Coordinated Section Committee

THAT as per the recommendation of the Penetanguishene Public Library Board, the Recreation & Cultural Services Section recommends to the Finance & Corporate Services Section and Council that the Library Outdoor Sign replacement capital project be

THAT the Recreation & Cultural Services Section and the Finance & Corporate Services Section recommends to Council that in order to ensure consistent accountability, transparency and to ensure clarity and compliance with the Municipal Act and Public Libraries Act, a By-law outlining the following provisions be passed in reference to the Penetanguishene Public Library Board: Accountability Aspects THAT the Penetanguishene Public Library Board via the Board Secretary: - be required to provide monthly updates to the Town via the Director of Recreation & Community Services in accordance with the report deadline schedule as provided to the Library CEO annually; - be required to provide all meeting minutes of the Board and Sub-Committees monthly to the Town via the Director of Recreation & Community Services in accordance with the report deadline schedule as provided to the Library CEO annually; - be required to provide the dates, locations, times of all Board and Sub-Committee meetings of the Board to the Town via the Deputy Clerk no later than November 1 annually for the following year; - that, as a Board of the Town, the agenda, agenda materials of said meetings be provided to the Director of Recreation & Community Services no later than 48 hours prior to the scheduled meeting date and time in order for the Town to post said documents on the Town's website; Financial Aspects - that the Board provide the Town with a copy of their resolution an

THAT the Recreation & Cultural Services Section approve the 2014 goals and objectives for the Penetanguishene Centennial Museum & Archives.

THAT in accordance with the Ontario Heritage Act, Heritage Penetanguishene recommends to Recreation and Cultural Services Section and Council that the following property be officially placed on the Town of Penetanguishene Heritage Property Registry for consideration for heritage designation: 500 Church St (specifically the Oak Ridge Building located on Oak Ridge Drive) *the Oak Ridge Maximum Secure building and surrounding fenced in property in its entirety which has been considered the Oak Ridge site. Roll # 437201000820500 Oakridge Former Tay Township Part Lot 122/123/124, concession 1 AND FURTHER THAT Heritage Penetanguishene will undertake a property evaluation for the property on the official registry.

THAT the Recreation & Cultural Services Section approve the 2014 goals and objectives for the Recreation & Community Services Department.

THAT the Recreation & Community Services Section recommends to Finance & Corporate Services the capital budget for the Recreation and Community Service Section be approved as presented.

THAT the Recreation & Community Services Section recommends to Finance & Corporate Services the following revisions: Canada Day Contracted Expense 1 -4-7830-7800 - reduce to $5,000 . Move $35,000 to G eneral Fund Contracted Expense 1-4-7300-7800

THAT the Recreation and Cultural Services Section recommends to Finance and Corporate Services and Council that $6,500 in surplus funds from the rub rail capital project budget be reallocated to purchase decorative lighting for the Town Wharf for seasonal and year round use.

THAT the Recreation and Cultural Services Section recommends to Council that the Ship’s Company of Penetanguishene having exclusive use of slips T11 and T20 to house their replica boats the Badger and the Lynx at no cost; AND THAT in lieu of payment for the slip rentals the Ship’s Company of Penetanguishene make a payment of $850 to offset costs associated with the use of the garage building at the Penetanguishene Centennial Museum; AND FURTHER THAT a five year agreement be established to address the free use of Town slips T11 and T20 and the usage of the garage building at the Museum for a rental of $850.

THAT the Recreation & Cultural Services Section endorse the following additional and existing referrals to upcoming agendas and staff: Upcoming Agendas - Winterama planning (new ideas for 2014) - Outdoor ice surface including tennis court options Staff - Possible Land Acquisition for Rotary Park - Expansion of Seniors Activities with County - Explore Joint Seniors Committee with Town of Midland - Dog Sun Shelter (Follow-up to RCS & FCS when complete) - Tourism Advertising (print and on-line) for future consideration (2014) - McGuire Park Update - Youth Engagement - Investigate new 2014 water-based events - Investigate advertising company opportunities

THAT the Planning and Development Services Section recommends to Finance & Corporate Services the capital budget for Planning and Development Service Section be approved as presented.

