SCHEDULE “A” TO BY-LAWNO. 2014-67

SCHEDULE “A” TO BY-LAW NO. 2014-67

TOWNSHIP OF SEVERN

CORPORATE POLICY MANUAL

2014

(Adopted October 2014)

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aCORPORATE POLICY MANUAL

I ACCESSIBILITY Page 1 of I

1-1 Customer Service

That the Customer Service Policy be adopted for the Township of Severn(seeAppendix 1)

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LJ CORPORATE POLICY MANUAL

2 ADVERTISING Page 1 of I

2-1 General

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

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ANIMAL CONTROL Page 1 of I

3-1 Beaver and Beaver Dams

That the Director of Public Works be authorized to hire a trapper toremove beavers at a rate of $40.00 per beaver, as required, to preventflooding 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 ofMarch 3,2011.


4 BUILDING Page 1 of 3

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

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

4-2 Lot Grading - Subdivisions

That all new agreements contain the provision for lot grading deposits asdetermined by the Fees & Charges By-law at the Building Permit Stage forplans of subdivisions include a lot grading deposit in accordance with theTownship’s Fees & Charges By-law and a provision whereby the depositshall not be refunded until such time as confirmation is received by theChief Building Official or his/her designate that a Professional Engineer orOntario Land Surveyor has approved the grading of the lot to be inconformance with the subdivision lot grading plan and further that shouldsuch conformation not be forthcoming any or all of the said deposit maybe used by the Chief Building Official to engage professional services forthe purpose of verifying the grading;And that all existing agreements in plans of subdivision pertaining to lotgrading be administered in conformance with the Finance andAdministration Committee resolution of December 19, 1988 respecting thecertification of lot grading in subdivisions.

That the Treasurer be authorized to pay lot grading or occupancy depositsand Building Permit refunds where authorized by the Chief BuildingOfficial.


4 BUILDING Page2of3

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 todetermine compliance with Township By-laws concerning theBuilding Code;The inspections will be carried out using either watercraft or aircraftequipped and in compliance with all applicable laws, including theOccupational Health & Safety Act;Aerial photography may be undertaken annually of shorelineproperties using the Township’s cameras at an estimated cost of$500.00.

b) It is the responsibility of the applicant for building and plumbingpermits to provide water transportation where required forinspections. The watercraft provided must be in compliance withthe applicable laws covering watercrafts failing which the BuildingInspector will make his/her own arrangements.

c) Township staff shall make the necessary arrangements fortransportation to water access only properties for building codeinspections and/or infractions. Township staff may use their ownpersonal watercraft. All sources of transportation must comply withall applicable laws covering such means of transportation.

d) Township staff will be reimbursed for use of their personalwatercraft in conducting Township business. Eligible expensesinclude fuel, launching fees, parking, etc.


4 BUILDING Page 3 of 3

4-4 Lot Grading — Building Permits & Consent Approvals

That the following be required to submit engineered Lot Grading Plansincluding a deposit in accordance with the Township’s Fees & ChargesBy-law:

o Building Permits for all new homes and significant accessorystructures;

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


5 BY-LAWS Page 1 ofl

5-1 By-law Violations

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


6 COMMEMORATIVE AWARDS Page 1 of 6

6-1 Commemorative Plagues

That Township Council present an anniversary or birthdaycommemorative plaque, at the discretion of the Mayor, when requested byresidents of the Township for 50+ years of maniage or 80+ years birthday;And further that commemorative plaques may be presented for otherspecial occasions at the discretion of the Mayor.

6-2 Township Lapel Pins/Hats

• That Township lapel pins be distributed to all permanentemployees, volunteer firefighters, committee members andmembers of Council.

• That Township lapel pins and Township hats may be distributedduring the presentation of commemorative plaques, or distributedat the discretion of the Mayor.

6-3 Bereavement Tributes

That in the case of bereavement, as defined below, the Township ofSevern 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 appropriateagency or charity as per the family’s request at a maximum amountof $66.00;That the Treasurer or his/her designate shall respondappropriately;That this amount be reviewed annually in conjunction with the Township’sRemuneration and Allowance Listing;

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That the bereavement tribute shall apply to the following individuals andhis/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 ChiefAdministrative Officer, a bereavement tribute may be sent toanother individual in extenuating circumstances (eg. retiredemployee, 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, unbrokenservice, notwithstanding a classification of full time or other than full timefor employees. Reference should be made to the Human ResourcesPolicy Manual to determine certain types of leave.



Gift

Upon retirement of employment of an employee of the Municipality, theCouncil shall present that employee with a gift to the value of $18.80 peryear of service. This policy shall apply to all employees with ten (10) ormore years of employment. Employees with a minimum of 20 years ofcontinuous service shall be presented with a Certificate of Appreciationfrom Council to acknowledge their years of dedicated service.

Reception

Upon retirement of an employee of the Municipality, the Council shallcontribute the sum of $740.55 toward the hosting of a retirementreception. Said reception to be organized and administered by theTownship employees. The sale of tickets may be necessary to make upthe difference in cost between the subsidy and the actual cost. As ageneral guide, such tickets should be available for purchase by allMembers of Council and all employees of the Municipality and theirspouses.

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

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

General

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



6-5 Employee Service Pins

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

5 year service pin10 year service pin15 year service pin20 years — 10k gold pin25 years — 10k gold pin30 years — 10k gold pin35 years — 10k gold pin

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

5, 10, 15, 20, 25 and 30 years of service;And further that all achievements by employees including certificates andservice pins be presented annually at a regular meeting of Council;And further that service pins and certificates be presented to members ofthe Severn Fire Department at their annual general meeting;And further that recognition be given to employees for their certificates orservice pins at the Annual Christmas Dinner;And further that any citizen certificates be presented to them as theyarrive throughout the year.

6-6 Annual Christmas Dinner

That the Township of Severn host an Annual Christmas Party or Partieson the first Friday evening in December and that the following personsemployed 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.

Citizen Appointees• citizen appointees to statutory positions and Council Committees

and one guest.

SCORPORATE POLICY MANUAL


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

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

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

• The Chief Administrative Officer shall have the discretion to inviteadditional former employees with long standing service and oneguest.

Annual BudgeUPrizes

• That an annual budget of $250.00 be approved to accommodatedoor prizes for all employees, citizen appointees to statutorypositions and Council Committee members in attendance,excluding members of Council. One grand prize shall also beprovided for a full time employee’s day off with pay. TheFirefighters shall be allowed to participate in the grand prize byreceiving a $150.00 gift card from the Orillia Square Mall in lieu ofthe day off with pay. Employees/guests must be in attendance toreceive the draw prizes at this function.

Donations

All parties invited to the Annual Dinner may contribute toys to theSalvation Army by dropping them off at the Administration Office or at theAnnual Christmas Dinner.

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6-7 Christmas Gratuities

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

6-8 Volunteer Service Recognition Program

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

6-9 Employee Incentives

That Council consider an annual contribution towards employeeincentives 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 grantapplications be provided support with in kind” donations only, uponreview and approval of Council.


7 COMPUTER I TECHNOLOGY Page 1 of I

7-1 Website Links

That it be the policy of the Township of Severn to encourage links to ourwebsite in order to provide information to further enhance tourism,economic development, heritage, recreation and social community eventswithin the Municipality;And further that the Township of Severn will not advertise for privatebusinesses but will assist through the Township website and/orpublications such as the Recreation Brochure, where possible, to promotepublic/social/community events organized by private businesses;And further that staff be authorized to monitor and approve theserequests.

7-2 Internet Use

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


8 CONSULTANTS I CONTRACTORS Page 1 of I

8-1 General

Outside consultants/contractors may be hired as required. All contractorsmust have WSIB insurance coverage. There must be no conflict ofinterest in the hiring for such services. A consultant or contractor must notparticipate in any preliminary work leading to the hiring of the sameconsultant/contractor for the work in question.

8-2 Environment Impact Assessments

That the Township hire Environmental Consultants at the developer’sexpense to prepare Environment Impact Assessments when required.


9 COUNCIL Page 1 of3

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 beprepared on the request of Members of Council on an individual basis onplain paper subject to the scheduling only by the Chief AdministrativeOfficer. Further that the Chief Administrative Officer would supply onrequest Township business cards for Members of Council in the standardTownship format.

9-3 Council/Committee Lunches

That lunch for Members of Council and Standing Committees andparticipants be paid for by the Township when Committee Meetings lastover the lunch hour.

9-4 Monthly Expense Claims

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

9-5 Council Correspondence

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


9 COUNCIL Page 2of3

9-6 Community Policing Committee Meetings

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

9-7 Public Relations Fund

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

9-8 Council Portraits

That after members of Council are sworn to office arrangements be madefor individual portraits of the Mayors and group portraits of the completeCouncils of the Township of Severn.

9-9 Council/Committee Agenda Packages

That a policy to provide Council and Committee Agenda Packages to thepublic be adopted, effective January 1,2004. (SeeAppendix5)

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 CountyWarden Curling Bonspiel, with expenses.

9-12 Accountability & Transparency

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


9 COUNCIL Page 3 of 3

9-13 Delegation of Powers & Duties

That the Delegation of Powers & Duties Policy be adopted and included inthe Corporate Policy Manual. (SeeAppendix8)

9-14 Advisory Committees

That the Advisory Committees Policy be adopted and included in theCorporate Policy Manual. (SeeAppendix9)

9-15 Delegation Submission Form

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

9-16 Verbal Presentations to Council

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

9-17 Accounts Listing — Website

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


10 DITCHING & DRAINAGE Page 1 of 2

10-1 Tile Drainage Inspection Fees

That the Fees to be charged for inspection of Tile Drainage Loans shallbe 11/2% of the approved loan amount.

10-2 Ditching

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

b) The cost of ditching work that has not been budgeted in the currentyear is 100% recoverable from the property owner.A deposit based on the cost estimate is required prior to such workcommencing. Any surplus funds left over will be refunded and anyshortfall will be separately invoiced to the property owner.

c) The property owner in his application acknowledges that the workto be done is in accordance with Township standards at anestimated 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 ofPublic Works to make a determination if such work can be done inthe current budget year by Township staff.


10 DITCHING & DRAINAGE Page 2 of 2

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

c) The property owner will in his application acknowledge that thework is to be done in accordance with Township standards at anestimated cost as determined.

10-4 Tile Drainage — Ditching

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


_11 ELECTIONS Page 1 of I

11-1 Use of Municipal Resources — Municipal Candidates

That a policy for the use of municipal resources for municipal candidatesbe adopted for municipal elections (see Appendix 11).


12 FIRE DEPARTMENT Page 1 of I

12-1 Fire Stations - Public Use

That the Fire Halls are not available for use by the general public foractivities not related to municipal business, with the exception of businessmeetings conducted by the respective Firefighters Association which willbe permitted.

12-2 Firefiqhters’ Associations — Donation of Equipment

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


13 HEALTH & SAFETY Page 1 of I

13-1 Incentive Program

That an expenditure not to exceed $75.00 annually for the acquisition oftrophies or plaques for presentation to safety minded employees beauthorized.

13-2 Alcohol Risk Management

That a Municipal Alcohol Risk Management Policy be adopted for allfacilities owned and operated by the Township of Severn. (See Appendix 12)

13-3 Cell Phones & Image/Photographic Devices

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

13-4 Employee Assistance Program

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

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14 INSURANCE Page 1 of 3

14-1 Coldwater Community Centre

That all renters that are participating in an organized sport activity must beaffiliated with the regional/provincial/federal sport body and that sportbody should provide insurance;And that all renters of the facility must also sign waiver forms releasing theTownship from any incident that may occur during the rental;And that the Township reserves the right to request that a renting group orindividual provide a Certificate of Liability Insurance in excess of twomillion 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 aminimum amount of $5 million be required as a standard coverage forsubdivision and development agreements, but Council may consider anapplication to reduce this amount to $2 million where minimal works arebeing performed on public lands.

14-3 Insurance - Council, Officers, Emrloyees

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

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

b) the owner of any licensed motor vehicle for liability which arises outof the use or operation of such licensed motor vehicle by CouncilMembers, Commissioners, Statutory Officers, Officers, Employeesor Volunteer Workers of the Corporation of the Township ofSevern;


14 INSURANCE Page 2of3

And further that such assumption of liability be subject to the followinglimitations, 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 Americaby Council Members, Commissioners, Statutory Officers, Officers,Employees or Volunteer Workers on behalf of the Corporation ofthe Township of Severn including travel to and from work andattendance at meetings.

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

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

14-4 Minimum Insurance Requirements

That the Township of Severn requires a minimum of $2 million liabilityinsurance coverage from outside parties.

14-5 Insurance Coverage - Volunteers

That insurance requirements for maintenance and operation of municipalfacilities and parkiand be covered under the Township’s comprehensiveinsurance policy, provided that the groups/associations have executed anOperations & Maintenance Agreement with the municipality;


14 INSURANCE Page 3 of 3

And further that for the entities that have Directors’ liability insurance, theTownship will reimburse the costs for these entities/groups after theirinsurance costs have been paid and submitted to the Township;And further that volunteers who perform maintenance on municipalparkland be covered under the Township’s comprehensive insurancepolicy, provided that Council’s approval is received prior to the worksbeing commenced and an annual list of volunteers is provided to theTownship.

14-6 Goldwater Business Improvement Area

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


15 LAND PURCHASE! SALE I TRANSFER Page 1 of I

15-1 Purchase by Severance

That where land is acquired for the Municipality as a condition ofseverance, it be a condition of severance that the Municipality be providedwith 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 thegeneral 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 asrecreational areas for all ratepayers of the Township of Severn prior tobeing considered as surplus land.

15-3 Notices — Sale of Municipal Land

That prior to the process of disposing of any municipal land, an informalnotice will be circulated to each property owner by regular mail in thevicinity of the property advising of the municipality’s proposal to dispose ofsame;And that comments be requested prior to a reasonable deadline date forconsideration of Council.

15-4 Department Circulation

That all requests for the acquisition of municipal land, including roadallowances, be circulated to the Building/Septic, Fire, Planning and PublicWorks Departments in order to identify any concerns with respect tomunicipal and private lands prior to presentation to Severn TownshipCouncil for its consideration.


16 LEASING Page 1 of I

16-1 Lease Financing Policy

That a ‘Lease Financing Policy be adopted for the Township of Severn.(See Appendix 13)


17 LICENSING Page 1 of ‘

17-1 Liguor License Board of Ontario

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

17-2 Lottery Licensing

That the Township will not entertain applications for a lotterylicense from charitable or religious organizations whose base of operationis not within the Corporate Limits unless Council deems such organizationas 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 intoLicense Agreements with MPAC.


18 MAILBOXES 4* Page 1 of I

18-1 Installation Standards

That a design for installation of new rural mail boxes be adopted;And that it be a policy that only maLl boxes installed to this standard berepaired by the Township if damaged by snowplowing operations. (SeeAppendix 14)

18-2 Community Mail Boxes

That the Township of Severn wifl not be honoring any requests to assistwith the processing of the Canada Post Community Mail Box Fee.


_19 OFFICE Pagel ofi

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 asauthorized by Council.

19-2 Use of Administration Office

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

19-3 Provincial Territorial Flags

That the municipality will not rent or loan out the provincial! territorial flagsand stand to the public.


20 PERMITS Page 1 of I

20-1 Special Occasion Permits - Community Festival

Community organizations are required to obtain a Special OccasionPermit (SOP) from the Alcohol and Gaming Commission if their eventinvolves the sale of alcohol. In fact, in order to quality for this temporary“license”, the permit requires a letter from the Municipal Council, Clerk ordelegated official designating it as a community festival. A communityfestival is an event which is open to the public and the proceeds benefit acharitable aim, as defined by the provincial terms and conditions. As apoint 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 isdelegated to the Township Clerk. This would serve to expedite theseroutine mailers of business and avoid delay on the part of the communityorganizers.

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 asa community festival, the proceeds must be earned by and/or given to a“charitable” organization. Staff are familiar with this definition due toongoing responsibilities related to the issuance of lottery licenses, whichmust also fit within this definition. As in other matters, if staff are unsureas to whether or not the request for status as a “community festival” isappropriate or if the standard provisions are altered in any way, therequest would be forwarded to Council for consideration.


21 PERSONAL INFORMATION PROTECTION Page 1 of I

21-1 Personal Information Protection & Electronic Documents

That a Personal Information Protection & Electronic Documents Policy beadopted for the Township of Severn. (See Appendix 15)

21-2 Access to Records

That an Access to Records Policy be adopted. (See Appendix 16)


22 PERSONNEL — General Page 1 of 2

22-1 Conventions & Seminars

Employees

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

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

Following the adoption of the budget, attendance of employees atconventions and seminars will be approved by each Department Headprior to registration.

Council/Committees

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

22-2 Other Than Full-Time Staff

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


22 PERSONNEL — General Page 2 of 2

22-3 Commissioning/Twa Cooies of Documents

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

22-4 Code of Conduct

That the Township of Severn adopt a policy for Code of Conduct forEmployees and Members of Council. (See Appendix 17)

22-5 Bomb Threat Procedures

That the Township of Severn adopt a policy for Bomb Threat Procedures.(See Appendix 18)

22-6 Cellular Phones

That a policy for the use of cellular phones by Township employees beadopted. (See Appendix 19)


23 PERSONNEL — Public Works Page 1 of I

23-1 Drainage Salaries

The salary approved in accordance with the provisions of the THeDrainage Act and the Drainage Act shall be apportioned at 5% of theDrainage Superintendent’s annual salary and/or the maximum availablethrough drainage programs.

23-2 “AZ’ Licenses

That the Public Works & Utilities Employees be reimbursed at the currentcost, with proof of receipt, once every five years for a medical examinationas required by the Ministry of Transportation for the endorsement of an“AZ” License.


24 PLANNING & DEVELOPMENT Page 1 of 6

24-1 Industrial Agreements

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

24-2 Subdividers Agreement

The preparation of a Subdivision Agreement is facilitated by an appointedCommittee of Staff, Township Solicitor, Township Engineer and the Headof Council or his designate, who will meet with the developer and hisfherprofessional advisors, through a series of checklist meetings. When atentative agreement has been reached the proposed agreement ispresented to Council for its consideration. The “Checklist Committee’does not make policy decisions and therefore should at any point duringthe negotiating process the developer asks for modifications or variationsfrom the Township’s Standard Subdividers Agreement, the request alongwith the Committee’s comments will be reviewed by Council.

24-3 Road Construction Standards

That minimum specifications for subdivision road construction beupgraded for all Subdivision Agreements executed after January 1, 1988by 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 aminimum of 10 months following the first layer;

Option AAnd that the date of substantial completion of Municipal services shall bedefined in the Subdivision Agreements as completion of all Municipalservices, save and except the final layer of asphalt;

Option BOr that the date of substantial completion of Municipal services shall bedefined in the Subdivision Agreements as completion of all Municipalservices, save and except the final layer of asphalt and the sodding ofboulevards;



And that in the event Option B is chosen by the Subdivider, theAgreement shall specify that an additional minimum deposit in accordancewith the Township’s Fees & Charges By-law will be filed with theMunicipality as a guarantee that the boulevards will be sodded not laterthan the 31st of October of the year in which the Subdivision Agreementwas executed;And also that the Subdivider will forfeit said deposit in the event thesodding is not completed within the required time, and the Letter of Creditwill be cashed to cover the cost of the outstanding works;And that the Subdivision Agreements shall provide for the issue ofBuilding Permits upon the issue of a certificate of substantial completionby the Township Engineer, without a restriction as to occupancy;And that the Subdivision Agreements shall provide for acceptance of theMunicipal services upon satisfactory completion of all Municipal services,including the final layer of asphalt;And that the Subdivision Agreements shall provide for a maintenanceguarantee for Municipal services for a period of two years, following theacceptance of Municipal services within the subdivision, said guarantee tobe 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 wouldconsider changing the recorded name of any previously addressed publicroad:(a) That 100% of all owners of assessed properties abutting the

public road, and serviced by it, sign and submit a petitionuniversally supporting the name;

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

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

24-5 Naming of Private Roads

That the following minimum standards must be met before Council wouldconsider changing the recorded name of any previously addressed privateroad 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 apetition universally supporting the name;

b) That a proposed name not duplicate in any way, or sound similarto, any other street name, island or navigable waterway in theTownship; and

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

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

24-6 Pre-Servicing Agreements

A Pre-seMcing Agreement allows the subdivider, being the registeredlandowner, to commence the installation of municipal services within thesubdivision lands prior to the registration of the Plan of Subdivision andprior to the execution of the Subdivision Agreement. A Pre-servicingAgreement allows the municipality to inspect and supervise works onprivate lands.



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

Council adopted a basic agreement framework but acknowledged thatspecific content will be customized to the development. This frameworkwill be utilized to facilitate discussions about the Pre-servicing Agreementwith the developer.

Before entering into a Pre-servicing Agreement, Council requires thedeveloper to provide a performance guarantee to the municipalityrepresenting 10% of the costs of underground municipal services andrelated appurtenances on these private lands. In the event of default bythe developer, the municipality would access these funds to undertakeinterim remedial measures.

Some pre-servicing works may also require related works on abuttingmunicipal lands. Council requires that a Letter of Credit in the amount of100% of the cost of the value of works on public lands be on deposit withthe municipality prior to entering into a pre-seivicing agreement.

Conditions related to a Pre-servicing Agreement could be handled as aseparate matter at the Checklist Meetings, possibly discussedconcurrently 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 apublic information meeting being held prior to any formal public meetings.



24-8 Parkland or Cash-in-Lieu

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

24-9 Developers’ Deposits

That staff ensure that there are no external costs incurred until theappropriate planning applications and deposits are submitted;And further that the Township consultants/lawyers be advised that theiraccounts 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 executeddocuments, including signing powers delegated to staff, be required tomeet all conditions of the document prior to inclusion on an Agenda forCouncil or Committee.

24-11 Consents for Lot Addition Purposes

That Township staff be authorized to accept land dedications adjacent tomunicipal roads to facilitate lot additions, when required.

24-12 Housekeeping Amendments to General Zoning By-law

That staff be authorized to initiate housekeeping amendments to theZoning By-law related to map schedule corrections on as as-neededbasis.



24-13 Planting of Trees — New Subdivisions

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


PUBLIC WORKS Page 1 of 5

25-1 Snowplowing & Maintenance of Unassumed Roads

That the Township of Severn will not provide snow plowing andmaintenance on unassumed roads within the Township of Severn.

25-2 Jog Realignments

That the practice of ongoing construction with respect to SideroadRealignments as performed by the former Township of Qñllia becontinued 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 onabandoned vehicles found on Township highways to the Police for theirconsideration.

25-4 Winter Maintenance - Level of Service & Patrol Plan

That the Winter Maintenance - Level of Service be adopted as policy forthe Township of Severn;And further that the Patrol Plan for the Township of Severn be adopted asa Corporate Policy. (See Appendix 20)

THAT the Director of Public Works be authorized to remove snow on themain streets of Coidwater, Washago and Port Severn more than the usualpractice of twice a year if weather conditions are extreme, and at hisdiscretion, provided Public Works staff are available to provide thisadditional service.


25 PUBLIC WORKS Page 2 of 5

25-5 Adopt-A-Highway Lifter Control

From time to time, a community organization or private companyexpresses its interest and willingness in assuming responsibility for litterclean-up along a portion of highway. With the downloading of certainroads, usually arterial, to the Township from the County, more suchrequests are being received.

In order to expedite and support these initiatives with minimal delay andpaperwork, Council adopts a standard agreement and authorizes itsadministration by the Director of Public Works. If there are any proposedchanges to the standard agreement, as requested by an individualorganization or as recommended by staff to alter the base document,Council’s approval will be sought. (See Appendix 21)

25-6 Winter Sidewalk Plowing/Sanding Operations

OBJECTIVE:

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

o Snow clearing of sidewalks in Goldwater and Washago areas shallbe done on a six day per week basis following a snow fall whenaccumulation of snow is in excess of 5 centimetres (2 inches) onthe surface of the sidewalks. All sidewalks should be cleared withintwelve (12) hours of the start of the sidewalk plowing operations.

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

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

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



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

o Sidewalk sanding shall be accorded to sidewalks on ColdwaterRoad, Coidwater and Muskoka Street, Washago on a regular basisas conditions warrant.

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

SUMMARY:

The Public Works Department will attempt to provide the best wintermaintenance efforts to the sidewalks given the resources available andweather conditions. However, during certain hours and under certainweather conditions, sidewalks may become snow covered and slippery. Itis expected that pedestrians will use extra care in these situations whenwalking on the sidewalks.

25-7 Salt Management Plan

That a Salt Management Plan be adopted as a corporate policy. (SeeAppendix 23)

25-8 Tree Removal — Coldwater River

That trees that have fallen into the Coldwater River (from the Town Dockat Upper Big Chute Road & Rivers Street upstream to the bridge atHighway No. 12) which obstruct, impede or render the river more difficultor dangerous, may be removed by municipal staff under the direction ofthe Director of Public Works or designated;And further that if the tree removal requires access to private property, thelandowner’s written permission will be required before any action is taken.



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, providedthat the vehicle is locked and secure if unattended, with the exception ofdiesel powered vehicles during extreme weather conditions where thecontinued 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 whichthe driver has no control

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

25-10 Thathlons & Bicycle Rallies

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

V provided traffic flow within the Township of Severn is notunreasonably impeded during the event and that residents andbusinesses are accommodated with a minimum of inconvenience;

V applicants are encouraged to place volunteers at all majorintersections in order to ensure the safety of all participants;

V applicants are encouraged to advertise in the local newspaper priorto the event ensuring that area residents and businesses are awareof the times and locations of the route to alleviate traffic and safetyconcerns;



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

V all applicants are required to submit a Certificate of LiabilityInsurance in the amount of $2 million naming the Township ofSevern as an additional insured prior to the scheduled event.


26 PURCHASING & SELLING Page 1 of I

26-1 Township Lapel Pins

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

26-2 Township FIaQs

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

CORPORATE POLICY MANUAL I

27 RECREATION - Facilities Page 1 of I

27-1 Coldwater Fairgrounds

That the following be adopted as policy with respect to the approval ofcapital improvements to the Coldwater Fairgrounds which are proposedby outside agencies:

All proposals by the Coldwater and District Agricultural Societyrelating to the construction of additional structures on or installationof other permanent site improvements at the ColdwaterFairgrounds must first be submitted to Severn Township Council forconsideration. Once received, Council is responsible for solicitingcomments from all affected Municipal Departments. Requests forcomments shall be routed through the Chief Administration Officerwho shall be responsible for co-ordinating the responses. Whenthe Department Heads views have been received by Council, it willreview the proposal, establish conditions of approval if required,and make a final decision on the issue.

27-2 Coldwater Community Centre Rental AQreement

That the attached form of Rental Agreement be adopted as policy for theColdwater & District Community Centre Community Hall/Arena Facilities.(See Appendix 23)

27-3 Coldwater Community Centre Ice Maintenance Policy

That a Coldwater & District Community Centre Ice Maintenance Policyand Daily Ice Maintenance Inspection Record Form appended hereto beimplemented and adopted as policy for the Township of Severn. (SeeAppendix 24)

27-4 Washago Centennial Park

That the Township of Severn cease operations of a trailer/campgroundpark and Washago Centennial Park continue to function as a communitypark.


