FINANCE & CORPORATE SERVICES SECTION COMMITTEE AGENDA

FINANCE & CORPORATE SERVICES SECTION COMMITTEE AGENDA

COMMITTEE ROOM, TOWN HALL, MONDAY, MARCH 9, 2009, 2:00 p.m.

Page

1. CALL TO ORDER

2. MINUTES

i) Minutes of the Meeting of February 23, 2009 Recommended Action: THAT Finance and Corporate Services Section approve the minutes of February 23, 2009.

3. FINANCIAL

i) Report from the Treasurer re: Internal Loan - 2009 Capital Program Recommended Action: THAT Finance & Corporate Services Section recommend to Council that $704,000, be financed by 5 year internal loan (amortized over 10 years) from the HEC Reserve Fund at a rate of 1.935%.

ii) Report from the Treasurer re: Cheque Signatories Recommended Action: THAT Finance & Corporate Services Section recommends to Council that authority to sign cheques be assigned to one each of:

● Mayor or Deputy Mayor, and ● Chief Administrative Officer, Treasurer, or Deputy Treasurer

AND THAT these additional signatories are to act only in the absence of, or due to a Conflict of Interest by the Mayor or Treasurer;

AND FURTHER THAT the Clerk be directed to bring forward the necessary by-law.

5-9

10-13

14-15

Page 1 of 56

Page

3. FINANCIAL

iii) Report from the Treasurer re: Renewal of Group Insurance Contract Recommended Action: THAT Finance & Corporate Services Section recommends to Council approval the proposal of Mosey & Mosey for group benefits as shown on the attached schedule.

iv) Report from the Treasurer re: Reduction of Water Bill Recommended Action: THAT a reduction of the water bill for Parkbridge Lifestyle Communities not be granted.

v) Report from the Treasurer re: Waste Management Budget 2009 Recommended Action: THAT Finance & Corporate Services Section recommends to Council that the waste management reserve be used to mitigate the increase in County waste management costs in 2009 by $46,000.

vi) Report from the C.A.O. re: Physician Recruitment Contribution Proposal Recommended Action: For discussion.

4. NEW BUSINESS

i) Correspondence from the Huronia Hospitals Foundation re: Establish a Working Group of Municipal Leaders, Foundation and Hospital Representatives, and Citizens to Work Together to Address Future Hospital Capital Needs Recommended Action: That Finance & Corporate Services Section recommends to Council that one or two members be involved in the representation of a working group of Municipal Leaders to address future hospital capital needs.

5. TRAINING AND DEVELOPMENT

i) Request from Eleanor Rath to Attend the Developing Your Accessible Customer Service Strategy Seminar held in Thornhill on March 24, 2009, Sponsored by AMCTO Registration Fee: $126.00 + GST = $132.30 Accommodation: N/A Mileage: .40 per km (under review) Meals: Included

16-19

20-30

31-33

34-35

36-39

40-41

Page 2 of 56

Page


Material Fee: N/A Recommended Action: For approval.

ii) Request from Carey Tobey and Kerry Vasey to Attend the 2009 Annual Conference held in Sault Ste. Marie on June 14-17, 2009, Sponsored by AMCTO Registration Fee: $682.50 X 2 = $1365.00 GST included Accommodation: $328.83 X 2 = $657.66 Mileage: Transportation not confirmed - To be approved by C.A.O. prior to travel Meals: Upon Receipt Material Fee: N/A Recommended Action: For approval.

iii) Request from Angelina Peters to Attend the Accessible Customer Service - Train the Trainer Seminar held in Owen Sound on June 22 to June 24, 2009, Sponsored by AMTCO Registration Fee: $1,732.50 including GST Accommodation: $90.00 per night X 3=$270 + tax Mileage: Use of Own Vehicle (.40/km) under review Meals: Upon Receipts Material Fee: Nil Recommended Action: For approval.

6. REPORTS FROM COMMITTEES

1. ACCESSIBILITY ADVISORY COMMITTEE

i) Accessibility Advisory Committee Minutes - February 11, 2009 (DRAFT) Recommended Action: Receive for information.

2. PENETANGUISHENE POLICE SERVICES BOARD

i) Minutes from the Police Services Board - March 3, 2009 (DRAFT) Recommended Action: Receive for information.

42

43-45

46-49

50-53

Page 3 of 56

Page

3. HURONIA AIRPORT

i) Minutes from the Huronia Airport Commission - January 22, 2009 Recommended Action: Receive for information.

7. QUESTION PERIOD FROM MEDIA AND PUBLIC

8. ADJOURNMENT

54-56

Page 4 of 56

1. CALL TO ORDERThe meeting was called to order at 2:05 p.m.

2. MINUTES

i) Minutes of the Meeting of February 9, 2009

Moved by Councillor G. Brunelle and Seconded by Mayor A. Dubeau

THAT Finance and Corporate Services Section approve the minutes of February 9, 2009.

CARRIED

3. FINANCIAL

i) Correspondence from Gaviller & Company re: 2008 Interim Audit

The correspondence was received for information.

