TOWNSHIP OF BLANDFORD-BLENHEIM COUNCIL MEETING AGENDA

Transcription

1 TOWNSHIP OF BLANDFORD-BLENHEIM COUNCIL MEETING AGENDA Wednesday, October 19, 2016 Township Council Chambers 47 Wilmot Street South, Drumbo 4:00 p.m. 1. Welcome 2. Call to Order 3. Approval of the Agenda 4. Disclosure of Pecuniary Interest 5. Adoption of Minutes a. October 5, 2016 Regular Meeting of Council b. October 5, 2016 Closed Session of Council 6. Business Arising from the Minutes 7. Delegations/Presentations None. 8. Correspondence a. General i. None. b. Specific i. Lynn Dollin, President, Association of Municipalities of Ontario Re: What s Next Ontario 9. Committee of Adjustment a. Minutes i. September 21, 2016 Meeting of Committee of Adjustment b. Applications i. Minor Variance Application A-07/ Ontario Inc. (Apple Home Builders) Visit our

2 10. Staff Reports Recommendation: That the Township of Blandford-Blenheim Committee of Adjustment approve Application A07-16, submitted by Ontario Inc. (Apple Home Builders), for lands described as Part Lots 1-3, Block A, Plan 104 & Part 2, 41R-9044, Village of Drumbo, in the Township of Blandford- Blenheim, as it relates to: 1. Relief from Section 11.2 Table 11.2: Zone Provisions, to decrease the minimum interior side yard width from 1.5 m (4.9 ft) to 1.25 m (4.1 ft) to facilitate the construction of a single detached dwelling with an attached 3-car garage. As the variance requested is deemed to be: i. minor variance from the provisions of the Township of Blandford-Blenheim Zoning By-Law No ; ii. iii. iv. desirable for the appropriate development or use of the land, building or structure; in keeping with the general intent and purpose of the Township of Blandford-Blenheim Zoning By-Law No ; and in keeping with the general intent and purpose of the Official Plan of the County of Oxford. a. John Scherer Chief Building Official i. CBO Monthly Report Recommendation: That Report CBO be received as information. b. Ken Wood Manager of Community Services i. CS Emergency Boiler Replacement Recommendation: That Report CS be received as information; And further, Council approves the funding of a new boiler for the arena at a cost of $8,000 to be taken from the Arena Equipment Reserve. c. Rick Richardson Director of Protective Services i. FC September Monthly Report Recommendation: Visit our

3 That Report FC is received as information. d. Sarah Matheson Deputy Clerk i. DC Records Retention Recommendation: That report DC be received as information; and, That Council adopt the Records Retention By-law and repeals Bylaw e. Denise Krug Director of Finance i. TR Asset Management Plan Expansion Funding Recommendation: That Report TR be received as information; And further that the 2016 expense for the Asset Management Plan Phase II ($17,808 including unrecoverable HST) is to be taken from the Property Tax Stabilization Reserve. f. Rodger Mordue Chief Administrative Officer / Clerk i. CAO Poland Garden Suite Agreement Recommendation: That Report CAO be received as information; and, That the Mayor and Clerk be authorized to sign a Garden Suite agreement with the owner of the property located at Brant-Oxford Road (Bruce Poland). ii. iii. CAO Request for support Non-Rooftop Solar project CAO Cemetery Advisory Committee appointees Recommendation: That Report CAO be received as information; and, That the following individuals be appointed to the Township s Cemetery Advisory Committee: - Bill Goodwin, Community Representative - Phil Harmer, Community Representative Visit our

4 - Dan McLaren, Community Representative - Barbara Blake, Community Representative - John Sippel, Community Representative - Councillor Betty Cowan - Mayor Marion Wearn 11. Reports from Council Members 12. Unfinished Business 13. Motions and Notices of Motion 14. New Business 15. Closed Session None. 16. By-laws a Being a By-law to provide for the classification, retention and destruction of records in the Township of Blandford-Blenheim, and to repeal By-Law No b Other Being a By-law to confirm the proceedings of Council. Attendance at Southwest Municipal Conference, December 2, Adjournment and Next Meeting Wednesday, November 2, 2016 at 4:00 p.m. in Council Chambers. Visit our

5 Back to Agenda List 5.a. Township of Blandford-Blenheim Regular Council Meeting Wednesday, October 5, :00 p.m. MINUTES Council met at 4:00 p.m. for their first regular meeting of the month. Present: Staff: Others: Mayor Wearn, Councillors Banbury, Balzer, Cowan and Peterson. Crandall, Harmer, Krug, Matheson, Mordue, Richardson and Wood. Rebecca Smith, Planner, Oxford County. Mayor Wearn in the Chair. 1. Welcome 2. Call to Order 3. Approval of the Agenda Moved by Councillor Peterson Seconded by Councillor Balzer RESOLUTION #1 Be it hereby resolved that the agenda for the October 5, 2016 Regular Meeting of Council, be approved, as printed and circulated. 4. Disclosure of Pecuniary Interest None declared..carried 5. Adoption of Minutes Moved by Councillor Peterson Seconded by Councillor Balzer RESOLUTION #2 Be it hereby resolved that the minutes of the September 21, 2016 Regular Meeting of Council be adopted, as printed and circulated. Moved by Councillor Peterson Seconded by Councillor Balzer.Carried RESOLUTION #3

6 Township of Blandford-Blenheim Council Minutes October 5, 2016 Be it hereby resolved that the minutes of the May 25, 2016 Police Services Board Meeting be received. Moved by Councillor Peterson Seconded by Councillor Balzer.Carried RESOLUTION #4 Be it hereby resolved that the minutes of the September 13, 2016 Princeton Park Expansion Advisory Committee be received. Moved by Councillor Peterson Seconded by Councillor Balzer.Carried RESOLUTION #5 Be it hereby resolved that the minutes of the September 9, 2016 Princeton Park Expansion Advisory Committee be received..carried 6. Business Arising from the Minutes None. 7. Delegations / Presentations None. 8. Correspondence a. General None. b. Specific i. County of Oxford, Directors of Community & Strategic Planning and Public Works, Re: Woodlands Conservation By-law Update and Initiation of Public Stakeholder Consultation RESOLUTION #6 Moved by Councillor Peterson Seconded by Councillor Balzer Be it hereby resolved that the County of Oxford Report CASPO regarding Woodlands Conservation By-law Update be received by Council.

7 Township of Blandford-Blenheim Council Minutes October 5, 2016.Carried ii. Rural Oxford Economic Development Committee, Board of Directors, Re: 2017 Budget and Work Plan RESOLUTION #7 Moved by Councillor Peterson Seconded by Councillor Balzer Be it hereby resolved that the Council of Blandford-Blenheim receive the 2017 Budget and Work Plan of the Rural Oxford Economic Development Committee; and, That the information be referred to the 2017 Budget deliberations..carried 9. Public Meeting under the Planning Act Moved by Councillor Peterson Seconded by Councillor Balzer RESOLUTION #8 Be it hereby resolved that Council rise and go into a public meeting under the Planning Act to consider an application for zone change ZN Bruce Poland, and that Mayor Wearn chair the public meeting. i. Application for Zone Change, ZN Bruce Poland.Carried The Planner, Rebecca Smith, presented her report, recommending approval of the zone change. Bruce Poland, applicant, spoke in favour of the application and removing the recommendation of proximity of placement of garden suite to allow for installation in a location closer to the Nith River. Moved by Councillor Peterson Seconded by Councillor Balzer RESOLUTION #9 Be it hereby resolved that the public meeting be adjourned and that regular Council reconvene..carried Moved by Councillor Peterson Seconded by Councillor Balzer RESOLUTION #10

8 Township of Blandford-Blenheim Council Minutes October 5, 2016 Be it hereby resolved that Council of the Township of Blandford-Blenheim approve the zone change application submitted by Bruce Poland, whereby the lands described as Part Lot 1, Concession 1 (Blenheim), Part 1, 41R-8291, Township of Blandford-Blenheim are to be rezoned from General Agricultural Zone (A2) to Special General Agricultural Zone (A2-G4) to permit a garden suite with an increased ground floor area of 140 m 2 (1,507 ft 2 ), To be located on the north side of the property as requested by the applicant. 10. Staff Reports a. Gary Crandall Director of Public Works.Carried i. PW Monthly Report Moved by Councillor Balzer Seconded by Councillor Peterson RESOLUTION #11 Be it hereby resolved that Report PW be received as information. b. Jim Harmer Drainage Superintendent.Carried i. DS Monthly Report Moved by Councillor Balzer Seconded by Councillor Peterson RESOLUTION #12 Be it hereby resolved that Report DS be received as information. c. Ken Wood Manager of Community Services.Carried i. CS Monthly Report September Moved by Councillor Balzer Seconded by Councillor Peterson RESOLUTION #13 ii. Be it hereby resolved that Report CS be received as information..carried CS Princeton Park Expansion Project Expenditures RESOLUTION #14 Moved by Councillor Banbury

9 Township of Blandford-Blenheim Council Minutes October 5, 2016 Seconded by Councillor Cowan Be it hereby resolved that Report CS be received as information; And further, Council approves the financing of municipal infrastructure as described in this report to be taken from the appropriate reserves; iii. And further, Council supports the assisted financing if required to install fitness equipment should community fundraising efforts fall short by the end of CS Behaviour Tolerance Policy Moved by Councillor Banbury Seconded by Councillor Cowan.Carried RESOLUTION #15 Be it hereby resolved that Report CS be received as information; and, That Council adopt the Behaviour Tolerance Policy..Carried iv. CS Recreation Trails Policy Moved by Councillor Banbury Seconded by Councillor Cowan RESOLUTION #16 Be it hereby resolved that Report CS be received as information; And further, Council agrees with the importance of municipal recreation trails as part of our healthy community lifestyle recognizing the limited financial budget for the maintenance of such trails; Therefore, Council adopts the Recreation Trails Policy. d. Rodger Mordue Chief Administrative Officer.Carried i. CAO OPP Billing Statement Moved by Councillor Cowan Seconded by Councillor Balzer RESOLUTION #17

10 Township of Blandford-Blenheim Council Minutes October 5, 2016 ii. Be it hereby resolved that Report CAO be received. CAO Flag Protocol Policy.Carried Moved by Councillor Banbury Seconded by Councillor Cowan RESOLUTION #18 Be it hereby resolved that Report CAO be received as information; and, That the Flag Protocol Policy for the Township of Blandford-Blenheim be adopted. e. Rick Richardson - Director of Protective Services i. FC Fire Services Review: Apexpro Consulting Presentation of Results Marvin Rubinstein and Wayne Gould presented the results of the Fire Service Review, as completed September 27, Carried Moved by Councillor Banbury Seconded by Councillor Cowan RESOLUTION #19 That Report FC be received as information, and; That council receives the Fire Services Review for the Township of Blandford-Blenheim report from Apexpro Consulting Inc. dated September 27, Reports from Council Members.Carried Councillor Peterson brought to attention the changes to the Elections Act, particularly the shortened campaign period. 12. Unfinished Business None. 13. Motions and Notices of Motion None. 14. New Business

11 Township of Blandford-Blenheim Council Minutes October 5, 2016 None. 15. Closed Session Moved by Councillor Cowan Seconded by Councillor Banbury RESOLUTION #20 Be it hereby resolved that Council moves into Closed Session under the authority of Section 239 of the Municipal Act at 7:00 p.m. to discuss; a. A proposed or pending acquisition or disposition of land by the municipality..carried Moved by Councillor Cowan Seconded by Councillor Banbury RESOLUTION #21 Be it hereby resolved that Council does now adjourn from Closed Session and resume into Open Session at 7:09 p.m..carried 16. By-laws Moved by Councillor Balzer Seconded by Councillor Peterson RESOLUTION #22 Be it hereby resolved that a first and second reading be given to the following Bylaw: By-law , being a By-law to amend Zoning By-Law Number , as amended. Moved by Councillor Balzer Seconded by Councillor Peterson.Carried RESOLUTION #23 Be it hereby resolved that a third and final reading be given to the following Bylaw: By-law , being a By-law to amend Zoning By-Law Number , as amended..carried

12 Township of Blandford-Blenheim Council Minutes October 5, 2016 Moved by Councillor Cowan Seconded by Councillor Balzer RESOLUTION #24 Be it hereby resolved that a first and second reading be given to the following Bylaws: By-law , being a By-law to amend By-law number , as amended, being a by-law to appoint certain municipal officials; and, By-law , being a By-law to confirm the proceedings of Council. Moved by Councillor Cowan Seconded by Councillor Balzer.Carried RESOLUTION #25 Be it hereby resolved that a third and final reading be given to the following Bylaws: By-law , being a By-law to amend By-law number , as amended, being a by-law to appoint certain municipal officials; and, By-law , being a By-law to confirm the proceedings of Council. 17. Other Remembrance Day Ceremonies are being held in Princeton, Drumbo and Plattsville on November 11 th, and in Chesterfield on Sunday November 6 th..carried 18. Adjournment and Next Meeting Moved by Councillor Cowan Seconded by Councillor Balzer RESOLUTION #26 Whereas business before Council has been completed at 7:19 p.m.; Be it hereby resolved that Council does now adjourn to meet again on Wednesday, October 19, 2016 at 4:00 p.m. in Council Chambers..Carried Marion Wearn, Mayor Township of Blandford-Blenheim Rodger Mordue CAO / Clerk Township of Blandford-Blenheim

13 Back to Agenda List 8.i October 6, 2016 Dear Clerks: AMO Seeks Council Resolution On behalf of the AMO Board, I would ask you to place the attached resolution on council s next agenda along with this letter. AMO wants every council to be involved in the What s Next Ontario? project. There is a looming fiscal gap facing Ontario s municipalities. What s Next Ontario? is about recognizing the gap and seeking sector support for closing it. The response has been impressive, but there s more to be done! We ve boiled down the essence of the challenge we face in the next ten years to a one-page resolution. We urge every council in Ontario to adopt the resolution, and reply to AMO by December 1, What does it say? We know Ontarians see infrastructure as the number one challenge facing their community. We know that even if we raise property taxes and user fees by inflation (1.8%), we will still be $3.6 billion short to fix the infrastructure gap, every year for ten years. This is what we need to address. As elected officials, how do we deal with this challenge? What is the best approach? Ontarians already pay the highest property taxes in the country. How high is too high? We could finance this gap by increasing property taxes. It would require property tax revenue increases of 4.6% annually for 10 years, sector-wide. And, what happens if the federal or provincial governments pull back on future commitments? We know that could mean property tax revenue increases of up to 8.35% annually for 10 years, sectorwide. How might these numbers translate locally as an annual rate increase? The attached resolution is a starting point. Thank you for bringing this to your council s attention. My address is on the resolution and I look forward to receiving council s support. If you have questions, please contact Matthew Wilson, Senior Advisor, mwilson@amo.on.ca, Ext Yours sincerely, Lynn Dollin AMO President 200 University Ave. Suite Tel Toll Free in Ontario Toronto, ON, M5H 3C6 amo@amo.on.ca Fax

14 2 WHAT S NEXT ONTARIO? RESOLUTION WHEREAS recent polling, conducted on behalf of the Association of Municipalities of Ontario indicates 76% of Ontarians are concerned or somewhat concerned property taxes will not cover the cost of infrastructure while maintaining municipal services, and 90% agree maintaining safe infrastructure is an important priority for their communities; AND WHEREAS infrastructure and transit are identified by Ontarians as the biggest problems facing their municipal government; AND WHEREAS a ten-year projection ( ) of municipal expenditures against inflationary property tax and user fee increases, shows there to be an unfunded average annual need of $3.6 billion to fix local infrastructure and provide for municipal operating needs; AND WHEREAS the $3.6 billion average annual need would equate to annual increases of 4.6% (including inflation) to province-wide property tax revenue for the next ten years; AND WHEREAS this gap calculation also presumes all existing and multi-year planned federal and provincial transfers to municipal governments are fulfilled; AND WHEREAS if future federal and provincial transfers are unfulfilled beyond 2015 levels, it would require annual province-wide property tax revenue increases of up to 8.35% for ten years; AND WHEREAS Ontarians already pay the highest property taxes in the country; AND WHEREAS each municipal government in Ontario faces unique issues, the fiscal health and needs are a challenge which unites all municipal governments, regardless of size; NOW THEREFORE BE IT RESOLVED that this Council supports the Association of Municipalities of Ontario in its work to close the fiscal gap; so that all municipalities can benefit from predictable and sustainable revenue, to finance the pressing infrastructure and municipal service needs faced by all municipal governments. Please forward your resolution by December 1, 2016 to: AMO President Lynn Dollin amopresident@amo.on.ca.

15 Back to Agenda List 9.a.1 Township of Blandford-Blenheim Committee of Adjustment Meeting Wednesday, September 21, :34 p.m. COMMITTEE OF ADJUSTMENT MINUTES The Township of Blandford-Blenheim Committee of Adjustment met at 4:34 p.m. for their fifth meeting of the year. Present: Staff: Others: Mayor Wearn, Members Balzer, Banbury, Cowan, and Peterson. Crandall, Harmer, Krug, Matheson, Mordue, Richardson, Scherer and Wood. Rebecca Smith, Planner, Oxford County. Mayor Wearn in the Chair. Minutes RESOLUTION #7 Moved by Councillor Balzer Seconded by Councillor Peterson Be it hereby resolved that the minutes of the September 7, 2016 Committee of Adjustment session of Council be adopted, as printed and circulated..carried Applications i. Minor Variance Application A-06/16 Mike Kralik - Owner for lands described as Part Lot 24, Concession 10 (Blenheim), Part 1, 41R-1083, in the Township of Blandford-Blenheim The Planner presented the report and recommended approval. The owner spoke for the application. No one spoke in favour or against the application.

