responsibilities and complete and

submit the Expression of Interest form.

Put yourself in the picture -

Join the CLF!

1195 Stellar Drive , Unit 1Newmarket, ON L3Y 7B8

Tel: (905) 830-5656Fax: (905) 830-0176www.uyssolutions.ca



ROLES AND RESPONSIBILITIES FOR THEUPPER YORK SEWAGE SOLUTIONS

COMMUNITY LIAISON FORUM

BACKGROUND

The purpose of the Upper York Sewage Solutions (UYSSolutions) Individual EnvironmentalAssessment (IEA) is to develop a sustainable sewage servicing solution for the upper Yorkservice area, in accordance with the provincial initiative for growth outlined in the Places to

Grow Act and with all applicable government legislation including the Lake Simcoe Protection

Act and the Great Lakes Charter.

COMMUNITY LIAISION FORUM MANDATEThe Regional Municipality of York (York Region) believes that the advice of local residentassociations, businesses, and community leaders can provide input for improveddecision-making and enhanced consultation with the communities affected by the UYSSolutionsIEA (see attached service and study area map). The purpose of the Community Liaison Forumis to provide a forum for focused discussion of project issues with a representative broadlybased group of interested stakeholders. The Community Liaison Forum will help to identifypublic and stakeholder opportunities and concerns and assess the possible public response andfeedback to project issues. The mandate of the Community Liaison Forum is the following:

To share information and knowledge of the UYSSolutions IEA Study Area and Communities;

To ensure informed participation by asking questions of the Project Team;

To assist in the identification of current and potential community issues relative to sewage

servicing in the study area;

To comment on Project Team presentations and reports within an agreed upon timeframe;

To provide input on the communications material prepared for Public Information Forums

and other public activities; and

To provide information to their stakeholder organization on the project and serve as liaison.

LIAISON FORUM MEMBERSHIP

The Community Liaison Forum is proposed to be constituted with representation fromappropriate organizations and/or associations and is structured to provide a balance ofperspectives.




Attachment C

Take-Away

LateSummer

2009

Late Fall2009

EarlySpring2010

HOW CAN YOU GET INVOLVED? Visit the project website www.uyssolutions.ca, contact one of our project managers (listed below), or drop in to the Project Office at 1195 Stellar Drive, Unit 1 in Newmarket for “Tuesday Talks” on the first Tuesday of every month between the hours of 6 p.m. and 8 p.m. See you then! Adrian Coombs, P. Eng. George Godin, P. Eng., PMP York Region Conestoga-Rovers & Associates Phone: 905 830-4444, ext. 5098 Phone: 905 830-5656, ext. 2204 E-mail: [email protected] E-mail: [email protected]

Issuance of Draft Terms of Reference for Comment

Submission of Proposed Terms of Reference to theMinister of the Environment

Anticipated Approval of Proposed Terms of Reference

Project Schedule

OUR DIRECTION► Concept of Sustainability blended into our EA approach► Participant involvement & engagement at its best► Value Engineering & Constructability Review► Minimize environmental footprint

OurDirection




Attachment D

Transcribed Questions and Comments

June 17 Questions Received:

Station 1: Project Background

What is the service area?

Can other areas be services by UYSS (ie. Whitchurch-Stouville)

How long with the process take? What is the timing?

How will the UYSS affect me as a resident of the area?

What are the current solutions/alternatives? What are the other trunk sewers in the area?

Will they need to dig up the whole road for the trunk sewer?

What are the potential areas for the treatment plant?

Where will the pipes be built to transport sewage?

Could other developments outside of the service area be tied into the servicing (such as a golf

course and urban development in Leslie and Bloomington; also inquiries from residents in East

and West Gormley)

Will Groundwater servicing wells be affected

Station 2: Study Area

What stage are we at?

Are these maps only a draft?

Can we issue comments and how to obtain copies?

What is the schedule for ToR release?

Do not currently have waste water service – when we will be serviced?

Explain Alternative means vs. Alternative Methods and what are the screening criteria?

Where does the study go?

Explain service and study area boundaries?

Station 4: Consultation Approach and Exit Interview

Prefer contact by email

Like drop-in format and open house

Like flow – take own time to visit stations

Like opportunity to attend Tuesday Talks

Love memory stick (three people comment this)

Like front desk and orientation provided by staff – very helpful

Want to make sure that receive future notices

Would like to see a larger version of the timeline and overall schedule – seems buried on the

bottom of one panel – would like to see the project schedule stand out more (two people

comment this)

Like accessibility of location near Aurora GO Station – came on way home from work

May be too far for some from Richmond Hill to attend

Would like more detail on the screening criteria

Would like to see a breakdown of funding – where is it coming from?

Excellent session - material is good

Liked flyover view

Prefer drop-in informal unstructured with electronic follow-up instead of presentation and

questions and answers

Flyer mail-drop is effective

Don’t read newspaper

Would consider webinars – education and discussion on key topics – could log in and register

questions and give feedback - mixed opinions as to whether these would be helpful

Would like information, bios on team members – would like name tag to specify main role

Prefer on own time to get information as opposed to formalize presentation

Less keen on 6 to 9 presentation and Q & A - have to commit to whole time –

This format is best for people with children and others who can afford only a short amount of time

but are interested in the project. More accessible is have child care needs.

More relaxed

June 18 Questions Received:

Station 1: Project Background

How is this going to impact our taxes?

How is the area serviced by water?

How will the lands be services and how quickly will they be serviced?

Have there been similar studies?

I am a resident of the service area and am currently on sceptic, who decides whether I need to

hook up to UYSS? (up to municipality)

How long is the process? How long will construction take?

When do you start and how much will it cost?

What is the purpose of the study?

What are the options?

Does the technology exist to filter wastewater (ie. For Lake Simcoe)?

Station 2: Study area

What area is covered by the sewer (Sharon resident)?

Is this project economically feasible? Seems like a “false hope”

Whose responsibility is it to connect sewage to homes?

What population growth is this projected for?

Should I stay on sceptic system?

What is the Holland Landing Service Area?

Station 4: Consultation Approach and Exit Interview

Like that we recognize the important to have questions addressed by knowledge people – “no bafflegaughs”

Would like to see FAQ posted on web site with key questions – for example “hook-up costs”, could have a key word search, Add a piece – if question not asked – submit here

Like to see link on Town’s web site Notices in Era-Banner – articles and info Notice with libraries – Newmarket, Holland Landing Received info because on AECOM notice of mailing lists

Like visiting stations – talk informally one on one – like informal approach – able to address specific questions

Information is helpful, people are helpful Important to have decision-makers here – people with a stake in the Region Like to have Ministry of Environment staff in attendance – would like decision-maker in

attendance to understand views and see information first hand as public sees it. Like time sensitivity and frankness of tonight’s discussions – knowledgeable people Would like to see elected officials who have common sense and have guts to make decisions

here Informal drop-in works well for personal time management Able to get information early on Area municipal websites – information is limited/sketchy, need to update information/ directed to

municipal websites which were not helpful Any planned new work at Newmarket Public School i.e. pile driving for a new building? Adrian Like informal format – one on one (five people noted this) 6 to 8 is a good timeframe (two people noted this) Like to have notices mailed to home Flyover video would be more effective in a separate room or area and if it included sound to

describe area and orient viewing Liked availability of lots of project team members Would like to see meeting held in future to discuss construction impacts – let residents nearby

know when construction will start, stick to the time of day that you have specified for construction Impact on way of life for Holland Landing Newspaper and flyer are useful for notification Like to see how easy it is to contact Project Team




