THE CORPORATION OF THE TOWN OF GEORGINA...2016/02/03 · Georgina Council permit the absence of Regional Councillor Danny Wheeler to continue until he feels that his health has improved

THE CORPORATION OF THE TOWN OF GEORGINA

COUNCIL AGENDA

Wednesday, February 3, 2016

9:00 AM

1. CALL TO ORDER - MOMENT OF MEDITATION

2. ROLL CALL

3. COMMUNITY ANNOUNCEMENTS

4. INTRODUCTION OF ADDENDUM ITEM(S)

5. APPROVAL OF AGENDA

6. DECLARATIONS OF PECUNIARY INTEREST AND GENERAL NATURE

THEREOF

7. ADOPTION OF MINUTES None.

8. SPEAKERS

9. DELEGATIONS/PETITIONS None.

10. PRESENTATIONS

(1) Mike Rabeau, Director, Capital Planning & Delivery, and Lina Bigioni, Director of Government Relations & EA to Regional Chair, to brief Council Members on the Upper York Sewage Solution project.

11. PUBLIC MEETINGS None.

*IF MORE THAN ONE PUBLIC MEETING IS SCHEDULED FOR THE SAME TIME, THEY WILL BE DEALT WITH IN THE ORDER THAT THEY APPEAR ON THE AGENDA OR AS COUNCIL MAY DETERMINE.

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

PERTAINING TO THE CONTINUATION OF PLANNING MATTERS None. (2) STATUTORY MEETING(S) UNDER OTHER LEGISLATION None. (3) OTHER PUBLIC MEETINGS None.

February 3, 2016 A 2 2016-02-03

12. REPORTS

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

Report from the Planning and Building Department: Pages 1-10

A. Application for Deeming By-law Approval Scott Bissessar & Suzanne Bergeron Lot 66, Plan 124, Part Lot 1, Plan 186, Concession 3 (NG), Part Lot 28; 931 Lake Drive North AGENT: Michael Smith Planning Consultants

Report No. PB-2016-0004

Recommendation(s):

1. That Council receive Report PB-2016-0004 prepared by the Planning

Division dated February 3, 2016 respecting an application for deeming by-law approval for 931 Lake Drive North, Island Grove.

2. That Council approve the application submitted by Scott Bissessar

& Suzanne Bergeron to deem Lot 66, Reg. Plan 124 not to be a lot on a registered plan of subdivision for the purpose of Section 50(3) and in accordance with Section 50(4) of the Planning Act, R.S.O. 1990.

3. That Council pass a by-law to deem Lot 66, Reg. Plan 124 not to be

a lot on a registered plan of subdivision for the purpose of Section 50(3) and in accordance with Section 50(4) of the Planning Act, R.S.O. 1990.

Report from the Recreation and Culture Department: Pages 11-39

(B) The Link – Georgina Community Food Pantry Licence Agreement Report No. RC-2016-0005

Recommendation(s): 1. That Council receive Report No. RC-2016-0005 prepared by the

Recreation and Culture Department dated February 3, 2016 regarding The Link – Georgina Community Food Pantry (GCFP) Licence Agreement.

February 3, 2016 A 3 2016-02-03

2. That Council authorize Mayor and Clerk to enter into a licence agreement between the Town and the Georgina Community Food Pantry for a five year term of May 1, 2016 to April 30, 2020 as outlined in Attachment 1 subject to any minor revisions as may be required by the Town solicitor.

3. That Council approve the applicable by-law for a five year licence

agreement with the Georgina Community Food Pantry. Reports from the Administrative Services Department:

Pages 40-60 (C) 2014 Municipal Election – Post Summary Report Report No. DAS-2016-0002

Recommendation(s): 1. That Council receive Report No. DAS-2016-0002 prepared by the

Administrative Services Department dated January 20, 2016 respecting the 2014 Municipal Election, for information purposes.

(Advisement: Deferred at the January 20th Council meeting due to the absence of the author)

Pages 61-74 (D) Procedural By-law Revision

Report No. DAS-2016-0003

Recommendation(s): 1. That Council receive Report DAS-2016-0003 dated February 3, 2106,

prepared by the Administrative Services Department respecting the Town of Georgina Procedural By-law revision.

2. That Council adopt the proposed revised Procedural By-law and,

where applicable, consider and choose among the options provided. 3. That the Clerk’s Division prepare a by-law to give effect to the

amendments to the current Procedural By-law. 4. That Council repeal By-law No. 2015-0089, being the previously

enacted Procedural By-law.

February 3, 2016 A 4 2016-02-03

Pages 75-93 (E) Review of Municipal Electoral Ward Boundaries and Council

Composition

Report No. DAS-2016-0005

Recommendation(s): 1. That Report No. DAS-2016-0005 prepared by Administrative

Services dated February 3, 2016 respecting Review of Municipal Electoral Ward Boundaries and Council Composition be received.

2. That Council undertake a Review of Municipal Electoral Ward Boundaries for the Town of Georgina, in the manner outlined in Report No. DAS-2016-0005.

3. That Council approve the Guiding Principles for the Municipal Electoral Ward Boundary Review process, as described in Attachment #1.

4. That Council approve the Draft Scope of Work and Terms of Reference for the Municipal Electoral Ward Boundary Review, as described in Attachment #2.

Pages 94-99 (F) Committee and Boards Annual Activities Summary Report Report No. DAS-2016-0007 Recommendation(s):

1. That Council receive Report No. DAS-2016-0007 prepared by the

Administrative Services Department, dated February 3, 2016, for informational purposes and on behalf of the following committees and boards with respect to their 2015 annual activities reporting:

Committee of Adjustment Georgina Accessibility Advisory Committee Georgina Agricultural Advisory Committee Georgina Economic Development Committee Georgina Environmental Advisory Committee Georgina Equity and Diversity Advisory Committee Georgina Heritage Committee Georgina Safe Streets Committee Keswick Cemetery Board The Link Steering Committee Cooke’s Cemetery Board Georgina Public Library Board

February 3, 2016 A 5 2016-02-03

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

(1) Dispositions/Proclamations Page 100

(A) Tracey Nesbitt, Manager, Ontario Association of Social Workers (OASW), Central Ontario Branch, requesting Council proclaim the week of March 7-13, 2016 as ‘Social Work Week’ with the theme ‘Social Workers Help Turn Issues into Answers’.

Pages 101-104 (B) Public Notification and associated Site Plan for a proposed Cell Tower at

24644 McCowan Road. Pages 105-106

(C) Canadian Heritage promoting the 51st Anniversary of the Canadian Flag on February 15, 2016.

(2) General Information Items

(3) Committee of Adjustment Planning Matters

Pages 107-108 (a) Under Review

Pages 109-110 (b) Recommendations (c) Decisions

14. MOTIONS/NOTICES OF MOTION

15. REGIONAL BUSINESS 16. OTHER BUSINESS

(1) Resolution regarding the absence of Regional Councillor Wheeler WHEREAS, section 259 of the Municipal Act, 2001, S.O. 2001, c. 25 provides that a seat of Member of Council becomes vacant if the member is absent from meetings of the council for three successive months without being authorized to do so by resolution of the Council; AND WHEREAS, Regional Councillor Danny Wheeler last attended a Corporation of the Town of Georgina Council meeting on December 9, 2015; AND WHEREAS, Regional Councillor Danny Wheeler was first absent from a Corporation of the Town of Georgina Council Meeting on December 16, 2016, and has been absent since that date due to illness;

February 3, 2016 A 6 2016-02-03

NOW THEREFORE BE IT RESOLVED THAT the Corporation of the Town of Georgina Council permit the absence of Regional Councillor Danny Wheeler to continue until he feels that his health has improved so that he may resume his duties as a Member of this Council.

17. BY-LAWS

Page 111 (1) By-law Number 2016-0007 ((LA-1), being a by-law to authorize the Mayor and

Clerk to execute the necessary documents to complete the five -year Licence Agreement between the Town of Georgina and the Georgina Community Food Pantry for use of 3,360 square feet of space located in the north wing of the property municipally known as 20849 Dalton Road, The Link. (Advisement: Refer to Report No. RC-2016-0005, Item No. 12(2)(B) of this agenda)

Pages 112-113 (2) By-law Number 2016-0008 (PL-1), being a by-law to deem certain registered

plans of subdivision or parts thereof not to be registered plans of subdivision for the purposes of Section 50(3) of The Planning Act, R.S.O. 1990, as amended; Lot 66, Registered Plan 124, Part of Lot 28, Concession 3 (NG) and Part Lot 1, Registered Plan 186

(Advisement: Refer to Report No. PB-2016-0004, Item No. 12(2)(A) of this agenda)

18. CLOSED SESSION

(1) Motion to move into closed session of Council

(A) LABOUR RELATIONS OR EMPLOYEE NEGOTIATIONS; SECTION 239 (2) (d), MA - C.U.P.E. Bargaining Update

(2) Motion to reconvene into open session of Council and report on matters

discussed in closed session.

19. CONFIRMING BY-LAW Pages 114-117

(1) By-law No. 2016-0009 (COU-2), a by-law to confirm the proceedings of Council on February 3, 2015.

20. MOTION TO ADJOURN

1

SUBJECT:


REPORT NO. PB-2016-0004

FOR THE CONSIDERATION OF COUNCIL

FEBRUARY 3, 2016

APPLICATION FOR DEEMING BY-LAW APPROVAL SCOTT BISSESSAR & SUZANNE BERGERON 931 LAKE DRIVE NORTH, ISLAND GROVE LOT 66, REGISTERED PLAN 124

1. RECOMMENDATIONS:

1. That Council receive Report PB-2016-0004 prepared by the Planning Division dated February 3, 2016 respecting an application for deeming bylaw approval for 931 Lake Drive North, Island Grove.

2. That Council approve the application submitted by Scott Bissessar & Suzanne Bergeron to deem Lot 66, Reg. Plan 124 not to be a lot on a registered plan of subdivision for the purpose of Section 50(3) and in accordance with Section 50(4) of the Planning Act, R.S.O. 1990.

3. That Council pass a by-law to deem Lot 66, Reg. Plan 124 not to be a lot on a registered plan of subdivision for the purpose of Section 50(3) and in accordance with Section 50(4) of the Planning Act, R.S.O. 1990.

2. PURPOSE:

The purpose of this report is to provide Staff's analysis and recommendations on an application for deeming by-law approval respecting lands described as Lot 66, Reg. Plan 124.

3. BACKGROUND:

PROPERTY DESCRIPTION:

OWNERS/APPLICANTS:

FILE NUMBER:

(refer to Attachments '1' through '5') 931 Lake Drive North, Island Grove Lot 66, Reg. Plan 124, Part Lot 1, Reg. Plan 186, Part of Lot 28, Concession 3 (NG) Roll No.: 123-346

Scott Bissessar & Suzanne Bergeron

06.203

2- Page 2 of Report No. PB-2016-0004 -

The subject property is located on the south side of Lake Drive North approximately 400 metres west of Sheppard Avenue, in Island Grove (refer to Attachments '1' and '2'). As illustrated on Attachment '3', the property consists of three (3) parcels, as follows:

• a whole lot on a registered plan of subdivision (Lot 66, Reg. Plan 124);

• part of a lot in a concession (Part of Lot 28, Concession 3 (NG)); and,

• a part lot on a registered plan of subdivision (Part Lot 1, Reg. Plan 186).

In accordance with the provisions of the Planning Act, the whole lot on the plan of subdivision (Lot 66, Plan 124) and the part of lot in the concession (Part of Lot 28, Concession 3 (NG)) are currently separately conveyable from one another. Existing structures on the property include a 1 % storey single family dwelling which is located on Lot 66 (refer to Attachments '4' and '5').

The property is designated 'Serviced Lakeshore Residential Area' on Schedule 'A', Land Use Plan to the Town of Georgina Official Plan and is zoned Residential (R) on Map 4 of Schedule 'A' to Zoning By-law 500; both of which permit single family dwellings and accessory uses, buildings and structures.

4. ANALYSIS:

An application for deeming by-law approval has been submitted by the owners to deem Lot 66, Reg. Plan 124 not to be a lot on a registered plan of subdivision for the purposes of Section 50(3) and in accordance with Section 50(4) of the Planning Act. The effect of the application would be that the three (3) parcels of land which make up the subject property would merge into a single landholding (refer to Attachment '3'), wherein all three (3) parcels will no longer be separately conveyable from one another without further approval pursuant to the requirements of the Planning Act.

The owners are proposing to demolish the existing single family dwelling in order to construct a replacement dwelling and detached garage (refer to Attachment '6'). The replacement dwelling is proposed to be constructed on Lot 66 and the detached garage is proposed to be constructed on Part of Lot 28- as noted above, these are separately conveyable parcels of land. Pursuant to Section 5.1 (a) of Zoning By-law No. 500, no accessory building, structure or use shall be erected or established on any lot until the main building to which it is to be accessory has been erected. Therefore, while a building permit is available for the replacement dwelling, a building permit is not currently available for the proposed detached garage given that the main building/use to which the garage is to be accessory to is currently located on another lot. Should the subject deeming application be approved by Council, the common lot line between Lot 66 and Part of Lot 28 will be dissolved, bringing the proposed works into compliance with the limitation


provisions for accessory uses, buildings or structures contained in Zoning By-law No. 500.

In order for the Deeming By-law to be deposited in the Land Registry Office and have its intended effect, Lot 66, Reg. Plan 124, Part Lot 1, Reg. Plan 186, and Part of Lot 28, Concession 3 (NG) are required to be held in common ownership. In this respect, the applicants have submitted a copy of a transfer deed indicating that all three (3) parcels are under the ownership of Scott Bissessar and Suzanne Bergeron as joint tenants. In this regard, the By-law can be registered on title to the property and the parcels will then become one in so far as they cannot be conveyed separately from one another without further Planning Act approval.

5. FINANCIAL AND BUDGETARY IMPACT:

There are no financial concerns or budgetary impacts on the Town as a result of this application.

6. PUBLIC CONSUL TAllON AND NOTICE REQUIREMENTS:

Pursuant to Section 50 of the Planning Act, as amended, there are no public notice requirements associated with an application for Deeming By-law approval.

7. CONCLUSION:

Given that the proposal conforms with the policies of the Official Plan and complies with the provisions of Zoning By-law No. 500, Staff have no concerns with respect to the subject deeming application and recommend approval of same.

Should Council approve the subject application, Staff have also prepared a by-law for Council's consideration and passing at today's meeting.

Prepared by:

Tolek A. Makarewicz, BURPI. Planner

Recommended by:

Harold W. Lenters, M.Sc.PI, MCIP, RPP. Director of Planning and Building

January 12, 2016

Velvet L. Ross, MCIP, RPP. Manager of Planning

Approved by:

!A)hvnnr Winanne Grant, B.A. AMCT, CEMC Chief Administrative Officer


Attachment 1 - Context Map Attachment 2 - Key Map Attachment 3 -Assessment Map Attachment 4 -Aerial Photograph Attachment 5- Photograph of Existing Dwelling Attachment 6 - Proposed Site Plan

5

Cook Bay

-+-+- Railway Corridor

c:J Secondary Plan Area

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Report No. PB-2016-0004 Attachment '2' Pages 1 of 1

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Part of Lot 28, Concession 3 (NG)

SUBJECT PROPERTY

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Report No. PB-2016-0004 Attachment '3' Pages 1 of 1

8

AERIAL PHOTOGRAPH

9

EXISTING DWELLING 931 Lake Drive North, Eastbourne

Report No. PB-2016-0004 Attachment '5'

Pages 1 of 1

10

No!H: 1 Set backs and elevation to be confirmed by 0 LS

prior to placing any concrete Lot grading certificate required upon completion All yard areas to be reinstated with 150mm t~l and sod or seed Existing elevations as noted, ie 221 84 Proposed swale elevations as noted, ie (221 95) Proposed elevations as noted, ie 1220.40 I Existing slopes shown, ie (2 2%) Maintain maximum slopes at 3 horizontal to 1 vertica I PrOYklle new twa~e; •• do'.Ji4M ...... DIS = Roof downspouts Ad site grading to be 1n accordance 'Mih OBC & Town of Georg~na standards.

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lot coverage (maximum) = 30% Front yard setback =a 0 m Interior side yard setback = 1 2m

, . 0-!.lm-•Kh McJooNf , ~ llliac'tY) Interior side yard setback =25m

(otherllde) ~ear yard setback =120m Building height (maximum) = 11 0 m Detached garage setback = 1 2 m

OET.i.CiEii"GAAAGE EUVii'ilONS n-airslde'FOo' nQ$"---~33

Top of Footings: 220 53 Top of Garage Slab: 221 90 Top of Fnd Wall: 221 95

(4'-S"ft frost walls)

Proposed t:hinage ... :':! swale K 0 20m deep IC

'\,;; 190m10f10@ 10%

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HOUSE-ELEVATlOI>IS U'nd'eri1de-Foot1ngs: lop of Footings: iop of Basement Slab: 1nterior Landing: "rop of Fnd /Basement Wall:

(6ft crawt space) Finished 1st Floor:

219"97 22017 22025 22200 22200

22235

NeighbotJf's Residence

Outline of cantilevered rirqptaco (l•. no foundation)

Proposed Residence (One and a HaH Storey)

F.F.E, = = .35

Interior Landing= 22'2...00 ----.. (s~t.Jevel dw 2 riser.> to main floor)

I NS0'08'25"W 50 29m

Ex;,.;ogcedathedge_/ , .... -----------,

Neighbour's Residence

<;l3R ~existing

: ~ ,......--(tobedemaiShed)

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Pmposed dta;oage swale x I 0.20m deep x 3 Bm long@ 1.3%

Overall Site Plan Scale = 1:1,000

Note:

~r ' ~~ I Existing cedar ht4gt _j

LSRCA 30Om Wetlanc Setback Boundary --

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<® Gunnell Engineering Ltd. 111 D Stellar Drive, Unit 106

Newmar1<et, ON L3Y 787 bus: 905-868-9400 fax: 90>853-5734

www.seplicdesign.ca

N50'08'25"W 30.48m

Proposed Detached Garage (3 66m x 5.49m)

Slab = 221.90

60.2m to rear profi01ty line

• N50'08'25"W 30 48m

Part oi2il Cane. 3 I

Bissessar Residence 931 Lake Drive North Town of Georgina

Site & Grading Plan

":J ~ ~ Scale: 1:200 Desi ned B : EG CC Ill 0 Date. 24-Jun-2015 Drawn B : TK

All sero;ices including sewer, water, hydro, cable, telephone, and gas

!should~ staked out prior to constru~on and appropriate pre-cautions taken to protect the existing services

" !l. · -- Cent•~;.,. of Road Project No.: Checked By: EG Ul"""'tl _... 3 OJ

01999 Drawing No :

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11


REPORT NO. RC-2016-0005


FEBRUARY 3, 2016

SUBJECT: The Link- Georgina Community Food Pantry Licence Agreement

1. RECOMMENDATION:

1. That Council receive Report No. RC-2016-0005 prepared by the Recreation and Culture Department dated February 3, 2016 regarding The Link- Georgina Community Food Pantry (GCFP) Licence Agreement.

2. That Council authorize Mayor and Clerk to enter into a licence agreement between the Town and the Georgina Community Food Pantry for a five year term of May 1, 2016 to April 30, 2020 as outlined in Attachment 1 subject to any minor revisions as may be required by the Town solicitor.

3. That Council approve the applicable by-law for a five year licence agreement with the Georgina Community Food Pantry.

2. PURPOSE:

The purpose of this report is to seek Council's approval to enter into the licence agreement between the Town and the Georgina Community Food Pantry.

3. BACKGROUND:

On August 121h, 2015, Council passed the following resolution :

RESOLUTION NO. C-2015-0595

1. That Report No. RC-2015-0018 prepared by the Recreation and Culture Department dated August 12, 2015 respecting The Draft Link Business Plan, be received and deferred to the September 9th Council meeting for consideration.

2. That Council receive the draft Link Business Plan.

12-Pa§e-2-of-Rej3ert-Ne:-RG-2Q4-6-QQQ5

3. That Council authorize staff continue to finalize license agreements between the Town and Hospice Georgina (HG), Georgina Community Food Pantry (GCFP), and Georgina Trades Training Inc. (GTTI) .

As the above resolution outlines, Council deferred The Link Business Plan to September 9th, 2015 for consideration . At the September 9th, 2015 meeting Council then passed the following resolution:

RESOLUTION NO. C-2015-0617

1. That Council receive Report No. RC-2015-0022, prepared by the Recreation and Culture Department dated September 9, 2015, respecting The Link Business Plan -Council Approval. September 9, 2015 M 15 2015-09-09.

2. That Council approve The Link Business Plan.

4. ANALYSIS:

In response to Council's resolution from August 12, 2015, staff have prepared the final licence agreement between the Town and the GCFP in accordance with The Link Business Plan approved by Council on September 9, 2015 and the Town's solicitor.

Highlights of the licence agreement include:

• That the GCFP will be responsible to pay a monthly fee which includes their proportionate share of property taxes, maintenance and insurance

• That there be a fixturing period (period for licensee space capital improvements) of 1 00 days prior to the licence commencement date

• That the GCFP will be responsible for the cost of all licensee space capital impTovements

• That the GCFP will be permitted ten (1 0) hours of cost-free use of a programming/meeting room at The Link each month during their licence period. Any additional space requirements by the GCFP over and above the ten hours per month will be subject to the fees as set out in The Link's fees schedule of the Town's fees by-law

• That the GCFP will be eligible to one 5-year renewal of their licence provided they are not in default.


Based on The Link Business Plan, the total anticipated licensee revenue the Town will receive from GCFP is provided below:

13

Page 3 of Report No. RC-2016-0005

(not including taxes) from GCFP Licensee Fees

r--2-=-0_16~~80-~.,..,.,7o_n--'-th_s....L.)_+i J_G __ Cf'l'_~~c1 f;r60 SCJ. ft.) $29,168 $30,445_ --

2018 14.39 2019 14.66 2020 14.93

$30,731 ----------,,.--,-

$31,456 $32 ,165

TOTAL: $153,965J

Additional revenue could be realized from the GCFP if they require rental space for events and other activities outside of their licenced area and over and above the ten cost-free hours awarded per month.

6. PUBLIC CONSULTATION AND NOTICE REQUIREMENTS:

Since the recommendations in this report are related to a routine licence agreement with a community organization, there has been no specific related public consultation . This report is available on the Town's website and upon request from the Town Clerk

7. CONCLUSION:

Council is asked to authorize the Mayor and Clerk to enter into a licence agreement between the Town and the Georgina Community Food Pantry for a five-year term of May 1, 2016 to April 30, 2020, as outlined in Attachment 1 and pass the applicable bylaw.

Prepared by:

Michele Vandentillaart The Link Program Coordinator

Recommended by:

Robin McDougall ,• .A. KINE, DPA Director of Recreation and Culture

Rec?Jit by PhtlfRose-Donahoe, B.A. Hans .. MMSt Manager of Cultural Services

Approved by

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

Attachment 1- Licence Agreement between the Town and the Georgina Community Food Pantry

THIS LICENCE AGREEMENT dated as of January 21, 2016

BETWEEN:

THE CORPORATION OF THE TOWN OF GEORGINA (the "Licensor")

OF THE FIRST PART

- AND -

GEORGINA COMMUNITY FOOD PANTRY (GCFP) (the "Licensee")

OF THE SECOND PART

WHEREAS the Licensor is the owner of the lands known municipally as 20849 Dalton Rd. in Sutton, Ontario (the “lands”), which containing a community connection centre known as The Link (“the Building”);

AND WHEREAS the Licensor has agreed to grant a licence to the Licensee to use and occupy certain space in the Building as described in Schedule "A" and as shown crosshatched on Schedule "B" attached hereto;

AND WHEREAS the Licensor may grant a licence for any portion of the Lands or the Building;

NOW THEREFORE, in consideration of the mutual covenants and agreements between the parties, the parties hereby agree as follows:

1. DEFINITIONS

In this Licence and in the Schedules attached to this Licence (unless otherwise defined therein):

(a) “Business Day” means each day of the week that is not a Saturday or Sunday and is not a statutory holiday in the province of Ontario.

(b) “Commencement Date” has the meaning ascribed thereto in Schedule “A”.

(c) “Common Areas” means the areas, facilities, utilities, improvements, equipment and installations in the Building or upon the Lands which are not licensed to licensees of the Building, and which serve or are for the benefit of the Building and are located within the Building or upon the Lands, or are designated from time to time as Common Areas by the Licensor. The Common Areas include, but are not limited to, access roads, driveways,

14

loading docks, sidewalks, landscaped or planted areas, hallways, vestibules, corridors, ground floor washrooms and the community lobby.

(d) “Common Program Space” means the shared community spaces in the Building designated from time to time by the Licensor for use on a non-exclusive basis by the Licensee and as outlined on Schedule “B”.

(e) “Damage” means damage (including but not limited to, smoke and water damage) that results from a peril against which the Licensor insures and receives sufficient insurance proceeds for the necessary repairs, rebuilding or restoration; and “Damaged” is the occurrence of Damage.

(f) “Deposit” means the sum set out in Schedule “A”.

