public notice: due to covid

PUBLIC NOTICE: Due to COVID-19 pandemic precautions regarding

physical distancing and in accordance with Ontario Regulation 52/20, which restricts the size of organized public gatherings, Council will be meeting

remotely by video and telephone conference. For details on how to view the video conference meeting visit https://www.tay.ca/Meetings. To listen to the

meeting by telephone call 705-999-0385 (a local telephone number) and enter meeting ID number 847 8624 9374.

The Corporation of the Township of Tay

Committee of all Council Meeting

August 12, 2020 1:00 p.m.

Remote Video and Telephone Conference Agenda

1. Call to Order:

2. Adoption of the Agenda:

3. Disclosure of Interest:

4. Delegations:

1:00 – OPP – Re: 2020 2nd Quarter Report

1:15 – Don Chapman – Re: Terry Fox Day

1:30 – Brad Chapman – Re: Regulation of Short Term Rentals

1:45 – Dr. Bloom – Re: Cherry Blossom Village

5. Standing Committee Business:

A: Protection to Persons & Property

B: General Government & Finance

C: Public Works

D: Planning & Development

6. Closed Session:

7. Adjournment:

Note: Delegations will commence at the schedule time; however, commencement

time for each Committee will be adjusted as the meeting takes place.

https://www.tay.ca/Meetings

Tay Township Report

April to June 2020 2nd Quarter

Presented by: Inspector Joseph Evans

August 12th, 2020

Community Service Report All Zones, Southern Georgian Bay

April to June, 2020

Matters of Interest

• Southern Georgian Bay Detachment remembers and salutes Constable Heidi Stevenson, and 21 additional victims lost their lives in Portapique, Nova Scotia on 19th April 2020, in Canada’s worst mass killing. A second RCMP officer was injured in this senseless attack as well. Constable Stevenson, a mother of two who served 23 years with the RCMP, answered the call of duty and lost her life while protecting those she served. Our heartfelt sympathies are with the families, friends and colleagues of the multiple victims. Although physical distancing prevented Canadians and police services from paying tribute in person, the OPP came together to show its support from across the province.

• Provincial Constable Steve FINCH completed his tour of duty on June 23rd, 2020

spanning a long and rewarding career in policing. Southern Georgian Bay (SGB) Detachment and the SGB Command Team bid Steve farewell and best wishes in kicking off his police boots and beginning his golden retirement years.

Community Service Report Tay Township

April to June 2020

Meetings in the Communities we serve:

• Members of SGB OPP participate monthly at the North Chapter of the Simcoe County Alliance to End Homelessness. These meetings are currently postponed.

• The Situation Table meets on a weekly basis to assist members of the community and their families that are dealing with elevated risks. These meetings are currently taking place via teleconference.

• Safe & Sober Committee meets quarterly to discuss impaired driving by alcohol or drug awareness. The committee is comprised of OPP, Simcoe Muskoka Health Unit, MTO, Anishinabek P.S. and several members of the community. These meetings are currently postponed.

• Crime Stoppers monthly meetings, postponed.

Community Service Events:

• Due to the COVID-19 pandemic all events in Southern Georgian Bay OPP Detachment jurisdiction were cancelled until further notice.

• Our School Liaison Officer, Aaron Coulter, returned to D Platoon to work the road until

further notice.

Police Services Board Report for Tay TownshipRecords Management System

April to June - 2020

Violent Crime Actual April to June Year to Date - June

2019 2020 % Change

2019 2020 % Change

Murder 0 0 -- 0 0 --Other Offences Causing Death

0 0 -- 0 0 --

Attempted Murder 0 0 -- 0 0 --Sexual Assault 1 0 -100.0% 1 1 0.0%Assault 9 3 -66.7% 17 10 -41.2%Abduction 0 0 -- 0 2 --Robbery 0 0 -- 0 0 --Other Crimes Against a Person

7 2 -71.4% 12 11 -8.3%

Total 17 5 -70.6% 30 24 -20.0%

0

2

4

6

8

10

SexualAssau...

Assault OtherCrimes...

2019 2020

Actu

al

Property Crime Actual April to June Year to Date - June

2019 2020 % Change

2019 2020 % Change

Arson 0 1 -- 0 1 --Break & Enter 14 5 -64.3% 18 8 -55.6%Theft Over 4 2 -50.0% 8 7 -12.5%Theft Under 19 9 -52.6% 35 19 -45.7%Have Stolen Goods 1 1 0.0% 2 2 0.0%Fraud 6 5 -16.7% 13 12 -7.7%Mischief 10 6 -40.0% 12 17 41.7%Total 54 29 -46.3% 88 66 -25.0%

048

121620

Arson

Break

& Ente.

..

Theft

Over

Theft

Unde

r

Have St

olen .

..Fra

ud

Mischie

f

2019 2020

Actu

al

Drug CrimeActual April to June Year to Date - June

2019 2020 % Change

2019 2020 % Change

Possession 0 0 -- 1 0 -100.0%Trafficking 0 0 -- 0 1 --Importation and Production

0 0 -- 0 0 --

Total 0 0 -- 1 1 0.0%

012345

Actu

al

Clearance Rate

Detachment: 1K - SOUTHERN GEORGIAN BAYLocation code(s): 1K00 - SOUTHERN GEORGIAN BAYArea code(s): 2 - Marine, 1071 - TayData source date: Report Generated by: Report Generated on: 2020/07/25 Press, Nicole Jul 29, 2020 3:07:58 PM

PP–CSC–Operational Planning-4300

Police Services Board Report for Tay TownshipRecords Management System


Clearance Rate April to June Year to Date - June

2019 2020 Difference 2019 2020 Difference

Violent Crime 58.8% 40.0% -18.8% 66.7% 70.8% 4.2%

Property Crime 11.1% 20.7% 9.6% 14.8% 18.2% 3.4%

Drug Crime -- -- -- 100.0% 100.0% 0.0%

Total (Violent, Property & Drug)

28.6% 31.6% 3.0% 32.5% 37.8% 5.2%

0%10%20%30%40%50%60%

ViolentCrim...

PropertyCri...

Total(Viole...

2019 2020

Unfounded

Unfounded April to June Year to Date - June

2019 2020 % Change

2019 2020 % Change

Total (Violent, Property & Drug)

10 5 -50.0% 18 11 -38.9%0 4 8 12

Total(Violent,Property& Drug)

2019 2020

Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continuetoinvestigateandsolvecrime.Data Utilized-MajorCrimes- Niche RMS All Offence Level Business Intelligence Cube

Detachment: 1K - SOUTHERN GEORGIAN BAYLocation code(s): 1K00 - SOUTHERN GEORGIAN BAYArea code(s): 2 - Marine, 1071 - TayData source date: Report Generated by: Report Generated on: 2020/07/25 Press, Nicole Jul 29, 2020 3:07:58 PM


Updated: 28 Jul 2020

Offence Count as values HTA CC-Traffic (Revised) CC-Non-Traffic (Revised) LLA Other CC_Provincial Statutes2020 Q 2 April 216 14 171 22 72 495

May 447 8 103 22 78 658June 227 9 71 16 47 370All Offence Months 890 31 345 60 197 1,523

*Includes all Criminal Code Traffic Charges

Traffic Charges - HTA, CC Traffic & Non-Traffic, LLA*Southern Georgian Bay OPP

Updated: 28 Jul 2020

Offence Count as values Speeding Seatbelt Impaired Distracted Traffic Charges (Big 4) - PSB Report2020 Q 2 April 119 0 8 2 129

May 318 0 7 1 326June 183 3 9 0 195All Offence Months 620 3 24 3 650

*Only includes Impaired Operation & Fail or Refuse

Traffic Charges - Speeding, Seatbelt, Impaired & Distracted*Southern Georgian Bay OPP

Police Services Board Report for Tay TownshipCollision Reporting System


Motor Vehicle Collisions by Type

Incidents April to June Year to Date - June2019 2020 %

Change2019 2020 %

ChangeFatal 0 1 -- 0 3 --Personal Injury 27 8 -70.4% 44 22 -50.0%Property Damage 90 56 -37.8% 228 167 -26.8%Total 117 65 -44.4% 272 192 -29.4%

0

20

40

60

80

100

Fatal PersonalInjury

PropertyDamage

2019 2020

Inci

dent

s

Fatalities in Detachment AreaIncidents April to June Year to Date - June

2019 2020 % Change 2019 2020 % ChangeMotor Vehicle Collision Fatal Incidents 0 0 -- 0 2 --

Alcohol Related 0 0 -- 0 0 --Off-Road Vehicle Fatal Incidents 0 1 -- 0 1 --

Alcohol Related 0 1 -- 0 1 --Motorized Snow Vehicle Fatal Incidents 0 0 -- 0 0 --

Alcohol Related 0 0 -- 0 0 --

Persons Killed April to June Year to Date - June2019 2020 % Change 2019 2020 % Change

Motor Vehicle Collision 0 0 -- 0 2 --Off-Road Vehicle 0 1 -- 0 1 --Motorized Snow Vehicle 0 0 -- 0 0 --

Detachment: 1K - SOUTHERN GEORGIAN BAYLocation code(s): 1K00-SOUTHERN GEORGIAN BAYData source date: Report Generated by: Report Generated on: 2020/07/28 Press, Nicole Jul 29, 2020 3:11:36 PM


Police Services Board Report for Tay TownshipCollision Reporting System


Primary Causal Factors in Fatal Motor Vehicle CollisionsIncidents April to June Year to Date - June

2019 2020 % Change

2019 2020 % Change

Speeding as a contributing factor

0 0 0 0 0 0

Where alcohol is involved

0 1 0 0 1 0

Wildlife as a contributing factor

0 0 0 0 0 0

Inattentive driver as a contributing factor

0 0 0 0 0 0

Persons Killed April to June Year to Date - June2019 2020 %

Change2019 2020 %

ChangeSeatbelt as a contributing factor

0 0 0 0 0 0

0

1

Spee

ding

Alcoh

ol

Wildlife

Inatte

ntive

Dr...

2019 2020

Inci

dent

s

Data Utilized-SQLonlineapplicationreportingsystem–OPPCRS2.3.09- Collision Reporting System Business Intelligence Cube

Detachment: 1K - SOUTHERN GEORGIAN BAYLocation code(s): 1K00-SOUTHERN GEORGIAN BAYData source date: Report Generated by: Report Generated on: 2020/07/28 Press, Nicole Jul 29, 2020 3:11:36 PM


Police Services Board Report for Tay Township2020/Apr to 2020/Jun

Public ComplaintsPolicy 0Service 0Conduct 1

Date information collected from Professional Standards Bureau Commander Reports: 2020-07-29Data SourceOntarioProvincialPolice,ProfessionalStandardsBureauCommanderReports- Includes all public policy, service and conduct complaints submitted to the Office of the Independent Police Review Director (OIPRD)

Secondary EmploymentOne new secondary employment request, June 2020.

Daily Activity Reporting Patrol HoursTotal Hours 2020/Apr to 2020/JunNumber of Cruiser Patrol Hours 469.75Number of Motorcycle Patrol Hours 0.00Number of Marine Patrol Hours 663.75Number of ATV Patrol Hours 5.00Number of Snowmobile Patrol Hours 0.00Number of Bicycle Patrol Hours 0.00Number of Foot Patrol Hours 13.00Number of School Patrol Hours 2.00

Data source (Daily Activity Reporting System) date: 2020/07/24

Staffing Updates

Recognition:

April 2020 - Staff Sgt. Majer was identified and requested to oversee the Federated Health Campaign for approximately 2-3 weeks. During this timeframe, Sgt. Burrows was the Acting Operations Manager at the highway office and worked in conjunction with Staff Sgt. Jeannotte. // June 2020 - PC Steve FINCH completed his tour of duty and commenced his retirement on June 23rd, 2020.

Other:

April 2020 - Our Community Service Officer's, PC Aaron Coulter and PC Sherri Golds have been temporarily re-assigned to D platoon and the Crime unit respectively and until further notice. // May 2020 - Special Constable Ryan LeClair was the successful applicant and joined the Southern Georgian Bay Court Unit. // June 2020 - Acting Detective Sergeant Jeff Varey has joint the Southern Georgian Bay CSCU team on a Temporary Assignment.

Detachment: 1K - SOUTHERN GEORGIAN BAYLocation code(s): 1K00 - SOUTHERN GEORGIAN BAYArea code(s): 2 - Marine, 1071 - Tay

Report Generated by: Report Generated on: Press, Nicole Jul 29, 2020 3:14:21 PM


JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DECYTD2020

YTD2019

PropertyDamage 8 5 2 4 5 3 27 38PersonalInjury 1 1 0 0 0 3 5 12Fatal 0 0 0 1 0 0 1 0

Source:CollisionReportingCentre

MOTORVEHICLECOLLISIONS

TayTownship

April‐June2020

30/07/2020 TFD 2020 Overview ‐ Councils 1

Agenda:• 2019 Results/Recap• Evolving 2020 Program Concept• How You Can Help

Terry Fox Day in the Heart of Georgian Bay 2020

Sunday, September 20, 2020Don ChapmanDonchapman‐[email protected] 705‐361‐9222Mobile 416‐400‐0456

TFD 2020 Overview ‐ Councils

2014 2015 2016 2017 2018 201955 65 70 76 98 104

5565

7076

98104

Income Trend

In 2019 We Contributed ~ $104,000

11th in Ontario for revenue; 13th per capitaAlmost doubled contribution in last 5 yearsOver $2M donated since 1983844 “Runners” in the rain; 46 teams500 juices, hot dogs, pizza slices, cold treats Sold 350 shirts & 200+ auction items

230/07/2020

Promotion/visibility (incl Our Health at MCC) Advance planning re route, site, resources, equipment with Tiny New additions…selfie tent, hot dogs, pizza, juice Site and route set up and tear down Parking coordination Check‐in Ceremony ‐ concise, improved sound, great warm‐up, on time Run coordination (OPP, CERT, By‐Law, HAM, Marshals, Water Stations, Clowns) Auction (and distribution storefront) Musical entertainers, KidZone Shirt sales Spirit/camaraderie

What Went Very Well in 2019



Attributes of 2020 Program

• Aligned with Public Health GuidelinesPhysical DistancingNo large gatherings (>50)Masks

• Emphasis on celebration of Terry’s legacy (40th) & our giving community• Fewer community events to collaborate with • Less, softer focus on $$$$• Disbursed versus centrally coordinated approach• Lots of idea sharing across Canada


We Must Be Very Sensitive re Money

Many organizations and people are hurting Focus is volume of participants vs $ of contributions Prefer 50000 people give $2 vs 1000 give $100

Our message/tone will be very soft/sensitive

30/07/2020 5

One Day. Your Way.

Shirt Sales

Adidas Sales

Community‐led Events

• Car Wash• Bake/Garage/Book Sales• Lemonade Stand• Mini‐Concerts• Car Rally• Scavenger Hunt• Roadside Clean‐up• Terry Trivia• Bottle drive• Your TF Special• Silver Fox Walks• Food Bank Drive• Corn Roast• Ideas?

• Your route and pace• Walk, run, ride, whatever• Alone or small groups• Sunday Sept 20, 10 AM

• TF Product line• On‐line only• Net revenue to TFF

Terry Fox Day In the Heart of

Georgian Bay 2020

We will expand our participant/donor base by: Leveraging national programs/materials Inviting High Schools, Air/Sea Cadets, Sports/Rec Teams, Georgian College, Rotaract, large employers, and service clubs

More signage everywhere Expanded social and other media exposure Emphasis on teams

How We Will Grow Participation and Contribution

TFD 2020 Overview ‐ Councils30/07/2020 7


Our Request• Designate a committed leader to coordinate YOUR efforts/event• Promote TFD2020 via your website, social media, event calendar, posters, postcards

• Plan/host a fund‐raising event of your own design (talent show, team run/walk, garage/bake sale, concert, talent show, car wash, car rally) Post pics/storiesAdhere to Health Guidance re Covid‐19Utilize our new contribution tracking APP Let us help

• Purchase T‐Shirts for your team (and wear them)• Declare a TF Day in Council (flag‐raising?)• Join “One Day. Your Way” on September 20th• Make a donation if you can

Make This Your Program

TFD 2020 Overview ‐ Councils 9

We Will Make It Easy For You

We Can Provide:• Plan development support

• Presentation materials

• Presenters (survivors, caregivers, supporters and/or volunteers)

• Posters, signage, brochures, postcards, pledge sheets

• Access to mobile tracking app for your team

• Provision of TF branded shirts, TF flags

• Coaching re fund‐raising

• Promotion/recognition via our social media and media coverage (radio, TV,

newspaper)30/07/2020


Terry Fox Day in the Heart of Georgian Bay

2020 Program – 40th Anniversary

30/07/2020 10

http://www.terryfox.ca/terryfoxrun/heartofgeorgianbay

By Email and Hand Delivered

Ted Walker, Mayor

Gerard Lachapelle, Deputy Mayor

Jeff Bumstead, Barry Norris, Paul Raymond, Sandy Talbot, and Mary Warnock, Councillors

Lindsay Barron, Chief Administrative Officer

Cyndi Bonneville, Acting Clerk

Brian Thomas, Fire Chief

25 June 2020

RE: REGULATION OF AIRBNB RENTALS IN TAY TOWNSHIP – SIGNED PETITION

My wife, young daughter and I bought waterfront property on Robins Point Road in 2017, hoping to spend most of our weekends here. We were planning to rebuild our summer retirement house on this lot. Unfortunately we are reconsidering because we live next to an unlicensed hotel.

252 Robins Point Road is an Airbnb property. It’s a tiny cottage on a 50’ lot. We share a beach with it. In the last 30 days 60-70 renters and five-seven of their dogs came in and out of 252 Robins Point. The property was consecutively rented to ~10 separate groups from 22 May to 22 June. Ontario had a ban on short-term rentals until 5 June, so 14 of those days were likely illegal.

We are subjected to the arrival of a different group of strangers every few days. It’s generally four-six adults (sometimes as many as 12), plus children and one or more dogs. The renters are not screened in advance. The cottage is rented almost every week from mid-May to October and the majority of weekends otherwise.

We endure constant noise and litter throughout the summer. We worry about privacy and safety, particularly with respect to our daughter. Why? Solely because our neighbour is allowed to run an unlicensed hotel. The situation has affected the way we should reasonably expect to enjoy our cottage. For example, my daughter will not swim when there are several adults a few metres away in the lake or on the beach – almost a daily scenario at 252 Robins Point.

Other frequent examples include dogs and their feces on our beach, yelling, swearing, loud music, drug use, barking dogs, aggressive dogs, congregations in front of our beach, unattended fires, and large parties. To say we did not expect this in a small, quiet town is an understatement.

Municipalities across North America have regulated short-term rentals, including in Ontario’s cottage country. Tay has not passed any regulatory measures to-date. There is an obvious need to balance the rights of residents who simply seek to restore the quiet use and enjoyment of their properties.

We request that you consider and vote on the following measures as soon as practicable. Every recommendation below has been adopted by at least one municipality in North America. We are

prepared to present at council and/or advice as necessary. Attached is a petition of Tay residents requesting same. We would appreciate a response by 4 August 2020.

Requested Action by Council:

1. As used below, the term “Short-term rental” means all or part of a dwelling unit used to provide sleeping accommodations in exchange for money for any rental period that is less than 28 consecutive days in length. For clarity, a rental period of 28 consecutive days or more where the accommodations are rented to the same party, is not subject to these proposed by-laws.

2. Ban all new short-term rentals. As evidenced in other municipalities, this problem is going to proliferate.

3. Ban all short term rentals by unlicensed operators. Create a registry of existing, grandfathered short-term rental operators who pay a yearly fee of that amount reasonably necessary to fund the registry and associated by-law enforcement. We suggest $500 per year, per property. Short-term rental operators are not only using a disproportionate amount of publicly-funded services and infrastructure, they are profiting and yet pay the same property taxes as non-operators.

4. Ban short-term rentals of any kind of less than seven consecutive calendar days in duration. There is no tourism benefit to Tay from visitors renting for a few days and arguably none in general. Our experience and media reports of those in other Ontario communities are that two-five day renters come to party and leave.

5. Maximum Number of Days to Renters. Create and enforce a by-law that short-term rental operators may only rent a property for no more than an aggregate of 90 days per calendar year and no more than an aggregate of 45 days during the period beginning on May 1 and ending on September 30. Short-term rental operators cannot rent out the unit for more than 21 consecutive days. For clarity, rental periods to the same party of a period of 28 days or more are not captured by the foregoing limitation, or any of these requests.

6. Maximum Number of Renters. Create and enforce a maximum occupancy by-law based on size of structure/lot rented. No unregistered guests are permitted at any time.

7. Enforcement. Licensed short-term rental operators who incur more than one infraction per year are de-registered for a period of 12 months. Repeat offenders (three infractions within any three year period) are banned for two years.

8. Listen to the Community. a. Create a committee of residents (including licensed short-term rental operators) to

report and make recommendations to council twice per year. b. Create a tip line for complaints/suggestions.

