the corporation of the town of georgina · 2019-10-23 · january 12, 2016 m (special council)...

THE CORPORATION OF THE TOWN OF GEORGINA

COUNCIL AGENDA

Wednesday, January 27, 2016

7:00 PM

1. CALL TO ORDER - MOMENT OF MEDITATION

2. ROLL CALL

3. COMMUNITY ANNOUNCEMENTS

4. INTRODUCTION OF ADDENDUM ITEM(S)

5. APPROVAL OF AGENDA

6. DECLARATIONS OF PECUNIARY INTEREST AND GENERAL NATURE

THEREOF

7. ADOPTION OF MINUTES Pages 1-20

(1) Minutes of the Special Council Meeting held on January 12, 2016. Pages 21-31

(2) Minutes of the Council Meeting held on January 13, 2016.

8. SPEAKERS

9. DELEGATIONS/PETITIONS None.

10. PRESENTATIONS

(1) Michael Rosario, Deputy Fire Chief, and Keith Wells, Fire Prevention Officer, presenting an overview of the Town of Georgina Emergency Management Program.

11. PUBLIC MEETINGS None.

*IF MORE THAN ONE PUBLIC MEETING IS SCHEDULED FOR THE SAME TIME, THEY WILL BE DEALT WITH IN THE

ORDER THAT THEY APPEAR ON THE AGENDA OR AS COUNCIL MAY DETERMINE.

(1) STATUTORY MEETING(S) UNDER THE PLANNING ACT OR MEETINGS

PERTAINING TO THE CONTINUATION OF PLANNING MATTERS None.

January 27, 2016 A 2 2016-01-27

(2) STATUTORY MEETING(S) UNDER OTHER LEGISLATION None.

(3) OTHER PUBLIC MEETINGS None.

12. REPORTS

(1) ADOPTION OF REPORTS NOT REQUIRING SEPARATE DISCUSSION (2) REPORTS REQUIRING SEPARATE DISCUSSION

Reports from the Administrative Services Department: Pages 32-49

(A) Liability for Contaminated Sites per Public Sector Accounting Board Standards PS 3260

Report No. DAS-2016-0008

Recommendation(s):

1. That Council received Report No. DAS-2016-0008 prepared by the

Administrative Services Department dated January 27, 2016 with respect to Liability for Contaminated Sites per Public Sector Accounting Board Standard PS 3260.

Pages 50-57

(B) Appointment to the Vacant Position on the Georgina Agricultural Advisory Committee for the Remainder of the 2014-2018 Term of Office Report No. DAS-2016-0010 Recommendation(s): 1 That Council receive Report No. DAS-2016-0010 prepared by the

Administrative Services Department dated January 27, 2016 respecting appointment to the vacant position on the Georgina Agricultural Advisory Committee (GAgAC).

2 That Council review the attachment (Confidential Attachment #1) detailing the applicant recommended by the Selection Committee, to be discussed in Closed Session.

3 That Council direct the Clerk’s Division to prepare the necessary by-

law to confirm the appointment to the Georgina Agricultural Advisory Committee (GAgAC).

4 That the appointment of the selected applicant by Council come into

effect upon adoption of this report.

January 27, 2016 A 3 2016-01-27

Reports from the Recreation and Culture Department: Pages 58-62

(C) Accessibility Guidelines Consulting Services (Request for Proposal RC-2016-087) Proponent Selection

Report No. RC-2015-0003

Recommendation(s):

1. That Council Report No. RC-2016-0003 prepared by the Recreation

and Culture Department dated January 27, 2016 regarding the Accessibility Guidelines Consulting Services (RFP RC-2015-087) Proponent Selection be received.

2. That Council authorize staff to enter into a contract with

DesignABLE Environments Inc. to update the Accessibility Guidelines at a total cost of $35,000+HST to be funded from the Accessibility Reserve Fund.

3. That the Purchasing Manager be authorized to issue a Purchase

Order and Agreement accordingly, for Request for Proposal Contract No. RC-2015-087

Pages 63-84

(D) Georgina Arts Centre and Gallery – Arts Programming Services Agreement and Licence Agreement Report No. RC-2016-0004 Recommendation(s): 1. That Council receive Report No. RC-2016-0004 prepared by the

Recreation and Culture Department dated January 27, 2016 respecting the Georgina Arts Centre & Gallery (GACAG) Arts Programming Services Agreement and Licence Agreement.

2. That Council approve the Five-Year Arts Programming Services

Agreement (Attachment 1) between the Town and the GACAG subject to such minor revisions as may be required by the Town Solicitor.

3. That Council approve the Five-Year Licence Agreement

(Attachment 2) between the Town and the GACAG for use of the building located at 149 High Street, Sutton subject to such minor revisions as may be required by the Town Solicitor.

4. That Council authorize staff to bring forward an enacting by-law

regarding the Licence Agreement for Council approval.

January 27, 2016 A 4 2016-01-27

5. That Council approve staff’s recommendation that the commencement date for the Services Agreement and the Licence Agreement be established after the forthcoming Loan Repayment Plan has been presented to Council for approval.

(Advisement: Attachment #2 to be distributed under separate cover)

Report from the Emergency Services Department: Pages 85-89

(E) Award of Tender FES2015-086 Pumper Tanker Fire Truck

Report No. DES-2016-0001

Recommendation(s):

1. That Council receive Report No. DES-2016-0001 prepared by the

Department of Emergency Services dated January 27, 2016 respecting the Award of Tender FES2015-086 for the purchase of a pumper tanker fire truck.

2. That Council approves the bid submitted by Dependable Trucks &

Tank Ltd., Brampton and that the Purchasing Manager is authorized to issue a Purchase Order to Dependable in the amount of $569,700.

3. That Council approves the amount of $50,000 be drawn from the

Reserve for Contingencies to fund the overage of the replacement of R169 and T144.

13. DISPOSITIONS/PROCLAMATIONS, GENERAL INFORMATION ITEMS AND

COMMITTEE OF ADJUSTMENT

(1) Dispositions/Proclamations Page 90

(A) Karen Addison, Executive Director, Character Community Foundation of York Region, requesting receipt of nominations by the deadline of February 8th, for the 10th Annual York Region Character Community Awards.

(B) Memorandum from Karyn Stone, Manager of Economic Development and Tourism, respecting the Economic Development Strategy Update and Investment Attraction Strategy Procurement process.

(Advisement: to be distributed under separate cover)

January 27, 2016 A 5 2016-01-27

Page 91

(2) General Information Items

(3) Committee of Adjustment Planning Matters None. (a) Under Review (b) Recommendations (c) Decisions

14. MOTIONS/NOTICES OF MOTION 15. REGIONAL BUSINESS 16. OTHER BUSINESS 17. BY-LAWS None.

18. CLOSED SESSION

(1) Motion to move into closed session of Council

(A) PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL,

INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES, SECTION 239 (2) (b), MA - Confidential Attachment to Report No. DAS-2016-0010,

Appointment to the Georgina Agricultural Advisory Committee

(2) Motion to reconvene into open session of Council and report on matters discussed in closed session.

19. CONFIRMING BY-LAW

Pages 92-95

(1) By-law No. 2016-0006 (COU-2), a by-law to confirm the proceedings of Council on January 27, 2016.

20. MOTION TO ADJOURN

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Council Mayor Quirk Councillor Fellini Councillor Neeson


SPECIAL COUNCIL MINUTES

Tuesday, January 12, 2016 9:08AM

@ The ROC Chalet

Councillor Davison Councillor Harding Councillor Sebo

Regrets: Regional Councillor Wheeler

Staff Winanne Grant, Chief Administrative officer Dan Pisani, Director of Operations and Engineering Mary Baxter, Director of Library Services/CEO Harold Lenters, Director of Planning and Building Robin McDougall, Director of Recreation and Culture Rod Jenkins, Director of Emergency Services/Fire Chief Karyn Stone, Economic Development Officer Brian Jordan, Manager of Purchasing David Reddon, Manager, Taxation and Revenue Michael Baskerville, Development Engineering Manager Tricia Quinlan, Human Resources Manager Velvet Ross, Manager of Planning Rod Larmer, Manager of Building and Chief Building Official Tanya Thompson, Communications Manager Ken Turriff, Communications Manager (Interim) Patti White, Manager Recreation Services Phil Rose-Donahoe, Manager of Cultural Services Ryan Cronsberry, Manager of Municipal Law Enforcement/C.M.L.E.O. Shawn Conde, Manager of Information Technology Services Robert Fortier, Capital Projects Manager Gagan Sandhu, Infrastructure and Operations Manager Darlene Carson-Hildebrand, Manager of Finance and Deputy Treasurer Dan Murnaghan, Manager of Parks and Facilities Ryan Zabielski, IT Systems/Support Analyst Jeff Fitzgerald, IT Network/Support Analyst

2January 12, 2016 M (Special Council) Corporate Strategic Planning Session

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Bev Moffatt, HR Program Development Specialist Michael Rosario, Deputy Fire Chief John Espinosa, Town Clerk Carolyn Lance, Council Services Coordinator

Others Karen Wolfe, the Georgina Post Joanne Henderson

1. CALL TO ORDER- MOMENT OF MEDITATION

A moment of meditation was observed.

2. ROLL CALL

Mayor Quirk Councillor Fellini Councillor Neeson

Regrets; Regional Councillor Wheeler

3. COMMUNITY ANNOUNCEMENTS None.

4. INTRODUCTION OF ADDENDUM ITEM(S)

Councillor Davison Councillor Harding Councillor Sebo

2016-01-12

Item No. 18(1) Closed Session Item No. 239 (2) f, MA respecting Site Alteration Matter, Baldwin 33 Incorporated


Moved by Councillor Neeson, Seconded by Councillor Davison

RESOLUTION NO. SC-2016-0001

That the agenda, with the following addendum item, be approved:

Item No. 18(1)

Carried.

Closed Session Item No. 239 (2) f, MA respecting Site Alteration Matter, Baldwin 33 Incorporated

6. DECLARATIONS OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF None.

7. ADOPTION OF MINUTES None.


8. SPEAKERS

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10. PRESENTATIONS None


2016-01-12

(1) STATUTORY MEETING(S) UNDER THE PLANNING ACT OR MEETINGS PERTAINING TO THE CONTINUATION OF PLANNING MATIERS

(2) STATUTORY MEETING(S) UNDER OTHER LEGISLATION

(3) OTHER PUBLIC MEETINGS

12. REPORTS

(1) ADOPTION OF REPORTS NOT REQUIRING SEPARATE DISCUSSION

(2) REPORTS REQUIRING SEPARATE DISCUSSION

(A) Council and Senior Staff Corporate Strategic Planning Session

Winanne Grant, GAO, advised that staff just completed a review of the Economic Development program. The first recommendation of that document identifies that the Economic Development Strategy needs to be redefined and reviewed. The Consultant, Karen Wianecki, felt that prior to reviewing the Economic Development priorities, staff needed to know where the overall corporate priorities lie and is in attendance to lead staff through the process.

Karen Wianecki, Director of Practice, Planning Solutions Inc., Consultant, stated that she has had the opportunity to work with a number of municipalities to develop strategic plans. Strategic plans deal with what is felt collectively to be critical to the corporation and develop a list of collective priorities over the next three years. Direction is required in order for staff to align resources, fiscal and human, to keep those priorities. Ms. Wianecki reviewed the power point presentation of the Strategic Planning Session at this time.

Council inquired if a demographics expert is required to obtain accurate numbers for the innovative housing strategy.

Harold Lenters advised that trends change; as more affordable housing becomes available, more young families move to Georgina. The communities of Sutton and Pefferlaw are older communities in comparison to the community Keswick. The


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Region of York, at the planning level, is conducting an update on growth projections for York Region and modelling for immigration, fatality rates, etc, are factored into those projections. Accurate numbers will be available.

Moved by Councillor Davison, Seconded by Councillor Harding

That the meeting recess at 10:04 a.m.

Carried.

The meeting resumed at 10:18 a.m.

Priorities identified by staff include;

•creating a solid business plan •delivering core services better •growth management •health, safety and well-being- mind, body, spirit •Economic Development - more jobs •waterfront •development of communication service levels •employment •organizational excellence - recruitment and retention •community engagement •recreation •environmental protection - lake, rivers, waterways, tourism •fiscal sustainability •monitoring measurement and reporting on results •providing emergency services •agricultural

Sixty-two (62) responses were received from the staff survey concerning strengths, challenges, opportunities and priorities, which is an extremely good response rate.

Strengths; •Georgina is affordable, inclusive, rural, community-focused •Opportunity for growth and business development, tourism •Location •Experienced and loyal staff

Challenges; •Managing growth, influx of new residents •Lack of jobs/industry, lack of economic development •Aging infrastructure •Limited beachfront access •Lack of small town charisma


•Financial challenges

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•Organizational capacity -workload, front line staff •Communication (to residents and among ourselves) •Balancing urban and rural identifies •No defined levels of service for municipal programs •political expectations

Needed changes: •Economic Development •Streamlined development •More strategic long range planning •Efficiency •Technology •Records management •Revenue generation •Track, measure reports •Silo thinking •More innovation ability to measure impact of work •An updated look •More facilities •Public participation

Priorities; •Growth plan, infrastructure •Job creation •Strong economy •Multi Use Recreation Complex (MURC) •Better inter departmental communication, teamwork •Customer service •Community safety •Efficient, effective and accessible municipal service

SPECIFIC PROJECTS/INITIATIVES;

Economic:

•development of employment lands •Solicit commercial development •Multi Use Recreation Complex (MURC) •Service needs of Keswick •Attract and promote tourism

2016-01-12


Corporate:

•Customer service strategy

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•Performance management service standards •Satellite offices •Update policies and procedures

Environmental:

•Beach front spaces •Build on and enhanced access to lake

Recreational:

•Local pool •Multi rec facility •Another library •Promote health lifestyles •Smart traffic lights to improve traffic flow

Communication:

2016-01-12

There was no shortage of priority areas to focus on. When developing a priority list, the strategic plan cannot contain 1 00 issues; if there are too many issues, not many priorities will be achieved. Council needs to 'Say what you mean and mean what you say' and deliver on those priorities. Municipalities tend to deliver on their top ten priorities.

A mission statement will not be developed at this meeting.

The consultant was advised that there is an existing vision statement, but that does not need to be revisited at this time.

VALUES/GUIDING PRINCIPLES:

•honesty •integrity •accountability •service excellence •professionalism •transparency •customer focus •fiscal responsibility - value for tax dollars


•efficiency •respect •adaptability/flexibility •responsible •inclusivity •innovation •creativity

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The existing Vision Statement and Mission Statements created several years ago states:

MISSION STATEMENTS

Administrative: To provide an appropriate level of service in a cost-effective and timely manner, that addresses the needs of our community and reflects the expectations of a majority of residents.

This will be accomplished through well planned and executed programs delivered by a customer focused organization that fosters good communication.

Customer Service: In the provision of services, we will relate to all others in a pleasant and responsible manner, always striving to meet or exceed expectations where possible.

As a result, customers should feel heard, understood and fairly treated. Regardless of the outcome.

The Land Use Planning Strategic Vision Statement states:

OFFICIAL PLAN DRAFT VISION; To be a well-balance and vibrant community that preserves and protects Georgina's natural environment and rural character, while [providing for a high quality of life, growth and economic development in a sustainable manner.

Staff members broke into working groups to discuss a vision statement at 11:05 a.m., resumed the meeting at 11 :34 a.m. and reported out as follows:

Vison:

Group 1 • provide facilitate excellent, innovate services and programs in sustainable fashion for environment, financial, social economic perspective. Talked about wellness, enhanced community engagement, inclusivity, meeting and exceeding expectations.

