APPENDIX - INDEX TITLE SECTION SUBSECTION ... Documents...Violation of the Building Code Act and/or...

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APPENDIX - INDEX

TITLE SECTION SUBSECTION Accessibility 1 Accessible Customer Service (Appendix 1) 1-1 Advertising 2 General 2-1 Animal Control 3 Beaver & Beaver Dams 3-1 Sunday Gun Hunting 3-2 Building 4 Lot Grading – Building Permits & Consent Approvals 4-4 Lot Grading – Subdivisions 4-2 Violation of Building Code Act and/or Building Code 4-1 Water Access Inspections 4-3 By-laws 5 By-law Violations 5-1 Written Complaints 5-2 Commemorative Awards 6 Annual Christmas Dinner 6-6 Bereavement Tributes 6-3 Christmas Gratuities 6-7 Commemorative Plaques 6-1 Employee Incentives 6-9 Employee Service Pines 6-5 Grant Requests for Festivals & Anniversaries 6-10 Retirement/Termination Recognition 6-4 Township Lapel Pins/Hats 6-2 Volunteer Service Recognition Program (Appendix 2) 6-8 Computer/Technology 7 Internet Use/Agreement (Appendix 3) 7-2 Website Links 7-1 Consultants/Contractors 8 Environmental Impact Assessment 8-2 General 8-1 WSIB – Non-Profit Organizations 8-3

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INDEX

TITLE SECTION SUBSECTION Council 9 Accountability & Transparency (Appendix 7) 9-12 Accounts Listing – Website 9-17 Advisory Committees (Appendix 9) 9-14 Annual County Warden Curling Bonspiel 9-11 Code of Conduct (Appendix 13) 9-25 Correspondence/Business Cards 9-2 Community Policing Committee Meetings 9-6 Correspondence – Personnel Issues 9-20 Council/Committee Agenda Packages (Appendix 5) 9-9 Council/Committee Lunches 9-3 Council Correspondence 9-5 Council Portraits 9-8 Council & Staff Relationship (Appendix 12) 9-24 Council Vacancy (Appendix 11) 9-21 Delegation of Powers & Duties (Appendix 8) 9-13 Delegation Submission Form (Appendix 10) 9-15 Dress Code for Council / Committee Meetings 9-27 Long Distance Phone Calls 9-18 Monthly Expense Claims 9-4 Petitions to Council 9-19 Prayer 9-1 Pregnancy / Parental Leave (Appendix (14) 9-26 Public Relations Fund (Appendix 4) 9-7 Remembrance Day Services 9-22 Staff Reports to Council 9-23 Student Mayor Program (Appendix 6) 9-10 Verbal Presentations to Council 9-16 Ditches & Drainage 10 Closed Drains 10-3 Ditching 10-2 Easements 10-5 Tile Drainage – Ditching 10-4 Tile Drainage Inspection Fees 10-1 Elections 11 Use of Municipal Resources – Municipal Candidates (Appendix 15)

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INDEX

TITLE SECTION SUBSECTION Fire Department 12 Firefighters’ Associations – Donation of Equipment 12-2 Fire Stations – Public Use 12-1 Health & Safety 13 Alcohol Risk Management Policy (Appendix 16) 13-2 Cell Phones & Image/Photographic Devices 13-3 Employee Assistance Program 13-4 Incentive Program 13-1 Insurance 14 Coldwater Business Improvement Area 14-6 Coldwater Community Centre 14-1 Insurance Coverage – Volunteers 14-5 Insurance – Council, Officers, Employees 14-3 Liability Insurance 14-2 Minimum Insurance Requirements 14-4 Land Purchase, Sale & Transfer 15 Department Circulation 15-4 Notices – Sale of Municipal Land 15-3 Purchase by Severance 15-1 Sale of Road Allowances Leading to Water 15-2 Leasing 16 Leasing Financing (Appendix 17) 16-1 Licensing 17 Liquor Licence Board of Ontario 17-1 Lottery Licenses 17-2 Municipal Property Assessment Corporation 17-3 Mail Boxes 18 Community Mail Boxes 18-2 Installation Standards (Appendix 18) 18-1 Office 19 Christmas Toy Drive 19-4 Office Hours 19-1 Provincial/Territorial Flags 19-3 Use of Administration Office 19-2

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INDEX

TITLE SECTION SUBSECTION Permits 20 Special Occasion Permits – Community Festivals 20-1 Personal Information Protection 21 Personal Information Protection & Electronic Documents (Appendix 19)

21-1

Access to Records (Appendix 20) Personnel – General 22 Bomb Threat Procedures (Appendix 22) 22-5 Code of Conduct (Appendix 21) 22-4 Commissioning/True Copies of Documents 22-3 Conventions & Seminars 22-1 Other than Full-Time Staff 22-2 Personnel – Public Works Department 23 Drainage Salaries 23-1 Planning & Development 24 Approval of Documents – General 24-10 Consents for Lot Addition Purposes 24-11 Development Charges – Garden Suites 24-16 Developers’ Deposits 24-9 Housekeeping Amendments to General Zoning By-law 24-12 Industrial Agreements 24-1 Naming of Private Roads 24-5 Parkland or Cash-in-Lieu 24-8 Planting of Trees – New Subdivisions 24-13 Pre-Servicing Agreements 24-6 Public Information Meetings 24-7 Re-Naming of Existing Roads 24-4 Road Construction Standards 24-3 Severances on MacLean Lake 24-14 Subdividers Agreement 24-2 Tree Canopy & Natural Vegetation 24-17 Zoning By-law Amendments – Mapping Corrections 24-15

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INDEX

TITLE SECTION SUBSECTION Public Works Department 25 Abandoned Vehicles 25-3 Adopt-a-Highway Litter Control (Appendix 24) 25-5 Brush & Tree Removal 25-8 Business Advertisements on Sidewalks (Appendix 27) 25-14 Idling of Vehicles 25-9 Jog Realignments 25-2 Maintenance of Unopened Road Allowances 25-11 Maintenance of Private Roads 25-12 Salt Management Plan (Appendix 25) 25-7 Snowplowing & Maintenance of Unassumed Roads (including unassumed Subdivisions)

25-1

Speed Limit Reviews (Appendix 26) 25-13 Triathlons & Bicycle Rallies 25-10 Winter Control (Appendix 23) 25-4 Winter Sidewalk Plowing / Sanding Operations 25-6 Purchasing & Selling 26 Township Lapel Pins 26-1 Township Flags 26-2 Recreation – Docks 27 Dock & Launch Inspections (Appendix 28) 27-1 Recreation – Facilities 28 Code of Conduct – Coldwater Community Centre 28-9 Coldwater Fairgrounds – Capital Improvements 28-1 Coldwater Community Centre – Fundraising 28-7 Coldwater Community Center – Holiday Closure 28-6 Coldwater Community Centre Ice Maintenance (Appendix 29)

28-2

Coldwater Community Centre Ice Resurfacer Maintenance (Appendix 30)

28-4

Coldwater Community Centre Refrigeration Plant Maintenance (Appendix 31)

28-5

Facility Rental – Booking, Damage, Cancellation 28-12 Hourly Ice Rental Pre-Payment 28-11 Ice Logos 28-10 Rental Agreements (Appendix 32 – 36) 28-8

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INDEX

TITLE SECTION SUBSECTION Rentals on Holidays 28-14 Video Taping & Live Broadcasting (Appendix 37) 28-13 Washago Centennial Park 28-3 Recreation – General 29 Capital Improvements Funding 29-1 Concussion Prevention & Management Guideline (Appendix 39)

29-4

Outdoor Rink Policy & Signage (Appendix 40) 29-5 Recreation Programming 29-2 Recreation Programs (Appendix 38) 29-3 Rental of Sportsfields – Public & Statutory Holidays 29-8 Special Event Grants / Sponsorships (Appendix 41) 29-6 Waiver of Recreation Fees 29-7 Recreation – Parks 30 Coldwater Bleacher Inspection Form (Appendix 44) 30-6 Memorial Park Program (Appendix 45) 31-7 Municipal Park Development 30-1 Playground Signage (Appendix 42) 30-4 Pump Track Inspection Form (Appendix 46) 30-8 Skate Park Inspection Form (Appendix 43) 30-5 Township Memorials 30-2 Undeveloped Parkland 30-3 Recreation – Uhthoff Trail 31 Uhthoff Trail 31-1 Uhthoff Trail Fence Replacement (Appendix 47) 31-2 Uhthoff Trail Inspection & Maintenance (Appendix 48) 31-3 Recreation – Washago Centennial Park 32 Ball Diamond 32-2 Concession Booth Lease Agreement (Appendix 49) 32-4 Eviction of Campers 32-1 Refunds 32-5 Signs 33 Annual Signs – Budget Approval 33-6 Banner Poles 33-5 Digital Message Signs (Appendix 51) 33-7

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INDEX

TITLE SECTION SUBSECTION Municipal Signage (Appendix 50) 33-3 Neighbourhood Watch Signs 33-1 Outdoor Notice Boards 33-4 Road Closed Signage 33-2 Social Media 34 Social Media (Appendix 52) 34-1 Treasury 35 $100 Bills 35-12 Cash Management Policy – Community Centre (Appendix 53)

35-6

Environmental Reserve Fund 35-8 Grant Funding 35-9 Late Payments 35-4 Letters of Credit 35-10 Mobile Home Parks 35-2 Municipal Investment Policy (Appendix 54) 35-7 Post-Dated Cheques 35-5 Tangible Capital Assets Policy (Appendix 56) 35 35-14 Tax Information (Appendix 55) 35-11 Tax Sale 35-1 Tax Write-Offs 35-3 Villages & Hamlets Committee 35-13 Utilities 36 Replacing Streetlights 36-3 Streetlighting (Appendix 57) 36-5 Streetlighting – Infilling Severances 36-4 Utility Installations on Existing Roadways 36-1 Washago Service Area 36-2 Vehicles 37 Township Owned 37-1 Waste Management 38 Pitch-In Canada Week 38-2 Waste Containers – Washago 38-1

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INDEX

TITLE SECTION SUBSECTION Water & Sewer Systems 39 Allocation of Servicing (Appendix 60) 39-7 Boil Water Advisory (Appendix 58) 39-3 OnWARN Activation Per Diem (Appendix 59) 39-6 Service Connection Agreements 39-5 Uninhabitable Buildings 39-4 Washago Water/Sewer 39-1 Water Shutdown Policy 39-2 Weed Control 40 Written Weed Complaints 40-1

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INDEX

APPENDIX TITLE 1 Accessible Customer Service 2 Volunteer Service Recognition Program 3 Internet Use Policy/Agreement 4 Public Relations Fund 5 Subscriptions for Council/Committee Agenda Packages 6 Student Mayor Program 7 Accountability & Transparency 8 Delegation of Powers & Duties 9 Advisory Committees

10 Deputation Submission Form 11 Council Vacancy 12 Council & Staff Relationship 13 Council Code of Conduct 14 Council Pregnancy / Parental Leave 15 Use of Municipal Resources – Municipal Candidates 16 Alcohol Risk Management 17 Lease Financing Policy 18 Mail Boxes – Installation Standards 19 Personal Information Protection & Electronic Documents 20 Access to Records 21 Code of Conduct 22 Bomb Threat Procedures 23 Winter Control 24 Adopt-a-Highway Litter Control 25 Salt Management Plan 26 Brush & Tree Removal 27 Speed Limit Reviews 28 Business Advertisements on Sidewalks 29 Dock & Launch Inspections 30 Coldwater Community Centre Ice Maintenance 31 Coldwater Community Centre Ice Resurfacer Maintenance 32 Coldwater Community Centre Refrigeration Plant Maintenance 33 Coldwater Community Centre Users Group Contract 34 Coldwater Community Centre Facility Use Permit 35 Parks/Sportsfields Facility Use Permit 36 Halls Facility Use Permit 37 One Time Use Ice/Floor/Hall Application 38 Video Taping & Live Broadcasting 39 Recreation Program Policy 40 Concussion Prevention & Management Guideline 41 Outdoor Rink Policy & Signage 42 Special Events / Grants Sponsorships

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INDEX

APPENDIX TITLE 43 Playground Signage 44 Skate Park Inspection Form 45 Coldwater Bleacher Inspection Form 46 Memorial Park Program 47 Pump Track Inspection Form 48 Uhthoff Trail Fence Replacement 49 Uhthoff Trail Inspection & Maintenance 50 Washago Centennial Park – Concession Booth Lease Agreement 51 Municipal Signage 52 Digital Message Signs 53 Social Media 54 Cash Management – Coldwater Community Centre 55 Municipal Investment Policy 56 Tax Information 57 Tangible Capital Assets Policy 58 Streetlighting Policy 59 Boil Water Advisory 60 OnWARN Per Diem 61 Allocation of Services

CORPORATE POLICY MANUAL

1 ACCESSIBILITY

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1-1 Accessible Customer Service

That the Accessible Customer Service Policy be adopted for the Township of Severn (see Appendix 1)


2 ADVERTISING

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2-1 General

That the Township of Severn advertise in the local paper(s) serving the area encompassing the corporate limits of the Township of Severn, as required and in accordance with legislative requirements; And that the Chief Administrative Officer approve same to meet the objectives of such advertising or as directed by Council.


3 ANIMAL CONTROL Page 1 of 1

3-1 Beaver and Beaver Dams

That the Director of Public Works be authorized to hire a trapper to remove beavers at a rate of $100.00 per beaver, as required, to prevent flooding of roadways and other areas of the municipality.

3-2 Sunday Gun Hunting

That Sunday Gun Hunting be approved for the Township of Severn as of March 3, 2011.


4 BUILDING

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4-1 Violation of the Building Code Act and/or the Building Code

Whereas the Building Code Act, S.O. 1992, Chapter B.13, Section 3, Subsections (1) and (2) requires Council to be responsible for the enforcement of the Act by appointing a Chief Building Official and sufficient Inspectors to enforce the Act in the Municipality, the Chief Building Official, Building Inspectors and Municipal Law Enforcement Officers be authorized to issue Provincial Offences Notices under Part 1 of the Provincial Offences Act to any person in violation in the Township of Severn of the Building Code Act or the Building Code; And that the Chief Building Official be authorized to proceed with charges and/or Court proceedings to obtain compliance with the Building Code Act and the Building Code, where necessary.

4-2 Lot Grading - Subdivisions

That all new agreements contain the provision for lot grading deposits as determined by the Fees & Charges By-law at the Building Permit Stage for plans of subdivisions include a lot grading deposit in accordance with the Township’s Fees & Charges By-law and a provision whereby the deposit shall not be refunded until such time as confirmation is received by the Chief Building Official or his/her designate that a Professional Engineer or Ontario Land Surveyor has approved the grading of the lot to be in conformance with the subdivision lot grading plan and further that should such conformation not be forthcoming any or all of the said deposit may be used by the Chief Building Official to engage professional services for the purpose of verifying the grading; And that all existing agreements in plans of subdivision pertaining to lot grading be administered in conformance with the Finance and Administration Committee resolution of December 19, 1988 respecting the certification of lot grading in subdivisions. That the Treasurer be authorized to pay lot grading or occupancy deposits and Building Permit refunds where authorized by the Chief Building Official.


4 BUILDING

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4-3 Water Access Inspections

a) That the building department, or agent of such, will conduct two (2) inspections per year of properties accessible only by water to determine compliance with Township By-laws concerning the Building Code; The inspections will be carried out using either watercraft or aircraft equipped and in compliance with all applicable laws, including the Occupational Health & Safety Act; Aerial photography may be undertaken annually of shoreline properties using the Township's cameras at an estimated cost of $500.00.

b) It is the responsibility of the applicant for building and plumbing

permits to provide water transportation where required for inspections. The watercraft provided must be in compliance with the applicable laws covering watercrafts failing which the Building Inspector will make his/her own arrangements.

c) Township staff shall make the necessary arrangements for

transportation to water access only properties for building code inspections and/or infractions. Township staff may use their own personal watercraft. All sources of transportation must comply with all applicable laws covering such means of transportation.

d) Township staff will be reimbursed for use of their personal

watercraft in conducting Township business. Eligible expenses include fuel, launching fees, parking, etc.


4 BUILDING

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4-4 Lot Grading – Building Permits & Consent Approvals

That the following be required to submit engineered Lot Grading Plans including a deposit in accordance with the Township’s Fees & Charges By-law:

o Building Permits for all new homes and significant accessory structures;

o Building Permits for all significant new commercial buildings; and o All consent approvals for new residential lots.


5 BY-LAWS

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5-1 By-law Violations

By-law infractions will be enforced through the Municipal Law Enforcement Officers. Direction may be given by way of a motion of Council or Committee. If required, staff will report back to the applicable body regarding the disposition of same; All written signed complaints regarding possible contravention of Acts or By-laws will be addressed through the Building Department or assigned to the appropriate department for disposition.

5-2 Written Complaints That all complaints to the Township be in a signed written form.


6 COMMEMORATIVE AWARDS

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6-1 Commemorative Plaques

That Township Council present an anniversary or birthday commemorative plaque, at the discretion of the Mayor, when requested by residents of the Township for 50+ years of marriage or 80+ years birthday; And further that commemorative plaques may be presented for other special occasions at the discretion of the Mayor.

6-2 Township Lapel Pins/Hats

• That Township lapel pins be distributed to all permanent employees, volunteer firefighters, committee members and members of Council.

• That Township lapel pins and Township hats may be distributed during the presentation of commemorative plaques, or distributed at the discretion of the Mayor.

6-3 Bereavement Tributes

That in the case of bereavement, as defined below, the Township of Severn send an appropriate tribute on behalf of the Mayor and Council, and at the expense of the municipality; That the tribute may be floral or a donation to an appropriate agency or charity as per the family’s request at a maximum amount of $66.00; That the Treasurer or his/her designate shall respond appropriately; That this amount be reviewed annually in conjunction with the Township’s Remuneration and Allowance Listing;


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COMMEMORATIVE AWARDS

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That the bereavement tribute shall apply to the following individuals and his/her immediate family:

• current Members of Council • current employees, including part-time (eg. fenceviewers) • current Firefighters • current citizen appointees to Standing Committees;

That for the purposes of this policy, immediate family be defined as:

• spouse • father, mother • stepfather, stepmother • son, daughter • brother, sister • father-in-law, mother-in-law • grandchild;

That at the discretion of the Mayor in consultation with the Chief Administrative Officer, a bereavement tribute may be sent to another individual in extenuating circumstances (eg. retired employee, former Member of Council).

6-4 Retirement Recognition

Application

This policy will apply to all employees of the Township of Severn, permanent or other than full time, including Volunteer Firefighters.

Calculation of years of service shall include only continuous, unbroken service, notwithstanding a classification of full time or other than full time for employees. Reference should be made to the Human Resources Policy Manual to determine certain types of leave.



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Gift

Upon retirement of employment of an employee of the Municipality, the Council shall present that employee with a gift to the value of $18.80 per year of service. This policy shall apply to all employees with ten (10) or more years of employment. Employees with a minimum of 20 years of continuous service shall be presented with a Certificate of Appreciation from Council to acknowledge their years of dedicated service.

Reception

Upon retirement of an employee of the Municipality, the Council shall contribute the sum of $740.55 toward the hosting of a retirement reception. Said reception to be organized and administered by the Township employees. The sale of tickets may be necessary to make up the difference in cost between the subsidy and the actual cost. As a general guide, such tickets should be available for purchase by all Members of Council and all employees of the Municipality and their spouses.

The employee and spouse (or companion) will be guests at the reception. Should Council consider it appropriate, tickets may be purchased by the Township for outside guests. This policy shall apply to all employees with twenty (20) or more years of employment.

If more than one employee within a department retires within a 12 month period, one reception shall be held and one Municipal contribution will be paid.

General

The amounts specified herein should be adjusted annually at the same time as compensation and allowances are reviewed.


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6-5 Employee Service Pins

That service pins be presented to “active full time” Township employees on completion of the following terms of continuous service:

5 year service pin 10 year service pin 15 year service pin 20 years – 10k gold pin 25 years – 10k gold pin 30 years – 10k gold pin 35 years – 10k gold pin

And further that fire service pins and uniform service bands be presented to all Fire Department personnel on completion of the following terms of continuous service:

5, 10, 15, 20, 25 and 30 years of service; And further that an employee with 40 years of service receive a framed certificate from Council; And further that all achievements by employees including certificates and service pins be presented annually at a regular meeting of Council; And further that service pins and certificates be presented to members of the Severn Fire Department at their annual general meeting; And further that recognition be given to employees for their certificates or service pins at the Annual Christmas Dinner; And further that any citizen certificates be presented to them as they arrive throughout the year.

6-6 Annual Christmas Dinner

That the Township of Severn host an Annual Christmas Party or Parties on the first Friday evening in December and that the following persons employed during the fiscal year are to be invited:

Council • members of the current Council and one guest; • in an election year, members of incoming Council and one guest.


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Citizen Appointees • citizen appointees to statutory positions and Council Committees

and one guest.

Employees • currently employed full-time employees and one guest • part-time employees who are employed for a period of six months

without any restrictions due to hours • currently active members of the Severn Fire Department and one

guest; • Chief Librarian of the Coldwater Public Library and one guest; • former full-time employees and members of the Severn Fire

Department who have retired since September of the current fiscal year and one guest; and

• current full-time employees and members of the Severn Fire Department who are on an approved leave of absence and were actively employed for a period of at least six (6) months in the current fiscal year and one guest.

• The Chief Administrative Officer shall have the discretion to invite additional former employees with long standing service and one guest.

Annual Budget/Prizes

• That an annual budget of $250.00 be approved to accommodate door prizes for all employees, citizen appointees to statutory

positions and Council Committee members in attendance, excluding members of Council. One grand prize shall also be provided for a full time employee’s day off with pay. The Firefighters shall be allowed to participate in the grand prize by receiving a $150.00 gift card from the Orillia Square Mall in lieu of the day off with pay. Employees/guests must be in attendance to receive the draw prizes at this function.



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Donations All parties invited to the Annual Dinner may contribute toys to the

Salvation Army by dropping them off at the Administration Office or at the Annual Christmas Dinner.

6-7 Christmas Gratuities

Current full time employees will be provided with a $50.00 grocery voucher.

6-8 Volunteer Service Recognition Program

That the Township of Severn adopt a policy for a Volunteer Service Recognition Program (See Appendix 2)

6-9 Employee Incentives

That Council consider an annual contribution towards employee incentives during budget deliberations. The incentives may include prizes, entertainment and additional functions for employees.

6-10 Grant Requests for Festivals & Anniversaries

That grant requests for festivals, anniversaries or private grant applications be provided support with “in kind” donations only, upon review and approval of Council.


7 COMPUTER / TECHNOLOGY

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7-1 Website Links

That it be the policy of the Township of Severn to encourage links to our website in order to provide information to further enhance tourism, economic development, heritage, recreation and social community events within the Municipality; And further that the Township of Severn will not advertise for private businesses but will assist through the Township website and/or publications such as the Recreation Brochure, where possible, to promote public/social/community events organized by private businesses; And further that the Township support local groups and private businesses by listing public community events on the event calendar as provided by the groups or businesses; And further that staff be authorized to monitor and approve these requests.

7-2 Internet Use

That an Internet Use Policy be adopted for the Township of Severn. (see Appendix 3)


8 CONSULTANTS / CONTRACTORS

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8-1 General

Outside consultants/contractors may be hired as required. All contractors must have WSIB insurance coverage. There must be no conflict of interest in the hiring for such services. A consultant or contractor must not participate in any preliminary work leading to the hiring of the same consultant/contractor for the work in question.

8-2 Environment Impact Assessments

That the Township hire Environmental Consultants at the developer's expense to prepare Environment Impact Assessments when required.

8-3 WSIB – Non-Profit Organizations

That Non-Profit Organizations who do not qualify for WSIB must provide a letter from WSIB indicating that they are unable to obtain coverage prior to providing services to the municipality.


9 COUNCIL

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9-1 Prayer

That each Council Meeting be opened with prayer. 9-2 Correspondence/Business Cards

That typewritten material relating to business of the Township would be prepared on the request of Members of Council on an individual basis on plain paper subject to the scheduling only by the Chief Administrative Officer. Further that the Chief Administrative Officer would supply on request Township business cards for Members of Council in the standard Township format.

9-3 Council/Committee Lunches

That lunch for Members of Council and Standing Committees and participants be paid for by the Township when Committee Meetings last over the lunch hour.

9-4 Monthly Expense Claims

That members of Council submit meeting expense claims monthly to the Treasurer for payment.

9-5 Council Correspondence

The Clerk will direct correspondence deemed to be “information only” to be placed in the individual Council folders. Any member of Council may request the Clerk to place any such correspondence on the next regular agenda for Council or Committee.


9 COUNCIL

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9-6 Community Policing Committee Meetings

That any member of Council be authorized to attend meetings of the two Community Policing Committees within the Township, without expenses.

9-7 Public Relations Fund

That the Township of Severn adopt a policy for a Public Relations Fund for Members of Council. (See Appendix 4)

9-8 Council Portraits

That after members of Council are sworn to office arrangements be made for individual portraits of the Mayors and group portraits of the complete Councils of the Township of Severn.

9-9 Council/Committee Agenda Packages

That a policy to provide Council and Committee Agenda Packages to the public be adopted, effective January 1, 2004. (See Appendix 5)

9-10 Student Mayor Program

That a Student Mayor Program be adopted for the Township of Severn. (See Appendix 6)

9-11 Annual County Warden Curling Bonspiel

That Township representatives be authorized to attend the Annual County Warden Curling Bonspiel, with expenses.

9-12 Accountability & Transparency

That the Accountability & Transparency Policy be adopted and included in the Corporate Policy Manual. (See Appendix 7)


9 COUNCIL

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9-13 Delegation of Powers & Duties

That the Delegation of Powers & Duties Policy be adopted and included in the Corporate Policy Manual. (See Appendix 8)

9-14 Advisory Committees

That the Advisory Committees Policy be adopted and included in the Corporate Policy Manual. (See Appendix 9)

9-15 Delegation Submission Form

That the Delegation Submission Form be adopted and included in the Corporate Policy Manual for requests for delegations to Council. (See Appendix 10)

9-16 Verbal Presentations to Council

That is be a policy of this Council that verbal presentations by members of Council be accompanied by written documentation for the Agenda Packages.

9-17 Accounts Listing – Website

That the cover page only of the monthly accounts be included on the website with the Council Agenda Packages with the following highlighted message: “ The total list of accounts is available at no cost upon request from the Treasury Department. “


9 COUNCIL

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9-18 Long Distance Phone Calls

That Council Members be reimbursed for long distance phone calls for municipal business only subject to:

(a) The submission of a copy of the applicable phone bill; (b) Record of the subject matter discussed; and (c) Person contacted.

9-19 Petitions to Council

That every petition filed with the Clerk and designed to be presented to Council or Committee shall be legibly written or printed, shall not contain any obscene or improper matter or language, shall be signed and dated by at least one contact person (including contact information), shall include original signatures and shall include address and telephone numbers where return correspondence is to be directed and shall become part of the public record of the meeting at which it is received.

9-20 Correspondence – Personnel Issues

That the CAO be delegated to respond to all correspondence or complaints received with respect to personnel issues unless directed to Mayor and Council.

9-21 Council Vacancy That the Council Vacancy Policy be adopted. (See Appendix 11) 9-22 Remembrance Day Services That it be a policy of this municipality that members of Council are

authorized to attend Remembrance Day Services at local municipalities on behalf of the Township of Severn including the purchase of wreaths, if applicable.


9 COUNCIL

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9-23 Staff Reports to Council

That all staff reports to Council include a section “Strategic Plan Impacts” to ensure the continued monitoring and growth for the Strategic Plan.

9-24 Council & Staff Relationship

That the Council & Staff Relationship Policy be adopted. (See Appendix 12) 9-25 Code of Conduct That the Code of Conduct for Council be adopted. (See Appendix 13) 9-26 Pregnancy / Parental Leave

That the Council Pregnancy / Parental Leave policy be adopted. (see Appendix 14)

9-27 Dress Code for Council / Committee Meetings

The dress code for Council & Committee of Adjustment Meetings will be Business Professional and for Standing Committees it will be Business Casual.

CORPORATE POLICY MANUAL 10

DITCHING & DRAINAGE

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10-1 Tile Drainage Inspection Fees

That the Fees to be charged for inspection of Tile Drainage Loans shall be 1 1/2% of the approved loan amount.

10-2 Ditching

a) Where a property owner requests road ditching to be done and such ditching has not been included in the road budget, the Director of Public Works will evaluate the request and make the determination if such work can be done in the current budget year by Township staff.

b) The cost of ditching work that has not been budgeted in the current

year is 100% recoverable from the property owner. A deposit based on the cost estimate is required prior to such work commencing. Any surplus funds left over will be refunded and any shortfall will be separately invoiced to the property owner.

c) The property owner in his application acknowledges that the work

to be done is in accordance with Township standards at an estimated cost as determined by the Director of Public Works.

10-3 Closed Drains

a) A request by a property owner will be evaluated by the Director of Public Works to make a determination if such work can be done in the current budget year by Township staff.


DITCHING & DRAINAGE

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b) The cost of the closed drain is 100% recoverable from the property owner. A deposit is required based on the cost estimate prior to any such work commencing. Any surplus funds left over will be refunded and any shortfall will be separately invoiced to the property owner.

c) The property owner will in his application acknowledge that the

work is to be done in accordance with Township standards at an estimated cost as determined.

d) That property owners who have or are requesting Closed Drains be

given the choice of either waiting for the availability of Township staff workforces or having the work completed by Contractors hired by the municipality with all costs to be borne by the property owner.

10-4 Tile Drainage – Ditching

That it be a policy of this Township that ditching and drainage will not be completed by the Township as a result of tile drainage works unless it is deemed necessary by the Public Works Department to preserve municipal lands or roads.

10-5 Easements That an annual letter be sent to all properties affected by municipal easements reminding them of the need to keep these areas clear.

CORPORATE POLICY MANUAL 11 ELECTIONS

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11-1 Use of Municipal Resources – Municipal Candidates

That a policy for the use of municipal resources for municipal candidates be adopted for municipal elections (see Appendix 15).


FIRE DEPARTMENT

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12-1 Fire Stations - Public Use

That the Fire Halls are not available for use by the general public for activities not related to municipal business, with the exception of business meetings conducted by the respective Firefighters Association which will be permitted.

12-2 Firefighters’ Associations – Donation of Equipment

That Council approve staff to proceed to accept donated equipment from the Firefighters’ Association; And further that donated equipment to the Severn Fire Department must be approved to be received by both the Township Council and the Fire Chief; And further that the equipment will not be restricted as to where it will be located within the Fire Department operation.


HEALTH & SAFETY

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13-1 Incentive Program

That an expenditure not to exceed $75.00 annually for the acquisition of trophies or plaques for presentation to safety minded employees be authorized.

13-2 Alcohol Risk Management

That a Municipal Alcohol Risk Management Policy be adopted for all facilities owned and operated by the Township of Severn. (See Appendix 16)

13-3 Cell Phones & Image/Photographic Devices

That the use of picture taking cell phones and image/photographic devices is prohibited in designated areas as posted in all facilities owned and operated by the Township of Severn.

13-4 Employee Assistance Program

That the Township of Severn provide an Employee Assistance Program to its full-time employees and Volunteer Firefighters.


INSURANCE

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14-1 Coldwater Community Centre

That all renters that are participating in an organized sport activity must be affiliated with the regional/provincial/federal sport body and that sport body should provide insurance; And that all renters of the facility must also sign waiver forms releasing the Township from any incident that may occur during the rental; And that the Township reserves the right to request that a renting group or individual provide a Certificate of Liability Insurance in excess of two million dollars ($2,000,000.00) for any reason.

14-2 Liability Insurance

That it be adopted as a policy of the Township that liability insurance in a minimum amount of $5 million be required as a standard coverage for subdivision and development agreements, but Council may consider an application to reduce this amount to $2 million where minimal works are being performed on public lands.

14-3 Insurance - Council, Officers, Employees

That the Corporation of the Township of Severn hereby assumes the liability for bodily injury to or death of any person or damage to or destruction of property to others imposed by law upon: a) Council Members, Commissioners, Statutory Officers, Officers,

Employees or Volunteer Workers of the Corporation of the Township of Severn for liability which arises out of the use or operation by such person of a licensed motor vehicle, or

b) the owner of any licensed motor vehicle for liability which arises out of the use or operation of such licensed motor vehicle by Council Members, Commissioners, Statutory Officers, Officers, Employees or Volunteer Workers of the Corporation of the Township of Severn;


INSURANCE

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And further that such assumption of liability be subject to the following limitations, exclusions and conditions: a) This assumption of liability applies only to the use or operation of a

licensed motor vehicle in Canada or the United States of America by Council Members, Commissioners, Statutory Officers, Officers, Employees or Volunteer Workers on behalf of the Corporation of the Township of Severn including travel to and from work and attendance at meetings.

b) This assumption of liability applies only in excess of existing insurance carried by the owner of the licensed motor vehicle which was being used or operated by Council Members, Commissioners, Statutory Officers, Officers, Employees or Volunteer Workers at the time of the accident and does not apply unless the licensed motor vehicle which was being used or operated by such person at the time of the accident is insured for not less than a minimum Third Party Liability Limit required by the Insurance Act for the Province of Ontario.

c) This assumption of liability is subject to the agreements, conditions, terms and limit of liability insured in the Non-Owned Automobile Policy issued by the Policy and shall terminate whenever such Non-Owned Automobile Policy is terminated.

14-4 Minimum Insurance Requirements

That it be a policy of this Township that the following insurance be required for all outside parties: (a) Annual submission of a Certificate of Liability Insurance for the term

of all Agreements or Contracts; (b) A minimum of $2 million liability insurance unless otherwise stated

in an Agreement or Contract; (c) Naming the Township of Severn as an additional insured to cover

cross-liability; (d) Including the start and end date for the term for the Certificate of

Liability; and (e) A minimum of sixty (60) days notification from the insurer to the

Township of any cancellation or termination of the policy;


INSURANCE

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And further that if a cancellation notification clause cannot be included on the policy from the insurance company, the applicant be required to sign an annual agreement acknowledging upon renewal of the insurance policy that it is their responsibility to notify the municipality of any cancellation or termination of insurance.

14-5 Insurance Coverage - Volunteers

That insurance requirements for maintenance and operation of municipal facilities and parkland be covered under the Township’s comprehensive insurance policy, provided that the groups/associations have executed an Operations & Maintenance Agreement with the municipality; And further that for the entities that have Directors’ liability insurance, the Township will reimburse the costs for these entities/groups after their insurance costs have been paid and submitted to the Township; And further that volunteers who perform maintenance on municipal parkland be covered under the Township’s comprehensive insurance policy, provided that Council’s approval is received prior to the works being commenced and an annual list of volunteers is provided to the Township.

14-6 Coldwater Business Improvement Area

That the BIA be requested to get separate insurance coverage for any events that they are organizing naming the Township of Severn as an additional insured; AND FURTHER THAT any other groups that are organizing events in Coldwater should secure their own insurance naming both the Township and the BIA as additional insured.


LAND PURCHASE / SALE / TRANSFER

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15-1 Purchase by Severance

That where land is acquired for the Municipality as a condition of severance, it be a condition of severance that the Municipality be provided with a certification of title by the Applicant's Solicitor.

15-2 Sale of Road Allowances Leading to Water

This Municipality will not sell road allowances leading to water that the general public have direct access to; And further that all other unopened road allowances leading to water (eg. islands, landlocked) will be considered individually as to their value as recreational areas for all ratepayers of the Township of Severn prior to being considered as surplus land.

15-3 Notices – Sale of Municipal Land

That prior to the process of disposing of any municipal land, an informal notice will be circulated to each property owner by regular mail in the vicinity of the property advising of the municipality’s proposal to dispose of same; And that comments be requested prior to a reasonable deadline date for consideration of Council.

15-4 Department Circulation

That all requests for the acquisition of municipal land, including road allowances, be circulated to the Building/Septic, Fire, Planning and Public Works Departments in order to identify any concerns with respect to municipal and private lands prior to presentation to Severn Township Council for its consideration.


LEASING

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16-1 Lease Financing Policy

That a “Lease Financing Policy” be adopted for the Township of Severn. (See Appendix 17)


LICENSING

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17-1 Liquor License Board of Ontario

That Township Staff be authorized to respond to the Ministry of Consumer and Commercial Relations regarding inquiries related to Municipal Clearances for Liquor Licenses and Provincial Lottery Licenses.

17-2 Lottery Licensing That the Township will not entertain applications for a lottery

license from charitable or religious organizations whose base of operation is not within the Corporate Limits unless Council deems such organization as having sufficient interest and input into the Township.

17-3 Municipal Property Assessment Corporation

That the Director of Corporate Services be permitted to annually enter into License Agreements with MPAC.


MAIL BOXES

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18-1 Installation Standards

That a design for installation of new rural mail boxes be adopted; And that it be a policy that only mail boxes installed to this standard be repaired by the Township if damaged by snowplowing operations. (See Appendix 18)

18-2 Community Mail Boxes

That the Township of Severn will not be honoring any requests to assist with the processing of the Canada Post Community Mail Box Fee.


OFFICE

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19-1 Office Hours

That the office hours for the Township Office shall be Monday to Friday, 8:30 a.m. to 4:30 p.m., excluding statutory holidays or other holidays as authorized by Council.

19-2 Use of Administration Office

That the Administration Office, including the Council Chambers and the Committee Room, is not available for use by the general public for activities not related to municipal business.

19-3 Provincial Territorial Flags

That the municipality will not rent or loan out the provincial/ territorial flags and stand to the public.


PERMITS

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20-1 Special Occasion Permits - Community Festival

Community organizations are required to obtain a Special Occasion Permit (SOP) from the Alcohol and Gaming Commission if their event involves the sale of alcohol. In fact, in order to quality for this temporary “license”, the permit requires a letter from the Municipal Council, Clerk or delegated official designating it as a community festival. A community festival is an event which is open to the public and the proceeds benefit a charitable aim, as defined by the provincial terms and conditions. As a point of comparison, this differs from a private event such as a wedding, which is a different category of SOP.

The issuance of a letter designating an event as a community festival is delegated to the Township Clerk. This would serve to expedite these routine matters of business and avoid delay on the part of the community organizers.

Most events are annual and have become a tradition in our community. Other events, new or one-time-only, could easily be judged. To qualify as a community festival, the proceeds must be earned by and/or given to a “charitable” organization. Staff are familiar with this definition due to ongoing responsibilities related to the issuance of lottery licenses, which must also fit within this definition. As in other matters, if staff are unsure as to whether or not the request for status as a “community festival” is appropriate or if the standard provisions are altered in any way, the request would be forwarded to Council for consideration.


PERSONAL INFORMATION PROTECTION

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21-1 Personal Information Protection & Electronic Documents

That a Personal Information Protection & Electronic Documents Policy be adopted for the Township of Severn. (See Appendix 19)

21-2 Access to Records

That an Access to Records Policy be adopted. (See Appendix 20)


PERSONNEL – General

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22-1 Conventions & Seminars

Employees

That the cost of attendance at conventions and seminars relevant to employment or appointment be paid by the Municipality.

The cost of attendance at conventions and seminars relevant to employment or appointment shall be reviewed and budgeted for annually by each Department. Once the budget has been adopted by Council, Department Heads are to remain within budget guidelines and no further approval is required from Severn Township Council.

Following the adoption of the budget, attendance of employees at conventions and seminars will be approved by each Department Head prior to registration.

Council/Committees

The cost of attendance at conventions and seminars will be paid by the Municipality and approved on a case-by-case basis by Council. Members of Council are requested to report to Council on seminars and conventions which they have attended.

22-2 Other Than Full-Time Staff

That the Chief Administrative Officer be authorized to employ Other Than Full-Time Staff, on an as required basis, at rates as outlined in the Township Salary By-law.


PERSONNEL – General

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22-3 Commissioning/True Copies of Documents

That the Council of the Township of Severn adopt a policy whereby Commissioners be authorized to commission affidavits for municipal and public related business in accordance with statutory obligations; And further that a fee be charged for commissioning and certifying true copies of documents not related to municipal business as outlined in the Township Fees & Charges By-law.

22-4 Code of Conduct

That the Township of Severn adopt a policy for Code of Conduct for Employees. (See Appendix 21)

22-5 Bomb Threat Procedures

That the Township of Severn adopt a policy for Bomb Threat Procedures. (See Appendix 22)


PERSONNEL – Public Works

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23-1 Drainage Salaries The salary approved in accordance with the provisions of the Tile

Drainage Act and the Drainage Act shall be apportioned at 5% of the Drainage Superintendent’s annual salary and/or the maximum available through drainage programs.


PLANNING & DEVELOPMENT

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24-1 Industrial Agreements

That parkland dedication for Development Agreements being negotiated for industrial uses be considered on an individual basis.

24-2 Subdividers Agreement

The preparation of a Subdivision Agreement is facilitated by an appointed Committee of Staff, Township Solicitor, Township Engineer and the Head of Council or his designate, who will meet with the developer and his/her professional advisors, through a series of checklist meetings. When a tentative agreement has been reached the proposed agreement is presented to Council for its consideration. The "Checklist Committee" does not make policy decisions and therefore should at any point during the negotiating process the developer asks for modifications or variations from the Township's Standard Subdividers Agreement, the request along with the Committee's comments will be reviewed by Council.

24-3 Road Construction Standards

That minimum specifications for subdivision road construction be upgraded for all Subdivision Agreements executed after January 1, 1988 by the Township, to require two layers of asphalt - one layer of 1 1/2" compressed HL-4, and one layer of compressed HL-3 to be applied a minimum of 10 months following the first layer;

Option A And that the date of substantial completion of Municipal services shall be defined in the Subdivision Agreements as completion of all Municipal services, save and except the final layer of asphalt;

Option B Or that the date of substantial completion of Municipal services shall be defined in the Subdivision Agreements as completion of all Municipal services, save and except the final layer of asphalt and the sodding of

boulevards; CORPORATE POLICY MANUAL 24


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And that in the event Option B is chosen by the Subdivider, the Agreement shall specify that an additional minimum deposit in accordance with the Township’s Fees & Charges By-law will be filed with the Municipality as a guarantee that the boulevards will be sodded not later than the 31st of October of the year in which the Subdivision Agreement was executed; And also that the Subdivider will forfeit said deposit in the event the sodding is not completed within the required time, and the Letter of Credit will be cashed to cover the cost of the outstanding works; And that the Subdivision Agreements shall provide for the issue of Building Permits upon the issue of a certificate of substantial completion by the Township Engineer, without a restriction as to occupancy; And that the Subdivision Agreements shall provide for acceptance of the Municipal services upon satisfactory completion of all Municipal services, including the final layer of asphalt; And that the Subdivision Agreements shall provide for a maintenance guarantee for Municipal services for a period of two years, following the acceptance of Municipal services within the subdivision, said guarantee to be secured by way of a Letter of Credit.

24-4 Re-Naming of Existing Roads

That the following minimum standards must be met before Council would consider changing the recorded name of any previously addressed public road: (a) That 100% of all owners of assessed properties abutting the public road, and serviced by it, sign and submit a petition universally supporting the name;

(b) That a proposed name not duplicate in any way, or sound similar to any other street name, island or navigable waterway in the Township; and



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(c) That the petitioners submit a cheque with their application in an amount as set out in the Township’s Tariff of Fees By-law to cover the full costs of administration. And further that requests received which are determined not to meet the aforementioned criteria would not be endorsed by Council and the fee would be refunded.

24-5 Naming of Private Roads

That the following minimum standards must be met before Council would consider changing the recorded name of any previously addressed private road or the naming of any private road constructed: a) That 100% of all owners of assessed properties (patented lands)

abutting the private road, and serviced by it, sign and submit a petition universally supporting the name;

b) That a proposed name not duplicate in any way, or sound similar to, any other street name, island or navigable waterway in the Township; and

c) That the petitioners submit a cheque with their application in an amount as set out in the Township's Tariff of Fees By-law to cover the full costs of administration;

And that requests received which are determined not to meet the aforementioned criteria would not be endorsed by Council and the fee would be refunded.

24-6 Pre-Servicing Agreements

A Pre-servicing Agreement allows the subdivider, being the registered landowner, to commence the installation of municipal services within the subdivision lands prior to the registration of the Plan of Subdivision and prior to the execution of the Subdivision Agreement. A Pre-servicing Agreement allows the municipality to inspect and supervise works on private lands.



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While the provisions of the Subdivision Agreement may still be under negotiation, the conditions of draft approval must be determined in order for eligibility to enter into a Pre-servicing Agreement.

Council adopted a basic agreement framework but acknowledged that specific content will be customized to the development. This framework will be utilized to facilitate discussions about the Pre-servicing Agreement with the developer.

Before entering into a Pre-servicing Agreement, Council requires the developer to provide a performance guarantee to the municipality representing 10% of the costs of underground municipal services and related appurtenances on these private lands. In the event of default by the developer, the municipality would access these funds to undertake interim remedial measures. Some pre-servicing works may also require related works on abutting municipal lands. Council requires that a Letter of Credit in the amount of 100% of the cost of the value of works on public lands be on deposit with the municipality prior to entering into a pre-servicing agreement. Conditions related to a Pre-servicing Agreement could be handled as a separate matter at the Checklist Meetings, possibly discussed concurrently with negotiations pertaining to the Subdivision Agreement.

A Pre-servicing Agreement requires Council authorization by By-law.

24-7 Public Information Meetings

That a two meeting process be followed for subdivision agreements with a public information meeting being held prior to any formal public meetings.



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24-8 Parkland or Cash-in-Lieu

That in accordance with the Planning Act, parkland dedication or cash-in-lieu provisions be imposed on all residential and industrial consents and plans of subdivision.

24-9 Developers’ Deposits

That staff ensure that there are no external costs incurred until the appropriate planning applications and deposits are submitted; And further that the Township consultants/lawyers be advised that their accounts will be paid upon the planning applicant’s account being current.

24-10 Approval of Documents - General

That all applicants requiring final approval of Council for executed documents, including signing powers delegated to staff, be required to meet all conditions of the document prior to inclusion on an Agenda for Council or Committee.

24-11 Consents for Lot Addition Purposes

That Township staff be authorized to accept land dedications adjacent to municipal road allowances or properties to facilitate lot additions, when required. All associated legal costs involved with the transfer shall be the responsibility of the party requesting the Lot Addition with no costs being the responsibility of the Municipality.

24-12 Housekeeping Amendments to General Zoning By-law

That staff be authorized to initiate housekeeping amendments to the Zoning By-law related to map schedule corrections on as as-needed basis.



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24-13 Planting of Trees – New Subdivisions

That the Township’s development standard for the planting of trees in new subdivisions shall generally be two trees per lot but that the exact number and location on each lot shall be determined having regard to proposed building locations, lot size, configuration and existing tree cover.

24-14 Severances on MacLean Lake

That an interim policy be adopted to defer the consideration of any further applications for consent on MacLean Lake pending the results of the follow-up study and their reflection in Official Plan policies, if required.

24-15 Zoning By-law Amendments – Mapping Corrections

That each property owner be required to submit an application for a Zoning By-law Amendment for mapping errors and the application fees be waived for future applications intended to correct mapping errors and/or restore a previously existing zoning where it appears to have been inadvertently replaced by a less appropriate category.

24-16 Development Charges – Garden Suites

That the development charges fees for garden suites be waived at this time.

24-17 Tree Canopy & Natural Vegetation

That the Township requires the protection and enhancement of the existing tree canopy and natural vegetation within the municipality by encouraging the preservation and retention of existing natural vegetation and the planting of self-sustaining vegetation and native tree species for both municipally initiated projects as well as development proposals, where feasible.


PUBLIC WORKS

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25-1 Snowplowing & Maintenance of Unassumed Roads

That the Township of Severn will not provide snow plowing and maintenance on unassumed roads within the Township of Severn. Subdivisions The municipality shall provide, on the owner’s behalf, winter maintenance services (snowplowing, sanding and winter sand sweeping) on all roads from the date of first occupancy of any building until final completion and acceptance of municipal services. Upon receiving notice, the owner shall pay to the municipality the flat rate based on an annual cost per kilometre to cover the municipaity’s costs of providing such service calculated by the Director of Public Works. Further, the owner shall be responsible for any extraordinary winter maintenance costs or repair costs (including vehicle and equipment repair) incurred as a result of improper or deficient construction of the roads or material or debris on the road.

25-2 Jog Realignments

That the practice of ongoing construction with respect to Sideroad Realignments as performed by the former Township of Orillia be continued as a matter of policy by the Township of Severn, in principle; And that individual projects be reviewed by Council on an annual basis.

25-3 Abandoned Vehicles

That the Director of Public Works be authorized to refer information on abandoned vehicles found on Township highways to the Police for their consideration.

25-4 Winter Control

That the Winter Control Policy be adopted. (See Appendix 23)


PUBLIC WORKS

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THAT the Director of Public Works be authorized to remove snow on the main streets of Coldwater, Washago and Port Severn more than the usual practice of twice a year if weather conditions are extreme, and at his discretion, provided Public Works staff are available to provide this additional service.

25-5 Adopt-A-Highway Litter Control

From time to time, a community organization or private company expresses its interest and willingness in assuming responsibility for litter clean-up along a portion of highway. With the downloading of certain roads, usually arterial, to the Township from the County, more such requests are being received. In order to expedite and support these initiatives with minimal delay and paperwork, Council adopts a standard agreement and authorizes its administration by the Director of Public Works. If there are any proposed changes to the standard agreement, as requested by an individual organization or as recommended by staff to alter the base document, Council’s approval will be sought. (See Appendix 24)

25-6 Winter Sidewalk Plowing/Sanding Operations

OBJECTIVE:

The level of service for winter sidewalk snow plowing operations shall be in accordance with the following:

o Snow clearing of sidewalks in Coldwater and Washago areas shall be done on a six day per week basis following a snow fall when accumulation of snow is in excess of 5 centimetres (2 inches) on the surface of the sidewalks. All sidewalks should be cleared within twelve (12) hours of the start of the sidewalk plowing operations.

o First priority shall be accorded to sidewalks on arterial routes (Coldwater Road-Coldwater, Muskoka Street-Washago).

o


PUBLIC WORKS

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o Second priority shall be accorded to sidewalks on collector roads and areas of moderate pedestrian traffic such as schools, commercial areas and government offices.

o Third priority shall be accorded to sidewalks in local residential areas and sidewalks with low pedestrian traffic.

The level of service for winter sidewalk sanding operations shall be in accordance with the following:

o Sidewalk sanding shall be accorded to sidewalks on Coldwater Road, Coldwater and Muskoka Street, Washago on a regular basis as conditions warrant.

o Sanding of all remaining sidewalks will only be carried out in extremely slippery conditions (i.e. - rain, freezing rain).

SUMMARY:

The Public Works Department will attempt to provide the best winter maintenance efforts to the sidewalks given the resources available and weather conditions. However, during certain hours and under certain weather conditions, sidewalks may become snow covered and slippery. It is expected that pedestrians will use extra care in these situations when walking on the sidewalks.

25-7 Salt Management Plan

That a Salt Management Plan be adopted as a corporate policy. (See Appendix 25)

25-8 Brush & Tree Removal That the Brush & Tree Policy be adopted (See Appendix 26)


PUBLIC WORKS

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25-9 Idling of Vehicles That this policy pertain to all Township owned vehicles.

That all Township Vehicles be restricted to 5 minutes of idling, provided that the vehicle is locked and secure if unattended, with the exception of diesel powered vehicles during extreme weather conditions where the continued operation of the vehicle may be compromised.

Exemptions

• Vehicles participating in an emergency activity or engaged in operational activities, including training

• Vehicles that remain motionless because of an emergency, traffic conditions, weather conditions or mechanical difficulties over which the driver has no control

• Vehicles where idling is required as part of the repair process or to prepare the vehicle for service

25-10 Triathlons & Bicycle Rallies

That staff be authorized to approve and monitor applications for triathlons, bicycle rallies or similar events to be held on municipal roadways in accordance with the following conditions:

- provided traffic flow within the Township of Severn is not unreasonably impeded during the event and that residents and businesses are accommodated with a minimum of inconvenience;

- applicants are encouraged to place volunteers at all major intersections in order to ensure the safety of all participants;


PUBLIC WORKS

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- applicants are encouraged to advertise in the local newspaper prior to the event ensuring that area residents and businesses are aware of the times and locations of the route to alleviate traffic and safety concerns;

- applicants are requested to notify all retailers and residents on the proposed route by mail of the time and location of the event;

- all applicants are required to submit a Certificate of Liability Insurance in the amount of $2 million naming the Township of Severn as an additional insured prior to the scheduled event.

25-11 Maintenance of Unopened Road Allowances For a Level 6 Road, the following maintenance standard is approved: 1. Maximum of 2 times of minimum maintenance per year performed

by the municipality. 2. The minimum maintenance will include up to 3 loads of gravel per

year, should it be required, and will be graded by municipal equipment.

3. Should brushing be required that it be limited to two hours of township equipment and labour.

4. Public Works staff would determine appropriateness of the maintenance as well as the timing of the work.

5. Any maintenance work completed by municipal staff does not indicate any intention of the municipality to assume the Unopened Road Allowances.

6. All Unopened Road Allowances should be posted as “Unassumed Road – Use at Own Risk”.

7. All requests for trivial maintenance are required to be in writing. 25-12 Private Roads

That all requests for maintenance and upgrades be denied for private roads.


PUBLIC WORKS

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25-13 Speed Limit Reviews That the Speed Limit Review Policy be adopted. (See Appendix 27) 25-14 Business Advertisements on Sidewalks

That the Business Advertisements on Sidewalks Policy be adopted. (See Appendix 28)


PURCHASING & SELLING

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26-1 Township Lapel Pins

That Township of Severn pins be made available to the public in accordance with the Township’s Fees & Charges By-law.

26-2 Township Flags

That Township of Severn flags be made available to the public in accordance with the Township’s Fees & Charges By-law.


RECREATION - Docks

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27-1 Dock & Launch Inspections That the Dock & Launch Inspections Policy be adopted. (See Appendix 29)


RECREATION - Facilities

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28-1 Coldwater Fairgrounds

That the following be adopted as policy with respect to the approval of capital improvements to the Coldwater Fairgrounds which are proposed by outside agencies:

" All proposals by the Coldwater and District Agricultural Society

relating to the construction of additional structures on or installation of other permanent site improvements at the Coldwater Fairgrounds must first be submitted to Severn Township Council for consideration. Once received, Council is responsible for soliciting comments from all affected Municipal Departments. Requests for comments shall be routed through the Chief Administration Officer who shall be responsible for co-ordinating the responses. When the Department Heads views have been received by Council, it will review the proposal, establish conditions of approval if required, and make a final decision on the issue. "

28-2 Coldwater Community Centre Ice Maintenance

That a Coldwater & District Community Centre Ice Maintenance Policy and Daily Ice Maintenance Inspection Record Form appended hereto be implemented and adopted as policy for the Township of Severn. (See Appendix 30)

28-3 Washago Centennial Park

That the Township of Severn cease operations of a trailer/campground park and Washago Centennial Park continue to function as a community park.



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28-4 Coldwater Community Centre Ice Resurfacer Maintenance That the Ice Resurfacer Maintenance Policy be adopted. (See Appendix 31) 28-5 Coldwater Community Centre Refrigeration Plant Maintenance

That the Refrigeration Plant Maintenance Policy be adopted. (See Appendix 32)

28-6 Coldwater Community Centre Holiday Closure

That the Coldwater & District Community Centre be closed at noon on December 24th, closed December 25th, 26th, January 1st and on Good Friday.

28-7 Fundraising – Coldwater Community Centre That no outside fundraising be allowed at the Coldwater Community Centre. 28-8 Rental Agreements

That the Agreements for main ice users, facility permits for the Coldwater & District Community Centre, Halls, Parks and Sportsfields, Applications for Ice Time and Applications for Floor Time be incorporated into the Corporate Policy Manual.

