Council Meeting Agenda - Lake of Bays

Township of Lake of Bays Municipal Offices Phone (705)635-2272 Fax (705)635-2132

Council Meeting Agenda – February 18, 2014

Corporation of the Township of Lake of Bays

A G E N D A

There will be a regularly scheduled meeting of Council held at 9:00 a.m., on February 18, 2014 in the Council Chambers of the Township of Lake of Bays Municipal Offices, Dwight, Ontario.NOTE: A closed session is scheduled to commence at the end of the meeting.

Page

1. MEETING CALLED TO ORDER - APPROVAL OF AGENDA(a) Council Meeting Agenda - February 18, 2014

2. DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURETHEREOF

3. DEPUTATION/DELEGATIONS(a) Lou Guerriero, Vice-chair

Muskoka Watershed Council Re: Muskoka Watershed Video Presentation

(b) Kim FairhallMillar Hill resident Re: School bus turnaround on Millar Hill Road

4. CONSENT AGENDAItems listed under the Consent Agenda are considered routine, and enacted in one motion. However, any Council member may request one or more items to be removed from the Consent Agenda for separate discussion and/or action. Each and every matter of business contained in the Consent Agenda is recorded separately in the minutes of the meeting. (a) Council Meeting Minutes - January 21, 2014

(b) Special Council Meeting Minutes - Capital Asset Review - Community Services, Administration and Fire - December 17, 2013

(c) Heritage Advisory Committee Meeting Minutes - November 12, 2013

(d) Community Emergency Management Program Committee Meeting Minutes - May 13, 2013 and December 9, 2013.

(e) 2013 Annual Heritage Advisory Committee Summary Report

(f) By-law 2014-026, being a by-law for the purpose of acquiring Part of Lot 10, in Concession 5 of the former Township of Franklin, now in the Township of Lake of Bays, in the District Municipality of Muskoka, designated as Part 1 on Plan 35R-22206 from Ticometer Investments Limited, and to establish same as

5-28

29-4749-57

59-6567-76

77-79

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4. CONSENT AGENDApart of the Municipal highway system and to name same Ronville Road. (Ticometer Investments Limited)(Franklin)(010-018-03200)(ORA File 06-03)

(g) Sale of Original Shore Road Allowances - Declaration of Surplus Lands:● OSRA File No. 13-03 (Guselle); and ● OSRA File No. 13-05 (1142268 Ontario Limited/O'Connor)

(h) By-law 2014-027, being a by-law for the purpose of closing that part of the original shore road allowance in front of Lot 4, in Concession 7, of the former Township of Finlayson, now in the Township of Lake of Bays, in the District Municipality of Muskoka, designated as Part 1 on Plan 35R-24376 (Guselle)(020-013-01200)(Finlayson)(1060 East Oxbow Lake Road)

(i) By-law 2014-030, being a by-law for the purpose of acquiring part of Lot 5 according to registered Plan M-241(N) of the former Township of Finlayson, now in the Township of Lake of Bays, in the District Municipality of Muskoka, designated as Part 2 on Plan 35R-24376 from Philip Guselle and Julie-Ann Guselle, and to establish same as part of the Municipal highway system and to name the road East Oxbow Lake Road. (Guselle)(020-013-01200)(Finlayson)(1060 East Oxbow Lake Road)

(j) By-law 2014-028, being a by-law for the purpose of closing those portions of the original shore road allowance in front of Lot 24 , in Concession 5, of the former Township of Franklin, now in the Township of Lake of Bays, in the District Municipality of Muskoka, designated as Parts 1 and 2 on Plan 35R-24372 (1142268 Ontario Limited/O'Connor)(010-015-05800)(Franklin)(1002 Bell Lane)

5. TENDERS

6. REPORTS AND BY- LAWS

(a) Planner

(b) Superintendent of Public Works(i) By-law 2014-029, being a by-law to appoint the Emergency Management

Program Committee for the purpose of preparing, upgrading and maintaining an Emergency Plan

(ii) Lumina Resort Unassumed Road Improvement Agreement (between Lot 15 and 16, Concession 6)(Roll # 4427-010-012-02200)

(c) Director of Building & By-law Services

(d) Fire Chief

(e) Director of Corporate Services

81-85

87-93

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(e) Director of Corporate Services(i) Christmas Schedule - 2014 Hours of Operation

(f) Deputy Clerk(i) Applications to Close Original Shore Road Allowances - Preliminary

Approval:● OSRA File No. 13-20 (MacLean/Manley Family Trust); ● OSRA File No. 13-40 (Dougherty); ● OSRA File No. 13-44 (Graham); and ● OSRA File No. 13-46 (MacIntosh)

(ii) Sale of Original Road Allowance - Declaration of Surplus Land:● ORA File No. 12-13 (Gaasenbeek)

(iii) By-law 2014-031, being a by-law for the purpose of acquiring part of Lot 9 according to registered Plan M-213 of the former Township of Ridout, now in the Township of Lake of Bays, in the District Municipality of Muskoka, designated as Part 9 on Plan 35R-24401 from Francine Horvath Gaasenbeek, and to establish same as part of the Municipal highway system. (Gaasenbeek)(010-021-06708 & 010-021-07400)(Franklin & Ridout)(1165-1 Bobshire Road)

(iv) By-law 2014-032, being a by-law for the purpose of closing and declaring surplus that portion of the original road allowance between Concession 14, in Concession “A” of the former Township of Ridout, now in the Township of Lake of Bays, in the District Municipality of Muskoka, designated as Part 7 on Plan 35R-24401, and exchanging that portion of the original road allowance for that part of Lot 9 according to registered Plan M-213 of the former Township of Ridout, now in the Township of Lake of Bays, in the District Municipality of Muskoka, designated as Part 9 on Plan 35R-24401(Gaasenbeek)(010-021-06708 & 010-021-07400)(Franklin & Ridout)(1165-1 Bobshire Road)

(g) Chief Administrative Officer(i) Revised - Monthly Reports

(ii) Renewal of Memorandum of Agreement – Dwight Outdoor Rink

(iii) By-law 2014-033, being a by-law to authorize the Mayor and Clerk to sign a memorandum of agreement between the Trillium Lakelands District School Board and The Corporation of the Township of Lake of Bays for the maintenance and operation of the Dwight Rink.

(h) Treasurer(i) Statement of Financial Activities for the Twelve Months Ending December

31, 2013

7. COMMUNICATION ITEMS AND PETITIONS

95-96

97-103

105-107

109-110111-114

115-132

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8. NOTICE OF MOTION

9. MAYOR AND MUNICIPAL COUNCILLORS' REPORTS

10.UNFINISHED BUSINESS(a) By-law to Prohibit and/or Regulate Trailers and Camping in the Township of

Lake of Bays (from December 10, 2013)

(b) Council Remuneration report (from December 10, 2013 Council Meeting)

(c) Solid Waste Management (Mayor Young - from December 10, 2013 Council meeting)

11.CLOSED SESSION/BUSINESS ARISING FROM CLOSED SESSIONIn accordance with Section 239, (1), (2), (3) and (3.1) of the Municipal Act, c.25, S.O. 2001, as amended, the Council of the Corporation of the Township of Lake of Bays will convene in Closed Session for discussion regarding: (a) Fire Department - Dispatch

● litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board.

12.CONFIRMING BY- LAW(a) By-law 2014-034, being a by-law to confirm the proceedings of the meeting of

Council held on February 18, 2014.

13.ADJOURNMENT(a) Next Meeting - March 11, 2014

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LAKE OF BAYS TOWNSHIP ACTION REQUIRED REGARDING

February 2014 THE SAFETY OF THE MILLAR HILL ROAD BUS STOP

Millar Hill Bus Turn Around General Information At this time, 10 elementary school students and 1 high school student are picked up by Campbell Bus Lines at Millar Hill Road and Highway 60. Additional students will be moving in this summer. Two of the homes, in which these students live, are located far enough in the road to warrant Campbell’s Bus Line to drive down the road in order to be picked up at their drive way. At this time, the Lake of Bays Township has a municipally maintained turn around at the end of Millar Hill Road by the Wildlife Sanctuary. It is located 4 km down the road. The end of the road has many large hills that have been a problem for busses in the past. In the past, Campbell’s Bus Line and the Trillium Lakelands District School Board deemed this turn around too far and too difficult to access, especially during the winter months. Over the past 4.5 years, several issues regarding safety have been brought to the Municipality of Lake of Bays Township, Trillium Lakelands District School Board and Campbell’s Bus Line. Some of these concerns include:

• Our children must cross Highway 60 in the morning to get on the bus. The entrance of Millar Hill Road’s is hidden from traffic when travelling east on Highway 60. The site line is poor and often the high-speed traffic struggles to stop for the busses flashing lights when they come over the hill and around the corner. At times, we have had to pull our children back off the road to avoid an accident.

• The traffic type on Highway 60 includes many large transport trucks, which struggle to stop quickly. Other vehicles are travelling at speeds of 80km/hour (the posted speed) to 120km/hour.

• Due to the layout of the entrance at Millar Hill Road, and the number of vehicles required to bring the number of children we have on our road to the bus stop, often there is struggles at the mouth of our road. On average, we have 3-4 vehicles at the end of the road. These conflicts include:

o The design of the entrance to Millar Hill Road is awkward as the road does a sharp “C” curve off the Highway 60. This causes issues around the congestion of the cars parked waiting for the bus.

o Many of our vehicles belong to working parents who drive larger vehicles and often have trailers attached. This causes congestion at the entrance of our road.

Agenda Item # 3(b) ...

Kim FairhallMillar Hill resident

Page 5 of 132

o Many of the citizens who live on Millar Hill Road also work with larger vehicles such as plows, trailers, tractors and truck and are required to enter and exit our road while the parents vehicles are on the side of the road. At the same time, students are also on the side of the road waiting for the bus to arrive. Entering and exiting Millar Hill Road is very disturbing as you are afraid of hitting children or another vehicle.

o At times, parents’ have had to move their vehicles onto Highway 60 to allow the plow to enter or exit the road. This requires us to either back up into Millar Hill Road or do a U-turn on Highway 60 to get back into the road to access the bus. Often we just drive our students to school for their own safety.

o With the amount of snow that we have on our banks, the entrance to Millar Hill Road is narrowing and even more difficult to see the children waiting for the bus. This causes even greater concerns for the issues above.

Action Required: At this time, the parents and homeowners on Millar Hill Road would like the Township of Lake of Bays to work in conjunction with the Trillium Lakelands District School Board and Campbell’s Bus Line to provide a new turn around for the school bus to utilize so that our children can be picked up at a safe location off of Highway 60. Thank you Prepared by: Kim Fairhall


Kim FairhallMillar Hill resident

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THE SAFETY OF THE MILLAR HILL

ROAD BUS STOP LAKE OF BAYS TOWNSHIP

Council Meeting February 18, 2014

Kim Fairhall

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 7 of 132

Agenda

• Current students

• Concerns regarding the location

• Winter concerns

• Action Requested

• Possible solutions

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 8 of 132

Students

o Currently, we have 10 elementary students and 1 high school student who are picked up by the buses at Millar Hill Road: • Crosier – 2 students • Shakespeare – 4 students • Fairhall – 2 students • Griffioen – 1 student

o After this summer, an additional high school student will join our bus situation when the Richard-Regier family moves onto our road.

o Total students: 12

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 9 of 132

Current Bus stop

• The current bus stop is located at Millar Hill Road and Hwy 60.

• Our children must cross Highway 60 in the morning to get on the bus.

• The entrance of Millar Hill Road’s is hidden from traffic when travelling east on Highway 60.

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 10 of 132

Hwy 60 travelling east

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 11 of 132

Looking west towards Huntsville

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 12 of 132

Winter Time…doesn’t help

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 13 of 132

Current Situation

o The site line is poor and often the high-speed traffic struggles to stop for the busses flashing lights when they come over the hill and around the corner.

o At times, we have had to pull our children back off the road to avoid an accident.

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 14 of 132

Traffic Concerns

o The traffic type on Highway 60 includes many large transport trucks, which struggle to stop quickly. Other vehicles are travelling at speeds of 80km/hour (the posted speed) to 120km/hour.

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 15 of 132

Millar Hill Road Congestion

• The design of the entrance to Millar Hill Road is awkward as the road does a sharp “C” curve off the Highway 60.

• This causes issues around the congestion of the cars parked waiting for the bus.

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 16 of 132


o Many of our vehicles belong to working parents who drive larger vehicles and often have trailers attached. This causes congestion at the entrance of our road.

o Many of the citizens who live on Millar Hill Road also work with larger vehicles such as plows, trailers, tractors and truck and are required to enter and exit our road while the parents vehicles are on the side of the road.

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 17 of 132

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 18 of 132

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 19 of 132


o At the same time, students are also on the side of the road waiting for the bus to arrive. Entering and exiting Millar Hill Road is very disturbing as you are afraid of hitting children or another vehicle.

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 20 of 132

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 21 of 132

Winter Concerns

o At times, parents’ have had to move their vehicles onto Highway 60 to allow the plow to enter or exit the road.

o This requires us to either back up into Millar Hill Road or do a U-turn on Highway 60 to get back into the road to access the bus. Often we just drive our students to school for their own safety.

o With the amount of snow that we have on our banks, the entrance to Millar Hill Road is narrowing and even more difficult to see the children waiting for the bus. This causes even greater concerns for the issues above.

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 22 of 132

Current Bus Turn Around

• At this time, the Lake of Bays Township has a municipally maintained turn around at the end of Millar Hill Road by the Wildlife Sanctuary.

• It is located 4 km down the road. The end of the road has many large hills that have been a problem for busses in the past.

• In the past and most recently, Campbell’s Bus Line and the Trillium Lakelands District School Board deemed this turn around too far and too difficult to access, especially during the winter months.

