151210 Budget Council MIN
ATTENDANCE
Mayor Stephen Molnar Councillor Maxwell Adam
Councillor Penny Esseltine
Councillor Jim Hayes Councillor Chris Rosehart
Councillor Brian Stephenson Deputy Mayor Dave Beres
Staff: David Calder, CAO
Donna Wilson, Town Clerk Kevin De Leebeeck, Director of Operations
Rick Cox, Director of Culture, Recreation and Parks
Darrell Eddington, Director of Finance Terry Saelens, Deputy Fire Chief
1. Call to Order
The meeting was called to order at 2:00 p.m.
2. Adoption of Agenda
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT the Agenda as prepared for the Council meeting of December 10, 2015, be adopted.
Carried
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
BUDGET COUNCIL MEETING
Thursday, December 10, 2015
2:00 PM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
Council Meeting – Agenda 2
4. Adoption of Council Minutes of Previous Meeting
4.1. Minutes of the Council Meeting of December 2, 2015
Minutes, December 2, 2015
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT the Minutes of the Council Meeting of December 2, 2015 be approved.
Carried
5. Finance
5.1. FIN 15-55 Budget Revisions
FIN 15-55 2016 Budget Revisions
2016 Budget Revisions
The Director of Finance went over the report.
It was stated that the residential tax class would go up 3.51% based on MPAC 2016
returned roll.
Staff to provide a report regarding the impact to the budget.
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives report FIN 15-55 Budget Revisions as information.
Carried
5.2. FIN 15-54 Labour Analysis
FIN 15-54 Labour Analysis
Labour Analysis
Councillor Stephenson joined the meeting at 2:35 p.m.
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives report FIN 15-54 Labour Analysis as information.
Carried
Council Meeting – Agenda 3
6. Recreation, Culture & Parks
6.1. RCP 15-51 – Oak Park in Victoria Wood Subdivision
RCP 15-51 - Oak Park in Victoria Wood Subdivision
Moved By: Councillor Esseltine Seconded By: Deputy Mayor Beres
THAT Council receives Report RCP 15-51 – Oak Park in Victoria Wood Subdivision for
information.
Carried
6.2. RCP 15-52 – Carroll Trail Costs 2008-2015
RCP 15-52 - Carroll Trail Costs 2008-2015
The Director of Recreation Culture and Parks provided history on the erosion of the trail
and the mitigation efforts that have occurred.
Initially an engineer will do an assessment and provide a recommendation.
Following that a report will be provided to Council regarding the resolution to the
erosion issue and the awarding of the RFP.
Moved By: Councillor Esseltine Seconded By: Deputy Mayor Beres
THAT Council receives Report RCP 15-52 – Carroll Trail Costs 2008-2015 for
information.
Carried
6.3. RCP 15-53 – Cultural Grants History
RCP 15-53 - Cultural Grants History
Council suggested that the regular grant requests be added as a line item in the budget.
The Cultural Advisory Committee is also requesting that these typical grants be added
as a line item to the 2017 budget.
Moved By: Councillor Esseltine Seconded By: Councillor Adam
THAT Council receives Report RCP 15-53 – Cultural Grants History for information.
Carried
Council Meeting – Agenda 4
7. Information
7.1. Building Permit Fee Study Memo
Permit Fee Study Memo - Dec 7 2015
Moved By: Councillor Esseltine Seconded By: Councillor Adam
THAT Council receives the Permit Fee Study Memo as information.
Carried
7.2. ChristmasFest 2016
ChristmasFest 2016
Moved By: Councillor Adam Seconded By: Councillor Esseltine
THAT Council receives the ChristmasFest 2015 Correspondence as information.
Carried
Moved By: Councillor Esseltine Seconded By: Councillor Rosehart
THAT the budget for Christmasfest in 2016 be set at $3,000.00.
Carried
7.3. OPS Small Communities Fund Expression of Interest
OPS Memorandum
Moved By: Councillor Adam Seconded By: Councillor Esseltine
THAT Council receives the OPS Memorandum regarding Small Communities Fund
Expression of Interest as information.
Carried
Addendum to the Agenda
OPS 15-42 Operations Services 2016 Budget Revision
Moved By: Councillor Adam Seconded By: Councillor Esseltine
THAT Council receive Report OPS 15-42 Operations Services 2016 Budget Revision;
AND THAT Council direct staff to revise the funding sources for the Connecting
Link Rehabilitation project as proposed in Report OPS 15-42.