Appendix 33 – Coldwater Community Centre Users Group Contract Appendix 34 – Coldwater Community Centre Facility Use Permit Appendix 35 – Parks/Sportsfields Facility Use Permit Appendix 36 – Halls Facility Use Permit Appendix 37 – One Time Use Ice/Floor/Hall Usage Application



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28-9 Code of Conduct – Community Centre

To ensure everyone’s safety: 1. Recognize and accept the risks inherent in the activity. Each visitor

is responsible for his/her own personal health, medical, dental and accident coverage.

2. Each participant is responsible for wearing the necessary protective Equipment for the activity.

3. All children are to be in the care of an adult. Parents/Guardians are Responsible for conduct of their children or people in their care.

Tag, hide and seek, running and other games or boisterous activities are not allowed for everyone’s safety.

4. Bullying will not be tolerated. 5. Foul language is prohibited. 6. Smoking is not allowed in any area inside the facility. Smoking is

allowed 20 metres from the Building – Smoke Free Ontario Act. 7. Roller blades, wheelies, skateboards, scooters and bikes are not

allowed in the building. 8. All participants of the facility are responsible for any damage /

vandalism incurred. 9. Only skaters with skates are allowed on the ice surface. Chairs are

not permitted. Skating aids are available. 10. No one is allowed on the ice surface until the ice resurfacer gate is

closed. 11. No laser light devices of any kind are allowed in the building. 12. Cameras or any electronic devices that take pictures or record are

not permitted without the permission of the Township, club, organization or individuals in order to protect everyone’s privacy.

13. Pets are not permitted in the building except for Guide Dogs for the visually impaired.

14. Shirts and shoes must be worn in the building.

CORPORATE POLICY MANUAL RECREATION - Facilities

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28-10 Ice Logos

That the Ice Logo Policy be adopted. The purpose of this policy is to provide direction on the type of logo accepted, guidelines for applying for a logo, and payment required for the Coldwater & District Community Centre.

General Requirements

1. That only the Township of Severn be permitted to sell advertising

space on the ice. 2. That only logos that are digitally printed logos be received no later

than August 1st prior to the new ice season. 3. That the full dimensions of the logo are to be confirmed also by

August 1st. 4. Logos will be received based on the previous year’s paid

customers before new customers are accommodated. 5. That the logo fee imposed is paid in full by September 1st each

year. 6. That any ice logos be charged the per square foot cost based on

six (6) months of operation.

28-11 Hourly Ice Rental Policy Statement

The purpose of this policy is to establish payment guidelines when hourly ice rentals contract ice for the ice season. This policy will further ensure the group meets its financial obligations to the Township.


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Policy First Half of Season Payment – The first half of the season payment is due October 1st of each season. Second half of Season Payment – The second half of the season payment is due December 15th of each season.

28-12 Facility Rental – Booking, Damage, Cancellation Policy Statement

The purpose of this policy is to establish guidelines when renting facilities, sports fields, parks and hosting events in the Township. It is a policy whereby the renter and the Township both have responsibilities in dealing with bookings, payments, cancellations and the associated fees. Policy Deposit Fee – The deposit fee is $100.00, plus HST, in order to hold a rental date. It is payable at the time of the confirmed booking. Damage Deposit Fee – The damage deposit fee is $100.00, plus HST, and will be returned when staff has confirmed that there has been no damage and/or vandalism. The full fee will apply regardless of the scale of damage and/or vandalism that has occurred. Should extensive damage have occurred, the rental will be responsible for all expenses incurred by the Township. Full Payment Due – The full payment is due 90 days before the rental date.


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Cancellation Fee (a) The cancellation fee is 50% of the total rental if less than 60 days is

given in writing, either by mail or e-mail on the date received. (b) The cancellation fee is 75% of the total rental if less than 30 days is

given in writing, either by mail or e-mail on the date received. 28-13 Video Taping & Live Broadcasting

That the Video Taping and Live Broadcasting Policy be adopted. (See Appendix 38)

28-14 Rentals on Holidays

That there be no rentals on public and statutory holidays to be further accommodated after July 1st, 2019.


RECREATION – General

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29-1 Capital Improvements Funding

That the following criteria be met for the approval of cost sharing in support of capital improvements to property owned by the municipality:

• That all grant applications for capital improvements to municipal parkland be reviewed annually in support of budget deliberations by the Culture & Recreation Advisory Committee for their input and final recommendations to Council.

• That no capital improvements be completed on any municipal parkland without the improvements being a direct result of a master plan for that geographical area and/or until all park standards such as CSA standards for playgrounds, ESA standards for any electrical work, Building Code for any structures, including park amenities and equipment is of commercial grade for longevity and maintenance for existing structures and amenities are met.

• That bona fide community groups, organizations and associationas are the accepted groups to qualify for grant funding and they must meet the Township requirements for their project.

Funding Policies 1. For the development of a new park (including initial playground

equipment), the money will be drawn from the Parkland Reserve Fund as park development is part of the intention of the creation of that Reserve Fund.

2. For any additional playground equipment requested by a community or outside group, consideration of a 50/50 split of capital costing will be put in place that meets the criteria of capital expenditures as determined by the Township’s Director of Corporate Services.

3. Associations must submit invoices supporting budget approvals for cost sharing.

4. That for any facilities owned by the municipality that are operated through a Lease Agreement with an outside group, the following dollar levels with respect to sharing capital costs will be considered:



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(a) Capital expenditures (as determined by the Director of Corporate Services) below $25,000.00 will be completed on a 50/50 cost sharing basis with the outside group up to approved budget levels.

(b) Capital expenditures (as determined by the Director of Corporate Services) above $25,000.00 will be referred to Council for budget consideration in terms of a sharing percentage, if any. The request from the outside group will contain a business plan as to the financing of the proposed project.

5. Maintenance items (as determined by the Director of Corporate Services) that are over $25,000.00 will be referred to Council for their consideration during the annual budget process.

6. That a minimum of three (3) quotations are required for any capital or equipment funding included with the grant requests.

29-2 Recreation Programming

That the Recreation Program be approved with a January 2013 launch, including staff and volunteer recruitment; That where possible, the Recreation Programming Instructors be considered as a contractor; And further that no non-resident fees be charged; And further that the seniors’ discount be 25% for Township residents only for all seniors 60 years and older; And further that a Joint Use Agreement be approved with the Simcoe County District School Board thereby qualifying for reduced facility rental charges; And further that Recreation Program Instructors be allowed to teach with Emergency First Aid/CPR Certification.

29-3 Recreation Programs

That the policy form the procedures for refunds, transfers, waitlists and cancellations of Recreation Programs. (See Appendix 39)



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29-4 Concussion Prevention & Management Guideline That the Concussion Prevention & Management Guideline be adopted; And further that the Guideline be posted on the Township website; And further that a brochure be developed; And further that the Concussion Prevention & Management Guideline be

part of the orientation training for Recreation Instructors for the Township of Severn. (See Appendix 40)

29-5 Outdoor Rinks & Signage That the Outdoor Rink & Signage Policy be adopted. (See Appendix 41) 29-6 Special Event Grants / Sponsorships

That the Special Event Grants / Sponsorships Program be adopted. (See Appendix 42)

29-7 Waiver of Recreation Fees

That no further discounts will be provided for recreational fees throughout the Township and the Fees & Charges By-law will apply.

29-8 Rental of Sportsfields – Public & Statutory Holidays

That there will be no rentals on public and statutory holidays to be further accommodated after July 1, 2019.


RECREATION – Parks

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30-1 Municipal Park Development

That land owned by the Municipality for park purposes may be improved by local ratepayers groups or associations in accordance with Township Policy.

Exceptions

The following Municipal Parks shall continue to be maintained by the Township, as follows:

a) In Former Township of Orillia

• Washago Centennial Park

b) In Former Village of Coldwater • Rick Hansen Bridge Parkette • Village Green Park • Fairgrounds • Side Gardens (Mill & Coldwater) • Riverside Grass Areas

c) Grass cutting for all municipal owned parkland will be performed by

the municipality on an annual basis. d) Grass cutting at 3183 Shoreview Drive and 3992 Sandcastle Court

shall be performed by the Couchiching Shores Ratepayers Association with an annual grant.

e) The Groups/Associations may submit an annual request to the

Township of Severn for grant funding outlining the financial requirements with respect to operation and maintenance of the parkland subject to budget approval.


RECREATION – Parks

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30-2 Township Memorials

That the Corporation of the Township of Severn shall provide financial assistance up to $100.00 per year (provided that receipts are submitted) to any organization or group assuming the role of providing for the care and maintenance of a recognized Township of Severn Memorial; And further that Council consider any future capital maintenance costs associated with any Township memorial on an individual basis with monies to be accessed as deemed appropriate.

30-3 Undeveloped Parkland

That requests for grant funding for maintenance of undeveloped municipal parkland be reviewed on an annual basis during budget deliberations; And further that applicants for this grant be requested to submit an annual maintenance schedule for consideration of Council.

30-4 Playground Signage That the playground signage be adopted. (See Appendix 43) 30-5 Skate Park Inspection Form That the skate park inspection form be adopted. (See Appendix 44) 30-6 Coldwater Bleacher Inspection Form

That the Coldwater Bleacher Inspection Form be adopted. (See Appendix 45)

30-7 Memorial Park Program That the Memorial Park Program be adopted. (See Appendix 46)

CORPORATE POLICY MANUAL RECREATION – Parks

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30-8 Pump Track Inspection Form That the Pump Track Inspection Form be adopted. (See Appendix 47)


RECREATION – Uhthoff Trail

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31-1 Uhthoff Trail

That the Section of trail from Coldwater to Waubaushene be considered an extension of the existing Uhthoff Trail which now consist of the area from Orillia to Waubaushene.

31-2 Uhthoff Trail Fencing

That the Uhthoff Trail Fence Replacement Policy be adopted. (See Appendix 48)

31-3 Uhthoff Trail Inspection & Maintenance

That the Uhthoff Trail Inspection & Maintenance Policy be adopted. (See Appendix 49)


RECREATION – Washago Centennial Park

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32-1 Ball Diamond

That the ball diamond at Washago Centennial Park be made available to organized baseball leagues on a first come, first serve basis; And that the Director of Public Works and/or a designate be authorized to administer scheduling and approve the use of said facility, subject to policies with respect to Contracts and insurance.

32-2 Concession Booth Lease Agreement

That the attached Lease Agreement for the Washago Centennial Park Concession Booth be entered into for the lease of the facility. (See Appendix 50)


SIGNS

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33-1 Neighbourhood Watch Signs

That subject to budget provisions, the Township subsidize to a maximum of 50% the supply and installation of Neighbourhood Watch Signs at locations requested by Ratepayer Groups and reviewed and approved by the Information Officer of the Ontario Provincial Police; And that the installations be performed by the Public Works Department of the Township of Severn.

33-2 Road Closing Signage

That it be a standard operating procedure of the Public Works Department to inspect on a daily basis the placement of road closed signage at construction site.

33-3 Municipal Signage

That the Township Sign Policy be adopted for the Corporation of the Township of Severn. And further that staff be authorized to annually obtain quotations for the supply of signs from various suppliers in accordance with the Municipal Sign Policy. (See Appendix 51)

33-4 Outdoor Notice Boards

That outdoor notice boards installed by the Township of Severn be used for municipal purposes only.


SIGNS

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33-5 Banner Poles

That the following direction be adopted on the use of banner poles installed for advertising public events within the municipality. • All requests for the use of banner poles are to be reviewed and

approved by the Director of Public Works or designate. • All requests will be approved on a first come basis. • Each request will be logged by the Public Works Department. • The banners will be installed and removed by the Public Works

Department as time allows. • The flying of banner time will be limited to a maximum of two (2)

weeks prior to the scheduled event. • Each organization will supply their own banner for display to the

Coldwater Arena and pick it up from the Coldwater Arena following the event.

• The flying of banners for private or business organizations will not be approved for use of the poles.

• That the Coldwater Mill and the Coldwater Museum be included to display banners at no cost as non-profit organizations for public events.

• The Coldwater BIA is authorized to use the banner poles provided that it does not promote any one business within the BIA and that there are no other public events requiring use of the advertising area.

33-6 Annual Signs – Budget Approval

Unless otherwise directed by Council, an allocation of $5,000.00 will be included in each annual budget for signage. That in lieu of a Sign Committee, members of Council provide sign requests prior to budget deliberations each year to staff.

33-7 Digital Message Signs That the Digital Message Sign Policy be adopted. (See Appendix 52)

CORPORATE POLICY MANUAL 34 SOCIAL MEDIA

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34-1 Social Media That the Social Media Policy be adopted. (See Appendix 53)


TREASURY

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35-1 Tax Sale

That the Treasurer be authorized and directed to commence procedures under the Municipal Act on all accounts which may from time to time become eligible, except where alternative satisfactory arrangements have been made for regular payment.

35-2 Mobile Home Parks

That the Treasurer be directed to treat tax accounts for mobile home parks in the same manner as other realty tax accounts - ie. that they be paid in full on normal due dates.

35-3 Tax Write-Offs

That the Treasurer be authorized to write-off tax accounts with balances of less than $100.00; And further that all tax amounts of a nominal nature less than $1.00 that have been assessed and will be assessed in future years be written off yearly rather than being invoiced to the taxpayer; And further that staff be delegated the duty to deny all requests up to and including $100.00 of penalty on requests from ratepayers if the late payment is through no fault of the municipality.

35-4 Late Payments

That the Treasurer be authorized to accept, without penalty, payments which are received by mail within 2 days after a due date.

35-5 Post-Dated Cheques

That all post-dated cheques left in the possession of the Municipality be filled out entirely prior to being accepted by staff as advanced payment on accounts.


TREASURY

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35-6 Cash Management Policy - Coldwater Community Centre

That the Cash Management Policy appended hereto be adopted as policy for the Coldwater & District Community Centre. (See Appendix 54)

35-7 Municipal Investment Policy

That a Municipal Investment Policy Manual, attached to Memorandum No. T97-112, be adopted. (See Appendix 55)

35-8 Environmental Reserve Fund

That Council collect a defined amount, discussed and collected annually, from each tax account within the municipality for a contribution to a reserve, and these reserve funds be utilized to address existing and future environmental considerations within Severn Township.

35-9 Grant Funding

That all requests for grant funding be received prior to September 30th of the preceding year for consideration during annual budget deliberations.

35-10 Letters of Credit

That reductions or releases of securities and/or Letters of Credit be at the direction of Council.

35-11 Tax Information

That the Tax Information Policy be adopted. (See Appendix 56)


TREASURY

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35-12 Villages & Hamlets Committee

That the Villages & Hamlets Committee be required to have a complete annual budget prepared for budget deliberations and consideration of Council.

35-13 Tangible Capital Assets Policy

That the Tangible Capital Assets Policy be adopted for the Corporation of the Township of Severn. (See Appendix 57)


UTILITIES

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36-1 Utility Installations on Existing Roadways

That all utilities installations under existing Township roadways shall be accomplished by boring. Where boring is tried and found to be impossible, then the resulting open cuts shall be backfilled with unshrinkable fill.

36-2 Washago Service Area

That a service area be established for the community of Washago for maintenance and energy charges for streetlighting.

36-3 Replacing Street Lights

That if in the opinion of the Director of Public Works a street light requires replacement due to either lack of parts, expensive parts, or antiquated facilities, that the Director of Public Works be authorized to install new luminators for the Township of Severn.

36-4 Streetlighting - Infilling Severances

That this Committee recommends to the Committee of Adjustment that a condition of severance for "infilling" severances be the installation of streetlighting, with the cost of energy to be borne by the applicant.

36-5 Streetlighting

That a Streetlighting Policy be adopted for the Township of Severn. (See Appendix 58)


VEHICLES

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37-1 Township Owned Vehicles Public Works Department

That the following policy be adopted with respect to the vehicles of the Roads Department of the Township of Severn:

a) The vehicles are to be used exclusively for Township business.

b) The vehicles are to be operated only by employees of the Township of Severn or by employees of a motor vehicle repairing garage when authorized by the Director of Public Works or his/her designate.

c) Passengers will be permitted only to expedite the business of the Corporation of the Township of Severn.

d) Notwithstanding the above, a vehicle may be driven to the residence of the Director of Public Works or his/her designate when such person(s) is/are on call for the purpose of responding to emergency calls. This applies only where such a residence is located within a ten (10) kilometre radius of the limits of this Municipality.

That the Public Works & Utilities Supervisor be permitted to transport Township vehicles to his/her residence.

Fire Department

That the Chief and Deputy Chief be permitted to transport Township vehicles from his/her residence.


WASTE MANAGEMENT

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38-1 Waste Containers - Washago

That the Township participate in the cost of purchasing waste containers to the extent of 50% of the purchase price (Washago).

38-2 Pitch-In Canada Week

That staff be authorized to approve and monitor the annual Pitch-In Canada Week as follows:

Township of Severn Support - distribution of the Pitch-In bags from the Township Office - provide extra bags if required - loan traffic vests and supply gloves - arrange for pickup of pitch in bags in designated areas as well as

large items along roadside that are too large for bags as arranged by the Director of Public Works, provided that the participants ensure that the materials are sorted by metal, wood and waste in order to maintain landfill capacity and divert eligible materials

- supply of water and juice for volunteer appreciation - announce the Pitch-In Program at the Administration Office, Notice

Boards and on the website - request the County of Simcoe to supply a full Pitch-In pickup with

the normal weekly garbage

Pitch-In Team - order 500 logo bags or the total amount required from Pitch-In

Canada - contact groups and co-ordinate the roads and trails to be cleaned

up - contact Township for locations for pick up

And further that in lieu of the request for Amnesty Week at the County of Simcoe Waste Management Sites, the County be requested to provide additional amnesty vouchers to the Public Works Department to dispose of the materials;


WASTE MANAGEMENT

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And further that Council be provided the annual information on Pitch-In Canada Week.


WATER & SEWER SYSTEMS

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39-1 Washago Water/Sewer

That this Council adopts the following policy with respect to water and/or sewer connections to the Washago Water and/or Sewer Systems to properties which are outside the existing service area: 1. Each application is to be presented to Council for consideration and

approval on its own merits. 2. Council shall when considering an application for such a

connection, have regard, without limiting the generality, to the capacity of the water filtration system, consumption reports, capacity of the sewage system and Official Plan constraints.

3. Any extensions to the system shall be constructed by the Municipality or by a contractor under contract to the Municipality at the expense of the applicant, to the specifications of the Municipality.

4. The applicant shall be required to file a deposit with the Municipality sufficient to cover the facility extension, including engineering design, supervision and inspection, prior to construction. Any difference in cost will either be refunded or paid by the applicant.

5. In addition to cost of physically extending the water and/or sewer mains, the applicant be required to make a cash contribution, in advance, to the waterworks utility and/or sewer works system toward the central plant capital cost in the accordance with the Township of Severn’s Fees & Charges By-law.

6. No extensions will be permitted beyond the corporate boundaries of the Township of Severn.



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7. Where special facilities are required, such as sewage pumping stations, as part of the works constructed on Municipal property, same shall be maintained by the Township at the expense of the applicant in addition to the normal utility or sewer rates, and the applicant will be required to enter into an Agreement with the Municipality so stating, including a liability waiver clause.

8. The applicant shall agree not to oppose any future expansion of the system by Local Improvement or otherwise which would cause the specially construction extension to become redundant.

39-2 Water Shutdown Policy

That the following be adopted as policy with respect to water system shutdown:

Coldwater

If the proposal is to schedule a shutdown of the water system then all residents should be informed by notice through the Post Office. This is of minimal cost (+/- $40.00). Also, pre-scheduled shutdowns should be completed on Mondays, and the following persons or businesses be notified directly:

(a) Coldwater Public School (b) Coldwater Senior Citizens' Complex (c) All Restaurants (d) Bake Shop (e) All Doctor/Dentist Offices (f) Community Centre (g) Royal Canadian Legion (h) Coldwater Rest Home (i) Laundromat (j) Hairdressers



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If the shutdown is unscheduled, repair works should commence immediately and the same persons/businesses be notified immediately.

Washago - Bass Lake - Sandcastle - Severn Estates

Since all valving is in place within these areas, isolating the problem can be achieved, and therefore notification to the property owners becomes a fairly easy task.

However, I would recommend that in Washago the following contacts be made if the water plant is shut down for any reason:

(a) Washago Hotel (b) All Restaurants (c) Laundromat (d) Any Doctor/Dentist Offices (e) Community Centre

In all cases, if scheduled shut downs are required then notices (by mail) should be sent out, and for all unscheduled shut downs, repairs be made as promptly and efficiently as possible.



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39-3 Boil Water Advisory

That procedures for a Boil Water Advisory be adopted. (See Appendix 59) 39-4 Uninhabitable Buildings

That where a home/or business is uninhabitable by reason of fire or an Act of God, that the water and/or sewer annual rates be waived for the period that the property is uninhabitable. In the event where a capital frontage charge or similar is in place or is contemplated, that the capital frontage charge or similar remain in place to cover the annual debt repayment. It would only be the annual fees that would be adjusted.

39-5 Service Connection Agreements

That the Director of Public Works and the Clerk or Deputy Clerk be authorized to act on Council’s behalf to approve Service Connection Agreements for the Township’s Water & Sewer Service Areas required as a condition of consent.

39-6 OnWARN Activation Per Diem

That the Per Diem Policy for the purpose of OnWARN Activation be adopted. (See Appendix 60)

39-7 Allocation of Services – Water & Sewer That the Allocation of Servicing Policy be adopted. (see Appendix 61)


WEED CONTROL

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40-1 Written Weed Complaints

That the Weed Inspector be authorized to adopt a procedure whereby the legislation is enforced upon receipt of a signed, written complaint only; And that the Weed Inspectors be authorized to enforce weed control under the Cosmetic Pesticides Ban Act, 2009.

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Appendix 1 ACCESSIBLE CUSTOMER SERVICE Statement: To provide the citizens of the Township of Severn with disabilities with accessible goods and services in a manner consistent with the following principles:

• Independence • Dignity • Integration • Equality of Opportunity

Goods and Service provided to persons with disabilities will be integrated wherever possible and persons with disabilities shall benefit from the same services, in the same place and in a similar manner as other customers. Purpose: The Accessibility for Ontarians with Disabilities Act, 2005 (AODA) is designed to achieve accessibility for Ontarians with disabilities with respect to goods, services, facilities, accommodation, employment, buildings, structures and premises on or before January 1, 2025, by developing , implementing and enforcing accessibility standards. The Accessibility Standards for Customer Services Standard required municipalities to establish policies, practices and procedures on providing goods and services to people with disabilities and must address the following:

• The provision of goods and services to persons with disabilities; • The use of assistive devices by persons with disabilities; • The use of service animals by persons with disabilities; • The use of support persons by persons with disabilities; • Notice of Temporary disruptions in services and facilities; • Training; • Feedback regarding the provision of goods and services to persons with

disabilities; and • Notice of availability and format of documents and meetings.

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Application This policy shall apply to Members of Council, all Township of Severn employees, as well as volunteers, agents, contractors who act on behalf of or represent the Corporation in any manner. This will also apply to members and volunteers of all Township of Severn Committees and Boards including the Severn Township Library Board and its employees and volunteers. Implementation The Township of Severn shall use reasonable efforts to ensure that its policies, practices and procedures are consistent with the following principles:

• The goods and services will be provided in a manner that respects the dignity and independence of persons with disabilities.

• The provision of goods or services to persons with disabilities, and others, will be integrated unless an alternative measure is necessary, whether temporarily or on a permanent basis, to enable persons with a disability to obtain, use or benefit from the goods or services.

• Persons with disabilities may use assistive devices and/or support persons in the access of goods and services.

• The Township of Severn employees when communicating with a person with a disability shall do so in a manner that takes into account the persons’ disability.

Definitions Assistive Devices – shall mean an auxiliary aid such as communication aids, cognition aids, personal mobility aids and medical aids (i.e. canes, crutches, wheelchairs, or hearing aids, etc.) to access and benefit from the goods and services offered by the Township of Severn. Barrier – means anything that prevents a person with a disability from fully participating in all aspects of society because of the disability. Barriers may include a physical, architectural and attitudinal barrier as well as, an information or communication barrier, technological barriers, a policy, procedure or a practice. Disability – means any degree of physical disability including, but not limited to diabetes, epilepsy, brain injury, paralysis, amputation, lack of coordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device; mental impairment or developmental disability; learning disability or dysfunction in understanding or using symbols or spoken language; mental disorder; or injury for which benefits were claimed or received under the Workplace Safety and Insurance Act, 1997.

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Guide Dogs or Service Animals – a “guide dog” means a guide dog as defined in section 1 of the Blind Persons’ Rights Act. For the purpose of this policy, an animal is a service animal of a person with a disability: a) if it is readily apparent that the animal is used by the person for reasons relating

to his or her disability: or b) if the person provides a letter from a physician or nurse confirming that the

person requires the animal for reasons relating to the disability. Principle of Dignity – policies, procedures and practices that respect the dignity of a person with a disability are those that treat them as customers and clients who are as valued and as deserving of effective and full service as any other customer. They do not treat people with disabilities as an afterthought or force them to accept lesser service, quality or convenience. Principle of Independence – in some instances, independence means freedom from control or influence of others – freedom to make your own choices. In other situations, it may mean the freedom to do things your way. Principle of Integration – integrated services are those that allow people with disabilities to fully benefit from the same services, in the same place and in the same or similar way as other customers. Principle of Equal Opportunity – equal opportunity means having the same chances, options, benefits and results as others. In the case of services it means that people with disabilities have the same opportunity to benefit from the way you provide goods or services as others. They should not have to make significantly more effort to access or obtain service. They should also no have to accept lesser quality or more inconvenience. Support Persons – shall mean any person whether a paid professional, volunteer, family member, or friend to who accompanies a person with a disability in order to help with communications, personal care or medical needs or with access to goods or services. Exclusions This policy is excluded during an emergency situation where the health and safety of the person with a disability is in jeopardy.

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Consequences of Non-Compliance The AODA is Provincial legislation and every person who is guilty of an offence under the AODA is liable on conviction:

• To a fine of not more than $50,000 for each day or part day on which the offence occurs or continues to occur; or

• If the person is a corporation, to a fine of not more than $100,000 for each day or part day on which the offence occurs or continues to occur.

Review Cycle This policy will be reviewed annually by the Accessibility Committee. Recommendations will be reviewed by staff and forwarded to Council for implementation.

BEST PRACTICES AND PROCEDURES Accessibility Customer Services follows four basic principles:

• Dignity • Independence • Integration • Equal opportunity

What can I do to help people with disabilities access our services?

• Ask how you can help • Offer a variety of methods of communication • Understand the nature and scope of the services you offer

ASSISTIVE DEVICES The following assistive devices are available through the Township of Severn: 1. Accessible Telephone Service

A person(s) with a vision disability or impairment or a person with a hearing loss will have access to a handset located in the Research Room which has sight and hearing enhancements.

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If inquiries for telephone services are received for hearing impaired or vision impaired individuals, please refer them to Bell Canada. Teletype (TTY) is older technology and the municipality will not be purchasing any equipment for this purpose.

The Bell Relay Service operator is available to assist in placing or receiving calls to/from persons who use a TTY/teletypewriter. The operator will also assist in placing VCO (Voice Carry Over) and HCO (Hearing Carry Over) calls. VCO mode allows a person with a hearing disability to speak directly to the other party. HCO mode allows a person with a speech disability to hear the other party. There is no charge for local calls.

Information regarding this service is provided in the local telephone book under “Special Needs.”

2. Electronic Door Openers

Location: Township of Severn Administration Building, 1024 Hurlwood Lane Coldwater Community Centre Coldwater Public Library Washago Community Centre Lake St. George Community Centre

The electronic door openers must be turned on at the beginning of the work day when the building is opened and turned off when the buildings are not occupied. The motor in the electronic door opener will continue to run if it is pressed when locked and not turned off.

3. Accessible Parking

The accessible parking places should be connected or integrated with a barrier-free path of travel, shall be painted blue and marked by an identifying marking consisting of the International Symbol for the disabled. The accessible parking places shall be cleared of snow as soon as practicable.

4. Accessible Washrooms

Location: Township of Severn Administration Building Coldwater Community Centre Coldwater Public Library Washago Community Centre Lake St. George Community Centre

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The washrooms are wheelchair accessible and are fitted with assistance devices to aid in the accommodation of persons with disabilities.

5. Elevator

Location: Coldwater Community Centre

An elevator is available for individuals requiring assistance in order to access the second floor.

6. Council Meetings and Committee Meetings held in the Council Chambers

The Council Chambers is equipped with microphones for each member of Council/Committee and one for questions/delegations from the floor. The microphones shall be turned on for each public meeting.

7. Various assistive devices including but not all inclusive (Administration

Office)

Paper and writing instruments; portable magnifiers; computer terminal at customer service counter with capabilities of enlarged print; certain documents available to the public will be enhanced i.e. large print etc.; lowered counter to accommodate a person who uses a wheelchair or a person with physical disabilities.

FEEDBACK Feedback from our customers gives the Township of Severn Council opportunities to learn and improve. The Municipality recognizes the right of our customers to make a complaint, compliment or suggestions on ways to improve our services. To assist the Township of Severn in ensuring that the delivery of goods and services to those with disabilities is provided in an effective and timely manner, the customer is invited to provide their feedback as follows: Feedback on Accessibility may be provided by the public by using the following methods:

• Complete and Submit the attached Feedback Form • In writing, by mail or delivered to Accessibility Co-ordinator, Township of Severn,

P.O. Box 159, Orillia, Ontario, L3V 6J2 • By fax at 705-325-5818 • By phone at 705-325-2315, Ext. 250 • By email at [email protected] • In person at the Township of Severn Administration Office - 1024 Hurlwood Lane

mailto:[email protected]

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The feedback should provide alternative suggestions that the Township could provide in order to provide goods and services in an accessible manner, as well as your contact information. Once the feedback is received:

• All feedback will be directed to the Accessibility Co-ordinator • Contact information is required • If revisions to the Accessible Customer Care policies and/or procedures are

required as a result of the feedback, the revisions shall be implemented as soon as practical.

• If a revision requires significant financial/capital or physical the matter will be reviewed by the Chief Administrative Officer and if feasible, a plan will be developed to address the revision, subject to Council approval.

Documentation The Township of Severn shall upon request, give a copy of the policies, practices and procedures required under the Ontario Regulation 429/07 – Accessibility Standards for Customer Service to any person. SERVICE ANIMALS, SUPPORT PERSON(S) What about service animals and support persons accompanying a person with a disability? Service animals, such as guide dogs, offer independence and security to many people with various disabilities. Some laws generally prohibit animals in certain areas – such as food preparation areas; however service animals are permitted in most public situations. Support people assist people with disabilities in a variety of ways, by assisting with communication such as an intervener, sign language interpreter, or as a Personal Support Worker providing physical assistance. A support person may also be a friend or relative that will assist and support the customer.

• Every employee shall use reasonable efforts to allow persons with disabilities to use their own assistive devices to access goods and/or services.

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• Every employee shall allow persons with disabilities to be accompanied by their guide dog or service animal unless the animal is excluded by law. Where an animal is excluded by law from the premises, the reason why the animal is excluded shall be explained to the persons with disabilities. Other reasonable arrangements to provide goods and services shall be explored with the assistance of the person with disability.

• When a service animal is unruly or disruptive (jumping on people, biting, or other harmful behaviour) an employee may ask the persons with the disability to remove the animal from the area or refuse access to goods or services. Other reasonable arrangements to provide goods or services shall be explored with the assistance of the person with disability.

• Persons with disabilities may be accompanied by their support person while accessing goods and/or services.

ADMISSION FEES – ADVANCE NOTICE In the event that admission fees are charged, advance notice concerning what admission, if any, would be charged to a support person shall be posted in a conspicuous place. SERVICE DISRUPTION – NOTICE It is possible that from time to time there will be disruptions in service, such as an entrance way that is under repair, renovations that limit access to an area, or technology that is temporarily unavailable. If a disruption in services is planned, and expected, it is important to provide reasonable notice. People with disabilities may often go to a lot of trouble to access services, such as booking transit or arranging a ride. By providing notice, you can save that person an unnecessary trip. Notice will be provided on the website, over the phone, or in writing. UNEXPECTED DISRUPTION IN SERVICE – NOTICE In the event of an unexpected disruption in service, notice may be provided in a variety of ways and will be done as quickly as possible. In the event of a service disruption, alternative methods of service may be considered and those impacted by service interruption shall be informed of any alternative methods. TRAINING

• Every person who participates in developing the policy, practices and procedures;.

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• Every person who deals with the public on behalf of the Township of Severn, including third parties i.e. employees, agents, volunteers, management.

• New employees, agents, volunteers, management, etc. shall receive training as soon as “practicable” after being assigned.

• Ongoing training on changes to policies, procedures, and new equipment shall be provided.

The method and amount of training shall be geared to the trainee’s role in terms of accessibility. Training records shall be kept, including the dates when the training is provided, and number of individuals to whom the training was provided.

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TYPES OF DISABILITIES AND BEST PRACTICES

PHYSICAL disabilities include a range of functional limitations from minor difficulties in moving or coordinating one part of the body, through muscle weakness, tremors, and paralysis. Physical disabilities can be congenital such as Muscular Dystrophy; or acquired, such as tendonitis. A physical disability may affect an individual’s ability to:

• Perform manual tasks such as holding a pen, turning a key or gripping a door knob

• Move around independently • Control the speed or coordination of movements • Reach, pull or manipulate objects • Have strength or endurance

Best Practices and Procedures for Customer Service: There are many types and degrees of physical disabilities, and not all require a wheelchair. It may be difficult to identify a person with a physical disability. Here are some tips on serving customers who have physical disabilities:

• Speak normally and directly to your customer. Don’t speak to someone who is with them.

• People with physical disabilities often have their own way of doing things. Ask before you help.

• Wheelchairs and other mobility devices are part of a person’s personal space, don’t touch, move, or lean on them.

• Provide your customer information about accessible features of the immediate environment (automatic doors, accessible washrooms, etc.).

• Keep ramps and corridors free of clutter. • If a counter is too high or wide, step around it to provide service. • Provide seating for those that cannot stand in line. • Be patient. Customers will identify their needs to you.

HEARING loss can cause problems in distinguishing certain frequencies, sounds or words. A person who is deaf, deafened, or hard of hearing may be unable to:

• Use a public phone • Understand speech in noisy environments • Pronounce words clearly enough to be understood by strangers

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Best Practices and Procedures for Customer Service: Like other disabilities, hearing loss has a wide variety of degrees. Remember, customers who are deaf or hard of hearing may require assistive devices when communicating. Here are some tips on serving customers who are deaf or hard of hearing:

• Attract the customer’s attention before speaking. The best way is a gentle touch on the shoulder or by gently waving your hand.

• Always ask how you can help. Don’t shout. Speak clearly. • Be clear and precise when giving directions, and repeat or rephrase if

necessary. Make sure you have been understood. • Face the person and keep your hands and other objects away from your face

and mouth. • Deaf people may use a sign language interpreter to communicate – always direct

your attention to the deaf person – not the interpreter. • Any personal (e.g. financial) matters should be discussed in a private room with

few competing sounds. • If necessary, write notes back and forth to share information. • Don’t touch service animals – they are working and have to pay attention at all

times. DEAF – BLINDNESS is a combination of hearing and vision loss. The result for a person who is deaf-blind is significant – difficult to access information and performing daily activities. Deaf-blindness interferes with communication, learning, orientation and mobility. People who are deaf-blind communicate using various sign language systems, Braille, telephone devices, communication boards and any combination thereof. Many people who are deaf-blind use the services of an intervener who relay information and facilitate auditory and visual information and act as sighted guides. Best Practices and Procedures for Customer Service: Most people who are deaf-blind will be accompanied by an intervener, a professional who helps with communicating. Interveners are trained in special sign language that involves touching the hands of the client in a two-hand, manual alphabet or finger spelling, and may guide and interpret for their client. Here are some tips on serving customers who are deaf-blind:

• Do not assume what a person can or cannot do. Some people who are deaf-blind have some sight or hearing, while others have neither.

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• A customer who is deaf-blind is likely to explain to you how to communicate with them or give you an assistance card or a note explaining how to communicate with them.

• Do not touch or address the service animals – they are working and have to pay attention at all times.

• Never touch a person who is deaf-blind suddenly or without permission unless it is an emergency.

• Understand that communication can take some time – be patient. • Direct your attention to your customer, not the intervener.

VISION disabilities reduce one’s ability to see clearly. Very few people are totally blind. Many have limited vision such as tunnel vision, where a person has a loss of peripheral or side vision, or a lack of central vision, which means they cannot see straight ahead. Some can see the outline of objects while others can see the direction of light. Vision loss can result in:

• Difficulty reading or seeing faces • Difficulty maneuvering in unfamiliar places • Inability to differentiate colours or distances • A narrow field of vision • The need for bright light, or contrast • Night blindness

Best Practices and Procedures for Customer Service: Vision disabilities can restrict your customers’ abilities to read signs, locate landmarks or see hazards. In some cases, it may be difficult to tell if a person has a vision disability. Others may use a guide dog or white cane. Here are some tips on serving customers who have vision disabilities:

• Verbally identify yourself before making physical contact. • If the person uses a service animal – do not touch or approach the animal – it is

working. • Verbally describe the setting, form, and location as necessary. • Offer your arm to guide the person. Do not grab or pull. • Never touch your customer without asking permission, unless it is an emergency. • Do not leave your customer in the middle of a room. Show them to a chair, or

guide them to a comfortable location. • Do not walk away without saying good-bye.

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INTELLECTUAL disabilities affect a person’s ability to think and reason. It may be caused by genetic factors such as Downs Syndrome, exposure to environmental toxins, such as Fetal Alcohol Syndrome, brain trauma or psychiatric disorders. A person with an intellectual disorder may have difficulty with:

• Understanding spoken and written information • Conceptual information • Perception of sensory information • Memory

Best Practices and Procedures for Customer Service:

• Don’t assume what a person can or cannot do. • Use clear, simple language. • Be prepared to explain and provide examples regarding information. • Remember that the person is an adult and unless you are informed otherwise,

can make their own decisions. • Be patient and verify your understanding. • If you can’t understand what is being said, don’t pretend. Just ask again. • Provide one piece of information at a time. • Speak directly to your customer, not to their companion or attendant.

SPEECH disabilities involve the partial or total loss of the ability to speak. Typical disabilities include problems with:

• Pronunciation • Pitch and loudness • Hoarseness or breathiness • Stuttering or slurring

Best Practices and Procedures for Customer Service: Some people have problems communicating. It could be the result of cerebral palsy, hearing loss, or another condition that makes it difficult to pronounce words, causes slurring or stuttering, not being able to express oneself or understand written or spoken language. Some people who have severe difficulties may use communication boards or other assistive devices. Here are some tips on serving customers with speech or language impediments:

• If possible, communicate in a quiet environment. • Give the person your full attention. Don’t interrupt or finish their sentences. • Ask them to repeat as necessary, or write their message. • If you are able to, ask questions that can be answered “yes” or “no.”

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• Verify your understanding. • Patience, respect and willingness to find a way to communicate are your best

tools. LEARNING disabilities include a range of disorders that affect verbal and non-verbal information acquisition, retention, understanding and processing. People with a learning disability have average or above average intelligence, but take in and process information and express knowledge in different ways. Learning disabilities can result in:

• Difficulties in reading • Problem solving • Time management • Way finding • Processing information

Best Practices and Procedures for Customer Service:

• Learning disabilities are generally invisible and ability to function varies greatly – respond to any requests for verbal information, assistance in filling in forms and so on with courtesy.

• Allow extra time to complete tasks if necessary. MENTAL HEALTH disabilities include a range of disorders however; there are three main types of mental health disability:

• Anxiety • Mood • Behavioral

People with mental health disabilities may seem edgy or irritated; act aggressively; be perceived as pushy or abrupt; be unable to make a decision; start laughing or get angry for no apparent reason. Best Practices and Procedures for Customer Service:

• Treat each person as an individual. Ask what would make him/her the most comfortable and respect his/her needs to the maximum extent possible.

• Try to reduce stress and anxiety in situations. • Stay calm and courteous, even if the customer exhibits unusual behaviour, focus

on the service they need and how you can help. SMELL disabilities can involve the inability to sense smells or a hypersensitivity to odors and scents. A person with a small disability may have allergies to certain odors, scents or chemicals or may be unable to identify dangerous gases, smoke, fumes and spoiled food.

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TOUCH disabilities can affect a person’s ability to sense texture, temperature, vibration or pressure. Touch sensations may be reduced or heightened resulting in a hypersensitivity to touch, temperature, or the opposite, numbness and the inability to feel touch sensations. TASTE disabilities can limit the experience of the four primary taste sensations; sweet, bitter, salty, and sour. A person with a taste disability may be unable to identify spoiled food or noxious substances. OTHER disabilities result from a range of other conditions, accidents, illnesses and diseases including ALS, asthma, diabetes, cancer, HIV/AIDS, environmental sensitivities, seizure disorders, heart disease, stroke and joint replacement. Disabilities are not always visible or easy to distinguish. FORMS

1. Notice – Admission Fees 2. Notice – Expected Service Disruption 3. Notice – Unexpected Disruption in Service

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Township of Severn Admission Fees

Admission Fees shall be charged to a “Support Person” accompanying persons with disabilities. The cost will be $ ___________________. Definitions: “Persons with Disabilities shall mean those individuals that are afflicted with a disability as defined under the Ontario Human Rights Code. “Support Persons” shall mean any person whether a paid professional, volunteer, family member, friend to who accompanies a person with a disability in order to help with communications, personal care or medical needs or with access to goods or services.

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Township of Severn Service Disruption

There will be a scheduled service disruption at the Township of Severn Municipal Office. The Disruptions will be from ______________________ to until _______________________________. These disruptions include:

__________ Repairs to Doors __________ Repairs to Technology __________ Other

On behalf of the Township of Severn, we would like to thank you for your patience in this matter.

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Township of Severn Service Disruption Unexpected

There is currently an unexpected service disruption at the Township of Severn Municipal Office. The estimated time of service disruptions will be from ______________________ to _______________________________. These disruptions include:

__________ Repairs to Doors __________ Repairs to Technology __________ Other

On behalf of the Township of Severn, we would like to thank you for your patience in this matter.

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☐ ☐ ☐ ☐

Township of Severn Feedback Form

The Township of Severn welcomes your comments, suggestions and feedback regarding accessibility of its programs and services for persons with disabilities. Please complete the following form and send it to the Accessibility Co-ordinator, Township of Severn. Be sure to provide possible solutions that will assist us in resolving your issue. If you would like to receive a response, please make sure you include the appropriate contact information. We will do our best to follow up in a timely manner.

Subject

Accessibility Concerns

Possible Solutions

First Name

Last Name

Would you like a response? If yes, please choose the method from the following

Telephone Email Regular Mail Fax

Phone Number

Email

Mailing Address

Fax Number

Send this form to: Accessibility Co-ordinator The Township of Severn P.O. Box 159 ORILLIA, ON L3V 6J3 [email protected]

Phone – 705-325-2315


Appendix 2 Volunteer Service Recognition Program Section 1 - Nominations - Federal and Provincial

Information received respecting these awards will be posted on the outdoor bulletin boards and on the Township website in lieu of the Council Agenda.

Section 2 - Nominations - Municipal Program

Respecting the Township of Severn Volunteer Service Recognition Program, the Township will send out a Nomination Package (Schedule “A”). This nomination information would be mailed to those organizations identified by staff. Timing of the mail out would take place in January of the second year of Council’s term with a return deadline for completed nomination forms by the end of June of that year.

To be eligible for Municipal Volunteer Service Recognition, nominees must have provided continuous service, be alive (posthumous recognition would only be provided through a direct/written request to Council) and must be a resident of the Township of Severn. The consideration of volunteer service commitment within the area or County may be included as many volunteer organizations provide area wide support to communities and individuals including those in Simcoe County. (ie. United Way).

There would be four (4) main categories identified under continuous volunteer services:

1. sports/recreation 2. cultural/heritage 3. seniors 4. civic

Complete applications would include a description of the volunteer service provided and reasons as to why the individual should be recognized. Service Awards

Individuals who have made a significant continuous service contribution to any or all of the four main categories would be acknowledged with a Certificate signed by the Mayor and a municipal pin.

Ceremony and Reception

Council may host a formal event to acknowledge the recipients once every four years, during the second year of a Council’s term of office, in conjunction with the Township’s Employee Recognition Awards. Public notification of the ceremony and reception would be through the local radio station and newspaper indicating the arrangements. Guests may be invited and are encouraged to attend. Mayor and Council would be involved in the presentation of the awards.

MUNICIPAL VOLUNTEER SERVICE RECOGNITION PROGRAM

NOMINATION FORM

(Please Print or Type) NOMINEE INFORMATION FULL NAME: _______________________________________________ MAILING ADDRESS: _______________________________________________ _______________________________________________ TELEPHONE: Home __________ Work ____________ YEARS OF SERVICE: ____________ years NOMINATING ORGANIZATION INFORMATION NOMINATING ORGANIZATION: ______________________________________________ MAILING ADDRESS: ______________________________________________ ______________________________________________ CONTACT PERSON: ______________________________________________ TELEPHONE: Home___________ Work ________________ IF YOU HAVE ANY QUESTIONS ABOUT COMPLETING THESE FORMS, PLEASE CONTACT: Sharon R. Goerke, Clerk

(705) 325-2315 [email protected]

(Over)

DESCRIPTION OF VOLUNTEER SERVICE (Please Use Additional Sheets if Required)

CATEGORY SUGGESTED FOR CONSIDERATION: ___________________________

NOMINEE’S VOLUNTEER HISTORY: ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________

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Appendix 3 Internet Use PURPOSE: The purpose of this Internet Use Policy is to establish guidelines and procedures for browsing the Internet. The objectives of this policy are to: Ensure that the use of municipal Internet services benefits the Corporation of the

Township of Severn Outline the responsibilities and provide guidelines for acceptable use of

municipal Internet resources Raise employee awareness of their privacy rights, the use of Township Internet

Services, and the related network and hardware. This policy applies to: All users of municipal Internet Services All internet related services that are funded or owned, wholly or in part, directly or

indirectly by the Corporation of the Township of Severn. Principals of Acceptable Use The Internet is a powerful resource which can expedite the gathering and downloading of electronic information and/or software for municipal use. Acceptable use of the Internet by Township employees is governed by the same rules of conduct and code of ethics applicable to all other municipal activities. Acceptable Use Employees may use Internet services for the following:

- The gathering and downloading of electronic information and/or software for municipal use.

- Accessing approved job related distance learning opportunities.

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- While the Internet is primarily for municipal purposes, employees may use the resource for discretionary personal reasons provided that the service is not required for municipal use and that the work takes place before or after an employee’s working hours, during breaks or lunch hour.

Unacceptable Use The service may not be used for:

- Illegal activities such as, but not limited to, hate literature, child pornography, copyright violation, theft, harassment, obscenity;

- Attempted unauthorized access to data; attempting to breach any security

measures on any system, local or remote; attempting to intercept any electronic communication transmissions or the disabling of anti-virus software;

- Viewing any content that is inappropriate in the work place setting, which may

include, but is not limited to discriminatory or offensive material;

- Downloading any content or files which are illegal or inappropriate in the workplace, such as: pirated software; spyware, hacking; obscene or offensive materials; or music in violation of copyright;

- For accessing chat rooms, messaging systems and/or Facebook unless such

usage benefits the Corporation of the Township of Severn;

- Screen savers that are accompanied by a “piggyback” program. Since these “piggyback” activities are not readily apparent to the end-user, screen savers may be deleted by the Township without warning or notice.

Privacy Considerations The Township reserves the right to view and/or scan any file or software stored on Township systems or transmitted over municipal networks. Any violations of policy that are observed during these activities will be acted upon. The Township cannot guarantee the confidentiality of any data transmitted or shared on the internet. Disciplinary Action Violation of Township policies governing the use of Internet services may result in the restriction of access to such resources and, where warranted, may include disciplinary action up to and including dismissal. Dissemination of Policy To ensure that the privacy rights of the Township and its employees are protected, staff shall be asked to read and sign that they have read and understand the Internet Acceptable Use Policy.

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TOWNSHIP OF SEVERN

Internet Use Policy Acknowledgement

I, ___________________________, have read and understand the Township of

Severn’s Internet Use Policy and I agree to abide by this policy.

I understand that the Township reserves the right to view and/or scan any file or

software stored on the Township’s computer system or that is transmitted over

Municipal networks.

I understand that employees who violate the Township’s Internet Use Policy are subject

to disciplinary action, up to and including termination.

____________________________________ __________________ Employee’s Signature Date

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Appendix 4 Public Relations Fund for Members of Council

Purpose

By virtue of their office, the Mayor and Members of Council are routinely invited to attend functions as representatives of the Township of Severn.

The purpose of the public relations fund is to provide reimbursement for eligible expenses related to attendance at official functions.

Eligible Event

There must be a formal invitation to attend the event on behalf of the municipality.

As well, the Members(s) must be participating in the event as an official capacity (ie. Head Table guest, participate in ceremony, etc.) The event may take place within Severn Township or within the Province of Ontario. Events to which a per diem allowance or professional development allowance apply, do not qualify for reimbursement from the public relations fund. Activities related to an election campaign are also not eligible.

Eligible Expenses

Reasonable out-of-pocket expenses for eligible events such as an admission ticket, cost of meal and parking. Optional expenses such as beverages and expenses related to a guest would not be included.

Funds

An allocation of $1,500.00 to be reviewed annually in conjunction with budget deliberations. To be accessed on an “as needed” basis by Members of Council.

Approval

Expenses incurred in accordance with this policy to be submitted on a Member’s Expense Statement. Proof of attendance should be provided (eg. ticket, receipt, invitation). Exemptions to be approved by the Mayor or Deputy Mayor in his absence.

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Accountability

Expenses would be reported in the Treasurer=s Annual Report of Council Remuneration. Upon request, a report would be provided by the Treasurer advising of the financial status of the account.

The Township of Appendix 5

P.O. Box 159 Orillia, Ontario – L3V 6J3

SUBSCRIPTION FORM FOR TOWNSHIP OF SEVERN

COUNCIL/COMMITTEE PACKAGES

Please complete the form below and return it with your cheque made payable to the Township of Severn. NAME: ___________________________________________________ ADDRESS: ___________________________________________________ _____________________ POSTAL CODE: ___________ PHONE: _____________________ FAX: ___________________ E-MAIL : ___________________________________________________ Option A Council Agenda Packages $175.00 + $22.75 HST = $197.75 ( ) Option B Corporate Services Committee Agenda Packages $175.00 + $22.75 HST = $197.75 ( ) Option C Planning & Development Committee Agenda Packages $75.00 + $9.75 HST = $84.75 ( ) Option D Culture & Recreation Committee Agenda Packages $75.00 + $9.75 HST = $84.75 ( )

Please indicate package(s) being ordered with an “X”. The subscriptions are for one year and must be renewed annually with

payment in advance only. Subscription requests received after July 1st each year will be pro-rated. Agenda packages will be made available for pickup by the subscribers on

the Monday preceding each meeting at 9:00 a.m. Agenda packages will not include any material which is confidential or

exempt from disclosure under the Freedom of Information or Protection of Privacy Act.

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Appendix 6 Student Mayor Program The Council of the Corporation of the Township of Severn has initiated a “Student Mayor Program” with the co-operation of the elementary schools in the Township. The intention of the program is to foster support and knowledge of the local democratic process at the elementary school level during the Grade 5 Curriculum of “Local Government”. The Student Mayor Program involves each elementary school in the Township electing students to a “School Council” to participate in the program. It is Severn Township Council’s hope that each School Council would be elected by a democratic process and include participation of all members of the Grade 5 Class. The Student Mayor Program is proposed to include:

o Election of a School Council (with the assistance of the Clerk’s Department) consisting of: 1 – Mayor 1 – Deputy Mayor 5 - Councillors

o Attending a Council Meeting on a Wednesday evening, introduced to members of

the Township Council and viewing the meeting where the Township’s business is conducted in public.

o Attending and participating in a “mock” Council Meeting, being sworn into office by the Clerk, and conducting municipal business.

For further information, please contact Sharon Goerke, Deputy Clerk at (705) 325-2315 (Ext. 232).

Student Mayor Program Outline

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o Invitations to schools annually to participate and the election of a Student School Council (one from each school).

- Ardtrea Public School - Coldwater Public School - Marchmont Public School

School’s Responsibilities

o Election of a Student Council by each class with following suggestions: - all students interested in being elected to give a 2 minute speech to

campaigning for office - class to nominate seven (7) classmates for Student Council - class votes on two of nominees to elect Mayor/Deputy Mayor (top vote

is Mayor) (Township staff to participate) - remaining five (5) are Councillors

o Student Council to attend a regular Council Meeting to view the conduct of

business (all are welcome). o Ensure all parents are invited and participating students attend on the scheduled

dates to participate in the Student Mayor Program.

o To encourage participation by entire class, divide class in ½ and prepare two (2) 5 minute delegations/presentations to the mock Council Meeting requesting a decision of Council. (Township can assist with subject matters)

o Representative from school to accompany students AT ALL TIMES.

Township’s Responsibilities

o Township staff to attend and conduct election by ballot - appoint DRO/Election Assistant to assist with election - appoint Scrutineer for election process - 1 DRO/Election Assistant to stroke names off list, distribute ballots and

count ballots to declare results - post election results

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o Students to be sworn and declare their office at the “mock” Council Meeting.

o At conclusion of Council Meeting, elected mock council students will be

presented with their Declaration of Office and a lapel pin. Scheduling Requirements

o Each school to arrange for meetings with Township staff o Attend one meeting of Council at Administration Office o Township to attend school to hold ballot election o School to schedule date for “mock” Council Meeting at Administration Office I, the undersigned, do hereby agree to participate in the Student Mayor Program in conjunction with the Township of Severn.

____________________________________ (SCHOOL)

_________________________ _____________________________ (Principal) (Grade 5 Teacher)

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Appendix 7

ACCOUNTABILITY & TRANSPARENCY Purpose This policy is being developed to ensure compliance with the Municipal Act and to adopt and maintain a policy with respect to the manner in which the Township of Severn will try to ensure that it is accountable to the public for its actions and the manner in which the Township will try to ensure that its actions are transparent to the public. The purpose of this policy is to provide guidance for the delivery of the Township’s activities and services in accordance with the principles contained herein. Definition Accountability – The principle that the Township of Severn will be responsible to its residents for decisions made and policies implemented, as well as its actions or inactions. Transparency – The principle that the Township of Severn actively encourages and fosters its residents’ participation and openness in its decision making processes. Additionally, transparency means that the Township’s decision making process is open and clear to the public. Act – shall mean the Municipal Act, S.O. 2001, Chapter 25 Policy Statement The Council of the Township of Severn acknowledges that it is responsible to provide good government for its residents in an accountable and transparent manner by: Encouraging public access and participation to ensure that the decision

making is responsive to the needs of its constituents and receptive to their opinions;

Delivering high quality services to our residents; and Promoting the efficient use of public resources.