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 23 of 132

Millar Hill

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 24 of 132

Millar Hill

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 25 of 132

Action Requested

• At this time, the parents and homeowners on Millar Hill Road would like the Township of Lake of Bays to work in conjunction with the Trillium Lakelands District School Board and Campbell’s Bus Line to provide a new turn around for the school bus to utilize so that our children can be picked up at a safe location off of Highway 60.

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 26 of 132

Possible locations

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 27 of 132

Thank you for considering our request. Please help us keep our kids safe.

Agenda Item

# 3(b) ...

Kim

Fairhall

Millar H

ill resident P

age 28 of 132

The Corporation of the Township of Lake of Bays

Council Meeting - Tuesday, January 21, 2014 MINUTES

There was a regularly scheduled meeting of Council held at 9:00 a.m., on January 21, 2014 in the Council Chambers of the Township of Lake of Bays Municipal Offices, Dwight, Ontario.

Attendance Mayor Robert Young Councillors Robert Lacroix Nancy Tapley Terry Glover Ruth McEachern Ross Shane Baker Virginia (Ginny) Burgess Chief Administrative Officer Michelle Percival Treasurer Tom Gefucia Superintendent of Public Works Steve Peace Director of Corporate Services Carrie Sykes Planner Stefan Szczerbak Director of Building & By-law

Services Stephen Watson

Deputy Clerk Samantha Woods 1. MEETING CALLED TO ORDER - APPROVAL OF AGENDA

The meeting was called to order at 9:00 a.m. on January 21, 2014 by Mayor Young.

(a) Council Meeting Agenda - January 21, 2014

Resolution # 1(a)/01/21/14

Councillor Burgess and Councillor Glover BE IT RESOLVED THAT the Council Meeting Agenda dated January 21, 2014 be adopted as circulated.

Carried

Page 1 of 19

Agenda Item # 4(a) ...

Council Meeting Minutes - January 21, 2014

Page 29 of 132

Council Meeting Minutes - Tuesday, January 21, 2014

2. DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURE THEREOF Councillor Lacroix declared a potential disclosure of pecuniary interest with any budget discussions involving the libraries by reason of family relations.

3.

DEPUTATION/DELEGATIONS (a) Staff Sergeant, Mike Frew

Huntsville Detachment, Ontario Provincial Police Re: Status Update Staff Sergeant Frew provided Council with an update on calls of service for 2013 in the Township of Lake of Bays. Mayor Young thanked Staff Sergeant Frew for his update.

(b) Keith Ford & Robin Tapley

Fanshawe College Re: Viewing Guide for the Parkland at Northern Lights Muskoka (Copies were made available at the meeting) Keith Ford & Robin Tapley provided Council with the “Wildlife Viewing Guide” for Northern Lights Muskoka Nature Trails.

Mr. Ford designed the guide as part of the Adventure Expeditions and Interpretive Leadership course provided through Fanshawe College with Mr. Tapley as his course Facilitator;

Trails are categorized by levels of difficulty; Signs along the trail are still required prior to being open to the

public; and A QR (Quick Response) code at the beginning of the trail could

be scanned to download the trail guide to smart phones/devices to alleviate some financial printing costs.

Mayor Young thanked Mr. Ford and Mr. Tapley for developing the Wildlife Viewing Guide and noted that these trails will become a great asset to the patrons of the Township of Lake of Bays.

(c)

Danielle Van Eyck - President Dwight Winter Carnival Re: Rental Fee Reduction (also see Reports & By-laws - Planner - item #6(a)(i))

Ms. Van Eyck, President of the Dwight Winter Carnival Committee

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6.

(DWCC) presented Council the DWCC’s request for financial support and fee reduction and/or reconsiderations. It was noted that should the DWCC wish to apply for funding, the request be submitted in October of the preceding year to assist in a more efficient financial planning process with respect to the Municipal budget.

Resolution # 3(c)/01/21/14 Councillor Burgess and Councillor Glover BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays receives the following requests from the Dwight Winter Carnival Committee and APPROVES the following fees for the 2014 Dwight Winter Carnival event: o Special Events Permit fee in the amount of $50.00 o Temporary Road Closure fee in the amount of $0.00 o Vendor Permits fee in the amount of $100.00 o Dwight Community Centre fee reduction for the dance to the amount of $315 plus HST. Carried REPORTS AND BY-LAWS

(a) PLANNER (i) Allocation of Funds – Mayors Golf Tournament Reserve

Resolution # 6(a)(i)/01/21/14 Councillor Ross and Councillor Baker

WHEREAS the Council of the Corporation of the Township of Lake of Bays hereby receives the staff report "Allocation of Funds - Mayors Golf Tournament Reserve", dated January 21, 2014. BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays hereby APPROVES the application for funding from the Dwight Winter Carnival in the amount of $2,051.

Carried

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3.

Mayor Young thanked Ms. Van Eyck and the Dwight Winter Carnival Committee for the hard work, dedication and commitment that goes into organizing the Carnival and wishes them continued success.

(d) Dexter Perera, Partner BDO Dunwoody, Huntsville Re: Asset Management Plan Mr. Perera provided Council with a brief overview of the Asset Management Plan and noted the following:

It is a high level review and financial model that is flexible and adaptable to circumstances and changes in events;

Should be utilized as a long term management tool; The plan covers a 10 year timeframe; Identifies current and future needs; It is a working model that needs to be updated annually in order

to be used to its full potential. Examples: o Inflation; o Borrowing rates; o Tax rates; o Costing changes; and o Funding needs, etc.

Key Resources used in Plan were: o 2013 Operational and Capital Budget o 2010 Roads Needs Study o 2012 Municipal Structure Inventory o Internal Capital Asset Review

The current plan is showing a cash shortfall of $2.7 million after 10 years;

The Plan should be reviewed in sections and public involvement is key.

Offered to go over the Asset Management Plan in more detail at a separate venue.

Mayor Young thanked Mr. Perera for his presentation and expressed the Township’s appreciation for the effort that has gone into the Plan.

Resolution # 3(d)/01/21/14 Councillor Burgess and Councillor Glover

BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays hereby receives the "Asset Management

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Page 32 of 132


Plan" dated December 31, 2013 prepared by BDO Dunwoody. Carried

4. CONSENT AGENDA

Items listed under the Consent Agenda are considered routine, an enacted in one motion. However, any Council member may request one or more items to be removed from the Consent Agenda for separate discussion and/or action. Each and every matter of business contained in the Consent Agenda is recorded separately in the minutes of the meeting.

Resolution # 4/01/21/14 Councillor Lacroix and Councillor Ross WHEREAS the Council of the Corporation of the Township of Lake of Bays reviewed the Consent Agenda consisting of various proposed resolutions/by-laws; and NOW THEREFORE BE IT RESOLVED THAT the Mayor and Council approve and adopt the recommendations contained in the Consent Agenda dated January 21, 2014 and direct staff to proceed with all necessary administrative actions. Carried

(a) Council Meeting Minutes - December 10, 2013

Resolution # 4(a)/01/21/14

Councillor Lacroix and Councillor Ross

BE IT RESOLVED THAT the Council Meeting Minutes for the meeting dated December 10, 2013 be adopted as circulated. Carried

(b) Library Board Minutes - November 25, 2013

Resolution # 4(b)/01/21/14

Councillor Ross and Councillor Baker

BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays hereby receives the Library Board Minutes dated November 25, 2013. Carried

Page 5 of 19



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(c) Summary of Delegation of Powers Report (November & December

2013)

Resolution # 4(c)/01/21/14 Councillor Baker and Councillor Ross BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays hereby receives the staff report "Summary of Delegation of Powers Report (November & December 2013)", dated January 21, 2014. Carried

(d) Summary of Water Test Results (November & December 2013)

Resolution # 4(d)/01/21/14 Councillor Tapley and Councillor Glover BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays hereby receives the staff report "Summary of Water Test Results (November & December 2013)", dated January 21, 2014. Carried

(e) Building Report for November 2013

Resolution # 4(e)/01/21/14 Councillor Glover and Councillor Tapley BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays receives the staff report "Building Report for November 2013" dated January 21, 2014. Carried

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Page 34 of 132


(f) Building Report for December 2013

Resolution # 4(f)/01/21/14 Councillor Baker and Councillor Ross BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays hereby receives the staff report "Building Report for December 2013" dated January 21, 2014. Carried

(g) By-law Enforcement Activity Report for November & December 2013

Resolution # 4(g)/01/21/14 Councillor Baker and Councillor Ross BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays hereby receives the staff report "By-law Enforcement Activity Report for November & December 2013", dated January 21, 2014. Carried

(h) Sale of Original Shore Road Allowance - Declaration of Surplus Land

OSRA File No. 13-16 (Sargent); and OSRA File No. 13-24 (Poole)

Resolution # 4(h)/01/21/14

Councillor Glover and Councillor Tapley WHEREAS the Council of the Corporation of the Township of Lake of Bays hereby receives the staff report "Sale of Original Shore Road Allowance - Declaration of Surplus Lands: • OSRA File No. 13-16 (Sargent); and • OSRA File No. 13-24 (Poole)", dated January 21st, 2014; BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays declares the following Township owned real property to be surplus:

the original shore road allowance in front of Lot 11, Concession 9, former Township of McLean, now Township

Page 7 of 19



Page 35 of 132


of Lake of Bays, District Municipality of Muskoka, being Part 7 on Plan 35R-20756 (Sargent - 040-013-02900 - McLean - 2971 Muskoka Road 117 - Lake of Bays) (Part 8 is flooded - to be retained by Township); and

the original shore road allowance in front of Lot 1,

Concession 11 former Township of McLean, now Township of Lake of Bays, District Municipality of Muskoka, being Part 1 on Plan 35R-24349 (Poole - 040-015-06600 - McLean – 1215 Grandview Lake Road – Lake of Bays) (Part 2 is flooded - to be retained by Township).

Carried

(i) By-law 2014-013 - being a by-law for the purpose of closing those

portions of the original shore road allowance in front of Lot 11, in Concession 9, of the former Township of McLean, now in the Township of Lake of Bays, in the District Municipality of Muskoka, designated as Parts 7 and 8 on Plan 35R-20756. (Sargent)(040-013-02900)(2971 Muskoka Road 117) By-law 2014-013 was read a first, second and a third time and finally passed.

(j) By-law 2014-016, being a by-law for the purpose of acquiring Part of Lot

11, Concession 9 of the former Township of McLean, now in the Township of Lake of Bays, in the District Municipality of Muskoka, designated as Part 4 on Plan 35R-20756 from Thomas Carlton Sargent and Sandra Jane Sargent, and to establish same as part of the Municipal highway system and to name the road Stratheid Road.(Sargent)(040-013-02900)(2971 Muskoka Road 117) By-law 2014-016 was read a first, second and a third time and finally passed.

(k) By-law 2014-017, being a by-law for the purpose of closing those

portions of the original shore road allowance in front of Lot 1, Concession 11, former Township of McLean, now in the Township of Lake of Bays, in the District Municipality of Muskoka, designated as Parts 1 and 2 on Plan 35R-24349(Poole)(040-015-06600)(1215 Grandview Lake Road) By-law 2014-017 was read a first, second and a third time and finally passed.

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5. TENDERS Nil

6. REPORTS AND BY- LAWS

(a) PLANNER (i) Allocation of Funds - Mayors Golf Tournament Reserve

(Report and Resolution #6(a)(i)/01/21/14 passed during Delegation #3(c) Danielle Van Eyck – President, Dwight Winter Carnival)

(b) SUPERINTENDENT OF PUBLIC WORKS

(i) Oxtongue Rapids Snowmobile Bridge

Resolution # 6(b)(i)/01/21/14 Councillor Baker and Councillor Ross BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays hereby receives the staff report "Oxtongue Rapids Snowmobile Bridge", dated January 21, 2014. AND FURTHER that the Council of the Corporation of the Township of Lake of Bays direct staff to enter into an agreement with the Algonquin Snowmobile Club which would continue to allow the snowmobile club to use Township land for the bridge and access through the township park located at 1294 Oxtongue Rapids Park Road (Con A, Part Lot 21 and 22)(Franklin). Carried

(ii) Golf Course Road Rehabilitation

Resolution # 6(b)(ii)/01/21/14 Councillor Baker and Councillor Ross BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays receives the staff report "Golf

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Course Road Rehabilitation", dated January 21, 2014. Carried

(c) DIRECTOR OF BUILDING & BY-LAW SERVICES

Nil

(d) FIRE CHIEF Nil

(e) DIRECTOR OF CORPORATE SERVICES

Nil

(f) DEPUTY CLERK (i) Introduction to CivicWeb

The Deputy Clerk gave a brief overview of the new CivicWeb Council Portal that is now part of the Township’s website. It is a one-stop source for local government information that is easy to search, navigate and print documents. Accessible from any device and with any browser, key documents such as agendas, minutes, reports and Public Notices are now available.

(ii) Application to Close Original Shore Road Allowance for Preliminary

Approval - OSRA File No. 12-38 (Hoggard)

Resolution # 6(f)(ii)/01/21/14 Councillor Baker and Councillor Ross WHEREAS the Council of the Corporation of the Township of Lake of Bays hereby receives the staff report "Application to Close Original Road Allowance for Preliminary Approval - OSRA File No. 12-38 (Hoggard)", dated January 21, 2014; BE IT RESOLVED THAT the application to stop up and close the original shore road allowance in front of part of Lot 4, Concession 7, abutting property identified as Roll # 040-0054-02701, McLean Ward be WITHDRAWN at the request of the applicant's agent. Carried

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A short break was held from 10:37 a.m.–10:50 a.m.

(g) CHIEF ADMINISTRATIVE OFFICER Nil

(h) TREASURER

(i) By-law 2014-014, being a by-law to provide an interim tax levy

By-law 2014-014 was read a first, second and a third time and finally passed.