Carried
Council Meeting – Agenda 5
8. Council Budget Discussions
Discussion took place regarding the cost of living increase within the Province and how that
compares with the proposed Tillsonburg increase.
Moved By: Councillor Adam Seconded By: Councillor Esseltine
THAT the 1.5% cost of living increase within the Human Resources 2016 Business Plan be
reduced to 1.2%.
Tabled
Moved By: Councillor Adam Seconded By: Councillor Esseltine
THAT the motion be tabled until the end of the meeting.
Carried
Carroll Trail
Discussion took place regarding the possible use of gas tax for this project.
Moved By: Councillor Adam Seconded By: Councillor Esseltine
THAT the Carroll Trail failure repair valued at two hundred thousand dollars be removed
from the 2016 budget;
AND THAT instead thirty thousand dollars be included in the 2016 budget for an engineer to
complete a design study to repair the affected area of the Carroll Trail.
Defeated
Physician Recruitment Committee
It was suggested that the budget dollars be provided to the Oxford County Physician
Recruitment Committee and that the local physician recruitment committee be disbanded.
Suggest that the resources come from reserves as a result of the unspent 2015 dollars
dedicated for this committee.
Council Meeting – Agenda 6
Moved By: Councillor Adam Seconded By: Councillor Rosehart
THAT physician recruitment in the amount of $10,000 be removed from 2016 budget
Council Special Projects.
Withdrawn
Moved By: Councillor Stephenson Seconded By: Councillor Adam
THAT the $10,000 in the budget for physician recruitment be moved out of taxation and into
the reserves portion of the 2016 budget.
Carried
Oakpark Playground
Discussion took place regarding the Oakpark playground expansion and increasing
Development Charges to $27,000 from $13,500.
Coronation Park Pavillions
Discussion took place regarding the feasability of building two pavilions at Coronation Park
and whether there is currently a need in 2016 for this project.
Prior to reconstruction staff to provide information regarding the impact that the demolition of
the pavilion had on the public.
Staff to contact local service groups regarding donations to fund the project.
Moved By: Councillor Rosehart Seconded By: Councillor Stephenson
THAT $80,000 be removed from the 2016 budget for the Coronation Park Pavilions Project.
Defeated
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Staff provide information and a report for the cost to build and replace the pavilion in
Coronation Park with the least impact to taxation.
Carried
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT the 2016 budget be brought back and reduce the increase to taxpayers to 2.5%
without using any more reserves or debt.
Carried
Council Meeting – Agenda 7
9. By-Laws from the Meeting of December 10, 2015
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT By-Law 3974, To confirm the proceedings of Council at its meeting held on the 10th
day of December, 2015, be read for a first, second and 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 Seconded By: Councillor
THAT the Council Meeting of December 10, 2015, be adjourned at 5:05 p.m.
Carried
Table of Contents
Agenda 2
Minutes of the Budget Council Meeting of December 2, 2015
Budget Deliberations Minutes 2015-12-02 09-00 5
FIN 15-55 Budget Revisions
FIN 15-55 2016 Budget Revisions 13
2016 Budget Revisions 14
FIN 15-54 Labour Analysis
FIN 15-54 Labour Analysis 15
Labour Analysis 16
RCP 15-51 – Oak Park in Victoria Wood Subdivision
RCP 15-51 - Oak Park in Victoria Wood Subdivision 17
RCP 15-52 – Carroll Trail Costs 2008-2015
RCP 15-52 - Carroll Trail Costs 2008-2015 18
RCP 15-53 – Cultural Grants History
RCP 15-53 - Cultural Grants History 20
Building Permit Fee Study Memo
Permit Fee Study Memo - Dec 7 2015 21
ChristmasFest 2016
ChristmasFest 2016 23
OPS Small Communities Fund Expression of Interest
OPS Memorandum 24
By-Law 3974, To confirm the proceedings of Council at its
meeting held on the 10th day of December, 2015
By-Law 3974 26
1
1. Call to Order
2. Adoption of Agenda
Proposed Resolution #1
THAT the Agenda as prepared for the Council meeting of December 10, 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 December 2, 2015
Minutes, December 2, 2015
Proposed Resolution #2
THAT the Minutes of the Council Meeting of December 2, 2015 be approved.
6. Finance
6.1. FIN 15-55 Budget Revisions
FIN 15-55 2016 Budget Revisions
2016 Budget Revisions
Proposed Resolution #3
THAT Council receives report FIN 15-55 Budget Revisions as information.
