180403 Town Hall MIN=
ATTENDANCE:
Mayor Stephen Molnar
Councillor Penny Esseltine
Andrew Gilvesy
Jesse Goossens
Rick Strouth
John Veldman
Cephas Panschow, Development Commissioner
Dave Rushton, Director of Finance
Lana White, Executive Assistant/Deputy Clerk
Regrets: D.Calder, CAO
1. Call to Order
The meeting was called to order at 12:12pm.
2. Adoption of Agenda
Resolution
Moved By: J.Veldman Seconded By: R.Strouth
THAT the Town Hall Project Steering Committee Agenda dated April 3, 2018 be approved.
Carried
Note: The Parking Study is now available. To be provided for the next meeting.
3. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
The Corporation of the Town of Tillsonburg
TOWN HALL PROJECT COMMITTEE
April 3, 2018
12:00 noon
Annex Board Room
200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7
MINUTES
Town Hall Project Steering Committee Meeting – Minutes - 2 -
4. Adoption of Minutes – February 21, 2018
Resolution
Moved By: Councillor Esseltine Seconded By: R.Strouth
THAT the Town Hall Project Steering Committee Minutes dated February 21, 2018 be
approved.
Carried
Note: The Development Commissioner left the February 21 meeting before ‘Next Steps’,
Item 5.
5. Other Business
i) CAO Update
a. Lease Extending and Amending Agreement
b. 2017 HLW – Customer Service Centre
c. 2017 HLW – Corporate Office and Annex
d. Assessment – 10 Lisgar Avenue, Customer Service Centre
C.Panshow provided an update, as provided by the CAO.
D.Rushton provided additional information in regards to the need for space, and
discussions and negotiations with the mall that began approximately a year ago, to
address overcrowding at the Customer Service Centre. He reported on where we are
to date in regards to additional space that has been acquired, noting there is an exit
clause if needed.
Discussion was held regarding potential sites and possibilities.
Current costs of facilities vs what costs will be were discussed, as well as eliminating
property, where we are, where we will be, and options vs value added services.
Costs as well as benefits are considerations.
Discussion was held regarding the task of pulling this information together, perhaps
through an outside source, rather than by staff. Staff will have the information,
however the consultant would have additional valuable information to be considered.
Town Hall Project Steering Committee Meeting – Minutes - 3 -
This Committee, through resolution, will in time prepare a recommendation to be
presented to Council, through a staff report.
ii) Colliers Project Leaders Inc.
a. New Town Hall – Proposal for Advisory Services
The Proposal submitted by Colliers Project Leaders Inc. was reviewed and
discussed at length.
Committee passed the following resolution.
Resolution
Moved By: J.Veldman Seconded By J.Goossens
THAT the Town Hall Project Steering Committee recommend to the CAO, to
authorize Colliers Project Leaders to proceed with Stage 1, Site and Program
Confirmation, as per their March 27, 2018 proposal, prioritizing the cost analysis
(Stage 1, Item c) ahead of the site investigation studies (Stage 1, Item b);
AND THAT concurrently Town staff be asked to obtain quotes for the site
investigations, currently step b of Stage 1.
Carried
The goal is to have this information for the May 1 meeting.
6. Next Meeting – May 1, 2018 – 12:00noon
The Development Commissioner will introduce the Parking Study for discussion.
A tracking document to be created. To include today’s resolution and Town owned site
selection.
7. Adjournment
Resolution
Moved By: R.Strouth Seconded By: J.Veldman
THAT the April 3, 2018 Town Hall Project Steering Committee meeting be adjourned at 1:44
pm.
Carried