28 RECREATION — General Page 1 of I

28-1 Capital Improvements Funding

That the following criteria be met for the approval of 50/50 cost sharing insupport of capital improvements to property owned by the municipality:

o Associations must submit request(s) for capital projects to theSevern Township Council to be addressed during annual budgetdeliberations outlining the anticipated capital projects for thecurrent year.

o Associations must submit invoices supporting budget approvals forcost sharing.

o Township pays Y2 the costs of a capital project to a maximum of theapproved budget.

o Eligible expenses include volunteer labour at minimum wage andone project supervisor at $10.50 per hour.

o Inclusions for budget purposes:• maintenance of facility/grounds• purchase of maintenance equipment

28-2 Uhthoff Trail

That the Section of trail from Coidwater to Waubaushene be consideredan extension of the existing Uhthoff Trail which will now consist of thearea from Orillia to Waubaushene.

28-3 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 beconsidered as a contractor;And further that no non-resident fees be charged;And further that the seniors’ discount be 25% for Township residents onlyfor all seniors 60 years and older;And further that a Joint Use Agreement be approved with the SimcoeCounty District School Board thereby qualifying for reduced facility rentalcharges.


29 RECREATION — Parks Page 1 of 2

29-1 Municipal Park Development

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

ExceptionsThe following Municipal Parks shall continue to be maintained by theTownship, 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 bythe municipality on an annual basis.

d) Grass cutting at 3183 Shoreview Drive and 3992 Sandcastle Courtshall be performed by the Couchiching Shores RatepayersAssociation with an annual grant.

e) The Groups/Associations may submit an annual request to theTownship of Severn for grant funding outlining the financialrequirements with respect to operation and maintenance of theparkland subject to budget approval.


29 RECREATION — Parks Page 2 of 2

29-2 Township Memorials

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

29-3 Undeveloped Parkland

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


30 RECREATION — Washago Centennial Park Page 1 of I

30-1 Ball Diamond

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

30-2 Rental Agreement

That the attached contract for use of park facilities be entered into prior toan event being held at the Washago Centennial Park. (See Appendix 25)

30-3 Concession Booth Lease Agreement

That the attached Lease Agreement for the Washago Centennial ParkConcession Booth be entered into for the lease of the facility. (SeeAppendix 26)


31 SIGNS Page 1 of2

31-1 Neighbourhood Watch Signs

That subject to budget provisions, the Township subsidize to a maximumof 50°k the supply and installation of Neighbourhood Watch Signs atlocations requested by Ratepayer Groups and reviewed and approved bythe Information Officer of the Ontario Provincial Police;And that the installations be performed by the Public Works Departmentof the Township of Severn.

31-2 Road Closing Signage

That it be a standard operating procedure of the Public Works Departmentto inspect on a daily basis the placement of road closed signage atconstruction site.

31-3 Municipal Signage

That the Township Sign Policy be adopted for the Corporation of theTownship of Severn. (See Appendix 27)

31-4 Outdoor Notice Boards

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


31 SIGNS Page2of2

31-5 Banner Poles

That the following direction be adopted on the use of banner polesinstalled 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 be supply their own banner for display and

pick it up from Public Works following the event.• The flying of banners for private or business organizations will not

be approved for use of the poles.

S CORPORATE POLICY MANUAL

32 TREASURY Page 1 of 2

32-1 Tax Sale

That the Treasurer be authorized and directed to commence proceduresunder the Municipal Act on all accounts which may from time to timebecome eligible, except where alternative satisfactory arrangements havebeen made for regular payment.

32-2 Mobile Home Parks

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

32-3 Tax Write-Offs

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

32-4 Late Payments

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

32-5 Post-Dated Cheques

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

SCORPORATE POLICY MANUAL

32 TREASURY Page 2 of 2

32-6 Cash Management Policy - Coidwater Community Centre

That the Cash Management Policy appended hereto be adopted as policyfor the Coidwater & District Community Centre. (See Appendix 28)

32-7 Municipal Investment Policy

That a Municipal Investment Policy Manual, attached to Memorandum No.T97-112, be adopted. (See Appendix 29)

32-8 Environmental Reserve Fund

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

32-9 Grant Funding

That all requests for grant funding be received prior to December 31st of thepreceding year for consideration during annual budget deliberations.

32-10 Letters of Credit

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

32-11 Tax Information

That the Tax Information Policy be adopted. (SeeAppendix3O)

32-12 $100 Bills

That it be a policy of the Township of Severn not to accept $100 bills forpayments.


33 UTILITIES Page 1 of I

33-1 Utility Installations on Existing Roadways

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

33-2 Washago Service Area

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

33-3 Replacing Street Lights

That if in the opinion of the Director of Public Works a street light requiresreplacement due to either lack of parts, expensive parts, or antiquatedfacilities, that the Director of Public Works be authorized to install newluminators for the Township of Severn.

33-4 Streetlighting - Infiuing Severances

That this Committee recommends to the Committee of Adjustment that acondition of severance for “infilling” severances be the installation ofstreetlighting, with the cost of energy to be borne by the applicant.

33-5 Streetlighting

That a Streetlighting Policy be adopted for the Township of Severn.(See Appendix 31)


VEHICLES jPagelofl

341 Township Owned Vehicles

Public Works DepartmentThat the following policy be adopted with respect to the vehicles of theRoads Department of the Township of Severn:

a) The vehicles are to be used exclusively for Townshipbusiness.

b) The vehicles are to be operated only by employees of theTownship of Severn or by employees of a motor vehiclerepairing garage when authorized by the Director of PublicWorks or his/her designate.

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

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

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

Fire DepartmentThat the Chief and Deputy Chief be permitted to transport Townshipvehicles from his/her residence.

JRCORPORATE POLICY MANUAL

35 WASTE MANAGEMENT tpage I of 2

35-1 Waste Containers - Washago

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

35-2 Pitch-In Canada Week

That staff be authorized to approve and monitor the annual Pitch-InCanada 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 arrangedby the Director of Public Works, provided that the participantsensure that the materials are sorted by metal, wood and waste inorder 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 ofSimcoe Waste Management Sites, the County be requested to provideadditional amnesty vouchers to the Public Works Department to disposeof the materials;


35 WASTE MANAGEMENT Page 2 of 2

And further that CouncH be provided the annual information on Pitch-InCanada Week.


36 WATER & SEWER SYSTEMS Page 1 of 4

36-1 Washago Water/Sewer

That this Council adopts the following policy with respect to water and/orsewer connections to the Washago Water and/or Sewer Systems toproperties 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 thecapacity 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 theMunicipality or by a contractor under contract to the Municipality atthe expense of the applicant, to the specifications of theMunicipality.

4. The applicant shall be required to file a deposit with theMunicipality sufficient to cover the facility extension, includingengineering design, supervision and inspection, prior toconstruction. Any difference in cost will either be refunded or paidby the applicant.

5. In addition to cost of physically extendingthe water and/or sewermains, the applicant be required to make a cash contribution, inadvance, to the waterworks utility and/or sewer works systemtoward the central plant capital cost in the accordance with theTownship of Severn’s Fees & Charges By-law.

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



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

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

36-2 Water Shutdown Policy

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

Goldwater

If the proposal is to schedule a shutdown of the water system then allresidents should be informed by notice through the Post Office. This is ofminimal cost (+1- S40.OO). Also, pre-scheduled shutdowns should becompleted on Mondays, and the following persons or businesses benotified directly:

(a) Coldwater Public School(b) Coldwater Senior Citizens’ Complex(c) All Restaurants(d) Bake Shop(e) All DoctorlDentist Offices(f) Community Centre(g) Royal Canadian Legion(h) Coldwater Rest Home(i) Laundromat0) Hairdressers



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

Washago - Bass Lake - Sanduastle - Severn Estates

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

However, I would recommend that in Washago the following contacts bemade 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 madeas promptly and efficiently as possible.



36-3 Adverse Water Quality Event

That a procedure for an Adverse Water Quality Event be adopted. (SeeAppendix 32)

36-4 Uninhabitable Buildings

That where a home/or business is uninhabitable by reason of fire or anAct of God, that the water and/or sewer annual rates be waived for theperiod that the property is uninhabitable. In the event where a capitalfrontage charge or similar is in place or is contemplated, that the capitalfrontage charge or similar remain in place to cover the annual debtrepayment. It would only be the annual fees that would be adjusted.

36-5 Service Connection Agreements

That the Director of Public Works and the Clerk or Deputy Clerk beauthorized to act on Council’s behalf to approve Service ConnectionAgreements for the Township’s Water & Sewer Service Areas required asa condition of consent.

*CORPORATE POLICY MANUAL

37 WEED CONTROL Page 1 of I

37-1 Written Weed Complaints

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

APPENDIX I

II Customer Service - Accessibility

PURPOSE

The Accessibility for Ontarians with Disabilities Act, 2005 provides for the establishmentof accessibility standards. Accordingly, Ontario Regulation 429/07, AccessibleStandards for Customer Service, was enacted. Under this Regulation we are toestablish policies, procedures and practices governing the provision of our goods orservices to persons with disabilities. In addition, we must use reasonable efforts toensure that our policies, procedures and practices provide accessible customer servicesto people with various kinds of disabilities and that the core principles of independence,dignity, integration and equal opportunity, as defined herein, are respected. Thepurpose of this policy is to fulfill certain requirements as set out in Ontario Regulation429/07. In support of this policy, corresponding guidelines will be set out to support thepolicy and may be amended from time to time.

DEFINITIONS

Assistive Devices — shall mean an auxiliary aid such as communication aids, cognitionaids, personal mobility aids and medical aids (i.e. canes, crutches, wheelchairs, orhearing aids, etc.) to access and benefit from the goods and services offered by theTownship of Severn.

Barrier — means anything that prevents a person with a disability from fully participatingin 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 todiabetes, epilepsy, brain injury, paralysis, amputation, lack of coordination, blindness orvisual impediment, deafness or hearing impediment, muteness or speech impediment,physical reliance on a guide dog or other animal or on a wheelchair or other remedialappliance or device; mental impairment or developmental disability; learning disability ordysfunction in understanding or using symbols or spoken language; mental disorder; orinjury for which benefits were claimed or received under the Workplace Safety andInsurance Act, 1997.

1

Guide Dogs or Service Animals — a “guide dog” means a guide dog as defined insection 1 of the Blind Persons’ Rights Act. For the purpose of this policy, an animal is aservice animal of a person with a disability:

a) if it is readily apparent that the animal is used by the person for reasons relatingto his or her disability: or

b) if the person provides a letter from a physician or nurse confirming that theperson requires the animal for reasons relating to the disability.

Principle of Dignity — policies, procedures and practices that respect thedignity of a person with a disability are those that treat them ascustomers and clients who are as valued and as deserving of effective and full serviceas any other customer. They do not treat people with disabilities as an afterthought orforce them to accept lesser service, quality or convenience.

Principle of Independence — in some instances, independence means freedom fromcontrol 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 withdisabilities to fully benefit from the same services, in the same place and in the same orsimilar 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 withdisabilities have the same opportunity to benefit from the way you provide goods orservices as others. They should not have to make significantly more effort to access orobtain service. They should also no have to accept lesser quality or moreinconvenience.

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 helpwith communications, personal care or medical needs or with access to goods orservices.

EXCLUSIONS

This Accessibility Customer Service Standards Policy shall not apply during any periodwhere Council has declared a “State of Emergency” as defined under the EmergencyManagement Act.

2

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 losswill have access to a handset located in the Research Room which has sight andhearing enhancements.

In inquiries for telephone services are received for hearing impaired or visionimpaired individuals, please refer them to Bell Canada. Teletype (flY) is oldertechnology and the municipality will not be purchasing any equipment for thispurpose.

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

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

3

2. Electronic Door Openers

Location: Township of Severn Administration Building, 1024 Hurlwood Lane andGoldwater Community Centre.

The electronic door openers must be turned on at the beginning of the work daywhen the building is opened and turned off when the buildings are notoccupied. The motor in the electronic door opener will continue to run if it ispressed 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 markingconsisting of the international Symbol for the disabled. The accessible parkingplaces shall be cleared of snow as soon as practicable.

4. Accessible Washrooms

Location: Township of Severn Administration Building, 1024 Hurlwood Lane,On II iaGoldwater Community CentreWashago Community Centre, 4351 Hamilton St., Washago

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

5. Elevator

Location: Goldwater Community Centre

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

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

The Council Chambers is equipped with microphones for each member ofCouncil/Committee and one for questions/delegations from the floor.

The microphones shall be turned on for each public meeting.

4

7. Various assistive devices including but not all inclusive (AdministrationOffice)

Paper and writing instruments; portable magnifiers; computer terminal atcustomer service counter with capabilities of enlarged print; certain documentsavailable to the public will be enhanced i.e. large print etc.; lowered counter toaccommodate a person who uses a wheelchair or a person with physicaldisabilities.

FEEDBACK

Feedback from our customers gives the Township of Severn Council opportunities tolearn and improve. The Municipality recognizes the right of our customers to make acomplaint, compliment or suggestions on ways to improve our services.

To assist the Township of Severn in ensuring that the delivery of goods and services tothose with disabilities is provided in an effective and timely manner, the customer isinvited to provide their feedback as follows:

In writing, in person, e-mail, or telephone, addressed to:

Accessibility CoordinatorP.O. Box 1591024 Hurlwood LaneOrillia, ON L3V 6J3Phone: (705)325-2315 Ext. XXXFax: (705)327-5818E-mail: severnencode.com

The Accessibility Coordinator will respond either in writing, in person, e-mail ortelephone acknowledging receipt of feedback and will set out the action to be taken inresponse to any complaints.

DOCUMENTATION

The Township of Severn shall upon request, give a copy of the policies, practices andprocedures required under the Ontario Regulation429/07 — Accessibility Standards for Customer Service to any person.

S

SERVICE ANIMALS, SUPPORT PERSON(S)

What about service animals and support persons accompanying a person with adisability?

Service animals, such as guide dogs, offer independence and security to many peoplewith various disabilities. Some laws generally prohibit animals in certain areas — suchas food preparation areas; however service animals are permitted in most publicsituations.

Support people assist people with disabilities in a variety of ways, by assisting withcommunication such as an intervener, sign language interpreter, or as a PersonalSupport Worker providing physical assistance. A support person may also be a friendor relative that will assist and support the customer.

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

• Every employee shall allow persons with disabilities to be accompanied by theirguide dog or service animal unless the animal is excluded by law. Where ananimal is excluded by law from the premises, the reason why the animal isexcluded shall be explained to the persons with disabilities. Other reasonablearrangements to provide goods and services shall be explored with theassistance of the person with disability.

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

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

ADMISSION FEES — ADVANCE NOTICE

In the event that admission fees are charged, advance notice concerning whatadmission, if any, would be charged to a support person shall be posted in aconspicuous place.

SERVICE DISRUPTION — NOTICE

It is possible that from time to time there will be disruptions in service, such as anentrance way that is under repair, renovations that limit access to an area, ortechnology that is temporarily unavailable. If a disruption in services is planned, andexpected, it is important to provide reasonable notice.

6

People with disabilities may often go to a lot of trouble to access services, such asbooking transit or arranging a ride. By providing notice, you can save that person anunnecessary 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 varietyof ways and will be done as quickly as possible.

In the event of a service disruption, alternative methods of service may be consideredand those impacted by service interruption shall be informed of any alternative methods.

TRAINING

• Every person who participates in developing the policy, practices and proceduresunder Ontario Regulation 429/07 — Accessibility Standards for Customer Service.

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

• Current employees, agents, volunteers, management, etc. shall receive trainingby January 1,2010.

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

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

The method and amount of training shall be geared to the trainee’s role in terms ofaccessibility.

TRAINING RECORDS

Training records shall be kept, including the dates when the training is provided, andnumber 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 inmoving or coordinating one part of the body, through muscle weakness, tremors, andparalysis. Physical disabilities can be congenital such as Muscular Dystrophy; oracquired, such as tendonitis. A physical disability may affect an individuals ability to:

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

• 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 awheelchair. 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 iswith them.

• People with physical disabilities often have their own way of doing things. Askbefore 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 immediateenvironment (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 orwords. 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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Like other disabilities, hearing loss has a wide variety of degrees. Remember,customers who are deaf or hard of hearing may require assistive devices whencommunicating.

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 touchon 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 aperson who is deaf-blind is significant — difficult to access information and performingdaily activities. Deaf-blindness interferes with communication, learning, orientation andmobility. People who are deaf-blind communicate using various sign language systems,Braille, telephone devices, communication boards and any combination thereof. Manypeople who are deaf-blind use the services of an intervener who relay information andfacilitate auditory and visual information and act as sighted guides.


Most people who are deaf-blind will be accompanied by an intervener, a professionalwho helps with communicating.

Interveners are trained in special sign language that involves touching the hands of theclient in a two-hand, manual alphabet or finger spelling, and may guide and interpret fortheir 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 deafblind 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 withthem or give you an assistance card or a note explaining how to communicatewith them.

• Do not touch or address the service animals — they are working and have to payattention at all times.

• Never touch a person who is deaf-blind suddenly or without permission unless itis 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 totallyblind. Many have limited vision such as tunnel vision, where a person has a loss ofperipheral or side vision, or a lack of central vision, which means they cannot seestraight ahead. Some can see the outline of objects while others can see the directionof 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


Vision disabilities can restrict your customers’ abilities to read signs, locate landmarksor see hazards. In some cases, it may be difficult to tell if a person has a visiondisability. 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 becaused by genetic factors such as Downs Syndrome, exposure to environmental toxins,such as Fetal Alcohol Syndrome, brain trauma or psychiatric disorders. A person withan intellectual disorder may have difficulty with:

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


• 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. Typicaldisabilities include problems with:

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


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, causesslurring or stuttering, not being able to express oneself or understand written or spokenlanguage. Some people who have severe difficulties may use communication boards orother 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-verbalinformation acquisition, retention, understanding and processing. People with alearning disability have average or above average intelligence, but take in and processinformation and express knowledge in different ways. Learning disabilities can result in:

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


• Learning disabilities are generally invisible and ability to function varies greatly —

respond to any requests for verbal information, assistance in filling in forms andso on with courtesy.

• Allow extra time to complete tasks if necessary.

MENTAL HEALTH disabilities include a range of disorders however; there are threemain types of mental health disability:

• Anxiety• Mood• Behavioral

People with mental health disabilities may seem edgy or irritated; act aggressively; beperceived as pushy or abrupt; be unable to make a decision; start laughing or get angryfor no apparent reason.


• Treat each person as an individual. Ask what would make him/her the mostcomfortable 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 toodors 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 andspoiled food.

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TOUCH disabilities can affect a person’s ability to sense texture, temperature, vibrationor pressure. Touch sensations may be reduced or heightened resulting in ahypersensitivity to touch, temperature, or the opposite, numbness and the inability tofeel 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 spoiledfood or noxious substances.

OTHER disabilities result from a range of other conditions, accidents, illnesses anddiseases including ALS, asthma, diabetes, cancer, HIV/AIDS, environmentalsensitivities, seizure disorders, heart disease, stroke and joint replacement.

Disabilities are not always visible or easy to distinguish.

SAMPLE FORMS

1. Notice — Admission Fees2. Notice — Expected Service Disruption3. Notice — Unexpected Disruption in Service4. Notice — Training Record5. Pamphlet — Understanding Accessible Customer Service6. Pamphlet — Accessible Customer Service Policy

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NOTICE

ADMISSION FEES

Admission Fees shall be charged to a “Support Person’ accompanying persons withdisabilities. The cost will be $

_____________________

Definitions:

“Persons with Disabilities shall mean those individuals that are afflicted with adisability 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 helpwith communications, personal care or medical needs or with access to goods orservices.

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NOTICE

SERVICE DISRUPTION

There will be a scheduled service disruption at the Township of Severn MunicipalOffice. 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 inthis matter.

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NOTICE

SERVICE DISRUPTION — UNEXPECTED

There is currently an unexpected service disruption at the Township of SevernMunicipal Office. The estimated time of service disruptions will be from

___________________________

to

______________________________________

These disruptions include:

___________

Repairs to Doors

__________

Repairs to TechnologyOther

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

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TRAINING RECORD

Name:

_______________________

Date:

________________________

Location:

________________________

Type ofTraining:

_________________________

Trainer:

__________________________

Duration:

_________________________

Notes:

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ACCESSIBILE CUSTOMER SERVICE FEEDBACK FORM

Date and Time of Your Visit:

____________________________________

Staff Member/Department orService Location Visited:

_______________________________

Did we Respond to yourCustomer Service NeedsToday?

____________________________________

Was Our Customer ServiceProvided to You in anAccessible Manner? Yes Somewhat No

Did you Have ProblemsAccessingOur Services? Yes

_______

Somewhat

________

NoIf yes, please provide details

Comments:

____________________________________

If you wish to respond by e-mail, please forward to severnencode.com

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Appendix 2

II Volunteer Service Recognition Program

Section 1 - Nominations - Federal and Provincial

Information received respecting these awards will be posted on the outdoorbulletin 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, theTownship will send out a Nomination Package (Schedule “A”). This nominationinformation would be mailed to those organizations identified by staff. Timing ofthe mail out would take place in January of the second year of Council’s termwith a return deadline for completed nomination forms by the end of June of thatyear.

To be eligible for Municipal Volunteer Service Recognition, nominees must haveprovided continuous service, be alive (posthumous recognition would only beprovided through a direct/written request to Council) and must be a resident ofthe Township of Severn. The consideration of volunteer service commitmentwithin the area or County may be included as many volunteer organizationsprovide area wide support to communities and individuals including those inSimcoe County. (ie. United Way).

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

1. sports/recreation2. cultural/heritage3. seniors4. civic

Complete applications would include a description of the volunteer serviceprovided and reasons as to why the individual should be recognized.

Service Awards

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

Ceremony and Reception

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

MUNICIPAL VOLUNTEER SERVICE

FULL NAME:

MAILING ADDRESS:

YEARS OF SERVICE:

RECOGNITION PROGRAM

NOMINATION FORM

(Please Print or Type)

NOMINEE INFORMATION

NOMINATINGORGANIZATION:

NOMINATING ORGANIZATION INFORMATION

MAILING ADDRESS:

CONTACT PERSON:

TELEPHONE: Home Work

IF YOU HAVE ANY QUESTIONSCONTACT:

ABOUT COMPLETING THESE FORMS, PLEASE

Public Works Administrative Assistant at (705) 325-2315

TELEPHONE: Home Work

years

(Over)

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

CATEGORY SUGGESTED FOR CONSIDERATION;

NOMINEE’S VOLUNTEER HISTORY:

Appendix 3

1 Internet Use

PURPOSE:

The purpose of this Internet Use Policy is to establish guidelines and procedures forbrowsing the Internet.

The objectives of this policy are to:

• Ensure that the use of municipal Internet services benefits the Corporation of theTownship of Severn

• Outline the responsibilities and provide guidelines for acceptable use ofmunicipal Internet resources

• Raise employee awareness of their privacy rights, the use of Township InternetServices, 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 orindirectly by the Corporation of the Township of Severn.

Principals of Acceptable Use

The Internet is a powerful resource which can expedite the gathering and downloadingof electronic information and/or software for municipal use.

Acceptable use of the Internet by Township employees is governed by the same rulesof 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 formunicipal use.

- Accessing approved job related distance learning opportunities.

- While the Internet is primarily for municipal purposes, employees may use theresource for discretionary personal reasons provided that the service is notrequired for municipal use and that the work takes place before or after anemployee’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 securitymeasures on any system, local or remote; attempting to intercept any electroniccommunication transmissions or the disabling of anti-virus software;

- Viewing any content that is inappropriate in the work place setting, which mayinclude, but is not limited to discriminatory or offensive material;

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

- For accessing chat rooms, messaging systems and/or Facebook unless suchusage 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 saversmay 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 onTownship systems or transmitted over municipal networks. Any violations of policy thatare observed during these activities will be acted upon.

The Township cannot guarantee the confidentiality of any data transmitted or shared onthe internet.

Disciplinary Action

Violation of Township policies governing the use of Internet services may result in therestriction of access to such resources and, where warranted, may include disciplinaryaction up to and including dismissal.

Dissemination of Policy

To ensure that the privacy rights of the Township and its employees are protected, staffshall be asked to read and sign that they have read and understand the InternetAcceptable Use Policy.

2

TOWNSHIP OF SEVERNInternet Use Policy Acknowledgement

_____________________________

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 Townships Internet Use Policy are subject

to disciplinary action, up to and including termination.

Employee’s Signature Date

3

Appendix 4

Public Relations Fund for Members of Council

Purpose

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

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

Eligible Event

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

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 placewithin Severn Township or within the Province of Ontario. Events to which a perdiem allowance or professional development allowance apply, do not qualify forreimbursement from the public relations fund. Activities related to an electioncampaign are also not eligible.

Eligible Expenses

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

Funds

An allocation of $1,500.00 to be reviewed annually in conjunction with budgetdeliberations. 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’sExpense Statement. Proof of attendance should be provided (eg. ticket, receipt,invitation). Exemptions to be approved by the Mayor or Deputy Mayor in hisabsence.

—1—

Accountability

Expenses would be reported in the Treasurer’s Annual Report of CouncilRemuneration. Upon request, a report would be provided by the Treasureradvising of the financial status of the account.

—2—

II_IThe Township of Appendix 5 ill ..- IIll —.__

III —_—- ‘Ifl —‘S

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

SUBSCRIPTION FORM FOR TOWNSHIP OF SEVERNCOUNCIL/COMMITTEE PACKAGES

Please complete the form below and return it with your cheque made payable tothe Township of Severn.

NAME:

ADDRESS:

_________________

POSTAL CODE:

PHONE:

__________________

FAX:

________________

E-MAIL:

Option ACouncil Agenda Packages $175.00 + $22.75 HST = $197.75

Option BCorporate Services CommitteeAgenda Packages $175.00 + $22.75 HST = S197.75

Option CPlanning & DevelopmentCommittee Agenda Packages $75.00 ÷ $9.75 HST = $84.75

Option DCulture & RecreationCommittee 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 withpayment 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 ofPrivacy Act.

Appendix 6

Student Mayor Program

The Council of the Corporation of the Township of Severn has initiated a “StudentMayor Program” with the co-operation of the elementary schools in the Township. Theintention of the program is to foster support and knowledge of the local democraticprocess at the elementary school level during the Grade 5 Curriculum of “LocalGovernment”.

The Student Mayor Program involves each elementary school in the Township electingstudents to a “School Council” to participate in the program. It is Severn TownshipCouncil’s hope that each School Council would be elected by a democratic process andinclude 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 — Mayor1 — Deputy Mayor5 - Councillors

o Attending a Council Meeting on a Thursday evening, introduced to members ofthe Township Council and viewing the meeting where the Township’s business isconducted in public.

o Attending and participating in a “mock” Council Meeting, being sworn into officeby 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

o Invitations to schools annually to participate and the election of a Student SchoolCouncil (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 ofbusiness (all are welcome).

o Ensure all parents are invited and participating students attend on the scheduleddates to participate in the Student Mayor Program.

o To encourage participation by entire class, divide class in 1/2 and prepare two (2)5 minute delegations/presentations to the mock Council Meeting requesting adecision 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

-2-

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 bepresented with their Declaration of Office and a lapel pin.