Attachment E

Comment Booklets

050278 (7) York Region No. 74270



Appendix H

Notification of the Draft Terms of Reference


Tel: (905) 830-5656 Fax: (905) 830-0176

www.uyssolutions.ca


August 20, 2009 Reference No. 050278 Project No. 74270

Ms. Linda Boeheim Senior Program Officer for Ontario Region Canadian Environmental Assessment Agency 55 St. Clair Avenue East, 9th Floor Suite 907 Toronto, ON M4T 1M2 Dear Ms. Boeheim: Re: Upper York Sewage Solutions Individual Environmental Assessment Notice of Draft Terms of Reference . The Regional Municipality of York’s (York Region) Upper York Sewage Solutions (UYSS) project will develop a sustainable sewage servicing solution to accommodate forecasted growth in the upper York service area. This growth is in accordance with both the provincial growth management policies outlined in the Growth Plan pursuant to the Places to Grow Act, 2005 and with applicable environmental statutes including but not limited to the Lake Simcoe Protection Act, the Oak Ridges Moraine Conservation Act, the Greenbelt Act, and the Ontario Water Resources Act. The service area consists of portions of Aurora, Newmarket, and East Gwillimbury (please see map below). York Region has prepared a Draft Terms of Reference (ToR) as part of the UYSS Individual Environmental Assessment. A ToR is a document that is prepared by a proponent, which sets out the framework or work plan for the planning and decision-making process to be followed by a proponent during preparation of the environmental assessment. As a result, a ToR is the first step of a two-step approval process for proposed "undertakings" in the Province of Ontario that are subject to the Environmental Assessment Act (EA Act). The preparation of the environmental assessment represents the second step of the EA Act approvals process. When a ToR is approved by Ontario’s Minister of the Environment, it is then used as a blueprint for the preparation of the environmental assessment. To facilitate your review of the Draft ToR, on August 20th, an electronic copy of the document will be available for review on the project website: www.uyssolutions.ca in the Library of Documents page (http://www.uyssolutions.ca/en/onlineresources/LibDocuments.asp).

August 20, 2009 Reference No. 050278


Written comments on the Draft ToR are requested by September 21, 2009. All comments should be submitted to: Adrian Coombs, P. Eng. Senior Project Manager Capital Planning and Delivery Environmental Services The Regional Municipality of York 17250 Yonge Street Newmarket, ON L3Y 6Z1 Phone: 905-830-4444 ext. 5098 Email: [email protected]

Sincerely,

Adrian Coombs, P. Eng. Senior Project Manager AC/gh c.c.: George Godin, Conestoga-Rovers & Associates


Tel: (905) 830-5656 Fax: (905) 830-0176

www.uyssolutions.ca


August 20, 2009 Reference No. 050278 Project No. 74270

Ms. Alison Collins-Mrakas Councillor Town of Aurora 1 Municipal Drive, Box 1000 Aurora, ON L4G 6J1 Dear Ms. Collins-Mrakas: Re: Upper York Sewage Solutions Individual Environmental Assessment Notice of Draft Terms of Reference The Regional Municipality of York’s (York Region) Upper York Sewage Solutions (UYSS) project will develop a sustainable sewage servicing solution to accommodate forecasted growth in the upper York service area. This growth is in accordance with both the provincial growth

management policies outlined in the Growth Plan pursuant to the Places to Grow Act, 2005 and with applicable environmental statutes including but not limited to the Lake Simcoe Protection Act, the Oak Ridges Moraine Conservation Act, the Greenbelt Act, and the Ontario Water Resources Act. The service area consists of portions of Aurora, Newmarket, and East Gwillimbury (please see map). York Region has prepared a Draft Terms of Reference (ToR) as part of the UYSS Individual Environmental Assessment. A ToR is a document that is prepared by a proponent, which sets out the framework or work plan for the planning and decision-making process to be followed by a proponent during preparation of the environmental assessment. As a result, a ToR is the first step of a two-step approval process for proposed "undertakings" in the Province of Ontario that are subject to the Environmental Assessment Act (EA Act). The preparation of the environmental assessment represents the second step of the EA Act approvals

process. When a ToR is approved by Ontario’s Minister of the Environment, it is then used as a blueprint for the preparation of the environmental assessment.


Project No. 74270


The Draft ToR will be available for public review during regular business hours from Thursday August 20 to Monday September 21, 2009 at the locations indicated below. A copy of the Draft ToR is available for review on the project website: www.uyssolutions.ca in the Library of Documents page (http://www.uyssolutions.ca/en/onlineresources/LibDocuments.asp). York Region Administrative Centre (Clerk’s Office) 17250 Yonge Street, 4th Fl. Newmarket, ON L3Y 6Z1 Phone: 1-877-464-9675

UYSS Project Office 1195 Stellar Drive, Unit 1 Newmarket, ON L3Y 7B8 Phone: 905-830-5656

Town of Richmond Hill (Clerk’s Office) 225 East Beaver Creek Rd Richmond Hill, ON L4B 3P4 Phone: 905-771-8800

Town of Aurora (Clerk’s Office) 1 Municipal Drive Aurora, ON L4G 6J1 Phone: 905-727-1375

Town of Newmarket (Clerk’s Office) 395 Mulock Drive Newmarket, ON L3Y 4X7 Phone: 905-895-5193

Town of East Gwillimbury (Clerk’s Office) 1900 Leslie Street Sharon, ON L0G 1V0 Phone: 905-478-4282

Written comments on the Draft ToR are requested by September 21, 2009. All comments should be submitted to: Adrian Coombs, P. Eng. Senior Project Manager Capital Planning and Delivery Environmental Services The Regional Municipality of York 17250 Yonge Street Newmarket, ON L3Y 6Z1 Phone: 905-830-4444 ext. 5098 Email: [email protected]

Sincerely,

Adrian Coombs, P. Eng. AC/gh c.c.: George Godin, Conestoga-Rovers & Associates Comments, input, and information regarding the UYSS Terms of Reference may be included in project documentation. Under the Freedom of Information and Protection of Privacy Act and the Environmental Assessment Act, unless otherwise stated in the submission, any personal information such as name, address, telephone number and property location included in a submission will become part of the public record files for this matter and will be released, if requested, to any person.

The Regional Municipality of York

NOTICE OF DRAFT TERMS OF REFERENCEUPPER YORK SEWAGE SOLUTIONS

INDIVIDUAL ENVIRONMENTAL ASSESSMENTTO MANAGE SEWAGE IN THE PROJECT SERVICE AREA

The Regional Municipality of York’s (York Region) Upper York Sewage Solutions (UYSS) project will develop a sustainable sewage servicing solution to accommodate forecasted growth in the Upper York service area. This growth is in accordance with both the provincial growth management policies outlined in the Growth Plan pursuant to the Places to Grow Act, 2005 and with applicable environmental statutes including the Oak Ridges Moraine Conservation Act, the Lake Simcoe Protection Act, the Greenbelt Act, and the Ontario Water Resources Act.

York Region has prepared a Draft Terms of Reference (ToR) as part of the UYSS Environmental Assessment. A ToR is a document that is prepared by a proponent, which sets out the framework or work plan for the planning and decision making process to be followed by a proponent during preparation of the environmental assessment. As a result, a ToR is the fi rst step of a two step approval process for proposed “undertakings” in the Province of Ontario that are subject to the Environmental Assessment Act (EA Act).

The preparation of the environmental assessment represents the second step of the EA Act approvals process. When a ToR is approved by Ontario’s Minister of the Environment, it is then used as a blueprint for the preparation of the environmental assessment.

The Upper York service area consists of the Towns of Aurora, Newmarket, and portions of East Gwillimbury, as shown on the map below. The Draft ToR will be available for review during regular business hours from August 20th to September 21st, 2009 at the locations indicated below.