6.2. FIN 15-54 Labour Analysis
FIN 15-54 Labour Analysis
Labour Analysis
Proposed Resolution #4
THAT Council receives report FIN 15-54 Labour Analysis as information.
The Corporation of the Town of Tillsonburg
BUDGET COUNCIL MEETING
Thursday, December 10, 2015
2:00 PM
Council Chambers
200 Broadway, 2nd Floor
AGENDA
2
Council Meeting – Agenda 2
7. Recreation, Culture & Parks
7.1. RCP 15-51 – Oak Park in Victoria Wood Subdivision
RCP 15-51 - Oak Park in Victoria Wood Subdivision
Proposed Resolution #5
THAT Council receives Report RCP 15-51 – Oak Park in Victoria Wood Subdivision for
information.
7.2. RCP 15-52 – Carroll Trail Costs 2008-2015
RCP 15-52 - Carroll Trail Costs 2008-2015
Proposed Resolution #6
THAT Council receives Report RCP 15-52 – Carroll Trail Costs 2008-2015 for
information.
7.3. RCP 15-53 – Cultural Grants History
RCP 15-53 - Cultural Grants History
Proposed Resolution #7
THAT Council receives Report RCP 15-53 – Cultural Grants History for information.
8. Information
8.1. Building Permit Fee Study Memo
Permit Fee Study Memo - Dec 7 2015
Proposed Resolution #8
THAT Council receives the Permit Fee Study Memo as information.
8.2. ChristmasFest 2016
ChristmasFest 2016
Proposed Resolution #9
THAT Council receives the ChristmasFest 2015 Correspondence as information.
8.3. OPS Small Communities Fund Expression of Interest
OPS Memorandum
Proposed Resolution #10
THAT Council receives the OPS Memorandum regarding Small Communities Fund
Expression of Interest as information.
3
Council Meeting – Agenda 3
9. Council Budget Discussions
10. By-Laws from the Meeting of December 10, 2015
Proposed Resolution #11
THAT By-Law 3974, To confirm the proceedings of Council at its meeting held on the 10th
day of December, 2015, be read for a first, second and third and final reading, and the
Mayor and Clerk, be and are hereby authorized to sign the same, and place the Corporate
seal thereunto.
11. Adjournment
Proposed Resolution #12
THAT the Council Meeting of December 10, 2015, be adjourned at _____ p.m.
4
1. Call to Order
The meeting was called to order at 9:04 a.m.
2. Adoption of Agenda
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Agenda as prepared for the Council meeting of December 2, 2015, be adopted.
Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof
There was no disclosure of pecuniary interest declared
4. Adoption of Council Minutes of Previous Meeting
4.1. Minutes from the Meeting of November 26, 2015
Minutes, November 26, 2015
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT the Minutes of the Council Meeting of November 26, 2015, be approved.
Carried
5. Information
5.1. FIN 15-52 2016 Updated Draft Budget
Budget Summary - Consolidated
FIN 15-52 2016 Updated Draft Budget
2016 Business Plan and Budget 120215
2016 Budget Revisions
The Director of Finance provided an overview of the revisions to the budget.
The Corporation of the Town of Tillsonburg
BUDGET COUNCIL MEETING
Wednesday, December 02, 2015
9:00 AM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
5
Council Meeting – Agenda 2
Operating Budget
Discussion took place regarding community grant requests and to ensure that all grant
requests are listed in the budget.
Discussion took place regarding cultural grant requests that are distributed through the
Cultural Advisory Committee.
Staff to draft a policy for the Cultural Advisory Committee to distribute those funds
throughout the year without bringing to Council each time.
A report would be provided on a yearly basis.
Council has requested that for the 2017 budget to identify individual grants that are
routinely provided to community groups such as the Kiwanis parade, fireworks etc., as a
separate line item rather than containing in Community grants under the Cultural
Advisory Committee.
To identify the requirement to taxation on the 2016 budget revisions sheet.
Staff reported on the Transfer Station increased costs for 2016.
Staff to identify in the 2016 Business Plan objectives related to the Transfer Station.
MPAC growth numbers will be out next week which will likely reduce the impact to
taxation.
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives Report FIN 15-52 2016 Updated Draft Budget as information.
Carried
6. Council Budget Discussions
FTE charts
To provide Council with the total salary budget projection and variance for 2016.