(ii) By-law 2014-015, being a by-law to authorize borrowing from time

to time to meet current expenditures during the fiscal year ending December 31, 2014 By-law 2014-015 was read a first, second and a third time and finally passed.

(iii) Fire Services Agreement

Resolution # 6(h)(iii)/01/21/14 Councillor Glover and Councillor Tapley BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays hereby receives the staff report "Fire Services Agreement", dated January 21, 2014. Carried

(iv) Statement of Financial Activities for the Eleven Months Ending

November 30, 2013 The Treasurer noted the following:

ODRAP funding had been estimated at $100,000 but the Township received $357,000;

Revenues are up $340,000; Building, Taxes, Planning, Clerks revenues are up due to

an increase in applications; OLRA funds in:

o 2010 revenues were $78,000; o 2011 revenues were $176,000;

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o 2012 revenues were $215,000; and o 2013 revenues were $259,000.

Recommended not applying for usage of any Gas Tax Funds in 2013. The Fund can be used at any time for future Roads projects;

Parks Fund is depleting and the $160,000 that was originally to be withdrawn should remain; and

A Discretionary Reserve fund could be used by Council at any time to fund a future project.

Resolution # 6(h)(iv)/01/21/14 Councillor Glover and Councillor Tapley BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays receives the staff report "Statement of Financial Activities for the Eleven Months Ending November 30, 2013", dated January 21, 2014. AND FURTHER THAT staff is directed to not fund any capital out of parks fund, to not apply for usage of any gas tax funds in 2013 and to move an amount to a discretionary reserve fund to fund future projects. Carried

(vii)

2014 Budget - N3 Notes to Budget The Treasurer presented the following significant changes to 2014 Draft Budget 3:

Operations: Council Expenses (Council Electronics)

$8,400

Community Policing Revenue (no community policing officers in Lake of Bays)

$4,200

Community Policing Expenses (Expenses transferred to municipal office)

-$6,400

Finance Revenue (Rent reduced as no charge to community policing)

$1,800

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Office Reception (part time)

$21,500

Municipal Office Expenses (Telephone, R&M building and insurance from Community Policing)

$4,600

Public Works Expenses (Road side ditching increase)

$25,000

Muskoka Watershed Grant

$500

Grant for Nurse Practioner Station

$30,000

Total Operations $89,600.00 Capital: Revenue:

Official Plan Reserve Development Charges for

Official Plan

-$20,000

-$11,851

Total -$31,851 Expenses

Official Plan $31,851 Total Capital $0

Net Levy - Capital $727,440 Net Levy – Operating ($593,488) $ Net Levy Increase $133,952 Taxation Levy 2013 $4,026,275 The levy impact before and including new initiatives is 3.3%

Council discussed using funds from the General Reserve to reduce the levy.

Councillor Tapley proposed that Golf Course Road be completed ½ in 2014 and ½ in 2015. Staff noted the following:

In the 10 year capital budget, 2014 is at $1.5 million and 2015 is at $2.1 million without moving anything for Golf Course Road.

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In 2013, $200,000 of Gas Tax Funds are being used to

support expenses of $1.5 million.

In 2015, approximately $200,000 in the Gas Tax Funds are to be used to support $2.1 million.

The original report presented to Council indicated resurfacing Golf Course Road in one piece. If the process is broken up, there will be a seam in the road which could impact the roads degradation over time as there will be a weak point.

Councillor Tapley tabled the following Motion:

Resolution # 6(h)(vii)(a)/01/21/14 Councillor Tapley and Councillor Baker

BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays direct Public Works to advance work on Golf Course Road to be completed 1/2 in 2014 and finished in 2015, with funding to come from the Gas Tax Reserve and the 2013 surplus (estimated $179,000 per year).

Defeated

Mayor Young tabled the following Motions:

Resolution # 6(h)(vii)(b)/01/21/14 Councillor Glover and Councillor Tapley

BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays directs staff to reduce the 2014 levy to 2%, funded from the general reserve fund.

Carried

Resolution # 6(h)(vii)(c)/01/21/14 Councillor Ross and Councillor Baker

BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays directs staff to add $25,000 to the combined brushing and ditching budget funded from the general reserve fund.

Carried

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(v) (vi)

Resolution # 6(h)(vii)(d)/01/21/14 Councillor Burgess and Councillor Glover BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays directs staff to add $50,000 to the 2014 Capital Budget to advance the completion of the Roads Needs Study from 2015 to 2014, funded from the general reserve fund. Carried

2014 Budget - B3 Budget Operations

Resolution # 6(h)(v)/01/21/14 Councillor Glover and Councillor Tapley BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays hereby receives the staff report "2014 Budget - B3 Budget Operations", dated January 21, 2014. Carried

2014 Budget - C3 Capital Budget 2014-2023

Resolution # 6(h)(vi)/01/21/14 Councillor Tapley and Councillor Glover BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays hereby receive the staff report "2014 Budget - C3 Capital Budget 2014-2023", dated January 21, 2014. Carried

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(vii) 2014 Budget - N3 Notes to Budget

Resolution # 6(h)(vii)/01/21/14 Councillor Baker and Councillor Ross BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays hereby receives the staff report "2014 Budget - N3 Notes to Budget", dated January 21, 2014. Carried

Resolution # 6(h)(vii)(e)/01/21/14 Councillor Tapley and Councillor Glover BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays adopts the 2014 Municipal Budget levy in the amount of $4,106,801.00 Carried


(a) Golf Course Road Residents re: Golf Course Road

Resolution # 7(a)/01/21/14 Councillor Lacroix and Councillor Ross BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays hereby receives the letter from Golf Course Road residents regarding Golf Course Road. Carried

(b) Ron Huizer, Principal - Beacon Environmental, re: Transportation

Environmental Study Report (TESR) for the Replacement and Rehabilitation of Six Structures on Highways 60, 35, 188 (GWP 5070-07-00 and GWP 5095-13-00)

Resolution # 7(b)/01/21/14 Councillor Lacroix and Councillor Ross

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BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays hereby receives the letter from Ron Huizer, Principal - Beacon Environmental, re: Transportation Environmental Study Report (TESR) for the Replacement and Rehabilitation of Six Structures on Highways 60, 35, 188 (GWP 5070-07-00 and GWP 5095-13-00) Carried

8. NOTICE OF MOTION

Nil 9. MAYOR AND MUNICIPAL COUNCILLORS' REPORTS

(a) Mayor Young

Looking forward to 2014 - Common points from Councillor meetings o Capital assets, expansion of Municipal office and better utilizing

space. Initiatives will be brought forward. o District Waste Allotment – assessment based, flat fee based?

Will be brought forward shortly o Lot on Bigwin Island – continue to remain in Township

ownership; o Official Plan – 100 foot setback to be discussed, rural

development issues, shoreline yard setbacks for structure locations; and

o Work with staff in round table discussions and share ideas – likely in Closed Session.

Passing of Bordy Boothby - Contributions to the Township over the years o Always willing to help both the Township and the public without

hesitation; and o The Township has lost a very valuable member of the

community and his contributions won’t be forgotten.

Major Highway Maintenance - Letter of support to Premier Wynne of Huntsville's Resolution o Hwy 35 and Hwy 60 are in rough shape as a result of reduced

winter maintenance; and o Since Mayor Doughty’s CTV interview, the Ministry of

Transportation is now willing to set up a meeting to discuss the reduced standards that have now been assigned.

Cellular Tower Update: o Britannia - erected and under test – available towards the end of

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January o Limberlost - competing proposals

300-500 metres apart; Rogers first to apply with a self-supporting tower 70-80

metres in height. North edge of North Limberlost Road on private property;

Bell Canada have applied for a guide tower on the Loon Lake Hunting and Fishing Club property;

They are both well off the road, meet criteria, don’t impact people and give great coverage from Walker Lake to Tasso Lake; and

The two companies are to meet with Township staff and discuss how to move forward together

o Delbrooke Drive - second tower request Rogers have applied for a tower in the Dorset Narrows

area; 100 feet away from the existing Bell Tower; 29.9 metre tree style tower; One lot width; Lower in height then the Bell Tower; Staff have suggested that the two companies should

discuss co-locating on the same tower; and Staff and the Mayor are meeting January 22nd, 2014 with

members from companies to discuss options.

10. UNFINISHED BUSINESS

(a) By-law to Prohibit and/or Regulate Trailers and Camping in the

Township of Lake of Bays (from December 10, 2013 Council meeting) (b) Council Remuneration (from December 10, 2013)

11. CLOSED SESSION/BUSINESS ARISING FROM CLOSED SESSION

Nil 12. CONFIRMING BY- LAW

(a) By-law 2014-018, being a by-law to confirm the proceedings of the

meeting of Council held on January 21, 2014 By-law 2014-018 was read a first, second and a third time and finally passed.

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13. ADJOURNMENT (a) Next Meeting - February 11, 2014

Resolution # 13(a)/01/21/14 Councillor Tapley and Councillor Glover BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays adjourns at 12:15 p.m. to meet again on February 11, 2014 at 9:00 a.m. in the Council Chambers of the Municipal Office, Dwight, Ontario. Carried

Mayor Clerk

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Special Council Meeting - Tuesday, December 17, 2013 MINUTES

There was a special meeting of Council held at 1:00 p.m., on December 17, 2013 for the discussion regarding The Capital Asset Review – Community Services, Administration and Fire in the Council Chambers of the Township of Lake of Bays Municipal Offices, Dwight, Ontario.

Attendance Mayor Robert Young Councillors Robert Lacroix Nancy Tapley Terry Glover Ruth McEachern Ross Shane Baker Virginia (Ginny) Burgess Chief Administrative Officer Michelle Percival Treasurer Tom Gefucia Superintendent of Public Works Steve Peace Director of Corporate Services Carrie Sykes Planner Stefan Szczerbak Deputy Clerk Samantha Woods

Fire Chief Steve Hernen

Regrets Director of Building & By-law


1. MEETING CALLED TO ORDER - APPROVAL OF AGENDA

(a) Special Council Meeting - December 17, 2013

Resolution # 1(a)12/17/13 Councillor Burgess and Councillor Glover BE IT RESOLVED THAT the Special Council Meeting Agenda dated December 17, 2013 be adopted as circulated. Carried

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Special Council Meeting Minutes - Capital Asset Review

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Council Meeting Minutes - Tuesday, December 17, 2013

2. DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURE

THEREOF Councillor Lacroix declared a potential disclosure of pecuniary interest with any discussions involving the libraries by reason of family relations.

3. DEPUTATION/DELEGATIONS

(a) Don Chevalier, former Chief Administrative Officer (CAO)

Re: Capital Asset Review – Administration, Libraries and Fire Mr. Chevalier, presented his report entitled “Administration, Libraries and Fire” dated December 17, 2013 and noted the following: Analysis of Facilities Data Administration (p.7)

Facilities include the Municipal office, Archives building located at the Dwight public works yard, Public Safety which was acquired from the District and the Tourism booth; and

The operating budget is $79,540 for all of the Administration Facilities

Fire (p.9)

The fire stations include: Port Cunnington, Hillside, Baysville and Interlaken;

Most constructed in the early to mid-1990’s; Their operating expenses are $30,609; and Hillside fire hall was originally on the Tally Ho property and

reconstructed to its current location. Libraries (p.32)

Two facilities – Dwight and Baysville; Dwight was constructed by volunteers and funding from the

Province; and Operating costs for both is $69,204.

Summary of Facilities Assessment (p.34) Administration

Municipal Office – Physical is “Very Good (5) – Normal

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maintenance required”, Capacity is “Poor (2) – Supports 70-79% demand”;

o During the HR review it was noted that staff do not have enough room to be effective and efficient in their daily operations of their work.

Tourism booth – Physical and capacity is “Poor(2) – Substantial upgrade required and Supports 70-79% of demand”; and

Archives building – Physical and Capacity is “Very Good (5) – Normal maintenance required and Supports = or > 100% of demand”.

Public Safety

Emergency Trailer – Physical is “Average (3) – significant maintenance required” and Capacity is “Average (3) – Supports 80-89% demand”:

o No water; o Electric heat; o Backup generator; and o Requires insulation.

Libraries

Dwight – Physical is “Very Good (5) – Normal maintenance required” and Capacity is “Average (3) – Supports 80-89% of demand” – nearing capacity; and

Baysville – Physical and capacity is “Very Good (5) – Normal maintenance required and Supports = or > 100% of demand” .

Fire Stations

All four fire stations received “Very Good (5)” for both physical and capacity.

The Service (p.35-40, 54-56) Administration (p.35)

Municipal Valuers (Mandatory) & Fence-Viewers (Mandatory) – these positions currently are “other duties as assigned” to current staff.

Analysis of Service Cost – Administration (p. 37)

Administration covers a broad component and does include taxation;

$895,701 are allocated to other departments; and Public Safety – had a grant in that year which gave the surplus

in that department.

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Municipal Fire Responsibilities (Mandated) (p.37)

A fire program must include public education with respect to fire safety and certain components of fire prevention by appointing a community fire safety officer OR establish a fire department;

1974 Council established a local fire department through By-law 74-46;

Fire Chief (Mandatory) – responsible for overseeing fire department administration, facilities, fleet and equipment and recruitment for fire suppression services;

Automatic Aid Agreement – By-law 02-48 provides fire protection services to both Township of Algonquin Highlands and Lake of Bays;

Fire Aid Agreement – By-law 02-49 – District Municipality of Muskoka is responsible for the provision of ambulance services;

Joint Fire Services Agreement was established in 2000 with the Town Huntsville for the administration and oversight of the Lake of Bays Fire Services department;

Fire Dispatch Services – agreement with 1283392 Ontario Limited (carrying on business as Peerless Security);

Forest Fire Management – agreement with the Province that we will handle all the forest fires (69,966 hectares within the municipality) for an annual rate approximately $15,000; and

Fire Protection Act only requires a community fire safety officer and a smoke alarm program.

