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150226 Council= ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres Councillor Maxwell Adam Councillor Penny Esseltine Councillor Chris Rosehart Councillor Brian Stephenson Regrets: Councillor Jim Hayes Staff: David Calder, CAO Donna Wilson, Town Clerk Kevin De Leebeeck, Director of Operations Rick Cox, Director of Parks and Recreation Services Darrell Eddington, Director of Finance Jeff Bunn, Deputy Clerk 1. Call to Order The meeting was called to order at 4:30 p.m. 2. Adoption of Agenda The Agenda was amended to include the Employee Recognition Ceremony at 4:30 p.m. Moved By: Councillor Rosehart Seconded By: Councillor Esseltine THAT the Agenda as prepared for the Council meeting of Thursday, February 26, 2015, be adopted as amended. Carried. 3. Employee Recognition Ceremony The Corporation of the Town of Tillsonburg COUNCIL MEETING Thursday, February 26, 2015 4:30 PM Council Chambers 200 Broadway, 2nd Floor Minutes February 26, 2015 Council Meeting – Minutes - 2 - The Mayor and Senior Management presented staff with recognition certificates and pins for 5 years to 30 years of service. Council took a recess at 4:47 p.m. Council reconvened at 6:00 p.m. 4. Moment of Silence 5. Disclosures of Pecuniary Interest and the General Nature Thereof 6. Adoption of Council Minutes of Previous Meeting 6.1. Minutes of the Meeting of February 9, 2015 February 9, 2015 - Council Minutes Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT the Minutes of the Council Meeting of February 9, 2015, be approved. Carried. 7. Delegations and Presentations 7.1. 190th of Tillsonburg Founding - Patty Phelps Patty Phelps appeared before Council to share the “Settler’s Pledge” and the 190 Log Cabin initiative to celebrate the 190th founding of the Town of Tillsonburg. Ms. Phelps informed Council that 190 small “build-your-own log cabins” are available for free to the public as part of the 190th celebrations. 8. Special Shareholder Meeting, Tillsonburg Hydro Inc. Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council move into a Special Meeting of the Shareholder of Tillsonburg Hydro Inc. Carried. Council moved into a special meeting of the Shareholder at 6:17 p.m. 8.1. Shareholder Nominating Committee Report (THI Appointments) The Shareholder circulated report THI NC 15-01 as prepared by the Shareholder Nomination Committee (attached to the minutes). Moved By: Councillor Esseltine Seconded By: Councillor Rosehart February 26, 2015 Council Meeting – Minutes - 3 - WHEREAS in accordance with Report CAO 15-06 entitled Tillsonburg Hydro Inc. Shareholder Nomination Committee, a recommendation was made to the shareholder to establish a Shareholder Nominating Committee to consider appointments to fill the two vacancies on the Board of Directors of Tillsonburg Hydro Inc.; AND WHEREAS the Shareholder of Tillsonburg Hydro Inc. at its meeting of February 9, 2015 established a Shareholder Nominating Committee comprised of Mayor Molnar, Councillor Esseltine and Councillor Rosehart; AND WHEREAS the Shareholder Nominating Committee has met and reviewed the applications received for the two vacancies on the Tillsonburg Hydro Inc. Board of Directors; NOW THEREFORE BE IT RESOLVED that the Shareholder Nominating Committee recommends to the shareholder the appointment of Mark Rosehart and Daniel Rasokas to the Tillsonburg Hydro Board of Directors; AND THAT the term of the two Directors appointed this date, being February 26, 2015 shall be until the 2015 Tillsonburg Hydro Inc. Annual General Meeting. Carried. Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT the Special Meeting of the Shareholder of Tillsonburg Hydro Inc. be adjourned. Carried. Council resumed the regular meeting at 6:22 p.m. 9. Public Meetings 9.1. ZN 7-15-01- Town of Tillsonburg Non-Profit Housing Corporation CASPO 2015-50 (ZN 7-15-1) Report Mapping Eric Gilbert, Development Planner, appeared before Council and presented Zone Change Application ZN 7-15-01. February 26, 2015 Council Meeting – Minutes - 4 - The agent for the applicant, Josh Warkentin, provided additional details to support the application. No one appeared in opposition of the application. Council passed the following resolution: Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council approve the zone change application submitted by Town of Tillsonburg Non-Profit Housing Corporation, whereby the lands described as Part Lot 381, Plan 500, Town of Tillsonburg, known municipally as 31 Maple Lane are to be rezoned from ‘High Density Residential Zone (RH)’ to ‘Special High Density Residential Zone (RH-sp)’. Carried. 10. Mayor 10.1. MRY 2015-02 County Council Update MYR 15-02 County Council Update Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives report MYR 15-02 as information. Carried. 11. Quarterly Reports 11.1. FIN 15-09 Fourth Quarter Financial Results FIN 15-09 Fourth Quarter Financial Results 2014 Actual Variances - Q4 The Director of Finance indicated a detailed report regarding the $450,000 in vacation accrual will be brought forward to the March 23, 2015, regular meeting for Council’s review. Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives report FIN 15-09 2014 Fourth Quarter Financial results as information. Carried. February 26, 2015 Council Meeting – Minutes - 5 - 11.2. FIN 15-10 Fourth Quarter Finance Department Results FIN 15-10 Fourth Quarter Finance Department Results Moved By: Councillor Rosehart Seconded By: Councillor Esseltine THAT Council receives report FIN 15-10 2014 Fourth Quarter Finance Department results as information. Carried. 11.3. FRS 15-03 Fourth Quarter Fire Department Results FRS 15-03 Fourth Quarter Fire Department Results Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives report FRS 15-04 Fourth Quarter Fire & Rescue Services Results as information. Carried. 11.4. DCS 15-14 Fourth Quarter Building, Planning, By-Law Services Results DCS 15-14 Building, Planning, By-Law Services Annual Report Staff are to provide Council with the number of parking infractions issued and revenue gained from underground enforcement at the mall. Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receive Report DCS 15-14 Fourth Quarter Building, Panning, By- Law Services Report as information. Carried. 11.5. OPS 15-04 Fourth Quarter Operations Services Results OPS 15-04 Fourth Quarter Operations Services Results Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receive Report OPS 15-04, 2014 Fourth Quarter Operations Services as information. Carried. February 26, 2015 Council Meeting – Minutes - 6 - 11.6. DCS 15-12 Fourth Quarter Economic Development Results DCS 15-12 Fourth Quarter Economic Development Results Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receive Report DCS 15-12 Fourth Quarter Economic Development Report as information. Carried. 11.7. RCP 15-09 - Fourth Quarter Recreation, Culture and Parks Services Results RCP 15-09 - 2014 Fourth Quarter Recreation, Culture and Parks Service Results Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receives Report RCP 15-09 - 2014 Fourth Quarter Recreation, Culture and Parks Services Results for information. Carried. 12. Reports from Departments 12.1. Development and Communication Services 12.1.1. DCS 15-13 Lease of Airport Office Space - Accessibility DCS 15-13 Lease of Airport Office Space - Accessibility 2013 Accessibility Review - Airport Letter of Opinion - Gray & Fick Ltd DCS 15-11 Lease of Airport Office Space (Deferred from February 9, 2015) Lease Agreement - Airport Office Space Council noted that the restrooms at the airport do not have automatic doors and therefore needs to be omitted from the Accessibility Advisory Committee’s facility review. Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receive Report DCS 15-13 Lease of Airport Office Space – Accessibility as information. Carried. Moved By: Councillor Stephenson Seconded By: Councillor Esseltine February 26, 2015 Council Meeting – Minutes - 7 - 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 By-Law be brought forward for Council consideration. Carried. 13. Notice of Motions Councillor Stephenson withdrew his motion. Staff were directed to inform the legion that a Flag Policy exists within the Town and that legion may forward notice to the Town upon the passing of a member of the legion and who served in the Canadian Forces. Councillor Adam provided a Notice of Motion: THAT Staff provide a report regarding the feasibility of the leaf pick-up program; AND THAT the purchase of the leaf loader be reviewed and brought forward for Council discussion. 14. By-Laws By-Laws from the Meeting of Thursday, February 26, 2015 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT By-Law 3882, to amend Zoning By-Law No. 3295 (ZN 7-15-01, Town of Tillsonburg Non-Profit Housing Corporation) (Schedule A, By-Law 3882 Explanatory Note, Key Map); AND By-Law 3883, to authorize a Lease Agreement between the Corporation of the Town of Tillsonburg and Danny Richer; AND By-Law 3884, to authorize a Lease Agreement Between the Corporation of the Town of Tillsonburg and Tillsonburg Flying School; AND By-Law 3885 to confirm the proceedings of Council at its meetings held on the 26th day of February, 2015, be read for a first and second time and this constitutes the first and second reading thereof. Carried. February 26, 2015 Council Meeting – Minutes - 8 - Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT By-Law 3882, to amend Zoning By-Law No. 3295 (ZN 7-15-01, Town of Tillsonburg Non-Profit Housing Corporation) (Schedule A, By-Law 3882 Explanatory Note, Key Map); AND By-Law 3883, to authorize a Lease Agreement between the Corporation of the Town of Tillsonburg and Danny Richer; AND By-Law 3884, to authorize a Lease Agreement Between the Corporation of the Town of Tillsonburg and Tillsonburg Flying School; AND By-Law 3880, to adopt the Town of Tillsonburg Public Engagement Policy & Guidelines; AND By-Law 3885 to confirm the proceedings of Council at its meetings held on the 26th 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 Thursday, February 26, 2015be adjourned at 7:50 p.m. Carried. Table of Contents Agenda 3 Minutes of the meeting of February 9, 2015 February 9, 2015 - Council Minutes 9 ZN 7-15-01- Town of Tillsonburg Non-Profit Housing Corporation CASPO 2015-50 (ZN 7-15-1)20 Report Mapping 26 MRY 2015-02 County Council Update MYR 15-02 29 FIN 15-09 Fourth Quarter Financial Results FIN 15-09 Fourth Quarter Financial Results31 2014 Actual Variances - Q4 32 FIN 15-10 Fourth Quarter Finance Department Results FIN 15-10 Fourth Quarter Finance Department Results 34 FRS 15-03 Fourth Quarter Fire Department Results FRS 15-03 37 DCS 15-14 Fourth Quarter Building, Planning, By-Law Services Results Report DCS 15-14 Building, Planning, By-Law Services Annual Report 41 DCS 15-12 Fourth Quarter Economic Development Results DCS 15-12 Fourth Quarter Economic Development Results 45 OPS 15-04 Fourth Quarter Operations Services Results OPS 15-04 2014 Fourth Quarter Operations Services49 RCP 15-09 - Fourth Quarter Recreation, Culture and Parks Services Results RCP 15-09 - 2014 Q4 and Year End Results51 Report DCS 15-13 Lease of Airport Office Space - Accessibility Report DCS 15-13 Lease of Airport Office Space - Accessibility 54 2013 Accessibility Review - Airport 57 Letter of Opinion - Gray & Fick Ltd 58 Report DCS 15-11 Lease of Airport Office Space59 Lease Agreement - Airport Office Space 64 By-Law No. 3882, Being a By-Law to amend Zoning By-Law No. 3295 (ZN 7-15-01, Town of Tillsonburg Non-Profit Housing Corporation) By-Law 3882 72 Schedule A 74 By-Law 3882 Explanatory Note 75 Key Map 76 By-Law 3883 To authorize a Lease Agreement between the Corporation of the Town of Tillsonburg and Danny Richer By-Law 3883 77 1 By-Law 3884, to Authorize a Lease Agreement Between the Corporation of the Town of Tillsonburg and Tillsonburg Flying School By-Law 3884 78 By-Law 3880, to adopt the Town of Tillsonburg Public Engagement Policy & Guidelines By-Law 3880, to adopt the Town of Tillsonburg Public Engagement Policy & Guidelines 79 By-Law 3885 (confirming) By-Law 3885 80 2 = 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 Thursday, February 26, 2015, be adopted. 3. Moment of Silence 4. Disclosures of Pecuniary Interest and the General Nature Thereof 5. Adoption of Council Minutes of Previous Meeting 5.1. Minutes of the Meeting of February 9, 2015 February 9, 2015 - Council Minutes Moved By: Seconded By: Proposed Resolution #2 THAT the Minutes of the Council Meeting of February 9, 2015, be approved. 6. Delegations and Presentations 6.1. 190th of Tillsonburg Founding - Patty Phelps 7. 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. The Corporation of the Town of Tillsonburg COUNCIL MEETING Thursday, February 26, 2015 6:00 PM Council Chambers 200 Broadway, 2nd Floor AGENDA 3 Council Meeting – Agenda - 2 - 7.1. Shareholder Nominating Committee Report (THI Appointments) Moved By: Seconded By: Proposed Resolution #4 WHEREAS in accordance with Report CAO 15-06 entitled Tillsonburg Hydro Inc. Shareholder Nomination Committee, a recommendation was made to the shareholder to establish a Shareholder Nominating Committee to consider appointments to fill the two vacancies on the Board of Directors of Tillsonburg Hydro Inc.; AND WHEREAS the Shareholder of Tillsonburg Hydro Inc. at its meeting of February 9, 2015 established a Shareholder Nominating Committee comprised of Mayor Molnar, Councillor Esseltine and Councillor Rosehart; AND WHEREAS the Shareholder Nominating Committee has met and reviewed the applications received for the two vacancies on the Tillsonburg Hydro Inc. Board of Directors; NOW THEREFORE BE IT RESOLVED that the Shareholder Nominating Committee recommends to the shareholder the appointment of _______________________ and ___________________ to the Tillsonburg Hydro Board of Directors; AND THAT the term of the two Directors appointed this date, being February 26, 2015 shall be until the 2015 Tillsonburg Hydro Inc. Annual General Meeting. Moved By: Seconded By: Proposed Resolution #5 THAT the Special Meeting of the Shareholder of Tillsonburg Hydro Inc. be adjourned. 8. Public Meetings 8.1. ZN 7-15-01- Town of Tillsonburg Non-Profit Housing Corporation CASPO 2015-50 (ZN 7-15-1) Report Mapping Moved By: Seconded By: Proposed Resolution #6 4 Council Meeting – Agenda - 3 - THAT Council approve the zone change application submitted by Town of Tillsonburg Non-Profit Housing Corporation, whereby the lands described as Part Lot 381, Plan 500, Town of Tillsonburg, known municipally as 31 Maple Lane are to be rezoned from ‘High Density Residential Zone (RH)’ to ‘Special High Density Residential Zone (RH-sp)’. 9. Mayor 9.1. MRY 2015-02 County Council Update MYR 15-02 County Council Update Moved By: Seconded By: Proposed Resolution #7 THAT Council receives report MYR 15-02 as information. 10. Quarterly Reports 10.1. FIN 15-09 Fourth Quarter Financial Results FIN 15-09 Fourth Quarter Financial Results 2014 Actual Variances - Q4 Proposed Resolution #8 THAT Council receives report FIN 15-09 2014 Fourth Quarter Financial results as information. 10.2. FIN 15-10 Fourth Quarter Finance Department Results FIN 15-10 Fourth Quarter Finance Department Results Proposed Resolution #9 THAT Council receives report FIN 15-10 2014 Fourth Quarter Finance Department results as information. 10.3. FRS 15-03 Fourth Quarter Fire Department Results FRS 15-03 Fourth Quarter Fire Department Results Proposed Resolution #10 THAT Council receives report FRS 15-04 Fourth Quarter Fire & Rescue Services Results as information. 10.4. DCS 15-14 Fourth Quarter Building, Planning, By-Law Services Results DCS 15-14 Building, Planning, By-Law Services Annual Report 5 Council Meeting – Agenda - 4 - Proposed Resolution #11 THAT Council receive Report DCS 15-14 Fourth Quarter Building, Panning, By- Law Services Report as information. 10.5. DCS 15-12 Fourth Quarter Economic Development Results DCS 15-12 Fourth Quarter Economic Development Results Proposed Resolution #12 THAT Council receive Report DCS 15-12 Fourth Quarter Economic Development results as information. 10.6. OPS 15-04 Fourth Quarter Operations Services Results OPS 15-04 Fourth Quarter Operations Services Results Proposed Resolution #13 THAT Council receive Report OPS 15-04, 2014 Fourth Quarter Operations Services as information. 10.7. RCP 15-09 - Fourth Quarter Recreation, Culture and Parks Services Results RCP 15-09 - 2014 Fourth Quarter Recreation, Culture and Parks Service Results Proposed Resolution #14 THAT Council receives Report RCP 15-09 - 2014 Fourth Quarter Recreation, Culture and Parks Services Results for information. 11. Reports from Departments 11.1. Development and Communication Services 11.1.1. DCS 15-13 Lease of Airport Office Space - Accessibility DCS 15-13 Lease of Airport Office Space - Accessibility 2013 Accessibility Review - Airport Letter of Opinion - Gray & Fick Ltd DCS 15-11 Lease of Airport Office Space (Deferred from February 9, 2015) Lease Agreement - Airport Office Space Moved By: Seconded By: Proposed Resolution #15 THAT Council receive Report DCS 15-13 Lease of Airport Office Space – Accessibility as information. 6 Council Meeting – Agenda - 5 - 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 By-Law be brought forward for Council consideration 12. Notice of Motions Notice of Motion for which previous Notice was given: Moved By: Seconded By: Proposed Resolution #17 THAT Staff bring a report to change the flag policy to include the lowering to half-mast when a veteran from our local legion dies. 13. By-Laws By-Laws from the Meeting of Thursday, February 26, 2015 Moved By: Seconded By: Proposed Resolution #18 THAT By-Law 3882, to amend Zoning By-Law No. 3295 (ZN 7-15-01, Town of Tillsonburg Non-Profit Housing Corporation) (Schedule A, By-Law 3882 Explanatory Note, Key Map); AND By-Law 3883, to authorize a Lease Agreement between the Corporation of the Town of Tillsonburg and Danny Richer; AND By-Law 3884, to authorize a Lease Agreement Between the Corporation of the Town of Tillsonburg and Tillsonburg Flying School; AND By-Law 3885 to confirm the proceedings of Council at its meetings held on the 26th day of February, 2015, be read for a first and second time and this constitutes the first and second reading thereof. Moved By: Seconded By: 7 Council Meeting – Agenda - 6 - Proposed Resolution #19 THAT By-Law 3882, to amend Zoning By-Law No. 3295 (ZN 7-15-01, Town of Tillsonburg Non-Profit Housing Corporation) (Schedule A, By-Law 3882 Explanatory Note, Key Map); AND By-Law 3883, to authorize a Lease Agreement between the Corporation of the Town of Tillsonburg and Danny Richer; AND By-Law 3884, to authorize a Lease Agreement Between the Corporation of the Town of Tillsonburg and Tillsonburg Flying School; AND By-Law 3880, to adopt the Town of Tillsonburg Public Engagement Policy & Guidelines; AND By-Law 3885 to confirm the proceedings of Council at its meetings held on the 26th 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. 14.Items of Public Interest 15. Adjournment Moved By:Seconded By: Proposed Resolution #20 THAT the Council Meeting of Thursday, February 26, 2015be adjourned at _____ p.m. 8 = ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres Councillor Maxwell Adam Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Councillor Brian Stephenson Staff: David Calder, CAO Donna Wilson, Town Clerk Kevin De Leebeeck, Director of Operations Rick Cox, Director of Parks and Recreation Services Darrell Eddington, Director of Finance Jeff Bunn, Deputy Clerk 1. Call to Order The meeting was called to order at 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 9 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. 10 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. 11 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; 12 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 13 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; 14 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 15 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 16 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. 17 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. 