Accountability, transparency and openness are the Township of Severn’s standards of good government that enhances the public’s trust. They are achieved through the Township adopting measures ensuring, to the best of its

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ability, that all activities and services are undertaken utilizing a process that is open and accessible to its residents. In addition, wherever possible, the municipality will engage its residents throughout its decision making process which will be open, visible and transparent to the public. Corporate Values Severn Township is dedicated to fostering a high quality rural lifestyle through our commitment to enhancing public safety, preserving the natural environment and seeking opportunities for economic prosperity. Policy Requirements The principles of accountability and transparency shall apply equally to the political process and decision making and to the administrative management of the municipality. I. Financial Matters

The Township of Severn will be open, accountable and transparent to its residents in its financial dealings as required under the Act. Some examples of how the Township provides such accountability and transparency are as follows: Internal/external audits Reporting/statements Long term financial planning Asset Management Policy for Procurement of Goods & Services Policy for the Sale of Municipal Land Annual budget process Signing Authority By-law

II. Internal Governance

The Township is committed to be responsible for ensuring that administrative practices and procedures recognize Council’s commitment to accountability and transparency and ensuring specific accountability on the part of its officers and employees through the following initiatives: Orientation Process Code of Conduct – staff Human Resources Policy Manual, including hiring of employees Annual Performance Assessments Health & Safety Policy Employee Assistance Program Compensation/Benefits

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III. Public Participation & Information Sharing

The Township will ensure that it is open and accountable to its residents through implementing processes outlining how, when and under what conditions meetings will take place. The Township’s meetings will be open to the public when and as required under the Act and members of the public will have the opportunity to make delegations or comments in writing on specific items at the meetings. In addition, the Township has adopted policies which ensure that participating by the public can be meaningful and effective through timely disclosure of information by various means including print media, websites, etc. Some specific examples include: Procedural By-law Corporate Policy Manual Code of Conduct – Council Official Plan/Zoning By-law Road Needs Study Bridge Needs Study Delegation of Powers & Duties Records Management System Planning Processes Public Notices By-law

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Appendix 8

DELEGATION OF POWERS & DUTIES Purpose This policy is being developed to ensure compliance with the Municipal Act with the adoption and maintenance of a policy with respect to the delegation of Council’s legislative and administrative authority. The purpose of this policy is to set out the scope of the powers and duties which Council may delegate its legislative and administrative authority and to establish principles governing such delegation. This policy applies to all Committees of Council, departments, officers and employees. Definitions Legislative Powers – Includes all matters where Council acts in a legislative or quasi-judicial function including enacting By-laws, setting policies and exercising decision making authority. Administrative Powers – Includes all matters required for the management of the corporation which do not involve discretionary decision making. Act – shall mean the Municipal Act, S.O. 2001, Chapter 25 Policy Statement The Council of the Township of Severn, as a duly elected municipal government, is directly accountable to its residents for its legislative decision making, policies and administrative functions. Council’s decisions are generally expressed by By-law or resolution of Council carried by a majority vote. The efficient management of the municipal corporation and the need to respond to issues in a timely fashion require Council to entrust certain powers and duties to Committees and staff while concurrently maintaining accountability, which can be effectively accomplished through the delegation of legislative and administrative functions. Council authority will be delegated within the context set out in the Act and will respect the applicable restrictions outlined in the Act. Corporate Values Severn Township is dedicated to fostering a high quality rural lifestyle through our commitment to enhancing public safety, preserving the natural environment and seeking opportunities for economic prosperity.

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Policy Requirements 1. All delegations of Council powers, duties or functions shall be effected by

By-laws. 2. Unless a power, duty or function of Council has been expressly delegated

by By-law, all of the powers, duties and functions of Council shall remain with Council.

3. A delegation of power, duty or function under any By-law to any employee

includes a delegation to a person selected from time to time by the delegate to act in the capacity of the delegate in the delegate’s absence.

4. Subject to Section 3 above, a person to whom a power, duty or function

has been delegated by By-law has no authority to further delegate to another person any power, duty or function that has been delegated, unless such sub-delegation is expressly permitted.

5. Legislative matters may be delegated by Council where they are minor in

nature or where Council has explicitly provided for the terms and conditions under which the powers shall be exercised and must take into account the limitations set out in the Act.

6. Administrative matters may generally be delegated to staff subject to the

conditions set out in the delegation and in this policy and must take into account the limitations set out in the Act.

In exercising any delegated power, employees shall have regard to: Any expenditure related to the matter provided for in the current year’s

budget or authorized by the Procurement of Goods & Services Policy. The scope of the delegated authority which shall not be exceeded. All policies and procedures of the Township. Consistent and equitable application of Council policies and guidelines. Any undertaking or contract with a third party shall be subject to the

Township’s By-laws or policies. Where required by the specific delegated authority, reports shall be submitted to Council advising of the exercise of a delegated power and conforming compliance with the delegated authority and this policy.

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Appendix 9

ADVISORY COMMITTEES Purpose The purpose of this policy is to identify a process for establishing public advisory committees, requirements for maintaining and supporting committee work, committee recruitment, selection and appointment processes, membership and role expectations and the functional relationship to Council. The policy applies to ongoing advisory committees and where applicable to the Statutory authorities of Council, specifically:

Culture & Recreation Advisory Committee Municipal Accessibility Committee

The purpose of Advisory Committees is to assist Council by providing recommendations on specialized issues, on a policy and/or operation level, as set out in the terms of reference. This policy does not apply to the Public Library Board or the Committee of Adjustment due to their legislative origin. Application Process As early as possible in the new term of Council, staff shall commence the recruiting process for public membership on Advisory Committees by placing an advertisement in the Packet & Times, at the Administration Office, on the Township Website, and by mail to the former members. The advertisement shall include a brief outline of the Committee’s mandate, duration of term, application process, submission deadline and contact information. All applicants will be required to submit a Letter of Intent in order to make application for the positions available. Once the applications have been received, staff will report to Council on the applicants for appointment. Staff may recommend that key advisory committee members be reappointed in a new term of Council to ensure consistency and continuity. Council, by a majority vote, shall appoint members to the Committees for the term of Council or until their successor is appointed. Upon direction of Council, the applicable Appointing By-laws will be presented at the next regularly scheduled meeting of Council. At the conclusion of the appointments, staff will forward a letter to all of the successful and unsuccessful applicants informing them of Council’s decision. The appropriate Department Heads will ensure that adequate orientation and training is provided to the newly appointed members.

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By-laws Each Advisory Committee shall be established by By-law which will include the applicable terms of reference. The terms of reference shall include the following: A description of the general purposes and activities of the Committee which shall

be clearly stated and not altered by the Committee. A description of the reporting and functional relationship between the Advisory

Committee, Council, staff and the public. A description of the membership of the Committee which shall include at least

one (1) member of Council, membership terms and quorum requirements. A statement that each member shall be appointed by By-law which includes the

term of appointment. The annual appointment of a Chair. An outline of the secretarial and staff support to be provided. An outline of voting privileges. A statement with respect to absenteeism. A general statement that the Committee is subject to the Committee Procedural

By-law as enacted by Council and that the Deputy Clerk may be consulted on the interpretation of proceedings where the Chair or staff are uncertain.

General Advisory Committees are required to make recommendations to Council which are purely advisory and Council may approve, amend, refer, deny or propose other resolutions as Council sees appropriate. All minutes of the Advisory Committee shall be placed on the next regularly scheduled meeting of Council for review and adoption prior to any action being taken by the Committee. Advisory Committees shall not reconsider, recommend or advise on a matter that has been decided by Council, unless directed by Council. The duly elected Chairs and or designated staff shall be the principal point of contact between the Advisory Committee, Council and staff. Members may be engaged in activities that place them in direct contact with the public and various organizations and each member will reflect a professional, courteous manner when interacting with the public. Absenteeism After three consecutive absences by a member at regularly scheduled meetings, the following process shall be followed in consultation with the Deputy Clerk: (a) Staff shall inform the member to determine if they plan to attend the next

regularly scheduled meeting and note any reasonable or compassionate circumstances which would prohibit their attendance.

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(b) If no reasonable response was given, staff shall inform the absent member that if they are absent from the next regularly scheduled meeting, a recommendation will be forwarded to Council for their removal from the Committee and to request that their seat be declared vacant.

(c) If staff were unable to reach the absent member within a reasonable period of time before the third meeting, a brief letter stating “the Township’s Advisory Committee Policy regarding absenteeism states that if a member misses three regularly scheduled meetings in a row, his/her seat shall be declared vacant. Please note that since you have been absent for two meetings, you may be removed from the Committee if you do not attend the next meeting on ___________________ (date).” The letter shall include staff contact information and be copied for members of Council.

(d) If no response is received by the time of preparing the agenda for the next meeting, staff shall include “absentee member” under Unlisted Additions for discussion.

(e) Upon consideration of the item, staff shall briefly identify the requirements of the policy and the name of the absent member will be noted in the minutes.

(f) The Chair shall recommend that the absent member’s seat be declared vacant and request a resolution for recommendation to Council without debate.

(g) Upon approval and direction of Council, staff shall initiate the recruitment and selection process to place the vacant seat.

(h) Council may, by resolution, waive the requirements of this policy.

Appendix 10

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Appendix 11

COUNCIL VACANCY POLICY Purpose To set out the procedures to be followed during the appointment of a vacancy on Council and to provide a clear, accountable and transparent process for filling vacancies on Council. To ensure compliance with the Municipal Act and the Municipal Elections Act, including all declarations, when filling a vacancy on Council. Principles In accordance with the Municipal Act, S.O. 1990, Chapter 25, when the seat of a member of Council becomes vacant during the term of office, Council may fill a vacancy by appointing an eligible person who has consented to accept the office if appointed or require that a By-Election be held in accordance with the Municipal Elections Act. The Township Clerk in consultation with the Chief Administrative Officer shall be responsible for interpreting and where appropriate administering the Council Vacancy Policy. The Clerk has the authority to make minor technical amendments to this procedure as may be required from time to time to ensure compliance with legislation. Declaring Seat Vacant Council shall declare the seat vacant in accordance with the Municipal Act. Council shall decide the method of replacing the vacant position by either appointment of a member or holding a By-Election. In making its determination, Council will consider the costs and timelines associated with filling a vacancy by appointment or By-Election.

Filling a Vacancy by Appointment A. Vacancy in the Office of Mayor or Deputy Mayor

1. If a vacancy in the Office of Mayor or Deputy Mayor is to be filled by appointment, Council may choose to fill the vacancy by appointing: (a) a current member of Council; or (b) any qualified individual as outlined in the Municipal Act.

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B. Vacancy in the Office of Ward Councillor

1. If a vacancy in the Office of Ward Councillor is to be filled by appointment, Council may choose to fill the vacancy by appointing any qualified individual as outlined in the Municipal Act.

C. Notice of Vacancy

1. Following Council’s decision to fill a vacancy by appointment, the Clerk shall post a Council Vacancy Notice indicating Council’s intent to appoint a qualified elector to fill the vacancy and calling for applications in the following locations:

- Township Website - Packet & Times - Outdoor Notice Boards - Other Township social outlets available at the

discretion of the Clerk. D. Candidates’ Requirements

1. All individuals who have filed a letter of interest shall be eligible to be appointed as an elector in accordance with the Municipal Elections Act.

2. Any eligible individual wishing to be considered for appointment to the

vacancy shall submit to the Clerk a letter of interest, detailed resume, Council Vacancy Declaration of Qualification Form and Personal Information Release Form prior to the deadline established by the Clerk.

3. Failure to file the required documents by the deadline established by the

Clerk will result in the application being void. 4. If the Clerk determines that the individual is not eligible to be an elector

within the Township of Severn, the application shall be rejected and the applicant advised in writing as soon as possible.

E. Notice of Meeting

1. The interview meeting shall take place at a Council Meeting in open session to commence at 9:00 a.m. A Special Council Meeting may be called in accordance with Council’s Procedural By-law in order to accommodate the timelines required under the Municipal Act.

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2. In accordance with the Township Procedural By-law, the Clerk shall post

notice of the meeting with a staff report containing a list of candidates to be interviewed who have completed the Declaration of Qualification Form prior to the meeting as part of the public agenda posting process.

F. Interview Process

1. At the scheduled meeting, the Clerk will provide a list of qualified candidates who have completed the Declaration of Qualification Form and been certified by the Clerk for appointment.

2. If only one application is received for the appointment, Council may

appoint that individual to the vacancy.

3. The Mayor will make a short statement of the purpose of the meeting and the general order of proceedings to be followed.

4. The Mayor or designate will call for a motion from Council in the following

form: “ THAT the individuals, who have signified in writing that they are

legally qualified to hold office and consented to accept the office if they are appointed to fill the vacancy be considered for appointment to fill such vacancy. “

5. Each candidate will be given the opportunity to address Council for a

period of not more than five (5) minutes. The interview process, including the question period, for each candidate will be limited to thirty (30) minutes.

6. The order of interviews will be determined by lot. The Clerk shall place the

names of all candidates on equal size pieces of paper into a container and randomly draw the names prior to each interview.

7. Candidates will be sequestered in an adjacent room until it is their time to

make a presentation and answer questions posed by Council. Once a candidate has answered the questions, they may remain in the Council Chambers.

8. Each candidate shall be asked the same questions which will be pre-

determined prior to the meeting by each member of Council submitting one (1) written question to the Clerk. The questions shall be considered “confidential” until the interview process has been completed.

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9. Each member of Council will be permitted one (1) question to each

candidate. At the discretion of the Mayor, additional questions may be presented to a candidate for clarification of the responses only on the current question.

G. Voting Procedures

1. The Mayor will provide an opportunity for members of Council to discuss the outcome of the interviews prior to voting.

2. If satisfied that the vote may continue, Council will proceed as follows:

(a) The Clerk shall call for a vote on each individual by the show of

hands in the order of the interviews previously undertaken with the candidates.

(b) Each member of Council will be allocated one (1) vote during each

round of voting.

(c) The candidate receiving more than one-half (1/2) of the votes cast of all voting members of Council shall be selected and a resolution enacted to appoint the successful candidate.

(d) If the greatest number of votes cast does not receive more than

one-half (1/2) of the votes of all voting members of Council, the candidate who received the fewest number of votes shall be eliminated and excluded from further consideration.

(e) During the round(s) of voting, all candidates receiving a zero “0”

vote shall be automatically eliminated and excluded from further consideration.

(f) During the round(s) of voting, if the lowest vote is more than zero

“0” but results in a tie at any point, the Clerk shall place all the names of the applicable candidates into a container and draw by lot the candidate to be eliminated and excluded from further consideration.

(g) The process of elimination shall be repeated until the candidate

receiving the greatest number of votes has received more than one-half (1/2) of the votes of the voting members of Council.

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(h) If there are only two candidates remaining in the voting process and

the resulting vote is a tie, the tie shall be broken by selecting the candidate by “lot” as conducted by the Clerk. The Clerk shall place the two candidates names into a container on equal sizes of paper and draw the successful candidate.

(i) At the discretion of the Mayor and prior to commencement of a

voting round, members of Council may request to make comments regarding the appointment of the candidates.

H. Appointment of Member

1. Upon conclusion of the voting, the Clerk shall announce the results and present a resolution to Council for the appointment of the new member.

2. Council shall appoint the new member of Council by resolution and enact

a Confirming By-law at the conclusion of the meeting to enforce Council’s resolution of appointment.

3. A By-law to appoint the new member of Council shall be enacted at the

next available Council Meeting with the member to take their seat once sworn in by the Clerk.

Filling a Vacancy by By-Election Following Council’s decision to fill the vacancy by holding a By-Election, the By-Election shall be conducted by the Clerk in accordance with the Municipal Elections Act.

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Appendix 12

COUNCIL & STAFF RELATIONSHIP Policy Statement The Township of Severn will promote a respectful, tolerant and harassment-free relationship and workplace between Members of Council and the officers and employees of the municipality, guided by the Code of Conduct for members of Council and employees, the Violence in the Workplace and Harrassment Policy and the Procedural By-law. Purpose This policy provides guidance on how the Township of Severn ensures a respectful, tolerant and harassment-free relationship and workplace between Members of Council and the officers and employees of the municipality. Application In accordance with Section 270 of the Municipal Act, 2001, this policy applies to all Members of Council and all officers and employees of the municipality. Policy Requirements The relationship between Members of Council and the officers and employees of the municipality is guided by the following:

1. The Code of Conduct for Members of Council establishes the ethical behavior expected of Members of Severn Township Council and the citizen members of the appointed Committees and Local Boards.

2. Members of Council shall be respectful of the role of staff to provide advice

based on politically neutrality and objectivity and without undue influence from an individual Member or group of Members of Council.

3. Members of Council shall not: (a) Maliciously or falsely injure the professional or ethical reputation or the prospects or practice of staff; (b) Compel staff to engage in partisan political activities or be subjected to threat or discrimination for refusing to engage in such activities; or

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(c) Use, or attempt to use, their authority or influence for the purpose of intimidating, threatening, coercing, commanding or influencing any staff member with the intent of interfering in staff’s duties.

4. The Employee Code of Conduct is to ensure integrity in public service through

the recognition and promotion of the fundamental principles of transparency, impartiality, respect and accountability.

5. Employees of the municipality are to be respectful of the role of the elected

Council while carrying out their duties. 6. The Township employees are to be committed to carrying out the will and

decisions of Council and that the public servants are to be perceived to be impartial in carrying out their duties. Given the public interest in an impartial public services, employees must exercise restraint in any criticism of Township policies and consider how their public comments may affect the public perception of the Township.

7. The employees are to recognize that Township Council is the elected voice of

the residents of the municipality and respect the decisions of Township Council. 8. The Township of Severn will not tolerate violence or harassment directed at

employees or Members of Council by any individual. Responsibilities Members of Council and employees of the municipality are required to adhere to this policy and its governing provisions, including the Council Code of Conduct, Employee Code of Conduct, Violence in the Workplace Policy, Harrassment in the Workplace Policy and the Procedure By-law. Monitoring / Contraventions The Chief Administrative Officer shall be responsible for receiving complaints and/or concerns related to this policy. Upon receipt of a complaint and/or concern, the Chief Administrative Officer shall notify:

1. In the case of Council, the Integrity Commissioner; or 2. In the case of an employee, the Director responsible for the employee.

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Appendix 13 Code of Conduct – Council & Local Boards

1. Purpose

This Code of Conduct provides a standard and common basis for acceptable conduct and is intended to guide members of Council and Local Boards in performing their role of representing the citizens of the Township of Severn as a whole.

2. Policy Statement

2.1 The Municipal Act, 2001 requires municipalities to establish a Code of

Conduct for its members of Council and its Local Boards.

2.2 This Council Code of Conduct is a general standard that augments provincial laws, municipal policies and By-laws that govern conduct. It is not intended to replace personal ethics. These guidelines are not intended to be exhaustive. They are intended to assist members of Council in matters of conduct, to avoid any potential for conflict of interest and to assist members in serving the public in a manner beyond reproach.

3. Scope

3.1 The Code of Conduct shall apply to all members of Council and members

of its Local Boards as well as appointed Committees of Council (as defined in the Municipal Act). Any reference used herein to members of Council also refers to members of the Local Boards and Committees of the Township.

4. Definitions

4.1 For the purposes of this Code of Conduct:

(a) “censure” shall mean an official expression of disapproval or condemnation;

(b) “child” shall mean a child born within or outside marriage and includes an adopted child and a person whom a parent has demonstrated a settled intention to treat as a child of his or her family;

(c) “Clerk” shall mean the Clerk appointed by the Corporation of the Township of Severn;

(d) “Code” shall mean the Township’s Code of Conduct as it applies to members of Council, Local Boards and Committees of Council;

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(e) “confidential information” includes information in the possession of the Township that falls within the discretionary or mandatory exemptions from disclosure, under the Municipal Freedom of Information & Privacy Act, the Personal Health Information Protection Act (MFIPPA) or other privacy legislation. Generally, information received in confidence from third parties of a corporate, commercial, scientific or technical nature, information that is subject to solicitor-client privilege and information that is deemed to be “personal information” is subject to exemption from disclosure pursuant to MFIPPA. Under MFIPPA, “personal information” means recorded information about an identifiable individual, including: (1) Information relating to the race, national or ethnic origin,

colour, religion, age, sex, sexual orientation or marital or family status of an individual;

(2) Information relating to the education or the medical, psychiatric, psychological, criminal or employment history of the individual or information relating to financial transactions in which the individual has been involved;

(3) Any identifying number, symbol or other particular assigned to the individual;

(4) The address, telephone number, fingerprints or blood type of the individual;

(5) The personal opinions or views of the individual except if they relate to another individual;

(6) Correspondence sent to an institution by the individual that is implicitly or explicitly of a private or confidential nature and replies to that correspondence that would reveal the contents of the original correspondence;

(7) The views or opinions of another individual about an individual; and

(8) The individual’s name if it appears with other personal information relating to the individual or where the disclosure of the name would reveal other personal information about the individual.

Confidential information also refers to other information which is not available to the public and that, if disclosed, could result in loss or damage to the Corporation or could give the person to whom it is disclosed an unfair advantage. Such confidential information includes, but is not limited to the following: (9) Information circulated to members of Council and marked

“Confidential”; and

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(10) Information disclosed for the purposes of or discussed at a Closed Session meeting of Council or its Local Boards and includes, but is not limited to the following types of information: (a) Personal matters about an identifiable individual(s); (b) Information about suppliers provided for evaluation

purposes that might, if made public, be used by others to gain advantage;

(c) Matters relating to the legal affairs of the Township; (d) Sources of complaints where the identity of the

complainant is given in confidence; (e) Matters under negotiation; and (f) Matters identified as solicitor-client privilege.

(f) “Committee of Council” shall mean an advisory, task force,

standing or special Committee of Council established by By-law or resolution of Council.

(g) “Corporation” shall mean the Corporation of the Township of

Severn.

(h) “Council” shall mean the Council of the Corporation of the Township of Severn.

(i) “Employee” shall mean a person employed by the Corporation of

the Township of Severn or its Local Board(s), including those employed on a personal service contract and volunteers, but does not include Members of Council.

(j) “Family member” shall mean “child”, “parent” or “spouse”.

(k) “Gifts, hospitality, benefits and prerequisites” shall mean any

cash or monetary equivalent, fee, object of value, service, travel and accommodation or entertainment.

(l) “Good faith” shall mean in accordance with standards of honesty,

trust and sincerity.

(m) “Hospitality” shall mean instances where there is entertainment of or by outside parties for the furtherance of municipal business.

(n) “Local Board” shall mean a local board as defined in the

Municipal Act, 2011 and includes Advisory Committees or Special Committees.

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(o) “Member” shall mean members of Council, its Local Boards and Committees of the Township and includes external appointees.

(p) “Official duties” shall mean the public duties of a member and

includes functions performed by members necessary to demonstrate responsible and accountable government with respect to matters within the Township or Local Board’s jurisdiction and which are done for the purpose of providing good government with respect to those matters.

(q) “Parent” shall mean a person who has demonstrated a settled

intention to treat a child as a member of his or her family whether or not that person is the natural parent of the child.

(r) “Pecuniary interest” shall mean interests that have a direct or

indirect impact or as defined under the Municipal Conflict of Interest Act as amended from time to time. A members has an indirect pecuniary interest in any matter in which the Council or Local Board, as the case may be, is concerned if: (a) The member of his or her nominee:

(1) Is a shareholder in or a director or senior officer of a corporation that does not offer its securities to the public;

(2) Has a controlling interest in or is a director or senior officer of a corporation that offers its securities to the public; or

(3) Is a member of a body: (i) That has a pecuniary interest in the matter; or (ii) The member is a partner of a person or is in

the employment of a person or body that has a pecuniary interest in the matter.

(s) “Personal benefit” shall mean forms of advantage other than

financial such as seeking an appointment, promotion or transfer within the corporation on behalf of a family member and includes the private interests of a member.

(t) “Private / personal interest” shall mean all of the activities of a

member not included in the term defined as “official duties”.

(u) “Spouse” shall mean a person to whom the person is married or with whom the person is living in a conjugal relationship outside marriage.

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(v) “Staff” shall include the Chief Administrative Officer, directors, managers, supervisors, technical, administrative, clerical, full-time, part-time, seasonal, contract, temporary, students and volunteers.

(w) “Township” shall mean the Corporation of the Township of

Severn.

(x) “Township property” shall mean items, services or resources which are the property of the Township, including but not limited to materials, equipment, vehicles, facilities, technology, Township-developed computer programs or technological innovations, databases, intellectual property, Township-owned images, logos, coat of arms and supplied.

5. Responsibility

5.1 All Members of Council shall be responsible for ensuring that the

principles of this policy are upheld. 6. Application

6.1 Statutory Provisions Regulating Conduct

6.1.1 The Code of Conduct is consistent with the following statutes (as amended) which also govern the conduct of members: (a) Municipal Act (b) Municipal Conflict of Interest Act (c) Municipal Freedom of Information & Protection of Privacy

Act (d) Municipal Elections Act (e) The Occupational Health & Safety Amendment Act –

Violence & Harassment in the Workplace (f) Criminal Code of Canada.

6.2 The General Standards of Conduct are as follows:

6.2.1 Every member in exercising his or her powers and in discharging

his or her official duties shall:

(a) seek to advance the common good of the Township of Severn;

(b) truly, faithfully and impartially exercise his or her office to the best of his or her knowledge and ability;

(c) exercise care, diligence and skill that a reasonably prudent person would exercise in comparable circumstances;

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(d) competently exercise his or her office by educating themselves either formally or informally in matters pertaining to their official duties;

(e) when appointed to Local Boards and other bodies as part of their duties, must make every effort to participate diligently in these bodies with good faith and care;

(f) uphold the law and conduct themselves with the highest degree of ethical behavior and integrity;

(g) not make statements known to be false or make a statement with the intent to mislead Council or members of the public;

(h) not impugn or malign a debate or decision or otherwise erode the authority of Council;

(i) ensure discourse is appropriate and professional and shall refrain from indecorous or offensive language and shall avoid personalities;

(j) respect the roll of staff in the administration of the business affairs of the Township.

6.3 Accountability & Transparency

6.3.1 Members are to be committed to carrying out their Township

functions with integrity, accountability and transparency.

6.3.2 Members are expected to perform their duties and arrange their public affairs in a manner that promotes public confidence in the integrity of the member as well as fosters respect for the Township of Severn as a whole.

6.4 Confidentiality

6.4.1 The Township is bound by the provisions of both provincial and

federal legislation as it relates to protection of privacy and disclosure of information. Members shall not access, use or disclose information in contravention of applicable privacy laws.

6.4.2 The obligation to keep information confidential is a continuing obligation even if the member ceases to be a member of Council.

6.4.3 No member shall:

(a) Disclose or release by any means to any person in oral or written form and confidential information acquired by virtue of his or her office, except when required by law or authorized by Council to do so;

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(b) Use confidential information including information that they have knowledge of by virtue of their position that is not in the public domain, including e-mails and correspondence from other members or third parties for personal or private gain or for the gain of relatives or any person or corporation or to cause detriment to the Township Council or its Local Boards;

(c) Directly or indirectly benefit or aid others to benefit from knowledge respecting bidding on the sale of Township property or assets;

(d) Disclose the content of any such manner or the substance of deliberations of a closed (in-camera) meeting;

(e) Permit any persons other than those who are entitled thereto to have access to information that is confidential;

(f) Access or attempt to gain access to confidential information in the custody of the Township unless it is necessary for the performance of their duties and not prohibited by policy, legislation or licensing.

6.5 Gifts & Benefits

6.5.1 This rule is intended to provide transparency around the receipt of

incidental gifts and benefits and to establish a threshold whereby the total value could be perceived as potentially influencing a decision. Gifts and benefits are often received by elected officials in the course of their duties and attendance at public functions is expected and considered part of their role. Business-related entertainment and gift-giving can be a token of respect and admiration for the elected official but can also be seen as an instrument of influence and manipulation. To ensure and foster a culture of impartiality and objectivity, no member shall directly or indirectly solicit any gift or accept / receive a fee, advance, cash, gift or personal benefit which may be tied or inferred to be tied directly or indirectly to their position or the performance of his/her duties of office unless permitted by the exceptions listed below. The following are recognized exceptions: (a) Compensation authorized by By-law / Policy; (b) Such gifts and benefits that normally accompany the

responsibilities of office and are received as an incident of protocol or social obligation;

(c) A political contribution otherwise reported by law; (d) Services provided without compensation by persons volunteering their time to a member; (e) A suitable memento of a function honoring a member;

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(f) Sponsorships and donations for community events or initiatives organized or run by a member or a third party on behalf of a member where Council has authorized or endorsed the event or initiative;

(g) Admission to a training or education program, including meals and refreshments furnished to all attendees, if such training or education is related to the member of Council’s role;

(h) Food, lodging, transportation and entertainment provided by federal, provincial or other local or regional government or by a foreign government within a foreign country or by a conference, seminar or event organizer where the member is either speaking or attending in an official capacity at an official event that has been approved by Council;

(i) Food and beverages consumed at banquets, receptions or similar events if:

1. Attendance serves a legitimate business purpose; 2. The value is reasonable and the invitations infrequent.

(j) Communication to the office of a member of Council including subscriptions to newspapers and periodicals related to the duties of office;

(k) Business meals.

6.5.2 If the refusal of any gift or act of hospitality will strain the Township’s business relationship, the Mayor or the Chief Administrative Officer may accept it on behalf of the municipality with the appropriate acknowledgement.

6.5.3 A fee or advance paid to or a gift or benefit provided with the

member’s knowledge to a family member or to a member’s staff that is connected directly or indirectly to the performance of the member’s duties is deemed to be a gift to that member.

6.5.4 Members may:

(a) Urge constituents, businesses and other groups to support community events put on by others in the Township; (b) Work with community groups to assist them in finding

sponsors and participants to support community events put on by a community group in the Township;

(c) Play an advisory or membership role in any organization that hold community events in the Township; (d) Collaborate with the County and its agencies to hold

community events and may participate in events as approved by Council.

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6.6 Use of Township Property, Services and Other Resources

6.6.1 Members may only use Township property including land, facilities, equipment, supplies, services, staff or other resources (for example: computers, networks, websites, materials) for activities directly connected with the discharge of their official duties. Occasional or incidental personal use of Township computers or other similar devices and communication systems is considered acceptable.

6.6.2 Members shall not obtain personal benefit or financial gain from the

use or sale of Township property including inventions, creative writings, computer programs, drawings, technological innovations, Township owned images, logos, coat of arms or other items capable of being patented. All such property remains the exclusive property of the Township.

6.6.3 The Township of Severn licenses the use of computer software

from a variety of vendors. Software is normally copyrighted and no individual may copy or distribute the software unless expressly permitted to do so under the applicable license. This applies to the use of personal computer, fax machines, printers or other electronic or technological devices, etc.

6.6.4 Any equipment or supplies purchased by the Township to allow a

member to exercise their official duties is Township property and is to be returned to the Township upon termination or completion of the member’s term of office.

6.6.5 Members of Council shall not utilize the Township’s purchasing

activities for the acquisition of personal goods or services.

6.7 Political / Election Campaign Activity

6.7.1 Members are required to follow the provisions of the Municipal Elections Act and the Use of Corporate Resources for Election Purposes Policy.

6.7.2 Members are required to comply with the Township’s Social Media

Policy.

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6.7.3 Members must ensure compliance with all legislative requirements and shall not use the facilities, equipment, supplies, services or other resources of the Township (including websites or social media sites linked through the Township’s website) for any election campaign material or campaign-related activities.

6.7.4 Additionally, no member shall utilize the services of persons for any

political campaign activity during hours to which those persons received any compensation from the Township. The only exception to this will be those activities directly associated with election proceedings.

6.8 Municipal Conflict of Interest Act

6.8.1 Members shall recognize and be aware of their obligations under

the Municipal Act and the Municipal Conflict of Interest Act, as amended from time to time, and conduct themselves accordingly.

6.9 Improper Use of Influence

6.9.1 No member shall use the influence of his or her office for any purpose other than the exercise of his or her official duties.

6.9.2 Examples of prohibited conduct are the use of one’s status as a member to improperly influence the decision of another person to the private advantage of oneself or one’s parents, children, spouse, staff members, friends or associates (business or otherwise). This would include attempts to secure preferential treatment beyond activities which members normally engage on behalf of their constituents as part of their official duties. Also prohibited is the holding out of the prospect or promise of future advantage through a member’s supposed influence within Council in return for present actions or inaction.

6.9.3 For the purposes of this provisions “private advantage” does not

include a matter: (a) that is of general application; (b) that affects a member of Council, his or her parents, children

or spouse, staff members, friends or associates (business or otherwise) as one of the broad class of persons; or

(c) that concerns the remuneration or benefits of a member of Council as authorized by Council.

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6.10 Business Relations 6.10.1 No member shall act as a paid agent before Council, Local

Boards or Committees except in compliance with the terms of the Municipal Conflict of Interest Act as amended from time to time.

6.10.2 A member shall not refer a third party to a person,

partnership or corporation in exchange for payment or other personal benefit.

6.11 Expenses

611.1 Members shall comply with Township policies as they relate to reimbursement of expense while on Township business.

6.12 Conduct Respecting Current & Prospective Employment 6.12.1 No member shall allow the prospect of his or her future

employment by a person or entity to detrimentally affect the performance of his or her duties to the Township.

6.13 Conduct at Meetings of Council

6.13.1 Members shall conduct themselves with decorum at Council, Local Board and Committee meetings in accordance with this Code of Conduct as well as the Township’s Procedural By-law or other policies or By-laws governing conduct at proceedings. Members are to demonstrate courtesy and respect for delegations, fellow members and staff and shall not distract from the business of the meeting during presentations and/or when other members have the

floor. 6.14 Representing the Township

6.14.1 Members shall make every effort to participate in the activities of the agencies, Local Boards and Committees to which they are appointed.

6.14.2 All communication shall be handled in a courteous and

respectful manner. An objective and impartial attitude shall be maintained in dealing with all citizens recognizing that they have the right to present their views.

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6.14.3 Members of Council shall encourage public respect for the Township and its By-laws and policies. 6.15 Communication with Media & Public

6.15.1 The Mayor and members of Council are the public face of the Township and have the prime responsibility for dealing with the media regarding Council matters. The Chief Administrative Officer and Directors (or designates) represent the administrative functions of the Township and have the prime responsibility for dealing with

the media regarding administrative matters. 6.15.2 All members of Council shall accurately and adequately communicate the attitudes and decisions of Council, even if

they disagree with Council’s decision, such that respect for the decision-making process of Township Council is fostered.

6.15.3 Members of Council shall acknowledge that official

information related to decisions and resolutions made by Council will normally be communicated to the community and to the media by Council as a whole or the Mayor as Head of Council or by those so designated.

6.15.4 Members of Council shall convey information concerning

adopted policies, procedures and decisions of Council openly and accurately, whereas confidential information will be communicated only when authorized by Council and in accordance with applicable legislation.

6.16 Council/Staff Roles & Responsibilities

6.16.1 Members of Council are elected legislators and representatives of their constituents. Staff (employees) are responsible for implementing the decisions of Council and ensuring the efficient and effective operation of municipal services. Mutual respect and co-operation are required to achieve the Township’s corporate goals and implement the Council’s strategic priorities.

6.16.2 Employees are to recognize that members of Council have

been duly elected to serve the residents of the Township and respect the role in directing the action of the Township.

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6.16.3 Members of Council are to be respectful to the role of staff to advise based on political neutrality and objectivity and

without due influence from any individual member of faction of the Council. Accordingly, no member shall maliciously or falsely injure the professional or ethical reputation or the prospects or practice of staff and all members shall show respect for the professional capacities of the staff of the Township.

6.16.4 Council directs staff through its decisions as recorded in the minutes / reports of proceedings. Employees, under the

direction of the Chief Administrative Officer, are responsible for implementing those decisions of Council and ensuring the efficient and effective operation of municipal services.

6.16.5 Only Council as a whole and no single member has the

authority to direct any employee to carry out a particular function, approve budgets, policy and other such matters, unless specifically authorized by Council. Members are, however, encouraged to contact staff when they have questions or are seeking clarification about a report, service or program. Any such requests of staff must align with services and information that would normally be available

to any Township resident. 6.16.6 No member of Council shall compel staff to engage in

partisan political activities or be subjected to threats or discrimination for refusing to engage in such activities. Nor shall any member of Council use or attempt to use their authority or influence for the purpose of intimidating, threatening, coercing, commanding or influencing any staff member with the intent of interfering with that person’s duties.

6.17 Ontario Human Rights Code

6.17.1 Members of Council shall abide by the provisions of the Human Rights Code, as amended, and in doing so shall treat every person including other members, employees, individuals providing services on a contract for service, students on placements and the public with dignity, understanding the respect.

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6.17.2 In accordance with the Human Rights Code, as amended, members of Council shall not discriminate against anyone on

the basis of their race, ancestry, place of origin, colour, ethnicity origin, citizenship, creed, sex, sexual orientation, age, record of offences, marital status, family status of disability.

6.17.3 Pursuant to the Human Rights Code, as amended,

harassment means engaging in a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome.

6.17.4 Without limiting the generality of the foregoing, members

shall not: (a) make inappropriate comments or gestures to or about

an individual where such conduct is known or ought reasonably to be known to be offensive to the person(s) to whom they are directed or are about;

(b) display materials or transmit communications that are inappropriate, offensive, insulting or derogatory;

(c) make threats or engage in any abusive activity or course of conduct towards others;

(d) vandalize the personal property of others; (e) commit assault of any kind, including unwanted

physical contact which includes touching, patting or pinching; or

(f) refuse to converse or interact with anyone based on any ground listed in the Human Rights Code, as amended.

Harassment which occurs in the course of or is related to the Performance of official duties by members of Council is subject to this Code. If an employee or member of the public brings forward a harassment complaint against a member, the complaint procedure under the Township’s Harassment Policy will apply.

6.18 Failure to Adhere to Council Policies & Procedures

6.18.1 A number of provisions of this Code of Conduct incorporate policies and procedures adopted by Council. Members of Council are required to observe the terms of all policies and procedures established by Township Council.

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6.19 Compliance / Contravention

6.19.1 Members of Council are accountable to the public through the four-year term. Members of Council shall therefore respect the integrity of the Code of Conduct.

6.19.2 Where an individual has reasonable grounds to believe that

a member has violated a provision of this Code (or legislation) related to the following, they may pursue action through the appropriate channels as cited next to the contravention below:

a) Code of Conduct – allegations with respect to contravention of the Code of Conduct are to be pursued through the appointed Integrity Commissioner for the Township of Severn.

b) Criminal Matter – allegations of criminal nature consistent with the Criminal Code of Canada should be pursued through the appropriate police force;

(b) Municipal Conflict of Interest – allegations with respect to matters under the Municipal Conflict of Interest Act are to be pursued through the appointed Integrity Commissioner for the Township of Severn;

(c) Municipal Freedom of Information & Protection of Privacy – allegations related to privacy complaints are addressed under the Municipal Freedom of Information & Protection of Privacy Act. Individuals can contact the Office of the Information & Privacy Commission to have the matter reviewed under the Act or may contact the Township Clerk’s Department for guidance; and

(d) Discrimination or Harassment – allegation of discrimination or harassment affecting an employee of the Township are to be filed directly with the Human Resources Department under the Township’s policies. Individuals have the right to advance an application to the Ontario Human Rights Tribunal.

6.19.3 For matters covered by other By-laws or policies or by way of legislation, individuals are to follow the process stipulated in the respective By-law, policy or legislation.

6.19.4 Contraventions to Council’s Code of Conduct are to be

reported to the Integrity Commissioner appointed by the Township of Severn who has an obligation to conduct an independent investigation and then report back to Council.

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As prescribed in legislation, penalties that may be imposed by the Township where the Intergrity Commissioner reports that a member of Council has contravened the Code of Conduct include: (a) A reprimand; and/or (b) Suspension of remuneration for a period of up to 90

days.

6.19.5 Council reserves the right to “censure” an individual member where the conduct is deemed to be unacceptable to Council.

6.19.6 Council’s rights as provided for in Council’s Procedural By-

law shall also apply to conduct of members. 6.19.7 Council has the right and obligation to report any

transgressions of an illegal matter to the appropriate police authority.

Appendix 14

COUNCIL PREGNANCY & PARENTAL LEAVE Policy Statement The Township of Severn recognizes a member of Council’s right to take leave for the member’s pregnancy, birth of the member’s child or the adoption of a child by the member in accordance with the Municipal Act, 2001. Definitions “Pregnancy and/or Parental Leave” means an absence of 20 consecutive weeks or less because of a member’s pregnancy, the birth of a member’s child or the adoption of a child by the member in accordance with Section 259. (1.1) of the Municipal Act, 2001. Purpose This policy provides guidance on the Township of Severn and addresses a member’s pregnancy or parental leave in a manner that respects a member’s statutory role as an elected officer. Scope In accordance with Section 270 of the Municipal Act, 2001, this policy applies to members of Council. Policy Requirements Township Council supports a member’s rights to pregnancy and/or parental leave in keeping with the following principles:

1. A member’s pregnancy and/or parental leave does not require Council approval and their office cannot be declared vacant as a result of this leave.

2. A member of Council will provide in writing to the Mayor and Council an anticipated leave date 30 days prior to the leave.

Responsibilities Members of Council and the Township staff are responsible for adhering to the parameters of this policy. The Chief Administrative Officer will be responsible to ensure the monitoring and application of the policy and for receiving complaints or concerns related to this policy. Section 270 of the Municipal Act, 2001, as revised by Bill 68, requires the Township to adopt and maintain a policy with respect to the pregnancy and parental leaves of members of Council.

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Appendix 15

USE OF CORPORATE RESOURCES FOR ELECTION PURPOSES

Introduction As leaders of this community, all members of Council are held to the highest standards of conduct and ethical behaviour. In practical terms, this obligation requires that during a municipal election year, all members of Council that are also candidates must avoid any conflict between personal interest and official duties, and any potential conflict be resolved in favour of public interest. While the business of the Township of Severn must continue to be carried out during the entire term of Council, members are responsible to ensure that corporate resources at not used for any election-related purpose. For these reasons, it is necessary to establish a policy on the appropriate use of corporate resources during an election period to protect the interests of both the members of Council and the Township of Severn. Legislative Authority The Municipal Elections Act, 1996, as amended (the “Act”), permits candidates to file nominations in a municipal election year as early as the first day of January that the Clerk’s Office is open. Once a candidate has filed a nomination paper, they can begin to campaign, raise campaign funds or incur campaign expenses in accordance with the provisions of the Act. The Act prohibits a municipality from making a contribution to a candidate. The Act also prohibits the candidate, or someone acting on the candidate’s behalf, from accepting a contribution from a person who is not entitled to make a contribution. Since contributions may take the form of money, goods or services, any use by a member of Council of the municipality’s resources for their election campaign would be viewed as a contribution and therefore is a violation of the Act. General Policy Statement It shall be the Policy of the Corporation of the Township of Severn that, from the commencement of the Nomination and Campaign Period (1st Monday in January) until the end of the Election Day (3rd Monday in October), Members of Council and all candidates for the municipal election who have submitted their Nomination Paper to the Clerk or are intending to run for re-election shall not:

• use the facilities, equipment, supplies, services, staff or other resources of the Corporation of the Township of Severn for any election campaign or campaign-related activities. Such resources would include newsletters, desktop publishing and graphic services, postage, voicemail or the use of fax machines;

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• use municipally funded expense allowances for electoral purposes or electoral gain;

• use municipally funded services such as mobile phones for electoral purposes or electoral gain. Where it is impractical for Council Members to discontinue their use of these during the election campaign, Council Members shall report the usage to the Clerk and reimburse the Township for usage of those services that exceeds the normal levels.

• undertake any campaign-related activities on any municipal property unless full market value rent is paid. No campaign-related activities shall be allowed at the Administration Office or Voting Stations at any time;

• use business cards, envelopes, letterhead or any material imprinted with the municipal logo for election purposes;

• enlist the use of Township staff to work in support of a municipal candidate during working hours unless they are on a leave of absence without pay, lieu time, or vacation leave;

• print or distribute any material paid for by the municipality that illustrates that a Member of Council or any other individual is registered in any election or where they will be running for office;

• profile, or make reference to, in any material paid for by the municipality, any individual who is registered as a candidate in any election;

• print or distribute any material using municipal funds that makes reference to, or contains the names or photographs, or identifies registered candidates for municipal elections; minutes of Council and/or Committee Meetings being exempt;

• use the municipality’s voicemail system to record election-related messages.

• use any website or domain names that are funded by the municipality for the dissemination of election-related messages and material; and

• use the municipality’s website for election-related campaign material, inclusive of establishing links on the municipality’s website to a registered candidate’s website, email or blog.

Limitation Nothing in this policy shall preclude a member of Council from performing their duties as Mayor, Deputy Mayor or Councillor, nor inhibit them from representing the interests of the constituents who elected them to office. Enforcement That, in accordance with the Municipal Elections Act, 1996, as amended, the Clerk or designate is hereby authorized and directed to take the necessary action to give effect to this policy. All complaints received from the public shall be in writing and addressed to the Clerk. If a breach of this policy is confirmed, the candidate shall be required to personally reimburse the municipality for any of the costs associated with the breach.

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Appendix 16

Alcohol Risk Management

Township of Severn

Municipal Alcohol Policy (M.A.P.)

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TOWNSHIP OF SEVERN MUNICIPAL ALCOHOL POLICY

Purpose of Policy

• Ensure proper control, management and responsible use of alcohol during events and functions held in or at facilities owned and operated by the Township of Severn;

• Reduce the risk of alcohol-related liability suits against the Township; and

• To ensure public safety at all alcohol-related functions.

Goal Statement

It is the goal of the Township of Severn that as many people as possible can enjoy our facilities in a manner that ensures the health and safety of the participants and the protection of the Township of Severn, and to provide for the orderly use of alcohol during events and functions.

Objectives

1. To provide appropriate and reasonable procedures and education to individuals or groups wishing to hold events in order to encourage and enforce responsible drinking practices and adherence to the Alcohol Gaming Commission of Ontario (AGCO).

2. To ensure proper supervision and proper operation of events in order to protect

the Corporation of the Township of Severn and its staff from liability arising therefrom, and to assist event sponsors in doing so by providing guidelines for proper supervision and proper operation of events.

3. To encourage and reinforce responsible, moderate drinking practices for

consumers through the development of appropriate operational procedures, controls, training and education.

4. To honour the decision of abstainers not to drink alcohol and to encourage their

participation by providing alternative, non-alcoholic drinks. 5. To provide for a balanced use of alcohol so the alcohol becomes a responsible

part of a social function rather than the reason for it.

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6. To promote the safe and responsible use of Township facilities and ensure that consumers, abstainers, adults, youth and families will be adequately serviced and protected.

7. To be proactive in the reduction of incidents including injury and death through

the implementation of a Municipal Alcohol Policy. 8. To develop a Municipal Alcohol Policy that is easy to read and understand in

order to maximize its use and adherence. 9. To review the Municipal Alcohol Policy on a regular basis.

History

Municipalities inherently have an exposure to liability with respect to alcohol-related injuries due to the provision and rental of their facilities for events involving the use of alcohol. Essentially, the potential liability results from one of two areas:

1. As a provider of alcohol;

2. As an occupier of the premises upon which alcohol is being consumed (ie. Rental

function and Municipality controls the premises). Conditions for Special Occasion Permits

The person/group responsible for an event must obtain a Special Occasion Permit from the Alcohol and Gaming Commission of Ontario, and ensure that all the conditions of the Liquor Licence Act and the Township of Severn are adhered to for the event. The Township reserves the right to refuse any applicant permission to run a licensed event on its property and to impose on the event whatever restrictions it deems appropriate to the circumstances. Permits will not be issued by the Township of Severn for alcohol consumption at any youth focused event.

Municipal Properties Where Alcohol is Permitted within Licensed Areas Under a Special Occasion Permit

a) Facilities:

1. Coldwater Community Centre (arena floor – non-ice events only), Upper Hall 2. Lake St. George Community Centre (Upper and lower hall) 3. Matchedash Heritage Community Centre (Main hall) 4. Washago Community Centre (Main hall)

b) Parks - Town sanctioned Special Occasion Permit events:

1. Coldwater Fairgrounds – designated areas 2. Washago Centennial Park – designated areas

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Municipal Properties Where Alcohol is Not Permitted a) Facilities:

1. Coldwater Community Centre (arena ice – non-ice events only), Lobby 2. All facility dressing/change rooms/washrooms 3. All facility multi-purpose rooms or activity rooms 4. Township Administration Offices

All other municipally owned properties (facilities, streets and open spaces) not specifically designated in this policy as eligible for alcohol use.

All municipally owned parks, beaches and green spaces not specifically designated in this policy as eligible for alcohol use.

All Special Occasion Permit holders are required to adhere to the conditions as outlined in the sections that follow:

SECTION 1 - DEFINITIONS OF EVENTS

This section pertains to all events held at Township of Severn municipally owned and operated facilities.

Private Events Private Event SOPs are typically issued for events such as weddings, birthdays, funerals, bridal showers, etc. Private Events are for invited guests only and the event must not be advertised to the public, including by way of flyers, newspaper, internet or radio. The event cannot be open to the public. Under a Private Event SOP, there can be no intention to gain or profit from the sale of alcohol at the event. Permit applications for Private Events must be submitted to an LCBO SOP service store at least 10 days before the event takes place. Permit applications for all other events must be submitted to an LCBO SOP service store at least 30 days before the event takes place.

Public Events Public Event SOPs are issued for events that are open to the general public, such as charity fundraisers, outdoor street festivals, community festivals, etc. An SOP for a Public Event can be issued to: • a charity registered under the Income Tax Act (Canada); or • a non-profit organization or association organized to promote charitable, educational, religious or community objects.

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An individual or business may also apply for a Public Event SOP if organizing or conducting an event of:

• “provincial, national or international significance”, as agreed to by the Registrar of Alcohol and Gaming (the Registrar); or

• “municipal significance” for which a municipal resolution or letter from the municipal clerk or designated authority is required and indicates the event is one of municipal significance.

For outdoor events where fewer than 5,000 people per day are expected to attend, the permit applicant must give written notice of the event 30 days before the event to the clerk, police, fire and health departments of the municipality in which the event is to take place.

For outdoor events where 5,000 people per day or more are expected to attend, the permit applicant must give written notice of the event 60 days before the event to the clerk, police, fire and health departments of the municipality in which the event is to take place.

SECTION 2 - CONTROLS PRIOR TO EVENT

The permit holders will receive a copy of this policy, together with an Agreement Form attached hereto as Schedule “A” and Appendix “2” to this document, and return the signed Agreement Form to the Manager of Recreation and Facilities at least two weeks prior to the event.

The permit holders will provide the Manager of Recreation and Facilities with a list of bartenders, door and floor monitors that will be working at the event at least two weeks prior to the event. All bartenders must have completed the Smart Serve Program (S.S.P.) or AGCO equivalent and submit their certification numbers, and be qualified and aware of their responsibilities and legal liabilities. The Special Permit holder must ensure that all conditions of the AGCO and policies of the Township of Severn are adhered to.

The permit holder will ensure that the bartenders and servers do not serve alcohol to underage, intoxicated, rowdy or unauthorized people at the event.

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SECTION 3 - MONITORS AND IDENTIFICATION

Public Events

1. Entrance to public events will be monitored by two people 19 years of age or

older who have preferably completed a AGCO recognized server training program and acceptable identification will include photo identification such as:

• An Ontario Driver’s License with a photo of the person to whom the license

is issued • A Canadian Passport • Canadian Citizenship Card with a photo of the person to whom the license is

issued • Canadian Armed Forces Identification Card • A photo card issued by the Liquor Control Board of Ontario (LCBO), entitled

Bring Your Own ID (BYID) • A Secure Indian Status Card issued by the Government of Canada • A Permanent Resident Card issued by the Government of Canada • A Photo Card issued under the Photo Card Act, 2008

2. Event workers must wear highly visible identification. Suggestions include shirts,

hats, or badges, 3. The permit holder will ensure that all supervisors will monitor the event,

encourage legal and moderate drinking behaviour and ensure that any problems that arise are dealt with appropriately.

4. The monitors, bartenders and servers will not consume alcohol during the event,

nor will they be under the influence of any alcohol consumed before the event. 5. The permit holder will be responsible for recognizing the need for assistance

during the event, and requesting it from the appropriate Township of Severn staff or security officers.

6. The Special Occasion Permit signatory or designate must attend the event and

be responsible for making decisions regarding operation of the event. They must not consume alcohol while performing this role.

7. The Township of Severn reserves the right to require the presence of two off-duty

police officers for the duration of an event with the cost to be borne by the sponsoring group or individual.

8. At least one municipal employee with authority to demand correction or shut

down of an event on behalf of the Township of Severn will be on duty for all Special Occasion Permit licensed events.

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Server Training A training program is in place through the hospitality industry. The Smart Serve training program will give liquor servers the information they need to understand and implement the skills of responsible service. This program replaces the Server Intervention Program. Qualified Smart Serve bartenders will know:

• their responsibilities and obligations under the law • proactive approaches to preventing alcohol-related problems • how to recognize signs of intoxication • how to implement intervention strategies for aggressive customers

It is mandated by the Municipality that hosts have qualified individuals behind the bar who have attended this training course. (Refer to chart on Page 10) Further, it is understood that bar ticket sellers, floor monitors, and door monitors must be Smart Serve trained.

For further information, contact:

Smart Serve ® Ontario www.smartserve.org 5405 Eglinton Avenue West, Suite 106 Toronto, Ontario, M9C 5K6 Tel: (416) 695-8737 | Fax: (416) 695-0684 | Toll-free: 1-877-620-6082 Email: [email protected] 7

Private Events

1. The permit holder will ensure that all monitors will supervise the event,

encourage legal and moderate drinking behaviour and ensure that any problems that arise are dealt with appropriately.

2. The permit holder will be responsible for recognizing the need for assistance

during the event, and requesting it from the appropriate Township of Severn staff or security officers.

3. The Special Occasion Permit signatory or designate must attend the event and

be responsible for making decisions regarding operation of the event. They should not consume alcohol while performing this role.

4. The Township of Severn reserves the right to require the presence of two off-duty

police officers for the duration of an event with the cost to be borne by the sponsoring group or individual.

http://www.smartserve.org/


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Job Descriptions Role and Responsibility of ALL Event Staff ALL Event staff will be required to: • be appointed by the Event Organizer and shall ensure compliance with the

LLA and MAP; • all Event staff involved in the sale or monitoring of the consumption of

alcohol shall be Trained; • abstain from consuming alcohol during the Event and will not be under

the influence of any alcohol prior to the Event; • wear identifiable clothing (such as “Event staff” printed on clothing, or

wear clearly identifiable name tags) and be present on the licenced premises during all hours of alcohol service;

• ensure all patrons have vacated and ensure the premises is secured prior to leaving;

• be aware of the Fire safety plan for the Event or facility in which the Event is located;

• ensure all signs regarding the sale and service of alcohol are cleared within 45 minutes following the end of the licensed portion of an indoor Event and within 12 hours following the end of the licensed portion of an outdoor Event;

• must be 18 years of age or older. Role and Responsibility of Bartenders In addition to the Roles and Responsibility of all Event staff, the Bartender is required to:

• check identification and verify age; • accept tickets for the purchase of alcoholic drinks; • serve Standard Drinks; • serve a maximum of two Standard Drinks per patron per visit – no doubles; • monitor for intoxication; • refuse service when patron appears to be near intoxication; • offer non-alcoholic substitutes.

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Roles and Responsibilities of Ticket Sellers In addition to the Roles and Responsibility of all Event staff, the Ticket seller will:

• check identification and verify age; • monitor for intoxication; • sell a maximum of four (4) tickets per patron at one time; • refuse sale of tickets to patrons near intoxication; • refund tickets on request whenever the bar is open and up to 30 minutes after

the bar is closed. Role and Responsibility of Door Monitor In addition to the Roles and Responsibility of all Event staff, the Door Monitor will:

• be present to ensure that each entrance/exit of the premises is monitored for the duration of the Event and until the premises have been secured at the end of the Event;

• check identification and verify age • monitor for signs of intoxication and immediately notify the

Event Organizer/Permit Holder; • monitor attendance and limit entry to venue nearing capacity to ensure

the capacity of the venue is not exceeded; • refuse admission to intoxicated and troublesome individuals; • ensure that participants are clearly marked using wristbands or other form

of identification if there will be youth in attendance at the Event; • suggest safe transportation options.

Role and Responsibilities of Floor Monitor In addition to the Roles and Responsibilities of all Event staff, the Floor Monitor will:

• monitor patron behaviour and crowd control; • monitor for signs of intoxication and immediately advise the

Event Organizer/Permit Holder; • identify potential problems and make these known to the Event Organizer

and Security; • suggest safe transportation alternatives.

