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150129 SP Council ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres Councillor Maxwell Adam Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Councillor Brian Stephenson STAFF: David Calder, CAO Donna Wilson, Town Clerk Kevin De Leebeeck, Director of Operations Rick Cox, Director of Parks and Recreation Services Darrell Eddington, Director of Finance Jeff Smith, Fire Chief 1. Call to Order The meeting was called to order at 9:05 a.m. 2. Adoption of Agenda Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Agenda as prepared for the Council meeting of January 29, 2015, be adopted. Carried 3. Moment of Silence 4. Disclosures of Pecuniary Interest and the General Nature Thereof Councillor Adam declared a pecuniary interest in item 7.9.Multi-Service Centre Budget Request and indicated that he would be excusing himself at that time. The Corporation of the Town of Tillsonburg SPECIAL COUNCIL MEETING Thursday, January 29, 2015 9:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES January 29, 2015 Council Meeting – Agenda 2 5. Adoption of Council Minutes of Previous Meeting 5.1. Minutes of the Council Meeting of January 22, 2015 January 22, 2015 - Council Minutes Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the Minutes of the Council Meeting of January 22, 2015, be approved. Carried 6. Departmental Business Plans 6.1. Building, Planning and By-Law (9:00 – 9:45 a.m.) 2015 Business Plan- Building-Planning-By-Law Geno Vanhaelewyn, Chief Building Official went over his department budget and was available for council’s questions. Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT the 2015 Business Plan for Building, Planning and By-Law by received as information. Carried 7. Budget Requests 7.1. FIN 15-05 Community Groups Boards Grant Budget Requests Staff to bring back information regarding the funding and dollars for the New Year’s Eve fireworks and how those dollars are allocated in the 2015 budget and the outstanding balances regarding 2014 fireworks. Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives report FIN 15-05 Community Groups/Boards Grant Budget Requests as information. Carried January 29, 2015 Council Meeting – Agenda 3 7.2. Police Services Board Budget Request (9:45 – 10:00 a.m.) John Smith, Board Member appeared before Council to go over the PSB budget request. Council was given the opportunity to ask questions. No further direction was given. Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receive the budget request from the Police Services Board, as information. Carried 7.3. Station Arts Budget Request (10:00 – 10:15 a.m.) Chris Jezovnik, President of Station Arts Centre went over their budget request. Station Arts is looking for engineering support regarding the roof as there is currently a roof issue which will need to be addressed this year. No further direction was given. Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receive the budget request from the Station Arts Centre, as information. Carried 7.4. Tillsonburg Chamber of Commerce Awards of Excellence Budget Request (10:30 – 10:45 a.m.) Marcel Rosehart, President, Board of Directors appeared before council to review their budget request. Council was given the opportunity to ask questions. No further direction was given. Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive the budget request from the Tillsonburg Chamber of Commerce, as information. Carried January 29, 2015 Council Meeting – Agenda 4 Council took a recess from 10:40 – 10:55 a.m. 7.5. BIA Budget Request (10:45 – 11:15 a.m.) John Kirkland appeared before Council to review the BIA budget request. Council was given opportunity to ask questions. The BIA to provide council with the 2014 actual budget numbers when they are available. Staff provided the MOU between the Town and the BIA for Council’s information. The reserve fund for the Facade Improvement Fund currently is at $44,735 (year ending 2014) With the 40,000 contribution (if approved) for 2015 the total available will be $$84,735. Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive the budget request from the BIA, as information Carried 7.6. YFC/Youth Unlimited – Tillsonburg Budget Request (11:15 – 11:30 a.m.) Rayburn Lansdell appeared before Council to review the Youth for Christ budget request. He provided Council with a Youth for Christ brochure which contained their budget and the Upper Deck Program in Tillsonburg. Council was given opportunity to ask questions. There currently is $5,000 in the budget for youth initiatives. This is a request for $2,000 to help fund the Upper Deck program. Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receive the budget request from the YFC/Youth Unlimited – Tillsonburg, as information. Carried January 29, 2015 Council Meeting – Agenda 5 7.7. Tillsonburg & District Historical Society (11:30 – 11:45 a.m.) Dave Morris appeared before Council to go over the Historical Society budget request regarding their continued research and revitalization of the Pioneer Cemetery. Council was given the opportunity to ask questions. The Director of Recreation, Culture & Parks to provide information regarding the funding for the signage at the new cemetery. Council suggest that the society also go out to the community regarding fundraising. Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council receive the budget request from the Tillsonburg & District Historical Society, as information. Carried 7.8. Cultural Advisory Committee Use of Reserves (11:45 a.m.) FIN 15-06 Culture Advisory Committee Use of Reserves Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receives report FIN 15-06 Cultural Advisory Committee Use of Reserves; AND THAT Council approves the use of reserves in the amount of $1,500 for Tillsonburg Family Day and $1,500 for Glendale High School – Community Mock UN Assembly. Carried Council took a Lunch Recess at 12:15 p.m. Council resumed at 12:45 p.m. Councillor Adam was not in attendance for item 7.9 as per his declaration of a pecuniary interest in this item. January 29, 2015 Council Meeting – Agenda 6 7.9. Multi-Service Centre Budget Request (12:30 – 12:45 p.m.) Letter from Multi-Service Centre Multi-Service Centre Statistics Maureen Vandenberghe provided background on the Multi Service Centre request. Council requested that they provide their financial statement and their overall budget for Council’s information. Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council receive the budget request from the Multi-Service Centre, as information. Carried 8.Council Budget Discussion (12:45 – 4:00 p.m.) The Director of Finance reviewed the overall budget and percentage overall requested from departments. Council were given the opportunity to provide input into what they would like to see added to the budget. The outdoor pool fixes are not identified in the current budget. The Director anticipates that this will be incorporated into the 2016 budget plan. The following list identifies Council’s items for budget consideration: Audible traffic signals. CASO trail funding dollars. There has been no information provided as yet from the County. At this point dollars could be set aside for a contribution for reserves for a project that may arise. Transportation strategy. Dog Park. Street resurfacing – to determine funding opportunities. Outdoor skating. To build a new outdoor pavilion at coronation park. Round Tables for Youth – Youth Advisory Committee. Wayfare signage. January 29, 2015 Council Meeting – Agenda 7 Walk in medical clinic. Review Industry Town assessment - to bring industry to the town. Administrative space or a town hall - to start developing a plan. Community Improvement Programs – CIP – funding. Budget proposal Need to reduce budget impact from 4.99%. Community grant requests to be reviewed to determine if some cuts could be made there. Finance Grants – staff to provide the commitments regarding the community groups prior to the next council meeting. If changes to those commitments were to be made then the agreements would have to be amended. HR Services To look at alternate ways to obtain dispatching if the service is costing the town dollars. Council questioned the numbers regarding Fire dispatch. That staff provide a report regarding our dispatch contracts with other communities. To provide the report that previously went to Council as well as an assessment regarding fire dispatch costs. 