(g) “Fee" means the sum set out in Schedule "A".

(h) “Fixturing Period” has the meaning ascribed thereto in Article 2(e) of this Licence.

(i) “Improvements” means the alterations, fixtures and improvements in or serving the Licensed Space made from time to time by or on behalf of the Licensee or any prior occupant of the Licenced Space with the exception only of furniture and equipment not in the nature of fixtures.

(j) “Lands” has the meaning ascribed thereto in Article 1.12 hereof.

(k) “Licensable Area” means the total of the areas in the Building licensed to occupants of the Building or set aside by the Licensor for such purpose, including the Licenced Space and including the area in the Building occupied exclusively by the Licensor, but not including the Common Areas, Common Program Space or Staff Space.

(l) "Licence Period" means the period as set out in Schedule "A".

(m) “Licence Year” means a period of twelve (12) consecutive full calendar months, the first Licence year beginning on the Commencement Date if such date is the first day of a calendar month; and if not, then the first Licence Year shall commence upon the first day of the calendar month following the month in which the Commencement Date occurs. Each succeeding Licence year shall commence upon the anniversary date of the first Licence Year.

(n) “Licenced Space” has the meaning ascribed thereto in Schedule “A”.

(o) “Licensor’s Work” has the meaning ascribed thereto in Schedule “E”.

(p) “Operating Costs” means the costs of the Licensor, without duplication or profit, for operating, maintaining, repairing and insuring the Building and the Lands, including, but not limited to, the costs of the following: (i) insurance on the Lands, Building, improvements, equipment and other property upon the Lands as required hereunder or otherwise; (ii) cleaning, snow removal, garbage and waste collection and disposal, and landscaping; (iii) lighting, electricity, water, gas, public utilities and all other utilities, facilities and systems used

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in or serving the Building and the Lands, including heating, air conditioning and ventilation costs; (iv) salaries of on-site personnel engaged solely in the operation, maintenance, repair and insurance of the Building and the Lands and other improvements thereon (and if not solely engaged in the operation, maintenance, repair and insurance of the Building and the Lands and other improvements thereon, then that portion of such personnel’s salary as is reasonably attributable to such function), including security services; (v) repairs (including major repairs) and replacements to and maintenance and operation of the Building and the Lands and other improvements thereon, such repairs, replacement and rebuilding expenditures to be amortized over their useful life if not fully expensed in the year in which they occur in accordance with generally accepted accounting principles; (vi) the total costs of operating, maintaining, and repairing the HVAC system serving the Building; (vii) depreciation or amortization of all capital expenditures, over the useful life of such item, including capital repairs and replacement of the maintenance, cleaning and operating equipment and all other fixtures, equipment and facilities that are part of the Building and Lands (including the HVAC system), unless they are charged fully in the Licence Year in which they are incurred, all in accordance with generally accepted accounting principles; (viii) Property Taxes payable by the Licensor with respect to the Building and the Lands; and (ix) the commercially reasonable management fee or administrative charges of the management company for the Building and Lands (if any, retained by the Licensor) not to exceed 15% of the Operating Costs, excluding Property Taxes. Operating Costs shall exclude or have deducted from them as the case may be: (i) net recoveries from other Licensees or occupants of the Building in respect of and to the extent (but only to the extent) of costs which have been charged as Operating Costs, other than recoveries from the Licensee pursuant to the Operating Costs charging provisions in this Licence and from other Licensees or occupants pursuant to similar charging provisions; (ii) net insurance proceeds received to the extent (but only to the extent) that such proceeds reimburse the Licensor for costs of repair and replacement which have been previously charged as Operating Costs; (iii) net recoveries in respect of warranties or guarantees relating to the construction of the Building to the extent (but only to the extent) that the repair costs in respect of the work covered by such warranties or guarantees have been previously charged as Operating Costs; (iv) net recoveries from the parking facilities forming part of the Common Areas in respect of and to the extent (but only to the extent) of costs which have been previously charged as Operating Costs; and (v) the costs incurred by the Licensor in respect of any vacancies in the Building during the Licence Period or any renewal thereof.

(q) “Parking Facilities” means those parking spaces on the Lands designated by the Licensor for the exclusive use by the clients of the Licensee, the Licensor, other occupants of the Building and those persons or organizations permitted by the Licensor to use the Common Areas from time to time.

(r) “Possession Date” means the day that is 100 days prior to the Commencement Date.

(s) “Proportionate Share” means the fraction which has as its numerator the gross square footage of the Licenced Space and as its denominator the gross square footage of the Licensable Area of the Building. For clarity, there shall be no gross-up for any vacant space of Licensable Area in the Building.

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(t) “Property Taxes” means all taxes, levies, charges, school and local improvement rates and assessments whatsoever (including municipal and other property taxes) assessed or charged against the Lands or any part thereof or against the Licensor on account of its ownership of the Lands or relating to its use and occupancy of the Lands, by any lawful taxing authority including any amounts assessed or charged in substitution for or in lieu of any such taxes, but excluding taxes personal to the Licensor such as capital gains, corporate, income, capital, profit or excess profit taxes except to the extent such taxes are levied in lieu of any of Property Taxes.

(u) “Rules and Regulations” has the meaning ascribed thereto in Section 2(s) of this Licence.

(v) “Staff Space” means the staff space designated from time to time by the Licensor in the Building for use on a non-exclusive basis by the staff and agents of the Licensee and of the Licensor, as outlined in Schedule “B”.

(w) “"Use" means the use of the Licenced Space by the Licensee as set out in Schedule “A”.

2. LICENCE

Licensor hereby licences the Licenced Space to Licensee for the Licence Period on the following terms and conditions:

(a) Net Licence – This Licence is a completely carefree net licence to the Licensor, except as expressly set out herein.

(b) Fee – Licensee shall pay the Fee to the Licensor in advance and on the first day of each month during the Licence Period, plus any applicable goods and services, sales, value added or harmonized taxes, without deduction, abatement, or set-off whatsoever. The Fee for any part of a month shall be pro-rated on a daily basis based on the number of days in the month plus any applicable taxes.

(c) Deposit – Licensee shall pay the Deposit to the Licensor by certified cheque or bank draft upon the execution of this Licence by the Licensee. The Deposit will be held by the Licensor, without interest, during the Licence Period and any renewals thereof, and upon surrender of the Licenced Space by the Licensee at the expiry of the Licence Period or upon earlier termination of this Licence the Licensor shall use the Deposit to return the Licenced Space to the condition in which it was first licenced to the Licensee. Any balance remaining after such application by the Licensor shall be returned to the Licensee within fifteen (15) days of the expiry or earlier termination of the Licence Period.

(d) Fixturing Period – from the Possession Date to the Commencement Date (the "Fixturing Period"), the Licensee shall be permitted access to the Licenced Space for the purpose of installing its fixtures and otherwise preparing the Licenced Space for the intended Use. During the Fixturing Period, the Licensee shall be required to pay its Proportionate Share of Operating Costs but shall not be required to pay any other portion of the Fee.

(e) Use – The Licenced Space shall be used only for the Use set out in this Licence.

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(f) Condition of Licenced Space – Licensee agrees to accept the Licenced Space on an "as is" basis upon completion of the Licensor’s Work. All routine maintenance and cleaning of the Licenced Space shall be the responsibility of Licensor, and the cost of such maintenance and cleaning shall be included in Operating Costs. Licensee shall keep the Licenced Space and maintain it in a clean and tidy manner and in good order and condition and shall make all needed routine repairs to the Licenced Space, including without limitation, all fixtures and improvements installed in it by the Licensee. Licensee shall be fully responsible for complying with all applicable building codes and Building Rules and Regulations set out in this Licence, as such Building Rules and Regulations may pertain to the Licensee's use of Licenced Space and any work or alterations to the Licenced Space conducted by the Licensee, provided that the Licensee shall not be responsible to rectify or remedy any non-compliance of the Licenced Space with applicable building codes and/or Building Rules and Regulations, which non-compliance pre-dates the Licensee’s use of the Licenced Space.

(g) Repairs and Alterations – Licensee shall not make any repairs, alterations, replacements or improvements to any part of the Licenced Space without first obtaining Licensor's prior written approval, which approval may be withheld in the sole discretion of the Licensor. Any repairs, alterations, replacements or improvements made by Licensee without Licensor's prior written approval shall, if required by Licensor, be promptly removed by Licensee at its sole cost and expense and the Licenced Space shall be restored to its previous condition. The Licensor has the option, in its sole discretion, to undertake and complete, on behalf of the Licensee and at the sole cost of the Licensee, any repairs, replacements, alterations or improvements requested by the Licensee.

(h) Insurance and Risk – Licensee acknowledges that the Licensor assumes no risk in connection with any property of the Licensee situated from time to time in the Licenced Space or in connection with the Licensee's use and occupancy of the Licenced Space and use of the Common Areas, and accordingly:

(i) The Licensee will obtain and maintain at all times during the Licence Period comprehensive public liability and property damage insurance coverage on an occurrence basis with respect to the Licenced Space and the Licensee’s use of the Building and Lands. This insurance shall have inclusive limits of not less than $2,000,000 for each occurrence or such higher limits as the Licensor requires from time to time, and shall: (i) contain a waiver of any subrogation rights which the Licensee’s insurers have against the Licensor and against those for whom the Licensor is in law responsible; (ii) contain a severability of interests and a cross liability clause; (iii) name the Licensor as an additional insured; (iv) contain an undertaking by the insurers to notify the Licensor in writing not less than thirty (30) days prior to the effect of any material change, cancellation or termination of the insurance coverage; and (v) contain personal injury, products liability and contract liability coverage. The Licensee will provide the Licensor, upon demand, with proof of such insurance coverage in form satisfactory to the Licensor.

(ii) All property kept in the Licenced Space shall be kept at the risk of the Licensee. The Licensee releases the Licensor from every claim it has or might have in connection with anything that has occurred or might occur on or

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in connection with the Licenced Space except claims arising from the gross negligence or wilful misconduct of the Licensor or those for whom the Licensor is responsible at law. The Licensee hereby indemnifies the Licensor and shall save the Licensor harmless from any and all loss (including loss of the Fee and other amounts payable by Licensee under this Licence), claims, actions, damages, liability and expense in connection with loss of life, personal injury, damage to property or any other loss or injury, whatsoever arising out of this Licence, or any occurrence, in or upon or at the Licenced Space, or the occupancy or use by Licensee of the Licenced Space and Common Areas, provided that the Licensee shall not be required to indemnify the Licensor for any loss, claims, actions, damages, liability and expense that are the direct result of the gross negligence or wilful acts of the Licensor or those for whom the Licensor is responsible at law. If the Licensor shall, without fault on its part thereof, be made a party to any litigation commenced by or against Licensee, Licensee shall protect, indemnify and hold the Licensor harmless and shall pay all costs and expenses, and legal fees incurred or paid by Licensor in connection with such litigation.

(iii) The Licensee agrees that the Licensor shall not be liable for and the Licensee hereby releases the Licensor from (i) any death or injury arising from any occurrence in, upon, at, or relating to the Licenced Space, the Building or the Lands, provided same is not the direct result of the gross negligence or wilful acts of the Licensor or those for whom the Licensor is responsible at law; (ii) any loss of or damage to, or loss of use of, property of the Licensee or others which is located in the Licenced Space or on any other part of the Building or Lands, provided same is not the direct result of the gross negligence or wilful acts of the Licensor; and (iii) any act or omission (including theft, malfeasance or negligence) on the part of any agent, contractor or person from time to time engaged by the Licensor to perform janitorial services, security services, supervision or any other work of any kind whatsoever in, on or about the Licenced Space or the Building, except to the extent that such agent, contractor or person is liable to the Licensor for such act or omission and in that case only to the extent of the indemnification received or recovered from the agent, contractor or person. Further, without limiting the generality of the foregoing, the Licensor shall not be liable for damage caused by other Licensees, tenants, occupants or persons in the Building or on the Lands or by occupants of property adjacent to the Lands, or the public, or caused by construction or by any other private, public, or quasi-public work.

(iv) "Licensor" in this paragraph means the Licensor as well as Licensor's officers, directors, employees and agents and any mortgagees or property manager of the Licensor.

(i) Parking - The Licensee shall be entitled to use parking space(s) within the Parking Facilities based on availability.The clients of the Licensee shall have the right to use the Parking Facilities in common with the clients of the other occupants of the Building and with the clients of the persons or organizations permitted by the Licensor to use the Building and Common Areas. The Licensor may, acting reasonably, implement a fee for any excessive

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use of the Parking Facilities by the clients of the Licensee. Any such fee implemented by the Licensor shall be in addition to the Fee. The Licensee, its staff, agents and its clients shall not use the parking spaces designated by the Licensor for the exclusive use of the Licensor and other occupants of the Building.

(j) Common Areas – In addition to the Licenced Space, the Licensor grants the Licensee the right to use the Common Areas (e.g. meeting & event space, universal and public washrooms, public square, outdoor spaces, etc.) in common with the other occupants of the Building, subject to the conditions imposed by the Licensor from time to time as outlined in the Rules and Regulations contained in Schedule “D” hereto. The Licensee acknowledges that the Licensor, in its sole discretion, may permit non-occupants of the Building to use the Common Areas.

(k) Common Program Space – The Common Program Space may be used by the Licensee on a non-exclusive basis in common with others, by booking the Common Program Space through the Licensor, subject to availability and only during the hours as determined by the Licensor. The Common Program Space is to be shared by the Licensor, Licensee, other Licensees of the Building and other community agencies and local residents as determined by the Licensor. Accordingly, from time to time, the Common Program Space might not be available for use by the Licensee. The Licensor reserves the right, acting reasonably, to limit usage of the Common Program Space depending on internal or external requests for usage of the Common Program Space. The Licensor may, acting reasonably, implement a fee for use of Common Program Space by the Licensee over and above 10 hours per month bu the Licensee at no cost beyond the Fee or for exclusive use of the Common Program Space during specific hours by the Licensee. Any such fee implemented by the Licensor shall be in addition to the Fee.

(l) Staff Space – The Staff Space shall be used only by the staff and agents of the Licensee assigned to work in the Licenced Space on a non-exclusive basis in common with the staff and agents of the other Licensees and the other persons or organizations permitted by the Licensor to use the Staff Space of the Building, subject to availability and only during the hours specified by the Licensor, acting reasonably.

(m) Payment of Taxes:

(i) Licensee shall pay its own personal taxes (including business taxes, if any) and any taxes on its own property or income.

(ii) Notwithstanding the fact that Property Taxes are included in Operating Costs, the Licensor acknowledges that the Licensee may be entitled to apply to the taxing authority to grant back the Property Taxes due on the Licensee’s interest in the Licenced Space, in full or part. As and when required, and at the Licensee’s sole cost and expense, the Licensor shall assist the Licensee in its application for such grant, subject always to the Licensor’s administrative capacity for such assistance. Upon receiving any rebate, refund or credit in connection therewith, the Licensor shall pay the Licensee an amount equal to such rebate, refund or credit.

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(n) Transfers - Licensee shall not permit any Transfer without the prior written consent of Licensor, which consent shall not be unreasonably withheld or delayed. The Licensee further agrees that it shall be reasonable for the Licensor to deny its consent to any Transfer if: (i) in the Licensor’s opinion, the financial background, business history and capabilities of the proposed transferee are not satisfactory; (ii) in the Licensor’s opinion, such Transfer is of a nature which may negatively impact or conflict with the operating principles of the The Link or of any organization that provides funding for the operation of the Lands and Building; (iii) the Licensor has withheld its consent to such Transfer; or (iv) it is for only part of the Licenced Space (except if to another Licensee already occupying the Building).

(o) Relocation – Prior to the Possession Date, the Licensor may, at no cost, request of the Licensee that the Licenced Space be re-located to a comparable space in the Building, and all such decisions for relocation shall be negotiated in a timely manner between the Licensor and Licensee, both acting reasonably. After the Possession Date, the Licensor or Licensee may make a re-location request of the other. Upon receipt of such a re-location request, the non-requesting party is obliged to either consent to or reject the re-location request within twenty-one (21) days of the request being made. Should the request be granted, the requesting party shall pay for all costs and expenses to affect the re-location in a timely and efficient manner. Should a re-location of the Licenced Space occur either before or after the Possession Date, Schedule “A” hereto will be amended accordingly.

(p) Damage and Destruction – The Licensor and Licensee agree that the following terms shall apply upon damage or destruction to the Licenced Space or to the Building:

(i) If the Licenced Space is Damaged and is rendered not tenantable, in whole or in part, but is capable of being rebuilt or repaired within one hundred and twenty (120) days of the date on which the Licenced Space was Damaged, as determined by an architect or other consultant retained by the Licensor, then the Licensor shall proceed to rebuild or repair the Licenced Space. The Fee shall abate from the date the damage occurred to the date the Licenced Space is deemed by the Licensor’s architect or other consultant to be fit for re-occupation, provided that if only a portion of the Licenced Space is rendered not tenantable the Fee shall not abate for the portion that remains capable of occupation by the Licensee;

(ii) If the Licenced Space is Damaged to the extent that it is incapable of being rebuilt or repaired within one hundred and twenty (120) days of the date on which the Licenced Space was Damaged, as determined by an architect or other consultant retained by the Licensor, then either party may, by written notice to the other party, within thirty (30) days of the date the Licenced Space was Damaged, terminate this Licence, effective thirty (30) days after the giving of notice. If no such notice is given, the Licensor shall proceed to repair and rebuild the Licenced Space with reasonable promptness. The Fee shall abate from the date the damage occurred to the date the Licenced Space is deemed by the Licensor’s architect or other consultant to be fit for re-occupation; and

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(iii) If the Building is Damaged and twenty-five percent (25%) or more of the Building is rendered wholly unfit for occupancy or impossible or unsafe for use and occupancy as determined by an architect retained by the Licensor, the Licensor may, at its option, terminate this Licence by giving the Licensee notice in writing of such termination, within thirty (30) days of the date the Building was Damaged, to be effective thirty (30) days after the giving of notice. If no such notice is given, the Licensor shall proceed to repair and rebuild the damaged aspects of the Building with reasonable promptness. The Fee shall abate from the date the damage occurred to the date the Licenced Space is deemed by the Licensor’s architect or other consultant to be fit for re-occupation.

(q) Rules and Regulations - Licensor, from time to time, may make rules and regulations with respect to the Licenced Space and the Common Areas (the “Rules and Regulations”) and Licensee shall comply with and observe them if it receives notice of them. The Rules and Regulations shall not conflict with the terms of this Licence. The current Rules and Regulations for the Licenced Space and the Common Areas are attached as Schedule “D” hereto.

(r) Inspection - The Licensor and its agents may at all reasonable times on 24 hours’ prior notice (except in the case of an emergency, in which case no notice shall be required) during the Licence Period and any renewal thereof enter the Licenced Space to inspect the condition of the Licenced Space.

(s) Dispute Resolution – The Licensor and Licensee agree that when an issue arises between them as to the terms of this Licence or the occupation and use of the Licenced Premises and the Common Areas, they will make every reasonable effort to try to resolve the concern and seek a mutually-satisfactory resolution in an amicable and co-operative fashion, and such reasonable efforts shall include, but are not limited to, the following actions by the Licensor and Licensee:

(i) exchange of statements of the perception of the issue or problem;

(ii) exchange of statements of how the issue or problem affects the Building in general and the party in particular; and

(iii) delivery of a clear request for an adjustment in the situation which attempts to satisfy all parties involved.

In the event that the Licensor and Licensee are unable to resolve the issue amongst themselves, the Licensor and Licensee agree that prior to taking any further action they shall seek a mutually-acceptable arbitrator to determine an appropriate resolution to the dispute.

(t) Notices - All notices required to be given under this Licence shall be given in writing as follows:

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to the Licensor: Town of Georgina 26557 Civic Centre Road Keswick, ON L4P 3G1

Attention: Manager of Cultural Services

and to the Licensee: At the premises

A notice is conclusively deemed to have been given or made on the day upon which it is personally delivered or if sent by fax on the next day following confirmed fax transmission. If the notice is sent by mail, then the notice shall be deemed to have been received on the third Business Day following deposit of the notice with the post office. The parties to this Licence confirm that any notice given by electronic means (such as, by way of example, e-mail) will be considered to have been given in writing if a reply confirming receipt of the notice is received by the party giving notice.

3. NATURE OF LICENCE

Licensee acknowledges that its rights under this Licence are a mere licence and that it has no leasehold or other property interest in respect of the Licenced Space, the Building or the Common Areas. Licensee will not register any notice or other document pertaining to this Licence on title to the Lands.

If the Licensee remains in possession of the Licenced Premises after the end of the Licence Period and all renewal and extension periods thereof, to the extent exercised, without having signed a new Licence Agreement, there is no tacit renewal of this Licence or the Licence Period, and the Licensee will be deemed to be occupying the Licenced Premises on a month-to-month basis at a monthly fee equal to twice the monthly fee payable during the last month of the Licence Period and otherwise, upon the same terms, covenants and conditions as set forth in this Licence.

4. RENEWAL OPTIONS

The Licensor covenants with the Licensee that if the Licensee duly and regularly pays the Fee, as outlined in Schedule A, is actively operating from the Licenced Space and performs all of the covenants and agreements on the part of the Licensee to be paid and performed under this Licence, and provided the Licensee is not then in material default under the terms of this Licence, the Licensor, upon the Licensee’s written request delivered to the Licensor in accordance with this Licence and at least six (6) months prior to the expiration of the Licence Period, shall grant the Licensee an extension of the Licence Period for the Licenced Space in an “as is” condition and upon the same terms and conditions under this Licence (the “Renewal Option”) for an additional period or periods as outlined in Schedule “A” hereto, except that there shall be no further right to renew after the Renewal Option has been exercised.

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5. RIGHTS OF LICENSOR

If and whenever:

(a) the Licensee fails to pay the Fee or other amounts due under this Licence on the day or dates appointed for payment and such default continues for a period of five (5) Business Days following the giving of written notice of default; or

(b) the Licensee fails to perform or observe any of the terms, obligations or conditions of this Licence to be observed or performed by it, or is otherwise deemed to be in default hereunder, which non-monetary breach or non-performance is not cured within fifteen (15) Business Days of notice thereof from the Licensor, or if such breach cannot be remedied within fifteen (15) Business Days the Licensee fails to commence to remedy the breach after notice thereof from the Licensor and thereafter fails to proceed diligently to remedy the breach,

then the Licensor shall have all of the remedies (which are cumulative and not alternative) available to Licensor under the Licence for any breach or non-compliance of the Licence agreement, including, but not limited to, the right to terminate this Licence.

The Licensor acknowledges that the Licensee intends to use the Licenced Space to store confidential client records and files. Notwithstanding the foregoing, in the event of a default as described in (a) and (b) above, and in the course of exercising any rights under this Licence, the Licensor shall not distrain such records and files, and shall take reasonable measures to ensure that the confidentiality of such records and files are protected in accordance with applicable law. 6. RIGHTS ON TERMINATION

On expiration or termination of this Licence, the Licensee shall deliver to the Licensor all keys, combinations, or other security facilities pertaining to the Licenced Space and shall ensure that the Licenced Space is left in a clean and orderly condition and in accordance with the other requirements set out in this Licence.

On or before the expiration or termination of this Licence, Licensee shall, at its sole cost and expense remove all Improvements, and restore the Licenced Space to its previous condition to the whole satisfaction of Licensor. All personal property of the Licensee remaining in the Licenced Space upon the expiration or termination of this Licence shall at the option of Licensor become its property, and may be appropriated, sold, removed, destroyed or otherwise disposed of by Licensor without notice or obligation to compensate Licensee or to account to Licensee, and Licensee shall pay to Licensor on demand all costs incurred by Licensor in connection therewith, plus an administration fee of fifteen percent (15%) of the costs.

7. FURTHER ASSURANCES

Licensee shall, at its expense, promptly execute such further documentation to give effect to this Licence as Licensor reasonably requires from time to time.

8. GENERAL

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(a) Time shall be of the essence of this Licence.

(b) The parties agree that this Licence shall be governed by the laws of the Province of Ontario and the laws of Canada applicable therein.

(c) This Licence constitutes the entire Licence between the parties with respect to the subject matter hereof. Licensee acknowledges and agrees that it has not relied upon any statement, representation, licence or warranty except as set out in this Licence.

(d) No alteration or amendment to this Licence will be binding upon the Licensor or the Licensee unless signed in writing by the Licensor and the Licensee.

(e) This Licence shall inure to the benefit of and be binding upon the parties hereto and their respective heirs, executors, trustees, administrators, successors and assigns, as the case may be. The obligations of the Licensee in this Licence are joint and severalable.

(f) This Licence may be executed in counterparts by each party, and the executed counterparts shall together form one agreement. Furthermore, delivery of this Licence by either of the parties by facsimile or electronic transmission shall constitute valid and effective delivery, but the party that delivers in this manner shall be required to deliver to the other party an originally executed copy of this Licence within a reasonable time thereafter.

[Remainder of page intentionally left blank]

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IN WITNESS WHEREOF the parties have signed this Licence as of the date first noted above. .