Group 2 • a healthy, inclusive, sustainable affordable community Group 3 ·we are a vibrant, safe, welcoming progressive community

8January 12, 2016 M {Special Council) Corporate Strategic Planning Session

8 2016-01-12

Ms. Wianecki stated that staff's focus is on producing a product and it is important to leave staff in a place where they believe their time has been well spent.

Mission:

Group 1 • servicing Georgina today for tomorrow Group 2 • a Town dedicated to customer service excellence through delivery of

municipal services Group 3 • Strong leadership, diversity, all inclusive, complete community,

responsible, friendly, respect, forward thinking, natural environment. .. supporting the needs of a growing community in an efficient, effective manner

Values have been identified, and staff have had the opportunity to develop four different vision statements and three mission statements. Staff need to agree on goal areas; she has identified five goal areas that she believes are reflective of some of the areas already identified.

POTENTIAL GOAL AREAS:

1. Economic Growth and Employment 2. Environmental protection/health, safe, sustainable communities 3. Organizational excellence 4. Communication, education and awareness 5. Partnerships - delivery of services in cost-effective and efficient ways

The consultant requested, that in order to solidify the goals of the corporation, that staff think about how they would define 'success' by completing the following sentence; 'I would define success, if in the next three years we were able to accomplish the following; .. ... "

.. . if we are able to attract a large business to set up shop in Georgina to attract business

... sustain service levels (core service review)

... organize a strategy on water and water elevation

.. . embrace the fact that we are a lakeside community on the Trent Severn Waterway and capitalize on the fact that Lake Simcoe and the navigable waterways are an important asset

.. . long term municipal direction ... municipal services

. . . real progress and improvements to development lands


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... manage money in a financially sustainable manner

2016-01-12

... develop organizational plan to meet the short and long term challenges faced by the Town

... achieve sustainable core services

... effectively accomplish mission statements

... open the business park in the next few years

... measure successes of goals and successes built on .

. . . complete and implement customer services strategy

... manage customer service expectations by setting service standards

... implementation of annual work plans for each department and division, team approach

... deliver core services

... well developed plan for future emergency plan for fire services

... help foster training and education for all

... well defined existing service levels to communicate, and market service levels effectively

... continue to build of trust with each other and the residents

... Multi Use Recreation Complex (MURC) built in south end of Keswick

... foster reputation of service excellence via performance management program and customer service strategy

... engage the community to actively lead a healthier lifestyle

... establish Georgina as a place that values innovation

... provide an affordable diverse range of housing opportunities for an aging community


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... brand for the Town of Georgina

... change in municipal services, become agile

The following were identified :

•Long term municipal direction •Performance reviews •Achieving visions •Reporting on monitoring results, performance benchmarks

2016-01-12

•Developing customer service strategy, defining, implementing, achieving customer •Service standard •Manual work plans - promote collaborative team approach •Organizational excellence

•Economic Development •Business retention strategy to attract large business, well-paying jobs •Attraction, establish new institutional use •Partnerships •Tourism strategy; make use of natural resources assets or promote Georgina as a destination •Image, branding of the Town •Opening of the Business Park and Multi Use Recreation Complex (MURC) -securing grant monies, etc.

•Health, safety and sustainable communities •Water levels and flows- emergency floods, drought, etc, agriculture •Optimizing natural assets •Long term fire management •Promoting healthy lifestyles- active living ... as part of community design •Providing affordable diverse range of housing opportunities for aging community through use of various tools and incentives •Community engagement strategy •Advancing Georgina as a community that is normally focused on adaptive and innovative

Moved by Councillor Fellini, Seconded by Councillor Davison

That the meeting recess at 12:12 p.m. for lunch.

Carried.

The meeting resumed at 1:00 p.m.


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Municipalities have a finite number of staff and resources to utilize and organizations face two challenges; doing things right and doing the right thing. It was suggested that partnerships would assist with priorities.

Ms. Wianecki listed the five key category areas for which priorities need to be identified. This is the first step in a municipality to determine priorities to focus on.

ECONOMIC DEVELOPMENT

Group 1: Business Park Commercial development Streetscaping Revamp site plan approval

Group 2: Business attraction strategy Broadband and connectivity strategy Tourism strategy and implementation Update of economic development strategy

Group 3: South Shore Condominiums Transportation strategy The Link completion and occupancy Tourism, the lake Develop The ROC for year round use

ENVIRONMENTAL PROTECTION, HEAL THY, SAFE SUSTAINABLE COMMUNITIES:

Group 1: Fire protection be left to upper level mandate Environmental stewards municipal infrastructure Diverse housing mix

Group 2: Proactive environmental scan Emergency Management Plan completed Continue to attract occupants to the link Position recruitment Attainable housing strategy Waterfront strategy Fire services master plan adopted Multi Use Recreation Complex (MURC) business plan and strategy Implementation of trail master plan


Group 3: New fire hall

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Establish new development/programming- Multi Use Recreation Complex (MURC) Aging infrastructure review

ORGANIZATION EXCELLENCE

Group 1: Client focus - costumer service Defining service standards Results focused through evaluation

Group 2: Customer service strategy Establish and communicate service levels Complete Civic Centre space planning Admin services review- building review Professional development - succession planning Further explore N6 services review

Group 3: Human Resources strategy Fiscal strategy Customer strategy Review of core services Records management system Civic Centre space planning Process documentation and knowledge transfer

COMMUNICATION/EDUCATION

Group 1: Branding Marketing strategies Enhanced public engagement

Group 2: Citizen satisfaction surveys Leverage technologies for resident engagement Branding strategy Internal communication strategy External communication strategy


Group 3: Customer Self -service On-line portal

PARTNERSHIPS

Group 1:

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Business Improvement Areas (BIA's) Georgina Trades Training Inc (GTTI) The Water Centre The Link

2016-01-12

Corporate sponsorships - Multi Use Recreation Complex (MURC), etc.

Group 2: Identify public and private non-profit sectors that are existing partners, put in place service agreements

Group 3: Provincial and federal grant funding Advocate for affordable housing Advocate for post-secondary education facilities School boards - life services

ECONOMIC DEVELOPMENT LIST:

Business Park Commercial development Streetscaping Develop Jot year round use Tourism of lake Tourism strategy- implementation Complete update Economic Development strategy Revamp site plan approval South shore condos Broadband connectivity Business attraction strategy The Link- complete occupation Transportation


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Ms. Wianecki created a list of priorities on the board and noted with an asterisk those items already in the process of being worked on;

SHEET 1: ECONOMIC DEVELOPMENT (diversifying the economy, creating jobs)

* •Economic Development Strategy * •Business Retention and Expansion Strategy

•Preparation of a Business Strategy Hotels, Business Park

* •Process improvements; site plan approval enhancements

* •Implementation of Broadband Strategy (all encompassing) •Improved connectivity; broadband

•Tourism Strategy- implementation Plan include the lake, High St, downtown districts, agricultural fair Boat friendly Festivals Studio tours •Advocate for enhanced community •Public transit enhancement •Transportation master plan •Hwy 404/400 link

Moved by Councillor Harding, Seconded by Councillor Sebo

That the meeting recess at 2:22pm

Carried.

The meeting resumed at 2:45pm

SHEET 2: ENVIRONMENTAL PROTECTION/HEALTHY, SAFE, SUSTAINABLE COMMUNITIES

* •Municipal Audit Management •Aging infrastructure reviews and maintenance

* •Healthy Lifestyles * •Expanded recreational services and programs/facilities, Multi Use Recreation

Complex (MURC), The ROC, etc •Active transportation •Improved streetscape

* •Improved emergency management


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•developing innovative housing strategy

2016-01-12

* •protecting the environment- waterfront strategy, navigable rivers •Improving connectivity Public transit

Winanne Grant advised that there are a variety of services in which the lines are blurred concerning responsibility levels between the levels of government.

SHEET 3: ORGANIZATIONAL EXCELLENCE (9)

* •Customer service standard/strategy •Core service review

-establish service levels * •Fiscal strategy

-sustainable funding strategy * •N6 Service Review * •HR Management Strategy

-retention, recruitment, knowledge transfer * •People Plan

•Administrative Services Review -Civic Centre Space Planning

•Records Management * •Reporting on Results- evaluation process

•Performance Management •Environmental Scan

SHEET 4: COMMUNICATION, EDUCATION AND AWARENESS (5)

* •Branding Strategy * •Marketing Strategy * •Community Engagement Strategy * •Improving access to town information/services

-online portal * •Communication strategy

-internal -external

SHEET 5: PARTNERSHIPS (5)

•Service Level agreements •Explore Corporate partnerships

* •Strengthen existing partnerships •Chamber

-Georgina Trades Training Inc (GTTI) -The Link -School Boards


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*

•Building new partnerships -industry and business

•Advocate for affordable housing •N6 Initiative •Joint Grant Funding

2016-01-12

Winanne Grant stated that she believes the cart is before the horse for a lot of the topics. The municipality has a two-year mandate to focus on the implementation of the Performance Management Program. Until the performance Management Program is complete, some of the priorities should not be identifying for the 2016-2018 time frame.

Harold Lenters identified the Financial Strategy, Customer Service Strategy, Performance Management Strategy and Economic Development Check/Review of Program and suggested staff highlight all the topics that have already begun and determine from that list, which ones need to be finalized and which ones can be put on hold.

Ms. Wianecki suggested that staff distinguish between corporate and departmental objectives, those items outside the municipal jurisdiction. Strategic plans contain issues that transform into change. Ms. Wianecki suggested that staff decide on the priorities from all of the asterisk-identified items to focus on over the next three years.

Ms. Wianecki asked staff's perspective on how staff should define success •in three years, where will you finish •what is important to the constituents •what will be the Town's legacy •what will the Town deliver on •what are the priorities the Town wishes to emphasize and complete over the next three years

Council advised that constituents are enquiring about a Community Centre and a swimming pool and it would be beneficial to be aware of the timelines concerning these facilities, as well as others. It was noted that until residents receive the services they are requesting, there will not be a lot of support for funding to replace the Civic Centre.

Mayor Quirk advised that the commercial/residential tax base needs improvement in order to be able to fund a new Recreation Centre, pool or Civic Centre. Residents want to see either the tax rates reduced or not increased.

Council suggested that staff work on those items already identified and being worked on, and not add to them at this time. In addition, as far as infrastructure is concerned, the sewers in other areas of the Town will most likely need to be replaced, following the replacement of the sewers along Dalton Road, in addition to fire trucks and other equipment.


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Ms. Wianecki advised that the identified priorities are not mutually exclusive and are related in one way or another, and many are in various stages of completion. Staff have indicated that there is a real interest in demonstrating and providing value for service. There are many initiatives that focus on that customer service standard.

Are there specific initiatives that could be completed in the next three years?

Council advised that the public measures tangible items and believes it is important to communicate to the public the work Council and staff are doing so that they can understand staff is moving in the right direction.

Winanne Grant advised that staff can report annually on the milestones achieved annually and share successes to the public and internally to demonstrate that staff is moving forward.

Council observed that it is important to ensure the actions being taken and milestones being achieved are going to be in the best interest of the public and will be appreciated by the public.

Mayor Quirk stated that the public needs to be made aware of what the end result will be in order to understand the work being undertaken by staff.

Ms. Wianecki stated that there may be some value in looking at this list of priorities and turning the outcomes into a "what's in it for me" scenario to ensure that it is abundantly clear that these initiatives and strategies are important. She suggested that the Town be strategic in communicating.

Ms. Wianecki stated that staff needs to learn the key drivers of change in the short and long term, to consider the Town's greatest challenges and opportunities, and to consider the priorities for the next three years and beyond. Staff have determined five key goal areas, with other goals being interconnected. It is important to take these priorities and the opportunities they offer to perform some communication. Staff also defined four vision statements and three mission statements, two of which are:

**Destination Georgina, vibrant, healthy, safe, welcoming, inclusive, affordable community for all ages **Delivering excellence today for tomorrow

Ms. Wianecki advised that she will prepare a draft document that summarizes this material.

Winanne Grant stated that collectively, staff have embarked on numerous initiatives, recognizing what needs to be done and moving forward. The tenacity, drive and energy of the organization is fantastic. She is hoping that as this meeting progressed, by identifying priorities, staff will not abort this momentum just for the


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purpose of identifying a few key priorities. Georgina is a unique situation. Communication needs to be refined. Council is well positioned to demonstrate to the public that this organization and the degree of work that is being produced, is doing very well with the tax dollars.

Mayor Quirk thanked staff for arranging this meeting.

Moved by Councillor Sebo, Seconded by Councillor Neeson


That Council receive all comments and discussion of this planning session .

Carried.

13. DISPOSITIONS/PROCLAMATIONS, GENERAL INFORMATION ITEMS AND COMMITTEE OF ADJUSTMENT None.

( 1) Dispositions/Proclamations (2) General Information Items (3) Committee of Adjustment Planning Matters

(a) Under Review (b) Recommendations (c) Decisions

14. MOTIONS/NOTICES OF MOTION None.

15. REGIONAL BUSINESS None.

16. OTHER BUSINESS None.

17. BY-LAWS None.

18. CLOSED SESSION

(1) Motion to move into closed session of Council

Moved by Councillor Fellini, Seconded by Councillor Harding


That Council move into Closed Session at 4:10p.m., observe a five minute recess, and convene the closed session business at 4:15 p.m. pursuant to Section 239 of The Municipal Act, 2001, as amended, to deal with the following matter:


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(A) ADVICE THAT IS SUBJECT TO SOLICITOR-CLIENT PRIVILEGE, INCLUDING COMMUNICATIONS NECESSARY FOR THAT PURPOSE - SECTION 239 (2) (f), MA

Site Alteration Matter; Baldwin 33 Incorporated

Carried.

The Council Services Coordinator left the meeting at this time.

(2) Motion to reconvene into open session of Council and report on matters discussed in closed session.

Moved by Councillor Harding, Seconded by Councillor Neeson

That Council rise from closed session at 5:09 p.m. and report on matters discussed in closed session.

Carried.

(A) ADVICE THAT IS SUBJECT TO SOLICITOR-CLIENT PRIVILEGE, INCLUDING COMMUNICATIONS NECESSARY FOR THAT PURPOSESECTION 239 (2) (f), MA

Site Alteration Matter; Baldwin 33 Incorporated

Moved by Councillor Neeson, Seconded by Councillor Fellini


That with respect to the Baldwin 33/Bianchard Site Alteration Application, Town Counsel proceed to court as scheduled.

Carried.


Moved by Councillor Sebo, Seconded by Councillor Harding

That the following by-law be approved:

(1) By-law No. 2016-0001 (COU-2), a by-law to confirm the proceedings of Special Council on January 12, 2016.

Carried.



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Moved by Councillor Fellini, Seconded by Councillor Harding

That the meeting adjourn at 5:10 p.m.

Carried.

Margaret Quirk, Mayor

John Espinosa, Town Clerk

2016-01-12

**Please note that some information, observations and input may not have been included due to acoustic challenges.

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Staff:


COUNCIL MINUTES

Wednesday, January 13, 2016 7:00PM

Winanne Grant, Chief Administrative Office Harold Lenters, Director of Planning and Building Robin McDougall, Director of Recreation and Culture Dan Pisani, Director of Operations and Engineering Ron Jenkins, Director of Emergency Services/Fire Chief Darlene Carson-Hildebrand, Manager of Finance and Deputy Treasurer Bob Fortier, Capital Projects Manager Karyn Stone, Economic Development Officer Phil Rose-Donahoe, Manager of Cultural Services David Scherbarth, Operations Assistant Tanya Thompson, Communications Manager Ken Turriff, Communications Manager (Interim) John Espinosa, Town Clerk Carolyn Lance, Council Services Coordinator

Others: Karen Wolfe, The Georgina Post Heidi Reidner, The Advocate Rogers TV Kathy Wilkinson, Director, Routes Connecting Communities Inc, Item No. 12(2)(D)

1. CALL TO ORDER- MOMENT OF MEDITATION

A moment of meditation was observed.