2% increase to wage grids – County non-union wage rate increase was 1.5%. A report to be distributed to Council on the HR costs based on various percentage points. To review the additional positions to determine if they are required. OPERATIONS Fleet Fleet – Discussion took place regarding fleet replacements and Council conveyed their suggestions to the Director. The Director noted that three core services are rated in a poor category. Operating and maintenance have been increasing and this should be rectified. To determine what level we want to run the fleet. Staff will be tracking individual vehicle costs moving forward in order to determine replacements in the future. January 29, 2015 Council Meeting – Agenda 8 Moved By: Councillor Adam Seconded By: Councillor Stephenson THAT Council direct the Director of Operations to dedicate $930,000 for fleet services asset management plan. Defeated ECONOMIC DEVELOPMENT Airport – all capital projects are contingent on the sale of property. RECREATION, CULTURE & PARKS Elliot Fariburn Centre – discussion regarding the viability of that property. Staff to bring back a business case regarding the feasibility of retaining this asset prior to investing dollars in this budget. FIRE Suggest that staff work with other communities regarding the position and not to fill the fire prevention officer position this year. Council requested information on our model compared to neighbouring municipalities. The Fire Chief noted that Tillsonburg is comparable to Ingersoll and Simcoe with respect to call volumes and honorariums. Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council direct staff to bring back a budget with a 2.5% tax increase. Carried BUILDING Council suggest that the town contribution for CIP Applications should be a 50/50 split with the BIA. Staff to provide further information regarding this split at the meeting of February 5, 2015. Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT staff prepare a report for the replacement of the pavilion at Coronation Park. Carried January 29, 2015 Council Meeting – Agenda 9 9. By-Laws By-Laws from the Meeting of January 29, 2015 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT By-Law 3876 to Confirm the Proceedings of the Council Meeting of January 29, 2015, be read for a first and second time and this constitutes the first and second reading thereof; AND THAT By-Law 3876, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. Carried 10. Adjournment Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT the Council Meeting of January 29, 2015 be adjourned at 4:16 p.m. Carried Table of Contents Agenda 2 January 22, 2015 - Council Minutes January 22, 2015 - Council Minutes 6 2015 Business Plan - Building - Planning - By-Law 2015 Business Plan- Building-Planning-By-Law 12 FIN 15-05 Community Groups/Boards Grant Budget Requests FIN 15-05 Community Groups Boards Grant Budget Requests 26 Police Services Board Budget Request 2015TPSB budget proposal 28 Station Arts Centre Budget Request Station Arts Centre ReportfortheTownBudgetCommitteeJanuary292015 30 Tillsonburg Chamber of Commerce Annual Awards of Excellence Budget Request Chamber of Commerce Awards of Excellence Budget Request 48 BIA Budget Request BIA Budget 2015 50 YFC/Youth Unlimited - Tillsonburg Budget Request YFC Youth Unlimited Tillsonburg 51 Tillsonburg & District Historical Society Tillsonburg & District Historical Society 52 Culture Advisory Committee Use of Reserves FIN 15-06 Culture Advisory Committee Use of Reserves 56 Multi-Service Centre Budget Request letgr14-15Tillsonburg 57 grantstats14-15Tburg 59 By-Law 3876 By-Law 3876 61 1 1. Call to Order 2. Adoption of Agenda Proposed Resolution #1 THAT the Agenda as prepared for the Council meeting of January 29, 2015, be adopted. 3. Moment of Silence 4. Disclosures of Pecuniary Interest and the General Nature Thereof 5. Adoption of Council Minutes of Previous Meeting 5.1. Minutes of the Council Meeting of January 22, 2015 January 22, 2015 - Council Minutes Proposed Resolution #2 THAT the Minutes of the Council Meeting of January 29, 2015, be approved. 6. Departmental Business Plans 6.1. Building, Planning and By-Law (9:00 – 9:45 a.m.) Geno Vanhaelewyn, Chief Building Official 2015 Business Plan- Building-Planning-By-Law Proposed Resolution #3 THAT the 2015 Business Plan for Building, Planning and By-Law by received as information. 7. Budget Requests 7.1. FIN 15-05 Community Groups Boards Grant Budget Requests Proposed Resolution #4 The Corporation of the Town of Tillsonburg SPECIAL COUNCIL MEETING Thursday, January 29, 2015 9:00 PM Council Chambers 200 Broadway, 2nd Floor AGENDA 2 January 29, 2015 Council Meeting – Agenda 2 THAT Council receives report FIN 15-05 Community Groups/Boards Grant Budget Requests as information. 7.2. Police Services Board Budget Request (9:45 – 10:00 a.m.) Proposed Resolution #5 THAT Council receive the budget request from the Police Services Board; AND THAT Council support the budget request in the amount of $_____________. 7.3. Station Arts Budget Request (10:00 – 10:15 a.m.) Proposed Resolution #6 THAT Council receive the budget request from the Station Arts Centre; AND THAT Council support the budget request in the amount of $_____________. Break (10:15 – 10:30 a.m.) 7.4. Tillsonburg Chamber of Commerce Awards of Excellence Budget Request (10:30 – 10:45 a.m.) Proposed Resolution #7 THAT Council receive the budget request from the Tillsonburg Chamber of Commerce; AND THAT Council support the budget request in the amount of $____________. 7.5. BIA Budget Request (10:45 – 11:15 a.m.) Proposed Resolution #8 THAT Council receive the budget request from the BIA; AND THAT Council support the budget request in the amount of $_____________. 7.6. YFC/Youth Unlimited – Tillsonburg Budget Request (11:15 – 11:30 a.m.) Proposed Resolution #9 THAT Council receive the budget request from the YFC/Youth Unlimited – Tillsonburg; 3 January 29, 2015 Council Meeting – Agenda 3 AND THAT Council support the budget request in the amount of $_____________. 7.7. Tillsonburg & District Historical Society (11:30 – 11:45 a.m.) Proposed Resolution #10 THAT Council receive the budget request from the Tillsonburg & District Historical Society; AND THAT Council support the budget request in the amount of $_____________. 7.8. Culture Advisory Committee Use of Reserves (11:45 a.m.) FIN 15-06 Culture Advisory Committee Use of Reserves Proposed Resolution #11 THAT Council receives report FIN 15-06 Culture Advisory Committee Use of Reserves; AND THAT Council approves the use of reserves in the amount of $1,500 for Tillsonburg Family Day and $1,500 for Glendale High School – Community Mock UN Assembly. Lunch Break (12:00 – 12:30 p.m.) 7.9. Multi-Service Centre Budget Request (12:30 – 12:45 p.m.) Letter from Multi-Service Centre Multi-Service Centre Statistics Proposed Resolution #12 THAT Council receive the budget request from the Multi-Service Centre. AND THAT Council support the budget request in the amount of $ ______________. 8. Council Budget Discussion (12:45 – 4:00 p.m.) 4 January 29, 2015 Council Meeting – Agenda 4 9. By-Laws By-Laws from the Meeting of January 29, 2015 Proposed Resolution #13 THAT By-Law 3876 to Confirm the Proceedings of the Council Meeting of January 29, 2015, be read for a first and second time and this constitutes the first and second reading thereof; AND THAT By-Law 3876, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. 10. Adjournment Proposed Resolution #14 THAT the Council Meeting of January 29, 2015 be adjourned at _______ p.m. 5 ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres Councillor Maxwell Adam Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Councillor Brian Stephenson STAFF: David Calder, CAO Donna Wilson, Town Clerk Kevin De Leebeeck, Director of Operations Rick Cox, Director of Parks and Recreation Services Darrell Eddington, Director of Finance Jeff Smith, Fire Chief 1. Call to Order The Meeting was called to order at 9:04 a.m. Deputy Mayor Beres sat as Chair as Mayor Molnar was detained at a previously committed meeting. 