LICENSOR: THE CORPORATION OF THE TOWN OF

GEORGINA Per: Per: I/We have authority to bind the Licensor LICENSEE: GEORGINA COMMUNITY FOOD PANTRY Per: Per: I/We have the authority to bind the Licensee

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SCHEDULE "A"

Commencement Date:

Fee:

This licence agreement shall commence on the 1st day of May, 2016.

The sum of $ 3,528.70 + HST per month over a twelve (12) month period (includes the Licensee’s Proportionate Share of the Operating Costs, excluding photocopier usage, due on the 1st day of each month. Utility, Property Tax and Insurance costs are to be estimated by the Licensor at the beginning of each Licence Year. Any adjustment to the Licensee’s Proportionate Share of these costs shall be made forthwith following the determination by the Licensor of the actual costs of the Building and Lands for the Licence Year. All other itemized operating costs shall be applied as outlined in Schedule E.

Deposit: The sum of $3,528.70 + HST, being the Fee for one (1) month of the first (1st) year of the Licence Period and applied in accordance with Article 2(d) of this Licence.

Parking: The Licensee shall be entitled to use parking space(s) within the Parking Facilities based on availability.

Licensed Space: Approximately 3,360 square feet as shown in the floor plan attached as Schedule “B” hereto and identified in green as “Occupied”

Use of Licenced Space:

(Licensee) will offer and will develop courses, workshops, and classes that focus on nutrition and wellbeing, growing and gleaning basics, and collaborate with other licensees to develop other unique food related programming. Priority will be given to Georgina residents, with a focus on youth.

It is understood and accepted by the licensee that a recurring weekly use of the Commercial Kitchen by the licensee (GCFP) will occur on Thursdays from 12:00 p.m. to 4:30 p.m. unless otherwise agreed upon by the licensee and Georgina Trades Training Institute and adequate notice for approval is provided to the licensor.

It is understood and accepted by the licensee that use of the Commercial Kitchen by the licensee in addition to the above must be coordinated, with adequate notice of a minimum of four weeks, through the licensor, and that first right of refusal is in place for Georgina Trades Training Inc. for same said use.

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Use of Photocopier: A photocopier access code will be assigned to the licensee for use of the photocopier at the following rates for 2016:

$0.0060 per black & white copy or printed sheet $0.058 per colour copy or printed sheet A photocopier usage report and invoice will be supplied to the licensee on a quarterly basis commencing in January of each year.

Licence Period: The period of 5 years commencing on the date the Building and Common Areas are substantially complete and fit for use by the Licensee and its clients, as declared by the Licensor upon thirty (30) days prior notice to the Licensee (the “Commencement Date”).

Renewal Options Provided that it is not in default hereunder, the Licensee shall have the right to renew the Licence Period for one (1) additional licence period of five (5) years.

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SCH

EDU

LE "B"

Diagram

of Licensed Space and Ground Floor of B

uilding

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Occuplod 3360sf

S~ceF 735sf

Multi-Purpose

Area 2160sf

. r--~

~ ~Sp~e

SCHEDULE “C”

Rules and Regulations

1. Licensees are expected to do their best to ensure the shared security of the Building.

2. Licensees are expected to be committed to providing all members of the public and their employees an environment of inclusive design and integration through ongoing policy development in their services, products and facilities. All Licensees are expected to adhere to the Accessibility for Ontarians with Disabilities Act.

3. Licensees, together with the Licensor, will leave Common Areas and Program areas they use, as clean as or cleaner than they found them. It is expected that all Licensees cooperate and contribute to keep Common Areas clean and orderly.

4. The sidewalk, entry passages, fire escapes, corridors, hallways, elevator and stairways, if any, shall not be obstructed by any of the Licensees, or used by them for any purpose other than ingress to and egress from their respective Licenced Space. Tenants will not place or allow to be placed in the building, corridors or public stairways, if any, waste paper, dust, garbage, refuse or anything whatever that would tend to make them unclean or untidy.

5. The windows that reflect or admit light into passages and common areas of the building,

if any, shall not be covered or obstructed by any of the tenants and awnings shall not be put up without the written consent of the Licensor. No printed material or other items may be posted or affixed to any windows in the licensed space.

6. The Licensor shall have the right to enter the Licenced Space at reasonable notice to examine the space or to make such repairs and alterations as it shall deem necessary for the safety and preservation of the Building. In the case of an emergency, the Licensor shall have the right to enter the Licenced Space without notice.

7. If the Licensee desires telephone or private signal connections, the Licensor reserves the right to direct the electrician or other workers as to where and how the wires are to be introduced and without such directions no boring or cutting for wires shall take place. No other wires of any kind shall be introduced without the consent of the Licensor.

8. No Licensee shall be permitted to cook or to operate a cooking apparatus except in a portion of the Building rented for those purposes save and except for a microwave oven that may be used to heat food in the common staff area.

9. No Licensee shall do or permit anything to be done in the Licenced Space, or bring or keep anything therein which will in any way increase the risk of fire or obstruct or interfere with the rights of other tenants or violate or act at variance with the laws relating to fires or with the regulations of the Fire Department or Board of Health.

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10. Licensees and their staff shall not interfere with other Licensees or those having business with them.

11. Nothing shall be thrown by the Licensees or their staff out of windows or doors or down the passages of the building.

12. No animals shall be kept in or about the Licenced premises with the exception of people with disabilities using their service animals to access and/or work in the premises and those animals required for pet therapy programing, if any. Tenants shall not operate or permit to be operated a musical or sound producing instrument or device inside or outside the building which may be heard outside the building, unless previously approved by the Licensor.

13. No one shall use the Licenced Space for sleeping apartments or residential purposes or for the storage of personal effects or articles other than those required for business purposes.

14. All Licensees must observe strict care not to allow their windows or doors to remain open so as to admit rain or snow or so as to interfere with the heating of the building. Any injury or damage caused to the building or its appointments, furnishing, heating and other appliances or to any other Licensee by reason of windows or doors being left open so as to admit rain or snow or by interferences with or neglect of the heating appliances or by reason of the Licensee or other person, subject to it, shall be made good by the Licensee in whose premises the neglect, interference or misconduct occurred.

15. It shall be the duty of the respective Licensees to assist and cooperate with the Licensor in preventing injury to the premises demised to them respectively.

16. No flammable oils or other flammable, dangerous or explosive materials shall be kept or permitted to be kept in the Licenced Space. Nothing shall be placed on the outside window sills or projections.

17. No bicycles or other vehicles shall be brought within the building except in the parking lot.

18. Licensees shall not place any additional lock upon any door of the Building without the written consent of the Licensor.

19. Licensees shall give the Licensor prompt notice of any accident to or any defect in the plumbing, HVAC, mechanical or electrical apparatus or any other part of the Building.

20. The parking of cars in the parking lot shall be subject to the reasonable regulations of the Licensor. The Licensor has the right to designate and charge Licensees for a specified number of parking spaces at a figure determined in accordance with the Licensee’s Proportionate Share of space in the Building.

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21. Licensees shall not mark, paint, drill into or in any way deface the walls, ceiling, partitions, floors or other parts of the Licenced Space and Building except with the prior written consent of the Licensor and as it may direct.

22. The Licensor shall have the right to develop a policy guiding the use, booking and charges for use of the various programing space, meeting space, commercial kitchen, counselling space, hoteling space, staff space, event space. Room bookings will be administered by the Licensor in accordance with terms outlined in the Space Use Policy.

23. The Licensor shall have the right to make such other and further reasonable rules and regulations as in its judgment may from time to time be needful for the safety, care, cleanliness and appearance of the Building and for the preservation of good order therein, and the same shall be kept and observed by the Licensee and their staff. The Licensor shall provide the Licensee with reasonable notice of such changes and amendments.

24. Licensees agree to the foregoing Rules and Regulations, which are hereby made a part of this Licence Agreement, and agrees that for such persistent infraction of them or any of them, as may in the opinion of the Licensor, be calculated to annoy or disturb the quiet enjoyment of any other tenants, or anyone under it, the Licensor may declare forfeiture and cancellation of the accompanying Licence Agreement and may demand possession of the Licenced Space upon fifteen (15) days’ notice.

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SCHEDULE “D”

Licensor’s Work and Licensee’s Work

Licensor’s Work

(a) Without limiting the generality of the foregoing, the Licensor shall include in the Licensor’s Work all the following which are being included in the construction contract for the Building or planned for installation by the Licensor prior to the Commencement Date:

(i) millwork, reception desks and other built-in furnishings;

(ii) telephone and data cabling, with receptacles in such locations and quantities as are set out in the construction contract;

(iii) security systems;

(iv) life safety systems

(v) interior and exterior signage; and

(vi) all furnishings in the Common Areas, Common Program Space, Event Space and Staff Room Space.

(b) All the equipment, fixtures and furnishings set out above shall be and remain the property of the Licensor, and shall remain in the Building upon expiry or earlier termination of the Licence.

Licensee’s Work

The Licensee shall be solely responsible for the following in the Licenced Space:

(a) furnishings and equipment.

(b) window coverings approved by the Licensor.

(c) installation of computers and data management systems.

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A B C D E F G H I J M N O

DESCRIPTION TOG 2015

BUDGET

AMOUNT (4

mos)

LINK

BUDGET

AMOUNT

Jan. - Dec.

2016

Per Sq.

Ft.

Hospice

Georgina

(Licensee A)

Hospice

Georgina-

Current

Costs

Georgina

Food Pantry

(Licensee B)

Georgina

Food Pantry-

Current

Costs

Georgina

Trades &

Training Inc.

(Licensee C)

Total Licensee

Share

Other

Rental

Income

Total Rental

Income

TOG Cost

Year 1

subsidy

(82.0%)

Phase 1: Bldg. Costs - Total sq.ft.: 19285 1105 sq. ft. (1200 sq. ft.) 3360 sq. ft. (3500 sq. ft.) 715 sq. ft. 5180 sq. ft. 14105 sq. ft.

Rent (Tenant's Current) $ 16,000.00 $ 21,151.00

PROPERTY TAXES (2m value-prior to future reassessment) $ 15,000.00 $ 44,760.00 $2.321 $ 2,564.68 $ 7,798.48 $ 11,004.00 $ 1,659.50 $ 12,022.65 $ 32,737.35

REPAIRS & MAINTENANCE incls: building upkeep, alterations, renovations, snow removal, salting, landscaping

$ 6,700.00 $ 20,000.00 $1.037 $ 1,145.97 $ 800.00 $ 3,484.57 $ 741.51 $ 5,372.05 $ 14,627.95 INTERNAL MAINTENANCE incls. Town staff from operations to change light fixtures, etc.

$ 5,000.00 $0.259 $ 286.49 $ 871.14 $ 678.00 $ 185.38 $ 1,343.01 $ 3,656.99

INSURANCE PREMIUMS (includes 8% PST) $ 12,500.00 $ 12,500.00 $0.648 $ 716.23 $ 2,177.86 $ 1,800.00 $ 463.44 $ 3,357.53 $ 9,142.47 TMI Total $ 12,500.00 $ 82,260.00 $4.265 $ 4,713.37 $ 16,800.00 $ 14,332.05 $ 34,633.00 $ 3,049.83 $ 22,095.25 $ 60,164.75 UTILITIES : hydro+gas+water -full year $ 69,000.00 $ 76,200.00 $3.951 $ 4,366.14 $ 3,800.00 $ 13,276.23 $ 3,862.00 $ 2,825.15 $ 20,467.51 $ 55,732.49

CLEANING SERVICES $ 7,700.00 $ 17,000.00 $0.882 $ 974.07 $ 480.00 $ 2,961.89 $ 630.28 $ 4,566.24 $ 12,433.76

CLEANING SUPPLIES $ 6,000.00 $0.311 $ 343.79 $ 1,045.37 $ 222.45 $ 1,611.62 $ 4,388.38 CONTRACTED SERVICES incls: security, HVAC maintenance, fire suppression equipment, kitchen hood, grease trap, paper savers, etc.

$ 5,000.00 $ 15,000.00 $0.778 $ 859.48 $ 2,613.43 $ 556.13 $ 4,029.04 $ 10,970.96

BANK CHARGES $ 500.00 $ 2,500.00 $ 2,500.00 TELEPHONE (TOG only) $ 4,500.00 $ 4,500.00 $ 4,500.00 GENERAL STATIONARY & OFFICE SUPPLIES $ 1,500.00 $ 1,500.00 $ - $ - $ - $ - $ 1,500.00 RESERVE FUND * current reserve is $51,000 $ 5,000.00 $0.259 $ 286.49 $ 871.14 $ 185.38 $ 1,343.01 $ 3,656.99 INTERNAL BORROWING $ 126,890.00 $0.000 $ - $ - $ - $ - $ 126,890.00

SUBTOTAL BUILDING COSTS $ 125,880.00 $ 336,850.00 $ 10.45 $ 11,543.34 $ 21,080.00 $ 35,100.11 $ 38,495.00 $ 7,469.22 $ 54,112.67 $ 100,480.00 $ 154,592.67 $ 282,737.33

INTERNET ACCESS - equal share $ 2,500.00 $ 2,500.00 $0.130 $ 240.00 $ 540.00 $ 240.00 $ 960.00 $ 240.00 $ 720.00 $ 1,780.00 BOOKING SOFTWARE $ 3,000.00 $ 2,500.00 $0.130 $ 300.00 $ 300.00 $ 300.00 $ 900.00 $ 1,600.00 EQUIPMENT LEASE/MAINT. - PHOTOCOPIER - equal share $ 5,320.00 $0.276 $ 450.00 $ 450.00 $ 450.00 $ 1,350.00 $ 3,970.00 FUNDRAISING & SPECIAL EVENTS COSTS - equal share $ 3,500.00 $0.181 $ 875.00 $ 875.00 $ 875.00 $ 2,625.00 $ 875.00 MEMBERSHIP AND DUES (NCN) $ 2,000.00 $0.104 $ 2,000.00 ADVERTISING/MARKETING $ 9,000.00 $ 9,000.00 $0.467 $ 1,200.00 $ 1,200.00 $ 1,200.00 $ 3,600.00 $ 5,400.00 SUBTOTAL FLAT RATE COSTS $ 14,500.00 $ 24,820.00 $ 1.29 $ 3,065.00 $ 3,065.00 $ 3,065.00 $ 9,195.00 $ 15,625.00

TOTAL BUILDING COSTS $ 140,380.00 $ 361,670.00 $12.77 $ 14,608.34 $ 21,620.00 $ 38,165.11 $ 39,455.00 $ 10,534.22 $ 63,307.67 $ 100,480.00 $ 163,787.67 $ 298,362.33

PROGRAM COSTS

CONTRACTED STAFF $ 20,040.00 EDUCATIONAL MATERIALS OTHER SUPPLIES $ 10,000.00 TOTAL PROGRAMING COSTS $ 32,000.00

REGULAR SALARIES & WAGES (2 FT -Program Manager and Maintenance)

$ 108,000.00

ALL OTHER PAYROLL COSTS (30%) $ 32,400.00 OVERTIME PAY $ 3,000.00

TOTAL STAFFING COSTS $ 66,800.00 $ 143,400.00

TOTAL SHARED SPACE COST 14105 sq. ft. (property taxes, repairs, maintenance, internal maintenance, insurance, cleaning services & supplies, contracted services)

SUBTOTAL EXPENSE $ 512,250.00 $ 14,608.34 $ 38,165.11 $ 10,534.22 $ 63,307.67

ADMINISTRATION FEES 5% incls. Late payments, invoice & billing, added on top of licensee agreement CORE LICENSEES 5%

TOTAL EXPENSE $ 256,335.00 $ 512,250.00 $ 14,608.34 $ 38,165.11 $ 10,534.22 $ 63,307.67 $ 63,307.67

HST - LICENSEES 13% $ 1,899.08 ? $ 4,961.46 ? $ 1,369.45 $ 8,230.00

1.76% tax on all exp. items except Insurance, salaries, admin. fee $ 244.50 $ 633.38 $ 177.25

TOTAL LICENSEE EXPENSE INCL. HST $ 16,751.92 $ 22,765.00 $ 43,759.95 $ 40,460.00 $ 12,080.91 $ 71,537.66

TOTAL LICENSEE EXPENSE PER MONTH $ 1,395.00 $ 1,897.00 $ 3,646.00 $ 3,371.00 $ 1,006.00 $ 6,047.00

YEAR 1 - (Jan. 1, 2016-Dec. 31,2016) MARKET VALUE OPERATING BUDGET Appendix 11.9 - Financials

V:\TLC (The Link Steering Committee)\Tenant Licences & Budgets\Tenant Lease Costs\Tenant Financials Y4 - Final-Nov. 17, 2015

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A B C D E F G H I J M N O

DESCRIPTION TOG 2015

BUDGET

AMOUNT (4

mos)

LINK

BUDGET

AMOUNT

Jan. - Dec.

2016

Per Sq.

Ft.

Hospice

Georgina

(Licensee A)

Hospice

Georgina-

Current

Costs

Georgina

Food Pantry

(Licensee B)

Georgina

Food Pantry-

Current

Costs

Georgina

Trades &

Training Inc.

(Licensee C)

Total Licensee

Share

Other

Rental

Income

Total Rental

Income

TOG Cost

Year 1

subsidy

(82.0%)

Phase 1: Bldg. Costs - Total sq.ft.: 19285 1105 sq. ft. (1200 sq. ft.) 3360 sq. ft. (3500 sq. ft.) 715 sq. ft. 5180 sq. ft. 14105 sq. ft.

YEAR 1 - (Jan. 1, 2016-Dec. 31,2016) MARKET VALUE OPERATING BUDGET Appendix 11.9 - Financials

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TOTAL RENTAL INCOME (not incl.hst) $ 35,750.00 $ 68,679.72

OTHER RENTAL INCOME Programs $ 20,500.00 $ 68,600.00 Hoteling Desks $ 4,800.00 Meeting Room Space $ 3,000.00 Hub Space $ 9,120.00 Event Space $ 3,000.00 Corporate Events (seminars, AGM's, professional development $ 8,960.00 Nonprofit Events (AGM's, training, professional development) $ 3,000.00 Total Other Rental Income $ 100,480.00 GRANT INCOME Total Grant Income $ 500,000.00 OTHER INCOME $ 175,000.00 Crowd Funding $ 3,000.00 Communty Supporter Program $ 2,000.00 Fundraising Events $ 10,000.00 Corporate Donations $ 3,500.00 $ 10,000.00 Total Other Income $ 25,000.00 TOTAL INCOME 2016 $ 199,000.00 $ 694,159.72

NET DIFFERENCE-INCOME LESS EXPENSES $ 181,909.72


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A B C D E F G H I J K L M N O R S T

YEAR 2 - (Jan. 1, 2017-Dec. 31,2017) OPERATING BUDGET DESCRIPTION LINK

BUDGET AMOUNT Jan.

- Dec. 2017

Per Sq. Ft.

Licensee A Licensee B Licensee C Licensee D Licensee E Licensee F Licensee G Licensee H Licensee I Licensee J Licensee K Total Tenant Share

Other Rental Income

Total Rental Income

TOG Cost Year 2

subsidy (65.5%)

Bldg. Costs - Total sq.ft.: 32505 1105 sq. ft. 3360 sq. ft. 715 sq. ft. 4090 sq. ft. 2160 sq. ft. 955 sq. ft. 495 sq. ft. 495 sq. ft. 775 sq. ft. 380 sq. ft. 425 sq. ft. 14,955 sq. ft. 10,325 sq. ft.

PROPERTY TAXES (2m value-prior to future reassessment) $ 50,378.00 $1.550 $ 1,712.59 $ 5,207.51 $ 1,108.15 $ 6,338.90 $ 3,347.68 $ 1,480.11 $ 767.18 $ 767.18 $ 1,201.14 $ 588.94 $ 658.69 $ 23,178.06 $ 27,199.94


$ 22,510.00 $0.693 $ 765.22 $ 2,326.83 $ 495.14 $ 2,832.36 $ 1,495.82 $ 661.35 $ 342.79 $ 342.79 $ 536.69 $ 263.15 $ 294.32 $ 10,356.47 $ 12,153.53 INTERNAL MAINTENANCE incls. Town staff from operations to change light fixtures, etc.

$ 5,628.00 $0.173 $ 191.32 $ 581.76 $ 123.80 $ 708.15 $ 373.99 $ 165.35 $ 85.71 $ 85.71 $ 134.19 $ 65.79 $ 73.59 $ 2,589.35 $ 3,038.65

INSURANCE PREMIUMS (includes 8% PST) $ 12,875.00 $0.396 $ 437.68 $ 1,330.87 $ 283.21 $ 1,620.02 $ 855.56 $ 378.27 $ 196.07 $ 196.07 $ 306.97 $ 150.52 $ 168.34 $ 5,923.57 $ 6,951.43 TMI Total $ 91,391.00 $2.812 $ 3,106.82 $ 9,446.97 $ 2,010.29 $ 11,499.44 $ 6,073.05 $ 2,685.08 $ 1,391.74 $ 1,391.74 $ 2,178.99 $ 1,068.41 $ 1,194.93 $ 42,047.45 $ 49,343.55 UTILITIES : hydro+gas+water -full year $ 85,764.00 $2.638 $ 2,915.53 $ 8,865.31 $ 1,886.52 $ 10,791.41 $ 5,699.13 $ 2,519.75 $ 1,306.05 $ 1,306.05 $ 2,044.83 $ 1,002.62 $ 1,121.36 $ 39,458.56 $ 46,305.44

CLEANING SERVICES $ 19,134.00 $0.589 $ 650.46 $ 1,977.86 $ 420.88 $ 2,407.57 $ 1,271.48 $ 562.16 $ 291.38 $ 291.38 $ 456.20 $ 223.69 $ 250.18 $ 8,803.23 $ 10,330.77

CLEANING SUPPLIES $ 6,753.00 $0.208 $ 229.57 $ 698.05 $ 148.54 $ 849.71 $ 448.75 $ 198.40 $ 102.84 $ 102.84 $ 161.01 $ 78.95 $ 88.29 $ 3,106.94 $ 3,646.06 CONTRACTED SERVICES incls: security, HVAC maintenance, fire suppression equipment, kitchen hood, grease trap, paper savers, etc.