Action: The Treasurer will bring forward a report regarding signatories on cheques in excess of $100,000.

ii) Report from the Treasurer re: Reduction of Water Bill (4 Anne Street)

FINANCE & CORPORATE SERVICES SECTIONMINUTES

Committee Room, Town Office - Monday, February 23, 2009 - 2:00 p.m. In Attendance

Councillor P. Marion, ChairCouncillor G. Brunelle

Mayor A. Dubeau

Also in Attendance: Councillor J. Martin

E. Rath, C.A.O.C. Tobey, Town ClerkJ. Schaefer, Treasurer

R. Marchand, Chief Librarian

Page 1 of 5

Minutes of the Meeting of February 23, 2009Page 5 of 56

Staff were directed to include reference in the responding letter to the $400 threshold the Town has used.

Moved by Councillor P. Marion and Seconded by Councillor G. Brunelle

THAT a reduction of water bill of $150.46 not be granted to the owner of 4 Anne Street.

CARRIED

iii) Report from the Treasurer re: Annual Review of Employee Fidelity Bond Insurance

Moved by Mayor A. Dubeau and Seconded by Councillor G. Brunelle

THAT Finance and Corporate Services Section accept the Annual Review of Employee Fidelity Bond Insurance Report and referred to Council for adoption.

CARRIED

iv) Report from the Treasurer re: Reserve Transactions Report 2008

The Treasurer reviewed the process to change/delete/transfer reserves. It was confirmed that Council is required to adopt creation/deletion/transfers from all reserves, including those of the Library Board. Options for use of development charges were reviewed.


THAT the schedule of Reserve Transactions for the year 2008 be accepted and referred to Council, as amended by the transfer of $5000 from the Parks and Recreation Reserve to Seniors Equipment operating.

CARRIED

v) Report from the Treasurer re: Capital Program Report 2008


THAT the Finance & Corporate Services Section accepts and refers to Council for approval the schedule of Capital Transactions for the year 2008;

AND THAT the Finance & Corporate Services Section accepts and refers to Council for approval the attached reallocation of project overruns and surpluses.

Page 2 of 5


CARRIED

4. NEW BUSINESS

i) Correspondence from the Ministry of Community Safety and Correctional Services re: Congratulation of Completion of All Mandatory Emergency Management Activities

Action: There will be a formal presentation to the Fire Chief at the Council Meeting of March 9, 2009.

ii) Consideration of Sponsorship through the Penetanguishene Fund of the Huronia Communities Foundation for Alexa Lyn Lafond and Devon Lefaive Woods to Attend the Forum for Young Canadians from March 21-28, 2009, for the Study of Processes of Government in Canada held in Ottawa on Parliament Hill


THAT Finance & Corporate Services Section recommend that Alexa Lyn Lafond and Devon Lefaive Woods be sponsored from the Penetanguishene Fund of the Huronia Communities Foundation in the amount of $150 each to attend the Forum for Young Canadians from March 21-28, 2009, for the Study of Processes of Government in Canada.

CARRIED


i) Request from Mayor Anita Dubeau and Deputy Mayor Doug Leroux to Attend the Seminar on Strategies for the Future on April 28, 2009, in Vaughan Sponsored by the Ministry of Municipal Affairs & Housing Accommodation: N/A Mileage: .40 per km (under review) Meals: Included Material Fee: N/A


Action: Approved.

CARRIED

ii) Request from Councillors Anne Murphy, Pat Marion, Dan La Rose, Michel Mayotte and Jim Martin to attend the AMO

Page 3 of 5


Conference held in Ottawa on August 16-19, 2009, Sponsored by the Association of Municipalities of Ontario Accommodation: $206.00 (3nights each x5) including taxes = 3,090.00 Mileage: .40 /km (under review) + parking fees Meals: Upon Receipts Material Fee: None


Action: Approved.

CARRIED

iii) Request from Eleanor Rath and Carey Tobey to Attend the Municipal Lecture Presentation on April 8, 2009 in Orillia Sponsored by Russell, Christie, LLP Accommodation: N/A Mileage: Mileage @ .40 per km (under review) Meals: With Receipts Material Fee: Included in Registration Fee

Moved by Councillor P. Marion and Seconded by Mayor A. Dubeau

Action: Approved.

CARRIED

6. REPORTS FROM COMMITTEES

7. IN-CAMERA ITEMS

i) Convene In Closed Session


THAT Finance & Corporate Services Section Committee move into an in-camera session to discuss a proposed or pending acquisition or disposition of land by the municipality of local board;

CARRIED

ii) Report from the C.A.O. re: Proposed Parking Lot Options for Library

The Library C.E.O. was present for the in-camera discussion.

The C.A.O. provided a detailed overview of the available options.

Page 4 of 5


Discussion took place on other potential properties in the immediate vicinity of the Library. Regardless of the property selected the servicing costs and developing costs make the cost per space very high, if there is a house to be demolished. The 13 Simcoe Street option is to be referred to the Library Board for comment.

Mayor Dubeau left the meeting at approximately 3:35 p.m.

iii) Arise from Closed Session

Moved by Councillor G. Brunelle and Seconded by Councillor P. Marion

THAT the Finance & Corporate Services Section Committee rise from in-camera session with a report.

CARRIED

8. REPORT FROM IN-CAMERA MEETING

i) Library Parking Lot


That the C.A.O.’s confidential report re: Proposed Parking Lot Options for Library be received;

And that Finance & Corporate Services Section directs the C.A.O. to advise the owners of 9 Peel Street that the Town will not be pursuing the proposed land acquisition at 9 Peel Street as this parking lot option is cost prohibitive;

And that the proposal to develop a parking lot at 13 Simcoe Street be forwarded to the Library Board for their review and comment.