2. Adoption of Agenda Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Agenda as prepared for the Council meeting of January 22, 2015, be adopted. Carried 3. Moment of Silence 4. Disclosures of Pecuniary Interest and the General Nature Thereof No disclosures of pecuniary interest were declared The Corporation of the Town of Tillsonburg SPECIAL COUNCIL MEETING Thursday, January 22, 2015 9:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES 6 Council Meeting – Agenda 2 5. Adoption of Council Minutes of Previous Meeting 5.1. Minutes of the Meeting of January 15, 2015 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the Minutes of the January 15, 2015 Budget Council Meeting, be approved. Carried 6. Information Items 6.1. IT Strategic Review Town of Tillsonburg - IT Strategy Town of Tillsonburg - IT Strategy - Council Presentation 6.2. Asset Management Plan 2013 Asset Management Plan for the Town of Tillsonburg 2013 6.3. White Paper on the Roof Maintenance Program RCP 15-03 - White Paper on the Roof Maintenance Program RCP 15-03 - ATT 01 - Elliott Fairbairn roof report RCP 15-03 - ATT 02 - Elliott Fairbairn roof diagram RCP 15-03 - ATT 03 - Leak Repair - OPP building Discussion took place regarding roof repair and replacements to determine priorities and those needs. After budget deliberations, staff to look at the Elliot Fairbairn lease to determine if it makes financial scense to continue with this lease. 6.4. FIN 15-03 Tax Class Comparisons FIN 15-03 Tax Class Comparisons BMA 2014 Municipal Tax Study 6.5. Revised Debt Summary Information 2015 Long Term Debt Repayment 6.6. FIN 15-04 Town of Tillsonburg Ground Lease Agreement FIN 15-04 Town of Tillsonburg Ground Lease Agreements TOWN AMENDMENT GROUND LEASE NOV 1994 TOWN AMENDING AGREEMENT FEB 2004 7 Council Meeting – Agenda 3 7. Departmental Business Plans 7.1. Operations Business Plan Kevin De Leebeeck, Director of Operations 2015 Business Plan- Operations Services White Paper OPS 15-01 White Paper OPS 15-02 The Director of Operations reviewed asset management - what that is and how replacement and budgeting affect that plan. Mayor Molnar joined the meeting at 10:40 a.m. Council took a recess at 10:46 a.m. Council resumed at 10:54 a.m. Discussion took place regarding municipal policies or general procedures for purchasing new or used vehicles, the general practice of the Town is to purchase new vehicles. Council to review this practice when the procurement policy comes before council in the future. Fleet and Equipment Replacement is currently recommended to be 5.8%, council asked where the Director would like to see that number in future. The Director suggests that those vehicle costs be charged out to the various departments rather than hitting the tax base directly but through various departments. This would provide for department accountability for vehicle usage and would provide actual costs for each vehicles use for projects such as leaf pickup etc. Staff to move toward a responsible and sustainable asset management plan Option 3 is recommended by the Director – Contributing any surplus from Fleet Services operating budget, while also funding the yearly capital investment requirements, until the $1.55M target is achieved. The department is asking the following: To establish a dedicated fleet and equipment account To move forward with fleet and equipment reserve account to help build that reserve. To obtain pre budget approval for the road project on Camdon Court and Third street so that it can be tendered out now. To fund fleet and roads as presented. 8 Council Meeting – Agenda 4 Moved By: Councillor Hayes Seconded By: Councillor Stephenson THAT Operations Business Plan be received as information; AND THAT Pre Budget approval be given for Third Street and Camdon Court reconstruction in order for RFP’s to be sent out. Carried Staff will be reaching out to the residents regarding the construction of sidewalks on Camdon Court. Council recessed for lunch at 12:31 p.m. Council resumed at 1:04 p.m. Mayor Molnar and the Director of Recreation, Culture & Parks, Rick Cox left to attend another meeting. 7.2. Fire Business Plan Jeff Smith, Fire Chief 2015 Business Plan- Fire Services White Paper Fire Prevention Officer Business Case Mayor Molnar returned to the meeting at 1:40 p.m. Discussion took place regarding pre budget approval for hydraulic extrication equipment due to current risks. Director of Recreation, Culture & Parks, Rick Cox returned to the meeting at 2:30 p.m. Council took a 10 minute recess at 2:51 p.m. Council resumed at 3:00 p.m. and the Mayor resumed the chair. Fire prevention officer – staff looked at partnering with another municipality however there was no viable partner available. Due to downloading from the province the role is required to be fulfilled by the department. Staff to provide council with further information regarding the fluctuations between 2014 and 2015 for the following GL Accounts, 5415, 5420 and 5425. 9 Council Meeting – Agenda 5 7.3. Economic Development and Marketing Cephas Panschow, Development Commissioner 2015 Business Plan - Economic Development & Marketing White Paper DCS 15-01 Highway 3 Business Park Development Plan White Paper DCS 15-10 Membership in the Southwestern Ontario Marketing Alliance White Paper DCS 13-10 Southwestern Ontario Marketing Alliance White Paper Comparison of SCOR, SOMA & SWEA Discussion took place regarding lands at the airport and the acreage legally required to operate an airport which is 250 acres. Discussion took place regarding the taxation benefits to SW Oxford only. Discussion took place regarding Corporate communications and that Citizens would like to see more information through social media, this initiative would need to be consistently carried out in order for it to be effective. 8. Recommendations Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT the White Paper on the Roof Maintenance Program be received as information; AND THAT FIN 15-03 Tax Class Comparisons be received as information; AND THAT Revised Debt Summary Information be received as information; AND THAT FIN 15-04 Town of Tillsonburg Ground Lease Agreement be received as information; AND THAT Fire Business Plan be received as information; AND THAT Economic Development and Marketing Business Plan be received as information. Carried Moved By: Councillor Stephenson Seconded By: Councillor Adam THAT Pre Budget approval be given for fire rescue auto extrication rescue equipment which includes air bags, hydraulic rescue tools, for $45,000 in total. Defeated 10 Council Meeting – Agenda 6 9. By-Laws By-Laws from the Meeting of January 22, 2015 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT By-Law 3871, to Confirm the Proceedings of the Council Meeting of January 22, 2015, be read for a first and second time and this constitutes the first and second reading thereof; AND THAT By-Law 3871, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. Carried 10. Adjournment Move By: Councillor Esseltine Seconded By: Councillor Stephenson THAT the Council Meeting of January 22, 2015 be adjourned at 4:41 p.m. Carried 11 TOWN OF TILLSONBURG 2015 BUSINESS PLAN BUILDING/PLANNING/BY-LAW SERVICES 12 2015 Business Objectives Item Dept Owner Budget Value Target Date By-law Review Ongoing By-Law By-Law $0 Dec. 31/15 Façade Improvement Building CBO/Development Tech. $25,000 Dec. 31/15 Building/Planning Fee Study Building/ Planning CBO $5,000 Dec. 31/15 Review Town Planning Function Planning CBO $0 Q2 Advance Communications to Bldg/Plng/Bylaw CBO/D.Tech.$5,000 Q3Advance Communications to Public & Dev. Industry Bldg/Plng/Bylaw CBO/D.Tech.$5,000 Q3 Crossing Guard Requirements By-Law By-Law $0 Q2 13 Risks •Absence and retraining of Development Technician position may temporarily result in reduced communications with the public and development community •Ongoing complex development/construction projects require significant amount of staff time which may result in longer turn around times for other projects •Continuing changes to the Ontario Building Code requires ongoing staff •Continuing changes to the Ontario Building Code requires ongoing staff training •Increase in communication may result in increased by-law inquires/enforcement 14 Opportunities •Improvement of departmental communications to community and development industry creates positive outcomes and transparency •By-Law review provides updates and clarification that are relevant to current public needs •Ongoing code training reduces liability and provides efficiencies •Review of planning functions will create a larger planning presence and •Review of planning functions will create a larger planning presence and investment ready environment 15 Future Departmental Directions: 3 year outlook 2016 •Departmental Communications Review •By-Law Efficiency Review •Open Data Review •Façade Improvement Program Review •Planning Review Implemented 16 Future Departmental Directions: 3 year outlook 2017 •Completion of Façade Improvement Program •Central Area Design Study Review •Animal Control Contractor RFP •Open Data Review 17 Future Departmental