Sincerely,

Brad Chapman 148 Robins Point Road, Victoria Harbour ON [email protected]

PETITION - MUNICIPAL REGULATION OF SHORT-TERM RENTALS IN VICTORIA HARBOUR

Municipalities across North America have regulated short-term rentals, including in Ontario’s cottage country. Tay Council has not passed any regulatory measures to-date. There is an obvious need to balance the rights of residents to enable the quiet use and enjoyment of their properties. The undersigned is (i) at least 18 years old and (ii) a resident of Tay Township.

I support banning new short term rentals and regulating existing short term rentals in Victoria Harbour. I call on Mayor Ted Walker and Council to adopt regulations as soon as possible.

Name Email Address Mailing Address Signature

Ted Walker, Mayor

Gerard Lachapelle, Deputy Mayor

Jeff Bumstead, Barry Norris, Paul Raymond, Sandy Talbot, and Mary Warnock, Councillors

Lindsay Barron, Chief Administrative Officer

Cyndi Bonneville, Acting Clerk

Brian Thomas, Fire Chief

July 17, 2020

RE: REGULATION OF AIRBNB RENTALS IN TAY TOWNSHIP

Fourteen years ago we bought a waterfront property at 254 Robins Point Road with the plan to use it as a vacation property while my wife and I were still working and then later to retire there.

Having enjoyed boating in Severn Sound area since the late 1980s and being a member of the Midland Bay sailing Club since 2000 we decided this area was one of the best southern Ontario had to offer for a wide variety of reasons. Since we also enjoy skiing at Mont St Louis Moonstone and have had season passes for several years, we do use this property year round. I retired sveral years ago and actually worked in Midland during the summers for six years. My wife is still working but her retirement is imminent in the next couple of years.

We had looked forward to an active retirement living in this property and while we still do it is now significantly more subdued due to the adjacent property at 252 Robins Point Road having been turned into, essentially, a commercial property as it is rented to a different group of people almost every week bringing a host of associated issues; from large numbers of people (more than can be accommodated in the small A‐frame cottage) to unattended open fires (my son has gone over several times to bring it to the attention of the renters), or fires when there are strong northwest winds blowing directly onshore, to very loud voices and music late at night and dogs allowed to roam freely frequently leaving their droppings on our property (often on the beach where our grandchildren play). We have spoken to the owners of this property have stated they do not care how many people are in their cottage and only appear to give lip service to the other issues as nothing has changed. We have tried for several years to deal with these issues by being neighbourly but the results have so minimal as to bring me to write to you to please seriously consider the suggestions that have been suggested by Brad Chapman in his June letter to you and as repeated again below.

Municipalities across North America have regulated short‐term rentals, including in Ontario’s cottage country. Tay has not passed any regulatory measures to‐date. There is an obvious need to balance the rights of residents who simply seek to restore the quiet use and enjoyment of their properties.

We request that you consider and vote on the following measures as soon as practicable. Every recommendation below has been adopted by at least one municipality in North America. We are prepared to present at council and/or advice as necessary. Attached is a petition of Tay residents requesting same. We would appreciate a response by 4 August 2020.

Requested Action by Council:

1. As used below, the term “Short‐term rental” means all or part of a dwelling unit used to provide sleeping accommodations in exchange for money for any rental period that is less than 28 consecutive days in length. For clarity, a rental period of 28 consecutive days or more where the accommodations are rented to the same party, is not subject to these proposed by‐laws.

2. Ban all new short‐term rentals. As evidenced in other municipalities, this problem is going to proliferate.

3. Ban all short term rentals by unlicensed operators. Create a registry of existing, grandfathered short‐term rental operators who pay a yearly fee of that amount reasonably necessary to fund the registry and associated by‐law enforcement. We suggest $500 per year, per property. Short‐term rental operators are not only using a disproportionate amount of publicly‐funded services and infrastructure, they are profiting and yet pay the same property taxes as non‐operators.

4. Ban short‐term rentals of any kind of less than seven consecutive calendar days in duration. There is no tourism benefit to Tay from visitors renting for a few days and arguably none in general. Our experience and media reports of those in other Ontario communities are that two‐five day renters come to party and leave.

5. Maximum Number of Days to Renters. Create and enforce a by‐law that short‐term rental operators may only rent a property for no more than an aggregate of 90 days per calendar year and no more than an aggregate of 45 days during the period beginning on May 1 and ending on September 30. Short‐term rental operators cannot rent out the unit for more than 21 consecutive days. For clarity, rental periods to the same party of a period of 28 days or more are not captured by the foregoing limitation, or any of these requests.

6. Maximum Number of Renters. Create and enforce a maximum occupancy by‐law based on size of structure/lot rented. No unregistered guests are permitted at any time.

7. Enforcement. Licensed short‐term rental operators who incur more than one infraction per year are de‐registered for a period of 12 months. Repeat offenders (three infractions within any three year period) are banned for two years.

8. Listen to the Community. a. Create a committee of residents (including licensed short‐term rental operators) to

report and make recommendations to council twice per year. b. Create a tip line for complaints/suggestions.

Sincerely,

Robert and Linda Mullins 254 Robins Point Road, Victoria Harbour, ON

PETITION ‐ MUNICIPAL REGULATION OF SHORT‐TERM RENTALS IN VICTORIA HARBOUR

Municipalities across North America have regulated short‐term rentals, including in Ontario’s cottage country. Tay Council has not passed any regulatory measures to‐date. There is an obvious need to balance the rights of residents to enable the quiet use and enjoyment of their properties. The undersigned is (i) at least 18 years old and (ii) a resident of Tay Township.

I support banning new short term rentals and regulating existing short term rentals in Victoria Harbour. I call on Mayor Ted Walker and Council to adopt regulations as soon as possible.

Name Email Address Mailing Address Signature

July 27th, 2020

Brenda French and Doug McKenzie

160 Robins Point Road,

Victoria Harbour, Ontario.

L0K 2A0

To the Mayor and Council Members of Tay Township,

Our cottage is across the road from an AIRBNB. We have ongoing concerns about who is coming and going at 175 Robins Point Road.

The turnover is very frequent. Often there are so many people and cars, they have to park in the right of way across from the AIRBNB.

Garbage is often left out in a manner that the racoons get into it and it is not tidied up for days.

We have called the police on occasions when there has been screaming and loud inappropriate language in the night, not allowing us or our guests to sleep. This was well into the night and the parties were even continuing the next day at 7:00 am.

Guests were doing drugs on the front hoods of cars, and shooting fireworks at one another. With guests in this condition, it also raises the concern about campfires and how those are being monitored.

Our family is grown up, but do come here to enjoy some rest and recreation here with us. Not being able to sleep through the night certainly takes away from their experience here with us. We have an elderly lady on one side of us and small children on the other. Renters as described above would most certainly be a concern to them as well.

We do understand that properties should be available to rent. It seems to us that longer term rentals would be more committed to appropriate behavior and the well‐being of the area. I hope you will consider reviewing the guidelines for AIRBNB’s in Tay and consider something similar to how condos are rented in Florida by the month.

Thank you for your consideration and we will see you on August 12th.

Brenda French

Doug McKenzie

Welcome toCherry Blossom Village

3100 Triple Bay Road

Port McNicoll

Tay Township, Ontario

Todays Presentation

• Introductions – Dr. Howard Bloom, Dr. Robert Cooper, Lanny Dennis

• About our Community• Our history and expertise

• The people we support

• Blooming Acres and Apple Blossom Village

Introducing Cherry Blossom Village• Our plans

• We visited and talked with all our direct neighbors, what were their questions?

• What’s next…

Our History• In 1998 Dr. Howard Bloom and Sherri-Ann Bloom bought a 100-acre farm property in Oro-Medonte and founded Blooming

Acres.

• In the early days, the farm project was the Bloom’s home and an intentional community for 10 people with various complex special needs.

• The Blooms innovated the concept of respite through farm experience weekend retreats, recreational summer camps for complex care and provided live-in schooling for people with complex special needs.

• In 2013 the Blooms partnered with Dr. Robert Cooper to continue and expand our good work, with a passion mission to provide exceptional quality care for people who require specialized person-centered care.

Our Leadership

• PhD from the University of Toronto in Teaching and Learning – Doctor of Philosophy

• Masters Degree from the University of Toronto in Applied Psychology: Special Education and Adaptive Instruction

• Professor and Department Coordinator at Georgian College – Child and Youth Care

• Researcher

• Has been providing services and support to people with special needs for over 30 years

Dr. Robert CooperFounder &Medical Director

• Graduated from Osgoode Hall Law School

• Physician graduated from the University of Toronto Medical School

• Completed a family practice residency at the University of Toronto

• Clinical practice at the Dufferin St. Clair Community Clinic in Toronto and in Orillia

• Board Member with the Ontario Long Term Care Clinicians and the Ontario Long term Care Physicians

Dr. Howard Bloom

Founder

The people we support:People with complex Special needs• Moderate to severe neurological and

developmental and/or cognitive issues. Such as Autism.

• It’s complex when these issues combine with mental health issues such as anxiety, mood challenges, poor self-regulation, social skill deficits and communication challenges.

• People with complex needs need and deserve skilled and caring 1:1 support.

In 2005, our farm program in Oro-Medonte licensed as a children’s home with the Ministry of Community and Social Services. We provide live-in care for 10 youth who require 1:1 support in a rural farm setting.

We currently operate 3 caring homes in Simcoe county. Our staff team of 75 care for 24 children.

Blooming Acres Farm Opened in 1998

Oro-Medonte

Blooming Acres LakeshoreOpened in 2019

Oro-Medonte

Blooming Acres Snow Valley Lodge Opened in 2007

Springwater

We advance a CARE model of support out of Cornell UniversityDevelopmentally focused, relational, trauma informed, family based, ecologically centered.

In 2013 we began the development of Apple Blossom Village.

• We designed and redeveloped the 3-acre school property (former William B Wright Public School in Forest Home)

• State-of the-art live in community for 20 adults with complex special needs.

William B Wright School site in 2013 Apple Blossom Village 2020

We opened Apple Blossom Village in August 2018. Today 20 adults live at the community and are supported by 80 fulltime caregivers and staff.

How do our current neighbors in Oro-Medonteexperience our Apple Blossom Village Program?

Cherry Blossom Village3100 Triple Bay Road, Port McNicoll

A 34 person live in community for people with complex special needs. Consisting of a 24-person residence and 10 personal cabinsand an ancillary building for recreation.

Why Tay?• Care close to the need• Rural and beautiful• Employment base• Proximity to larger

community• Services and

recreation• Benefit for the

community – 120 jobs• Within 30 min from all

our other sites in Simcoe County

We visited with our neighbors. Some of their questions:

• Who will live there?• What will the buildings and site look

like?• What will the inside look like?• Where will we place the septic?• Will there be a fence around the

property?• Is there supervision?• Where will staff park?• Will there be excessive noise?• Will there be jobs for people in the

community?

What’s next?

• Zoning, and work with our design team, Tay building, fire, and other departments to advance the design for permit.

• Tender in Winter 2021 (Local companies and suppliers)

• Spring 2021 Construction

• 12-14 month construction period

• Hire 120 fulltime people pay between $17 and $32 per hour (plus benefits) Includes; Behaviour Therapists, Behaviour Associates, Managers, Shift Supervisors, Support Workers, Administration, Red Seal Chefs, kitchen, cleaning and maintenance staff.

• Open in the summer of 2022

Protection to Persons & Property 1 August 12, 2020

Committee Agenda

Protection to Persons & Property Committee

August 12, 2020

Agenda

1. Call to Order:

2. Reports of Municipal Officials:

2.1 Report from the Fire Chief

Report No. PPP-2020-34 Re: Fire Chief Monthly Report – June 2020

2.2 Report from the Fire Chief Report No. PPP-2020-38

Re: Fire Chief Monthly Report – July 2020

2.3 Report from the Deputy FC/FPO

Report No. PPP-2020-35 Re: Deputy Fire Chief/Fire Prevention Officer Monthly Activity

Report – June/July 2020

2.4 Report from the Municipal Law Enforcement Officer

Report No. PPP-2020-40

Re: By-law Enforcement Services Monthly Activity Report – June and July 2020

2.5 Report from the MLEO/Canine Control Report No. PPP-2020-39

Re: MLEO/Canine Monthly Activity Report – June/July 2020

2.6 Report from the Municipal Law Enforcement Officer

Report No. PPP-2020-37 Re: Short Term Rental Overview

3. Other Business:

4. Items for Information:

Protection to Persons & Property 1 August 12, 2020 Report No. PPP-2020-34

STAFF REPORT

Department/Function: Protection to Persons and Property

Chair: Councillor Sandy Talbot

Meeting Date: August 12, 2020

Report No.: PPP-2020-34

Report Title: Fire Chief Monthly Report – June 2020

RECOMMENDATION:

That Staff Report No. PPP-2020-34 regarding the Fire Chief’s Monthly Report – June 2020 be received for information.

The Chief attended: 2 Fire Calls

1 False Alarm

2 MVCs 11 Flooding/Power line down calls

I am pleased to announce Brent Sterling is the successful candidate for the

position of District Chief for Hall 1 Waubaushene.

Our Tanker Shuttle Accreditation recertification was successful. A big thank

you goes out to Deputy Aymer and the volunteer firefighters for attending

the testing.

Between high winds, power lines down and flooding, it has been a busy

month for Tay Fire and Emergency Services. There were a couple of mechanical breakdowns which were addressed, and most supplies have been

restocked.

Recruitment: Recruit training has been cancelled until further notice.

Monthly Training:

Staff completed online training for their meeting in June, with practical training held on pumping and water transfer to better prepare us for the

Tanker Shuttle Accreditation certification held on June 22.

The Public Education special program is cancelled until further notice.


Emergency Management: We continue to monitor the COVID-19 situation. Emergency Control Group

meetings have decreased to one meeting per week, as most COVID-19

related items have started to level off.

We created a flyer for residents in areas prone to flooding. The flyer provides

information regarding what to do before, during and after a flood has occurred. The By-law staff will deliver them to residents living in the flood

prone areas as indicated in the Severn Sound Environmental Association report.

Community Safety & Well-being Committee: No further progress to report

Tay Fire & Emergency Services were dispatched to 36 emergency calls during the month of June.

Year to Date Totals:

2020 131

2019 128 2018 130

2017 126 2016 115

Year in Review:

Here is a partial breakdown of calls dispatched:

Call Type Month YTD Fire 2 7

Medical 9 44 Motor Vehicle Collision 3 12

False Alarms 7 29 Carbon Monoxide 1 4

Hazardous Material 0 3

Other 14 32___ Total Calls 36 131

Prepared By: Brian Thomas, Fire Chief/CEMC

In absence of Steven Farquharson, General Manager, Protective and Development Services,

Reviewed By: Date: August 6, 2020

Lindsay Barron, CPA, CGA, HBCom.

Chief Administrative Officer/Deputy Clerk


STAFF REPORT





Report Title: Fire Chief Monthly Report – July 2020

RECOMMENDATION:

That Staff Report No. PPP-2020-38 regarding the Fire Chief’s Monthly Report – July 2020 be received for information.

The Chief attended: 3 MVCs

2 False Alarms 2 Medical Calls

I am pleased to announce Taylor Lalonde is the successful candidate for the position of Captain for Hall 4 Port McNicoll.

There were a number of equipment breakdowns over the month that have

all been addressed and repaired. Pumper 21 will require some new parts

installed. This will be a lengthy repair which will be completed in August. While the Pumper is out of service, Tanker/Pumper 52 will be relocated to

Old Fort so that each Hall will have a Pumper to respond to fires.

We responded to 2 separate off road Dirt Bike accidents this month. One required a search to locate the injured driver who was on a snowmobile trail

when he lost control, and the other was on the Port McNicoll Community Centre property when he lost control.

Recruitment:

Recruit training has been cancelled until further notice. The Recruits have been brought back to attend meetings and have been given some extra

training so they can attend calls and assist in minor roles.


Monthly Training:

Staff completed training on Power Saws: Inspection, maintenance and operation. The second portion of training involved Relay Pumping from a

static source.

The Public Education special program is cancelled until further notice.

Emergency Management: We continue to monitor the COVID-19 situation. Emergency Control Group

meetings have decreased to one meeting per week as most COVID-19 related items have started to level off.

Community Safety & Well-being Committee:

No further progress to report

Tay Fire & Emergency Services were dispatched to 35 emergency calls for the month of July.

Year to Date Totals:

2020 166

2019 164 2018 158

2017 142 2016 136

Year in Review:

Here is a partial breakdown of calls dispatched:

Call Type Month YTD Fire 0 7

Medical 9 53 Motor Vehicle Collision 7 19

False Alarms 5 34 Carbon Monoxide 0 4

Hazardous Material 2 5 Other 12 44___

Total Calls 35 166

Prepared By: Brian Thomas, Fire Chief/CEMC

In absence of Steven Farquharson, General Manager, Protective and Development Services,




______ Protection to Persons & Property 1 August 12, 2020 Report No. PPP-2020-35

STAFF REPORT

Department/Function: Protection to Persons and Property Committee




Report Title: Deputy Fire Chief/Fire Prevention Officer

Monthly Activity Report – June/July 2020

RECOMMENDATION:

That Staff Report No. PPP-2020-35 regarding Deputy Fire Chief/FPO

Monthly Activity report –June/July be received for information.

INTRODUCTION/BACKGROUND:

The Deputy Chief attended: 4 Medical Calls 9 MVC

6 Activated fire alarm 3 Wires down

3 Fires 1 Public service / flooding

Activity This

Period

YTD

2020

YTD

2019

YTD

2018

Routine Inspections 2 9 18 19 Request Inspections 0 2 5 4 Complaint Inspections 0 1 5 2 Information Inspection 0 0 2 5 Follow up Inspections 9 23 29 31 Courses Attended 1 6 5 3 Fire Calls Attended 27 56 59 50 Meetings (PIP, Op Co-op, etc.) 1 30 46 37 Orders Issued 0 6 4 6 Immediate Threat To Life 0 0 0 0 Burning Complaint(s) 0 2 0 1 Training Presented 1 3 5 3 Pub Ed Performed 0 0 2 1 Hall Meetings 4 12 22 30 Hall Practices 4 4 2 0 Council 1 3 2 2

______ Protection to Persons & Property 2 August 12, 2020 Report No. PPP-2020-35

Misc. (dept related) 10 49 55 48 Court 0 1 0 0 Fire Safety Plans Reviewed 4 22 29 31 Total 64 229 290 273

TICKETS ISSUED:

Ticket Quantity Total

Part I 0 0

Part II 0 0

Part III 0 0

Total 0 0

Prepared By: Shawn Aymer, Deputy Fire Chief/ Fire Prevention Officer

Recommended By: Date: August 5, 2020

Brian Thomas

Fire Chief

In absence of Steven Farquharson, General Manager, Protective and

Development Services, Reviewed By: Date: August 6, 2020




STAFF REPORT





Report Title: By-law Enforcement Services Monthly Activity Report – June and July 2020

RECOMMENDATION:

That Staff Report No. PPP-2020-40 regarding By-law Enforcement

Services Monthly Activity Report – June and July 2020 be received for information.

COMPLAINT OVERVIEW – June and July 2020

By-Law Opened

Files

Closed

Files

Ongoing

2017-2018

Ongoing

2019

Ongoing

2020

Clean Yards 8 0 3 0 12

Dogs 0 0 0 3 4

DOLA 1 0 0 0 2

Long Grass 27 0 0 0 27

Entrance Permit 2 0 0 0 2

Property

Standards

4 0 5 11 24

Zoning 2 0 3 1 3

Burning 7 0 0 0 8

Littering 4 0 0 0 5

Heavy Garbage 0 0 0 0 0

Parks and Trails 4 0 0 0 4

Building 0 0 0 1 1

Snow Removal 0 0 0 35 40

Business

Licensing

0 0 0 0 3

Encroachment 1 0 0 0 4


Fireworks 1 0 0 0 1

Fill 1 0 0 0 1

Airbnb 1 0 0 0 1

TOTAL 63 0 11 51 142

FILES OPENED BY WARD- June/July 2020

WARD 1 # WARD 2 # WARD 3 #

Clean Yards 6 Clean Yards 2 Clean Yards 0

Dogs 0 Dogs 0 Dogs 0

DOLA 0 DOLA 0 DOLA 1

Long Grass 9 Long Grass 14 Long Grass 4

Noise 0 Noise 0 Noise 0

Property

Standards

2 Property

Standards

0 Property

Standards

2

Zoning 0 Zoning 0 Zoning 2

Burning 1 Burning 4 Burning 2

Littering 3 Littering 0 Littering 1

Fill 1 Fill 0 Fill 0

Parks and

Trails

2 Parks and

Trails

1 Parks and

Trails

1

Entrance Permit

0 Entrance Permit

0 Entrance Permit

2

Fireworks 0 Fireworks 1 Fireworks 0

Encroachment 0 Encroachment 0 Encroachment 1

Airbnb 0 Airbnb 0 Airbnb 1

TOTAL 24 TOTAL 22 TOTAL 17

All files will remain open until such a time that staff are all back at the

Municipal Office and returned to normal business practices.