UYSS Project Offi ce1195 Stellar Drive, Unit 1Newmarket, ON L3Y 7B8Phone: 905 830-5656

York Region Administrative Centre (Clerk’s Offi ce)17250 Yonge Street, 4th Fl.Newmarket, ON L3Y 6Z1Phone: 1-877-464-9675 (Toll Free)

Town of Newmarket (Clerk’s Offi ce)395 Mulock DriveNewmarket, ON L3Y 4X 7Phone: 905 895-5193

Town of Aurora (Clerk’s Offi ce)1 Municipal DriveAurora, ON L4G 6J1Phone: 905 727-1375

Town of Richmond Hill (Clerk’s Offi ce)225 East Beaver Creek RoadRichmond Hill, ON L4B 3P4Phone: 905 771-8800

Town of East Gwillimbury (Clerk’s Offi ce)1900 Leslie StreetSharon, ON L0G 1V0Phone: 905 478-4282

A copy of the Draft ToR is also available for review on the project website: www.uyssolutions.ca. Written comments on the Draft ToR are requested by September 21st, 2009. All comments should be submitted to:

Adrian Coombs, P. Eng. Senior Project Manager Envir onmental Services The Regional Municipality of York 17250 Yonge Street Newmarket, ON L3Y 6Z1 Telephone: 905 830-4444, ext. 5098 Email: [email protected]

Comments, input and information regarding the UYSS EA ToR may be included in project documentation. Comments, input and information received will be used in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

050278 (7) York Region No. 74270



Appendix I

Protocol for First Nations Consultation

Upper York Sewage Solutions Environmental Assessment Consultation Record for the Approved (As Amended) Terms of Reference Appendix I Protocol for First Nations Consultation Prepared for: The Regional Municipality of York

MARCH 2010 REF. NO. 050278 (7) APP-I YORK REGION NO. 74270

050278 (7) APP I York Region No. 74270

Approved (As Amended) Terms of Reference Upper York Sewage Solutions EA

Table of Contents

Page

1.0 Introduction I-1

2.0 Notice to First Nations I-1

3.0 Special Requirements I-2

4.0 Review of Information I-3

5.0 Where Additional Information is Required I-3

6.0 No Requirement for Active Consultation I-3

7.0 Requirement for Active Consultation I-4

8.0 No Written Response Received by York Region I-4

9.0 Identification of Potential Impacts to Established or Asserted Aboriginal or Treaty Rights I-4

10.0 Identification of First Nation Human Remains or First Nation Archaeological Sites I-5

11.0 Addition of New Participants I-7

12.0 Emergency Situations I-7

13.0 Elevation of Matters in Dispute I-7

14.0 Applicable Law I-8

Glossary I-9

List of Attachments Page

Attachment A List of Interested First Nations (as of May 2009) I-10

050278 (7) APP I Page I-1 York Region No. 74270


Section 1.0 Introduction

The Regional Municipality of York (“York Region”) is, at the direction of the Ontario Minister of the Environment, conducting an Environmental Assessment (EA) to develop a sustainable sewage servicing solution for the upper York area including the Towns of Aurora, Newmarket and the communities of Holland Landing, Queensville, and Sharon in East Gwillimbury. York Region is interested in identifying and addressing potential adverse effects of any sewage servicing solution on First Nations’ ancestral territories, and specific cultural and heritage interests that First Nations may have within the preliminary study area. York Region has identified the value of developing a formal Protocol to be used to ensure contact is made with First Nations and that effective consultation occurs with First Nations that want to be consulted. Throughout this Protocol, references to “First Nations” shall be interpreted to include First Nations with an interest in the preliminary study area, as listed in Attachment A, and related recognized First Nation organizations such as the Chiefs of Ontario where appropriate. This Protocol will be used to facilitate information sharing and consultation in respect of the UYSS project during the environmental assessment (EA) and construction phases. This Protocol is intended to create a consultation process to identify and address specific cultural and heritage interests that First Nations may have within the preliminary study area and potential impacts to established or asserted Aboriginal or Treaty rights or Claims within the preliminary study area. Also, this Protocol establishes a process for addressing identified adverse effects of the UYSS project in respect of First Nations human remains or First Nations archaeological sites. It is not intended to alter legal or other requirements of York Region or First Nations that already exist or that could be recognized in the future. Section 2.0 Notice to First Nations

York Region will notify First Nations in accordance with this Protocol and the Code of Practice – Consultation in Ontario’s Environmental Assessment Process (MOE – June 2007) with respect to the UYSS EA. Initial notification shall be made by means of a combination of letters and follow-up telephone contact by representatives of York Region. York Region may retain consultants to make initial contact on its behalf but York Region will undertake to be an active participant throughout the consultation process whether or not representatives are acting on its behalf in various capacities.



Notice (initial and subsequent) shall be made to the Chief and Council of respective First Nations. Should the Chief or representatives of Council of a First Nation direct it to do so, York Region will communicate with the nominated representatives of the Chief or Council. So long as the principal communications are with the nominated representative of a First Nation, York Region may, in addition to the principal communication, forward copies of correspondence or project information to the Chief and Council directly. The First Nations shall be responsible for notifying York Region, in writing, of the identity of, and any changes to the identity of, their nominated representative. Notification letters sent via regular mail will be considered to have been delivered five calendar days following the date of mailing. Section 3.0 Special Requirements

Where, within 60 days of receiving initial notification by York Region, a First Nation identifies to York Region that it has special requirements such as the translation of project documents, York Region should be notified of such requirements in writing. York Region will consider such requests and advise the respective First Nations of the ability of York Region to satisfy such special requirements in a timely manner. York Region will consider such requests in keeping with the spirit of this Protocol and the obligations of York Region to consult with First Nations. Where appropriate, York Region will enter into an agreement with the respective First Nation regarding special requirements. It is possible that York Region may encounter unexpected First Nation human remains or a First Nation archaeological site through the implementation of the UYSS project. Should this occur, and should the situation require special expertise and additional First Nations’ resources, York Region will consider this to be a special requirement of the First Nations involved and will support negotiations to reach an agreement on the details of what additional resources will be provided and the circumstances of how these resources may be provided, including the special expertise and additional First Nations’ resources. Should such an eventuality arise, York Region will work diligently and in good faith to reach an agreement with the First Nations involved regarding the nature and scope of the support required from York Region.



Section 4.0 Review of Information

First Nations will review information supplied by York Region to determine: The need for additional information. The need for the active consultation with the First Nation to identify and address any

potential impact of the project on the First Nation as set out in this Protocol. Having reviewed the information supplied by York Region, a First Nation may request a meeting to review and discuss the information with York Region and York Region will arrange to meet at a mutually agreeable date and location. Section 5.0 Where Additional Information is Required

The First Nation will notify York Region in writing of the type and quantity of information required.

York Region will provide the information, where publicly available and reasonably requested, to the First Nation upon receipt of the written request.

York Region will provide the First Nation with an expected date of delivery if the requested information is expected to be completed as part of the project, but is not yet available.

York Region will work cooperatively with the First Nation in obtaining the information requested, where the request is reasonable and if the information is not readily available as part of the project.

Section 6.0 No Requirement for Active Consultation

Where, following a review of the information provided by York Region, a First Nation has determined that there is no requirement for further active consultation: The First Nation may provide York Region with written notification that there is no

requirement for active consultation. York Region will continue with the UYSS EA project as outlined in the information provided by York Region to the First Nation.

York Region will continue to provide periodic updates regarding the project in order to inform the First Nation of the project status.



Section 7.0 Requirement for Active Consultation

Where, following review of the information provided by York Region, a First Nation determines that there is a requirement for further active consultation: The First Nation will provide York Region with written notification that there is a

requirement for active consultation. York Region will work with each First Nation requiring consultation to develop a

consultation plan as appropriate which will identify time frames, information and presentation requirements, for a joint or individual First Nation process.

York Region and First Nations will undertake consultation, jointly among all participating First Nations, or on an individual basis, as per the consultation plan described above.

Section 8.0 No Written Response Received by York Region

If York Region does not receive written notification from a First Nation within 45 days after the required information has been provided to the First Nation by York Region stating (a) that further active consultation is not required or (b) that further active consultation is required as set out in paragraph 6 then it is acknowledged that: York Region will continue with the UYSS EA as outlined in the information provided by

York Region to the First Nation. York Region will continue to provide periodic updates regarding the UYSS in order to

inform the First Nation that has not responded to York Region of the project status. Section 9.0 Identification of Potential Impacts to Established or Asserted Aboriginal or Treaty Rights

Where an archaeological assessment or the consultation process identifies a potential impact of the UYSS project to an established or asserted Aboriginal or Treaty Right: York Region and participating First Nations shall enter into negotiations that aim to

develop a solution to mitigate the identified potential impact. York Region will seek a resolution from the Provincial or Federal government (as

applicable) should York Region not have the jurisdiction to resolve potential impacts related to the Aboriginal or Treaty Right.