18 February 9, 2015 Council Meeting – Minutes - 11 - 19 Report No: CASPO 2015-50 COMMUNITY AND STRATEGIC PLANNING Council Date: February 26, 2015 To: Mayor and Members of Tillsonburg Council From: Eric Gilbert, Development Planner, Community and Strategic Planning Application for Zone Change ZN 7-15-01 – Town of Tillsonburg Non-Profit Housing Corporation REPORT HIGHLIGHTS • The application for zone change proposes to rezone the subject property to ‘Special High Density Residential Zone (RH-sp)’ to permit a 12 unit apartment dwelling addition to the existing building, which has 60 apartment dwelling units used to provide affordable housing for seniors. • Relief is being sought for minimum rear yard depth, minimum interior side yard width, minimum required landscaped open space, minimum required amenity area, and minimum required parking spaces on site. • Planning staff are recommending approval of the application, as it maintains the general intent and purpose of the Provincial Policy Statement and the Official Plan regarding the provision of affordable housing and utilizing existing infrastructure and public services efficiently. DISCUSSION Background OWNER: Town of Tillsonburg Non-Profit Housing Corporation 31 Maple Lane, Tillsonburg ON N4G 5J5 AGENT : Joshua Warkentin- Tim Welch Consulting 26 Colborne St, Cambridge ON N1R 1R2 LOCATION: The subject property is legally described as Parts 5, 6, 7 of Reference Plan 41R-2808 and Part Lot 381, Plan 500, Town of Tillsonburg. The subject property is located on the west side of Maple Lane, south of Concession Street East. The lands are municipally known as 31 Maple Lane, Tillsonburg. Page 1 of 6 20 Report No: CASPO 2015-50 COMMUNITY AND STRATEGIC PLANNING Council Date: February 26, 2015 COUNTY OF OXFORD OFFICIAL PLAN: Schedule “T-1” Town of Tillsonburg Land Use Plan Residential Schedule “T-2” Town of Tillsonburg Residential Density Plan High Density Residential TOWN OF TILLSONBURG ZONING BY-LAW NO.3295: Existing Zoning: High Density Residential Zone (RH) Proposed Zoning: Special High Density Residential Zone (RH-sp) PROPOSAL: The purpose of the Application for Zone Change is to permit a 4 storey, 12 unit addition to an existing 60 unit apartment dwelling building owned by Town of Tillsonburg Non-Profit Housing Corporation. The subject property comprises an area of approximately 7697 m2 (1.9 ac) and contains an apartment dwelling with 60 dwelling units (c. 1988) with an approximate footprint of 1275 m2 (13 724 ft2). The proposed addition will be constructed at the rear of the existing building, and will encroach into the required rear yard depth. The 12 apartment units will be 1 bedroom self- contained suites, each with an approximate floor area of 55 m2 (600 ft2). Surrounding land use to the south is Maple Lane Public School, a commercial plaza (TSC Stores) is located to the west, a medium density residential townhouse block is to the north and low density residential uses are located to the east on the opposite side of Maple Lane. Plate 1, Location Map (with Existing Zoning and Parcel Lines), shows the location of the subject property and the existing zoning in the immediate vicinity. Plate 2, 2010 Air Photo, provides an aerial view of the subject property. Plate 3, Applicants’ Site Sketch shows the proposed location of the addition. Application Review PROVINCIAL POLICY STATEMENT: The 2014 Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest related to land use planning and development. Under Section 3 of the Planning Act, where a municipality is exercising its authority affecting a planning matter, such decisions “shall be consistent with” all policy statements issued under the Act. Section 1.1.1 provides that healthy liveable and safe communities are sustained by accommodating an appropriate range and mix of residential (including second units, affordable housing, and housing for older persons) to meet long-term needs, and promoting cost-effective development that minimizes land consumption and service costs. Page 2 of 6 21 Report No: CASPO 2015-50 COMMUNITY AND STRATEGIC PLANNING Council Date: February 26, 2015 Section 1.4.3 provides that planning authorities shall provide for an appropriate range and mix of housing types and densities to meet projected requirements of current and future residents by permitting and facilitating all forms of housing required to meet the social, health, and well-being requirements of current and future residents, including special needs requirements and increasing the supply of affordable housing, and utilizing existing infrastructure and public service facilities. OFFICIAL PLAN: The subject lands are designated ‘Residential’ and ‘High Density Residential’ according to the Land Use Plan and Residential Density Plan for the Town of Tillsonburg, as contained in the Official Plan. The Official Plan states that High Density Residential areas are those lands that are primarily developed or planned for a limited range of intensive large-scale, multiple unit forms of residential development. Site design policies for multiple unit residential developments outlined in Section 8.2.7 address matters such as building layout and massing, driveway and parking areas, landscaping, pedestrian connections, and recreational opportunities. The Official Plan also contains policies that encourage increasing the supply of affordable housing, and supplementing the choice of type and tenure of housing in the Town. TOWN OF TILLSONBURG ZONING BY-LAW: The subject property is currently zoned ‘’High Density Residential Zone (RH)’, according to the Town of Tillsonburg Zoning By-law. The applicant has requested the following relief to facilitate the 12 unit apartment dwelling addition: Section 10.2, RH Zone Provisions Required Proposed Rear Yard Depth, minimum 15 m (49.2 ft) 6 m (19.7 ft) Interior Side Yard Width, minimum 10 m (32.8 ft) 8.4 m (27.6 ft) Landscaped Open Space, minimum 55 m2 (592 ft2) per dwelling unit 50 m2 (538 ft2) per dwelling unit Amenity Area, minimum 40 m2 (431 ft2) per 1 bedroom apartment dwelling 0 m2 per 1 bedroom apartment dwelling Children’s Outdoor Play Area, minimum 50 m2 (538 ft2) per dwelling unit 0 m2 per dwelling unit Parking Spaces, minimum required 1.5 parking spaces per apartment dwelling unit 0 parking spaces per apartment dwelling unit Note: total of 50 parking spaces exist on the property, for a total parking ratio of 0.7 spaces per dwelling unit, in lieu of required 1.5 spaces per dwelling unit. Page 3 of 6 22 Report No: CASPO 2015-50 COMMUNITY AND STRATEGIC PLANNING Council Date: February 26, 2015 AGENCY COMMENTS: The application was circulated to various public agencies considered to have an interest in the proposal. The Town Engineering Department indicated that a lot grading and drainage plan will be required to be submitted to the Town for review and approval during the site plan process. The Town Building Services Department provided the following comments: • Provide an OBC matrix for evaluation; • Provide a plumbing design summary by a qualified plumbing consultant to verify that the servicing for the building is adequate. Design notes for the architect to review and be aware of (should these items change the overall exterior layout of the building these should be addressed at this time): • Exit through a lobby is not permitted unless the floor area is sprinklered or the interior of the exit is provided with a separate means of egress not leading through the lobby. • The residential units on floors 2-4 appear to be served by a dead end corridor exceeding 6 m measured from the exit door to the furthest unit. • 15% of the units will need to meet the barrier-free requirements outlined in OBC Sentence 3.8.2.1.(5) which includes a barrier free path of travel to a 1 bedroom, 1 bathroom conforming to Sentence 3.8.2.1.(6), 1 kitchen space or kitchen area and 1 living room. 2 units will need to meet this requirement 4. A space that is 1.8 m by 1.8 m that will allow the passage of 2 wheelchairs is to be provided if one has not been provided within 30 m of the end of the new corridor The Town’s Recreation, Culture & Parks Department provided the following comments: From a Crime Prevention Through Environmental Design perspective, the landscaping around the facility should be carefully selected as to not create impeded sight lines and spaces of poor natural surveillance. No shrubs/ground cover higher than 3 ft and trees should be trimmed up 7 ft. which will create a clear zone for sight lines and surveillance. The applicant should also refer to our recommended species guidelines for landscaping selections. Exterior lighting should be a white light source and have a uniformity ratio of no worse that 4 to 1 throughout the grounds. Oxford County Public Works Department indicated that they have reviewed the application, and have no comment. Bell Canada indicated that they have no conditions/objections to the above application as submitted. If there are any conflicts with existing Bell Canada facilities or easements, the Owner/Developer shall be responsible for re-arrangements or relocations. The Tillsonburg District Chamber of Commerce indicated they have no objections with this application. Page 4 of 6 23 Report No: CASPO 2015-50 COMMUNITY AND STRATEGIC PLANNING Council Date: February 26, 2015 PUBLIC CONSULTATION: Notice of complete application and notice of public meeting regarding this application was circulated to surrounding property owners on two occasions, January 22, 2015 & February 12, 2015. At the time this report was written, no comments or concerns had been received from the public. Planning Analysis It is the opinion of this Office that the proposed zoning application is consistent with the policies of the Provincial Policy Statement and Official Plan and can therefore be supported from a planning perspective. The proposal is consistent with the goals and objectives of the PPS and Official Plan to increase the supply of affordable housing while using land, infrastructure, and public services wisely and effectively. The proposed addition also complies with the multiple unit dwelling review criteria contained in the Official Plan regarding site design. As noted, the applicant has requested reductions to the minimum rear yard depth, interior side yard width, minimum landscaped open space, minimum amenity area, minimum children’s outdoor play area, and minimum parking space requirements to facilitate a 12 unit addition to the rear of the existing 60 unit apartment building. With respect to the proposed reductions to the rear yard depth and interior side yard width, planning staff note that there is unlikely to be any impact on adjacent properties, as the proposed addition is located in proximity to the commercial plaza (TSC Store) to the west and the townhouse units on the development to the north are separated from the development by green space and a driveway. Adequate separation between the building addition and rear and interior lot lines will remain to provide some landscaping and amenity space as well as area for lot grading, drainage and access to the building for maintenance purposes. The proposed reductions to the landscaped open space, amenity area, and children’s outdoor play area are considered minor as the proposed addition will be located at the rear of the property in an area where the existing landscaped open space is seldom used by the present tenants. The landscaped area at the front of the building and northerly lot line is used more frequently by tenants, and the sidewalk connecting the rear of the property to Tillson Ave will be reconfigured and re-established through the site plan process. The owner of the building, Town of Tillsonburg Non-Profit Housing Corporation, has indicated that the building is used to provide affordable housing for seniors, and there is currently a waiting list of 76 senior households seeking accommodation in Town. Historically, the tenants of the building have not needed any children’s outdoor play area and this is unlikely to change as the 12 additional units will be used exclusively for senior’s households. The proposed reductions to the required parking to be provided on site are being requested as the current parking provided on site is underutilized. The applicant has indicated that currently only 30 out of the existing 50 parking spaces are being used by tenants. Many of the tenants have modest incomes and due to their age or circumstances, they do not own or operate a motor vehicle. Based on existing parking demand, it is estimated that the 12 additional apartment dwellings will use 7 of the 20 parking spaces that are currently vacant. Given the total number of parking spaces onsite, the total provided parking will be at a ratio of 0.7 spaces per dwelling unit, less than the required 1.5 spaces per dwelling unit. Planning staff are Page 5 of 6 24 Report No: CASPO 2015-50 COMMUNITY AND STRATEGIC PLANNING Council Date: February 26, 2015 satisfied that due to the tenancy of the building, the future parking demand is expected to be in line with past experience. In accordance with the Town’s Site Plan Control By-law, the proposed addition will be subject to site plan control to ensure matters such as lot grading, drainage, lighting, accessibility, and landscaping are satisfactorily addressed. A copy of the draft amending by-law is attached for Council’s consideration. RECOMMENDATION 1. It is recommended that the Council of the Town of Tillsonburg approve the zone change application submitted by Town of Tillsonburg Non-Profit Housing Corporation, whereby the lands described as Part Lot 381, Plan 500, Town of Tillsonburg, known municipally as 31 Maple Lane are to be rezoned from ‘High Density Residential Zone (RH)’ to ‘Special High Density Residential Zone (RH-sp)’. SIGNATURES Authored by: Eric Gilbert, MCIP RPP, Development Planner Approved for submission: Gordon K. Hough, MCIP, RPP Director Page 6 of 6 25 January 15, 2015 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 810 Notes NAD_1983_UTM_Zone_17N 40 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 26 January 15, 2015 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 260 Notes NAD_1983_UTM_Zone_17N 13 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 27 , · r·. !. P L A.N l : '2&:3-0 NOJE -? ALL ll.IP"7t<:/t>ATIO'tJ 12a.c,,;.i.rz D 11J t 1 Si-<l'>T· ??'NDITI Of.J'> OF' T\\E 4•Te:. A'ZC. \P'<'.EIJ ~It. P17-PN11Jl,', f'IZP/'0= &-1' 1ua a\'1111!:..1"' . .z,. -!>OIL e.;>iz11JL1 T~T At.JO i.A=?c:..> T IO~J'~ t'f et?eE.. Ho\,e:;..,_ ~./PPL le:.D PJY 'A11::.1U?""1J' DAVIE<<? llJlo.' '...O:Jt>6'1J, a; T 12E.F. I-<774e, Lll>J'E,D PS<.6A'~Sl2 \1 , l'ISC:.. 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EX\'}T\t~{, T'i;:E.E.~ ,,. o~· -~l':f'f.,IJt . • l"X.1'7f'"" 1!!1,, •'2'28.JP.f N!\W. "[t'I" & .~1'2~.1 5 ! .,.oo 28 COUNCIL REPORT MAYOR’S OFFICE Report Title: UPDATE –County of Oxford Report No.: MYR 15-02 Author: Mayor Molnar Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 26, 2015 Attachments: RECOMMENDATION: THAT Council receives report MYR 15-02 as information. EXECUTIVE SUMMARY The purpose of this report is to provide information regarding any reports and recommendations from local representation at Oxford County Council. CONSULTATION/COMMUNICATION As a result of the effort to expand access to knowledge and information for Town Council and local stakeholders, this report is intended to provide material on activities that transpire at Oxford County Council that may have an impact on the Town of Tillsonburg. Further, this type of report will further satisfy mandates as reinforced in the Community Strategic Plan to provide for a more accessible and open governance model. INFORMATION • There were 3 local applications to the County of Oxford’s Affordable Housing Initiative opportunity (Meeting of January 28/15) that redistributes Provincial resources available for new construction or expansion of affordable housing units in the County. While none of the local applicants (Curtis Wilcox – 13 units / Community Living Tillsonburg – 14 units / TNPHC – 12 units) were successful in their applications, additional financial resources will be available for distribution after April 1, 2015. There was also staff direction to be creative in establishing alternative opportunities to maximize the limited resources moving forward. NOTE: Total applications were for 149 units totaling $8,206,900 (with less than $1,000,000 currently available). 29 • Oxford County Council (January 28/15) approved final Draft Plan of Subdivision for Performance Communities Realty (Hayhoe) Inc. in Tillsonburg. • Further (January 28/15) County Council adopted procedures governing the internal review of service delivery models (“Services That Work Review”) regarding Service Improvement Opportunities (SIO) … A number of these initiatives will have positive impact on our County/Municipal relationships and it is expected the lower tier municipalities will be engaged in this process going forward. • The Annual General Meeting of the Members of the South Central Ontario Region Economic Development Corporation (SCOR EDC) will be held at 4 Elm Street, Tillsonburg, Ontario on the 12th day of March, 2015 at 10:00 am (Mayor Molnar is Vice-Chair) • After substantial discussion (February 11/15) and as a result of positive Resolutions from Tillsonburg along with the Town of Ingersoll and Township of Blanford- Blenheim, County Council adopted an amended direction (Option #4) for the new contract for curbside collection of Garbage and Recyclables for a 7 year term. Highlights of this contract include weekly co-collection of both garbage and recyclables (single vehicle pick up) on a five day cycle with greater ease of sorting for acceptable recyclable materials. FINANCIAL IMPACT/FUNDING SOURCE Whereas the material contained in this report is a summary of Oxford County information, there is no direct impact on the finances of the Town of Tillsonburg as would require approval by Municipal Council or direction from Corporate staff. APPROVALS: Author: Mayor Molnar Date: 2/26/15 Page 2 / 2 CAO 30 STAFF REPORT FINANCE Title: 2014 FOURTH QUARTER FINANCIAL RESULTS Report No.: FIN 15-09 Author: DARRELL EDDINGTON Meeting Type: COUNCIL MEETING Council/Committee Date: FEBRUARY 26, 2015 Attachments: 2014 ACTUAL VARIANCES Q4 RECOMMENDATION THAT Council receives report FIN 115-09 2014 Fourth Quarter Financial results as information. EXECUTIVE SUMMARY To provide Council with the January 1, 2014 to December 31, 2014 Town wide actual financial results. SUMMARY OF OPERATIONAL RESULTS The attached spreadsheet summarizes by department the significant variances between 2014 actual results as at December 31, 2014 and the 2014 YTD budget. The overall Town wide consolidated deficit as at December 31, 2014 is $79,697 or 0.6% of the 2014 requirement from taxation, subject to verification by the Town’s auditor. Finance is aware of yearend adjustments pertaining to the OPP 2014 semi-annual July 1 to December 31 contract reconciliation and the amount pertaining to the urban County Road maintenance agreement that will be recorded as part of the year end process. In addition, the Director of Finance notes that these financial results do not reflect a significant vacation accrual in the approximate amount of $450,000 not yet booked in the statements of the Town. The first year of implementation of the Town’s vacation plan had been previously funded as the vacation costs were incurred rather than recognizing the liability in the year the vacation was earned. This matter is currently being discussed with the auditor and funding options are being explored. Further details, including the final amount and a funding plan, will be subsequently reported to Council. Questions or comments relative to the departmental 2014 Q4 revenues and expenditures should be referred to the other members of Senior Management for commentary. 