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150126 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 Bunn, Deputy Clerk 1. Call to Order The meeting was called to order at 5:00 p.m. 2. Closed Session Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council move into Closed Session to consider: 1. personal matters about an identifiable individual, including municipal or local board employees (Committee Appointment Review). Carried. At 6:05 p.m. Council rose from the Closed meeting session and recessed until 6:10 p.m. 3. Adoption of Agenda Moved By: Councillor Hayes Seconded By: Councillor Rosehart The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, January 26, 2015 5:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES January 26, 2015 Council Meeting – Minutes - 2 - THAT the Agenda as prepared for the Council meeting of January 26, 2015, be adopted. Carried. 4. Moment of Silence 5. Disclosures of Pecuniary Interest and the General Nature Thereof Councillor Adam disclosed a pecuniary interest with respect to item 11.1.1 Community Transportation Pilot Grant Program, as he is an employee. There were no other disclosures of pecuniary interest. 6. Adoption of Council Minutes of Previous Meeting 6.1. Minutes of the Meeting of January 12, 2015 January 12, 2015 - Council Minutes Councillor Adam identified the incorrect spelling of “Broadcasting” with respect to the “Canadian Broadcasting Corporation” within the minutes. The Clerk will make the change. Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT the Minutes of the Council Meeting of January 12, 2015, be approved. Carried. 7. Delegations and Presentations 7.1. Request to Amend By-Law 3701 - Len and Diane Ladoucer By-Law 3701 Amendment Request Len Ladoucer was in attendance requesting Council to re-enact the winter parking restriction on the north side of Washington Grand Ave, from Valley View West (approximately 75 meters). The Director of Operations will be conducting a compressive review of on-street parking, and will report back to Council in February or March of 2015. Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receive the material from Len Laducer as information; January 26, 2015 Council Meeting – Minutes - 3 - AND THAT Staff be directed to prepare a report at the Council Meeting of February 9, 2015. Carried. 7.2. Tillsonburg Family Day 2015 - Brent Shepherd, Co-Lead, Family Day Organizing Committee Council Delegation Request CDR 15-02 Brent Shepherd was in attendance to share with Council an overview of the 2015 Tillsonburg Family Day events at the Tillsonburg Community Centre. The festivities will take place on Family Day, February 16, 2015. 8. Public Meetings 8.1. Application for Draft Plan of Subdivision SB 14-06-7 (2340764 Ontario Inc.) Report SB 14-06-7 Eric Gilbert, Development Planner, appeared before Council and presented the Application for Draft Plan of Subdivision SB 14-06-7. Opportunity was given for comments and questions. Jeff Wettlawfer spoke in favour of the applications. No one appeared in opposition of the application. Council passed the following resolution: Moved By: Councillor Esseltine Seconded By: Councillor Stephenson That the Council of the Town of Tillsonburg advise County Council that the Town supports the application for draft plan of subdivision, File No. SB 14-06-7, as submitted by 2340764 Ontario Inc, prepared by Kim Husted Surveying Limited, for lands described as Part Lot 270, Plan 500, Town of Tillsonburg, showing 21 lots for single detached dwellings, subject to the conditions outline in Report No: CASPO2015-26 being met prior to final approval of the plan for registration. Carried. January 26, 2015 Council Meeting – Minutes - 4 - 9. Information Items 9.1. OPP Billing Model Passed by City of Pembroke 10. Mayor 10.1. Report MYR 15-01 County Council Update Report MYR 15-01 Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receives report MYR 15-01 as information. Carried. 11. Reports from Departments 11.1. Chief Administrative Officer 11.1.1. Community Transportation Pilot Grant Program Report CAO 15-04 Community Transportation Pilot Grant Program Community Transportation Pilot Grant Program Application Appendix Two Pilot Budget and Workplan Appendix Three Transportation in Tillsonburg Getting there A study of transportation needs in Tillsonburg ON Support Letters for Transportation Pilot Grant Program A discussion took place regarding the sustainability of the transit program. Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine That Council receives report CAO 15-04, Community Transportation Pilot Grant Program; And That Tillsonburg Town Council authorizes the submission to the Ministry of Transportation of a Community Transportation Pilot Grant Program Application, including letters of support, Associated Budget and Workplan and Transportation in Tillsonburg: Getting There “A Study of Transportation Needs in Tillsonburg, Ontario as prepared by Social Planning Council Oxford; And That Council authorizes the CAO to sign the completed application form. January 26, 2015 Council Meeting – Minutes - 5 - Carried. 11.1.2. Agreement for the Provision of Police Services (OPP) Agreement for the Provision of Police Services (OPP) Report Fin 14-40 2015 Municipal Policing Costs By-law 3873 to Authorize an Agreement Tillsonburg Police Contract 2015-209 Correspondence - 2015 Contract Policing Proposal with the O.P.P and the Town of Tillsonburg Police Services Board Resolution Moved By: Councillor Adam Seconded By: Deputy Mayor Beres That report CAO 15-05, Agreement for the provision of Police Services (OPP) be received for information; And That the Mayor and Clerk be authorized by By-law 3873 to execute the Agreement for the provision of police services (OPP) between the Minister of Community Safety and Correctional Services and the Corporation of the Town of Tillsonburg. Carried. 11.2. Clerk’s Office 11.2.1. CL 15-05 Tillsonburg Hydro Inc. - Board of Director Appointment CL 15-05 THI Board of Directors Appointment A discussion took place regarding the Board’s composition. Councillor Hayes introduced an amended motion Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the Council of the Town of Tillsonburg, being the sole shareholder of Tillsonburg Hydro Incorporation, fill the two vacancies on the Tillsonburg Hydro Board by February 17, 2015; January 26, 2015 Council Meeting – Minutes - 6 - AND THAT those positions be filled by non-elected individuals with skill sets such as HR, Legal, Corporate Governance experience, or industry knowledge; AND THAT an ad be placed in the Focus on Tillsonburg section of the Tillsonburg News in that regard. A recorded vote as requested by Councillor Hayes: NAME VOTE IN FAVOUR VOTE AGAINST Councillor Hayes x Mayor Molnar x Councillor Rosehart x Councillor Stephenson x Councillor Adam x Deputy Mayor Beres x Councillor Esseltine x The recorded vote reflects the vote is five in favour of the Motion and two against the Motion. Carried. 12. Resolutions Resulting from Closed Session 12.1. CL 15-04 Police Service Board Appointment CL 15-04 PSB Appointment Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives Report CL 15-04 – Police Services Board Citizen Appointments, as information; AND THAT Council appoints Larry Scanlan as a board member to the Tillsonburg Police Service Board. January 26, 2015 Council Meeting – Minutes - 7 - Carried. 13. Reports from Departments 13.1. Development and Communication Services 13.1.1. DCS 15-02 Animal Control Subcontractor Agreement DCS 15-02 Animal Control Subcontractor Agreement Amended Schedule A to Hillside Kennels Animal Control Agreement Hillside Kennels Animal Control Agreement Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives report DCS 15-02 Animal Control Subcontractor Agreement; AND THAT Schedule A to the agreement shall be amended as set out in the attached schedule; AND THAT Council extend the contract for the provision of Animal Control Services with Hillside Kennels for an additional two (2) year term to April 30, 2017. Carried. 13.2. Operations 13.2.1. OPS 15-03 Hwy 401 & 19 Interchange Improvements OPS 15-03 Hwy 401 & 19 Interchange Improvements OPS 15-03 Attachment 1 - Hwy 401 & 19 Approved Design Layout OPS 15-03 Attachment 2 - Proposed Detour Routing OPS 15-03 Attachment 3 - Tentative Schedule The Director of Operations informed Council that there will be open communication between industry and the general public as the program advances. Moved By: Councillor Rosehart Seconded By: Councillor Hayes January 26, 2015 Council Meeting – Minutes - 8 - THAT Council receive Report OPS 15-03, Hwy 401 & 19 Interchange Improvements as information. Carried. 13.3. Recreation, Culture & Park Services 13.3.1. RCP 15-04 – OPP Cleaning Contract – New Vendor RCP 15-04 - OPP Cleaning Contract - New Vendor By-Law 3874 with Schedule "A" Agreement Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive Report RCP 15-04 – OPP Cleaning Contract – New Vendor for information; and THAT Council award the contract for janitorial services at the OPP Station, 90 Concession St. E, for January 27, 2015 – December 31, 2018 to Horizon Maintenance Inc. AND THAT a By-Law be brought forward for Council consideration to enter into an agreement with Horizon Maintenance Inc. Carried. 14. Committee Minutes & Reports 14.1. Long Point Regional Conservation Authority Board of Directors Minutes Minutes - November 5, 2014 15. By-Laws By-Laws from the Meeting of January 26, 2015 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam By-Law 3872, being a By-Law to Amend Zoning By-Law No. 3295, to implement Council approval-in-principle of Zone Change Application ZN 7-14-08 (Performance Communities Realty Inc.), and By-Law 3873, to Authorize an Agreement for the Provision of Police Services (OPP), and By-Law 3874, to Authorize an Agreement Between the Corporation of the Town of Tillsonburg and Horizon Maintenance Inc., and January 26, 2015 Council Meeting – Minutes - 9 - By-law 3875, to confirm the proceedings of Council at its meetings held on the 26th day of January, 2015, be read for a first and second time and this constitutes the first and second reading thereof. Carried. Moved By: Deputy Mayor Beres Seconded By: Councillor Adam By-Law 3872, being a By-Law to Amend Zoning By-Law No. 3295, to implement Council approval-in-principle of Zone Change Application ZN 7-14-08 (Performance Communities Realty Inc.), and By-Law 3873, to Authorize an Agreement for the Provision of Police Services (OPP), and By-Law 3874, to Authorize an Agreement Between the Corporation of the Town of Tillsonburg and Horizon Maintenance Inc., and By-law 3875, to confirm the proceedings of Council at its meetings held on the 26th day of January, be given third and final reading and the Mayor and the Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. Carried. 16. Items of Public Interest 17. Adjournment Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT the Council Meeting of January 26, 2015 be adjourned at 8:48 p.m. Carried. Table of Contents Agenda 3 January 12, 2015 Minutes January 12, 2015 - Council Minutes 9 Tillsonburg Family Day 2015 - Brent Shepherd, Co-Lead, Family Day Organizing Committee Council Delegation Request CDR 15-02 21 Request to Amend By-Law 3701 - Len and Diane Ladoucer By-Law 3701 Amendment Request 24 Application for Draft Plan of Subdivision SB 14-06-7 (2340764 Ontario Inc.) Report SB 14-06-7 26 OPP Billing Model Passed by City of Pembroke OPP Billing Model Passed by City of Pembroke 37 Report MYR 15-01 County Council Update Report MYR 15-01 39 Agreement for the Provision of Police Services (OPP) Agreement for the Provision of Police Services (OPP)41 Report Fin 14-40 2015 Municipal Policing Costs 43 By-law 3873 to Authorize an Agreement 45 Tillsonburg Police Contract 2015-209 46 Correspondance - 2015 Contract Policing Proposal with the O.P.P and the Town of Tillsonburg 67 Police Services Board Resolution 68 Community Transportation Pilot Grant Program Report CAO 15-04 Community Transportation Pilot Grant Program 69 Community Transportation Pilot Grant Program Application 73 Appendix Two Pilot Budget and Workplan 94 Appendix Three Transportation in Tillsonburg Getting there A study of transportation needs in Tillsonburg ON 103 Support Letters for Transportation Pilot Grant Program 146 CL 15-05 Tillsonburg Hydro Inc. - Board of Director Appointment CL 15-05 THI Board of Directors Appointment 163 DCS 15-02 Animal Control Subcontractor Agreement DCS 15-02 Animal Control Subcontractor Agreement 165 Amended Schedule A to Hillside Kennels Animal Control Agreement 168 Hillside Kennels Animal Control Agreement 169 OPS 15-03 Hwy 401 & 19 Interchange Improvements OPS 15-03 Hwy 401 & 19 Interchange Improvements 174 OPS 15-03 Attachment 1 - Hwy 401 & 19 Approved Design Layout 177 OPS 15-03 Attachment 2 - Proposed Detour Routing 178 1 OPS 15-03 Attachment 3 - Tentative Schedule 179 RCP 15-04 – OPP Cleaning Contract – New Vendor RCP 15-04 - OPP Cleaning Contract - New Vendor 180 By-Law 3874 with Scheudle "A" Agreement 182 Long Point Regional Conservation Authority Board of Directors Minutes Minutes - November 5, 2014 200 CL 15-04 Police Service Board Appointment CL 15-04 PSB Appointment 205 By-law 3872, being a By-Law to Amend Zoning By-Law No. 3295, to implement Council approval-in-principle of Zone Change Application ZN 7-14-08 (Performance Communities Realty Inc.) By-Law 3872 207 By-Law 3873, to Authorize an Agreement for the Provision of Police Services (OPP) By-Law 3873, to Authorize an Agreement for the Provision of Police Services (OPP)213 By-Law 3874, to Authorize an Agreement Between the Corporation of the Town of By-Law 3874, to Authorize an Agreement Between the Corporation of the Town of 214 Confirming By-Law Confirming By-law 3875 232 2 = 1.Call to Order 2.Closed Session Proposed Resolution #1 THAT Council move into Closed Session to consider: 1.personal matters about an identifiable individual, including municipal or local board employees (Committee Appointment Review). 3.Adoption of Agenda Proposed Resolution #2 THAT the Agenda as prepared for the Council meeting of January 26, 2015, be adopted. 4.Moment of Silence 5.Disclosures of Pecuniary Interest and the General Nature Thereof 6.Adoption of Council Minutes of Previous Meeting 6.1. Minutes of the Meeting of January 12, 2015 January 12, 2015 - Council Minutes Proposed Resolution #3 THAT the Minutes of the Council Meeting of January 12, 2015, be approved. 7.Delegations and Presentations 7.1. Request to Amend By-Law 3701 - Len and Diane Ladoucer By-Law 3701 Amendment Request The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, January 26, 2015 6:00 PM Council Chambers 200 Broadway, 2nd Floor AGENDA 3 V1 January 26, 2015 Council Meeting – Agenda - 2 - 7.2. Tillsonburg Family Day 2015 - Brent Shepherd, Co-Lead, Family Day Organizing Committee Council Delegation Request CDR 15-02 8. Public Meetings 8.1. Application for Draft Plan of Subdivision SB 14-06-7 (2340764 Ontario Inc.) Report SB 14-06-7 Proposed Resolution #4 That the Council of the Town of Tillsonburg advise County Council that the Town supports the application for draft plan of subdivision, File No. SB 14-06-7, as submitted by 2340764 Ontario Inc, prepared by Kim Husted Surveying Limited, for lands described as Part Lot 270, Plan 500, Town of Tillsonburg, showing 21 lots for single detached dwellings, subject to the conditions outline in Report No: CASPO2015-26 being met prior to final approval of the plan for registration. 9. Planning Applications 10. Information Items 10.1. OPP Billing Model Passed by City of Pembroke 11. Mayor 11.1. Report MYR 15-01 County Council Update Report MYR 15-01 Proposed Resolution #5 THAT Council receives report MYR 15-01 as information. 12. Reports from Departments 12.1. Chief Administrative Officer 12.1.1. Community Transportation Pilot Grant Program Report CAO 15-04 Community Transportation Pilot Grant Program Community Transportation Pilot Grant Program Application Appendix Two Pilot Budget and Workplan Appendix Three Transportation in Tillsonburg Getting there A study of transportation needs in Tillsonburg ON Support Letters for Transportation Pilot Grant Program 4 January 26, 2015 Council Meeting – Agenda - 3 - Proposed Resolution #6 That Council receives report CAO 15-04, Community Transportation Pilot Grant Program; And That Tillsonburg Town Council authorizes the submission to the Ministry of Transportation of a Community Transportation Pilot Grant Program Application, including letters of support, Associated Budget and Workplan and Transportation in Tillsonburg: Getting There “A Study of Transportation Needs in Tillsonburg, Ontario as prepared by Social Planning Council Oxford; And That Council authorizes the CAO to sign the completed application form. 12.1.2. Agreement for the Provision of Police Services (OPP) Agreement for the Provision of Police Services (OPP) Report Fin 14-40 2015 Municipal Policing Costs By-law 3873 to Authorize an Agreement Tillsonburg Police Contract 2015-209 Correspondence - 2015 Contract Policing Proposal with the O.P.P and the Town of Tillsonburg Police Services Board Resolution Proposed Resolution #7 That report CAO 15-05, Agreement for the provision of Police Services (OPP) be received for information; And That the Mayor and Clerk be authorized by By-law 3873 to execute the Agreement for the provision of police services (OPP) between the Minister of Community Safety and Correctional Services and the Corporation of the Town of Tillsonburg. 12.2. Clerk’s Office 12.2.1. CL 15-05 Tillsonburg Hydro Inc. - Board of Director Appointment 5 CL 15-05 THI Board of Directors Appointment Delegration Request: Phil Esseltine, Chair Tillsonburg Hydro Inc. January 26, 2015 Council Meeting – Agenda - 4 - Proposed Resolution #8 THAT the Council of the Town of Tillsonburg, being the sole shareholder of Tillsonburg Hydro Incorporation, fill the two vacancies on the Tillsonburg Hydro Board by February 17, 2015; AND THAT those positions be filled by skill sets such as HR, Legal, Corporate Governance experience, or industry knowledge; AND THAT an ad be placed in the Focus on Tillsonburg section of the Tillsonburg News in that regard. 12.3. Development and Communication Services 12.3.1. DCS 15-02 Animal Control Subcontractor Agreement DCS 15-02 Animal Control Subcontractor Agreement Amended Schedule A to Hillside Kennels Animal Control Agreement Hillside Kennels Animal Control Agreement Proposed Resolution #9 THAT Council receives report DCS 15-02 Animal Control Subcontractor Agreement; AND THAT Schedule A to the agreement shall be amended as set out in the attached schedule; AND THAT Council extend the contract for the provision of Animal Control Services with Hillside Kennels for an additional two (2) year term to April 30, 2017. 12.4. Operations 12.4.1. OPS 15-03 Hwy 401 & 19 Interchange Improvements OPS 15-03 Hwy 401 & 19 Interchange Improvements OPS 15-03 Attachment 1 - Hwy 401 & 19 Approved Design Layout OPS 15-03 Attachment 2 - Proposed Detour Routing OPS 15-03 Attachment 3 - Tentative Schedule 6 January 26, 2015 Council Meeting – Agenda - 5 - Proposed Resolution #10 THAT Council receive Report OPS 15-03, Hwy 401 & 19 Interchange Improvements as information. 12.5. Recreation, Culture & Park Services 12.5.1. RCP 15-04 – OPP Cleaning Contract – New Vendor RCP 15-04 - OPP Cleaning Contract - New Vendor By-Law 3874 with Schedule "A" Agreement Proposed Resolution #11 THAT Council receive Report RCP 15-04 – OPP Cleaning Contract – New Vendor for information; and THAT Council award the contract for janitorial services at the OPP Station, 90 Concession St. E, for January 27, 2015 – December 31, 2015 to Horizon Maintenance Inc. AND THAT a By-Law be brought forward for Council consideration to enter into an agreement with Horizon Maintenance Inc. 13. Committee Minutes & Reports 13.1. Long Point Regional Conservation Authority Board of Directors Minutes Minutes - November 5, 2014 14. Notice of Motions 15. Resolutions Resulting from Closed Session 15.1. CL 15-04 Police Service Board Appointment CL 15-04 PSB Appointment Proposed Resolution #12 THAT Council receives Report CL 15-04 – Police Services Board Citizen Appointments, as information; AND THAT Council appoints Larry Scanlan as a board member to the Tillsonburg Police Service Board. 7 January 26, 2015 Council Meeting – Agenda - 6 - 16. By-Laws By-Laws from the Meeting of January 26, 2015 Proposed Resolution #13 By-Law 3872, being a By-Law to Amend Zoning By-Law No. 3295, to implement Council approval-in-principle of Zone Change Application ZN 7-14-08 (Performance Communities Realty Inc.), and By-Law 3873, to Authorize an Agreement for the Provision of Police Services (OPP), and By-Law 3874, to Authorize an Agreement Between the Corporation of the Town of Tillsonburg and Horizon Maintenance Inc., and By-law 3875, to confirm the proceedings of Council at its meetings held on the 26th day of January, 2015, be read for a first and second time and this constitutes the first and second reading thereof. Proposed Resolution #14 By-Law 3872, being a By-Law to Amend Zoning By-Law No. 3295, to implement Council approval-in-principle of Zone Change Application ZN 7-14-08 (Performance Communities Realty Inc.), and By-Law 3873, to Authorize an Agreement for the Provision of Police Services (OPP), and By-Law 3874, to Authorize an Agreement Between the Corporation of the Town of Tillsonburg and Horizon Maintenance Inc., and By-law 3875, to confirm the proceedings of Council at its meetings held on the 26th day of January, be given third and final reading and the Mayor and the Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto 17. Items of Public Interest 18. Adjournment Proposed Resolution #15 THAT the Council Meeting of January 26, 2015 be adjourned at ______ p.m. 8 = 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 Bunn, Deputy Clerk 1. Call to Order The meeting was called to order at 4:30 p.m. 2. Adoption of Agenda Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Agenda as prepared for the Council meeting of January 12, 2015, be adopted. Carried. 3. Closed Session Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council move into Closed Session to consider: The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, January 12, 2015 6:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES 9 Council Meeting – Agenda - 2 - 1. Personal matters about an identifiable individual, including municipal or local board employees. 2. A proposed or pending acquisition or disposition of land by the municipality or local board (Broadway). Carried. At 5:43 p.m. Council rose from the Closed meeting session and recessed until 6:00 p.m. 4. Moment of Silence 5. Introductions 5.1. Parks and Facilities Manager, Corey Hill The Director of Recreation, Culture and Parks introduced Corey Hill, Parks and Facilities Manager. 6. Disclosures of Pecuniary Interest and the General Nature Thereof Councillor Adam disclosed a pecuniary interest with respect to item 8.1 Tillsonburg Transportation Steering Committee, as it relates to a possible employment opportunity. 7. Adoption of Council Minutes of Previous Meeting 7.1. Minutes of the Meeting of December 8, 2014 December 8, 2014 - Council Minutes Moved By: Councillor Hayes Seconded By: Councillor Adam THAT the Minutes of the Council Meeting of December 8, 2014, be approved. Carried. 8. Delegations and Presentations 8.1. Tillsonburg Transportation Steering Committee Presented By: John Verbakel Council Delegation 15-01 Tillsonburg Transportation Steering Committee Supporting Documentation Mr. Verbakel was in attendance to share with Council the Tillsonburg Transportation Steering Committee’s application for a provincial transportation grant. 10 Council Meeting – Agenda - 3 - Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the CAO be directed to report back to Council at the January 26, 2015 meeting, on the Community Transportation Pilot Grant Program. Carried. 8.2. Glendale West Report OP 14-06-07, SB 14-03-7 and ZN 7-14-08 Presented By: Mr. Will Hayhoe Mr. Hayhoe spoke to Report OP 14-06-07, SB 14-03-7 and ZN 7-14-08. Mr. Hayhoe pointed to economic growth as a factor of consideration for Council. Council moved to address Unfinished Business items 9.1 CAO MEMO and 9.2 Application for Official Plan Amendment, Draft Plan of Subdivision and Zone Change OP 14-06-07, SB 14-03-7 and ZN 7-14-08 (Glendale West Subdivision) 9. Unfinished Business 9.1. CAO MEMO Town Owned Lands/Soccer Club Fencing Re: Agenda Item - Application for Official Plan Amendment, Draft of Plan of Subdivision and Zone Change - OP 14- 06-07 9.2. Application for Official Plan Amendment, Draft Plan of Subdivision and Zone Change OP 14-06-07, SB 14-03-7 and ZN 7-14-08 (Glendale West Subdivision) Report OP 14-06-07, SB 14-03-7 and ZN 7-14-08 Land Maps and Citizen Letters Moved By: Councillor Adam Seconded By: Councillor Hayes THAT Council approve in principle the zone change application, File No. ZN 7- 14-08, as submitted by Performance Communities Realty Inc., for lands described as Part 1 of Reference Plan 41R-6637 and Part 4 of Reference Plan 41R-6678, being Part Lot 8, Concession 11, (Dereham), in the Town of Tillsonburg, to rezone the subject lands from ‘Minor Institutional Zone (IN1)’ and 11 Council Meeting – Agenda - 4 - ‘Future Development Zone (FD)’ to ‘Special Low Density Residential Type 2 Zone (R2-sp)’, ‘Passive Open Space Zone (OS1)’ and ‘Special Minor Institutional Zone (IN1-sp)’ to facilitate the development of a residential draft plan of subdivision and place of worship; AND THAT, Council advise the County Council that the Town supports the application for Official Plan Amendment, File No. OP 14-06-7, as submitted by Performance Communities Realty Inc., for lands described as Part 1 of Reference Plan 41R-6637 and Part 4 of Reference Plan 41R-6678, being Part Lot 8, Concession 11, (Dereham), Town of Tillsonburg to redesignate the subject lands from High Density Residential to Low Density Residential to facilitate the development of a residential draft plan of subdivision and place of worship; AND THAT, Council advise the County Council that the Town supports the application for draft plan of subdivision, File No. SB 14-03-7, as submitted by Performance Communities Realty Inc., prepared by Cyril J. Demeyere Consulting Engineers, for lands described as Part 1 of Reference Plan 41R-6637 and Part 4 of Reference Plan 41R-6678, being Part Lot 8, Concession 11, (Dereham), Town of Tillsonburg, showing 72 lots for single detached dwellings, three stormwater management blocks, a municipal servicing block, place of worship block, and three new local streets, subject to the conditions, as outlined in Report No: CASPO 2014-267, being met prior to final approval of the plan for registration. Carried. 10. Public Meetings Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council moves into Committee of Adjustment to consider matters pertaining to a pending application. Carried. 10.1. Minor Variance Application A-11-14 (135 Allen Street) Report A-11-14 12 Council Meeting – Agenda - 5 - The Development Planner gave an overview of the application. The Applicant was in attendance and had no further comments with respect to the application. Moved By: Councillor Adam Seconded By: Deputy Mayor Beres That the Town of Tillsonburg Committee of Adjustment approve Application File A-11/14, submitted by Henry Dalm, for lands described as Part Lot 20 & Lot 23, Plan 41M-218, Town of Tillsonburg, as it relates to: 1. Relief from Section 5.1, Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to increase the maximum permitted height of an accessory building from 3.7 m (12.1 ft) to 4.2 m (13.8 ft) to facilitate the construction of a detached accessory building on the subject lands. Subject to the following condition: i. A building permit for the accessory building shall be issued within one year of the date of the Committee's decision. Carried. Moved By: Councillor Adam Seconded By: Councillor Stephenson THAT Council moves from Committee of Adjustment back into the January 12, 2015 Regular Council Meeting. Carried. 11. Planning Applications 11.1. Application for Zone Change ZN 7-14-12 - Removal of Holding Provision Report ZN 7-14-12 By-Law 3866 Schedule A Key Map ZN 7-14-12 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam 13 Council Meeting – Agenda - 6 - THAT Council approve the zone change application submitted by Tillsonburg Developments Inc, whereby the lands described as Blocks 72, 73, 75, & Part of Block 80, Plan 41M-182, Town of Tillsonburg, are to be rezoned from ‘Special Low Density Residential Type 2 Holding Zone (R2-5 H)’ to ‘Special Low Density Residential Type 2 Zone (R2-5)’. Carried. 12. Information Items 12.1. Tillsonburg Cultural Improvement Alliance Poster 12.2. Thames Valley District School Board Name Our Schools Moved By: Councillor Esseltine Seconded By: Deputy Mayor Beres THAT Council direct staff to complete the Thames Valley District School Board naming of schools nomination form as follows: THAT Annandale School be named: Annandale School; THAT South Ridge Public School be named: South Ridge Public School AND THAT the nomination form be sent to TBDSB prior to January 16, 2015. Carried. 12.3. Request for Nominations to Fill Vacancies on the 2014-2016 AMO Board of Directors 12.4. Colonoscopy Media Release 12.5. Resolution from the Township of Algonquin Highlands 13. Reports from Departments 13.1. Chief Administrative Officer 13.1.1. Report CAO 15-01 Chief Administrative Officer Performance Evaluation 2014 Chief Administrative Officer Performance Evaluation 2014 Moved By: Councillor Rosehart Seconded By: Councillor Hayes 14 Council Meeting – Agenda - 7 - That Council receive CAO 15-01 Chief Administrative Officer Performance Evaluation 2014; And That Council establish and appoint a CAO Performance Review Committee; And That Council appoint Mayor Molnar and Deputy Mayor Beres and Councillor Stephenson to the CAO Performance Review Committee; And Further That Council approve the proposed 2014 CAO Performance Evaluation Process as outlined in CAO 15-01. Carried. 13.1.2. Report CAO 15-02 Community Strategic Plan – Implementation (Community Strategic Plan has been attached to the end of the agenda package) Report CAO 15-02 Community Strategic Plan - Implementation Moved By: Councillor Rosehart Seconded By: Councillor Hayes That Council adopts the Tillsonburg Community Strategic Plan; And that the Implementation Plan as outlined in Report CAO 15-02, be approved. Carried. 13.1.3. Report CAO 15-03 Tillsonburg Hydro Incorporation - Board of Directors Composition Tillsonburg Hydro Incorporation - Board of Directors Composition MOUD Attachment Philip Esseltine, Chair of the Tillsonburg Hydro Board, spoke in favor of the amendment to the Memorandum of Understanding. Marty Klein shared his concerns with the recommendation to move towards seven independent on the Board of Directors. Mr. Klein also spoke in favour of open and transparent Board meetings. 15 Council Meeting – Agenda - 8 - Cam McKnight spoke in against the proposed changes to the structure of the Board of Directors. Mr. McKnight also spoke in favour of open and accessible Board meetings. Mel Getty spoke against holding open Board meetings. Mr. Getty spoke in favour of the proposed changes to the Tillsonburg Hydro Inc. Board of Directors. Moved By: Councillor Rosehart Seconded By: Councillor Hayes That the Council of the Town of Tillsonburg, being the sole shareholder of Tillsonburg Hydro Incorporation, amend the Memorandum of Understanding and Direction between the Corporation of the Town of Tillsonburg and Tillsonburg Hydro Inc, to provide for a Board of Directors composition of 7 independent members and 0 members selected by the Town at large. A recorded vote as requested by Deputy Mayor Beres: NAME VOTE IN FAVOUR VOTE AGAINST Deputy Mayor X Councillor Esseltine x Councillor Hayes x Mayor Molnar x Councillor Rosehart x Councillor Stephenson x Councillor Adam x The recorded vote reflects the vote is three in favour of the Motion and four against the Motion. Defeated. 13.2. Clerk’s Office 16 Council Meeting – Agenda - 9 - 13.2.1. Report CL 15-01 Post 2014 Municipal Election Accessibility Report CL 15-01 Post 2014 Municipal Election Accessibility Report Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives report CL 15-01, Post 2014 Municipal Election Accessibility Report; AND THAT the report be posted on the Town’s website and made available to the public at the Town’s Corporate Offices. Carried. 13.3. Development and Communication Services 13.3.1. Report DCS 15-03 Community Improvement Plan Application – 41 Broadway Report DCS 15-03 Community Improvement Plan Application – 41 Broadway The applicant was in attendance and responded to Councils questions. Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receive Report DCS 15-03 Community Improvement Plan Application – 41 Broadway; AND THAT the Community Improvement Plan Application for the 41 Broadway property be approved including rebates for applicable Building Permit and Assessment fees. Carried. 14. Recreation, Culture & Park Services 14.1.1. Report RCP 15-02 – Addendum to Senior Centre Agreement RCP 15-02 Addendum to Senior Centre Agreement RCP 15-02 ATT 01 - ADDENDUM TO the Senior Centre MOU RCP 15-02 ATT 02 - Bylaw 3523 Senior Centre MOU Moved By: Councillor Hayes Seconded By: Councillor Rosehart 17 Council Meeting – Agenda - 10 - THAT Council receive Report RCP 15-02 – Addendum to Senior Centre Agreement; and THAT Council approves the attached Addendum to the Memorandum of Agreement. Carried. 15. Development and Communication Services 15.1.1. Report DCS 15-08 Offer to Purchase - 253 Broadway Report DCS 15-08 has been attached at the end of the minutes package for January 12, 2015. Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive Report DCS 15-08 Offer to Purchase – 253 Broadway Property; AND THAT the property known municipally as Lot 944 and part Lot 945, Plan 500, and more particularly described as Parts 4 and 5, Plan 41R-6262 be declared surplus to the needs of the municipality; AND THAT a by-law be brought forward authorizing the Mayor and Clerk to execute all documents necessary to sell the property known municipally as 253 Broadway, Lot 944 and part Lot 945, Plan 500, and more particularly described as Parts 4 and 5, Plan 41R-6262, subject to a joint access easement on Part 4 to Rego Management and 228495 Ontario; AND THAT the site plan for the property be brought back to Council for approval; AND THAT the net proceeds be contributed to reserves. Carried. 15.2. Finance 15.2.1. Report FIN 15-01 Interim Tax Levy By-Law 3865 18 Council Meeting – Agenda - 11 - FIN 15-01 Interim Tax Levy By-Law 3865 By-Law 3865 Interim Tax Levy Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives report FIN 15-01 Interim Tax Levy By-Law 3865. AND THAT By-Law 3865 be brought forward for Council consideration. Carried. 15.3. Recreation, Culture & Park Services 15.3.1. Report RCP 15-01 - CBC Repeater Antenna Encroachment Agreement RCP 15-01 CBC Repeater Antenna Encroachment Agreement RCP 15-01 ATT 01 - Elevation diagram RCP 15-01 ATT 02 - Encroachment Agreement for CBC antenna at TCC Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive Report RCP 15-01 CBC Repeater Antenna Encroachment Agreement for information; and THAT Council approve an Encroachment Agreement allowing the Canadian Broadcasting Corporation to place a repeater antenna on the Tillsonburg Community Centre; and THAT a by-law be brought forward for Council’s consideration. Carried. 16. By-Laws By-Laws from the Meeting of January 12, 2015 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT By-Law 3865, to provide for an Interim Tax Levy for the year 2015, By-Law 3866, to amend Zoning By-Law Number 3295, as amended, By-Law 3868, to authorize the sale of land (253 Broadway) to Rego Management and 228495 Ontario, 19 Council Meeting – Agenda - 12 - By-Law 3869, to authorize an Encroachment Agreement between the Corporation of the Town of Tillsonburg and the Canadian Broadcasting Corporation, and By-Law 3867, to confirm the proceedings of Council at its meetings held on the 12th day of January, 2015, be read for a first and second time and this constitutes the fist and second reading thereof. Carried. Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT By-Law 3865, to provide for an Interim Tax Levy for the year 2015, By-Law 3866, to amend Zoning By-Law Number 3295, as amended, By-Law 3869, to authorize an Encroachment Agreement between the Corporation of the Town of Tillsonburg and the Canadian Broadway Corporation, be given third and final reading and the Mayor and the Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto Carried. Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT By-Law 3868, to authorize the sale of land (253 Broadway) to Rego Management and 228495 Ontario Inc.; AND THAT By-Law 3867, to confirm the proceedings of Council at its meetings held on the 12th day of January, be given third and final reading and the Mayor and the Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. Carried. 17. Items of Public Interest 18. Adjournment Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT the Council Meeting of January 12, 2015 be adjourned at 10:03 p.m. 20 Council Delegation Request This Delegation Request form and any written submissions or background information for consideration by Council must be submitted to the Clerk's office by the following deadline: 4:30 P.M. ON THE MONDAY PRIOR TO THE REQUESTED MEETING DATE First Name Last Name Street Address Town/City Postal Code Phone Number E-mail Website: Do you or any members of your party require any accessibility accommodations? Yes No If yes, how can we assist? Should you require assistance completing this form, please contact: Deputy Clerk at 519-688-3009 Ext. 3221 or jbunn@tillsonburg.ca Please note that submission of this form does not guarantee the approval of your request for Delegation. The Clerk's office will confirm your Delegation by e-mail after receiving this form. COMPLETE PAGE TWO (2) OF THIS FORM 21 Delegation Information (Must be completed) Desired Council meeting date (Council regularly meets the 2nd and 4th Monday of each month): Subject of Delegation Names of Spokespersons (and positions) Name of Group or Person(s) being represented (if applicable) Brief Summary of Issue or Purpose of Delegation Will there be a Power Point presentation accompanying the Delegation Yes No Have you been in contact with a Staff member regarding the Delegation topic? Yes No If yes, please list the Staff member(s) you have been working with? I acknowledge Delegations are limited to fifteen (15) minutes each: I accept I acknowledge that all presentation material must be submitted by 4:30 pm the Friday before the meeting date: I accept 22 Personal information on this form is collected under the legal authority of the Municipal Act, as amended. The information is collected and maintained for purpose of creating a records that is available to the general public, pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act. Questions about this collection should be directed to the Municipal Clerk, Town of Tillsonburg, 200 Broadway Street, 2nd Floor, Tillsonburg, ON, N4G 5A7, Telephone 519-688-3009 Ext. 3224. 23 24 25 Report No: CASPO 2015-26 COMMUNITY AND STRATEGIC PLANNING Council Date: January 26, 2015 To: Mayor and Members of Town of Tillsonburg Council From: Eric Gilbert, Development Planner, Community and Strategic Planning Application for Draft Plan of Subdivision SB 14-06-7: 2340764 Ontario Inc. REPORT HIGHLIGHTS • The proposed draft plan of subdivision consists of 21 lots for single detached dwellings, served by an extension of Pearl Street and is the balance of Phase 7 of the subdivision commonly referred to as Annandale Heights. • Generally, the draft plan is consistent with the relevant policies of the 2014 Provincial Policy Statement and the Official Plan. • The proposed draft plan of subdivision is a resubmission of a previously approved draft plan of subdivision (File No. 32T-0005), which lapsed on December 31, 2012. The new proposal makes no changes to the previous subdivision layout or design. • The proposed residential draft plan of subdivision can be supported from a planning perspective, subject to a number of conditions being met prior to final approval by the County. DISCUSSION Background OWNER: 2340764 Ontario Inc. 69 Crow Crescent Woodstock ON N4T 1S7 LOCATION: The subject lands are described as Part Lot 270, Plan 500, Town of Tillsonburg. The lands are located east of Maple Lane, opposite Pearl Street, in the Town of Tillsonburg. Page 1 of 8 26 Report No: CASPO 2015-26 COMMUNITY AND STRATEGIC PLANNING Council Date: January 26, 2015 COUNTY OF OXFORD OFFICIAL PLAN: Schedule “T-1” Town of Tillsonburg Land Use Plan Residential Schedule “T-2” Town of Tillsonburg Residential Density Plan Low Density Residential TOWN OF TILLSONBURG ZONING BY-LAW NO. 3295: Existing Zoning: Low Density Residential Type 2 Zone (R2) PROPOSAL: An application has been received by the Town of Tillsonburg and the County of Oxford for approval of a draft plan of subdivision comprising 21 lots for single detached dwellings, served by an extension of Pearl Street. The subject lands are located on the east side of Maple Lane, opposite Pearl Street in the Town of Tillsonburg. The proposed draft plan of subdivision has an approximate area of 1.10 ha (2.68 ac). The subject lands are currently vacant. Surrounding uses include existing low density residential development to the south, north, east and west. The proposed draft plan of subdivision will include 21 lots for single detached dwellings. The road allowance for the Pearl Street extension has been dedicated to the Town but has not been constructed. The subject lands were part of a draft plan of subdivision which was approved in 2000 (Annandale Heights Phase 7 - 32T-00005). The subject lands are the remnant portion of the draft plan which was not registered prior to the lapsing of the draft approval on December 31, 2012. The applicant proposes to obtain draft approval of the previous portion of the draft plan that lapsed. The required storm water management pond has already been constructed in the previous phase of the subdivision and has been transferred to the Town of Tillsonburg. Parkland dedication has been satisfied in previous phases of the Annandale Heights development. An Archaeological Assessment Report was prepared for the owner by Mayer Heritage Consultants Inc. to the Ministry of Tourism, Culture and Sport for review and acceptance. The Ministry of Tourism, Culture and Sport indicated that the report has been accepted and entered into the Ontario Public Register of Archaeological Reports. No further archaeological assessment is required within the subject property. Plate 1, Location Map with Existing Zoning, shows the location of the subject property and the existing zoning in the immediate vicinity. Plate 2, 2010 Air Photo, provides an aerial view of the subject lands and the surrounding area. Plate 3, Proposed Draft Plan of Subdivision, provides the layout of the proposed draft plan of subdivision. Page 2 of 8 27 Report No: CASPO 2015-26 COMMUNITY AND STRATEGIC PLANNING Council Date: January 26, 2015 Comments 2014 Provincial Policy Statement The 2014 Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest related to land use planning and development. The current policy framework came into effect on April 30, 2014. Under Section 3 of the Planning Act, where a municipality is exercising its authority affecting a planning matter, such decisions “shall be consistent with” all policy statements issued under the Act. Section 1.1.2 of the Provincial Policy Statement (PPS) directs that sufficient land shall be made available through intensification, redevelopment and if necessary, designated growth areas, to accommodate an appropriate range and mix of employment opportunities, housing and other land uses to meet projected needs for a time horizon of up to 20 years. Section 1.4.1 of the PPS sets out policies which are intended to provide for an appropriate range of housing types and densities required to meet projected requirements of current and future residents. To accommodate this, planning authorities shall maintain at all times the ability to accommodate residential growth for a minimum of 10 years through residential intensification, redevelopment and if necessary, lands which are designated and available for residential development. Section 1.6 directs municipalities to efficiently utilize existing infrastructure and public service facilities prior to the establishment of new facilities. Official Plan The subject lands are designated ‘Low Density Residential’ according to the Town of Tillsonburg Residential Density Plan, as contained in the County of Oxford Official Plan. Low Density Residential Areas are those lands that are primarily developed or planned for a variety of low rise, low density housing forms including single-detached dwellings, semi-detached, duplex or converted dwellings, quadraplexes, townhouses and low density cluster development. In these areas, it is intended that there will be a mixing and integration of different forms of housing to achieve a low overall density of use. It is not intended that the full range of housing will be permitted in every individual neighbourhood or development. The policies of Section 10.3.3 (Plans of Subdivision and Condominium) provide that County and Town Council will evaluate applications for a plan of subdivision on the basis of the requirements of the Planning Act, as well as criteria including, but not limited to, the following: • Conformity with the Official Plan; • The availability of community services such as roads, water, storm and sanitary sewers, waste disposal, recyclable collection, public utilities, fire and police protection, parks, schools and other community facilities; • The accommodation of Environmental Resources and the mitigation of environmental and human-made constraints; • The reduction of any negative effects on surrounding land uses, transportation networks or significant natural features; • The design of the plan to be integrated into adjacent developments, and; • The design of the plan is to be compatible with the natural features and topography of the site, and proposals for extensive cut and fill will be discouraged. Page 3 of 8 28 Report No: CASPO 2015-26 COMMUNITY AND STRATEGIC PLANNING Council Date: January 26, 2015 An applicant will be required to satisfy conditions prior to final approval and registration of the plan. The applicant will be required to meet the conditions of the draft approval within the specified time period, failing which, draft plan approval may lapse. Additionally, to provide for the fulfillment of these conditions, and for the installation of services according to municipal standards, Council shall require the applicant to enter into a subdivision agreement with the Area Municipality and, where necessary, the County, prior to final approval of the plan. Zoning By-Law The subject lands are currently zoned ‘Low Density Residential Type 2 Zone (R2)’ in the Town of Tillsonburg Zoning By-law. The ‘R2’ zone permits a single detached dwelling, semi-detached dwelling, or duplex dwelling and requires a minimum lot area of 315 m2 (3,390 ft2), a minimum lot frontage of 10.5 m (34.4 ft), a minimum lot depth of 30 m (98.4 ft), minimum exterior side yard width of 6.0 m (19.7 ft), and a rear yard depth of 7.5 m (24.6 ft). The proposed lots comply with the R2 zone provisions and no change to the zoning is required to facilitate the plan of subdivision. Agency Comments The development proposal was circulated to those agencies that were considered to have an interest in the proposal. The Town of Tillsonburg Engineering Department provided the following comments: • Servicing drawings are required to be updated and submitted to the Town for review and approval. • Storm water management pond, fencing, and lot grading and drainage have been addressed through the previous subdivision approval (32T-00005). The Town of Tillsonburg Building and By-law Services Department indicated that they have no concerns with this application. The Oxford County Public Health and Emergency Services have indicated that a site visit was completed on December 2, 2014 and no issues were identified. The proposed development is located within a Wellhead Protection Area, with Lake Erie Region SGRA Vulnerability scores of 2 and 6. The application indicates that the site will be serviced by municipal piped water and municipal sanitary sewers. Oxford County Public Health & Emergency Services has no objection to this application. The County of Oxford Public Works Department indicated that they have no comment on the proposed development application. Union Gas has requested that as a condition of final approval, the owner/developer provide to their agency the necessary easements and/or agreements required for the provision of gas services for the development, to their satisfaction. Bell Canada indicated that a detailed review of the Draft Plan of Subdivision has been completed. The Developer is hereby advised that prior to commencing any work within the Plan, the Developer must confirm that sufficient wire-line communication/telecommunication infrastructure is currently available within the proposed development to provide Page 4 of 8 29 Report No: CASPO 2015-26 COMMUNITY AND STRATEGIC PLANNING Council Date: January 26, 2015 communication/telecommunication service to the proposed development. In the event that such infrastructure is not available, the Developer is hereby advised that the Developer may be required to pay for the connection to and/or extension of the existing communication/telecommunication infrastructure. If the Developer elects not to pay for such connection to and/or extension of the existing communication/telecommunication infrastructure, the Developer shall be required to demonstrate to the municipality that sufficient alternative communication/telecommunication facilities are available within the proposed development to enable, at a minimum, the effective delivery of communication/telecommunication services for emergency management services (i.e., 911 Emergency Services). The following paragraph(s) are to be included as Conditions of Draft Plan of Subdivision Approval: 1. The Owner shall agree in the Agreement, in words satisfactory to Bell Canada, to grant to Bell Canada any easements that may be required for telecommunication services. Easements may be required subject to final servicing decisions. In the event of any conflict with existing Bell Canada facilities or easements, the owner/developer shall be responsible for the relocation of such facilities or easements. 2. Bell Canada requires one or more conduit or conduits of sufficient size from each unit to the room(s) in which the telecommunication facilities are situated and one or more conduits from the room(s) in which the telecommunication facilities are located to the street line. Canada Post has requested conditions be imposed on the development to ensure that the Community Mailbox facilities are located appropriately, and to ensure that notice is provided to prospective lot purchasers regarding the location of the said Community Mailbox facilities. The Ontario Provincial Police, Town Development Commissioner, and Tillsonburg District Chamber of Commerce have indicated that they have no comments or concerns with the proposed development. PUBLIC COMMENTS Notice of Complete Application letter was sent out to surrounding neighbours on December 9, 2014. Notice of public meeting was sent out to public agencies and surrounding neighbours on January 12, 2015. To date, no concerns have been received from the public. Planning Review The subject lands are designated for low density residential development according to the Official Plan. The proposal to develop 21 lots for single detached dwellings generally maintains the intent of the Official Plan in this regard. Further, the net residential density of the proposed development is 19 units per hectare (8 units per acre) which is consistent with the residential density targets as contained in the Plan for low density residential areas. In terms of subdivision design, Planning staff note that the proposed layout and design is the same as the previous draft plan approval which lapsed in 2012. The proposed plan of subdivision will complete Phase 7 of Annandale Heights subdivision. The proposed residential Page 5 of 8 30 Report No: CASPO 2015-26 COMMUNITY AND STRATEGIC PLANNING Council Date: January 26, 2015 units are similar to the type of housing found in the surrounding residential neighbourhood, and the proposal represents an efficient use of residentially-designated lands and municipal services. Planning staff are of the opinion that the applicant’s proposal to develop 21 lots for single detached dwellings generally maintains the intent and purpose of the Official Plan as it pertains to the development of low density residential areas. It is therefore recommended that Town Council support the proposed draft plan of subdivision and recommend to County Council that the plan be approved, subject to a number of conditions that address issues raised by various agencies during the review of the draft plan. RECOMMENDATIONS That the Council of the Town of Tillsonburg advise County Council that the Town supports the application for draft plan of subdivision, File No. SB 14-06-7, as submitted by 2340764 Ontario Inc, prepared by Kim Husted Surveying Limited, for lands described as Part Lot 270, Plan 500, Town of Tillsonburg, showing 21 lots for single detached dwellings, subject to the following conditions being met prior to final approval of the plan for registration: 1. This approval applies to the draft plan of subdivision, submitted by 2340764 Ontario Inc. (File SB 14-06-7) as prepared by Kim Husted Surveying Limited (dated November 20, 2014) as shown on Plate 3 of Report No. 2015-26, comprised of land described as Part Lot 270, Plan 500, in the Town of Tillsonburg, and showing 21 lots for single detached dwellings, and an extension of a local street (Pearl Street). 2. The owner agrees in writing to satisfy all requirements, financial and otherwise, of the Town of Tillsonburg and County of Oxford regarding the construction of roads, installation of services, including the water, sewer, electrical distribution systems, sidewalks and drainage facilities, and other matters pertaining to the development of the subdivision in accordance with the standards of the Town of Tillsonburg and County of Oxford. 3. Prior to final approval by the County, such easements as may be required for utility or drainage purposes shall be granted to the appropriate authority. 4. The subdivision agreement shall be registered to the satisfaction of the Town of Tillsonburg against the title of the lands to which it applies. 5. The road allowances included in the draft plan of subdivision shall be dedicated as public highways. 6. The streets included in the draft plan shall be named to the satisfaction of the Town of Tillsonburg. 7. Prior to the final approval by the County, all lots/blocks shall conform to the zoning requirements of the Town of Tillsonburg Zoning By-Law. Certification of lot areas, lot frontages, and lot depths shall be obtained from an Ontario Land Surveyor retained by the developer. Page 6 of 8 31 Report No: CASPO 2015-26 COMMUNITY AND STRATEGIC PLANNING Council Date: January 26, 2015 8. Prior to the final approval by the County, the owner shall receive confirmation from the County of Oxford Department of Public Works that there is sufficient capacity in the Town of Tillsonburg water system and Town of Tillsonburg sewage system to service the plan of subdivision. Confirmation shall be given in accordance with the “Protocol for Allocation of Water and Sewage Capacity for Development”. 9. The owner agrees in writing to satisfy all the requirements, financial and otherwise, including payment of applicable development charges, of the County of Oxford regarding the installation of the water distribution system and sewer system, and other matters pertaining to the development of the subdivision. 10. The subdivision agreement shall make provision for the assumption and operation, by the County of Oxford, of the water distribution system and sewage system within the draft plan, subject to the approval of the County of Oxford Department of Public Works. 11. Prior to final approval, the owner agrees in writing to satisfy all the requirements of the Tillsonburg Hydro Inc. regarding the installation of the electrical distribution system and any other matters pertaining to the development of the subdivision. 12. Prior to final approval, the owner agrees in writing to satisfy all requirements of Union Gas Limited regarding necessary easements and/or agreements for the provision of gas services and any other matters pertaining to the development of the subdivision. 13. Prior to final approval, the owner agrees in writing to satisfy the requirements of Canada Post Corporation with respect to advising prospective purchasers of the method of mail delivery, the location of temporary Centralized Mail Box locations during construction and, the provision of public information regarding the proposed locations of permanent Centralized Mail Box locations. 14. Prior to the approval of the final plan by the County of Oxford, the owner shall provide to the County clearance from the Tillsonburg Hydro Inc. that Condition Number 11 has been met to their satisfaction. The clearance letter shall include a brief statement detailing how the condition has been satisfied. 15. Prior to the approval of the final plan by the County of Oxford, the owner shall provide to the County clearance from Union Gas Limited that Condition Number 12 has been met to their satisfaction. The clearance letter shall include a brief statement detailing how the condition has been satisfied. 16. Prior to the approval of the final plan by the County of Oxford, the owner shall provide clearance to the County from Canada Post Corporation that Condition Number 13 has been met to their satisfaction. The clearance letter shall include a brief statement detailing how the condition has been satisfied. 17. Prior to the approval of the final plan by the County of Oxford, the owner shall provide clearance to the County from the Town of Tillsonburg that Conditions 2, 3, 4, 5, 6, and 7 have been met to their satisfaction. The clearance letter shall include a brief statement for each condition detailing how each has been satisfied. Page 7 of 8 32 Report No: CASPO 2015-26 COMMUNITY AND STRATEGIC PLANNING Council Date: January 26, 2015 18. Prior to the approval of the final plan by the County of Oxford, the owner shall secure clearance from the County of Oxford Public Works Department that Conditions 2, 3, 8, 9, and 10 have been met to their satisfaction. The clearance letter shall include a brief statement for each condition detailing how each has been satisfied. 19. This plan of subdivision shall be registered within three (3) years of the granting of draft approval, after which time this draft approval shall lapse unless an extension is authorized by the County of Oxford. SIGNATURES Authored by: Eric Gilbert, MCIP RPP, Development Planner Approved for Submission: Gordon K. Hough, MCIP, RPP Director Page 8 of 8 33 November 28, 2014 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 380 Notes NAD_1983_UTM_Zone_17N 19 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 34 November 28, 2014 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 250 Notes NAD_1983_UTM_Zone_17N 13 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) limits_polygon 35 36 3 7 3 8 COUNCIL REPORT MAYOR’S OFFICE Report Title: UPDATE –County of Oxford Report No.: MYR 15-01 Author: Mayor Molnar Meeting Type: COUNCIL MEETING Council Date: JANUARY 26, 2015 Attachments: RECOMMENDATION: THAT Council receives report MYR 15-01 as information. EXECUTIVE SUMMARY The purpose of this report is to provide information regarding any reports and recommendations from local representation at Oxford County Council. CONSULTATION/COMMUNICATION As a result of the effort to expand access to knowledge and information for Town Council and local stakeholders, this report is intended to provide material on activities that transpire at Oxford County Council that may have an impact on the Town of Tillsonburg. Further, this type of report will further satisfy mandates as reinforced in the Community Strategic Plan to provide for a more accessible and open governance model. INFORMATION • County of Oxford Budget Deliberations … At the County Budget Meeting (#4) of January 14, 2015, Council approved an overall requirement from taxation of $52.2 Million representing a gross increase of 2.18% from 2014. With overall assessment growth over the past year there will be a nominal reduction in the overall taxes paid by the average residential homeowner. • Phase 2 of the North Street reconstruction is scheduled to proceed in 2015 at an estimated cost of $5.475 Million. Contact is proceeding with impacted residents in the construction corridor from Falcon Road east to the work area completed in 2014 – including those currently on private water well systems. Phase 3 will proceed in 2016. 39 • Pre-approval was confirmed for structural repairs to portion of Potter’s Road (west of Simcoe Street to Town border) for 2016. The Town will be encouraged to participate in a joint tendering process to identify overall cost savings. • The 2015 Capital Budget highlights the design and engineering required for the upgrades to Tillsonburg’s Waste Water Treatment Facility ($6.2 Million – 2018). • County Council (December 10/14) has authorized staff to submit a joint application with the Townships of Norwich and South-West Oxford and the Town of Tillsonburg for Trans Canada Trail funding for the design and construction of a multi-use trail along the former CASO railway corridor • Oxford County Council (January 14/15) approved Draft Plan of Subdivision and Official Plan Amendment for Performance Communities Realty (Hayhoe) Inc. • Subsequent to the County’s Request for Proposals concerning the contract for Solid Waste and Recycling delivery options in 2014, there is an opportunity for local Council members from across the County to participate in a workshop on Wednesday January 28 from 4:00 – 6:00 PM. At this point in time there is an indication that County Council will consider a report with recommendations on February 11, 2015. New collection contract to be operational in September 2015. • For additional information, Mayor Molnar has accepted appointment as a County Council representative on the following Boards/Committees; South Central Ontario Region (SCOR) Economic Development Corporation, Oxford County Library Board and the County “Services That Work” Ad-hoc Review Committee. FINANCIAL IMPACT/FUNDING SOURCE Whereas the material contained in this report is a summary of Oxford County information, there is no direct impact on the finances of the Town of Tillsonburg as would require approval by Municipal Council or direction from Corporate staff. APPROVALS: Author: Mayor Molnar Date: 1/26/15 Page 2 / 2 CAO 40 STAFF REPORT CAO Report Title: Agreement for the Provision of Police Services (OPP) Report No.: CAO 15-05 Author: David Calder Meeting Type: COUNCIL MEETING Council Date: JANUARY 26, 2015 Attachments: 1. AGREEMENT FOR THE PROVISION OF POLICE SERVICES BETWEEN THE MINISTER OF COMMUNITY SAFETY AND CORRECTIONAL SERVICES AND THE CORPORATION OF THE TOWN OF TILLSONBURG. 2. REPORT FIN 14-40 2015 MUNICIPAL POLICING COSTS 3. BY-LAW 3873 TO AUTHORIZE AN AGREEMENT RECOMMENDATION: THAT report CAO 15-05, Agreement for the provision of Police Services (OPP) be received for information; And That the Mayor and Clerk be authorized by By-law 3873 to execute the Agreement for the provision of police services (OPP) between the Minister of Community Safety and Correctional Services and the Corporation of the Town of Tillsonburg. EXECUTIVE SUMMARY The purpose of this report is to obtain Council’s approval of a 5 year contract between the Corporation of the Town of Tillsonburg and the Minister of Community Safety and Correctional Services for the provision Police Services under section 10 of the Police Services Act, R.S.O. 1990, c. P. 15. The term of the contract is January 1, 2015 to December 31, 2019. Attached to this report is a previous report presented to Council on October 14, 2015 which outlines 2015 Municipal Policing Costs and provides some background on the new billing model introduced as the methodology used to formulate the 2015 estimated police costs. CONSULTATION/COMMUNICATION The Town of Tillsonburg Police Services Board has reviewed the agreement and recommends the entering into the agreement for the provision of Police Services by the Ontario Provincial Police. 41 COMMUNITY STRATEGIC PLAN IMPACT To ensure a safe and vibrant community. FINANCIAL IMPACT/FUNDING SOURCE The estimated cost for the provision of Police Services to the Town of Tillsonburg by the Ontario Provincial Police for the period January 1, 2015 to December 31, 2015 is $3,132,220 or a Cost Per Property of $422.59. This is a decrease of approximately $449,220 from the 2014 policing budget and estimate for OPP services of $3,581,449. A maximum phase-in adjustment cap of $30.00 per property or $222,360 applies such that further reductions in cost of $190,266 or $25.67 per property will be phased-in over the remaining five years, 2016-2019. Funding for Police Services is provided in the 2015 draft budget. APPROVALS Author Name/Signature David Calder Date: January 21, 2015 Director Name/Signature Date: Finance Name/Signature Darrell Eddington Date: January 21, 2015 Page 2 / 2 CAO 42 1 CAO STAFF REPORT FINANCE Title: 2015 Municipal Policing Costs Report No.: FIN 14-40 Author: DARRELL EDDINGTON Meeting Type: COUNCIL MEETING Council/Committee Date: OCTOBER 14, 2014 Attachments: 2015 MUNICIPAL POLICING BILLING STATEMENT – OPP OXFORD COUNTY OPP ANNUAL BILLING STATEMENT RECOMMENDATION THAT Council receives report FIN 14-40 2015 Municipal Policing Costs as information. EXECUTIVE SUMMARY To provide the 2015 Municipal Policing Billing Statement – OPP information to Council. BACKGROUND After many months of study, planning and community engagement, the OPP is implementing a new billing model to recoup the cost of providing policing services to municipalities. The new model will take effect on January 1, 2015 and will be phased in over a period of up to five years to allow some municipalities to adjust their budgets. The old billing system for OPP services was developed 17 years ago, had not been updated over that period, and had resulted in some municipalities subsidizing others. Policing costs under the new model include two components: base policing costs and costs for reactive calls for service. Base costs, which include services such as routine patrols, crime prevention, RIDE programs and proactive policing, will now make up approximately 60 per cent of the bill. By ensuring that all municipalities contribute to the base cost of policing, the new billing model reduces the variation between municipal policing costs. A call for service, which usually involves attendance at the scene of an occurrence such as a motor vehicle collision, will make up the remaining 40 per cent of the bill. The charge for reactive calls for service will vary among municipalities since such charges will be calculated annually based on the municipality’s individual usage levels. Transition will be phased in over five years for both cost increases and decreases to municipalities: $40 per property cap on increases per year for those with an increase; decreases are graduated over the 5 years for those with a decrease. 43 2 CAO The property counts included in the OPP policing bills are comprised of household, commercial and industrial properties as provided by MPAC. The counts included in the 2015 Police billing were based on the 2012 year end property counts for the 2013 taxation year. Previous 2014 OPP contract cost reporting to Council was based on household counts and did not include commercial and industrial counts. As at December 31, 2013 the contract cost was calculated at $503 per household. The 2015 Police billing amount is calculated at $423.02 per property. The remaining base cost or service data is as supplied by the OPP. Staff is unable to verify such data. FINANCIAL IMPACT/FUNDING SOURCE The 2014 policing budget and estimate for OPP services was $3,581,449. It appears that the 2014 forecasted cost will be an estimated $3,357,754 therefore I would expect the 2014 Provincial Services Usage (PSU) to be an estimated $223,695. Under the revised municipal policing cost-recovery billing methodology, the Town’s 2015 budgeted billing is estimated to be $3,135,407, or $423.02 per property, a decrease of $446,042 from the 2014 policing budget. A maximum phase-in adjustment cap of $30 per property or $222,360 applies such that further reductions in cost of $190,266 or $25.67 per property will be phased-in over the remaining five years, 2016-2019. APPROVALS Director Name/Signature Darrell Eddington Date: 09/30/14 Finance Name/Signature Darrell Eddington Date: 09/30/14 CAO Name/Signature David Calder Date: 10/01/14 44 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3873 A BY-LAW TO AUTHORIZE AN AGREEMENT FOR THE PROVISION OF POLICE SERVICES BETWEEN THE CORPORATION OF THE TOWN OF TILLSONBURG AND HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO AS REPRESENTED BY THE MINISTER OF COMMUNITY SAFETY AND CORRECTIONAL SERVICES. WHEREAS Section 5 of the Police Services Act, R.S.O. 1990, Chapter. P/ 15, as amended, provides that a Municipality may discharge its responsibility for providing police services by entering into an Agreement with the Minister of Community Safety and Correctional Services of Ontario pursuant to Section 10 of the Police Services Act. AND WHEREAS the Corporation of the Town of Tillsonburg wishes to enter into an agreement with The Minister of Community Safety and Correctional Services of Ontario to provide for policing services for the Town of Tillsonburg. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. The Municipality does hereby authorize an agreement, substantially in the form annexed hereto as Schedule “A” (the “Agreement”), with the Minister of Community Safety and Correctional Services of Ontario for the provision of policing services by the Ontario Provincial Police. 2. THAT the Mayor and Clerk be hereby authorized to execute the Agreement and any other documents necessary to give effect to the Agreement on behalf of the Corporation of the Town of Tillsonburg. 3. This By-Law is passed pursuant to The Police Services Act, R.S.O. 1990, Chapter P. 15 and amendments thereto and shall come into effect upon enactment. READ A FIRST AND SECOND TIME THIS 26th day of January, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 26th day of January, 2015. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson 45 1 The term of this Agreement, made in 4 originally executed copies, is from the 1st day of January 2015, to the 31st day of December, 2019. AGREEMENT FOR THE PROVISION OF POLICE SERVICES UNDER SECTION 10 OF THE POLICE SERVICES ACT, R.S.O. 1990, c. P.15, as am. BETWEEN: HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO AS REPRESENTED BY THE MINISTER OF COMMUNITY SAFETY AND CORRECTIONAL SERVICES ("Ontario") OF THE FIRST PART AND: THE CORPORATION OF THE TOWN OF TILLSONBURG (the "Municipality") OF THE SECOND PART RECITALS: (a) Under s. 4(1) of the Police Services Act, R.S.O. 1990, c. P.15, as am., the Municipality is required to provide adequate and effective police services in accordance with its needs; (b) Under s. 5 of the Police Services Act, the Municipality’s responsibility for providing police services may be discharged by entering into an Agreement with the Solicitor General under s. 10 of the Act; (c) Pursuant to Order-in-Council 497/2004, the powers assigned to the Solicitor General in law, including those set out in the Police Services Act, have been transferred to the Minister of Community Safety and Correctional Services; therefore, all references to the Minister of Community Safety and Correctional Services shall be deemed to include the powers previously exercised by the Solicitor General; (d) The Municipality has expressed its intent to provide police services, in pursuance of its responsibilities under s. 5 of the Police Services Act, by means of this Agreement, as evidenced by by-law number _______, dated ____________ (a copy of which is attached as Schedule "A"); (e) This Agreement reflects the intent of the parties to provide an adequate and effective level of police services for the Municipality as set out in the "Contract Policing Proposal," dated January 16, 2015 (attached as Schedule "B"); NOW THEREFORE, in consideration of the premises and covenants herein, the parties agree as follows: 46 2 1. The parties warrant that the recitals are true. Definitions 2. In this Agreement: (a) “Annual Billing Statement” means a statement prepared by Ontario and submitted to the Board for review and to the Municipality for review and approval which contains: (i) the Municipality’s police costs for the year following the year in which the statement is prepared, based on, among other items, an estimate of salary and benefit costs; and (ii) a reconciliation of actual salary and benefit costs to those billed for the preceding year. (b) “Board” means Town of Tillsonburg Police Services Board. (c) “Commissioner” means the Commissioner of the O.P.P. (d) “Detachment Commander” means the O.P.P. officer in charge of the Oxford Detachment. General Provisions 3. Ontario shall provide adequate and effective police services in accordance with the needs of the Municipality in compliance with the terms and conditions of the Agreement. The Municipality shall pay Ontario for the police services provided under this Agreement in accordance with this Agreement. 4. The Commissioner shall ensure that the Detachment Commander responds appropriately to the Board's objectives and priorities for police services, developed after consultation with the Detachment Commander, pursuant to s. 10(9)(b) of the Police Services Act. 5. The Commissioner shall cause the Detachment Commander or his or her designate to report to the Board at mutually agreed upon intervals in accordance with the Police Services Act regarding the provision of police services in and for the Municipality. The O.P.P. will, determine the information to be contained in the reports and the format in which they will be provided. 6. (a) For the purposes of s. 10(6) of the Police Services Act, the O.P.P. shall provide police services to the Municipality, including the enforcement of mutually agreed upon by- laws. The parties shall annually review this part of the Agreement with a view to revising or updating the list of by-laws requiring O.P.P. enforcement. 47 3 (b) Municipal Building Code violations overseen by the Municipality’s building code inspector and those by-laws related to animal control will not form part of this Agreement. Service Levels 7. (a) Ontario shall cause the Commissioner to assign police officers and other persons to duties relating to the police services in and for the Municipality so as to provide the municipality adequate and effective policing services. (b) In the event that the Municipality requests services dedicated specifically to the municipality, it shall be responsible for all costs associated with those dedicated resources. Liability of Ontario 8. The O.P.P. shall be liable for any damages that may arise as a result of any negligent acts or omissions of its members in the performance of this Agreement. Provincial Services Usage 9. The O.P.P. as legislated by the Police Services Act, must be capable of providing provincial level response that can be mobilized for emergencies, disaster or specialized needs. The O.P.P. may meet this requirement by deploying resources that normally would be assigned to the Detachment that serves the Municipality. The O.P.P. shall ensure that in the event resources are deployed to a situation requiring provincial level response, appropriate resources remain available to the Detachment to provide adequate and effective policing to the Municipality. The use of O.P.P. officers in cases where there is a provincial obligation to respond will be accounted for as part of the billing model. Equipment and Facilities 10. Ontario shall supply or cause to be supplied at Ontario's cost all vehicles and equipment reasonably necessary and appropriate for the use of the O.P.P. in providing police services under this Agreement. 11. The parties will enter into negotiations concerning the provision and payment of appropriate buildings and rental agreements, including, but not limited to, location, leasehold improvements, and capital costs. Adequacy Standards Regulation 12. The O.P.P. shall undertake and be responsible for ensuring that all mandatory standards of adequate and effective police services as required by Ontario Regulation 3/99 under the Police Services Act are met and maintained. 48 4 13. The Detachment Commander shall provide the Board with reasonable documentation, as agreed upon between the Board and the O.P.P., to allow the Board to evaluate the services and satisfy itself that adequate and effective standards and policies are in place. 14. It shall be the responsibility of the Board to monitor the delivery of police services to ensure that the provisions of the Ontario Regulation 3/99 under the Police Services Act are satisfied on an ongoing basis. Cost of Police Services 15. (a) On or before October 1st in each year, Ontario shall prepare and deliver to the Board for review and to the Municipality for review and approval, the Annual Billing Statement for the following year (Schedule "C"), together with sufficient documentation and information reasonably necessary to explain and support the billing. (b) The Municipality shall review the Annual Billing Statement upon receipt and, within 90 days of such receipt, shall approve the Annual Billing Statement or deliver to Ontario a request to review the Annual Billing Statement. 16. (a) In the event that the Municipality fails to approve or request a review of the Annual Billing Statement within 90 days of receipt, the Municipality shall be deemed to have approved the Annual Billing Statement. (b) In the event that the Municipality requests a review of the Annual Billing Statement as provided in this paragraph, the Annual Billing Statement shall be approved or amended and approved in accordance with Section 17. 17. Where the Municipality has delivered to Ontario a request to review the Annual Billing Statement, the Municipality shall carry it out expeditiously, and Ontario shall cooperate to permit such a review to be carried out. If the parties are unable to agree on the Annual Billing Statement, either party may submit the matter to the dispute resolution mechanisms set out in paragraphs 22 and 23. In the event that the Municipality delivers a request to review to Ontario, the Annual Billing Statement shall be deemed to apply during the period of review. 18. The Municipality shall make monthly installment payments to Ontario no later than the end of the month following the month for which payment is being made, each one being one twelfth of the Annual Billing Statement for that year. Any amounts which have become due and owing shall bear interest at the rate set by the Minister of Finance from time to time. 19. Ontario shall keep all records, statements of account, invoices and any other such documents necessary to support the Annual Billing Statement, and all such records shall be kept for a period of seven years. Ontario shall permit the Municipality, upon notice to Ontario, to examine all such records and books of account and conduct a review of the Annual Billing Statement. 49 5 20.Upon the approval or deemed approval of the Annual Billing Statement, as provided in this Agreement, adjustments shall be made in the amounts paid by the Municipality by installment so that (i) the total amount paid in respect of the preceding year is equal to the amount shown on the approved Annual Billing Statement and (ii) the installments for theyear following the year in which the statement is prepared are each equal to one twelfth of the approved Annual Billing Statement. Any amounts payable by one party to the other shall be paid by means of a credit for the appropriate party in the remaining monthly billings for the year following the year in which the statement is prepared. 21.The parties agree that sections 132 and 133 of the Police Services Act will be applied as if the Oxford County Detachment of the O.P.P. was a municipal police force, and as if the Detachment Commander was a Chief of Police. Dispute Resolution Mechanisms 22. (a) The provisions of this paragraph apply in the event of a dispute between the Municipality and Ontario concerning financial and related issues arising out of the interpretation, application, administration, or alleged violation of this Agreement (“Financial Disputes”) or between the Board and the O.P.P. concerning policing issues arising out of the interpretation, application, administration, or alleged violation of this Agreement (“Policing Disputes”). (b) In the event that a dispute arises, the Detachment Commander, or representative, and the Municipality or the Board, as the case may be, or their representative, shall meet within 30 days of such dispute arising and use all best good faith efforts to resolve the dispute. (c) If the dispute remains unresolved, the Regional Commander, or representative, and the Municipality or the Board, as the case may be, or representative, shall meet and use all best good faith efforts to resolve the dispute. (d) If the dispute remains unresolved, the Commissioner, or Deputy Commissioner, and the Municipality or the Board, as the case may be, or representative, shall meet and use all best good faith efforts to resolve the dispute. (e) If a Financial Dispute remains unresolved, the issue may be referred to mediation by either party, and each party shall use all best good faith efforts to resolve the dispute. 23.(a) Financial Disputes that cannot be resolved through any of the methods describedwithin paragraph 22, may be referred to and settled by binding arbitration. The provisions of the Arbitration Act, 1991 shall apply to any such arbitration, unless otherwise indicated below: i) The language of the arbitration shall be English.ii)The place of the arbitration shall be at the Town of Tillsonburg. 50 6 iii)Each party agrees that the arbitration shall be conducted in a summary manner to ensure a full hearing in a cost effective and efficient manner. iv)Each party shall make prompt full disclosure to the other and, subject to the availability of an arbitrator the arbitration shall be commenced within 30 days of the conclusion of the meeting with the Commissioner, or the mediator, ifapplicable. v)Each party shall be responsible for its own legal expenses and for an equal share of the fees and expenses of the arbitration and any other related expenses. Section 54 of the Arbitration Act shall not apply; the arbitrator shall have no right to make an award relating to costs.vi) The parties shall have no right of appeal to a final decision of an arbitrator. (b) Policing Disputes shall not be subject to mediation or arbitration. (c) Neither party shall be entitled to proceed to mediation or arbitration until all of the meetings referred to in paragraphs 22 have been held, and each party undertakes to exert all best good faith efforts to resolve the dispute in those meetings. (d) Mediations or arbitrations of disputes conducted under this Agreement shall remain closed to the public. All parties to any dispute shall keep all details, admissions or communications made in the course of the dispute resolution process strictly confidential, nor shall such information be admissible in any legal proceeding, except as follows: i)on consent of all parties; ii)as may be ordered by a court of competent jurisdiction;iii)the final decision of the arbitrator may be released. (e) Each of the meetings outlined in paragraph 22 shall be commenced no earlier than 15 days, and concluded no more than 30 days, from the conclusion of the prior stage unless the parties otherwise agree. (f) Notwithstanding any of the above provisions, nothing in this Agreement shall be construed so as to give the Municipality or the Board the right to alter any policy of the O.P.P. or the Ministry. Nothing in this Agreement shall be construed so as to give the Municipality or the Board, the right to supercede or vary the duties and obligations of the Solicitor General pursuant to s. 3(2) of the Police Services Act, or of the Commissioner pursuant to s. 17 and s. 41 of the Police Services Act, and further, the rights of the Municipality and the Board pursuant to the Agreement are subject to the Municipality’s obligations under s. 4 of the Police Services Act. Detachment Commander Selection 24.The Detachment Commander shall be selected from a short-listed pool of candidates as determined by the O.P.P. in accordance with its relevant provincial policies. Followingthe formulation of the short-list, a joint committee consisting of Board members and 51 7 persons nominated by the Commissioner, shall select the successful candidate in accordance with the process set out in the OPP’s provincial policies. Notice 25.Any notice, statement, invoice or account to be delivered or given by any of the below listed groups to any other of them shall be delivered to all other groups in writing and sent by mail addressed to those groups at their respective address as listed below, or sent by fax transmission to the fax number listed below. Any notice, statement, invoice or account sent by mail shall be deemed to be received on the third day following the date of mailing unlessshown to the contrary and if sent by fax shall be deemed to be received on the date of transmission. Any group may change its address and fax number by giving notice provided herein: i)to Ontario addressed to: The Minister of Community Safety and CorrectionalServices, 25 Grosvenor Street, 11th Floor, Toronto, Ontario, M7A 1Y6, FAX number (416) 325-6067. ii)to the Commissioner addressed to: The Commissioner, Ontario Provincial Police, 777 Memorial Avenue, Orillia, Ontario, L3V 7V3, to the attention of the Manager,Municipal Policing Bureau, FAX number (705) 330-4191. iii)to the Municipality addressed to: The Mayor, Town of Tillsonburg, 200 Broadway, 2nd floor, Tillsonburg, Ontario, N4G 5A7, FAX number (519) 842-9431. iv)to the Board addressed to: The Chair, Tillsonburg Police Services Board, Ontario, 200 Broadway, 2nd floor, Tillsonburg, Ontario, N4G 5A7, FAX number (519) 688-6540. Commencement and Termination of Agreement 26.Notwithstanding the date upon which this Agreement is signed, the term of this Agreementshall commence on the 1st day of January 2015, and shall conclude on the 31st day of December 2019. 27.Either party to this Agreement may terminate this Agreement upon one year written notice of termination to the other party, in which case this Agreement shall terminate one yearfollowing the delivery of such notice. Should a notice to terminate be given, the Municipality shall continue to be obligated to pay for the cost of providing police services under this contract to and including the date of such termination and Ontario shall continue to be responsible to provide the services outlined in this Agreement. 28.Should the Municipality’s designated responsibility to provide policing under the Police Services Act be changed, either by statute or government interpretation, the Municipality 52 8 maintains its right upon being so informed to give written notice of its intention to terminate this Agreement forthwith. Entire Agreement 29.This Agreement and the schedules attached constitute the entire Agreement between the parties, and there are no representations, warranties, collateral agreements or conditions affecting this Agreement or the relationship of the parties or supported hereby other than as expressed herein in writing. Any amendment to this Agreement must be in writing, duly executed by the parties. IN WITNESS WHEREOF, the Municipality has affixed its Corporate Seal attested by the signature of its duly authorized signing officers and the Minister of Community Safety and Correctional Services has personally signed this Agreement to be effective as of the date set out herein. FOR ONTARIO _______________________________________________ The Minister of Community Safety and Correctional Services FOR THE MUNICIPALITY _______________________________________________ Mayor, Reeve, etc. (as appropriate) _______________________________________________ Chief Administrative Officer, or Clerk (as appropriate) Date signed by the Municipality: _______________________________________________ 53 SCHEDULE “A” BY-LAW OF THE MUNICIPAL COUNCIL 54 SCHEDULE “B” PROPOSAL FOR POLICE SERVICES 55 The Corporation of the Town of Tillsonburg Contract Policing Proposal Prepared by: Ontario Provincial Police Municipal Policing Bureau January 16, 2015 1 56 Table of Contents Executive Summary ............................................................................... 3 OPP Annual Billing Statement ............................................................ 6 OPP Contacts .............................................................................................. 8 2 57 Executive Summary The Ontario Provincial Police (OPP) has over 100 years of experience in providing effective community-based policing and protection throughout Ontario. The OPP has provided municipal police services under contract for over 60 years and currently maintains contracts with over 140 communities across Ontario. The Town of Tillsonburg requested a costing for OPP municipal policing. This proposal is based on the Town of Tillsonburg paying an amount equal to the sum of the Town of Tillsonburg’s allocated portion of the OPP’s total municipal policing base and calls for service costs and the costs for overtime, cleaning/caretaker, accommodation, court security and offender transport as applicable. Where a municipality chooses to receive police services from the OPP pursuant to a contract, the OPP will provide the level of police services required to provide adequate and effective policing, including providing the services set out in Regulation 3/99, Adequacy and Effectiveness of Police Services under the Police Services Act. This proposal reflects the integrated policing concept, incorporating a police services contract for the Town of Tillsonburg with OPP highway patrol services and provincial responsibilities under one administration. The Oxford OPP Detachment will remain as the Administration/Operations Centre. The resources will be deployed to the municipality from this facility. The Oxford OPP Detachment Commander will be responsible to oversee all aspects of service delivery. The detachment management including Staff Sergeant and Sergeant/ Platoon Leaders as applicable would provide assistance and supervision to members of the Oxford OPP Detachment. In order to provide a location for the police and public to interact, and to facilitate the delivery of police services in a community, the OPP encourages the establishment of Community Policing Offices (CPOs). Where such offices exist they are usually equipped with telephone and computer capabilities for use by officers assigned to the municipality. Any decision on the establishment of a CPO in the Town of Tillsonburg rests entirely with Town of Tillsonburg council and any associated costs will be the responsibility of the Town of Tillsonburg. It is recommended that any CPO located within the Town of Tillsonburg be maintained. In consultation with the Tillsonburg Police Services Board it is the intent that all existing community service programs and community policing committees will be maintained. Any new community service program considered may be implemented after consultation with the Town of Tillsonburg Council, the Town of Tillsonburg Police Services Board and the Oxford OPP Detachment Commander. When a municipality chooses to receive police services from the OPP under contract, the OPP will ensure that the municipality receives adequate and effective police services in accordance with the Police Services Act and regulations. The shared infrastructure of the OPP broadens local access to resources, expertise, solutions, training and management without duplicating services. The Town of Tillsonburg will continue to benefit as additional staff are readily available from within the Oxford OPP Detachment as well as neighboring detachments and regions, should the need arise. 3 58 The Town of Tillsonburg will be required to establish a Police Services Board, as mandated by Section 10 of the Police Services Act that will generally determine objectives and priorities for police services within the community, after consultation with the Detachment Commander. The Commissioner is committed to ensuring that the Detachment Commander of the Oxford OPP Detachment responds appropriately to the Board’s advice and priorities in a manner consistent with the Board’s identified concerns, expectations and needs. It is long-standing OPP policy and practice to be accountable to the communities we serve. The Commander of the Oxford OPP detachment, or designee, will report to the Police Services Board on a regular basis, as per the direction of the Board. The OPP is experienced in being accountable to the municipalities we serve. With Oxford OPP Contracts currently in place and future contracts pending, there is great emphasis placed on OPP accountability to Police Services Boards. The OPP is required to provide provincial level emergency response that can be mobilized in times of emergency, disaster or a specialized investigative need. The OPP meets such emergent needs, on an on-call, as-needed basis, by deploying small numbers of officers from multiple locations and assignments, both provincial and municipal. During such times, the OPP is responsible to ensure that appropriate resources remain in place to make certain the municipality receives adequate and effective police services in accordance with the Police Services Act and regulations. The use of OPP officers in cases where there is a provincial obligation to respond will be accounted for as part of the billing model. If the Town of Tillsonburg chooses to accept an OPP contract for its policing service, the Oxford OPP Detachment will assign resources, focusing on meeting the Town of Tillsonburg’s unique policing needs. Value for the Town of Tillsonburg: •Assurance of adequacy and effectiveness of police services; •Dedication to resolving community issues through local involvement and community policing committees; •Availability of additional staffing support from neighboring detachments, regional headquarters and general headquarters; •Seamless access to a comprehensive infrastructure and specialized services; and •Assists the Detachment Commander in determining the local policing priorities andobjectives through the Town of Tillsonburg Police Services Board. Based on, among other things, an estimate of salary and benefit costs, the policing cost for 2015 associated with this proposal is $ 3,132,220. The annual billing statement is set out in the attachment to this proposal. 4 59 Please Note: Not included in this proposal are: The cost of maintaining the Police Services Board The costs associated with establishing and maintaining Community PolicingOffice(s) Any applicable revenues accruing to the municipality as a result of police activity (*Note – This proposal expires six months from the date of presentation to Council. At that time the costs identified in the proposal will be subject to review and revision where necessary.) 5 60 Tillsonburg T Estimated costs for the period January 1 to December 31, 2015 Excluding Enhancements (see notes) Cost per Property $ Base Service Property Counts Household 7,052 Commercial and Industrial 360 Total properties 7,412 $200.51 $1,486,180 Calls for Service Total all municipalities $138,122,392 Total municipal portion 0.9905%$184.59 $1,368,165 Overtime $9.84 $72,933 Court Security Prisoner Transportation (per property cost)$2.41 $17,863 Accommodation (per property cost) Cleaning Services (per property cost) $397.35 $2,945,141 2014 Forecasted cost (see below)Total $3,354,604 $452.59 $397.35 (Decrease)$55.24 (Decrease)$30.00 Actual 2015 Phase-In Adjustment $25.24 $187,079 Total Billing for 2015 $422.59 $3,132,220 Removed the following from the 2014 Forecasted Costs: Two Desktop Computers 2015 Calculated Cost per Property (see above) Cost per Property Variance 2015 Adjustment (Maximum per property) OPP Annual Billing Statement Total 2015 Calculated Cost before Phase-In Adjustment 2015 Phase-In Adjustment Billing Summary 61 Additional Notes to the “OPP Annual Billing Statement”: The Annual Billing Statement is determined based on the new OPP billing model effective January 1, 2015. The Annual Billing Statement is a statement of 2015 costs based on an estimate of salary and benefit costs. Salary and benefit costs are estimates and are subject to a final year end adjustment. As a result of the implementation of the new OPP billing model municipal policing costs are subject to Phase-in Adjustments for the calendar years 2015 to 2019. The 2015 phase-in adjustment is dependent on the final 2014 cost. Phase-in adjustments are subject to change and are based on an annual determination: o If the municipality is subject to an increase between the final 2014 cost and the 2015 cost, the increase will be capped to a maximum of $40 increase per property. The capped increase of $40 plus the growth factor per property cost will be applicable for each subsequent year until the full cost is realized. o The growth factor is a set per property cost for all municipalities dependent upon general increases in salary, benefits, support costs and other direct operating expenditures. o If the municipality is subject to a decrease between the final 2014 cost and the 2015 cost it will be limited to the per property reduction limit applicable to the year. o The per property reduction limit is an annual per property amount determined for all municipalities. The per property reduction limit is subject to change each year based upon the determination of the funding required to offset the capped increases for all municipalities. 62 O.P.P. Contacts Please forward any questions or concerns to Inspector Tim Clark, Detachment Commander, Oxford OPP Detachment or Sergeant Kevin Hummel, Contract Policing Analyst, OPP General Headquarters. Inspector Tim Clark (519) 688-6540 Sergeant Kevin Hummel (519) 441-3697 6 63 SCHEDULE “C” ANNUAL BILLING STATEMENT 64 Tillsonburg T Estimated costs for the period January 1 to December 31, 2015 Excluding Enhancements (see notes) Cost per Property $ Base Service Property Counts Household 7,052 Commercial and Industrial 360 Total properties 7,412 $200.51 $1,486,180 Calls for Service Total all municipalities $138,122,392 Total municipal portion 0.9905%$184.59 $1,368,165 Overtime $9.84 $72,933 Court Security Prisoner Transportation (per property cost)$2.41 $17,863 Accommodation (per property cost) Cleaning Services (per property cost) $397.35 $2,945,141 2014 Forecasted cost (see below)Total $3,354,604 $452.59 $397.35 (Decrease)$55.24 (Decrease)$30.00 Actual 2015 Phase-In Adjustment $25.24 $187,079 Total Billing for 2015 $422.59 $3,132,220 Removed the following from the 2014 Forecasted Costs: Two Desktop Computers 2015 Calculated Cost per Property (see above) Cost per Property Variance 2015 Adjustment (Maximum per property) OPP Annual Billing Statement Total 2015 Calculated Cost before Phase-In Adjustment 2015 Phase-In Adjustment Billing Summary 65 Additional Notes to the “OPP Annual Billing Statement”: The Annual Billing Statement is determined based on the new OPP billing model effective January 1, 2015. The Annual Billing Statement is a statement of 2015 costs based on an estimate of salary and benefit costs. Salary and benefit costs are estimates and are subject to a final year end adjustment. As a result of the implementation of the new OPP billing model municipal policing costs are subject to Phase-in Adjustments for the calendar years 2015 to 2019. The 2015 phase-in adjustment is dependent on the final 2014 cost. Phase-in adjustments are subject to change and are based on an annual determination: o If the municipality is subject to an increase between the final 2014 cost and the 2015 cost, the increase will be capped to a maximum of $40 increase per property. The capped increase of $40 plus the growth factor per property cost will be applicable for each subsequent year until the full cost is realized. o The growth factor is a set per property cost for all municipalities dependent upon general increases in salary, benefits, support costs and other direct operating expenditures. o If the municipality is subject to a decrease between the final 2014 cost and the 2015 cost it will be limited to the per property reduction limit applicable to the year. o The per property reduction limit is an annual per property amount determined for all municipalities. The per property reduction limit is subject to change each year based upon the determination of the funding required to offset the capped increases for all municipalities. 66 67 68 STAFF REPORT CAO Report Title: Community Transportation Pilot Grant Program Report No.: CAO 15-04 Author: David Calder Meeting Type: COUNCIL MEETING Council Date: JANUARY 26, 2015 Attachments: 1. COMMUNITY TRANSPORTATION PILOT GRANT PROGRAM APPLICATION AND PROPOSAL 2. BUDGET AND WORKPLAN 3. TRANSPORTATION IN TILLSONBURG: GETTING THERE “A STUDY OF TRANSPORTATION NEEDS IN TILLSONBURG, ONTARIO RECOMMENDATION: That Council receives report CAO 15-04, Community Transportation Pilot Grant Program; And That Tillsonburg Town Council authorizes the submission to the Ministry of Transportation of a Community Transportation Pilot Grant Program Application, including letters of support, Associated Budget and Workplan and Transportation in Tillsonburg: Getting There “A Study of Transportation Needs in Tillsonburg, Ontario as prepared by Social Planning Council Oxford; And That Council authorizes the CAO to sign the completed application form. EXECUTIVE SUMMARY At its meeting of January 12, 2015, Council heard a delegation from the Tillsonburg Transportation Steering Committee regarding the Community Transportation Pilot Grant Program. The Committee requested that the municipality make application to the Ministry of Transportation for a grant under the Community Transportation Pilot Program. The deadline for submitting an application is 5:00 pm on Friday, January 30, 2015. Upon hearing the delegation, Council passed the following motion: “That the CAO be directed to report back to Council at the January 26, 2015 meeting, on the Community Transportation Pilot Grant Program.” 69 CONSULTATION/COMMUNICATION Staff has reviewed the material submitted by the Tillsonburg Transportation Steering Committee which included information from the Ministry of Transportation, the Community Transportation Pilot Grant Program Application Guidelines and Requirements 2014-2015, and letters of support from various agencies and local municipalities. To date, Town staff have not been consulted as part of the drafting of the proposal or the application nor is any staff member on the Tillsonburg Transportation Steering Committee. I would also note that although some current members of Council are on the Tillsonburg Transportation Steering Committee, they do not officially represent the Town of Tillsonburg Council as they have not been authorized to represent Council by resolution. COMMUNITY STRATEGIC PLAN IMPACT As noted in the Community Strategic Plan (CSP), the Community Transportation Program would meet the CSP’s action items of exploring alternative transportation options and implement and market a transportation program. FINANCIAL IMPACT/FUNDING SOURCE Under the requirements of the Community Transportation Program guidelines, in order to participate in the program, a municipality has to be the lead applicant for the project and at least one community partner has to be involved. Funding from the Ministry of Transportation is available to a maximum of $100,000 for two years and no matching funds are required. Although matching funds are not required, there are other obligations on the municipality as the project applicant. The municipality must sign an agreement with the Ministry of Transportation should it be successful in obtaining approval for a grant. This agreement will set out the terms and conditions under which the Ministry agrees to provide funding to the municipality. Staff have not seen the form of the agreement as of yet. The municipality must set up a separate account for the funds through an interest bearing CT Fund Reserve account under the name of the municipality and in a Canadian financial institution where the CT Funds are deposited and tracked separately from other funds. The municipality is responsible for the proper use of the funds and to ensure the CT Project for which the funds are provided is carried out in accordance with the terms and conditions set out in the guide and agreement which will include the provision of an insurance certificate which specifically references the CT Project. Funding is provided at 50% at the start of the project, interim funding of 40% when the project is 75% complete and the remaining 10% at the conclusion of the project. As a result, there may be a need for the municipality or one of the partners to provide funding until the funds are recouped as part of the program progress. As well, the municipality is required to inform the Ministry of any contributions, other than CT Funds, the municipality receives from any source whatsoever towards costs related to its CT Project. Page 2 / 4 CAO 70 The municipality in accordance with the program guidelines, is also responsible for ensuring “that the municipality and the collaborating community organization(s) have all the resources, experience and expertise to carry out the Community Transportation project.” The CAO is to sign all reports including financial reports. As a result, there will be financial oversight required by the town administration. MTO also has the right to audit and again Town staff would certainly be accountable in an audit process. Finally, in reviewing the application received January 19, 2015, as prepared by the Tillsonburg Transportation Steering Committee, under section 14 of the application regarding operating at the end of the pilot, there is an expectation that there would be an application for Gas Tax funding to be used for a local transportation program. Only the municipality receives gas tax funding which may take away from other Town gas tax priority funded projects. There is also no separate application for a transportation gas tax since there is only one gas tax funding amount. The application also notes that “members of the community will have to potentially lobby the municipality for additional funds to develop and support a more traditional public transportation style system.” In addition, section 8 notes that the Town “has agreed to fill out the application, thereby partnering with the various groups who have expressed interest.” Also, the contribution from the Town would be accounting support, office/meeting space, assistance with vehicular maintenance and potentially $10,000 for a purpose to be confirmed. These items are brought to Council’s attention so that there is an awareness of the municipality’s future possible involvement in transit activities within Tillsonburg In conclusion, the Town staff and Council will have financial responsibility and accountability should the funding application be successful. Financial oversight will be required and Council will be required to authorize the agreement and pass a by-law to enter into the agreement. Staff note that in order for the Town to meet its obligations under the guidelines and subsequent agreement between the Ministry and the Town of Tillsonburg, staff involvement will be required for financial administration, reviewing project reports and signing documents for submission to the MTO. Also as noted above, the application notes assistance with vehicular maintenance. As Council knows, the 2015 departmental work plans and budgets do not address staff involvement in the project. If Council wishes to support the pilot then staff will ensure the Town meets the obligations of the pilot program and specifically the terms and conditions of the agreement entered into with the Ministry of Transportation. Should the project as proposed receive support of the Ministry of Transportation, staff will bring the agreement and an authorizing by-law to Council for approval. APPROVALS Author Name/Signature David Calder Date: January 20, 2015 Director Name/Signature Date: Finance Name/Signature Darrell Eddington Date: January 20, 2015 Page 3 / 4 CAO 71 Page 4 / 4 CAO 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 APPENDIX ONE TOWN OF TILLSONBURG AND COMMUNITY LIVING TILLSONBURG COMMUNITY TRANSPORTATION PILOT GRANT PROGRAM APPLICATION BUDGET AND WORKPLAN January 19, 2015 Prepared for: Ministry of Transportation, Municipal Transit Policy Office, Transit Policy Branch Prepared by: Tillsonburg Transportation Steering Committee (TTSC) Description Increasingly, transportation is becoming a more significant Province-wide issue in Ontario, especially in small towns and rural areas. This is also true in Tillsonburg. A 2014 survey conducted by Social Planning Council Oxford showed community members experience numerous barriers getting around town. Affordably, accessibility, and reliability are just three of the real world issues people are facing. 1 94 APPENDIX ONE (1) INTRODUCTION The Tillsonburg Transportation Steering Committee (TTSC) came together in the summer of 2013 rather organically. Initially, the majority of committee members attended a brainstorming session hosted by Social Planning Council Oxford (SPC Oxford)—not only to discuss the issue of transportation locally but also to devise a strategy of how to deal with has now been a problem for at least ten to fifteen per cent of the population for several decades. The initial meeting hosted by SPC Oxford at The Livingston Centre (96 Tillson Ave., Tillsonburg, ON) attracted over four dozen people from across Oxford County who were representing some combination of themselves or a loved one, as an advocate, or their agency (non-profit organizations), their business interests (the private sector; e.g. a taxi company and a bus line), and/or the general good of community. Because of all the dedication and excitement stirred up locally, a second meeting confirmed that SPC Oxford would in fact be carrying out a community needs survey related to transportation, which received input from 526 respondents (please see Appendix Two: “Transportation in Tillsonburg: Getting There”). The second gathering also resulted in the formation of an informal transportation steering committee, what is now known as the Tillsonburg Transportation Steering Committee. The culmination of eighteen-plus months of hard work support from a dozen individuals has been incorporated into this grant application (see Appendix Three: “TILLSONBURG TRANSPORTATION STEERING COMMITTEE WORKPLAN [3rd Draft]”). Membership remains open to those individuals willing to dedicate time and effort to come up with a solution (see Table 1 for a list of members). 2 95 APPENDIX ONE Referencing this work plan, one can see it was/is in the interest of the TTSC to develop a local public transportation system, which is open to all residents. With that said, there is opposition and pushback from community members regarding public transportation. It is as if the general public requires some solid evidence before they are ready to invest municipal dollars into transportation initiatives again. In many ways, the dollars made available through the Ministry of Transportation’s Community Transportation Pilot program has the potential to be not only the perfect catalyst but also a happy medium, to help achieve the goals of the TTSC and settle the “do we need public transportation (?)” question once and for all. Table 1: Tillsonburg Transportation Steering Committee Membership Name Affiliation / Organization / Position Member since Adam, Maxwell - Councillor (2014-2018), Town of Tillsonburg - Special Services Coordinator, Tillsonburg & District Multi-Service Centre Summer 2013 Balder, Henry - Volunteer Transportation driver, Tillsonburg & District Multi-Service Centre Winter 2014 Farrar, Ashley - Social Planning Council Coordinator, Social Planning Council Oxford Summer 2013 Graf, Marty - Executive Director, Community Living Tillsonburg Summer 2013 Hett, Bill - Executive Director, Tillsonburg & District Multi-Service Centre - Chief Executive Officer, Stonebridge Community Services Summer 2013 Lang, Randy - Owner, Why Wait Taxi Fall 2014 Lessif, John - Former Mayor (2010-2014), Town of Tillsonburg Summer 2013 Molnar, Stephen - (Former and present) Mayor (2003-2010; and 2014-2018), Town of Tillsonburg Summer 2013 Stephenson, Brian - Councillor (2003-2006; 2006-2010; 2010-2014; and 2014-2018), Town of Tillsonburg Summer 2013 3 96 APPENDIX ONE Vandenbosch, Gerry - Volunteer Transportation driver, Tillsonburg & District Multi-Service Centre Winter 2014 Verbakel, Carolijn - Executive Director, Social Planning Council Oxford - Board member, Community Advocates Tillsonburg Summer 2013 Verbakel, John (Chair) - Board member, Community Advocates Tillsonburg Summer 2013 (2) BUDGET Our total budget for the two year transportation pilot project is $100,000 and there are three different phases. What is interesting and perhaps unique is that each phase, even if they are completed on their own over the course of time, will vastly improve the effectiveness and efficiency of transportation services currently being provided. Only when all three phases are complete, however, will be firmly positioned to “own” and operate a local transportation system. For the first phase, a transportation coordinator would be needed. The suggested salary for such a position is $42,000 annually. Their role is envisioned to not only transcend funding limitations but also reduce barriers to transportation; that is to say, the primary goal of the coordinator would be to get people moving more effectively and efficiently, both in-town and out-of-town. This could happen, even without the technology at first, because this person would be allowed to focus their time, resources and efforts on generating creative solutions (e.g. starting up a ride-share program; the “Taxi-bus” concept; and so on) and engaging potential partners. By working with individuals/clients/users, volunteers, non-profit agencies, the private sector, surrounding 4 97 APPENDIX ONE municipalities, and so on, the goals of the coordinator would be to leave no one behind and to develop several different transportation options for people that are accessible, affordable and reliable, as well as a system that is ultimately sustainable. The work of the coordinator could be governed by a volunteer Board of Directors. The second phase of our pilot project would be the acquisition of the necessary coordinating technologies. There are numerous examples of transportation planning software on the market. Based on our research, $ has been allocated to this budget line for the purchase of relevant software and the potential to expand licensing agreements to other municipalities and/or partners. The third phase or major expense would be the capital purchase of used accessible van, and $13,500 had been allocated for this purpose. Its purpose is to further expand the local accessible transportation program, which is “open” to people of all ages and abilities (and which is in contrast to other service providers), that was started on by Stonebridge Community Services on December 16, 2013. For example, at 6:30 a.m. on every Monday, Wednesday and Friday Stonebridge takes one person who uses a wheelchair to dialysis. This person then comes back home at 11:15 a.m. If there is ever a drive request at the same time, then the organization must rely on its lone partner for accessible transportation (Red Cross Woodstock) before referring a client to the private sector. The other thing is now that people are utilizing the service they are not just using it for their medical needs; in other words, they, like more able-bodied clientele, also want to socialize, visit their friends, go shopping, get a haircut, and so on, which is great. At the same time, however, the more clients who start utilizing 5 98 APPENDIX ONE the service—there are new persons every month—the less chance that it will be available for the people who have already started using it. All in all, the reason our pilot project is planning to use a good portion of the funds for a wheelchair van is because the local accessible transportation project largely remains incomplete because there is too much demand! With that said, $13,500 will not be enough for what is being sought, but the coordinator will work to try and make a deal with a local car dealership (i.e. get part of the value of a van donated in-kind). Two vehicles dedicated to accessible transportation should be enough for Tillsonburg and the surrounding Tri-County area and it is unlikely that a third or fourth van would ever be needed because Stonebridge can still lean on its partners in times of need. Lastly, a fourth expense—related to all three phases—would be dollars allocated to getting word out about the services that are being provided. Our committee feels as though a budget of five thousand over two years for this purpose would be sufficient. Advertising or marketing strategies include, but are not limited to, the following: newspaper ads; newsletter articles (e.g. seniors’ communities; community support service agencies; and so on); flyers / unsolicited mail; advertising on social media and different websites; and word-of-mouth. Some other incidentals have also been included in the budget summary listed below. If other information and/or more details are required, then the working group would be happy to provide that to the Ministry as soon as possible. 6 99 APPENDIX ONE Description Cost Funding Breakdown (Amount by Source) Ontario CT Program Additional Funding Professional & Consulting Services Coordinator wages $73,500 $10,500 $63,000 Total $73,000 Equipment, Supplies, and Materials Transportation coordinating software $5,950 $5,950 7 100 APPENDIX ONE Public Outreach and Communication Materials and Activities Advertising and marketing $5, 000 $5, 000 Website purchase and development $450 $450 Event-Related Expenses (Please list) Grand opening / launch party $1,600 $1,600 Other (Please list) Accessible van $13,500 $13,500 Fares ( see pg 12 of application) TBD Interest of CT Reserve Funds 8 101 APPENDIX ONE Account Total: $100,000 $100,000. (3) TIMELINE April 2015—hire a transportation coordinator to work part-time—20 hours per week Oct. 2015—expansion of coordinator role to full-time employment—40 hours per week Nov. 2015—purchase of transportation coordination technologies and software training Dec. 2016—advertising and marketing of transportation services to the public Jan. 2016—official launch of transportation system Mar. 2016—complete and submit project status report and draft financial report June 2016—purchase of accessible van March 2017—end of Ministry of Transportation’s CT Pilot project funding. April 2017— to be determined… 9 102 Prepared by: Transportation in Tillsonburg: Getting There A study of transportation needs in Tillsonburg, Ontario Prepared by Ashley Farrar, Social Planning Coordinator Social Planning Council Oxford 519-539-1111 Ext. 227 ashley.farrar@spcoxford.ca This report has been made possible by funding from: 103 2 Message from the Social Planning Co-‐ordinator Transportation in Tillsonburg: Getting there is a study of the transportation needs of Tillsonburg, Ontario and its surrounding area. This study ran from January 2013 to February 2014. The process involved compiling data from existing sources, and conducting and analyzing a community survey, and focus groups. All of this information is included in this report. The details of this report were presented to the community in Tillsonburg, Ontario on March 6, 2014. This project was possible because of the funding from Ontario Trillium Foundation, and support of United Way Oxford. This report is being shared with the community for use as development of a transportation strategy continues. My sincere thanks to those who have contributed to this report in a variety of ways. Many agencies have been supportive, providing data and information about their transportation services, participating in community discussions, and committing to action moving forward. While so many passionate community members and agencies were instrumental in this project, I would like to extend a special thank you to Max Adam and John Verbakel for their assistance with the research portion of this project, Phil Gravelle for his incredible support in distributing the community survey, and the various organizations who hosted focus groups. Thank you also to Matthew MacNeil for his assistance in various steps of the process – you have been wonderful to work with! Ashley Farrar Social Planning Co-‐ordinator Social Planning Council Oxford 104 3 Table of Contents Introduction 5 The Role of Transportation in Inclusion 6 Community Overview 7 Geography and Population Characteristics 7 Demographics 8 Education and Income 9 Existing Transportation Services 11 Public Transit 11 Taxi Services 11 The Tillsonburg & District Multi-‐Service Centre 12 Stonebridge Community Services 12 Student Transportation Services: Ravin Coach Lines 13 Client Transportation by Agencies 14 Oxford County Human Services 14 Canadian Mental Health Association, Oxford County Branch 15 Community Living Tillsonburg 16 VON Oxford 16 Other Agencies 16 Pilot Transportation Programs 17 Special Olympics Ontario: Tillsonburg Transportation Program 17 CAT CAB Coupons 17 Work Transportation Pilot: The Tillsonburg Transit Initiative 18 Collaboration 19 Recent Research Initiatives 20 United Way Oxford 20 Social Planning Council Oxford Focus Groups 21 Social Planning Council Oxford Survey 24 Town of Tillsonburg Taxicab Survey 30 Oxford County Planning 31 What’s Been Done Elsewhere? 31 The Rural Overland Utility Transit (TROUT) 31 Ride Norfolk 32 Wellington Transportation Services 33 Quinte Access 34 Conclusion 35 105 4 Recommendations 35 References 37 Appendices 39 106 5 Executive Summary Access to accessible, affordable transportation has continually been shown through research and community experience to provide an increase in one’s quality of life. Despite this, the residents of many rural communities across Ontario still lack adequate access to public transportation. Residents of the Town of Tillsonburg, and the Townships of Norwich and South-‐ West Oxford repeatedly described the experience of not having transportation as stressful, tiring, frustrating, and isolating. Lack of transportation was expressed as negatively impacting their social and employment opportunities, their relationships with family, friends, and neighbours, and their connection to their community. Lack of transportation also has a significant financial cost to our community. Agencies whose clients often lack transportation are left to use their limited resources to assist with transportation. The result is that the social service sector is being drained of its financial resources, staff time, and expertise. Cross-‐sector collaboration is a solution that is supported by the community, with the greatest strength identified throughout this research project being the interest and commitment of various sectors in working towards a collaborative solution. Additionally, the wider community supports public transportation. Of 526 survey respondents, 95% believe that having access to public transportation in Tillsonburg is either important or very important, including the majority of respondents who said that they would not use transportation, who said they currently own a car, and who reported an annual household income of greater than $50,000. The financial and geographical barriers to public transportation can often act as inhibitors of action. However, the social and financial costs of not having public transportation are too costly to our community. Public transportation is an economic driver. It provides and supports employment, promotes spending, and builds more inclusive communities. The agencies and residents of Tillsonburg are ready for change. 107 6 Introduction Transportation is essential to meeting our most basic needs – going to work, grocery shopping, participating in the community through social, volunteer, or civic activities, entertainment, and healthcare. Research and community experience has consistently shown that access to transportation increases one’s quality of life. Despite this, many residents of rural communities across Ontario are still without reliable, affordable, and accessible transportation. Those who live in rural areas are generally limited to high reliance on personal vehicles because of a lack of public transportation, and it often being unsafe or not practical to use active forms of transportation like walking or cycling. Statistics Canada defines a rural area as one with a population of less than 1,000 or a population density of less than 400 people per square kilometer (Statistics Canada, no date). Low population density often means two things: individuals from rural areas have to travel longer distances than their urban counterparts to access services, and some services may not be available locally, but in the closest larger centers. These two issues can also be true of the residents of small towns located near rural areas. Often rural areas and small towns do not have public transportation, simply for the reason that it is believed to not be viable, due to low populations, low population densities, and the long distances between people and services. In 2011, the Ontario Ministry of Transportation Transit-‐Supportive Guidelines suggested that the minimum density to support a basic transit service is 50 people and/or jobs per hectare (Ontario Ministry of Transportation, 2011). While not a standard, this roughly translates to mean that transportation is only viable in areas where there are 5,000 people and/or jobs per square kilometer. In other words, the threshold for public transportation is roughly ten times greater than Statistic Canada’s definition of a rural area. Despite these numbers, not all believe that rural transportation is not viable. Many rural communities who believe that it is possible, have come up with solutions that meet the needs of many of their residents. This report will outline a number of these initiatives. Author Paul Mees states in his 2011 book ‘Transport for Suburbia’ that, “Density is not the main barrier to providing public transport that offers a real alternative to the car; rather, it is a rationalization for inaction.” 108 7 Furthermore, a thesis by Eric Marr from the University of Guelph found that public transportation in rural areas is far more viable than is often perceived (Marr, 2012). The Social Planning Council Oxford argues that public transportation may not always be set as a priority for a community, because when a community does identify public transportation as a priority, collaborations that leverage resources have provided successful solutions. While this report will focus on public transportation, it is important to note that other factors can assist in addressing transportation disadvantage in the rural context. For example, providing community hubs in rural areas that bring services to people, rather than the opposite, can remove some barriers. However, a single method cannot meet the needs of rural residents completely. A creative solution that utilizes several methods is a best foot forward program to meeting the transportation needs of rural and small town communities. The Role of Transportation in Inclusion In 2012, United Way Oxford conducted several community conversations across Oxford County. Conversations were held with a wide range of socio-‐demographic groups, who have varied life experiences. Conversations were informal and focused on the hopes and aspirations of the people who live in Oxford County. Some of the issues identified included transportation, housing, and youth issues. The broad underlying theme of these issues, as identified by United Way Oxford and based on community feedback, was community belonging. United Way Oxford reports that “people want a voice, but are concerned that community leaders, people in authority and decision makers do not genuinely understand the ramifications of the decisions they make and the effects they have on real lives.” They also report that “people want to feel that they belong in their community, but they are concerned that there are many barriers to belonging, and that their community is not open to addressing these barriers,” and that “people want convenient, safe, affordable transportation options that allow them to meet their basic needs and participate in other essential daily activities” (United Way Oxford, 2014). There are many barriers to community belonging and Tillsonburg resident Matthew MacNeil is clear that transportation is one of them (MacNeil, 2013). He says, “It is pointless to invest time, energy, and money in preparing people for life experiences that will forever be inaccessible.” 109 8 We have strong agencies providing excellent services across Oxford County, including Tillsonburg and its surrounding area. Our residents need transportation to utilize these supports, and to build the strong, inclusive community that we envision. Community Overview Oxford County is a regional municipality located in Southwestern Ontario. It is comprised of three municipalities, the Towns of Tillsonburg and Ingersoll, the City of Woodstock, and five townships (Zorra, East Zorra-‐Tavistock, Blandford-‐Blenheim, Norwich, South-‐West Oxford). Please see Image 1 for a map of Oxford County. Image 1: Map of Oxford County Source: County of Oxford Official Plan Geography and Population Characteristics Oxford County covers a large geographic area of 2,039 square kilometers where 96% of the land is rural. The total population of Oxford County is 105,719 (a 2.9% increase since 2006), with a population density of 52 people per square kilometer. 110 9 Of the total population, 38% live in a rural part of the county (Statistics Canada, 2011 Census). The Town of Tillsonburg is located south of Woodstock (37 km) and London (60 km). With a land area of 22 square kilometers, Tillsonburg accounts for 1.1% of the total land area of Oxford County (Statistics Canada, 2011 Census). Tillsonburg is also south of the rural Townships of South-‐West Oxford and Norwich. Residents of South-‐West Oxford and Norwich are split on where they receive services, accessing programs in all three major centers, Tillsonburg, Ingersoll, and Woodstock. In some cases the same individuals will access services in multiple centers. Please see Table 1 for the land area and population density of the Townships of South-‐West Oxford and Norwich. Although located in Oxford County, Tillsonburg is unique because of its tri-‐county proximity, bordering both Norfolk and Elgin Counties. This tri-‐county location means that there are many residents within Oxford, Norfolk, and Elgin counties seeking services in jurisdictions where they are not registered. Tillsonburg saw a population growth of 3.2% from 2006 to 2011, with a total population of 15,301 in 2011. Tillsonburg accounts for 14.5% of the total population of Oxford County. The population density of Tillsonburg is 685 people per square kilometer (Statistics Canada, 2011 Census). Table 1: Land area, total population, and population density Location Land Area (km2) Total Population Population Density (people/ km2) Oxford County 2,039 105,719 52 Tillsonburg 22 15,301 685 South-West Oxford 371 7,544 20 Norwich 431 10,721 25 Source: Statistics Canada 2011 Census, 2011 Community Profiles Tillsonburg and surrounding area do not meet the threshold suggested by the Ontario Ministry of Transportation Transit-‐Supportive Guidelines of needing 5,000 people and/or jobs per square kilometer for a successful public transportation system (Ontario Ministry of Transportation, 2011). However, it should be noted that the City of Toronto has a population density of 4,150 people per square kilometer (Statistics Canada, 2011 Census). With a large number of commuters into the city, it is likely that they meet this threshold. However, it is clear that this threshold would support public transportation only in Canada’s largest cities. Demographics It is anticipated that by 2021, seniors in Oxford County will make up 40% of the population, compared to 19% in Canada (Sheridan, 2012). This increase in the 111 10 number of seniors is expected to increase our challenges in meeting needs through supportive programs and services in the county, including transportation. Other data presented in the Oxford Master Aging Plan indicate that seniors in Oxford County, as compared to Ontario, are more likely to live in a household alone, and tend to have lower income and education levels (Sheridan, 2012). In combination with the rural nature of the county, these factors are likely to contribute to the isolation of seniors, and to a lack of access to services. It is also possible that the number of dependent family members will increase, resulting in additional pressure for drivers. This is particularly true for Tillsonburg, who has the highest percentage of people aged 65 years or older in Oxford County (please see Table 2). Table 2: Percentage of population aged 50-‐64 years and 65 years and older Location Percent (%) of population aged 50-64 years Percent (%) of population aged 65 years or older Tillsonburg 20.5 25.1 Oxford County 20.5 16.6 Ontario 20.5 14.6 Canada 21.1 14.8 Source: Statistics Canada 2011 Census, 2011 Community Profiles When looking at the ethno-‐cultural makeup of Oxford County, we are restricted to data from the 2006 Census because of quality issues (please see Appendix 1). Compared to Ontario, a smaller percentage of the residents of Oxford County are immigrants (Oxford County = 10.9%, Ontario = 28.3%). Within Oxford County, Tillsonburg has the largest proportion of immigrants, at 14% (Oxford County Public Health & Emergency Services, 2011). Oxford County’s settlement services have reported that transportation is a major barrier for newcomers (Community Employment Services, personal communication, 2013). As the number of newcomers choosing Oxford County and Tillsonburg as their home increases, the need for affordable, accessible transportation will also continue to increase. Education and Income When examining education and income, we are restricted to data from the 2006 Census because of quality issues (please see Appendix 1). Both Oxford County and Tillsonburg residents tend to have lower educational attainment when compared to Ontario (please see Table 3). 112 11 Table 3: Educational attainment of population 15 years and over Educational Attainment Tillsonburg (%) Oxford County (%) Ontario (%) No certificate, diploma or degree 25.5 29.3 22.2 High school certificate or equivalent 23.3 29.7 26.7 Apprenticeship or trades certificate or diploma 8.2 9.6 7.9 College, CEGEP or other non- university certificate or diploma 16.3 19.9 18.3 University certificate or diploma below the bachelor level 2.3 2.4 4.1 University certificate, diploma or degree 7.0 8.9 20.4 Source: Statistics Canada, 2006 Census Community Profile The Low Income Cut-‐Off (LICO) is an income threshold where a family is likely to spend 20% or more of its income on food, shelter, and clothing than the average family. This leaves less income available for other expenses such as transportation, health, education, recreation and social activities. LICOs are calculated for families and communities of different sizes (Statistics Canada, 2008). Within Oxford County, 5% of the population is considered to be living on incomes below the poverty line, falling into the LICO (compared to Ontario, where 11.1% fall into the LICO). In Tillsonburg, 5.6% of the population is considered to be living on incomes below the poverty line (Oxford County Public Health & Emergency Services, 2011). While both Oxford County and Tillsonburg have approximately half the rates of incomes falling below the poverty line when compared to Ontario, poverty is a concern to many of our community members and agencies. Poverty acts as a main barrier to access to transportation, as many cannot afford a personal vehicle or the cost of frequent taxicabs, which are the only available means of transportation for many low-‐income individuals living in Tillsonburg and the surrounding area. 113 12 Existing Transportation Services Providing a sufficient transportation system in Tillsonburg is logistically and financially challenging, largely due to financial and geographical barriers. Due to its location, residents of Tillsonburg frequently need travel not just outside of Tillsonburg, but also outside of Oxford County. The following section will provide an overview of existing transportation services that provide service to Tillsonburg residents. Public Transit There is no public transportation available in Tillsonburg. In the past, Greyhound offered weekly bus service to and from Tillsonburg. The route connected to VIA Rail in Ingersoll. This service was cancelled because usage was not supporting the cost. There has also been a history of a local bus system within Tillsonburg, operating from 2001 to 2005, but it is no longer in service. Passenger train services are provided by Via Rail stations in Ingersoll or Woodstock. No shuttle exists between the train stations and Tillsonburg, and train fares are generally out of reach for those living on a low income. Taxi Services Taxi services are particularly important in Tillsonburg because there is no public transportation available. There are two taxi companies who provide services in Tillsonburg: Why Wait Taxi and KTN Taxi. Both companies are open 24 hours daily, and charge a flat rate of $8 for service within Tillsonburg. Both companies offer a rate of $6 for students travelling to or from school, and KTN Taxi also offers this same rate for seniors. Why Wait Taxi reported that they are no longer able to offer a senior discount. Due to the high cost, neither taxi company is able to offer wheelchair accessible transportation at this time (Why Wait Taxi and KTN Taxi, personal communication, 2013). On the whole, taxi fares are out of reach for people who are living on low income, or who require regular use for transportation. Some individuals living on low income report that they use taxi services, but they indicate that they use them quite infrequently due to the cost. In the past, there have been some concerns about the viability of taxi companies in Tillsonburg (Taxi Trouble in Tillsonburg, 2012). The taxi companies report that their barrier to reducing their fares is financial sustainability. 