Scheduling Requirementso Each school to arrange for meetings with Township staffo Attend one meeting of Council at Administration Officeo Township to attend school to hold ballot electiono School to schedule date for “mock” Council Meeting at Administration Office

I, the undersigned, do hereby agree to participate in the Student Mayor Program inconjunction with the Township of Severn.

(SCHOOL)

(Principal) (Grade 5 Teacher)

-3-

Appendix 7

I ACCOUNTABILITY& TRANSPARENCY I

Purpose

This policy is being developed to ensure compliance with the Municipal Act andto adopt and maintain a policy with respect to the manner in which the Townshipof Severn will try to ensure that it is accountable to the public for its actions andthe manner in which the Township will try to ensure that its actions aretransparent to the public. The purpose of this policy is to provide guidance for thedelivery of the Township’s activities and services in accordance with theprinciples contained herein.

Definition

Accountability — The principle that the Township of Severn will be responsibleto its residents for decisions made and policies implemented, as well as itsactions or inactions.

Transparency — The principle that the Township of Severn actively encouragesand fosters its residents’ participation and openness in its decision makingprocesses. Additionally, transparency means that the Township’s decisionmaking process is open and clear to the public.

Act — shall mean the MunicipalAct, 5.0. 2001, Chapter 25

Policy Statement

The Council of the Township of Severn acknowledges that it is responsible toprovide good government for its residents in an accountable and transparentmanner by:

V Encouraging public access and participation to ensure that the decisionmaking is responsive to the needs of its constituents and receptive to theiropinions;

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

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

1

ability, that all activities and services are undertaken utilizing a process that isopen and accessible to its residents. In addition, wherever possible, themunicipality will engage its residents throughout its decision making processwhich will be open, visible and transparent to the public.

Corporate Values

Severn Township is dedicated to fostering a high quality rural lifestylethrough our commitment to enhancing public safety, preserving the naturalenvironment and seeking opportunities for economic prosperity.

Policy Requirements

The principles of accountability and transparency shall apply equally to thepolitical process and decision making and to the administrative management ofthe municipality.

I. Financial Matters

The Township of Severn will be open, accountable and transparent to itsresidents in its financial dealings as required under the Act. Someexamples of how the Township provides such accountability andtransparency are as follows:

V Internal/external auditsV Reporting/statementsV Long term financial planningV Asset ManagementV Policy for Procurement of Goods & ServicesV Policy for the Sale of Municipal LandV Annual budget processV Signing Authority By-law

II. Internal Governance

The Township is committed to be responsible for ensuring thatadministrative practices and procedures recognize Council’s commitmentto accountability and transparency and ensuring specific accountability onthe part of its officers and employees through the following initiatives:

V Orientation ProcessV Code of Conduct — staffV Human Resources Policy Manual, including hiring of employeesV Annual Performance AssessmentsV Health & Safety PolicyV Employee Assistance ProgramV Compensation/Benefits

2

Ill. Public Participation & Information Sharing

The Township will ensure that it is open and accountable to its residentsthrough implementing processes outlining how, when and under whatconditions meetings will take place. The Township’s meetings will be opento the public when and as required under the Act and members of thepublic will have the opportunity to make delegations or comments inwriting on specific items at the meetings.

In addition, the Township has adopted policies which ensure thatparticipating by the public can be meaningful and effective through timelydisclosure of information by various means including print media,websites, etc. Some specific examples include:

V Procedural By-lawV Corporate Policy ManualV Code of Conduct — CouncilV Official Plan/Zoning By-lawV Road Needs StudyV Bridge Needs StudyV Delegation of Powers & DutiesV Records Management SystemV Planning ProcessesV Public Notices By-law

3

Appendix 8

f DELEGATION OF POWERS & DUTIES

Purpose

This policy is being developed to ensure compliance with the Municipal Act withthe adoption and maintenance of a policy with respect to the delegation ofCouncil’s legislative and administrative authority. The purpose of this policy is toset out the scope of the powers and duties which Council may delegate itslegislative and administrative authority and to establish principles governing suchdelegation. This policy applies to all Committees of Council, departments, officersand employees.

Definitions

Legislative Powers — Includes all matters where Council acts in a legislative orquasi-judicial function including enacting By-laws, setting policies and exercisingdecision making authority.

Administrative Powers — Includes all matters required for the management ofthe corporation which do not involve discretionary decision making.

Act — shall mean the Municipal Act, S.D. 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, policiesand administrative functions. Council’s decisions are generally expressed by Bylaw or resolution of Council carried by a majority vote. The efficient managementof the municipal corporation and the need to respond to issues in a timely fashionrequire Council to entrust certain powers and duties to Committees and staffwhile concurrently maintaining accountability, which can be effectivelyaccomplished through the delegation of legislative and administrative functions.Council authority will be delegated within the context set out in the Act and willrespect the applicable restrictions outlined in the Act.

Corporate Values

Severn Township is dedicated to fostering a high quality rural lifestylethrough our commitment to enhancing public safety, preserving the naturalenvironment and seeking opportunities for economic prosperity.

1

Policy Requirements

1. All delegations of Council powers, duties or functions shall be effected byBy-laws.

2. Unless a power, duty or function of Council has been expressly delegatedby By-law, all of the powers, duties and functions of Council shall remainwith Council.

3. A delegation of power, duty or function under any By-law to any employeeincludes a delegation to a person selected from time to time by thedelegate 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 functionhas been delegated by By-law has no authority to further delegate toanother 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 innature or where Council has explicitly provided for the terms andconditions under which the powers shall be exercised and must take intoaccount the limitations set out in the Act.

6. Administrative mailers may generally be delegated to staff subject to theconditions set out in the delegation and in this policy and must take intoaccount the limitations set out in the Act.

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

budget or authorized by the Procurement of Goods & Services Policy.V The scope of the delegated authority which shall not be exceeded.V All policies and procedures of the Township.V Consistent and equitable application of Council policies and guidelines.V 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 toCouncil advising of the exercise of a delegated power and conformingcompliance with the delegated authority and this policy.

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Appendix 9

I ADVISORY COMMITTEES I

Purpose

The purpose of this policy is to identify a process for establishing public advisorycommittees, requirements for maintaining and supporting committee work, committeerecruitment, selection and appointment processes, membership and role expectationsand the functional relationship to Council. The policy applies to ongoing advisorycommittees and where applicable to the Statutory authorities of Council, specifically:

V Culture & Recreation Advisory CommitteeV Municipal Accessibility CommitteeV Uhthoff Trail Committee

The purpose of Advisory Committees is to assist Council by providing recommendationson specialized issues, on a policy and/or operation level, as set out in the terms ofreference.

This policy does not apply to the Public Library Board or the Committee of Adjustmentdue to their legislative origin.

Application Process

As early as possible in the new term of Council, staff shall commence the recruitingprocess for public membership on Advisory Committees by placing an advertisement inthe Packet & Times, at the Administration Office, on the Township Website, and by mailto the former members. The advertisement shall include a brief outline of theCommittee’s mandate, duration of term, application process, submission deadline andcontact information. All applicants will be required to submit a Letter of Intent in order tomake application for the positions available.

Once the applications have been received, staff will report to Council on the applicantsfor appointment. Staff may recommend that key advisory committee members bereappointed in a new term of Council to ensure consistency and continuity. Council, bya majority vote, shall appoint members to the Committees for the term of Council or untiltheir successor is appointed. Upon direction of Council, the applicable Appointing Bylaws 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 successfuland unsuccessful applicants informing them of Council’s decision. The appropriateDepartment Heads will ensure that adequate orientation and training is provided to thenewly appointed members.

1

By-laws

Each Advisory Committee shall be established by By-law which will include theapplicable terms of reference. The terms of reference shall include the following:

V A description of the general purposes and activities of the Committee which shallbe clearly stated and not altered by the Committee.

V A description of the reporting and functional relationship between the AdvisoryCommittee, Council, staff and the public.

V A description of the membership of the Committee which shall include at leastone (1) member of Council, membership terms and quorum requirements.

V A statement that each member shall be appointed by By-law which includes theterm of appointment.

V The annual appointment of a Chair.V An outline of the secretarial and staff support to be provided.V An outline of voting privileges.V A statement with respect to absenteeism.V 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 theinterpretation of proceedings where the Chair or staff are uncertain.

General

Advisory Committees are required to make recommendations to Council which arepurely advisory and Council may approve, amend, refer, deny or propose otherresolutions as Council sees appropriate.

All minutes of the Advisory Committee shall be placed on the next regularly scheduledmeeting of Council for review and adoption prior to any action being taken by theCommittee. Advisory Committees shall not reconsider, recommend or advise on amatter that has been decided by Council, unless directed by Council.

The duly elected Chairs and or designated staff shall be the principal point of contactbetween the Advisory Committee, Council and staff. Members may be engaged inactivities that place them in direct contact with the public and various organizations andeach member will reflect a professional, courteous manner when interacting with thepublic.

Absenteeism

After three consecutive absences by a member at regularly scheduled meetings, thefollowing 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

regularty scheduled meeting and note any reasonable or compassionatecircumstances which would prohibit their attendance.

2

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

(c) If staff were unable to reach the absent member within a reasonable period oftime before the third meeting, a brief letter stating “the Township’s AdvisoryCommittee Policy regarding absenteeism states that if a member misses threeregularly 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 beremoved from the Committee if you do not attend the next meeting on

_____________________

(date).” The letter shall include staff contact informationand be copied for members of Council.

(d) If no response is received by the time of preparing the agenda for the nextmeeting, staff shall include “absentee member’ under Unlisted Additions fordiscussion.

(e) Upon consideration of the item, staff shall briefly identify the requirements of thepolicy 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 vacantand request a resolution for recommendation to Council without debate.

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

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

3

S REQUEST FOR DEPUTATiON BEFORESEVERN TOWNSHIP COUNCIL? COMM1flIES

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F7o1.lmeseAenase

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left PPofl I IisJIWd baa PVF baa th..led per medlag In eccdamos C By*w No. 2009.100.a

Prefered Meeting Dale;

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an ‘equaling a deptdalcn toa) imyob& orb) be’a of a oup I wganinlo’ 1 asoc_Cn (it (b) please stab name of ip below)

i masse P.,øPon gwawn CE] ‘n 0 No

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of fl-kJiflea. de.at.bfl be eiteden &Sr rI’ a&Jn th aFtdent dabi to pewS beToinhp a men to determ We S content and defrie how the a4ed mn aIn ael Caridie

.1.1.. Pea. rcb. V )tu fend to Indite aidthniai hatoua at the meebig for nspafl,.iMer (IS) copes ad be reqund.

Appendix 10

hasi i this prartan S pwfl a tfl a’4 a thea

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S1nature of

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Sct,sdurg *1 bed th. dàcmdon of the Clerk wt be w(*1fl.d pilot to themedkig deedln&Theta we no gi.a&1.es tat rasUng a cflhi dale(s) yourduStbn wi be &.4,AIJ ,n riot ntNbnsnb may make II necessary to scheduleer)daleaaa,aaledbytheClflindivithiala who submit letters fldcf h*SmmIOW ‘o CourieR should be swanthat any p.nona( ‘lion confUted within **COtnmUnkaUOnS maybecome — of the 1an4mad, available Ufllqb th. Council Agenda

Clerks Department Contact; Sharon R, Goerke, Deputy ClerkP.O. Box 159, Onma, Ontario — L3V 6J3(705) 325-2315 — Ext. 232

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11

13.1 That no ,s...b. ad the pSc’eW be pswad to aae a d&egefioii an sty .4ed rra theyhews made a, aamfltw plo la lie agsn dee*’s at ulea they hews been &fl fivltsdC anind to pwde rnfls Al datsgnn 144ec* WS Ta wtin m.fldpat flai.

132 That aS di.gsdatis &dI be presented a achaied mesings of CowCi at Cafleeet I,ec,daite wqfi Ow pqcytsbne cor4atned haedn

113 That paim’s Inweed to make comet or alvin note ,mde, me Ffli9 Ad at any 0tw Ad. asraquked, are not ‘eqjired to Wa wian swhiikeUs.

134 That pecans deortrç to plaint ,itonnaaan an mann at mae a mQest dim glv. note tamelowp e’td sWM Ow nfl ptsseratn pliat tots reqt.ed dears a otSed flSciuedde A’.

135 That a prnis are bT*.d to spealang no me’s Own fl%.n (IS) rnfl. An eflaan my bepesnWttsd bye m1y of Ow mrCen wdthas debab

136 ThaI pesnaDora aidi a casfl-a rw&ts 01 &piAakora wttl. en rtWe Al lie reqial CfCajncM as n ro..rsd to be the Sn as detogma’s aid. d rsqtE.d. —t ha abad latheOn’s

ni name Prr Otfl ta— ecomiM often .‘çended byte de4egaton arid a thecarØetai oft’s atoned Wa advise the nthidui C cease

flat mrbea daM net rrr..’ . flh&s$eba#, CastS. mp* Me —of

131 flat.. ‘_na _dflu.a.itflbl9ftww.,&&a,C4TS nna4t

13.10 Thr.pm...,k.&.. &meal.,ff . fllaSa,S ha t*Ow Caine L.,ares. .......t,... nay me naca , by me naLe.- w4 .i.a. ... si ewian. Cf

13 It That rsq.ats at a depuaban aS’s hiss use,taSy addressed Caiuica at’ a ens tcsic slim notbe gifld w,ha they at pmvi&q raw rbwsest ins’s .jbØa maca

13.12 Thu Ow On, I,, iateemate Pn43t. Oie. dim scan the depiatan squids atU. Cat dim SIan,, 0w OSea, of mueets flat atha

13,13 met specific types dauo wflal unwt may be uaed to ass In d&egabore pruvk$o thatd’s delegate raps tat the ptnmeu of equØwd at requesta pennlealai to use Tevailpoqupnr prior late afledi4ed fleeting.

1314 ThaI ci irdslthjel at oc4fl naking detogans am conaa mansE.,. With decorwn beeb,na aid daidns sWa abeve btevio.jq at atatanient dial ‘abe nnl.l. C dgab,nslim:

i Speek dnecl,dty Cf any pecan- Un nçnçer bngiage a LrpeiànaMsy bçuege‘1’ Speak an My nta ate, ten the atlest b ofiC they have revived awosWt

- Cflcbey the Me. of prodse we decW of Ow P’ssflg Officer

13 15 ThaI meriten or me pttfIc shend rig a sdwdLded meoling tell respect lie deccnr at ulim hadifly aigna or [VacecOs ano reftabi from ptbt oiAbuia at betas four kitsided to derqA thedebet&

13.16 That if the Pflfrig Oft. is of the opinion that deconini ha be.’ radled. hate viiinimedetaty atop the dflgefl, eM anm’ by • rTajauly vole Cf the membat if they a’s Inagreement Wit, hletier obwvdtan.

1317 Thailsde4gaSanisIowidlobs Si beeciiddecoan ?ueys4be pro’.ted Ow oppatsity tor*r tek datsiwilfl) aid apofvgln to the marten

t31I That if delega5in refuses to acoloøze at net meW statrwr4s), Ow meebig ta be metniedaM the delegate macred bum The Chats’

1119 ThU aty matter of the pubec vie’s rspeadly W’temp sG’a sitemwb iMlinji

bebig lmnd dial be requesad byfl Pm&,g Otter to w and deiss ate’s moetng .4 be‘sceesed ard V’s pemaxif s) ‘snioved born the Ctasnben.

1320 ma diega&n by iny membet 010w Mlc relabig to speck penorvid mn_tn shall ‘a bepamited Ma pttlIc meesig.

APPENDIX 11

I USE OF CORPORATE RESOURCES FOR ELECTION PURPOSES I

Introduction

As leaders of this community, all members of Council are held to the highest standardsof conduct and ethical behaviour. In practical terms, this obligation requires that during amunicipal election year, all members of Council that are also candidates must avoid anyconflict between personal interest and official duties, and any potential conflict beresolved in favour of public interest. While the business of the Township of Severn mustcontinue to be carried out during the entire term of Council, members are responsible toensure that corporate resources at not used for any election-related purpose. For thesereasons, it is necessary to establish a policy on the appropriate use of corporateresources during an election period to protect the interests of both the members ofCouncil and the Township of Severn.

Legislative Authority

The Municipal Elections Act, 1996, as amended (the “Act”), permits candidates to filenominations in a municipal election year as early as the first day of January that theClerk’s Office is open. Once a candidate has filed a nomination paper, they can begin tocampaign, raise campaign funds or incur campaign expenses in accordance with theprovisions of the Act.

The Act prohibits a municipality from making a contribution to a candidate. The Act alsoprohibits the candidate, or someone acting on the candidate’s behalf, from accepting acontribution from a person who is not entitled to make a contribution. Sincecontributions may take the form of money, goods or services, any use by a member ofCouncil of the municipality’s resources for their election campaign would be viewed as acontribution 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 thecommencement of the Nomination and Campaign Period (15t Monday in January) untilthe end of the Election Day (3 Monday in October), Members of Council and allcandidates for the municipal election who have submitted their Nomination Paper to theClerk or are intending to run for re-election shall not:

use the facilities, equipment, supplies, services, staff or other resources ofthe Corporation of the Township of Severn for any election campaign orcampaign-related activities. Such resources would include newsletters,desktop publishing and graphic services, postage, voicemail or the use offax machines;

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• use municipally funded expense allowances for electoral purposes orelectoral gain;

• use municipally funded services such as mobile phones for electoralpurposes or electoral gain. Where it is impractical for Council Members todiscontinue their use of these during the election campaign, CouncilMembers shall report the usage to the Clerk and reimburse the Townshipfor usage of those services that exceeds the normal levels.

• undertake any campaign-related activities on any municipal propertyunless full market value rent is paid. No campaign-related activities shallbe allowed at the Administration Office or Voting Stations at any time;

• use business cards, envelopes, letterhead or any material imprinted withthe municipal logo for election purposes;

• enlist the use of Township staff to work in support of a municipal candidateduring 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 illustratesthat a Member of Council or any other individual is registered in anyelection 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 referenceto, or contains the names or photographs, or identifies registeredcandidates for municipal elections; minutes of Council and/ar CommitteeMeetings being exempt;

• use the municipality’s voicemail system to record election-relatedmessages.

• use any website or domain names that are funded by the municipality forthe 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 registeredcandidate’s website, email or blog.

Limitation

Nothing in this policy shall preclude a member of Council from performing their duties asMayor, Deputy Mayor or Councillor, nor inhibit them from representing the interests ofthe constituents who elected them to office.

Enforcement

That, in accordance with the Municipal Elections Act, 1996, as amended, the Clerk ordesignate is hereby authorized and directed to take the necessary action to give effectto this policy. All complaints received from the public shall be in writing and addressedto the Clerk.

If a breach of this policy is confirmed, the candidate shall be required to personallyreimburse the municipality for any of the costs associated with the breach.

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Appendix 12

I Alcohol Risk Management IINDEX

Page No.

GeneralPurpose of Policy 1Goal Statement 1Objectives 1History 2Conditions for Special Occasion Permits 2

Section 1Definitions of Events 3

Section 2Controls Prior to Event 3

Section 3Monitors & Identification 4

Section 4Ratio of Server Intervention Programme (SIP) 5

Section 5Youth Admittance 6

Section 6Masquerade Events 6

Section 7Bar Area Closure & Premises Vacated 6

Section 8Consequences for Failure to Comply with Policy 7

Section 9Liability Insurance 7

Section 10Alcohol Service 8

Index (cont’d)

Page No.

Section 11Advertising & Purchase of Alcohol 9

Section 12Signs 10

Section 13Safe Transportation Policy 10

Section 14Table Tents: Sober Driver Spot Check 11

Enforcement Procedures for Policy Violation 11/12/13

Schedule “A”Agreement Form for Special Occasion Permit Holders 14

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TOWNSHIP OF SEVERNMUNICIPAL ALCOHOL POLICY

Purpose of Policy

• ensure proper control, management and responsible use of alcohol during eventsand functions held in or at facilities owned and operated by the Township ofSevern;

• 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 ourfacilities in a manner that ensures the health and safety of the participants and theprotection of the Township of Severn, and to provide for the orderly use of alcoholduring events and functions.

Obiectives

1. To provide appropriate and reasonable procedures and education to individualsor groups wishing to hold events in order to encourage and enforce responsibledrinking practices and adherence to the Liquor Control Board of Ontario.

2. To ensure proper supervision and proper operation of events in order to protectthe Corporation of the Township of Severn and its staff from liability arisingtherefrom, and to assist event sponsors in doing so by providing guidelines forproper supervision and proper operation of events.

3. To encourage and reinforce responsible, moderate drinking practices forconsumers 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 theirparticipation by providing alternative, non-alcoholic drinks.

5. To provide for a balanced use of alcohol so the alcohol becomes a responsiblepart of a social function rather than the reason for it.

6. To promote the safe and responsible use of Township facilities and ensure thatconsumers, abstainers, adults, youth and families will be adequately servicedand protected.

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7. To be proactive in the reduction of incidents including injury and death throughthe implementation of a Municipal Alcohol Policy.

8. To develop a Municipal Alcohol Policy that is easy to read and understand inorder 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-relatedinjuries due to the provision and rental of their facilities for events involving the use ofalcohol. Essentially, the potential liability results from one of two areas:

1. As a provider of alcohol (ie. Municipality is involved in sale of alcohol), OR

2. As an occupier of the premises upon which alcohol is being consumed (ie. Rentalfunction and Municipality controls the premises).

“Occupier” means anyone who has control of the premises and thepower to admit or exclude others.

“Occupier’s Liability” condition of premises; conduct of entrants; and activitiespermitted on the premises.

Conditions for Special Occasion Permits

The person/group responsible for an event must obtain a Special Occasion Permit fromthe Liquor Control Board of Ontario, and ensure that all the conditions of the LiquorLicense Act and the Township of Severn are adhered tofor the event. The Township reserves the right to refuse any applicant permission to runa licensed event on its property and to impose on the event whatever restrictions itdeems appropriate to the circumstances. Permits will not be issued by the Township ofSevern for alcohol consumption at any youth focused event.

All Special Occasion Permit holders are required to adhere to the conditions as outlinedin the sections that follow:

SECTION 1 - DEFINITIONS OF EVENTS

This section pertains to all events held at Township of Severn municipally owned andoperated facilities.

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Private Events

I) Private Gathering (under 10Q)Example: showers, wine & cheese, small weddings, anniversaries

ii) Invitation Only EventsExample: weddings, anniversaries (over 100)

iii) Private Outdoor FunctionsExample: wine & cheese reception, weddings

Public Events

ii) Events where the general public will be attending example: dances

Hi) Beer Tents - outdoor events where the general public will be attendingExample: baseball tournaments, western rodeo

SECTION 2- CONTROLS PRIOR TO EVENT

The permit holders will receive a copy of this policy, together with an Agreement Formattached hereto as Schedule ‘A” to this document, and return the signed AgreementForm 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 ofbartenders, door and floor monitors that will be working at the event at least two weeksprior to the event. All bartenders must have completed the Server InterventionProgramme (S.I.R) or LCBO equivalent, and be qualified and aware of theirresponsibilities and legal liabilities. The Special Permit holder must ensure that allconditions of the LCBO and policies of the Township of Severn are adhered to.

The permit holder will ensure that the bartenders and servers do not serve alcohol tounderage, intoxicated, rowdy or unauthorized people at the event.

5

SECTION 3 - MONITORS AND IDENTIFICATION

Public Events

1. Entrance to public events will be monitored by two people 19 years of age orolder who have preferably completed a LCBO recognized server trainingprogram and acceptable identification will include photo identification such as:

Age of MajorityOntario Driver’s LicencePassportMilitary Cards with PhotoDriver’s licence from out of province is acceptable provided it includes aphoto

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 problemsthat 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 assistanceduring the event, and requesting it from the appropriate Township of Severn staffor security officers.

6. The Special Occasion Permit signatory or designate must attend the event andbe responsible for making decisions regarding operation of the event. They mustnot consume alcohol while performing this role.

7. The Township of Severn reserves the right to require the presence of two off-dutypolice officers for the duration of an event with the cost to be borne by thesponsoring group or individual.

8. At least one municipal employee with authority to demand correction or shutdown of an event on behalf of the Township of Severn will be on duty for allSpecial Occasion Permit licensed events.

Private

1. The permit holder will ensure that all monitors will supervise the event,encourage legal and moderate drinking behaviour and ensure that any problemsthat arise are dealt with appropriately.

6

2. The permit holder will be responsible for recognizing the need for assistanceduring the event, and requesting it from the appropriate Township of Severn staffor security officers.

3. The Special Occasion Permit signatory or designate must attend the event andbe responsible for making decisions regarding operation of the event. Theyshould not consume alcohol while performing this role.

4. The Township of Severn reserves the right to require the presence of two off-dutypolice officers for the duration of an event with the cost to be borne by thesponsoring group or individual.

SECTION 4- RATIO OF SERVER INTERVENTION PROGRAMME (S.l.P.)

i) Events where the general public will be attendingBartenders 50% S.I.P. TrainedFloor Monitors 50% S.I.P. TrainedDoor Monitors 50% S.l.P. TrainedTicket Sellers 50% S.I.P. TrainedRenter must adhere to all contract requirements.

U) Beer Tents - outdoor events where the general public will be attendingBartenders 50% S.I.P. TrainedFloor Monitors 50% S.I.P. TrainedDoor Monitors 50% S.l.P. TrainedTicket Sellers 50% S.I.P. TrainedRenter must adhere to all contract requirements.

1-100 persons attending I floor supervisor101-350 persons attending 2 floor supervisors350+ persons attending 3 floor supervisors

PrivateI) Private Gatherings (under 100)

One S.I.P. Trained Bartender. Renter must adhere to contract requirements.

ii) Invitation Only Events (over 100)One S.I.P. Trained Bartender. Renter must adhere to contractrequirements.

Ui) Private Outdoor FunctionsOne S.I.P. Trained Bartender. Renter must adhere to contractrequirements.

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SECTION 5 - YOUTH ADMITTANCE

Adult Events

It is recommended that if minors are attending a public event that they be distinguishedfrom other participants by a visible means, ie. stamp, wrist band.

Youth Events

No alcohol will be permitted at youth events. No alcohol advertising will be permitted atyouth events.

SECTION 6 - MASQUERADE EVENTS

Participants at masquerade events must be prepared to unmask and identifythemselves with acceptable Photo l.D.; example, age of majority, photo drivers licence,passport or military photo l.D.

SECTION 7 - BAR AREA CLOSURE & PREMISES VACATED

The bar is to be closed at 1:00 am, with no last call.

The event is to end by 1:00 a.m. with the facilities to be vacated. The only exception isto be for the purposes of clean up after the event. This must be negotiated with theManager 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 to the Municipal Alcohol Policy or theLiquor Licence Act of Ontario will be subject to the following consequences:

i) Serious IncidentRental privileges will be revoked immediately for any serious incidents. (ie.Serving without a proper licence, serving minors, loss of control of an event, totalneglect of facility)

ii) First OffenceAdvise the group/team in writing that the next incident will result in rentalprivileges being revoked. This will be done by the Manager of Recreation andFacilities. Where infractions are related to the Liquor Licence Act, a copy will besent to the Liquor Control Board of Ontario.

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iii) Second OffenceThe Manager of Recreation and Facilities will advise the events sponsor/group orteam in writing that the rental privileges have been revoked. Where infractionsare related to the Liquor Licence Act, a copy will be sent to the Liquor ControlBoard of Ontario.