THAT the Planning and Development Services Section recommends to Finance & Corporate Services the operating budget for Planning and Development Service Section be approved as presented.

THAT the Planning & Development Services Section approve the 2014 goals and objectives for the Building & Enforcement Services Department.

THAT the Planning & Development Services Section recommends to Council that the revised Building Permit Fees be approved in principle; AND THAT a public meeting be held in January for said proposed fees in accordance with the Ontario Building Code; AND FURTHER THAT subject to the comments provided at the public meeting, that said proposed fees take effect February 1, 2014.

THAT the Planning & Development Services Section approve the 2014 goals and objectives for the Planning & Community Development Services.

THAT the Planning & Development Services Section reaffirm the inclusion of $6,000 in the 2014 operating budget in accordance with the Town’s commitment to Sustainable Severn Sound.

The CAO/Town Clerk updated Section on the 2014 Budget Goals and Objectives for the Corporate Services Department. It was noted that the items were updated to reflect the organizational changes made in 2013. THAT the Planning & Development Services Section approve the 2014 goals and objectives for Community Development.

THAT the Planning and Development Services Section recommends to Council that the Town submit a funding application under the Rural Economic Development (RED) program for the completion of a hotel feasibility study; AND THAT upon receipt of acceptance of said application, that the 10% ($3,000) funding required for the application be funded from the Community Development Fund.

THAT the Planning & Development Services Section endorse the following additional and existing referrals to upcoming agendas and staff: Upcoming Agenda - Business Incubation - Review of Parking Regulations in the Zoning By-law (housekeeping amendment) - Tree By-law / Policy Review - TRC Review Policy (Community and Town Projects) Staff - Urban Design Guidelines - Zoning By-law Amendment Review

THAT in accordance with the Town of Penetanguishene Procedural By-law 2011-100, as amended Coordinated Section Committee move into an in-camera session to discuss: - a proposed or pending acquisition or disposition of land by the municipality or local board.

THAT the Coordinated Section Committee rise from in-camera session with a report.

THAT the Planning & Development Services Section receive the Proposals pertaining to the Town-owned Rolling Sands lands for information at this time; AND THAT the Town establish a Municipal Lands Development Working Group, as discussed substantively in the Planning & Development Services Section Committee Report to review said proposals and future use of Rolling Sands.

THAT the Transportation & Environmental Services Section recommends to Council that the Town participate in the annual Tree Seedling Distribution Program for 2014; AND THAT the Town provide a joint distribution location and assist with seedling pick up and sorting for the Towns of Midland and Penetanguishene.

THAT the Transportation and Environmental Services Section lay on the table the proposed Preventative Road Maintenance Projects for the 2014 co nstruction season report.

THAT the Transportation and Environmental Services Section recommends to Council an amendment to the Town’s Traffic/Parking By-law for additional roads to be added to Schedule “K” Heavy Vehicles uses restricted through the Town (outlined in the attached map); AND THAT the CAO/Town Clerk be directed to bring forward the necessary By-law amendment for Council approval; AND FINALLY THAT upon passing of said By-law amendment, that Staff be directed to implement the additional required signage.

THAT the Transportation & Environmental Services Section recommends to Council that the development of two (2) bike lanes proceed in partnership with the Town of Midland and “Friends of Fuller Avenue”; AND THAT said lanes be developed along Fuller Ave from the Waypoint Limits to the Town Boundary line in Penetanguishene; AND FURTHER THAT the costs associated with the development of the lanes be funded from development charges (maximum of 10%), with the balance of the required funds to be obtained via grants and/or fundraising; AND FINALLY THAT a copy of this report be provided to the Town of Midland for their joint support and partnership for the continued development of the two (2) bike lanes along Fuller Avenue within the boundaries of the Town of Midland.

