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150209 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 6:01 p.m. 2. Adoption of Agenda Moved By: Councillor Rosehart Seconded By: Councillor Hayes 2.1. THAT the Agenda as prepared for the Council meeting of February 9, 2015, be adopted as amended to add a deputation request by Amanda Killeen; an information item regarding curbside garbage and recycling collection; a revised Schedule A to the Rates and Fees By-Law; a revised Schedule A to the Committee Appointments By-Law; and a revised Community Improvement Plan application for both 157 to 165 Tillson Avenue and 102 King Street. Carried. 3. Moment of Silence The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, February 09, 2015 6:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES February 9, 2015 Council Meeting – Minutes - 2 - 4. Disclosures of Pecuniary Interest and the General Nature Thereof Councillor Stephenson disclosed a pecuniary interest to item 10.2.3 as it relates to 102 King Street. 5. Adoption of Council Minutes of Previous Meeting 5.1. Minutes of the Meeting of January 26, 2015 January 26, 2015 - Council Minutes Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the Minutes of the Council Meeting of January 26, 2015, be approved. Carried. 6. Special Shareholder Meeting, Tillsonburg Hydro Inc. Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council move into a Special Meeting of the Shareholder of Tillsonburg Hydro Inc. Carried. 6.1. THI Shareholder Nominating Committee Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT the shareholder establish a Shareholder Nominating Committee consisting of Mayor Molnar, Councillor Rosehart and Councillor Esseltine for the purpose of reviewing all applications for the two vacancies on the Tillsonburg Hydro Board of Directors; AND THAT the Shareholder Nominating Committee be tasked with making a recommendation to the shareholder to appoint Directors to the two vacancies on the THI Board of Directors. Carried. Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT the Special Meeting of the Shareholder of Tillsonburg Hydro Inc. be adjourned. Carried. The special meeting of the Shareholder adjourned at 6:08 p.m. February 9, 2015 Council Meeting – Minutes - 3 - 7. Delegations and Presentations 7.1. New Community Videos: Town of Tillsonburg and Tillsonburg Regional Airport The Development Commissioner presented two new promotional videos for Discover Tillsonburg and the Tillsonburg Regional Airport. 7.2. Development Committee – Lisa Gilvesy, Chair Ms. Gilvesy presented two resolutions passed by the Development Committee. The resolutions called for an increased integration of snowmobile trails into the Town, and becoming a partner on the Agricultural More than Ever initiative. Staff were directed to bring back further information on both increased snowmobile trails and on the Agricultural More than Ever initiative for Council consideration. 7.3. Canadian Harvard Aircraft Association - Pat Hanna - President & Ramona Ostrander - Director CDR-05 Harvard Aircraft Association Canadian Harvard Aircraft Association Supporting Documentation Pat Hanna and Ramona Ostrander presented an update on the Canadian Harvard Aircraft Association. 7.4. Tillsonburg Flying School – David Brandon CDR-06 Tillsonburg Flying School David Brandon, owner of the Tillsonburg Flying School, spoke in support of the lease agreement between the Town and the School. Council deferred the lease agreement until staff report back to Council with an update on the accessibility requirements and implications of the proposed renovations. 7.4.1. DCS 15-11 Lease of Airport Office Space Lease Agreement - Airport Office Space Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT item 7.4.1 Lease of Airport Office Space be deferred. February 9, 2015 Council Meeting – Minutes - 4 - Deferral Carried. 7.5. Request for Municipal Significance Designation - Amanda Killeen CDR-15-06 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT the Debra DiGiovanni Comedy Night be designated a municipal significant event for the purposes of obtaining a Special Occasion Permit under the Alcohol and Gaming Commission of Ontario application process. Carried. 8. Information Items 8.1. Contract Award – Curbside Garbage and Recycling Collection and Recycling Processing Council expressed concern regarding the timeliness of this report and the late notice that Council received before County Council addresses awarding the contract. Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council review County of Oxford Report PW 2015-07 Contract Award – Curbside Garbage and Recycling Collection and Recycling Processing; AND THAT Council for the Town of Tillsonburg indicate through correspondence to the County that they support services delivery model referred to as option 4 in table 2 of the report. Carried. 8.2. 2014 Director's Annual Report for the Thames Valley District School Board 8.3. CUPW Request for Support to Save Canada Post Mr. De Leebeeck provided an update to Council regarding ongoing efforts to address issues with community mailbox implementation within the Town. Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT the material concerning ‘Save Canada Post’ be received as information; February 9, 2015 Council Meeting – Minutes - 5 - AND THAT the CAO prepare a report indicating any real and potential impact on the Corporation due to the proposed implementation of Community Mail Boxes in Tillsonburg, including any recommendations for further direction by Council. Carried. 8.4. Village of Merrickville-Wolford Resolution - Industrial Wind Turbines 9. Finance 9.1. 2015 Draft Budget 2015 Business Plan and Budget 020915 The Director of Finance presented the 2015 Draft Budget. The Mayor extended an invitation to the public to comment on the budget. No comments were made. Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the 2015 Business Plans and Budget be deferred; AND THAT a Special Council Meeting be called for February ____, 2015 at 9:00 a.m., in order for further deliberations on the 2015 Business Plans and Budget. Defeated. Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT the 2015 Business Plans and Budget in the amount of $13,080,015 be adopted. A recorded vote was taken as requested by Councillor Adam: NAME VOTE IN FAVOUR VOTE AGAINST Councillor Adam X Deputy Mayor Beres X Councillor Esseltine X February 9, 2015 Council Meeting – Minutes - 6 - Councillor Hayes X Mayor Molnar X Councillor Rosehart X Councillor Stephenson X The recorded vote reflects the vote is four in favour of the Motion and three against the Motion. Carried. 9.2. FIN 15-07 Rates & Fees *REVISED Schedule A 2015 Rates & Fees Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receive Report FIN 15-07 Rates & Fees; AND THAT By-Law 3878 to establish Rates & Fees for 2015 be brought forward for Council consideration. Carried. 10. Reports from Departments 10.1. Clerk’s Office 10.1.1. CL 15-03 Council Advisory Committee Appointments By-Law 3876, to Define the Mandate, Membership, and Meeting Procedures for Committees *RESVISED By-Law 3876 Schedule A Appointments By-Law 3876 Schedule B Policy Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive Report CL 15-06 Council Advisory Committee Appointments, adding Mr. Kirby Heckford to the Tillsonburg Development Committee; February 9, 2015 Council Meeting – Minutes - 7 - AND THAT a by-law be brought forward to define the mandate, membership and meeting procedures for committees established by Council. Carried. 10.1.2. CL 14-05 Public Engagement Policy & Guidelines CL 14-05 Public Engagement Policy & Guidelines By-Law 3880 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives report CL 14-05, Public Engagement Policy & Guidelines; AND THAT Council endorses the Public Engagement Policy & Guidelines for staff use; AND THAT a By-Law be brought forth for Council consideration. Carried. 10.2. Development and Communication Services 10.2.1. DCS 15-04 Community Improvement Plan Application - 8 Rouse St Application-8 Rouse St Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive Report DCS 15-04 Community Improvement Plan Application – 8 Rouse St; AND THAT the Community Improvement Plan Application for the 8 Rouse St property be approved including rebates for applicable Building Permit fees and Assessment Rebates and subject to 2015 Budget funding. Carried. 10.2.2. DCS 15-05 Community Improvement Plan Application - 157 to 165 Tillson Ave *REVISED Application-157 to 165 Tillson Ave Moved By: Councillor Stephenson Seconded By: Councillor Esseltine February 9, 2015 Council Meeting – Minutes - 8 - THAT Council receive Report DCS 15-05 Community Improvement Plan Application – 157 to 165 Tillson Ave; AND THAT the Community Improvement Plan Application for the 157 to 165 Tillson Ave property be approved including rebates for applicable Building Permit/ Development Charges and property tax rebates and subject to 2015 Budget funding. Carried. 10.2.3. DCS 15-06 Community Improvement Plan Application-102 King St *REVISED Application-102 King St DCS 15-06 Community Improvement Plan Application-102 King St Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council receive Report DCS 15-06 Community Improvement Plan Application – 102 King St; AND THAT the Community Improvement Plan Application for the 102 King St property be approved including rebates for applicable Building Permit and Assessment fees and subject to 2015 Budget funding. Carried. 10.2.4. DCS 15-09 Airport Hangar Land Lease Lease Agreement Staff to bring back a By-Law to the February 26th meeting authorizing the Lease Agreement. Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receive Report DCS 15-09 Airport Hangar Land Lease AND THAT the Mayor and Clerk be authorized to enter into a lease agreement with Danny Richer for the construction of a 3,600 square foot hangar at the Tillsonburg Regional Airport for a twenty (20) year term expiring on December February 9, 2015 Council Meeting – Minutes - 9 - 31, 2035 subject to the terms and conditions contained within the lease agreement; AND THAT a By-Law be brought forward for Council consideration. Carried. 10.3. Recreation, Culture & Park Services 10.3.1. RCP 15-05 - Tillsonburg Cemetery Conceptual Designs Tillsonburg Cemetery Conceptual Designs Tillsonburg Cemetery Mission Statement & Guiding Principles Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receive Report RCP 15-05 – Tillsonburg Cemetery Conceptual Designs for information. Carried. 11. Staff Information Reports 11.1. RCP 15-06 - 2014 Q4 Department Activity Reports 2014 Q4 Activity - Recreation Programs & Services 2014 Q4 Activity - Culture & Heritage Moved By: Councillor Esseltine Seconded By: Councillor Stephenson RESOLVED THAT Council receive Report RCP 15-06 -2014 Q4 Department Activity Reports for information. Carried. 12. Committee Minutes & Reports 12.1. CL 15-05 Physician Recruitment Committee Appointment CL 15-05 Physician Recruitment Committee Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council appoint Mayor Stephen Molnar, Councillor Adam and Deputy Mayor Beres to represent the Town as members of the Physician Recruitment Committee. February 9, 2015 Council Meeting – Minutes - 10 - 13. Notice of Motions Councillor Stephenson announced that he would be bringing forth a Notice of Motion regarding the Town’s Flag Policy. Councillor Stephenson was asked to forward the Motion to the Clerk for circulation among Council. 14. By-Laws By-Laws from the Meeting of February 9, 2015 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT By-Law 3876, to Define the Mandate, Membership, and Meeting Procedures for Committees; AND By-Law 3878, to adopt a Schedule of Fees for certain Municipal applications, services and permits; AND By-Law 3880, to adopt the Town of Tillsonburg Public Engagement Policy & Guidelines; AND By-Law 3881, to confirm the proceedings of Council at its meetings held on the 9th day of February, 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 THAT By-Law 3876, to Define the Mandate, Membership, and Meeting Procedures for Committees; AND By-Law 3878, to adopt a Schedule of Fees for certain Municipal applications, services and permits; AND By-Law 3881, to confirm the proceedings of Council at its meetings held on the 9th day of February, 2015, 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. 15. Items of Public Interest 16. Adjournment Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT the Council Meeting of be adjourned at 9:50 p.m. February 9, 2015 Council Meeting – Minutes - 11 - Table of Contents Agenda 4 January 26, 2015 - Council Minutes January 26, 2015 - Council Minutes 12 THI Shareholder Nominating Committee THI Shareholder Nominating Committee 21 Development Committee Resolutions Development Committee Letter 22 Canadian Harvard Aircraft Association CDR-05 Harvard Aircraft Association 23 Canadian Harvard Aircraft Association Supporting Documentation 26 Tillsonburg Flying School CDR-06 Tillsonburg Flying School 29 Request for Municipal Significance Designation CDR-15-06 32 Contract Award – Curbside Garbage and Recycling Collection and Recycling Processing Contract Award – Curbside Garbage and Recycling Collection and Recycling Processing 35 2014 Director's Annual Report for the Thames Valley District School Board 2014 Director's Annual Report for the Thames Valley District School Board 63 CUPW Request for Support to Save Canada Post CUPW Request for Support to Save Canada Post 64 Village of Merrickville-Wolford Resolution - Industrial Wind Turbines Village of Merrickville-Wolford Resolution - Industrial Wind Turbines 68 2015 Draft Budget 2015 Business Plan and Budget 020915 70 FIN 15-07 Rates and Fees FIN 15-07 Rates & Fees 89 REVISED Schedule A 2015 Rates & Fees 90 CL 15-06 Council Advisory Committee Applications CL 15-03 Council Advisory Committee Appointments 118 By-Law 3876, to Define the Mandate, Membership, and Meeting Procedures for Committees 122 RESVISED By-Law 3876 Schedule A Appointments 123 By-Law 3876 Schedule B Policy 125 Report CL 14-05 Public Engagement Policy & Guidelines Report CL 14-05 136 Public Engagement Policy & Guidelines 139 By-Law 3880 165 1 Report DCS 15-04 Community Improvement Plan Application-8 Rouse St Report DCS 15-04 Community Improvement Plan Application - 8 Rouse St 166 Application-8 Rouse St 170 Report DCS 15-05 Community Improvement Plan Application- 157 to 165 Tillson Ave Report DCS 15-05 Community Improvement Plan Application - 157 to 165 Tillson Ave 173 Application-157 to 165 Tillson Ave 177 Report DCS 15-06 Community Improvement Plan Application- 102 King St Report DCS 15-06 Community Improvement Plan Application-102 King St 181 REVISED Application-102 King St 184 Report DCS 15-06 Community Improvement Plan Application-102 King St 188 Report DCS 15-09 Airport Hangar Land Lease Report DCS 15-09 Airport Hangar Land Lease 191 Lease 194 Report DCS 15-11 Lease of Airport Office Space Report DCS 15-11 Lease of Airport Office Space 204 Lease Agreement - Airport Office Space 209 RCP 15-05 – Tillsonburg Cemetery Conceptual Designs RCP 15-05 - Tillsonburg Cemetery Conceptual Designs 217 Tillsonburg Cemetery Conceptual Designs 219 Tillsonburg Cemetery Mission Statement & Guiding Principles 223 RCP 15-06 - 2014 Q4 Department Activity Reports RCP 15-06 - 2014 Q4 Department Activity Reports 225 2014 Q4 Activity - Recreation Programs & Services 226 2014 Q4 Activity - Culture & Heritage 229 CL 15-05 Physician Recruitment Committee Appointment CL 15-05 Physician Recruitment Committee 231 By-Law 3876,to Define the Mandate, Membership, and Meeting Procedures for Committees By-Law 3876, to Define the Mandate, Membership, and Meeting Procedures for Committees 232 By-Law 3876, Schedule A Appointments 233 By-Law 3876 Schedule B Policy 235 By-Law 3878 2015 Rates and Fees By-Law 3878 246 Schedule A 2015 Rates & Fees 247 By-Law 3880 By-Law 3880, to adopt the Town of Tillsonburg Public Engagement Policy & Guidelines 275 Confirming By-Law 2 By-Law 3881 276 3 = *Amended Agenda Items 1. Call to Order 2. *Adoption of Agenda Moved By: Seconded By: Proposed Resolution #1 THAT the Agenda as prepared for the Council meeting of February 9, 2015, be adopted as amended. 3. Moment of Silence 4. Disclosures of Pecuniary Interest and the General Nature Thereof 5. Adoption of Council Minutes of Previous Meeting 5.1. Minutes of the Meeting of January 26, 2015 January 26, 2015 - Council Minutes Moved By: Seconded By: Proposed Resolution #2 THAT the Minutes of the Council Meeting of January 26, 2015, be approved. 6. Special Shareholder Meeting, Tillsonburg Hydro Inc. Moved By: Seconded By: Proposed Resolution #3 THAT Council move into a Special Meeting of the Shareholder of Tillsonburg Hydro Inc. 6.1. THI Shareholder Nominating Committee Moved By: Seconded By: Proposed Resolution #4 The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, February 09, 2015 6:00 PM Council Chambers 200 Broadway, 2nd Floor AMENDED AGENDA 4 Council Meeting – Agenda - 2 - THAT the shareholder establish a Shareholder Nominating Committee consisting of Mayor Molnar, Councillor ________________ and Councillor _______________ for the purpose of reviewing all applications for the two vacancies on the Tillsonburg Hydro Board of Directors; And that the Shareholder Nominating Committee be tasked with making a recommendation to the shareholder to appoint Directors to the two vacancies on the THI Board of Directors. Moved By: Seconded By: Proposed Resolution #5 THAT the Special Meeting of the Shareholder of Tillsonburg Hydro Inc. be adjourned. 7. Delegations and Presentations 7.1. New Community Videos: Town of Tillsonburg and Tillsonburg Regional Airport 7.2. Development Committee – Lisa Gilvesy, Chair 7.3. Canadian Harvard Aircraft Association - Pat Hanna - President & Ramona Ostrander - Director CDR-05 Harvard Aircraft Association Canadian Harvard Aircraft Association Supporting Documentation 7.4. Tillsonburg Flying School – David Brandon CDR-06 Tillsonburg Flying School 7.5. *Request for Municipal Significance Designation - Amanda Killeen CDR-15-06 Moved By: Seconded By: Proposed Resolution #6 THAT the Debra DiGiovanni Comedy Night be designated a municipal significant event for the purposes obtaining a Special Occasion Permit under the Alcohol and Gaming Commission of Ontario application process. 8. Information Items 8.1. *Contract Award – Curbside Garbage and Recycling Collection and Recycling Processing 5 Council Meeting – Agenda - 3 - Moved By: Seconded By: Proposed Resolution #7 THAT Council review County of Oxford Report PW 2015-07 Contract Award – Curbside Garbage and Recycling Collection and Recycling Processing; AND THAT Council for the Town of Tillsonburg indicate through correspondence to the County that they support services delivery model referred to as option ________ in table 2 of the report. 8.2. 2014 Director's Annual Report for the Thames Valley District School Board 8.3. CUPW Request for Support to Save Canada Post 8.4. Village of Merrickville-Wolford Resolution - Industrial Wind Turbines 9. Finance 9.1. 2015 Draft Budget 2015 Business Plan and Budget Moved By: Seconded By: Proposed Resolution #8 THAT the 2015 Business Plans and Budget in the amount of $13,080,015 be adopted. 9.2. FIN 15-07 Rates & Fees *REVISED Schedule A 2015 Rates & Fees Moved By:Seconded By: Proposed Resolution #9 THAT Council receive Report FIN 15-07 Rates & Fees; AND THAT By-Law 3878 to establish Rates & Fees for 2015 be brought forward for Council consideration. 10.Reports from Departments 10.1. Clerk’s Office 10.1.1. CL 15-03 Council Advisory Committee Appointments 6 Council Meeting – Agenda - 4 - By-Law 3876, to Define the Mandate, Membership, and Meeting Procedures for Committees *RESVISED By-Law 3876 Schedule A Appointments By-Law 3876 Schedule B Policy Moved By: Seconded By: Proposed Resolution #10 THAT Council receive Report CL 15-06 Council Advisory Committee Appointments; AND THAT a by-law be brought forward to define the mandate, membership and meeting procedures for committees established by Council. 10.1.2. CL 14-05 Public Engagement Policy & Guidelines CL 14-05 Public Engagement Policy & Guidelines By-Law 3880 Moved By: Seconded By: Proposed Resolution #11 THAT Council receives report CL 14-05, Public Engagement Policy & Guidelines; AND THAT Council endorses the Public Engagement Policy & Guidelines for staff use; AND THAT a By-Law be brought forth for Council consideration. 10.2. Development and Communication Services 10.2.1. DCS 15-04 Community Improvement Plan Application - 8 Rouse St Application-8 Rouse St Moved By: Seconded By: Proposed Resolution #12 THAT Council receive Report DCS 15-04 Community Improvement Plan Application – 8 Rouse St; 7 Council Meeting – Agenda - 5 - AND THAT the Community Improvement Plan Application for the 8 Rouse St property be approved including rebates for applicable Building Permit fees and Assessment Rebates and subject to 2015 Budget funding. 10.2.2. DCS 15-05 Community Improvement Plan Application - 157 to 165 Tillson Ave *REVISED Application-157 to 165 Tillson Ave Moved By: Seconded By: Proposed Resolution #13 THAT Council receive Report DCS 15-05 Community Improvement Plan Application – 157 to 165 Tillson Ave; AND THAT the Community Improvement Plan Application for the 157 to 165 Tillson Ave property be approved including rebates for applicable Building Permit/ Development Charges and property tax rebates and subject to 2015 Budget funding. 10.2.3. DCS 15-06 Community Improvement Plan Application-102 King St *REVISED Application-102 King St DCS 15-06 Community Improvement Plan Application-102 King St Moved By: Seconded By: Proposed Resolution #14 THAT Council receive Report DCS 15-06 Community Improvement Plan Application – 102 King St; AND THAT the Community Improvement Plan Application for the 102 King St property be approved including rebates for applicable Building Permit and Assessment fees and subject to 2015 Budget funding. 10.2.4. DCS 15-09 Airport Hangar Land Lease Lease Agreement Moved By: Seconded By: Proposed Resolution #15 THAT Council receive Report DCS 15-09 Airport Hangar Land Lease 8 Council Meeting – Agenda - 6 - AND THAT the Mayor and Clerk be authorized to enter into a lease agreement with Danny Richer for the construction of a 3,600 square foot hangar at the Tillsonburg Regional Airport for a twenty (20) year term expiring on December 31, 2035 subject to the terms and conditions contained within the lease agreement; AND THAT a By-Law be brought forward for Council consideration. 10.2.5. DCS 15-11 Lease of Airport Office Space Lease Agreement - Airport Office Space Moved By: Seconded By: Proposed Resolution #16 “THAT Council receive Report DCS 15-11 Lease of Airport Office Space; AND THAT Council approve the lease of office space in the Air Terminal Building Basement to the Tillsonburg Flying School for the period of January 1, 2015 and ending December 31, 2019 at a price of $260 per month plus Harmonized Sales Tax (H.S.T.), subject to the terms and conditions contained in this report; AND THAT a bylaw be brought forward in this regard. 10.3. Recreation, Culture & Park Services 10.3.1. RCP 15-05 - Tillsonburg Cemetery Conceptual Designs Tillsonburg Cemetery Conceptual Designs Tillsonburg Cemetery Mission Statement & Guiding Principles Moved By: Seconded By: Proposed Resolution #17 THAT Council receive Report RCP 15-05 – Tillsonburg Cemetery Conceptual Designs for information. 11. Staff Information Reports 11.1. RCP 15-06 - 2014 Q4 Department Activity Reports 2014 Q4 Activity - Recreation Programs & Services 9 Council Meeting – Agenda - 7 - 2014 Q4 Activity - Culture & Heritage Moved By: Seconded By: Proposed Resolution #18 RESOLVED THAT Council receive Report RCP 15-06 -2014 Q4 Department Activity Reports for information. 12. Committee Minutes & Reports 12.1. CL 15-05 Physician Recruitment Committee Appointment CL 15-05 Physician Recruitment Committee Moved By: Seconded By: Proposed Resolution #19 THAT Council appoint Mayor Stephen Molnar, Councillor ________________________ and Councillor ______________________ to represent the Town as members of the Physician Recruitment Committee. 13. Notice of Motions 14. By-Laws By-Laws from the Meeting of February 9, 2015 Moved By: Seconded By: Proposed Resolution #20 THAT By-Law 3876, to Define the Mandate, Membership, and Meeting Procedures for Committees; AND By-Law 3878, to adopt a Schedule of Fees for certain Municipal applications, services and permits; AND By-Law 3880, to adopt the Town of Tillsonburg Public Engagement Policy & Guidelines; AND By-Law 3881, to confirm the proceedings of Council at its meetings held on the 9th day of February, 2015, be read for a first and second time and this constitutes the first and second reading thereof. 10 Council Meeting – Agenda - 8 - Moved By: Seconded By: Proposed Resolution #21 THAT By-Law 3876, to Define the Mandate, Membership, and Meeting Procedures for Committees; AND By-Law 3878, to adopt a Schedule of Fees for certain Municipal applications, services and permits; AND By-Law 3880, to adopt the Town of Tillsonburg Public Engagement Policy & Guidelines; AND By-Law 3881, to confirm the proceedings of Council at its meetings held on the 9th day of February, 2015, 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. 15. Items of Public Interest 16. Adjournment Moved By: Seconded By: Proposed Resolution #22 THAT the Council Meeting of be adjourned at _____ p.m. 11 = 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 12 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; 13 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. 14 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. 15 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; 16 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. 17 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 18 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 19 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. 20 STAFF REPORT CAO Report Title: THI Shareholder Nominating Committee Report No.: CAO 15-06 Author: David Calder Meeting Type: THI SPECIAL SHAREHOLDER MEETING Council Date: FEBRUARY 9, 2015 Attachments: RECOMMENDATION: THAT the shareholder establish a Shareholder Nominating Committee consisting of Mayor Molnar, Councillor ________________ and Councillor _______________ for the purpose of reviewing all applications for the two vacancies on the Tillsonburg Hydro Board of Directors; And that the Shareholder Nominating Committee be tasked with making a recommendation to the shareholder to appoint Directors to the two vacancies on the THI Board of Directors. BACKGROUND An advertisement was subsequently place in the newspaper advising of the two vacancies on the THI Board of Directors. In response to the advertisement placed, thirteen applications have been received for the two vacancies on the Board of Directors of Tillsonburg Hydro Inc. Due to the interest in the two positions and the large number of applicants wishing to serving on the THI Board of Directors, it is recommended that a Shareholder Nominating Committee comprised of 3 shareholder representatives be established to review the applications and make a recommendation to the shareholder. FINANCIAL IMPACT/FUNDING SOURCE None 21 22 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 23 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 24 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. 25 26 27 28 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 29 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 30 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. 31 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 32 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 33 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. 34 Report No: PW 2015-07 PUBLIC WORKS Council Date: February 11, 2015 To: Warden and Members of County Council From: Director of Public Works Contract Award - Curbside Garbage and Recycling Collection and Recycling Processing RECOMMENDATIONS 1. That County Council approves an updated service level for the County of Oxford’s curbside garbage and recycling collection program that includes a 6 day collection program for both garbage and recycling collection (Option 6), with exception of the City of Woodstock, and as outlined in Report PW 2015-07; 2. And further, that County Council supports maintaining the current level of service for Bulk Waste Collection for the County of Oxford; 3. And further, that County Council approves the award of RFP-WM-01-2015 Option 6 for curbside garbage and recyclables collection in Area A (excludes Woodstock and South-West Oxford) and bulk collection in Area C (excludes Woodstock and Ingersoll) to Miller Waste Systems Inc., for a period of 7 years, plus an optional extension of one year; 4. And further that County Council award RFP-WM-02-2015 for Recyclables Processing and transfer (Option B) to HGC Management, for a period of 7 years, plus an optional extension; 5. And further, that the Chief Administrative Officer be authorized to negotiate a 30 day extension for bids related to Bulk Collection Area D (Ingersoll), Garbage and Recycling Collection Area B (South-West Oxford) and for Transfer and Processing of Recyclables Option A (Woodstock); 6. And further, Council authorizes the Chief Administrative Officer and the Director of Public Works to similarly award within the 30 day extension period, Garbage and Recycling Collection Area B (South-West Oxford) to Miller Waste Systems Inc. should South-West Oxford decline their option to deliver the service at the above bid cost; 7. And further, Council authorizes the Chief Administrative Officer and the Director of Public Works to similarly award within the 30 day extension period, Bulk Collection Area D (Ingersoll) to Miller Waste Systems Inc. should Ingersoll decline their option to deliver the service at the above bid cost; Page 1 of 12 35 Report No: PW 2015-07 PUBLIC WORKS Council Date: February 11, 2015 8. And further, that Council authorizes: a. the Chief Administrative Officer and the Director of Public Works to similarly award within the 30 day extension period, Transfer and Processing of Recyclables Option A (Woodstock) to HGC Management should Woodstock agree to the joint processing contract option; or b. The cost paid to the City of Woodstock for recycling transfer and processing be capped at the RFP price for HGC under the terms of the RFP; 9. And further, that staff be authorized to proceed with construction of a transfer station for blue box materials at the Oxford County Waste Management Facility as proposed in the 2015 approved Capital Budget; 10. And further, that County Council approve the Communication Plan as proposed in Report PW 2015-07; 11. And further, that Council authorize an additional 0.5 contract FTE to the approved 2015 staff complement for customer service activities related to the new waste and recyclables collection service levels, funded from waste management operational savings; 12. And further, that a By-law be raised to authorize the Chief Administrative Officer and the Director of Public Works to execute all documents related to these contracts. REPORT HIGHLIGHTS  The curbside garbage and recycling collection and recycling processing contracts have a seven year term with the option to renew for one additional year, commencing on September 14, 2015.  Proposed waste management program is based on curbside co-collection of garbage and recycling on a 6 day rotating schedule.  Increases recycling collection from 26 times per year to 42 times per year and single stream recycling collection.  Reduces garbage collection from 52 times per year to 42 times per year.  Decrease of approximately $380,000 in annual operational program costs.  Decrease in greenhouse gas emissions by 41%.  Waste and recycling collection service levels in Woodstock are not altered by the County service level changes.  Recyclables processing in Woodstock, bulk waste collection in Ingersoll and curbside garbage and recycling collection services currently provided by Woodstock, Ingersoll and South-West Oxford respectfully continue to be discussed with maximum cost levels being established by the competitive proposal process. Implementation Points Upon the approval of the recommendations contained in this Report, contracts will be executed with the successful Proponents. County staff will continue discussions with Woodstock, Ingersoll and South-West Oxford regarding items as noted in Recommendation 5 through 8 of this report. If the municipalities agree to continue contracting their work at an equal or lesser cost to the County, these items will Page 2 of 12 36 Report No: PW 2015-07 PUBLIC WORKS Council Date: February 11, 2015 not be included in the County contract. If any of these municipalities decline to continue to contract their work, the Chief Administrative Officer and the Director of Public Works will execute the respective optional items in the contract within the 30 day extension period included within Recommendation 5. County staff will start work on the design, approvals and construction of the transfer station and ensure it will be operational on September 14, 2015. This project was included within the 2015 Capital Budget, subject to the results of the garbage and recycling collection, and recycling processing Request for Proposals. Implementation of the proposed Communication Plan as set out in Attachment 1 will proceed as staff and the contractor gear up for a September 14, 2015 start up. Financial Impact As outlined in this report, the recommended options will result in annual estimated savings of $380,000. The proposed contracts include annual inflationary increases equivalent to a Statistics Canada Consumer Price Index (CPI) six month average as of June 1st of each year and a fuel surcharge to reflect changes from a base rate. Costs related to the Communication Plan are included in the approved 2015 Waste Management budget. The additional costs associated with the requested 0.5 FTE increase of $20,000 and one time customer service payment of $15,000 will be funded by the contract savings. The Treasurer has reviewed this report and agrees with the financial impact information. Risks/Implications The current garbage and recycling collection and recycling processing contracts expire on September 13, 2015. Considering the lead time required for the successful Proponent(s) to order vehicles and associated equipment to handle the County’s material; and, for the County to proceed with permitting the construction of a recycling transfer station, necessary under the recommended option time, is of the essential to ensure all parties are prepared for the transition on September 14th. Further, a delay in awarding contracts under the two RFPs will require negotiation of extensions to the expiry dates of each of the submissions; otherwise the RFPs will have to be re-issued. Regardless of any service level changes, staff expect significant curbside garbage and recycling routes and collection day changes will be necessary in some areas to achieve the costs savings and environmental benefits derived from the co-collection of garbage and single stream recycling delivery model. These changes will cause public concern and confusion and will result in an escalated level of calls from the public. The proposed service level change to a 6 day collection cycle will exacerbate this issue. To mitigate the degree of concern, staff will implement an extensive communication campaign designed to ensure the public understands the changes, what they can expect beginning Page 3 of 12 37 Report No: PW 2015-07 PUBLIC WORKS Council Date: February 11, 2015 September 14, 2015 and who to call in the event of an issue, as outlined in this report. Further, through extensive preparations and contingency planning with the collection contractor, staff will ensure collection is a smooth as possible from the outset on September 14, 2015. To ensure our ability to respond to any issues that do arise, an additional 0.5 FTE is proposed to increase customer service capacity and all appropriate staff (including our area municipal partners who may receive many of the initial calls) will receive extensive training in preparation for the service delivery changes. Strategic Plan County Council adopted the County of Oxford Strategic Plan at its regular meeting held March 27, 2013. The initiative contained within this report supports the Values and Strategic Directions as set out in the Strategic Plan as it pertains to the following Strategic Directions: 3. iii. A County that Thinks Ahead and Wisely Shapes the Future - Apply social, financial and environmental sustainability lenses to significant decisions by assessing options in regard to: - Life cycle costs and benefit/costs, including debt, tax and reserve levels and implications - Responsible environmental stewardship 4. i. A County that Informs and Engages - Better harness the power of the community through conversation and dialogue by: - Enhancing opportunities for public participation and a meaningful voice in civic affairs DISCUSSION Background In 2008, the County signed contracts with Emterra Environmental for curbside garbage, recycling, and bulk item collection, and HGC Management for recycling processing. The contract terms were five and three years, respectively, with both having the option to renew for two additional one year periods. Since then, both contracts have been extended several times beyond the initial contract terms in order to accommodate the completion of the Oxford County Waste Management Strategy (WMS). Under the current curbside collection contract, garbage is collected on a 5 business day (weekly) cycle with a constant collection day. Recycling collection is currently performed bi- weekly on the same weekday as garbage collection. Recycling collection is a two stream system, whereby fibres and containers are collected separately in one vehicle. Bulk item collection is performed once annually. The County’s curbside collection system is considered efficient and effective by Waste Diversion Ontario standards. However, through the development of the WMS, the County identified opportunities that exist to increase service delivery and blue box material diversion while lowering program costs through the implementation of a number of system improvement options. Key collection options Council wished to obtain contract pricing for included: Page 4 of 12 38 Report No: PW 2015-07 PUBLIC WORKS Council Date: February 11, 2015  Co-collection of garbage and recyclables in a single vehicle versus the current use of separate collection vehicles.  Single Stream recycling collection versus the current Two Stream recycling collection.  6 Day (business days) collection schedule versus current 5 business day (weekly) collection schedule. The procurement process began in August 2014, starting with a pre-qualification process, followed by the release of the Request for Proposal (RFP) documents in September 2014. Submissions for the curbside collection and recycling processing RFP’s were closed on November 21, 2014. Comments RFP Submission Analysis The County received 4 submissions for curbside garbage and recycling collection and 5 for the transfer and processing of recyclable materials from the following companies as illustrated in Table 1. Table 1 CURBSIDE COLLECTION RECYCLING TRANSFER AND PROCESSING Emterra Environmental Emterra Environmental Miller Waste Systems Inc. Miller Waste Systems Inc. HGC Management HGC Management Norfolk Disposal City of Guelph Waste Management The RFP submissions for curbside collection and recycling processing were evaluated based on technical and financial criteria outlined in the RFP documents. All submissions met the technical requirements and moved forward for assessment of the financial aspects of the proposals. The analysis concluded that two options stood out when compared to all other options and the Status Quo. These three key curbside collection options are outline in Table 2. A workshop with County Council was held on January 28, 2015. The presentation for the workshop is included as Attachment 2 and the financial analysis of Options 1, 4 and 6 is included in Attachment 3. Page 5 of 12 39 Report No: PW 2015-07 PUBLIC WORKS Council Date: February 11, 2015 Table 2 COLLECTION OPTION SERVICE LEVEL CHARACTERISTICS Option 1 – Status Quo  Weekly Garbage Collection  Bi-weekly Recycling Collection  Two Stream Recycling  Curbside collections occur using separate vehicles for garbage and recycling collections Option 4 – 5 Day (Weekly) Collection  Weekly Garbage Collection  Weekly Recycling Collection  Single Stream Recycling Collection  Co-collection, meaning curbside collections occur using a single vehicle for both garbage and recycling collection Option 6 – 6 Day Collection  6 Business Day Garbage Collection  6 Business Day Recycling Collection  Single Stream Recycling Collection  Co-collection, meaning curbside collections occur using a single vehicle for both garbage and recycling collection Option Comparisons Option 1 (Status Quo) was used for comparison of existing curbside collection programs with Options 4 and 6. Each of these options provides operational savings when compared to our existing collections contract costs and service standards. Each option has positive and negative attributes with regard to: • financial savings opportunities • service level improvement opportunities • public concerns, challenges and acceptance • environmental stewardship (greenhouse gas emissions (GHG)) • waste diversion potential • collection day simplicity Page 6 of 12 40 Report No: PW 2015-07 PUBLIC WORKS Council Date: February 11, 2015 Table 3 summarizes the Pros and Cons of each of the 3 key collection options. Table 3 PROS CONS Option 1 – Status Quo  Residents already know the schedule  Garbage and recycling collected on same week day  Up to $186,447/year savings*  No increase in recycling collection  Anticipate lower blue box participation and capture rates  $194,129/year more than Option 6  7% increase in GHG compared to current contract  Collector and processor are different contractors  Occasional Saturday collections due to statutory holidays, resulting in inefficient capture rates  Set collection days mean Mondays and Fridays will most often be affected by Statutory Holidays Option 4 – 5 Day (Weekly) Collection  Increased recycling collection (weekly)  Expect an increase in capture and participation rate  Garbage and recycling collected same day every week  Up to $312,593/year savings*  Reduces yearly GHG emissions by 13%  Collector & processor are the same contractor  $68,000/year more than Option 6  Occasional Saturday collections due to statutory holidays, resulting in inefficient capture rates  Set collection days mean Mondays and Fridays will most often be affected by Statutory Holidays Option 6 – 6 Day Collection  Increased recycling collection (42 vs. 26 collections/year)  Expect an increase in capture and participation rate  Highest savings of up to $380,576/year*  Reduces yearly GHG emissions by 41%  No Saturday collections: Impact of statutory holidays will be shared by all municipalities  Collection day changes every week-- may cause confusion, therefore more promotion & education needed initially  Collector and processor are different contractors  Slight decrease in frequency of garbage pickup (from 52 to 42 collections/year)  Up to 12 days between collections during the Christmas holidays (from 8 days) * Compared to 2015 Budget Page 7 of 12 41 Report No: PW 2015-07 PUBLIC WORKS Council Date: February 11, 2015 Figure 1 illustrates the greenhouse gas emission implications of the three curbside collection options. Figure 1 Area Municipal Discussions As Council is aware, the City of Woodstock manages and delivers the waste management program through a long term agreement within the County. Costs for this service are recovered from the County of Oxford. Further, the Town of Ingersoll delivers bulk waste collection services on behalf of the County of Oxford. Again, costs are recovered from the County of Oxford. Similarly, the Township of South-West Oxford (SWOX) delivers curbside garbage and recycling collections for the County and at County expense. Discussions with South-West Oxford, Ingersoll and Woodstock were held during the RFP preparation process to include services they currently provide as part of the RFP. To ensure cost effective service delivery, options were included within the Garbage and Recycling RFP to provide optional pricing that Ingersoll and SWOX could either match or choose to opt out of service delivery in favour of the County’s contracted services. Similarly, the Recyclables Processing RFP included an option for Woodstock Recyclables with the intent to provide a competitive pricing option which the City of Page 8 of 12 42 Report No: PW 2015-07 PUBLIC WORKS Council Date: February 11, 2015 Woodstock could chose to match or opt into a joint recyclables processing contract with the County and its contracted service. Each of the municipalities still have the option of providing the service (Woodstock – recycling transfer and processing, Ingersoll – large article collection, South-West Oxford – garbage and recycling collection) if they can meet or better the pricing of the approved RFP submissions. The proponents recommended to County Council for acceptance have both agreed to extend pricing on the optional services for an additional 30 days if they are awarded the contract. Context of the Recommended Option For the final analysis staff assessed the curbside collection options from the perspective of the triple bottom line concept. This approach is supported by the Strategic Plan and specifically Strategic Direction 3. iii as illustrated on Page 3 of this report. Such an evaluation considers the economic, environment and social implications within the decision making process. From a sustainability perspective, staff conclude the following: Economics  Option 6 provides the lowest cost curbside collection proposal by approximately $68,000 to Option 4, the second lowest overall cost.  