31 20 1 4 - Q u a r t e r 4 20 1 4 O p e r a t i n g & C a p i t a l S t a t u s R e p o r t Y T D B u d g e t Re v e n u e Y T D B u d g e t Ex p e n d i t u r e s Y T D B u d g e t Ne t l e v y Y T D A c t u a l Re v e n u e Y T D A c t u a l Ex p e n d i t u r e s Y T D A c t u a l Ne t l e v y Y T D Re v e n u e Y T D Ex p e n d i t u r e s Y T D Ne t l e v y Ex p l a n a t i o n s Co u n c i l $ 3 0 , 0 0 0 $ 3 9 5 , 3 5 1 3 6 5 , 3 5 1 $ 3 4 , 9 1 2 $ 3 9 7 , 5 3 5 $ 3 6 2 , 6 2 3 $ ( 4 , 9 1 2 ) $ 2 , 1 8 4 $ ( 2 , 7 2 8 ) $ D u p l i c a t e p a y m e n t N Y E f i r e w o r k s : $ 3 , 6 0 0 ; F T la b o u r o v e r $ 6 , 7 0 0 ; S p e c i a l P r o j e c t s , P h y s i c i a n re c r u i t m e n t , u n d e r $ 1 0 , 8 0 0 ; N e t e l e c t i o n C o s t s un d e r $ 5 , 5 0 0 ; C a n a d a D a y F i r e w o r k s e v e n t o v e r $2 , 4 0 0 Cu s t o m e r S e r v i c e $ 2 6 7 , 7 1 1 $ 2 1 9 , 6 0 3 ( 4 8 , 1 0 8 ) $ 2 6 3 , 3 0 8 $ 2 2 2 , 0 3 5 $ ( 4 1 , 2 7 3 ) $ 4 , 4 0 3 $ 2 , 4 3 2 $ 6 , 8 3 5 $ N e t r e v e n u e u n d e r b u d g e t $ 4 , 4 0 0 ; N e t l a b o u r ov e r $ 3 2 , 1 0 0 - a l l o c a t i o n o f t i m e b e t w e e n de p a r t m e n t s ; W a t e r C u s t o m e r S e r v i c e g a i n $2 2 , 3 0 0 ; T r a i n i n g u n d e r $ 6 , 4 0 0 Pr o t e c t i o n $ 6 7 , 8 9 9 $ 2 7 1 , 4 1 9 2 0 3 , 5 2 0 $ 7 5 , 3 8 6 $ 2 6 8 , 4 4 7 $ 1 9 3 , 0 6 0 $ ( 7 , 4 8 7 ) $ ( 2 , 9 7 2 ) $ ( 1 0 , 4 6 0 ) $ N e t R e v e n u e o v e r b u d g e t $ 7 , 5 0 0 : m a i n l y a n i m a l lic e n s e s ; S u b c o n t r a c t o r E x p e n s e s o v e r b u d g e t $4 , 2 0 0 - A n i m a l C o n t r o l ; T r a i n i n g u n d e r b u d g e t $2 , 1 0 0 ; P a r k i n g E n f o r c e m e n t u n d e r b u d g e t $ 2 , 6 0 0 De v e l o p m e n t & C o m m u n i c a t i o n S e r v i c e s $ 2 0 9 , 8 5 3 $ 4 7 9 , 0 7 6 2 6 9 , 2 2 3 $ 2 0 9 , 7 3 9 $ 3 3 2 , 6 4 9 $ 1 2 2 , 9 1 1 $ 1 1 4 $ ( 1 4 6 , 4 2 7 ) $ ( 1 4 6 , 3 1 2 ) $ P e r m i t r e v e n u e $ 1 2 , 4 0 0 o v e r b u d g e t ; N e t l a b o u r un d e r b u d g e t $ 1 3 5 , 3 0 0 - V a c a n t D i r e c t o r p o s i t i o n ; Pe r m i t R e v e n u e / C I P r e f u n d s o f $ 4 , 9 0 0 : N e t Dis c o v e r T i l l s o n b u r g O v e r B u d g e t $ 2 , 5 0 0 ; T r a i n i n g un d e r b u d g e t $ 3 , 6 0 0 Ec o n o m i c D e v e l o p m e n t $ 5 1 , 1 2 6 $ 2 9 1 , 0 8 6 23 9 , 9 6 0 $ 47 , 8 8 8 $ 31 1 , 1 5 5 $ 26 3 , 2 6 6 $ 3, 2 3 8 $ 20 , 0 6 9 $ 23 , 3 0 6 $ N e t R e v e n u e u n d e r b u d g e t $ 3 , 2 0 0 - I n d u s t r i a l La n d R e n t a l ; M i s c E x p o v e r $ 1 8 , 7 0 0 - S e c o n d ye a r t a x a s s e s s m e n t p h a s e i n o n t o w n o w n e d f a r m la n d ; T r a i n i n g i s u n d e r b u d g e t $ 2 , 0 0 0 ; M e e t i n g Ex p e n s e o v e r $ 2 , 4 0 0 Fin a n c e $ 9 7 6 , 8 9 0 2 , 7 1 9 , 1 3 3 $ 1 , 7 4 2 , 2 4 3 $ 9 8 0 , 5 0 9 $ 2 , 6 1 8 , 8 3 6 $ 1 , 6 3 8 , 3 2 7 $ ( 3 , 6 1 9 ) $ ( 1 0 0 , 2 9 7 ) $ ( 1 0 3 , 9 1 6 ) $ N e t l a b o u r u n d e r b u d g e t $ 2 , 3 0 0 ; N e t B u i l d i n g Ma i n t e n a n c e o v e r b u d g e t $ 1 3 , 9 0 0 ; N e t I T c o s t s un d e r b u d g e t $ 7 6 , 3 0 0 ; N e t H R c o s t s u n d e r b u d g e t $2 1 , 7 0 0 ; N e t c a p i t a l p r o j e c t s u n d e r $ 1 1 , 6 0 0 Ta x a t i o n $ ( 1 2 , 8 3 9 , 0 3 6 ) $ - (1 2 , 8 3 9 , 0 3 6 ) $ (1 2 , 8 4 5 , 2 4 8 ) $ (1 2 , 8 3 9 , 0 3 6 ) $ - $ (6 , 2 1 2 ) $ N/A Po l i c e $ 6 7 8 , 8 7 0 $ 3 , 9 0 3 , 7 6 8 3 , 2 2 4 , 8 9 8 $ 7 1 5 , 7 2 1 $ 3 , 8 1 3 , 2 3 0 $ 3 , 0 9 7 , 5 0 9 $ ( 3 6 , 8 5 1 ) $ ( 9 0 , 5 3 8 ) $ ( 1 2 7 , 3 8 9 ) $ G r a n t R e v e n u e o v e r $ 7 8 4 3 : N e t B u i l d i n g Ma i n t e n a n c e i s u n d e r b u d g e t $ 9 , 4 0 0 ; N e t P o l i c e Se r v i c e s B o a r d i s u n d e r b u d g e t $ 3 , 7 0 0 ; N e t l a b o u r ov e r $ 6 , 6 0 0 ; N e t C a p i t a l c o s t s u n d e r $ 8 , 0 0 0 ; Su b c o n t r a c t o r E x p e n s e u n d e r $ 1 0 2 , 8 5 7 Fir e $ 2 4 1 , 2 9 6 $ 1 , 2 4 2 , 2 6 8 1 , 0 0 0 , 9 7 2 $ 2 6 7 , 2 2 4 $ 1 , 2 8 5 , 5 0 5 $ 1 , 0 1 8 , 2 8 1 $ ( 2 5 , 9 2 8 ) $ 4 3 , 2 3 7 $ 1 7 , 3 0 9 $ Ne t r e v e n u e o v e r $ 2 5 , 9 0 0 ; N e t l a b o u r o v e r b u d g e t $2 7 , 3 0 0 ; N e t B u i l d i n g M a i n t e n a n c e o v e r $ 1 6 , 8 0 0 ; Tr a i n i n g o v e r $ 1 3 , 4 0 0 ; I n s u r a n c e o v e r $ 4 , 6 0 0 ; Su p p r e s s i o n M i s c E x p o v e r $ 5 , 1 0 0 - R a d i o s , Eq u i p m e n t ; E q u i p m e n t M a i n t e n a n c e C o n t r a c t un d e r b u d g e t $ 1 4 , 7 0 0 - F i r e P r o , S y m p o s i u m ; N e t Ca p i t a l c o s t s u n d e r $ 6 , 9 0 0 Ai r p o r t $ 4 2 1 , 6 3 4 $ 5 1 8 , 0 6 5 9 6 , 4 3 1 $ 6 3 9 , 4 7 2 $ 7 4 9 , 2 2 8 $ 1 0 9 , 7 5 6 $ ( 2 1 7 , 8 3 8 ) $ 2 3 1 , 1 6 3 $ 1 3 , 3 2 5 $ N e t F u e l s a l e s p r o f i t o f $ 1 0 , 3 0 0 ; R e n t r e v e n u e un d e r b u d g e t $ 1 , 5 0 0 ; L a n d s c a p e r e v e n u e o v e r bu d g e t $ 1 3 , 9 0 0 ; N e t l a b o u r o v e r b u d g e t $ 7 , 1 0 0 ; Su b c o n t r a c t o r E x p e n s e o v e r b u d g e t $ 4 , 3 0 0 - Win t e r M a i n t e n a n c e ; S p e c i a l P r o j e c t s o v e r b u d g e t $1 8 , 2 0 0 : L o n g P o i n t R e g i o n - F u n d s f o r W e t l a n d s ; an d S t e p R e p a i r s ; H L W o v e r $ 5 , 7 0 0 Ce m e t e r y $ 2 3 2 , 8 7 4 $ 3 1 5 , 8 9 3 8 3 , 0 1 9 $ 1 8 0 , 0 3 7 $ 3 1 5 , 3 1 1 $ 1 3 5 , 2 7 4 $ 5 2 , 8 3 7 $ ( 5 8 2 ) $ 5 2 , 2 5 5 $ N e t R e v e n u e u n d e r b u d g e t $ 3 3 , 9 0 0 ; N e t l a b o u r ov e r b u d g e t $ 4 , 3 0 0 ; S u p p l i e s o v e r b u d g e t $1 0 , 3 0 0 ; A l l o t h e r n e t e x p e n s e s o v e r b u d g e t $3 , 7 0 0 Mu s e u m $ 1 0 0 , 4 0 8 2 9 7 , 6 3 1 $ 1 9 7 , 2 2 3 $ 9 3 , 8 9 8 $ 3 0 7 , 7 5 1 $ 2 1 3 , 8 5 3 $ 6 , 5 1 0 $ 1 0 , 1 2 0 $ 1 6 , 6 3 0 $ N e t R e v e n u e u n d e r b u d g e t $ 6 , 5 0 0 ; N e t l a b o u r ov e r b u d g e t $ 1 4 , 8 0 0 ; N e t B u i l d i n g E x p e n s e s un d e r b u d g e t $ 4 , 0 0 0 ; Pa r k s & R e c r e a t i o n $ 1 , 5 5 9 , 7 4 4 4 , 5 4 0 , 8 6 9 $ 2 , 9 8 1 , 1 2 5 $ 1 , 4 3 5 , 2 7 7 $ 4 , 4 5 0 , 5 6 3 $ 3 , 0 1 5 , 2 8 7 $ 1 2 4 , 4 6 7 $ ( 9 0 , 3 0 6 ) $ 3 4 , 1 6 2 $ N e t r e v e n u e u n d e r $ 1 2 3 , 9 0 0 - P r o g r a m s ; N e t la b o u r u n d e r $ 1 4 1 , 3 0 0 - V a c a n t p o s i t i o n s ; N e t Su p p l i e s u n d e r $ 1 8 , 8 0 0 ; B u i l d i n g R e p a i r s a n d Ma i n t . u n d e r $ 6 , 3 0 0 ; E q u i p m e n t S u p p l y a n d Re p a i r u n d e r $ 6 , 5 0 0 ; S u b c o n t r a c t o r E x p o v e r $5 4 , 5 0 0 - C l e a n i n g ; M i s c e l l a n e o u s E x p o v e r $2 0 , 2 0 0 ; N e t c a p i t a l p r o j e c t s o v e r $ 6 , 0 0 0 EF C $ 7 4 , 9 7 6 $ 4 3 , 2 5 6 (3 1 , 7 2 0 ) $ 71 , 9 3 7 $ 42 , 9 2 8 $ (2 9 , 0 1 0 ) $ 3, 0 3 9 $ (3 2 8 ) $ 2,7 1 0 $ Ne t B u i l d i n g M a i n t e n a n c e o v e r b u d g e t $ 3 , 3 0 0 Ro a d s $ 3 4 4 , 8 5 4 2 , 7 5 7 , 3 7 1 $ 2 , 4 1 2 , 5 1 7 $ 3 4 7 , 8 8 9 $ 2 , 8 4 7 , 0 1 9 $ 2 , 4 9 9 , 1 3 0 $ ( 3 , 0 3 5 ) $ 8 9 , 6 4 8 $ 8 6 , 6 1 3 $ N e t l a b o u r o v e r $ 1 1 9 , 6 0 0 - F T O T a n d P a r t T i m e ; Su b c o n t r a c t o r E x p u n d e r $ 5 2 , 6 0 0 ; S u p p l i e s o v e r $2 9 , 7 0 0 - w i n t e r m a i n t e n a n c e ; M a t e r i a l / I n v e n t o r y ov e r $ 6 , 0 0 0 ; F l e e t C h a r g e s o v e r $ 1 1 , 4 0 0 - S t r e e t lig h t s ; S t r e e t l i g h t s C a p i t a l s u r p l u s o f $ 2 9 , 5 0 0 Pa r k i n g $ 1 3 9 , 4 5 8 $ 1 3 9 , 4 5 7 - $ 1 4 1 , 6 8 3 $ 1 4 1 , 6 8 3 $ - $ ( 2 , 2 2 5 ) $ 2 , 2 2 6 $ - $ N e t o p e r a t i n g s u r p l u s o f $ 2 3 , 7 0 0 w h i c h w a s co n t r i b u t e d t o R e s e r v e s f o r f u t u r e c a p i t a l r e p a i r s So l i d W a s t e $ 2 5 0 , 7 3 3 $ 4 0 2 , 9 2 5 1 5 2 , 1 9 2 $ 2 7 1 , 1 6 4 $ 4 4 0 , 5 4 1 $ 1 6 9 , 3 7 7 $ ( 2 0 , 4 3 1 ) $ 3 7 , 6 1 6 $ 1 7 , 1 8 5 $ N e t l a b o u r o v e r $ 1 2 , 3 0 0 ; N e t B a g T a g s o v e r $9 , 1 0 0 ; C a p i t a l c o s t s u n d e r $ 3 , 7 0 0 Bu i l d i n g $ 2 1 6 , 0 0 0 $ 3 3 0 , 1 9 9 1 1 4 , 1 9 9 $ 4 1 0 , 1 8 9 $ 5 2 4 , 3 8 8 $ 1 1 4 , 1 9 9 $ ( 1 9 4 , 1 8 9 ) $ 1 9 4 , 1 8 9 $ - $ N e t o p e r a t i n g s u r p l u s o f $ 1 8 5 , 5 0 0 w h i c h w a s co n t r i b u t e d t o R e s e r v e s f o r f u t u r e B u i l d i n g Ex p e n d i t u r e s Op e r a t i o n s A d m i n $ - $ 1 0 3 , 3 8 0 1 0 3 , 3 8 0 $ 6 9 0 $ 4 5 , 5 6 4 $ 4 4 , 8 7 4 $ ( 6 9 0 ) $ ( 5 7 , 8 1 7 ) $ ( 5 8 , 5 0 7 ) $ N e t l a b o u r u n d e r $ 6 0 , 4 0 0 - V a c a n t D i r e c t o r ; A l l ot h e r n e t e x p e n s e o v e r $ 1 , 9 0 0 En g i n e e r i n g $ 7 3 , 7 3 1 $ 2 5 3 , 5 6 6 1 7 9 , 8 3 5 $ 9 0 , 1 0 1 $ 2 4 3 , 3 3 6 $ 1 5 3 , 2 3 4 $ ( 1 6 , 3 7 0 ) $ ( 1 0 , 2 3 0 ) $ ( 2 6 , 6 0 1 ) $ N e t r e v e n u e o v e r $ 1 6 , 4 0 0 ; N e t l a b o u r o v e r $1 6 , 2 0 0 0 - A c t i n g D i r e c t o r o f O p e r a t i o n s ; A l l o t h e r ne t e x p e n s e u n d e r $ 7 , 2 0 0 ; S p e c i a l p r o j e c t s u n d e r $1 9 , 2 0 0 - T r a f f i c S t u d y ; En t e r p r i s e S e r v i c e s $ 1 7 8 , 4 8 0 $ 5 7 , 4 6 8 ( 1 2 1 , 0 1 2 ) $ 2 0 9 , 0 5 0 $ 9 7 , 0 8 4 $ ( 1 1 1 , 9 6 6 ) $ ( 3 0 , 5 7 0 ) $ 3 9 , 6 1 6 $ 9 , 0 4 6 $ N e t R e v e n u e o v e r $ 3 0 , 6 0 0 ; N e t L a b o u r o v e r $1 8 , 8 0 0 ; S u b c o n E x p e n s e o v e r $ 1 4 , 7 0 0 ; A l l o t h e r Ne t E x p e n d i t u r e s o v e r $ 6 , 1 0 0 Fle e t $ 1 , 1 4 2 , 6 4 6 9 5 6 , 4 3 5 $ ( 1 8 6 , 2 1 1 ) $ 1 , 0 8 6 , 2 5 0 $ 1 , 1 8 2 , 4 8 5 $ 9 6 , 2 3 5 $ 5 6 , 3 9 6 $ 2 2 6 , 0 5 0 $ 2 8 2 , 4 4 6 $ N e t l a b o u r o v e r $ 6 7 , 8 0 0 - O T ; N e t r e v e n u e u n d e r $5 6 , 0 0 0 - p r i m a r i l y e x t e r n a l p a r t i e s ( H y d r o ) ; F u e l & O i l o v e r $ 1 1 , 2 0 0 ; E q u i p m e n t S u p p l i e s & R e p a i r s ov e r $ 1 2 9 , 0 0 0 ; S u p p l i e s o v e r $ 6 , 6 0 0 ; A l l o t h e r ne t e x p e n s e s o v e r $ 6 , 2 0 0 ; F l e e t B a y R e p a i r s o v e r $4 , 3 0 0 Ta x a t i o n r e q u i r e m e n t : D e f i c i t / ( S u r p l u s ) (5 , 5 7 9 , 8 5 3 ) $ 20 , 2 3 8 , 2 1 9 $ 1 $ 7, 5 7 2 , 3 2 5 $ 20 , 6 3 7 , 2 7 1 $ 79 , 6 9 8 $ (1 3 , 1 5 2 , 1 7 8 ) $ 39 9 , 0 5 2 $ 79 , 6 9 7 $ Ac t u a l Va r i a n c e (S u r p l u s ) / D e f i c i t Bu d g e t C: \ U s e r s \ D E D D I N ~ 1 \ A p p D a t a \ L o c a l \ T e m p \ 2 0 1 4 2 / 1 7 / 1 5 32 Pa y m e n t s re l a t i n g to el e c t i o n sy s t e m ov e r $1 , 2 0 0 ; FT la b o u r ov e r $6 , 5 0 0 ; Me e t i n g ov e r 0 Su b c o n E xp e n s e is u n d e r $1 9 , 4 0 0 : A n i m a l co n t r o l co n t r a c t ; 0 Re v e n u e o v e r $ 6 , 3 0 0 ; M i s c e l l a n e o u s E x p u n d e r $ 2 , 2 0 0 ; H L W o v e r $ 2 , 2 5 0 ; N e t l a b o u r o v e r $ 1 , 6 5 0 ; I n s u r a n c e u n d e r $ 1 , 0 0 0 -5 6 0 0 $5 2 , 2 5 5 $8 6 , 6 1 3 $2 8 2 , 4 4 6 $1 0 0 , 0 0 0 $1 5 0 , 0 0 0 $2 0 0 , 0 0 0 $2 5 0 , 0 0 0 $3 0 0 , 0 0 0 $3 5 0 , 0 0 0 $ ( S u r p l u s ) o r D e f i c i t 20 1 4 Q 4 E s t i m a t e d Y e a r E n d Ne t L e v y V a r i a n c e s Council Customer Service Protection Development & Communication Services Economic Development Finance Taxation Police Fire Airport Cemetery #REF!Museum Parks & Recreation $( 2 , 7 2 8 ) $6 , 8 3 5 $( 1 0 , 4 6 0 ) $( 1 4 6 , 3 1 2 ) $2 3 , 3 0 6 $( 1 0 3 , 9 1 6 ) $( 6 , 2 1 2 ) $( 1 2 7 , 3 8 9 ) $1 7 , 3 0 9 $1 3 , 3 2 5 $5 2 , 2 5 5 1 $1 6 , 6 3 0 $3 4 , 1 6 2 $2 , 7 1 0 $- $1 7 , 1 8 5 $- $( 5 8 , 5 0 7 ) $(2 6 , 6 0 1 ) $9 , 0 4 6 $( 2 0 0 , 0 0 0 ) $( 1 5 0 , 0 0 0 ) $( 1 0 0 , 0 0 0 ) $( 5 0 , 0 0 0 ) $- $5 0 , 0 0 0 EFC Roads Parking Solid Waste Building Operations Admin Engineering Enterprise Services Fleet Es t i m a t e d Y e a r E n d N e t D e f i c i t $7 9 , 6 9 8 C: \ U s e r s \ D E D D I N ~ 1 \ A p p D a t a \ L o c a l \ T e m p \ 2 0 1 4 2 / 1 7 / 1 5 33 STAFF REPORT FINANCE Title: 2014 FOURTH FINANCE DEPARTMENT RESULTS Report No.: FIN 15-10 Author: DARRELL EDDINGTON Meeting Type: COUNCIL MEETING Council/Committee Date: FEBRUARY 26, 2015 Attachments: RECOMMENDATION THAT Council receives report FIN 15-10 2014 Fourth Quarter Finance Department results as information. EXECUTIVE SUMMARY To provide Council with the actual January 1, 2014 to December 31, 2014 Finance Department financial results. SUMMARY OF OPERATIONAL RESULTS 2014 Business Objectives Objective Target Date Status Development Charges By-Law Update – Joint Project with County Q1-Q2 2014 Complete in Q2. Amendment completed in Q3. Centralize Purchasing Q1 2014 – 6 month pilot Pilot complete. Purchasing for items > $1,000 was centralized at the beginning of 2014. Customer Satisfaction Surveys Q1-Q4 2014 Ongoing. Northstar CIS – Upgrade to version 6.4 Q3 2014 Deferred to 2015 (THI expense). Northstar Reports Training Q3 2014 Delayed to 2015. 34 Objective Target Date Status Animal license software implementation Q2 2014 Delayed to 2015. Investigate removing Class software from CSC Q4 2014 New information from Class indicates that CSC does not have to remove Class immediately. Staff will continue to explore as time permits. Investigate Town wide performance metrics Q4 2014 Ongoing. IT Strategic Plan Implementation Q4 2014 Ongoing. IT Hardware and Software Acquisitions Q4 2014 Ongoing. Insurance RFP Q3 2014 Complete. Auditor RFP Q1 2014 Complete. Full and Part Time Grid Steps; Year Five Q1-Q4 Complete. 1.5% Cost of Living Increase Q1-Q4 Complete. Firefighter Contract Negotiations (2015-2017) Q3 Firefighter negotiating committee has been established. Management/Supervisor Training Q2-Q3 Deferred to 2015. HR Metrics Reporting Q1-Q4 Ongoing. Key Indicators 12/31/2014 12/31/2013 Tax Receivables $1,182,273 $1,080,061 Accounts Receivable $472,042* $434,504 * $136,751 outstanding from three airport land tenants. GOALS FOR Q1 2015 • 2015 Business Plan and Budgets completed. • Domino Doc documents to be extracted and saved in Laserfiche. • Yearend processes and audit. • Continued implementation of the IT Strategic Plan. 35 FINANCIAL IMPACT/FUNDING SOURCE Overall the 2014 Finance Department variance summary is as follows: 2014 Budget vs. Actual Variance Summary Department (under)/over Finance $(103,916) Taxation $(6,212) Customer Service $6,835 Police $(127,389) Total variances $(230,682) 36 STAFF REPORT FIRE & RESCUE SERVICES Title: FOURTH QUARTER 2014 DEPARTMENT RESULTS Report No.: FRS 15-03 Author: JEFF SMITH Meeting Type: COUNCIL MEETING Council/Committee Date: FEBRUARY 26, 2015 Attachments: NIL RECOMMENDATION THAT Council receives report FRS 15-04 Fourth Quarter Fire & Rescue Services Results as information. EXECUTIVE SUMMARY To provide Council with the January 1 to December 31, 2014 Fire & Rescue Services performance results. SUMMARY OF OPERATIONAL RESULTS 2014 Business Objectives Objective Target Date Status Ice & Water Rescue Equipment Q2 Complete Traffic Signal Priority Control System Q3 Carried to 2015 Annual Replacement of Firefighter Personal Protective Equipment Q2 Complete Hose, nozzles & appliances Q1 Complete MSA SCBA lease (year 9 of 10) Q2 Complete Initiate Strategic Planning Process Ongoing In progress Implement department specific Succession Management Plan Q2 In progress C:\Users\Jbunn\Appdata\Local\Temp\Agendamanager\FRS 15-03 .Docx1 CAO 37 Key Indicators 24 Firefighters on average attended training exercises with an average participation rate of 80%. The Average firefighter, year to date, has attended 59% of Platoon calls and 58% of All Calls. 2014 Alarm Data (Year to Date) OFM Response Type Total Incidents Total Staff Hours Property Fires/Explosions 22 327 Overpressure Rupture/Explosion (No Fire) 1 18 Pre Fire Conditions/ No Fire 23 113 False Fire Calls 123 590 Carbon Monoxide False Calls 33 269 Public Hazard 30 235 Rescue 39 183 Medical/Resuscitator Call 6 16 Other Response 18 123 • Estimated structure fire loss during Q4 was $5,500 at 1 building fire incident. Apparatus Utilization Apparatus 2014 4th Quarter 2014 Year to Date 2013 4th Quarter 2013 Year End Car 1 28 124 38 114 Car 2 33 139 42 71 Pumper 1 23 90 32 109 Pumper 2 57 214 57 195 Rescue 3 21 75 14 66 Ladder 4 40 155 44 115 C:\Users\Jbunn\Appdata\Local\Temp\Agendamanager\FRS 15-03 .Docx2 CAO 38 Public Education Types 2014 4th Quarter 2014 Year to Date 2013 4th Quarter 2013 Year End Station Tours 5 16 2 7 Presentations 8 15 8 11 Newspaper/Media 6 20 4 2 Charity Event 2 8 0 1 Fire Communication Report Fire Communications Dispatched Incidents (all customers, including Tillsonburg) 2014 4th Quarter 2014 Year to Date 2013 4th Quarter 2013 Year End 497 1,950 383 1,781 Non-Emergency Calls (Customer Service, Burn Activation Lines etc.) (all customers, including Tillsonburg) 2014 4th Quarter 2014 Year to Date 2013 4th Quarter 2013 Year End 4,285 14,228 5,895 16,613 FINANCIAL IMPACT/FUNDING SOURCE Fire & Rescue Service finished the year $17,309 over budget. Net revenue was $25,900 more than budgeted; net labour was $27,300 over budget; Building Maintenance was $16,800 over budget; Training was $13,400 over budget; Insurance over budget $4,600, Suppression Miscellaneous Expenses $5,100 over budget; Equipment Maintenance Contracts under budget $14,700 and net Capital costs $6,900 under budget. 2014 Q4 Summary Department (under)/over Fire & Rescue Services $17,309 Total variances (Q4) $17,309 C:\Users\Jbunn\Appdata\Local\Temp\Agendamanager\FRS 15-03 .Docx3 CAO 39 C:\Users\Jbunn\Appdata\Local\Temp\Agendamanager\FRS 15-03 .Docx4 CAO 40 STAFF REPORT DEVELOPMENT & COMMUNICATION SERVICES Title: Building, Planning, By-Law Services 2014 Annual Report Report No.: DCS 15-14 Author: GENO VANHAELEWYN – Chief Building Official Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 26, 2015 Attachments: - RECOMMENDATION RESOLVED THAT Council receive Report DCS 15-14; Building, Planning, By-Law Services 2014 Annual Report. EXECUTIVE SUMMARY 2014 Building Permit Activity Total Permits Issued 369 Total Construction Value $38,932,498 Total Permit Revenue $ 404,649 2014 - Permit Class Comparison Single Dwellings Other Residential Institutional Commercial Industrial Permits Issued 67 183 18 92 19 Estimated Value 11,690,744 3,746,308 17,579,092 3,246,669 2,669,685 1 CAO 41 2014 - Value of Construction Comparison CLASS 2014 2013 2012 2011 2010 2009 Single Dwellings 11,690,744 10,162,224 8,910,390 7,122,237 8,463,514 8,814,074 Other Residential 3,746,308 2,470,956 1,476,617 6,713,598 1,474,086 11,453,284 Institutional 17,579,092 917,675 235,550 117,867 452,850 1,581,000 Commercial 3,246,669 2,430,382 7,855,600 1,248,735 1,127,140 3,819,100 Industrial 2,669,685 3,412,100 504,300 2,764,640 938,099 354,400 Total Value of Construction 38,932,498 19,442,337 18,982,457 17,967,077 12,455,689 26,021,858 2014 - Residential Construction Comparison YEAR TOTAL RESIDENTIAL PERMITS ISSUED SINGLE (DETACHED) DWELLINGS APARTMENT UNITS CONDOMINIUM UNITS TOTAL RESIDENTIAL CONSTRUCTION VALUE OVERALL CONSTRUCTION VALUES 2014 240 64 36 0 16,432,935 38,932,498 2013 200 67 1 0 12,643,180 19,442,337 2012 203 54 0 0 10,387,007 18,982,457 2011 249 42 68 - 13,781,335 17,921,577 2010 236 58 - - 8,463,514 12,455,689 2009 175 42 30 - 20,267,358 26,021,858 2008 228 41 - 10 8,924,882 13,407,055 2007 299 98 13 - 16,471,262 22,770,077 2006 252 73 2 - 11,822,167 19,723,767 2005 205 80 8 44 18,097,035 26,905,724 2004 207 99 - 11 13,922,583 25,162,143 2003 226 91 7 - 11,034,795 28,168,745 2002 188 76 - 8 9,168,462 17,716,228 2001 129 44 - - 5,000,000 8,695,818 2000 124 67 - - 6,500,000 14,585,763 1999 195 112 1 1 11,374,690 17,683,514 1998 206 113 - - 10,851,210 20,680,949 1997 179 123 - 11 11,288,647 18,370,795 1996 142 108 4 - 8,952,204 11,734,730 1995 133 70 4 5 6,735,200 20,433,892 1994 137 98 2 - N/A 13,448,881 1993 205 152 3 - N/A N/A 1992 155 87 11 - N/A N/A 1991 107 65 6 - N/A N/A 1990 157 74 9 - N/A N/A 2 CAO 42 2014 – MAJOR CONSTRUCTION PROJECTS • 60 Tillson Ave – TVDSB Annandale Public School – renovation 75 Hale St. • 10 South Ridge – TVDSB South Ridge Public School – 23,000 sq.ft addition • 102 Dereham – TVDSB New Public School - 57,242 sq.ft public school • Hale Street Apartments - Upgrade Fire Safety Systems • 73 Bidwell – Maple Manor – Revise/Extend Sprinkler System • 37 Tillson St. – PK Construction – 12,000 sq.ft addition • 164 Broadway – Town Centre Mall – Bulk Barn renovations • 31 Frances - St. Joseph’s Catholic School – Renovations for after school program & boiler system • 1 Clearview – Siemens – multiple interior alterations/renovations • Harvest Retirement Community – Phase 2 – 36 Unit Addition • 81 Lincoln – Hoover Enterprises – 4,600 sq.ft addition • 102 Broadway – Boston Pizza – interior renovation • 21 Clearview – Fleetwood Metal – addition & new press foundation 2014 – Building & By-Law Activity Output Measures– Quantity 2010 Actual 2011 Actual 2012 Actual 2013 Actual 2014 Actual Building Permits Issued 318 319 301 315 386 Building Inspections Completed 1,247 1,201 1,173 1,152 1,408 Parking Tickets Issued 840 904 753 873 478 Animal Tags Issued Cats 788 755 772 874 978 Dogs 1,637 1,615 1,671 1,963 2082 Enforcement – Complaints and Occurrences Parking, Noise, Taxi 115 151 107 119 131 Property Stds, Zoning, Clean Yard, Sign, Fence, etc. 214 193 204 186 211 Animal Control 320 403 436 384 406 3 CAO 43 2014 – Planning Activity Output Measures/Activity 2013 Actual 2014 Actual Minor Variance Applications 6 11 Zone Change Application 8 12 Site Plan Formal Consultations 15 8 Site Plan Approvals 4 10 Site Plan Applications (in progress) 5 2 Subdivision Agreements 0 2 Subdivision Amendment Agreements 2 (in progress) 0 It is projected that 2015 building and planning activities will stabilize across all sectors with an anticipated reduction in the institutional sector due to the multiple 2014 elementary school projects. By-Law Service activity for 2015 is anticipated to be consistent based on statistics from previous years. FINANCIAL IMPACT/FUNDING SOURCE Completed work was funded through 2014 budget allotments with Building Services resulting in a net operating surplus of $185,500 which was contributed to reserves for future Building Services expenditures and By-Law Services under budget by $10,460. Building Service revenues increased in 2014 which is a direct result of the increase in estimated construction values. By-Law Service revenues increased in 2014 which is in line with the increased number of animal licenses issued. APPROVALS Author Name/Signature GENO VANHAELEWYN DATE: FEB 17/15 Acting Director Name/Signature DAVID CALDER DATE: FEB 17/15 Finance Name/Signature DARRELL EDDINGTON DATE: FEB 17/15 4 CAO 44 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: ECONOMIC DEVELOPMENT FOURTH QUARTER REPORT Report No.: DCS 15-12 Author: CEPHAS PANSCHOW Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 26, 2015 Attachments: RECOMMENDATION: “THAT Council receive Report DCS 15-12 Economic Development Fourth Quarter Report for information purposes.” EXECUTIVE SUMMARY Economic Development Activity 2013 2014 (TARGET) 2014 (ACTUAL) 2014 versus 2013 2015 (TARGET) Lead Files Opened 66 80 67 +2% 80 Lead Files Closed 49 100 80 +63% 100 Corporate Visits 22 24 25 +14% 24 Client Visits 19 20 18 -5% 20 New Businesses Opened 12 10 18 +50% 10 Businesses Closed 9 N/A 6 -33% N/A Website Activity (Main Business Page) 3,297 3,297 2,923 -11% 3,500 Website Activity (Business Directory) 5,931 5,931 5,716 -4% 6,500 45 In general, the majority of Economic Development metrics were at or above 2013 actuals with notable increases in lead files closed (file management), corporate visits, new businesses opened and decreases in businesses that closed. Website activity was down overall and work will be required in 2015 in order to increase its effectiveness. In terms of wins for the community, 2014 experienced a number of significant investments in the industrial, commercial and residential sectors as detailed below. 