$ 16,883.00 $0.519 $ 573.93 $ 1,745.17 $ 371.37 $ 2,124.33 $ 1,121.90 $ 496.02 $ 257.10 $ 257.10 $ 402.53 $ 197.37 $ 220.74 $ 7,767.58 $ 9,115.42

BANK CHARGES $ 2,575.00 $ - $ 2,575.00 TELEPHONE (TOG only) $ 5,065.00 $ 5,065.00 GENERAL STATIONARY & OFFICE SUPPLIES $ 1,688.00 $ - $ - $ - $ - $ 1,688.00 RESERVE FUND * current reserve is $51,000 $ 5,150.00 $0.158 $ 175.07 $ 532.35 $ 113.28 $ 648.01 $ 342.22 $ 151.31 $ 78.43 $ 78.43 $ 122.79 $ 60.21 $ 67.34 $ 2,369.43 $ 2,780.57 INTERNAL BORROWING $ 126,890.00 $0.000 $ - $ - $ - $ - $ 126,890.00

SUBTOTAL BUILDING COSTS $ 361,293.00 $ 6.92 $ 7,651.37 $ 23,265.71 $ 4,950.89 $ 28,320.47 $ 14,956.53 $ 6,612.72 $ 3,427.54 $ 3,427.54 $ 5,366.35 $ 2,631.24 $ 2,942.84 $ 103,553.20 $ 113,093.00 $ 216,646.20 $ 257,739.80

INTERNET ACCESS - equal share $ 2,813.00 $ 234.42 $ 234.42 $ 234.42 $ 234.42 $ 234.42 $ 234.42 $ 234.42 $ 234.42 $ 234.42 $ 234.42 $ 234.42 $ 2,578.62 $ 234.38 $ 2,813.00 $ - BOOKING SOFTWARE $ 2,813.00 $ 234.42 $ 234.42 $ 234.42 $ 234.42 $ 234.42 $ 234.42 $ 234.42 $ 234.42 $ 234.42 $ 234.42 $ 234.42 $ 2,578.62 $ 234.38 $ 2,813.00 $ - EQUIPMENT LEASE/MAINT. - PHOTOCOPIER - equal share $ 5,988.00 $ 499.00 $ 499.00 $ 499.00 $ 499.00 $ 499.00 $ 499.00 $ 499.00 $ 499.00 $ 499.00 $ 499.00 $ 499.00 $ 5,489.00 $ 499.00 $ 5,988.00 $ - FUNDRAISING & SPECIAL EVENTS COSTS $ 3,939.00 $ 328.25 $ 328.25 $ 328.25 $ 328.25 $ 328.25 $ 328.25 $ 328.25 $ 328.25 $ 328.25 $ 328.25 $ 328.25 $ 3,610.75 $ 328.25 $ 3,939.00 $ - MEMBERSHIP AND DUES (NCN) $ 2,251.00 $ 187.58 $ 187.58 $ 187.58 $ 187.58 $ 187.58 $ 187.58 $ 187.58 $ 187.58 $ 187.58 $ 187.58 $ 187.58 $ 2,063.38 $ 187.62 $ 2,251.00 $ - ADVERTISING/MARKETING $ 10,130.00 $ 844.16 $ 844.16 $ 844.16 $ 844.16 $ 844.16 $ 844.16 $ 844.16 $ 844.16 $ 844.16 $ 844.16 $ 844.16 $ 9,285.76 $ 844.24 $ 10,130.00 $ - SUBTOTAL FLAT RATE COSTS $ 27,934.00 $ 0.86 $ 2,327.83 $ 2,327.83 $ 2,327.83 $ 2,327.83 $ 2,327.83 $ 2,327.83 $ 2,327.83 $ 2,327.83 $ 2,327.83 $ 2,327.83 $ 2,327.83 $ 25,606.13 $ 2,327.87 $ 27,934.00

TOTAL BUILDING COSTS $ 389,227.00 $ 8.49 $ 9,979.20 $ 25,593.54 $ 7,278.72 $ 30,648.30 $ 17,284.36 $ 8,940.55 $ 5,755.37 $ 5,755.37 $ 7,694.18 $ 4,959.07 $ 5,270.67 $ 129,159.33 $ 115,420.87 $ 244,580.20 $ 257,739.80

PROGRAM COSTS

CONTRACTED STAFF EDUCATIONAL MATERIALS OTHER SUPPLIES TOTAL PROGRAMING COSTS $ 36,016.00


$ 108,000.00


TOTAL STAFFING COSTS $ 143,400.00

TOTAL SHARED SPACE COST 7225 sq. ft. or 22.2% (property taxes, repairs, utilities, maintenance, internal maintenance, insurance, cleaning services & supplies, contracted services) Flat Rate (cost divided by 12)

$ 40,821.00 $ 5.64 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 37,419.25 $ 3,401.75 $ 40,821.00

SUBTOTAL EXPENSE $ 13,380.95 $ 28,995.29 $ 10,680.47 $ 34,050.05 $ 20,686.11 $ 12,342.30 $ 9,157.12 $ 9,157.12 $ 11,095.93 $ 8,360.82 $ 8,672.42 $ 129,159.33 $ 118,822.62 $ 247,981.95

ADMINISTRATION FEES 5-10% incls. Late payments, invoice & billing, added on top of licensee agreement CORE LICENSEES 5% $ 669.05 $ 1,449.76 $ 534.02 $ 1,702.50 $ 1,034.31 $ 617.12 $ 457.86 $ 457.86 $ 554.80 $ 418.04 $ 433.62 $ 8,328.93 $ 16,657.86 $ 24,986.79

TOTAL EXPENSE $ 609,464.00 $ 14,050.00 $ 30,445.06 $ 11,214.49 $ 35,752.55 $ 21,720.42 $ 12,959.42 $ 9,614.97 $ 9,614.97 $ 11,650.72 $ 8,778.86 $ 9,106.04 $ 174,907.50 $ 135,480.48 $ 310,387.98

HST - LICENSEES 13% $ 1,826.50 $ 3,957.86 $ 1,457.88 $ 4,647.83 $ 2,823.65 $ 1,684.72 $ 1,249.95 $ 1,249.95 $ 1,514.59 $ 1,141.25 $ 1,183.78 $ 22,737.98

1.76% tax on all exp. items except Insurance, salaries, admin. fee $ 167.93 $ 427.02 $ 123.12 $ 510.90 $ 289.15 $ 150.70 $ 97.84 $ 97.84 $ 130.01 $ 84.63 $ 89.80

TOTAL LICENSEE EXPENSE INCL. HST $ 16,044.43 $ 34,829.94 $ 12,795.50 $ 40,911.28 $ 24,833.22 $ 14,794.84 $ 10,962.76 $ 10,962.76 $ 13,295.33 $ 10,004.75 $ 10,379.62 $ 199,814.43 TOTAL LICENSEE EXPENSE PER MONTH $ 1,337.00 $ 2,902.00 $ 1,066.00 $ 3,409.00 $ 2,069.00 $ 1,232.00 $ 913.00 $ 913.00 $ 1,107.00 $ 833.00 $ 864.00 $ 16,645.00

TOTAL RENTAL INCOME (not incl. HST) $ 322,550.30

OTHER RENTAL INCOME Programs $ 77,210.00 Hoteling Desks $ 5,402.00 Meeting Room Space $ 3,377.00 Hub Space $ 10,265.00 Event Space $ 3,377.00 Corporate Events (seminars, AGM's, professional development $ 10,085.00 Nonprofit Events (AGM's, training, professional development) $ 3,377.00 Total Other Rental Income $ 113,093.00 GRANT INCOME Trillium Souther Ontario Federal Economic Dev.Fund (South Lake CFDC) United Way York Region-Strengths Investment Fund The Healing Cycle Foundation York Region - Community Investment Strategy Total Grant Income $ 300,000.00 OTHER INCOME Crowd Funding $ 3,377.00 Communty Memberships $ 2,251.00 Fundraising Events $ 11,255.00 Corporate Donations $ 11,255.00 Total Other Income $ 28,138.00 TOTAL INCOME $ 763,781.30


Appendix 11.9 - Financials


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BUDGET AMOUNT Jan.

- Dec. 2018

Per Sq. Ft.


Other Rental Income

Total Rental Income

TOG Cost Year 3

subsidy (65.2%)





$ 5,797.00 $0.178 $ 197.07 $ 599.23 $ 127.51 $ 729.42 $ 385.22 $ 170.32 $ 88.28 $ 88.28 $ 138.21 $ 67.77 $ 75.80 $ 2,667.10 $ 3,129.90




$ 17,389.00 $0.535 $ 591.14 $ 1,797.48 $ 382.50 $ 2,188.00 $ 1,155.52 $ 510.89 $ 264.81 $ 264.81 $ 414.60 $ 203.29 $ 227.36 $ 8,000.38 $ 9,388.62



INTERNET ACCESS - equal share $ 2,897.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 1,991.00 $ 906.00 $ 2,897.00 $ - BOOKING SOFTWARE $ 2,897.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 1,991.00 $ 906.00 $ 2,897.00 $ - EQUIPMENT LEASE/MAINT. - PHOTOCOPIER - equal share $ 6,168.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 4,246.00 $ 1,922.00 $ 6,168.00 $ - FUNDRAISING & SPECIAL EVENTS COSTS $ 4,057.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 2,794.00 $ 1,263.00 $ 4,057.00 $ - MEMBERSHIP AND DUES (NCN) $ 2,319.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 1,595.00 $ 724.00 $ 2,319.00 $ - ADVERTISING/MARKETING $ 10,434.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 7,183.00 $ 3,251.00 $ 10,434.00 $ - SUBTOTAL FLAT RATE COSTS $ 28,772.00 $ 0.89 $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 19,800.00 $ 8,972.00 $ 28,772.00


PROGRAM COSTS



$ 111,240.00




$ 42,046.00 $ 5.65 $ 3,503.80 $ 3,503.80 $ 3,503.80 $ 3,503.80 $ 3,503.80 $ 3,503.80 $ 3,503.80 $ 3,503.80 $ 3,503.80 $ 3,503.80 $ 3,503.80 $ 38,541.80 $ 3,504.20 $ 42,046.00



TOTAL EXPENSE $ 623,941.00 $ 13,843.91 $ 30,730.72 $ 10,923.35 $ 36,197.41 $ 21,744.39 $ 12,720.61 $ 9,275.85 $ 9,275.85 $ 11,372.66 $ 8,414.66 $ 8,751.65 $ 173,251.07 $ 145,461.30 $ 318,712.37

HST - LICENSEES 13% $ 1,799.71 $ 3,994.99 $ 1,420.04 $ 4,705.66 $ 2,826.77 $ 1,653.68 $ 1,205.86 $ 1,205.86 $ 1,478.45 $ 1,093.91 $ 1,137.71 $ 22,522.64

1.76% tax on all exp. items except Insurance, salaries, admin. fee $ 162.45 $ 429.31 $ 116.30 $ 515.70 $ 287.30 $ 144.70 $ 90.26 $ 90.26 $ 123.40 $ 76.65 $ 81.98

TOTAL LICENSEE EXPENSE INCL. HST $ 15,806.06 $ 35,155.03 $ 12,459.68 $ 41,418.78 $ 24,858.46 $ 14,518.99 $ 10,571.97 $ 10,571.97 $ 12,974.51 $ 9,585.22 $ 9,971.34 $ 197,892.01 TOTAL LICENSEE EXPENSE PER MONTH $ 1,317.00 $ 2,929.00 $ 1,038.00 $ 3,451.00 $ 2,071.00 $ 1,209.00 $ 880.00 $ 880.00 $ 1,081.00 $ 798.00 $ 830.00 $ 16,484.00

TOTAL RENTAL INCOME (not incl. HST) $ 327,847.76





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BUDGET AMOUNT Jan.

- Dec. 2019

Per Sq. Ft.


Other Rental Income

Total Rental Income

TOG Cost Year 4

subsidy (64.9%)





$ 5,971.00 $0.184 $ 202.98 $ 617.21 $ 131.34 $ 751.31 $ 396.78 $ 175.43 $ 90.93 $ 90.93 $ 142.36 $ 69.80 $ 78.07 $ 2,747.16 $ 3,223.84




$ 17,991.00 $0.553 $ 611.60 $ 1,859.71 $ 395.74 $ 2,263.75 $ 1,195.53 $ 528.58 $ 273.97 $ 273.97 $ 428.95 $ 210.32 $ 235.23 $ 8,277.35 $ 9,713.65



INTERNET ACCESS - equal share $ 2,984.00 $ 247.00 $ 247.00 $ 247.00 $ 247.00 $ 247.00 $ 247.00 $ 247.00 $ 247.00 $ 247.00 $ 247.00 $ 247.00 $ 2,717.00 $ 267.00 $ 2,984.00 $ - BOOKING SOFTWARE $ 2,984.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 1,991.00 $ 993.00 $ 2,984.00 $ - EQUIPMENT LEASE/MAINT. - PHOTOCOPIER - equal share $ 6,353.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 4,246.00 $ 2,107.00 $ 6,353.00 $ - FUNDRAISING & SPECIAL EVENTS COSTS $ 4,179.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 2,794.00 $ 1,385.00 $ 4,179.00 $ - MEMBERSHIP AND DUES (NCN) $ 2,389.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 1,595.00 $ 794.00 $ 2,389.00 $ - ADVERTISING/MARKETING $ 10,747.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 7,183.00 $ 3,564.00 $ 10,747.00 $ - SUBTOTAL FLAT RATE COSTS $ 29,636.00 $ 0.91 $ 1,866.00 $ 1,866.00 $ 1,866.00 $ 1,866.00 $ 1,866.00 $ 1,866.00 $ 1,866.00 $ 1,866.00 $ 1,866.00 $ 1,866.00 $ 1,866.00 $ 20,526.00 $ 9,110.00 $ 29,636.00


PROGRAM COSTS



$ 114,577.00




$ 43,307.00 $ 5.65 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 37,419.25 $ 3,401.75 $ 40,821.00



TOTAL EXPENSE $ 638,935.00 $ 14,057.20 $ 31,456.54 $ 11,048.00 $ 37,089.14 $ 22,197.47 $ 12,899.82 $ 9,350.50 $ 9,350.50 $ 11,510.95 $ 8,463.18 $ 8,810.39 $ 176,233.69 $ 149,244.91 $ 325,478.60

HST - LICENSEES 13% $ 1,827.44 $ 4,089.35 $ 1,436.24 $ 4,821.59 $ 2,885.67 $ 1,676.98 $ 1,215.57 $ 1,215.57 $ 1,496.42 $ 1,100.21 $ 1,145.35 $ 22,910.38

TOTAL LICENSEE EXPENSE INCL. HST $ 15,884.64 $ 35,545.89 $ 12,484.24 $ 41,910.73 $ 25,083.14 $ 14,576.79 $ 10,566.07 $ 10,566.07 $ 13,007.38 $ 9,563.39 $ 9,955.74 $ 199,144.07

1.76% tax on all exp. items except Insurance, salaries, admin. fee TOTAL LICENSEE EXPENSE PER MONTH $ 1,323.00 $ 2,962.00 $ 1,040.00 $ 3,492.00 $ 2,090.00 $ 1,214.00 $ 880.00 $ 880.00 $ 1,083.00 $ 796.00 $ 829.00 $ 16,589.00

TOTAL RENTAL INCOME (not incl.hst) $ 338,386.42





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BUDGET AMOUNT Jan.

- Dec. 2020

Per Sq. Ft.


Other Rental Income

Total Rental Income

TOG Cost Year 5

subsidy (64.6%)





$ 6,150.00 $0.189 $ 209.07 $ 635.72 $ 135.28 $ 773.83 $ 408.68 $ 180.69 $ 93.65 $ 93.65 $ 146.63 $ 71.90 $ 80.41 $ 2,829.51 $ 3,320.49




$ 18,531.00 $0.570 $ 629.96 $ 1,915.53 $ 407.62 $ 2,331.70 $ 1,231.41 $ 544.44 $ 282.20 $ 282.20 $ 441.83 $ 216.64 $ 242.29 $ 8,525.80 $ 10,005.20



INTERNET ACCESS - equal share $ 3,074.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 1,991.00 $ 1,083.00 $ 3,074.00 $ - BOOKING SOFTWARE $ 3,074.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 181.00 $ 1,991.00 $ 1,083.00 $ 3,074.00 $ - EQUIPMENT LEASE/MAINT. - PHOTOCOPIER - equal share $ 6,545.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 386.00 $ 4,246.00 $ 2,299.00 $ 6,545.00 $ - FUNDRAISING & SPECIAL EVENTS COSTS $ 4,304.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 254.00 $ 2,794.00 $ 1,510.00 $ 4,304.00 $ - MEMBERSHIP AND DUES (NCN) $ 2,461.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 145.00 $ 1,595.00 $ 866.00 $ 2,461.00 $ - ADVERTISING/MARKETING $ 11,069.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 653.00 $ 7,183.00 $ 3,886.00 $ 11,069.00 $ - SUBTOTAL FLAT RATE COSTS (22.7% charged to other rentals) $ 30,527.00 $ 0.94 $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 19,800.00 $ 10,727.00 $ 30,527.00


PROGRAM COSTS



$ 108,000.00




$ 40,821.00 $ 5.65 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 3,401.75 $ 37,419.25 $ 3,401.75 $ 40,821.00



TOTAL EXPENSE $ 633,876.00 $ 14,243.69 $ 32,165.01 $ 11,144.21 $ 37,966.60 $ 22,628.17 $ 13,051.58 $ 9,395.79 $ 9,395.79 $ 11,621.05 $ 8,481.84 $ 8,839.47 $ 178,933.19 $ 154,716.01 $ 333,649.20

HST - LICENSEES 13% $ 1,851.68 $ 4,181.45 $ 1,448.75 $ 4,935.66 $ 2,941.66 $ 1,696.71 $ 1,221.45 $ 1,221.45 $ 1,510.74 $ 1,102.64 $ 1,149.13 $ 23,261.32

TOTAL LICENSEE EXPENSE INCL. HST $ 16,095.37 $ 36,346.47 $ 12,592.96 $ 42,902.26 $ 25,569.83 $ 14,748.29 $ 10,617.24 $ 10,617.24 $ 13,131.79 $ 9,584.48 $ 9,988.60 $ 202,194.51

1.76% tax on all exp. items except Insurance, salaries, admin. fee TOTAL LICENSEE EXPENSE PER MONTH $ 1,341.00 $ 3,028.00 $ 1,049.00 $ 3,575.00 $ 2,130.00 $ 1,229.00 $ 884.00 $ 884.00 $ 1,094.00 $ 798.00 $ 832.00 $ 16,844.00

TOTAL RENTAL INCOME (not incl.hst) $ 342,553.31




V:\TLC (The Link Steering Committee)\Tenant Licences & Budgets\Tenant Lease Costs\Tenant Financials Y1-5 - Final

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REPORT NO. DAS-2016-0002


FEBRUARY 3, 2016 (DEFERRED FROM JANUARY 20, 2016 COUNCIL)

SUBJECT: 2014 MUNICIPAL ELECTION- POST SUMMARY REPORT

1. RECOMMENDATION:

1. That Council receive Report No. DAS-2016-0002 prepared by the Administrative Services Department dated January 20, 2016 respecting the 2014 Municipal Election, for information purposes.

2. PURPOSE:

The purpose of this report is to provide Council with a comprehensive summary report of the statistical data, processes and procedures implemented during the 2014 municipal election, summarize key findings from the 2014 municipal election and to make preliminary recommendations pertaining to preparations for the 2018 Municipal Elections.

This report may be read in conjunction with report DAS-2015-0002, 2014 Municipal Election- Accessibility Report.

3. BACKGROUND:

Fair elections are the essence of democracy and the administration of fair elections in an impartial manner is a fundamental statutory responsibility of Municipal Clerks who are the Returning Officers for municipalities and school boards. The highest priority for Municipal Returning Officers is to carry out their duties in accordance with the provisions of the Municipal Elections Act, 1996, (the Act) and an established set of election principles. It is also the responsibility of the Clerk to manage expenditures and other resources in a manner which contributes to the financial and operational sustainability of the Town.

The Town of Georgina 2014 municipal election was held on Monday, October 27, 2014. The 2014 election featured new technology, vote anywhere provisions for advance vote was introduced, and voting locations featured laptops, electronic Voters' List, and optical scan tabulators.

41-Page 2 of Report No. DAS-2016-0002

In January 2015, Council requested that staff prepare a report outlining successes and challenges with additional statistical data to be provided .

The current term for the election of the municipal and school board trustee officials commenced December 1, 2014 and ends on November 30, 2018.

3.1 Legislative Framework

The Town Clerk has the statutory responsibility to run municipal and school board elections every four years, as well as bi-elections when required.

Pursuant to Section 11 of the Act, the Clerk of local municipalities are responsible for conducting the municipal and school board elections within their municipalities. This includes responsibility for preparing for the election, preparing and conducting a recount and maintaining peace and order in connection with the election.

The general powers of the Clerk to administer elections are to be contrasted with the limited powers of municipal councils.

Some of the general powers of the Clerk as set out in the Act, are as follows :

Powers of clerk 12. f.1l A clerk who is responsible for conducting an election may provide for any matter or procedure that,

(a) is not otherwise provided for in an Act or regulation; and

(b) in the clerk's opinion, is necessary or desirable for conducting the election. 1996, c. 32, Sched., s. 12 (1).

Forms {21 The power conferred by subsection (1) includes power to establish forms, including forms of oaths and statutory declarations, and power to require their use. 1996, c. 32, Sched., s. 12 (2).

Proof of identification, qualification, etc. Ql The power conferred by subsection (1) includes power to require a person, as a condition of doing anything or having an election official do anything under this Act, to furnish proof that is satisfactory to the election official of the person's identity or qualifications, including citizenship or residency, or of any other matter. 1996, c. 32, Sched., s. 12 (3); 2002, c. 17, Sched. 0, s. 4.

Electors and candidates with disabilities 12. 1 f.1l A clerk who is responsible for conducting an election shall have regard to the needs of electors and candidates with disabilities. 2009, c. 33, Sched. 21, s. 8 (8).


Reporl {21 Within 90 days after voting day in a regular election, the clerk shall submit a reporl to council about the identification, removal and prevention of barriers that affect electors and candidates with disabilities. 2009, c. 33, Sched. 21, s. 8 (8).

Notice by clerk 13. (1 )Any notice or other information that this Act requires the clerk to give shall be given in a form and manner and at a time that the clerk considers adequate to give reasonable notice or to convey the information, as the case may be. 1996, c. 32, Sched., s. 13 (1 ).

Information about rights under Act {21 The clerk shall provide electors, candidates and persons who are eligible to be electors with information to enable them to exercise their rights under this Act. 1996, c. 32, Sched., s. 13 (2).

Voting subdivisions 18. (1 )On or before each date fixed by the Minister of Finance under section 15 of the Assessment Act, the clerk of each local municipality may divide the local municipality into voting subdivisions. 1996, c. 32, Sched., s. 18 (1).

Number and location of voting places 45. ill The clerk shall establish the number and location of voting places for an election as he or she considers most convenient for the electors. 1996, c. 32, Sched., s. 45 (1).

With the exception of a few matters, the Act limits Council's authority to pass the following election and bi-election by-laws:

a) Submit proposed by-laws and questions to electors (Section 8(1 )); b) Pass by-laws allowing the use of languages other than English in notices,

forms and other information provided under the Act (Section 9(2); c) Pass by-laws authorizing the use of vote-counting equipment or authorizing

electors to use an alternative voting method (Section 42(1 )); d) Pass by-law providing that specified voting places shall be open before 10

a.m. (Section 42(2)); e) Establishing the dates and hour for an advance vote (Section 43(1 )); f) Deciding whether voting places will be open on voting day before the

legislative time (Section 46(2)); g) Deciding whether to reduce hours of voting in institutions and retirement

homes(Section 46(3)); h) Pass a resolution requiring a recount (Section 57(1)); i) Fix a day for bi-election vote on questions related to the Liquor Licence Act

(Section 65(5); j) Pass by-laws authorizing electronic filing of candidates' financial

statements and auditors' reports (Section 78(7); and


k) Pass a by-law to provide for the payment of rebates for campaign contributions (Section 82(1 ).

Principles for governing the conduct of elections are developed over time. Broad powers are constrained by the specific provisions of the Act. Election principles include:

a) The integrity of the process should be maintained throughout the election;

b) The secrecy and confidentiality of the individual votes is paramount; c) The election should be fair and non-biased; d) The election should be accessible to the voters; e) There should be certainty that the results of the election reflect the

votes cast; f) Voters and candidates should be treated fairly and consistently

within the Town; g) A proper majority vote decides the election by ensuring that valid

votes are counted and invalid votes be rejected.

3.2 Elector, Candidate and Other Information

Electors

The following information is elector information .

Description 2006 2010 2014 Number of Electors Ward 1 8,310 8,831 9,276

Ward 2 6,449 6,859 7,354 Ward 3 4,505 4,811 5,086 Ward 4 5,862 5,930 6,448 Ward 5 5,029 5,207 5,419

Total Eligible Electors 30,155 31,638 33,583 Number of Voters 10,554 10,632 12,276 Percentage of Voter Turnout 35% 33% 39.6% Certified Proxies Issued 18

Conflicts to resolve prior to 4,700+ issuing Voter List Electors Added 1,414 Elector Corrections Elector Deletions Electors Moved 148 Electors Updated 1,944 Description 2006 2010 2014


MPAC Merge Additions after 356 Sept 1 MPAC Merge Deletions after 388 Sept 1 MPAC Merge Updates after 247 Sept 1

Candidates

The following is Candidate information.

Description 2006 2010 2014 Candidates Who Filed 25 32 29 nominations Candidates -Withdrawal of 0 0 1 Nomination Candidates Certified for 2 4 3 Mayor Candidates Certified for 2 2 1 - acclaimed Deputy Mayor Candidates Certified for 3 5 2 Councillor- Ward 1 Description 2006 2010 2014 Candidates Certified for 3 4 2 Councillor- Ward 2 Candidates Certified for 1 acclaimed 3 4 Councillor- Ward 3 Candidates Certified for 2 2 5 Councillor- Ward 4 Candidates Certified for 4 4 3 Councillor- Ward 5 Candidates Certified for 3 2 2 English Public School Trustee Candidates Certified for 2 3 1 - acclaimed English Catholic School Trustee Candidates Certified for 2 2 2 French Public School Trustee Candidates Certified for 1 - acclaimed 1 - acclaimed 3 French Catholic School Trustee Acclamations 2 1 2 Recounts 1 0


Candidate Financial Statements

The following is Candidate Financial Statement information .

Description 2006 2010 2014 Financial Statements Filed 28 Notice of Default Issued 3 1 Compliance Audit Requests n/a 0 0 Compliance Audit Appeals n/a 0 0

Electronic Voter Information (Internet Voter Lookup- IVL)

The following is Internet Voter Lookup (IVL) statistics demonstrating when electors would go online and see if their name and information was correctly listed on the Voters' List. It would confirm the elector's information and identify their ward and voting locations. If the elector's name and information listed was incorrect then the elector could complete the online addition or correction form and their information was added provisional. The Clerk's Office would review the information and supporting documentation and add the elector to the Voters' List.

Description 2006 2010 2014 IVL - Voter Registration - online Not available Not available 71 IVL- Inquires- 2,402 Am I on the List? IVL - Statistics 58 IVL - Statistics - 1 Voting Location Lookup IVL - Statistics Voter Lookup 1,000 Voter Lookup (MPAC- prior to Aug 1) Street Names Added/corrected 37 Deletions - Name Anomaly 5 Deletions - Lives in Another 9 Municipality Description 2006 2010 2014 Deletions- Not a Canadian 1 Citizen Deletions- Not at this address 339 Deletions - Not of voting age 2 Deletions - Deceased electors 255 removed Deletions - Other Corrections 38


Property Information

The following is property information.

Description 2006 2010 2014 Properties 16,955 MPAC Property Merge Updates 241 Not Eligible to Vote 1,095 Properties Added 129 Property Deleted 68 Property Updates 2,255

Other

The following is other information.