Option 6 is estimated to save $380,000 per year when compared to the existing waste management program as accommodated within the approved 2015 budget.  These numbers are consistent with the financial projections envisioned during the development and approval of the WMS. Environment  Option 6 provides the maximum greenhouse gas (GHG) reductions, representing a 41% reduction compared to the existing service.  Achieving 41% GHG reductions under Option 6 is supported by the Energy Management Plan (EMP) as adopted by Council and ensures the Waste Management program is able to deliver in excess of its obligations under the EMP’s overall target of a 10% reduction in GHG emissions.  Option 4 would provide a 13% greenhouse gas reduction which is also consistent with the EMP target but to a lesser degree.  Maximum waste diversion from landfill is expected to be achieved through Option 6 as a result of: - the convenience of co-collection of garbage and single stream recycling; - higher service levels for curbside recycling collection services; - the slightly reduced garbage collection opportunities; and - the changing collection day will place more emphasis on a resident’s active participation in the waste management program. Page 9 of 12 43 Report No: PW 2015-07 PUBLIC WORKS Council Date: February 11, 2015 Social  Option 6 provides increased level of service in curbside recycling collection (26 times per year increased to 42). Option 4 increases recycling collections to 52 times per year.  Increased curbside recycling collection frequency was one of the main resident comments received during the development of the WMS and this is seen as a significant positive action.  Option 6 provides the most consistent and equitable curbside collection service because every area gets the same service level regardless of statutory holidays: - there is no need to change holiday collection to a Saturday; and - under Option 4, as with Option 1, only those communities with Monday (the most common statutory holiday) waste collection are impacted by the vast majority of statutory holidays.  Option 6 does include a 6 day rotating collection schedule: - the 6 day rotating collection concept has elicited significant negative resident comments during the development of the WMS; - creates the greatest need for residents to be actively engaged in their waste management services; - creates the greatest opportunity for resident confusion and the steepest “learning curve” to the new service levels; - will stimulate the greatest number of customer service “calls”; - residents are less likely to miss their collection day because errors in curb “put out” are more likely to be early; and - issues can be managed through a comprehensive Communication Plan, as is proposed, with the caveat that resident engagement and active participation is paramount to successful service delivery. Given the above, staff are recommending Option 6, being a 6 day curbside garbage and recycling collection frequency delivered utilizing a co-collection and single stream recycling approach. Communication Plan Transitional changes at the start of a new contract always result in some level of program confusion on behalf of the residents and time for the new service provider to fine tune the program delivery. This is particularly true where significant program changes occur such as using a new collection contractor, switching from two streams to single stream recycling, the addition of new recyclable materials, and routing changes. Staff also recognize that the adjustment to the 6 day rotating collection day will generate increased resident calls which will frustrate residents and place additional customer service pressures on County staff, area municipal staff and County Councillors. The key components of the Communication Plan include:  Implementation of “My Waste” app.;  Media release including; advertising, web, social media, direct mail, and municipal newsletters;  Briefing material for staff, municipal staff and councillors; and  Customer service training for all levels of customer service. Page 10 of 12 44 Report No: PW 2015-07 PUBLIC WORKS Council Date: February 11, 2015 Attachment 1 is the Communication Plan developed in conjunction with the Strategic Communication and Engagement team. The 2015 budget contains $30,000 of costs to undertake the Communication Plan as outlined, including a 0.3 FTE (co-op student). In addition to the original plan, and in consideration of the 6 day collection plan, staff propose the following measures be added:  Add a 0.5 contract FTE for additional customer service. Cost - $20,000  Increase the funding provided to the 7 area municipalities with the 6 day collection schedule by 20% (from $2.50/household to $3.00/household). The existing funding is provided in recognition of existing customer service demands on local staff; the additional is intended to recognize the additional effort that will be required, likely for the first 6 months of the contract. Cost - $15,000 (for one year)  Development of a fact sheet for County Councillors for their customer service calls. Cost - staff time The additional customer service costs of $35,000 will be funded from the contract savings as stated in the Financial Impact. Conclusions This report follows approximately two years of work to complete the County WMS and the proposal call process for the Curbside Garbage and Recycling Collection and Recyclables Transfer and Processing contracts. The great news is that the two key options seriously considered by County Council under the WMS development and RFP process, namely Options 4 and 6 have both demonstrated they can meet the goals of the WMS by increasing service levels and reducing program costs. Both are expected to have a similar positive impact on waste diversion rates as well. The County of Oxford’s curbside collection and recyclables processing program is one of Waste Diversion Ontario’s highest rated programs for municipalities of comparable size. Based on the results of the RFP submissions and the overall economic, environmental and social impact analysis, staff recommend the implementation of a 6 day curbside collection program (co- collection and single stream recycling. Staff are confident that successful implementation of this recommendation will ensure County of Oxford Waste Management programs continue remain among WDO’s highest rated waste management programs in Ontario. Staff agree that the success of implementing the new programs will be challenging but are confident of the program acceptance for the following reasons:  the detailed Communication Plan including additional contract FTE’s to assist with promotion and education.  the knowledge of the proposed collection contractor, Miller Waste Systems Inc., in providing the 6 day collection for London.  the success that Oxford has achieved since 2002 with program changes and improvements that have lead the County from administering 8 varying programs to a WDO top rated municipality. This could not have been achieved without resident participation in the programs. Page 11 of 12 45 Report No: PW 2015-07 PUBLIC WORKS Council Date: February 11, 2015 By approving the recommendations contained within this report, Council will:  Secure a reduction in contract pricing over a seven year period at an annual inflationary increase of Statistics Canada CPI.  Increase curbside recycling frequency and simplify the recycling program making it much more user friendly, which will increase the programs participation rate and lead to increased diversion.  Expand the acceptable material list for blue box recycling which will increase the County diversion rate.  Decrease greenhouse gases generated from the collection vehicles; and fulfill the system improvement options outlined in the WMS pertaining to contract procurement. It is anticipated that within the next five years, the blue box program will undergo further changes whereby there will be more direct involvement and program oversight by the Stewards. This means that municipalities will be forced to find further program savings/efficiencies while increasing the marketability of the curbside blue box materials. Implementation of the recommendations contained within this report will position the County near the top of the Stewardship Ontario program as they unfold their anticipated changes. SIGNATURE Report Author: Original signed by Dave Vermeeren Waste Management/Rural Properties Supervisor Departmental Approval: Original signed by Robert Walton, P. Eng. Director of Public Works Approved for submission: Original signed by Peter M. Crockett, P.Eng. Chief Administrative Officer ATTACHMENTS Attachment 1 Communication Plan Attachment 2 January 28, 2015 Council Workshop Presentation Attachment 3 Financial Analysis – Options 1, 4 & 6 Page 12 of 12 46 2015 Communication Plan PROJECT MILESTONES OTHER ACTIVITIES COMM ACTIVITIES Examples: Web Media Social media Advertising JAN FEB MARCH APRIL MAY JUNE JULY AUG SEPT OCT NOV DEC See next page for Communication planning summary Feb 11 COUNCIL DECISION Mar 1-Apr 1 Print production for interim calendar Feb 11/12 ANNOUNCEMENT Media release & interviews Web and online Internal and partner Jan 28 COUNCIL WORKSHOP TOOLKIT FOR MUNICIPALITIES Briefing materials (Q&A, key points, etc.) for municipal Councils and staff, as well as handouts, posters, and other materials to educate residents March 2 – Aug 31: AWARENESS PHASE Advertising, web, social media, presentations to community groups, direct mail piece, municipal newsletters, stickers for bins, poster/notice for locations that sell bag tags, auto-dial messages by postal code leading up to implementation, etc. UPDATED 20150211 April/May Web re-org and “MY WASTE” app development Sept 15 START DATE April 15: INTERIM CALENDAR Sept 15: NEW CALENDAR Sept 1-30: LAUNCH PHASE Oct-Dec: REMIND, REINFORCE & EDUCATE PHASE July “MY WASTE” app rolls out in soft launch Sept 15 ANNOUNCEMENT Media release & interviews Web and online Internal and partner Advertising Auto-dial reminders May Contact muni offices re: comm rollout June/July Customer service training Mid-Oct: Customer service training refresh depending on issues noted Attachment 1 for PW 2015-07 February 11, 2015 47 Communication planning summary for the Waste Management Strategy February 2015 Context and background In August 2014, County Council approved a Waste Management Strategy (WMS) that considered current program costs and efficiencies as well as the County’s future needs for the efficient and sustainable management of waste. This work has encompassed broad communication and consultation along the way, taking place over three distinct community engagement campaigns: i. Initial public survey and awareness campaign that was part of the Genivar consulting work in early 2012; ii. “Let’s Talk Trash,” launched in August 2013, which included a formal consumer research component; and iii. “Let’s Talk Trash 2,” launched in May 2014, which sought public feedback on a range of garbage and recycling options and that endeavoured to increase public participation through more use of online tools. Stakeholders External  Area Municipalities  Residents of Oxford County potentially affected by changes to curbside collection  Media Internal  County Council  Senior Management Team and Extended Management Team  Employees Strategy, tactics and timing Please refer to master timeline (previous page).  Communication planning will take place in three distinct phases: i) an awareness building phase that sets the stage for future changes; ii) a launch phase of higher intensity communication designed to support an orderly implementation; and iii) a continued education and awareness stage that reminds residents about changes and reinforces good practices for garbage and recycling set-out and sorting.  The communication outreach will employ a broad range of tools to “cast a wide net,” as much as possible, to inform people about changes. This mix of tools will cover tech savvy audiences through online tools like “My Waste” app, as well those who prefer more traditional channels. 48 Budget Based on costings for past full-scale communication campaigns and activities, estimated costs for a 10 month long + campaign are: OPTION 2015 BUDGET ADDITIONAL TOTAL Option 6 $20,000 Communications $10,000 0.3 FTE $20,000 0.5 FTE additional to be covered under existing 2015 WM budget $15,000 funding to area municipalities for increased customer service $65,000 Option 4 $20,000 Communications $10,000 0.3 FTE $30,000 These estimates consider the cost of graphic design; print production for posters, bin stickers, notices and other tools; purchasing advertisements in radio, newspapers and community- geared publications like the Village Voice, Here In Ingersoll and Township Connections; some social media advertising (low cost); and auto-dialed reminders by area codes to be issued immediately before roll-out. However, a more detailed estimate will be prepared for each based on feedback from the previous phase. Assessment Communication effectiveness will be assessed through means such as:  Audience reach and interaction (e.g., social media views and shares, radio audience reach)  Low number of complaints from citizens and area municipalities about confusion arising from changes (target number to be established)  Execution of campaign within budget 49 Attachment 2 for PW 2015-07 February 11, 2015 50 51 52 53 54 55 56 57 58 59 60 61 Op t i o n Co l l e c t i o n Co n t r a c t Pr o c e s s i n g Co n t r a c t Co u n t y G a r b a g e & Re c y c l i n g C u r b s i d e Co l l e c t i o n (E x c l u d i n g W o o d s t o c k & S W O X ) Co u n t y Pr o c e s s i n g Re v e n u e s Co u n t y Pr o c e s s i n g & Tr a n s f e r (I f A p p l i c a b l e ) Cu r r e n t Co u n t y Co l l e c t i o n & Pr o c e s s i n g Ad d : Co u n t y Tr a n s f e r Sta t i o n To t a l Co u n t y B u l k I t e m Co l l e c t i o n (E x c l u d i n g Wo o d s t o c k , I n g e r s o l l & T i l l s o n b u r g ) TotalAdd: Ingersoll Bulk Item Collection TotalAdd: South-West Oxford Garbage & Recycling Collection TotalAdd: Woodstock Processing & Transfer Total 2 Total Ar e a A Ar e a B Ar e a C Area D Option B 20 1 5 B u d g e t 2,0 1 7 , 4 9 2 - 4 2 0 , 0 0 0 4 1 8 , 0 0 0 2, 0 1 5 , 4 9 2 2, 0 1 5 , 4 9 2 46 , 0 0 0 4,076,984 77,500 4,154,484 259,700 4,414,184 9 0 , 1 1 3 4,504,297 OP T I O N 4 : We e k l y c o - co l l e c t i o n o f g a r b a g e a n d si n g l e s t r e a m r e c y c l i n g co l l e c t i o n . 4 H G C H G C -1 4 5 , 7 1 9 - 1 7 , 4 9 0 - 6 , 1 7 7 -1 6 9 , 3 8 6 0 -1 6 9 , 3 8 6 45 , 5 8 4 -123,802 -64,271 -188,073 -22,599 -210,672 - 1 0 1 , 9 2 1 -312,593 Ad d : O P T I O N 2 : B u l k i t e m co l l e c t i o n t w i c e p e r y e a r p e r mu n i c i p a l i t y . -1 6 9 , 3 8 6 94 , 4 2 9 -74,957 -50,025 -124,982 -22,599 -147,581 - 1 0 1 , 9 2 1 - 2 4 9 , 5 0 2 OR Ad d : O P T I O N 3 : L a r g e a r t i c l e co l l e c t i o n b a s e d o n a c a l l i n se r v i c e . -1 6 9 , 3 8 6 15 7 , 5 2 0 -11,866 -36,796 -48,662 -22,599 -71,261 - 1 0 1 , 9 2 1 - 1 7 3 , 1 8 2 OP T I O N 6 : S i x d a y c o - co l l e c t i o n o f g a r b a g e a n d si n g l e s t r e a m r e c y c l i n g co l l e c t i o n . 6 Mil l e r Wa s t e HG C - 3 4 3 , 3 7 6 - 1 7 , 4 9 0 8 3 , 4 3 8 -2 7 7 , 4 2 8 10 3 , 0 0 0 -1 7 4 , 4 2 8 7,5 6 8 -166,861 -50,537 -217,398 -72,503 -289,901 - 9 0 , 6 7 5 -380,576 Ad d : O P T I O N 2 : B u l k i t e m co l l e c t i o n t w i c e p e r y e a r p e r mu n i c i p a l i t y . -1 7 4 , 4 2 8 61 , 1 3 5 -113,293 -23,575 -136,868 -72,503 -209,372 - 9 0 , 6 7 5 - 3 0 0 , 0 4 7 OR Ad d : O P T I O N 3 : L a r g e a r t i c l e co l l e c t i o n b a s e d o n a c a l l i n se r v i c e . -1 7 4 , 4 2 8 23 0 , 7 7 3 56,345 -77,500 -21,155 -72,503 -93,659 - 9 0 , 6 7 5 - 1 8 4 , 3 3 4 OP T I O N 1 : We e k l y g a r b a g e co l l e c t i o n a n d b i - w e e k l y tw o st r e a m r e c y c l i n g c o l l e c t i o n . 1H G C Wa s t e Ma n a g e m e n t -9 4 , 8 6 9 - 1 7 , 4 9 0 - 6 , 1 3 1 -1 1 8 , 4 9 1 10 3 , 0 0 0 -1 5 , 4 9 1 45 , 5 8 4 30,093 -64,271 -34,178 0 -34,178 - 1 5 2 , 2 6 9 -186,447 Ad d : O P T I O N 2 : B u l k i t e m co l l e c t i o n t w i c e p e r y e a r p e r mu n i c i p a l i t y . -1 5 , 4 9 1 94 , 4 2 9 78,938 -50,025 28,913 0 28,913 - 1 5 2 , 2 6 9 - 1 2 3 , 3 5 6 OR Ad d : O P T I O N 3 : L a r g e a r t i c l e co l l e c t i o n b a s e d o n a c a l l i n se r v i c e . -1 5 , 4 9 1 15 7 , 5 2 0 142,029 -36,796 105,233 0 105,233 - 1 5 2 , 2 6 9 - 4 7 , 0 3 6 No t e s : 1 S a v i n g s c a l c u l a t e d a r e b a s e d o n t h e i n c r e m e n t a l o p t i o n s s a v i n g s t h a t w o u l d b e e x p e c t e d o v e r t h e 2 0 1 5 b u d g e t a m o u n t s ; m o s t o f t he s a v i n g s w o u l d n o t b e r e a l i z e d u n t i l t h e 2 0 1 6 b u d g e t a s c o n t r a c t s b e g i n S e p t e m b e r 2 0 1 5 2 In c l u d e s p r o c e s s i n g r e v e n u e s All c o n t r a c t c o s t c a l c u l a t i o n s i n c l u d e 1 . 7 6 % f o r n o n - r e f u n d a b l e H S T Pr o c e s s i n g c o s t s f o r t w o s t r e a m r e c y c l i n g w e r e e v a l u a t e d u s i n g t h e 4 - 6 % c o n t a m i n a t i o n r a t e , w h e r e s i n g l e s t r e a m r e c y c l i n g w e r e e v a l u a t e d u s i n g t h e 7 - 9 % c o n t a m i n a t i o n r a t e . Attachment 3 for PW 2015-07 February 11, 2015 62 63 64 65 66 67 68 69 20 1 5 B u d g e t a n d B u s i n e s s P l a n s Fe b r u a r y 9 , 2 0 1 5 70 Op e r a t i n g d r a f t b u d g e t i n c r e a s e i s $1 3 1 , 8 0 4 o r 1 . 1 % Cu r r e n t d r a f t b u d g e t i s a n o v e r a l l in c r e a s e o f $ 3 1 8 , 9 8 0 o r 2 . 5 % i n t h e re q u i r e m e n t f r o m t a x a t i o n $1 3 1 , 8 0 4 o r 1 . 1 % Ca p i t a l d r a f t b u d g e t i n c r e a s e i s $1 8 7 , 1 7 6 o r 2 6 . 4 % 71 20 1 5 D r a f t B u d g e t Cu r r e n t v a l u e a s s e s s m e n t ( C V A ) o f t h e me d i a n r e s i d e n t i a l t a x p a y e r i s $ 2 1 4 , 2 2 7 ; th e t o w n g e n e r a l t a x l e v y i s a n i n c r e a s e o f 2. 1 4 % o r $ 3 2 . 4 4 2. 1 4 % o r $ 3 2 . 4 4 72 20 1 5 D r a f t B u d g e t As s e s s m e n t V a l u e T r e n d s 73 20 1 5 B u d g e t P r e s s u r e s 2% e c o n o m i c a d j u s t m e n t $ 1 2 0 , 0 0 0 – to r e m a i n c o m p e t i t i v e Wa g e g r i d m o v e m e n t , $ 3 6 , 1 5 0 Wa g e g r i d m o v e m e n t , $ 3 6 , 1 5 0 Pa r t t i m e t o f u l l t i m e g r i d , $ 2 7 , 5 0 0 74 20 1 5 B u d g e t P r e s s u r e s In s u r a n c e p r e m i u m r e d u c t i o n , 1 0 % , $3 9 , 5 0 0 De b t b a l l o o n r e p a y m e n t s o f $ 5 1 4 , 0 8 7 ; De b t b a l l o o n r e p a y m e n t s o f $ 5 1 4 , 0 8 7 ; re c o m m e n d e d t o b e f u n d e d b y r e s e r v e s Re d u c e d l a b o u r a l l o c a t i o n t o Ti l l s o n b u r g H y d r o f r o m E n g i n e e r i n g a n d Fi n a n c e , $ 1 1 8 , 0 0 0 75 20 1 5 B u d g e t P r e s s u r e s Ne t O P P c o n t r a c t s a v i n g s , $ 2 9 3 , 0 0 0 (c o n t r a c t d e c r e a s e o f $ 4 4 9 , 0 0 0 l e s s n e t us e o f r e s e r v e s , $ 1 5 6 , 0 0 0 ) Em p l o y e e b e n e f i t d e c r e a s e , 9 . 8 % , $5 7 , 0 0 0 Fl e e t e q u i p m e n t r e p a i r , f u e l a n d l a b o u r co s t i n c r e a s e s , $ 1 2 2 , 0 0 0 Ma l l p a r k i n g g a r a g e d e c r e a s e i n r e n t re v e n u e , $ 8 2 , 0 0 0 , e n d o f t e r m 76 20 1 5 B u d g e t P r e s s u r e s He a t , L i g h t a n d W a t e r i n c r e a s e , $ 8 4 , 0 0 0 Re d u c t i o n i n O n t a r i o M u n i c i p a l Pa r t n e r s h i p F u n d , $ 5 1 , 0 0 0 No r e c o m m e n d e d s e r v i c e c u t s Pa r t n e r s h i p F u n d , $ 5 1 , 0 0 0 Us e o f r e s e r v e s : B u i l d i n g , $ 3 9 , 0 0 0 ; HL W r e b a t e s , $ 1 8 , 0 0 0 ; M i s c , $ 1 5 , 0 0 0 77 20 1 5 B u d g e t P r e s s u r e s Ne t i n f r a s t r u c t u r e b u d g e t i n c r e a s e , $1 8 7 , 1 7 6 20 1 5 c a p i t a l r e q u e s t f u n d e d b y $8 9 6 , 1 2 6 i n t a x a t i o n ; $ 1 . 7 m i l l i o n i n d e b t $8 9 6 , 1 2 6 i n t a x a t i o n ; $ 1 . 7 m i l l i o n i n d e b t an d $ 1 . 5 m i l l i o n i n r e s e r v e s 78 20 1 5 B u d g e t F T E m p l o y e e s De p t . # D e p a r t m e n t 20 1 4 B u d g e t 2 0 1 5 B u d g e t 11 0 F i n a n c e / T a x / C l e r k 10 . 5 0 1 1 . 2 5 11 0 H u m a n R e s o u r c e s 1. 0 0 1 . 7 5 12 0 C u s t o m e r S e r v i c e 7. 5 0 7 . 5 0 13 0 F l e e t 3. 0 0 3 . 0 0 14 5 H y d r o 13 . 0 0 1 1 . 0 0 15 0 F i r e 6. 0 0 6 . 7 5 16 0 P o l i c e S e r v i c e s 1. 0 0 1 . 0 0 18 0 B y - L a w 2. 0 0 2 . 0 0 19 0 B u i l d i n g 3. 0 0 3 . 0 0 21 0 En g i n e e r i n g 6. 0 0 6. 0 0 21 0 En g i n e e r i n g 6. 0 0 6. 0 0 22 0 R o a d s 9. 0 0 9 . 0 0 24 0 A i r p o r t 2. 0 0 2 . 0 0 27 0 W a t e r 5. 0 0 5 . 0 0 30 0 C e m e t e r y 1. 0 0 1 . 0 0 45 0 P a r k s 2. 0 0 2 . 0 0 46 0 R e c P r o g r a m s 11 . 0 0 1 1 . 0 0 46 5 R e c F a c i l i t i e s 10 . 0 0 1 0 . 0 0 47 5 M u s e u m 3. 0 0 3 . 0 0 50 5 E c o n D e v 3. 0 0 2 . 0 0 To t a l F T E ' s 99 . 0 0 9 8 . 2 5 79 20 1 5 B u d g e t P T E m p l o y e e s ( F T E ) De p t . # D e p a r t m e n t 20 1 4 B u d g e t 2 0 1 5 B u d g e t PA R T T i m e 11 0 F i n a n c e / C l e r k s 0. 1 6 5 0 . 3 3 11 0 H u m a n R e s o u r c e s 0. 5 0 0 . 2 5 12 0 C u s t o m e r S e r v i c e 0. 3 3 0 . 3 3 13 0 F l e e t 0. 0 0 0 . 0 0 14 5 H y d r o 0. 3 3 0 . 3 3 15 0 F i r e 3. 0 0 3 . 0 0 16 0 P o l i c e S e r v i c e s 0. 0 0 0 . 0 0 18 0 B y - L a w 1. 6 5 1 . 6 5 19 0 B u i l d i n g 0. 0 0 0 . 0 0 21 0 E n g i n e e r i n g 1. 2 5 1 . 2 5 22 0 R o a d s 2. 2 3 2 . 2 3 24 0 A i r p o r t 1. 3 3 1 . 3 3 27 0 W a t e r 0. 6 6 0 . 6 6 30 0 / 4 5 0 C e m e t e r y / P a r k s 0. 6 6 1 . 0 0 46 0 R e c P r o g r a m s 9. 9 7 1 1 . 1 3 5 46 5 R e c F a c i l i t i e s 5. 7 5 1 . 6 7 47 5 M u s e u m 0. 6 6 0 . 6 6 50 5 E c o n D e v 0. 1 6 5 0 . 1 6 5 To t a l F T E ' s 28 . 6 5 5 2 5 . 9 9 80 Sp e c i a l L e v y , L o c a l Im p r o v e m e n t s , P I L S 0% Go v e r n m e n t G r a n t s & Su b s i d i e s 5% Ot h e r R e v e n u e s 1% Us e r c h a r g e s 27 % Ne t R e s e r v e s 8% 20 1 5 B u d g e t R e v e n u e S o u r c e s f o r t h e T o w n o f Ti l l s o n b u r g De v e l o p m e n t C h a r g e s 0% Sa l e o f A s s e t s 2% De b e n t u r e P r o c e e d s 6% Re q u i r e m e n t f r o m Ta x a t i o n 50 % 81 82 83 84 85 20 1 5 P r o j e c t e d R e s e r v e s 86 No t e s No t e s No t e s No t e s Th e f o l l o w i n g t w o a m o u n t s b e l o w r e q u i r i e r e f i n a n c i n g or a " b a l l o o n " p a y m e n t t o p a y o f f t h e r e m a i n i n g p r i n c i pal in th a t y e a r . As s u m e s n o n e w d e b t i n 2 0 1 6 a n d t h e r e a f t e r . Fu l i m p a c t o f a l l a s s e t m a n a g e m e n t p l a n s n o t y e t in c o r p o r a t e d . 20 1 5 Q 1 20 1 5 Q 1 20 1 5 Q 1 20 1 5 Q 1 - --- $ 3 3 2 , 3 8 4 . 3 8 20 1 5 Q 4 20 1 5 Q 4 20 1 5 Q 4 20 1 5 Q 4 - --- $ 1 8 1 , 7 0 2 . 5 1 20 1 5 20 1 5 20 1 5 20 1 5 - N e w D e b t R e q u e s t : $ 1 , 7 2 2 , 0 0 0 87 Re s o l v e t h a t t h e 2 0 1 5 Bu s i n e s s P l a n s a n d B u d g e t i n th e a m o u n t o f $ 1 3 , 0 8 0 , 0 1 5 b e ad o p t e d ad o p t e d 88 STAFF REPORT Title: RATES & FEES Report No.: FIN 15-07 Author: Darrell Eddington Meeting Type: COUNCIL BUDGET MEETING Council/Committee Date: February 9, 2015 Attachments: RATES & FEES RECOMMENDATION THAT Council receive Report FIN 15-07 Rates & Fees; AND THAT By-Law 3878 to establish Rates & Fees for 2015 be brought forward for Council consideration. EXECUTIVE SUMMARY Staff has committed to review the rates and fees on an annual basis so the public is aware of all rates and fees. It also makes sense to review the annual rates and fees to coincide with the annual budget process to ensure approved fee increases are incorporated into the 2015 budget. The proposed changes to all fees can be determined by department in each tab by reviewing the % change column, if any. The Roads department is proposing new fees for 2015. And the non-controlled Town fees tab is information for the public and Council. Each director will review their changes to their rates and fee or their rational for no change in their rates and fees. 1 CAO 89 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Airport Airport - Aircraft Parking Fees - Daily 6.00 6.00 0.00%plus HST Airport - Aircraft Parking Fees - Monthly 42.00 42.00 0.00%plus HST Airport - Ball Cap 10.00 10.00 0.00%includedAirport - Basement Boardroom rental (35'x29') half day 45.00 45.00 0.00%plus HST Airport - Basement Boardroom rental (35'x29') full day 80.00 80.00 0.00%plus HST Airport - Basement or Lobby Area Rental per hour 15.00 15.00 0.00%plus HST Airport - Lobby Rental per full day 80.00 80.00 0.00%plus HST Airport - Lobby Rental per half day 45.00 45.00 0.00%plus HST Airport - Kitchen Rental per month 100.00 100.00 0.00%plus HST Airport - Boardroom Long term rental (more than one week- consecutive) Includes coffee 275.00 275.00 0.00%plus HST Airport - Office Rental monthly 230.00 230.00 0.00%plus HST Animal Control Boarding Fee Cat 10.00 10.00 0.00%HST Boarding Fee Dog 18.00 18.00 0.00%HST Call out fee for service 60.00 60.00 0.00%HSTCat/Dog license - intact - after March 31 25.00 25.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Cat/Dog license - intact - before March 31 20.00 20.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Cat/dog license - replacement 5.00 5.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Cat/Dog license - spayed neutered after March 31 20.00 20.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Cat/Dog license - spayed or neutered before March 31 15.00 15.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Euthanasia and Disposal - Cat 49.00 49.00 0.00%HST Euthanasia and Disposal - Dog 95.00 95.00 0.00%HSTLive Trap Placement 70.00 70.00 0.00%HST By-law Enforcement Invoice admin processing fee 100.00 100.00 0.00%HST Owner dumping debris on own lands 500.00 500.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Owner failing to tag garbage 500.00 500.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Re-issuance of Permit/License/Document 50.00 50.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - double parking 30.00 30.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - for longer period than provided 15.00 15.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - in loading zone 30.00 30.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - near fire hydrant 30.00 30.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - no parking (2am-7am) 30.00 30.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - Obstructing Traffic 30.00 30.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - parking in handicapped parking space without permit 300.00 300.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - Parking/standing in fire route 60.00 60.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - prohibited area 30.00 30.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - too close to corner 30.00 30.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - too close to curb 30.00 30.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - Wrong side of road 30.00 30.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Person assisting dumping debris on private lands 500.00 500.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Person dumping debris on private/public lands 500.00 500.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Person fail to immediate remove debris 500.00 500.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Building - Fees Building - photocopies - larger than ledger 2.00 2.00 0.00%HST Building Certificate 50.00 50.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - amend existing permit 50.00 50.00 0.00% C:\Users\jbunn\AppData\Local\Temp\AgendaManager\REVISED Schedule A 2015 Rates & Fees 2/09/15 PDF created with pdfFactory Pro trial version www.pdffactory.com90 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Permit Review Fee - major amendment to existing permit 40.00 40.00 0.00%HST per hour - fee to review major changes to existing permit in accordance with By-Law 3198 Permit fees - Building a)$45.00 first $1,000.00 of estimated value of construction plus b) $10.00 per each additional $1,000.00 or part there of a)$45.00 first $1,000.00 of estimated value of construction plus b) $10.00 per each additional $1,000.00 or part there of 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - change of use - no construction 45.00 45.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - connection to municipal water or sewer 45.00 45.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - construction without permit double initial permit fee double initial permit fee 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - demolition 100.00 100.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - Plumbing - other than residential a)$75.00 first fixture b) $6.00 per fixture a)$75.00 first fixture b) $6.00 per fixture 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - Plumbing - residential a)$40.00 first fixture b) $6.00 per fixture a)$40.00 first fixture b) $6.00 per fixture 0.00%exempt Schedule V Part VI (ETA)- Exempt Signs Permit fees - signs - permanent a)$50.00 first $1,000.00 of estimated value of construction plus b) $5.00 per each additional $1,000.00 or part there of a)$50.00 first $1,000.00 of estimated value of construction plus b) $5.00 per each additional $1,000.00 or part there of 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - signs - mobile 25.00 25.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - sign - construction/placement without a permit double initial permit fee double initial permit fee 0.00%exempt Schedule V Part VI (ETA)- Exempt Sign Variance - Minor Variance - Director Approval 150.00 150.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Sign Variance - Major Variance - Council Approval 250.00 250.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Sign Variance - Appeal Application 150.00 150.00 0.00%exempt Schedule V Part VI (ETA)- Exempt C:\Users\jbunn\AppData\Local\Temp\AgendaManager\REVISED Schedule A 2015 Rates & Fees 2/09/15 PDF created with pdfFactory Pro trial version www.pdffactory.com91 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Sign Removal - General 100.00/sign 100.00/sign 0.00%HST Sign Removal - Mobile Sign 250.00/ea 250.00/ea 0.00%HST Sign Removal - Posters 25.00/ea + cost to repair any damage to public property 25.00/ea + cost to repair any damage to public property 0.00%HST Sign Removal - Temporary Signs 25.00/ea 25.00/ea 0.00%HST Sign Removal - A-Frame/Sandwich Board/Sidewalk Signs 100.00/ea 100.00/ea 0.00%HSTSign Removal - Banner Sign 250.00/ea 250.00/ea 0.00%HST Permit fees - temporary buildings 2,000.00 2,000.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - transfer of permit 50.00 50.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Building Licences Taxi Cab Driver's Licence 25.00 25.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Taxi Cab Owner Stand 125.00 125.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Taxi Cab renewal 15.00 15.00 0.00%exempt Schedule V Part VI (ETA)- ExemptTaxi Cab Vehicle Licence 35.00 35.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Limousine Driver's Licence 25.00 25.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Limousine Owner Licence 100.00 100.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Limousine renewal 25.00 25.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Limousine vehicle licence 35.00 35.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Kennel - new 100.00 100.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Kennel - renewal 100.00 100.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Clerk Issued Documents -Licences Refer to Town Business Licence Bylaw for definitions and requirements for Clerk Issued Licences. Business Licence New Business 125.00 125.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Home occupation Business 125.00 125.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Business Licence per year Auctioneer Licence 200.00 200.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Pawnbroken Licence - renewal 160.00 160.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Pawnbroker Licence - new 2,000.00 2,000.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Pawnbroker Security Deposit - refundable 200.00 200.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Vending/Salesperson Licence 200.00 200.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Food Vending Licence 200.00 200.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Event Organizer Licence 200.00 200.00 0.00%exempt Does not apply to not for profit organizations Other Marriage Licence 125.00 125.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Marriage Ceremony - Council Chambers 250.00 250.00 0.00%HST In Council Chambers during business hours. Marriage Ceremony - Other Location 300.00 300.00 0.00%HST within Town limits - outside Town limits subject to mileage. Witness if required 25.00 25.00 0.00%HST Two witnesses are required for each ceremony. Burial Permits 20.00 20.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Photocopying/ Printing double sided 0.31 0.31 0.00% HST Photocopying/ Printing single sided 0.27 0.27 0.00%HST Comissioner of Oaths Signatures where Clerk must produce affidavit (max. 3 see notes) 25.00 25.00 0.00%none pension applications and bankruptcy forms exempt. An additional $5 will be charged for more than 3 documents requiring signature. Commissioner of Oaths Signatures or Certified True Copies (max. 5 see notes) 15.00 15.00 0.00%none maximum 5 copies , there will an additional fee of $2.00 for each additional copy Planning & Development applies when more than 3 lots created Cash-in-lieu of parkland (consents) 550.00 550.00 0.00%nonePlanning Application - Minor Variance 350.00 350.00 0.00%none Planning Application - Minor Variance - after the fact 600.00 600.00 0.00%none Planning Application - Site Plan - Minor 250.00 250.00 0.00%none Planning Application - Site Plan - Minor - after construction 350.00 350.00 0.00%none Planning Application - Site Plan - Major 500.00 500.00 0.00%none Planning Application - Site Plan - Major - after construction 850.00 850.00 0.00%none Planning Application - Site Plan - Amendment Application 150.00 150.00 0.00%none Planning Application - Site Plan - Amendment Application after-the-fact 250.00 250.00 0.00%none Planning Application - Zone Change- prior to use 650.00 650.00 0.00%none Planning Application - Zone Change- after use has occupied 1,150.00 1,150.00 0.00%none Planning Application - Zoning - Removal of (H) 200.00 200.00 0.00%none Subdivision Certificate 40.00 40.00 0.00%none Zoning Certificate 40.00 40.