253 Broadway Led public request for expressions of interest process that led to conditional offer on property for multi-million mixed use investment New Businesses Boston Pizza Bulk Barn Casi Di Luca Chasers Bar & Grill Cherished Pieces CRE Insurance Gigi's Bistro & Café, IDA Pharmacy Kelly Taylor Edmonds, Family Law Lawyer Next Realty Inc Onward Thrift Store Park Right Driving Academy Respiratory Homecare Solutions Shear Hair/ BAD Hair Triton Innovations Tillsonburg Little School Daycare Touch of Western Wareing Cremation Services Inc Closed Businesses Casi Di Luca Harry's Surf & Skate KKP Printing Margo's Haircutters, My Top Drawer Nikos Thirsty Golfer 178B North St Sale of property for new single family dwelling Hangar 3,072 Square Foot hangar In addition to this, a number of manufacturers have continued to invest in new technology and equipment for their businesses and have been provided with additional information Page 2 / 4 CAO 46 regarding government support programs that could possible assist them in their growth plans. Responsibility for surplus land sales was also shifted to Economic Development with various investment proposals being worked on including significant investment interest in the former Parks & Rec facility at 8 Hardy Ave. Airport Activity 2013 2014 (TARGET) 2014 (ACTUAL) 2014 versus 2013 Lead Files Opened (Hangar Inquiries) 9 7 7 -22% Fuel Sales (Litres) 143,956 134,400 227,058* +58% Fuel Sales Profit $33,913 $40,180 $50,509 +49% Movements 12,658 N/A 13,355 +6% *Includes sales for Snowbirds and Airshow performances Despite adverse weather conditions for the entire year, 2014 will go down as a record year for fuel sales! Not only were fuel sales 58% higher than in 2013, they were also 41% higher than the previous record set in 2012, which was also an airshow year. Profitability also increased 49% year over year. The airport’s major tenants; namely, the Canadian Harvard Aircraft Association and the Tillsonburg Flying School, both increased their purchases. As shown in the below graph, the last five years have seen a significant upward trend in fuel sales. This is also reflected in the increased profit being generated from these sales. CONSULTATION/COMMUNICATION Page 3 / 4 CAO 47 Not Applicable. FINANCIAL IMPACT/FUNDING SOURCE The Economic Development variances for 2014, including Airport and Discover Tillsonburg, are as follows: Department Variance Explanation Economic Development $23,306 Most significant item is un-budgeted tax assessment phase in on town owned farm land Airport *$13,325 Q2 projected deficit of $19K mitigated somewhat over remaining two quarters Development & Communications Budget (including Discover Tillsonburg budget) ($146,312) Page 4 / 4 CAO 48 STAFF REPORT OPERATIONS SERVICES Report Title: 2014 Fourth Quarter Operation Services Report Report No.: OPS 15-04 Author: Kevin De Leebeeck, P.Eng., Director of Operations Meeting Type: REGULAR COUNCIL Council Date: FEBRUARY 26, 2015 Attachments: NONE RECOMMENDATION: THAT Council receive Report OPS 15-04, 2014 Fourth Quarter Operations Services as information. SUMMARY To provide Council with the January 1, 2014 to December 31, 2014 Operations Services financial results. Table 1: 2014 Business Objectives Objective Target Status Thistle Court – Surface Asphalt Delayed to 2015 with Stage 2 of Ridge Boulevard surface asphalt. Ridge Boulevard Phase 2 Q4 Completed (less surface asphalt) Glendale Drive Area Reconstruction Q3 Completed (less surface asphalt) Annual Asphalt and Concrete Programs Q4 Completed North Street Sidewalk Q4 Completed Tar & Chip Transfer Station Q3 Completed Sidewalk Machine Replacement (Unit 99) Q4 Delivered Q1 2015 Material Handler Replacement (Unit 66) Q4 Chassis completed Q1 2015 Delivery expected Q3 2015 49 Key indicators measure growth in terms of infrastructure i.e. Roads, Sewers, Watermain, Sidewalk, Boulevards, etc. and the associated level of maintenance service. No additional resources have been allocated to meet the increased growth. The ability for the Town to mitigate the associated incremental costs to maintain additional infrastructure without additional resources is approaching its limits. Key Indicators 2014 2013 2012 2011 2010 Roads (Lane km) 226.1 225.5 224.5 220.1 213.7 Sidewalks (km) 87.7 87.3 86.3 83.1 79.6 GOALS FOR NEXT QUARTER • Revise Construction Contract documentation to current industry standards & practices • Complete road reconstruction design drawings and issue tenders • Develop specifications for fleet replacements and issue tenders • Revise Subdivision Agreement to mitigate future construction & financial issues • Restructure Encroachment Permit process to reduce exposure to risk • Prepare Engineering RFP’s for bridge inspections, traffic count study, and road condition assessments. • Continue winter maintenance operations of roadways, sidewalks and parking lots. COMMUNITY STRATEGIC PLAN IMPACT Not Applicable. FINANCIAL IMPACT/FUNDING SOURCE The 2014 Q4 Operations Services overall variance is summarized in Table 2. Table 2: Fourth Quarter Budget vs. Actual Variance Summary Department Over / (Under) Roads 86,613* Parking 1 Solid Waste 17,185 Operations Administration (58,507) Engineering (26,601) Enterprise Services 9,046 Fleet 282,446 Total Variances 310,184 * Preliminary (Outstanding County data required to finalize) Page 2 / 2 50 STAFF REPORT RECREATION, CULTURE & PARKS Title: 2014 Q4 And Year End Results Report No.: RCP 15-09 Author: RICK COX Meeting Type: COUNCIL MEETING Council/Committee Date: FEBRUARY 26, 2015 Attachments: RECOMMENDATION THAT Council receives Report RCP 15-09 - 2014 Q4 and Year End Results for information. EXECUTIVE SUMMARY This report provides Council with the January 1, 2014 to December 31, 2014 RCP Department operational and financial results. SUMMARY OF OPERATIONAL RESULTS 2014 Business Objectives Objective Target Date Status Strategic Master Plan implementation: Program inventory and gap analysis (1-2) Memorial Park concept design process (6-15) Annandale Ball Diamond upgrades (3-18, 3-19) Health Club Business Plan (3-10) Q1 – Q4 Complete Complete Deferred to 2015 In progress Continue implementation of Marketing Strategy, especially with social media (1-14, 1-17) and with tournament teams and hosts (1-16) Q1 – Q4 Continuing in 2015 Revisit & strengthen partnership agreements (2-9) and joint use agreements (2-10) Q1 – Q2 Continuing in 2015 Implement Safe Cycling Committee and develop a Cycling Master Plan. Q1 – Q4 Deferred to 2015 Take lead role in overseeing special event process for the Town. Q1 Complete RCP 15-09 - 2014 Q4 and Year End Results 1/3 51 Undertake a revitalization plan for the Tillsonburg Cemetery and Pioneer Cemetery (6-16) 2014 focus: Scattering gardens & landscape plan Q1 – Q2 Complete Work with Oxford County museums and other partners to organize a County wide 5 year initiative to commemorate the 100th Anniversary of WW1 through hosting 100 events throughout the County between 2014 and 2018. (4-6) Q1 – Q4 Continuing in 2015 Work with community to prepare 190th anniversary celebrations of the founding of Tillsonburg in 2015. Q1 – Q4 Continuing in 2015 Create a strategy to increase usage of all areas of the TCC, especially meeting room and hall space. Q2 Complete Update Tillsonburg Trails Master Plan Q2 - Q3 Deferred to 2015 Partner with Trans Canada Trail to initiate using the CASO rail line to connect Tillsonburg trails to Elgin and Oxford County (6-4. 6-5) Q2-Q4 Continuing in 2015 Continue Lake Lisgar revitalization projects (6-14) Q2-Q3 Complete Demolish grandstand at Memorial Fairgrounds (6-15) Q2 Complete. Complete Town-wide Asset Management (Facilities) and Energy Management Plans Q2 Energy Management Plan complete. Facility Asset Management Plan deferred to 2015 Increase awareness, attendance and potentially revenue by hosting a series of special evening gatherings on the lawn and a series of special events and exhibits to celebrate the 25th Anniversary of the museum’s move to Annandale NHS (4-6) Q2-Q3 Complete Lead the consortium of groups implementing the Cultural Improvement Alliance project. (2-12, 4-7) Q2-Q4 Continuing in 2015 Initiate discussions with the Oxford County Library System about a strategic relationship with the Tillsonburg Branch. Q2 Deferred to 2015 RCP 15-09 - 2014 Q4 and Year End Results 2/3 52 Key Indicators Q1-Q4 2014 Q1-Q4 2013 % CHANGE Museum: attendance 11,767 10,363 14% Programs: Rink bookings (ice) 4,034 3,992 1% Programs: Rink bookings (floor) 185 186 -0% Programs: Health Club attendance 24,433 21,178 15% Programs: Memberships 1,572 1,135 39% Programs: Aquatic registrations 3,608 2,650 36% Programs: Advanced/Leadership 165 202 -18% Programs: Adult registrations 302 342 -12% Programs: Youth registrations 2,642 1,857 42% Programs: Waterpark attendance 20,737 22,383 -7% Programs: Tournaments 20 20 0% Programs: Room rentals 499 497 0% Programs: Advertising revenue $ 40,141 $ 30,862 30% Cemetery: Niche & Plot sales 50 64 -22% Cemetery: Interments 128 144 -11% FINANCIAL IMPACT The 2014 Year End RCP Department variance summary is as follows: Division Budget Actual Variance (under)/over Cemetery $83,019 $135,274 $52,255 Museum $197,223 $213,853 $16,630 Parks, Facilities & Programs $2,981,125 $3,015,287 $34,162 EFC ($31,720) ($29,010) $2,710 Totals $3,229,647 $3,335,630 $105,983 Operational revenue shortfalls continue to be an issue department-wide. Cemetery revenue was well below that of an average year, and $34,000 below budget. Program revenue from facility rentals, memberships, admissions and programs was $117,000 below budget. Despite conservation activity, utility costs were in line with budget due to increased unit costs. Savings from vacant full-time positions has been used to partially offset the revenue shortfalls, but this tool will not be available in 2015. In August 2014, Council agreed that reserves would fund the net year-end costs for changes to the RCP management team. This $40,000 cost is reflected in the Parks, Facilities & Programs variance, but has not been off-set with a draw on reserves at the Departmental level. At the end of Q3, the Departments’ projected variance excluding the pre-approved use of reserves was $55,000. The Department ends the year with a deficit of 2.0% or $65,983. COMMUNITY STRATEGIC PLAN (CSP) IMPACT None at this time. RCP 15-09 - 2014 Q4 and Year End Results 3/3 53 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: LEASE OF AIRPORT OFFICE SPACE - ACCESSIBILITY Report No.: DCS 15-13 Author: ANNETTE MURRAY Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 26, 2015 Attachments: LETTER OF OPINION – GRAY & FICK LTD 2013 AIRPORT ACCESSIBILITY REVIEW RECOMMENDATION: “THAT Council receive Report DCS 15-13 Lease of Airport Office Space – Accessibility for information purposes.” EXECUTIVE SUMMARY The purpose of this report is to provide Council with information on any requirements to improve access to the Airport Terminal building in accordance with the Accessibility for Ontarians with Disabilities Act (AODA), which was approved in 2005 and provides a clear goal and timeframe to make Ontario accessible by 2025. Although the building was built in conformance with accessibility standards in place when it was constructed in 2010, Regulation 368/13 amending the Ontario Building Code came into effect January 1, 2015 and therefore a review is necessary. BACKGROUND INFORMATION As directed by council at their February 9th meeting when discussing Report DCS 15-11 Lease of Airport Office Space, staff has reviewed the by-laws and New Accessibility Amendments to Ontario’s Building Code that are currently in place for barrier free accessibility to Municipal buildings. On December 27, 2013, Ontario Regulation 368/13 was filed to amend the 2012 Building Code, O. Reg. 332/12. The effective date of the amendment is January 1, 2015. Clause 3.8.2.1of the Ontario Building Code now states: "barrier -free shall be provided throughout the entrance storey and within all other normally occupied floor areas served by a passenger elevator, escalator, inclining moving walk or other platform equipped passenger elevating device”. 54 Our understanding, developed in consultation with Gray & Fick Ltd, is that this means the airport terminal building is in full compliance with the occupancy requirements as long as the entrance level is barrier free and fully accessible. In addition to this, the new accessibility requirements apply only to most new construction and extensive renovations. In this case, staff do not believe it applies as it does not meet the definition of “extensive renovations” and this is further shown in that staff has been advised by the Chief Building Official for South-West Oxford that a building permit will not even be required for these renovations. Therefore, staff is confident that the airport terminal building is compliant with AODA Requirements and the renovations to the basement will not affect this compliance. In addition to this, the terminal building was reviewed by the accessibility advisory committee in 2013 and the following summary was filed with the Clerk and Airport Administrator: Main building accessibility is very good 1. Ramp to main entrance 2. Main entrance is barrier free 3. Entrance has auto openers 4. Low counter for airport services 5. Barrier free access to restaurant 6. Low counter to order food 7. Easy access to restrooms 8. Restrooms have auto openers 9. Large windows provide easy landing strip viewing Recommendations 1. Handrails for 2 outdoor stairs south of building 2. Auto opener and double ramp for patio Comments Ground school is located in the basement. Handrails are located on both sides of the stairs. No wheelchair access to the basement. Car/wheelchair access to landing strip for boarding advertised scenic aerial tours ($225 for three). Good car access for viewing airshows. Subsequent to this review, handrails have been added to the main stairs providing access to the front doors of the terminal building. Page 2 / 3 CAO 55 CONSULTATION/COMMUNICATION Staff has reviewed the Ontario Building Code and AODA in consultation with Gray and Fick Ltd, Consulting Structural Engineers, who have provided a letter confirming that the Town’s compliance with AODA will not be impacted by the relocation of the tenant to the basement. In addition to this, staff has discussed this matter with the Chief Building Officials for both the Township of South-West Oxford and the Town of Tillsonburg. FINANCIAL IMPACT/FUNDING SOURCE None. Page 3 / 3 CAO 56 Accessibility Advisory Committee Review Tillsonburg Regional Airport 244411 Airport Rd May 3, 2013 Main building accessibility is very good 1. Ramp to main entrance 2. Main entrance is barrier free 3. Entrance has auto openers 4. Low counter for airport services 5. Barrier free access to restaurant 6. Low counter to order food 7. Easy access to restrooms 8. Restrooms have auto openers 9. Large windows provide easy landing strip viewing Recommendations 1. Handrails for 2 outdoor stairs south of building 2. Auto opener and double ramp for patio Comments Ground school is located in the basement. Handrails are located on both sides of the stairs. No wheelchair access to the basement. Car/wheelchair access to landing strip for boarding advertised scenic aerial tours ($225 for three). Good car access for viewing airshows. Respectfully submitted Mike Cerna Michael Kadey Helen Lamos-Parker 57 Town of Tillsonburg 244411 Airport Road Tillsonburg, Ontario N4G 4H1 February 13, 2015 Attention: Annette Murray Re: Tillsonburg Airport Basement Accessibility Code Review Dear Annette: Upon your request, we have conducted a building code review to assess your question of whether we would required to provide barrier free accessibility to the basement of the Airport Terminal building due to the proposed renovations for a potential ground school training room. At the time of the construction of the terminal building, the Ontario Building Code (OBC) indicated clause 3.8.2.1 which stated, ‘barrier -free shall be provided throughout the entrance storey and within all other normally occupied floor areas served by a passenger elevator, escalator, inclining moving walk or other platform equipped passenger elevating device.’ Recently, amendments to the OBC effective January 2014 (Ontario Regulation 368/13), clause 3.8.2.1.(3).(k). stated ‘A barrier free path of travel is not required to extend to portions of a floor area that is not at the same level as the entry level, provided amenities and uses provided on any raised or sunken level are accessible on the entry level by means of a barrier free path of travel.’ Since the Terminal building entry level is constructed with a full barrier free path of travel and amenities, providing accessibility to the basement would not be required. If there is anything further we can assist you with, please do not hesitate to contact our office. Sincerely, Steve Desjardine, C.E.T. 2584-Tillsonburg Airport Basement Code Review.docx Feb. 13/15 58 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 59 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 60 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 61 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 62 APPENDIX A – AIRPORT TERMINAL BUILDING BASEMENT RENOVATIONS Page 5 / 5 CAO 63 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 64 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 65 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 66 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 67 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 68 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 69 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 70 APPENDIX A – THE “PREMISES” 8 71 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3882 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to ‘RH-4’ the zone symbol of the lands so designated ‘RH-4’ on Schedule “A” attached hereto. 2. That That Section 10.4 to By-Law Number 3295, as amended is hereby further amended by adding the following subsection at the end thereof: “10.4.4 LOCATION: WEST SIDE OF MAPLE LANE, PART LOT 381, PLAN 500, RH-4 (Key Map 19) 10.4.4.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any RH-4 Zone use any lot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 10.4.4.1.1 REAR YARD DEPTH Minimum 6 m (19.6 ft) 10.4.4.1.2 INTERIOR SIDE YARD WIDTH Minimum 8.4 m (27.5 ft) 10.4.4.1.3 LANDSCAPED OPEN SPACE Minimum per 1 bedroom apartment dwelling unit Nil 10.4.4.1.4 AMENITY AREA Minimum per 1 bedroom apartment dwelling unit Nil 72 The Corporation of the Town of Tillsonburg By-law Number 3882 Page 2 10.4.4.1.5 CHILDREN’S OUTDOOR PLAY AREA Minimum Nil 10.4.4.1.6 REQUIRED PARKING SPACES Minimum 50 10.4.4.1.7 That all provisions of the RH Zone in Section 10.2 of this By-Law, as amended, shall apply; and further, that all other provisions of this By- Law, as amended, that are consistent with the provisions herein shall continue to apply mutatis mutandis.” 3. This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ a first and second time this 26th day of February, 2015. READ a third time and finally passed this 26th day of February, 2015. Mayor Clerk 73 S E ANGLELOT 381, PLAN 500 L O T 3 8 0 L O T 3 8 1 J U D G E ' S P L A N 5 0 0 N52°59'3 0 " E 14.18 N1 1 ° 0 1 ' 0 0 " W 4 9 . 7 8 N78°27'10"E 49.99 N1 1 ° 0 2 ' 0 0 " W 5 5 . 