Council has requested an FTE chart which includes 2015 and 2016 FTE’s.
6
Council Meeting – Agenda 3
Council took a recess at 10:31 a.m.
Council resumed at 10:54 a.m.
Council reviewed each department’s business plan to determine potential cuts.
Council reviewed the IT connectivity for the Cemetery office.
Staff to review other solutions for this issue.
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT the $10,000 be removed for the IT Cemetery Connectivity tower.
Carried
Customer Service
Staff to provide a report to Council in Q2 or Q3 to determine where customer service is
going in terms of efficiency, are they bringing value to the community, what exactly is
customer service for Tillsonburg.
Bring a financial model that does not impact the taxpayer which allows servicing the
community for extended hours and possibly on Saturdays.
Cost of Living increase
The County of Oxford has set the cost of living at 1.5%
A Compensation Review is included in the budget for 2016.
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT the 2016 cost of living for human resources be set at 1% increase.
Defeated
Building/Planning fee study
To be completed in 2016 with an attempt to set fees based on cost recovery.
Staff to provide the last time one of these studies have been completed.
Council called a recess at 12:00 noon
Council resumed at 12:32 p.m.
7
Council Meeting – Agenda 4
Riverview subdivision reconstruction
Funding has been applied for through the Province (OCIF) – if successful there will be less
impact on the budget as 90% of the costs will be funded – the funding will be announced at
the Ontario Good Roads Association (OGRA) Conference in February.
There is also an application under the SCF funding for Newell Road which is 1/3 funded if
successful. This will impact the 2017 budget.
Parking
Staff to identify Municipal land used for parking in the downtown core.
Accessibility for the Built Environment Upgrades Program for audible signal lights
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT $45,000 be removed to install audible traffic lights.
Carried
Council discussed the Corridor Management Initiatives in the amount of $40,000.
This would be to provide a safer school crossing on Quarterline Road for the new school.
Staff to look at Broadway to also ensure safe crossing at that location.
Crossings on Broadway would have to be done by a third party application to the MTO.
Those costs are not known.
The report would be brought forward regarding a project on Broadway from Concession
Street to North Street.
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT $40,000 be removed from taxation and receive a full report before the project is
started and further discussion on funding the project by debenture.
Carried
King’s Highway connecting link Reconstruction
Discussion took place regarding the funding model for the King’s Highway connecting link
reconstruction from North St to the Town limits.
It was suggested that 15% net of engineering costs from taxation and the balance from
other sources.
Submission for funding is separate from the decision to move forward with the project.
8
Council Meeting – Agenda 5
If the funding application is successful then the amount received would be provided to
reserves.
Currently the province is prioritising bridge projects from road projects.
The needs study indicated that this will be required to be done within 1 to 5 years.
The costs would likely be increased in the future.
Airport Unit # 202 – 1999 Rotary Wing Mower attachment
The cost for the attachment is $25,000.
Staff to review contracting this service out.
Staff to provide a report to Council on the cost to maintaining our own equipment compared
to that of contracting the service out.
To look at using other equipment in the meantime until a report is brought back to Council.
Transfer station and waste management
Operational budget increase to solid waste of $32,000, which will be phased in over the next
two years, therefore there will be a $16,000 hit each year.
There have been staff reductions at the transfer station to mitigate these costs.
A report will be provided to Council regarding how to manage the transfer station.
There will be public consultation regarding those changes.
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Staff investigate the cost of installing audible traffic lights on Broadway in front on the
Library;
AND THAT Staff provide a report to Council at the first meeting of February.
Carried
Firefighter contract
The contract has still not yet been settled.
Staff will provide an In Camera report to Council in the new year.
Council to provide the Clerk and CAO with questions for the in camera agenda.
Airport Strategic Planning Committee
A report will be provided to Council in the near future regarding that process.
9
Council Meeting – Agenda 6
Live Fire Training Simulator
Fire to look at working with neighbouring municipalities for the use of the fire simulator and
partnering with those costs.
It an anticipated that there would be revenue from training neighbouring Municipalities.
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Live Fire Training Simulator be removed from the budget until a further report has
been received by Council.
Defeated
Staff to provide a report and business plan to Council prior to the purchase of the Live Fire
Training Simulator.
The report to include sponsorships, partnerships, staffing etc.
Community Improvement Plan
Staff to provide a report to Council on more specifics of the draft revised plan.