2. ROLL CALL

The following Council Members were present:

Mayor Quirk Councillor Fellini Councillor Neeson

Councillor Davison (arrived at 7:11 p.m.)

Councillor Harding Councillor Sebo

Regrets: Regional Councillor Wheeler

22January 13, 2016 M 2 2016-01-13

3. COMMUNITY ANNOUNCEMENTS

Mayor Quirk advised that Regional Councillor Wheeler is absent as he is recovering from pneumonia.

•thanks to staff for their efforts towards the New Year's Eve Celebration held at The ROC on December 31st and they hope to make it an annual event •thanks to staff for their efforts towards the Mayor's Levy held on January 1Oth at The ROC; weather was mild and wet but was well attended •thanks to staff for efforts towards the opening of The ROC for the 2016 season •January 1Oth to February 6th, Exhibition of works by Keswick High School students at Art Centre and Gallery •January 19th, 7:00 p.m., general meeting of the Georgina Historical Society •Two information sessions respecting sponsoring refugee families locally; January 19th, 7:00p.m. at the Keswick Library, January 20th at the Sutton Library •Tuesday, February 2nd, Regional meeting at the Markham Welcome Centre, 6:00 p.m. to 8:00p.m. , drop-in event concerning refugee services •January 22nd, 5:30 to 7:30p.m., Udora Leaskdale Annual Spaghetti Dinner •February 27th, PAR's Annual Spaghetti Dinner/Silent Auction, proceeds to the PAR picnic, $1 0 tickets •Release of Environmental Impact Study by the Province respecting the proposed Upper York Sewage Solution Plant; report is available in the Clerk's office for review by the public, comments requested between January 14th and February 19th

Tanya Thompson introduced Ken Turiff, the Acting Communications Manager, while she is on maternity leave commencing Monday, January 18th_ Ken Turiff stated that he is looking forward to working with Council and staff.

Dan Pisani introduced David Scherbarth, Operations Assistant, and a student. David Scherbarth stated that he grew up in Keswick, enjoys his position with the Town.

4. INTRODUCTION OF ADDENDUM ITEM(S) None.


Moved by Councillor Neeson, Seconded by Councillor Harding

RESOLUTION NO. C-2016-0005

That the January 13, 2016 agenda be approved as presented

Carried.

23January 13, 2016 M 3 2016-01-13

6. DECLARATIONS OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF None.

Councillor Davison arrived at 7:11 p.m.

7. ADOPTION OF MINUTES

Moved by Councillor Fellini, Seconded by Councillor Sebo


That the following set of minutes be adopted with the following amendments:

7.1 Minutes of the Special Council Meeting '2016 Budget Review and Deliberations' held on November 23, 2015.

Page 4, Tab 15, 3rd line, the word 'from' be replaced with 'form' so that it now reads '-form reserve fund now to deal with ongoing maintenance ... '

Page 7, Paragraph No.5, fourth line, the word 'east' to be replace with 'each' so that it now reads '$1 ,000 from each of the five Councillor's funds'

7.2 Minutes of the Special Council Meeting 'Continuation of 2016 Budget Review and Deliberations' held on November 24, 2015.

7.3 Minutes of the Council Meeting held on December 9, 2015.

7.4 Minutes of the Council Meeting held on December 16, 2015.

Carried.

8. SPEAKERS

Mayor Quirk inquired if there was anyone was in attendance who wished to speak to any item listed on the agenda. None.


10. PRESENTATIONS None.


(1) STATUTORY MEETING(S) UNDER THE PLANNING ACT OR MEETINGS PERTAINING TO THE CONTINUATION OF PLANNING MATTERS

24January 13, 2016 M 4

(2) STATUTORY MEETING(S) UNDER OTHER LEGISLATION

(3) OTHER PUBLIC MEETINGS

12. REPORTS

2016-01-13

(1) ADOPTION OF REPORTS NOT REQUIRING SEPARATE DISCUSSION


(A) Audit Plan for 2015 Fiscal Year

Report No. DAS-2016-0001


1. That Council receive Report No. DAS-2016-0001 prepared by the Administrative Services Department dated January 13, 2016 respecting the Audit Plan for 2015 Fiscal Year.

2. That Council approve the Audit Plan for the 2015 Fiscal Year as prepared by BOO Canada LLP in consultation with Town staff, and described in the attached correspondence from BOO Canada LLP dated December 2, 2015.

Report from the Chief Administrative Officer:

(B) Semi-Annual Status Update - Ontario Water Centre

Report No. CA0-2016-0001


1. That Council receive Report No. CA0-2016-0001 prepared by the Chief Administrative Officer, dated January 13, 2016 respecting the semi-annual status update received from the Ontario Water Centre.

(E) Unassumed Road Study Update

Report No. OED-2015-0053


1. That Council receive Report No. OED-2015-0053 prepared by the Operations and Engineering Department dated December 16, 2015 entitled Unassumed Road Study Update.

25January 13, 2016 M 5 2016-01-13

2. That Council formally assume Loves Road in Keswick and that such road be added to the assumed roads inventory. Further, that the Mayor and Clerk sign the by-law to assume Loves Road.

(E) Request for Proposal OED2016-001 Biological Mosquito Control Program

Report No. OED-2016-0001


1. That Council receive Report No. OED-2016-0001 prepared by the Operations and Engineering Department dated January 13, 2016 respecting the award of Request for Proposal (RFP) OED2016-001 Biological Mosquito Control Program.

2. That Council award the contract for the "Biological Mosquito Control Program" to G.D.G Environnement Ltee in the amount of $119,500.00 excluding applicable taxes, and that the Purchasing Agent issue a Purchase Order to G.D.G Environnement Ltee in accordance with Purchasing By-law 2004-0120.

Carried.

(2) REPORTS REQUIRING SEPARATE DISCUSSION

(C) 2015 Capital Projects Progress Summary

Report No. CA0-2016-0004

Winanne Grant explained that page 113 of the agenda, under ENG-6, Maskinonge River Pedestrian Bridge, $1,896,440 was the number approved in the 2015 budget and even in 2020, that will still be the number that was approved in the 2015 budget. There were decisions made in the 2015 budget deliberations about earmarking funds for that project, but in the 2016 budget deliberations, the decision to earmark the funds was reversed.

Moved by Councillor Neeson, Seconded by Councillor Sebo


1. That Council receive Report No. CA0-2016-0004 prepared by the Office of the Chief Administrative Officer dated January 13, 2016 respecting 2015 Capital Projects Progress Summary.

Carried.

26January 13, 2016 M 6 2016-01-13

Report from the Recreation and Culture Department:

(D) The Link - Licence Agreements with Expression of Interest Proponents

Report No. RC-2016-0001

Phil Rose-Donahoe provided a brief summary with regard to Expressions of Interest Proponents for The Link Agreements. He advised that there is a significant amount of space remaining available for lease and that once the lease agreements are finalized for the current group of tenants, staff intends to issue another Expression of Interest document in February/March of this year and go through the same process again. Staff is aware there is a demand. The Food Pantry, GTTI, Chamber of Commerce, Routes Connecting Communities Inc, Jericho Youth Services and the Community Legal Clinic of York Region will be moved in by the end of 2016.

Moved by Councillor Sebo, Seconded by Councillor Davison


1. That Council receive Report No. RC-2016-0001 prepared by the Recreation and Culture Department dated January 13, 2016 regarding The Link - Licence Agreements with Expression of Interest Proponents.

2. That Council authorize staff to finalize license agreements between the Town and The Community Legal Clinic of York Region (CLCYR) and Jericho Youth Services (JYS), and bring forward an enacting by-law for Council's consideration, with said agreements to specify the space each organization occupies.

Carried.

Moved by Councillor Davison, Seconded by Councillor Sebo


1. That Council authorize staff to continue discussions with Routes Connecting Communities Inc. (RCCI), and the Georgina Chamber of Commerce (GCC) concerning license agreements to occupy space at The Link, and return to Council with a report that details all refinements and changes discussed.

Carried.

27January 13, 2016 M 7 2016-01-13

13. DISPOSITIONS/PROCLAMATIONS, GENERAL INFORMATION ITEMS AND COMMITTEE OF ADJUSTMENT

(1) Dispositions/Proclamations

A. H.S. Hughes, Mayor, Township of Oro Medonte, requesting support of its request to the Ministry of Municipal Affairs and Housing for a review and update of the fees provisions in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and in Ontario Regulation 823 to reflect current/actual costs incurred in responding to requests and municipal cost recovery.

Moved by Councillor Davison, Seconded by Councillor Fellini

That Council endorse the Township of Oro Medonte's position requesting the Ministry of Municipal Affairs and Housing for a review and update of the fees provisions in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and in Ontario Regulation 823 to reflect current/actual costs incurred in responding to requests and municipal cost recovery, also requesting the Province to consider reimbursing municipalities of costs incurred for Freedom of Information requests.

Withdrawn.

Moved by Councillor Fellini, Seconded by Councillor Neeson


That correspondence from H.S. Hughes, Mayor, Township of Oro Medonte, requesting support of its request to the Ministry of Municipal Affairs and Housing for a review and update of the fees provisions in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and in Ontario Regulation 823 to reflect current/actual costs incurred in responding to requests and municipal cost recovery be received and referred to the Town Clerk for inclusion in the Freedom of Information and Protection of Privacy Act report scheduled for consideration

Carried.

B. J. W. Tiernay, Executive Director, Ontario Good Roads Association, advising of the need for an upcoming election to elect the representatives to the Ontario Good Roads Association Board of Directors for the Northern and South West Zones.

28January 13, 2016 M 8 2016-01-13



That correspondence from J. W. Tiernay, Executive Director, Ontario Good Roads Association, advising of the need for an upcoming election to elect the representatives to the Ontario Good Roads Association Board of Directors for the Northern and South West Zones, be received and referred to the Director of Operations and Engineering for a verbal update.

Carried.

C. Susan Sheridan, Township of Killaloe-Hagarty-Richards, requesting support of its position that the Minister of Health and Long Term Care reinstate incentives for physicians to practice in rural areas of Ontario.

Moved by Councillor Neeson, Seconded by Councillor Davison


That correspondence from Susan Sheridan, Township of Killaloe-Hagarty-Richards, requesting support of its position that the Minister of Health and Long Term Care reinstate incentives for physicians to practice in rural areas of Ontariobe received and referred to the Georgina Community Health Care Council for its input and, if necessary, for support from Town Council.

Carried.

D. Ministry of Transportation and Ministry of the Environment and Climate Change encouraging municipalities to participate in the Electric Vehicle Chargers Ontario grant program to cover the purchase and installation cost of public fast-charging stations.

Moved by Councillor Neeson, Seconded by Councillor Sebo


That correspondence from the Ministry of Transportation and Ministry of the Environment and Climate Change encouraging municipalities to participate in the Electric Vehicle Chargers Ontario grant program to cover the purchase and installation cost of public fast-charging stations, be received and referred to the Chief Administrative Officer to investigate the feasibility for the Town of Georgina to participate in and support this program and associated cost implications.

Carried.

29January 13, 2016 M 9 2016-01-13

E. John Bolognone, City Clerk, City of Kingston, requesting support of its position that the provincial and federal governments initiate a Basic Income Guarantee for all Canadians.

Moved by Councillor Davison, Seconded by Councillor Fellini


That correspondence from John Bolognone, City Clerk, City of Kingston, requesting support of its position that the provincial and federal governments initiate a Basic Income Guarantee for all Canadians, be received.

Carried.

(2) General Information Items

(3) Committee of Adjustment Planning Matters (a) Under Review (b) Recommendations (c) Decisions

Moved by Councillor Sebo, Seconded by Councillor Harding


That the General Information Listing and Committee of Adjustment Planning Matters of January 13, 2016, be received.

Carried.

14. MOTIONS/NOTICES OF MOTION

15. REGIONAL BUSINESS

Councillor Davison requested a response from the Region respecting its 2016 spring road maintenance schedule concerning needed repairs to Warden Avenue.

Councillor Sebo advised that the Region installed a number of permanent parking signs along High Street.

16. OTHER BUSINESS

Councillor Neeson requested an update on the Region's next steps following the completion of the Upper York Sewage Solution Environmental Assessment.

30January 13, 2016 M 10 2016-01-13

Councillor Harding inquired of the correspondence received from a Udora resident respecting her concerns with truck traffic has been forwarded to the Region for disposition; he was advised that it has been forwarded on.

Councillor Harding advised that the Udora Lions Club will now head up the Safe Roads Committee in Udora, to continue where the former committee left off.

17. BY-LAWS

Moved by Councillor Harding, Seconded by Councillor Davison


That the following by-laws be approved:

(1) By-law Number 2016-0002 (RE-3), being a by-law to amend By-law Number 2014-0121 (RE-3), being a by-law to establish Fees and Charges for Recreation and Culture; under the Halls, Waterfront Parking, ROC Admissions and Programs headings.

(2) By-law Number 2016-0003 (PW0-2), being a by-law to Amend Schedule 'A' of By-law Number 94-60 (PW0-2), to assume Loves Road from Bayview Avenue to 0.06km to its north end.

Carried.

18. CLOSED SESSION None.


Moved by Councillor Sebo, Seconded by Councillor Neeson

That the following by-law be approved:

(1) By-law No. 2016-0004 (COU-2), a by-law to confirm the proceedings of Council on January 13, 2016.

Carried.

31January 13, 2016 M 11


Moved by Councillor Davison, Seconded by Councillor Harding

That the meeting adjourn at 8:09p.m.

Carried.


2016-01-13


32


REPORT NO. DAS-2016-0008

FOR THE CONSIDERATION OF COUNCIL

JANUARY 27, 2016

SUBJECT: LIABILITY FOR CONTAMINATED SITES PER PUBLIC SECTOR ACCOUNTING BOARD STANDARDS PS 3260

1. RECOMMENDATION:

1. That Council received Report No. DAS-2016-0008 prepared by the Administrative Services Department dated January 27, 2016 with respect to Liability for Contaminated Sites per Public Sector Accounting Board Standard PS 3260.

2. PURPOSE:

The new section PS 3260 of Public Sector Accounting Standards (PSAS) provides for the recognition, measurement, and presentation and disclosure requirements for liabilities associated with contaminated sites that must be reported on the government's financial statements. This standard is effective for year ends beginning on or after April1, 2014 and it applies to all governments and government organizations following PSAS. For the Town of Georgina, the first fiscal period impacted by this standard is the year ended December 31, 2015. Under this section, a site is considered contaminated if substances occur in concentrations that exceed maximum acceptable levels under an environmental standard.

The section specifies contamination as introduction into soil or sediment of chemical, organic or radioactive material or live organism that exceeds an environmental standard.

A liability for remediation of contaminated sites should be recognized when, as at the financial reporting date: ~ An environmental standard exists ~ Contamination exceeds the environmental standard ~ The government (a) is directly responsible or (b) accepts responsibility for ~ It is expected that future economic benefits will be given up ~ A reasonable estimate of the amount can be made.

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Page 2 of Report No. DAS-2016-0008

3. BACKGROUND:

The Town of Georgina started this project in July 2015. The project involved preparing a database of all the Town properties. To start with, staff obtained the inventory of all the Town owned land from Municipal Property Assessment Corporation (MPAC). MPAC has an up to date database to reflect the current ownership of lands and value. The database from MPAC was reliable and accountable for this project. The database is populated with information including address, site description, current use, prior use, active or inactive use of property and any history of contamination. Inaccessible areas like forest areas, wetlands, grasslands are treated as active properties as they are currently providing service to people living in Georgina, and hence are unlikely to have endured any contamination and are considered out of scope of this project.