Description 2006 2010 2014 Ward Boundary Review No changes No chan_g_es No changes Tabulator Supplier n/a n/a Dominion

Voting S_ystems

3.3 Voting Locations

The following is information regarding voting locations and advance votes.

Description 2006 2010 2014 Number Advance Votes dates 4 4 5 Number of Advance Vote 4 X 5 = 20 5 X 5 = 25 5 X 5 = 25 locations Total Hours of Advance Vote 30 hours X 5 32 X 5 = 38 X 5 = 190 opportunities = 150 hours 160 hours hours at 5

locations Vote Anywhere opportunities no no yes #of Institutions with Reduced 4 12 9 Hours for voting


In 2014, the advance votes were held at the following locations, dates and times:

Ward Locations Dates Times 1 Lake Simcoe Saturday, October 11,2014 10:00 a.m. to 6:00 p.m.

Public School, Gym Sunday, October 12, 2014 10:00 a.m. to 6:00p.m. 38 Thornlodge Drive Saturday, October 18, 2014 10:00 a.m. to 6:00p.m. Keswick, ON

Monday, October 20, 2014 2:00 p.m. to 9:00 p.m.

Tuesday, October 21 , 2014 2:00p.m. to 9:00p.m.

Ward Locations Dates Times 2 Georgina Ice Saturday, October 11, 2014 10:00 a.m. to 6:00p.m.

Palace- Gym 90 Wexford Drive Sunday, October 12, 2014 10:00 a.m. to 6:00p.m. Keswick, ON

Saturday, October 18, 2014 10:00 a.m. to 6:00p.m.

Monday, October 20, 2014 2:00p.m. to 9:00p.m.

Tuesday, October 21, 2014 2:00p.m. to 9:00p.m.

Ward Locations Dates Times 3 Civic Centre, Saturday, October 11, 2014 10:00 a.m. to 6:00 p.m.

Council Chambers 26557 Civic Centre Road Keswick, ON

3 The ROC Chalet Sunday, October 12, 2014 10:00 a.m. to 6:00p.m. 26479 Civic Centre Road Saturday, October 18, 2014 10:00 a.m. to 6:00p.m. Keswick, ON


Tuesday, October 21 , 2014 2:00 p.m. to 9:00p.m.

Ward Locations Dates Times 4 Sutton Public Saturday, October 11, 2014 10:00 a.m. to 6:00p.m.

School- Gym 5147 Baseline Sunday, October 12, 2014 10:00 a.m. to 6:00p.m. Road Sutton, ON Saturday, October 18, 2014 10:00 a.m. to 6:00p.m.


Tuesday,October21,2014 2:00 p.m. to 9:00 p.m.


Ward Locations Dates Times 5 Morning Glory Saturday, October 11,2014 10:00 a.m. to 6:00p.m.

Public School -Gym Sunday,October12,2014 10:00 a.m. to 6:00p.m. 29478 Highway 48 Pefferlaw, ON Saturday, October 18, 2014 10:00 a.m. to 6:00p.m.

Monday, October 20, 2014 2:00p.m. to 9:00p.m.

Tuesday, October 21 , 2014 2:00p.m. to 9:00p.m.

On Voting Day, there were twenty (20) physical voting locations across the Town, with a minimum of two locations per ward. The exception being Ward 5, which hosted three physical voting locations due to the distances between voting centers.

In 2014, Voting Day (Monday, October 27, 2014) voting was at the held at the following locations and times:

Ward Location Time 1 Our Lady of the Lake, Gym 10:00 a.m. to 8:00p.m. 101 & 102 185 Glenwoods Avenue, Keswick, ON

1 Keswick High School, Gym 10:00 a.m. to 8:00p.m. 103 100 Biscayne Boulevard, Keswick, ON 2 Georgina Ice Palace, Hall 10:00 a.m. to 8:00p.m. 201 & 202 90 Wexford Drive, Keswick, ON 2 W.J. Watson Public School, Gym 10:00 a.m. to 8:00p.m. 203 162 Carrick Avenue, Keswick, ON 3 St. Thomas Aquinas, Gym 10:00 a.m. to 8:00p.m. 302 262 Old Homestead Road, Keswick, ON 3 The ROC Chalet 10:00 a.m. to 8:00p.m. 301 & 303 26479 Civic Centre Road, Keswick, ON 4 Sutton Arena, Hall 10:00 a.m. to 8:00p.m. 401 & 402 48 Hawkins Street, Sutton , ON 4 Sutton Public School, Gym 10:00 a.m. to 8:00p.m. 403 5147 Baseline Road, Sutton, ON 5 Udora Community Hall 10:00 a.m. to 8:00p.m. 501 24 Victoria Road, Udora, ON 5 Morning Glory Public School, Gym 10:00 a.m . to 8:00p.m. 503 29478 Highway 48, Pefferlaw, ON 5 Pefferlaw Lions Community Hall 10:00 a.m. to 8:00p.m. 502 Pete's Lane, Pefferlaw, ON

Staff continue with evaluation of potential voting locations for 2018. It is recommended that early evaluation and public awareness campaign identifying dates and locations be established and by-laws passed prior to January 1, 2018.


3.4 Reduced Hours with Roving Polls

There were nine (9) roving polls held on Voting Day with reduced hours at institutions, nursing homes and retirement facilities. Election staff assigned to these specific locations were Personal Support Workers (PSW) or Developmental Support Workers (DSW) who have had additional specialized training and accreditation working with individuals with special needs.

In 2014, reduced hours for residents only of Nursing Homes, Retirement Homes and Institutions were held on Monday, October 27, 2014 at the following locations and times:

Ward# Locations Times 1 Hilltop Manor 3:30p.m. to 4:30p.m. 102 233 Glenwoods Avenue, Keswick, ON 2 Cedarvale Lodge 1:00 p.m. to 3:00p.m. 202 121 Morton Avenue, Keswick, ON 3 Pipe & Slipper 2:00p.m. to 3:00p.m. 301 2926 Old Homestead Road, Keswick, ON 4 Riverglen Haven Nursing Home 9:00a.m. to 11:00 am. 402 160 High Street, Sutton, ON 4 Halsey Lodge 10:00 a.m. to 11:00 a.m. 403 875 Lake Drive East, Jackson's Point, ON 4 Sunnybrook Home 8:30a.m. to 9:30a.m. 403 825 Lake Drive, Jackson's Point, ON 3 Victoria House 11:30 a.m. to 12:00 p.m . 303 961 Metro Road, Keswick, ON 4 Fairpark Manor 12:30 p.m. to 1:00 p.m. 402 85 Fairpark Avenue, Sutton, ON 4 Cedar Lane Lodge 11:30 a.m. to 12:00 p.m. 403 895 Lake Drive East, Jackson's Point, ON

3.5 Voting proxy

Voting proxy certification was available at the Clerk's Office at the Civic Centre for all five (5) advance vote days between noon and 5:00p.m. As well, on voting day, during regular business hours. A total of 18 voting proxy applications were certified.

3.6 Electoral Ward Boundary Review

Staff reported to Council in 2013 regarding a potential Ward Boundary Review. Staff recommended that a ward boundary review and necessary ward

50- Page 11 of Report No. DAS-2016-0002

adjustments should be undertaken prior to 2018. A separate staff report is forthcoming on this topic.

3. 7 Alternative Voting Methods

Alternative voting methods including vote by mail, internet and telephone voting should continue to be researched and a staff report prepared prior to 2018. Accessibility devices to be included such as audio, Audio Tactile Interface (ATI) paddles, sip and puff devices, braille ballots, etc. should continue to be encouraged.

3.8 Alternative Vote Counting Methods

Staff are recommending use of optical scan tabulators for future elections. Touch screen ballots need to be further considered and staff analysis and recommendation to be prepared .

Staff is recommending the use of vote count tabulators with accessibility features for future elections and any bi-elections.

3.9 Technology

The technology employed for the 2014 election included:

a) 45 Image Cast Vote tabulators were used on Voting Day, Advance Voting Days, and spares;

b) 2 Accessible voting appliances and associated hardware, for use during the advance voting period;

c) Leased Laptops for electronic voters' list management; d) internet hubs; e) bar code scanners; f) internet services were installed at various municipal owned locations; g) encrypted usbs; and h) Town website.

3.10 Use of Municipal Voterview (MVV) software

a. MW- Voter List Management service Module -

Staff is recommending continued use of this software for future elections.

b. Electronic Voter List Module -

Staff is recommending continued use of this software for future elections. c. On-line Registration Module -



d. Worker Management Module-


e. Candidate Management Module-

Staff is recommending further evaluation and assessment of this application. Certainly, electronic format and shared access to data electronically is encouraged .

f. Voter Lookup Tool Module-


g. Voter Registration Tool Module

Staff is recommending continued use of tis software for future elections.

3.11 Budget

The total cost of the 2014 Municipal Election was approximately $300,000.00. Appropriate budget allocation is necessary to accommodate the continued use of tabulators, supplies, and staffing requirements for the number of advance vote and voting day events. The total costs for the 2014 election was:

Regular Salaries & Wages

Part Time Salaries & Wages

Overtime Pay

All Other Payroll Costs

General Stationary & Office Supplies

Publications & Subscriptions

Office Equipment

Travel Expenses

Postage

13,512.46

104,637.44

206.48

8,927.56

39,853.91

1,848.30

3,195.78

1,204.21

12,280.09


Printing

Mobile Phones

Software Licenses & Maintenance

Contracted Services

Building Rentals

Equipment Rentals

Miscellaneous

3.12 Voter Notification Cards

Total

12,648.54

3,581.49

5,520.48

10,910.54

3,284.84

77,085.24

737.25

$299,434.61

A review of the process and publication and postage of voter notification cards is needed and should be made in conjunction with accessibility requirements. Alternative methods of notification of voting opportunities should be investigated and considered. The rural postage delivery and civic addressing for rural (R.R.#) addresses did pose some confusion for addressing purposes as well as post office box address. Several voter notification cards were returned as undeliverable.

Election information inserts into the water and taxation bills appears to be more effective and seems to fill the gaps in Voters' List information, as well is a good way of reaching tenants. Ratepayer and stakeholder groups is another way to reach out with election information.

Social media notifications, online self -serve referencing and on-line voter registration are recommended. Rural route service delivery and post office box delivery services do add challenges with the voter notification cards and proper civic address issues.

Rural delivery boxes will be in place for the next election and pose challenges for addressing if postal box numbers and information is not shared by Canada Post.

The postal insignia stamp was placed on all outgoing mail correspondence from the Civic Centre confirming the voting dates. This was well received and very cost efficient method of advertising the dates.


The use of the electronic banner running daily on Rogers Communications television and website was very helpful in reaching electors by another source of media.

Even with the use of mailing house vendors, cost for the production and distribution of voter cards is costly. Alternatives for outreach should be further investigated. Many electors liked the voter cards and used them for reference where and when to attend.

3.13 Election Sign Regulations

The information session with candidates facilitated the exchange of information regarding the positioning of signage and representative from the Region of York and Municipal Law Enforcement were present to discuss the removal of noncompliance signs.

Municipal Law Enforcement Officers identified a reduction in the amount of signs erected in non-compliance from previous years. Obtaining additional information regarding election signs on Provincial Highways and the opportunity to have a representative from the Ministry of Transportation at the candidate information session would be valuable to assist with clarifying any questions of candidates and ensuring adherence to the setback requirements.

3.14 Vote Count Tabulators

The introduction of optical scan technology for vote count tabulators with accessible devices were implemented for the first time within the Town of Georgina. On May 7, 2014, By-Law 2014-0047 authorized the use of the vote count tabulators.

3.15 Question on the Ballot

There was no question on the municipal ballot in 2014.

4. ANALYSIS:

This report summaries the key finding from the 2014 Municipal Elections to provide a basis for preliminary recommendations pertaining to preparation for the 2018 Municipal Election.

The report provides an overview of legislative context for elections, key facts and figures and statistical data from the 2014 Municipal Election; and notable initiatives and events in the 2014 Municipal Election, including an assessment of overall implementation and opportunities for improvement.


The report concludes that the lessons learned from the administration of the 2014 Municipal Election will be integral to the planning efforts for the 2018 event and given the magnitude of administrative preparations for the 2018 Municipal Election will commence now.

On voting day the voting locations were busy, and as a result some electors experience some very minor wait times. Revisions to the Voters' List took time as the revision process required electors to complete an addition form and provide identification, data entry and swearing the information before being added to the Voters' List.

The voting locations closed at 8:00 p.m. when tabulator reports were ran and tabulators needed to be returned to the Council Chambers to upload the tabulator results into the reporting system. There were results from 39 tabulators which needed to be uploaded. The results took time to upload and release to the Town's website. Unofficial results were posted to the Town's website and posted on the main entrance at the Civic Centre.

Staff will continue to review the processes and procedures and will be presenting further reports on various topics including Ward Boundary Review prior to the next election period. Additional analysis and evaluation of best practices will be undertaken by staff.

4.1 Successes

Below is a summary of the successes and positive implementation measures achieved during the 2014 municipal election process:

a) Implementation of live electronic voter lists to promote vote anywhere opportunities during advance vote dates;

b) On-line voter registration was available in conjunction with Voter look-up;

c) The production and distribution of electronic voter lists to candidates reduced the number of paper copies required;

d) The provision of paper back up Voter List copies for voting locations was limited;

e) Implementation of tabulators for vote counting purposes. The vote tabulators worked well and unofficial election results were available very quickly;


f) Advance Vote information was posted to the Council Chambers and website very quickly before 8:30p.m.;

g) Implementation of accessible devices for accessibility;

h) The English Catholic and English Public School Boards for both elementary and secondary schools were designated a Professional Activity (PA) Day for Voting Day which allowed easier access to schools for voting locations and full use of school facilities and parking areas on Voting Day;

i) Elimination of manual counting of voted ballots at voting places;

j) Increased number of voting hours with more advance vote hours from previous elections;

k) Participation, along with other York Region municipalities, in a unique Civic Engagement Initiative that included the development of a Civics 101 guide to promote the civic engagement of newcomer communities and their understanding and participation in municipal government;

I) Increased opportunities for voting proxy certification based on Advance vote dates and hours from noon to 5:00 p.m. each advance vote date;

m) No challenges or appeals were filed or conducted regarding the election process or results reporting;

n) No compliance audit committee appeals were filed. This is credited to the registered candidates who filed complete and thorough financial statements;

o) Reasonable voter turnout;

p) Implementation of Voter Lookup opportunities prior to September;

q) Partnerships with MPAC for Voter Lookup opportunities;

r) On-line voter registrations for Additions, Corrections were introduced and used;

s) Team efforts by all, especially Information Technology Services and Clerks' staff to coordinate information technologies and ensure connectivity and efficiencies throughout the election period;


t) Candidate Information Session was held the week following Nomination Day;

u) Consultation and site inspections were conducted for all potential voting locations;

v) Use of technology, electronic formats , tabulators, Voterview (MW) software for managing the Voters' List, advance votes, voting places, record of electors who voted and election staff;

w) Consultation meetings with held with Administrators from all nursing homes and institutions;

x) Certified Personal Support Workers (PSW) or Developmental Support Workers (DSW) were assigned to nursing homes and institutions;

y) Review of Voters' Listings for nursing homes and institutions were confirmed after the delivery of PLE in August but before the distribution of Voters' List September 1;

z) Information Session with Rogers television regarding general election information;

aa) Social media announcements for voting dates, times and locations;

bb) Electronic Display boards were used throughout the election period advising of voting dates and referring electors to the Town's website for information;

cc) Website content was helpful to many residents;

dd) Candidate Information Packages were available January 1 from the Clerk's Division;

ee) Individual Candidate Information Package sessions were held acknowledgement of receipt sign-offs ensuring all candidates received similar information;

ff) The 2014 Advance Vote program was designed to encourage more voters to take advantage of the advance vote opportunities and reduce line-ups on Voting Day;

gg) Cellular and land line telephone connectivity for communications was implemented for all voting locations;

57- Page 18 of Report No. DAS-20 16-0002

hh) Positive feedback received from post-election survey from candidates, staff and the media;

ii) Inaugural and swearing in ceremony was recorded by Rogers and was televised for residents who were unable to attend the formal ceremony.

4.2 Challenges

Below is a summary of challenges posed during the municipal election process:

a) Delivery of voter list content accuracy from

b) Number of conflicting data sources from MPAC, Town records, and Voterview records;

MPAC;

c) timeframe to meet statutory posting requirements of the Voters' List is very challenging with over 4000 conflicts that were identified with materials delivered and each conflict needed to be individually assessed as to the changes or updates required;

d) The Preliminary List of Electors (PLE) delivery date is legislated July 31 from MPAC, revisions received August 19 with the need to have the Voters' List produced and distributed prior to September 1;

e) Staffing. Even with an active recruitment campaign, a number of Town staff were hired for advance vote and voting day duties to ensure consistent practices with adequately trained individuals at all voting locations. By training Town Staff for all various positions helped mitigate some of the staffing challenges. The goal to provide more highly trained and skilled workers for voting place management and technical roles was achieved;

f) Challenges in filling key positions in all voting locations and last minute staffing cancellation occurred however this is a common constant with election administration. It is anticipated that recruitment will continue to be challenging for the bulk of election positions. A higher participation rate by Town staff will be required to ensure adequate operational integrity.

g) All training manual and aids are re-written each election cycle in the view of making them more user-friendly. The training sessions were modulebased and developed by position. Overall cross training occurred with an overview in the manuals of election process, principles, legislative requirements such as identification requirements, accessibility training, and customer service training. The limited amount of training time and sheer volume of materials to be taught made it challenging to provide the optimal amount of hands-on training. The timing of the training impact on


staff resources requirements proved very challenging ;

h) Training for election staff, volumes of individuals required to be trained on various new practices and technology improvement with very tight timelines;

i) Day to day operations still continued while voting periods;

j) Additional Special Council meetings in excess of regular schedule was additional tasks at a very busy time;

k) Electors from twenty-eight streets were missing from the data from Preliminary List of Electors (PLE) from Municipal Property Assessment Corporation (MPAC);

I) Accessible voting locations;

m) Technical challenges with internet services at voting locations and secured connectivity;

n) Space requirements for equipment and supplies to be secured;

o) Counting and preparing ballot packages for each of the ballot faces after printing and testing but before distribution for advance vote and voting date;

p) Timelines between advance vote dates to balance all distributed used and unused ballots each day;

q) Security of equipment, ballots, supplies in a secured environment with controlled accesses and monitoring;

r) Advance vote dates and locations were established in June;

s) Reduced hours of voting locations for institutions, nursing homes were established in August;

t) The number of additional special council meetings in September added to a very busy and tight timeline for coordination of election activities and statutory requirements;

u) Many of the advance voting days fell on the weekends in addition to regular work schedules;

v) The cultural shift for attending Advance Vote has not been embraced by the community which resulted in the bulk of voters continuing to vote on


Voting Day;

w) Disappointing Advance Vote elector turn-out at several locations on several advance vote dates. The Town provided additional convenient locations for voters and enabled electors to vote anywhere;

x) Despite offering the accessible voting devices at ROC each advance vote and Voting Day, not one voter requested to vote in that manner;

y) Some residents expressed their displeasure regarding the selection of voting locations sites which is also common. The staff evaluated the site locations and provided site inspections for each location. A site evaluation and inspection record was prepared for each potential site with accessibility and assembly evaluations undertaken for interior and exterior features;

z) Internal staff scheduling and day of rests were difficult to accommodate when dates continued for three weeks consecutively with a small compliment of departmental staff;

aa) Political pressures and interference was limited; and

bb) On-line applications for additions - technical redirects on website from Municipal Property Assessment Corporation (MPAC) were limited by specific dates and made it difficult to update the redirects to the Town's website information and forms.


In consideration that this report is for information purposes, there are no direct financial and budgetary impacts. The financial and budgetary impacts of the initiatives will be included in the approved election budget.

In the event that ranked balloting is made available as an alternative method of vote tabulation for the 2018 municipal elections, an assessment of the merits and financial implications of such an option will be reported to Council during the review of alternative voting methods and technology for the 2018 municipal elections.


This report is for information purposes only and is available in other formats to the public, upon request to the Office of the Town Clerk. No public consultation or specific notice provision is required prior to the induction of this report.


7. CONCLUSI(.)N:

Staff are submitting this Summary Report to Council, for information purposes.

Municipal election officials strive to improve democratic participation while maintaining and enhancing the integrity of the election process. To that end, there are a number of desirable amendments to the Municipal Election Act that should be addressed prior to the 2018 municipal elections.

The plan for 2014 Municipal Election included consideration of lessons learned from past election, embracing technology, implementing new best practices and a focus on continuous improvement. Identification opportunities for improvement for future elections in underway for the 2018 Municipal Election.

Prepared by:

Pa ricia Nash, AMCT, Deputy Clerk

Approved by:

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

Recommended by:

~~ Rebecca Mathewson, CPA, CGA Director of Administrative Services!Treasurer

i

61



FEBRUARY 3, 2016

SUBJECT: PROCEDURAL BY-LAW REVISION

1. RECOMMENDATIONS:

1. That Council receive Report DAS-2016-0003 dated February 3, 2106, prepared by the Administrative Services Department respecting the Town of Georgina Procedural By-law revision.

2. That Council adopt the proposed revised Procedural By-law and, where applicable, consider and choose among the options provided.

3. That the Clerk's Division prepare a by-law to give effect to the amendments to the current Procedural By-law.

4. That Council repeal By-law No. 2015-0089, being the previously enacted Procedural By-law.

2. PURPOSE:

The purpose of this report is to seek Council's adoption of a revised Procedural By-law. Attachment #1.

3. BACKGROUND:

The current Procedural By-law was adopted after Council review of Report DAS-2015-0033, dated June 10, 2015. After consideration, Council adopted the following resolution:

1. That Council receive Report DAS-2015-0033 dated June 10, 2015 prepared by the Administrative Services Department respecting the Town of Georgina Procedural By-law revision.

2. That Council adopt the proposed revised Procedural By-law with the exception of Section 3(1 O)(m) requiring all committees and boards to hold and conduct meetings on Town property, and Section 5(4)(b) permitting a vote in closed session: those items to be reviewed by staff for a report back to Council in September of 2015.

3. That Council repeal By-law No. 2014-0123 (COU-2), being the previously enacted Procedural By-law.

62

-Page 2 of Report No. DAS-2016-0003 -

4. That Council review this amended Procedural By-law in six months to determine its effectiveness, as well as a review of the frequency of closed sessions and the types of issues being dealt with in closed session.

Due to a number of scheduling issues and pending amendments to the Municipal Act, S.O., 2001, c. 25, as amended, effective January 1, 2016, the proposed by-law was not brought to Council in September 2015. Instead, all issues and reviews are being submitted concurrently. A comparison of current and proposed by-law provisions is included as Attachment #2.

5. ANALYSIS:

During consideration of the proposed Procedural By-law on June 10, 2015, several suggested amendments were deferred pending further information. In addition, new issues are now requiring Council consideration.

1. Outstanding issues: Outstanding issues from the June 10, 2015 deliberations include:

(a) Require committees and boards to meet on Town properties absent emergency or extenuating circumstances.

As reported previously, Town staff consulted with the Town's insurance provider and were advised that risk management best practices should be that all Town committees and boards meet on Town properties. This would ensure that the meetings are open, accessible, and held on property in which the Town is responsible for with regard to maintenance and safety.

During the June 10, 2015, deliberation, staff was asked to advise whether Business Improvement Area Boards are considered town committees/boards. Pursuant to Section 204 of the Municipal Act, Business Improvement Boards are considered a local board of a municipality. However, due to their special needs, staff recommend that Business Improvement Boards be exempted from the requirement to meet on town property.

Options:

Option 1: To adopt language presented in the proposed procedural by-law under Section 3(1 O)(n):

"Save for Business Improvement Boards of the Town, except for emergency or extenuating circumstances, all committees and boards shall hold and conduct meetings on Town property."

63


OR

Option 2: Not adopt the proposed recommendation.

(b) Allow a member of Council to require a (unrecorded) vote in closed session.

Under the Municipal Act, Council can only vote in closed session for two reasons: 1) for procedural reasons (i.e. ratify closed meeting minutes); and 2) to give directions or instructions, to officers, employees or agents of the municipality, local board or committees. Although votes in closed session cannot be recorded, one Council member has asked for the possibility of requesting an unrecorded vote for any of the two reasons listed above. There is nothing in the Municipal Act that precludes Council from holding an unrecorded vote in closed session and proposed language is included in the proposal.

(c) Whether more restrictive language can be used concerning the ability to move into closed session.

Nothing in the Municipal Act or the current procedural by-law, except for the new mandatory Section 5(2)(b) of the Procedural By-law, requires closed meetings. In other words, the entirety of Section 239(2) of the Municipal Act and the corresponding provisions in the Procedural By-law is discretionary in nature. For Council consideration, the following is a summary of closed sessions held in 2015. More detailed information is available in Attachment #3.