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Licensed Security/Paid Duty Police Criteria and Responsibilities If Event security is to be provided by a security company – the company must be duly bonded and licensed under the Private Security and Investigative Services Act, 2005; In addition to the Roles and Responsibilities of all Event staff, the Licensed Security/Paid Duty Police will:

• patrol the licensed area and immediate area outside the licensed area, washrooms and parking lot scanning for potential trouble;

• terminate the Event should it be determined there is a risk to public safety or the facility;

• ensure alcohol remains within the licensed area; • notify Event staff, Event Organizer and Permit Holder of potential incidents; • help in handling disturbances; • assist the Permit Holder in vacating the premises; • summon police when requested by the Permit Holder, Municipal

Representative, or as deemed necessary; • be required to check ID as necessary.

SECTION 4 - RATIO OF EVENT WORKERS

Number of Attendees

Bartenders

Door Supervisors

Door Monitors

Floor Monitors

Security Ticket Sellers

Under 75 1 0 1 1 - - 75 to 125 2 1 - - 1 1 126 to 200 2 1 - - 2 2 201 to 300 3 1 - - 3 2 301 to 400 3 1 - - 4 2 401 to 500 4 1 - - 5 2 501 to 750 5 2 - - 5 2 751 to 1000 8 2 - - 6 2 1000 to 1500 8 2 - - 7 2

Events that are NOT Stag and Doe type events, such as weddings, anniversaries etc., are exempt from the security worker requirements for events with 125 or fewer attendees. Prior approval must be obtained from Council for Stag and Doe events. Renter must adhere to all contract requirements.

SECTION 5 - YOUTH ADMITTANCE

Adult Events

It is recommended that if minors are attending a public event that they be distinguished from other participants by a visible means, ie. stamp, wrist band.

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Youth Events No alcohol will be permitted at youth events. No alcohol advertising will be permitted at youth events.

SECTION 6 - MASQUERADE EVENTS

Participants at masquerade events must be prepared to unmask and identify themselves with acceptable Photo I.D. Example: Ontario Driver’s License, Canadian Passport or Canadian Armed Forces Identification Card.

SECTION 7 - BAR AREA CLOSURE & PREMISES VACATED

The bar is to be closed at 1:00 a.m. with no last call.

The event is to end by 1:00 a.m. with the facilities to be vacated by 1:30 am. The only exception is to be for the purposes of clean up after the event. This must be negotiated with the Manager of Recreation and Facilities in advance.

SECTION 8 - CONSEQUENCES FOR FAILURE TO COMPLY WITH POLICY

Area Where Alcohol is Permitted by Special Occasion Permit

The individual and/or group who fail to comply with the Municipal Alcohol Policy or the Liquor Licence Act of Ontario will be subject to the following consequences:

Suspension of Privileges for Violations

i) First Offence

Advise the group/team in writing by Registered Mail that the next incident will result in rental privileges being revoked. This will be done by the Manager of Recreation and Facilities. Where infractions are related to the Liquor Licence Act, a copy will be sent to the Alcohol Gaming Commission of Ontario.

ii) Second Offence

The Manager of Recreation and Facilities will advise the events sponsor/group or team in writing that the rental privileges have been revoked. Where infractions are related to the Liquor Licence Act, a copy will be sent to the Alcohol Gaming Commission of Ontario.

The Township shall not be held responsible for any loss, financial or otherwise where an Event has to be cancelled for reasons of non- compliance with this MAP and regardless of the reason for termination, the Township shall not be responsible or liable for any financial

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compensation to the Event Organizer/Permit Holder or attendees. Areas Where Alcohol/Use of Illegal Substance is Prohibited

The consumption of alcohol is prohibited in all public places unless a Special Occasion Permit or licence for the facility has been obtained. The use of illegal substances is prohibited at all facilities owned and operated by the Township of Severn.

SECTION 9 - LIABILITY INSURANCE

1. Groups hosting Public Events must provide proof of $2,000,000 (two

million dollars) in public liability insurance naming the Corporation of the Township of Severn as an additional insured and a cross liability clause holding the Township of Severn harmless. Certificate of Liability insurance, must include the following information;

• Policy # • Company name • Expiry date and time – to include five (5) hours after the event has

expired • Amount of insurance coverage • An endorsement from the insurance company that they are aware

of the SOP event and that coverage is in place. Date and location of the event must be included.

• The coverage must include host liquor liability 2. Proof of above listed insurance must be provided to the Township of Severn

two weeks prior to the event. SECTION 10 - ALCOHOL SERVICE

Low alcoholic and Non-Alcoholic Options

1. Bartenders will not serve any one person at any one time more than two

(2) alcoholic beverages. No “doubles” and no “extra strength” beer over 5% will be offered. Jello shooters or shooters of any kind are not permitted on the premises, as well as alcohol soaked or injected candy or fruit.

2. All bottles will be retained in the bar area. Drinks will be served in

disposable cups except for formal dinners or catered events where glass may be used.

3. The Permit Holder shall ensure that alcohol which is sold or served on

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the premises is not removed from the premises by a person attending the event.

4. We recommend that tickets for both alcoholic and non-alcoholic drinks be

purchased from a designated ticket seller, and redeemed at the bar. As a requirement for a facility permit involving an Alcohol Permit, the organizing group must ensure that a minimum of 30% of the alcohol beverages available must be of a low alcohol concentration level, (less than 5% alcohol).

5. Unused tickets purchased at the event may be redeemable for cash at any

time during the event. 6. The bar area is to close after the last person is served beyond 12:30 a.m. and

no later than 1:00 a.m. with no last call. All patrons must vacate the facility by 1:30 a.m.

7. No person attending the event shall bring their own alcohol onto the premises.

8. Marketing practices which encourage increased consumption will NOT be

permitted, ie. oversized drinks, double shots, pitchers of beer, drinking contests, volume discounts on tickets, and events that include the bar.

9. Adequate supply of food must be served to persons attending the event.

Items NOT considered food are snacks such as peanuts, potato chips and other salty items.

SECTION 11 - ADVERTISING & PURCHASE OF ALCOHOL

Advertising

The following alcohol advertising regulations set out for establishments are the same for Special Occasion Permit holders.

i) Advertisements may state only the name of the establishment, that you

have a liquor licence and the types of liquor you have available. You may NOT mention brand names or manufacturers in the advertisement. Liquor prices may NOT be advertised outside the establishment. Ads that carry more information than the above must be approved by the L.C.B.O.

ii) Anyone involved in the sale and service of alcohol must know that no

action, such as pricing or advertising, may promote or encourage excessive consumption. It is also a violation to require patrons, as a condition of

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entering or remaining on the premises, to purchase a minimum number of alcoholic beverages.

Purchase of Alcohol

According to the Liquor Licence Act, no person shall purchase liquor except from a government store or from a person authorized by licence or permit to sell liquor.

SECTION 12 - SIGNS

The following sign will be displayed at the bar indicating that it is illegal to serve anyone to intoxication. The sign shall read:

SECTION 13 - SAFE TRANSPORTATION POLICY The Permit Holder will be responsible for promoting safe transportation options for the drinking participants, such as but not limited to the following: • provide free non-alcoholic beverages for designated drivers • post the phone numbers of local taxi companies

TOWNSHIP OF SEVERN MUNICIPAL ALCOHOL POLICY

It is against the law to serve anyone to intoxication and/or to serve someone who appears to intoxicated. Servers in our facilities are required to obey the law. We do not wish to harm our customers, nor do we wish them to harm others. People use our facilities for enjoyable social gatherings, and we are happy to provide these opportunities. It is our policy that a maximum of two (2) alcoholic beverages per person may be served at any one time. Should you wish a non-alcoholic beverage, request a soda pop, coffee or other alternative. If you would like a smaller than standard portion of alcohol, please request a low alcohol beer, wine or mixed drink. At any time during the event unused tickets may be redeemed for cash. The Township of Severn supports the R.I.D.E. Program. The Ontario Provincial Police look forward to personally thanking you, at one of their spot checks, for leaving this event as a sober driver.

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• provide an alternative means of transportation for those who are suspected to be intoxicated, ie. call a friend, relative or taxi, call the police to warn or apprehend the driver who is suspected to be intoxicated.

SECTION 14 - TABLE TENTS: SOBER DRIVER SPOT CHECK

We recommend the use of table tents to remind event participants about the importance of not drinking and driving. Table tents should have messages such as:

• The Ontario Provincial Police thank you for helping to Reduce Impaired

Driving Everywhere in the Township of Severn and the County of Simcoe. We look forward to personally thanking you at one of our spot checks for leaving this event sober.

SECTION 15 – OPERATIONAL PLAN REQUIREMENTS

Operational plans required to be submitted under the MAP shall include the information as per Appendix “1”. Operational Plans are required to be approved by the Township and any other group deemed necessary by the Township. All costs associated with preparing and complying with the operational plan shall be borne by the Event Organizer.

SECTION 16 - DEFINITIONS AGCO – shall mean the Alcohol and Gaming Commission of Ontario. http://www.agco.on.ca/en/about/index.aspx

Caterer’s Endorsement – small mean a liquor sales license authorizing the applicant to sell and serve liquor for an Event held on premises other than the premises to which the liquor sales license applies. Township – shall mean the Corporation of the Township of Severn. Event – shall mean any licensed Event held at a municipal facility or on Township land including streets at which alcohol will be served and/or sold and includes both private and public events. Event Organizer – small refer to the individual(s) who has signed the facility rental agreement for an Event that will involve the selling and/or serving of alcohol at municipal premises. This individual(s) assumes responsibility and the liability for the operation of the Event and for ensuring that the MAP is followed.

http://www.agco.on.ca/en/about/index.aspx

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Event Worker – shall mean a paid/volunteer person(s) appointed by the Event Organizer, who is over the age of 18 and who has satisfactorily proven to the Event Organizer that she/he will act in accordance with the MAP. All Event Workers have a responsibility in the operation of the Event and shall not consume or be under the influence of alcohol at any time during the Event. Event Workers may have one or more of the following roles:

• Floor monitor • Door monitor • Server/bartender • Ticket seller

Detailed roles and responsibilities for each type of Event Worker can be found in Section 3.0 of this policy. Fortified Drinks, Extra-strength Drinks – shall mean any drinks with more alcohol content than a standard drink. Many coolers and some brands of beer and wine contain more alcohol than a standard drink Licensed Security – shall mean security personnel whose responsibility is to monitor entrances and patrol licensed areas to ensure the safety and security of the establishment, its employees and patrons. Security must be licensed under the Private Security and Investigative Services Act (PSISA). Private Security and Investigative Services Act, 2005 Liquor License Act (LLA) – shall outline the laws regarding the sale and service of alcohol. http://www.agco.on.ca/en/whatwedo/index.aspx MAP – shall be the short form title for this this Municipal Alcohol Policy. Municipal Properties – shall mean lands, buildings and structures including public highways owned or leased by the Township. Municipal Representative – shall mean municipal staff or a designate that may attend and monitor an Event on behalf of the Township. Occupier – shall mean anyone who has control of the premises and the power to admit or exclude others. Occupier’s Liability – shall mean condition of premises, conduct of entrants and activities permitted on the premises. Operational Plan – shall mean a co-ordinated plan of actions to prevent and control potential risks. Refer to “Appendix 1” for more information.

http://www.agco.on.ca/en/whatwedo/index.aspx)

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Permit Holder – shall mean the person in whose name the SOP or Caterer’s Endorsement is issued by the AGCO. Server Training Program – shall mean a certificate training program for serving alcohol that is approved by the AGCO. An example is the training program offered by Smart Serve Ontario (https://www.smartserve.ca).

Server Intervention Program (SIP) – shall mean the program previously offered by the Alcohol and Gaming Commission of Ontario. The Server Intervention Program taught people how to prevent alcohol related problems and proper ways to intervene if a problem occurred. Program replaced by Smart Serve Program.

Please note that the AGCO still recognizes The Server Intervention Program (SIP)certification issued prior to May 1995. For the purpose of this Municipal Alcohol Policy, where the term Smart Serve Program is used, the Server Intervention program may be substituted.

Special Occasion Permit (SOP) – shall mean a liquor permit issued by the Alcohol and Gaming Commission of Ontario (AGCO) for social events where alcohol will be sold or served. http://www.agco.on.ca/en/services/permit_special_gpb.aspx.

Special Occasion Permit Holder – shall refer to the individual who signs the application for a Special Occasion Permit to sell and/or serve alcohol. Standard Drink – shall mean12 oz or 341 ml. of beer with up to a maximum of 5% alcohol OR 5 oz or 142 ml. of wine with up to a maximum 12% alcohol OR 1 oz or 43 ml. of spirits with up to a maximum 40% alcohol. Each of these standard drinks has 0.6 ounces or 17 ml. of pure alcohol. Trained – shall mean certified by a Server Training Program recognized by the AGCO. SECTION 17 - ENFORCEMENT PROCEDURES FOR POLICY VIOLATION a) A violation of this policy occurs when the S.O.P. holders fail to comply with this

policy and the conditions of the Liquor Licence Act of Ontario or any other relevant legislation. Intervention can be initiated by a participant at the event, Township of Severn staff members, a member of the Ontario Provincial Police or an Inspector of the L.C.B.O.

b) A member of the organizing group or the designated monitor may intervene by

informing the offending individual(s) of the policy violation and that it cease. Group members and monitors should feel encouraged to intervene in this way because intervention at other levels could result in the loss of privileges and legal charges.

https://www.smartserve.ca/

http://www.agco.on.ca/en/services/permit_special_gpb.aspx

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c) A staff member with recognized authority in the Township of Severn will intervene whenever he or she encounters a violation of the policy. Depending upon the severity of the violation, Township of Severn staff may ask the organizers to stop the violation or they may close down the event. Should the organizers fail to comply, the staff members may call the police for enforcement.

d) Where the Special Occasion Permit holders have violated the Municipal Policy,

and have been confronted by a Township of Severn staff member, the group will be sent a letter advising them of the violation and indicating that no further violation will be tolerated. At this time, the Manager of Recreation and Facilities may at his/her discretion revoke user privileges for the organizing group, based upon the severity of the violation(s). (The organizing group will also forfeit the “Event Deposit”, if applicable.) The organizing group will also be invoiced for any costs or damages.

e) Should members of an organized group/team violate the policy within one year of

receiving notice of their first violation, the group may be suspended from future organized use for a period of one year (or longer). A registered letter will be sent to their contact person advising of the suspension from the Manager of Recreation and Facilities.

f) The Manager of Recreation and Facilities reserves the right to revoke rental

privileges immediately for any serious altercation (ie. serving without a proper licence, loss of control, total neglect of the facility, etc.)

g) A member of the Ontario Provincial Police or L.C.B.O. Inspector may intervene in

a violation of this policy on his/her initiative or in response to a request either from a Township of Severn staff member or a member of the public. Depending on the severity of the infraction, charges may be laid under the Liquor Licence Act of Ontario and/or any other relevant legislation.

h) An individual or organized group may appeal to the Township of Severn to have

their privileges re-instated.

i) A violation of this policy occurs when individuals consume alcohol in a Facility or area where the consumption of alcohol is not permitted. Intervention can be initiated by a member of the group using the facility or area (if it is a group event), a staff member of the Township of Severn or by a member of the Ontario Provincial Police.

j) A group member may intervene by informing the offending individuals that

Municipal Policy prohibits alcohol consumption and asking that it stop. Group members should feel encouraged to intervene, as intervention from any other level may result in the suspension of privileges for the group.

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k) A staff member with recognized authority in the Township of Severn will intervene whenever he/she encounters a violation of the policy. Staff members can ask individuals to cease the consumption of alcohol, they can ask the individual or organized group to leave the facility area, depending on the circumstances and nature of the violation (especially the potential of harm or loss of enjoyment by non-drinkers). Should the individual or group member fail to comply, the staff can call police for enforcement.

l) When the member(s) or organized group/team have violated the Municipal

policy, and have been confronted by Township of Severn staff, the group will be sent a letter advising of the violation, and indicating that no further violation will be tolerated. As well, the group may be invoiced for any and all damages and costs associated with the violation.

m) A member of the Ontario Provincial Police may intervene in a violation of this

policy on his/her initiative or in response to a request either from a Township of Severn staff member or a member of the general public. The Police Officer may ask that the alcohol consumption stop or can order the individuals, or organized group to leave the facility or area. In addition, the Police Office may at his/her discretion lay charges against the offending individual(s) under the Liquor Licence Act of Ontario and/or any other relevant legislation.

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Schedule “A”

AGREEMENT FORM FOR SPECIAL OCCASION PERMIT HOLDER

1. I have received and reviewed a copy of the Township of Severn “Municipal Alcohol Policy and Procedure” (attached) 2. I understand that I must adhere to the conditions of the Alcohol Policy and Procedure and the Liquor License Act of Ontario. 3. I understand that if I or other individuals at the event fail to adhere to the Township

of Severn’s “Municipal Alcohol Policy” and related Procedure(s), Township staff will take the appropriate action. This action may include eviction, revoking of the Special Occasion Permit and the notification of Police or Alcohol Gaming Commission of Ontario authorities.

4. I understand I can be held liable for injuries and damages arising from failure to adhere to the Liquor License Act of Ontario. 5. I understand that the Ontario Provincial Police and/or the Alcohol and Gaming

Commission of Ontario authority may lay charges for infraction of the Liquor License Act of Ontario or other relevant legislation.

6. I understand and acknowledge that I must attend the event and be responsible for making decisions regarding the operation of the event. 7. I understand and acknowledge that I must refrain from consuming alcohol while the event is in progress.

Name (please print)

Signature

Date

March 2015

APPENDIX 1 OPERATIONAL PLAN REQUIREMENTS

If you require an Operational Plan to be submitted, please complete the following information. The questions will assist you, the Event Organizer, in preparing for and executing a successful event.

Once the operational plan has been completed there will be a review. If additional information is required, you will be notified. Please allow a minimum of two weeks.

APPLICANT INFORMATION Group/Organization

Person in charge of event

Address Unit number

City Postal code Province E-mail

Telephone number ( )

Fax ( )

Cell number ( )

EVENT INFORMATION: Location of event

Date(s) of Event

Time of event When will doors/gates open

Projected attendance How many people do you expect to arrive at once

Admission Fee

What time will the music/entertainment occur (if event is more than one date, list all times).

What is the type of music/entertainment will be at your event. Provide schedule of music/ entertainment.

March 2015

Will there be any heating units provided for event? If yes please indicate the type i.e. propane heaters etc.

Will there be on site vendors, if yes, how many and what type of vendors will there be?

There is no smoking in parks, playgrounds, trails, and sportsfields. How will you enforce this?

How you will handle the parking for the event? How many accessible handicapped parking spots will be available at your event?

Who will be providing your janitorial cleanup crew?

Will you be erecting any portable structures such as tents, stage etc. be set up at the event? If so, include the details for installation. The Township of Severn must issue permits and inspect these structures. Who is the provider of the portable structures?

Is on-site camping/accommodation needed? If yes, Township Council approval required.

March 2015

Name of company who will be providing your electrical requirements.

Are there any road closures being requested for this event? If so, which roads (provide detailed maps)

Will there be an application for noise by-law exemption?

ALCOHOL SERVICE List your licensed hours for each day of your event (i.e. Saturday, October 1, 2013 9:00 a.m. – 11:00 p.m.) Requests to extend licensed hours must be approved by Township Council).

Type of event you will be applying for: □ Private Event (limited to invited guests only and may not be publicly advertised; public

cannot be admitted and there can be no intent to gain or profit directly or indirectly from the sale of alcohol at the event).

□ Public Event (open to the public; event can be advertised, and fundraising from the sale

of alcohol at the event is permitted). Select the one that applies to you: □ Registered charity (under the Income Tax Act (Canada)) □ Non-Profit association or organization □ Other (event of municipal significance) (events of municipal significance will require a municipal resolution - please submit your letter of request to the Township Administration Offices) □ Provincial, national or international significance.

□ Catering Endorsement: Name of Company providing service: □ Industry Promotional Event (are events that promote a manufacturer’s product(s))

March 2015

Is the event an age of majority or are minors permitted? If minors are permitted in your licensed areas, include in detail how you will keep them from consuming alcohol.

How will you be indentifying those that can be served alcohol (i.e. wristbands, stamps etc.):

Describe where and how you will check for ID ?

Price of alcohol tickets (i.e. beer, coolers, wine etc.)

Type of alcohol to be served.

Type of non-alcoholic beverages served

What method of alcohol service i.e. plastic cups, cans etc.

How will alcohol be stored during the event and for multiple day events when the event is not open?

Do you have a safe transportation plan in place: If yes, what are the plans?

Bar service location.

Ticket sales location.

Describe your refund policy for unused alcohol tickets.

March 2015

Ensure sufficient numbers of washrooms are available, including accessible facilities. Pump-out and clean washrooms during the event. Maintain supplies such as toilet paper, hand sanitizer, soap and water at each station. How many washrooms will you have, the location and the name of your provider:

Provide a schedule of your security by the hour.

Provide a schedule of volunteers by the hour.

Procedure for handling intoxicated persons.

Is there a lost child contact area and procedure, if so, please describe.

Who is selling alcohol tickets? How many ticket sellers will be on duty during all times of the event?

Will your servers all be Smart Serve Program trained or accepted equivalent?

How will volunteers be identifiable i.e. name tag, uniforms?

March 2015

Based on your site map, what is the capacity of your licensed/permit area? (Maximum capacities for all outdoor areas (and indoor areas without a designated Building or Fire Department capacity) is determined by dividing the actual size of the a permit area (as determined in square metres or square feet) by 1.11 square metres or 12 square feet per person (example: 30m x 60m = 1,800 square metres divided by 1.11 = 1,621 persons/100 ft x 200 ft = 20,000 square feet divided by 12 = 1,666 persons).

How will you handle the security of money of the event:

Serving practices i.e. maximum 4 tickets sold to a person at a time, 2 servings of alcohol at a time.

Will you be applying for a license to allow for raffles, 50/50’s etc.?

EMS and Fire Services Include details if EMS and Fire Services will be servicing the event, including their schedule and what services will be on site (i.e. 1 ambulance, 4 paramedics, 6 first-aiders and a tented infirmary, 4 firefighters etc.). If you do not plan to have EMS or Fire Services on site, please specific how you will contact them in case of an emergency:

March 2015

SECURITY PLAN When planning security for your event, employ a risk-based strategy: the higher risk to public safety, the more security measures should be put in place. The number of staff, security and police will be based on, but not limited to, the following:

• The nature of the event and the sponsor; • The age range of the people that your event will appeal to; • Location of the event; • Dates and hours of event; • Number of people expected to attend; • Size of the area where patrons will be allowed to consume alcohol; • Whether there is any tiered seating in the area where patrons can take alcohol; • Types of alcohol beverages (beer, wine and/or spirits) and non-alcoholic beverages

you are going to sell or serve; • Portion size, container types (plastic cups, cans etc) and price per serving; • Whether minors will be permitted in the licensed area(s); • How will people get into and out of the event?

Number of volunteers and how will the volunteers be identifiable i.e. name tag, uniforms etc.

Name of licensed private security company.

Number of licensed private security.

Number of paid duty police officers.

How will you communicate during the event (portable radios, headsets, cell phones etc?)

Who and how many people will be checking ID?

Will the facility have adequate lighting? Will you providing additional lighting? Will the exits and entrances be well-lit?

March 2015

Proposed fence type and height: (fencing will be discussed and reviewed). The following are best practices: Low Risk – minimum allowable is 36” or portable 4’ modular fencing; Medium Risk – single or double 4’ modular fencing; if double, include a 10” no-go zone” between fences; High Risk – double 6’ or 8’ modular fence with a 1-‘ moat between fences).

How will you ensure accurate capacity numbers for your licensed area?

What are your plans to monitor the parking area, entry line ups for orderly conduct etc?

Describe your emergency plan in the case of a hurricane, emergency medical condition, bomb threat etc.?

SITE MAP Your site map should indicate the dimensions of the overall site, including licensed area and serving area. If guest will be permitted to carry alcohol through the event area please show where all the fencing will be positioned. Other items to include on site map include: (please attach) Entry and exit gates/location; lighting; fencing; food area; washrooms; licensed area; first aid location/child lost area; street references; tent location, cooking area, ID check location; on-site vendors; ticket sales location; bar service area location; EMS and fire routes; structures within licensed area or adjacent fencing.

March 2015

SIGNAGE Consider using easy to read black and white signs identifying the following: Ticket sales – Price, Refunds; Enter and Exit; Washrooms; Menu items; Bag search, if applicable;

First Aid Station; Photo ID - if applicable; No “Re-entry”, if applicable; Wheelchair accessible areas.

Include signage that is required in accordance with the MAP

FOOD SERVICES What type food will be available at your event? Is the food being prepared on-site or being delivered? Ensure that your food arrangements, whether prepared on-site or delivered, comply with local health authority and fire service requirements. Remember that food must be available whenever alcohol is being sold or served.

SIGNATURE OF APPLICANT Signature of Applicant: _________________________________

Date: _______________________________________________

OFFICE USE ONLY: Date Received: __________________________

March 2015

APPENDIX 2 INFORMATION TO BE SUBMITTED PRIOR TO EVENT

The following documents are required to be provided to the Township a minimum of fourteen (14) days prior to the Event: Copy of the Special Occasion Permit; In accordance with Section 9 of this policy, proof of a minimum of Two million dollars

($2,000,000) Public Liability Insurance issued by an insurance company satisfactory to the Township that is licensed to carry on business in Ontario and which must at a minimum include the following: • Coverage for bodily injury and property damage liability • Host liquor liability endorsement • Township named as an additional insured to the policy • Show that the coverage is in effect prior to the start of the event during setup and be in

effect until at least 5 hours after the bar closes and take down has been completed whichever is later.

• Event organizer, Special Occasion Permit Holder and Facility renter should be included as additional insured.

List of the Smart Serve Event Staff including card numbers, in accordance with

Section 2 of this Policy. The list of Event staff shall be provided in advance, however it is recognized that staffing levels may change. A complete list of staff with card numbers will be available at the event and shall be produced at the request of the Township.

Copy of the Operational Plan where required in accordance to Section 15 of this policy

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Appendix 17 Lease Financing Policy

1. STATEMENT OF POLICIES AND GOALS

The purpose of this policy is to establish a framework and outline requirements for entering into leases of municipal capital facilities, and for reporting such leases to Council as required under the Municipal Act and Municipal Act, 2001, as amended, and Ontario Regulation 177/2002.

Leasing is an important option for local governments. For a number of reasons, the Township may prefer to lease an asset rather than purchase it outright. The choice may be a function of strategic investment or of comparative cost. It may be economically advisable for the Township to enter into lease arrangements in order to acquire the rights to use capital property and equipment, including some or all of the benefits and risks of ownership, for specific periods of time and stipulated rental payments. When entering into a lease arrangement, possible risks need to be assessed, such as the following:

- Leasing an asset may be more costly than buying it, if the terms of the lease are negotiated without conducting a thorough lease versus purchase analysis to assess whether terms available through leasing are more or less favourable than other arrangements.

- Risk of obsolescence may be transferred to the lessee. - The lease is a contractual agreement and generally non- cancellable prior to its expiration. - Fixed contractual charges have to be met. - When the asset is expected to have a residual value at the end of the

lease period, any future benefit of this residual value is lost if the asset is leased.

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1.1 Definitions For purposes of this policy the following terms are defined as: “Financing Lease” shall mean a lease allowing for the provision

of municipal capital facilities if the lease may or will require payment by the municipality beyond the term for which the Council was elected.

“Material Impact” shall mean an individual financing lease with annual payments exceeding $30,000 is considered by Council and the Director of Corporate Services to have a material impact for the purposes of Section 5 of this policy. Further, any combination of leases entered into or proposed to be entered into in any year by the Township, with total annual payments exceeding 5% of the Township’s Annual Repayment Limit as prescribed by Ontario Regulation 799/94, is considered by Council and the Director of Corporate Services to have a material impact for the purposes of Section 5 of this policy.

“Municipal Capital Facilities” shall include land, works,

equipment, machinery and related systems infrastructure.

1.2 Classes of Municipal Facilities

Financing lease agreements may be entered into for the provision of the following classes of municipal capital facilities:

- facilities used by council - facilities used for the general administration of the

municipality - municipal roads, highways and bridges - municipal facilities related to the provision of

telecommunications - municipal facilities for water, sewers - municipal facilities related to policing - municipal facilities related to fire services - municipal facilities relating to recreational, cultural and library

services

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2. SCHEDULE OF FIXED PAYMENTS

Prior to approving any financing lease Council shall be presented with a schedule of all fixed amounts of payment required under the lease including amounts required under any possible extension or renewal of the lease.

2.1 Financial Advice

The Director of Corporate Services shall prepare a report to Council with recommendations, assessing, in the opinion of the Director of Corporate Services, the costs and financial and other risks associated with the proposed financing lease, including:

- a comparison between the fixed and estimated costs and the risks

associated with the proposed lease and those associated with other methods of financing,

- a statement summarizing, as may be applicable, the effective rate

or rates of financing for the lease, the ability for the lease payment amounts to vary, and the methods or calculations, including possible financing rate changes, that may be used to establish that variance under the lease,

- a statement summarizing any contingent payment obligations under

the lease that in the opinion of the Director of Corporate Services would result in a material impact for the municipality, including lease termination provisions, equipment loss, equipment replacement options and guarantees and indemnities,

- a summary of the assumptions applicable to any possible variations

in the lease payment and contingent payment obligations, and

- any other matters the Council or Director of Corporate Services considers advisable including whether the scope of the financing lease warrants obtaining independent financial advise.

3. LEGAL ADVICE

The Township shall obtain independent legal advice with respect to the proposed financing lease.

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4. REPORTING

Where Council has entered into one or more financing leases in a year the Director of Corporate Services shall prepare and present to Council in that year a detailed report containing:

i) a description of the estimated proportion of the total financing

arrangements that have been undertaken through financing leases to the total long-term debt of the Township and a description of the change in that estimated proportion since the previous year’s report.

ii) a statement by the Director of Corporate Services as to whether, in their

opinion, all financing leases were made in accordance the provisions contained in this policy.

5. EXCEPTIONS

A financing lease may be entered into without complying with this policy if the financing lease is deemed by the Director of Corporate Services not to materially impact the Township’s debt and financial obligation repayment limit. The definition of material impact to be considered by the Director of Corporate Services in making this determination is included in Section 1.1 of this policy.

A Financing Lease may be entered into without complying with this policy if the lessee is a Township Reserve or Reserve Fund.

Appendix 18

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Appendix 19

Personal Information Protection & Electronic Documents Act Policies & Procedures

In accordance with the Personal Information Protection and Electronics Documents Act (PIPEDA), the following are policies and procedures with respect to personal information collected by the Township of Severn. PURPOSE To implement policies and practices to give effect to the following principles:

(a) implementing procedures to protect personal information; (b) establishing procedures to receive and respond to complaints and inquiries; (c) training staff and communicating to staff about the Township’s policies and

practices; and (d) developing information to explain the Township’s policies and procedures.

POLICIES 1. Accountability

The Township of Severn is fully responsible for personal information collected and delegates the responsibility for dealing with compliance issues relating to privacy to the Head of Council and the Deputy Clerk. The collection of any personal information is also in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

2. Identifying Purposes

When collecting personal information from individuals for any purpose, the Township shall inform the individual of the particular information required and the purpose for collecting this information by:

o making a reasonable effort to identify the purpose for which the personal information is collected

o ensuring that the purpose is related to the individual either before or at the time of collection

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3. Consent

The Township of Severn shall obtain the consent of an individual for the collection, use or disclosure of personal information relating to that individual. Individuals may give consent by: (a) completing and signing an application form to give consent for collection of

personal information and inform the individual of the use that will be made of the information;

(b) checking off a box to allow individuals to request that their names and addresses not be given to other organizations (if box not checked, it is assumed to consent to the transfer of information to third parties);

(c) giving consent orally when information is collected over the telephone; or (d) giving consent at the time that individuals use a product or service.

4. Limiting Collection

The Township of Severn may only collect information that is necessary for the purposes identified by the service being delivered.

5. Limiting Use, Disclosure & Retention

Limiting Use – The personal information collected may only be used for the purposes identified. Disclosure – The personal information may only be disclosed for the purposes identified or when written or oral consent is given by the individual. Retention – The personal information will be retained in accordance with the Township of Severn Records Retention By-law and related legislation.

6. Accuracy

The Township of Severn will ensure that personal information is accurate, complete and up-to-date as necessary for the purposes for which it is to be used. The Township is not responsible to routinely update the personal information. Individuals may review/challenge the accuracy of the information held by the Township and amend such information as appropriate.

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7. Safeguards

The personal information collected by the Township of Severn shall be secured in an appropriate filing location which may include a locked cabinet with limited employee access.

8. Openness

The Township of Severn will ensure that there is public availability of all information while protecting the privacy of individuals under the PIPEDA and the Municipal Freedom of Information and Protection of Privacy Act. The policies and practices with respect to management of personal information shall be accessible by all individuals.

9. Individual Access

Individuals may request access to the personal information collected by the Township of Severn by:

o personally requesting the information either verbally or in writing; o initially the records management charge out/in log sheet; o retrieving the file from the appropriate personnel (key holders); and o returning the file directly to the appropriate personnel for filing in a

secured location. 10. Challenging Compliance

An individual may submit a complaint to the Deputy Clerk to question the existence of policies and practices and compliance with handling of personal information.

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Appendix 20

ACCESS TO RECORDS POLICY Policy Statement The records of the Corporation of the Township of Severn (the “Township”) are public documents, subject to legislative exemptions, and shall be available for review in accordance with established procedures. Purpose This policy is designed to ensure fair and equitable access to corporate records in the custody and control of the Township. It is also designed to ensure the accountability and transparency of the operations of the Township. Scope This policy applies to all Members of Council, employees and the public and other levels of government, public boards and agencies. 1. Public Access to Records Purpose

This procedure defines the routine and formal request process for public access to records held in the custody and control of the Township. Procedures Routine Requests (a) The Township will endeavor where possible to make records accessible to

the public, without the necessity of submitting a Freedom of Information (FOI) request under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

(b) Requests for access to records may be made by contacting the Clerk’s Department.

(c) Access to records is subject to payment of applicable fees in accordance with the Fee & Charges By-law as adopted by Council.

(d) The Department Director or designate contact the Clerk’s Department to determine if the records may be provided as routine disclosure or will require a formal written request to be submitted.

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(e) The right of access to personal, confidential and third party information may be subject to exemptions under MFIPPA resulting in the severance of a portion(s) of the record when required.

Formal Requests under MFIPPA (f) When a request for access to records in the custody and control of the

Township is denied, the requester may apply to the Clerk’s Department for access to the records in accordance with the provisions of MFIPPA.

(g) In accordance with MFIPPA, an access request must be made in writing and accompanied by a $5.00 application fee. A written request should include the requestor’s full mailing address, telephone number and names of the specific files or types of records to which access is requested, including specific dates of the records, where possible. In the alternative, the FOI Request Form may be used for that purpose.

(h) A written response to the requestor will be made by the Township within thirty (30) days from the date a complete request is received. If a time extension is required, the requester will be notified.

(i) The right to access records is subject to limited and specific exemptions in accordance with MFIPPA and any regulations made under this Act.

(j) An individual given access to their own personal information has the right to request corrections to that information if he/she believes it to be in error or incomplete.

(k) When access to a record is refused or is only partially granted in the case of a “severed” record, the requester will be notified of the decision and the sections of the MFIPPA which justify that decision. The Township will provide the requester with information about the circumstances which formed the basis for the decision to deny access. The requester may appeal the Township’s decision.

Access Appeal (l) Upon denial of a request, the requestor will be advised that he/she may

appeal the Township’s decision under MFIPPA to the Information & Privacy Commissioner of Ontario.

(m) An appeal to the Privacy Commissioner must be made within thirty (30) days of the receipt of the Township’s decision letter and must include a copy of the original request for information and a copy of the Township’s decision letter.

2. Access to Individual Members of Council Purpose

This procedure defines a process by which individual Members of Council request records from staff in order to effectively discharge their responsibilities.

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Procedures (a) Members of Council should direct all requests for records to the Chief

Administrative Officer or designate. (b) The Chief Administrative Officer will be responsible to contact the

appropriate Department(s) to co-ordinate a response. (c) In the event that the Chief Administrative Officer is of the opinion that

Council endorsement is required for the release of records, the individual Member of Council shall present his/her request on the next available agenda for Council’s decision.

(d) The Chief Administrative Officer will keep the requesting Member of Council informed about the progress of all requests for records.

3. Access to Records During an Election Period Purpose

This procedure defines a process by which registered election candidates may access records from the Township during an election period. The election period shall be from Nomination Day to Election Day as determined by the Municipal Elections Act. Procedures 1. All requests for records to assist a candidate’s campaign in a municipal

election should be directed to the Clerk or Deputy Clerk. 2. Access to records is subject to payment of applicable fees in accordance

with the Fee & Charges By-law as adopted by Council. 3. All requested records will be provided to the requester and all registered

candidates and current Members of Council. 4. Where the records requested are not public record, the request will be

denied and the requester may determine whether to proceed with a request under the FOI process.

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Appendix 21 Code of Conduct - Employees

I. OVERVIEW

• The Code of Conduct serves as a guide to all staff (hereinafter referred to as “staff”) in the conduct of their duties.

• Staff are to work together respectfully for the common good of the Township of

Severn.

• When representing the Corporation of the Township of Severn, you need to maintain high standards of personal and professional conduct. You must preserve the trust and confidence placed in you by the Corporation and the community by conducting yourself with integrity, competency and impartiality. You must prevent practices which may constitute an abuse of power, including unethical or illegal practices.

• This Code represents general standards. It clarifies the Township’s

expectations. It does not replace laws or personal ethics.

• The onus is on the individual staff to ensure that they adhere to the Code of Conduct.

II. CUSTOMER RELATIONS

• All communications shall be handled in a courteous and respectful manner. An objective and impartial attitude shall be maintained in dealing with all citizens as they have a right to present their views.

• Staff should exercise care when communicating with the media on

municipal matters. This is not intended to restrict one’s ability to express an opinion on a matter of non-municipal/general interest when made clear that these are comments from a private citizen, not as a municipal representative.

III. CONFIDENTIAL INFORMATION

• Designated staff have access to confidential information by virtue of their

position with the Township of Severn.

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• Confidential information must not be disclosed or released, by any means,

whether in verbal or written form, to any person other than to those who are properly entitled to this information.

• Where staff is unsure of the status of information, before making any

disclosure they shall discuss it with their Department Head. The Freedom of Information Head (Clerk) may also need to be consulted.

• Where a member of the public requests information regarded as

confidential by the Township of Severn, they must be referred to the Freedom of Information Head (Clerk) who will advise them of the formal procedures in accordance with The Municipal Freedom of Information and Protection of Privacy Act.

IV. GIFTS AND HOSPITALITY

• In order to preserve the image and integrity of the Township of Severn, business gifts are discouraged. The Township recognizes that moderate hospitality is an accepted courtesy of a business relationship. However, staff should not accept any gifts or hospitality which could create, or be seen to create, any obligation or special consideration to an individual or business.

• There shall be no solicitation of gifts or acts of hospitality in recognition of

the fulfilment of municipal duties.

• When in doubt of what is acceptable in terms of gifts or hospitality, the offer should be declined.

• If the refusal of any gift or act of hospitality will strain the Township’s

business relationship, the Chief Administrative Officer may accept it on behalf of the municipality with the appropriate acknowledgement.

V. MUNICIPAL RESOURCES

• Unless otherwise approved by the respective Department Head, staff shall only use the Township property, facilities equipment, supplies and services, including computer software and other intellectual property, for activities associated with the discharge of their civic duties.

• Staff shall not utilize the Township’s purchasing activities for the acquisition

of personal goods or services.

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VI. POLITICAL INVOLVEMENT

• Civic resources shall not be used on any election campaign and no individual can hold any campaign-related activities for any election within municipal facilities, unless the facilities are rented and an agreement entered into.

• Staff, especially at the management level, is discouraged from direct

involvement in Township of Severn election campaigns. A Township employee may involve himself or herself in a non-municipal election campaign unless it will affect the performance of his or her job duties.

• A member of staff who intends to be a candidate in the Township’s

municipal election must take a leave of absence and, if elected must resign their position within the Township of Severn, in accordance with the provisions of the Municipal Elections Act.

VII. EMPLOYEES - PERSONAL BUSINESS ACTIVITY

• Employees should not engage in personal business activities that would either interfere with the impartial discharge of their official duties, or influence their judgment, or otherwise adversely impact their role as Township employees.

• Confidential or insider information acquired through employment must not

be used in an employee’s personal business.

• Employees should not participate in business activities that either compete with services provided by the Township or provide goods or services to the Township.

• Employees should refrain from participating in business activities which are

regulated by the Township or otherwise involve the obtaining of municipal approvals.

• The onus is on the employee to avoid either the fact or the appearance of a

conflict of interest arising from personal business activities.

• Even when employees are satisfied that a personal business activity is appropriate, they are encouraged to disclose the nature of the activity or business interest in writing to their Department Head or the Chief Administrative Officer.

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VIII. SEVERABILITY

• The provisions of this Code of Conduct are severable and if any provision, section or word is held invalid or illegal, such invalidity or illegality shall not effect or impair any of the remaining provisions, sections or words.

IX. INTERPRETATION

• Staff may wish to seek clarification about the Code of Conduct from their respective Department Head. The Chief Administrative Officer is also available for consultation.

X. COMPLAINT PROCESS

• Any member of the public shall provide a written complaint addressed to the Chief Administrative Officer.

• Any investigation will be undertaken by the Chief Administrative Officer to

determine the validity of the complaint in accordance with the legislation and corporate policy covering the area of the complaint. All matters dealing with the complaint will be subject to the Municipal Freedom of Information and Protection of Privacy Act.

• If the Chief Administrative Officer concludes that the preliminary review

warrants the complaint invalid, the complainant shall be notified. Should the Chief Administrative Officer conclude that the preliminary review findings are inconclusive, that is, the Chief Administrative Officer cannot make the determination that the complaint is invalid, the Complaint Process will be as follows:

Assure the complainants(s) that an objective examination of the

complaint shall take place immediately. Advise the person (s) alleged to be responsible that a complaint

has been lodged. Interview the complainant (s) and the person(s) alleged to be

responsible as soon as possible. Interview any individual(s) who may be able to provide relevant

information, including witnesses. Document the situation clearly and completely. Additional advise or information may need to be sought by

management, such as a legal opinion and/or notice to other person(s) or authorities.

Render a decision, as soon as possible and advise the parties of the action to be taken, if any.

Circumstances may warrant different and/or additional steps. The complainant(s) and alleged offender(s) will be advised.

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An individual(s) may choose to advise the appropriate authority and/or consult a lawyer at their own expense.

Outcomes

• If the investigation reveals evidence to support a claim, appropriate action

will be taken in accordance with the Corporate Disciplinary Policy. The appropriate authorities will be notified in accordance with the intent of legislation governing the complaint.

• If the investigation fails to find evidence to support the

complaint, no documentation will be placed in the employee file of the alleged offender. The complainant will be notified of the findings.

• Regardless of the outcome, the complainant(s) or offender(s) may pursue any avenue of appeal at their expense.

XI. ENFORCEMENT

• Where it is determined that a member of staff has committed a breach of the Code of Conduct, disciplinary action shall be taken in accordance with the Corporate Disciplinary Policy.

• The Chief Administrative Officer and Department Heads shall ensure that

all employees are aware of this Code of Conduct, and to the best of their ability, that it is followed by all staff.

• Any member of staff who has direct knowledge of a breach of the Code of

Conduct shall approach their Department Head or the Chief Administrative Officer in confidence.

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Appendix 22 Bomb Threat Procedures

Purpose The purpose of an Emergency Bomb Threat Procedure is to protect employees and the public from serious injury, property loss or loss of life in the event of an actual or potential bomb threat. Procedure A. RECEIVING THE THREATENING CALL

1. The person receiving the call should remain calm and courteous. Attempt to keep the caller in conversation as long as possible.

2. If possible, pass the call to a supervisor immediately. DO NOT PUT THE

CALLER ON HOLD TO LOCATE SUPERVISOR. If not possible, the call recipient should attract a colleague=s attention indicating the nature of the call and to call 9-1-1 (eg. pass a note).

3. Using the Bomb Threat Checklist (Schedule “A”), the call recipient

should attempt to gather as much information as possible from the caller (eg. location of explosive device). The Bomb Threat Checklist should be readily available at all telephone stations. (eg. background noise, voice, male/female, accent, lisp, angry, etc.)

4. Upon terminating the call, notify a Supervisor, if he/she is not present

ensure that 9-1-1 has been contacted. Be sure that the nature of the emergency is clearly stated.

5. If the threat of an explosion is imminent, go to the nearest fire alarm. Pull

and activate the alarm. Turn off all transmitting radios and electronic equipment, if possible to do so safely. Proceed to evacuate the building in accordance with procedures set out in the Fire Safety Plan.

6. As soon as safely possible, complete the Bomb Threat Checklist recording

exact information.

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B. RESPONSIBILITIES OF SUPERVISOR AT THE TIME OF TELEPHONE THREAT

1. Ensure 9-1-1 is called to contact police and fire department.

2. Depending on the nature of the threat and if an explosion does not appear

to be imminent, the designated person with authority may request staff to conduct a visual search only of their immediate work area for any foreign or suspicious objects.

3. If the threat of an explosion is imminent, ensure the safe evacuation of the

building as stated in Section A-5 herein.

C. SUSPICIOUS DELIVERIES

Harmful items, including letter bombs, may be delivered to an office through the regular mail system or by a courier service. Both of these possibilities must be considered when developing plans for office security.

1. DO NOT OPEN A SUSPICIOUS LETTER OR PARCEL.

2. Check for extraordinary amounts of stamps and the lack of a return

address.

3. Note the manner of the address and if there is direction for a specific person to open the letter/package.

4. Examine the script to see if there are obvious attempts at disguising

handwriting.

5. Check for protruding wires and holes in the wrapping or envelopes.

6. Consider the weight and balance of the package and if it seems unusual for the size of the letter/package.

7. Identify unusual qualities (eg. grease marks, odours).

8. Consider inner envelopes in the same manner as the outer wrapping.

9. If suspected to be a dangerous letter/package, DO NOT TOUCH OR

MOVE - ADVISE MANAGEMENT. TURN OFF ALL TRANSMITTING RADIOS AND ELECTRONIC EQUIPMENT.

10. Call 9-1-1 to contact police and fire department. Proceed to evacuate the

building as outlined in Section A-5 herein.

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11. When safe to do so, complete the Suspicious Delivery Checklist (Schedule “B”) for submission to authorities.

IF AN EVACUATION HAS TAKEN PLACE - DO NOT RE-ENTER THE BUILDING WITHOUT AUTHORIZATION FROM EMERGENCY PERSONNEL

BOMB THREAT CHECKLIST Schedule “A”

INSTRUCTIONS

BE CALM AND COURTEOUS - LISTEN - DO NOT INTERRUPT THE CALLER EXACT WORDING OF THE THREAT : ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ CALLERS IDENTITY : Male Female Adult Juvenile VOICE & MANNER : Deep Soft Whisper Muffled ORIGIN OF CALL : Long Distance Booth Internal SPECIFICS ABOUT BOMB a) KEEP THE CALLER TALKING, IF CALLER IS AGREEABLE TO FURTHER

CONVERSATION. b) QUESTIONS TO ASK ( record response and repeat in sequence ):

When will the bomb explode ? _______________________________________

Where is the bomb ? ______________________________________________

What building is it in ? _____________ What floor is it on ? ___________

What kind of bomb ? ______________________________________________

What is your name ? _________________ Can we help you ? _________ c) AFTER CALL IS TAKEN, NOTIFY 911 AND IMMEDIATE SUPERVISOR. d) Your name________________________ Date / Time:___________________

SUSPICIOUS DELIVERY CHECKLIST Schedule “B” INSTRUCTIONS DATE OF DELIVERY: __________________________________________ RECEIVED BY: __________________________________________ DELIVERY ADDRESSED TO: __________________________________________ SPECIAL INSTRUCTIONS INCLUDED_____________________________________ DESCRIPTION OF LETTER/PACKAGE:

Size, Shape, Colour _____________________________

Identifying features _____________________________

Sound emanating? Yes ________ No ________

Location of Object _____________________________

Return Address Included Yes ________ No ________

Appendix 23

WINTER CONTROL POLICY Policy Statement The purpose of this policy is to provide a statement of objectives for winter control operations, define the winter control season, and outline level of service expectations. Objective The objective for winter control operations is to maintain safe, passable roads with priority given to roads carrying the highest volume and/or posted speed limit; facilitate the handling of emergencies by police, fire, and ambulance services; to reduce hazards of winter road and sidewalk conditions to road users; comply with the Ontario Regulation 239/02 – Maintenance Standards. The roadway classes and definitions used in this policy are as defined in Ontario Regulation 239/02 and are based on the posted speed limit and the known volume of traffic. Winter Control Season The Public Works Department shall have all winter operations equipment, schedules, staffing, and procedures in place to commence winter control operations on the 15th day of November. Winter control operations equipment and staffing will be available to respond to winter events until the 15th day of April. Roadway Plowing Level of Service While snow continues to accumulate, deploy resources to clear snow as soon as practical after becoming aware of the fact that the snow accumulation on the roadway is greater than the depth set out in the Table 1.

Table 1 – Treatment of Snow Accumulation (Roadways) Class of Highway Depth Time

2 5 cm 6 Hours 3 8 cm 12 Hours 4 8 cm 16 Hours 5 10 cm 24 Hours

After the snow accumulation has ended and after becoming aware that the snow accumulation is greater than the depth set out in Table 1, to clear the snow accumulation to a depth of less than or equal to the depth set out in Table 1 within the timeframes set out in Table 1

Roadway plowing will clear the snow accumulation from the roadway to within 0.6 metres inside the outer edges of the roadway. On class 4 and 5 highways with two lanes, the snow accumulation on the roadway must be cleared to a width of at least 5.0 metres. For a major snow event resources may be reassigned to higher class roads to ensure basic access for emergency vehicles and that the large traffic volumes can travel safely. If a winter event becomes so severe that winter event response cannot safely continue all operations involved in the clearing of the snow accumulation may be suspended until conditions improve. Clearing of windrowed snow at all residential driveways, commercial and industrial entrances will be the responsibility of the property owner. This level of service does not apply to that portion of the roadway designated for parking. Roadway Sanding Level of Service To prevent icy roadways within the time set out in the Table 2 after determining to deploy resources for that purpose. To prevent ice formation or improve traction, roadways will generally receive application of abrasives on hills, curves and intersections.

Table 2 – Prevention of Ice (Roadways) Class of Highway Time

2 8 Hours 3 16 Hours 4 24 Hours 5 24 Hours

When icy roadways begin to form, deploy resources to treat the icy roadway as soon as practical after becoming aware of the fact that the roadway is icy. To treat the icy roadway within the time set out in the Table 3 after becoming aware that the roadway is icy. Roadways will generally receive application of abrasives on hills, curves and intersections.

Table 3 – Treatment of Ice (Roadways) Class of Highway Time

2 4 Hours 3 8 Hours 4 12 Hours 5 16 Hours

If the winter event becomes so severe that winter event response cannot safely continue all operations involved in the treating of icy roadways may be suspended until conditions improve. This level of service does not apply to that portion of the roadway designated for parking. Sidewalk Plowing Level of Service While snow continues to accumulate, deploy resources to clear snow as soon as practical after becoming aware of the fact that the snow accumulation on the sidewalk is greater than 8 centimeters within 48 hours. After the snow accumulation has ended and after becoming aware that the snow accumulation is greater than 8 centimeters, to clear the snow accumulation to a depth of less than or equal to 8 centimeters within 48 hours. Sidewalk plowing will clear the snow accumulation from the sidewalk to provide a minimum sidewalk width of 1.0 metre. If a winter event becomes so severe that winter event response cannot safely continue all operations involved in the clearing of the snow accumulation may be suspended until conditions improve. Clearing of windrowed snow at all residential driveways, commercial and industrial entrances will be the responsibility of the property owner. Snow removed from sidewalk snow blowers will be deposited onto municipal property where possible. Sidewalk Sanding Level of Service Prevent ice formation or improve traction within 48 hours if there is a substantial probability of ice forming on a sidewalk. When icy sidewalks begin to form, deploy resources to treat the icy sidewalks as soon as practical after becoming aware of the fact that the sidewalk is icy, and treat the icy sidewalks within 48 hours after becoming aware that the sidewalk is icy. If the winter event becomes so severe that winter event response cannot safely continue all operations involved in the treating of icy sidewalks may be suspended until conditions improve.

Snow Removal Level of Service Removal and disposal of accumulated snow is carried out in those areas where inadequate physical space exists to store the snow and/or the presence of snowbanks interferes with the movement of vehicular and pedestrian traffic. The objective will be to deploy resources on roadways within the response time frames set out below after becoming aware that the snow banks parallel to the roadway exceed the height specified and to reduce the height of the banks to below the height indicated in Table 4 within the timeframes specified for each classification of roadway.

Table 4 – Removal of Snow Accumulation (Roadways) Class of Highway Depth Time

Downtown Core(s) 60 cm 3 Days 2 90 cm As resources permit

3-5 As required for lane width As resources permit Reducing depth of snowpack is carried out if there are significant ruts or potholes, which are creating a hazard, and the depth of the snowpack exceeds 8 centimeters. Accumulated snow and/or snowpack reduction will be dependent on weather conditions and available resources.

Appendix 24

Adopt-a-Highway Program The Township of Severn’s Adopt-a-Highway Program has been established as a public service program for volunteers to enhance the local litter collection activities of the Township of Severn by picking litter along municipal roadways. It is a way for environmentally conscious groups and individuals to contribute to a cleaner and more beautiful municipal road system. TTHHIISS SSEECCTTIIOONN TTOO BBEE CCOOMMPPLLEETTEEDD BBYY TTOOWWNNSSHHIIPP SSTTAAFFFF The Township of Severn recognizes the group/individual named below as responsible for the adoption of highway from ___________________________________________. The group/individual named below volunteers to pick litter at least three times a year along its adopted section of highway beginning, ______________________ and ending ________________ ensuring that litter pickups do not occur on the following dates: November 1st to April 30th, of any year inclusively, Victoria Day Weekend, July 1st (Canada Day), August Civic Holiday, Labour Day Weekend and Thanksgiving Weekend. Clayton Cameron, CRSS

____________________________ Director of Public Works Clayton Cameron Township Representative 705-325-2315 Township Telephone Number TTHHIISS SSEECCTTIIOONN TTOO BBEE CCOOMMPPLLEETTEEDD BBYY AAUUTTHHOORRIIZZEEDD GGRROOUUPP RREEPPRREESSEENNTTAATTIIVVEE Under the ADOPT-A-HIGHWAY PROGRAM agree to adopt a section of highway right-of-way and keep it clean. Only volunteers who have received the required Township safety training and have signed the form attached hereto as Schedule “A” are allowed to participate in this program. ________________________________ __________________________ Authorized Group Representative Signature ______________________________________ ________________________________ Address Date ______________________________________ ________________________________ City Postal Code Telephone Numbers

Schedule “A”

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Litter Control Agreement

The following persons will participate in one or more litter pickups. As indicated by their signatures on this agreement the individual participants are aware of the potentially hazardous nature of the work which is to be performed and agree to follow the TERMS AND CONDITIONS of the Township’s Adopt-a-Highway Program and agree to not hold the Township responsible for any injuries or damages that they may cause or suffer as a result of participation in the program and agree that signs bearing the individual/groups name shall be installed solely at the discretion of the Township. Youths (18 years of age and under) involved in the program must have signed permission from a parent or guardian (19 years of age or older). _____________________________________________________________________ NAME (PRINT) SIGNATURE DATE _____________________________________________________________________ NAME (PRINT) SIGNATURE DATE _____________________________________________________________________ NAME (PRINT) SIGNATURE DATE _____________________________________________________________________ NAME (PRINT) SIGNATURE DATE _____________________________________________________________________ NAME (PRINT) SIGNATURE DATE _____________________________________________________________________ NAME (PRINT) SIGNATURE DATE _____________________________________________________________________ NAME (PRINT) SIGNATURE DATE _____________________________________________________________________ NAME (PRINT) SIGNATURE DATE _____________________________________________________________________ NAME (PRINT) SIGNATURE DATE _____________________________________________________________________ NAME (PRINT) SIGNATURE DATE _____________________________________________________________________ NAME (PRINT) SIGNATURE DATE

ADOPT-A-HIGHWAY PROGRAM

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Litter Control Component

TERMS AND CONDITIONS

PURPOSE

The Township of Severn’s Adopt-a-Highway Program has been established as a public service program for volunteers to enhance the local litter collection activities of the Township of Severn by picking litter along certain municipal right-of-ways. It is a way for environmentally conscious citizens to make a personal contribution to a cleaner environment. Under the program, groups or individuals agree to adopt a section of highway right-of-way and keep it clean. In addition to a cleaner environment, the volunteer(s) are recognized by a sign erected by the Township of Severn acknowledging their efforts.