4. ANALYSIS:

The document attached to this report provides the methodology and analysis undertaken by Town staff to determine any financial liability of the Town as related to contaminated sites. Town staff utilized a database containing 330 Town owned sites. This analysis and supporting documentation has been provided to the Town's appointed independent auditor, BOO Canada.

5. FINANCIAL AND BUDGETARY IMPACT:

This project was undertaken by Town staff and did not bear any further financial costs. The approved 2015 Budget allocated $10,000 tax levy for this project. Since the analysis did not recognize any contaminated sites, there is no cost related to the potential for an environmental consultant to perform additional analysis and assessment of any properties.

6. PUBLIC CONSULTATION AND NOTICE REQUIREMENTS:

In consideration that the recommendations in this report are for information purposes only regarding administrative accounting requirements, there has been no public consultation or notice.

7. CONCLUSION:

Staff have performed diligent analysis of Town owned properties and determined that the Town does not have any financial liabilities related to contaminated sites as described in PS 3260 of the Public Sector Accounting Standards.

34

Page 3 of Report No. DAS-2016-0008

Prepared by:

Ar Chulliyil, CPA, CGA Capital Asset Coordinator

Approved by:

~A'/M~~ Rebecca Mathewson, CPA, C A Director of Administrative Services and Treasurer

Recommended by:

c±~ Darlene CarSOf1HiidfafldlA Manager of Finance and Deputy

Treasurer

Approved by:

Y / Winanne Grant, B.A., AMCT, CEMC J Chief Administrative Officer

Attachment: Liability for Contaminated Sites- PS 3260 by Arun Chulliyil

35

GIEORGINA

TO\\fN OF 6EOR6INA

LIABILITY FOR CONTAMINATED SITES- PS 3260

By Arun Chulliyil

36

Table of Contents

1) INTRODUCTION

2) METHODOLOGY

3) POTENTIALLY CONTAMINATED SITES

4) REMEDIATION LIABILITY

5) CONCLUSION

37

INTRODUCTION

The new section Public Sector Accounting Board Standard PS 3260

provides recognition, measurement, and presentation and disclosure

requirements for liabilities associated with contaminated sites. This

standard is effective for year ends beginning on or after April 1, 2014 and

it applies to all governments and government organizations following

Public Sector Accounting Standards (PSAS). For the Town of Georgina, the

first fiscal period impacted by this standard is the year ended

December 31, 2015. Under this section, a site is considered

contaminated if substances occur in concentrations that exceed maximum

acceptable levels under an environmental standard. This does not include

airborne contamination or contaminants. It is strictly contaminants

introduced into soil, or sediment. Like all other compliant municipalities,

the Town of Georgina prepared a report on "Liability for Contaminated

Sites" as per PS 3260 requirements. The Town will recognize a liability for

remediation of contaminated sites when all the following conditions

exist:

• An environmental standard exists

• Contamination exceeds an environmental standard

• The Town is directly responsible or accepts responsibility

• It is expected that future economic benefits is given up

• A reasonable estimate of the amount can be made.

38

"Active or Productive Sites" are sites that:

i. Are currently under tenure or other authorization that permits the

town to use or occupy the land, and the sites are actively being used

or occupied or are likely to be occupied in the future;

11. Are currently being used or occupied by the town or an authorized

organization, or have been used by the town or an entity authorized

organization in the past and are likely to be used again within the

foreseeable future;

"Partially Active Sites" means sites that:

i. Are vacant or idle land designated as open space (excluding closed

landfills), parkland, conservation sites, utility/transportation

corridors or right-of-ways;

11. Inaccessible areas like forest areas, wetlands, grasslands will meet

the category of vacant or idle land as classified under MPAC and

used as such. These are treated as partially active and out of scope

for environmental assessment;

"Contaminated Sites" means sites that:

Are contaminated through air, soil, water or sediment of a chemical,

organic or radioactive material or live organism that exceeds an

environmental standard. These are sites at which substances occur in

concentrations that exceed the maximum acceptable amounts under an

environmental standard.

39

This section does not apply to:

• Airborne contamination or contaminants in earth's atmosphere

unless introduced to soil, water bodies or sediment

• Costs for acquisition or betterment of tangible capital assets

• Liabilities associated with retirement of a long-lived asset in

productive use

• Liabilities associated with disposal or sale of long-lived tangible

capital assets

• Liabilities for closure and post-closure care of a solid waste landfill

when the site stops accepting waste.

Mr. Bailey Church of KPMG who is an expert in PS 3260 provided inputs

and advice to Town staff on what constitutes an "Active or Productive

site".

METHODOLOGY The Town of Georgina obtained raw data of all the municipal properties

from Municipal Property Assessment Corporation (MPAC) in 2015. The

data included Assessment Roll No., Property codes, and Property

description.

TANGIBLE CAPITAL ASSETS

The Town's Tangible Capital Asset Register (TCA) includes data relating

to land and land with facilities. The TCA data has Roll No., legal

description of the property. The TCA data was initially compiled using

historical data obtained from MPAC in 2008.

40

TANGIBLE CAPITAL ASSETS WITH TOWN FACILITIES

Likewise, land with facilities data from TCA had Assessment numbers,

facility address and facility description. This was matched with and

verified against the raw data from MPAC.

VLOOK UPS AND FORMULAS

The TCA register was matched with the MPAC using Assessment Roll

number as the unique identifier. This was done by Vlook ups. The data

was then cross verified with MPAC using the Assessment Roll number to

ensure accountability and completeness of data.

The compiled spreadsheet is described below:

Roll Number - This indicates the Assessment Roll Number from MPAC and

helps us to identify the property location and details in the MPAC website

and database.

Town Facilities - This column shows the name of the facility against that

Roll Number. It is an indication that the property is active and is used by

the Town.

Description of Property as per TCA records - This column shows the

description of the property as per TCA records.

Address- This column shows the name of the facility against that Roll

Number. It is an indication that the property is active and is used by

Comments - This column is used to make notes or comments like nature

of acquisition of property or if the property is owned by the region.

Owner- This column shows the owner of the property which is by default

the town but has also Region as per MPAC.

41

Description of Property as per MPAC - This column shows the description

of the property as per MPAC website.

THE Fl NAL DATABASE

In the final database, all the properties owned by the region were

eliminated. Additional columns were added including current use, prior

use, any history of contamination, Active /Inactive use, need for

environmental assessment, and environmental evaluation completed.

These columns are filled based on the following definitions

• Current use- The current usage of the property. If it is a facility, it

is reflected as current use. Most of the description like wetland

complex came from MPAC website. The name of the facility or park

is entered in this column to denote the property is a Town facility.

• Pdor use- The prior usage information came from the MPAC

website. The information sometimes does not have the owner's

name but it is treated as if it was owned by another owner.

Sometimes the name of the developer or a corporation is reflected

in this column.

• Any history of contamination - This answer to the column is by

answered by default as "No" except for the three properties that

are suspected to be contaminated. This is simply on the assumption

that these properties are active or were assessed for environmental

reasons before they were acquired by the Town.

• Active I Inactive/ partially active use- Town's properties that are

actively used is treated as active. Active properties include parks,

wharfs, facilities, beaches as they are used actively by the general

public. Inactive properties are town properties that are not

42

maintained and not partially active. Partially active are properties

that are seasonally active due to trials or walkways and maintained

by the town seasonally. Walkways, trails, road allowances, open

spaces are treated as partially active for this purpose. Properties

that do not have access to roads are also treated partially active for

this study as they may be wetlands, parklands, and land managed

for conservation purpose or right of ways.

• Need for environmental evaluation - Any property deemed inactive

may potentially be required for environmental assessment. However

as these properties are wetlands, forested areas and grasslands and

inaccessible by roads, they are cleared for environmental

evaluation.

• Environmental evaluation completed- This column is meant to flag

any properties that may potentially require environmental

assessment. Most of the properties in Town of Georgina were

deemed to not require environmental assessment as they are either

active or partially active properties. Only two properties were

identified for consideration of any need for environmental

assessment under PS3260.

MUNICIPAL CONNECT- MPAC Website

The database available in MPAC's Municipal Connect website was

extensively used to locate properties, owner information, site

description, prior use, current use for this study.

43

An email was sent to the Department Heads of the Town of Georgina to

seek their knowledge regarding any properties that are considered

inactive and contaminated or regarded as potential contaminated.

The property listing was reviewed by the management team and five

properties that were acquired in 2015 were added to the list. This

provided greater assurance that the data is complete and accurate.

MINISTRY OF ENVIRONMENT- BROWNFIELDS ENVIRONMENTAL SITE REGISTRY

The Ministry of Environment website on Brownfields environmental site

registry helped staff to find any properties in Georgina that were

redeveloped from Brownfields. Two properties in Georgina were

identified as Brownfield as per the website. The Property Tax Division

provided the Assessment Roll number. It was identified that the two

properties are not owned by the Town. The two properties were also

checked in MPAC's database on their website and it was confirmed that

they are not owned by the Town.

POTENTIALLY CONTAMINATED SITES The Town identified two Town owned properties that may fall under

PS 3260 as potentially contaminated.

1) Keffers Marina/ Rayners Park - This Marina is located at the

north-west end of Keswick near Rayners Road. This marina

existed on the shores of Lake Simcoe for over 50 years and was

abandoned 1 0 years ago by the owner due to a mortgage

44

foreclosure. The buildings were in a state of decay and there was

an abandoned underground fuel storage tank on the site. The

"on-land" portion of the property had asphalt and gravel parking.

The Town purchased the property for purposes of cleaning up the

site and returning it to a naturalized area. The project involved

demolishing the two existing structures, removing the fuel

storage tank and soil remediation, if necessary, removal of

asphalt and gravel parking area and restoring the grass areas and

naturalization of the shoreline. This was done during the period

2008-2010. Currently there is a dock and park in the area.

The contractor supplied and installed a portable dock, boat

launch, ramp and boulders around the shoreline to prevent

erosion.

OUR FINDINGS

The Keffers Marina Habitat restoration project had a project

team that included external stakeholders like MOE, LSRCA, MNA

and the Department of Fisheries and Oceans. As per the MOE

guidelines, LSRCA obtained sediment samples from the site in

early 2009. The samples were sent to a private lab for testing.

The project was to proceed only if the test results indicated the

degree of contamination was low enough to permit open-water

disposal. All further details including a report on designated and

hazardous substances assessment by Chern Solv is available in the

O&E file M-116-C2.

46

A letter from Mr. Robert Magloughlen, former Director of

Operations and Engineering of the Town of Georgina indicates

that the sediment samples taken from lakebed area of the docks

showed no contamination. Winchurch Environmental Inc. was

retained to direct ground water removal and a sampling program

at the property. They found the higher PHC concentrations in the

ground water high. The process of remediation was handled by

JMX Contracting which was given the task of complete

excavation of soil as well as removal of toluene/PH( impacted

ground water. About 1500 L of ground water was removed.

Winchurch Environmental collected a supplementary ground

water sample and they were found in compliance with applicable

standards.

Chern Solv was responsible for the assessment and

remediation of the building and docks at the site. They

conducted an assessment of designated substances including

whether asbestos, lead, silica, mercury were present at the

construction site. They also conducted a hazardous building

materials assessment as per the requirement of OHSA Section 30.

The restoration of Keffers Marina habitat involved two parts.

The "on-land" portion of the project consisted of removal of

asphalt and gravel parking and restoring the grassed area and

naturalizing the shoreline by contouring, planting of native

vegetation and using boulders to prevent erosion at the water's

edge. The "in-water" part of the project required removal and

47

disposal of old docks and a 52 meter long solid rock-crib break

wall. The property was remediated and is currently in active use.

2) Pefferlaw Land fill around the Communication Tower -

This land was earlier a landfill on Old Homestead road. Currently a

communication tower is built on it. The surrounding areas are grasslands

and forests. Landfills fall under PS 3270 (Solid waste landfill closure and

48

post-closure liability) and hence do not fall under PS 3260. It is

considered out of scope for this project.

OUR FINDINGS

However, for our records, we identified that a site inspection was

performed by the Ministry of Environment followed by an inspection by

the Town's Engineering department. The inspection report from the

Ministry of Environment indicates that there is no health impact or

environmental impact from the landfill. This was followed by an

investigation by Town staff which indicated that there are no

environment concerns with respect to this site.

REMEDIATION LIABILITY A liability for remediation of contaminated sites should be recognized

when, as at the financial reporting date:

• An environmental standard exists

• Contamination exceeds the environmental standard

• The government (a) is directly responsible or (b) accepts

responsibility

• It is expected that future economic benefits will be given up;

• A reasonable estimate of the amount can be made.

A letter has been signed by all Department Heads and the CAO to confirm

that none of the Town owned properties are contaminated to the best of

their knowledge.

49

CONCLUSION Staff have performed diligent analysis of Town owned properties and

determined that the Town does not have any financial liabilities related

to contaminated sites as described in PS 3260 of the Public Sector

Accounting Standards.

50


REPORT NO. DAS-2016-0010


JANUARY 27, 2016

SUBJECT: APPOINTMENT TO THE VACANT POSITION ON THE GEORGINA AGRICULTURAL ADVISORY COMMITTEE FOR THE REMAINDER OF THE 2014-2018 TERM OF OFFICE

1. RECOMMENDATIONS:

1. That Council receive Report No. DAS-2016-001 0 prepared by the Administrative Services Department dated January 27, 2016 respecting appointment to the vacant position on the Georgina Agricultural Advisory Committee (GAgAC).

2. That Council review the attachment (Confidential Attachment #1) detailing the applicant recommended by the Selection Committee, to be discussed in Closed Session.

3. That Council direct the Clerk's Division to prepare the necessary by-law to confirm the appointment to the Georgina Agricultural Advisory Committee (GAgAC).

4. That the appointment of the selected applicant by Council come into effect upon adoption of this report.

2. PURPOSE:

The purpose of this report is to provide Council with a confidential detail of the interested applicant (Confidential Attachment #1) and the recommended applicant by the Selection Committee, to sit on the Georgina Agricultural Advisory Committee (GAgAC) for the remainder of this term of office; January 27, 2016 to November 30, 2018. The attachment (Confidential Attachment #1) of the selected applicant has been provided to members of Council under separate cover.

3. BACKGROUND:

3.1 Georgina Agricultural Advisory Committee Resignation.

On September 18, 2016 appointed member, and elected Chair of the Agricultural Advisory Committee, Pete Bunnik resigned from the Committee.

Public notice was provided from October to the end of November and extended to January 4, 2016.

51Page 2 of Report No. DAS-2016-0010

A meeting was scheduled for the Selection Committee, on January 18. The meeting was cancelled and rescheduled for January 27, 2016. In the interest of expediency, Selection Committee members discussed having the report to recommend the appointment prepared in advance for consideration at the Council meeting following the Selection Committee meeting on January 27, 2016.

3.2 Recruitment of Members

Through a public recruitment process, interested applicants were encouraged to submit their applications by January 4, 2016 to the Town of Georgina.

4. ANALYSIS:

4.1 Selection of Members

The Selection Committee will make the recommendation upon reviewing the applications received by the deadline. The Selection Committee, will consider the following skills and qualifications:

• Demonstrated knowledge and in depth understanding of applicable legislation

• Experience working on committees, task forces, or similar settings

• Demonstrated knowledge of committee or board proceedings

• Availability and willingness to attend meetings (daytime and/or evening)

The Selection Committee will ensure they are satisfied the desired applicant holds the necessary qualifications.

Prior to announcement of the appointment, staff will contact the selected applicant to confirm their acceptance of the proposed appointment.

5. PUBLIC CONSULTATION AND NOTICE:

As indicated in Section 3 of this Report, public notice for recruitment was provided, which included posting on the Town Page, Town's website and via social media. In addition, members of the Committee were circulated the application form and encouraged to solicit their peers. Applications were available both online and in the office.

