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Reg 160425 Council
= ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Councillor Brian Stephenson Regrets: Councillor Maxwell Adam Staff: David Calder, CAO Donna Wilson, Town Clerk Darrell Eddington, Director of Finance Kevin De Leebeeck, Director of Operations Rick Cox, Director of Recreation, Culture & Park Services Jeff Smith, Fire Chief Tricia Smith, Deputy Clerk 1.Call to Order The meeting was called to order at 6:00 p.m. 2.Adoption of Agenda Resolution #1 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Agenda as prepared for the Council meeting of Monday, April 25, 2016, be adopted. Carried 3.Moment of Silence The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, April 25, 2016 6:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES Council Meeting Minutes, April 25, 2016 - 2 - 4. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 5. Adoption of Council Minutes of Previous Meeting 5.1. Minutes of the Meeting of April 11, 2016 Minutes, April 11, 2016 Resolution #2 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Minutes of the Council Meeting of April 11, 2016, be approved. Carried 6. Delegations and Presentations 6.1. Presentation By: Emma Searles, Represented Canada at the World Dance Championships Emma Searles Dance Team Emma Searles single Emma Searles Resolution #3 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives the presentation by Emma Searles, as information. Carried 6.2. Volunteer Achievement Award Presentation – John Twinem Presented By: Councillor Stephenson and Mayor Molnar 6.3. 2016 Assessment Update, Property Assessment Notices for Residential Properties Presentation By: Jennifer Lajoie, MPAC MPAC Delegation Request Presentation Council Meeting Minutes, April 25, 2016 - 3 - Resolution #4 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives the presentation regarding the 2016 Assessment Update, as information. Carried 6.4. Parks & Recreation Advisory Committee Resolutions Delegation By: Mel Getty, Committee Chair Delegation Request Mel Getty appeared before Council to speak to the Parks & Recreation Advisory Committee Resolutions. Resolution #5 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives the delegation from Mel Getty, as information. Carried 7. Committee Reports 7.1. PRA 16-01, Pump Track Report PRA 16-01 Resolution #6 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council receives the information regarding the Pump Track from the Parks & Recreation Advisory Committee; AND THAT Council supports fundraising efforts by Terry Smith in order to provide the addition of a pump track to the Kolin Smith Memorial Skateboard Park. Carried 7.2. PRA 16-02, Advertising on Ball Diamond Fencing PRA 16-02 Staff to provide a report to Council on an exit strategy in regards to the Ball Diamond Fencing Advertising and identify alternative resources and advertising options. Council Meeting Minutes, April 25, 2016 - 4 - Staff to provide a report to Council defining advertising and sponsorship signage. Resolution #7 Moved By: Councillor Esseltine Seconded By: Deputy Mayor Beres THAT Council receives Report PRA 16-02, Advertising on Ball Diamond Fencing, as information; AND FURTHER THAT advertising signs posted on ball diamond fencing be positioned to face spectators in the stands; AND FURTHER THAT no advertising signs be posted in parks and natural areas, or on public trails in the community. Carried 7.3. PRA 16-03, Off-Leash Dog Park Report PRA 16-03 Resolution #8 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives the update regarding the Off Leash Dog Park from the Dog Park Sub-Committee, as information. Carried 7.4. PRA 16-04, Parking at Trottier Park PRA 16-04 Resolution #9 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives the information regarding parking at Trottier Park from the Parks & Recreation Advisory Committee; AND THAT Council endorses the placing of a parking lot at Trottier Park and that the parking lot be laid out as recommended by the Advisory Committee. Carried Council Meeting Minutes, April 25, 2016 - 5 - 7.5. PRA 16-05, Memorial Park Revitalization Project PRA 16-05 Staff to provide a report to Council when additional names are received for appointment to the Sub-Committee. Resolution #10 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives the request from the Parks & Recreation Advisory Committee; AND THAT Council endorses the Terms of Reference for the Sub-Committee; AND THAT Council appoints Mike Cerna, Mel Getty, Susan Labanich, Dace Zvanitajs, Rosemary Dean, Scott Vitias, Derek Partlo, Trevor Lamb, Chris Parker, John Glass, Shane Curtis, Lance McKenzie, Cedric Tomico, Scott McKenzie and Terry Smith to the Memorial Park Revitalization Project Sub-Committee. Carried 8. Information Items 8.1. 2016 Ontario Senior Achievement Award 2016 Ontario Senior Achievement Award 8.2. Long Point Region Conservation Authority Year End Financial Statements and Annual Report LPRCA_Annual_Report 2015 2015 FS Final after Audit Comm meeting Resolution #11 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives items 7.1 and 7.2, as information. Carried 9. Mayor 9.1. MYR 16-05 MYR 16-05 Council Meeting Minutes, April 25, 2016 - 6 - Resolution #12 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report MYR 16-05, as information. Carried 10. Quarterly Reports 10.1. FIN 16-18 2016 First Quarter Financial FIN 16-18 First Quarter Financial Results 2016 Actual Variances - Q1 Resolution #13 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report FIN 16-18, 2016 First Quarter Financial results, as information. Carried 10.2. FIN 16-19 2016 First Quarter Finance Department FIN 16-19 First Quarter Finance Department Results Resolution #14 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report FIN 16-19, 2016 First Quarter Finance Department results, as information. Carried 10.3. DCS 16-16 Building, Planning, By-Law Services 2016 First Quarter Report DCS 16-16 Building, Planning, By-Law Services 2016 First Quarter Report Resolution #15 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council receives Report DCS 16-16, Building/Planning/By-Law Services 2016 First Quarter Report, as information. Carried Council Meeting Minutes, April 25, 2016 - 7 - 10.4. OPS 16-13 2016 First Quarter Operations Services OPS 16-13 2016 First Quarter Operations Services Resolution #16 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council receive Report OPS 16-13, 2016 First Quarter Operations Services, as information. Carried 10.5. RCP 16-10 - Recreation, Culture and Parks 2016 Q1 Results RCP 16-10 - Recreation, Culture and Parks 2016 Q1 Results Resolution #17 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council receives Report RCP 16-10, Recreation, Culture and Parks 2016 First Quarter Results, as information. Carried 10.6. FRS 16-05 First Quarter Fire & Rescue Services Results FRS 16-05 Fire Q1 2016 Fire Chief to circulate a copy of the Tiered Response Agreement to Council. Resolution #18 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives Report FRS 16-05, First Quarter Fire & Rescue Services Results, as information. Carried 11. Reports from Departments 11.1. Clerk’s Office 11.1.1. CL 16-09 Tillsonburg Old Sox Baseball Club - Municipal Significant Event CL 16-09 Old Sox Annual Municipal Significant Event Old Sox Baseball Request Council Meeting Minutes, April 25, 2016 - 8 - Resolution #19 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the Tillsonburg Old Sox Baseball Club Annual BBQ/Fundraiser event be designated an “Annual Municipal Significant Event” for the purposes of obtaining a Special Occasion Permits under the Alcohol and Gaming Commission of Ontario. Carried 11.2. Finance 11.2.1. FIN 16-20 Assessment Reduction 51 Clearview FIN 16-20 Assessment Reduction 51 Clearview FIN 16-22 51 Clearview Additional Taxation Information Resolution #20 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine That Council receives Report FIN 16-20, Assessment Reduction 51 Clearview, as information. Carried 11.3. Fire and Emergency Services 11.3.1. FRS 16-04 Elmwood Fire Department Fire Communications Contract FRS 16-04 Fire Communications Elmwood Elmwood Agreement Staff to provide a Memorandum to Council regarding expenses arising from the Fire Communications Agreement. Resolution #21 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report FRS 16-04 Elmwood Fire Department Fire Communications Contract; AND THAT Council authorizes the Mayor and Clerk to enter into an agreement with the Elmwood Fire Department Joint Board of Management, the Municipality Council Meeting Minutes, April 25, 2016 - 9 - of Brockton and the Municipality of West Grey for the provision of Fire Dispatch and Communications Services; AND THAT a By-Law be brought forward for Council consideration. Carried 11.4. Operations 11.4.1. OPS 16-14 Transfer Station Public Engagement Summary OPS 16-14 Transfer Station Public Engagement Summary OPS 16-14 Attachment 1 - Transfer Station Survey Results OPS 16-14 Attachment 2 - Summary of Survey Additional Comments OPS 16-14 Attachment 3 - Public Consultation Summary Resolution #22 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council receives Report OPS 16-14, Transfer Station Public Engagement Summary; AND THAT Council directs staff to develop conceptual design alternatives that reflect the framework of the preferred solution. Carried 11.4.2. OPS 16-15 Corridor Management Initiative - Pedestrian Crossing on Broadway at Glendale Drive OPS 16-15 Corridor Management Initiative - Pedestrian Crossing on Broadway at Glendale Drive The Director of Operations noted that the identified Public Works Q1 surplus variance projection of $10,000 will be used to fund the third party consultant work for the Corridor Management Initiative (Broadway & Glendale). Resolution #23 Moved By: Deputy Mayor Seconded By: Councillor Esseltine THAT Council receives Report OPS 16-15, Corridor Management Initiative - Pedestrian Crossing on Broadway at Glendale Drive; Council Meeting Minutes, April 25, 2016 - 10 - AND THAT Council authorizes staff to retain a third party consultant to conduct the Pedestrian Crossover Warrants and site a suitable crossing facility location. Carried 11.5. Recreation, Culture & Park Services 11.5.1. RCP 16-11 Sole or Single Source Procurement Authorizations RCP 16-11 – Sole or Single Source Procurement Authorizations Resolution #24 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives Report RCP 16-11, Sole or Single Source Procurement Authorizations; AND THAT Council authorizes staff to procure the products and services listed in Report RCP 16-11 from the indicated sole or single source. Carried 11.5.2. RCP 16-14 Recreation, Culture & Parks Pricing Policy RCP 16-14 - Recreation, Culture & Parks Pricing Policy RCP Pricing Policy Resolution #25 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives Report RCP 16-14, Recreation, Culture & Parks Pricing Policy; AND THAT Council adopts the RCP Pricing Policy for the Town of Tillsonburg; AND THAT a By-Law be brought forward for Council consideration. Carried 11.5.3. RCP 16-15 – Revised Commemorative Naming Policy RCP 16-15 - Revised Commemorative Naming Policy Commemorative Naming Policy and Schedules RCP 15-23 - Commemorative Naming Policy Staff to compile a list of the Town’s named assets for Council’s information. Council Meeting Minutes, April 25, 2016 - 11 - Resolution #26 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives Report RCP 16-15, Revised Commemorative Naming Policy; AND THAT Council adopts the Commemorative Naming Policy for the Town of Tillsonburg; AND THAT a By-Law be brought forward for Council consideration. Carried 12. Staff Information Reports 12.1. RCP 16-13 – Picnic Pavilion Usage and Revenue RCP 16-13 - Picnic Pavilion Usage and Revenue Resolution #27 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report RCP 16-13, Picnic Pavilion Usage and Revenue, as information. Carried 13. Committee Minutes & Reports 13.1. Minutes, Accessibility Advisory Committee Minutes, March 9, 2016 13.2. Minutes, Cultural Advisory Committee Minutes, January 9, 2016 Minutes, March 9, 2016 13.3. Minutes, HBC Committee Minutes, March 3, 2016 13.4. Minutes, Museum Advisory Committee Minutes, February 25, 2016 13.5. Minutes, Parks & Recreation Advisory Committee Minutes, March 8, 2016 13.6. Minutes, Physician Recruitment Committee Minutes, March 9, 2016 13.7. Minutes, Police Services Board Council Meeting Minutes, April 25, 2016 - 12 - Minutes, January 20, 2016 13.8. Minutes, Special Awards Committee Minutes, March 23, 2016 13.9. Minutes, Town Hall Steering Committee Minutes, March 10, 2016 Resolution #28 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives the Minutes of the Accessibility Advisory Committee for March 9, 2016; the Cultural Advisory Committee for January 9, 2016 and March 9, 2016; the Heritage, Beautification & Advisory Committee for March 3, 2016; the Museum Advisory Committee for February 25, 2016; the Parks & Recreation Advisory Committee for March 8, 2016; the Physician Recruitment Committee for March 9, 2016; the Police Services Board for January 20, 2016; the Special Awards Committee for March 23, 2016 and the Town Hall Steering Committee for March 10, 2016, as information. Carried Resolution #29 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson RESOLVED THAT the Town of Tillsonburg work towards assembling a committee of interested parties to work toward planning Canada 150 activities and events in the town. Carried 13.10. Minutes, LPRCA Minutes, April 6, 2016 Resolution #30 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives the Minutes of the LPRCA for April 6, 2016, as information. Carried Council Meeting Minutes, April 25, 2016 - 13 - 14. Committee Minutes & Reports 14.1. SAC 16-01, Ontario Senior of the Year Award Special Awards Committee 16-01 Resolution #31 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council endorses the recommendation of the Tillsonburg Special Awards Committee regarding a nomination for the Ontario Senior of the Year Award; AND THAT Town Staff be directed to submit the formal nomination for Gayle Vermeersch to the Ontario Ministry of Citizenship, Immigration and International Trade. Carried 14.2. SAC 16-02, Favourite Son/Daughter Award Criteria Special Awards Committee 16-02 Favourite Son-Daughter CRITERIA Resolution #32 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council adopts the Criteria for the Town of Tillsonburg Favourite Son/Daughter Award, as recommended by the Special Awards Committee. Carried 15. Notice of Motions 16. By-Laws By-Laws from the Meeting of Monday, April 25, 2016 Resolution #33 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson 16.1. THAT By-Law 4006, To Prohibit and Regulate the Fortification and Protective Elements to Land within the Town of Tillsonburg; AND THAT By-Law 4007, To regulate fences in the Town of Tillsonburg; AND THAT By-Law 4008, To regulate swimming pool enclosures in the Town of Tillsonburg, be read for a third and final reading and that the Mayor and the Clerk Council Meeting Minutes, April 25, 2016 - 14 - be and are hereby authorized to sign the same and place the corporate seal thereunto. Carried Resolution #34 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson 16.2. THAT By-Law 4011, Fire Service Dispatch Agreement; AND By-Law 4012, To Adopt the Town of Tillsonburg Commemorative Naming Policy; AND By-Law 4013, To Adopt the Town of Tillsonburg RCP Pricing Policy, be read for a first, second and third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried Resolution #35 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine 16.3. THAT By-Law 4014, To confirm the proceedings of Council at its meeting held on the 25th day of April, 2016, be read for a first, second and third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried 17. Items of Public Interest Keep Tillsonburg Beautiful Day, Saturday, May 7, 2016 from 9 a.m. to Noon at South Ridge Public School. The Tillsonburg Transfer Station will be opening Mondays from 2:30 p.m. to 5:30 p.m. starting May 1st, 2016. 18. Adjournment Resolution #36 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT the Council Meeting of Monday, April 25, 2016 be adjourned at 9:50 p.m. Carried Table of Contents Agenda 4 Minutes, April 11, 2016 Minutes, April 11, 2016 16 Presentation By: Emma Searles, Represented Canada at the World Dance Championships Emma Searles Dance Team 23 Emma Searles single 24 Emma Searles 25 Delegation By: Mel Getty, Parks & Recreation Advisory Committee Chair Delegation Request 26 2016 Assessment Update, Property Assessment Notices for residential properties MPAC Delegation Request 29 Presentation 31 2016 Ontario Senior Achievement Award 2016 Ontario Senior Achievement Award 60 Long Point Region Conservation Authority Year End Financial Statements and Annual Report LPRCA_Annual_Report 2015 62 2015 FS Final after Audit Comm meeting 82 MYR 16-05 MYR 16-05 99 FIN 16-18 2016 First Quarter Financial FIN 16-18 First Quarter Financial Results 102 2016 Actual Variances - Q1 103 FIN 16-19 2016 First Quarter Finance Department FIN 16-19 First Quarter Finance Department Results 106 DCS 16-16 Building, Planning, By-Law Services 2016 First Quarter Report DCS 16-16 Building, Planning, By-Law Services 2016 First Quarter Report 109 OPS 16-13 2016 First Quarter Operations Services OPS 16-13 2016 First Quarter Operations Services 114 RCP 16-10 - Recreation, Culture and Parks 2016 Q1 Results RCP 16-10 - Recreation, Culture and Parks 2016 Q1 Results 117 FRS 16-05 First Quarter Fire & Rescue Services Results FRS 16-05 Fire Q1 2016 120 CL 16-09 Tillsonburg Old Sox Baseball Club, Municipal Significant Event CL 16-09 Old Sox Annual Municipal Significant Event 124 Old Sox Baseball Request 126 FIN 16-20 Assessment Reduction 51 Clearview 1 FIN 16-20 Assessment Reduction 51 Clearview 128 FRS 16-04 Elmwood Fire Department Fire Communications Contract FRS 16-04 Fire Communications Elmwood 131 Elmwood Agreement 132 OPS 16-14 Transfer Station Public Engagement Summary OPS 16-14 Transfer Station Public Engagement Summary 141 OPS 16-14 Attachment 1 - Transfer Station Survey Results 146 OPS 16-14 Attachment 2 - Summary of Survey Additional Comments 163 OPS 16-14 Attachment 3 - Public Consultation Summary 164 OPS 16-15 Corridor Management Initiative - Pedestrian Crossing on Broadway at Glendale Drive OPS 16-15 Corridor Management Initiative - Pedestrian Crossing on Broadway at Glendale Drive 165 RCP 16-11 – Sole or Single Source Procurement Authorizations RCP 16-11 – Sole or Single Source Procurement Authorizations 174 RCP 16-14 - Recreation, Culture & Parks Pricing Policy RCP 16-14 - Recreation, Culture & Parks Pricing Policy 176 RCP Pricing Policy 177 RCP 16-15 – Revised Commemorative Naming Policy RCP 16-15 - Revised Commemorative Naming Policy 181 Commemorative Naming Policy and Schedules 182 RCP 15-23 - Commemorative Naming Policy 206 RCP 16-13 – Picnic Pavilion Usage and Revenue RCP 16-13 - Picnic Pavilion Usage and Revenue 207 Minutes, Accessibility Advisory Committee Minutes, March 9, 2016 208 Minutes, Cultural Advisory Committee Minutes, January 9, 2016 211 Minutes, March 9, 2016 213 Minutes, HBC Committee Minutes, March 3, 2016 214 Minutes, Museum Advisory Committee Minutes, February 25, 2016 216 Minutes, Parks & Recreation Advisory Committee Minutes, March 8, 2016 218 Minutes, Physician Recruitment Committee Minutes, March 9, 2016 222 Minutes, Police Services Board Minutes, January 20, 2016 226 Minutes, Special Awards Committee Minutes, March 23, 2016 232 2 Minutes, Town Hall Steering Committee Minutes, March 10, 2016 235 Minutes, LPRCA Minutes, April 6, 2016 240 PRA 16-01, Pump Track Report PRA 16-01 245 PRA 16-02, Advertising on Ball Diamond Fencing PRA 16-02 246 PRA 16-03, Off-Leash Dog Park Report PRA 16-03 247 PRA 16-04, Parking at Trottier Park PRA 16-04 249 PRA 16-05, Memorial Park Revitalization Project PRA 16-05 252 SAC 16-01, Ontario Senior of the Year Award Special Awards Committee 16-01 256 SAC 16-02, Favourite Son/Daughter Award Criteria Special Awards Committee 16-02 258 Favourite Son-Daughter CRITERIA 260 By-Law 4006, To Prohibit and Regulate the Fortification and Protective Elements to Land within the Town of Tillsonburg. Fortification By-Law 4006 261 By-Law 4007, To regulate fences in the Town of Tillsonburg By-Law 4007 277 By-Law 4008, To regulate swimming pool enclosures in the Town of Tillsonburg By-Law 4008 287 By-Law 4011, Fire Service Dispatch Agreement By-Law 4011 298 Agreement 299 By-Law 4012 To Adopt the Town of Tillsonburg Commemorative Naming Policy By-Law 4012 Commemorative Naming Policy 309 9-006 Commemorative Naming Policy 3 310 By-Law 4013, To Adopt the Town of Tillsonburg RCP Pricing Policy By-Law 4013 RCP Pricing Policy 324 9-007 RCP Pricing Policy 325 By-Law 4014, To confirm proceedings of Council. By-Law 4014 330 3 = 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 Monday, April 25, 2016, 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 April 11, 2016 Minutes, April 11, 2016 Moved By: Seconded By: Proposed Resolution #2 THAT the Minutes of the Council Meeting of April 11, 2016, be approved. 6. Delegations and Presentations 6.1. Presentation By: Emma Searles, Represented Canada at the World Dance Championships Emma Searles Dance Team Emma Searles single Emma Searles The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, April 25, 2016 6:00 PM Council Chambers 200 Broadway, 2nd Floor AGENDA 4 Council Meeting – Agenda - 2 - Moved By: Seconded By: Proposed Resolution #3 THAT Council receives the presentation by Emma Searles, as information. 6.2. Volunteer Achievement Award Presentation – John Twinem Presented By: Councillor Stephenson and Mayor Molnar 6.3. Parks & Recreation Advisory Committee Resolutions Delegation By: Mel Getty, Committee Chair Delegation Request Moved By: Seconded By: Proposed Resolution #4 THAT Council receives the delegation from Mel Getty, as information. 6.4. 2016 Assessment Update, Property Assessment Notices for Residential Properties Presentation By: Jennifer Lajoie, MPAC MPAC Delegation Request Presentation Moved By: Seconded By: Proposed Resolution #5 THAT Council receives the presentation regarding the 2016 Assessment Update, as information. 7. Information Items 7.1. 2016 Ontario Senior Achievement Award 2016 Ontario Senior Achievement Award 7.2. Long Point Region Conservation Authority Year End Financial Statements and Annual Report LPRCA_Annual_Report 2015 2015 FS Final after Audit Comm meeting 5 Council Meeting – Agenda - 3 - Moved By: Seconded By: Proposed Resolution #6 THAT Council receives items 7.1 and 7.2, as information. 8. Mayor 8.1. MYR 16-05 MYR 16-05 Moved By: Seconded By: Proposed Resolution #7 THAT Council receives Report MYR 16-05, as information. 9.Quarterly Reports 9.1. FIN 16-18 2016 First Quarter Financial FIN 16-18 First Quarter Financial Results 2016 Actual Variances - Q1 Moved By: Seconded By: Proposed Resolution #8 THAT Council receives Report FIN 16-18, 2016 First Quarter Financial results, as information. 9.2. FIN 16-19 2016 First Quarter Finance Department FIN 16-19 First Quarter Finance Department Results Moved By: Seconded By: Proposed Resolution #9 THAT Council receives Report FIN 16-19, 2016 First Quarter Finance Department results, as information. 6 Council Meeting – Agenda - 4 - 9.3. DCS 16-16 Building, Planning, By-Law Services 2016 First Quarter Report DCS 16-16 Building, Planning, By-Law Services 2016 First Quarter Report Moved By: Seconded By: Proposed Resolution #10 THAT Council receives Report DCS 16-16, Building/Planning/By-Law Services 2016 First Quarter Report, as information. 