CARRIED

9. QUESTION PERIOD FROM MEDIA AND PUBLIC

10. ADJOURNMENTThe meeting adjourned at 3:46 p.m.

RECORDING SECRETARY

Page 5 of 5


The Corporation of The Town of Penetanguishene Finance & Corporate Services Section Report COMMITTEE: Finance & Corporate Services Section COMMITTEE CHAIR: Councillor Pat Marion SUBJECT: Internal Loan – 2009 Capital Program RECOMMENDATION That Finance & Corporate Services Section recommend to Council that $704,000, be financed by 5 year internal loan (amortized over 10 years) from the HEC Reserve Fund at a rate of 1.935%.

INTRODUCTION The 2009 includes provision to borrow from the HEC Reserve Fund to finance capital program. ANALYSIS Policy governing internal capital loans from the HEC Proceeds Reserve Fund specify terms for internal loans of 5 years and rate to be determined as current Canada bond yield rates plus 1/8%. For a construction project an appropriate amortization period would exceed 10 years. Current rate would be :

Canada 5 year 1.810% + 1/8 0.125% 1.935%

An amortization and repayment table follows: Payment Interest Balance 704,000.00 2010 78,400.00 13,622.40 639,222.40 2011 78,400.00 12,368.95 573,191.35 2012 78,400.00 11,091.25 505,882.61 2013 78,400.00 9,788.83 437,271.43 2014 78,400.00 8,461.20 367,332.64

By comparison, Infrastructure Ontario offers 3.27% for 5 year capital loans Payment Interest Balance 704,000.00 2010 83,700.00 23,020.80 643,320.80 2011 83,700.00 21,036.59 580,657.39 2012 83,700.00 18,987.50 515,944.89 2013 83,700.00 16,871.40 449,116.28 2014 83,700.00 14,686.10 380,102.39

Report from the Treasurer re: Internal Loan - 2009 Capital ...Page 10 of 56

The Corporation of The Town of Penetanguishene Finance & Corporate Services Section Report Availability of funds in the HEC is shown in the next table: Balance of HEC Reserve Fund 2008 6,433,790 Invested in Town 5,892,590 Available 541,200 Principal repayment 2009 439,843 Available 981,043 Proposed borrowing 704,000 Balance of HEC Reserve Fund 2009 277,043

BUDGETARY IMPLICATIONS This will increase costs to be covered by taxation. RISK MANAGEMENT There are no risk management implications. STRATEGIC GOALS & OBJECTIVES The transfer is consistent with the goals of accountability and safeguarding financial assets. Prepared by: J. R. Schaefer Treasurer Approved by: E.J. Rath, C.A.O. Meeting Date: February 9, 2009 Electronic File Location: S:\Administration\F11 Capital Loans\ FCS Report Internal Debenture 2009 Requirements Feb 9 09.doc


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The Corporation of The Town of PenetanguisheneFinance & Corporate Services Section Report

COMMITTEE: Finance & Corporate Services Section COMMITTEE CHAIR: Councillor Pat Marion SUBJECT: Cheque Signatories RECOMMENDATION That Finance & Corporate Services Section recommends to Council that authority to signcheques be assigned to one each of:

· Mayor or Deputy Mayor, and· Chief Administrative Officer, Treasurer, or Deputy Treasurer.

And that that these additional signatories are to act only in the absence of, or due to a Conflict ofInterest by the Mayor or Treasurer And further that the Clerk be directed to bring forward the necessary by-law.

INTRODUCTION The Town’s auditors, Gaviller & Co. have recommended that additional cheque signers benamed to ensure that cheques are signed and issued promptly. ANALYSIS Gaviller & Co. recommended in the 2009 interim management letter. “There are currently only two approved cheque signers at the Town, the Mayor and theTreasurer. During the year, the threshold on manually signed cheques was lowered from$500,000 to $100,000, as we recommended. This has led to more times when cheques mustbe manually signed. In the event one or both of the two cheques signers were unavailable, anunsigned cheque could be held at the treasury department for sometime and the risk ofmisplacing it increased. We recommend that the Deputy Mayor, CAO and Deputy Treasurer be added to the list ofapproved cheque signers. In conjunction with this we recommend that a policy be put in placewhere at least one of the signatures must be from a member of council. This ensures theproper oversight and review process of the disbursement transactions.” The CAO has commented as follows: “The by-law to appoint these signatories should in myopinion make it clear that these additional signatories are in the absence of, or due to a Conflictof Interest by the Mayor or Treasurer.” BUDGETARY IMPLICATIONSThere are no budgetary implications RISK MANAGEMENTThe proposal is recommended to reduce risk of financial loss.

Report from the Treasurer re: Cheque SignatoriesPage 14 of 56


STRATEGIC GOALS & OBJECTIVES The proposal is part of ongoing efforts to safeguard Town assets for the benefit of its residents.

Prepared by: Jim Schaefer, TreasurerApproved by: E.J. Rath, C.A.O.Meeting Date: March 9, 2009 Electronic File Location: S:\Administration\F04 Banking\Cheque Signers FCS Meeting Mar 9.doc

Report from the Treasurer re: Cheque SignatoriesPage 15 of 56

The Corporation of The Town of Penetanguishene Finance & Corporate Services Section Report COMMITTEE: Finance & Corporate Services Section COMMITTEE CHAIR: Councillor Pat Marion SUBJECT: Renewal of Group Insurance Contract RECOMMENDATION That Finance & Corporate Services Section recommends to Council the proposal of Mosey & Mosey for group benefits as shown on the attached schedule.