Airport Infrastructure
There will be an increase to install a transformer to allow proper power capacity to the
airport.
To look at this infrastructure in Q1 – Staff to define a new relationship with the municipality
to ensure long term sustainability.
Staff to provide a report to Council regarding a strategy for the wood lot at the airport.
Kiwanis Coronation Park
Council discussed installing the new pavilions at Kiwanis Coronation Park at a cost of
$80,000.
There is currently an approved DC to provide an additional pavilion which is the reason for
two pavilions in the budget.
Staff are looking at providing some sort of a washroom facility at the new pavilion.
To determine if there is support from the Kiwanis for a contribution to the project.
Staff to provide a report to Council regarding this project prior to it moving forward, this will
include parking at the location.
10
Council Meeting – Agenda 7
Carroll Trail
Staff to provide a report to Council on the costs to date to repair the Carroll Trail.
Taxation on Municipal Buildings
The CAO has raised a concern with MPAC about taxing a municipal building where a
municipal service is being done in the building, such as the OPP office and the Elliott
Fairbairn building.
Staff to continue to monitor this issue.
Cultural Improvement Alliance
Discussion took place regarding the future success of the Cultural Improvement Alliance
and the project continuing past the timeline of March 31, 2016.
To determine if the value provided will continue once this group no longer exists.
Moved By: Councillor Adam Seconded By: Councillor Rosehart
THAT the additional $13,500 proposed by the Director of Recreation, Culture & Parks to
continue the work of the Cultural Improvement Alliance beyond the scope of the initial
project timeline be removed from the 2016 budget.
Carried
Staff to schedule a budget meeting for next week.
Council to provide the Clerk with any notice of motions regarding the budget prior to the
agenda being published.
7. By-Laws from the Meeting of December 2, 2015
Moved By: Councillor Esseltine Seconded By: Councillor Adam
THAT By-Law 3973, To confirm the proceedings of Council at its meeting held on the 2nd
day of December, 2015, be read for a first, second and third and final reading and that the
Mayor and Clerk be and are hereby authorized to sign the same, and place the corporate
seal thereunto.
Carried
11
Council Meeting – Agenda 8
8. Adjournment
Moved By: Councillor Adam Seconded By: Councillor Esseltine
THAT the Council Meeting of December 2, 2015, be adjourned at 4:00 p.m.
Carried
12
STAFF REPORT
FINANCE
Report Title: 2016 Budget Revisions
Report No.: FIN 15-55
Author: Darrell Eddington
Meeting Type: COUN CIL MEETING
Council Date: DECEMBER 10, 2015
Attachments: 2016 BUDGET REVISIONS
RECOMMENDATIONS: THAT Council receives report FIN 15-55 Budget Revisions as information.
EXECUTIVE SUMMARY
At the Council meeting on December 2 2015, Council made reductions to the 2016 Draft
Budget totaling $63,500 to arrive at a total budget requirement from taxation of
$13,600,300. This represents an overall increase from the 2015 budget of $520,300 or
3.98%. Subsequent to the Council meeting, a further 2016 budget adjustment of $5,000
was made to increase Fire Communications revenue. The 2016 Draft Budget requirement
from taxation is now at $13,595,300 which is an increase of $515,300 from the 2015
budget or 3.94% prior to the growth from the yet to be announced assessment values. The draft budget increase of $515,300 is equivalent to a maximum budgeted cost of $71.62 per
household.
FINANCIAL IMPACT/FUNDING SOURCE
N/A.
13
2016 Budget Revisions - Council
Draft Revised
(Good news)/
Bad news
Taxation
Requirement % Increase
Budget November 10, 2015 13,732,000$ 4.98%
Total Community Grants 81,000$ 74,300$ (6,700)$
Fireworks- Council Special events - 5,000 5,000
OPP Rent Revenue adjustment 305,500 298,000 7,500
FT Labour net increase - Final rates 6,928,200 6,929,800 1,600
BIA Façade 15,000 25,000 10,000
Finance Interest revenue 2,000 11,000 (9,000)
Increased OMPF Grant 95,100 153,600 (58,500)
Police Service Board net levy 9,100 8,500 (600)
Increased EFC Net rent 70,000 87,500 (17,500)
(68,200)$
Consolidated Total November 26, 2015 13,663,800$ 4.46%
December 2, 2015
Remove Cemetery Connectivity Capital Project 10,000 - (10,000)
Remove Accessibility Upgrades Program Capital Project - - -
Remove Corridor Management Initiative Capital
Project from taxation, now funded by debt 40,000 - (40,000)
Remove CIA sustainability from Operating 13,500 - (13,500)
(63,500)
Consolidated Total December 2, 2015 13,600,300$ 3.98%
December 3, 2015
Additional Brockton Revenue - Fire Comm 253,900 258,900 (5,000)
Consolidated Total December 3, 2015 13,595,300$ 3.94%
H:\Finance\Financial Plans\2016\2016 Business Support\2016 Budget Revisions 12/04/1514
STAFF REPORT
FINANCE
Report Title: Labour Analysis
Report No.: FIN 15-54
Author: Darrell Eddington
Meeting Type: COUN CIL MEETING
Council Date: DECEMBER 10, 2015
Attachments: LABOUR ANALYSIS
RECOMMENDATIONS: THAT Council receives report FIN 15-54 Labour Analysis as information.