Areas Where AlcohollUse of Illegal Substance is Prohibited

The consumption of alcohol is prohibited in all public places unless a Special OccasionPermit or licence for the facility has been obtained, with the exception of WashagoCentennial Park where alcohol may be responsibly consumed on registered sites onlyas a temporary residence. The use of illegal substances is prohibited at all facilitiesowned and operated by the Township of Severn.

SECTION 9 - LIABILITY INSURANCE

1. Groups hosting Public Events must provide proof of $2,000,000 (two milliondollars) in public liability insurance naming the Corporation of the Township ofSevern as an additional insured and a cross liability clause holding the Townshipof Severn harmless.

2. Proof of above listed insurance must be provided to the Township of Severn twoweeks 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 beoffered. Discounts will not be offered for the volume purchase of tickets and nomore than eight (8) tickets will be sold to any one participant at a given time.Signs outlining the above restrictions will be cleariy posted.

2. All bottles will be retained in the bar area. Drinks will be served in disposablecups 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 thepremises is not removed from the premises by a person attending the event.

4. We recommend that tickets for both alcoholic and non-alcoholic drinks bepurchased from a designated ticket seller, and redeemed at the bar.

5. Unused tickets purchased at the event may be redeemable for cash at any timeduring the event.

9

6. The bar area is to close after the last person is served beyond 12:30 a.m. and nolater than 1:00 a.m. with no last call. All patrons must vacate the facility by 1:30a.m.

7. No person attending the event shall bring their own alcohol onto the premises.

8. Marketing practices which encourage increased consumption will NOT bepermitted, 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. ItemsNOT considered food are snacks such as peanuts, potato chips and other saltyitems.

SECTION 11 - ADVERTISING & PURCHASE OF ALCOHOL

Advertising

The following alcohol advertising regulations set out for establishments are the same forSpecial Occasion Permit holders.

i) Advertisements may state only the name of the establishment, that you have aliquor licence and the types of liquor you have available. You may NOT mentionbrand names or manufacturers in the advertisement. Liquor prices may NOT beadvertised outside the establishment. Ads that carry more information than theabove 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 excessiveconsumption. It is also a violation to require patrons, as a condition of entering orremaining on the premises, to purchase a minimum number of alcoholicbeverages.

Purchase of Alcohol

According to the Liquor Licence Act, no person shall purchase liquor except from agovernment 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 anyoneto intoxication. The sign shall read:

10

TOWNSHIP OF SEVERNMUNICIPAL ALCOHOL POLICY

It is against the law to serve anyone to intoxication and/or to serve someone whoappears 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. Peopleuse our facilities for enjoyable social gatherings, and we are happy to provide theseopportunities.

It is our policy that a maximum of two (2) alcoholic beverages per person may beserved at any one time. Should you wish a non-alcoholic beverage, request a sodapop, coffee or other alternative. If you would like a smaller than standard portion ofalcohol, 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 Policelook forward to personally thanking you, at one of their spot checks, for leaving thisevent as a sober driver.

SECTION 13- SAFE TRANSPORTATION POLICY

The Permit Holder will be responsible for promoting safe transportation options for thedrinking participants, such as but not limited to the following:X provide free non-alcoholic beverages for designated driversX post the phone numbers of local taxi companiesX 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 apprehendthe 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 importanceof not drinking and driving. Table tents should have messages such as:

• The Ontario Provincial Police thank you for helping to Reduce Impaired DrivingEverywhere in the Township of Severn and the County of Simcoe. We lookforward to personally thanking you at one of our spot checks for leaving thisevent sober.

11

ENFORCEMENT PROCEDURES FOR POLICY VIOLATION

a) A violation of this policy occurs when the S.O.P. holders fail to comply with thispolicy and the conditions of the Liquor Licence Act of Ontario or any otherrelevant legislation. Intervention can be initiated by a participant at the event,Township of Severn staff members, a member of the Ontario Provincial Police oran Inspector of the L.C.B.O.

b) A member of the organizing group of the designated monitor may intervene byinforming the offending individual(s) of the policy violation and that it cease.Group members and monitors should feel encouraged to intervene in this waybecause intervention at other levels could result in the loss of privileges and legalcharges.

c) A staff member with recognized authority in the Township of Severn willintervene whenever he or she encounters a violation of the policy. Dependingupon the severity of the violation, Township of Severn staff may ask theorganizers to stop the violation or they may close down the event. Should theorganizers 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 willbe sent a letter advising them of the violation and indicating that no furtherviolation will be tolerated. At this time, the Manager of Recreation and Facilitiesmay at his/her discretion revoke user privileges for the organizing group, basedupon the severity of the violation(s). (The organizing group will also forfeit theEvent 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 ofreceiving notice of their first violation, the group may be suspended from futureorganized use for a period of one year (or longer). A registered letter will be sentto their contact person advising of the suspension from the Manager ofRecreation and Facilities.

f) The Manager of Recreation and Facilities reserve the right to revoke rentalprivileges immediately for any serious altercation (ie. serving without a properlicence, 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 ina violation of this policy on his/her initiative or in response to a request eitherfrom a Township of Severn staff member or a member of the public. Dependingon the severity of the infraction, charges may be laid under the Liquor LicenceAct of Ontario and/or any other relevant legislation.

12

Enforcement Procedures for Policy Violation (cont’d)

h) An individual or organized group may appeal to the Township of Severn to havetheir privileges re-instated.

i) A violation of this policy occurs when individuals consume alcohol in a Facility orarea where the consumption of alcohol is not permitted. Intervention can beinitiated 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 OntarioProvincial Police.

j) A group member may intervene by informing the offending individuals thatMunicipal Policy prohibits alcohol consumption and asking that it stop. Groupmembers should feel encouraged to intervene, as intervention from any otherlevel may result in the suspension of privileges for the group.

k) A staff member with recognized authority in the Township of Severn willintervene whenever he/she encounters a violation of the policy. Staff memberscan ask individuals to cease the consumption of alcohol, they can ask theindividual or organized group to leave the facility area, depending on thecircumstances and nature of the violation (especially the potential of harm or lossof enjoyment by non-drinkers). Should the individual or group member fail tocomply, the staff can call police for enforcement.

I) When the member(s) or organized group/team have violated the Municipalpolicy, and have been confronted by Township of Severn staff, the group will besent a letter advising of the violation, and indicating that no further violation willbe tolerated. As well, the group may be invoiced for any and all damages andcosts associated with the violation.

m) A member of the Ontario Provincial Police may intervene in a violation of thispolicy on his/her initiative or in response to a request either from a Township ofSevern staff member or a member of the general public. The Police Officer mayask that the alcohol consumption stop or can order the individuals, or organizedgroup to leave the facility or area. In addition, the Police Office may at his/herdiscretion lay charges against the offending individual(s) under the LiquorLicence Act of Ontario and/or any other relevant legislation.

13

Schedule “A”

AGREEMENT FORM FOR SPECIAL OCCASION PERMIT HOLDER

1. I have received and reviewed a copy of the Municipal Alcohol Policy for SpecialOccasion Permit Holders.

2. I understand that I must adhere to the conditions of the Municipal Alcohol Policyand the Liquor Licence Act of Ontario.

3. I understand that if I or other individuals at the event fail to adhere to theMunicipal Alcohol Policy, the Township of Severn staff may take the appropriateaction. This action may include immediate cancellation of the Rental Agreement,stoppage of the event, suspension from using the facility for a period of one yearor longer and/or the notification of local authorities.

4. I understand I can be held liable for injuries and damages arising from failure toadhere to the Liquor Licence Act of Ontario, or from otherwise failing to takeaction that will prevent foreseeable harm from occurring.

5. I understand and acknowledge that I must attend the event and be responsiblefor making decisions regarding the operation of the event.’

6. I understand and acknowledge that I must refrain from consuming alcohol whilethe event is in progress.

Name (please print)

Signature

Date

14

Appendix 13

Lease Financing Policy

1. STATEMENT OF POLICIES AND GOALS

The purpose of this policy is to establish a framework and outlinerequirements for entering into leases of municipal capital facilities, andfor reporting such leases to Council as required under the MunicipalAct and MunicipalAct, 2001, as amended, and Ontario Regulation177/2002.

Leasing is an important option for local governments. For a number ofreasons, the Township may prefer to lease an asset rather than purchase itoutright. The choice may be a function of strategic investment or ofcomparative cost. It may be economically advisable for the Township toenter into lease arrangements in order to acquire the rights to use capitalproperty and equipment, including some or all of the benefits and risks ofownership, for specific periods of time and stipulated rental payments.

When entering into a lease arrangement, possible risks need to beassessed, such as the following:

- Leasing an asset may be more costly than buying it, if the termsof the lease are negotiated without conducting a thorough leaseversus purchase analysis to assess whether terms availablethrough leasing are more or less favourable than otherarrangements.

- 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 isleased.

—1—

1.1 Definitions

For purposes of this policy the following terms are defined as:

“Financing Lease” shall mean a lease allowing for the provisionof municipal capital facilities if the lease may or will requirepayment by the municipality beyond the term for which theCouncil was elected.

“Material Impact” shall mean an individual financing lease withannual payments exceeding $30,000 is considered by Counciland the Director of Corporate Services to have a material impactfor the purposes of Section 5 of this policy. Further, anycombination of leases entered into or proposed to be enteredinto in any year by the Township, with total annual paymentsexceeding 5% of the Township’s Annual Repayment Limit asprescribed by Ontario Regulation 799194, is considered byCouncil and the Director of Corporate Services to have a materialimpact 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 thefollowing 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

—2—

2. SCHEDULE OF FIXED PAYMENTS

Prior to approving any financing lease Council shall be presented with aschedule of all fixed amounts of payment required under the lease includingamounts 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 withrecommendations, assessing, in the opinion of the Director of CorporateServices, the costs and financial and other risks associated with theproposed financing lease, including:

- a comparison between the fixed and estimated costs and the risksassociated with the proposed lease and those associated withother methods of financing,

- a statement summarizing, as may be applicable, the effective rateor rates of financing for the lease, the ability for the lease paymentamounts to vary, and the methods or calculations, includingpossible financing rate changes, that may be used to establish thatvariance under the lease,

- a statement summarizing any contingent payment obligationsunder the lease that in the opinion of the Director of CorporateServices would result in a material impact for the municipality,including lease termination provisions, equipment loss, equipmentreplacement options and guarantees and indemnities,

- a summary of the assumptions applicable to any possiblevariations in the lease payment and contingent paymentobligations, and

- any other matters the Council or Director of Corporate Servicesconsiders advisable including whether the scope of the financinglease warrants obtaining independent financial advise.

3. LEGAL ADVICE

The Township shall obtain independent legal advice with respect to the proposedfinancing lease.

—3—

4. REPORTING

Where Council has entered into one or more financing leases in a year theDirector of Corporate Services shall prepare and present to Council in that year adetailed report containing:

i) a description of the estimated proportion of the total financingarrangements that have been undertaken through financing leases to thetotal long-term debt of the Township and a description of the change inthat estimated proportion since the previous year’s report.

H) a statement by the Director of Corporate Services as to whether, in theiropinion, all financing leases were made in accordance the provisionscontained in this policy.

5. EXCEPTIONS

A financing lease may be entered into without complying with this policy if thefinancing lease is deemed by the Director of Corporate Services not to materiallyimpact the Township’s debt and financial obligation repayment limit. Thedefinition of material impact to be considered by the Director of CorporateServices 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 thelessee is a Township Reserve or Reserve Fund.

—4—

RURAL MAILBOX -DAMAGEBY SNOW PLOW

MUNICIPAL WORLD PUBLICATION

Appendix 14

“Is our Township responsible for repairing or replacingrural mail boxes which are damaged by our snow plow?”

R wail box is an obstruction upon the highway, erectedwith the sufferance of the Municipality. TheMunicipality would have NO legal responsibility torepair or replace such boxes which are damaged duringsnow removal operations.

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Appendix 15

Personal Information Protection & Electronic Documents ActPolicies & Procedures

In accordance with the Personal Information Protection and Electronics Documents Act(PIPEDA), the following are policies and procedures with respect to personalinformation 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 collectedand delegates the responsibility for dealing with compliance issues relating toprivacy to the Head of Council and the Deputy Clerk. The collection of anypersonal information is also in accordance with the Municipal Freedom ofInformation and Protection of Privacy Act.

2. Identifying Purposes

When collecting personal information from individuals for any purpose, theTownship shall inform the individual of the particular informationrequired and the purpose for collecting this information by:

o making a reasonable effort to identify the purpose for which the personalinformation is collected

o ensuring that the purpose is related to the individual either before or at thetime of collection

—1—

3. Consent

The Township of Severn shall obtain the consent of an individual for thecollection, 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 ofthe information;

(b) checking off a box to allow individuals to request that their names andaddresses not be given to other organizations (if box not checked, it isassumed 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. LimitinQ Collection

The Township of Severn may only collect information that is necessary for thepurposes identified by the service being delivered.

5. Limiting Use, Disclosure & Retention

Limiting Use — The personal information collected may only be used for thepurposes identified.

Disclosure — The personal information may only be disclosed for the purposesidentified or when written or oral consent is given by the individual.

Retention — The personal information will be retained in accordance with theTownship 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 theTownship and amend such information as appropriate.

-2-

7. Safeguards

The personal information collected by the Township of Severn shall be securedin an appropriate filing location which may include a locked cabinet with limitedemployee access.

8. Openness

The Township of Severn will ensure that there is public availability of allinformation while protecting the privacy of individuals under the PIPEDA and theMunicipal Freedom of Information and Protection of Privacy Act. The policies andpractices with respect to management of personal information shall be accessibleby all individuals.

9. Individual Access

Individuals may request access to the personal information collected by theTownship 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); ando 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 theexistence of policies and practices and compliance with handling of personalinformation.

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Appendix 16

I ACCESS TO RECORDS POLICY I

Policy Statement

The records of the Corporation of the Township of Severn (the “Township”) are publicdocuments, subject to legislative exemptions, and shall be available for review inaccordance with established procedures.

Purpose

This policy is designed to ensure fair and equitable access to corporate records in thecustody and control of the Township. It is also designed to ensure the accountability andtransparency of the operations of the Township.

Scope

This policy applies to all Members of Council, employees and the public and other levelsof government, public boards and agencies.

1. Public Access to Records

Purpose

This procedure defines the routine and formal request process for public accessto records held in the custody and control of the Township.

Procedures

Routine Requests

(a) The Township will endeavor where possible to make records accessible tothe public, without the necessity of submitting a Freedom of Information(FOl) request under the Municipal Freedom of In formation and Protectionof Privacy Act (MFIPPA).

(b) Requests for access to records may be made by contacting the Clerk’sDepartment.

(c) Access to records is subject to payment of applicable fees in accordancewith the Fee & Charges By-law as adopted by Council.

(d) The Department Director or designate contact the Clerk’s Department todetermine if the records may be provided as routine disclosure or willrequire a formal written request to be submitted.

1

(e) The right of access to personal, confidential and third party informationmay be subject to exemptions under MFIPPA resulting in the severance ofa 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 theTownship is denied, the requester may apply to the Clerk’s Department foraccess to the records in accordance with the provisions of MF!PPA.

(g) In accordance with MF!PPA, an access request must be made in writingand accompanied by a $5.00 application fee. A written request shouldinclude the requestor’s full mailing address, telephone number and namesof 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 withinthirty (30) days from the date a complete request is received. If a timeextension is required, the requester will be notified.

(I) The right to access records is subject to limited and specific exemptions inaccordance with MFIPPA and any regulations made under this Act.

0) An individual given access to their own personal information has the rightto request corrections to that information if he/she believes it to be in erroror incomplete.

(k) When access to a record is refused or is only partially granted in the caseof a “severed” record, the requester will be notified of the decision and thesections of the MFIPPA which justify that decision. The Township willprovide the requester with information about the circumstances whichformed the basis for the decision to deny access. The requester mayappeal the Township’s decision.

Access Appeal

(I) Upon denial of a request, the requestor will be advised that h&she mayappeal 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 acopy of the original request for information and a copy of the Township’sdecision letter.

2. Access to Individual Members of Council

Purpose

This procedure defines a process by which individual Members of Councilrequest records from staff in order to effectively discharge their responsibilities.

2

Procedures

(a) Members of Council should direct all requests for records to the ChiefAdministrative Officer or designate.

(b) The Chief Administrative Officer will be responsible to contact theappropriate Department(s) to co-ordinate a response.

(c) In the event that the Chief Administrative Officer is of the opinion thatCouncil endorsement is required for the release of records, the individualMember of Council shall present his/her request on the next availableagenda for Council’s decision.

(d) The Chief Administrative Officer will keep the requesting Member ofCouncil 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 mayaccess records from the Township during an election period. The election periodshall be from Nomination Day to Election Day as determined by the MunicipalElections Act.

Procedures

1. All requests for records to assist a candidate’s campaign in a municipalelection should be directed to the Clerk or Deputy Clerk.

2. Access to records is subject to payment of applicable fees in accordancewith the Fee & Charges By-law as adopted by Council.

3. All requested records will be provided to the requester and all registeredcandidates and current Members of Council.

4. Where the records requested are not public record, the request will bedenied and the requester may determine whether to proceed with arequest under the FOl process.

3

Appendix 17

Code of Conduct

OVERVIEW

• The Code of Conduct serves as a guide to elected officials and staff(hereinafter referred to as ‘staff) in the conduct of their duties.

• Elected Officials and staff are to work together for the common good of theTownship of Severn.

• When representing the Corporation of the Township of Severn, you need tomaintain high standards of personal and professional conduct. You mustpreserve the trust and confidence placed in you by the Corporation and thecommunity 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’sexpectations. It does not replace laws or personal ethics.

• The onus is on the individual elected officials and staff to ensure that theyadhere to the Code of Conduct.

• As its discretion, Council may augment these standards with specific policies.

CUSTOMER RELATIONS

• All communications shall be handled in a courteous and respectfulmanner. An objective and impartial attitude shall be maintained in dealingwith all citizens as they have a right to present their views.

• Elected officials and staff should exercise care when communicating withthe media on municipal mailers. This not intended to restrict one’s abilityto express an opinion on a matter of non-municipallgeneral interest whenmade clear that these are comments from a private citizen, not as amunicipal representative.

—1—

III. CONFIDENTIAL INFORMATION

• Elected officials and staff have access to confidential information by virtueof their position with the Township of Severn.

• 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 areproperly entitled to this information.

• Where an elected official is unsure of the status of information, beforemaking any disclosure they shall discuss it with the Freedom of InformationHead (Deputy Clerk).

• Where staff is unsure of the status of information, before making anydisclosure they shall discuss it with their Department Head. The Freedomof Information Head may also need to be consulted.

• Where a member of the public requests information regarded asconfidential by the Township of Severn, they must be referred to theFreedom of Information Head who will advise them of the formalprocedures in accordance with The Municipal Freedom of Information andProtection of Privacy Act.

IV. CONFLICT OF INTEREST

A conflict of interest exists where the civic objectives of an elected officialor member of staff are in conflict with their private goals.

Elected officials and staff shall not:

(a) engage in any business transactions or have financial or otherpersonal interests which are inconsistent with the impartial discharge oftheir civic objectives.

(b) place themselves in a position where they are under obligation toany person who might benefit from special consideration or favour on theirpart.

(c) deal with any application, agreement or contract with theTownship of Severn for any loan, grant, award, land mailer or otherbenefit in which they, their relatives, affiliated organizations or theiremployer have a pecuniary interest.

—2—

(d) gain personal benefit, directly or indirectly, from any knowledge aboutTownship related matters.

(e) disclose or release, by any means, confidential information which theyhave acquired by virtue of their position with the Township for personal orprivate gain, or for the gain of their relatives, affiliated organizations ortheir employer.

When a conflict of interest exists, elected officials and staff mustwithdraw from direct involvement and refrain from any comment on theissue which might influence the decision.

Elected officials must publicly declare their direct or indirect pecuniary interest.They must refrain from influencing and discussing this matter with theircolleagues. They are not eligible to vote on this matter. If this issue is aconfidential matter, they should also retire from the meeting.

Staff should consult their respective Department Head or Chief AdministrativeOfficer if they have or sense a possible conflict.

V. GIFTS AND HOSPITALITY

• In order to preserve the image and integrity of the Township of Severn,business gifts should be discouraged. The Township recognizes thatmoderate hospitality is an accepted courtesy of a business relationship.However, elected officials and staff should not accept any gifts orhospitality which could create, or be seen to create, any obligation orspecial consideration to an individual or business.

• There shall be no solicitation of gifts or acts of hospitality in recognition ofthe fulfilment of municipal duties.

• When in doubt of what is acceptable in terms of gifts or hospitality, the offershould be declined.

• If the refusal of any gift or act of hospitality will strain the Township’sbusiness relationship, the Mayor or the Chief Administrative Officer mayaccept it on behalf of the municipality with the appropriateacknowledgement.

—3—

VI. MUNICIPAL RESOURCES

• Unless otherwise approved by the respective Department Head, electedofficials and staff shall only use the Township property, facilities equipment,supplies and services, including computer software and other intellectualproperty, for activities associated with the discharge of their civic duties.

• Elected officials and staff shall not utilize the Township’s purchasingactivities for the acquisition of personal goods or services.

VII, POLITICAL INVOLVEMENT

• Civic resources shall not be used on any election campaign and noindividual can hold any campaign-related activities for any election withinmunicipal facilities, unless the facilities are rented and an agreemententered into.

• Staff, especially at the management level, is discouraged from directinvolvement in Township of Severn election campaigns. A Townshipemployee may involve himself or herself in a non-municipal electioncampaign unless it will affect the performance of his or her job duties.

• A member of staff who intends to be a candidate in the municipal electionmust take a leave of absence and, if elected must resign their positionwithin the Township of Severn, in accordance with the provisions of theMunicipal Elections Act.

VIII. EMPLOYEES - PERSONAL BUSINESS ACTIVITY

• Employees should not engage in personal business activities that wouldeither interfere with the impartial discharge of their official duties, orinfluence their judgment, or otherwise adversely impact their role asTownship employees.

• Confidential or insider information acquired through employment must notbe used in an employee’s personal business.

• Employees should not participate in business activities that either competewith services provided by the Township or provide goods or services to theTownship.

• Employees should refrain from participating in business activities which areregulated by the Township or otherwise involve the obtaining of municipalapp rova Is.

—4—

• The onus is on the employee to avoid either the fact or the appearance of aconflict of interest arising from personal business activities.

• Even when employees are satisfied that a personal business activity isappropriate, they are encouraged to disclose the nature of the activity orbusiness interest in writing to their Department Head or the ChiefAdministrative Officer.

IX. 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 noteffect or impair any of the remaining provisions, sections or words.

X. INTERPRETATION

• If any clarification is required on the Code of Conduct of the Township ofSevern, elected officials are requested to consult with the ChiefAdministrative Officer.

• Staff may wish to seek clarification about the Code of Conduct from theirrespective Department Head. The Chief Administrative Officer is alsoavailable for consultation.

Xl. COMPLAINT PROCESS

• Any member of the public shall provide a written complaint addressed tothe Chief Administrative Officer.

• Any investigation will be undertaken by the Chief Administrative Officer todetermine the validity of the complaint in accordance with the legislationand corporate policy covering the area of the complaint. All mattersdealing with the complaint will be subject to the Municipal Freedom ofInformation and Protection of Privacy Act.

• If the Chief Administrative Officer concludes that the preliminary reviewwarrants the complaint invalid, the complainant shall be notified. Shouldthe Chief Administrative Officer conclude that the preliminary reviewfindings are inconclusive, that is, the Chief Administrative Officer cannotmake the determination that the complaint is invalid, the ComplaintProcess will be as follows:

—5—

—+ Assure the complainants(s) that an objective examination of thecomplaint shall take place immediately.

—> Advise the person (s) alleged to be responsible that a complainthas been lodged.

—* Interview the complainant (s) and the person(s) alleged to beresponsible as soon as possible.

—, Interview any indMdual(s) who may be able to provide relevantinformation, 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 otherperson(s) or authorities.

—> Render a decision, as soon as possible and advise the parties ofthe action to be taken, if any.

-4 Circumstances may warrant different and/or additional steps. Thecomplainant(s) and alleged offender(s) will be advised.

—* An individual(s) may choose to advise the appropriate authorityand/or consult a lawyer at their own expense.

Outcomes

• If the investigation reveals evidence to support a claim, appropriate actionwill be taken in accordance with the Corporate Disciplinary Policy. Theappropriate authorities will be notified in accordance with the intent oflegislation governing the complaint.

• If the investigation fails to find evidence to support thecomplaint, no documentation will be placed in the employee file of thealleged offender. The complainant will be notified of the findings.

• Regardless of the outcome, the complainant(s) or offender(s) may pursueany avenue of appeal at their expense.

XII. ENFORCEMENT

• The provisions of The Municipal Act, The Municipal Conflict of Interest Act,and the Municipal Elections Act apply to instances of improper conduct ofelected officials.

• Where it is determined that a member of staff has committed a breach ofthe Code of Conduct, disciplinary action shall be taken in accordance withthe Corporate Disciplinary Policy.

—6—

• The Chief Administrative Officer and Department Heads shall ensure thatall employees are aware of this Code of Conduct, and to the best of theirability, that it is followed by all staff.

• Any member of staff who has direct knowledge of a breach of the Code ofConduct shall approach their Department Head or the Chief AdministrativeOfficer in confidence.

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Appendix 18

j Bomb Threat Procedures

Purpose

The purpose of an Emergency Bomb Threat Procedure is to protect employees and thepublic from serious injury, property loss or loss of life in the event of an actual orpotential bomb threat.

Procedure

A. RECEIVING THE THREATENING CALL

1. The person receiving the call should remain calm and courteous. Attemptto keep the caller in conversation as long as possible.

2. If possible, pass the call to a supervisor immediately. DO NOT PUT THECALLER ON HOLD TO LOCATE SUPERVISOR. If not possible, the callrecipient should attract a colleague’s attention indicating the nature of thecall and to call 9-1-1 (eg. pass a note).

3. Using the Bomb Threat Checklist (Schedule “A’9, the call recipientshould attempt to gather as much information as possible from the caller(eg. location of explosive device). The Bomb Threat Checklist should bereadily 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 presentensure that 9-1-1 has been contacted. Be sure that the nature of theemergency is clearly stated.

5. If the threat of an explosion is imminent, go to the nearest fire alarm. Pulland activate the alarm. Turn off all transmitting radios and electronicequipment, if possible to do so safely. Proceed to evacuate the building inaccordance with procedures set out in the Fire Safety Plan.

6. As soon as safely possible, complete the Bomb Threat Checklistrecording exact information.

—1—

B. RESPONSIBILITIES OF SUPERVISOR AT THE TIME OF TELEPHONETHREAT

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 appearto be imminent, the designated person with authority may request staff toconduct a visual search only of their immediate work area for any foreignor suspicious objects.

3. If the threat of an explosion is imminent, ensure the safe evacuation of thebuilding as stated in Section A-5 herein.

C. SUSPICIOUS DELIVERIES

Harmful items, including letter bombs, may be delivered to an office through theregular mail system or by a courier service. Both of these possibilities must beconsidered 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 returnaddress.