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Planning - Preservicing Agreement Administration fee 1,200.00 1,200.00 0.00%HST Encroachment Agreement Permit Fee 1,000.00 1,000.00 0.00%exempt Schedule V Part VI (ETA)- Exempt C:\Users\jbunn\AppData\Local\Temp\AgendaManager\REVISED Schedule A 2015 Rates & Fees 2/09/15 PDF created with pdfFactory Pro trial version www.pdffactory.com92 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Corporate Photocopying/ Printing double sided $0.31 $0.31 0.00%HST Photocopying/ Printing single sided $0.27 $0.27 0.00%HST Interest on overdue accounts 15%15%HST Tax Department Tax certificate $40.00 $40.00 0.00%exempt Tax registration service costs $2,100.00 $2,100.00 0.00%exempt Tax Bill reprint $10.00 $10.00 0.00%exempt Tax receipt $5.00 $5.00 0.00%exempt Corporate NSF Fee $25.00 $35.00 40.00%exempt C:\Users\jbunn\AppData\Local\Temp\AgendaManager\REVISED Schedule A 2015 Rates & Fees 2/09/15 PDF created with pdfFactory Pro trial version www.pdffactory.com93 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Community Centre - Aquatics Aquafit/Aerobics Classes - 10 passes $47.86 $47.86 0%HST Aquafit/Aerobics Classes - 20 passes $75.95 $75.95 0%HST Aquatfit/Aerobics Classes - 50 passes $150.86 $150.86 0%HST Aquafit/Aerobics Classes - 100 passes $267.38 $267.38 0%HST Moms Pops and Tots $51.00 $51.00 0%Exempt Schedule V, Part VI 30 minute Swimming Lesson $51.00 $51.00 0%Exempt Schedule V, Part VI 45 minute Swimming Lesson $54.00 $54.00 0%Exempt Schedule V, Part VI Hour Swimming Lesson $57.00 $57.00 0%Exempt Schedule V, Part VI Adult Semi Private Lessons $106.08 $106.08 0%HST Bronze Star $58.80 $58.80 0%HST Bronze Medallion $72.95 $72.95 0%HST Bronze Cross $72.95 $72.95 0%HST First Aid $72.95 $72.95 0%HST First Aid Recert $50.75 $50.75 0%HST National Lifeguard Service $202.50 $202.50 0%HST National Lifeguard Service Recert $47.95 $47.95 0%HST Assistant Swimming Instructors School $62.10 $62.10 0%HST Additional Fee $25.80 $25.80 0%HST Swim for Life Instructors School $98.95 $98.95 0%HST Lifesaving Instructors $98.95 $98.95 0%HST Swim/Lifesaving Instructors $202.50 $202.50 0%HST Semi Private Swimming Lessons $106.00 $106.00 0%none Youth Lifesaving Sport Fundamentals $55.00 $55.00 0%none Youth Swim Synchro Swimming Lessons $55.00 $55.00 0%none Youth Synchronized Swimming Team $468.00 $468.00 0%none Youth First Aid Instructor $96.90 $96.90 0%HST National Lifeguard Instructor $142.80 $142.80 0%HST Examiner Standards/Advanced Instructors $35.70 $35.70 0%HST Pleasure Craft Operator License $45.90 $45.90 0%HST Community Centre - classes, courses, and camps Abs Only $30.85 $30.85 0%HST Ballroom Dancing $91.80 $91.80 0%HST Workshops - 1/2 day $25.50 $25.50 0%HST Workshops - 8 hours $51.00 $51.00 0%HST Workshops - Specialty Course $76.50 $76.50 0%HST Workshops - 8 hours $102.00 $102.00 0%HST Best Loser Challenge $102.00 $102.00 0%HST Boot Camp $40.80 $40.80 0%HST Cardio Kickboxing $40.80 $40.80 0%HST Fitness for Teens $66.30 $66.30 0%HST Learn to Run (Clinic)$66.30 $66.30 0%HST Beginner Fitness $40.80 $40.80 0%HST Stability Ball $40.80 $40.80 0%HST Step Class $40.80 $40.80 0%HST Yoga Stretch $40.80 $40.80 0%HST Birthday Parties $166.26 $166.26 0%HST Birthday Parties - Additional Child $15.30 $15.30 0%HST Jazz/Dance 30 min class $41.52 $41.52 0%Exempt Schedule V, Part VI Jazz/Dance 45 min class $54.40 $54.40 0%Exempt Schedule V, Part VI Jazz/Dance 60 min class $62.54 $62.54 0% Acro 30 min class $41.52 $41.52 0%Exempt Schedule V, Part VI Acro 45 min class $54.40 $54.40 0% Acro 60 min class $62.54 $62.54 0%Exempt Schedule V, Part VI Babysitting Course $50.00 $50.00 0%Exempt Schedule V, Part VI Kids Karate $55.00 $55.00 0%Exempt Schedule V, Part VI Tiny Tigers Karate $44.00 $44.00 0%Exempt Schedule V, Part VI PreSchool Program $83.25 $83.25 0%Exempt Schedule V, Part VI Youth March Break Program - daily $30.60 $30.60 0%Exempt Schedule V, Part VI Youth March Break Program - week $125.50 $125.50 0%Exempt Schedule V, Part VI Youth Summer Camp day $30.60 $30.60 0%Exempt Schedule V, Part VI Youth Summer Camp Lunch $5.25 $5.25 0%Exempt Schedule V, Part VI Youth Summer Camp Special $172.00 $172.00 0%Exempt Schedule V, Part VI C:\Users\jbunn\AppData\Local\Temp\AgendaManager\REVISED Schedule A 2015 Rates & Fees 2/09/15 PDF created with pdfFactory Pro trial version www.pdffactory.com94 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Youth Summer Camp week $125.50 $125.50 0%Exempt Schedule V, Part VI C:\Users\jbunn\AppData\Local\Temp\AgendaManager\REVISED Schedule A 2015 Rates & Fees 2/09/15 PDF created with pdfFactory Pro trial version www.pdffactory.com95 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Youth Camp - short week $100.40 $100.40 0%Exempt Schedule V, Part VI Cancellations less than 24 hours notice 70% of registration Community Centre - Events Fun Run - 10km - late registration $27.54 $27.54 0%HST Fun Run 10km - pre registration $25.50 $25.50 0%HST Fun Run 3km - late registration $22.44 $22.44 0%HST Fun Run 3km - pre registration $20.40 $20.40 0%HST Bike Tour - 25km $20.00 $20.00 0%HST Bike Tour - 40km $40.00 $40.00 0%HST Bike Tour - 100km $60.00 $60.00 0%HST Bike Tour - 100mi $80.00 $80.00 0%HST Community Centre - Facility Rentals Arena - Weekdays before 5pm & after 11pm $86.70 $86.70 0%HST Arena - Minor $113.97 $113.97 0%HST Arena - Non prime time $113.97 $113.97 0%HST Arena - Weekdays after 5pm & weekends $162.66 $162.66 0%HST Arena - Shinny $5.10 $5.10 0%HST Arena - Ice Flat Rate $392.70 $392.70 0%HST Arena Floor - Commercial $2,113.58 $2,113.58 0%HST Arena Floor - Full Use $1,560.60 $1,560.60 0%HST Arena Floor - Flat Fee (no set up)$510.00 $510.00 0%HST Arena Floor - Chilled Floor $2,000.00 $2,000.00 0%HST Arena Floor - League Fee $64.26 $64.26 0%HST Arena Floor - Set up Day/Tear Down Day $795.00 HST New Fee Arena Storage Rooms $104.04 $104.04 0%HST Arena Storage Room A $25.00 $25.00 0%HST Arena Storage Room B $15.00 $15.00 0%HST Arena Storage Room C $5.00 $5.00 0%HST Arena - Mini Pad w/ equipment $71.40 $71.40 0%HST Arena - Mini Pad w/o equipment $41.82 $41.82 0%HST Auditorium - Friday or Saturday with kitchen $505.08 $505.08 0%HST Auditorium - Sunday - Thursday with kitchen $278.44 $278.44 0%HST Auditorium - Hourly $56.30 $56.30 0%HST Room Set up & Decorating Fee (Day before)$105.00 $105.00 0%HST Ball Diamond - Occasional Use $73.20 $73.20 0%HST Ball Diamond - Seasonal Youth Team $71.40 $71.40 0%HST Ball Diamond - Seasonal Team Practice $260.10 $260.10 0%HST Ball Diamond - Seasonal Adult Team $431.75 $431.75 0%HST Ball Diamond - 2-day Tournament $500.00 $500.00 0%HST Ball Diamond - Tournament per diamond per day $73.20 HST New Fee Ball Diamond - Keys $11.00 $11.00 0%HST Coronation Park Pavilion $53.00 $53.00 0%HST Damage Deposit $500.00 $500.00 0%None Den - Fri or Sat with kitchen $170.00 $170.00 0%HST Den - Sun - Thursday with kitchen $125.00 $125.00 0%HST Den - Hourly Daytime $30.00 $30.00 0%HST Entire Building - 1 arena 9am-4pm (excluding Senior Centre)$2,000.00 $2,000.00 0%HST Entire Building - 2 arenas 9am-4pm (excluding Senior Centre)$2,500.00 $2,500.00 0%HST Gibson House $66.05 HST New Fee Gibson House - Hourly $25.50 HST New Fee Kinsmen Canteen (per day)$25.50 $25.50 0%HST Lobby Area $30.60 $30.60 0%HST Table Rentals $5.25 $5.25 0%HST Chair Rentals $2.05 $2.05 0%HST Delivery of Table & Chairs( per round trip)$25.50 $25.50 0%HST C:\Users\jbunn\AppData\Local\Temp\AgendaManager\REVISED Schedule A 2015 Rates & Fees 2/09/15 PDF created with pdfFactory Pro trial version www.pdffactory.com96 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Black curtains/hardware rental per foot $2.50 $2.50 0%HST Marwood B or C $64.75 $64.75 0%HST Marwood BC $129.50 $129.50 0%HST Marwood B or C - Hourly $25.00 $25.00 0%HST C:\Users\jbunn\AppData\Local\Temp\AgendaManager\REVISED Schedule A 2015 Rates & Fees 2/09/15 PDF created with pdfFactory Pro trial version www.pdffactory.com97 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Marwood BC - Hourly $30.00 $30.00 0%HST Memorial Pavilion (full)$85.68 $85.68 0%HST Memorial Pavilition (half)$53.04 $53.04 0%HST Newman Park Gazebo $52.02 $52.02 0%HST Park Wedding $52.02 $52.02 0%HST Rotary Room $66.05 HST New Fee Rotary Room - Hourly $25.50 HST New Fee Rowing Club per month $92.77 $92.77 0%HST School Lessons $3.60 $3.60 0%Exempt Youth C:\Users\jbunn\AppData\Local\Temp\AgendaManager\REVISED Schedule A 2015 Rates & Fees 2/09/15 PDF created with pdfFactory Pro trial version www.pdffactory.com98 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Swim to Survive Rentals $87.75 $87.75 0%Exempt Youth SWA Office $25.50 $25.50 0%HST SWA Swim Team $41.30 $41.30 0%HST SWA Swim Team - Shared $23.15 $23.15 0%HST SWA Swim Meet $295.20 $295.20 0%HST SWA Swim Meet Evening $147.60 $147.60 0%HST SWA Storage Pool Deck $25.50 HST New Fee Storage Office A $25.50 $25.50 0%HST Storage Office B $15.30 $15.30 0%HST Storage Office C $5.25 $5.25 0%HST Pool - 0-50 swimmers $85.68 $85.68 0%HST Pool - 101+swimmers $218.28 $218.28 0%HST Pool - 51-100 swimmers $116.28 $116.28 0%HST Ticket Ice $6.90 $6.90 0%HST Change in HST application C:\Users\jbunn\AppData\Local\Temp\AgendaManager\REVISED Schedule A 2015 Rates & Fees 2/09/15 PDF created with pdfFactory Pro trial version www.pdffactory.com99 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Audio/Visual - Cordless Microphones $20.40 $20.40 0%HST Audio/Visual - TV/DVD Sound System $20.40 $20.40 0%HST Audio/Visual Digital Projector/Screen $20.40 $20.40 0%HST WaterPark - 0-100 swimmers $312.12 $312.12 0%HST WaterPark- 0-100 swimmers - extra half hour $208.08 $208.08 0%HST Waterpark 101-300 swimmers $416.16 $424.48 2%HST Waterpark 101-300 swimmers - extra half hour $312.12 $312.12 0%HST Waterpark 300+ swimmers $572.22 $572.22 0%HST Waterpark 300+ swimmers - extra half hour $452.57 $452.57 0%HST Waterpark Board of Ed 100 swimmers $276.90 $276.90 0%HST Waterpark Board of Ed 100 swimmers add. Hr.$153.83 $153.83 0%HST Waterpark Board of Ed 100+ swimmers $492.27 $492.27 0%HST Waterpark Board of Ed 100+ swimmers add. Hr.$246.14 $246.14 0%HST Community Centre - Leagues and Memberships Court Membership - Adult $50.00 $50.00 0%HST Court Membership - Youth $18.00 $18.00 0%HST Disc Golf - Deposit $20.00 N/A New Fee Dodgeball Individual $56.10 $56.10 0%HST Dodgeball Team $362.10 $362.10 0%HST Tennis Lessons $80.00 $80.00 HST Youth Membership - Aqua Fit/Aqua Jogging - 12 month $296.06 $296.06 HST Membership - Parent Pass $33.96 $33.96 0%HST Membership - Personal Training - 10 $190.65 $190.65 0%HST Membership - Personal Training - 5 $106.10 $106.10 0%HST Membership - Pool - 12 month $187.27 $187.27 0%HST Membership - Pool - 6 month $131.10 $131.10 0%HST Membership - Pool 20 Punch Card Pass $62.40 $62.40 0%HST Membership - Weight Training $53.58 $53.58 0%HST Membership - HC Adult - 1 month $69.19 $69.19 0%HST Membership - HC Adult - 12 month $407.84 $407.84 0%HST Membership - HC Adult - 3 month $182.07 $182.07 0%HST Membership - HC Adult - 6 month $265.30 $265.30 0%HST Membership - HC Adult - 20 Punch Card Pass $161.26 $161.26 0%HST Membership - HC Family - 1 month $156.06 $156.06 0%HST Membership - HC Family - 12 month $816.71 $816.71 0%HST Membership - HC Family - 3 month $390.15 $390.15 0%HST Membership - HC Family - 6 month $582.62 $582.62 0%HST Membership - HC Student - 1 month $55.94 $55.94 0%HST Membership - HC Student - 12 month $300.72 $300.72 0%HST Membership - HC Student - 3 month $153.85 $153.85 0%HST Membership - HC Student - 6 month $190.23 $190.23 0%HST Membership- Student - 20 Passes $75.00 $75.00 0%HST Membership - HC Glendale Student $92.08 $92.08 0%HST Membership - Special - Adult $265.12 $265.12 0%HST Membership - Special - Student $195.47 $195.47 0%HST Membership - Replacement Card $5.00 $5.00 0%HST Membership - Squash Adult - 1 month $67.14 $67.14 0%HST Membership - Squash Adult - 3 month $176.23 $176.23 0%HST Membership - Squash Adult - 6 month $258.76 $258.76 0%HST Membership - Squash Adult - 20 punch card pass $83.23 $83.23 0%HST Membership - Squash Family - 1 month $151.06 $151.06 0%HST Membership - Squash Family - 3 month $377.64 $377.64 0%HST Membership - Squash Family - 6 month $567.87 $567.87 0%HST Membership - Squash Student - 1 month $55.94 $55.94 0%HST Membership - Squash Student - 3 month $153.85 $153.85 0%HST Membership - Squash Student - 6 month $190.23 $190.23 0%HST Volleyball Individual $56.10 $56.10 0%HST Volleyball Team $362.10 $362.10 0%HST C:\Users\jbunn\AppData\Local\Temp\AgendaManager\REVISED Schedule A 2015 Rates & Fees 2/09/15 PDF created with pdfFactory Pro trial version www.pdffactory.com100 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Community Centre- Pay as you go/Admission Aquatfit/Aerobics Class $7.40 $7.40 0%HST Board of Education - Squash/HC $2.75 $2.75 0%HST Board of Education - Arena/Pool $3.00 $3.00 0%HST C:\Users\jbunn\AppData\Local\Temp\AgendaManager\REVISED Schedule A 2015 Rates & Fees 2/09/15 PDF created with pdfFactory Pro trial version www.pdffactory.com101 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Court Fee $5.00 $5.00 0%HST Health Club Adult $10.45 $10.45 0%HST Health Club - Youth $4.60 $4.60 0%HST Min Age of 12 Squash $10.73 $10.73 0%HST Swim Child $2.00 $2.00 0%HST C:\Users\jbunn\AppData\Local\Temp\AgendaManager\REVISED Schedule A 2015 Rates & Fees 2/09/15 PDF created with pdfFactory Pro trial version www.pdffactory.com102 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Swim Family $8.60 $8.60 0%HST Swim Adult $4.10 $4.10 0%HST Skate Child $2.00 $2.00 0%HST Skate Family $8.60 $8.60 0%HST Skate Adult $4.10 $4.10 0%HST Wallyball $11.50 $11.50 0%HST Waterpark 2-5 yrs $0.00 $0.00 HST Waterpark 55+ years $4.50 $4.50 0%HST Waterpark 6-14 yrs $4.00 $4.00 0%HST Waterpark Additional Family Member $2.00 $2.00 0%HST Waterpark Adult $6.75 $6.75 0%HST Waterpark Family $24.50 $24.50 0%HST Waterpark Pass- 10 - Child 6 -14 $28.50 $28.50 0%HST Waterpark Pass - 10 - 60 & over $41.50 $41.50 0%HST Waterpark Pass - 10 - Adult $61.95 $61.95 0%HST Waterpark Pass - 10 - Family $213.25 $213.25 0%HST Waterpark Pass- 20 - Child 6 - 14 $53.55 $53.55 0%HST Waterpark Pass- 20 - 60 & over $83.00 $83.00 0%HST Waterpark Pass- 20 - Adult $131.05 $131.05 0%HST Waterpark Tillsonburg Resident Season Pass (6 and up)$25.00 $25.00 0%HST Waterpark Non-resident Season Pass (Youth & Seniors over 60)$40.00 $40.00 0%HST Waterpark Non-resident Season Pass (Adult under 60)$60.00 $60.00 0%HST Waterpark Pooch Plunge $6.00 $6.00 0%HST Community Centre - Other fees Admin - Refund Admin Fee $15.00 $15.00 0%Exempt Admin - Reprint receipt $5.00 $5.00 0%Exempt Admin - Consolidated Receipts (Child Tax Credit)$10.00 $10.00 0%HST Admin - Copies - Single sided $0.25 $0.27 8%HST Admin - Copies - Double sided $0.35 $0.31 -11%HST ADVERTISING 10% - 30% Reductions may apply to multiple advertising Advertising - Memorial Arena Board Back Lit $1,020.00 $1,020.00 0%HST Advertising - Community Arena Backlit $510.00 $510.00 Advertising - Memorial Arena Board $663.00 $663.00 0%HST Advertising - Community Arena Board $408.00 $408.00 0%HST Advertising - Ice Re-Surfacer - Side $510.00 $510.00 0%HST Advertising - Ice Re-Surfacer - Top $1,020.00 $1,020.00 0%HST Advertising - Ice Re-Surfacer - 3 sides $2,260.00 $2,260.00 0%HST Advertising - Brochure 1/8 page $102.00 $102.00 0%HST Advertising - Brochure 1/4 page $178.50 $178.50 0%HST Advertising - Brochure 1/2 page $306.00 $306.00 0%HST Advertising - Brochure Full page $612.00 $612.00 0%HST Advertising - Brochure Full page (internal corporate)$200.00 N/A New Fee Advertising - Miscellaneous $102.00 $102.00 0%HST Advertising - Digital Ad Set up $20.00 $20.00 0%HST Advertising - Digital Ad - Monthly(min. 3 mos term)$50.00 $50.00 0%HST Advertising - Digital Ad - Tournament/Special Events $50.00 $50.00 0%HST Advertising - Fence - Per Season $102.00 $102.00 0%HST Advertising Fence - Per Year $224.40 $224.40 0%HST Bags of Ice $2.55 $2.55 0%HST Camping - Non Serviced per site $30.60 $30.60 0%HST Camping - Serviced per site $51.00 $51.00 0%HST Memorial Tree $510.00 $510.00 0%HST Memorial Bench $1,020.00 $1,020.00 0%HST A 2nd advertisement gets 10% off both, a 3rd ad gets 20% off all 3 and a 4th ad gets 30% off the total for all 4. C:\Users\jbunn\AppData\Local\Temp\AgendaManager\REVISED Schedule A 2015 Rates & Fees 2/09/15 PDF created with pdfFactory Pro trial version www.pdffactory.com103 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Police Accident Photos and Video 37.39 37.39 0.00%HST Bike license fee 5.00 5.00 0.00%Exempt Escort fees 60.62 60.62 0.00%HST $60.62 pd duty admin Escort fees 25.00 25.00 0.00%HST $25 per hr vehicle usage Fingerprints 23.45 23.45 0.00%HST Occurance Report 37.39 37.39 0.00%HST Police Security Checks 30.00 30.00 0.00%none Technical Traffic Collision report 500.00 500.00 0.00%HST Witness statements 37.39 37.39 0.00%HST Fire Fee for response to a nuisance fire alarm - first incident in 12 month period 205.00 210.00 2.44%Exempt first incident, caused by negligant act Fee for each fire apparatus dispatched to a specific address in response to a nuisance false alarm AFTER the first incident in 12 month period $410/hr + $205/ each half hr thereafter $410/hr + $205/ each half hr thereafter 0% (based on MTO set rate)Exempt subsequent incidents based on two apparatus dispatched to the alarm. Response to false alarms in building required by the Ontario Building Code where work is being done on the system and the owner or his agent fails to notify the Fire Department $410/hr + $205/ each half hr thereafter $410/hr + $205/ each half hr thereafter 0% (based on MTO set rate)Exempt each incident based on two apparatus dispatched to the alarm. Fee for each fire apparatus dispatched to the scene of a motor vehicle accident and providing fire protection or other emergency services. $410/hr + $205/ each half hr thereafter + materials used $410/hr + $205/ each half hr thereafter + materials used 0% (based on MTO set rate)Exempt Where possible this fee will be charged to insurance company of vehicle owner, otherwise the fee is chargeable to the registered owner of the vehicle. Fee for each fire apparatus dispatched to the scene of a motor vehicle fire and providing fire protection or other emergency services. $410/hr + $205/ each half hr thereafter + materials used $410/hr + $205/ each half hr thereafter + materials used 0% (based on MTO set rate)Exempt Where possible this fee will be charged to insurance company of vehicle owner, otherwise the fee is chargeable to the registered owner of the vehicle. Fee for each fire apparatus dispatched to the scene of a motor vehicle accident or at the scene of a motor vehicle fire and providing fire protection or other emergency services on a provincial highway. $410/hr + $205/ each half hr thereafter + materials used $410/hr + $205/ each half hr thereafter + materials used 0% (based on MTO set rate)Exempt This fee will be charged to the Ministry of Transportation for all vehicle accident or vehicle fire related services that occur on provincial highways. Fee for each fire apparatus dispatched to Natural Gas Leak $410/hr + $205/ each half hr thereafter + materials used $410/hr + $205/ each half hr thereafter + materials used 0% (based on MTO set rate)Exempt This fee is chargeable where the fire department responds and determines that a natural gas incident has been caused directly by a person or company. Fee for each fire apparatus dispatched to a Hazardous Materials Incident. $410/hr + $205/ each half hr thereafter + materials used $410/hr + $205/ each half hr thereafter + materials used 0% (based on MTO set rate)Exempt This fee is chargeable to the person or company that has control of a Hazardous Material that’s release has resulted in the response of the fire department. Fee for each fire apparatus assigned to a fire watch authorized by Fire Chief $410/hr + $205/ each half hr thereafter $410/hr + $205/ each half hr thereafter 0% (based on MTO set rate)Exempt This fee is charged to the insurance company of the registered owner of a property, otherwise the registered owner of the property where in the opinion of the fire chief or his designate a fire is likely to occur. Additional Fire department expense incurred during an emergency required to mitigate the emergency actual costs actual costs Exempt This fee is charged to the insurance company of the registered owner of a property, otherwise the registered owner of the property where in the opinion of the fire chief or his designate it is necessary to employ heavy equipment to extinguish a fire or protect adjacent properties from the spread of fire. Fire Incident Report 100.00 102.00 2.00%HST Fire Investigation report 200.00 205.00 2.50%HST Fee to conduct a file search for outstanding orders/ inspection reports and respond by letter 75.00 80.00 6.67%HST Fee to conduct a requested inspection of a commercial, industrial, or institutional building less than 930m2 (10,000 sq.ft.) 200.00 205.00 2.50%HST OBC Classification A, B, D, E & F. Residential (OBC C) removed for 2015 and listed separate. Each additional 185m2 (2000 sq.ft.) in a commercial, industrial or institutional building N/A 30.00 HST New fee for additional area over base fee Fee to conduct a requested inspection of a residential building up to and including 4 suites or apartments 200.00 200.00 0.00%HST OBC Classification C. Separated from other occupancies for 2015. C:\Users\jbunn\AppData\Local\Temp\AgendaManager\REVISED Schedule A 2015 Rates & Fees 2/09/15 PDF created with pdfFactory Pro trial version www.pdffactory.com104 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Each additional suite or apartment over base fee 30.00 HST New fee for additonal unit(s). Fee per apartment over base fee. Fee to conduct a requested inspection of any licensed occupancy excluding a daycare 150.00 155.00 3.33%HST Fee to conduct a requested inspection of a daycare facility 75.00 77.00 2.67%HST Fee to conduct verification of fire drill scenario 125.00 HST New fee. For verifying fire drills are conducted within established time limits in occupancies with vulnerable occupants. Business License Inspection 75.00 77.00 Exempt Fee to conduct any requested inspection above that is in compliance with the Fire Code at initial inspection (50.00) (50.00)0.00%HST Credit Fee to conduct each required re-inspection after one verification re-inspection same as original same as original HST Subsequent inspections following the second. Fee charged to registered owner. Residential carbon monoxide alarm or smoke alarm left with a homeowner on loan 50.00 75.00 50.00% HST, if not returned Fee charged if loaner alarm not returned within two (2) weeks of being left on site. Fire department approval as part of a Demolition Permit issued by the Building Department. 100.00 100.00 0.00%HST Fee to review an application for a licence to sell Consumer Fireworks (F.1) including a site inspection and review of Fire Safety Plan 150.00 170.00 13.33%HST Fee to review an application for a Display Fireworks (F.2) event 125.00 HST New fee for 2015. Town of Tillsonburg sponsored event are exempt from this fee. Fee to review an application for a licence to conduct a Pyrotechnics (F.3) display including a site inspection and review of Fire Safety Plan 150.00 200.00 33.33%HST Fee to issue open air burn permit 100.00 105.00 5.00%HST Fee to review a fire safety plan excluding any such review required as part of a property inspection for which a fee has been set in this by-law. 50.00 55.00 10.00%HST Fee to review and/or approve a Level 1 Risk Management Plan as part of an application to the TSSA for a licence to store propane. 300.00 300.00 0.00%HST Fee to review and/or approve a Level 2 Risk Management Plan as part of an application to the TSSA for a licence to store propane $750 plus actual costs to retain a 3rd part engineer or other firm if required. $750 plus actual costs to retain a 3rd part engineer or other firm if required. HST Fee for facilitating fire safety training 100.00 105.00 5.00%HST plus cost of materials Fees to facilitate public education presentations, station tours, and lectures for non-resident organizations and individuals 50.00 50.00 0.00%HST plus cost of materials Fee to recharge self-contained breathing air cyclinders 30.00 30.00 0.00%HST Excludes customers with special agreement Fee to recharge self-contained breathing air cylinders, under a special agreement with SWOX and Bayham Fire Depts 1,200.00 1,300.00 8.33%HST to increase by $100 each year through to 2015 Fee to clean set of bunker gear 2.50 HST New fee for 2015 Rental of Training Room (excluding emergency services) 200.00 205.00 2.50%HST C:\Users\jbunn\AppData\Local\Temp\AgendaManager\REVISED Schedule A 2015 Rates & Fees 2/09/15 PDF created with pdfFactory Pro trial version www.pdffactory.com105 Item 2014 Fee Proposed 2015 Fee % Change Tax Unit Notes Engineering Fees Certificate request - Engineering 100.00 100.00 0.00%HST per copy Drawing Copy Fee - large Engineer Drawing (24x36)15.00 15.00 HST per copy Drawing Review Fee - Electrical Major 1,800.00 1,800.00 0.00%HST per copy Drawing Review Fee - Electrical Minor 500.00 500.00 HST per copy Drawing Review Fee - Large Engineer Drawing (24x36)500.00 500.00 HST per copy Drawing Review Fee - Subdivision 4,500.00 4,500.00 HST per copy Easement Research Request 100.00 100.00 HST per copy Maps LRIS Maps (screen shot printed from LRIS)2.00 2.00 HST per copy Tillsonburg Map free digital download free digital download Urban Airphoto Maps -24"x36" 20.00 20.00 HST per copy Urban Airphoto Maps -36"x48"25.00 25.00 HST per copy Urban Subdivision Status Maps (11x17)3.00 3.00 HST per copy Urban Zoning Maps - 24"x36"15.00 15.00 0.00%HST per copy Urban Zoning Maps - 36"x48"20.00 20.00 0.00%HST per copy PDF created with pdfFactory Pro trial version www.pdffactory.com 106 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Utility NSF Cheque Fee $20.00 $20.00 0.00% Changes to rates must be approved by the THI Board of Directors or OEB Utility-Account Set Up Fee $30.00 $30.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-After Hour Reconnect $185.00 $185.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-During Hours Reconnect $65.00 $65.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Generator (100 W) 122/208 $300.00 $300.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Generator (125 W) 347/600 $400.00 $400.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Interval Meter $1,100.00 $1,100.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Labour $43.10 $43.10 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Miscellaneous Materials Mark Up $0.25 $0.25 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Pole Rental - 30 ft $1.50 $1.50 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB PDF created with pdfFactory Pro trial version www.pdffactory.com 107 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Utility-Pole Rental - 35 ft $2.25 $2.25 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Sentinal Light Rental - 150 W $3.75 $3.75 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Sentinal Light Rental - 175 W $3.75 $3.75 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Sentinal Light Rental - 250 W $4.00 $4.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Sentinal Light Rental - 400 W $4.00 $4.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Sentinal Light Rental - 70 W $3.50 $3.50 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB PDF created with pdfFactory Pro trial version www.pdffactory.com 108 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Utility-Sewer Camera Job (flat rate/job)$50.00 $50.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Special Meter Reading $30.00 $30.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #20 $15.00 $15.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #26 $15.00 $15.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #28 $15.00 $15.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #29 $15.00 $15.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #30 $15.00 $15.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #41 $18.00 $18.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #44 $18.00 $18.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #65 $35.00 $35.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB PDF created with pdfFactory Pro trial version www.pdffactory.com 109 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Utility-Truck Charges - #66 $35.00 $35.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #67 $35.00 $35.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #86 $35.00 $35.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Water Heater Rental - 40 gal.$6.25 $7.00 12.00% plus HST water heater is Town enterprise Utility-Water Heater Rental - 60 gal $7.25 $8.00 10.34% plus HST water heater is Town enterprise Water Permit Non-Metered Condo $10.00 $10.00 0.00%County approved Water Permit Non-Metered Residential $25.00 $25.00 0.00%County approved Water Violation $75.00 $75.00 0.00%County approved Water/Wastewater Collection Fee $15.00 $15.00 0.00%County approved PDF created with pdfFactory Pro trial version www.pdffactory.com 110 Item Current Fee Proposed Fee % Change Tax Notes Museum Museum-Admission-Adult 5.00 5.31 HSTNo longer including HST in rate Museum-Admission-Annual-Family Rate 45.00 45.00 HSTNo longer including HST in rate Museum-Admission-Annual-Individual 20.00 20.00 HSTNo longer including HST in rate Museum-Admission-Child 2.00 2.21 HSTNo longer including HST in rate Museum-Admission-Family Rate 10.00 10.62 HSTNo longer including HST in rate Museum-Admission-Group Rate 4.00 4.00 HSTNo longer including HST in rate Museum-Admission-Senior 4.50 4.42 HSTNo longer including HST in rate Museum-Admission-Student 3.00 3.00 HSTNo longer including HST in rate Museum Volunteer-Admission-Free - - Free Museum-Permission Fees-Personal Use 2.00 2.50 HST Museum-Permission Fees-Pubication Use 5.00 5.50 HST Museum-Rentals-Audio Visual Equipment-Corporate - Museum-Rentals-Program Room or Grounds & Gardens - 25 - 50 people 50.00 50.00 HST Museum-Rentals-Grounds & Gardens-Corporate 50.00 50.00 HST Museum-Rentals-Kitchen 25.00 25.00 HST Museum-Rentals-Kitchen - Corporate 35.00 35.00 HST Museum-Rentals-Program Room 50.00 50.00 HST Museum-Rentals-Program Room 75.00 75.00 HST Museum-Rentals-Program Room-Corporate 75.00 75.00 HST Museum-Rentals-Program Room-Corporate 100.00 100.00 HST Museum-Rentals-Tour Surcharge-Groups 100-150 100.00 100.00 HST Museum-Rentals-Tour Surcharge-Groups 25-50 60.00 60.00 HST Museum-Rentals-Tour Surcharge-Groups 51-100 75.00 75.00 HST Museum-Seasonal Childrens Programs 20.00 20.00 HSTNo longer including HST in rate Museum-Seasonal Childrens Programs- 2nd Child 18.00 18.00 HSTNo longer including HST in rate Museum- School Program- per student (1 hour) 2.50 2.50 HSTNo longer including HST in rate Museum - School Program - per student (2 hours) 3.50 HSTNew Fee Museum - Special Event - Adult program 10.00 HSTNew Fee Museum-Slide Show Presentations-Off Site 40.00 40.00 HST PDF created with pdfFactory Pro trial version www.pdffactory.com111 Item Current Fee Proposed Fee % Change Tax Notes Museum-Slide Show Presentations-On Site 30.00 30.00 HST Museum-Admission - Pratt Gallery only 2.50 2.50 HST Museum- Special Event- Lunch & Learn Series Pass 70.00 70.00 HST Museum- Special Event - Lunch & Learn- Single Pass 20.00 20.00 HST Museum - Special Event - Women's Day Luncheon 30.00 30.00 HST Museum- Special Event Tea 15.00 15.00 HST Museum - Special Event - Dinner 55.00 55.00 HST Museum - Special Event - Performance 40.00 HSTNew Fee Workshops 35.00 35.00 HST Workshops 55.00 55.00 HST Workshops 75.00 75.00 HST Workshops 100.00 100.00 HST Show Tickets 45.00 45.00 HST Museum- Culture Tillsonburg Event Ticket - 20.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 25.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 30.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 35.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 40.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 45.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 50.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 60.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 65.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 70.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 75.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 80.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 85.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 90.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 95.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 100.00 HST New Fee PDF created with pdfFactory Pro trial version www.pdffactory.com112 Item 2014Burial Fee 2014 Perpetual Care Fee 2014 Fee 2015Burial Fee 2015 Perpetual Care Fee 2015 Fee % Change Tax Unit Notes Interment Rights Perpetual care fees regulated by the Province Grave 10 x 4 389.56 259.71 649.27 397.35 264.91 662.26 2%HST grave All perpetual care fees regulated by the Province Infant Grave 3X3 129.86 86.56 216.42 132.45 88.29 220.74 2%HST grave Cremation Grave 3x3 312.03 208.02 520.05 318.27 212.18 530.45 2%HST grave Columbarium Niche 1,510.76 274.24 1,785.00 1,540.98 279.72 1,820.70 2%HST niche Cemetery Services - Cemeteries Regulation Unit burial and cremation license 12.00 12.00 12.00 12.00 0%NO HST interment Set by the Province Columbarium Niche Open/Close 242.69 - 242.69 247.54 247.54 2%HST each Adult Interment 796.43 - 796.43 812.36 812.36 2%HST eachChild/ Infant Interment 297.32 - 297.32 303.27 303.27 2%HST each (length is 5' or less) Cremated Remains Interment Infant 297.32 - 297.32 303.27 303.27 2%HST each Cremated Remains Interment Adult 445.53 445.53 454.44 454.44 2%HST each Statutory Holidays - Funeral Fee 262.65 262.65 267.90 267.90 2%HST each Disinterment/Exhumation- Relocation in Same Cemetery- Adult Casket 2,056.02 2,056.02 2,097.14 2,097.14 2%HST each Disinterment/Exhumation- Relocation in Same Cemetery- Adult Casket in Vault 1,785.00 1,785.00 1,820.70 1,820.70 2%HST each Disinterment/Exhumation- Relocation in Another Cemetery- Adult Casket 1,839.60 1,839.60 1,876.39 1,876.39 2%HST each Disinterment/Exhumation- Relocation in Another Cemetery- Adult Casket in Vault 1,570.65 1,570.65 1,602.06 1,602.06 2%HST each Disinterment/Exhumation-Child Casket 822.41 822.41 838.86 838.86 2%HST each (length is 5' or less) Disinterment/Exhumation- Child/Infant Cremains 297.32 297.32 303.27 303.27 2%HST each Marker/Foundation Services Preparation of Foundations for Upright Monument (5' depth) 17.34 17.34 17.69 17.69 2%HST per cubic foot Setting Veteran Standing Monument 189.11 189.11 192.89 192.89 2%HST each Marker Setting - minimum charge 161.79 161.79 165.03 165.03 2%HST eachMarker Setting - no concrete 27.32 27.32 27.86 27.86 2%HST each Marker Setting - 4" Concrete Border 80.90 80.90 82.51 82.51 2%HST each Marker Setting - 2"Foundation with Border 162.84 162.84 166.10 166.10 2%HST each Monument Care & Maintenance Care & maintenance fees regulated by the Province Flat Markers - 50.00 50.00 50.00 50.00 2%HST each Upright Markers Up to 48" - 100.00 100.00 100.00 100.00 2%HST each Upright Markers Over 48" - 200.00 200.00 200.00 200.00 2%HST each Other Fees & Services 2% Transfer Fee/Replacement - Interment Rights Certificate 36.77 36.77 37.51 37.51 2%HST each Flower Campaign 100.00 100.00 100.00 100.00 2%HST basket Wreath Campaign 60.00 60.00 60.00 60.00 2%HST wreath PDF created with pdfFactory Pro trial version www.pdffactory.com113 Item 2014 Fee Proposed 2015 Fee % Change Tax Unit Notes Roads-Labour -$36.41 plus HSTper hour Roads-Labour Overtime -$50.72 plus HSTper hour Roads-Labour Double Time -$65.03 plus HSTper hour 1/2 Ton Pickup Truck -$15.00 plus HSTper hour 1-Ton Truck -$25.00 plus HSTper hour Single Axle Dump Truck -$80.00 plus HSTper hour With Plow & Wing -$10.00 plus HSTper hour With Sander/Salter -$19.00 plus HSTper hour With Plow, Wing & Sander/Salter -$29.00 plus HSTper hour With Anti-Icing System -$3.50 plus HSTper hour Front End Loader -$50.00 plus HSTper hour With Plow Blade -$5.00 plus HSTper hour With Snowblower -$180.00 plus HST per hour Grader -$75.00 plus HSTper hour Street Sweeper -$65.00 plus HST per hour Trackless Tractor -$45.00 plus HSTper hour With Plow -$5.00 plus HSTper hour With Sander -$3.00 plus HSTper hour With Snowblower -$13.00 plus HSTper hour With Plow\Wing & Sander -$8.00 plus HSTper hour With Snowblower & Sander -$16.00 plus HSTper hour With Angle Broom -$7.00 plus HSTper hour With Flail Mower -$6.00 plus HSTper hour With Leaf Loader -$85.00 plus HSTper hour With Cold Planer -$35.00 plus HSTper hour Line Striper -$11.00 plus HSTper hour Sewer Rodder -$90.00 plus HSTper hour Wood Chipper -$65.00 plus HSTper hour Zero Radius Mower -$25.00 plus HSTper hour Portable Pump -$35.00 plus HSTper hour Walk Behind Snowblower -$2.00 plus HSTper hour Walk Behind Push Mower -$2.00 plus HSTper hour Chainsaw -$2.50 plus HSTper hour Trimmer -$2.00 plus HSTper hour Small Generator -$9.00 plus HSTper hour PDF created with pdfFactory Pro trial version www.pdffactory.com114 Utility Trailer -$6.50 plus HSTper hour PDF created with pdfFactory Pro trial version www.pdffactory.com115 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Bag Tags $2.00 $2.00 0.00%none County approved Blue Box (appartment )$3.50 $3.50 0.00%none County approved Blue Box (Mid size)$4.50 $4.50 0.00%none County approved Blue Box (large)$5.50 $5.50 0.00%none County approved Blue Box Lid $1.50 $1.50 0.00%none County approved Composter $10.00 $10.00 0.00%none County approved Rain barrels $45.00 $45.00 0.00%none County approved Fine - allow or permit an animal to trespass on private property 150.00 150.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Fail to ensure that the animal enclosure is kept free of offensive odour 300.00 300.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Fail to ensure that the animal enclosure is kept in a clean and sanitary condition 300.00 300.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Fail to ensure that the nature and condition of the animal enclosure are such that the animal would not be harmed and its health would not be negatively affected 300.00 300.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Fail to ensure the animal enclosure is such that the animal can be readily observed unless the natural habits of the animal require otherwise 300.00 300.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - fail to keep dog license fixed on dog/cat 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - fail to notify license issuer upon sale of puppy/kitten 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Fail to obtain dog/cat license 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - fail to prevent an animal from running at large 150.00 150.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Fail to provide animal with basic necessities 300.00 300.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - fail to remove or dispose of animal excrement forthwith 150.00 150.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - fail to renew dog/cat license 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - failing to muzzle potentially dangerous dog or dangerous dog 305.00 305.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Failing to restrain dog from causing noise 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - failing to restrain potentially dangerous dog or dangerous dog 305.00 305.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Failure to comply with conditions of muzzle order 305.00 305.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Failure to ensure that the animal enclosure for every reptile/fish/amphibian has an enclosed space adaquate for the needs of the species 300.00 300.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Failure to ensure that the animal enclosure is escape-proof 150.00 150.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Failure to ensure that the animal enclosure is of a size/incondition such that the animal may extend its lefs, wings and body to their full extent, stand sit and perch 300.00 300.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - failure to notify change of ownership of potentially dangerous dog or dangerous dog 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - failure to post sign 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Failure to store feed in a rodent- proof container 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. PDF created with pdfFactory Pro trial version www.pdffactory.com116 Fine - forcibly trying to retrieve dog or cat from pound keeper or premises of pound keeper 150.00 150.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Harbouring more than three dogs 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Harbouring more than two cats 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - have dog on leash exceeding two metres 150.00 150.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Keep animal in unsanitary conditions 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Keeping more than ten pidgeons 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Keeping prohibited animals 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - keeping prohibited animals - agricultural lands 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Offering for sale, selling, making available 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - operate a kennel without a license 150.00 150.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - restraining potentially dangerous dog or dangerous dog exceeding two feet in length 305.00 305.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - retrieve a dog and or cat from pound keeper without paying fees 150.00 150.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - unlawfully transferred dog/cat tag 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. AGCO Required Licences 0.00% Alcohol & Gaming Commission of Ontario (AODA) Special Sales License $1 per thousand $1 per thousand 0.00%none Alcohol and Gaming Commission 50/50 Raffle 3% with min. of $25 3% with min. of $25 0.00%none Alcohol and Gaming Commission Bazaar $10 per wheel, 3 wheels max $10 per wheel, 3 wheels max 0.00%none Alcohol and Gaming Commission Bazaar/Bingo 2 percent 2 percent 0.00%none Alcohol and Gaming Commission Bazaar/Raffle 3 % up to $5000 3 % up to $5000 0.00%none Alcohol and Gaming Commission Bingo Only 2 percent up to $5500 2 percent up to $5500 0.00%none Alcohol and Gaming Commission Nevada @ other location 3% x # of units X total prize/unit 3% x # of units X total prize/unit 0.00%none Alcohol and Gaming Commission Nevada @ own location 2% x # of units X total prize/unit 2% x # of units X total prize/unit 0.00%none Alcohol and Gaming Commission PDF created with pdfFactory Pro trial version www.pdffactory.com117 STAFF REPORT CLERKS OFFICE Title: COUNCIL ADVISORY COMMITTEE APPOINTMENTS Report No.: CL 15-06 Author: DONNA WILSON Meeting Type: COUNCIL MEETING Council/Committee Date: FEBRUARY 9, 2015 Attachments: BY-LAW 3876 AND ATTACHMENTS RECOMMENDATION THAT Council receive Report CL 15-06 Council Advisory Committee Appointments; AND THAT a by-law be brought forward to define the mandate, membership and meeting procedures for committees established by Council. EXECUTIVE SUMMARY Council will recall that at the In Camera Council meeting of January 26, 2015 Council was given the opportunity to review committee applications for the various advisory committees of Council. Council passed the following resolution: “THAT Council receives report CL15-06 Committee Appointments, as information; AND THAT a report and a By-Law to appoint committee members be brought forward for Council consideration at the next council meeting.” The committee structure, terms of reference and proposed composition are as follows: Board/Committee Mandate/Terms of Reference Composition Appointments Accessibility Advisory Committee The mandate of the Accessibility Advisory Committee is to fulfill the duties of a Municipal Accessibility Advisory Committee as outlined in the Accessibility for Ontarians with Disabilities Act, 2005 and to provide advice to Council on programs, policies and services provided to persons with disabilities and seniors. 6 members 1 staff 1 Councillor Helen Lamos Michael Kadey Mike Cerna Scot Richardson 2 vacancies Deputy Clerk Councillor Stephenson 1 CAO 118 Cultural Advisory Committee To advise Council on matters, issues & policies pertaining to tourism, cultural events and festivals and to actively encourage partnerships. To develop and obtain council endorsements of sub-committees when necessary to establish events such as Turtlefest, Airshows, Tillsonburg Country Christmas Festival, etc. To develop relationships for coordinating events with local service groups, BIA, Chamber, Station Arts and sports groups. 6 members 1 staff 1 Councillor Erin Getty Josiane DeCloet Deb Beard Ann Loker 2 vacancies Culture & Heritage Manager Councillor Stephenson Development Committee To advise & assist in the promotion of development within the Town. To develop alliances and partnerships to advance the Town’s strategic plan and to assist in the overall community growth within the Town. 8 members 1 BIA Rep 1 Chamber Rep 1 Real Estate Rep 2 Staff 1 Councillor Lisa Gilvesy Steve Spanjers Randy Thornton John Veldman Jesse Goossens Andrew Burns Ashton Nembhard Cedric Tomico Michael Bossy Melissa Verspeeten CAO Development Commissioner Councillor Hayes Heritage, Beautification and Cemetery Advisory Committee To advise Council on all matters with respect to architectural and historical significance. To assist council in conserving Tillsonburg’s historic past and to promote public education concerning preservation of the unique architectural and cultural heritage of Tillsonburg. To make recommendations to Council regarding designations of buildings with historical significance, which would ensure the conservation, protection and preservation of the heritage of Ontario, in accordance with the Ontario Heritage Act. To make recommendations to Council on 8 members 1 Staff 1 Councillor Paul DeCloet Sue Saelens Marion Smith Janet Wilkinson Robert Marsden Ken Butcher 2 vacancies Facilities Manager Councillor Esseltine 2 CAO 119 the Tillsonburg Cemetery. To oversee sub-committees such as Pioneer Cemetery Sub- Committee. Museum Advisory Committee To research, collect, preserve, exhibit and promote the Tillsonburg Museum. To make recommendations to council on policies and procedures pertaining to the museum. To work with the Tillsonburg Historical Society regarding trusts for restoration and artifact purchases. 