9.4. OPS 16-13 2016 First Quarter Operations Services OPS 16-13 2016 First Quarter Operations Services Moved By: Seconded By: Proposed Resolution #11 THAT Council receive Report OPS 16-13, 2016 First Quarter Operations Services, as information. 9.5. RCP 16-10 - Recreation, Culture and Parks 2016 Q1 Results RCP 16-10 - Recreation, Culture and Parks 2016 Q1 Results Moved By: Seconded By: Proposed Resolution #12 THAT Council receives Report RCP 16-10, Recreation, Culture and Parks 2016 First Quarter Results, as information. 9.6. FRS 16-05 First Quarter Fire & Rescue Services Results FRS 16-05 Fire Q1 2016 Moved By: Seconded By: Proposed Resolution #13 THAT Council receives Report FRS 16-05, First Quarter Fire & Rescue Services Results, as information. 7 Council Meeting – Agenda - 5 - 10.Reports from Departments 10.1. Clerk’s Office 10.1.1. CL 16-09 Tillsonburg Old Sox Baseball Club - Municipal Significant Event CL 16-09 Old Sox Annual Municipal Significant Event Old Sox Baseball Request Moved By: Seconded By: Proposed Resolution #14 THAT the Tillsonburg Old Sox Baseball Club Annual BBQ/Fundraiser event be designated an “Annual Municipal Significant Event” for the purposes of obtaining a Special Occasion Permits under the Alcohol and Gaming Commission of Ontario. 10.2. Finance 10.2.1. FIN 16-20 Assessment Reduction 51 Clearview FIN 16-20 Assessment Reduction 51 Clearview Moved By: Seconded By: Proposed Resolution #15 That Council receives Report FIN 16-20, Assessment Reduction 51 Clearview, as information. 10.3. Fire and Emergency Services 10.3.1. FRS 16-04 Elmwood Fire Department Fire Communications Contract FRS 16-04 Fire Communications Elmwood Elmwood Agreement Moved By: Seconded By: Proposed Resolution #16 THAT Council receives Report FRS 16-04 Elmwood Fire Department Fire Communications Contract; AND THAT Council authorizes the Mayor and Clerk to enter into an agreement with the Elmwood Fire Department Joint Board of Management, the Municipality 8 Council Meeting – Agenda - 6 - of Brockton and the Municipality of West Grey for the provision of Fire Dispatch and Communications Services; AND THAT a By-Law be brought forward for Council consideration. 10.4. Operations 10.4.1. OPS 16-14 Transfer Station Public Engagement Summary OPS 16-14 Transfer Station Public Engagement Summary OPS 16-14 Attachment 1 - Transfer Station Survey Results OPS 16-14 Attachment 2 - Summary of Survey Additional Comments OPS 16-14 Attachment 3 - Public Consultation Summary Moved By: Seconded By: Proposed Resolution #17 THAT Council receives Report OPS 16-14, Transfer Station Public Engagement Summary; AND THAT Council directs staff to develop conceptual design alternatives that reflect the framework of the preferred solution. 10.4.2. OPS 16-15 Corridor Management Initiative - Pedestrian Crossing on Broadway at Glendale Drive OPS 16-15 Corridor Management Initiative - Pedestrian Crossing on Broadway at Glendale Drive Moved By: Seconded By: Proposed Resolution #18 THAT Council receives Report OPS 16-15, Corridor Management Initiative - Pedestrian Crossing on Broadway at Glendale Drive; AND THAT Council authorizes staff to retain a third party consultant to conduct the Pedestrian Crossover Warrants and site a suitable crossing facility location; AND THAT if Pedestrian Crossover Warrants are satisfied, that the project debenture be increased to a maximum of $87,000. 9 Council Meeting – Agenda - 7 - 10.5. Recreation, Culture & Park Services 10.5.1. RCP 16-11 Sole or Single Source Procurement Authorizations RCP 16-11 – Sole or Single Source Procurement Authorizations Moved By: Seconded By: Proposed Resolution #19 THAT Council receives Report RCP 16-11, Sole or Single Source Procurement Authorizations; AND THAT Council authorizes staff to procure the products and services listed in Report RCP 16-11 from the indicated sole or single source. 10.5.2. RCP 16-14 Recreation, Culture & Parks Pricing Policy RCP 16-14 - Recreation, Culture & Parks Pricing Policy RCP Pricing Policy Moved By: Seconded By: Proposed Resolution #20 THAT Council receives Report RCP 16-14, Recreation, Culture & Parks Pricing Policy; AND THAT Council adopts the RCP Pricing Policy for the Town of Tillsonburg; AND THAT a By-Law be brought forward for Council consideration. 10.5.3. RCP 16-15 – Revised Commemorative Naming Policy RCP 16-15 - Revised Commemorative Naming Policy Commemorative Naming Policy and Schedules RCP 15-23 - Commemorative Naming Policy Moved By: Seconded By: Proposed Resolution #21 THAT Council receives Report RCP 16-15, Revised Commemorative Naming Policy; AND THAT Council adopts the Commemorative Naming Policy for the Town of Tillsonburg; 10 Council Meeting – Agenda - 8 - AND THAT a By-Law be brought forward for Council consideration. 11.Staff Information Reports 11.1. RCP 16-13 – Picnic Pavilion Usage and Revenue RCP 16-13 - Picnic Pavilion Usage and Revenue Moved By: Seconded By: Proposed Resolution #22 THAT Council receives Report RCP 16-13, Picnic Pavilion Usage and Revenue, as information. 12.Committee Minutes & Reports 12.1. Minutes, Accessibility Advisory Committee Minutes, March 9, 2016 12.2. Minutes, Cultural Advisory Committee Minutes, January 9, 2016 Minutes, March 9, 2016 12.3. Minutes, HBC Committee Minutes, March 3, 2016 12.4. Minutes, Museum Advisory Committee Minutes, February 25, 2016 12.5. Minutes, Parks & Recreation Advisory Committee Minutes, March 8, 2016 12.6. Minutes, Physician Recruitment Committee Minutes, March 9, 2016 12.7. Minutes, Police Services Board Minutes, January 20, 2016 12.8. Minutes, Special Awards Committee Minutes, March 23, 2016 12.9. Minutes, Town Hall Steering Committee Minutes, March 10, 2016 11 Council Meeting – Agenda - 9 - Moved By: Seconded By: Proposed Resolution #23 THAT Council receives the Minutes of the Accessibility Advisory Committee for March 9, 2016; the Cultural Advisory Committee for January 9, 2016 and March 9, 2016; the Heritage, Beautification & Advisory Committee for March 3, 2016; the Museum Advisory Committee for February 25, 2016; the Parks & Recreation Advisory Committee for March 8, 2016; the Physician Recruitment Committee for March 9, 2016; the Police Services Board for January 20, 2016; the Special Awards Committee for March 23, 2016 and the Town Hall Steering Committee for March 10, 2016, as information. 12.10. Minutes, LPRCA Minutes, April 6, 2016 Moved By: Seconded By: Proposed Resolution #24 THAT Council receives the Minutes of the LPRCA for April 6, 2016, as information. 12.11. PRA 16-01, Pump Track Report PRA 16-01 Moved By: Seconded By: Proposed Resolution #25 THAT Council receives the information regarding the Pump Track from the Parks & Recreation Advisory Committee; AND THAT Council supports fundraising efforts by Terry Smith in order to provide the addition of a pump track to the Kolin Smith Skateboard Park. 12.12. PRA 16-02, Advertising on Ball Diamond Fencing PRA 16-02 Moved By: Seconded By: Proposed Resolution #26 THAT Council receives Report PRA 16-02, Advertising on Ball Diamond Fencing, as information. 12 Council Meeting – Agenda - 10 - 12.13. PRA 16-03, Off-Leash Dog Park Report PRA 16-03 Moved By: Seconded By: Proposed Resolution #27 THAT Council receives the update regarding the Off Leash Dog Park from the Dog Park Sub-Committee, as information. 12.14. PRA 16-04, Parking at Trottier Park PRA 16-04 Moved By: Seconded By: Proposed Resolution #28 THAT Council receives the information regarding parking at Trottier Park from the Parks & Recreation Advisory Committee; AND THAT Council endorses the placing of a parking lot at Trottier park and that the parking lot be laid out as recommended by the Advisory Committee. 12.15. PRA 16-05, Memorial Park Revitalization Project PRA 16-05 Moved By: Seconded By: Proposed Resolution #29 THAT Council receives the request from the Parks & Recreation Advisory Committee; AND THAT Council endorses the Terms of Reference for the Sub-Committee; AND THAT Council appoints Mike Cerna, Mel Getty, Susan Labanich, Dace Zvanitajs, Rosemary Dean, Scott Vitias, Derek Partlo, Trevor Lamb, Chris Parker, John Glass, Shane Curtis, Lance McKenzie, Cedric Tomico, Scott McKenzie and Terry Smith to the Memorial Park Revitalization Project Sub- Committee. 13 Council Meeting – Agenda - 11 - 12.16. SAC 16-01, Ontario Senior of the Year Award Special Awards Committee 16-01 Moved By: Seconded By: Proposed Resolution #30 THAT Council endorses the recommendation of the Tillsonburg Special Awards Committee regarding a nomination for the Ontario Senior of the Year Award; AND THAT Town Staff be directed to submit the formal nomination for Gayle Vermeersch to the Ontario Ministry of Citizenship, Immigration and International Trade. 12.17. SAC 16-02, Favourite Son/Daughter Award Criteria Special Awards Committee 16-02 Favourite Son-Daughter CRITERIA Moved By: Seconded By: Proposed Resolution #31 THAT Council adopts the Criteria for the Town of Tillsonburg Favourite Son/Daughter Award, as recommended by the Special Awards Committee. 13. Notice of Motions 14. By-Laws By-Laws from the Meeting of Monday, April 25, 2016 Moved By: Seconded By: Proposed Resolution #32 14.1. THAT By-Law 4006, To Prohibit and Regulate the Fortification and Protective Elements to Land within the Town of Tillsonburg; AND THAT By-Law 4007, To regulate fences in the Town of Tillsonburg; AND THAT By-Law 4008, To regulate swimming pool enclosures in the Town of Tillsonburg, be read for a third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same and place the corporate seal thereunto. 14 Council Meeting – Agenda - 12 - Moved By: Seconded By: Proposed Resolution #33 14.2. THAT By-Law 4011, Fire Service Dispatch Agreement, Agreement; AND By-Law 4012, To Adopt the Town of Tillsonburg Commemorative Naming Policy, Commemorative Naming Policy; AND By-Law 4013, To Adopt the Town of Tillsonburg RCP Pricing Policy, RCP Pricing Policy, be read for a first, second and third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Moved By: Seconded By: Proposed Resolution #34 14.3. THAT By-Law 4014, To confirm the proceedings of Council at its meeting held on the 25th day of April, 2016, be read for a first, second and third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. 15. Items of Public Interest 16. Adjournment Moved By: Seconded By: Proposed Resolution #35 THAT the Council Meeting of Monday, April 25, 2016 be adjourned at _____ p.m. 15 = 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 Darrell Eddington, Director of Finance Kevin De Leebeeck, Director of Operations Rick Cox, Director of Recreation, Culture & Park Services Tricia Smith, Deputy Clerk 1. Call to Order The meeting was called to order at 6:00 p.m. 2. Adoption of Agenda Moved By: Councillor Hayes Seconded By: Councillor Rosehart Proposed Resolution #1 THAT the Agenda as prepared for the Council meeting of Monday, April 11, 2016, be adopted. Carried 3. Moment of Silence 4. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, April 11, 2016 6:00 PM Council Chambers 200 Broadway, 2nd Floor Minutes 16 Council Meeting Minutes, April 11, 2016 - 2 - 5. Adoption of Council Minutes of Previous Meeting 5.1. Minutes of the Meeting of March 29, 2016 Minutes, March 29, 2016 Moved By: Councillor Hayes Seconded By: Councillor Rosehart Proposed Resolution #2 THAT the Minutes of the Council Meeting of March 29, 2016, be approved. Carried 6. Delegations and Presentations 6.1. Family Day Update Presented By: Brent Shepherd Delegation Request Event Report Presentation Brent Shepherd appeared before council to provide an update on the Family Day event. Family Day organizers are seeking volunteers for next year’s event. Moved By: Councillor Rosehart Seconded By: Councillor Hayes Proposed Resolution #3 THAT Council receives the presentation regarding Family Day, as information. Carried 6.2. 15th Annual Relay for Life in Tillsonburg Presented By: Jami Stephenson, Committee Chair & Alexsonoka Hebben Delegation Request Presentation Jami Stephenson and Aleksandra Webber appeared before Council to provide information about the 15th Annual Relay for Life event in Tillsonburg. Registration packages and luminary are available at the Tillsonburg RBC branch. The event will have a new venue this year and organizers are seeking volunteers. 17 Council Meeting Minutes, April 11, 2016 - 3 - Moved By: Councillor Rosehart Seconded By: Councillor Hayes Proposed Resolution #4 THAT Council receives the presentation regarding the 15th Annual Relay for Life in Tillsonburg, as information. Carried Moved By: Councillor Stephenson Seconded By: Councillor Esseltine Proposed Resolution #5 THAT Council move into the Committee of Adjustment to hear an application for Minor Variance at 6:25 p.m. Carried 7. Public Meetings 7.1. Application for Minor Variance- A-02/16 - Mike Klyn, 4 Victoria Way A-02/16 Report Report Attachments Application Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report 2016-87. Opportunity was given for comments and questions. The applicant, Mike Klyn appeared before council in support of the application. No member of the public appeared in support, or opposition to the application. Council passed the following resolution: Moved By: Councillor Stephenson Seconded By: Councillor Esseltine Proposed Resolution #6 THAT the Town of Tillsonburg Committee of Adjustment approves Application File A- 2/16, submitted by Mike Klyn, for lands described as Lot 30, Plan 41M-241, Town of Tillsonburg, as it relates to Relief from Section 6.2, to increase to the maximum permitted lot coverage of an ‘R1A’ zoned lot from 35% to 38% of the lot area, to facilitate the construction of a single-detached dwelling; 18 Council Meeting Minutes, April 11, 2016 - 4 - AND THAT Approval is conditional upon the issuance of a building permit for the single- detached dwelling within one year of the date of the Committee's decision. Carried Moved By: Councillor Esseltine Seconded By: Councillor Stephenson Proposed Resolution #7 THAT Council move out of the Committee of Adjustment and move back into regular session at 6:32 p.m. Carried 8. Information Items 8.1. Oxford County Federation of Agriculture Property Assessment Information Agriculture Property Assessment Information 8.2. Call for Nominations - Lincoln Alexander Award Lincoln Alexander Award 8.3. World Elder Abuse Awareness Day World Elder Abuse Awareness Day 8.4. Seniors Month in Ontario - Senior of the Year Award SM16 Letter Municipality EN Nominations for the Senior of the Year Award shall be received by the Clerk’s Office and information will be posted in the local newspaper. The Special Awards Committee will make a recommendation to Council at the April 25, 2016 meeting for the award. Moved By: Councillor Esseltine Seconded By: Councillor Stephenson Proposed Resolution #8 THAT Council receives items 8.1 to 8.4, as information. Carried 9. Reports from Departments 9.1. Clerk’s Office 9.1.1. CL 16-03 Fortification By-Law CL 16-03 Fortification By-Law 19 Council Meeting Minutes, April 11, 2016 - 5 - Draft Fortification By-Law - Feb 2016 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres Proposed Resolution #9 THAT Council receives report CL 16-03 Fortification By-Law; AND THAT a By-Law be brought forward for Council consideration. Carried 9.2. Development and Communication Services 9.2.1. DCS 16-15 Fence and Pool Enclosure By-Laws DCS 16-15 Fence and Pool Enclosure By-Laws Current Fence By-Law 3058 Proposed Fence By-Law 4007 Proposed Pool Enclosure By-Law 4008 Proposed Pool Enclosure By-Law Fines Staff were directed to circulate notice of the new Fence By-Law to local developers. Councillor Rosehart left the meeting at 6:48 p.m. Moved By: Councillor Adam Seconded By: Deputy Mayor Beres Proposed Resolution #10 THAT Council receives Report DCS 16-15, Fence and Pool Enclosure By-Laws; AND THAT Fence By-Law 4007, To regulate fences in the Town of Tillsonburg and Pool Enclosure By-Law 4008, To regulate pool enclosures in the Town of Tillsonburg, be brought forward for Council consideration. Carried 9.3. Finance 9.3.1. FIN 16-17 Funding of the Remaining Liability for Vacation Pay FIN 16-17 Funding of the Remaiing Liability for Vacation Pay FIN 15-14 Liability for Vacation Pay 20 Council Meeting Minutes, April 11, 2016 - 6 - Moved By: Deputy Mayor Beres Seconded By: Councillor Adam Proposed Resolution #11 THAT Council receives report FIN 16-17 Funding of the Remaining Liability for Vacation Pay; AND THAT the Vacation Pay Liability be funded from the 2015 surplus in the amount of $135,000; AND THAT $134,797 from the 2015 surplus, be contributed to specific reserves for funding of the remaining portion of the Vacation Pay Liability in 2016. Carried 10. Staff Information Reports 10.1. RCP 16-09 – Jan-Mar 2016 RCP Departmental Activity Reports RCP 16-09 - Jan-Mar 2016 RCP Departmental Activity Reports Jan-Mar 2016 Activity - Recreation Programs & Services Jan-Mar 2016 Activity - Culture and Heritage Jan-Mar 2016 Activity - Parks and Facilities Staff to provide a report to council with recommendations from the Recreation, Culture & Parks Advisory Committee in regards to advertising on ball diamond fencing. Moved By: Deputy Mayor Beres Seconded By: Councillor Adam Proposed Resolution #12 THAT Council receives Report RCP 16-09, Jan-Mar 2016 RCP Departmental Activity Reports for information. Carried 11. Notice of Motions 21 Council Meeting Minutes, April 11, 2016 - 7 - 12. By-Laws By-Laws from the Meeting of Monday, April 11, 2016 Moved By: Councillor Hayes Seconded By: Councillor Adam Proposed Resolution #13 12.1. THAT By-Law 4006, To Prohibit and Regulate the Fortification and Protective Elements to Land within the Town of Tillsonburg; AND THAT By-Law 4007, To regulate fences in the Town of Tillsonburg; AND THAT By-Law 4008, To regulate swimming pool enclosures in the Town of Tillsonburg, be read for a first and second time and this constitutes the first and second reading thereof. Carried Moved By: Councillor Hayes Seconded By: Councillor Esseltine Proposed Resolution #14 12.2. THAT By-Law 4009, To confirm the proceedings of Council at its meeting held on the 11th day of April, 2016, be read for a first, second and third and final reading and that the Mayor and the Clerk, be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried 13. Items of Public Interest The Community Strategic Plan Open House will be held on Monday, April 18, 2016 from 4 p.m. to 7 p.m. in the Marwood Lounge at the Community Centre. The official launch of the new Town Branding will take place at 5:30 p.m. during the Open House event. 14. Adjournment Moved By: Councillor Hayes Seconded By: Deputy Mayor Beres Proposed Resolution #15 THAT the Council Meeting of Monday, April 11, 2016 be adjourned at 7:36 p.m. Carried 22 23 24 25 Council Committee Request Council Committee Request forms and any written submissions or background information for consideration by Council must be submitted to the Clerk's office by the following deadline: 4:30 P.M. ON THE MONDAY PRIOR TO THE REQUESTED MEETING DATE Committee Information Committee Name Committee Chair Phone Number E-mail Request Details Desired Council meeting date (Council regularly meets the 2nd and 4th Monday of each month) Subject and comments for the Request Dollar Amount Requested, if applicable: __________________________________________________________________________________ Should you require assistance completing this form, please contact: Deputy Clerk at 519-688-3009 Ext. 3221 or tsmith@tillsonburg.ca Please note that submission of this form does not guarantee the approval of the request. The Clerk's office will confirm the request by e-mail after receiving this form. PLEASE COMPLETE PAGE TWO 26 Name of Staff Liaison Is there any supporting documentation you will be providing to Council? Will there be a Power Point presentation accompanying the request? I acknowledge that the Chair of the Committee (or representative) must be in attendance of the Council meeting to speak and answer questions Council may have: I acknowledge that all supporting documentation must be submitted by 4:30 p.m. to the Deputy Clerk by Monday before the meeting date: Copy of the Resolution as passed by the Committee Acknowledged Acknowledged Yes No Yes No Please forward completed forms to the Deputy Clerk at tsmith@tillsonburg.ca Personal information on this form is collected under the legal authority of the Municipal Act, as amended. The information is collected and maintained for purpose of creating a records that is available to the general public, pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act. Questions about this collection should be directed to the Municipal Clerk, Town of Tillsonburg, 200 Broadway Street, 2nd Floor, Tillsonburg, ON, N4G 5A7, Telephone 519-688-3009 Ext. 3224. 27 = At their meeting on Tuesday, March 8, 2016, the Parks and Recreation Advisory Committee passed the following resolution for Council’s consideration. 1. RESOLUTION voted on and carried (7-0) it was RESOLVED that the Committee supports the pumptrack and requests Council give approval to commence fundraising. At their meeting on Tuesday, April 12, 2016, the Parks and Recreation Advisory Committee passed the following resolutions for Council’s consideration. 2. On MOTION made by D. Zvanitajs, SECONDED by M. Cerna and carried (6-0) it was MOVED that all advertising signs face the spectators of the arena being used. 3. On MOTION made by B. McCormick, SECONDED by D. Baxter and carried (6-0) it was MOVED that the Dog Park report be forwarded to Council. 4. On MOTION made by D. Baxter, SECONDED by B. McCormick and carried (6-0) it was MOVED that the Committee recommends a parking lot be installed at Trottier Park that is laid out as per the Option #2 sketch. 