PARTICIPATION IN ADOPT-A-HIGHWAY PROGRAM

Highway safety is of primary importance to all Township decisions related to Adopt-a-Highway Program. Only groups and individuals determined by the Township of Severn to be responsible and to exhibit, in good faith, the desire and the ability to achieve Adopt-a-Highway program objectives within the parameters of these Terms and Conditions will be allowed to adopt a section of highway right-of-way. The Township may refuse to grant a request to adopt a section if, in its opinion, granting the request would jeopardize the program, be counter-productive to its purpose, create a public safety hazard, or be in conflict with government or township policies. Volunteers are not considered as Officers, Employees, or Agents of the Township of Severn. Any injuries, claims liabilities, suits, or costs arising from the volunteer activities relating to this agreement, shall be the sole responsibility of the volunteers. Volunteers shall indemnify the Township of Severn and agree to abide by the Township’s guidelines and to not hold the Township responsible for any injuries or damages that they may cause or suffer as a result of participation in the Adopt-a-Highway Program. Volunteers are encouraged to recycle materials collected from the adopted section of right-of-way, whenever and wherever possible.

AGREEMENT

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Volunteers wishing to participate in the Adopt-a-Highway Program must complete and submit the attached Agreement to the Township of Severn Administration Office.

VOLUNTEERS’ RESPONSIBILITIES

Volunteers participating in the Adopt-a-Highway Program must: $ appoint or select an Authorized Group Representative to act on behalf of the

group; $ ensure that the Authorized Group Representative attend an annual safety

meeting provided by the Township of Severn before participating in the clean-up of the adopted section of the right-of-way.

$ obey and abide by all laws and regulations relating to safety and such terms and

conditions as may be required by the Township of Severn and the Province of Ontario;

$ make arrangements for off road parking or shuttle bus-type of travel to the

worksite. $ park all vehicles, at the worksite, as far away as possible from the travelled

portion of the highway, ensuring no individual remain in a parked vehicle during the activity;

$ ensure provision of all transportation, supervision, safety equipment and

medical/first aid service; $ pick up litter a minimum of three (3) times a year to maintain a clean right-of-way; $ sort litter into four (4) different categories: glass, plastic, metal, and other refuse

to facilitate disposal procedures in jurisdictions that only accept sorted trash; $ give the Director of Public Works, 48 hours notice prior to beginning a litter pick-

up; $ wear a Township provided safety vest at all times and any additional appropriate

safety apparel during the litter pick-up; $ collect litter only from the right-of-way sections of the adopted highway; $ not pick-up litter on the road surface, paved or gravel shoulders, medians,

bridges, in tunnels, on overpasses, or around other structures or locations that could pose a danger;

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$ wear clothing that will not impair vision or movement during the pick-up; $ not wear attire that might divert the attention of the motorists during clean-up

activities; $ ensure that no individual under the age of twelve (12) is present at the work site; $ provide supervision by one adult (19 years of age or older) for every five (5) or

less volunteers 12-18 years of age. The Township reserves the right to limit the number of volunteers on an adopted section of highway right-of-way;

$ ensure no volunteer possesses or consumes illegal drugs or alcoholic beverages immediately before or during the clean-up activities;

$ suspend litter pick-up when weather conditions become inclement (ie. fog, rain,

drizzle, high wind, storms etc...) $ ensure that no pets are present at the clean-up site; $ work only during daylight hours (1 hour after sunrise and 1 hour before sunset); $ place filled trash bags at the designated pick-up site as pre-arranged by the

Director of Public Works and the Authorized Group Representative; $ notify the Township of Severn office immediately after each clean-up to have the

litter bags removed by Township staff; $ ensure that litter pick-ups do not occur on the dates noted in the agreement; $ return all inventory to the Township of Severn Administration Office at the

completion of the Adopt-a-Highway program unless it is renewed. Failure to do so will result in the group being billed for the replacement value of the items.

TOWNSHIP RESPONSIBILITIES

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The Township of Severn will: $ select the specific section of municipal highway right-of-way to be adopted; $ provide safety vests, road work signs, trash bags, safety information, training and

traffic cones; $ erect sign(s) with the Groups name displayed at the beginning of each adopted

section of highway right-of-way; unless, in the opinion of the Township, erecting the signs would jeopardize the program, be counter-productive to its purpose, create a hazard to the safety of the public, or be in conflict with other agency policies;

$ remove and dispose of filled litter bags; $ remove litter from the adopted right-of-way section under unusual circumstances

(ie. to remove large, heavy, or hazardous items) that has been identified to the Township Representative;

$ monitor to ensure the objectives of the program are being met; $ approve the name, title or words placed on Adopt-a-Highway signs.

MODIFICATIONS/RENEWAL/TERMINATION OF THE AGREEMENT OR PROGRAM

The Adopt-a-Highway agreement or program may be modified in scope or altered in any manner at the discretion of the Township of Severn. Volunteers will have the option of renewing their agreement, subject to the approval of the Township and the continuation of the program. Updated volunteer information is required at the time of the renewal. The Township may terminate the agreement and/or remove the Adopt-a-Highway signs bearing the Volunteer’s name if it finds that the group is not meeting the terms and conditions of the agreement; one or more volunteers of a group is not responsible ; the volunteers are acting contract to the guidelines of the program; the adoption is providing to be counter-produce to the program’s objective; undesirable effects such as increased litter, vandalism, or sign theft are resulting from the adoption or; volunteers have engaged in irresponsible conduct at the adopted section.

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Appendix 25 Salt Management Plan General Information Name: Township of Severn Address: 1024 Hurlwood Lane P.O. Box 159 Orillia, Ontario L3V 6J3 Population: 12,377 (2011) Contact: Director of Public Works Telephone: (705) 325-2315 Fax: (705) 327-5818 E-mail: [email protected] Introduction The Township of Severn Public Works Department is the authority responsible for the winter maintenance of this municipality’s road system. There are 400 kilometers of 2 lane road within the Township, comprised of 71% rural, 27% semi-urban and 2% urban. Road surface types are 80km gravel; 154km pavement; and 154km high class bituminous (hot mix). This combined road system provides a safe and feasible means of transport for all the motoring public and all road users. Being centered in a snow belt area and the playground of central Ontario we recognize the need for public safety through effective, efficient snow clearing and de-icing practices. Our municipality has strived to minimize salt use through our normal winter maintenance practices but we must continue to maintain our current service levels. Snow quantities require that snow be removed to dump sites to maintain safe streets in our urban road sections in Coldwater and Washago. These snow dump sites must be located in areas that are not sensitive to salt contamination and allow retention of other debris caught in the transported snow.


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Objective The objectives for the Township of Severn are set out as follows:

1. Reduce salt usage through housing of sand/salt stockpiles. 2. Improve sanding practices through in-house training. 3. Improve snow disposal operations/investigate salt content environmental

impacts. Assessment of Current Winter Operations

1. Road System As previously mentioned this municipality maintains 400 km of 2 lane

road. According to the Ontario Regulation 239/02 and a road needs study carried out in 2000, our roads fall into road classes 2 through 6. Class 2 and 3 roads comprise 3% of the total with all others being patrolled at a class 4 regardless of traffic volume or surface type.

2. Equipment Severn Township winter operations are performed with our own fleet

which consists of: • 9 tandem trucks which are combination plow/sanders. The sanders

have manual control devices. • 2 road graders • 1 sidewalk machine

3. Sand Storage

The Township has constructed two Sand/Salt storage facilities at each Public Works Yard.

• The North Facility – 2060 North River Drive, has the capacity to house 8,000 tonnes of material;

• The South Facility – 4251 Burnside Line, has the capacity to house 10,000 tonnes of material.

4. Current Practice re Plowing and Sanding Severn Township has had a level of service policy for 16 years which

exceeds Ontario Regulation 239/02.

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Our current practice provides a level of service which gives unimpeded passage after snow accumulation has ceased within 8 – 10 hours for all 400 km of road, with a surface that is snow packed. During a long duration storm, operations will strive to clear most roads but concentrate on main (primary) arterial roads until such time that conditions allow secondary roads to be plowed/sanded.

Winter patrol personnel determine if conditions warrant mobilization of the

fleet. Sanding of roads begins within one hour of snow plow activation, allowing

plows in their various patterned routes to clear both lanes to accept sand on its center area or immediately if an ice/freezing rain event. This municipality relies on the operator’s knowledge/judgment to apply amounts needed to meet requirement of storm. During early winter storms or freezing rain events, it would not be uncommon for 2nd and 3rd applications being required on higher volume roads. We use a sand/salt mix, so storm severity along with air temperatures, type of day (cloudy or sunny), even time of year (sun intensity), all play an integral part of sand application to acquire the desired result of a snow packed road that is safe for the motoring public.

Each year a contractor is hired to screen sand for the winter season. It is

through this process that the volume of sand required with an appropriate salt concentration to minimize stockpile freezing is acquired. Past experience dictates that minimum amounts of salt at a ratio of 6-8% will reduce freezing for most winters. Salt is brought in daily as required for the mixing operation. This minimizes the exposure to salt leaching into the ground.

Plans for Meeting the Objectives

1. Reducing Salt Usage Ontario Regulation 239/02, level of service policies, road user

expectations, traffic volumes, weather, geographical conditions, budget restraints and safety all dictate this municipality’s current roads level of service. The construction of the sand/salt storage facilities has aided in the prevention of salt leaching from the sand/salt stockpiles. All material is housed inside the facilities.

2. Improve Staff Training With increased knowledge about salt managing techniques, we have

trained staff in-house about awareness to efficient/effective operation of spreaders. As new equipment/technologies are acquired on new equipment staff will be trained to use the new technology to reduce the amount of salt used.

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3. Snow Disposal Operations Severn Township has only two areas for which snow removal occurs.

Both are urban centres with a total of one kilometer of 2 lane road needing attention.

This practice occurs as required throughout the season. The removed snow mixture would be very low in its salt content. It is taken to a snow dump site that has a minimal environmental impact and allows the debris to remain at the dump site and not directly enter a water course.

Environmental Sensitive Areas Severn Township has Lake Couchiching as our eastern boundary, Severn River as our north boundary, Matchedash Bay and Severn Sound as our north west boundary and many inland lakes and rivers which are all sensitive to environmental impact. We use a sand/salt ratio of 6% – 8% and sand only as required to maintain our minimum level of service thereby reducing the impact on our extensive surface water system. Training Staff are trained on operations of equipment and application rates as required to maintain the minimum level of service. Future training will include new technology application of equipment according to manufacturer specification and integration into the municipal winter control program. Goals The Township of Severn will endeavour to reduce the negative effects on the environment while maintaining our roads system in a safe condition for the traveling public which continues to meet our minimum maintenance standard. We will continue to:

- train our staff on the proper application and quantity of sand used to maintain our minimum standard

- identify any areas subject to negative environmental impairment due to road activities

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Conclusion The Township of Severn is aware of the potential harmful effects of salt on the environment. Road operations will endeavor to maintain the use of salt at a minimum level, reducing the impact on the environment while still providing a roads system that is safe for the traveling public according to our Corporate Policies and the Ontario Minimum Maintenance Standards. References Town of Innisfil – Salt Management Plan, August 2004. Township of Tiny, Salt Management Plan, February 2005. Environment Canada – Implementation Guide for the Code of Practice for the Environmental Management of Road Salts. Ontario Good Roads Association. Township of Severn – Road Needs Study, March 2002, C.C. Tatham & Associates Ltd. Township of Severn – Minimum Maintenance Standards O.Reg.239/02 – Minimum Maintenance Standards for Municipal Highways

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Appendix 26

BRUSH AND TREE POLICY Policy Statement The policy is based on the following principles:

• To establish a method of determining ownership / responsibility for brush and trees located at the property boundary between municipal and private landowners

• To maintain appropriate sight distances for road users and/or rail authorities • To reduce or minimize drifting snow conditions • To preserve the natural state of the environment

Determining Ownership of Brush and Trees Tree ownership is determined by the location of the tree, not who planted it. Trees planted on Township property become the Township’s responsibility to maintain or remove in the future. The location of the property line determines tree ownership, not the location of fence lines. If a tree has greater than 50% of its trunk diameter measured at ground level on the private side of the property line, it is considered a private tree. Property owners are responsible for maintaining private trees. If the Township / Developer planted a tree in the past that is now on private property, it is considered a private tree and will not be maintained or removed by the Township. If the tree is located between private property and Township property, the Public Works Department will visit to measure the distance of the tree and determine ownership. If the tree is within an un-assumed subdivision, it is considered to be owned by the builder until the Township assumes the subdivision. Brush Management Brush growth within the right-of-way restricting drainage and/or sight distance will be removed. Brush catching snow and forming drifts near the travelled portion of the road will be removed. Tree Management Trees within the right-of-way that pose a risk of imminent failure will be removed as soon as required to protect the travelling public.

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Otherwise, Trees will be removed when they: • Interfere with construction or maintenance operations by a Township of utility; • Obstruct the vision of pedestrians or road users • Considered dangerous such as in the case where the tree trunk or any large

branch is decayed, hollow, or split to the point of being structurally unsound. Trees will be removed when the amount of damage renders trimming impractical. Trees may be removed when roots systems have been damaged to the extent of insufficient support or likely failure in the near future

• Negatively impact the condition of subsurface infrastructure such a sewer laterals or water services

• Negatively affect surface infrastructure such as sidewalk up heaving and or shade causing icing on roadways.

* Inspections must be performed by a competent person such as a person with International Society of Arboriculture Tree Risk Assessment Qualification (TRAQ). Tree Removal – Coldwater River Trees that have fallen into the Coldwater River (from the Town Dock at Upper Big Chute Road & Rivers Street upstream to the bridge at Highway No. 12) which obstruct, impede or render the river more difficult or dangerous, may be removed by municipal staff under the direction of the Director of Public Works. If tree removal requires access to private property, the landowner’s written permission will be required before any action is taken.

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Appendix 27

SPEED LIMIT REVIEW POLICY Policy Statement The purpose of this policy is to maintain consistent, enforceable, and safe speed limits which are aligned with driver expectation, roadway environment, road function, and community needs. This policy establishes a Speed Limit Review Process to provide a systematic and repeatable process and streamlines recommendations to Council. Definitions Urban Area – For the purposes of this policy, an urban area shall be defined either as:

• Any part of the Township which falls within the 8 settlement boundaries. Coldwater, Washago, Westshore, Port Severn, Ardtrea, Bass Lake/ Marchmont, Fesserton, and Severn Falls; or

• Any area which meets the definition of a “built-up area” in the Highway Traffic Act. Generally meaning areas where not less than 50% of the frontage upon one side of the highway for a distance of not less than 200 metres is occupied by dwellings, buildings used for business purposes, schools, or churches (no less than 100 metres for areas where both sides are occupied). Built up areas less than 200 metres apart are considered continuous.

Rural Area – For the purposes of this policy, a rural area shall be defined as any area which does not meet the definition of an Urban Area. Posted Speed Limit – The speed prescribed for motor vehicles on a section of road by municipal by-law in accordance with the Highway Traffic Act. Design Speed – The design speed is a tool used to determine geometric features of a new road during road design. Operating Speed – The average speed at which a driver is observed operating a vehicle at a particular location (i.e. driving speed) as defined in the Inventory Manual for Municipal Roads (MTO, 1991). For the purpose of this policy, the operating speed is equal to the 85th Percentile Speed. 85th Percentile Speed – The speed at which 85 percent (%) of drivers are observed to travel at or below (i.e. the speed that 85 percent (%) of drivers will not exceed).

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Policy Speed Limit Review Study Process

• A request for speed limit review must be submitted to staff for consideration of potential speed limit change through a request/resolution of Council or Committee;

• Staff will review the subject road section(s) in accordance with the TAC Speed Limit Guidelines, Operating Speed, Accident History and Other Considerations as outlined below to evaluate the appropriateness of the existing posted speed limit;

• Staff will prepare a report with recommendations for consideration outlining the proposed changes (if any);

• Based on the results of the speed limit review, staff will recommend one of the following four options:

o No action is required; o The operating speed is too high and needs to be controlled through one of

the following measures: Increased enforcement by the Provincial Police Services; Introduction of design features aimed at reducing speeds and

improving safety (i.e. increased signage, traffic calming, etc.); o The posted speed limit is too low and should be raised; o The posted speed limit is too high and should be lowered.

TAC Speed Limit Guidelines The methodology outlined within the Transportation Association of Canada (TAC) Canadian Guidelines for Establishing Posted Speed Limits will be used to assess the appropriateness of posted speed limits on the subject road section(s). The TAC Speed Limit Guidelines considers the following roadway elements:

• Horizontal alignment • Vertical alignment • Average lane width • Roadside hazards • Pedestrian exposure • Cyclist exposure

• Pavement surface • Number of intersections with

public roads • Number of driveways • Number of interchanges • On-street parking

Based on observed occurrences of the above elements and in accordance with the TAC Speed Limit Guidelines and using the TAC Automated Guidelines assessment calculation sheet; a level of risk will be assigned to the subject road section(s) being studied to determine the recommended posted speed limit. This recommendation will be compared to the existing posted speed limit.

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Operating Speed The most recent available traffic count data will be reviewed to determine traffic volumes, observed speeds and the 85th percentile travelled speed. If recent traffic data is not available for the subject road section(s), the Public Works Department may establish the operating speed through the use of Vehicle Activated Traffic Calming Sign data with a sample period of no less than consecutive 7 days. Once established, the operating speed will be compared to the existing posted speed. Accident History A review of the available accident history will be completed to determine the accident rate (AR) for a given section of roadway. Accident Rate (AR) is defined as the number of reportable accidents occurring annually on a particular highway section for every million vehicle kilometres (MVKM) travelled on that section during the same period. “Reportable Accidents” are those causing any death, injury and/or damage to public assets (i.e. guide rail, utility poles, etc.). The calculated AR will be compared to the latest provincial averages for secondary highways as made available by the Ministry of Transportation. Other Considerations The posted speed limit may be set below the recommended speed limit when:

• Constrained by the physical characteristics of the road; • Required for heightened safety in sensitive areas such as school and playground

areas; • Required temporarily for safety in a construction zone; • The 85th percentile speeds are significantly lower than the recommended speed;

and/or; • There is a significantly higher than normal frequency or severity of collisions

attributable to excessive speeds (this does not include collisions with wildlife). As recommended in the TAC Speed Limit Guidelines speed limits will be set between 40 km/h and 80 km/h in increments of 10 km/h. The minimum length of a speed zone should be 1000m where the posted speed limit is 70 km/h or higher; and 500m where the posted speed is less than 70 km/h. When recommending a change in the posted speed limit, consideration will be given adjacent speed zones to avoid incremental speed fluctuations of more than 20 km/h as outlined in the Ontario Traffic Manual Book 5: Regulatory Signs.

Appendix 28

BUSINESS ADVERTISEMENT ON SIDEWALK POLICY Policy Statement The purpose is to establish a Business Advertisement on Sidewalk Policy to provide a consistent process for the placement of business advertisement on municipal sidewalks. This policy relates to only the concrete sidewalks located in commercially zoned areas of the Township (i.e. Coldwater Road and Muskoka Street). Outside of this application of paint on the sidewalk or any municipal infrastructure, it will be considered unlawful for any person to deface any street or municipal property by painting, printing or writing thereon, or attaching thereto, in any manner, any advertisement or other printed matter (known as graffiti) without prior approval. Policy That sidewalk graphics are permitted in commercially zoned areas of the Township (eg. Coldwater Road and Muskoka Street) provided that the following is adhered to: 1. Graphics may be used to incite curiosity along consumer main routes offering

interesting messages, logos or captions that promote economic development. 2. Applicants are required to obtain written permission from the Township under the

Road Occupancy By-law for the placement of all graphic items on sidewalks. 3. Since sidewalks offer limited space and exposure time the applicants are

required to focus on simple and effective designs. 4. There is only one (1) graphic design allowed for each commercial applicant. 5. Installation and/or replacement of the graphic design is at the sole expense of the

applicant. 6. The applicant will be required to submit a draft graphic design and site map for

the location of the advertising for approval. 7. Graphics are to be circular in shape with simple text or symbols no larger than

1.0 metres (39”) in size as the baseline for the design. The Township reserves the right to approve or deny the content of the graphic to ensure it is suitable for public advertising.

8. The material for the graphic is to be outdoor paint (porch and floor alkyd or epoxy) installed in accordance with the manufacturer’s recommendations. An anti-skid agent must be added to the paint to improve traction for the pedestrian traffic.

9. All graphics must be placed in front of the applicable commercial applicant with the location approved by the Township.

10. The Township will not be held responsible for damage / defacing of sidewalk graphics, including damage caused by snow removal equipment.

Appendix 29 Dock and Launch Inspection Policy

1. The docks and launches of the Township provide enjoyment to residents and

visitors throughout the year whether it be ice fishing or boating. The maintenance procedures of the docks and launches will ensure the life expectancy of the structures and lessen the probability of any problems.

2. Public Works/Recreation staff is responsible for the inspections and coordinating

repairs of the Township docks and launches. All inspections shall be completed on the Dock and Launch Inspection Form. Schedule “A” forms part of this policy.

3. All entries on the Inspection Form shall be recorded in ink and shall be reviewed

by a Supervisor for any identified problems. Should a dock or launch have a serious problem, Public Works/Recreation should be notified and the appropriate corrective actions shall take place such as; possible closure with appropriate signage and barricades to deny usage. The public shall be notified immediately of the situation through Township communications.

4. Staff and/or Contractors must wear CSA approved Personal Protection Equipment

(PPE) while making any repairs on the docks. This may include and not limited to; hand, foot, eye, hearing and a personal floatation device.

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Dock Launch

Main Dock Decking Secure?Finger Dock Decking Secure?Cleats/Rings Secure?

Bullnose Secure?

Hinges in good shape?

Ladders Secure?

Signs in Good Repair?Life Station complete?Light Pedestals Working?Garbage emptied? Debris picked up?

Portable checked?

Hazard(s) / Issues

Priority A,B or C

Recommended/Corrective Actions to Take

Date of Completion

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Appendix 30 Coldwater & District Community Centre Standard Ice Maintenance Policy

1. When ice is installed during the fall of each season, no person shall be permitted

to skate on the ice until a uniform thickness of no less than 1" (2.5 cm) is achieved and is confirmed by measurement recorded.

2. Community Centre staff will maintain the ice surface at a minimum 1" (2.5 cm)

and no more than 1.5” (3.75 cm) thickness or by conducting regular resurfacing and by employing the special maintenance procedures identified herein.

3. The thickness of the ice surface shall be physically measured at the end zones,

blue and red lines, face off circles, and areas deemed high ice traffic areas a minimum of once every seven days and the results of the tests shall be documented.

4. All ice maintenance activities shall be documented daily during and at the end of

each shift by the individual in charge of ice maintenance during said shift using the ORFA Arena Ice Thickness Log Form attached hereto as Schedule “A” to this policy.

5. Ice installed in the area of the goal creases has a tendency to be reduced in

thickness over time as a result of the standard flooding routine used to resurface it. In order to ensure the thickness of the ice in this area consistently meets the minimum industry standard, goal creases should be checked to see whether additional water should be added to maintain thickness.

6. Community Centre staff shall use the mechanical edger to trim the ice along the

dasher boards as needed. Once this is completed the area along the interface between the ice and the dasher boards shall be inspected for holes. A watering can and slush are to be used to fill any spaced or gaps which are discovered.

7. While resurfacing the ice after or between rentals, the Community Centre staff

shall visually inspect the entire surface for holes or large cracks in the ice, extremely rough ice and thin ice and record any deficiencies.

8. If a deficiency in the ice surface is identified, the individuals using the ice surface

shall be instructed to leave the ice surface by the Community Centre staff until the deficiency has been repaired.

9. If a deficiency in the ice cannot be satisfactorily repaired so as to ensure a safe

ice surface, the Community Centre staff shall close the ice surface to users and reschedule the rental with the contracting parties.

SCHEDULE "A" TO ICE MAINTENANCE POLICY

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Appendix 31 Coldwater & District Community Centre Standard Ice Resurfacer Maintenance Policy

1. The ice resurfacer along with the refrigeration plant are the life lines of the arena

operation. The maintenance procedures of the ice resurfacer will ensure the life expenctancy of the equipment and lessen the probability of any problems. The Operation Manual for the ice resurfacer should be present at all times and all new and existing staff shall review it each season.

2. The Community Centre staff will maintain the ice resurfacer on a seasonal,

weekly and daily basis. All recordings shall be completed in the ORFA Ice Resurfacer Log Book which is an industry standard for both Olympia and Zamboni ice resurfacers as provided in Schedules “A”, “B”, “C” and “D” attached to this policy.

3. All entries in the Log Book shall be recorded in ink and shall be reviewed by the

next staff shift for an identified problems. Should the ice resurfacer have a serious operation malfunction, the ice resurfacer should be Locked Out and Tagged Out. All ice users shall be notified immediately of the situation and alternate plans for another ice resurfacer shall be made.

4. The Log Book also records the amount of water added to the ice surface and the amount of snow removed. This Log Book in conjunction with the ORFA Arena Ice Thickness Log Book may determine problem areas, is any.

5. Flood water temperature should range between 140-160o F (60-70o C). Check the temperature output of the water heater designated to the flood water to ensure temperatures are being met.

6. Ice flood times are 10 minutes at the Coldwater Community Centre. An ice surface of 85 feet x 185 feet should take 8.5 minutes. This allows slush to be removed at the end of the flood and the gate to be closed. The ice surface at the Coldwater Community Centre is 80 feet x 185 feet.

7. Staff must wear CSA approved Personal Protection Equipment (PPE) while operating the ice resurfacer, changing the blade and changing the propane tanks if propane fuelled. This includes and is not limited to hand, foot, eye, hearing and chemical hazard protection.

8. Mounting and dismounting the ice resurfacer should be undertaken with a three point method. Two hands and one foot or two feet and one hand to be in contact with the equipment at all times. Never jump off the ice resurfacer.

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9. Safety equipment such as a mounted fire extinguisher, back-up beeper,

operating headlights and rear lights must be checked and recorded. Driver safety and restraint (seat belt) is the responsibility of the Township as defined under health and safety laws.

SCHEDULE "A" TO ICE RESURFACER MAINTENANCE POLICY

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SCHEDULE “B” TO ICE RESURFACER MAINTENANCE POLICY

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SCHEDULE “C” TO ICE RESURFACER MAINTENANT POLICY

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SCHEDULE “D” TO ICE RESURFACER MAINTENANCE POLICY

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Appendix 32 Coldwater & District Community Centre Standard Refrigeration Plant Maintenance Policy

1. The refrigeration plant is the life line of the arena operation. The maintenance

procedures of the refrigeration plant will ensure the life expectancy of the equipment and lessen the probability of any problems.

2. The Community Centre staff will maintain the refrigeration plant on a daily basis.

All recordings shall be completed in the ORFA Refrigeration Book which is an industry standard. The Refrigeration Log Book is to be used for one operating season only. Each page is numbered and no pages shall be removed. Attached is Schedule “A” which forms part of this policy.

3. All entries in the Log Book shall be recorded in ink and shall be reviewed by the next staff shift for any identified problems. Should the refrigeration plant have an operating malfunction, the contracted refrigeration shall be notified immediately for the necessary repairs. If the refrigeration plant causes a concern for life safety, the Coldwater Community Centre Evacuation Plan must be implemented and the proper authorities notified. If the refrigeration plant causes the cancellation of any ice time, the ice users are to be notified immediately.

4. The Log Book also provides the operation “Accepted Operating Ranges Table” which records the normal operating ranges for the refrigeration plant. This will aid an operator on whether the plant is operating outside its normal range and if a potential problem is occurring. Attached is Schedule “B” which forms part of this policy.

5. The refrigeration plant must be checked every two hours while an operator is on site. The Coldwater Community Centre is not a guarded plant requiring 24 hour readings and a Refrigeration B ticket. The horsepower at the Coldwater Community Centre is 100 horsepower – two 50 hp.

6. Staff must wear CSA approved Personal Protection Equipment (PPE) while in the refrigeration room. This may include but is not limited to hand, foot, eye, hearing and chemical hazard protection.

7. The air quality of the room must be checked prior to entering the refrigeration room in case of any leaking seals or air quality changes since the last entry into the room.

8. Staff entering into the Refrigeration Plant Room should be specifically trained on the refrigeration plant and hold a certification of that training.

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SCHEDULE "A" TO REFRIGERATION PLANT MAINTENANCE POLICY

SCHEDULE “B” TO REFRIGERATION PLANT MAINTENANCE POLICY

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Appendix 33

COLDWATER COMMUNITY CENTRE USERS GROUP CONTRACT

CONTRACT

AGREEMENT made this day of , 2016.

BETWEEN

THE CORPORATION OF THE TOWNSHIP OF SEVERN (hereinafter referred to as “the Township”)

AND

______________________________________

(hereinafter referred to as “the Rental Group”) 1. The Township agrees to furnish the Rental Group with the following:

• The Coldwater and District Community Centre lighted • Heated and clean dressing rooms • Public address system • Ice Re-surfacer and driver

2. Arena Police Protection & Crowd Control Police protection and/or crowd control will be the responsibility of the Rental Group. There will be a minimum of one personnel from the Township attending each and every game whose duties will include crowd control in the public areas. Police officers may be used at other times at the discretion of the Rental Group and the Senior Arena Operator. During the season, the public area policing will be checked periodically by the Township and if it is found unsatisfactory by the Township on two occasions, the Rental Group will be required to utilize police officers to police the public areas for all games.

3. First Aid Personnel

If the Rental Group so desires, a room will be made available for First Aid personnel at Rental Group’s expense to attend the hockey games so scheduled.

4. Officials

The Rental Group agrees to furnish all necessary officials as required by the O.M.H.A. to officiate at the hockey games as scheduled, if applicable.

5. Rental Group Requirements

The Rental Groups shall be responsible for meeting any and all requirements of an affiliated league.

6. Food Sales Control of the sale of food and beverages does not form a part of this Agreement and remains in the express control of the Township or agent.

7. Change Fund

The Rental Group agrees to provide its own change fund for each hockey game scheduled.

8. Spokesperson

Prior to the first game held in the Coldwater and District Community Centre, the Rental Group shall notify the Township in writing of the name of one of its members and one alternate member who will act as the contract spokesperson for the Rental Group. All dealings/requests/misunderstandings must be channelled through the spokesperson. All communications from the Rental Grop to the Township will be through the Senior Arena Operator.

9. Game Fees and Practice Fees – Prime Time The Rental Group hereby agrees to pay the Township a fee of: ________________________________________________________________ The Rental Group agrees to pay for additional part-time staff when requested by the Rental Group. The Rental Group hereby agrees to pay any increases to game fees for the duration of the contract. Government legislation changes regarding the HST will be reflected in the hourly charges. Notification of any or all increases will be determined as of February 1st of each calendar year and will not take effect until the next ice season commencing when the ice goes in.

10. Games Fees and Practice Fees – Non Prime Time

The Rental Group agrees to pay the Township a fee of: _____________________________________________________________ The Rental Group agrees to pay the Township any increases to practice fees for the duration of the contract. Government legislation changes regarding the HST will be reflected in the hourly charges. Notification of any or all increases will be determined as of February 1st of each calendar year and will not take effect until the next ice season commencing when the ice goes in.

11. Tournament Fees/Special Events The Rental Group agrees to pay the Township a fee of: ______________________________________________________________ The Rental Group agrees to pay the Township any increases to practice fees for the duration of the contract. Government legislation changes regarding the HST will be reflected in the hourly charges. Notification of any or all increases will be determined as of February 1st of each calendar year and will not take effect until the next ice season commencing when the ice goes in.

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12. Statutory Holiday Surcharge The Rental Group agrees to pay the Township a fee of: ________________________________________________________________ All requests for ice time on Statutory Holidays must be pre-approved and not assumed.

13. Payment of Fees The Rental Group will pay for ice time used within 30 days of the invoice date. Failure to do so will result in a 1.25% per month late payment charge net 30 days. Payment for playoff games will be paid at the end of each series.

14. Failure by Town to produce ice or have games

The Rental Group agrees that there will be no liability held against the Party of the Township for: a) failing to produce ice through an Act of God, the weather or mechanical

failure, or b) failing to have a practice/game/tournament through an Act of God, the

weather or mechanical failure, or c) failing to provide ice during a declared emergency of the Township of

Severn, or an emergency situation where the Township determines that use of the facility is required, or

d) failing to provide ice due to scheduled power outages. 15. Damages

The Rental Group further covenant and agree to repair and/or pay all damages caused to the building, grounds, chattels and equipment belonging to the Township and caused by the Rental Group or its agents. The said damages are to be repaired or paid for to the full satisfaction of the Township normal wear and tear excepted.

16. Township Insurance

The Township agrees to carry public liability insurance to cover events or conditions which may arise and which are not directly related to the Rental Group.

17. CMHA Insurance and Indemnification

The Rental Group agrees to furnish insurance as required for the participants and to assume full liability for any accident which may occur to such participants in the course of the production. The Rental Group also agrees to furnish public liability insurance to cover events or conditions which may arise as a direct result of their actions or behaviour.

In the event of an accident causing bodily injury and/or property damage as a direct result of action of the Party of the Rental Group, the Rental Group agrees to hold the Township harmless from any and all claims. The Rental Group shall provide the Township with proof of insurance coverage and a copy of their policy(s) as required under this Agreement. Said Certificate of Insurance to be filed with the Township prior to the execution of this Agreement.

18. Prohibition on Use of Liquor The Rental Group understands and agrees that the Coldwater and District Community Centre is a licensed premises under a Special Occasion Permit (SOP) as defined by the Liquor Licence Act, and therefore alcoholic beverages are prohibited unless a SOP has been issued. Under no circumstances is alcohol to be brought into the dressing room by either team, or representative of. Failure to comply will mean cancellation of ice privileges for one week on the first offence, a second offence will mean cancellation for the remainder of the season, and possible charges being laid under the Liquor Licence Act.

19. Damage or Loss of Equipment

The Township is not responsible for any losses or damages to any equipment belonging to the Rental Group.

20. Storage Spaces and Offices

The Rental Group agrees that storage rooms, dressing rooms and offices operated by the Rental Group will abide by all Ministries and Fire Regulations pertaining to the use of those spaces and said areas are open to routine inspections.

21. Keys

Under no circumstances will keys to the Arena be made available to any hockey team. The Rental Group agrees to be responsible for any keys handed out to coaches and players for their storage room and office space. Should the keys be lost, a minimum of $25.00 per key will apply. A complete list of names of people having keys will be supplied to the arena staff each season.

22. Applicability

The Parties hereto further agree that all terms and conditions of this Agreement shall apply to playoff as well as regular season practices and games.

23. Occupancy Limit and Conditions

The Rental Group hereby covenant and agree that it must abide by the limits and conditions as set out by the Severn Township Fire Department of the number of spectators allowed in the Coldwater and District Community Centre for any given hockey game. Ticket manifest should be approved by the Senior Operator that the number of seats sold and standing room only numbers do not exceed the total for the Fire Code Regulations.

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The Rental Group also agrees that certain doors or exits may have to be left unlocked to comply with fire regulations and that these doors will have to be monitored by the hockey team. The safe limit set out by the Township of Severn Fire Department is 200 spectators. The term “spectators” is further defined as all those people who are in attendance whether by “payment or gratis”, that do not fall into one of the following categories: Player, Coach, Team Staff, Arena Staff, and Officiating Staff.

West Bleachers = 100 East Bleachers = 100

Total of 200 during the ice season

Recommended load capacity for skating surface is 148 persons.

24. Home Games

The Rental Group and the Township agree that all home games provided for in its team schedule and all home playoffs will be played in the Coldwater and District Community Centre, if the Arena is available, unless otherwise ordered by the Rental Group.

25. Time Keeper’s Box

The Rental Group understands and agrees that the Time Keeper’s Box, located on the east side of the arena proper is just that. Only the person in charge of the scoreboard is allowed in that space and that it be restricted to one person only.

26. SOCAN charges

The Township of Severn will pay for SOCAN Tariff charges as per normal Tariffs paid by the municipality during the year up to 2019 as per the terms set out by SOCAN.

27. Home Municipalities

The Rental Grouop is to track program participant’s home municipalities and report annually to the Township by December 31st of the present ice season.

28. Contracted Ice

The attached “Facility Permit” forms part of this agreement. The Rental Group agrees that the allotted ice time and dates will be used by the Rental Group. A minimum of 14 days notice must be given for any ice time to be returned to the Township of Severn. Any unused ice time will be charged at the group’s ice rate per hour plus applicable taxes.

29. Ownership and Delegation of Ice Time Ice time remains the property and delegation of the Township of Severn at all times.

30. Term and Extension This Agreement shall be in effect commencing the ____ day of __________, 20__ and terminating the _____day of ___________, 20__. Termination dates each season may be extended upon approval of the Manager of Recreation & Facilities due to the length of the playoffs.

31. Termination of Contract

Should either party wish to terminate the contract in whole or in part, 60 days notification in writing shall be given.

IN WITNESS WHEREOF the said parties have by their proper officers hereunto set their hands and seals. DATED this day of , 20__ SIGNED, SEALED AND DELIVERED ) The Corporation of the In the presence of ) Township of Severn ) ) per: _______________________________ ) Township Representative ) ) ) _____________________________ ) ______________________________ Witness ) President

) I have the authority to bind the Rental Group

THE CORPORATION OF THE TOWNSHIP OF SEVERN 1024 Hurlwood Lane, Orillia, Ontario Appendix 34 Telephone 705-325-2315 Fax 705-327-5818 www.townshipofsevern.com

FACILITY USE PERMIT - COLDWATER & DISTRICT COMMUNITY CENTRE FACILITY: Ice Surface TODAY'S DATE:

Hall Arena Floor

Kitchen Other

PURPOSE:

USER GROUP: CONTACT NAME

ADDRESS: POSTAL CODE

TELEPHONE: (Home): (Cell):

Email Address: DAYS / DATES OF USAGE

START END # of # of Cost per Insurance Sub-Total Apply. Taxes

TOTAL

TIME TIME Hours Days Hour HST PST

Exclusion Dates:

Proof of Insurance $2 Million Total Payable (Including Taxes) Comments /Instructions/Equipment Required/Other Inclusions:

PAYMENT METHOD: Payment Received Cash Cheque Debit

Amount:$ Security Deposit:$ Staff Initials:_ Please make cheques payable to the Township of Severn.

The undersigned agrees to indemnify the Corporation of the Township of Severn of all claims arising in relation to the Permit Holder’s usage of the facilities provided such claims are not caused by the negligence of the Township of Severn. The undersigned further agrees to be bound by this permit and the Terms and Conditions contained herein and attached hereto, and hereby warrants and executes this permit on behalf of the user group and has sufficient power, authority and capacity to bind the Licensee with his/her signature.

The Township of Severn hereby grants permission to use the facilities as outlined, subject to the terms and conditions of this Agreement contained herein and attached hereto, all of which form part of this Agreement. DATED: DATED:

Signature of Permit Holder Signature of Township Designated Issuer

OF NOTE: Personal information is protected under the Municipal Freedom of Information and Protection of Privacy Act, 1989. Personal information is collected pursuant to the Municipal Act R.S.O. 1990, Chapter M-45 as amended, S.207, Par.28 and will be used to book the facility.

Inquiries may be directed to 705-325-2315 #253.

http://www.townshipofsevern.com/

FACILTY USE PERMIT - COLDWATER & DISTRICT COMMUNITY CENTRE TERMS & CONDITIONS

Note: Please read the following carefully. By signing the Facility Use Permit - Coldwater & District Community Centre you acknowledge, understand and agree to the following:

1. The issuance of a Rental Agreement is entirely at the discretion of the Township of Severn. The Township reserver the right to cancel any Agreement temporarily or permanently.

2. The facility(s) named on this Agreement is to be used on the date(s) and time(s) specified and only for the purpose(s) named. The Agreement is not valid unless signed by the applicant and approved by the Township.

3. This Agreement is not transferable without the express written consent of the Township.

4. Cancellation Policy - to cancel this agreement written notification must be received by the Township of Severn not less than 14 days prior to the date of the event stated on the agreement or full rental payment is required. 5. The Township of Severn will not be responsible for personal injury or for the loss or theft of clothing/equipment of the applicant/organization, or anyone attending on the invitation of the applicant/organization.

6. Smoking is prohibited in the Coldwater & District Community Centre. The Agreement Holder will be responsible to ensure that the Township By-Law is adhered to by all participants.

7. The maximum attendance at any facility shall be governed by Fire Regulations or Department of Health. All exits must be kept free from obstruction at all times.

8. The Agreement Holder is responsible; (a) To indemnify and save harmless the Township of Severn from all claims, unless arising out the negligence of the Township of Severn, its employees or agents as decided by a Court of Law, and upon request will submit to the Township written confirmation of liability insurance coverage naming the Township of Severn as an additional insured in a form and amount satisfactory to the Township; (b) To pay all damages to the facilities and/or furnishings arising from the use of same as granted by this agreement; (c) To pay appropriate fees for staff assistance including maintenance, bartenders etc; (d) to comply with all Federal Laws, Provincial Laws, and Municipal By-Laws and resolutions particularly those pertaining to games of chance, lotteries, gambling and alcoholic beverages; (e) For the conduct and supervision of all persons admitted to the permitted facilities and shall see that all regulations contained in this agreement are strictly enforced; (f) To ensure that all persons admitted to the function have vacated the permitted facilities and that all privately-owned property and personal effects have been removed by the time specified on the Agreement

9. Admission of animals to the facility is prohibited unless approved by the Township of Severn. 10. The person signing the agreement must be a person authorized by the organization to do so and such persons, when requested, shall produce for inspection such authorization in writing. The person signing the agreement shall, when requested, agree to personally guarantee payment of any rental fees that are due to the Township.

I DECLARE THAT I HAVE READ, UNDERSTOOD AND SHALL OBSERVER THE RULES AND REGULATIONS STATED O THIS RENTAL AGREEMENT.

SIGNATURE OF PERSON IN CHARGE TOWNSHIP OF SEVERN

Date Date Approved


FACILITY USE PERMIT - Parks/Sportsfields OUTDOOR FACILITY: Park TODAY'S DATE:

Baseball Diamond Pavilion Area

Lights Soccer Pitch Other

PURPOSE: PARK LOCATION: USER GROUP: CONTACT NAME


TELEPHONE: (Home): (Cell):


START

TIME

END

TIME

# of

Hours

# of

Days

Cost per

Hour

Insurance Sub-Total Applic. Taxes

TOTAL

Exclusion Dates:

Proof of Insurance � $2 Million Total Payable (Including Taxes) Comments /Instructions/Equipment Required/Other Inclusions:

PAYMENT METHOD: Payment Received ♦ Cash ♦ Cheque ♦ Debit ♦

Amount:$ Security Deposit:$ Staff Initials: Please make cheques payable to the Township of Severn.


The Township of Severn hereby grants permission to use the facilities as outlined, subject to the terms and conditions of this Agreement contained herein and attached hereto, all of which form part of this Agreement.

DATED: DATED:

Signature of Permit Holder Signature of Township Designated Issuer

OF NOTE: Personal information is protected under the Municipal Freedom of Information and Protection of Privacy Act, 1989. Personal information is collected pursuant to the Municipal Act R.S.O. 1990, Chapter M-45 as amended, S.207, Par.28 and will be used to register program participants.

Inquiries may be directed to 705-325-2315 #253.


FACILTY USE PERMIT - PARKS/SPORTSFIELDS

TERMS & CONDITIONS

Note: Please read the following carefully. By signing the Facility Use Permit - Parks/Sportsfields, you acknowledge, understand and agree to the following:

1. The issuance of a Facility Use Permit is entirely at the discretion of the Township of Severn. The Township reserves the right to cancel any Agreement temporarily or permanently.



4. Cancellation Policy - to cancel this permit written notification must be received by the Township of Severn not less than 14 days prior to the date of the event stated on the agreement or full rental payment is required.

5. The Township of Severn will not be responsible for personal injury or for the loss or theft of clothing/equipment of the applicant/organization, or anyone attending on the invitation of the applicant/organization.

6. Smoking is prohibited on all developed parkland, sportsfields, playgrounds and recreational trails within the Township of Severn. The Permit Holder will be responsible to ensure that the Township By- Law is adhered to by all participants.


8. The Permit Holder is responsible; (a) To indemnify and save harmless the Township of Severn from all claims, unless arising out the negligence of the Township of Severn, its employees or agents as decided by a Court of Law, and upon request will submit to the Township written confirmation of liability insurance coverage naming the Township of Severn as an additional insured in a form and amount satisfactory to the Township; (b) To pay all damages to the facilities and/or furnishings arising from the use of same as granted by this permit; (c) To pay appropriate fees for staff assistance including maintenance, bartenders etc; (d) To comply with all Federal Laws, Provincial Laws, and Municipal By-Laws and resolutions particularly those pertaining to games of chance, lotteries, gambling and alcoholic beverages; (e) For the conduct and supervision of all persons admitted to the permitted facilities and shall see that all regulations contained in this permit are strictly enforced; (f) To ensure that all persons admitted to the function have vacated the permitted facilities and that all privately-owned property and personal effects have been removed by the time specified on the permit

9. Dogs must be leashed and under the control of the owner. A Dog Park is located in Washago Centennial Park.

10. The person signing the agreement must be a person authorized by the organization to do so and such persons, when requested, shall produce for inspection such authorization in writing. The person signing the agreement shall, when requested, agree to personally guarantee payment of any rental fees that are due to the Township.

I DECLARE THAT I HAVE READ, UNDERSTOOD AND SHALL OBSERVE THE RULES AND REGULATIONS STATED ON THIS RENTAL AGREEMENT.

SIGNATURE OF PERSON IN CHARGE TOWNSHIP OF SEVERN

Date Date Approved


FACILITY USE PERMIT - HALLS FACILITY: Coldw ater & District CC TODAY'S DATE:

Other

PURPOSE: FACILITY LOCATION:

USER GROUP: CONTACT NAME


TELEPHONE: (Business): (Home): (Cell):


START END # of # of Cost per Insurance Sub-Total Applic. Taxes

TOTAL

TIME TIME Hours Days Hour HST PST

Exclusion Dates:

Proof of Insurance $2 Million Total Payable (Including Taxes) Comments /Instructions/Equipment Required/Other Inclusions:

PAYMENT METHOD: Payment Received Cash Cheque Debit

Amount:$ Security Deposit:$ Staff Initials:_ Please make cheques payable to the Township of Severn.


The Township of Severn hereby grants permission to use the facilities as outlined, subject to the terms and conditions of this Agreement contained herein and attached hereto, all of which form part of this Agreement. DATED: DATED:

Signature of Permit Holder Signature of Township Designated Issuer OF NOTE: Personal information is protected under the Municipal Freedom of Information and Protection of Privacy Act, 1989. Personal information is collected pursuant to the

Municipal Act R.S.O. 1990, Chapter M-45 as amended, S.207, Par.28 and will be used to register program participants. Inquiries may be directed to 705-325-2315 #253.


FACILTY USE PERMIT - HALLS

TERMS & CONDITIONS Note: Please read the following carefully. By signing the Facility Use Permit - Halls, you acknowledge,

understand and agree to the following:

1. The issuance of a Facility Use Permit is entirely at the discretion of the Township of Severn. The Township reserves the right to cancel any Agreement temporarily or permanently.



4. Cancellation Policy - to cancel this permit written notification must be received by the Township of Severn not less than 14 days prior to the date of the event stated on the agreement or full rental payment is required. 5. The Township of Severn will not be responsible for personal injury or for the loss or theft of clothing/equipment of the applicant/organization, or anyone attending on the invitation of the applicant/organization.

6. Smoking is prohibited on all developed parkland, sportsfields, playgrounds and recreational trails within the Township of Severn. The Permit Holder will be responsible to ensure that the Township By- Law is adhered to by all participants.


8. The Permit Holder is responsible; (a) To indemnify and save harmless the Township of Severn from all claims, unless arising out the negligence of the Township of Severn, its employees or agents as decided by a Court of Law, and upon request will submit to the Township written confirmation of liability insurance coverage naming the Township of Severn as an additional insured in a form and amount satisfactory to the Township; (b) To pay all damages to the facilities and/or furnishings arising from the use of same as granted by this permit; (c) To pay appropriate fees for staff assistance including maintenance, bartenders etc; (d) To comply with all Federal Laws, Provincial Laws, and Municipal By-Laws and resolutions particularly those pertaining to games of chance, lotteries, gambling and alcoholic beverages; (e) For the conduct and supervision of all persons admitted to the permitted facilities and shall see that all regulations contained in this permit are strictly enforced; (f) To ensure that all persons admitted to the function have vacated the permitted facilities and that all privately-owned property and personal effects have been removed by the time specified on the permit

I DECLARE THAT I HAVE READ, UNDERSTOOD AND SHALL OBSERVER THE RULES AND REGULATIONS STATED O THIS RENTAL AGREEMENT. SIGNATURE OF PERSON IN CHARGE TOWNSHIP OF SEVERN

Date Date Approved

Appendix 37

APPLICATION FOR ICE /FLOOR/HALL USEAGE – ONE TIME USE NOTE: This form is for applying for ice/floor time and hall usage. This is not a contractual

agreement. Confirmation will be sent. All information must be completed.

Today’s Date: ______________________ Group Name: _________________________________________________________________ Person Responsible: _____________________________________________________________ Mailing Address: ________________________________________________________________ City: _________________________ Postal Code _____________________ Telephone Number: Home: _______________________ Cell: __________________________ E-mail: _____________________________________________ Ice/Floor/Hall Request Note: Ice time hour is 50 minutes Date Time Ice Floor Hall Additional Information: 1. Do you need hockey nets? Yes ______ No ______ 2. Do you need music? Yes _____ No _____ Dressing Room? Yes ____ No _____ 3. How many people are expected? __________ 4. Do you need the hall upstairs? Yes _________ No __________ What time from arrival to clean-up ___________________________ 5. Kitchen Needed? Yes _______ No _____ 6. Alcohol? Yes ______ (SOP) No _____ Municipal Alcohol Policy (MAP) _______ 7. Rate given? Yes? __________ Rate? ________________ Office Use: Date Received:____________ Booked on Max? ________ Invoice Generated? ________ Staff Signature __________________________

27/05/16

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Appendix 38

VIDEO TAPING & LIVE BROADCASTING

POLICY STATEMENT:

It is the policy of The Corporation of the Township of Severn to utilize video surveillance to ensure the security of individuals, assets and property.

PURPOSE:

Video security surveillance systems are a resource used by The Corporation of the Township of Severn at selected sites within the jurisdiction of the Corporation or property owned or leased by the Corporation within the boundaries of the Township. In the event of a reported or observed incident, the review of recorded information may be used to assist in the investigation of the incident.

The Township of Severn recognizes that video surveillance technology has a high potential for infringing upon an individual’s right to privacy and although video surveillance technology may be required for legitimate operational purposes, its use must be in accordance with the provisions of the Municipal Freedom of Information and Protection of Privacy Act (the Act).

This policy will provide guidelines designed to assist Townshhip Departments that have identified an appropriate use for video surveillance technology, to manage records that may be created using this technology in a manner that complies with the Act and records management requirements.

SCOPE

These Guidelines do not apply to covert surveillance used for law enforcement purposes. In those circumstances, either a statutory authority exists and/or the authority for the surveillance is lawfully obtained through a search warrant.

Covert surveillance is conducted through the use of hidden devices. If covert surveillance is not implemented pursuant to the conditions in the preceding paragraph, extra diligence in considering the use of this technology is required. However, covert surveillance is beyond the scope of this policy.

These Guidelines do not apply to videotaping or audiotaping of Township Council or Committee meetings. In the event that taping of Council or Committee meetings occurs, disclosure must be made to the participants and attendees.

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DEFINITIONS Personal Information is defined in Section 2 of the Act, as recorded information about an identifiable individual, which includes, but is not limited to, information relating to an individual’s race, colour, national or ethnic origin, sex and age. If a video surveillance system displays these characteristics of an identifiable individual or the activities in which he or she is engaged, its contents will be considered “personal information” under the Act.

Record means any record of information, however recorded, whether in printed form, on film, by electronic means or otherwise, and includes: a photograph, a film, a microfilm, a videotape, a machine-readable record, and any record that is capable of being produced from a machine-readable record.

Video Surveillance System refers to a video, physical or other mechanical electronic or digital surveillance system or device that enables continuous or periodic video recording, observing or monitoring of personal information about individuals in open, public spaces (including streets, highways, parks).

Reception Equipment refers to the equipment or device used to receive or record the personal information collected through a video surveillance system, including a camera or video monitor or any other video, audio, physical or other mechanical, electronic or digital device.

Storage Device refers to a videotape, computer disk or drive, CD ROM, computer chip or other device used to store the recorded data or visual, audio or other images captured by a video surveillance system.

GUIDELINES

The following guidelines are applicable to all Town Departments:

1) Designated Responsibilities

The Chief Administrative Officer or designate is responsible for the overall Corporate Video Security Surveillance Program.

The Department Head of each Department is responsible for ensuring the establishment of Departmental procedures of video surveillance equipment, in accordance with this policy. The Department Head or designate is responsible for the

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life-cycle management of authorized video security surveillance systems [specifications, equipment standards, installation, maintenance, replacement, disposal and related requirements (e.g. signage)] including:

a) Documenting the reason for implementation of a video surveillance system at the

designated area. b) Maintaining a record of the locations of the reception equipment.

c) Maintaining a list of personnel who are authorized to access and operate the

system(s). d) Maintaining a record of the times when video surveillance will be in effect.

e) Posting of a NOTICE OF COLLECTION OF PERSONAL INFORMATION (Refer to

Section 4). f) Assigning a person responsible for the day-to-day operation of the system in

accordance with the policy, procedures and direction/guidance that may be issued from time-to-time.

Township employees and service providers shall review and comply with the policy and the Act in performing their duties and functions related to the operation of the video surveillance system.

Township employees may be subject to discipline if they knowingly or deliberately breach the policy or the provisions of the Act or other relevant statutes.

Where the Township has a contract with a service provider, the contract shall provide that failure by the service provider to comply with the policy or the provisions of the Act is considered a breach of contract leading to penalties up to and including contract termination. Employees of institutions and employees of service providers should sign written agreements regarding their duties under the policy and the Act, including an undertaking of confidentiality.

2) Considerations

Prior to installation of video surveillance equipment, the Township Department must consider the following:

a) The use of each video surveillance camera should be justified on the basis of

security based on verifiable, specific reports of incidents of crime or significant safety concerns or for crime prevention. Video cameras should only be installed in identified public areas where video surveillance is a necessary and viable detection or deterrence activity.