114 13 The Tillsonburg & District Multi-‐Service Centre The transportation program provided by the Multi-‐Service Centre, a non-‐profit organization, has been operating in an official capacity since 1981. Adults who are 55 years or older, and people with disabilities are eligible for transportation services. The organization services Elgin, Norfolk, and Oxford County, from 8:30 am to 4:30 pm, Monday through Friday. In some cases, weekend requests can be accommodated. Volunteer drivers, who are compensated for mileage, drive clients to medical appointments, shopping or social activities and programs, while providing a friendly visit on the way. The cost of the service is $3 each way inside of Tillsonburg, plus $1 for an additional stop, or $0.38 per kilometer for trips outside of Tillsonburg. Individuals who need wheelchair accessible vehicles can also contact the Multi-‐ Service Centre. In the past, Tillsonburg did not have a local wheelchair accessible vehicle available to the community. Rather, all requests for a wheelchair accessible vehicle were filled through Red Cross. However, due to funding availability, it is estimated that only 40% of Tillsonburg residents requesting a wheelchair accessible vehicle were able to access one through Red Cross (The Tillsonburg & District Multi-‐ Service Centre, personal communication, 2013). In December 2013 Stonebridge Community Services purchased a wheelchair accessible van through a grant from New Horizons for Seniors Program. Through their partnership with the Multi-‐ Service Centre, it is anticipated that this purchase will increase access to accessible transportation in Tillsonburg. The Multi-‐Service Centre reports that eligibility requirements set by their funding body, the South West Local Health Integration Network, places limitations on who they can serve. Additionally, because the program is volunteer-‐driven, while they go above and beyond to meet their clients’ needs, at times they are not able to fulfill certain requests. For example, some residents have reported that it is particularly difficult to use the service for travel to work, both because of the volunteer nature of the program and its hours of operation. In order to meet this gap, the Multi-‐Service Centre’s sister organization Stonebridge Community Services provides top-‐up transportation services. Stonebridge Community Services Stonebridge Community Services is a non-‐profit, fee-‐for-‐service extension of the Tillsonburg & District Multi-‐Service Centre. Stonebridge has no age limitations or requirements for its programs. They service the tri-‐county area, and are not limited by geographical boundaries. This means that Stonebridge is able to drive anyone, anywhere, without limitations. Similar to the Multi-‐Service Centre, the transportation program at Stonebridge is volunteer-‐driven. Volunteer rides are booked two days in advance, and individuals 115 14 receiving services are invoiced monthly. Stonebridge also provides fee-‐for-‐service programs like accompaniment to medical appointments, blood tests, and picking up and dropping off prescriptions, which can help to ease transportation barriers. Transportation services can be received to and from Mount Elgin or Tillsonburg for $0.43 per kilometer. This means that in order for someone from Tillsonburg to attend a medical appointment in London (round trip of 119.4 km) it would cost $51.34. As you can imagine, for an individual who is living on low-‐income, this cost is out of reach. As a non-‐profit, Stonebridge does not make money off of their transportation program. The main barrier for Stonebridge to decrease the cost of their service is funding or additional resources through collaboration. Student Transportation Services: Ravin Coach Lines F.L. Ravin Limited, commonly known as Ravin Coach Lines, was founded in the late 1940’s. Over the years, the business has undergone many changes. Until June 2010, the Ravin fleet included more than 20 vehicles, a mix of school buses, mini buses, a wheelchair bus and mini vans. Presently, the company is downsized due to the current procurement guidelines for the Province of Ontario. The government of Ontario transitioned to a request for proposal (RFP) process to procure student transportation. This means that various providers participate in a bidding process in order to become the student transportation provider of specific routes. This process led to several smaller transportation companies in Ontario losing several routes, including Ravin Coach Lines. This transition has led to a legal battle at the provincial level, where bus operators have received awards in their favour five times. Currently, there are legal battles in process trying to get the government to work with bus operators to find a system that is fair to operators of all sizes (F.L. Ravin Limited, personal communication, 2013). Ravin Coach has bus routes in Thames Valley District School Board, London District Catholic School Board, and is one of the ten companies that transports for Southwestern Ontario Student Transportation Services. Buses are also used for charter work, including weddings, seniors, churches, family outings, and sports teams in Oxford, Norfolk, and Elgin counties. There are many benefits to the community in having Ravin Coach as the student transportation provider, including The Tillsonburg & District Multi-Service Centre and Stonebridge Community Services were able to service all ride requests, over 550 drives, from August 1 to October 31, including one trip to Toronto. 116 15 local knowledge, local employment opportunities, and investment in the community. Challenges that prevent Ravin Coach from providing additional transportation services in the area include a current shortage of school bus drivers, and time restrictions (meaning that if the bus were to be used for public transportation it could not be picking up passengers at school times, unless that driver was dedicated to a town bus run) (F.L. Ravin Limited, personal communication, 2013). Client Transportation by Agencies Many agencies across Oxford County have found ways to support the people who use their services with transportation. These services are not transportation programs in the sense that they are not available to the public; however, they are a response to the current lack of affordable and accessible transportation options. Oxford County Human Services Oxford County residents who are clients of Oxford County Human Services are eligible for transportation assistance for training and appointments, which includes bus passes or taxis for client meetings, medical transportation, including travel to methadone clinics, and employment related travel expenses for job placements and interviews. Table 4: Total dollars spent by Oxford County Human Services on client transportation Reason for Transportation 2012 2013 Training and Appointments $2,462.56 $7,032.20 Medical Transportation $183,222.74 $94,573.29* Employment Related Travel $40,798.33 $45,258.52 Total $226,483.63 $146,864.01 * Indicates that numbers are not yet finalized as December invoices may not be fully accounted for Source: Oxford County Human Services, personal communication, 2014 Tillsonburg accounts for 14.5% of Oxford County’s population. If we assume that Tillsonburg also accounts for 14.5% of the dollars spent by Human Services each year on transportation, that would mean that in 2012, $32,840.13, and in 2013, $21,295.28 was spent on Tillsonburg clients. 117 16 Canadian Mental Health Association, Oxford County Branch From March-‐May 2013, the Canadian Mental Health Association, Oxford County Branch (CMHA) reports that their Tillsonburg staff drove clients a total of 14,493 kilometers, an average of 4,831 kilometers per month. Table 5: Kilometers driven by Tillsonburg CMHA staff in three months in 2013 March 2013 April 2013 May 2013 Total 3,223 km 5,194 km 6,076 km 14,493 km Source: Canadian Mental Health Association, Oxford County Branch, personal communication, 2013 Travelling 14,493 kilometers is equivalent to: • Driving from Tillsonburg to Woodstock and back 197 times • Driving from Tillsonburg to Ingersoll and back 303 times It is also equivalent to: • Two staff members driving from Tillsonburg to Woodstock and back every single day from March-‐May 2013 • Three staff members driving from Tillsonburg to Ingeroll and back every single day from March-‐May 2013 Not only is this a significant waste of dollars that could be spent on programs within CMHA, it is also a significant waste of the expertise and time of these staff members. The majority of these kilometers, 38%, were accumulated driving within the Tillsonburg border. This was followed by 33% in trips to Woodstock, 11% driving to London, and 10% travelling to Ingersoll. Other destinations included other areas within Oxford County (Brownsville, Drumbo, Norwich, and Tavistock), Elgin County (Aylmer, Springfield), Ayr in Waterloo Region, Courtland in Norfolk County, and Paris in Brant County (Canadian Mental Health Association, Oxford County Branch, personal communication, 2013). If we assume that staff are reimbursed $0.45 per kilometer, a reasonable rate for a non-profit organization, in three months, this would have cost CMHA $6,521.85. Using the average kilometers travelled from March to May 2013 (4,831 km), we can assume that each year, CMHA’s Tillsonburg staff are reimbursed for approximately 57,972 km, equaling $26,087.40. 118 17 Community Living Tillsonburg Community Living Tillsonburg has historically provided transportation supports to the individuals they support. The agency, funded by the Ministry of Community and Social Services, was instrumental in the development of the town transit system that was in place from 2001 to 2005. Transportation supports are provided to over 100 individuals on a regular basis, and they have several accessible vans that are used on a daily basis. Individuals pay a monthly fee of $65 per month for in town transportation. There are also out of town fees based on the number of kilometers travelled. Although inadequate, ODSP Income Support provides funds for transportation costs in a person’s monthly cheque. Of the $176,000 spent each year by Community Living on transportation costs, including vehicle operation and maintenance, and mileage paid to staff for use of their vehicles, only $35,000 is recovered in transportation fees (Community Living Tillsonburg, personal communication, 2014). Community Living Tillsonburg is committed to working on solutions to transportation issues in rural communities. VON Oxford In June 2013, VON Oxford reported how their 39 Tillsonburg Adult Day Program attendees travel to the program. Seventeen clients get themselves to program or have family drop them off, 12 take a taxicab, 9 receive transportation from their Community Living support worker (three of who require accessible transportation), and one client uses the Tillsonburg & District Multi-‐Service Centre’s service. VON reports that they are beginning to see an increase in clients with complex needs and they anticipate that the need for accessible transportation will continue to grow. With the unequal distribution of seniors across Oxford County, this growth is particularly anticipated in the Tillsonburg area. Other Agencies There are many other agencies within Tillsonburg and Oxford County whose clients have transportation as a barrier. For example, Community Employment Services reports that of those seeking training, education, and employment through their organization, 47% see transportation as a barrier (Community Employment Services, personal communication 2013). Other organizations who have identified transportation as a barrier and provide some support to their clients include, but 119 18 are not limited to The Salvation Army’s, Society Saint Vincent de Paul, and the Children’s Aid Society of Oxford County. Pilot Transportation Programs Several transportation pilot projects have also taken place in Tillsonburg in the last year. These projects are described below. Special Olympics Ontario: Tillsonburg Transportation Program Special Olympics Ontario (SOO) Tillsonburg has identified specific athletes who need access to transportation to attend practices and events, and have developed a pilot program. Taxi rides are scheduled through Why Wait Taxi with up to four people per taxi. Cost varies according to the number of stops that the taxi makes, but the taxi becomes more cost efficient and affordable through the carpooling method. Athletes pay a fixed cost to SOO Tillsonburg, and in turn, Why Wait Taxi bills SOO Tillsonburg once a month. At this time, SOO Tillsonburg subsidizes the cost of the taxi ride by 50%. In December 2013, it was reported that five athletes were using this service; however, this number may increase in the future (Special Olympics Ontario Tillsonburg, personal communication, 2013). CAT CAB Coupons Community Advocates Tillsonburg (CAT) is a group of parents who have grown children with disabilities. The vision of CAT is a community that values its citizens with special needs. The mission of CAT is “to work to obtain for our citizens with special needs; jobs, transportation, supported housing, viable recreation and volunteer opportunities, respite for parents, lifelong satisfaction, and enduring friendships” (Community Advocates Tillsonburg, personal communication, 2013). The goal of CAT CAB Coupons is to create subsidized transportation using current taxi services through a partnership with Why Wait Taxi company. People with disabilities that belong to Special Olympics Tillsonburg, the CAT group, or are supported by Community Living are able to purchase a coupon for five rides with Why Wait Taxi within Tillsonburg for $10. These are the existing vouchers that Why Wait Taxi uses, but CAT offers a 75% subsidy on rides. This pilot project is in the very early stages, and so at this time, it is unknown whether or not this level of subsidy is sustainable. However, this level of subsidy means that individuals pay $2 per ride, which many community members have described as an affordable price. Once a coupon is purchased, the card owner is responsible for calling and booking a taxi ride. The phone number for Why Wait Taxi is provided on the coupon. Each time the coupon is used, the taxi driver marks the use of one ride. More than one 120 19 person may ride in the taxi to the same destination at the cost of one ride on the coupon. Due to limited funds, the program will be reassessed monthly with the goal of running until at least the end of March 2014. At that time, if funds are available, it will be extended. In February 2014 it was reported that there were 13 individuals regularly using CAT CAB Coupons (Community Advocates Tillsonburg, personal communication, 2014). Matthew says he likes the coupons because, This program is currently being funded by a community fundraiser, the 1st Annual Community Advocates Tillsonburg Scramble, which was held on July 27, 2013 at the Mount Elgin Golf Course. This fundraiser raised a total of $6,800. The 2nd Annual tournament is scheduled for June 14, 2014 (Community Advocates Tillsonburg, personal communication, 2014). It is anticipated that as this program grows, change will occur. Future directions may include partnerships that allow for central purchasing of vouchers, increasing eligibility, a sliding scale cost structure, and increased coordination and administration support. Work Transportation Pilot: The Tillsonburg Transit Initiative On September 30, 2013, a pilot project aimed to improve access to employment for Tillsonburg residents who are supported by Employment Ontario Services was launched. The program offered affordable transportation to the industrial sectors of the Town. Supported by many local agencies, the program was a collaboration between the Tillsonburg and District Multi-‐Service Centre and Why Wait Taxi. Five days a week, starting at 5:15 am, and covering all shift times, Why Wait Taxi picked up riders from the Tillsonburg Tim Hortons’ locations for $4 per ride. The cost of the ride was covered for workers until they received their first paycheck. The cost of travel remained low because five riders shared the $20 cab fare to get across town (Tillsonburg & District Multi-‐Service Centre, personal communication, 2013). “I have freedom and independence. I don’t always have to rely on other people. And, the drivers are really nice.” 121 20 While creative, due to low ridership, when the pilot ended on December 6, 2013, it was not renewed. Feedback from the community indicates that the location pick-‐ups were not practical for some. One resident commented that, Despite the end of this pilot project, the Multi-‐Service Centre remains committed to improving transportation. Collaboration Many of the above services and agencies are supportive of community efforts to develop transportation solutions, and are committed to collaboration to strengthen current resources and improve access and affordability to the community. Over 30 community partners met on July 16, 2013 to identify existing resources, gaps in service, and barriers to transportation in Tillsonburg and the surrounding area. The biggest strength identified was the interest and commitment in working towards a collaborative solution (please see Table 6). Table 6: Community identified resources and barriers to developing a collaborative transportation solution in Tillsonburg Resources Barriers Commitment to the development of a collaborative solution Sharing maintenance and depreciation costs of vehicles Switchboard and scheduling technology Affordability of vehicle maintenance Vehicles Lack of funding Volunteer rosters Funding restrictions and boundaries Fundraising experience Lack of Provincial Gas Tax Experience in prior transportation strategies Lack of paid drivers Knowledge of existing transportation barriers Back-‐up plans if vehicles or drivers are unavailable Knowledge of transportation programs in other rural communities Volunteer burnout Tillsonburg’s tri-‐county geography Little access to wheelchair accessible vehicles* *Note that this was prior to Stonebridge Community Services purchase of an accessible van in December 2013 “By the time I walked to Tim’s, I might of well have walked to work.” 122 21 Although the group could easily identify the challenges to developing a sustainable transportation strategy, the tone of the day was positive. Some commented that although transportation programs are costly, and tend not to make money, the cost of not having transportation is too high – moral implications, residents and employers leaving the community, people unable to receive proper health care, access education, or find and maintain employment. One participant remarked, “Let’s not sell ourselves, our agencies, or our community short.” Affordability was discussed to mean cheaper than current alternatives and market value transportation. Accessibility was defined as a wheelchair accessible vehicle that has trained drivers who are well equipped to assist passengers and load assistive devices. Sustainable transportation was identified as a system that would outlive its pilot phase and see continued growth over the years. Seven priority groups were identified: • Individuals living on low income • Individuals seeking employment • Individuals living with disabilities and high medical needs • Seniors • Youth • Women • Newcomers Following this meeting, a survey was developed and distributed throughout the community and focus groups were held. The results are reported below. Recent Research Initiatives The following section will outline the most recent investigations into transportation within Tillsonburg. Community and agency consultations and surveys by the Social Planning Council Oxford, United Way Oxford, and the Town of Tillsonburg, as well as the Oxford County Transportation Master Plan have been included. United Way Oxford In March 2012, United Way Oxford released the report, “Oxford Transportation Strategy: Moving Ideas to Action.” The report was a summary of a meeting held on A discussion of priority groups determined that affordable, accessible, and sustainable transportation was a common link. 123 22 March 21, 2012, where over sixty community stakeholders from Oxford County gathered to develop a Transportation Strategy for the County. Five action groups were developed using community service providers and client input (United Way Oxford, 2012). The five action groups, including a brief description were: • Taxi collaboration with service providers o To have a more efficient and coordinated service system • Rural mobile hub: A collaboration o Providing services locally or in a centralized area where transportation is available • Coordinated services through pooling of resources o Building capacity with existing resources • Corporate green wheels o Workplace carpooling • Long term strategy o A desirable, stable, and sustainable funding and operational model Due to the lack of a dedicated staff person, these efforts lost their momentum. However, these efforts were taken on by the Social Planning Council Oxford in 2013. Due to the gap between leadership, these action groups, while informative, were not developed into working groups. Social Planning Council Oxford Focus Groups In 2013, the Social Planning Council Oxford, in partnership with Community Advocates Tillsonburg, met with Tillsonburg, South-‐West Oxford, and Norwich residents to talk about transportation challenges. Overwhelmingly, residents without transportation described the experience as stressful, tiring, frustrating, and isolating. All talked about lack of transportation as limiting their social and employment opportunities. One individual described the experience as being cornered, and another said, “Not having transportation makes me feel substandard.” Community members who do not have reliable, affordable transportation do not feel cared for, “People don’t care. To them, it’s just another cost on their taxes.” Residents talked about their challenges travelling within their town, Oxford County, and between counties. People “Not having transportation makes me feel substandard.” “People don’t care. To them, it’s just another cost on their taxes.” 124 23 spoke about having trouble finding work that they would be able to get to safely and timely, attending appointments or job interviews, and travel for social and entertainment opportunities. People talked about how lack of transportation negatively impacts their relationships, often feeling as though they are a burden to their friends and family. “You can only ask your friends and neighbours [for a ride] so many times. I’m too embarrassed to keep asking. People start to avoid you, and it can be confrontational with friends and family. I’m afraid to call them.” One community member said that they had been trying to get to Woodstock for two months, and hadn’t been able to coordinate with anyone to get there. Some also talked about how expensive lack of transportation is. Available transportation options are not affordable to use regularly. “I am on a fixed income. I probably spend $50-‐70 a month on cab fare… just going out and paying bills, getting groceries, and doctor’s appointments. I usually try to save up and go to two or three different places at once.” Residents spoke about incurring additional costs when they’re late or miss an appointment. Some people spoke about the struggle to coordinate schedules, and the uncertainty of not knowing whether or not they would have a ride to get to work or appointments. “It sucks to rely on others because if you can’t find someone you miss appointments and sometimes you get charged for them.” Another resident spoke about the cost of getting to work, “Without a ride from family or friends, I spend almost two hours of my wages on taxi rides, then I give back half of my earnings to ODSP.” Another resident calculated that if he works four hours at minimum wage, he will have worked four hours for around $4. Not having reliable transportation can also impact employment. Community members talked about how you will get in trouble by some employers for being 15 minutes late, but that when you don’t own a vehicle, it is not always within your control to be on time. “Cabs aren’t dependable. Even if you have timed your calls [correctly], things come up.” Residents spoke about relying on walking to get to work, and the impact of bad weather, “…but you can’t pick and choose what days you go to work.” “You can only ask your friends and neighbours [for a ride] so many times. I’m too embarrassed to keep asking. People start to avoid you, and it can be confrontational with friends and family. I’m afraid to call them.” “It sucks to rely on others because if you can’t find someone you miss appointments and sometimes you get charged for them.” “Without a ride from family or friends, I spend almost two hours of my wages on taxi rides, and then I give back half of my earnings to ODSP.” 125 24 People felt that access to transportation not only increases social and employment opportunities, but also makes them feel included in the community, and it provides freedom and independence, “I am able to manage my time better when I know I have a way to get places.” Another resident said that lack of transportation, “Makes me feel sad and not very included.” Community members spoke of the way in which they would participate in the community, through work, recreational activities like dances, London Knights games and other sports events, eating at restaurants, going to the community centre, and seeing a movie, if they had transportation. Many talked about the reduction in stress that they would experience if they weren’t always looking for transportation. Some community members talked about walking as their primary mode of transportation, but it was acknowledged that this is not an answer for all, “There are a lot of people who need it [transportation]. Certain individuals just need it. I can walk, but there are other people here that can’t.” A variety of issues can impact one’s ability to walk short and longer distances, including personal factors such as mobility, age, physical health, and external factors like weather, lack of snow or ice clearing, presence of sidewalks, day light, and dim lit street lighting. One participant said, “Winter is really hard to get around. People are always walking on the road. It’s not safe.” Residents from the rural Townships of Norwich and South-‐West Oxford talked about the additional challenge of having no local taxi companies. As a result, those without transportation rely heavily on family and friends. They spoke about trouble getting groceries and attending medical appointments. Some talked about the difficulty of accessing food banks, clothing drives, and the backpack program that takes place at the beginning of each school year. Local churches are the main central support that many community members rely on to ensure that their basic needs are met. A challenge that was uniquely described by rural residents was the difference in access to transportation between men and women. In some households, the man is the only one who drives, or there is only one vehicle that is primarily used by the man. Residents talked about struggling when their husbands were hospitalized for an illness, finding it extremely difficult to visit on a regular basis. Others talked about feeling isolated when they are at home without a vehicle and unable to “get out.” When community members were asked how they envision a successful transportation strategy, three themes emerged: affordability, accessibility, and operational details. Residents spoke of an affordable option, with suggestions of “I am able to manage my time better when I know I have a way to get places.” “Winter is really hard to get around. People are always walking on the road. It’s not safe.” 126 25 subsidies available to those on a fixed income, a sliding scale fee for service, and alternative billing options (for example, billed monthly for use). Some talked about purchasing a ticket that was valid for an entire day, others of a low cost per use, around $1.50-‐$2.00. Some residents spoke about finding it stressful to count money and stated that they prefer having a monthly pass. Community members also spoke about accessible transportation, vehicles that have space for wheelchairs, and other mobility devices, and drivers who are able to assist individuals in getting in and out of the vehicle. People expressed that they wanted a service that would do special stops off of the main route for those who have mobility issues, or safety concerns. Some individuals talked about needing assistance in carrying heavy items like groceries to their doors. Other features of a transportation strategy that community members expressed interest in included having a fixed route with a schedule, having the ability to both text and call to inquire about the transit schedule, as well as access information through a website. However, many residents also believed that booking a ride in advance would be just as easy. Residents discussed the importance of a route that covers a large area of the town, and many mentioned that it would be most useful if it crossed county boundaries. “From my house you cross boundaries in two to three minutes in either direction.” One community member spoke of shopping at the Norfolk mall grocery store, as it is the most affordably priced in the area. Others spoke about the hours of operation, commenting that they need transportation for their shift work schedule, including working on holidays. One community member suggested that a partnership between service providers, where one card can be used through multiple providers would be helpful. For example, if a scheduled route is not running past a certain time, the same card could be used to get a cab ride to their destination. Social Planning Council Oxford Survey In the fall of 2013, the Social Planning Council Oxford, the Tillsonburg & District Multi-‐Service Centre, Stonebridge Community Services, and Community Advocates Tillsonburg released a transportation survey throughout the community. Surveys were distributed throughout Tillsonburg, including at the Community Services and Career Fair held on October 3 at the Tillsonburg Town Centre Mall, two of Oxford County Public Health’s influenza shot clinics on October 22 and 29, 2013 at the Tillsonburg Community Centre, and through service agencies and churches. Surveys were also collected online, distributed through social media, as well as email lists, such as the Tillsonburg Chamber. The survey is included as Appendix 2. “From my house you cross boundaries in two to three minutes in either direction.” 127 26 A total of 526 community members filled out the survey. Of those who filled out the survey, 57% were female, 34% were male, <1% reported their gender as other, and 9% did not report their gender. Seventy percent of the respondents were over the age of 40. A more detailed breakdown of age and gender of survey respondents is shown in Figure 1. Figure 1: Age and gender of survey respondents *Note that 47 (8.9%) of respondents did not report their age or gender Thirty-‐eight percent of survey respondents reported being married, 22% single, 11% widowed, 11% divorced or separated, 8% living with another, and 10% of respondents did not report their marital status. More than half of the survey respondents had a household income of $30,000 or less (please see Figure 2). While this proportion is not reflective of the general population of Tillsonburg, it does communicate the importance of transportation to this portion of our community. Households whose incomes are less 30 54 77 54 86 25 30 38 40 44 1 0 0 0 0 0 10 20 30 40 50 60 70 80 90 100 25 years or less 26-‐40 years 41-‐55 years 56-‐65 years 65 years or older Nu m b e r o f s u r v e y r e s p o n d e n t s Age of survey respondents Female Male Other Figure 2: Household income of survey respondents Less than $30,000 53% $30,000-‐ $50,000 20% $50,000-‐ $70,000 10% $70,000-‐ $90,000 7% More than $90,000 10% *Note that 98 (18.6%) of respondents did not report household income 128 27 than $30,000 are most likely to feel the impact of a lack of affordable transportation. It is likely that the impact lack of transportation has on their daily lives increased their willingness to participate in the survey. Survey respondents were asked what mode of transportation they currently use. While just under half (47%) currently own a car, others reported various modes. Some respondents who indicated that they use a taxi also commented that their use was relatively infrequent due to the high cost. The category ‘rely on others’ includes individuals who rely on family and friends for rides. Other sources of transportation include both public and client-‐only agency transportation services. The transportation currently used by survey respondents is shown in Figure 3. The majority of survey respondents, 63%, indicated that they would use public transportation in Tillsonburg if it were available to them. An additional 10% reported that they would use it seasonally. Of the 526 individuals who responded to the survey, only 74 individuals (14%) definitively said that they would not use public transportation. Please see Figure 4. When asked what survey respondents would use public transportation for, 475 individuals responded. Many respondents chose multiple categories, with daily Figure 3: Modes of transportation currently used by survey respondents Figure 4: Anticipated use of public transportation in Tillsonburg by survey respondents Car 47% Rely on others 19% Bike/ Scooter 15% Taxi 15% Other 4% Yes 63% Seasonall y 10% Not sure 13% No 14% *Note that 1 (0.2%) of respondents did not report whether they would use public transportation in Tillsonburg 129 28 needs and public services being the most common responses, at 76% and 57% of respondents selecting these categories. Please see Figure 5. Figure 5: Survey respondents would use public transportation to meet the following needs We asked survey respondents how much they would spend on a one-‐way trip inside of Tillsonburg for transportation. Respondents’ answers did not show a clear preference, and no relationship was observed between cost and household income, perceived importance of transportation, or whether or not the individual reported that they would use transportation. For example, higher income earners were not more likely to select a higher acceptable cost than lower income earners. There was a general trend of respondents preferring lower costs than higher costs. Of the 526 survey respondents, 30% selected $2, 27% selected $3, 25% selected $4, and 16% selected $5. The vast majority of the 526 survey respondents (95%) perceive that access to public transportation in Tillsonburg is either very important or important. Please see Figure 6. 201 120 359 270 224 0 50 100 150 200 250 300 350 400 Nu m b e r o f s u r v e y r e s p o n d e n t s Needs would meet with public transportation 500 26 0 100 200 300 400 500 600 Very important/Important Not important/No opinion Figure 6: The perceived importance of public transportation in Tillsonburg by survey respondents 130 29 There were some observed relationships between survey questions, which means that survey respondents who responded to a specific question one way were more likely to respond similarly to another question. For example, survey respondents who responded that they would use public transportation if it was available to them were more likely than those who said they would not use public transportation to give a higher value to public transportation (measured through perceived importance of public transportation). Please see Figure 7. Survey respondents who currently do not own a car were also more likely than those who currently do own a car to report that the availability of public transportation is either very important or important. None of the survey respondents who currently do not own a car felt that the availability of public transportation is either not important, or that they have no opinion. Please see Figure 8. Finally, survey respondents whose annual household income is less than $50,000 a year were more likely than those whose annual household income is more than $50,000 a year to report that the availability of public transportation is either very important or important. Please see Figure 9. 379 1 57 12 0 50 100 150 200 250 300 350 400 Very important/Important Not important/No opinion Nu m b e r o f s u r v e y r e s p o n d e n t s Perceived importance of public transportation in Tillsonburg Yes/Seasonally No Figure 7: Perceived importance of transportation in Tillsonburg vs. Predicted use of public transporation in Tillsonburg *Note that the 77 (14.6%) individuals who responded that they were ‘not sure’ if they would use transportation were not included 131 30 287 26 213 0 0 50 100 150 200 250 300 350 Very important/Important Not important/No opinion Nu m b e r o f s u r v e y r e s p o n d e n t s Perceived importance of public transportation in Tillsonburg Car No car Figure 8: Perceived importance of public transportation in Tillsonburg vs. Current status of car ownership Figure 9: Perceived importance of public transportation vs. Annual household income *Note that 98 (18.6%) survey respondents did not report their household income 303 9 106 10 0 50 100 150 200 250 300 350 Very important/ Important Not important/No opinion Nu m b e r o f s u r v e y r e s p o n d e n t s Perceived importance of public transportation in Tillsonburg <$50,000 >$50,000 132 31 Regardless of these relationships: • 83% of survey respondents who said that they would not use transportation • 92% of survey respondents who currently own a car, and • 91% of survey respondents who reported an annual household income of greater than $50,000 Still believe that access to public transportation in Tillsonburg is either very important or important. & It is important to recognize that the majority of our decision makers fall into the car owning, household income of $50,000 or greater categories. Those who are granted these privileges must recognize that their viewpoint on public transportation might vary from many of their constituents. The decisions that they make will have a real impact, whether positive or negative, on those who they represent. Town of Tillsonburg Taxicab Survey A Taxicab survey, developed by the Town of Tillsonburg, was conducted in early 2013. The survey asked five questions (please see Appendix 3) (Town of Tillsonburg, 2013). It is unknown how many community members responded to the survey. The Town reports that the survey showed that there was not a need for an accessible taxicab service in Tillsonburg. Without knowing the total number of community members who responded to this survey it is difficult to make any conclusions, however, it is possible that those who require the use of accessible transportation were not represented by survey respondents. It is essential that while decisions on public transportation are being made, everyone in our community is given an equal voice. 133 32 Oxford County Planning In 2005, a study was initiated to work on a 20-‐year Transportation Master Plan for Oxford County. It was published in 2009. The report gives direction on future policies, services, and infrastructure that would be beneficial to the county, and provides a framework for establishing a sustainable and environmentally friendly growth management strategy (AECOM Canada Ltd., 2009). Chapter eight of the County of Oxford Official Plan includes the Town of Tillsonburg Land Use Policies. This section focuses on developing transportation that utilizes multiple modes, is safe and effective, and which moves people and goods into and through the Town. Among other things, this plan addresses increasing ease, safety and use of active modes of transportation, such as bicycling and walking (County of Oxford, no date). While these reports do examine community values, environmental considerations, financial constraints, and other societal trends that impact the public’s perception of multi-‐modal transportation, their focus is largely on improving current transportation routes and patterns, rather than expanding accessibility overall. What’s Been Done Elsewhere? Communities across Ontario are in various stages of creating transportation programs to meet the needs of their residents. In this section, I will briefly describe several community transportation strategies. The Rural Overland Utility Transit (TROUT) Centered in Bancroft, Ontario, TROUT uses a four-‐ part public transit service model to meet the transportation needs of the community: Scheduled Regional Route Service, Door-‐to-‐Door Service, Special Destination Service, and Individualized Service. The regional population is 15,000, and the area served is 3380 square kilometers. TROUT’s Blended Flex Public Transit Service accommodates their demographic and geographic challenges. The Scheduled Regional Route Service is a fixed bus stop route service throughout the region. Regional pick-‐ups are made in the mornings, returning riders in the afternoon. Daily route service in Bancroft connects riders from throughout the region to most businesses and all medical centers in the town. Door-‐to-‐door service is blended into TROUT’s regularly scheduled route service, and is available to adults who are 55 years or older, and adults with physical disabilities. 134 33 This means that TROUT transit drivers incorporate door-‐to-‐door service pick-‐ups into their regular route times and locations. Although this requires drivers to maneuver some organizational challenges, to date, it has been a very successful model and quite easily managed (TROUT, personal communication, 2013). Special destination services are also available to facilitate access to local special events, attractions, and other destinations that are off the regular route and time schedules. This component of the system is particularly important to help promote the emotional and mental health and wellbeing of riders. Riders who require wheelchair accessible transportation outside the regularly scheduled route service can access the individualized public transit service. This service is often used for medical appointments or transportation home from the hospital. In 2012, a report released by Community Care North Hastings put forward an alternative funding formula for TROUT, based on a total private dwelling model, as opposed to a population based model. A total private dwelling model means that each household is asked to contribute a total dollar amount slated for public transportation. The amount can be added to tax bills as a separate line item clearly visible to ratepayers. This report recommended a contribution of $11.72 per household. The author of the report, Gord Macdonald said, “This recommendation provides a fair and equitable financial formula across all municipalities in determining their annual municipal contribution. Municipal contributions are important because public transportation is for everyone and is available to everyone in all municipalities” (Shaw, 2012). Ride Norfolk In October 2011 a fixed route service throughout Norfolk County was launched. One bus, with the capacity for 16 passengers and two wheelchairs serviced all “urban” centers of the county. Sharp Bus Lines of Simcoe, a major provider of transportation for local Catholic and public school students was named the service provider (Sonnenberg, 2011). The fares are a flat rate of $6 for out of town rides, and $2 for in town rides. The service is available from 8:00 am to 6:00 pm Monday to Friday. There is no weekend or holiday service. Not all areas of the county receive service every day. Simcoe, where the majority of services, shopping and other amenities are, is used as the hub of the service, and has daily bus service. In February 2012, changes were made to improve the service. Changes included the addition of new stops, routes and schedules, and changes to the marketing strategy. 135 34 Changes were based on ridership data and public feedback. In early 2013, the service again underwent changes, when Cox Transportation of London and St. Thomas replaced Sharp Bus Lines of Simcoe. Cox is operating the shuttle at a cost of $45 an hour, compared to the $117 an hour Sharp Bus Lines was charging (Sonnenberg, 2013). Wellington Transportation Services Wellington Transportation Services is a collaborative network of community service providers that believes every resident of Wellington County should have access to transportation supports appropriate to their needs. The service is housed at the Community Resource Centre of North and Centre Wellington. In 2004, when the need for increased transportation services in the community was identified, rather than develop a new transportation service, work began to develop a collaborative model that integrated existing services. Participating service providers include Community Resource Centre of North and Centre Wellington, East Wellington Community Services, Fergus-‐Elora Seniors Transportation, Family & Children’s Services of Guelph and Wellington County, VON Canada, and North Wellington Senior Council. Clients seeking transportation services contact the Wellington Transportation Service hub at the Community Resource Centre, who then directs the client to the appropriate provider. The transportation service is available to residents of Centre, North or East Wellington who do not have access to transportation and meet eligibility criteria. Target populations include seniors, adults with disabilities, and individuals and families living on low incomes. The service operates 7 days a week, although rides must be arranged during office hours from Monday to Friday, and requires at least 48 hours notice. It is a volunteer based program, and so no ride request can be guaranteed, although, best efforts are made to fulfill all requests. Rides, which are fully accessible, can be arranged for medical, social services, or legal appointments, social events and visiting, and errands of daily living, such as grocery shopping or banking. Out of town transportation is also available. The Community Resource Centre, a partner in the Wellington Transportation Services is fully funded by the County of Wellington. The Community Resource Centre receives $60,000 for a 1.5 FTE transportation coordinators, as well as up to $120,000 per year for mileage reimbursement (volunteer drivers are reimbursed $0.45 per kilometer). Money is reimbursed for what is spent, so funding could be less than $120,000 depending on service demand. As part of the funding agreement with the county, the Community Resource Centre acts as the central referral point for Wellington Transportation Services. The other partner agencies of Wellington 136 35 Transportation Services have their own funding structures, and as a result, also have various fees for service (Community Resource Centre of North and Centre Wellington, personal communication, 2013). The program reports that they provide approximately 200 rides each month, with an average cost per month of $10,000 for volunteer reimbursement (United Way Oxford, 2012). Approximately two thirds of rides are for medical reasons, while other drives are provided for Ontario Works and Ontario Disability appointments, court appointments, food bank visits, family visits, starting a new job, and training and education. Some challenges reported by the program include: customer service being provided by volunteers, attendance at volunteer training, sorting out car seat responsibilities (driver vs. parent responsibility), unexpected requests, the cost of on-‐going rides, and ensuring the safety of volunteer drivers (United Way Oxford, 2012). Quinte Access The mission of Quinte Access is to provide specialized transportation service to persons with disabilities and seniors so they may participate in all of life’s activities. Initiated in 1990, the program was designed specifically to meet the need of accessible transportation for people with disabilities, and service began with one accessible van donated by Easter Seals. A combination fixed and on-‐ demand model, this service provides both specialized service for persons with disabilities and seniors, and public transit, available to anyone, for the City of Quinte West. Specialized service is a door-‐to-‐door service, and operates Monday to Friday from 7 am to 6 pm. Evening, weekend, and holiday service are available upon request, but are provided on a first come first serve basis, and are dependent on driver and vehicle availability. Bookings must be made 24 hours in advance, and between 8:30 am and 4:30 pm, Monday to Friday. Service is available for medical appointments, employment, education, social events and visiting, recreation, and daily errands, such as shopping. Transportation to medical appointments and for individuals with mobility issues who cannot access alternate means of transportation are considered priorities. The cost of specialized service is based on a zone fare model. Public transit runs Monday to Friday from 6:00 am to 7:30 pm and Saturday’s from 9:00 am to 4:30 pm. It does not run on Sundays or holidays. Public transit follows a route with scheduled stops. 137 36 While navigating many challenges, including reduced funding, and increased demand for services, ridership has increased from 5,200 in the 1998-‐1999 year to 29,223 in 2012. In the same years, the number of vehicles has increased from three to 11 in order to meet this need (Quinte Access, personal communication, 2013). The program is funded in a variety of ways, including rider fares, United Way of Quinte, the City of Quinte West, the Municipality of Brighton, the County of Prince Edward, Hastings County Social Services, donations and bequests, fundraising, Provincial Gas Tax, and the Ontario Trillium Foundation. In 2011, the operating costs of the programs were $673,300 for specialized services, and $342,609 for public transit (Quinte Access, personal communication, 2013). Conclusion Public transportation is an economic driver. It provides and supports employment, promotes spending, increases community belonging, and reduces health costs by keeping people active and in their homes. Public transportation strengthens and builds more inclusive communities. At first glance, the financial cost of public transit can act as an inhibitor of action. However, the costs of not having public transit are far more costly to our community. Lack of transportation hinders the work of our social service sector by draining its financial resources, staff time, and expertise. Lack of transportation also has an incredible social cost to the community. We need to shift the way we think of public transportation. Transportation services don’t make money – not in Canada’s largest cities, and not in rural areas. Once we can shift our thinking, we can recognize that in the same way that paving roads doesn’t directly link to incoming dollars, the benefits that it does provide far outweigh the financial cost. Public transportation is a valuable investment that we need to make in Tillsonburg, and Oxford County. Let’s stop making excuses, and start making change. Recommendations 1) A transportation system needs active municipal support, including financial. The vast majority of successful rural transportation programs are supported financially by municipal or regional government. Additionally, in order to tap into the Provincial gas tax rebate, municipal support is needed. Even small financial contributions from municipalities can make a large difference in the amount a community receives in their rebate. The gas tax program provides sustainable transit funding to municipalities, although there are some guidelines to what types of programs meet eligibility for the rebate. These eligibility requirements need to be explored as part of the planning process. 138 37 2) We need to continue to build on our community’s strengths. Stonebridge Community Services is a non-‐profit that has existing transportation programs that cross geographical boundaries, and are not bound to funding guidelines that restrict eligibility requirements. This organization could act as a center for a transportation strategy that is based on collaboration. 3) We need multiple sector involvement. Involvement from government, the social service sector, and the private sector will allow us to build the strongest and most effective transportation strategy. Exploring creative partnerships is essential to success. 4) We need active community involvement in an iterative process that moves from planning, to implementation, to evaluation and reflection, and back to planning. To start, a steering committee, made up and lead by community members is essential. The development of sub-‐committees, each led by a community member may follow. 5) Future plans should consider the development of partnerships with the other municipalities and townships inside of Oxford County. Financial support from all areas of the county could expand a transportation program and allow for the benefits of transportation to be experienced by all Oxford County residents. Additionally, a tri-‐county location means that a tri-‐county solution is ideal. Partnerships across counties should be considered in the future. 139 38 References AECOM Canada Ltd. (2009). County of Oxford Transportation Master Plan Study. Retrieved from http://www.oxfordcounty.ca/Portals/15/Documents/Roads/COMasterTransportat ionPlan.pdf County of Oxford. Town of Tillsonburg Land Use Policies. In County of Oxford Official Plan (Chapter 8). Retrieved from http://www.oxfordcounty.ca/Portals/15/Documents/CASPO/OfficialPlan/OP/8-‐ 7_Till_Trans_20111011.pdf MacDougall, K. (2012, May 16). Taxi trouble in Tillsonburg. Tillsonburg News. Retrieved from http://www.tillsonburgnews.com/2012/05/16/taxi-‐trouble-‐in-‐ tillsonburg MacNeil, M. (2013). Living life in the community: The role of transportation in inclusion.Retrieved from http://www.spcoxford.ca/wp-‐ content/uploads/2012/12/Living-‐Life-‐in-‐the-‐Community-‐Matthew.pdf Marr, E. (2012). Assessing Transportation Disadvantage and Public Transportation Opportunities in Rural Ontario: A Case Study of Huron County. Retrieved fromhttp://catchthetrout.ca/publication/assessing-‐rural-‐transportation-‐ disadvantage-‐and-‐public-‐transportation-‐opportunities-‐in-‐rural-‐ontario-‐a-‐case-‐ study-‐of-‐huron-‐county/wppa_open/ Mees, P. (2010). Transport for Suburbia: Beyond the Automobile Age. London: Earthscan. Ontario Ministry of Transportation (2011, October 13). Community Structure. In Transit-Supportive Guidelines (Section 1.1). Retrieved from http://www.mto.gov.on.ca/english/transit/supportive-‐guideline/community-‐ structure.shtml#rural-‐settlement-‐areas Oxford County Public Health & Emergency Services. (2011). Healthy Communities Oxford: Community Picture Report 2011. Retrieved from http://www.spcoxford.ca/wp-‐ content/uploads/2012/09/Healthy%20Communities%20Report.pdf Shaw, B. (2012, November 6). TROUT needs councils to think beyond finances. Bancroft This Week. Retrieved from http://www.bancroftthisweek.com/2012/11/06/trout-‐needs-‐councils-‐to-‐think-‐ beyond-‐finances 140 39 Sheridan, D. (2012, March 30). Oxford Master Aging Plan. Retrieved from http://www.oxfordmasteragingplan.ca/Portals/OxfordMasterAgingPlan/Document s/OMAP%20Final%20Report20120622.pdf Sonnenberg, M. (2013, January 8). New provider takes over beleaguered shuttle service. Simcoe Reformer. Retrieved from http://www.tillsonburgnews.com/2013/01/08/new-‐provider-‐takes-‐over-‐ beleaguered-‐shuttle-‐service Sonnenberg, M. (2011, September 21). Sharp gets Norfolk Shuttle contract. Simcoe Reformer. Retrieved from http://www.simcoereformer.ca/2011/09/21/sharp-‐gets-‐ norfolk-‐shuttle-‐contract Statistics Canada 2011 Census, 2011 Community Profiles. Retrieved from http://www12.statcan.gc.ca/census-‐recensement/2011/dp-‐ pd/prof/index.cfm?Lang=E Statistics Canada. (2008). Low-income cutoffs (LICOs). Retrieved from http://www.statcan.gc.ca/pub/81-‐004-‐x/def/4153357-‐eng.htm Statistics Canada 2006 Census, 2006 Community Profiles. Retrieved from http://www12.statcan.gc.ca/census-‐recensement/2006/dp-‐pd/prof/92-‐ 591/index.cfm?Lang=E Statistics Canada. History of changes to the definition “urban area” and “rural area”. Retrieved from http://www.statcan.gc.ca/pub/21-‐601-‐m/2002061/4193597-‐ eng.pdf Town of Tillsonburg. (2013). Taxicab Survey. Retrieved from http://www.tillsonburg.ca/Portals/16/Documents/MediaandCommunications/Tax icab%20Survey%2012.20.12.pdf United Way Oxford. (2014, January 17). Belonging in Oxford County Event. Ingersoll, Ontario. United Way Oxford (2012, March 21). Oxford Transportation Strategy: Moving Ideas to Action. 141 40 Appendix 1 Social Planning Network of Ontario statement on the National Household Survey The voluntary National Household Survey (NHS) has produced lower quality data than the mandatory long-‐form Census it has replaced. The Social Planning Network of Ontario only uses NHS data when higher quality data is not available. Statistics Canada has said their evaluations of NHS data “support the general reliability of the data at the national, provincial and territorial levels” but they have not extended this confidence to using NHS data at the community level. They have noted that “risk of error in NHS estimates increases for lower levels of geography and smaller populations.” Due to the increase in error at the local level compared to previous Census data, Statistics Canada has released very few NHS data tables for smaller geographies like municipalities and neighbourhoods. Statistics Canada has also cautioned against doing historical comparisons between NHS and Census data because the data was collected differently. Good quality data about demographics, social and economic conditions at the local level is essential for social planning and research, including the design and delivery of public services. The cancellation of the mandatory long form Census has resulted in a significant loss of reliable data that will greatly reduce the ability of residents to understand their own communities. This critical data gap will also affect the quality and cost-‐ effectiveness of the services residents use for years to come. The Social Planning Network of Ontario with its partners at the local, provincial and national levels will continue to bring attention to this major data gap and to call for the return of a full mandatory Census. 142 41 Appendix 2 Tillsonburg Transportation Survey 1. For the general public to have access to public transportation in Tillsonburg it is: o Very important o Important o No opinion o Not important 2. I would use public transportation if it was available to me: o Yes o No o Seasonally (winter) o Not sure 3. For one way travel inside of Tillsonburg, I would be willing to pay (choose all that apply): o $2 o $3 o $4 o $5 *Note that a one way taxi fare in Tillsonburg currently costs $8. 4. I would use public transportation in Tillsonburg for the following reasons (choose all that apply): o Work o Volunteering o To meet daily needs (e.g. groceries, hair cut) o Social events o Public services (e.g. health care, social services) 5. How do you currently get around Tillsonburg? o I own a car o Rely on family and friends o Taxi o Bicycle/Scooter o Other (Multi-‐Service Centre, Stonebridge, Community Living, Red Cross, etc.) 143 42 6. What is your gender? o Female o Male o Other 7. What is your age? o 25 or under o 26-‐40 o 41-‐55 o 56-‐65 o 65 or older 8. What is your marital status? o Single o Living with another o Married o Separated o Divorced o Widowed 9. What is your current annual household income? o Less than $30,000 o $30,000-‐$50,000 o $50,000-‐$70,000 o $70,000-‐$90,000 o More than $90,000 144 43 Appendix 3 Town of Tillsonburg: Taxicab Survey 1. Do you use taxicabs in Tillsonburg? Yes No 2. Do you or someone you know require the use of an on-‐demand accessible taxi in Tillsonburg? Yes No 3. Have you or someone you know previously requested the use of an accessible taxicab in Tillsonburg? Yes No 4. How often would you or someone you know use an accessible taxicab in Tillsonburg? Daily Once a week More than once a week Once a month More than once a month 5. Do you feel there is a need for on-‐demand accessible taxicabs in Tillsonburg? No Yes, one accessible on-‐demand taxicab Yes, two accessible on-‐demand taxicabs Yes, three accessible on-‐demand taxicabs Yes, four accessible on-‐demand taxicab 145 'e Hardeman MPP Oxford Ontario LEGISLATIVE ASSEMBLY ERNIE HARDEMAN, M.P.P. Oxford Queen's Park Office: Room 413, Legislative Bldg. Toronto, Ontario M7A 1A8 Constituency Office: 12 Perry Street Woodstodc, Ontario N45 3C2 U. (416) 325-1239 (519) 537-5222 Fax (416) 325-1259 Fax (519) 537-3577 January 13, 2015 John Verbakel Chairperson Tillsonburg Transportation Steering Committee Tillsonburg, ON Dear Mr. Verbakel: I am writing in support of the application by the Tillsonburg Multi-Service Centre and Tillsonburg Community Living for funding from the Ministry of Transportation's Community Transportation Pilot Grant Program. I understand your Committee is hoping to obtain financial assistance for the development and implementation of affordable transportation initiatives in Tillsonburg. This is work that was begun quite some time ago by the United Way and Social Planning Council of Oxford and has been enthusiastically supported by many interested agencies and stakeholders in Tillsonburg and Oxford County. You are certainly to be commended for your diligent efforts to find ways to support those who encounter difficulty travelling within their home community and to neighbouring rural communities. I am aware of the three phases of your transportation pilot and recognize the benefit this will serve for those in our community who face challenges travelling within Tillsonburg and beyond to access social, employment, and health resources. Thank you for allowing me the opportunity to support this very worthy project and I would hope that the Ministry of Transportation will give your application every consideration. 146 Yours very truly, Randy Lang (President) And Patricia Huber (Office Manager) Why Wait Taxi and Delivery 9 Wait • 2179929 Ontario Inc. operating as Why Wait? Taxi & Delivery 33 Oxford Street, Tillsonburg, ON N4G 2G2 Phone - 519-842-7889 FAX - 519-842-4693 December, 18, 2014 Ministry Of Transportation Municipal Transit Policy Office Re; Community Transit, Policy Pilot Grant Program, To whom it may concern; Dear Sirs and Madam, As an experienced Service provider in Tillsonburg and surrounding area we offer full support to the Transit Project initiative explained to us by Councilor Max Adam. We understand this project will involve a collaboration of "share a ride", "Volunteer drivers" and "Public Sector" services contributing to an affordable and effective solution to address the transit needs of the citizens of Tillsonburg and surrounding areas. We agree to participate in and support the Pilot Project from beginning to fruition and as well, to assist as needed in the coordination, implementation and completion of the plan. 147 THE CORPORATION OF THE TOWNSHIP OF NORWICH January 12, 2015 Tillsonburg Transportation Steering Committee do John Verbakel, Chairperson Dear Mr. Verbakel, Re: Support of Application — Community Transportation Pilot Grant Program Thank you for the information supplied regarding the application you are pursuing for funding under the Community Transportation Pilot Grant Program, to continue your Transportation Pilot. Affordable transportation is most certainly a significant issue, particularly as it relates to sustainability for smaller urban and rural communities. The Township of Norwich is pleased to provide this letter of support for your application. If we can be of any further assistance for your application, please do not hesitate to contact me. The Corporation of The Township of Norwich 210 Main Street East I P.O. Box 100 I Otterville, Ontario NOJ 1R0 Phone (519) 879-6568 or (519) 863-2709 I Fax: (519) 879-6385 I www.twp.norwich.on.ca 148 Oxford County growing stronger... together Office of the Warden P.O. Box 1614, 21 Reeve Street, Woodstock, Ontario N4S 7Y3 Phone: 519-539-9800 • Fax: 519-421-4712 Email: warden@oxfordcounty.ca Website: www.oxfordcounty.ca December 23, 2014 John Verbakel, Chairperson Tillsonburg Transportation Steering Committee do john.verbakel@rogers.com Dear John: The County of Oxford is pleased to submit this letter of support for the Tillsonburg Transportation Steering Committee and Town of Tillsonburg application to the Ministry of Transportation Ontario (MTO) for a Community Transportation Pilot Grant Program. The Tillsonburg Transportation proposal is in alignment with County Councils strategic direction to be A County that is Well Connected by improving travel options beyond the personal vehicle. Residents in many communities across Oxford County must rely on access to personal vehicles in order to travel to other locations to purchase groceries, clothing and other supplies; travel to and from their place of employment; or attend health and other appointments. Families and individuals who do not have access to personal vehicles face challenges each day due to the lack of public transportation options across the County. It is only in the City of Woodstock that residents have access to a public transit system which provides daily service between 6:30 am — 6:30 pm. A few community agencies have found ways to address some transportation needs for their clients; however this has created a fragmented approach to a growing issue in Oxford County. The Tillsonburg Transportation Committee has engaged community members and agencies in the development of a Pilot project with the goal of creating a coordinated approach to providing transportation for those without access to a personal vehicle. The County of Oxford supports your phased approach which starts with the development a coordination model for transportation of people within and out of Tillsonburg, and then applies these learning to expand the model to include other Oxford municipalities. It is projects such as the Tillsonburg Transportation Pilot which enable local area municipalities, the County and community members to work together to improve the travel options for our residents who do not have access to personal vehicles. Yours sincerely j /V\ David Mayberry Warden Cc: L. Beath — Director, Public Health & Emergency Services P. Beaton — Director, Human Services 149 ""Nlik OXFORD WORKFORCE DEVELOPMENT PARTNERSHIP January 6, 2015 Re: Ministry of Transportation "Community Transportation Pilot Grant Program" The Oxford Workforce Development Partnership (OWDP) is pleased to provide a letter of support for Tillsonburg's application to the "Community Transportation Pilot Grant Program". Our community has long recognized transportation as a vital component in a healthy vibrant community. We are also acutely aware of the dramatic, social, health and economic impacts a lack of accessible transportation has on individuals. It is truly an essential service for health, recreation; social belonging and economics. From OWDP's perspective, 47% of job seekers identify lack of transportation as a significant barrier to employment. Given that we are facing a declining labour force and a tremendous need to ensure business has access to the skills and labour to remain economically viable, we need innovative solutions so that •all people who want to work can and that all other needs are addressed to help ensure a sense of belonging and integration into the community. We applaud the Ministry for introducing this exciting initiative that truly can make a significant difference in our rural community. The project intends to build capacity within our community, offers opportunities for collaboration and will produce scalable best practices which will enrich transportation services across Oxford. We eagerly support this initiative and anticipate that it may serve as a catalyst to connect our community. Should you require anything further, please feel free to contact me at your convenience at 519- 539-8161 ext 291 or by email at nsurridge@ceswoodstock.org. Sincerely, Natalie Surridge Program Director Oxford Workforce Development Partnership 40 Metcalf Street, Woodstock, ON, Canada N4S 3E7 T: 519.539.8161 F•519.539.7833 Dedicated to Growth and Collaboration 150 TILLSONBURG DISTRICT MEMORIAL HOSPITAL An innovative community hospital delivering exceptional patient care. TDMH —I F January 6, 2015 Attn. John Verbakel, Chairperson Tillsonburg Transportation Steering Committee Email: iohn.verbakel@rogers.com Dear John Verbakel, It has recently come to the attention of the Tillsonburg District Memorial Hospital (TDMH) that the Tillsonburg Transportation Steering Committee (TTSC) is working on a joint application with several parties to come up with a solution to the transportation needs of local residents. As the Integrated President and CEO of TDMH, I would like to endorse the work of the TTSC, the Town of Tillsonburg, Community Living Tillsonburg and the Tillsonburg and District Multi- Service Centre, and support the application for the Community Transportation Pilot Grant Program. Many local people would benefit from the proposed plan of action, including, but not limited to, seniors, people living with disabilities, and people living on a low-income. From the perspective of the TDMH, a coordinated transportation system will not only stimulate the local economy but also help people access healthcare services, and get to work, ensuring that they have the opportunity to remain, or become, productive members of society. Such a system would also generate feelings of community belongingness amongst groups who have struggled with transportation issues for a long time. All in all, the TDMH looks favourably upon this application and, moving forward, we hope to act as a resource in terms of helping get word out once this invaluable work comes to fruition. Good luck with the application process. Sincerely, gtt,pc_. Crystal Houze, Integrated President and CEO 167 Rolph Street, Tillsonburg, Ontario N4G 3Y9 Telephone (519) 842-3611 Fax (519) 842-6733 Email: mailatdmh.on.ca Website: www.tillsonburghospital.on.ca 151 ioNHAtiagf Municipality of Bayham P.O. Box 160, 9344 Plank Road, Straffordville, Ontario NOJ 1Y0 Tel: (519) 866-5521 • Fax: (519) 866-3884 email: bayham@bayham.on.ca January 6, 2015 Mr. John Verbakel, Chairperson Tillsonburg Transportation Steering Committee Via fax: iohn.verbakel@rogers.com Dear Mr. Verbakel: Thank you for information provided regarding the Tillsonburg Transportation Steering Committee's funding application to the Community Transportation Pilot Grant Program. The Municipality of Bayham is in support of your efforts to acquire funding for a project which would support community members with transportation challenges due to ongoing high cost of transportation. Projects related to the development of community transportation solutions and address transportation needs as well as better utilize resources can be beneficial to all. 152 CELEBRATING 40 YEARS 16, 1975-2015 Big Brothers Big Sisters of Ingersoll, Tillsonburg and Area I 7 , In January 7, 2015 LETTER OF SUPPORT Tillsonburg Transportation Steering Committee's Application to MTO "Community Transportation Pilot Grant Program" Big Brothers Big Sisters of Ingersoll, Tillsonburg & Area (BBBSIT) is a dynamic community-based organization committed to fostering the healthy development of children, youth, and their families by providing diverse mentoring opportunities. The primary goal of BBBSIT is to provide friendship and support through one-to-one contact and/or group activities. A Big Brother/Big Sister/Mentor can provide their young friend with a suitable influence designed not so much to solve problems, as to help the child see their own worth and develop confidence and self-esteem. The key to the Big Brother Big Sister program is FRIENDSHIP, the emphasis being on preventative work with children. Volunteers are encouraged first and foremost to establish a warm and natural relationship with their Little Brother/Little Sister/Mentee. This friendship can help a child grow up to assume a positive place in society. Transportation continues to be one of the major barriers in the communities we service. Accessibility to our services (ie. registering their child for the program, participating in educational workshops and agency activities) is limiting for those families that do not have access to a vehicle. Recruiting volunteers who do not have their own vehicle is difficult especially co-op students who rely on public transportation to get to their placements or to access community resources. Many of our families rely on the support of the community and require the services of other agencies to access food, education, medical assistance and counselling. Having reliable transportation to search for a job or to even get to a job is a huge barrier for all sectors of the population. We support the Tillsonburg Transportation Steering Committee's Application to the Ministry of Transportation of Ontario "Community Transportation Pilot Grant Program". They have made huge strides in addressing this issue over the past couple of years. This type of funding will allow them to hire the necessary staff and provide resources to continue this momentum! Respectfully, Deb Landon Executive Director 58 Thames St. South, Ingersoll, ON N5C 2T1 Phone: 519-485-1801 or 519-842-9008 ext. 29 www.sharethefun.org 153 January 7, 2015 To: Tillsonburg Transportation Steering Committee Re: Support for the Transportation Pilot Project From: Community Advocates Tillsonburg (CAT) One of our projects has been to provide affordable transportation for those with developmental disabilities as most are not able to drive. Starting in January 2014, we have provided discounted taxi coupons for people to use through one of the taxi companies in Tillsonburg. The clientele that we support have the disadvantage both of not having the ability to drive nor the income to pay full fees for options like taxis. Many work part time jobs and the cost of a taxi can be half to three quarters of their income for a few hours of work. Others only have ODSP for income and cannot even afford a taxi for appointments and groceries much less social or volunteer activities. For the calendar year 2014, we provided over $11,000 of subsidized taxi rides which equals 1400 rides. Special Olympics Tillsonburg which we also work with provided another $1200 of scheduled bus like rides that provided multiple people rides to regular sports practices. Our goal was to provide a temporary service until a more permanent solution was put in place in Tillsonburg. We hoped to prove that a subsidized taxi program could provide one option in a more comprehensive transportation plan. Having a more centralized transportation initiative will allow other options for this group of individuals other than just taxis. Affordable transportation will mean better job access, more social and volunteer opportunities, plus making it easier to do ordinary activities like shopping. There is also a need for out of town transportation as we support a rural community that needs access to affordable transportation for the same reasons. Sincerely Patricia Benoit On behalf of Community Advocates Tillsonburg (CAT) Our Vision - A community that values its citizens with special needs Our Mission - To work to obtain for our citizens with special needs: jobs, transportation, supported housing, viable recreation and volunteer opportunities, respite for parents, lifelong satisfaction and enduring friendships. 