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

ONTARIO COURT OF JUSTICE COUR DE JUSTICE DE L ONTARIO Provincial Offences Office Bureau des Infractions Provinciales DELIVERED VIA E-MAIL 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 69 203 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) 584-2273 FAX (905) 584-2861

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 249 5 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) 584-2273 FAX (905) 584-2861

Dufferin County POA Board Meeting Friday, March 2, 2012 9:30 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, 2011. 2. Dufferin County POA Board Meeting dated December 16, 2011. 4. 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

Dufferin County POA Board Meeting Minutes Friday, October 28, 2011 9:30 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

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, 2011. 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.

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, 2010. 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.

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 2012. 5. 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.

Dufferin County POA Board Meeting Minutes December 16, 2011 9:30 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

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, 2012 5. 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.

Charges Received Part 1 2010 2011 Monthly Difference Cumulative Total January 622 372-250 -250 February 561 469-92 -342 March 698 571-127 -469 April 653 523-130 -599 May 623 650 27-572 June 657 736 79-493 July 573 1066 493 0 August 694 983 289 289 September 564 736 172 461 October 557 884 327 788 November 579 843 264 1052 December 210 628 418 1470 Total 6991 8461 Part 3 2010 2011 Monthly Difference Cumulative Total January 53 21-32 -32 February 66 17-49 -81 March 36 23-13 -94 April 43 31-12 -106 May 52 27-25 -131 June 38 87 49-82 July 120 60-60 -142 August 67 128 61-81 September 20 41 21-60 October 62 60-2 -62 November 44 36-8 -70 December 37 39 2-68 Total 638 570 2010 2011 Yearly Difference Part 1 (Traffic Tickets) 6991 8461 1470 Part 2 (Parking Tickets) 732 716-16 Part 3 (Summons) 638 570-68 Total 8361 9747 1386

Part 1 Police Force Comparison 2011 Dufferin OPP Orangeville Police Shelburne Police 2010 2011 2010 2011 2010 2011 January 402 164 117 69 103 139 February 345 258 113 49 103 162 March 430 335 140 125 126 111 Q1 Total 1177 757 370 243 332 412 April 416 307 135 103 102 113 May 310 327 170 92 143 231 June 243 435 196 172 218 129 Q2 Total 969 1069 501 367 463 473 July 307 339 120 369 146 358 August 360 416 128 339 206 228 September 225 293 153 338 166 101 Q3 Total 892 1048 401 1046 518 687 October 302 350 104 347 151 187 November 325 357 138 347 116 139 December 127 149 51 171 31 20 Q4 Total 754 856 293 865 298 346 Yearly Total 3792 3730 1565 2521 1611 1918

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 2011 2010 28 23 13 0.75% 0.91% 0.68% 48 32 4 1.27% 2.04% 0.25%

Part 1 Charges Received by Municipality Amaranth E. Garafraxa 45 90 40 80 35 70 30 60 25 50 20 40 15 30 10 20 5 10 0 Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec 2010 28 28 33 39 27 28 19 33 15 27 21 16 2011 12 22 18 39 34 12 33 34 35 31 36 36 0 Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec 2010 62 71 71 40 46 32 20 17 22 33 45 24 2011 15 31 37 35 36 78 49 59 46 70 52 37

Part 1 Charges Received by Municipality E.Luther/Grand Valley Melancthon 60 90 50 80 70 40 60 30 50 40 20 30 10 20 10 0 Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec 2010 33 29 42 37 28 31 16 34 25 38 27 7 2011 5 15 29 36 33 39 42 54 16 39 42 20 0 Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec 2010 57 12 59 75 21 33 56 68 17 32 42 22 2011 29 46 30 27 37 67 34 78 60 43 36 41

Part 1 Charges Received by Municipality Mono Mulmur 200 180 160 140 120 100 80 60 40 20 0 Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec 2010 190 162 172 180 143 95 154 172 134 136 142 45 2011 75 120 168 144 149 171 102 110 95 118 138 76 90 80 70 60 50 40 30 20 10 0 Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec 2010 32 43 53 45 45 24 42 36 12 36 48 13 2011 28 24 53 26 38 68 79 81 41 49 53 73

Part 1 Charges Received by Municipality Orangeville Shelburne 400 400 350 350 300 300 250 250 200 200 150 150 100 100 50 50 0 Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec 2010 117 113 140 135 170 196 120 128 153 104 138 51 2011 69 49 125 103 92 172 369 339 338 347 347 265 0 Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec 2010 103 103 126 102 143 218 146 206 166 151 116 31 2011 139 162 111 113 231 129 358 228 101 187 139 56

Time to Trial (months) Part 1 10.0 8.0 6.0 4.0 2.0 0.0 Q1 Q2 Q3 Q4 2010 7.7 8.7 7.7 7.3 2011 7.0 4.3 3.3 4.0 16.0 14.0 12.0 10.0 8.0 6.0 4.0 2.0 0.0 Part 3 Q1 Q2 Q3 Q4 2010 10.7 13.3 12.0 11.0 2011 12.0 14.7 4.7 7.0

Charges Pending Part 1 5000 4000 3000 2000 1000 0 Q1 Q2 Q3 Q4 2010 4078 4547 3842 3242 2011 2283 2320 2903 3052 2000 1500 Part 3 1000 500 0 Q1 Q2 Q3 Q4 2010 1392 1413 1787 1716 2011 1126 899 1240 1348

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

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

Paytickets Summary Chart $45,000.00 $40,000.00 $35,000.00 $30,000.00 $25,000.00 $20,000.00 $15,000.00 $10,000.00 $5,000.00 $0.00 Q1 Q2 Q3 Q4 2010 $24,248.25 $27,482.50 $24,238.50 $18,992.25 2011 $17,049.25 $31,739.75 $38,757.25 $31,310.96 2010 2011 Number of Transactions 958 1,330 Amount Collected $94,961.50 $118,857.21

Collections Comparison Chart 2010 2011 Orangeville $29,747.00 $28,608.75 Shelburne $7,446.50 $12,607.00 Amaranth $11,446.50 $3,517.25 East Garafraxa $8,647.75 $817.00 East Luther/Grand Valley $2,882.00 $1,872.50 Melancthon $2,833.75 $3,483.50 Mono $23,204.25 $13,034.82 Mulmur $991.50 $3,102.50 Total Amount Collected $87,199.25 $67,043.32

Net Revenue 2010/2011 140,000 120,000 100,000 80,000 60,000 40,000 20,000 0 Q1 Q2 Q3 Q4 2010 100,109 $105,720.96 $98,696.52 82,830.55 2011 100,054 $86,105.23 $117,542.80 87,033.08 Total 2010 Net Revenue $387,357 Total 2011 Net Revenue $390,735

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

(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

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

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