THAT the Transportation and Environmental Services Section recommends to Council to accept the following amendment to the Water Regulation By-law 2010-50: Section 5 – 5.2 (d) The use of a Temporary Water System and associated Water Service Connections by the Town or its designated contractor shall be permitted for the duration of a construction project, as required. The payment for the water consumption during the period that the temporary water service is in use shall be waived and the fixed portion as set out in Schedule ”A” – C) Water Rates (as amended) shall be charged to each affected user. AND THAT the Town Clerk be directed to bring forward the necessary By-law amendment for Council approval.

THAT the Transportation & Environmental Services Section direct Staff to include $40,472 in the 2014 operating budget in accordance with the Town’s commitment to Severn Sound Environmental Association.

THAT the Transportation & Environmental Services Section recommends to Finance & Corporate Services the capital budget for Transportation & Environmental Service Section be approved as presented.

THAT the Transportation & Environmental Services Section recommends to Finance & Corporate Services the following revisions: GL 1-4-3031-2250 - Preventative Road Maintenance be increased to $210,000 from $176,000

There was a motion to take item c. i ) being the Proposed 2014 Preventative Maintenance Project (revised) be taken from the table. THAT the Transportation and Environmental Services Section take the Preventative Road Maintenance Projects for the 2014 construction season from the table.

THAT the Transportation and Environmental Services Section recommends to council the approval of the proposed Preventative Road Maintenance Projects for the 2014 construction season; AND THAT the additional $6,000 required to fund the program be included within the Roads Division Operating budget by reducing the 2014 Hydro Expense GL Account (1-4-3101-2030) under Public Works Administration by $6,000. AND THAT the proposed changes to the 2014 Preventative Road Maintenance Expense account (1-4-3031-2250) and Public Works Administration Hydro Expense Account be incorporated into the 2014 Public Works Operating budget.

THAT in accordance with the Town of Penetanguishene Procedural By-law 2011-100, as amended Coordinated Section Committee move into an in-camera session to discuss: - a proposed or pending acquisition or disposition of land by the municipality or local board. - litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board. - advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

THAT as per the previous direction provided to Staff by Council, the Transportation & Environmental Services Section recommend to Council to reaffirm the provisions of the report dated December 12, 2012 which include: - The sale and conditions of the unopened road allowance of Gordon Dr and related parts; - The allowance for permit parking until April 2013. AND THAT the Little Sandy Bay Association be notified of Council’s direction.

THAT the Transportation and Environmental Services Section recommend to council that liquidated damages continue to be deducted from contract progress payment certificates. AND THAT Town staff be instructed to convene a meeting with the contractor in an effort to address the outstanding project impact claims made by the contractor. AND THAT Town staff be instructed to report b ack to section for further direction once all information pertaining to these claims has been submitted by the contractor for Town review.

THAT the Finance & Corporate Services Section recommends to Council that the Emergency Response Plan for the Town of Penetanguishene be approved; AND THAT the Chief Administrative Officer/Town Clerk be directed to bring forward the necessary By-law and repeal By-law no. 2004-118.

THAT the Finance & Corporate Services Section recommends to Council that the current By-law 1997-06 To Authorize an Agreement with Paul Dray & Associates Inc. re: Paralegal Services be repealed and the proposed By-law 2013-XX To Authorize an Agreement with Paul Dray Legal Services Professional Corporation be approved; AND THAT the CAO/Town Clerk be directed to prepare the necessary Agreement for Council approval.

THAT the Finance and Corporate Services Section recommends to Council that By-law 1997-77 as amended, being a By-law to Regulate or Prohibit Signs or other Advertising Devices be repealed with all amending By-laws and the revised version attached to this report be approved as the new Sign By-law; AND THAT the CAO/Town Clerk be directed to bring forward the necessary By-law for Council approval;

THAT the Finance & Corporate Services Section approve the 2014 goals and objectives for the Finance Department.