16 Moved by Councillor Banbury Seconded by Councillor Cowan RESOLUTION #8 Be it hereby resolved that the Township of Blandford-Blenheim Committee of Adjustment approve Application A06-16, submitted by Mike Kralik, for lands described as Part Lot 24, Concession 10 (Blenheim), Part 1, 41R-1083, in the Township of Blandford-Blenheim, as it relates to: 1. Relief from Table Permitted Projections into Required Yards, to increase the maximum projection of a covered deck into the required front yard from 1.5 m (4.9 ft) to 4.5 m (14.8 ft); Subject to the following condition: i. Minor Variance approval is granted only for a covered porch that is substantially and proportionally in compliance with the applicant s sketch shown as Plate 3 of Report Number As the variance requested is deemed to be: i. minor variance from the provisions of the Township of Blandford-Blenheim Zoning By-Law No ; ii. desirable for the appropriate development or use of the land, building or structure; iii. iv. in keeping with the general intent and purpose of the Township of Blandford-Blenheim Zoning By-Law No ; and, in keeping with the general intent and purpose of the Official Plan of the County of Oxford..Carried Moved by Councillor Banbury Seconded by Councillor Cowan RESOLUTION #9 Be it hereby resolved that the Committee of Adjustment does now adjourn and the open session of Council resume at 4:40 p.m..carried

17 Back to Agenda List 9.b.i Community and Strategic Planning P. O. Box 1614, 21 Reeve Street Woodstock Ontario N4S 7Y3 Phone: Fax: Web site: Our File: A07-16 APPLICATION FOR MINOR VARIANCE TO: Township of Blandford-Blenheim Committee of Adjustment MEETING: October 19 th, 2016 REPORT NUMBER: OWNER: APPLICANT: Ontario Inc. (Apple Home Builders) 3523 Huron Road, New Hamburg ON, N3A 3C5 Peter Lass River Road, Plattsville ON, N0J 1S0 VARIANCE REQUESTED: Relief from Section 11.2 Table 11.2: Zone Provisions, to decrease the minimum interior side yard width from 1.5 m (4.9 ft) to 1.25 m (4.1 ft) to facilitate the construction of a single detached dwelling with an attached three-car garage. LOCATION: The subject property is described as Part Lots 1-3, Block A, Plan 104 & Part 2, 41R-9044, Village of Drumbo, in the Township of Blandford-Blenheim. The property is located on the west side of Henry Street, south of Oxford Street West and is municipally known as 35 Henry Street, Drumbo. BACKGROUND INFORMATION: COUNTY OF OXFORD OFFICIAL PLAN: Schedule C-3 County of Oxford Settlement Strategy Plan Serviced Village Schedule B-1 Township of Blandford-Blenheim Land Use Plan Settlement Schedule B-2 Village of Drumbo Land Use Plan Low Density Residential TOWNSHIP ZONING BY-LAW NO : Residential Type 1 Zone (R1) SURROUNDING LAND USES: predominately low density residential uses consisting of single detached dwellings

18 File Number: A07-16 Report Number Page 2 COMMENTS: (a) Purpose of the Application: The applicant is requesting relief from the above noted provision of the Township s Zoning Bylaw to facilitate the construction of a single detached dwelling with an attached three-car garage. As indicated by the applicant, the requested variance is required to due to the design of the proposed dwelling. The subject property comprises approximately 633 m 2 (6,814 ft 2 ) and is currently vacant. Plate 1, Existing Zoning & Location Map, shows the location of the subject property and the zoning in the immediate vicinity. Plate 2, Aerial Map (2015) with Existing Zoning, provides an aerial view of the subject property and surrounding area. Plate 3, Applicant s Site Sketch, shows the location and setbacks of the proposed single detached dwelling on the subject property. Plate 4, Applicant s Elevation Sketch, shows the front elevation of the single detached dwelling that is proposed to be constructed on the property. (b) Agency Comments: This application has been reviewed by a number of public agencies. The Township Director of Public Works, Township Director of Protective Services, County Public Works Department, County Public Health & Emergency Services Department and Grand River Conservation Authority had no comments or concerns regarding the proposal. (c) Public Consultation: Public Notice was sent to the neighbours on October 7, At the time of writing this report, no comments or concerns had been received from the public. (d) Intent and Purpose of the Official Plan: The subject property is located within the Village of Drumbo, which is designated as a Serviced Village according to the Settlement Strategy Plan contained in the County Official Plan. The property is also located within the Low Density Residential designation according to the Village of Drumbo Land Use Plan. The use of the lands for a single detached dwelling is in keeping with the intent and purpose of the relevant policies of the Official Plan. (e) Intent and Purpose of the Zoning By-law: The subject property is zoned Residential Type 1 Zone (R1) according to the Township Zoning By-law, which permits single detached dwellings. The R1 zone also requires a minimum interior side yard width of 1.5 m (4.9 ft) for a dwelling with an attached garage. This provision is intended to intended to ensure adequate separation is maintained between buildings/structures and lot lines and sufficient area is provided on either side of a dwelling to allow for proper drainage, access and normal building maintenance.

19 File Number: A07-16 Report Number Page 3 (f) Desirable Development/Use: It is the opinion of this Office that the applicant s request to decrease the required minimum interior side yard width from 1.5 m (4.9 ft) to 1.25 m (4.1 ft), to facilitate the construction of a single detached dwelling with an attached three-car garage, can be considered minor and desirable for the development of the subject property. The requested relief can be consider minor as it is not anticipated to impact the ability of the site to provide adequate parking and amenity space, or negatively impact drainage. It would appear that the reduced interior side yard width will also provide sufficient separation between the proposed dwelling and side lot lines to allow for normal building maintenance and access. It should be noted that due to layout of the proposed dwelling, various interior side yard widths will be provided. The proposed development can also be considered desirable as it will be consistent with the existing development in the area, which includes similar single detached dwellings. In light of the foregoing, it is the opinion of this Office that the requested relief is in keeping with the general intent and purpose of the County Official Plan and Township Zoning By-law and can be given favourable consideration. RECOMMENDATION That the Township of Blandford-Blenheim Committee of Adjustment approve Application A07-16, submitted by Ontario Inc. (Apple Home Builders), for lands described as Part Lots 1-3, Block A, Plan 104 & Part 2, 41R-9044, Village of Drumbo, in the Township of Blandford- Blenheim, as it relates to: 1. Relief from Section 11.2 Table 11.2: Zone Provisions, to decrease the minimum interior side yard width from 1.5 m (4.9 ft) to 1.25 m (4.1 ft) to facilitate the construction of a single detached dwelling with an attached 3-car garage. As the proposed variance is deemed to be: (i) (ii) (iii) (iv) a minor variance from the provisions of the Township of Blandford-Blenheim No ; desirable for the appropriate development or use of the land; in-keeping with the general intent and purpose of the Township of Blandford-Blenheim Zoning By-law No. 3295; and in-keeping with the general intent and purpose of the Official Plan. Authored by: original signed by Rebecca Smith, Development Planner Approved by: original signed by Eric Gilbert, MCIP, RPP, Senior Planner RS October 7, 2016

20 Legend Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) Notes Meters NAD_1983_UTM_Zone_17N This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey September 21, 2016

21 Plate 2 - Aerial Map (2015) with Existing Zoning File No.: A-7/ Ontario Inc. (Apple Home Builders) Part Lots 1-3, Block A, Plan 104 (Part 2, 41R-9044) - 35 Henry Street, Drumbo Legend Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Oxford Street West Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) Subject Property Notes 0 26 NAD_1983_UTM_Zone_17N 51 Meters This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey September 21, 2016

22 Sketch prepared for: Minor Variance Application Part of Lots & 3 Registered Plan 104 Township of Blandford-Blenheim METRIC: DISTANCES HEREON ARE IN METRES. TO CONVERT TO FEET DIVIDE BY Sm 10m lsm 20m Scale 1:250 \ 0 -\ \ 0 -\ N74'18'40"E N76'00'05"E d--=--=--=--=...--~-~-~...,=r,,......:;~ I II I ~I I :po~d Ow<IUog ~ : I ~ 11 I~ I I ~ JLJ I ~ rr-----,!e,, r I LOT-2.. _j rr= -:di i --- I I rf I 1--- L J ~ w 0::: t (/) >- 0::: z w I CAUTION: THIS IS NOT A PLAN OF SURVEY AND SHALL NOT BE USED FOR MORTGAGE OR TRANSACTION PURPOSES. NOTE: LOT DIMENSIONS ARE AS SHOWN ON PLAN 41R-9044 AND HAVE NOT BEEN VERIFIED BY SURVEY. PROPOSED BUILDING POSITIONED BY CALCULATION, NOT BY SURVEY. I ACI SURVEY CONSULTANTS INC. Lot Area: 633.S m 2 Builder: Apple Home Builders Ltd. GFA: m 2 File: BLA-104-PL-172xx Coverage: 29.8% {30% max.) September 21, 2016 COPYRIGHT

23 GENERAL NOTES Plate 4 - Applicant's Elevation Sketch File No.: A-7/ Ontario Inc. (Apple Home Builders) Part Lots 1-3, Block A, Plan 104 (Part 2, 41R-9044) - 35 Henry Street, Drumbo COMPONENT CE1LIN6 WITH ATTIC SPACE " MINIMUM R51-v~UE IR-VAL.UE> a.al <RSOJ - CON'TlllACTOR: TO o.icoc:. 'vmic:ll"t'..w"i' P~CS m'1'0r5<gon!tt'ruct10n!!iegjn&. P~NG.f!I.A.RE TO ell: 1U!AD 4~ NOT TO~ 6CAUD - AU.. CO'NtlTRUCTIOM. H4T!NL4Lb C:QJIP. TO.l~?!fUl' TO LATE&T W ITI0>-1 OF o.e.c.. ~ 1..0C..!J.. ey-la AU.. ~Tlt.:G.a lo e AR ON UNO!&TUReEP TO l..oc.t.1. l"f06t L.EVl!1..6 r-4'-0" HrM. GRAOV - REF 1'1: TO PLAIUI. X-6ECTJ::n-is ~ OETAIL!I f'or AU. T"!'P. eaow CEILING WrTl-40UT ATIJC SPACE 0 MINIMUM RSl-V~E <R-VAL.UE> S.46 IR31J EXPOSED FLOOR ro MINIMUM RSI-VAL.LIE IR-VAL.UE> S.46 : ~:a~~~~~o~~;di:.,;;' HI'" (3:>00p. 11 <R31J WA~ A60VE <=RADE ro MINIMUM RSI-VAL.LIE IR-VAL.UE> <R24J 6A5EMEN1' WA~ ro MINIMUM RSI-VALUE <R-VAL.UE> (Rl2J 4.23 CON!iT~CTIOMDEt.iJL.& ~~ HN. CONC. R~ co~ - I lri' A.eeUM~ COIL. DE!..t.RIN"' ~ACIT'T' 3000 per -CONCt'RUCTIOMae.::wENC 1~, e.ack!'ll.l INTERIOR Cl" l!)tlll.oino \IJJCOM,...t.cT!!O ~ ~Kl"U TO!"i.AC?O IN lfl t'30eov Lll"'TC ee ~NL.Y A.RCUNPCTRJ.ICT\J~ 2.11 eaow <=RADE 5LAe ENTIRE SURFACE 6REATER THAN 600mm <23 ; J eaow GRAOE 11.1 MINIMUM RSI-VALUE IR-VAL.UE> ED6E OF eaow <=RADE &LAe EQUAL OR LESS THAN 600mm 123 i"j BELOW <=RADE OR 1-+EATED elae COMPACT f!lac,q llj.. TO ~~ 6TA~Al'W l""f:octor. - ~00!" ~' c.ifzol?r~ OE&lGNl!O BY 1RlJC& MAMJll, -F'!iCOYlD!.T2M~ARYel'!.&Cl~FORAU..COUJMN6 \JlllrlLP:l"'-'L~I MC.IM&TAU.A.TIONCOHP'Lna. DESIGN NOTES DE516N DAT A LOCATION, PRINCETON 1.16 <RIOJ GROUND 6NOW LOAC1 &F'ECIFlED DE&ICiM &NCW LO.A01 C1!AD\..CA.Cl1 WIMDL.o.40 W ' J. 4 6K'T'Ll6HTS MAXIMUM LI-VALUE CW/m2'KJ ~ _,.rj l"l!r!ml!t~~an&ion.joml"cr~c0!-1::.&la!l nlf MINIMUM RSI-VAL.LIE IR-VAL.UEJ WINDOW& AND &LIDIN6 c;la&& DOORS MAXIMUM LI-VAL.LIE CW/m2'KJ "' I,&!<Po (31.)p-rJ \,:IC.Po f3.i rw) CMIC'.P4flOp.rJ 0.411<Pot& 1.6 ~~~!=:~~ POU~CO~ 2.6 SPACE HEATIN<:; EQUIPMENT MINIMUM ARJE MINIMUM HRv EFFICIENC'T' WHERE HRV IS REQUIRED HRVC 60% DOMESTIC HOT WATER HEATER MINIMUM EA'ICIENC'T' FACTOR (EFJ NOTES THE VAL.LIES L ISTED ARE M INIMUM RSI-VAL.LIES FOR THERMAL INSULATION COMPONENT ONL'T'. RSI-VALUES EXPRESSED IN <m2-kjiw. (I) '2J U-V ~UES EXPRE55ED IN UJ/m2 K (;3) MINIMUM EFFIC!ENCS REGULATED 6"( Gf<EEN ENERGY ACT 200~ PRE-FINISHED BOARD' 6ATTEN (4) THERM~ INSULATION VAL.LIE I& THE SUM Of' THE INSULATION VAL.LIE ON eoth SIDES Of' THE WALL l!;j COM61NATION RJRNACE/DOME5TIC ~OT WATER HEATER UJITH RJRNACE ARJE 90" OR 6REATER AND DOMESTIC HOT WATER ~EATER WITH EF OR 6REATER. VINYL SHAKE SIDIN<:; o.eo (6) l.s. F~. UPP"!:'!.._~ BASEMENT WAL.KOUTS DEREK.u::EMA 2115'3 FRONT ELEV A TION 5CALEi 1/4 11 1'-0" FRONT ELEVATION 3/1.6" 1'-0'' SEPT 12, :1016 pr<j.)9c'1.fl0,/0l"ni"..., A-1

24 Site Photo A-07/ Ontario Inc. (Apple Home Builders) View of Subject Property from Henry Street

25 Back to Agenda List 10.a.i TOWNSHIP OF BLANDFORD-BLENHEIM Agenda Item To: Members of Council From: John Scherer, CBO/ Manager of Building Services Reviewed By: Rodger Mordue, CAO/Clerk Date: October 4, 2016 Subject: Report #: Monthly Report to Council CBO Council Meeting Date: October 19, 2016 Recommendation: That Report CBO be received as information. Background: To provide Council with an update, regarding the monthly Building activities for the period ending September 30, Building Updates: 1. Working towards gaining efficiencies between East Zorra-Tavistock and Blandford Blenheim s Building Services. 2. Various other day to day responsibilities regarding Building Services, Property Standards & Zoning. Property Standards/By-Law Updates: 1. Property Standards written complaints received: 0 2. Yard and Lot Maintenance written complaints received: 0 Total By-Law infraction investigations started in the month of August: 0 Legislative Updates: 1. New Minimum Distance Separation (MDS) guidelines i. Software Availability Nov 1, 2016 ii. Hardcopy Guide Availability February 1, 2017 iii. Effective Date March 1, 2017

26 CBO Monthly Report to Council October 19, 2016 Monthly Permit Activity No. Of Permits Construction Value Permit Fees ($176, Budget) September $1,776, $19, Year to Date Sept $37,757, $243, Building Description Permit Value Permit Fee Construction of farm implement building $50, $ Construction of storage/work shop $110, $1, Construction of Farm Equipment Storage $90, $ Replace existing sign $43, $ Construction of new SFD $450, $6, Construction of new SFD $300, $3, Construction of new SFD $300, $3, Second Floor renovation and addition $180, $1, In-ground Pool- Fence $8, $ Demolition of residence and accessory barn $71, $50.00 Expansion of second Floor bathroom $3, $80.00 Water Service Connection $3, $50.00 Construction of an Attached Garage $50, $ Garage $40, $ Interior renovation to accommodate future tenant $75, $ Connection of municipal water $1, $50.00 Connection to municipal water $1, $50.00 TOTAL $1,776, $19,216.70

27 CBO Monthly Report to Council October 19, 2016

28 CBO Monthly Report to Council October 19, 2016 Respectfully submitted by: John Scherer Manager Building Services/CBO

29 Back to Agenda List 10.b.i TOWNSHIP OF BLANDFORD-BLENHEIM Agenda Item To: Members of Council From: Ken Wood, Manager of Community Services Reviewed By: Rodger Mordue, CAO/Clerk Denise Krug, Director of Finance Date: October 12, 2016 Subject: Report #: Emergency Boiler Replacement CS Council Meeting Date: October 19, 2016 Recommendation: That Report CS be received as information; And further, Council approves the funding of a new boiler for the arena at a cost of $8,000 to be taken from the Arena Equipment Reserve. Background: Recently we had a breakdown with our water softener in the mechanical room of our arena. The pipes broke displacing water everywhere in the room. Unfortunately, it shorted out our boiler, drenching all electrical equipment. Analysis/Discussion: We had our local plumber get the boiler back up and running however this only lasted a few days as the electronics continued to short out as they are located throughout the machine. Staff were advised that the boiler could not be fixed and recommended that a new boiler be installed. Staff agreed with the assessment and ordered a new boiler. Without the boiler it is very difficult to maintain ice as hot water is used for ice. The cost of the boiler is $8,000. This boiler can be covered within the current Arena Equipment Reserve and does not have a negative impact on our long term reserve. This piece of equipment was scheduled to be replaced in 2022.