EXECUTIVE SUMMARY
At the Council meeting on December 2 2015, Council requested a high level labour analysis
report, which is attached as information.
FINANCIAL IMPACT/FUNDING SOURCE
N/A.
15
2015
Budget
2016
Budget
Increase/
(Decrease)
Total FTE's 126.39 127.51 1.12
Labour
Full Time 7,039,400 6,965,000 (74,400)
Full Time Overtime 103,300 99,700 (3,600)
Part Time 1,270,800 1,278,500 7,700
Part Time Overtime 10,000 9,700 (300)
Total Labour 8,423,500 8,352,900 (70,600)
H:\Finance\Financial Plans\2016\2016 Business Support\2016 Budget Revisions
12/04/15 16
STAFF REPORT
RECREATION, CULTURE & PARKS
Title: Oak Park in Victoria Wood Subdivision
Report No.: RCP 15-51
Author: RICK COX
Meeting Type: COUNCIL MEETING
Council/Committee Date: DECEMBER 10, 2015
Attachments:
RECOMMENDATION
THAT Council receive Report RCP 15-51 – Oak Park in Victoria Wood Subdivision for
information.
EXECUTIVE SUMMARY
During budget deliberations, Council requested clarification about whether the Subdivision Agreement for the Victoria Wood subdivision included any funds for
parkland development in addition to the land contribution.
BACKGROUND A review of the subdivision agreement authorized
by Council in September of 2007 under By-Law
3283 included provision for the transfer of lands
for park purposes but no cash-in-lieu contribution.
The lands transferred for park purposes include
the woodlot at the South end of the development,
now considered part of Trottier Park, and a small parkette known as Oak Park which is adjacent to
the storm water pond in the middle of the
development. The areas are outlined in red in this
diagram.
CONSULTATION/COMMUNICATION N/A
FINANCIAL IMPACT
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
No impact.
RCP 15-51 - Oak Park in Victoria Wood Su 1/1
17
STAFF REPORT
RECREATION, CULTURE & PARKS
Title: Carroll Trail Costs 2008-2015
Report No.: RCP 15-52
Author: RICK COX
Meeting Type: COUNCIL MEETING
Council/Committee Date: DECEMBER 10, 2015
Attachments:
RECOMMENDATION
THAT Council receive Report RCP 15-52 – Carroll Trail Costs 2008-2015 for
information.
EXECUTIVE SUMMARY
During budget deliberations, Council requested clarification about the cumulative costs of establishing and performing major repairs to the Carroll Trail.
BACKGROUND
Information collected to date shows the following expenditures related to capital
work and major repairs on the Carroll Trail:
The 2010 repairs and boreholes, the 2011 wall placement and the 2015 wall
shoring all took place at the location currently being considered for capital repairs in
2016. The 2015 slope repair was done immediately downriver of the retaining wall.
The initial trail design was done by Gateman Malloy in 2008. No transaction
information has come to light that indicates any payment for design work on the
current retaining wall. The available information indicates that the wall solution was
never formally engineered and as much of the installation as possible was done in-house by Town staff in an attempt to keep costs low. It is unlikely that a claim for
warranty issues or against professional liability insurance can be brought forward.
RCP 15-52 - Carroll Trail Costs 2008-201 1/2
18
CONSULTATION/COMMUNICATION
N/A
FINANCIAL IMPACT
Over 90% ($1,156,132) of the initial trail construction cost was paid for through
donations and fundraising via the Parkland Trust, and the Town contribution was
$115,027. An additional $10,043 of the 2010 expenses was also funded through the Trust. The remaining repair cost of $64,432 to date has been funded by
taxation.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT No impact.
