ONTARIO COURT OF JUSTICE COUR DE JUSTICE DE L ONTARIO Provincial Offences Office Bureau des Infractions Provinciales

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1 ONTARIO COURT OF JUSTICE COUR DE JUSTICE DE L ONTARIO Provincial Offences Office Bureau des Infractions Provinciales DELIVERED VIA 2 March 2012 County of Dufferin 51 Zina Street Orangeville, Ontario L9W 1E5 Attention: Walter Kolodziechuk, Warden Sonya Pritchard, Chief Administrative Officer Township of Amaranth RR 7 Orangeville, Ontario L9W 2Z3 Attention: Heather Foster, Councillor Susan Stone, CAO/Clerk-Treasurer Town of Mono RR 1 Orangeville, Ontario L9W 2Y8 Attention: Ken McGhee, Deputy Mayor Keith McNenly, CAO/Clerk-Treasurer Town of Shelburne P.O. Box Main Street East Shelburne, Ontario L0N 1S0 Attention: Walter Benotto, Councillor John Telfer, Clerk Jennifer Willoughby, Deputy-Clerk Township of Mulmur RR 2 Lisle, Ontario L0M 1M0 Attention: Earl Hawkins, Councillor Terry M. Horner, CAO/Clerk-Treasurer Township of Melancthon RR 6 Shelburne, Ontario L0N 1S9 Attention: John Crowe, Councillor Denise B. Holmes, CAO/Clerk-Treasurer 6311 OLD CHURCH ROAD, CALEDON, ON L7C 1J6 PHONE (905) FAX (905)

2 ONTARIO COURT OF JUSTICE COUR DE JUSTICE DE L ONTARIO Provincial Offences Office Bureau des Infractions Provinciales Township of East Luther/Grand Valley P.O. Box Main Street North Grand Valley, Ontario L0N 1G0 Attention: John Oosterhof, Mayor Jane M. Wilson, Clerk-Treasurer Town of Orangeville 87 Broadway Orangeville, Ontario L9W 1K1 Attention: Vern Douglas, Director of Building/Bylaw Cheryl Johns, Clerk Township of East Garafraxa RR 3 Orton, Ontario L0N 1N0 Attention: Guy Gardhouse, Deputy Mayor Susan Stone, Clerk-Treasurer Dear Sir or Madam: RE: Dufferin County Partners Municipal Board Meeting 2 March 2012 Please review the attached materials for discussion at our meeting scheduled for March 2, 2012, at the Town of Orangeville Municipal Offices at 9:30 am. Thank you, Darlene Darlene Noakes Court Services Manager Provincial Offences Town of Caledon 6311 OLD CHURCH ROAD, CALEDON, ON L7C 1J6 PHONE (905) FAX (905)

3 Dufferin County POA Board Meeting Friday, March 2, :30 a.m. Town of Orangeville 87 Broadway Avenue Lower Level AGENDA 1. APPROVAL OF AGENDA 2. DISCLOSURE OF PECUNIARY INTEREST 3. ADOPTION OF MINUTES FROM PREVIOUS MEETING 1. Dufferin County POA Board Meeting dated October 28, Dufferin County POA Board Meeting dated December 16, REGULAR BUSINESS A Operations Statistics B. Constitution 5. ADDED BUSINESS 6. CLOSED MEETING 7. ADJOURNMENT 8. NEXT SCHEDULED MEETING The next meeting will be held on June 1, 2012 at 9:30a.m., at the County of Dufferin Room 125