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b) An assessment of the effects that the proposed video surveillance system may have on personal privacy should be conducted in an attempt to mitigate any adverse effects. Privacy intrusion should be minimized to that which is absolutely necessary to achieve its required, lawful goals.

c) A requirement that any agreements between the Township and service

providers state that the records dealt with or created while delivering a video surveillance program are under the Township ’s control and subject to privacy legislation (MFIPPA).

d) A requirement that employees and service providers (in the written agreement)

review and comply with the policy and the Act in performing their duties and functions related to the operation of the video surveillance system.

3) Installation and Placement

a) Video surveillance equipment should never monitor the inside of areas where

the public and employees have a higher expectation of privacy such as change rooms, washrooms or other similar areas where personal privacy and/or confidentiality is expected.

b) Equipment should be installed in a strictly controlled access area. Only

controlling personnel should have access to the access area and the equipment.

c) Equipment should be installed in such a way that it only monitors those spaces

that have been identified as requiring video surveillance. d) Adjustment of the camera position should be restricted, if possible, to ensure

only designated areas are being monitored. e) Video surveillance should be restricted to periods when there is demonstrably a

higher likelihood of crime being committed and detected in the area under surveillance. Video surveillance may occur on a continuous basis in areas where deemed necessary.

4) Notification

The public should be notified of the existence of video surveillance equipment by clearly written signs prominently displayed at the entrances, exterior walls, interior of buildings and/or perimeter of the video surveillance areas. Signs shall be in English.

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Signage must satisfy the notification requirements under section 29(2) of the Act, which include:

a) informing individuals of the legal authority for the collection of personal

information;

b) the principal purpose(s) for which the personal information is intended to be used; and

c) the title, business address and telephone number of someone who can answer

questions about the collection; The following is suggested wording for use in building signage, based on a minimum requirement of the IPC:

“THIS AREA IS MONITORED BY VIDEO SURVEILLANCE CAMERAS. Please direct

inquiries regarding the collection of personal information to the Township Clerk at the Township Offices, 1024 Hurlwood Lane, 705- 325-2315.” This wording shall be provided in English.

The Township’s Video Surveillance Policy and the Departmental procedures that have been put in place can be obtained via the Township Clerk or on the Township website at www.townshipofsevern.com under Policies and Procedures.

5) Access, Use and Disclosure Information collected by way of video surveillance systems may only be used for the purposes of the stated rationale and objectives set out to protect public safety or to detect and deter criminal activity and vandalism. Information should not be retained or used for any other purposes.

a) All tapes or other storage devices that are not in use should be dated, labeled

and stored securely in a locked container located in a controlled access area. b) Access to the storage devices should only be by authorized personnel. Logs

should be kept of all instances of access to, and use of, recorded material to enable a proper audit trail. The personal information recorded by video surveillance is subject to access and privacy legislation. An individual whose personal information has been collected by a video surveillance system has a right of access under Section 36 of the Municipal Freedom of Information and Protection of Privacy Act. Access will depend upon whether an exemption applies and if exempt information can be reasonably severed from the record.

c) Only the C.A.O., Township Solicitor, Township Prosecutor, Department Head or

designate may review the information. Circumstances, which would warrant review, will normally be limited to an incident that has been reported/observed or to investigate a potential crime.

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6) Retention

Unless otherwise established, the retention period for information that has not been viewed for law enforcement or public safety purposes shall be seven (7) calendar days for digital systems. Once the retention period is met, all tapes must be erased and reused or securely disposed of (shredded, burned or degaussed). The Township may use self-erasing, re-setting systems which are pre-set to a designated time period.

When recorded information has been viewed for law enforcement or public safety purposes, the retention period shall be a minimum of one (1) year from the date of viewing. However, this information may be retained for a period longer than one year if legal action or prosecution which relies on this evidence is ongoing.

The Township will store and retain storage devices required for evidentiary purposes according to standard procedures until the law enforcement authorities request them.

7) Training

Where applicable and appropriate, the policy and guidelines will be incorporated into training and orientation programs of the Township Employees, volunteers and service provider(s). Training programs addressing obligations under the Act shall be conducted as necessary.

REFERENCES:

The Municipal Freedom of Information and Protection of Privacy Act

IPC Guidelines for Using Video Security Surveillance Cameras in Public Spaces

The Municipal Act

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Appendix 39 Recreation Program Policy

Purpose The following policies form the policies for refunds, transfers, waitlists and cancellations of Recreation Programs.

1. Program withdrawal and refund requests must be made by completing the Refund Request Form.

2. A full refund will be given in the event that: (a) The Township of Severn cancels/changes program details which prohibit

someone from attending; (b) A registrant requests a refund for medical reasons (Doctor’s note

required). The refund will be pro-rated from the request date and subject to a $20.00 fee.

3. Every effort will be made to make up cancelled/postponed classes. Refunds will not be issued.

4. A participant withdrawn by an instructor due to incompatibility will receive a pro-

rated refund.

5. Transfers from one class/program to another are based on space availability within the same session.

6. Transfers will be permitted up to and including the third lesson of the program where space permits.

7. Registrations for new programs from waitlists may be pro-rated.

8. Participant cancellations advising an Instructor, Reception Staff or not attending classes is not considered notice of program cancellation.

1

Appendix 40 Concussion Prevention & Management Guideline Purpose To have parents, participants, coaches and Recreation Instructors made aware of the signs and symptoms of concussions and the knowledge of how to properly manage a concussion should it happen. Definition A concussion is a brain injury that cannot be seen on routine x-rays, CT scans or MRIs. A repeat concussion that occurs before the brain recovers from the first, can increase the chances for long term effects. In rare cases, repeat concussions can result in brain swelling or permanent brain damage. It can even be fatal. 1. Visible clues of suspected concussion Any one or more of the following visual clues can indicate a possible concussion: Loss of consciousness or responsiveness Lying motionless on ground / Slow to get up Unsteady on feet / Balance problems or falling over / Incoordination Grabbing / Clutching of head Dazed, blank or vacant look Confused / Not aware of plays or events 2. Signs and symptoms of suspected concussion Presence of any one or more of the following signs & symptoms may suggest a concussion: Loss of consciousness -- Headache Seizure or convulsion -- Dizziness Balance problems -- Confusion Nausea or vomiting -- Feeling slowed down Drowsiness -- “Pressure in head” More emotional -- Blurred vision Irritability -- Sensitivity to light Sadness -- Amnesia Fatigue or low energy -- Feeling like “in a fog“ Nervous or anxious -- Neck Pain “Don’t feel right” -- Sensitivity to noise Difficulty remembering -- Difficulty concentrating

3. Other problems Athlete complains of neck pain -- Deteriorating conscious state Increasing confusion or irritability -- Severe or increasing headache Repeated vomiting -- Unusual behaviour change Seizure or convulsion -- Double vision Weakness or tingling / burning in arms or legs Procedures What should be done? Remove the person from the activity and tell someone whether it be a friend, coach or family member. Do not leave that person alone. Seek medical attention right away especially if the person has been knocked out for more than a minute. Call 911! The signs and symptoms of a concussion can often last for 7-10 days, but may last much longer. If there has been record of a previous concussion, time to recover may be longer. When does the participant return to play? If a participant is diagnosed with a concussion by a medical doctor or nurse practitioner the following is a “Return of Physical Activity” step guideline program.

1. Limit cognitive activities which provoke symptoms and physical rest until her/his symptoms begin to show improvement (minimum of 24 hours).

2. Individual light aerobic exercise only. No participation with equipment or with other participants. No drills. No body contact.

3. Individual sport specific exercise only. No body contact, no head impact activities or other jarring motions

4. Activities where there is no body contact. Non-contact practice and non-contact sport specific drills.

5. Full participation in regular physical activities in non-contact sports. 6. Full participation in all physical activities, including contact sports.

At any time should the symptoms of the concussion return – seek medical advice immediately and stop all physical activity. Medical clearance must be completed again before repeating the “Return to Physical Activity” step guideline program. Application This guideline applies to all Township Staff, Recreation Instructors, Convenors and/or Volunteers teaching or assisting with sports or recreation programs in or on Township facilities and sportsfields.

3

Implementation Concussion Management and Prevention shall form part of the orientation training for Staff, Recreation Instructors, Convenors and/ or Volunteers for the Township of Severn for the delivery of sports and recreation programs.

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Appendix 41

OUTDOOR RINK POLICY & SIGNAGE Policy Purpose The Corporation of The Township of Severn recognizes that outdoor rinks are a way of life for Canadians to enjoy the winter. The safety of the outdoor rink for both users and staff is paramount. Implementing procedures on construction and maintaining outdoor rinks is required. Outdoor Rink Defined An outdoor rink can be defined as any ice surface on natural ground, asphalt, cement or on a body of water maintained by Township staff or volunteers. Legal Requirements Outdoor ice has the equivalent legal requirements as an indoor facility – breaches by staff or volunteers may result in litigation. Changing weather patterns must have owners/operators of outdoor ice facilities prepared to respond to constantly changing ice conditions. Training Required All workers require awareness training for working in cold conditions. Workers should also be trained on how to maintain ice for safety. Ice Thickness Defined Ice thickness must be measured each day to ensure the safety of residents, staff and volunteers using or maintaining the ice. Ice Depth is a minimum of 10 cm (4inches) thick for safe use. Outdoor Skating Surface Sizes Outdoor skating surfaces are traditionally rectangular or square in shape. Rectangular shape allows for straightaway and turning areas at the ends. Suggested ice surface sizes and pleasure skating capacities for outdoor rinks include: Small 24' x 40’ = 960 sq. ft 20 skaters Medium 32' x 64’ = 2048 sq. ft 42 skaters Large 40' x 80’ = 3200 sq. ft 65 skaters Size based on 39.8 square feet allowed per person. Where practical, the long axis of a rink should run in a north/south direction, this orientation will minimize the number of south facing rink boards (if rink boards are installed), which reflect the sun's rays onto the ice surface.

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Construction 1. Determine the location of the ice surface taking into consideration the

maintenance requirements, access to the ice surface by users and staff, and the snow depth below the ice.

2. Clear the snow from the designated area. This can be achieved by the use of a shovel, snow blower or snow plow. Below is a chart on snowfall in relation to the use of specific equipment.

Example:

1-5 cm Hand Scrape 5-10 cm Snow Blower

The Township volunteers will either hand shovel/scrape or use a snow blower. Specific training will be completed on the use of the snowblower.

3. Document the process and evaluate before leaving the site. 4. Cuts, gouges, cracks and holes require attention by a competent person on

continuous basis. If deep, they should be filled with snow and then water added providing it is not an actual fracture in the ice.

Ice Depth Drilling Location Chart Below is the guideline for to measure ice thickness in a typical arena or outdoor rink lined for hockey. Below is the suggested minimum for measuring the ice thickness on the outdoor rinks in the Township of Severn based on a 40 foot by 80 foot ice surface.

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Outdoor Ice Thickness Log All log recordings/markings must be recorded in ink. Date: _________________ Location: Bass Lake Woodlands Park Ice Depth: ______________ Maintenance Performed: _______________________________________ ____________________________________________________________ Comments: ___________________________________________________________ Volunteer Signature: _______________ Township Signature: ____________

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Operational Procedures Safety Precautions 1. Volunteer must wear a helmet while working on the ice. 2. Volunteer must carry a portable phone in case of an emergency. 3. Check to ensure that First Aid Equipment is present on site. Equipment Required 1. Snow shovel 2. Portable drill with a minimum bit to measure 8 inches of ice. 3. Log book and pen to record ice thickness. 4. Snowblower to be operated by a “competent” person with appropriate training. Inspection Inspection to be carried out weekly by either a volunteer or Recreation staff.

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Outdoor Rink Inspection Form

Park: Bass Lake Woodlands

Date: ___________________ Time: ____________________________

Weather Conditions: _________________________________________________

Inspection:

Yes No Description Repaired? Signage in good condition? Lights and timer fully functional? Garbage/recycling emptied? Surface is free of snow and fully functional? Surface is free of large irregularities and trip hazards Rink flooded? Rink boards secure? Hockey nets in good shape? Inside building neat and tidy? Graffiti? Vandalism? Pictures taken? (Please attach) Other:

Volunteer/Staff Signature: _______________________

Manager’s Signature: ___________________________ Date: _______________

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Signage

OUTDOOR RINK

THIS OUTDOOR FACILITY IS NOT SUPERVISED BY THE TOWNSHIP

Attention/Warning

Natural ice conditions can change frequently and abruptly; users of this facility do so at your own risk!

The Township of Severn does not assume responsibility for related risks or injuries!

The use of a CSA approved helmets is strongly recommended. Children and youth should be under adult supervision.

Please review and obey all posted signs. This outdoor rink is maintained in partnership with community volunteers, please

respect their efforts! Respect your Outdoor Rink and keep it clean - Please use the litter baskets!

Respect other Skaters!

In case of an Emergency – call “911”!

Assess the ice conditions and area for any damage or hazards and report to:

705-325-2315 - Recreation

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Proposed Rink Closure Signage

OUTDOOR RINK CLOSED

Conditions exist that may result in serious bodily injury! The Township of Severn does not accept responsibility

for related risks or injuries

Present Outdoor Rink Closure Sign at Bass Lake Woodlands Park

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Appendix 412

TOWNSHIP OF SEVERN

SPECIAL EVENT GRANT/SPONSORSHIP APPLICATION FORM For budget deliberations, all requests for grant funding must be received prior to September 30th of the preceding year for consideration during annual budget deliberations. Special Event Grants/Sponsorships are available for charitable community groups/organizations holding events on Township land pursuant to Council’s policy (see Appendix “1” Grant/Sponsorship Allocation for Special Event Funding Policy)

Category: Community Organization Yes ____ No _____

Area Organization Yes ____ No _____

Beyond Borders Organization Yes ____ No _____

Organization’s Name: _________________________________________________

Mailing Address: _____________________________________________________

____________________________________________________________________

Contact Name: ___________________________ Telephone: _________________

Cell: _______________________ E-mail: _________________________________

Name of Event: _______________________________________________________

Expected Attendance: __________________________________________________

Location of Event: _____________________________________________________

Dates of Event: _______________________________________________________

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Is this your first year requesting funds for a Special Event? Yes_____ No _____

If yes, what year does this application represent? Year _______

Total Requested $ _____________________________

Amount received last year $ ______________________

Are you requesting funds from other levels of government, sponsors and/or

organizations?

1. _______________________________________ $ _______________________

2. _______________________________________ $ _______________________

3. _______________________________________ $ ________________________

Describe how last year’s grant/sponsorship was used:

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

How was the Township of Severn recognized for its support in last year’s event?

______________________________________________________________________

______________________________________________________________________

Intended use of grant/sponsorship monies if approved

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

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NOTE: Please be advised that funding approval in one year does not guarantee approval in subsequent years. If you have any questions, please call 705-325-2315 -Ext. 233. _______________________ _______________________ _____________________ Name (Please Print) Signature Date Return Completed Form to: Township of Severn P.O. Box 159 Orillia, Ontario - L3V 6J3

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Appendix “1” Grant/Sponsorship Allocation for Special Events Funding Policy That the following criteria be met for the approval of support of special events by charitable organizations, on property owned by the municipality:

• That all grant applications for special events on municipal property be reviewed annually in support of budget deliberations by the Culture & Recreation Advisory Committee for their input and final recommendations to Council.

• That the following Organizations be recognized as being eligible for funding; a) Community Organizations – within the geographical boundaries of

the Township of Severn b) Area Organizations – within the County of Simcoe c) Beyond Border Organizations – all other locations

Funding Policies

• The funding limit is $3,000.00. The program is for an annual incremental decrease of 25% per year.

• The Township will provide 50% of the funds 60 days prior to the event. The remaining 50% will be released 30 days after the event.

• An event that is cancelled, must reimburse the Township of all the funds distributed.

• The level of special event grant varies based on the geographical and the economic impact to the Township of Severn.

• That bona fide charitable community groups, organizations and associations are the accepted groups to qualify for grant funding and they must meet the Township requirements for their event.

Appendix 43 Playground Signage

NOTICE

UNSUPERVISED PLAYGROUND

1. Parents/Guardians must supervise children and youth using all playground equipment. 2. All users assume all risks and responsibilities for the proper use of age- appropriate playground equipment. 3. Playground equipment is not intended for winter use and is not maintained. 4. Smoking is allowed within 20 metres of the playground space - Smoke Free Ontario Act. 5. The Township of Severn does not assume responsibility for related risks or injuries.

In case of an Emergency – call “911”!

Assess the playground area on each visit for any damage or hazards and report to:

Township of Severn 705-325-2315 - Recreation

Appendix 44 Skate Park Inspection Form

1

Appendix 45 Coldwater Bleacher Inspection Form

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Appendix 46 Memorial Park Program

PURPOSE

To provide a methodology for the control and management of memorial requests in parks owned and operated by the Township.

POLICY STATEMENT

The Township of Severn believes in providing opportunities to all applicants who wish to observe, acknowledge or remember a significant historical event, occasion or individual and to beautify public parks by planting trees, installing site furnishings or amenities.

DEFINITIONS

1. In this policy, "PARK MEMORIAL PROGRAM" means those persons, locations, objects, events or organizations who take part in and/or provide Park Memorials in the following categories:

• Site Furnishing A park bench or picnic table

• Tree A tree or a shrub

• Amenity A plaque "TOWNSHIP ” means the municipal corporation of the Township of Severn. “COUNCIL” means the duly elected Council of the Township of Severn. “DONOR" means an individual, group or organization wishing to place a site furnishing, tree or amenity in a Township owned park. "DEPARTMENT STANDARD" means the standard of acceptance for all site furnishings, trees and amenities being considered. "MANAGER" means the Manager of Recreation & Facilities of the Township of Severn or his/her designate. “PUBLIC WORKS” means the Public Works of the Township of Severn. “RECREATION” means the department within Public Works of the Township of Severn.

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RESPONSIBILITIES

2. Township Council shall: (1) Establish the Park Memorial Program Policy and amendments thereto. (2) Set the levels of service.

3. The Manager of Recreation & Facilities shall ensure the implementation of the Park Memorial Program Policy by: (1) Accepting or rejecting submissions for memorials within Township owned

parks. (2) Determining the location of a memorial within Township owned parks. (3) Allocating and scheduling Recreation resources. (4) Obtaining, allocating and scheduling privately held resources. (5) Addressing public inquiries. (6) Managing the Program. (7) Maintain department standards for trees, site furnishings and amenities. (8) Recommending revisions to the policy on an as needed basis.

GUIDELINES

4. All applications for memorials to be located in public parks must be submitted in writing to Recreation for consideration (Appendix “A”)

5. Donors may choose to have a tree planted or a park furnishing or amenity installed. Any item that is chosen must meet the Township’s departmental standard.

6. A qualified landscaper will install all trees. Township staff and/or a Contractor will install site furnishings and amenities. Installation will occur once the donor has made the required donation to the Park Memorial Program. The donation will cover the cost of the donated item plus installation and the donor shall enter into a Parks Memorial Program agreement (Appendix “B”)

7. Township staff will maintain site furnishings and amenities according to the maintenance schedule for the selected park. Trees will be maintained by Recreation - pruned and maintained to the Nursery standard for the first two years of the tree’s growth. The Township will provide one (1) replacement tree at or near the original site at no cost to the applicant should the tree fail to survive within the two (2) years of establishment.

8. The Township will provide one (1) replacement bench/picnic table, if the bench/picnic table is destroyed or stolen. Bench/picnic table maintenance will occur on an inspection basis. The Township will not provide a replacement bench/picnic table after a five (5) year period from purchase.

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9. Recreation may repair vandalized or damaged trees, site furnishings or amenities with full replacement occurring only once. Should repeat vandalism occur, relocation of the amenity may be suggested.

10. Requests are accepted year-round for memorials. Site furnishings, and park amenities may be installed May through October. Pending the type of tree, trees will be planted either in the spring or fall of the year. All spring tree requests must be received by March 1st. All fall tree requests must be received by August 1st.

11. Should donors wish to participate in the planting of a memorial tree, or wish to host a commemorative ceremony, they may make arrangements with Recreation to do so. Donors are responsible for all ceremonial arrangements and associated costs.

12. Buying a tree, bench or picnic table does not entitle the donor to any right to priority use.

13. Tree planting, bench and picnic table installation dates cannot be specified due to: weather conditions, grower supply, supplier inventory, available time and/or special event situations.

14. All locations for donations under this policy shall be the sole decision of the Manager of Recreation & Facilities.

15. The Township reserves the right to determine and limit the number and locations of benches and trees.

Donations should meet several key criteria:

• Donations must contribute to public enjoyment of parks, and not interfere with accessibility or use of the park by and member of the public.

• Township staff need to be able to continue their regular maintenance of park areas, so donations should not interfere with those activities.

Other considerations:

1. Benches will be of a pre-approved design. Downtown benches must match existing benches. All park/downtown benches will have backs and arms. Trail benches are backless.

2. All benches and picnic tables must meet AODA guidelines when applicable.

3. The total cost of the bench and/or picnic table because it is a permanent gift to the Township, will be tax deductible. Donors will be given a receipt from the Township as evidence of their gift for tax deduction purposes.

4. Benches, picnic tables and tree costs will be market value, plus installation, plus shipping, plus HST.

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5. Cost of any plaques will be borne by the donor.

6. Locations – Washago Centennial Park, Timberline Park, Ardtrea Park, Coldwater Fairgrounds, Bass Lake Memorial Park, Marchmont Community Park and Uhthoff Trail

7. Tree is guaranteed for two years.

8. Benches and associated plaques will be maintained by the Township for a maximum of five (5) years, at no cost to the applicant. Bench and plaque repair/replacement after five (5) years will be charged to the applicant if they wish to continue the program.

APPENDICES

16. Appendix “A”, Park Memorial Application Form. 17. Appendix “B”, Park Memorial Agreement 18. Appendix “C”, Plaque Wording

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Specifications 1. Downtown Bench Specifications: a) Cassidy™ Arched Back Bench 6' Colour - Black Onyx (CJ)

Engraving

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•Material: Heavy cast bronze •Font: Helvetica, upper case, medium font shown •Attractive raised letters & single-line beveled edge border •Includes bronze mounting back plate •Character heights determined by amount of text •Lifetime Coating Warranty Sizes: •8” w x 2” h has up to 3 lines of text & 18 characters/spaces maximum per line •10.5” w x 3” h has up to 4 lines of text & 24 characters/spaces maximum per line

Note: No Returns on Custom Plaques Cost: Estimated $113.85 plus HST Estimated $164.85 plus HST

2. Park Bench Specifications: a) Enviro-Curb - 6' Georgian #233, Inground if no cement pad Enviro-Curb - Arm Rests #OPH Colour – Cedar Legs – Brown

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Engraving

2” Bold Cost: Estimated: $195.00 plus HST *Photos Engraving - additional cost

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3. Trail Bench Specifications a) Enviro-Curb - 5' Straight Bench Colour - Cedar #188

Engraving

Plaque size of 1.5” wide x 6” Long Material – plastic Two lines pending wording Cost: Estimated $85.00 plus HST (as shown)

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4. Picnic Tables: a) Enviro-Curb - 6' Picnic Table #174514-6 - Non Accessible Colour – Cedar Legs - Aluminium in colour

Accessible Table Shown

Engraving Cost: Estimated cost: $195.00 plus HST

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5. Tree Specifications: a) All trees will have a minimum caliper of 50 mm measured at a minimum of 1.0 m from the ground level b) All trees shall be free from physical damage, insects, pests and diseases and must have at least three quarters of the root system intact. c) All trees will be native species to the area

COMMON NAME* BOTANICAL NAME ZONE PRIME SELECTED

** PLANTING TREE

metres feet metres feet TIME (INITIAL SIZE)

40mm or greater

Prospector Elm Ulmus wilsoniania 'prospector' 13 43 10 33 Medium 4 FALL/SPRING Disease resistant

Accolade Elm Ulmus japonica x wilsoniana 'Morton' 21 69 18 59 Medium 4 FALL/SPRING Disease resistant

Ruby Red Horse Chestnut Aesculus carnea briotii 10 33 10 33 Medium 4 FALL/SPRING Red flowers

Serviceberry-Juneberry (N) Amelanchier canadenisis 8 26 3 10 Low 3 FALL/SPRING Small red fruit

Ivory Silk Tree Lilac Syringa reticulata `Ivory Silk' 7 23 5 16 Low 3 FALL/SPRING White flowers

Autumn Blaze Pear Pyrus calleryana 'Autumn Blaze' 10 33 8 26 Medium 4b FALL/SPRING Ornamental pear

Little Leaf Linden Tilia cordata 15 49 8 26 Medium 3 FALL/SPRING a.k.a 'lime tree'

Greenspire Linden Tilia cordata "Greenspire" 15 49 10 33 Low 3 FALL/SPRING Strong growing

Greencolumn Maple Acer nigrum 'Greencolumn' 15 49 7 23 Low 4 FALL/SPRING Drought tolerant

Flowering Crab Malus "Subspecies" 8 26 8 26 Medium 4 FALL/SPRING Non-fruiting varieties

Autumn Blaze Maple Acer x freemanii 'Jeffersred' 16 52 12 39 Low 4 SPRING Red-Silver hybrid

Red Maple 'Cultivars' Acer rubrum `Subspecies' 15 49 5 to 13 <42 Low 3 SPRING

Red Maple (N) Acer rubrum 20 66 12 39 Low 3b SPRING Tolerates wet soils

Sugar Maple (N) Acer saccharum 20 66 15 49 Medium 4 SPRING Varietals available

English Oak Quercus robur 18 59 16 52 Low 4b FALL/SPRING Fast growing

White Oak (N) Quercus alba 20 66 12 39 Low 3 FALL/SPRING Slow growing

Burr Oak (N) Quercus macrocarpa 20 66 20 66 Low 3 FALL/SPRING Very hardy

Planetree, Am. Sycamore Plananus occidentalis 20 66 20 66 Low 4 FALL/SPRING Golfball-sized fruit

Shademaster Locust Gleditsia triacanthos `Shademaster' 16 52 10 33 Medium 4 FALL/SPRING Honey locust varietal

Hackberry (N) Celtis occidentalis 20 66 18 59 Low 3 FALL/SPRING Very hardy

HEIGHT WIDTH

APPROVED TREE LISTMAXIMUM MAXIMUM

MA

INTE

NA

NC

E LE

VEL

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Engraving on Tree Plaque

• 8 inches in diameter • Cedar plaque, finished • Estimated cost is $40.00 plus HST each • Changes can be made to a final approved design • Name and year can be added

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APPENDIX “A”

PARK MEMORIAL PROGRAM APPLICATION How to arrange for a memorial tree, site furnishing or amenity.

1. Review the Park Memorial Program options and decide how you would like to participate. Contact Recreation at 705-325-2315 to discuss your participation.

2. Select a tree, site furnishing or amenity you wish to donate. All trees, site furnishings or amenities selected must meet the Township ’s department standards. Plaques for trees will be suitable for outdoor application and will be installed into the ground adjacent to the tree. Plaques for benches and other amenities will be suitable for outdoor application and will be appropriately attached to the amenity.

3. Choose the wording for the memorial plaque. 4. Completed application forms returned to:

Mailing: Physical Address: Township of Severn Township of Severn P.O. Box 159 1024 Hurlwood Lane Orillia, ON L3V 6J3 Severn, ON L3V 0Y6

5. The Manager of Recreation & Facilities will contact you to arrange for a meeting to

discuss your choices, to select a department standard tree, site furnishing or amenity and to select a suitable location and to schedule your memorial request.

Requested Information: 1. Name of official donor:

____________________________________________________________

2. Name of contact person for this project: _________________________________________________________________

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3. Position (if donor is an organization): _________________________________________________________________

4. Mailing Address: _________________________________________________________________

5. Best telephone number to be reached at: _________________________________________________________________

6. E-mail: _________________________________________________________________

7. Please select the amenity you wish to donate: Tree:________________ Picnic Table:_______________ Park Bench:_____________ Downtown Bench: ______________ Trail Bench: ____________

8. Which park/downtown location/trail are you requesting the memorial to be located in?

_________________________________________________________________ _________________________________________________________________

9. Are you planning to conduct a dedication ceremony? Yes:______ No:______

Date?: _______________________ Time: __________________

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Applicant’s signature:______________________________ Date:________________ Approved by:____________________________________ Date:________________

(Township Signature)

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APPENDIX “B” PARK MEMORIAL PROGRAM AGREEMENT

This Park Memorial Program Agreement is made between the Township of Severn and ______________________________________, the Donor, on _________________.

(donor’s name) The Donor, ________________________________________ has agreed to donate (donor’s name) ___________________________________________________________________ For installation at: ___________________________________________________________________ Both parties agree to the following responsibilities: The Donor, ______________________________________, shall be responsible to: 1. Make their Park Memorial Program donation to the Township of Severn in advance

of the tree, site furnishing or amenity being installed. 2. Make all arrangements and assume any expenses related to any commemoration

or dedication ceremony. 3. Identify and hold harmless, the Township of Severn, its agents, servants and

employees from and against all actions, suits, proceedings, or judgements taken against the Township based on the construction and installation of all amenities undertaken by the Township , unless such action, suit, proceeding or judgement was due to the negligent acts or omissions of the Township of Severn, its employees, agents or servants.

The Township shall: 1. Be responsible for the purchase and installation of the agreed upon tree(s), site

furnishing(s) and/or amenities. 2. Be responsible for ensuring that tree(s), site furnishing(s) and/or amenities meet

Township department standards. 3. Ensure that the installation of the tree(s), site furnishing(s) and/or amenities meet

and are properly carried out to the Township ’s department standards. 4. Be responsible for any damage to any existing equipment or repairs necessary to

the site due to the activities carried out by the Township, its agents, servants, or contractors while they are installing the amenities or developing the site for this project.

5. Be responsible for the cleaning up and removal of construction fixtures and debris from the site after the installation of the amenities.

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6. Retain all the manufacture warranties in order that the Township can ensure that the guarantees under such warranties are carried out.

7. Be responsible for the installation of the amenities and any other work involved in the memorial project. Such responsibility will include securing the construction site in a manner that is safe for the people who are using the park.

8. Identify and hold harmless the donor, his/her agents, servants and employees from and against all actions, proceedings or judgements taken against the donor based on the construction and installation of the amenities undertaken by the Township , unless such action, suit, proceeding or judgement was due to the negligent act or omission of the donor, their employees, agents or servants.

In witness whereof the parties hereto sign this Agreement on the day and year written below. Donor’s name (printed):_________________________________________________ Donor’s signature:______________________________ Date:__________________ Township name/position (printed):_______________________________ Township signature:___________________________ Date:__________

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APPENDIX “C”

Plaque Wording

All letters must be printed clearly. Spaces are counted in the number of characters allowed in a line. Downtown Bench #1 - 8” wide x 2” high – 3 lines of text, 18 characters per line #2 – 10.5” x 3” – 4 lines of text, 24 characters per line

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Park Bench 2” Bold – 20 characters per line Any photos are to be high resolution, pricing TBD Trail Bench 1.5” wide x 6” Long, 2 lines pending,, example shown is 24 characters per line Picnic Table 2” Bold, 20 characters per line

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Tree Plaque 8 “ Bold - # of characters TBD

Appendix 47

Appendix 48

UHTHOFF TRAIL FENCE REPLACEMENT POLICY Policy Statement The purpose of this policy is to accommodate fence replacement requests along Abandoned Rail Right-of-Ways (ARROW), in a fair and sustainable manner. General Requirements

1. A written letter of request must be received by registered landowner by September 30th in the year preceding the next municipal budget.

2. That the landowner, fill out the Uhthoff Trail Fence Replacement Form 3. Landowner must possess a farm business registration number for the property. 4. The property must abut the trail right of way. 5. The municipal budget will dictate the maximum budget allocation to be approved

each budget year for applications on a first-come basis. 6. Should a land owner not construct a fence, a mutual agreement to refuse

replacement of the fence shall be signed between the landowner and the Township of Severn.

7. If the request is accepted, the landowner must allow safe access to the property in order for quotes to be received.

8. The registered owner must have paid all taxes levied with the Township. Township Responsibilities

1. The Township shall obtain all goods and services in accordance with the Procurement Policy.

Owner(s) Responsibilities

1. If an owner has been provided fencing under this policy, it shall be the landowner’s responsibility to ensure reasonable maintenance of the fence for the future.

Base Standards of Fencing

1. High tensile wire – applied to the landowner’s side of the fence. 2. 9 strand. 3. Posts are 8 feet (2.4 m) in length, 5” (127mm) – 6” (150 mm) in diameter,

embedded 5’ (1.5 m). 4. Brace posts to be 6” (150 mm) – 8” (200 mm) in diameter, driven 48” (1,219 mm)

into the ground in firm soil. 5. Top horizontal brace to not be less than 8 feet (2.4 m) in length with a twitch or

brace wire diagonally between the posts.

6. Height – 48” (1,219 mm). 7. Staples shall be 4 mm diameter galvanized with a driving length of at least 1 ¾”

(45 mm). 8. Brace panels should be located, on average, every 16.5’ (5.0 m). 9. Fence to be serviceable for a minimum of 25 years.

Gate Requirements

1. Western style farm gate. Base Standards for Crossing an ARROW (Abandoned Rail Right-of-Way)

1. Steel Gates with a minimum opening of 18’ (5.48 m). Corridor Crossings

a) Adjacent landowner crossing directly over the corridor; Adjacent landowners have land on either side of the corridor and require access directly across the corridor. An agreement with the Township is required.

b) Landowner requests to travel down the corridor to adjacent lands;

The adjacent landowner would have road access to each of the properties and travel down the corridor for non-recreational use would not be allowed since it represents a considerable hazard to corridor use

c) Special Permission;

There may be applications where landowners wish to have access along the corridor for other infrequent activities, for which the Township may wish to provide permission to access property along the corridor. The Township may support this type of access on an individual basis with an appropriate agreement.

d) Adjacent landowner may wish to enter the trail to have trail use;

The landowner is responsible to install and maintain the access point and would enter into an appropriate agreement.

Appendix “2” - Uhthoff Trail Fence Replacement

Registered Landowner’s Name: _______________________________________ Farm Business Registration Number: __________________________ Address of Property (911 number) where fence is located: ___________________________________________________________ Length of fence requested to be replaced: ____________________________ Number of gates required: ______________________________ Please provide a minimum of five (5) photos of the fence to be replaced Contact Information: Name: _____________________________________________________________ Mailing Address: _____________________________________________________ _____________________________________________________________________ Phone (Hm): __________________________ Cell: ___________________________ E-mail: ______________________________________________________________ Office Use: Date received: ______________________________ Budget year: _______________________________

Appendix “3” – Except from Lines Fences Act – Section 20 Duties of owner of former railway land 20 (1) Where land that was formerly used as part of a line of railway is conveyed in its entire width by the railway company to a person, the Crown in right of Ontario, a Crown agency or a municipality who is not the owner of abutting land, the responsibility for constructing, keeping up and repairing the fences that mark the lateral boundaries of the land lies with that person, the Crown in right of Ontario, the Crown agency or the municipality, respectively, if,

(a) a farming business is carried out on the adjoining land; and (b) the owner of the adjoining land upon which the farming business is carried out notifies the person, Crown in right of Ontario, Crown agency or municipality, as the case may be, that the owner desires that such person or entity construct, keep up and repair the fences that mark the lateral boundaries of the land. 2006, c. 32, Sched. D, s. 6 (1).

Interpretation (2) In this section, “farming business” means a business in respect of which,

(a) a current farming business registration is filed under the Farm Registration and Farm Organizations Funding Act, 1993, or (b) the Agriculture, Food and Rural Affairs Appeal Tribunal has made an order under subsection 22 (6) of the Farm Registration and Farm Organizations Funding Act, 1993 that payment or filing be waived; (“entreprise agricole”)

“owner” includes heirs, executors and assigns of the owner. (“propriétaire”) 2006, c. 32, Sched. D, s. 6 (1).

Notice (3) The notice under clause (1) (b) shall contain the prescribed information. 2006, c. 32, Sched. D, s. 6 (1).

Appendix 49

UHTHOFF TRAIL INSPECTION & MAINTENANCE POLICY

Policy Statement

The purpose of this policy is to establish a system of inspections and maintenance for the Uhthoff Trail located within the Township of Severn that is reasonable and balances protection from risks associated with deficiencies on the multi-use trail against other priorities of the Township. The system of inspections and maintenance established by this policy is reasonable in all of the circumstances given allocation of budgetary resources and the availability of Township staff and equipment.

Policy

1. Annual maintenance shall consist of brushing the trail a minimum of once, and the cutting of the trail of a minimum of twice per season.

2. Annual maintenance shall consist of the spraying of invasive weeds such as; hogweed and poison ivy will be conducted on a contract basis.

3. Biennial inspection of structures greater than 3.0m span will be conducted in accordance with the Ontario Structure Inspection Manual by a qualified person.

4. An annual spring inspection of the trail will determine any damage from the winter, before the public uses the trail for uses related to spring, summer and fall.

5. An annual fall inspection shall be conducted to determine any budget items for consideration in the following year. This inspection will also ensure the trail is ready for winter usage by snowmobilers.

6. Record keeping of the annual inspections will be recorded on the Annual Maintenance Form. Brushing, platform width, ditch conditions, water flow will be documented.

7. Record keeping of the conditions of benches, bridges, signage, access points shall be documented on the Annual Maintenance Form.

8. Bi-Weekly inspections shall be conducted to continue to monitor issues/hazards on the trail including but not limited to; trees limbs, signage, vandalism, washouts, bridges, culverts and issues impacted by severe weather conditions. Items shall be recorded on the Bi-Weekly Maintenance Form.

9. Trail Users will be encouraged to immediately report any observed deficiencies on the multi-use trail. The service requests will be recorded on the Bi-Weekly Maintenance Form.

10. The following repair guidelines apply in respect of deficiencies or hazards observed during weekly inspections

a. Routine maintenance: minor deficiencies identified and repaired at time of inspection when possible.

b. Non-hazardous deficiencies: repairs scheduled based on definition as medium or low priority.

c. Hazardous deficiencies: immediate repairs based on definition high priority. Isolate / put trail out of service until repairs are complete.

Definitions

• High priority: Response to a failure that severely affects services. Within 48 hours of receiving any report of observed hazardous deficiencies, staff will attend the site of the reported defect or hazard and provide repair/service/remedy without delay.

• Medium priority: Response to a failure that would not affect services. Response time is within three business days of receiving notification, personnel will attend the site to review the issue, and the repair/service/remedy will be scheduled within one month.

• Low priority: Response to non-critical failures, repairs, service and installation of items. Response time is within five business days of receiving notification, personnel will attend the site to review the issue and the repair/service/remedy will be scheduled within four months.

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Appendix 50

CONCESSION BOOTH LEASE AGREEMENT

THIS AGREEMENT MADE THIS DAY OF , PURSUANT TO THE SHORT FORMS OF LEASES ACT R.S.O. 1998, CHAPTER S.11

BETWEEN

THE CORPORATION OF THE TOWNSHIP OF SEVERN (hereinafter called the "Lessor" party of the first part)

- AND -

______________________________________________________

(hereinafter called the "Lessee" party of the second part) PREMISE WITNESSETH THAT in consideration of the rents, convenants and agreements hereinafter reserved and contained on the part of the said Lessee, to be paid, observed and performed, the said Lessor has demised and leased and by these presents doth demise and lease unto the said Lessee. THOSE CERTAIN PREMISES known and described as the "Concession Booth", a room of 15 square metres (approximately) in dimension, lying and contained within that structure known as the Washago Centennial Park Washroom and Service structure as shown on Schedule "A" attached hereto; said facility being situated within the Washago Centennial Park situated and established upon Part of Lots 8 & 9, Concession 12, former Township of Orillia, now the Township of Severn – 3398 Quetton Street. 1. Term

1.1 To have and to hold the said demised premises for and during the term of three and one half (3.5) months to be computed from the 15th day of May, ____, unless terminated by the Lessor for cause as defined throughout this Agreement.

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2. Rental

2.1 The Lessee hereby covenants and agrees to pay a rental fee during the said term hereby granted by the Lessor, in the amount of $1.00, including GST, the receipt of which is hereby acknowledged by the Lessor.

2.2 Said rental shall include all utility charges normally applicable.

3. Repair

3.1 The Lessee shall keep the demised premises at all times in a clean and orderly manner free from all garbage and refuse, and to leave the demised premises in such condition at the termination of this Lease.

3.2 The Lessee shall also be responsible for all repairs caused by its

negligence or the negligence of those for whom it is in law responsible. 4. Assignment

4.1 The Lessee will not assign or sublet the whole or any part of the demised premises without prior written consent; the Lessee hereby waives and renounces the benefit of any present or future act of the Legislature of Ontario which would allow the Lessee to assign or sublet the Lease, with the prior written consent of the Lessor.

5. Covenant of Lessee

5.1 The Lessee covenants with the Lessor, its successors and assigns, that during the term of this Lease Agreement:

5.1.1 The said demised premises will not, during the term of this Lease

Agreement, be at any time used for any other purpose than the preparation, storage and sale of goods as defined in Schedule "B" to this Agreement, nor shall the said demised premises be used at any time except during those hours defined in Schedule "B" to this Agreement.

5.1.2 Should the Lessee, during the term of this Lease Agreement, desire

to affix, repair, change or erect partitions, counters or fixtures on any part of the walls, floors or ceilings of the demised premises, it may do so at its own expense at any time and from time to time provided that the Lessee's rights to make such alterations to the demised premises shall be subject to the following conditions:

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(a) That before undertaking any such alterations, the Lessee shall submit to the Lessor a Plan showing the proposed alterations and shall obtain the approval and consent of the Lessor to the same which may not be arbitrarily withheld.

(b) That all such alterations shall conform to all Building By-laws, if any, then in force affecting the demised premises.

(c) That such alterations will not be of such kind or extent as to in any manner weaken the structure of the building after the alterations are completed or reduce the value of the building.

(d) Upon termination of this Agreement, all such leasehold improvements shall become the property of the Lessor.

5.1.3 The Lessee covenants, promises and agrees with the Lessor that

notwithstanding any present or future Act of the Legislature of the Province of Ontario, none of the goods or chattels of the Lessee at any time during the continuance of the term hereby created on the said demised premises shall be exempt from levy by distress for rent in arrears by the Lessee, and that upon any claim being made for such exemption by the Lessee or on distress being made by the Lessee, this covenant and agreement may be pleaded as an estoppel against the Lessee in any action brought to test the right of levying upon any such goods as are named exempted, and the Lessee hereby waives all and every benefit that could or might have accrued to it under the by virtue of any present or future Act of the Legislature of the Province of Ontario which would apply but for the above covenant.

6. Covenant of the Lessor

6.1 The Lessor hereby covenants with the Lessee that upon the Lessee paying the rent hereby reserved and performing the covenants herein described, the Lessee shall and may peaceably possess and enjoy the said demised premises for the term hereby granted without any interruption from the Lessor or its successors.

7. Voidance of Lease Vacant or Improper Use

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7.1 It is further declared and agreed that in case the said premises or any part

thereof become and remain vacant and unoccupied for the period of thirty (30) days, or are used by any other person or persons, or for any other purpose than as above provided, without the prior written consent of the Lessor, this Lease shall at the option of the Lessor cease and be void, and the term herein created shall expire and be at an end; (anything herein before to the contrary notwithstanding) and the proportionate part of the current rent shall thereupon become immediately due and payable, and in such a situation the Lessor may re-enter and take possession of the premises and upon taking such possession of the demised premises, the Lessor may let and manage the same and grant any Lease or Leases thereof upon such terms as may appear to be reasonable.

8. Damage to the Property of the Lessee

8.1 It is hereby declared and agreed that the Lessor shall not be liable at any time for any damage to the property of the Lessee which is left or installed upon the demised premises and which may arise from or be attributable to gas, steam, water, rain or snow which may leak into, issue or flow from any part of the said building; nor shall the Lessor be liable at any time for any damage to any property of the Lessor left or installed upon the demised premises which may arise from and be attributed to the design or condition of gas, water, steam, drainage pipes, plumbing, heating or electrical systems installed within the building.

8.2 It is further declared and agreed that the Lessor shall not at any time be

liable for any damage to the property of the Lessee which is left or installed upon the demised premises and which may arise from or be attributable to vandalism or theft occasioned by a third party.

9. Risks of Injury

9.1 The Lessor shall not be responsible for any personal injury which shall be sustained by the Lessee or any employee, customer or other person who may be upon the demised premises or in the said entrances thereto. All risks of any such injury shall be assumed by the Lessee, who shall hold the Lessor harmless and indemnified therefrom.

10. Notice of Any Accident

10.1 The Lessee shall give the Lessor prompt written notice of accident or other defect in the water pipes, gas pipes or heating apparatus, telephone, electric or other wires on any part of the demised premises.

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11. Insurance

11.1 The Lessee covenants with the said Lessor that the said business to be so carried on in the said building will not be of such a nature as to increase the insurance risk on the said premises or cause the Lessor to pay an increased rate of insurance premiums on the said premises by reason thereof; and it is distinctly understood that in case said business so carried on by the Lessee is or becomes of such a nature to increase the insurance risk or causes the Lessor and/or other occupants of the said building to pay an increased rate of insurance premiums, that the Lessee will from time to time pay to the Lessor the increased amount of insurance premiums which the said Lessor and other occupants of the said building are required to pay in consequence thereof, provided that the Lessee covenants that it will not carry on, or permit to be carried on, any business in the said building which may make void or voidable any insurance held by the Lessor or the other occupants of the said building.

11.2 Prior to the commencement of the term of this Lease, the Lessee shall

lodge with the Lessor a Comprehensive General Liability Insurance Policy with limits in the amount of not less than $2,000,000.00 inclusive and such policy shall contain a cross-liability clause. The said Policy shall name the Lessor as an additional insured and all premiums on the said Policy shall be paid by the Lessee. The issuance of such Policy of Insurance shall not be construed as relieving the Lessee from responsibility for other or larger claims, if any, for which it may be held responsible.

12. Indemnity

12.1 The Lessee, on behalf of itself, successors and assigns agrees to indemnify and save harmless the Lessor from and against any and all claims, suits, actions and demands whatsoever which may arise either directly or indirectly by reason of the Lease of the demised premises by the Lessee.

13. Business Not to be a Nuisance

13.1 The Lessee hereby covenants and agrees that it will not do or permit anything to be done on the said premises or permit or keep anything therein which the Lessor may deem to be a nuisance, and the Lessee further covenants and agrees that no machinery shall be used therein which shall cause any undue vibration in or to the said premises, and that in case of the Lessor of the said building reasonably complaining that any machinery or operation or process is a nuisance to it, or which causes any undue vibration or noise in the said premises, that upon received written notice thereof, the Lessee will immediately abate such nuisance. The

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Lessee further covenants not to obstruct or interfere with the rights of the Lessor or other occupants of the said building or conflict with any Statute or Municipal By-law.

14. Fire

14.1 During the term herein established or any renewal thereof should the premises be destroyed or damaged by fire or the elements, the following provisions shall apply:

(a) If the demised premises are so badly destroyed as to be rendered

unfit for occupancy for more than seven (7) days after the happening of such event, then the term hereby granted shall cease and be at an end for all intents and purposes from the date of such damage or destruction; and the Lessee shall immediately surrender the same and yield up possession of the demised premises to the Lessor, and the rent from the time of such surrender shall be apportioned.

(b) If the demised premises are capable, with reasonable diligence, of

being repaired and rendered fit for occupancy within seven (7) days from the happening of such event as aforesaid, then the rent hereby reserved shall not run or accrue while the process of repair is going on, and the Lessor shall repair the said premises with all reasonable speed, and the rent shall recommence immediately after such repairs have been completed.

15. No Abatement of Rent

15.1 There shall be no abatement from or reduction of the rent due hereunder, nor shall the Lessee be entitled to damages, losses, costs or disbursements from the Lessor during the term hereby created which may be caused by or on account of fire, (except as above), water, partial or temporary failure or stoppage of heat, light, live steam or plumbing service in or to the said premises or building, whether due to acts of God, strikes, accidents, the making of alterations, repairs, renewals, improvements, structural changes to the said premises or buildings or the equipment or systems supplying the said services, or from any cause whatsoever, provided that the said failure or stoppage is remedied within a reasonable time.

16. Notices

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16.1 That any notice which either of the parties is required or permitted to give pursuant to any provision of this lease may, if intended for the Lessee, be given by notice left at the demised premises or mailed to the Lessee at its current address, and if intended for the Lessor, by notice left at the premises of the Lessor at 1024 Hurlwood Lane, Severn Township, or mailed by registered mail to the Lessor at P.O. Box 159, Orillia, Ontario L3V 6J3, and such notice shall be deemed to have been given at the time it was delivered or mailed, as the case may be.

17. Interpretation

17.1 The words importing the singular number only shall include the plural, and vice versa, and words importing the masculine gender shall include the feminine gender, and words importing persons shall include firms and corporations and vice versa.

17.2 Unless the context is otherwise provided, the word "Lessor" and the word

"Lessee" wherever used herein shall be construed to include and shall mean the executors, administrators, successors and/or assigns of the said "Lessor" and "Lessee", respectively, and when there are two or more Lessees bound by the same covenants herein contained, their obligations shall be joint and several.

IN WITNESS WHEREOF the parties hereto have executed these presents.

CORPORATION OF THE TOWNSHIP OF SEVERN MAYOR CLERK-TREASURER

Date executed:

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____________________________________ Lessee (Please Print)

Witness: ___________________ Per:_______________________________

Owner Witness: ___________________ Per:_______________________________

Per:_______________________________ Owner

Date executed: ______________________________

SCHEDULE “A”

SCHEDULE "B"

ITEM PRICE _________________________ ______________________________ _________________________ ______________________________ _________________________ ______________________________ _________________________ ______________________________ _________________________ ______________________________ _________________________ ______________________________ _________________________ ______________________________ _________________________ ______________________________ _________________________ ______________________________ _________________________ ______________________________ _________________________ ______________________________ _________________________ ______________________________ _________________________ ______________________________ (Schedule “B” cont’d)

DAYS HOURS _________________________ ______________________________ _________________________ ______________________________ _________________________ ______________________________ ________________________ ______________________________

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Appendix 51 MUNICIPAL SIGNAGE

Purpose: A policy outlining the design, procurement, funding and installation of municipal signage in the Township of Severn. Applications/Categories: There are eight (8) applications or categories:

1. Settlement Areas (Coldwater, Washago, Westshore & Port Severn). The settlement area signs will carry the name of the community as referred to in the application and with the concurrence of Council (eg. “Coldwater” or “Community of Coldwater”). The sign may include the words “Established ....”. Population numbers will not be allowed.

8’ length x 4’ height Include 6” x 6” pressure treated posts OR – 2nd Service Sign (small community design)

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2. Smaller Communities and communities with historic identity (eg. Hamlet - near Peninsula Point Road, Maple Valley, Severn Falls, Lake St. George, Foxmead & Laughlin Falls). The smaller community signs will carry the name of the community as referred to in the application and with the concurrence of Council (eg. “Coldwater” or “Community of Coldwater”).

54” x 27” Includes 6” x 6” pressure treated posts

3. Trans Canada Trail Signage (where the trail intersects a municipal road). Includes 4” x 4” pressure treated posts. 12” x 36”

4. Directional Signage - directing traffic to prominent Township landmarks (eg. Lock

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42, Coldwater Mill & Community Centres).

10” x 36”

5. Community Service Signage – for community services. - Groups responsible for placement / removal of event sign - Can only be installed with permission of the Township which is designated

to staff to monitor and approve - First come basis for community events - Hooks will be installed for easy installation and removal without damaging

the sign - Community group responsible for any damages to sign

EVENTS POSTER

SUPPORT YOUR LOCAL BUSINESSES

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6. Wayfinding Signage - for directional signs to points of interest with colour coding for each direction.

7. Facilities Signage – for identification of Township facilities.

MATCHEDASH COMMUNITY HERITAGE CENTRE

2095 North River Drive

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8. Park Signage – for identification of Township owned parkland.

Common Principles: Unless otherwise directed by Council, an allocation of $5,000.00 will be included in each annual budget for signage. That in lieu of a Sign Committee, members of Council provide sign requests prior to budget deliberations each year to staff. Application Process: Applications will be received by Severn Township Council. Sign installations will be granted to a budget maximum each year as prescribed by Council. Once the budget maximum has been achieved, no new applications will be received for the current year. Applications received after the maximum is reached may be approved as reviewed by Council or referred to a future budget year.

• Signs will be considered only upon application by a community group providing Council is satisfied the applicant(s) represents a majority interest in the subject community (Categories 1, 2 & 3 only).

• Directional signage will be established at the discretion of Council. • The design, artwork and materials used in the signs will be consistent for each of

the four applications above. • Only signs with a Council approved design, artwork and materials will be

installed. • The Township will install, maintain and repair the signs, as necessary.

• As signs become faded and/or require replacement, the community

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group/applicant(s) will share the cost of replacement signs in the same ratio as the original signs.

• Signs will not be illuminated, but where practical reflective material will be used. • All signs will carry a Township of Severn logo or reference.

Funding: Settlement Areas, Small Communities - 50/50 basis with community applicant(s) to a set maximum for each category. Trail Signage - 50/50 basis with Trans Canada Trail sponsors. Directional Signage - 100% Township funded. Community Business/Service Signage – 100% by applicants.

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Appendix 52

DIGITAL MESSAGE SIGN POLICY

Purpose The purpose of this policy is to establish guidelines for the inclusion of community messages on Township owned digital message signs located within the Township of Severn. The Township recognizes the importance of providing a public information service and promoting the municipality’s commitment to increasing communication to its residents and visitors; however, the demand and cost of doing so must not adversely affect the operations of the Township. Policy 1. The following messages will be permitted:

(a) Messages pertaining to public health & safety (ie. road closures, Inclement weather, etc.). Such messages will be posted between the hours of 9:00 a.m. and 4:30 p.m. only to avoid confusion should road/weather conditions change after normal business hours. (b) Messages pertaining to Township business and Township sponsored events and activities; (c) Messages pertaining to events organized by non-profit organizations, groups and recreation associations; and

(d) Messages purchased by local businesses or commercial enterprises in order to provide a revenue source in accordance with the fees attached hereto as Schedule “A”.

2. Messages pertaining to Township business and events shall take precedence.

As a result, it may be occasionally necessary to remove a submitted message prior to its requested deadline to accommodate this.

3. All requests from non-profit organizations, recreation associations and

businesses will be submitted on the prescribed form to the appointed designate for the applicable area for consideration and approval.

4. The designate or Township representatives have the right to modify submitted

messages in order to accommodate available space provided the overall scope of the message is not hindered.

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Submission of Messages 5. Messages must be submitted on the prescribed form at least two (2) weeks prior to the date the message is to be posted. 6. Message requests will be processed as they are received. If there is a high

demand for certain areas, the Township may not be able to fulfill all requests. Please note submission of a Message Sign Request Form does not guarantee placement of the message.

Submission of Message Requests SIGN LOCATION CONTACT

Coldwater Community Centre [email protected] Washago Community Centre [email protected]



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SCHEDULE “A”

DIGITAL MESSAGE SIGN BUSINESS OR COMMERCIAL RENTALS

Annual Rate $600.00 Per Week $25.00

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THE CORPORATION OF THE TOWNSHIP OF SEVERN

Digital Message Sign Request Form Organization Name: ______________________________________________ Contact Person: ______________________________________________ Telephone No.: ______________ E-Mail: ________________________ Permitted messages include:

• Public Health & Safety (ie. road closures, inclement weather) – no charge • Township business or sponsored events and activities – no charge • Non-profit organizations, groups and recreation associations – no charge • Businesses or Commercial Enterprises – see fees below

Please specify the week you wish to have the message displayed: Start Date __________________ to End Date _____________________

ANNUAL _____ $600.00 WEEKLY _____ $25.00 YOUR MESSAGE (please print clearly):

Messages pertaining to Township emergencies shall take precedence. As a result, it may be occasionally necessary to remove a submitted message

prior to its requested deadline to accommodate this. There will be no refund for the duration of the emergency situation.