6. CONCLUSION:

This report seeks Council's appointment of the member as recommended by the Selection Committee to fill the vacancy on the Georgina Agricultural Advisory Committee (GAgAC).

52Page 3 of Report No. DAS-2016-0010

Prepared by:

Sa ah Bnslln Committee SeNices Coordinator

Recommended by:

.fd;A/tl)_ ~ Rebecca Mathewson, CPA, CGA Director of Administrative SeNices & Treasurer

Recommended by:

Approved by:

Winanne Grant, B.A. , AMCT, CEMC Chief Administrative Officer

Attachment #1- Confidential Attachment to Report No. DAS-2016-0010 Appointment to the Georgina Agricultural Advisory Committee (GAgA C).

Attachment #2 - Terms of Reference for Georgina Agricultural Advisory Committee (GAgA C)

53

THE CORPORATION OF THE TOWN OF GEORGINA REPORT NO.DAS-2016 0010- ATTACHMENT

FOR THE CONSIDERATIONOF COUNCIL

JANUARY 27, 2016

SUBJECT: APPOINTMENT TO THE GEORGINA AGRICULTURAL ADVISORY COMMITTEE

Terms of Reference for the Georgina Agricultural Advisory Committee are included in this attachment.

Attachment# 2 DAS-2016-001 0

Page 1 of 5

54

GEORGINA AGRICULTURAL ADVISORY COMMITTEE (GAgA C)

TERMS OF REFERENCE

1. GOAL

To provide information, advice and assistance to Council and staff of the Town of Georgina on farming and agricultural issues impacting the Municipality.

2. MANDATE

The Georgina Agricultural Advisory Committee (GAgAC) or "Committee" is an Agricultural advisory body that will promote the stewardship, preservation, protection and public awareness of farming and agricultural issues in the Town of Georgina. The GAgAC will:

• advise Council and staff of the Town of Georgina and seek public input on agricultural issues referred Council and/or staff;

• undertake projects on behalf of the Town of Georgina at the direction of Council; • provide feedback to Council on issues initiated by the Committee in accordance

with the Council approved Action Plan as set-out in Section 4 (iv) herein; • undertake educational initiatives that promote agricultural awareness in

accordance with the Council approved Action Plan, as set-out in Section 4 (iv) herein.

3. GENERAL ACTIVITIES

(i) Policy Review

At the request of the Town, the GAgAC will provide input and comments on policies, procedures and regulations of the Town and the initiatives of government and non-government organizations that pertain to municipal planning and operations or agricultural issues impacting the Town.

The GAgAC may recommend and advise Council on policies to be developed and offer suggestions for the formulation of agricultural policies, and comment on policies prepared by staff.

(ii) Review and Comment on Planning Act Matters

The GAgAC shall review studies, plans, development proposals and other documents referred to the Committee by Council or staff and provide advice regarding their agricultural implications.

Attachment # 2 DAS-20 16-001 0

Page 2 of 5

Revised: March 25, 2015, Resolution C-2015-0248 Page 1

55

(iii) Education and Public Awareness

The GAgAC will undertake educational initiatives, both formally and informally, which will help raise the profile of agriculture in the Town of Georgina, in accordance with the Council approved Action Plan, as set-out in Section 4 (iv) herein.

The Committee may act as a liaison group with non-governmental organizations and community organizations, including schools, for the purpose of public education and awareness.

(iv) Research

The GAgAC will assist Council and staff in identifying research needs, gathering data, undertaking research and formulating a strategy to improve the information available for private and public use.

4. MEMBERSHIP AND RESPONSIBILITIES

(i) The GAgAC shall be composed of a maximum of seven (7) members, including one (1) Member of Council and six (6) individuals who reside in the Town of Georgina and with professional expertise respecting farming and agriculture and/or personal interest in farming and agriculture. All members must be appointed by Council. The Mayor, ex officio to all Committees.

(ii) Appointment of members to the Committee, other than the Member of Council and Staff Liaison, shall be advertised to the general public. The appointment will be concurrent with the Term of Council.

Annually, the Committee shall elect a Chair and Vice-Chair from its citizen appointees.

Annually, the Committee shall prepare and submit for approval by Council, a year-end Activity Report that provides an overview of the work conducted by the Committee, as well as an Action Plan and a budget for the upcoming year.

(v) The Chair shall vote on every motion. In the event of a tie vote, the motion is lost. The Staff Liaison member on the Committee shall not vote.

The GAgAC reports directly to Council, under the signature of the Chair, ViceChair or designate. Committee reports and communications will normally be directed to Council through the Director of Planning and Building. In addition, the Committee may also appear before Council as a delegation.

New member appointees to the Committee shall receive an orientation session to be conducted by the Chair or Vice-Chair.

5. TOWN OF GEORGINA STAFF LIAISON

(i) One ( 1) Staff liaison shall be appointed to the GAgAC and will be the cory:l.y!hment # 2 to provide administrative, procedural and/or technical assistance. The StaRs-2o1s-oo1o Liaison will co-ordinate all requests, responses, departmental involvement arM!be 3 of s

Revised: March 25, 2015, Resolution C-2015-0248 Page2

56

assist in the preparation of any reports, resolutions or replies as necessary.

(ii) Under the direction of the Director of Planning and Building, secretarial and other support services will be provided on an as needed basis by the Town of Georgina. The Council will also provide a budget and this budget will be administered by the Director of Planning and Building. In addition, other funds may be requested of Council for special projects or undertakings.

(iii) In carrying out the function of Staff Liaison and with respect to the provision of secretarial and other support services, the Planning and Building Department and the GAgAC shall recognize and acknowledge staffs primary objective to deliver Planning Department services to Council and the public.

6. FREQUENCY OF MEETINGS

(i) Meetings will be held "as required" basis not to exceed eight (8) per year.

(ii) The GAgAC shall meet on a regular basis, as determined by the Committee at its first formal meeting. Meetings will be open to the general public and delegations will be welcomed. Delegations are required to notify the Staff Liaison or Chair at ·least one (1) week in advance to ensure they are placed on the agenda. If a delegation wishes to address the Committee but has not reserved an opportunity, they may do so at the discretion of the Committee.

The Committee may not respond immediately to the presentations by delegations. Time will be taken to consider the points raised to solicit other opinions or data and to formulate advice/recommendations for discussions at a future meeting.

(ii) The Committee will strive for consensus on all issues, however, if consensus is not reached , minority views are welcomed on any issue and will be reflected in the Minutes of the meeting. A quorum will require greater than fifty percent of the voting membership and all motions properly put before the Committee shall be voted upon. All members will have one vote and a simple majority carries the motion. As a full member, the Chair is entitled to vote on any motion.

(iii) Annually, the GAgAC shall hold a minimum of one (1) joint meeting with the Georgina Environmental Advisory Committee (GEAC) and additional joint meetings may be called by the respective Chairs on an as needed basis. In addition, the exchange of meeting minutes between the GAgAC and the GEAC should take place on a regular basis in order for each Committee to gain a better understanding of each other's undertakings and current issues.

In the event a member misses three (3) consecutive meetings without a valid and acceptable reason, then the individual's appointment to the Committee will be rescinded.

7. MINUTES AND AGENDA

(i) The Minutes of each Committee meeting will be amended when necessa~achment # 2 and adopted at the following meeting. When adopted, the Minutes will b&>AS-201a-oo1o passed on to Council as information. Page 4

of s

Revised: March 25, 2015, Resolution C-2015-0248 Page3

57

{ii) The Committee agenda will be prepared by the Staff Liaison in consultation with the Committee Chair and/or the Vice-Chair.

8. COMMITTEE RESOLUTIONS

{i) Only resolutions as they appear in the adopted Minutes may be considered as officially representing the positions of the Committee.

9. AMENDMENTS TO THE TERMS OF REFERENCE

{i) A recommendation to amend the Terms of Reference can be made by a motion endorsed by at least two thirds of the voting membership of the Committee.

(ii) Proposed amendments to the Terms of Reference must be approved by Council.

10. PECUNIARY INTEREST

(i) Members of the Committee having a pecuniary interest in any issue under consideration by the Committee shall declare the pecuniary interest to the Chair at the beginning of the meeting or at the earliest time known and shall not discuss or vote on the issue.

11. GENERAL CONDUCT

(i) The meetings shall be conducted in accordance with the Procedural By-law as adopted by Council.

(ii) Where deemed necessary by the Committee, sub-committees may also be established to conduct research and report back to the GAgAC. Sub-committee members are not necessarily required to be Committee members but a GAgAC member shall Chair sub-committee meetings. Sub-committees must report in a timely fashion to the GAgAC.

12. REMUNERATION

(i) $40.00 per meeting for a maximum of eight (8) paid meetings per year.

6. MEMBER IN GOOD STANDING

All members will abide by the Town of Georgina's Code of Conduct and the Procedural By-law.

Revised: March 25, 2015, Resolution C-201~248

Attachment# 2 DAS-20 16-001 0

Page 5 of 5

Page4

58


REPORT NO. RC-2016-0003


JANUARY 27,2016

SUBJECT: Accessibility Guidelines Consulting Services (Request For Proposal RC-2015-087) Proponent Selection

1. RECOMMENDATION:

1. That Council Report No. RC-2016-0003 prepared by the Recreation and Culture Department dated January 27, 2016 regarding the Accessibility Guidelines Consulting Services (RFP RC-2015-087) Proponent Selection be received.

2. That Council authorize staff to enter into a contract with DesignABLE Environments Inc. to update the Accessibility Guidelines at a total cost of $35,000+HST to be funded from the Accessibility Reserve Fund.

3. That the Purchasing Manager be authorized to issue a Purchase Order and Agreement accordingly, for Request for Proposal Contract No. RC-2015-087

2. PURPOSE:

The purpose of this report is to seek Council authorization for staff to enter into a contract with DesignABLE Environments Inc. to update the Town's Accessibility Guidelines.

3. BACKGROUND:

The Purchasing Division prepared the proposal document for the Request for Proposal RC 2015-087 concerning Consulting Services to Update Accessibility Guidelines.

The completed document was made available to the public on November 17, 2015 and the Proposal was advertised in the Georgina Advocate starting on November 26, 2015. It ran in all possible issues until the closing date of December 11, 2015. The RFP was also advertised on the Town website and the websites of the Ontario Public Buyers Association and Biddingo. A total of thirteen (13) sets of documents were distributed.

A total of six (6) proposal submissions were received by the closing date from the following proponents:

59

Page 2 of Report No. RC-2016-0003

1. AM FM Consulting 2. DesignABLE Environments Inc. 3. EXP Services Inc. 4. Pretium Anderson Building Engineers 5. Quadrangle Architects Limited 0/A AccessAbility Advantage 6. Sterling Frazer Associates

The proposal submissions were evaluated by the Manager of Cultural Services and a member of the Accessibility Advisory Committee (AAC) with an engineering background. Each proponent's submission was evaluated on the following criteria:

1. Qualifications/Expertise (25 points)

2. Staffing Qualifications/Expertise (25 points)

3. Project Understanding, Approach and Methodology (25 points)

4. Financial Offer (25 points)

The following are the evaluation results presented as an average of the two evaluations conducted by the Manager of the Cultural Services and the AAC member:

EVALUATION RESULTS: AMFM Design- EXP Pretium Quad- Sterling ABLE Anderson rangle Frazer

Qualifications/Expertise 7/25 24.5/25 8.5/25 21/25 23/25 13/25

Staffing 8.5/25 24/25 10.5/25 22/25 21/25 12/25 Qualifications/Expertise

Project Understanding, 9.5/25 24.5/25 10.5/25 22/25 22/25 20.5/25 Approach & Methodology

Financial Offer 25/25 6.7/25 11/25 5.2/25 3.2/25 6.3/25

TOTAL SCORE 50/100 79.2/100 40.5/100 70.2/100 69.2/100 51.8/100

The financial offers of each proponent is as follows (excluding tax) :

AMFM Design- EXP Pretium Quadrangle Sterling ABLE Anderson Frazer

$9,440 $35,000 $21,400 $45,745 $73,915 $37,400

DesignABLE Environments Inc. (DEl) received the highest score of 79.2 out of 100. The score is a result of DEl's proven experience designing accessibility guidelines for other municipalities and public sector organizations. Some examples include the Facility Accessibility Design Standards (FADS) for the City of London, Ontario, and the Illustrated Technical Guide to the Accessibil ity Standard for the Design of Public

60


Spaces, prepared for the Global Alliance on Accessible Technologies and Environments (GAA TES). Both of these documents are highly regarded by accessibility professionals and considered by many to set the benchmark for accessibility design standards. DEl will provide 330 total hours to updating the Accessibility Guidelines, and the DEl staff dedicated to the project possess an impressive resume that combines in-depth knowledge of accessibility legislation with a fluency in various graphic design software applications.

4. ANALYSIS:

As the successful proponent, DEl will work with Town staff and members of the Accessibility Advisory Committee (AAC) to update the Town's Accessibility Guidelines to produce a comprehensive up-to-date illustrated document that incorporates the applicable requirements of the AODA Integrated Accessibility Standards Regulation (IASR) and the Ontario Building Code (OBC).

The Guidelines will outline standards for accessibility that can be adopted by the AAC and Town Council, and then implemented locally to ensure that developments reviewed under the site plan control process meet the legislated requirements. Moreover, the Town will use the Guidelines to ensure all municipal facilities comply with legislated accessibility requirements. The Guidelines are to be prepared in a manner that allows for easy interpretation and revision as may be required in the future.

The Guidelines will be organized in sections covering specific areas of design including, but not limited to:

• Table of Contents

• Introduction

• Glossary and Definitions

• Scope, Application and Enforcement

• Design Requirements

Design Requirements will be provided for the following areas:

• Access and Circulation

• Exterior Routes

• Outdoor Facilities

• Outdoor Amenities

• Exterior Public Spaces

61


• Indoor Facilities

• Washroom Facilities

• Other Amenities

• Parking

• Systems and Controls

• Facility Specific Requirements

• Appendices (e.g. GAAC Site Plan Review Checklist, Supplementary Drawings, etc.)

Throughout the project, the consultant will meet with staff from Operations and Engineering, Planning and Building, and Recreation and Culture, as well as any other department as required.

The proposed project schedule is as follows:

BATES ACTIVITY

January 27, 2016 Awarding of Contract

February 8, 2016 Project Start-up Meeting

April 22, 2016 First Draft of Accessibility Guidelines

May 27,2016 Final Guidelines


$22,000 from the 2016 budget has been dedicated to this project, however, given that the financial offer of the recommended proponent is $13,000 (excluding tax) above this amount, the Accessibility Advisory Committee held a Special Meeting on Monday, January 18, 2016, and passed the following resolution:

'That the Georgina Accessibility Advisory Committee approve and recommend an additional $13,000 +tax from the Accessibility Reserve Fund to award the contract to update the Accessibility Guidelines to DesignABLE Environments Inc.'

There is currently approximately $495,000 in the Accessibility Reserve Fund with approximately $253,000 earmarked for 2016 capital improvements at De La Salle Park and The Link, leaving approximately $242,000 left in the Reserve for future projects.

62



There has been no specific public consultation related to the RFP evaluation. The report is available on the Town's web site and upon request from the Town Clerk. The AAC will be involved throughout the project and will be responsible for approving the completed Guidelines before presented to Council for adoption.

7. CONCLUSION:

Council is asked to authorize staff to enter into a contract with DesignABLE Environments Inc. to update the Accessibility Guidelines at a cost of $35,000 + tax to be funded from the Accessibility Reserve Fund.