Directions: 3 year outlook 2018 •Central Area Design Study – Phase 2 Grant Project •Departmental IT Review •Crossing Guard Program Review•Crossing Guard Program Review •Open Data Review 18 Human Resources Allocation/Deployment Plan 2014 2015 2016 Total FTE Requirements-Full time 5 5 5 Total FTE Requirements-Part time 1.65 1.65 1.65 Contract Staff 0 0 0 Change from previous year 0 0 0 19 190 - Building 2015 Budget Projection Budget Revenues Special Levy, Local Improvements, PILS 3000 Taxes - Residential 3005 Taxes - Multi-Residential 3010 Taxes - Commercial 3012 Taxes - Commercial Vacant Unit 3014 Taxes - Commercial Vancant Land 3020 Taxes - Shopping Centre 3022 Taxes - Shopping Centre Vacant Unit 3030 Taxes - Industrial 3032 Taxes - Industrial Vacant Unit 3034 Taxes - Industrial Vacant Land 3040 Taxes - Pipelines 3050 Taxes - Farmland 3055 Taxes - Farmland Dev. Phase 1 3060 Taxes - Large Industrial 3062 Taxes - Large Industrial Vacant Unit 3070 Taxes - Supplementaries 3075 Taxes - Bill 79 Capped Levy 3080 Taxes - Capped Rebates/Claw Backs 3085 Taxes - W/O's 3090 Taxes - PIL's 3095 Local Improvements - Residential 3096 Local Improvements - Commercial 3100 Tax Adjustments 3105 Taxes - Penalty & Interest Government Grants & Subsidies 3200 Grants & Subsidies - Federal 3205 Grants & Subsidies - Provincial 3210 Grants & Subsidies-Other - - - Other Revenues 3300 Miscellaneous Revenue - 1,090 11,000 3301 Residential Usage 3302 General Usage 3305 Admissions 3310 Fares & Fees 3315 Memberships 3320 Seasonal Revenues 3325 Sports Fields Fees 3330 Youth Program Fees 3335 Adult Program Fees 3340 Summer Programs 3345 Participate Programs Town of Tillsonburg 2015 Financial Plan Operating Plan - Cost Code Summary 2014 3345 Participate Programs 3350 Minor Hockey 3355 Figure Skating 3360 Programs 3365 Landscaping 3400 Permit Fees 210,000 338,208 230,000 3410 Licence Fees 3420 Certificates 6,000 4,200 5,600 3430 Inspections - - - 3500 Rentals 3505 Merchandise 3510 Concession Sales 3515 Vending Machines 3600 Interest 3601 Late Payment Charges 3700 Special 3701 Capital Surchrge - Residential 3702 Capital Surchrge - General 3705 Donations 3800 Sewer Revenue-Surcharge 3801 Reg 170 Surchrge - Residential 3802 Reg 170 Surchrge - General 3815 Extraordinary Revenue 3999 Revenue Clearing Account Specified Revenues 3805 Development Charges 3810 Sale of Assets 3820 Debenture Proceeds Contribution from Reserves 3900 Contribution from Reserves - - 38,850 3905 Contribution from DC Reserves 216,000 343,498 285,450 H:\Finance\Financial Plans\2015\2015 Budgets\2015 Budget 190 Building.xls 08/01/2015 1:23 PM Page 1 of 2 20 190 - Building 2015 Budget Projection Budget Town of Tillsonburg 2015 Financial Plan Operating Plan - Cost Code Summary 2014 Expenditures Labour 5001 Full-time Regular 249,900 256,622 268,700 5002 Full-Time Overtime - 324 - 5003 Part-Time Regular 15,000 7,198 9,000 5004 Part-Time Overtime Purchases 5105 Equipment Rental 5110 Fuel & Oil 5115 Discounts Taken 5200 Materials/Inventory 5300 Supplies 3,000 3,708 3,500 5305 Program Supplies 5310 Equipment Supplies & Repairs 1,130 2,155 2,200 5315 Books & Publications 1,250 2,408 1,750 5320 Building Repairs & Maintenance 5325 Heat, Light & Water 5330 Insurance 10,453 9,733 9,535 5331 Insurance Claims 5335 Telephone, Fax & Modem 2,000 1,405 2,000 5400 Miscellaneous Expense 4,750 7,067 4,250 5405 Meeting Expenses 400 400 400 5410 Advertising & Promotions 1,800 1,862 4,500 5415 Training & Workshops 6,000 6,062 6,000 5420 Special Events - - 1,000 5425 Special Projects - - - 5430 Membership Expenses 1,550 1,521 1,750 5600 Rent Expense 5605 Interest And Finance Charges 5850 Bad Debt Expense 5800 Tax External Payments Contracted Services 5500 Consultants, Legal & Audit - 1,000 - 5505 Subcontractors Expense - - 6,250 5510 Equipment Maintenance Contracts Contributions to Reserves 5950 Contributions to Reserves - 123,267 - 5955 Contributions to DC Reserves 297,233 424,731 320,835 81,233 81,233 35,385 Interfunctional Adjustments 5100 Fleet Allocation 13,861 13,860 14,311 5650 Facilities Allocation5650Facilities Allocation 5700 Corp Admin Allocation 9,107 9,108 9,213 5705 Comm. Services Allocation 5710 Operations Allocation 22,968 22,968 23,524 104,201 104,201 58,909 Debt Principal and Interest 5900 Debt Interest - - - 5905 Debt Principal 3950 Prior year (surplus) deficit - - - Total Net Levy 104,201 104,201 58,909 H:\Finance\Financial Plans\2015\2015 Budgets\2015 Budget 190 Building.xls 08/01/2015 1:23 PM Page 2 of 2 21 5 year Capital Plan Description Expenditures Contribution to Reserves 7 2015 - - 1 2 3 4 5 6 7 2016 - - 1 2 3 4 5 6 7 2017 - - 1 2 3 4 5 6 7 2018 - - 1 2 3 4 5 6 7 2019 - - Town of Tillsonburg 2015 Financial Plan Capital Costs 5 yr Capital Plan Page 1 of 1 08/01/201522 180 - Protection 2015 Budget Projection Budget Revenues Special Levy, Local Improvements, PILS 3000 Taxes - Residential 3005 Taxes - Multi-Residential 3010 Taxes - Commercial 3012 Taxes - Commercial Vacant Unit 3014 Taxes - Commercial Vancant Land 3020 Taxes - Shopping Centre 3022 Taxes - Shopping Centre Vacant Unit 3030 Taxes - Industrial 3032 Taxes - Industrial Vacant Unit 3034 Taxes - Industrial Vacant Land 3040 Taxes - Pipelines 3050 Taxes - Farmland 3055 Taxes - Farmland Dev. Phase 1 3060 Taxes - Large Industrial 3062 Taxes - Large Industrial Vacant Unit 3070 Taxes - Supplementaries 3075 Taxes - Bill 79 Capped Levy 3080 Taxes - Capped Rebates/Claw Backs 3085 Taxes - W/O's 3090 Taxes - PIL's 3095 Local Improvements - Residential 3096 Local Improvements - Commercial 3100 Tax Adjustments 3105 Taxes - Penalty & Interest Government Grants & Subsidies 3200 Grants & Subsidies - Federal - - - 3205 Grants & Subsidies - Provincial - - - 3210 Grants & Subsidies-Other User Charges 3300 Miscellaneous Revenue 23,650 20,514 22,000 3301 Residential Usage 3302 General Usage 3305 Admissions 3310 Fares & Fees 3315 Memberships 3320 Seasonal Revenues 3325 Sports Fields Fees 3330 Youth Program Fees 3335 Adult Program Fees 3340 Summer Programs 3345 Participate Programs Town of Tillsonburg 2015 Financial Plan Operating Plan - Cost Code Summary 2014 3345 Participate Programs 3350 Minor Hockey 3355 Figure Skating 3360 Programs - - - 3365 Landscaping 3400 Permit Fees 3410 Licence Fees 44,250 55,370 54,400 3420 Certificates 3430 Inspections 3500 Rentals 3505 Merchandise 3510 Concession Sales 3515 Vending Machines 3600 Interest 3601 Late Payment Charges 3700 Special 3701 Capital Surchrge - Residential 3702 Capital Surchrge - General 3705 Donations 3800 Sewer Revenue-Surcharge 3801 Reg 170 Surchrge - Residential 3802 Reg 170 Surchrge - General 3815 Extraordinary Revenue 3999 Revenue Clearing Account Specified Revenues 3805 Development Charges 3810 Sale of Assets 3820 Debenture Proceeds Contribution from Reserves 3900 Contribution from Reserves - - - 3905 Contribution from DC Reserves - - - 67,900 75,884 76,400 H:\Finance\Financial Plans\2015\2015 Budgets\2015 Budget 180 Protection.xls 08/01/2015 1:24 PM Page 1 of 2 23 180 - Protection 2015 Budget Projection Budget Town of Tillsonburg 2015 Financial Plan Operating Plan - Cost Code Summary 2014 Expenditures Labour 5001 Full-time Regular 144,000 143,033 143,900 5002 Full-Time Overtime - 390 - 5003 Part-Time Regular 64,000 67,170 70,900 5004 Part-Time Overtime - - - Purchases 5105 Equipment Rental 409 - - 5110 Fuel & Oil 5115 Discounts Taken 5200 Materials/Inventory 5300 Supplies 5,130 5,005 5,550 5305 Program Supplies 5310 Equipment Supplies & Repairs - - - 5315 Books & Publications 5320 Building Repairs & Maintenance 5325 Heat, Light & Water 5330 Insurance 5331 Insurance Claims 5335 Telephone, Fax & Modem 400 698 900 5400 Miscellaneous Expense 2,300 2,325 5,650 5405 Meeting Expenses 5410 Advertising & Promotions 1,600 1,351 500 5415 Training & Workshops 3,750 2,738 3,650 5420 Special Events 5425 Special Projects - - - 5430 Membership Expenses 350 350 350 5600 Rent Expense 5605 Interest And Finance Charges 5850 Bad Debt Expense 5800 Tax External Payments Contracted Services 5500 Consultants, Legal & Audit - - - 5505 Subcontractors Expense 30,000 30,928 36,500 5510 Equipment Maintenance Contracts - - - Contributions to Reserves 5950 Contributions to Reserves - - - 5955 Contributions to DC Reserves - - - 251,939 253,987 267,900 184,039 178,103 191,500 Interfunctional Adjustments 5100 Fleet Allocation 6,861 6,864 7,084 5650 Facilities Allocation5650Facilities Allocation 5700 Corp Admin Allocation 12,620 12,648 12,765 5705 Comm. Services Allocation 5710 Operations Allocation 19,481 19,512 19,849 203,520 