4 Dufferin County POA Board Meeting Minutes Friday, October 28, :30 a.m. Town of Orangeville Lower level 87 Broadway, Orangeville Present Township of Melancthon: Councillor J. Crowe Town of Orangeville: Director of Building/By-law V. Douglas Township of East Garafraxa: Deputy Mayor G. Guardhouse Town of Shelburne: P. Hossie Town of Caledon: Council/Committee Coordinator B. Karrandjas Town of Caledon: K. Kocialek Town of Caledon: Clerk K. Landry Town of Mono: Deputy Mayor K. McGhee Township of Mulmur: Mayor P. Mills Town of Caledon: Mayor M. Morrison Town of Caledon: POA Manager D. Noakes Township of East Luther Grand Valley: Mayor J. Oosterhof Town of Caledon: Councillor R. Paterak County of Dufferin: CAO S. Pritchard Acting Assistant POA Court Manager: J. Roberts Orangeville Police Service: PC S. Sutton Absent Town of Shelburne: Councillor W. Benotto Township of Amaranth: H. Foster Township of Melancthon: Councillor N. Malek MINUTES 1. APPROVAL OF AGENDA Moved by V. Douglas Seconded by J. Crowe That the Agenda as distributed for the October 28, 2011 meeting of the Board be approved. Carried 2. DISCLOSURE OF PECUNIARY INTEREST None 3. ADOPTION OF MINUTES FROM PREVIOUS MEETING Moved by K. McGhee Seconded by J. Crowe That the minutes of the Regular Meeting of the Board dated May 27, 2011 be adopted. Carried

5 Dufferin County POA Board Meeting Minutes October 28, 2011 Page 2 of 4 4. REGULAR BUSINESS A. Operation Statistics Darlene Noakes, POA Manager provided an update to the Board regarding operational statistics for the period ending September 30, Mayor J. Oosterhof requested that an invitation be sent to the two OPP Chiefs of Police to attend the spring meeting. B. Budget Deputy Mayor K. McGhee inquired how the increase in salaries was determined. K. Landry advised that for the purpose of calculating the budget a 2% increase was used as this is in keeping with the Union increase given to Caledon employees. Deputy Mayor K. McGhee inquired about the increase in costs associated with benefits. K. Landry advised that the benefits have been calculated at the same rate in previous years at approximately 25% of salary. K. Kocialek advised that the increase is also a result of OMERS contributions. Moved by G. Guardhouse Seconded by P. Mills That the 2012 proposed budget with a recovery rate of 53% be approved. Carried C. Verbal Update I. Credit Card transaction fees D. Noakes advised that it is anticipated there will be a new vendor in place by the end of the year which will result in a decrease in charges/fees for credit card transactions. II. Collections D. Noakes advised that Caledon has joined the Region of Niagara s Request for Proposal regarding collection services. D. Noakes also advised that Caledon was in the process of purchasing a software program which will aid in the collection of fees. D. Lease D. Noakes advised that we have received written confirmation from Infrastructure Ontario granting an extension of the lease until December 31, 2011.

6 Dufferin County POA Board Meeting Minutes October 28, 2011 Page 3 of 4 E. Resolution to Police Board Draft Letter to Politicians Mayor J. Oosterhof indicated that he will pursue the MTO and police boards with regards to the resolution. Mayor Morrison suggested that the resolution be forwarded to AMO for their support. Moved by K. McGhee Seconded by P. Hossie That the draft correspondence be sent as is to the parties as indicated. Carried F. Presentation to Police Services Board Overview of POA Mayor J. Oosterhof advised that D. Noakes attended a Police Services Board meeting to give overview of the Provincial Offences Act and its relation to Court Administration. Mayor J. Oosterhof indicated the presentation was valuable and commended D. Noakes. G. Draft Constitution K. Landry reviewed the draft Constitution and advised that it will be placed on the next agenda for further discussion and approval. Mayor J. Oosterhof suggested that any amendments be forwarded to D. Noakes two weeks prior to the next meeting. H. Audit For the Year Ended Decembe 31, Moved by V. Douglas Seconded by J. Crowe That the Audit for the year ended December 31, 2010 prepared by Millard, Rouse & Rosebrugh LLP, Chartered Accountants be received. Carried I. Claw back 2010 D. Noakes advised that the 2010 claw back will be deducted over the next two month period. J. Status of Construction S. Pritchard provided an update on the construction advising that it is on schedule with substantial completion anticipated by December 15, 2011.