Total number of Council meetings in 2015: 44

Number of Council meetings in 2015 with Closed Sessions: 25

Reasons for Closed Sessions under the Municipal Act

239(2)(a)- Security of Property 2

239(2)(b)- Personal Matters, Identifiable Individual 19

239(2)(c)- Proposed or Pending Acquisition or Disposition of Land 3

239(2)(d)- Labour Relations 8

239(2)(e)- Litigation or Potential Litigation 10

239(2)(f)- Solicitor/Client Privilege 13

64


239 (3.1)- Education or Training

Total

__§

60

(d) "In the case of a member leaving a meeting for a short period of time, can a meeting be recessed before quorum is lost and reconvened upon the return of the member"?

Section 7(9) of the Procedural by-law allows a motion to recess for a specific length to time, shall not be debatable and shall only be amendable with respect to the length of the recess. However, if the quorum is lost due to an unanticipated absence of a member, Section 2(8)(c) of the Procedural By-law that if a quorum is lost during a meeting, the meeting will end if it is not regained within fifteen (15) minutes.

There is nothing that prevents a meeting from recessing before quorum is lost and reconvened upon the return of the member. However, a recess is for a specified period and should the member not return within that specified period, it would appear that after 15 minutes, the provisions of 2(8)( c) mandate that the quorum is lost and the meeting has ended.

(e) Recorded vote rotation.

Section 8(5) of the Procedural By-law contains the instructions for recording votes in the following order: Regional Councillor, alphabetical order and Mayor. Council is free to change the order of recorded vote rotation and some suggestions include:

Preemptory language: "When a member requests, immediately prior to the taking of the vote, that the vote be recorded, the Clerk shall, with the exception of members who have declared a pecuniary interest, call all members present at the meeting to vote."

Options:

Option 1: The Clerk shall call and Members shall indicate or announce their vote in order of their surnames, beginning with the Member who requested the recorded vote.

OR

Option 2: When a recorded vote is requested by a Member, or is otherwise required, the Clerk shall call the vote in random order following the name of the Member who requested the recorded vote. The City Clerk shall record the name and vote of every Member on the question.

65


OR

Option 3: The Clerk, beginning with member who requested the recorded vote, call the vote on a rotating schedule.

Note: The remaining language in Section 8(5)(b) will remain, beginning with the words "The name of each member who voted and the manner in which he/she voted shall be noted in the minutes ... "

2. New Issues:

(a) New mandatory Closed Session requirements.

Amendments to the Municipal Act now require that a meeting or part of a meeting be closed to the public if the subject matter concerns an ongoing investigation respecting the municipality, a local board or a municipally-controlled corporation by the Ombudsman appointed under the Ombudsman Act, an Ombudsman referred to in subsection 223.13(1) of the Municipal Act or the investigator referred to in 239.2(1) of the Municipal Act.

The Municipal Act provisions cited above refer to a municipal-appointed ombudsman (223.13(1)) or a closed meeting investigator (239.2(1)). The discussion of any matter under investigation by any such person must be conducted in closed session. However, any final report or recommendation arising from such an investigation will be available to the public.

(b) Additional meeting

Due to the increased amount of business of the Town, it has been suggested that the third meeting of the month be made a regular meeting.

6. FINANCIAL AND BUDGETARY IMPACT

There are no financial or budgetary impacts associated with recommendations contained in this report.

7. PUBLIC CONSULTATION AND NOTICE

Section 238 of the Municipal Act requires that a municipality adopt a procedural by-law for governing the calling, place and proceedings of meetings. It also requires that a municipality provide public notice of meetings. It does not require public notice of the contents to original or amended procedure by-laws.

66


7. CONCLUSION:

After another seven months' experience with the Procedural By-law, Council has been able to evaluate whether the reason for its adoption (improved political and administrative processes, enhanced public service, achieved efficiencies, incorporated best practices, reflected the changing needs of the Town of Georgina) has succeeded and continues to meet its needs. The increasing familiarity of procedures and process has allowed Council to continuously gauge their effectiveness and it is submitted that adoption of the proposed amendments will lead to continued improved administrative processes and best practices.

Approved by:

l1 ){11 var11r Winanne Grant, BA, CEMC, AMCT Chief Administrative Officer

Recommended by:

Rebecca Mathewson, CGA, CPA Director of Administrative Services & Treasurer

Attachment 1- Proposed mark-up of Town of Georgina Procedural By-Law Attachment 2- Procedural By-Law Comparisons Attachment 3- Closed Session analysis

67

THE CORPORATION OF THE TOWN OF GEORGINA IN THE

REGIONAL MUNICIPALITY OF YORK

BY-LAW 2016-0003 (COU-_)

PROCEDURAL BY-LAW

A By-law to govern the calling, place and proceedings of meetings for the Town of Georgina.

WHEREAS Section 238 (2) of the Municipal Act, S.O. 2001, c. 25, as amended, provides that every municipal Council pass a by-law for governing the calling, place and the proceedings of meetings;

NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF GEORGINA HEREBY ENACTS AS FOLLOWS:

1. DEFINITIONS

In this by-law:

(1) '"ACTING MAYOR'" means the Member of Council who has· been appointed by by-law to act in the place or stead of the Deputy Mayor in the absence or incapacity of the Mayor and subsequent Deputy Mayor. (Deputy Mayor is also referred to as the Regional Councillor).

(2) "ADDENDUM" means any addition to an item on the agenda. Changes in motions or resolutions following discussion on an agenda item are not considered an addendum. Means any addition to a completed written agenda or an addition to an item on the agenda. Changes in motions or resolutions following discussion on an agenda item are not considered an Addendum.

(3) "AD HOC COMMITTEE" means a committee established by Council from time to time to act on a temporary or singular initiative or matter, and shall be deemed discontinued when its recommendations upon the specified initiative or matter have been provided and further recommendations are no longer required unless it is continued by Council.

DAS-20 16-0003 Attachment #1

Page 1 of 5

68

3. COUNCIL MEETINGS

(2) Regular Meetings

(a) Unless otherwise provided by resolution of the Council, the regular meeting of Council shall be held on:

• The first Wednesday of each month at 9:00 a.m. (local time);

• The second Wednesday of each month at 7:00p.m. (local time);

• The third Wednesday of each month will be reserved for meetin§s, as required at 9:00a.m.;

• The third Wednesday of each month at 9:00 a.m. (local time);

• The fourth Wednesday of each month at 7:00 p.m. (local time).

(1 0) Committees/Local Boards of Council

(m) Agendas and meeting minutes of committees and boards should be formatted and created so that they appear substantially similar to those resulting from Council meetings.

(n) Save for Business Improvement Boards of the Town, except for emergency or extenuating circumstances, all committees and boards shall hold and conduct meetings on Town property.


Page 2 of 5

69

5. COUNCIL IN CLOSED SESSION

(2) Type of Business

(a) A meeting may be held in closed session only when the subject matter to be discussed relates to one or more of the following:

(i) The security of the property of the municipality or local board;

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

(iii) A proposed or pending acquisition or disposition of land by the municipality or local board;

(iv) Labour relations or employee negotiations;

(v) Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board;

(vi) advice that is subject to solicitor-client privilege, including communications necessary for that purpose;

(vii) a matter in respect of which a council, board, committee or other body may hold a closed meeting under another Act;

(viii) A meeting of a Council or local board or of a committee of either of them may be closed to the public if the following conditions are both satisfied:

a. The meeting is held for the purpose of educating or training the members.

b. At the meeting, no member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of Council, local board or committee.

(b) A meeting shall be closed to the public if the subject matter being considered

is an ongoing investigation respecting the municipality, a local board or a

municipally-controlled corporation by the Ombudsman appointed under the

Ombudsman Act, an Ombudsman appointed by the Town or a closed meeting

investigator.


Page 3 of 5

70

5. COUNCIL IN CLOSEp SESSION

(4) Voting In Closed Session

(a) No vote in closed session shall be taken unless,

(i) The subject matter is permitted as per subsection 5(2) of this by-law; and

(ii) The vote is for a procedural matter (i.e. adopt minutes, to recess, adjourn, adopt closed session minutes) or for giving directions or instructions to officers, employees or agents of the Town or Council appointed board, committee or persons retained by or under contract with the Town or Council appointed board or committee.

(b) Recorded votes shall not be taken at a closed session. However, any member may request a vote in accordance with 5(4)(a)(ii).

DAS-2016-0003 Attachment #1

Page 4 of 5

71

(5) Recorded Vote

(a) Recorded votes shall only be taken at Council meetings.

(b) When a member requests, immediately prior to the taking of the vote, that the vote be recorded, the Clerk shall, with the exception of members who have declared a pecuniary interest, call all members present at the meeting to vote.

Option 1: The Clerk shall call and Members shall indicate or announce their vote in order of their surnames, beginning with the Member who requested the recorded vote.

OR


OR


If a member at a Council meeting, where a motion is put to a vote and a recorded vote is taken, does not vote, he/she will be deemed to have voted in the negative unless the member's reason for abstaining is due to his/her declaration of a pecuniary interest, in which case his/her abstention shall be deemed to be neither a negative nor an affirmative vote. The Clerk shall announce the total number of votes for and against and the Presiding Officer shall announce the results.


Page 5 of 5

72

No.

1.

2.

3.

4 .

5.

CORPORATION OF THE TOWN OF GEORGINA Proposed Procedural By-Law

February 3, 2016 Comparing By-Law No. 2015-0089 to February 3, 2016 Proposed By-Law

Current By-Law

Section 1 (2)

N/A

N/A

N/A

Section 3(2)(a)

Proposed By-Law

Section 1 (2). In order to eliminate confusion, change language to: "Addendum" means any addition to a completed written agenda or an addition to an item on the agenda. Changes in motions or resolutions following discussion on an agenda item are not considered an Addendum. Options: Add Section 3(1 O)(n):

"Save for Business Improvement Boards of the Town, except for emergency or extenuating circumstances, all committees and boards shall hold and conduct meetings on Town property".

Section 5(2)(b)- Under amendments to the Municipal Act: "A meeting shall be closed to the public if the subject matter being considered is an ongoing investigation respecting the municipality, a local board or a municipally-controlled corporation by the Ombudsman appointed under the Ombudsman Act, an Ombudsman referred to in subsection 223.13(1) of the Municipal Act [Town-appointed ombudsman], or the investigator referred to in 239.2(1) of the Municipal Act [closed meeting investigation]." New Section 5(4)(b) :

"Recorded votes shall not be taken at a closed session. However, any member may request a vote in accordance with 5(4)(a)(ii)."

(2) Regular Meetings

(a)

•

•

•

•

Unless otherwise provided by resolution of the Council, the regular meeting of Council shall be held on:

The first Wednesday of each month at 9:00a.m. (local time);

The second Wednesday of each month at 7:00 p.m . (local time);

The third Wednesday of each month at 9:00a.m. (local time);

The fourth Wednesday of each month at 7:00 p.m . (local time).


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6. Section 8(5)(b) Amended with the following: "When a member requests, immediately prior to the taking of the vote, that the vote be recorded, the Clerk shall, with the exception of members who have declared a pecuniary interest, call all members present at the meeting to vote."

Option 1 : The Clerk shall call and Members shall indicate or announce their vote in order of their surnames, beginning with the Member who requested the recorded vote.

OR


OR


Note: The remaining language in Section 8(5)(b) will remain, beginning with the words "The name of each member who voted and the manner in which he/she voted shall be noted in the minutes ... "


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Meeting Date Closed Session? Subject Matter of Closed Meeting (Municipal Act) January 7, 2015 YES 239(2)(b), 239(2)(d), 239(2)(f) January 14. 2015 YES 239(2)(b), 239(2)(e) January 21, 2015 YES 239(2)(f) January 28, 2015 YES 239(2)(b), 239(2)(d), 239(3.1) February 4. 2015 YES 239(2)(f) February 10, 2015 NO February 11 , 2015 NO February 18, 2015 YES 239(2)(a). 239(2)(d), 239(2)(e) x 2, 239(2}(f), 239(3.1) February 25, 2015 YES 239(2)(f) March 4, 2015 YES 239(2)(b) X 2, 239(2)(c), 239(2)(f) X 3 March 11 , 2015 YES 239(2)(f) March 25, 2015 NO April 1, 2015 NO April 8, 2015 NO April15, 2015 YES 239(3.1) April 22, 2015 NO May 6, 2015 YES 239(2)(a) , 239(2)(c) , 239(2)(e) May 13, 2015 NO May 20. 2015 YES 239(3.1) May 27, 2015 YES 239(2)(b) X 2, 239(2)(e) June 3, 2015 YES 239(2)(b) June 1 0, 2015 NO June 17, 2015 YES 239(2)(b} X 2, 239(2)(d) June 24, 2105 NO July 14, 2015 YES 239(2)(b), 239(2)(f) July 15, 2015 YES 239(2)(f) August 11 , 2015 YES 239(2)(b} X 4, 239(2)(e} X 3, 239(2)(f) X 2 August12, 2015 NO September 9. 2015 YES 239(2)(b), 239(2)(d), 239(2)(e) September 16, 2015 YES 239(2)(c), 239(2)(d) September 23, 2015 NO October 7. 2015 NO October 14, 2015 NO October 21 , 2015 YES 239(2)(b), 239(2)(d) October 28, 2015 YES 239(2)(b) November 4, 2015 YES 239(3.1) November 11 , 2015 NO November 18, 2015 YES 239(2)(b) November 23, 2015 NO November 24, 2015 NO November 25, 2015 NO December 2. 2015 YES 239(2)(d}, 239(2)(e) December 9, 2015 NO December 16, 2015 NO

Reasons for Closed Sessions under the Municipal Act 239(2)(a)- Security of Property 239(2)(b)- Personal Matters, Identifiable Individual 239(2)(c)- Proposed or Pending Acquisition or Disposition of Land 239(2)(d)- Labour Relations 239(2)(e)- Litigation or Potential Litigation 239(2)(f)- Solicitor/Client Privilege 239 (3.1 )- Education or Training


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FOR CONSIDERATION OF COUNCIL FEBRUARY 3, 2016

SUBJECT: REVIEW OF MUNICIPAL ELECTORAL WARD BOUNDARIES AND COUNCIL COMPOSITION

1. RECOMMENDATIONS:

1. That Report No. DAS-2016-0005 prepared by Administrative Services dated February 3, 2016 respecting Review of Municipal Electoral Ward Boundaries and Council Composition be received.

2. That Council undertake a Review of Municipal Electoral Ward Boundaries for the Town of Georgina, in the manner outlined in Report No. DAS-2016-0005.

3. That Council approve the Guiding Principles for the Municipal Electoral Ward Boundary Review process, as described in Attachment #1.

4. That Council approve the Draft Scope of Work and Terms of Reference for the Municipal Electoral Ward Boundary Review, as described in Attachment #2.

2. PURPOSE:

The purpose of this report is to provide Council with the information relating to a ward boundary review process for the Town of Georgina prior to the 2018 municipal elections and to seek Council's approval of Guiding Principles and Scope of Work/Terms of Reference to undertake a review of Municipal Electoral Ward Boundaries and Council Composition.

3. BACKGROUND:

3.1 Legislative Framework

The Municipal Act, 2001, S.O. 2001, c.25, as amended, (the "Act") establishes the statutory processes and framework under which ward boundary adjustments can be implemented.

Section 222 of the Act provides the legislative authority for a municipality to divide or re-divide the municipality into wards or to dissolve the existing wards.

76Page 2 of Report No. DAS-2016-0005

The Act does not set out any specific criteria to guide ward boundary reviews nor does it mandate that a municipality conduct a ward boundary review. However, section 223 of the Act contains a mechanism whereby electors (500 or one percent of municipal electors, whichever is less) may petition Council to pass a by-law dividing, re-dividing or dissolving existing wards. Appeals to ward boundary decisions (including decisions not to conduct a ward boundary review) can be made to the Ontario Municipal Board ("OMB").

3.2 Town of Georgina Ward Boundary Reviews- Timeline

On September 23, 1996, Council adopted by By-law 96-096 (AD-7), reducing the number of wards from 7 to 5 for the 1997 Municipal Election.

On February 11, 2013, Council approved Resolutions C-2013-0068 and C-2013-0079, resulting in the mandate that a review of ward boundaries be undertaken prior to the 2018 municipal election. Council did not proceed with a review of the electoral ward boundaries and did not make any changes to the ward boundaries at that time.

On February 11, 2013, Council approved Resolution C-2013-0079. Council confirmed that no changes be made to the current five (5) ward system or to the current council composition of seven (7) members.

In the 2016 budget, Council approved $30,000 from the Contingency Reserve Fund for the retention of a consultant to undertake the review if Council determines that the services of a consultant are warranted.

3.3 Rationale for Undertaking Review

Due to the population growth within the Town since 1996 and the anticipated growth prior to the 2018 municipal election, it is recommended that Council review electoral ward boundaries for the Town of Georgina in order to ensure that residents are effectively represented.

Continued confidence in the electoral process requires that it engage effective representation with considerations of fairness, consultation, consistency, accountability, and transparency. Clear and workable guiding principles must be established to evaluate any alternative electoral systems for the Town. Thus, reliable data on present and future population trends across the Town is very important to the success of the evaluation.

Among the fundamental issues that are to be considered in a ward boundary review are:


• Does the current municipal electoral ward boundary system provide fair and equitable representation as a whole and for each the population distribution within each ward?

• Is the current municipal electoral ward boundary system aligned with fair and equitable distribution of population numbers, size, and geographical complexity?

• In what ways, if any, has the population changed since the last approved evaluation period ( 1996)?

As stated above, any ward boundary review should include meaningful and extensive public consultation. This type of review is often conducted by independent consultants who have already developed and put in use proven tools and processes to undertake the review in a comprehensive, consistent, unbiased, and efficient manner.

3.4 Criteria for Dividing Wards

Because the Municipal Act does not provide guidance on what constitutes an effective ward review, court precedents and OM B appeal decision are instrumental in evaluation of ward boundary review methodology and the development of Guiding Principles. Such reviews require extensive demographic, economic and societal analysis.

The landmark decision involving electoral boundaries was Supreme Court of Canada decision Reference re Prov. Electoral Boundaries (Sask.) (aka the Carter Case). 1 In that decision the Court was asked to evaluate a provincial electoral boundary plan and held that "effective representation" was the standard for creating electoral boundaries in Canada. The Court explicitly rejected the "one person, one vote" mathematical parity utilization in favour of effective representation through relative parity of voting power. In its opinion, the Court noted that effective representation must take into account such factors as: geography, community history, communities of interest, and minority representation.

Following the Carter decision, appeal decisions of the OMB have provided additional guidance to ward boundary review analysis. Among the criteria that the OMB will look to when reviewing a ward boundary proposal appeal are:

1. Does it equitably distribute the population and the electors? 2. Does it respect identifiable communities of interest? 3. Does it utilize natural, physical boundaries that are locally recognized?

1 Reference re Prov. Election Boundaries (Sask.), [1991] 2 S.C.R. 158 (1991)


4. Does it serve the larger public interest of all electors of the municipality in contrast to the interest of a small group?2

Interestingly, in the Teno decision, the OMB rejected both parties' offer of guiding principles which included whether a ward boundary proposal had broad public support. The OMB, found that "broad public support" is not a relevant criteria for assessing whether there should be a re-division of ward boundaries and that, in keeping with Supreme Court of Canada's Carter decision, "Public opinion' should never override effective representation." 3

With respect to appeals of ward boundary decisions, the OMB has held that it should only amend or repeal a decision of a municipality only if there is compelling reason to do so. In order to analyze each individual appeal, the OMB held that it would look at the following:

1. The criteria used by the municipality, the studies undertaken to inform the application of those criteria, and the appropriateness of the proposed implementation of those criteria;

2. The process followed by the municipality, particular in terms of the extent to which steps were taken to inform the public and provide an opportunity for public comment;

3. The ground of the appeal against the municipality's decision and any additional grounds advanced at the hearing of the merits.4

3.5 Guiding Principles

As a result of the Carter case and OMB decisions, it is common for municipalities to road map ward boundary reviews through use of guiding principles. Among the most common of principles adopted are:

• Effective Representation • Communities of Interest • Representation by Population • Population Trends • Natural and physical features

Attachment #1 contains a draft Guiding Principles statement for Council consideration.

a) Representation by Population and Communities of Interest

2 Teno v. Lakeshore (Town), OMB Decision/Order No. 2902, p. 7 [2005] 3 Ibid, p. 9 4 Hambly v. Innisfil (Town), OMB Case No. MM090039, p. 4 [2009]


The present composition of the Council of the Town of Georgina is seven (7) members: Mayor, Deputy Mayor/Regional Councillor and five Ward Councillors.

While representation by population is very important in achieving effective representation, population alone is not the overriding consideration. The Federal electoral districts established by Elections Canada accommodate human and geographical factors and allow for deviation from the average boundaries to approximately 25% (+/-). Likewise, OMB decisions also have recognized that a 25% -33% deviation in population is acceptable so long as other factors are considered (geography, community history, community interests an minority representation, etc.). There are a number of additional factors that can have been considered including demographic and social characteristics, housing stock of similar age and style, and economic ties. 5

A municipality having five wards should equally contain about 20% of the population to be fairly dispersed. Current ward population, based on data available from Census 2011 is 43,517, suggesting that if population parity were the only criteria used, each ward would consist of approximately 8, 704 individuals.

In contrast, an analysis of the number of Electors per ward based on actual election results for the years 2010-2014 allows a measure of comparison. While not representing population totals, the following table illustrates the number of registered electors in each of the five (5) districts during the 2010-2014 municipal elections and available population estimates.

Table 1- Electorate by Ward 2010-2014 elections

Description 2006 Deviation 2010 Deviation 2014 Deviation Number of Ward 1 8310 +38% 8831 +39% 9276 +38% Electors

Ward2 6449 +7% 6859 +8% 7354 +9% Ward 3 4505 -34% 4811 -32% 5086 -32% Ward4 5862 -3% 5930 -7% 6448 -4% Ward 5 5029 -20% 5207 -22% 5419 -24%

Total Eligible 30155 31638 33583 Electors

As Table 1 illustrates, based on the number of actual electors only, three of the five wards currently are near or exceed the acceptable deviation without any evidence that other factors have been considered in order to support the deviation.

5 The City of Barrie, May 2013. "Staff report Re: Ward Boundary Review Recommendation: [2013]


Table 2- Population

Census *Estimates *Estimates *Estimates *Estimates 2011 2016 2021 2026 2031

43,517 52,800 57,900 63,900 70,300

*Town of Georgina Draft Official Plan

b) Growth trends

Growth estimates are often used to project population growth through analysis of approved development proposals. Recognizing that concentrated growth is projected in several current wards, any ward review must look to future development plans in order to strive for effective representation. A recent OMB decision reaffirmed the importance of development forecasts when it amended a municipality's ward boundary by-law after finding that it did not consider approved developments when it calculated population forecasts. 6

Due to the expected growth in Georgina, it is estimated that a ward boundary review conducted for the 2018 municipal election should strive to accurately provide effective representation (including population estimates) through a 2022 municipal election. Given the current growth forecasts for Georgina, it is recommended that any current ward boundary review be reassessed prior to the 2026 municipal election.

c) Natural and physical features

The division of ward boundaries by physical features has been held to be an important factor by the OMB. The failure of a municipality to adhere to the boundaries of a highway was the basis for the OMB to alter a ward boundary on an appeaL7 Natural and physical features can include parks, highways, rivers, forests, railways, districts, and trails. Physical features are included because they have an impact on how residents relate to their geographic surroundings.

4. ANALYSIS

4.1 Consultant Recommendation

Due in large part to the numerous and complex factors addressed above, staff is recommending that a ward boundary review be conducted by a consultant. There have been instances whereby municipal staff (with or without assistance of members of Council) have conducted their own ward reviews. However, the

6 Milani V. Vaughan (City), OMB Decision No. MM090024 [2009] 7 Ibid.


amount of resources and level of expertise needed to conduct a ward boundary in the Town of Georgina is likely to exceed staff availability. Further, the utilization of an expert consultant reduces the likelihood that a ward boundary review decision will be successfully challenged.

4.2 Qualifications

It is preferred that the consulting services meet a set of qualifications that ensures a level of independence and expertise. Accordingly, it is recommended that the following criteria be used to establish qualifications for use in the selection process for the Ward Boundary Review consultant:

• A degree from a recognized university in a relevant field of study such as law, ethics or public administration, political sciences, or a combination of equivalent education, training and/or experience;

• Comprehensive experience in managing ward boundary review activities; • Experience in representing an organization, in interacting and consulting

at a senior level with a broad range of stakeholders, elected officials, general public, policy and decision-makers, as well as the media;

• Extensive knowledge of relevant legislation, including the Municipal Act, 2001, and Municipal Elections Act, 1996;

• Knowledge of municipal governance, composition and structure; • Analytical experience with excellent verbal and written communication

skills; • Personal and professional integrity; • Good interpersonal skills, sound judgement and discretion; • Ability to interpret provisions of various statutes, regulations, guidelines

and policies; • Ability to provide services on a part-time, flexible, and as-needed basis; • Have no other dealings or employment with the Town or financial interest

in work undertaken by the Town and have no involvement in political campaigning and/or endorsements or related conflicts of interest;

• Demonstrated understanding and experience with applicable municipal law and practices acquired through municipal experience; and Proven objectivity, impartiality and neutrality.