154 e United Way Oxford January 6, 2015 447 Hunter St. Woodstock, Ontario N4S 4G7 T: 519-539-3851 1-877-280-1391 F: 519-539-3209 To Whom It May Concern: Re: Tillsonburg Transportation Steering Committee's Community Transportation Pilot Grant Application" United Way Oxford is pleased to offer our full support for the Tillsonburg Transportation Steering Committee's application to the Ministry of Transportation's "Community Transportation Pilot Grant Program." Lack of accessible, affordable, reliable and convenient transportation is a significant barrier for many people across Oxford County. It reduces the quality of life in so many ways and is particularly damaging for those who are marginalized, disabled, isolated, unemployed, youth, living in poverty or requiring medical services. United Way Oxford has spent much of the last decade looking closely at social issues and their root causes in our communities; we have been working with other partners to identify priorities, opportunities, collaborations, etc. It is clear from our work that if we want a healthy community where people have opportunities and a sense of belonging that we must find a way to address the transportation barriers. Having been involved on the recent Advisory Group of the Rural Ontario Institute's "Accelerating Rural Transportation Solutions" project funded by the Ontario Trillium Foundation, it is clear that lack of transportation options is a concern in rural communities across the Province. What is also clear is that there is no "one-size fits all" solution; each community needs to work to develop a plan that is specific to their area and focussed on targeted resolutions. To allow for success and sustainability, that ground work and deep community understanding is critical. The Tillsonburg Transportation Steering Committee has been working together to create a plan that is manageable and, with financial assistance, can be implemented in a timely manner. It also has the potential to grow and expand across Oxford as it evolves. The Tillsonburg community, including Tillsonburg Town Council, is primed to tackle the transportation problem and are committed to making their community a more equitable and inclusive place for all. United Way Oxford is pleased to offer our support to the Tillsonburg Steering Committee's application and eager to support their implementation. We believe that this is the perfect opportunity to create a ripple effect that can benefit the citizens of Tillsonburg and throughout Oxford. We ask that you support this collaborative effort to improve access to rural transportation. If you have any questions please do not hesitate to contact me by email at KellyOunitedwavoxford.ca or at (519) 539- 3851. Thank you for your consideration. Sincerely, ell Gilson, Executive Director. www.unitedwayoxford.ca BN/Registration No. 11930 3642 RR0001 info©unitedwayoxford.ca 155 Canadian Oxford County January 7, 2015 Canadian Mental Health Association 522 Peel Street Woodstock, ON; N4S 2N5 Dear John Verbakel, As the chair of The Social Planning Council Oxford and also the Executive Director of the Canadian Mental Health Association of Oxford, I would like to endorse the work of the Tillsonburg Transportation Steering Committee and support their application for the Community Transportation Pilot Grant Program. The enclosed Tillsonburg Transportation Pilot project aligns with the strategic goals of non-profit agencies across Oxford County. We all experience difficulties serving our respective clients due to the large rural distance and the lack of accessible, affordable and reliable transportation options. The model proposed by the Town of Tillsonburg and the Tillsonburg Transportation Steering Committee is not only progressive, but they are also prepared to share lessons learned with other municipalities and organizations within the county. We need a coordinated approach to transportation and the momentum that is occurring in Tillsonburg is very positive. When the community can work together like this to mobilize change, only positive things can happen. Sincerely, 7110ZZ___ Mike McMahon Executive Director 156 stonebridgt, Community Services 200 Broadway, Suite 206 Tillsonburg, Ontario, N4G 5A7 Phone: (519) 842-3200 Fax: (519) 842-3203 www.stonebridqecs.com January 19, 2015 Tillsonburg Transportation Steering Committee c/o John Verbakel, Chairperson Dear Mr. Verbakel, It has recently come to the attention of Stonebridge Community Services that the Tillsonburg Transportation Steering Committee (TTSC) is working on a joint application with several parties to come up with a solution to the transportation needs of local residents. As the Life Care Manager, I would like to endorse the work of the TTSC, the Town of Tillsonburg, Community Living Tillsonburg and the Tillsonburg and District Multi-Service Centre, and support the application for the Community Transportation Pilot Grant Program. Many local people would benefit from the proposed plan of action, including, but not limited to, seniors, people living with disabilities, and people living on a low-income. From the perspective of the Stonebridge Community Services, a coordinated transportation system will not only stimulate the local economy but also help people get to work, ensuring that they have the opportunity to remain, or become, productive members of society. Such a system would also generate feelings of community belongingness amongst groups who have struggled with transportation issues for a long time. All in all, Stonebridge Community Services looks favourably upon this application and, moving forward, we hope to act as a resource in terms of helping get word out once this invaluable work comes to fruition. Good luck with the application process. Sincerely, 44(.4. 1/4.4(.44.4.i4/1-e_./ Diana Handsaeme Life Care Manager 157 10\ Tillsonburg & District Multi-Service Centre (MSC) 96 Tillson Avenue, Tillsonburg, ON N4G 3A1 (in The Livingston Centre) Phone: (519) 842-9000 Fax: (519) 842-4727 Email: info@multiservicecentre.com www.multiservicecentre.com January 19, 2015 Tillsonburg Transportation Steering Committee c/o John Verbakel, Chairperson Dear Mr. Verbakel, The Tillsonburg Transportation Steering Committee (TTSC) is working on a joint application with several parties to come up with a solution to the transportation needs of local residents. As the Business Manager of Multi- Service Centre, I would like to endorse the work of the TTSC, the Town of Tillsonburg, Community Living Tillsonburg and the Tillsonburg and District Multi-Service Centre, and support the application for the Community Transportation Pilot Grant Program. Many local people would benefit from the proposed plan of action, including, but not limited to, seniors, people living with disabilities, and people living on a low-income. From our perspective, a coordinated transportation system will not only stimulate the local economy but also help people get to work, ensuring that they have the opportunity to remain, or become, productive members of society. Such a system would also generate feelings of community belongingness amongst groups who have struggled with transportation issues for a long time. All in all, we looks favourably upon this application and, moving forward, we hope to act as a resource in terms of helping get word out once this invaluable work comes to fruition. Good luck with the application process. Sincerely, rg Chris Riley Business Manager CC: William Hett, Executive Director & CEO Multi-Service Centre Serving the Community since 1978 Mission: A community organization committed to partnerships, innovation and excellence. Vision: Embracing Personal Independence • Celebrating a Caring Community 158 The Livingston Centre 96 Tillson Ave, t. 519-842-9000 info@communitylivingtillsonburg.ca Tillsonburg, ON N4G 3A1 f. 519-842-7628 www.communitylivingtillsonburg.ca January 19, 2015 John Verbakel, ChairpersonTillsonburg Transportation Steering Committee Email:john.verbakel@rogers.com Dear John: It has come to the attention of the Board of Directors of Community Living Tillsonburg that the Tillsonburg Transportation Steering Committee (TTSC) is working on a joint application with several parties to come up with a solution to the transportation needs of local residents. As the Chief Executive Officer of Community Living Tillsonburg and Tillsonburg Properties for Community Living is a member of the Steering Committee, we, the Board, would like to endorse the work of the TTSC, the Town of Tillsonburg and the Tillsonburg Multi-Service Centre, Community Advocates Tillsonburg, KTN Taxi, Why Wait Taxi and support the application for the Community Transportation Pilot Grant Program. Dr. Helena Jaczek, Minister of Community and Social Services is encouraging us to become involved : “Building Community Transportation for Everyone”, Spotlight on Transformation – December 2014 Ontario is launching a new two-year pilot program to improve community transportation services for persons with disabilities, seniors and other members of the community. The Community Transportation Pilot Grant Program will help municipalities and Community organizations to better use existing transportation resources to expand service areas and resources for everyone in the community All municipalities are invited to apply with the participation of at least one communityorganization. Proposals will be accepted until January 30, 2015. Please visit the Ministry of Transportation’s website for more information and grant application packages: ontario.ca/by8y. Community Living Tillsonburg has always been interested and involved in local transportation since the inception of the Town of Tillsonburg Transit system in 1994. We would like to volunteer to be the Lead Agency providing leadership and direction for this Community Transportation Pilot Grant Project. Many local people would benefit from the proposed plan of action, including seniors, people living with disabilities, people living on low income and anyone needing to get around town. From the perspective of Community Living Tillsonburg, a coordinated transportation system will not only stimulate the local economy but also help people access healthcare services and get to work, allowing them to have the opportunity to be 159 productive members of society. Such a system would help us move towards our Vision: “Building Together a Community Where Everyone is Included.” As we are a Board of Directors of a not-for-profit agency that supports people with intellectual and physical disabilities who are in need of transportation, we look forward to working with everyone involved. Sincerely Yours, Doug Cooper, Vice President Board of Directors Community Living Tillsonburg 160 T h e C o r p o r a t i o n o f t h e T o w n o f A y l m e r n 4 ! : ! ! ! — c J : 4 6 T a l b o t S t r e e t , W e s t , A y l m e r , O n t a r i o N S H 1 J 7 O f f i c e : 5 1 9 - 7 7 3 - 3 1 6 4 F a x : 5 1 9 - 7 6 5 - 1 4 4 6 P r o u d H e r i t a g e . B r i g h t F u t u r e . w w w . a y l m e r . c a J a n u a r y 2 0 2 0 1 5 M r . J o h n V e r b a k e l , C h a i r p e r s o n T i l l s o n b u r g T r a n s p o r t a t i o n S t e e r i n g C o m m i t t e e D e a r M r . V e r b a k e l : R E : S u p p o r t o f A p p l i c a t i o n — C o m m u n i t y T r a n s p o r t a t i o n P i l o t G r a n t P r o g r a m T h a t y o u f o r t h e i n f o r m a t i o n p r o v i d e d a b o u t t h e T i l l s o n b u r g T r a n s p o r t a t i o n S t e e r i n g C o m m i t t e e ’ s f u n d i n g a p p l i c a t i o n t o t h e C o m m u n i t y T r a n s p o r t a t i o n P i l o t G r a n t P r o g r a m . T h e T o w n o f A y l m e r i s p l e a s e d t o s u b m i t t h i s l e t t e r o f s u p p o r t f o r t h e a p p l i c a t i o n . A f f o r d a b l e t r a n s p o r t a t i o n i s a s i g n i f i c a n t i s s u e , p a r t i c u l a r l y s i n c e i t r e l a t e s t o s u s t a i n a b i l i t y f o r s m a l l e r u r b a n a n d r u r a l c o m m u n i t i e s . T h i s p r o j e c t w i l l s u p p o r t c o m m u n i t y m e m b e r s w i t h t r a n s p o r t a t i o n c h a l T e n g e s d u e t o o n g o i n g h i g h c o s t o f t r a n s p o r t a t i o n . S i n c e r e l y , G r e g C u r r i e M a y o r , T o w n o f A y l m e r 1 6 1 162 STAFF REPORT CLERKS OFFICE Title: Tillsonburg Hydro Incorporation – Board of Directors Appointment Report No.: CL 15-05 Author: DONNA WILSON, RECORDING SECRETARY THI Meeting Type: COUNCIL MEETING Council/Committee Date: JANUARY 26, 2015 Attachments: RECOMMENDATION That the Council of the Town of Tillsonburg, being the sole shareholder of Tillsonburg Hydro Incorporation, fill the two vacancies on the Tillsonburg Hydro Board by February 17, 2015; AND THAT those positions be filled by skill sets such as HR, Legal, Corporate Governance experience, or industry knowledge; AND THAT an ad be placed in the Focus on Tillsonburg section of the Tillsonburg News in that regard. EXECUTIVE SUMMARY At the Tillsonburg Hydro Inc Board of Directors meeting of January 20, 2015, the Board passed the following motion: “THAT the board request that the shareholder fill the two vacancies on the Tillsonburg Hydro Board by February 17, 2015; AND THAT the board of directors request that those positions are filled by skill sets such as HR, Legal, Corporate Governance experience, or industry knowledge.” As council defeated a motion by a recorded vote at the January 12, 2015 Council meeting to provide for a Board of Directors composition of 7 independent members and 0 members selected by the Town at large, the board determined that it would be in the best interest of the Board and the Shareholder if the Shareholder would call a Special Meeting of the Shareholder in order to fill the two (2) vacancies on the Tillsonburg Hydro Board. 1 CAO 163 By-law 1A being a by-law relating generally to the transaction of the business and affairs of Tillsonburg Hydro Inc, defines “Independent Director” as a member of the Board that is independent from any affiliate, as required by section 2.1.2 of the Affiliates Relationship Code. The Corporation of the Town of Tillsonburg is an affiliate of THI. It should also be noted that the Corporate By-law for THI does not address independent directors versus at large directors but rather notes that if “the articles (Articles of Incorporation) provide for a minimum and maximum number of directors, the number of directors of the Corporation and the number of directors to be elected at the annual meeting of the shareholders shall be such number as shall be determined from time to time by special resolution .” Further, the Articles of Incorporation provide for a minimum of five (5) and a maximum of seven (7) directors. The Articles of Incorporation do not distinguish between independent and at large directors. Currently the number of directors is the maximum number of seven (7) directors, two (2) of which are currently vacant. Section 3.8 of By-Law 1A states that the shareholder may by resolution at an annual or special meeting of shareholders may by resolution at such meeting elect any person to fill the vacancy of a director, failing which the vacancy may be filled by the directors. Section 3.9 of By-Law 1A sets out provision for filling vacancies of directors, it states, Subject to the provisions of the Act, a quorum of directors may fill a vacancy among the directors, except a vacancy resulting from an increase in the number of directors or if the director positions were not filled at the meeting of the Shareholder (AGM). The Board of Directors is not recommending any change to the minimum or maximum number of directors, but requesting that the shareholder fill the vacancies in order that the business of THI may move forward with a full board compliment. Although the Board of Directors could fill the two (2) vacancies, the Board felt it was important that the Shareholder, in accordance with Section 3.8 of By-Law 1A hold a special meeting to address the vacancies. FINANCIAL IMPACT/FUNDING SOURCE None 2 CAO 164 STAFF REPORT DEPARTMENT OF DEVELOPMENT AND COMMUNICATIONS Report Title: ANIMAL CONTROL SUBCONTRACTOR AGREEMENT Report No.: DCS 15-02 Author: GENO VANHAELEWYN Meeting Type: COUNCIL MEETING Council Date: JANUARY 26, 2015 Attachments: HILLSIDE KENNELS ANIMAL CONTROL LTD. AGREEMENT RECOMMENDATION: THAT Council receives report DCS 15-02 Animal Control Subcontractor Agreement; AND THAT Schedule A to the agreement shall be amended as set out in the attached schedule; AND THAT Council extend the contract for the provision of Animal Control Services with Hillside Kennels for an additional two (2) year term to April 30, 2017. EXECUTIVE SUMMARY In order to enforce the animal control by-law the municipality retains an outside service provider. The last request for proposal for animal control services was issued in 2013 which resulted with the Town entering into an agreement with Hillside Kennels. This agreement expires on April 30, 2015 and has an extension clause as follows: 41. This Agreement shall be effective from May 1, 2013 up to and including April 30, 2015. The Town reserves the right and the Contractor agrees to allow the Town the option of renewal for a further two (2) year term with all conditions contained herein in force. Since that time Hillside Kennels has successfully and economically continued to provide these services for the Town. With the renewal of the contract, Hillside Kennels would require the following price increases to deliver the services over the next two years to cover their increase in operating costs as noted in the table below. 165 DESCRIPTION OF SERVICE 2013-2014 RATE 2015-2016 RATE INCREASE Call Out Fee for Service – Dog or Cat 90.00 100.00 10.00 Boarding Fee Per Day – Dog or Cat 17.00 20.00 3.00 Euthanasia & Disposal - Dog 60.00 80.00 20.00 Euthanasia & Disposal - Cat 50.00 60.00 10.00 Patrol Fee 65.00 Live Trap Placement 70.00 80.00 10.00 Dead Animal Pick-Up (call-out, pick-up, removal & disposal) 130.00 130.00 0.00 Court Appearance 35.00/hr 40.00/hr 5.00/hr Trap Re-set Fee (when in Town) 20.00 20.00 0.00 All prices are subject to HST CONSULTATION/COMMUNICATION In search of competitive pricing, staff was unsuccessful in sourcing other qualified animal control contractors within the Town’s service area (able to respond within 1 hour). Both Maple Oak and Cranberry Kennels who used to provide quotation closed their operations in 2013. In review of the 2011 and 2013 RFP quotations, staff found the proposed price increases to be reasonable. FINANCIAL IMPACT/FUNDING SOURCE The budget for 2015 animal control services contractor is set at $36,500.00 which took into account an increase in service costs due to the expiration of the agreement. If the agreement is extended with Hillside Kennels it is reasonable to expect that the 2015 budget can be achieved. Page 2 / 3 CAO 166 APPROVALS Author Name/Signature GENO VANHAELEWYN Date: Jan 12, 2015 Director Name/Signature David Calder Date: Jan 16, 2015 Finance Name/Signature Darrell Eddington Date: 01/16/15 Page 3 / 3 CAO 167 AMENDED SCHEDULE "A" to Agreement for Contracted Animal Control Services, authorized by By-law 3720 approved by Council on April 22, 2013. Schedule "A" DESCRIPTION OF SERVICE 2013-2014 RATE 2015-2016 RATE INCREASE Call Out Fee for Service – Dog or Cat 90.00 100.00 10.00 Boarding Fee Per Day – Dog or Cat 17.00 20.00 3.00 Euthanasia & Disposal - Dog 60.00 80.00 20.00 Euthanasia & Disposal - Cat 50.00 60.00 10.00 Patrol Fee 65.00 Live Trap Placement 70.00 80.00 10.00 Dead Animal Pick-Up (call- out, pick-up, removal & disposal) 130.00 130.00 0.00 Court Appearance 35.00/hr 40.00/hr 5.00/hr Trap Re-set Fee (when in Town) 20.00 20.00 0.00 All prices are subject to HST 168 THIS AGREEMENT made the :J_r:::t_ day of Ape -o \ , 2013. BETWEEN: HILLSIDE KENNELS ANIMAL CONTROL LTD hereainafter called the "Contractor" OF THE FIRST PART and THE CORPORATION OF THE TOWN OF TILLSONBURG hereinafter called the "Town" OFTHESESCONDPART WHEREAS the Town of Tillsonburg is desirous of entering into an Agreement for contracted animal control services within the Town ofTillsonburg, NOW THIS AGREEMENT WITNESSETH AS FOLLOWS: I. To exercise the duties as required under Town of Tillsonburg By-Law No. 3507, and amendments thereto, for the control of animals, specifically dogs and cats. 2. To maintain an animal shelter for the keeping of dogs and cats under requirement of the Board of Health. Such animal shelter is to be approved by regulation through The Ontario Ministry of Agriculture and Food. 3. The Town hereby covenants to pay the agreed upon price, as per Appendix "B", to the Contractor forty five ( 45) days from receipt of the invoice for services, and continuing for the life of the Agreement. Invoices will be based on services provided the previous month and will include an itemized list of activities for the period covered. 4. The Contractor shall respond to calls for service regarding dogs running at large within the Town of Tillsonburg. Complaints will be forwarded to the Contractor from the Town and the OPP regarding dogs running at large. The Contractor will be responsible for providing documentation of incidents, which will be submitted to the By-Law Enforcement Officer. 5. Complaints regarding cats will be forwarded to the Contractor from the Town. The Contractor shall attend the residence with authorization from the Town. In the event that the cat is not confined, the Contractor shall receive authorization from the Town to offer the use of a live trap in order to contain the animal. 6. The Contractor shall be responsible for selling a current dog or cat tag to any owner of a dog or cat prior to the dog or cat being released from the pound. No additional compensation will be paid for tag sales. The Town shall provide the Contractor with a supply of current year tags. 7. The Contractor will not release any dog until proof is produced that the dog is current! y licensed within the Town, or the municipality where the dog is from. 8. A list of all tags sold shall be provided monthly to the Town, using a form that will be provided by the Town's By-Law Enforcement Officer. 9. Tag monies shall be remitted along with the monthly billing to the Tillsonburg Customer Service Centre. I 0. The Town shall provide the Contractor with a supply of current year tags sold to date. The list of the tags sold shall be provided to the Contractor on a monthly basis. II. The Contractor shall record information regarding dogs running at large and proceed as necessary with further action. Information/evidence regarding dogs running at large will be provided to the Town's By-Law Enforcement Officer. The Contractor shall attend court as required. 169 12. The Contractor will keep accurate records as required by the Town and the Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA). The Contractor shall submit monthly reports to the Town by no later than the 1Oth day of the following month. The reports must include, but not be limited to: l) the date of pick-up of dog(s) and/or cat(s), 2) the name, address and telephone number of the complainant, 3) the name, address and telephone number of the owner (if animal is redeemed), 4) the tag number sold to owner, 5) the total costs associated with the redemption, 6) the number of animals picked up, 7) a description of the animal, 8) the condition of the animal, 9) the disposition of the animal (i.e. redeemed, adopted, euthanasia), 10) the total cost of the call including pick-up fee, boarding costs and euthanasia cost, ll) the number and location of traps set. 13. Patrols shall be scheduled at the request of the Town and shall not be performed on a routine basis. 14. The Contractor shall reply courteously and promptly to all inquiries to call for service, provide approximate response time to the complainant at the time the call for service is received by the Contractor, and respond to calls within one (l) hour from the initial time of notification, provide a l-800 number for the duration of this agreement, and provide a website link dedicated to the Town of Tillsonburg. 15. The Contractor shall ensure that all sick or injured animals receive immediate medical attention by a qualified veterinarian. Veterinary services must be available on a twenty- four hour basis to handle emergencies. 16. The Contractor shall keep all dogs or cats impounded for a minimum of three (3) days, holidays included. The Contractor shall attempt to contact the owner of the dog or cat impounded as quickly as possible. The Contractor is encouraged to keep the animal longer than the required three days at the Contractor's expense to promote adoptions and cost savings. 17. The Contractor shall charge the pet owner the sum of the call out fee plus the per diem boarding fee when the owner redeems the pet. These funds shall be deducted from the Town's monthly invoice. I 8. The Contractor shall advise the By-Law Officer when a second offence occurs. 19. The Contractor agrees to provide Interact, MasterCard and Visa services as well as mobile Interact, MasterCard and Visa. 20. The Town will conduct quarterly reviews of the Contractor. This review will be conducted by the Director of Development and Communication Services, the Chief Building Official and the By-law Enforcement Officer. Items that will be covered in this contract can include amongst other items, verifying level of service, response time, customer service, billing discrepancies, the adoption program and vaccinations. 21. The Contractor shall provide a comprehensive adoption program. Accurate records will be kept by the Contractor related to all adoptions of all animals. The Contractor may retain any revenue derived from an adoption of an animal. 22. All animals to be euthanized shall be dealt with in a humane way and in accordance with Provincial regulations. A certified and licensed Veterinarian will conduct all disposals. All animals diagnosed as diseased by a certified and licensed Veterinarian may be disposed of immediately. All others must be held in conformance with Provincial regulations. All records related to disposal of any animal shall be kept and available to the Town upon request. 170 23. The Contractor shall provide and maintain a pound facility and offer animal control services in accordance with all relevant legislation and regulations, including, but not limited to: The Animals for Research Act, The Pounds Act, the Board of Health, The Health Protection and Promotion Act (rabies), applicable Municipal By-laws, The Municipal Act, and any rules or regulations established by Ontario Ministry of Agriculture, Food, and Rural Affairs (OMAFRA). The facility will include an indoor and outdoor run area as well as holding cages. 24. The Contractor must operate and be licensed under the rules and regulations of The Ontario Ministry of Agriculture, Food and Rural Affairs. The Contractor should be a member in good standing of The Association of Animal Shelter Administrators of Ontario. 25. Animal control facilities should be capable of housing enough animals for periods beyond the required three day stay, in an effort to promote adoption. 26. All facilities must meet the criteria required by legislation and must be inspected on an annual basis by OMAFRA. The Contractor must show a good disease prevention program, including cleaning, quarantine, and a vaccination schedule. Any deficiencies shall be reported to the Town forthwith. 27. The facilities shall be open from 8:00a.m. to 7:00p.m., Monday to Friday and 8:00a.m. to 12:00 p.m. on Saturdays. 28. A suitable vehicle(s) will be included and provided by the Contractor. Said vehicle(s) will be clearly marked as an animal control service vehicle. All vehicles will be properly insured, maintained and equipped, and be maintained in a tidy condition. 29. The vehicle(s) used for animal control services shall be equipped with trained staff in the care, capture, confinement and handling of injured or difficult animals. The equipment in the vehicles shall include, but not be limited to, nets, cages, collars, leashes, tranquilizer guns, traps, etc. 30. The Contractor shall be responsible for all costs including fuel, operation, maintenance, licensing and insurance of all equipment and vehicles used to supply the Animal Control Service. 31. The Contactor shall provide a twenty-four hour service using either staff or an answering service (no telephone answering machine) to receive calls from the Oxford OPP or the Tillsonburg Customer Service Centre. 32. The Contractor shall provide dog and cat care services by fully trained and fully qualified staff in the animal control field. 33. The Contractor shall investigate complaints received from Municipal Staff or Oxford OPP regarding animals running at large, and respond or take action to dogs and/or cats running at large. 34. All dogs and/or cats picked up while running at large will be returned to the Animal Control Shelter; properly recorded and held for recovery by owners in accordance with By-Law 3507, or amendments thereof, and if not claimed can be sold as pets or disposed of through a proper and Licensed Veterinarian Service in a humane manner. 35. The Contractor shall furnish to the Town, upon the execution of this Agreement, a Clearance Certificate issued by the Workplace Safety & Insurance Board which waives its rights under Section 11(3), R.S.O. 1990 of the Workers' Compensation Act to hold the Municipality liable for any liability of the Contractor for assessments and levies owing to the Workplace Safety & Compensation Board. 171 36. The Contractor shall perform the services as agreed herein with regard to the Town's Health and Safety Policies and Procedures. The responsibilities of the Contractor include the following: 37. 38. 39. 40. 41. a) demonstrate the establishment and maintenance of a health and safety program with objectives and standards consistent with applicable legislation and the Town's health and safety policy and requirements; b) include health and safety provisions in your management system to reach and maintain consistently high level of health and safety; and c) ensure the workers in your employ are aware of the hazardous substances that may be in use at the workplace and wear the appropriate personal protective equipment required for the area. The Contractor shall post the animal recovery costs as set out in Schedule A attached hereto, in the Animal Control Shelter. The Contractor shall indemnify and save completely harmless the Town from and against all actions, suits, claims and demands of any kind which may be brought against or made upon the Town, and against all loss, costs, damages, injuries, or expenses which the Town may sustain, incur or become liable for arising from the negligence of the Contractor or his/her employees. This Agreement may be terminated by the Town upon sixty (60) days written notice. This Agreement shall enure and be binding upon the Parties hereto and their successors when attached to and confirmed by By-law of the Council of the Town and signing by the Contractor and shall not be assigned wi~ho~he consent of both J?arties. Jf/ t:7 HAt I I..< a /3 -rJjtJ jY/ /(_ This Agreement shall be effective from tA:e tl~te of exeeution up to and including April 30, 2015. The Town reserves the right and the Contractor agrees to allow the Town the option of renewal for a further two (2) year term with all conditions contained herein in force. IN WITNESS WHEREOF THE CORPORATE SEAL OF THE TOWN IS HEREUNTO AFFIXED AND ATTESTED BY THE PROPER SIGNING OFFICERS THEREOF. THE CONTRACTOR Hillside Kennels Animal Control Ltd. --rru ltd -= ;i!:Rukd/ Madeleine Riddell Date/Jp--~(o~_j ~L J~ /Jj Date o- THE CORPORATION OF THE TOWN OF TILLSONBURG ~~ MA YOR.d.John"'l,[;~if ~~-=-- CLERK-Donna Wilson 1'\P~ 't:s ~,3 Date &rc J :J_>jls Date 172 SCHEDULE "A" The following represents a listing of services and the respective fees in accordance with Schedule "A". i FEES- ! ! Description of Service i '-·----.,.----'~;:-;::-:o-- 1 Call Out Fee for Service-Dog or Cat i 90.00 . ·---·· i Boarding Fee Per Day · Dog ··---17.oo-·---·------~ i Boarding Fee Per Day· Cat·-----··· ' 17.00 ··-·--···---·-- ! Euthanasia & Disposal -Dog --;--:··----····-·--· i Euthanasia & Disposal -Cat i ! Patrol Fee : 60.00 : 50.00 i 65.00 ·~-=--~--------·· : Live Trap Placement ' 70.00 .. ' ·c-::-::-:--· Dead Animal Pick-Up (call out, pick-up, ! 130.00 removal and disposal) ! Court Appearance Fee i 35.00/hr '--·---- These fees do not include HST. --------------! -! 173 STAFF REPORT OPERATIONS SERVICES Report Title: Hwy 401 & 19 Interchange Improvements Report No.: OPS 15-03 Author: Kevin De Leebeeck, P.Eng., Director of Operations Meeting Type: REGULAR COUNCIL Council Date: JANUARY 26, 2015 Attachments: 1. HWY 401 & 19 APPROVED DESIGN LAYOUT 2. PROPOSED DETOUR ROUTING 3. TENTATIVE SCHEDULE RECOMMENDATION: THAT Council receive Report OPS 15-03, Hwy 401 & 19 Interchange Improvements as information. SUMMARY In 2009 the Ministry of Transportation (MTO) completed a study that identified the need for major improvements to the Highway 19 (Plank Line) underpass on Highway 401 as part of the Ministry’s ongoing review of the condition of bridges in the Province of Ontario. The review recommended that this bridge be replaced. The Preliminary Design and Class Environmental Assessment Study was initiated in 2011 by the MTO to identify a recommended plan for the replacement of the existing structure and interchange improvements at Highway 19 that will accommodate the initial (10 year) and ultimate (30 year) transportation needs. Two Public Information Centers (PICs) were held in The Town of Ingersoll on August 17, 2011 and April 17, 2012. In 2012 a Transportation Environmental Study Report (TESR) for the Highway 401 bridge replacement and interchange improvements at Highway 19 was initiated by the MTO. The TESR was completed and received environmental approval in November 2012. In March 2013 a Preliminary Design Report was completed that recommended both the Initial Stage to address the 10-year transportation needs and the Ultimate Stage to address the 30-year Transportation needs be included in the plan. The proposed design for the interchange involves the complete replacement of the Highway 401 underpass structure at Highway 19 and includes the installation of roundabouts at each of the ramp terminals, north and south of Highway 401 as shown in Attachment 1. The proposed detour route during construction is shown in Attachment 2. 174 Page 2 / 3 In September 2014, the MTO retained MMM Group Limited to undertake the detailed design and Provincial Class Environmental Assessment (Class EA) Study for the replacement of the Highway 401 underpass structure at Highway 19 and associated intersection improvements. The detailed design study began in the winter of 2014 with study completion expected by July 2015, as outlined in the Attachment 3. Subject to funding and environmental approvals, construction is scheduled to begin in 2016 and is expected to take one full construction season to complete. CONSULTATION/COMMUNICATION On December 12 2014, the Town received a letter from MMM Group Limited notifying the municipality of the Class EA Study and to seek input on the environmental (natural, socio- economic and cultural) features in the study area as well as other surrounding scheduled transportation improvements. Comments forwarded to MMM Group on January 19th 2015 are summarized below: 1. The Town requests that Tillsonburg News be added to the newspaper circulation as a means to provide information to the residents of Tillsonburg. At the present time only the Ingersoll Times and Woodstock Sentinel have been included. 2. Other transportation related improvements in the area include: a. The rehabilitation of Hwy 3 from John Pound Road westerly to Carter Road in 2015, b. The Provincial Class EA for Hwy 19 from Mt. Elgin to the Town of Tillsonburg in 2015 with construction tentatively schedule in 2016, c. The continued reconstruction of North Street east of Broadway (Hwy 19), in the Town of Tillsonburg by Oxford County with phases two and three to be completed in 2015 and 2016 respectively. As part of the Class EA study, a Design and Construction Report (DCR) will be prepared and made available for a 30-day public review period. During this time the Town will have further opportunity to review and make comment regarding the final design. Additional comments can be made by simply visiting the project website at www.highway401- hwy19andnorwichave.ca. The website will also have regular updates posted by the MMM Group Limited as the project progresses. COMMUNITY STRATEGIC PLAN IMPACT Not Applicable. FINANCIAL IMPACT/FUNDING SOURCE At this point there is no impact to the Town’s budget as a result of this MTO project. 175 Page 3 / 3 APPROVALS Author Name/Signature Kevin De Leebeeck, P.Eng. Date: Jan 20th 2015 Finance Name/Signature Darrell Eddington Date: CAO Name/Signature David Calder Date: 176 177 178 Tentative Schedule for Class EA, Group B The study schedule, which is subject to change, is illustrated below. 179 STAFF REPORT RECREATION, CULTURE & PARKS Title: OPP Cleaning Contract – New Vendor Report No.: RCP 15-04 Author: COREY HILL, RICK COX Meeting Type: COUNCIL MEETING Council/Committee Date: JANUARY 26, 2015 Attachments: • RECOMMENDATION THAT Council receive Report RCP 15-04 – OPP Cleaning Contract – New Vendor for information; and THAT Council award the contract for janitorial services at the OPP Station, 90 Concession St. E, for January 27, 2015 – December 31, 2015 to Horizon Maintenance Inc. EXECUTIVE SUMMARY On Dec, 31, 2014 the vendor contracted to provide housekeeping services at the OPP Station advised that they would no longer provide those services, effective immediately. Town staff has been carrying out the work since then, and have secured confirmation of previously tendered prices for the work in order to identify and recommend a replacement vendor. BACKGROUND In July 2014, new contracts were awarded for janitorial services at various Town facilities. The tender process was completed according to the procurement policy and eleven (11) vendors submitted bids. The work was awarded to four different vendors. There have been quality control issues with all of the vendors since they were awarded. For various reasons, the OPP Station has been one location where it has been very difficult to get the work done at the standard required by the Town on a consistent basis. This has been frustrating for the OPP, for Town staff and also for the contractor. On Dec. 31, 2014, the contractor hired to provide janitorial services at the OPP Station notified staff that that they were ceasing that service immediately. Since then, Town personnel with the required security clearances have been performing that work on a temporary basis, but the arrangement is not sustainable. Vendors previously included in the tender process were asked to provide updated pricing for the cleaning contract. The vendors who provided updated prices were Horizon Maintenance, Steam Canada, Supreme Cleaning & SQM Janitorial. In addition, staff also priced out what it would cost for the janitorial services at the OPP station to continue to be done by Town staff. To deliver the service internally RCP 15-04 - OPP Cleaning Contract – New Vendor.docx 1/2 180 for an extended period of time will require additional staff resources and is not recommended at this time. The evaluation process took into account the submitted pricing over the duration of the contract, the past performance of the contractor on work for the town, and the time it would take to secure the required security clearances and commence the work. The results of the comparison are as shown in the following table. Prices are a per-month cost for cleaning 5 days/wk: Provider 2015 2016 2017 2018 Time to Start-up Horizon Maintenance $2,250 $2,295 $2,330 $2,365 Immediate SQM $1,787 $1,966 $2,163 $2,379 3 weeks minimum Steam Canada $2,301 $2,339 $2,379 $2,418 3 weeks minimum Supreme Cleaning $2,080 $2,080 $2,080 $2,080 3 weeks minimum Since July, the time spent by Town staff to address deficiencies and perform remedial cleaning has been significant and of greater cost than the differential in the range of monthly rates. Due to the fact Horizon Maintenance is familiar with the scope of work, has a good performance record with the Town, has the required security clearances in place, and can commence the work immediately, staff recommends awarding the contract for housekeeping services at the OPP Station to Horizon Maintenance, Inc. for the period of January 27, 2015 through December 31, 2018. It is important to note that this scope of work is very sensitive and often challenging. Horizon was the incumbent contractor prior to this procurement process and the tenant was very pleased with the thoroughness and quality of their work. CONSULTATION/COMMUNICATION There has been consultation between Town staff, the Oxford OPP Detachment, the Police Services Board, and the vendors. FINANCIAL IMPACT The recommended vendor will cost the Town an additional $10,140 over the life of the contract over the cost of the lowest quoted price. However, the additional cost in 2015 for the differential in contract rate may be accommodated through close monitoring of expenditures and the proposed 2015 budget. Any anticipated budget overages will be reported to Council through quarterly reporting. COMMUNITY STRATEGIC PLAN (CSP) IMPACT None at this time. APPROVALS Director Name/Signature Rick Cox Director of Recreation, Culture & Parks DATE: January 19, 2015 Finance Name/Signature Darrell Eddington Director of Finance DATE: January 20, 2015 CAO Name/Signature DATE: RCP 15-04 - OPP Cleaning Contract – New Vendor.docx 2/2 181 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3874 A BY-LAW to Authorize an Agreement Between the Corporation of the Town of Tillsonburg and Horizon Maintenance Inc. WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to enter into a service agreement with Horizon Maintenance Inc. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1.THAT the Agreement attached hereto as “Schedule A” is hereby adopted and forms part of this by-law. 2.THAT the Mayor and Clerk be hereby authorized to execute the attached agreement marked as Schedule “A” and on behalf of the Corporation of the Town of Tillsonburg. 3.AND THAT this by-law comes into force and effect upon passing. Read a First and Second Time this 26th day or January, 2015. Read a Third and Final Time and passed this 26th day of January, 2015. _____________________________ Mayor – Stephen Molnar _____________________________ Municipal Clerk – Donna Wilson 182 Schedule "A" 183 184 185 186 187 188 189 190 191 192 193 194 195 196 197 198 199 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale LONG POINT REGION CONSERVATION AUTHORITY BOARD OF DIRECTORS MINUTES - November 5, 2014 (as approved at the Board of Directors meeting on January 14, 2015) Members in attendance: L. Bartlett, D. Beres, C. Grice, B. Chanyi, M. Columbus, R. Geysens, E. Ketchabaw, R. Sackrider and D. Travale Staff in attendance: C. Evanitski, J. Robertson, J. Maxwell, L. Minshall, B. Hodi and D. McLachlan Regrets: R. Chambers The LPRCA Chair called the meeting to order at 6:30 pm Wednesday, November 5th, 2014 in the Tillsonburg Boardroom. ADDITIONAL AGENDA ITEMS MOTION A-144/14 moved: M. Columbus seconded: R. Sackrider THAT the LPRCA Board of Directors add “Capital Plan – Dams Report” under Correspondence as item 10 (f) to the November 5th, 2014 agenda. CARRIED DISCLOSURES OF INTEREST None DEPUTATIONS: None MINUTES OF PREVIOUS MEETINGS MOTION A-145/14 moved: M. Columbus seconded: R. Sackrider THAT the minutes of the LPRCA Board of Directors Regular Meeting held October 1st, 2014 and the Special Conference Call held October 23rd,2014 be adopted as circulated. CARRIED BUSINESS ARISING a) LPRCA Board Restructuring Report The GM has contacted all member municipalities to discuss the Board restructuring proposal. Four municipalities have responded to date and all are in favour of the change to an 11-person Board. He expects to hear from the remainder by the end of November. 200 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale MOTION A–146/14 moved: M. Columbus seconded: D. Beres THAT the LPRCA Board of Directors directs staff to contact watershed municipalities regarding their respective member appointments under the new 11-Member Board Model once all confirming motions have been received. CARRIED REVIEW OF COMMITTEE MINUTES MOTION A–147/14 moved: R. Sackrider seconded: M. Columbus THAT the draft minutes from the Audit Committee meeting of October 16th, 2014 and the minutes of the Backus Museum Committee meeting of September 11th, 2014 be received as information. CARRIED No questions or comments. CORRESPONDENCE No discussion. MOTION A–148/14 moved: M. Columbus seconded: R. Sackrider THAT correspondence outlined in the Board of Directors’ Agenda of November 5th, 2014 be received as information. CARRIED DEVELOPMENT APPLICATIONS a) Staff Approved applications Staff approved 13 applications this past month: LPRCA-115/14, LPRCA-126/14, LPRCA-157/14, LPRCA-160/14, LPRCA-165/14, LPRCA-166/14, LPRCA-167/14, LPRCA-168/14, LPRCA-169/14, LPRCA-170/14, LPRCA-171/14, LPRCA-176/14 and LPRCA-177/14. B. Hodi was asked to identify the type of structure proposed through permit LPRCA-176/14 to which he replied, based on the permit application and drawings received, it is a storage shed. MOTION A–149/14 moved: D. Travale seconded: D. Beres That the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation Applications report as information. CARRIED 201 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale b) New Applications The Planning Department sought approval for two applications, one in Haldimand County and one in the Municipality of Bayham. Application LPRCA-178/14 is only a 1-year permit rather than the normal 2-year as the work is being conducted as a temporary measure until a more permanent solution is found. A second permit application will be forthcoming once the designs for the permanent structure are complete. MOTION A–150/14 moved: E. Ketchabaw seconded: R. Sackrider THAT the LPRCA Board of Directors approves the following Development Applications contained within the background section of this report: A. For Work under Section 28 Regulations, Development, Interference with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O. 1990 Reg. 178/06), LPRCA-178/14 LPRCA-179/14 B. That the designated officers of LPRCA be authorized to complete the approval process for these Development Applications, as far as it relates to LPRCA’s mandate and related Regulations. CARRIED NEW BUSINESS a) CALENDAR REVIEW The Board Members were reminded that there will not be a meeting in December as the new Board will likely not have been appointed yet. Therefore, the next Board meeting is scheduled for Wednesday, January 14, 2015. MOTION A–151/14 moved: D. Travale seconded: D. Beres THAT the LPRCA Board of Directors receives the November Calendar Review Report as information. CARRIED b) ELGIN COUNTY SHORELINE MANAGEMENT PLAN UPDATE The GM noted that the Elgin County portion of the LPRCA Shoreline Management Plan is over half way to completion. W.F. Baird & Associates submitted the winning bid of $186,133, slightly above budget. While additional funding was secured from Environment Canada for the project, there is still a small cost overrun to be shared by the various conservation authorities. It is anticipated that Norfolk County will be the next phase of the Plan followed by Haldimand County. Partner funding is currently 202 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale being sought for the remaining phases. MOTION A–152/14 moved: E. Ketchabaw seconded: D. Beres THAT the LPRCA Board of Directors approves the reallocation of $2,318.77 identified in the 2014 Capital Reserve Fund for the Shoreline Management Plan to offset the overage in the Elgin County Shoreline Management Plan. CARRIED c) SWOOP Staff noted that aerial photography is essential to LPRCA forestry and planning programs. Based on the number of participants at the last meeting, the cost should be substantially less this time around as there were fewer participants in the program 5 years ago. The province will provide the final costs once all partners have submitted their intent to participate. MOTION A–153/14 moved: D. Travale seconded: D. Beres THAT the LPRCA Board of Directors approves participation in the Southwestern Ontario Orthophotography Project (SWOOP) 2015 through a Letter of Intent to Land Information Ontario pending approval of the 2015 LPRCA Budget. CARRIED d) 2015 MEETING SCHEDULE The first Board of Directors meeting will be held Wednesday, January 14, 2015. Thereafter, the Board will meet the first Wednesday of each month except for March and July. The AGM is scheduled for Friday, February 27, 2015. MOTION A-154/14 moved: D. Travale seconded: E. Ketchabaw THAT the LPRCA Board of Directors approves the proposed 2015 meeting schedule. CARRIED e) SEASONAL STAFF APPRECIATION It has been a long-standing tradition that the LPRCA Board of Directors considers presenting staff with a turkey, ham or gift card at the holiday season. MOTION A-155/14 moved: R. Sackrider seconded: B. Chanyi THAT the LPRCA Board of Directors authorizes the purchase of a $25 gift card for staff employed this time of year. CARRIED 203 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale f) CAPITAL PLAN - DAMS Staff complete regular, routine dam inspections and, considering the age of some of the structures, had determined that it was prudent to hire an engineer to perform close-up visual inspections. From the tendering process, Riggs Engineering was hired to review six of the LPRCA structures and identified a number of items of concern. Options were presented and will be included in the 2015 draft budget. Questions were fielded by B. Hodi and the GM. MOTION A–156/14 moved: M. Columbus seconded: R. Sackrider THAT the LPRCA Board of Directors directs staff to undertake corrective actions for safety to all water control structures; AND THAT an evaluation of Hay Creek, Teeterville, Vittoria and Backus dams be undertaken to determine whether decommissioning assessments versus long-term repairs is appropriate; AND THAT plans for appropriate studies and corrective actions be identified in the 2015 Budget’s Capital Forecast. CARRIED MOTION A-157/14 moved: M. Columbus seconded: R. Sackrider That the LPRCA Board of Directors does now enter into an “In Camera” session to discuss: a matter in respect of which a Conservation Authority may hold a closed meeting under another Act CARRIED MOTION A-158/14 moved: D. Beres seconded: R. Sackrider That the LPRCA Board of Directors does now adjourn from the “In Camera” session. CARRIED The Chair adjourned the meeting at 7:20pm. _____________________________ ________________________________ Roger Geysens Dana McLachlan Chairman Administrative Assistant 204 STAFF REPORT CLERKS OFFICE Title: Police Service Board Citizen Appointment Report No.: CL 15-04 Author: DONNA WILSON Meeting Type: COUNCIL MEETING Council/Committee Date: JANUARY 26, 2015 Attachments: RECOMMENDATION THAT Council receives Report CL 15-04 – Police Services Board Citizen Appointments, as information; AND THAT Council appoints Larry Scanlan as a board member to the Tillsonburg Police Service Board. EXECUTIVE SUMMARY In November 2014, applications for the Tillsonburg Police Services Board (among other committees) were made available to the public. Board Composition: The council of the Town of Tillsonburg has a contract with the Ontario Provincial Police to provide policing services. The composition of the Board is directed by provincial statute under the Police Services Act. Generally speaking, municipalities with less than 25,000 citizens will appoint a three-member board. However, provisions in the Act allow municipalities, by resolution, to increase the Board composition from three to five. The council of the municipality has by resolution determined that the composition of the board will be five. Board members include the head of the municipal council or, if the head chooses not be a member of the board, another member of the council appointed by resolution of the council; one member of the council appointed by resolution of the council; one person appointed by resolution of the council, who is neither a member of the council nor an employee of the municipality; and two persons appointed by the Lieutenant Governor in Council. Boards elect a chair and may elect a vice-chair. 1 CAO 205 The current composition of the Board is as follows: • Mayor Molnar • Councillor Rosehart • Two Provincial Appointments which expire in 2016 • One citizen appointment vacancy Council reviewed the applications received and is recommending that Larry Scanlan be appointed to fill the current vacant position. FINANCIAL IMPACT/FUNDING SOURCE N/A AUTHOR Author Name/Signature Donna Wilson DATE: JAN 20, 2015 2 CAO 206 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3872 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1.That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to ‘R2-10’, ‘R2-11’, ‘R2-12’, ‘IN1-1’ & ‘OS1’ thezone symbol of the lands so designated ‘R2-10’, ‘R2-11’, ‘R2-12’, ‘IN1-1’ & ‘OS1’ on Schedule “A” attached hereto. 2.That Section 7.5 to By-Law Number 3295, as amended is hereby further amended by adding the following subsection at the end thereof: “7.5.10 LOCATION: GLENDALE WEST, R2-10 (Key Map 11) 7.5.10.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any R2-10 Zone use any lot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 7.5.10.1.1 EXTERIOR SIDE YARD Minimum width 4.5 m (14.7 ft) 7.5.10.1.2 LOT COVERAGE Maximum for all buildings 45% of the lot area 7.5.10.2 That all of the provisions of the R2 Zone in Section 7.2 of this By-Law, as amended, shall apply; and further, that all other provisions of this By-law, as amended, that are consistent with the provisions herein shall continue to apply mutatis mutandis.” 3.That Section 7.5 to By-Law Number 3295, as amended is hereby further amended by adding the following subsection at the end thereof: “7.5.11 LOCATION: GLENDALE WEST, R2-11 (Key Map 11) 7.5.11.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any R2-11 Zone use any lot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 207 The Corporation of the Town of Tillsonburg By-law Number 3872 Page 2 7.5.11.1.1 EXTERIOR SIDE YARD Minimum width 4.5 m (14.7 ft) 7.5.11.1.2 LOT COVERAGE Maximum for all buildings 45% of the lot area 7.5.11.1.3 REAR YARD DEPTH Minimum 6 m (19.6 ft) 7.5.11.1.4 PERMITTED PROJECTIONS INTO REQUIRED YARDS Notwithstanding Table 5.37.1- Permitted Projections into Required Yards, covered decks, patios and porches/verandas may be located within 4.5 m (14.7 ft) of a rear lot line. 7.5.11.2 That all of the provisions of the R2 Zone in Section 7.2 of this By-Law, as amended, shall apply; and further, that all other provisions of this By-law, as amended, that are consistent with the provisions herein shall continue to apply mutatis mutandis.” 4.That Section 7.5 to By-Law Number 3295, as amended is hereby further amended by adding the following subsection at the end thereof: “7.5.12 LOCATION: GLENDALE WEST, R2-12 (Key Map 11) 7.5.12.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any R2-12 Zone use any lot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 7.5.12.1.1 EXTERIOR SIDE YARD Minimum width 4.5 m (14.7 ft) 7.5.12.1.2 LOT COVERAGE Maximum for all buildings 45% of the lot area 7.5.12.1.4 PERMITTED PROJECTIONS INTO REQUIRED YARDS Notwithstanding Table 5.37.1- Permitted Projections into Required Yards, covered decks, patios and porches/verandas may be located within 4.5 m (14.7 ft) of a rear lot line. 7.5.12.1.5 LOT DEPTH Minimum 27 m (88.5 ft) 208 The Corporation of the Town of Tillsonburg By-law Number 3872 Page 3 7.5.12.2 That all of the provisions of the R2 Zone in Section 7.2 of this By-Law, as amended, shall apply; and further, that all other provisions of this By-law, as amended, that are consistent with the provisions herein shall continue to apply mutatis mutandis.” 5.That Section 19.3 to By-Law Number 3295, as amended is hereby further amended by adding the following subsection at the end thereof: “19.3.1 LOCATION: GLENDALE WEST, WEST SIDE OF QUARTER TOWN LINE ROAD, IN1-1 (Key Map 11) 19.3.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any IN1-1 Zone use any lot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 19.3.1.1 PROVISIONS FOR A PLACE OF WORSHIP Notwithstanding Table 19.1, there shall be no maximum gross floor area for a place of worship within an IN1-1 Zone. 19.3.2 That all of the provisions of the IN1 Zone in Section 19.2 of this By- Law, as amended, shall apply; and further, that all other provisions of this By-law, as amended, that are consistent with the provisions herein shall continue to apply mutatis mutandis.” 6.This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ a first and second time this 26th day of January, 2015. READ a third time and finally passed this 26th day of January, 2015. Mayor Clerk 209 N36°49'15"W6.29 NORTH - W E S T L I M I T O F R E F E R E N C E P L A N 4 1 R 4 7 9 7 29.73 GLENDALE DR N1 1 ° 2 5 ' 4 0 " W 2 4 4 . 5 2 N1 1 ° 2 6 ' 0 0 " W 4 5 6 . 5 3 N76°24'30"E 149.88 N85°38'10"E10.559 N43°16 ' 0 0 " E 36.13 N34°29'15"E18.64 N34° 3 0 ' 2 5 " W 21.4 6 N61°01'32"E22.57 N68°09'35"E 34.69 23.97N21°54'15"W Q U A R T E R T O W N L I N E L Y N D A L E R D SCHEDULE "A" PT LOT 8, CONCESSION 11 (DEREHAM)PT 4, REF. PLAN 41R6678 AND PT 1, REF. PLAN 41R6637 TOWN OF TILLSONBURG AREA OF ZONE CHANGE TO IN1-1 NOTES: ALL DIMENSIONS IN METRESTHIS BY-LAW IS INTENDED TO ENCOMPASSALL OF DRAFT PLAN OF SUBDIVISION SB14-03-7 THIS IS SCHEDULE "A" MAYOR CLERK TO BY-LAW No. ________________, PASSED THE __________ DAY OF ____________, 2015 25 0 25 50 7512.5 METRES TO BY-LAW No.© AREA OF ZONE CHANGE TO R2-12 AREA OF ZONE CHANGE TO R2-11 AREA OF ZONE CHANGE TO R2-10 AREA OF ZONE CHANGE TO OS1OS1 R2-10 R2-11 R2-12 IN1-1 OS1 R2-10 R2-10 R2-11 R2-11 R2-11 R2-12 IN1-1 38723872 3872 210 ZN 7-14-08 TOWN OF TILLSONBURG BY-LAW NUMBER 3872 EXPLANATORY NOTE The purpose of By-Law Number 3872 is to rezone the subject property from ‘Minor Institutional Zone (IN1)’ & ‘Future Development Zone (FD)’ to ‘Special Low Density Residential Type 2 Zone (R2-10)’, ‘Special Low Density Residential Type 2 Zone (R2- 11)’, ‘Special Low Density Residential Type 2 Zone (R2-12)’, “Special Minor Institutional Zone (IN1-1)’, & ‘Passive Open Space Zone (OS1)’ to facilitate the development of a residential draft plan of subdivision consisting of 72 lots and a block for a place of worship. Special provisions have been requested to permit an increased maximum lot coverage of 45% in lieu of the maximum 40%, and a reduced exterior side yard width of 4.5 m (14.8 ft) in lieu of the required 6.0 m (19.7 ft), and for some lots within the plan, provisions are being sought for a reduced rear yard depth of 6.0 m (19.7 ft) in lieu of the required 7.5 m (24.6 ft) and reduced lot depth of 27 m (88.58 ft) in lieu of the required 30 m (98.4 ft) . Special provisions are also being sought to eliminate the maximum gross floor area for a place of worship, which is currently 650 m2 (7000 ft2) of gross floor area. The subject lands are two properties described as Part Lot 8 & N. Part Lot 8, Concession 11 (Dereham), Town of Tillsonburg. The lands are located on the west side of Quarter Town Line Road, south of the Tillsonburg Soccer Club Access Road, in the Town of Tillsonburg. The Municipal Council, after conducting the public hearing necessary to consider any comments to the proposed zone change application, approved By-Law Number 3872. The public hearing was held on December 8, 2014. Any person wishing further information relative to Zoning By-Law Number 3872 may contact the undersigned: Ms. Donna Wilson Clerk Town of Tillsonburg 200 Broadway, 2nd Floor Town Centre Mall Tillsonburg, ON N4G 5A7 Telephone: 842-9200 File: ZN 7-14-08 (Performance Communities Realty Inc.) Report No: 2014-267 211 NORTH ST E FAIRWAYHILLSBLVD BEECH BLVD B R O A D W A Y O W LD R G L E N D A L E D R NORTH ST W W O O D C O C K D R WO O D L A N D CR E S BROOKSIDE LANE WINONADR A N D O V E R A V E JAMES AVE LY N D A L E R D C R A I G ST PA R K DR GIBS O N D R MOO S E ST GREENEA G L E DR BELMONT AVE WILLIAM ST BROWNSVILLE RD QU A R T E R T O W N L I N E GLENRIDGE RD A L L E N S T WIND E M E R E A V E F E R N W O O D D R PARK PL CA M D O N C R T BR A D AV E A D A M S A V E VA N C E DR H U N T E R C R E S KEY MAP LANDS TO WHICH BYLAW 3872 APPLIES © 50 0 50 100 150 200 250 300 35025 METRES TO W N H I P O F S O U T H - W E S T O X F O R D 212 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3873 A BY-LAW TO AUTHORIZE AN AGREEMENT FOR THE PROVISION OF POLICE SERVICES BETWEEN THE CORPORATION OF THE TOWN OF TILLSONBURG AND HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO AS REPRESENTED BY THE MINISTER OF COMMUNITY SAFETY AND CORRECTIONAL SERVICES. WHEREAS Section 5 of the Police Services Act, R.S.O. 1990, Chapter. P/ 15, as amended, provides that a Municipality may discharge its responsibility for providing police services by entering into an Agreement with the Minister of Community Safety and Correctional Services of Ontario pursuant to Section 10 of the Police Services Act. AND WHEREAS the Corporation of the Town of Tillsonburg wishes to enter into an agreement with The Minister of Community Safety and Correctional Services of Ontario to provide for policing services for the Town of Tillsonburg. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. The Municipality does hereby authorize an agreement, substantially in the form annexed hereto as Schedule “A” (the “Agreement”), with the Minister of Community Safety and Correctional Services of Ontario for the provision of policing services by the Ontario Provincial Police. 2. THAT the Mayor and Clerk be hereby authorized to execute the Agreement and any other documents necessary to give effect to the Agreement on behalf of the Corporation of the Town of Tillsonburg. 3. This By-Law is passed pursuant to The Police Services Act, R.S.O. 1990, Chapter P. 15 and amendments thereto and shall come into effect upon enactment. READ A FIRST AND SECOND TIME THIS 26th day of January, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 26th day of January, 2015. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson 213 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3874 A BY-LAW to Authorize an Agreement Between the Corporation of the Town of Tillsonburg and Horizon Maintenance Inc. WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to enter into a service agreement with Horizon Maintenance Inc. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1.THAT the Agreement attached hereto as “Schedule A” is hereby adopted and forms part of this by-law. 2.THAT the Mayor and Clerk be hereby authorized to execute the attached agreement marked as Schedule “A” and on behalf of the Corporation of the Town of Tillsonburg. 