THAT the Transportation and Environmental Services Section recommends to the Finance & Corporate Services Section and Council to accept the following amendment to the Water Regulation By-law 2010-50: Section 5 – 5.2 (d) The use of a Temporary Water System and associated Water Service Connections by the Town or its designated contractor shall be permitted for the duration of a construction project, as required. The payment for the water consumption during the period that the temporary water service is in use shall be waived and the fixed portion as set out in Schedule ”A” – C) Water Rates (as amended) shall be charged to each affected user. AND THAT the Town Clerk be directed to bring forward the necessary By-law amendment for Council approval.

THAT the Finance and Corporate Services Section recommends to Council that the balance of the 2012 General Surplus be distributed as follows: 2012 General Surplus $371,652 Less: Approved during the 2013 Budget Adoption (57,781) Less: Approved for the purchase of Asset Management software (24,850) Less: Approved for Corporate Services Staff Restructuring (24,984) Balance of 2012 General Surplus $ 264,037 • Grant to Georgian Bay General Hospital’s Capital Campaign 10,000 • Grant to Community Reach for Capital Items 3,208 • Appropriate to a new OPP Contract Reserve 68,445 • Appropriate to a new Reserve for General Capital Replacement 182,384 $264,037

THAT the Finance & Corporate Services Section recommends the capital budget for the Finance & Corporate Services Section be approved as presented.

THAT the Finance & Corporate Services Section recommends the operating budget for the Finance & Corporate Services Section be approved as presented.

THAT s taff be directed to schedule a S pecial FCS meeting for final overall review of the 2013 budget.

THAT the Finance & Corporate Services approve the 2014 goals and objectives for the Corporate Services Department.

THAT Councillor Erin Chapelle attend the Bring Food Home 2013: Building Bridges Together Workshop November 17 - 19, 2013

THAT the Finance & Corporate Services Section recommends to Council that By-law 2011-13 Records Retention By-law, be amended to reflect the updated legislative requirements; AND THAT staff be directed to bring forward the necessary By-law amendment for Council approval and Town Auditor endorsement.

THAT Finance and Corporate Services Section recommends to Council that the draft 2014 meeting schedule included with this report be adopted and posted on the Town’s website.

THAT Finance and Corporate Services Section recommends to Council that in partnership with the County of Simcoe, the Town enter into the joint agreement with JGM Consulting Inc. to be appointed to provide closed meeting investigator services to the Town of Penetanguishene.

THAT Finance and Corporate Services Section recommends to Council that, base on the 2013 survey, the level of compensation, benefits and method of indexing Council remuneration be confirmed as recommended within this report for the upcoming 2014-2018 Council term, including the one third tax free allowance; AND THAT this report and recommendations be presented at the next Council Meeting; AND FURTHER THAT Staff be directed to prepare the necessary By-laws and policies for Council review and approval; AND FINALLY THAT the next Council remuneration survey be conducted in the year prior to the next election year (2017) with a report to come forward to Council in fall of 2017 outlining the recommendations for the following Council term and prior to the 2018 budget being passed.

THAT Finance and Corporate Services Section recommends to Council, that subject to staff evaluation of the technology, service delivery and pricing, that the voting method for the 2014 Municipal Election be held via telephone and internet voting (advance voting) and traditional paper ballot with tabulator counting on Election Day; AND THAT Staff enter into the necessary agreements to provide for said voting methods for the 2014 election.

THAT the Finance and Corporate Services Section approve the 2014 goals and objectives for the Joint Health & Safety Committee.

THAT the Finance & Corporate Services Section approve the 2014 goals and objectives for the Penetanguishene Police Services Board.

THAT the Finance & Corporate Services Section endorse the following additional and existing referrals to upcoming agendas and staff: Upcoming Agenda - Draft Licensing By-law - Ojibwa Landing Future Use/Sale Staff - Memorandum of Understanding County of Simcoe, Generator Use (revisions pending from County) - Alternate member for T&E (procedural By-law update) - ARC Updates as available - Land Acquisition for Arena Expansion

THAT in accordance with the Town of Penetanguishene Procedural By-law 2011-100, as amended Coordinated Section Committee move into a n in-camera session to discuss - litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board. - advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

THAT the Coordinated Section Committee rise from in-camera session without a report.