6 members 1 staff 1 Councillor Dianne MacKeigan Robert Marsden Mary Lou Sergeant Helen Lamos 2 vacancies Culture & Heritage Manager Councillor Rosehart Parks & Recreation Advisory Committee To advise Council and make recommendations on the programming and utilization of Parks, Trails, Green Space and Recreational facilities within Tillsonburg. To help implement the Community Parks, Recreation & Cultural Strategic Master Plan. To develop and obtain council endorsements of sub-committees when necessary to deal with Significant Trees, Trails, Tillsonburg Wall of Fame, Pioneer Cemetery etc. 8 members 1 staff 1 Councillor Donna Scanlan Bob McCormick Donald Baxtger Dace Zvanitajs Mike Cerna Mel Getty James Payne Susan Labanich Recreation, Program & Services Manager Councillor Esseltine Council will also be appointing the members for the Tillsonburg Non Profit Housing Corporation. Also TDMH administration has requested that Council appoint the Mayor and two other members of Council for the Physician Recruitment Committee. This appointment shall be by resolution. By-Law 3876 which includes the proposed appointments and composition for each committee as well as the Administrative policy for Boards & Committees of Council will be brought before Council for endorsement. The policy was previously adopted by By-Law 3702 on December 10, 2012. The policy is before you today as there were a few changes made to the policy. These changes include section 5 which previously allowed the Deputy Mayor as well as the Mayor as an ex officio member of every committee. This was never practiced as it is the role of the Deputy Mayor to assume the Mayor’s role in his absence and is not necessary to have both as ex officio members of committees at the same time. Another change was to remove the restriction that committee applicants must be a resident or municipal taxpayer in Tillsonburg to qualify for appointment to a committee. Section 6 now states that 3 CAO 120 “It is not a requirement that applicants are a resident or municipal taxpayer in Tillsonburg”. The final change under Section 6 b allows for a selection committee to be comprised of three members of Council and the Clerk. The committee will review applications and subsequently make committee appointment recommendations through a report from the Clerk to council for their review. FINANCIAL IMPACT/FUNDING SOURCE Financial impacts are contained in the 2015 budget. 4 CAO 121 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3876 A BY-LAW to Define the Mandate, Membership, and Meeting Procedures for Committees Established By The Corporation Of The Town of Tillsonburg. AND WHEREAS there is a need to establish Committees and Appoint Members; AND WHEREAS Council has established committees that are comprised of both members of the public and members of Council; NOW THEREFORE BE IT RESOLVED THAT the Council of The Corporation of the Town of Tillsonburg enacts as follows: 1. THAT the Town of Tillsonburg Committee Appointments for Boards & Committees of Council attached hereto as "Schedule A" is hereby adopted and forms part of this by-law. 2. THAT the Town of Tillsonburg Policy for Boards & Committees attached hereto as “Schedule B” is hereby adopted and forms part of this by-law. 3. THAT Bylaw 3702 and By-Law 3704 be and are hereby repealed; 4. THAT this by-law comes into full force and effect upon the day of passing. READ A FIRST AND SECOND TIME THIS 9TH DAY OF FEBRUARY, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 9th DAY OF FEBRUARY, 2015. ________________________________ Mayor – Stephen Molnar _______________________________ Town Clerk – Donna Wilson 122 By-law 3876 Schedule A Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Accessibility Advisory Committee Mike Cerna Helen Lamos Michael Kadey Scot Richardson 2 vacancies The mandate of the Accessibility Advisory Committee is to fulfill the duties of a Municipal Accessibility Advisory Committee as outlined in the Accessibility for Ontarians with Disabilities Act, 2005 and to provide advice to Council on programs, policies and services provided to persons with disabilities and seniors. 6 members 1 Staff 1 Councillor Councillor Stephenson Deputy Clerk Cultural Advisory Committee Erin Getty Josiane DeCloet Deb Beard Ann Loker 2 vacancies To advise Council on matters, issues and policies pertaining to tourism, cultural events and festivals and to actively encourage partnerships. To develop and obtain Council endorsements of sub-committees when necessary to establish events such as Turtlefest, Airshows, Tillsonburg Christmas Festival, etc. To develop relationships for coordinating events with local service groups, BIA, Chamber of Commerce, Station Arts Centre and sports groups. 6 members 1 Staff 1 Councillor Councillor Stephenson Culture & Heritage Manager Development Committee Lisa Gilvesy Steve Spanjers Randy Thornton John Veldman Jesse Goossens Andrew Burns Scott McLean Ashton Nembhard Melissa Verspeeten – Real Estate Rep Cedric Tomico - BIA Rep Michael Bossy – Chamber Rep To advise and assist in the promotion of development within the Town. To develop alliances and partnerships to advance the Town’s strategic plan and to assist in the overall community growth within the Town. 8 members 1 BIA Rep 1 Chamber Rep 1 Real Estate Rep 2 Staff 1 Councillor Councillor Hayes CAO Development Commissioner Heritage, Beautification and Cemetery Committee Paul DeCloet Sue Saelens Marion Smith Janet Wilkinson Robert Marsden Ken Butcher 2 vacancies To advise Council on all matters with respect to architectural and historical significance. To assist Council in conserving Tillsonburg’s historic past and to promote public education concerning preservation of unique architectural and heritage of Tillsonburg. To make recommendations to Council regarding designations of buildings with historical significance, this would ensure the conservation, protection and preservation of heritage in Ontario, in accordance with the Ontario Heritage Act. To make recommendations to Council on the Tillsonburg Cemetery. To oversee sub-committees such as Pioneer Cemetery Sub- Committee. 8 members 1 Staff 1 Councillor Councillor Esseltine Facilities Manager 123 By-law 3876 Schedule A Museum Advisory Committee Dianne MacKeigan Robert Marsden Mary Lou Sergeant Helen Lamos 2 vacancies To research, collect, preserve, exhibit and promote the Tillsonburg Museum. To make recommendations to Council on policies and procedures pertaining to the museum. To work with the Tillsonburg Historical Society regarding trusts for restoration and artifact purchases. 6 members 1 staff 1 Councillor Councillor Rosehart Culture & Heritage Manager Parks and Recreation Advisory Committee Donna Scanlan Bob McCormick Donald Baxter Dace Zvanitajs Mike Cerna Mel Getty James Payne Susan Labanich To advise Council and make recommendations on the programming and utilization of Parks, Trails, Green Space and Recreational facilities within Tillsonburg. To help implement the Community Parks, Recreation & Cultural Strategic Master Plan. To develop and obtain Council endorsements of sub-committees when necessary to deal with Trails, Tillsonburg Wall of Fame, etc 8 members 2 staff 1 Councillor Councillor Esseltine Recreation Programs Services Manager Tillsonburg Non Profit Housing Corporation Robert Hurley Evenly Fritz Ron Gasparetto Joyce Hanson Geraldine Brisebois John Stanbridge Terry Pierce Carolyn Hicks Roderick Van Riesen Councillor Adam n/a 124 By-Law 3876 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 1 of 11 A. Policy Statement There is a need to provide a policy for Boards & Committees of Council within the Town of Tillsonburg. B. Purpose The purpose of this policy is to identify a process for establishing Boards and Committees of Council; requirements for maintaining and supporting their work; and the coordination of the appointment and advertising process through the Clerk`s Office. It excludes external bodies and local boards not established by Council and internal, working groups of an administrative nature. This policy supplements the Town of Tillsonburg Procedural By-law 3511. Boards and Committees, including Staff liaisons, shall be subject to the provisions of the Procedural By-Law. IMPLEMENTATION PROCEDURE 1. Classification of Boards and Committees Where the municipality makes appointments to bodies of its own creation and to outside bodies when requested to do so, such appointments shall be citizen appointments, except in those situations where the municipality has a direct financial involvement, in which case Council shall determine whether or not it will appoint citizen and/or Council Members to such bodies. Council, under certain circumstances, may deem it necessary for Council representation on some Boards and Committees. Generally Boards and Committees may be either ongoing or a Sub Committee of an existing Board or Committee. Committees provide recommendations, advice and information to Council on an ongoing basis on specific municipally-related matters that relate to the mandate of Boards and Committees as set out in the Committees Terms of Reference. They may include some of the following: i)Advisory - includes bodies authorized by Municipal Council to provide input on a discretionary basis and advice to Council on a particular matter, or undertake special projects as assigned. ii)Mandatory - where a Provincial Statute prescribes the type of appointments to be made by the municipality to a given body, the Statute be complied with; 125 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 2 of 11 iii)Local Boards/Committees - means a school board, municipal service board, public library board, board of health, police services board, or any other board, commission, committee, body or local authority established or exercising any power or authority under any general or special Act with respect to any of the affairs or purposes, including school purposes, of a municipality; iv)External Bodies - separate special purpose bodies that have a substantial amount of authority over their own operations. Sub Committees assist in the short-term study and analysis of a specific municipally- related issue. They may include staff representation as well as representation from external bodies. 2. Establishment of Boards and Committees Boards and Committees are proposed by resolution of Council and established by By- law. The By-law shall incorporate the Terms of Reference for the specific Board/ Committee. Prior to Council's establishment of any Board or Committee by by-law, staff shall submit a report to Council including the following information: Board/Committee Structure, including Terms of Reference; Membership composition; Orientation, training and facilitation needs. 3.Ongoing Review of Boards and Committees Early in a new Council term, Council shall review all Boards and Committees. The Clerk shall assist in this effort by providing an overview of all Boards/ Committees, including, but not limited to, the following: 126 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 3 of 11 a.A list of Boards/Committees by name and type; b.Summary of mandates, goals and objectives for each Board/Committee; c.Recommendations on the future direction of each Board/Committee and its structure in general; d.Review and recommendations on the reporting and functional relationships of Boards/Committees in general. The Terms of Reference of each Board/Committee shall be reviewed on an ongoing basis by relevant staff in order to ensure that the Terms of Reference, the need for and the roles of each Board/Committee remains relevant and appropriate. If a Board or Committee is to be disbanded, a final report on the Board/Committee activities and reasons for disbandment shall be presented to Council for approval. 4. Terms of Reference It is recommended that the following components be included in the Board/Committee Terms of Reference at a minimum: a. Nature of Committee/Reporting and Functional Relationships describes type of Board/Committee, whether advisory or subcommittee, sets out reporting and functional relationships between the Board/Committee, Council, relevant town staff and the public. b.Mission/Mandate of Board/Committee sets out the general purpose, goals and activities of the Board/Committee c. Committee Composition describes the nature of the membership (citizens and/or organizations, numbers in each category), membership qualification, terms, quorum requirements, absentee requirements, Council Representative, Staff Liaison. 127 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 4 of 11 d.Roles/Responsibilities identifies various roles and expectations of key Board/Committee participants (members, Chair, Vice-Chair, staff participants, staff liaisons) f.Resignation Process sets out resignation process for resignation of Board/Committee appointees g.Rules of Procedure/Order Board/Committee members shall observe the Rules of Procedure outlined in the Town Procedure By-Law, as far as applicable, keeping in mind that members may feel more comfortable and appreciate the opportunity to exchange views with fellow committee members in a more informal atmosphere. h.Schedule/Location of Meetings The Committee will establish a meeting schedule, setting out the time and place for meetings at the beginning of each year. i.Meeting Structure, Agenda and Minute Formats Identifies format, preparation and distribution of agendas and minutes Identifies that Minutes of all meetings, whether closed to the public or not, shall be recorded. 5.Mayor as Ex-Officio Members of Committees The Mayor of the Council of the Town of Tillsonburg is an ex officio member of every Committee; Where a Committee is established by reference to a particular number of members without specifically providing for the membership of the Mayor of the Council, such number is automatically increased by one, being the Mayor of the Council, and all members of the Committee are present. 128 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 5 of 11 In those instances when all members are not present, the Mayor’s or Deputy Mayor’s attendance replaces an absent member and the membership number is not automatically increased by one. The Mayor or Deputy Mayor is able to participate in the business of the Committee without any restriction including voting. Members of Council are able to attend and participate at any meeting. Only members of Council who have been appointed to a Committee are entitled to vote. 6. Appointment Process and Advertising for Board/Committee Members Where a Provincial Statute prescribes the type of appointments to be made by the Municipality to a given Board or Committee, the Statute shall be complied with. Where the Municipality makes appointments to Boards/Committees of its own creation and to outside bodies when requested to do so, such appointments shall be citizen appointments, except in circumstances where the Municipality has a direct financial involvement, in which instance Council shall determine whether or not it will appoint citizens and/or Council Members to such bodies. Vacancies for citizen appointments shall be publicly advertised in the local newspapers, through social media and on the Town website. To apply to serve as a volunteer on a Town of Tillsonburg Board or Committee, interested individuals shall be invited to apply and submit an Application. It is not a requirement that applicants are a resident or municipal taxpayer in Tillsonburg. Some Boards and Committees have additional requirements such as age of majority or citizenship as required by legislation. These appointments enable local citizens from various backgrounds to participate in local government and voluntarily give their time and expertise to help formulate the direction of certain programs. The duration of Board/Committee appointments are the same as the term of Council, however staff may recommend that the terms for specific Board/Committee appointments be staggered to ensure experience and consistency in following the Board/Committee's goals and mandate. While appointees may serve on more than one Board/Committee, Council shall give first consideration to individuals who are not already appointed to another Board/Committee. The following process, coordinated by the Clerk’s Office, will generally be followed in initiating the recruitment, selection and appointment process: a.In an election year or upon Council passing a By-law to establish a Board/ Committee, the Clerk, will advertise Committee vacancies in the local newspapers, through social media and on the Town’s website, making note of the mandate of the Committee, a brief statement of the role and responsibilities129 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 6 of 11 of Committee membership, duration of term, level of commitment, application process and contact information. b.Applicants shall be required to complete and submit to the Clerk an applicationform, available from the Clerk's office, Customer Service Centre (CSC) and the Town’s website. Once the applications have been received, a selection committee comprising of three members of Council and the Clerk shall review theapplications. The selection committee shall make recommended selections and a report will be prepared by the Clerk’s office for approval by Council. All applicant’s names shall be forwarded to Council with the staff report. c.Upon Council's approval of Board/Committee appointments, the Clerk will prepare the necessary appointment by-law. d.The Clerk, on behalf of Council, shall send out confirmation letters to new Board/ Committee appointees and advise of their staff liaison and any other relevant contacts. e.The Clerk will coordinate the necessary advertising in September of an electionyear in order to follow the appointment process. Applications from volunteers who are not appointed during the regular appointment process will be kept on file in the office of the Town Clerk for the remainder of the term of the committee. If a vacancy occurs on a Committee within that term, the applicants who applied to serve on that Committee and were not appointed will be contacted and asked if they are still interested in serving. Names of those who continue to have an interest to serve on the Committee will be submitted to the Clerk for consideration to fill the vacancy. The Clerk’s Office will also advertise the vacancy in the newspaper. 7. Resignation/Dismissal Process Board/Committee members wishing to resign their appointment shall submit a letter of resignation to the committee chair. which shall be Clerk. Upon acceptance of the resignation, the Chair shall forward the resignation letter to the Clerk's office, which will initiate the aforementioned appointment process to fill the vacancy. Council, at its discretion can dismiss any Committee/Board in its entirety or any member thereof at any time. 130 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 7 of 11 8. Absentee Requirements If any Board/Committee member is absent from three consecutive meetings, without justification, the Chair of the Committee, in consultation with the staff liaison, will ask the member whether or not they wish to attend meetings and remain on the Committee or resign. Upon confirmation that the member will no longer be serving on the Committee, the Committee Chair will notify the Town Clerk, which will initiate the appointment process for committee vacancies. If a member indicates the desire to continue to serve on the Committee, the member will be advised that attendance is required or the member will be removed from the Committee. Any member of a Committee who is absent for more than fifty per cent (50%) of the meetings since their term of appointment, will not be eligible for re-appointment. A member of a Committee of Council who intends to leave a meeting before the meeting is adjourned must inform the Chair of this intention either at the start of the meeting or prior to leaving. 9. Orientation Sessions Orientation sessions shall be conducted for Board/Committee appointees at the beginning of each Committee term. All Board/ Committee members benefit from orientation. The sessions identify goals, objectives and work plans. Further sessions may be conducted for appointees during the Council term, as required. Orientation manuals will be distributed to all members of the Committee for reference purposes. Each Board/Committee manual shall include the following information: a.Establishing By-Law for Board/Committee b.Mandatory Statutes (i.e. Ontarians with Disabilities Act) c. Tillsonburg Procedural By-Law d. Member Contact Information e. Council Members Contact Information f. Relevant Town Policies & Procedures affecting Board/Committee members. g. Committee Relationship to Council h. Staff Support 131 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 8 of 11 10. Meeting Structure, Agenda and Minute Formats Meeting structure, agenda and minute formats should meet the needs of Individual Boards/ Committees, while ensuring consistency, completeness and accountability. A Board/Committee may choose to follow a more informal procedure and allow for a consensus approach to discussion. It is recommended that the following components be included in Board/Committee Agendas, where specific subject items are described in each component. a.Date, time, location of meeting b.Members present (include office, i.e. Chair, Recording Secretary) c. Members absent/regrets d.Disclosure of Pecuniary Interest e.Approval of previous minutes f.Presentations/Deputations g.General Business and Reports h.Correspondence i.Other Business j.Closed Session k. Next meeting. l.Adjournment. It is recommended that the Board/Committee minutes briefly outline the substance of each of the agenda items discussed during the meeting, including actions taken and recommendations by motion. The minutes shall be forwarded as soon as possible following the meeting to the Deputy Clerk in order to present them to Council as information on a monthly basis. Staff will be required to prepare a report for any recommendation of a Board/Committee requiring action by Council. Minutes of all meetings must be recorded. 11. Election of Officers Each Committee will elect as soon as possible after January 1st each calendar year to select a Chair and Vice-Chair and secretary from its membership for a term commencing January 1st and terminating December 31st or until a successor is appointed. For the purpose of clarity, a member of the Committee who served as Committee Chair or Vice Chair may be reappointed as Committee Chair or Vice Chair. 132 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 9 of 11 12. Term of Appointment The term of appointment shall be as set out in the appointment by-law. Committee members will continue to serve on a committee past the expiration of their term until they are replaced. 13.Duration of Citizen Appointments A citizen will be eligible to serve for a maximum of three consecutive terms on the same committee; Citizens are required to take at least one year absence after serving on the same committee for three terms; after the one year absence, the citizen is eligible to re-apply to serve on the former committee. During the one year absence from a committee, a citizen may apply to serve on a different committee; If the citizen, who has been appointed to replace a committee member and is filling a partially completed term, will be appointed for the balance of that member’s term; the new member is eligible to apply for further re-appointment for a maximum of three consecutive terms. Renewed membership on a committee is not automatic, any member of the public who wishes to serve for an additional term must submit the approved application form or provide a letter which includes the necessary information in order to be considered for re-appointment; 14.Establishment of Sub-Committees If it is the desire of the majority of a Committee is to establish a sub-committee, the sub- committee shall be formed to undertake business of special projects appropriate to the Committee. The Committee minutes shall note the mandate of the sub-committee, the beginning and proposed ending date, the composition and how the members are to be recruited. Such sub-committees shall report their findings to the Committee at regular Committee meetings. Sub Committees that are formed of members outside of the committee must be endorsed by council, as such staff must prepare a report to Council requesting endorsement of the sub committee. 133 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 10 of 11 15. Access to Meetings Except as provided in this section, all meetings shall be open to the public and the media and Board/Committee Minutes shall be available upon request. The Chair or presiding Officer may expel any person for improper conduct at a Meeting. A meeting may be closed to the public if the subject matter being considered is: a.the security of the property of the municipality or local board; b.personal matters about an identifiable individual, including municipal employees or local board members; c. a proposed or pending acquisition or disposition of land by the municipality or local board; d.labour relations or employee negotiations; e.litigation or potential litigation, including matters before administrative tribunals, affecting the municipality; f.the receiving of advice that is subject to solicitor-client privilege; including communications necessary for that purpose; g.a matter in respect of which the board or committee may hold a closed meeting under the authority of another Act. h.for the purpose of educating or training the members, subject to the condition that no member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of the committee. Before holding a Meeting or part of a Meeting that is to be closed to the public, the Board/ Committee shall state by Resolution: a.the fact of the holding of the Closed Meeting; b.the general nature of the matter to be considered at the Closed Meeting. c. in the case of a meeting for educational or training purposes, that it is closed for that purpose as well. All deliberations while in Closed Session shall remain confidential unless otherwise approved by Committee in Open Session. 16. Provision for Accessibility and Diversity Adequate provision shall be made by the Chair of the Board/Committee and relevant staff to ensure that meeting locations, agenda and minute formats, communications and conduct of meetings be accessible, to ensure maximum participation and quality customer service. Reference may be made to the provisions of the Ontarians with Disabilities Act, and similar legislation, policies and guidelines. Membership that reflects 134 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 11 of 11 the diversity of the Tillsonburg community will be encouraged in the recruitment, selection and appointment process. 17. Pecuniary Interest If a Committee member has a pecuniary interest in any matter and is, or will be, present at a meeting at any time at which the matter is the subject of consideration, the member: a.shall, before any consideration of the matter, at the meeting verbally disclose the interest and its general nature. b.shall not, at any time, take part in the discussion of, or vote on, any question in respect to the matter; and c. shall leave the meeting and remain absent from it at any time during consideration of the matter. 18. Budget/Financial Reporting Boards/Committees may make requests for budget allocations through their staff liaison in advance of the Town's annual budget process no later than August 31st of any given year. All related revenue and expenditure transactions will follow Council approved policy. Requests must relate to specific activities approved in the Board/Committee's mandate and work plan. Requests shall be submitted by the appropriate department head for consideration in the Town's budget review. 19. Town of Tillsonburg Policy and Procedures Board and Committee members shall adhere to the policies and procedures of the Town of Tillsonburg. 135 STAFF REPORT CLERK Report Title: Public Engagement Guidelines Report No.: CL 14-05 Author: Jeff Bunn, Deputy Clerk Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 9, 2014 Attachments: DRAFT PUBLIC ENGAGEMENT POLIY & GUIDELINES RECOMMENDATION: THAT Council receives report CL 14-05, Public Engagement Policy & Guidelines; AND THAT Council endorses the Public Engagement Guidelines for staff use; AND THAT a By-Law be brought forward for Council consideration. EXECUTIVE SUMMARY At the direction of the CAO, staff have developed corporate guidelines for community engagement and citizen involvement. Public engagement plays an important role in the democratic process. It can help provide information to support decision-making, give a voice to a wide range of citizens, increase public confidence in government activity, and ensure that resources are targeted effectively. However, inefficient engagement can do more harm than good by creating unrealistic expectations, damaging trust, or polarizing points of view. As the Town advances public engagement, councillors and staff must be confident about when and how to engage with the public and other interested parties. A public engagement framework is a critical tool to help guide the engagement process. The framework provided in the guidelines creates a prescriptive “how-to” manual for generating thoughtful discussion about public engagement in projects or initiatives. The framework explicitly tasks staff with developing clear plans that outlines the goals of the project, identifying key stakeholders, encouraging participation from those stakeholders, drafting and using a critical path/workplan, assigning roles and responsibilities, and detailing the perspective financial impact to the community. 136 First and foremost, the Guidelines aim to inform, consult, involve, collaborate and empower Tillsonburg citizens through a “step-by-step” manual. The following outlines the aims of these Guidelines, Inform: To provide the public with balanced and objective information to assist them in understanding the problem, alternatives, opportunities and/or solutions. Consult: To obtain public feedback on analysis, alternatives and or decisions. Involve: To work directly with the public throughout the process to ensure that public concerns and aspirations are consistently understood and considered. Collaborative: To partner with the public in each aspect of the decision including the development of alternatives and the identification of the preferred solution. Empower: To place final decision-making in the hands of the public. Ultimately, these guidelines are driven by one fundamental vision: A town where citizens and stakeholders are encouraged to become engaged within the municipal decision-making process through an inclusive collaborative, mutually meaningful and co-operative relationship. Finally, the Guidelines include four standardized templates that staff can use when initiating a new project. These templates will allow staff to clearly articulate the facts of issues facing the municipality, respond directly to positive and constructive feedback from citizens, and be accountable to both Council and the public with respect to budget considerations. Certainly in all municipalities, greater effort can be made to harness public involvement and actively promote citizen engagement. Limitations Council should be aware that some legislation outlines specific ministry standards with respect to notices and/or processes. An example of such legislation is the Planning Act which prescribes strict notice requirements for building and planning matters. As such, the Guide should not be seen as a strict set of “rule,” but more of a tool that staff can use wherever appropriate. With this said, it is important to recognize no two projects are alike, and similar goals may not be achieved with similar forms of public engagement. As a result, these guidelines are fluid in the way that staff may choose among a variety of options presented to achieve the overall goals of the project while respecting the need to encourage and engage the public in the process. IMPACT ON COMMUNITY STRATEGIC PLAN Page 2 / 3 CAO 137 The Public Engagement Guidelines will assist staff in setting standardized practices, alerting the public and stakeholder on top emerging issues, and demonstrate stronger leadership in Town initiatives and local government. FINANCIAL IMPACT/FUNDING SOURCE None. Page 3 / 3 CAO 138 THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY PUBLIC ENGAGEMENT POLICY APPROVAL DATE: February 9, 2015 REVISION DATE: Page 1 of 2 SCHEDULES Schedule A – Public Engagement Guidelines A. Policy Statement Public engagement is a critical component of a strong and healthy municipal government. This policy aims to empower citizens through active participation in the decision-making process. B. Purpose The Town of Tillsonburg is committed to ensure community stakeholders are engaged in the municipal decision-making process. This policy is to provide guidance and advice to staff when addressing new and existing challenges in the community. C. Scope This policy is to be used by all staff when initiating a new project or reacting to an issue with the Town of Tillsonburg. Discretion and consideration should be exercised by staff when evaluating the appropriateness of the guidelines with any given project of public interest. D. General This policy shall be administered by department heads and managers of the Town of Tillsonburg. This policy shall be referred to as the “Public Engagement Policy”. This policy comes into force and effect on the date adopted. E. Authority Administrative changes to the Guidelines will be at the discretion of the CAO and Senior Management. 139 THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY PUBLIC ENGAGEMENT POLICY APPROVAL DATE: February 9, 2015 REVISION DATE: Page 2 of 2 SCHEDULES Schedule A – Public Engagement Guidelines F. Policy The guiding principles of the policy are: 1. Inclusivity & Respect for Diverse Interests 2. Accountability 3. Transparency 4. Collaboration & Shared Purpose 5. Open Communication 6. Shared Information 7. Continuous Improvement 140 Town of Tillsonburg Public Engagement Guidelines Last Revised: January 2015 1 141 Vision and Guiding Principals Every day, municipal staff make decisions in the best interests of the community. Some decisions are routine in nature and are considered part of daily operations, such as prioritizing what lawn is cut first. Other decisions are not considered routine, and require careful consideration amongst staff, Council, stakeholders, industry experts, and most importantly, the community. The Town of Tillsonburg strives to ensure that the public is involved in all aspects of developing a safe, healthy and happy community. As a result, this guideline has been developed to provide staff with a set of core principles and objectives when initiating a project within the community. Finally, these guidelines have been developed by adapting the International Association for Public Participation’s Spectrum of Public Participation. Vision A town where citizens and stakeholders are encouraged to become engaged within the municipal decision-making process through an inclusive, collaborative, mutually meaningful and co-operative relationship. Guiding Principles The guiding principle of this strategy outlines a series of core competencies that the Town of Tillsonburg endorses and actively promotes throughout all stages of the municipal decision-making process. By promoting these principles throughout the decision-making process the Town of Tillsonburg will foster a greater sense of community-ownership amongst residents, key community stakeholders, and citizens-at- large. The guiding principles are as follows: 1. Inclusivity & Respect for Diverse Interests 2. Accountability 3. Transparency 4. Collaboration & Shared Purpose 5. Open Communication 6. Shared Information 7. Continuous Improvement 2 142 Part 1 – Getting Started Developing a clear plan and asking a few key questions at the beginning will help ensure a meaningful public involvement process with measurable outcomes. It should be drafted for projects that are more than one-time events and involve a variety of stakeholders with different objectives and needs. Remember, your plan will help direct how often to contact your stakeholders and with what information. Defining the project scope upfront will allow everyone involved to stay within a defined framework, work together towards a shared common goal, and ensure objectives are met. The plan should include: 1. The goals of the public involvement project 2. The stakeholders that need to be involved 3. How you will reach and encourage participation from the stakeholders 4. A detailed critical path/work plan that outlines roles and responsibilities 5. A financial budget that includes all expenses related to the project What is the goal? What are you hoping to achieve from involving the public? Do you want to:  Identify who cares about what?  Build co-operative working relationships?  Clarify points of agreement and disagreement?  Promote positive attitudes towards ongoing programs and policies?  Provide accurate information about activities and plans?  Hear interests and concerns early, before they escalate?  Gather a wide range of options for solving problems or improving services?  Meet challenges?  Reduce the likelihood of delays in implementing new initatives?  Develop better solutions? 3 143 Who are your stakeholders? Potential stakeholders may include:  Community associations and neighbourhood organizations  Special interest groups  Town boards  Chairs of advisory committees or entire advisory committees  Councillors  Civic partners  Local governments  Provincial government  Federal government  Political leaders  Internal stakeholders  Non-government organizations (NGOs)  Charities and service clubs  Sports and recreation groups  Business leaders and business associations  Umbrella organizations  Landowners and residents  The silent majority  Churches and religious groups  Local schools/educational institutions Of this list, it is important to consider those who may be less inclined to participate, the silent majority. Developing techniques to reach out to this less than active group can reduce the risk of alienating a large group of citizens who may not feel as comfortable engaging in the larger discussion. What is the timeline? In most cases, the earlier you involve the public in the process, the better the outcome will be. Be sure to establish reasonable and respectful deadlines for internal and external stakeholders whenever possible. How much is it going to cost? It is extremely important to clearly outline any possible costs associated with your public involvement project. Time, people, resources, travel costs, rentals, disbursements, collateral, outsourced materials and consultants, etc. should all be part of your project budget. 4 144 Inform Consult Involve Collaborate Empower Part 2 – Define your Strategy What level of involvement should you choose? Public involvement will not be the same for every initiative. In fact, it’s important that decisions about how best to involve the community are based on the project or initiative. Less involvement is appropriate when:  Interest in the policy issue is vested in one or a few interest groups  Perspectives are generally well understood and can be taken into consideration  The policy issue demands consistency with established professional or technical standards  Legislative guidelines define and/or limit the level of public involvement More involvement is appropriate when:  Several groups have an interest in the outcome of the issue  Consensus among these groups is weak and uncertain  The policy issue is value based and carries a high need for social acceptance After, identifying the scope of the project, it is important to correctly determine what level of public involvement will achieve your desired goals. Inform To provide the public with balanced and objective information to assist them in understanding the problem, alternatives, opportunities and/or solutions. Lowest level of Public Engagement Ideal level of Public Engagement Highest level of Public Engagement Source: International Association for Public Participation 5 145 Consult To obtain public feedback on analysis, alternatives and/or decisions. Involve To work directly with the public throughout the process to ensure that public concerns and aspirations are consistently understood and considered. Collaborate To partner with the public in each aspect of the decision including the development of alternatives and the identification of the preferred solution. Empower To place final decision-making in the hands of the public. How much involvement is required depends on the issue and your desired outcomes. It’s important to remember the strategies don’t typically work independently – a combined approach will undoubtedly yield the best results. The following factors can help determine which level of involvement is most suitable for a given project:  Policy/statutory requirements  Nature, complexity and risk associated with issues  Timelines  Financial implications  In-house expertise  Level of support/consensus from stakeholders/partners  Level of influence the participants expect to have  Level of support from departmental and political decision-makers To ensure an appropriate cross-section of opinion is obtained, you might choose a survey for one group and an information session for another, along with a small task force established with representative members. These techniques or others could be the mix you choose to reach and involve the most appropriate audience. A variety of these techniques will help balance the tendency for any particular stakeholders to dominate. 6 146 Four Strategies of Public Engagement To assist staff with correctly identifying an appropriate path to engage and inform the public, this guide also provides four strategies based on the desired goals of public participation. These four strategies include: 1. Inform (day-to-day) 2. Inform (specific) 3. Involve, Consult, Collaborate 4. Empower Through use of the four strategies provided, staff have the ability to gage the nature of the issue, determine the level of public participation and obtain a clear understanding of standard practices of informing the public. As such, the four pre-designed strategies attempt to reduce the risk of miscommunication and encourage clear, consistent and timely notice from the Town. Recognizing that no two situations are the same, staff are encouraged to merge categories or go above-and-beyond in their efforts to involve the public in the governing process. What strategy will you use? Preview the list of public engagement strategies found in the “Tools and Samples” portion of this guide and depending on the scope of your project, your objectives, timelines and budget, there are a number of ways to increase public participation in your process. 