RCP 15-52 - Carroll Trail Costs 2008-201 2/2
19
STAFF REPORT
RECREATION, CULTURE & PARKS
Title: Cultural Grants History
Report No.: RCP 15-53
Author: RICK COX
Meeting Type: COUNCIL MEETING
Council/Committee Date: DECEMBER 10, 2015
Attachments:
RECOMMENDATION
THAT Council receive Report RCP 15-53 – Cultural Grants History for information.
EXECUTIVE SUMMARY
During budget deliberations, Council requested information about the events that
have been funded through the Cultural Advisory Committee Grants over the past couple of years.
BACKGROUND
Below is a listing of grants recommended for approval by the Cultural Advisory
Committee during the last two fiscal years.
CONSULTATION/COMMUNICATION
N/A
FINANCIAL IMPACT These grants are funded through taxation.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
No impact.
RCP 15-53 - Cultural Grants History 1/1
20
BUILDING SERVICES
The Corporation of the Town of Tillsonburg
DATE: December 7, 2015
TO: David Calder, CAO FROM: Geno Vanhaelewyn, CBO
RE: PERMIT FEE STUDY MEMO
___________________________________________________________________
This memo is to provide information and a response to your email question:
“Is the fee study a legislative requirement and when was the last study completed?”
Staff has recommended that a consultant be retained to review the permit fee structure and make any necessary
recommendations for an updated fee schedule that ensures that the fees collected for application to construct and/or
demolish buildings in the Town are both; in accordance with the legislated requirements of the Building Code Act of
Ontario, and appropriate in consideration of the current and projected (anticipated) direct and indirect costs of
administering and enforcing the Act and Code in the Town of Tillsonburg.
A fee study is required to provide the necessary information when a municipality (principal authority) is proposing to
change building permit fees related to the Ontario Building Code. The study is typically completed when a municipality
is in a position to increase fees and must justify that fees are not in excess of what the municipality’s costs are to
administer and enforce.
The Ontario Building Code regulation, particularly Division C, Part1, Section 1.9, specifies the requirements when a
change in fees are proposed, particularly 1.9.1.2 (d):
1.9.1.2. Change of Fees
(1) Before passing a by-law or resolution or making a regulation under clause 7 (1) (c) of the Act to introduce or
change a fee imposed for applications for a permit, for the issuance of a permit or for a maintenance inspection,
a principal authority shall,
(d) make the following information available to the public:
(i) an estimate of the costs of administering and enforcing the Act by the principal authority,
(ii) the amount of the fee or of the change to the existing fee, and
(iii) the rationale for imposing or changing the fee.
CUSTOMER SERVICE CENTRE 10 Lisgar Ave., Tillsonburg, ON N4G 5A5 Tel: (519) 842-9200 Fax: (519) 688-0759 www.Tillsonburg.ca www.DiscoverTillsonburg.ca
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BUILDING SERVICES
The Corporation of the Town of Tillsonburg
Section 7 of the Ontario Building Code Act gives Municipalities the authority to prescribe fees for building permits,
specifically, Section 7(2) of the Act states that “the total amount of the fees authorized under clause (1) must not exceed
the anticipated reasonable costs of the principal authority to administer and enforce this Act in its area of jurisdiction.”
The fee study will analyze the estimated costs to administer and enforce the Act and provide proposed fees for a self-
sustaining revenue source that is not subsidized by the taxpayer at large. The study will provide the required rationale
for any proposed fee changes as per the act and regulation should the fees be challenged by the development
community.
CUSTOMER SERVICE CENTRE 10 Lisgar Ave., Tillsonburg, ON N4G 5A5 Tel: (519) 842-9200 Fax: (519) 688-0759 www.Tillsonburg.ca www.DiscoverTillsonburg.ca
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The Corporation of the Town of Tillsonburg
MEMORANDUM
DATE: October 6, 2015
TO: Council
FROM: Kevin De Leebeeck, P.Eng. Director of Operations
SUBJECT: SMALL COMMUNITIES FUND (SCF) EXPRESSION OF INTEREST (EOI) -
PROJECT SUBMISSION
On September 22, 2015 an invitation for the second intake of the Federal Government’s
Small Communities Fund (SCF) was received by the Town with Expression of Interest
(EOI) submissions due by September 30, 2015. The SCF program is part of the Federal
Government’s Building Canada Fund (BCF) that carved out $272 million for small
municipalities. The second intake refers to the second year of this program.