Prepare~

Phil ose-Donahoe, B.A. Hons., MMSt Manager of Cultural Services

Recommended by:

Robin McDou I, B.A. KINE, DPA Director of Recreation and Culture

Approved by:

IJ,uu~~) !tM)Winanne Grant, B.A., AMCT, CEMC f ¥ Chief Administrative Officer

63


REPORT NO. RC-2016-0004


JANUARY 27, 2016

SUBJECT: Georgina Arts Centre & Gallery- Arts Programming Services Agreement and Licence Agreement

1. RECOMMENDATION:

1. That Council receive Report No. RC-2016-0004 prepared by the Recreation and Culture Department dated January 27, 2016 respecting the Georgina Arts Centre & Gallery (GACAG) Arts Programming Services Agreement and Licence Agreement.

2. That Council approve the Five-Year Arts Programming Services Agreement (Attachment 1) between the Town and the GACAG subject to such minor revisions as may be required by the Town Solicitor.

3. That Council approve the Five-Year Licence Agreement (Attachment 2) between the Town and the GACAG for use of the building located at 149 High Street, Sutton subject to such minor revisions as may be required by the Town Solicitor.

4. That Council authorize staff to bring forward an enacting by-law regarding the Licence Agreement for Council approval.

5. That Council approve staff's recommendation that the commencement date for the Services Agreement and the Licence Agreement be established after the forthcoming Loan Repayment Plan has been presented to Council for approval.

2. PURPOSE:

The purpose of this report is to provide Council with the Arts Programming Services Agreement ("Services Agreement") between the GACAG and the Town for approval.

The report also seeks Council approval of the corresponding Licence Agreement that establishes requirements of the GACAG for use of 149 High Street, Sutton rent free for the purpose of providing arts programming on behalf of the Town.

64Page 2 of Report No. RC-2016-0004

3. BACKGROUND:

The draft Arts Programming Services Agreement was first presented to Council on November 4, 2015. At that meeting, Council adopted Resolution No. C-2015-0759 as follows:

'That staffs recommendation to keep the Georgina Arts Centre and Gallery's (GACAG) annual operating grant at $90,000 for 2016 with future year funding levels to be determined based on the implementation of the Arts Programming Services Agreement and the evaluation of the Georgina Arts Centre and Gallery's (GACAG) ability to meet the Key Performance Indicators (KPI) established in the Agreement, be referred to the 2016 Budget discussions.'

'That Council approve staff's recommendation to proceed with Option A (i.e. Georgina Arts Centre and Gallery (GACAG) remains at 149 High Street, Sutton) regarding the facility location for the operation of the Georgina Arts Centre and Gallery (GACAG).'

'That Council authorize staff to finalize a License Agreement between the Town and the Georgina Arts Centre and Gallery (GACAG) for a period of five years (2016-2020) for the use of the building located al149 High St., Sutton, and for staff to bring forward an enacting by-law for Council's consideration.'

Since the November 4, 2015 Council meeting, staff have consulted with the Town Solicitor and a representative from BFL Canada Risk and Insurance Services Inc. to finalize the Services Agreement and corresponding Licence Agreement.

The Loan Repayment Plan remains outstanding and it is staff's recommendation that the commencement date for the Services Agreement and the Licence Agreement be established only after the Loan Repayment Plan has been presented to Council for approval.

The Licence Agreement is in the process of being reviewed by the Town Solicitor and the GACAG's Solicitor. The GACAG Solicitor is also reviewing the Services Agreement. While both parties generally agree that the Services Agreement and the Licence Agreement are acceptable, the documents may still require editing and clarification.


4. ANALYSIS:

The Services Agreement and corresponding Licence Agreement lays out expectations of both parties regarding funding levels, accountability and reporting, governance and management, tenancy at the 149 High Street, Sutton, and the best model for the delivery of arts programming.

4.1 Provision of Arts Programming Services Agreement:

Term and Renewal:

• Staff recommends a five-year term length that commences in 2016 and ends on December 31, 2020. Terms of the Agreement will be reviewed annually to ensure the Agreement continues to meet the needs of the Town.

Operation and Management:

• The operation, programming, and management of the GACAG is vested in the GACAG Board

• Council shall appoint one Council representative to the Board • The GACAG remains able to hire its own staff

Services Provided by the GACAG:

• The GAGAC will provide arts programming on behalf of and in coordination with the Town

Goals and Objectives of the GACAG:

• The GACAG shall meet with the Manager of Cultural Services, and other Town staff as required, at least three times per calendar year to review the GACAG's Key Performance Indicators (KPI)

• The GACAG responsibilities are to: i) generate diverse arts programming; ii) promote local artists; iii) host exhibitions, programs, outreach activities and learning

opportunities; iv) recruit and utilize the service of community volunteers; v) engage with partners, businesses and community groups, and; vi) generate revenue towards development and support of current and

future programming.


Grant Approval and Payment:

• Yearly Grant funding shall be made in accordance with the GACAG's business plan and shall be subject to Council approval

• The GACAG shall ensure that the Board-approved detailed annual operating budget of the GACAG and the business plan for the upcoming fiscal year (including the relevant KPI) are provided in advance of any Grant payment

• The Town's approved Grant funding shall be paid in three equal installments on the first day of each January, April, and July; and

• In the event that Council has not approved the total yearly Grant prior to the commencement of the GACAG's fiscal year, then the Town's Treasurer may authorize up to two interim Grant amounts to be paid to the GACAG

Financial Accountability:

• The GACAG agrees and shall provide to the Town the following information prior to November 1st of each calendar year: i) its year-end budget, year-to-date actuals, the forecasted year-end

position; ii) current proof of insurance; iii) current proof of WSIB insurance; and iv) a report of the GACAG's delivery of the previous year's KPI and the

new KPI that will be in effect.

Coordination of Activities:

• Upon commencement of the Agreement, Town staff and the GACAG shall: i) ii) iii)

consider coordinated activities; consider collaborative programming; and discuss maintenance of the Town-owned facility.

Non-Compliance:

• If the GACAG fails to comply with the Services Agreement, then Council may: i) withhold any portion of Grant payment to the GACAG until the breach

is remedied; ii) forfeit the Grant payment for that period; iii) terminate the Services Agreement; or iv) waive the failure to comply and pay the Grant payment for that

period.


Non-Compliance:

• If the GACAG fails to comply with any provision of the Agreement, then Council may direct that the Town take any or all of the following steps i) withhold any portion of Grant payment until the breach is remedied; ii) forfeit the Grant payment for that period; iii) terminate the Agreement; or iv) waive the failure to comply and pay the Grant amount for that period .

Default and Termination:

• The Agreement may be terminated by the Town without notice if: i) the GACAG declared bankruptcy; ii) a receiver is appointed on account of the GACAG's insolvency or in

respect of any of its property; or iii) the GACAG makes a general assignment for the benefit of creditors.

Dispute Resolution:

• Any decision made by Town Council shall be a final decision on the matter being disputed, and the GACAG covenants and agrees to waive any claim it may have against the Town or Council in the event that Council does not decide the dispute in favour of the GACAG.

The Services Agreement proposed by staff provides the Town with increased oversight over the GACAG's finances and operations, and provides the GACAG with stability over the next five years, allowing it to seek grant funding, and schedule programs and exhibitions until 2020.

4.2 Licence Agreement:

In exchange for rent-free use of the building located at 149 High Street, Sutton, the Licence Agreement establishes conditions for the use and maintenance of the facility occupied by the GACAG. The Licence is meant to commence at the same time as the Services Agreement and the two have been developed as complementing documents.


The GACAG has operated out of 149 High Street for nearly fifteen years. The Town provides 7,000 square feet of space rent free to the GACAG. Given the age and condition of the current GACAG building, staff calculated the in-kind value of the space provided to the GACAG based on a modest $8.00 per square foot estimate. As part of their operating budget, the GACAG pays for maintenance, utilities, and insurance in the range of $25,000 annually. The Town also pays an annual property insurance premium of approximately $2,225 (2014 number) for the current facility.


If Council wishes to collect additional revenue from GACAG to recover the value of the insurance premiums, the lease rate would be approximately $185/mth or $2,225/yr. for the term of the Licence Agreement.

Estimated value of space licenced to the GACAG over five years:

Total Per square foot cost Property taxes Year square ($) including a 3% Total rent($) (estimated) ($)

feet annual increase

2016 7,000 8.00 56,000 $16,500

2017 7,000 8.24 57,680 $16,500

2018 7,000 8.49 59,430 $16,500

2019 7,000 8.74 61 '180 $16,500

2020 7,000 9.00 63,000 $16,500

TOTAL VALUE OVER FIVE YEARS: $297,290

Municipal Property Assessment Corporation (MPAC) will assess the property and apply the applicable property tax to the third party lease holder.

6. PUBLIC CONSULTATION AND NOTICE REQUIRMENTS:

Since the recommendations in this report are related to routine lease and purchase of services agreements with community organizations, there has been no specific related public consultation. The report is available on the Town's web site and upon request from the Town Clerk. Any related financial implications will be detailed in the Town's publicly advertised budget.

7. CONCLUSION:

A new Services Agreement and Licence Agreement will ensure the successful delivery of arts programming.

Based on the information provided in this report and attachments, Council is asked to:

• Approve the Five-Year Arts Programming Services Agreement (Attachment 1) between the Town and the GACAG.

• Approve the Five-Year Licence Agreement (Attachment 2) between the Town and the GACAG for use of the building located at 149 High St., Sutton.

• Authorize staff to bring forward an enacting by-law regarding the Licence Agreement for Council approval.


• Approve staff's recommendation that the commencement date for the Services Agreement and the Licence Agreement be established after the forthcoming Loan Repayment Plan is presented to Council for approval.

Prepared by: Recommended by:

Phil ~fD:::hoe, B.A. Hans., MMSI Manager of Cultural Services

Recommended by: Approved by:

.14/wt1 .~ ~ kc« ~~) Rebecca Mathewson CPA, CGA W1nanne Grant, B.A., AMCT, CEMC Director of Administrative Services, Treas er Chief Administrative Officer

Attachments

Attachment 1

Attachment 2

Draft Five-Year Arts Programming Services Agreement between the Town and the GACAG

Draft Five-Year Licence Agreement between Georgina Arts Centre & Gallery and the Corporation of the Town of Georgina

70

ARTS PROGRAMMING SERVICES AGREEMENT

Between


(hereinafter referred to as the "Town")

And

THE GEORGINA ARTS CENTRE AND GALLERY

(hereinafter referred to as the "GACAG")

For the period

[ADD DATE], 2016 to December 31, 2020

CONTEXT:

A. WHEREAS the GACAG was established in 2001 to provide arts programming to the community;

B. AND WHEREAS the GACAG is a registered charity and operates under the auspices of the Charities Directorate;

C. AND WHEREAS the parties acknowledge that the Arts contribute to enhancing quality of life, economic development, community improvement, and the growth of the local cultural sector;

D. AND WHEREAS this Agreement provides an opportunity to promote, nurture, and expand arts programming in the Town, and acknowledges that a balanced programming schedule can make a contribution to achieving specific goals in the Municipal Cultural Plan;

E. AND WHEREAS the GACAG shall continue its annual schedule of exhibitions, events, programs, outreach activities, and educational opportunities, subject to review by the Town;

F. AND WHEREAS the GACAG shall develop and maintain effective partnerships with local and regional arts organizations and professionals, local businesses, and community organizations to continue to deliver a diverse range of arts programming;

G. AND WHEREAS the Town has agreed to allow the GACAG to provide these programs at the Centre pursuant to the terms of the Licence Agreement, which shall run in conjunction with this Agreement;

Attachment 1 Report RC-2016-0004

71Arts Programming Services Agreement

H. AND WHEREAS the parties acknowledge that an important inducement for the Town to enter into this Agreement is the GACAG's commitment to providing, as a public use, the opportunity for all to participate in arts programming that are both accessible and affordable;

I. AND WHEREAS the GACAG shall operate in a fiscally responsible manner and maintain fiscal and operational stability of the GACAG;

J. AND WHEREAS the GACAG's Board of Directors has approved the terms of this Agreement by a Resolution of the Board passed on [ADD DATE] and Town Council has approved and authorized the execution of this Agreement in its meeting of [ADD DATE];

NOW THEREFORE THIS AGREEMENT WITNESSES that in consideration of the mutual covenants and agreements contained in this Agreement and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged by the parties, the parties covenant and agree as follows:

1. INTERPRETATION

1.1 The parties to this Agreement confirm that the foregoing recitals are true and correct, and agree that same form part of the within Agreement.

1.2 Definitions

In this Agreement, the following words shall have the following meanings:

a) "Board" shall mean the Board of Directors of the GACAG;

b) "Books and Records" means all books, books of account, records, files, papers, disks, documents, correspondence, plans, ledgers, electronically recorded data and other repositories of data recorded in any form or medium, evidencing or relating to the financial activities of the GACAG;

c) "Centre" shall mean the Town-owned building and lands described as 149 High Street, Sutton, Ontario, Part Block 63, Plan 69;

d) "Council" shall mean the Town Council, consisting of the Mayor and Council Members elected by the constituents of the Town of Georgina;

e) "Cultural Services Division" shall mean the municipal division through which the Town directly administers its interest in the administration of culture locally;

f) "GACAG" shall mean the Georgina Arts Centre & Gallery; g) "Grant" shall mean the monetary grant paid to the GACAG by the Town, subject to terms

and conditions contained in this Agreement, for the provision of arts programming by the GACAG;


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h) "KPI" shall mean the key performance indicators of the GACAG, as provided for in Schedule "A" of this Agreement, to ensure the GACAG is meeting the objectives set out in this Agreement;

i) "Licence Agreement" shall mean the agreement between the Town and the GACAG dated and effective as of the 1st day of January, 2016 setting out the terms and conditions regarding the use of the approved Town-owned facility in order to provide the services contemplated in this Agreement;

j) "Term" shall mean the Term of this Agreement as set out in this Agreement, and where the context requires, any renewal or extension thereof tmless terminated; and

k) "Town" shall mean The Corporation of the Town of Georgina as governed and directed by Council.

2. PURPOSE

This Agreement documents the Town's performance expectations of the GACAG as detailed in Schedule "A".

3. TERM

3.1 This Agreement commences on [ADD DATE], 2016 and ends on December 31, 2020, subject to prior termination pursuant to the provisions of this Agreement.

3.2 No later than January 1, 2017, and every year thereafter, the Town and the GACAG shall review the terms of this Agreement to ensure that it still meets the needs of the Town.

4. OPERATION AND MANAGEMENT OF THE GACAG

4.1 The qperation, programming, and management of the GACAG shall be vested in the GACAG Board in accordance with the by-laws, constitution, and Letters Patent of the GACAG.

4.2 Council shall, in its sole and absolute discretion, appoint one (1) Council representative

to the Board, and the Town shall inform the Board and the GACAG about the nature of such appointments. The representative appointed by Council shall have such rights and privileges at meetings of the Board as may be required by Council, and the GACAG agrees to fully accommodate such rights and privileges for the Council representative in the GACAG's by-laws as required.

4.3 The GACAG agrees and acknowledges that it is the employer of its employees providing such remuneration as it, in its sole discretion, decides. No employee of the GACAG shall be considered to be an employee of the Town.

4.4 The Town acknowledges that Grant funds may be used for normal operational and management requirements of the GACAG.


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4.5 The GACAG shall be solely responsible for any and all expenses incurred (including legal costs and disbursements on a 100 percent, complete indemnity basis) for any legal action involving any third parties or in connection with this Agreement. The GACAG shall pay such expenses from its own operating budget and reserves.

5. SERVICES PROVIDED BY THE GACAG

5.1 In accordance with the terms and provisions of this Agreement and the Licence Agreement, all of which are important and fundamental to the Town, the GACAG agrees to provide arts programming on behalf of the Town.

5.2 The provision of the arts programming by the GAQAG shall be provided in accordance with the GACAG's objectives, business plan, together with the KPI and the terms of this Agreement.