197,615 211,349 Debt Principal and Interest 5900 Debt Interest - - - 5905 Debt Principal - - - 3950 Prior year (surplus) deficit - - - Total Net Levy 203,520 197,615 211,349 H:\Finance\Financial Plans\2015\2015 Budgets\2015 Budget 180 Protection.xls 08/01/2015 1:24 PM Page 2 of 2 24 5 year Capital Plan Description Expenditures Contribution to Reserves 1 AUTOMATIC HANDHELD TICKET ISSUER 7,000 2 TICKET TRACER - INTEGRATION WITH PAYMENT MANAGER - CLASS - 3 4 5 2015 7,000 - 1 CROSSING GUARD SIGNALIZATION - PHASE 1 2 3 4 5 2016 - - 1 CROSSING GUARD SIGNALIZATION - PHASE 2 2 3 4 5 2017 - - 1 2 3 4 5 2018 - - 1 2 3 4 5 2019 - - Town of Tillsonburg 2015 Financial Plan Capital Costs 5 yr Capital Plan Page 1 of 1 08/01/201525 1 CAO STAFF REPORT FINANCE Title: Community Groups/Boards Grant Budget Requests Report No.: FIN 15-05 Author: DARRELL EDDINGTON Meeting Type: COUNCIL BUDGET MEETING Council/Committee Date: JANUARY 29, 2015 Attachments: MULTI-SERVICE CENTRE; POLICE SERVICES BOARD; TILLSONBURG & DISTRICT HISTORICAL SOCIETY; YFC/YOUTH UNLIMITED – TILLSONBURG; TILLSONBURG CHAMBER OF COMMERCE; STATION ARTS CENTRE; BIA RECOMMENDATIONS: THAT Council receives report FIN 15-05 Community Groups/Boards Grant Budget Requests as information. EXECUTIVE SUMMARY To provide background information to Council on Community group grant and Board budget requests. BACKGROUND Council will be receiving a number of community groups requesting approval for grant requests and receiving two Boards requesting budget funding. The following community group requests have been included in the 2015 budget for Council’s consideration: Cultural Advisory Committee $10,000 Station Arts $35,000 Turtlefest $20,000 Canada Day fireworks $ 5,000 Multi-Service Centre $38,000 New Years Eve fireworks $ 4,000 Total $112,000 Turtlefest will be presenting to Council at Council’s meeting on February 5, 2015. There will be no presentations from the Cultural Advisory Committee, Canada Day fireworks or the New Years Eve fireworks. PDF created with pdfFactory Pro trial version www.pdffactory.com26 2 CAO The Business Improvement Area (BIA) and the Police Service Board will be presenting to Council their requests. There is also a request from the Tillsonburg & District Historical Society. Their request of $27,100 is included in Cemetery budget. The Tillsonburg Chamber of Commerce is presenting a request for additional support in the amount of $8,000 for the Annual Awards of Excellence event. The Development Commissioner has historically supported, through the Economic Development budget, an amount aggregating $4,000. And finally, there is a request from YFC/Youth Unlimited – Tillsonburg. Previous Council established that $5,000 be contributed annually through the budget process to a trust to cover any requests pertaining to youth. This request would typically be directed and decided upon by Council approved trustees, however, the term for those trustees expired at the end of previous Council and therefore, in their absence, Council will receive the request. PDF created with pdfFactory Pro trial version www.pdffactory.com27 TILLSONBURG POLICE SERVICES BOARD 200 Broadway Street, 2nd Floor Tillsonburg, Ontario N4G 5A7 Telephone (519) 688-3009 ext 4240 Fax (519) 842-4120 Date: January 8, 2015 To: Mayor Molnar and Members of Council Re: Tillsonburg Police Services Board Budget Proposal 2015 Budget History 2010 to 2014 Operating Budget Numbers 2010 $ 12605.00 2011 $ 7860.00 **see note 1 2012 $ 7900.00 2013 $ 7950.00 2014 $ 8505.00 Note 1: Due to budget reductions across the board, a request was made to reduce the Boards operating budget for 2011. The Special Projects Fund was also reduced by $6000.00. Tillsonburg Police Services Board 2014 Expenditures OAPSB Membership Including Zone 4 Membership $ 1183.39 OAPSB Spring Convention 2 members Toronto $ 2768.95 OPP Auxiliary BBQ Sponsor $ 157.99 OAPSB Zone Meeting Oxford Sponsor $ 420.25 Zone meeting guest speaker gift $ 35.00 **expenses shared by 5 Oxford Boards* Oxford County Crime Stoppers Golf Tournament 4 members $ 600.00 Domestic Violence Awareness Campaign $ 400.00 Crime Stoppers Gala $ 200.00 CS Officer – Children’s Tattoos and Stickers $ 540.14 Location Sign “90 Concession” $ 150.00 Total Board Expenditures 2014 $ 6455.73 28 **does not include expenditure from Special Projects Fund It should be noted in an effort to support Youth and Community Engagement the OPP have no budget and rely on support from all PSB’s and area Service Clubs within the County of Oxford. To date the Board has also received from the OPP (unclaimed money) in the amount of $1045.27 with the understanding that it goes to Community support (ie: Domestic Violence Awareness etc.). With the unclaimed money our Board’s operating budget is approximately $1800.00 under budget for the year. Special Projects Fund 2014 2014 Fund was $5000.00 as it has been since 2011. In October, the Board ordered and has received a third MEGA-TECH speed monitoring sign ($4348.03) using the special projects fund. 2015 Budget Request The Board is requesting that the budget remain at the 2014 level of $8505.00. It should be noted additional training for Board Members will be required for 2015 due to the new OPP costing methodology. I respectfully request that the Special Projects Fund remain at $5000.00. Although there is currently no discussion for additional speed monitoring equipment, there is a possibility that we may have a trailer built or modified to accept one of the signs to allow increased use in areas where poles are not in convenient location or nonsufficient. The Board is also looking at the purchase of two additional bicycles total value approximately $3500.00. The Board is encouraging the OPP to train Auxiliary Officers for use in bicycle patrol. The two current bikes are around 7 years old and will need upgrading. With the emphasis on our trail system additional patrolling will be an asset. As well, the ongoing discussion with Haldimand Norfolk Crime Stoppers to divest ourselves, may require legal advice and possibly the purchase of inventory no longer useable (t-shirts, letterhead etc.) and perhaps new signage for Tillsonburg. As always, if not needed, it would go to surplus. Respectfully Submitted, Larry Scanlan Chair Tillsonburg Police Service Board lgscan@hotmail.com 29                 41 Bridge St. W. Tillsonburg ON N4G 5P2  519.842.6151  office@stationarts.ca  www.stationarts.ca      January 22, 2015      Dear Mayor Molnar, Deputy Mayor Beres, Councillor  Stevenson, Councillor Hayes,  Councillor Adam, Councillor Rosehart, Councillor Esseltine, CAO Calder, Mr. Eddington, Mr.  Cox and Mr. Panschow.    While you consider the 2015 budget for the Town of Tillsonburg, we would like to take this  opportunity to thank you for your past support of the Station Arts Centre.  For over 30 years,  the Town and the Station have cooperated for the mutual benefit of the people of Tillsonburg.     We are grateful to the community that supports us and we, in turn, strive to offer services and  amenities which can enrich everyone. While we offer programming and a home for the arts,  we are also stewards of an historic site which we maintain and gradually improve upon.     We act as a community resource and frequently partner with other agencies, organizations  and nonprofits in Tillsonburg. We provide visitor information and welcome guests and  potential new residents, along with members of the community.     We are a volunteer organization where members not only contribute to the activities at the  Station but also to the community.    The following is a brief overview of our activities and contributions and we look forward to  presenting to the Town in the near future.    