9 3 N78°27'40"E 85.03 N78°28'40"E 147.78 M A P L E L A N E SCHEDULE "A" PT LOT 381, JUDGE'S PLAN 500PTS 5, 6 AND 7, REFERENCE PLAN 41R2808 TOWN OF TILLSONBURG AREA OF ZONE CHANGE TO RH-4 NOTE: ALL DIMENSIONS IN METRES THIS IS SCHEDULE "A" MAYOR CLERK TO BY-LAW No. ________________, PASSED THE __________ DAY OF ____________, 2015 10 0 10 20 305 METRES TO BY-LAW No.© 74 ZN 7-15-1 TOWN OF TILLSONBURG BY-LAW NUMBER 3882 EXPLANATORY NOTE The purpose of By-Law Number 3882 is to rezone the subject property from ‘High Density Residential Zone (RH)’ to ‘Special High Density Residential Zone (RH-4)’ to facilitate an expansion to an existing affordable housing building. Specifically, the special zoning provisions will allow for a reduced rear yard depth, reduced interior side yard width, reduced landscaped open space, reduced children’s outdoor play area, and reduced parking requirements. The subject property is located on the west side of Maple Lane, south of Concession Street East, being Parts 5, 6, 7 of Reference Plan 41R-2808 and Part Lot 381, Plan 500, Town of Tillsonburg. The lands are municipally known as 31 Maple Lane, Tillsonburg. The Municipal Council, after conducting the public hearing necessary to consider any comments to the proposed zone change application, approved By-Law Number 3882. The public hearing was held on February 26, 2015. Any person wishing further information relative to Zoning By-Law Number 3882 may contact the undersigned: Ms. Donna Wilson Clerk Town of Tillsonburg 200 Broadway, 2nd Floor Town Centre Mall Tillsonburg, ON N4G 5A7 Telephone: 842-9200 File: ZN 7-15-1 (Town of Tillsonburg Non-Profit Housing Corporation) Report No: 2015-50 75 CANADIANPACIFICRAILWAY ELGIN ST DURHAM ST M A P L E L A N E ARBOR LANE TI L L S O N A V E EB E R T A L L E Y DEMEYERE AVE BRIDGE ST E CONCESSION ST E HI L L I K E R A L L E Y MAPL E CRT FIRST ST CHRISTOPHERCRT T H O M A S A V E PINE ST P A R K W O O D D R KI N G S T AL E X A N D E R A V E KEY MAP LANDS TO WHICH BYLAW ____________ APPLIES © 50 0 50 100 15025 METRES 76 THE CORPORATION OF THE TOWN OF TIUSONBURG BY-LAW NUMBER 3883 A BY-LAW to Authorize a Lease Agreement Between the Corporation of the Town of Tillsonburg and 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. WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to enter into an agreement with Danny Richer; THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the Agreement attached hereto as Schedule "A" forms part of this by- law; 2. THAT the Mayor and Clerk be hereby authorized to execute the attached agreement marked as Schedule "A" on behalf of the Corporation of the Town of Tillsonburg. This by-law shall come into force and take effect immediately after the final passing hereof. READ A FIRST AND SECOND TIME THIS 26th DAY OF FEBRUARY, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 26th DAY OF , 2015. ____________________________ Mayor Stephen Molnar ___________________________ Municipal Clerk, Donna Wilson 77 THE CORPORATION OF THE TOWN OF TIUSONBURG BY-LAW NUMBER 3884 A BY-LAW to Authorize a Lease Agreement Between the Corporation of the Town of Tillsonburg and Tillsonburg Flying School, for office space in the Air Terminal Building from January 1, 2015 to December 31, 2015 at the price of $260.00 per month plus Harmonised Sales Tax (H.S.T), subject to the terms and conditions contained in the lease agreement. WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to enter into an agreement with Danny Richer; THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the Lease Agreement attached hereto as Schedule "A" forms part of this by-law; 2. THAT the Mayor and Clerk be hereby authorized to execute the attached Lease Agreement marked as Schedule "A" on behalf of the Corporation of the Town of Tillsonburg. This by-law shall come into force and take effect immediately after the final passing hereof. READ A FIRST AND SECOND TIME THIS 26th DAY OF FEBRUARY, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 26th DAY OF , 2015. ____________________________ Mayor Stephen Molnar ___________________________ Municipal Clerk, Donna Wilson 78 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 – Stephen Molnar ______________________________ Clerk – Donna Wilson 79 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3885 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 26th 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 26, 2015, with respect to every report, motion, by-law, or other action passed and taken by the Council, including the exercise of natural person powers, are hereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this or a separate by-law. 2.The Mayor and Clerk are authorized and directed to do all the things necessary to give effect to the action of the Council of The Corporation of the Town of Tillsonburg referred to in the preceding section. 3.The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Tillsonburg. 4.This by-law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 26TH DAY OF FEBRUARY, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 26TH DAY OF FEBRUARY, 2015. ________________________________ Mayor – Stephen Molnar ________________________________ Municipal Clerk – Donna Wilson 80 Table of Contents Agenda 3 Minutes of the meeting of February 9, 2015 February 9, 2015 - Council Minutes 9 ZN 7-15-01- Town of Tillsonburg Non-Profit Housing Corporation CASPO 2015-50 (ZN 7-15-1)20 Report Mapping 26 MRY 2015-02 County Council Update MYR 15-02 29 FIN 15-09 Fourth Quarter Financial Results FIN 15-09 Fourth Quarter Financial Results31 2014 Actual Variances - Q4 32 FIN 15-10 Fourth Quarter Finance Department Results FIN 15-10 Fourth Quarter Finance Department Results 34 FRS 15-03 Fourth Quarter Fire Department Results FRS 15-03 37 DCS 15-14 Fourth Quarter Building, Planning, By-Law Services Results Report DCS 15-14 Building, Planning, By-Law Services Annual Report 41 DCS 15-12 Fourth Quarter Economic Development Results DCS 15-12 Fourth Quarter Economic Development Results 45 OPS 15-04 Fourth Quarter Operations Services Results OPS 15-04 2014 Fourth Quarter Operations Services49 RCP 15-09 - Fourth Quarter Recreation, Culture and Parks Services Results RCP 15-09 - 2014 Q4 and Year End Results51 Report DCS 15-13 Lease of Airport Office Space - Accessibility Report DCS 15-13 Lease of Airport Office Space - Accessibility 54 2013 Accessibility Review - Airport 57 Letter of Opinion - Gray & Fick Ltd 58 Report DCS 15-11 Lease of Airport Office Space59 Lease Agreement - Airport Office Space 64 By-Law No. 3882, Being a By-Law to amend Zoning By-Law No. 3295 (ZN 7-15-01, Town of Tillsonburg Non-Profit Housing Corporation) By-Law 3882 72 Schedule A 74 By-Law 3882 Explanatory Note 75 Key Map 76 By-Law 3883 To authorize a Lease Agreement between the Corporation of the Town of Tillsonburg and Danny Richer By-Law 3883 77 1 By-Law 3884, to Authorize a Lease Agreement Between the Corporation of the Town of Tillsonburg and Tillsonburg Flying School By-Law 3884 78 By-Law 3880, to adopt the Town of Tillsonburg Public Engagement Policy & Guidelines By-Law 3880, to adopt the Town of Tillsonburg Public Engagement Policy & Guidelines 79 By-Law 3885 (confirming) By-Law 3885 80 2 = 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 Thursday, February 26, 2015, be adopted. 3. Moment of Silence 4. Disclosures of Pecuniary Interest and the General Nature Thereof 5. Adoption of Council Minutes of Previous Meeting 5.1. Minutes of the Meeting of February 9, 2015 February 9, 2015 - Council Minutes Moved By: Seconded By: Proposed Resolution #2 THAT the Minutes of the Council Meeting of February 9, 2015, be approved. 6. Delegations and Presentations 6.1. 190th of Tillsonburg Founding - Patty Phelps 7. 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. The Corporation of the Town of Tillsonburg COUNCIL MEETING Thursday, February 26, 2015 6:00 PM Council Chambers 200 Broadway, 2nd Floor AGENDA 3 Council Meeting – Agenda - 2 - 7.1. Shareholder Nominating Committee Report (THI Appointments) Moved By: Seconded By: Proposed Resolution #4 WHEREAS in accordance with Report CAO 15-06 entitled Tillsonburg Hydro Inc. Shareholder Nomination Committee, a recommendation was made to the shareholder to establish a Shareholder Nominating Committee to consider appointments to fill the two vacancies on the Board of Directors of Tillsonburg Hydro Inc.; AND WHEREAS the Shareholder of Tillsonburg Hydro Inc. at its meeting of February 9, 2015 established a Shareholder Nominating Committee comprised of Mayor Molnar, Councillor Esseltine and Councillor Rosehart; AND WHEREAS the Shareholder Nominating Committee has met and reviewed the applications received for the two vacancies on the Tillsonburg Hydro Inc. Board of Directors; NOW THEREFORE BE IT RESOLVED that the Shareholder Nominating Committee recommends to the shareholder the appointment of _______________________ and ___________________ to the Tillsonburg Hydro Board of Directors; AND THAT the term of the two Directors appointed this date, being February 26, 2015 shall be until the 2015 Tillsonburg Hydro Inc. Annual General Meeting. Moved By: Seconded By: Proposed Resolution #5 THAT the Special Meeting of the Shareholder of Tillsonburg Hydro Inc. be adjourned. 8. Public Meetings 8.1. ZN 7-15-01- Town of Tillsonburg Non-Profit Housing Corporation CASPO 2015-50 (ZN 7-15-1) Report Mapping Moved By: Seconded By: Proposed Resolution #6 4 Council Meeting – Agenda - 3 - THAT Council approve the zone change application submitted by Town of Tillsonburg Non-Profit Housing Corporation, whereby the lands described as Part Lot 381, Plan 500, Town of Tillsonburg, known municipally as 31 Maple Lane are to be rezoned from ‘High Density Residential Zone (RH)’ to ‘Special High Density Residential Zone (RH-sp)’. 9. Mayor 9.1. MRY 2015-02 County Council Update MYR 15-02 County Council Update Moved By: Seconded By: Proposed Resolution #7 THAT Council receives report MYR 15-02 as information. 10. Quarterly Reports 10.1. FIN 15-09 Fourth Quarter Financial Results FIN 15-09 Fourth Quarter Financial Results 2014 Actual Variances - Q4 Proposed Resolution #8 THAT Council receives report FIN 15-09 2014 Fourth Quarter Financial results as information. 10.2. FIN 15-10 Fourth Quarter Finance Department Results FIN 15-10 Fourth Quarter Finance Department Results Proposed Resolution #9 THAT Council receives report FIN 15-10 2014 Fourth Quarter Finance Department results as information. 10.3. FRS 15-03 Fourth Quarter Fire Department Results FRS 15-03 Fourth Quarter Fire Department Results Proposed Resolution #10 THAT Council receives report FRS 15-04 Fourth Quarter Fire & Rescue Services Results as information. 10.4. DCS 15-14 Fourth Quarter Building, Planning, By-Law Services Results DCS 15-14 Building, Planning, By-Law Services Annual Report 5 Council Meeting – Agenda - 4 - Proposed Resolution #11 THAT Council receive Report DCS 15-14 Fourth Quarter Building, Panning, By- Law Services Report as information. 10.5. DCS 15-12 Fourth Quarter Economic Development Results DCS 15-12 Fourth Quarter Economic Development Results Proposed Resolution #12 THAT Council receive Report DCS 15-12 Fourth Quarter Economic Development results as information. 10.6. OPS 15-04 Fourth Quarter Operations Services Results OPS 15-04 Fourth Quarter Operations Services Results Proposed Resolution #13 THAT Council receive Report OPS 15-04, 2014 Fourth Quarter Operations Services as information. 10.7. RCP 15-09 - Fourth Quarter Recreation, Culture and Parks Services Results RCP 15-09 - 2014 Fourth Quarter Recreation, Culture and Parks Service Results Proposed Resolution #14 THAT Council receives Report RCP 15-09 - 2014 Fourth Quarter Recreation, Culture and Parks Services Results for information. 11. Reports from Departments 11.1. Development and Communication Services 11.1.1. DCS 15-13 Lease of Airport Office Space - Accessibility DCS 15-13 Lease of Airport Office Space - Accessibility 2013 Accessibility Review - Airport Letter of Opinion - Gray & Fick Ltd DCS 15-11 Lease of Airport Office Space (Deferred from February 9, 2015) Lease Agreement - Airport Office Space Moved By: Seconded By: Proposed Resolution #15 THAT Council receive Report DCS 15-13 Lease of Airport Office Space – Accessibility as information. 6 Council Meeting – Agenda - 5 - 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 By-Law be brought forward for Council consideration 12. Notice of Motions Notice of Motion for which previous Notice was given: Moved By: Seconded By: Proposed Resolution #17 THAT Staff bring a report to change the flag policy to include the lowering to half-mast when a veteran from our local legion dies. 13. By-Laws By-Laws from the Meeting of Thursday, February 26, 2015 Moved By: Seconded By: Proposed Resolution #18 THAT By-Law 3882, to amend Zoning By-Law No. 3295 (ZN 7-15-01, Town of Tillsonburg Non-Profit Housing Corporation) (Schedule A, By-Law 3882 Explanatory Note, Key Map); AND By-Law 3883, to authorize a Lease Agreement between the Corporation of the Town of Tillsonburg and Danny Richer; AND By-Law 3884, to authorize a Lease Agreement Between the Corporation of the Town of Tillsonburg and Tillsonburg Flying School; AND By-Law 3885 to confirm the proceedings of Council at its meetings held on the 26th day of February, 2015, be read for a first and second time and this constitutes the first and second reading thereof. Moved By: Seconded By: 7 Council Meeting – Agenda - 6 - Proposed Resolution #19 THAT By-Law 3882, to amend Zoning By-Law No. 3295 (ZN 7-15-01, Town of Tillsonburg Non-Profit Housing Corporation) (Schedule A, By-Law 3882 Explanatory Note, Key Map); AND By-Law 3883, to authorize a Lease Agreement between the Corporation of the Town of Tillsonburg and Danny Richer; AND By-Law 3884, to authorize a Lease Agreement Between the Corporation of the Town of Tillsonburg and Tillsonburg Flying School; AND By-Law 3880, to adopt the Town of Tillsonburg Public Engagement Policy & Guidelines; AND By-Law 3885 to confirm the proceedings of Council at its meetings held on the 26th 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. 14.Items of Public Interest 15. Adjournment Moved By:Seconded By: Proposed Resolution #20 THAT the Council Meeting of Thursday, February 26, 2015be adjourned at _____ p.m. 8 = ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres Councillor Maxwell Adam Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Councillor Brian Stephenson Staff: David Calder, CAO Donna Wilson, Town Clerk Kevin De Leebeeck, Director of Operations Rick Cox, Director of Parks and Recreation Services Darrell Eddington, Director of Finance Jeff Bunn, Deputy Clerk 1. Call to Order The meeting was called to order at 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 9 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. 10 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. 11 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; 12 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 13 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; 14 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 15 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 16 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. 17 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. 18 February 9, 2015 Council Meeting – Minutes - 11 - 19 Report No: CASPO 2015-50 COMMUNITY AND STRATEGIC PLANNING Council Date: February 26, 2015 To: Mayor and Members of Tillsonburg Council From: Eric Gilbert, Development Planner, Community and Strategic Planning Application for Zone Change ZN 7-15-01 – Town of Tillsonburg Non-Profit Housing Corporation REPORT HIGHLIGHTS • The application for zone change proposes to rezone the subject property to ‘Special High Density Residential Zone (RH-sp)’ to permit a 12 unit apartment dwelling addition to the existing building, which has 60 apartment dwelling units used to provide affordable housing for seniors. • Relief is being sought for minimum rear yard depth, minimum interior side yard width, minimum required landscaped open space, minimum required amenity area, and minimum required parking spaces on site. • Planning staff are recommending approval of the application, as it maintains the general intent and purpose of the Provincial Policy Statement and the Official Plan regarding the provision of affordable housing and utilizing existing infrastructure and public services efficiently. DISCUSSION Background OWNER: Town of Tillsonburg Non-Profit Housing Corporation 31 Maple Lane, Tillsonburg ON N4G 5J5 AGENT : Joshua Warkentin- Tim Welch Consulting 26 Colborne St, Cambridge ON N1R 1R2 LOCATION: The subject property is legally described as Parts 5, 6, 7 of Reference Plan 41R-2808 and Part Lot 381, Plan 500, Town of Tillsonburg. The subject property is located on the west side of Maple Lane, south of Concession Street East. The lands are municipally known as 31 Maple Lane, Tillsonburg. Page 1 of 6 20 Report No: CASPO 2015-50 COMMUNITY AND STRATEGIC PLANNING Council Date: February 26, 2015 COUNTY OF OXFORD OFFICIAL PLAN: Schedule “T-1” Town of Tillsonburg Land Use Plan Residential Schedule “T-2” Town of Tillsonburg Residential Density Plan High Density Residential TOWN OF TILLSONBURG ZONING BY-LAW NO.3295: Existing Zoning: High Density Residential Zone (RH) Proposed Zoning: Special High Density Residential Zone (RH-sp) PROPOSAL: The purpose of the Application for Zone Change is to permit a 4 storey, 12 unit addition to an existing 60 unit apartment dwelling building owned by Town of Tillsonburg Non-Profit Housing Corporation. The subject property comprises an area of approximately 7697 m2 (1.9 ac) and contains an apartment dwelling with 60 dwelling units (c. 1988) with an approximate footprint of 1275 m2 (13 724 ft2). The proposed addition will be constructed at the rear of the existing building, and will encroach into the required rear yard depth. The 12 apartment units will be 1 bedroom self- contained suites, each with an approximate floor area of 55 m2 (600 ft2). Surrounding land use to the south is Maple Lane Public School, a commercial plaza (TSC Stores) is located to the west, a medium density residential townhouse block is to the north and low density residential uses are located to the east on the opposite side of Maple Lane. Plate 1, Location Map (with Existing Zoning and Parcel Lines), shows the location of the subject property and the existing zoning in the immediate vicinity. Plate 2, 2010 Air Photo, provides an aerial view of the subject property. Plate 3, Applicants’ Site Sketch shows the proposed location of the addition. Application Review PROVINCIAL POLICY STATEMENT: The 2014 Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest related to land use planning and development. Under Section 3 of the Planning Act, where a municipality is exercising its authority affecting a planning matter, such decisions “shall be consistent with” all policy statements issued under the Act. Section 1.1.1 provides that healthy liveable and safe communities are sustained by accommodating an appropriate range and mix of residential (including second units, affordable housing, and housing for older persons) to meet long-term needs, and promoting cost-effective development that minimizes land consumption and service costs. Page 2 of 6 21 Report No: CASPO 2015-50 COMMUNITY AND STRATEGIC PLANNING Council Date: February 26, 2015 Section 1.4.3 provides that planning authorities shall provide for an appropriate range and mix of housing types and densities to meet projected requirements of current and future residents by permitting and facilitating all forms of housing required to meet the social, health, and well-being requirements of current and future residents, including special needs requirements and increasing the supply of affordable housing, and utilizing existing infrastructure and public service facilities. OFFICIAL PLAN: The subject lands are designated ‘Residential’ and ‘High Density Residential’ according to the Land Use Plan and Residential Density Plan for the Town of Tillsonburg, as contained in the Official Plan. The Official Plan states that High Density Residential areas are those lands that are primarily developed or planned for a limited range of intensive large-scale, multiple unit forms of residential development. Site design policies for multiple unit residential developments outlined in Section 8.2.7 address matters such as building layout and massing, driveway and parking areas, landscaping, pedestrian connections, and recreational opportunities. The Official Plan also contains policies that encourage increasing the supply of affordable housing, and supplementing the choice of type and tenure of housing in the Town. TOWN OF TILLSONBURG ZONING BY-LAW: The subject property is currently zoned ‘’High Density Residential Zone (RH)’, according to the Town of Tillsonburg Zoning By-law. The applicant has requested the following relief to facilitate the 12 unit apartment dwelling addition: Section 10.2, RH Zone Provisions Required Proposed Rear Yard Depth, minimum 15 m (49.2 ft) 6 m (19.7 ft) Interior Side Yard Width, minimum 10 m (32.8 ft) 8.4 m (27.6 ft) Landscaped Open Space, minimum 55 m2 (592 ft2) per dwelling unit 50 m2 (538 ft2) per dwelling unit Amenity Area, minimum 40 m2 (431 ft2) per 1 bedroom apartment dwelling 0 m2 per 1 bedroom apartment dwelling Children’s Outdoor Play Area, minimum 50 m2 (538 ft2) per dwelling unit 0 m2 per dwelling unit Parking Spaces, minimum required 1.5 parking spaces per apartment dwelling unit 0 parking spaces per apartment dwelling unit Note: total of 50 parking spaces exist on the property, for a total parking ratio of 0.7 spaces per dwelling unit, in lieu of required 1.5 spaces per dwelling unit. Page 3 of 6 22 Report No: CASPO 2015-50 COMMUNITY AND STRATEGIC PLANNING Council Date: February 26, 2015 AGENCY COMMENTS: The application was circulated to various public agencies considered to have an interest in the proposal. The Town Engineering Department indicated that a lot grading and drainage plan will be required to be submitted to the Town for review and approval during the site plan process. The Town Building Services Department provided the following comments: • Provide an OBC matrix for evaluation; • Provide a plumbing design summary by a qualified plumbing consultant to verify that the servicing for the building is adequate. Design notes for the architect to review and be aware of (should these items change the overall exterior layout of the building these should be addressed at this time): • Exit through a lobby is not permitted unless the floor area is sprinklered or the interior of the exit is provided with a separate means of egress not leading through the lobby. • The residential units on floors 2-4 appear to be served by a dead end corridor exceeding 6 m measured from the exit door to the furthest unit. • 15% of the units will need to meet the barrier-free requirements outlined in OBC Sentence 3.8.2.1.