Where the Provincial or Federal governments are referred a matter for resolution, York Region shall continue with development activities in a manner that, as appropriate, mitigates any identified potential impacts of the said development on the established or asserted Aboriginal or Treaty Right(s).

Section 10.0 Identification of First Nation Human Remains or First Nation Archaeological Sites

(a) The requirements for pre-development archaeological assessment and mitigation of archaeological sites, as established under the provisions and regulations of the Ontario Heritage Act, the Ontario Planning Act, the Ontario Environmental Assessment Act and the Ministry of Culture Standards and Guidelines for Archaeological Assessment, shall be considered the baseline for dealing with First Nation archaeological sites. Should a First Nation determine that there is a need for mitigation measures to be undertaken beyond those established by these Acts and Standards: York Region and the First Nation shall enter into negotiations to develop a mutually

agreeable plan to address such matters. York Region will refer the matter to the Provincial government should York Region

not have the jurisdiction to resolve such matters. (b) The requirements for investigating discoveries of human remains, as established under

the provisions of the Ontario Cemeteries Act, shall be considered the baseline for dealing with the discovery of First Nation human remains. Should a First Nation determine that there is a need for additional investigative measures to be undertaken: York Region and the First Nation shall enter into negotiations to develop a mutually

agreeable plan to address such matters. York Region will refer the matter to the Provincial government should York Region

not have the jurisdiction to resolve such matters. (c) Where an archaeological assessment, or the consultation process, identifies a potential

impact to First Nation human remains or a First Nations archaeological site (an archaeological site will be as defined in the Ministry of Culture Standards and Guidelines for Archaeological Assessment): York Region will halt development activity in the immediate area of First Nation

human remains or a First Nation archaeological site and to notify the First Nations, as listed in Attachment A, immediately upon such a discovery. It is understood that, while development activity in the vicinity of such a discovery would be halted, development activity elsewhere would continue.

York Region and the First Nations will participate in a joint process to determine the cultural identity of the First Nation human remains or a First Nation archaeological site.



Where the joint identification process leads to consensus on the cultural identity of the First Nation human remains or archaeological site, the First Nations, associated with the identified cultural group, shall enter into negotiations to develop a solution to mitigate the anticipated impact.

Where the joint identification process does not lead to consensus on the cultural identity of the First Nation human remains or archaeological site, York Region and all participating First Nations shall enter into negotiations to develop a solution to mitigate the anticipated impact.

York Region will refer the matter to the Provincial government should York Region not have the jurisdiction to resolve anticipated impacts related to the First Nation human remains or a First Nations archaeological site.

(d) Where previously undiscovered First Nation human remains or First Nation

archaeological site(s) are discovered during construction: York Region will halt development activity in the immediate area of the First Nation

human remains or First Nation archaeological site and to notify the First Nations as listed in Attachment A immediately upon such a discovery. It is understood that, while development activity in the vicinity of such a discovery would be halted, development activity elsewhere would continue.

York Region and the First Nations will participate in a joint process to determine the cultural identity of the First Nation human remains or a First Nation archaeological site.

Where the joint identification process leads to consensus on the cultural identity of the First Nation human or archaeological remains, York Region and the First Nations associated with the identified cultural group shall enter into negotiations to develop a solution to mitigate the anticipated impact.

Where the joint identification process does not lead to consensus on the cultural identity of the First Nation human remains or archaeological site, York Region and all participating First Nations shall enter into negotiations to develop a solution to mitigate the anticipated impact.

York Region will refer the matter to the Provincial government should York Region not have the jurisdiction to resolve anticipated impacts related to the First Nation human remains or archaeological site.

Where the Provincial government is referred a matter for resolution related to First Nation human remains or a First Nation archaeological site, York Region shall continue with development activities in a manner that mitigates any anticipated impacts of the said development on the First Nation human remains or archaeological site.



Section 11.0 Addition of New Participants

Situations may arise whereby First Nations which were initially involved in a consultation process ceased their involvement during the consultation process. Further, certain First Nations may not initially have participated in the process described by this Protocol. In either case, First Nations with a known historic interest within the boundaries of the Study Area but not active in the consultation process may wish to engage or re-engage, as the case may be, provided: The First Nation has a proven historic interest within the boundaries of the Study Area. The First Nation presents written notice, including proof of its historic interest within the

boundaries of the Study Area, where requested by the participating First Nations or York Region.

The inclusion of a new First Nation is not objected to by the existing participants in the process described by this Protocol.

Section 12.0 Emergency Situations

Should a situation arise that could reasonably be considered an emergency involving danger either to property or to human health and safety, York Region may proceed to address the emergency as necessary. Where the presence of an emergency requires action to be taken outside the procedures created by this Protocol, York Region will take reasonable care to (as much as possible) ensure that the spirit of the Protocol is observed during and after the emergency situation. In any event, following the passing of the emergency situation, York Region will assess the actions taken during the emergency and ensure that appropriate updated information is provided to First Nations being consulted pursuant to this Protocol in order to allow an assessment of what other consultation might be required in such circumstances. Section 13.0 Elevation of Matters in Dispute

Should a dispute arise during consultations pursuant to this Protocol, York Region will discuss the nature of the dispute with the First Nation and attempt, in good faith, to reach a resolution that is agreeable to each Party. Should York Region and the First Nation in question be unable to reach an agreement in the normal course, York Region shall work together with the First Nation to decide upon an approach to resolving the dispute. In such circumstances, York Region agrees that it will elevate the matter within its organization and make available, as is reasonable, York Regional Chair and/or members of York Regional Council for discussions with the Chief(s) and Council of the First Nation related to the resolution of the matters in dispute.



Section 14.0 Applicable Law

This Protocol and the process created thereby shall be governed by the laws of the Province of Ontario and Canada as applicable.



GLOSSARY

Aboriginal Rights Rights that certain Aboriginal peoples (First Nations, Inuit and Métis) hold as a result of their ancestors' long-standing use and occupancy of the land.

Cultural Identity The identity of the First Nations people or peoples with whom a First Nations Archaeological Site or First Nation Human Remains are most closely associated.

Environmental Assessment (EA)

A generic term for a study that assesses the potential environmental effects (positive or negative) of a proposal. Key components of an environmental assessment include consultation with government agencies and the public; consideration and evaluation of alternatives; and the management of potential environmental effects. Conducting an environmental assessment promotes good environmental planning before decisions are made about proceeding with a proposal.

For the purposes of this Terms of Reference, an Environmental Assessment refers to the process and related documentation, including the submission of a Terms of Reference and final Environmental Assessment Report for approval by the Minister of the Environment, in accordance with the requirements of Part II of the EA Act.

First Nation Archaeological Sites Sites at which First Nation remains are found and will be defined in the Ministry of Culture Standards and Guidelines for Archaeological Assessment.

First Nation Human Remains Remains of First Nations peoples, including remains found at individual and communal burial sites including ossuaries. These will be treated in keeping with the provisions of the Ontario Cemeteries Act.

Individual Environmental Assessment (IEA) See Environmental Assessment.

Preliminary study area The area identified in the Preliminary Draft UYSS EA Terms of Reference, which will be finalized during preparation of the UYSS EA (shown in the attached plan).

Treaty Rights Rights that a First Nation or other Aboriginal People has which are set out in a Treaty with the Canadian federal government (the “Crown”).