Fire Department Activities (LOB) (p.39)

Response types: o Fire; o Power lines; o Vehicle collision; o Water rescue; o Medical; o Assistance (FD OPP); and o Other.

Chief Hernen indicated that medical calls are on the increase with approximately 100 calls so far in 2013; and

Approximately 50% of the calls are medical. Analysis of Service Cost – Fire/Community Police (p. 40)

Fire net service costs were $547,291; Community Policing net service costs were $1,955 which

included funding from the District of Muskoka; however the District of Muskoka has now removed all Community Policing offices in Lake of Bays;

Fire Chief Hernen advised part time fire fighters have increased

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from 56 in 2011 to 58 in 2012; and Full-time employees increased to 6 as of 2012.

Libraries (p.54)

Dwight Library was first located in Irwin Memorial School and was then moved to the former Township office located beside Dwight Post Office;

A new Dwight library was constructed as an addition to the Dwight Community Centre in 1991;

The Baysville branch was established in the late 1800’s in the home of Mrs. J. Campbell. It then moved to the former Township of McLean office (now Baysville Seniors), circa 1897;

In 1991 the Baysville library branch opened in the arena/community centre facility;

The addition was constructed in approximately 2008; Establishing a public library is discretionary; in 1975 the Council

established the Lake of Bays Public Library (By-law 75-53); Once the public library was established, the following positions

are mandatory: o Chief Executive Officer; o Secretary; o Treasurer; and

Public Libraries Act provides them their authorities. Analysis of Service Cost – Libraries Dwight and Baysville (p. 56)

Net = $285,893; and Hours of Operation were also listed for both Libraries.

Performance Measures for Muskoka Municipalities (p.61-62)

Fire is based on Operating Costs per $1,000 assessment = $0.24;

Library is based on Operating Costs per person (permanent population) = $133.49;

Administration is based on Operating costs as percentage Total Operation Costs = 5.4%; and

In order to review Administration stats we would have to approach other municipalities and find out what they allocated for their Performance Measures.

Performance Measures (Library)

0.6 square feet of library space per capita is often referred to as an “industry standard”;

The Dwight Library is 2.4 sq.ft./capita; and The Baysville Library is 2.66 sq.ft./capita.

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The Analysis (p.71) Discussion was held with respect to the capacity levels of the following Municipal buildings:

Administration Archives Public Safety Tourism Fire Halls

Extracts from Prior Fire Studies (p.72-73) Fire Chief Hernen noted the following: Insurance Industry Standards used to be that if you were within

8 kms of a fire station you are adequately covered. The Insurance industry is now considering 15 kms;

Modern firefighting techniques now take a 3 minute response time;

A house will flash within 3 minutes with new modern construction. Fires more than 3 minutes away from a responding fire station may be totally lost;

By the time you page a crew, have them respond to the hall, get a truck, leave the hall, the average time is 6 minutes plus drive time;

The Genivar study was silent on the issue of location; With respect to Interlaken Fire Station:

o If there is a structure fire in the Interlaken area another station would automatically be called out;

o These firefighters are able to handle medical calls; o Does not have the correct number of volunteers to staff

the hall to adequately to do the job safely; o The Genivar report uses NFPA1710 which specifies

adequate number of fire fighters you need at a scene in order to safely and adequately attack a dwelling fire;

o Without 10 properly trained fire fighters that can do an interior attack we should not be entering a building;

o Ministry of Labour would be involved if something went wrong;

o If the insurance company looked at Interlaken it would not recognize it as a Fire Station;

o Had 7 emergency calls last year. 4 were medical, 2 were power line and one was a garbage can on fire;

o The average age of an Interlaken fire fighter is 63 years of age. Other stations average 43 years of age;

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o Of the 8 fire fighters that are at Interlaken - four are not permitted to wear air packs due to health reasons;

o Physical manpower is not there; o Will require a $300,000 pumper truck next year (which

would be located at Port Cunnington – their truck would then be moved up to Interlaken); and

o If a fire truck is not required to be put up there, we would save 6 or 7 years on the plan of spending the $300,000.

Fire Underwriters Survey (p.74)

Mr. Chevalier noted the following: Council to review Appendix “I” as it gives the particulars of how

they do these ratings; 1997 the Township had a “Superior Tanker”; and Mobile water supply and had to maintain a certain a certain flow

for a certain period of time – Oxtongue, Port Cunnington, Hillside and Interlaken were included to keep this mobile water unit going (was good for 5 years).

Fire Chief Hernen advised of the following: Modern firefighting techniques have changed - if you have

waterfront property, Insurance companies will now accept that you can pump water directly from the lake to fight the fire.

Recommendations (p.77 and 79) Administration (p.77) Discussions included:

An addition to the Municipal Office estimated to cost $500,000; Relocating Council Chambers to the Dwight Community Centre

and relocating some departments to the Council Chambers space could have issues when sharing documents between locations;

Implementing a standard efficiency performance measurement program (full time permanent vs. seasonal residents) would be beneficial with future analysis of Township;

Developing a municipal communication strategy that includes processes for listening to and communicating with the public at regular intervals (Twitter just commenced);

User fee consolidation strategy has been established; and Constructing a new washroom facility in the community.

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Fire (p.77) Having one fire station in the south and one fire station in the

north the same as the Libraries; Could amalgamate Hillside and Port Cunnington to one

centralized station; and Chief Hernen noted the following:

o Huntsville has one station; o Port Sydney has one station; o These two halls adequately cover the geographic

Huntsville area; and o Baysville at 20 members helps out Huntsville Fire

Department and covers the 3 & 4 Concessions of Huntsville.

Libraries (p.79) Councillor Lacroix having previously declared a disclosure of pecuniary interest left Council Chambers at 2:22 p.m. prior to any discussion regarding Libraries.

Doing well keeping up with technology; Why are libraries operating at a higher cost level then other

communities; and A synopsis of other communities would be a benefit in the

future, however the Library Board is responsible for obtaining that information.

Councillor Lacroix returned to Council Chambers at 2:28 p.m.

4. CONFIRMING BY- LAW

(a) By-law 2013-164, being a by-law to confirm the proceedings of the

special meeting of Council held on December 17, 2013.

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5. ADJOURNMENT

(a) Next Meeting - January 14, 2014

Resolution # 5(a)12/17/13 Councillor Burgess and Councillor Glover BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays adjourns at 2:40 p.m. to meet again on January 14, 2014 at 9:00 a.m. in the Council Chambers in the Municipal Office, Dwight, Ontario. Carried

Mayor Clerk

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Heritage Advisory Committee Meeting - Tuesday, November 12, 2013 MINUTES

There was a regularly scheduled meeting of the Heritage Advisory Committee held at 4:00 p.m., on November 12, 2013 in the Council Chambers of the Township of Lake of Bays Municipal Offices, Dwight, Ontario.

Attendance Chair Nancy Tapley Co-Chair/Councillor Ruth Ross Members of Committee Jacqueline Godard Harriet Muirhead Penny McEachern Rebecca Krawczyk Deputy Clerk Samantha Woods

Regrets Mayor Robert Young Huntsville/Lake of Bays Chamber

of Commerce Kelly Haywood

Leeanne Fetterly 1. MEETING CALLED TO ORDER - APPROVAL OF AGENDA

(a) Heritage Advisory Committee Meeting Agenda - November 12, 2013

Resolution # 1(a)11/12/13 Jacqueline Godard and Councillor Ross BE IT RESOLVED THAT the Heritage Advisory Committee agenda dated November 12, 2013 be adopted as circulated. Carried


THEREOF Nil

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Agenda Item # 4(c) ...

Heritage Advisory Committee Meeting Minutes - November

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Heritage Advisory Committee Meeting Minutes - Tuesday, November 12, 2013

3. CONSENT AGENDA

Items listed under the Consent Agenda are considered routine, and enacted in one motion. However, any Committee member may request one or more items to be removed from the Consent Agenda for separate discussion and/or action. Each and every matter of business contained in the Consent Agenda is recorded separately in the minutes of the meeting.

Resolution # 3/11/12/13 Jacqueline Godard and Councillor Ross BE IT RESOLVED THAT the Heritage Advisory Committee approves and adopts the recommendations contained in the Consent Agenda dated November 12, 2013 and directs staff to proceed with all necessary administrative actions. Carried (a) Minutes: Heritage Advisory Committee Meeting Minutes - August 20,

2013

Resolution # 3(a)11/12/13 Jacqueline Godard and Councillor Ross BE IT RESOLVED THAT the Heritage Advisory Committee Meeting Minutes dated August 20, 2013 be adopted as circulated. Carried

4. DEPUTATIONS/DELEGATIONS

Nil 5. REPORTS

(a) Intention to Designate- (Billie Bear Resort)

Staff noted that this file is on hold at the request of Val at Billie Bear Resort as she is awaiting approval from the Billie Bear Lakeside Community Club.

Resolution # 5(a)11/12/13

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Jacqueline Godard and Councillor Ross BE IT RESOLVED THAT the Heritage Advisory Committee receives the draft staff report "Intention to Designate (Billie Bear Resort)(Bella Lake), Property Roll No.: 4427-020-009-04700, Civic Address: 1341 Billie Bear Resort Road". Carried

(b) 2014 Township of Lake of Bays Meeting Schedule

Resolution # 5(b)11/12/13 Harriet Muirhead and Rebecca Krawczyk BE IT RESOLVED THAT the Heritage Advisory Committee receives "2014 Township of Lake of Bays Meeting Schedule". Carried

6. DISCUSSIONS

(a) Update from Working Group Meeting

Baysville Heritage Walking Tour (October 15th, 2013) The working group (consisting of Jacqueline Godard, Ruth Ross, Nancy Tapley and Harriet Muirhead) met in Baysville on October 15, 2013 at the Fork in the Road; Parking places – Bottom of falls, by Fork in the Road Very nice walk around Baysville:

1. Fork in the Road 2. Miss Nelle’s 3. Gazebo - Grismal Park (Seven G8 sign boards) 4. The waterfront past the Falls (2 Provincial plaques) 5. Continues along past three cemeteries 6. The River (should have a stone bench located there or

something else for viewing or for a rest) 7. Arena (access to washrooms) & kids playground 8. Edge of University street has a G8 sign board by the old

Kokkos corners

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9. Along past Cobblestone houses 10. Rafter’s of Muskoka 11. Churches 12. Centennial Park (under pass under the bridge)

Stores, restaurants, etc. along the way; One road crossing point; Walking tour was approximately 1 hour in length; Baysville Community Group has meetings 4 times a year,

Harriet was hoping to attend and bring some of the walking tours;

Randy French is leading the Baysville Community Group; Those meetings are open to the public; Chair Tapley attended a meeting in Huntsville that had statistics

from Stats Canada for Cultural Tourism and noted the following from the meeting:

- Different types of Tourism o Sport Tourism (2%) o Adventure Tourism o Culinary Tourism o Cultural Tourism (8-10%)

- Cultural Tourism what makes this area unique, different, find out about people, place, history;

- More walking tours, sign boards, etc.; - Some Heritage buildings have the barcode scanner so

tourists in the area can scan their phone on the code and it will bring up the heritage attributes and history of the building;

- Lake of Bays is a cultural hub and destination; - Baysville and Dorset were mentioned for their summer

festivals; - Dwight was noted for the music at the Farmers Market; - Report will be linked to Township website; - Baysville – Lake of Bays Brewery as there is food nearby

and the sign boards; and - Dorset – Bigwin Boat was noted as well.

(b) Update from staff:

Past Member plaques

Staff noted that the plaques have been ordered. Walnut coloured laminate, 8 x 10, print is black ink on gold and

the logo is colour

North Portage Quilt Resolution # 8(a)09/10/13 (September 10, 2013)(Council)

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WHEREAS The Township of Lake of Bays Heritage Advisory Committee has received the donation of a pioneer quilt crafted by the North Portage settlers in 1915.

AND WHEREAS the Heritage Committee has taken measures to preserve the quilt for display purposes and education outreach for future generations.

BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays approves the display of the Heritage Quilt in the Dwight Municipal Office Council Chambers.

Staff noted that the quilt was being delivered on November 13,

2013 in the afternoon by Dawson Glass; Plaque wording for quilt should be worked on and will be located

on the plexi-glass where the matte is located; Committee noted that an official unveiling of the quilt should be

held sometime in the spring. Perhaps April or May 2014.


(a) Guidance document from Ministry of Tourism, Culture and Sport

Revised guidance documents for projects subject to the Renewable Energy Approvals (REA)

Cultural Heritage Resources: An Information Bulletin for projects subject to O.Reg. 359-09

Resolution # 7(a)11/12/13 Rebecca Krawczyk and Harriet Muirhead BE IT RESOLVED THAT the Heritage Advisory Committee receives correspondence "Guidance document from Ministry of Tourism, Culture and Sport: Revised guidance documents for projects subject to the

Renewable Energy Approvals (REA) Cultural Heritage Resources: An Information Bulletin for

projects subject to O.Reg. 359-09" Carried

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(b) Municipal Financial Incentives for Heritage Properties Getting Started: Heritage Property Tax Relief - A Guide for

Municipalities Community Improvement Planning Handbook

Resolution # 7(b)11/12/13 Harriet Muirhead and Rebecca Krawczyk BE IT RESOLVED THAT the Heritage Advisory Committee receives correspondence, "Municipal Financial Incentives for Heritage Properties: Getting Started: Heritage Property Tax Relief - A Guide for

Municipalities Community Improvement Planning Handbook" Carried Committee noted that the Northern Delights building (part of the Nickel and Dime logging operation – their storage building for the boat) in Dorset located on the water near the bridge is scheduled for demolition and they are looking at rebuilding in the summer of 2014 in the same footprint. Councillor Ross requested the Committee contact the Lake of Bays Navigation Society and Marine Museum to ask them if they would be interested in designating the “Purser’s office building” for official heritage designation.