6. GOALS AND OBJECTIVES OF THE GACAG

6.1 The GACAG shall meet with the Manager of Cultural Services, and oth~r Town staff as required, at least three (3) times per calendar year (January, May and October) to review the GACAG's KPI.

All such KPI shall be attached to and form part of this Agreement as Schedule "A". Such KPI may be amended by the Town, in its sole and unfettered discretion; from time to time, upon provision of reasonable notice to the GACAG.

6.2 Once a year, the GACAG shall submit to the Town, through the Manager of Cultural Services, a report regarding the KPI. In the event that the Town feels that a particular KPI has not been met, Or is concerned with some a,spect relating to the KPI, the GACAG and the Town shall come to an agreement as to how to address the Town's concerns.

6.3 In order to provide guidance for the development and provision of arts programming, the Town and the GACAG have developed the following general objectives to be attained by the GACAG in its provision of arts programming, which should be reflected in the KPI:

a) to engage and enrich the community through arts programming; b) to seek to make the GACAG a vibrant and sustainable arts centre in Georgina; and c) to recognize the diversity of the community by offering a broad spectrum of

programming.

6.4 As part of its operations, the GACAG shall :

a) generate diverse arts programming; b) develop partnerships to advance arts programming; c) promote local artists; d) host exhibitions, programs, outreach activities and learning opportunities;


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e) recruit and utilize the service of community volunteers; f) engage with partners, businesses and community groups; and g) generate revenue towards development and support of current and future

programming.

7. GRANT APPROVAL AND PAYMENT

7.1 Each year, GACAG shall submit a Grant Request based on the GACAG's Business Plan to the Town and Council prior to November 1st of the prior year. Yearly Grant funding, if any, shall be subject to Council approval. When considering the GACAG's Grant request, the Town and Council will consider the performance of the GACAG, ihcluding the KPI results, and will review the GACAG's Business Plan and all Books and Records, including the GACAG's debts and liabilities.

7.2 Together with such other documents that are required by Council through the Town's budget process, the GACAG shall ensure that the Board-approved detailed annual operating budget of the GACAG and the Business Plan for the upcoming fiscal year (including the relevant KPI) are submitted at the time of the Grant Request, and prior to any Grant payment.

7.3 Grant funding, as approved by Council shall be paid in three (3) equal installments on the first day of each of January, April and July. No portion of the Grant shall be paid until Council has approved the total Grant amount for the year.

7.4 If Council has not approved the total yearly Grant prior to the commencement of the GACAG's fiscal year, then upon the written request of the GACAG, the Town's Treasurer, in his/her sole and unfettered discretion, may authorize up to two (2) interim Grant amounts to be paid to the GACAG. No interim payment may exceed one-quarter (1/4) of the prior year's total Grant amount. Any such interim payments shall be deducted from the subsequently approved total yearly Grant.

7.5 Any Grant amount that is not used by the GACAG in the fiscal year for which it is requested shall be held in reserve by the GACAG and may not be expended by the GACAG for any purpose whatsoe'ter without the written permission of the Town or as authorized by Council.

7.6 Notwithstanding anything contained in this Agreement, the Town is under no obligation to provide Grant funding to the GACAG.

8. TRANSPARENCY OF THE GACAG'S OPERATIONS

8.1 The Board commits to carrying out its mandate in an open and transparent manner in full compliance with the laws of the Province of Ontario and Canada.

8.2 The GACAG agrees and covenants to:


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a) adhere to principles and recognized industry standards for the conduct of non-profit board of directors, including the implementation of a conflict of interest policy;

b) maintain its status as a Registered Charity in good standing with the Canada Revenue Association;

c) recruit and maintain a capable board of directors and maintain a plan of succession; d) maintain a constitution, by-laws, policies, all of which shall be in compliance with: (i) all

Town by-laws, policies, and requirements that are applicable to the GACAG, and (ii) all provincial and federal legislation governing non-profit C()rporations and charities;

e) develop and adopt formal goals, objectives, and KPI for the GACAG that are acceptable to the Town, in accordance with this Agreement;

f) hire qualified employees to operate the Centre; g) make its constitution, by-laws, policies, annual audited reports, and the annual report of

the GACAG available to the public and make all agendas, minutes, and formal reports of all Board meetings available to the public;

h) make efforts to further engage the community in the business and success of the GACAG;

i) have its Annual General Meeting open to the public; j) hold regular quarterly meetings of the Board (one o{ which shall be the Annual General

Meeting) that are open to the public, and at such meetings it shall make available to the public its financial updates, a summary of the GACAG's activities, and provide an open forum for the public to speak to the Board; and

k) adhere to the provisions of this Agreement.

9. FINANCIAL ACCOUNTABILITY

9.1 In order to be fiscally aligned with the Town's financial year, the GACAG's financial year-end shall be December 31.

9.2 The GACAG agrees to utilize generally accepted accounting practices ("GAAP") and to keep all Books and Records, accounts, documents and vouchers necessary to record all financial transactions of the GACAG.

9.3 The Town may, in its sole and absolute discretion, appoint an auditor of the Town's choosing to examine and/or audit the accounts and/or Books and Records of the GACAG at any time during the Term of this Agreement and for a period of up to five (5) years after the end of this Agreement to ensure compliance with the terms, conditions, and obligations under this Agreement. The GACAG shall keep and make available to the Town and its appointed auditor for examination and audit, its accounts and Books and Records for the entire Term of the Agreement and for five (5) years after the end of this Agreement. If the GACAG is wound up during the post-Agreement period, a full copy of the audited financial statements of the GACAG shall be physically transferred to the Town's possession.


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9.4 The GACAG shall make available to the Town's designated auditor, in a timely manner, any records, documents and information they may require and shall ensure access by them to the Centre at all reasonable times and upon not less than two (2) weeks' notice for audit and evaluation purposes.

9.5 During the Term of this Agreement, the GACAG shall provide a written response to the Town within five (5) business days of receiving written inquiry concerning any aspect of this Agreement.

9.6 Unless otherwise agreed to by the Town in writing, the GACAG agrees and shall provide to the Town the following information prior to November 15t of each calendar year of this Agreement:

i) its year-end budget, year-to-qate actuals, and the forecasted year-end position, as approved by the Board, with such reports to detail the balances and purposes of any reserve fund accounts on hand;

ii) current proof of insurance as required t)y this Agreement, as evidenced by an insurance certificate for each type of required insurance;

iii) current proof of WSIB insurance; and iv) a report of the GACAG's delivery of the previous year's KPI and the new

KPI that will be in effect.

9.7 The GACAG shall submit to the Town:

a) notice of upcoming meetings of the Board, at least ten (1 0) days in advance of such meetings;

b) notice of change of the Directors and Officers of the Board within thirty (30) days of the change taking place;

c) notice of the Annual General Meeting, at least twenty (20) days in advance of the Annual General Meeting;

d) within ten (1 0) days of preparation, draft minutes of the GACAG's Annual General Meeting; and

e) a list of the names, addresses, and contact information and position of the Centre's Board of Directors.

9.8 The GACAG confirms and agrees that all documents and information required by this Agreement to be submitted to the Town may be made public at the Town's sole and unfettered discretion, and the Town may present such items to Council for information as is deemed necessary, subject to any requirements to protect "personal information" as defined and required by the Municipal Freedom of Information and Protection of Privacy Act, R.S.O 1990, c. M.56, as amended.

9.9 Notwithstanding the GACAG's Letters Patent, by-laws, policies, constitution or regulations, in the event of the winding up, dissolution or cancellation of the GACAG, following the payment of any debts and liabilities of the GACAG, and the fulfillment of any conditions


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contained in any agreements regarding external or third-party donations to the GACAG, all of the GACAG's material assets shall belong to the Town and any remaining cash assets of the GACAG shall be given to the Town for it to administer. The Town shall place such remaining funds into an existing reserve fund of the Town to be used for such arts programming purposes as the Town may determine.

10. COORDINATlON OF ACTIVITIES BETWEEN THE TOWN AND THE GACAG

10.1 Upon commencement of this Agreement, Town staff and the GACAG shall: a) consider coordinated activities between the Town and the GACAG; b) consider collaborative programming; c) discuss maintenance of the approved Town-owned facility of the Licence Agreement,

including Town access to the facility for maintenance purposes.

10.2 Meetings will be scheduled as necessary, but in any event regular meetings shall be held not fewer than three (3) times a year in January, May and October.

11.1NSURANCE

11.1 At all times during the Term, the GACAG shall maintain at its own expense: a) Comprehensive General Liability Insurance at an amount not less than Five Million

Canadian Dollars ($5,000,000.00 CAD) per occurrence against claims including, but not limited to, personal and advertising injury, bodily injury including death, property damage, contractual liability, volunteers as insureds, tenant's legal liability and loss arising out of all operations of the GACAG, including coverage for all operations and liabilities assumed by the GACAG to the obligations and responsibilities contained in this Agreement. The insurance policy shall contain a cross liability clause protecting the Town against claims by the GACAG as if it were separately insured and the Town shall be named as an Additional Insured;

b) All Risks Insurance at an amount not less than 100% of the replacement cost of all property in th~ care, custody and control of the GACAG, including any equipment, computer equipment including software, office equipment, and fixtures on, in or around the Centre and where, or if applicable, any displays and/or artwork of others where the GACAG is contractually responsible to provide all risk property insurance for the display and/or artwork up to 100% of its full replacement value, including while in transit. The Town shall be named as a loss payee where their interests may appear; and

c) Director's and Officer's Liability Insurance which will extend coverage for the GACAG's Board of Director's with a minimum coverage of One Million Canadian Dollars ($1 ,000,000.00 CAD) per claim that protects against actual or alleged Wrongful Acts committed by Board Member(s) and/or individuals acting on behalf of Board Member(s), including but not limited to Employees and Volunteers of the GACAG.

11.2 All insurance required under this Agreement shall be placed with an insurer acceptable to the Town. The insurance must contain a waiver of subrogation rights against the Town and against those for whom it is, in law, responsible . Such insurance will not be cancelled, changed,


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or allowed to lapse without the Town first having received not less than thirty (30) days written notice of such cancellation, change, or potential lapse.

11.3 All policies are primary and not considered excess of any insurance available to the Town. All deductibles are the sole responsibility of the GACAG.

11.4 All policies shall be with insurers licensed to underwrite insurance in the Province of Ontario.

11.5 As reasonably determined by the Town, the GACAG may be required to provide and maintain additional insurance coverage(s), which are related to this Agreement.

11.6 The GACAG shall not do, or permit to be done, anything on the Centre which will in any way increase the risk of fire or the rate of fire insurance on the property, or conflict with the laws relating to fires or with the regulations of the Georgina Fire Department or with any insurance policy upon the Centre or any part thereof, or conflict with any of the rules of the Regional Municipality of York's Department of Health Services or with any statute or municipal by-law. The Town shall post lease loads or occupancy limits in each room of the Centre however, the GACAG must comply with such posted lease loads or occupancy limits.

11.7 The GACAG shall not by its act or omission cause any policy of insurance relating to the GACAG to be cancelled or the Centre or any part thereof to be made uninsurable. In the event the GACAG so causes such insurance policy to be cancelled or so causes the Centre to be made uninsurable then th.e Town may at its sole option (provided it has provided reasonable written notice to the GACAG and the GACAG has failed to commence or having commenced, is not diligently proceeding to cure the situation, and subject to force majeure) either:

(a) terminate this Agreement and following such termination the GACAG shall forthwith deliver up vacant possession of the Centre to the Town in the condition which the GACAG is requited to maintain under this Agreement; or

(b) at the GACAG's sol.e expense, enter upon the Centre and remedy the condition.

12 INDEMNITY

12.1 Notwithstanding any other terms, covenants and conditions contained in this Agreement, the GACAG shall promptly indemnify and hold harmless the Town from and against any and all claims in connection with any injury or any loss or damage to property arising from or out of this Agreement, or any occurrence in, upon or at the Centre, or the occupancy or use by GACAG of the Centre, or any part thereof, or occasioned wholly or in part by any fault, default, negligence, act or omission of the GACAG or by any person permitted to be on the Centre premises by the GACAG. The Town acknowledges and agrees that the GACAG is not liable if any claims, injury, loss or damage is due to the negligence, act, fault or default of the Town or those for whom it is in law responsible, or due to any peril against which the Town is or ought to have been insured under the terms of this Agreement.

12.2 The GACAG shall further indemnify and save harmless the Town from any and all liabilities, fines, suits, claims, demands, costs and actions of any kind or nature whatsoever to


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which the Town shall or may become liable for or suffer by reason of:

(a) any breach, violation or non-performance by the GACAG of any covenant, term or provision set out in this Agreement; or

(b) any breach, violation, or non-performance by the Centre of any covenant, term or provision, set out in any agreement it may have with a third-party, member of the GACAG, Board member, or employee of the GACAG.

12.3 The GACAG further agrees to indemnify and save harmless the Town, and acknowledges that the Town is not liable for and has no obligations to repay any debts incurred by the Centre in operating or providing any services or programs, whether contemplated by this Agreement or otherwise.

13 NON-COMPLIANCE

If the GACAG: a) fails to comply with any provision of this Agreement; b) fails to submit any document required to be submitted in this Agreement by the

applicable deadline; c) fails to provide the programs specifie<;l in this Agreement; d) fails to meet a particular KPI within a reasonable period of time; e) in the Town's sole and absolute determination, causes a circumstance or event of such a

serious nature that requires and warrants the termination of this Agreement; f) breaches a term or condition as set out in the License Agreement; or g) breaches a term or condition as set out in the Loan Agreement

then Council may, in its sole and absolute discretion, direct that the Town take any or all of the following steps:

i) withhold any portion of Grant payment to the GACAG until the breach is remedied by the GACAG;

ii) forfeit the Grant payment for that period; iii) terminate this Agreement; or iv) waive the failure to comply and pay the Grant payment for that period.

14 DEFAULT AND TERMINATION

14.1 a) b)

This Agreement may be terminated by the Town without notice if: the GACAG declares bankruptcy; a receiver is appointed on account of the GACAG's insolvency or in respect of any of its property; or

c) the GACAG makes a general assignment for the benefit of creditors.

14.2 This Agreement may be immediately terminated by Council, on behalf of the Town, if the GACAG fails to comply with any of the terms of this Agreement after having received thirty (30) days prior written notice from the Town requesting compliance. Upon notice of such termination, the GACAG shall return any unused Grant funds to the Town forthwith .


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14.3 Council, on behalf of the Town, may pass a resolution to terminate this Agreement at any time and for any reason whatsoever by providing six (6) months written notice to the GACAG. The GACAG shall, forthwith at the end of such notice period, return any unused Grant funds to the Town. Council may, at its sole and absolute discretion, provide for the transitioning and continuation of arts programming by the GACAG for an additional period of time up to six (6) months past the notice period.

14.4 In the event that the Town terminates this Agreement, the License Agreement shall also be terminated and shall end on the termination date of this Agreement.

15 DISPUTE RESOLUTION

In the event of a dispute between the parties as to any matter arising from this Agreement, the parties may meet to discuss and attempt to resolve the dispute. In th~ event that the parties are unable to resolve the dispute at such a meeting, the parties may mutually agree to engage and share the cost of the services of an independent third party facilitator to assil?t in resolving the dispute. Should such independent third party assistance fail to resolve the dispute, the Town shall put the matter before Council to make a decision. Any decision made by Council shall be a final decision on the matter, and the GA.CAG covenants and agrees to waive any claim it may have against the Town or Council in the event that Council dQes not decide the dispute in favour of the GACAG.