INTRODUCTION Group benefits are under contract through Mosey and Mosey on an annual basis. Mosey & Mosey is recommending renewal with Manulife for the year March 1, 2009 for one year for medical and dental coverage, and moving group life and long term disability coverage from Cooperators to Manulife, effective May 1, 2009. ANALYSIS Mosey and Mosey has presented its annual renewal report, recommending continuation with Manulife for medical and dental coverage for the coming year. The Town participates in a joint plan with other Simcoe County municipalities. Mosey and Mosey had given notice to the Town during budget preparation that the Town could expect an overall decrease of 7% on these benefits. The actual cost negotiated represented a reduction of 11.4% average on these two benefits, with an increase of 6.7% on medical coverage and a reduction of 36.7% on dental coverage. Mosey and Mosey noted that experience on the dental coverage was volatile, and that an unusual dip in usage of the plan worked to the Town’s favor. Considering the increase in dental rates in 2008 was 20.7%, we can recognize how widely the rates can vary from year to year and practice caution in forecasting what might happen in 2010. The more significant proposal relates to life and long term disability coverage. Despite a history of lower claims, Cooperators proposed a continuation of current rates. Mosey and Mosey called for proposals from other insurers and secured a competitive proposal from Manulife to assume the life and LTD potion of the business as well as health and dental. The Manulife proposed rates are slightly over 10% below Cooperators’ rates. BUDGETARY IMPLICATIONS In all Mosey and Mosey is presenting a renewal proposal that is better that what the Town has assumed in the budget by $8,500 per year (approximate) for health and dental coverage, and an additional $4,500 per year better for life and LTD coverage. RISK MANAGEMENT There are no risk management implications to the renewal proposal.

Report from the Treasurer re: Renewal of Group Insurance Co...Page 16 of 56

The Corporation of The Town of Penetanguishene Finance & Corporate Services Section Report STRATEGIC GOALS & OBJECTIVES The negotiation, marketing of coverage, and renewal reflect the Town’s objective of minimizing cost to the tax and ratepayers. Prepared by: Jim Schaefer, Treasurer Approved by: E.J. Rath, C.A.O. Meeting Date: March 9, 2009 Electronic File Location: S:\Administration\F18 Quotations and Tenders\Benefit Renewal 09 FCS Meeting Mar 9.doc





COMMITTEE: Finance & Corporate Services Section COMMITTEE CHAIR: Councillor Pat Marion SUBJECT: Reduction of Water Bill RECOMMENDATION

That a reduction of water bill for Parkbridge Lifestyle Communities not be granted.

INTRODUCTIONParkbridge Lifestyle Communities Inc. has requested a reduction in the flat charge for its Villageof Bay Moorings Development based on the low number of units absorbing the charge at thistime. ANALYSIS Correspondence is attached. Facts concerning the request are well documented and agree toTown records. Billings to date are based on a 2” service, a 4” service, and 6 fire hydrant services. Under the Town’s rate structure, about 20% of water and wastewater costs are recovered by afixed charge based on pipe size, and 80% are recovered by a variable charge based onconsumption.

ea 3/4"Service

2"Service 4" Service Hydrants Total

Bay Moorings Drummond Drive 6 Units Current 51.33 247.83 299.1626 Units Full Occupied 51.33 247.83 299.16Hydrants 53.20 Fox Street 106.40 Comparable other 6 Units 17.71 106.2626 Units 17.71 460.46The customer’s concern relates to the early days of a development where fixed costs are noteasily covered by revenues.

Report from the Treasurer re: Reduction of Water BillPage 20 of 56


The table above separates the issues and looks at the current and ultimate situation.



At present there are two water services installed which are to serve 26 units, when fullyoccupied. In addition, there are 6 hydrant services which have been installed to provide fireprotection to the site. Two of the installed services relate to the properties on Drummond Drive,four to the later phases of development. Responsibility for fire hydrants is covered by thedevelopment agreement and not further addressed in this report. At December 31st, there were 6 of the 26 potential units consuming water, plus whatever wasdrawn for construction purposes. At this level of occupancy, Mr. Higgins is correct in stating thatthe amount charged for the fixed portion of water service is higher per occupied unit that what ischarged for residential units with 3/4” service. However, at full occupancy the residents willenjoy an enduring benefit of paying 65% of the fixed charge that other Town consumers will pay. The issue of financing start up costs remains with the customer. The Town may wish torenegotiate, to its advantage, a revised fixed fee based on ¾” service times the number ofcompleted units. BUDGETARY IMPLICATIONSAn individual exception will not significantly affect water revenue however any deviation from thefee schedule may encourage other users with 2” or 4” services to ask for special consideration. RISK MANAGEMENTAny change in the fee schedule would set a precedent, pending the revision of the by-lawgoverning water and waste water policies. STRATEGIC GOALS & OBJECTIVES It is a strategic goal of the Town to establish fees and charges that are cost recovery for userpay services such as water and sewer. While granting a rebate may be argued as goodcustomer relations, this does impair to a small degree the goal of optimizing revenues / financialassets. Prepared by: J. R. Schaefer TreasurerApproved by: E.J. Rath, C.A.O.Meeting Date: February 9, 2009 Electronic File Location: S:\Administration\F21 Fees and Charges\Request to reduce excessivewater bill Parkbridge.doc











COMMITTEE: Finance & Corporate Services Section

COMMITTEE CHAIR: Councillor Pat Marion

SUBJECT: Waste Management Budget 2009

RECOMMENDATION That Finance & Corporate Services Section recommends to Council that the waste managementreserve be used to mitigate the increase in County waste management costs in 2009 by $46,000.