Resolution # 7(b)(ii)11/12/13 Harriet Muirhead and Rebecca Krawczyk BE IT RESOLVED THAT the Heritage Advisory Committee of the Corporation of the Township of Lake of Bays contact the Lake of Bays Navigation Society and Marine Museum and make the suggestion that they put forward to this committee the Purser’s office building for official heritage designation.

8. UNFINISHED BUSINESS

(a) Website - Online Heritage Register Development (on-going)

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(b) Tramway Creek Plaque (on hold by the Paint Lake Ratepayer's Association) (c) Heritage Designations

Billie Bear Resort (on hold pending approval from Billie Bear board members) Rock Island (site visit conducted July 26/13)

(d) Storage & Display for Heritage Collection (Request by Lake of Bays Heritage

Foundation - Jan. 22/13 Agenda) (e) Provincial Plaque (First Nations)

Chair Tapley is still working with the Cultural Liaison of the Rama First Nations Reserve

9. ADJOURNMENT

(a) Next meeting - January 14, 2014

Resolution # 9(a)11/12/13 Harriet Muirhead and Rebecca Krawczyk BE IT RESOLVED THAT the Heritage Advisory Committee of the Corporation of the Township of Lake of Bays adjourns at 5:20 p.m. to meet again on Tuesday January 14, 2014 in the Council Chambers at the Municipal Office. Carried

Chair Clerk

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Community Emergency Management Program Committee - Monday, May 13, 2013 MINUTES

There was a regularly scheduled meeting of the Community Emergency Management Program Committee held at 1:00 p.m., on May 14, 2013 in the Council Chambers of the Township of Lake of Bays Municipal Offices, Dwight, Ontario. Attendance C.E.M.C. Steve Peace Mayor Robert Young Councillor Shane Baker Chief Administrative Officer Don Chevalier Director of Corporate Services Michelle Percival Fire Representative Stephen Hernen Garry Monohan O.P.P. Representative Mike Frew Medavie EMS Ontario John Procek Pauline Meunier Deputy Clerk Carrie Sykes Regrets Councillor Virginia (Ginny) Burgess 1. MEETING CALLED TO ORDER - APPROVAL OF AGENDA

The meeting was called to order at 1:00 p.m. on May 13, 3013 by the C.E.M.C. Steve Peace. a) Community Emergency Management Program Committee Agenda -

May 13, 2013

Resolution # 1(a)/05/13/13 Stephen Hernen and Councillor Baker BE IT RESOLVED THAT the Community Emergency Management Program Committee agenda dated May 13, 2013 be adopted as circulated. Carried

1

Agenda Item # 4(d) ...

Community Emergency Management Program

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Community Emergency Management Program Committee Minutes - Monday, May 13, 2013


THEREOF 3. APPROVAL OF MINUTES

a) Community Emergency Management Program Committee Meeting

Minutes - February 4, 2013

Resolution # 3(a)/05/13/13 Stephen Hernen and Councillor Baker BE IT RESOLVED THAT the Community Emergency Management Program Committee Meeting Minutes dated February 4, 2013 be adopted as amended. The minutes to be amended as follows: Header (page 1) should read: "There was a regularly scheduled meeting of the Community Emergency Management Program Committee........." Carried

4. DELEGATIONS 5. REPORTS

a) Storm Event (April 19, 2013) Summary

Resolution # 5(a)/05/13/13 Councillor Baker and Mike Frew BE IT RESOLVED THAT the Community Emergency Management Program Committee receives the staff presentation "Storm Event (April 19, 2013) Summary" at the May 13, 2013 meeting. Carried

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6. DISCUSSIONS a) Emergency Plan

2013 Review and Update • EMS, Police, Fire, Mayor and Councillor Baker were provided a

copy of the Emergency Plan on CD • Staff were provided individual copies of the plan to review in the

J:Drive • All revisions are to be back to the C.E.M.C. by July 12, 2013 Distribution plans • At the February 4th meeting the C.E.M.C. collected all the

Emergency Plan binders to be updated and stored at the emergency trailer rather than in the possession of those members of the committee and control group;

• New system would allow better control measures of the binders and ensure that all the plans are up-to-date;

• C.E.M.C. advised that he has received feedback from some members that would like to change this system;

• Three (3) options - Option #1 have the plan available on the Township website (password protected); Option # 2 have the plan provided to each member in the form of binder; and Option #3 have the plan provided to each member in the form of USB key.

• The majority of committee members were in support of receiving the plan in binders again;

• OPP noted that they will require two (2) binders. b)

Resolution # 6(a)/05/13/13 Pauline Meunier and Stephen Watson WHEREAS the Community Emergency Management Program Committee receives Council direction as follows:

WHEREAS the Township suffered major infrastructure damage during the recent flood conditions with the washout of roads and bridges; AND WHEREAS some residents were isolated by the closures of these roads and bridges; THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays direct staff to

3



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identify and pre-plan evacuation routes where possible for future emergency planning.

Carried C.E.M.C. advised that staff would be investigating the possible evacuation routes over the Spring. Summer and Fall this year.

7. CORRESPONDENCE

a) Allison J. Stuart, Assistant Deputy Minister and Chief, Ministry of

Community Safety and Correctional Services, re: Completion of Program Elements 2012.

Resolution # 7(a)/05/13/13 Stephen Watson and Mayor Young BE IT RESOLVED THAT the Community Emergency Management Program Committee receives correspondence from Allison J. Stuart Assistant Deputy Minister and Chief, Ministry of Community Safety and Correctional Services, re: Completion of Program Elements 2012. Carried

8. UNFINISHED BUSINESS 9. ADJOURNMENT

a) Next Meeting - August 19, 2013

C.E.M.C. advised that the CEMC course in Bracebridge scheduled for April 23 and 24, 2013 was cancelled due to the flooding in Muskoka and has been rescheduled for July 23 and 24, 2013. There are limited spaces left so persons interested in participating are encouraged to register as soon as possible.

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Resolution # 9(a)/05/13/13 Mayor Young and Stephen Watson BE IT RESOLVED THAT the Community Emergency Management Program Committee of the Township of Lake of Bays adjourn at 1:30 p.m. to meet again on August 19, 2013 at 1:00 p.m. in the Council Chambers of the Dwight Municipal Office, Dwight, Ontario. Carried

Chair Clerk

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Community Emergency Management Program Committee - Monday, December 9, 2013 MINUTES

There was a regularly scheduled meeting of the Community Emergency Management Program Committee held at 1:00 p.m., on December 9, 2013 in the Council Chambers of the Township of Lake of Bays Municipal Offices, Dwight, Ontario.

Attendance C.E.M.C. Steve Peace Mayor Robert Young Councillor Virginia (Ginny) Burgess Councillor Shane Baker Chief Administrative Officer Michelle Percival Director of Corporate Services Carrie Sykes Fire Representative Chief Stephen Hernen O.P.P. Representative Dave Dobson Director of Building & By-law


Deputy Clerk Samantha Woods Roads Clerk Linda Pinkerton

Regrets Medavie EMS Ontario Bob Goodfellow 1. MEETING CALLED TO ORDER

The meeting was called to order at 1:04 p.m. on December 9, 2013 by the C.E.M.C Steve Peace. (a) Community Emergency Management Program Committee Agenda -

December 9, 2013

Resolution # 1(a)12/09/13 Councillor Burgess and Stephen Hernen BE IT RESOLVED THAT the Community Emergency Management Program Committee agenda dated December 9, 2013 be adopted as circulated. Carried

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Community Emergency Management Program Committee Minutes - Monday, December 9, 2013

2. DISCLOSURE OF PECUNIARY INTEREST Nil

3. APPROVAL OF MINUTES

(a) Community Emergency Management Program Committee Meeting

Minutes - May 13, 2013

Resolution # 3(a)12/09/13 Councillor Burgess and Stephen Hernen BE IT RESOLVED THAT the Community Emergency Management Program Committee meeting minutes dated May 13, 2013 be adopted as circulated. Carried

4. DELEGATIONS

Nil 5. REPORTS

(a) Public Awareness and Education Plan

Resolution # 5(a)12/09/13 Dave Dobson and Stephen Hernen BE IT RESOLVED THAT the Community Emergency Management Program Committee receive the report entitled "Public Awareness and Education Plan", dated December 9, 2013. FURTHER THAT the Community Emergency Management Program Committee recommend to the Council of the Corporation of the Township of Lake of Bays approval of the "Public Awareness and Education Plan", as attached for submission to Emergency Management Ontario. Carried

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(b) Annual Staff Training

Resolution # 5(b)12/09/13 Dave Dobson and Stephen Hernen BE IT RESOLVED THAT the Community Emergency Management Program Committee receive the report "Annual Staff Training", dated December 9, 2013. Carried

(c) Annual Exercise

Resolution # 5(c)12/09/13 Mayor Young and Stephen Hernen BE IT RESOLVED THAT the Community Emergency Management Program Committee receive the report "Annual Exercise", dated December 9, 2013. Carried

6. DISCUSSIONS

a) Annual Compliance Requirements

CEMC confirmed that in accordance with the Township Emergency Management Plan the Committee is to hold 4 meetings per year.

The Compliance Report for 2013 has been submitted to Emergency Management Ontario for approval.

b) Annual Staff Training

The community volunteers expressed their interest in a more “hands on” participation with the exercise. Perhaps there could be more use for the volunteers with a mock registration and inquiry session.

Volunteer involvement is crucial as they have not been involved in previous mock exercises.

A combined training session is in the works with Huntsville.

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The District Municipality of Muskoka is looking at doing a District wide emergency session as well.

These training seminars are a good tool to see how long different segments of an emergency could take and the difficulties that could arise.

c) Meetings

It was questioned if there was a way for the C.E.M.P.C meetings to take place via the internet.

Officer Dobson of the OPP and Fire Chief Hernen of the Fire Department noted that it’s easier for them to physically attend the meetings.

7. CORRESPONDENCE

Nil 8. UNFINISHED BUSINESS

(a) Identify and pre-plan evacuation routes where possible for emergency

planning (from May 13, 2013 CEMPC meeting)

9. ADJOURNMENT

(a) Next Meeting - January 29, 2014 - 9:00 a.m.

Resolution # 9(a)12/09/13 Mayor Young and Stephen Hernen BE IT RESOLVED THAT the Community Emergency Management Program Committee of the Township of Lake of Bays adjourn at 1:15 p.m. to meet again on January 29th, 2014 at 9:00 a.m., in the Council Chambers of the Dwight Municipal Office, Dwight, Ontario. Carried

Chair Clerk

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RECOMMENDATION: BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays receives the staff report “2013 Annual Heritage Advisory Committee Summary Report” dated February 18th, 2014. ORIGIN: Pursuant to the Reporting and Monitoring Requirements as set out in the Heritage Advisory Committee Terms of Reference, the Committee is to submit an annual report summarizing its activities to Council. These accomplishments highlight the efforts put forth by the committee to preserve, protect and promote our irreplaceable built, natural and cultural heritage. ANALYSIS: The Township of Lake of Bays Heritage Committee has worked diligently this year towards achieving the objectives, roles and responsibilities as set out in the Ontario Heritage Act, R.S.O. 1990, as amended. The Heritage Advisory Committee has accomplished or is in the process of achieving the following: Heritage Designations

• Processed Heritage Designation for the Garryowen Property (4351 Muskoka Road 117) – approved by Council August 13th, 2013 by By-law 13-098.

• Finalized Heritage Designation for the Hadwen Property (1078 Bona Vista Road) – approved by Council March 12th, 2013 by By-law 13-030.

• Received the following requests for designation: James Ingles (Rock Island – Lake of Bays) – conducted site visit July 26th, 2013 Billie Bear Lakeside Community Club (Bella Lake) – report pending BBLCC

approval • Total number of designations so far at 14.

Heritage Tax Relief Program

• Received an application from the Garryowen Property (4351 Muskoka Road 117) • Program is now up to six (6) participants providing the following tax relief in 2013:

THE CORPORATION OF THE TOWNSHIP OF LAKE OF BAYS REPORT

TO: Mayor Young and Members of Council

FROM: Samantha Woods, Deputy Clerk DATE: February 18, 2014 RE: 2013 Annual Heritage Advisory Committee Summary Report

Agenda Item # 4(e) ...

2013 Annual Heritage Advisory Committee Summary Report

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2013 Annual Heritage Advisory Committee Summary Report Page 2 of 3 February 18th, 2014

Municipal taxes = $1,331.36 Upper tier taxes = $2,580.83 Education taxes = $1,837.18

Heritage Plaque & Awards

• Tramway Creek plaque was put on hold by The Paint Lake Ratepayers’ Association until the bridge construction is completed.

• First Nations Provincial Plaque, still in negotiation. • Repaired and re-erected historic Robertson family plaque in Baysville on Old Hwy 117

– family donated $200.00 towards repair costs. Heritage Registry

• Collected and archived historical information for the Heritage Registry. • Online version of the Heritage Registry was not compatible with new Township

Website – new one has been created and will be updated as time permits. Survey Inventory and Research

• The ‘working group’ within the committee continues to meet every other month (when no formal meeting is scheduled) to conduct background research and any other legwork that is required to make progress on projects in an attempt to reduce the amount of staff time needed.

• Heritage Walking Tour for Dwight took place August 20th, 2013 at 9 a.m. launched from Dwight Farmer’s Market.

• Received artifacts, monetary donation and (the Committee, along with help from The Framing Place, Huntsville) successfully restored and mounted 1915 North Portage war quilt, all donated by Jean McLean and Doug Stinson, in memory of his wife Jacqueline Hood, descendants of the Hood family (original settlers) of North Portage.