30 Report CS October 12, 2016 Attachments: Nil Respectfully submitted by: Ken Wood Manager of Community Services

31 Back to Agenda List 10.c.i TOWNSHIP OF BLANDFORD-BLENHEIM To: Members of Council From: Agenda Item Rick Richardson Director of Protective Services Reviewed By: Rodger Mordue Date: October 11 th,2016 Subject: Report #: September Monthly Report FC Council Meeting Date: October 19 th,2016 Recommendation: That Report FC is received as information Background: To provide Council with an update regarding the activities of the Protective Services Department, for the month of September 2016 Analysis/Discussion: Fire: (22) burning permits were recorded in September September 2016 monthly fire calls (attached) Meetings, Courses and Training Attended: Sept 1 st attended Tillsonburg Fire Station along with Oxford County Fire Chiefs and OPP to discuss the fire departments responsibilities at emergency scenes Sept 7 th attended Princeton Station with SWOX Fire Chief to explain what is required of firefighters under the new NFPA training module Sept 8 th attended Rural Fire Chief meeting in Norwich Sept 9 th all Township fire pumpers had their yearly pump test completed including all ladders. One ladder from Plattsville Station has been removed from service and replaced. One ladder from Plattsville will require minor work on a number of rungs and retested Sept 12th attended Farm Show in Woodstock along with Rural Fire Chiefs to set up fire prevention display on site Sept 13 th to 15 th a number of our firefighters attended the Farm Show to man our fire prevention tent Sept 22 nd completed final fire inspection at Township Road 8# Scout Camp.

32 Report FC October 11 th, 2016 By-Law Enforcement: September By-Law report (attached) September 22 nd meet with staff from Commissioners to discuss moving forward with zoning and parking bylaw infractions in Plattsville Emergency Plan Coordinator: Staff has ed a second invitation and agendas to all Community Control Group members along with their Alternates and the Township Deputy Fire Chiefs advising them about our October 6 th Training day at the Princeton Community Center CEMC Activities: Preparing for our County wide Emergency Control Group training on October 6 th at the Princeton Centennial Hall Respectfully submitted by: Rick Richardson Director of Protective Services

33 September Fire Calls Bright Sep Twp Rd 12 Vehicle Fire-cancelled Sep Wilson St Medical Call Drumbo Sep Highway 401 Km 253 MVC Sep Oxford St W Medical Call Sep Centre St Medical Call Sep Hubbard Rd Medical Call Sep Gobles Rd Medical Call Sep Centre St Medical Call Sep Oxford Rd 29 Medical Call Sep Township Rd 9 Medical Call Sep Powell St Medical Call Sep Blenheim Rd Silo Fire Sep Mechanic St Medical Call Sep Highway 401 MVC Plattsville 61 1-Sep Platt St N Co Alarm (False Alarm) 62 3-Sep Oxford Rd 3 Medical Call 63 7-Sep Blenheim Rd Vehicle Fire Sep Twp Rd 12 Vehicle Fire (Assist)- Cancelled Sep Albert St W Fire Alarm (False Alarm) Sep Blenheim Rd Silo Fire (Assist) Sep Oxford Rd 8 MVC Princeton Sep Hwy 403 Km 16 Grass Fire Sep 3rd Concession Medical Call Sep Main St S Medical Call Sep Blenheim Rd Silo Fire (Assist) Sep Old Highway 2 Medical Call EZT Sep Twp Rd 4 Hydro Lines Sep Oxford Rd 29 Medical Call

34 BY-LAW ISSUES SEPTEMBER 2016 File Number Zoning Zoning Noise Complaint Parking Parking Animals at Large-Dog New Infractions Date Status 7/14/2016 In Progress 7/19/2016 In Progress 7/22/2016 In Progress 8/3/2016 In Progress 9/6/2016 In Progress 9/20/2016 In Progress Fire Complaints File Number New Infractions Date Status Special Event Permit Applications I File Number I Applications Date Status TOTALS By law: 6 In Progress Fire: 0 Special Event Permit Application: 0 By law: 1 Legal Action Fire: 0 Special Event Permit Application: 0 Closed in 2016 By law: 29 Fire: 1 Special Event Permit Application: 0

35 Back to Agenda List 10.d.i TOWNSHIP OF BLANDFORD-BLENHEIM To: Members of Council From: Reviewed By: Subject: Report #: Agenda Item Sarah Matheson, Deputy Clerk Rodger Mordue, CAO/Clerk Date: October 11, 2016 Records Retention DC Council Meeting Date: October 19, 2016 Recommendation: That report DC be received as information; and, That Council adopt the Records Retention By-law and repeals By-law Background: The practice of maintaining the records of the organization throughout their life cycle is an ongoing responsibility of the Clerk s Department. There are several important reasons for practicing records management: Legal liability; a municipality is required to retain and preserve records in an accessible manner as per the Municipal Act. Manages a valuable corporate asset Supports decision-making and government transparency Minimizes litigation risks while ensuring regulatory compliance As such, the Clerk s Department must ensure that all departments follow a consistent filing format. It is the responsibility of each department to maintain and store records in accordance with Records Retention requirements. It is the responsibility of the Clerk s Department to ensure that each department s records are assigned a retention schedule, transferred, destroyed or preserved in accordance with Records Retention requirements.

36 The Township of Blandford-Blenheim has not updated their records retention schedule since The passing of By-law would introduce a comprehensive records retention program, including the implementation of a new records retention schedule, in addition to a new records management system. Analysis/Discussion: The proposed retention schedule is based on The Ontario Municipal Records Management System (TOMRMS), purchased by the Township this summer. TOMRMS is a standardized municipal retention schedule that has been developed in conjunction with the Association of Municipal Clerks and Treasurers of Ontario (AMCTO) and structured around the specific operations of municipal governance. In addition, the TOMRMS program also includes access to annual updates of legislative changes to retention periods enabling the Clerk to keep the retention schedule current. These retention schedules will be loaded into our new Electronic Content Management Software, Laserfiche, which will allow the Clerk s department ease of best records management practices. The records management schedule effects all municipal departments, and as such municipal staff from all departments were consulted in the process. Furthermore, the proposed schedule was circulated to the Township insurance provider for consultation. Recommendations were received from the Risk Management Department and given consideration in reviewing the retention schedule. The Township Auditor has reviewed and approved of the proposed By-law. The proposed schedule is attached as "Schedule A" to the by-law. Upon its approval, the Clerk will ensure all department heads are made aware of the updated records retention operating procedure. Financial Implications: None. Attachments: Records Retention By-law Respectfully submitted by: Sarah Matheson Deputy Clerk

37 THE CORPORATION OF THE TOWNSHIP OF BLANDFORD-BLENHEIM BY-LAW NUMBER Being a By-law to provide for the classification, retention and destruction of records in the Township of Blandford-Blenheim, and to repeal By-Law No WHEREAS Section 254(1) of the Municipal Act, S.O. 2001, as amended, states that a municipality shall retain and preserve the records of the municipality and its local boards in a secure and accessible manner; AND WHEREAS Section 255(2) of the Municipal Act, S.O. 2001, as amended, states that despite Section 254, a record of a municipality or a local board may be destroyed if a retention period for the record has been established under this Section and, (a) the retention period has expired; or (b) the record is a copy of the original record; AND WHEREAS Section 255(3) of the Municipal Act, S.O. 2001, as amended, states that a municipality may, subject to the approval of the municipal auditor, establish retention periods during which the records of the municipality and local boards of the municipality must be retained and preserved in accordance with Section 254; AND WHEREAS the Township s Auditor approved Schedule A attached to this By-law on October 14, 2016; AND WHEREAS the Council of the Corporation of the Township of Blandford-Blenheim deems it desirable to update the Municipality s Records Retention By-law to establish retention periods for the records of the Municipality and repeal By-Law No ; NOW THEREFORE the Council of The Corporation of the Township of Blandford- Blenheim enacts as follows: 1. CITING OF BY-LAW a. This by-law may be cited as the Records Retention By-Law. 2. DEFINITIONS Auditor means the person or firm appointed by the Council of the Township of Blandford-Blenheim from time to time to perform the annual audit of the records of the Township. Archival Selection means to evaluate and appraise a record for permanent retention because of its historical value.

38 Classification (as in records classification) means the systematic identification and arrangement of records into categories according to logically structure conventions, methods, and procedural rules, represented in a classification scheme. Destroy means the process of eliminating or deleting data, documents and records so that the recorded information no longer exists. Disposition with respect to records means a range of processes; associated actions; implementation; retention; destruction; loss; or transfer of custody or ownership that are documented in disposition authorities or other instruments. Official record means recorded information in any format or medium that documents the company's business activities, rights, obligations or responsibilities or recorded information that was created, received distributed or maintained by the company in compliance with a legal obligation. Records means any recorded information, however recorded or stored, whether in printed form, on film, by electronic means or otherwise, including correspondence, memoranda, plans, maps, drawings, graphic works, photographs, film, microfilm, microfiche, sound records, videotapes, LaserFiche, , machine readable records, and any other documentary material regardless of physical form or characteristics, and including official records and transitory records Retention means the length of time a record is to be retained before its final disposition. Retention Descriptions are as follows: C = Current Year P = Permanent (record to be preserved indefinitely) S = Superseded (replaced) T = Termination of employment, office, event, or closure of file E = Event (date of event *= subject to archival selection Signing Authority means the manager of the responsible department or business unit, or his/her designate. Transitory Record means records kept solely for convenience of reference and of limited value in documenting the planning or implementation of Township policy or programs, such as: a. copies of miscellaneous notices or memoranda concerning routine administrative matters or other minor issues; b. information copies of widely distributed materials, such as minutes, agendas and newsletters, unless the information copy has been annotated to reflect significant input or for other program purposes; c. preliminary drafts of letters, memoranda or reports and other informal notes which do not represent significant steps in the preparation of a final document and which do not record decisions;

39 d. duplicate copies of documents in the same medium which are retained only for convenience or future distribution; e. voic messages; f. messages and other communications that do not relate to Township g. business; h. copies of publications, such as, published reports, administration manuals, telephone directories, catalogues, pamphlets or periodicals; i. duplicate stocks of obsolete publications, pamphlets or blank forms; j. unsolicited advertising materials, including brochures, company profiles and price lists. 3. RETENTION SCHEDULE a. The records retention schedule attached hereto as Schedule A, forms part of this by-law. b. Schedule A Retention Schedule - may be amended as required, delegated to and by the Township Clerk and all amendments shall be approved, in writing, by the Township Auditor, without an amendment to this By-Law. c. The Clerk, or Designate shall administer this by-law and shall ensure that the retention periods set out in Schedule A attached hereto comply with all relevant legal requirements for records retention. d. In determining the retention periods for any records, the Clerk, or Designate shall consider, in consultation with other Township employees where appropriate: i. The operational nature of the records, including the period of time during which the Township uses the records to perform its functions; ii. The legal nature of the records, including the period of time necessary to comply with statutory or regulatory requirements or requirements imposed by agreements, permits or similar documents, or to ensure that the records are available in case of investigation or litigation; iii. The fiscal nature of the records, including the period to time necessary for audit or tax purposes; and, iv. The historical nature of the records, including the long-term value of the records for documenting past events or the origins and history of the Township. 4. ADMINISTRATION AND RESPONSIBILITY OF STAFF AND ELECTED OFFICIALS All Township employees and elected officials who create, work with or manage records shall: a. Comply with the retention periods as specified in Schedule A attached hereto;

40 b. Ensure that official records in their custody or control are protected from inadvertent destruction or damage; and c. Ensure that transitory records in their custody or control are destroyed when they are no longer needed for short-term reference. 5. RESPONSIBILITY OF THE CLERK, OR DESIGNATE The Clerk, or Designate shall: a. Administer the appropriate standard for the classification of corporate records, taking into account the legal, financial, administrative, operational and historical values of each corporate record; b. Monitor the retention schedule and shall ensure that the schedule complies with all legislative requirements; c. Amend Schedule "A" as required and obtain approval of the changes from the municipal auditor; d. In determining the retention period for any corporate record, consult with the signing authorities as required; e. Ensure that all reasonable measures are implemented to promote the preservation, security and destruction of corporate records in accordance with this by-law and any legislative requirements; f. Ensure that reasonable measures are implemented to protect corporate records from inadvertent destruction or damage, taking into account the nature of the corporate record to be protected, including the creation of new classification codes and retention periods, as described within Schedule A forming part of this by-law. 6. DISPOSITION OF RECORDS a) The Clerk, or Designate shall notify the appropriate Township department head or manager in writing of the scheduled disposition of records, including a list of the records eligible for disposition and the scheduled disposition date. b) The Township department head or manager shall notify the Clerk, or Designate in writing, before the scheduled disposition date, whether any of the records included in the disposition notice need to be retained beyond the disposition date, and the reason(s) why such further retention is necessary. c) Prior to destruction of information, the following documents are required: i) a written description containing, to the extent that such information is available, the following: a) the title of the system; b) the identification of the business unit responsible for the creation or use of the data; c) a brief description of the system s purpose; d) where possible, a contents list of the information being destroyed; or e) a brief description of any sub-systems, their purpose and relationship to the main system or other sub-systems; and f) the name of the technical contact person who is responsible for documenting the system.

41 ii) the written approval of the signing authority; iii) where applicable, to satisfy the provisions of the Federal Income Tax Act, Excise Tax Act, Employment Insurance Act or Canada Pension Plan, an exemption from the Minister of National Revenue from the requirement to keep records in an electronically readable format; and iv) After the destruction of an information, the signing authority must provide a destruction certificate to the Clerk, or Designate to provide an audit trail. d) Where appropriate and taking into account the principles governing the disposition of official records, the Clerk, or Designate shall re-schedule the disposition of any records listed in the notice referred to in Subsection (b) of this Section for up to one year later than the scheduled disposition date. e) Re-scheduling the disposition of any records beyond a one year period requires written notice from the Township department head or manager to the Clerk, or Designate for each additional year. f) If no notice is received under Subsection (b) of Section 6 of this by-law before the scheduled disposition date, the records shall be deemed to be authorized for disposition by the Township department head or manager. g) When official records have been disposed of pursuant to this by-law, the Clerk, or Designate shall obtain written confirmation of such disposition. 7. PRINCIPLES GOVERNING THE DESTRUCTION OF OFFICIAL RECORDS a. The following principles govern the destruction of official records: i. When there are no further business or legal reasons for retaining official records, they shall be destroyed or expunged as appropriate; ii. Official records pertaining to pending or actual investigation or iii. litigation shall not be destroyed; Official records disposed of at the end of a retention period, as well as drafts and copies of records disposed of on a regular basis, shall be destroyed in a way that preserves the confidentiality of any information they contain. b. Official records in the custody or control of the Township shall not be destroyed unless such records are older than the retention period set out in Schedule A attached hereto and have been identified in a disposition notice prepared pursuant to Section 6 of this by-law; and c. Copies of official records may be destroyed at any time if the original records are being retained in accordance with Schedule A attached hereto. 8. PREVIOUS BY-LAWS RESCINDED a. That By-law enacted on the 5th of November, 2003 and all previous by-laws and resolutions inconsistent with the provisions of this bylaw are hereby repealed. 9. APPROVAL OF BY-LAW a. This by-law shall not take effect until the Township s auditor has approved it

42 in writing. b. Upon approval of this By-law by the Municipal Auditor, the Clerk or designate may destroy at any time Township records subject to the Total Retention periods within the form of Schedule A attached hereto and forming part of this by-law. 10. AUDITOR`S APPROVAL a. The Township s Auditor approved the attached schedule on October 14, 2016 and will sign the by-law upon Council s approval. 11. SEVERABILITY a. If a court of competent jurisdiction should declare any section or part of a section of this By-law to be invalid, such section or part of a section shall not be construed as having persuaded or influenced Council to pass the remainder of the By-law and it is hereby declared that the remainder of the By-law shall be valid and remain in full force and effect. By-law READ a FIRST and SECOND time this 19 th day of October, By-law READ a THIRD time and ENACTED in Open Council this 19 th day of October, MAYOR MARION WEARN CAO / CLERK RODGER MORDUE

43 Back to Agenda List 16.a SCHEDULE A TO BY-LAW RECORDS RETENTION BY-LAW: RECORDS RETENTION SCHEDULE In this Schedule the following applies: C = Current Year P = Permanent S = Superseded (Replaced) T = Termination of employment, office, event, or closure of file * = Subject to Archival Selection A C D E F H J L M ADMINISTRATION Includes records regarding routine administration and office services functions. COUNCIL, BOARDS AND BY-LAWS Includes records regarding the establishment of policy and by-laws, and the operations of Council and of Boards for which Council is responsible. DEVELOPMENT AND PLANNING Includes records regarding municipal development and planning. Includes general studies as well as official plans, zoning, etc. Subjects are grouped according to long range vs. developmental planning. ENVIRONMENTAL SERVICES Includes records regarding provision of public works and other environmental services other than roads. Includes water works, sewers, treatment plants, waste management and environmental monitoring. Also includes tree removal and pruning. FINANCE AND ACCOUNTING Includes records regarding the management of funds. HUMAN RESOURCES Includes records regarding the municipality's relationship with its employees. Includes records regarding general staff programs as well as information on specific employees. JUSTICE Includes records regarding POA and Court activities LEGAL AFFAIRS Includes records regarding legal matters as well as contracts and agreements, insurance and real estate matters. MEDIA AND PUBLIC RELATIONS

44 Includes records regarding the municipality's relationship with the media and the general public. P R S T V PROTECTION AND ENFORCEMENT SERVICES Includes records regarding the operational functions of law enforcement, licensing, public protection and fire prevention within the community. RECREATION AND CULTURE Includes records regarding the provision of recreational and cultural services to the community. SOCIAL AND HEALTH CARE SERVICES Includes records regarding social services and health care programs. TRANSPORTATION SERVICES Includes records regarding the development and improvement of transportation systems (roads and public transit). VEHICLES AND EQUIPMENT Includes records regarding municipal vehicles and equipment. Includes records on fleet management, mobile equipment, and protective equipment and related maintenance activities.