ATTACHMENT A

List of Interested First Nations (as of May 2009)

Alderville First Nation

Beausoleil First Nation

Chippewas of Georgina Island

Chippewas of Mnjikaning

Curve Lake First Nation

Hiawatha First Nation

Huron Wendat Nation

Iroquois Confederacy

Mississaugas of Scugog Island

Mississaugas of the New Credit First Nation

Mohawks of the Bay of Quinte

Moose Deer Point First Nation

Six Nations of the Grand River

050278 (7) York Region No. 74270



Appendix J

First Nations and Métis Organizations Letters and Meetings

March 27, 2009

Reference No. 28005 050278

Alderville First NationP. O. Box 46, R.R. #4Roseneath, OntarioKOK 2XOAttention: Chief James R. Marsden

Re: Notice of Commencement of Terms of Reference for Upper York SewageSolutions Individual Environmental Assessment

The Regional Municipality of York (York Region) has initiated the Upper York Sewage Solutions(UYSSolutions) Individual Environmental Assessment (IEA). First Nations Engineering ServicesLtd. (FNESL) has been retained by York Region to facilitate and coordinate First Nationconsultations as part of this project.

The purpose of this project is to develop a sustainable sewage servicing solution for the UpperYork service area, in accordance with the provincial initiative for growth outlined in the Places toGrow Act and with all applicable legislation including the Lake Simcoe Protection Act and the GreatLakes Charter. The service area consists of the Towns and Communities of Aurora, Newmarket,Holland Landing, Queensville, and Sharon, as shown on the attached service area map.

York Region has now commenced the two-step Environmental Assessment (EA) approval process.The first step is to prepare the Terms of Reference (ToR), which sets out the proposed frameworkfor the preparation and review of the UYSSolutions IEA. The ToR represents an agreementbetween York Region and the Minister of the Environment about what is required in the EA toaddress the legislated requirements of the Environmental Assessment Act.

As part of preparing the ToR, the first set of Public Information Forums (PIFs) for the UYSSolutionsIEA is slated for June 2009. Notification of the PIFs, including dates, times and locations will beprovided to you directly via a letter and posted on the project website (www.uyssolutions.ca).

York Region recognizes the importance of establishing a specific collaborative consultationprogram suited to addressing the unique concerns and rights of First Nations as relevant to theUpper York project. In this regard, York Region wishes to tailor the consultation process to meetthe needs of the Alderville First Nation Chief and Council, and community members Further, theRegion is interested in arranging meetings with the First Nation Chief and Council, staff, orcommunity to further discuss the UYSSolutions IEA project.

In addition, York Region had previously developed a First Nations Consultation Protocol inreference to the Southeast Collector Trunk Sewer IEA. The Consultation Protocol was developedin association with FNESL and a number of First Nations during the recent Southeast CollectorTrunk Sewer IEA. This Consultation Protocol provides a framework for ensuring that effective

http://www.uyssolutions.ca

Notice of Commencement of

Terms of Reference for



and meaningful consultation occurs with First Nations. York Region is proposing to use theConsultation Protocol in reference to the UYSSolutions Terms of Reference stage recognizing thatit will be modified to suit this project’s specific requirements. A copy of the Southeast CollectorTrunk Sewer IEA First Nations Consultation Protocol is attached for your reference.

Please note that FNESL will be contacting you by telephone to discuss the project with you further.

You may also contact me at (519) 445-0040, or via email at [email protected] if you have anyquestions or require additional information on the project.

Yours truly,First Nations Engineering Services Ltd.

Warren B. Sault, B.A., E.E.T.Project Manager

cc: Adrian Coombs, P.Eng. Senior Project Manager, Environmental Services Department,Regional Municipality of York


09-06-26-First Nations Meeting Summary-FNESL_ICD_SL gg.doc Page 1 of 5



Tel: (905) 830-5656

Fax: (905) 830-0176

www.uyssolutions.ca




RE: Meeting with First Nations

LOCATION: Rama, Ontario DATE: June 26, 2009 TIME: 8:15 am

Participants:


Adrian Coombs George Godin Ian Dobrindt Katrina Broughton Adam Chamberlain Warren Sault Andrew Big Canoe Marlene Stills Rhonda Coppaway Ted Coppaway Curtis Maracle Sherri Wilson Luc Lainé Heather Bastien Shelley Gray


AECOM AECOM

BLG Canada First Nations Engineering Services Ltd. (FNESL)

Georgina Island First Nation Georgina Island First Nation

Mississaugas of Scuogog Island First Nation Curve Lake First Nation

Mohawks of the Bay of Quinte Chippewas of Rama

Huron Wendat Nation Huron Wendat Nation Alderville First Nation

Distribution:

Participants File


Ref. Item #

Brief Description

Action by

Response Due Date

5.0 Indian and Northern Affairs will be copied on correspondence with First Nations

FNESL

5.0 Warren Sault will speak with First Nation representatives about the possibility of the First Nations applying as a group to the Ontario Ministry of Aboriginal Affairs for funding of a First Nations Secretariat to facilitate consultation using Upper York Sewage Solutions as a possible pilot project.

FNESL

5.0 Request to circulate the York Region Archaeological Master Plan (AMP) when available to all First Nations contacted as part of the UYSS EA.

YR Update: The AMP is proposed as part of the Region's new draft Regional Official Plan. However, as


yet a draft of the AMP has not been prepared. First Nations will be informed when the draft AMP is available.

6.0 York Region to coordinate a half or full day workshop in September 2009 to review the draft UYSS EA Terms of Reference

YR

6.0 All future correspondence will continue to be sent to First Nations Chiefs with copies to the individuals who attended today’s meeting.

AGENDA ITEMS


1.0 Welcome and Introductions

Ron Douglas of the Chippewas of Rama First Nation welcomed the meeting participants to Rama

INFO

Adrian Coombs thanked Ron and led introductions around the table INFO

2.0 Project Background

Project team provided background information on the project. INFO

Curtis Maracle asked if York Region will be looking at Source Water Protection.

George Godin responded that Source Water Protection and wellhead protection areas will be considered during the Environmental Assessment stage of the process.

INFO

Project team presented the 10 sustainability principles for water and wastewater adopted by York Region

Luc Lainé requested that the idea of respect for treaties, land claims, and sacred sites (as an extension of natural and cultural heritage and environmental issues) be incorporated under the principle: He noted that First Nation has further interests than just “Respect for natural and cultural heritage” component and environmental issues.

In response to this request, Adam Chamberlain responded that Mr. Lainé’s concerns are part of a much broader process that York Region has limited control of, and the ultimate duty to consult lies with the crown (provincial and federal).

It was noted by the First Nation representatives that there has been a history of First Nations being consulted after the fact, after planning has been completed.

INFO

3.0 Environmental Assessment Process

Project team outlined the Environmental Assessment process and the purpose of the Terms of Reference step.

INFO

Luc Lainé recommended that Aboriginal concerns can be brought into other concepts of the environment in addition to cultural (i.e. technical)

Ian Dobrindt responded that the EA process and environmental concepts are governed and defined according to the Ministry of the Environment’s

INFO


Codes of Practice with no ability of a proponent to redefine for a particular project.

4.0 Terms of Reference – Alternatives to the Undertaking

Project team outlined the proposed alternatives to the undertaking INFO

Ted Coppaway asked what will determine whether the solution is a north (i.e. Lake Simcoe watershed) or south (i.e. Lake Ontario watershed) solution

Project team responded that the recommended alternative will be selected through a proposed assessment process composed of various screening criteria

INFO

Ted Coppaway asked if the “Do Nothing” alternative was a viable solution?

Project team responded that the “Do Nothing” alternative has been included within the draft UYSS EA ToR because it should be always considered as part of an EA in accordance with the Ministry of the Environment’s Code of Practice.

INFO

Curtis Maracle asked if the Clean Water Act is in the list of screening criteria

Project team responded that while it may not be a screening criteria, the proposed undertaking has to comply with all applicable legislation including the Clean Water Act. The ideals and principles embodied in the Act will be included in all criteria and evaluations

INFO

5.0 First Nations Consultation Protocol

Project team outlined each section of the draft First Nations Consultation Protocol

INFO

Luc Lainé indicated that Huron Wendat’s participation in today’s meeting should not be interpreted as consultation. He noted that in order to fully participate in consultation the Huron Wendat would require financial support to retain the technical and legal advisors necessary to fully review information on the project. At present, the Huron Wendat feel that their current financial resources will not allow this. Luc Lainé also noted that this probably applies to most of the other First Nations present.