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Appendix 53

SOCIAL MEDIA The Township of Severn is committed to open and transparent communication using a variety of tools, including social media site(s), to enhance and diversify communications with the public. The Township of Severn is also committed to improving its knowledge and acceptance of social media as a valuable communications tool. Purpose This policy applies to all Township employees, Committees, Statutory Positions and members of Council on any Township and/or personal social media site. The purpose of social media is to provide the public with notices and announcements with respect to Township of Severn affairs. This policy outlines the conditions and sets standards upon which the Township of Severn will use social media to share Township business with the principal aim to:

• Guide employee use of social media to ensure consistent and professional use;

• Define clear roles and responsibilities to ensure consistent administration and maintenance of social media sites;

• Establish criteria for creating and managing social media accounts; • Communicate standards and expectations to help guide employee use of

social media as it relates to the commenting and discussion of Township business on personal time and sites;

• Establish clear rules related to posting of unsuitable content on Township social media sites;

• Ensure appropriate protection of privacy for members of the public; and • Ensure proper records management and retention as it relates to the

conducting of Township business on social media forums. Primary Goals The Township of Severn recognizes the opportunity to be presented by social media, as well as its risks and benefits. This policy and corresponding procedures will help guide the Corporation as it seeks to provide trusted and reliable announcements and notices on media sites. The Township will strive to:

• Diversify communication with the public; • Gain a better understanding of community issues; • Facilitate a well-informed public; and • Enhance the Township`s image and reputation.

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Setting Up Accounts All Township accounts are subject to the approval of the Chief Administrative Officer or designate and the appointed IT Technician is responsible for setting up the account(s) and making sure it features an accurate title and reflects the brand of the Township. Application Employee Official Use of Social Media Only employees designated by the Chief Administrative Officer or designate who receive special permission are allowed to post notices and announcements on behalf of the Township of Severn. Employee Unofficial Use of Social Media Employees who use social media sites inappropriately or without special permission may face discipline, up to and including termination, if the content reflects poorly on the Township or is deemed inappropriate or unsuitable. Content Accuracy and quality control are of the utmost importance when communicating with the public. Designated employees shall maintain timely and consistent postings on social media sites and shall take all reasonable steps to ensure that the information communicated through any corporate or departmental social media account is current, accurate and complete. Inappropriate/Unsuitable Content The Township reserves the right to remove any posts or content on Township social media sites for reasons including, but not limited to:

• Providing personal information of individuals; • Promoting, perpetuating or fostering discrimination, as per the Human

Rights Code, on the basis of race, creed, colour, age, religion, gender, marital status, status with regard to public assistance, nationality, physical or mental disability or sexual orientation;

• A personal attack on an individual or specific group; • Being profane or abusive; • Being sexually explicit or links to content that is sexually explicit; • Conducting or encouraging illegal activity; • Attempting to advertise, promote or sell products or services on an

individual or an individual business; • Promoting a candidate for municipal, provincial or federal election;

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• Information that may tend to compromise the safety or security of the public or public systems;

• Content that violates a legal ownership interest of any other party; • Any content that contravenes the Municipal Freedom of Information or

Protection of Privacy Act or any other provincial or federal legislation; • Any content that is believed to be inappropriate in the opinion of the Chief

Administrative Officer or designate. Elections and Political Campaigning Township of Severn social media sites shall not be used as a platform for political campaigning and shall not have any connection to a politician running for office, including municipal, provincial or federal. Members of Council are advised to set up their own social media accounts that can be used for political purposes. Such accounts may not feature an elected member’s title and may not use the Township’s logo and they may not be used for Township purposes if the member of Council is elected/re-elected. Records Retention In accordance with the Municipal Act, the Clerk’s Department will be responsible for the proper records management and retention of social media content in compliance with the Township of Severn’s Records Retention By-law. Emergency Postings In the case of an emergency or if the Emergency Management Program Committee has been activated, the Chief Administrative Officer or designate may request departmental social media accounts cease operation. Once the Emergency Management Program Committee has been deactivated, the Chief Administrative Officer or designate may inform departmental social media designates that they can begin updating their accounts. Monitoring The Township of Severn reserves the sole right to remove or unfollow any comments or postings on the Township media site(s) that are deemed inappropriate.

Appendix 54 COLDWATER COMMUNITY CENTRE Cash Management Policy

1. The Community Centre Manager and Assistant take bookings for all activities at

this facility, including the fairgrounds and ball diamond. 2. Invoicing is done electronically for all rentals through the Community Centre

Office.

3. Payments are made by cheque for regular season users and by cash for occasional users at the time of rental.

4. Invoicing to major users is done monthly and paid by cheque.

5. Occasional renters pay staff on duty by cheque or cash, a receipt is issued and money and duplicate receipts are placed into the top section of the safe.

6. Receipts issued indicate the type of rental, and the time and date of the rental.

7. Deposits will be done by the Manager or the Assistant on a weekly basis or as the need arises.

8. A Cash Float of $250.00 is used for the operation of the upstairs bar and for occasional petty cash purposes. A reconciliation sheet is forwarded to the Administration Office along with receipts for accounting purposes.

9. The safe is only accessible by the Manager or the Assistant – not by seasonal employees.

10. Invoices and deposits are forwarded to the Administration Office for accounting purposes.

11. Deposits from the bar activities will only be done the night of the event if it is safe to do so with 2 persons. Otherwise, the deposit will be done the next morning.

12. Copies of the deposits will be faxed to the Township Administration Office the

day they are sent to the bank. 13. Month-end deposits will be done on the last day of the month to ensure proper

cut-off.

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Appendix 55 Municipal Investment Policy INTRODUCTION

The purpose of this manual is to establish some general guidelines that municipal officials should consider during the formulation of an investment policy. Due to differing levels of staff resources and portfolio requirements between municipalities, the manual does not make recommendations specific to the policy formulation of any particular municipality. Rather each municipality should interpret these guidelines within the context of its own situation to develop a specific investment policy. The implementation of a formal investment policy is one extremely important element of an overall municipal cash management strategy. To ensure an effective investment policy, accurate cash flow forecasts should be available for a period of up to one year, ensuring that excess funds are fully utilized and temporary borrowing requirements are limited. Should cash flow requirements be unavailable or unpredictable, the ability municipal officials to fully utilize excess funds and minimize temporary borrowing requirements will be greatly curtailed. A formal investment policy will also serve to increase the level of internal control that a municipality has over its investment funds. Through the establishment of guidelines within the policy the investment process becomes much more accountable. Conformity with such guidelines will also increase the level of safety of invested funds. The documentation of an investment policy will act as an essential means to communication between the municipality and its financial institutions as well as within the municipality itself. A written investment policy will serve as a vital communication vehicle to Council.

Informing the financial institutions responsible for assisting the municipality in investment function, such as banks and investment dealers, of the municipality investment policy will increase the likelihood of attaining the goals established within such a policy. The first step in the development of an investment policy is the establishment of a set of objectives placed on the invested funds of a municipality. These objectives will differ substantially between investment portfolios established for different purposes. The demands placed on a portfolio that is set up to hold surplus funds relating to the current budget may differ significantly from those placed on one which is set up to invest lot levy receipts. The four major objectives of a municipal investment policy are:

1) Conform to legislative constraints

2) Ensure safety of principle

3) Maintain adequate liquidity

4) Maximize rate of return while

conforming to the above objectives.

The purpose of the portfolio is not the only consideration that will affect the establishment of municipal investment objectives. The size and sophistication of a municipality will have a great impact on objectives. A large municipality with substantial resources dedicated to the investment function might place more emphasis on the rate of return objective whereas a smaller municipality might adopt

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the more conservative approach of emphasizing safety. While neither approach can be construed as being superior in the general sense, both have their merits given specific circumstances. The establishment of objectives specific to the requirements of each municipality will

provide staff with some general guidelines in managing municipal funds. The next step in the process is the application of these objectives in a more specific and structured format. The establishment of an Approved List of Investments will give staff the direction necessary to realize policy objectives.

The Approved List states explicitly all government and corporate entities which are eligible investments for each municipal fund. Inclusion on an Approved List is dependent on eligibility through the appropriate legislation, the individual municipalities= policies or desires, and the maintenance of a minimum performance standard as measured by several criteria. Further restrictions on the Approved List based on individual and sectoral limitations should be established. To ensure the attainment of objectives and to maximize internal control within an investment policy, ongoing analysis of the appropriateness of both policy objectives and the Approved List should be undertaken. Updating the Approved List on a regular basis (at least annually) will ensure that the exposure to inferior credits is limited and thus the safety of principal is enhanced. This will also allow for investment in newly emerged credits that were previously inactive in the market or credits that have improved sufficiently to justify the investment in their paper. The establishment of a well documented investment policy complemented by ongoing review of such policy will maximize the ability of a municipality to meet its cash flow requirements and fully utilize its excess funds. The aforementioned considerations in policy formulation will be explored in greater detail in subsequent pages.

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OBJECTIVES OF AN INVESTMENT POLICY The four major objectives of an investment policy are: 1) Conform to legislative constraints 2) Ensure safety of principal 3) Maintain adequate liquidity 4) Maximize rate of return while

conforming to the above objectives. The first step in the development of an investment policy is to assign relative degrees of importance to each of these objectives in an overall municipal framework. Given the legislative requirements, safety of principal should be paramount in all cases. Further ranking of objectives specific to each fund and their varying requirements should be established. The considerations in assigning relative importance to the investment objectives are outlined below. Conform to Legislative Constraints The Revised Statutes of Ontario (1990) contain a number of provisions enabling municipalities to invest surplus monies. The sections of legislation of foremost importance to municipalities in this regard are the Municipal Act, sections 409, 417 and 418, and the Trustee Act, sections 26 and 27. These sections of legislation are attached as Appendix 1. It should be noted that further legislation enabling the investment of surplus municipal funds such as the Planning Act does exist but due to its limited application is not ealt within this text. Municipal officials involved in the investment function should familiarize themselves with the actual legislation and its applicability to their specific situations. Due to its permissive nature, the legislation does not override the use of sound analysis in determining the appropriateness of each investment decision. Investments that are eligible under the various major sections are outlined as follows:

Municipal Act, Section 409 This section governs the investment of Sinking Fund monies. Sinking Fund monies may be invested in any securities that a trustee may invest in under the Trustee Act. This section grants further legislative authority most notably the power to invest in debentures to the payment of which the Sinking Fund is applicable. Municipal Act, Section 417 This sections governs the investment of Reserve Fund monies. As is the case with Sinking Fund monies, Reserve Fund monies may be invested in any securities that a trustee may invest in under the Trustee Act. These legislative powers are greater than those granted for the use of Revenue Fund monies through section 418 of the Municipal Act. Reserve Fund and Sinking Fund monies are required much less frequently than Revenue Fund monies and, as such the time horizon for such investments may be longer than that for Revenue Fund investments. This suggests that liquidity is of a lesser priority for Reserve Fund and Sinking Fund investments. Municipal Act, Section 418 This section governs the investment of Capital and Revenue Fund monies. Any such security listed in this section is an eligible investment for the purposes of Revenue and Capital Fund monies. This section of legislation is the one most frequently used by municipalities to govern their investment functions. The legislative powers granted under this section are much more restrictive than those granted under sections 409 and 417. Trustee Act, Section 26 This section governs the investment of Trust Fund monies by a designated trustee.

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Any such securities listed in this section is an eligible investment for the purposes of the Trust Fund monies. This legislation further governs the investment of Sinking Fund and Reserve Fund monies through sections 409 and 417 of the Municipal Act respectively. Trustee Act, Section 27 This section provides for the investment of Trust Fund monies by a designated trustee beyond those investments authorized through Section 26. The investments authorized by Section 27 are subject to several restrictions and specific reference to the legislation is necessary to establish the eligibility of such investments. Eligible Investments A list of eligible investments under these sections of legislation is attached as Appendix 2. This list is intended to cover the major investment vehicles that are eligible for municipal purposes. While not an exhaustive listing, any investment in a vehicle not listed here should be very closely scrutinized to determine its legality. Eligible Issuers A further listing of eligible issuers is attached as Appendix 3. This Appendix is comprised of a listing of federally incorporated banks, trust and loan companies, and provincially incorporated trust and loan companies. These institutions are members of the Canada Deposit Insurance Corporation which was established to protect individuals having deposits with member firms against loss resulting from the insolvency of a member firm. The C.D.I.C. is empowered to insure deposits of up to $60,000 per individual per institution. The C.D.I.C. insures chequing and savings accounts, term deposits, guaranteed investment certificates and several other investment vehicles. Specific reference to the enabling legislation will ensure a thorough understanding of the insurance coverage.

Appendix 3 is included strictly for illustrative purposes and should not in any way be construed as a recommendation of any of the corporations contained herein. There are many further issuers that are eligible under these sections of legislation. However, a complete listing of all such issuers would be much too exhaustive and is not provided here. Reference to Government of Ontario publications listing firms incorporated under the Loan and Trust Corporations Act and other such relevant acts is recommended to provide a more complete listing of potential issuers. Ensure Safety of Principal Ensuring the safety of principal is of paramount importance for all municipal officials administering the investment function. The loss of municipal monies may result from the default of an issuer on principal or interest payments. The risk of this loss may be minimized through the establishment of a minimum performance standard that is applied to all potential issuers that are considered for the investment of municipal monies. Many municipalities lack the necessary resources to undertake an ongoing analysis of the credit worthiness and performance of governments and corporation s considered for the investment of municipal monies. Analysis of the credit worthiness of many issuers is undertaken by several reputable credit ratings agencies in Canada and the United States. Through the application of financial and economic analysis these agencies assess the relative strength of many issuers vis a vis their ability to maintain viable operations and meet all future obligations. The method of ranking issuers by relative strength varies between agencies. The relative ratings scales used by the major agencies. Moody=s and Standard & Poors in the United States, and Dominion Bond Rating Service and Canadian Bond Rating Service in Canada are included in Appendix 4. The establishment of a minimum credit rating required for all municipal investments

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should minimize the exposure of any municipality to potential defaults. The publications of the relevant credit ratings agencies should be monitored on an ongoing basis to ensure that municipal officials are aware of any changes in credit ratings and their potential implications with particular attention placed on the issuance of Acredit watches@ by any such agency. These Acredit watches@ are placed on institutions that potentially face a rating upgrade or downgrade.

An awareness of the credit ratings of all governments and corporations considered as possible investments for each municipality will ensure that municipal officials have a basic understanding of the underlying credit worthiness of such institutions. Where possible, further analysis of investments should be undertaken as a supplement to the information provided by the credit ratings agencies. Several factors to consider when analyzing the credit worthiness of an institution include:

Profitability The risk of default is usually lower for profitable firms than it is for firms which are not profitable. Industries which experience cyclical downturns should be monitored closely. Earnings Coverage One basic ratio that is utilized by credit analysts in determining an organization=s ability to meet its debt obligations is its earnings coverage. In its basic form the ratio is calculated as follows: net income before tax + interest expense interest expense A general rule of thumb is that the ratio should be 2 - 3 times coverage. Cash Flow Coverage This key ratio presents the organization=s ability to meet its debt servicing needs through operating cash flow. It is designed to complement the earnings coverage ratio which due to accrual accounting may not always accurately present the firm=s ability to meet its debt servicing without resorting to liquidation of assets. A generally accepted ratio would be approximately 2 times coverage. Capital Structure Analysis of the organization=s capital structure, including comparison against

industry averages, should identify the firm=s ability to manage its debt servicing through the various stages of the business cycle. Firms that have higher levels of equity than debt generally have more flexibility in handling their debt servicing during economic downturns. In addition to reviewing the deb to equity ratios the analysis should also account for the type of debt that an issuer has. Firms with floating rate debt will have less flexibility, in periods of rising rates, than other firms with fixed rate long term debt. Absolute Size Generally larger institutions are more able to manage changes in their debt servicing programmes caused by rising rates or loan losses. Further advantages generated through economies of scale might accrue to these firms. General Market Acceptance One very good source of information regarding the credit worthiness of an issuer is the actual market place. Interaction with investment dealers and other municipal investors will provide the municipal official with an understanding of which issuers are preferred for their credit worthiness, liquidity, rate and availability. Management A critical requirement for an organization to compete effectively in its environment is an effective management team. An investor

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should attempt to keep apprised of the market=s perception of the issuer=s management group. Note should be taken of changes in ownership and management to ensure that any potential change in direction that the issuer may pursue will not adversely effect its credit worthiness or ability to meet all future obligations. Trends to Monitor Beyond maintaining an ongoing awareness of the credit worthiness of issuers it is necessary to keep apprised of the general state of the economy. Monitoring trends in macro economic variables such as inflation, interest rates, and foreign exchange and their potential impacts on all investments is essential. The nature of business undertaken by issuers will dictate the

ability of such issuers to withstand any fluctuations in macro economic variables. Many industries are interest rate sensitive and investment in such industries should be predicated on the perception of what the future trend in rates will be. Likewise, foreign exchange considerations will have a substantial impact on the performance of issuers that have exposure to foreign currencies through their holdings or method of operations. These issuers should be monitored carefully. In the overall picture an understanding of where the economy stands in the business cycle is essential. Certain cyclical industries will perform poorly during a downturn, while other countercyclical industries which are shielded from recession will perform more favourably.

An ongoing awareness of the state of individual issuers and the economy as a whole will limit the potential loss of principal through default. It will also serve to minimize the loss or maximize the gain of principal realized through the purchase or sale of securities. The investment of funds in those that stand to gain from perceived trends in economic variables will improve the performance of the municipal portfolio. Further loss of principal is sustained through the use of inaccurate cash flow forecasts. Such forecasts will necessitate the liquidation of investments at in opportune times to cover unexpected cash flow requirements. The importance of the availability of accurate cash flow forecasts is reiterated in the objective of maintaining liquidity. Maintain Adequate Liquidity When reviewing the liquidity requirements of a portfolio the municipal finance officer must assess the confidence that can be placed in the cash flow forecasts. This is essential to the development of an effective investment policy. As the level of confidence in the cash flow forecast increases, the need for liquidity will decrease. If the municipal official is certain of the eventual

spending patterns of the portfolio there will be no need to liquidate securities to cover payments, provided funds are invested to the specific payout dates. However, in many cases cash outflows can only be estimated and therefore certain levels of liquidity must be built into the portfolio to manage forecast variances and other unanticipated demands. Liquidity can be measured in a number of ways. The key criterion that must be addressed is the ease with which one can convert the securities to cash. The most liquid instruments available are federal and provincial treasury bills, of which the federal bills are more liquid. While being the most liquid form of investment these treasury bills also provide the lowest return available in the market, due primarily to the lack of credit risk, high liquidity, and their wide acceptance. As such, there is a cost, albeit an opportunity cost, in having too much liquidity. Liquidity can be enhanced in other ways while still maintaining a reasonable average return on investment. Instead of purchasing bank term deposits and guaranteed investment certificates, which are relatively illiquid, a municipality could invest its funds in banker=s acceptance which are readily marketable in the money market and

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provide a similar rate of return. Several other issues will affect the level of liquidity required by each municipality. The level of contingency surpluses on hand to cover the impact of market volatility on the portolio=s asset values is extremely important. A substantial surplus will reduce the required level of liquidity. The level of liquidity of any such surplus will also affect the required level of liquidity for the remainder of the portfolio. Maximize Rate of Return While Conforming to Other Objectives The final objective of an investment policy is the realization of a competitive rate of return on the invested funds. From the municipal perspective this objective is important but it should not be given the level of priority accorded to safety of principal. There is a tradeoff between rate of return and safety of principal. Debt with a low credit rating will serve to maximize rate of return but offer limited safety. Conversely, Government of Canada debt will maximize safety but offer a much lower rate of return. There exists a policy somewhere between the two extremes whereby rate of return is maximized while maintaining conformity with the other set of established objectives. The degree to which one objective is emphasized over the other will depend on circumstances specific to each municipality and the source of the invested funds within the municipality.

Any municipal portfolio manager would like to avoid all potential losses on a given portfolio. However, it is not possible to entirely eliminate the potential for a loss. When weighing rate of return against safety of principal the portfolio manager must assess the municipal tolerance for losses on the portfolio. This tolerance must be used to determine the correct mix of securities in the municipal portfolio. Should no downside tolerance exist, funds should be invested in the safest possible security available. To ensure that a municipality receives a competitive rate of return on all invested funds an ongoing relationship should be established with several financial institutions involved in the investment function. Continued contact will develop a level of rapport and trust between the municipality and these financial institutions. When a municipality has funds available for investment several investment dealers should be contacted to provide quotations on the relevant securities. This will ensure that the rate received on any given security will be competitive. Furthermore, should a market on one specific security be unavailable a suggestion of a more appropriate alternative security might be provided. The same exercise may be undertaken with banks for the provision of banking services such as foreign exchange.

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APPENDIX 1 ENABLING LEGISLATION (SELECTED EXCERPTS) MUNICIPAL ACT - SECTION 409 SINKING AND RETIREMENT FUND DEBENTURES Sinking and retirement fund debentures

409. (1) A municipality may provide in a debenture by-law, (a) that all or a portion of the debentures are sinking fund debentures which have the principal payable on a fixed

date; or (b) that a retirement fund be established for the repayment of the principal amount of a class or classes of its

debentures other than sinking fund debentures. 2001, c. 25, s. 409 (1). Amount to be raised annually

(2) A by-law passed under this section shall provide in each year for the following amounts: 1. In respect of a sinking fund by-law, an estimated amount for the sinking fund which, with interest compounded

annually, will be sufficient to pay the principal of the debentures at maturity. 2. In respect of a retirement fund by-law for a class of debentures other than a sinking fund debenture, an amount

equal to or greater than the amount that would have been required for the repayment of the principal of the debentures in that year if the principal had been payable in equal annual instalments and the debentures had been issued for the maximum period authorized by the municipality for the repayment of the debt for which the debentures were issued. 2001, c. 25, s. 409 (2); 2002, c. 17, Sched. A, s. 79 (1).

Principal payable

(3) An amount required to be provided in a year under subsection (2) shall be deemed to be an amount of principal payable to the lender in the year for the purposes of subsections 403 (3) and 404 (8) and clause 408 (4) (a). 2002, c. 17, Sched. A, s. 79 (2). Exception

(4) Despite clause 408 (4) (b), a municipality that passes a by-law under subsection (1) is not required to pay an annual instalment of an amount of principal to the holder of a debenture issued under the by-law. 2001, c. 25, s. 409 (4). Limitation

(5) Except as provided in this section, no amount raised for a sinking or retirement fund, including earnings or proceeds derived from the investment of those funds, shall be applied towards paying any part of the current or other expenditure of a municipality. 2001, c. 25, s. 409 (5). Duty to annually certify balance

(6) On or before December 31 in each year, the municipal auditor shall certify the balance in each sinking and retirement fund of a municipality for the year. 2001, c. 25, s. 409 (6). Deficiency

(7) If the balance certified is less than the amount required in the year for the repayment of the sinking or retirement fund debentures for which the fund was established, the municipality shall pay an amount sufficient to make up the deficiency into the sinking or retirement fund. 2001, c. 25, s. 409 (7). Excess balance

(8) The certified balance may exceed the amount required in the year for the repayment of the sinking or retirement fund debentures for which the fund was established. 2001, c. 25, s. 409 (8).

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Reduction of levy, etc.

(9) Despite this Act, a municipality may amend a debenture by-law to reduce an amount to be raised with respect to a sinking or retirement fund to the extent that the certified balance of the fund, including any estimated revenue, is or will be sufficient to repay the principal of the debt for which the fund was established on the date or dates the principal becomes due. 2001, c. 25, s. 409 (9).

MUNICIPAL ACT - SECTION 409 (cont’d)

Repayment of principal

(10) Despite this Act, if the certified balance of a sinking fund or retirement fund, including any estimated revenue, is or will be sufficient to entirely repay the principal of the debt for which the fund was established on the date or dates the principal becomes due, the municipality may amend its debenture by-law to eliminate the provision for the raising of any amount for the sinking or retirement fund. 2001, c. 25, s. 409 (10). Remaining balance

(11) If there is a portion of a certified balance remaining after a municipality eliminates a provision for an amount to be raised in accordance with subsection (10), the municipality may apply the portion, (a) to the payment of interest on the principal of the sinking or retirement fund debenture; or (b) to each remaining sinking fund or retirement fund of the municipality proportionately as the amount of that

sinking fund or retirement fund bears to the total of all the remaining sinking or retirement funds. 2001, c. 25, s. 409 (11).

Further amounts

(12) If there is any amount remaining after applying the funds in accordance with subsection (11), the municipality may transfer the amount to the general fund of the municipality. 2001, c. 25, s. 409 (12). Upper-tier municipality

(13) If a sinking or retirement fund is established by an upper-tier municipality for the purposes or joint purposes of one or more of its lower-tier municipalities, the upper-tier municipality, (a) shall, if it reduces or eliminates any amount to be raised under subsection (9) or (10) with respect to the fund,

reduce or eliminate them for lower-tier purposes proportionate to the contributions to that fund by its lower-tier municipalities;

(b) shall, despite subsection (11), apply any portion under that subsection proportionate to the contributions to the fund or to all sinking or retirement funds of the municipality, as the case may be, by its lower-tier municipalities;

(c) shall, despite subsection (12), if there is any amount remaining after applying the funds in accordance with clause (b), transfer to its lower-tier municipalities their proportionate share of the amount based on their contributions to the fund; and

(d) shall, if it is required to pay an amount under subsection (7) to make up a deficiency, require one or more of its lower-tier municipalities to make payment to the upper-tier municipality for the deficiency, proportionate to the amount of their contributions to the fund, and may amend its debentures by-law accordingly. 2001, c. 25, s. 409 (13); 2002, c. 17, Sched. A, s. 79 (3).

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MUNICIPAL ACT - SECTION 417 RESERVE FUNDS Reserve funds

417. (1) Every municipality and local board, as defined in the Municipal Affairs Act, and any other body exercising a power with respect to municipal affairs under any Act in unorganized territory may in each year provide in its budget for the establishment or maintenance of a reserve fund for any purpose for which it has authority to spend money. 2001, c. 25, s. 417 (1). Approval

(2) If the approval of a municipality is required by law for a capital expenditure or the issue of debentures by or on behalf of a local board, the local board must obtain the approval before providing for a reserve fund for those purposes in its budget. 2001, c. 25, s. 417 (2). Investment

(3) The money raised by a body exercising a power with respect to municipal affairs under any Act in unorganized territory for a reserve fund shall be paid into a special account and may be invested only in the securities or classes of securities prescribed. 2001, c. 25, s. 417 (3). Expenditure of reserve funds

(4) A municipality may by by-law provide that the money raised for a reserve fund established under subsection (1) may be spent, pledged or applied to a purpose other than that for which the fund was established. 2001, c. 25, s. 417 (4). Regulations

(5) The Lieutenant Governor in Council may make regulations prescribing securities or classes of securities for the purpose of subsection (3). 2001, c. 25, s. 417 (5).

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MUNICIPAL ACT - SECTION 418 GENERAL FUNDS FINANCES ACCOUNTS AND INVESTMENTS Investment

418. (1) A municipality may invest in prescribed securities, in accordance with the prescribed rules, money that it does not require immediately including, (a) money in a sinking, retirement or reserve fund; (b) money raised or received for the payment of a debt of the municipality or interest on the debt; and (c) proceeds from the sale, loan or investment of any debentures. 2001, c. 25, s. 418 (1). Repayment

(2) An investment under subsection (1) shall be made repayable on or before the day on which the money is required and any earnings derived from the investment shall be credited to the fund from which the money was invested. 2001, c. 25, s. 418 (2). Combined investments

(3) A municipality may combine money held in any fund and deal with the money in accordance with subsection (1). 2001, c. 25, s. 418 (3). Allocation

(4) Earnings from combined investments shall be credited to each separate fund in proportion to the amount invested from it. 2001, c. 25, s. 418 (4). Delegation

(5) A municipality may delegate its power under this section to the treasurer. 2001, c. 25, s. 418 (5). Regulations

(6) The Lieutenant Governor in Council may make regulations, (a) prescribing rules for the purpose of subsection (1); (b) prescribing and defining securities or classes of them for the purpose of subsection (1); (c) providing that a municipality does not have power to invest in securities or classes of securities specified in the

regulation. 2001, c. 25, s. 418 (6).

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TRUSTEE ACT INVESTMENTS 26. A trustee may invest any trust money held in the classes of securities mentioned in this

section, but only if the investment is in other respects reasonable and proper.

(a) bonds, debentures or other evidences of indebtedness.

(i) of or guaranteed by the Government of Canada.

(ii) of or guaranteed by the government of any province of Canada.

(iii) of or guaranteed by the Government of the United Kingdom,

(iv) of any municipal corporation in Canada, including debentures issued for public, separatek secondary or vocational school purposes, or guaranteed by any municipal corporation in Ontario, or secured by or payable out of rates or taxes levied under the law of any province of Canada on property in such province and collectible by or through the municipality in which such property is situated;

(a) first mortgages, charges or hypothecs upon real estate in Canada;

(b) bonds, debentures or other evidences of indebtedness of a corporation that are

secured by the assignment to a trustee of payments that the Government of Canada has agreed to make, if such payments are sufficient to meet the interest as if falls due on the bonds, debentures or other evidences of indebtedness outstanding and to meet the principal amount of the bonds, debentures or other evidences of indebtedness upon maturity;

(c) debentures of any loan corporation that is registered under the Loan and Trust

Corporations Act;

(d) guaranteed investment certificates of any trust corporation that is registered under the Loan and Trust Corporations Act;

(e) bonds, debentures or other securities issued or guaranteed by the International

Bank for Reconstruction and Development established by the Agreement for an international Bank for Reconstruction and Development approved by the Bretton Woods and Related Agreements Act (Canada), if the bonds, debentures or other securities are payable in the currency of Canada or the United States of America;

(f) deposit receipts, deposit notes, certificates of deposit, acceptances and other

similar instruments issued or endorsed by any bank listed in Schedule I and II to the Bank Act (Canada); and

(g) term deposits accepted by a credit union as defined in the Credit Unions and

Caisses Populaires Act, R.S.O. 1980, c. 215, 2. 26.

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TRUSTEE ACT (cont’d) 27. (1) In addition to the investments authorized by section 26, a trustee holding trust

money for investment may invest such money in the following classes of investments, but only if the investment is in other respects reasonable and proper and is made in accordance with subsections (2), (3) and (4).

(a) bonds, debentures, debenture stock or other securities of any

corporation incorporated by Canada, or by any province of Canada, or by any former province now forming part of Canada, that are secured by a mortgage or hypothec to a trust corporation either singly or jointly with another trustee upon improved real estate of such corporation or other assets of such corporation of the classes mentioned in this section or in section 26;

(b) bonds, debentures or other evidences of indebtedness of a corporation

that are secured by the assignment to a trustee of payments that are payable, by virtue of an Act of a province of Canada, by or under the authority of the province, if such payments are sufficient o meet the interest as it falls due on the bonds, debentures or other evidences of indebtedness outstanding and to meet the principal amount of the bonds, debentures or other evidences of indebtedness upon maturity;

(c) bonds, debentures or other evidences of indebtedness of a corporation

that has paid,

(i) a dividend in each of the five years immediately preceding the date of investment at least equal to the specified annual rate upon all of its preferred shares, or

(ii) a dividend in each year of a period of five years ended less than

one year before the date of investment upon its common shares of at least 4 per cent of the average value at which the shares were carried in the capital stock account of the corporation during the year in which the dividend was paid;

(d) preferred shares of a corporation that has paid,

(i) a dividend in each of the five years immediately preceding the

date of investment at least equal to the specified annual rate upon all of its preferred shares, or

(ii) a dividend in each year of a period of five years ended less than

one year before the date of investment upon its common shares of at least 4 per cent of the average value at which the shares were carried in the capital stock account of the corporation during the year in which the dividend was paid;

(e) fully paid common shares of a corporation that, in each year of a period

of seven years ended less than one year before the date of investment,

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has paid a dividend upon its common shares of at least 4 per cent of the average value at which the shares were carried in the capital stock account of the corporation during the year in which the dividend was paid.

TRUSTEE ACT (cont’d)

(2) No investment shall be made under this section that, at the time of making such investment, would cause the aggregate market value of the investments made under this section to exceed 35 percent of the market value at that time of the whole trust estate, and, if in any estate or trust the trustee has retained, under the authority of the trust instrument, investments that had been acquired by the testator or settlor and that come within any of the classes authorized by this section, such investments shall be deemed to have been made under this section.

(3) No sale or other liquidation of any investment made under this section shall be

required solely because of any change in the ratio between the market value of such investments and the market value of the whole trust estate.

(4) In determining market values for the purpose of this section, a trustee may rely

upon published market quotations as to those investments for which such quotations are available, and upon such valuations of other investments as in the trustee=s judgement seem fair and reasonable according to available information. R.S.O. 1980, c.512, s.27.

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APPROVED LIST OF INVESTMENTS Once policy objectives have been identified, a formalized method to pursue such objectives must be established. The development of an Approved List of Investments will give municipal officials the necessary direction to attain the municipal objectives. The Approved List states explicitly all government and corporate entities which are eligible for investment in each of the municipal funds. Inclusion on an Approved List is dependent on eligibility through the relevant legislation as outlined in the previously stated objective of conformity to legislative constraints. Given legislative eligibility, one further constraint limiting the inclusion on an Approved List should be the maintenance of a minimum performance standard as measured by several criteria. The maintenance of a minimum credit rating in addition to minimum standards placed on several balance sheet ratios and overall management capabilities, as outlined in the objectives of ensuring safety of principal, is of paramount importance. Should an investment meet these aforementioned criteria it may be considered an eligible investment and included in the Approved List of the municipality. However, the establishment of a list of eligible investments is not the sole purpose of an Approved List. Guidelines which establish limitations for amounts invested in any one security are also necessary. Such limits should be established on both an individual and sectoral basis. In utilizing such guidelines a municipality will ensure that its investment portfolio is diversified. Diversification will maximize the safety of principal through limiting the exposure to any one investment vehicle. Liquidity requirements can also be factored into the Approved List by including term

restrictions. (ie. a minimum of 30% of the portfolio must be invested in securities with a term of 90 days, or no funds may be invested in a security with a term exceeding 10 years). This will help ensure that funds are readily available to meet unexpected cash requirements. Limitations established for the portfolio on an individual issuer basis should reflect the relative safety of each issuer. These limits may be stated in both percentage and absolute value terms. The limit placed on any one issuer of commercial paper might be set at $2,000,000 or 2% of the total value of the portfolio. Reflecting a higher degree of safety the limit placed on any one Schedule I Bank might be set at $5,000,000 or 5% of the total value of the portfolio. The safety of principal attached to a Government of Canada Treasury Bill dictates that Treasury Bills should be accorded a substantial upper limit. Individual issuer limits may be complemented by sectoral limits. For example, it would not be appropriate to have a portfolio containing 50 difference commercial paper issuers each comprising 2% of the total portfolio. As is the case with individual limits, sectoral limits should reflect the relative strength of each sector. Commercial paper might be assigned a limit of $10,000,000 or 10% of the total portfolio, whereas Schedule I Banks might be assigned a limit of $25,000,000 or 25% of the total portfolio. To further enhance the safety of principal of any one portfolio minimum limits may be placed on the highest quality investments (ie. no less than 10% of the total portfolio should be invested in Government of Canada Treasury Bills). Guidelines should be established for municipal funds in general. However, if a municipality has several funds established for varying purposes guidelines specific to each fund might be appropriate. If specific

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guidelines are established it would be reasonable to make those guidelines more restrictive for Revenue Fund than Reserve Fund investments.

It should be noted that an Approved List of investments is established solely as a guideline for municipal officials involved in the investment function. The use of an Approved List does not supersede the use of sound judgement when investing municipal funds. An Approved List is not designed to remove responsibility for specific investment decisions. Municipal officials must at all times remain accountable for their decisions and the inclusion of a particular credit on an Approved List should not be the sole justification for the investment of municipal funds in that credit. An Approved List should be used in conjunction with sound judgement and analysis. This can be likened to the APrudent Person@ rule which stipulates that the fund manager should invest as a prudent person would. The logistics of this exercise may become quite difficult in terms of quantifying what a prudent person would invest in. The function of an Approved List is to attempt to quantify the APrudent Person@ rule. Though Approved Lists are not foolproof, periodic revisions of such lists will limit the drawbacks associated with their use. The constraints used to limit the inclusion on an Approved List must also be monitored closely. The use of a minimum credit rating to determine eligibility is an attempt to eliminate investment in inferior credits. Unfortunately, it will also serve to

eliminate investment in many solid credits that are not currently rated. For example, many municipalities that are in sound financial condition are not rated. Investment in these municipalities might be safer than investment in many corporate borrowers that currently maintain the minimum credit rating outlined in the Approved List. To avoid this situation it might be best to apply different performance standards to municipalities. These standards might include measurement of economic diversity, the tax base and historic tax collection records of the municipality. The debt of all Ontario municipalities is not covered by a Provincial guarantee and, therefore, the ability of any one municipality to meet future obligations is contingent on the continued strength of the tax base of that municipality.

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APPENDIX 2 ELIGIBLE LIST OF INVESTMENTS UNDER MUNICIPAL ACT/TRUSTEE ACT ************ DESCRIPTION SECURITY/FORM DENOMINATIONS/TERMS Bank Swap Deposits A non-liquid interest bearing Direct unsecured obligations $100,000 minimum instrument issued by banks. Of the chartered banks. 1 - 365 days (usually a U.S. dollar deposit Fully registered. with a foreign exchange swap attached) Bankers= Acceptances A negotiable discounted draft Payment guaranteed by the Minimum $100,000 drawn by a corporate borrower issuing (accepting) chartered Increments of $100,000 and endorsed or accepted by a bank. 1 - 364 days chartered bank for payment on Bearer form. 30 - 364 days a specified date. Second most (initial offering) liquid instrument in the Canadian money market after Treasury Bills. Not always available in all terms beyond 90 days. Bearer Deposit Notes A discounted promissory note Direct obligation of a chartered Multiples of $100,000 issued by chartered banks and bank and secured by the general 1 - 364 days most often remarketed through credit of the bank. investment dealers. Bearer form. Canada Treasury Bills Discounted promissory notes Direct obligations of the $1,000; $5,000; $25,000; issued by the Government of Government of Canada. $100,000; and $1,000,000 Canada. Bank of Canada offers Bearer form. 91,182 or 364 days 3 month, 6 month and 1 year bills weekly via a competitive tender on behalf of the government. Most liquid market. Commercial Paper

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Interest bearing or discounted Secured by the general credit $100,000 minimum negotiable short term promissory standing of the issuing up to 365 days notes issued by eligible corporate corporation and supported by borrowers on a demand basis. Bank lines of credit. May also

be guaranteed by parent company. Bearer form or fully registered.

DESCRIPTION SECURITY/FORM DENOMINATIONS/TERMS Eurodollar Certificates of Deposit Interest bearing negotiable C.D.=s Direct, unsecured obligations $1,000,000 minimum issued by London branches of of the issuing bank. 1 day to 5 years Canadian Chartered Banks, fully Bearer form. hedged against currency fluctuations. Municipal Promissory Notes Interest bearing or discounted short Direct obligations of the $100,000 multiples less term promissory notes issued by municipal government. Than 90 days Ontario and other Canadian Bearer form or fully registered. municipalities. Paper of Chartered Bank Subsidiaries Interest bearing or discounted promissory Direct obligation of the $100,000 minimum notes issued by leasing, mortgage or subsidiary and secured by the 30 - 365 days property affiliates of chartered banks. general credit of the parent 1 to 5 years

bank. Bearer form or fully registered.

Provincial Treasury Bills/ Promissory Notes Promissory notes issued periodically Direct obligation of, or Denominations and term by Provinces or their crown agencies unconditionally guaranteed by vary between Provinces. (discounted, interest bearing or a provincial government. coupon discount). Bearer form, registered as to

principal or fully registered. Term Deposits Referred to as Deposit Receipts, Direct obligation of the issuing $5,000 minimum Term Notes or Certificates of bank, trust company or loan 1,000,000 maximum Deposit, are non-negotiable, corporation. 30 - 365 days non-transferable receipts of Guaranteed up to $60,000 by $100,000 minimum deposits (interest bearing), except the Canada Deposit Insurance 1 day to 1 year term deposit receipts can be Corporation. cashed at any time at reduced Fully registered. rates. (see BDN=S) Guaranteed Investment Certificates Referred to as G.I.C.=s. Generally Direct obligation of the issuing $500 minimum locked in for full term, if issued under bank, trust company or loan Term varies one year in term. Longer term corporation. (interest bearing) issues can be Guaranteed up to $60,000 by

19

negotiable. Issued by banks and the Canada Deposit Insurance trust companies. Corporation.

Fully Registered. DESCRIPTION SECURITY/FORM DENOMINATIONS/TERMS CMHC-Mortgage Backed Securities Interest bearing investment in a poolDirect obligation of, or $1,000 minimum of residential mortgages which are unconditionally guaranteed term 3 - 10 years guaranteed as to timely payment of by the Federal Government. interest and principal by CMHC. Fully registered. Monthly payment includes distribution of principal, interest, prepayments and, in some cases, penalty interest. Floating Rate Notes Interest bearing promissory notes Direct obligation of the issuing $100,000 minimum issued by banks and trust companies. bank or trust company. Term varies but Interest rate is variable based on a Fully registered. Primarily 18 number of potential predetermined months – 5 years indices: ie. 91 DAY T-BILL RATE. Interest can be paid on a monthly, quarterly or semi-annual basis. Federal/Provincial Bonds and Guarantees Interest bearing bonds issued Direct obligation of the $1,000 minimum by the Government of Canada, government of the Crown Term varies Provinces and Guarantees. Agency. Bearer form,

registered as to principal or fully registered.

Municipal Debentures Interest bearing debentures Covered by the taxation powers $1,000 minimum issued by the municipal of the municipality. Bearer form, Term varies governments. Registered as to principal or

fully registered. Corporate Bonds/Debentures Interest bearing securities issued Bonds guaranteed by claim $1,000 minimum by eligible corporations. against varying types of assets, Term varies

ie. first mortgage. Debentures not guaranteed by claim against assets. Bearer form, registered as to principal or fully registered.

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ELIGIBLE LIST OF INVESTMENTS

PRIORITY OF OBJECTIVES LEGALITY

Rate of Safety Liquidity Return Eligible Funds

Bank Swap Deposits Medium Low High 1 Banker=s Acceptance High High High 1 Bearer Deposit Notes Medium High High 1 Canadian Treasury Bills High High Low 1 Commercial Paper Low Medium High 2 Eurodollar Certificate of Deposit Medium Low Medium 1 Municipal Promissory Notes High Low Medium 1 Bank Subsidiary Paper Medium Medium High 1 Provincial Treasury Bills High High Low 1 Term Deposits Medium Medium Medium 1 G.I.C. Medium Medium Medium 1 CMHC Mortgage Backed Securities High Medium High 1 Floating Rate Notes Medium Low High 1 Federal/Provincial Bonds High High Low 1 Municipal Debentures High Low High 1 Corporate Bonds/Debentures Low Medium High 2 1. Eligible for Revenue, Capital, Trust and Reserve Funds. 2. Eligible for Trust and Reserve Funds.

This table is intended to provide basic guidelines only. Within each class of investment wide variances in safety, liquidity and rate of return will exist. ie. A corporation bond with an AAAA@ rating will carry a high degree of safety while a corporate ABBB@ bond will carry a low degree of safety.

Further variance within each class of security does exist. Several instruments

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are available in either negotiable or non-negotiable form (notably G.I.C.=s). A negotiable instrument is highly liquid whereas a non-negotiable instrument is illiquid.

The safety of an investment is inversely related to the term to maturity of the security. A short term investment in a particular credit is considered safer than a longer dated investment in the same credit.

APPENDIX 3

ELIGIBLE LIST OF ISSUERS FEDERALLY INCORPORATED BANKS ABN AMRO Bank Canada Hapil Bank Canada Amex Bank of Canada Hongkong Bank of Canada ANZ Bank Canada Industrial Bank of Japan (Canada) (The) Banca Commerciale Italiana of Canada International Commercial Bank of Cathay

(Canada) Banca Nazionale Del Lavoro of Canada Israel Discount Bank of Canada Banco Central of Canada Korea Exchange Bank of Canada Bank Hapoalim (Canada) Laurentian Bank of Canada Bank Leumi Le-Israel (Canada) Manulife Bank of Canada Bank of America Canada Mellon Bank Canada Bank of Boston Mitsubishi Bank of Canada Bank of China (Canada) Morgan Bank of Canada Bank of East Asia (Canada) (The) National Bank of Canada Bank of Montreal National Bank of Greece (Canada) Bank of Nova Scotia (The) National Westminster Bank of Canada Bank of Tokyo Canada (The) NBD Bank, Canada Banque Nationale de Paris (Canada) Overseas Union Bank of Singapore

(Canada) Barclays Bank of Canada Paribas Bank of Canada BT Bank of Canada Republic National Bank of New York

(Canada) Canadian Imperial Bank of Commerce Royal Bank of Canada Canadian Western Bank Sakura Bank (Canada) Chase Manhattan Bank of Canada (The) Sanwa Bank Canada Chemical Bank of Canada Security Pacific Bank Canada Cho Hung Bank of Canada Societe Generale (Canada) Citibank Canada Sottomayor Bank Canada Credit Lyonnais Canada Standard Chartered Bank of Canada Credit Suisse Canada State Bank of India (Canada) Dai-Icki Kangyo Bank (Canada) Sumitomo Bank of Canada Daiwa Bank Canada Swiss Bank Corporation (Canada) Deutsche Bank (Canada) Tokai Bank of Canada Dresdner Bank Canada Toronto-Dominion Bank (The)

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First Interstate Bank of Canada Union Bank of Switzerland (Canada) Fuji Bank Canada United Overseas Bank (Canada)

Source: Canada Deposit Insurance Corporation Member Institutions - February 1993 This appendix is included strictly for illustrative purposes and should not in any way be construed as a recommendation of any of the corporations contained herein. FEDERALLY INCORPORATED TRUST AND LOAN COMPANIES AGF Trust Company Metropolitan Trust Company of Canada Bank of Montreal Mortgage Corporation Montreal Trust Company of Canada Bank of Nova Scotia Trust Company (The) Morguard Mortgage Investment Company of

Canada Bayshore Trust Company MTC Mortgage Investment Corporation Canada Trust Company (The) Mutual Trust Company (The) Canada Trustco Mortgage Company NAL Mortgage Company CIBC Mortgage Corporation Natcan Trust Company CIBC Trust Corporation Peace Hills Trust Company Citizens Trust Company Peoples Trust Company Confederation Trust Company Premier Trust Company (The) Co-operative Trust Company of Canada Prenor Trust Company of Canada Equitable Trust Company (The) Royal Bank Mortgage Corporation Evangeline Savings and Mortgage Company Royal Trust Corporation of Canada Evangeline Trust Company Scotia Mortgage Corporation General Trust Corporation of Canada Security Home Mortgage Investment

Corporation Granville Savings and Mortgage Corporation Settlers Savings and Mortgage Corporation Hongkong Bank Mortgage Corporation Sun Life Savings and Mortgage Corporation Household Trust Company Sun Life Trust Company Income Trust Company TD Mortgage Corporation International Trust Company (The) TD Pacific Mortgage Corporation Laurentian Bank of Canada Mortgage Corporation TD Trust Company Laurentian Bank Savings & Mortgage Corporation Trust Company of the Bank of Montreal

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(The) League Savings & Mortgage Company Victoria and Grey Mortgage Corporation Merchant Private Trust Company (The) Source: Canada Deposit Insurance Corporation Member Institutions - February 1993 This appendix is included strictly for illustrative purposes and should not in any way be construed as a recommendation of any of the corporations contained herein. PROVINCIALLY INCORPORATED TRUST AND LOAN COMPANIES Aetna Trust Company Landmark Savings and Loan Association Bonaventure Trust Inc. Laurentian Trust of Canada Inc. Civil Service Loan Corporation London Trust & Savings Corporation Community Trust Company Ltd. Mackenzie Trust Company Desjardins Trust Inc. Monarch Trust Company Dominion Trust Company (The) Montreal Trust Company Effort Trust Company (The) Municipal Savings & Loan Corporation

(The) Family Trust Corporation Municipal Trust Company (The) FirstLine Trust Company National Trust Company Fortis Trust Company North American Trust Company General Trust of Canada North West Trust Company Home Savings & Loan Corporation Pacific & Western Trust Corporation Inland Trust and Savings Corporation Ltd. Royal Trust Company (The) Investors Group Trust Co. Ltd. Savings and Investment Trust

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Source: Canada Deposit Insurance Corporation Member Institutions - February 1993 This appendix is included strictly for illustrative purposes and should not in any way be construed as a recommendation of any of the corporations contained herein.

Appendix 56 Tax Information Policy Policy Information coded on the HARD COPY of the assessment roll is public

information, (provided electronic means are not used to sort the data). All other tax information including payments, payment history and outstanding

balances is private information and can only be provided to the property owner or his/her agent.

Who Is An Agent? A lawyer who is acting for the owner of the property in a sales transaction, or

other litigation. The lawyer must provide written confirmation from the owner that they are acting as their agent. Otherwise a Tax Clearance Certificate is required.

A mortgage company, which has been issued the most current tax bill for the property.

In reasonable circumstances (with the written consent of the owner), a relative or friend. Staff must have some assurance that the information provided will benefit the property owner.

The release of information through a Tax Clearance Certificate under the Municipal Act.

Under this policy, examples of persons who will not be provided with verbal or written private information without ordering a Tax Clearance Certificate are:

1. Lawyers acting for “purchasers” of the property in question. 2. Real Estate agents. 3. Property speculators 4. Mortgage companies who were not issued the most current tax bill. 5. All other except for owners and their agents.

Notes:

(a) Any requests for tax information by the vendor’s lawyer (agent), is to be submitted in writing along with the property owner’s signed authorization and a document in a format similar to a tax certificate will be provided by fax or e-mail. No tax information will be provided verbally.

(b) Where tax information is required for a sale or purchase closing in 3 days or less, a written request and a copy of the cheque for the required fee can be faxed or e-mailed and a Tax Clearance Certificate will be prepared and faxed or e-mailed. Upon receipt of the funds, the original Tax Clearance Certificate will be mailed.

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Appendix 57 Tangible Capital Assets Tangible Capital Asset Policy The Township of Severn (herein referred to as the “Township”) will follow a prescribed policy to record and manage the tangible capital assets owned and operated by the Township. The policy is intended to follow Generally Accepted Accounting Principles (GAAP) and pronouncements made by the Public Sector Accounting Board (PSAB). The objective of this policy is to prescribe accounting treatment for tangible capital assets so that users of the financial statements can discern information about the investment in property, plant and equipment and the changes in such investments. If the meaning of a word is unclear it should be looked up first in the definition section as to not confuse the intended meaning of a word with anything external to this document. This policy was produced in large by following guidelines found in the “Guide to Accounting for and Reporting Tangible Capital Assets” published by PSAB. Some sections have been lifted directly from the guide for information purposes while others have been altered to reflect the Township’s decision. In cases where the policy does not provide enough direction or a policy does not exist for a certain aspect in capitalizing tangible capital assets, it may be best to refer back to the Guide to Accounting for and Reporting Tangible Capital Assets. Definition of a Tangible Capital Asset Tangible Capital Assets, as stated in the “Guide to Accounting for and Reporting Tangible Capital Assets” published by PSAB, are non-financial assets having physical substance that: (a) are held for use in the production or supply of goods and services, for rental to

others, for administrative purposes or for the development, construction, maintenance or repair of other tangible capital assets;

(b) have useful economic lives extending beyond an accounting period; (c) are used on a continuing basis; and (d) are not for resale in the ordinary course of operations. (PS 3150.05)

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Recognition Criteria If an item is considered to be a tangible capital asset, it must meet two criteria before being recorded for reporting purposes: 1. It must satisfy the definition of a tangible capital asset. 2. It must have a cost or other value that can be reliably measured. Key elements of the definition of a tangible capital asset include:

• They are economic resources controlled by a local government. • They are a result from a past transaction or event. • They embody future economic benefits that are reasonably anticipated to be

realized. • They are held for own use on a continuing basis and not for resale in the ordinary

course of business. • They have economic lives extending beyond the accounting period.

Items which do not satisfy this criteria or whose value cannot be measured or reasonably estimated cannot be recognized in the financial statements. Materiality Threshold The definition of materiality encompasses a nominal amount that makes something significant or will have an effect on decision makers or users of the financial statements. Therefore, the materiality threshold refers to the threshold or minimum amount that expenditures must exceed before they are capitalized as a tangible capital asset. Items not meeting the threshold are expensed in the period. The Township has set this threshold at various levels for different types of assets. A balanced threshold will keep an accurate presentation of information for decision makers and the cost of acquiring and maintaining such information. Therefore these amounts may be charged in the future. Some assets are still reported even though their value is below the threshold. Usually such assets are pooled since when grouped with similar assets represent a significant investment that is higher than the threshold. Assets to be pooled are decided on a case by case basis to determine if reporting is beneficial and tracking the assets afterwards is feasible.

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Asset Category Threshold

Land 2,000 Site Improvements 5,000 Buildings 25,000 Work in Progress Capitalize Only Machinery & Equipment 5,000 Vehicles 5,000 Pooled Items 40,000 Aggregate Infrastructure / Linear Assets 100,000 The minimum threshold amount for betterments has been set to 20% of the historical cost of the related asset. In addition to being more than 20% of the historical cost of an asset, one of the following must be met:

• The estimated life of the asset is increased by more than 25%; • The cost results in an increase in capacity of the asset; or • The efficiency of the asset is increased by more than 10%.

Concept of Control Another key concept in determining if a particular asset should be reported in the financial statements is the concept of control. The Township may not have title to an asset but the asset is recognized in its financial statements because the economic benefits substantially accrue to the Township. Under GAAP, it is important to report the economic substance of significant items instead of what it legally entails. To determine whether an item should be capitalized when it is not legally owned by the Township it is necessary to consider the indicators of control:

• Is the Township the beneficiary of future economic benefits from the asset? • Do the terms and conditions of legislation or a contract transfer substantially all

the benefits and risks associated to ownership to the Township? • Is the Township responsible for the asset’s performance, availability and

maintenance? • Is the Township responsible for renewal and replacement of the asset? • Does the Township bear all risk of obsolescence, environmental liability,

uninsured damage or condemnation of the asset? • Has the local government been using the asset on a continuing basis in the

production or supply of goods and services? • Have third parties made significant use of the asset but the local government is

able to restrict use? • Is the local government responsible for the construction costs of the asset and

the financial or other implications of cost and time overruns caused by events outside of its control during the construction period or subsequent warranty repairs?

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Methods of Approach There are two approaches to capitalize assets which are the single asset approach and the component approach. The single asset approach considers an asset to be one item built of smaller components connected together. The aggregate of all costs of the parts of the asset would be capitalized and amortized as a single item. Items that can be considered as single assets would be a vehicle or a computer. The component approach entails a system that capitalizes and amortizes individual components. Computer networks or a building are good examples of the component approach as the individual parts of the computer network, such as a router, server and software, are capitalized and amortized separately. For a building, the roof, foundation and air conditioning system may be considered separate parts and accounted for separately. This method may be accepted as different components of an asset may age quicker than other parts. For example, an air conditioning unit of a building will age quicker than the building itself and it is likely that the unit will be replaced before the building’s life is expired. Either method is equally acceptable factors that may affect the choice of which method would include:

• The significance of amounts • The volume of individual asset components • Availability of costing information to specific components • Specific information needs of decision makers

Items that may use the component approach and their components: Buildings

• Structure • Equipment or major components (HVAC, Furnace, Condenser, etc.)