7 Dufferin County POA Board Meeting Minutes October 28, 2011 Page 4 of 4 D. Noakes advised that the IT infrastructure will need to be completed during the weekend and anticipates being fully operational by January ADDED BUSINESS D. Noakes advised that the proposed 2012 Meeting dates will be added to the next agenda. 6. CLOSED MEETING None. 7. ADJOURNMENT Moved by P. Mills Seconded by J. Crowe That the meeting adjourn at 10:36 a.m. Carried 9. NEXT SCHEDULED MEETING The next meeting will be held on Friday, December 16, 2011 at 9:30 a.m. at the Dufferin County offices at 51 Zina Street, Orangeville.

8 Dufferin County POA Board Meeting Minutes December 16, :30 a.m. County of Dufferin 51 Zina Street, Orangeville Present Municipality of Amaranth: Councillor H. Foster Town of Shelburne: P. Hossie Municipality of East Garafraxa: Deputy Mayor G. Gardhouse County of Dufferin: Warden W. Kolodziechuk Town of Caledon: Clerk K. Landry Town of Mono: Councillor K. McGhee Municipality of Mulmur: Mayor P. Mills Town of Caledon: Court Service Manager D. Noakes Municipality of East Luther Grand Valley: Mayor J. Oosterhof Town of Caledon: Assistant Court Manager N. Shearman Not-Present Town of Shelburne: Councillor W. Benotto Municipality of Melancthon: Councillor J. Crowe Town of Orangeville: Director of Building/By-law V. Douglas Municipality of Melancthon: Councillor N. Malek Town of Caledon: Mayor M. Morrison Town of Caledon: Councillor R. Paterak MINUTES 1. APPROVAL OF AGENDA Moved by K. McGhee Seconded by P. Hossie That the Agenda for the December 16, 2011 meeting of the Board be approved. Carried 2. DISCLOSURE OF PECUNIARY INTEREST None 3. ADOPTION OF MINUTES FROM PREVIOUS MEETING None

9 4. REGULAR BUSINESS Dufferin County POA Board Meeting Minutes Page 2 of 2 A. Constitution The Board requested that the following provisions be added to the constitution: The role of a presiding Officer; The role of the Town of Caledon as it relates to administrative responsibilities for the preparation of Board agendas and minutes; B. Meeting Dates for 2012 March 2, 2012 June 1, 2012 September 7, 2012 December 7, ADDED BUSINESS None 6. CLOSED MEETING None 7. ADJOURNMENT Moved by P. Mills Seconded by K. McGhee That the meeting be adjourned at 10:15 a.m. Carried 8. NEXT SCHEDULED MEETING The next meeting will be held on March 2, 2012 at 9:30 a.m., location to be determined.

10 Charges Received Part Monthly Difference Cumulative Total January February March April May June July August September October November December Total Part Monthly Difference Cumulative Total January February March April May June July August September October November December Total Yearly Difference Part 1 (Traffic Tickets) Part 2 (Parking Tickets) Part 3 (Summons) Total

11 Part 1 Police Force Comparison 2011 Dufferin OPP Orangeville Police Shelburne Police January February March Q1 Total April May June Q2 Total July August September Q3 Total October November December Q4 Total Yearly Total