5. On MOTION made by D. Baxter, SECONDED by D. Zvanitajs and CARRIED (6-0) it was MOVED that the list of appointees to the Memorial Park Revitalization Project subcommittee be recommended to Council. Each organization will only have one vote regardless of the number of organization members at the table. The Corporation of the Town of Tillsonburg Parks & Recreation Committee Council Meeting Monday April 25, 2016 Resolutions 28 29 30 Delivering the 2016 Assessment Update Town of Tillsonburg April 25, 2016 Jennifer Lajoie Account Manager 31 The Municipal Property Assessment Corporation determines Current Value Assessments and classifications for all properties in Ontario. The Provincial Government passes legislation, sets assessment policies and determines education tax rates. The Province also operates an independent assessment appeal tribunal – the Assessment Review Board (ARB). Municipalities determine revenue requirements, set municipal tax rates and collect property taxes to pay for your municipal services. PROPERTY ASSESSMENT & PROPERTY TAXES Police and fire protection Roads, sidewalks, public transit Waste management Parks & leisure facilities The Ontario Property Taxpayer 32 ONTARIO’S ASSESSMENT CYCLE 2008 2009-2012 Tax Years January 1, 2008 (valuation date) 2012 2013-2016 Tax Years January 1, 2012 (valuation date) 2016 2017-2020 Tax Years January 1, 2016 (valuation date) 33 2012 ASSESSMENT UPDATE 2016 ASSESSMENT UPDATE 2016 ASSESSMENT UPDATE 2012 2012 Roll Delivery 2014 2016 2015 2016 Roll Delivery Early and frequent engagement with constituents 34 NOVEMBER 2016 DECEMBER 2016 DATA COLLECTION & PREPARATION Building permits Sales reviews Site variable update project Farm forestry exemptions reviews Requests for Reconsideration Severances and Consolidations Data integrity checks MPAC initiated reviews Process controls Tax and Vacancy Applications Municipal Requests Appeals Property Owner Enquiries 3945 data touchpoints for Tillsonburg 35 Level 1 - Methodology Guides Comprehensive guides that explain assessment methodology. Level 2 – Market Valuation Reports Comprehensive reports that explain how assessment methodology was applied at the sector level to value properties for the 2016 Assessment Update Level 3 – Property Specific Valuation Information Detailed information that is available through secure‐access only TRANSPARENCY AND SHARED UNDERSTANDING 36 Benefits for municipalities: Improved roll predictability and stability Improved risk analysis Opportunity to provide feedback Benefits for property taxpayers: No surprises Increased satisfaction and confidence Easy access to property information Opportunity to provide feedback No surprises BENEFITS OF ADVANCED DISCLOSURE 37 Residential property owners will receive their Property Assessment Notices starting April 18th Farm Property Assessment Notices will be mailed October 11th Multi-Residential and Business Notices will be mailed October 18th THE NEW ASSESSMENTS WILL SERVE AS THE BASIS FOR CALCULATING PROPERTY TAXES FOR 2017 – 2020 2016 PROPERTY ASSESSMENT NOTICES 38 2016 ASSESSMENT UPDATE The Residential Experience 39 2016 PROPERTY ASSESSMENT NOTICE 40 2016 PROPERTY ASSESSMENT NOTICE Municipal-specific Issue Date 41 2016 PROPERTY ASSESSMENT NOTICE 2016 Assessed Value Assessment Overview •Assessed Value as of January 1, 2016 •Assessed Value as of January 1, 2012 •Change between 2012 and 2016 42 2016 PROPERTY ASSESSMENT NOTICE Property Details How does MPAC assess my property? Five major factors affecting residential values 43 2016 PROPERTY ASSESSMENT NOTICE Have questions about your assessment? Login to AboutMyProperty™ 44 2016 PROPERTY ASSESSMENT NOTICE Description of Ontario’s property assessment system 45 CHANGES TO FILING A REVIEW (BILL 144) Residential property owners have 120 days from the Issue Date of their Property Assessment Notice to file a Request for Reconsideration (RfR) The RfR deadline for Tillsonburg is August 16, 2016 The Issue Date and RfR deadline are included on the Notice The early delivery of Assessment Notices and a 120-day RfR deadline will allow RfRs to be processed before Assessment Rolls are sent to municipalities – greater stability and accuracy 46 HOW CAN I LEARN MORE ABOUT MY ASSESSMENT? 47 Through AboutMyProperty™ property owners can: Access information on how their property was assessed Compare their assessment to others in their community Learn more about property values through Market Trends (available before login) Login information is included on every Notice mailed. ABOUTMYPROPERTY.CA 48 STEP 1: Ask yourself: “Could I have sold my property for the assessed value on January 1, 2016?” STEP 2: Visit aboutmyproperty.ca to review the information MPAC has on file for your property. STEP 3: Contact MPAC STEP 4: File a Request for Reconsideration STEP 5: File an appeal with the Assessment Review Board RESOLVING ASSESSMENT CONCERNS 49 We are here to help. Contact MPAC with any questions you may have regarding your property assessment. CALL our Customer Contact Centre 1 866 296-MPAC (6722) 1 877-889-MPAC (6722) TTY ONLINE at mpac.ca VISIT a local field office WRITE to P.O. Box 9808, Toronto ON M1S 5T9 FAX 1 866 297 6703 If you have accessibility needs, please let us know how we can best accommodate you CONTACT MPAC 50 ENHANCING MUNICIPAL ENGAGEMENT 51 Redesigned Municipal Connect™ •Increased transparency •Improved stability and predictability in the municipal tax base •Modern and flexible way to access assessment information Access to 2016 base year values (2017-2020 tax years) •Support municipal understanding of assessed values •Early consultation/discussion for greater roll stability •Insight into assessment at risk MUNICIPAL CONNECT™ 52 To support municipalities in their communication efforts regarding the 2016 province-wide Assessment Update, MPAC has prepared a fully customizable toolkit that includes: •MPAC Contact information •Key Messages and Frequently Asked Questions •Information about Property Assessment Notice Mailing Dates •Written Material for Print or Web •Social Media Materials •Links to Videos on MPAC’s YouTube Channel MUNICIPAL TOOLKIT 53 PRELIMINARY RESIDENTIAL MARKET TRENDS 54 55 56 RESIDENTIAL MARKET TRENDS Preliminary Values as of March 23, 2016 Median percentage change in assessed value from 2016 to 2017 Oxford County Town of Tillsonburg Property Type % Change % Change Overall Residential 1.9 1.7 Single-family Home 1.8 1.7 Condominium 1.5 -2.1 Assessment Changes 2016 to 2017 57 RESIDENTIAL MARKET TRENDS Preliminary Values as of March 23, 2016 Change in assessed value between base valuation years (2012 to 2016) Town of Tillsonburg Property Type Change in Value Since 2012 2016 CVA Single-family Residential $15,000 $228,000 Condominium -$3,000 $124,000 Typical Assessed Values 58 QUESTIONS? 59 60 61 2015 ANNUAL REPORT LONG POINT REGION CONSERVATION AUTHORITY 62 2 63 Message from the Chair 4 General Manager’s Report 5 Protecting Life & Property 7 Enhancing Watershed Health 11 Connecting People to Nature 15 Financing Conservation 18 Board of Directors 19 LPRCA Team 19 Front cover photo: Kevin Babbey CONTENTS © Glenn Davy Backus War of 1812 Re-enactment 364 MESSAGE FROM THE CHAIR In keeping with the vision, mission, values and goals of the Long Point Region Conservation Authority’s, 5 year (2014-18) strategic plan, I am pleased to highlight a number of activities that have taken place over the course of the year. The Long Point Region Source Protection Plan developed by the Lake Erie Region Source Protection Committee in cooperation with the municipal and community partners received final approval from the Ontario Ministry of Environment and Climate Change. The science-based plans are to protect the water quality of our lakes, rivers and underground sources which supply 13 local municipal drinking water systems within the watershed. In an effort to support outdoor education experience and enhance cultural heritage participation, rejuvenation of the Backus Museum Committee has taken place. Through the generous financial contribution of The W. Garfield Weston Foundation, the 217-year old, nationally historic, Backus Grist Mill was restored to operating condition. Foundation members toured the Long Point district and were among the special guests recognized at the “Millstones Turn Again” event at Backus. An extensive review of the Conservation Authorities Act took place in which input was sought from municipal partners. The process ensured community input regarding the current and future mandate of Ontario’s 36 Conservation Authorities. In concert with Conservation Ontario, LPRCA continues to lobby the Province in support of local municipalities and fair compensation for provincially legislated work being carried out on behalf of the Ontario government. In cooperation with the Grand River Conservation Authority, LPRCA hosted a very successful Biennial Tour. Some 75 conservation-minded visitors learned about our unique watershed, programs offered and viewed leading edge project sites. In an effort to recognize the farming community for the many ecological benefits that private landowners provide to society as a whole the ALUS Bayham project has been expanded throughout Elgin County. The LPRCA has actively participated in workshops on how to deal with the invasive phragmites. This aggressive growing pest is inflicting serious environmental, social and economic impacts on wetlands within the watershed. The Lee Brown Marsh Management Committee has developed leading edge management techniques to combat the spread of phragmites thereby restoring habitat for wildlife and species potentially at risk. LPRCA has been involved with delivery of several other community programs and services to mention a few: n Hosting of a Cover Crop and Soil Health Workshop n A tree planting event at Annandale Park, Tillsonburg n War of 1812 Re-enactment at Backus Enhanced communication and forging close working relationships with our partners has proven to be of great benefit for our watershed and its constituents. In the name of conservation, on behalf of the Board of Directors, I thank the General Manager and staff for their efficient delivery of many effective programs and services. Your dedication and hard work in protecting, enhancing and restoration of a healthy watershed is appreciated. Michael Columbus, Chair 4 65 GENERAL MANAGER’SREPORT In 1964, Bob Dylan released “The Times They Are a-Changin.” The song starts off: Come gather ‘round people Wherever you roam And admit that the waters Around you have grown And accept it that soon You’ll be drenched to the bone If your time to you Is worth savin’ Then you better start swimmin’ Or you’ll sink like a stone For the times they are a-changin’ As with any piece of art, interpretation is left up to the eye (or the ear) of the beholder. Saying that Dylan was predicting global warming fifty years ago is very probably a stretch. What he certainly was saying is that as time does move on, things do change – and that we need to adapt in order to survive. As such, conservation authorities across Ontario through their umbrella organization, Conservation Ontario, continue to lobby the provincial government for real meaningful change during the current Conservation Authorities Act Review. Conservation Ontario is hoping that the Review is the opportunity to ask the Province to sit down with conservation authorities, recognize the work that is done on their behalf regarding various pieces of legislation, and compensate the local conservation authorities accordingly. The Long Point Region Conservation Authority’s (LPRCA) municipal partners are well versed in this process having entertained a number of briefings on the subject in 2015. For two decades now, municipal partners have been picking up the shortfall – recognizing the importance of conservation authority services to the environmental, social and economic needs of the region. The 2014-2018 LPRCA Strategic Plan confirms the importance of these services locally as no municipal partner wanted to see a cut in those services. And while LPRCA still maintains a lower municipal levy when compared to its counterparts across the Province, the means in doing so has resulted in revenues generated through forestry and parks being diverted from land acquisition and capital upgrades respectively, in order to cover off the on-going shortfall in provincial support. It is a balancing act that is not only unsustainable (municipalities have their own financial challenges), but unfair if one looks back 60+ years ago when municipalities and the Province partnered to create conservation authorities in order to protect people from flooding and erosion. At its peak, LPRCA received 39% of its funding from the provincial government; the current budget identifies provincial support at roughly 3 percent. Real leadership has been demonstrated at the local level by municipalities and their representatives in providing tools to their respective conservation authorities in order to continue to provide the wide range of services enjoyed by their constituents. Municipalities through their conservation authorities have adapted to the change in the funding relationship – developing numerous partnerships elsewhere, sharing resources with neighbouring agencies, seeking out new revenue streams, etc. But that only goes so far in the current economy. The opportunity is here now for the Province to embrace that change as well – to recognize that the status quo is no longer acceptable and that stagnated provincial grants do not advance either provincial or local needs when it comes to dealing with aging water control structures, protecting people’s properties and delivering other programs and services. The times, they are a-changin and as Dylan suggests, one can either adapt or get left behind. My thanks to LPRCA’s Board for their continued leadership in 2015 and to the staff who through their efforts continue to enhance our region for the betterment of everyone. Cliff Evanitski, General Manager/Secretary-Treasurer 566 6 Photo: Ryan Bonin67 PLANNING & REGULATIONS LPRCA’s Planning and Regulatory Services protects people and property from risks posed by flooding and erosion and promotes sustainable development through providing planning review and advice and regulating development in wetlands, along the Lake Erie shoreline and near watercourses. n Processed 359 applications and inquiries under various provincial acts: Conservation Authorities Act, Planning Act and Drainage Act n Participated in the 2015 South Western Ontario Orthoimagery Project (SWOOP), managed by the Ontario Ministry of Natural Resources and Forestry, to acquire updated digital aerial photography. The project encompasses an area of approximately 44,000 km2 of southwestern Ontario including complete coverage of the LPRCA watershed (2,800 km2). The goal is to update the imagery on a five year cycle, to assist LPRCA staff in measuring natural heritage change, clearly defining what is on the landscape for reviewing planning and regulations requests, planning conservation services projects, and answering other day to day questions. n Started a project to update existing hazard line mapping, beginning with areas in Haldimand County PROTECTING LIFE & PROPERTY 165 104 90Applications reviewed and approved under Ontario Regulation 178/06 Responses to property inquiries Applications reviewed with respect to natural hazard and natural heritage issues under the Planning Act 7Photo: Ryan Bonin 68 8 69 FLOOD FORECASTING & WARNING LPRCA monitors, on an ongoing basis, weather forecasts and watershed conditions at locations across the watershed which help provide advance warning of high water levels, and in times of drought, low water levels. Water level and related information is recorded through a monitoring network of stream gauges, rain gauges and snow survey course sites. The heavy snowpack throughout the winter and early spring helped to recharge water levels moving into the summer months. Although water levels fluctuated over the course of the spring and summer months, regular storm events provided enough rainfall accumulation to keep the watershed out of a low water condition. As a result, the LPRCA did not issue any Low Water Condition messages during 2015. In 2015, lake levels reached the highs of 1998 as a result of the previous two winter seasons. Locally, lake levels were most impacted by the snowfall and resulting snowmelt from the upper Great Lakes received over the past two winters. Strong winds, especially those from the south-west, were particularly concerning as they can raise water levels and, together with the waves, lead to flooding, road closures and erosion. n Issued 4 Flood Warning messages; 2 Watershed Conditions Statements for “Water Safety” and 2 Flood Watches for the Lake Erie shoreline to provide municipal partners with timely information about flood risks n Undertook routine maintenance, calibration and inspections at 10 dams and 3 water control structures n Approved for $73,000 in funding from the Ontario Ministry of Natural Resources and Forestry through the Water and Erosion Control Infrastructure (WECI) program to support studies and repairs at several dams. Funded projects included: inspecting bridge at Backus, assessing hydraulic capacity at Hay Creek, completing dam safety review at Vittoria, erecting safety fencing at Hay Creek and assessing the condition of the dam at Teeterville. Photo: Ryan Bonin Deer Creek CA 970 10 71 ENHANCING WATERSHED HEALTH TREE PLANTING PROGRAM In 2015, a contract was secured with Ontario Power Generation to support landowners with small-scale planting projects. This tree planting program will help forest fragmentation, carbon sequestration and improve linkages between natural areas. LPRCA planted 7,000 seedlings for eight landowners with projects up to 2.5 acres in size. LPRCA, in conjunction with the Township of South West Oxford, continued to plant trees along municipal roadsides to replace those that have been lost over the years. Seventy- five native, large stock trees were planted through the Trees for Roads program. The Private Landowner Tree Planting Assistance Program was a success in 2015, with 7,260 seedlings planted for eighteen participating landowners. Trees Ontario’s 50 Million Tree Plant program provided funding assistance to landowners to plant 44,230 trees. Four community planting events geared to specific groups or volunteers were organized. For the second year, Siemens Canada employees planted trees in Tillsonburg for Earth Day with funding support from Tree Canada. The 100 trees planted will help expand Tillsonburg’s tree canopy and provide additional shade at Annandale Park. An additional 1,000 trees were planted in early May at Annandale Park with help from the community as part of Keep Tillsonburg Beautiful Day. 75,323 Trees planted 52 Landowners assisted 83 Acres greened 1172 9 Sites monitored for water quality as part of the Provincial Water Quality Monitoring Program 11 Wells monitored for groundwater quality and water level STEWARDSHIP Long Point Region Conservation Authority’s Healthy Watershed Services Program strives to enhance or restore habitat and nature heritage features through activities such as tree planting, landscape restoration, landowner information, wetlands enhancement and agricultural best management practices. Stewardship activities are undertaken in partnership with landowners, community organizations, businesses, various levels of government and external funding partners. Rural Water Quality Programs (RWQP) available in the Counties of Brant, Elgin, Haldimand and Oxford continue to be a good source of technical advice and funding for landowners. These programs are collaborative projects between municipalities and local Conservation Authorities aimed at encouraging projects that improve and protect local water quality. In 2015, four projects were approved, totaling $15,000 in Elgin Clean Water Project grants. Two projects were approved under the Brant Rural Water Quality Program, with the Haldimand RWQP supporting a wetland creation project. LPRCA worked with the Alternative Land Use Services programs in Norfolk and Bayham to complete 4 wetland construction projects. Recreating these important wetland habitats helps increase biodiversity and provides habitat for a variety of wildlife. A wetland enhancement project in the Township of South West Oxford was undertaken in partnership with Environment Canada’s National Wetland Conservation Fund (NWFC), Stewardship Oxford, Ducks Unlimited Canada, and the landowner. The purpose of the project was to increase open water habitat in the Dereham Wetlands Complex. The NWFC contributed $35,400 towards project costs. A wetland was created adjacent to the lower Big Creek Valley to improve species at risk habitat and increase biodiversity. The project was completed under the Essex-Erie initiative with $7,594 in funding from Environment Canada’s Habitat Stewardship Program. Environment Canada’s Habitat Stewardship Program for Species at Risk provided $20,010 in support of a project to restore Brook Trout habitat. Alternative drain maintenance activities in the Norfolk Sand Plain were undertaken in partnership with Norfolk County. Activities to restore and enhance Brook Trout habitat and populations included establishing sand traps, constructing in- stream cover in six municipal drains and installing gravel for spawning beds. 12 73 MONITORING Watershed monitoring activities focus on collecting environmental data to evaluate and report on existing conditions within the watershed and to establish priorities for watershed protection and restoration activities. LPRCA works in partnership with provincial water monitoring programs to support local initiatives as well as provincial monitoring networks. Groundwater and surface water monitoring information supports decision-making on Permit-to-Take-Water applications, low water response and drinking water source protection. Fish populations were monitored by electroshocking to determine if restoration efforts at former dam locations have made a positive difference to watershed health. Rainbow Trout, a cold water species was found in Big Otter Creek at Rocks Mill, and Brook Trout, a native cold water species was netted in Patterson and Davis Creeks at Sutton Conservation Area. LPRCA continued to work with Norfolk County to collect water quality samples and measure stream flow in Big Creek and the Lynn River. Samples were collected and analyzed to meet the County’s monitoring obligations to the Ontario Ministry of the Environment and Climate Change for both the Delhi and Simcoe wastewater treatment facilities. PROTECTING DRINKING WATER AT THE SOURCE The Long Point Region Source Protection Plan was approved by the Minister of the Environment and Climate Change on November 4, 2015. The Source Protection Plan, which becomes effective on July 1, 2016, was developed to meet the objectives outlined in the Clean Water Act, 2006 and put in place policies to protect sources of municipal drinking water within the vulnerable areas identified within the Long Point Region Assessment Report. The Plan was developed over eight years and is based on technical studies, collaborative policy development, and extensive public consultation. The process was guided by the Lake Erie Region Source Protection Committee made up of representatives from municipalities, business, industry, farmers, First Nations, landowners, and other stakeholders. 2 Permit-to-Take-Water applications reviewed 19 Sites monitored for benthic macroinvertebrates, a measure of stream health 28 Temperature loggers installed to monitor thermal characteristics in streams 1374 14 © Glenn Davy Backus War of 1812 Re-enactment75 CONSERVATION AREAS & LANDHOLDINGS Long Point Region Conservation Authority owns and manages just over 4,450 hectares (11,000 acres) of conservation lands and forests. More than 2,778 hectares (6,864 acres) of this land base is working forests. These lands play an important role in our watershed by protecting natural heritage features and providing local communities, and the people who visit each year, with recreation, outdoor education and tourism opportunities. LPRCA continues to invest in the improvement of conservation area infrastructure. A washroom building was refurbished at Haldimand Conservation Area while at Backus Heritage CA, siding and windows were replaced in the museum building. Additional staff time was allocated to remove hazard trees in the campgrounds at Haldimand and Norfolk Conservation Areas. CONNECTING PEOPLE TO NATURE 2-acre Property adjacent to Middleton McConkey Tract was received as a donation from the landowner4Forest tracts, totaling 223 acres, were surveyed by an ecologist 198 Acres in 3 forest tracts were marked, tendered and sold for harvest 7 Prescriptions (operating plans) for 2015 operating season were approved 1576 FOREST MANAGEMENT LPRCA’s forests are managed in a sustainable manner with activities guided according to an approved Forest Management Plan. Sustainable forest management provides for long-term health of the watershed’s forests while providing social, economic and environmental benefits. An ecologist was contracted to survey forest properties that will receive some form of silvicultural treatment for species at risk plants and vegetative communities. The purpose of the exercise is to ensure that sensitive species are not impacted when forest management activities are carried out. In early July, Canada approved the release of a second non-native Emerald Ash Borer (EAB) parasitoid. The same Middleton McConkey Tract where Tetrastichus planipennisi were released in 2014 was used for the release of Oobius agrili. LPRCA staff hung vials with parasitized EAB eggs on trees within the original release site over a 3 week period. 