(5) which includes a barrier free path of travel to a 1 bedroom, 1 bathroom conforming to Sentence 3.8.2.1.(6), 1 kitchen space or kitchen area and 1 living room. 2 units will need to meet this requirement 4. A space that is 1.8 m by 1.8 m that will allow the passage of 2 wheelchairs is to be provided if one has not been provided within 30 m of the end of the new corridor The Town’s Recreation, Culture & Parks Department provided the following comments: From a Crime Prevention Through Environmental Design perspective, the landscaping around the facility should be carefully selected as to not create impeded sight lines and spaces of poor natural surveillance. No shrubs/ground cover higher than 3 ft and trees should be trimmed up 7 ft. which will create a clear zone for sight lines and surveillance. The applicant should also refer to our recommended species guidelines for landscaping selections. Exterior lighting should be a white light source and have a uniformity ratio of no worse that 4 to 1 throughout the grounds. Oxford County Public Works Department indicated that they have reviewed the application, and have no comment. Bell Canada indicated that they have no conditions/objections to the above application as submitted. If there are any conflicts with existing Bell Canada facilities or easements, the Owner/Developer shall be responsible for re-arrangements or relocations. The Tillsonburg District Chamber of Commerce indicated they have no objections with this application. Page 4 of 6 23 Report No: CASPO 2015-50 COMMUNITY AND STRATEGIC PLANNING Council Date: February 26, 2015 PUBLIC CONSULTATION: Notice of complete application and notice of public meeting regarding this application was circulated to surrounding property owners on two occasions, January 22, 2015 & February 12, 2015. At the time this report was written, no comments or concerns had been received from the public. Planning Analysis It is the opinion of this Office that the proposed zoning application is consistent with the policies of the Provincial Policy Statement and Official Plan and can therefore be supported from a planning perspective. The proposal is consistent with the goals and objectives of the PPS and Official Plan to increase the supply of affordable housing while using land, infrastructure, and public services wisely and effectively. The proposed addition also complies with the multiple unit dwelling review criteria contained in the Official Plan regarding site design. As noted, the applicant has requested reductions to the minimum rear yard depth, interior side yard width, minimum landscaped open space, minimum amenity area, minimum children’s outdoor play area, and minimum parking space requirements to facilitate a 12 unit addition to the rear of the existing 60 unit apartment building. With respect to the proposed reductions to the rear yard depth and interior side yard width, planning staff note that there is unlikely to be any impact on adjacent properties, as the proposed addition is located in proximity to the commercial plaza (TSC Store) to the west and the townhouse units on the development to the north are separated from the development by green space and a driveway. Adequate separation between the building addition and rear and interior lot lines will remain to provide some landscaping and amenity space as well as area for lot grading, drainage and access to the building for maintenance purposes. The proposed reductions to the landscaped open space, amenity area, and children’s outdoor play area are considered minor as the proposed addition will be located at the rear of the property in an area where the existing landscaped open space is seldom used by the present tenants. The landscaped area at the front of the building and northerly lot line is used more frequently by tenants, and the sidewalk connecting the rear of the property to Tillson Ave will be reconfigured and re-established through the site plan process. The owner of the building, Town of Tillsonburg Non-Profit Housing Corporation, has indicated that the building is used to provide affordable housing for seniors, and there is currently a waiting list of 76 senior households seeking accommodation in Town. Historically, the tenants of the building have not needed any children’s outdoor play area and this is unlikely to change as the 12 additional units will be used exclusively for senior’s households. The proposed reductions to the required parking to be provided on site are being requested as the current parking provided on site is underutilized. The applicant has indicated that currently only 30 out of the existing 50 parking spaces are being used by tenants. Many of the tenants have modest incomes and due to their age or circumstances, they do not own or operate a motor vehicle. Based on existing parking demand, it is estimated that the 12 additional apartment dwellings will use 7 of the 20 parking spaces that are currently vacant. Given the total number of parking spaces onsite, the total provided parking will be at a ratio of 0.7 spaces per dwelling unit, less than the required 1.5 spaces per dwelling unit. Planning staff are Page 5 of 6 24 Report No: CASPO 2015-50 COMMUNITY AND STRATEGIC PLANNING Council Date: February 26, 2015 satisfied that due to the tenancy of the building, the future parking demand is expected to be in line with past experience. In accordance with the Town’s Site Plan Control By-law, the proposed addition will be subject to site plan control to ensure matters such as lot grading, drainage, lighting, accessibility, and landscaping are satisfactorily addressed. A copy of the draft amending by-law is attached for Council’s consideration. RECOMMENDATION 1. It is recommended that the Council of the Town of Tillsonburg approve the zone change application submitted by Town of Tillsonburg Non-Profit Housing Corporation, whereby the lands described as Part Lot 381, Plan 500, Town of Tillsonburg, known municipally as 31 Maple Lane are to be rezoned from ‘High Density Residential Zone (RH)’ to ‘Special High Density Residential Zone (RH-sp)’. SIGNATURES Authored by: Eric Gilbert, MCIP RPP, Development Planner Approved for submission: Gordon K. Hough, MCIP, RPP Director Page 6 of 6 25 January 15, 2015 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 810 Notes NAD_1983_UTM_Zone_17N 40 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 26 January 15, 2015 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 260 Notes NAD_1983_UTM_Zone_17N 13 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 27 , · r·. !. P L A.N l : '2&:3-0 NOJE -? ALL ll.IP"7t<:/t>ATIO'tJ 12a.c,,;.i.rz D 11J t 1 Si-<l'>T· ??'NDITI Of.J'> OF' T\\E 4•Te:. A'ZC. \P'<'.EIJ ~It. P17-PN11Jl,', f'IZP/'0= &-1' 1ua a\'1111!:..1"' . .z,. -!>OIL e.;>iz11JL1 T~T At.JO i.A=?c:..> T IO~J'~ t'f et?eE.. Ho\,e:;..,_ ~./PPL le:.D PJY 'A11::.1U?""1J' DAVIE<<? llJlo.' '...O:Jt>6'1J, a; T 12E.F. I-<774e, Lll>J'E,D PS<.6A'~Sl2 \1 , l'ISC:.. 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EX\'}T\t~{, T'i;:E.E.~ ,,. o~· -~l':f'f.,IJt . • l"X.1'7f'"" 1!!1,, •'2'28.JP.f N!\W. "[t'I" & .~1'2~.1 5 ! .,.oo 28 COUNCIL REPORT MAYOR’S OFFICE Report Title: UPDATE –County of Oxford Report No.: MYR 15-02 Author: Mayor Molnar Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 26, 2015 Attachments: RECOMMENDATION: THAT Council receives report MYR 15-02 as information. EXECUTIVE SUMMARY The purpose of this report is to provide information regarding any reports and recommendations from local representation at Oxford County Council. CONSULTATION/COMMUNICATION As a result of the effort to expand access to knowledge and information for Town Council and local stakeholders, this report is intended to provide material on activities that transpire at Oxford County Council that may have an impact on the Town of Tillsonburg. Further, this type of report will further satisfy mandates as reinforced in the Community Strategic Plan to provide for a more accessible and open governance model. INFORMATION • There were 3 local applications to the County of Oxford’s Affordable Housing Initiative opportunity (Meeting of January 28/15) that redistributes Provincial resources available for new construction or expansion of affordable housing units in the County. While none of the local applicants (Curtis Wilcox – 13 units / Community Living Tillsonburg – 14 units / TNPHC – 12 units) were successful in their applications, additional financial resources will be available for distribution after April 1, 2015. There was also staff direction to be creative in establishing alternative opportunities to maximize the limited resources moving forward. NOTE: Total applications were for 149 units totaling $8,206,900 (with less than $1,000,000 currently available). 29 • Oxford County Council (January 28/15) approved final Draft Plan of Subdivision for Performance Communities Realty (Hayhoe) Inc. in Tillsonburg. • Further (January 28/15) County Council adopted procedures governing the internal review of service delivery models (“Services That Work Review”) regarding Service Improvement Opportunities (SIO) … A number of these initiatives will have positive impact on our County/Municipal relationships and it is expected the lower tier municipalities will be engaged in this process going forward. • The Annual General Meeting of the Members of the South Central Ontario Region Economic Development Corporation (SCOR EDC) will be held at 4 Elm Street, Tillsonburg, Ontario on the 12th day of March, 2015 at 10:00 am (Mayor Molnar is Vice-Chair) • After substantial discussion (February 11/15) and as a result of positive Resolutions from Tillsonburg along with the Town of Ingersoll and Township of Blanford- Blenheim, County Council adopted an amended direction (Option #4) for the new contract for curbside collection of Garbage and Recyclables for a 7 year term. Highlights of this contract include weekly co-collection of both garbage and recyclables (single vehicle pick up) on a five day cycle with greater ease of sorting for acceptable recyclable materials. FINANCIAL IMPACT/FUNDING SOURCE Whereas the material contained in this report is a summary of Oxford County information, there is no direct impact on the finances of the Town of Tillsonburg as would require approval by Municipal Council or direction from Corporate staff. APPROVALS: Author: Mayor Molnar Date: 2/26/15 Page 2 / 2 CAO 30 STAFF REPORT FINANCE Title: 2014 FOURTH QUARTER FINANCIAL RESULTS Report No.: FIN 15-09 Author: DARRELL EDDINGTON Meeting Type: COUNCIL MEETING Council/Committee Date: FEBRUARY 26, 2015 Attachments: 2014 ACTUAL VARIANCES Q4 RECOMMENDATION THAT Council receives report FIN 115-09 2014 Fourth Quarter Financial results as information. EXECUTIVE SUMMARY To provide Council with the January 1, 2014 to December 31, 2014 Town wide actual financial results. SUMMARY OF OPERATIONAL RESULTS The attached spreadsheet summarizes by department the significant variances between 2014 actual results as at December 31, 2014 and the 2014 YTD budget. The overall Town wide consolidated deficit as at December 31, 2014 is $79,697 or 0.6% of the 2014 requirement from taxation, subject to verification by the Town’s auditor. Finance is aware of yearend adjustments pertaining to the OPP 2014 semi-annual July 1 to December 31 contract reconciliation and the amount pertaining to the urban County Road maintenance agreement that will be recorded as part of the year end process. In addition, the Director of Finance notes that these financial results do not reflect a significant vacation accrual in the approximate amount of $450,000 not yet booked in the statements of the Town. The first year of implementation of the Town’s vacation plan had been previously funded as the vacation costs were incurred rather than recognizing the liability in the year the vacation was earned. This matter is currently being discussed with the auditor and funding options are being explored. Further details, including the final amount and a funding plan, will be subsequently reported to Council. Questions or comments relative to the departmental 2014 Q4 revenues and expenditures should be referred to the other members of Senior Management for commentary. 31 20 1 4 - Q u a r t e r 4 20 1 4 O p e r a t i n g & C a p i t a l S t a t u s R e p o r t Y T D B u d g e t Re v e n u e Y T D B u d g e t Ex p e n d i t u r e s Y T D B u d g e t Ne t l e v y Y T D A c t u a l Re v e n u e Y T D A c t u a l Ex p e n d i t u r e s Y T D A c t u a l Ne t l e v y Y T D Re v e n u e Y T D Ex p e n d i t u r e s Y T D Ne t l e v y Ex p l a n a t i o n s Co u n c i l $ 3 0 , 0 0 0 $ 3 9 5 , 3 5 1 3 6 5 , 3 5 1 $ 3 4 , 9 1 2 $ 3 9 7 , 5 3 5 $ 3 6 2 , 6 2 3 $ ( 4 , 9 1 2 ) $ 2 , 1 8 4 $ ( 2 , 7 2 8 ) $ D u p l i c a t e p a y m e n t N Y E f i r e w o r k s : $ 3 , 6 0 0 ; F T la b o u r o v e r $ 6 , 7 0 0 ; S p e c i a l P r o j e c t s , P h y s i c i a n re c r u i t m e n t , u n d e r $ 1 0 , 8 0 0 ; N e t e l e c t i o n C o s t s un d e r $ 5 , 5 0 0 ; C a n a d a D a y F i r e w o r k s e v e n t o v e r $2 , 4 0 0 Cu s t o m e r S e r v i c e $ 2 6 7 , 7 1 1 $ 2 1 9 , 6 0 3 ( 4 8 , 1 0 8 ) $ 2 6 3 , 3 0 8 $ 2 2 2 , 0 3 5 $ ( 4 1 , 2 7 3 ) $ 4 , 4 0 3 $ 2 , 4 3 2 $ 6 , 8 3 5 $ N e t r e v e n u e u n d e r b u d g e t $ 4 , 4 0 0 ; N e t l a b o u r ov e r $ 3 2 , 1 0 0 - a l l o c a t i o n o f t i m e b e t w e e n de p a r t m e n t s ; W a t e r C u s t o m e r S e r v i c e g a i n $2 2 , 3 0 0 ; T r a i n i n g u n d e r $ 6 , 4 0 0 Pr o t e c t i o n $ 6 7 , 8 9 9 $ 2 7 1 , 4 1 9 2 0 3 , 5 2 0 $ 7 5 , 3 8 6 $ 2 6 8 , 4 4 7 $ 1 9 3 , 0 6 0 $ ( 7 , 4 8 7 ) $ ( 2 , 9 7 2 ) $ ( 1 0 , 4 6 0 ) $ N e t R e v e n u e o v e r b u d g e t $ 7 , 5 0 0 : m a i n l y a n i m a l lic e n s e s ; S u b c o n t r a c t o r E x p e n s e s o v e r b u d g e t $4 , 2 0 0 - A n i m a l C o n t r o l ; T r a i n i n g u n d e r b u d g e t $2 , 1 0 0 ; P a r k i n g E n f o r c e m e n t u n d e r b u d g e t $ 2 , 6 0 0 De v e l o p m e n t & C o m m u n i c a t i o n S e r v i c e s $ 2 0 9 , 8 5 3 $ 4 7 9 , 0 7 6 2 6 9 , 2 2 3 $ 2 0 9 , 7 3 9 $ 3 3 2 , 6 4 9 $ 1 2 2 , 9 1 1 $ 1 1 4 $ ( 1 4 6 , 4 2 7 ) $ ( 1 4 6 , 3 1 2 ) $ P e r m i t r e v e n u e $ 1 2 , 4 0 0 o v e r b u d g e t ; N e t l a b o u r un d e r b u d g e t $ 1 3 5 , 3 0 0 - V a c a n t D i r e c t o r p o s i t i o n ; Pe r m i t R e v e n u e / C I P r e f u n d s o f $ 4 , 9 0 0 : N e t Dis c o v e r T i l l s o n b u r g O v e r B u d g e t $ 2 , 5 0 0 ; T r a i n i n g un d e r b u d g e t $ 3 , 6 0 0 Ec o n o m i c D e v e l o p m e n t $ 5 1 , 1 2 6 $ 2 9 1 , 0 8 6 23 9 , 9 6 0 $ 47 , 8 8 8 $ 31 1 , 1 5 5 $ 26 3 , 2 6 6 $ 3, 2 3 8 $ 20 , 0 6 9 $ 23 , 3 0 6 $ N e t R e v e n u e u n d e r b u d g e t $ 3 , 2 0 0 - I n d u s t r i a l La n d R e n t a l ; M i s c E x p o v e r $ 1 8 , 7 0 0 - S e c o n d ye a r t a x a s s e s s m e n t p h a s e i n o n t o w n o w n e d f a r m la n d ; T r a i n i n g i s u n d e r b u d g e t $ 2 , 0 0 0 ; M e e t i n g Ex p e n s e o v e r $ 2 , 4 0 0 Fin a n c e $ 9 7 6 , 8 9 0 2 , 7 1 9 , 1 3 3 $ 1 , 7 4 2 , 2 4 3 $ 9 8 0 , 5 0 9 $ 2 , 6 1 8 , 8 3 6 $ 1 , 6 3 8 , 3 2 7 $ ( 3 , 6 1 9 ) $ ( 1 0 0 , 2 9 7 ) $ ( 1 0 3 , 9 1 6 ) $ N e t l a b o u r u n d e r b u d g e t $ 2 , 3 0 0 ; N e t B u i l d i n g Ma i n t e n a n c e o v e r b u d g e t $ 1 3 , 9 0 0 ; N e t I T c o s t s un d e r b u d g e t $ 7 6 , 3 0 0 ; N e t H R c o s t s u n d e r b u d g e t $2 1 , 7 0 0 ; N e t c a p i t a l p r o j e c t s u n d e r $ 1 1 , 6 0 0 Ta x a t i o n $ ( 1 2 , 8 3 9 , 0 3 6 ) $ - (1 2 , 8 3 9 , 0 3 6 ) $ (1 2 , 8 4 5 , 2 4 8 ) $ (1 2 , 8 3 9 , 0 3 6 ) $ - $ (6 , 2 1 2 ) $ N/A Po l i c e $ 6 7 8 , 8 7 0 $ 3 , 9 0 3 , 7 6 8 3 , 2 2 4 , 8 9 8 $ 7 1 5 , 7 2 1 $ 3 , 8 1 3 , 2 3 0 $ 3 , 0 9 7 , 5 0 9 $ ( 3 6 , 8 5 1 ) $ ( 9 0 , 5 3 8 ) $ ( 1 2 7 , 3 8 9 ) $ G r a n t R e v e n u e o v e r $ 7 8 4 3 : N e t B u i l d i n g Ma i n t e n a n c e i s u n d e r b u d g e t $ 9 , 4 0 0 ; N e t P o l i c e Se r v i c e s B o a r d i s u n d e r b u d g e t $ 3 , 7 0 0 ; N e t l a b o u r ov e r $ 6 , 6 0 0 ; N e t C a p i t a l c o s t s u n d e r $ 8 , 0 0 0 ; Su b c o n t r a c t o r E x p e n s e u n d e r $ 1 0 2 , 8 5 7 Fir e $ 2 4 1 , 2 9 6 $ 1 , 2 4 2 , 2 6 8 1 , 0 0 0 , 9 7 2 $ 2 6 7 , 2 2 4 $ 1 , 2 8 5 , 5 0 5 $ 1 , 0 1 8 , 2 8 1 $ ( 2 5 , 9 2 8 ) $ 4 3 , 2 3 7 $ 1 7 , 3 0 9 $ Ne t r e v e n u e o v e r $ 2 5 , 9 0 0 ; N e t l a b o u r o v e r b u d g e t $2 7 , 3 0 0 ; N e t B u i l d i n g M a i n t e n a n c e o v e r $ 1 6 , 8 0 0 ; Tr a i n i n g o v e r $ 1 3 , 4 0 0 ; I n s u r a n c e o v e r $ 4 , 6 0 0 ; Su p p r e s s i o n M i s c E x p o v e r $ 5 , 1 0 0 - R a d i o s , Eq u i p m e n t ; E q u i p m e n t M a i n t e n a n c e C o n t r a c t un d e r b u d g e t $ 1 4 , 7 0 0 - F i r e P r o , S y m p o s i u m ; N e t Ca p i t a l c o s t s u n d e r $ 6 , 9 0 0 Ai r p o r t $ 4 2 1 , 6 3 4 $ 5 1 8 , 0 6 5 9 6 , 4 3 1 $ 6 3 9 , 4 7 2 $ 7 4 9 , 2 2 8 $ 1 0 9 , 7 5 6 $ ( 2 1 7 , 8 3 8 ) $ 2 3 1 , 1 6 3 $ 1 3 , 3 2 5 $ N e t F u e l s a l e s p r o f i t o f $ 1 0 , 3 0 0 ; R e n t r e v e n u e un d e r b u d g e t $ 1 , 5 0 0 ; L a n d s c a p e r e v e n u e o v e r bu d g e t $ 1 3 , 9 0 0 ; N e t l a b o u r o v e r b u d g e t $ 7 , 1 0 0 ; Su b c o n t r a c t o r E x p e n s e o v e r b u d g e t $ 4 , 3 0 0 - Win t e r M a i n t e n a n c e ; S p e c i a l P r o j e c t s o v e r b u d g e t $1 8 , 2 0 0 : L o n g P o i n t R e g i o n - F u n d s f o r W e t l a n d s ; an d S t e p R e p a i r s ; H L W o v e r $ 5 , 7 0 0 Ce m e t e r y $ 2 3 2 , 8 7 4 $ 3 1 5 , 8 9 3 8 3 , 0 1 9 $ 1 8 0 , 0 3 7 $ 3 1 5 , 3 1 1 $ 1 3 5 , 2 7 4 $ 5 2 , 8 3 7 $ ( 5 8 2 ) $ 5 2 , 2 5 5 $ N e t R e v e n u e u n d e r b u d g e t $ 3 3 , 9 0 0 ; N e t l a b o u r ov e r b u d g e t $ 4 , 3 0 0 ; S u p p l i e s o v e r b u d g e t $1 0 , 3 0 0 ; A l l o t h e r n e t e x p e n s e s o v e r b u d g e t $3 , 7 0 0 Mu s e u m $ 1 0 0 , 4 0 8 2 9 7 , 6 3 1 $ 1 9 7 , 2 2 3 $ 9 3 , 8 9 8 $ 3 0 7 , 7 5 1 $ 2 1 3 , 8 5 3 $ 6 , 5 1 0 $ 1 0 , 1 2 0 $ 1 6 , 6 3 0 $ N e t R e v e n u e u n d e r b u d g e t $ 6 , 5 0 0 ; N e t l a b o u r ov e r b u d g e t $ 1 4 , 8 0 0 ; N e t B u i l d i n g E x p e n s e s un d e r b u d g e t $ 4 , 0 0 0 ; Pa r k s & R e c r e a t i o n $ 1 , 5 5 9 , 7 4 4 4 , 5 4 0 , 8 6 9 $ 2 , 9 8 1 , 1 2 5 $ 1 , 4 3 5 , 2 7 7 $ 4 , 4 5 0 , 5 6 3 $ 3 , 0 1 5 , 2 8 7 $ 1 2 4 , 4 6 7 $ ( 9 0 , 3 0 6 ) $ 3 4 , 1 6 2 $ N e t r e v e n u e u n d e r $ 1 2 3 , 9 0 0 - P r o g r a m s ; N e t la b o u r u n d e r $ 1 4 1 , 3 0 0 - V a c a n t p o s i t i o n s ; N e t Su p p l i e s u n d e r $ 1 8 , 8 0 0 ; B u i l d i n g R e p a i r s a n d Ma i n t . u n d e r $ 6 , 3 0 0 ; E q u i p m e n t S u p p l y a n d Re p a i r u n d e r $ 6 , 5 0 0 ; S u b c o n t r a c t o r E x p o v e r $5 4 , 5 0 0 - C l e a n i n g ; M i s c e l l a n e o u s E x p o v e r $2 0 , 2 0 0 ; N e t c a p i t