4.3 Scope of Work

A Draft Scope of Work for a proposed consultant is attached to this report, as Attachment #2. It is requested that Council review the draft Scope of Work and provide recommendations on the level of services from a consultant required prior to staff obtaining firm estimates and availability.

4.4 Timelines

A Draft/Proposed Implementation Schedule is provided as Attachment #3.


Completion of this project is time sensitive as it is necessary to have the by-law and any appeal process concluded before the deadline of December 31, 2017 to have it take effect for the 2018 Municipal Election.

Important factors to consider include:

1) If the By-law is appealed to the Ontario Municipal Board, timing of hearing schedule will be placed within all municipalities in Ontario undertaking appeals. The OMB Appeal process is unknown and could take several months to have the matter scheduled and concluded.

2) Consultant availability for completing project as many other municipalities throughout the Province of Ontario are undertaking similar projects at the same time with the same deadlines.

4.5 Other Municipalities- Municipal Ward Boundary Reviews

Attachment #4 contains a summary of municipalities that have either recently procured (or plan to procure) consultants to conduct municipal ward boundary reviews and the cost or estimated costs (where available) of such contracts.

4.6 Other Considerations - Composition and At-Large

(a) Composition

The current Council composition representation consists of Mayor, Deputy Mayor/Regional Councillor and five Ward Councillors.

(b) At-large

At Large/no wards is an option for consideration. Although staff is not recommending any change from the current 5 ward system at this time, OMB decisions held that precluding such an option was reason to overturn a ward boundary review. 8

4.7 Actions required by Council

Council is asked to approve a methodology. Staff involvement is anticipated to include providing data and logistical support.

Should Council find merit in adjusting the municipal ward boundaries, public consultation is crucial to the process. Communication and consultation could public information sessions, ward chats, on-line surveys, comment sheets, feedback sheets, and social media broadcasts to encourage feedback and

8 Ottawa (City) v Osgoode Rural Community Association, 39 MPLR (3d}, [2003].


engage the public.

4.8 Next Steps

It is recommended that Council consider the following :

a) Review the methodology (through the Guiding Principles and Scope of Work and Terms of Reference) and proposed implementation schedule and provide direction to staff.

b) Public involvement and participation is vital and a comprehensive communication strategy must be developed. Staff recommends including information on the Town's website and social media formats to enable residents to obtain information regarding the processes and progress of this endeavor. An on-line survey, accessible and tillable comment forms and general information on the proposed boundary maps should be prepared.

c) A written formal report should be prepared by an independent party. The report should include recommendations outlining options for new and/or revised ward boundaries for Council's comment, input and deliberation and decision.

d) Stakeholder information sessions and at least one public meeting must be advertised and held prior to any decision by Council. The comments received from the public consultation would be presented formally through a Preliminary Options and Findings Report at a public meeting. The Preliminary Options Report would summarize options for discussion, debate and deliberation by Council.

e) Council may choose to hold additional public meetings, if deemed necessary.

f) A Final Report and recommendations would be presented to Council. The Final Report would make the decision on boundary adjustments and introduce a by-law for consideration. Should Council adopt the required by-law, formal notice would be provided to the public outlining the appeal period and process for appeal. The decision would be posted on the Town's website and available for public distribution.

f) Should an appeal be filed within the prescribed timeframe, a Hearing would need to occur prior to December 31, 2017. Should the OMB allow an appeal, any Order may:

i) Approve the by-law as presented; ii) Amend the by-law;


iii) Repeal all or part of the by-law; iv) Approve and amend the by-law; ii) Direct Council to repeal all or part of the by-law, to amend the by

law, or both;

g) If a ward boundary decision is not appealed within the prescribed time, staff would implement the changes for the 2018 election.

If the entire ward boundary review process begins in early 2016, there should be sufficient time to permit all the necessary consultation and appeals prior to December 31, 2017. It is not known how long an OMS Appeal may take, often several months. A suggested implementation schedule is provided within this report. Attachment #3


The requested budget amount of $30,000 includes the following anticipated costs:

i) Operational costs; ii) Consulting Fees; iii) Advertising costs for the consultation sessions, notices for public meeting

and passage of by-law; iv) Publication of information packages; v) Printing of reports, surveys, options, maps, etc.; vi) Administrative implementation of the municipal ward boundary changes;

and vii) Legal and consultant fees, if the By-law is appealed to the Ontario

Municipal Board.


While notice of the passing of a by-law with respect to alteration of 1wards is mandated by the Municipal Act, no specific public consultation is required. However, past decisions of the OMS and responsive, open and transparency considerations should dictate that public consultation is an important element of any ward boundary review.

No specific notice or public notice is required for presentation of this report.

7. CONCLUSIONS:

In a review of the appeals filed with the OMS with respect to municipal ward reviews, it is evident that in order to withstand OMS scrutiny, a great deal of planning and analysis is necessary in order to satisfy the effective representation requirement.


The Town of Georgina last effected ward boundaries in 1996 for the 1997 election. Although the current imbalance between all wards in Georgina may or may not be within tolerance levels acceptable to the OMB, the risk is that if a ward boundary review is not conducted, the gap in representation between Town wards will only increase given the immediate and near term growth projections. For these reasons, staff recommends that Council approve the recommendations contained in the report.

Prepared by:

Approved by:

()Jhvanr Winanne Grant, B.A., AMCT, CEMC Chief Administrative Officer

ATTACHMENTS:

Attachment #1 - Guiding Principles

Recommended by:

~~ Rebecca Mathewson, CPA, CGA Director of Administrative Services & Treasurer

Attachment #2- Draft Scope of Work and Terms of Reference Attachment #3- Draft/Proposed Implementation Schedule Attachment #4 - Summary of Other Municipal Electoral Ward Boundary Reviews

86

TOWN OF GEORGINA GUIDING PRINCIPLES

The Municipal Electoral Ward Boundary Review in Georgina will have regard to the following principles:

1) REPRESENTATION BY POPULATION:

• Council agree that voters should be equally represented by having wards with reasonably equal electorate totals to the number of elected officials;

• Council may wish to discuss representation and composition of Council; • Council has recognized the foreseeable growth taking place in areas of the Town,

and due to this that some differences in the number of electors per ward are acceptable;

• Council must balance a number of factors to achieve effective representation; • To the extent possible, wards should have relatively equal population totals; and • Given the geography and varying population densities and characteristics of the

municipality, a degree of variation will be acceptable.

2) REPRESENTATION OF COMMUNITIES OF INTEREST:

• Council deemed it advisable to avoid breaking up traditional neighbourhoods and communities of interest within the Town;

• Council has retained the existing composition structure established in 1996 whereby there will be 5 wards representing the communities of interest;

• In order to achieve maintaining the communities of interest, much of the growth in wards 1 and 3 which are anticipated and will take place prior to the next election will be redistributed;

• It is desirable to avoid fragmenting traditional neighbourhoods or communities of interest within Georgina;

• It is considered desirable to keep historic communities contained within a ward • New communities should be represented within a single ward when possible; and • It is desirable that differing property characteristic types (such as lakefront,

commercial, and industrial) be presented in as many wards as possible.

3) RECOGNITION OF FUTURE GROWTH:

• Long-term growth and development would impact electorate distribution; • Foreseeable growth was considered and the following has been factored into the

average electorate and electorate per ward; • Community Development; • Growth Management; • Infrastructure; • Financial Management; • Service Delivery; and

Report No. DAS-2016-0005 Attachment #1

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• Given the varying rates of population growth across Georgina, any proposed ward designs should take into account the projected population changes so that wards will be equitable for up to four (4) terms of Council.

4) REPRESENTATION OF PHYSICAL FEATURES AS NATURAL BOUNDARIES:

• The Ward boundaries should be coherent and contiguous in shape; • The natural features used for Ward boundary delineation should be recognizable,

such as visible capital structures such as roads, highways, or the natural Environment, such as rivers and significant topographical land formations, such as mountains, hills, valleys;

• Consideration will be given to using natural and man-made features as ward boundaries that already serve as physical boundaries of communities; and

• Where feasible, the preferred features to define a ward boundary are arterial roads, highways, railway lines, waterways, rivers and creeks.

5) OVERRIDING PRINCIPLE OF 'EFFECTIVE REPRESENTATION' :

• The specific principles are all subject to the overriding principle of 'effective representation' as enunciated by the Supreme Court of Canada in the Carter case.

6) ELECTORATE DISTRIBUTION

• Equal representation by eligible electors across ward is a Council desired goal when examining the opinions and proposals for re-dividing the wards.


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DRAFT SCOPE OF WORK

Background

The Town of Georgina Council is comprised of seven (7) members, including the Mayor, Regional Councillor/Deputy Mayor, who are elected at-large, and five (5) local Ward Councillors. Georgina's current system of local Ward Councillors was adopted in 1997, as a result of a 1996 Ward Boundary Review Process.

According to the 2011 Census data, the population of Georgina was 43,517.

The current five wards have the following estimated voter population and total population counts:

WARD Estimated 2016 2021 2031 Current Voter Population Population Population Population (estimate)* (estimate)* (estimate)*

1 9,816 2 7,518 3 5,513 4 7,096 5 6,134 TOTAL 36,077 52,800 * 57,900 * 70300 *

* per Town of Georgina Official Plan Review- Growth Management Population Growth Forecast

Objectives

To conduct a comprehensive review of the Town of Georgina's municipal electoral ward boundaries in order to arrive at an effective and equitable system of representation using guiding principles. The ward structure is to be in place for the 2018 Municipal Election.

The Ward Boundary Review shall be conducted within the following parameters: • Provide options for a realignment of the existing five (5) ward boundaries; • Provide other options for consideration by Council; • Develop a ward structure that will accommodate growth and population shifts for

approximately two Municipal Elections (2018, 2022); • Conduct all steps in the work program including research, public consultation,

consultation with current Members of Council and the provision of a Options Report and Final Report including recommendations to the Council no later than June 1, 2016; and,

• Utilize the experience gained through previous ward boundary reviews, other municipal electoral ward boundary reviews and the outcome of OMB hearings and Supreme Court of Canada decision in those cases where a review has been appealed;

• Attend and conduct public consultation sessions;


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• To provide options for a realignment of the existing five (5) ward boundaries or other options;

• Prepare a Preliminary Options Report; • Present to Council the Preliminary Options Findings Report; • Present the Council the Final Report; • Develop a ward review report that that will accommodate growth and population

shifts for approximately at least two municipal elections (2018 and 2022) • Conduct all steps in the work program including research, public consultation,

consultation with current Members of Council and preparation of Final Report and recommendations to Council no later than September 30, 2016;

• Develop and map alternative designs structures; • Work within any parameters established by Council and administered by staff; • Attend Ontario Municipal Board Hearings as an expert witness, if required.

Guiding Principles

The Municipal Electoral Ward Boundary Review in Georgina will have regard to the Guiding Principles detailed in the "Town of Georgina Guiding Principles" attachment to Report No. DAS-2016-0002.

Deliverables

The Consultant will be responsible for the conduct of all aspects of the project including research, public consultation (including consultation with current Members of Council), past candidates, analysis, formulation of options, and presentation of the Preliminary Options and Finding Report and Final Report including recommendations for the consideration of Council.

The Consultant will develop, in consultation with the Director of Administrative Services & Treasurer and the Town Clerk, a comprehensive work plan and timetable based on the following general parameters:

• PHASE1: • Lead initial public consultation process, which shall include:

o Public Engagement; o Engagement of Members of Council, community groups and associations,

school boards, general public, any other identified organizations, and o individual residents; o Consider on-line survey, comment sheets; o As part of the public consultation process, the Consultant to attend meetings

to be arranged at the Georgina Civic Centre; o Receive and review comments and submissions from the initial public

consultation process and provide analysis by September, 2016.


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• PHASE 2: • Formulate draft options for revised ward boundaries with commentary.

o Prepare and present Preliminary Options Report with recommendations, and draft options to the Council by June 2016.

o The report shall include several options for a ward structure and Council size that will accommodate projected growth and population shifts until 2030.

• PHASE 3: • Lead public consultation, on draft 'Preliminary Options Report with Findings'

presented in the interim report, as directed by the Council by June 2016.

o As part of the public consultation, Consultant to attend at least one (1) community meeting to be held at the Georgina Civic Centre

• PHASE 4: • Prepare the Final Options Report with recommendations for presentation to

Council by September 2016.

• PHASE 5: • By-Law passed on December 2016.

• PHASE 6: • By mid-February 2017- Appeal Period and Circulation of Notice of Passage-

45 day appeal

• PHASE 7: By end of February 2017, if no challenges or appeals filed, By-law would take effect for the 2018 municipal election

The Director of Administrative Services & Treasurer and the Town Clerk will be responsible for overseeing the contract for the Consultant, ensuring the necessary staff resources are available, timelines are met, and public consultation proceeds in accordance with municipal policy and procedures.

If appeals are filed, they are forwarded to the OMB for Hearing. A request would be made for early consideration.

The Director of Administrative Services & Treasurer and the Town Clerk will be responsible for overseeing the contract for the Consultant, ensuring the necessary staff resources are available, timelines are met, and public consultation proceeds in accordance with municipal policy and procedures.

The Office of the Town Clerk shall :

• Provide general assistance and act as liaison between the municipality and


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Consultant; • Oversee the prov1s1on of printing services, mapping, communication,

correspondence and other services as arranged between Consultant and the Director of Administrative Services & Treasurer and Town Clerk;

• Attend Public Information Sessions; • Prepare necessary public notices and publication of meeting dates, times, and

locations on the Town's website;


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DRAFT/PROPOSED IMPLEMENTATION SCHEDULE

DESCRIPTION OF ACTIVITY

Council discussion of review Decision to Hire an independent consultant Start review Background Research Issue RFP- Consulting Services for Municipal Electoral Ward Boundaries Review Draft Options Options Report Prepare survey, comment sheets, website, social media, Issue notice for public consultation Public input and involvement Issue statutory notice for Public Meeting Draft Options Options Report Final Report Second Public Meeting, if necessary Council Decision Pass By-law, give notice Time for appeal Last day to appeal is 45 days following the passing of the by-law End of Appeal If appealed, deadline for forwarding Appeal Record to the OMB OMB Hearing *if required OMB Decision *if required By-law in force * Implementation Public communication of ward changes prior to 2014 election

TOWN OF GEORGINA PROPOSED TIMETABLE January 2016 February 2016

February 2016 October 2015- February 2016 February 12, 2016

June 2016 July/August 2016 January 2016

March 2016 Throughout process June 2016

June 2016 June 2016 September 2016 September 2016 November 2016 December 2016 Prior to February 2017

February 2017 Prior to Dec. 2017

March - December 2017 December 31, 2017 For 2018 municipal election If not appeal, immediately following appeal period or decision prior to December 31, 2017


Page 1 of 1

93

SUMMARY OF WARD BOUNDARY REVIEWS

Below is a summary of municipalities surveyed to determine if municipal electoral boundaries study or reviews have been undertaken

Municipality Population Year

Bradford West 30,000 2009 Gwillimbury

East Gwillimbury 22,000 2010

lnnisfil 33,079 2009 Markham 310,000 2012/13

Milton 84,655 2009 Richmond Hill 185,541 2005

Vaughan 288,301 2008 2009 2015

Whitchurch- 37,628 2009 Stouffville

Budget Estimate Amount $25,000.

$40,000.

$40,000.

150,000 in 2015 budget

$19,000.

Review and Reports Completed

Watson & Associates in association with Dr. Robert J. Williams Dr. Robert J. Williams "as expert witness at OMB

Dr. Robert J. Williams completed a ward review prior to the 2014 election. Number of wards didn't change however boundaries were moved

Dr. Robert J. Williams New ward boundaries made effective for the 2006 municipal election. Dr. Ronald G. Landes & Dr. Robert J. Williams expert witnesses at OMB Review. Went to OMB and some amendments were made Dr. Robert J. Williams

DAS-2016-0005 Attachment 4

Paqe 1 of 1

94




FEBRUARY 3, 2016

SUBJECT: COMMITTEES AND BOARDS ANNUAL ACTIVITIES SUMMARY REPORT

1. RECOMMENDATION:

1. That Council receive Report No. DAS-2016-0007 prepared by the Administrative Services Department, dated February 3, 2016, for informational purposes and on behalf of the following committees and boards with respect to their 2015 annual activities reporting:

• Committee of Adjustment • Georgina Accessibility Advisory Committee • Georgina Agricultural Advisory Committee • Georgina Economic Development Committee • Georgina Environmental Advisory Committee • Georgina Equity and Diversity Advisory Committee • Georgina Heritage Committee • Georgina Safe Streets Committee • Keswick Cemetery Board • The Link Steering Committee • Cooke's Cemetery Board • Georgina Public Library Board

2. PURPOSE:

The purpose of this report is to provide Council with an annual summary of activities and accomplishments for the existing Committees and Boards of Council.

3. BACKGROUND:

Each Committee or Board of Council has an approved Terms of Reference outlining their mandate/objectives. Most of the Committees meet once per month, excluding the summer months. Because the municipal election occurred the end of 2014, nonstatutory committees were not established until June 2015.


ANALYSIS:

The summaries for each advisory Committee are provided below:

Committee of Adjustment (COA): • Total number of Minor Variance Applications was 37 with 36 decisions rendered • Total number of Consent Application was 13 with 12 decisions rendered • Total number of meetings in 2015: 18

Georgina Accessibility Advisory Committee (GAAC): • Barriers identified at various public parks and facilities. Specific attention was

turned to Georgina's beaches and site visits were made to Willow Beach, De La Salle and Bonnie Park. Recreation and Culture applied for and were approved funding from the province to make De La Salle more accessible. At the request of Council, GAAC approved funding from the Accessibility Reserve to finance the remaining required funds.

• Through a written request from the GAAC, approved by Council, York Region was requested to install an audible pedestrian traffic signal at Woodriver Bend at Dalton Road intersection. We have been advised this will occur later in 2016 following the construction of the watermain.

• GAAC established an Outreach and Information Sub Committee to organize educational and awareness efforts.

• Conducted multiple site plan reviews as required by the Operations and Engineering Department

• Total number of meetings in 2015: 8

Georgina Agricultural Advisory Committee (GAgAC): • Hosted Farm Tour for Council in celebration of Agricultural week. • Through recommendations from the GAgAC, Council approved the purchase of

road safety share the road signs. • Representation at Regional Agricultural Meeting and other agricultural forums. • Through recommendations from GAgAC Council approved plans to host a

regional farm equipmenUroad safety workshop in 2016. with possible partners in neighbouring communities such as Brock Township,

• Total number of meetings in 2015: 6 (including Joint meeting with Georgina Environmental Advisory Committee).

Georgina Economic Development Committee (GEDC): • Committee has approved 20 grant applications received from local community

organizations who provide events and programs to strengthen the capacity of our community and/or create economic impact within our community.

• Over $34,000 has been provided to support the efforts of the organizations who help to make Georgina a community we can all be proud of.

• In 2015 the Committee approved Community Improvement Plan grant application submitted by six business owners. This will result in an investment


of over $60,000 to improve storefront fa9ades and street-scaping within the Sutton, Keswick and Jackson's Point business Improvement Areas.

• The Committee has also supported a partnership with a local resident to formalize an Ice Fishing Ambassador Program in Georgina for the 2016 ice fishing season.

• With a new Committee appointed in late spring, the new members are excited about becoming more involved in Economic Development Initiatives


Georgina Environmental Advisory Committee (GEAC): • Hosted semiannual regional Environmental Advisory Committee Meeting. • Representation of the Georgina Environmental Advisory Committee (GEAC) at

the Ontario Invasive Species Council's conference held at the Hamilton Royal Botanical Gardens.

• Hosted annual joint meeting with the Georgina Agricultural Advisory Committee. • Plan to host an Earth Hour event for 2016 • Plan to focus on education awareness prevention and best practices for

invasive species. • Total number of meetings in 2015: 3 (including Joint meeting with Georgina

Agricultural Advisory Committee).

Georgina Equity and Diversity Advisory Committee (GEDAC): • Consulted with, York Regional Police (YRP) in response to Eruv (Jewish ritual) . • Developed Presentation regarding the success of the former lnclusivity Action

Plan (lAP) sub-committee. • Formalized 2016 work plan. Goals are to; participate in a cultural event and in

the Town's Canada Day Celebrations, to visit the Chippewas on Georgina Island, and build on the welcome banner campaign from 2014.


Georgina Heritage Committee (GHC): • The Committee has reviewed requests for removal of designations. The

Committee's reviewed the requests but advised residents they should direct their request to Council.

• St. James Parish Hall Report finalized. The Committee will be sending this report to Council with the request for designation.

• Mansion House Plaque. The Committee presented the plaque to the Mansion house in Sutton.

• Member Allan Morton presented to Council regarding the significant impact of incentives for owners of designated properties.

• The Committee prepared letters to the province regarding the previous grant program. .

• Representation of the GHC at the Regional heritage workshop hosted by the province.


• GHC has agreed to prepare a letter to Council detailing the importance of the example the Town sets by maintaining heritage designated properties.

• GHC plans to consider how Georgina might benefit from following the lead of Richmond Hill in charging an application fee for owners requesting removal of designation.


Georgina Safe Streets Committee (GSSC): • Made recommendations to Council regarding various residential inquiries. • Supported the Georgina Agricultural Advisory Committee's request to Council

for Road Safety Share the Road signs. • Reviews road safety inquiry tracker on an ongoing basis. • Total number of meetings in 2015: 5

Georgina Selection Committee (GSSC): • Reviewed and recommended applicants to Council for member appointments

for statutory and non-statutory committees and boards. • Conducted interviews for applicants for the Lake Drive Shoreline Jurisdiction Ad

Hoc Committee. • Total number of meetings in 2015: 7

Keswick Cemetery Board (KCB): • Request for proposal OED2015-039 for the hiring of a cemetery sales

administration & management person for the Keswick Cemetery • The successful candidate for the proposal OED2015-039 is Jenn and Brian

Baker from Baker Volts. • Columbarium has been purchased and is placed on the grounds. • The Columbarium fee schedule has been sent to the Ministry of Government

Services for approval. • Total number of meetings in 2015: 6

The Link Steering Committee (TLC) • Construction of Phase 1 ongoing throughout the year until the Grand Opening

on November 12, 2015- approximately 350 people attended • Rewilding Black River Strategy commenced including public engagement

sessions - initial stages of outdoor project at The Link to begin in Spring/Summer 2016

• The Link Logo was adopted by Council • The Link Business Plan was adopted by Council • Core Tenant License Agreements were prepared for presentation to Council in

early 2016 • An Expression of Interest for additional (itinerant) tenants at The Link was

released -four proposed tenant groups were selected by the TLC to be presented to Council for approval in early 2016



Cooke's Cemetery Board (CCB) • Continuing to develop plan to replace fencing around perimeter. The Committee

investigated and provided cost estimates to Dan Murnaghan, Manager of Parks & Facilities, Operations & Engineering.

• Committee revised by-laws, which are to be sent to Council for approval. • Identified and discussed several pruning and maintenance with Dan

Murnaghan, including the following completed items: o Removal of diseased Ash tree. o Removal of the pile of dirt from the north east corner, and o Trimming of the Cedar hedge on east side.

• Plan to establish rotating schedule for the clean-up of grave sites excluding winter months from November until the end of March; and excluding May and October which are scheduled as clean up days.

• Draft By-laws prepared in December 2015. • Total number of meetings in 2015: 5

Georgina Public Library Board (PLB) - Separate report to be submitted


As there are no financial recommendations in this report, there are no budgetary impacts. However, under separate reporting requirements, the Town prepares annual per diem information for elected officials.


N/A

6. CONCLUSION:

The Report demonstrates the accomplishments that the various Council-appointed committees and boards achieved during the 2015 calendar year in furtherance of their mandates.