3.AND THAT this by-law comes into force and effect upon passing. Read a First and Second Time this 26th day or January, 2015. Read a Third and Final Time and passed this 26th day of January, 2015. _____________________________ Mayor – Stephen Molnar _____________________________ Municipal Clerk – Donna Wilson 214 Schedule "A" 215 216 217 218 219 220 221 222 223 224 225 226 227 228 229 230 231 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3875 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 26th 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 26, 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 26TH DAY OF JANUARY, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 26TH DAY OF JANUARY, 2015. ________________________________ Mayor – Stephen Molnar ________________________________ Municipal Clerk – Donna Wilson 232 = 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 Bunn, Deputy Clerk 1. Call to Order The meeting was called to order at 5:00 p.m. 2. Closed Session Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council move into Closed Session to consider: 1. personal matters about an identifiable individual, including municipal or local board employees (Committee Appointment Review). Carried. At 6:05 p.m. Council rose from the Closed meeting session and recessed until 6:10 p.m. 3. Adoption of Agenda Moved By: Councillor Hayes Seconded By: Councillor Rosehart The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, January 26, 2015 5:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES January 26, 2015 Council Meeting – Minutes - 2 - THAT the Agenda as prepared for the Council meeting of January 26, 2015, be adopted. Carried. 4. Moment of Silence 5. Disclosures of Pecuniary Interest and the General Nature Thereof Councillor Adam disclosed a pecuniary interest with respect to item 11.1.1 Community Transportation Pilot Grant Program, as he is an employee. There were no other disclosures of pecuniary interest. 6. Adoption of Council Minutes of Previous Meeting 6.1. Minutes of the Meeting of January 12, 2015 January 12, 2015 - Council Minutes Councillor Adam identified the incorrect spelling of “Broadcasting” with respect to the “Canadian Broadcasting Corporation” within the minutes. The Clerk will make the change. Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT the Minutes of the Council Meeting of January 12, 2015, be approved. Carried. 7. Delegations and Presentations 7.1. Request to Amend By-Law 3701 - Len and Diane Ladoucer By-Law 3701 Amendment Request Len Ladoucer was in attendance requesting Council to re-enact the winter parking restriction on the north side of Washington Grand Ave, from Valley View West (approximately 75 meters). The Director of Operations will be conducting a compressive review of on-street parking, and will report back to Council in February or March of 2015. Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receive the material from Len Laducer as information; January 26, 2015 Council Meeting – Minutes - 3 - AND THAT Staff be directed to prepare a report at the Council Meeting of February 9, 2015. Carried. 7.2. Tillsonburg Family Day 2015 - Brent Shepherd, Co-Lead, Family Day Organizing Committee Council Delegation Request CDR 15-02 Brent Shepherd was in attendance to share with Council an overview of the 2015 Tillsonburg Family Day events at the Tillsonburg Community Centre. The festivities will take place on Family Day, February 16, 2015. 8. Public Meetings 8.1. Application for Draft Plan of Subdivision SB 14-06-7 (2340764 Ontario Inc.) Report SB 14-06-7 Eric Gilbert, Development Planner, appeared before Council and presented the Application for Draft Plan of Subdivision SB 14-06-7. Opportunity was given for comments and questions. Jeff Wettlawfer spoke in favour of the applications. No one appeared in opposition of the application. Council passed the following resolution: Moved By: Councillor Esseltine Seconded By: Councillor Stephenson That the Council of the Town of Tillsonburg advise County Council that the Town supports the application for draft plan of subdivision, File No. SB 14-06-7, as submitted by 2340764 Ontario Inc, prepared by Kim Husted Surveying Limited, for lands described as Part Lot 270, Plan 500, Town of Tillsonburg, showing 21 lots for single detached dwellings, subject to the conditions outline in Report No: CASPO2015-26 being met prior to final approval of the plan for registration. Carried. January 26, 2015 Council Meeting – Minutes - 4 - 9. Information Items 9.1. OPP Billing Model Passed by City of Pembroke 10. Mayor 10.1. Report MYR 15-01 County Council Update Report MYR 15-01 Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receives report MYR 15-01 as information. Carried. 11. Reports from Departments 11.1. Chief Administrative Officer 11.1.1. Community Transportation Pilot Grant Program Report CAO 15-04 Community Transportation Pilot Grant Program Community Transportation Pilot Grant Program Application Appendix Two Pilot Budget and Workplan Appendix Three Transportation in Tillsonburg Getting there A study of transportation needs in Tillsonburg ON Support Letters for Transportation Pilot Grant Program A discussion took place regarding the sustainability of the transit program. Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine That Council receives report CAO 15-04, Community Transportation Pilot Grant Program; And That Tillsonburg Town Council authorizes the submission to the Ministry of Transportation of a Community Transportation Pilot Grant Program Application, including letters of support, Associated Budget and Workplan and Transportation in Tillsonburg: Getting There “A Study of Transportation Needs in Tillsonburg, Ontario as prepared by Social Planning Council Oxford; And That Council authorizes the CAO to sign the completed application form. January 26, 2015 Council Meeting – Minutes - 5 - Carried. 11.1.2. Agreement for the Provision of Police Services (OPP) Agreement for the Provision of Police Services (OPP) Report Fin 14-40 2015 Municipal Policing Costs By-law 3873 to Authorize an Agreement Tillsonburg Police Contract 2015-209 Correspondence - 2015 Contract Policing Proposal with the O.P.P and the Town of Tillsonburg Police Services Board Resolution Moved By: Councillor Adam Seconded By: Deputy Mayor Beres That report CAO 15-05, Agreement for the provision of Police Services (OPP) be received for information; And That the Mayor and Clerk be authorized by By-law 3873 to execute the Agreement for the provision of police services (OPP) between the Minister of Community Safety and Correctional Services and the Corporation of the Town of Tillsonburg. Carried. 11.2. Clerk’s Office 11.2.1. CL 15-05 Tillsonburg Hydro Inc. - Board of Director Appointment CL 15-05 THI Board of Directors Appointment A discussion took place regarding the Board’s composition. Councillor Hayes introduced an amended motion Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the Council of the Town of Tillsonburg, being the sole shareholder of Tillsonburg Hydro Incorporation, fill the two vacancies on the Tillsonburg Hydro Board by February 17, 2015; January 26, 2015 Council Meeting – Minutes - 6 - AND THAT those positions be filled by non-elected individuals with skill sets such as HR, Legal, Corporate Governance experience, or industry knowledge; AND THAT an ad be placed in the Focus on Tillsonburg section of the Tillsonburg News in that regard. A recorded vote as requested by Councillor Hayes: NAME VOTE IN FAVOUR VOTE AGAINST Councillor Hayes x Mayor Molnar x Councillor Rosehart x Councillor Stephenson x Councillor Adam x Deputy Mayor Beres x Councillor Esseltine x The recorded vote reflects the vote is five in favour of the Motion and two against the Motion. Carried. 12. Resolutions Resulting from Closed Session 12.1. CL 15-04 Police Service Board Appointment CL 15-04 PSB Appointment Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives Report CL 15-04 – Police Services Board Citizen Appointments, as information; AND THAT Council appoints Larry Scanlan as a board member to the Tillsonburg Police Service Board. January 26, 2015 Council Meeting – Minutes - 7 - Carried. 13. Reports from Departments 13.1. Development and Communication Services 13.1.1. DCS 15-02 Animal Control Subcontractor Agreement DCS 15-02 Animal Control Subcontractor Agreement Amended Schedule A to Hillside Kennels Animal Control Agreement Hillside Kennels Animal Control Agreement Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives report DCS 15-02 Animal Control Subcontractor Agreement; AND THAT Schedule A to the agreement shall be amended as set out in the attached schedule; AND THAT Council extend the contract for the provision of Animal Control Services with Hillside Kennels for an additional two (2) year term to April 30, 2017. Carried. 13.2. Operations 13.2.1. OPS 15-03 Hwy 401 & 19 Interchange Improvements OPS 15-03 Hwy 401 & 19 Interchange Improvements OPS 15-03 Attachment 1 - Hwy 401 & 19 Approved Design Layout OPS 15-03 Attachment 2 - Proposed Detour Routing OPS 15-03 Attachment 3 - Tentative Schedule The Director of Operations informed Council that there will be open communication between industry and the general public as the program advances. Moved By: Councillor Rosehart Seconded By: Councillor Hayes January 26, 2015 Council Meeting – Minutes - 8 - THAT Council receive Report OPS 15-03, Hwy 401 & 19 Interchange Improvements as information. Carried. 13.3. Recreation, Culture & Park Services 13.3.1. RCP 15-04 – OPP Cleaning Contract – New Vendor RCP 15-04 - OPP Cleaning Contract - New Vendor By-Law 3874 with Schedule "A" Agreement Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive Report RCP 15-04 – OPP Cleaning Contract – New Vendor for information; and THAT Council award the contract for janitorial services at the OPP Station, 90 Concession St. E, for January 27, 2015 – December 31, 2018 to Horizon Maintenance Inc. AND THAT a By-Law be brought forward for Council consideration to enter into an agreement with Horizon Maintenance Inc. Carried. 14. Committee Minutes & Reports 14.1. Long Point Regional Conservation Authority Board of Directors Minutes Minutes - November 5, 2014 15. By-Laws By-Laws from the Meeting of January 26, 2015 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam By-Law 3872, being a By-Law to Amend Zoning By-Law No. 3295, to implement Council approval-in-principle of Zone Change Application ZN 7-14-08 (Performance Communities Realty Inc.), and By-Law 3873, to Authorize an Agreement for the Provision of Police Services (OPP), and By-Law 3874, to Authorize an Agreement Between the Corporation of the Town of Tillsonburg and Horizon Maintenance Inc., and January 26, 2015 Council Meeting – Minutes - 9 - By-law 3875, to confirm the proceedings of Council at its meetings held on the 26th day of January, 2015, be read for a first and second time and this constitutes the first and second reading thereof. Carried. Moved By: Deputy Mayor Beres Seconded By: Councillor Adam By-Law 3872, being a By-Law to Amend Zoning By-Law No. 3295, to implement Council approval-in-principle of Zone Change Application ZN 7-14-08 (Performance Communities Realty Inc.), and By-Law 3873, to Authorize an Agreement for the Provision of Police Services (OPP), and By-Law 3874, to Authorize an Agreement Between the Corporation of the Town of Tillsonburg and Horizon Maintenance Inc., and By-law 3875, to confirm the proceedings of Council at its meetings held on the 26th day of January, be given third and final reading and the Mayor and the Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. Carried. 16. Items of Public Interest 17. Adjournment Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT the Council Meeting of January 26, 2015 be adjourned at 8:48 p.m. Carried. Table of Contents Agenda 3 January 12, 2015 Minutes January 12, 2015 - Council Minutes 9 Tillsonburg Family Day 2015 - Brent Shepherd, Co-Lead, Family Day Organizing Committee Council Delegation Request CDR 15-02 21 Request to Amend By-Law 3701 - Len and Diane Ladoucer By-Law 3701 Amendment Request 24 Application for Draft Plan of Subdivision SB 14-06-7 (2340764 Ontario Inc.) Report SB 14-06-7 26 OPP Billing Model Passed by City of Pembroke OPP Billing Model Passed by City of Pembroke 37 Report MYR 15-01 County Council Update Report MYR 15-01 39 Agreement for the Provision of Police Services (OPP) Agreement for the Provision of Police Services (OPP)41 Report Fin 14-40 2015 Municipal Policing Costs 43 By-law 3873 to Authorize an Agreement 45 Tillsonburg Police Contract 2015-209 46 Correspondance - 2015 Contract Policing Proposal with the O.P.P and the Town of Tillsonburg 67 Police Services Board Resolution 68 Community Transportation Pilot Grant Program Report CAO 15-04 Community Transportation Pilot Grant Program 69 Community Transportation Pilot Grant Program Application 73 Appendix Two Pilot Budget and Workplan 94 Appendix Three Transportation in Tillsonburg Getting there A study of transportation needs in Tillsonburg ON 103 Support Letters for Transportation Pilot Grant Program 146 CL 15-05 Tillsonburg Hydro Inc. - Board of Director Appointment CL 15-05 THI Board of Directors Appointment 163 DCS 15-02 Animal Control Subcontractor Agreement DCS 15-02 Animal Control Subcontractor Agreement 165 Amended Schedule A to Hillside Kennels Animal Control Agreement 168 Hillside Kennels Animal Control Agreement 169 OPS 15-03 Hwy 401 & 19 Interchange Improvements OPS 15-03 Hwy 401 & 19 Interchange Improvements 174 OPS 15-03 Attachment 1 - Hwy 401 & 19 Approved Design Layout 177 OPS 15-03 Attachment 2 - Proposed Detour Routing 178 1 OPS 15-03 Attachment 3 - Tentative Schedule 179 RCP 15-04 – OPP Cleaning Contract – New Vendor RCP 15-04 - OPP Cleaning Contract - New Vendor 180 By-Law 3874 with Scheudle "A" Agreement 182 Long Point Regional Conservation Authority Board of Directors Minutes Minutes - November 5, 2014 200 CL 15-04 Police Service Board Appointment CL 15-04 PSB Appointment 205 By-law 3872, being a By-Law to Amend Zoning By-Law No. 3295, to implement Council approval-in-principle of Zone Change Application ZN 7-14-08 (Performance Communities Realty Inc.) By-Law 3872 207 By-Law 3873, to Authorize an Agreement for the Provision of Police Services (OPP) By-Law 3873, to Authorize an Agreement for the Provision of Police Services (OPP)213 By-Law 3874, to Authorize an Agreement Between the Corporation of the Town of By-Law 3874, to Authorize an Agreement Between the Corporation of the Town of 214 Confirming By-Law Confirming By-law 3875 232 2 = 1.Call to Order 2.Closed Session Proposed Resolution #1 THAT Council move into Closed Session to consider: 1.personal matters about an identifiable individual, including municipal or local board employees (Committee Appointment Review). 3.Adoption of Agenda Proposed Resolution #2 THAT the Agenda as prepared for the Council meeting of January 26, 2015, be adopted. 4.Moment of Silence 5.Disclosures of Pecuniary Interest and the General Nature Thereof 6.Adoption of Council Minutes of Previous Meeting 6.1. Minutes of the Meeting of January 12, 2015 January 12, 2015 - Council Minutes Proposed Resolution #3 THAT the Minutes of the Council Meeting of January 12, 2015, be approved. 7.Delegations and Presentations 7.1. Request to Amend By-Law 3701 - Len and Diane Ladoucer By-Law 3701 Amendment Request The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, January 26, 2015 6:00 PM Council Chambers 200 Broadway, 2nd Floor AGENDA 3 V1 January 26, 2015 Council Meeting – Agenda - 2 - 7.2. Tillsonburg Family Day 2015 - Brent Shepherd, Co-Lead, Family Day Organizing Committee Council Delegation Request CDR 15-02 8. Public Meetings 8.1. Application for Draft Plan of Subdivision SB 14-06-7 (2340764 Ontario Inc.) Report SB 14-06-7 Proposed Resolution #4 That the Council of the Town of Tillsonburg advise County Council that the Town supports the application for draft plan of subdivision, File No. SB 14-06-7, as submitted by 2340764 Ontario Inc, prepared by Kim Husted Surveying Limited, for lands described as Part Lot 270, Plan 500, Town of Tillsonburg, showing 21 lots for single detached dwellings, subject to the conditions outline in Report No: CASPO2015-26 being met prior to final approval of the plan for registration. 9. Planning Applications 10. Information Items 10.1. OPP Billing Model Passed by City of Pembroke 11. Mayor 11.1. Report MYR 15-01 County Council Update Report MYR 15-01 Proposed Resolution #5 THAT Council receives report MYR 15-01 as information. 12. Reports from Departments 12.1. Chief Administrative Officer 12.1.1. Community Transportation Pilot Grant Program Report CAO 15-04 Community Transportation Pilot Grant Program Community Transportation Pilot Grant Program Application Appendix Two Pilot Budget and Workplan Appendix Three Transportation in Tillsonburg Getting there A study of transportation needs in Tillsonburg ON Support Letters for Transportation Pilot Grant Program 4 January 26, 2015 Council Meeting – Agenda - 3 - Proposed Resolution #6 That Council receives report CAO 15-04, Community Transportation Pilot Grant Program; And That Tillsonburg Town Council authorizes the submission to the Ministry of Transportation of a Community Transportation Pilot Grant Program Application, including letters of support, Associated Budget and Workplan and Transportation in Tillsonburg: Getting There “A Study of Transportation Needs in Tillsonburg, Ontario as prepared by Social Planning Council Oxford; And That Council authorizes the CAO to sign the completed application form. 12.1.2. Agreement for the Provision of Police Services (OPP) Agreement for the Provision of Police Services (OPP) Report Fin 14-40 2015 Municipal Policing Costs By-law 3873 to Authorize an Agreement Tillsonburg Police Contract 2015-209 Correspondence - 2015 Contract Policing Proposal with the O.P.P and the Town of Tillsonburg Police Services Board Resolution Proposed Resolution #7 That report CAO 15-05, Agreement for the provision of Police Services (OPP) be received for information; And That the Mayor and Clerk be authorized by By-law 3873 to execute the Agreement for the provision of police services (OPP) between the Minister of Community Safety and Correctional Services and the Corporation of the Town of Tillsonburg. 12.2. Clerk’s Office 12.2.1. CL 15-05 Tillsonburg Hydro Inc. - Board of Director Appointment 5 CL 15-05 THI Board of Directors Appointment Delegration Request: Phil Esseltine, Chair Tillsonburg Hydro Inc. January 26, 2015 Council Meeting – Agenda - 4 - Proposed Resolution #8 THAT the Council of the Town of Tillsonburg, being the sole shareholder of Tillsonburg Hydro Incorporation, fill the two vacancies on the Tillsonburg Hydro Board by February 17, 2015; AND THAT those positions be filled by skill sets such as HR, Legal, Corporate Governance experience, or industry knowledge; AND THAT an ad be placed in the Focus on Tillsonburg section of the Tillsonburg News in that regard. 12.3. Development and Communication Services 12.3.1. DCS 15-02 Animal Control Subcontractor Agreement DCS 15-02 Animal Control Subcontractor Agreement Amended Schedule A to Hillside Kennels Animal Control Agreement Hillside Kennels Animal Control Agreement Proposed Resolution #9 THAT Council receives report DCS 15-02 Animal Control Subcontractor Agreement; AND THAT Schedule A to the agreement shall be amended as set out in the attached schedule; AND THAT Council extend the contract for the provision of Animal Control Services with Hillside Kennels for an additional two (2) year term to April 30, 2017. 12.4. Operations 12.4.1. OPS 15-03 Hwy 401 & 19 Interchange Improvements OPS 15-03 Hwy 401 & 19 Interchange Improvements OPS 15-03 Attachment 1 - Hwy 401 & 19 Approved Design Layout OPS 15-03 Attachment 2 - Proposed Detour Routing OPS 15-03 Attachment 3 - Tentative Schedule 6 January 26, 2015 Council Meeting – Agenda - 5 - Proposed Resolution #10 THAT Council receive Report OPS 15-03, Hwy 401 & 19 Interchange Improvements as information. 12.5. Recreation, Culture & Park Services 12.5.1. RCP 15-04 – OPP Cleaning Contract – New Vendor RCP 15-04 - OPP Cleaning Contract - New Vendor By-Law 3874 with Schedule "A" Agreement Proposed Resolution #11 THAT Council receive Report RCP 15-04 – OPP Cleaning Contract – New Vendor for information; and THAT Council award the contract for janitorial services at the OPP Station, 90 Concession St. E, for January 27, 2015 – December 31, 2015 to Horizon Maintenance Inc. AND THAT a By-Law be brought forward for Council consideration to enter into an agreement with Horizon Maintenance Inc. 13. Committee Minutes & Reports 13.1. Long Point Regional Conservation Authority Board of Directors Minutes Minutes - November 5, 2014 14. Notice of Motions 15. Resolutions Resulting from Closed Session 15.1. CL 15-04 Police Service Board Appointment CL 15-04 PSB Appointment Proposed Resolution #12 THAT Council receives Report CL 15-04 – Police Services Board Citizen Appointments, as information; AND THAT Council appoints Larry Scanlan as a board member to the Tillsonburg Police Service Board. 7 January 26, 2015 Council Meeting – Agenda - 6 - 16. By-Laws By-Laws from the Meeting of January 26, 2015 Proposed Resolution #13 By-Law 3872, being a By-Law to Amend Zoning By-Law No. 3295, to implement Council approval-in-principle of Zone Change Application ZN 7-14-08 (Performance Communities Realty Inc.), and By-Law 3873, to Authorize an Agreement for the Provision of Police Services (OPP), and By-Law 3874, to Authorize an Agreement Between the Corporation of the Town of Tillsonburg and Horizon Maintenance Inc., and By-law 3875, to confirm the proceedings of Council at its meetings held on the 26th day of January, 2015, be read for a first and second time and this constitutes the first and second reading thereof. Proposed Resolution #14 By-Law 3872, being a By-Law to Amend Zoning By-Law No. 3295, to implement Council approval-in-principle of Zone Change Application ZN 7-14-08 (Performance Communities Realty Inc.), and By-Law 3873, to Authorize an Agreement for the Provision of Police Services (OPP), and By-Law 3874, to Authorize an Agreement Between the Corporation of the Town of Tillsonburg and Horizon Maintenance Inc., and By-law 3875, to confirm the proceedings of Council at its meetings held on the 26th day of January, be given third and final reading and the Mayor and the Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto 17. Items of Public Interest 18. Adjournment Proposed Resolution #15 THAT the Council Meeting of January 26, 2015 be adjourned at ______ p.m. 8 = 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 Bunn, Deputy Clerk 1. Call to Order The meeting was called to order at 4:30 p.m. 2. Adoption of Agenda Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Agenda as prepared for the Council meeting of January 12, 2015, be adopted. Carried. 3. Closed Session Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council move into Closed Session to consider: The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, January 12, 2015 6:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES 9 Council Meeting – Agenda - 2 - 1. Personal matters about an identifiable individual, including municipal or local board employees. 2. A proposed or pending acquisition or disposition of land by the municipality or local board (Broadway). Carried. At 5:43 p.m. Council rose from the Closed meeting session and recessed until 6:00 p.m. 4. Moment of Silence 5. Introductions 5.1. Parks and Facilities Manager, Corey Hill The Director of Recreation, Culture and Parks introduced Corey Hill, Parks and Facilities Manager. 6. Disclosures of Pecuniary Interest and the General Nature Thereof Councillor Adam disclosed a pecuniary interest with respect to item 8.1 Tillsonburg Transportation Steering Committee, as it relates to a possible employment opportunity. 7. Adoption of Council Minutes of Previous Meeting 7.1. Minutes of the Meeting of December 8, 2014 December 8, 2014 - Council Minutes Moved By: Councillor Hayes Seconded By: Councillor Adam THAT the Minutes of the Council Meeting of December 8, 2014, be approved. Carried. 8. Delegations and Presentations 8.1. Tillsonburg Transportation Steering Committee Presented By: John Verbakel Council Delegation 15-01 Tillsonburg Transportation Steering Committee Supporting Documentation Mr. Verbakel was in attendance to share with Council the Tillsonburg Transportation Steering Committee’s application for a provincial transportation grant. 10 Council Meeting – Agenda - 3 - Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the CAO be directed to report back to Council at the January 26, 2015 meeting, on the Community Transportation Pilot Grant Program. Carried. 8.2. Glendale West Report OP 14-06-07, SB 14-03-7 and ZN 7-14-08 Presented By: Mr. Will Hayhoe Mr. Hayhoe spoke to Report OP 14-06-07, SB 14-03-7 and ZN 7-14-08. Mr. Hayhoe pointed to economic growth as a factor of consideration for Council. Council moved to address Unfinished Business items 9.1 CAO MEMO and 9.2 Application for Official Plan Amendment, Draft Plan of Subdivision and Zone Change OP 14-06-07, SB 14-03-7 and ZN 7-14-08 (Glendale West Subdivision) 9. Unfinished Business 9.1. CAO MEMO Town Owned Lands/Soccer Club Fencing Re: Agenda Item - Application for Official Plan Amendment, Draft of Plan of Subdivision and Zone Change - OP 14- 06-07 9.2. Application for Official Plan Amendment, Draft Plan of Subdivision and Zone Change OP 14-06-07, SB 14-03-7 and ZN 7-14-08 (Glendale West Subdivision) Report OP 14-06-07, SB 14-03-7 and ZN 7-14-08 Land Maps and Citizen Letters Moved By: Councillor Adam Seconded By: Councillor Hayes THAT Council approve in principle the zone change application, File No. ZN 7- 14-08, as submitted by Performance Communities Realty Inc., for lands described as Part 1 of Reference Plan 41R-6637 and Part 4 of Reference Plan 41R-6678, being Part Lot 8, Concession 11, (Dereham), in the Town of Tillsonburg, to rezone the subject lands from ‘Minor Institutional Zone (IN1)’ and 11 Council Meeting – Agenda - 4 - ‘Future Development Zone (FD)’ to ‘Special Low Density Residential Type 2 Zone (R2-sp)’, ‘Passive Open Space Zone (OS1)’ and ‘Special Minor Institutional Zone (IN1-sp)’ to facilitate the development of a residential draft plan of subdivision and place of worship; AND THAT, Council advise the County Council that the Town supports the application for Official Plan Amendment, File No. OP 14-06-7, as submitted by Performance Communities Realty Inc., for lands described as Part 1 of Reference Plan 41R-6637 and Part 4 of Reference Plan 41R-6678, being Part Lot 8, Concession 11, (Dereham), Town of Tillsonburg to redesignate the subject lands from High Density Residential to Low Density Residential to facilitate the development of a residential draft plan of subdivision and place of worship; AND THAT, Council advise the County Council that the Town supports the application for draft plan of subdivision, File No. SB 14-03-7, as submitted by Performance Communities Realty Inc., prepared by Cyril J. Demeyere Consulting Engineers, for lands described as Part 1 of Reference Plan 41R-6637 and Part 4 of Reference Plan 41R-6678, being Part Lot 8, Concession 11, (Dereham), Town of Tillsonburg, showing 72 lots for single detached dwellings, three stormwater management blocks, a municipal servicing block, place of worship block, and three new local streets, subject to the conditions, as outlined in Report No: CASPO 2014-267, being met prior to final approval of the plan for registration. Carried. 10. Public Meetings Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council moves into Committee of Adjustment to consider matters pertaining to a pending application. Carried. 10.1. Minor Variance Application A-11-14 (135 Allen Street) Report A-11-14 12 Council Meeting – Agenda - 5 - The Development Planner gave an overview of the application. The Applicant was in attendance and had no further comments with respect to the application. Moved By: Councillor Adam Seconded By: Deputy Mayor Beres That the Town of Tillsonburg Committee of Adjustment approve Application File A-11/14, submitted by Henry Dalm, for lands described as Part Lot 20 & Lot 23, Plan 41M-218, Town of Tillsonburg, as it relates to: 1. Relief from Section 5.1, Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to increase the maximum permitted height of an accessory building from 3.7 m (12.1 ft) to 4.2 m (13.8 ft) to facilitate the construction of a detached accessory building on the subject lands. Subject to the following condition: i. A building permit for the accessory building shall be issued within one year of the date of the Committee's decision. Carried. Moved By: Councillor Adam Seconded By: Councillor Stephenson THAT Council moves from Committee of Adjustment back into the January 12, 2015 Regular Council Meeting. Carried. 11. Planning Applications 11.1. Application for Zone Change ZN 7-14-12 - Removal of Holding Provision Report ZN 7-14-12 By-Law 3866 Schedule A Key Map ZN 7-14-12 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam 13 Council Meeting – Agenda - 6 - THAT Council approve the zone change application submitted by Tillsonburg Developments Inc, whereby the lands described as Blocks 72, 73, 75, & Part of Block 80, Plan 41M-182, Town of Tillsonburg, are to be rezoned from ‘Special Low Density Residential Type 2 Holding Zone (R2-5 H)’ to ‘Special Low Density Residential Type 2 Zone (R2-5)’. Carried. 12. Information Items 12.1. Tillsonburg Cultural Improvement Alliance Poster 12.2. Thames Valley District School Board Name Our Schools Moved By: Councillor Esseltine Seconded By: Deputy Mayor Beres THAT Council direct staff to complete the Thames Valley District School Board naming of schools nomination form as follows: THAT Annandale School be named: Annandale School; THAT South Ridge Public School be named: South Ridge Public School AND THAT the nomination form be sent to TBDSB prior to January 16, 2015. Carried. 12.3. Request for Nominations to Fill Vacancies on the 2014-2016 AMO Board of Directors 12.4. Colonoscopy Media Release 12.5. Resolution from the Township of Algonquin Highlands 13. Reports from Departments 13.1. Chief Administrative Officer 13.1.1. Report CAO 15-01 Chief Administrative Officer Performance Evaluation 2014 Chief Administrative Officer Performance Evaluation 2014 Moved By: Councillor Rosehart Seconded By: Councillor Hayes 14 Council Meeting – Agenda - 7 - That Council receive CAO 15-01 Chief Administrative Officer Performance Evaluation 2014; And That Council establish and appoint a CAO Performance Review Committee; And That Council appoint Mayor Molnar and Deputy Mayor Beres and Councillor Stephenson to the CAO Performance Review Committee; And Further That Council approve the proposed 2014 CAO Performance Evaluation Process as outlined in CAO 15-01. Carried. 13.1.2. Report CAO 15-02 Community Strategic Plan – Implementation (Community Strategic Plan has been attached to the end of the agenda package) Report CAO 15-02 Community Strategic Plan - Implementation Moved By: Councillor Rosehart Seconded By: Councillor Hayes That Council adopts the Tillsonburg Community Strategic Plan; And that the Implementation Plan as outlined in Report CAO 15-02, be approved. Carried. 13.1.3. Report CAO 15-03 Tillsonburg Hydro Incorporation - Board of Directors Composition Tillsonburg Hydro Incorporation - Board of Directors Composition MOUD Attachment Philip Esseltine, Chair of the Tillsonburg Hydro Board, spoke in favor of the amendment to the Memorandum of Understanding. Marty Klein shared his concerns with the recommendation to move towards seven independent on the Board of Directors. Mr. Klein also spoke in favour of open and transparent Board meetings. 15 Council Meeting – Agenda - 8 - Cam McKnight spoke in against the proposed changes to the structure of the Board of Directors. Mr. McKnight also spoke in favour of open and accessible Board meetings. Mel Getty spoke against holding open Board meetings. Mr. Getty spoke in favour of the proposed changes to the Tillsonburg Hydro Inc. Board of Directors. Moved By: Councillor Rosehart Seconded By: Councillor Hayes That the Council of the Town of Tillsonburg, being the sole shareholder of Tillsonburg Hydro Incorporation, amend the Memorandum of Understanding and Direction between the Corporation of the Town of Tillsonburg and Tillsonburg Hydro Inc, to provide for a Board of Directors composition of 7 independent members and 0 members selected by the Town at large. A recorded vote as requested by Deputy Mayor Beres: NAME VOTE IN FAVOUR VOTE AGAINST Deputy Mayor X Councillor Esseltine x Councillor Hayes x Mayor Molnar x Councillor Rosehart x Councillor Stephenson x Councillor Adam x The recorded vote reflects the vote is three in favour of the Motion and four against the Motion. Defeated. 13.2. Clerk’s Office 16 Council Meeting – Agenda - 9 - 13.2.1. Report CL 15-01 Post 2014 Municipal Election Accessibility Report CL 15-01 Post 2014 Municipal Election Accessibility Report Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives report CL 15-01, Post 2014 Municipal Election Accessibility Report; AND THAT the report be posted on the Town’s website and made available to the public at the Town’s Corporate Offices. Carried. 13.3. Development and Communication Services 13.3.1. Report DCS 15-03 Community Improvement Plan Application – 41 Broadway Report DCS 15-03 Community Improvement Plan Application – 41 Broadway The applicant was in attendance and responded to Councils questions. Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receive Report DCS 15-03 Community Improvement Plan Application – 41 Broadway; AND THAT the Community Improvement Plan Application for the 41 Broadway property be approved including rebates for applicable Building Permit and Assessment fees. Carried. 14. Recreation, Culture & Park Services 14.1.1. Report RCP 15-02 – Addendum to Senior Centre Agreement RCP 15-02 Addendum to Senior Centre Agreement RCP 15-02 ATT 01 - ADDENDUM TO the Senior Centre MOU RCP 15-02 ATT 02 - Bylaw 3523 Senior Centre MOU Moved By: Councillor Hayes Seconded By: Councillor Rosehart 17 Council Meeting – Agenda - 10 - THAT Council receive Report RCP 15-02 – Addendum to Senior Centre Agreement; and THAT Council approves the attached Addendum to the Memorandum of Agreement. Carried. 15. Development and Communication Services 15.1.1. Report DCS 15-08 Offer to Purchase - 253 Broadway Report DCS 15-08 has been attached at the end of the minutes package for January 12, 2015. Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive Report DCS 15-08 Offer to Purchase – 253 Broadway Property; AND THAT the property known municipally as Lot 944 and part Lot 945, Plan 500, and more particularly described as Parts 4 and 5, Plan 41R-6262 be declared surplus to the needs of the municipality; AND THAT a by-law be brought forward authorizing the Mayor and Clerk to execute all documents necessary to sell the property known municipally as 253 Broadway, Lot 944 and part Lot 945, Plan 500, and more particularly described as Parts 4 and 5, Plan 41R-6262, subject to a joint access easement on Part 4 to Rego Management and 228495 Ontario; AND THAT the site plan for the property be brought back to Council for approval; AND THAT the net proceeds be contributed to reserves. Carried. 15.2. Finance 15.2.1. Report FIN 15-01 Interim Tax Levy By-Law 3865 18 Council Meeting – Agenda - 11 - FIN 15-01 Interim Tax Levy By-Law 3865 By-Law 3865 Interim Tax Levy Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives report FIN 15-01 Interim Tax Levy By-Law 3865. AND THAT By-Law 3865 be brought forward for Council consideration. Carried. 15.3. Recreation, Culture & Park Services 15.3.1. Report RCP 15-01 - CBC Repeater Antenna Encroachment Agreement RCP 15-01 CBC Repeater Antenna Encroachment Agreement RCP 15-01 ATT 01 - Elevation diagram RCP 15-01 ATT 02 - Encroachment Agreement for CBC antenna at TCC Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive Report RCP 15-01 CBC Repeater Antenna Encroachment Agreement for information; and THAT Council approve an Encroachment Agreement allowing the Canadian Broadcasting Corporation to place a repeater antenna on the Tillsonburg Community Centre; and THAT a by-law be brought forward for Council’s consideration. Carried. 16. By-Laws By-Laws from the Meeting of January 12, 2015 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT By-Law 3865, to provide for an Interim Tax Levy for the year 2015, By-Law 3866, to amend Zoning By-Law Number 3295, as amended, By-Law 3868, to authorize the sale of land (253 Broadway) to Rego Management and 228495 Ontario, 19 Council Meeting – Agenda - 12 - By-Law 3869, to authorize an Encroachment Agreement between the Corporation of the Town of Tillsonburg and the Canadian Broadcasting Corporation, and By-Law 3867, to confirm the proceedings of Council at its meetings held on the 12th day of January, 2015, be read for a first and second time and this constitutes the fist and second reading thereof. Carried. Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT By-Law 3865, to provide for an Interim Tax Levy for the year 2015, By-Law 3866, to amend Zoning By-Law Number 3295, as amended, By-Law 3869, to authorize an Encroachment Agreement between the Corporation of the Town of Tillsonburg and the Canadian Broadway Corporation, be given third and final reading and the Mayor and the Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto Carried. Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT By-Law 3868, to authorize the sale of land (253 Broadway) to Rego Management and 228495 Ontario Inc.; AND THAT By-Law 3867, to confirm the proceedings of Council at its meetings held on the 12th day of January, be given third and final reading and the Mayor and the Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. Carried. 17. Items of Public Interest 18. Adjournment Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT the Council Meeting of January 12, 2015 be adjourned at 10:03 p.m. 20 Council Delegation Request This Delegation Request form and any written submissions or background information for consideration by Council must be submitted to the Clerk's office by the following deadline: 4:30 P.M. ON THE MONDAY PRIOR TO THE REQUESTED MEETING DATE First Name Last Name Street Address Town/City Postal Code Phone Number E-mail Website: Do you or any members of your party require any accessibility accommodations? Yes No If yes, how can we assist? Should you require assistance completing this form, please contact: Deputy Clerk at 519-688-3009 Ext. 3221 or jbunn@tillsonburg.ca Please note that submission of this form does not guarantee the approval of your request for Delegation. The Clerk's office will confirm your Delegation by e-mail after receiving this form. COMPLETE PAGE TWO (2) OF THIS FORM 21 Delegation Information (Must be completed) Desired Council meeting date (Council regularly meets the 2nd and 4th Monday of each month): Subject of Delegation Names of Spokespersons (and positions) Name of Group or Person(s) being represented (if applicable) Brief Summary of Issue or Purpose of Delegation Will there be a Power Point presentation accompanying the Delegation Yes No Have you been in contact with a Staff member regarding the Delegation topic? Yes No If yes, please list the Staff member(s) you have been working with? I acknowledge Delegations are limited to fifteen (15) minutes each: I accept I acknowledge that all presentation material must be submitted by 4:30 pm the Friday before the meeting date: I accept 22 Personal information on this form is collected under the legal authority of the Municipal Act, as amended. The information is collected and maintained for purpose of creating a records that is available to the general public, pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act. Questions about this collection should be directed to the Municipal Clerk, Town of Tillsonburg, 200 Broadway Street, 2nd Floor, Tillsonburg, ON, N4G 5A7, Telephone 519-688-3009 Ext. 3224. 23 24 25 Report No: CASPO 2015-26 COMMUNITY AND STRATEGIC PLANNING Council Date: January 26, 2015 To: Mayor and Members of Town of Tillsonburg Council From: Eric Gilbert, Development Planner, Community and Strategic Planning Application for Draft Plan of Subdivision SB 14-06-7: 2340764 Ontario Inc. REPORT HIGHLIGHTS • The proposed draft plan of subdivision consists of 21 lots for single detached dwellings, served by an extension of Pearl Street and is the balance of Phase 7 of the subdivision commonly referred to as Annandale Heights. • Generally, the draft plan is consistent with the relevant policies of the 2014 Provincial Policy Statement and the Official Plan. • The proposed draft plan of subdivision is a resubmission of a previously approved draft plan of subdivision (File No. 32T-0005), which lapsed on December 31, 2012. The new proposal makes no changes to the previous subdivision layout or design. • The proposed residential draft plan of subdivision can be supported from a planning perspective, subject to a number of conditions being met prior to final approval by the County. DISCUSSION Background OWNER: 2340764 Ontario Inc. 69 Crow Crescent Woodstock ON N4T 1S7 LOCATION: The subject lands are described as Part Lot 270, Plan 500, Town of Tillsonburg. The lands are located east of Maple Lane, opposite Pearl Street, in the Town of Tillsonburg. Page 1 of 8 26 Report No: CASPO 2015-26 COMMUNITY AND STRATEGIC PLANNING Council Date: January 26, 2015 COUNTY OF OXFORD OFFICIAL PLAN: Schedule “T-1” Town of Tillsonburg Land Use Plan Residential Schedule “T-2” Town of Tillsonburg Residential Density Plan Low Density Residential TOWN OF TILLSONBURG ZONING BY-LAW NO. 3295: Existing Zoning: Low Density Residential Type 2 Zone (R2) PROPOSAL: An application has been received by the Town of Tillsonburg and the County of Oxford for approval of a draft plan of subdivision comprising 21 lots for single detached dwellings, served by an extension of Pearl Street. The subject lands are located on the east side of Maple Lane, opposite Pearl Street in the Town of Tillsonburg. The proposed draft plan of subdivision has an approximate area of 1.10 ha (2.68 ac). The subject lands are currently vacant. Surrounding uses include existing low density residential development to the south, north, east and west. The proposed draft plan of subdivision will include 21 lots for single detached dwellings. The road allowance for the Pearl Street extension has been dedicated to the Town but has not been constructed. The subject lands were part of a draft plan of subdivision which was approved in 2000 (Annandale Heights Phase 7 - 32T-00005). The subject lands are the remnant portion of the draft plan which was not registered prior to the lapsing of the draft approval on December 31, 2012. The applicant proposes to obtain draft approval of the previous portion of the draft plan that lapsed. The required storm water management pond has already been constructed in the previous phase of the subdivision and has been transferred to the Town of Tillsonburg. Parkland dedication has been satisfied in previous phases of the Annandale Heights development. An Archaeological Assessment Report was prepared for the owner by Mayer Heritage Consultants Inc. to the Ministry of Tourism, Culture and Sport for review and acceptance. The Ministry of Tourism, Culture and Sport indicated that the report has been accepted and entered into the Ontario Public Register of Archaeological Reports. No further archaeological assessment is required within the subject property. Plate 1, Location Map with Existing Zoning, shows the location of the subject property and the existing zoning in the immediate vicinity. Plate 2, 2010 Air Photo, provides an aerial view of the subject lands and the surrounding area. Plate 3, Proposed Draft Plan of Subdivision, provides the layout of the proposed draft plan of subdivision. Page 2 of 8 27 Report No: CASPO 2015-26 COMMUNITY AND STRATEGIC PLANNING Council Date: January 26, 2015 Comments 2014 Provincial Policy Statement The 2014 Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest related to land use planning and development. The current policy framework came into effect on April 30, 2014. Under Section 3 of the Planning Act, where a municipality is exercising its authority affecting a planning matter, such decisions “shall be consistent with” all policy statements issued under the Act. Section 1.1.2 of the Provincial Policy Statement (PPS) directs that sufficient land shall be made available through intensification, redevelopment and if necessary, designated growth areas, to accommodate an appropriate range and mix of employment opportunities, housing and other land uses to meet projected needs for a time horizon of up to 20 years. Section 1.4.1 of the PPS sets out policies which are intended to provide for an appropriate range of housing types and densities required to meet projected requirements of current and future residents. To accommodate this, planning authorities shall maintain at all times the ability to accommodate residential growth for a minimum of 10 years through residential intensification, redevelopment and if necessary, lands which are designated and available for residential development. Section 1.6 directs municipalities to efficiently utilize existing infrastructure and public service facilities prior to the establishment of new facilities. Official Plan The subject lands are designated ‘Low Density Residential’ according to the Town of Tillsonburg Residential Density Plan, as contained in the County of Oxford Official Plan. Low Density Residential Areas are those lands that are primarily developed or planned for a variety of low rise, low density housing forms including single-detached dwellings, semi-detached, duplex or converted dwellings, quadraplexes, townhouses and low density cluster development. In these areas, it is intended that there will be a mixing and integration of different forms of housing to achieve a low overall density of use. It is not intended that the full range of housing will be permitted in every individual neighbourhood or development. The policies of Section 10.3.3 (Plans of Subdivision and Condominium) provide that County and Town Council will evaluate applications for a plan of subdivision on the basis of the requirements of the Planning Act, as well as criteria including, but not limited to, the following: • Conformity with the Official Plan; • The availability of community services such as roads, water, storm and sanitary sewers, waste disposal, recyclable collection, public utilities, fire and police protection, parks, schools and other community facilities; • The accommodation of Environmental Resources and the mitigation of environmental and human-made constraints; • The reduction of any negative effects on surrounding land uses, transportation networks or significant natural features; • The design of the plan to be integrated into adjacent developments, and; • The design of the plan is to be compatible with the natural features and topography of the site, and proposals for extensive cut and fill will be discouraged. Page 3 of 8 28 Report No: CASPO 2015-26 COMMUNITY AND STRATEGIC PLANNING Council Date: January 26, 2015 An applicant will be required to satisfy conditions prior to final approval and registration of the plan. The applicant will be required to meet the conditions of the draft approval within the specified time period, failing which, draft plan approval may lapse. Additionally, to provide for the fulfillment of these conditions, and for the installation of services according to municipal standards, Council shall require the applicant to enter into a subdivision agreement with the Area Municipality and, where necessary, the County, prior to final approval of the plan. Zoning By-Law The subject lands are currently zoned ‘Low Density Residential Type 2 Zone (R2)’ in the Town of Tillsonburg Zoning By-law. The ‘R2’ zone permits a single detached dwelling, semi-detached dwelling, or duplex dwelling and requires a minimum lot area of 315 m2 (3,390 ft2), a minimum lot frontage of 10.5 m (34.4 ft), a minimum lot depth of 30 m (98.4 ft), minimum exterior side yard width of 6.0 m (19.7 ft), and a rear yard depth of 7.5 m (24.6 ft). The proposed lots comply with the R2 zone provisions and no change to the zoning is required to facilitate the plan of subdivision. Agency Comments The development proposal was circulated to those agencies that were considered to have an interest in the proposal. The Town of Tillsonburg Engineering Department provided the following comments: • Servicing drawings are required to be updated and submitted to the Town for review and approval. • Storm water management pond, fencing, and lot grading and drainage have been addressed through the previous subdivision approval (32T-00005). The Town of Tillsonburg Building and By-law Services Department indicated that they have no concerns with this application. The Oxford County Public Health and Emergency Services have indicated that a site visit was completed on December 2, 2014 and no issues were identified. The proposed development is located within a Wellhead Protection Area, with Lake Erie Region SGRA Vulnerability scores of 2 and 6. The application indicates that the site will be serviced by municipal piped water and municipal sanitary sewers. Oxford County Public Health & Emergency Services has no objection to this application. The County of Oxford Public Works Department indicated that they have no comment on the proposed development application. Union Gas has requested that as a condition of final approval, the owner/developer provide to their agency the necessary easements and/or agreements required for the provision of gas services for the development, to their satisfaction. Bell Canada indicated that a detailed review of the Draft Plan of Subdivision has been completed. The Developer is hereby advised that prior to commencing any work within the Plan, the Developer must confirm that sufficient wire-line communication/telecommunication infrastructure is currently available within the proposed development to provide Page 4 of 8 29 Report No: CASPO 2015-26 COMMUNITY AND STRATEGIC PLANNING Council Date: January 26, 2015 communication/telecommunication service to the proposed development. In the event that such infrastructure is not available, the Developer is hereby advised that the Developer may be required to pay for the connection to and/or extension of the existing communication/telecommunication infrastructure. If the Developer elects not to pay for such connection to and/or extension of the existing communication/telecommunication infrastructure, the Developer shall be required to demonstrate to the municipality that sufficient alternative communication/telecommunication facilities are available within the proposed development to enable, at a minimum, the effective delivery of communication/telecommunication services for emergency management services (i.e., 911 Emergency Services). The following paragraph(s) are to be included as Conditions of Draft Plan of Subdivision Approval: 1. The Owner shall agree in the Agreement, in words satisfactory to Bell Canada, to grant to Bell Canada any easements that may be required for telecommunication services. Easements may be required subject to final servicing decisions. In the event of any conflict with existing Bell Canada facilities or easements, the owner/developer shall be responsible for the relocation of such facilities or easements. 2. Bell Canada requires one or more conduit or conduits of sufficient size from each unit to the room(s) in which the telecommunication facilities are situated and one or more conduits from the room(s) in which the telecommunication facilities are located to the street line. Canada Post has requested conditions be imposed on the development to ensure that the Community Mailbox facilities are located appropriately, and to ensure that notice is provided to prospective lot purchasers regarding the location of the said Community Mailbox facilities. The Ontario Provincial Police, Town Development Commissioner, and Tillsonburg District Chamber of Commerce have indicated that they have no comments or concerns with the proposed development. PUBLIC COMMENTS Notice of Complete Application letter was sent out to surrounding neighbours on December 9, 2014. Notice of public meeting was sent out to public agencies and surrounding neighbours on January 12, 2015. To date, no concerns have been received from the public. Planning Review The subject lands are designated for low density residential development according to the Official Plan. The proposal to develop 21 lots for single detached dwellings generally maintains the intent of the Official Plan in this regard. Further, the net residential density of the proposed development is 19 units per hectare (8 units per acre) which is consistent with the residential density targets as contained in the Plan for low density residential areas. In terms of subdivision design, Planning staff note that the proposed layout and design is the same as the previous draft plan approval which lapsed in 2012. The proposed plan of subdivision will complete Phase 7 of Annandale Heights subdivision. The proposed residential Page 5 of 8 30 Report No: CASPO 2015-26 COMMUNITY AND STRATEGIC PLANNING Council Date: January 26, 2015 units are similar to the type of housing found in the surrounding residential neighbourhood, and the proposal represents an efficient use of residentially-designated lands and municipal services. Planning staff are of the opinion that the applicant’s proposal to develop 21 lots for single detached dwellings generally maintains the intent and purpose of the Official Plan as it pertains to the development of low density residential areas. It is therefore recommended that Town Council support the proposed draft plan of subdivision and recommend to County Council that the plan be approved, subject to a number of conditions that address issues raised by various agencies during the review of the draft plan. RECOMMENDATIONS That the Council of the Town of Tillsonburg advise County Council that the Town supports the application for draft plan of subdivision, File No. SB 14-06-7, as submitted by 2340764 Ontario Inc, prepared by Kim Husted Surveying Limited, for lands described as Part Lot 270, Plan 500, Town of Tillsonburg, showing 21 lots for single detached dwellings, subject to the following conditions being met prior to final approval of the plan for registration: 1. This approval applies to the draft plan of subdivision, submitted by 2340764 Ontario Inc. (File SB 14-06-7) as prepared by Kim Husted Surveying Limited (dated November 20, 2014) as shown on Plate 3 of Report No. 2015-26, comprised of land described as Part Lot 270, Plan 500, in the Town of Tillsonburg, and showing 21 lots for single detached dwellings, and an extension of a local street (Pearl Street). 2. The owner agrees in writing to satisfy all requirements, financial and otherwise, of the Town of Tillsonburg and County of Oxford regarding the construction of roads, installation of services, including the water, sewer, electrical distribution systems, sidewalks and drainage facilities, and other matters pertaining to the development of the subdivision in accordance with the standards of the Town of Tillsonburg and County of Oxford. 3. Prior to final approval by the County, such easements as may be required for utility or drainage purposes shall be granted to the appropriate authority. 4. The subdivision agreement shall be registered to the satisfaction of the Town of Tillsonburg against the title of the lands to which it applies. 5. The road allowances included in the draft plan of subdivision shall be dedicated as public highways. 6. The streets included in the draft plan shall be named to the satisfaction of the Town of Tillsonburg. 7. Prior to the final approval by the County, all lots/blocks shall conform to the zoning requirements of the Town of Tillsonburg Zoning By-Law. Certification of lot areas, lot frontages, and lot depths shall be obtained from an Ontario Land Surveyor retained by the developer. Page 6 of 8 31 Report No: CASPO 2015-26 COMMUNITY AND STRATEGIC PLANNING Council Date: January 26, 2015 8. Prior to the final approval by the County, the owner shall receive confirmation from the County of Oxford Department of Public Works that there is sufficient capacity in the Town of Tillsonburg water system and Town of Tillsonburg sewage system to service the plan of subdivision. Confirmation shall be given in accordance with the “Protocol for Allocation of Water and Sewage Capacity for Development”. 9. The owner agrees in writing to satisfy all the requirements, financial and otherwise, including payment of applicable development charges, of the County of Oxford regarding the installation of the water distribution system and sewer system, and other matters pertaining to the development of the subdivision. 10. The subdivision agreement shall make provision for the assumption and operation, by the County of Oxford, of the water distribution system and sewage system within the draft plan, subject to the approval of the County of Oxford Department of Public Works. 11. Prior to final approval, the owner agrees in writing to satisfy all the requirements of the Tillsonburg Hydro Inc. regarding the installation of the electrical distribution system and any other matters pertaining to the development of the subdivision. 12. Prior to final approval, the owner agrees in writing to satisfy all requirements of Union Gas Limited regarding necessary easements and/or agreements for the provision of gas services and any other matters pertaining to the development of the subdivision. 13. Prior to final approval, the owner agrees in writing to satisfy the requirements of Canada Post Corporation with respect to advising prospective purchasers of the method of mail delivery, the location of temporary Centralized Mail Box locations during construction and, the provision of public information regarding the proposed locations of permanent Centralized Mail Box locations. 14. Prior to the approval of the final plan by the County of Oxford, the owner shall provide to the County clearance from the Tillsonburg Hydro Inc. that Condition Number 11 has been met to their satisfaction. The clearance letter shall include a brief statement detailing how the condition has been satisfied. 15. Prior to the approval of the final plan by the County of Oxford, the owner shall provide to the County clearance from Union Gas Limited that Condition Number 12 has been met to their satisfaction. The clearance letter shall include a brief statement detailing how the condition has been satisfied. 16. Prior to the approval of the final plan by the County of Oxford, the owner shall provide clearance to the County from Canada Post Corporation that Condition Number 13 has been met to their satisfaction. The clearance letter shall include a brief statement detailing how the condition has been satisfied. 17. Prior to the approval of the final plan by the County of Oxford, the owner shall provide clearance to the County from the Town of Tillsonburg that Conditions 2, 3, 4, 5, 6, and 7 have been met to their satisfaction. The clearance letter shall include a brief statement for each condition detailing how each has been satisfied. Page 7 of 8 32 Report No: CASPO 2015-26 COMMUNITY AND STRATEGIC PLANNING Council Date: January 26, 2015 18. Prior to the approval of the final plan by the County of Oxford, the owner shall secure clearance from the County of Oxford Public Works Department that Conditions 2, 3, 8, 9, and 10 have been met to their satisfaction. The clearance letter shall include a brief statement for each condition detailing how each has been satisfied. 19. This plan of subdivision shall be registered within three (3) years of the granting of draft approval, after which time this draft approval shall lapse unless an extension is authorized by the County of Oxford. SIGNATURES Authored by: Eric Gilbert, MCIP RPP, Development Planner Approved for Submission: Gordon K. Hough, MCIP, RPP Director Page 8 of 8 33 November 28, 2014 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 380 Notes NAD_1983_UTM_Zone_17N 19 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 34 November 28, 2014 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 250 Notes NAD_1983_UTM_Zone_17N 13 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) limits_polygon 35 36 3 7 3 8 COUNCIL REPORT MAYOR’S OFFICE Report Title: UPDATE –County of Oxford Report No.: MYR 15-01 Author: Mayor Molnar Meeting Type: COUNCIL MEETING Council Date: JANUARY 26, 2015 Attachments: RECOMMENDATION: THAT Council receives report MYR 15-01 as information. EXECUTIVE SUMMARY The purpose of this report is to provide information regarding any reports and recommendations from local representation at Oxford County Council. CONSULTATION/COMMUNICATION As a result of the effort to expand access to knowledge and information for Town Council and local stakeholders, this report is intended to provide material on activities that transpire at Oxford County Council that may have an impact on the Town of Tillsonburg. Further, this type of report will further satisfy mandates as reinforced in the Community Strategic Plan to provide for a more accessible and open governance model. INFORMATION • County of Oxford Budget Deliberations … At the County Budget Meeting (#4) of January 14, 2015, Council approved an overall requirement from taxation of $52.2 Million representing a gross increase of 2.18% from 2014. With overall assessment growth over the past year there will be a nominal reduction in the overall taxes paid by the average residential homeowner. • Phase 2 of the North Street reconstruction is scheduled to proceed in 2015 at an estimated cost of $5.475 Million. Contact is proceeding with impacted residents in the construction corridor from Falcon Road east to the work area completed in 2014 – including those currently on private water well systems. Phase 3 will proceed in 2016. 39 • Pre-approval was confirmed for structural repairs to portion of Potter’s Road (west of Simcoe Street to Town border) for 2016. The Town will be encouraged to participate in a joint tendering process to identify overall cost savings. • The 2015 Capital Budget highlights the design and engineering required for the upgrades to Tillsonburg’s Waste Water Treatment Facility ($6.2 Million – 2018). • County Council (December 10/14) has authorized staff to submit a joint application with the Townships of Norwich and South-West Oxford and the Town of Tillsonburg for Trans Canada Trail funding for the design and construction of a multi-use trail along the former CASO railway corridor • Oxford County Council (January 14/15) approved Draft Plan of Subdivision and Official Plan Amendment for Performance Communities Realty (Hayhoe) Inc. • Subsequent to the County’s Request for Proposals concerning the contract for Solid Waste and Recycling delivery options in 2014, there is an opportunity for local Council members from across the County to participate in a workshop on Wednesday January 28 from 4:00 – 6:00 PM. At this point in time there is an indication that County Council will consider a report with recommendations on February 11, 2015. New collection contract to be operational in September 2015. • For additional information, Mayor Molnar has accepted appointment as a County Council representative on the following Boards/Committees; South Central Ontario Region (SCOR) Economic Development Corporation, Oxford County Library Board and the County “Services That Work” Ad-hoc Review Committee. FINANCIAL IMPACT/FUNDING SOURCE Whereas the material contained in this report is a summary of Oxford County information, there is no direct impact on the finances of the Town of Tillsonburg as would require approval by Municipal Council or direction from Corporate staff. APPROVALS: Author: Mayor Molnar Date: 1/26/15 Page 2 / 2 CAO 40 STAFF REPORT CAO Report Title: Agreement for the Provision of Police Services (OPP) Report No.: CAO 15-05 Author: David Calder Meeting Type: COUNCIL MEETING Council Date: JANUARY 26, 2015 Attachments: 1. AGREEMENT FOR THE PROVISION OF POLICE SERVICES BETWEEN THE MINISTER OF COMMUNITY SAFETY AND CORRECTIONAL SERVICES AND THE CORPORATION OF THE TOWN OF TILLSONBURG. 2. REPORT FIN 14-40 2015 MUNICIPAL POLICING COSTS 3. BY-LAW 3873 TO AUTHORIZE AN AGREEMENT RECOMMENDATION: THAT report CAO 15-05, Agreement for the provision of Police Services (OPP) be received for information; And That the Mayor and Clerk be authorized by By-law 3873 to execute the Agreement for the provision of police services (OPP) between the Minister of Community Safety and Correctional Services and the Corporation of the Town of Tillsonburg. EXECUTIVE SUMMARY The purpose of this report is to obtain Council’s approval of a 5 year contract between the Corporation of the Town of Tillsonburg and the Minister of Community Safety and Correctional Services for the provision Police Services under section 10 of the Police Services Act, R.S.O. 1990, c. P. 15. The term of the contract is January 1, 2015 to December 31, 2019. Attached to this report is a previous report presented to Council on October 14, 2015 which outlines 2015 Municipal Policing Costs and provides some background on the new billing model introduced as the methodology used to formulate the 2015 estimated police costs. CONSULTATION/COMMUNICATION The Town of Tillsonburg Police Services Board has reviewed the agreement and recommends the entering into the agreement for the provision of Police Services by the Ontario Provincial Police. 41 COMMUNITY STRATEGIC PLAN IMPACT To ensure a safe and vibrant community. FINANCIAL IMPACT/FUNDING SOURCE The estimated cost for the provision of Police Services to the Town of Tillsonburg by the Ontario Provincial Police for the period January 1, 2015 to December 31, 2015 is $3,132,220 or a Cost Per Property of $422.59. This is a decrease of approximately $449,220 from the 2014 policing budget and estimate for OPP services of $3,581,449. A maximum phase-in adjustment cap of $30.00 per property or $222,360 applies such that further reductions in cost of $190,266 or $25.67 per property will be phased-in over the remaining five years, 2016-2019. Funding for Police Services is provided in the 2015 draft budget. APPROVALS Author Name/Signature David Calder Date: January 21, 2015 Director Name/Signature Date: Finance Name/Signature Darrell Eddington Date: January 21, 2015 Page 2 / 2 CAO 42 1 CAO STAFF REPORT FINANCE Title: 2015 Municipal Policing Costs Report No.: FIN 14-40 Author: DARRELL EDDINGTON Meeting Type: COUNCIL MEETING Council/Committee Date: OCTOBER 14, 2014 Attachments: 2015 MUNICIPAL POLICING BILLING STATEMENT – OPP OXFORD COUNTY OPP ANNUAL BILLING STATEMENT RECOMMENDATION THAT Council receives report FIN 14-40 2015 Municipal Policing Costs as information. EXECUTIVE SUMMARY To provide the 2015 Municipal Policing Billing Statement – OPP information to Council. BACKGROUND After many months of study, planning and community engagement, the OPP is implementing a new billing model to recoup the cost of providing policing services to municipalities. The new model will take effect on January 1, 2015 and will be phased in over a period of up to five years to allow some municipalities to adjust their budgets. The old billing system for OPP services was developed 17 years ago, had not been updated over that period, and had resulted in some municipalities subsidizing others. Policing costs under the new model include two components: base policing costs and costs for reactive calls for service. Base costs, which include services such as routine patrols, crime prevention, RIDE programs and proactive policing, will now make up approximately 60 per cent of the bill. By ensuring that all municipalities contribute to the base cost of policing, the new billing model reduces the variation between municipal policing costs. A call for service, which usually involves attendance at the scene of an occurrence such as a motor vehicle collision, will make up the remaining 40 per cent of the bill. The charge for reactive calls for service will vary among municipalities since such charges will be calculated annually based on the municipality’s individual usage levels. Transition will be phased in over five years for both cost increases and decreases to municipalities: $40 per property cap on increases per year for those with an increase; decreases are graduated over the 5 years for those with a decrease. 43 2 CAO The property counts included in the OPP policing bills are comprised of household, commercial and industrial properties as provided by MPAC. The counts included in the 2015 Police billing were based on the 2012 year end property counts for the 2013 taxation year. Previous 2014 OPP contract cost reporting to Council was based on household counts and did not include commercial and industrial counts. As at December 31, 2013 the contract cost was calculated at $503 per household. The 2015 Police billing amount is calculated at $423.02 per property. The remaining base cost or service data is as supplied by the OPP. Staff is unable to verify such data. FINANCIAL IMPACT/FUNDING SOURCE The 2014 policing budget and estimate for OPP services was $3,581,449. It appears that the 2014 forecasted cost will be an estimated $3,357,754 therefore I would expect the 2014 Provincial Services Usage (PSU) to be an estimated $223,695. Under the revised municipal policing cost-recovery billing methodology, the Town’s 2015 budgeted billing is estimated to be $3,135,407, or $423.02 per property, a decrease of $446,042 from the 2014 policing budget. A maximum phase-in adjustment cap of $30 per property or $222,360 applies such that further reductions in cost of $190,266 or $25.67 per property will be phased-in over the remaining five years, 2016-2019. APPROVALS Director Name/Signature Darrell Eddington Date: 09/30/14 Finance Name/Signature Darrell Eddington Date: 09/30/14 CAO Name/Signature David Calder Date: 10/01/14 44 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3873 A BY-LAW TO AUTHORIZE AN AGREEMENT FOR THE PROVISION OF POLICE SERVICES BETWEEN THE CORPORATION OF THE TOWN OF TILLSONBURG AND HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO AS REPRESENTED BY THE MINISTER OF COMMUNITY SAFETY AND CORRECTIONAL SERVICES. WHEREAS Section 5 of the Police Services Act, R.S.O. 1990, Chapter. P/ 15, as amended, provides that a Municipality may discharge its responsibility for providing police services by entering into an Agreement with the Minister of Community Safety and Correctional Services of Ontario pursuant to Section 10 of the Police Services Act. AND WHEREAS the Corporation of the Town of Tillsonburg wishes to enter into an agreement with The Minister of Community Safety and Correctional Services of Ontario to provide for policing services for the Town of Tillsonburg. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. The Municipality does hereby authorize an agreement, substantially in the form annexed hereto as Schedule “A” (the “Agreement”), with the Minister of Community Safety and Correctional Services of Ontario for the provision of policing services by the Ontario Provincial Police. 2. THAT the Mayor and Clerk be hereby authorized to execute the Agreement and any other documents necessary to give effect to the Agreement on behalf of the Corporation of the Town of Tillsonburg. 3. This By-Law is passed pursuant to The Police Services Act, R.S.O. 1990, Chapter P. 15 and amendments thereto and shall come into effect upon enactment. READ A FIRST AND SECOND TIME THIS 26th day of January, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 26th day of January, 2015. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson 45 1 The term of this Agreement, made in 4 originally executed copies, is from the 1st day of January 2015, to the 31st day of December, 2019. AGREEMENT FOR THE PROVISION OF POLICE SERVICES UNDER SECTION 10 OF THE POLICE SERVICES ACT, R.S.O. 1990, c. P.15, as am. BETWEEN: HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO AS REPRESENTED BY THE MINISTER OF COMMUNITY SAFETY AND CORRECTIONAL SERVICES ("Ontario") OF THE FIRST PART AND: THE CORPORATION OF THE TOWN OF TILLSONBURG (the "Municipality") OF THE SECOND PART RECITALS: (a) Under s. 4(1) of the Police Services Act, R.S.O. 1990, c. P.15, as am., the Municipality is required to provide adequate and effective police services in accordance with its needs; (b) Under s. 5 of the Police Services Act, the Municipality’s responsibility for providing police services may be discharged by entering into an Agreement with the Solicitor General under s. 10 of the Act; (c) Pursuant to Order-in-Council 497/2004, the powers assigned to the Solicitor General in law, including those set out in the Police Services Act, have been transferred to the Minister of Community Safety and Correctional Services; therefore, all references to the Minister of Community Safety and Correctional Services shall be deemed to include the powers previously exercised by the Solicitor General; (d) The Municipality has expressed its intent to provide police services, in pursuance of its responsibilities under s. 5 of the Police Services Act, by means of this Agreement, as evidenced by by-law number _______, dated ____________ (a copy of which is attached as Schedule "A"); (e) This Agreement reflects the intent of the parties to provide an adequate and effective level of police services for the Municipality as set out in the "Contract Policing Proposal," dated January 16, 2015 (attached as Schedule "B"); NOW THEREFORE, in consideration of the premises and covenants herein, the parties agree as follows: 46 2 1. The parties warrant that the recitals are true. Definitions 2. In this Agreement: (a) “Annual Billing Statement” means a statement prepared by Ontario and submitted to the Board for review and to the Municipality for review and approval which contains: (i) the Municipality’s police costs for the year following the year in which the statement is prepared, based on, among other items, an estimate of salary and benefit costs; and (ii) a reconciliation of actual salary and benefit costs to those billed for the preceding year. (b) “Board” means Town of Tillsonburg Police Services Board. (c) “Commissioner” means the Commissioner of the O.P.P. (d) “Detachment Commander” means the O.P.P. officer in charge of the Oxford Detachment. General Provisions 3. Ontario shall provide adequate and effective police services in accordance with the needs of the Municipality in compliance with the terms and conditions of the Agreement. The Municipality shall pay Ontario for the police services provided under this Agreement in accordance with this Agreement. 4. The Commissioner shall ensure that the Detachment Commander responds appropriately to the Board's objectives and priorities for police services, developed after consultation with the Detachment Commander, pursuant to s. 10(9)(b) of the Police Services Act. 5. The Commissioner shall cause the Detachment Commander or his or her designate to report to the Board at mutually agreed upon intervals in accordance with the Police Services Act regarding the provision of police services in and for the Municipality. The O.P.P. will, determine the information to be contained in the reports and the format in which they will be provided. 6. (a) For the purposes of s. 10(6) of the Police Services Act, the O.P.P. shall provide police services to the Municipality, including the enforcement of mutually agreed upon by- laws. The parties shall annually review this part of the Agreement with a view to revising or updating the list of by-laws requiring O.P.P. enforcement. 47 3 (b) Municipal Building Code violations overseen by the Municipality’s building code inspector and those by-laws related to animal control will not form part of this Agreement. Service Levels 7. (a) Ontario shall cause the Commissioner to assign police officers and other persons to duties relating to the police services in and for the Municipality so as to provide the municipality adequate and effective policing services. (b) In the event that the Municipality requests services dedicated specifically to the municipality, it shall be responsible for all costs associated with those dedicated resources. Liability of Ontario 8. The O.P.P. shall be liable for any damages that may arise as a result of any negligent acts or omissions of its members in the performance of this Agreement. Provincial Services Usage 9. The O.P.P. as legislated by the Police Services Act, must be capable of providing provincial level response that can be mobilized for emergencies, disaster or specialized needs. The O.P.P. may meet this requirement by deploying resources that normally would be assigned to the Detachment that serves the Municipality. The O.P.P. shall ensure that in the event resources are deployed to a situation requiring provincial level response, appropriate resources remain available to the Detachment to provide adequate and effective policing to the Municipality. The use of O.P.P. officers in cases where there is a provincial obligation to respond will be accounted for as part of the billing model. Equipment and Facilities 10. Ontario shall supply or cause to be supplied at Ontario's cost all vehicles and equipment reasonably necessary and appropriate for the use of the O.P.P. in providing police services under this Agreement. 11. The parties will enter into negotiations concerning the provision and payment of appropriate buildings and rental agreements, including, but not limited to, location, leasehold improvements, and capital costs. Adequacy Standards Regulation 12. The O.P.P. shall undertake and be responsible for ensuring that all mandatory standards of adequate and effective police services as required by Ontario Regulation 3/99 under the Police Services Act are met and maintained. 48 4 13. The Detachment Commander shall provide the Board with reasonable documentation, as agreed upon between the Board and the O.P.P., to allow the Board to evaluate the services and satisfy itself that adequate and effective standards and policies are in place. 14. It shall be the responsibility of the Board to monitor the delivery of police services to ensure that the provisions of the Ontario Regulation 3/99 under the Police Services Act are satisfied on an ongoing basis. Cost of Police Services 15. (a) On or before October 1st in each year, Ontario shall prepare and deliver to the Board for review and to the Municipality for review and approval, the Annual Billing Statement for the following year (Schedule "C"), together with sufficient documentation and information reasonably necessary to explain and support the billing. (b) The Municipality shall review the Annual Billing Statement upon receipt and, within 90 days of such receipt, shall approve the Annual Billing Statement or deliver to Ontario a request to review the Annual Billing Statement. 16. (a) In the event that the Municipality fails to approve or request a review of the Annual Billing Statement within 90 days of receipt, the Municipality shall be deemed to have approved the Annual Billing Statement. (b) In the event that the Municipality requests a review of the Annual Billing Statement as provided in this paragraph, the Annual Billing Statement shall be approved or amended and approved in accordance with Section 17. 17. Where the Municipality has delivered to Ontario a request to review the Annual Billing Statement, the Municipality shall carry it out expeditiously, and Ontario shall cooperate to permit such a review to be carried out. If the parties are unable to agree on the Annual Billing Statement, either party may submit the matter to the dispute resolution mechanisms set out in paragraphs 22 and 23. In the event that the Municipality delivers a request to review to Ontario, the Annual Billing Statement shall be deemed to apply during the period of review. 18. The Municipality shall make monthly installment payments to Ontario no later than the end of the month following the month for which payment is being made, each one being one twelfth of the Annual Billing Statement for that year. Any amounts which have become due and owing shall bear interest at the rate set by the Minister of Finance from time to time. 19. Ontario shall keep all records, statements of account, invoices and any other such documents necessary to support the Annual Billing Statement, and all such records shall be kept for a period of seven years. Ontario shall permit the Municipality, upon notice to Ontario, to examine all such records and books of account and conduct a review of the Annual Billing Statement. 49 5 20.Upon the approval or deemed approval of the Annual Billing Statement, as provided in this Agreement, adjustments shall be made in the amounts paid by the Municipality by installment so that (i) the total amount paid in respect of the preceding year is equal to the amount shown on the approved Annual Billing Statement and (ii) the installments for theyear following the year in which the statement is prepared are each equal to one twelfth of the approved Annual Billing Statement. Any amounts payable by one party to the other shall be paid by means of a credit for the appropriate party in the remaining monthly billings for the year following the year in which the statement is prepared. 21.The parties agree that sections 132 and 133 of the Police Services Act will be applied as if the Oxford County Detachment of the O.P.P. was a municipal police force, and as if the Detachment Commander was a Chief of Police. Dispute Resolution Mechanisms 22. (a) The provisions of this paragraph apply in the event of a dispute between the Municipality and Ontario concerning financial and related issues arising out of the interpretation, application, administration, or alleged violation of this Agreement (“Financial Disputes”) or between the Board and the O.P.P. concerning policing issues arising out of the interpretation, application, administration, or alleged violation of this Agreement (“Policing Disputes”). (b) In the event that a dispute arises, the Detachment Commander, or representative, and the Municipality or the Board, as the case may be, or their representative, shall meet within 30 days of such dispute arising and use all best good faith efforts to resolve the dispute. (c) If the dispute remains unresolved, the Regional Commander, or representative, and the Municipality or the Board, as the case may be, or representative, shall meet and use all best good faith efforts to resolve the dispute. (d) If the dispute remains unresolved, the Commissioner, or Deputy Commissioner, and the Municipality or the Board, as the case may be, or representative, shall meet and use all best good faith efforts to resolve the dispute. (e) If a Financial Dispute remains unresolved, the issue may be referred to mediation by either party, and each party shall use all best good faith efforts to resolve the dispute. 23.(a) Financial Disputes that cannot be resolved through any of the methods describedwithin paragraph 22, may be referred to and settled by binding arbitration. The provisions of the Arbitration Act, 1991 shall apply to any such arbitration, unless otherwise indicated below: i) The language of the arbitration shall be English.ii)The place of the arbitration shall be at the Town of Tillsonburg. 50 6 iii)Each party agrees that the arbitration shall be conducted in a summary manner to ensure a full hearing in a cost effective and efficient manner. iv)Each party shall make prompt full disclosure to the other and, subject to the availability of an arbitrator the arbitration shall be commenced within 30 days of the conclusion of the meeting with the Commissioner, or the mediator, ifapplicable. v)Each party shall be responsible for its own legal expenses and for an equal share of the fees and expenses of the arbitration and any other related expenses. Section 54 of the Arbitration Act shall not apply; the arbitrator shall have no right to make an award relating to costs.vi) The parties shall have no right of appeal to a final decision of an arbitrator. (b) Policing Disputes shall not be subject to mediation or arbitration. (c) Neither party shall be entitled to proceed to mediation or arbitration until all of the meetings referred to in paragraphs 22 have been held, and each party undertakes to exert all best good faith efforts to resolve the dispute in those meetings. (d) Mediations or arbitrations of disputes conducted under this Agreement shall remain closed to the public. All parties to any dispute shall keep all details, admissions or communications made in the course of the dispute resolution process strictly confidential, nor shall such information be admissible in any legal proceeding, except as follows: i)on consent of all parties; ii)as may be ordered by a court of competent jurisdiction;iii)the final decision of the arbitrator may be released. (e) Each of the meetings outlined in paragraph 22 shall be commenced no earlier than 15 days, and concluded no more than 30 days, from the conclusion of the prior stage unless the parties otherwise agree. (f) Notwithstanding any of the above provisions, nothing in this Agreement shall be construed so as to give the Municipality or the Board the right to alter any policy of the O.P.P. or the Ministry. Nothing in this Agreement shall be construed so as to give the Municipality or the Board, the right to supercede or vary the duties and obligations of the Solicitor General pursuant to s. 3(2) of the Police Services Act, or of the Commissioner pursuant to s. 17 and s. 41 of the Police Services Act, and further, the rights of the Municipality and the Board pursuant to the Agreement are subject to the Municipality’s obligations under s. 4 of the Police Services Act. Detachment Commander Selection 24.The Detachment Commander shall be selected from a short-listed pool of candidates as determined by the O.P.P. in accordance with its relevant provincial policies. Followingthe formulation of the short-list, a joint committee consisting of Board members and 51 7 persons nominated by the Commissioner, shall select the successful candidate in accordance with the process set out in the OPP’s provincial policies. Notice 25.Any notice, statement, invoice or account to be delivered or given by any of the below listed groups to any other of them shall be delivered to all other groups in writing and sent by mail addressed to those groups at their respective address as listed below, or sent by fax transmission to the fax number listed below. Any notice, statement, invoice or account sent by mail shall be deemed to be received on the third day following the date of mailing unlessshown to the contrary and if sent by fax shall be deemed to be received on the date of transmission. Any group may change its address and fax number by giving notice provided herein: i)to Ontario addressed to: The Minister of Community Safety and CorrectionalServices, 25 Grosvenor Street, 11th Floor, Toronto, Ontario, M7A 1Y6, FAX number (416) 325-6067. ii)to the Commissioner addressed to: The Commissioner, Ontario Provincial Police, 777 Memorial Avenue, Orillia, Ontario, L3V 7V3, to the attention of the Manager,Municipal Policing Bureau, FAX number (705) 330-4191. iii)to the Municipality addressed to: The Mayor, Town of Tillsonburg, 200 Broadway, 2nd floor, Tillsonburg, Ontario, N4G 5A7, FAX number (519) 842-9431. iv)to the Board addressed to: The Chair, Tillsonburg Police Services Board, Ontario, 200 Broadway, 2nd floor, Tillsonburg, Ontario, N4G 5A7, FAX number (519) 688-6540. Commencement and Termination of Agreement 26.Notwithstanding the date upon which this Agreement is signed, the term of this Agreementshall commence on the 1st day of January 2015, and shall conclude on the 31st day of December 2019. 27.Either party to this Agreement may terminate this Agreement upon one year written notice of termination to the other party, in which case this Agreement shall terminate one yearfollowing the delivery of such notice. Should a notice to terminate be given, the Municipality shall continue to be obligated to pay for the cost of providing police services under this contract to and including the date of such termination and Ontario shall continue to be responsible to provide the services outlined in this Agreement. 28.Should the Municipality’s designated responsibility to provide policing under the Police Services Act be changed, either by statute or government interpretation, the Municipality 52 8 maintains its right upon being so informed to give written notice of its intention to terminate this Agreement forthwith. Entire Agreement 29.This Agreement and the schedules attached constitute the entire Agreement between the parties, and there are no representations, warranties, collateral agreements or conditions affecting this Agreement or the relationship of the parties or supported hereby other than as expressed herein in writing. Any amendment to this Agreement must be in writing, duly executed by the parties. IN WITNESS WHEREOF, the Municipality has affixed its Corporate Seal attested by the signature of its duly authorized signing officers and the Minister of Community Safety and Correctional Services has personally signed this Agreement to be effective as of the date set out herein. FOR ONTARIO _______________________________________________ The Minister of Community Safety and Correctional Services FOR THE MUNICIPALITY _______________________________________________ Mayor, Reeve, etc. (as appropriate) _______________________________________________ Chief Administrative Officer, or Clerk (as appropriate) Date signed by the Municipality: _______________________________________________ 53 SCHEDULE “A” BY-LAW OF THE MUNICIPAL COUNCIL 54 SCHEDULE “B” PROPOSAL FOR POLICE SERVICES 55 The Corporation of the Town of Tillsonburg Contract Policing Proposal Prepared by: Ontario Provincial Police Municipal Policing Bureau January 16, 2015 1 56 Table of Contents Executive Summary ............................................................................... 3 OPP Annual Billing Statement ............................................................ 6 OPP Contacts .............................................................................................. 8 2 57 Executive Summary The Ontario Provincial Police (OPP) has over 100 years of experience in providing effective community-based policing and protection throughout Ontario. The OPP has provided municipal police services under contract for over 60 years and currently maintains contracts with over 140 communities across Ontario. The Town of Tillsonburg requested a costing for OPP municipal policing. This proposal is based on the Town of Tillsonburg paying an amount equal to the sum of the Town of Tillsonburg’s allocated portion of the OPP’s total municipal policing base and calls for service costs and the costs for overtime, cleaning/caretaker, accommodation, court security and offender transport as applicable. Where a municipality chooses to receive police services from the OPP pursuant to a contract, the OPP will provide the level of police services required to provide adequate and effective policing, including providing the services set out in Regulation 3/99, Adequacy and Effectiveness of Police Services under the Police Services Act. This proposal reflects the integrated policing concept, incorporating a police services contract for the Town of Tillsonburg with OPP highway patrol services and provincial responsibilities under one administration. The Oxford OPP Detachment will remain as the Administration/Operations Centre. The resources will be deployed to the municipality from this facility. The Oxford OPP Detachment Commander will be responsible to oversee all aspects of service delivery. The detachment management including Staff Sergeant and Sergeant/ Platoon Leaders as applicable would provide assistance and supervision to members of the Oxford OPP Detachment. In order to provide a location for the police and public to interact, and to facilitate the delivery of police services in a community, the OPP encourages the establishment of Community Policing Offices (CPOs). Where such offices exist they are usually equipped with telephone and computer capabilities for use by officers assigned to the municipality. Any decision on the establishment of a CPO in the Town of Tillsonburg rests entirely with Town of Tillsonburg council and any associated costs will be the responsibility of the Town of Tillsonburg. It is recommended that any CPO located within the Town of Tillsonburg be maintained. In consultation with the Tillsonburg Police Services Board it is the intent that all existing community service programs and community policing committees will be maintained. Any new community service program considered may be implemented after consultation with the Town of Tillsonburg Council, the Town of Tillsonburg Police Services Board and the Oxford OPP Detachment Commander. When a municipality chooses to receive police services from the OPP under contract, the OPP will ensure that the municipality receives adequate and effective police services in accordance with the Police Services Act and regulations. The shared infrastructure of the OPP broadens local access to resources, expertise, solutions, training and management without duplicating services. The Town of Tillsonburg will continue to benefit as additional staff are readily available from within the Oxford OPP Detachment as well as neighboring detachments and regions, should the need arise. 3 58 The Town of Tillsonburg will be required to establish a Police Services Board, as mandated by Section 10 of the Police Services Act that will generally determine objectives and priorities for police services within the community, after consultation with the Detachment Commander. The Commissioner is committed to ensuring that the Detachment Commander of the Oxford OPP Detachment responds appropriately to the Board’s advice and priorities in a manner consistent with the Board’s identified concerns, expectations and needs. It is long-standing OPP policy and practice to be accountable to the communities we serve. The Commander of the Oxford OPP detachment, or designee, will report to the Police Services Board on a regular basis, as per the direction of the Board. The OPP is experienced in being accountable to the municipalities we serve. With Oxford OPP Contracts currently in place and future contracts pending, there is great emphasis placed on OPP accountability to Police Services Boards. The OPP is required to provide provincial level emergency response that can be mobilized in times of emergency, disaster or a specialized investigative need. The OPP meets such emergent needs, on an on-call, as-needed basis, by deploying small numbers of officers from multiple locations and assignments, both provincial and municipal. During such times, the OPP is responsible to ensure that appropriate resources remain in place to make certain the municipality receives adequate and effective police services in accordance with the Police Services Act and regulations. The use of OPP officers in cases where there is a provincial obligation to respond will be accounted for as part of the billing model. If the Town of Tillsonburg chooses to accept an OPP contract for its policing service, the Oxford OPP Detachment will assign resources, focusing on meeting the Town of Tillsonburg’s unique policing needs. Value for the Town of Tillsonburg: •Assurance of adequacy and effectiveness of police services; •Dedication to resolving community issues through local involvement and community policing committees; •Availability of additional staffing support from neighboring detachments, regional headquarters and general headquarters; •Seamless access to a comprehensive infrastructure and specialized services; and •Assists the Detachment Commander in determining the local policing priorities andobjectives through the Town of Tillsonburg Police Services Board. Based on, among other things, an estimate of salary and benefit costs, the policing cost for 2015 associated with this proposal is $ 3,132,220. The annual billing statement is set out in the attachment to this proposal. 4 59 Please Note: Not included in this proposal are: The cost of maintaining the Police Services Board The costs associated with establishing and maintaining Community PolicingOffice(s) Any applicable revenues accruing to the municipality as a result of police activity (*Note – This proposal expires six months from the date of presentation to Council. At that time the costs identified in the proposal will be subject to review and revision where necessary.) 5 60 Tillsonburg T Estimated costs for the period January 1 to December 31, 2015 Excluding Enhancements (see notes) Cost per Property $ Base Service Property Counts Household 7,052 Commercial and Industrial 360 Total properties 7,412 $200.51 $1,486,180 Calls for Service Total all municipalities $138,122,392 Total municipal portion 0.9905%$184.59 $1,368,165 Overtime $9.84 $72,933 Court Security Prisoner Transportation (per property cost)$2.41 $17,863 Accommodation (per property cost) Cleaning Services (per property cost) $397.35 $2,945,141 2014 Forecasted cost (see below)Total $3,354,604 $452.59 $397.35 (Decrease)$55.24 (Decrease)$30.00 Actual 2015 Phase-In Adjustment $25.24 $187,079 Total Billing for 2015 $422.59 $3,132,220 Removed the following from the 2014 Forecasted Costs: Two Desktop Computers 2015 Calculated Cost per Property (see above) Cost per Property Variance 2015 Adjustment (Maximum per property) OPP Annual Billing Statement Total 2015 Calculated Cost before Phase-In Adjustment 2015 Phase-In Adjustment Billing Summary 61 Additional Notes to the “OPP Annual Billing Statement”: The Annual Billing Statement is determined based on the new OPP billing model effective January 1, 2015. The Annual Billing Statement is a statement of 2015 costs based on an estimate of salary and benefit costs. Salary and benefit costs are estimates and are subject to a final year end adjustment. As a result of the implementation of the new OPP billing model municipal policing costs are subject to Phase-in Adjustments for the calendar years 2015 to 2019. The 2015 phase-in adjustment is dependent on the final 2014 cost. Phase-in adjustments are subject to change and are based on an annual determination: o If the municipality is subject to an increase between the final 2014 cost and the 2015 cost, the increase will be capped to a maximum of $40 increase per property. The capped increase of $40 plus the growth factor per property cost will be applicable for each subsequent year until the full cost is realized. o The growth factor is a set per property cost for all municipalities dependent upon general increases in salary, benefits, support costs and other direct operating expenditures. o If the municipality is subject to a decrease between the final 2014 cost and the 2015 cost it will be limited to the per property reduction limit applicable to the year. o The per property reduction limit is an annual per property amount determined for all municipalities. The per property reduction limit is subject to change each year based upon the determination of the funding required to offset the capped increases for all municipalities. 62 O.P.P. Contacts Please forward any questions or concerns to Inspector Tim Clark, Detachment Commander, Oxford OPP Detachment or Sergeant Kevin Hummel, Contract Policing Analyst, OPP General Headquarters. Inspector Tim Clark (519) 688-6540 Sergeant Kevin Hummel (519) 441-3697 6 63 SCHEDULE “C” ANNUAL BILLING STATEMENT 64 Tillsonburg T Estimated costs for the period January 1 to December 31, 2015 Excluding Enhancements (see notes) Cost per Property $ Base Service Property Counts Household 7,052 Commercial and Industrial 360 Total properties 7,412 $200.51 $1,486,180 Calls for Service Total all municipalities $138,122,392 Total municipal portion 0.9905%$184.59 $1,368,165 Overtime $9.84 $72,933 Court Security Prisoner Transportation (per property cost)$2.41 $17,863 Accommodation (per property cost) Cleaning Services (per property cost) $397.35 $2,945,141 2014 Forecasted cost (see below)Total $3,354,604 $452.59 $397.35 (Decrease)$55.24 (Decrease)$30.00 Actual 2015 Phase-In Adjustment $25.24 $187,079 Total Billing for 2015 $422.59 $3,132,220 Removed the following from the 2014 Forecasted Costs: Two Desktop Computers 2015 Calculated Cost per Property (see above) Cost per Property Variance 2015 Adjustment (Maximum per property) OPP Annual Billing Statement Total 2015 Calculated Cost before Phase-In Adjustment 2015 Phase-In Adjustment Billing Summary 65 Additional Notes to the “OPP Annual Billing Statement”: The Annual Billing Statement is determined based on the new OPP billing model effective January 1, 2015. The Annual Billing Statement is a statement of 2015 costs based on an estimate of salary and benefit costs. Salary and benefit costs are estimates and are subject to a final year end adjustment. As a result of the implementation of the new OPP billing model municipal policing costs are subject to Phase-in Adjustments for the calendar years 2015 to 2019. The 2015 phase-in adjustment is dependent on the final 2014 cost. Phase-in adjustments are subject to change and are based on an annual determination: o If the municipality is subject to an increase between the final 2014 cost and the 2015 cost, the increase will be capped to a maximum of $40 increase per property. The capped increase of $40 plus the growth factor per property cost will be applicable for each subsequent year until the full cost is realized. o The growth factor is a set per property cost for all municipalities dependent upon general increases in salary, benefits, support costs and other direct operating expenditures. o If the municipality is subject to a decrease between the final 2014 cost and the 2015 cost it will be limited to the per property reduction limit applicable to the year. o The per property reduction limit is an annual per property amount determined for all municipalities. The per property reduction limit is subject to change each year based upon the determination of the funding required to offset the capped increases for all municipalities. 66 67 68 STAFF REPORT CAO Report Title: Community Transportation Pilot Grant Program Report No.: CAO 15-04 Author: David Calder Meeting Type: COUNCIL MEETING Council Date: JANUARY 26, 2015 Attachments: 1. COMMUNITY TRANSPORTATION PILOT GRANT PROGRAM APPLICATION AND PROPOSAL 2. BUDGET AND WORKPLAN 3. TRANSPORTATION IN TILLSONBURG: GETTING THERE “A STUDY OF TRANSPORTATION NEEDS IN TILLSONBURG, ONTARIO RECOMMENDATION: That Council receives report CAO 15-04, Community Transportation Pilot Grant Program; And That Tillsonburg Town Council authorizes the submission to the Ministry of Transportation of a Community Transportation Pilot Grant Program Application, including letters of support, Associated Budget and Workplan and Transportation in Tillsonburg: Getting There “A Study of Transportation Needs in Tillsonburg, Ontario as prepared by Social Planning Council Oxford; And That Council authorizes the CAO to sign the completed application form. EXECUTIVE SUMMARY At its meeting of January 12, 2015, Council heard a delegation from the Tillsonburg Transportation Steering Committee regarding the Community Transportation Pilot Grant Program. The Committee requested that the municipality make application to the Ministry of Transportation for a grant under the Community Transportation Pilot Program. The deadline for submitting an application is 5:00 pm on Friday, January 30, 2015. Upon hearing the delegation, Council passed the following motion: “That the CAO be directed to report back to Council at the January 26, 2015 meeting, on the Community Transportation Pilot Grant Program.” 69 CONSULTATION/COMMUNICATION Staff has reviewed the material submitted by the Tillsonburg Transportation Steering Committee which included information from the Ministry of Transportation, the Community Transportation Pilot Grant Program Application Guidelines and Requirements 2014-2015, and letters of support from various agencies and local municipalities. To date, Town staff have not been consulted as part of the drafting of the proposal or the application nor is any staff member on the Tillsonburg Transportation Steering Committee. I would also note that although some current members of Council are on the Tillsonburg Transportation Steering Committee, they do not officially represent the Town of Tillsonburg Council as they have not been authorized to represent Council by resolution. COMMUNITY STRATEGIC PLAN IMPACT As noted in the Community Strategic Plan (CSP), the Community Transportation Program would meet the CSP’s action items of exploring alternative transportation options and implement and market a transportation program. FINANCIAL IMPACT/FUNDING SOURCE Under the requirements of the Community Transportation Program guidelines, in order to participate in the program, a municipality has to be the lead applicant for the project and at least one community partner has to be involved. Funding from the Ministry of Transportation is available to a maximum of $100,000 for two years and no matching funds are required. Although matching funds are not required, there are other obligations on the municipality as the project applicant. The municipality must sign an agreement with the Ministry of Transportation should it be successful in obtaining approval for a grant. This agreement will set out the terms and conditions under which the Ministry agrees to provide funding to the municipality. Staff have not seen the form of the agreement as of yet. The municipality must set up a separate account for the funds through an interest bearing CT Fund Reserve account under the name of the municipality and in a Canadian financial institution where the CT Funds are deposited and tracked separately from other funds. The municipality is responsible for the proper use of the funds and to ensure the CT Project for which the funds are provided is carried out in accordance with the terms and conditions set out in the guide and agreement which will include the provision of an insurance certificate which specifically references the CT Project. Funding is provided at 50% at the start of the project, interim funding of 40% when the project is 75% complete and the remaining 10% at the conclusion of the project. As a result, there may be a need for the municipality or one of the partners to provide funding until the funds are recouped as part of the program progress. As well, the municipality is required to inform the Ministry of any contributions, other than CT Funds, the municipality receives from any source whatsoever towards costs related to its CT Project. Page 2 / 4 CAO 70 The municipality in accordance with the program guidelines, is also responsible for ensuring “that the municipality and the collaborating community organization(s) have all the resources, experience and expertise to carry out the Community Transportation project.” The CAO is to sign all reports including financial reports. As a result, there will be financial oversight required by the town administration. MTO also has the right to audit and again Town staff would certainly be accountable in an audit process. Finally, in reviewing the application received January 19, 2015, as prepared by the Tillsonburg Transportation Steering Committee, under section 14 of the application regarding operating at the end of the pilot, there is an expectation that there would be an application for Gas Tax funding to be used for a local transportation program. Only the municipality receives gas tax funding which may take away from other Town gas tax priority funded projects. There is also no separate application for a transportation gas tax since there is only one gas tax funding amount. The application also notes that “members of the community will have to potentially lobby the municipality for additional funds to develop and support a more traditional public transportation style system.” In addition, section 8 notes that the Town “has agreed to fill out the application, thereby partnering with the various groups who have expressed interest.” Also, the contribution from the Town would be accounting support, office/meeting space, assistance with vehicular maintenance and potentially $10,000 for a purpose to be confirmed. These items are brought to Council’s attention so that there is an awareness of the municipality’s future possible involvement in transit activities within Tillsonburg In conclusion, the Town staff and Council will have financial responsibility and accountability should the funding application be successful. Financial oversight will be required and Council will be required to authorize the agreement and pass a by-law to enter into the agreement. Staff note that in order for the Town to meet its obligations under the guidelines and subsequent agreement between the Ministry and the Town of Tillsonburg, staff involvement will be required for financial administration, reviewing project reports and signing documents for submission to the MTO. Also as noted above, the application notes assistance with vehicular maintenance. As Council knows, the 2015 departmental work plans and budgets do not address staff involvement in the project. If Council wishes to support the pilot then staff will ensure the Town meets the obligations of the pilot program and specifically the terms and conditions of the agreement entered into with the Ministry of Transportation. Should the project as proposed receive support of the Ministry of Transportation, staff will bring the agreement and an authorizing by-law to Council for approval. APPROVALS Author Name/Signature David Calder Date: January 20, 2015 Director Name/Signature Date: Finance Name/Signature Darrell Eddington Date: January 20, 2015 Page 3 / 4 CAO 71 Page 4 / 4 CAO 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 APPENDIX ONE TOWN OF TILLSONBURG AND COMMUNITY LIVING TILLSONBURG COMMUNITY TRANSPORTATION PILOT GRANT PROGRAM APPLICATION BUDGET AND WORKPLAN January 19, 2015 Prepared for: Ministry of Transportation, Municipal Transit Policy Office, Transit Policy Branch Prepared by: Tillsonburg Transportation Steering Committee (TTSC) Description Increasingly, transportation is becoming a more significant Province-wide issue in Ontario, especially in small towns and rural areas. This is also true in Tillsonburg. A 2014 survey conducted by Social Planning Council Oxford showed community members experience numerous barriers getting around town. Affordably, accessibility, and reliability are just three of the real world issues people are facing. 1 94 APPENDIX ONE (1) INTRODUCTION The Tillsonburg Transportation Steering Committee (TTSC) came together in the summer of 2013 rather organically. Initially, the majority of committee members attended a brainstorming session hosted by Social Planning Council Oxford (SPC Oxford)—not only to discuss the issue of transportation locally but also to devise a strategy of how to deal with has now been a problem for at least ten to fifteen per cent of the population for several decades. The initial meeting hosted by SPC Oxford at The Livingston Centre (96 Tillson Ave., Tillsonburg, ON) attracted over four dozen people from across Oxford County who were representing some combination of themselves or a loved one, as an advocate, or their agency (non-profit organizations), their business interests (the private sector; e.g. a taxi company and a bus line), and/or the general good of community. Because of all the dedication and excitement stirred up locally, a second meeting confirmed that SPC Oxford would in fact be carrying out a community needs survey related to transportation, which received input from 526 respondents (please see Appendix Two: “Transportation in Tillsonburg: Getting There”). The second gathering also resulted in the formation of an informal transportation steering committee, what is now known as the Tillsonburg Transportation Steering Committee. The culmination of eighteen-plus months of hard work support from a dozen individuals has been incorporated into this grant application (see Appendix Three: “TILLSONBURG TRANSPORTATION STEERING COMMITTEE WORKPLAN [3rd Draft]”). Membership remains open to those individuals willing to dedicate time and effort to come up with a solution (see Table 1 for a list of members). 2 95 APPENDIX ONE Referencing this work plan, one can see it was/is in the interest of the TTSC to develop a local public transportation system, which is open to all residents. With that said, there is opposition and pushback from community members regarding public transportation. It is as if the general public requires some solid evidence before they are ready to invest municipal dollars into transportation initiatives again. In many ways, the dollars made available through the Ministry of Transportation’s Community Transportation Pilot program has the potential to be not only the perfect catalyst but also a happy medium, to help achieve the goals of the TTSC and settle the “do we need public transportation (?)” question once and for all. Table 1: Tillsonburg Transportation Steering Committee Membership Name Affiliation / Organization / Position Member since Adam, Maxwell - Councillor (2014-2018), Town of Tillsonburg - Special Services Coordinator, Tillsonburg & District Multi-Service Centre Summer 2013 Balder, Henry - Volunteer Transportation driver, Tillsonburg & District Multi-Service Centre Winter 2014 Farrar, Ashley - Social Planning Council Coordinator, Social Planning Council Oxford Summer 2013 Graf, Marty - Executive Director, Community Living Tillsonburg Summer 2013 Hett, Bill - Executive Director, Tillsonburg & District Multi-Service Centre - Chief Executive Officer, Stonebridge Community Services Summer 2013 Lang, Randy - Owner, Why Wait Taxi Fall 2014 Lessif, John - Former Mayor (2010-2014), Town of Tillsonburg Summer 2013 Molnar, Stephen - (Former and present) Mayor (2003-2010; and 2014-2018), Town of Tillsonburg Summer 2013 Stephenson, Brian - Councillor (2003-2006; 2006-2010; 2010-2014; and 2014-2018), Town of Tillsonburg Summer 2013 3 96 APPENDIX ONE Vandenbosch, Gerry - Volunteer Transportation driver, Tillsonburg & District Multi-Service Centre Winter 2014 Verbakel, Carolijn - Executive Director, Social Planning Council Oxford - Board member, Community Advocates Tillsonburg Summer 2013 Verbakel, John (Chair) - Board member, Community Advocates Tillsonburg Summer 2013 (2) BUDGET Our total budget for the two year transportation pilot project is $100,000 and there are three different phases. What is interesting and perhaps unique is that each phase, even if they are completed on their own over the course of time, will vastly improve the effectiveness and efficiency of transportation services currently being provided. Only when all three phases are complete, however, will be firmly positioned to “own” and operate a local transportation system. For the first phase, a transportation coordinator would be needed. The suggested salary for such a position is $42,000 annually. Their role is envisioned to not only transcend funding limitations but also reduce barriers to transportation; that is to say, the primary goal of the coordinator would be to get people moving more effectively and efficiently, both in-town and out-of-town. This could happen, even without the technology at first, because this person would be allowed to focus their time, resources and efforts on generating creative solutions (e.g. starting up a ride-share program; the “Taxi-bus” concept; and so on) and engaging potential partners. By working with individuals/clients/users, volunteers, non-profit agencies, the private sector, surrounding 4 97 APPENDIX ONE municipalities, and so on, the goals of the coordinator would be to leave no one behind and to develop several different transportation options for people that are accessible, affordable and reliable, as well as a system that is ultimately sustainable. The work of the coordinator could be governed by a volunteer Board of Directors. The second phase of our pilot project would be the acquisition of the necessary coordinating technologies. There are numerous examples of transportation planning software on the market. Based on our research, $ has been allocated to this budget line for the purchase of relevant software and the potential to expand licensing agreements to other municipalities and/or partners. The third phase or major expense would be the capital purchase of used accessible van, and $13,500 had been allocated for this purpose. Its purpose is to further expand the local accessible transportation program, which is “open” to people of all ages and abilities (and which is in contrast to other service providers), that was started on by Stonebridge Community Services on December 16, 2013. For example, at 6:30 a.m. on every Monday, Wednesday and Friday Stonebridge takes one person who uses a wheelchair to dialysis. This person then comes back home at 11:15 a.m. If there is ever a drive request at the same time, then the organization must rely on its lone partner for accessible transportation (Red Cross Woodstock) before referring a client to the private sector. The other thing is now that people are utilizing the service they are not just using it for their medical needs; in other words, they, like more able-bodied clientele, also want to socialize, visit their friends, go shopping, get a haircut, and so on, which is great. At the same time, however, the more clients who start utilizing 5 98 APPENDIX ONE the service—there are new persons every month—the less chance that it will be available for the people who have already started using it. All in all, the reason our pilot project is planning to use a good portion of the funds for a wheelchair van is because the local accessible transportation project largely remains incomplete because there is too much demand! With that said, $13,500 will not be enough for what is being sought, but the coordinator will work to try and make a deal with a local car dealership (i.e. get part of the value of a van donated in-kind). Two vehicles dedicated to accessible transportation should be enough for Tillsonburg and the surrounding Tri-County area and it is unlikely that a third or fourth van would ever be needed because Stonebridge can still lean on its partners in times of need. Lastly, a fourth expense—related to all three phases—would be dollars allocated to getting word out about the services that are being provided. Our committee feels as though a budget of five thousand over two years for this purpose would be sufficient. Advertising or marketing strategies include, but are not limited to, the following: newspaper ads; newsletter articles (e.g. seniors’ communities; community support service agencies; and so on); flyers / unsolicited mail; advertising on social media and different websites; and word-of-mouth. Some other incidentals have also been included in the budget summary listed below. If other information and/or more details are required, then the working group would be happy to provide that to the Ministry as soon as possible. 6 99 APPENDIX ONE Description Cost Funding Breakdown (Amount by Source) Ontario CT Program Additional Funding Professional & Consulting Services Coordinator wages $73,500 $10,500 $63,000 Total $73,000 Equipment, Supplies, and Materials Transportation coordinating software $5,950 $5,950 7 100 APPENDIX ONE Public Outreach and Communication Materials and Activities Advertising and marketing $5, 000 $5, 000 Website purchase and development $450 $450 Event-Related Expenses (Please list) Grand opening / launch party $1,600 $1,600 Other (Please list) Accessible van $13,500 $13,500 Fares ( see pg 12 of application) TBD Interest of CT Reserve Funds 8 101 APPENDIX ONE Account Total: $100,000 $100,000. (3) TIMELINE April 2015—hire a transportation coordinator to work part-time—20 hours per week Oct. 2015—expansion of coordinator role to full-time employment—40 hours per week Nov. 2015—purchase of transportation coordination technologies and software training Dec. 2016—advertising and marketing of transportation services to the public Jan. 2016—official launch of transportation system Mar. 2016—complete and submit project status report and draft financial report June 2016—purchase of accessible van March 2017—end of Ministry of Transportation’s CT Pilot project funding. April 2017— to be determined… 9 102 Prepared by: Transportation in Tillsonburg: Getting There A study of transportation needs in Tillsonburg, Ontario Prepared by Ashley Farrar, Social Planning Coordinator Social Planning Council Oxford 519-539-1111 Ext. 227 ashley.farrar@spcoxford.ca This report has been made possible by funding from: 103 2 Message from the Social Planning Co-‐ordinator Transportation in Tillsonburg: Getting there is a study of the transportation needs of Tillsonburg, Ontario and its surrounding area. This study ran from January 2013 to February 2014. The process involved compiling data from existing sources, and conducting and analyzing a community survey, and focus groups. All of this information is included in this report. The details of this report were presented to the community in Tillsonburg, Ontario on March 6, 2014. This project was possible because of the funding from Ontario Trillium Foundation, and support of United Way Oxford. This report is being shared with the community for use as development of a transportation strategy continues. My sincere thanks to those who have contributed to this report in a variety of ways. Many agencies have been supportive, providing data and information about their transportation services, participating in community discussions, and committing to action moving forward. While so many passionate community members and agencies were instrumental in this project, I would like to extend a special thank you to Max Adam and John Verbakel for their assistance with the research portion of this project, Phil Gravelle for his incredible support in distributing the community survey, and the various organizations who hosted focus groups. Thank you also to Matthew MacNeil for his assistance in various steps of the process – you have been wonderful to work with! Ashley Farrar Social Planning Co-‐ordinator Social Planning Council Oxford 104 3 Table of Contents Introduction 5 The Role of Transportation in Inclusion 6 Community Overview 7 Geography and Population Characteristics 7 Demographics 8 Education and Income 9 Existing Transportation Services 11 Public Transit 11 Taxi Services 11 The Tillsonburg & District Multi-‐Service Centre 12 Stonebridge Community Services 12 Student Transportation Services: Ravin Coach Lines 13 Client Transportation by Agencies 14 Oxford County Human Services 14 Canadian Mental Health Association, Oxford County Branch 15 Community Living Tillsonburg 16 VON Oxford 16 Other Agencies 16 Pilot Transportation Programs 17 Special Olympics Ontario: Tillsonburg Transportation Program 17 CAT CAB Coupons 17 Work Transportation Pilot: The Tillsonburg Transit Initiative 18 Collaboration 19 Recent Research Initiatives 20 United Way Oxford 20 Social Planning Council Oxford Focus Groups 21 Social Planning Council Oxford Survey 24 Town of Tillsonburg Taxicab Survey 30 Oxford County Planning 31 What’s Been Done Elsewhere? 31 The Rural Overland Utility Transit (TROUT) 31 Ride Norfolk 32 Wellington Transportation Services 33 Quinte Access 34 Conclusion 35 105 4 Recommendations 35 References 37 Appendices 39 106 5 Executive Summary Access to accessible, affordable transportation has continually been shown through research and community experience to provide an increase in one’s quality of life. Despite this, the residents of many rural communities across Ontario still lack adequate access to public transportation. Residents of the Town of Tillsonburg, and the Townships of Norwich and South-‐ West Oxford repeatedly described the experience of not having transportation as stressful, tiring, frustrating, and isolating. Lack of transportation was expressed as negatively impacting their social and employment opportunities, their relationships with family, friends, and neighbours, and their connection to their community. Lack of transportation also has a significant financial cost to our community. Agencies whose clients often lack transportation are left to use their limited resources to assist with transportation. The result is that the social service sector is being drained of its financial resources, staff time, and expertise. Cross-‐sector collaboration is a solution that is supported by the community, with the greatest strength identified throughout this research project being the interest and commitment of various sectors in working towards a collaborative solution. Additionally, the wider community supports public transportation. Of 526 survey respondents, 95% believe that having access to public transportation in Tillsonburg is either important or very important, including the majority of respondents who said that they would not use transportation, who said they currently own a car, and who reported an annual household income of greater than $50,000. The financial and geographical barriers to public transportation can often act as inhibitors of action. However, the social and financial costs of not having public transportation are too costly to our community. Public transportation is an economic driver. It provides and supports employment, promotes spending, and builds more inclusive communities. The agencies and residents of Tillsonburg are ready for change. 107 6 Introduction Transportation is essential to meeting our most basic needs – going to work, grocery shopping, participating in the community through social, volunteer, or civic activities, entertainment, and healthcare. Research and community experience has consistently shown that access to transportation increases one’s quality of life. Despite this, many residents of rural communities across Ontario are still without reliable, affordable, and accessible transportation. Those who live in rural areas are generally limited to high reliance on personal vehicles because of a lack of public transportation, and it often being unsafe or not practical to use active forms of transportation like walking or cycling. Statistics Canada defines a rural area as one with a population of less than 1,000 or a population density of less than 400 people per square kilometer (Statistics Canada, no date). Low population density often means two things: individuals from rural areas have to travel longer distances than their urban counterparts to access services, and some services may not be available locally, but in the closest larger centers. These two issues can also be true of the residents of small towns located near rural areas. Often rural areas and small towns do not have public transportation, simply for the reason that it is believed to not be viable, due to low populations, low population densities, and the long distances between people and services. In 2011, the Ontario Ministry of Transportation Transit-‐Supportive Guidelines suggested that the minimum density to support a basic transit service is 50 people and/or jobs per hectare (Ontario Ministry of Transportation, 2011). While not a standard, this roughly translates to mean that transportation is only viable in areas where there are 5,000 people and/or jobs per square kilometer. In other words, the threshold for public transportation is roughly ten times greater than Statistic Canada’s definition of a rural area. Despite these numbers, not all believe that rural transportation is not viable. Many rural communities who believe that it is possible, have come up with solutions that meet the needs of many of their residents. This report will outline a number of these initiatives. Author Paul Mees states in his 2011 book ‘Transport for Suburbia’ that, “Density is not the main barrier to providing public transport that offers a real alternative to the car; rather, it is a rationalization for inaction.” 108 7 Furthermore, a thesis by Eric Marr from the University of Guelph found that public transportation in rural areas is far more viable than is often perceived (Marr, 2012). The Social Planning Council Oxford argues that public transportation may not always be set as a priority for a community, because when a community does identify public transportation as a priority, collaborations that leverage resources have provided successful solutions. While this report will focus on public transportation, it is important to note that other factors can assist in addressing transportation disadvantage in the rural context. For example, providing community hubs in rural areas that bring services to people, rather than the opposite, can remove some barriers. However, a single method cannot meet the needs of rural residents completely. A creative solution that utilizes several methods is a best foot forward program to meeting the transportation needs of rural and small town communities. The Role of Transportation in Inclusion In 2012, United Way Oxford conducted several community conversations across Oxford County. Conversations were held with a wide range of socio-‐demographic groups, who have varied life experiences. Conversations were informal and focused on the hopes and aspirations of the people who live in Oxford County. Some of the issues identified included transportation, housing, and youth issues. The broad underlying theme of these issues, as identified by United Way Oxford and based on community feedback, was community belonging. United Way Oxford reports that “people want a voice, but are concerned that community leaders, people in authority and decision makers do not genuinely understand the ramifications of the decisions they make and the effects they have on real lives.” They also report that “people want to feel that they belong in their community, but they are concerned that there are many barriers to belonging, and that their community is not open to addressing these barriers,” and that “people want convenient, safe, affordable transportation options that allow them to meet their basic needs and participate in other essential daily activities” (United Way Oxford, 2014). There are many barriers to community belonging and Tillsonburg resident Matthew MacNeil is clear that transportation is one of them (MacNeil, 2013). He says, “It is pointless to invest time, energy, and money in preparing people for life experiences that will forever be inaccessible.” 109 8 We have strong agencies providing excellent services across Oxford County, including Tillsonburg and its surrounding area. Our residents need transportation to utilize these supports, and to build the strong, inclusive community that we envision. Community Overview Oxford County is a regional municipality located in Southwestern Ontario. It is comprised of three municipalities, the Towns of Tillsonburg and Ingersoll, the City of Woodstock, and five townships (Zorra, East Zorra-‐Tavistock, Blandford-‐Blenheim, Norwich, South-‐West Oxford). Please see Image 1 for a map of Oxford County. Image 1: Map of Oxford County Source: County of Oxford Official Plan Geography and Population Characteristics Oxford County covers a large geographic area of 2,039 square kilometers where 96% of the land is rural. The total population of Oxford County is 105,719 (a 2.9% increase since 2006), with a population density of 52 people per square kilometer. 110 9 Of the total population, 38% live in a rural part of the county (Statistics Canada, 2011 Census). The Town of Tillsonburg is located south of Woodstock (37 km) and London (60 km). With a land area of 22 square kilometers, Tillsonburg accounts for 1.1% of the total land area of Oxford County (Statistics Canada, 2011 Census). Tillsonburg is also south of the rural Townships of South-‐West Oxford and Norwich. Residents of South-‐West Oxford and Norwich are split on where they receive services, accessing programs in all three major centers, Tillsonburg, Ingersoll, and Woodstock. In some cases the same individuals will access services in multiple centers. Please see Table 1 for the land area and population density of the Townships of South-‐West Oxford and Norwich. Although located in Oxford County, Tillsonburg is unique because of its tri-‐county proximity, bordering both Norfolk and Elgin Counties. This tri-‐county location means that there are many residents within Oxford, Norfolk, and Elgin counties seeking services in jurisdictions where they are not registered. Tillsonburg saw a population growth of 3.2% from 2006 to 2011, with a total population of 15,301 in 2011. Tillsonburg accounts for 14.5% of the total population of Oxford County. The population density of Tillsonburg is 685 people per square kilometer (Statistics Canada, 2011 Census). Table 1: Land area, total population, and population density Location Land Area (km2) Total Population Population Density (people/ km2) Oxford County 2,039 105,719 52 Tillsonburg 22 15,301 685 South-West Oxford 371 7,544 20 Norwich 431 10,721 25 Source: Statistics Canada 2011 Census, 2011 Community Profiles Tillsonburg and surrounding area do not meet the threshold suggested by the Ontario Ministry of Transportation Transit-‐Supportive Guidelines of needing 5,000 people and/or jobs per square kilometer for a successful public transportation system (Ontario Ministry of Transportation, 2011). However, it should be noted that the City of Toronto has a population density of 4,150 people per square kilometer (Statistics Canada, 2011 Census). With a large number of commuters into the city, it is likely that they meet this threshold. However, it is clear that this threshold would support public transportation only in Canada’s largest cities. Demographics It is anticipated that by 2021, seniors in Oxford County will make up 40% of the population, compared to 19% in Canada (Sheridan, 2012). This increase in the 111 10 number of seniors is expected to increase our challenges in meeting needs through supportive programs and services in the county, including transportation. Other data presented in the Oxford Master Aging Plan indicate that seniors in Oxford County, as compared to Ontario, are more likely to live in a household alone, and tend to have lower income and education levels (Sheridan, 2012). In combination with the rural nature of the county, these factors are likely to contribute to the isolation of seniors, and to a lack of access to services. It is also possible that the number of dependent family members will increase, resulting in additional pressure for drivers. This is particularly true for Tillsonburg, who has the highest percentage of people aged 65 years or older in Oxford County (please see Table 2). Table 2: Percentage of population aged 50-‐64 years and 65 years and older Location Percent (%) of population aged 50-64 years Percent (%) of population aged 65 years or older Tillsonburg 20.5 25.1 Oxford County 20.5 16.6 Ontario 20.5 14.6 Canada 21.1 14.8 Source: Statistics Canada 2011 Census, 2011 Community Profiles When looking at the ethno-‐cultural makeup of Oxford County, we are restricted to data from the 2006 Census because of quality issues (please see Appendix 1). Compared to Ontario, a smaller percentage of the residents of Oxford County are immigrants (Oxford County = 10.9%, Ontario = 28.3%). Within Oxford County, Tillsonburg has the largest proportion of immigrants, at 14% (Oxford County Public Health & Emergency Services, 2011). Oxford County’s settlement services have reported that transportation is a major barrier for newcomers (Community Employment Services, personal communication, 2013). As the number of newcomers choosing Oxford County and Tillsonburg as their home increases, the need for affordable, accessible transportation will also continue to increase. Education and Income When examining education and income, we are restricted to data from the 2006 Census because of quality issues (please see Appendix 1). Both Oxford County and Tillsonburg residents tend to have lower educational attainment when compared to Ontario (please see Table 3). 112 11 Table 3: Educational attainment of population 15 years and over Educational Attainment Tillsonburg (%) Oxford County (%) Ontario (%) No certificate, diploma or degree 25.5 29.3 22.2 High school certificate or equivalent 23.3 29.7 26.7 Apprenticeship or trades certificate or diploma 8.2 9.6 7.9 College, CEGEP or other non- university certificate or diploma 16.3 19.9 18.3 University certificate or diploma below the bachelor level 2.3 2.4 4.1 University certificate, diploma or degree 7.0 8.9 20.4 Source: Statistics Canada, 2006 Census Community Profile The Low Income Cut-‐Off (LICO) is an income threshold where a family is likely to spend 20% or more of its income on food, shelter, and clothing than the average family. This leaves less income available for other expenses such as transportation, health, education, recreation and social activities. LICOs are calculated for families and communities of different sizes (Statistics Canada, 2008). Within Oxford County, 5% of the population is considered to be living on incomes below the poverty line, falling into the LICO (compared to Ontario, where 11.1% fall into the LICO). In Tillsonburg, 5.6% of the population is considered to be living on incomes below the poverty line (Oxford County Public Health & Emergency Services, 2011). While both Oxford County and Tillsonburg have approximately half the rates of incomes falling below the poverty line when compared to Ontario, poverty is a concern to many of our community members and agencies. Poverty acts as a main barrier to access to transportation, as many cannot afford a personal vehicle or the cost of frequent taxicabs, which are the only available means of transportation for many low-‐income individuals living in Tillsonburg and the surrounding area. 113 12 Existing Transportation Services Providing a sufficient transportation system in Tillsonburg is logistically and financially challenging, largely due to financial and geographical barriers. Due to its location, residents of Tillsonburg frequently need travel not just outside of Tillsonburg, but also outside of Oxford County. The following section will provide an overview of existing transportation services that provide service to Tillsonburg residents. Public Transit There is no public transportation available in Tillsonburg. In the past, Greyhound offered weekly bus service to and from Tillsonburg. The route connected to VIA Rail in Ingersoll. This service was cancelled because usage was not supporting the cost. There has also been a history of a local bus system within Tillsonburg, operating from 2001 to 2005, but it is no longer in service. Passenger train services are provided by Via Rail stations in Ingersoll or Woodstock. No shuttle exists between the train stations and Tillsonburg, and train fares are generally out of reach for those living on a low income. Taxi Services Taxi services are particularly important in Tillsonburg because there is no public transportation available. There are two taxi companies who provide services in Tillsonburg: Why Wait Taxi and KTN Taxi. Both companies are open 24 hours daily, and charge a flat rate of $8 for service within Tillsonburg. Both companies offer a rate of $6 for students travelling to or from school, and KTN Taxi also offers this same rate for seniors. Why Wait Taxi reported that they are no longer able to offer a senior discount. Due to the high cost, neither taxi company is able to offer wheelchair accessible transportation at this time (Why Wait Taxi and KTN Taxi, personal communication, 2013). On the whole, taxi fares are out of reach for people who are living on low income, or who require regular use for transportation. Some individuals living on low income report that they use taxi services, but they indicate that they use them quite infrequently due to the cost. In the past, there have been some concerns about the viability of taxi companies in Tillsonburg (Taxi Trouble in Tillsonburg, 2012). The taxi companies report that their barrier to reducing their fares is financial sustainability. 