Information and Education

• Dwight Walking Heritage Tour Brochure created and distributed to the public. It has been uploaded to the township website. A grant was received from Muskoka Futures for $4,000.

• Baysville Walking Heritage Tour in the preliminary stage. Community Involvement and Liaison with Community

• Leanne Fetterly with the Huntsville/Lake of Bays Chamber of Commerce joined the Heritage Advisory Committee.

• Participated in 2013 Doors Open in a joint venture with the Town of Huntsville, Town of Gravenhurst and the Huntsville/Lake of Bays Chamber of Commerce held June 28-30, 2013.

• The Heritage Advisory Committee joined the Huntsville & District Historical Society. • Donated Britannia Inn items to Muskoka Heritage Place.



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2013 Annual Heritage Advisory Committee Summary Report Page 3 of 3 February 18th, 2014

• Lake of Bays Heritage Foundation expressed interest in collaborating to establish a safe secure location for the collection and display of Lake of Bays history (museum) – still outstanding.

Budget

• Created a budget that was approved by Council and committee has successfully been able to work within the budget.

• Professional Development – seminars/workshops attended by staff in 2013 were free – other training was approved by Committee for staff to attend however, due to time restraints, was unable to attend.

• Part Time Hourly - $4,750 in budget for summer student in 2013, however difficult to have a part time student due to deadlines for submissions and supervision over that individual.

FINANCIAL IMPLICATIONS: Not applicable ALTERNATIVES: Not applicable LINKAGE TO COMMUNITY-BASED STRATEGIC PLAN: This report as presented follows the following Strategic Priorities:

• Engage and communicate openly with the community Prepared by, Approved by, Reviewed by, __ ______ Samantha Woods Carrie Sykes, Dipl. M.A., CMO Michelle Percival CMMIII, CMO Deputy Clerk Director of Corporate Services Chief Administrative Officer REFERENCES: • Terms of Reference, Heritage Advisory Committee • Ontario Heritage Act, R.S.O. 1990 • By-law 07-165, Heritage Tax Relief Program • Designation Files – Garryowen designation & Hadwen designation • Heritage Property Tax Relief Files – HPTR #13-01 (Garryowen) • 2013 Heritage Advisory Committee Agendas & Minutes • 2013 Budget



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RECOMMENDATION: WHEREAS the Council of the Corporation of the Township of Lake of Bays hereby receives the staff report "Sale of Original Shore Road Allowances - Declaration of Surplus Lands: • OSRA File No. 13-03 (Guselle); and • OSRA File No. 13-05 (1142268 Ontario Limited/O’Connor)", dated February 18th, 2014; BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays declares the following Township owned real property to be surplus:

• the original shore road allowance in front of Lot 4, Concession 7, former Township of Finlayson, now Township of Lake of Bays, District Municipality of Muskoka, being Part 1 on Plan 35R-24376 (Guselle - 020-013-01200 - Finlayson - 1060 East Oxbow Lake Road - Oxbow Lake); and

• the original shore road allowance in front of Lot 24, Concession 5, former Township of Franklin, now Township of Lake of Bays, District Municipality of Muskoka, being Part 1 on Plan 35R-24372 (1142268 Ontario Limited/O’Connor - 010-015-05800 - Franklin - 1002 Bell Lane - Lake of Bays) (Part 2 is flooded - to be retained by Township).

ORIGIN: The Township has received completed applications for closing the original shore road allowances and the applicable application fees. Pursuant to Township Policy a resolution is being presented declaring the lands to be surplus. The public meeting has been scheduled for February 18th, 2014; therefore, it is prudent to formally declare the subject lands as surplus to the Township's needs. The Public Notices were published in the January 30th and February 6th, 2014 editions of the muskokaregion.com (formerly the Muskoka Weekender) and posted on the Township website. ANALYSIS: Staff, having reviewed the applications, has no concerns with respect to their approval:

• Appendix "A" - Guselle - OSRA 13-03 • Appendix "B" - 1142268 Ontario Limited/O’Connor - OSRA 13-05

THE CORPORATION OF THE TOWNSHIP OF LAKE OF BAYS

REPORT

TO: Mayor Young and Members of Council FROM: Samantha Woods, Deputy Clerk DATE: February 18th, 2014 RE: Sale of Original Shore Road Allowances - Declaration of Surplus Lands: • OSRA File No. 13-03 (Guselle); and • OSRA File No. 13-05 (1142268 Ontario Limited/O’Connor)

Agenda Item # 4(g) ...

Sale of Original Shore Road Allowances - Declaration of

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OSRA (Guselle & 1142268 Ontario Limited/O’Connor) Page 2 of 5 February 18th, 2014

FINANCIAL IMPLICATIONS: Not applicable - although we estimate revenue for land acquisition fees to be approximately $20,139.00 (1142268 Ontario Limited/O’Connor). The Township will acquire Part 2 on Plan 35R-24376 in an exchange for the transfer of Part 1 on Plan 35R-24376 (Guselle). The applicants will pay the difference between the current cost of the road allowance and the current purchase price of the original shore road allowance based on the municipal fee schedule, approximately $2,292.72. The purpose of the land exchange is for the Township to obtain registered title to a portion of East Oxbow Lake Road. ALTERNATIVES: Option 1: Declare original shore road allowances as surplus

• Township can proceed with the conveyance of lands and receive revenue through land acquisition fees

• Township will acquire registered title to a portion of East Oxbow Lake Road

• Conveyance of lands will allow applicants to legalize title of subject lands and their existing encroachments

• The applicants have incurred expenses in the processing of these applications (i.e. survey, advertising, legal)

Option 2: Maintain ownership of original shore road allowances

• Lands would remain in public ownership • Applicants would be required to continue with Licenses of Occupation to

permit existing encroachments whereby the Township would receive yearly revenue

LINKAGE TO THE COMMUNITY-BASED STRATEGIC PLAN: This report represents the following strategic priorities:

• Engage and communicate openly with the community. Prepared by, Approved by, Reviewed by, _________ _______ __ Samantha Woods Carrie Sykes, Dipl. M.A., CMO Michelle Percival, CMMIII, CMO Deputy Clerk Director of Corporate Services Chief Administrative Officer /jc



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OSRA (Guselle & 1142268 Ontario Limited/O’Connor) Page 3 of 5 February 18th, 2014

REFERENCES:

• Municipal Act, 2001, S.O. c.25 • AD-2.1 Licence of Occupation Policy and Procedures (effective July 19/11) • AD-2.2 Original Shore Road Allowance Closure Policy and Procedures (effective

March 2001 - revised January 2013) • Departmental circulations re: applications and subject properties • Property Roll Files (laserfische) re: 4427-020-013-01200 and 4427-010-015-05800 • Registered Plans M-294, 35R-24372 and 35R-24376 • OSRA Files 13-03 & 13-05 • Council Resolution #6(f)(i)/07/09/13 (July 9th, 2013) • By-law 12-026 - Classification of Highways • Muskokaregion.com (former the Muskoka Weekender)



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RECOMMENDATION: BE IT RESOLVED that the Council of the Corporation of the Township of Lake of Bays receives the staff report “Lumina Resort Un-assumed Road Improvement Agreement” dated February 18, 2014. AND FURTHER that the Council of the Corporation of the Township of Lake of Bays select Option 1 and direct the Mayor and Clerk to enter into an Un-assumed Road Improvement Agreement (between Lot 15 and 16, Concession 6, Roll # 4427-010-012-02200) with Lumina Resort (Thomas Hungerford) once confirmation of a finalized District of Muskoka entrance permit can be obtained. ORIGIN: The property owner is requesting to cross the road allowance between Lot 15 and 16, Concession 6, near District Road 21 (See Appendix A) ANALYSIS: The District of Muskoka has already issued an entrance permit for an entrance that leads to the section of Road Allowance in question but the final inspection has not been completed. This entrance permit was requested Feb 12, 2012 and had 1 year to be completed. As part of the Un-assumed Road Improvement Agreement process all Township departments are circulated for comment. Below are the comment/concerns: Clerks Department No concerns Building Department No concerns Planning Department A Consent application to divide roll number 010-012-

02200 into 3 waterfront properties and a consent application to grant a right-of-way over roll number



FROM: Steve Peace – Superintendent of Public Works DATE: February 18, 2014

RE: Lumina Resort Un-assumed Road Improvement Agreement (between Lot 15 and 16, Concession 6 Roll # 4427-010-012-02200)

Agenda Item # 6b(ii)...

Lumina Resort Unassumed Road Improvement Agreement

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Lumina Resort Un-assumed Road Improvement Agreement Page 2 of 2 February 18, 2014

010-012-02601 have been submitted. Due to the possibly that extensive work that may be required to construct the road through the subject property a development permit may be required.

FINANCIAL IMPLICATIONS: N/A ALTERNATIVES:

Option 1 Direct the Mayor and Clerk to sign the agreement with the applicant once a finalized District of Muskoka Entrance permit is obtained.

Option 2 Deny the application.

Option 3 Direct the Mayor and Clerk to sign the agreement with

the applicant once a finalized District of Muskoka Entrance permit is obtained, and the severance and right of way applications are approved.


• Ensure sound, innovative, transparent financial planning; • Engage and communicate openly with the community;

Prepared by, Reviewed by, ___________________________ Steve Peace Michelle Percival Superintendent of Public Works Chief Administrative Officer REFERENCES: Pinestone Engineering Ltd. Letter dated Jan 29, 2014 District of Muskoka – Entrance Permit



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UNASSUMED ROAD IMPROVEMENT AGREEMENT THIS AGREEMENT MADE THIS ____ DAY OF ____________ 2014 BETWEEN: Thomas Hungerford, Lumina Resorts

HEREINAFTER CALLED THE “APPLICANT”

AND The Corporation of the Township of Lake of Bays

HEREINAFTER CALLED THE “CORPORATION”

WHEREAS there exists a Road Allowances, located between Lots 15 and 16 on Concession 6, Franklin Ward, now in the Township of Lake of Bays (the Subject Property); AND WHEREAS said improvements will be approximately 25 meters of Road Allowance to be used as a driveway into 4427 010 012 02200 which is planned to be severed. AND WHEREAS the Council of the Corporation has approved such request by resolution dated the _______________. NOW THEREFORE this Agreement witnesseth that in consideration of the premises and the mutual covenants and agreements hereinafter set forth, the parties hereto agree each with the other as follows:

1. The Corporation hereby consents to the Applicant making improvements to that

portion of the road allowance being the Subject Property. 2. The Applicant agrees that the improvements will be made entirely within the

boundaries of the said Road Allowance unless written consent is granted by the adjacent. It is the obligation of the Applicant to determine, by survey, the location of the boundaries of the road.

3. The Applicant having requested that the improvements be sufficient to permit the

safe passage light traffic, the Corporation consents to that level of improvement, to a degree that would not permit the passage of heavy trucks traffic after road improvements are made subject lands.

4. The Applicant agrees to remove brush and up rooted stumps, and debris from the

improved area of the subject property. 5. The Applicant shall not trespass on private land adjacent to the Road Allowance,

nor shall he deposit brush, stumps, soil, or other debris on private land next to the Road Allowance or on the Road Allowance outside the improvement area.

6. The Applicant shall not create any obstruction or excavation in the said road which

would cause a hazard to any persons having legal right to make use of the subject property.

7. The Applicant will deliver to the Corporation, prior to commencing any work, an

irrevocable stand-by Letter of Credit from a Chartered Bank or a deposit, in a form acceptable to the Corporation and in the amount of $4,350.50 (four thousand three hundred and fifty dollars and fifty cents) to ensure compliance by the Applicant with his obligation to carry out the work undertaken in accordance with the terms of this Agreement. If the Applicant completes the work as approved, the Corporation will refund or deliver to the Applicant, the Letter of Credit or any funds remaining thereon, which have not been used as set out in this paragraph. The applicant shall also provide by certified cheque or any form acceptable to the Corporation a fee of $150.00 for the fee for this agreement.

UNASSUMED ROAD IMPROVEMENT AGREEMENT Page 2



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8. The Applicant agrees to indemnify and save harmless the Corporation, its officers and employees from any and all claims, demands, damages, costs, losses, charges and expenses which the Corporation may incur or be liable for, in consequence of any use of, passage over, the Road Allowance.

9. This agreement is will be considered valid as long as the Council of the Township

of the Lake of Bays believes that the applicant is following the terms of this agreement and any future agreements that may be put in place for the use of township lands for snowmobile trails. This agreement shall be reviewed every five (5) years, and any applicable additions or deletions will be made by mutual consent.

10. This agreement is binding upon the parties to this agreement. If care and control of

the access situated on the subject property is to be transferred, a new agreement shall be completed with the party or parties. Failure to complete this new agreement will constitute a breach of agreement and access will be removed immediately.

11. The Applicant acknowledges that no part of this Agreement constitutes the

assumption by the Municipality of any obligation to repair or maintain the said road. Such obligation shall only exist if the Corporation enacts a by-law assuming such responsibility.

12. The Applicant agrees to provide those matters set out in Schedule “A” to this

Agreement at the times indicated.

IN WITNESS WHEREOF the parties hereto have hereunto set their hands and seal this _____ day of _______ 2014.

_________________________________________ Mayor ________________________________________ Clerk ________________________________________ (The Applicant)

_______________________________________

UNASSUMED ROAD IMPROVEMENT AGREEMENT Page 3



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SCHEDULE “A” A. PRIOR TO THE COMMENCEMENT OF ANY WORK

1. A Plan of Survey, establishing the boundaries of the road and the width of the road. The proposed access and trees to be removed shall be marked prior to any work starting.

2. A written description of the work to be done, including the location of such work

within the road, and the effect of such work, if any, on any adjacent property. The description must be approved by the Council of the Corporation before any work is commenced.