Submitted on behalf of the Committees named in this report:

Prepared by:

S~Brislin Committee Services Coordinator

Approved for submission by:

~~~ Rebecca Mathewson, CPA, CGA Director of Administrative Services!Treasurer

Approved for submission by:

(lihvanr -Winanne Grant, B.A., AMCT, CEMC Chief Administrative Officer

100

From: OASW Central Ontario Branch [mailto:[email protected]] Sent: Tuesday, January 19, 2016 3:47 PM To: Margaret Quirk <[email protected]> Subject: Social Work We~k 2016

Dear Mayor Quirk,

We are writing to request that you proclaim March 7-13, 2016 as Social Work Week in the Town of Georgina.

Few professions match social work for the wide variety of settings in which they work and the range of services they provide. Social workers work as front-line practitioners, clinicians, managers, supervisors, and administrators. They are also therapists, educators, and researchers. They work at all levels of government and some hold political office.

The theme for Social Work Week 2016 is Social Workers Help Turn Issues Into Answers. This year's theme was selected to highlight the significant role that social workers play in helping people improve the quality of their lives and achieve their goals. The profession's uniqu~ education, understanding of systems, grounding in the social determinants of health and strengths-based approach ideally position social workers to assist members of the public in finding answers to issues they want to resolve.

Social Work Week provides an opportunity each year for social workers to promote and celebrate their profession and the life-changing work that they champion in the Town of Georgina and communities throughout the province.

Thank you very much for your continued S!,Jpport. Please do not hesitate to contact me if you require any further information.

Tracey Nesbitt

Tracey Nesbitt, Manager OASW Central Ontario Branch 41 0 Jarvis St. Toronto ON M4Y 2G6 [email protected] (416) 923-4360 Turn Issues Into Answers. Social Workers. Real Experts for Real Life. www.oasw.org

1

101Your local land use authority

While antenna siting falls under the Federal Government's exclusive jurisdiction, Industry Canada's policy is to seek meaningful local input with respect to antenna siting. To that end, Industry Canada requires that proponents of telecommunication facilities consult with the public, either through the local land use authority's existing public consultation process, or through the Industry Canada Default Process, as part of Client Procedure Circular (CPC) 2-0-03 (2008).

The purpose of consultation is to ensure that the effected public is aware of the antenna structures and/or installations proposed within their communities and that local authorities can make known to the proponent, and Industry Canada, factors which may have bearing on ensuring that antenna systems are deployed in a manner which consider local surroundings. While a municipality does not have the right to veto a proposal, Industry Canada expects proponents to consider constructive comments brought forth by the public and land use authorities with a view to allowing a site to proceed, while ensuring a proposed site accommodates local concerns for which solutions can be found. Proposed tower sites are not bound by local zoning by-laws, however proponent must provide (when requested) supporting information to the land use authority so that comments may be provided to assist the proponent in developing a site plan which reflects as closely as is reasonable the intentions of the zoning for the chosen location.

Notwithstanding the Federal Government's requirements for public consultation, SBA Canada and its tenant wireless service providers are committed to working with the local land use authority. This public notification has been designed to provide all the necessary information as required by Industry Canada and by your local municipality to those properties that fall within the notification radius.

Why is a new tower requ ired? A radio antenna and tower are the two most important parts of a radio communication system.

The antenna is needed to send and receive signals for the radio station. The tower raises the antenna above obstructions such as trees and buildings so that it can send and receive these signals clearly. Each radio station and its antenna system (including the tower) provide radio coverage to a specific geographic area, often called a cell. The antenna system must be carefully located to ensure that it provides a good signal over the whole cell area, without interfering with other stations. In areas where there are many cells, the antennas do not need to be very high. Where the cells are larger, the antennas must be higher above the ground level in order to provide good radio coverage for the whole area.

In this case, SBA Canada and its wireless service providers have determined the need for new antennas in the area in order to adequately provide continuous coverage and service to the existing and future customer base in the coverage area. Currently, the network is burdened by a combination of poor voice and data quality in these areas at some times of day. In some cases, the coverage is such that a handset would be unable to place a mobile call at all in the subject location and surrounding area. The result of this situation is ongoing customer complaints, high "dropped call" rates, and in extreme circumstances, the potential inability to place a mobile call that may be absolutely critical in an emergency situation.

Where will it be located?

The proposed location of the tower is at 24644 McCowan Road

The geographic coordinates for the site are: Latitude: 441S 23.03'' Longitude: 79 22' 54.34"

SBA Canada strongly supports co-location on existing towers and structures. The use of existing structures minimizes the number of new towers required in a given area and is generally a more cost effective way of doing business.

What will this tower would look like?

SBA Canada is proposing a 50 meter high selfsupport tower to improve upon the overall poor coverage in your area by its carriers.

Above is a rendering of the proposed tower as viewed from McCowan Road

What about the environment?

SBA Canada and its wireless service providers, attests that the radio antenna system described in this notification package will comply with the Canadian Environmental Assessment Act, as this facility is excluded from environmental assessment.

102What about Health & Safety?

Health and Safety are paramount to SBA Canada and any wireless service provider. Health Canada has established electromagnetic exposure guidelines, known as Safety Code 6, to ensure the safe operation of wireless antenna installations. SBA Canada and its wireless service providers ensures that all of its facilities operate well below the allowable limits measured, taking into account all pre-existing sources and combined effects of additional carrier co-locations; in fact, this site will be thousands of times below the allowable limits.

SBA Canada and its wireless service providers attests that the radio antenna system described in this notification package will be constructed in compliance with the National Building Code of Canada which includes all applicable CSA Radio Communications Regulations.

SBA Canada and its wireless service providers attests that the radio antenna system described in this notification package will comply with Transport Canada I NAV Canada aeronautical safety requirements. SBA Canada and its wireless service providers will make and obtain all necessary applications and permits to Transport Canada and NAV Canada and will undertake to provide for these requirements in the final tower design when they are made available.

The proposed facility would include one locked, alarmed and electronically monitored mechanical equipment shelter. Fencing would be installed around the base of the tower and equipment shelter and would include one locked gate access point.

For more information on antenna siting in Canada:

http://www.ic.gc.ca/eic/site/smtgst. nsf/eng/sf08777. html

http://www.hc-sc.gc.ca/ewhsemt/pubs/radiation/radio guidelignes direct/index-eng.php

How can I get involved? SBA Canada is committed to public consultation. You are invited to provide comments aboutthis proposal by mail or Email. In order to ensure your comments are considered, you must respond by close of business on February 18, 2016 to:

M.A. Planning 8 Caswell Drive Toronto, ON M2M 3L9 Email: [email protected]

Open house information session: February 18, 2016from6:30- 8:00pm The Link, 20849 Dalton Rd, Sutton

Your Industry Canada contact: ATIENTION: Proposed AntennafTower at 24644 McCowan Rd, Georgina, ON Industry Canada Toronto District Office 55 St. Clair Avenue East, Room 909 Toronto ON M4T 1M2 Telephone: 1-855-465-6307 Fax: 416-954-3553 Email: [email protected] Hours: 8:30a.m.- 4:30 p.m. (By appointment only)

Your Land-Use Authority contact: Andrea Furniss, Senior Planner - Policy Planning and Building Department Town of Georgina T: 905-476-4301 Ext. 2253 E: [email protected]

(SBA

"NOTICE FOR RESIDENCE WITHIN 150 METER OF A NEW

PROPOSED CELL TOWER. INFORMATION IS ENCLOSED."

AS PER LOCAL MUNICIPALITY NOTIFICATION RADIUS

Proposed 50 m wireless telecommunication tower

Located at: 24644 McCowan Rd

Town of Georgina

Old Homestead Road

Proposed S

~ p., 0

~ Baldwin Road j

~ 0 DJ ~

103NOTES: 1 SITE PLAN SHOWN TAKEN FRO~ INFORMATION

PROVIDED BY COOGLE EARTH CONTRACTOR TO VERIFY THAT ALL EXISTING INFORMA TI ON IS AS INDICATED ON SITE PLAN CONTRACTOR TO ESTABLISH THE EXISTENCE AND LOCATION OF ALL EXISTING OVERHEAD AND UNDERGROUND UTILITIES IMMEDIATELY NOTIFY THE CONSTRUC TION MANAGER OF ANY DISCREPANCIES

TEP DOES NOT GUARANTEE, OR ENSURE THE PRECISION, ACCURACY, OR CORRECTNESS AND ASSUMES NO RESPOOSIBIUTY OR UABIUTY FOR DAMAGES, LOSS OF REVENUE OR INJURY THAT MIGH T OCCUR THE INFORMATION SHOWN IS INCORPORATED FOR REFERENCE ONLY.

---

LExiSTING TREES~

I I I I I I

SITE PLAN APPROVAL

I I I I I I I I

---

I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I _ _ L---

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AREA: 299,4 16m2

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EXIST UTILITY POLE

EXIST U GH T POLE

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---

' / \PROPOSED 60m SELf ,,''/

SUPPORT TO'NER SEE SHEET C-2 FOR EL.EV

·.................. .,..,'',

PROPOSED 18::-:~~--,-- ---------(JX TOWER HE1Gh1)

---------

-~ \ I \ I I I \ I I \ I \ I I

_ ... ---

--

~ 32Ei TRYON ROAD

RALEIGH. NC 27603-3530 1£\.: (919) 661-6351 FAl: {919) 651 -6350

.... -0 1!-0t-15 SITE PI...AN APPROVAL

BALDWIN 2

SBA SITE LO

ON70952-S

""' .......... 2-4644 ~CCOWAN ROAD CONCESSION 6, LOT 1J GEORGINA, ON LO£ 1RO

SHEEr NAWE

SITE PLAN APPROVAL

C-1 fEP ,. 64959-712·43

104T /LIGHTNING ROD

ELEV: +62.0m

T /TOv.1':R ~ it MOUNT (ROGERS)

ELEV: +60 Om

ELEV.: +5.3 Om

~ it ~OUNT (BELL)

STRUCTURAL NOTES: 1 STRUCTURAL CALCULATIONS PREPARED

8'r' OTHERS

2. CONTRACTOR TO REFER TO TOWER STRUCTURAL CALCULATIONS FOR A001l10NAL LOADS NO ERECTION OR MODIF"ICATI~ OF TO'IIt{R SHALL BE '-AADE WlTHOOT APPROVAL OF STRUCTURAL ENGINEER

~ EXISTING GRADE ELEV: 0 OOm (REF)

TOWER ELEVATION

PROPOSED LIGHTNING ROO SUPPLIED BY 0 THERS

1:'--cii;;;IW..,U..---:;::>~~~~~~;~ ~~gE:~u~;NEL INSTALLED BY TENANT CONTRACTOR

PROPOSED GENERIC MW DISHES INSTALLED BY TENANT CONTRACTOR

SCALE: 1:JDO

..

PROPOSED CHAIN LINK FENCE WITH BARBED WIRE EXTENSION FURNISHED & INSTALLED BY CONTRACTOR

[ seA D)J S8A CANADA. ULC

-468 SAINT-.I:AN STR(ET, 9.ll£ -iOO "'0NTREAI.., CU:BEC H2Y 2S1

TEl: (514) 656-5233

....

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TEL: (9tt)) 661-6351 FAX: (it) 661-6350

.... ....

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lOWER ELEVATION

SHEET NU'-'BER

C-2 'ttP I: 64959-71243

105

Carolyn Lance

Subject: FW: Sle anniversaire du drapeau du Canada I 51th Anniversary of the Canadian Flag

51 e anniversaire du drapeau

du Canada

Madame,

Monsieur,

Le 1 5 fevrier 2016 marquera le 51 • anniversaire

du drapeau national du Canada. C'est une

occasion ideale de renforcer et de celebrer

notre identite, notre patrimoine et nos

symboles, ainsi que d'en apprendre davantage

sur les origines de notre drapeau.

Afin de faciliter Ia promotion du 51 e

anniversaire de notre drapeau, je joins ace

courriel Ia version electronique de l'affiche du

jour du drapeau national du Canada. Vous

trouverez egalement ci joint un bouton que

vous pourrez utiliser sur votre site Web afin de

diriger vos visiteurs au site Web du Jour du

drapeau national du Canada.

Si vous prevoyez organiser un evenement pour

souligner le Jour du drapeau, vous pouvez

commander des articles promotionnels en

completant le formulaire en ligne disponible a

http:/lcanada.pch .qc.ca / enq / 1449158599459.

Vous pouvez aussi partager vos recits et des

photos de vos activites du Jour du drapeau sur

Facebook, Twitter et Flickr en utilisant le mot

clic #Drapeaucanadien.

1

51st Anniversary of the

Can ad ian Flag

Dear Sir or Madam:

February 1 5, 201 6, will mark the 51st

anniversary of the National Flag of Canada. It is

an opportunity to strengthen and celebrate our

identity, our heritage and our symbols, as well

as to learn more about the origins of our flag.

To help with the promotion of the 51st

anniversary of our flag, you will find attached

an electronic version of the National Flag of

Canada Day poster. You will also find attached

a button to use on your website to lead your

visitors to the National Flag of Canada Day

website.

If you plan on organizing an event for Flag Day,

you can order promotional materials for your

activity by visiting

http: //canada.pch.gc.ca/ enq /1 449158599459

and completing the online form.

You can also share stories and photos from

your Flag Day activities on Facebook, Twitter

and Flickr using the hashtag #CanadianFiag.

To obtain additional information regarding the

anniversary of the National Flag of Canada,

please contact the Department of Canadian

Heritage by replying to this email.

106Pour de plus amples renseignements

concernant l'anniversaire du drapeau national

du Canada, veuillez communiquer avec le

ministere du Patrimoine canadien en repondant

ace courriel.

Je vous prie d'agreer, Madame, Monsieur,

!'expression de mes sentiments les meilleurs.

Affiche du lour du drapeau national du Canada

Bouton pour votre site Web

I PaltimOine Canadian canadien Hi!ritage

Please accept my best wishes.

National Flag of Canada Day poster

Button to use on your website

.I Canadian Pa1nm01ne Hi!ritage canadien

Si vous ne desirez plus recevoir cette information, annulez votre abonnement.

Not interested anymore? Unsubscribe.

2

107

interoffice Planning and Building Department

•M•E•M•O--•~ Town of Georgina

DATE:

TO:

CC:

FROM:

RE:

January 21, 2015

Carolyn Lance, Council Services Coordinator

Harold Lenters, Director of Planning & Building Mamata Baykar, Secretary-Treasurer, Committee of Adjustment Ingrid Fung, Junior Planner

Velvet Ross, Manager of Planning

Committee of Adjustment- February 22,2016 Meeting- UNDER REVIEW

The following is provided for Council's information respecting Committee of Adjustment matters currently under consideration.

File Owner Location Status A41-15 1 084466 Ontario Ltd 51 Franklin Beach Under Review; Staff Report Minor Variance (c/o A&T Homes) Road available February 18, 2016

Proposal The owner has submitted an application for minor variance requesting relief to permit the construction of a 1 %storey single family dwelling on the property, which is considered as a "Through Lot" by Zoning By-law 500 as it has frontages on two roadways, Franklin Beach Road and Albert Street. The owner is proposing a front yard setback of 7.4 metres from Albert Street; whereas a minimum setback of 8.0 metres is required. The proposed setback of 6.86 metres from the front lot line abutting Franklin Beach Road complies with the setback provisions of the By-law pursuant to Section 5.9 (Established Building Line). Therefore, relief for the setback from same is not required . Relief is also requested to permit a maximum lot coverage of 42% for the construction of the proposed dwelling and a future accessory structure (e.g. storage shed); whereas a maximum lot overage of30% is permitted. The property is zoned site specific Residential (R).

File Owner Location Status B18-15 John Holtrop 23091 and 23051 Under Review; Staff Report Consent Woodbine Ave., available February 18, 2016

Keswick

Proposal The owner has submitted an application for consent to sever and convey a portion of the farm property containing a second dwelling unit away from the total landholding. The property has a broken lot frontage along Woodbine Avenue, and contains two single family dwellings and several farm buildings thereon. The owner resides in the southerly dwelling (23051 Woodbine Avenue) and his son and daughter-in-law reside in the northerly dwelling (23091 Woodbine Avenue). The owner wishes to sever the southerly dwelling (23051 Woodbine Ave.) away from the larger farm parcel; having a frontage of approximately 24.34 metres and a depth of approximately 61 metres. The property is zoned Rural (RU).

Velvet L. Ross, Manager of Planning, ext. 2251 Page 1 of2

108

File Owner Location Status B19-15 Sunrise Acquisitions W/S Woodbine Under Review; Staff Report Consent (Keswick) Inc. Avenue; N/S available February 18, 2016

Dovedale Drive, Keswick

Proposal The owner has submitted an application for consent for a lot addition/boundary adjustment, in order to sever and convey a small portion of the property (approximately 14 metres by 1.6 metres in size) from their land parcel (Blocks 53 & 54, Plan 65M-3332) to the beneficiary parcel to the south (Block 55, Plan 65M-3332). The lot addition is required in order to add a parking space to the beneficial lands so that it will conform to the parking requirements of the Zoning By-law. Both properties (i.e. Blocks 53/54 and Block 55) are zoned Shopping Centre Commercial (C4-7) and have received Site Plan Approval for commercial developments thereon.

File Owner Location Status B20-15 Consent 'A' - 2372380 'A' - SIS Hwy 48 Under Review; Staff Report Property 'A' Ontario Inc. (vacant; west of 'B') available February 18, 2016 B21-15 Consent 'B'- 2314251 'B' - 26233 Hwy 48 Property 'B' Ontario Inc. (Uitramar Gas Bar)

Proposal The owners of the adjoining properties have submitted concurrent applications for consent to grant a permanent mutual easements over portions of their properties in favour of the other, in order to facilitate the construction of a shared driveway that provides access/egress onto Highway 48. Property 'A' is zoned Rural (RU) and Highway Commercial (C2-25) ; Property 'B' is zoned Highway Commercial (C2).

Should Council wish to obtain further information, please contact Mamata Baykar, Secretary-Treasurer to the Committee of Adjustment.

/vir


109

interoffice Planning and Building Department

•M•E•M•O--•@ Town of Georgina

DATE:

TO:

CC:

FROM:

RE:

January 20, 2016

Carolyn Lance, Council Services Coordinator

Harold Lenters, Director of Planning & Building Mamata Baykar, Secretary-Treasurer, Committee of Adjustment Ingrid Fung, Junior Planner

Velvet Ross, Manager of Planning

Committee of Adjustment-January 25,2016 Meeting- STAFF RECOMMENDATIONS

The following is provided for Council's information respecting Committee of Adjustment matters currently under consideration.

File A38-15 Minor Variance

Proposal

Owner

1697071 Ontario Limited

Location

21143 Dalton Rd, Sutton

Status

Agenda released; staff support application for Deck #3; but do not support application for Shed #3

The owner has submitted an application for Minor Variance requesting relief from the conditions imposed on a prior Minor Variance approval (Application AB-15) which was heard by the Committee on June 15, 2015. The property is zoned Low Density Urban Residential (R1) and is located on the east side of Dalton Road, north of Naselle Avenue, in Jackson's Point.

Pursuant to the consideration of AB-15, the Committee granted relief from various provisions of Zoning By-law 500 in order to address existing non-compliant locations and deficient setbacks from the lot lines for 3 existing sheds and 3 existing wood decks constructed on the property. Relief was also considered to permit a wood privacy fence having a maximum height of 3 metres along the north lot line and the rear lot line, and to recognize increased lot coverage for all buildings and structures on the property of 32%.

At this time, the applicant seeks the following relief: 1) Relief to permit the existing Shed #3 located in the interior side yard having a minimum setback of 0.8 m from the north lot line; whereas a minimum setback of 1.2 metres is required.

2) Relief to permit the existing Wood Deck #3 to remain in its current location in the rear yard having a setback of 0.1 metres from the northerly interior lot line; whereas a minimum setback of 1.2 metres is required.

Staff Recommendation: Staff support the variance for Wood Deck #3 to be reconstructed in the rear yard, but do not support the variance for Shed #3 to be


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located at 0.8 metres from the northerly interior side lot line. Staff have also recommended that the approval of the variance for Wood Deck #3 be subject to 2 conditions (to be fulfilled within 1 year of the COA decision): 1) that the owner relocates Shed #3 to be in compliance with the provisions of Zoning By-law 500, or be removed from the property, and 2) the owner receives final approval for the previous Variance Application (File: A8-15).

File Owner Location Status

B13-15 Brian Lytle High Street, Sutton Agenda released; staff support Consent (Lot 8, Block 17, application.

Plan 69)

Proposal The owner has submitted an application for consent to grant a permanent easement (i.e. for more than 21 years as stipulated in the Planning Act), for the purpose of providing access to the High Street sewer main over the subject property (i.e. Lot 8; currently vacant and unaddressed), in favour of the property to the north (i.e. Lot 7; containing a single family dwelling and addressed as 49 High Street). The property is zoned Low Density Urban Residential (R 1) and is located on the east side of High Street, between Hawkins Street and East Street, in Sutton.

Staff Recommendation: Staff support application for requested consent approval to grant the permanent easement.

File Owner Location Status

B15-15 Steven Davis North Street, Sutton Agenda released; staff support Consent (Lot 2, Block 5, Plan application.

69)

Proposal The owner has submitted an application for consent to grant a permanent easement (i.e. for more than 21 years as stipulated in the Planning Act), for the purpose of providing access for maintenance purposes associated with the existing 2-storey shed located on Lot 3, addressed as 66 North Street. The shed was the subject of a recent variance approval by the Committee (application A28-15) with regard to various provisions of the Zoning By-law (i.e. height, location, lot coverage). With only a 0.7 metre setback between the shed and the lot line, the Committee granted conditional approval on November 16, 2015 of variance application A28-15, which required the owners to obtain consent approval for an easement over Lot 2 for the purpose of maintaining the roof of the shed located on Lot 3 (i.e. 66 North Street). The property is zoned Low Density Urban Residential (R 1) and is located on the west side of North Street, between West Street and Snooks Road, in Sutton.

Staff Recommendation : Staff support application for requested consent approval to grant the permanent easement.

Should Council wish to obtain further information, please contact Mamata Baykar, Secretary-Treasurer to the Committee of Adjustment.

/vir


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BY-LAW NUMBER 2016-0007 (LA-1)

BEING A BY -LAW TO AUTHORIZE THE MAYOR AND CLERK TO EXECUTE THE NECESSARY DOCUMENTS TO COMPLETE THE 5 YEAR LICENCE AGREEMENT BETWEEN THE CORPORATION OF THE TOWN OF GEORGINA, AS LESSOR AND THE GEORGINA COMMUNITY FOOD PANTRY, AS THE LESSEE, FOR USE OF 3,360 SQUARE FEET LOCATED IN THE NORTH WING OF THE PROPERTY MUNICIPALLY KNOWN AS 20849 DALTON ROAD.

WHEREAS the Town of Georgina, wishes to enter into a licence agreement with the Georgina Community Food Pantry in respect of 3,360 square feet located in the north wing of the property municipally known as 20849 Dalton Road, Sutton.

WHEREAS Council Resolution C-2015-0595 passed by Council on August 12, 2015 authorized Staff to enter into a five year licence agreement with the Georgina Community Food Pantry.

WHEREAS the Town of Georgina is a municipal corporation pursuant to the Municipal Act, 2001.

BE IT THEREFORE ENACTED BY THE COUNCIL OF THE TOWN OF GEORGINA, THAT the Mayor and Clerk are hereby authorized to execute the necessary documents to complete the 5 year licence agreement between the Corporation of the Town of Georgina, as Lessor and the Georgina Community Food Pantry as Lessee, for use of 3,360 square feet located in the north wing of the property municipally known as 20849 Dalton Road, Sutton.

READ and enacted this 3rd day of February, 2016.

Margaret Quirk, Mayor

John Espinosa, Town Clerk

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BY-LAW NUMBER 2016- 0008 (PL-1)

BEING A BY-LAW TO DEEM CERTAIN REGISTERED PLANS OF SUBDIVISION OR PARTS THEREOF NOT TO BE REGISTERED PLANS OF SUBDIVISION FOR THE PURPOSES OF SECTION 50(3) OF THE PLANNING ACT, R.S.O. 1990, AS AMENDED

WHEREAS the registered owners of lands described as Lot 66,

Registered Plan 124, Part of Lot 28, Concession 3 (NG), and Part

Lot 1, Registered Plan 186 desire to merge these lands to create

a larger landholding in order to construct a detached garage on

Part of Lot 28, Concession 3 (NG);

AND WHEREAS Lot 66, Registered Plan 124 is a whole lot on a

registered plan of subdivision that can be conveyed

independently;

AND WHEREAS all new development must comply with the

provisions of Zoning By-law No. 500, as amended, including the

limitation requirements for accessory uses, buildings or structures;

AND WHEREAS this deeming by-law will cause Lot 66,

Registered Plan 124 to be legally merged in title with Part of Lot

28, Concession 3 (NG) and Part Lot 1, Registered Plan 186,

thereby creating a single landholding;

Page 1 of 2

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NOW THEREFORE, pursuant to Section 50(4) of the Planning

Act, R.S.O. 1990, as amended, the Council of the Corporation of

the Town of Georgina ENACTS AS FOLLOWS:

1. THAT Lot 66, Registered Plan 124, of the Town of

Georgina in the Regional Municipality of York, is hereby

deemed not to be a whole lot within a registered plan of

subdivision for the purposes of Section 50(3) of the

Planning Act, R.S.O. 1990, as amended.




Page 2 of 2

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CORPORATION OF THE TOWN OF GEORGINA IN THE


BY-LAW NO. 2016-0009 (COU-2)

BEING A BY-LAW TO CONFIRM THE PROCEEDINGS OF THE COUNCIL MEETINGS HELD ON THE 3rd DAY OF FEBRUARY, 2016

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

AND WHEREAS it is deemed expedient that the proceedings of the Council of the Corporation of the Town of Georgina at its meetings held on the 3rdday of February, 2016 be confirmed and adopted by by-law.

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

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

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

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

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

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-2-

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

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




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Schedule 'A' to By-law No. 2016-0009 (COU-2)

MINUTES

Council Meeting of February 3, 2016.

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Schedule 'B' to By-law No. 2016-0009 (COU-2)

CONFLICTS OF INTEREST

Column 1

n/a

Column 2

n/a

Documents

THE CORPORATION OF THE TOWN OF GEORGINA...2016/02/03 · Georgina Council permit the absence of Regional Councillor Danny Wheeler to continue until he feels that his health has improved