114 13 The Tillsonburg & District Multi-‐Service Centre The transportation program provided by the Multi-‐Service Centre, a non-‐profit organization, has been operating in an official capacity since 1981. Adults who are 55 years or older, and people with disabilities are eligible for transportation services. The organization services Elgin, Norfolk, and Oxford County, from 8:30 am to 4:30 pm, Monday through Friday. In some cases, weekend requests can be accommodated. Volunteer drivers, who are compensated for mileage, drive clients to medical appointments, shopping or social activities and programs, while providing a friendly visit on the way. The cost of the service is $3 each way inside of Tillsonburg, plus $1 for an additional stop, or $0.38 per kilometer for trips outside of Tillsonburg. Individuals who need wheelchair accessible vehicles can also contact the Multi-‐ Service Centre. In the past, Tillsonburg did not have a local wheelchair accessible vehicle available to the community. Rather, all requests for a wheelchair accessible vehicle were filled through Red Cross. However, due to funding availability, it is estimated that only 40% of Tillsonburg residents requesting a wheelchair accessible vehicle were able to access one through Red Cross (The Tillsonburg & District Multi-‐ Service Centre, personal communication, 2013). In December 2013 Stonebridge Community Services purchased a wheelchair accessible van through a grant from New Horizons for Seniors Program. Through their partnership with the Multi-‐ Service Centre, it is anticipated that this purchase will increase access to accessible transportation in Tillsonburg. The Multi-‐Service Centre reports that eligibility requirements set by their funding body, the South West Local Health Integration Network, places limitations on who they can serve. Additionally, because the program is volunteer-‐driven, while they go above and beyond to meet their clients’ needs, at times they are not able to fulfill certain requests. For example, some residents have reported that it is particularly difficult to use the service for travel to work, both because of the volunteer nature of the program and its hours of operation. In order to meet this gap, the Multi-‐Service Centre’s sister organization Stonebridge Community Services provides top-‐up transportation services. Stonebridge Community Services Stonebridge Community Services is a non-‐profit, fee-‐for-‐service extension of the Tillsonburg & District Multi-‐Service Centre. Stonebridge has no age limitations or requirements for its programs. They service the tri-‐county area, and are not limited by geographical boundaries. This means that Stonebridge is able to drive anyone, anywhere, without limitations. Similar to the Multi-‐Service Centre, the transportation program at Stonebridge is volunteer-‐driven. Volunteer rides are booked two days in advance, and individuals 115 14 receiving services are invoiced monthly. Stonebridge also provides fee-‐for-‐service programs like accompaniment to medical appointments, blood tests, and picking up and dropping off prescriptions, which can help to ease transportation barriers. Transportation services can be received to and from Mount Elgin or Tillsonburg for $0.43 per kilometer. This means that in order for someone from Tillsonburg to attend a medical appointment in London (round trip of 119.4 km) it would cost $51.34. As you can imagine, for an individual who is living on low-‐income, this cost is out of reach. As a non-‐profit, Stonebridge does not make money off of their transportation program. The main barrier for Stonebridge to decrease the cost of their service is funding or additional resources through collaboration. Student Transportation Services: Ravin Coach Lines F.L. Ravin Limited, commonly known as Ravin Coach Lines, was founded in the late 1940’s. Over the years, the business has undergone many changes. Until June 2010, the Ravin fleet included more than 20 vehicles, a mix of school buses, mini buses, a wheelchair bus and mini vans. Presently, the company is downsized due to the current procurement guidelines for the Province of Ontario. The government of Ontario transitioned to a request for proposal (RFP) process to procure student transportation. This means that various providers participate in a bidding process in order to become the student transportation provider of specific routes. This process led to several smaller transportation companies in Ontario losing several routes, including Ravin Coach Lines. This transition has led to a legal battle at the provincial level, where bus operators have received awards in their favour five times. Currently, there are legal battles in process trying to get the government to work with bus operators to find a system that is fair to operators of all sizes (F.L. Ravin Limited, personal communication, 2013). Ravin Coach has bus routes in Thames Valley District School Board, London District Catholic School Board, and is one of the ten companies that transports for Southwestern Ontario Student Transportation Services. Buses are also used for charter work, including weddings, seniors, churches, family outings, and sports teams in Oxford, Norfolk, and Elgin counties. There are many benefits to the community in having Ravin Coach as the student transportation provider, including The Tillsonburg & District Multi-Service Centre and Stonebridge Community Services were able to service all ride requests, over 550 drives, from August 1 to October 31, including one trip to Toronto. 116 15 local knowledge, local employment opportunities, and investment in the community. Challenges that prevent Ravin Coach from providing additional transportation services in the area include a current shortage of school bus drivers, and time restrictions (meaning that if the bus were to be used for public transportation it could not be picking up passengers at school times, unless that driver was dedicated to a town bus run) (F.L. Ravin Limited, personal communication, 2013). Client Transportation by Agencies Many agencies across Oxford County have found ways to support the people who use their services with transportation. These services are not transportation programs in the sense that they are not available to the public; however, they are a response to the current lack of affordable and accessible transportation options. Oxford County Human Services Oxford County residents who are clients of Oxford County Human Services are eligible for transportation assistance for training and appointments, which includes bus passes or taxis for client meetings, medical transportation, including travel to methadone clinics, and employment related travel expenses for job placements and interviews. Table 4: Total dollars spent by Oxford County Human Services on client transportation Reason for Transportation 2012 2013 Training and Appointments $2,462.56 $7,032.20 Medical Transportation $183,222.74 $94,573.29* Employment Related Travel $40,798.33 $45,258.52 Total $226,483.63 $146,864.01 * Indicates that numbers are not yet finalized as December invoices may not be fully accounted for Source: Oxford County Human Services, personal communication, 2014 Tillsonburg accounts for 14.5% of Oxford County’s population. If we assume that Tillsonburg also accounts for 14.5% of the dollars spent by Human Services each year on transportation, that would mean that in 2012, $32,840.13, and in 2013, $21,295.28 was spent on Tillsonburg clients. 117 16 Canadian Mental Health Association, Oxford County Branch From March-‐May 2013, the Canadian Mental Health Association, Oxford County Branch (CMHA) reports that their Tillsonburg staff drove clients a total of 14,493 kilometers, an average of 4,831 kilometers per month. Table 5: Kilometers driven by Tillsonburg CMHA staff in three months in 2013 March 2013 April 2013 May 2013 Total 3,223 km 5,194 km 6,076 km 14,493 km Source: Canadian Mental Health Association, Oxford County Branch, personal communication, 2013 Travelling 14,493 kilometers is equivalent to: • Driving from Tillsonburg to Woodstock and back 197 times • Driving from Tillsonburg to Ingersoll and back 303 times It is also equivalent to: • Two staff members driving from Tillsonburg to Woodstock and back every single day from March-‐May 2013 • Three staff members driving from Tillsonburg to Ingeroll and back every single day from March-‐May 2013 Not only is this a significant waste of dollars that could be spent on programs within CMHA, it is also a significant waste of the expertise and time of these staff members. The majority of these kilometers, 38%, were accumulated driving within the Tillsonburg border. This was followed by 33% in trips to Woodstock, 11% driving to London, and 10% travelling to Ingersoll. Other destinations included other areas within Oxford County (Brownsville, Drumbo, Norwich, and Tavistock), Elgin County (Aylmer, Springfield), Ayr in Waterloo Region, Courtland in Norfolk County, and Paris in Brant County (Canadian Mental Health Association, Oxford County Branch, personal communication, 2013). If we assume that staff are reimbursed $0.45 per kilometer, a reasonable rate for a non-profit organization, in three months, this would have cost CMHA $6,521.85. Using the average kilometers travelled from March to May 2013 (4,831 km), we can assume that each year, CMHA’s Tillsonburg staff are reimbursed for approximately 57,972 km, equaling $26,087.40. 118 17 Community Living Tillsonburg Community Living Tillsonburg has historically provided transportation supports to the individuals they support. The agency, funded by the Ministry of Community and Social Services, was instrumental in the development of the town transit system that was in place from 2001 to 2005. Transportation supports are provided to over 100 individuals on a regular basis, and they have several accessible vans that are used on a daily basis. Individuals pay a monthly fee of $65 per month for in town transportation. There are also out of town fees based on the number of kilometers travelled. Although inadequate, ODSP Income Support provides funds for transportation costs in a person’s monthly cheque. Of the $176,000 spent each year by Community Living on transportation costs, including vehicle operation and maintenance, and mileage paid to staff for use of their vehicles, only $35,000 is recovered in transportation fees (Community Living Tillsonburg, personal communication, 2014). Community Living Tillsonburg is committed to working on solutions to transportation issues in rural communities. VON Oxford In June 2013, VON Oxford reported how their 39 Tillsonburg Adult Day Program attendees travel to the program. Seventeen clients get themselves to program or have family drop them off, 12 take a taxicab, 9 receive transportation from their Community Living support worker (three of who require accessible transportation), and one client uses the Tillsonburg & District Multi-‐Service Centre’s service. VON reports that they are beginning to see an increase in clients with complex needs and they anticipate that the need for accessible transportation will continue to grow. With the unequal distribution of seniors across Oxford County, this growth is particularly anticipated in the Tillsonburg area. Other Agencies There are many other agencies within Tillsonburg and Oxford County whose clients have transportation as a barrier. For example, Community Employment Services reports that of those seeking training, education, and employment through their organization, 47% see transportation as a barrier (Community Employment Services, personal communication 2013). Other organizations who have identified transportation as a barrier and provide some support to their clients include, but 119 18 are not limited to The Salvation Army’s, Society Saint Vincent de Paul, and the Children’s Aid Society of Oxford County. Pilot Transportation Programs Several transportation pilot projects have also taken place in Tillsonburg in the last year. These projects are described below. Special Olympics Ontario: Tillsonburg Transportation Program Special Olympics Ontario (SOO) Tillsonburg has identified specific athletes who need access to transportation to attend practices and events, and have developed a pilot program. Taxi rides are scheduled through Why Wait Taxi with up to four people per taxi. Cost varies according to the number of stops that the taxi makes, but the taxi becomes more cost efficient and affordable through the carpooling method. Athletes pay a fixed cost to SOO Tillsonburg, and in turn, Why Wait Taxi bills SOO Tillsonburg once a month. At this time, SOO Tillsonburg subsidizes the cost of the taxi ride by 50%. In December 2013, it was reported that five athletes were using this service; however, this number may increase in the future (Special Olympics Ontario Tillsonburg, personal communication, 2013). CAT CAB Coupons Community Advocates Tillsonburg (CAT) is a group of parents who have grown children with disabilities. The vision of CAT is a community that values its citizens with special needs. The mission of CAT is “to work to obtain for our citizens with special needs; jobs, transportation, supported housing, viable recreation and volunteer opportunities, respite for parents, lifelong satisfaction, and enduring friendships” (Community Advocates Tillsonburg, personal communication, 2013). The goal of CAT CAB Coupons is to create subsidized transportation using current taxi services through a partnership with Why Wait Taxi company. People with disabilities that belong to Special Olympics Tillsonburg, the CAT group, or are supported by Community Living are able to purchase a coupon for five rides with Why Wait Taxi within Tillsonburg for $10. These are the existing vouchers that Why Wait Taxi uses, but CAT offers a 75% subsidy on rides. This pilot project is in the very early stages, and so at this time, it is unknown whether or not this level of subsidy is sustainable. However, this level of subsidy means that individuals pay $2 per ride, which many community members have described as an affordable price. Once a coupon is purchased, the card owner is responsible for calling and booking a taxi ride. The phone number for Why Wait Taxi is provided on the coupon. Each time the coupon is used, the taxi driver marks the use of one ride. More than one 120 19 person may ride in the taxi to the same destination at the cost of one ride on the coupon. Due to limited funds, the program will be reassessed monthly with the goal of running until at least the end of March 2014. At that time, if funds are available, it will be extended. In February 2014 it was reported that there were 13 individuals regularly using CAT CAB Coupons (Community Advocates Tillsonburg, personal communication, 2014). Matthew says he likes the coupons because, This program is currently being funded by a community fundraiser, the 1st Annual Community Advocates Tillsonburg Scramble, which was held on July 27, 2013 at the Mount Elgin Golf Course. This fundraiser raised a total of $6,800. The 2nd Annual tournament is scheduled for June 14, 2014 (Community Advocates Tillsonburg, personal communication, 2014). It is anticipated that as this program grows, change will occur. Future directions may include partnerships that allow for central purchasing of vouchers, increasing eligibility, a sliding scale cost structure, and increased coordination and administration support. Work Transportation Pilot: The Tillsonburg Transit Initiative On September 30, 2013, a pilot project aimed to improve access to employment for Tillsonburg residents who are supported by Employment Ontario Services was launched. The program offered affordable transportation to the industrial sectors of the Town. Supported by many local agencies, the program was a collaboration between the Tillsonburg and District Multi-‐Service Centre and Why Wait Taxi. Five days a week, starting at 5:15 am, and covering all shift times, Why Wait Taxi picked up riders from the Tillsonburg Tim Hortons’ locations for $4 per ride. The cost of the ride was covered for workers until they received their first paycheck. The cost of travel remained low because five riders shared the $20 cab fare to get across town (Tillsonburg & District Multi-‐Service Centre, personal communication, 2013). “I have freedom and independence. I don’t always have to rely on other people. And, the drivers are really nice.” 121 20 While creative, due to low ridership, when the pilot ended on December 6, 2013, it was not renewed. Feedback from the community indicates that the location pick-‐ups were not practical for some. One resident commented that, Despite the end of this pilot project, the Multi-‐Service Centre remains committed to improving transportation. Collaboration Many of the above services and agencies are supportive of community efforts to develop transportation solutions, and are committed to collaboration to strengthen current resources and improve access and affordability to the community. Over 30 community partners met on July 16, 2013 to identify existing resources, gaps in service, and barriers to transportation in Tillsonburg and the surrounding area. The biggest strength identified was the interest and commitment in working towards a collaborative solution (please see Table 6). Table 6: Community identified resources and barriers to developing a collaborative transportation solution in Tillsonburg Resources Barriers Commitment to the development of a collaborative solution Sharing maintenance and depreciation costs of vehicles Switchboard and scheduling technology Affordability of vehicle maintenance Vehicles Lack of funding Volunteer rosters Funding restrictions and boundaries Fundraising experience Lack of Provincial Gas Tax Experience in prior transportation strategies Lack of paid drivers Knowledge of existing transportation barriers Back-‐up plans if vehicles or drivers are unavailable Knowledge of transportation programs in other rural communities Volunteer burnout Tillsonburg’s tri-‐county geography Little access to wheelchair accessible vehicles* *Note that this was prior to Stonebridge Community Services purchase of an accessible van in December 2013 “By the time I walked to Tim’s, I might of well have walked to work.” 122 21 Although the group could easily identify the challenges to developing a sustainable transportation strategy, the tone of the day was positive. Some commented that although transportation programs are costly, and tend not to make money, the cost of not having transportation is too high – moral implications, residents and employers leaving the community, people unable to receive proper health care, access education, or find and maintain employment. One participant remarked, “Let’s not sell ourselves, our agencies, or our community short.” Affordability was discussed to mean cheaper than current alternatives and market value transportation. Accessibility was defined as a wheelchair accessible vehicle that has trained drivers who are well equipped to assist passengers and load assistive devices. Sustainable transportation was identified as a system that would outlive its pilot phase and see continued growth over the years. Seven priority groups were identified: • Individuals living on low income • Individuals seeking employment • Individuals living with disabilities and high medical needs • Seniors • Youth • Women • Newcomers Following this meeting, a survey was developed and distributed throughout the community and focus groups were held. The results are reported below. Recent Research Initiatives The following section will outline the most recent investigations into transportation within Tillsonburg. Community and agency consultations and surveys by the Social Planning Council Oxford, United Way Oxford, and the Town of Tillsonburg, as well as the Oxford County Transportation Master Plan have been included. United Way Oxford In March 2012, United Way Oxford released the report, “Oxford Transportation Strategy: Moving Ideas to Action.” The report was a summary of a meeting held on A discussion of priority groups determined that affordable, accessible, and sustainable transportation was a common link. 123 22 March 21, 2012, where over sixty community stakeholders from Oxford County gathered to develop a Transportation Strategy for the County. Five action groups were developed using community service providers and client input (United Way Oxford, 2012). The five action groups, including a brief description were: • Taxi collaboration with service providers o To have a more efficient and coordinated service system • Rural mobile hub: A collaboration o Providing services locally or in a centralized area where transportation is available • Coordinated services through pooling of resources o Building capacity with existing resources • Corporate green wheels o Workplace carpooling • Long term strategy o A desirable, stable, and sustainable funding and operational model Due to the lack of a dedicated staff person, these efforts lost their momentum. However, these efforts were taken on by the Social Planning Council Oxford in 2013. Due to the gap between leadership, these action groups, while informative, were not developed into working groups. Social Planning Council Oxford Focus Groups In 2013, the Social Planning Council Oxford, in partnership with Community Advocates Tillsonburg, met with Tillsonburg, South-‐West Oxford, and Norwich residents to talk about transportation challenges. Overwhelmingly, residents without transportation described the experience as stressful, tiring, frustrating, and isolating. All talked about lack of transportation as limiting their social and employment opportunities. One individual described the experience as being cornered, and another said, “Not having transportation makes me feel substandard.” Community members who do not have reliable, affordable transportation do not feel cared for, “People don’t care. To them, it’s just another cost on their taxes.” Residents talked about their challenges travelling within their town, Oxford County, and between counties. People “Not having transportation makes me feel substandard.” “People don’t care. To them, it’s just another cost on their taxes.” 124 23 spoke about having trouble finding work that they would be able to get to safely and timely, attending appointments or job interviews, and travel for social and entertainment opportunities. People talked about how lack of transportation negatively impacts their relationships, often feeling as though they are a burden to their friends and family. “You can only ask your friends and neighbours [for a ride] so many times. I’m too embarrassed to keep asking. People start to avoid you, and it can be confrontational with friends and family. I’m afraid to call them.” One community member said that they had been trying to get to Woodstock for two months, and hadn’t been able to coordinate with anyone to get there. Some also talked about how expensive lack of transportation is. Available transportation options are not affordable to use regularly. “I am on a fixed income. I probably spend $50-‐70 a month on cab fare… just going out and paying bills, getting groceries, and doctor’s appointments. I usually try to save up and go to two or three different places at once.” Residents spoke about incurring additional costs when they’re late or miss an appointment. Some people spoke about the struggle to coordinate schedules, and the uncertainty of not knowing whether or not they would have a ride to get to work or appointments. “It sucks to rely on others because if you can’t find someone you miss appointments and sometimes you get charged for them.” Another resident spoke about the cost of getting to work, “Without a ride from family or friends, I spend almost two hours of my wages on taxi rides, then I give back half of my earnings to ODSP.” Another resident calculated that if he works four hours at minimum wage, he will have worked four hours for around $4. Not having reliable transportation can also impact employment. Community members talked about how you will get in trouble by some employers for being 15 minutes late, but that when you don’t own a vehicle, it is not always within your control to be on time. “Cabs aren’t dependable. Even if you have timed your calls [correctly], things come up.” Residents spoke about relying on walking to get to work, and the impact of bad weather, “…but you can’t pick and choose what days you go to work.” “You can only ask your friends and neighbours [for a ride] so many times. I’m too embarrassed to keep asking. People start to avoid you, and it can be confrontational with friends and family. I’m afraid to call them.” “It sucks to rely on others because if you can’t find someone you miss appointments and sometimes you get charged for them.” “Without a ride from family or friends, I spend almost two hours of my wages on taxi rides, and then I give back half of my earnings to ODSP.” 125 24 People felt that access to transportation not only increases social and employment opportunities, but also makes them feel included in the community, and it provides freedom and independence, “I am able to manage my time better when I know I have a way to get places.” Another resident said that lack of transportation, “Makes me feel sad and not very included.” Community members spoke of the way in which they would participate in the community, through work, recreational activities like dances, London Knights games and other sports events, eating at restaurants, going to the community centre, and seeing a movie, if they had transportation. Many talked about the reduction in stress that they would experience if they weren’t always looking for transportation. Some community members talked about walking as their primary mode of transportation, but it was acknowledged that this is not an answer for all, “There are a lot of people who need it [transportation]. Certain individuals just need it. I can walk, but there are other people here that can’t.” A variety of issues can impact one’s ability to walk short and longer distances, including personal factors such as mobility, age, physical health, and external factors like weather, lack of snow or ice clearing, presence of sidewalks, day light, and dim lit street lighting. One participant said, “Winter is really hard to get around. People are always walking on the road. It’s not safe.” Residents from the rural Townships of Norwich and South-‐West Oxford talked about the additional challenge of having no local taxi companies. As a result, those without transportation rely heavily on family and friends. They spoke about trouble getting groceries and attending medical appointments. Some talked about the difficulty of accessing food banks, clothing drives, and the backpack program that takes place at the beginning of each school year. Local churches are the main central support that many community members rely on to ensure that their basic needs are met. A challenge that was uniquely described by rural residents was the difference in access to transportation between men and women. In some households, the man is the only one who drives, or there is only one vehicle that is primarily used by the man. Residents talked about struggling when their husbands were hospitalized for an illness, finding it extremely difficult to visit on a regular basis. Others talked about feeling isolated when they are at home without a vehicle and unable to “get out.” When community members were asked how they envision a successful transportation strategy, three themes emerged: affordability, accessibility, and operational details. Residents spoke of an affordable option, with suggestions of “I am able to manage my time better when I know I have a way to get places.” “Winter is really hard to get around. People are always walking on the road. It’s not safe.” 126 25 subsidies available to those on a fixed income, a sliding scale fee for service, and alternative billing options (for example, billed monthly for use). Some talked about purchasing a ticket that was valid for an entire day, others of a low cost per use, around $1.50-‐$2.00. Some residents spoke about finding it stressful to count money and stated that they prefer having a monthly pass. Community members also spoke about accessible transportation, vehicles that have space for wheelchairs, and other mobility devices, and drivers who are able to assist individuals in getting in and out of the vehicle. People expressed that they wanted a service that would do special stops off of the main route for those who have mobility issues, or safety concerns. Some individuals talked about needing assistance in carrying heavy items like groceries to their doors. Other features of a transportation strategy that community members expressed interest in included having a fixed route with a schedule, having the ability to both text and call to inquire about the transit schedule, as well as access information through a website. However, many residents also believed that booking a ride in advance would be just as easy. Residents discussed the importance of a route that covers a large area of the town, and many mentioned that it would be most useful if it crossed county boundaries. “From my house you cross boundaries in two to three minutes in either direction.” One community member spoke of shopping at the Norfolk mall grocery store, as it is the most affordably priced in the area. Others spoke about the hours of operation, commenting that they need transportation for their shift work schedule, including working on holidays. One community member suggested that a partnership between service providers, where one card can be used through multiple providers would be helpful. For example, if a scheduled route is not running past a certain time, the same card could be used to get a cab ride to their destination. Social Planning Council Oxford Survey In the fall of 2013, the Social Planning Council Oxford, the Tillsonburg & District Multi-‐Service Centre, Stonebridge Community Services, and Community Advocates Tillsonburg released a transportation survey throughout the community. Surveys were distributed throughout Tillsonburg, including at the Community Services and Career Fair held on October 3 at the Tillsonburg Town Centre Mall, two of Oxford County Public Health’s influenza shot clinics on October 22 and 29, 2013 at the Tillsonburg Community Centre, and through service agencies and churches. Surveys were also collected online, distributed through social media, as well as email lists, such as the Tillsonburg Chamber. The survey is included as Appendix 2. “From my house you cross boundaries in two to three minutes in either direction.” 127 26 A total of 526 community members filled out the survey. Of those who filled out the survey, 57% were female, 34% were male, <1% reported their gender as other, and 9% did not report their gender. Seventy percent of the respondents were over the age of 40. A more detailed breakdown of age and gender of survey respondents is shown in Figure 1. Figure 1: Age and gender of survey respondents *Note that 47 (8.9%) of respondents did not report their age or gender Thirty-‐eight percent of survey respondents reported being married, 22% single, 11% widowed, 11% divorced or separated, 8% living with another, and 10% of respondents did not report their marital status. More than half of the survey respondents had a household income of $30,000 or less (please see Figure 2). While this proportion is not reflective of the general population of Tillsonburg, it does communicate the importance of transportation to this portion of our community. Households whose incomes are less 30 54 77 54 86 25 30 38 40 44 1 0 0 0 0 0 10 20 30 40 50 60 70 80 90 100 25 years or less 26-‐40 years 41-‐55 years 56-‐65 years 65 years or older Nu m b e r o f s u r v e y r e s p o n d e n t s Age of survey respondents Female Male Other Figure 2: Household income of survey respondents Less than $30,000 53% $30,000-‐ $50,000 20% $50,000-‐ $70,000 10% $70,000-‐ $90,000 7% More than $90,000 10% *Note that 98 (18.6%) of respondents did not report household income 128 27 than $30,000 are most likely to feel the impact of a lack of affordable transportation. It is likely that the impact lack of transportation has on their daily lives increased their willingness to participate in the survey. Survey respondents were asked what mode of transportation they currently use. While just under half (47%) currently own a car, others reported various modes. Some respondents who indicated that they use a taxi also commented that their use was relatively infrequent due to the high cost. The category ‘rely on others’ includes individuals who rely on family and friends for rides. Other sources of transportation include both public and client-‐only agency transportation services. The transportation currently used by survey respondents is shown in Figure 3. The majority of survey respondents, 63%, indicated that they would use public transportation in Tillsonburg if it were available to them. An additional 10% reported that they would use it seasonally. Of the 526 individuals who responded to the survey, only 74 individuals (14%) definitively said that they would not use public transportation. Please see Figure 4. When asked what survey respondents would use public transportation for, 475 individuals responded. Many respondents chose multiple categories, with daily Figure 3: Modes of transportation currently used by survey respondents Figure 4: Anticipated use of public transportation in Tillsonburg by survey respondents Car 47% Rely on others 19% Bike/ Scooter 15% Taxi 15% Other 4% Yes 63% Seasonall y 10% Not sure 13% No 14% *Note that 1 (0.2%) of respondents did not report whether they would use public transportation in Tillsonburg 129 28 needs and public services being the most common responses, at 76% and 57% of respondents selecting these categories. Please see Figure 5. Figure 5: Survey respondents would use public transportation to meet the following needs We asked survey respondents how much they would spend on a one-‐way trip inside of Tillsonburg for transportation. Respondents’ answers did not show a clear preference, and no relationship was observed between cost and household income, perceived importance of transportation, or whether or not the individual reported that they would use transportation. For example, higher income earners were not more likely to select a higher acceptable cost than lower income earners. There was a general trend of respondents preferring lower costs than higher costs. Of the 526 survey respondents, 30% selected $2, 27% selected $3, 25% selected $4, and 16% selected $5. The vast majority of the 526 survey respondents (95%) perceive that access to public transportation in Tillsonburg is either very important or important. Please see Figure 6. 201 120 359 270 224 0 50 100 150 200 250 300 350 400 Nu m b e r o f s u r v e y r e s p o n d e n t s Needs would meet with public transportation 500 26 0 100 200 300 400 500 600 Very important/Important Not important/No opinion Figure 6: The perceived importance of public transportation in Tillsonburg by survey respondents 130 29 There were some observed relationships between survey questions, which means that survey respondents who responded to a specific question one way were more likely to respond similarly to another question. For example, survey respondents who responded that they would use public transportation if it was available to them were more likely than those who said they would not use public transportation to give a higher value to public transportation (measured through perceived importance of public transportation). Please see Figure 7. Survey respondents who currently do not own a car were also more likely than those who currently do own a car to report that the availability of public transportation is either very important or important. None of the survey respondents who currently do not own a car felt that the availability of public transportation is either not important, or that they have no opinion. Please see Figure 8. Finally, survey respondents whose annual household income is less than $50,000 a year were more likely than those whose annual household income is more than $50,000 a year to report that the availability of public transportation is either very important or important. Please see Figure 9. 379 1 57 12 0 50 100 150 200 250 300 350 400 Very important/Important Not important/No opinion Nu m b e r o f s u r v e y r e s p o n d e n t s Perceived importance of public transportation in Tillsonburg Yes/Seasonally No Figure 7: Perceived importance of transportation in Tillsonburg vs. Predicted use of public transporation in Tillsonburg *Note that the 77 (14.6%) individuals who responded that they were ‘not sure’ if they would use transportation were not included 131 30 287 26 213 0 0 50 100 150 200 250 300 350 Very important/Important Not important/No opinion Nu m b e r o f s u r v e y r e s p o n d e n t s Perceived importance of public transportation in Tillsonburg Car No car Figure 8: Perceived importance of public transportation in Tillsonburg vs. Current status of car ownership Figure 9: Perceived importance of public transportation vs. Annual household income *Note that 98 (18.6%) survey respondents did not report their household income 303 9 106 10 0 50 100 150 200 250 300 350 Very important/ Important Not important/No opinion Nu m b e r o f s u r v e y r e s p o n d e n t s Perceived importance of public transportation in Tillsonburg <$50,000 >$50,000 132 31 Regardless of these relationships: • 83% of survey respondents who said that they would not use transportation • 92% of survey respondents who currently own a car, and • 91% of survey respondents who reported an annual household income of greater than $50,000 Still believe that access to public transportation in Tillsonburg is either very important or important. & It is important to recognize that the majority of our decision makers fall into the car owning, household income of $50,000 or greater categories. Those who are granted these privileges must recognize that their viewpoint on public transportation might vary from many of their constituents. The decisions that they make will have a real impact, whether positive or negative, on those who they represent. Town of Tillsonburg Taxicab Survey A Taxicab survey, developed by the Town of Tillsonburg, was conducted in early 2013. The survey asked five questions (please see Appendix 3) (Town of Tillsonburg, 2013). It is unknown how many community members responded to the survey. The Town reports that the survey showed that there was not a need for an accessible taxicab service in Tillsonburg. Without knowing the total number of community members who responded to this survey it is difficult to make any conclusions, however, it is possible that those who require the use of accessible transportation were not represented by survey respondents. It is essential that while decisions on public transportation are being made, everyone in our community is given an equal voice. 133 32 Oxford County Planning In 2005, a study was initiated to work on a 20-‐year Transportation Master Plan for Oxford County. It was published in 2009. The report gives direction on future policies, services, and infrastructure that would be beneficial to the county, and provides a framework for establishing a sustainable and environmentally friendly growth management strategy (AECOM Canada Ltd., 2009). Chapter eight of the County of Oxford Official Plan includes the Town of Tillsonburg Land Use Policies. This section focuses on developing transportation that utilizes multiple modes, is safe and effective, and which moves people and goods into and through the Town. Among other things, this plan addresses increasing ease, safety and use of active modes of transportation, such as bicycling and walking (County of Oxford, no date). While these reports do examine community values, environmental considerations, financial constraints, and other societal trends that impact the public’s perception of multi-‐modal transportation, their focus is largely on improving current transportation routes and patterns, rather than expanding accessibility overall. What’s Been Done Elsewhere? Communities across Ontario are in various stages of creating transportation programs to meet the needs of their residents. In this section, I will briefly describe several community transportation strategies. The Rural Overland Utility Transit (TROUT) Centered in Bancroft, Ontario, TROUT uses a four-‐ part public transit service model to meet the transportation needs of the community: Scheduled Regional Route Service, Door-‐to-‐Door Service, Special Destination Service, and Individualized Service. The regional population is 15,000, and the area served is 3380 square kilometers. TROUT’s Blended Flex Public Transit Service accommodates their demographic and geographic challenges. The Scheduled Regional Route Service is a fixed bus stop route service throughout the region. Regional pick-‐ups are made in the mornings, returning riders in the afternoon. Daily route service in Bancroft connects riders from throughout the region to most businesses and all medical centers in the town. Door-‐to-‐door service is blended into TROUT’s regularly scheduled route service, and is available to adults who are 55 years or older, and adults with physical disabilities. 134 33 This means that TROUT transit drivers incorporate door-‐to-‐door service pick-‐ups into their regular route times and locations. Although this requires drivers to maneuver some organizational challenges, to date, it has been a very successful model and quite easily managed (TROUT, personal communication, 2013). Special destination services are also available to facilitate access to local special events, attractions, and other destinations that are off the regular route and time schedules. This component of the system is particularly important to help promote the emotional and mental health and wellbeing of riders. Riders who require wheelchair accessible transportation outside the regularly scheduled route service can access the individualized public transit service. This service is often used for medical appointments or transportation home from the hospital. In 2012, a report released by Community Care North Hastings put forward an alternative funding formula for TROUT, based on a total private dwelling model, as opposed to a population based model. A total private dwelling model means that each household is asked to contribute a total dollar amount slated for public transportation. The amount can be added to tax bills as a separate line item clearly visible to ratepayers. This report recommended a contribution of $11.72 per household. The author of the report, Gord Macdonald said, “This recommendation provides a fair and equitable financial formula across all municipalities in determining their annual municipal contribution. Municipal contributions are important because public transportation is for everyone and is available to everyone in all municipalities” (Shaw, 2012). Ride Norfolk In October 2011 a fixed route service throughout Norfolk County was launched. One bus, with the capacity for 16 passengers and two wheelchairs serviced all “urban” centers of the county. Sharp Bus Lines of Simcoe, a major provider of transportation for local Catholic and public school students was named the service provider (Sonnenberg, 2011). The fares are a flat rate of $6 for out of town rides, and $2 for in town rides. The service is available from 8:00 am to 6:00 pm Monday to Friday. There is no weekend or holiday service. Not all areas of the county receive service every day. Simcoe, where the majority of services, shopping and other amenities are, is used as the hub of the service, and has daily bus service. In February 2012, changes were made to improve the service. Changes included the addition of new stops, routes and schedules, and changes to the marketing strategy. 135 34 Changes were based on ridership data and public feedback. In early 2013, the service again underwent changes, when Cox Transportation of London and St. Thomas replaced Sharp Bus Lines of Simcoe. Cox is operating the shuttle at a cost of $45 an hour, compared to the $117 an hour Sharp Bus Lines was charging (Sonnenberg, 2013). Wellington Transportation Services Wellington Transportation Services is a collaborative network of community service providers that believes every resident of Wellington County should have access to transportation supports appropriate to their needs. The service is housed at the Community Resource Centre of North and Centre Wellington. In 2004, when the need for increased transportation services in the community was identified, rather than develop a new transportation service, work began to develop a collaborative model that integrated existing services. Participating service providers include Community Resource Centre of North and Centre Wellington, East Wellington Community Services, Fergus-‐Elora Seniors Transportation, Family & Children’s Services of Guelph and Wellington County, VON Canada, and North Wellington Senior Council. Clients seeking transportation services contact the Wellington Transportation Service hub at the Community Resource Centre, who then directs the client to the appropriate provider. The transportation service is available to residents of Centre, North or East Wellington who do not have access to transportation and meet eligibility criteria. Target populations include seniors, adults with disabilities, and individuals and families living on low incomes. The service operates 7 days a week, although rides must be arranged during office hours from Monday to Friday, and requires at least 48 hours notice. It is a volunteer based program, and so no ride request can be guaranteed, although, best efforts are made to fulfill all requests. Rides, which are fully accessible, can be arranged for medical, social services, or legal appointments, social events and visiting, and errands of daily living, such as grocery shopping or banking. Out of town transportation is also available. The Community Resource Centre, a partner in the Wellington Transportation Services is fully funded by the County of Wellington. The Community Resource Centre receives $60,000 for a 1.5 FTE transportation coordinators, as well as up to $120,000 per year for mileage reimbursement (volunteer drivers are reimbursed $0.45 per kilometer). Money is reimbursed for what is spent, so funding could be less than $120,000 depending on service demand. As part of the funding agreement with the county, the Community Resource Centre acts as the central referral point for Wellington Transportation Services. The other partner agencies of Wellington 136 35 Transportation Services have their own funding structures, and as a result, also have various fees for service (Community Resource Centre of North and Centre Wellington, personal communication, 2013). The program reports that they provide approximately 200 rides each month, with an average cost per month of $10,000 for volunteer reimbursement (United Way Oxford, 2012). Approximately two thirds of rides are for medical reasons, while other drives are provided for Ontario Works and Ontario Disability appointments, court appointments, food bank visits, family visits, starting a new job, and training and education. Some challenges reported by the program include: customer service being provided by volunteers, attendance at volunteer training, sorting out car seat responsibilities (driver vs. parent responsibility), unexpected requests, the cost of on-‐going rides, and ensuring the safety of volunteer drivers (United Way Oxford, 2012). Quinte Access The mission of Quinte Access is to provide specialized transportation service to persons with disabilities and seniors so they may participate in all of life’s activities. Initiated in 1990, the program was designed specifically to meet the need of accessible transportation for people with disabilities, and service began with one accessible van donated by Easter Seals. A combination fixed and on-‐ demand model, this service provides both specialized service for persons with disabilities and seniors, and public transit, available to anyone, for the City of Quinte West. Specialized service is a door-‐to-‐door service, and operates Monday to Friday from 7 am to 6 pm. Evening, weekend, and holiday service are available upon request, but are provided on a first come first serve basis, and are dependent on driver and vehicle availability. Bookings must be made 24 hours in advance, and between 8:30 am and 4:30 pm, Monday to Friday. Service is available for medical appointments, employment, education, social events and visiting, recreation, and daily errands, such as shopping. Transportation to medical appointments and for individuals with mobility issues who cannot access alternate means of transportation are considered priorities. The cost of specialized service is based on a zone fare model. Public transit runs Monday to Friday from 6:00 am to 7:30 pm and Saturday’s from 9:00 am to 4:30 pm. It does not run on Sundays or holidays. Public transit follows a route with scheduled stops. 137 36 While navigating many challenges, including reduced funding, and increased demand for services, ridership has increased from 5,200 in the 1998-‐1999 year to 29,223 in 2012. In the same years, the number of vehicles has increased from three to 11 in order to meet this need (Quinte Access, personal communication, 2013). The program is funded in a variety of ways, including rider fares, United Way of Quinte, the City of Quinte West, the Municipality of Brighton, the County of Prince Edward, Hastings County Social Services, donations and bequests, fundraising, Provincial Gas Tax, and the Ontario Trillium Foundation. In 2011, the operating costs of the programs were $673,300 for specialized services, and $342,609 for public transit (Quinte Access, personal communication, 2013). Conclusion Public transportation is an economic driver. It provides and supports employment, promotes spending, increases community belonging, and reduces health costs by keeping people active and in their homes. Public transportation strengthens and builds more inclusive communities. At first glance, the financial cost of public transit can act as an inhibitor of action. However, the costs of not having public transit are far more costly to our community. Lack of transportation hinders the work of our social service sector by draining its financial resources, staff time, and expertise. Lack of transportation also has an incredible social cost to the community. We need to shift the way we think of public transportation. Transportation services don’t make money – not in Canada’s largest cities, and not in rural areas. Once we can shift our thinking, we can recognize that in the same way that paving roads doesn’t directly link to incoming dollars, the benefits that it does provide far outweigh the financial cost. Public transportation is a valuable investment that we need to make in Tillsonburg, and Oxford County. Let’s stop making excuses, and start making change. Recommendations 1) A transportation system needs active municipal support, including financial. The vast majority of successful rural transportation programs are supported financially by municipal or regional government. Additionally, in order to tap into the Provincial gas tax rebate, municipal support is needed. Even small financial contributions from municipalities can make a large difference in the amount a community receives in their rebate. The gas tax program provides sustainable transit funding to municipalities, although there are some guidelines to what types of programs meet eligibility for the rebate. These eligibility requirements need to be explored as part of the planning process. 138 37 2) We need to continue to build on our community’s strengths. Stonebridge Community Services is a non-‐profit that has existing transportation programs that cross geographical boundaries, and are not bound to funding guidelines that restrict eligibility requirements. This organization could act as a center for a transportation strategy that is based on collaboration. 3) We need multiple sector involvement. Involvement from government, the social service sector, and the private sector will allow us to build the strongest and most effective transportation strategy. Exploring creative partnerships is essential to success. 4) We need active community involvement in an iterative process that moves from planning, to implementation, to evaluation and reflection, and back to planning. To start, a steering committee, made up and lead by community members is essential. The development of sub-‐committees, each led by a community member may follow. 5) Future plans should consider the development of partnerships with the other municipalities and townships inside of Oxford County. Financial support from all areas of the county could expand a transportation program and allow for the benefits of transportation to be experienced by all Oxford County residents. Additionally, a tri-‐county location means that a tri-‐county solution is ideal. Partnerships across counties should be considered in the future. 139 38 References AECOM Canada Ltd. (2009). County of Oxford Transportation Master Plan Study. Retrieved from http://www.oxfordcounty.ca/Portals/15/Documents/Roads/COMasterTransportat ionPlan.pdf County of Oxford. Town of Tillsonburg Land Use Policies. In County of Oxford Official Plan (Chapter 8). Retrieved from http://www.oxfordcounty.ca/Portals/15/Documents/CASPO/OfficialPlan/OP/8-‐ 7_Till_Trans_20111011.pdf MacDougall, K. (2012, May 16). Taxi trouble in Tillsonburg. Tillsonburg News. Retrieved from http://www.tillsonburgnews.com/2012/05/16/taxi-‐trouble-‐in-‐ tillsonburg MacNeil, M. (2013). Living life in the community: The role of transportation in inclusion.Retrieved from http://www.spcoxford.ca/wp-‐ content/uploads/2012/12/Living-‐Life-‐in-‐the-‐Community-‐Matthew.pdf Marr, E. (2012). Assessing Transportation Disadvantage and Public Transportation Opportunities in Rural Ontario: A Case Study of Huron County. Retrieved fromhttp://catchthetrout.ca/publication/assessing-‐rural-‐transportation-‐ disadvantage-‐and-‐public-‐transportation-‐opportunities-‐in-‐rural-‐ontario-‐a-‐case-‐ study-‐of-‐huron-‐county/wppa_open/ Mees, P. (2010). Transport for Suburbia: Beyond the Automobile Age. London: Earthscan. Ontario Ministry of Transportation (2011, October 13). Community Structure. In Transit-Supportive Guidelines (Section 1.1). Retrieved from http://www.mto.gov.on.ca/english/transit/supportive-‐guideline/community-‐ structure.shtml#rural-‐settlement-‐areas Oxford County Public Health & Emergency Services. (2011). Healthy Communities Oxford: Community Picture Report 2011. Retrieved from http://www.spcoxford.ca/wp-‐ content/uploads/2012/09/Healthy%20Communities%20Report.pdf Shaw, B. (2012, November 6). TROUT needs councils to think beyond finances. Bancroft This Week. Retrieved from http://www.bancroftthisweek.com/2012/11/06/trout-‐needs-‐councils-‐to-‐think-‐ beyond-‐finances 140 39 Sheridan, D. (2012, March 30). Oxford Master Aging Plan. Retrieved from http://www.oxfordmasteragingplan.ca/Portals/OxfordMasterAgingPlan/Document s/OMAP%20Final%20Report20120622.pdf Sonnenberg, M. (2013, January 8). New provider takes over beleaguered shuttle service. Simcoe Reformer. Retrieved from http://www.tillsonburgnews.com/2013/01/08/new-‐provider-‐takes-‐over-‐ beleaguered-‐shuttle-‐service Sonnenberg, M. (2011, September 21). Sharp gets Norfolk Shuttle contract. Simcoe Reformer. Retrieved from http://www.simcoereformer.ca/2011/09/21/sharp-‐gets-‐ norfolk-‐shuttle-‐contract Statistics Canada 2011 Census, 2011 Community Profiles. Retrieved from http://www12.statcan.gc.ca/census-‐recensement/2011/dp-‐ pd/prof/index.cfm?Lang=E Statistics Canada. (2008). Low-income cutoffs (LICOs). Retrieved from http://www.statcan.gc.ca/pub/81-‐004-‐x/def/4153357-‐eng.htm Statistics Canada 2006 Census, 2006 Community Profiles. Retrieved from http://www12.statcan.gc.ca/census-‐recensement/2006/dp-‐pd/prof/92-‐ 591/index.cfm?Lang=E Statistics Canada. History of changes to the definition “urban area” and “rural area”. Retrieved from http://www.statcan.gc.ca/pub/21-‐601-‐m/2002061/4193597-‐ eng.pdf Town of Tillsonburg. (2013). Taxicab Survey. Retrieved from http://www.tillsonburg.ca/Portals/16/Documents/MediaandCommunications/Tax icab%20Survey%2012.20.12.pdf United Way Oxford. (2014, January 17). Belonging in Oxford County Event. Ingersoll, Ontario. United Way Oxford (2012, March 21). Oxford Transportation Strategy: Moving Ideas to Action. 141 40 Appendix 1 Social Planning Network of Ontario statement on the National Household Survey The voluntary National Household Survey (NHS) has produced lower quality data than the mandatory long-‐form Census it has replaced. The Social Planning Network of Ontario only uses NHS data when higher quality data is not available. Statistics Canada has said their evaluations of NHS data “support the general reliability of the data at the national, provincial and territorial levels” but they have not extended this confidence to using NHS data at the community level. They have noted that “risk of error in NHS estimates increases for lower levels of geography and smaller populations.” Due to the increase in error at the local level compared to previous Census data, Statistics Canada has released very few NHS data tables for smaller geographies like municipalities and neighbourhoods. Statistics Canada has also cautioned against doing historical comparisons between NHS and Census data because the data was collected differently. Good quality data about demographics, social and economic conditions at the local level is essential for social planning and research, including the design and delivery of public services. The cancellation of the mandatory long form Census has resulted in a significant loss of reliable data that will greatly reduce the ability of residents to understand their own communities. This critical data gap will also affect the quality and cost-‐ effectiveness of the services residents use for years to come. The Social Planning Network of Ontario with its partners at the local, provincial and national levels will continue to bring attention to this major data gap and to call for the return of a full mandatory Census. 142 41 Appendix 2 Tillsonburg Transportation Survey 1. For the general public to have access to public transportation in Tillsonburg it is: o Very important o Important o No opinion o Not important 2. I would use public transportation if it was available to me: o Yes o No o Seasonally (winter) o Not sure 3. For one way travel inside of Tillsonburg, I would be willing to pay (choose all that apply): o $2 o $3 o $4 o $5 *Note that a one way taxi fare in Tillsonburg currently costs $8. 4. I would use public transportation in Tillsonburg for the following reasons (choose all that apply): o Work o Volunteering o To meet daily needs (e.g. groceries, hair cut) o Social events o Public services (e.g. health care, social services) 5. How do you currently get around Tillsonburg? o I own a car o Rely on family and friends o Taxi o Bicycle/Scooter o Other (Multi-‐Service Centre, Stonebridge, Community Living, Red Cross, etc.) 143 42 6. What is your gender? o Female o Male o Other 7. What is your age? o 25 or under o 26-‐40 o 41-‐55 o 56-‐65 o 65 or older 8. What is your marital status? o Single o Living with another o Married o Separated o Divorced o Widowed 9. What is your current annual household income? o Less than $30,000 o $30,000-‐$50,000 o $50,000-‐$70,000 o $70,000-‐$90,000 o More than $90,000 144 43 Appendix 3 Town of Tillsonburg: Taxicab Survey 1. Do you use taxicabs in Tillsonburg? Yes No 2. Do you or someone you know require the use of an on-‐demand accessible taxi in Tillsonburg? Yes No 3. Have you or someone you know previously requested the use of an accessible taxicab in Tillsonburg? Yes No 4. How often would you or someone you know use an accessible taxicab in Tillsonburg? Daily Once a week More than once a week Once a month More than once a month 5. Do you feel there is a need for on-‐demand accessible taxicabs in Tillsonburg? No Yes, one accessible on-‐demand taxicab Yes, two accessible on-‐demand taxicabs Yes, three accessible on-‐demand taxicabs Yes, four accessible on-‐demand taxicab 145 'e Hardeman MPP Oxford Ontario LEGISLATIVE ASSEMBLY ERNIE HARDEMAN, M.P.P. Oxford Queen's Park Office: Room 413, Legislative Bldg. Toronto, Ontario M7A 1A8 Constituency Office: 12 Perry Street Woodstodc, Ontario N45 3C2 U. (416) 325-1239 (519) 537-5222 Fax (416) 325-1259 Fax (519) 537-3577 January 13, 2015 John Verbakel Chairperson Tillsonburg Transportation Steering Committee Tillsonburg, ON Dear Mr. Verbakel: I am writing in support of the application by the Tillsonburg Multi-Service Centre and Tillsonburg Community Living for funding from the Ministry of Transportation's Community Transportation Pilot Grant Program. I understand your Committee is hoping to obtain financial assistance for the development and implementation of affordable transportation initiatives in Tillsonburg. This is work that was begun quite some time ago by the United Way and Social Planning Council of Oxford and has been enthusiastically supported by many interested agencies and stakeholders in Tillsonburg and Oxford County. You are certainly to be commended for your diligent efforts to find ways to support those who encounter difficulty travelling within their home community and to neighbouring rural communities. I am aware of the three phases of your transportation pilot and recognize the benefit this will serve for those in our community who face challenges travelling within Tillsonburg and beyond to access social, employment, and health resources. Thank you for allowing me the opportunity to support this very worthy project and I would hope that the Ministry of Transportation will give your application every consideration. 146 Yours very truly, Randy Lang (President) And Patricia Huber (Office Manager) Why Wait Taxi and Delivery 9 Wait • 2179929 Ontario Inc. operating as Why Wait? Taxi & Delivery 33 Oxford Street, Tillsonburg, ON N4G 2G2 Phone - 519-842-7889 FAX - 519-842-4693 December, 18, 2014 Ministry Of Transportation Municipal Transit Policy Office Re; Community Transit, Policy Pilot Grant Program, To whom it may concern; Dear Sirs and Madam, As an experienced Service provider in Tillsonburg and surrounding area we offer full support to the Transit Project initiative explained to us by Councilor Max Adam. We understand this project will involve a collaboration of "share a ride", "Volunteer drivers" and "Public Sector" services contributing to an affordable and effective solution to address the transit needs of the citizens of Tillsonburg and surrounding areas. We agree to participate in and support the Pilot Project from beginning to fruition and as well, to assist as needed in the coordination, implementation and completion of the plan. 147 THE CORPORATION OF THE TOWNSHIP OF NORWICH January 12, 2015 Tillsonburg Transportation Steering Committee do John Verbakel, Chairperson Dear Mr. Verbakel, Re: Support of Application — Community Transportation Pilot Grant Program Thank you for the information supplied regarding the application you are pursuing for funding under the Community Transportation Pilot Grant Program, to continue your Transportation Pilot. Affordable transportation is most certainly a significant issue, particularly as it relates to sustainability for smaller urban and rural communities. The Township of Norwich is pleased to provide this letter of support for your application. If we can be of any further assistance for your application, please do not hesitate to contact me. The Corporation of The Township of Norwich 210 Main Street East I P.O. Box 100 I Otterville, Ontario NOJ 1R0 Phone (519) 879-6568 or (519) 863-2709 I Fax: (519) 879-6385 I www.twp.norwich.on.ca 148 Oxford County growing stronger... together Office of the Warden P.O. Box 1614, 21 Reeve Street, Woodstock, Ontario N4S 7Y3 Phone: 519-539-9800 • Fax: 519-421-4712 Email: warden@oxfordcounty.ca Website: www.oxfordcounty.ca December 23, 2014 John Verbakel, Chairperson Tillsonburg Transportation Steering Committee do john.verbakel@rogers.com Dear John: The County of Oxford is pleased to submit this letter of support for the Tillsonburg Transportation Steering Committee and Town of Tillsonburg application to the Ministry of Transportation Ontario (MTO) for a Community Transportation Pilot Grant Program. The Tillsonburg Transportation proposal is in alignment with County Councils strategic direction to be A County that is Well Connected by improving travel options beyond the personal vehicle. Residents in many communities across Oxford County must rely on access to personal vehicles in order to travel to other locations to purchase groceries, clothing and other supplies; travel to and from their place of employment; or attend health and other appointments. Families and individuals who do not have access to personal vehicles face challenges each day due to the lack of public transportation options across the County. It is only in the City of Woodstock that residents have access to a public transit system which provides daily service between 6:30 am — 6:30 pm. A few community agencies have found ways to address some transportation needs for their clients; however this has created a fragmented approach to a growing issue in Oxford County. The Tillsonburg Transportation Committee has engaged community members and agencies in the development of a Pilot project with the goal of creating a coordinated approach to providing transportation for those without access to a personal vehicle. The County of Oxford supports your phased approach which starts with the development a coordination model for transportation of people within and out of Tillsonburg, and then applies these learning to expand the model to include other Oxford municipalities. It is projects such as the Tillsonburg Transportation Pilot which enable local area municipalities, the County and community members to work together to improve the travel options for our residents who do not have access to personal vehicles. Yours sincerely j /V\ David Mayberry Warden Cc: L. Beath — Director, Public Health & Emergency Services P. Beaton — Director, Human Services 149 ""Nlik OXFORD WORKFORCE DEVELOPMENT PARTNERSHIP January 6, 2015 Re: Ministry of Transportation "Community Transportation Pilot Grant Program" The Oxford Workforce Development Partnership (OWDP) is pleased to provide a letter of support for Tillsonburg's application to the "Community Transportation Pilot Grant Program". Our community has long recognized transportation as a vital component in a healthy vibrant community. We are also acutely aware of the dramatic, social, health and economic impacts a lack of accessible transportation has on individuals. It is truly an essential service for health, recreation; social belonging and economics. From OWDP's perspective, 47% of job seekers identify lack of transportation as a significant barrier to employment. Given that we are facing a declining labour force and a tremendous need to ensure business has access to the skills and labour to remain economically viable, we need innovative solutions so that •all people who want to work can and that all other needs are addressed to help ensure a sense of belonging and integration into the community. We applaud the Ministry for introducing this exciting initiative that truly can make a significant difference in our rural community. The project intends to build capacity within our community, offers opportunities for collaboration and will produce scalable best practices which will enrich transportation services across Oxford. We eagerly support this initiative and anticipate that it may serve as a catalyst to connect our community. Should you require anything further, please feel free to contact me at your convenience at 519- 539-8161 ext 291 or by email at nsurridge@ceswoodstock.org. Sincerely, Natalie Surridge Program Director Oxford Workforce Development Partnership 40 Metcalf Street, Woodstock, ON, Canada N4S 3E7 T: 519.539.8161 F•519.539.7833 Dedicated to Growth and Collaboration 150 TILLSONBURG DISTRICT MEMORIAL HOSPITAL An innovative community hospital delivering exceptional patient care. TDMH —I F January 6, 2015 Attn. John Verbakel, Chairperson Tillsonburg Transportation Steering Committee Email: iohn.verbakel@rogers.com Dear John Verbakel, It has recently come to the attention of the Tillsonburg District Memorial Hospital (TDMH) that the Tillsonburg Transportation Steering Committee (TTSC) is working on a joint application with several parties to come up with a solution to the transportation needs of local residents. As the Integrated President and CEO of TDMH, I would like to endorse the work of the TTSC, the Town of Tillsonburg, Community Living Tillsonburg and the Tillsonburg and District Multi- Service Centre, and support the application for the Community Transportation Pilot Grant Program. Many local people would benefit from the proposed plan of action, including, but not limited to, seniors, people living with disabilities, and people living on a low-income. From the perspective of the TDMH, a coordinated transportation system will not only stimulate the local economy but also help people access healthcare services, and get to work, ensuring that they have the opportunity to remain, or become, productive members of society. Such a system would also generate feelings of community belongingness amongst groups who have struggled with transportation issues for a long time. All in all, the TDMH looks favourably upon this application and, moving forward, we hope to act as a resource in terms of helping get word out once this invaluable work comes to fruition. Good luck with the application process. Sincerely, gtt,pc_. Crystal Houze, Integrated President and CEO 167 Rolph Street, Tillsonburg, Ontario N4G 3Y9 Telephone (519) 842-3611 Fax (519) 842-6733 Email: mailatdmh.on.ca Website: www.tillsonburghospital.on.ca 151 ioNHAtiagf Municipality of Bayham P.O. Box 160, 9344 Plank Road, Straffordville, Ontario NOJ 1Y0 Tel: (519) 866-5521 • Fax: (519) 866-3884 email: bayham@bayham.on.ca January 6, 2015 Mr. John Verbakel, Chairperson Tillsonburg Transportation Steering Committee Via fax: iohn.verbakel@rogers.com Dear Mr. Verbakel: Thank you for information provided regarding the Tillsonburg Transportation Steering Committee's funding application to the Community Transportation Pilot Grant Program. The Municipality of Bayham is in support of your efforts to acquire funding for a project which would support community members with transportation challenges due to ongoing high cost of transportation. Projects related to the development of community transportation solutions and address transportation needs as well as better utilize resources can be beneficial to all. 152 CELEBRATING 40 YEARS 16, 1975-2015 Big Brothers Big Sisters of Ingersoll, Tillsonburg and Area I 7 , In January 7, 2015 LETTER OF SUPPORT Tillsonburg Transportation Steering Committee's Application to MTO "Community Transportation Pilot Grant Program" Big Brothers Big Sisters of Ingersoll, Tillsonburg & Area (BBBSIT) is a dynamic community-based organization committed to fostering the healthy development of children, youth, and their families by providing diverse mentoring opportunities. The primary goal of BBBSIT is to provide friendship and support through one-to-one contact and/or group activities. A Big Brother/Big Sister/Mentor can provide their young friend with a suitable influence designed not so much to solve problems, as to help the child see their own worth and develop confidence and self-esteem. The key to the Big Brother Big Sister program is FRIENDSHIP, the emphasis being on preventative work with children. Volunteers are encouraged first and foremost to establish a warm and natural relationship with their Little Brother/Little Sister/Mentee. This friendship can help a child grow up to assume a positive place in society. Transportation continues to be one of the major barriers in the communities we service. Accessibility to our services (ie. registering their child for the program, participating in educational workshops and agency activities) is limiting for those families that do not have access to a vehicle. Recruiting volunteers who do not have their own vehicle is difficult especially co-op students who rely on public transportation to get to their placements or to access community resources. Many of our families rely on the support of the community and require the services of other agencies to access food, education, medical assistance and counselling. Having reliable transportation to search for a job or to even get to a job is a huge barrier for all sectors of the population. We support the Tillsonburg Transportation Steering Committee's Application to the Ministry of Transportation of Ontario "Community Transportation Pilot Grant Program". They have made huge strides in addressing this issue over the past couple of years. This type of funding will allow them to hire the necessary staff and provide resources to continue this momentum! Respectfully, Deb Landon Executive Director 58 Thames St. South, Ingersoll, ON N5C 2T1 Phone: 519-485-1801 or 519-842-9008 ext. 29 www.sharethefun.org 153 January 7, 2015 To: Tillsonburg Transportation Steering Committee Re: Support for the Transportation Pilot Project From: Community Advocates Tillsonburg (CAT) One of our projects has been to provide affordable transportation for those with developmental disabilities as most are not able to drive. Starting in January 2014, we have provided discounted taxi coupons for people to use through one of the taxi companies in Tillsonburg. The clientele that we support have the disadvantage both of not having the ability to drive nor the income to pay full fees for options like taxis. Many work part time jobs and the cost of a taxi can be half to three quarters of their income for a few hours of work. Others only have ODSP for income and cannot even afford a taxi for appointments and groceries much less social or volunteer activities. For the calendar year 2014, we provided over $11,000 of subsidized taxi rides which equals 1400 rides. Special Olympics Tillsonburg which we also work with provided another $1200 of scheduled bus like rides that provided multiple people rides to regular sports practices. Our goal was to provide a temporary service until a more permanent solution was put in place in Tillsonburg. We hoped to prove that a subsidized taxi program could provide one option in a more comprehensive transportation plan. Having a more centralized transportation initiative will allow other options for this group of individuals other than just taxis. Affordable transportation will mean better job access, more social and volunteer opportunities, plus making it easier to do ordinary activities like shopping. There is also a need for out of town transportation as we support a rural community that needs access to affordable transportation for the same reasons. Sincerely Patricia Benoit On behalf of Community Advocates Tillsonburg (CAT) Our Vision - A community that values its citizens with special needs Our Mission - To work to obtain for our citizens with special needs: jobs, transportation, supported housing, viable recreation and volunteer opportunities, respite for parents, lifelong satisfaction and enduring friendships. 