7 147 Part 3 – Implement your Plan Now that you have developed your goals, identified key stakeholders, and selected a public engagement strategies all the pieces should come together in a roll-out plan, including timelines. All the techniques outlined in your strategy are developed and distributed, surveys are created and managed, facilities are booked, events are co- ordinated and feedback is received and analyzed. There are many ways that staff can provide the public with opportunities to have their voice heard. Options include:  Making contact information for appropriate staff and councillors readily available  Posting up-to-date and easy-to-find information on the Town’s website  Ensuring easy and quick access to documents, reports and information citizens can use to educate themselves  Allowing the public to have early, meaningful input on key issues and projects  Creating opportunities to see their input appear in feedback papers and reports  Creating opportunities to see their input help shape decisions and influence changes in policy and project direction. 8 148 Part 4 – Reporting and Follow-up Reporting and follow-up with stakeholders in the community is key to ensuring that the project wraps up without questions or concerns. Follow-up allows for staff to evaluate whether the involvement process was successful in balancing the needs and wants of the community (and stakeholders) and the ultimate goals of the Town. Similarly, this is a critical stage in ensuring the public knows their voices were heard. When conducting follow-up and reporting of the project, consider the following points as a guide:  Acknowledge the participants who gave generously of their time, energy and expertise  Acknowledge participant contributions  Provide a record of the involvement process  Report on how the process reflects the Town’s commitments  Report on how the process reflects the Guiding Principles of this document  Demonstrate that participants have been heard  Provide an outline of decisions made  Provide a record of how the final decisions were reached  Advise participants when an outcome is expected  Complete a “You said, We did” form Any report back to Council should include:  The results of the community involvement process  Background information on the objectives of the involvement  Defining the process used to involve the public  Follow-up action taken  Budgetary implications  Outline of the next steps of the project 9 149 Town of Tillsonburg Public Engagement Guidelines Tools 10 150 Tools Content 1. Strategies for Public Engagement  Strategy 1 – Inform (day-to-day)  Strategy 2 – Inform (specific )  Strategy 3 – Involve, Consult, Collaborate  Strategy 4 – Empower 2. Strategies 1-4 Matrix 3. Public Engagement Templates 11 151 Strategy 1 – Inform (day-to-day) Public Engagement  General non-arterial road maintenance (day long maximum)  Service maintenance (i.e., repairing an elevator, fixing a staircase, etc.)  Service disruptions or office/building closure  New recreational programs  Service disruptions Objective To provide the public with balanced and objective information to assist them in understanding the problem alternatives, opportunities and/or solutions. Seeks to solely inform the public and key stakeholders. Public Engagement In general, staff should use the Strategy 1 – Inform of Public Engagement to inform the public of general day-to-day operations. Such operations should be limited to no impact on residential daily activities and should be routine in nature. Due to the nature of this strategy of public engagement, there is little need to involve the public in the decision- making or planning process. Simply put, the goal of Strategy 1 is to inform the public of general maintenance to the community. The public should be informed of when the maintenance will occur, how long it will take, the geographic location, and the reason why the work is being completed. Understandably, there is no need to engage the public with mundane day- to-day functions of the municipality. Notice In all Strategy 1 – Inform cases, notice should be provided to the public at least 7 days prior to any planned work being completed. In these situations, staff are expected to reach out to the public via traditional communication mediums, including use of the Town website, local newspaper, social media, and in limited circumstances notice to Council. Le s s P u b l i c E n a g e m e n t 12 152 Strategy 2 – Inform (specific) Public Engagement  General non-arterial road maintenance (lasting longer than a day)  Major arterial road maintenance (lasting longer than a day)  Minor changes on municipal property that may affect adjacent property owners Objective To provide the public with balanced and objective information to assist them in understanding the problem alternatives, opportunities and/or solutions. Seeks to solely inform the public and key stakeholders. Public Engagement Strategy 2 – Inform is best used when a particular issue will affect a relatively small number of residents or a small geographic location. While the issue or project may be considered as routine in nature, there will be a slight impact on a particular community, which may impact the day-to-day activities of citizens. While little public engagement is considered, staff should make a conscious effort to ensure residents and business owners are well aware of timelines and possible delays in their daily activities. Still, the objective of Strategy 2 – Inform is not to consult, involve or collaborate with the public, but rather to share information to satisfy any possible omissions of public notice. Ideally, staff should engage in face-to-face communication with the limited number of residents and business owners who may be effected. Similar to Strategy 1 – Inform, use of traditional communication mediums should be utilized, such as the Town website, local newspaper, social media, written notices, and in limited circumstances notice to Council. Particular attention should be provided to effectively communicate any possible issues that may delay the day-to-day activities of citizens and business. Notice In all Strategy 2 – Inform cases, notice should be issued at least 14 days prior to the project start date. In such cases, staff are expected to actively notify citizens and business leaders who may be directly affected by the project. Notification is suggested via verbal face-to-face communication, as well as issuing written notices that include the project scope and details. 13 153 Strategy 3 – Involve, Consult, Collaborate  Making changes to cultural or historically significant municipal “treasures”  Selling of municipal assets  Development or redevelopment of municipal lands  Planning of celebrations Objective To obtain public feedback on analysis, alternatives and/or decisions. To work directly with the public throughout the process to ensure that public concerns and aspirations are consistently understood and considered. To partner with the public in each aspect of the decision including the development of alternatives and the identification of the preferred solution. Seeks to consult, involve or collaborate with the community and key stakeholders. Public Engagement Strategy 3 – Involve, Consult and Collaborate process promotes a significantly more proactive approach to public engagement. This Strategy of public engagement should be used for high priority issues that will affect a large number of individuals in the community. Strategy 3 public engagement covers issues that may be considered contentious in the community. When in doubt, department Directors and the CAO should be consulted for guidance. Similarly, Strategy 3 public engagement covers issues that may impact the health and safety of members of the public, or interrupt day-to-day living in the Town. Depending on the issue or project, staff may be required to consult the public, which includes receiving feedback, analysis, and providing alternatives to the community. In these situations, the public is to be given an opportunity to preview any proposed plans or options, and submit questions or comments to staff. As a recommended option, staff should make themselves available to the public via information sessions. Information sessions should be well advertised, timely, and accessible to all citizens. Special attention should be made to ensure all relevant material is distributed or made available to the public prior to the open house. Additionally, staff should be made available at any public information session to record questions or comments the public may have. 14 154 Notice In all Strategy 3 – Involve, Consult and Collaborate cases, notice should be issued at least 30 days prior to the project start date. In such cases, the need for active participation by the public is of utmost importance. Staff are expected to actively notify citizens and business leaders who may be directly affected by the project. Notification is suggested which utilises multiple communication techniques as outline under the Public Engagement Spectrum. 15 155 Strategy 4 – Empower Public Engagement  General Municipal Election  Referendum or “Question on a ballot”  Ballots  Delegated decision-making Objective To place final decision-making in the hands of the public. Seeks to empower the community and key stakeholders. Public Engagement Strategy 4 – Empower is significantly different than the other levels of public engagement. Here, we see the decision-making power shifted from Council and staff to the people. In these situations, the public are directly and solely responsible for making the decision. Good examples of empowerment include referendums or “questions on the ballot”, elections, or delegated decision-making. In practice, the ability to empower the people falls within the responsibility and the power of Council. Naturally, Council and its members are the chief decision-makers within the Town. As a result, Council must relinquish its decision-making autonomy to the people. In many cases, legislative. When using empowerment as a form of public engagement, special consideration should be given to providing all the appropriate information in a timely manner. The public should be given at least 30 days to review all applicable documentation. Notice In all Strategy 4 – Involve, Empower cases, notices should be issued at least 30 days prior to the project start date. Empower notices are legislated under the Municipal Elections Act. In such cases, there are very specific notice requirements for any use of “Question on the ballot”. The same can be said for calling a referendum, which requires Council’s support and initiation. Still, some techniques like delegated decision-making do not have a set of legislated guidelines, meaning professional discretion must be used. Where Council has delegated the authority to make a decision to another body (a task-force or Council Committee), ample time should be given to provide for consideration of the issue. 16 156 Public Engagement Tools Fact Sheets Intended for information dissemination among the community. Fact sheets indicate a problem statement, all known relevant information, financial statements/projections, and the contact information for the applicable staff. Fact sheets can be produced as a proactive or reactive approach to a given issue. May be used to correct misinformation being shared among citizens. Website Intended for information dissemination among the community on a given issue. Websites can indicate a problem statement, all known relevant information, financial statements/projections, and the contact information for the applicable staff. Unlike Fact Sheets, the website can be used to attach large PDF documents that are impractical for printing. Surveys Surveys can be used to gauge public opinion. Surveys should be clear and concise, and include standard scaling(i.e. 1-5). Surveys should be accompanied by a Fact Sheet. Includes predetermined answers for given questions. Deliberative Polling (sampling) Similar to surveys, deliberative polling (or sampling) gauges public opinion on a given issue. The typical deliberative opinion poll takes a random, representative sample of citizens and engages them in deliberation on a current issue. Choosing a random, representative group of citizens allows for an accurate reflection of public opinion. This can be done easily by sending staff into the public to engage in conversation with random citizens. Should also be accompanied by a Fact Sheet. Public Comment Forms Similar to surveys, public comment forms gauge public opinion on an issue. Unlike surveys, public comment forms do not need to include predetermined answers to a question. The focus of public comment forms is to receive the exclusive opinions of the public in a greater level of detail. Public comment forms should be accompanied by a Fact Sheet. 17 157 Council Advisory Committees The Town of Tillsonburg has a variety of Council Advisory Committees that should be consulted when deliberating on an issue facing the community. Many of the Committees can be used to address specific concerns with a Town initiative, policy, or issue. For instance, where possible the Accessibility Advisory Committee should be consulted when moderations are made to Town facilities (buildings, parks, etc.). Similarly, the Heritage, Beautification and Cemetery Committee should be consulted when changes are proposed to Town assets that may be viewed as historically or culturally significant. Staff should consider consulting at least one committee when addressing a large issue. Information Session An information session provides an opportunity for staff to showcase the history or background of a given issue, and usually provides various options or solutions to the issue. Information sessions should be well organized and provide an opportunity to receive feedback from the public. Notice is essential to ensure the public has ample time to prepare and schedule for the session (complaints are always received that staff do not provide enough notice for any kind of meeting, so advance notice is key). Workshops Workshops should be used when there are broad arrays of possible outcomes. A good example of when a workshop works best is redesigning a public space, or planning a new public building. Workshops encourage citizens to be part of the planning process and explicitly request public input before making a decision. Focus Groups Focus groups provide an opportunity for the public to voice their opinions and attitudes towards a specific issue. Questions are asked in an interactive group setting where participants are free to talk with other members. The advantage of focus groups is the relatively low cost and quick method to gauge public opinions. In some situations, focus groups do not require fact sheets, as the staff can propose hypothetical questions to the group prior to taking on a project or an initiative. 18 158 Samples Content 1. Sample Facts Sheet 2. Sample Public Notice 3. Sample “You said, we did” 4. Sample Budget Consideration Form 19 159 Types of Public Engagement Goal(s) Public Notice Options Timeframe of Public Notification Suggested methods of Public Engagement Strategy 1 – for issues or initiatives that are low priority, have a limited community affect, considered “routine” in nature, and affect a limited group of residents. To provide the public with balanced and objective information to assist them in understanding the problem alternatives, opportunities and/or solutions. Seeks to solely inform the public and key stakeholders. Recommended tools for notice:  Mailed letters  Emails to stakeholders  Town website  Social media 7 Days  Fact sheets  Website  Social Media Strategy 2 – for issues or initiatives that are low priority, are considered “routine” in nature, affects a greater number of residents, and had a greater effect on the community. To provide the public with balanced and objective information to assist them in understanding the problem alternatives, opportunities and/or solutions. Seeks to solely inform the public and key stakeholders. Recommended tools for notice:  Mailed letters  Emails to stakeholders  Town website  Social media  Local paper  Open house 14 Days  Fact sheets  Website  Public comment forms  Open houses  Social Media Strategy 3 – for issues or initiatives that are high priority, affects a great number of citizens in the community, is controversial, and impacts the health and/or public safety of the community. Is not considered “routine” in nature. Consult: To obtain public feedback on analysis, alternatives and/or decisions. Involve: To work directly with the public throughout the process to ensure that public concerns and aspirations are consistently understood and considered. Collaborate: To partner with the public in each aspect of the decision including the development of alternatives and the identification of the preferred solution. Seeks to consult, involve or collaborate with the community and key stakeholders. Recommended tools for notice:  Mailed letters  Emails to stakeholders  Town website  Social media  Local paper  Posters/flyers  Mobile sign(s)  TV screens at town facilities  Public information sessions (multiple)  Public information booths 30 Days  Fact sheets  Website  Public comment forms  Surveys  Focus groups with key stakeholders  Workshops  Deliberative polling (sampling)  Council advisory committees  Consensus-Building  Participatory decision- making  Social Media Strategy 4 – for issues or initiatives that place the decision- making directly with citizens and key stakeholders. To place final decision-making in the hands of the public. Seeks to empower the community and key stakeholders. Recommended tools for notice:  Mailed letters  Emailed to stakeholders  Town website  Social media  Local paper  Posters/flyers  Mobile sign(s)  TV screens at town facilities  Public information sessions (multiple)  Public information booths  Voter Notification Cards 30 Days  Fact sheets  Public comment forms  Surveys  Deliberative polling (sampling)  Delegated decision- making  Ballots  Referendum/”Question on the ballot”  Social Media 20 160 FACTSHEET [PROJECT TITLE] [Insert all relevant information, including:  State the issue, problem, or reason for issuing a factsheet  Staff reports, studies, or consultations which has been undertaken as a result of the issue  Financial information including costs of project and/or costs of various options  Mention best practices from other municipalities  Feasibility of various options  Note any actions taken by staff or directions given  sourcing of any academic material used Use the factsheet to share all possible information known. Do not include:  Project timelines  Definitive financial promises (never promise, always estimate the cost of a project)  Statistics that are not from a reputable source  Staff information without prior consent.  Promises made by Council  Impact on the community/neighbourhood ______________________________________________________________________ For additional information on this project, contact: [Name] [Job Title] Town of Tillsonburg, [Department Name] [Phone number (Ext.)] [E-mail address]  [Insert quick fact]  [Quick note, two sentences maximum]  [Percentages and statistics appropriate] SAMPLE 21 161 PUBLIC NOTICE The Corporation of the Town of Tillsonburg Corporate Office 200 Broadway, 2nd Floor Tillsonburg, ON N4G 5A7 Purpose of Notice [Describe why a public notice is being posted and/or delivered] Date(s) and Time(s) of Public Meeting(s) or Information Session(s) Date Location Time Map or Illustration [A description of the subject land, a key map showing the subject land, or an explanation why no description or key map is provided] Additional Information [Where and when additional information and material will be available to the public for inspection] For additional information, please contact: [Name] [Job Title] Town of Tillsonburg, [Department Name] [Phone number (Ext.)] [E-mail address] Personal information collected and recorded at the public meeting or submitted in writing on this subject is collected under the authority of the Municipal Act, 2001, as amended and will be used by members of Council and Town staff in their consideration of the application. The written submissions including names and contact information and the report of the public meeting will be made available to the public. Questions about this collection should be referred to the Clerk at 519-688-3009. SAMPLE 22 162 “YOU SAID, WE DID” You Said We Did Further Details New public pool at Community Centre Updated the colours and “modernized” the existing pool at the Community Centre Replacing the existing pool at the community centre is not within the Town’s budget. Modernizing the décor and updating a few of its features invigorated the existing building and pool. SAMPLE 23 163 Budget Considerations Preapproved Budget: Yes No Operating Funds Capital Funds Requires Approval: Yes Purchasing Policy Reviewed (Compliance) Yes Potential Cost Proposed Budget Actual Costs Variance Staffing $ $ $ Consulting Fees $ $ $ Data Gathering (Polls, surveys, online tools) $ $ $ Technical Requirements (Software, equipment) $ $ $ Meeting Logistics (facilities, food/drinks, equipment rental) $ $ $ Communication Costs (advertising, web development, design fees, print materials, presentation materials, postage) $ $ $ Participant Costs (Transportation, translation/interpretation) $ $ $ TOTAL $ $ $ SAMPLE 24 164 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3880 A BY-LAW to adopt the Town of Tillsonburg Public Engagement Policy & Guidelines. WHEREAS Section 270(1) of the Municipal Act, 2001 states that a municipality shall adopt and maintain policies with respect to the manner in which the municipality will try to ensure that it is accountable to the public for its actions, and the manner in which the municipality will try to ensure that its actions are transparent to the public. WHEREAS the Council of the Corporation of the Town of Tillsonburg is desirous of adopting the Public Engagement Policy & Guidelines. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the Town of Tillsonburg Public Engagement Policy & Guidelines attached hereto as "Schedule A" is hereby adopted and forms part of this by-law. 2. AND THAT this by-law comes into force and effect upon passing. Read a First and Second Time this 9th day of February, 2015. Read a Third and Final Time and passed this 9th day of February, 2015. ______________________________ Mayor – Dave Beres ______________ _____________________________________ Clerk – Donna Wilson 165 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: COMMUNITY IMPROVEMENT PLAN APPLICATION – 8 ROUSE ST Report No.: DCS 15-04 Author: CEPHAS PANSCHOW Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 9, 2015 Attachments: APPLICATION-8 ROUSE ST RECOMMENDATION: “THAT Council receive Report DCS 15-04 Community Improvement Plan Application – 8 Rouse St; AND THAT the Community Improvement Plan Application for the 8 Rouse St property be approved including rebates for applicable Building Permit fees and Assessment Rebates and subject to 2015 Budget funding.” EXECUTIVE SUMMARY The purpose of this report is to seek Council approval to provide Building Permit fee and tax rebates to the owner of the 8 Rouse St property in order to support the relocation of Systemair/Change’Air to the Town of Tillsonburg. Systemair’s investment included the purchase of the 8 Rouse St property and enabled the consolidation of their head office and warehousing locations, employment of 40 people, and the creation of Research & Development department/employment. The application has been made in accordance with the Gateway Community Improvement Plan. 166 BACKGROUND INFORMATION Tillsonburg Economic Development started working with Systemair in June of 2012 when they were seeking space to consolidate their operations following their then recent acquisition of Change’Air. Unfortunately, the investment opportunity was closed as the owner of the 8 Rouse St property came to an agreement with another property. However, in June of 2013 staff became aware that this offer may not close and was able to facilitate Systemair’s interest in that property. On June 25, 2013, Senior Staff and the Development Commissioner met with company representatives and advised as to the benefits of locating in the Town of Tillsonburg, including those offered through the Community Improvement Plan. Subject Property – 8 Rouse St Subseqent to this, In Camara Report DCS 13-72 Change' Air/Systemair Investment Support was provided to Council and staff advised of the Community Improvement Plan application that had been received and that would be brought forward to Council. The application was delayed in being brought forward to Council due staffing changes and a change in plans in terms of deciding not to wait until the assessment increase was captured by the Municipal Property Assessment Corporation (MPAC). Page 2 / 4 CAO 167 The Gateway Community Improvement Plan offers the following rebates to investors who invest within the approved area:  Building Permit fees;  Local Development charges (if applicable);  Assessment rebates. The application (see attached) has been made for Building/Development fees and the Assessment Rebate programs. The property tax increment rebate applies to the Municipal and Business Improvement Area Levy but not the Education (Provincial) component of the tax bill. The Assessment Rebate Grant is 80% of the increase in the municipal and BIA taxes in year 1, decreasing to 60% in year two, 50% in year three, 40% in year four and 30% in year five with full property taxes being payable in year 6. Since the application was made prior to the County of Oxford approving their Community Improvement Program for Tillsonburg, this application is not eligible for property tax rebates for the County portion of the tax bill. CONSULTATION/COMMUNICATION The application and staff report have been reviewed with the Building/Planning and Finance Departments. FINANCIAL IMPACT/FUNDING SOURCE The property was assessed $1,008,750 in 2013 and this will be used as the base assessment for the Assessment Rebate Program. Until the property is re-assessed by the Municipal Property Assessment Corporation, the actual change in assessed value as well as any assessment rebate amounts will not be known. The Building Permit fees paid in 2013 are detailed as follows: Permit Value T2013-262 $45 T2013-293 $585 T2013-316 $135 TOTAL $765 Due to the delay in bringing forward this application to Council, there will be an impact to taxation in terms of rebating the Building Permit Fees. An amount has been included in the revised 2015 Budget and any rebates approved by Council would be subject to 2015 Budget approval. Page 3 / 4 CAO 168 It should be noted that building permits are often open across multiple budget years, which is why a separate budget item is being included in the draft 2015 Budget. In terms of the Property Tax Assessment Rebate, there will be no impact to taxation as the Town would simply rebate the increase in municipal/BIA taxes for the increased assessment and paid by the property owner. The Town would experience lower revenues until such time as the rebates expire. Page 4 / 4 CAO 169 170 171 172 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: COMMUNITY IMPROVEMENT PLAN APPLICATION – 157 to 165 TILLSON AVE Report No.: DCS 15-05 Author: CEPHAS PANSCHOW Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 9, 2015 Attachments: APPLICATION-157 TO 165 TILLSON AVE RECOMMENDATION: “THAT Council receive Report DCS 15-05 Community Improvement Plan Application – 157 to 165 Tillson Ave; AND THAT the Community Improvement Plan Application for the 157 to 165 Tillson Ave property be approved including rebates for applicable Building Permit/ Development Charges and property tax rebates and subject to 2015 Budget funding.” EXECUTIVE SUMMARY The purpose of this report is to seek Council approval to provide development fee and tax rebates to the owner of the 157 to 165 Tillson Ave property, which will support the redevelopment of the property into a mixed use commercial/residential building. The application has been made in accordance with the Dereham Forge Community Improvement Plan. BACKGROUND INFORMATION The 157 to 165 Tillson Ave property contains an existing commercial building that was formerly Tillsonburg’s most derelict property. The historical use of the property was industrial and it have fallen into a state of disrepair over the past 20 plus years. E & E McLaughlin Ltd purchased the property in 2013 and have invested significant funds in rehabilitating and improving the property. 173 Subject Property – 157 to 165 Tillson Ave The Dereham Forge Community Improvement Plan offers the following rebates to residential investors who invest within the approved area:  Building Permit fees;  Development charges (if applicable);  Façade Improvement Loan;  Second Storey Residential Loan; and,  Assessment rebates. The application has been made for Building/Development fees and Assessment Rebate components of the program. The application was delayed in being brought forward to Council due staffing changes and a change in plans in terms of deciding not to wait until the assessment increase was captured by the Municipal Property Assessment Corporation (MPAC). Page 2 / 4 CAO 174 Section 7.2.1 of Bylaw 3655 (Downtown Area CIP) provides a rationale for offering these rebates, which are intended to offset the higher costs of retrofitting older buildings to meet current standards. This section also supports offering higher assessment rebates for renovation projects. The CIP provides for the rebate of building permit and related planning (variance, site plan, and rezoning) fees. The property tax increment rebate applies to the Municipal and Business Improvement Area Levy but not the Education (Provincial) component of the tax bill. The Assessment Rebate Grant is 80% of the increase in the municipal and BIA taxes in year 1, decreasing to 60% in year two, 50% in year three, 40% in year four and 30% in year five with full property taxes being payable in year 6. The application is also eligible for property tax rebates for the County portion of the tax bill as per the approved County Community Improvement Program. CONSULTATION/COMMUNICATION The application and staff report have been reviewed with the Building/Planning and Finance Departments. FINANCIAL IMPACT/FUNDING SOURCE The property was assessed $269,250 in 2013 and this will be used as the base assessment for the Assessment Rebate Program. Until the property is re-assessed by the Municipal Property Assessment Corporation, the actual change in assessed value as well as any assessment rebate amounts will not be known. The Building Permit fees paid in 2012 and 2013 related to this redevelopment project are detailed as follows: Permit Value T2012-239 $45 T2012-299 $135 T2012-323 $135 T2013-242 $4,212 TOTAL $4,527 Due to the work being completed over two calendar years, there will be an impact to taxation in terms of rebating the Building Permit Fees. An amount has been included in the revised 2015 Budget and any rebates approved by Council would be subject to 2015 Budget approval. It should be noted that building permits are often open across multiple budget years, which is why a separate budget item is being included in the draft 2015 Budget. Page 3 / 4 CAO 175 In terms of the Property Tax Assessment Rebate, there will be no impact to taxation as the Town would simply rebate the increase in municipal/BIA taxes for the increased assessment and paid by the property owner. The Town would experience lower revenues until such time as the rebates expire. Page 4 / 4 CAO 176 177 178 179 180 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: COMMUNITY IMPROVEMENT PLAN APPLICATION – 102 KING ST Report No.: DCS 15-06 Author: CEPHAS PANSCHOW Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 9, 2015 Attachments: APPLICATION-102 KING ST RECOMMENDATION: “THAT Council receive Report DCS 15-06 Community Improvement Plan Application – 102 King St; AND THAT the Community Improvement Plan Application for the 102 King St property be approved including rebates for applicable Building Permit and Assessment fees and subject to 2015 Budget funding.” EXECUTIVE SUMMARY The purpose of this report is to seek Council approval to provide development fee and tax rebates to the owner of the 102 King Street property, which will support the redevelopment of the property into a day care facility. The application has been made in accordance with the Dereham Forge Community Improvement Plan. BACKGROUND INFORMATION The 102 King Street property contains an existing one and half storey commercial building that was previously used by a siding contracting company. The owners of the property have redeveloped the property to accommodate a non-profit day care operation. 181 Subject Property – 102 King St The Dereham Forge Community Improvement Plan offers the following rebates to residential investors who invest within the approved area:  Building Permit fees;  Development charges (if applicable);  Façade Improvement Loan;  Second Storey Residential Loan; and,  Assessment rebates. The application has been made for Building/Development fees and the Assessment Rebate programs. Section 7.2.1 of Bylaw 3655 (Downtown Area CIP) provides a rationale for offering these rebates, which are intended to offset the higher costs of retrofitting older buildings to meet current standards. This section also supports offering higher assessment rebates for renovation projects. The CIP provides for the rebate of building permit and related planning (variance, site plan, and rezoning) fees. Page 2 / 3 CAO 182 The property tax increment rebate applies to the Municipal and Business Improvement Area Levy but not the Education (Provincial) component of the tax bill. The Assessment Rebate Grant is 80% of the increase in the municipal and BIA taxes in year 1, decreasing to 60% in year two, 50% in year three, 40% in year four and 30% in year five with full property taxes being payable in year 6. Since the application was made prior to the County of Oxford approving their Community Improvement Program for Tillsonburg, this application is not eligible for property tax rebates for the County portion of the tax bill. CONSULTATION/COMMUNICATION The application and staff report have been reviewed with the Building/Planning and Finance Departments. FINANCIAL IMPACT/FUNDING SOURCE The property was assessed $82,000 in 2013 and this will be used as the base assessment for the Assessment Rebate Program. Until the property is re-assessed by the Municipal Property Assessment Corporation, the actual change in assessed value as well as any assessment rebate amounts will not be known. The Building Permit fees paid in 2013 are detailed as follows: Permit Value T2013-244 $135 T2013-299 (including plumbing permit) $924 TOTAL $1,059 Due to the delay in bringing forward this application to Council, there will be an impact to taxation in terms of rebating the Building Permit Fees. An amount has been included in the revised 2015 Budget and any rebates approved by Council would be subject to 2015 Budget approval. It should be noted that building permits are often open across multiple budget years, which is why a separate budget item is being included in the draft 2015 Budget. In terms of the Property Tax Assessment Rebate, there will be no impact to taxation as the Town would simply rebate the increase in municipal/BIA taxes for the increased assessment and paid by the property owner. The Town would experience lower revenues until such time as the rebates expire. Page 3 / 3 CAO 183 184 185 186 187 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: COMMUNITY IMPROVEMENT PLAN APPLICATION – 102 KING ST Report No.: DCS 15-06 Author: CEPHAS PANSCHOW Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 9, 2015 Attachments: APPLICATION-102 KING ST RECOMMENDATION: “THAT Council receive Report DCS 15-06 Community Improvement Plan Application – 102 King St; AND THAT the Community Improvement Plan Application for the 102 King St property be approved including rebates for applicable Building Permit and Assessment fees and subject to 2015 Budget funding.” EXECUTIVE SUMMARY The purpose of this report is to seek Council approval to provide development fee and tax rebates to the owner of the 102 King Street property, which will support the redevelopment of the property into a day care facility. The application has been made in accordance with the Dereham Forge Community Improvement Plan. BACKGROUND INFORMATION The 102 King Street property contains an existing one and half storey commercial building that was previously used by a siding contracting company. The owners of the property have redeveloped the property to accommodate a non-profit day care operation. 188 Subject Property – 102 King St The Dereham Forge Community Improvement Plan offers the following rebates to residential investors who invest within the approved area:  Building Permit fees;  Development charges (if applicable);  Façade Improvement Loan;  Second Storey Residential Loan; and,  Assessment rebates. The application has been made for Building/Development fees and the Assessment Rebate programs. Section 7.2.1 of Bylaw 3655 (Downtown Area CIP) provides a rationale for offering these rebates, which are intended to offset the higher costs of retrofitting older buildings to meet current standards. This section also supports offering higher assessment rebates for renovation projects. The CIP provides for the rebate of building permit and related planning (variance, site plan, and rezoning) fees. Page 2 / 3 CAO 189 The property tax increment rebate applies to the Municipal and Business Improvement Area Levy but not the Education (Provincial) component of the tax bill. The Assessment Rebate Grant is 80% of the increase in the municipal and BIA taxes in year 1, decreasing to 60% in year two, 50% in year three, 40% in year four and 30% in year five with full property taxes being payable in year 6. The application is also eligible for property tax rebates for the County portion of the tax bill as per the approved County Community Improvement Program. CONSULTATION/COMMUNICATION The application and staff report have been reviewed with the Building/Planning and Finance Departments. FINANCIAL IMPACT/FUNDING SOURCE The property was assessed $82,000 in 2013 and this will be used as the base assessment for the Assessment Rebate Program. Until the property is re-assessed by the Municipal Property Assessment Corporation, the actual change in assessed value as well as any assessment rebate amounts will not be known. The Building Permit fees paid in 2013 are detailed as follows: Permit Value T2013-244 $135 T2013-299 (including plumbing permit) $924 TOTAL $1,059 Due to the delay in bringing forward this application to Council, there will be an impact to taxation in terms of rebating the Building Permit Fees. An amount has been included in the revised 2015 Budget and any rebates approved by Council would be subject to 2015 Budget approval. It should be noted that building permits are often open across multiple budget years, which is why a separate budget item is being included in the draft 2015 Budget. In terms of the Property Tax Assessment Rebate, there will be no impact to taxation as the Town would simply rebate the increase in municipal/BIA taxes for the increased assessment and paid by the property owner. The Town would experience lower revenues until such time as the rebates expire. Page 3 / 3 CAO 190 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: AIRPORT HANGAR LAND LEASE Report No.: DCS 15- 09 Author: ANNETTE MURRAY Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 9, 2015 Attachments: LEASE-RICHER RECOMMENDATION: “THAT Council receive Report DCS 15-09 Airport Hangar Land Lease AND THAT the Mayor and Clerk be authorized to enter into a lease agreement with Danny Richer for the construction of a 3,600 square foot hangar at the Tillsonburg Regional Airport for a twenty (20) year term expiring on December 31, 2035 subject to the terms and conditions contained within the lease agreement.” EXECUTIVE SUMMARY The purpose of this report is to obtain Council approval for a land lease to enable the construction of a new, 3,600 Square Foot hangar at the Tillsonburg Regional Airport, which will support increased activity and revenues. BACKGROUND INFORMATION Council approved the following resolution at their February 11, 2013 meeting: RESOLVED THAT Council receive report DCS 13-06, Airport Hangar Land Lease; FURTHER RESOLVE THAT the Mayor and Clerk be authorized to enter into a lease agreement with Danny Richer for the construction of a 7,200 square foot hangar at the Tillsonburg Regional Airport for a twenty (20) year term expiring on December 31, 2033 subject to the terms and conditions contained within the lease agreement. This enabled the construction of the largest private hangar at the airport and resulted in the relocation of five aircraft to the Tillsonburg Regional Airport. 