INTRODUCTION The County has provided a financial statement of Penetanguishene’s waste management costs for 2008 and its budget for waste costs to be included in the County rate for 2009. As cost have substantially increased over 2008, and the County has appropriated funds in a waste management reserve from fluctuations in the County rate, it is recommended to use those funds tooffset most of the increase in 2009.

ANALYSIS In the past, the town has maintained a separate waste management levy due to different service levels and maintenance of a different revenue structure from the rest of the County municipalities. With the end of bag tag use for each unit of waste picked up, Council decided in 2008 to integratewaste management costs with the rest of the County levy, in common with other County municipalities. Other than minor sales of tags for extra units picked up, there will be little financial activity for wastemanagement administered by the town. Accordingly, the financial statement and budget issued by the County will henceforth be the basis oflevy for the town. In 2009, the amount levied, $695,083 is well above what was assumed within the County rate modeled in the 2008 budget book. (the amount implicit in the County tax rate is $626,158) The impact of waste increase to the average household was $5.09 based on the County’s forecast increase. The actual amount presented would up the increase another $17.02 for 2009. The town has over the years built up a reserve of $161,469, due to fluctuations in the County’s wasterequisition. It would be possible in this transitional situation, to use the reserve to soften the impact of the change in County rate. $46,000 would offset 2/3’s of the increase in 2009 and leaves sufficient in the reserve to allow for some mitigation in 2010. This would reduce the impact on the typical household by $11.36.

BUDGETARY IMPLICATIONS The proposal has no impact on the tax supported budget of the town. The $46,000 would come fromthe waste management reserve.

Report from the Treasurer re: Waste Management Budget 2009Page 31 of 56


RISK MANAGEMENT There are no risk management implications to the renewal proposal.

STRATEGIC GOALS & OBJECTIVES The proposal would assist in managing the ongoing tax impact on town residents.

Prepared by: Jim Schaefer, Treasurer Approved by: E.J. Rath, C.A.O.Meeting Date: March 9, 2009 Electronic File Location: S:\Administration\F05 Budget\2009\ Waste Management Budget FCS MeetingMar 9.doc


2008 2008 2009Description Actual Budget Waste Levy

WDO Grant ($68,205) ($43,200) ($44,577)Bag Tag Revenues (4,031) (4,300) ($8,403)Contract Administration Fees 8,460 10,200 $16,653Tipping Fees 243,790 196,100 $201,940Waste Collection Contract 191,952 166,500 $181,258Recycling Collection Contract 183,419 209,300 $176,423Optional Collection-Heavy 11,212 11,300 $15,474Optional Collection-Meta l 0 0 $ 0Optional Collection-Leaf & Yard 0 0 $0Organics Collection Contract 55,969 56,200 $125,846Litter Bin Collection Contract 0 0 $0Transfer to Reserve 18,600 18,600 $10,002

Total Collection Costs $641,167 $620,700 $674,6162008 Actual 641,167Over / Under 2008 $20,467 $20,467

2008 Waste Levy 695,083

1st Qtr $173,7702 nd Qtr 1 7 3 , 7 7 13 rd Qtr 1 7 3 , 7 7 14 th Qtr 1 7 3 , 7 7 1

2008 Waste Levy $695,083

County of Simcoe 2009 Waste Levy - RevisedTown of Penetanguishene



COMMITTEE: Finance & Corporate Services Section COMMITTEE CHAIR: Councillor Pat Marion SUBJECT: Physician Recruitment Contribution Proposal

RECOMMENDATION For discussion.

INTRODUCTION The Town of Midland, Town of Penetanguishene, Township of Springwater and the Township ofTiny make annual grants to the Southern Georgian Bay Physician Recruitment campaign. TheTownship of Tay has decided not contribute. At the North Simcoe Heads of Council meeting on February 19, 2009, the Town of Midlandpresented a proposal to establish a cost sharing formula for the six municipalities and one FirstNation in the service area for North Simcoe. ANALYSIS The proposal is to establish an annual grant based on $2 per resident based on the 2006Census data as follows: Community Population AmountMidland 16,330 $32,660Penetanguishene 9,354 $18,708Tiny Township 10,754 $21,508Tay Township 9,748 $19,496Springwater Township 17,456 $ 2,500*Beausoleil First Nation 640 $ 1,000 TOTAL $95,872 It was noted that the Township of Springwater contribution is based on their current contributionto the Southern Georgian Bay Physician Recruitment as Springwater also contributes to theRVH/Barrie recruitment process. For the Town of Penetanguishene, the proposal represents an increase from $11,500 per year.This grant amount is based on a total of $25,000 that the Town has included in its budget forexternal grants divided as follows: Huronia Hospitals Best Care Campaign $10,000Southern Georgian Bay Physician Recruitment $11,500Community LINK for North Simcoe TLC $ 3,500