Adrian Coombs noted that York Region welcomes comments at any time during the project.

INFO

Rhonda Coppaway noted that as representatives of First Nations, they cannot agree to anything on behalf of their communities.

The project team acknowledged this and it is understood that First Nations representatives would communicate the meeting information to their communities.

INFO

Noted that the Department of Indian and Northern Affairs and the Ontario Ministry of Aboriginal Affairs have both been notified of the UYSS EA project.

Warren Sault suggested that the Department of Indian and Northern Affairs may be copied on letters to First Nations to ensure that INAC is kept informed of all First Nations correspondence. Similarly, correspondence to INAC will be copied to all First Nations so they are also aware.

INFO FNESL


If the First Nations wish independent, additional services to assist in their understanding and review of this project, Warrant Sault suggested that the First Nations could apply as a group to the Ontario Ministry of Aboriginal Affairs for funding such a role.

FNESL

Regarding the section in the First Nations Consultation Protocol stating that “if no written response was received by the Region, the project would proceed and First Nation would continue to be notified.” This seems to imply that the First Nations have no concerns if the Region does not hear from them, when the First Nations may not have the required capacity to respond?

o Warren Sault clarified that the First Nations do not waive their right if they do not respond.

o Ian Dobrindt noted that the intent of this section is to ensure First Nations are continued to be notified even if they do not respond to a notice.

INFO

Luc Lainé asked where sacred sites are covered in the First Nations Consultation Protocol

Ian Dobrindt responded that Sacred sites are included within the term the term “Archaeological Sites” in the First Nations Consultation Protocol.

INFO

Shelley Gray asked are there any known archaeological sites in the study area.

George Godin responded that yes there are known archaeological sites within the preliminary study area based on existing information sources. This would be further investigated during the Environmental Assessment through the review of additional existing information sources and field investigations, as appropriate.. This information would be made available to the First Nations at the appropriate time.

Andrew Big Canoe asked if York Region has a map of known sites in the Region; Simcoe County has one, but has stated that it is confidential

Ian Dobrindt suggested that some sites are kept confidential to prevent looting, as per guidelines given by the Ministry of Culture

Adrian Coombs indicated that York Region Council has just approved the development of an Archaeological Master Plan for inclusion in the new Official Plan for the Region and this could be circulated electronically (or hard copy if requested) to First Nations for their information.

INFO YR

Luc Lainé requested that the Huron Wendat be contacted first, if any artifacts are found; because they are typically the furthest away geographically, they are often not notified

Warren Sault responded that according to the First Nations Consultation Protocol, all First Nations contacted during this project would be notified if artifacts are found

INFO

6.0 Next Steps

Luc Lainé indicated he would like to take the Terms of Reference to the Huron Wendat lawyers, because he would like to inform the Huron Wendat council with a recommendation from their legal counsel.

INFO

The First Nations Consultation Protocol should remain flexible and be amended as necessary

Warren Sault responded that the ability to review and amend the Protocol is provided for within the document.

INFO

Luc Lainé suggested a follow up meeting during the review period for INFO


the Draft ToR.

York Region proposed a half or full day workshop in September 2009 to review the Terms of Reference as a possibility if the First Nations would find it useful.

YR

The attending First Nation representatives requested that they be copied on all future correspondence sent to First Nations Chiefs.

Warren Sault responded that this could be accommodated in future correspondence.

INFO FNESL

Attachments:

Prepared By: Katrina Broughton Date Issued: August 24, 2009


Reference No. 28005August 26, 2009

VIA FACSIMILE AT (905) 352-3242 AND REGULAR MAILAlderville First NationP. O. Box 46, R.R. #4Roseneath, OntarioK0K 2X0Attention: Chief James R. Marsden

Re: First Nation Consultations - Upper York Sewage Solutions Environmental AssessmentDraft Terms of Reference September 17, 2009 Meeting

Please find enclosed a CD with an electronic version of the Draft Terms of Reference (ToR) preparedfor the Upper York Sewage Solutions (UYSS) Environmental Assessment (EA) for your review andcomment. For proposed "undertakings" in the Province of Ontario that are subject to the EA Act, a ToRis the first step of a two step approval process. A ToR is a document that is prepared by a proponent,which sets out the framework or work plan for the planning and decision making process to be followedby a proponent during preparation of the environmental assessment.

The undertaking of the environmental assessment represents thesecond step of the EA Act approvals process. If the ToR isapproved by the Ontario Minister of the Environment then theenvironmental assessment must be prepared according to thisToR.

The purpose of the UYSS EA is to develop a sustainable sewageservicing solution that can accommodate the growth that isforecasted to occur in the upper York service area in accordancewith both the provincial growth management policies outlined inthe Growth Plan pursuant to the Places to Grow Act, 2005 andwith all applicable environmental statutes including but not limitedto the Lake Simcoe Protection Act, the Greenbelt Act, the OakRidges Moraine Conservation Act and the Ontario WaterResources Act. The upper York service area consists of theTowns of Aurora, Newmarket, and portions of East Gwillimbury,as shown on the attached map.

York Region acknowledges the need to conduct separateconsultation sessions with First Nations in view of the uniqueconcerns that they may have in regard to the environmentalassessment. With this in mind, First Nations EngineeringServices Ltd. has been retained by AECOM to facilitate andcoordinate First Nation consultations as part of this environmentalassessment, on behalf of York Region.

First Nation Consultation Upper York Sewage Solutions


2

As discussed with those representatives of First Nations who attended the June 26, 2009 meeting atChippewas of Rama First Nation, York Region is proposing to conduct another centralized meetingbetween interested First Nations and York Region representatives on September 17, 2009. The purposeof the meeting would be to provide an opportunity for First Nations to discuss their history in the upperYork area as part of educating those in attendance as well as provide York Region with the opportunityto present the draft UYSS EA ToR for discussion and to receive your comments. A Draft Agenda isenclosed for your review and consideration.

As with the June 26, 2009 meeting, the following First Nations are invited to attend:

Alderville First Nation Beausoleil First Nation Chippewas of Georgina IslandChippewas of Mnjikaning Curve Lake First Nation Hiawatha First NationHuron Wendat Nation

Mississaugas of Scugog Island First NationMississaugas of the New Credit First NationMoose Deer Point First NationMohawks of the Bay QuinteSix Nations of the Grand RiverIroquois Confederacy

York Region will cover travel, meal, and accommodation expenses for two (2) First Nationrepresentatives (from each First Nation) to attend the meeting. Expense rates are enclosed.

First Nations Engineering Services Ltd. will be coordinating the meeting on behalf of York Region.

Please call myself Warren Sault, Project Manager, at (519) 445-0040 or by email at [email protected],to confirm your representative's attendance by September 4, 2009, or if you should have any questions.

Yours truly,FIRST NATIONS ENGINEERING SERVICES LTD.

Warren B. Sault, B.A., E.E.T.Project ManagerEncl.

cc: Adrian Coombs, P.Eng., Senior Project Manager, York RegionCouncillor Pamela Crowe, Alderville First NationShelley Gray, Alderville First Nation


Tel: (905) 830-5656 Fax: (905) 830-0176

www.uyssolutions.ca



August 27, 2009 Reference No. 050278 Chief Kris Nahrgang Kawartha-Nishnawbe of Burleigh Falls First Nation R.R.# 4 Burleigh Falls ON K0L 2H0 Dear Chief Nahrgang: Re: Upper York Sewage Solutions Environmental Assessment Notice of Draft Terms of Reference Please find enclosed a CD with an electronic version of the Draft Terms of Reference (ToR) prepared for the Upper York Sewage Solutions (UYSS) Environmental Assessment (EA) for your review and comment. For proposed "undertakings" in the Province of Ontario that are subject to the EA Act, a ToR is the first step of a two-step approval process. A ToR is a document that is prepared by a proponent, which sets out the framework or work plan for the planning and decision-making process to be followed by a proponent during preparation of the environmental assessment. The preparation of the environmental assessment represents the second step of the EA Act approvals process. If the ToR is approved by the Ontario Minister of the Environment then the environmental assessment must be prepared according to it. The purpose of the UYSS EA is to develop a sustainable sewage servicing solution that can accommodate the growth that is forecasted to occur in the upper York service area in accordance with both the provincial growth management policies outlined in the Growth Plan as per the Places to Grow Act, 2005 and with applicable environmental statutes including but not limited to the Lake Simcoe Protection Act, the Greenbelt Act, and the Ontario Water Resources Act. The upper York service area consists of the Towns of Aurora, Newmarket, and portions of East Gwillimbury, as shown on the map below. York Region acknowledges the need to conduct separate consultation sessions with First Nations, in view of the unique concerns, that they may have in regard to the environmental assessment. With this in mind, the project team is willing to meet with you at your convenience to discuss the draft UYSS EA ToR and obtain any comments that you may have on the document.