191 Subsequent to this, Mr. Richer expressed interest in constructing a second hangar south of his existing hangar in order to accommodate a larger, twin engine aircraft. The proposed hangar would be 3,600 square foot in size. If approved, this will be the 18th hangar constructed at the airport. Mr. Richer would like to start construction in the spring of 2015. As Council is aware, the construction of new hangars drives revenue at the airport through both land lease and fuel fees. Increased revenue supports the Corporation’s goal of decreasing the net levy requirement for Airport operations. In order to support this goal, staff will continue their business development efforts both in terms of seeking out additional opportunities to expand the airport tenant base as well as potential partnership connections. PROPOSED HANGAR LOCATION AND CONFIGURATION Page 2 / 3 CAO 192 CONSULTATION/COMMUNICATION The lease agreement is based on the standard lease template developed in consultation with Mandryk Stewart & Morgan and the proposed location has been reviewed with CJDL Engineering. FINANCIAL IMPACT/FUNDING SOURCE The lease has been calculated at a rate of $0.29 per square foot annually, which is the current hangar land lease rate as approved by Council on September 9, 2013. Based on a 3,600 square foot hangar size, the proposed revenue will be $1,044 plus HST annually. The tenant has agreed to pay to connect hydro service to the hangar as well as any costs for lot grading if required. Property taxes are also paid for by the tenant. In addition to this, the tenant would be required to pay an Airport Infrastructure Fee of $500 in accordance with the Rates & Fees Bylaw. APPROVALS Author Name/Signature ANNETTE MURRAY Date: January 9, 2015 Development Commissioner Name/Signature CEPHAS PANSCHOW Date: January 23, 2015 Finance Name/Signature DARRELL EDDINGTON Date: January 23, 2015 Page 3 / 3 CAO 193 194 195 196 197 198 199 200 201 202 203 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: LEASE OF AIRPORT OFFICE SPACE Report No.: DCS 15-11 Author: ANNETTE MURRAY Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 9, 2015 Attachments: LEASE – AIRPORT OFFICE SPACE RECOMMENDATION: “THAT Council receive Report DCS 15-11 Lease of Airport Office Space; AND THAT Council approve the lease of office space in the Air Terminal Building Basement to the Tillsonburg Flying School for the period of January 1, 2015 and ending December 31, 2019 at a price of $260 per month plus Harmonized Sales Tax (H.S.T.), subject to the terms and conditions contained in this report; AND THAT a bylaw be brought forward in this regard.” EXECUTIVE SUMMARY The purpose of this report is to seek Council approval to enter into a lease agreement with the Tillsonburg Flying School for new office space in the Airport Terminal basement for a 5 year period commencing January 1, 2015 and expiring December 31, 2019. BACKGROUND INFORMATION David Brandon has been leasing one office in the Air Terminal Building for the purpose of operating a flying school since May of 2010 as follows:  Original Lease – May 3, 2010 to December 31, 2010  Subsequent Lease – January 1, 2011 to December 31, 2011  Most Recent Lease – January 1, 2012 to December 31, 2014 204 The Tillsonburg Flying School has experienced significant growth over the past four years and they now operate two planes with two instructors with plans to continue to expand. The Tillsonburg Flying School operates out of a single office contained with the Airport Terminal Building and comprising of approximately 156 square feet (SF). With an additional instructor and students, it has become increasingly difficult to operate out of the small office. Hence, Mr David Brandon, as owner/operator of the Tillsonburg Flying School, has made a request to the Town to relocate his office to the basement of the Airport Terminal Building. A partial wall along with a door into the new office is required to accommodate the relocation of the flight school to the basement. These leasehold improvements are at the cost of the tenant who will also be supplying the display counter. In order to ensure the efficient use of the remainder of the basement space, a separate meeting room is required which is at the Town’s cost. This will ensure the meeting room can still be rented out and or used by the Town. One of the benefits of accommodating the relocation of the flying school to the basement is that it frees up the main floor office for either (1) potential use as a customs office without the cost associated to provide a similar office in the basement or (2) the relocation of staff offices, which could enable a larger area to be leased to the café in the future. Table 1 compares the existing and proposed leases. Table 1 – Lease Comparison Existing Lease Proposed Lease Area 156 Square Feet 200 Square Feet Lease rate $2,760 Annually ($230/month) $3,120 Annually ($260/month) Lease rate Per Square Foot (PSF) $17.69 $15.60 Provisions Included in Annual Rent as Additional Costs  Utilities (heat, hydro and water)  Wireless internet access  Furnishings (desk & chair)  1 airplane tiedown  Occasional use of boardroom  Property taxes  Utilities (heat, hydro and water)  Wireless internet access  Use of basement common area Provisions in addition to Annual Rent (PAYABLE BY THE LESSEE)  Phone  Point of Sale system  Insurance  Property taxes  Airplane tiedown (s)  Furnishings (desk & chair)  Phone  Point of Sale system  Insurance Page 2 / 5 CAO 205 The lease rate per square foot is lower for the basement as basement or second floor space is generally offered at a significant discount in the Tillsonburg market. Based on research conducted with local real estate agents, it was determined that a base rent of $6 per square foot was reflective of the market. The existing lease rate included taxes and only $2.50 PSF for Other Costs (building maintenance items like heat, hydro, water, and supplies) whereas the proposed lease has $9.60 PSF for Other Costs and also does not include property taxes, which would be payable by the tenant instead and in addition to the lease rate. Table 2 – Rental Rate Comparison Existing Lease Proposed Lease Base Rent $10 PSF $6 PSF Taxes $5.19 PSF N/A as payable by tenant Additional Costs $2.50 PSF $9.60 PSF Total Rent $17.69 PSF $15.60 PSF The proposed lease is more favourable to the Town as property taxes are excluded, which removes a significant and often variable amount from the lease rate. Hence, the Town will be better able to manage additional building costs and maintain net revenue from the lease. The new lease is being recommended as it will enable the Tillsonburg Flying School to continue and expand operations at the airport and support increased fuel sales, activity and lease revenue for the airport as well as additional employment for the flight school. CONSULTATION/COMMUNICATION Staff have reviewed the proposed office space and basement renovations with Mr Brandon and he has agreed to pay for the renovation costs. The lease form being used is based on the standard airport lease template and has been reviewed by Mandryk Steward & Morgan. FINANCIAL IMPACT/FUNDING SOURCE The lease revenue for the office space will increase from $2,760 to $3,120 annually for a total of $15,600 over the lease term. In terms of the costs for the basement renovations, since the leasehold improvements would permanently affect a Town owned asset, staff managed the formal Request for Quotation (RFQ) process with the RFQ being released on December 15, 2014 and closing on January 28, 2015. The current project schedule calls for the renovations to be completed by March 27, 2015. Page 3 / 5 CAO 206 A total of five bids for the basement renovation project were received and these are summarized in Table 3. Table 3 – Summary of Quotations Contractor Name Total Bid Price (without HST) Recommendation Grassmere Construction $7,550 Recommended by staff Grand River Contracting $15,670.17 PK Construction $15,888 Reid & Deleye Contractors $16,900 Mycon Construction $18,080 Should Council approve the new lease, staff will be awarding the project to Grassmere Construction as they are both the lower bidder as well as the original builder of the airport terminal building in 2010. As indicated above, the tenant will be responsible for the costs of constructing a new office in the basement and the Town will be responsible for the costs of the new wall for the boardroom, which is estimated at approximately $2,000). This amount would be funded out of the Customs Office amount in the Capital budget. The lease revenue would be allocated to the Tillsonburg Regional Airport Operating Budget. Page 4 / 5 CAO 207 APPENDIX A – AIRPORT TERMINAL BUILDING BASEMENT RENOVATIONS Page 5 / 5 CAO 208 THIS AGREEMENT made in quadruplicate this ____ day of February, 2015. BETWEEN: THE CORPORATION OF THE TOWN OF TILLSONBURG, Here in after called the Lessor, of the First Part, -and- David Brandon, operating as the Tillsonburg Flying School, Here in after called the Lessee, of the Second Part, AND WHEREAS the Lessor owns the Tillsonburg Regional Airport, including the Air Terminal Building, AND WHEREAS the Lessor is desirous of renting office space in the Air Terminal Building basement to enable the ongoing operation and expansion of a flight school at the Tillsonburg Regional Airport; NOW THEREFORE THE PARTIES, in consideration of the mutual covenants and agreements hereinafter set out, hereby agree as follows: 1. DEFINITIONS a. “Premises” shall mean the Tillsonburg Municipal Airport auxiliary office space to which this Agreement applies. b. “Facility” shall mean the Air Terminal Building in its entirety. 2. PREMISES The " Premises" consists of approximately 200 square feet, more or less, on the basement floor of the "Building", known municipally as 244411 Airport Road, in the Township of South-West Oxford, Province of Ontario, as shown outlined on the plan attached as Schedule A. The lease also includes the occasional use of the boardroom and common area for training purposes subject to approval in advance by the Airport Administrator, acting reasonably. 3. LEASE TERM The Lease Term is effective beginning January 1, 2015 and ending December 31, 2019, unless terminated under the provisions of Paragraphs 22 or 23, as applicable. The Lease Term can be extended for an additional one (1) year, subject to approval by the Lessor in their sole and absolute discretion, upon receipt by the Lessor of written notice thirty (30) days prior to the expiration date (December 31, 2019). If accepted by the Lessor within forty-five days, the same rates and terms shall apply except that the contract shall be amended to extend the termination date. 1 209 4. RENT The Lessee covenants to pay annual rent to the Lessor of $3,120 ($260 per month) plus H.S.T. and any other applicable services tax that may accrue on account of the Lessor collecting rent during the Term of this Lease. The rent shall be payable monthly on the last day of each month during the term of the lease. The Lessor shall commence payments on July 1 2015. The Lessor and the Lessee agree that this rental rate is similar in form to a gross lease and includes costs related to electricity and heating/cooling but not costs, including connection fees, for other utility services such as phone/internet. Notwithstanding this, the Lessee agrees to pay as Additional Rent: business taxes, real estate taxes and licenses if applicable. Additional Rent shall be payable as per the terms containing upon notice provided by the Lessor in writing. All payments to be made by the Lessee pursuant to this Lease are to be in Canadian funds by bank draft, money order or cheque payable to the Lessor and shall be delivered to the Lessor at the Lessor’s address for service or to such other place as the Lessor may from time to time direct in writing. Rent in arrears and all sums paid by the Lessor for expenses incurred which should have been paid by the Lessee shall bear interest from the date payment was due, or made, or expense incurred at a rate per annum equal to the prime commercial lending rate of the Lessor’s bank plus two (2) per cent. The Lessee acknowledges and agrees that the payments of Rent and Additional Rent provided for in this Lease shall be made without any deduction for any reason whatsoever unless expressly allowed by the terms of this Lease or agreed to by the Lessor in writing and no partial payment by the Lessee which is accepted by the Lessor shall be considered as other than a partial payment on account of Rent owing and shall not prejudice the Lessor’s right to recover any Rent owing. 5. ESCALATION The gross lease amount shall be fixed, save and except an instance where the Lessor experiences a significant increase in the costs related to the provision of the space. In this instance, the Lessor may, in their sole and absolute discretion, pass the whole or a portion of these costs on to the Lessee by providing sixty (60) days notice of the increases in writing. 6. WASTE REMOVAL The lessee will be responsible for the coordination and costs associated with waste removal including tipping fees, cooking oil removal, recycling, etc. 7. TELEPHONE The Lessee may install a business line and point of sale machine at his/her expense. An existing system has been installed in terminal and any connections will be made through this system. The Airport telephone is for airport usage with only limited usage allowed. 2 210 8. WALLS Walls are for airport usage. No advertising or paraphernalia are to be put on walls or hung from ceiling without approval by the Airport Administrator, in their sole and absolute discretion. 9. FACILITY CHANGES No changes, installation of signage, renovations or capital improvements shall be made by the Lessee to the office, including walls and furniture, without the written consent of the Lessor. 10. LEASEHOLD IMPROVEMENTS The Lessee acknowledges and agrees that they are responsible for any costs associated with the leasehold improvements to be made to the Facility, including, but not limited to, the walls required in order to separate the Premises from the basement common area and to separate the boardroom from the reception area for the Premises. The Leasehold Improvements shall be managed by the Lessor and coordinated with the Lessee. 11. OTHER BUSINESSES No other businesses are to be operated in conjunction with the restaurant without prior approval by the Lessor in their sole and absolute discretion. 12. REGULATION COMPLIANCE AND LEGISLATION The Lessee shall ensure all services and products provided in respect to this Contract are in accordance with and under authorization of all applicable authorities (Municipal, Provincial and Federal); including but not limited to:  The Occupational Health and Safety Act and its regulations  The Workplace Safety & Insurance Act  The Environmental Protection Act (Ontario) and its Regulations  The Ontario Fire Protection & Prevention Act The Lessor reserves the right to request authentic copies from the Lessee of any documentation relevant to the aforementioned compliance requirements. Failure to provide may result in the termination of the lease. 13. WORKPLACE SAFETY AND INSURANCE BOARD (WSIB) If applicable, the Lessee shall be required to supply a Certificate from the Workplace Safety and Insurance Board prior to the start of the contract and upon fourteen (14) days notice, if requested in writing, during the life of the contract. The Certificate shall indicate that all of the assessments the Contractor or any Subcontractor is liable to pay under the Worker's Safety Insurance Board Act or successor legislation have been paid and that they are in good standing with the Board. 3 211 14. W.H.M.I.S. REQUIREMENTS The Lessee must supply a supplier label and appropriate Material Safety Data Sheet under the W.H.M.I.S. legislation and Hazardous Material Protection Act for all controlled products to be used in conjunction with the lease and operation of the concession. Any controlled goods supplied without appropriate data sheet and proper labeling will not be allowed on site and will be immediately removed by the Lessee from the premises. 15. INSURANCE The Lessee will maintain and pay for Commercial General Liability Insurance, which coverage shall include premises and all operations to be performed by the Lessee, his/her employees, and/or agents. This insurance coverage shall be subject to limits of not less than One Million Dollars ($1,000,000.00) inclusive per occurrence for bodily injury, death and damage to property including loss of use thereof for any one occurrence. The policy shall include The Corporation of the Town of Tillsonburg as an additional insured in respect of all operations performed by or on behalf of the Lessee and the Lessee shall provide a copy of any and all policies of insurance, including renewals and terms of such policies, to the Lessor. The Insurance Policy shall not be altered, cancelled or allowed to expire or lapse, without thirty (30) days prior written notice to the Lessor. The Lessee shall be entirely responsible for the cost of any deductible. 16. LOSS OR DAMAGES It is the Lessee’s responsibility to maintain appropriate controls over the storage and safekeeping of property belonging to the Lessee and/or their staff; including, but not limited to, all inventory and monies maintained on the premises. The Lessor will not be liable for any loss or damage to the Lessee’s property stored on the premises, for any reason. The Lessee shall also indemnify and save harmless the Lessor from and against all claims, demands, loss, cost, damages, actions, suits or other proceedings by whomsoever made, brought or prosecuted by, or attributed to any such damages, injury or infringement as a result of activities under this Contract. 17. DAMAGE CLAIMS The Lessee shall be responsible for all damages caused by it, its employees, agents, any workers or persons employed by it, or under its control, or arising from the execution of the Work, or by reason of the existence, location, or condition of Work, or of any materials, plant or machinery used thereon or therein, or goods supplied in execution of the Contract, or which may happen by reason of their failure or the failure of those for whom they are responsible, to do or perform any or all of the several acts or things required to be done by them under the Contract. 4 212 18. INDEMNIFICATION The Lessee shall indemnify and save harmless the Lessor from and against all claims, demands, loss, cost, damages, actions, suits or other proceedings by whomsoever made, brought or prosecuted by, or attributed to any such damages, injury or infringement as a result of activities under this Contract. 19. EMERGENCY TELEPHONE NUMBER The Lessee shall provide the Lessor with the name(s) and telephone number(s) of his/her representative(s) who can be contacted on a 24-hour basis in case of an emergency during the term of the Agreement. 20. TOWN NOT EMPLOYER The Lessee agrees that the Corporation of the Town of Tillsonburg or the Tillsonburg Regional Airport are not to be understood as the employer to any flying school operator nor to such operators personnel or staff for any work, services, or supply of any products or materials that may be part of this contract. 21. NON-TRANSFERRABLE This contract is not assignable, in whole or in part, except by written permission provided by the Town of Tillsonburg in their sole and absolute discretion. Execution of Office Rental Agreement is not to be deemed as reason for provision of preferential treatment to the Lessee in his/her use of the airport, nor is there to be any inference, that the Lessor is under an obligation to enter into any other agreements with the Lessee related to the airport. The Lessor will give equal consideration to all public users of the facility including the Lessee. 22. TERMINATION OF THE CONTRACT FOR CAUSE In the event of any material default in this agreement by the Lessee that is within the reasonable control of the Lessee, the Lessor shall have the right to provide written notice of such default and demand that the deficiency of program be rectified within five (5) working days or such longer period as may be agreed upon by the Lessor. If the said default is not rectified or steps are not take to rectify the situation according to the agreed upon plan, the Lessor shall be entitled to issue a written notice of termination for cause with no less than thirty (30) days notice and all commissions outstanding shall be payable to the Lessor within thirty (30) days from termination. If the Agreement is terminated immediately, all outstanding monies shall be payable to the Lessor within ten (10) business days following termination. 23. TERMINATION FOR CONVENIENCE This agreement can be terminated by either party after twelve (12) months by giving notice, in writing, sixty (60) days prior to the termination date or the expiration of the lease term. If this clause is invoked, all outstanding monies shall be payable within thirty (30) days of termination. 5 213 24. INTERPRETATION The terms and provisions of the Agreement shall be in accordance with the laws of the Province of Ontario. 25. FORCE MAJEURE Neither party shall be held liable for non-performance or damages if caused by events of Force Majeure, which, without limiting the generality thereof, includes fires, floods, unusually severe weather or Acts of God, and are beyond the reasonable control of a party, provided same shall not apply to delay or excuse any financial obligation. 6 214 IN WITNESS WHEREOF the parties hereto have hereunto set their hands and seals. SIGNED, SEALED AND ) DELIVERED in the ) Presence of ) THE CORPORATION OF THE ) TOWN OF TILLSONBURG ) ) ) STEPHEN MOLNAR MAYOR DATE ) ) ) DONNA WILSON CLERK DATE THE LESSEE(S): DAVID BRANDON DATE OWNER I have the authority to bind the corporation 7 215 APPENDIX A – THE “PREMISES” 8 216 STAFF REPORT RECREATION, CULTURE & PARKS Title: Tillsonburg Cemetery Conceptual Designs Report No.: RCP 15-05 Author: RICK COX Meeting Type: COUNCIL MEETING Council/Committee Date: FEBRUARY 9, 2015 Attachments: • Tillsonburg Cemetery Conceptual Designs • Tillsonburg Cemetery Mission Statement & Guiding Principles RECOMMENDATION THAT Council receive Report RCP 15-05 – Tillsonburg Cemetery Conceptual Designs for information. EXECUTIVE SUMMARY In 2014, the Town secured consulting services from LEES + Associates to provide conceptual designs for the Tillsonburg Cemetery, specifically aimed at expanding the number and type of cremation interment options available. BACKGROUND The Tillsonburg Cemetery operation has invested in some professional conceptual designs to use as planning tools for increasing the cremation interment options and improving the overall appearance of the cemetery. The designs are provided for Council’s information. Detailed costing and implementation plans will be developed and brought to Council through the normal budget process for 2016 and beyond. Columbaria Garden The conceptual plan for the columbaria garden includes an additional 80 niches in four units beyond the 96 niche unit being installed in 2015. A scattering garden with water feature is also a central focus of this area. Cremation Grove The conceptual plan for the cremation grove includes only in-ground lots and makes use of an area in the Cemetery that has not had any specific plan in the past. The number of lots created is estimated at 140, pending a proper lot layout survey. Infant and Children’s Section The conceptual plan for the infant and children’s section includes both columbaria and in-ground lots, as well as an area for quiet contemplation and an enhancement to the veterans memorialization area. RCP 15-05 - Tillsonburg Cemetery Concept 1/2 217 Columbaria Garden with In-Ground Interment The conceptual plan for a new columbaria garden with in-ground interment adjacent to and complimenting the St. Mary’s Catholic Cemetery also brings an unused area of the Cemetery into focus. The number of cremation niches shown on the plan is 396, and an estimated further 116 full size lots would be created, pending a proper lot layout survey. CONSULTATION/COMMUNICATION There has been consultation between Town staff, LEES + Associates and the Heritage, Beautification & Cemetery Advisory Committee on the process and on the designs. FINANCIAL IMPACT None at this time. The estimated cost of implementation for the recommended designs requires further evaluation. The preliminary estimates provided with the designs do not consider doing any of the work in-house. The implementation cost will be incorporated into the recommended unit pricing of the interment options. Capital projects will be brought to Council for approval through the regular budget process. COMMUNITY STRATEGIC PLAN (CSP) IMPACT None at this time. RCP 15-05 - Tillsonburg Cemetery Concept 2/2 218 LEES+Associates Landscape Architects and Planners TO W N O F T I L L S O N B U R G | C E M E T E R Y C O N C E P T S | O C T O B E R 6 , 2 0 1 4 COLUMBARIA GARDEN FU T U R E C O L U M B A R I A A N D SE A T I N G A R E A SC A T T E R I N G G A R D E N MEMORIAL DEDICATION BOULDERS, TYP. OR N A M E N T A L P L A N T I N G B E D NE W P A V E R P A T H W A Y PR O P O S E D P H A S E 1 CO L U M B A R I A EXTENSION OF BOULDER RETAINING WALL FU T U R E 8 N I C H E C O L U M B A R I A , TY P . NEW CONNECTING PATHWAY IN F O R M A L G R A V E L P A T H W A Y WI T H S E A T I N G ME M O R I A L D E D I C A T I O N T R E E , TY P . EX I S T I N G S T O N E B O U L D E R BE N C H T O R E M A I N I N P L A C E ST O N E C O L U M N W A T E R FE A T U R E W I T H R U N N E L INFORMAL PLANTING BED WITH STONE BOULDERSEXISTING COLUMBARIA AND PLAZA SPACE TO REMAIN IN PLACE, . 21 9 LEES+Associates Landscape Architects and Planners TO W N O F T I L L S O N B U R G | C E M E T E R Y C O N C E P T S | O C T O B E R 6 , 2 0 1 4 CREMATION SECTION NA T I V E G R A S S A N D WI L D F L O W E R P L A N T I N G B E D AL O N G P E R I M E T E R O F S E C T I O N GR A V E L P A T H W A Y A L O N G PE R I M E T E R O F S E C T I O N T O DE F I N E T H E S P A C E EX I S T I N G T R E E T O R E M A I N ST O N E M E M O R I A L D E D I C A T I O N BO U L D E R S , T Y P . GRAVEL PATHWAY ALONG PERIMETER OF SECTION TO DEFINE THE SPACE INFORMAL CENTRAL GRASS PATHWAY EX I S T I N G P I N E T R E E G R O V E T O RE M A I N I N P L A C E - T R E E S T O B E RE M O V E D A S R E Q U I R E D F O R IN T E R M E N T PR O P O S E D S T O N E S E C T I O N MA R K E R PROPOSED STONE SECTION MARKER 138 CREMATION LOTS - FLAT MARKER MONUMENT, TYP.- 900mm X 900mm PROPOSED NATURAL STONE STEPS WITH BOULDER EDGE CR E M A T I O N L O T W I T H F L A T MA R K E R , T Y P . - 9 0 0 m m X 9 0 0 m m CU S T O M W O O D B E N C H SE T O N N A T U R A L S T O N E BO U L D E R S , T Y P . CENTRAL MONUMENT 22 0 LEES+Associates Landscape Architects and Planners TO W N O F T I L L S O N B U R G | C E M E T E R Y C O N C E P T S | O C T O B E R 6 , 2 0 1 4 INFANT AND CHILDREN’S SECTION PR I V A C Y W A L L W I T H IN S C R I P T I O N S T O N E I N S E T RE F L E C T I V E S E A T I N G A R E A W I T H SE A S O N A L P L A N T I N G PR O P O S E D C O N C R E T E PA T H W A Y DEDICATION WALL PROPOSED VETERAN PLAZA SPACE WITH SEATING WH I T E T R E L L I S S T R U C T U R E W I T H ST O N E C L A D C O L U M N S 61 INFANT GRAVES - FLAT MARKER MONUMENT, TYP.- 900mm X 900mm FUTURE 8 NICHE COLUMBARIA UNIT, TYP.EXISTING VETERAN’S MEMORIAL TO REMAIN IN PLACEPERIMETER HEDGE ROW TO DEFINE THE SPACE EX I S T I N G W H I T E P I C K E T F E N C E TO R E M A I N I N P L A C E PROPOSED WATER FEATURE PE R I M E T E R H E D G E R O W T O DE F I N E T H E S P A C E PAVER PATHWAY, TYP.EXISTING TREES TO REMAIN IN PLACE AND ACT AS SECTION GATEWAY PR O P O S E D P R I V A C Y W A L L 22 1 LEES+Associates Landscape Architects and Planners TO W N O F T I L L S O N B U R G | C E M E T E R Y C O N C E P T S | O C T O B E R 6 , 2 0 1 4 CA T H O L I C S E C T I O N - C O L U M B A R I A G A R D E N W I T H I N - G R O U N D I N T E R M E N T PA V E R P A T H W A Y , T Y P . AD D I T I O N A L P L A N T M A T E R I A L RE Q U I R E D F O R P E R I M E T E R SC R E E N I N G SCULPTURAL PUBLIC ART PIECE32 NICHE COLUMBARIA, TYP.MEMORIAL DEDICATION BENCH, TYP.EXISTING CEDAR SCREENING TO REMAIN IN PLACE EX I S T I N G T R E E S T O R E M A I N I N PL A C E , T Y P . ADDITIONAL EVERGREEN SCREENING ALONG PERIMETERSEASONAL PLANTING BETWEEN COLUMBARIA UNITS, TYP.PROPOSED TREE PA V E R P A T H W A Y , T Y P . CO N C R E T E A C C E N T P A V I N G , TY P . PAVER PATH TO TIE INTO EXISTING ROAD GRADE 116 FULL BODY LOTS - UPRIGHT MONUMENTS, TYP. ME M O R I A L D E D I C A T I O N B E N C H , TY P . 32 N I C H E C O L U M B A R I A , T Y P . OR N A M E N T A L H E D G E , T Y P . 22 2 Tillsonburg Cemetery || Tillsonburg Recreation, Culture & Parks Mission Statement The Parks & Cemetery Team will maintain cemetery lands with dignity and respect, ensuring well-tended, peaceful places for reflection that all citizens may share with pride. Future cemetery development shall be undertaken with an appreciation of the historic areas of the cemetery lands. These identified historic areas including the Pioneer Cemetery and those interned within them will be protected and preserved in recognition of their importance to the history of our community. Guiding Principles The cemetery division will… …exhibit accountability & transparency. • Cemetery operations will be conducted in an accountable and transparent manner, with an emphasis on openness, ethics, and fiscal responsibility. …implement best practices & meet high standards. • Cemetery operations will be conducted in full compliance with the laws and regulations governing cemeteries in Ontario. • Cemetery operations will strive to meet the highest industry standards and embrace relevant best practices in customer service, technical operations, environmental impacts and aesthetic values. ...plan for long-term sustainability. • Cemetery staff will prepare and maintain a Cemetery Sustainability Plan to provide guidance about the types of memorial options to be offered, as well as the refurbishments and enhancements that would be required and appropriate revenue streams to support them. • Cemetery staff will prepare a layout design and expansion plan to provide continual inventory of memorialization options. … invite & be responsive to public input. • Whenever feasible, public input and consultation will be sought in regard to major decisions concerning the plans and aesthetics of the Cemeteries. • Cemetery staff will respond to inquiries and feedback in a timely manner. …celebrate & maintain our history. • Cemetery operations will acknowledge the public interest in the Cemeteries’ history by encouraging access to historical areas that have been clearly marked in a respectful and sensitive manner. • Cemetery staff will collaborate with the Tillsonburg Museum and the Historical Society to identify, list and preserve important markers and memorials within the Cemeteries. …practice excellent horticulture & arboriculture. • Cemetery staff will monitor and regularly inspect the health of existing trees, shrubs and plantings, and act appropriately on the results. • Cemetery staff will develop and maintain a list of current species as well as native trees and plants for future use to ensure ongoing consistency in the overall appearance of the Cemeteries. …take advantage of technology. • Cemetery operations will utilize appropriate technology to ensure records are accurately maintained, appropriately accessible to the public, and permanently stored. • Where feasible, the Division will deploy information technology beyond just record keeping, embracing social media and mobile technology. Misson Statement and Guiding Principles - Sept 2013.doc 1/2 Updated January 2015 223 Tillsonburg Cemetery || Tillsonburg Recreation, Culture & Parks Priority Actions (1-2 Years) • Deploy memorialization options other than traditional in-ground interments (e.g. niches, scattering grounds, contemplation gardens, natural burials, etc.), ensuring the deployment is done in the context of an overall layout plan for the Cemetery. • Enlist the involvement of local horticultural organizations to assist with the design and maintenance of the cemetery grounds. • Deploy website and mobile technology content that provides family genealogy information, grave finding markers, cemetery maps, and virtual tours. • Implement the Revitalization Plan developed by the Pioneer Cemetery Committee as available resources permit. • Actively promote a memorial bequest, tree and bench program to increase contributions to the Cemetery Trust. • Prepare an information package to provide to clients including information about the advantages of using a vault for full-casket interments. Operational Standards • Cemetery staff will maintain a clean and orderly appearance to the cemetery, including grass cutting, tree/shrub trimming and, when needed, the removal of weathered floral tributes. • Cemetery staff will carry out their work in an effective and environmentally safe manner. • Cemetery staff will incorporate trees and other plant species in new sections that are consistent with the older areas of the cemetery. • Cemetery staff will demonstrate excellent customer service. Misson Statement and Guiding Principles - Sept 2013.doc 2/2 Updated January 2015 224 STAFF REPORT RECREATION, CULTURE & PARKS Title: 2014 Q4 Department Activity Reports Report No: RCP 15-06 Author: Rick Cox, Director of Recreation, Culture & Parks Meeting Type: COUNCIL MEETING Council/ Committee Date: FEBRUARY 9, 2015 Attachments: • 2014 Q4 Activity - Recreation Programs & Services • 2014 Q4 Activity – Culture & Heritage RECOMMENDATION RESOLVED THAT Council receive Report RCP 15-06 -2014 Q4 Department Activity Reports for information. EXECUTIVE SUMMARY Attached are activity reports from the Recreation Programs & Services Division and from the Culture & Heritage Division. These updates are provided for Council’s information. CONSULTATION/COMMUNICATION N/A FINANCIAL IMPACT/FUNDING SOURCE N/A COMMUNITY STRATEGIC PLAN (CSP) IMPACT Goal 1.2 of the CSP speaks of the need for Communication & Collaboration. By providing quarterly activity updates to Council, the Department is contributing to achieving this Goal. RCP 15-06 - 2014 Q4 Department Activity 1/1 225 STAFF REPORT RECREATION, CULTURE & PARKS Title: 2014 Q4 Activity - Recreation Programs and Services Report No: RCP 15-06 Author: Janet McCurdy, Recreation Programs & Services Manager Meeting Type: COUNCIL MEETING Council/ Committee Date: FEBRUARY 9, 2015 Attachments: ACTIVITY REPORT OCT-DEC 2015 Business Services Team Along with the new and improved Health Club reception area, a new printer for receipts and card printer were installed and set up. With this addition, staff is now providing added customer service at the Health Club. Several training sessions took place in December with full time and part time Health Club staff. Parents and individuals can now register for programs as well as renew or purchase memberships and print cards. Fee Assisted Recreational Experiences (F.A.R.E.) funds ($15,000) through United Way were completely allocated to 34 families. Staff has consistently monitored the use of the subsidy, contacting families regularly to promote new programs and bus trips. Of the $15,000, $9,728 has been used by the families. In December, staff submitted a second application for additional United Way Grant funding in 2015 in the amount of $20,000.00. E.O.C. training was held in Woodstock on October 3rd. Several corporate staff from the Town of Tillsonburg participated in emergency planning. Recreation staff and the Fire Chief met with representatives from the Alcohol & Gaming Commission on October 21. This was to clarify the applicable regulations for alcohol related events on Town property, such as Turtlefest & wedding receptions. The rules and regulations as per the Town’s Special Event guidelines and Municipal Alcohol Policy tie in with that of the Commission. A&GC inspectors will enforce as necessary. Recreation staff were trained for and participated in executing the October 27 municipal election. Roles included greeters, tabulators and poll clerks. The conceptual designs created as the Vision for Memorial Park by Ron Koudys Landscape Architects were received and reviewed by Recreation staff and the Parks & Recreation Advisory Committee. The report will be presented to Council in February. 2014 Q4 Activity - Recreation Programs & 1/3 226 With the phasing out of CLASS software completely in 2017 and the Version 7.0 currently used by Tillsonburg no longer being supported, considerable time has been spent on recreational software comparison and review. Staff has met with the representative from Active Network which is the vendor of CLASS and the next generation, to discuss available options which included upgrading to Version 8 which will be supported until November 2017. Digital signage for facility dressing room assignments and events was reviewed. Discussion and quotes were received by Future Sign and Bannister Lake representing Info Caster. A meeting was held with Clearwater Metis Council representatives to plan their September 2015 Rendezvous event to be held in Tillsonburg. The Winter Recreation & Leisure Guide was published and distributed through the Tillsonburg News to residents in early December. Winter brochure advertising sales – totalled $4,079.98 A New Year’s Eve free family skate was held on the Memorial and Community arenas generously sponsored by Frank Cowan Insurance. Fireworks were also organized but cancelled due to high wind conditions. Three Minor Hockey tournaments were hosted in the fourth quarter- Rep, A/E and Midget Local League. In November the annual John McKay figure skating competition was held and the Tillsonburg Skating Club held a Holiday Showcase in December. Royal LePage Skate and Swim day was attended by all grade 4, 5 & 6 students from Tillsonburg schools. This annual event is sponsored by our local RE Wood Royal LePage. Students bring a donation of canned goods that are given to the Salvation Army at the end of the event. The Town has become the community partner with Jump Start and Big Brothers/Big Sisters to form the Tillsonburg Chapter. Applications are available at the Community Centre and when requests are sent to Canadian Tire Jumpstart from our area they are referred to the Tillsonburg Community Centre. Ball diamond request forms have been sent to all user groups for submission. Due date for diamond requests was January 31, 2015. Programs Team We have negotiated with Fanshawe College programming partnership for rental space in the Community Centre. Programs start in 2015 and are advertised in the Recreation Guide. RCP Program staff hosted Kellogg’s ‘Treats for Toys’ program in December. Twenty Five children from the community participated in creating model toys made out of Rice Krispies and candy. For every toy created, Kellogg’s donated $20.00 to the Canadian Salvation Army. Over 20 pictures of model toys were sent to Kelloggs Canada and we successfully raised over $400.00. 2014 Q4 Activity - Recreation Programs & 2/3 227 In December, 45 community members took part in a Family Day Trip to see ‘Shrek the Musical’ at the London Grand Theatre. Due to the popularity of this day trip several more are currently being planned for 2015. The Adult Coed Recreational Volleyball League had 16 teams registered for the fall session. This was the first time the fall session had the maximum 16 teams registered. The League operates on Tuesday(Recreation League) and Thursday(Competitive League) at the Glendale Community Gym. Aquatics Team Aquatics Department provided some great fun for the community while raising funds for the Life Saving Society’s Drowning Prevention Campaign and creating awareness in the Community about Ice and Water Safety. Volunteers and staff produced its first Haunted Lake Lisgar Waterpark event. Over 200 children enjoyed a scare. The “trick” side featured state-of-the-art scary moments for those daring to participate while the “treat” side provided songs and Ice/Water Safety. The event raised over $500.00 and families enjoyed a great night at the Waterpark. Aquatic staff participated in the Santa Claus parade handing out 2 for 1 swim coupons with candy as well as water smart ice safety information. Buddy the Lifeguard Dog was proudly worn by one of our staff and the interaction with children along the parade route was fantastic. Staff and volunteers participated in the annual All Day Long Tread A Thon raising close to $600 for Drowning Prevention. Three staff treaded water for 7 hours – a new record. The Town of Tillsonburg was well represented at the Parks and Recreation-Aquatics Conference in November. Our staff assisted in providing the leadership instruction at the the session “Beyond Learn to Swim: Who Knew there were so Many Things to do in the Pool!” Staff brought back great program ideas that they will be implementing in the Summer and Fall. Two of our Part Time staff attended the 2014 Synchro Swim Ontario Volunteer and Technical Conference in Toronto in September. Part Time Staff training was held on October 25 and December 6. Staff reviewed rescue elements and procedures. Registrations for swimming lessons were higher in the last quarter by 153 registrations. This is the highest fourth quarter we have had for swimming in the past four years. We believe that our increased and improved Facebook presence and Parent communication has assisted in increasing the numbers. 2014 Q4 Activity - Recreation Programs & 3/3 228 STAFF REPORT RECREATION, CULTURE & PARKS Title: 2014 Q4 Activity – Culture and Heritage Report No: RCP 15-06 Author: Patricia Phelps, Culture & Heritage Manager/Curator Meeting Type: COUNCIL MEETING Council/ Committee Date: FEBRUARY 9, 2015 Attachments: ACTIVITY REPORT OCT-DEC 2015 The museum experienced a very successful 4th quarter. Typically this quarter is one of the busiest and 2014 proved to be no exception. Annual events like the Christmas Open House Weekend, Stuffed Stocking Penny Sale and the Christmas exhibit with its associated school programming were well attended and continue to be popular. Several new initiatives were undertaken that proved to be equally popular with a 100% booking capacity being reached for all. These new programs included tours of the Pioneer Cemetery offered in October, a special Lunch & Lecture about Tillsonburg’s reaction to the outbreak of W.W.1 hosted in November and an Ice Tea Party for children on the first day of winter in December with special guests Elsa and Anna from Disney’s Frozen. Throughout all this activity volunteers played a major role. From conducting tours of both Annandale House and the cemetery to setting tables and washing dishes for both the luncheon and the tea to decorating Annandale House for the Christmas season, 94 dedicated volunteers collectively spent 1198 hours at the museum in this quarter. The fourth quarter also saw a major change in staffing with the addition of a new permanent position to the museum team. Ms. Jen Gibson was hired as the Collection and Exhibit Specialist, beginning her duties in late October. Planned fourth quarter exhibits and programing were successfully completed. The exhibit O Christmas Tree was installed in the Pratt Gallery by the new Collection and Exhibit Specialist with assistance from both the curator and program coordinator. An educational program geared to grades Jr. Kindergarten through grade 8 was developed and offered to area schools. Thirty-five classes in total, from Maple Lane Public School, Rolph Street Public School and St. Joseph’s Catholic School took advantage of the program. These classes represented 702 students and approximately 175 teachers and parents. The construction of the new school beyond the walking distance limit for trips to the museum and the subsequent closing of Rolph Street (June 2015) will impact the museum’s school programing numbers in the future. 2014 Q4 Activity - Culture & Heritage 1/2 229 Meetings of the County-wide Steering Committee for the Oxford Remembers – Oxford’s Own project to commemorate the 100th Anniversary of WWI continued during this quarter with meetings in Woodstock and Ingersoll. Also during this quarter the museum hosted the first of five special luncheons and lectures that look at Tillsonburg during the war years (1914 – 1918). The Culture & Heritage Manager/Curator researched and presented the lecture to a sold out crowd. This event helped the Tillsonburg area meet its required number of events for 2014, as the committee and project work towards the 100 event goal by November 2018. A supplier for toy Log cabins was found in late December, enabling the special project to have 190 miniature log cabins built throughout Tillsonburg in 2015 to move forward. This project is part of the plans to celebrate 2015 as the 190th Anniversary of the Founding of Tillsonburg by George Tillson in 1825. Three other special events have been included in the museum’s 2015 Calendar of Exhibits and Events and planning for these events also began in this quarter. 