12 Returned Tickets 2011 DATE FILED AGENCY REASON DATE FILED AGENCY REASON DATE FILED AGENCY 5-Jan-11 Dufferin Year in Error 3-Mar-11 OPS Year in Error 12-Jan-11 SPS 11-Jan-11 Dufferin Filed too late 6-May-11 OPS Filed too late 4-Apr-11 SPS 15-Jan-11 Dufferin Filed too late 6-May-11 OPS Filed too late 27-Apr-11 SPS 15-Jan-11 Dufferin Filed too late 1-Jun-11 OPS Filed too late 27-Apr-11 SPS 17-Jan-11 Dufferin Filed too late 28-Jun-11 OPS Filed too late 19-Jul-11 SPS 17-Jan-11 Dufferin Filed too late 29-Aug OPS Filed too late 19-Jul-11 SPS 17-Jan-11 Dufferin Filed too late 16-Sep-11 OPS Y.O.A 19-Sep-11 SPS 28-Mar-11 Dufferin Filed too late 13-Oct-11 OPS Y.O.A 19-Sep-11 SPS 8-Apr-11 Dufferin Filed too late 13-Oct-11 OPS Voided 6-Dec-11 SPS 11-Apr-11 Dufferin Wrong date 20-Oct-11 OPS Voided 13-Dec-11 SPS 18-Apr-11 Dufferin Filed too late 25-Oct-11 OPS Voided 16-Dec-11 SPS 18-Apr-11 Dufferin Filed too late 25-Oct-11 OPS Voided 19-Dec-11 SPS 2-May-11 Dufferin Filed too late 25-Oct-11 OPS Voided 19-Dec-11 SPS 4-May-11 Dufferin Filed too late 25-Oct-11 OPS 20-May-11 Dufferin Filed too late 25-Oct-11 OPS 8-Jun-11 Dufferin Filed too late 25-Oct-11 OPS 24-Jun-11 Dufferin Filed too late 25-Oct-11 OPS 26-Aug-11 Dufferin Filed too late 25-Oct-11 OPS 23-Sep-11 Dufferin Filed too late 25-Oct-11 OPS 3-Oct-11 Dufferin Filed too late 20-Dec-11 OPS 3-Oct-11 Dufferin Filed too late 21-Dec-11 OPS 17-Oct-11 Dufferin Filed too late 21-Dec-11 OPS 17-Oct-11 Dufferin Filed too early 23-Dec-11 OPS 31-Oct-11 Dufferin 15-Nov-11 Dufferin 26-Nov-11 Dufferin 12-Dec-11 Dufferin 23-Dec-11 Dufferin % 0.91% 0.68% % 2.04% 0.25%

13 Part 1 Charges Received by Municipality Amaranth E. Garafraxa Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec

14 Part 1 Charges Received by Municipality E.Luther/Grand Valley Melancthon Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec

15 Part 1 Charges Received by Municipality Mono Mulmur Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec

16 Part 1 Charges Received by Municipality Orangeville Shelburne Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec

17 Time to Trial (months) Part Q1 Q2 Q3 Q Part 3 Q1 Q2 Q3 Q

18 Charges Pending Part Q1 Q2 Q3 Q Part Q1 Q2 Q3 Q

19 Part 1 Trial Dispositions Year End 2011 WD/Q/STD 24% ADJ 12% Acquitted 1% Guilty as is/ SIA 28% Guilty to a Lesser 35% Acquitted ADJ Found not guilty Adjourned to new date Guilty to a lesser Pled guilty to a lesser charge Guilty as is/sia WD/Q/STD Found guilty as charged or Sentence in Absentia (not present) Withdrawn/Quashed/Charge Stayed

20 Part 3 Trial Dispositions Year End 2011 WD/Q/STD 17% Acquitted 4% Guilty to a Lesser 11% ADJ 52% Guilty as is/ SIA 16% Acquitted ADJ Found not guilty Adjourned to new date Guilty to a lesser Pled guilty to a lesser charge Guilty as is/sia WD/Q/STD Found guilty as charged or Sentence in Absentia (not present) Withdrawn/Quashed/Charge Stayed

21 Paytickets Summary Chart $45, $40, $35, $30, $25, $20, $15, $10, $5, $0.00 Q1 Q2 Q3 Q $24, $27, $24, $18, $17, $31, $38, $31, Number of Transactions 958 1,330 Amount Collected $94, $118,857.21

22 Collections Comparison Chart Orangeville $29, $28, Shelburne $7, $12, Amaranth $11, $3, East Garafraxa $8, $ East Luther/Grand Valley $2, $1, Melancthon $2, $3, Mono $23, $13, Mulmur $ $3, Total Amount Collected $87, $67,043.32

23 Net Revenue 2010/ , , ,000 80,000 60,000 40,000 20,000 0 Q1 Q2 Q3 Q ,109 $105, $98, , ,054 $86, $117, , Total 2010 Net Revenue $387,357 Total 2011 Net Revenue $390,735