The comment period on the ToR closes on September 18, 2009. If your First Nation has any comments, we would appreciate receiving your comments in writing. Please submit comments to: Adrian Coombs, P. Eng. OR George Godin, P. Eng., PMP Senior Project Manager Consultant Project Manager Environmental Services Department Conestoga-Rovers & Associates The Regional Municipality of York 1195 Stellar Drive, Unit 1 17250 Yonge Street Newmarket, ON L3Y 7B8 Newmarket, ON L3Y 6Z1 Telephone: 905 830-5656 Telephone: 905 830-4444, ext. 5098 Email: [email protected] Email: [email protected]

Comments, input, and information regarding the UYSS Terms of Reference will assist York

Region in developing the EA and may be included in project documentation. Under the Freedom

of Information and Protection of Privacy Act and the Environmental Assessment Act, unless

otherwise stated in the submission, any personal information such as name, address, telephone

number and property location included in a submission will become part of the public record files for this matter and will be released, if requested, to any person. Sincerely,

Adrian W. Coombs, P. Eng. Senior Project Manager AWC/lw The Regional Municipality of York 17250 Yonge Street Newmarket, ON L3Y 6Z1 Telephone: 905-830-4444, ext. 5098 Email: [email protected] c.c.: George Godin, Conestoga-Rovers & Associates




09-09-17-FN Meeting Summary_Final.doc Page 1 of 3



Tel: (905) 830-5656

Fax: (905) 830-0176

www.uyssolutions.ca




RE: Meeting with First Nations

LOCATION: Rama, Ontario DATE: Sept. 17, 2009 TIME: 8:15 am

Participants:


Adrian Coombs George Godin Ian Dobrindt Katrina Broughton Adam Chamberlain Warren Sault Andrew Big Canoe Rhonda Coppaway Karry Sandy Heather Bastien Margaret Sault Diane Sheridan Lori Ritter


AECOM AECOM

BLG Canada First Nations Engineering Services Ltd. (FNESL)

Chippewas of Georgina Island First Nation Mississaugas of Scuogog Island First Nation Coordinator Williams Treaty First Nations

Huron Wendat Nation Mississaugas of the New Credit First Nation

Hiawatha First Nation Hiawatha First Nation

Distribution:

Participants File


Ref. Item #

Brief Description

Action by

2.0 Project Team will follow up with ASI and find out whether traditional sacred sites and ceremonial grounds can be identified as part of the archaeological evaluation process. Please see response in 2.0.

AECOM

3.0 A project schedule is inserted with the notes from this meeting. CRA

AGENDA ITEMS


1.0 Welcome and Introductions

Adrian Coombs led introductions around the table INFO

First Nations shared the history of their Nations and their interest in the upper York study area.

Margaret Sault, of the Mississaugas of the New Credit, gave an overview of the history of the Mississaugas including their relationship to the Ojibwa, and the history of their migrations and various transfers of lands.

Andrew Big Canoe also provided information on the history of the

INFO


Chippewas of Georgina Island First Nation and the Ojibwa peoples.

Karry Sandy provided a short history of Williams Treaty and the current litigation process

Intention is to gain control of additional traditional lands (as opposed to currently designated reserve lands)

Take part in EA processes in an observatory status, and on the understanding that they are in litigation process

Reserve the right to intervene on issues of interest such as archaeological, environmental, water, etc.

2.0 Review of the Draft Terms of Reference

George Godin reviewed the purpose of the UYSS IEA and the Alternatives To the Undertaking

INFO

Ian Dobrindt provided an overview of the Draft ToR INFO

Andrew Big Canoe asked if York Region has mapping of registered archaeological sites

Adrian Coombs responded that an Archaeological Master Plan is proposed in the Draft Regional Official Plan.

INFO

Margaret Sault asked if unregistered traditional sacred sites and ceremonial grounds can be included in the archaeological master plan.

o This would be determined by the consultant undertaking the archaeological master plan.

o Ian Dobrindt responded that ASI will evaluate archaeological potential for the UYSS IEA archaeological investigations, and that the project team will follow up with ASI and find out whether unregistered traditional sacred sites and ceremonial grounds can be evaluated as part of that process

o The following is the response to this question from ASI: Potential sacred sites will be identified through the archaeological model developed by ASI. Unregistered sacred sites that this model will identify include rock art, burial mounds, and zones of potential discovery of ossuaries associated with ancestral villages. In addition, unregistered sacred sites can be identified through the First Nations or consultation process.

Andrew Big Canoe highlighted that Soldiers Bay is part of the proposed route for the Bradford Bypass and is a traditional burial ground and likely contains other archeological finds such as soldiers’ barracks and buried housing.

INFO AECOM INFO

3.0 Next Steps

George Godin explained the next steps in the process, that the Proposed ToR will be submitted to the Minister of the Environment late fall, 2009. If the First Nations like the electronic distribution for the Draft ToR, the project team will recommend sending the First Nations the Proposed ToR on CD at the start of the review period.

No representatives in attendance raised objections with that approach.

George Godin indicated that the Project Team would like to meet with First Nations again during the Alternatives To the Undertaking stage, likely in spring or summer, 2010.

INFO

Karry Sandy requested an overview of the project schedule.

Adrian Coombs responded that a project schedule would be distributed or inserted with the notes from this meeting.

CRA


The following tentative milestone dates are provided: Proposed ToR ( Final) Submission to the MOE for Approval November, 2009

MOE Approval of the ToR Spring, 2010 Selection of the Preferred Alternative to the Undertaking September, 2010 Selection of the Preferred Method of Carrying Out the Undertaking Spring, 2012 EA Report Submitted to the MOE for Approval Fall, 2012

Attachments: Project Schedule

Prepared By: Katrina Broughton Date Issued: October 30, 2009


Warren B. Sault Project Manager First Nations Engineering Services Ltd. P.O. Box 280, 1786 Chiefswood Rd. Ohsweken, ON N0A 1M0 July 23, 2009 Dear Mr. Sault,

RE: York Region – Upper York Sewage Solutions

Thank you for your letters of March 27, 2009 and June 1, 2009.

The Huron-Wendat Nation lacks capacity to adequately address correspondences of this nature

in an immediate fashion.

The Huron-Wendat occupied south-central Ontario for hundreds of years leaving a cultural

heritage record of thousands of settlement and burial sites. These sites represent a significant,

tangible part of the Huron-Wendat Nation’s identity and they are committed to being involved

in any proposed impacts to those sites. Members of the Huron-Wendat Nation also consider

themselves stewards of the natural environment and are concerned about the ways in which

any project might impact the natural landscape. These represent legal interests that must be

accommodated in any project.

Unfortunately, we were unable to attend your meeting of June 26.

The Huron-Wendat would, however, like to indicate their strong interest in the archaeological

record of York Region. The Huron-Wendat require consultation in regard to any proposed

undertaking that might affect their cultural heritage.

We would appreciate an opportunity to meet with you and York Region to discuss this project

and its potential impacts on Huron-Wendat interests. Because of the Huron-Wendat’s lack of

financial capacity to participate in consultations of this nature, the Huron-Wendat will require

funding from York Region for this consultation.