2014 - ATTENDANCE UPDATE The fourth quarter of 2014 saw an increase of 410 visitors over the same period of last year. This increase resulted in a yearend attendance figure of 11,767 which is a 12.7% increase over 2013 and an all-time record attendance for the museum. The fourth quarter increase can be attributed to group bookings during the Christmas season, including motor coaches. Two motor coach tours of 56 were booked in December. These buses were the first motor coach tours that the museum has had in three years. Along with the motor coaches an additional 6 group tours were booked in December. It should be noted that according to industry statics, the goal for annual visitation at most museums should be equivalent to 4% of the population base of the area in which the museum is located. If this static is applied to the museum’s 2014 attendance using the population base of the “greater Tillsonburg area” (100,000) then the museum’s attendance in 2014 was almost 3 times the provincial average for most museums in Ontario. 3rd Quarter 2012 4th d Quarter 2012 Yearend total 2012 3rd Quarter 2013 4th Quarter 2013 Yearend total 2013 3rd Quarter 2014 4th Quarter 2014 Yearend Total 2014 Admissions 541 392 1686 632 410 1952 621 614 2159 Programs 396 1,146 1829 313 905 1366 503 906 1488 Events 1,581 327 2878 1,637 373 3491 2,108 500 4117 Tourism & Historical Information Services 558 343 2145 452 284 1419 593 213 1403 Members & Volunteers 258 457 1446 395 423 1501 363 640 1624 Room Rental Visitors 84 293 882 46 232 721 106 164 976 QUARTERLY TOTAL 3,418 2,958 10356 3,475 2,627 10450 4,294 3037 11767 2014 Q4 Activity - Culture & Heritage 2/2 230 STAFF REPORT CLERKS OFFICE Title: Physician Recruitment Appointment Report No.: CL 15-05 Author: DONNA WILSON, Meeting Type: COUNCIL MEETING Council/Committee Date: FEBRUARY 9, 2015 Attachments: RECOMMENDATION THAT Council appoint Mayor Stephen Molnar, Councillor ________________________ and Councillor ______________________ to represent the Town as members of the Physician Recruitment Committee. EXECUTIVE SUMMARY The Physician Recruitment Committee was put in place in the spring of 2007. The committee was comprised of three members of Tillsonburg Town Council, three members from the Tillsonburg District Memorial Hospital Board and three members representing the local doctors. The purpose of the committee was to review various physician recruitment methods and incentives to help offset the shortfall of physicians within the community. The municipal council has changed as a result of the 2014 Municipal Election, therefore it is necessary that the municipal positions of the Physician Recruitment Committee be filled by the current Council. FINANCIAL IMPACT/FUNDING SOURCE Funds are contained within the 2015 budget 1 CAO 231 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3876 A BY-LAW to Define the Mandate, Membership, and Meeting Procedures for Committees Established By The Corporation Of The Town of Tillsonburg. AND WHEREAS there is a need to establish Committees and Appoint Members; AND WHEREAS Council has established committees that are comprised of both members of the public and members of Council; NOW THEREFORE BE IT RESOLVED THAT the Council of The Corporation of the Town of Tillsonburg enacts as follows: 1. THAT the Town of Tillsonburg Committee Appointments for Boards & Committees of Council attached hereto as "Schedule A" is hereby adopted and forms part of this by-law. 2. THAT the Town of Tillsonburg Policy for Boards & Committees attached hereto as “Schedule B” is hereby adopted and forms part of this by-law. 3. THAT Bylaw 3702 and By-Law 3704 be and are hereby repealed; 4. THAT this by-law comes into full force and effect upon the day of passing. READ A FIRST AND SECOND TIME THIS 9TH DAY OF FEBRUARY, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 9th DAY OF FEBRUARY, 2015. ________________________________ Mayor – Stephen Molnar _______________________________ Town Clerk – Donna Wilson 232 By-law 3876 Schedule A Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Accessibility Advisory Committee Mike Cerna Helen Lamos Michael Kadey Scot Richardson 2 vacancies The mandate of the Accessibility Advisory Committee is to fulfill the duties of a Municipal Accessibility Advisory Committee as outlined in the Accessibility for Ontarians with Disabilities Act, 2005 and to provide advice to Council on programs, policies and services provided to persons with disabilities and seniors. 6 members 1 Staff 1 Councillor Councillor Stephenson Deputy Clerk Cultural Advisory Committee Erin Getty Josiane DeCloet Deb Beard Ann Loker 2 vacancies To advise Council on matters, issues and policies pertaining to tourism, cultural events and festivals and to actively encourage partnerships. To develop and obtain Council endorsements of sub-committees when necessary to establish events such as Turtlefest, Airshows, Tillsonburg Christmas Festival, etc. To develop relationships for coordinating events with local service groups, BIA, Chamber of Commerce, Station Arts Centre and sports groups. 6 members 1 Staff 1 Councillor Councillor Stephenson Culture & Heritage Manager Development Committee Lisa Gilvesy Steve Spanjers Randy Thornton John Veldman Jesse Goossens Andrew Burns Scott McLean Ashton Nembhard Melissa Verspeeten – Real Estate Rep Cedric Tomico - BIA Rep Michael Bossy – Chamber Rep To advise and assist in the promotion of development within the Town. To develop alliances and partnerships to advance the Town’s strategic plan and to assist in the overall community growth within the Town. 8 members 1 BIA Rep 1 Chamber Rep 1 Real Estate Rep 2 Staff 1 Councillor Councillor Hayes CAO Development Commissioner Heritage, Beautification and Cemetery Committee Paul DeCloet Sue Saelens Marion Smith Janet Wilkinson Robert Marsden Ken Butcher 2 vacancies To advise Council on all matters with respect to architectural and historical significance. To assist Council in conserving Tillsonburg’s historic past and to promote public education concerning preservation of unique architectural and heritage of Tillsonburg. To make recommendations to Council regarding designations of buildings with historical significance, this would ensure the conservation, protection and preservation of heritage in Ontario, in accordance with the Ontario Heritage Act. To make recommendations to Council on the Tillsonburg Cemetery. To oversee sub-committees such as Pioneer Cemetery Sub- Committee. 8 members 1 Staff 1 Councillor Councillor Esseltine Facilities Manager 233 By-law 3876 Schedule A Museum Advisory Committee Dianne MacKeigan Robert Marsden Mary Lou Sergeant Helen Lamos 2 vacancies To research, collect, preserve, exhibit and promote the Tillsonburg Museum. To make recommendations to Council on policies and procedures pertaining to the museum. To work with the Tillsonburg Historical Society regarding trusts for restoration and artifact purchases. 6 members 1 staff 1 Councillor Councillor Rosehart Culture & Heritage Manager Parks and Recreation Advisory Committee Donna Scanlan Bob McCormick Donald Baxter Dace Zvanitajs Mike Cerna Mel Getty James Payne Susan Labanich To advise Council and make recommendations on the programming and utilization of Parks, Trails, Green Space and Recreational facilities within Tillsonburg. To help implement the Community Parks, Recreation & Cultural Strategic Master Plan. To develop and obtain Council endorsements of sub-committees when necessary to deal with Trails, Tillsonburg Wall of Fame, etc 8 members 2 staff 1 Councillor Councillor Esseltine Recreation Programs Services Manager Tillsonburg Non Profit Housing Corporation Robert Hurley Evenly Fritz Ron Gasparetto Joyce Hanson Geraldine Brisebois John Stanbridge Terry Pierce Carolyn Hicks Roderick Van Riesen Councillor Adam n/a 234 By-Law 3876 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 1 of 11 A. Policy Statement There is a need to provide a policy for Boards & Committees of Council within the Town of Tillsonburg. B. Purpose The purpose of this policy is to identify a process for establishing Boards and Committees of Council; requirements for maintaining and supporting their work; and the coordination of the appointment and advertising process through the Clerk`s Office. It excludes external bodies and local boards not established by Council and internal, working groups of an administrative nature. This policy supplements the Town of Tillsonburg Procedural By-law 3511. Boards and Committees, including Staff liaisons, shall be subject to the provisions of the Procedural By-Law. IMPLEMENTATION PROCEDURE 1. Classification of Boards and Committees Where the municipality makes appointments to bodies of its own creation and to outside bodies when requested to do so, such appointments shall be citizen appointments, except in those situations where the municipality has a direct financial involvement, in which case Council shall determine whether or not it will appoint citizen and/or Council Members to such bodies. Council, under certain circumstances, may deem it necessary for Council representation on some Boards and Committees. Generally Boards and Committees may be either ongoing or a Sub Committee of an existing Board or Committee. Committees provide recommendations, advice and information to Council on an ongoing basis on specific municipally-related matters that relate to the mandate of Boards and Committees as set out in the Committees Terms of Reference. They may include some of the following: i)Advisory - includes bodies authorized by Municipal Council to provide input on a discretionary basis and advice to Council on a particular matter, or undertake special projects as assigned. ii)Mandatory - where a Provincial Statute prescribes the type of appointments to be made by the municipality to a given body, the Statute be complied with; 235 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 2 of 11 iii)Local Boards/Committees - means a school board, municipal service board, public library board, board of health, police services board, or any other board, commission, committee, body or local authority established or exercising any power or authority under any general or special Act with respect to any of the affairs or purposes, including school purposes, of a municipality; iv)External Bodies - separate special purpose bodies that have a substantial amount of authority over their own operations. Sub Committees assist in the short-term study and analysis of a specific municipally- related issue. They may include staff representation as well as representation from external bodies. 2. Establishment of Boards and Committees Boards and Committees are proposed by resolution of Council and established by By- law. The By-law shall incorporate the Terms of Reference for the specific Board/ Committee. Prior to Council's establishment of any Board or Committee by by-law, staff shall submit a report to Council including the following information: Board/Committee Structure, including Terms of Reference; Membership composition; Orientation, training and facilitation needs. 3.Ongoing Review of Boards and Committees Early in a new Council term, Council shall review all Boards and Committees. The Clerk shall assist in this effort by providing an overview of all Boards/ Committees, including, but not limited to, the following: 236 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 3 of 11 a.A list of Boards/Committees by name and type; b.Summary of mandates, goals and objectives for each Board/Committee; c.Recommendations on the future direction of each Board/Committee and its structure in general; d.Review and recommendations on the reporting and functional relationships of Boards/Committees in general. The Terms of Reference of each Board/Committee shall be reviewed on an ongoing basis by relevant staff in order to ensure that the Terms of Reference, the need for and the roles of each Board/Committee remains relevant and appropriate. If a Board or Committee is to be disbanded, a final report on the Board/Committee activities and reasons for disbandment shall be presented to Council for approval. 4. Terms of Reference It is recommended that the following components be included in the Board/Committee Terms of Reference at a minimum: a. Nature of Committee/Reporting and Functional Relationships describes type of Board/Committee, whether advisory or subcommittee, sets out reporting and functional relationships between the Board/Committee, Council, relevant town staff and the public. b.Mission/Mandate of Board/Committee sets out the general purpose, goals and activities of the Board/Committee c. Committee Composition describes the nature of the membership (citizens and/or organizations, numbers in each category), membership qualification, terms, quorum requirements, absentee requirements, Council Representative, Staff Liaison. 237 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 4 of 11 d.Roles/Responsibilities identifies various roles and expectations of key Board/Committee participants (members, Chair, Vice-Chair, staff participants, staff liaisons) f.Resignation Process sets out resignation process for resignation of Board/Committee appointees g.Rules of Procedure/Order Board/Committee members shall observe the Rules of Procedure outlined in the Town Procedure By-Law, as far as applicable, keeping in mind that members may feel more comfortable and appreciate the opportunity to exchange views with fellow committee members in a more informal atmosphere. h.Schedule/Location of Meetings The Committee will establish a meeting schedule, setting out the time and place for meetings at the beginning of each year. i.Meeting Structure, Agenda and Minute Formats Identifies format, preparation and distribution of agendas and minutes Identifies that Minutes of all meetings, whether closed to the public or not, shall be recorded. 5.Mayor as Ex-Officio Members of Committees The Mayor of the Council of the Town of Tillsonburg is an ex officio member of every Committee; Where a Committee is established by reference to a particular number of members without specifically providing for the membership of the Mayor of the Council, such number is automatically increased by one, being the Mayor of the Council, and all members of the Committee are present. 238 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 5 of 11 In those instances when all members are not present, the Mayor’s or Deputy Mayor’s attendance replaces an absent member and the membership number is not automatically increased by one. The Mayor or Deputy Mayor is able to participate in the business of the Committee without any restriction including voting. Members of Council are able to attend and participate at any meeting. Only members of Council who have been appointed to a Committee are entitled to vote. 6. Appointment Process and Advertising for Board/Committee Members Where a Provincial Statute prescribes the type of appointments to be made by the Municipality to a given Board or Committee, the Statute shall be complied with. Where the Municipality makes appointments to Boards/Committees of its own creation and to outside bodies when requested to do so, such appointments shall be citizen appointments, except in circumstances where the Municipality has a direct financial involvement, in which instance Council shall determine whether or not it will appoint citizens and/or Council Members to such bodies. Vacancies for citizen appointments shall be publicly advertised in the local newspapers, through social media and on the Town website. To apply to serve as a volunteer on a Town of Tillsonburg Board or Committee, interested individuals shall be invited to apply and submit an Application. It is not a requirement that applicants are a resident or municipal taxpayer in Tillsonburg. Some Boards and Committees have additional requirements such as age of majority or citizenship as required by legislation. These appointments enable local citizens from various backgrounds to participate in local government and voluntarily give their time and expertise to help formulate the direction of certain programs. The duration of Board/Committee appointments are the same as the term of Council, however staff may recommend that the terms for specific Board/Committee appointments be staggered to ensure experience and consistency in following the Board/Committee's goals and mandate. While appointees may serve on more than one Board/Committee, Council shall give first consideration to individuals who are not already appointed to another Board/Committee. The following process, coordinated by the Clerk’s Office, will generally be followed in initiating the recruitment, selection and appointment process: a.In an election year or upon Council passing a By-law to establish a Board/ Committee, the Clerk, will advertise Committee vacancies in the local newspapers, through social media and on the Town’s website, making note of the mandate of the Committee, a brief statement of the role and responsibilities239 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 6 of 11 of Committee membership, duration of term, level of commitment, application process and contact information. b.Applicants shall be required to complete and submit to the Clerk an applicationform, available from the Clerk's office, Customer Service Centre (CSC) and the Town’s website. Once the applications have been received, a selection committee comprising of three members of Council and the Clerk shall review theapplications. The selection committee shall make recommended selections and a report will be prepared by the Clerk’s office for approval by Council. All applicant’s names shall be forwarded to Council with the staff report. c.Upon Council's approval of Board/Committee appointments, the Clerk will prepare the necessary appointment by-law. d.The Clerk, on behalf of Council, shall send out confirmation letters to new Board/ Committee appointees and advise of their staff liaison and any other relevant contacts. e.The Clerk will coordinate the necessary advertising in September of an electionyear in order to follow the appointment process. Applications from volunteers who are not appointed during the regular appointment process will be kept on file in the office of the Town Clerk for the remainder of the term of the committee. If a vacancy occurs on a Committee within that term, the applicants who applied to serve on that Committee and were not appointed will be contacted and asked if they are still interested in serving. Names of those who continue to have an interest to serve on the Committee will be submitted to the Clerk for consideration to fill the vacancy. The Clerk’s Office will also advertise the vacancy in the newspaper. 7. Resignation/Dismissal Process Board/Committee members wishing to resign their appointment shall submit a letter of resignation to the committee chair. which shall be Clerk. Upon acceptance of the resignation, the Chair shall forward the resignation letter to the Clerk's office, which will initiate the aforementioned appointment process to fill the vacancy. Council, at its discretion can dismiss any Committee/Board in its entirety or any member thereof at any time. 240 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 7 of 11 8. Absentee Requirements If any Board/Committee member is absent from three consecutive meetings, without justification, the Chair of the Committee, in consultation with the staff liaison, will ask the member whether or not they wish to attend meetings and remain on the Committee or resign. Upon confirmation that the member will no longer be serving on the Committee, the Committee Chair will notify the Town Clerk, which will initiate the appointment process for committee vacancies. If a member indicates the desire to continue to serve on the Committee, the member will be advised that attendance is required or the member will be removed from the Committee. Any member of a Committee who is absent for more than fifty per cent (50%) of the meetings since their term of appointment, will not be eligible for re-appointment. A member of a Committee of Council who intends to leave a meeting before the meeting is adjourned must inform the Chair of this intention either at the start of the meeting or prior to leaving. 9. Orientation Sessions Orientation sessions shall be conducted for Board/Committee appointees at the beginning of each Committee term. All Board/ Committee members benefit from orientation. The sessions identify goals, objectives and work plans. Further sessions may be conducted for appointees during the Council term, as required. Orientation manuals will be distributed to all members of the Committee for reference purposes. Each Board/Committee manual shall include the following information: a.Establishing By-Law for Board/Committee b.Mandatory Statutes (i.e. Ontarians with Disabilities Act) c. Tillsonburg Procedural By-Law d. Member Contact Information e. Council Members Contact Information f. Relevant Town Policies & Procedures affecting Board/Committee members. g. Committee Relationship to Council h. Staff Support 241 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 8 of 11 10. Meeting Structure, Agenda and Minute Formats Meeting structure, agenda and minute formats should meet the needs of Individual Boards/ Committees, while ensuring consistency, completeness and accountability. A Board/Committee may choose to follow a more informal procedure and allow for a consensus approach to discussion. It is recommended that the following components be included in Board/Committee Agendas, where specific subject items are described in each component. a.Date, time, location of meeting b.Members present (include office, i.e. Chair, Recording Secretary) c. Members absent/regrets d.Disclosure of Pecuniary Interest e.Approval of previous minutes f.Presentations/Deputations g.General Business and Reports h.Correspondence i.Other Business j.Closed Session k. Next meeting. l.Adjournment. It is recommended that the Board/Committee minutes briefly outline the substance of each of the agenda items discussed during the meeting, including actions taken and recommendations by motion. The minutes shall be forwarded as soon as possible following the meeting to the Deputy Clerk in order to present them to Council as information on a monthly basis. Staff will be required to prepare a report for any recommendation of a Board/Committee requiring action by Council. Minutes of all meetings must be recorded. 11. Election of Officers Each Committee will elect as soon as possible after January 1st each calendar year to select a Chair and Vice-Chair and secretary from its membership for a term commencing January 1st and terminating December 31st or until a successor is appointed. For the purpose of clarity, a member of the Committee who served as Committee Chair or Vice Chair may be reappointed as Committee Chair or Vice Chair. 242 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 9 of 11 12. Term of Appointment The term of appointment shall be as set out in the appointment by-law. Committee members will continue to serve on a committee past the expiration of their term until they are replaced. 13.Duration of Citizen Appointments A citizen will be eligible to serve for a maximum of three consecutive terms on the same committee; Citizens are required to take at least one year absence after serving on the same committee for three terms; after the one year absence, the citizen is eligible to re-apply to serve on the former committee. During the one year absence from a committee, a citizen may apply to serve on a different committee; If the citizen, who has been appointed to replace a committee member and is filling a partially completed term, will be appointed for the balance of that member’s term; the new member is eligible to apply for further re-appointment for a maximum of three consecutive terms. Renewed membership on a committee is not automatic, any member of the public who wishes to serve for an additional term must submit the approved application form or provide a letter which includes the necessary information in order to be considered for re-appointment; 14.Establishment of Sub-Committees If it is the desire of the majority of a Committee is to establish a sub-committee, the sub- committee shall be formed to undertake business of special projects appropriate to the Committee. The Committee minutes shall note the mandate of the sub-committee, the beginning and proposed ending date, the composition and how the members are to be recruited. Such sub-committees shall report their findings to the Committee at regular Committee meetings. Sub Committees that are formed of members outside of the committee must be endorsed by council, as such staff must prepare a report to Council requesting endorsement of the sub committee. 243 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 10 of 11 15. Access to Meetings Except as provided in this section, all meetings shall be open to the public and the media and Board/Committee Minutes shall be available upon request. The Chair or presiding Officer may expel any person for improper conduct at a Meeting. A meeting may be closed to the public if the subject matter being considered is: a.the security of the property of the municipality or local board; b.personal matters about an identifiable individual, including municipal employees or local board members; c. a proposed or pending acquisition or disposition of land by the municipality or local board; d.labour relations or employee negotiations; e.litigation or potential litigation, including matters before administrative tribunals, affecting the municipality; f.the receiving of advice that is subject to solicitor-client privilege; including communications necessary for that purpose; g.a matter in respect of which the board or committee may hold a closed meeting under the authority of another Act. h.for the purpose of educating or training the members, subject to the condition that no member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of the committee. Before holding a Meeting or part of a Meeting that is to be closed to the public, the Board/ Committee shall state by Resolution: a.the fact of the holding of the Closed Meeting; b.the general nature of the matter to be considered at the Closed Meeting. c. in the case of a meeting for educational or training purposes, that it is closed for that purpose as well. All deliberations while in Closed Session shall remain confidential unless otherwise approved by Committee in Open Session. 16. Provision for Accessibility and Diversity Adequate provision shall be made by the Chair of the Board/Committee and relevant staff to ensure that meeting locations, agenda and minute formats, communications and conduct of meetings be accessible, to ensure maximum participation and quality customer service. Reference may be made to the provisions of the Ontarians with Disabilities Act, and similar legislation, policies and guidelines. Membership that reflects 244 Schedule ‘B’ THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY POLICY FOR BOARDS & COMMITTEES OF COUNCIL APPOVAL DATE: REVISION DATE: 00/00/0000 Page 11 of 11 the diversity of the Tillsonburg community will be encouraged in the recruitment, selection and appointment process. 17. Pecuniary Interest If a Committee member has a pecuniary interest in any matter and is, or will be, present at a meeting at any time at which the matter is the subject of consideration, the member: a.shall, before any consideration of the matter, at the meeting verbally disclose the interest and its general nature. b.shall not, at any time, take part in the discussion of, or vote on, any question in respect to the matter; and c. shall leave the meeting and remain absent from it at any time during consideration of the matter. 18. Budget/Financial Reporting Boards/Committees may make requests for budget allocations through their staff liaison in advance of the Town's annual budget process no later than August 31st of any given year. All related revenue and expenditure transactions will follow Council approved policy. Requests must relate to specific activities approved in the Board/Committee's mandate and work plan. Requests shall be submitted by the appropriate department head for consideration in the Town's budget review. 19. Town of Tillsonburg Policy and Procedures Board and Committee members shall adhere to the policies and procedures of the Town of Tillsonburg. 245 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3878 A BY-LAW to adopt a Schedule of Fees for certain Municipal applications, service and permits. WHEREAS Section 391 (I) of the Municipal Act, S.O. 2001 , c. M.25, as amended, provides that without limiting sections 9, 10 and 11, those sections authorize a municipality to impose fees or charges on persons, for services or activities provided or done by or on behalf of it, for costs payable by it for services or activities provided or done by or on behalf of any other municipality or any local board; and for the use of its property including property under its control; WHEREAS it is necessary and expedient to establish a Schedule of Fees for certain Municipal applications, services and permits; THEREFORE the Council of the Town of Tillsonburg enacts as follows: I. That Schedule "A" to this By-Law is adopted as the Schedule of Fees for certain Municipal applications services and permits listed therein. 2. Should the provisions of any other By-Law of the Town of Tillsonburg or other document purporting to set the Fees listed in Schedule "A" be in conflict with the provisions of this By-Law, the provisions of this By-Law shall prevail. 3. That Schedule "A" to this by-law forms part of this by-law as if written herein. 4. This By-Law shall come into full force and effect on the day of its passing. 5. That By-Law 3791 passed on the 27th of March, 2014, shall be hereby repealed. READ A FIRST AND SECOND TIME THIS 9th DAY OF February, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 9th DAY OF February, 2015. ________________________________ Mayor, Stephen Molnar ______________________________________________________________ Clerk, Donna Wilson 246 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Airport Airport - Aircraft Parking Fees - Daily 6.00 6.00 0.00%plus HST Airport - Aircraft Parking Fees - Monthly 42.00 42.00 0.00%plus HST Airport - Ball Cap 10.00 10.00 0.00%includedAirport - Basement Boardroom rental (35'x29') half day 45.00 45.00 0.00%plus HST Airport - Basement Boardroom rental (35'x29') full day 80.00 80.00 0.00%plus HST Airport - Basement or Lobby Area Rental per hour 15.00 15.00 0.00%plus HST Airport - Lobby Rental per full day 80.00 80.00 0.00%plus HST Airport - Lobby Rental per half day 45.00 45.00 0.00%plus HST Airport - Kitchen Rental per month 100.00 100.00 0.00%plus HST Airport - Boardroom Long term rental (more than one week- consecutive) Includes coffee 275.00 275.00 0.00%plus HST Airport - Office Rental monthly 230.00 230.00 0.00%plus HST Animal Control Boarding Fee Cat 10.00 10.00 0.00%HST Boarding Fee Dog 18.00 18.00 0.00%HST Call out fee for service 60.00 60.00 0.00%HSTCat/Dog license - intact - after March 31 25.00 25.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Cat/Dog license - intact - before March 31 20.00 20.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Cat/dog license - replacement 5.00 5.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Cat/Dog license - spayed neutered after March 31 20.00 20.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Cat/Dog license - spayed or neutered before March 31 15.00 15.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Euthanasia and Disposal - Cat 49.00 49.00 0.00%HST Euthanasia and Disposal - Dog 95.00 95.00 0.00%HSTLive Trap Placement 70.00 70.00 0.00%HST By-law Enforcement Invoice admin processing fee 100.00 100.00 0.00%HST Owner dumping debris on own lands 500.00 500.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Owner failing to tag garbage 500.00 500.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Re-issuance of Permit/License/Document 50.00 50.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - double parking 30.00 30.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - for longer period than provided 15.00 15.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - in loading zone 30.00 30.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - near fire hydrant 30.00 30.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - no parking (2am-7am) 30.00 30.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - Obstructing Traffic 30.00 30.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - parking in handicapped parking space without permit 300.00 300.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - Parking/standing in fire route 60.00 60.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - prohibited area 30.00 30.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - too close to corner 30.00 30.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - too close to curb 30.00 30.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Parking - Wrong side of road 30.00 30.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Person assisting dumping debris on private lands 500.00 500.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Person dumping debris on private/public lands 500.00 500.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Person fail to immediate remove debris 500.00 500.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Building - Fees Building - photocopies - larger than ledger 2.00 2.00 0.00%HST Building Certificate 50.00 50.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - amend existing permit 50.00 50.00 0.00% C:\Users\jbunn\AppData\Local\Temp\AgendaManager\Schedule A 2015 Rates & Fees 2/05/15 PDF created with pdfFactory Pro trial version www.pdffactory.com247 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Permit Review Fee - major amendment to existing permit 40.00 40.00 0.00%HST per hour - fee to review major changes to existing permit in accordance with By-Law 3198 Permit fees - Building a)$45.00 first $1,000.00 of estimated value of construction plus b) $10.00 per each additional $1,000.00 or part there of a)$45.00 first $1,000.00 of estimated value of construction plus b) $10.00 per each additional $1,000.00 or part there of 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - change of use - no construction 45.00 45.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - connection to municipal water or sewer 45.00 45.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - construction without permit double initial permit fee double initial permit fee 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - demolition 100.00 100.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - Plumbing - other than residential a)$75.00 first fixture b) $6.00 per fixture a)$75.00 first fixture b) $6.00 per fixture 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - Plumbing - residential a)$40.00 first fixture b) $6.00 per fixture a)$40.00 first fixture b) $6.00 per fixture 0.00%exempt Schedule V Part VI (ETA)- Exempt Signs Permit fees - signs - permanent a)$50.00 first $1,000.00 of estimated value of construction plus b) $5.00 per each additional $1,000.00 or part there of a)$50.00 first $1,000.00 of estimated value of construction plus b) $5.00 per each additional $1,000.00 or part there of 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - signs - mobile 25.00 25.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - sign - construction/placement without a permit double initial permit fee double initial permit fee 0.00%exempt Schedule V Part VI (ETA)- Exempt Sign Variance - Minor Variance - Director Approval 150.00 150.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Sign Variance - Major Variance - Council Approval 250.00 250.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Sign Variance - Appeal Application 150.00 150.00 0.00%exempt Schedule V Part VI (ETA)- Exempt C:\Users\jbunn\AppData\Local\Temp\AgendaManager\Schedule A 2015 Rates & Fees 2/05/15 PDF created with pdfFactory Pro trial version www.pdffactory.com248 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Sign Removal - General 100.00/sign 100.00/sign 0.00%HST Sign Removal - Mobile Sign 250.00/ea 250.00/ea 0.00%HST Sign Removal - Posters 25.00/ea + cost to repair any damage to public property 25.00/ea + cost to repair any damage to public property 0.00%HST Sign Removal - Temporary Signs 25.00/ea 25.00/ea 0.00%HST Sign Removal - A-Frame/Sandwich Board/Sidewalk Signs 100.00/ea 100.00/ea 0.00%HSTSign Removal - Banner Sign 250.00/ea 250.00/ea 0.00%HST Permit fees - temporary buildings 2,000.00 2,000.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Permit fees - transfer of permit 50.00 50.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Building Licences Taxi Cab Driver's Licence 25.00 25.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Taxi Cab Owner Stand 125.00 125.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Taxi Cab renewal 15.00 15.00 0.00%exempt Schedule V Part VI (ETA)- ExemptTaxi Cab Vehicle Licence 35.00 35.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Limousine Driver's Licence 25.00 25.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Limousine Owner Licence 100.00 100.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Limousine renewal 25.00 25.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Limousine vehicle licence 35.00 35.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Kennel - new 100.00 100.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Kennel - renewal 100.00 100.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Clerk Issued Documents -Licences Refer to Town Business Licence Bylaw for definitions and requirements for Clerk Issued Licences. Business Licence New Business 125.00 125.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Home occupation Business 125.00 125.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Business Licence per year Auctioneer Licence 200.00 200.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Pawnbroken Licence - renewal 160.00 160.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Pawnbroker Licence - new 2,000.00 2,000.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Pawnbroker Security Deposit - refundable 200.00 200.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Vending/Salesperson Licence 200.00 200.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Food Vending Licence 200.00 200.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Event Organizer Licence 200.00 200.00 0.00%exempt Does not apply to not for profit organizations Other Marriage Licence 125.00 125.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Marriage Ceremony - Council Chambers 250.00 250.00 0.00%HST In Council Chambers during business hours. Marriage Ceremony - Other Location 300.00 300.00 0.00%HST within Town limits - outside Town limits subject to mileage. Witness if required 25.00 25.00 0.00%HST Two witnesses are required for each ceremony. Burial Permits 20.00 20.