On Behalf of the Board of Directors    Deb Beard  General Manager    Chris Jezovnik  President    30 Table of Contents    Table of Contents  Board of Directors 2014­15  Staff  Volunteers  Membership  In­House Groups  Bridge Street Artists  Stationhouse Quilters and Fibre Artists  Stationhouse Potters  Tillsonburg and Area Miniature Enthusiasts  Tillsonburg Linux Users Group  Tillsonburg Photography Club  Hours of Operation  Education  Classes (In­house program)  Clay Pilot (Schools/Remote program)  Operations  Tourism and Visitor Information  Baggage Room  Bridge Street Artist Gallery  Changing Exhibit Gallery Openings  Farmers' Market  Box Office  Partnerships  Tourism  Visitor Information Site  Visitor Counts  Affiliations/Memberships/Committees  Facility Improvements/Repairs  Promotions/Communications  Computing  Streams of Revenue  Statement of Operations  Year in Review  January  February  March  April  May  June  July  August  September  31 October  November  December  January 2015  Exhibits  Changing Exhibit Gallery 2014­15  2014  2015  Bridge St. Gallery Artist of the Month 2014­15  Events 2014  Events 2015           32 Board of Directors 2014­15      President Chris Jezovnik  Vice President Gale Connor  Secretary Dianne Clark  Treasurer Diane Patenaude  Assistant Treasurer Suzanne Fleet  Director Terry Ross  Director Cathy Barzo  Director Richard Tilleman  Director Erin Getty  Director Helen Evens  Director Heather Benton      Staff      General Manager Deb Beard (full time)  Assistant and Classes Tabitha Verbuyst (part time)  Backup Help Brenda Harris      Volunteers   ●Approximately 150 volunteers  ●Contributing, conservatively, over 5,500 hours of volunteer support   ●Help to carry out the activities of the Station and its community commitments and  events.      33 Membership   ●185 individuals  ●Adult, family and student memberships available  In­House Groups    ●Bridge Street Artists  ○Painters group  ●Stationhouse Quilters and Fibre Artists   ○Quilters, knitters, crochet, felt  ●Stationhouse Potters  ○Pottery group  ●Tillsonburg and Area Miniature Enthusiasts  ○Also known as ‘TAME’  ●Tillsonburg Linux Users Group   ○Also known as ‘TILLUG’  ○Helps with in­house IT support for Station  ○Group folded at the beginning of 2014  ●Tillsonburg Photography Club  ○Photography group    Hours of Operation   ●Monday­Friday   ○9am­4pm   ●Saturday   ○9am­4pm (May­September)  ○9am­2pm (October­April)    Education  ●Classes (In­house program)  ○Workshops for children, youth and adults offered through the year and through  March Break  ○Summer programming for children and youth  ●Clay Pilot (Schools/Remote program)  ○Working with educators in 3 school boards and offered to groups and  organizations, introduction to clay and watercolours by experienced instructors  Operations  ●Tourism and Visitor Information  ○see details under Tourism  ●Baggage Room  ○For­profit arm of the Station Arts Centre  34 ○Wendy Wies ­ Convenor  ●Bridge Street Artist Gallery   ○Exhibits  ●Changing Exhibit Gallery Openings   ○2015 schedule full, 2016 half full  ●Farmers' Market  ○Support for visitors to the Farmers Market  ○Ed Ecker ­ Convenor  ●Box Office  ○Darlene Murray ­ Theatre Tillsonburg Box Office Manager  ○Phone and messages coordination  ●Partnerships  ○Work with other agencies, school boards, organizations, non­profit/charitable  groups,volunteer placements, skills retraining/programs (WSIB etc.) and  resource  Tourism  ●Visitor Information Site  ○Hosting of posters, event tickets, pamphlets and other print media  ○Customer Service and amenities  ○Town of Tillsonburg Kiosk  ■Chris Jezovnik in conjunction with Colleen Pepper and Cephas  Panschow.  ●Visitor Counts  ○Individual visits including­all venues, on and off site, Down Home Country  Christmas, Auction, Relay for Life­Children’s tent, Creative Imaginations  Festival, Turtlefest, in­house group use, rentals, meetings, and programming.   ○Overall counts  ■2009 17,145   ■2010 19,645  ■2011 21,156  ■2012 20,088  ■2013 23,844  ■2014 21,082    Affiliations/Memberships/Committees    ○Tillsonburg Cultural Advisory Board  ■Deb Beard Chair  ○Tillsonburg Canada Day Committee  ■Deb Beard, Diane Clarke Member  ○Tillsonburg Christmasfest  ■Suzanne Fleet ­ Chair  ■Erin Getty, Deb Beard ­ members  ○Tillsonburg Turtlefest Committee  ■Suzanne Fleet, Deb Beard ­ members  ○Relay for Life  35 ■Deb Beard committee member, chair children’s area  ○Family Day  ■Station Arts­administration of financials (New 2015)  ○Tillsonburg Cultural Improvement Alliance  ■Steering Committee members  ●Terry Ross (current)  ●Chris Jezovnik (former)  ■In partnership with   ●Town of Tillsonburg  ●Oxford Creative Connections  ●Tillsonburg Historical Society  ○Oxford Studio Tour  ■Co­chairs Sue Goossens, Deb Beard  ○Tillsonburg Chamber of Commerce  ○Ontario Crafts Council  ○Tourism Oxford  ○Oxford Creative Connections  ○Theatre Tillsonburg  ○Tillsonburg Horticultural Society  ○Tillsonburg Kinette Club  ○Tillsonburg Air Show  ○Tillsonburg Oxford Library Branch  ○Tillsonburg Week Of Remembrance Committee  ■In partnership with  ●Royal Canadian Legion  ●Tillsonburg Military History Club  ○Chris Jezovnik ­ member  ○Stevens Resource Group WSIB   ■Work placements  ○Thames Valley Board of Education  ■Co­op placements  ○Grand Erie Board of Education  ■Co­op placements  ○Community Living  ○Salvation Army  ■Electronics recycling  ○Tillsonburg Sea Scouts  ■Electronic recycling  ○Artists of Oxford  ○Ontario Electronics Stewardship  ■Electronics recycling      Facility Improvements/Repairs   ●Furnace repairs motherboard furnace 2   ●Exterior painting  36 ●Retrofit pottery studio  ●New track lighting system with led energy efficient lighting main gallery  ●New donors’/supporter’s panel  ●New entry through from reception to gift shop/member’s gallery  ●Heat load assessment (current)  ●New Visitor Information brochure cabinet  ●Adjustment of Eavestroughing  ●Partial roof shingling of Great Western courtyard eave    Promotions/Communications  ●Website updates, social media Facebook, Twitter, Kijiji  ●Print Tillsonburg News, Tillsonburg Recreation and Leisure publication, Theatre  Tillsonburg Program, Map of Tillsonburg, local publications, Snapd, radio, Easy  101/Country 107  ●Rogers TV Art Trax  ●Oxford Volunteer network  ●Facility tours  ●membership/in house groups/community at large emails of upcoming events/programs  ●postings Town of Tillsonburg, Information Oxford, Rogers, Tillsonburg BIA digital  board, Ontario Electronics Stewardship, Oxford Creative Connections  ●Oxford Studio Tour Brochures   ●Festival and Events Ontario  ●‘Arts Country 4’ Catalogue­Produced in association with the firm of Barber and  Veri­10,000 copies circulated from Windsor to Toronto    Computing   ●Moved to cloud­based accounting system  ○Reduce reliance on a single computer  ○Increase accessibility, visibility and remote co­operation regarding finances  ○Fits in with our cloud­based office system (Google Apps).     Streams of Revenue  ●Memberships  ●Classes  ●Rentals  ○Birthday Parties  ○Community groups  ●Box Office Sales  ○Events tickets, admissions, commissions  ■Down Home Country Christmas (reduced due to venue)  ■Annual Dinner and Auction  ■Trivia Night  ■Canada Day Pancake Breakfast  ■Just a Girl’s Indulgence  37 ●Electronics Recycling Program  ○Remuneration per full bin  ●Commissions  ○Gallery Sales, artisan gift shop  ●Donations  ○Annual Dinner and Auction  ○Gifts from the public  ●Grants  ○Student placements ­ HRDC  ○Infrastructure  ●Town of Tillsonburg  ○Service Agreement  38 Statement of Operations       39 Year in Review January  ●Winter programming underway  ●Stationhouse Quilters and Fibre Artists Exhibit  February  ●Winter programming  ●Family Day  ●Artists of Oxford Exhibit  March  ●March Break Madness  ●Spring programming begins  ●Lake Lisgar Sailors Exhibit  April  ●Just a Girl’s Indulgence    ●Spring programming continues  ●Nancy Fitch Exhibit  May   ●Oxford Studio Tour  ○Coordinated by the Station Arts Centre and Sue Goossens      ●Electronics Recycling Permanent Site  ○Established a permanent site for the Electronics Recycling program  ○Located behind George’s auto as approved by the Town  40 ○11 bins collected since the beginning of the program/events  ○convenor Terry Ross  ●Painters and Potters Exhibit    ●  ●exterior painting of back of gallery, steps and rails to red station and CEG  ●spring programming ends  ●financial year end  June  ●students Maddy, Esther, Kate hired through HRDC grant­orientation, training class  planning  ●Relay for Life  ○Children’s area    ●Turtlefest   ○Suzanne Fleet, Deb Beard­committee members      ●Creative Imaginations Festival   ○Tabitha Verbuyst Convenor  41     ●Online bookkeeping  ●Glendale and Annandale Exhibit  July  ●Canada Day Pancake Breakfast      ●Summer Programming begins­Craft Camp, Art Camp    ●    ●Art Attack with Fair Board for 160th  ●Tillsonburg Photography Club Exhibit  August  ●summer programming concludes  ●‘Best Day Ever’ Jared and Skylar Exhibit  September  ●Co­op High School Placements, 2 school boards­ 2 students  ●‘Perceptions Exhibit’ by challenged individuals  42 ●fall programming begins  ●Take Back the Night  ●‘Perceptions’ Nicole, Loretta and Annika Exhibit  October  ●fall programming  ●19th Gala Dinner and Auction  ○theme was ‘Mystique of Morocco’­234 attendees    ●Volunteer Appreciation and AGM    ●Oxford Photographic Arts Guild Exhibit  November  ●Week of Remembrance  ○with the Tillsonburg Military History Club      ●Station Emporium Exhibit   ●Down Home Country Christmas Craft Show  ○November 29, 30, 30th Anniversary­ 2000 attendees  ○Suzanne Fleet convenor    ●Christmas Tour of Homes and Station Open House  ○Partnership with Tillsonburg Kinettes Club 114 attendees  43   December    ●Help Portrait December 6  ○worldwide movement­ find someone in need, take their picture,   ○150 individuals and one dog photographed  ●Members Christmas Dinner  ○December 10  January 2015    ●Trivia Night Challenge!  ○3rd Annual, Wednesday, January 28  ○convenors Erin Getty, Heather Benton, Dianne Clarke and Chris Jezovnik    ●‘At the Last Minute’ Cathy Groulx Exhibit    44 Exhibits This gallery supports emerging artists as well as established, solo, group and education  exhibits.Approximately 1,500 pieces or work are displayed annually in this gallery. Admission  is always free.    2014   January 10­February 4 Stationhouse Quilters and Fibre Artists  February 7­March 5 Artists of Oxford  March 7­April 2 Lake Lisgar Sailors  April 4­30 Nancy Fitch  May 3­4 Oxford Studio Tour  May 8­30 Painters and Potters  June 6­24 Glendale and Annandale  June 27­July 30 Tillsonburg Photography Club  August 1­27 ‘Best Day Ever’ Jared and Skylar  August 29­October 1 ‘Perceptions’ Nicole, Loretta and Annika  October 3­November 5 Oxford Photographic Arts Guild  November 7 ­ 15             Week of Remembrance  November 22­December 19 Christmas Gifts Gallery­Artists of the Oxford Studio Tour    2015   January 9­30 ‘At The Last Minute’ Cathy Groulx  February 6­27 ‘About Eve’ Tracey­Mae Chambers  March 6­April 7 Lianne Todd  April 10­29 Rebecca Blake  May 2 and 3 Oxford Studio Tour  May 8­30 Painters and Potters  June 5­20 Glendale and Annandale  June 26­July 21 Tillsonburg Photography Club  August 7­29 Ryan Pichette  September 4­29 Pat Duwyn  October 9­30 ‘Remembrance’  November 4­14 Week of Remembrance­Military History Club  November 20­December 18 Craig Brown and Glen Parson    45 Bridge St. Gallery Artist of the Month 2014-15   We show the works of all members year round, while highlighting members of our in house  groups on a monthly basis as well. Approximately 500 pieces or work exhibited annual in this  gallery. Admission is always free.      January Members Challenge   February Tillsonburg and Area Miniature Enthusiasts  March Bridge St. Artists  April Tillsonburg Photography Club  May Oxford Studio Tour  May All members challenge  June Stationhouse Quilters and Fibre Artists  July Stationhouse Potters  August Tillsonburg and Area Miniature Enthusiasts   September Bridge St. Artists  October Tillsonburg Photography Club  November Stationhouse Quilters and Fibre Artists  December Stationhouse Potters  Events 2014 February 16 Family Day  February 20                  Just a Girl’s Indulgence   May 3 and 4 Oxford Studio Tour  June 7 Relay for Life  June 14 Tillsonburg Turtlefest  June 14 Creative Imaginations Festival  July 1 Canada Day Pancake Breakfast  October 4 20th Dinner and Auction Gala  October 22 Volunteer Appreciation and AGM  November 29­30 Down Home Country Christmas Craft Show  November 29 Holiday Tour of Homes  November 29                Station Holiday Open House  December 10                Members and Friends Christmas Dinner      Events 2015   January 28                 Trivia Night Challenge  February 16 Family Day  February 20               Just a Girl’s Indulgence   May 2 and 3 Oxford Studio Tour  June 6 Relay for Life  June 20 Tillsonburg Turtlefest  June 20 Creative Imaginations Festival  July 1 Canada Day Pancake Breakfast  46 October 3 20th Dinner and Auction Gala  October 14 Volunteer Appreciation and AGM  November 28­29 Down Home Country Christmas Craft Show  November 28 Holiday Tour of Homes  November 28 Station Holiday Open House  December 5 Help Portrait  December 9 Members and Friends Christmas Dinner  47 48 49 Tillsonburg BIA 2015 2015BudgetREVENUE Taxes 112,350Horticultural Society 1,000Fund Raising 0Special One Time Grant from Town 0 Town contribution for FIP 25,000 Interest 350Donations(sobeys)2,500Transfers from Reserve 0Transfers to Reserve 0AGM0Turtlefest40,000 HST Rebate 12,000TOTAL REVENUE 193,200 OPERATIONALExecutive Director(32 hr work week)38,106Mileage1,000Prof. Development 3,000Quickbooks software 400 Accounting Mtg/Office Exp., newsletters, sundry, phone 3,500Rent3,600Tax Adjustment Contigency Fund 2,000Repayment of Tax Adjustment(new)2,000 Debt Principal 6,000Debt Interest 3,500HST expense 14,000 Bank Service Charges 100 OPERATIONAL TOTAL 77,206 SPECIAL PROJECTSEBB 500Data Base Software 700Trend360Banners/Flags 02013 Façade Improvement carryover 02014 Façade Improvement 40,000 SPECIAL PROJECTS TOTAL 41,560 BEAUTIFICATIONSChristmas Garland/Decorations 3,500Benches - repair and maintenance 3,500Purchase of 16 Flower Pots @300.00 4,800Trees & Greenspace - Maintenance 2,200Watering of Ground Pots 5,000Keep our Town Clean 600Hanging Baskets BEAUTIFICATIONS TOTAL 19,600 MARKETING AND EVENTS Turtlefest Sponsorship 2,000 Turtlefest Expenses 40,000 Turtlefest Block Party Promotion 2,500General Advertising 5,000Shop Local Posters 1,000Christmas Crawl Promotion 3,000BIA Business Directory 0Santa Claus Parade 1,250MARKETING TOTAL 54,750 TOTAL EXPENSES CUMULATIVE 193,116 PDF created with pdfFactory Pro trial version www.pdffactory.com 50 51 52 53 54 55 STAFF REPORT FINANCE Title: Culture Advisory Committee Use of Reserves Report No.: FIN 15-06 Author: DARRELL EDDINGTON Meeting Type: COUNCIL BUDGET MEETING Council/Committee Date: JANUARY 29, 2015 Attachments: RECOMMENDATIONS: THAT Council receives report FIN 15-06 Culture Advisory Committee Use of Reserves. AND THAT Council approves the use of reserves in the amount of $1,500 for Tillsonburg Family Day and $1,500 for Glendale High School – Community Mock UN Assembly. EXECUTIVE SUMMARY To request the use of reserves on behalf of the Culture Advisory Committee. BACKGROUND At the Council meeting of October 14, 2014, the following resolution was approved: Moved By: Councillor Carroll Seconded By: Councillor Stephenson THAT Council receives the recommendation from the Cultural Advisory Committee to support the Kiwanis Santa Clause Parade, Glendale High School U.N. Community Debate and the Tillsonburg Family Day Event; AND THAT Council approve a $3000 grant from the Cultural Grants Program to the Kiwanis Club Santa Clause Parade as recommended by the Cultural Advisory Committee; AND THAT the residual balance of the 2014 approved cultural grants in the amount of $4,750 be contributed to reserves at year end specifically for 2015 purposes to fund Tillsonburg Family day ($1500) and Glendale High School UN Community Debate ($1500). Carried. The Committee would now like to access the funds from reserves for Family Day and the UN Debate and therefore, require Council approval to do so. 1 CAO 56 Tillsonburg & District Multi-Service Centre (MSC) 96 Tillson Avenue, Tillsonburg, ON N4G 3A1 (in The Livingston Centre) www.multiservicecentre.com P: 519-842-9000 F: 519-842-4727 E: info@multiservicecentre.com Serving the Community Since 1978 November 5, 2014 Mayor-Elect Stephen Molnar Town of Tillsonburg 200 Broadway, 2nd Floor Tillsonburg ON N4G 5A7 Dear Mayor Molnar, Town Councillors and Town Staff: The Multi-Service Centre (MSC) would like to thank Council members, once again, for the support given MSC programming last year. One-hundred percent (100%) of the $5,000.00 provided by Tillsonburg last year went directly into supporting programs & services like:  Adult Literacy and Employment Services, where personnel continue to assist individuals struggling with the demands of the current world of work;  Home Support Services, whose programs help to keep our senior citizens in their home communities, close to their preferred networks of support;  Volunteer Recruitment and Support. Last year 246 individuals and 17 corporate teams provided 8,558.75 hours of service in the tri-county! We always like to update Council members on the positive impact MSC programs are having on the lives of Tillsonburg residents as a result of your grant support – please refer to the attached ‘statistics and stories’ sheet for further information. The MSC has been serving the tri-county community since 1978. Please refer to our website – www.multiservicecentre.com - for details on each of our program areas: Adult Literacy & Essential Skills, Employment Services and Home Support Services. We continue to add