45 ADMINISTRATION - A A ADMINISTRATION RETENTION A00 A01 A02 A03 ADMINISTRATION GENERAL Includes administrative records which cannot be classified elsewhere. Use only if no other heading is available ASSOCIATIONS AND ORGANIZATIONS Includes correspondence, minutes, agenda, notices and reports regarding organizations and associations to which staff belong or with which they communicate in the course of their duties such as Drayton & Community Citizens Association, AMCTO, MISA, Ontario Farm Drainage Association, etc. Where possible, these records should be filed by their subject, not the originator or recipient of the report and/or correspondence. Membership Fees - see Accounts Payable, F01 STAFF COMMITTEES AND MEETINGS Includes records regarding the activities of staff committees and meetings. Includes notices of meetings, agenda, minutes, etc. May also include copies of staff activity reports. Council Minutes and Agenda - see C03-C04. Standing Committees - see C05-C06. COMPUTER SYSTEMS AND ARCHITECTURE INFORMATION Includes records relating to the design of computer systems and/or software, including needs assessments, business cases, project charter, process flowchart documentation, impact analysis, user and system requirements, specifications, testing plans and results, user sign-offs, project management meeting minutes/documentation, system development documentation, software design records, and software inspection notes. Also includes records on system installations/conversions and product evaluations. May also include requests for significant modification, fixes and upgrades. Reports - file by subject Acquisitions - see Quotations and Tenders, F18 C + 1 C + 1 C + 4* S + 6

46 A04 A05 A06 A07 A08 CONFERENCES AND SEMINARS Includes invitations, approvals, agenda, notes on proceedings, and other records regarding conferences, conventions, seminars and special functions attended by staff, or sponsored by the municipality as well as travel arrangements, accommodation, itineraries, reservations, confirmation of reservations, hotel brochures related to the conference, restaurants, convention sites etc. Speeches and Presentations - see M08 Employee and Council Expenses - see F09 Ceremonies and Events - see M02 Invoices - see F01 Rental Agreements - see L14. CONSULTANTS Includes correspondence, proposals, resumes and other documents regarding the selection, appointment and monitoring of consultants. May include similar records regarding legal solicitors and engineering firms. Reports - file by subject Quotations and Tenders - see F18 Invoices - see F01 INVENTORY CONTROL Includes inventory statements and reports, and all other records regarding the control of supplies, fuel and office and small equipment stock levels. Assets - see F06 OFFICE EQUIPMENT AND FURNITURE Includes records regarding the design and maintenance of owned and leased office equipment and furniture. Includes chairs, desks, tables, photocopiers, printers, scanners, etc. Computer Hardware and Software - see Computer/Information Systems, A03 Service Agreements - see Contracts and Agreements - Simple, L14 Assets - see F06 OFFICE SERVICES Includes records regarding rates and services provided by courier, mail and postage firms. Also includes records regarding the inter-office mail system, internal printing, and management of forms and templates. C + 1* C + 2* C + 5 T C + 1

47 A09 A10 A11 A12 A13 A14 POLICIES AND PROCEDURES Includes municipal policy and procedure manuals, guidelines and directives. RECORDS MANAGEMENT Includes information regarding the management of corporate records, regardless of medium. Specific records include file listings, feasibility studies, and records centre operations. Retention By-Law - see C01 Policies and Procedures - see A09 Records Disposition - see A11 RECORDS DISPOSITION Includes records regarding the disposition of municipal records. Includes the disposal method used and forms authorizing and describing the destruction of records. TELECOMMUNICATIONS SYSTEMS Includes records regarding all types of telecommunications systems. Includes telephone systems, facsimile machines, base and mobile stations, towers, antennae, police and fire communications systems, and 911 emergency systems. Licenses - see P09 Assets - see F06 Long Distance Call Records - see Accounts Payable, F01 Agreements - see Contracts and Agreements, L04 or L14 TRAVEL AND ACCOMMODATION Includes records regarding travel and accommodation arrangements. Includes itineraries, maps, authorizations, reservations, rented vehicles and catalogues and brochures concerning hotels, convention sites and restaurants. Employee and Council expenses see F09 UNIFORMS AND CLOTHING Includes records regarding uniforms and special clothing used by municipal staff members, such as police uniforms, fire-fighters' clothing and safety clothing used by utilities operators. P S + 1 P S + 1 C + 1 P / T

48 A15 A16 A17 A18 A19 VENDORS AND SUPPLIERS Includes records regarding vendors and suppliers of goods and services as well as information about these goods and services, such as catalogues, price lists, correspondence, and bidders information sheets. Purchase Orders and Requisitions - see F17 Office Equipment - owned and leased - see A07 Fleet Management - see V01 INTERGOVERNMENTAL RELATIONS Includes correspondence and other records of a general nature regarding the relationship between the municipality and all other levels of government (such as telephone numbers, contact names, etc.). May include correspondence to and from Boards and Commissions. Where possible, these records should be filed by their subject, not the originator or recipient of the report and/or correspondence. Legislation see L10/L11 ACCESSIBILITY OF RECORDS (FREEDOM OF INFORMATION) Includes documents regarding the municipality's responsibilities under the Municipal Freedom of Information and Protection of Privacy Act and records regarding the handling of requests under the Act. Copies of the Act - see Provincial Legislation, L11 Complaints and Inquiries - see M04 SECURITY Includes reports, requests, logs, and other records regarding the security of offices/facilities and properties such as security passes and control of keys. Vandalism Reports - see Incident/Reports, P05. -Computer Security - see Computer/Information Systems, A03 FACILITIES CONSTRUCTION AND RENOVATIONS Includes records for the planning and construction of municipal facilities such as fire stations, pools, and office buildings. Includes site meetings, consultant's reports, and cost reports. Also includes architectural and engineering drawings. C + 1 C + 4 C + 1 C + 4 T + 2 T = Termination of Facility

49 A20 A21 A22 A23 A24 A25 BUILDING AND PROPERTY MAINTENANCE Includes records regarding the maintenance of the municipality's buildings and properties, such as cemeteries, bus terminals, garages, libraries, and office buildings. Includes exterior maintenance to buildings, landscaping, grounds keeping and grass cutting. Also includes interior design of buildings, including floor layouts and office cleaning. Parks Management - see R04 Recreational Facilities - see R05 FACILITIES BOOKINGS Includes copies of permits and bookings issued for the rental of recreational and administrative facilities for specific activities. ACCESSIBILITY OF SERVICES Includes records relating to the accessibility of Municipal buildings, services and information to disabled persons. INFORMATION SYSTEMS PRODUCTION ACTIVITY AND CONTROL Includes records relating to computer system operations and backup tapes. Includes activity logs, help desk tickets, change control sheets, change orders, file access control reports and system changes. ACCESS CONTROL AND PASSWORDS Records related to the management of and access to programs. Includes individual access, password management, etc. PERFORMANCE MANAGEMENT/QUALITY ASSURANCE Includes records regarding the performance of the Municipality as a whole and quality assurance programs such as the Ontario Municipal Benchmarking Initiative (OMBI), National Quality Institute (NQI), Benchmarking, Balanced Score Cards, Municipal Performance Measurement Programs. Key performance indicators, etc. would also be included. Types of records included would be reports, statistical analysis, program documentation, correspondence, awards for outstanding organizational achievements, work plans, etc. S + 5 C + 1 T + 6 C + 1 C + 1 S Employee performance appraisal - see H03 Council Goals & Objectives - see C08

50 COUNCIL - C C COUNCIL, BOARDS AND BY-LAWS RETENTI O N C00 C01 C02 C03 C04 C05 C06 COUNCIL, BOARDS AND BY-LAWS - GENERAL Includes records regarding Council, Boards and by-laws which cannot be classified elsewhere. Use only if no other heading is available. BY-LAWS Includes final versions of the municipality's by-laws and amendments and attachments that are legally part of the by-laws. Background information - file by subject. BY-LAWS - OTHER MUNICIPALITIES Includes final versions of by-laws of other municipalities which are of interest. COUNCIL AGENDA Includes notices of meetings and agenda of Council meetings as well as working notes used in agenda preparation. COUNCIL MINUTES Includes minutes of the proceedings of Council meetings. attachments to the minutes. Council Committees - see C05, C06. Reports to Council - see C11. COUNCIL / COMMITTEE AGENDA Includes Includes notices of meetings and agenda for the committees of Council as well as working notes used in agenda preparation. COUNCIL COMMITTEE MINUTES Includes minutes of the committees of Council and copies of Local Board Minutes that members of Council belong to. C + 1 P Copy Retention = S S C + 4 P Copy Retention = 1 C + 4 C + 5*

51 C07 C08 C09 C10 C11 C12 C13 ELECTIONS Includes returned notices, lists of officials, voters' lists, nominations, election results, preliminary voters lists, oaths taken by council members and information on ward boundaries. Includes advertising. GOALS AND OBJECTIVES Includes records concerning strategic planning, goals and objectives, and mission statements such as the municipal sustainability plan MOTIONS AND RESOLUTIONS Includes final signed versions of resolutions and motions of Council. MOTIONS AND RESOLUTIONS - OTHER MUNICIPALITIES Includes final versions of motions and resolutions of other municipalities which are of interest. REPORTS TO COUNCIL Includes all reports to Council. Filed by subject. APPOINTMENTS TO BOARDS AND COMMITTEES Includes records regarding appointments by Council of staff and council members. ACCOUNTABILITY TRANSPARENCY & GOVERNANCE Includes Records relating to Council Code of Conduct complaints and related investigations, Integrity Officer appointments and report (including Integrity Commissioner reports, Ombudsman investigations and report) closed meeting investigations and initiatives, etc. E + 4 E = day action took effect voting day or Ballot = 120 days after voting or resolutio n of recount S* P Copy Retention = 1 S P P C + 5

52 DEVELOPMENT AND PLANNING - D D DEVELOPMENT AND PLANNING RETENTIO N D00 D01 D02 D03 D04 D05 DEVELOPMENT AND PLANNING - GENERAL Includes records regarding development and planning which cannot be classified elsewhere. Use only if no other heading is available. DEMOGRAPHIC STUDIES Includes records regarding trends in population growth, census reports, and density studies. Also includes records regarding the type, level and rate of growth of employment, unemployment statistics, composition of the workforce, etc. Vital Statistics - see L12. ECONOMIC DEVELOPMENT Includes records regarding the growth of the economy. Includes studies, statistics, projections, etc. Demographic Studies - see D01. Residential Development - see D04. Tourism Development - see D06. Industrial/Commercial Development - see D21. ENVIRONMENT PLANNING Includes records regarding general types of environmental studies with a long range planning emphasis, such as storm drainage and flood control planning, parks and open spaces planning, and waste management planning. Also contains information on source water protection such as risk assessments and risk management plans. Environmental Monitoring - see E05, E13 - E15. Waste Management - see E07. RESIDENTIAL DEVELOPMENT Includes records regarding the availability of housing. Includes general assessments of the need for affordable housing, occupancy rates, housing cost statistics, etc. NATURAL RESOURCES Includes records regarding the management and preservation of forests, records regarding the characteristics of various minerals as well as mineral deposits, and other natural resources information. C + 1 C + 10* C + 10* E + 5* C + 10* C + 5*

53 D06 D07 D08 D09 D10 D11 D12 TOURISM DEVELOPMENT Includes records regarding the tourism industry and efforts made to promote and encourage tourism such as the use of the municipality as a convention site or special event. CONDOMINIUM PLANS Includes records regarding the approval of plans of condominiums. Includes drawings, technical reports, and correspondence, written comments, working notes, background information and applications. OFFICIAL PLANS Includes the official plan and amendments to the official plan. Also includes secondary plans and amendments, containing detailed objectives and policies concerning the planning, development, and redevelopment of specific planning districts. OFFICIAL PLAN AMENDMENT APPLICATIONS Includes applications to amend the official plan or secondary plans, staff reports, notices, resolutions and decisions. SEVERANCES Includes records regarding the granting of severances to parcels of land including application for severance. SITE PLAN CONTROL Includes records regarding the provision of services to individual land sites. Includes water, sewage, utility approvals, comments and correspondence. Also includes correspondence regarding parking areas, drainage and driveways. Systems for Servicing Land - see relevant subject. Site Plan Agreements - see Contracts and Agreements, L04. SUBDIVISION PLANS Includes records regarding the approval of plans of subdivisions (both residential and commercial). Includes drawings, technical reports, correspondence, written comments, working notes and background information. Includes clearance letters, draft approved plans and "red line" revisions, applications, registered plans, and changes to approved plans. Subdivision Agreements - see Contracts and Agreements, L04. C + 10* P Applicatio ns = 2 years after final decision P* Copy retention S E + 5 E = final decision E + 5 E = land title registratio n P Applicatio n 2 years after decision P Applicatio n 2 years after decision

54 D13 D14 D15 D16 D17 D18 VARIANCES Includes records regarding the granting of variances in land use including zoning applications from existing zoning regulations. Budget Variances - see F05. ZONING Includes records and standards regarding the designation of zones for land use planning purposes and zoning applications for other municipalities. Zoning By-Laws - see C01. Variances - see D13. EASEMENTS Includes all records on Rights of Way and Easements concerning municipal ownership of private lands in order to maintain public service such as water and sewer lines that cross private property. Original Agreements - see Contracts and Agreements, L04. ENCROACHMENTS Includes all records regarding private properties encroaching on municipal lands including encroachment permits. Also includes surveys and any other related documentation. Original Agreements - See Contracts and Agreements, L04. Original Encroachment By-Laws - see C01. ANNEXATION/AMALGAMATION Includes all records pertaining to the annexing and amalgamating of land adjacent to municipal lands to accommodate growth. Also includes amalgamation of municipalities. May include studies on county restructuring. COMMUNITY IMPROVEMENT PROJECTS Includes records, studies, statistics and any required background information on community development programs. Examples include Ontario Neighbourhood Improvement Programs, Community Area Improvement Programs, BIA, BIC, PRID, etc. May also include records on housing rehabilitation programs, ie. RRAP, CMHC. Economic Development - see D02. P P= final decision E + 2 E= final decision E + 6 E = Terminatio n of right E + 6 E = Terminatio n of right P* E + 6 E = Completio n of Project

55 D19 D20 D21 D22 D23 D24 MUNICIPAL ADDRESSING Includes records regarding requests for and assignment of new subdivision and other street names and numbers. May include correspondence, reports, drawings, and copies of related by-laws. REFERENCE PLANS Includes Registered Deposit Plans (RD Plans), site plans, property survey plans as received from Registry Office. May include correspondence. INDUSTRIAL/COMMERCIAL DEVELOPMENT Includes records regarding promotion and development of industry and commerce. Records include studies, statistics, projections, etc. Agricultural Development see D23 DIGITAL MAPPING Includes all records used to produce maps and updates in a digital format. AGRICULTURAL DEVELOPMENT Includes all records regarding development of agricultural growth. BACKGROUND REPORTS FOR OFFICIAL PLAN Includes reports pertaining to amendments and changes to the Official Plan. S + 10* P C + 10* S Excludes actual data residing on these systems C + 10* E + 5 E = final decision