a l p r o j e c t s o v e r $ 6 , 0 0 0 EF C $ 7 4 , 9 7 6 $ 4 3 , 2 5 6 (3 1 , 7 2 0 ) $ 71 , 9 3 7 $ 42 , 9 2 8 $ (2 9 , 0 1 0 ) $ 3, 0 3 9 $ (3 2 8 ) $ 2,7 1 0 $ Ne t B u i l d i n g M a i n t e n a n c e o v e r b u d g e t $ 3 , 3 0 0 Ro a d s $ 3 4 4 , 8 5 4 2 , 7 5 7 , 3 7 1 $ 2 , 4 1 2 , 5 1 7 $ 3 4 7 , 8 8 9 $ 2 , 8 4 7 , 0 1 9 $ 2 , 4 9 9 , 1 3 0 $ ( 3 , 0 3 5 ) $ 8 9 , 6 4 8 $ 8 6 , 6 1 3 $ N e t l a b o u r o v e r $ 1 1 9 , 6 0 0 - F T O T a n d P a r t T i m e ; Su b c o n t r a c t o r E x p u n d e r $ 5 2 , 6 0 0 ; S u p p l i e s o v e r $2 9 , 7 0 0 - w i n t e r m a i n t e n a n c e ; M a t e r i a l / I n v e n t o r y ov e r $ 6 , 0 0 0 ; F l e e t C h a r g e s o v e r $ 1 1 , 4 0 0 - S t r e e t lig h t s ; S t r e e t l i g h t s C a p i t a l s u r p l u s o f $ 2 9 , 5 0 0 Pa r k i n g $ 1 3 9 , 4 5 8 $ 1 3 9 , 4 5 7 - $ 1 4 1 , 6 8 3 $ 1 4 1 , 6 8 3 $ - $ ( 2 , 2 2 5 ) $ 2 , 2 2 6 $ - $ N e t o p e r a t i n g s u r p l u s o f $ 2 3 , 7 0 0 w h i c h w a s co n t r i b u t e d t o R e s e r v e s f o r f u t u r e c a p i t a l r e p a i r s So l i d W a s t e $ 2 5 0 , 7 3 3 $ 4 0 2 , 9 2 5 1 5 2 , 1 9 2 $ 2 7 1 , 1 6 4 $ 4 4 0 , 5 4 1 $ 1 6 9 , 3 7 7 $ ( 2 0 , 4 3 1 ) $ 3 7 , 6 1 6 $ 1 7 , 1 8 5 $ N e t l a b o u r o v e r $ 1 2 , 3 0 0 ; N e t B a g T a g s o v e r $9 , 1 0 0 ; C a p i t a l c o s t s u n d e r $ 3 , 7 0 0 Bu i l d i n g $ 2 1 6 , 0 0 0 $ 3 3 0 , 1 9 9 1 1 4 , 1 9 9 $ 4 1 0 , 1 8 9 $ 5 2 4 , 3 8 8 $ 1 1 4 , 1 9 9 $ ( 1 9 4 , 1 8 9 ) $ 1 9 4 , 1 8 9 $ - $ N e t o p e r a t i n g s u r p l u s o f $ 1 8 5 , 5 0 0 w h i c h w a s co n t r i b u t e d t o R e s e r v e s f o r f u t u r e B u i l d i n g Ex p e n d i t u r e s Op e r a t i o n s A d m i n $ - $ 1 0 3 , 3 8 0 1 0 3 , 3 8 0 $ 6 9 0 $ 4 5 , 5 6 4 $ 4 4 , 8 7 4 $ ( 6 9 0 ) $ ( 5 7 , 8 1 7 ) $ ( 5 8 , 5 0 7 ) $ N e t l a b o u r u n d e r $ 6 0 , 4 0 0 - V a c a n t D i r e c t o r ; A l l ot h e r n e t e x p e n s e o v e r $ 1 , 9 0 0 En g i n e e r i n g $ 7 3 , 7 3 1 $ 2 5 3 , 5 6 6 1 7 9 , 8 3 5 $ 9 0 , 1 0 1 $ 2 4 3 , 3 3 6 $ 1 5 3 , 2 3 4 $ ( 1 6 , 3 7 0 ) $ ( 1 0 , 2 3 0 ) $ ( 2 6 , 6 0 1 ) $ N e t r e v e n u e o v e r $ 1 6 , 4 0 0 ; N e t l a b o u r o v e r $1 6 , 2 0 0 0 - A c t i n g D i r e c t o r o f O p e r a t i o n s ; A l l o t h e r ne t e x p e n s e u n d e r $ 7 , 2 0 0 ; S p e c i a l p r o j e c t s u n d e r $1 9 , 2 0 0 - T r a f f i c S t u d y ; En t e r p r i s e S e r v i c e s $ 1 7 8 , 4 8 0 $ 5 7 , 4 6 8 ( 1 2 1 , 0 1 2 ) $ 2 0 9 , 0 5 0 $ 9 7 , 0 8 4 $ ( 1 1 1 , 9 6 6 ) $ ( 3 0 , 5 7 0 ) $ 3 9 , 6 1 6 $ 9 , 0 4 6 $ N e t R e v e n u e o v e r $ 3 0 , 6 0 0 ; N e t L a b o u r o v e r $1 8 , 8 0 0 ; S u b c o n E x p e n s e o v e r $ 1 4 , 7 0 0 ; A l l o t h e r Ne t E x p e n d i t u r e s o v e r $ 6 , 1 0 0 Fle e t $ 1 , 1 4 2 , 6 4 6 9 5 6 , 4 3 5 $ ( 1 8 6 , 2 1 1 ) $ 1 , 0 8 6 , 2 5 0 $ 1 , 1 8 2 , 4 8 5 $ 9 6 , 2 3 5 $ 5 6 , 3 9 6 $ 2 2 6 , 0 5 0 $ 2 8 2 , 4 4 6 $ N e t l a b o u r o v e r $ 6 7 , 8 0 0 - O T ; N e t r e v e n u e u n d e r $5 6 , 0 0 0 - p r i m a r i l y e x t e r n a l p a r t i e s ( H y d r o ) ; F u e l & O i l o v e r $ 1 1 , 2 0 0 ; E q u i p m e n t S u p p l i e s & R e p a i r s ov e r $ 1 2 9 , 0 0 0 ; S u p p l i e s o v e r $ 6 , 6 0 0 ; A l l o t h e r ne t e x p e n s e s o v e r $ 6 , 2 0 0 ; F l e e t B a y R e p a i r s o v e r $4 , 3 0 0 Ta x a t i o n r e q u i r e m e n t : D e f i c i t / ( S u r p l u s ) (5 , 5 7 9 , 8 5 3 ) $ 20 , 2 3 8 , 2 1 9 $ 1 $ 7, 5 7 2 , 3 2 5 $ 20 , 6 3 7 , 2 7 1 $ 79 , 6 9 8 $ (1 3 , 1 5 2 , 1 7 8 ) $ 39 9 , 0 5 2 $ 79 , 6 9 7 $ Ac t u a l Va r i a n c e (S u r p l u s ) / D e f i c i t Bu d g e t C: \ U s e r s \ D E D D I N ~ 1 \ A p p D a t a \ L o c a l \ T e m p \ 2 0 1 4 2 / 1 7 / 1 5 32 Pa y m e n t s re l a t i n g to el e c t i o n sy s t e m ov e r $1 , 2 0 0 ; FT la b o u r ov e r $6 , 5 0 0 ; Me e t i n g ov e r 0 Su b c o n E xp e n s e is u n d e r $1 9 , 4 0 0 : A n i m a l co n t r o l co n t r a c t ; 0 Re v e n u e o v e r $ 6 , 3 0 0 ; M i s c e l l a n e o u s E x p u n d e r $ 2 , 2 0 0 ; H L W o v e r $ 2 , 2 5 0 ; N e t l a b o u r o v e r $ 1 , 6 5 0 ; I n s u r a n c e u n d e r $ 1 , 0 0 0 -5 6 0 0 $5 2 , 2 5 5 $8 6 , 6 1 3 $2 8 2 , 4 4 6 $1 0 0 , 0 0 0 $1 5 0 , 0 0 0 $2 0 0 , 0 0 0 $2 5 0 , 0 0 0 $3 0 0 , 0 0 0 $3 5 0 , 0 0 0 $ ( S u r p l u s ) o r D e f i c i t 20 1 4 Q 4 E s t i m a t e d Y e a r E n d Ne t L e v y V a r i a n c e s Council Customer Service Protection Development & Communication Services Economic Development Finance Taxation Police Fire Airport Cemetery #REF!Museum Parks & Recreation $( 2 , 7 2 8 ) $6 , 8 3 5 $( 1 0 , 4 6 0 ) $( 1 4 6 , 3 1 2 ) $2 3 , 3 0 6 $( 1 0 3 , 9 1 6 ) $( 6 , 2 1 2 ) $( 1 2 7 , 3 8 9 ) $1 7 , 3 0 9 $1 3 , 3 2 5 $5 2 , 2 5 5 1 $1 6 , 6 3 0 $3 4 , 1 6 2 $2 , 7 1 0 $- $1 7 , 1 8 5 $- $( 5 8 , 5 0 7 ) $(2 6 , 6 0 1 ) $9 , 0 4 6 $( 2 0 0 , 0 0 0 ) $( 1 5 0 , 0 0 0 ) $( 1 0 0 , 0 0 0 ) $( 5 0 , 0 0 0 ) $- $5 0 , 0 0 0 EFC Roads Parking Solid Waste Building Operations Admin Engineering Enterprise Services Fleet Es t i m a t e d Y e a r E n d N e t D e f i c i t $7 9 , 6 9 8 C: \ U s e r s \ D E D D I N ~ 1 \ A p p D a t a \ L o c a l \ T e m p \ 2 0 1 4 2 / 1 7 / 1 5 33 STAFF REPORT FINANCE Title: 2014 FOURTH FINANCE DEPARTMENT RESULTS Report No.: FIN 15-10 Author: DARRELL EDDINGTON Meeting Type: COUNCIL MEETING Council/Committee Date: FEBRUARY 26, 2015 Attachments: RECOMMENDATION THAT Council receives report FIN 15-10 2014 Fourth Quarter Finance Department results as information. EXECUTIVE SUMMARY To provide Council with the actual January 1, 2014 to December 31, 2014 Finance Department financial results. SUMMARY OF OPERATIONAL RESULTS 2014 Business Objectives Objective Target Date Status Development Charges By-Law Update – Joint Project with County Q1-Q2 2014 Complete in Q2. Amendment completed in Q3. Centralize Purchasing Q1 2014 – 6 month pilot Pilot complete. Purchasing for items > $1,000 was centralized at the beginning of 2014. Customer Satisfaction Surveys Q1-Q4 2014 Ongoing. Northstar CIS – Upgrade to version 6.4 Q3 2014 Deferred to 2015 (THI expense). Northstar Reports Training Q3 2014 Delayed to 2015. 34 Objective Target Date Status Animal license software implementation Q2 2014 Delayed to 2015. Investigate removing Class software from CSC Q4 2014 New information from Class indicates that CSC does not have to remove Class immediately. Staff will continue to explore as time permits. Investigate Town wide performance metrics Q4 2014 Ongoing. IT Strategic Plan Implementation Q4 2014 Ongoing. IT Hardware and Software Acquisitions Q4 2014 Ongoing. Insurance RFP Q3 2014 Complete. Auditor RFP Q1 2014 Complete. Full and Part Time Grid Steps; Year Five Q1-Q4 Complete. 1.5% Cost of Living Increase Q1-Q4 Complete. Firefighter Contract Negotiations (2015-2017) Q3 Firefighter negotiating committee has been established. Management/Supervisor Training Q2-Q3 Deferred to 2015. HR Metrics Reporting Q1-Q4 Ongoing. Key Indicators 12/31/2014 12/31/2013 Tax Receivables $1,182,273 $1,080,061 Accounts Receivable $472,042* $434,504 * $136,751 outstanding from three airport land tenants. GOALS FOR Q1 2015 • 2015 Business Plan and Budgets completed. • Domino Doc documents to be extracted and saved in Laserfiche. • Yearend processes and audit. • Continued implementation of the IT Strategic Plan. 35 FINANCIAL IMPACT/FUNDING SOURCE Overall the 2014 Finance Department variance summary is as follows: 2014 Budget vs. Actual Variance Summary Department (under)/over Finance $(103,916) Taxation $(6,212) Customer Service $6,835 Police $(127,389) Total variances $(230,682) 36 STAFF REPORT FIRE & RESCUE SERVICES Title: FOURTH QUARTER 2014 DEPARTMENT RESULTS Report No.: FRS 15-03 Author: JEFF SMITH Meeting Type: COUNCIL MEETING Council/Committee Date: FEBRUARY 26, 2015 Attachments: NIL RECOMMENDATION THAT Council receives report FRS 15-04 Fourth Quarter Fire & Rescue Services Results as information. EXECUTIVE SUMMARY To provide Council with the January 1 to December 31, 2014 Fire & Rescue Services performance results. SUMMARY OF OPERATIONAL RESULTS 2014 Business Objectives Objective Target Date Status Ice & Water Rescue Equipment Q2 Complete Traffic Signal Priority Control System Q3 Carried to 2015 Annual Replacement of Firefighter Personal Protective Equipment Q2 Complete Hose, nozzles & appliances Q1 Complete MSA SCBA lease (year 9 of 10) Q2 Complete Initiate Strategic Planning Process Ongoing In progress Implement department specific Succession Management Plan Q2 In progress C:\Users\Jbunn\Appdata\Local\Temp\Agendamanager\FRS 15-03 .Docx1 CAO 37 Key Indicators 24 Firefighters on average attended training exercises with an average participation rate of 80%. The Average firefighter, year to date, has attended 59% of Platoon calls and 58% of All Calls. 2014 Alarm Data (Year to Date) OFM Response Type Total Incidents Total Staff Hours Property Fires/Explosions 22 327 Overpressure Rupture/Explosion (No Fire) 1 18 Pre Fire Conditions/ No Fire 23 113 False Fire Calls 123 590 Carbon Monoxide False Calls 33 269 Public Hazard 30 235 Rescue 39 183 Medical/Resuscitator Call 6 16 Other Response 18 123 • Estimated structure fire loss during Q4 was $5,500 at 1 building fire incident. Apparatus Utilization Apparatus 2014 4th Quarter 2014 Year to Date 2013 4th Quarter 2013 Year End Car 1 28 124 38 114 Car 2 33 139 42 71 Pumper 1 23 90 32 109 Pumper 2 57 214 57 195 Rescue 3 21 75 14 66 Ladder 4 40 155 44 115 C:\Users\Jbunn\Appdata\Local\Temp\Agendamanager\FRS 15-03 .Docx2 CAO 38 Public Education Types 2014 4th Quarter 2014 Year to Date 2013 4th Quarter 2013 Year End Station Tours 5 16 2 7 Presentations 8 15 8 11 Newspaper/Media 6 20 4 2 Charity Event 2 8 0 1 Fire Communication Report Fire Communications Dispatched Incidents (all customers, including Tillsonburg) 2014 4th Quarter 2014 Year to Date 2013 4th Quarter 2013 Year End 497 1,950 383 1,781 Non-Emergency Calls (Customer Service, Burn Activation Lines etc.) (all customers, including Tillsonburg) 2014 4th Quarter 2014 Year to Date 2013 4th Quarter 2013 Year End 4,285 14,228 5,895 16,613 FINANCIAL IMPACT/FUNDING SOURCE Fire & Rescue Service finished the year $17,309 over budget. Net revenue was $25,900 more than budgeted; net labour was $27,300 over budget; Building Maintenance was $16,800 over budget; Training was $13,400 over budget; Insurance over budget $4,600, Suppression Miscellaneous Expenses $5,100 over budget; Equipment Maintenance Contracts under budget $14,700 and net Capital costs $6,900 under budget. 2014 Q4 Summary Department (under)/over Fire & Rescue Services $17,309 Total variances (Q4) $17,309 C:\Users\Jbunn\Appdata\Local\Temp\Agendamanager\FRS 15-03 .Docx3 CAO 39 C:\Users\Jbunn\Appdata\Local\Temp\Agendamanager\FRS 15-03 .Docx4 CAO 40 STAFF REPORT DEVELOPMENT & COMMUNICATION SERVICES Title: Building, Planning, By-Law Services 2014 Annual Report Report No.: DCS 15-14 Author: GENO VANHAELEWYN – Chief Building Official Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 26, 2015 Attachments: - RECOMMENDATION RESOLVED THAT Council receive Report DCS 15-14; Building, Planning, By-Law Services 2014 Annual Report. EXECUTIVE SUMMARY 2014 Building Permit Activity Total Permits Issued 369 Total Construction Value $38,932,498 Total Permit Revenue $ 404,649 2014 - Permit Class Comparison Single Dwellings Other Residential Institutional Commercial Industrial Permits Issued 67 183 18 92 19 Estimated Value 11,690,744 3,746,308 17,579,092 3,246,669 2,669,685 1 CAO 41 2014 - Value of Construction Comparison CLASS 2014 2013 2012 2011 2010 2009 Single Dwellings 11,690,744 10,162,224 8,910,390 7,122,237 8,463,514 8,814,074 Other Residential 3,746,308 2,470,956 1,476,617 6,713,598 1,474,086 11,453,284 Institutional 17,579,092 917,675 235,550 117,867 452,850 1,581,000 Commercial 3,246,669 2,430,382 7,855,600 1,248,735 1,127,140 3,819,100 Industrial 2,669,685 3,412,100 504,300 2,764,640 938,099 354,400 Total Value of Construction 38,932,498 19,442,337 18,982,457 17,967,077 12,455,689 26,021,858 2014 - Residential Construction Comparison YEAR TOTAL RESIDENTIAL PERMITS ISSUED SINGLE (DETACHED) DWELLINGS APARTMENT UNITS CONDOMINIUM UNITS TOTAL RESIDENTIAL CONSTRUCTION VALUE OVERALL CONSTRUCTION VALUES 2014 240 64 36 0 16,432,935 38,932,498 2013 200 67 1 0 12,643,180 19,442,337 2012 203 54 0 0 10,387,007 18,982,457 2011 249 42 68 - 13,781,335 17,921,577 2010 236 58 - - 8,463,514 12,455,689 2009 175 42 30 - 20,267,358 26,021,858 2008 228 41 - 10 8,924,882 13,407,055 2007 299 98 13 - 16,471,262 22,770,077 2006 252 73 2 - 11,822,167 19,723,767 2005 205 80 8 44 18,097,035 26,905,724 2004 207 99 - 11 13,922,583 25,162,143 2003 226 91 7 - 11,034,795 28,168,745 2002 188 76 - 8 9,168,462 17,716,228 2001 129 44 - - 5,000,000 8,695,818 2000 124 67 - - 6,500,000 14,585,763 1999 195 112 1 1 11,374,690 17,683,514 1998 206 113 - - 10,851,210 20,680,949 1997 179 123 - 11 11,288,647 18,370,795 1996 142 108 4 - 8,952,204 11,734,730 1995 133 70 4 5 6,735,200 20,433,892 1994 137 98 2 - N/A 13,448,881 1993 205 152 3 - N/A N/A 1992 155 87 11 - N/A N/A 1991 107 65 6 - N/A N/A 1990 157 74 9 - N/A N/A 2 CAO 42 2014 – MAJOR CONSTRUCTION PROJECTS • 60 Tillson Ave – TVDSB Annandale Public School – renovation 75 Hale St. • 10 South Ridge – TVDSB South Ridge Public School – 23,000 sq.ft addition • 102 Dereham – TVDSB New Public School - 57,242 sq.ft public school • Hale Street Apartments - Upgrade Fire Safety Systems • 73 Bidwell – Maple Manor – Revise/Extend Sprinkler System • 37 Tillson St. – PK Construction – 12,000 sq.ft addition • 164 Broadway – Town Centre Mall – Bulk Barn renovations • 31 Frances - St. Joseph’s Catholic School – Renovations for after school program & boiler system • 1 Clearview – Siemens – multiple interior alterations/renovations • Harvest Retirement Community – Phase 2 – 36 Unit Addition • 81 Lincoln – Hoover Enterprises – 4,600 sq.ft addition • 102 Broadway – Boston Pizza – interior renovation • 21 Clearview – Fleetwood Metal – addition & new press foundation 2014 – Building & By-Law Activity Output Measures– Quantity 2010 Actual 2011 Actual 2012 Actual 2013 Actual 2014 Actual Building Permits Issued 318 319 301 315 386 Building Inspections Completed 1,247 1,201 1,173 1,152 1,408 Parking Tickets Issued 840 904 753 873 478 Animal Tags Issued Cats 788 755 772 874 978 Dogs 1,637 1,615 1,671 1,963 2082 Enforcement – Complaints and Occurrences Parking, Noise, Taxi 115 151 107 119 131 Property Stds, Zoning, Clean Yard, Sign, Fence, etc. 214 193 204 186 211 Animal Control 320 403 436 384 406 3 CAO 43 2014 – Planning Activity Output Measures/Activity 2013 Actual 2014 Actual Minor Variance Applications 6 11 Zone Change Application 8 12 Site Plan Formal Consultations 15 8 Site Plan Approvals 4 10 Site Plan Applications (in progress) 5 2 Subdivision Agreements 0 2 Subdivision Amendment Agreements 2 (in progress) 0 It is projected that 2015 building and planning activities will stabilize across all sectors with an anticipated reduction in the institutional sector due to the multiple 2014 elementary school projects. By-Law Service activity for 2015 is anticipated to be consistent based on statistics from previous years. FINANCIAL IMPACT/FUNDING SOURCE Completed work was funded through 2014 budget allotments with Building Services resulting in a net operating surplus of $185,500 which was contributed to reserves for future Building Services expenditures and By-Law Services under budget by $10,460. Building Service revenues increased in 2014 which is a direct result of the increase in estimated construction values. By-Law Service revenues increased in 2014 which is in line with the increased number of animal licenses issued. APPROVALS Author Name/Signature GENO VANHAELEWYN DATE: FEB 17/15 Acting Director Name/Signature DAVID CALDER DATE: FEB 17/15 Finance Name/Signature DARRELL EDDINGTON DATE: FEB 17/15 4 CAO 44 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: ECONOMIC DEVELOPMENT FOURTH QUARTER REPORT Report No.: DCS 15-12 Author: CEPHAS PANSCHOW Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 26, 2015 Attachments: RECOMMENDATION: “THAT Council receive Report DCS 15-12 Economic Development Fourth Quarter Report for information purposes.” EXECUTIVE SUMMARY Economic Development Activity 2013 2014 (TARGET) 2014 (ACTUAL) 2014 versus 2013 2015 (TARGET) Lead Files Opened 66 80 67 +2% 80 Lead Files Closed 49 100 80 +63% 100 Corporate Visits 22 24 25 +14% 24 Client Visits 19 20 18 -5% 20 New Businesses Opened 12 10 18 +50% 10 Businesses Closed 9 N/A 6 -33% N/A Website Activity (Main Business Page) 3,297 3,297 2,923 -11% 3,500 Website Activity (Business Directory) 5,931 5,931 5,716 -4% 6,500 45 In general, the majority of Economic Development metrics were at or above 2013 actuals with notable increases in lead files closed (file management), corporate visits, new businesses opened and decreases in businesses that closed. Website activity was down overall and work will be required in 2015 in order to increase its effectiveness. In terms of wins for the community, 2014 experienced a number of significant investments in the industrial, commercial and residential sectors as detailed below. 253 Broadway Led public request for expressions of interest process that led to conditional offer on property for multi-million mixed use investment New Businesses Boston Pizza Bulk Barn Casi Di Luca Chasers Bar & Grill Cherished Pieces CRE Insurance Gigi's Bistro & Café, IDA Pharmacy Kelly Taylor Edmonds, Family Law Lawyer Next Realty Inc Onward Thrift Store Park Right Driving Academy Respiratory Homecare Solutions Shear Hair/ BAD Hair Triton Innovations Tillsonburg Little School Daycare Touch of Western Wareing Cremation Services Inc Closed Businesses Casi Di Luca Harry's Surf & Skate KKP Printing Margo's Haircutters, My Top Drawer Nikos Thirsty Golfer 178B North St Sale of property for new single family dwelling Hangar 3,072 Square Foot hangar In addition to this, a number of manufacturers have continued to invest in new technology and equipment for their businesses and have been provided with additional information Page 2 / 4 CAO 46 regarding government support programs that could possible assist them in their growth plans. Responsibility for surplus land sales was also shifted to Economic Development with various investment proposals being worked on including significant investment interest in the former Parks & Rec facility at 8 Hardy Ave. Airport Activity 2013 2014 (TARGET) 2014 (ACTUAL) 2014 versus 2013 Lead Files Opened (Hangar Inquiries) 9 7 7 -22% Fuel Sales (Litres) 143,956 134,400 227,058* +58% Fuel Sales Profit $33,913 $40,180 $50,509 +49% Movements 12,658 N/A 13,355 +6% *Includes sales for Snowbirds and Airshow performances Despite adverse weather conditions for the entire year, 2014 will go down as a record year for fuel sales! Not only were fuel sales 58% higher than in 2013, they were also 41% higher than the previous record set in 2012, which was also an airshow year. Profitability also increased 49% year over year. The airport’s major tenants; namely, the Canadian Harvard Aircraft Association and the Tillsonburg Flying School, both increased their purchases. As shown in the below graph, the last five years have seen a significant upward trend in fuel sales. This is also reflected in the increased profit being generated from these sales. CONSULTATION/COMMUNICATION Page 3 / 4 CAO 47 Not Applicable. FINANCIAL IMPACT/FUNDING SOURCE The Economic Development variances for 2014, including Airport and Discover Tillsonburg, are as follows: Department Variance Explanation Economic Development $23,306 Most significant item is un-budgeted tax assessment phase in on town owned farm land Airport *$13,325 Q2 projected deficit of $19K mitigated somewhat over remaining two quarters Development & Communications Budget (including Discover Tillsonburg budget) ($146,312) Page 4 / 4 CAO 48 STAFF REPORT OPERATIONS SERVICES Report Title: 2014 Fourth Quarter Operation Services Report Report No.: OPS 15-04 Author: Kevin De Leebeeck, P.Eng., Director of Operations Meeting Type: REGULAR COUNCIL Council Date: FEBRUARY 26, 2015 Attachments: NONE RECOMMENDATION: THAT Council receive Report OPS 15-04, 2014 Fourth Quarter Operations Services as information. SUMMARY To provide Council with the January 1, 2014 to December 31, 2014 Operations Services financial results. Table 1: 2014 Business Objectives Objective Target Status Thistle Court – Surface Asphalt Delayed to 2015 with Stage 2 of Ridge Boulevard surface asphalt. Ridge Boulevard Phase 2 Q4 Completed (less surface asphalt) Glendale Drive Area Reconstruction Q3 Completed (less surface asphalt) Annual Asphalt and Concrete Programs Q4 Completed North Street Sidewalk Q4 Completed Tar & Chip Transfer Station Q3 Completed Sidewalk Machine Replacement (Unit 99) Q4 Delivered Q1 2015 Material Handler