Total files

opened YTD

Total files

closed YTD

Total Files

Outstanding

(2007-2020)

210 67 205 (1 from

2007)


Type of Actions Taken

Actions June/July 2020

Notice of Violation 41

Order to Comply 4

Charges 12

Muzzle Order 0

Caution Letter 4

No Burn List 2

Cautions- June/July 2020

By-Law Cautions issued

Water Use 20

Burning 18

Parking 11

Dogs 6

Tay Trail 5

TOTAL 60

Staff have conducted 10 trail patrols in June and 16 trail patrols in July to

ensure compliance with the Parks and Trails By-law and as stated above there have been a total of 5 cautions given for motorized vehicles on the

trail. No one was seen with a dog off leash during these patrols. Additionally there was on instance where an officer attempted to have an operator on an

e-bike stop but they refused and gave an obscene gesture to staff as they drove by. With the extreme heat during the month of July, limited foot

patrols were done on the trail. Patrols will continue to be done as time and weather permits and violations will be dealt with accordingly.


Complaint/Inquiry Volume- June 2020

By-law Complaints Inquiries Routine Patrols

Property Standards

6 3 0

Clean Yards 11 3 0

Parking 7 9 1

Dogs 7 1 2

Animals/Wildlife 1 0 0

Noise 5 1 0

Snow Removal 0 0 0

Littering 6 1 1

Burning 12 3 2

Long Grass 3 6 13

Neighbour

Disputes

2 1 0

Encroachment 8 1 0

Parks and Trails 10 0 10

Zoning 6 4 1

DOLA 2 2 0

Signs 0 1 0

Fill 5 1 0

Miscellaneous 11 6 0

Entrance

Permits

1 4 2

Fireworks 3 1 0

AirBnb/ STR 4 1 0

Lawn Watering 1 0 2

COVID 5 9 0

TOTAL 116 58 34


Complaint/Inquiry Volume- July 2020

By-law Complaints Inquiries Routine Patrols

COVID 2 2 0

Property

Standards

3 4 6

Clean Yards 3 3 1

Parking 10 6 0

Dogs 5 0 0

Animals/Wildlife 4 0 0

Noise 7 4 0

Fireworks 2 0 0

Littering 4 2 1

Burning 7 2 2

Signs 4 0 0

Fill 4 1 0

Encroachment 1 1 0

Parks and Trails 4 0 19

Zoning 6 13 0

Lawn Watering 4 3 16

Long Grass 1 3 3

AirBnb/ STR 5 2 0

Livestock Claim 1 0 0

DOLA 1 0 0

Miscellaneous 9 4 0

TOTAL 87 50 48

Two separate tables have been created to show the specific numbers for the months of June and July. For the month of June there were 208 items that

needed some sort of action whether it be attendance to an address, educating people on by-laws, or routine patrols made by staff etc. In July

there were a total of 185 actionable items. COVID related calls have continually dissipated as the re-opening by the Province is done in stages.

While staff does receive a few calls about it, mostly are inquiries being made so people can better understand the existing Emergency Orders in place. In

the month of July staff did receive one call after the Health Unit required

masks to be worn indoors in relation to a store within the Township refusing this individual service for not wearing a mask.

Upon viewing each table the highest number of complaints for both months

combined was for burning at 19 and closely followed by parking at 17. It is also noted that complaints filed in relation to Short Term Rental properties

have gradually gone up since April. Staff will continue to do routine patrols


of the Township to ensure compliance with the by-laws and do focused

patrols for burning, lawn watering and long grass during the summer months.

PON/Tickets Issued

Type of Ticket Quantity By-law

Part 1 10 Dogs/ Burning/

Littering

Part 2 55 Parking

Part 3 2 DOLA/Fill

For the months of June and July there have been 10 Part 1 charges laid (3

for burning, 3 for littering, 1 for noise and 3 for operating motor vehicles on the Tay Shore Trail). There has also been two Part 3 charges laid, one for a

DOLA matter and another for a Fill matter. The court dates for all Part 3 charges are still to be determined due to the court closures.

A total of 55 parking tickets have been issued for the months of June and July with a majority of them issued at the boat launch area.

Parking Tickets Written – March and April 2020

Type of Parking Ticket

Tickets written

Paid Trial Cancelled

Park within 3 metres of fire hydrant

2 1 0 1

Park on Municipal

Property without Permission

1 0 0 1

Park vehicle with trailer during

prohibited hours

37 14 1 1

Restricted Area Parking

10 3 1 0

Improper Angle Parking

3 0 1 0

Park in a Prohibited

Area

2 0 0 0


Additional Items/ Future Considerations

Through correspondence with the City of Barrie Court Services Department,

the Province has just passed some amendments to the Provincial Offences Act which sees that they will allow any person related to the court matter to

be present remotely. With this change it is hoped that some of the

outstanding matters that are within the courts at this time can come to a resolution. As it stands, the two remaining court date that the Township has

scheduled are October 1st, 2020 and December 3rd, 2020.

Prepared By: Rob Kennedy, Municipal Law Enforcement Officer


Lindsay Barron, CPA, CGA, HBCom

Chief Administrative Officer

(in the absence of Steve Farquharson, General Manager, Protective and Development Services).


STAFF REPORT

Department/Function: Protection to Persons and Property Committee

Chair: Councilor Sandy Talbot

Meeting Date: August 12 2020


Report Title: MLEO/Canine Monthly Activity Report –

June/July 2020

RECOMMENDATION:

That Staff Report No. PPP-2020-39 MLEO/Canine Monthly Activity

Report – June/July 2020 be received for information.

MLEO/ Canine Activity Report

Activity Count

Complaints and Investigations 23

Pound/Seizure 1

DOLA Orders 1

Township Muzzle Orders 1

Dog Tags Sold 0

Fines Issued 2

Files Opened 2

Files Closed 0

Tags by Year Tags Sold (YTD)

Total 827

2020 Tags 617

2021 Tags 155

2022 Tags 55

Dog Attacks 2019 2020 (YTD)

Dog on Dog 4 5

Dog on Human 3 2

DOLA Order Issued 2 4

Muzzle Orders Issued 2 3


No dog tags were sold in the months of June/July as dog tag sales have

been suspended until COVID -19 restrictions lift.

By-Law received 23 complaints related to dogs ranging from barking for extended periods of time to an altercation which resulted in a resident

needing minor medical attention. With the summer months finally here, it was noted that an increase of complaints have been made specifically to

certain parks throughout the township. As a result, staff completed dedicated patrols of these parks and have noticed a positive result in

compliance with both residents and visitors enjoying Tay.

One DOLA order is being issued to a dog owner along with a township

muzzle order and fine for a dog at large. Staff was contacted by OPP to assist in an incident where a motor vehicle collision had taken place and a

dog was involved. Staff took possession of the dog that was involved and transported it to the pound where the owner could claim it at a later date.

With COVID -19 restrictions easing up, an inspection of the Maple Trails

Boarding Kennel was completed and has passed by-law requirements.

Prepared By: Justin Rounds, MLEO/Canine Control

Reviewed By:

Date: August 5, 2020 Lindsay Barron, CPA, CGA, HBCom


(in the absence of Steve Farquharson, General Manager, Protective and

Development Services)

Protection to Persons and Property 1 August 12, 2020 PPP-2020-37

STAFF REPORT





Report Title: Short Term Rental Overview

RECOMMENDATION: That Staff Report No. PPP-2020-37 regarding an overview of Short Term Rentals or more commonly known as “AirBnB” properties be received for

information;

And that Council authorizes staff to initiate a public consultation process to gain public input on the issues surrounding Short Term Rentals to determine

whether bylaw and/or licencing requirements are appropriate regulation

measures for the Township of Tay.


Staff received direction from Council to research the potential impact that Short Term Rental (STR) properties have on the Township of Tay. This research included

determining how many properties that Township has, what issues the members of the public are experiencing, investigating how other municipalities were regulating these

properties and what level of enforcement on the various by-laws (burning, noise, licencing or zoning) related to typical STR properties was being done.

ANALYSIS:

Current Landscape

To begin the review, staff searched the relevant websites that advertise Short Term Rentals such as Airbnb.com, vrbo.com, Flipkey.com, Cottagesincanada.com and others.

Through searching all of these websites the following information was gathered for

statistics in our Township:


As of August 4th, 2020 there are 83 properties that can be found on the above

websites that are advertised as STR’s. Some properties since the first search in January have been removed but at the

same time, new ones have been added so the list is constantly changing. Upon viewing some properties there are clearly other violations to by-laws within

the advertisements which mainly are related to Zoning violations. Of the 83 properties there are a total of 19 properties that have had complaints

filed since 2018. These complaints are mainly due to noise, fireworks, open air fires and trespassing.

Of the 19 properties, 8 of the properties have multiple complaints filed with the other 11 only having one complaint made with no further issues.

In 2020 there have been a total of 33 complaints file with the By-law Services Division in relation to STR properties.

In 2020, one property has had 9 complaints filed within a four month span from April-July.

To compare the number of STR’s to neighbouring municipalities the following is a rough estimate as to how many each municipality has:

*These numbers are not exact and are taken from ONLY searching Airbnb.com for ads within each

municipality

1. Township of Tiny- ~220

2. Township of Oro-Medonte- 200+ 3. Town of Midland- ~43

4. Town of Penetanguishene- ~26 5. Township of Georgian Bay- 100+

6. Township of Severn- ~71

When comparing these numbers, it appears that Tay is closely related to the Township of Severn for the number of STRs. With the Townships of Tiny, Oro-Medonte and

Georgian Bay all having vast waterfront properties, it is clearly evident that waterfront

properties are more inclined to be used as STR type uses.

Each year it appears that more and more STR’s are advertised within the Township and with that it is expected that more complaints and inquiries will be investigated by staff.

For 2020, staff has received a total of 33 complaints for STR type properties within the Township.

Enforcement for STR properties is usually done after the fact due to staff not working

during the late night hours and into the early morning. When a complaint is received, staff will attend the address to see if the renters are still at the property. If not, the

officer would leave a business card is left at the door in hopes that the owner does come by for cleaning and sees that by-law staff have been there. On the back of the business

card left there will be a short reason as to why staff attended the property. If the owner does contact staff there is a discussion in regards to the by-laws and there is a notice

sent to the owner advising of all of the relevant by-laws that relate to STR properties.


Staff put the onus back on the property owner to ensure that the renters follow the by-laws within the Township. They are given one warning and once the notice is sent, we

do give a caution within the notice that any further offences that are found at the property will result in a charge being laid. To date only four properties that have been

sent the notice have ended up being a repeat offender. Since the summer of 2018 there have been 4 charges laid in relation to a complaint made for a STR property.

Periodically staff will receive information from the OPP in regards to a complaint that

they attended to overnight. In some cases the officer will provide a copy of the complaint and a copy of their notes so that there is a possibility that charges can be laid.

County Workshop

In order to gain a better understanding of the STR industry as a whole, staff also attended a Short Term Rental workshop that was organized by the County of Simcoe

back in March. Councillor Norris, Talbot, Raymond and Warnock also attended this

workshop to learn more about how other municipalities are handling STR’s.

During the workshop there were a number of speakers from various municipalities. Of

note the City of Oshawa, City of Toronto, Township of Lake of Bays and the Town of Blue

Mountains all had representatives speak in regards to their response to their own STR situations. Some municipalities, such as the City of Toronto and the Town of Blue

Mountains have created licensing by-laws which have created strict measures on how and where these types of properties can operate. Of the presenters, due to our size and

demographics, Tay is most comparable to the Town of Blue Mountains and Lake of Bays, and so their approach is discussed in detail below.

The Town of Blue Mountains is well known to most municipal governments as the ground

zero to the STR business. They were one of the first municipalities to implement a licensing by-law to regulate all of the STR’s in the municipality. With their licensing by-

law comes strict provisions and rules that must be adhered to within the municipality. In regards to licensing requirements, all operators must have a property management

plan, inspections passed by the Electrical Safety Authority, Fire Department and the By-law Department. There is also a requirement that there has to be a

“responsible person” available to attend the address if any complaints are

made and they are required to be at the address within 1 hour of the complaint being received by the Municipal Law Enforcement staff. There has also been a

demerit point system created that if a property collects a certain amount of points, their license could be revoked pending a hearing. In order to effectively enforce this licencing

by-law, The Town of Blue Mountains had to hire additional 2.5 staff members in the by-law department.

To enact this licensing by-law, they also had to change their Zoning By-law which took a

few years to have all items approved and in place. When the Zoning By-law was passed with the new regulations for STR’s some of the operators appealed this decision to the

Ontario Municipal Board (OMB), which is now called the Local Planning Appeals Tribunal (LPAT). A hearing was conducted, but the decision made by the OMB was that the


municipality had done everything correctly and also ruled that STR’s are deemed as a

commercial use. It will be noted that OMB and LPAT decisions are not considered “Case Law” so those decisions are not able to be used in legal proceedings.

The Township of Lake of Bays is in the preliminary stages to finding out just how big of

an issue STR’s are in their area. They opted to start with a public consultation process to get feedback from the residents to see what the common issues were in regards to

STR’s. They set up an online survey and comment forum at www.mylakeofbays.ca. The Township felt that this has been very beneficial in allowing the residents to voice their

concerns and give input into how the municipality should enforce any regulations that may be implemented. They also utilized many other formats to get the word out to their

residents that they are looking at the growing issue of STR’s. Along with the website they also used posters, tax bill inserts, Did You Know pamphlets that would be handed

out and they would also attend community events and set up a table to talk to residents who had any questions or concerns.

Throughout the workshop it seemed to be that most municipalities that are in the midst of trying to find a solution to the STR’s in their areas, and are moving toward or started

by doing a public consultation process. Many municipalities have been receiving complaints on the matter but to how large the issue is can only be found out from the

residents of the municipalities as a whole. While some municipalities have already implemented by-laws and zoning regulations such as Toronto, Oshawa and Blue

Mountains, other municipalities are currently in the process to figure out the best course of action to take such as Lake of Bays, Tiny and Oro-Medonte.

OTHER MUNICPALITIES ENFORCEMENT ACTIONS

At the present time there are a few municipalities that are currently enforcing their by-laws differently. Two of the municipalities that will be described below are the Township

of Tiny and the Township of Oro-Medonte.

TOWNSHIP OF TINY

At this time, Tiny doesn’t have any licensing requirements for STR properties and their Zoning By-law does permit STR’s in all zones. The way they enforce any problems at

STR properties is through their regular by-laws that are currently in effect. In 2019, the Township of Tiny received 8 complaints in relation to STR properties; when looking at

the approximate number of STR’s within that Township above the number of complaints is quite low. Tiny uses a “Strict Enforcement Policy” which is described as “the Municipal

Law Enforcement Officers will operate a zero tolerance mandate (ie. No Warnings) relative to repeat by-law infraction issues related to Short Term Rentals where evidence

supports a charge against the landowner and the renter.” The Township also does employ a large number of summer students throughout the summer months for

additional enforcement but complaints related to STR’s is not the sole reason for the additional staff. They also work hours that are later into the night mainly during

weekends which is vastly different than our enforcement hours of operation at this time. The model that Tiny uses is an efficient way to deal with the problem rentals within the

Township and would also prove to be effective within Tay if our hours were consistent

http://www.mylakeofbays.ca/


with what Tiny officers work. Tiny has also set up an information website at

https://www.tiny.ca/Pages/Short-Term-Rental-Information.aspx and also have attached a link to a brochure that does get sent to a homeowner where a complaint is received by

enforcement staff to advise them of the relevant by-laws and to also notify them of the Strict Enforcement Policy. If Council decides that this is a problem for our Township this

may be a model that we can follow to better enforce the by-laws in relation to STR properties.

TOWNSHIP OF ORO-MEDONTE

On July 18th, 2018 the Township of Oro-Medonte passed an interim control by-law under the Planning Act, which prohibits any new STR properties from operating, while the By-

law is in effect.

The definition of a “Short Term Rental Accommodation” is: a dwelling or any part thereof that operates or offers three or more bedrooms as a place of temporary residence,

lodging or occupancy by way of concession, permit, lease, license, rental agreement or

similar commercial arrangement for any period of 30 consecutive calendar days or less throughout all or any part of the calendar year. Short Term Accommodation shall not

mean or include a motel, hotel, bed and breakfast establishments, hospital or similar commercial or institutional uses.

This definition is a little bit different than most with the requirement of three or more

bedrooms added into the definition. Most STR properties are known to have three or more bedrooms but there are a select few that only offer two bedrooms or even just a

single room that would be for rent. The Township of Oro-Medonte Council has requested that staff prepare land use

planning and regulatory (licensing) documents for public consultation and further Council consideration. A public meeting was scheduled to happen on June 25th, 2020 with

respect to an amendment to the Township’s Comprehensive Zoning By-law but the results of that meeting have yet to be published on their website.

Enforcement is relatively the same as how our staff works with complaints in relation to STR properties. Similar to Tay, Oro-Medonte does have limited staff and work limited

hours which do not go late into the night. Oro-Medonte also receives complaints after the incidents occur which make it difficult to enforce the by-laws with no evidence other

than the complainant’s word, which is difficult to lay a charge. Sometimes photos or videos are provided for evidence which can be used but only if the person who took the

photo or video agrees to attend court if the defendant chooses a trial. If there is no agreement to attend court there is no evidence to use and no charge can be laid.

FINANCIAL/BUDGET IMPACT:

N/A

https://www.tiny.ca/Pages/Short-Term-Rental-Information.aspx


CONCLUSION:

Given that the industry of STR’s is only growing in popularity, if Council is interested in

gaining a better understanding of the issues residents are experiencing, we could model an approach similar to the Lake of Bays. A public process could be undertaken to gain

feedback from both residents and the STR operators on what rules and regulations should be put into place. Once the information has been gathered, staff will report back

to Council with some policy and licencing options for consideration. Should Council wish to implement policies within the Zoning By-law, a formal public meeting under the

Planning Act would be scheduled and any new policies that are implemented would be subject to appeals to the Local Planning Appeals Tribunal.

Prepared By: Date: August 6th, 2020

Rob Kennedy

Municipal Law Enforcement Officer

Recommended By: Date: August 6th, 2020

Steve Farquharson, B.URPL, MCIP, RPP

General Manager, Protective and Development Services

Reviewed By: Date: August 6th, 2020

Lindsay Barron, CPA, CGA, HBCom. Chief Administrative Officer/Deputy Clerk

General Government & Finance 1 August 12, 2020 Committee Agenda

General Government & Finance Committee August 12, 2020

Agenda

1. Call to Order:


2.1 Verbal Report from Mayor Walker RE: C.A.O. Review Process and Procedure

2.2 Report from the GM, Corporate Services Report No. GGF-2020-54

Re: Monthly Activity Report General Manager, Corporate Services

2.3 Report from the GM, Corporate Services and the C.A.O.

Report No. GGF-2020-53 Re: Council Standing Committee Structure Options

2.4 Report from the Manager of Financial Services Report No. GGF-2020-51

Re: 2019 Treasurer’s Statement for Reserve Funds

2.5 Report from the Manager of Financial Services

Report No. GGF-2020-52 Re: Financial Operating Report to July 31, 2020

3. Other Business:

3.1 Correspondence from the Directors of Talpines POA Re: Confederate Flag, Waubaushene


4.1 Correspondence to the Ministry of Municipal Affairs and Housing

Re: Municipal Modernization Program – Intake 1

4.2 Correspondence Supporting Township of Tay Resolution

Re: Water Levels of Lakes Huron and Michigan

4.3 Correspondence from Friends of Wye Marsh Inc.

Re: Potential move of the SS Keewatin

4.4 Resolution from the City of Sarnia

Re: Long Term Care Home Improvements

4.5 Correspondence from North Simcoe Family Health Team

Re: Thank you

4.6 Correspondence from Educational Institutions

Re: Thank you

General Government & Finance 1 August 12, 2020 Report No. GGF-2020-54

STAFF REPORT

Department/Function: General Government & Finance

Chair: Deputy Mayor Gerard La Chapelle


Report No.: GGF-2020-54

Report Title: Monthly Activity Report General Manager, Corporate Services

ORIGIN

General Manager, Corporate Services, department activity highlights for June and July 2020. Financial Services will report separately on division

activities in the future.