56 D25 D26 DEEMING PROCESS Includes records regarding applications and background material for Deeming By-law applications, including Council decisions, by-laws, correspondence, etc. A Deeming By-law application is applied for in order to allow for two or more neighbouring lots on a registered plan of subdivision to merge. Only applicable to parcels of land contained within a plan of subdivision that has been registered for at least 8 years. DEVELOPMENT CHARGES STUDY Includes records related to the development of and the final Development Charges Study as required under the Development Charges Act. Includes advertising, public meeting notices, responses, stakeholder lists, public meeting information, background information and supporting documentation, consultant reports, notices regarding adoption of the Development Charges By-law, and other records related to requirements for the development of the Development Charges By-law E + 2 E = final decision 10*

57 ENVIRONMENTAL SERVICES - E E ENVIRONMENTAL SERVICES RETENTION E00 E01 E02 E03 E04 E05 ENVIRONMENTAL SERVICES - GENERAL Includes records regarding environmental services which cannot be classified elsewhere. Use only if no other heading is available. SANITARY SEWERS Includes records regarding the design, construction and maintenance of sanitary sewers. Waste Management - see E07. Storm Sewers - see E02. Treatment Plants - see E03. STORM SEWERS Includes records regarding the design, construction and maintenance of storm sewers. TREATMENT PLANTS (Wastewater Treatment and Collection Systems) Includes records regarding the operation of sewage treatment and pumping stations and lagoons. Includes wastewater treatment facility/collection and equipment design, construction and maintenance records (work orders). Work orders will include compliance work orders, equipment work orders (WSPM), and general work orders (callouts & site-specific collection-related work (i.e. sewer rodding, lateral inspections, etc.)) May include records pertaining to Wastewater Treatment Facility and/or Collection upgrades design, construction and commissioning. Private Sewage Disposal Systems see E12 TREES Includes records of tree removal, planting, trimming, pruning and preservation. AIR QUALITY MONITORING Includes records regarding the routine monitoring of air quality as well as responses to interference with quality or quantity. Water Quality see E13 to E15 By-Law Enforcement - see P01. Complaints and Inquiries - see M04. C + 1 T + 6 T + 6* Specificatio ns = permanent C + 5 Specificatio ns = permanent Plans = cease to apply + 2 C + 3 E + 5*

58 E06 E07 E08 E09 UTILITIES Includes maps and location drawings provided to the municipality from utility companies such as telephone lines, gas mains, power lines, water mains etc. Site Plans - see D11. WASTE MANAGEMENT Includes records regarding the collection and disposal of waste. Includes landfill site records, recycling, energy from waste, source separation, collection services and composting. Sanitary Sewers - see E01. Environment Planning - see D03. Private Sewage Disposal Systems see E12 WATER WORKS (Drinking Water Treatment and Distribution) Includes records regarding the design, construction and maintenance of water mains, tanks, pipelines, hydrants and related facilities and equipment. Includes water meter registration numbers. Includes water treatment facility/distribution and equipment design, construction and maintenance records (work orders). Work orders will include compliance work orders, equipment work orders (WSPM), and general work orders (callouts & sitespecific distribution-related work (i.e. water meters, curb stops, etc.)) May include records pertaining to Water Treatment Facility and/or Distribution upgrades design, construction and commissioning. Water Pumping Stations E03 DRAINS Includes records regarding the design, construction and maintenance of drains. Also includes engineer reports, petitions, assessments, general specifications and correspondence. May include convenience copies of tenders and grants. Shall include copy of bylaws. C + 5* C + 10* Annual landfill operations report and Hazardous waste sites records depot ceases to operate + 2 C + 15 Specificatio n = P E + 5* Specificatio ns = P E = billing of maintenance or construction

59 E10 E11 E12 E13 E14 PITS AND QUARRIES Includes records regarding the design, construction and maintenance of all pits and quarries. Includes engineer s reports, assessments, general specifications and correspondence. License/permits see P09 NUTRIENT MANAGEMENT Includes the records regarding the management of livestock and/or crop planning and regulations pertaining to the operations. Control of storing/spreading /using liquid manure on land, near waterways, runoff etc. PRIVATE SEWAGE DISPOSAL SYSTEMS Includes records regarding the design, construction and maintenance of sanitary sewers and septic systems. WATER MONITORING Includes records regarding the routine monitoring of water quality, water quantity, annual reports, and chemical samples collected quarterly (trihalomethanes, nitrate and nitrites), as well as responses to interference with quality or quantity. Also includes monitoring and control of creeks and floods, weeds, noise, erosion, top soil and storm water. Includes H/C records of Ministry of the Environment DW and WW Compliance Inspection Reports, data request items, inspection responses and related documents. Air Quality Monitoring see E05 By-Law Enforcement - see P01. Complaints and Inquiries - see M04 WATER SAMPLING Includes operational checks, weekly and monthly microbiological sampling and testing, chain of custodies, report of analysis adverse samples, notices to Ministry Spills Action Centre and local Health Unit. Includes H/C records Water and Wastewater routine sampling results, CoC and laboratory related communications or documentation (LSN, Scope of Accreditation & Procedures/Requirements). Includes H/C records of Upset Condition and Spill Reports for Wastewater Treatment and/or Collection systems to Ministry of the Environment and local Health Unit. Air Quality Monitoring see E05 By-Law Enforcement - see P01. Complaints and Inquiries - see M04 C + 5* Specificatio n = P C + 5* or expiry of plan + 2 years C + 5* Specificatio ns =P C + 15 C + 15

60 E15 E16 E17 E18 E19 CHEMICAL SAMPLING OF WATER Includes chemical samples collected and tested, inorganic and organics, samples collected and tested every 60 months and lead, sodium and fluoride samples collected and tested annually, and engineer evaluation reports. Lead sampling documents include all Community Lead Sampling Program specific documents and guidance. Air Quality Monitoring see E05 By-Law Enforcement - see P01. Complaints and Inquiries - see M04 BACKFLOW PREVENTION AND CROSS CONNECTION CONTROL Includes records relating to backflow prevention and cross connection control By-law program. Records will include: cross connection surveys, test reports and test results, inspection reports, list of approved and installed backflow prevention devices/assemblies, compliance tracking and notifications; plumbing drawings/schematics; correspondence, forms, copies of work orders, job reports, copies of invoices, fees structures and any other type of media related directly to backflow prevention and cross connection control. ENERGY MANAGEMENT Includes all records relating to the municipality s Energy Management Program. Includes published annual energy plans, copies of utility invoices and consumption profiles, commodity procurement strategies, energy related feasibility studies, audit reports and retro-fit project files and reports and records pertaining to the benchmarking of energy cost and consumption and green house gas emissions. NATURAL HERITAGE Includes records regarding greenlands, municipal forests and forestry including tree by-law preparation and enforcement records. Also includes records relating to the management and preservation of parks, harbours and beaches RENEWABLE ENERGY Includes data, applications, standards, monitoring and reports/studies regarding renewable energy facilities powered and renewed by natural processes (e.g., wind, water, biomass, biogas, biofuel, solar energy, geothermal energy, tidal forces and such other energy sources as may be prescribed by senior governments) and their environmental and public health impacts. C + 15 C + 15 E + 7 E = End of reporting period to which relates E + 3 E = end of designated year C + 50

61 E20 SOURCE WATER PROTECTION Includes Risk Management Official and Inspector appointment certificates and the Risk Management Official s Annual Report, fee schedules for risk management applications, plans, issuing of notices or the acceptance of an assessment.. Also includes modelling analysis, vulnerability assessments, source protection area assessment reports and comments, technical studies and Significant Drinking Water Threat (SDWT) verification surveys Risk Management Plans and/or Assessments - see D03; Prohibition Notices and Orders - P20; Contracts and Agreements - Simple (Not Under Seal) - L14. C + 15 E21 MINISTRY OF THE ENVIRONMENT (MOE) ENVIRONMENTAL COMPLIANCE APPROVALS Includes Environmental Compliance issued by MOE to the municipality for: municipal drinking water systems, municipal & private sewage works and waste disposal sites, air quality, noise, storm-water management, storm sewers, culverts, etc. Cease apply + 2 to

62 FINANCE AND ACCOUNTING F F FINANCE AND ACCOUNTING RETENTION F00 F01 F02 F03 F04 F05 FINANCE AND ACCOUNTING - GENERAL Includes records regarding finance and accounting which cannot be classified elsewhere. Use only if no other heading is available. ACCOUNTS PAYABLE Includes records documenting funds payable by the municipality, such as paid invoices, receipts, copies of cheques issued to pay account, rebates, levies payable, reports, telephone bills and membership fees. Cancelled Cheques - see F07. Employee and council expenses see F09 ACCOUNTS RECEIVABLE Includes records documenting funds owing to the municipality, such as invoices, billing listings, requests from mortgage companies and recoveries reports. Includes correspondence related to tax collection and supporting documentation. Write-offs - see F23. Tax Assessments, Rolls and Tax Arrears - see F22. AUDITS Includes records regarding internal and external financial audits of accounts. Operational audits - see relevant subject. Audited Financial Statements - see Financial Statements, F10. BANKING Includes records regarding banking transactions and relationships with banks. Includes bank reconciliations and deposit records. Banking Statements - see F07. BUDGETS AND ESTIMATES Includes departmental and corporate budgets, both capital and operating. Includes all working notes, calculations and background documentation. Also includes Budget Variances. C + 1 E + 7 E = End of fiscal year E + 7 E = End of fiscal year C + 7 C + 7 C + 7*

63 F06 F07 F08 F09 F10 F11 ASSETS Includes records regarding current and fixed assets. Includes inventories as well as records of initial expenditure, depreciation, amortization, and disposal. Land Acquisition and Sale - see L07. BANK STATEMENTS & CHEQUES Includes all cancelled cheques issued. Also includes cheque requisitions, cheque listings, and supporting documents used to authorize issuance of cheques, N.S.F. cheques and bank statements. Banking - see F04. DEBENTURES AND BONDS Includes records regarding debentures and bonds issued. Includes information regarding the initial issuance of the debenture or bond as well as all records of payments made to investors. Debenture Registers - see Subsidiary Ledgers, Registers and Journals, F14. EMPLOYEE AND COUNCIL EXPENSES Includes travel and meeting expense statements and all receipts submitted by employees or Council and Committee members to substantiate their claims. May include Credit Card information i.e. account numbers and statements etc. May also include employee time sheets combined with travel and expense statements. Attendance - see H01 FINANCIAL STATEMENTS Includes the Balance Sheet, Income Statement and Statement of Source and Application of Funds. Also includes audited financial statements All working notes, calculations and background documentation, see F26. GRANTS AND LOANS Includes records regarding revenue generated in the form of grants-in-lieu, provincial and federal grants, loans and subsidies. Also includes submissions, acknowledgements, and reports. Such as the Road and Farm Tax Rebate, Waste Management Improvement Program etc. E + 7* E = Disposal of asset C + 7 E + 7 E = Debentures surrendered for exchange/ca ncellation E + 7 P E + 7

64 F12 F13 F14 F15 F16 F17 F18 INVESTMENTS Includes records regarding the municipality's investments, term deposits, and promissory notes. JOURNAL VOUCHERS Includes completed journal voucher forms, input forms, and all background documentation used to substantiate journal entries. SUBSIDIARY LEDGERS, REGISTERS AND JOURNALS Includes all subsidiary ledgers, registers, and Journals such as Payment and Receipt Journals, Payroll Registers, and Debenture Registers. Documents and vouchers used to support entries - see relevant subject in this Primary. GENERAL LEDGERS AND JOURNALS Includes all records in the Books of Original Entry. PAYROLL Includes all records of payments of salary, wages and deductions to employees. Includes time sheets, pay lists, Blue Cross reconciliations, T4 Slips and Statistics Canada reports. Also includes honoraria and fees to Council. Payroll Registers - Subsidiary Ledgers, Registers and Journals - see F14. PURCHASE ORDERS AND REQUISITIONS Includes purchase orders and requisitions, blanket orders, and all background documentation authorizing the procurement of goods and services. Quotations and Tenders - see F18. QUOTATIONS AND TENDERS Includes records regarding quotations and tenders obtained from suppliers of goods and services. Includes Requests for Proposal, Invitations to Tender, Proposals, Tender Submissions, Pre-qualifications, and all documentation regarding the selection process. Successful quotations and tenders - see Contracts and Agreements, L04. E + 7 E + 7 E + 7* P E + 7 E + 6 C + 7 Unsuccessf ul bids - retain for 1 year from contract award

65 F19 F20 F21 F22 F23 F24 F25 RECEIPTS Includes receipts issued for payment of items such as licenses, rentals and taxes. RESERVE FUNDS Includes records documenting obligatory and/or discretionary reserve funds such as reserves for working funds, contingencies, future capital projects, and information systems, etc. REVENUES Includes records regarding the generation of revenues other than taxes such as development charges. Accounts Receivable - see F02. Tax Rolls - see F22. TAX ROLLS AND RECORDS Includes taxation records of long term importance, such as assessment rolls, tax sale records, tax sale deeds, property tax registrations, tax arrears register cards and tax collector's rolls. Accounts Receivable - see F02. Mortgage Companies - see F02. Correspondence related to tax issues that are not of a long term importance - see F02. WRITE-OFFS Includes accounts receivable that have been written off as uncollectible. Also includes records of bankruptcies. Accounts Receivable - see F02. TRUST FUNDS Includes records regarding funds established by the municipality for money held in trust, such as bequests, Homes for the Aged Residents and Ontario Home Renewal Program. SECURITY DEPOSITS Includes development deposits, letters of credit, proof of insurance when required and records of monies held as security (ie. bonds). C C + 7 Records related to mortgages must be kept for 10 years. P C + 7 Court services write-offs 37 years E + 7 E = Closure of account T + 6

66 F26 WORKING PAPERS Includes all working notes, calculations and background documentation used to calculate financial statements such as the Monthly Trial Balance. Financial Statements - see F10. E + 7 E = After completion of audit

67 HUMAN RESOURCES - H H HUMAN RESOURCES RETENTION H00 H01 H02 H03 H04 HUMAN RESOURCES - GENERAL Includes records regarding human resources which cannot be classified elsewhere. Use only if no other heading is available. ATTENDANCE AND SCHEDULING Includes records regarding employee attendance, shift scheduling, vacation schedules, hours of work, etc. Individual Time Sheets - see F16. BENEFITS Includes brochures, rates, quotes, correspondence and explanatory documents regarding benefits offered to employees, such as group insurance, dental plans, Canada Savings Bonds, and general information on EHT. Payroll - see F16. EMPLOYEE RECORDS Includes records regarding the employment history of municipal employees. Includes initial resumes and applications, performance evaluations, training reports, correspondence with the employee, and employee assistance. Includes full-time, part-time, student employees and volunteers. Grievances see H14 Harassment see H15 Health & Safety Training - see H04 HEALTH AND SAFETY Includes records regarding the occupational health and safety of staff. Includes accident reports, Workplace Safety & Insurance Board reports and information on health and safety programs for staff. Accidents of the Public - see Incident/Accident Reports, P05. Lost-time reports and claims see H13 C + 1 C + 3* S E + 10* E = date employee ceased to be employed by employer Firefighter employment terms = E + 25 C + 3 Accident reports for construction projects retained 1 year after project completion

68 H05 H06 H07 H08 H09 H10 HUMAN RESOURCE PLANNING Includes records of succession planning, executive placement, retirement programs, staff turnover rates, annual hire/promotion targets, recruitment freezes, employment equity, performance management, and related records. Employee Records - see H03. JOB DESCRIPTIONS Includes job descriptions and specifications as well as background information used in their preparation or amendment. LABOUR RELATIONS Includes records regarding the relationship between labour and management. Includes collective bargaining, correspondence with unions and negotiations. Collective Agreement see L04 ORGANIZATION Includes records regarding reporting relationships, reorganization, organizational analysis, etc. Includes organization charts. Job Descriptions - see H06. SALARY PLANNING Includes records regarding the planning and scheduling of salaries, such as job evaluations, job classification systems, salary surveys and schedules. Also includes any reference material retained regarding issues related to pay equity. Employee Records - see H03. PENSION RECORDS Includes records detailing obligations to individuals under OMERS. Includes pension information of retired personnel, including registration and records. Deductions for pensions see F16 General information on pension plans - H02 Payments made to OMERS - F01 C + 1* S* E + 10* E= Expiry of contract period S* C + 5 E + 40 E= Termination of employee/ beneficiary

69 H11 H12 H13 H14 H15 RECRUITMENT Includes records regarding the recruitment of staff. Includes job postings, copies of advertisements, records regarding competitions and unsuccessful applications. Excludes successful applications see H03 TRAINING AND DEVELOPMENT Includes records regarding courses offered to employees, and information on career and professional development programs. Also includes orientation materials. Employee Records - see H03. CLAIMS Includes records regarding claims to WSIB or insurance carriers for lost-time incidents, accidents, STD or LTD. Non lost-time incidents or accidents - See H04 Hazardous exposure claims see H17 GRIEVANCES Includes records dealing with grievance complaints filed against the municipality such as the initial complaint, investigation, reports and final resolution. Harassment & Violence see H15 HARASSMENT AND VIOLENCE Includes records dealing with harassment and/or violence complaints by or against employees of the municipality. It includes documents such as the initial complaint, investigation, reports and final resolution. Grievances see H14 C + 1* E + 2 E = Date when that particular course ceases to be offered Only courses developed and presented by the Municipality are subject to archival selection E + 40 E = Resolution of claim E + 10 E = Resolution of claim E + 10 E = Resolution of claim