16 77 OUTREACH & EDUCATION A special ceremony was held in early July to mark the completion of major repairs to the 217-year old Backus Mill. Capital improvements included repairing the foundation, replacing support beams, renovating windows, and realigning the mill stones, with a video produced to chronicle the restoration work. Funding for the project was provided by donations from the public with a significant donation from The W. Garfield Weston Foundation. The Lake Erie Student Conference was held in Port Dover, with close to 100 grade 11 and 12 students in attendance. The conference was designed to create an opportunity for the students and teachers to learn about and make connections to Lake Erie. Highlights included hands-on water quality sessions, citizen science training with Birds Studies Canada, the threat of invasive species and a visit to a waste water treatment plant. The conference was presented with support from LPRCA, the Ontario Ministry of the Environment and Climate Change, the Grand Erie District and Brant Haldimand Norfolk Catholic District school boards with the Upper Thames River and Grand River conservation authorities. Jacquie McCormack was awarded the Leighton and Betty Brown Conservation Scholarship. The $1,000 scholarship is presented to a graduating high school student who is pursuing conservation-related studies at the post secondary level and has shown a commitment to the environment. LPRCA staff worked together with the Grand River Conservation Authority (GRCA) to host the 2015 Conservation Authorities Biennial Tour in September. The tour highlighted the value that watershed partners add to our conservation efforts. Through several showcase projects, delegates were provided with a view into our successes of the past, unique local initiatives and challenges of the future. 20th 7 4,000+Anniversary of the Deer Creek Children’s Fishing Derby was celebrated Original paintings received as a donation from local artist Vic Gibbons Students participated in conservation and heritage education programs at Backus Heritage Conservation Area 1778 REVENUE Municipal Levy - Operating $ 1,135,137 27% Municipal Levy - Capital $ 174,086 4% Provincial Funding $ 68,240 2% Fees $ 2,259,523 54% Forestry Sales $ 504,838 12% Other $ 5,105 1% Total $ 4,146,929 100% USE OF OPERATING LEVY Corporate Services $ 336,806 29% Watershed Management Services $ 454,716 40% Community Relations $ 109,145 10% Backus Heritage CA $ 91,458 8% Conservation Land Management - Other $ 143,012 13% Total $ 1,135,137 100% SHARE OF OPERATING LEVY Haldimand County $ 164,510 15% Norfolk County $ 600,471 53% Oxford County $ 243,499 21% Brant County $ 67,630 6% Bayham Municipality $ 50,983 4% Malahide Township $ 8,044 1% Total $ 1,135,137 100% EXPENDITURES Watershed Management $ 854,494 20% Community Relations $ 109,374 3% Backus Heritage CA $ 550,612 13% Conservation Land Management - Other $ 553,221 13% Conservation Land Management - Forestry $ 384,814 9% Conservation Land Management - Parks $ 705,857 17% Corporate Services $ 1,044,034 25% Total $ 4,202,406 100% 2015 FINANCING CONSERVATION 18 LPRCA would like to thank all watershed partners for their volunteer and financial support throughout 2015. 79 2015 Board of Directors LPRCA Staff CHAIR MIKE COLUMBUS, Norfolk County VICE CHAIR DAVE BERES, Town of Tillsonburg DIRECTORS LEROY BARTLETT, Haldimand County DOUG BRUNTON, Norfolk County ROBERT CHAMBERS, Brant County ROGER GEYSENS, Norfolk County CRAIG GRICE, Haldimand County NOEL HAYDT, Norfolk County DAVE HAYES, Township of Southwest Oxford JOHN SCHOLTEN, Township of Norwich TOM SOUTHWICK, Municipality of Bayham & Township of Malahide LEE BROWN MARSH MANAGEMENT COMMITTEE TOM HASKETT, Chair TREVOR BROWN DOUG BRUNTON LARRY CHANDA MIKE COLUMBUS BARRY SMITH BACKUS MUSEUM COMMITTEE ROBERT CHAMBERS BETTY CHANYI MIKE COLUMBUS ROGER GEYSENS NOEL HAYDT TED MOLE KEVIN O’HALLORAN RON SACKRIDER TREVOR SHELLY JULIE STONE MADALINE WILSON CLIFF EVANITSKI, General Manager/Secretary-Treasurer JUDY MAXWELL, Manager Corporate Services DAVID HOLMES, Field Superintendent LORRIE MINSHALL, Interim Manager Watershed Services JANICE ROBERTSON, Supervisor of Community Relations BONNIE BRAVENER, Resource Technician KIM BROWN, Marsh Manager JERRY DEBACKERE, Forestry Technician ROBIN DECLOET, Heritage Programmer/Curator PAUL GAGNON, Lands & Waters Supervisor BEN HODI, Water Resources Analyst CRAIG JACQUES, Source Water Protection Technician CAROLYN JONES, Accounting & Administration Supervisor EJAY LAI, GIS Technician/IT Specialist BOB MATTHEWS, Carpenter KYLE MAUTHE, Lands & Waters Technician/ALUS Bayham Coordinator (until July) DANA MCLACHLAN, Administrative Assistant JUSTIN MILLER, Resource Planning Assistant (until November) FRANK SCHRAM, Workshop Supervisor FIONA STREET, Outdoor Educator DEBBIE THAIN, Forestry Technician MORGAN VAN LAEKEN, Lands & Waters Technician (from September) GINNY VANLOUWE, Accounting Clerk PAM WALTHER-MABEE, Backus Heritage CA Supervisor JENNIFER WILSON, Healthy Watersheds Specialist (until September) 1980 4 Elm Street, Tillsonburg, ON N4G 0C4 Tel.: 519-842-4242 Toll Free: 1-888-231-5408 Fax: 519-842-7123 Email: conservation@lprca.on.ca lprca.on.ca @longpointca Member of the Conservation Ontario Network 81 Financial Statements of LONG POINT REGION CONSERVATION AUTHORITY Year ended December 31, 2015 82 LONG POINT REGION CONSERVATION AUTHORITY Index to the Financial Statements Year ended December 31, 2015 INDEPENDENT AUDITORS’ REPORT Statement of Financial Position 1 Statement of Operations 2 Statement of Changes in Net Financial Assets 3 Statement of Cash Flows 4 Notes to Financial Statements 5 - 13 83 KPMG LLP Telephone 519-747-8800 115 King Street South Fax 519-747-8830 2nd Floor Internet www.kpmg.ca Waterloo ON N2J 5A3 INDEPENDENT AUDITORS' REPORT To the Board of Directors of Long Point Region Conservation Authority We have audited the accompanying financial statements of Long Point Region Conservation Authority (the “Authority"), which comprise the financial position as at December 31, 2015 and the statements of operations, changes in net financial assets and cash flows for the year then ended and a summary of significant accounting policies and other explanatory information. Management's Responsibility for the Financial Statements Management is responsible for the preparation and fair presentation of these financial statements in accordance with Canadian public sector accounting standards, and for such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error. Auditors’ Responsibility Our responsibility is to express an opinion on these financial statements based on our audit. We conducted our audit in accordance with Canadian generally accepted auditing standards. Those standards require that we comply with ethical requirements and plan and perform an audit to obtain reasonable assurance about whether the financial statements are free from material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditors’ judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, we consider internal control relevant to the Authority's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the Authority's internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion. KPMG LLP, is a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. KPMG Canada provides services to KPMG LLP. 84 Page 2 Basis for Qualified Opinion In common with many not-for-profit organizations, the Authority derives revenue from donations and sundry cash sources, the completeness of which is not susceptible of satisfactory audit verification. Accordingly, our verification of these revenues was limited to the amounts recorded in the records of the Authority. Consequently, we were unable to determine whether any adjustments to these amounts were necessary. Qualified Opinion In our opinion, except for the possible effects of the matter described in the Basis for Qualified Opinion paragraph, the financial statements present fairly, in all material respects, the financial position of Long Point Region Conservation Authority as at December 31, 2015, and of its financial performance and its cash flows for the year then ended in accordance with Canadian public sector accounting standards. Chartered Professional Accountants, Licensed Public Accountants February 17, 2016 Waterloo, Canada 85 1 LONG POINT REGION CONSERVATION AUTHORITY Statement of Financial Position December 31, 2015, with comparative information for 2014 2015 2014 Financial Assets Cash (note 4) $ 494,143 $ 424,287 Investments (note 5) 6,006,080 6,180,327 Accounts receivable 119,106 216,227 Accrued receivable 73,176 8,976 Other receivables 47,951 53,067 6,740,456 6,882,884 Financial Liabilities Accounts payable and accrued liabilities 206,017 177,590 Deferred revenue (note 7) 863,180 943,916 1,069,197 1,121,506 Net financial assets 5,671,259 5,761,378 Non-Financial Assets Tangible capital assets (note 6) 6,343,001 6,308,359 Net assets $ 12,014,260 $ 12,069,737 Accumulated Surplus Accumulated surplus - internally restricted (note 8) $ 615,457 $ 709,424 Accumulated surplus - externally restricted (note 9) 5,055,802 5,051,954 Accumulated surplus - tangible capital assets 6,343,001 6,308,359 Total accumulated surplus $ 12,014,260 $ 12,069,737 See accompanying notes to financial statements. On behalf of the Board: Director Director 86 2 LONG POINT REGION CONSERVATION AUTHORITY Statement of Operations Year ended December 31, 2015, with comparative information for 2014 Budget Actual Actual 2015 2015 2014 (note 11) Revenue: Municipal levies: General $ 1,135,137 $ 1,135,137 $ 1,076,330 Special 174,086 174,086 130,200 Government grants: Provincial transfer 67,300 68,240 68,240 Corporate/fixed services 100,639 219,676 251,424 Community relations 8,100 6,142 10,875 Watershed management services 250,227 460,617 271,526 Conservation land management - forestry 470,507 504,838 514,942 Backus Heritage conservation area 417,129 521,898 479,954 Conservation land management - conservation parks 787,018 785,061 758,786 Donations - 7,600 Other 261,991 266,129 258,559 Gain (loss) on disposal of tangible capital assets - (2,495) 31 Total revenue 3,672,134 4,146,929 3,820,867 Expenditures: Corporate/fixed services 887,566 1,044,034 960,114 Community relations 117,245 109,374 137,385 Watershed management services 791,463 854,494 681,931 Conservation land management - forestry 432,690 384,814 402,577 Backus Heritage conservation area 539,839 550,612 579,362 Conservation land management - conservation parks 631,205 705,857 665,151 Other 482,751 553,221 511,906 Total expenditures 3,882,759 4,202,406 3,938,426 Excess (deficiency) of revenue over expenditures $ (210,625) $ (55,477) $ (117,559) See accompanying notes to financial statements. 87 3 LONG POINT REGION CONSERVATION AUTHORITY Statement of Changes in Net Financial Assets Year ended December 31, 2015, with comparative information for 2014 2015 2014 Excess (deficiency) of revenue over expenditures $ (55,477) $ (117,559) Acquisition of tangible capital assets (177,963) (297,867) Disposition of tangible capital assets 3,557 7,991 Amortization of tangible capital assets 139,764 133,643 Change in net financial assets (90,119) (273,792) Net financial assets, beginning of year 5,761,378 6,035,170 Net financial assets, end of year $ 5,671,259 $ 5,761,378 See accompanying notes to financial statements. 88 4 LONG POINT REGION CONSERVATION AUTHORITY Statement of Cash Flows Year ended December 31, 2015, with comparative information for 2014 2015 2014 Cash provided by (used in): Operating activities: Excess (deficiency) of revenue over expenditures $ (55,477) $ (117,559) Items not involving cash: Amortization of tangible capital assets 139,764 133,643 Gain (loss) on disposal of tangible capital assets 2,495 (31) Changes in non-cash operating working capital: Accounts receivable 97,121 (122,410) Accrued receivable 28,427 3,621 Other receivables (80,736) (15,647) Accounts payable and accrued liabilities (64,200) (97,535) Deferred revenue 5,116 173,395 72,510 (42,523) Investing activities: Acquisition of tangible capital assets (177,963) (297,867) Purchase of investments 38,152 329,672 Proceeds on maturities of investments 136,095 131,807 Proceeds on disposal of tangible capital assets 1,062 8,022 (2,654) 171,634 Increase in cash 69,856 129,111 Cash, beginning of year 424,287 295,176 Cash, end of year $ 494,143 $ 424,287 See accompanying notes to financial statements. 89 5 LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements Year ended December 31, 2015 1. Purpose of organization: The Long Point Region Conservation Authority (the Authority) is established under the Conservation Authorities Act of Ontario and works with local communities, and other partners, to achieve the conservation, restoration, development and responsible management of our water, land and natural habitats through programs that balance human, environmental and economic needs. The objectives of the Authority are as follows: (a) To ensure that the Long Point Region watershed lands and waters are properly safeguarded, managed and restored. (b) To protect, manage and restore watershed woodlands, wetlands and natural habitats. (c) To develop and maintain programs that will protect life and property from natural hazards such as flooding and erosion. (d) To provide opportunities for the public to enjoy, learn from and respect the watershed’s natural and cultural environments. 2. Significant accounting policies: The financial statements of the Authority are prepared by management in accordance with Canadian generally accepted accounting principles for organizations operating in the local government sector as recommended by the Public Sector Accounting Board (PSAB) of the Chartered Professional Accountants of Canada. Significant aspects of the accounting policies adopted by the Authority are as follows: (a) Description of fund balances: Internally restricted funds are those with restrictions imposed by the Board of Directors. Internally restricted funds are as follows: (i) The Education Centre Maintenance Fund for the maintenance of the Backus Conservation Education Centre. (ii) The OPG Forest Corridor Fund for the long-term monitoring of forest areas. (iii) The Memorial Woodlot Fund for the donations to Memorial Woodlot Fund and cost to Memorial Woodlot Fund at Backus. (iv) The Lee Brown Waterfowl M.A. Capital Replacement Fund for the capital replacements of Lee Brown Waterfowl M.A. 90 6 LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements, continued Year ended December 31, 2015 2. Significant accounting policies (continued): (a) Description of fund balances (continued): (v) The Capital Levy fund for capital additions, replacements or improvements within the Authority. (vi) Externally restricted funds are those with restrictions imposed by the individuals external to the Board of Directors. Externally restricted funds are as follows: - revenues and expenditures related to the Backus Heritage Village are recorded in the Backus Heritage Village Trust Fund - revenues and expenditures related to the Leighton and Betty Brown scholarships are recorded in the Leighton and Betty Brown Scholarship Fund. (b) Revenue recognition: The Authority follows the accrual method of accounting for contributions where unrestricted contributions are recognized as revenue when received or receivable if the amount to be received can be reasonably estimated and collection is reasonably assured. Restricted contributions are deferred and recognized as revenue in the year in which the related expenditures are incurred. (c) Expenses: Expenses are reported on the accrual basis of accounting. The accrual basis of accounting recognizes expenditures in the period in which they are incurred and measurable as a result of receipt of goods or services and the creation of a legal obligation to pay. (d) Investments: All of the investments are classified as held-to-maturity investments and are carried at amortized cost using the effective interest rate method. The Board has the intention to hold the investments until maturity. 91 7 LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements, continued Year ended December 31, 2015 2. Significant accounting policies (continued): (e) Tangible capital assets: Tangible capital assets are recorded at cost which includes amounts that are directly attributable to acquisition, construction, development or betterment of the asset. The cost, less residual value, of the tangible capital assets, excluding land and landfill sites, are amortized on a straight-line basis over their estimated useful lives as follows: Asset Useful Life - Years Buildings and building improvements 50 years Land improvements 20 years Equipment 20 years Computers 5 years Vehicles 10 years Infrastructure 20 - 50 years Annual amortization is charged in the year of acquisition and in the year of disposal. Assets under construction are not amortized until the asset is available for productive use. Tangible capital assets received as contributions are recorded at their fair value at the date of receipt and also are recorded as revenue. (f) Donations: The Authority records cash donations as revenue in the year cash is received. Donated materials and services are recorded as revenue and expenditure when the fair market value of the material and services donated is verifiable, only to the extent the Authority has issued a charitable donation receipt for those materials and services. (g) Use of estimates: The preparation of periodic financial statements occasionally requires management to make assumptions that affect reported amounts of certain assets and liabilities at the year-end date and certain revenue and expenditures for the year then ended. Actual amounts may differ from those estimates. 92 8 LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements, continued Year ended December 31, 2015 2. Significant accounting policies (continued): (h) Contaminated sites: Contaminated sites are defined as the result of contamination being introduced in air, soil, water or sediment of a chemical, organic or radioactive material or live orgamism that exceeds an environmental standard. A liability for remediation of contaminated sites is recognized, net of any expected recoveries, when all of the following criteria are met: (a) an environmental standard exists (b) contamination exceeds the environmental standard (c) the organization is directly responsible or accepts responsibility for the liability (d) future economic benefits will be given up, and (e) a reasonable estimate of the liability can be made. 3. Adoption of new accounting policy: The Authority adopted Public Sector Accounting Board Standard PS 3260 Liability for Contaminated Sites effective April 1, 2014. Under PS 3260, contaminated sites are defined as the result of contamination being introduced in air, soil, water or sediment of a chemical, organic or radioactive material or live organism that exceeds an environmental standard. This Standard relates to sites that are not in productive use and sites in productive use where an unexpected event resulted in contamination. The Authority adopted this standard on a retroactive basis and there were not adjustments as a result of the adoption of this standard. 4. Cash: The cash balance is comprised of: 2015 2014 Internally restricted $ 484,381 $ 418,373 Externally restricted: Backus Heritage Village 6,486 2,830 Leighton and Betty Brown Scholarship 3,276 3,084 $ 494,143 $ 424,287 93 9 LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements, continued Year ended December 31, 2015 5. Investments: The Authority holds short-term guaranteed investment certificates, money market funds and cash within investments. The investment balance is comprised of: 2015 2014 Government and corporate bonds, maturing at various dates between 2015 and 2024, yields varying between 1.9% and 6.0% $ 5,500,000 $ 5,475,000 Guaranteed investment certificates maturing at various dates between 2016 and 2019, yields varying between 1.0% and 2.3% 273,540 473,540 Money market funds, no specified maturity or yield 10,678 10,587 Cash 119,041 102,964 5,903,259 6,062,091 Plus: accrued interest 22,732 23,852 Plus: unamortized purchase premium 80,089 94,384 102,821 118,236 $ 6,006,080 $ 6,180,327 94 10 LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements, continued Year ended December 31, 2015 6. Tangible capital assets: Accumulated Net book Accumulated Net book Balance, amortization, value, amortization, value, Opening end of beginning, beginning end of end of balance Additions Disposals year of year of year Deletions Amortization year year Land $ 3,809,050 $ 9,015 $ - $ 3,818,065 $ - $ 3,809,050 $ - $ - $ - $ 3,818,065 Land improvement 12,939 - - 12,939 1,294 11,645 - 647 1,941 10,998 Building 2,527,230 105,701 - 2,632,931 921,145 1,606,085 - 51,206 972,351 1,660,580 Equipment 346,045 - 2,557 343,488 145,258 200,787 2,000 14,234 157,492 185,996 Computers 181,068 12,403 - 193,471 154,481 26,587 - 20,556 175,037 18,434 Vehicles 421,593 22,258 22,131 421,720 175,608 245,985 19,131 34,239 190,716 231,004 Infrastructure 819,353 28,586 - 847,939 411,133 408,220 - 18,882 430,015 417,924 $ 8,117,278 $ 177,963 $ 24,688 $ 8,270,553 $ 1,808,919 $ 6,308,359 $ 21,131 $ 139,764 $ 1,927,552 $ 6,343,001 95 11 LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements, continued Year ended December 31, 2015 7. Deferred revenue: The Authority receives certain amounts principally from other public sector bodies, the proceeds of which may only be used in the conduct of certain programs or completion of specific work. Further, certain user charges and fees are collected, for which the related services have yet to be performed. These amounts are recognized as revenue when the related expenditures are incurred or services performed. Deferred revenue balance is comprised of: Balance, beginning of year $ 943,916 Externally restricted contributions 97,786 Interest earned, restricted 25,753 Contribution used in operations (204,275) $ 863,180 8. Internally restricted funds: Internally restricted funds are comprised of the following: Balance, Transfer Transfer Balance, beginning from to end of year operations operations of year Education Centre Maintenance $ 100,000 $ - $ - $ 100,000 OPG Forest Corridor 45,328 - - 45,328 Memorial Woodlot 15,676 1,047 - 16,723 Lee Brown Waterfowl M.A. Capital Replacement 18,677 1,722 - 20,399 Capital Levy 153,095 201,946 117,807 237,234 Unrestricted Reserve 376,648 443,090 623,965 195,773 $ 709,424 $ 647,805 $ 741,772 $ 615,457 96 12 LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements, continued Year ended December 31, 2015 9. Externally restricted funds: Externally restricted funds are comprised of the following: Balance, Excess Transfer Balance, beginning revenue over to end of year expenditures operations of year Backus Heritage Village $ 64,831 $ 3,655 $ - $ 68,486 Leighton and Betty Brown Scholarship 114,623 193 - 114,816 Backus Woods 4,872,500 162,890 (162,890) 4,872,500 $ 5,051,954 $ 166,738 $ (162,890) $ 5,055,802 10. Pension agreements: The Authority makes contributions to the Ontario Municipal Employees Retirement System (OMERS), which is a multi-employer plan, on behalf of full-time members of staff and eligible part- time staff. The plan is a defined benefit pension plan, which specifies the amount of the retirement benefit to be received by the employees based on the length of service and rates of pay. In 2015, the Authority’s contribution to OMERS was $129,321 (2014 - $126,184). 11. Budget figures - 2015 The planned results and planned amounts (budget information) have been derived from the budget approved by the Board on January 15, 2015. 