COMMUNICATION SERVICES

A few updates to the tay.ca/COVID-19 service status and related

information web page Twitter monitoring and re-tweeting of pertinent COVID-19 information

Answered media inquiries about COVID-19 impacts and Council meeting topics and coordinated requests for interviews about

numerous topics

In June, published 15 tweets and earned: o 7,800 tweet impressions

o 150 profile visits (number of times users visited our profile page) o 19 mentions (highest # in more than a year)

o 5 new followers (1,577 total followers) Top 3 tweets in June:

o Virtual Canada Day promo o Rural Internet Options for Tay Residents

o Photo of view from Albert St Park at dusk In July, published 80 tweets and earned:

o 28,200 tweet impressions o 446 profile visits (number of times users visited our profile page)

o 45 mentions o 27 new followers (1,604 total followers)


Top 3 tweets in July:

o Seek shade in Tay parks or the Tay Community Rink o Employment Opportunity Postings

o Fire Ban due to dry weather Posted meeting notices and Zoom meeting information to news feeds

and website Website edit reviews and approvals

Fixed multiple broken website links and provided training to staff editing the website on how to avoid breaking links

Review and edits of various corporate materials

LEGISLATIVE SERVICES (CLERKS’)

Follow-up on multiple land-sale inquiries including two reports to Council

Coordinated preparation and review of the Richard St Road access agreement

Prepared an amendment to the procedural by-law to permit electronic

participation in Council and Committee meetings following the end of the Provincial emergency declaration

IJC Water Levels Resolution and Correspondence Prepared appointment by-law for Municipal Law Enforcement Student

Scheduled committee delegations Continued work on Age Friendly Community Plan

Coordinated surveying of Maple Street to secure title on land Coordination with SMDHU in regards to various licencing activities

Multiple Cemetery plot sale inquiries, sales and stake outs Arrangements for Integrity Commissioner Workshop

Marriage licence inquiries, sales, and solemnizations Reviewed Agenda/Meeting Management Software offerings and

selected a solution to drive efficiencies and bring some automation to the meeting management and report review process

Processed a Freedom of Information Request


TECHNOLOGY SERVICES

Monthly security updates installed

Network antenna re-mount on the Port McNicoll Youth Centre after roof was redone

Constructed new high-capacity network link to Victoria Harbour WWTP for office computer and telephone connectivity

Reviewed smart-phone needs throughout the organization and

acquired smart-phones for building and municipal law enforcement staff

Numerous computer/telephone workstation moves for staff relating to COVID-19 accommodations and physical distancing requirements

Computer system training for Municipal Law Enforcement Student Computer system training for new Financial Analyst

Various user account modifications for SSEA staffing changes Provided support for various Zoom meetings

Analyzed inbound telephone call handling challenges, specified and acquired telephone hardware to be deployed during August and

September to address problems

MEETINGS (General Manager)

Emergency Control Group meetings (1/week)

Department Heads and Senior Leadership Team meetings Committee of All Council and Regular Council meetings

Special Council meetings Committee of Adjustment meetings

Province of Ontario Cyber Security Community of Practice Meetings Meetings & Calls with members of Council

AMO/Redbrick Communications COVID-19 Communicators Meeting New Organizational Structure Conference Calls/Meetings with Staff

Demos with meeting management software vendors Webinar with operational services management software vendor

Prepared By: Date: August 5, 2020

Daryl C. W. O’Shea General Manager, Corporate Services


STAFF REPORT


Chair: Deputy Mayor Gerard La Chapelle



Report Title: Council Standing Committee Structure Options

RECOMMENDATION:

That Staff Report No. GGF-2020-53 regarding Council Standing

Committee Structure Options be received; and

That staff be directed to bring forward an amendment to the Procedural By-law to implement a Coordinated Section Committee

standing committee structure, dedicating three hours a month to each of three standing committees over the course of two days, as

described within the report; and

Further that, committee meetings be held on the 2nd Wednesday and Thursday of the month with the exception of July and that Regular

Council meetings be held on the Wednesday occurring two weeks

later.


For the last couple of decades the structure of the Township’s Council standing committees has remained unchanged. Council’s standing

committees have been operating as a “Committee of All Council” with four standing committees aligned more or less with the Township’s

staff/department organization structure as it were prior to the July 2020 reorganization.


Specifically, Committee of All Council is currently structured as follows:

Standing Committee Associated Departments/Divisions

Protection to Persons and Property

Fire, Municipal Law Enforcement, Policing (now divisions/functions of Protective and Development

Services)

General Government and Finance

Administration, Clerks, Communications, Finance, Technology (CAO & Corporate Services divisions)

Public Works Public Works – Roads, Fleet, Parks, Recreation, Facilities, Water, Wastewater (Operational Services

divisions)

Planning and Development

Building, Planning (Protective and Development Services divisions, excluding Fire, Municipal Law

Enforcement, and Policing)

ANALYSIS: With the reorganization of Township services into three departments in July

2020, it seems prudent to examine the relationship between the three departments and the standing committees of Council.

Previously, under the current four standing committees, departments were associated with a single standing committee – the exception being the

Municipal Law Enforcement function which has been moved about the organization a number of times in the last decade, first being under the

direction of the Director of Planning and Development, then the Municipal Clerk, then the Fire Chief, and finally the Director of Planning and

Development (now the General Manager, Protective and Development Services). Municipal Law Enforcement has in the past been associated with

other standing committees, but has been reporting to the Protection to Persons and Property standing committee throughout the last few internal

moves of this function.

With the current organizational structure, we now have services aligned within three departments plus the Chief Administrator’s Office which includes

human resources and other high-level administrative functions – all most

closely associated with “corporate services”.

It is therefore proposed that Council form three standing committees as follows:

Standing Committee Associated Departments/Divisions

Corporate Services Corporate Services divisions & Chief Administrator’s Office functions

Operational Services Operational Services divisions

Protective and Development Services

Protective and Development Services divisions


Another topic to address is the ability for each standing committee to be

able to accommodate the workload of each committee without the need to strike ad-hoc committees which can be problematic in regards to securing

meeting dates that work for ad-hoc committee members, generating additional agendas and minutes, and ensuring that these meetings are held

in an open and transparent fashion with the opportunity for the public to be aware of the business of the Township and have the opportunity for

meaningful input.

STANDING COMMITTEE STRUCTURE There are many options for how Council’s standing committees may be

structured, and there is no correct structure. Council and staff need a

structure that works for Council, staff and the public, that respects the needs and wants of all those involved here in Tay Township. What works in

another municipality might work here; or it might not. A variation to what others are doing might work best for us.

Four potential options are described below for consideration:

1) Status Quo – Committee of All Council

The first option is continuing with what we are familiar with today, a

Committee of All Council, where a single meeting is held with each standing committee dealing with their business in succession.

PROS:

Familiar structure.

Single meeting to attend. Single meeting notice, agenda and minutes.

CONS:

Can lead to long meetings with time pressures that prevent detailed discussion of items.

Time pressures necessitate a more formal meeting to keep on schedule, inhibiting more general discussions between committee

members and staff.

1A) Committee of the Whole

Not a lot different than Committee of All Council. Rather than having separate standing committees, all of Council would form a single standing

committee with reports from all Township departments being dealt with by a

single committee.

PROS: Single meeting to attend.

Single meeting notice, agenda and minutes.

CONS:


Without the separate standing committees and their associated chairs

and vice chairs, there would be a loss of functional ownership by members of Council – each and every member would be expected to

be a generalist in everything, rather than a generalist in most things with a special interest in their assigned standing committee.

Opportunity for Councillor development in chairing meetings may be lost (could be addressed by rotating the meeting chair, but still would

only chair a meeting approximately twice a year). No clear advantage over the status quo – Committee of All Council.

2) Section Committees

Another option, more closely aligned with municipal structures of the previous century, are section committees. Section committees often met on

separate days of the week with plenty of time for discussions and decision making as was needed by the municipal structures of the past where these

section committees largely filled the management and leadership roles now entrusted to professional bureaucrats such as the Chief Administrative

Officer, general managers and division managers.

Given the time commitment, these section committees would typically be formed by three members of Council – a chair, vice chair and the Mayor.

PROS:

Lots of time for discussion in a structured way that helps to ensure that we are meeting our openness and transparency requirements.

CONS: Time commitment required to attend multiple possibly lengthy

meetings dispersed throughout the week may not work with all members of Council’s schedules, leading to some members being

unable to attend some or many meetings – leaving them with the feeling of being out of the loop.

Time commitment of staff to attend multiple possibly lengthy meetings dispersed throughout the week eats into “get stuff done time”.

Multiple meeting notices, agendas and minutes.

3) Coordinated Section Committee

This option is a mix of what we’re currently doing with some advantages of the section committee structure – namely in making more time available for

members of Council to discuss the details of items and perhaps have some

more general discussions, all the while respecting the time commitments required of Council and staff.

Under a coordinated section committee structure, Council would form three

standing committees aligned with the Township departments (as noted in the Analysis section above) with the committee membership of each

committee being a chair, vice chair and the Mayor. The remaining four


members of Council would still be invited to attend and participate as non-

voting members in the committee’s discussions and deliberations.

Attendance by the remaining four members of Council would be optional, and would not affect committee quorum. Meetings would be scheduled

back-to-back across two days. This would enable members who have the time and interest to attend to do so, while relieving other members, who due

to other commitments may not be able to commit an extended period of time each month to attend all section meetings, of the expectation or

requirement to do so.

To allow for ample discussion time at each standing committee, three hours

would be scheduled for each, including time for delegations specific to their committee. Delegations of a more general nature would be referred to

Regular Council meetings.

As an example, coordinated section committee would meet monthly on a schedule such as the following:

2nd Wednesday of Month

9:30am Protective and Development Services

1:30pm Operational Services 2nd Thursday of Month

1:00pm Corporate Services

Protective and Development Services section would go first as it is the least likely to run over its time allotment. Corporate Services section would go

last, and with the gap of an unscheduled morning preceding it, so that any

financial issues identified by the other two committees could be researched and addressed by staff at the Corporate Services section meeting.

With this schedule it is expected that there would be plenty of time for

discussing departmental items, eliminating the need for follow-up meetings or ad-hoc committees.

MEETING TIMING

Some municipalities have standing committee meetings that are immediately followed by Council meetings to approve the recommendations

coming from the standing committees. This does not leave any time for the public to bring forward concerns about the recommendations of the standing

committees and does not allow Council time for that “sober second thought” – the time between first seeing something, thinking about it, and changing

your mind on it.

Other municipalities have a Council meeting to approve the

recommendations coming from standing committee meetings held days or weeks earlier, immediately followed by standing committee meeting(s) to

discuss new business. Such a format on a monthly schedule may work for smaller municipalities that don’t have a lot going on, or larger municipalities


that have delegated authority to staff for all but the largest, long term, slow

moving projects. For a municipality like Tay, though, such a format on a once a month cycle would be excruciatingly long in terms of the approval

cycle (essentially changing from what is currently three weeks to five or six weeks, depending on how the calendar falls). If Tay were to adopt this

format staff would likely be looking to do this twice a month, which while it would not create more work in terms of report writing would substantially

increase the amount of time spent by the Clerk in preparing agendas and managing meetings, and would as well, substantially increase, for division

managers, general managers and the CAO, the number of work days interrupted by and lost to meetings.

Neither of the above approaches are recommended due to the impacts each approach would have on the public process or staff’s ability to get work

done. It is recommended that the current monthly meeting cadence and order, with two weeks between meetings be maintained. Under normal

circumstances the monthly Regular Council meeting does not take a lot of preparation from those not directly involved in providing legislative services.

It has only been a recent trend for Council meetings to turn into fast-track quasi-committee meetings due to some short-timeline issues and workload

management challenges associated with the COVID-19 pandemic, as well as some staffing shortages that are in the process of being addressed.

With some stability coming in terms of the pandemic, staffing, and the

organizational structure, staff would like to get back to a normal flow of reports through Committee and Council and believe that what worked before

will work again. If it’s found not to work further changes can always be

made, but we’d like to try it again before switching to other arrangements that are believed to have potentially large impacts on a number of staff

members’ time commitments.

FINANCIAL/BUDGET IMPACT: There are no significant financial impacts as a result of the recommended

option of a Coordinated Section Committee taking place over two days followed by a Regular Council meeting two weeks later. Other options, such

as twice-monthly committee meetings, or holding more meetings in the evening would have direct financial impacts in regards to labour costs as a

result of division staff attendance at more meetings or meetings outside of regular work hours.

CONCLUSION:

It is recommended that Council adopt a monthly Coordinated Section

Committee structure for Council standing committees, followed by a monthly Regular Council meeting to be held two weeks later. It is further

recommended that these meetings be held on either the 2nd and 4th week of the month, as our meetings are currently held, or on the 1st and 3rd week of

the month – the deciding factor likely being Council Member availability on the 1st or 2nd Thursday of the month for the second day of the Coordinated

Section Committee.


Prepared By: Date: August 5, 2020

Daryl C. W. O’Shea – General Manager, Corporate Services

In Consultation with:

Cyndi Bonneville – Municipal Clerk Lindsay Barron – Chief Administrative Officer


Daryl C. W. O’Shea General Manager, Corporate Services

and



General Government & Finance 1 August 12, 2020 Report No. GGF -2020-51

STAFF REPORT


Chair: Deputy Mayor Gerard LaChapelle



Report Title: 2019 Treasurer’s Statement for Reserve Funds

RECOMMENDATION:

That Staff Report No. GGF-2020-51 regarding the 2019 Treasurer’s

Statement for Reserve Funds be received and posted on the Township’s

website.


The Development Charges Act, 1997 (DCA) requires development charge collections (and associated interest) to be placed in separate reserve funds.

Section 43 of the Development Charges Act requires the Treasurer of a

municipality to provide each year a financial statement to Council relating to development charge by-laws and reserve funds established under section 33 of

the Development Charges Act. These statements must be made available to the

public and to the Minister of Municipal Affairs and Housing on request.

ANALYSIS:

Development Charges

An updated Development Charges By-law 2019-07 was passed by Council February 6, 2019 repealing the previous Development Charges By-law 2014-01.

The Development Charges By-law is based on a background study which looks at anticipated development, estimated increases in need for services, the existing

infrastructure, level of service and the historical cost of infrastructure and


completed projects. The background study and by-law must be updated every five years.

Section 33 of the DCA requires a municipality that has passed a Development

Charge By-law to establish a separate reserve fund for each service to which the development charge relates. The categories of services for which development

charges are imposed under By-law 2019-07 are described as follows:

(a) General Services; (b) Library Services;

(c) Fire Protection Services; (d) Park and Recreation (Indoor and Outdoor Recreation)

(e) Public works (Facilities & Fleet); (f) Roads and Related Services;

(g) Water Services; and (h) Wastewater Services.

Attached is the 2019 Treasurer’s statement for the Development Charge Reserve Funds as well as Parkland Reserve Fund.

Development Charges funded by Debt

Where development charge receipts are not sufficient to cover the development charge funded portion of the cost of capital works, debt has been secured. This

assists in spreading the expenditure over a period of time allowing for development charge receipts to be collected. This has been the case for the

upgrade of the Port McNicoll Waste plant in 2002, the Tay Area Water Treatment Plant in 2016 and Victoria Harbour Waste Plant upgrade in 2017. Debt payments

are then funded annually from the development charge reserves.

Parkland Reserve Fund

This fund is a result of cash in lieu of park land during the subdivision process and

is to be used for future park land purchases or park land development.

FINANCIAL/BUDGET IMPACT:

Development charges used to fund growth related expenditures have been included in the Long Term Plan and the annual Operating and Capital Budgets.


CONCLUSION:

The attached 2019 Treasurer’s Statement of Reserve Funds is provided in accordance with section 43 of the Development Charges Act.


Joanne Sanders

Manager of Finance/Treasurer


Daryl O’Shea

General Manager, Corporate Services





Total General

GovernmentPublic Works Fire Protection

Outdoor

Recreation

Indoor

RecreationLibrary Sewer Water

Parkland

Dedication

$ 1,364,393.03 $ 28,541.78 $ 314,497.48 $ (15,460.16) $ 319,365.87 $ 57,807.64 $ 1,912.09 $ 255,008.50 $ 402,719.83 $ 64,958.40

592,102.64 13,103.00 112,213.26 38,093.65 36,353.50 - 15,815.50 215,562.63 160,961.10

30,622.54 639.61 7,362.03 58.11 6,891.99 1,189.10 174.22 5,752.40 8,555.07 1,377.28

$ 622,725.17 $ 13,742.61 $ 119,575.29 $ 38,151.76 $ 43,245.49 $ 1,189.10 $ 15,989.72 $ 221,315.03 $ 169,516.17 $ 1,377.28

-

10,049.10 10,049.10

Roads 132,373.13 132,373.13

First Avenue Trail 27,312.52 27,312.52

Official Plan 5,154.87 5,154.87

Water Treatment Plant

Expansion 31,283.64 31,283.64

100,186.00 100,186.00

Victoria Harbour Wastewater

Plant Debt 81,160.00 81,160.00

90,665.00 90,665.00

$ 478,184.26 $ 5,154.87 $ 132,373.13 $ - $ 27,312.52 $ - $ 10,049.10 $ 181,346.00 $ 121,948.64 $ -

$ 1,508,933.94 $ 37,129.52 $ 301,699.64 $ 22,691.60 $ 335,298.84 $ 58,996.74 $ 7,852.71 $ 294,977.53 $ 450,287.36 $ 66,335.68

Port McNicoll Wastewater

Plant Debt

Less: Expenditures on Eligible Projects

The Municipality is compliant with s.s.59.1 (1) of the Development charges Act, whereby charges are not directly or indirectly imposed on development nor has a requirement to construct a

service related to development been imposed, except as permitted by the Development Charges Act or another Act.

Township of Tay

Statement of Continuity for the Year Ended December 31, 2019

Development Charges

Other

Reserve

Funds

Balance Forward

January 1, 2019

Funds Received

Interest Earned

Total Expenditures

Balance Ending

December 31, 2019

Total Revenue

Tay Area Water Treatment

Plant Debt

Library


Township of Tay

2019 Treasurer's Statement for Development Charge Reserve Funds

Other Funding Sources

Utility/Tax RateGas Tax/

Grants

Donations

& Other*Reserves

Library Collection Materials 10,049 $ 12,282 22,331$

Roads Capital Construction 132,373 $ 1,037,432 $ 620,240 $ 101,000 1,891,045$

Trail extension First

Avenue 27,313 $ 30,000 $ 3,035 60,348$

Development Charge &

Official Plan By-law Update $ 5,155 $ 2,026 7,181$


Expansion 31,284 $ 9,834 41,118$

Port McNicoll Wastewater

Plant Debt$100,186 $23,501 123,687

Vict Harbour Wastewater

Plant Debt$81,160 $79,990 161,150


Debt Payments$90,665 $90,665

$ 478,185 $ 1,140,923 $ 650,240 $ 101,000 $ 27,177 $ 2,397,525

Eligible Projects

Development

Charges

Reserve Funds

Total

Financing

*Reserves are funds sets aside for future purchases. Contributions to reserves come from taxation, land sales revenue, annual budget

General Government & Finance Page 1 of 13 August 12,2020 Report No. GGF-2020-52

STAFF REPORT

Department/Function: General Government/Finance

Chair: Deputy Mayor LaChapelle


Report No: GGF-2020-52

Report Title: Financial Operating Report to July 31, 2020

RECOMMENDATION:

That Report GGF-2020-52 regarding the Financial Operating Report to

July 31, 2020 be received for information.


The attached financial report is provided to give Council summary information on

operating revenues and expenses to-date compared to the annual budget. This report includes all transactions that have been posted to the financial system as of

July 31, 2020.

When reviewing the summary, the reader should consider what the pro-rated year to date (YTD) percentage of revenues and expenses should be at this time of year

(approximately 7/12ths or 58%). This approach will be successful if all revenues and expenses are spread evenly throughout the year. In actuality, we know that

some expenses are paid in full at the beginning of the year (insurance), while others are affected by seasonality (road maintenance) and cannot be pro-rated. It is also

important to consider the timing of when expenditures are posted to the financial system, as all vendor invoices for the month may have not yet been recorded.

Therefore, for the purposes of this analysis, this target percentage is merely used as

a guideline. As a comparator, the YTD totals for 2019 have also been provided in the

attached report.


ANALYSIS:

A detailed report was provided to all managers showing the total recorded revenues

and expenses for their respective areas for analysis in July 2020. On a regular basis, the Financial Analyst meets with each of the managers (if required) to help identify

any significant variances that should be reviewed in detail. The Financial Analyst provides additional account details as requested by managers to assist in their

analysis. The managers are responsible for the monitoring of their budgets and will bring to Council significant budget variances as they occur throughout the year. The

Financial Analyst prepares summary reports for Council on a regular basis in order to report the overall position for the Municipality.

The attached report has been prepared by the Treasurer with the assistance of the Financial Analyst and has been separated into three components: General Municipal,

Water/Wastewater and Library.

VARIANCES – OPERATING

Schedule “A” attached shows at a high level, the variances compared to budget.

In order to effectively read the schedules, the reader should know that: A favourable variance is revenue that is over budget or an expense that is

under budget. This is displayed on the report as a positive number. An unfavourable variance is revenue that is under budget or an expense that

is over budget displayed as a negative number.

GENERAL MUNICIPAL HIGHLIGHTS

Revenues Taxation Final taxes have been billed with the exception of properties with commercial or

industrial assessments. We currently do not budget for tax adjustments, or

supplementary billings. To date supplementary tax revenue is down considerably from previous years. With continued new builds and building improvements taking

place throughout the Township, we believe this is related to COVID-19 and the assessment staff’s ability to work in the field in the previous months. The

assessment office has been working on strategies to mitigate this backlog in work and we are hopeful that an increase in supplementary billings will occur prior to year

end.


Grants Year-to-date grant revenue is on track with the annual budget. Three of the four

quarterly payments from the Province have been received, with the final payment expected to be received in October.