70 H16 H17 H18 H19 H20 CRIMINAL BACKGROUND CHECKS Includes records listing any criminal code convictions that have not been pardoned for all existing and new employees, service providers and volunteers. Also includes annual Criminal Offence Declaration. EMPLOYEE MEDICAL RECORDS HAZARDOUS MATERIALS Includes records of exposure to asbestos and other hazardous materials. EMPLOYEE MEDICAL RECORDS Includes doctor s notes, correspondence, and health reports related to an employee s medical situation DISABILITY MANAGEMENT Includes all records related to occupational and non-occupational injuries and illnesses. Also includes accommodation records related to permanent impairment under the Human Rights Code resulting in permanent accommodation. CONFINED SPACES Includes records relating to the assessment of confined spaces and written plan and procedures for the control of hazards in confined spaces. E + 7 E = date employee ceased to be employed by employer E + 40 or 20 years after last record of exposure T + 3 E + 5 E = day issued or earlier as may be specified by Commission E+1 Longer of: 1 year after the document was created Or: The period necessary to ensure 2 most recent records retained

71 JUSTICE - J J JUSTICE RETENTION J00 JUSTICE GENERAL Includes Court & POA Records which cannot be classified elsewhere. Use only if no other heading is available. C + 4 J01 CERTIFICATES OF OFFENCE (PART I) J02 Includes Court and POA records including Part 1 Certificates of Offence. Part 1 accident and careless driving matters - see J02. INFORMATIONS PART III Includes Court and POA records including all Part 3 Information and Part 1 Certificates of Offence relating to accident and careless driving matters only. C + 2 C + 6 J03 J04 J05 J06 J07 CONTROL LISTS Includes reports from Municipal and Provincial agencies such as Police, M.T.O. and M.N.R. etc. COURT DOCKETS Includes registers of court activity including POA (trial) dockets, Fail To Respond (FTR) dockets and Walk In Guilty (WIG) dockets detailing case dispositions (completed dockets). Also includes statistics on court activities and disposition of fines. TRANSCRIPTS & RECORDS OF COURT PROCEEDINGS Includes records of court proceedings and records relating to exhibit dispositions. Includes tapes and log books. ENFORCEMENTS & SUSPENSIONS Includes records regarding the suspension of licenses issued by Provincial Government agencies and fine collection efforts. Also includes audit reports provided by the provincial database. APPEALS & TRANSFERS Includes records of appeals and of transfers to and from other Courts. Appeals & Hearings (Municipal) L01 C + 4 C + 3 C + 6 C + 8 C + 7

72 J08 J09 STATISTICS Includes reports and other statistical data, including all RICO reports (including ISCUS/Courtroom Utilization Reports). Also includes financial reports regarding write-offs DISCLOSURE Includes information requested by individuals in preparation for court cases. C + 8 C + 6 J10 CERTIFICATES OF CONVICTION (PART 2) Includes Court and POA records including Part 2 - Certificates of Conviction. C + 6

73 LEGAL AFFAIRS - L L LEGAL AFFAIRS RETENTION L00 L01 L02 L03 L04 L05 LEGAL AFFAIRS - GENERAL Includes records regarding legal affairs which cannot be classified elsewhere. Use only if no other heading is available. APPEALS AND HEARINGS Includes all transcripts and related documentation regarding appeals, hearings, and legal proceedings. Includes final judgments. Includes zoning appeals, official plan appeals, and Committee of Adjustment appeals. Also includes orders issued by regulatory bodies and boards. Litigation - see Claims - L02-L03. Harassment & Violence see H15 CLAIMS AGAINST THE MUNICIPALITY Includes all litigation made by other parties against the municipality. Appeals and Hearings - see L01. CLAIMS BY THE MUNICIPALITY Includes all litigation made against other parties by the municipality. Appeals and Hearings - see L01. CONTRACTS AND AGREEMENTS - UNDER BY-LAW Includes all agreements entered into by the municipality which require a bylaw for approval. Includes construction contracts, collective agreements, and subdivision agreements. Also includes agreements regarding easements, encroachments, area ways and laneways. Office Equipment Maintenance Agreements - see L14. Contracts regarding Land - see L07. Insurance Policies - see L06. INSURANCE APPRAISALS Includes appraisals of municipal property for insurance purposes. C + 1 P E + 10 E = Resolution of claim and all appeals E + 10 E = Resolution of claim and all appeals E + 15* E = act or omission on which claim is based took place E + 15* E = After a new appraisal has been done

74 L06 L07 L08 L09 L10 L11 L12 L13 INSURANCE POLICIES Includes municipal insurance policy documents, such as vehicle, liability, theft, and fire insurance. Employee Group Insurance - see Benefits, H02. Third Party Contracts - see Contracts and Agreements, L04. LAND ACQUISITION AND SALE Includes records regarding real estate transactions and conveyance of land such as lot sales, alley closings and allowances whether through voluntary transactions or expropriation. Includes leases, deeds and expropriation plans, purchase letters and appraisals. OPINIONS AND BRIEFS Includes copies of opinions and briefs prepared by the municipality's legal counsel on specific issues and by-laws. PRECEDENTS Includes records regarding judgments and decisions which may affect the municipality's position in actual or potential legal matters. FEDERAL LEGISLATION Includes records regarding bills, acts and regulations enacted by the Parliament of Canada which affect or are of interest to the municipality. PROVINCIAL LEGISLATION Includes records regarding bills, acts and regulations enacted by the Ontario Legislature which affect or are of interest to the municipality. VITAL STATISTICS Includes registers of births, deaths and marriages. Population Statistics - see Demographic Studies - D01. PROSECUTIONS Includes records regarding prosecutions to enforce by-laws and federal and provincial legislation. By-Law Enforcement - see P01. Appeals and Hearings - see L01. P E + 10* E= Property disposition S + 1 S + 1 S + 1 S + 1 P Marriage licences 2 years E + 7 E = Delivery of judgement

75 L14 CONTRACTS AND AGREEMENTS - SIMPLE Includes contracts and agreements which do not require by-law approval, such as equipment rental and service contracts and vehicle lease and purchase agreements. Also includes consents required under The Canadian Anti Spam Legislation (CASL) E + 2* E= Expiry of contract

76 MEDIA AND PUBLIC RELATIONS - M M MEDIA AND PUBLIC RELATIONS RETENTION M00 M01 M02 M03 M04 M05 MEDIA AND PUBLIC RELATIONS - GENERAL Includes records regarding media and public relations which cannot be classified elsewhere. Use only if no other heading is available. ADVERTISING Includes records regarding public advertising in magazines, newspapers, radio, television, and transit. News Releases - see M06. Recruitment - see H11. Elections - see C07. CEREMONIES AND EVENTS Includes records regarding participation in special events, openings, and anniversaries, such as Remembrance Day and Winter Carnival. Also includes records regarding the set-up and running of special events. permit to hold event see P11 CHARITABLE CAMPAIGNS/FUND RAISING Includes records regarding the raising of funds and donations for the municipality, for municipality run programs or for other charitable organizations. This would include the United Way, Cancer Fund, community interest groups, etc. Receipts - see F19. COMPLAINTS, COMMENDATIONS AND INQUIRIES Includes records regarding commendations, requests for information, and very general types of inquiries and general complaints. Also includes concerns about services offered by the municipality, inquiries about council proceedings and congratulatory letters. Accessibility of Records(Freedom of Information) - see A17. Specific Complaints - see appropriate subject. NEWS CLIPPINGS Includes clippings from newspapers, information from journals and other printed media. Clippings used as reference material - see relevant subject. C + 1 C + 1* C + 5* C + 1 C + 1* C + 1*

77 M06 M07 M08 M09 M10 NEWS RELEASES Includes background notes and final versions of news releases issued. Includes messages for inclusion in special event programs. PUBLICATIONS Includes typed manuscripts, artwork, printed copies and related records regarding the publication of tourism information, trade shows, current events, industrial directories, business directories, and maps. May include annual reports of a non-financial nature as well as copies of social networking sites (website, Facebook, etc.) published by the municipality. SPEECHES AND PRESENTATIONS Includes background notes and final versions of speeches, presentations and news conferences given by elected and non-elected officials. Media coverage of speeches/presentations - see News Clippings - M05. News Releases - see M06. VISUAL IDENTITY AND INSIGNIA Includes records regarding the standards which apply to graphic designs in the interest of establishing a Visual Identity Program. Includes logo and letterhead design, signage, flags, vehicle identification, etc. Also includes records regarding corporation insignia and seals of office. WEBSITE AND SOCIAL MEDIA CONTENT Includes snapshots of website content and copies of web pages created by the municipality for general public use. Also includes information on social media sites such as Facebook & Twitter C + 1* S* C + 3* S + 5* S

78 PROTECTION AND ENFORCEMENT SERVICES - P P PROTECTION AND ENFORCEMENT SERVICES RETENTION P00 P01 P02 P03 P04 P05 PROTECTION AND ENFORCEMENT SERVICES - GENERAL Includes records regarding protection and enforcement services which cannot be classified elsewhere. Use only if no other heading is available. BY-LAW ENFORCEMENT Includes records of municipal efforts to enforce bylaws such as parking tickets, order to comply, inspection reports, stop work orders, working notes, correspondence, exhibits, photographs etc. Inspections - see P07-P08. Environmental Monitoring - Industrial/Commercial - see E05. Prosecutions - see L13. Animal Control Enforcement - see P14. Lottery license Enforcement - see P09 DAILY OCCURRENCE LOGS Includes daily occurrences logs maintained by the Chief Building Official EMERGENCY PLANNING Includes records regarding the planning and rehearsal of emergency measures. May also include records of previous disasters including reports, press clippings, etc. HAZARDOUS MATERIALS Includes information and reports on chemicals and substances that pose fire hazards. Also includes records dealing with toxic substances control, transportation and effects. Staff Safety Training - see Health and Safety, H04. Personal exposure - see H17 Manifests - see E07 INCIDENT/ACCIDENT REPORTS Includes vandalism and security incident reports and reports of accidents that occur at recreational facilities and other municipal properties. Security - see A18. Accidents of Municipal Staff - see Health and Safety, H04. Vehicle Accidents - see L02 or L03. C + 1 C + 15* C + 15* S* S + 3 P

79 P06 P07 P08 P09 P10 BUILDING AND STRUCTURAL INSPECTIONS Includes inspection reports such as building, plumbing, fire prevention, and other structural inspections. Also includes inspections of marijuana grow operations after appropriate notification from a police force. By-Law Enforcement - see P01. HEALTH INSPECTIONS Includes health inspection reports conducted or performed by Health & Safety Committee on private, public and commercial properties and Fire Marshall s Inspections. INVESTIGATIONS Includes records of investigation pertaining to law enforcement, traffic accidents, ambulance and fire fighting activities. Bylaw Enforcement see P01 Harassment & Violence see H15 LICENCES Includes records regarding licences administered by or required by the municipality, or required by the province, such as licensing for dog kennels, dogs, liquor, businesses, lotteries and quarries, etc. Marriage Licences - see Vital Statistics - L12. BUILDING PERMITS Includes permits issued to builders, contractors, and residents giving them permission to build or renovate. All other permits - see P11. E + 15 for inspections maintenance and testing related to the fire code S C + 15* E + 2 E = Expiry of licence E + 20 (Drawings, Inspection Reports, File Notes, Specifications, Details, Technical Data) E = Closure of File P = Application, Occupancy or Building Permit, Closure of File Document

80 P11 P12 PERMITS, OTHER Includes applications and copies of permits issued by other government bodies within the municipality as well as permits issued by the municipality giving permission to hold special events, transport oversize loads, erect signs, park on the street, etc. Building Permits - see P10. Encroachment Permits - see D16. Burial Permits see S09 WARRANTS Includes all issued warrants. E + 2 E= Expiry of permit E + 2 E = Execution of warrant P13 P14 P15 P16 P17 CRIMINAL RECORDS Includes all documentation relating to individuals with a history of criminal activity. Investigations see P08 Prosecutions see L13 ANIMAL CONTROL Includes records regarding the control of household pets, strays, livestock and wildlife and livestock evaluation reports. Dog Licenses - see P09. COMMUNITY PROTECTION PROGRAMS Includes records on community protection and crime prevention such as Community Policy, Victim Services Neighbourhood Watch and Block Parents. Records include correspondence and brochures. Also includes video surveillance footage. EMERGENCY SERVICES Includes records regarding police, land ambulance, fire and rescue services. EMS INCIDENT AND IMPACT REPORTS Records associated with emergency medical services incident reporting. E + 5 E = Occurrence/ investigation closed or disposition of charge E + 2 E = date animal was last in the pound S + 2* S + 2 S + 5

81 P18 P19 P20 EMS ACCIDENT REPORTS Records associated with emergency medical services accident reporting EMS STATISTICS Records associated with statistical reporting of accidents involving emergency medical services, traffic and work-related issues PROHIBITIONS & NOTICES Includes prohibition orders, notices and correspondence related to prohibition under regulations such as Source Drinking Water Protection. May also contain building code applications denied because of prohibition. S + 5 S + 2 E + 15 E = Issuance of order, notice or correspondence

82 RECREATION AND CULTURE - R R RECREATION AND CULTURE RETENTION R00 R01 R02 R03 R04 R05 RECREATION AND CULTURE - GENERAL Includes records regarding recreation and cultural services which cannot be classified elsewhere. Use only if no other heading is available. HERITAGE PRESERVATION Includes records regarding heritage and historical development, including designations of buildings, districts, and cemeteries. Original By-Laws - see By-Laws, C01. LIBRARY SERVICES Includes circulation lists, recommendations for additions to library collections, information searches, inter-library loan requests and more general records regarding the operation of libraries. May include subscription renewals of magazines and receipts from book sales. MUSEUM AND ARCHIVAL SERVICES Includes registers of holdings, museum programming, activity reports, historical society holdings, archival operations, conservation information and related records. Record Centre Operations - see A10. PARKS MANAGEMENT Includes correspondence, descriptions, reports and other records dealing with the management design, set-up, landscaping and maintenance of specific municipal parks. Includes maps and plans. Also includes information dealing with maintenance of playground equipment. Building and Property Maintenance see A20 RECREATIONAL FACILITIES Includes correspondence, descriptions, reports and other records dealing with the management, operation and design of specific municipal recreational facilities, such as arenas, rinks, pools, and fitness centres. Includes floor plans, architectural and engineering drawings. More specific information is filed by subject. Facilities Construction - see A19. Building and Property Maintenance - see A20. C + 1 E* E = Removal of designation C + 5 C + 1* C + 15* Playground equipment maintenance = P C + 15 As builts = until superseded

83 R06 RECREATIONAL PROGRAMMING Includes correspondence, applications, registrations and general information regarding the development and delivery of recreational programs to the community such as youth, sport and fitness, adult education, crafts and other programs. C + 1*

84 SOCIAL AND HEALTH CARE SERVICES - S S SOCIAL AND HEALTH CARE SERVICES RETENTION S00 S01 S02 S03 S04 SOCIAL AND HEALTH CARE SERVICES - GENERAL Includes records regarding social and health care services provided to individual residents which cannot be classified elsewhere. Use only if no other heading is available. CHILDREN S DAY NURSERY SERVICES Includes general program information regarding childcare programs such as municipal and private day care and day nursery services. Also includes general resource information used in counselling children and parents involved in these programs as well as records regarding drinking water testing and fire drills. Medical Records - see S06. ELDERLY ASSISTANCE Includes general program information regarding programs intended to improve the quality of life for senior citizens such as home care, housing and transit subsidies. Includes any homes for the aged as well as general resource information used in counselling seniors considering moving to homes for the aged. May include Indigent Elderly Patient reports. Also included Meals on Wheels program. Homes for the Aged Residents - see S03. LONG TERM CARE FACILITY RESIDENTS Includes records regarding individual residents of homes for the aged. General program information - see S02. SOCIAL ASSISTANCE PROGRAMS Includes general program information regarding social assistance programs available to residents. Also includes general resource information used in counselling recipients of social assistance and information pertaining to Employment Support Programs and Community Support Services. Also includes records regarding subsidized housing. Ontario Works Case Records see S05. C + 1 E + 2 C + 7 E + 10 E = Last date of entry C + 10

85 S05 S06 S07 S08 S09 S10 ONTARIO WORKS CASE RECORDS Includes records regarding individual social assistance recipients. May include Income Reporting Cards. General program information see S04. MEDICAL CASE RECORDS Includes case records regarding communicable diseases, venereal diseases, dental care, maternal care, etc. CHILDREN S SERVICES Includes general program information regarding programs benefiting developmentally handicapped children, abused children and other children s programs. Also includes general resource information used in counselling children and parents involved in these programs. May include CAS (Children s Aid Society) records as well. Medical records see S06. Day care programs see S01. PUBLIC HEALTH Includes records regarding public health programs such as health and safety education, school health programs, family planning and disease control including immunization. CEMETERY RECORDS Includes burial permits, maps, plot ownership records, interment registers, and indexes for municipal cemeteries and abandoned cemeteries. Building and Property Maintenance - see A20 DAY CARE NURSERY RECORDS Application for enrolment, child s name, home address, date of birth, names, addresses, phone numbers of parents, place at which they can be reached, etc. Handicapped children - see S07. E + 5 E + 1 C + 3 C + 5 P Burial permits = 2 E + 3 E = Date last participated