24 DUFFERIN MUNICIPAL PROVINCIAL OFFENCES ACT BOARD CONSTITUTION Whereas on March 23, 1999, the Town of Caledon entered into a Memorandum of Understanding and Local Side Agreement with Her Majesty the Queen in right of Ontario as represented by the Attorney General to assume responsibilities under the Provincial Offences Act, as amended, for the Dufferin Caledon Court Service Area; and Whereas the Town of Caledon entered into Inter-municipal Agreements in 1999 with the respective Municipal Partners; and Whereas the Dufferin Municipal Provincial Offences Act Board deems it expedient to establish a Constitution. 1. GENERAL The Board shall operate and conduct business in accordance with the Memorandum of Understanding, Local Side Agreement, Inter-municipal Agreements, the Provincial Offences Act, the Municipal Act, its own by-laws and all other relevant legislation. 2. DEFINITIONS (1) Board means the Dufferin Municipal Provincial Offences Act Board for the Dufferin Court Service Area. (2) Member means a member of staff or council appointed by the respective Municipal Partner to the Board. (3) Municipal Partner means the County of Dufferin, Town of Mono, Town of Orangeville, Town of Shelburne, Township of Amaranth, Township of East Garafraxa, Township of East Luther Grand Valley, Township of Melancthon, Township of Mulmur and the Town of Caledon. (4) Town means the Corporation of the Town of Caledon. 3. OBJECTIVES The objectives of the Board shall be to: (1) Monitor and provide input to the Town regarding the administration of responsibilities under the Provincial Offences Act as it relates to Court administration, Court support functions and prosecutions for Part I, Part II and Part III charges within the Dufferin Court Service Area. (2) To annually approve the budget for the Dufferin Court Service Area. 1

25 (3) To meet on a quarterly basis to consider and discuss regular business matters. (4) To receive an annual Financial Audit Statement. (5) To approve on or before November of each year, the schedule of Board meetings for the following calendar year. 4. BOARD COMPOSITION (1) The Board shall consist of members represented by each Municipal Partner as follows: Municipal Partner # of members Township of Amaranth Town of Caledon County of Dufferin Township of East Garafraxa Township of East Luther Grand Valley Township of Melancthon Town of Mono Township of Mulmur Town of Orangeville Town of Shelburne (2) The term of office for a Member of the Board is for a term concurrent with the term of Council of a Municipal Partner. (3) The office of a Member of the Board shall be deemed vacant if: (a) (b) (c) the Member of the Board resigns; the Member of the Board is absent for three (3) successive meetings of the Board without being authorized to do so by resolution of the Board; or the Member ceases to be qualified as a Member of the Board. (4) The Board will appoint the following officers: (a) (b) Chair Vice-Chair (5) A Member of the Board shall declare a conflict of interest in accordance with the Municipal Conflict of Interest Act. (6) Each Municipal Partner shall submit to the Town no later than the 30 th day of January in the year following an election the name(s) of the representatives appointed as Members to the Board to the Town. 2

26 5. VACANCIES (1) A Municipal Partner shall notify the Town as soon as a vacancy occurs. (2) In the event of a vacancy occurring, the respective Municipal Partner shall, as soon as conveniently possible, appoint a representative and advise the Town. 6. DUTIES OF OFFICERS Chair (1) The Chair shall preside at all meetings. (2) The Chair shall: (a) (b) (c) (d) (e) (f) (g) (h) (i) open the meeting by taking the chair and calling the members to order, announce the business in the order in which it is to be acted upon, receive and submit, in the proper manner, all motions presented by the members, put to a vote all motions which are moved and seconded when necessary or motions that arise in the course of the proceedings and to announce the results, decline to put to vote motions which infringe upon the rules of procedure, restrain the members, when engaged in debate, within the rules of order, enforce, on all occasions, the observance of order and decorum among the members, do all matters to permit the meetings to proceed in an orderly and efficient manner, adjourn the meeting when the business is concluded, and to adjourn the sitting without question or suspend the sitting for a time to be named by him/her, if he/she considers it necessary, because of grave disorder (3) The Chair shall have general supervision of the affairs and business of the Board. 3

27 Vice Chair (1) The Vice-Chair shall perform all the duties of the Chair in the absence of the Chair. 7. DUTIES OF THE TOWN AT BOARD MEETINGS (1) The Town shall coordinate and prepare Board agendas and minutes. 4