new client stories and use our Facebook and Twitter features to post relevant news articles, research, pictures and features. Program personnel continue to note the impact of a challenging economy on unemployed and displaced workers and those with lower level literacy and technology skills. We also continue to see the challenges facing our aging population in the Home Support Services we provide – programs that provide meals and transportation for seniors and the assistance they need to keep them safe and happy at home. Mission A community organization committed to partnerships, innovation and excellence. Vision Embracing Personal Independence  Celebrating a Caring Community 57 We are requesting your consideration in upcoming budget deliberations. While we receive core funding from various government bodies, we still need to fundraise every year in order to meet needs. We attempt to raise those additional dollars ($ 57,749.00 this year) through support from our surrounding municipalities, fundraisers, draws, and annual donor campaigns. MSC volunteers and staff continue to fundraise, following the agency’s ‘Culture of Giving’ strategy – as stories and information on the Giving & Volunteering sections of our website continue to show. Your dollars help! The MSC and its sister corporation Stonebridge Community Services were able to purchase a wheelchair accessible van for community use in 2014 and continue to work with partners to deliver upgrades and strategies ensuring the continued viability of our partner building The Livingston Centre. The bulk of the dollars we raise goes toward providing instruction to literacy students, volunteer support (recruitment, training, orientation, ongoing supervision), the purchase of materials and technology (for literacy tutors and students or for items in our seniors related programs) and service provision to needy individuals. The amount we need to raise to support Tillsonburg clients, linked to the proportion of clients assisted from this area in 2013/14, would amount to $ 38,345.00. Any support you could provide would be appreciated. Please see the attached statistics sheet. We would be happy to make a presentation to Council - we enjoy the opportunity to explain our needs and answer any questions. Municipal support continues to assist us in diversifying and leveraging our funding base. The historical support from Tillsonburg is appreciated. It may interest council members to know that, in honour of the Great War, and as a symbol of remembrance, all MSC donors and supporters will be receiving poppy seeds (starting in November 2014) with a notation that reads “Plant the Seeds” that help us remember our vets & their sacrifices.Thank you for your contribution to our Community Programs. Like the sacrifices made by our vets, your continued support matters. In closing, we hope that Council members will continue to consider MSC community programs in upcoming budget deliberations. Sincerely, Bill Hett Maureen Vandenberghe Executive Director/CEO Communications & Development Coordinator C: Fran Bell, Chairperson, Board of Directors Val Foerster, Board of Directors, Chair/Fundraising Committee 58 Tillsonburg & District Multi-Service Centre Statistics: Tillsonburg April 2013– March 2014 2013/14 clients (all programs/all areas – Literacy, Employment, Home Support): 2,286 Tillsonburg Proportion of clients: 66.4% MSC Facts  MSC Adult Literacy & Essential Skills programming (MSC) has been serving the tri-county community since 1987  MSC Employment Services have been available in the community since 1985  MSC Home Support Services have been operating in the community since 1978  Visit www.multiservicecentre.com for service details and client stories – updates to the site (and the linked Facebook and Twitter accounts) happen frequently. Monthly e-letters are posted on the site and sent to a wide distribution list. MSC respects privacy. To be added or removed from any MSC mailing lists, please contact info@multiservicecentre.com.  In 2013/14, 246 volunteers provided 8,558.75 hours of service to the tri-county community  MSC has been accredited by Accreditation Canada since 2003 What’s Happening at MSC Milestones reached over the past year include upgrades and strategies to ensure the viability of our partner building The Livingston Centre; effective transportation solutions for individuals, partially realized in the purchase of a wheelchair-accessible van; community initiatives like the Community Services & Career Fair; and ongoing discussions with other partners that will continue to see us delivering services in a safe and effective manner. Mary’s Story MSC Employees Tina & Diana with Mary Photo: Chris Abbott, The Tillsonburg News Mary’s family appreciates the help they received from MSC to navigate the health care system and get their mother enrolled so she could begin receiving personal health care services at home. When told she passed all the criteria for the program, Mary’s response was “Criteria for what? I didn’t know and I still don’t know.” The MSC staff worked with Mary’s family to ensure she got all the services she was eligible for. More independence for Mary, Less worry for her family: MSC helped Mary and her family to navigate the health care system so she receives the help she needs to stay safely in her own home Mary likes her apartment, she likes her independence and she does not want to burden her family. With some daily assistance from the Multi Service Centre’s Assisted Living Supportive Housing Program (ALSH) she lives at home with lots of freedom. Mary found out about the ALSH from a social worker. With guidance from Multi Service Centre (MSC) staff, Mary was assessed and found to be eligible for various programs. 1 59 Mary has said she does not want to go into a nursing home, so MSC will continue to provide eligible programs to ensure she can stay at home for as long as possible. Every day the Personal Support Worker (PSW) does a holistic care assessment of Mary’s situation, including checking her health and her environment. If the situation changes, so does Mary’s personal care plan. “The girls coming in to care for me feel like family,” says Mary, who appreciates the continuity in staff. “You’re not suddenly plunged in with someone different, someone you don’t know and you have to start all over again.” Although Mary is blind in one eye, she has been assured that she can continue to live in her apartment as long as she can get around on her own. But the PSW knows that getting out of the home is important, too, for a change of scenery and to keep her connected to her community. It’s all part of ensuring that Mary enjoys the best quality of life possible for as long as possible. MSC services provided to Mary include: • Assisted Living Supportive Housing • Volunteer Transportation • Meals on Wheels • Home at Last • Foot Care • Homemaking. For more stories please visit our website at www.multiservicecentre.com. 2 60 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3876 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 29th day of January, 2015 WHEREAS Section 5 (1) of the Municipal Act, 2001, as amended, provides that the powers of a municipal corporation shall be exercised by its council; AND WHEREAS Section 5 (3) of the Municipal Act, 2001, as amended, provides that municipal powers shall be exercised by by-law; AND WHEREAS it is deemed expedient that the proceedings of the Council of the Town of Tillsonburg at this meeting be confirmed and adopted by by-law; NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSONBURG ENACTS AS FOLLOWS: 1. All actions of the Council of The Corporation of the Town of Tillsonburg at its special meeting and regular meeting held on January 29, 2015, with respect to every report, motion, by-law, or other action passed and taken by the Council, including the exercise of natural person powers, are hereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this or a separate by-law. 2. The Mayor and Clerk are authorized and directed to do all the things necessary to give effect to the action of the Council of The Corporation of the Town of Tillsonburg referred to in the preceding section. 3. The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Tillsonburg. 4. This by-law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 29TH DAY OF JANUARY, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 29TH DAY OF JANUARY, 2015. ________________________________ Mayor – Stephen Molnar ________________________________ Municipal Clerk – Donna Wilson 61