97 13 LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements, continued Year ended December 31, 2015 12. Segmented information: Conservation Conservation Backus land Watershed land Heritage management/ Corporate/ Community management management/ conservation conservation fixed services relations services forestry area parks Other Total Revenue: Levies $ 336,806 $ 109,145 $ 501,889 $ - $ 91,458 $ - $ 269,925 $ 1,309,223 Grants - - 68,240 - - - - 68,240 Fees 219,676 6,142 460,617 - 521,898 785,061 266,129 2,259,523 Forestry - - - 504,838 - - - 504,838 Donation 7,600 - - - - - - 7,600 Gain on disposal of tangible capital assets (2,495) - - - - - - (2,495) Total revenue 561,587 115,287 1,030,746 504,838 613,356 785,061 536,054 4,146,929 Expenditures: Salaries and wages 553,345 81,641 553,792 179,709 374,494 358,857 274,723 2,376,561 Administration 147,507 5,704 5,726 3,290 58,782 55,386 12,982 289,377 Professional fees and other services 77,083 11,664 229,659 126,418 29,693 173,708 54,597 702,822 Depreciation 26,434 - 19,220 - 31,252 11,827 51,031 139,764 Repairs and maintenance 10,902 - - 1,288 9,024 23,280 44,274 88,768 Motor pool 10,662 3,513 20,900 17,832 14,193 27,556 84,588 179,244 Other 218,101 6,852 25,197 56,277 33,174 55,243 31,026 425,870 Total expenditures 1,044,034 109,374 854,494 384,814 550,612 705,857 553,221 4,202,406 Excess (deficiency) of revenue over expenditures $ (482,447) $ 5,913 $ 176,252 $ 120,024 $ 62,744 $ 79,204 $ (17,167) $ (55,477) 98 COUNCIL REPORT MAYOR’S OFFICE Report Title: UPDATE –County of Oxford Report No.: MYR 16-05 Author: Mayor Molnar Meeting Type: COUNCIL MEETING Council Date: APRIL 25, 2016 Attachments: RECOMMENDATION: THAT Council receives report MYR 16-05 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 • Oxford County Council continues to support, both through resolution, staff time and financial resources, the SWIFT (South Western Integrated Fibre Technology) Broadband initiative as spearheaded by the Western Ontario Warden’s Caucus (WOWC). The goal of SWIFT, with the eventual financial support of both the Provincial and Federal governments, is to build an ultra-high-speed fibre optic regional broadband network for everyone in Western Ontario. (swiftnetwork.ca) • The application for Official Plan Amendment (OP 16-01-7) for dental office at 584 Broadway in Tillsonburg was supported by County Council on April 13, with the amending by-law to be considered on April 27. 99 • The correspondence from the Town of Tillsonburg, in support of OPAL (Oxford People Against Landfill) was received as information on April 13, 2016. • Planning Report CASPO 2016-83 (4/13) introduced amendments to sections of the County’s Official Plan dealing with Waste Management. A final report with supporting by-law will be reviewed on April 27. This material has been circulated internally to Senior Management team members for review and comment. • A Notice of Motion from Councillor Comiskey (Ingersoll) dealing with the request to review options to divert materials collected through large item collection, was supported. A copy of the Resolution is attached as information. (Appendix A) 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: 4/25/16 Page 2 / 3 CAO 100 • Appendix A (Notice of Motion) Whereas the County of Oxford through the County of Oxford Sustainability Plan has developed a Zero Waste Future Oxford Directive; And Whereas Zero Waste Oxford has an initiative to reach zero waste to landfill by 2025; And Whereas Zero Waste Oxford’s initiative is also to have the landfill capacity extended to 2100; And Whereas approximately 2000 ton of large items are collected annually in Oxford County spring pickup; And Whereas 100% of the approximately 2000 ton of large item waste goes directly to landfill; And Whereas the makeup of the large item pickup are mainly items that may be broken down and reused, recycled or repurposed; And Whereas the main reason for not diverting large items is because of the cost and manpower; Be It Therefore Resolved that Council request Public Works to bring forward a report to evaluate the logistics, feasibility, cost and timing of implementing a system that would ensure that all large items from the spring pickup are broken down and reused, recycled or repurposed so that 2000 tons of spring pickup is zero to landfill; And that the report should consider the full costs of such a program including the social, economic and environmental costs; And that staff resources be allocated, or a consultant hired to ensure that this report comes before Council by September, so that further costs can be forwarded for the 2017 Budget consideration. Page 3 / 3 CAO 101 STAFF REPORT FINANCE Title: 2016 FIRST QUARTER FINANCIAL RESULTS Report No.: FIN 16-18 Author: DARRELL EDDINGTON Meeting Type: COUNCIL MEETING Council/Committee Date: APRIL 25, 2016 Attachments: 2016 ACTUAL VARIANCES Q1 RECOMMENDATION THAT Council receives report FIN 16-18 2016 First Quarter Financial results as information. EXECUTIVE SUMMARY To provide Council with the January 1, 2016 to March 31, 2016 Town wide actual financial results and projections through to December 31, 2016. SUMMARY OF OPERATIONAL RESULTS The attached spreadsheet summarizes by department the variances between 2016 actual results as at March 31, 2016 and the 2016 YTD budget. The overall Town wide consolidated surplus as at March 31, 2016 is $129,754. The primary explanation for the consolidated surplus is a labor timing difference in the amount of approximately $109,000 resulting from the first four days of the first pay period in 2016 that was properly accrued to the 2015 year end. This timing difference will reverse in subsequent quarters. The projected surplus through to December 31, 2016 is $10,000 or 0.07% of the 2016 requirement from taxation. Questions or comments relative to the departmental 2016 Q1 revenues and expenditures and projections through to December 31, 2016 should be referred to the other members of the Senior Leadership Team for commentary. 102 2016 YTD YTD Budget Budget Budget Actuals Variance Key HighlightsFinance110 Finance2,009,700 339,490 323,232 (16,258) Net labour under budget $7,100 - timing; Membership Expense under budget $7,900 -timing120 CSC63,300 12,817 (2,598) (15,415) Supplies under budget $7,500 - Postage Supplies - timing; Net Building Maintenance under budget $6,300 - timing.Total Finance2,073,000 352,307 320,634 (31,673) DCS100 Council319,900 108,318 104,946 (3,372) Training under budget $2,700;180 Protection212,200 39,941 22,283 (17,658) Net labour under budget $7,100 - School crossings; Net Animal Control under budget $3,600; Supplies Expense under budget $4,000 - timing, Training under budget $1,500190 Building83,300 25,551 8,912 (16,639) Net revenue over budget $12,100 - primary Permit revenue; Net labour under budget $3,800; 500 DCS91,400 (139,248) (138,953) 295 N/A505 EcDev335,100 100,341 106,865 6,524 Net revenue over budget $1,900 - SOMA; Net labour over budget $3,800; Advertising Expense over budget $3,700;Total DCS1,041,900 134,903 104,053 (30,850) Fire150 Fire1,149,400 257,721 241,684 (16,037) Net Revenue under budget $3,000; Equipment Maint. Contract Expense under budget $5,200; Supplies Expense under budget $5,900; Subcontractor Expense under budget $5,300; All other net expenditures under budget $2,600160 Police2,825,000 714,002 713,639 (363) N/ATotal Fire3,974,400 971,723 955,323 (16,400) Operations130 Fleet(320,300) (56,269) (51,259) 5,010 Net labour over $10,500 - OT; Net revenue under $30,100 - primarily external parties (Hydro); Fuel & Oil expense under $26,600; Licensing Expense under budget $14,800 - timing; Equipment Supplies & Repair over budget $7,500145 Hyd(270,200) (32,763) (29,338) 3,425 Subcontractor Expense over budget $3,900 - Electrical service at the library. Recoverable.200 Op Admin218,500 47,900 42,920 (4,980) Net labour under budget $4,100210 Engineering267,800 60,295 70,775 10,480 Net labour over budget $7,000; Training is over budget $1,800; Membership Expense over budget $1,400220 Roads1,836,600 457,383 435,375 (22,008) Net labour under $14,800 - allocation; Net Capital under budget $7,600 - offset from Storm Sewer capital225 Winter Mtce510,600 296,500 291,340 (5,160) Net labour under budget $10,700; Supplies Expense over $10,100; All other net expenditures under budget $4,500230 Parking(1,000) (29,775) (46,279) (16,504) Net labour under budget $1,800; Snow removal under budget $14,700235 Streetlights305,100 85,975 94,402 8,427 HLW expense over budget $11,200; Material/inventory Expense under budget $4,600240 Airport100,600 48,713 17,481 (31,232) Net revenue over budget $3,200; Net Fuel sales profit of $2,700; Net labour under budget $5,400; Subcontractor Expense under budget $12,400 - snow removal; Consulting/legal Exp under budget $3,500 - timing260 Storm Sewers195,000 115,825 122,556 6,731 Net labour over $12,200; Subcontractor Expense over budget $5,100; Net capital expense over budget $10,000 - partially offset from Roads capital280 Solid Waste & Recycling202,000 41,425 28,334 (13,091) Net labour under $700; Net bag Tag Sales over budget $14,600 - timing; Subcontractor Expense over budget $2,800Total Operations3,044,700 1,035,209 976,307 (58,902) RCP300 Cem216,900 49,750 40,585 (9,165) Net labour under budget $9,300450 Parks542,200 208,391 204,869 (3,522) Net revenue over budget $10,000; Supplies Expense over budget $4,200; Subcontractor Expense over budget $2,700460 Rec - Programs281,400 (71,316) (47,837) 23,479 Net revenue under $31,700; Net labour under $13,600; Program Supplies Expense over $4,600465 Rec - Bldg Mtce2,150,200 410,705 411,131 426 Net labour under $28,800; Building Repairs & Maint. under $6,800; Subcontractor Exp over $7,500; HLW over budget $16,500; Equipment Maintenance Contract expense over $4,100; Equipment Supplies & Repairs under budget $6,700467 EFC(32,400) (5,666) (9,636) (3,970) Net Building Expenditures under budget $3,900475 Museum276,200 71,642 72,459 817 Net revenue under budget $22,600; Net labour under budget $20,700; Special projects over budget $4,600; Special Events under budget $4,500Total RCP3,434,500 663,506 671,571 8,065 Taxation600 Municipal - Tax levy(13,468,500) - 600 Municipal - Supps, W/O's(100,000) - Total Taxation(13,568,500) - - - Total Town- (129,760) For period ending March 31, 2016Quarterly Reports103 Payments relating to election system over $1,200; FT labour over $6,500; Meeting over $3,300;0Subcon Expense is under $19,400: Animal control contract;0Revenue over $6,300; Miscellaneous Exp under $2,200; HLW over $2,250; Net labour over $1,650; Insurance under $1,000-5600Museum, 817 Finance, (16,258) Customer Service, (15,415) Council, (3,372) Protection, (17,658) Building, (16,639) Development & Communication Services, 295 Economic Development, 6,524 Fire, (16,037) Police, (363) Fleet, 5,010 THI - Town, 3,425 Ops Admin, (4,980) Engineering, 10,480 Roads, (22,008) Winter Maintenance, (5,160) Winter Maint., (4,980) Parking, (16,504) Streetlights, 8,427 Airport, (31,232) Storm Sewers, 6,731 Solid Waste, (13,091) Cemetery, (9,165) Parks, (3,522) Rec - Programs, 23,479 Rec - Facilities, 426 Elliot Fairbairn Centre, (3,970) Supp Taxes, - (40,000) (30,000) (20,000) (10,000) - 10,000 20,000 30,000$(Surplus) or Deficit 2016 Q1Net Levy VariancesMuseumFinanceCustomer ServiceCouncilProtectionBuildingDevelopment &CommunicationServicesEconomicDevelopmentFirePoliceFleetTHI - TownOps AdminEngineeringRoadsWinter MaintenanceWinter Maint.ParkingStreetlightsAirportStorm SewersSolid WasteCemeteryParksRec - ProgramsRec - FacilitiesElliot Fairbairn CentreSupp TaxesQ1 Net Surplus$(129,760)104 2016 Q1 Forecast Budget Deficit / (Surplus) Deficit / (Surplus) Explanations110 Finance2,009,700 (16,258) - Anticipating to meet budget.120 CSC63,300 (15,415) - Anticipating to meet budget.Total Finance2,073,000 (31,673) - DCS100 Council319,900 (3,372) Anticipating to meet budget.180 Protection212,200 (17,658) - No variance anticipated190 Building83,300 (16,639) - No variance anticipated500 DCS91,400 295 - Anticipating to meet budget.505 EcDev335,100 6,524 - Anticipating to meet budget.Total DCS1,041,900 (30,850) - Fire150 Fire1,149,400 (16,037) - Anticipated to meet Budget160 Police2,825,000 (363) - Anticipated to meet BudgetTotal Fire3,974,400 (16,400) - Operations130 Fleet(320,300) 5,010 - Anticipated to meet Budget145 Hyd(270,200) 3,425 - Anticipated to meet Budget200 Op Admin218,500 (4,980) - Anticipated to meet Budget210 Engineering267,800 10,480 - Anticipated to meet Budget220 Roads1,836,600 (22,008) (10,000) Contract Winter HEO released two weeks early225 Winter Mtce510,600 (5,160) Anticipated to meet Budget230 Parking(1,000) (16,504) Anticipated to meet Budget235 Streetlights305,100 8,427 Anticipated to meet Budget240 Airport100,600 (31,232) Anticipated to meet Budget260 Storm Sewers195,000 6,731 Anticipated to meet Budget280 Solid Waste & Recycling202,000 (13,091) Anticipated to meet BudgetTotal Operations3,044,700 (58,902) (10,000) RCP300 Cem216,900 (9,165) - 450 Parks542,200 (3,522) - 460 Rec - Programs281,400 23,479 - 465 Rec - Bldg Mtce2,150,200 426 - 467 EFC(32,400) (3,970) - 475 Museum276,200 817 - Total RCP3,434,500 8,065 - Taxation600 Municipal - Tax levy(13,468,500) - 600 Municipal - Supps, W/O's(100,000) - - Reassessment for 51 Clearview is in the amount of $92,470, to be partially offset by paid vacancy rebates; 2016 budget for write offs is $180,000 and therefore projecting to be within budget, although this line item will be closely monitored and reported to Council throughout 2016.Total Taxation(13,568,500) - - Total Town- (129,760) (10,000) Quarterly ReportsFor period ending March 31, 2016Current forecast is for no overall RCP variance at year end. Q1 Variance in 460 Rec - Programs is mostly due to timing, however Q1 arena revenue is under budget due to tournament cancellations and the early Easter.105 STAFF REPORT FINANCE Title: 2016 FIRST QUARTER FINANCE DEPARTMENT RESULTS Report No.: FIN 16-19 Author: DARRELL EDDINGTON Meeting Type: COUNCIL MEETING Council/Committee Date: APRIL 25, 2016 Attachments: RECOMMENDATION THAT Council receives report FIN 16-19 2016 First Quarter Finance Department results as information. EXECUTIVE SUMMARY To provide Council with the actual January 1, 2016 to March 31, 2016 Finance Department financial results and the projected Finance Department 2016 financial results. SUMMARY OF OPERATIONAL RESULTS 2016 Business Objectives Objective Target Date Status Upgrade Northstar software TBD Complete Town Website Redevelopment Q1 Delayed to Q2 due to Branding project. Cash Forecasting Model Development Q4 Investigate The One Investment Program Q4 Upgrade Stone Orchard Software Q1 Delayed. Connectivity from Cemetery office to CSC an issue. Telephone System Replacement Contribution to Reserves Q4 106 Objective Target Date Status Replace laptop’s Q1 Complete in Q2 IT Contribution to Reserves Q4 Laserfiche Scanner Station Q2 Domain Controller Server Q2 Additional Microsoft Licensing Q3 Corporate Office Workstations Q1 Delayed. CSC Delivery Model Q2 Implementation of Laserfiche Records Management System Q1 Complete. TOMRS training for all staff Q1 Complete. Laserfiche records management user training Q1 Delayed to Q2 due to upgrade. Policy review based on Bill 8 – ensure required policies in place Q2 Local Government Week Q4 Key Indicators 03/31/2016 03/31/2015 Tax Receivables $6,927,461 $6,952,357 Accounts Receivable $73,689 $359,763 GOALS FOR Q2 2016 • Complete Town yearend audit. • Complete and file FIR and MPMP. • Website implementation. 107 FINANCIAL IMPACT/FUNDING SOURCE Overall the 2016 first quarter Finance Department variance summary is as follows: 2016 Budget vs. Actual Variance Summary Department (under)/over Finance $(16,258) Customer Service $(15,415) Total variances $(31,673) No significant variances are currently anticipated through to December 31, 2016, although taxation adjustments are being closely monitored. 108 STAFF REPORT DEVELOPMENT & COMMUNICATION SERVICES Title: Building/Planning/By-Law Services 2016 First Quarter Report Report No.: DCS 16-16 Author: GENO VANHAELEWYN – Chief Building Official Meeting Type: COUNCIL MEETING Council Date: APRIL 25, 2016 Attachments: - RECOMMENDATION: THAT Council receives Report DCS 16-16: Building/Planning/By- Law Services 2016 First Quarter Report as information. EXECUTIVE SUMMARY To provide a Building, Planning and By-Law activity report for the First Quarter of 2016. BACKGROUND This report covers the period from January 1, 2016 to March 31, 2016. Tillsonburg has witness a solid start to the year in terms of overall permits issued and the total value of construction. The residential housing construction market has continued to be strong based on previous years. Both industrial and institutional sectors experienced a decrease and the commercial sector experienced a slight increase. These activities are noted in the tables below. 2016 - Q1 Building Permit Activity Total Permits Issued 59 Total Construction Value $5,293,823 Total Permit Revenue $63,678 1 CAO 109 VALUE OF CONSTRUCTION COMPARISON VALUE OF CONSTRUCTION COMPARISON TYPE 2012 2013 2014 2015 2016 Residential (Value) 2,837,865 2,335,240 2,515,579 3,575,293 4,286,562 Commercial (Value) 700,750 362,030 83,475 135,300 1,005,261 Industrial (Value) 67,200 1,583,000 716,000 41,600 2,000 Institutional (Value) 67,200 15,380 4,148,500 226,668 0 TOTAL 3,673,015 4,295,650 7,463,554 3,978,861 5,293,823 RESIDENTIAL $4,286,562 COMMERCIAL $1,005,261 INDUSTRIAL $2,000 2 CAO 110 PERMITS ISSUED COMPARISION TYPE 2011 2012 2013 2014 2015 2016 Single Detached Dwellings 9 17 10 14 15 19 Total Dwelling Units 77 17 10 14 20 20 Total All Permits 42 51 53 55 54 59 RESIDENTIAL DEVELOPMENT DEVELOPER NUMBER OF SINGLE DETACHED DWELLINGS PK Construction – Baldwin Place 5 Hayhoe Homes – Glendale West 13 Gentrac Homes – Wood Haven Drive 0 Riviera Homes – Langrell Avenue 0 Landmark Homes – William Street 0 Bamford Homes – South Ridge Heights 0 Private 1 INSPECTION ACTIVITY COMPARISONS Output Measures/Activity Quantity 2014 Quantity 2015 Quantity 2016 Building Inspections Completed 164 172 212 Major construction/development projects: • 41 Broadway – Commercial/Residential Alteration • 51 Venison W - St Mary’s Catholic Church – Addition • 124 Tillson Ave – New Gas Station • 269 Quarter Town Line- Pentecostal Church- New Construction • 138 Broadway- Optometrist – Demo/Re-construction 3 CAO 111 2016 – Planning Activity Output Measures/Activity 2014 2015 2016 Minor Variance Applications 1 2 2 Zone Change Application 2 2 2 Site Plan Formal Consultations 1 3 3 Site Plan Approvals 0 0 2 Site Plan Applications (in progress) 5 5 5 Subdivision Agreements 0 0 0 Subdivision Amendment Agreements 1 0 0 SITE PLAN APPLICATIONS (in progress) • 40 Cedar – Dynamic Fluid • 183 Tillson Ave- Heckford Group • 519 Broadway- Gary Nelles • 28 Old Vienna Road- Pusztehegyi BUILDING FINANCIAL IMPACT Financial records indicate that the Building sector has a surplus of $16,639 for Q1. The increase in value of construction is a direct result of the increased revenue found in the financial records. The forecast at this time for year end is to be on budget. BY-LAW ACTIVITES Records indicate that by-law and property standard activities and occurrences are fairly consistent with the previous year with the exception of parking tickets issued. The increase in parking tickets is a direct result of the reintroduction of the overnight winter parking restriction. 4 CAO 112 2016 – By-Law Activity Output Measures– Quantity 2014 2015 2016 Parking Tickets Issued 48 99 319 Animal Tags Issued Cats 538 708 708 Dogs 1244 1351 1400 Enforcement – Complaints and Occurrences Parking, Noise, Garbage, Taxi 32 72 56 Property Stds, Zoning, Clean Yard, Sign, Fence, etc. 31 31 33 Animal Control 73 72 59 BY-LAW FINANCIAL IMPACT Financial records indicate that the Protection/By-Law sector has a surplus of $17,658 for Q1. The forecast at this time for year end is to be on budget. DEPARTMENTAL TASKS First quarter tasks: • Fence and Pool Enclosure By-Law development. • Taxi By-Law review - ongoing • Departmental Risk Assessments – health & safety • Animal License Renewal Program • Updated “Doing it Right” brochures/publications • 2016 Façade Improvement Program The second quarter will continue to keep staff busy with fence and pool enclosure by-law implementation, taxi by-law review and the anticipated increased activity in the construction and by-law sectors. 