3. Note the manner of the address and if there is direction for a specificperson to open the letter/package.

4. Examine the script to see if there are obvious attempts at disguisinghandwriting.

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 unusualfor 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 ORMOVE - ADVISE MANAGEMENT. TURN OFF ALL TRANSMITTINGRADIOS AND ELECTRONIC EQUIPMENT.

10. Call 9-1-1 to contact police and fire department. Proceed to evacuate the

—2—

building as outlined in Section A-5 herein.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-ENTERTHE BUILDING WITHOUT AUTHORIZATION FROM

EMERGENCY PERSONNEL

—3—

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 FURTHERCONVERSATION.

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”

DATE OF DELIVERY:

____

RECEIVED BY:

____

DELIVERY ADDRESSED TO:

____

SPECIAL INSTRUCTIONS INCLUDED

DESCRIPTION OF LETTERJPACKAGE:

Size, Shape, Colour

______

Identifying features

Sound emanating?

Location of Object

Return Address Included Yes

INSTRUCTIONS

Yes No

No

Appendix 19

Use of Cellular Phones — Guidelines

The efficiencies of conducting business in an effective and safe environment will requirecertain staff to have access to a corporate cellular phone in the performance of theirduties. The guidelines for the use of cellular phones incorporate any legislated acts andthe adoption of this policy by the Corporation of the Township of Severn.

All employees using a corporate cellular phone are to ensure adherence to theseoperating guidelines.

1. Cellular phones are the property of the Corporation of the Township of Severn foruse by its employees for the purpose of conducting Township business.

2. Cellular phones, will be provided to individual employees but may be temporarilyutilized by another employee and/or reassigned by the supervisor to anotheremployee. Re-assignment of a cellular phone must be reported to theappropriate department and the HR division.

3. Employees having a telephone assigned to them will sign a form noting that theyhave a cellular phone and all accessories therewith, and that they will abide bythe terms stated in the policies and procedures. This form will be forwarded tothe Human Resources Department for inclusion in their personnel file.

4. When on duty, the employee must ensure that cell phones are functioningproperly, kept charged and available for use.

5. Under circumstances where it is not appropriate to have the phone turned on, forexample in meetings etc, the employee is required to check for messages, checkin with the office or with their supervisor when time permits.

6. Cell phone numbers will be treated as privileged information and therefore, willNOT be provided directly to members of the public.

7. The use of a cellular phone while driving is prohibited. If the employee respondsto a call or, makes a call, the employee must safely pull off the highway and parkthe vehicle before responding or initiating cellular phone activity. Failure tocomply with this directive will result in disciplinary action up to and includingdismissal,

8. The Highway Traffic Act prohibits the operation of a motor vehicle while holdingor using a hand-held wireless communication device. It is an offence under theHTA for drivers to hold a cellular phone or send text messages or e-mails whiledriving.

9. On an exception basis, personal business may be conducted through the use ofthe Township cellular phone. This usage wilt be minimal and the employee willbe required to reimburse the Township for cost for personal use.

10. The misuse of the Township cellular phone may result in the loss of its use by theindividual.

11. When an employee leave the employment of the Township, all equipment ownedby the municipality must be returned.

Date:_________________________________

__________________________

hereby acknowledge receipt of 1 (one) cellulartelephone and accessories. I understand that this phone is the property of the Townshipof Severn. I further acknowledge I will use the phone in accordance with the CorporateCellular Policy provided to me. By signing this form, I assume all responsibility for useof this phone.

Further, this hereby acknowledges that I have been given a copy and have read theCorporate Policy on The Use of Cellular Telephones.

Signature Date

Appendix 20

1 Winter Maintenance - Level of Service

The following operations policy for the Township of Severn is a guideline only,and it is acknowledged that Ontario Regulation 239/02 is paramount butconditions may occur which will prevent the achievement of this level of servicetemporarily and that the Public Works Department must work within availableresources such as funds, equipment and manpower. Weather conditions mayalso have a major effect on desired level of service and traffic will be expected toreduce speed to suit the weather and road conditions.

SNOW AND ICE CONTROL OBJECTIVE

• To reduce the hazard of icy road conditions to motorists• To reduce economic losses to the community and industry caused by

inclement weather• To facilitate the handling of emergencies by fire and police officials• To maintain safe, passable vehicular routes

GENERAL

All roads within the Township of Severn will not be maintained to the same wintermaintenance level of service. The level of service given should vary inaccordance with the role that particular road plays in the total transportationnetwork. Therefore, four levels of service have been defined:

1. Main Roads carry large volumes of traffic (+ 1000 VPD) or serve asmajor traffic routes between principal areas of traffic generation. Alsoincluded are those streets that collect traffic from residential streets(i.e. flyovers), and distribute it to major traffic routes and emergency,fire and hospital routes.

2. Secondary Roads are all other streets such as subdivision orresidential streets that generally carry local traffic only.

3. No Winter Maintenance Roads are roads designated as municipalroads which receive no winter maintenance.

4. Private Roads receive no municipal services.

LEVEL OF SERVICE

Main Roads

Surfaces shall be maintained to snow packed and sanded on 4%grades, curves and intersections through the continued use of allassigned men, equipment and materials suited to the condition, subjectto the following:

• No sanding will take place between 6:00 p.m. and 3:00 a.m.

• Snow control shall occur within the following guidelines withaccumulations of:

0 —8 cm — sanding with direction of managers8 cm plus — plowing and sanding will commence after

accumulation has ended

NOTE: During an ongoing winter event, management willdetermine extent of operation.

• Drifting conditions due to wind may severely affect plowing andsanding operations and must be considered in all decisions forplowing and sanding.

• Routes shall be defined as shown on the winter control schedule forplowing main roads and shall be adhered to except underauthorization of the Director of Public Works.

• Sand/salt mixture shall be spread at a rate of 450 kg per kilometeror as required.

• Sanding of main or secondary roads with the temperature belowminus 15 degrees Celsius shall be completed with direction ofmanagement due to the ineffectiveness of the salt/sand mixture.

2. Secondary Roads

• Labour, equipment and materials shall not be expended in an effortto achieve snow packed and sanded conditions until all main roadshave been serviced.

• Sanding where secondary streets intersect main roads shall bedone only after sanding on main roads has been completed.

-2-

• Secondary roads, shall be sanded after sanding is completed onthe main roads and there is no longer a danger of slipperyconditions occurring on the main roads.

• Sanding shall be carried out at intersections, 8% grades andcurves.

• Plowing shall occur after the main roads have been plowed andthere is no longer a danger of snow accumulation on the mainroads or when snow plow vehicles become available.

• Severe hills will have priority for sanding of gravel surfaces.

• Ice blading will be used as much as possible to alleviate the needfor sand on gravel roads only.

• Drifting conditions due to wind may severely affect plowing andsanding operations and must be considered in all decisions forplowing and sanding. No plowing or sanding will take placebetween 6:00 p.m. and 3:00 a.m. unless approved.

• Sanding of main or secondary roads with the temperature belowminus 15 degrees Celsius shall be completed with direction ofmanagement due to the ineffectiveness of the salt/sand mixture.

3. No Winter Maintenance Roads

• Roads designated as municipal roads which receive no wintermaintenance will not be plowed or sanded.

4. Private Roads

• Roads which are not under the jurisdiction of the municipality andreceive no municipal maintenance.

WINTER NIGHT PATROL

Purpose:

To identify and establish a work process to be included in the WinterMaintenance — Level of Service Policy.

-3-

Definition:

Road Patroller — A township public works employee who will be responsible forassessing road conditions during inclement weather and advise designated staffin order to provide a level of service in accordance with the Township WinterMaintenance — Level of Service Policy.

Process and Duties:

The Public Works Department appoints an employee to be the “Road Patroller’and an employee to serve as a back-up in case of absenteeism due to illness,vacation or other.

The Road Patroller duties and responsibilities will commence on or about thethird Sunday of November to, on or about, the third Friday of March. This timeframe will be subject to some flexibility in accordance with the weather conditionsat the time.

The Road Patroller will travel the routes as established by the policy and fill outthe appropriate report as required.

The Road Patroller may be subject to irregular hours and a non-routine workweek.

-4-

C - County Road NWM - No winter maintenanceM - Main Road P - Private RoadMTO - Ministry of Transportation Road S - Secondary Road

WINTER CONTROL SCHEDULE

AAbbey Road SAgnew Road SAlbany Street SAldershott Place SAmigo Drive SAnchor Drive SAnderson Line SAntonio Court SApterLane(P) PArdtrea Drive SArmand Avenue SAsh Crescent PAvery Lane SAzcona Avenue S

BBaguley Road SBaldy Lane PBaldy Rock Road PBalkwilI Line MBay Park Road PBay Road PBayou Road SBeachview Avenue SBeard Farm Trail SBeaver Dam Road PBeckett Place SBeechwood Drive SBell Avenue SBeman Point Lane PBennett Avenue SBet-Ray Boulevard PBig Chief Road SBirchcliffe Crescent SBirkeshire Woods Lane SBlack Inlet Lane PBlack River Road SBlake Avenue P

-5-

: - County Road NWM - No winter maintenanceM - Main Road P - Private RoadMTO - Ministry of Transportation Road S - Secondary Road

Bond Road SBonnybrook Drive SBonsor Road SBowles Lane PBoyd Road SBrady Drive SBrae Mere Common PBramshott Avenue SBrennan Line SBrick Pond Road SBrodie Drive MBrooks Lane PBuck Lake Bend SBuena Vista Drive SBurnside Line M

(Foxmead — Hwy 11)Burnside Line S

(Jermey — Foxmead)Bush Street S

CCambrian Road SCampbell Road SCanal Road SCanyon Line M

(Brodie — Division Rd E)Carlyon Line S

(Division Rd E — end)Carriage Court SCecil Road PCedar Rapids Drive SCentre Avenue SChannel Point Lane PChapel Hill Lane PCharles Street SChown Trail PChurch Line North SChurch Line South NWMClaresbhdge Lane PClearview Drive S

-6-


Cleveland AvenueColdwater RoadCommunity Centre DrConfederation DriveConners Bay LaneCoopers Falls RoadCopelands LaneCopp Bay RoadCoronation AvenueCouchiching AvenueCounty Road 16— Hwy 12County Road 169Cox DriveCraddock StreetCrane AvenueCrescent Bay RoadCumberland RoadCunningham CresCyril Martin Place

DDaisy LaneDance Hall LaneDaniels LaneDarling Island RoadDean TrailDeep Bay BoulevardDelta RoadDigby DriveDinnertime Rapids LaneDivision Road EastDivision Road WestDonlands CourtDoug Smith DriveDriftwood LaneDrinkwater DriveDunford DriveDunlop DriveDunns Line

SMSSPCPPSSCCSSSSSSS

PPPPSPPSPMMSSPSSPS

-7-

C - County Road NWM - No winter maintenanceM - Main Road P - Private Road

• MTO - Ministry of Transportation Road S - Secondary Road

EEarl Haid Avenue SEarls Court SEast Burrows Bay Rd PEast Shore Road PEastside Drive SEdgar Street SEgo Sideroad SElaine Street PElana Drive SEllis Road SElm Avenue SElva Lane PEnglefield Lane PEpleft Street SEsposito Road PEvergreen Terrace P

FF.R. Nelson Road SFairgrounds Road SFairview Drive PFarm House Lane PFawcett Road SFawn Lane SFell Line NWMFern Glen Court SFesserton Sideroad SFirehall Lane SFirst Street SFlat Rapids Lane PForest Wood Drive SFox Road PFoxmead Road M

(Balkwill to Burnside)Foxmead Road S

(Town Line to Balkwill)Frankland Lane P

-8-


GGeorge Street SGeorgian Heights Boulevard SGill Street SGilleU Drive SGlen Echo Ridge SGlen Oak Lane SGloucester Road SGoldstein Road SGraham Road PGrand Forest Trail PGrand Tamarack Cres SGrandview Lodge Rd PGrange Avenue PGranite Ridge Lane PGranny Stock Garden NWMGrass Lake Line SGray Street MGrayshott Drive SGreen Lane PGreen River Drive SGreenwood Lane PGun Club Lane S

KHaertel Lane PHaines Street PHale Street SHamilton Street SHamlet Trail SHampshire Mills Line SHarriet Street SHarrison Road SHawk Ridge Crescent SHawkins Drive SHawley Road SHedgemere Landing SHemlock Crescent PHendi Lane PHenrys Landing S

-9-


Hepinstall Landing SHeron Drive SHighview Avenue SHighway 11 Northbound MTOHighway 11 Southbound MTOHighway 12 MTOHighway 12— Cty Rd 16 CHilltop Road PHodgins Road SHoicroft Road SHord Way PHuffman Road SHume Street SHurlwood Lane SHuronia Road S

Irish Line SIron Bridge Lane PIsland Road P

JJV Parkway PJanes Lane PJean Street PJenn Lynn Court SJermey Road SJilem Court SJohn Street SJoseph Street S

KKellys Road SKensington Place SKinnear Sideroad SKitchen Sideroad SKnight Avenue S

-10-


LLake Saint George Blvd SLakeside Drive SLauderdale Point Cres SLaughlin Fails Road SLavis Lane PLawson Line S

(Upper Big Chute to Kinnear)Lawson Line NWM

(Kinnear to Copelands Lane)Lazy Lane PLee Avenue SLegs Run PLeisure Court SLewis Lane SLinger Long Place SLittle Chute Lane PLloyd Circle SLog Cabin Lane PLoon Lane PLoreffa Avenue SLayering Line SLower Big Chute Road MTOLunge Point Lane PLynch Street SLynn Street p

MMaclean Lake N Shore Road PMadison Street PMaleys Road PManton Lane PMaple Valley Road SMarchmont Road SMarine Drive SMarr Lane PMartindale Crescent SMary Crescent PMatchedash Street SMax’s Lane P

-11-


Mayhew Road SMcClelland Road SMcDevitt Trail PMcDonald Boulevard PMcLeod Drive SMenoke Beach Road SMichael Anne Drive SMill Street SMillwood Road SMossy Stonecrop Trail NWMMount Stephen Road SMoynes Road SMuckle Valley Road PMuskoka District Road #49 PMuskoka Street M

NNarrows Road SNature Wilde Road PNew Brailey Line SNichols Line SNorth River Drive SNorth Valley Lane SNorton Road 5

0Oak Park Lane POakley Sideroad SOakley Sideroad (east of NWM

railroad)Old Boyd Road SOld Creamery Road SOld Wilson Point Lane POrimat Road POrrFarm Road SOsprey Lane SOtter Point Road POtto Roehl Lane P

- 12-


pPappy Gill LanePark RoadPaxton RoadPeninsula Point RoadPenley RoadPenton ParkwayPicadilly LanePine AvenuePinecone TrailPinegrove LanePine Valley LanePioneer RoadPleasant RoadPoint Bush CourtPoint Corazza VistaPort Severn RoadPort Stanton ParkwayProvidence Lane

C)Quarry RoadQuetton StreetQuiet Waters Lane

RRamsay StreetRandall ReachRapids RunReinbird StreetReservoir RoadRichardsons Point LaneRichmount LaneRidge RoadRidley BoulevardRiver StreetRiverdale DriveRiverview DriveRiverwood LaneRobinson StreetRockcliffe Court

PSPSSPPSSPSPSSPSSS

MSP

SPPSSPSPSMSPSSS

- 13-


Rodds Lane PRosalyn Drive SRussell Drive SRyerson Boulevard S

SSaint Amant Road SSandcastle Court SSandhill Road (Tay maintains)Sandy Lake Lane PScarlet Drive SSecond Street SSevern Pines Crescent SSevern Street SSeydel Lane SShadow Creek Road SShady Lane PShaw Street SSheppard Street SSheridan Drive SSherwood Forest Lane PShoreview Drive SSilk Line SSilver Creek Estates PSmith Englefield Lane PSmith Lane PSoules Road SSouth Riverside Drive SSouth Sparrow Lake Rd MSouthorn Road SSpruce Road PStanton House Lane PSteeles Line (Oro-Medonte maintains)Stewarts Lane MTDStockdale Road SStonewall Lane PSturgeon Bay Road MSunset Crescent SSurrey Crescent SSweep Road PSwift Rapids Road P

- 14-

t - County Road NWM - No winter maintenanceM - Main Road P - Private RoadMTO - Ministry of Transportation Road S - Secondary Road

TTamarack LaneTay Bay RoadTaylor LineTelford LineThe BirchesThe LaneThe SpurThickson RoadThird StreetThomson CrescentThorburn RoadTimberline AvenueTorpiU RoadTory’s Landing RoadTower Line RoadTown LineTrader Cowan RoadTreeline DriveTrent TrailTurnbull DriveTwin Oaks Crescent

UUhthoff LineUnited Church Camp Lane PUpper Big Chute Road

VVasey RoadViking Marina RoadVillage LaneVoyageur Circle

wWainman LineWalters LaneWarminster RoadWarren CourtWasdell Falls RoadWaubview Road

PPSSSSPPSSSSSPPSSSSSP

S

C

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- 15-

C - County Road NWM - No winter maintenanceM - Main Road P - Private RoadMTO -Ministry of Transportation Road S -Secondary Road

Weald Way SWelsh Bay Lane PWesley Street PWest Canal Road NWM/Minimum OnlyWest Street SWestshore Crescent SWestwinds Lane PWhippoorwill Lane SWhite Pines Road PWild Echo Lodge Lane PWillow Crescent SWilson Point Road SWilson Point Road North SWilson Point Road South SWindermere Lane SWood Avenue SWoodland Place SWoodrow Road SWyley Street S

- 16-

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Appendix 21

I Adopt-a-Highway Program I

The Township of Severn’s Adopt-a-Highway Program has been established as a publicservice program for volunteers to enhance the local litter collection activities of theTownship of Severn by picking litter along municipal roadways. It is a way forenvironmentally conscious groups and individuals to contribute to a cleaner and morebeautiful municipal road system.

THIS SECTION TO BE COMPLETED BY TOWNSHIP STAFF

The Township of Severn recognizes the group/individual named below as responsiblefor the adoption of highway from

_______________________________________________

The group/individual named below volunteers to pick lifter at least three times a yearalong its adopted section of highway beginning,

________________________

and ending

_________________

ensuring that litter pickups do not occur on the following dates:

November lstto April 30th, of any year inclusively, Victoria Day Weekend, July 1st

(Canada Day), August Civic Holiday, Labour Day Weekend and ThanksgivingWeekend.

Clayton Cameron, CR55

Director of Public Works Clayton CameronTownship Representative

705-325-2315Township Telephone Number

THIS SECTION TO BE COMPLETED BY AUTHORIZED GROUP REPRESENTATIVE

Under the ADOPT-A-HIGHWAY PROGRAM

_______________________

agree toadopt a section of highway right-of-way and keep it clean. Only volunteers who havereceived the required Township safety training and have signed the form attachedhereto as Schedule “A” are allowed to participate in this program.

Authorized Group Representative Signature

Address Date

City Postal Code Telephone Numbers

Schedule “A”Lifter Control Agreement

The following persons will participate in one or more litter pickups. As indicated by theirsignatures on this agreement the individual participants are aware of the potentiallyhazardous nature of the work which is to be performed and agree to follow the TERMSAND CONDITIONS of the Township’s Adopt-a-Highway Program and agree to not holdthe Township responsible for any injuries or damages that they may cause or suffer asa result of participation in the program and agree that signs bearing theindividual/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 signedpermission from a parent or guardian (19 years of age or older).

NAME (PRINT) SIGNATURE DATE











—2—

ADOPT-A-HIGHWAY PROGRAMLifter Control Component

TERMS AND CONDITIONS

PURPOSE

The Township of Severn’s Adopt-a-Highway Program has been established as a publicservice program for volunteers to enhance the local litter collection activities of theTownship of Severn by picking lifter along certain municipal right-of-ways. It is a wayfor environmentally conscious citizens to make a personal contribution to a cleanerenvironment, Under the program, groups or individuals agree to adopt a section ofhighway right-of-way and keep it clean. In addition to a cleaner environment, thevolunteer(s) are recognized by a sign erected by the Township of Severnacknowledging 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 responsibleand to exhibit, in good faith, the desire and the ability to achieve Adopt-a-Highwayprogram objectives within the parameters of these Terms and Conditions will beallowed to adopt a section of highway right-of-way. The Township may refuse to granta request to adopt a section if, in its opinion, granting the request would jeopardize theprogram, be counter-productive to its purpose, create a public safety hazard, or be inconflict with government or township policies.

Volunteers are not considered as Officers, Employees, or Agents of the Township ofSevern, Any injuries, claims liabilities, suits, or costs arising from the volunteeractivities relating to this agreement, shall be the sole responsibility of the volunteers.Volunteers shall indemnify the Township of Severn and agree to abide by theTownship’s guidelines and to not hold the Township responsible for any injuries ordamages that they may cause or suffer as a result of participation in the Adopt-aHighway Program.

Volunteers are encouraged to recycle materials collected from the adopted section ofright-of-way, whenever and wherever possible.

—3—

AGREEMENT

Volunteers wishing to participate in the Adopt-a-Highway Program must complete andsubmit 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 thegroup;

• ensure that the Authorized Group Representative attend an annual safetymeeting provided by the Township of Severn before participating in the clean-upof the adopted section of the right-of-way.

• obey and abide by all laws and regulations relating to safety and such terms andconditions as may be required by the Township of Severn and the Province ofOntario;

• make arrangements for off road parking or shuttle bus-type of travel to theworksite.

• park all vehicles, at the worksite, as far away as possible from the travelledportion of the highway, ensuring no individual remain in a parked vehicle duringthe activity;

• ensure provision of all transportation, supervision, safety equipment andmedical/first aid service;

• pick up lifter a minimum of three (3) times a year to maintain a clean right-of-way;

• sort lifter into four (4) different categories: glass, plastic, metal, and other refuseto facilitate disposal procedures in jurisdictions that only accept sorted trash;

• give the Director of Public Works, 48 hours notice prior to beginning a litter pickup;

• wear a Township provided safety vest at all times and any additional appropriatesafety apparel during the litter pick-up;

• collect lifter only from the right-of-way sections of the adopted highway;

• not pick-up lifter on the road surface, paved or gravel shoulders, medians,

—4—

bridges, in tunnels, on overpasses, or around other structures or locations thatcould pose a danger;

• 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-upactivities;

• 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) orless volunteers 12-18 years of age. The Township reserves the right to limit thenumber of volunteers on an adopted section of highway right-of-way;

• ensure no volunteer possesses or consumes illegal drugs or alcoholic beveragesimmediately before or during the clean-up activities;

• suspend lifter pick-up when weather conditions become inclement (le. 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 theDirector of Public Works and the Authorized Group Representative;

• notify the Township of Severn office immediately after each clean-up to have thelifter bags removed by Township staff;

• ensure that lifter pick-ups do not occur on the dates noted in the agreement;

• return all inventory to the Township of Severn Administration Office at thecompletion of the Adopt-a-Highway program unless it is renewed. Failure to doso will result in the group being billed for the replacement value of the items.

—5—

TOWNSHIP RESPONSIBILITIES

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 andtraffic cones;

• erect sign(s) with the Groups name displayed at the beginning of each adoptedsection of highway right-of-way; unless, in the opinion of the Township, erectingthe 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 agencypolicies;

• 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 theTownship Representative;

• monitor to ensure the objectives of the program are being met;

• approve the name, title or words placed on Adopt-a-Highway signs.

MODIFICATIONSIRENEWAUTERMINATION OF THE AGREEMENTOR PROGRAM

The Adopt-?-Highway agreement or program may be modified in scope or altered inany manner at the discretion of the Township of Severn.

Volunteers will have the option of renewing their agreement, subject to the approval ofthe Township and the continuation of the program. Updated volunteer information isrequired at the time of the renewal.

The Township may terminate the agreement and/or remove the Adopt-a-Highway signsbearing the Volunteer’s name if it finds that the group is not meeting the terms andconditions of the agreement; one or more volunteers of a group is not responsible ; thevolunteers are acting contract to the guidelines of the program; the adoption is providingto be counter-produce to the program’s objective; undesirable effects such as increasedlifter, vandalism, or sign theft are resulting from the adoption or; volunteers haveengaged in irresponsible conduct at the adopted section.

—6—

Appendix 22

1 Salt Management Plan

General Information

Name: Township of Severn

Address: 1024 Hurlwood LaneP.O. Box 159Orillia, Ontario L3V 6J3

Population: 11, 200

Contact: Mr. Clayton CameronDirector of Public Works

Telephone: (705) 325-2315

Fax: (705) 327-5818

E-mail: ccameron(ãtownshipofsevem.com

Introduction

The Township of Severn Public Works Department is the authority responsiblefor the winter maintenance of this municipality’s road system. There are 400kilometers of 2 lane road within the Township, comprised of 71% rural, 27%semi-urban and 2% urban. Road surface types are 152km gravel; 156kmsurface treated; and 92km high class bituminous (hot mix). This combined roadsystem provides a safe and feasible means of transport for all the motoring publicand all road users.

Being centered in a snow belt area and the playground of central Ontario werecognize the need for public safety through effective, efficient snow clearing andde-icing practices.

Our municipality has strived to minimize salt use through our normal wintermaintenance practices but we must continue to maintain our current servicelevels.

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Snow quantities require that snow be removed to dump sites to maintain safestreets in our urban road sections in Coidwater and Washago. These snowdump sites must be located in areas that are not sensitive to salt contaminationand allow retention of other debris caught in the transported snow.

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 SystemAs previously mentioned this municipality maintains 400 km of 2 laneroad. According to the Ontario Regulation 239/02 and a road needs studycarried out in 2000, our roads fall into road classes 2 through 6. Class 2and 3 roads comprise 3% of the total with all others being patrolled at aclass 4 regardless of traffic volume or surface type.

2. EquipmentSevern Township winter operations are performed with our own fleetwhich consists of:9 tandem trucks-3 strictly plowing units-5 combination plow/sander-1 sander unit

- sander units are all equipped with manual control devices2 road graders

3. Sand StorageThe municipality at this time has no housing/storage building and dependson sand/salt stockpile to minimize freezing. This storage area is at 3813Carlyon Line, north of Division Road East. During winter operations smallamounts of 200 — 300 tonnes are kept on hand at our north and southworks yards.

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4. Current Practice re Plowing and SandingSevern Township has had a level of service policy for 10 years whichexceeds Ontario Regulation 239/02.

Our current practice provides a level of service which gives unimpededpassage after snow accumulation has ceased within 8 — 10 hours for all400 km of road, with a surface that is snow packed. During a longduration storm, operations will strive to clear most roads but concentrateon main (primary) arterial roads until such time that conditions allowsecondary roads to be plowed/sanded.

Winter patrol personnel determine if conditions warrant mobilization of thefleet.

Sanding of roads begins within one hour of snow plow activation, allowingplows in their various patterned routes to clear both lanes to accept sandon its center area or immediately if an ice/freezing rain event. Thismunicipality relies on the operator’s knowledge/judgment to applyamounts needed to meet requirement of storm. During early winterstorms or freezing rain events, it would not be uncommon for 2nd and 3rd

applications being required on higher volume roads. We use a sand/saltmix, so storm severity along with air temperatures, type of day (cloudy orsunny), even time of year (sun intensity), all play an integral part of sandapplication to acquire the desired result of a snow packed road that is safefor the motoring public.