Report from the C.A.O. re: Physician Recruitment Contributi...Page 34 of 56


As previously reported that amount originally contributed to Physician Recruitment was $25,000which was reduced to $21,500 when the Town allocated funds for the local transportationservice. This contribution was further reduced to $11,500 when the 5 year funding commitmentwas made to the hospital campaign. It should be noted that the Town has also been contactedby the Huronia Hospital Foundation to participate in a working group to review long term stablefunding for the hospital. There has been much debate over the years as to whether municipalities should be involved inhealth care related funding as this is a Federal and Provincial responsibility. Likewise, there hasbeen considerable debate as to whether municipalities should provide financial incentives toattract doctors. The reality is that municipalities have been and will continue to be approachedto make contributions to health care related campaigns. Direction is needed as to whether the proposed funding formula of $2 per resident would beacceptable to the Town of Penetanguishene. Some items for discussion may include:

- whether the population figure includes residents in the long term care, correctional ormental health facilities and if so, whether these numbers should be excluded

- whether the population data should reflect the hospital service area for all contributingmunicipalities

It was suggested that, after consultation with their respective Councils, the local C.A.O.’s meetto discuss the cost sharing proposal. BUDGETARY IMPLICATIONSIf the above noted funding formula were approved for 2010, the Town would exceed its annualbudget of $25,000 for external grants by $7,208. As noted above the Huronia HospitalFoundation is also seeking long term stable funding. RISK MANAGEMENTThere is no risk management associated with this report. STRATEGIC GOALS & OBJECTIVES There are no Town strategic goals or objectives associated with this report.

Prepared by: E.J. Rath, C.A.O.Approved by: As aboveMeeting Date: March 9, 2009 Electronic File Location: S:\Administration\F11 Grants\physicianrecruitment\Finance CorporateServices Section Report Physician Recruiment proposal.doc

Report from the C.A.O. re: Physician Recruitment Contributi...Page 35 of 56

Correspondence from the Huronia Hospitals Foundation re: Es...Page 36 of 56




Request from Eleanor Rath to Attend the Developing Your Acce...Page 40 of 56

Request from Eleanor Rath to Attend the Developing Your Acce...Page 41 of 56

Request from Carey Tobey and Kerry Vasey to Attend the 2009 ...Page 42 of 56

Request from Angelina Peters to Attend the Accessible Custom...Page 43 of 56



ACCESSIBILITY ADVISORY COMMITTEE

COMMITTEE ROOM, TOWN HALLWednesday, February 11, 2009, 2:00 p.m.

MINUTES

Present:

Don Roszmann, ChairmanMayor Anita Dubeau

Deputy Mayor Doug LerouxCouncillor James Martin, Seniors Council representative

Henry Freitag

Also present:Eleanor J. Rath, C.A.O.

Absent:Joan Brodeur, Secretary

Romeo GrozelleDavid Boyce

1. CALL TO ORDERThe meeting was called to order at 2 p.m.

2. ADOPTION OF MINUTES

i) Minutes from January 14, 2009

It was noted that David Boyce has been appointed to the Committee but was unable to attend today's meeting. The letter presented by Mr. Freitag was on the agenda for discussion.

Moved by H. Freitag and Seconded by Mayor A. Dubeau

THAT the minutes of the Accessibility Advisory Committee meeting held on January 14, 2009 be approved.

CARRIED

3. CORRESPONDENCE - For Information Page 1 of 4

Accessibility Advisory Committee Minutes - February 11, 200...Page 46 of 56

i) From Association of Municipalities of Ontario re: "AMO expresses Concern, Provides Recommendation to Minister on Proposed AODA Information and Communications Standard"

The C.A.O. noted that the AMO and AMCTO correspondence was on the agenda for information . The Committee Chair noted that, in general, the comments were that implementation was too fast and too expensive. Mr. Freitag observed the he felt there would be problems.

Action: Receive for information

ii) From Association of Municipal Managers, Clerks & Treasurers of Ontario to Minister Madeleine Meilleur re: Comments on the Proposed Accessible Information and Communications Standard

Mr. Freitag noted that the City of Barrie comments had also been circulated at the last meeting.

Action: Receive for information

iii) From Henry Freitag re: Letter/Request #18

The Committee reviewed the correspondence. Mr. Freitag raised concerns that some of the items in his correspondence did not appear in the revised Accessibility Plan, in particular egress at the Memorial Park Tennis Courts, sidewalk on Thompsons Road and the curb cuts. The C.A.O. confirmed that the curb cut locations had been added but the tennis courts and sidewalk on Thompsons Road had been missed. These two items were added to the final draft at the meeting.

The C.A.O. asked for clarification as to what was meant by "egress" at the tennis courts in Memorial Park: Was this the entrance into/exits out of the courts or access to them through the park? Councillor Martin advised that there is a short ramp. It was not known whether this ramp was compliant. The Deputy Mayor noted the code requirements for ramps. The Committee members asked for clarification as to whether the park had to be accessible from both entrances (Main Street or Maria Street) or whether one barrier free access would be sufficient. The C.A.O. added to the plan that the tennis courts in Memorial Park need to be reviewed to see what can be done.

The CBO advised the Committee that there is a Fire Route next to the Arena which is why the barrier free parking spaces are not adjacent. The C.A.O. noted the presence of this Fire Route under this section of the Plan. The Chair added that the Committee had reviewed parking at the Arena and determined that not much further could be done. Mr.

Page 2 of 4


Freitag commented that this matter would be determined by the (Human Rights) Tribunal.