5 CAO 113 STAFF REPORT OPERATIONS SERVICES Report Title: 2016 First Quarter Operations Services Report No.: OPS 16-13 Author: Kevin De Leebeeck, P. Eng., Director of Operations Meeting Type: REGULAR COUNCIL Council Date: APRIL 25, 2016 Attachments: NONE RECOMMENDATION: THAT Council receive Report OPS 16-13, 2016 First Quarter Operations Services as information. SUMMARY To provide Council with the January 1, 2016 to March 31, 2016 Operations Services financial results. Table 1: 2016 Operations Business Plan Objective Target Project Status Update Health and Safety policies and procedures for the Department Q2 In Progress Comprehensive review of Winter Maintenance Program and development of a Winter Operations Plan Q3 Not Started Update Engineering Design Criteria to current industry standards & practices Q3 In Progress Revise Subdivision and Site Plan Guidelines for improved communication with the development community Q4 Not Started Asset Management Projects Q3/Q4 Inventory all Regulatory Signs Not Started Inventory all Streetlights & Traffic Signals Not Started Asset Management Plan Updates Q1 - Q4 Pavement Management Strategy In Progress Bridge & Culvert Management Strategy In Progress Develop project prioritization methodology In Progress Page 1 / 3 114 Water and Wastewater Rate review for implementation in 2017 to 2021 Q2/Q3 Not Started Drive-by Water Meter Conversion Program Q1/Q2 In Progress Traffic Calming Policy Q3 Not Started Municipal Drain and Stormwater Management Study Q3/Q4 Not Started Accessibility for the Built Environment Upgrades Program Q2/Q3 In Progress Corridor Management Initiatives Q4 Not Started Transfer Station Review Q1 - Q3 In Progress North Street Sidewalk – Phase C (Oxford County Rd 20) Q3/Q4 Not Started Trottier Subdivision Phase 1 Reconstruction – Stage 4 Q3/Q4 RFT Awarded Riverview Subdivision Reconstruction Stage 1 Q3/Q4 Preparing RFT Connecting Link Resurfacing – North St. to Town Limits Q3/Q4 Not Started Medium Duty Vehicle Replacements Roads Unit # 23 – 2003 Ford F350 Q3 RFT Issued Water Unit # 45 – 2004 GMC Van Q3 Not Started Heavy Duty Vehicle Replacements Roads Unit # 62 – 2004 Peterbuilt Plow Truck Q4 In Progress Fire Unit # 70 – 1990 Pierce Pumper Truck Q4 Not Started Off Road Equipment Replacements Airport Unit # 202 – 1999 Rotary Wing Mower Q2 In Progress Parks Unit # 204 – 2006 Gravely Mower Q2 Completed Roads Unit # 98 – 2004 Flail Mower Q2 Not Started Key indicators measure growth in terms of infrastructure i.e. Roads, Sewers, Watermain, Sidewalk, Boulevards, etc. and the associated level of maintenance service. The recent change of resources in Public Works will allow the Town to alleviate the incremental costs associated with maintaining additional infrastructure. Key Indicators 2015 2014 2013 2012 2011 Roads (Lane km) 226.8 226.1 225.5 224.5 220.1 Sidewalks (km) 89.8 87.7 87.3 86.3 83.1 GOALS FOR NEXT QUARTER •Issue remaining infrastructure capital projects and commence construction •Develop specifications for remaining fleet replacements and issue tenders •Commence Asset Management Projects and continue AMP Plan updates •Initiate traffic calming policy development and drainage study •Continue Transfer Station review process •Complete post winter maintenance operations and comprehensive review •Begin spring maintenance operations Page 2 / 3115 FINANCIAL IMPACT/FUNDING SOURCE The 2016 Q1 Operations Services overall variance is summarized in Table 2. Table 2: First Quarter Budget vs. Actual Variance Summary Department Over / (Under) Operations Administration (4,980) Engineering Services 10,480 Public Works (28,514) Airport Operations (31,232) Waste Management (13,091) Fleet Services 5,010 Enterprise Services 3,425 Total Variance (58,902) Projection of variances to December 31, 2016 is summarized in Table 3. Table 3: 2016 Annual Projection Summary Department Over / (Under) Operations Administration - Engineering Services - Public Works (10,000) Airport Operations - Waste Management - Fleet Services - Enterprise Services - Total Variance (10,000) Page 3 / 3116 STAFF REPORT RECREATION, CULTURE & PARKS Title: Recreation, Culture and Parks 2016 Q1 Results Report No.: RCP 16-10 Author: RICK COX Meeting Type: COUNCIL MEETING Council/Committee Date: APRIL 25, 2016 Attachments: RECOMMENDATION THAT Council receives Report RCP 16-10 - Recreation, Culture and Parks 2016 Q1 Results for information. EXECUTIVE SUMMARY This report provides Council with the January 1, 2016 to March 31, 2016 Department operational and financial results for Recreation, Culture & Parks. SUMMARY OF OPERATIONAL RESULTS 2016 Business Objectives Objective Target Date Status Lead the consortium of groups implementing the Cultural Improvement Alliance project. Q 1-Q2 On schedule Take lead in revamped Doors Open Oxford area working group for 2016 Q 1-Q2 On schedule Create working committee with Tourism Oxford, Oxford Creative Connections Inc. and The Woodstock Museum NHS to begin the planning process for “Wilde Oxford” an event in 2017 to celebrate the 135th Anniversary of Oscar Wilde’s visit to Oxford County Q 1-Q4 On schedule 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. Q 1-Q4 On schedule Collaborate with Oxford Creative Connections and the Tillsonburg Cultural Improvement Alliance to hold a festival-style music & arts event in Tillsonburg Q 1-Q4 On schedule Implement eight broad based cultural opportunities/ events (2 per quarter) for Tillsonburg residents. Q 1-Q4 On schedule Initiate planning for 2017 celebrations of Canada’s 150th Anniversary and Tillsonburg’s 145th Anniversary Q 1-Q4 On schedule Create barrier-free washroom at TCC near Lions Auditorium Q1-Q2 On schedule Parking area at Trottier Park Q1-Q2 On schedule RCP 16-10 - Recreation, Culture and Park 1/3 117 Undertake a concept design process to extend the useful life and improve the functionality and amenity level of the Tillsonburg Community Centre including facilitating 24hr health club access and improvements to the catering facilities. Q1-Q2 Shifted to Q2- Q3 Continue Annandale Diamond revitalization project including Trillium Foundation application. Q1-Q4 On schedule Continue development of Town-wide Asset Management Plan for Facilities including software implementation. Q1-Q4 On schedule Partner with Trans Canada Trail. & Oxford County to implement the TCT rail-trail connection to Norfolk County. Q1-Q4 On schedule Urban forestry program (Trottier, Participark) Q1-Q4 On schedule Continue evaluation of facility booking, membership and program registration software platforms in preparation for 2017 procurement cycle to replace software in 2018 Q1-Q4 On schedule Grow participation and revenue with an expanded calendar of adult and youth recreation program s Q1-Q4 On schedule Complete installation of wayward ball fence at Soccer Park Q2 On schedule Demolish Pigeon Barn Q2 Shifted to Q3 Install one new pavilion at Kiwanis Coronation Park based on a TBD site plan that addresses parking pressures. Q2 Under review Railing replacement on upper deck at Waterpark Q2 On schedule Replace HVAC units at the Museum Q2 Shifted to Q3 Replace South & East porches Q2 On schedule Skate park repair and extension Q2 On schedule Tillsonburg Scout Association & Model Boat Association storage Q2 Under review Host the Run The Runway event to generate funds in support of the F.A.R.E. subsidy program. Q2 Under review Carroll Trail slope failure repair Q2-Q3 On schedule Roof repairs at Tillsonburg Community Centre Q2-Q3 Under review Implement marketing strategy for the new & improved health club once Town re-branding project is complete. Q2-Q3 On schedule Replace failing columbaria unit #1 and continue implementation of Master Design Plan. Q3 On schedule Begin construction of Celebration Plaza as part of Memorial Park revitalization. Q3-Q4 On schedule New play structure at Oak Park and play structure replacement at Glendale Park Q3-Q4 On schedule RCP 16-10 - Recreation, Culture and Park 2/3 118 Key indicators FINANCIAL IMPACT The 2016 Q1 RCP Department quarterly financial variance summary is as follows: For the most part, current variances are a result of timing differences between the budget and reality. Revenue for arena rentals was under projection for Q1 because of 2 cancelled tournaments. RCP leadership are monitoring higher than expected overtime and utility unit costs in Q1, with the expectation of continuing to mitigate these overages through cost control in other areas through to the end of the year. COMMUNITY STRATEGIC PLAN (CSP) IMPACT None at this time. Division Q1 Budget Q1 Actual Variance (under)/over Cemetery 49,750.00 40,585.00 (9,165.00) Museum 71,642.00 72,459.00 817.00 Parks 208,391.00 204,869.00 (3,522.00) Recreation Programs (71,316.00)(47,837.00)23,479.00 Recreation -Building Maintenance 410,705.00 411,131.00 426.00 EFC (5,666.00)(9,636.00)(3,970.00) Totals 663,506.00 671,571.00 8,065.00 Key Indicators 2016 2015 % change Comment Museum: attendance - headcount 1665 1983 -16%Fewer programs offered Programs: Advanced/Leadership - headcount 28 41 -32%Fewer programs offered Programs: Aquatic registrations - headcount 1265 1146 10% Programs: Memberships sold 467 419 11% Programs: Health Club attendance - headcount 8012 7785 3% Programs: Water Fitness attendance - headcount 2809 2344 20%Additional programs offered Programs: Land Fitness attendance - headcount 585 388 51%Free classes well attended Programs: Public Skating attendance - headcount 2113 1201 76%Improved monitoring Programs: Roller Skating attendance - headcount n/a n/a n/a Programs: Squash Courts - headcount 658 458 44%Improved monitoring Programs: Waterpark attendance - headcount n/a n/a n/a Programs: Youth registrations - headcount 579 322 80%Additional programs offered Programs: Advertising revenue (guide,boards,fences)$14,169 $15,474 -8%moratorium on field signs Programs: Rink bookings (ice) -hours 1504.25 1497.7 0% Programs: Rink bookings (floor) - hours n/a n/a n/a Programs: Tournaments (ice/pool/field)4 8 -50%2 cancelled, 1 in Q2, 1 not our turn Programs: Room rentals (non-admin)190 156 22% Cemetery: Niche & Plot sales (count)8 10 -20% Cemetery: Interments (count)18 26 -31% RCP 16-10 - Recreation, Culture and Park 3/3 119 STAFF REPORT FIRE & RESCUE SERVICES Title: FIRST QUATER 2016 DEPARTMENT RESULTS Report No.: FRS 16-05 Author: JEFF SMITH Meeting Type: COUNCIL MEETING Council/Committee Date: APRIL 25, 2016 Attachments: NIL RECOMMENDATION THAT Council receives report FRS 16-05 First Quarter Fire & Rescue Services Results as information. EXECUTIVE SUMMARY To provide Council with the January 1, 2016 to March 31, 2016 Fire & Rescue Services performance results. SUMMARY OF OPERATIONAL RESULTS 2016 Business Objectives Objective Target Date Status Thermal Imaging Camera replacement Q2 RFP developed Traffic Signal Priority Control System Q3 Incomplete Fire Comm Infrastructure (New Customer) Q2 In progress MSA SCBA lease & buy-out Q2 Incomplete Live Fire Training Simulator (Phase 1 of 2) Q4 Incomplete Strategic Planning Process Ongoing Community Member Recruitment progressing Succession Management Plan Ongoing Officer Development and Officer Candidate Training implemented 120 Key Indicators 20 Firefighters on average attended training exercises with an average participation rate of 75%. The year to date average is 20 Firefighters attending an average of 75% of training exercises. The Average firefighter, year to date, has attended 72% of Platoon calls and 55% of All Calls. Fire Suppression Division emergency calls to end of Q1 are 28% lower than the same period last year and 13% below the three year call volume average for the same period. (2016 = 55; 2015 = 77; 2014 = 67; 2013 = 50) 2016 Alarm Data (Year to Date) OFM Response Type Total Incidents Total Staff Hours Property Fires/Explosions 5 79 Overpressure Rupture/Explosion (No Fire) 1 6 Pre Fire Conditions/ No Fire/ No Loss Outdoor 8 62 False Fire Calls 18 102 Carbon Monoxide False Calls 7 28 Public Hazard/ CO Present 4 41 Rescue 6 13 Medical/Resuscitator Call 2 7 Other Response 4 28 YTD 55 366 2016 Dollar Loss / Loss Prevention Number of Property Fire Incidents Estimated Property Value at Risk Estimated Structure Fire Loss Estimated Content Fire Loss Property Fire Loss Prevented* Q1 5 $2,861,000 $10,000 $177,500 $2,683,500 Q2 Q3 Q4 Year to Date 5 $2,861,000 $10,000 $177,500 $2,683,500 * Assessed value only, contents and loss production revenue, etc. excluded Year to Date Total Fire Loss (structure & contents): $187,500 121 Apparatus Utilization Apparatus 2016 1st Quarter 2016 Year to Date 2015 1st Quarter 2015 Year End Car 1 18 18 21 91 Car 2 29 29 26 80 Pumper 1 18 18 15 74 Pumper 2 47 47 62 201 Rescue 3 15 15 14 60 Ladder 4 35 35 49 137 Fire Prevention Inspections Inspections Requested Inspections Conducted Inspection Files Closed Inspections In Progress Q1 31 31 22 9 Q2 Q3 Q4 Year to Date 31 31 22 9 Public Education Types 2016 1st Quarter 2016 Year to Date 2015 1st Quarter 2015 Year End Station Tours 0 0 0 7 Presentations 6 6 1 29 Newspaper/Media 3 3 5 13 Charity Event 0 0 0 6 Fire Communication Report Fire Communications Dispatched Incidents (all customers, including Tillsonburg) 2016 1st Quarter 2016 Year to Date 2015 1st Quarter 2015 Year End 448 448 468 1980 Non-Emergency Calls (Customer Service, Burn Activation Lines etc.) (all customers, including Tillsonburg) 2016 1st Quarter 2016 Year to Date 2015 1st Quarter 2015 Year End 2796 2796 2557 13,108 122 FINANCIAL IMPACT/FUNDING SOURCE Fire & Rescue Service is currently $16,037 under budget. Net revenue is $3,000 under budget and supplies are $5,900 under budget, mostly due to fewer than normal Motor Vehicle Collisions billed to insurance companies. Contract expense is $5,200 under budget and subcontractor expense is $5,300 under budget. The financial forecast for Fire & Rescue Services is to be on budget. 2016 Q1 Financial Summary Department (under)/over Fire & Rescue Services $(16,037) OPP $(363) Total variances (Q1) $(16,400) 123 STAFF REPORT CLERKS OFFICE Title: TILLSONBURG OLD SOX, MUNICIPAL SIGNIFICANT EVENT Report No.: CL 16-09 Author: DONNA WILSON Meeting Type: COUNCIL MEETING Council/Committee Date: APRIL 25, 2016 Attachments: Tillsonburg Old Sox Baseball Club Request RECOMMENDATION THAT the Tillsonburg Old Sox Baseball Club Annual BBQ/Fundraiser event be designated an “Annual Municipal Significant Event” for the purposes of obtaining a Special Occasion Permits under the Alcohol and Gaming Commission of Ontario. EXECUTIVE SUMMARY In order for the organizers of the annual event to apply for special occasion permits (SOP) from the Alcohol and Gaming Commission of Ontario (AGCO), the event must be designated as a “Municipal Significant Event”. A “Public Event” SOP may be issued to registered charity organizations, not for profit organizations for the advancement of educational, religious or community objectives or for events that are of municipal, provincial, national or international significance. These types of events require no municipal designation. The Tillsonburg Old Sox Baseball Club (Club) applying for special occasion permit does not fall under this category as they are not a charity organization or a not for profit organization. A “Public Event” SOP may be issued to the Club for the annual event if it is designated as a ‘municipal significant event’ by the municipality. This is done by Council resolution, however the Registrar of Alcohol and gaming (AGCO) makes the final decision as to whether a permit shall be issued. Each year the Club will be able to make their application to the AGCO without going back to Council for the designation. The Club requiring the SOP will contact the Clerk’s Office to obtain a letter with the Council resolution for the annual designation. As this event is an annual event that has been taking place for a 35 years, staff is recommending that the annual designation, the same designation that was given for Turtlefest, be given to the Tillsonburg Old Sox Baseball Club for this event. 1 CAO 124 CONSULTATION/COMMUNICATION Staff has contacted the AGCO to determine if the Municipality can designate the annual event as a “Municipal Significant” annual event within the municipality. The response was that the municipality would be required to provide a copy of the resolution to Club in order to receive their permit in the years to come to assist the applicant in providing the necessary support documentation with each application. This would alleviate any lag time in waiting for a council meeting and obtaining the designation for an annual event. IMPACT ON COMMUNITY STRATEGIC PLAN Section 4 – Culture and Community 4.1 Promote Tillsonburg as a unique and welcoming Community by enhancing local events to attract a greater number of tourists. FINANCIAL IMPACT/FUNDING SOURCE No financial impact to the municipality. 2 CAO 125 126 127 STAFF REPORT FINANCE Report Title: Assessment Reduction 51 Clearview Report No.: FIN 16-20 Author: Denis Duguay Meeting Type: COUNCIL MEETING Council Date: APRIL 25, 2016 Attachments: RECOMMENDATION That Council receives Report FIN 16-20 Assessment Reduction 51 Clearview as information. EXECUTIVE SUMMARY To provide Council with information on the impact of a recent property reassessment change. BACKGROUND The subject property is a Manufacturing Facility built in 2006 by the owner Saint Gobain, operating as Tillsonburg Fibre, for the production of yellow fiberglass insulation. The building size is 128,266 square feet, and consists of warehouse, manufacturing and attached office-type structures. The subject property is a 24.22 acre site located in the industrial park. The property started operation in 2007 and after a brief time, due to economic conditions, manufacturing ceased. A portion of the property is used as storage of material by the owner. The changes have been agreed to as part of an Assessment Review Board (ARB) decision. The changes include a reduction in property assessment for the years 2013, 2014, 2015 and 2016, as shown in the table below; 128 Current Property Assessment Property Classification Phase in Assessment for Taxation Years 2013 2014 2015 2016 Commercial $4,998,750 $5,049,500 $5,100,250 $5,151,000 Commercial Excess $288,750 $291,500 $294,250 $297,000 Total $5,287,500 $5,341,000 $5,394,500 $5,448,000 Revised Property Assessment Property Classification Phase in Assessment for Taxation Years 2013 2014 2015 2016 Commercial $2,794,800 $2,794,800 $2,794,800 $2,794,800 Commercial Excess $300,050 $314,100 $328,150 $342,200 Total $3,094,850 $3,108,900 $3,122,950 $3,137,000 The total estimated tax impact of the ARB decision including County and Education ($249,069 – see subsequent chart) that does not include the 2016 taxation year and does not include the vacancy rebate already paid to the owner. The vacancy rebate will lessen the reassessment tax impact for 2013, 2014, and 2015. The vacancy rebate will need to be re-calculated by MPAC based on the vacant area. After the recalculation the already disbursed vacancy rebate will be taken into consideration and the financial impact of the ARB decision will be diminished. Below is an estimated breakdown of the ARB decision for all taxation parties involved: Year Town Impact County Education Sewer Total 2013 $30,319.74 $18,622.07 $32,721.00 $1,052.08 $82,714.89 2014 $30,751.33 $18,354.90 $32,687.65 $1,036.20 $82,830.08 2015 $31,399.46 $18,432.35 $32,628.60 $1,063.44 $83,523.85 $92,470.53 $55,409.32 $98,037.25 $3,151.72 $249,068.82 Page 2 / 3 CAO 129 CONCLUSION Given the significance of the impact to the Town budget so early in the year and the expectation of other ARB appeals to be heard in the near future highlights that difficulty associated with the process of tax adjustment budgeting. Annually staff budget for tax adjustments in the amount of $180,000. At this point in time, staff is expecting to be within budget; however, adjustments will be closely monitored and reported to Council for these situations that are outside the Town’s control. Page 3 / 3 CAO 130 STAFF REPORT FINANCE Title: 51 Clearview Additional Taxation Information Report No.: FIN 16-22 Author: Darrell Eddington Meeting Type: COUNCIL MEETING Council/Committee Date: APRIL 25, 2016 Attachments: RECOMMENDATION THAT Council receives report FIN16-22 51 Clearview Additional Taxation Information as information. EXECUTIVE SUMMARY To provide additional taxation information to Council. BACKGROUND Further to report FIN 16-20 on tonight’s Council’s agenda, the Assessment Review Board (ARB) decision was received on March 30, 2016. Today, Finance received the vacancy rebate data from MPAC. As a result, the revised Town impact of the ARB decision is $73,831.72, a decrease from the $92,470.53 reported in FIN 16-20. Since the Town impact pertains to 2013, 2014 and 2015, this amount is being recorded in the 2015 financial statements and will not impact the 2016 financial results. 1 CAO STAFF REPORT FIRE & RESCUE SERVICES Report Title: Elmwood Fire Department Fire Communications Contract Report No.: FRS 16-04 Author: Jeff Smith, Fire Chief Meeting Type: COUNCIL MEETING Council Date: APRIL 25, 2016 Attachments: AGREEMENT RECOMMENDATION: THAT Council receives report FRS 16-04 Elmwood Fire Department Fire Communications Contract; AND THAT Council authorizes the Mayor and Clerk to enter into an agreement with the Elmwood Fire Department Joint Board of Management, the Municipality of Brockton and the Municipality of West Grey for the provision of Fire Dispatch and Communications Services. SUMMARY The Municipality of Brockton issued Request for Proposal for the provision of Fire Dispatch for the Walkerton Fire Department, with a closing date of October 2, 2015. As an extension of the successful award of the Municipality of Brockton contract, Tillsonburg Fire Communications was approached about extending services to the Elmwood Fir eDepartment that is jointly managed by the Municipality of Brockton and the Municipality of West Grey. Consistent with pricing provided to the Municipality of Brockton for the Walkerton Fire Department, Tillsonburg offered a pricing structure of $1.95 per capita for the first contract year and a fixed increase of 2.0% each year thereafter for a five (5) year period. Total revenue for the five (5) year period will be $21,584.54 (excluding tax). The Elmwood Fire Station radio system shares common infrastructure with the Walkerton Fire Station and no additional capital equipment will be required to add this customer. Given the small population based being serviced, (2,127 residents), there will be no staffing impact or changes as a result of this contract. The additional emergency call volume and non-emergency call volume can be accommodated well within our existing capacity. The contract attached for approval is the standard template used by Tillsonburg Fire Communications for our current customers. 131 132 133 134 135 136 137 138 139 140 STAFF REPORT OPERATIONS SERVICES Report Title: Transfer Station Public Engagement Summary Report No.: OPS 16-14 Author: Kevin De Leebeeck, P.Eng., Director of Operations Meeting Type: REGULAR COUNCIL Council Date: APRIL 25, 2016 Attachments: 1. TILLSONBURG TRANSFER STATION SURVEY RESULTS 2. SUMMARY OF SURVEY “ADDITIONAL COMMENTS” 3. PUBLIC CONSULTATION SUMMARY RECOMMENDATION: THAT Council receive Report OPS 16-14 Transfer Station Public Engagement Summary; AND THAT Council direct staff to develop conceptual design alternatives that reflect the framework of the preferred solution. SUMMARY As outlined in report OPS 16-08 Transfer Station Review Roadmap staff initiated Strategy 3 – Involve, Consult, Collaborate of the Towns Public Engagement Policy and developed a 15 question survey designed to probe respondents preferences with respect to the operation of the Transfer Station. The Transfer Station Survey was made available to the public from March 9th to March 31st with a total of 281 responses. Town staff also hosted a Public Consultation Session on March 23rd to gain additional feedback of the community’s needs and expectations of the Transfer Station. Excluding staff and Council members a total of approximately eight (8) members of the community participated. The following is a summation of the survey results and should be used as a sampling, not as an overall statistical representation of Transfer Station users. Attachment 1 provides a detailed summary of the survey results. Additional survey comments and feedback received from the Public Consultation Session have been consolidated into Attachments 2 & 3 of this report respectively. Review of survey submissions revealed that over 80% of the surveys were completed online across all age categories except for the over 65 age category where there was a 50/50 split between online and paper submissions. Page 1 / 5 141 Based on the responses provided about half of the facility users are 54 years of age or younger which generally supports responses to questions 9) and 10) regarding facility users relative satisfaction with the current unloading configuration at both the large item depot and yard waste depot. However, an internal review revealed an annual expenditure of about $15-20K in labour resources to perform site clean up after each opening. Approximately 70% of respondents indicated that they use a Truck or SUV and utilize the Transfer Station 15 times or less per year signifying a relatively high amount of repeat users. The concern regarding illegitimate use of the facility by businesses and non-residents should diminish given that less than 1% of respondents were outside of the service area and that less than 5% of respondents use the Transfer Station for business purposes. While about 80% of respondents indicated typical wait times of 15 minutes or less the hazardous conditions created by the queue staging area along the roadway remains a significant concern. About 80% of respondents also indicated they do not work shift work which may have contributed to the relatively even distribution of responses regarding hours of operation between the current set of operational hours, all day Saturdays, or Wednesday and Saturday afternoons. When asked what materials they normally take to the Transfer Station respondents indicated that nearly 90% is Yard Waste followed by Construction & Demolition material at 60% and then Large Items at 55%. It should be noted that 50% of respondents also indicated that they have used the Waste Management Facility in Salford. Nearly 30% of respondents indicated they would pay per trip to use the Large Item Depot at the Transfer Station and of those respondents half indicated that they would be willing to pay $2.00 per trip. The two exploratory questions at the end of the survey revealed that if feasible a little over half of respondents would like be able to take Bulk Styrofoam to the Transfer Station and if made available would also benefit from free wood chips. Analysis To address the Issue/Opportunity Statement: “In order to maximize the potential benefits to the community, the combination of regulatory requirements, community