In the fall of every year a tendered contractor is hired to screen sand forthe winter season. It is through this process that the volume of sandrequired with an appropriate salt concentration to minimize stockpilefreezing is acquired. Past experience dictates that minimum amounts ofsalt at a ratio of 6-8% will reduce freezing for most winters. Salt is broughtin daily as required for the mixing operation. This minimizes the exposureto salt leaching into the ground.

Plans for Meeting the Objectives

1. Reducing Salt UsageOntario Regulation 239/02, level of service policies, road userexpectations, traffic volumes, weather, geographical conditions, budgetrestraints and safety all dictate this municipality’s current roads level ofservice. Management has deliberated to the question of reduction andfound:

i) Housing of sand/salt stockpiling will reduce salt concentrationnecessary to stop freezing. Housing also reduces wastethrough lump removal stockpiling.

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H) Housing will prevent salt leaching from the sand/salt stockpile.

It is the municipality’s intent to aggressively build reserves over a ten (10)year period for storage facilities at our pit located on Carlyon Line and forboth north and south works departments.

2. Improve Staff TrainingWith increased knowledge about salt managing techniques, we can trainstaff in-house about awareness to efficient/effective operation ofspreaders. As new equipment/technologies are acquired on newequipment staff will be trained to use the new technology to reduce theamount of salt used.

3. Snow Disposal OperationsSevern Township has only two areas for which snow removal occurs.Both are urban centres with a total of one kilometer of 2 lane road needingattention.

This practice occurs twice a season in a severe winter. The removedsnow mixture would be very low in its salt content. It is taken to a snowdump site that has a minimal environmental impact and allows the debristo remain at the dump site and not directly enter a water course.

Environmental Sensitive Areas

Severn Township has Lake Couchiching as our estern boundary, Severn Riveras our north boundary, Matchedash Bay and Severn Sound as our north westboundary and many inland lakes and rivers which are all sensitive toenvironmental impact. We use a sand/salt ratio of 6% — 8% and sand only asrequired to maintain our minimum level of service thereby reducing the impact onour extensive surface water system.

Training

Staff are trained on operations of equipment and application rates as required tomaintain the minimum level of service. Future training will include newtechnology application of equipment according to manufacturer specification andintegration into the municipal winter control program.

Goals

The Township of Severn will endeavour to reduce the negative effects on theenvironment while maintaining our roads system in a safe condition for thetraveling public which continues to meet our minimum maintenance standard.

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We will:

- provide covered storage for our sand/salt mixture as soon aspossible

- reduce the percentage of salt in our sand/salt mixture- 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

Conclusion

The Township of Severn is aware of the potential harmful effects of salt on theenvironment. Road operations will endeavor to maintain the use of salt at aminimum level, reducing the impact on the environment while still providing aroads system that is safe for the traveling public according to our minimummaintenance policy.

References

Regional Municipality of Halton — Salt Management Plan Summary, July 9, 2003.

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 theEnvironmental 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

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Appendix 23

THE CORPORATION OF THE TOWNSHIP OF SEVERNRENTAL AGREEMENT

The parties to this Rental agree as follows:

I FACILITY DATES(S) TIME(S) RENTAL RATE

PLEASE INDICATE WHICH CATEGORY BEST DESCRIBES YOUR EVENT.

Private Events: (Weddings, Ice, Ball Diamond, Arena Floor, etc.)No insurance is required by the Township of Severn for private events, however, it isrecommended that you consult an insurance broker or solicitor to determine whetherobtaining insurance coverage is advisable.

Public Participation Special Events: (Shows, Concerts, etc.)All activities organized by any party(s) on Township property which will be advertised to thegeneral public to which the general public is welcome to attend. (Liability InsuranceRequired)

L.L.B.O. Special Occasion Permit Events:All activities organized by any party(s) on Township property which will involve an L.L.B.O.Special Occasions Permit. (Liability Insurance Required)

ROOMS, SPECIAL EQUIPMENT, PRIVILEGES

___________________

GROUP NAME:_______________________________________

PERSON-IN-CHARGE:

____________

ALTERNATE-IN-CHARGE:

ADDRESS:

____________

ADDRESS:

PHONE NO.: PHONE NO.:

TOWNSHIP OF SEVERNUse of Facilities

Rules & Regulations

1 The issuance of a Rental Agreement is entirely at the discretion of the Township of Severn. The Townshipreserves the right to cancel any Agreement temporarily or permanently.

I The facility(s) named on this Agreement is to be used on the date(s) and time(s) specified and only for thepurpose(s) named. The Agreement is not valid unless signed by the applicant and approved by Township.

3. This Agreement is not transferable without the express written consent of the Township.

4. CANCELLATION POLICY - TO CANCEL THIS AGREEMENT WRITrEN NOTIFICATION MUST BE RECEIVEDBY THE TOWNSHIP OF SEVERN NO LESS THAN THREE (3) BUSINESS DAYS PRIOR TO THE DATE OFTHE EVENT STATED ON THE AGREEMENT OR FULL RENTAL PAYMENT REQUIRED.

5. The Township of Severn will not be responsible for personal injury or for the loss or theft of clothinglequipment ofthe applicant/organization, or anyone attending on the invitation of the applicant/organization.

6. Swoblng it prohibited on all d.v&09a8 pwtdan6 n8 recr*aøona4 Ua14 wdft Qfto toxshlp of Srøern.The Agreement Holder will be responslbl. to ensure that the Township By4aw Is adhered to by allprtlcipants.

7. The maximum attendance at any facility shall be governed by Fire Regulations or Department of Health. All exitsmust 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 of the

negligence of the Township of Severn, its employees or agents as decided by a Court of Law, and uponrequest will submit to the Township written confirmation of liability insurance coverage naming theTownship 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 thisagreement:

(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 theAgreement.

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 agreementshall, 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 STATEDON THIS RENTAL AGREEMENT.

SIGNATURE OF PERSON IN CHARGE FOR THE TOWNSHIP OF SEVERN

DATE DATE APPROVED

Appendix 24

Coldwater & District Community CentreStandard Ice Maintenance Policy

1. When ice is installed during the fall of each season, no person shall be permitted toskate on the ice until a uniform thickness of no less than 1” is achieved and isconfirmed by measurement.

2. Community Centre staff will maintain the ice surface at a minimum 1 ‘thickness orby conducting regular resurfacing between rentals/games and by employing thespecial maintenance procedures identified herein.

3. The thickness of the ice surface shall be physically measured, at centre ice, at eachface off dot, and at each goal crease, once every seven days and the results of thetest shall be documented.

4. All ice maintenance activities shall be documented daily at the end of each shift bythe individual in charge of ice maintenance during said shift using the form attachedhereto as Schedule A to this policy.

5. Ice installed in the area of the goal creases has a tendency to be reduced inthickness 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 areaconsistently meets the minimum Township standard, the ice surface shall bemechanically cleaned each night immediately following the final ice rental. Followingthe cleaning procedure the ice surface in the vicinity of goal creases shall beflooded by hand with a minimum of 10 gallons of water.

6. Community Centre staff shall use the mechanical edger to daily trim the ice alongthe dasher boards. Once this is completed the area along the interface between theice and the dasher boards shall be inspected for holes and a watering can used tofill any spaced or gaps which are discovered.

7. While resurfacing the ice after or between rentals, the Community Centre staff shallvisually inspect the entire surface for holes or large cracks in the ice, extremelyrough ice and thin ice.

8. If a deficiency in the ice surface is identified the individuals using the surface shallbe instructed to leave the ice surface until the deficiency has been repaired.

9. If a deficiency in the ice cannot be satisfactorily repaired so as to ensure a safe icesurface the Community Centre staff shall close the ice surface to users andreschedule the rental with the contracting parties.

SCHEDULE “A” TO ICE MAINTENANCE POLICY

Coldwater & District Community CentreDaily Ice Maintenance Inspection Record

DATE:

_________

TIME:

_________AM/PM

Edged along dasher boards sidesand corners Yes — No

Flooded goal crease area Yes — No

If ice thickness was less thanthe specified minimum did you Yes — Notake action to increase it?

Walk on inspection for holes?cracks _Yes No

If you found holes/cracks wherewere they?

___________________

If holes/cracks were found didyou repair them? _Yes No

Flooded/filled gaps along dasherboards _Yes No

Replaced or repaired missinghockey lines _Yes No

Ice shaving/scrapes: how many?

___________________

Ice floods: how many?

_________________

Measured temperature ofice surface at

______

degrees F__________ Humidity %

Checked dasher boards and glassfor loose screws — Yes No

Checked players box and penaltybox doors Yes No

The following section is to be completed each Tuesday during ice season:

Did a physical test of the ice surface confirm theminimum 1” requirement? — Yes — No

centre Ice Yes _NoDepth

Zamboni end fact offdots, left right — Yes — No

______

DepthLobby end face offdots, left and right — Yes — No

______

DepthGoal creases, lobby endand zamboni end —

—

_______

Depth

Additional Comments:

Signature of Operator:

Appendix 25

I Contract for Use of Park Facilities I

THE CORPORATION OF THE TOWNSHIP OF SEVERN

WASHAGO CENTENNIAL PARK

The parties to this Agreement agree as follows:

DESCRIPTION OF EVENT

__________________________

RENTER

(Organization and/or Group)

PERSON IN CHARGE

__________________

TELEPHONE NO.

_______(H)

ADDRESS

__________________

TELEPHONE NO.

_______(B)

ALTERNATE INCHARGE

__________________

TELEPHONE NO.

_______(H)

ADDRESS

__________________

TELEPHONE NO.

_______(B)

Date & Time of Event

Monday

________________

Friday

_______________

Tuesday

________________

Saturday

_______________

Wednesday

_______________

Sunday

______________

Thursday

_________________

Facility Required

Pavilion/Picnic Area Ball Diamond Entire Park

Rental Rates(refer to Township of Severn Fees & Charges By-law)

RENTAL CHARGE FOR BALL DIAMOND

RENTAL CHARGE FOR PAVILION/PICNIC AREA

RENTAL CHARGE FOR ENTIRE PARK AREA

TOTAL RENTAL CHARGETOTAL GST

GROSS RENTAL CHARGE PAYABLE $

(IT IS RECOGNIZED THAT REDUCED RATES FOR SPECIAL EVENTS MAY BENEGOTIATED AND APPROVED BY THE COUNCIL OF THE TOWNSHIP OFSEVERN)

PLEASE READ THE ATTACHED REGULATIONS AND CONDITIONS. A SIGNEDCOPY OF THIS CONTRACT IS TO BE RETURNED TO THE TOWNSHIPADMINISTRATION BUILDING LOCATED AT 1024 HURLWOOD LANE, R.R. #4,ORILLIA (IMMEDIATELY WEST OF ORILLIA SQUARE MALL) ALONG WITH THEINITIAL PAYMENT.

The undersigned renter represents that the aforementioned information is cotrect andagrees to pay for any damages arising from their use and further declares that theyhave read, understood and shall observe the regulations and conditions stated on thisRental Agreement.

Unless specifically exempt as provided below, each individual, organization or group oforganizations operating an event in a Township of Severn Recreation Facility mustappend a copy of a Liability Insurance Policy in the amount of two million dollars($2,000,000.00) naming the Township of Severn as an additional insured.

3

IN ORDER TO DETERMINE APPLICABLE INSURANCE REQUIREMENTS, PLEASEINDICATE WHICH ONE OF THE FOLLOWING CATEGORIES BEST DESCRIBESYOUR EVENT:

Category I - Private Events

No insurance is required by the Township of Severn for privateevents, however, it is recommended that you consult an Insurance Broker or Solicitor todetermine whether obtaining insurance coverage is advisable. Please be advised that inthe case of a claim arising from an event, the Municipality will invoke the hold harmlessclause contained in this Agreement to recover any judgements against it from therenter.

Category 2 - Public Participation, Special Events

All parties organizing activities on Township property which will be advertised to thegeneral public at which the general public is welcome to attend are required to appendproof of the following insurance coverage for the period of the activity:

Public Liability and Property Damage Insurance from an insurersatisfactory to the Township of Severn in an amount not less than twomillion dollars ($2,000,000.00). The policy shall name the Corporation ofthe Township of Severn as an additional insured for the period of activitystated on this Application.

Category 3-Activities Involving an L.C.B.O. Special Occasions Permit

All parties organizing activities on Township property which will involve the use of liquorwill be required to obtain a L.C.B.O. Special Occasions Permit and ensure that allconditions associated with the issuance of that permit are met throughout the term oftheir activity. In addition, the organizers of such licensed events shall append proof ofthe following insurance coverage:

A. Public Liability and Property Damage Insurance from aninsurer satisfactory to the Township of Severn in an amountnot less than two million dollars ($2,000,000.00). The policyshall name the Corporation of the Township of Severn as anadditional insured for the period of activity stated on thisApplication. The insurance endorsement shall also state thatcoverage will respond to all claims related to a L.C.B.O.licensed activity held on the premises and shall not excludethe participants.

3

B. Non-owned Auto Insurance Coverage with an insurersatisfactory to the Township of Severn in an amount not lessthan two million dollars ($2,000,000.00). This form ofinsurance shall name the Township of Severn as anadditional insured for the period of the activity stated in thisApplication. Non-owned Auto Insurance Coverage is amandatory requirement of all groups serving alcoholicbeverages on Township property and is intended to protectboth the user group and the general public in the event thata patron who has attended a Licensed Program later causesdamage or injury to a third party while operating a vehicle onor off the premises.

Name of Organization or Individual Renting the Facilities

(please print)

Signature of Renter or Officer

Date

_____

Date Approved

____

Approved by

____

4

REGULATIONSICONDITIONS

1. All facility rentals shall be paid in advance by POST-DATE CHEQUES unlessother arrangements are made with the Director of Public Works or his/herdesignate.

2. Renters who fail to notify the Director of Public Works at least seventy-two (72)hours in advance of a cancellation shall be charged the full rental fee.

3. When only three or four members of a group show up for a facility rental, norefund will be made. After two no shows, your regular rental time (if applicable)will be cancelled for the remainder of the season.

4. It is mutually agreed that in the event it becomes necessary through weatherconditions, emergency occurrence, breakdowns of equipment or any other causeto cancel a scheduled event(s) in the facility, the Director of Public Works orhis/her designate will notify the authorized representative signing this Agreement.In such situations, a refund of the facility rental will be made, however, noadditional compensation or replacement of facility time will be provided.

5. The exchange of facility bookings between individual teams or organizations isnot permitted without prior written approval of the Director of Public Works orhis/her designate. As a rule, forty-eight (48) hours advance notice of suchchanges will be required.

6. No alcoholic beverages are allowed in any unlicensed areas.

7. The renter shall strictly adhere to the decisions and instructions of Townshipstaff.

8. The renter shall be responsible for the conduct and supervision of all personsattending on the invitation of the renter and shall see that all regulationscontained in this Agreement are strictly adhered to. The renter is responsible forany damage or vandalism caused by its members, officials, visiting teams orspectators.

9. All facilities are to be used only on the dates and hours specified in thisAgreement.

5

RegulationslConditions (cont’d)

10. The Township of Severn shall not be responsible for personal injury or damage,nor for the theft or loss of clothing or equipment of the renter. The renter agreesto indemnify the Township of Severn against any liability judgement or award andagainst any loss or damages incurred as a result of the activities of the renterand/or his/her invitees.

11. The Council of the Township of Severn reserves the right to cancel this Contractfor non-compliance with the terms and conditions stated herein.

12. Township staff shall have the freedom to act in the best interest of the Townshipof Severn in cases where the regulations and conditions of use are silent.

13. SmokIng Is prohibited on aft developed pafldand and recmadona* tailswithin the Township of Severn. The Agreement Holder will be responsibleto insure that the Township By-law is adhered to by all participants.

14. Renters are advised that full disclosure of the information solicited on Pages 1and 2 of this document is required before use of the facility can be approved.

Personal Information contained on this form is collected under the authority of the MunicipalAct, R.S.O. 1990, Chapter M.45, as amended, and will be used to document Rental Agreementarrangements. Questions about this collection should be directed to the Treasurer, Township ofSevern, P.O. Box 159, Orillia, Ontario - L3V 6J3

Telephone - (705) 325-2315

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Appendix 26

I CONCESSION BOOTH LEASE AGREEMENT I

THIS AGREEMENT MADE THIS DAY OFPURSUANT TO THE SHORT FORMS OF LEASES ACT

R.S.O. 1998, CHAPTER 5.11

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 agreementshereinafter reserved and contained on the part of the said Lessee, to be paid, observedand performed, the said Lessor has demised and leased and by these presents dothdemise and lease unto the said Lessee.

THOSE CERTAIN PREMISES known and described as the “Concession Booth”, aroom of 15 square metres (approximately) in dimension, lying and contained within thatstructure known as the Washago Centennial Park Washroom and Service structure asshown on Schedule “A” attached hereto; said facility being situated within the WashagoCentennial Park situated and established upon Part of Lots 8 & 9, Concession 12,former Township of Orillia, now the Township of Severn — 3398 Quefton Street.

1. Term

1.1 To have and to hold the said demised premises for and during the term ofthree and one half (3.5) months to be computed from the 15th day of May,

____

unless terminated by the Lessor for cause as defined throughoutthis Agreement.

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2. Rental

2.1 The Lessee hereby covenants and agrees to pay a rental fee during thesaid term hereby granted by the Lessor, in the amount of $1.00, includingGST, 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 andorderly manner free from all garbage and refuse, and to leave thedemised premises in such condition at the termination of this Lease.

3.2 The Lessee shall also be responsible for all repairs caused by itsnegligence 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 demisedpremises without prior wriffen consent; the Lessee hereby waives andrenounces the benefit of any present or future act of the Legislature ofOntario which would allow the Lessee to assign or sublet the Lease, withthe prior written consent of the Lessor.

5. Covenant of Lessee

5.1 The Lessee covenants with the Lessor, its successors and assigns, thatduring the term of this Lease Agreement:

5.1.1 The said demised premises will not, during the term of this LeaseAgreement, be at any time used for any other purpose than thepreparation, storage and sale of goods as defined in Schedule “B”to this Agreement, nor shall the said demised premises be used atany time except during those hours defined in Schedule “B” to thisAgreement.

5.1.2 Should the Lessee, during the term of this Lease Agreement,desire to affix, repair, change or erect partitions, counters orfixtures on any part of the walls, floors or ceilings of the demisedpremises, it may do so at its own expense at any time and fromtime to time provided that the Lessee’s rights to make suchalterations to the demised premises shall be subject to thefollowing conditions:

—2—

(a) That before undertaking any such alterations, theLessee shall submit to the Lessor a Plan showing theproposed alterations and shall obtain the approvaland consent of the Lessor to the same which may notbe arbitrarily withheld.

(b) That all such alterations shall conform to all BuildingBy-laws, if any, then in force affecting the demisedpremises.

(c) That such alterations will not be of such kind or extentas to in any manner weaken the structure of thebuilding after the alterations are completed or reducethe value of the building.

(d) Upon termination of this Agreement, all suchleasehold improvements shall become the property ofthe Lessor.

5.1.3 The Lessee covenants, promises and agrees with the Lessor thatnotwithstanding any present or future Act of the Legislature of theProvince of Ontario, none of the goods or chattels of the Lessee atany time during the continuance of the term hereby created on thesaid demised premises shall be exempt from levy by distress forrent in arrears by the Lessee, and that upon any claim being madefor such exemption by the Lessee or on distress being made by theLessee, this covenant and agreement may be pleaded as anestoppel against the Lessee in any action brought to test the rightof levying upon any such goods as are named exempted, and theLessee hereby waives all and every benefit that could or mighthave accrued to it under the by virtue of any present or future Actof the Legislature of the Province of Ontario which would apply butfor the above covenant.

6. Covenant of the Lessor

6.1 The Lessor hereby covenants with the Lessee that upon the Lesseepaying the rent hereby reserved and performing the covenants hereindescribed, the Lessee shall and may peaceably possess and enjoy thesaid demised premises for the term hereby granted without anyinterruption from the Lessor or its successors.

—3—

7. Voidance of Lease Vacant or Improper Use

7.1 it is further declared and agreed that in case the said premises or any partthereof 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 otherpurpose than as above provided, without the prior written consent of theLessor, 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; (anythingherein before to the contrary notwithstanding) and the proportionate partof the current rent shall thereupon become immediately due and payable,and in such a situation the Lessor may re-enter and take possession ofthe premises and upon taking such possession of the demised premises,the Lessor may let and manage the same and grant any Lease or Leasesthereof 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 anytime for any damage to the property of the Lessee which is left or installedupon the demised premises and which may arise from or be attributable togas, steam, water, rain or snow which may leak into, issue or flow fromany part of the said building; nor shall the Lessor be liable at any time forany damage to any property of the Lessor left or installed upon thedemised premises which may arise from and be attributed to the design orcondition of gas, water, steam, drainage pipes, plumbing, heating orelectrical systems installed within the building.

8.2 It is further declared and agreed that the Lessor shall not at any time beliable for any damage to the property of the Lessee which is left orinstalled upon the demised premises and which may arise from or beattributable 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 besustained by the Lessee or any employee, customer or other person whomay be upon the demised premises or in the said entrances thereto. Allrisks of any such injury shall be assumed by the Lessee, who shall holdthe Lessor harmless and indemnified therefrom.

10. Notice of Any Accident

10.1 The Lessee shall give the Lessor prompt written notice of accident orother defect in the water pipes, gas pipes or heating apparatus,telephone, electric or other wires on any part of the demised premises.

—4—

11. Insurance

11.1 The Lessee covenants with the said Lessor that the said business to beso carried on in the said building will not be of such a nature as toincrease the insurance risk on the said premises or cause the Lessor topay an increased rate of insurance premiums on the said premises byreason thereof; and it is distinctly understood that in case said businessso carried on by the Lessee is or becomes of such a nature to increasethe insurance risk or causes the Lessor and/or other occupants of the saidbuilding to pay an increased rate of insurance premiums, that the Lesseewill from time to time pay to the Lessor the increased amount of insurancepremiums which the said Lessor and other occupants of the said buildingare required to pay in consequence thereof, provided that the Lesseecovenants that it will not carry on, or permit to be carried on, any businessin the said building which may make void or voidable any insurance heldby the Lessor or the other occupants of the said building.

11.2 Prior to the commencement of the term of this Lease, the Lessee shalllodge with the Lessor a Comprehensive General Liability Insurance Policywith limits in the amount of not less than $2,000,000.00 inclusive andsuch policy shall contain a cross-liability clause. The said Policy shallname the Lessor as an additional insured and all premiums on the saidPolicy shall be paid by the Lessee. The issuance of such Policy ofInsurance shall not be construed as relieving the Lessee fromresponsibility for other or larger claims, if any, for which it may be heldresponsible.

12. Indemnity

12.1 The Lessee, on behalf of itself, successors and assigns agrees toindemnify and save harmless the Lessor from and against any and allclaims, suits, actions and demands whatsoever which may arise eitherdirectly or indirectly by reason of the Lease of the demised premises bythe Lessee.

13. Business Not to be a Nuisance

13.1 The Lessee hereby covenants and agrees that it will not do or permitanything to be done on the said premises or permit or keep anythingtherein which the Lessor may deem to be a nuisance, and the Lesseefurther covenants and agrees that no machinery shall be used thereinwhich shall cause any undue vibration in or to the said premises, and thatin case of the Lessor of the said building reasonably complaining that anymachinery or operation or process is a nuisance to it, or which causes any

—5—

undue vibration or noise in the said premises, that upon received writtennotice thereof, the Lessee will immediately abate such nuisance. TheLessee further covenants not to obstruct or interfere with the rights of theLessor or other occupants of the said building or conflict with any Statuteor Municipal By-law.

14. Fire

14.1 During the term herein established or any renewal thereof should thepremises be destroyed or damaged by fire or the elements, the followingprovisions shall apply:

(a) If the demised premises are so badly destroyed as to be renderedunfit for occupancy for more than seven (7) days after thehappening of such event, then the term hereby granted shall ceaseand be at an end for all intents and purposes from the date of suchdamage or destruction; and the Lessee shall immediately surrenderthe same and yield up possession of the demised premises to theLessor, and the rent from the time of such surrender shall beapportioned.

(b) If the demised premises are capable, with reasonable diligence, ofbeing repaired and rendered fit for occupancy within seven (7) daysfrom the happening of such event as aforesaid, then the renthereby reserved shall not run or accrue while the process of repairis going on, and the Lessor shall repair the said premises with allreasonable speed, and the rent shall recommence immediatelyafter 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 ordisbursements from the Lessor during the term hereby created which maybe caused by or on account of fire, (except as above), water, partial ortemporary failure or stoppage of heat, light, live steam or plumbing servicein 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 orsystems supplying the said services, or from any cause whatsoever,provided that the said failure or stoppage is remedied within a reasonabletime.

—6—

16. Notices

16.1 That any notice which either of the parties is required or permitted to givepursuant to any provision of this lease may, if intended for the Lessee, begiven by notice left at the demised premises or mailed to the Lessee at itscurrent address, and if intended for the Lessor, by notice left at thepremises of the Lessor at 1024 Hurlwood Lane, Severn Township, ormailed by registered mail to the Lessor at P.O. Box 159, Orillia, OntarioL3V 6J3, and such notice shall be deemed to have been given at the timeit was delivered or mailed, as the case may be.

17. Interpretation

17.1 The words importing the singular number only shall include the plural, andvice versa, and words importing the masculine gender shall include thefeminine gender, and words importing persons shall include firms andcorporations 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 shallmean the executors, administrators, successors and/or assigns of the said“Lessor” and “Lessee”, respectively, and when there are two or moreLessees bound by the same covenants herein contained, their obligationsshall be joint and several.

IN WITNESS WHEREOF the parties hereto have executed these presents.

CORPORATION OF THE TOWNSHIP OF SEVERN

MAYOR

CLERK-TREASURER

—7—

Date executed:

Lessee (Please Print)

Witness:

______________________

Per:_______________Owner

Witness:

______________________

Per:_______________

Per:_______________Owner

Date executed:

__________________________

—8—

SCHEDULE “A”

a Concession Booth SCALE 1:1,250

3398 Quefton Street o is 30w — _

60

SCHEDULE “B”

ITEM PRICE

(Schedule “B” cont’d)

DAYS HOURS

Appendix 27

MUNICIPAL SIGNAGE

Purpose:

A policy outlining the design, procurement, funding and installation of municipal signagein the Township of Severn.

ApplicationslCategories:

There are four (4) applications or categories:1. Settlement Areas (Coldwater, Washago, Westshore & Port Severn) (Schedule

2. Smaller Communities and communities with historic identity (eg. Hamlet - nearPeninsula Point Road, Maple Valley, Severn Falls, Lake St. George, Foxmead &Laughlin Falls) (Schedule “B”)

3. Trans Canada Trail Signage (where the trail intersects a municipal road)(Schedule “C”)

4. Directional SiQnage - directing traffic to prominent Township landmarks (eg. Lock42, Coldwater Mill & Community Centres) (Schedule “C”)

5. Community Business/Service Signape — for community businesses or services(Schedule “D”)

Common Principles:

• Signs will be considered only upon application by a community group providingCouncil is satisfied the applicant(s) represents a majority interest in the subjectcommunity (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

group/applicant(s) will share the cost of replacement signs in the same ratio asthe 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.• Categories 1 or 2 signs will carry the name of the community as referred to in the

application and with the concurrence of Council (eg. “Coldwater” or “Communityof Coldwater”.