154 e United Way Oxford January 6, 2015 447 Hunter St. Woodstock, Ontario N4S 4G7 T: 519-539-3851 1-877-280-1391 F: 519-539-3209 To Whom It May Concern: Re: Tillsonburg Transportation Steering Committee's Community Transportation Pilot Grant Application" United Way Oxford is pleased to offer our full support for the Tillsonburg Transportation Steering Committee's application to the Ministry of Transportation's "Community Transportation Pilot Grant Program." Lack of accessible, affordable, reliable and convenient transportation is a significant barrier for many people across Oxford County. It reduces the quality of life in so many ways and is particularly damaging for those who are marginalized, disabled, isolated, unemployed, youth, living in poverty or requiring medical services. United Way Oxford has spent much of the last decade looking closely at social issues and their root causes in our communities; we have been working with other partners to identify priorities, opportunities, collaborations, etc. It is clear from our work that if we want a healthy community where people have opportunities and a sense of belonging that we must find a way to address the transportation barriers. Having been involved on the recent Advisory Group of the Rural Ontario Institute's "Accelerating Rural Transportation Solutions" project funded by the Ontario Trillium Foundation, it is clear that lack of transportation options is a concern in rural communities across the Province. What is also clear is that there is no "one-size fits all" solution; each community needs to work to develop a plan that is specific to their area and focussed on targeted resolutions. To allow for success and sustainability, that ground work and deep community understanding is critical. The Tillsonburg Transportation Steering Committee has been working together to create a plan that is manageable and, with financial assistance, can be implemented in a timely manner. It also has the potential to grow and expand across Oxford as it evolves. The Tillsonburg community, including Tillsonburg Town Council, is primed to tackle the transportation problem and are committed to making their community a more equitable and inclusive place for all. United Way Oxford is pleased to offer our support to the Tillsonburg Steering Committee's application and eager to support their implementation. We believe that this is the perfect opportunity to create a ripple effect that can benefit the citizens of Tillsonburg and throughout Oxford. We ask that you support this collaborative effort to improve access to rural transportation. If you have any questions please do not hesitate to contact me by email at KellyOunitedwavoxford.ca or at (519) 539- 3851. Thank you for your consideration. Sincerely, ell Gilson, Executive Director. www.unitedwayoxford.ca BN/Registration No. 11930 3642 RR0001 info©unitedwayoxford.ca 155 Canadian Oxford County January 7, 2015 Canadian Mental Health Association 522 Peel Street Woodstock, ON; N4S 2N5 Dear John Verbakel, As the chair of The Social Planning Council Oxford and also the Executive Director of the Canadian Mental Health Association of Oxford, I would like to endorse the work of the Tillsonburg Transportation Steering Committee and support their application for the Community Transportation Pilot Grant Program. The enclosed Tillsonburg Transportation Pilot project aligns with the strategic goals of non-profit agencies across Oxford County. We all experience difficulties serving our respective clients due to the large rural distance and the lack of accessible, affordable and reliable transportation options. The model proposed by the Town of Tillsonburg and the Tillsonburg Transportation Steering Committee is not only progressive, but they are also prepared to share lessons learned with other municipalities and organizations within the county. We need a coordinated approach to transportation and the momentum that is occurring in Tillsonburg is very positive. When the community can work together like this to mobilize change, only positive things can happen. Sincerely, 7110ZZ___ Mike McMahon Executive Director 156 stonebridgt, Community Services 200 Broadway, Suite 206 Tillsonburg, Ontario, N4G 5A7 Phone: (519) 842-3200 Fax: (519) 842-3203 www.stonebridqecs.com January 19, 2015 Tillsonburg Transportation Steering Committee c/o John Verbakel, Chairperson Dear Mr. Verbakel, It has recently come to the attention of Stonebridge Community Services that the Tillsonburg Transportation Steering Committee (TTSC) is working on a joint application with several parties to come up with a solution to the transportation needs of local residents. As the Life Care Manager, I would like to endorse the work of the TTSC, the Town of Tillsonburg, Community Living Tillsonburg and the Tillsonburg and District Multi-Service Centre, and support the application for the Community Transportation Pilot Grant Program. Many local people would benefit from the proposed plan of action, including, but not limited to, seniors, people living with disabilities, and people living on a low-income. From the perspective of the Stonebridge Community Services, a coordinated transportation system will not only stimulate the local economy but also help people get to work, ensuring that they have the opportunity to remain, or become, productive members of society. Such a system would also generate feelings of community belongingness amongst groups who have struggled with transportation issues for a long time. All in all, Stonebridge Community Services looks favourably upon this application and, moving forward, we hope to act as a resource in terms of helping get word out once this invaluable work comes to fruition. Good luck with the application process. Sincerely, 44(.4. 1/4.4(.44.4.i4/1-e_./ Diana Handsaeme Life Care Manager 157 10\ Tillsonburg & District Multi-Service Centre (MSC) 96 Tillson Avenue, Tillsonburg, ON N4G 3A1 (in The Livingston Centre) Phone: (519) 842-9000 Fax: (519) 842-4727 Email: info@multiservicecentre.com www.multiservicecentre.com January 19, 2015 Tillsonburg Transportation Steering Committee c/o John Verbakel, Chairperson Dear Mr. Verbakel, The Tillsonburg Transportation Steering Committee (TTSC) is working on a joint application with several parties to come up with a solution to the transportation needs of local residents. As the Business Manager of Multi- Service Centre, I would like to endorse the work of the TTSC, the Town of Tillsonburg, Community Living Tillsonburg and the Tillsonburg and District Multi-Service Centre, and support the application for the Community Transportation Pilot Grant Program. Many local people would benefit from the proposed plan of action, including, but not limited to, seniors, people living with disabilities, and people living on a low-income. From our perspective, a coordinated transportation system will not only stimulate the local economy but also help people get to work, ensuring that they have the opportunity to remain, or become, productive members of society. Such a system would also generate feelings of community belongingness amongst groups who have struggled with transportation issues for a long time. All in all, we looks favourably upon this application and, moving forward, we hope to act as a resource in terms of helping get word out once this invaluable work comes to fruition. Good luck with the application process. Sincerely, rg Chris Riley Business Manager CC: William Hett, Executive Director & CEO Multi-Service Centre Serving the Community since 1978 Mission: A community organization committed to partnerships, innovation and excellence. Vision: Embracing Personal Independence • Celebrating a Caring Community 158 The Livingston Centre 96 Tillson Ave, t. 519-842-9000 info@communitylivingtillsonburg.ca Tillsonburg, ON N4G 3A1 f. 519-842-7628 www.communitylivingtillsonburg.ca January 19, 2015 John Verbakel, ChairpersonTillsonburg Transportation Steering Committee Email:john.verbakel@rogers.com Dear John: It has come to the attention of the Board of Directors of Community Living Tillsonburg that the Tillsonburg Transportation Steering Committee (TTSC) is working on a joint application with several parties to come up with a solution to the transportation needs of local residents. As the Chief Executive Officer of Community Living Tillsonburg and Tillsonburg Properties for Community Living is a member of the Steering Committee, we, the Board, would like to endorse the work of the TTSC, the Town of Tillsonburg and the Tillsonburg Multi-Service Centre, Community Advocates Tillsonburg, KTN Taxi, Why Wait Taxi and support the application for the Community Transportation Pilot Grant Program. Dr. Helena Jaczek, Minister of Community and Social Services is encouraging us to become involved : “Building Community Transportation for Everyone”, Spotlight on Transformation – December 2014 Ontario is launching a new two-year pilot program to improve community transportation services for persons with disabilities, seniors and other members of the community. The Community Transportation Pilot Grant Program will help municipalities and Community organizations to better use existing transportation resources to expand service areas and resources for everyone in the community All municipalities are invited to apply with the participation of at least one communityorganization. Proposals will be accepted until January 30, 2015. Please visit the Ministry of Transportation’s website for more information and grant application packages: ontario.ca/by8y. Community Living Tillsonburg has always been interested and involved in local transportation since the inception of the Town of Tillsonburg Transit system in 1994. We would like to volunteer to be the Lead Agency providing leadership and direction for this Community Transportation Pilot Grant Project. Many local people would benefit from the proposed plan of action, including seniors, people living with disabilities, people living on low income and anyone needing to get around town. From the perspective of Community Living Tillsonburg, a coordinated transportation system will not only stimulate the local economy but also help people access healthcare services and get to work, allowing them to have the opportunity to be 159 productive members of society. Such a system would help us move towards our Vision: “Building Together a Community Where Everyone is Included.” As we are a Board of Directors of a not-for-profit agency that supports people with intellectual and physical disabilities who are in need of transportation, we look forward to working with everyone involved. Sincerely Yours, Doug Cooper, Vice President Board of Directors Community Living Tillsonburg 160 T h e C o r p o r a t i o n o f t h e T o w n o f A y l m e r n 4 ! : ! ! ! — c J : 4 6 T a l b o t S t r e e t , W e s t , A y l m e r , O n t a r i o N S H 1 J 7 O f f i c e : 5 1 9 - 7 7 3 - 3 1 6 4 F a x : 5 1 9 - 7 6 5 - 1 4 4 6 P r o u d H e r i t a g e . B r i g h t F u t u r e . w w w . a y l m e r . c a J a n u a r y 2 0 2 0 1 5 M r . J o h n V e r b a k e l , C h a i r p e r s o n T i l l s o n b u r g T r a n s p o r t a t i o n S t e e r i n g C o m m i t t e e D e a r M r . V e r b a k e l : R E : S u p p o r t o f A p p l i c a t i o n — C o m m u n i t y T r a n s p o r t a t i o n P i l o t G r a n t P r o g r a m T h a t y o u f o r t h e i n f o r m a t i o n p r o v i d e d a b o u t t h e T i l l s o n b u r g T r a n s p o r t a t i o n S t e e r i n g C o m m i t t e e ’ s f u n d i n g a p p l i c a t i o n t o t h e C o m m u n i t y T r a n s p o r t a t i o n P i l o t G r a n t P r o g r a m . T h e T o w n o f A y l m e r i s p l e a s e d t o s u b m i t t h i s l e t t e r o f s u p p o r t f o r t h e a p p l i c a t i o n . A f f o r d a b l e t r a n s p o r t a t i o n i s a s i g n i f i c a n t i s s u e , p a r t i c u l a r l y s i n c e i t r e l a t e s t o s u s t a i n a b i l i t y f o r s m a l l e r u r b a n a n d r u r a l c o m m u n i t i e s . T h i s p r o j e c t w i l l s u p p o r t c o m m u n i t y m e m b e r s w i t h t r a n s p o r t a t i o n c h a l T e n g e s d u e t o o n g o i n g h i g h c o s t o f t r a n s p o r t a t i o n . S i n c e r e l y , G r e g C u r r i e M a y o r , T o w n o f A y l m e r 1 6 1 162 STAFF REPORT CLERKS OFFICE Title: Tillsonburg Hydro Incorporation – Board of Directors Appointment Report No.: CL 15-05 Author: DONNA WILSON, RECORDING SECRETARY THI Meeting Type: COUNCIL MEETING Council/Committee Date: JANUARY 26, 2015 Attachments: RECOMMENDATION That the Council of the Town of Tillsonburg, being the sole shareholder of Tillsonburg Hydro Incorporation, fill the two vacancies on the Tillsonburg Hydro Board by February 17, 2015; AND THAT those positions be filled by skill sets such as HR, Legal, Corporate Governance experience, or industry knowledge; AND THAT an ad be placed in the Focus on Tillsonburg section of the Tillsonburg News in that regard. EXECUTIVE SUMMARY At the Tillsonburg Hydro Inc Board of Directors meeting of January 20, 2015, the Board passed the following motion: “THAT the board request that the shareholder fill the two vacancies on the Tillsonburg Hydro Board by February 17, 2015; AND THAT the board of directors request that those positions are filled by skill sets such as HR, Legal, Corporate Governance experience, or industry knowledge.” As council defeated a motion by a recorded vote at the January 12, 2015 Council meeting to provide for a Board of Directors composition of 7 independent members and 0 members selected by the Town at large, the board determined that it would be in the best interest of the Board and the Shareholder if the Shareholder would call a Special Meeting of the Shareholder in order to fill the two (2) vacancies on the Tillsonburg Hydro Board. 1 CAO 163 By-law 1A being a by-law relating generally to the transaction of the business and affairs of Tillsonburg Hydro Inc, defines “Independent Director” as a member of the Board that is independent from any affiliate, as required by section 2.1.2 of the Affiliates Relationship Code. The Corporation of the Town of Tillsonburg is an affiliate of THI. It should also be noted that the Corporate By-law for THI does not address independent directors versus at large directors but rather notes that if “the articles (Articles of Incorporation) provide for a minimum and maximum number of directors, the number of directors of the Corporation and the number of directors to be elected at the annual meeting of the shareholders shall be such number as shall be determined from time to time by special resolution .” Further, the Articles of Incorporation provide for a minimum of five (5) and a maximum of seven (7) directors. The Articles of Incorporation do not distinguish between independent and at large directors. Currently the number of directors is the maximum number of seven (7) directors, two (2) of which are currently vacant. Section 3.8 of By-Law 1A states that the shareholder may by resolution at an annual or special meeting of shareholders may by resolution at such meeting elect any person to fill the vacancy of a director, failing which the vacancy may be filled by the directors. Section 3.9 of By-Law 1A sets out provision for filling vacancies of directors, it states, Subject to the provisions of the Act, a quorum of directors may fill a vacancy among the directors, except a vacancy resulting from an increase in the number of directors or if the director positions were not filled at the meeting of the Shareholder (AGM). The Board of Directors is not recommending any change to the minimum or maximum number of directors, but requesting that the shareholder fill the vacancies in order that the business of THI may move forward with a full board compliment. Although the Board of Directors could fill the two (2) vacancies, the Board felt it was important that the Shareholder, in accordance with Section 3.8 of By-Law 1A hold a special meeting to address the vacancies. FINANCIAL IMPACT/FUNDING SOURCE None 2 CAO 164 STAFF REPORT DEPARTMENT OF DEVELOPMENT AND COMMUNICATIONS Report Title: ANIMAL CONTROL SUBCONTRACTOR AGREEMENT Report No.: DCS 15-02 Author: GENO VANHAELEWYN Meeting Type: COUNCIL MEETING Council Date: JANUARY 26, 2015 Attachments: HILLSIDE KENNELS ANIMAL CONTROL LTD. AGREEMENT RECOMMENDATION: THAT Council receives report DCS 15-02 Animal Control Subcontractor Agreement; AND THAT Schedule A to the agreement shall be amended as set out in the attached schedule; AND THAT Council extend the contract for the provision of Animal Control Services with Hillside Kennels for an additional two (2) year term to April 30, 2017. EXECUTIVE SUMMARY In order to enforce the animal control by-law the municipality retains an outside service provider. The last request for proposal for animal control services was issued in 2013 which resulted with the Town entering into an agreement with Hillside Kennels. This agreement expires on April 30, 2015 and has an extension clause as follows: 41. This Agreement shall be effective from May 1, 2013 up to and including April 30, 2015. The Town reserves the right and the Contractor agrees to allow the Town the option of renewal for a further two (2) year term with all conditions contained herein in force. Since that time Hillside Kennels has successfully and economically continued to provide these services for the Town. With the renewal of the contract, Hillside Kennels would require the following price increases to deliver the services over the next two years to cover their increase in operating costs as noted in the table below. 165 DESCRIPTION OF SERVICE 2013-2014 RATE 2015-2016 RATE INCREASE Call Out Fee for Service – Dog or Cat 90.00 100.00 10.00 Boarding Fee Per Day – Dog or Cat 17.00 20.00 3.00 Euthanasia & Disposal - Dog 60.00 80.00 20.00 Euthanasia & Disposal - Cat 50.00 60.00 10.00 Patrol Fee 65.00 Live Trap Placement 70.00 80.00 10.00 Dead Animal Pick-Up (call-out, pick-up, removal & disposal) 130.00 130.00 0.00 Court Appearance 35.00/hr 40.00/hr 5.00/hr Trap Re-set Fee (when in Town) 20.00 20.00 0.00 All prices are subject to HST CONSULTATION/COMMUNICATION In search of competitive pricing, staff was unsuccessful in sourcing other qualified animal control contractors within the Town’s service area (able to respond within 1 hour). Both Maple Oak and Cranberry Kennels who used to provide quotation closed their operations in 2013. In review of the 2011 and 2013 RFP quotations, staff found the proposed price increases to be reasonable. FINANCIAL IMPACT/FUNDING SOURCE The budget for 2015 animal control services contractor is set at $36,500.00 which took into account an increase in service costs due to the expiration of the agreement. If the agreement is extended with Hillside Kennels it is reasonable to expect that the 2015 budget can be achieved. Page 2 / 3 CAO 166 APPROVALS Author Name/Signature GENO VANHAELEWYN Date: Jan 12, 2015 Director Name/Signature David Calder Date: Jan 16, 2015 Finance Name/Signature Darrell Eddington Date: 01/16/15 Page 3 / 3 CAO 167 AMENDED SCHEDULE "A" to Agreement for Contracted Animal Control Services, authorized by By-law 3720 approved by Council on April 22, 2013. Schedule "A" DESCRIPTION OF SERVICE 2013-2014 RATE 2015-2016 RATE INCREASE Call Out Fee for Service – Dog or Cat 90.00 100.00 10.00 Boarding Fee Per Day – Dog or Cat 17.00 20.00 3.00 Euthanasia & Disposal - Dog 60.00 80.00 20.00 Euthanasia & Disposal - Cat 50.00 60.00 10.00 Patrol Fee 65.00 Live Trap Placement 70.00 80.00 10.00 Dead Animal Pick-Up (call- out, pick-up, removal & disposal) 130.00 130.00 0.00 Court Appearance 35.00/hr 40.00/hr 5.00/hr Trap Re-set Fee (when in Town) 20.00 20.00 0.00 All prices are subject to HST 168 THIS AGREEMENT made the :J_r:::t_ day of Ape -o \ , 2013. BETWEEN: HILLSIDE KENNELS ANIMAL CONTROL LTD hereainafter called the "Contractor" OF THE FIRST PART and THE CORPORATION OF THE TOWN OF TILLSONBURG hereinafter called the "Town" OFTHESESCONDPART WHEREAS the Town of Tillsonburg is desirous of entering into an Agreement for contracted animal control services within the Town ofTillsonburg, NOW THIS AGREEMENT WITNESSETH AS FOLLOWS: I. To exercise the duties as required under Town of Tillsonburg By-Law No. 3507, and amendments thereto, for the control of animals, specifically dogs and cats. 2. To maintain an animal shelter for the keeping of dogs and cats under requirement of the Board of Health. Such animal shelter is to be approved by regulation through The Ontario Ministry of Agriculture and Food. 3. The Town hereby covenants to pay the agreed upon price, as per Appendix "B", to the Contractor forty five ( 45) days from receipt of the invoice for services, and continuing for the life of the Agreement. Invoices will be based on services provided the previous month and will include an itemized list of activities for the period covered. 4. The Contractor shall respond to calls for service regarding dogs running at large within the Town of Tillsonburg. Complaints will be forwarded to the Contractor from the Town and the OPP regarding dogs running at large. The Contractor will be responsible for providing documentation of incidents, which will be submitted to the By-Law Enforcement Officer. 5. Complaints regarding cats will be forwarded to the Contractor from the Town. The Contractor shall attend the residence with authorization from the Town. In the event that the cat is not confined, the Contractor shall receive authorization from the Town to offer the use of a live trap in order to contain the animal. 6. The Contractor shall be responsible for selling a current dog or cat tag to any owner of a dog or cat prior to the dog or cat being released from the pound. No additional compensation will be paid for tag sales. The Town shall provide the Contractor with a supply of current year tags. 7. The Contractor will not release any dog until proof is produced that the dog is current! y licensed within the Town, or the municipality where the dog is from. 8. A list of all tags sold shall be provided monthly to the Town, using a form that will be provided by the Town's By-Law Enforcement Officer. 9. Tag monies shall be remitted along with the monthly billing to the Tillsonburg Customer Service Centre. I 0. The Town shall provide the Contractor with a supply of current year tags sold to date. The list of the tags sold shall be provided to the Contractor on a monthly basis. II. The Contractor shall record information regarding dogs running at large and proceed as necessary with further action. Information/evidence regarding dogs running at large will be provided to the Town's By-Law Enforcement Officer. The Contractor shall attend court as required. 169 12. The Contractor will keep accurate records as required by the Town and the Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA). The Contractor shall submit monthly reports to the Town by no later than the 1Oth day of the following month. The reports must include, but not be limited to: l) the date of pick-up of dog(s) and/or cat(s), 2) the name, address and telephone number of the complainant, 3) the name, address and telephone number of the owner (if animal is redeemed), 4) the tag number sold to owner, 5) the total costs associated with the redemption, 6) the number of animals picked up, 7) a description of the animal, 8) the condition of the animal, 9) the disposition of the animal (i.e. redeemed, adopted, euthanasia), 10) the total cost of the call including pick-up fee, boarding costs and euthanasia cost, ll) the number and location of traps set. 13. Patrols shall be scheduled at the request of the Town and shall not be performed on a routine basis. 14. The Contractor shall reply courteously and promptly to all inquiries to call for service, provide approximate response time to the complainant at the time the call for service is received by the Contractor, and respond to calls within one (l) hour from the initial time of notification, provide a l-800 number for the duration of this agreement, and provide a website link dedicated to the Town of Tillsonburg. 15. The Contractor shall ensure that all sick or injured animals receive immediate medical attention by a qualified veterinarian. Veterinary services must be available on a twenty- four hour basis to handle emergencies. 16. The Contractor shall keep all dogs or cats impounded for a minimum of three (3) days, holidays included. The Contractor shall attempt to contact the owner of the dog or cat impounded as quickly as possible. The Contractor is encouraged to keep the animal longer than the required three days at the Contractor's expense to promote adoptions and cost savings. 17. The Contractor shall charge the pet owner the sum of the call out fee plus the per diem boarding fee when the owner redeems the pet. These funds shall be deducted from the Town's monthly invoice. I 8. The Contractor shall advise the By-Law Officer when a second offence occurs. 19. The Contractor agrees to provide Interact, MasterCard and Visa services as well as mobile Interact, MasterCard and Visa. 20. The Town will conduct quarterly reviews of the Contractor. This review will be conducted by the Director of Development and Communication Services, the Chief Building Official and the By-law Enforcement Officer. Items that will be covered in this contract can include amongst other items, verifying level of service, response time, customer service, billing discrepancies, the adoption program and vaccinations. 21. The Contractor shall provide a comprehensive adoption program. Accurate records will be kept by the Contractor related to all adoptions of all animals. The Contractor may retain any revenue derived from an adoption of an animal. 22. All animals to be euthanized shall be dealt with in a humane way and in accordance with Provincial regulations. A certified and licensed Veterinarian will conduct all disposals. All animals diagnosed as diseased by a certified and licensed Veterinarian may be disposed of immediately. All others must be held in conformance with Provincial regulations. All records related to disposal of any animal shall be kept and available to the Town upon request. 170 23. The Contractor shall provide and maintain a pound facility and offer animal control services in accordance with all relevant legislation and regulations, including, but not limited to: The Animals for Research Act, The Pounds Act, the Board of Health, The Health Protection and Promotion Act (rabies), applicable Municipal By-laws, The Municipal Act, and any rules or regulations established by Ontario Ministry of Agriculture, Food, and Rural Affairs (OMAFRA). The facility will include an indoor and outdoor run area as well as holding cages. 24. The Contractor must operate and be licensed under the rules and regulations of The Ontario Ministry of Agriculture, Food and Rural Affairs. The Contractor should be a member in good standing of The Association of Animal Shelter Administrators of Ontario. 25. Animal control facilities should be capable of housing enough animals for periods beyond the required three day stay, in an effort to promote adoption. 26. All facilities must meet the criteria required by legislation and must be inspected on an annual basis by OMAFRA. The Contractor must show a good disease prevention program, including cleaning, quarantine, and a vaccination schedule. Any deficiencies shall be reported to the Town forthwith. 27. The facilities shall be open from 8:00a.m. to 7:00p.m., Monday to Friday and 8:00a.m. to 12:00 p.m. on Saturdays. 28. A suitable vehicle(s) will be included and provided by the Contractor. Said vehicle(s) will be clearly marked as an animal control service vehicle. All vehicles will be properly insured, maintained and equipped, and be maintained in a tidy condition. 29. The vehicle(s) used for animal control services shall be equipped with trained staff in the care, capture, confinement and handling of injured or difficult animals. The equipment in the vehicles shall include, but not be limited to, nets, cages, collars, leashes, tranquilizer guns, traps, etc. 30. The Contractor shall be responsible for all costs including fuel, operation, maintenance, licensing and insurance of all equipment and vehicles used to supply the Animal Control Service. 31. The Contactor shall provide a twenty-four hour service using either staff or an answering service (no telephone answering machine) to receive calls from the Oxford OPP or the Tillsonburg Customer Service Centre. 32. The Contractor shall provide dog and cat care services by fully trained and fully qualified staff in the animal control field. 33. The Contractor shall investigate complaints received from Municipal Staff or Oxford OPP regarding animals running at large, and respond or take action to dogs and/or cats running at large. 34. All dogs and/or cats picked up while running at large will be returned to the Animal Control Shelter; properly recorded and held for recovery by owners in accordance with By-Law 3507, or amendments thereof, and if not claimed can be sold as pets or disposed of through a proper and Licensed Veterinarian Service in a humane manner. 35. The Contractor shall furnish to the Town, upon the execution of this Agreement, a Clearance Certificate issued by the Workplace Safety & Insurance Board which waives its rights under Section 11(3), R.S.O. 1990 of the Workers' Compensation Act to hold the Municipality liable for any liability of the Contractor for assessments and levies owing to the Workplace Safety & Compensation Board. 171 36. The Contractor shall perform the services as agreed herein with regard to the Town's Health and Safety Policies and Procedures. The responsibilities of the Contractor include the following: 37. 38. 39. 40. 41. a) demonstrate the establishment and maintenance of a health and safety program with objectives and standards consistent with applicable legislation and the Town's health and safety policy and requirements; b) include health and safety provisions in your management system to reach and maintain consistently high level of health and safety; and c) ensure the workers in your employ are aware of the hazardous substances that may be in use at the workplace and wear the appropriate personal protective equipment required for the area. The Contractor shall post the animal recovery costs as set out in Schedule A attached hereto, in the Animal Control Shelter. The Contractor shall indemnify and save completely harmless the Town from and against all actions, suits, claims and demands of any kind which may be brought against or made upon the Town, and against all loss, costs, damages, injuries, or expenses which the Town may sustain, incur or become liable for arising from the negligence of the Contractor or his/her employees. This Agreement may be terminated by the Town upon sixty (60) days written notice. This Agreement shall enure and be binding upon the Parties hereto and their successors when attached to and confirmed by By-law of the Council of the Town and signing by the Contractor and shall not be assigned wi~ho~he consent of both J?arties. Jf/ t:7 HAt I I..< a /3 -rJjtJ jY/ /(_ This Agreement shall be effective from tA:e tl~te of exeeution up to and including April 30, 2015. The Town reserves the right and the Contractor agrees to allow the Town the option of renewal for a further two (2) year term with all conditions contained herein in force. IN WITNESS WHEREOF THE CORPORATE SEAL OF THE TOWN IS HEREUNTO AFFIXED AND ATTESTED BY THE PROPER SIGNING OFFICERS THEREOF. THE CONTRACTOR Hillside Kennels Animal Control Ltd. --rru ltd -= ;i!:Rukd/ Madeleine Riddell Date/Jp--~(o~_j ~L J~ /Jj Date o- THE CORPORATION OF THE TOWN OF TILLSONBURG ~~ MA YOR.d.John"'l,[;~if ~~-=-- CLERK-Donna Wilson 1'\P~ 't:s ~,3 Date &rc J :J_>jls Date 172 SCHEDULE "A" The following represents a listing of services and the respective fees in accordance with Schedule "A". i FEES- ! ! Description of Service i '-·----.,.----'~;:-;::-:o-- 1 Call Out Fee for Service-Dog or Cat i 90.00 . ·---·· i Boarding Fee Per Day · Dog ··---17.oo-·---·------~ i Boarding Fee Per Day· Cat·-----··· ' 17.00 ··-·--···---·-- ! Euthanasia & Disposal -Dog --;--:··----····-·--· i Euthanasia & Disposal -Cat i ! Patrol Fee : 60.00 : 50.00 i 65.00 ·~-=--~--------·· : Live Trap Placement ' 70.00 .. ' ·c-::-::-:--· Dead Animal Pick-Up (call out, pick-up, ! 130.00 removal and disposal) ! Court Appearance Fee i 35.00/hr '--·---- These fees do not include HST. --------------! -! 173 STAFF REPORT OPERATIONS SERVICES Report Title: Hwy 401 & 19 Interchange Improvements Report No.: OPS 15-03 Author: Kevin De Leebeeck, P.Eng., Director of Operations Meeting Type: REGULAR COUNCIL Council Date: JANUARY 26, 2015 Attachments: 1. HWY 401 & 19 APPROVED DESIGN LAYOUT 2. PROPOSED DETOUR ROUTING 3. TENTATIVE SCHEDULE RECOMMENDATION: THAT Council receive Report OPS 15-03, Hwy 401 & 19 Interchange Improvements as information. SUMMARY In 2009 the Ministry of Transportation (MTO) completed a study that identified the need for major improvements to the Highway 19 (Plank Line) underpass on Highway 401 as part of the Ministry’s ongoing review of the condition of bridges in the Province of Ontario. The review recommended that this bridge be replaced. The Preliminary Design and Class Environmental Assessment Study was initiated in 2011 by the MTO to identify a recommended plan for the replacement of the existing structure and interchange improvements at Highway 19 that will accommodate the initial (10 year) and ultimate (30 year) transportation needs. Two Public Information Centers (PICs) were held in The Town of Ingersoll on August 17, 2011 and April 17, 2012. In 2012 a Transportation Environmental Study Report (TESR) for the Highway 401 bridge replacement and interchange improvements at Highway 19 was initiated by the MTO. The TESR was completed and received environmental approval in November 2012. In March 2013 a Preliminary Design Report was completed that recommended both the Initial Stage to address the 10-year transportation needs and the Ultimate Stage to address the 30-year Transportation needs be included in the plan. The proposed design for the interchange involves the complete replacement of the Highway 401 underpass structure at Highway 19 and includes the installation of roundabouts at each of the ramp terminals, north and south of Highway 401 as shown in Attachment 1. The proposed detour route during construction is shown in Attachment 2. 174 Page 2 / 3 In September 2014, the MTO retained MMM Group Limited to undertake the detailed design and Provincial Class Environmental Assessment (Class EA) Study for the replacement of the Highway 401 underpass structure at Highway 19 and associated intersection improvements. The detailed design study began in the winter of 2014 with study completion expected by July 2015, as outlined in the Attachment 3. Subject to funding and environmental approvals, construction is scheduled to begin in 2016 and is expected to take one full construction season to complete. CONSULTATION/COMMUNICATION On December 12 2014, the Town received a letter from MMM Group Limited notifying the municipality of the Class EA Study and to seek input on the environmental (natural, socio- economic and cultural) features in the study area as well as other surrounding scheduled transportation improvements. Comments forwarded to MMM Group on January 19th 2015 are summarized below: 1. The Town requests that Tillsonburg News be added to the newspaper circulation as a means to provide information to the residents of Tillsonburg. At the present time only the Ingersoll Times and Woodstock Sentinel have been included. 2. Other transportation related improvements in the area include: a. The rehabilitation of Hwy 3 from John Pound Road westerly to Carter Road in 2015, b. The Provincial Class EA for Hwy 19 from Mt. Elgin to the Town of Tillsonburg in 2015 with construction tentatively schedule in 2016, c. The continued reconstruction of North Street east of Broadway (Hwy 19), in the Town of Tillsonburg by Oxford County with phases two and three to be completed in 2015 and 2016 respectively. As part of the Class EA study, a Design and Construction Report (DCR) will be prepared and made available for a 30-day public review period. During this time the Town will have further opportunity to review and make comment regarding the final design. Additional comments can be made by simply visiting the project website at www.highway401- hwy19andnorwichave.ca. The website will also have regular updates posted by the MMM Group Limited as the project progresses. COMMUNITY STRATEGIC PLAN IMPACT Not Applicable. FINANCIAL IMPACT/FUNDING SOURCE At this point there is no impact to the Town’s budget as a result of this MTO project. 175 Page 3 / 3 APPROVALS Author Name/Signature Kevin De Leebeeck, P.Eng. Date: Jan 20th 2015 Finance Name/Signature Darrell Eddington Date: CAO Name/Signature David Calder Date: 176 177 178 Tentative Schedule for Class EA, Group B The study schedule, which is subject to change, is illustrated below. 179 STAFF REPORT RECREATION, CULTURE & PARKS Title: OPP Cleaning Contract – New Vendor Report No.: RCP 15-04 Author: COREY HILL, RICK COX Meeting Type: COUNCIL MEETING Council/Committee Date: JANUARY 26, 2015 Attachments: • RECOMMENDATION THAT Council receive Report RCP 15-04 – OPP Cleaning Contract – New Vendor for information; and THAT Council award the contract for janitorial services at the OPP Station, 90 Concession St. E, for January 27, 2015 – December 31, 2015 to Horizon Maintenance Inc. EXECUTIVE SUMMARY On Dec, 31, 2014 the vendor contracted to provide housekeeping services at the OPP Station advised that they would no longer provide those services, effective immediately. Town staff has been carrying out the work since then, and have secured confirmation of previously tendered prices for the work in order to identify and recommend a replacement vendor. BACKGROUND In July 2014, new contracts were awarded for janitorial services at various Town facilities. The tender process was completed according to the procurement policy and eleven (11) vendors submitted bids. The work was awarded to four different vendors. There have been quality control issues with all of the vendors since they were awarded. For various reasons, the OPP Station has been one location where it has been very difficult to get the work done at the standard required by the Town on a consistent basis. This has been frustrating for the OPP, for Town staff and also for the contractor. On Dec. 31, 2014, the contractor hired to provide janitorial services at the OPP Station notified staff that that they were ceasing that service immediately. Since then, Town personnel with the required security clearances have been performing that work on a temporary basis, but the arrangement is not sustainable. Vendors previously included in the tender process were asked to provide updated pricing for the cleaning contract. The vendors who provided updated prices were Horizon Maintenance, Steam Canada, Supreme Cleaning & SQM Janitorial. In addition, staff also priced out what it would cost for the janitorial services at the OPP station to continue to be done by Town staff. To deliver the service internally RCP 15-04 - OPP Cleaning Contract – New Vendor.docx 1/2 180 for an extended period of time will require additional staff resources and is not recommended at this time. The evaluation process took into account the submitted pricing over the duration of the contract, the past performance of the contractor on work for the town, and the time it would take to secure the required security clearances and commence the work. The results of the comparison are as shown in the following table. Prices are a per-month cost for cleaning 5 days/wk: Provider 2015 2016 2017 2018 Time to Start-up Horizon Maintenance $2,250 $2,295 $2,330 $2,365 Immediate SQM $1,787 $1,966 $2,163 $2,379 3 weeks minimum Steam Canada $2,301 $2,339 $2,379 $2,418 3 weeks minimum Supreme Cleaning $2,080 $2,080 $2,080 $2,080 3 weeks minimum Since July, the time spent by Town staff to address deficiencies and perform remedial cleaning has been significant and of greater cost than the differential in the range of monthly rates. Due to the fact Horizon Maintenance is familiar with the scope of work, has a good performance record with the Town, has the required security clearances in place, and can commence the work immediately, staff recommends awarding the contract for housekeeping services at the OPP Station to Horizon Maintenance, Inc. for the period of January 27, 2015 through December 31, 2018. It is important to note that this scope of work is very sensitive and often challenging. Horizon was the incumbent contractor prior to this procurement process and the tenant was very pleased with the thoroughness and quality of their work. CONSULTATION/COMMUNICATION There has been consultation between Town staff, the Oxford OPP Detachment, the Police Services Board, and the vendors. FINANCIAL IMPACT The recommended vendor will cost the Town an additional $10,140 over the life of the contract over the cost of the lowest quoted price. However, the additional cost in 2015 for the differential in contract rate may be accommodated through close monitoring of expenditures and the proposed 2015 budget. Any anticipated budget overages will be reported to Council through quarterly reporting. COMMUNITY STRATEGIC PLAN (CSP) IMPACT None at this time. APPROVALS Director Name/Signature Rick Cox Director of Recreation, Culture & Parks DATE: January 19, 2015 Finance Name/Signature Darrell Eddington Director of Finance DATE: January 20, 2015 CAO Name/Signature DATE: RCP 15-04 - OPP Cleaning Contract – New Vendor.docx 2/2 181 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3874 A BY-LAW to Authorize an Agreement Between the Corporation of the Town of Tillsonburg and Horizon Maintenance Inc. WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to enter into a service agreement with Horizon Maintenance Inc. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1.THAT the Agreement attached hereto as “Schedule A” is hereby adopted and forms part of this by-law. 2.THAT the Mayor and Clerk be hereby authorized to execute the attached agreement marked as Schedule “A” and on behalf of the Corporation of the Town of Tillsonburg. 3.AND THAT this by-law comes into force and effect upon passing. Read a First and Second Time this 26th day or January, 2015. Read a Third and Final Time and passed this 26th day of January, 2015. _____________________________ Mayor – Stephen Molnar _____________________________ Municipal Clerk – Donna Wilson 182 Schedule "A" 183 184 185 186 187 188 189 190 191 192 193 194 195 196 197 198 199 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale LONG POINT REGION CONSERVATION AUTHORITY BOARD OF DIRECTORS MINUTES - November 5, 2014 (as approved at the Board of Directors meeting on January 14, 2015) Members in attendance: L. Bartlett, D. Beres, C. Grice, B. Chanyi, M. Columbus, R. Geysens, E. Ketchabaw, R. Sackrider and D. Travale Staff in attendance: C. Evanitski, J. Robertson, J. Maxwell, L. Minshall, B. Hodi and D. McLachlan Regrets: R. Chambers The LPRCA Chair called the meeting to order at 6:30 pm Wednesday, November 5th, 2014 in the Tillsonburg Boardroom. ADDITIONAL AGENDA ITEMS MOTION A-144/14 moved: M. Columbus seconded: R. Sackrider THAT the LPRCA Board of Directors add “Capital Plan – Dams Report” under Correspondence as item 10 (f) to the November 5th, 2014 agenda. CARRIED DISCLOSURES OF INTEREST None DEPUTATIONS: None MINUTES OF PREVIOUS MEETINGS MOTION A-145/14 moved: M. Columbus seconded: R. Sackrider THAT the minutes of the LPRCA Board of Directors Regular Meeting held October 1st, 2014 and the Special Conference Call held October 23rd,2014 be adopted as circulated. CARRIED BUSINESS ARISING a) LPRCA Board Restructuring Report The GM has contacted all member municipalities to discuss the Board restructuring proposal. Four municipalities have responded to date and all are in favour of the change to an 11-person Board. He expects to hear from the remainder by the end of November. 200 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale MOTION A–146/14 moved: M. Columbus seconded: D. Beres THAT the LPRCA Board of Directors directs staff to contact watershed municipalities regarding their respective member appointments under the new 11-Member Board Model once all confirming motions have been received. CARRIED REVIEW OF COMMITTEE MINUTES MOTION A–147/14 moved: R. Sackrider seconded: M. Columbus THAT the draft minutes from the Audit Committee meeting of October 16th, 2014 and the minutes of the Backus Museum Committee meeting of September 11th, 2014 be received as information. CARRIED No questions or comments. CORRESPONDENCE No discussion. MOTION A–148/14 moved: M. Columbus seconded: R. Sackrider THAT correspondence outlined in the Board of Directors’ Agenda of November 5th, 2014 be received as information. CARRIED DEVELOPMENT APPLICATIONS a) Staff Approved applications Staff approved 13 applications this past month: LPRCA-115/14, LPRCA-126/14, LPRCA-157/14, LPRCA-160/14, LPRCA-165/14, LPRCA-166/14, LPRCA-167/14, LPRCA-168/14, LPRCA-169/14, LPRCA-170/14, LPRCA-171/14, LPRCA-176/14 and LPRCA-177/14. B. Hodi was asked to identify the type of structure proposed through permit LPRCA-176/14 to which he replied, based on the permit application and drawings received, it is a storage shed. MOTION A–149/14 moved: D. Travale seconded: D. Beres That the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation Applications report as information. CARRIED 201 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale b) New Applications The Planning Department sought approval for two applications, one in Haldimand County and one in the Municipality of Bayham. Application LPRCA-178/14 is only a 1-year permit rather than the normal 2-year as the work is being conducted as a temporary measure until a more permanent solution is found. A second permit application will be forthcoming once the designs for the permanent structure are complete. MOTION A–150/14 moved: E. Ketchabaw seconded: R. Sackrider THAT the LPRCA Board of Directors approves the following Development Applications contained within the background section of this report: A. For Work under Section 28 Regulations, Development, Interference with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O. 1990 Reg. 178/06), LPRCA-178/14 LPRCA-179/14 B. That the designated officers of LPRCA be authorized to complete the approval process for these Development Applications, as far as it relates to LPRCA’s mandate and related Regulations. CARRIED NEW BUSINESS a) CALENDAR REVIEW The Board Members were reminded that there will not be a meeting in December as the new Board will likely not have been appointed yet. Therefore, the next Board meeting is scheduled for Wednesday, January 14, 2015. MOTION A–151/14 moved: D. Travale seconded: D. Beres THAT the LPRCA Board of Directors receives the November Calendar Review Report as information. CARRIED b) ELGIN COUNTY SHORELINE MANAGEMENT PLAN UPDATE The GM noted that the Elgin County portion of the LPRCA Shoreline Management Plan is over half way to completion. W.F. Baird & Associates submitted the winning bid of $186,133, slightly above budget. While additional funding was secured from Environment Canada for the project, there is still a small cost overrun to be shared by the various conservation authorities. It is anticipated that Norfolk County will be the next phase of the Plan followed by Haldimand County. Partner funding is currently 202 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale being sought for the remaining phases. MOTION A–152/14 moved: E. Ketchabaw seconded: D. Beres THAT the LPRCA Board of Directors approves the reallocation of $2,318.77 identified in the 2014 Capital Reserve Fund for the Shoreline Management Plan to offset the overage in the Elgin County Shoreline Management Plan. CARRIED c) SWOOP Staff noted that aerial photography is essential to LPRCA forestry and planning programs. Based on the number of participants at the last meeting, the cost should be substantially less this time around as there were fewer participants in the program 5 years ago. The province will provide the final costs once all partners have submitted their intent to participate. MOTION A–153/14 moved: D. Travale seconded: D. Beres THAT the LPRCA Board of Directors approves participation in the Southwestern Ontario Orthophotography Project (SWOOP) 2015 through a Letter of Intent to Land Information Ontario pending approval of the 2015 LPRCA Budget. CARRIED d) 2015 MEETING SCHEDULE The first Board of Directors meeting will be held Wednesday, January 14, 2015. Thereafter, the Board will meet the first Wednesday of each month except for March and July. The AGM is scheduled for Friday, February 27, 2015. MOTION A-154/14 moved: D. Travale seconded: E. Ketchabaw THAT the LPRCA Board of Directors approves the proposed 2015 meeting schedule. CARRIED e) SEASONAL STAFF APPRECIATION It has been a long-standing tradition that the LPRCA Board of Directors considers presenting staff with a turkey, ham or gift card at the holiday season. MOTION A-155/14 moved: R. Sackrider seconded: B. Chanyi THAT the LPRCA Board of Directors authorizes the purchase of a $25 gift card for staff employed this time of year. CARRIED 203 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale f) CAPITAL PLAN - DAMS Staff complete regular, routine dam inspections and, considering the age of some of the structures, had determined that it was prudent to hire an engineer to perform close-up visual inspections. From the tendering process, Riggs Engineering was hired to review six of the LPRCA structures and identified a number of items of concern. Options were presented and will be included in the 2015 draft budget. Questions were fielded by B. Hodi and the GM. MOTION A–156/14 moved: M. Columbus seconded: R. Sackrider THAT the LPRCA Board of Directors directs staff to undertake corrective actions for safety to all water control structures; AND THAT an evaluation of Hay Creek, Teeterville, Vittoria and Backus dams be undertaken to determine whether decommissioning assessments versus long-term repairs is appropriate; AND THAT plans for appropriate studies and corrective actions be identified in the 2015 Budget’s Capital Forecast. CARRIED MOTION A-157/14 moved: M. Columbus seconded: R. Sackrider That the LPRCA Board of Directors does now enter into an “In Camera” session to discuss: a matter in respect of which a Conservation Authority may hold a closed meeting under another Act CARRIED MOTION A-158/14 moved: D. Beres seconded: R. Sackrider That the LPRCA Board of Directors does now adjourn from the “In Camera” session. CARRIED The Chair adjourned the meeting at 7:20pm. _____________________________ ________________________________ Roger Geysens Dana McLachlan Chairman Administrative Assistant 204 STAFF REPORT CLERKS OFFICE Title: Police Service Board Citizen Appointment Report No.: CL 15-04 Author: DONNA WILSON Meeting Type: COUNCIL MEETING Council/Committee Date: JANUARY 26, 2015 Attachments: RECOMMENDATION THAT Council receives Report CL 15-04 – Police Services Board Citizen Appointments, as information; AND THAT Council appoints Larry Scanlan as a board member to the Tillsonburg Police Service Board. EXECUTIVE SUMMARY In November 2014, applications for the Tillsonburg Police Services Board (among other committees) were made available to the public. Board Composition: The council of the Town of Tillsonburg has a contract with the Ontario Provincial Police to provide policing services. The composition of the Board is directed by provincial statute under the Police Services Act. Generally speaking, municipalities with less than 25,000 citizens will appoint a three-member board. However, provisions in the Act allow municipalities, by resolution, to increase the Board composition from three to five. The council of the municipality has by resolution determined that the composition of the board will be five. Board members include the head of the municipal council or, if the head chooses not be a member of the board, another member of the council appointed by resolution of the council; one member of the council appointed by resolution of the council; one person appointed by resolution of the council, who is neither a member of the council nor an employee of the municipality; and two persons appointed by the Lieutenant Governor in Council. Boards elect a chair and may elect a vice-chair. 1 CAO 205 The current composition of the Board is as follows: • Mayor Molnar • Councillor Rosehart • Two Provincial Appointments which expire in 2016 • One citizen appointment vacancy Council reviewed the applications received and is recommending that Larry Scanlan be appointed to fill the current vacant position. FINANCIAL IMPACT/FUNDING SOURCE N/A AUTHOR Author Name/Signature Donna Wilson DATE: JAN 20, 2015 2 CAO 206 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3872 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1.That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to ‘R2-10’, ‘R2-11’, ‘R2-12’, ‘IN1-1’ & ‘OS1’ thezone symbol of the lands so designated ‘R2-10’, ‘R2-11’, ‘R2-12’, ‘IN1-1’ & ‘OS1’ on Schedule “A” attached hereto. 2.That Section 7.5 to By-Law Number 3295, as amended is hereby further amended by adding the following subsection at the end thereof: “7.5.10 LOCATION: GLENDALE WEST, R2-10 (Key Map 11) 7.5.10.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any R2-10 Zone use any lot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 7.5.10.1.1 EXTERIOR SIDE YARD Minimum width 4.5 m (14.7 ft) 7.5.10.1.2 LOT COVERAGE Maximum for all buildings 45% of the lot area 7.5.10.2 That all of the provisions of the R2 Zone in Section 7.2 of this By-Law, as amended, shall apply; and further, that all other provisions of this By-law, as amended, that are consistent with the provisions herein shall continue to apply mutatis mutandis.” 3.That Section 7.5 to By-Law Number 3295, as amended is hereby further amended by adding the following subsection at the end thereof: “7.5.11 LOCATION: GLENDALE WEST, R2-11 (Key Map 11) 7.5.11.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any R2-11 Zone use any lot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 207 The Corporation of the Town of Tillsonburg By-law Number 3872 Page 2 7.5.11.1.1 EXTERIOR SIDE YARD Minimum width 4.5 m (14.7 ft) 7.5.11.1.2 LOT COVERAGE Maximum for all buildings 45% of the lot area 7.5.11.1.3 REAR YARD DEPTH Minimum 6 m (19.6 ft) 7.5.11.1.4 PERMITTED PROJECTIONS INTO REQUIRED YARDS Notwithstanding Table 5.37.1- Permitted Projections into Required Yards, covered decks, patios and porches/verandas may be located within 4.5 m (14.7 ft) of a rear lot line. 7.5.11.2 That all of the provisions of the R2 Zone in Section 7.2 of this By-Law, as amended, shall apply; and further, that all other provisions of this By-law, as amended, that are consistent with the provisions herein shall continue to apply mutatis mutandis.” 4.That Section 7.5 to By-Law Number 3295, as amended is hereby further amended by adding the following subsection at the end thereof: “7.5.12 LOCATION: GLENDALE WEST, R2-12 (Key Map 11) 7.5.12.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any R2-12 Zone use any lot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 7.5.12.1.1 EXTERIOR SIDE YARD Minimum width 4.5 m (14.7 ft) 7.5.12.1.2 LOT COVERAGE Maximum for all buildings 45% of the lot area 7.5.12.1.4 PERMITTED PROJECTIONS INTO REQUIRED YARDS Notwithstanding Table 5.37.1- Permitted Projections into Required Yards, covered decks, patios and porches/verandas may be located within 4.5 m (14.7 ft) of a rear lot line. 7.5.12.1.5 LOT DEPTH Minimum 27 m (88.5 ft) 208 The Corporation of the Town of Tillsonburg By-law Number 3872 Page 3 7.5.12.2 That all of the provisions of the R2 Zone in Section 7.2 of this By-Law, as amended, shall apply; and further, that all other provisions of this By-law, as amended, that are consistent with the provisions herein shall continue to apply mutatis mutandis.” 5.That Section 19.3 to By-Law Number 3295, as amended is hereby further amended by adding the following subsection at the end thereof: “19.3.1 LOCATION: GLENDALE WEST, WEST SIDE OF QUARTER TOWN LINE ROAD, IN1-1 (Key Map 11) 19.3.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any IN1-1 Zone use any lot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 19.3.1.1 PROVISIONS FOR A PLACE OF WORSHIP Notwithstanding Table 19.1, there shall be no maximum gross floor area for a place of worship within an IN1-1 Zone. 19.3.2 That all of the provisions of the IN1 Zone in Section 19.2 of this By- Law, as amended, shall apply; and further, that all other provisions of this By-law, as amended, that are consistent with the provisions herein shall continue to apply mutatis mutandis.” 6.This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ a first and second time this 26th day of January, 2015. READ a third time and finally passed this 26th day of January, 2015. Mayor Clerk 209 N36°49'15"W6.29 NORTH - W E S T L I M I T O F R E F E R E N C E P L A N 4 1 R 4 7 9 7 29.73 GLENDALE DR N1 1 ° 2 5 ' 4 0 " W 2 4 4 . 5 2 N1 1 ° 2 6 ' 0 0 " W 4 5 6 . 5 3 N76°24'30"E 149.88 N85°38'10"E10.559 N43°16 ' 0 0 " E 36.13 N34°29'15"E18.64 N34° 3 0 ' 2 5 " W 21.4 6 N61°01'32"E22.57 N68°09'35"E 34.69 23.97N21°54'15"W Q U A R T E R T O W N L I N E L Y N D A L E R D SCHEDULE "A" PT LOT 8, CONCESSION 11 (DEREHAM)PT 4, REF. PLAN 41R6678 AND PT 1, REF. PLAN 41R6637 TOWN OF TILLSONBURG AREA OF ZONE CHANGE TO IN1-1 NOTES: ALL DIMENSIONS IN METRESTHIS BY-LAW IS INTENDED TO ENCOMPASSALL OF DRAFT PLAN OF SUBDIVISION SB14-03-7 THIS IS SCHEDULE "A" MAYOR CLERK TO BY-LAW No. ________________, PASSED THE __________ DAY OF ____________, 2015 25 0 25 50 7512.5 METRES TO BY-LAW No.© AREA OF ZONE CHANGE TO R2-12 AREA OF ZONE CHANGE TO R2-11 AREA OF ZONE CHANGE TO R2-10 AREA OF ZONE CHANGE TO OS1OS1 R2-10 R2-11 R2-12 IN1-1 OS1 R2-10 R2-10 R2-11 R2-11 R2-11 R2-12 IN1-1 38723872 3872 210 ZN 7-14-08 TOWN OF TILLSONBURG BY-LAW NUMBER 3872 EXPLANATORY NOTE The purpose of By-Law Number 3872 is to rezone the subject property from ‘Minor Institutional Zone (IN1)’ & ‘Future Development Zone (FD)’ to ‘Special Low Density Residential Type 2 Zone (R2-10)’, ‘Special Low Density Residential Type 2 Zone (R2- 11)’, ‘Special Low Density Residential Type 2 Zone (R2-12)’, “Special Minor Institutional Zone (IN1-1)’, & ‘Passive Open Space Zone (OS1)’ to facilitate the development of a residential draft plan of subdivision consisting of 72 lots and a block for a place of worship. Special provisions have been requested to permit an increased maximum lot coverage of 45% in lieu of the maximum 40%, and a reduced exterior side yard width of 4.5 m (14.8 ft) in lieu of the required 6.0 m (19.7 ft), and for some lots within the plan, provisions are being sought for a reduced rear yard depth of 6.0 m (19.7 ft) in lieu of the required 7.5 m (24.6 ft) and reduced lot depth of 27 m (88.58 ft) in lieu of the required 30 m (98.4 ft) . Special provisions are also being sought to eliminate the maximum gross floor area for a place of worship, which is currently 650 m2 (7000 ft2) of gross floor area. The subject lands are two properties described as Part Lot 8 & N. Part Lot 8, Concession 11 (Dereham), Town of Tillsonburg. The lands are located on the west side of Quarter Town Line Road, south of the Tillsonburg Soccer Club Access Road, in the Town of Tillsonburg. The Municipal Council, after conducting the public hearing necessary to consider any comments to the proposed zone change application, approved By-Law Number 3872. The public hearing was held on December 8, 2014. Any person wishing further information relative to Zoning By-Law Number 3872 may contact the undersigned: Ms. Donna Wilson Clerk Town of Tillsonburg 200 Broadway, 2nd Floor Town Centre Mall Tillsonburg, ON N4G 5A7 Telephone: 842-9200 File: ZN 7-14-08 (Performance Communities Realty Inc.) Report No: 2014-267 211 NORTH ST E FAIRWAYHILLSBLVD BEECH BLVD B R O A D W A Y O W LD R G L E N D A L E D R NORTH ST W W O O D C O C K D R WO O D L A N D CR E S BROOKSIDE LANE WINONADR A N D O V E R A V E JAMES AVE LY N D A L E R D C R A I G ST PA R K DR GIBS O N D R MOO S E ST GREENEA G L E DR BELMONT AVE WILLIAM ST BROWNSVILLE RD QU A R T E R T O W N L I N E GLENRIDGE RD A L L E N S T WIND E M E R E A V E F E R N W O O D D R PARK PL CA M D O N C R T BR A D AV E A D A M S A V E VA N C E DR H U N T E R C R E S KEY MAP LANDS TO WHICH BYLAW 3872 APPLIES © 50 0 50 100 150 200 250 300 35025 METRES TO W N H I P O F S O U T H - W E S T O X F O R D 212 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3873 A BY-LAW TO AUTHORIZE AN AGREEMENT FOR THE PROVISION OF POLICE SERVICES BETWEEN THE CORPORATION OF THE TOWN OF TILLSONBURG AND HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO AS REPRESENTED BY THE MINISTER OF COMMUNITY SAFETY AND CORRECTIONAL SERVICES. WHEREAS Section 5 of the Police Services Act, R.S.O. 1990, Chapter. P/ 15, as amended, provides that a Municipality may discharge its responsibility for providing police services by entering into an Agreement with the Minister of Community Safety and Correctional Services of Ontario pursuant to Section 10 of the Police Services Act. AND WHEREAS the Corporation of the Town of Tillsonburg wishes to enter into an agreement with The Minister of Community Safety and Correctional Services of Ontario to provide for policing services for the Town of Tillsonburg. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. The Municipality does hereby authorize an agreement, substantially in the form annexed hereto as Schedule “A” (the “Agreement”), with the Minister of Community Safety and Correctional Services of Ontario for the provision of policing services by the Ontario Provincial Police. 2. THAT the Mayor and Clerk be hereby authorized to execute the Agreement and any other documents necessary to give effect to the Agreement on behalf of the Corporation of the Town of Tillsonburg. 3. This By-Law is passed pursuant to The Police Services Act, R.S.O. 1990, Chapter P. 15 and amendments thereto and shall come into effect upon enactment. READ A FIRST AND SECOND TIME THIS 26th day of January, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 26th day of January, 2015. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson 213 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3874 A BY-LAW to Authorize an Agreement Between the Corporation of the Town of Tillsonburg and Horizon Maintenance Inc. WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to enter into a service agreement with Horizon Maintenance Inc. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1.THAT the Agreement attached hereto as “Schedule A” is hereby adopted and forms part of this by-law. 2.THAT the Mayor and Clerk be hereby authorized to execute the attached agreement marked as Schedule “A” and on behalf of the Corporation of the Town of Tillsonburg. 3.AND THAT this by-law comes into force and effect upon passing. Read a First and Second Time this 26th day or January, 2015. Read a Third and Final Time and passed this 26th day of January, 2015. _____________________________ Mayor – Stephen Molnar _____________________________ Municipal Clerk – Donna Wilson 214 Schedule "A" 215 216 217 218 219 220 221 222 223 224 225 226 227 228 229 230 231 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3875 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 26th 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 26, 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 26TH DAY OF JANUARY, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 26TH DAY OF JANUARY, 2015. ________________________________ Mayor – Stephen Molnar ________________________________ Municipal Clerk – Donna Wilson 232