Bridges

• Deck (30% of historical cost) • Structure (70% of historical cost)

Roads

• High and Low Class Bituminous Roads (HCB & LCB) • Asphalt Layer • Sublayer

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Water & Sewer Infrastructure (where information is available)

• Watermain Piping • Sanitary Sewer Piping • Forcemains • Meters • Valves & Boxes • Storm Sewer Manholes • Sanitary Sewer Manholes • Fire Hydrants

All other assets are considered to be under the single asset approach. If the components are a part of the building upon acquisition / construction then they are considered part of the historical value and broken into their components. If they are added to the building at a later point in time they must meet the criteria of a betterment. Valuation Methods Historical Cost The primary measurement method, the value at which an asset was acquired, developed or constructed. It avoids the uncertainties of other methods as it is based on past transactions that were bargained. Reproduction Cost Measure the value of a tangible capital asset as the current cost to reproduce it identically. This does not attempt to take into account impacts on costs such as changes in technology or construction methods. Replacement Cost Measures the value of a tangible capital asset as the current cost to replace an asset. Replacement costs would reflect alternative uses for assets and are the current economic costs of obtaining similar service potential. Advantages of replacement costs are that it shows a realistic and understandable value for reported assets. This does take into account changes in technology and construction methods. Replacement costs can be obtained from appraisals, quotes from suppliers and such things like insurance records. Market Value Market value is the value of an asset based on the price it would be agreed upon between two parties in an open market at arm’s length without constraints. The same benefits exist as replacement costs with market value. However, there is not always an open market for certain types of assets. For example, bridges or roads are not usually sold on an open market.

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Fair Value Fair value is the value of an asset based on an appraisal. An appraiser will find a value by applying different valuation approaches and by referencing market data and reasoning to arrive at a value. Fair value is quite similar to market value. However, it is created for assets that do not have an open market. PS 3150 requires that assets be recorded at cost, however, historical cost is not always available and in these circumstances another method of valuation may be used. In using other methods it would be appropriate to discount the value back to the year of acquisition if applicable. In any situation where an item need to be discounted, the Consumer Price Index (CPI) has been selected as the most appropriate index for the Township’s needs. A historical summary of the CPI can be found in the appendix. The CPI value is obtained by averaging the total CIP indexes (not seasonally adjusted) for the 12 months of the calendar year. Valuation of Assets without Historical Data In some cases an asset’s original cost may be available but multiple betterments have been made since the original construction. If original contract details for the betterments are not available, estimations of development costs can be used to determine opening balances. Elements of Cost Cost is the gross amount of consideration exchanged to acquire, construct or develop a tangible capital asset. This cost also includes costs that are directly attributable to the acquisition, construction or development of the asset and should therefore also be capitalized and amortized along with the asset. These costs may include:

• Costs of site preparation • Initial delivery and handling costs • Installation or assembly costs • Costs of testing that the asset is functioning properly prior to or during installation • Professional fees (such as legal, engineering, etc.) • Interest charges during acquisition • Advertising costs

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The key to determining if a cost is directly attributable to an asset is if the cost can be easily measured and traced back to the preparation of the asset for service. For example, the salary, wages and benefits of the staff of a design department that are directly related to completing engineering drawings for a constructed asset could be allocated to the gross cost of that asset. Allocation of a portion of fixed costs (things such as occupancy charges) is not usually considered a directly attributable cost but a cost of doing business and not capitalized. Restrictions have been placed on carrying costs by PSAB. Carrying costs incurred while land acquired for building purposes being held without any associated construction or development activity do not qualify for capitalization. Capitalization of carrying costs also ceases when a tangible capital asset is ready for use in producing of goods or services. Contributed Assets The Township may receive contributions of tangible capital assets. For example, parcels of land or infrastructure may be transferred from the provincial or federal levels of government at no cost. In the past, the Township has also received contributions from developers who build a subdivision which include roads, streetlights, sidewalks and parkland which are then handed over to the Township for maintenance and ownership. Contributed assets meet the criteria for recognition as a tangible capital asset because they embody a future economic benefit that the Township will control. PS 3150 states that the cost of a donated or contributed asset is considered equal to its fair value at the date of contribution. If fair value is not available then a replacement cost discounted back to the year of acquisition is acceptable. Assets Transferred in 1994 Some assets were transferred to the Township in 1994 upon amalgamation. In the case where historical information did exist for assets, the value used on acquisition is the historical value at the time of transfer. For assets where historical information did not exist, a deflated reproduction, replacement, market value or fair value may be used. The half year rule will be applied to these assets when the acquisition month is unknown. Categories of Capitalization A category of capitalization is a grouping of assets of a similar nature or function in the Township’s operations. Assets are grouped into the following categories:

• Vehicles • Equipment • Pooled Assets • Buildings

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• Land • Roads • Roads Infrastructure (bridges & culverts) • Water & Sewer Infrastructure (storm, water & sewer)

Under each category assets are further grouped into the respective function of government they serve. Pooled Assets Pooled assets are assets which on their own do not meet set thresholds but when grouped with similar assets represent a significant investment and are recorded. The decision to pool assets is decided on a case by case basis. Pooled assets will appear in the asset register as one item but further information can be found about the pool in the pooled asset register. The following assets shall be pooled:

• Bunker Suits • Self Contained Breathing Apparatus (SCBAs) • Portable Radios • Library Books • Furniture • Watermain • Sanitary Sewer • Storm Sewer

Betterments & Maintenance The cost of an asset should also include subsequent expenditures that were made for upgrades or “betterments”. Betterments are considered enhancements made to an asset to increase service capacity. Service capacity is considered to be increased when:

• When there is an increase in the previously assessed physical output or service capacity

• Where associated operating costs are lowered • The useful life of the property is extended • The quality of the output is improved

Any other expenditures are considered maintenance or repair and expensed in the period.

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The difference between a repair / maintenance and a betterment is usually that a repair or maintenance maintain the predetermined service potential of a tangible capital asset for a given useful life. A betterment increases service potential and may or may not increase the remaining service life of the tangible capital asset. The minimum threshold amount for betterments has been set to 20% of the historical cost of the related asset. In addition to being more than 20% of the historical cost of the asset, one of the following must be met:

• The estimated life of the asset is increased by more than 25%; • The cost results in an increase in capacity of the asset; or • The efficiency of the asset is increased by more than 10%.

Clarification of Betterments Replacement / Upgrade of Component Replacement / upgrade involves the removal of component parts and substitution of a new part of component. If the part being replaced was distinct and recorded separately in the accounting records, then the item is disposed of accordingly and the new component recorded. Refer to “disposal” section for financial implications. If the replacement of the component results in an increase in efficiency, quality or extends the life of an asset, then the replacement is considered a betterment. The costs of the replacement / betterment should be recorded if it meets the betterment threshold criteria. Additions Additions are enhancements made to existing assets that extend, enlarge or expand the property. As they increase the service capacity they are automatically considered a betterment. The costs of the addition should be capitalized if it meets the betterment threshold criteria. Work in Progress Work or construction in progress represents the costs incurred to date on a project that is not yet completed and ready for service. Examples of such projects would include road projects, water and sewer construction or custom-tailored software that is not yet near substantial completion. These costs are capitalized and reported on the financial statements for the period. However, they are not amortized until put into service. The amount of work in progress also needs to be differentiated from the other capitalized items.

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Disposals PS 3150 requires that the difference between the net proceeds of disposition of a tangible capital asset and the net book value of the asset should be accounted for as a revenue or expense in the statement of operations. Disposals of assets in the accounting period may occur by sale, trade-in, destruction, loss or abandonment. Disposals represent a decrease in investment of tangible capital assets. When a tangible capital asset is disposed of, the cost and accumulated amortization is removed from the accounts. When a component of a complex network is replaced, the removal from service of the old asset is treated as a disposal. For example, if a section of road is resurfaced, the cost of the old section of road and accumulated amortization is removed from the accounts. The difference between the salvage value and the carrying amounts, if any, is reported as revenue or expense. Deemed Disposition Some local governments have adopted a deemed disposition policy for certain capital assets where asset replacement may occur on a regular basis but the administrative costs to separately track and account for each acquisition and disposal transaction would be prohibitive. In these situations, the total additions and disposals are recorded and amortized over the applicable estimated useful life. At the deemed disposition, the full cost of the asset and the related accumulated amortization is removed from the accounting records. Deemed disposition relates largely to pooled items where an inventory of all the items in the pool do not exist. Pooled items are distinguished in the notes column of the asset register. Amortization PS 3150 requires that: The cost of any residual value of a tangible capital asset with a limited life should be amortized over its useful life in a rational and systematic manner appropriate to its nature and use by the government. (PS 3150.22) The amortization of the costs of tangible capital assets should be accounted for as expenses in the statement of operations. (PS 3150.23) The amortization method and estimate of the useful life of the remaining unamortized portion of a tangible capital asset should be reviewed on a regular basis and revised when the appropriateness of a change can be clearly demonstrated. (PS 3150.29)

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Straight-line amortization has been selected as the appropriate method for amortizing the Township’s assets and will begin in the month an asset is acquired. The mathematical formula to determine amortization for the year for a particular asset would be:

Amortizaton Expense = (Asset’s Value – Residual Value) / Useful Life in Years However, in all cases it has been decided that assets will have a residual life of zero by the end of their useful lives. Therefore, the formula will simply be the asset’s value divided by it useful life. Assets will be amortized individually but to simplify depreciation schedules will be grouped into categories. Each asset will have an individual expense that would be found in the asset register. The half-year rule will be applied when calculating depreciation for assets where the month of the acquisition is not known. This rule makes the assumption that an asset was acquired in the middle of the operating period. This half-year rule divides an asset’s depreciation by half in the assets first and last year of operation. Amortization can be rounded to the nearest dollar as it is only an accounting estimate and it does not need to be as precise. Once an asset is fully depreciated, it is removed from the accounting records. However, the item will not be removed from the asset register as it may still be in service. Assets will only be removed from the asset register when they are disposed of. Refer to Disposals section for financial implications. The method of asset amortization and estimated useful life must be reviewed on a regular basis which is mostly event driven. Before any changes are made to the amortization method or the estimate of the asset’s remaining use life, it must be clearly demonstration that those changes are justified. Reviews of asset amortization and estimated useful life will be done on an on-going basis. Useful Life Useful life is normally considered the shortest of the asset’s physical, technological, commercial and legal life. An asset’s useful life is based on its use by the Township. Estimating useful lives of assets is a matter of judgement that should be based on experience and plans for the asset. Factors such as how the asset is expected to meet service and technology demands should also be considered.

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Other factors to be considered in estimating the useful life of a tangible capital asset include:

• Expected future usage • Effects of technological obsolescence • Expected wear and tear from use or passage of time • The maintenance program • Geological concerns • Capacity versus actual usage • Studies of similar items retired • Changes in demand for services • Conditions of existing comparable items

The estimated useful life may be revised in later years of services due to excessive wear and tear, technological changes such as obsolescence and regulation changes. Other significant events that may indicate a need to revise the estimated useful life of an asset may include:

• Change in the usage of an asset • Change in the manner that the asset was used • Removal of asset from service for extended period of time • Physical damage or destruction • Lack of maintenance • Unexpected rates of structural deterioration

A table in the appendix provides a basic guideline for particular assets that have already been included in the asset register. This table was compiled from input from department heads and case studies. Impairment of Assets PS 3150 requires that: When conditions indicate that a tangible capital asset no longer contributes to a government’s ability to provide goods and services or that the value of future economic benefits associated with the tangible capital asset is less than its net book value, the cost of the tangible capital asset should be reduced to reflect the decline in the asset’s value. (PS 3150.31) The net write-downs of tangible capital assets should be accounted for as expenses in the statement of operations. (PS 3150.33)

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When the Township can: (a) objectively estimate a reduction in the value of a tangible capital asset’s service

potential; and (b) has persuasive evidence that the reduction is expected to be permanent, the cost of the asset would be written down to the revised estimate of the value of the asset’s remaining service potential to reflect the change. Where either of these conditions is not met, the asset is not written down. Impairment Tests Typically, the reason for an impairment test is because of a change of circumstances of an asset. Conditions that may indicate a write-down include:

• A change in the extent to which the tangible capital asset is used • A change in the way a tangible capital asset is used • Significant technological changes • Physical damage • Removal of the asset from service • A decline or cessation of the need for the services provided by the asset • A decision to halt construction of the asset before it is complete or in usable or

sellable condition • A change in the law or environment affecting how the asset can be used.

Accounting for Asset Impairment A write-down adjusts the cost of an asset to reflect a decrease in service. A corresponding adjustment is made to the accumulated amortization and the net adjustment is reported as an expense in the statement of operations. The new cost is amortized over the remaining useful life of the asset. Disclosure Requirements PS 3150 requires that: The financial statements should disclose for each major category of tangible capital assets and in total: (a) cost at the beginning and end of the period (opening and closing balances) (b) additions in the period (c) disposals in the period (d) the amount of any write-downs in the period (e) The amount of amortization of the costs of tangible capital assets for the period (f) accumulated amortization at the beginning and end of the period (g) net carrying amount at the beginning and end of the period

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Financial statements should also disclose the following information about tangible capital assets: (a) The amortization method used, including the amortization period or rate for each

major category of tangible capital assets (b) The net book value of tangible capital assets not being amortized because they

are under construction or development or have been removed from service (c) the nature and amount of contributed tangible capital assets received in the

period and recognized in the financial statements (d) the nature and use of tangible capital assets recognized at nominal value (e) the nature of the works of art and historical treasures held by the government (f) the amount of interest capitalized in the period. (PS 3150.42) Asset Register The asset register contains an inventory of all the Township’s capitalized items. The register contains detailed information about the asset’s whereabouts, it’s assigned identification number, year of acquisition, etc. The register will contain all assets that are still in service even if they are fully depreciated. This will allow the Township to know what it has in it possession at all times and how to manage it. The asset register will be continually updated and maintained to ensure information is correct and up-to-date. Regular checks to ensure that the information is correct will be performed on an on-going basis. Methods of validating figures for opening balances include:

• Recalculating figures on a random spot basis (recalculating all figures will take a great deal of time)

• Ensuring that physical existence checks are conducted • Requiring written confirmation of any amendments • Requiring written confirmation of the accuracy of asset register information • Retaining records of any adjustments made to the asset register following receipt

of proposed amendments • Keeping records of which parts of the register have been validated and the dates

on which the assets were validated. The appendix contains explanations of the information contained in the register.

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DEFINITIONS ALL ITEMS ITALICIZED REFER TO OTHER DEFINITIONS FOUND IN THIS SECTION Accumulated Amortization is the amount of amortization that has accumulated over an assets useful life. By subtracting the amount of accumulated amortization from an assets book value, the net book value will be calculated. Amortization is an accounting concept in which the recorded cost of an asset is distributed in a systematic and rational manner over its estimated useful life and matches the cost of that asset to the periods in which service is derived from the asset. Amortization is normally based on the total cost of the asset less its residual value. Refer to the section Amortization for the Township’s practice of amortization. Arm’s Length Transaction is a transaction that takes place between unrelated parties that are under no influence to act. Asset Impairment occurs when an asset is no longer providing the same level of service as originally intended or the value of the future economic benefits is less than its net book value. This can occur in a number of ways. For a complete list refer to Impairment Lists. Betterments is a material cost incurred to enhance the service potential of an asset and will either increase the previous service capacity and quality, significantly lower operating costs and become more efficient or extend the useful life of an asset. There can be a discrepancy in determining whether a betterment is actually maintenance or repair. Refer to the section of Betterments & Maintenance for a more detailed explanation. Book Value is the amount that was originally recorded as the value of an asset. This value may be the historical cost, reproduction cost, replacement cost, market value or fair value cost. Component Approach is an approach to capitalizing assets as components – as in a building being capitalized with subcategories that group the major components and such as with a building being capitalized with subgroups being a roof, air conditioning and foundation. The other approach is known as the single asset approach. Consideration is the price bargained for and paid for an asset.

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Consumer Price Index (CPI) is an index which provides a broad measure of the cost of living in Canada which has also measured the effects of inflation since 1914. The CPI has been selected as the appropriate index to discount reproduction costs, replacement costs, market costs and fair value costs of an asset to the year of its acquisition to estimate the historical cost of an asset. Contributed Assets are tangible capital assets which have been acquired by the Township without any cash outlay. Types of contributed assets may include roads transferred from provincial and federal levels of government or developer constructed services in new subdivisions (eg. water & sewer). Contributed assets are to be valued at their fair value cost when the asset was placed into service / use or when the asset was acquired. Deemed Disposition is an assumption that at the end of an asset’s useful life that it is disposed of. This assumption simplifies the tracking of individual assets and reduces administrative costs. At the deemed disposition, the full cost of the asset and the related accumulated amortization is removed from the account records. Directly Attributable Costs are costs which are included in the historical cost of an asset. They should be easily measurable and traceable to the asset’s preparation for service. Refer to the section Elements of Cost for a more detailed explanation of directly attributable costs. Expenses include losses and decreases in economic resources either by way of outflows or reductions of assets or incurrence of liabilities resulting from the operations, transaction and events of the accounting period. Expenses include transfer payments where no value is received directly in return. Expenses include the economic resources consumed in, and identifiable with, the operations of the accounting period. Expenses do not include debt repayments or transfers to other local government units in a local government reporting entity. Fair Value Cost is a value given to an asset that has no open market to sell it on. The value would be determined by an appraiser applying different valuation approaches and by referencing market data and reasoning to arrive at a value. Financial Assets are assets that could be used to discharge existing liabilities or finance future operations and are not for consumption in the normal course of operations. Financial assets include cash, investments, accounts receivable, inventory held for resale, etc. Half-Year Rule is a tax provision that prevents an entity to receive the full tax benefits of CCA (Capital Cost Allowance) deductions when purchasing an asset close to the end of the operating period. In the Township’s case it used as an assumption for assets for which the exact date of acquisition is unknown, only the year. The half-year rule assumes that an asset was acquired in the middle of the operating period.

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Historical Cost is the amount of consideration that was agreed upon at the acquisition date of the asset. This amount includes all directly attributable costs to the acquisition of the asset which would include such things as construction, development, installation and betterment costs. Liabilities are present obligations to others arising from past transactions or events, the settlement of which is expected to result in a highly probable future sacrifice. Losses can arise from peripheral or incidental transactions and events affecting a local government. Such transactions and events include the disposition of assets purchased for use and not for resale and the liquidation or refinancing of debt. Maintenance / Repair is an expense incurred to keep an asset at its expected service capacity or useful life. There can be a discrepancy in determining whether maintenance or repair is actually a betterment. Refer to the section of Betterment & Maintenance for a more detailed explanation. Market Value is the amount of consideration that would be agreed upon in an arm’s length transaction between knowledgeable and willing parties buyer and seller) who are under no compulsion to act. Materiality deals with information that is important enough to influence a person’s decision. Materiality Threshold is the minimum cost that an individual asset must have before it is significant enough to be recorded as a tangible capital asset. The threshold is an amount to be used as a guide as an asset may not meet the threshold, but when grouped with similar assets the aggregate of their values become material. Net Book Value is the value of an asset taking into account the amount of the assets accumulated amortization. To arrive at an asset’s book net book value, subtract the accumulated amortization from the book value. Non-Arm’s Length Transaction is a transaction that takes place between related parties which may cause one party to accept less than they are entitled to or pay more than they are obligated to for a contract, goods or services. Pooled Assets represents a group of tangible capital assets that are similar in nature, function and useful life. On their own they do not meet the materiality threshold but when pooled together represent a significant investment that does pass the threshold. Examples of pooled assets are computer terminals, bunker suits and portable radios. Proceeds of Disposition is the amount of money received in the disposal of an asset in a sale. If an asset is traded then the trade-in value is considered the proceeds of disposition.

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Replacement Cost is the amount of money it would take to replace an asset with an identical asset which provides equal service capacity and quality. However, this method takes into account changes in technology and construction methods. Reproduction Cost is the monetary value it would take to reproduce an identical asset. However, this method does not take into account changes in technology or construction methods. Residual Value is the expected value of a depreciable asset when it is at the end of its useful life. Salvage Value is the market value of a depreciable asset at the time it is sold or removed. Service Potential refers to a tangible capital asset’s output or service capacity. Single Asset Approach is an approach to capitalizing an asset as one item, as in an asset being made up of smaller components to form one item. The aggreaget of all costs of the parts of the asset would be capitalized and amortized as a single item. The other approach is known as the component approach. Tangible Capital Asset is a non-financial asset having physical substance that is acquired, constructed or developed and is held for use in the production of goods and services. It has a useful life extending beyond the accounting period and is intended to be used on a continuing basis. It is not intended for sale in the ordinary course of operations. Useful Life is the amount of time an asset is expected to provide service. To arrive at an asset’s useful life requires judgement and weighing of external factors. The useful life of an asset must be reviewed periodically to account for asset impairment. Refer to section Useful Life for a better description of determining an asset’s useful life. Work in Progress are projects which have not yet been completed and ready for service. The costs of the project are capitalized but not amortized. The amount of work that is in progress must be shown separate from other capitalized items. Write-Down is an accounting term used to describe an activity which decreases the net book value of an asset after it has been proven that the asset’s value has been impaired. Write-downs are not reversed. See Impairment for Assets for the criteria of a write-down. See asset impairment for the definition of an impaired asset. Write-Off is an accounting term used to describe an activity which decreases the net book value of an asset to nil after it has been proven that the asset’s value has been impaired. Write-offs are not reversed. See Impairment of Assets for the criteria of a write-off. See asset impairment for the definition of an impaired asset.

19

Table of Contents

Capitalization Thresholds Useful Life Guide

CPI Historical Summary Asset Impairment Example

Sections of the Asset Register

20

Capitalization Thresholds

Asset Category Threshold Land 2,000 Site Improvements 5,000 Buildings 25,000 Work in Progress Capitalize Only Machinery & Equipment 5,000 Vehicles 5,000 Pooled Items 40,000 Aggregate Infrastructure / Linear Assets 100,000

The minimum threshold amount for betterments has been set to 20% of the historical cost of the related asset. In addition to being more than 20% of the historical cost of an asset, one of the following must be met:

• The estimated life of the asset is increased by more than 25%; • The cost results in an increase in capacity of the asset; or • The efficiency of the asset in increased by more than 10%.

21

Useful Life Guide

This list provides a guide to suggested useful lives. Other factors may be considered to decrease or increase the useful life of an asset.

Class Function Sub Classification

Threshold Pooled Useful Life

Land All Land 2,000 Indefinite Site Improvements All Landscaping 5,000 25 Playground

Equipment 5,000 15

Ball Diamonds 5,000 40 Fencing/Gates 5,000 30 Parking Lots 5,000 50 Buildings/Structures General

Government Office 25,000 40

Fire Department

Firehall 25,000 40

Garage 25,000 40 Roads

Department Garage 25,000 40

Water & Sewer

Treatment Plant 25,000 50

Pumphouse 25,000 40 Lift Station 25,000 40 Intake Outfall

Line 25,000 40

Lagoon Structure

25,000 40

Parks & Recreation

Library 25,000 40

Arena 25,000 50 Community

Centre 25,000 40

Picnic Shelter 25,000 40 Sheds 25,000 40 Building

Components Elevators 5,000 20

Air Conditioner 5,000 20 Furnace/Heating

System 5,000 25

Condenser 5,000 25

22

Class Function Sub Classification

Threshold Pooled Useful Life

Vehicles General Government

Cars/Trucks 5,000 8

Fire Department

Cars/Trucks 5,000 8

Pumper Truck 5,000 15 Tanker Truck 5,000 15 Rescue 5,000 15 Roads

Department Cars/Trucks 5,000 8

Dump Trucks 5,000 13 Bull Dozer 5,000 15 Loader Tractor 5,000 15 Backhoe 5,000 15 Grader 5,000 15 Excavator 5,000 15 Tractor 5,000 15 Trailers 5,000 20 Floats 5,000 20 Water &

Sewer Vans/Trucks 5,000 8

Boats 5,000 25 Parks &

Recreation Zamboni 5,000 20

Equipment General Government

Computers 40,000 Yes 7

Laptops 30,000 Yes 7 Photocopiers 5,000 10 Servers 5,000 7 Fire

Department Jaws of Life 5,000 25

Combo Tools (attachments)

5,000 15

Pumps 5,000 15 Compressors 5,000 15 Generators 5,000 15 Bunker Suits 40,000 Yes 10 SCBAs 40,000 Yes 10 Repeaters 5,000 25

23

Class Function Sub

Classification Threshold Pooled Useful Life

Roads Department

Steam Generators

5,000 25

Snow Plows & attachments

5,000 15

Air Compressors

5,000 15

Brush Chippers 5,000 15 Generators 5,000 15 Grader

Attachments 5,000 15

Water & Sewer

Generators 5,000 15

Meter Readers 5,000 10 Parks &

Recreation Floor Scrubbers

5,000 15

Sound Systems

5,000 25

Scoreboard / Scoreclock

5,000 25

Library Books 40,000 Yes 7 Infrastructure Roads HCB Roads 100,000 25 LCB Roads 100,000 20 G Roads 100,000 15 Sublayer 100,000 60 Ditches 100,000 20 Sidewalks 100,000 50 Curbs 100,000 40 Bridges –

Structures 100,000 50

Bridges – Deck 100,000 20 Major Culverts 100,000 25 Streetlights 100,000 30 Water &

Sewer Meters 40,000 Yes 20

Hydrants 40,000 Yes 60 Valves 40,000 Yes 80 Manholes 40,000 Yes 80 Catch Basins 100,000 50 Double Catch

Basins 100,000 50

24

Class Function Sub

Classification Threshold Pooled Useful Life

Catch Basin Manhole

100,000 50

Double Catch Basin Manhole

100,000 50

Storm Manhole 100,000 50 Watermains 100,000 Yes 80 Storm Sewers 100,000 Yes 50 Sanitary

Sewers 100,000 Yes 80

25

CPI Historical Summary

Year CPI 1992=100

CPI 2006=100

Change from

Previous Year

$1,000 in 2006 was =

$1.00 in 1914 is now

=

2007 132.8 102.2 2.20% 2006 129.9 100 2.00% $1,000.00 $18.04 2005 127.3 98 2.20% $979/98 $17.68 2004 124.6 95.9 1.90% $959.20 $17.31 2003 122.3 94.1 2.80% $941.49 $16.99 2002 119 91.6 2.20% $916.09 $16.53 2001 116.4 89.6 2.60% $896.07 $16.17 2000 113.5 87.4 2.70% $873.75 $15.76 1999 110.5 85.1 1.70% $850.65 $15.35 1998 108.6 83.6 0.90$ $836.03 $15.08 1997 107.6 82.8 1.60% $828.33 $14.94 1996 105.9 81.5 1.60% $815.24 $14.71 1995 104.2 80.2 2.20% $802.16 $14.47 1994 102 78.5 0.20% $785.22 $14.17 1993 101.8 78.4 1.80% $783.68 $14.14 1992 100 77 1.50% $769,82 $13.89 1991 98.5 75.8 5.60% $758.28 $13.68 1990 93.3 71.8 4.80% $718.24 $12.96 1989 89 68.5 5.00% $685.14 $12.36 1988 84.8 65.3 4.00% $652.81 $11.78 1987 81.5 62.7 4.40% $627.41 $11.32 1986 78.1 60.1 4.10% $601.23 $10.85 1985 75 57.7 4.00% $577.37 $10.42 1984 72.1 56.6 4.30% $555.04 $10.01 1983 69.1 53.2 5.80% $531.95 $9.60 1982 65.3 50.3 10.90% $502.69 $9.07 1981 58.9 45.3 12.40% 453.43 $8.18 1980 52.4 40.3 10.10% $403.39 $7.28 1979 47.6 36.6 9.20% $366.44 $6.61 1978 43.6 33.6 9.00% $335.64 $6.06 1977 40 30.8 7.80% $307.93 $5.56 1976 37.1 28.6 7.50% $285.60 $5.15

26

Year CPI

1992=100 CPI

2006=100 Change

from Previous

Year

$1,000 in 2006 was =

$1.00 in 1914 is now

=

1975 34.5 26.6 10.90% $265.59 $4.79 1974 31.1 23.9 10.70% $239.41 $4.32 1973 28.1 21.6 7.70% $216.32 $3.90 1972 26.1 20.1 4.80% $200.92 $3.63 1971 24.9 19.2 2.90% $191.69 $3.46 1970 24.2 18.6 3.40% $186.30 $3.36 1969 23.4 18 4.50% $180.14 $3.25 1968 2.24 17.2 4.20% $172.44 $3.11 1967 21.5 16.6 3.40% $165.51 $2.99 1966 20.8 16 4.00% $160.12 $2.89 1965 20 15.4 2.00% $153.96 $2.78 1964 19.6 15.1 2.10% $150.89 $2.72 1963 19.2 14.8 1.60% $147.81 $2.67 1962 18.9 14.5 1.10% $145.50 $2.62 1961 18.7 14.4 1.10% $143.96 $2.60 1960 18.5 14.2 1.10% $142.42 $2.67 1959 18.3 13.9 2.30% $138.57 $2.54 1958 18 13.9 2.30% $138.57 $2.50 1957 17.6 13.5 2.90% $135.49 $2.44 1956 17.1 13.2 1.80% $131.64 $2.38 1955 16.8 12.9 0.00% $129.33 $2.33 1954 16.8 12.9 0.60% $129.33 $2.33 1953 16.7 12.9 -1.20% $128.56 $2.32 1952 16.9 13 3.00% $130.10 $2.35 1951 16.4 12.6 10.10% $126.25 $2.28 1950 14.9 11.5 2.80% $114.70 $2.07 1949 14.5 11.2 3.60% $111.62 $2.01 1948 14 10.8 13.80% $107.78 $1.94 1947 12.3 9.5 9.80% $94.69 $1.71 1946 11.2 8.6 2.80% $86.22 $1.56 1945 10.9 8.4 0.90% $83.91 $1.51 1944 10.8 8.3 0.90% $83.14 $1.50 1943 10.7 8.2 1.90% $82.37 $1.49 1942 10.5 8.1 4.00% $80.83 $1.46 1941 10.1 7.8 6.30% $77.75 $1.40 1940 9.5 7.3 3.30% $73.13 $1.32

27

Year CPI

1992=100 CPI

2006=100 Change

from Previous

Year

$1,000 in 2006 was =

$1.00 in 1914 is now

=

1939 9.2 7.1 0.00% $70.82 $1.28 1938 9.2 7.1 1.10% $70,82 $1.28 1937 9.1 7 3.40% $70.05 $1.26 1936 8.8 6.8 1.10% $67.74 $1.22 1935 8.7 6.7 1.20% $66.97 $1.21 1934 8.6 6.6 1.20% $66.20 $1.19 1933 8.5 6.5 -4.50% $65.43 $1.18 1932 8.9 6.9 -9.20% $68.51 $1.24 1931 9.8 7.5 -10.10% $75.44 $1.36 1930 10.9 8.4 -0.90% $83.91 $1.51 1929 11 8.5 1.90% $84.68 $1.53 1928 10.8 8.3 0.00% $83.14 $1.50 1927 10.8 8.3 -0.90% $83.14 $1.50 1926 10.9 8.4 0.00% $83.81 $1.51 1925 10.9 8.4 1.90% $83.91 $1.51 1924 10.7 8.2 -1.80% $82.37 $1.49 1923 10.9 8.4 0.00% $83.91 $1.51 1922 10.9 8.4 -8.40% $83.91 $1.51 1921 11.9 9.2 -11.90% $91.61 $1.65 1920 13.5 10.4 16.40% $103.93 $1.88 1919 11.6 8.9 9.40% $89.30 $1.61 1918 10.6 8.2 12.80% $81.60 $1.47 1917 9.4 7.2 19.00% $72.36 $1.31 1916 7.9 6.1 8.20% $60.82 $1.10 1915 7.3 5.6 1.40% $56.20 $1.01 1914 7.2 5.5 $55.43 $1.00 Source: OMBI – Implementation of Accounting for Tangible Capital Assets

Reference Manual

28

Roads Methodology Roads inventory was compiled through the use of a Roads Needs Study peformed in the year 2000. Other roads which were either not built yet or assumed at that time were added to the inventory through the use of the Township’s Geographic Information System (GIS), By-laws, Pre-Servicing Agreements and Subdivision Agreements. Shortly thereafter, two engineering firms were contacted for approximate construction costs – Totten Sims Hubicki (THS) and Dearden & Stanton (D&S). THS provided figures that were comprehensive in breakdown and were selected for valuation purposes. Not all cost breakdowns were provided therefore assumptions were made based on the interpretation of the costs provided. These costs were applied against the available data and discounted to their estimated acquisition or construction. Acquisition / construction dates were collected through the use of a survey given to the foreman of the Roads Department and also through Subdivision Agreements. Betterment costs were applied as available from the audited capital construction documents from 1998 to 2008. Subdivision and Pre-Servicing Agreements estimates were used for valuation of roads assumed by the Township after 2000 as determined from the applicable By-laws. Table 1 displays the costs which were provided to the Township by TSH; Table 2 provides the unit costs which were used in the determination of opening balances and how these values were reached; Table 3 provides the formulas to use in order to reach the figures provided in the asset register. Backup material is attached to support where specific figures came from.

TABLE 1 Item Cost

Clearing & Grubbing $7,500/ha or $0.75m2 ($7,500/10,000m2) Stripping $4.10/m3 Excavation / Grading $4.50/m3 300mm depth Granular “B” $9.20/m2 50 mm depth Granular “A” $6.25/m2 Surface Treatment (LCB) ** $4.25/m2 Curb & Gutter $40m Sidewalks $50/m Ditches $55/m ** In a memorandum, dated June 22, 2007, costs were provided for a two lane LCB

road, consisting of 150mm Granular “A” and surface treatment at a cost of $10.50/m2. Since the figure for 150mm Granular “A” is consistent through all three document ($6.25/m2), it is assumed that the remaining portionof the cost is the LCB cost at $4.25/m2 ($10.50 - $6.25).

29

TABLE 2

Item Unit Cost ** Gravel / Sublayer $25.14/m2 LCB Toplayer $4.68/m2 HCB Toplayer $9.35/m2 Ditching $60.50/m Sidewalks $55/m Curbs $44/m ** All unit costs are assumed to be for a new project. Methology Gravel / Sublayer - $25.14/m2 No clear breakdown existed for a brand new gravel road. However, in a memorandum, dated June 26, 2007, engineers from TSH disclosed that a new two lane gravel road being 7m wide would cost roughly $160/m. Given that the road is 7m wide, dividing $160 by this figure leaves a unit cost of $22.85/m2. 10% was added for engineering to reach a final figure of $25.14/m2. If using the unit costs provided by TSH, it would likely be a combination of the following:

Clearing & Grubbing 0.75 Stripping ** 3.17 Excavation / Grading ** 3.48 300mm depth Granular “B” 9.20 150 mm depth Granular “A” 6.25 Subtotal 22.86 10% Engineering 2.29 Total 25.14

** These costs are assumed to be the ones responsible for the variation due to the

fact that they are units that deal with 3d proportions. Roughly 77.4% of original cost, but since a breakdown was not provided by TSH this may not be the exact percentage used for either activity.

30

All Other Costs All other costs on had 10% engineering added to the base coat.

TABLE 3 Item Formula

Gravel / Sublayer, LCB & HCB Roads [Surface width x (Length*1,000)] * Unit Cost

Ditches (Length*1,000) * Unit Cost Curbs & Gutters (Length*1,000) * Unit Cost Sidewalks (Length*1,000) * Unit Cost Discounting Formula: (Present Value / Current Year Rate) * Year Acquired Rate – Refer to discounting tables or rates which were used. Further Assumptions:

• A gravel road and a sublayer are essentially the same thing • Sidewalks, curbs and gutters and ditches run along the entire length of road

section • All sidewalks are 1.5 m wide • Where a curb and gutter exists, a ditch does not and vice versa

31

Asset Impairment Example

The following example was extracted from the “Guide to Accounting for and Reporting Tangible Capital Assets”. Facts provided:

• A municipality’s manufacturing plant was closed and residents have lost their jobs.

• As a result of the closing, the community’s population has dropped by 50% from 30,000 to 15,000. This change is most likely permanent.

• The town has a water system which originally cost $10 million: o Designed to service 20,000 water connections as well as the plant o Expected useful life of 40 years and has been in operation for 20

years o Straight-line amortization method to expense the cost of the system o The net book value of the system is $5 million o The value in use of its future service potential has been determined

to be $4 million The write-down would be calculated as follows: Original Cost of Water System $10,000,000 Accumulated Amortization $10,000,000 / 40*20 $5,000,000 Net Book Value $5,000,000 New cost of the water system * $4,000,000 Net asset impairment write-down $5,000,000 - $4,000,000 $1,000,000 * The value in use has been based on the depreciated replacement cost of an

asset that would provide water services to 10,000 residential and commercial customers.

Estimated Replacement Cost $8,000,000 Accumulated Amortization $4,000,000 Estimated Future Economic Benefits $4,000,000 The cost of the water system is written down by $6,000,000 to $4,000,000 ($10,000,000 - $4,000,000 = $6,000,000). The accumulated amortization would be reduced by $5,000,000 and a write-down expense of $1,000,000 would be reported in the statement of operations. The new cost of the system would be $4,000,000 and this amount would be amortized over its remaining useful life.

32

Journal Entries: Dr Write-Down Expense Net Value of Write-Down Cr Tangible Capital Asset Reduces Historical Cost

33

Sections of the Asset Register

The sections of the inventory with a brief explanation are as follows. A detailed explanation follows after the list. The Summary – summarizes all information into different functions of service. WIP – contains all information pertaining to current works in progress by the Township. Vehicles – contains all information pertaining to vehicles owned by the Township. Equipment – contains all information pertaining to equipment owned by the Township. Buildings – contains all information pertaining to buildings owned by the Township. Land – contains all information pertaining to land owned by the Township. Site Improvements – contains all information pertaining to site improvements. Roads – contains all information pertaining to roads owned by the Township. Infrastructure – contains all information pertaining to location, type, dimensions and types of structures owned by the Township. Decks/Structures – contains all information pertaining to roads infrastructure (bridges, culverts) that is owned by the Township. Water, Sewer & Storm – contains all information pertaining to water and sewer infrastructure.

- 1 -

Appendix 58

Streetlighting Policy General

a) That when street lights are installed to service a specific group or property owners or in a subdivision that the cost of installation of the street lights be charged directly to the people that benefit from this service.

b) Council, at its discretion, may install one or more lights chiefly for

safety factors which would benefit all the residents of the Township, and Council may make at its discretion an exception to the rule and charge the cost of these installations to the general rate.

c) All street lights installed in the Township are to be LED lights and

approved by the Director of Public Works. Future Subdivisions

a) For future subdivisions it is the policy that street lights be installed on each hydro pole along the road at a distance of approximately one hundred and fifty feet (150') 46 metres.

b) Purchase and installation of the lighting system to Township

specifications will be the responsibility of the subdivider and will be included in deposits required for the completion of services.

Request from Ratepayers a) Requests for installation of new street lights in developed areas must be

accompanied by a petition (1st petition) from the owners of land and businesses within the area. The petition must define the area, and include an acknowledgement that the cost of installation will be charged to the owners and businesses within that defined area.

- 2 -

b) Upon receipt of a request for installation of new street lights the Director of Public Works will view the area for which the request has been received and provide a cost estimate for appropriate lumination. The estimate will then be forwarded to the Treasurer who will calculate costs on a per lot basis and advise all owners and businesses in the defined area as to the estimated costs required to be assessed to provide the installation.

c) A Petition Form (2nd petition) provided by the Township will then be

forwarded to the original petitioner with a request to obtain sufficient signatures of owners of land and businesses in the defined area.

d) For purposes of calculation, where a property or (business) is owned by

more than one person, a majority of the owners must sign. Each assessed property or business counts as one. Multiple lots owned by the same owner will also be counted as one each.

e) Upon receipt of a Petition signed by 51% of the assessed owners and

businesses in the defined area, the percentage shall be considered to be sufficient to the Petition, the Clerk shall forward the Petition to Council for consideration.

f) Should Council in its discretion choose to respond positively to the

petitioned request, all By-laws to authorize installation of street lighting will be prepared pursuant to the Municipal Act, S.O. 2001, Chapter 25, Section 11(3)4., and will provide for the levy of special rate on a defined area to cover all associated installation costs, including financing, engineering, and contingencies. No part of the cost is to be charged to the general rate.

g) The By-law may provide for payment of special rates imposed over a 10

year period, with interest and financing costs. h) A petition for street lights will be considered closed as of the date of filing

in the office of the Clerk.

- 3 -

Corporation of the Township of Severn

1ST PETITION FOR STREETLIGHT LOCATION: We the undersigned hereby agree and petition the Corporation of the Township of Severn to install a streetlight at _____________________________________ to be invoiced by the Township and payable by each property owner in the affected area upon receipt of same. All property owners will be invoiced for the installation of the streetlight if approved by Council. ROLL NO. PROPERTY

ADDRESS OWNER (please print)

SIGNATURE

PLEASE ADD ADDITIONAL PAGES IF REQUIRED

- 4 -

Corporation of the Township of Severn

2ND PETITION FOR STREETLIGHT LOCATION: We the undersigned hereby agree and petition the Corporation of the Township of Severn to install a streetlight at _____________________________________ at an estimated cost of $_____ per property to be invoiced by the Township and payable upon receipt of same. If 51% of the property owners in the affected area as listed below are in agreement with this petition – all property owners will be invoiced for the installation of the streetlight. ROLL NO. PROPERTY

ADDRESS OWNER (please print)

SIGNATURE

PLEASE ADD ADDITIONAL PAGES IF REQUIRED

1

Appendix 59

Boil Water Advisory

Procedure for Boil Water Advisory/Order

1. Determine that a boil advisory is necessary from the corrective action procedures or the Ministry of Health has issued a boil water order.

2. Notices shall be handed out door to door. If a condition occurs where a

Boil Water Advisory/Order occurs between the hours of 11:00 PM and 7:00 AM, the notification process will begin at 7:00 AM. Assistance in hand delivering notices will be provided by the Public Works Department, if required. In Washago, notice of the advisory shall be immediately to Township of Ramara staff. In Coldwater a notice of the advisory shall be immediately provided to Riverwalk Estates. In West Shore a notice of advisory shall be immediately provided to the West Shore Beach Club. In Sandcastle, a copy of the notice shall be faxed to the Simcoe County Paramedic Services Supervisor, in addition to the hand delivered notice, to ensure that all staff are aware of the Boil Water Advisory/Order. The numbers are listed on the Contact Phone List under Emergency Contacts.

3. A notice shall be posted at the pumphouse or treatment facility and all

public taps or washrooms. In Coldwater, notice shall be given immediately to the Coldwater Senior Apartments, Coldwater Rest Home, Coldwater Arena, and Coldwater Public School and in Washago to the Washago Community Centre. In West Shore, notice shall be given immediately to the Severn Shores Public School. Contact names and numbers are listed in the Contact Phone List under Emergency Contacts and Facilities.

4. Notice to all places of business that provide food services and medical

services (doctor’s and dentist offices etc.) shall be made next if they are open and currently providing service to customers.

5. Notice should also be posted on the website, including date and time of

any updates. The use of any Township of Severn social media accounts, including any email database, may also be useful for sending out information to affected users.

6. If deemed necessary, the media (radio & television) shall be advised for

purposes of providing another means of notification to the public. This method of notification shall continue until the advisory/order has been lifted.

7. Notification to the Mayor, Deputy Mayor and Councillor of the affected

system.

2

Bass Lake Woodlands – Ward 3 Coldwater – Ward 2 Sandcastle Estates – Ward 4 Severn Estates – Ward 5 Washago – Ward 5 West Shore – Ward 4

8. Once the advisory/order has been lifted, the notices shall be taken down

from all public facilities and a new notice indicating that the water is safe for drinking shall be provided to the residents that the water is safe for drinking.

a. Notification for Bass Lake Woodlands, Sandcastle and Washago will include notices delivered to the door and postings on post office boxes.

b. Notification for Severn Estates will be by delivery of notices to mailboxes at the road, or to the door if there is no mailbox.

c. Notification for Coldwater will include postings in prominent places within the town including, but not limited to, the Coldwater Foodland, LCBO, Coldwater Medical Building, Home Hardware, and the Post Office, notice to all designated facilities listed above, and media information. Notice should also be given verbally to all restaurants and to Dr. Godwin’s office as soon as possible in order to allow them to return to normal operations immediately.

d. Notification for West Shore will include postings in prominent places such as the Postal Outlet, the convenience stores, and ratepayer’s association notice boards. For the parts of the system which have mailboxes at the road, notices will be delivered to that point. Notice will be given immediately to the Severn Shores Public School followed by all restaurants as soon as possible.

e. Updates to social media, media outlets, and the website shall be made depending on the original notification plan.

3

STATEMENT TO THE MEDIA

Residents of ___________________, in the Township of Severn are advised that the water from this supply (experienced a power failure and) may pose a health risk. Until the water is tested to show that it is safe for all purposes, residents should seek another known source of potable water or boil the water rapidly for one minute. This advisory will remain in effect until further notice. If you have any questions or concerns, please contact the Township of Severn Administrative Office at (705) 325-2315.

CONTACTS

Media Type Media Name Phone Number Email

Radio

101.1 BIGFM 705-726-4101 [email protected]

The Dock 104.1 705-720-1991 [email protected]

Rock 95 705-725-7304

93.1 FreshFM 705-737-3511 [email protected]

107.5 Kool FM 705-725-7304

KICX 106 705-722-5429 [email protected]

Sunshine 89.1 705-325-9786 [email protected]

Newspaper Packet and Times 705-325-1355 [email protected]

Orillia Today 705-329-2058 [email protected]

Television Rogers TV 705-737-4660

CTV News Barrie 705-734-3300 [email protected]









4

Attention Water Users

Boil Water Advisory

The water from your supply may contain contamination and

pose a health risk.

You are hereby advised to seek an alternative source of

known potable water, e.g. bottled water

or bring the water

from your system to a rapid boil for a minimum of

one (1) minute before its use.

See attached recommendations for use.

This caution remains in effect until you have been notified

that the water is safe.

If you have any questions or concerns please contact the Township of Severn Administration Office at (705) 325-2315

Information Sheet for Boil Water Advisories

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It is important to understand that the water which is currently being provided to you does not meet the requirements as set out in the Ontario Safe Drinking Water Act and needs to be rapidly boiled for a minimum of one (1) minute before use. This boil water advisory is issued for YOUR safety. The following information is for boiled water, but bottled water may be used in its place. For ALL uses where the water will be consumed, it must be boiled. This includes but not limited to:

• Personal Hygiene (Brushing teeth, hand washing) Note: It is suggested that young children be sponge bathed, older children can be showered using a hand held shower, avoiding the face. Showering for adults and teens is acceptable.

• Food Preparation (Washing vegetables, cooking foods, ice making, juice and formula preparation)

• Drinking Water Other uses which boiled water may be used for is hand washing of dishes and water supply for household animals. Dishwashers that have a hot setting are safe to use. Laundry can be done with water that has not been boiled. Privately owned filtration systems, including Brita filters, may not be capable of removing all contaminates and users are still advised to boil your water as stated above. Remember that if you are in doubt whether to use boiled water or not, use

the boiled water. If you have any questions or concerns, please feel free to contact the Township of Severn Administrative Office at (705) 325-2315. For further information and

frequently asked questions, visit our website at www.townshipofsevern.com.

Thank you for your co-operation in this matter. Township of Severn Utilities Department


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Appendix 60

OnWARN Activation Per Diem

Travel, Meal and Hospitality Expenses Directive

Management Board of Cabinet

November 2004 Revised: August 2006 Revised: April 1, 2010

Amended: November 2014 Policy and Agency Coordination Branch Corporate Policy and Agency Governance and Open Government Division Treasury Board Secretariat

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6.0 MEALS Rules Alcohol cannot be claimed and will not be reimbursed as part of a travel or meal expense. There are no exceptions to this rule. Reasonable and appropriate meal expenses may be reimbursed. You may incur a meal expense when you are on government business and you:

• are away from the office area (ie. at least 24 km) over a normal meal period; or

• have prior approval for the expense (eg. a business meeting within the office area that must occur over lunch – see FAQs).

Original, itemized receipts are require and reimbursement must not exceed the actual amount spent. Taxes and gratuities are included in the meal rates. Reimbursement is for restaurant / prepared food only. Reimbursement for groceries must have prior approval and a written rationale must be submitted with the claim (See FAQs). Reimbursement will not be provided for meals consumed at home or included in the cost of transportation, accommodation, seminars or conferences. If you travel as a regular part of your job, your meals will not normally be reimbursed unless you have obtained prior approval. Meal Rates in Canada Reimbursement for meal expenses incurred in Canada is subject to the maximum rates set out in the chart below. These rates include taxes and gratuitites.

Meals Maximum Amount Breakfast $8.75

Lunch $11.25 Dinner $20.00

The rates are not an allowance. They are for individual meals – you must have eaten the meal to be able to submit a claim for reimbursement. When more than one meal is claimed for any day, you may allocate the combined maximum rates between the meals. For example, if you will be eating both breakfast and lunch, the combined rate if $20.00. This now becomes the maximum rate for the two meals, regardless of what you spend on each meal.

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Note that it is not permitted to use a combined maximum rate and not claim for each of the meals. For example, it is not permitted to combine the maximum amounts for breakfast and lunch ($20.00) to claim for brunch. Nor is it permitted to combine the maximum 3-meal rate ($40.00) if only 2 meals are eaten. Meal Rates Outside of Canada We use the federal reimbursement rates for meal expenses outside Canada as set out in the appendices of the Treasury Board of Canada Travel Directive, April 1, 2008, or successor directive. You can find these documents on the federal government website using their alphabetical listing of policies to look up the Travel Directive. Two relevant appendices are:

• Appendix C – Allowances – Modules 1, 2 & 36 • Appendix D – Allowances – Module 47

The following chart sets out when and how to use the appendices:

Travel To Rates Found In Application for this Directive

USA Appendix C - Rates are in US funds (eg. breakfast is $14.45 US)

- Rates include taxes and gratuities

International (outside Canada and continental USA)

Appendix D - Rates are in the funds identified for each country

- There are often different rates dependent on the city

- Rates include taxes and gratuities

Appendix 61

ALLOCATION OF SERVICING POLICY Policy Statement The policy is based on the following principles:

• The Township must ensure Capacity is available for the existing residents, schools, commercial, industrial and institutional buildings in Serviced Areas, being Settlement Areas identified in the Township’s Official Plan that are serviced by municipal water and municipal sewage collection systems. These users are required to connect to the drinking water / sewage collection systems and pay defined share for local improvements and plant creation / expansion.

• Capacity is allocated for existing identified vacant single detached lots of record in Serviced Areas where no Planning Act application or planning approval is required for a Building Permit.

• Un-allocated Capacity is available on a first come first serve basis. • The Township reserves the right to determine un-allocated Capacity, to ensure

Capacity does not exceed approved operating limits. Applicability of this Policy Any development which meets all of the following (4) four criteria shall be eligible for an allocation of Capacity pursuant to this policy:

a) the development is proposed to be located in a Serviced Area as defined in the Township’s Official Plan;

b) the development is proposed to be serviced by means of connection to Water and Wastewater municipal services;

c) the development requires approval(s) under the Planning Act, other than a minor variance where approved by the Director of Public Works; and

d) the development consists of 5 or more homes or units (e.g. apartment). Any development of 4 or less homes or units in a Serviced Area will be considered an infill project and not be required to apply for Capacity under this policy. Infill projects are considered in the annual Capacity calculations completed by the Public Works Department and is allocated at that time. Proposals for development outside of a Serviced Area requesting Capacity from the municipal Water and Wastewater system shall not be permitted. Administration of the Allocation Program For the purposes of this policy, Capacity shall be measured in “Equivalent Residential Units” (ERU). Generally, one ERU shall be equivalent to the average Capacity required to service a detached single family home.

Council will receive from the Public Works Department an annual report of the remaining allocated and unallocated Capacity available for the municipal Water and Wastewater systems. The allocation of Final Capacity shall not be inherent in any approval under the Planning Act. The proponent of any development requiring an allocation of Capacity shall be required to apply to the Township for their required servicing allocation and obtain Council Approval based on conditions set out in this policy. Every proponent of a development requiring an allocation of Capacity is encouraged to consult with Township staff as early as possible in the development approval process regarding the need for and availability of Capacity. Every proponent of a development project is encouraged to utilize flow reducing technology and conservation efforts in their development project, and such efforts may be a requirement or condition of approval. Where development of ERU’s other than detached single family homes is proposed, staff in consultation with the Township Engineer, may at their sole discretion, determine that an alternative number of ERU’s required to service all or part of the proposed development. Capacity shall be initially allocated to each development on a provisional basis. Provisional Capacity shall be deemed to be assigned by the Township upon one of the following Planning Act approvals:

a) Draft Plan Approvals; b) Provisional Consent.

No allocation of Final Capacity shall be provided until:

a) the proponent has entered into an Development Agreement with the Township in respect of such Final Capacity (Council Approval); and

b) the development in question has received either: a. In the case of plan of subdivision or consent, final approval under the

Planning Act; or b. In all other cases, municipal approval of building permits.

Final Capacity is deemed to have been given to individual residential units on lots on registered plans of subdivision and/or condominium. Requests for Allocation A Staff Report is required for all requests for allocation and will address the following matters, among others, as required:

a) the number of ERU’s allocated to the proposed development or development phase;

b) the period of time for which Final Capacity has been allocated; c) provisions for the expiry of the allocation of Final Capacity;

d) provisions for the extension of the allocation of Final Capacity; and e) any payments or works required by the Township in respect of the allocation of

Final Capacity. Where there are multiple Requests for Allocation before Council, and Capacity is insufficient to grant all such requests, Council shall assess the competing requests and approve, deny or defer each of the competing requests, either in whole or in part. Transfer of Capacity Allocations For the purpose of the policy, any allocation granted shall be tied to the land itself, and any timing of allocation contemplated shall not be affected by ownership changes, assignments of obligations by an owner, or agreements of purchase and sale. Subject to the provisions of any Council Approval, the transfer of Capacity shall not be permitted without the written consent of the Township. Retaining of Capacity Allocations Where Council Approval is received assign Capacity to a development or development phase, the Capacity shall be allocated for up to a maximum of three (3) years, after which time it may be extended for a period of one (1) year term(s), subject to site development progress and Council Approval. This can be evaluated at the time the Township and County of Simcoe receive a request for an extension to Draft Plan Approval. If, in the opinion of the Township, site development has not progressed with the posting and maintaining of securities, the completion of servicing, and building construction progress the Township has the right to revoke all or part of the assigned Capacity and not extend the Council Approval. The Developer may at their sole discretion choose to retain the allocation by paying the base water and wastewater monthly charges for the entire number of services of allocated Capacity to service the project. Grandfathering of Existing Capacity Allocations Where pre-existing development projects have been assigned Capacity allocation prior to this policy and without Council Approval or Agreement, where a Development Agreement or Pre-Servicing Agreement was approved by the Township, such Capacity allocation will be considered a Provisional Capacity allocation for a period of 3 years, starting from the date the Council approves this policy. If after a period of three (3) years after this policy comes into force and effect, the developments which pre-date this policy have not completed their project site work, their

Provisional Capacity allocation may be revoked by the Township. The Developer may request in writing with justification of progress to the Township for Council Approval. If, in the opinion of the Township, there has been no progress of a pre-existing development project by the posting and maintaining of securities, the completion of servicing, and building construction progress, the Township at its sole discretion has the right to revoke all or part of the assigned Capacity, three (3) years after this policy comes into force and effect. Any allocation of Provisional Capacity withdrawn by the Township will be deemed available for any future allocation to other projects. When a development has lost its allocation, the developer may reapply for Capacity Allocation.

APPENDIX - INDEX TITLE SECTION SUBSECTION ... Documents...Violation of the Building Code Act and/or...

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