—1—

• Category 1 signs will permit the words Established ....“. Population numbers willnot be allowed.

Funding:

Settlement Areas, Small Communities - 50150 basis with community applicant(s) to aset 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.

Application Process:

Applications will be received by the Corporate Services Committee. Sign installationswill be granted to a budget maximum each year as prescribed by Council. Once thebudget maximum has been achieved, no new applications will be received for thecurrent year. Applications received after the maximum is reached may be referred to afuture budget year.

Sign Committee:

The Sign Committee may review proposals and make recommendations to Council, asrequested. The Sign Committee may invite a representative from Washago, Coldwater,Port Severn and Westshore, two persons representing small communities, arepresentative of the Trans Canada Trail sponsors and the Director of Public Works toparticipate.

Sign Design, Materials and Artwork - Approvals:

The approved signage is outlined in Schedules “N’, “B”, “C” & “D” attached hereto.

Settlement Area 8’ length x 4’ heightInclude 6” x 6” pressure treated postsOR — 2nd Service Sign (small community design)-$1,900.00 + taxes- 2nd Seice Sign ($500.00 + taxes)

Small Community 54” x 27”Includes 6” x 6” pressure treated posts- $700.00 + taxes

—2—

Trans Canada Trail Includes 4” x 4” pressure treated posts& Directional Signage - Sandblasted 10” x 36” ($225.00 + taxes)

- Sandblasted 12” x 36” ($255.00 + taxes)- Vinyl Letters on Signboard 10”112” x 36”

($150.00 + taxes)- No Post ( $60.00 reduced)

Community Business/Services Signage- actual costs

Wafinding Signs

That the wayfinding directional sign design as outlined in Schedule “E” be adopted forthe municipality with colour coding for each direction.

—3—

SCHEDULE “A”

SCHEDULE “B”

—4—

SCHEDULE “C”

TRAIL SIGNS ( 12”X 36”)

DIRECTIONAL SIGNS (10” X 36”)

—5—

SCHEDULE “D”

SUPPORT YOUR LOCAL BUSINESSES

—6—

4

SCHEDULE “E”

I r

‘5’—

[PS.

L .

4 42

—7—

Appendix 28

COLDWATER COMMUNITY CENTRECash Management Policy

1. The Community Centre Manager and Assistant take bookings for all activities atthis facility, including the fairgrounds and ball diamond.

2. Invoicing is done electronically for all rentals through the Community CentreOffice.

3. Payments are made by cheque for regular season users and by cash foroccasional 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 andmoney 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 asthe need arises.

8. A Cash Float of $250.00 is used for the operation of the upstairs bar and foroccasional petty cash purposes. A reconciliation sheet is forwarded to theAdministration Office along with receipts for accounting purposes.

9. The safe is only accessible by the Manager or the Assistant — not by seasonalemployees.

10. Invoices and deposits are forwarded to the Administration Office for accountingpurposes.

11. Deposits from the bar activities will only be done the night of the event if it is safeto 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 theday they are sent to the bank.

13. Month-end deposits will be done on the last day of the month to ensure propercut-off.

Appendix 29

fl Municipal Investment Policy IIINTRODUCTION

The purpose of this manual is to establishsome general guidelines that municipalofficials should consider during theformulation of an investment policy. Due todiffering levels of staff resources andportfolio requirements betweenmunicipalities, the manual does not makerecommendations specific to the policyformulation of any particular municipality.Rather each municipality should interpretthese guidelines within the context of itsown situation to develop a specificinvestment policy.

The implementation of a formal investmentpolicy is one extremely important element ofan overall municipal cash managementstrategy. To ensure an effective investmentpolicy, accurate cash flow forecasts shouldbe available for a period of up to one year,ensuring that excess funds are fully utilizedand temporary borrowing requirements arelimited. Should cash flow requirements beunavailable or unpredictable, the abilitymunicipal officials to fully utilize excessfunds and minimize temporary borrowingrequirements will be greatly curtailed.

A formal investment policy will also serve toincrease the level of internal control that amunicipality has over its investment funds.Through the establishment of guidelineswithin the policy the investment processbecomes much more accountable.Conformity with such guidelines vill alsoincrease the level of safety of investedfunds.

The documentation of an investment policywill act as an essential means tocommunication between the municipalityand its financial institutions as well aswithin the municipality itself. A writteninvestment policy will serve as a vitalcommunication vehicle to Council.

Informing the financial institutionsresponsible for assisting the municipality ininvestment function, such as banks andinvestment dealers, of the municipalityinvestment policy will increase thelikelihood of attaining the goals establishedwithin such a policy.

The first step in the development of aninvestment policy is the establishment of aset of objectives

placed on the invested funds of amunicipality. These objectives will differsubstantially between investment portfoliosestablished for different purposes. Thedemands placed on a portfolio that is set upto hold surplus funds relating to thecurrent budget may differ significantly fromthose placed on one which is set up toinvest lot levy receipts.

The four major objectives of a municipalinvestment policy are:

1) Conform to legislativeconstraints

2) Ensure safety of principle

3) Maintain adequate liquidity

4) Maximize rate of return whileconforming to the aboveobjectives.

The purpose of the portfolio is not the onlyconsideration that will affect theestablishment of municipal investmentobjectives. The size and sophistication of amunicipality will have a great impact onobjectives. A large municipality withsubstantial resources dedicated to theinvestment function might place moreemphasis on the rate of return objectivewhereas a smaller municipality might adopt

1

the more conservative approach ofemphasizing safew. While neither approachcan be construed as being superior in thegeneral sense, both have their merits givenspecific circumstances.

The establishment of objectives specific tothe requirements of each municipality willThe Approved List states explicitly allgovernment and corporate entities whichare eligible investments for each municipalfund. Inclusion on an Approved List isdependent on eligibility through theappropriate legislation, the individualmunicipalitiesa policies or desires, and themaintenance of a minimum performancestandard as measured by several criteria.Further restrictions on the Approved Listbased on individual and sectoral limitationsshould be established.

To ensure the attainment of objectives andto maximize internal control within aninvestment policy, ongoing analysis of theappropriateness of both policy objectivesand the Approved List should beundertaken. Updating the Approved List ona regular basis (at least annually) willensure that the exposure to inferior creditsis limited and thus the safety of principal isenhanced. This will also allow forinvestment in newly emerged credits thatwere previously inactive in the market orcredits that have improved sufficiently tojustify the investment in their paper.

The establishment of a well documentedinvestment policy complemented by ongoingreview of such policy will maximize theability of a municipality to meet its cashflow requirements and fully utilize itsexcess funds. The aforementionedconsiderations in policy formulation will beexplored in greater detail in subsequentpages.

provide staff with some general guidelinesin managing municipal funds. The next stepin the process is the application of theseobjectives in a more specific and structuredformat. The establishment of an ApprovedList of Investments will give staff thedirection necessary to realize policyobjectives.

2

OBJECTIVES OF AN INVESTMENT POLICY

The four major objectives of an investmentpolicy are:

1) Conform to legislative constraints2) Ensure safety of principal3) Maintain adequate liquidity4) Maximize rate of return while

conforming to the above objectives.

The first step in the development of aninvestment policy is to assign relativedegrees of importance to each of theseobjectives in an overall municipalframework. Given the legislativerequirements, safety of principal should beparamount in all cases. Further ranking ofobjectives specific to each fund and theirvarying requirements should beestablished. The considerations in assigningrelative importance to the investmentobjectives are outlined below.

Conform to Legislative Constraints

The Revised Statutes of Ontario (1990)contain a number of provisions enablingmunicipalities to invest surplus monies.The sections of legislation of foremostimportance to municipalities in this regardare the Municipal Act, sections 409, 417and 418, and the Trustee Act, sections 26and 27. These sections of legislation areattached as Appendix 1. It should be notedthat further legislation enabling theinvestment of surplus municipal fundssuch as the Planning Act does exist but dueto its limited application is not ealt withinthis text. Municipal officials involved in theinvestment function should familiarizethemselves with the actual legislation andits applicability to their specific situations.

Due to its permissive nature, the legislationdoes not override the use of sound analysisin determining the appropriateness of eachinvestment decision. Investments that areeligible under the various major sectionsare outlined as follows:

X Municipal Act, Section 409

This section governs the investment ofSinking Fund monies. Sinking Fund moniesmay be invested in any securities that atrustee may invest in under the TrusteeAct. This section grants further legislativeauthority most notably the power to investin debentures to the payment of which theSinking Fund is applicable.


This sections governs the investment ofReserve Fund monies. As is the case withSinking Fund monies, Reserve Fund moniesmay be invested in any securities that atrustee may invest in under the TrusteeAct. These legislative powers are greaterthan those granted for the use of RevenueFund monies through section 418 of theMunicipal Act. Reserve Fund and SinkingFund monies are required much lessfrequently than Revenue Fund monies and,as such the time horizon for suchinvestments may be longer than that forRevenue Fund investments. This suggeststhat liquidity is of a lesser priority forReserve Fund and Sinking Fundinvestments.


This section governs the investment ofCapital and Revenue Fund monies. Anysuch security listed in this section is aneligible investment for the purposes ofRevenue and Capital Fund monies. Thissection of legislation is the one mostfrequently used by municipalities to governtheir investment functions. The legislativepowers granted under this section aremuch more restrictive than those grantedunder sections 409 and 417.

X Trustee Act, Section 26

This section governs the investment ofTrust Fund monies by a designated trustee.Any such securities listed in this section isan eligible investment for the purposes of

3

the Trust Fund monies. This legislationfurther governs the investment of SinkingFund and Reserve Fund monies throughsections 409 and 417 of the Municipal Actrespectively.

X Trustee Act, Section 27

This section provides for the investment ofTrust Fund monies by a designated trusteebeyond those investments authorizedthrough Section 26. The investmentsauthorized by Section 27 are subject toseveral restrictions and specific reference tothe legislation is necessary to establish theeligibility of such investments.

X Eligible Investments

A list of eligible investments under thesesections of legislation is attached asAppendix 2. This list is intended to coverthe major investment vehicles that areeligible for municipal purposes. While notan exhaustive listing, any investment in avehicle not listed here should be veryclosely scrutinized to determine its legality.

X Eligible Issuers

A further listing of eligible issuers isattached as Appendix 3. This Appendix iscomprised of a listing of federallyincorporated banks, trust and loancompanies, and provincially incorporatedtrust and loan companies. Theseinstitutions are members of the CanadaDeposit Insurance Corporation which wasestablished to protect individuals havingdeposits with member firms against lossresulting from the insolvency of a memberfirm. The C.D.I.C. is empowered to insuredeposits of up to $60,000 per individual perinstitution. The C.D.I.C. insures chequingand savings accounts, term deposits,guaranteed investment certificates andseveral other investment vehicles. Specificreference to the enabling legislation willensure a thorough understanding of theinsurance coverage.

Appendix 3 is included strictly forillustrative purposes and should not in any

way be construed as a recommendation ofany of the corporations contained herein.There are many further issuers that areeligible under these sections of legislation.However, a complete listing of all suchissuers would be much too exhaustive andis not provided here. Reference toGovernment of Ontario publications listingfirms incorporated under the Loan andTrust Corporations Act and other suchrelevant acts is recommended to provide amore complete listing of potential issuers.

Ensure Safety of Principal

Ensuring the safety of principal is ofparamount importance for all municipalofficials administering the investmentfunction. The loss of municipal monies mayresult from the default of an issuer onprincipal or interest payments. The risk ofthis loss may be minimized through theestablishment of a minimum performancestandard that is applied to all potentialissuers that are considered for theinvestment of municipal monies.

Many municipalities lack the necessaryresources to undertake an ongoing analysisof the credit worthiness and performance ofgovernments and corporation s consideredfor the investment of municipal monies.Analysis of the credit worthiness of manyissuers is undertaken by several reputablecredit ratings agencies in Canada and theUnited States. Through the application offinancial and economic analysis theseagencies assess the relative strength ofmany issuers ‘is a vis their ability tomaintain viable operations and meet allfuture obligations. The method of rankingissuers by relative strength varies betweenagencies. The relative ratings scales used bythe major agencies. Moody’s and Standard& Poors in the United States, and DominionBond Rating Service and Canadian BondRating Service in Canada are included inAppendix 4. The establishment of aminimum credit rating required for allmunicipal investments should minimize theexposure of any municipality to potentialdefaults. The publications of the relevantcredit ratings agencies should be monitored

4

on an ongoing basis to ensure thatmunicipal officials are aware of any changesin credit ratings and their potentialimplications with particular attentionplaced on the issuance of credit watches.by any such agency. These credit watches.are placed on institutions that potentiallyface a rating upgrade or downgrade.

An awareness of the credit ratings of allgovernments and corporations consideredX Profitability

The risk of default is usually lower forprofitable firms than it is for firms whichare not profitable. Industries whichexperience cyclical downturns should bemonitored closely.

X Earnings Coverage

One basic ratio that is utilized by creditanalysts in determining an organization’sability to meet its debt obligations is itsearnings coverage. In its basic form theratio is calculated as follows:

net income before tax + interest expenseinterest expense

A general rule of thumb is that the ratioshould be 2 - 3 times coverage.

X Cash Flow Coverage

This key ratio presents the organization.sability to meet its debt servicing needsthrough operating cash flow. It is designedto complement the earnings coverage ratiowhich due to accrual accounting may notalways accurately present the firms abilityto meet its debt servicing without resortingto liquidation of assets. A generallyaccepted ratio would be approximately 2times coverage.

X Capital Structure

Analysis of the organizationas capitalstructure, including comparison againstindustry averages, should identify thefirma€ ability to manage its debt servicingthrough the various stages of the business

as possible investments for eachmunicipality will ensure that municipalofficials have a basic understanding of theunderlying credit worthiness of suchinstitutions. Where possible, furtheranalysis of investments should beundertaken as a supplement to theinformation provided by the credit ratingsagencies. Several factors to consider whenanalyzing the credit worthiness of aninstitution include:cycle. Firms that have higher levels ofequity than debt generally have moreflexibility in handling their debt servicingduring economic downturns. In addition toreviewing the deb to equity ratios theanalysis should also account for the type ofdebt that an issuer has. Firms with floatingrate debt will have less flexibility, in periodsof rising rates, than other firms with fixedrate long term debt.

X Absolute Size

Generally larger institutions are more ableto manage changes in their debt servicingprogrammes caused by rising rates or loanlosses. Further advantages generatedthrough economies of scale might accrue tothese firms.

X General Market Acceptance

One very good source of informationregarding the credit worthiness of an issueris the actual market place. Interaction withinvestment dealers and other municipalinvestors will provide the municipal officialwith an understanding of which issuers arepreferred for their credit worthiness,liquidity, rate and availability.

X Management

A critical requirement for an organization tocompete effectively in its environment is aneffective management team. An investorshould attempt to keep apprised of themarket.s perception of the issuerasmanagement group. Note should be takenof changes in ownership and managementto ensure that any potential change indirection that the issuer may pursue will

5

not adversely effect its credit worthiness orability to meet all future obligations.

X Trends to Monitor

Beyond maintaining an ongoing awarenessof the credit worthiness of issuers it isnecessary’ to keep apprised of the generalstate of the economy. Monitoring trends inmacro economic variables such as inflation,interest rates, and foreign exchange andtheir potential impacts on all investments isessential. The nature of businessundertaken by issuers will dictate theability of such issuers to withstand anyfluctuations in macro economic variables.

An ongoing awareness of the state ofindividual issuers and the economy as awhole will limit the potential loss ofprincipal through default. It will also serveto minimize the loss or maximize the gain ofprincipal realized through the purchase orsale of securities. The investment of fundsin those that stand to gain from perceivedtrends in economic variables will improvethe performance of the municipal portfolio.

Further loss of principal is sustainedthrough the use of inaccurate cash flowforecasts. Such forecasts will necessitatethe liquidation of investments at inopportune times to cover unexpected cashflow requirements. The importance of theavailability of accurate cash flow forecastsis reiterated in the objective of maintainingliquidity.

Maintain Adequate Liquidity

When reviewing the liquidity requirementsof a portfolio the municipal finance officermust assess the confidence that can beplaced in the cash flow forecasts. This isessential to the development of an effectiveinvestment policy. As the level of confidencein the cash flow forecast increases, the needfor liquidity will decrease. If the municipalofficial is certain of the eventual spendingpatterns of the portfolio there will be noneed to liquidate securities to coverpayments, provided funds are invested tothe specific payout dates. However, in many

Many industries are interest rate sensitiveand investment in such industries shouldbe predicated on the perception of what thefuture trend in rates will be. Likewise,foreign exchange considerations will have asubstantial impact on the performance ofissuers that have exposure to foreigncurrencies through their holdings ormethod of operations. These issuers shouldbe monitored carefully. In the overallpicture an understanding of where theeconomy stands in the business cycle isessential. Certain cyclical industries willperform poorly during a downturn, whileother countercyclical industries which areshielded from recession will perform morefavourably.cases cash outflows can only be estimatedand therefore certain levels of liquidity mustbe built into the portfolio to manageforecast variances and other unanticipateddemands.

Liquidity can be measured in a number ofways. The key criterion that must beaddressed is the ease with which one canconvert the securities to cash. The mostliquid instruments available are federal andprovincial treasury bills, of which thefederal bills are more liquid. While being themost liquid form of investment thesetreasury bills also provide the lowest returnavailable in the market, due primarily tothe lack of credit risk, high liquidity, andtheir wide acceptance. As such, there is acost, albeit an opportunity cost, in havingtoo much liquidity. Liquidity can beenhanced in other ways while stillmaintaining a reasonable average return oninvestment. Instead of purchasing bankterm deposits and guaranteed investmentcertificates, which are relatively illiquid, amunicipality could invest its funds inbanker’s acceptance which are readilymarketable in the money market andprovide a similar rate of return.

Several other issues will affect the levelliquidity required by each municipality.level of contingency surpluses on handcover the impact of market volatility onportolio.s asset values is extremelyimportant. A substantial surplus will

ofThetothe

6

reduce the required level of liquidity. Thelevel of liquidity of any such surplus willalso affect the required level of liquidity forthe remainder of the portfolio.

Maximize Rate of Return WhileConforming to Other Objectives

The final objective of an investment policy isthe realization of a competitive rate ofreturn on the invested funds. From themunicipal perspective this objective isimportant but it should not be given thelevel of priority accorded to safety ofprincipal. There is a tradeoff between rate ofreturn and safety of principal. Debt with alow credit rating will serve to maximize rateof return but offer limited safety.Conversely, Government of Canada debtll maximize safety but offer a much lowerrate of return. There exists a policysomewhere between the two extremeswhereby rate of return is maximized whilemaintaining conformity with the other set ofestablished objectives. The degree to whichone objective is emphasized over the otherwill depend on circumstances specific toeach municipality and the source of theinvested funds within the municipality.

Any municipal portfolio manager would liketo avoid all potential losses on a givenportfolio. However, it is not possible to

entirely eliminate the potential for a loss.When weighing rate of return against safetyof principal the portfolio manager mustassess the municipal tolerance for losses onthe portfolio. This tolerance must be usedto determine the correct mix of securities inthe municipai portfolio. Should nodownside tolerance exist, funds should beinvested in the safest possible securityavailable.

To ensure that a municipality receives acompetitive rate of return on all investedfunds an ongoing relationship should beestablished with several financialinstitutions involved in the investmentfunction. Continued contact will develop alevel of rapport and trust between themunicipality and these financialinstitutions. When a municipality has fundsavailable for investment several investmentdealers should be contacted to providequotations on the relevant securities. Thiswill ensure that the rate received on anygiven security will be competitive.Furthermore, should a market on onespecific security be unavailable asuggestion of a more appropriate alternativesecurity might be provided. The sameexercise may be undertaken with banks forthe provision of banking services such asforeign exchange.

7

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 hind debentures which have the principal payable on a fixeddate; or

(b) that a retirement hind be established for the repayment of the principal amount of a class or classes of itsdebentures other than sinking hind 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 hind by-law, an estimated amount for the sinking hind which, with interest compoundedannually, will be sufficient to pay the principal of the debentures at maturity.

2. In respect of a retirement hind by-law for a class of debentures other than a sinking hind debenture, an amountequal to or greater than the amount that would have been required for the repayment of the principal of thedebentures in that year if the principal had been payable in equal annual instalments and the debentures had beenissued for the maximum period authorized by the municipality for the repayment of the debt for which thedebentures 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 principalpayable 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 (I) is not required to pay anannual instalment of an amount of principal to the holder ofa 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 hind, including earnings orproceeds derived from the investment of those hinds, shall be applied towards paying any part of the current or otherexpenditure ofa 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 andretirement hind ofa 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 retirementhind debentures for which the hind was established, the municipality shall pay an amount sufficient to make up thedeficiency into the sinking or retirement hind. 2001, c. 25,s.4O9(7).

Exce.,s balance

(8) The certified balance may exceed the amount required in the year for the repament of the sinking or retirementhind debentures for which the fund was established. 2001. c. 25. s. 409 (8).

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 asinking or retirement hind to the extent that the certified balance of the fund, including any estimated revenue, is or willbe sufficient to repay the principal of the debt for which the fund was established on the date or dates the principalbecomes due. 2001, c. 25, s. 409 (9).

8

MUNICIPAL ACT - SECTION 409 (cont’d)

Repayment of principal

(10) Despite this Act, if the certified balance of a sinking hind or retirement hind, including any estimated revenue, isor will be sufficient to entirely repay the principal of the debt for which the hind was established on the date or dates theprincipal becomes due, the municipality may amend its debenture by-law to eliminate the provision for the raising of anyamount for the sinking or retirement hind. 2001, c. 25, s. 409 00).

Remaining balance

(II) If there is a portion of a certified balance remaining after a municipality eliminates a provision for an amount tobe 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 hind debenture; or

(b) to each remaining sinking hind or retirement hind of the municipality proportionately as the amount ofthat sinkinghind or retirement hind bears to the total of all the remaining sinking or retirement hinds. 2001, c. 25,s. 409 (11).

Further amounts

(12) If there is any amount remaining after applying the hinds in accordance with subsection (11), the municipalitymay transfer the amount to the general hind of the municipality. 2001, c. 25, s. 409 (12).

Upper-tier municipality

(13) If a sinking or retirement hind is established by an upper-tier municipality for the purposes orjoint purposes ofone 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 hind,reduce or eliminate them for lower-tier purposes proportionate to the contributions to that hind by its lower-tiermunicipalities;

(b) shall, despite subsection (II), apply any portion under that subsection proportionate to the contributions to thehind or to all sinking or retirement hinds 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 tothe hind; and

(d) shall, if it is required to pay an amount under subsection (7) to make up a deficiency, require one or more of itslower-tier municipalities to make payment to the upper-tier municipality for the deficiency, proportionate to theamount of their contributions to the hind, and may amend its debentures by-law accordingly. 200!, c. 25,S. 409 (13); 2002, c. 17, Sched. A, s.79(3).

9


RESERVE FUNDS

Reserve funds

417. (1) Every municipality and local board, as defined in the MunicipalAffairsAci. and any otherbodyexercising apower with respect to municipal affairs under any Act in unorganized territory may in each year provide in its budget forthe 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 onbehalf ofa local board, the local board must obtain the approval before providing for a reserve fund for those purposes inits 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 unorganizedterritory for a reserve fund shall be paid into a special account and may be invested only in the securities or classes ofsecurities prescribed. 2001, c. 25, s.4l7 (3).

Expenditure of reserve iund.

(4) A municipality may by by-law provide that the money raised for a reserve fund established under subsection (I)may be spent, pledged or applied to a purpose other than that for which the hind 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 thepurpose of subsection (3). 2001, c. 25, s.417 (5).

10


GENERAL FUNDS

FINANCES

ACCOUNTS AND INVESTMENTS

Investment

418. (1) A municipality may invest in prescribed securities, in accordance with the prescribed rules, money that itdoes not require immediately including.

(a) money in a sinking, retirement or reserve ftmd;

(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 ofanydebenmres. 2001, c. 25, s. 418 (1).

Repaymeo I

(2) An investment under subsection (I) shall be made repayable on or before the day on which the money is requiredand 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 lovesiments

(3) A municipality may combine money held in any fund and deal with the money in accordance with subsection (I).2001, c. 25, s.418 (3).

Allocation

(4) Earnings from combined investments shall be credited to each separate fund in proportion to the amount investedfrom 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).

Regulalioos

(6) The Lieutenant Governor in Council may make regulations,

(a) prescribing rules for the purpose of subsection (I);

(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 theregulation. 2001, c. 25, s. 418 (6).

11

TRUSTEE ACT

INVESTMENTS

26. A trustee may invest any trust money held in the classes of securities mentioned in thissection, 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.

(Hi) of or guaranteed by the Government of the United Kingdom,

(iv) of any municipal corporation in Canada, including debentures issued forpublic, separatek secondary or vocational school purposes, or guaranteedby any municipal corporation in Ontario, or secured by or payable out ofrates or taxes levied under the law of any province of Canada on propertyin such province and collectible by or through the municipality in whichsuch 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 aresecured by the assignment to a trustee of payments that the Government ofCanada has agreed to make, if such payments are sufficient to meet the interestas if falls due on the bonds, debentures or other evidences of indebtednessoutstanding and to meet the principal amount of the bonds, debentures or otherevidences of indebtedness upon maturity;

(c) debentures of any loan corporation that is registered under the Loan and TrustCorporations Act;

(d) guaranteed investment certificates of any trust corporation that is registeredunder the Loan and Trust Corporations Act;

(e) bonds, debentures or other securities issued or guaranteed by the InternationalBank for Reconstruction and Development established by the Agreement for aninternational Bank for Reconstruction and Development approved by the BrettonWoods and Related Agreements Act (Canada), if the bonds, debentures or othersecurities are payable in the currency of Canada or the United States of America;

(fl deposit receipts, deposit notes, certificates of deposit, acceptances and othersimilar instruments issued or endorsed by any bank listed in Schedule I and IIto the Bank Act (Canada); and

(g) term deposits accepted by a credit union as defined in the Credit Unions andCaisses Populaires Act, R.S.O. 1980, c. 215, 2. 26.

12

TRUSTEE ACT (cont’d)

27. (1) In addition to the investments authorized by section 26, a trustee holding trustmoney for investment may invest such money in the following classes ofinvestments, but only if the investment is in other respects reasonable andproper and is made in accordance with subsections (2), (3) and (4).