4. ITEMS FOR DISCUSSION

i) Final Proposed Transportation Accessibility Standard - Letter of Transmittal from the Chair, Standards Development Committee to the Minister of Community and Social Services - Final Proposed Standard - Plain Language Summary - Frequently Asked Questions

The Chair sought clarification as to what was needed for the Committee. The C.A.O. advised that, at present, the Town does not operate a transit or transportation system. The Town does however license taxi cabs and there would be requirements to have a certain number of cabs barrier free. Due to the expense, it may be that the number required would be pooled amongst the operators. Some municipalities are considering partnering with the local cab companies to provide this service on a fee basis rather than set up their own transportation system. This would help to defray the costs.

In the event that the Town considers transit options (partner with Midland Transit, partner with hospital, partner with taxi companies), the standards would need to be taken into account. The Committee should be part of any transit options review. The direction of the standards is to provide equal access to services. No doubt, Midland will be grappling with the implications for their transit service.

The Mayor noted that Midland has an accessible van service which is available upon request. She was in favour of the Town of Penetanguishene looking into a partnership for this service as one of the options.

Mr. Freitag expressed concerns that partnering with one taxi cab company over another may be discrimination.

Recommended Action: Received for information

ii) Revised Final Accessibility Plan

On the basis that the C.A.O. had made the above noted changes to the Plan, the Chair called for a motion to recommend to Council as revised. Mr. Freitag expressed concern that there were some ambiguities in the plan.

Moved by Henry Freitag and Seconded by Mayor Anita Dubeau

That the 2009 Accessibility Plan proceed to Council on February 11, 2009 as revised.

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CARRIED

iii) Accessibility Day 2009

The C.A.O. advised that the County of Simcoe Accessibility Day would be held on Tuesday, May 12th at the new Recreation Centre in Innisfil. Members were asked to mark their calendars. The Mayor and Deputy Mayor advised that they would be in attendance at a County meeting in the morning and would join the event in progress. The C.A.O.'s Office would send out more information when the program becomes available.

Discussion turned to Accessibility Day activities in the Town of Penetanguishene. Ideas included media coverage, sensitivity training, challenge for local politicians, etc. The Mayor spoke in favour of an obstacle course possibly on a Saturday morning. She would contact the County Accessibility Chair for more information.

Henry Freitag would think about it. He may be able to get someone from the Province to come. The Committee was interested if this would be at no cost. Mr. Freitag asked whether anyone knew when it became discriminatory, when the law was passed prohibiting discrimination against the disabled. As no one knew, the Chair asked for the answer which Mr. Freitag provided as 1947.

Recommended Action: Members to bring ideas to next meeting for further discussion

5. NEXT MEETINGThe next meeting is scheduled for Wednesday, April 8th at 2 p.m. in the Committee Room.

6. ADJOURNMENTThe meeting adjourned at 2:50 p.m.

Page 4 of 4


The Corporation of The Town of Penetanguishene

Police Service Board Minutes

Minutes of the Penetanguishene Police Service Board Meeting held on March 3, 2009 at the hour of 8:00 a.m. in the Council Chambers, Townhall, 10 Robert Street

West, Penetanguishene.

PRESENT: Susan St. Amant, Mayor A. Dubeau, Councillor P. Marion, P. Graham, R. Robitaille

ALSO PRESENT: C. Tobey, Town Clerk, R. Philbin, Inspector

1. CALL TO ORDERThe meeting was called to order at 8:00 a.m.

2. ADOPTION OF AGENDA

3. ADOPTION OF MINUTES

i) Minutes of the Meeting of January 13, 2009

Moved by P. Graham and Seconded by Councillor P. Marion

THAT the minutes of the meeting of January 13, 2009, be adopted as printed.

CARRIED

4. BUSINESS ARISING FROM THE MINUTES

5. Correspondence - For information Only

i) Correspondence from Julian Fantino, Commissioner of the Ontario Provincial Police re: OPP Celebrating its 100th Year of Policing in the Province of Ontario

Received for information.

ii) Ontario Association of Police Services Boards - January/February 2009


Page 1 of 4

Minutes from the Police Services Board - March 3, 2009 (DRA...Page 50 of 56

iii) Correspondence from the Friends of the OPP Museum re: Hosting a Fundraising Gala at Casino Rama on Saturday, March 28, 2009

Mayor Dubeau noted that she has obtained two tickets, for herself and the Board Chair to attend.

iv) Correspondence from Gerry McNeilly, Independent Police Review Director re: Interaction Between the Police Services Board and the Independent Police Review Director for the Civilian Oversight Body for Public Complaints Against Police


6. DETACHMENT REPORTS

i) Southern Georgian Bay Detachment Corporate & Emergency Services Report

Inspector Philbin provided an overview of the report. Fundraising efforts for a young area girl with leukemia were noted. Impacts of bullying, and the various forms of bullying, were reviewed. Efforts to increase officer exposure and training and education for students were reviewed.

ii) Southern Georgian Bay OPP Penetanguishene 2008 Annual Report

The Clerk will schedule the presentation to Council for March 25, 2009.

Moved by R. Robitaille and Seconded by Mayor A. Dubeau

THAT the Pentanguishene Police Services Board approves the 2008 Annual report from the Southern Georgian Bay OPP and forwards the same to Council for information.

CARRIED

7. OTHER BUSINESS

i) Attendance at the 2009 OAPSB Conference

Members confirmed that there is no one available to attend.

ii) Agenda re: Police Services Board Conference on March 11, 2009, at the Highwayman Inn held in Orillia

It was confirmed that Peter Graham, Sue St. Amant and Mayor Dubeau will attend this workshop.