York Region – Upper York Sewage Solutions

7/23/09

t. 416 722 0220 * Centre for Social Innovation 215 Spadina Ave., Suite 400 Toronto Ontario M5T 2C7 Canada 2 of 2

Please contact me at your earliest opportunity.

Yours truly,

David R. Donnelly

cc Grand Chief Konrad Sioui, Huron-Wendat L. Lainé H. Bastien

500 Old St . Pat r ick Street Ottawa, Ontar io K1N 9G4

T: TF:

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613 -798 -1488 800 -263 -4889 613 -722 -4225 m no @ m e t i s n a t i on .o r g w w w. m e t i s na t i on . o r g

September 18, 2009 Sent via email

Katrina Broughton Environmental Planner AECOM 300 Town Centre Blvd, Suite 300 Markham, ON L3R 5Z6 Dear Katrina Broughton, Subject: Re: Notice of Commencement of Terms of Reference for Upper York Sewage

Solutions Individual Environmental Assessment Thank you for your efforts to ensure that the Métis Nation of Ontario is engaged regarding the Terms of Reference for Upper York Sewage Solutions Individual Environmental Assessment.

At this time, the Métis Nation of Ontario does not have any concerns regarding the development of Terms of Reference. We ask that you review our website at: www.metisnation.org/consultations for more information on our unique consultation framework and that you take it into consideration while finalizing your Terms of Reference. If you have any questions after reviewing our website, please do not hesitate to contact Melanie Paradis, Director of Lands, Resources and Consultation at 519-591-9219 or [email protected]

The Métis Nation of Ontario has the following recommendations for the Regional Municipality of York to consider in finalizing their Terms of Reference:

1. Recognize that the Métis Nation of Ontario is an almost entirely volunteer-operated organization. Most of our Consultation Committee members will have to take time off work and drive considerable distances to attend consultation meetings. The MNO lacks the funding capacity to pay for Consultation Committee members to attend all of the consultation meetings to which we are invited.

2. Further to the above, it is good practice for the Regional Municipality of York to set aside funds for honourariums ($75-150 per person depending on time/length of meeting) and mileage for Consultation Committee representatives (usually 5 people) to attend meetings with the Regional Municipality of York.

3. Recognize that many Métis are experts in environmental fields and will ask highly technical questions in Consultation meetings. It is recommended that Regional staff and consultants with expertise in the areas of ecology and aquatic biology attend any meetings with the MNO.

4. Understand that Consultation is about relationship-building and knowledge-sharing. The MNO looks forward to learning about the work that the Regional Municipality of York is planning, but also looks forward to sharing the Métis culture and traditions, and educating the Region about our governance structure and unique way of life.

5. Acknowledge that in addition to being rights-bearing Aboriginals, Métis Nation citizens are tax-paying members of society and constituents of the Regional Municipality of York.

500 Old St . Pat r ick Street Ottawa, Ontar io K1N 9G4

T: TF:

F: E:

W:

613 -798 -1488 800 -263 -4889 613 -722 -4225 m no @ m e t i s n a t i on .o r g w w w. m e t i s na t i on . o r g

The Métis Nation of Ontario looks forward to working with the Regional Municipality of York as they move forward into the next stage of the Individual Environmental Assessment for Upper York Sewage Solutions. Please keep us informed of any updates to your project.

We look forward to meeting with the Regional Municipality of York and their consultants AECOM when this project moves to the next stage.

Yours very truly,

Melanie Paradis, Dir. of Lands, Resources and Consultation, Métis Nation of Ontario c.c. Doug Wilson, Chief Operating Officer, Métis Nation of Ontario James Wagar, Consultation Coordinator, Métis Nation of Ontario


Tel: (905) 830-5656 Fax: (905) 830-0176

www.uyssolutions.ca



October 30, 2009 Reference No. 050278 Ms. Melanie Paradis Director of Lands, Resources and Consultation Métis Nation of Ontario 500 Old St. Patrick Street Ottawa ON K1N 9G4 Dear Ms. Paradis: Re: Upper York Sewage Solutions IEA

Terms of Reference Thank you for your September 18, 2009 letter regarding the Upper York Sewage Solutions (UYSS) Individual Environmental Assessment (IEA) Terms of Reference. We have noted that the Métis Nation of Ontario has no concerns with the development of the Terms of Reference. As suggested, we have reviewed the “Interim Statement of Principles on Métis Consultation and Accommodation and General Métis Framework for Consultation and Accommodation,” and have provided notice to the Métis Nation of Ontario accordingly. Please refer to the attached table for responses to your specific comments. You will continue to be notified of upcoming activities related to the UYSS IEA. In the meantime, please do not hesitate to contact me should you require any further information. Yours truly,

Adrian W. Coombs, P. Eng. Senior Project Manager The Regional Municipality of York 17250 Yonge Street Newmarket, ON L3Y 6Z1 Telephone: 905-830-4444, ext. 5098 Email: [email protected] cc: G. Godin, Conestoga-Rovers and Associates

Upper York Sewage Solutions Individual Environmental Assessment Preliminary Draft Terms of Reference

Comments Received & Responses Provided Métis Nation of Ontario

Issue Date: October 30, 2009

Page 1 of 2



Comment # Comments Response

1.

Recognize that the Métis Nation of Ontario is an almost entirely volunteer-operated organization. Most of our Consultation Committee members will have to take time off work and drive considerable distances to attend consultation meetings. The MNO lacks the funding capacity to pay for Consultation Committee members to attend all of the consultation meetings to which we are invited.

We understand that Métis Nation of Ontario has published a consultation protocol. The project team is aware of this and initiated contact according to the protocol. In light of your comments York Region is willing to remunerate Consultation Committee members as follows: Mileage Mileage will be reimbursed at a rate of $0.55 per km. Meals and Accommodation Meals will be based upon the following rates:

Breakfast and Lunch: York Region will provide breakfast and lunch on the day of the meeting Dinner: An allowance of $37.40 will be paid to meeting participants for the day prior to the meeting if participants are travelling the day prior to the meeting. Incidentals: An allowance of $17.30 will be paid to meeting participants for the day prior to the meeting if participants are travelling the day prior to the meeting.

Accommodation: York Region will cover accommodation expenses for five Consultation Committee representatives for one night prior to the meeting.

Upper York Sewage Solutions Individual Environmental Assessment

Draft Terms of Reference Comments Received & Responses Provided

Métis Nation of Ontario

Issue Date: October 29, 2009

Page 2 of 2



In lieu of remuneration, York Region is willing to meet with Consultation Committee members at your offices if it is more convenient to do so.

2.

Further to the above, it is good practice for the Regional Municipality of York to set aside funds for honorariums ($75-150 per person depending on time/length of meeting) and mileage for Consultation Committee representatives (usually 5 people) to attend meetings with the Regional Municipality of York.

As mentioned above York Region is willing to provide remuneration for mileage, meals and accommodations for up to 5 Consultation Committee representatives. However, it is not York Region’s practice to provide honorariums to any individuals or groups participating in consultation meetings.

3.

Recognize that many Métis are experts in environmental fields and will ask highly technical questions in Consultation meetings. It is recommended that Regional staff and consultants with expertise in the areas of ecology and aquatic biology attend any meetings with the MNO.

The Region welcomes an exchange of ideas with Métis experts. Appropriate project team members will attend meetings based on the purpose/agenda of meeting.

4.

Understand that Consultation is about relationship-building and knowledge-sharing. The MNO looks forward to learning about the work that the Regional Municipality of York is planning, but also looks forward to sharing the Métis culture and traditions, and educating the Region about our governance structure and unique way of life.

It would be a pleasure and a benefit to the York Region project team to participate in sharing and learning about Métis culture and traditions, including your governance structure and unique way of life.

5.

Acknowledge that in addition to being rights-bearing Aboriginals, Métis Nation citizens are taxpaying members of society and constituents of the Regional Municipality of York.

We appreciate and look forward to your genuine interest in this project.