User Fees and Service Charges

User Fees and Services Charges are well below target, at 32% of the budget. Many of these are directly related to services we have been unable to provide due to

COVID-19. This category includes program registration fees (camps, soccer, and fitness) marriage licenses as well as administration fees for adding unpaid utilities to

taxes. This reduction in revenue will be offset somewhat by a reduction in expenses.

Licences, Permits, Rents

Building Permit revenue recorded to date is $42,000 less than 2019, however in line with the amount budgeted in 2020. 2019 revenue collected was deferred to 2020

for permits that were still in progress at year-end and is included in the 2020 total which affects the % in this category. Facilities rentals are below budget and at

$14,000 less than this time last year (COVID-19).

Fines and Penalties The 1st quarter Provincial Offences Act payment for 2020 has not yet been received.

Payments are typically received in June, August, December and March of the following year.

Penalties and Interest on Taxes are comparable to the 2020 budget and are $17,000

greater than 2019 YTD actuals. For a number of years, we had been experiencing a continual reduction in tax arrears resulting in less penalties and interest revenue,

however in 2019 this trend appeared to be reversing with approximately $450,000

more in arrears owing. 65% of this increase is attributable to one property owner. This increase in tax arrears has mitigated the loss of revenue due to the waiver of

penalties on current accounts.

Transfers from Reserves / Reserve Funds The entries in this category are related to funding sources approved during the

budget process. Reserve transfers for specific projects are done upon project completion or at year end.

Land Sales

To date we have had no land sales.


Investment & Interest Income Investment income from Tay Hydro Inc. is typically received bi-annually and

dividends paid are recorded at the end of the calendar year.

Bank Interest recorded to date represents 67% of the annual budget. YTD actuals are down approximately 31% from this time last year due to lower interest rates

offered on short-term deposits. Interest revenue is allocated to specific grants and reserves in the fall and again once year end expenses have been captured. As

outlined in the Township’s Reserve and Reserve Funds Policy, any interest income earned above $78,000 (2017 budget) is transferred to the Future Capital Reserve

during the year-end adjusting entries.

Other

Other revenue includes $7,000 in payments from Fire Marque Ontario that have been received in 2020. These payments cannot be estimated, as they vary with the

number of “insured peril losses”, and therefore they are excluded from the annual budget. Fire Marque requires the municipality to sign an agreement, which outlines

the use of these funds (public education, fire prevention, capital etc.). This category also includes revenue from SSEA for the provision of financial services which has not

yet been recorded.

Expenditures Salaries & Benefits

Overall Salaries & Benefits are below target and currently represent approximately 43% of the total budget (excluding committee stipends, and inter-departmental

allocations). Positions which have been vacant for a period of time, positions with newer staff at lower levels on the grid and the absence of summer students are the

greatest contributors to this. Paid overtime is higher than last year at this time with

part time casual labour being less. The hours currently held in the employee’s overtime banks are comparable for the first half of 2020. These hours (amounting to

$35,000) can be taken off in lieu of overtime or paid out anytime at the employee’s request. These hours are not recorded as an expense until they are paid.

Contracted Services

The Contracted Services category contains a number of different accounts and is currently at 30% of the total budget. Legal costs in particular are considerably less

than the prior year and the OPP amounts due for policing in 2020 have been delayed due to an issue with their invoicing. An $11,700 invoice for property appraisals

related to a legal issue has been recorded in this area, as well as this category contains amounts for caretaker contracts and special outside services necessitated

by COVID-19.


Administrative/Overhead Conferences, seminars and courses along with meals and travel are at 23% of

budget compared to 43% at this time last year which equates to approximately $25,000 less. Camp travel expenses are $17,000 under budget; however this will be

offset by the lack of registration fees. This category also contains insurance premiums which have not yet been allocated to Water, Wastewater and Library.

Materials & Equipment

Materials and Equipment are generally on track to be within budget, currently at

45%. The increase over 2019 is related to the increase in operating budget for roadside maintenance (ditching, gravel) in 2020. This category includes supplies

and materials related to COVID-19 ($22,000).

Repairs and Maintenance

Total Repairs & Maintenance are on target with the budget at 52%, and YTD actuals

are lower than 2019. Although this category overall is in line with the budget, repairs to the 2001 tanker truck at Old Fort Road Hall and Rescue Van 43 at Port

McNicoll Hall were significantly over budget. The Tay rink glycol pump also failed this past winter and required replacement in January.

Transfer to Own Funds

Budgeted transfers to reserves have been completed. Transfers related to the net

proceeds on land sales (if any) and revenue earned from vehicle charge-outs are typically completed at year-end.

Taxation Paid to Others

The Province has deferred the payment of school taxes for 3 months to assist municipalities with cash flow and therefore only 25% of school board taxes have

been remitted. Although the County of Simcoe presented a deferral option for a portion of the County tax remittances, the staff time to calculate and track this

deferral did not justify the loss of interest on funds held and ultimately would result in additional financing costs to the County (our ratepayers). County tax remittances

were processed for their legislated deadlines.


Tax and Utility Receivables Taxes receivable at July 31, 2020 are approximately 34.9% of taxes billed in 2020,

compared to 30.7% at July 31, 2019. Although current taxes owing are higher than this time last year, the greatest change is seen in the taxes remaining from 2019.

Staff is aware that there are currently 3 Skyline properties with 2019/2020 taxes owing of $441,000 which affects these percentages. These percentages are also

affected by timing of invoices for supplementary bills and tax adjustments and timing of additions to tax such as building permit maintenance fees and

water/wastewater receivables.

Water and Wastewater receivables are currently at approximately 3.6% compared to 4.7% in 2019 if we adjust for prepayments (preauthorized monthly plans) and

balances not added to taxes in 2020.

Specific areas affected by COVID-19

Reduced revenues include approximately $6,000 in tax sales admin fees, $20,000 in admin fees generated for adding unpaid accounts to taxes and $4,000 in marriage

ceremony fees. The Library also saw reduced revenues for overdue books and photocopying fees. A reduction in penalties for water and wastewater due to the

waiver is approx. $23,000.

Rentals of facilities are approx. $14,000 less than this time last year however half of this is related to the Tay rink where we have seen an equal reduction in wages.

Staff training, conferences and meals and travel is currently $16,000 less than this

time last year and $40,000 below budget.

The $9,000 budget for committee stipends paid at year end and $5,000 for

committee supplies is expected to be well below budget as committees have been unable to meet for more than ½ the year. The annual budget of $5,200 for the

Heritage committee is largely unspent.

The Township did not hire most of its summer students this year which generates a savings of approximately $180,000 including $9,772 for the phragmities program.

Water/wastewater and library will also see a savings in this area. The manager of Parks and Recreation has been utilizing the two seasonal casual labour positions to

assist with functions still required that are usually undertaken by summer students.

It is anticipated that the 14 week seasonal position will be extended further into the fall months to manage this workload.

Recreation programs not run this year, including day camp, soccer and teen camp, have resulted in less revenue, however with no program and staffing expenses the

resulting net impact is nominal.

Lastly, staff has tracked expenses directly related to COVID-19 and this unbudgeted expense is currently at $35,000. This includes fencing for playgrounds, specialized

phone equipment for offsite functions, equipment for the setup of the business continuity site, personal protective equipment (gloves, masks), vehicle rental and

cleaning supplies as well as plexi glass and stanchions for counter service.


WASTEWATER AND WATER HIGHLIGHTS

Revenue

Billings

The May billing for residential customers has been processed, and the YTD revenue recorded represents approximately 51% of the annual budget.

Approximately $54,000 in additional revenue has been billed compared to this time

last year due to new users being added to the systems throughout the year along with the rate increase of $8.75 per billing in wastewater. Water usage by the

Marty’s Shrine, Wye Marsh and Ste Marie, has dropped in 2020 resulting in approx. $12,000 less in user rates revenue.

Grants & Interest

Interest income earned on our Water & Wastewater reserves are typically allocated

in the fall and again after the year end spending is complete.

Users Fees and Service Charges

Late payment penalties have been waived due to COVID-19. As a result, revenue

from penalties is only 1% of the budget.

Transfers from Reserves/Reserve Funds:

These transfers have not yet been completed and relate to debt payments that are

funded from Development Charges.

Expenses

Salaries & Wages

Overall Salaries & Wages are less than last year and currently represent

approximately 45% of the budget. This is related to the engineering technician position that was budgeted and not yet filled as well as new staff hired starting at a

lower step on the grid and the co-op student leaving us for another position. The

hours currently held in the employee’s overtime banks are comparable for the first half of 2020. These hours (amounting to $10,500) can be taken off in lieu of

overtime or paid out anytime at the employee’s request. These hours are not recorded as an expense until they are paid.


Contracted Services

This category is below budget with the absence of expenditures for televising mains

and work on the Master Servicing study to date in 2020. Televising mains is currently underway.

Administrative/Overhead

Insurance premiums have not yet been allocated to Water and Wastewater and therefore this category is showing a low percentage.


Materials & Equipment are on target with the budget overall, and YTD actuals are

lower than the prior year in several categories.

Repairs and Maintenance

Overall this category is within budget expectations. Two areas of note include;

expenditures for repairs to equipment at the Tay Area Water Treatment Plant are currently $12,000 over budget and expenditures for wastewater main and pump

repairs in Victoria Harbour have reached the 2020 budget amount.

Transfers to Own Funds

Budgeted transfers to reserves have been completed. Excess revenue over

expenses is transferred to the respective capital reserves for current and future infrastructure replacements.


LIBRARY HIGHLIGHTS

Revenue

Donations/Fundraising Fundraising and donations are below budget and prior years at all branches (COVID-

19).

Grants The Provincial operating grant of $33,932 is typically received later in the calendar

year

Other

Other Revenue includes branch revenues collected as well as bank interest earned on the Library’s bank account. Considering the extended branch closures arising

from COVID-19, it is not surprising that these revenues are below budget targets.

Expenses Salaries and Benefits:

A number of library staff were laid off for a period of time due to the closure of the branches (COVID-19) resulting in salaries and benefits currently at 46% of budget.

Administrative/Overhead

Insurance costs have not yet been allocated to the Library and this category also includes accounts such as Seminars and Courses that are not being utilized due to

COVID-19.

Utilities

Rent expense for each of the three branch libraries has been recorded for the entire year.


Materials & Equipment are at 98% of the budget. The cost of 2020 Symphony consortium licensing has been paid for the year and an annual contribution to the

County of Simcoe for E-Book Collection has been made.


Repairs & Maintenance

This category is in line with the target budget at 48%. While the Repairs &

Maintenance budget for the Victoria Harbour branch has been over-spent on re-upholstered cushions, it is expected that repairs to the other two branches will be

below budget.

CONCLUSION: From our review, the total operating revenues and expenses to July 31, 2020 are

well within the 2020 approved budget. Going forward, revenues and expenses will be monitored on a bi-monthly basis, by Managers and the Financial Analyst, and any

significant variances from the 2020 approved budget will be brought forward to

Council in a timely manner.

Prepared By: Joanne Sanders and Jacquelyn Genis, Financial Analyst


Joanne Sanders

Manager of Finance/Treasurer


Daryl O’Shea

General Manager, Corporate Services





2019 2020 2019 2020 Variance Percentage of

In Dollars Budget Used

GENERAL MUNICIPAL

REVENUE:

Taxation - Municipal (Incl OPP) 8,842,104.00 9,012,237.00 9,094,425.00 9,387,278.00 (375,041.00) 96.%

Taxation - Other 6,247,204.00 6,342,642.00 6,565,737.00 6,751,075.00 (408,433.00) 94.%

Grants 1,868,726.00 883,725.00 1,218,986.00 1,195,450.00 (311,725.00) 74.%

User Fees and Service Charges 175,295.00 63,111.00 222,722.00 195,819.00 (132,708.00) 32.%

Licences, Permits, Rents 448,170.00 368,695.00 407,300.00 415,800.00 (47,105.00) 89.%

Fines and Penalties 142,096.00 150,617.00 292,000.00 292,000.00 (141,383.00) 52.%

Transfers from Reserves/ Reserve Funds 70,567.00 314,500.00 247,316.00 513,925.00 (199,425.00) 61.%

Land Sales 1,500.00 0.00 35,000.00 35,000.00 (35,000.00) 0.%

Investment & Interest Income 200,301.00 153,116.00 325,800.00 355,800.00 (202,684.00) 43.%

Other (cost recoveries, sundry, donations) 103,021.00 33,670.00 72,639.00 71,444.00 (37,774.00) 47.%

TOTAL REVENUE 18,098,984.00 17,322,313.00 18,481,924.00 19,213,591.00 (1,891,278.00) 90.%

EXPENSES:

Salaries & Benefits 2,189,229.00 2,085,856.00 4,615,711.00 4,832,088.00 2,746,232.00 43.%

Contracted Services 1,289,849.00 794,078.00 2,535,783.00 2,639,011.00 1,844,933.00 30.%

Administrative / Overhead 1,036,245.00 1,201,555.00 1,198,716.00 1,235,636.00 34,081.00 97.%

Utilities 269,007.00 222,612.00 500,629.00 502,434.00 279,822.00 44.%

Materials & Equipment 115,770.00 249,744.00 248,536.00 556,300.00 306,556.00 45.%

Repairs and Maintenance 224,271.00 200,901.00 361,328.00 388,078.00 187,177.00 52.%

Debt 96,376.00 121,882.00 230,827.00 230,984.00 109,101.00 53.%

Transfer to Own Funds 2,123,314.00 1,959,991.00 2,224,657.00 2,077,985.00 117,994.00 94.%

Taxation Paid To Others 3,336,490.00 2,747,397.00 6,565,737.00 6,751,075.00 4,003,678.00 41.%

TOTAL EXPENSES: 10,680,550.00 9,584,017.00 18,481,924.00 19,213,591.00 9,629,574.00 50.%

SURPLUS / (DEFICIT) 7,418,433.00 7,738,296.00 0.00 0.00 7,738,296.00

Year to Date

Actual

Annual

Budget

Township of Tay

FINANCIAL OPERATING REPORT

AS AT JULY 31, 2020




WATER & WASTEWATER

REVENUE:

Billings 2,574,228.00 2,615,056.00 4,973,316.00 5,161,619.00 (2,546,563.00) 51.%

Grants & Interest 5,427.00 0.00 35,000.00 70,000.00 (70,000.00) 0.%

User Fees and Service Charges 21,640.00 490.00 40,000.00 40,000.00 (39,510.00) 1.%

Transfers from Reserves/Reserve Funds 0.00 (973.00) 271,951.00 271,954.00 (272,927.00) (0.%)

Sale of Assets 0.00 0.00 0.00 0.00 0.00

Other 1,183.00 0.00 500.00 500.00 (500.00) 0.%

TOTAL REVENUE 2,602,478.00 2,614,573.00 5,320,767.00 5,544,073.00 (2,929,500.00) 47.%

EXPENSES:

Salaries and Benefits 612,396.00 581,744.00 1,137,855.00 1,081,677.00 499,933.00 54.%

Contracted Services 168,888.00 132,352.00 403,267.00 413,667.00 281,314.00 32.%

Administrative/Overhead 262,166.00 97,546.00 291,469.00 336,313.00 238,767.00 29.%

Utilities 281,995.00 266,030.00 624,900.00 607,613.00 341,583.00 44.%

Materials & Equipment 193,631.00 116,588.00 184,300.00 229,300.00 112,712.00 51.%


Debt 390,701.00 435,461.00 866,001.00 865,785.00 430,324.00 50.%

Transfer to Own Funds 1,390,430.00 1,581,447.00 1,386,704.00 1,583,447.00 2,000.00 100.%

TOTAL EXPENSES: 3,548,387.00 3,450,533.00 5,320,767.00 5,544,073.00 2,093,540.00 62.%

SURPLUS / (DEFICIT) (945,908.00) (835,960.00) 0.00 0.00 (835,960.00) 0.%

Township of Tay


AS AT JULY 31, 2020

Year to Date Annual

Actual Budget




LIBRARY

REVENUE:

Donations/Fundraising 4,496.00 546.00 950.00 950.00 (404.00) 57.%

Grants 444,649.00 465,444.00 479,885.00 499,376.00 (33,932.00) 93.%

Transfers from Reserves/Reserve Funds 0.00 0.00 1,650.00 1,650.00 (1,650.00) 0.%

Other 4,007.00 1,248.00 5,750.00 6,750.00 (5,502.00) 18.%

TOTAL REVENUE 453,152.00 467,238.00 488,235.00 508,726.00 (41,488.00) 92.%

EXPENSES:

Salaries and Benefits 204,450.00 174,257.00 365,343.00 378,748.00 204,491.00 46.%

Contracted Services 6,234.00 4,390.00 11,100.00 11,850.00 7,460.00 37.%

Administrative/Overhead 17,215.00 1,570.00 18,700.00 25,112.00 23,542.00 6.%

Utilities 30,644.00 28,005.00 37,842.00 35,841.00 7,836.00 78.%

Materials & Equipment 4,797.00 5,599.00 5,000.00 5,700.00 101.00 98.%


Program Expenditures 2,062.00 1,116.00 5,775.00 4,500.00 3,384.00 25.%

Transfer to Own Funds 39,175.00 41,175.00 39,175.00 41,675.00 500.00 99.%

TOTAL EXPENSES: 308,054.00 258,650.00 488,235.00 508,726.00 250,076.00 51.%

SURPLUS / (DEFICIT) 145,097.00 208,588.00 0.00 0.00 208,588.00 0.%


Year to Date Annual

Actual Budget

AS AT JULY 31, 2020

TALPINES POA Box 9 Waubaushene, Ontario

L0K2C0 [email protected]

August 3, 2020

Dear Councillors Jeff Bumstead and Mary Warnock,

Re: Confederate Flag, Waubaushene

As the Directors of a volunteer community organization with the goal of enhancing and improving our Tay community, we write in support of your initiative to consider a by-law banning the flying of the American Confederate flag. It was with enormous dismay that we saw that a homeowner in Waubaushene has once again hoisted this flag near the Government Dock.

Our Association is fully in support of the Black Lives Matter movement and Anti-racism initiatives. Tay Township has shown its support for Anti-racism initiatives and we urge Council to continue in its efforts through the passing of a by-law.

Whatever arguments might be advanced in favour of freedom of expression, citizens also have the responsibility to act in a socially just manner. In our view, one is NOT free to express images, flags, signs, banners or other materials that are harmful, hurtful and racist toward members of our community.

Our community must welcome diversity and recognize that this flag, with its origins in the American south, is a hateful remnant of slavery and oppression of Black People. Some call it “the traitors’” flag. It is such a contentious symbol that even the American military has now banned its use.

Contrary to the argument advanced, the Confederate flag is not a proud symbol of the history and culture of the American south, but rather it is a symbol proudly adopted by the Ku Klux Klan and other white supremacists.

It has no place in our community. It was removed for a time, but now is visible by any boater passing through the Waubaushene channel. What an embarrassment for our community. We hope your initiative is successful.