Page 2 of 4


iii) Correspondence from the C.A.O. re: Town Owned Land on the East Side of Main Street at Angel Gate

Inspector Philbin will process the request.

iv) Request from the Penetanguishene Trails Committee re: Noise from Modified Snowmobiles on Penetang Bay

Inspector Philbin will process the request.

v) Confirmation of Start Time for Future Police Service Board Meetings Scheduled Dates: May 5, September 15, November 10, December 8, 2009

Members confirmed that future meetings will commence at 8:00 a.m.

8. COMMUNITY RELATIONS

i) Report from the Town Clerk re: Proposal to Establish Community Relations Committee

It was confirmed that there is $1500 in the 2009 Board budget for community policing purposes. The Clerk was directed to proceed with cancelling the booking for the Norbert Georget session at Le Caron in May, although the session received great reviews it is felt to be too soon to have the same speaker back. Additional research will be done on potential alternate sessions that would be of benefit to the schools.

Moved by Mayor A. Dubeau and Seconded by R. Robitaille

THAT the Penetanguishene Police Services Board appoint a Sub-Committee to be called the Penetanguishene Police Services Board Community Relations Committee, with membership and procedures as detailed in the Terms of Reference attached hereto;

AND FURTHER that the Town Clerk be directed to proceed with advertising for Members to serve on the Community Relations Committee as outlined in the report with applications due by April 17, 2009, to be reviewed by the Board at their meeting of May 5, 2009.

CARRIED

9. PUBLIC DISCUSSIONNone

10. DATE OF NEXT MEETINGMay 5, 2009 at 8:00 a.m.

Page 3 of 4


11. ADJOURNMENTThe meeting adjourned at 9:00 a.m.

BOARD CHAIR

RECORDING SECRETARY

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HURONIA AIRPORT COMMISSION Minutes of the January Regular MeetingJanuary 22, 2009 7:00P.M.At the Huronia Airport Administration Building

IN ATTENDANCE: Jim DownerVern Cottrell

Nigel WarrenDan La RoseGeorge CornellKen WoodsMandy Caldwell Airport Manager

Absent: Nil

Guests: Nil

The Airport Manager requested nominations from the floor for a Chairman for the 2009 term. JimDowner nominated Ken Woods which was seconded by Vern Cottrell, the manager asked 3 times ifthere were any other nominations and none were received. The manager asked if Ken Woods wouldaccept the nomination. Ken will accept the nomination with reservations due to the sudden departureof our long standing Chairman.

Motion: Moved by Jim Downer and seconded by Vern Cottrell that Ken Woods be nominated as

Chairman for the 2009 term.Carried

Motion: Moved by Dan La Rose and seconded by George Cornell that the nominations be

closed.Carried

Motion: Moved by Jim Downer and seconded by Vern Cottrell that Ken Woods be elected

Chairman for the 2009 term.Carried

Ken thanked everyone for their support and is encouraged that the experience around the table willkeep the rookie on the straight and narrow. The Chairman also welcomed our newest commissionmember Don Cooper from the Town of Penetanguishene. Motion: Moved by Vern Cottrell and seconded by Jim Downer that in keeping with the by laws

of the Huronia Airport Commission that Mandy Caldwell be electedSecretary/Treasurer for the 2009 term.

Carried

Motion: Moved by Jim Downer and seconded by George Cornell that the minutes of the November 27, 2008 meeting be adopted as circulated.

Carried -2-

Minutes of the January Regular Meeting

Minutes from the Huronia Airport Commission - January 22, ...Page 54 of 56

January 22, 2009 7:00P.M.At the Huronia Airport Administration Building

Motion: Moved by Vern Cottrell and seconded by Dan La Rose that the accounts for January bepaid in full as per attached invoices.

Carried

Item # 1 CAGO $425.00 2 Towne Towing $262.50 3 Telizon $121.24 4 S.Charlebois $6,174.00 5 Hydro One $1,033.83 6 Bell Public Access $56.50 7 Telizon $126.56 8 UPI Energy $2,568.28 9 CAGO $85.00 10 Travel Allowance $2,240.00 TOTAL $13,092.91

Correspondence: From: Skydive Toronto Inc. Re: Wind Turbine Meeting

SWIFT 2009 Conference in TorontoTown of Penetanguishene Grants to External AgenciesDesjardins Business Centre New Account RepresentativeHRSDC Annual Hazardous Occurrence

ReportGovernment of Canada Summer Jobs Funding

The Chairman and airport manager will research the market for a used walk behind snow blower forthe walkways and close to the hangar doors. Commissioners Reports Commissioner Cottrell has done some research on different ways of marketing the space in the originalterminal building, as a storage facility. Commissioner Cottrell has a few more leads to look into withregard to the storage considerations and rates.

-3-

Minutes of the January Regular MeetingJanuary 22, 2009 7:00P.M.


At the Huronia Airport Administration Building Discussion was required regarding the signing officers as Art Stewart was from Penetanguishene, JimDowner was from Midland, by removing Art and adding Ken that would leave two of the threesigning officers from Midland. No one had any objections so the Chairman and the airport managerwill contact the financial institutions to make the necessary changes.

The commission as a whole will work together to prepare a plan with regards to future expansion andfunding possibilities. Motion: Moved by Jim Downer and seconded by Don Cooper that the meeting be

adjourned. Time 20:40Carried

Chairman Secretary/Treasurer


Documents

FINANCE & CORPORATE SERVICES SECTION COMMITTEE AGENDA