86 TRANSPORTATION SERVICES - T T TRANSPORTATION SERVICES RETENTION T00 T01 T02 T03 T04 T05 TRANSPORTATION SERVICES - GENERAL Includes records regarding transportation which cannot be classified elsewhere. Use only if no other heading is available. ILLUMINATION Includes records and studies regarding the installation and repair of equipment used to illuminate roads such as street lights, pedestrian crossover lights, etc. Also includes records on power consumption. PARKING Includes records and studies regarding municipal parking issues such as handicapped parking, lot and garage operations, fire routes and employee parking. PUBLIC TRANSIT Includes records regarding public transit systems. Includes schedules, routes, maps and similar information. Also includes project records regarding the construction of bus shelters and similar facilities, route administration and planning, fare policies, intergovernmental transit co-ordination and access for the disabled. ROAD CONSTRUCTION Includes records and studies regarding construction projects on roads. Includes the construction of new roads and major improvements to existing roads, such as resurfacing, widening, bridges, etc. Design and Planning - see T05. Routine maintenance and minor improvements to road systems - see Road Maintenance, T06. ROAD DESIGN AND PLANNING Includes estimates, studies and other records regarding the design and planning of specific road construction projects. Also includes design of curbs and sidewalks, cycle ways, footpaths, walkways, etc. C + 1 T + 6 E= Removal of the equipment Specificatio ns = P E + 6 E= Closure of lot or space E + 1* E= Closure of route/ shelter/ stop E + 1* E = Project finished Specificatio ns = P E + 1* E = Project finished Specificatio ns = P

87 T06 T07 T08 T09 T10 T11 ROAD MAINTENANCE Includes records and studies regarding the inspection and maintenance of roads. Includes the installation of culverts, minor repairs to the road surfaces, curbs and side-walks, cycle-ways, footpaths, walkways, etc. Also includes grading, ploughing and sanding of roads, and snow removal and cleaning. SIGNS AND SIGNALS Includes records and studies regarding the manufacture and installation of signs and signals. Visual Identity Program - see M09. TRAFFIC Includes records and studies regarding the flow of traffic on roads. Includes intersection drawings, pedestrian crossovers, crossing guards, traffic counts, accident statistics and related records. Also includes temporary road closures for special events. ROADS AND LANES OPENINGS/CLOSURES Includes records on roads and lanes closed on a permanent or regular basis. Records include reports, appraisals, correspondence and district court applications. As well as records related to requests to open road and street allowances. Temporary road closures - see Traffic, T08. Land Sales - see Land Acquisition and Sale, L07. Road Closing By-Laws - see C01. FIELD SURVEY/ROAD SURVEY BOOKS Includes engineering field survey notes as well as books. BRIDGES Includes estimates, studies and other records regarding projects specifically for bridge construction, also includes bridge repairs and maintenance. E + 15* E = Project finished Specificatio ns = P E + 1 E = Removal of sign/signal E + 1* E = Project finished Temporary road closures 2 years E + 1* E = Project finished E + 1* E = Project finished E + 15* E = Project finished Specificatio ns = P

88 VEHICLES AND EQUIPMENT V V VEHICLES AND EQUIPMENT RETENTION V00 V01 V02 V03 V04 V05 VEHICLES AND EQUIPMENT - GENERAL Includes records regarding vehicles and equipment which cannot be classified elsewhere. Use only if no other heading is available. FLEET MANAGEMENT Includes records of all vehicles currently leased or owned, operated and maintained by the municipality. This includes vehicle history files, and vehicle maintenance, registration and disposal. Insurance Policies - see L06. Accident Claims - see L02, L03. Leases/Contracts - see L14. MOBILE EQUIPMENT Includes records regarding mobile equipment used in conjunction with vehicles. Also includes maintenance and history files on equipment such as generators, pumps, snow-blowers, sanders, etc. TRANSPORTABLE EQUIPMENT Includes records regarding transportable equipment used by the municipality. Also includes maintenance and history files on equipment such as lawnmowers, hoses, weed-eaters, drills, and rescue equipment. PROTECTIVE EQUIPMENT Includes records regarding protective equipment used by the municipality. Also includes maintenance and history files on equipment such as breathing apparatus, breathing tanks, down alarms, etc. Uniforms and Clothing - see A14. ANCILLARY EQUIPMENT Records regarding fixed equipment, which is non-vehicle and non-office in nature. Includes equipment such as appliances, water heaters, garbage compactors, furniture (non-office), industrial shredders etc. Includes correspondence, equipment user and procedural manuals, warranty, maintenance and history records. Includes setup tests and manuals. C + 1 E + 2 E = termination of lease) Daily Inspection Logs = 2 years from last entry E + 1 E = Disposal of Equipment E + 1 E = Disposal of Equipment E + 1 E = Disposal of Equipment E + 1 E = Disposal of Equipment Set-up tests = until superseded

89 Back to Agenda List 10.e.i TOWNSHIP OF BLANDFORD-BLENHEIM Agenda Item To: Members of Council From: Denise Krug, Director of Finance Reviewed By: Rodger Mordue Date: October 12, 2016 Subject: Asset Management Plan Expansion funding Council Meeting Date: October 19, 2016 Report #: TR Recommendation: That Report TR be received as information; And further that the 2016 expense for the Asset Management Plan Phase II ($17,808 including unrecoverable HST) is to be taken from the Property Tax Stabilization Reserve. Background: The Federal Gas Tax Fund agreement, renewed in 2014 and administered by the Association of Municipalities of Ontario (AMO), stipulates that Ontario s municipalities must complete another Asset Management Plan (AMP) by December 31, Ontario's communities were required to complete an AMP in 2013 that included their core infrastructure assets - roads, bridges, water and wastewater. For the Township of Blandford-Blenheim, Phase I of the plan was completed by The Public Sector Digest Inc. in December of In 2016, municipalities must include all eligible Gas Tax spending categories in their AMP, regardless of how the municipality plans to spend its Gas Tax money. This includes all buildings, facilities, vehicles and equipment. A more comprehensive AMP will allow municipalities to better plan for optimal infrastructure maintenance and rehabilitation across all asset categories, while also providing the province with a clearer picture of the value, condition, and replacement cost of all municipally-owned assets. The Public Sector Digest Inc. has provided a quote to perform this service once again. Analysis/Discussion: The Asset Management Plan Phase II must be completed by December 31, 2016, in order to meet the requirements of the Federal Gas Tax Fund agreement. The estimate to complete

90 Report TR October 19, 2016 Phase II of the Asset Management Plan, received from The Public Sector Digest Inc. is for $17,500, which was not included in the 2016 budget. The Property Tax Rate Stabilization Reserve could be used to fund this expense as it does quality. Currently, the balance in the tax stabilization reserve is $253, or 10.79% which is slightly above the 5 10% range required under the policy. Using the parameter approved in policy TR-04, the PTRS Reserve Fund should fall within the range shown below at the end of If the Asset Management Plan Phase II expense is paid from this Property Tax Rate Stabilization Reserve, the balance will be left at $235,682.68, or 10.03%, still above the range required at the end of Property Tax Rate Stabilization (PTRS) Reserve Fund 5% Minimum $117, % Minimum $235, Financial Considerations: The Public Sector Digest Inc. quoted the amount of $17,500 to complete the Asset Management Plan Phase II. Further to Report TR16-05, the recommendation would be to utilize the Property Tax Stabilization Reserve to fund this operational expense as it was not identified in the 2016 budget. This type of expense would qualify for funding from this reserve as it is a one-time, non-recurring expenditure contained within the operating budget. Attachments: The Public Sector Digest Inc. quote for the Asset Management Plan Phase II Respectfully submitted by: Denise Krug Director of Finance/Treasurer

91 Public Sector Digest Inc. Asset Management Plan Phase II T H E P U B L I C S E C T O R D I G E S T I N C F U L L A R T O N S T R E E T, S U I T E , L O N D O N, O N T A R I O N 6 A 5 P 3 P H O N E : ( ) F A X : ( ) Asset Management Plan Phase II Township of Blandford-Blenheim July 28, 2016 Confidential Page 1

92 Public Sector Digest Inc. Asset Management Plan Phase II Public Sector Digest Order Form CLIENT: Township of Blandford-Blenheim DATE: July 28, 2016 REGIONAL DIRECTOR: Gabe Metron ACCOUNT MANAGER: n/a CONTACT: Denice Williamson TEL: ext. 225 Qty Description List Price CityWide Software Annual Support & Web Hosting Professional Services Asset Management Plan Phase II Additional Categories. -Include categories such as buildings and facilities, land improvements, vehicles, and equipment (Compile State of Infrastructure, Levels of Service, Asset Management Strategy, and Financial Strategy) -Re-work existing asset inventories to include information on components (HVAC, electrical, plows, etc. where applicable) -Include and update conditions and replacement costs for infrastructure categories from original AMP. - Revise entire AMP and financial strategies to encompass all categories into one document. $14, $3, TOTAL $17, Confidential Page 2

93 Public Sector Digest Inc. Asset Management Plan Phase II Terms of Payment The Enterprise License Fee and/or Professional Services will be invoiced in four equal monthly amounts. The first payment is due upon execution of this Project Charter with the balance of payments due net 30 days from the date of invoicing. Taxes are extra where applicable. (HST,GST,State) PSD expenses including airfare, mileage, accommodation, meals, and ground transportation are extra where applicable and subject to prior written approval by the Client. Term of Agreement This agreement shall be effective as of the date first executed by an authorized signing officer of the Client and shall last three hundred and sixty five (365) days. Authorization This proposal shall be deemed to have come into force when executed by representatives authorized to bind the respective corporations; Township of Blandford-Blenheim and The Public Sector Digest Inc. Terms and Assumptions Accepted BETWEEN: Township of Blandford-Blenheim The Public Sector Digest Inc. 47 Wilmot Street South, Box Fullarton Street, Suite 1410 Drumbo, ON, N0J 1G0 London, Ontario, N6A 5P3 By: (Print Name) (Signature) (Date) By: (Print Name) (Signature) (Date) Confidential Page 3

94 Back to Agenda List 10.f.i TOWNSHIP OF BLANDFORD-BLENHEIM Agenda Item To: Members of Council From: Rodger Mordue, CAO/Clerk Reviewed By: N/A Date: October 13, 2016 Subject: Poland Garden Suite Agreement Report #: CAO Council Meeting Date: October 19, 2016 Recommendation: That Report CAO be received as information; and, That the Mayor and Clerk be authorized to sign a Garden Suite agreement with the owner of the property located at Brant-Oxford Road (Bruce Poland). Background: At the October 5, 2016 meeting of Council a Public Meeting was held to hear an application for zone change to allow for the placement of a garden suite on property located at Brant- Oxford Road. The application was granted by Council. Analysis/Discussion: Prior to the placement of the garden suite on the property there is a requirement for the owner to enter into an agreement with the Township to allow for this temporary use. The agreement spells out the general terms, conditions and time limits that must be adhered to. An agreement has been drafted and has been signed by Bruce Poland, the owner of the property. Once the agreement has been signed by the Township and the appeal period lapses the owner will be able to apply for a building permit. A copy of this agreement is attached. Financial Considerations: The Township s Fee s and Charge s By-law lists a deposit fee of $1,000 for a garden suite agreement. This is a refundable fee that is in place to ensure that the conditions of the agreement are adhered to.

95 Attachments: - Poland Garden Suite agreement Respectfully submitted by: Rodger Mordue CAO/Clerk

96 THIS AGREEMENT made in duplicate this day of October, BETWEEN: - and - BRUCE POLAND herein called the Owner of the First Part; THE CORPORATION OF THE TOWNSHIP OF BLANDFORD-BLENHEIM, herein called the Township of the Second Part; WHEREAS the Owner represents that he is the owner of land consisting of 23.2 hectares (57.3 acres), in Part of Lot 1, Concession 1, (Blenheim), Part 1, 41R-8291 municipally known as Brant-Oxford Road. AND WHEREAS Section 39 of The Planning Act, R.S.O. 1990, Chapter P.13, and amendments thereto, provides that a garden suite may be installed as a temporary use for a maximum period of ten years. AND WHEREAS By-law Number was enacted by the Township of Blandford- Blenheim on October 5, 2016, rezoning the lands to allow a garden suite as a permitted use on the said lands. AND WHEREAS Section of The Municipal Act, R.S.O. 1990, Chapter M.45, and amendments thereto, provides the authority for Council to enter into an agreement with any persons in respect to a garden suite. NOW THEREFORE in consideration of the mutual covenants contained herein, the parties hereto agree as follows: 1) For the purpose of this Agreement Garden Suite shall mean a one-unit detached residential structure, containing bathroom and kitchen facilities, that is ancillary to an existing residential structure and that is designed to be portable. 2) The garden suite shall be placed to on the north side of the property and shall comply with the zone requirements of the General Agricultural Zone (A2). 3) The garden suite shall not exceed one storey in height and shall have a maximum main floor area of m² (1,500 sq.ft.). 4) The garden suite and appurtenants thereto shall comply with the requirements of The Ontario Building Code, The Ontario Plumbing Code, the Oxford County Board of Health and with all applicable Provincial regulations and by-laws of the Township. 5) The garden suite may be occupied by the following person or persons and by no other person or persons: OCCUPANTS OF GARDEN SUITE RELATIONSHIP TO OWNER

97 Bruce Poland Owner 6) The garden suite may be occupied by the person or persons names in Paragraph 5 hereof for a period of ten (10) years commencing October 5, 2016 and ending October 5, ) Upon expiry of the ten (10) year period referred to in Paragraph 6 hereof or upon the garden suite s ceasing to be occupied by the person listed in Paragraph five (5) hereof, the owners shall within three (3) months remove the Garden Suite from the said land or cause it to be removed. 8) The Owners shall deposit with the Township the sum of one thousand dollars ($1,000.00) to be held by the Township as security for the performance of this agreement. 9) In the event that the Township is required to take action against the owners or do any thing in order to ensure compliance with this Agreement, the costs incurred by the Township in so doing shall be deducted from the said deposit. 10) Upon removal of the Garden Suite from the said land the balance of the deposit remaining (exclusive of interest) shall be returned to the Owners. 11) This Agreement shall ensure to the benefit of and be binding upon the parties hereto and their respective heirs, executors, administrators, successors and assigns. IN WITNESS WHEREOF the parties have executed this Agreement. Signed, Sealed and Delivered in the Presence of: OWNER WITNESS BRUCE POLAND THE CORPORATION OF THE TOWNSHIP OF BLANDFORD- BLENHEIM MARION WEARN, MAYOR

98 RODGER MORDUE, CAO/CLERK

99 Back to Agenda List 10.f.ii TOWNSHIP OF BLANDFORD-BLENHEIM Agenda Item To: Members of Council From: Rodger Mordue, CAO/Clerk Reviewed By: N/A Date: October 13, 2016 Subject: Request for support Non- Rooftop Solar project Report #: CAO Council Meeting Date: October 19, 2016 Recommendation: That Report CAO and report CASPO be received as information. OR WHEREAS capitalized terms not defined herein have the meanings ascribed to them in the FIT Rules, Version 5.0. AND WHEREAS Ontario Inc. (the Applicant ) proposes to construct and operate a Non-Rooftop Solar project (the Project ) on (the Lands ) in the Township of Blandford-Blenheim under the Province s FIT Program; AND WHEREAS the Applicant has requested that Council of the Township of Blandford- Blenheim indicate by resolution Council's support for the construction and operation of the Project on the Property; AND WHEREAS pursuant to the FIT Rules, Version 5.0, Applications whose Projects receive the formal support of Local Municipalities will be awarded Priority Points, which may result in the Applicant being offered a FIT Contract prior to other Persons applying for FIT Contracts; NOW THEREFORE BE IT RESOLVED THAT Council of the Township of Blandford-Blenheim supports the construction and operation of Project on the Lands. This resolution's sole purpose is to enable the Applicant to receive Priority Points under the FIT Program and may not be used for the purpose of any other form of municipal approval in relation to the Application or Project or any other purpose. AND