Regards, The Directors of Talpines POA

Victoria Reaume, President

June 25, 2020 Hon. Minister Steve Clark Ministry of Municipal Affairs and Housing 777 Bay Street, 16th Floor Toronto, ON M5G 2E5 Dear Hon. Minister Clark; RE: Municipal Modernization Program – Intake 1

As the mayors of the Town of Midland, Town of Penetanguishene, Township of Tay and Township of Tiny, we would like to sincerely thank you once again for the opportunity to participate in the Municipal Modernization Program – Intake 1. In acknowledgement of your correspondence to our Chief Administrative Officer(s) on June 12, 2020, we would also like to thank you for extending project deadlines for Intake 1 of the program, in recognition that the COVID-19 outbreak has resulted in project delays. While we are most appreciative of these extensions and accommodations that you have made, we continue to have concerns with regards to the tight project timelines, now compounded by the impacts of the COVID-19 pandemic. As you well know, ensuring the health and safety of our residents and our staff as we work towards reopening Town facilities and transitioning to a “new normal” remains our top priority and focus. However, with so much of our time, attention and resources being directed towards overcoming the challenges we are facing due to the COVID-19 outbreak, in addition to focusing on our fiscal year end, we will not have adequate time to complete the project to the best of our abilities. We wish to ensure that the quality and efficacy of our North Simcoe Municipal Services Review - Phase 1 are not affected by the necessity to expedite the project. With that being said, we feel confident that we would be able to complete the project by June, 2021. This would allow adequate time for all of the necessary steps to be taken in order for a project such as this one to be completed in the most beneficial way. Therefore, we would like to take this opportunity to formally request that we attain an extension for the Final Report to be completed by June 30, 2021. If this is not possible however, we will look to

By email only: [email protected]

Hon. Minister Clark Re: Municipal Modernization Program – Intake 1

June 25, 2020 Page 2 of 2

reduce our project scope accordingly and continue to strive towards meeting the project deadlines as outlined in your most recent correspondence. We thank you in advance for your consideration. Should you have any questions or concerns, please do not hesitate to contact us. Respectfully, Town of Midland, Town of Penetanguishene, Township of Tiny and Township of Tay

Stewart Strathearn Mayor, Town of Midland

Douglas Leroux Mayor, Town of Penetanguishene

George Cornell Mayor, Township of Tiny

Ted Walker Mayor, Township of Tay

cc. Jill Dunlop, MPP, Simcoe North

Town of Midland, Chief Administrative Officer, David Denault Town of Penetanguishene, Chief Administrative Officer, Jeff Lees Township of Tiny, Chief Administrative Officer, Doug Luker Township of Tay, Chief Administrative Officer, Lindsay Barron

Ministry of Natural Resources and Forestry

Office of the Minister

Room 6630, Whitney Block 99 Wellesley Street West Toronto ON M7A 1W3 Tel: 416-314-2301

Ministère des Richesses naturelles et des Forêts

Bureau du ministre

Édifice Whitney, bureau 6630 99, rue Wellesley Ouest Toronto (Ontario) M7A 1W3 Tél.: 416-314-2301

354-2020-1082 July 16, 2020 His Worship Ted Walker Mayor Township of Tay [email protected] Dear Mayor Walker: Thank you for sharing your Council’s resolution requesting the support of the Ontario and Canadian governments to intervene to better manage and control the water levels of Lakes Huron and Michigan. I appreciate hearing your input and recognize the challenges and frustrations that many municipalities and property owners along Lake Huron, and specifically Georgian Bay, are experiencing as a result of shoreline flooding and erosion due to high water levels. Flooding is a serious problem and one that is becoming increasingly common as Ontario experiences more frequent extreme weather events. Ontario’s Flooding Strategy, Protecting People and Property: Ontario’s Flooding Strategy, outlines the province’s next steps to reduce flood risks and help Ontarians be better prepared for flooding events. The Strategy introduces a series of new and enhanced actions that will reduce flood risks and help our province be better prepared for flooding events, better equipped to respond to them, and more capable of recovering quickly from them. The International Joint Commission (IJC) governs outflows from the Great Lakes. My ministry is a stakeholder in these discussions, and decisions and control reside with the IJC. I will be sharing your concerns (which we have similarly heard from other residents in the Georgian Bay area) with the IJC to ensure they are aware as they move forward. Water levels are affected by a combination of factors such as rain, surface runoff and evaporation, as well as limited control of dam outflows from Lakes Ontario and Superior. Lakes Ontario and Superior have control structures that allow for managed outflows; the remaining Great Lakes are largely uncontrolled. For additional information about how the IJC control outflows, and for contact information, please visit their website at https://www.ijc.org/en. While we can’t prevent flooding, we can reduce the impacts when it happens. All levels of government, agencies and property owners have an important role to play in order to become better prepared for flooding.

mailto:[email protected]

https://files.ontario.ca/mnrf-2020-flood-strategy-en-2020-03-10.pdf

https://www.ijc.org/en

https://www.ijc.org/en

Thank you again for writing. Sincerely, John Yakabuski Minister of Natural Resources and Forestry c: Premier Doug Ford

The Honourable Jeff Yurek, Minister of the Environment, Conservation and Park Confidentiality Notice: This e-mail contains information intended only for the use of the individual whose e-mail address is identified above. If you have received this e-mail in error, please advise us by responding to it. Please also destroy all copies of this message. Thank you Avis de confidentialité : Ce courriel contient des renseignements à l’usage exclusif de la personne à l’adresse courriel ci-haut. Si vous avez reçu ce courriel par erreur, veuillez nous en informer en répondant. Veuillez aussi détruire toutes les copies de ce message. Merci.

His Worship Ted Walker

Mayor of Tay Township

[email protected]

Dear Mr. Mayor:

Thank you for your correspondence of June 5, 2020, sent on behalf of the Municipal Council

of the Township of Tay, seeking the government intervention to manage and control the water

levels of Lake Huron and Lake Michigan.

The issue you raise falls under the portfolio of my colleague the Honourable Chrystia Freeland,

Deputy Prime Minister and Minister of Intergovernmental Affairs. Therefore, I have taken the

liberty of forwarding your correspondence to her for consideration.

Thank you for writing.

Sincerely,

The Honourable François-Philippe Champagne, P.C., M.P.

c.c. The Honourable Chrystia Freeland, P.C., M.P.


130 Balm Beach Road West Tiny, Ontario L0L 2J0

(705) 526-4204 | 1-866-939-8469 www.tiny.ca

June 16, 2020

Ted Walker, Mayor Township of Tay 450 Park Street PO Box 100 Victoria Harbour, ON L0K 2A0 Dear Mayor Walker: Re: Request for Support – Great Lakes Water Levels Your correspondence dated June 5, 2020, requesting support regarding the Great Lakes water levels was reviewed by the Township of Tiny Council at its meeting of June 15, 2020. As a result, we are pleased to advise that the following resolution was passed by Council: “Whereas the Committee of the Whole considered a resolution from the Township of Tay regarding the Great Lakes water levels; And whereas the matter was forwarded to the June 15, 2020 Regular Meeting of Council due to its time sensitive nature; Now therefore be it resolved that Council herein supports the Township of Tay’s resolution seeking the Provincial and Federal Governments to intervene to better manage and control the water levels of Lake Huron and Lake Michigan; And that a copy of this resolution be provided to the Township of Tay and the Indigenous communities that border Lake Huron and Georgian Bay, the Association of Municipalities of Ontario, the Federation of Canadian Municipalities and the Great Lakes St. Lawrence Cities Initiative for support.” We will ensure that Council’s position of support is shared with the appropriate levels of government and associations. Kindest regards, The Corporation of the Township of Tiny

Sue Walton, Dipl. M.A. Director of Legislative Services/Clerk c.c. Mayor and Members of Council Doug Luker, C.A.O.

-----Original Message----- From: Prime Minister/Premier Ministre [mailto:[email protected]] Sent: June-23-20 2:35 PM To: Vera Finlay Cc: Deputy Prime Minister / Vice-première ministre; Jonathan Wilkinson Subject: Office of the Prime Minister / Cabinet du Premier ministre Dear Mr. Mayor: On behalf of Prime Minister Justin Trudeau, I would like to acknowledge receipt of your correspondence regarding water levels of Lake Huron and Lake Michigan. Thank you for writing. You may be assured that your comments, offered on behalf of the Council of the Township of Tay, have been carefully reviewed. In your correspondence, you raise an issue that falls within the portfolio of the Honourable Chrystia Freeland, Deputy Prime Minister and Minister of Intergovernmental Affairs. I have therefore taken the liberty of forwarding your email to Minister Freeland for information and consideration. Furthermore, I have taken the liberty of forwarding your correspondence to the Honourable Jonathan Wilkinson, Minister of Environment and Climate Change, so that he may also be made aware of your comments. Once again, thank you for writing. Sincerely, C. Chaar Executive Correspondence Officer Agent de correspondance de la haute direction


https://www.wyemarsh.com/


https://www.wyemarsh.com/

THE CORPORATION OF THE CITY OF SARNIA

City Clerk’s Office 255 Christina Street N. PO Box 3018

Sarnia ON Canada N7T 7N2 519 332-0330 519 332-3995 (fax)

519 332-2664 (TTY) www.sarnia.ca [email protected]

June 24, 2020

To: All Ontario Municipalities

Re: Long Term Care Home Improvements

At its meeting held on June 22, 2020, Sarnia City Council adopted the following

resolution submitted by Councillor Margaret Bird with respect to the conditions

in Long Term Care homes exposed by the pandemic:

That due to the deplorable conditions exposed by the pandemic

in LTC homes in the province, and because this is a time for

action, not just continuous streams of investigations,

commissions and committees, and because the problems have

been clearly identified, that Sarnia City Council direct staff to

send this motion to the 444 Ontario Municipalities, asking them

to urge Premier Ford to start implementing the required

resolutions immediately, as follows:

1. increasing hours for all part-time and casual labour

2. since the government provides funding for privately-

operated homes, they have an obligation to inspect these

homes and see that they are being properly run, and that funds

are being used for the benefit of the residents and not the huge

profitability of the operators, and

3. to end the neglect and unacceptable conditions being

experienced, each day, by our vulnerable seniors.

Sarnia City Council respectfully seeks your endorsement of this resolution. If your municipal council endorses this resolution, we would request that a copy

of the resolution be forwarded to the following:

http://www.sarnia.ca/


Doug Ford, Premier of Ontario; and

City of Sarnia, City Clerk’s Office

[email protected]

Sincerely,

Dianne Gould-Brown City Clerk

cc: AMO


July 29, 2020 Dear Mayor Walker and council; Thank you for supporting the North Simcoe Family Health Team (NSFHT) Virtual Care Clinic (VCC). The support of Tay Township and the other regional municipalities will help to bring comprehensive primary care to our region though a virtual care model. Individuals without a primary care provider face increased challenges accessing the health care services they require. We estimate between 5000-6000 North Simcoe residents do not have a primary care provider. Our program places a nurse in the room with the patient to act as the physician’s hands, connecting through telemedicine, the nurse and physician work in collaboration to conduct the medical appointment. A full range of comprehensive services are available through this program. The NSFHT’s virtual clinic is allowing individuals to access the right care, at the right time at the right place. This support will allow the NSFHT to expand the program from two to five days per week. Established only four months ago, over 450 individuals have been enrolled. Without the recognition of the importance of health care services close to home by the municipalities, this program would not be possible. This program, when fully implemented, could provide between 2000-2500 North Simcoe residents with access to a primary care provider. The process of increasing availability is already underway, the organization is excited the continue the growth of the program and to support our community. On behalf of the North Simcoe Family Health Team, thank you for the $10 000 funding donation. Sincerely,

Andrew Shantz Executive Director North Simcoe FHT

619-3 Prospect Boulevard Midland, ON L4R 0G3

Tel: 705.526.7804 Fax: 705.526.1205

Public Works 1 August 12, 2020

Committee Agenda

Public Works Committee

August 12, 2020

Agenda

1. Call to Order:


2.1 Verbal Report from Councillor Norris Re: Private Road Ownership

2.2 Report from the Manager of Parks, Recreation & Facility Services Report No. OS-2020-63

Re: Monthly Activity Report – Parks, Recreation & Facility Services

2.3 Report from the Manager of Roads & Fleet Services

Report No. OS-2020-67 Re: Monthly Activity Report Roads & Fleet

2.4 Report from the Water/Wastewater Superintendent

Report No. OS-2020-69 Re: Monthly Activity Report – Water Wastewater Operations

2.5 Report from the GM, Operational Services Report No. OS-2020-64

Re: Monthly Activity Report Operational Services Department

2.6 Report from the Manager of Roads and Fleet Services

Report No. OS-2020-66 Re: Meadows Avenue Speed Limit

2.7 Report from the GM, Operational Services Report No. OS-2020-61

Re: Victoria Harbour WWTP Phase 2 Status

2.8 Verbal Report from the Manager of Parks, Recreation & Facility

Services Re: 176 Waldie Avenue Fence

3. Other Business:

3.1 Correspondence from Michele Gouett, Chair WSCP Re: Waubaushene Santa Claus Parade


4.1 Correspondence from Culture Alliance in the Heart of Georgian Bay Re: Georgian Bay Métis Council

_____ Operational Services 1 August 12, 2020 Report No. OS-2020-63

STAFF REPORT

Department/Function: Operational Services

Chair: Councillor Barry Norris


Report No.: OS-2020-63

Report Title: Monthly Activity Report – Parks, Recreation

and Facility Services

ORIGIN: Manager of Parks, Recreation and Facility Services for the period of

June 3 to August 6, 2020.

RECREATION Summer Day Camp Program

The Summer Day Camp Program was cancelled mid-June. All program participants have been notified and full refunds have been processed.

Youth Dances

Youth dances have been cancelled until further notice.

Port McNicoll Recreation Committee Staff has been in contact with the Port McNicoll Recreation Committee to begin

discussion on what some Fall programming may look like. The group has

committed to meeting in early September to try and move forward with some outdoor recreational activities for youth within the community.

Waubaushene Recreation Committee

Staff has reached out to the Waubaushene Recreation Committee to try and figure out what some Fall programming may like for the group.

Fall Programming

Staff is working on a plan to facilitate some Township run Adult Active Living Classes for the Fall Program set (mid-September to mid-December). Details are

being drafted regarding class sizes, physical distancing measures, facility capacities and cleaning, sanitizing and disinfecting procedures/protocols.


PARKS

MacKenzie Park Washrooms

Staff has begun compiling a comprehensive list of all quotes obtained from the various independent trade contractors for the various aspects of this project. A

separate report will be created for Councils consideration on next steps with this project.

Veterans Park Playground Replacement

The installation of the new playground equipment will be occurring from August 5th-7th, with the playground expected to be opened to users by end of day August

7th. This new playground equipment is much needed and will be a hub of activity for young families within the community.

Park Washroom Facilities

Park Washrooms and portable toilets were opened on June 5th. Township Staff has been diligently checking and cleaning these washroom facilities twice a day.

Weekend Seasonal The weekend summer seasonal has been hard at work keeping up with parks

washroom cleaning, parks garbage’s and various other tasks as assigned (grass cutting, baseball diamond maintenance, beach maintenance, back filling

vacations, etc.)

Facility Rentals/Bookings Staff is in the very preliminary stages of trying to determine when and how

indoor and outdoor facility rentals/bookings will re-open.

FACILITIES 541 Calvert St. Roof

The new steel roof for this building was completed during the second week of June.

Baseball Diamond Lighting Retrofit Three Township Baseball diamonds (Talbot, Bridgeview and Waverley) all

received upgraded LED lighting this year. These lighting retrofit projects were completed in late June/early July.

Range Light Painting

The Range Light located in Victoria Harbour (off St. Mary’s Crescent) was painted the week of July 27th.


TRAINING

The following training/webinars were attended:

Ontario Recreation Facilities Association (ORFA)

The Next Crisis You Should Be Planning For - And It’s Not COVID-19 Currently enrolled in an online learning course - Recreation Facility

Cleaning, Disinfection and Sanitizing Principles

Canadian Parks and Recreation Association (CPRA) Reopening Parks and Recreation Facilities Webinar Series: Multi-use

Facilities Reopening Playgrounds and Fields | Part 3 in Webinar Series on Reopening

Parks and Recreation Facilities Date Prepared: August 6, 2020

Prepared By:

Bryan Anderson

Manager of Parks, Recreation and Facility Services

Public Works 1 August 12, 2020 Report No. OS-2020-67

STAFF REPORT

Department/Function: Public Works




Report Title: Monthly Activity Report Roads and Fleet

ORIGIN

Manager of Roads and Fleet from June 1, 2020 to July 31, 2020.

OPERATIONS Staff has been completing service requests and correcting deficiencies noted

through regular road patrolling. Staff has also been busy patching potholes, clearing ditches, assisting in water service repair, multiple storm clean ups,

culvert replacement, road side cutting, grading shoulders, culvert flushing

and catchbasin cleaning, shop and equipment maintenance.

FLEET All units are receiving regular maintenance, and various small repairs.

Unit 1020, Tandem plough truck, frame failed due to fatigue, truck is at dealership for repair.

Shouldering Machine

I want to give recognition to a staff member who developed a shouldering machine that mounts to our tandem plough truck. This device applies gravel

to low shoulders and levels it all in one process which has proven to be a real time saver. He has been using available downtime, evenings and

weekends to build this device. This has made shouldering a much more efficient.

Drainage Issues The Vac truck has been busy flushing sewers, catchbasins and culvert. Staff

is currently working in Port McNicoll. Over the years catch basins and sewers have filled with sand and debris which is making it a slow task to complete.

Staff has been systematically been working at clearing pipes to restore drainage. This will be a multiyear process to get caught up.

Public Works 2 August 12, 2020 Report No. OS-2020-67

Staff has been also working with a contractor ditching to restore flow throughout the Township. Main focus is on hot spot areas that have been

prone to drainage issues.

Gravel Program Gravel was supplied by contractor, staff graded and packed material. Works

was completed June 4th.

Line Painting Line painting contract completed June 16th.

Dust Suppression Dust suppression contract complete July 9th.

Road Resurfacing

Georgian Paving has commenced the road resurfacing contract. Gratrix Road, Rumney Road and Triple Bay have been resurfaced; Juneau Road,

Bergie Crescent, Vents Beach Road and O’Leary Lane have been pulverized.

Prepared By: Date Prepared: August 5, 2020

Lyell Bergstrome Manager of Roads & Fleet Services

Operational Services 1 Aug 12, 2020 Report No. OS-2020-69

STAFF REPORT

Department/Function: Public Works

Chair: Councilor Barry Norris



Report Title: Monthly Activity Report – Water Wastewater Operations

ORIGIN: Superintendent of Water & Wastewater Operations for the period of July 1, 2020

to July 31, 2020.

TREATMENT PLANTS: Port McNicoll Wastewater Treatment Plant SCADA system experienced a

significant failure caused by a lightning strike at the WWTP, resulting in a

system wide shut down. Unable to recover from the failure we had to reprogram the control system from the on board memory eprom of the panel view. This

program was an old version, but was able to get the system going. We then had to modify the flow meter scaling and also add the alarming to the Huronia alarm

panel. Eramosa was supposed to upgrade this system in 2017 but the work remains uncompleted, despite having expended a considerable amount of

money to them for this work.

Victoria Harbour Wastewater Treatment Plant also experienced a Bio solids loading pump failure during the same storm which had to be removed and

rebuilt at an estimated cost of $8000.00.

Victoria Harbour Water Treatment Plant is producing in excess of 5 million liters of water per day and is performing well with the addition of the 18 new

cassettes. Additionally, we determined that we can only produce 78 liters of

water per second now that we can meet daily demands because when we produce water at a rate in excess of 78 l/s the excess flows are diverted out the

overflow pipe from the reservoir and returned to the low lift station pump well. We also experienced the failure of one of our chlorine injection pumps and a

replacement has been ordered. The replacement cost of this chemical pump is approximately $7000.00.

Operational Services 2 Aug 12, 2020 Report No. OS-2020-69

At the Rope Water Treatment Plant we have been advised by the MECP that we

may expect an issue with Blue Green algae and we should prepare to address this contaminate. Further to this we have contacted the MECP and received

approval for the installation of a GAC contactor to treat the contaminant should it be required. In discussion with suppliers this device would cost approximately

$12,000.00 and is readily accessible. We will continue to monitor the contaminant before considering purchasing the equipment as we may not

necessarily experience the problem.

DISTRIBUTION & COLLECTIONS SYSTEMS: We have been experiencing hydro supply problems at Mitchell’s Beach sewage

pumping station that has damaged one of the single phase sewage pumps. A

replacement pump has been ordered as the single phase pumps of this size are purpose built and very expensive. There is only one supplier and the

replacement cost for this pump is $18,238.20 including HST. It should be noted the pump is 28 years old and replacement should be considered a re-

capitalization of this infrastructure. The roads department has made a number of repairs to the manholes along

Juneau prior to the resurfacing of this road.

Sewer Backups

There were no sewer backups during this period.

ADVERSE DRINKING WATER:

There were no adverse water quality reports during this period


Mike Emms,

Water/Wastewater Superintendent

Operational Services 1 August 12, 2020 Report No. OS-2020-64

STAFF REPORT

Department/Function: Operational Services




Report Title: Monthly Activity Report Operational Services Department

ORIGIN General Manager, Operational Services for the period from June 3, 2020 to

August 5, 2020.

ROADS/PARKS 176 Waldie fence meeting and report

Trail bridge and LLPS paving

Karma use of Township land and building discussions Paving contract kick-off meeting

Review of Oakwood Park improvements Wycliffe traffic review and report

Long Point Road drainage on-site and discussions Rural drainage issues Hogg Valley and Rumney, Ebenezer and Ron

Jones Mechanic interviews

Tree policy follow-up and report Beach Advisories

Calvert, John Dillingno, Lovejoy drainage Road Program review and report

Equipment reports (loader, excavator) Seasonal decorations and Pine Street streetlights

MacKenzie Park tender, review and reports

2020 Bridge Inspection authorization Waverley Sidewalks – discussion on maintenance

Discussion of recreation and facility return


WATER/WASTEWATER OPERATIONS Grandview Beach, Paradise Point, Bayview Avenue area deemed

connection review, report and letters Victoria Harbour WWTP – request for expressions of interest reports

Grandview Beach and Paradise Point hydrogeological study – monitoring well installation, letters

Grandview Beach and Paradise Point contractor claim follow-up Tay Area WTP meetings

Watermain and road rehabilitation tender, reports Sewer video tender

DEVELOPMENT 406 West St follow-up and report

Talbot St site plan review Waverley Heights – easement follow-up

400 Newton - review 5 Fallowfield review and security release

Victoria Woods – storm pond/park landscaping review, Phase 3 sewer review

GENERAL

COVID-19 - various discussions including with neighbouring Public Works directors, consideration of closings, re-opening, staff safety

Truax Lane land sale issues Power interruptions – 60 Maple St

Great Lakes water levels review

Organization Review – meeting and comments Engineering Technologist job description and posting

Return to Business Continuity Site (BCS)

MEETINGS Managers and Office Staff

Department Heads Committee of All Council and Council

Emergency Control Group North Simcoe Public Works Directors

Health and Safety Committee


Peter Dance

General Manager, Operational Services


STAFF REPORT Department/Function: Operational Services Chair: Councillor Barry Norris Meeting Date: August 12, 2020 Report No: OS-2020-66 Report Title: Meadows Avenue Speed Limit RECOMMENDATION: That Staff Report No. OS-2020-66 regarding amendment to the Speed of Vehicles By-Law No. 2000-01 for Meadows Avenue be received; That Schedule A of By-law 2000-01 be amended to include Meadows Avenue; and, That the required amending by-law be brought forward to the next regular meeting of Council. INTRODUCTION/BACKGROUND: In order for speed limits to be enforceable all public roads within the Township of Tay should be listed within the schedules of By-Law 2000-01. In reviewing By-Law No. 2000-01 staff noticed that Meadows Avenue was omitted. ANALYSIS: Staff recommends that By-Law No. 2000-01 be amended to include Meadows Avenue from Duck Bay Road to Forest Harbour Parkway in schedule A which sets the maximum speed limit of 50 kilometres per hour.