expectations and fiscal responsibility of the Transfer Station will be explored through alternative opportunities and overall site functionality.” staff identified and evaluated alternative solutions by taking into consideration feedback from the Public Engagement process and established the framework of a preferred solution, as outlined in Table 1. Page 2 / 5 142 Table 1: Alternative Solution Evaluation Matrix Evaluation Criteria Alternative 1 Alternative 2 Alternative 3 Alternative 4 Alternative 5 Do Nothing Expand or Revise Hours of Operation Expand Accepted Materials Redesign Operations of Site Plan Combination of 2, 3 and 4 Considerations Regulatory Compliance • Maintain the current CofA and bring facility into complete compliance • Amend CofA to increase or revise hours of operation • Amend CofA to collect limited Construction & Demolition material • Potential of capital investment to satisfy MOE requirements • Amend CofA to reflect new site plan layout • Amend CofA to reflect new site plan layout, revised hours of operation and limited collection of Construction & Demolition material • Potential of capital investment to satisfy MOE requirements Hours of Operation • Wed 2:30pm – 5:30pm • Sat 9am – noon • Revise hours of operation to better reflect timing/needs of users • No anticipated impact to hours of operation • No anticipated impact to hours of operation • Revise hours of operation to support redesign of site plan • Revise to better reflect timing/needs of users General Site Safety & Layout • Site remains with current layout as approved in current CofA • May impact site safety through revised hours that allow for a more evenly distributed facility use • No anticipated impact to site safety • Possible minor revisions to accommodate controlled Construction & Demolition material storage area • Relocate Yard Waste Depot. • User friendly Large Item drop-off layout. • Improve visibility and site traffic flow increasing overall site safety • Ability to offload materials more easily • Relocate Yard Waste Depot. • User friendly Large Item drop-off layout. • Improve visibility and site traffic flow increasing overall site safety • Ability to offload materials more easily Operational Budget Impact • As approved in 2016 Operations Budget • Anticipated grant reduction impacts on future budget • May increase operational budget and/or require resource reallocation of PW work tasks • Anticipated grant reduction impacts on future budget • May increase operational budget to monitor and maintain site • Alternative waste Bin transportation arrangements likely required • Anticipated grant reduction impacts on future budget • Potential impact to PW resources to maintain site depending on revised location of Yard and Large Item depots. • Likely reduction in post site operations cleanup effort to minimize impact of future grant reduction • Potential impact to PW resources to maintain site depending on revised location of Yard and Large Item depots. • Likely reduction in post site operations cleanup effort to minimize impact of future grant reduction Promotion, Education and Minor Operational Improvements • Clearly identify Bin collection waste types • Promote Waste Diversion Stewardship Community Partners • Site Entrance/stacking queuing improvements • Clearly identify Bin collection waste types • Promote Waste Diversion Stewardship Community Partners • Site Entrance/stacking queuing improvements • Clearly identify Bin collection waste types • Promote Waste Diversion Stewardship Community Partners • Site Entrance/stacking queuing improvements • Clearly identify Bin collection waste types • Promote Waste Diversion Stewardship Community Partners • Site Entrance/stacking queuing improvements • Clearly identify Bin collection waste types • Promote Waste Diversion Stewardship Community Partners • Site Entrance/stacking queuing improvements Overall Rating Legend Most Preferred Less Preferred Least Preferred Town Operational Considerations Regulatory Considerations Page 3 / 5 143 Page 4 / 5 144 Next Steps The development of conceptual design alternatives that reflects the framework of the preferred solution will involve further consultation from external agencies (i.e. MOE, Oxford County) regarding their respective and unique requirements to ensure the appropriate scope of work relating to each of the conceptual design alternatives is properly defined and is a feasible solution in context to the requirements of approval agencies. The advantages, disadvantages and cost estimates of each conceptual design alternative will then be further evaluated through a review of regulatory compliance, operational impacts and fiscal responsibility. Following development of conceptual design alternatives a Public Information Session/Drop-in Centre will be hosted where residents can provide feedback on the design alternatives. A subsequent report summarizing the conceptual design alternatives, budgetary impacts, public feedback and the preferred design alternative will be provided for Council consideration in advance of staff formally pursuing the necessary approvals as required. FINANCIAL IMPACT/FUNDING SOURCE The scope of work for the capital investment at the Transfer Station identified in the 2016 Operations Business Plan will continue to develop throughout the conceptual design and consultation process. Subsequent reporting will identify budgetary impacts when further details have been developed. Page 5 / 5 145 100.00%281 0.00%0 100.00%281 0.00%0 100.00%281 0.00%0 0.00%0 0.00%0 0.00%0 0.00%0 Q1 1) Contact Information Answered: 281 Skipped: 0 Answer Choices Responses Name Company Address Address 2 City/Town State/Province ZIP/Postal Code Country Email Address Phone Number 1 / 17 Tillsonburg Transfer Station Survey 146 2.14%6 19.93%56 25.98%73 24.91%70 27.05%76 Q2 2) Age: Answered: 281 Skipped: 0 Total 281 Less than 25 years old 26 - 39 years old 40 - 54 years old 55 - 64 years old Over 65 years old Answer Choices Responses Less than 25 years old 26 - 39 years old 40 - 54 years old 55 - 64 years old Over 65 years old 2 / 17 Tillsonburg Transfer Station Survey 147 20.28%57 13.17%37 30.25%85 40.93%115 11.74%33 Q3 3) What type of vehicle do you typically drive to the Transfer Station? Answered: 281 Skipped: 0 Total Respondents: 281 Car Van SUV Truck Trailer attachment 0%10%20%30%40%50%60%70%80%90%100% Answer Choices Responses Car Van SUV Truck Trailer attachment 3 / 17 Tillsonburg Transfer Station Survey 148 0.71%2 95.37%268 3.91%11 Q4 4) Do you use the Transfer Station primarily for business or residential purposes? Answered: 281 Skipped: 0 Total 281 Business Residential Both Answer Choices Responses Business Residential Both 4 / 17 Tillsonburg Transfer Station Survey 149 21.71%61 78.29%220 Q5 5) Do you work shift work? Answered: 281 Skipped: 0 Total 281 Yes No Answer Choices Responses Yes No 5 / 17 Tillsonburg Transfer Station Survey 150 39.86%112 31.67%89 13.88%39 14.59%41 Q6 6) How many times do you typically use the Transfer Station per year? Answered: 281 Skipped: 0 Total 281 Less than 10 10 - 15 16 - 20 More than 20 Answer Choices Responses Less than 10 10 - 15 16 - 20 More than 20 6 / 17 Tillsonburg Transfer Station Survey 151 50.89%143 46.62%131 2.49%7 Q7 7) Have you used the Waste Management Facility in Salford? Answered: 281 Skipped: 0 Total 281 YesNo No, but willing to try Answer Choices Responses Yes No No, but willing to try 7 / 17 Tillsonburg Transfer Station Survey 152 59.79%168 40.21%113 7.47%21 56.23%158 88.26%248 Q8 8) What materials do you normally take to the Transfer Station? Answered: 281 Skipped: 0 Total Respondents: 281 Construction & Demolition... Scrap Metal White Goods (Freon remov... Large Items (furniture,... Yard Waste (grass, leav... 0%10%20%30%40%50%60%70%80%90%100% Answer Choices Responses Construction & Demolition Material (drywall, shingles, lumber, etc.) Scrap Metal White Goods (Freon removed - refrigerators, freezers, etc.) Large Items (furniture, mattresses, washers, dryers, carpet rolls, etc.) Yard Waste (grass, leaves, garden waste, etc.) 8 / 17 Tillsonburg Transfer Station Survey 153 34.16%96 65.84%185 Q9 9) Do you experience difficulties with unloading materials at the Large Item Depot? Answered: 281 Skipped: 0 Total 281 Yes, I would benefit from an easier unloading configuration. No, I am satisfied with the current unloading configuration. Answer Choices Responses Yes, I would benefit from an easier unloading configuration. No, I am satisfied with the current unloading configuration. 9 / 17 Tillsonburg Transfer Station Survey 154 19.49%54 80.51%223 Q10 10) Do you experience difficulties with unloading materials at the Yard Waste Depot? Answered: 277 Skipped: 4 Total 277 Yes, I would benefit from an easier unloading configuration. No, I am satisfied with the current unloading configuration. Answer Choices Responses Yes, I would benefit from an easier unloading configuration. No, I am satisfied with the current unloading configuration. 10 / 17 Tillsonburg Transfer Station Survey 155 29.89%84 5.69%16 37.37%105 27.05%76 Q11 11) Select which set of operational hours would best satisfy your needs (excl. seasonal hours). Answered: 281 Skipped: 0 Total 281 Wed 2:00pm - 6:00pm & Sat 2:00pm - 6:00pm Wed 9:00am - Noon & Sat 3:00pm - 6:00pm Wed 2:30pm - 5:30pm & Sat 9:00am - Noon Sat 10:00am - 6:00pm Answer Choices Responses Wed 2:00pm - 6:00pm & Sat 2:00pm - 6:00pm Wed 9:00am - Noon & Sat 3:00pm - 6:00pm Wed 2:30pm - 5:30pm & Sat 9:00am - Noon Sat 10:00am - 6:00pm 11 / 17 Tillsonburg Transfer Station Survey 156 31.67%89 47.69%134 17.79%50 2.85%8 Q12 12) How long do you typically wait in line at the Transfer Station? Answered: 281 Skipped: 0 Total 281 Less than 5 min. 5 - 10 min. 11 - 20 min. More than 20 min. Answer Choices Responses Less than 5 min. 5 - 10 min. 11 - 20 min. More than 20 min. 12 / 17 Tillsonburg Transfer Station Survey 157 28.47%80 71.53%201 Q13 13 a) Would you pay per trip to use the Large Item Depot at the Transfer Station? Answered: 281 Skipped: 0 Total 281 Yes No Answer Choices Responses Yes No 13 / 17 Tillsonburg Transfer Station Survey 158 50.60%42 22.89%19 2.41%2 24.10%20 Q14 13 b) If yes, how much are you willing to pay per trip? Answered: 83 Skipped: 198 Total 83 $2.00 $3.00 $4.00 $5.00 Answer Choices Responses $2.00 $3.00 $4.00 $5.00 14 / 17 Tillsonburg Transfer Station Survey 159 53.02%149 46.98%132 Q15 14) If made available, would you benefit from free wood chips? Answered: 281 Skipped: 0 Total 281 Yes No Answer Choices Responses Yes No 15 / 17 Tillsonburg Transfer Station Survey 160 55.87%157 44.13%124 Q16 15) If feasible, which one of the following would you most like to be able to take to the Transfer Station? Answered: 281 Skipped: 0 Total 281 Bulk Styrofoam Bulk Cardboard Answer Choices Responses Bulk Styrofoam Bulk Cardboard 16 / 17 Tillsonburg Transfer Station Survey 161 Q17 16) Additional Comments: Answered: 121 Skipped: 160 17 / 17 Tillsonburg Transfer Station Survey 162 Summary of “Additional Comments” from Transfer Station Survey Positive Comments - 24 There are 24 positive general comments referring to the operation of the facility. Residents enjoy the friendliness of the staff, they feel Tillsonburg is fortunate to have the facility, it is the best program, facility is clean, neat and well run, greatest benefit is the yard waste area, much superior then other municipalities with curbside pick-up, happy with current station, great service, very satisfied, very useful. Negative Comments - 15 There are 15 negative comments about the operation of the site. They refer to the staff, site being unorganized and better signage needed. Unloading Difficulties - 4 There are 4 comments about the difficulties for older residents to unload their items into the bins. 1 resident goes to Salford for the ease of unloading. Hours of Operation - 24 24 comments were made regarding the hours of operation. Most residents would like to see the yard waste depot open more often and longer hours for all residents to be able to utilize the service. Some feel the yard waste depot should be open all day Saturday. 24/7 Yard Waste Depot - 15 15 residents would like to see the yard waste depot open 24/7 with nobody controlling the site as other municipalities do. Some believe this would decrease the lineup for the large item depot. Paying a Fee to use the Large Item Depot - 12 12 comments were made about paying a fee to use the large item depot. Most residents are very unhappy at the idea of having to pay. Some comments were made that Tillsonburg Residents already pay too much for taxes and they shouldn’t have to pay more. Also residents feel that people will just “dump their junk” if there is a fee. Curbside pick-up - 8 8 residents would like to see at least one curb-side large article pick-up per year. People that do not have transportation to get to the transfer station as well as elderly people that physically cannot take items will have an option to dispose of their large items. Miscellaneous Comments - 26 There are 26 miscellaneous comments. 4 comments about saving the environment and residents would like to be able to recycle/reuse others “junk” to eliminate the amount of waste going to the landfill. There is 1 comment regarding leaf collection. Resident suggests getting rid of curbside leaf collection and having all of the leaves taken to the transfer station. 2 residents would like to see an electronic waste container as well as hazardous waste. 2 residents would like to be able to take recyclable materials to the depot as well as other material. There are 3 comments regarding residential use only and 7 comments regarding the layout of the depot. 7 irrelevant, off-topic comments were also made. 163 Transfer Station Public Consultation – March 23, 2016 Comments from Residents in Attendance Q: Construction waste not acceptable according to Town CofA, but is accepted at Salford landfill which has a tipping fee? A: Yes, that is correct. Q: What is the cost to change the CofA to accept construction waste? A: The cost associated with amending CofA to accept construction & demolition waste is yet to be determined and will largely depend on the MOE’s requirement for a stormwater management facility. Q: Why is there a $30,000 funding reduced from County? A: New County Waste Collection contract reduced County’s cost to perform annual large item curbside collection and the partial funding the Town receives is equal to the County’s costs. Q: The Large Item Depot only for Tillsonburg residents and Yard Waste Depot for all County Residents? A: Yes, that is correct. Q: Is CofA amendment required to change hours? A: Yes, however proposed amendment will provide for greater flexibility. Q: Who pays for the staff at the Transfer Station? A: The Town does, however time spent at the Yard Waste Depot is recovered from the County. Q: Isn’t there other uses for leaves? (i.e. spread on farmers field) A: The Loose Leaf Collection program is independent from the operation of the Transfer Station and given the potential for contaminates in the collected loose leaves spreading it on farmer’s fields opens the Town to potential liability issues. Q: Why doesn’t the Town collect light bulbs and paint at the Transfer Station? A: In order for the Town to collect HHW the Town would need register with the respective Stewardship Ontario program and provide the appropriate facilities at the Transfer Station (i.e. storage shed). Instead the County provides a HHW depot at the Town Public Works Yard every other year and even some local business have become members of industry funded Stewardship Ontario programs to accept some HHW. Comments: Traffic jam created by operation of two days of collection at site because of statutory holiday closure. Issue should be considered. Some residents want one day large item collection, but most want the Transfer Station. Relocate yard waste on left side of depot and keep Large Items on right side. Put a double line up on Transfer Station property, not on road. Make magnetic signs to indicate waste type of each bin. Leaf and yard waste traffic needs improvement. Make every effort to maintain and keep transfer station safe. Suggestion: “4 free passes” to use transfer station. Then users pay per load. Promotion and education with regards to clean lumber and sorting. User tags/pass instead of showing ID. Consider allowing residents to select items to take from the Transfer Station to reuse/repurpose (i.e. old lawn mowers) 164 STAFF REPORT OPERATIONS SERVICES Report Title: Corridor Management Initiative - Pedestrian Crossing on Broadway at Glendale Drive Report No.: OPS 16-15 Author: Jeff Molenhuis, P. Eng., Manager of Engineering Meeting Type: REGULAR COUNCIL Council Date: APRIL 25, 2016 Attachments: NONE RECOMMENDATION THAT Council receive Report OPS 16-15, Corridor Management Initiative - Pedestrian Crossing on Broadway at Glendale Drive; AND THAT Council authorize staff to retain a third party consultant to conduct the Pedestrian Crossover Warrants and site a suitable crossing facility location; AND THAT if Pedestrian Crossover Warrants are satisfied that the project debenture be increased to a maximum of $87,000. BACKGROUND The 2016 Operations Business Plan included a $40,000 investment to implement corridor management initiatives that was initially targeted to provide improvements along Quarter Town Line in the vicinity of the new school. However, through the budgeting process Council requested staff focus on a pedestrian crossing along the Broadway Street corridor between Concession Street and North Street and passed the following resolution: “THAT $40,000 be removed from taxation and receive a full report before the project is started and further discussion on funding the project by debenture.” It was communicated to Council at that time that a pedestrian crossing on Broadway would require an application to the MTO by a third party consultant and that the costs associated to implement such a pedestrian crossing are not known. Page 1 / 9 165 According to the Highway Traffic Act, the classification of a pedestrian crossing is based on control devices being either present or absent creating two types of crossings: controlled and uncontrolled. A controlled crossing is a location where vehicles are required to legally stop or yield to traffic in the intersection, including pedestrians. An uncontrolled crossing is a location where pedestrians must wait for a safe gap in traffic to enter and cross the roadway. In context of the Highway Traffic Act, the rules of the road are distinct between controlled and uncontrolled crossings. This report outlines regulations and planning justification required to support a controlled pedestrian crossing on Broadway Street in proximity to Glendale Drive. This report also provides an outline on the types of pedestrian crossing facilities that would be reviewed under the guidelines of the Ontario Traffic Manuals. SUMMARY Broadway Street between Concession Street and North Street consists of two-lane and multi-lane road segments, is classified as an arterial road, and has a posted speed limit of 50 km/hr. The daily traffic volume within the specified limits ranges between 9,300 and 14,200 vehicles per day. The asphalt road width varies between 10 and 12 metres, and contains a centre turn-lane north of Lisgar Avenue and various intersection turning lanes between Lisgar Avenue and Concession Street. There is no on-street parking permitted within this corridor, and no accommodation for bicycle lanes. Currently, the only controlled pedestrian crossing locations on Broadway Street in this segment area are at the intersections of Concession Street and North Street. These intersections are approximately 1.8 km apart. Regulatory Framework Broadway Street in Tillsonburg is a designated Connecting Link under the Public Transportation and Highway Improvement Act, 1990. The Highway Traffic Act, 1990 extends Ministry of Transportation (MTO) regulation to certain municipal activities within Connecting Links: “Section 144, 31 (1) No traffic control signal system or traffic control signal used in conjunction with a traffic control signal system shall be erected or installed on a highway designated as a connecting link under subsection 21 (1) of the Public Transportation and Highway Improvement Act except in accordance with an approval obtained from the Minister or an official of the Ministry authorized by the Minister to grant such approval.” Town staff held correspondence with Ministry staff to determine the approval framework for a controlled pedestrian crossing within any portion of the Connecting Link corridor. In general, the Ministry requires the following: Page 2 / 9 166 1) Third party planning justification for a controlled crossing, based on 100 percent satisfaction of the warrant analysis; 2) Review and approval of traffic control systems; and 3) Review and approval of required Town traffic by-law. The Ministry looks to the Ontario Traffic Manual as best-practice guidelines that any proposed operational changes will be reviewed in context to the appropriate manual, such as OTM Book 12 Traffic Signals and OTM Book 15 Pedestrian Crossing Facilities. Crossing Facility Types There are four (4) general control types that can be considered under the Ontario Traffic Manual for Pedestrian Facilities. Control Type Description Traffic Control Signal Systems Fully signalized traffic and pedestrian controls in place to alternate the right-of-way between conflicting streams of road users, including pedestrians. Regulated specifically under Section 144 of the Highway Traffic Act, which gives legal authority to determine right-of-way. Full Signal Intersection Intersection Pedestrian Signal (IPS) Mid-Block Pedestrian Signal (MPS) Pedestrian Crossover Systems Distinctly for pedestrian crossing activity and meant to provide a safe gap for crossing. Regulated under Section 140 of the Highway Traffic Act and O/Reg 615 which prescribes regulatory and warning signs, pavement markings and flashing beacons, giving legal authority to determine right-of-way. PXO Type A – overhead beacon PXO Type B – sign/beacon PXO Type C – sign/beacon PXO Type D – sign Stop/Yield Controlled Intersections Regulatory signs assign and regulate right-of-way. Supervised School Crossings Children (under 12) supervised during specified times during school periods. Under Section 176 of the Highway Traffic Act, crossing guard is given legal authority to determine right-of-way for pedestrians and provide safe gaps for crossing. OTM Book 15 Pedestrian Crossing Facilities discusses a hierarchy and decision making framework for assessment and selection of the appropriate crossing treatment based on guiding principles of: safety, delay, equity between road users, expectancy of road users, consistency, connectivity and pragmatism. From these guiding principles, warrant analysis and review criteria are derived to support a technical justification for the need of a pedestrian crossing facility and to define the complexity of the road in order to select a suitable pedestrian crossing facility and location. Page 3 / 9 167 Warrant Analysis Criteria For signalized control types the following pedestrian-related crossing warrants apply under the Ontario Traffic Manual: Control Type Warrant Analysis Traffic Control Signal Systems Justification based on Prolonged Vehicle Volume, Crossing Delay, Combination of Volume/Delay, Peak Vehicle Volume, Collision History, Pedestrian Volume and Pedestrian Delay Full Signal Intersection Intersection Pedestrian Signal (IPS) Mid-Block Pedestrian Signal (MPS) Pedestrian Crossover Systems Justification based on Vehicle Volume and Pedestrian Volume; Must be 200 m away from any other traffic control devices; and Must be a requirement for active transportation network or system connectivity. PXO Type A – overhead beacon PXO Type B – sign/beacon PXO Type C – sign/beacon PXO Type D – sign To meet the technical requirements for installation of any crossing control devices, the justifications must be 100 percent satisfied. For stop/yield control and supervised school crossings, the warrants are not presented for of the following reasoning: Stop/yield controls – given the type and use of the Broadway Street corridor, the Ministry will not support a stop or yield control. Supervised school crossings – pedestrian users of the active transportation network will also likely use a crossing on Broadway Street for other institutional or recreational uses, and would likely do so outside of the typical crossing guard schedule (i.e. during summer months or evenings). Staff also noted a number of pedestrians conducting crossing activities outside of the standard crossing guard hours of peak morning and peak afternoon. Preliminary Assessment and Warrant Review Based on the above warrant criteria, staff reviewed preliminary information at the location of Broadway Street and Glendale Drive to justify a traffic control signal system or pedestrian crossover system. Based on this assessment, the following is noted: 1) The preliminary assessment does not meet the justification criteria for installation of a traffic control signal system. 