3. Any and/or all permits, consents or notifications required by any Federal or

Provincial Legislation are the sole responsibility of the Applicant.

4. The views in writing of the owners of each parcel of land which abuts the road to be improved.

5. Insurance policies with liability coverage of not less than $2,000,000.00, with

respect to any occurrence arising from any person(s) lawfully making use of the road allowance upon the subject until this agreement is no longer valid or is revoked, with the Corporation as a named insured. Such policy shall be approved by the Corporation Insurer.

6. An irrevocable standby Letter of Credit for the full amount of the value of the

improvements to be carried out by the Applicant as issued by a Canadian Chartered Bank

B DURING THE MAKING OF IMPROVEMENTS

7. Such written information as the Superintendent of Public Works or delegate of

the Corporation may require in order to satisfying himself for time to time that the Applicant is proceeding with the agreement.

8. Such evidence as the Superintendent of Public Works or delegate may require

providing the correction of any acts or omissions in default of the Agreement. 9. If any environmental protection measures should be implemented, and strict

compliance with those requirements and construction techniques determined by the Engineer. The Superintendent of Public Works may waive the requirement of providing the report of a professional engineer if he determines that such report would not be necessary in order to provide appropriate environmental protection.

C. COMPLETION OF THE IMPROVEMENTS

10. The completion of the improvements on or before September 12, 2014. If these works are not completed by this date this agreement will be considered void and all fees and deposits will be surrendered to the Township.

11. Immediate notification of completion of the approved improvements shall be

provided to the Superintendent of Public Works and the provision to him all of such documents as he may require in order to confirm completion of any and all improvements.

12. Compensation to the Corporation for any default in this Agreement, which is not

covered by the Letter of Credit or by the insurance provided.



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RECOMMENDATION: WHEREAS the Council of the Corporation of the Township of Lake of Bays receives the staff report “Christmas Schedule – 2014 Hours of Operation” dated February 18th, 2014. BE IT RESOLVED THAT Council approves the closing of the municipal office to the public from 4:00 p.m. on Wednesday, December 24th, 2014 to re-open on Monday, January 5th, 2015 at 8:30 a.m. ORIGIN: Pursuant to Policy HR 1.4 (vacation), staff is required to submit their vacation requests in writing to their department head by March 31st of each year. The following report is prepared annually for Council’s consideration. ANALYSIS: The Township of Lake of Bays municipal office, as in the past, has been closed to the public during the week of Christmas and has worked very well. The office will be open for staff only without available vacation time. The following is a proposed schedule for the 2014 Christmas Holidays: Wednesday, December 24, 2014 Open until 4:00 pm Thursday, December 25, 2014 Christmas Day (statutory holiday) Friday, December 26, 2014 Boxing Day (statutory holiday) Monday, December 27, 2014 Closed to public Tuesday, December 30, 2014 Closed to public Wednesday, December 31, 2014 Closed to public Thursday, January 1, 2015 New Year’s Day (statutory holiday) Friday, January 2, 2015 Closed to public FINANCIAL IMPACT: Not applicable



FROM: Carrie Sykes, Director of Corporate Services DATE: February 18th, 2014 RE: Christmas Schedule – 2014 Hours of Operation

Agenda Item # 6e(i) ...

Christmas Schedule - 2014 Hours of Operation

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Christmas Schedule 2014 Page 2 ALTERNATIVES: Option 1 – Approve the office closure for four (4) days over the Christmas holidays Option 2 – Approve the office closure for three (3) days, opening for one (1) day on Friday, January 2nd, 2015 LINKAGE TO COMMUNITY-BASED STRATEGIC PLAN: This report as presented follows the following Strategic Priorities:

• Engage and communicate openly with the community Respectfully submitted by, Approved by, _ _ Carrie Sykes, Dipl. M.A., CMO Michelle Percival, CMO, CMMIII Director of Corporate Services/Clerk Chief Administrative Officer

REFERENCES: Employment Standards Act, S.O. 2000, c.41 Township policy HR-1.4 (Vacation)

Agenda Item # 6e(i) ...

Christmas Schedule - 2014 Hours of Operation

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RECOMMENDATION: WHEREAS the Council of the Corporation of the Township of Lake of Bays hereby receives the staff report "Applications to Close Original Shore Road Allowances - Preliminary Approval - OSRA File No. 13-20 (MacLean/Manley Family Trust); OSRA File No. 13-40 (Dougherty); OSRA File No. 13-44 (Graham) and OSRA File No. 13-46 (MacIntosh)", dated February 18th, 2014; BE IT RESOLVED THAT the following applications to stop up and close the original shore road allowance receive preliminary approval:

• In front of Lot 2 & 3, Concession 7, former Township of Sinclair, now Township of Lake of Bays, District Municipality of Muskoka, (MacLean/Manley Family Trust - 020-008-01300 - Sinclair – 2-1242 Fieldale Road – Bella Lake);

• In front of Lot 10, Concession 12, former Township of Ridout, now Township of Lake

of Bays, District Municipality of Muskoka, (Dougherty - 030-010-03800 - Ridout – 1321 Bellwood Acres Road - Paint Lake);

• In front of Lot 9 & 10, Concession 12, former Township of Ridout, now Township of Lake of Bays, District Municipality of Muskoka, (Graham - 030-010-03500 - Ridout – 1309 Bellwood Acres Road – Paint Lake); and

• In front of Lot 8, Concession 6, former Township of Franklin, now Township of Lake of Bays, District Municipality of Muskoka, (MacIntosh – 010-018-00600 – Franklin – 1017 Robson Lane – Lake of Bays).

ORIGIN: The Township has received completed applications to stop up and close the original shore road allowance (OSRA) and the application fees. The applicants have received consent from one abutting owner but have been unable to attain consent from the other abutting owner, therefore, in accordance with Township policy, Council's preliminary approval is required.


REPORT

TO: Mayor Young and Members of Council FROM: Samantha Woods, Deputy Clerk DATE: February 18th, 2014 RE: Applications to Close Original Shore Road Allowances

- Preliminary Approval: • OSRA File No. 13-20 (MacLean/Manley Family Trust); • OSRA File No. 13-40 (Dougherty); • OSRA File No. 13-44 (Graham); and • OSRA File No. 13-46 (MacIntosh)

Agenda Item # 6f(i) ...

Applications to Close Original Shore Road Allowances -

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OSRA (MacLean/Manley Family Trust, Dougherty, Graham, MacIntosh) Page 2 of 7 February 18th, 2014

ANALYSIS: Staff, having reviewed the applications, has no concerns with respect to their approval:

• Appendix “A” – MacLean/Manley Family Trust – OSRA 13-20 • Appendix “B” – Dougherty – OSRA 13-40 • Appendix “C” – Graham – OSRA 13-44 • Appendix “D” – MacIntosh – OSRA 13-46

FINANCIAL IMPLICATIONS: Not applicable. ALTERNATIVES: Option 1: Grant preliminary approval to applications

• Township can proceed with the applications • Conveyance of lands will allow the applicants to legalize title of subject

lands and their existing encroachments Option 2: Maintain ownership of original shore road allowance

• Original shore road allowances would remain in public ownership • Applicants would be required to enter into or to continue with a Licence of

Occupation agreement to permit existing encroachments whereby the Township would receive yearly revenue


• Engage and communicate openly with the community. Prepared by, Approved by, __________________________ _________________________ Samantha Woods Carrie Sykes, Dipl. M.A., CMO

Deputy Clerk Director of Corporate Services/Clerk Reviewed by, _________________________ Michelle Percival, CMMIII, CMO Chief Administrative Officer



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REFERENCES:

• Municipal Act, 2001, S.O. c.25 • AD-2.1 Licence of Occupation Policy and Procedures (effective June 19th, 2007) • AD-2.2 Original Shore Road Allowance Closure Policy and Procedures (effective

March 7th, 2001) • Departmental circulations re: applications and subject properties • Property Roll Files (laserfische) re: 4427-020-008-01300, 4427-030-010-03800,

4427-030-010-03500 and 4427-010-018-00600 • Plans, M351, and 35R-3481 & BR-106 • Development Permit 100-2013



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APPENDIX "A"

LOCATION INFORMATION AND DETAILED MAP PART OF LOT 2 & 3, CONCESSION 7, SINCLAIR

MACLEAN/MANLEY FAMILY TRUST - OSRA 13-20

Fish Habitat: Type 2 Deeming By-law: N/A

Planning Applications: Development Permit 100-2013 was issued for shoreline works Licence of Occupation: Nil Exchange: Nil

Property Roll No.: 020-008-01300 Accessed by: Fieldale Road

(Township owned, Year-round maintained)

Subject OSRA



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APPENDIX "B"

LOCATION INFORMATION AND DETAILED MAP

PART OF LOT 10, CONCESSION 12, RIDOUT DOUGHERTY - OSRA 13-40

Fish Habitat: Unknown Deeming By-law: Required to be passed prior to the registration of the sale of the OSRA. Upon preliminary approval of the application the applicants will be advised of this requirement.

Planning Applications: Nil Licence of Occupation: Nil Exchange: Nil

Property Roll No.: 030-010-03800 Accessed by: Bellwood Acres Road


Subject OSRA



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APPENDIX "C"

LOCATION INFORMATION AND DETAILED MAP PART OF LOT 9 & 10, CONCESSION 12, RIDOUT

GRAHAM - OSRA 13-44

Fish Habitat: Unknown Deeming By-law: Required to be passed prior to the registration of the sale of the OSRA. Upon preliminary approval of the application the applicants will be advised of this requirement.


Property Roll No.: 030-010-03500 Accessed by: Bellwood Acres Road


030-010-03800

Subject OSRA



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APPENDIX "D"

LOCATION INFORMATION AND DETAILED MAP PART OF LOT 8, CONCESSION 6, FRANKLIN

MACINTOSH - OSRA 13-46

Fish Habitat: Type 1 & 2 Deeming By-law: N/A


Property Roll No.: 010-018-00600 Accessed by: Robson Lane


Subject OSRA



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RECOMMENDATION: WHEREAS the Council of the Corporation of the Township of Lake of Bays hereby receives the staff report "Sale of Original Road Allowance - Declaration of Surplus Land: • ORA File No. 12-13 (Gaasenbeek)", dated February 18th, 2014; BE IT RESOLVED THAT the Council of the Corporation of the Township of Lake of Bays declares the following Township owned real property to be surplus:

• part of the original road allowance between Concession 14 and Concession “A”, former Township of Ridout, now Township of Lake of Bays, District Municipality of Muskoka, being Part 7 on Plan 35R-24401 (Gaasenbeek - 010-021-06708 and 010-021-07400 - Ridout - Bobshire/Patrick Road)

ORIGIN: The Township has received a completed application for closing a portion of the original road allowance (ORA) and fee of $550.00. Pursuant to Township Policy a resolution is being presented declaring the lands to be surplus. The public meeting has been scheduled for February 18th, 2014; therefore, it is prudent to formally declare the subject lands as surplus to the Township's needs. The Public Notice was published in the January 30th and February 6th, 2014 editions of muskokaregion.com newspaper (formerly the Muskoka Weekender) and posted on the Township website. ANALYSIS: Staff, having reviewed the application, has no concerns with respect to its approval.

• Appendix “A” – Gaasenbeek – ORA 12-13 FINANCIAL IMPLICATIONS: Not applicable - the Township will acquire Part 9 on Plan 35R-24401 in an exchange for the transfer of Part 7 on Plan 35R-24401. The applicant will pay the difference between the portion of ORA and the exchanged lands, based on the municipal fee schedule, approximately $22,712.00. The purpose of the land exchange is to maintain public access to the water without traversing private lands.


REPORT

TO: Mayor Young and Members of Council FROM: Samantha Woods, Deputy Clerk DATE: February 18th, 2014 RE: Sale of Original Road Allowance - Declaration of Surplus Land: • ORA File No. 12-13 (Gaasenbeek)

Agenda Item # 6f(ii)...

Sale of Original Road Allowance - Declaration of Surplus Land:

Page 105 of 132

ORA (Gaasenbeek) Page 2 of 3 February 18th, 2014

ALTERNATIVES: Option 1: Declare original road allowance as surplus

• Township can proceed with the conveyance of lands and receive revenue through land acquisition fees

• Conveyance of lands will allow applicant to finalize planning applications • The applicant has incurred expenses in the processing of this application

(i.e. survey, advertising, legal)

Option 2: Maintain ownership of original road allowance • Original road allowance would remain in public ownership


• Engage and communicate openly with the community. Prepared by, Approved by, Reviewed by,

Samantha Woods Carrie Sykes, Dipl. M.A., CMO Michelle Percival, CMMIII, CMO Deputy Clerk Director of Corporate Services Chief Administrative Officer /jc REFERENCES:

• Municipal Act, 2001, S.O. c.25 • AD-2.3 Original Road Allowance Closure Policy and Procedures (effective March 2001 -

revised January 2013) • Departmental circulations re: application and subject property • Property Roll Files (laserfische) re: 4427-010-021-06708 and 4427-010-021-07400 • Registered Plan 35R-24401 • Parcel Registers for PINS 48061-0001 (LT) and 48061-0201 (LT) • Planning applications B 01/13 LOB and Z 13/13 LOB • ORA File 12-13 • Council Resolution #8(f)(iii)/11/13/12 (November 13th, 2012) • Muskokaregion.com newspaper (formerly Muskoka Weekender) • Site Visit – November 8, 2013



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RECOMMENDATION: WHEREAS the Council of the Corporation of the Township of Lake of Bays receives staff report “Revised - Monthly Reports” dated February 18, 2014; and THEREFORE BE IT RESOLVED THAT Council of the Corporation of the Township of Lake of Bays directs staff to prepare quarterly reports instead of the regular monthly reports. ORIGIN: Over the years staff has presented monthly reports to Council on the status of activities within their department. The majority of these reports is administrative duties by nature and has been delegated by Council under the Municipal Act, 2001. ANALYSIS: With the change of the Council Procedural By-law early 2013, Council meetings have become more streamlined and efficient, especially with the use of the Consent Agenda. As Council will recall the consent agenda’s main purpose is of convenience and for expediting the meeting. As staff is always looking for new ways on becoming more efficient, the writer of this report is recommending to Council yet another positive change to how we handle the department’s monthly reports. The proposed change will require the “monthly” reports be submitted to Council “quarterly”. Therefore Table “A” as noted below, is staffs schedule for submission of their quarterly reports:

Table”A” Quarterly Reports to Council

Departments Activity Month Presented to Council

January – March April April – June July

July – September October October – December January 2015



FROM: Michelle Percival, CAO DATE: February 18, 2014 RE: Revised – Monthly Reports

Agenda Item # 6g(i) ...