FINANCIAL/BUDGET IMPACT: There will be no budget impact for amending By-Law No. 2000-01. Installation of two speed limit signs will total approximately $500, and will be funded by the operating budget. CONCLUSION: Staff recommends that that Council amend By-Law No. 2000-01 as suggested in this report. Prepared by: Lyell Bergstrome, Manager of Roads and Fleet Recommended by: Date: August 5, 2020 Peter Dance General Manager, Operational Services Reviewed by: Date: August 5, 2020 Lindsay Barron, CPA, CGA, HBCom.


THE CORPORATION OF THE TOWNSHIP OF TAY

BY-LAW NO. 2020-XX

Being a By-Law to amend By-law No. 2000-01 of the

Township of Tay being a by-law to regulate the speed of vehicles within the Township of Tay

WHEREAS Subsection 2 of Section 128 of the Highway Traffic Act R.S.O.

1990, Chapter H.8, authorizes the Council of a municipality by by-law to prescribe a speed limit for motor vehicles driven on any highway under

its jurisdiction;

AND WHEREAS the Council of the Township of Tay passed By-law 2000-01 establishing the maximum rate of speed throughout the Township of

Tay;

AND WHEREAS the Council of the Township of Tay deems it appropriate

to amend By-law 2000-01 to include Meadows Avenue;

NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF TAY ENACTS AND BE IT ENACTED AS FOLLOWS:

1. That Schedule A of By-law 2000-01 be amended to include the

following:

Highway From To Meadows Avenue Duck Bay Road Forest Harbour Parkway

2. This by-law shall come into force and take effect immediately upon

the final reading thereof.

BY-LAW READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 26TH DAY OF AUGUST, 2020.


MAYOR, Ted Walker

CLERK, Cyndi Bonneville


STAFF REPORT Department/Function: Operational Services Chair: Councillor Barry Norris Meeting Date: August 12, 2020 Report No: OS-2020-61 Report Title: Victoria Harbour WWTP Phase 2

Status

RECOMMENDATION: That Staff Report No. OS-2020-61 regarding the status of the Victoria Harbour Wastewater Treatment Plant phase 2 upgrade be received for information. INTRODUCTION/BACKGROUND: Included in the 2020 capital budget, there were funds allocated for the design of the second phase of Victoria Harbour Wastewater Treatment Plant (WWTP) upgrade. The main component of this phase is the replacement of the biological treatment process (aeration tanks and clarifier). The first phase project included the addition of headworks (screening and grit removal), replacement of the tertiary filtration process, conversion of the disinfection process from chlorination to UV and the addition of standby power. Both phases include elements of equipment and capacity upgrades. History

1. The treatment plant was built in 1982. 2. The Class Environmental Assessment for the current upgrade project

was completed by XCG (ECG and Burnside). It was started in 2008 and the final approval came in April of 2013.

3. Council approved the list of consultants to receive the RFP as a result of the request for Expressions of Interest (Staff report December 18, 2013)

4. Burnside (XCG and Burnside) completed the Conceptual Design Report - January 2014 (Staff report February 19, 2014)


5. Council approved phasing and issuing the design RFP (Staff report March 19, 2014).

6. WSP (WSP/MMM/RVA) awarded the design and contract administration (July 9, 2014). That assignment included technology review.

7. WSP completed the Integrated Surge Anoxic Mix Sequencing Batch Reactor (ISAM–SBR) Technology Evaluation (December 15, 2014). This also included tertiary filtration options.

8. Council approved the ISAM-SBR and cloth media filters as the preferred technology (November 19, 2014).

9. WSP completed the Preliminary Design Report (November 6, 2015). 10. In addition to the project tender (PW-2016-26), formal

contractor pre-qualification (PW-2015-96) and tertiary filtration pre-selection processes were completed.

11. The Phase 1 project construction took place from the spring of 2016 into the summer of 2017 at a cost of $8.1 million.

12. Report PW-2020-33 (April 22, 2020) reviewed the consultant selection process and resulted in the request for expressions of interest which is the subject of this report.

13. Report PW-2020-51 (June 24, 2020) provided an update of capacity concerns at the plant.

14. Report OS-2020-59 (July 22, 2020) recommended a short-list of consultants to be issued the RFP. Following some discussion on July 22, 2020 that report was deferred to the August 12, 2020 Committee of All Council meeting.

ANALYSIS: Request for Proposals – Short-list In order to proceed with the Phase 2 upgrade a design consultant will have to be selected. This process has been started and Committee will be considering the deferred report on the short-list of consultants to respond to the request for proposals. The consideration of the short list can proceed independently of some to the other topics that have been raised. Discussion of how we manage our system integration across the Township’s water and wastewater assets is independent of the consultant selection. More importantly the scope of the consulting assignment is also independent of the selection process. Request for Proposals – Scope There are some fundamental elements that will be included in the request for proposals. These items must be addressed and will form the base project requirements. There are two other groups of provisional items that will be requested. The first group will be items that we request as possible additions to the scope of work. The second group will be the open-ended request to suggest additional scope items for the Township to consider. System Integration This topic was raised at the July 22, 2020 meeting. While related to water and wastewater projects, it is not a necessary issue to resolve prior to undertaking the Victoria Harbour WWTP Phase 2 upgrade. Related to equipment and software that needs to be upgraded – staff are aware of


various deficiencies that need to be addressed. These can be summarized as part of the 2021 long term plan process. Further to the delivery of system integration services – the Township has recently been using Eramosa. This decision was taken in consultation with the design consultants for the Victoria Harbour WWTP Phase 1 upgrade. Some of the proponents for the Phase 2 project have included specific system integrators in their submissions. Council would have the option of accepting the proposed integrators for that Phase or separating that work for the Township’s preferred integrator. The Township could undertake a formal process to appoint a firm for integration services. FINANCIAL/BUDGET IMPACT: There is no direct financial impact associated with this report. The 2020 budget carried $500,000 for the design phase of this project. Most of this cost will be incurred in 2021. The preliminary construction cost estimate is $9,000,000. This will be spread over a couple of years. The Township submitted a funding application to the Investing in Canada Infrastructure Program (ICIP): Green Stream (combination Federal and Provincial). Unfortunately, our application under this program was not successful. CONCLUSION: The consultant selection process for the second phase of the Victoria Harbour WWTP upgrade was initiated with a request for expressions of interest. This report provides some background to the discussion that took place related to the short-list of consultants to be invited to respond to a request for detailed proposals. Prepared by: Peter Dance, General Manager, Operational Services Recommended by: Date: August 5, 2020 Peter Dance General Manager, Operational Services Reviewed by: Date: August 5, 2020 Lindsay Barron, CPA, CGA, HBCom. Chief Administrative Officer

Public Works 1 November 19, 2014 Victoria Harbour WWTP Upgrade Process Selection

STAFF REPORT

Department/Function: Public Works Department Chair: Councillor Rick Black Meeting Date: November 19, 2014 Subject: Victoria Harbour Wastewater Treatment

Plant Upgrade – Process Selection

RECOMMENDATION: That the report dated November 19, 2014 pertaining to the process selection for the Victoria Harbour Wastewater Treatment Plant upgrade be accepted; And that the selection of the Integrated Surge Anoxic Mix Sequencing Batch Reactor process for the secondary treatment and cloth media filters for the tertiary treatment be approved. INTRODUCTION/BACKGROUND: The Victoria Harbour Wastewater Treatment Plant (VH WWTP) has not had a significant upgrade or expansion since it was built in 1982. A Class Environmental Assessment was commenced in June 2008 for a plant expansion. The resulting Environmental Study Report was dated December 2011. The Minister issued the final approval in April 2013 following a Part II Order request. The Conceptual Design Report was then completed in January 2014. In July 2014 Council assigned the design for phase 1 of the upgrade to MMM Group Limited. Part of the design assignment was to review process options for the project. This was included due to potential cost savings for the overall project. This report reviews the results of that technology evaluation and makes a recommendation for project technology. ANALYSIS: The Draft Table of Contents and Executive Summary of the Technology Evaluation report from the project team is attached to this report.


Extended aeration and shallow bed sand filter processes were compared to Integrated Surge Anoxic Mix Sequencing Batch Reactor (ISAM SBR) and cloth media filters. The later offers significant savings in operating costs as well as lower construction costs. The attached document sections provide a comparison for the first 20 years of operation and notes of saving of about $9.6 million over that time ($2.4 m operating and $7.2 m capital). This would be similar for comparison of the phased options for these two approaches. SUSTAINABILITY PLAN: This report does not have an impact on the Sustainability Plan. FINANCIAL/BUDGET IMPACT: There is not a direct budget impact of this report. The process selection discussed above is based on compliance, life cycle and construction costs. However, for completeness the project budget is discussed below. The 2014 budget included an allocation for the design work that is currently underway. The 2015 Long Term Plan dated October 7, 2014 (meeting was on October 14) included $10.9 million in 2015 for phase 1 and a further $9.0 million in 2022/2023 for phase 2. In our March 19, 2014 report we had noted a saving of about $1.5 million if the project was completed as one phase. The costing presented in the attached Draft Executive Summary suggests $9.6 for phase 1 and $9.6 million for phase 2. Approximately, $1.8 million would be saved if the project was to be constructed in one phase. The final decision on phasing will be taken early in 2015 as the contract documents are being prepared. Further to the direction of Council at the September 10, 2014 meeting, staff submitted an Expression of Interest (EOI) under the Small Communities Fund for this project. This fund is jointly supported by the Federal and Provincial governments. The Township was just advised that we have not been approved to proceed to the detailed proposal stage for that program. The following explanation was provided in the November 10 letter from the Province:

“Nearly 370 EOIs were received and all were subject to careful consideration and evaluation. Your EOI did not pass the pre-screen phase primarily because other EOIs demonstrated more clearly that there was a critical health and / or safety problem and how the proposed project would address it.”


CONCLUSION: It is recommended that Council approve the use of the ISAM SBR technology for secondary treatment and cloth media filters for the tertiary treatment for the proposed upgrade of the Victoria Harbour Wastewater Treatment Plant. Prepared by: Date Prepared: November 12, 2014 Peter Dance Director of Public Works Reviewed by: Date: November 13, 2014 Robert Lamb CAO

From: Waubaushene Santa Claus Parade [mailto:[email protected]] Sent: June 24, 2020 1:11 PM To: Mayor Ted Walker <[email protected]>; Councillor Barry Norris <[email protected]> Subject: Waubaushene Santa Claus Parade 2020 Hello Gentleman, You probably think I am nuts, but it is only five months until the Santa Claus Parade. In a normal year, about now, I would start contacting potential new participants and figure out my overall work plan for the parade. Well, with COVID-19, I am not very hopeful that we will be able to host this year's parade and community gathering. We might squeak by with a parade, but I almost certain the gathering in the Fire Hall will be out of the question. This being said, I want to throw something by you gentleman. If we are unable to host both the parade and the gathering, our team have already started discussing that we would like to have a mini Santa Clause drive by, like Waubaushene did with the Easter Bunny. In this particular case, because we have advanced notice, we are thinking that we might get three or four floats and then we would decorate the sleigh float and go through the village. We would use the same route we used for the Easter Bunny. That worked really well. At this time I am saying we will do Waubaushene, but I suspect that we will be asked to do Victoria Harbour and Port McNicoll. I am not able commit to anything more than Waubaushene right now. I would have to discuss with the volunteers that I am able to get on board. Just note, that any notification would be that people are asked to sit in their cars along the route and keep a social distance if they are outside of their homes. Much like the wording used to promote the Easter Bunny drive by. We are looking for Council's support of our Plan B, a tiny parade. If Council would like us just to have the Santa Claus float, we understand there may be safety issues.. We did get a grant that we will not be using this year, as we have everything we need for decorating. It is in a separate account and can be returned, if required. The only positive in this situation, if we are unable to have a full parade this year, this little blip will give us another year to figure out how we are going to go re-route the parade (with the opening of the LCBO and the Tim Hortons) due to thee congestion issues at the end of the parade.. I look forward to hearing from you. Ho! Ho! Ho! Ho! Michele Gouett

Committee Chair

Waubaushene Santa Claus Parade

Planning & Development 1 August 12, 2020 Committee Agenda

Planning & Development Committee August 12, 2020

Agenda

1. Call to Order:


2.1 Report from the CBO, Manager of Building Services Report No. PD-2020-23

Re: Building Services Division Update – June 2020

2.2 Report from the CBO, Manager of Building Services

Report No. PD-2020-25 Re: Building Services Division Update – July 2020

2.3 Report from the GM, Protective and Development Services Report No. PD-2020-26

Re: Planning & Development Services Update – June & July 2020

2.4 Report from the Planner

Report No. PD-2020-27 Re: Temporary Use By-law to allow for a garden suite (2020-ZBA-

01) 1994 Wood Road

3. Other Business:

3.1 Correspondence from a Resident

Re: Fencing both sides of two walkways in Victoria Glen Subdivision


_________________________________________________________________________________________

Planning and Development Committee 1 August 12, 2020

Report No: PD-2020-23

STAFF REPORT

_____________________________________ Department/Function: Protective and Development Services

Committee

Chair: Councillor Warnock



Subject: Building Services Division Update –

June 2020 ____________________________________________________

RECOMMENDATION:

That Report No. PD-2020-23 regarding Building Services Division

Update June 2020 be received.

INTRODUCTION/BACKGROUND

The following is an overview of the activities of the Building Services Division for the June 2020 calendar month.

PERMITS JUNE JUNE

2019 2020

Number of Permits Issued this Month 56 51

Number of Permits Issued to Date 202 156

New Dwelling Units 6 11

Total New Dwelling Units to Date 26 25

Accessory Buildings(garages,sheds,gazebos etc.) 6 3

Additions 4 2

Decks 10 12

Demolition 3 0

Water line services/Plumbing 10 5

Farm Buildings 0 0

Renovations 2 2

Solid Fuel-Fired Appliances 0 0

Swimming Pool / Fence Permits 3 3

Commercial/Industrial/Institutional 1 1

Transfer 0 0

Temporary Structures (Foundations – SDD) 1 0

_________________________________________________________________________________________



Other Government New 0 1

County of Simcoe Multi Residential Building-units 0 0

Residential Solar Panel/Mechanical 0 0

Change of Use 0 2

Septic System 10 9

Inspections and Orders

Inspections Conducted 187 165

Site Inspections/Consultations Conducted without a Permit 126 42

Inspections Conducted to Date 997 818

Orders to Comply Issued 1 0

Stop Work Orders Issued 0 0

Orders to Remedy Unsafe Building

Issued/Prohibited Use 0 0

Orders to Uncover 0 0

Permits Closed 46 20

Total Permits Closed to Date 18 103

Total Permits Outstanding 787 816

Fees and Construction Value

Permit Fees $35,707.87 $33,065.32

Total Permit Fees to Date $125,685.32 $107,636.77

Construction Value $3,210,406.00 $3,964,090.00

Total Construction Value to Date $24,80814,456.00 $10,287,070.00

Prepared by: Terry Tompkins, CBCO, CRBO, CPSO

Chief Building Official/Manager of Building Services

Recommended by: Date: August 5, 2020

Terry Tompkins, CBCO, CRBO, CPSO Chief Building Official/Manager of Building Services

Reviewed by: Date: August 5, 2020



_________________________________________________________________________________________



STAFF REPORT

_____________________________________

Department/Function: Protective and Development Services Committee

Chair: Councillor Warnock



Subject: Building Services Division Update –

July 2020 ____________________________________________________

RECOMMENDATION:

That Report No. PD-2020-25 regarding Building Services Division

Update July 2020 be received.


The following is an overview of the activities of the Building Services Division for the July 2020 calendar month.

PERMITS JULY JULY

2019 2020

Number of Permits Issued this Month 52 50

Number of Permits Issued to Date 254 206

New Dwelling Units 6 3

Total New Dwelling Units to Date 32 28

Accessory Buildings(garages,sheds,gazebos etc.) 6 5

Additions 3 3

Decks 7 15

Demolition 2 2

Water line services/Plumbing 3 9

Farm Buildings 1 0

Renovations 9 5

Solid Fuel-Fired Appliances 0 0

Swimming Pool / Fence Permits 2 0

Commercial/Industrial/Institutional 1 1

Transfer 0 0

Temporary Structures (Foundations – SDD) 0 1

Other Government New 0 0

_________________________________________________________________________________________



County of Simcoe Multi Residential Building-units 0 0

Residential Solar Panel/Mechanical 0 0

Change of Use 0 0

Septic System 12 6

Inspections and Orders

Inspections Conducted 187 177

Site Inspections/Consultations Conducted without a Permit 22 54

Inspections Conducted to Date 1206 1049

Orders to Comply Issued 1 0

Stop Work Orders Issued 1 0

Orders to Remedy Unsafe Building

Issued/Prohibited Use 0 0

Orders to Uncover 0 0

Permits Closed 55 48

Total Permits Closed to Date 73 151

Total Permits Outstanding 781 795

Fees and Construction Value

Permit Fees $32,982.08 $15,013.28

Total Permit Fees to Date $158,667.40 $122,650.05

Construction Value $3,837,567.00 $1,750,500.00

Total Construction Value to Date $23,241,902.00 $12,037,570.00

Prepared by: Terry Tompkins, CBCO, CRBO, CPSO


Recommended by: Date: August 5, 2020

Terry Tompkins,


Reviewed by: Date: August 5, 2020



_____ ___________________________________

Planning and Development 1 August 12th, 2020 PD-2020-26

STAFF REPORT

Department/Function: Planning and Development

Chair: Councillor Mary Warnock

Meeting Date: August 12th, 2020

Report Number: PD-2020-26

Report Title: Planning and Development Services Update June and

July 2020

The following are the highlights from June 1st, 2020 to July 31st, 2020:

Zoning Certificates

1. For the month of June, 26 applications were received with an average review

time of 3 days. 2. For the month of July, 22 applications were received with an average review

time of 2 days.

Development

3. Staff is finalizing the Site Plan Agreement for 4956 Talbot Street, which is a

new industrial type building, which is 670.32 square metres in size.

4. Staff has received the latest submission for 400 Newton Street, which is presently in circulation for comments from internal and external departments

and agencies.

5. A Site Plan Application has also been received for 219 Pine Street (Waubaushene Gospel Hall). Staff have requested some additional items for

the drawings including floor plans and zoning information of the existing and the proposed addition (123m2). Once this additional material is provided the

application can be circulated.

6. Works at 5 Fallowfield Lane for the new LCBO and Tim Horton’s buildings appear to have completed and both businesses are open and operating.

_____ ___________________________________

Planning and Development 2 August 12th, 2020 PD-2020-26

7. Two Public Meetings have been scheduled for August 26th, 2020, one being

the Housekeeping to the General Zoning By-law and the other being the Talbot Street Corridor review from First Avenue to Seventh Avenue.

8. Staff is continuing to work with the applicant on the proposed Official Plan

and Zoning By-law Amendments for the Wye Heritage Marina, which had a

Public Meeting on May 27, 2020.

Staff is keeping the Executive Director of Community and Development with the Town of Midland up to date on the applications status.

The applicants Planning Consultant has indicated that they are aiming to

have the documents submitted to the Township by the end of August 2020, which will be circulated and reviewed, and a recommendation report would

follow.

9. Staff has prepared a recommendation report for Council regarding the Temporary Use By-law Application for 1994 Wood Road, which had a public

meeting on May 27, 2020.

10. Through a letter from the Minister Steve Clarke (Ministry of Municipal Affairs

and Housing), consulting on a proposed amendment to A Place to Grow: Growth Plan for the Greater Golden Horseshoe. This update includes changes

to the population and employment forecasts, the horizon year for planning, and other policies to increase housing supply, create jobs, attract business

investment and better align with infrastructure. Staff reviewed the proposed changes and provided comments to the Province.

11. Planning and By-law Enforcement staff also participated in an information

sharing session with the County of Simcoe municipal partners on Cannabis and the various issues each municipality is facing.

12. Justin Rounds has also been hired full time with the Township in the role of

Municipal Law Enforcement Officer/Canine Control. Justin has been on contract with the Township for the last two years and we are excited to have

him join our team on a full time basis.