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Photocopying/ Printing double sided 0.31 0.31 0.00% HST Photocopying/ Printing single sided 0.27 0.27 0.00%HST Comissioner of Oaths Signatures where Clerk must produce affidavit (max. 3 see notes) 25.00 25.00 0.00%none pension applications and bankruptcy forms exempt. An additional $5 will be charged for more than 3 documents requiring signature. Commissioner of Oaths Signatures or Certified True Copies (max. 5 see notes) 15.00 15.00 0.00%none maximum 5 copies , there will an additional fee of $2.00 for each additional copy Planning & Development applies when more than 3 lots created Cash-in-lieu of parkland (consents) 550.00 550.00 0.00%nonePlanning Application - Minor Variance 350.00 350.00 0.00%none Planning Application - Minor Variance - after the fact 600.00 600.00 0.00%none Planning Application - Site Plan - Minor 250.00 250.00 0.00%none Planning Application - Site Plan - Minor - after construction 350.00 350.00 0.00%none Planning Application - Site Plan - Major 500.00 500.00 0.00%none Planning Application - Site Plan - Major - after construction 850.00 850.00 0.00%none Planning Application - Site Plan - Amendment Application 150.00 150.00 0.00%none Planning Application - Site Plan - Amendment Application after-the-fact 250.00 250.00 0.00%none Planning Application - Zone Change- prior to use 650.00 650.00 0.00%none Planning Application - Zone Change- after use has occupied 1,150.00 1,150.00 0.00%none Planning Application - Zoning - Removal of (H) 200.00 200.00 0.00%none Subdivision Certificate 40.00 40.00 0.00%none Zoning Certificate 40.00 40.00 0.00%exempt Schedule V Part VI (ETA)- Exempt Planning - Preservicing Agreement Administration fee 1,200.00 1,200.00 0.00%HST Encroachment Agreement Permit Fee 1,000.00 1,000.00 0.00%exempt Schedule V Part VI (ETA)- Exempt C:\Users\jbunn\AppData\Local\Temp\AgendaManager\Schedule A 2015 Rates & Fees 2/05/15 PDF created with pdfFactory Pro trial version www.pdffactory.com249 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Corporate Photocopying/ Printing double sided $0.31 $0.31 0.00%HST Photocopying/ Printing single sided $0.27 $0.27 0.00%HST Interest on overdue accounts 15%15%HST Tax Department Tax certificate $40.00 $40.00 0.00%exempt Tax registration service costs $2,100.00 $2,100.00 0.00%exempt Tax Bill reprint $10.00 $10.00 0.00%exempt Tax receipt $5.00 $5.00 0.00%exempt Corporate NSF Fee $25.00 $35.00 40.00%exempt C:\Users\jbunn\AppData\Local\Temp\AgendaManager\Schedule A 2015 Rates & Fees 2/05/15 PDF created with pdfFactory Pro trial version www.pdffactory.com250 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Community Centre - Aquatics Aquafit/Aerobics Classes - 10 passes $47.86 $47.86 0%HST Aquafit/Aerobics Classes - 20 passes $75.95 $75.95 0%HST Aquatfit/Aerobics Classes - 50 passes $150.86 $150.86 0%HST Aquafit/Aerobics Classes - 100 passes $267.38 $267.38 0%HST Moms Pops and Tots $51.00 $51.00 0%Exempt Schedule V, Part VI 30 minute Swimming Lesson $51.00 $51.00 0%Exempt Schedule V, Part VI 45 minute Swimming Lesson $54.00 $54.00 0%Exempt Schedule V, Part VI Hour Swimming Lesson $57.00 $57.00 0%Exempt Schedule V, Part VI Adult Semi Private Lessons $106.08 $106.08 0%HST Bronze Star $58.80 $58.80 0%HST Bronze Medallion $72.95 $72.95 0%HST Bronze Cross $72.95 $72.95 0%HST First Aid $72.95 $72.95 0%HST First Aid Recert $50.75 $50.75 0%HST National Lifeguard Service $202.50 $202.50 0%HST National Lifeguard Service Recert $47.95 $47.95 0%HST Assistant Swimming Instructors School $62.10 $62.10 0%HST Additional Fee $25.80 $25.80 0%HST Swim for Life Instructors School $98.95 $98.95 0%HST Lifesaving Instructors $98.95 $98.95 0%HST Swim/Lifesaving Instructors $202.50 $202.50 0%HST Semi Private Swimming Lessons $106.00 $106.00 0%none Youth Lifesaving Sport Fundamentals $55.00 $55.00 0%none Youth Swim Synchro Swimming Lessons $55.00 $55.00 0%none Youth Synchronized Swimming Team $468.00 $468.00 0%none Youth First Aid Instructor $96.90 $96.90 0%HST National Lifeguard Instructor $142.80 $142.80 0%HST Examiner Standards/Advanced Instructors $35.70 $35.70 0%HST Pleasure Craft Operator License $45.90 $45.90 0%HST Community Centre - classes, courses, and camps Abs Only $30.85 $30.85 0%HST Ballroom Dancing $91.80 $91.80 0%HST Workshops - 1/2 day $25.50 $25.50 0%HST Workshops - 8 hours $51.00 $51.00 0%HST Workshops - Specialty Course $76.50 $76.50 0%HST Workshops - 8 hours $102.00 $102.00 0%HST Best Loser Challenge $102.00 $102.00 0%HST Boot Camp $40.80 $40.80 0%HST Cardio Kickboxing $40.80 $40.80 0%HST Fitness for Teens $66.30 $66.30 0%HST Learn to Run (Clinic)$66.30 $66.30 0%HST Beginner Fitness $40.80 $40.80 0%HST Stability Ball $40.80 $40.80 0%HST Step Class $40.80 $40.80 0%HST Yoga Stretch $40.80 $40.80 0%HST Birthday Parties $166.26 $166.26 0%HST Birthday Parties - Additional Child $15.30 $15.30 0%HST Jazz/Dance 30 min class $41.52 $41.52 0%Exempt Schedule V, Part VI Jazz/Dance 45 min class $54.40 $54.40 0%Exempt Schedule V, Part VI Jazz/Dance 60 min class $62.54 $62.54 0% Acro 30 min class $41.52 $41.52 0%Exempt Schedule V, Part VI Acro 45 min class $54.40 $54.40 0% Acro 60 min class $62.54 $62.54 0%Exempt Schedule V, Part VI Babysitting Course $50.00 $50.00 0%Exempt Schedule V, Part VI Kids Karate $55.00 $55.00 0%Exempt Schedule V, Part VI Tiny Tigers Karate $44.00 $44.00 0%Exempt Schedule V, Part VI PreSchool Program $83.25 $83.25 0%Exempt Schedule V, Part VI Youth March Break Program - daily $30.60 $30.60 0%Exempt Schedule V, Part VI Youth March Break Program - week $125.50 $125.50 0%Exempt Schedule V, Part VI Youth Summer Camp day $30.60 $30.60 0%Exempt Schedule V, Part VI Youth Summer Camp Lunch $5.25 $5.25 0%Exempt Schedule V, Part VI Youth Summer Camp Special $172.00 $172.00 0%Exempt Schedule V, Part VI C:\Users\jbunn\AppData\Local\Temp\AgendaManager\Schedule A 2015 Rates & Fees 2/05/15 PDF created with pdfFactory Pro trial version www.pdffactory.com251 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Youth Summer Camp week $125.50 $125.50 0%Exempt Schedule V, Part VI C:\Users\jbunn\AppData\Local\Temp\AgendaManager\Schedule A 2015 Rates & Fees 2/05/15 PDF created with pdfFactory Pro trial version www.pdffactory.com252 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Youth Camp - short week $100.40 $100.40 0%Exempt Schedule V, Part VI Cancellations less than 24 hours notice 70% of registration Community Centre - Events Fun Run - 10km - late registration $27.54 $27.54 0%HST Fun Run 10km - pre registration $25.50 $25.50 0%HST Fun Run 3km - late registration $22.44 $22.44 0%HST Fun Run 3km - pre registration $20.40 $20.40 0%HST Bike Tour - 25km $20.00 $20.00 0%HST Bike Tour - 40km $40.00 $40.00 0%HST Bike Tour - 100km $60.00 $60.00 0%HST Bike Tour - 100mi $80.00 $80.00 0%HST Community Centre - Facility Rentals Arena - Weekdays before 5pm & after 11pm $86.70 $86.70 0%HST Arena - Minor $113.97 $113.97 0%HST Arena - Non prime time $113.97 $113.97 0%HST Arena - Weekdays after 5pm & weekends $162.66 $162.66 0%HST Arena - Shinny $5.10 $5.10 0%HST Arena - Ice Flat Rate $392.70 $392.70 0%HST Arena Floor - Commercial $2,113.58 $2,113.58 0%HST Arena Floor - Full Use $1,560.60 $1,560.60 0%HST Arena Floor - Flat Fee (no set up)$510.00 $510.00 0%HST Arena Floor - Chilled Floor $2,000.00 $2,000.00 0%HST Arena Floor - League Fee $64.26 $64.26 0%HST Arena Floor - Set up Day/Tear Down Day $795.00 HST New Fee Arena Storage Rooms $104.04 $104.04 0%HST Arena Storage Room A $25.00 $25.00 0%HST Arena Storage Room B $15.00 $15.00 0%HST Arena Storage Room C $5.00 $5.00 0%HST Arena - Mini Pad w/ equipment $71.40 $71.40 0%HST Arena - Mini Pad w/o equipment $41.82 $41.82 0%HST Auditorium - Friday or Saturday with kitchen $505.08 $505.08 0%HST Auditorium - Sunday - Thursday with kitchen $278.44 $278.44 0%HST Auditorium - Hourly $56.30 $56.30 0%HST Room Set up & Decorating Fee (Day before)$105.00 $105.00 0%HST Ball Diamond - Occasional Use $73.20 $73.20 0%HST Ball Diamond - Seasonal Youth Team $71.40 $71.40 0%HST Ball Diamond - Seasonal Team Practice $260.10 $260.10 0%HST Ball Diamond - Seasonal Adult Team $431.75 $431.75 0%HST Ball Diamond - 2-day Tournament $500.00 $500.00 0%HST Ball Diamond - Tournament per diamond per day $73.20 HST New Fee Ball Diamond - Keys $11.00 $11.00 0%HST Coronation Park Pavilion $53.00 $53.00 0%HST Damage Deposit $500.00 $500.00 0%None Den - Fri or Sat with kitchen $170.00 $170.00 0%HST Den - Sun - Thursday with kitchen $125.00 $125.00 0%HST Den - Hourly Daytime $30.00 $30.00 0%HST Entire Building - 1 arena 9am-4pm (excluding Senior Centre)$2,000.00 $2,000.00 0%HST Entire Building - 2 arenas 9am-4pm (excluding Senior Centre)$2,500.00 $2,500.00 0%HST Gibson House $66.05 HST New Fee Gibson House - Hourly $25.50 HST New Fee Kinsmen Canteen (per day)$25.50 $25.50 0%HST Lobby Area $30.60 $30.60 0%HST Table Rentals $5.25 $5.25 0%HST Chair Rentals $2.05 $2.05 0%HST Delivery of Table & Chairs( per round trip)$25.50 $25.50 0%HST C:\Users\jbunn\AppData\Local\Temp\AgendaManager\Schedule A 2015 Rates & Fees 2/05/15 PDF created with pdfFactory Pro trial version www.pdffactory.com253 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Black curtains/hardware rental per foot $2.50 $2.50 0%HST Marwood B or C $64.75 $64.75 0%HST Marwood BC $129.50 $129.50 0%HST Marwood B or C - Hourly $25.00 $25.00 0%HST C:\Users\jbunn\AppData\Local\Temp\AgendaManager\Schedule A 2015 Rates & Fees 2/05/15 PDF created with pdfFactory Pro trial version www.pdffactory.com254 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Marwood BC - Hourly $30.00 $30.00 0%HST Memorial Pavilion (full)$85.68 $85.68 0%HST Memorial Pavilition (half)$53.04 $53.04 0%HST Newman Park Gazebo $52.02 $52.02 0%HST Park Wedding $52.02 $52.02 0%HST Rotary Room $66.05 HST New Fee Rotary Room - Hourly $25.50 HST New Fee Rowing Club per month $92.77 $92.77 0%HST School Lessons $3.60 $3.60 0%Exempt Youth C:\Users\jbunn\AppData\Local\Temp\AgendaManager\Schedule A 2015 Rates & Fees 2/05/15 PDF created with pdfFactory Pro trial version www.pdffactory.com255 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Swim to Survive Rentals $87.75 $87.75 0%Exempt Youth SWA Office $25.50 $25.50 0%HST SWA Swim Team $41.30 $41.30 0%HST SWA Swim Team - Shared $23.15 $23.15 0%HST SWA Swim Meet $295.20 $295.20 0%HST SWA Swim Meet Evening $147.60 $147.60 0%HST SWA Storage Pool Deck $25.50 HST New Fee Storage Office A $25.50 $25.50 0%HST Storage Office B $15.30 $15.30 0%HST Storage Office C $5.25 $5.25 0%HST Pool - 0-50 swimmers $85.68 $85.68 0%HST Pool - 101+swimmers $218.28 $218.28 0%HST Pool - 51-100 swimmers $116.28 $116.28 0%HST Ticket Ice $6.90 $6.90 0%HST Change in HST application C:\Users\jbunn\AppData\Local\Temp\AgendaManager\Schedule A 2015 Rates & Fees 2/05/15 PDF created with pdfFactory Pro trial version www.pdffactory.com256 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Audio/Visual - Cordless Microphones $20.40 $20.40 0%HST Audio/Visual - TV/DVD Sound System $20.40 $20.40 0%HST Audio/Visual Digital Projector/Screen $20.40 $20.40 0%HST WaterPark - 0-100 swimmers $312.12 $312.12 0%HST WaterPark- 0-100 swimmers - extra half hour $208.08 $208.08 0%HST Waterpark 101-300 swimmers $416.16 $424.48 2%HST Waterpark 101-300 swimmers - extra half hour $312.12 $312.12 0%HST Waterpark 300+ swimmers $572.22 $572.22 0%HST Waterpark 300+ swimmers - extra half hour $452.57 $452.57 0%HST Waterpark Board of Ed 100 swimmers $276.90 $276.90 0%HST Waterpark Board of Ed 100 swimmers add. Hr.$153.83 $153.83 0%HST Waterpark Board of Ed 100+ swimmers $492.27 $492.27 0%HST Waterpark Board of Ed 100+ swimmers add. Hr.$246.14 $246.14 0%HST Community Centre - Leagues and Memberships Court Membership - Adult $50.00 $50.00 0%HST Court Membership - Youth $18.00 $18.00 0%HST Disc Golf - Deposit $20.00 N/A New Fee Dodgeball Individual $56.10 $56.10 0%HST Dodgeball Team $362.10 $362.10 0%HST Tennis Lessons $80.00 $80.00 HST Youth Membership - Aqua Fit/Aqua Jogging - 12 month $296.06 $296.06 HST Membership - Parent Pass $33.96 $33.96 0%HST Membership - Personal Training - 10 $190.65 $190.65 0%HST Membership - Personal Training - 5 $106.10 $106.10 0%HST Membership - Pool - 12 month $187.27 $187.27 0%HST Membership - Pool - 6 month $131.10 $131.10 0%HST Membership - Pool 20 Punch Card Pass $62.40 $62.40 0%HST Membership - Weight Training $53.58 $53.58 0%HST Membership - HC Adult - 1 month $69.19 $69.19 0%HST Membership - HC Adult - 12 month $407.84 $407.84 0%HST Membership - HC Adult - 3 month $182.07 $182.07 0%HST Membership - HC Adult - 6 month $265.30 $265.30 0%HST Membership - HC Adult - 20 Punch Card Pass $161.26 $161.26 0%HST Membership - HC Family - 1 month $156.06 $156.06 0%HST Membership - HC Family - 12 month $816.71 $816.71 0%HST Membership - HC Family - 3 month $390.15 $390.15 0%HST Membership - HC Family - 6 month $582.62 $582.62 0%HST Membership - HC Student - 1 month $55.94 $55.94 0%HST Membership - HC Student - 12 month $300.72 $300.72 0%HST Membership - HC Student - 3 month $153.85 $153.85 0%HST Membership - HC Student - 6 month $190.23 $190.23 0%HST Membership- Student - 20 Passes $75.00 $75.00 0%HST Membership - HC Glendale Student $92.08 $92.08 0%HST Membership - Special - Adult $265.12 $265.12 0%HST Membership - Special - Student $195.47 $195.47 0%HST Membership - Replacement Card $5.00 $5.00 0%HST Membership - Squash Adult - 1 month $67.14 $67.14 0%HST Membership - Squash Adult - 3 month $176.23 $176.23 0%HST Membership - Squash Adult - 6 month $258.76 $258.76 0%HST Membership - Squash Adult - 20 punch card pass $83.23 $83.23 0%HST Membership - Squash Family - 1 month $151.06 $151.06 0%HST Membership - Squash Family - 3 month $377.64 $377.64 0%HST Membership - Squash Family - 6 month $567.87 $567.87 0%HST Membership - Squash Student - 1 month $55.94 $55.94 0%HST Membership - Squash Student - 3 month $153.85 $153.85 0%HST Membership - Squash Student - 6 month $190.23 $190.23 0%HST Volleyball Individual $56.10 $56.10 0%HST Volleyball Team $362.10 $362.10 0%HST C:\Users\jbunn\AppData\Local\Temp\AgendaManager\Schedule A 2015 Rates & Fees 2/05/15 PDF created with pdfFactory Pro trial version www.pdffactory.com257 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Community Centre- Pay as you go/Admission Aquatfit/Aerobics Class $7.40 $7.40 0%HST Board of Education - Squash/HC $2.75 $2.75 0%HST Board of Education - Arena/Pool $3.00 $3.00 0%HST C:\Users\jbunn\AppData\Local\Temp\AgendaManager\Schedule A 2015 Rates & Fees 2/05/15 PDF created with pdfFactory Pro trial version www.pdffactory.com258 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Court Fee $5.00 $5.00 0%HST Health Club Adult $10.45 $10.45 0%HST Health Club - Youth $4.60 $4.60 0%HST Min Age of 12 Squash $10.73 $10.73 0%HST Swim Child $2.00 $2.00 0%HST C:\Users\jbunn\AppData\Local\Temp\AgendaManager\Schedule A 2015 Rates & Fees 2/05/15 PDF created with pdfFactory Pro trial version www.pdffactory.com259 icket 2014 Fee Proposed 2015 Fee % Change Tax Notes Swim Family $8.60 $8.60 0%HST Swim Adult $4.10 $4.10 0%HST Skate Child $2.00 $2.00 0%HST Skate Family $8.60 $8.60 0%HST Skate Adult $4.10 $4.10 0%HST Wallyball $11.50 $11.50 0%HST Waterpark 2-5 yrs $0.00 $0.00 HST Waterpark 55+ years $4.50 $4.50 0%HST Waterpark 6-14 yrs $4.00 $4.00 0%HST Waterpark Additional Family Member $2.00 $2.00 0%HST Waterpark Adult $6.75 $6.75 0%HST Waterpark Family $24.50 $24.50 0%HST Waterpark Pass- 10 - Child 6 -14 $28.50 $28.50 0%HST Waterpark Pass - 10 - 60 & over $41.50 $41.50 0%HST Waterpark Pass - 10 - Adult $61.95 $61.95 0%HST Waterpark Pass - 10 - Family $213.25 $213.25 0%HST Waterpark Pass- 20 - Child 6 - 14 $53.55 $53.55 0%HST Waterpark Pass- 20 - 60 & over $83.00 $83.00 0%HST Waterpark Pass- 20 - Adult $131.05 $131.05 0%HST Waterpark Tillsonburg Resident Season Pass (6 and up)$25.00 $25.00 0%HST Waterpark Non-resident Season Pass (Youth & Seniors over 60)$40.00 $40.00 0%HST Waterpark Non-resident Season Pass (Adult under 60)$60.00 $60.00 0%HST Waterpark Pooch Plunge $6.00 $6.00 0%HST Community Centre - Other fees Admin - Refund Admin Fee $15.00 $15.00 0%Exempt Admin - Reprint receipt $5.00 $5.00 0%Exempt Admin - Consolidated Receipts (Child Tax Credit)$10.00 $10.00 0%HST Admin - Copies - Single sided $0.25 $0.27 8%HST Admin - Copies - Double sided $0.35 $0.31 -11%HST ADVERTISING 10% - 30% Reductions may apply to multiple advertising Advertising - Memorial Arena Board Back Lit $1,020.00 $1,020.00 0%HST Advertising - Community Arena Backlit $510.00 $510.00 Advertising - Memorial Arena Board $663.00 $663.00 0%HST Advertising - Community Arena Board $408.00 $408.00 0%HST Advertising - Ice Re-Surfacer - Side $510.00 $510.00 0%HST Advertising - Ice Re-Surfacer - Top $1,020.00 $1,020.00 0%HST Advertising - Ice Re-Surfacer - 3 sides $2,260.00 $2,260.00 0%HST Advertising - Brochure 1/8 page $102.00 $102.00 0%HST Advertising - Brochure 1/4 page $178.50 $178.50 0%HST Advertising - Brochure 1/2 page $306.00 $306.00 0%HST Advertising - Brochure Full page $612.00 $612.00 0%HST Advertising - Brochure Full page (internal corporate)$200.00 N/A New Fee Advertising - Miscellaneous $102.00 $102.00 0%HST Advertising - Digital Ad Set up $20.00 $20.00 0%HST Advertising - Digital Ad - Monthly(min. 3 mos term)$50.00 $50.00 0%HST Advertising - Digital Ad - Tournament/Special Events $50.00 $50.00 0%HST Advertising - Fence - Per Season $102.00 $102.00 0%HST Advertising Fence - Per Year $224.40 $224.40 0%HST Bags of Ice $2.55 $2.55 0%HST Camping - Non Serviced per site $30.60 $30.60 0%HST Camping - Serviced per site $51.00 $51.00 0%HST Memorial Tree $510.00 $510.00 0%HST Memorial Bench $1,020.00 $1,020.00 0%HST A 2nd advertisement gets 10% off both, a 3rd ad gets 20% off all 3 and a 4th ad gets 30% off the total for all 4. C:\Users\jbunn\AppData\Local\Temp\AgendaManager\Schedule A 2015 Rates & Fees 2/05/15 PDF created with pdfFactory Pro trial version www.pdffactory.com260 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Police Accident Photos and Video 37.39 37.39 0.00%HST Bike license fee 5.00 5.00 0.00%Exempt Escort fees 60.62 60.62 0.00%HST $60.62 pd duty admin Escort fees 25.00 25.00 0.00%HST $25 per hr vehicle usage Fingerprints 23.45 23.45 0.00%HST Occurance Report 37.39 37.39 0.00%HST Police Security Checks 30.00 30.00 0.00%none Technical Traffic Collision report 500.00 500.00 0.00%HST Witness statements 37.39 37.39 0.00%HST Fire Fee for response to a nuisance fire alarm - first incident in 12 month period 205.00 210.00 2.44%HST first incident, caused by negligant act Fee for each fire apparatus dispatched to a specific address in response to a nuisance false alarm AFTER the first incident in 12 month period $410/hr + $205/ each half hr thereafter $410/hr + $205/ each half hr thereafter 0% (based on MTO set rate)HST subsequent incidents based on two apparatus dispatched to the alarm. Response to false alarms in building required by the Ontario Building Code where work is being done on the system and the owner or his agent fails to notify the Fire Department $410/hr + $205/ each half hr thereafter $410/hr + $205/ each half hr thereafter 0% (based on MTO set rate)HST each incident based on two apparatus dispatched to the alarm. Fee for each fire apparatus dispatched to the scene of a motor vehicle accident and providing fire protection or other emergency services. $410/hr + $205/ each half hr thereafter + materials used $410/hr + $205/ each half hr thereafter + materials used 0% (based on MTO set rate)HST Where possible this fee will be charged to insurance company of vehicle owner, otherwise the fee is chargeable to the registered owner of the vehicle. Fee for each fire apparatus dispatched to the scene of a motor vehicle fire and providing fire protection or other emergency services. $410/hr + $205/ each half hr thereafter + materials used $410/hr + $205/ each half hr thereafter + materials used 0% (based on MTO set rate)HST Where possible this fee will be charged to insurance company of vehicle owner, otherwise the fee is chargeable to the registered owner of the vehicle. Fee for each fire apparatus dispatched to the scene of a motor vehicle accident or at the scene of a motor vehicle fire and providing fire protection or other emergency services on a provincial highway. $410/hr + $205/ each half hr thereafter + materials used $410/hr + $205/ each half hr thereafter + materials used 0% (based on MTO set rate)HST This fee will be charged to the Ministry of Transportation for all vehicle accident or vehicle fire related services that occur on provincial highways. Fee for each fire apparatus dispatched to Natural Gas Leak $410/hr + $205/ each half hr thereafter + materials used $410/hr + $205/ each half hr thereafter + materials used 0% (based on MTO set rate)HST This fee is chargeable where the fire department responds and determines that a natural gas incident has been caused directly by a person or company. Fee for each fire apparatus dispatched to a Hazardous Materials Incident. $410/hr + $205/ each half hr thereafter + materials used $410/hr + $205/ each half hr thereafter + materials used 0% (based on MTO set rate)HST This fee is chargeable to the person or company that has control of a Hazardous Material that’s release has resulted in the response of the fire department. Fee for each fire apparatus assigned to a fire watch authorized by Fire Chief $410/hr + $205/ each half hr thereafter $410/hr + $205/ each half hr thereafter 0% (based on MTO set rate)HST This fee is charged to the insurance company of the registered owner of a property, otherwise the registered owner of the property where in the opinion of the fire chief or his designate a fire is likely to occur. Additional Fire department expense incurred during an emergency required to mitigate the emergency actual costs actual costs HST This fee is charged to the insurance company of the registered owner of a property, otherwise the registered owner of the property where in the opinion of the fire chief or his designate it is necessary to employ heavy equipment to extinguish a fire or protect adjacent properties from the spread of fire. Fire Incident Report 100.00 102.00 2.00%HST Fire Investigation report 200.00 205.00 2.50%HST Fee to conduct a file search for outstanding orders/ inspection reports and respond by letter 75.00 80.00 6.67%HST Fee to conduct a requested inspection of a commercial, industrial, or institutional building less than 930m2 (10,000 sq.ft.) 200.00 205.00 2.50%HST OBC Classification A, B, D, E & F. Residential (OBC C) removed for 2015 and listed separate. Each additional 185m2 (2000 sq.ft.) in a commercial, industrial or institutional building N/A 30.00 HST New fee for additional area over base fee Fee to conduct a requested inspection of a residential building up to and including 4 suites or apartments 200.00 200.00 0.00%HST OBC Classification C. Separated from other occupancies for 2015. C:\Users\jbunn\AppData\Local\Temp\AgendaManager\Schedule A 2015 Rates & Fees 2/05/15 PDF created with pdfFactory Pro trial version www.pdffactory.com261 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Each additional suite or apartment over base fee 30.00 HST New fee for additonal unit(s). Fee per apartment over base fee. Fee to conduct a requested inspection of any licensed occupancy excluding a daycare 150.00 155.00 3.33%HST Fee to conduct a requested inspection of a daycare facility 75.00 77.00 2.67%HST Fee to conduct verification of fire drill scenario 125.00 HST New fee. For verifying fire drills are conducted within established time limits in occupancies with vulnerable occupants. Business License Inspection 75.00 77.00 Exempt Fee to conduct any requested inspection above that is in compliance with the Fire Code at initial inspection (50.00) (50.00)0.00%HST Credit Fee to conduct each required re-inspection after one verification re-inspection same as original same as original HST Subsequent inspections following the second. Fee charged to registered owner. Residential carbon monoxide alarm or smoke alarm left with a homeowner on loan 50.00 75.00 50.00% HST, if not returned Fee charged if loaner alarm not returned within two (2) weeks of being left on site. Fire department approval as part of a Demolition Permit issued by the Building Department. 100.00 100.00 0.00%HST Fee to review an application for a licence to sell Consumer Fireworks (F.1) including a site inspection and review of Fire Safety Plan 150.00 170.00 13.33%HST Fee to review an application for a Display Fireworks (F.2) event 125.00 HST New fee for 2015. Town of Tillsonburg sponsored event are exempt from this fee. Fee to review an application for a licence to conduct a Pyrotechnics (F.3) display including a site inspection and review of Fire Safety Plan 150.00 200.00 33.33%HST Fee to issue open air burn permit 100.00 105.00 5.00%HST Fee to review a fire safety plan excluding any such review required as part of a property inspection for which a fee has been set in this by-law. 50.00 55.00 10.00%HST Fee to review and/or approve a Level 1 Risk Management Plan as part of an application to the TSSA for a licence to store propane. 300.00 300.00 0.00%HST Fee to review and/or approve a Level 2 Risk Management Plan as part of an application to the TSSA for a licence to store propane $750 plus actual costs to retain a 3rd part engineer or other firm if required. $750 plus actual costs to retain a 3rd part engineer or other firm if required. HST Fee for facilitating fire safety training 100.00 105.00 5.00%HST plus cost of materials Fees to facilitate public education presentations, station tours, and lectures for non-resident organizations and individuals 50.00 50.00 0.00%HST plus cost of materials Fee to recharge self-contained breathing air cyclinders 30.00 30.00 0.00%HST Excludes customers with special agreement Fee to recharge self-contained breathing air cylinders, under a special agreement with SWOX and Bayham Fire Depts 1,200.00 1,300.00 8.33%HST to increase by $100 each year through to 2015 Fee to clean set of bunker gear 2.50 HST New fee for 2015 Rental of Training Room (excluding emergency services) 200.00 205.00 2.50%HST C:\Users\jbunn\AppData\Local\Temp\AgendaManager\Schedule A 2015 Rates & Fees 2/05/15 PDF created with pdfFactory Pro trial version www.pdffactory.com262 Item 2014 Fee Proposed 2015 Fee % Change Tax Unit Notes Engineering Fees Certificate request - Engineering 100.00 100.00 0.00%HST per copy Drawing Copy Fee - large Engineer Drawing (24x36)15.00 15.00 HST per copy Drawing Review Fee - Electrical Major 1,800.00 1,800.00 0.00%HST per copy Drawing Review Fee - Electrical Minor 500.00 500.00 HST per copy Drawing Review Fee - Large Engineer Drawing (24x36)500.00 500.00 HST per copy Drawing Review Fee - Subdivision 4,500.00 4,500.00 HST per copy Easement Research Request 100.00 100.00 HST per copy Maps LRIS Maps (screen shot printed from LRIS)2.00 2.00 HST per copy Tillsonburg Map free digital download free digital download Urban Airphoto Maps -24"x36" 20.00 20.00 HST per copy Urban Airphoto Maps -36"x48"25.00 25.00 HST per copy Urban Subdivision Status Maps (11x17)3.00 3.00 HST per copy Urban Zoning Maps - 24"x36"15.00 15.00 0.00%HST per copy Urban Zoning Maps - 36"x48"20.00 20.00 0.00%HST per copy PDF created with pdfFactory Pro trial version www.pdffactory.com 263 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Utility NSF Cheque Fee $20.00 $20.00 0.00% Changes to rates must be approved by the THI Board of Directors or OEB Utility-Account Set Up Fee $30.00 $30.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-After Hour Reconnect $185.00 $185.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-During Hours Reconnect $65.00 $65.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Generator (100 W) 122/208 $300.00 $300.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Generator (125 W) 347/600 $400.00 $400.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Interval Meter $1,100.00 $1,100.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Labour $43.10 $43.10 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Miscellaneous Materials Mark Up $0.25 $0.25 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Pole Rental - 30 ft $1.50 $1.50 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB PDF created with pdfFactory Pro trial version www.pdffactory.com 264 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Utility-Pole Rental - 35 ft $2.25 $2.25 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Sentinal Light Rental - 150 W $3.75 $3.75 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Sentinal Light Rental - 175 W $3.75 $3.75 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Sentinal Light Rental - 250 W $4.00 $4.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Sentinal Light Rental - 400 W $4.00 $4.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Sentinal Light Rental - 70 W $3.50 $3.50 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB PDF created with pdfFactory Pro trial version www.pdffactory.com 265 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Utility-Sewer Camera Job (flat rate/job)$50.00 $50.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Special Meter Reading $30.00 $30.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #20 $15.00 $15.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #26 $15.00 $15.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #28 $15.00 $15.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #29 $15.00 $15.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #30 $15.00 $15.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #41 $18.00 $18.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #44 $18.00 $18.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #65 $35.00 $35.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB PDF created with pdfFactory Pro trial version www.pdffactory.com 266 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Utility-Truck Charges - #66 $35.00 $35.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #67 $35.00 $35.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Truck Charges - #86 $35.00 $35.00 0.00% plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Water Heater Rental - 40 gal.$6.25 $7.00 12.00% plus HST water heater is Town enterprise Utility-Water Heater Rental - 60 gal $7.25 $8.00 10.34% plus HST water heater is Town enterprise Water Permit Non-Metered Condo $10.00 $10.00 0.00%County approved Water Permit Non-Metered Residential $25.00 $25.00 0.00%County approved Water Violation $75.00 $75.00 0.00%County approved Water/Wastewater Collection Fee $15.00 $15.00 0.00%County approved PDF created with pdfFactory Pro trial version www.pdffactory.com 267 Item Current Fee Proposed Fee % Change Tax Notes Museum Museum-Admission-Adult 5.00 5.31 HSTNo longer including HST in rate Museum-Admission-Annual-Family Rate 45.00 45.00 HSTNo longer including HST in rate Museum-Admission-Annual-Individual 20.00 20.00 HSTNo longer including HST in rate Museum-Admission-Child 2.00 2.21 HSTNo longer including HST in rate Museum-Admission-Family Rate 10.00 10.62 HSTNo longer including HST in rate Museum-Admission-Group Rate 4.00 4.00 HSTNo longer including HST in rate Museum-Admission-Senior 4.50 4.42 HSTNo longer including HST in rate Museum-Admission-Student 3.00 3.00 HSTNo longer including HST in rate Museum Volunteer-Admission-Free - - Free Museum-Permission Fees-Personal Use 2.00 2.50 HST Museum-Permission Fees-Pubication Use 5.00 5.50 HST Museum-Rentals-Audio Visual Equipment-Corporate - Museum-Rentals-Program Room or Grounds & Gardens - 25 - 50 people 50.00 50.00 HST Museum-Rentals-Grounds & Gardens-Corporate 50.00 50.00 HST Museum-Rentals-Kitchen 25.00 25.00 HST Museum-Rentals-Kitchen - Corporate 35.00 35.00 HST Museum-Rentals-Program Room 50.00 50.00 HST Museum-Rentals-Program Room 75.00 75.00 HST Museum-Rentals-Program Room-Corporate 75.00 75.00 HST Museum-Rentals-Program Room-Corporate 100.00 100.00 HST Museum-Rentals-Tour Surcharge-Groups 100-150 100.00 100.00 HST Museum-Rentals-Tour Surcharge-Groups 25-50 60.00 60.00 HST Museum-Rentals-Tour Surcharge-Groups 51-100 75.00 75.00 HST Museum-Seasonal Childrens Programs 20.00 20.00 HSTNo longer including HST in rate Museum-Seasonal Childrens Programs- 2nd Child 18.00 18.00 HSTNo longer including HST in rate Museum- School Program- per student (1 hour) 2.50 2.50 HSTNo longer including HST in rate Museum - School Program - per student (2 hours) 3.50 HSTNew Fee Museum - Special Event - Adult program 10.00 HSTNew Fee Museum-Slide Show Presentations-Off Site 40.00 40.00 HST PDF created with pdfFactory Pro trial version www.pdffactory.com268 Item Current Fee Proposed Fee % Change Tax Notes Museum-Slide Show Presentations-On Site 30.00 30.00 HST Museum-Admission - Pratt Gallery only 2.50 2.50 HST Museum- Special Event- Lunch & Learn Series Pass 70.00 70.00 HST Museum- Special Event - Lunch & Learn- Single Pass 20.00 20.00 HST Museum - Special Event - Women's Day Luncheon 30.00 30.00 HST Museum- Special Event Tea 15.00 15.00 HST Museum - Special Event - Dinner 55.00 55.00 HST Museum - Special Event - Performance 40.00 HSTNew Fee Workshops 35.00 35.00 HST Workshops 55.00 55.00 HST Workshops 75.00 75.00 HST Workshops 100.00 100.00 HST Show Tickets 45.00 45.00 HST Museum- Culture Tillsonburg Event Ticket - 20.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 25.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 30.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 35.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 40.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 45.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 50.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 60.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 65.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 70.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 75.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 80.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 85.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 90.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 95.00 HST New Fee Museum- Culture Tillsonburg Event Ticket - 100.00 HST New Fee PDF created with pdfFactory Pro trial version www.pdffactory.com269 Item 2014Burial Fee 2014 Perpetual Care Fee 2014 Fee 2015Burial Fee 2015 Perpetual Care Fee 2015 Fee % Change Tax Unit Notes Interment Rights Perpetual care fees regulated by the Province Grave 10 x 4 389.56 259.71 649.27 397.35 264.91 662.26 2%HST grave All perpetual care fees regulated by the Province Infant Grave 3X3 129.86 86.56 216.42 132.45 88.29 220.74 2%HST grave Cremation Grave 3x3 312.03 208.02 520.05 318.27 212.18 530.45 2%HST grave Columbarium Niche 1,510.76 274.24 1,785.00 1,540.98 279.72 1,820.70 2%HST niche Cemetery Services - Cemeteries Regulation Unit burial and cremation license 12.00 12.00 12.00 12.00 0%NO HST interment Set by the Province Columbarium Niche Open/Close 242.69 - 242.69 247.54 247.54 2%HST each Adult Interment 796.43 - 796.43 812.36 812.36 2%HST eachChild/ Infant Interment 297.32 - 297.32 303.27 303.27 2%HST each (length is 5' or less) Cremated Remains Interment Infant 297.32 - 297.32 303.27 303.27 2%HST each Cremated Remains Interment Adult 445.53 445.53 454.44 454.44 2%HST each Statutory Holidays - Funeral Fee 262.65 262.65 267.90 267.90 2%HST each Disinterment/Exhumation- Relocation in Same Cemetery- Adult Casket 2,056.02 2,056.02 2,097.14 2,097.14 2%HST each Disinterment/Exhumation- Relocation in Same Cemetery- Adult Casket in Vault 1,785.00 1,785.00 1,820.70 1,820.70 2%HST each Disinterment/Exhumation- Relocation in Another Cemetery- Adult Casket 1,839.60 1,839.60 1,876.39 1,876.39 2%HST each Disinterment/Exhumation- Relocation in Another Cemetery- Adult Casket in Vault 1,570.65 1,570.65 1,602.06 1,602.06 2%HST each Disinterment/Exhumation-Child Casket 822.41 822.41 838.86 838.86 2%HST each (length is 5' or less) Disinterment/Exhumation- Child/Infant Cremains 297.32 297.32 303.27 303.27 2%HST each Marker/Foundation Services Preparation of Foundations for Upright Monument (5' depth) 17.34 17.34 17.69 17.69 2%HST per cubic foot Setting Veteran Standing Monument 189.11 189.11 192.89 192.89 2%HST each Marker Setting - minimum charge 161.79 161.79 165.03 165.03 2%HST eachMarker Setting - no concrete 27.32 27.32 27.86 27.86 2%HST each Marker Setting - 4" Concrete Border 80.90 80.90 82.51 82.51 2%HST each Marker Setting - 2"Foundation with Border 162.84 162.84 166.10 166.10 2%HST each Monument Care & Maintenance Care & maintenance fees regulated by the Province Flat Markers - 50.00 50.00 50.00 50.00 2%HST each Upright Markers Up to 48" - 100.00 100.00 100.00 100.00 2%HST each Upright Markers Over 48" - 200.00 200.00 200.00 200.00 2%HST each Other Fees & Services 2% Transfer Fee/Replacement - Interment Rights Certificate 36.77 36.77 37.51 37.51 2%HST each Flower Campaign 100.00 100.00 100.00 100.00 2%HST basket Wreath Campaign 60.00 60.00 60.00 60.00 2%HST wreath PDF created with pdfFactory Pro trial version www.pdffactory.com270 Item 2014 Fee Proposed 2015 Fee % Change Tax Unit Notes Roads-Labour -$36.41 plus HSTper hour Roads-Labour Overtime -$50.72 plus HSTper hour Roads-Labour Double Time -$65.03 plus HSTper hour 1/2 Ton Pickup Truck -$15.00 plus HSTper hour 1-Ton Truck -$25.00 plus HSTper hour Single Axle Dump Truck -$80.00 plus HSTper hour With Plow & Wing -$10.00 plus HSTper hour With Sander/Salter -$19.00 plus HSTper hour With Plow, Wing & Sander/Salter -$29.00 plus HSTper hour With Anti-Icing System -$3.50 plus HSTper hour Front End Loader -$50.00 plus HSTper hour With Plow Blade -$5.00 plus HSTper hour With Snowblower -$180.00 plus HST per hour Grader -$75.00 plus HSTper hour Street Sweeper -$65.00 plus HST per hour Trackless Tractor -$45.00 plus HSTper hour With Plow -$5.00 plus HSTper hour With Sander -$3.00 plus HSTper hour With Snowblower -$13.00 plus HSTper hour With Plow\Wing & Sander -$8.00 plus HSTper hour With Snowblower & Sander -$16.00 plus HSTper hour With Angle Broom -$7.00 plus HSTper hour With Flail Mower -$6.00 plus HSTper hour With Leaf Loader -$85.00 plus HSTper hour With Cold Planer -$35.00 plus HSTper hour Line Striper -$11.00 plus HSTper hour Sewer Rodder -$90.00 plus HSTper hour Wood Chipper -$65.00 plus HSTper hour Zero Radius Mower -$25.00 plus HSTper hour Portable Pump -$35.00 plus HSTper hour Walk Behind Snowblower -$2.00 plus HSTper hour Walk Behind Push Mower -$2.00 plus HSTper hour Chainsaw -$2.50 plus HSTper hour Trimmer -$2.00 plus HSTper hour Small Generator -$9.00 plus HSTper hour PDF created with pdfFactory Pro trial version www.pdffactory.com271 Utility Trailer -$6.50 plus HSTper hour PDF created with pdfFactory Pro trial version www.pdffactory.com272 Item 2014 Fee Proposed 2015 Fee % Change Tax Notes Bag Tags $2.00 $2.00 0.00%none County approved Blue Box (appartment )$3.50 $3.50 0.00%none County approved Blue Box (Mid size)$4.50 $4.50 0.00%none County approved Blue Box (large)$5.50 $5.50 0.00%none County approved Blue Box Lid $1.50 $1.50 0.00%none County approved Composter $10.00 $10.00 0.00%none County approved Rain barrels $45.00 $45.00 0.00%none County approved Fine - allow or permit an animal to trespass on private property 150.00 150.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Fail to ensure that the animal enclosure is kept free of offensive odour 300.00 300.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Fail to ensure that the animal enclosure is kept in a clean and sanitary condition 300.00 300.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Fail to ensure that the nature and condition of the animal enclosure are such that the animal would not be harmed and its health would not be negatively affected 300.00 300.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Fail to ensure the animal enclosure is such that the animal can be readily observed unless the natural habits of the animal require otherwise 300.00 300.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - fail to keep dog license fixed on dog/cat 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - fail to notify license issuer upon sale of puppy/kitten 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Fail to obtain dog/cat license 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - fail to prevent an animal from running at large 150.00 150.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Fail to provide animal with basic necessities 300.00 300.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - fail to remove or dispose of animal excrement forthwith 150.00 150.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - fail to renew dog/cat license 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - failing to muzzle potentially dangerous dog or dangerous dog 305.00 305.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Failing to restrain dog from causing noise 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - failing to restrain potentially dangerous dog or dangerous dog 305.00 305.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Failure to comply with conditions of muzzle order 305.00 305.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Failure to ensure that the animal enclosure for every reptile/fish/amphibian has an enclosed space adaquate for the needs of the species 300.00 300.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Failure to ensure that the animal enclosure is escape-proof 150.00 150.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Failure to ensure that the animal enclosure is of a size/incondition such that the animal may extend its lefs, wings and body to their full extent, stand sit and perch 300.00 300.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - failure to notify change of ownership of potentially dangerous dog or dangerous dog 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - failure to post sign 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Failure to store feed in a rodent- proof container 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. PDF created with pdfFactory Pro trial version www.pdffactory.com273 Fine - forcibly trying to retrieve dog or cat from pound keeper or premises of pound keeper 150.00 150.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Harbouring more than three dogs 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Harbouring more than two cats 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - have dog on leash exceeding two metres 150.00 150.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Keep animal in unsanitary conditions 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Keeping more than ten pidgeons 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Keeping prohibited animals 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - keeping prohibited animals - agricultural lands 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - Offering for sale, selling, making available 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - operate a kennel without a license 150.00 150.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - restraining potentially dangerous dog or dangerous dog exceeding two feet in length 305.00 305.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - retrieve a dog and or cat from pound keeper without paying fees 150.00 150.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. Fine - unlawfully transferred dog/cat tag 105.00 105.00 0.00%none Fines set by province, approved by Justice of the Peace, not contained in bylaw. AGCO Required Licences 0.00% Alcohol & Gaming Commission of Ontario (AODA) Special Sales License $1 per thousand $1 per thousand 0.00%none Alcohol and Gaming Commission 50/50 Raffle 3% with min. of $25 3% with min. of $25 0.00%none Alcohol and Gaming Commission Bazaar $10 per wheel, 3 wheels max $10 per wheel, 3 wheels max 0.00%none Alcohol and Gaming Commission Bazaar/Bingo 2 percent 2 percent 0.00%none Alcohol and Gaming Commission Bazaar/Raffle 3 % up to $5000 3 % up to $5000 0.00%none Alcohol and Gaming Commission Bingo Only 2 percent up to $5500 2 percent up to $5500 0.00%none Alcohol and Gaming Commission Nevada @ other location 3% x # of units X total prize/unit 3% x # of units X total prize/unit 0.00%none Alcohol and Gaming Commission Nevada @ own location 2% x # of units X total prize/unit 2% x # of units X total prize/unit 0.00%none Alcohol and Gaming Commission PDF created with pdfFactory Pro trial version www.pdffactory.com274 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3880 A BY-LAW to adopt the Town of Tillsonburg Public Engagement Policy & Guidelines. WHEREAS Section 270(1) of the Municipal Act, 2001 states that a municipality shall adopt and maintain policies with respect to the manner in which the municipality will try to ensure that it is accountable to the public for its actions, and the manner in which the municipality will try to ensure that its actions are transparent to the public. WHEREAS the Council of the Corporation of the Town of Tillsonburg is desirous of adopting the Public Engagement Policy & Guidelines. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the Town of Tillsonburg Public Engagement Policy & Guidelines attached hereto as "Schedule A" is hereby adopted and forms part of this by-law. 2. AND THAT this by-law comes into force and effect upon passing. Read a First and Second Time this 9th day of February, 2015. Read a Third and Final Time and passed this 9th day of February, 2015. ______________________________ Mayor – Dave Beres ______________ _____________________________________ Clerk – Donna Wilson 275 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3881 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 9th day of February, 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 February 9, 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 9TH DAY OF FEBRUARY, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 9TH DAY OF FEBRUARY, 2015. ________________________________ Mayor – Stephen Molnar ________________________________ Municipal Clerk – Donna Wilson 276