16 NOTICE

For matters related to the operation and interpretation of this Agreement, the contact person for the Town shall be the Manager of Cultural Services, and the contact person for the GACAG shall be the Chair of the Board of Directors. All other information that is required to be submitted in accordance with this Agreement, including notice.s, demands, requests , agreements, consents, approvals and payment (hereinafter collectively called a "Notice") which may be or are required to be given pursuant to the terms and conditions of this Agreement shall be in writing and shall be delivered personally to the following :

TO THE TOWN: 26557 Civic Centre Road Keswick, Ontario, L4P 3G1 Attention: Town Clerk

TO THE GACAG:

149 High Street Sutton, Ontario, LOE 1 RO Attention: Chair of the Board

A copy of any notice given in accordance with this section shall also be delivered to the Manager of Cultural Services and the Chief Administrative Officer for the Town. Such copy may be delivered in person or by email.


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17 GENERAL TERMS

17.1 This Agreement constitutes the entire agreement between the parties pertaining to this Services Agreement and supersedes all prior agreements, understandings, negotiations and discussion, whether oral or written, of the parties, with respect to the provision of Services. This Agreement may not be modified or amended except pursuant to an agreement in writing duly executed by the Town and the GACAG.

17.2 All rights and benefits and all obligations of the Town under this Agreement shall be rights , benefits and obligations of the Town in its capacity as a party to this Agreement and shall not derogate from the rights, benefits and obligations of the Town in its function as a municipal corporation, including any requirement to obtain Council approval prior to taking any action in accordance with this Agreement.

17.3 It is further agreed and declared that these presents shall extend to, be binding upon and ensure to the benefit of the parties hereto and the permitted successors and assigns of the GACAG, where the written consent of the Town has been so provided.

17.4 The terms of this Agreement shall survive the termination of this Agreement as may be necessary to give full and proper effect to the obligations contained herein.

17.5 Town policies affecting Town facilities (as may be amended from time to time) shall be deemed to form part of this Agreement, shall apply to the GACAG, and shall be followed by the GACAG at all times. The Town covenants and agrees to provide notice to the GACAG forthwith after implementing any changes to Town policies that affect Town facilities.

17.6 This Agreement shall be construed and enforced in accordance with the laws of the Province of Ontario and the laws of Canada applicable therein.

17.7 The invalidity or unenforc€)ability of any provision or covenant contained in this Agreement shall not affect the validity or enforceability of any other provision or covenant herein contained and any such invalid provision or covenant shall be deemed to be severable.

17.8 The parties agree that they are not partners or joint venturers and that the GACAG is not the agent of the Town and has no authority to bind the Town.

17.9 The GACAG covenants and agrees not to register, or cause or permit to be registered, this Agreement or any other document evidencing this Agreement against title to the Centre (or any part thereof). In addition, the GACAG further covenants and agrees not to give, register, or permit to be registered any encumbrance against the Centre.


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17.1 0 The terms and conditions of this Agreement and any supplements, modifications, amendments to, or renewals of this Agreement to which both parties agree shall be made in writing, duly executed and shall be made under and subject to the covenants, provisions and agreements contained herein.

17.11 Each provision of this Agreement is distinct and severable. If any provision of this Agreement, in whole or in part, is or becomes illegal, invalid or unenforceable in any jurisdiction, the illegality, invalidity or unenforceability of that provision will not affect the legality, validity or enforceability of the remaining provisions of this Agreement, or the legality, validity or enforceability of that provision in any other jurisdiction.


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IN WITNESS WHEREOF the Town and the GACAG have executed this agreement as of the date first written above.


Per: -----------------------Name:

Title:

Per: -----------------------Name:

Title:

We have the authority to bind the Corporation.

GEORGINA ARTS CENTRE & GALLERY

Per: -----------------------Name:

Title:

I have the authority to bind the Corporation.

Attachment 1 Report RC-20 16-0004

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SCHEDULE "A"

KEY PERFORMANCE INDICATORS (KPI) FOR THE GACAG KPI

Number of visitors annually Percentage of local visitors Change in visitors from prior year Customer satisfaction with program mix Customer satisfaction with quality level Customer satisfaction with overall governance Customer recognition and awareness of the GACAG Programming spending vs. total spending Programming hours per capita Earned revenue as a % of Town grant . . y Value of free programs delivered Number of partnerships Volunteer hours as a % of paid hours

How Calculated

TBD TBD TBD

TBD

TBD

TBD

TBD

TBD

TBD

TBD

TBD

TBD TBD

Related to GACAG Business Plan Goal (reference goal

number)


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85


REPORT NO. DES-2016-0001


JANUARY 27, 2016

SUBJECT: AWARD OF TENDER FES2015-086 PUMPER TANKER FIRE TRUCK

1. RECOMMENDATION:

1. That Council receive Report No. DES-2016-0001 prepared by the Department of Emergency Services dated January 27, 2016 respecting the Award of Tender FES2015-086 for the purchase of a pumper tanker fire truck.

2. That Council approves the bid submitted by Dependable Trucks & Tank Ltd., Brampton and that the Purchasing Manager is authorized to issue a Purchase Order to Dependable in the amount of $569,700.

3. That Council approves the amount of $50,000 be drawn from the Reserve for Contingencies to fund the overage of the replacement of R169 and T144.

2. PURPOSE:

The purpose of this report is to obtain Council approval:

• to approve an expenditure in excess of $1 00,000; • to approve a purchase in excess of the budgeted amount; • to replace T144 instead of T184; and • to accept the bid submitted by the lowest bidder, Dependable Trucks & Tank Ltd.,

Brampton with respect to the replacement of Rescue 169 and Tanker 144.

3. BACKGROUND:

In November 2015 Tender FES2015-086 called for the supply and delivery of a pumper tanker fire truck as approved by Council in the 2015 budget. The Tender was a two bid process consisting of a technical bid and a financial bid. As stated in the attached Memorandum from the Purchasing Manager dated January 8, 2016, 4 bids were received. After reviewing the technical portion of the bids submitted, 3 qualifying bids

86

Page 2 of Report No. DES-2016-0001

were then reviewed with respect to the financial portion of the tender. Dependable Trucks & Tank Ltd. was the low bidder.

4. ANALYSIS:

Rescue 169 has now exceeded its 20 year life cycle.

The 2015 budget approved the combining of the replacement cost of T184 together with the replacement cost of R 169 to provide the Georgina Fire Department with a multifunctional pumper tanker truck.

Further analysis of our tanker trucks has determined that T144's physical condition is such that it should be replaced prior to T184. Both T144 and T184 were purchased in 1998 and are due to be replaced in 2018. Staff recommend the award of tender will be for the replacement of R 169 and T144 not T184 as approved in the 2015 budget.

As stated above Dependable Trucks & Tank Ltd.'s technical submission determined that Dependable qualified based on its capabilities, vehicle specifications, warranty performance and staff are satisfied it will meet our requirements for the new pumper tanker.


The three qualifying financial bids received, as set out below were all over the 2015 budget approval of $520,000.

QUALIFIED PROPONENTS FINANCIAL BUDGET OVERAGE SUBMITSSION

Metalfab Ltd, $612,675.10 $92,675.10 Centreville, New Brunswick Dependable Trucks & Tanks Ltd., $569,700.00 $49,700.00 Brampton, Ontario Carrier Centres, Inc. & E-One, $681,557.28 $161,557.28 Brantford , Ontario

The reasoning for the overage in the budget is primarily due to the current exchange rate of the Canadian Dollar. Future forecast of the Canadian Dollar predicts a higher exchange rate in 2016, thereby further reducing the Canadian Dollar.


Considering that the report contains administrative processes in accordance with the Town's Purchasing By-law, there has been no related public consultation or notice.

87

Page 3 of Report No. DES-2016-0001

7. CONCLUSION:

Staff recommend that Council approve the bid submitted by Dependable and the transfer of the reserve funds to compensate for the current exchange rate of the Canadian Dollar.

Prepared and Recommended by: Approved by:

~ AdL Ron~ins, CMM Ill, CFO, Fire Service Executive, CEMC

~~~~~ _......r.---_.(1} Winanne Grant, B.A., AMCT, CEMC {J;V" ./

Chief Administrative Officer Director of Emergency Services/Fire Chief

RJ/hay

Attachment 1 - Memorandum from Purchasing Manager dated January 8, 2016

88

interoffice MEMORANDUM

To: Ron Jenkins, Fire Chief

Copy To: Michael Rozario, Deputy Fire Chief

From: Brian Jordan, Purchasing Manager

Subject: REQUEST FOR TENDER FES2015~086 PUMPER I TANKER FIRE TRUCK

Date: January 8, 2016

Tenders for the Supply of a Pumper Tanker Fire Truck Contract No. FES2015-086 closed at 2:00p.m., local time, December 11, 2015 as per the Bid Document. Those Tenders received were opened at 9:45 a.m., local time, December 14, 2015 in the Office of the Purchasing Manager, located on the second floor of the Civic Centre.

1. Brian Jordan, Purchasing Manager 2. Megan Edwards, Purchasing Assistant

Four (4) Tender submissions were received for Request for Tender FES2015-086 -Pumper !Tanker Fire Truck, they are as follows:

1. Metalfab Ltd., Centreville, N.B. 2. Carrier Centre's Inc. & E-One., Brantford 3. Dependable Trucks & Tank Ltd., Brampton 4. Arnprior Fire Trucks Corp., Arnprior ·

On Thursday, January 7, 2016, Deputy Chief Mike Rozario forwarded to the Purchasing Division the results of the Technical Evaluation. On Friday January 8, 2016, at 9:00a.m., in the Office of the Purchasing Manager, in the presence of the Purchasing Manager and the Purchasing Assistant, the Financial Submissions from the three qualifying Technical Submissions were opened and the Financial Evaluations were completed.

DES-2016-0001 Attachment 1

Page 1 of2

89

Evaluation Memo - FES2015-086

Three Proponents met the minimum required technical score and are to be considered for additional evaluation. The results of the Financial Submissions are as follows:

., .... Qualified Proponents ' Financial ·. ·. ·:Weighting . Scoring · .. ' . . . ·- ._ . ·. . . . .. . . . .. . : \-

(20 Points) ..

Submission ...

Carrier Centre's Inc.& E-One, $ 681,557.28 569}00.00 X 20 16.7 Brantford 681,557.28

Dependable Trucks & Tank Ltd. , $ 569,700.00 569,700.00 X 20 20 Brampton 569,700.00

Metalfab Ltd., Centreville, N.B. $ 612,675.10 569,700.00 X 20 18.6 612,675.10

The technical score and financial score for each qualifying Proponent are to be added together to achieve an overall score. The Proponent with the highest overall score is to be considered as the preferred submission.

In order to comply with the terms and conditions as setout in the Town's Purchasing By-law No. 2004-0120, section 6.0, Reports to Council may be required for the Department Head to submit the awarding of this Contract to Council for approval

Respectfully Submitted by:

Brian Jordan, Purchasing Manager

DES-2016-0001 Attachment 1

Page 2 of2

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CELEBRATING 15 YEARS! RECEIVED JA.:~l ~ ·, !011

January 1, 2o16 RECEIVED JA~l. 1 ~ 2~16 10th Annual York Region Character Community Awards

Nominations

Nominate someone deserving today!

The Character Community Foundation of York Region invites nominations for the lOth Annual York Region Character

Community Awards taking place on Wednesday, April 27, 2016, at the Richmond Hill Centre for the Performing Arts.

The Character Community Foundation's signature event is the annual York Region Character Community Awards which

recognizes individuals, schools, groups and businesses across York Region for demonstrating exemplary character

attributes including:

• Compassion • Inclusiveness • Perseverance

• Courage • Initiative • Respect

• Fairness • Integrity • Responsibility

• Honesty • Optimism

The Character Community Foundation of York Region represents a group of committed volunteers and leaders from the

community, government, education and business sectors who support our ongoing Mission to engage individuals and

organizations in positive character development and to work toward our Vision of having York Region lead in

community character development.

Additional information and on-line or downloadable nomination forms can be found on our website at:

www.charactercommunity.com.

Completed nomination packages can be submitted:

Online: www.charactercommunity.com PREFERRED METHOD

Mail to : Character Community Foundation of York Region, 17250 Yonge St, Newmarket, ON L3Y 6Zl

Fax to : 905 895 7480- Attention: Nikki Gauci

Nominations must be received on or before Monday, February sth. 2016 (or when theatre capacity has been reached).

Thank you for being a part of the Character Community initiative in York Region.

Live with character · Change our world

KarewA d.dt:4o-w Executive Director, Character Community Foundation of York Region

Registered Charity# 88722 1406 RR0001

For more information on the 2016 Character Community Awards, including Awards Sponsorship opportunities, please contact the Character

Community Foundation at 905 895 5155 ext. 134, or by email at [email protected]

91

MEMORANDUM

TO: Mayor Quirk Members of Council

FROM: John Espinosa, Town Clerk

SUBJECT: General Information Items

DATE: January 27, 2016

Please notify the Clerk's office if you wish to have any of these items placed on the agenda for discussion:

:je

i) Annual 'Statistical Report for the Town of Georgina for the Reporting Year 2015' for the Information and Privacy Commissioner, pursuant to the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.M.56.

ii) Irwin Glasberg, Assistant Deputy Attorney General of the Policy and Innovation Division at the Ontario Ministry of the Attorney General, concerning the modernization of the Provincial Offences Act (POA); update on the Ministry's exploration of new and innovative ways for Ontarians to resolve traffic tickets and other POA charges.

92

CORPORATION OF THE TOWN OF GEORGINA IN THE

REGIONAL MUNICIPALITY OF YORK

BY-LAW NO. 2016-0006 (COU-2)

BEING A BY-LAW TO CONFIRM THE PROCEEDINGS OF THE COUNCIL MEETINGS HELD ON THE 27th DAY OF JANUARY, 2016

WHEREAS under subsection 5(3) of the Municipal Act, S. 0. 2001, c. 25, as amended, the powers of a council of a municipal corporation shall be exercised by by-law;

AND WHEREAS it is deemed expedient that the proceedings of the Council of the Corporation of the Town of Georgina at its meetings held on the 27th day of January, 2016 be confirmed and adopted by by-law.

NOW THEREFORE, the Council of the Town of Georgina, in the Regional Municipality of York, hereby enacts as follows:

1. The proceedings and actions of Council as contained in the Reports and Additional Business referred to in Schedule 'A' at the end of this by-law are adopted and confirmed as if each proceeding and action were expressly adopted and confirmed by by-law. As if all such proceedings were expressly embodied in this by-law.

2. Subject to section 3, the Mayor, any other appropriate member of Council and the proper Town officials be authorized and directed to undertake all actions necessary to give effect to the proceedings and directions of Council referred to in section 1.

3. Where a proceeding or action requires an additional approval to that of Council before a particular action can be done in order to give full effect to it, the Mayor, any other appropriate member of Council and the proper Town officials before taking the particular action under the authorization of section 2, shall seek and obtain the necessary additional approval and are authorized to do so.

4. A document required to be signed on behalf of the Town shall be signed by the Mayor or Deputy Mayor, Town Clerk or Deputy Clerk.

93

-2-

5. A Member of Council, whose name is set out in Column 1 of Schedule 'B', Conflict of Interest, at the end of this by-law, has declared an interest with respect to any item in Column 2 set out opposite the member's name, and the Member has declared an interest in this confirmatory bylaw as it relates to the confirmation of the proceedings and actions on the item.

6. This by-law shall be signed by the Mayor and Clerk, affixed with the seal of the Corporation and engrossed in the By-law book.

READ and enacted this 27th day of January, 2016.



94

Schedule 'A' to By-law No. 2016-0006 (COU-2)

MINUTES

Council Meeting of January 27, 2016.

95

Schedule 'B' to By-law No. 2016-0006 (COU-2)

CONFLICTS OF INTEREST

Column 1

n/a

Column 2

n/a

the corporation of the town of georgina · 2019-10-23 · january 12, 2016 m (special council)...

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