Meetings/Training

13. Attended Department Head Meetings

14. Committee of Adjustment 15. County of Simcoe Planner Meetings

Prepared and Recommended By; Date: August 6th, 2020

Steven Farquharson, B.URPL, MCIP, RPP


_________ Planning and Development 1 August 12, 2020 PD-2020-27

STAFF REPORT

Department/Function: Planning and Development

Chair: Councillor Mary Warnock

Meeting Date: August 12th 2020

Report No.: PD-2020-27

Report Title: Temporary Use By-law to allow for a garden suite (2020-ZBA-01) 1994 Wood Road

RECOMMENDATION:

That Report No. PD-2020-27 regarding a Temporary Use By-law (2020-ZBA-01) for 1994 Wood Road be received;

That the proposed Temporary Use By-law as outlined in Staff Report PD-2020-27 be approved;

That the appropriate By-law be brought forward at the next

Council Meeting;

And that the Mayor and Clerk be authorized to enter into an

agreement for this temporary use by-law.


Application Details

a) Application No.: 2020-ZBA-01 b) Owner: Reginald Scott and Anna Morison-Scott

c) Location: 1994 Wood Road d) Official Plan: Agricultural, Environmental Protection One and

Environmental Protection Two Zoning: Agricultural “A” and Environmental Protection “EP”

e) Zoning By-law Application Request:

The proposed application seeks to amend the Zoning By-law for a

Temporary Use By-law to permit the continued use of a mobile home


being 85 square metres (915 square feet) in floor area. The Planning Act

allows for Garden Suites once approved, to be permitted for a maximum period of up to twenty years. The proposal is required as a result of the

previous Temporary Use By-law (2006-ZBA-05) having lapsed in 2019.

The previous Temporary Use By-law was first approved in July 2006 and was allowed for a maximum of 10 years under the Planning Act. The

applicants applied to the Township for an extension in 2016, which was granted until July 2019. This approval has since lapsed, which has

required the applicant to apply for a new Temporary Use By-law to allow for the garden suite to remain. The existing agreement between the

applicant and the Township would need to be updated and the associated securities as part of the original approval would carry forward should the

application be approved.

Site Description

The subject land is located on the West side of Wood Road, just north of Ebenezer Side road and north of the Waverly Settlement Area.

Surrounding Land Uses:

North – Agricultural Zone

South –Rural and Environmental Protection Zone

East – Agricultural Zone

West – Agricultural Zone

Public Meeting

A public meeting was held on May 27th, 2020, at which there were no concerns or objections presented to Council. As a result of the public

meeting, this report is being forwarded to Council for consideration.

Justification

In support of the application, the applicant has provided a site plan and

elevation drawings of where the mobile home is currently located on the site.

Internal Departmental Comments

a) CAO: No comments received to date.

b) Clerks: No comments received to date. c) Treasury: No concerns.


d) Building Services: No comments received to date

e) Fire Department: Fire Department recommends ensuring all smoke and carbon monoxide detectors are brought up to compliance.

Otherwise no concerns.

f) Public Works: No comments received to date

External Comments

E-mail received from Michael and Denise Graham, owners of 1973 Wood Rd. in support of the application.

Planning Act

Section 39 of the Planning Act gives municipalities the Authority to pass

temporary use by-laws, and section 39.1 specifically gives municipalities the authority to grant temporary use by-laws for garden suites. It reads:

Temporary use provisions

39 (1) The council of a local municipality may, in a by-law passed under

section 34, authorize the temporary use of land, buildings or structures for any purpose set out therein that is otherwise prohibited by the by-law.

R.S.O. 1990, c. P.13, s. 39 (1). (1.1), (1.2) Repealed: 2002, c. 17, Sched. B, s. 11 (1).

Garden suites 39.1 (1) As a condition to passing a by-law authorizing the temporary use

of a garden suite under subsection 39 (1), the council may require the owner of the suite or any other person to enter into an agreement with

the municipality dealing with such matters related to the temporary use of the garden suite as the council considers necessary or advisable,

including, (a) the installation, maintenance and removal of the garden suite;

(b) the period of occupancy of the garden suite by any of the persons named in the agreement; and

(c) the monetary or other form of security that the council may

require for actual or potential costs to the municipality related to the garden suite. 2002, c. 17, Sched. B, s. 12; 2009, c. 33,

Sched. 21, s. 10 (7). Definition

(2) In this section, “garden suite” means a one-unit detached residential structure containing

bathroom and kitchen facilities that is ancillary to an existing residential structure and that is designed to be portable. 2002, c. 17, Sched. B, s.

12. Area and time in effect

(3) Despite subsection 39 (2), a by-law authorizing the temporary use of a garden suite shall define the area to which it applies and specify the


period of time for which the authorization shall be in effect, which shall

not exceed 20 years from the day of the passing of the by-law. 2011, c. 6, Sched. 2, s. 7.

Extension

(4) Despite subsection (3), the council may by by-law grant further periods of not more than three years each during which the temporary

use is authorized. 2002, c. 17, Sched. B, s. 12. Non-application

(5) Upon the expiry of the period or periods of time mentioned in subsections (3) and (4), clause 34 (9) (a) does not apply so as to permit

the continued use of the garden suite. 2002, c. 17, Sched. B, s. 12.

Temporary Use By-laws must be passed under Section 34 of the Planning Act, therefore a public meeting must be held prior to Council making a

decision regarding the application and the Decision of Council is subject to an appeal period during which the decision can be appealed to the Local

Planning Appeals Tribunal.

A garden suite is not a permitted use; however, the Planning Act allows

Council to approve a garden suite for a period not exceeding twenty (20) years.

Township of Tay Official Plan

The subject property is designated Agricultural, Environmental Protection

One and Environmental Protection Two. The garden Suite is located on the lands identified as Agricultural. Section 4.8.2.3. of the Official Plan states:

“No development proposed on lands adjacent to those designated

“Environmental Protection Policy Area 1” shall be permitted except in accordance with the results and recommendations of an Environmental

Impact Assessment approved by the Township.”

It is the opinion of Planning staff that the continued use of the existing

garden suite does not constitute “development” and therefore an Environmental Impact Assessment is not required as part of this

application.

Section 3.9 of the Official Plan allows for a Garden Suite to be located on lands designated Agricultural or Rural, subject to a Temporary use By-law.

The unit must also meet all of the requirements of section 3.9 and 4.4.2.2 of the Official Plan, and the policies of the Zoning By-law.

Section 3.9 of the Township of Tay Official Plan States:


“In considering "Garden Suite" dwelling units Council, prior to passing a

Temporary Use Bylaw, shall be satisfied that: a) The "Garden Suite" is being permitted in conjunction with a single

detached dwelling unit;

b) The "Garden Suite" is secondary to the single detached dwelling unit and no more than two dwelling units in total, including the Garden

Suite, shall be permitted per lot; c) Adequate parking for the "Garden Suite" is available;

d) Where necessary buffering of adjacent uses is provided; e) The "Garden Suite" shall not cause an encroachment into any

required yard imposed by the Zoning By-law. In the case where an existing single detached dwelling is legally non-complying, the

"Garden Suite" shall not cause further encroachment; f) The internal construction of the "Garden Suite" i.e. washrooms,

kitchen, etc. comply with the applicable codes and regulations and shall be portable;

g) The "Garden Suite" is serviced through extension from the existing dwelling unit;

h) The lot upon which the "Garden Suite" is to be located is adequate to

accommodate a private sewage disposal system acceptable to the appropriate Agency to adequately service the principle residential unit

and the "Garden Suite"; i) An adequate water supply is available to service the garden suite;

and j) An agreement is entered into with the Township regarding the

maintenance, alterations and improvements and eventual removal of the "Garden Suite" unit. This agreement may include a bond or

security held by the Township which would ensure the removal of the unit.”

Section 4.4.2.2 of the Official Plan States:

“Subject to the policies of this Plan, generally one garden suite dwelling

may be allowed on a farm property as an accessory residential use to the

farm operation, in addition to the existing farm house”

The existing garden suite dwelling unit on the property is considered secondary and incidental to the existing dwelling unit on the property. The

garden suite is the second dwelling unit on the property and adequate parking is available on the property. The Garden suite is located over 100

meters from both side and rear property lines and buffering is not required from adjacent uses. The garden suite does not cause any encroachment

into the required yards imposed by the zoning by-law and the internal construction of the Garden Suite complies with the applicable codes and

regulations, and is portable. The garden suite is serviced from the existing


dwelling unit, and the lot has an adequate sewage disposal system and

water supply to service the garden suite.

The applicants are aware that an agreement must be entered into with the

Township regarding the maintenance and removal of the Garden Suite unit. Should the application be approved, the existing agreement between the

applicant and the Township would need to be updated and the associated securities as part of the original approval would carry forward. When

Application No. 2006ZBA05 for a Temporary use By-law was approved in 2006, $10,000 was paid to the township and held as a security deposit.

Zoning By-law 2000-57

The property is currently zoned Agricultural “A” and Environmental

Protection “EP”.

The Garden Suite is proposed on the Agricultural zoned section of the property. The Agricultural zone does not permit a garden suite, therefore a

temporary use by-law is required.

Section 3.2.96 of the Zoning By-law states

“Garden Suite shall mean a detached dwelling unit no larger than 70 square

metres in area and considered secondary and incidental to an existing single detached dwelling unit.”

The existing Garden Suite on the property is 85 square metres in area;

however, it is considered secondary and incidental to the existing single detached dwelling. Staff are of the opinion that the 85 square metres

garden suite should be permitted to continue to be used on the property and meets the intent of the Zoning By-law.

Section 5.3.8 of the Zoning By-law, regarding parking and loading

requirements states:

"One space per bedroom to a maximum of two spaces.”

The existing garden suite has two bedrooms and the site has sufficient

parking for at least three vehicles, therefore the parking requirements of the Zoning By-law are met.

FINANCIAL/BUDGET IMPACT

There are no anticipated financial/budget impacts as a result of this

report.


CONCLUSION

There have been no objections received from the public or outside

agencies or internal departments regarding this application. Therefore, it

is the recommendation of Planning and Development Staff that the proposed temporary use by-law for 1994 Wood Road to permit a garden

suite be approved, subject to the applicants entering into an agreement with the Township to ensure that the garden suite is removed once the

temporary use by-law expires in 2040 or that the occupant no longer requires this accommodation, and that the appropriate By-law be brought

forward at the next Council meeting.

Attachment 1: Context Map

Attachment 2: Site Plan Attachment 3: Elevation Drawing

Attachment 4: Garden Suite Floor Plan Attachment 5: Draft By-law

Attachment 6: Draft Development Agreement

Prepared By; Date: July 30, 2020

Aleah Clarke, BES Planner

Recommended by, Date: July 30, 2020

Steven Farquharson, BURPl, MCIP, RPP


Reviewed by, Date: July 30, 2020

Lindsay Barron, CPA, CGA, HBCom. Chief Administrative Officer


Attachment #1: Context Map


Attachment 2: Applicant Site Plan


Attachment 3: Elevations/ Site Photos


Attachment 4: Garden Suite Floor Plan


Attachment 5: Draft By-law


BY-LAW NUMBER 2020-XX

“Being a By-law to permit the Temporary Use of lands described as 1994 Wood Road”

WHEREAS the Council of the Corporation of the Township of Tay is

considering to permit the temporary use of lands located within the Township described as 1994 Wood Road;

AND WHEREAS By-law No. 2000-57 is the General Zoning By-law of the

Corporation of the Township of Tay;

AND WHEREAS the Official Plan for the Township permits the granting of Temporary Use By-laws and Council of the Township is agreeable with the

request to permit the Temporary Use of the subject lands in addition to

the existing permitted uses, and believes the application generally conforms to the provisions of the Official Plan for temporary uses;

AND WHEREAS authority is granted pursuant to Sections 34 and 39 of

the Planning Act, R.S.O. 1990 to enact such amendments;

NOW THEREFORE be it enacted as a By-law of The Corporation of the Township of Tay the following:

1. That for the lands described as 1994 Wood Road, as shown on

Schedule “A” which is attached hereto and forms part of this bylaw, permits a Garden Suite for a maximum period of twenty (20) years

from the date of passage of this By-law in accordance with the provisions of Section 39 of the Planning Act.

2. This By-law shall take force and come into effect pursuant to the provisions and regulations made under the Planning Act, R.S.O.

1990 c.P.13.

BY-LAW read a FIRST, SECOND, and THIRD time and finally PASSED this 26th day of August, 2020.


_____________________________________ MAYOR Ted Walker

_____________________________________ CLERK Cyndi Bonneville


Attachment 6: Draft Temporary Use Agreement


BY-LAW NUMBER 2020-XX

"Being a By-law to authorize the entering into an Agreement between the Corporation and

Reginald Edwin Scott for 1994 Wood Road”

WHEREAS Section 8 of the Municipal Act, S.O. 2001, c. M. 25, as amended, provides that a municipality has the capacity, rights, powers

and privileges of a natural person for the purpose of exercising its authority;

AND WHEREAS Section 9 of the Municipal Act, 2001, provides that

Section 8 and 11 shall be interpreted broadly so as to confer broad authority on municipalities to a) enable municipalities to govern their

affairs as they consider appropriate and, b) enhance their ability to

respond to municipal issues;

AND WHEREAS Section 11 of the Municipal Act, 2001, provides that a lower-tier municipality may pass by-laws respecting matters within the

spheres of jurisdiction set out therein;

AND WHEREAS Section 39(1) of the Planning Act, 1990, R.S.O. c.P.13 provides that the Council may require the owner of the garden suite or

any other person to enter into an agreement with the municipality dealing with such matters related to the temporary use of the garden suite as the

council considers necessary or advisable, including the installation, maintenance and removal of the garden suite; the period or occupancy of

the garden suite by any of the persons named in the agreement; and, the monetary or other form of security that the council may require for the

actual or potential costs to the municipality related to the garden suite;

AND WHEREAS Reginald Edwin Scott owners of the East Part of Lot 87,

Concession 1, Township of Tay; County of Simcoe being all of PIN 585140048(LT).;

AND WHEREAS Reginald Edwin Scott has submitted an application to

permit for a temporary period, the occupancy of a garden suite;

AND WHEREAS the Council of the Township of Tay deems it in the Corporation’s best interest to require and enter into an Agreement with

Reginald Edwin Scott regarding a Garden Suite to be permitted on the same property via a Temporary Use By-law passed under the Planning


Act, R.S.O., 1990, c.P.13 and consent to remove the Garden Suite at

such time as the corporation sees fit or the temporary use by-law expires;

AND WHEREAS Reginald Edwin Scott acknowledges and agrees to entering into an Agreement with the Township regarding the erecting of a

Garden Suite on the same property;

NOW THEREFORE, the Council of The Corporation of the Township of Tay enacts as follows:

1. The Mayor and the Clerk are hereby authorized and instructed to

execute the Agreement between the Corporation and Reginald Edwin Scott attached hereto as Schedule “A” forming part of this

by-law.

2. This By-law shall take force and come into effect on the latter of the

date of this By-law’s passing or the date the agreement referred to in By-law 2020-XX is fully executed by all parties.

BY-LAW read a FIRST, SECOND, and THIRD time and finally passed

this 26th day of August, 2020.


_____________________

Mayor Ted Walker

_____________________

Clerk Cyndi Bonneville


BY-LAW 2020-XX SCHEDULE “A”

THIS AGREEMENT made in triplicate this 26th day of August, 2020.

BETWEEN:

REGINALD EDWIN SCOTT

of the Township of Tay, County of Simcoe

hereinafter called the “Owners”

PARTY OF THE FIRST PART;

and


hereinafter called the “Township”

PARTY OF THE SECOND PART;

WHEREAS the “Owners” hold title to the subject lands described in Schedule “A” (Legal Description) attached hereto and said Schedule “A”

forming part of this Agreement;

AND WHEREAS Zoning By-law 2000-57 as amended of The Corporation of the Township of Tay prohibits a Garden Suite to be occupied on the

subject lands;

AND WHEREAS this agreement regarding temporary use shall apply to

the subject lands described in Schedule “A”;

AND WHEREAS the “Owners” mobility within the detached dwelling has become diminished and once the Temporary use By-Law expires, they

undertake to remove the Garden Suite;

NOW THEREFORE WITNESSETH THAT in consideration of the mutual promises and covenants contained herein, the parties hereto agree as

follows:

1. COVENANTS


(1) The “Owners” hereby agree that the sum of TEN THOUSAND ($10,000.00) DOLLARS, now paid by the “Owners” to the

“Township” shall be held as a security deposit for the due

performance of all the obligations contained herein.

(2) The “Township” agrees to return to the “Owners” the said TEN THOUSAND ($10,000.00) DOLLARS by it pursuant to Section 1,

forthwith upon the “Owners” completing all the obligations contained herin.

(3) The “Owners” agree that within twenty (20) years from the date of

the passing of the Temporary Use By-law that permits the Garden Suite, to remove the Garden Suite from the subject lands.

(4) The “Township” agrees, upon receipt of the necessary application

from the “Owners” with appropriate plans pursuant to the Ontario Building Code Act, the Sewage System Approval Certificate, the Site

Plan required under Zoning By-law 2000-57 as amended and the

usual permit fees, to cause to be issued a building permit to the “Owners” for a new residential dwelling unit to be erected on the

lands described in Schedule “A”.

(5) The “Owners” hereby irrevocably grant to the “Township” the right to entre onto the lands described in Schedule “A” and to proceed to

remove the Garden Suite if the “Owners” fail to have it removed as expeditiously as possible pursuant to Section 7.

(6) The “Owners” agree to be responsible to the “Township” for all

costs incurred by the “Township”, pursuant to Section 6, if the “Township” removed the Garden Suite and consents to the

“Township” deducting its costs from the said sum of TEN THOUSAND ($10,000.00) DOLLARS held by it pursuant to Section

1, and to pay the “Township” forthwith upon demand of any and all

associated shortfalls relative to the demolition.

(7) The “Owners” agree that the only person to occupy the garden suite is to be Ms. Eden Beardsall. Should Ms. Eden Beardsall no longer

occupy the garden suite, the garden suite is to be removed from the site no later than 30 days from the date that she no longer

occupies the unit or the date for which the Temporary Use By-law expires, whichever comes first.

(8) In constructing this Agreement, words in the singular shall include

the plural and vice versa and words in the masculine shall include the feminine and the neutral and vice versa.


(9) This Agreement shall ensure to the benefit of and be binding upon the “Owners” hereto and his/her heirs, executors, administrators,

assigns and his/her successors in title.

2. COMPLIANCE

Any action taken by the “Township” or on its behalf, pursuant to this

Agreement, shall be in addition to and without prejudice to any security or other guarantee given on behalf of the “Owners” for the performance

of its covenants and agreements herein, and upon default on the part of the “Owners” hereunder, the “Township” shall, in addition to any other

remedy available to it, be at liberty to utilize the provisions of Section 427 of the Municipal Act, 2001, S.O., c. 25 as amended.

3. CO-OPERATION

The “Owners” consent to the registration of this Agreement by the

“Township”, upon the title of the Lands, at the expense of the “Owners”

and agree to execute such further and other documents, consents or applications, as required, for the purpose of securing registration and

giving effect to the provisions of this Agreement.

4. BINDING EFFECT

This Agreement, and everything herein contained shall ensure to the benefit of and be binding upon the parties hereto and their successors

and assigns.

5. POSTPONEMENT AND SUBORDINATION

The “Owners” covenant and agree, at their own expense, to obtain and register such documentation from its mortgagees and encumbrances as

may be deemed necessary by the “Township” to postpone and

subordinate their interest in the Lands to the interest of the “Township” to the extent that this Agreement shall take effect and have priority as if it

had been executed and registered before the execution and registration of the document or documents giving to the mortgagee and/or

encumbrances their interest in the Lands.

6. SEVERABILITY OF CLAUSES

Should any section, subsection, clause, paragraph, or provision of this Agreement be declared by a Court of competent jurisdiction to be invalid,

the same shall not affect the validity of the Agreement as a whole or any part thereof, other than the provision so declared to be invalid.


7. INDEMNITY

The “Owners”, on behalf of themselves, its successors and assigns, agree

to indemnify and save harmless, the “Township” from and against any and all claims, suits, actions and demands whatsoever, which may arise

either directly or indirectly by reason of any work or service performed by the “Township”, its servants or sub-contractors in order to complete the

work or services required to be completed under this Agreement, provided the subject matter of such action, suits, claims or demands was

not caused intentionally or through gross negligence on the part of the “Township”, its servants or agents or sub-contractors.

IN WITNESS WHEREOF the “Owners” have hereunto executed this Agreement this __________ day of _______________, 2020.

___________________________ REGINALD E. SCOTT

(Owner)

Declared before me

At the Township of Tay in the County of Simcoe, this ____day of

__________, 2020.

_____________________________ COMMISSIONER


THE CORPORATION OF THE TOWNSHIP OF

TAY

TED WALKER, Mayor

______________

CYNDI BONNEVILLE, Clerk

“We have the authority to bind the Corporation”


AGREEMENT SCHEDULE “A”

It is understood and agreed that Schedule “A” attached hereto forms part

of the Agreement between Reginald Scott and The Corporation of the

Township of Tay.

“LEGAL DESCRIPTION”

Concession 1, East Part Lot 87, Township of Tay, County of Simcoe being

all of PIN 585140048(LT)

public notice: due to covid

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