100 WHEREAS capitalized terms not defined herein have the meanings ascribed to them in the FIT Rules, Version 5.0. AND WHEREAS Ontario Inc. (the Applicant ) proposes to construct and operate a Non-Rooftop Solar project (the Project ) on (the Lands ) in the Township of Blandford-Blenheim under the Province s FIT Program; AND WHEREAS the Applicant has requested that Council of the Township of Blandford- Blenheim indicate by resolution Council's support for the construction and operation of the Project on the Property; AND WHEREAS pursuant to the FIT Rules, Version 5.0, Applications whose Projects receive the formal support of Local Municipalities will be awarded Priority Points, which may result in the Applicant being offered a FIT Contract prior to other Persons applying for FIT Contracts; NOW THEREFORE BE IT RESOLVED THAT Council of the Township of Blandford-Blenheim supports the construction and operation of Project on the Lands. This resolution's sole purpose is to enable the Applicant to receive Priority Points under the FIT Program and may not be used for the purpose of any other form of municipal approval in relation to the Application or Project or any other purpose. Background: A request has been received from Compass Energy Consulting on behalf of Solar Flow- Through Funds for Council support, in the form of a resolution, to construct two non-rooftop power installations at Township Road 9. The applicants for these projects are Ontario Inc. (Project # 1) and Ontario Inc. (Project # 2). Analysis/Discussion: The request for support received is for 2 ground mounted solar projects. Council has dealt with solar installation in the past but they have been rooftop projects. Since these proposals differ from what has been dealt with in the past staff have asked County Planning to review the proposals and provide comment. Report CASPO is attached. The applicant s agent has also provided a package to accompany their request. This has been attached to this report. As well, the applicant s agent will be in attendance at the October 19, 2016 Council meeting to present the proposal and to answer any questions that may arise. Financial Considerations:. N/A Attachments: - Report CASPO PowerPoint presentation package from Compass Energy Consulting

101 Respectfully submitted by: Rodger Mordue CAO/Clerk

102 Report No: CASPO COMMUNITY AND STRATEGIC PLANNING Council Date: October 19, 2016 To: Mayor and Members of Township of Blandford-Blenheim Council From: Rebecca Smith, Development Planner, Community and Strategic Planning Renewable Energy Proposals Non-Rooftop Solar Project Request for Municipal Support DISCUSSION Background Solar Flow is seeking to obtain Council s support to construct a small ground-mounted solar facility with a proposed contract capacity of 500kW or less, on two abutting properties located between Township Road 9 and Highway 401, west of Blenheim Road. Projects of this scale are required to register in the streamlined Environmental Activity and Sector Registry (EASR), under the Environmental Protection Act (Reg 350/12). This is an alternative regulatory process for eligible renewable energy projects. Renewable Energy Approval (REA), which is typically required for larger renewable energy projects such as wind turbines, is not required for projects of this size. To encourage and promote greater use of renewable energy sources, applicants are eligible to participate in the Feed-In Tariff (FIT) Program administered by the Independent Electricity System Operator (IESO). In this case, Solar Flow proposes to obtain approval from the IESO to participate in the FIT Program, which will allow for the proposed solar project to connect to the existing electrical distribution system. Approval is required from the IESO prior to registration in the Environmental Activity and Sector Registry (EASR). The IESO awards priority points to ground-mounted solar projects supported by Council through formal resolution. Council support may result in the applicant being offered a FIT Contract prior to other applicants. In this respect, Solar Flow is requesting that Council pass a resolution offering support for the construction and operation of the proposed project. It should be noted that the Green Energy Act exempts such renewable energy proposals from certain planning instruments under the Planning Act, including the County Official Plan, Township Zoning By-law and Township Site Plan Control By-law.

103 Report No: CASPO COMMUNITY AND STRATEGIC PLANNING Council Date: October 19, 2016 LOCATION: The subject lands are described as Part Lots 8 & 9, Concession 9 (Blenhiem), Township of Blandford-Blenheim. The lands are located between Township Road 9 and Highway 401, west of Blenheim Road and are municipally known as Township Road 9. COUNTY OF OXFORD OFFICIAL PLAN: Schedule B-1 Township of Blandford-Blenheim Land Use Plan Agricultural Reserve OXFORD NATURAL HERITAGE STUDY: Proposed Significant Woodlands TOWNSHIP OF BLANDFORD-BLENHEIM ZONING BY-LAW : North Property: South Property: General Agricultural Zone (A2) Limited Agricultural Zone (A1) PROPOSAL: The solar project is proposed to be located on two abutting properties north of Township Road 9. As indicated by the applicant, each facility will cover no more than 3 ha (7.4 ac) of each property. Both facilities will also be located on the east side of the lands, as shown on Plates 3 & 4. The northerly property, zoned A2, comprises approximately 20 ha (49.6 ac) and currently contains a barn and accessory single detached dwelling. The southerly property, zoned A1, comprises approximately 9.6 ha (23.8 ac) and currently contains a single detached dwelling. Plate 1, Existing Zoning & Location Map, shows the location of the subject lands and the existing zoning in the immediate vicinity. Plate 2, Aerial Map (2015) with Existing Zoning, provides an aerial view of the subject lands and surrounding area. Plate 3, South Site Layout, shows the location of the proposed solar facilities on the subject lands. Plate 4, North Site Layout, shows the location of the proposed solar facilities on the subject lands. FIT PROGRAM ELIGIBILITY: Generally, ground-mounted solar projects are not permitted on properties that are partially or wholly on prime agricultural lands comprising of Canada Land Inventory (CLI) Class 1, Class 2, Page 2 of 4

104 Report No: CASPO COMMUNITY AND STRATEGIC PLANNING Council Date: October 19, 2016 or Class 3 soils or Specialty Crop Areas. The subject properties are located on prime agricultural lands comprising of CLI Class 4 soils. Such projects are also not permitted on agricultural lands that abut residential lands or, on lands zoned to permit a residential use, with the exception of lands where the residential use is ancillary to an agricultural use. In this case, the property located directly north of Township Road 9 is zoned Limited Agricultural Zone (A1), which permits a single detached dwelling without being ancillary to an agricultural use. In light of this, the property is classified as a residential property, which would not appear to meet the eligibility criteria for a non-rooftop solar facility. While the northerly property is zoned General Agricultural Zone (A2) and is considered an exempt residential property, it abuts the A1 zoned property, which is considered a residential property. As previously noted, the FIT guidelines indicate that a solar facility is not permitted on agricultural lands abutting a residential property. As such, this property also does not appear to meet the eligibility criteria for a non-rooftop solar facility. It should be noted that solar facilities are permitted on rural-residential lands. This includes areas that are considered Rural Lands as defined in the 2014 Provincial Policy Statement, that, for clarity, excludes Prime Agricultural Areas and Settlement Areas, and properties where residential uses and at least one other type of use are permitted to be the principal use. In this case, as both properties are located in a Prime Agricultural Area, this exemption also does not apply. For Council s information, Staff are not given an opportunity to qualify the above noted eligibility criteria. As such, regardless of the residential land use restrictions, the applicant may obtain a Land Use Restriction Exemption Resolution from Council that would permit the proposed nonrooftop solar project on the identified properties. This resolution overrides the eligibility criteria contained in the FIT guidelines and replaces the zoning compliance form that is typically submitted for projects that meet the residential land use requirements. This resolution will be required at a later date, should Council be favorable of the proposed location. EASR ELIGIBILITY: Once a FIT contract is approved by the IESO, the project is required to be registered in the Environmental Activity and Sector Registry (EASR). To register the project, the facility must be: Setback a minimum of 15 m (49.2 ft) from each property line; Not have any noise generating equipment with a sound power level greater than 90 decibel; Not exceed 3 ha (7.4 ac) if located on lands used for farming purposes; Setback a minimum of 30 m (98.4 ft) from any water body; and, Not located within 250 m (82.2 ft) of an archaeological site identified by the Ministry of Tourism, Culture and Sport. In light of the above, the applicant has indicated that the project will be located 20 m (65.6 ft) from each lot line and will cover no more than 3 ha (7.4 ac) of each property. The nearest water body, being the Nith River, is also more than 30 m (98.4 ft) to the east and there does not appear to be any archaeological sites in close proximity to the subject lands. Page 3 of 4

105 Report No: CASPO COMMUNITY AND STRATEGIC PLANNING Council Date: October 19, 2016 Conclusion Notwithstanding the foregoing, the IESO determines whether the proposed solar facility is eligible to participate in the above noted FIT program. Council support only provides the applicant with priority points for consideration in the FIT program. Approvals are required from the IESO and Ministry of Environment and Climate Change. Further, as the proposed project does not meet the residential land use restrictions of the FIT program, the applicant is required to obtain a Land Use Restriction Exemption Resolution from Council in support of the proposed location. RECOMMENDATION That the Council of the Township of Blandford-Blenheim receive Report No. CASPO as information. SIGNATURES Authored by: original signed by Rebecca Smith, Development Planner Approved for submission: original signed by Gordon K. Hough, RPP, Director Page 4 of 4

106 Plate 1 - Existing Zoning & Location Map Solar Flow - Non-Rooftop Solar Facility Proposal Part Lots 8 & 9, Concession 9 (Blenheim), Township of Blandford-Blenheim Legend Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Credit Valley Railway Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line North Property Highway Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) South Property Township Road 9 Blenheim Road Notes NAD_1983_UTM_Zone_17N 1,024 Meters This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey October 3, 2016

107 Plate 2 - Aerial Map (2015) with Existing Zoning Solar Flow - Non-Rooftop Solar Facility Proposal Part Lots 8 & 9, Concession 9 (Blenheim), Township of Blandford-Blenheim Legend Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) North Property Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Highway 401 South Property Township Road NAD_1983_UTM_Zone_17N Zoning (Displays 1:16000 to 1:500) 512 Meters Notes Credit Valley Railway This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey October 3, 2016

108 Proposed Site Plan Legend

109 Proposed Site Plan Legend

110 Municipal Council Support Resolution Information Package 1

111 Overview Solar Flow Through is actively developing projects across Ontario. Small FIT solar PV projects of up to 500kW on rooftop and non-rooftop Ontario FIT Program provides priority for projects with municipal council support resolution Standard Template resolution provided Provincial project guidelines meet or exceed municipal regulations Non-rooftop projects must be located; on CLI class 4-7 lands (non-prime agricultural), and; on Rural Residential lands (according to Provincial Policy Statement) Environmental Activity Report required before Notice To Proceed granted by IESO Standard Lease agreement includes full decommissioning & remediation at end of life Solar Flow Through is requesting a municipal council support resolution in support of non-rooftop solar PV For the sole purpose of obtaining priority points for the FIT program

112 Solar Lease Overview Professional project development, and third-party ownership No landlord investment required Safe operations & maintenance, with reliable returns A portion of the project s income provides the lease payment Underutilized property is put to work, ideal for: Buffer lands Landfill sites Idle pastures Unused quarries Brownfields Lease payments are supported by the Independent Electricity System Operator Electric Grid Solar Energy Landlord IESO Lease Payment 3 Solar Flow Through Fund Monthly payments for solar energy

113 About Solar Flow Through Funds An Innovative Investment Vehicle for the Renewables Sector Vision to build Solar Flow-Through Funds into a leading supplier of renewable energy in Canada. Track record of success with a diverse portfolio. Projects provide clean, renewable energy to communities while offering land owners and institutions long-term income from energy generation. 4

114 FIT Program The Feed-in Tariff program offers fixed pricing for renewable energy over 20-years Contract with the Independent Electricity System Operator. FIT program scheduled to terminate after 2018 Minister of Energy directive to Independent Electricity System Operator (IESO) April, MW of renewable energy contracts on offer Priority assigned to municipal sites Municipal council support resolution prioritized Municipally hosted projects receive additional priority No direct involvement is required by the Landlord 5

115 Process Land Lease IESO Application Engineering, Design & Approvals Commercial Operation Decomissioning Put underused land to use. Technical assessments IESO application preparation Pending siting and permitting requirements, Compass will exercise a 20-year lease. Proven process ensures application success. Emphasis on maximum priority points. Municipal Support First Nation Partners Community co-operative partners IESO contract award Construction is planned with landuse in mind. Landlord consultation; System layout Construction schedule System design Construction approvals Local electrical grid connection occurs along existing lines and connection points. Remote monitoring Annual maintenance Panel washing Grass cutting Electrical inspections Equipment is removed Land fully remediated Opportunity for re-comissioning Re-negotiation of lease Successful developments require up to three years. 6

116 Solar Equipment High-quality components 25-year warranty Best in class performance Uncompromising security Safety fence & visual screen Inverters are inaudible Solar ground-mount racking structure Development Model Solar Flow Through handles all development responsibilities and costs: The Landlord hosts the solar project and receives a monthly lease income Solar Flow Through finances, develops, designs and installs system Long-term Investors of Solar Flow Through own the asset Operations & Maintenance (O&M) remote monitoring kw (AC) pad-mount central inverters

117 Financial, Social & Environmental Benefit Municipal, First Nations, and/or Co-operative ownership Economic returns delivered to local community Broad social engagement & support Public consultation Project introduction to all neighbours Project information to be provided to all abutting properties throughout development Stable energy costs Fixed-price contracts allow for clear provincial energy costs long into the future Offsets nuclear, natural gas, and transmission line construction Distributed energy provides electrical grid support, intelligence, and resilience Typical emissions offset of 315 tons of CO2 annually comparable to preserving over 300 acres of mature forest. Financial, Social, and Environmental benefits produce a triple bottom line. 8

118 Local Benefits Total investment over $1.5M per project ~ 50% of costs would be locally sourced labour and supplies Long-term ownership by community, municipalities and first nations High skill, green collar jobs Construction Civil Works Mechanical Installation Electrical connection Landscaping 20+ years of operation & maintenance Diversified income for rural communities Demonstrates local commitment to sustainable development 9

119 Regulatory Oversight Ontario Ministry of Energy Independent Electricity System Operator Ontario Ministry of Environment Ontario Ministry of Agriculture, Food and Rural Affairs Municipal Zoning Bylaws Local Conservation Authorities Electrical Safety Authority Local Electrical Distribution Company MINISTER OF ENERGY directive 130 MW application window to open in Q MW of renewable energy contracts per year for the next 2-years Priority assigned to Municipal, First Nations, and/or community owned projects Municipal council support resolution prioritized Municipally hosted projects receive additional priority 10

120 System Design Each installation is designed for local conditions and requirements. Preference to ballasted foundations No ground penetration requirements No disturbance to soils, vegetation nor drainage 24/7 security monitoring Security fence, and visual screening barrier 11 ESA (Electrical Safety Authority) certification Building code and relevant local construction regulations Regular maintenance (Grass trimming, glass washing, system performance improvements)

121 Solar Project Siting Setback Requirements Minimum 20 m setback from all property lines Minimum 30 m setback from environmental protection (EP) areas Minimum 100 m setback from any Residential Cluster (5 or more contiguous residential properties) Large FIT Versus Small FIT Project Location and Size Must not be located in Settlement Areas Standard Project area is < 3 hectares Comparison: Small FIT 500 kw vs. Large FIT 10,000 kw solar site

122 Regulatory Oversight Canada Land Inventory (OMAFRA) All soil in Ontario is classified across an 8-point system. Class 1-3 Prime Agricultural Land Class 4-7 non-prime Agricultural Land Organic soils wetlands, marshes INELIGIBLE ELIGIBLE Non-rooftop solar PV may only be located on class 4-7 lands CLI Class 4-7 characteristics Rocky, Rough, Hilly Severe limitations that restrict the range of crops or require special conservation practices No capacity for arable culture or permanent pasture

123 Visual Screening Barrier Requirements: All projects are required to be visually screened from neighbours and open rights-of-way. Continuous vegetative plantings. Min. 3m wide x 3m high. Native, non-invasive, locally significant species are used. A mix of coniferous and multi-stem deciduous. Level of screening (visual coverage): 65% at Commercial Operation Date. 90% coverage by the fifth anniversary of commission date. Vegetation to be higher than the height of the solar panels. Regular maintenance schedule Examples of Visual Screening

124 Biodiversity and Conservation Large inter-row, and setback areas provide excellent environmental conservation areas. On-site vegetation maintained for storm water management. Low-impact activity provides minimal disturbance to lands. Solar sites are ideal for hosting a range of agricultural activities. Shade Crops (Ginseng) Bee keeping Small livestock Endangered & Migratory bird habitats 15

125 Materials & Decommissioning Inert Materials Equipment is inert and constructed of commonly found materials No toxic materials in any components No Hazardous materials utilized in Operation & Maintenance Except in compliance with all Environmental Laws Decommissioning Solar Flow Through is fully responsible for removal of the system within 12- months of the end of term Landlord maintains option to own system if desired System components maintain highvalue recycling Galvanized Steel Glass Silicon Extruded Aluminum Copper Solar PV utilizes safe, commonly available materials and components. 16

126 Project Specific Details Project #1 Project #1 Address PIN Legal Description Township Rd. 9, Drumbo PT LT 8-9 CON 9 BLENHEIM AS IN ; S/T & T/W ; BLANDFORD-BLENHEIM 17

127 Appendix A - Project Specific Details Project #1 Project Location 18

128 Appendix A - Project Specific Details Project #1 Detailed Site Plan 19

129 Appendix A - Project Specific Details Project #1 CLI Classification 20

130 Appendix A - Project Specific Details Project #1 Zoning 21

131 Appendix A - Project Specific Details Project #1 Zoning 22

132 Project Specific Details Project #2 Project #2 Address PIN Legal Description Township Rd. 9, Drumbo PT LT 8-9 CON 9 BLENHEIM AS IN ; S/T ; BLANDFORD-BLENHEIM 23

133 Appendix A - Project Specific Details Project #2 Project Location 24

134 Appendix A - Project Specific Details Project #2 Detailed Site Plan 25

135 Appendix A - Project Specific Details Project #2 CLI Classification 26

136 Appendix A - Project Specific Details Project #2 Zoning 27

137 Appendix A - Project Specific Details Project #2 Zoning 28

138 Contact Information Ian Howes M: E: Rachelle McCann M: E: 29