Revised - Monthly Reports Page 109 of 132

Page 2 of 2 Monthly Reports February 18, 2014 Even though this change seems minor in nature, it needs to be recorded at Council because of the “Delegation” by-law, whereby Council has delegated certain powers and duties to staff. Within these powers it is noted that staff will bring forth to Council “monthly” reports. The following are a few items (but not limited to) that appear in our monthly consent agenda that will come forward to Council on a quarterly basis if approved:

• Licence of Occupation Encroachment Agreements • Special Event/Liability Insurance Program • By-law Enforcement Activities • General Accounts • Municipal Access User Agreements • Sign By-law • Planning month end reports • Building reports

FINANCIAL IMPLICATIONS: Not applicable ALTERNATIVES: Council may wish to:

• Change from monthly reporting to quarterly reporting • Change from monthly reporting to annual or bi-annual reporting • Maintain status quo and continue with monthly reports


• Engage and communicate openly with the community;

Prepared by, ______________________ Michelle Percival, CMMIII, CMO Chief Administrative Officer REFERENCES: Various Staff Reports By-law – 2013-044 and 12-067 – To Delegate Routine Council Powers and Duties to Staff Council Procedural By-law 2013-004 Municipal Act, 2001

Agenda Item # 6g(i) ...

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RECOMMENDATION: WHEREAS the Council of the Corporation of the Township of Lake of Bays receives staff report “Renewal of Agreement – Dwight Outdoor Rink” dated February 18, 2014; and THEREFORE BE IT RESOLVED THAT Council of the Corporation of the Township of Lake of Bays authorizes By-law 2014-033 to be signed by the Mayor and Clerk authorizing a memorandum of agreement between the Trillium Lakelands District School Board and the Corporation of the Township of Lake of Bays for the maintenance and operation of the Dwight Outdoor Rink. ORIGIN: In January, 2011 Council passed By-law 11-08, authorizing the Mayor and Clerk to sign a Memorandum of Agreement with the Trillium Lakelands District School Board (TLDSB) and the Township of Lake of Bays for the maintenance and operation of the Dwight Rink. The agreement expired in August of 2013, hence, the recommendation to renew the agreement. ANALYSIS: The Dwight Outdoor Rink has been established for decades and both the Trillium Lakelands District School Board and Township of Lake of Bays have partnered together to bring recreation & physical activity to students of Irwin Memorial Public School and residents of Lake of Bays. As Council may recall the Dwight Outdoor Rink is located on the Irwin Memorial Public School Property (see attached map as Appendix “A”). Over the last 4 years the Parks and Recreation Department have completed the following maintenance/repair and upgrades to the rink:

• Relocating the Baysville tourist booth to the rink in order for individuals to have a covered, warmer area (change room) to put on their skates

• Replace/repair boards • Upgrade of light fixtures to meet electrical code

In conversation with the Superintendent of Business, Trillium Lakelands District School Board, the writer of this report inquired if the TLDSB would be interested in selling the land in which the township structures are located on.



FROM: Michelle Percival, CAO DATE: February 18, 2014 RE: Renewal of Memorandum of Agreement – Dwight Outdoor Rink

Agenda Item # 6g(ii)...

Renewal of Memorandum of Agreement – Dwight Outdoor

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Page 2 of 4 Renewal of Agreement – Dwight Outdoor Rink February 18, 2014 At this time it was illustrated that the School Board did not have any plans now or in the near future in selling the lands. In addition, the Superintendent is satisfied with the previous agreement; therefore, a duplicate copy of said agreement is attached (as Appendix “B”) for Council’s review. FINANCIAL IMPLICATIONS: Over the last four years the township has spent approximately $23,685 in operations (hydro, wages & benefits, material and supplies, maintenance, insurance, subcontracting, and machine rental) in maintaining these structures. As for capital expenses, an approximate total of $11,735 was spent on equipment, electrical services and board repairs. It is important to note that the township received a grant from the Ontario Winter Games in the amount of $8,500 in 2011 to offset a portion of the capital expenses. ALTERNATIVES: Council may wish to:

• Maintain status quo and renew agreement • Opt out of maintaining the structure (rink) • Remove structures (rink and change room) from School Board property • Establish structures on township land


• Engage and communicate openly with the community; • Work in collaborative partnerships; and

Prepared by, Reviewed by, ______________________ ______________________ Michelle Percival, CMMIII, CMO Tom Gefucia Chief Administrative Officer Treasurer Reviewed by, _______________________ Morris Bryant Facilities Supervisor REFERENCES: Staff report – January 11, 2011 By-law 11-08 – Memorandum of Agreement By-law 97-60 – Agreement 2010-2013 Statement of Financial Activities



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Page 3 of 4 Renewal of Agreement – Dwight Outdoor Rink February 18, 2014

APPENDIX “A” OUTDOOR RINK – MAP



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Page 4 of 4 Renewal of Agreement – Dwight Outdoor Rink February 18, 2014

APPENDIX “B” Memorandum of Agreement

This is a Memorandum of Agreement between Trillium Lakelands District School Board, hereinafter referred to as “Board” and The Township of Lake of Bays., hereinafter referred to as “Township” 1. The Board covenants and agrees as follows:

a. That it will lease to the Township the rink area located at Irwin Memorial Public School for the sum of one (1) dollar per year. (see attached diagram of subject area)

b. That it agrees that the Township may remove the existing structures located at the rink area. c. That it agrees that the Township may erect a new structure in the subject area, subject to final approval by the Board of

the structure design and location. 2. The Township covenants and agrees as follows:

a. That it assumes all responsibility for the necessary approval, permits, insurance etc required for the erection of the structure

b. That the structure is subject to final approval by the Board for design and location. c. That all costs related to the removal of the existing structure and cost of the replacement structure will be borne by

the Township. d. That all costs related to the maintenance of the new structure, the rink and the rink area will be borne by the

Township. e. That the ice surface will be maintained by the Township. f. That the cost of any electrical service, both installation and usage, for the site will be borne by the Township. g. That it agrees to provide evidence on an annual basis that Trillium Lakelands District School Board has been

added to the Township’s insurance policy as an additional named insured for the rink area. 3. The Board and the Township agree to the following :

That the Board has priority use of the rink and rink area during the regular school day for use by Irwin Memorial Public School and it’s students and staff. That the use of the rink outside of the regular school day will be coordinated by the Principal of Irwin Memorial Public School and designated Township staff. That this agreement may be cancelled by either party by the provision of 90 days notice in writing.

4. General Terms and Conditions:

a. For purposes of application and legal interpretation, the Board and Township agree that the venue of this agreement shall be the Province of Ontario, and the parties shall be bound by the legal jurisdiction of the Province of Ontario.

b. This agreement is valid for the period February 2014 to February 2017; Signed this_________________ day of _________________, 20__ _______________________ ______________________ Signature Signature ________________________ _______________________ Print name and tile Print name and title MLI Student Services Inc. ………………School Board ______________________ ______________________ Mayor, Robert Young Clerk, Carrie Sykes



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RECOMMENDATION: BE IT RESOLVED that the Council of the Corporation of the Township of Lake of Bays receive the staff report “Statement of Financial Activities for the Twelve Months Ending December 31, 2013”, dated February 18, 2014. ORIGIN: Request from Council ANALYSIS: Report legend: Negative revenue means revenue under budget Negative expenses means expenses over budget Operations: Revenue Expenses Council • Reversal of 2012 wage accrual not required in 2013 $14,728

as well as CPP and insurance savings Clerks • Licence of Occupation fees above budget, $39,638 $3,222

OSRA application fees increased dramatically with Fee change deadline. Wage and legal expense savings

Taxation • Revenue above budget as a result of supplemental $37,487

billings Finance • Incremental Bell tower lease from 2012 and 2013 $96,478 $9,569

Projected revenue from sale of assets not budgeted Penalty & Interest revenue estimated over budget Cost of Asset Management plan reduced, computer

services under budget



FROM: Tom Gefucia - Treasurer DATE: February 18, 2014

RE: Statement of Financial Activities for the Twelve Months Ending December 31, 2013

Agenda Item # 6h(i) ...

Statement of Financial Activities for the Twelve Months Ending

Page 115 of 132

Statement of Financial Activities for the Twelve Months Ending December 31, 2013 2 February 18, 2014

Revenue Expenses Fire • Billing and cost to Huntsville for Firefighter coverage $13,525 $-25,460

Donations to fire halls and transfer to reserves Funding of and cost transfer to reserve Rescue Vehicle, insurance under budget

Extra billing for fire services from 2012 ($12,853) Community Policing • District of Muskoka has deemed Dwight location $-15,382 $5,700

not eligible for re-imbursement of expenses 2011-2013 Baysville location not eligible for 2013

Building • Revenue expected to exceed budget with department $103,810 $-90,495

balance expensed to reserve ByLaw • Licences and permit revenue exceeding budget $11,225 $4,275

Expenses under budget mainly legal

Public Works • Actual winter control savings ($33,700) $92,917 $138,519

Revenue for Pit Rehab and transfer to reserve of same amount ($27,794), savings on vehicles, activities, computer services and insurance Vehicles payments are less as loans received later Given the time and materials spent on storm project other activities did not have the normal time devoted and are under budget.

Emergency Measures $9,424 • Several expenses under including fuel, materials & supplies

and building R&M Cemeteries • Plot sales over budget, expenses mainly due to work $4,542 $-7,149

on cremation plots at Stewart Memorial but includes increased work at all cemeteries



Page 116 of 132


Revenue Expenses Parks • Vehicle expense budget understated , donation revenue $4,727 $-5,946

and expense for donation, part time labour to cover full time maternity leave understated Lake of Bays Community Center $9,770 $-13,041 • Ice rental above budget, part time labour to cover

maternity leave understated and extra full time labour required for additional revenue Water Testing • Expenses over budget, Provincial Grant increased $2,254 $-1,782 Grant Algonquin Highlands • 2012 cost was lower so estimate 2013 will be $9,955

less than budget

Heritage • Grant revenue and intern cost eliminated $-3,900 $9,808 Planning • Application fees above budget , legal and $19,792 $-11,515

computer service expense above budget Economic Development $-16,509 $28,806 • Revenue from reserve eliminated and expenses

reduced as plans on hold until approval of grant application Capital: Emergency Measures $5,629 • 2012 Funding received in 2013 Baysville Riverfront Group $2,743 • Donation toward Baysville West Dock Stairs Federal Accessibility $18,239 $-19,569 • Grant received not budgeted and applicable costs Parks Fund $-2,500 • Contribution to Dorset Rink Project



Page 117 of 132


Revenue Expenses Parks Fund $-172,100 $60,200 • Parks capital to be funded out of general funds • Dorset Senior Septic – not required • LOBCC Paving – cost under budget • Dwight CC Roofing – cost under budget • Hillside and Paint Lake Ramps - could not be completed • Arena painting – cost under budget Station 50 Rescue Vehicle • Cost of vehicle and funding less than budget $-9,290 $9,290 Fire Pagers $11,352 $-5,846 • Funding and cost higher with increased volunteers South Camp Lake Culvert • Cost less than budget, debenture not required $-511,000 $74,427

Contingency in tender price not required combined with other savings on the project

Fieldale Road Bridge • Cost tendered above budget $-140,154 Road Construction $-100,000 $79,267 • Gas tax funds not being used in 2013, Balance of

road construction under budget please see detail on financial statement capital for breakdown by road

Dickie Lake Road $15,084 $-15,084 • Uncompleted 2012 project set up in roads reserve

This project has now been completed Austin Road Relocation $15,537 $-15,537 • Cost over budget but balance from 2012 roads

reserve

Public Works Vehicles • Cost and funding under budget $-65,077 $24,649

Storm Event • Estimate of cost of storm event $357,885 $-367,639

No contribution from reserves, ODRAP funding has been confirmed and received



Page 118 of 132


Overall: We show a projected full year deficit of $274,258 at December 31, 2013. This is restated as a surplus of $464,604 on a PSAB Basis. The surplus change is broken down with $104,000 in operations due to finalization of revenues and reduction of expense estimates, some capital expense reductions and the decisions to not take funds from the Gas Tax and Parks Reserve Funds. There are still estimates in the full year forecast as the year is not yet finalized, legal and subcontractor invoices are slow to come in, hydro billings has last been received for reading dates of early August. There are provisions in for these expenses but the final surplus number will not be known until completion. See Appendix “A”. FINANCIAL IMPLICATIONS: Not applicable ALTERNATIVES: Not applicable LINKAGE TO THE COMMUNITY-BASED STRATEGIC PLAN: This report represents the following strategic priorities:

• Engage and communicate openly with the community; • Develop a sustainable local economy that supports our Vision; • Ensure sound, innovative, transparent financial planning;

Prepared by, Reviewed by,

Tom Gefucia Michelle Percival Treasurer Chief Administrative Officer REFERENCES:



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Agenda Item

# 6h(i) ...

Statem

ent of Financial A

ctivities for the T

welve M

onths Ending

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Council Meeting Agenda - Lake of Bays

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