Replacement (Unit 66) Q4 Chassis completed Q1 2015 Delivery expected Q3 2015 49 Key indicators measure growth in terms of infrastructure i.e. Roads, Sewers, Watermain, Sidewalk, Boulevards, etc. and the associated level of maintenance service. No additional resources have been allocated to meet the increased growth. The ability for the Town to mitigate the associated incremental costs to maintain additional infrastructure without additional resources is approaching its limits. Key Indicators 2014 2013 2012 2011 2010 Roads (Lane km) 226.1 225.5 224.5 220.1 213.7 Sidewalks (km) 87.7 87.3 86.3 83.1 79.6 GOALS FOR NEXT QUARTER • Revise Construction Contract documentation to current industry standards & practices • Complete road reconstruction design drawings and issue tenders • Develop specifications for fleet replacements and issue tenders • Revise Subdivision Agreement to mitigate future construction & financial issues • Restructure Encroachment Permit process to reduce exposure to risk • Prepare Engineering RFP’s for bridge inspections, traffic count study, and road condition assessments. • Continue winter maintenance operations of roadways, sidewalks and parking lots. COMMUNITY STRATEGIC PLAN IMPACT Not Applicable. FINANCIAL IMPACT/FUNDING SOURCE The 2014 Q4 Operations Services overall variance is summarized in Table 2. Table 2: Fourth Quarter Budget vs. Actual Variance Summary Department Over / (Under) Roads 86,613* Parking 1 Solid Waste 17,185 Operations Administration (58,507) Engineering (26,601) Enterprise Services 9,046 Fleet 282,446 Total Variances 310,184 * Preliminary (Outstanding County data required to finalize) Page 2 / 2 50 STAFF REPORT RECREATION, CULTURE & PARKS Title: 2014 Q4 And Year End Results Report No.: RCP 15-09 Author: RICK COX Meeting Type: COUNCIL MEETING Council/Committee Date: FEBRUARY 26, 2015 Attachments: RECOMMENDATION THAT Council receives Report RCP 15-09 - 2014 Q4 and Year End Results for information. EXECUTIVE SUMMARY This report provides Council with the January 1, 2014 to December 31, 2014 RCP Department operational and financial results. SUMMARY OF OPERATIONAL RESULTS 2014 Business Objectives Objective Target Date Status Strategic Master Plan implementation: Program inventory and gap analysis (1-2) Memorial Park concept design process (6-15) Annandale Ball Diamond upgrades (3-18, 3-19) Health Club Business Plan (3-10) Q1 – Q4 Complete Complete Deferred to 2015 In progress Continue implementation of Marketing Strategy, especially with social media (1-14, 1-17) and with tournament teams and hosts (1-16) Q1 – Q4 Continuing in 2015 Revisit & strengthen partnership agreements (2-9) and joint use agreements (2-10) Q1 – Q2 Continuing in 2015 Implement Safe Cycling Committee and develop a Cycling Master Plan. Q1 – Q4 Deferred to 2015 Take lead role in overseeing special event process for the Town. Q1 Complete RCP 15-09 - 2014 Q4 and Year End Results 1/3 51 Undertake a revitalization plan for the Tillsonburg Cemetery and Pioneer Cemetery (6-16) 2014 focus: Scattering gardens & landscape plan Q1 – Q2 Complete Work with Oxford County museums and other partners to organize a County wide 5 year initiative to commemorate the 100th Anniversary of WW1 through hosting 100 events throughout the County between 2014 and 2018. (4-6) Q1 – Q4 Continuing in 2015 Work with community to prepare 190th anniversary celebrations of the founding of Tillsonburg in 2015. Q1 – Q4 Continuing in 2015 Create a strategy to increase usage of all areas of the TCC, especially meeting room and hall space. Q2 Complete Update Tillsonburg Trails Master Plan Q2 - Q3 Deferred to 2015 Partner with Trans Canada Trail to initiate using the CASO rail line to connect Tillsonburg trails to Elgin and Oxford County (6-4. 6-5) Q2-Q4 Continuing in 2015 Continue Lake Lisgar revitalization projects (6-14) Q2-Q3 Complete Demolish grandstand at Memorial Fairgrounds (6-15) Q2 Complete. Complete Town-wide Asset Management (Facilities) and Energy Management Plans Q2 Energy Management Plan complete. Facility Asset Management Plan deferred to 2015 Increase awareness, attendance and potentially revenue by hosting a series of special evening gatherings on the lawn and a series of special events and exhibits to celebrate the 25th Anniversary of the museum’s move to Annandale NHS (4-6) Q2-Q3 Complete Lead the consortium of groups implementing the Cultural Improvement Alliance project. (2-12, 4-7) Q2-Q4 Continuing in 2015 Initiate discussions with the Oxford County Library System about a strategic relationship with the Tillsonburg Branch. Q2 Deferred to 2015 RCP 15-09 - 2014 Q4 and Year End Results 2/3 52 Key Indicators Q1-Q4 2014 Q1-Q4 2013 % CHANGE Museum: attendance 11,767 10,363 14% Programs: Rink bookings (ice) 4,034 3,992 1% Programs: Rink bookings (floor) 185 186 -0% Programs: Health Club attendance 24,433 21,178 15% Programs: Memberships 1,572 1,135 39% Programs: Aquatic registrations 3,608 2,650 36% Programs: Advanced/Leadership 165 202 -18% Programs: Adult registrations 302 342 -12% Programs: Youth registrations 2,642 1,857 42% Programs: Waterpark attendance 20,737 22,383 -7% Programs: Tournaments 20 20 0% Programs: Room rentals 499 497 0% Programs: Advertising revenue $ 40,141 $ 30,862 30% Cemetery: Niche & Plot sales 50 64 -22% Cemetery: Interments 128 144 -11% FINANCIAL IMPACT The 2014 Year End RCP Department variance summary is as follows: Division Budget Actual Variance (under)/over Cemetery $83,019 $135,274 $52,255 Museum $197,223 $213,853 $16,630 Parks, Facilities & Programs $2,981,125 $3,015,287 $34,162 EFC ($31,720) ($29,010) $2,710 Totals $3,229,647 $3,335,630 $105,983 Operational revenue shortfalls continue to be an issue department-wide. Cemetery revenue was well below that of an average year, and $34,000 below budget. Program revenue from facility rentals, memberships, admissions and programs was $117,000 below budget. Despite conservation activity, utility costs were in line with budget due to increased unit costs. Savings from vacant full-time positions has been used to partially offset the revenue shortfalls, but this tool will not be available in 2015. In August 2014, Council agreed that reserves would fund the net year-end costs for changes to the RCP management team. This $40,000 cost is reflected in the Parks, Facilities & Programs variance, but has not been off-set with a draw on reserves at the Departmental level. At the end of Q3, the Departments’ projected variance excluding the pre-approved use of reserves was $55,000. The Department ends the year with a deficit of 2.0% or $65,983. COMMUNITY STRATEGIC PLAN (CSP) IMPACT None at this time. RCP 15-09 - 2014 Q4 and Year End Results 3/3 53 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: LEASE OF AIRPORT OFFICE SPACE - ACCESSIBILITY Report No.: DCS 15-13 Author: ANNETTE MURRAY Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 26, 2015 Attachments: LETTER OF OPINION – GRAY & FICK LTD 2013 AIRPORT ACCESSIBILITY REVIEW RECOMMENDATION: “THAT Council receive Report DCS 15-13 Lease of Airport Office Space – Accessibility for information purposes.” EXECUTIVE SUMMARY The purpose of this report is to provide Council with information on any requirements to improve access to the Airport Terminal building in accordance with the Accessibility for Ontarians with Disabilities Act (AODA), which was approved in 2005 and provides a clear goal and timeframe to make Ontario accessible by 2025. Although the building was built in conformance with accessibility standards in place when it was constructed in 2010, Regulation 368/13 amending the Ontario Building Code came into effect January 1, 2015 and therefore a review is necessary. BACKGROUND INFORMATION As directed by council at their February 9th meeting when discussing Report DCS 15-11 Lease of Airport Office Space, staff has reviewed the by-laws and New Accessibility Amendments to Ontario’s Building Code that are currently in place for barrier free accessibility to Municipal buildings. On December 27, 2013, Ontario Regulation 368/13 was filed to amend the 2012 Building Code, O. Reg. 332/12. The effective date of the amendment is January 1, 2015. Clause 3.8.2.1of the Ontario Building Code now states: "barrier -free shall be provided throughout the entrance storey and within all other normally occupied floor areas served by a passenger elevator, escalator, inclining moving walk or other platform equipped passenger elevating device”. 54 Our understanding, developed in consultation with Gray & Fick Ltd, is that this means the airport terminal building is in full compliance with the occupancy requirements as long as the entrance level is barrier free and fully accessible. In addition to this, the new accessibility requirements apply only to most new construction and extensive renovations. In this case, staff do not believe it applies as it does not meet the definition of “extensive renovations” and this is further shown in that staff has been advised by the Chief Building Official for South-West Oxford that a building permit will not even be required for these renovations. Therefore, staff is confident that the airport terminal building is compliant with AODA Requirements and the renovations to the basement will not affect this compliance. In addition to this, the terminal building was reviewed by the accessibility advisory committee in 2013 and the following summary was filed with the Clerk and Airport Administrator: Main building accessibility is very good 1. Ramp to main entrance 2. Main entrance is barrier free 3. Entrance has auto openers 4. Low counter for airport services 5. Barrier free access to restaurant 6. Low counter to order food 7. Easy access to restrooms 8. Restrooms have auto openers 9. Large windows provide easy landing strip viewing Recommendations 1. Handrails for 2 outdoor stairs south of building 2. Auto opener and double ramp for patio Comments Ground school is located in the basement. Handrails are located on both sides of the stairs. No wheelchair access to the basement. Car/wheelchair access to landing strip for boarding advertised scenic aerial tours ($225 for three). Good car access for viewing airshows. Subsequent to this review, handrails have been added to the main stairs providing access to the front doors of the terminal building. Page 2 / 3 CAO 55 CONSULTATION/COMMUNICATION Staff has reviewed the Ontario Building Code and AODA in consultation with Gray and Fick Ltd, Consulting Structural Engineers, who have provided a letter confirming that the Town’s compliance with AODA will not be impacted by the relocation of the tenant to the basement. In addition to this, staff has discussed this matter with the Chief Building Officials for both the Township of South-West Oxford and the Town of Tillsonburg. FINANCIAL IMPACT/FUNDING SOURCE None. Page 3 / 3 CAO 56 Accessibility Advisory Committee Review Tillsonburg Regional Airport 244411 Airport Rd May 3, 2013 Main building accessibility is very good 1. Ramp to main entrance 2. Main entrance is barrier free 3. Entrance has auto openers 4. Low counter for airport services 5. Barrier free access to restaurant 6. Low counter to order food 7. Easy access to restrooms 8. Restrooms have auto openers 9. Large windows provide easy landing strip viewing Recommendations 1. Handrails for 2 outdoor stairs south of building 2. Auto opener and double ramp for patio Comments Ground school is located in the basement. Handrails are located on both sides of the stairs. No wheelchair access to the basement. Car/wheelchair access to landing strip for boarding advertised scenic aerial tours ($225 for three). Good car access for viewing airshows. Respectfully submitted Mike Cerna Michael Kadey Helen Lamos-Parker 57 Town of Tillsonburg 244411 Airport Road Tillsonburg, Ontario N4G 4H1 February 13, 2015 Attention: Annette Murray Re: Tillsonburg Airport Basement Accessibility Code Review Dear Annette: Upon your request, we have conducted a building code review to assess your question of whether we would required to provide barrier free accessibility to the basement of the Airport Terminal building due to the proposed renovations for a potential ground school training room. At the time of the construction of the terminal building, the Ontario Building Code (OBC) indicated clause 3.8.2.1 which stated, ‘barrier -free shall be provided throughout the entrance storey and within all other normally occupied floor areas served by a passenger elevator, escalator, inclining moving walk or other platform equipped passenger elevating device.’ Recently, amendments to the OBC effective January 2014 (Ontario Regulation 368/13), clause 3.8.2.1.(3).(k). stated ‘A barrier free path of travel is not required to extend to portions of a floor area that is not at the same level as the entry level, provided amenities and uses provided on any raised or sunken level are accessible on the entry level by means of a barrier free path of travel.’ Since the Terminal building entry level is constructed with a full barrier free path of travel and amenities, providing accessibility to the basement would not be required. If there is anything further we can assist you with, please do not hesitate to contact our office. Sincerely, Steve Desjardine, C.E.T. 2584-Tillsonburg Airport Basement Code Review.docx Feb. 13/15 58 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 59 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 60 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 61 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 62 APPENDIX A – AIRPORT TERMINAL BUILDING BASEMENT RENOVATIONS Page 5 / 5 CAO 63 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 64 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 65 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 66 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 67 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 68 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 69 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 70 APPENDIX A – THE “PREMISES” 8 71 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3882 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to ‘RH-4’ the zone symbol of the lands so designated ‘RH-4’ on Schedule “A” attached hereto. 2. That That Section 10.4 to By-Law Number 3295, as amended is hereby further amended by adding the following subsection at the end thereof: “10.4.4 LOCATION: WEST SIDE OF MAPLE LANE, PART LOT 381, PLAN 500, RH-4 (Key Map 19) 10.4.4.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any RH-4 Zone use any lot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 10.4.4.1.1 REAR YARD DEPTH Minimum 6 m (19.6 ft) 10.4.4.1.2 INTERIOR SIDE YARD WIDTH Minimum 8.4 m (27.5 ft) 10.4.4.1.3 LANDSCAPED OPEN SPACE Minimum per 1 bedroom apartment dwelling unit Nil 10.4.4.1.4 AMENITY AREA Minimum per 1 bedroom apartment dwelling unit Nil 72 The Corporation of the Town of Tillsonburg By-law Number 3882 Page 2 10.4.4.1.5 CHILDREN’S OUTDOOR PLAY AREA Minimum Nil 10.4.4.1.6 REQUIRED PARKING SPACES Minimum 50 10.4.4.1.7 That all provisions of the RH Zone in Section 10.2 of this By-Law, as amended, shall apply; and further, that all other provisions of this By- Law, as amended, that are consistent with the provisions herein shall continue to apply mutatis mutandis.” 3. This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ a first and second time this 26th day of February, 2015. READ a third time and finally passed this 26th day of February, 2015. Mayor Clerk 73 S E ANGLELOT 381, PLAN 500 L O T 3 8 0 L O T 3 8 1 J U D G E ' S P L A N 5 0 0 N52°59'3 0 " E 14.18 N1 1 ° 0 1 ' 0 0 " W 4 9 . 7 8 N78°27'10"E 49.99 N1 1 ° 0 2 ' 0 0 " W 5 5 . 9 3 N78°27'40"E 85.03 N78°28'40"E 147.78 M A P L E L A N E SCHEDULE "A" PT LOT 381, JUDGE'S PLAN 500PTS 5, 6 AND 7, REFERENCE PLAN 41R2808 TOWN OF TILLSONBURG AREA OF ZONE CHANGE TO RH-4 NOTE: ALL DIMENSIONS IN METRES THIS IS SCHEDULE "A" MAYOR CLERK TO BY-LAW No. ________________, PASSED THE __________ DAY OF ____________, 2015 10 0 10 20 305 METRES TO BY-LAW No.© 74 ZN 7-15-1 TOWN OF TILLSONBURG BY-LAW NUMBER 3882 EXPLANATORY NOTE The purpose of By-Law Number 3882 is to rezone the subject property from ‘High Density Residential Zone (RH)’ to ‘Special High Density Residential Zone (RH-4)’ to facilitate an expansion to an existing affordable housing building. Specifically, the special zoning provisions will allow for a reduced rear yard depth, reduced interior side yard width, reduced landscaped open space, reduced children’s outdoor play area, and reduced parking requirements. The subject property is located on the west side of Maple Lane, south of Concession Street East, being Parts 5, 6, 7 of Reference Plan 41R-2808 and Part Lot 381, Plan 500, Town of Tillsonburg. The lands are municipally known as 31 Maple Lane, Tillsonburg. The Municipal Council, after conducting the public hearing necessary to consider any comments to the proposed zone change application, approved By-Law Number 3882. The public hearing was held on February 26, 2015. Any person wishing further information relative to Zoning By-Law Number 3882 may contact the undersigned: Ms. Donna Wilson Clerk Town of Tillsonburg 200 Broadway, 2nd Floor Town Centre Mall Tillsonburg, ON N4G 5A7 Telephone: 842-9200 File: ZN 7-15-1 (Town of Tillsonburg Non-Profit Housing Corporation) Report No: 2015-50 75 CANADIANPACIFICRAILWAY ELGIN ST DURHAM ST M A P L E L A N E ARBOR LANE TI L L S O N A V E EB E R T A L L E Y DEMEYERE AVE BRIDGE ST E CONCESSION ST E HI L L I K E R A L L E Y MAPL E CRT FIRST ST CHRISTOPHERCRT T H O M A S A V E PINE ST P A R K W O O D D R KI N G S T AL E X A N D E R A V E KEY MAP LANDS TO WHICH BYLAW ____________ APPLIES © 50 0 50 100 15025 METRES 76 THE CORPORATION OF THE TOWN OF TIUSONBURG BY-LAW NUMBER 3883 A BY-LAW to Authorize a Lease Agreement Between the Corporation of the Town of Tillsonburg and 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. WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to enter into an agreement with Danny Richer; THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the Agreement attached hereto as Schedule "A" forms part of this by- law; 2. THAT the Mayor and Clerk be hereby authorized to execute the attached agreement marked as Schedule "A" on behalf of the Corporation of the Town of Tillsonburg. This by-law shall come into force and take effect immediately after the final passing hereof. READ A FIRST AND SECOND TIME THIS 26th DAY OF FEBRUARY, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 26th DAY OF , 2015. ____________________________ Mayor Stephen Molnar ___________________________ Municipal Clerk, Donna Wilson 77 THE CORPORATION OF THE TOWN OF TIUSONBURG BY-LAW NUMBER 3884 A BY-LAW to Authorize a Lease Agreement Between the Corporation of the Town of Tillsonburg and Tillsonburg Flying School, for office space in the Air Terminal Building from January 1, 2015 to December 31, 2015 at the price of $260.00 per month plus Harmonised Sales Tax (H.S.T), subject to the terms and conditions contained in the lease agreement. WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to enter into an agreement with Danny Richer; THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the Lease Agreement attached hereto as Schedule "A" forms part of this by-law; 2. THAT the Mayor and Clerk be hereby authorized to execute the attached Lease Agreement marked as Schedule "A" on behalf of the Corporation of the Town of Tillsonburg. This by-law shall come into force and take effect immediately after the final passing hereof. READ A FIRST AND SECOND TIME THIS 26th DAY OF FEBRUARY, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 26th DAY OF , 2015. ____________________________ Mayor Stephen Molnar ___________________________ Municipal Clerk, Donna Wilson 78 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 – Stephen Molnar ______________________________ Clerk – Donna Wilson 79 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3885 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 26th 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 26, 2015, with respect to every report, motion, by-law, or other action passed and taken by the Council, including the exercise of natural person powers, are hereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this or a separate by-law. 2.The Mayor and Clerk are authorized and directed to do all the things necessary to give effect to the action of the Council of The Corporation of the Town of Tillsonburg referred to in the preceding section. 3.The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Tillsonburg. 4.This by-law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 26TH DAY OF FEBRUARY, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 26TH DAY OF FEBRUARY, 2015. ________________________________ Mayor – Stephen Molnar ________________________________ Municipal Clerk – Donna Wilson 80