The project selection process of the SCF program involves a pre-screening stage through
the submission of an Expression of Interest (EOI) followed by the submission of a full
project application and the municipality’s asset management plan in December 2015, if
the applicant successfully passes the EOI pre-screening stage. Successful applications are
anticipated to be announced in February 2016.
Projects eligible under the SCF program include roads, bridges, public transit, disaster
mitigation, connectivity or broadband, innovation, wastewater, green energy, drinking
water, solid waste management, brownfield redevelopment, local and regional airports,
short line rail, and short sea shipping. Only one EOI submission is permitted per
municipality.
Through Operations Report OPS 14-16 Council reaffirmed their support for the Concession
Street East Reconstruction as the project designated for the 2014 SCF EOI submission.
This project was previously submitted and unsuccessful for the MIII and SRNMIF funding
applications in 2012 and 2013, respectively. This project was also unsuccessful in the
2014 SCF EOI pre-screening stage.
As a result of the previous multiple unsuccessful submission, contact with Ministry staff
and in consideration of the short window of opportunity to submit an EOI application
under the second SCF intake, staff determined that the Newell Road Reconstruction
project would be the strongest eligible project for this year’s EOI submission.
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This project serves an increasingly used entrance to the Town and as a significant
connection to the Town’s industrial area and Transfer Station satisfying the SCF criteria of
an eligible roads project. Furthermore the design work for this project has already been
completed and the recently lapsed environmental approvals will only require a minor
amendment to restore. This project would address the following issues and deficiencies
along this section of roadway including:
• Adjusting the vertical geometry and horizontal alignment of the roadway to
improve user safety.
• Improving drainage issues with proper curb, gutter, and storm sewer infrastructure
reducing icy hazardous conditions during the winter season.
• Increasing the roadway width from a 6.6m rural profile to a 10m urban profile
Based on program advice received from other successful municipalities pertaining to
funding flow under the SCF program and considering the Town’s capital budget procedure,
staff have pursued funding for years 2017 and 2018.
If successful under the SCF program the Town must be prepared to fund the difference
between the approved project amount and the combined Federal and Provincial grant
subsidy equivalent 66.6% of the total project cost. The funding scenario within the
application is as follows:
Newell Road Reconstruction Project
Total Project Cost: $1,064,300
Federal Funding: $354,767
Provincial Funding: $354,767
Town Funding: $354,767
Preparation of this project with the SCF program will be identified in the Town’s 2017
budget if successful.
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 3974
BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 10th
day of December, 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 meeting held
on December 10, 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 the 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 10th DAY OF DECEMBER, 2015.
READ A THIRD AND FINAL TIME AND PASSED THIS 10th DAY OF DECEMBER, 2015.
________________________________
MAYOR – Stephen Molnar
________________________________
CLERK – Donna Wilson
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Addendum to December 10, 2015 Budget Council Meeting Agenda
Addendum
December 10, 2015
Budget Council Meeting
Page 1 / 3
Addendum to December 10, 2015 Budget Council Meeting Agenda
8.Operation Services 2016 Budget Revision
8.1 Report OPS 15-42
Page 2 / 3
STAFF REPORT
OPERATION SERVICES
Report Title:
Report No.:
Author:
Meeting Type:
Council Date:
Attachments:
Operation Services 2016 Budget Revision
OPS 15-42
Kevin De Leebeeck, P.Eng., Director of Operations
BUDGET MEETING
DECEMBER 10, 2015
NONE
RECOMMENDATION:
THAT Council receive Report OPS 15-42 Operations Services 2016 Budget Revision as
information;
AND THAT Council direct staff to revise the funding sources for the Connecting Link
Rehabilitation project as proposed.
SUMMARY
Earlier this week an oversight relating to the 2015 projected Roads General Reserves surplus
in the amount of $62,500 was discovered. The 2016 proposed budget currently utilizes the 2015 projected Roads General Reserve surplus of $90,400 for the Connecting Link
Rehabilitation project.
FINANCIAL IMPACT/FUNDING SOURCE
A change in funding source is proposed for the $435,000 Connecting Link Rehabilitation
project such that the project would be funded by the remaining $27,900 in Roads General
Reserves, $62,500 in debt proceeds, and the remaining amount of $344,600 from taxation
remains unchanged.
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