(a) bonds, debentures, debenture stock or other securities of any corporationincorporated by Canada, or by any province of Canada, or by any formerprovince now forming part of Canada, that are secured by a mortgage orhypothec to a trust corporation either singly or jointly with anothertrustee upon improved real estate of such corporation or other assets ofsuch corporation of the classes mentioned in this section or in section26

(b) bonds, debentures or other evidences of indebtedness of a corporationthat are secured by the assignment to a trustee of payments that arepayable, by virtue of an Act of a province of Canada, by or under theauthority of the province, if such payments are sufficient o meet theinterest as it falls due on the bonds, debentures or other evidences ofindebtedness outstanding and to meet the principal amount of thebonds, debentures or other evidences of indebtedness upon maturity;

(c) bonds, debentures or other evidences of indebtedness of a corporationthat has paid,

(i) a dividend in each of the five years immediately preceding thedate of investment at least equal to the specified annual rate uponall of its preferred shares, or

(ii) a dividend in each year of a period of five years ended less thanone year before the date of investment upon its common shares ofat least 4 per cent of the average value at which the shares werecarried in the capital stock account of the corporation during theyear 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 thedate of investment at least equal to the specified annual rate uponall of its preferred shares, or

(ii) a dividend in each year of a period of five years ended less thanone year before the date of investment upon its common shares ofat least 4 per cent of the average value at which the shares werecarried in the capital stock account of the corporation during theyear in which the dividend was paid;

(e) fully paid common shares of a corporation that, in each year of a periodof seven years ended less than one year before the date of investment,has paid a dividend upon its common shares of at least 4 per cent of theaverage value at which the shares were carried in the capital stockaccount of the corporation during the year in which the dividend waspaid.

13

TRUSTEE ACT (cont’d)

(2) No investment shall be made under this section that, at the time of making suchinvestment, would cause the aggregate market value of the investments madeunder this section to exceed 35 percent of the market value at that time of thewhole trust estate, and, if in any estate or trust the trustee has retained, underthe authority of the trust instrument, investments that had been acquired by thetestator or settlor and that come within any of the classes authorized by thissection, such investments shall be deemed to have been made under thissection.

(3) No sale or other liquidation of any investment made under this section shall berequired solely because of any change in the ratio between the market value ofsuch investments and the market value of the whole trust estate.

(4) In determining market values for the purpose of this section, a trustee may relyupon published market quotations as to those investments for which suchquotations are available, and upon such valuations of other investments as inthe trustee.s judgement seem fair and reasonable according to availableinformation. R.S.O. 1980, c.512, s.27.

14

APPROVED LIST OF INVESTMENTS

Once policy objectives have been identified,a formalized method to pursue suchobjectives must be established. Thedevelopment of an Approved List ofInvestments will give municipal officials thenecessary direction to attain the municipalobjectives.

The Approved List states explicitly allgovernment and corporate entities whichare eligible for investment in each of themunicipal funds. Inclusion on an ApprovedList is dependent on eligibility through therelevant legislation as outlined in thepreviously stated objective of conformity tolegislative constraints. Given legislativeeligibility, one further constraint limitingthe inclusion on an Approved List should bethe maintenance of a minimumperformance standard as measured byseveral criteria.

The maintenance of a minimum creditrating in addition to minimum standardsplaced on several balance sheet ratios andoverall management capabilities, asoutlined in the objectives of ensuring safetyof principal, is of paramount importance.

Should an investment meet theseaforementioned criteria it may beconsidered an eligible investment andincluded in the Approved List of themunicipality. However, the establishment ofa list of eligible investments is not the solepurpose of an Approved List. Guidelineswhich establish limitations for amountsinvested in any one security are alsonecessary. Such limits should beestablished on both an individual andsectoral basis. In utilizing such guidelines amunicipality will ensure that its investmentportfolio is diversified. Diversification willmaximize the safety of principal throughlimiting the exposure to any one investmentvehicle.

Liquidity requirements can also be factoredinto the Approved List by including termrestrictions. (ie. a minimum of 30% of theportfolio must be invested in securities witha term of 90 days, or no funds may beinvested in a security with a term exceeding10 years). This will help ensure that fundsare readily available to meet unexpectedcash requirements.Limitations established for the portfolio on

an individual issuer basis should reflect therelative safety of each issuer. These limitsmay be stated in both percentage andabsolute value terms. The limit placed onany one issuer of commercial paper mightbe set at $2,000,000 or 2% of the totalvalue of the portfolio. Reflecting a higherdegree of safety the limit placed on any oneSchedule I Bank might be set at $5,000,000or 5% of the total value of the portfolio. Thesafety of principal attached to aGovernment of Canada Treasury Billdictates that Treasury Bills should beaccorded a substantial upper limit.

Individual issuer limits may becomplemented by sectoral limits. Forexample, it would not be appropriate tohave a portfolio containing 50 differencecommercial paper issuers each comprising2% of the total portfolio. As is the case withindividual limits, sectoral limits shouldreflect the relative strength of each sector.Commercial paper might be assigned a limitof $10,000,000 or 10% of the total portfolio,whereas Schedule I Banks might beassigned a limit of $25,000,000 or 25% ofthe total portfolio.

To further enhance the safety of principal ofany one portfolio minimum limits may beplaced on the highest quality investments(ie. no less than 10% of the total portfolioshould be invested in Government ofCanada Treasury Bills).

Guidelines should be established formunicipal funds in general. However, if amunicipality has several funds establishedfor varying purposes guidelines specific toeach fund might be appropriate, If specificguidelines are established it would bereasonable to make those guidelines morerestrictive for Revenue Fund than ReserveFund investments.

15

It should be noted that an Approved List ofinvestments is established solely as aguideline for municipal officials involved inthe investment function. The use of anApproved List does not supersede the use ofsound judgement when investing municipalfunds. An Approved List is not designed toremove responsibility for specificinvestment decisions. Municipal officialsmust at all times remain accountable fortheir decisions and the inclusion of aparticular credit on an Approved Listshould not be the sole justification for theinvestment of municipal funds in thatcredit.

An Approved List should be used inconjunction with sound judgement andanalysis. This can be likened to the.Prudent Person. rule which stipulates thatthe fund manager should invest as aprudent person would. The logistics of thisexercise may become quite difficult in termsof quantifying what a prudent person wouldinvest in. The function of an Approved Listis to attempt to quantify the .PrudentPerson. rule. Though Approved Lists are notfoolproof, periodic revisions of such lists willlimit the drawbacks associated with theiruse.

Unfortunately, it will also serve to eliminateinvestment in many solid credits that arenot currently rated. For example, manymunicipalities that are in sound financialcondition are not rated. Investment in thesemunicipalities might be safer thaninvestment in many corporate borrowersthat currently maintain the minimum creditrating outlined in the Approved List.

To avoid this situation it might be best toapply different performance standards tomunicipalities. These standards mightinclude measurement of economic diversity,the tax base and historic tax collectionrecords of the municipality. The debt of allOntario municipalities is not covered by aProvincial guarantee and, therefore, theability of any one municipality to meetfuture obligations is contingent on thecontinued strength of the tax base of thatmunicipality.

The constraints used to limit the inclusionon an Approved List must also be monitoredclosely. The use of a minimum credit ratingto determine eligibility is an attempt toeliminate investment in inferior credits.

i6

APPENDIX 2

ELIGIBLE LIST OF INVESTMENTS

UNDER MUNICIPAL ACT/TRUSTEE ACT

DESCRIPTION SECURITY/FORM DENOMINATIONS/TERMS

Bank Swap Deposits

A non-liquid interest bearinginstrument issued by banks.(usually a U.S. dollar depositwith a foreign exchange swapattached)

Direct unsecured obligationsOf the chartered banks.Fully registered.

$100,000 minimum1 - 365 days

Bankers- Acceptances

A negotiable discounted draftdrawn by a corporate borrowerand endorsed or accepted by achartered bank for payment ona specified date. Second mostliquid instrument in the Canadianmoney market after TreasuryBills. Not always available inall terms beyond 90 days.

Payment guaranteed by theissuing (accepting) charteredbank.Bearer form.

Minimum $100,000Increments of $100,000I - 364 days30 - 364 days(initial offering)

Bearer Deposit Notes

A discounted promissory noteissued by chartered banks andmost often remarketed throughinvestment dealers.

Direct obligation of a charteredbank and secured by the generalcredit of the bank.Bearer form.

Multiples of $100,0001 - 364 days

Canada Treasury Bills

Discounted promissory notesissued by the Government ofCanada. Bank of Canada offers3 month, 6 month and 1 yearbills weekly via a competitivetender on behalf of thegovernment. Most liquidmarket.

Direct obligations of theGovernment of Canada.Bearer form.

$1,000; $5,000; $25,000;$100,000; and $1,000,00091,182 or 364 days

Commercial Paper

Interest bearing or discountednegotiable short term promissorynotes issued by eligible corporateborrowers on a demand basis.

Secured by the general creditstanding of the issuingcorporation and supported byBank lines of credit. May alsobe guaranteed by parentcompany.Bearer form or fully registered.

$100,000 minimumup to 365 days

17

DESCRIPTION SECURITY/FORM DENOMINATIONS/TERMS

Eurodollar Certificates of Deposit

Interest bearing negotiable C. D.’sissued by London branches ofCanadian Chartered Banks, fullyhedged against currency fluctuations.

Direct, unsecured obligations $1,000,000 minimumof the issuing bank. 1 day to 5 yearsBearer form.

Municipal Promisson Notes

Interest bearing or discounted shortterm promissory notes issued byOntario and other Canadianmunicipalities.

Direct obligations of themunicipal government.Bearer form or fully registered.

$100000 multiples lessThan 90 days

Paper of Chartered Bank Subsidiaries

Interest bearing or discounted promissorynotes issued by leasing, mortgage orproperty affiliates of chartered banks.

Direct obligation of thesubsidiary and secured by thegeneral credit of the parentbank. Bearer form or fullyregistered.

$100,000 minimum30 - 365 days

I to 5 years

Provincial Treasury Bills/Promissory Notes

Promissory notes issued periodicallyby Provinces or their crown agencies(discounted, interest bearing orcoupon discount).

Direct obligation of, orunconditionally guaranteed bya provincial government.Bearer form, registered as toprincipal or fully registered.

Denominations and termvary between Provinces.

Term Deposits

Referred to as Deposit Receipts,Term Notes or Certificates ofDeposit, are non-negotiable,non-transferable receipts ofdeposits (interest bearing), exceptterm deposit receipts can becashed at any time at reducedrates. (see BDN.S)

Direct obligation of the issuingbank, trust company or loancorporation.Guaranteed up to $60,000 bythe Canada Deposit InsuranceCorporation.Fully registered.

$5,000 minimum1,000,000 maximum30 - 365 days•$100,000 minimum1 day to 1 year

Guaranteed Investment Certificates

Referred to as G.I.C.’s. Generallylocked in for full term, if issued underone year in term. Longer term(interest bearing) issues can benegotiable. Issued by banks andtrust companies.

Direct obligation of the issuing $500 minimumbank, trust company or loan Term variescorporation.Guaranteed up to $60,000 bythe Canada Deposit InsuranceCorporation.Fully Registered.

i8

DESCRIPTION SECURITY/FORM DENOMINATIONS /TERMS

CMHC-Mortgage Backed Securities

Interest bearing investment in a poolof residential mortgages which areguaranteed as to timely payment ofinterest and principal by CMHC.Monthly payment includes distributionof principal, interest, prepayments and,in some cases, penalty interest.

Direct obligation of, orunconditionally guaranteedby the Federal Government.Fully registered.

$1,000 minimumterm 3 - 10 years

Floating Rate Notes

Interest bearing promissory notesissued by banks and trust companies.Interest rate is variable based on anumber of potential predeterminedindices: ie. 91 DAY T-BILL RATE.Interest can be paid on a monthly,quarterly or semi-annual basis.

Direct obligation of the issuingbank or trust company.Fully registered.

$100,000 minimumTerm varies butPrimarily 18months — 5 years

Federal/Provincial Bonds andGuarantees

Interest bearing bonds issuedby the Government of Canada,Provinces and Guarantees.

Direct obligation of thegovernment of the CrownAgency. Bearer form,registered as to principalor fully registered.

$1,000 minimumTerm varies

Municipal Debentures

Interest bearing debenturesissued by the municipalgovernments.

Covered by the taxation powersof the municipality. Bearer form,Registered as to principal orfully registered.


Corporate Bonds / Debentures

Interest bearing securities issuedby eligible corporations.

Bonds guaranteed by claimagainst varying types of assets,ie. first mortgage. Debenturesnot guaranteed by claim againstassets. Bearer form, registered asto principal or fully registered.


19

ELIGIBLE LIST OF INVESTMENTS

PRIORITY OF OBJECTIVES LEGALITY

Rate ofSafety 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

Provincial Treasury Bills High High Low

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.

X This table is intended to provide basic guidelines only. Within each class ofinvestment wide variances in safety, liquidity and rate of return will exist. ie. Acorporation bond with an .4AA. rating will carry a high degree of safety while acorporate .BBB. bond will carry a low degree of safety.

Further variance within each class of security does exist. Several instrumentsare available in either negotiable or non-negotiable form (notably G.l.C..s). Anegotiable instrument is highly liquid whereas a non-negotiable instrument isilliquid.

The safety of an investment is inversely related to the term to maturity of thesecurity. A short term investment in a particular credit is considered safer thana longer dated investment in the same credit.

20

APPENDIX 3

ELIGIBLE LIST OP ISSUERS

FEDERALLY INCORPORATED BANKS

ABN AMRO Bank Canada

Amex Bank of Canada

ANZ Bank Canada

Banca Commercjale Italiana of Canada

Banca Nazionale Del Lavoro of Canada

Banco Central of Canada

Bank Hapoalim (Canada)

Bank Leumi Le-Israei (Canada)

Bank of America Canada

Bank of Boston

Bank of China (Canada)

Bank of East Asia (Canada) (The)

Bank of Montreal

Bank of Nova Scotia (The)

Bank of Tokyo Canada (The)

Banque Nationale de Paris (Canada)

Barclays Bank of Canada

BT Bank of Canada

Canadian Imperial Bank of Commerce

Canadian Western Bank

Chase Manhattan Bank of Canada (The)

Chemical Bank of Canada

Cho Hung Bank of Canada

Citibank Canada

Credit Lyonnais Canada

Credit Suisse Canada

Dai-Icki Kangyo Bank (Canada)

Daiwa Bank Canada

Deutsche Bank (Canada)

Dresdner Bank Canada

First Interstate Bank of Canada

Fuji Bank Canada

Hapil Bank Canada

Hongkong Bank of Canada

Industrial Bank of Japan (Canada) (The)

International Commercial Bank of Cathay(Canada)

Israel Discount Bank of Canada

Korea Exchange Bank of Canada

Laurentian Bank of Canada

Manulife Bank of Canada

Mellon Bank Canada

Mitsubishi Bank of Canada

Morgan Bank of Canada

National Bank of Canada

National Bank of Greece (Canada)

National Westminster Bank of Canada

NBD Bank, Canada

Overseas Union Bank of Singapore(Canada)

Paribas Bank of Canada

Republic National Bank of New York(Canada)

Royal Bank of Canada

Sakura Bank (Canada)

Sanwa Bank Canada

Security Pacific Bank Canada

Societe Generale (Canada)

Sottomayor Bank Canada

Standard Chartered Bank of Canada

State Bank of India (Canada)

Sumitomo Bank of Canada

Swiss Bank Corporation (Canada)

Tokai Bank of Canada

Toronto-Dominion Bank (The)

Union Bank of Switzerland (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 beconstrued as a recommendation of any of the corporations contained herein.

21

FEDERALLY INCORPORATED TRUST AND LOAN COMPANIES

AGF Trust Company

Bank of Montreal Mortgage Corporation

Bank of Nova Scotia Trust Company (The)

Bayshore Trust Company

Canada Trust Company (The)

Canada Trustco Mortgage Company

CIBC Mortgage Corporation

CIBC Trust Corporation

Citizens Trust Company

Confederation Trust Company

Co-operative Trust Company of Canada

Equitable Trust Company (The)

Evangeline Savings and Mortgage Company

Evangeline Trust Company

General Trust Corporation of Canada

Granville Savings and Mortgage Corporation

Hongkong Bank Mortgage Corporation

Household Trust Company

Income Trust Company

International Trust Company (The)

Laurentian Bank of Canada Mortgage Corporation

Laurentian Bank Savings & Mortgage Corporation

Metropolitan Trust Company of Canada

Montreal Trust Company of Canada

Morguard Mortgage Investment Company ofCanada

MTC Mortgage Investment Corporation

Mutual Trust Company (The)

NAL Mortgage Company

Natcan Trust Company

Peace Hills Trust Company

Peoples Trust Company

Premier Trust Company (The)

Prenor Trust Company of Canada

Royal Bank Mortgage Corporation

Royal Trust Corporation of Canada

Scotia Mortgage Corporation

Securit Home Mortgage InvestmentCorporation

Settlers Savings and Mortgage Corporation

Sun Life Savings and Mortgage Corporation

Sun Life Trust Company

TD Mortgage Corporation

TD Pacific Mortgage Corporation

TD Trust Company

Trust Company of the Bank of Montreal(The)

Victoria and Grey Mortgage CorporationLeague Savings & Mortgage Company

Merchant Private Trust Company (The)

Source: Canada Deposit Insurance Corporation Member Institutions - February 1993This appendix is included strictly for illustrative purposes and should not in any way beconstrued as a recommendation of any of the corporations contained herein.

22

PROVINCIALLY INCORPORATED TRUST AND LOAN COMPANIES

Aetna Trust Company

Bonaventure Trust Inc.

Civil Service Loan Corporation

Community Trust Company Ltd.

Desjardins Trust Inc.

Dominion Trust Company (The)

Effort Trust Company (The)

Family Trust Corporation

FirstLine Trust Company

Fortis Trust Company

General Trust of Canada

Home Savings & Loan Corporation

Inland Trust and Savings Corporation Ltd.

Investors Group Trust Co. Ltd.

Landmark Savings and Loan Association

Laurentian Trust of Canada Inc.

London Trust & Savings Corporation

Mackenzie Trust Company

Monarch Trust Company

Montreal Trust Company

Municipal Savings & Loan Corporation(The)

Municipal Trust Company (The}

National Trust Company

North American Trust Company

North West Trust Company

Pacific & Western Trust Corporation

Royal Trust Company (The)

Savings and Investment Trust

Source: Canada Deposit Insurance Corporation Member Institutions - February 1993

This appendix is included strictly for illustrative purposes and should not in any way beconstrued as a recommendation of any of the corporations contained herein.

23

Appendix 30

1 Tax Information Policy

Policy

• Information coded on the HARD COPY of the assessment roll is publicinformation, (provided electronic means are not used to sort the data).

• All other tax information including payments, payment history and outstandingbalances is private information and can only be provided to the property owner orhis/her agent.

Who Is An Agent?

• A lawyer who is acting for the owner of the property in a sales transaction, orother litigation. The lawyer must have requested a tax certificate, or haveprovided us with written confirmation from the owner that they are actingas the vendor’s (owner’s) agent.

• A mortgage company, which has been issued the most current tax bill for theproperty.

• In reasonable circumstances, and if possible with the written consent of theowner, a relative or friend. Staff must have some assurance that the informationprovided will benefit the property owner.

- The sale of information through a tax clearance certificate under the MunicipalAct.

Under this policy, examples of persons who will not be provided with verbal or writtenprivate information without ordering a tax clearance certificate are:

1. Lawyers acting for “purchasers” of the property in question.2. Real Estate agents.3. Property speculators4. Mortgage companies who were not issued the most current tax bill.5. All other except for owners and their agents.

Appendix 31

Streetlighting Policy

General

a) That when streetlights are installed to service a specific group orproperty owners or in a subdivision that the cost of installation ofthe streetlights be charged directly to the people that benefit fromthis service.

b) Council, at its discretion, may install one or more lights chiefly forsafety factors which would benefit all the residents of the Township,and Council may make at its discretion an exception to the rule andcharge the cost of these installations to the general rate.

c) All streetlights installed in the Township are to be LED lights andapproved by the Director of Public Works.

Future Subdivisions

a) For future subdivisions it is the policy that streetlights be installedon each hydro pole along the road at a distance of approximatelyone hundred and fifty feet (150’)/46 metres.

b) Purchase and installation of the lighting system to Townshipspecifications will be the responsibility of the subdivider and will beincluded in deposits required for the completion of services.

Request from Ratepayers

a) Requests for installation of new streetlights in developed areas must beaccompanied by a petition from the owners of Land and businesses withinthe area. The petition must define the area, and include anacknowledgement that the cost of installation will be charged to theowners and businesses within that defined area.

—1—

b) Upon receipt of a request for installation of new streetlights the Director ofPublic Works will view the area for which the request has been receivedand provide a cost estimate for appropriate lumination. The estimate willthen be forwarded to the Treasurer who will calculate costs on a per lotbasis and advise all owners and businesses in the defined area as to theestimated costs required to be assessed to provide the installation.

c) A Petition Form provided by the Township will then be forwarded to theoriginal petitioner with a request to obtain sufficient signatures of ownersof land and businesses in the defined area.

d) For purposes of calculation, where a property or (business) is owned bymore than one person, a majority of the owners must sign. Each assessedproperty or business counts as one. Multiple lots owned by the sameowner will also be counted as one each.

e) Upon receipt of a Petition signed by 51% of the assessed owners andbusinesses in the defined area, the percentage shall be considered to besufficient to the Petition, the Clerk shall forward the Petition to Council forconsideration.

f) Should Council in its discretion choose to respond positively to thepetitioned request, all By-laws to authorize installation of street lighting willbe prepared pursuant to the Municipal Act, R.S.O. 1990, Chapter M.45,Section 210, Paragraph 58, and will provide for the levy of special rate ona defined area to cover all associated installation costs, includingfinancing, engineering, and contingencies. No part of the cost is to becharged to the general rate.

g) The By-law may provide for payment of special rates imposed over a 10year period, with interest and financing costs.

h) A petition for street tights will be considered closed as of the date of filingin the office of the Clerk.

—2—

Appendix 32

Adverse Water Quality Events

Procedure for Boil Water AdvisorylOrder

1. Determine that a boil advisory is necessary from the corrective actionprocedures 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 aBoil Water Advisory/Order occurs between the hours of 11:00 PM and7:00 AM, the notification process will begin at 7:00 AM. Assistance inhand delivering notices will be provided by the Public Works Department,if required. In Washago, notice of the advisory shall be immediately toTownship of Ramara staff. In Coldwater a notice of the advisory shall beimmediately provided to Riverwalk Estates. In West Shore a notice ofadvisory shall be immediately provided to the West Shore Beach Club. InSandcastle, a copy of the notice shall be faxed to the Simcoe CountyParamedic Services Supervisor, in addition to the hand delivered notice, toensure that all staff are aware of the Boil Water Advisory/Order. Thenumbers are listed on the Contact Phone List under EmergencyContacts.

3. A notice shall be posted at the pumphouse or treatment facility and allpublic taps or washrooms. In Coldwater, notice shall be given immediatelyto the Coldwater Senior Apartments, Coldwater Rest Home, ColdwaterArena, and Coldwater Public School and in Washago to the WashagoCommunity Centre. In West Shore, notice shall be given immediately tothe Cumberland Beach Public School. Contact names and numbers arelisted in the Contact Phone List under Emergency Contacts andFacilities.

4. Notice to all places of business that provide food services and medicalservices (doctor’s and dentist offices etc.) shall be made next if they areopen and currently providing service to customers.

5. If deemed necessary, the media (radio & television) shall be advised forpurposes of providing another means of notification to the public. Thismethod of notification shall continue until the advisory/order has beenlifted.

1

6. Notification to the Mayor, Deputy Mayor and Councillor of the affectedsystem.

Bass Lake Woodlands — Ward 3Goldwater — Ward 2Sandcastle Estates — Ward 5Severn Estates — Ward 5Washago — Ward 5West Shore — Ward 4

7. Once the advisory/order has been lifted, the notices shall be taken downfrom all public facilities and a new notice indicating that the water is safefor drinking shall be provided to the residents that the water is safe fordrinking.

a. Notification for Bass Lake Woodlands, Sandcastle andWashago will include notices delivered to the door and postingson post office boxes.

b. Notification for Severn Estates will be by delivery of notices tomailboxes at the road, or to the door if there is no mailbox.

c. Notification for Goldwater will include postings in prominentplaces within the town including but not limited to the GoldwaterFoodland, LGBO, Goldwater Medical Building, Home Hardware,and the Post Office, notice to all designated facilities listedabove, and media information. Notice should also be givenverbally to all restaurants and to Dr. Godwin’s office as soon aspossible in order to allow them to return to normal operationsimmediately.

d. Notification for West Shore will include postings in prominentplaces such as the Postal Outlet, the convenience stores, andratepayer’s association notice boards. For the parts of thesystem which have mailboxes at the road, notices will bedelivered to that point. Notice will be given immediately to theGumberland Beach Public School followed by all restaurants assoon as possible.

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STATEMENT TO THE MEDIA

Residents of

_____________________,

in the Township of Severn are advisedthat the water from this supply (experienced a power failure and) may pose ahealth 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 thewater rapidly for one minute. This advisory will remain in effect until furthernotice. If you have any questions or concerns, please contact the Townshipof Severn Administrative Office at (705) 325-2315.

CONTACTS

Phone FaxMedia: Rock 95 News 721-6136 721-7842

KICX 106 News 325-1570 326-1816The Dock 104 News (705) 526-9851 526-3060B 101 News 726-1597 726-0022A Channel Newsroom 734-3301 734-2061

Utilities Staff: Clayton Cameron 325-2315 ext. 230 (0)Director of Public Works (705) 455—2200 (C)

(705) 266-3627 (H)Eric Marshall 325-2315 ext. 244(0)Supervisor of Public Works 345-2328 (C)

689-6559 (H)Laura Smit 345-1841 (C)Utilities Foreman 514—0123 (H)Stephanie Schell 345-2338 (C)Utilities Sub Foreman 326—1650 (H)Jenna Beard 345-2331 (C)Utilities Technician 329—3518 (H)Ivan Gibson 345-9354 (C)Utilities Technician 686-3268 (H)Dean Hayes 345-1133 (C)Utilities Technician (705) 549-7923(H)Maggie Houlden 345-2332 (C)Utilities Technician (705) 534-1803 (H)Brad Nantau 345-2325 (C)Utilities Technician 305-9086 (H)

Council: Mike Burkett 689-8377 (H)Mayor 715-1582 (C)Judith Cox 835-2969 (H)Deputy Mayor 238-9196 (C)Mark Taylor 686-3210 (H)Councillor Ward I

Jane Dunlop 635-3024 (H)Councillor Ward 2

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Ian Crichton 326-4886 (H)Councillor Ward 3

Ron Stevens 689-5305 (H)Council/or Ward4 326-5070 (B)Rob Ferguson 689-1249 (H)Council/or Ward 5

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TowNsHIP OF SEVERNTHE CORPORATION OF THE 1OWNSHIP OF SEVERN

Psi Box 159, Orillia, Ontario, LW 6J3

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 theTownship of Severn Administration Office at (705) 325-2315

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Information Sheet for Boil Water Advisories

It is important to understand that the water which is currently being provided toyou does not meet the requirements as set out in the Ontario Safe DrinkingWater Act and needs to be rapidly boiled for a minimum of one (1) minute beforeuse. This boil water advisory is issued for YOUR safety. The followinginformation 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 includesbut 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 isacceptable.

• 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 andwater supply for household animals. Dishwashers that have a hot setting aresafe to use. Laundry can be done with water that has not been boiled.

Privately owned filtration systems, including Brita filters, may not be capable ofremoving all contaminates and users are still advised to boil your water as statedabove.

Remember that if you are in doubt whether to use boiled water or not, usethe boiled water.

If you have any questions or concerns, please feel free to contact the Townshipof 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 SevernUtilities Department

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SCHEDULE “A” TO BY-LAWNO. 2014-67

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Transcript of SCHEDULE “A” TO BY-LAWNO. 2014-67