2) The preliminary assessment does not meet the justification for pedestrian volume to support a pedestrian crossover system. Page 4 / 9 168 3) Pedestrian crossing activity was monitored at Broadway Street and Glendale Drive only. Staff are aware that a number of crossings occur outside of this intersection location. Through further discussion with the Ministry, it was confirmed that the cumulative pedestrian crossing volume within the corridor, outside of the 200 metre setback from existing traffic control devices, can be used within the warrant analysis for pedestrian volume. Based on the preliminary assessment and a review of the corridor crossing activities, the suggested crossing type, should further investigation of warrants justify the need, would likely be PXO Type B or Type C. The determination of a suitable crossing location is also necessary to choose a mid-block or intersection facility configuration. Figure 1 contains examples of Type B and C facilities for mid-block configurations, as well as one representative sample of a facility for intersection configurations. It is recommended that staff engage a third party consultant to review the pedestrian crossover warrants for the Broadway Street corridor from Concession Street to North Street to determine if a pedestrian crossing facility is warranted. It is also recommended that the third party consultant site the optimal location for the crossing facility, if warranted, to best support the active transportation network and complete the necessary application submission requirements to the MTO. COMMUNICATION/CONSULTATION The Ontario Traffic Manuals, Ministry of Transportation, Director of Operations, Manager of Engineering, Operations Technologists and an electrical/controls contractor were consulted to outline the justification requirements, approval process and develop the scope of work. COMMUNITY STRATEGIC PLAN IMPACT Implementation of active transportation network linkage supports community connectivity and is supported by the Community Strategic Plan under Goal 3.3 to support the aging population and active senior citizenship and under Goal 4.3 to improve mobility and promote environmentally sustainable living. FUNDING SOURCE/FINANCIAL IMPACT The 2016 budget allocation for corridor management initiatives contemplated $40,000 to review potential operational improvements and implement where justified. This budgetary figure did not consider a pedestrian crossing on Broadway Street, which is a significantly expanded scope relative to crossing facilities in other locations, due to regulatory approvals from the Ministry as well as the type of crossing facility required based on the traffic volumes of the roadway. Based on the implementation of an accessible Type B facility on Broadway Street, the following expenditures are anticipated: Page 5 / 9 169 Item Estimated Cost Third Party Consultant – Warrant analysis, facility siting, and application submission to MTO $9,500 Installation of mid-block or intersection crossover – PXO Type B or C $65,000 Signage and Pavement Markings $5,000 Contingency $7,500 TOTAL $87,000 It should be noted that the estimated costs will be impacted by the actual crossing facility location due to items such as accessibility integration and/or service locations. The constraints along the Broadway Street corridor are significant, and as a result, staff recommend further investigative and siting work be undertaken through a third party consultant. Page 6 / 9 170 FIGURE 1 – Potential Pedestrian Crossover Facilities Pedestrian Crossover PXO Type B – Mid-Block (2 lane, 2 way) Page 7 / 9 171 Pedestrian Crossover PXO Type B – Intersection (2 way) Page 8 / 9 172 Pedestrian Crossover PXO Type C – Mid-Block (2 lane, 2 way) Page 9 / 9 173 STAFF REPORT RECREATION, CULTURE & PARKS Title: Sole or Single Source Procurement Authorizations Report No.: RCP 16-11 Author: RICK COX Meeting Type: COUNCIL MEETING Council/Committee Date: APRIL 25, 2016 Attachments: RECOMMENDATION THAT Council receives Report RCP 16-11 – Sole or Single Source Procurement Authorizations; AND THAT Council authorize staff to procure the products and services listed in Report RCP 16-11 from the indicated sole or single source. EXECUTIVE SUMMARY The purpose of this report is to seek Council approval to procure a specific list of products and services from a sole or single source so that the procurement is completed in a manner that is in compliance with the approved Purchasing Policy. BACKGROUND Section 6b of the Purchasing Policy specifically stipulates that procurement of goods or services from a single vendor without a bid, tender or quote process requires Council approval through resolution. The Policy does not make any exceptions. The following list of products and services have been identified as meeting the specific needs of the Recreation, Culture & Parks Department and are being recommended as the vendor for a sole source procurement with the rationale indicated in the list. Product/Service Vendor Rationale for sole sourcing AED replacement parts & supplies Heart Zap This vendor is the proprietary supplier for parts and supplies of the AED units installed at the Tillsonburg Community Centre Synchronized swimming program Synchro Ontario This vendor is the designated Provincial Governing Body for Synchronized Swimming in Ontario. RCP 16-11 – Sole or Single Source Procur 1/2 174 Product/Service Vendor Rationale for sole sourcing Regional co-operatives Tourism Oxford Oxford Creative Connections Inc. Elgin-Oxford Network Regional cooperatives provide opportunities for networking, advertising, shared procurement, partnerships and training. CONSULTATION/COMMUNICATION/COMMUNITY ENGAGEMENT N/A FINANCIAL IMPACT There is no funding impact with respect to this report as the items or services identified above are included in approved operational budgets. COMMUNITY STRATEGIC PLAN (CSP) IMPACT None at this time. RCP 16-11 – Sole or Single Source Procur 2/2 175 STAFF REPORT RECREATION, CULTURE & PARKS Title: Recreation, Culture & Parks Pricing Policy Report No: RCP 16-14 Author: Rick Cox, Director of Recreation, Culture & Parks Meeting Type: COUNCIL MEETING Council/ Committee Date: APRIL 25, 2016 Attachments: • Recreation, Culture & Parks Pricing Policy RECOMMENDATION THAT Council receive Report RCP 16-14 – Recreation, Culture & Parks Pricing Policy for information; AND THAT Council adopt the RCP Pricing Policy for the Town of Tillsonburg; AND THAT a bylaw approving this Policy is brought forward for Council approval. EXECUTIVE SUMMARY Staff developed a Pricing Policy to provide clear parameters with respect to when discounts may be applied to fees for various services and programs without seeking Council consent. Council asked for the policy to include reference to organizations that use Town facilities for fundraising events. BACKGROUND The purpose of this policy is to provide clear and consistent procedures for establishing user fees for Recreation, Culture and Parks programs and services. CONSULTATION/COMMUNICATION RCP staff reviewed pricing policies and processes from several municipalities while developing this policy. The Clerk and Deputy Clerk provided comment and guidance at several points in the development process. FINANCIAL IMPACT/FUNDING SOURCE This policy specifies the manner in which pricing decisions can be made, in concert with the annual development of the Schedule of Rates & Fees. COMMUNITY STRATEGIC PLAN (CSP) IMPACT N/A RCP 16-14 - Recreation, Culture & Parks 1/1 176 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, CULTURE & PARKS USER FEE POLICY APPROVAL DATE: REVISION DATE: Page 1 of 4 SCHEDULES Policy Statement The Corporation of the Town of Tillsonburg provides a variety of recreation, leisure, and sporting opportunities for the residents of the Town and surrounding areas. These services provide the opportunity for residents to lead an active and healthy lifestyle which benefits both individuals and the community. A user fee policy provides a balanced approach for establishing fees in consideration of the following objectives. - Reducing reliance on property taxes, by recovering an appropriate portion of the costs for various services from the users that benefit from them; - Providing a fair and equitable process that encourages accessibility and participation; and, - Ensures fees contribute to the effective and efficient use of town resources. The policy provides enough flexibility to meet evolving social values and changing fiscal pressures. Purpose The purpose of this policy is to provide clear and consistent procedures for establishing user fees for Recreation, Culture and Parks programs and services. Authority Council shall: a) Approve budget targets; and, b) Approve base fees. The Director of Recreation, Culture and Parks or designate shall be responsible for administering this policy. Recreation, Culture & Parks Staff shall: a) Ensure compliance with the current Rates & Fees by-law; b) Propose base fees for new programs and services; and, c) Participate in regular reviews of base fees. POLICY Setting Fees Various strategies will be used to guide pricing decisions. The following protocol will be used to determine fees: 1) Establish the base rate using: - Input costs to provide the service, facility or program; - Competitive rates (comparison to other municipalities, service providers); and, - Inflationary increases (regular incremental increase). The comparators’ data will be reviewed at minimum every two years. The comparators will be reviewed every five years while the Town’s rates will be reviewed every year. Annually approved rates through the Rates and Fees Bylaw with specific percentage increases may be rounded for advertising and administration purposes. 2) Apply reductions to the base rate in an effort to increase volume using: - Incentive rates (non-prime-time and promotional) - User class reductions - Donations & Capital Improvement equivalent - Reductions for activity promotions for special occasions 177 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, CULTURE & PARKS USER FEE POLICY APPROVAL DATE: REVISION DATE: Page 2 of 4 SCHEDULES - Volunteering a) Incentive rates i) Reductions for rentals - Arena Rentals - 25% Reduction 6am-5pm Monday through Friday - Facility Rentals – 25% Reduction to customers booking two or more events at the base rate at the same time. - Partnership in profit sharing – As approved by the Director, up to 40% reduction to bookings at the base rate when profit sharing becomes an opportunity. - Should an individual or company rent the Museum’s program room or grounds, they may book the historic house to be open for their guests to tour. A tour surcharge may be added to the rental fee in accordance with the current rates and fees by-law. ii) Promotional Rates Promotional rates, discounted up to 30%, may be applied to increase participation, encourage registration in new programs, promote active and healthy lifestyles and/or increase memberships or sales. iii) Advertising opportunities - Up to 25% reduction off second arena board advertising may be applied to increase advertising revenue. - Town of Tillsonburg Partners get 50% discount on advertising in Recreation Guide. Partners are considered to be the Station Arts Centre, Tillsonburg Senior Centre and Oxford County including the Oxford County Library. b) User Class Reductions - programs and facility rentals i) Adult – Base Rate: no reduction. ii) Child/Youth Rate – 30% reduction for each additional child in the same nuclear family registered at the same time. iii) Toddler rate - 100% reduction for Lake Lisgar Water Park for children 5 years & under. iv) Registered Non-Profits - 25% reduction of base rate on rental of space at the Tillsonburg Community Centre for fundraising events (hourly rate not eligible). Registered Non-Profits may also be provided donations of Season Passes (ages 6+) to the Lake Lisgar Waterpark for use in fundraising auctions. v) Designated Minor Sport Organization – nominal annual fee for use of designated administrative and storage space. vi) School Boards - 25% reduction off base rate on rental of meeting and/or function space at the Tillsonburg Community Centre. Schools and school parent associations may also be provided donations of Season Passes (ages 6+) to the Lake Lisgar Waterpark for use in fundraising auctions. c) Donations & Capital Improvement Equivalent With the approval of the Director, equipment donations and grants received from sport groups and other organizations may result in rate reductions equivalent to the value of the donation. Credit for capital improvements may be negotiated on a case by case basis. 178 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, CULTURE & PARKS USER FEE POLICY APPROVAL DATE: REVISION DATE: Page 3 of 4 SCHEDULES d) Activity Promotions for Special Occasions Services and programs that promote physical, leisure and cultural activity for persons of all ages and abilities may be assessed a 50% reduction for admission prices. (i.e. Public Swimming/Skating, Canada Day, Waterpark ½ price days or admission donations) e) Volunteering (Museum) Active Museum Volunteers and all members in good standing of the Tillsonburg & District Historical Society receive free admission to the museum. This applies only to volunteers and members, not their families and/or guests. 3) Apply additional fees for user specific services and surcharges as applicable by using: - Extra fees - Premiums a) Extra Fees Additional fees that represent the incremental cost of licenses, contracted services, supplies and staff time may be applied for programs, rentals, and services that require extra care and attention beyond what is provided at the base rate. These fees will be charged on a cost-recovery basis. 179 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, CULTURE & PARKS USER FEE POLICY APPROVAL DATE: REVISION DATE: Page 4 of 4 SCHEDULES i) Set-up or clean-up for special events or tournaments ii) Consumable supplies for specific programs (i.e. craft or cooking classes) iii) Contract security costs for licensed events or large concerts iv) Insurance costs v) License fees vi) Special grave-side services b) Premiums Premiums may be added to cover additional costs. They may be added to the base rate and are not subject to any reductions. i) Statutory Holidays - Additional 50% of base rate Administration Administration fees for refunds, electronic transactions, withdrawals, returned NSF cheques and receipt re- prints are included in the Rates and Fees By-law. Course Cancellations Insufficient registrations may necessitate the cancellation of a program. The Town reserves the right to change or cancel programs if necessary. A 30% discount may be applied on future registrations if a course is cancelled less than 24 hours from the scheduled first class. Monitoring and Evaluation The Town of Tillsonburg shall continuously monitor and evaluate the effectiveness of the Pricing Policy in terms of its ability to address community needs. A full review of the policy will take place every five years or as deemed appropriate. 180 STAFF REPORT RECREATION, CULTURE & PARKS Title: Revised Commemorative Naming Policy Report No: RCP 16-15 Author: Rick Cox, Director of Recreation, Culture & Parks Meeting Type: COUNCIL MEETING Council/ Committee Date: APRIL 25, 2016 Attachments: • Commemorative Naming Policy & Schedules • RCP 15-23 – Commemorative Naming Policy RECOMMENDATION THAT Council receive Report RCP 16-15 – Revised Commemorative Naming Policy for information; AND THAT Council adopt the Commemorative Naming Policy for the Town of Tillsonburg; AND THAT a bylaw approving this Policy is brought forward for Council approval. EXECUTIVE SUMMARY In 2015, Council received a draft of a Commemorative Naming Policy. Some revisions were requested. This report brings the revised Policy to Council for approval. BACKGROUND Subsequent to the deliberations of Council during the summer of 2015, suggested revisions and reformatting of the Commemorative Naming Policy were compiled. CONSULTATION/COMMUNICATION Councillor Esseltine provided suggested revisions. The Clerk and Deputy Clerk provided comment and guidance at several points in the development process. Similar policies from several other municipalities were consulted during the preparation of the original draft. FINANCIAL IMPACT/FUNDING SOURCE N/A COMMUNITY STRATEGIC PLAN (CSP) IMPACT N/A RCP 16-15 - Revised Commemorative Naming 1/1 181 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 1 of 24 A. Policy Statement The Town of Tillsonburg is committed to providing a fair, consistent and efficient process with respect to the commemorative naming of municipal assets, after a person, persons or family name. B. Purpose The purpose of this policy is to provide clear guidelines, a consistent evaluation framework and approval process in regards to the Commemorative Naming or Renaming of Town assets and to allow for comprehensive and open public consultation in accordance with the Town’s Public Engagement Policy. Such a process will ensure the application of key criteria in order to determine the appropriateness of a name and shall recognize the important role played by the legislative bodies involved (i.e. Committees and Council). C. Scope This Policy applies to the Commemorative Naming or Renaming of municipal streets, parkland, open spaces, trails, structures and public spaces after a particular individual(s) or family name. The Commemorative Naming Policy is intended to recognize the geographical, natural, cultural, historic features and/or civic significance of properties owned by the Town, as well as to honour the outstanding achievements, distinctive services, or significant community contributions made by an individual or group. 182 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 2 of 24 Any member of the public or Town Council may submit a nomination application for the Commemorative Naming or Renaming of a municipal street, parkland, open space, trail, structure or public building. This Policy is not intended to address: • Individual naming dedications such as for park benches or tree program memorials; • Naming of Town-owned facilities leased to commercial tenants; • Naming Rights for Municipal Properties (i.e. individual/organization/business purchases the right to name a facility); • Naming of Town Buildings that provide core services (i.e. Town Hall, Fire Services, Police Services, EMS). This restriction does not apply to the courtyards, squares, gardens, lawns, etc. or indoor components of these buildings (wings, halls, auditoriums, galleries, lounges, lobbies, boardrooms, etc.). D. General • This Policy shall be administered by the Clerk’s Office; • This Policy shall be referred to as the “Commemorative Naming Policy”; • This Policy shall come into force and effect on the date adopted. E. Authority The authority for the Commemorative Naming Policy shall be by the approval of the Council of the Town of Tillsonburg. 183 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 3 of 24 F. Definitions Commemorative Names Reserve List: Names submitted that qualify, but may not be chosen by the Committee for a particular asset, will be added to a list and can be considered for future assets (Names will be kept on the Commemorative Names Reserve List for 5 years). Commemorative Naming Committee (CNC): Shall be comprised of the Special Awards Committee (including the Council Representative), Town Clerk, Development Commissioner and the Director of Recreation, Culture & Parks (or Designates). Meetings will be held in-camera, in accordance with Section 239 (2)(b) of the Municipal Act, “personal matters about an identifiable individual, including municipal or local board employees”. Matrix Rating System: Shall be comprised of weighted questions to assist Committee Members in the analyzation and determination of qualified/appropriate names for Town assets (attached as Appendix 'A' of this Policy). Municipal Street: Includes a public highway, street, road allowance or lane under the jurisdiction of the Town of Tillsonburg. Other Open Spaces: Valleys, forests/woodlots, watercourses (lakes, rivers), utility features such as storm-water management areas, downtown squares, and plazas. 184 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 4 of 24 Parkland: Refers to land dedicated by the Town for use as a public park or for recreational purposes. All parkland designations are defined within the Town of Tillsonburg’s Parks, Recreation, and Cultural Strategic Master Plan and Zoning Bylaw. For commemoration purposes, the term municipal park shall include other components, such as sporting fields contained within a larger park. Public Buildings: Town owned public buildings and their outdoor service areas (pools, arenas, parking garages, recreation centre, facility yards, plazas, courtyards, squares, gardens, lawns, etc.), as well as their indoor components (wings, halls, auditoriums, galleries, lounges, lobbies, boardrooms, etc.). Public Consultation Process: The two-way exchange of information between The Town and the public before decisions are made. It is an open and accountable process allowing individuals and groups to participate in the decision-making process of naming Town owned assets. Statistical information on comments received under consultation will be provided to individuals other than staff, upon request. However, specifics and written comments received will be available only to the Committee and Town Council. Trails: An off-road Recreational path system or Pedestrian walkway which may be made of Limestone, Asphalt, packed earth, woodchips, granular surface or other material, for use by walkers, cyclists, snowshoers, cross-country skiers, etc. 185 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 5 of 24 G. Submitting an Application Applicants are required to submit a completed Commemorative Naming Application Form (attached as Appendix 'B' of this Policy), the sworn Affidavit Forms (attached as Appendix 'C' of this Policy) along with the required supporting documentation when requesting the Commemorative Naming or Renaming of a municipal property. Background information and/or biographical information (if named after an organization or an individual) shall demonstrate the significance of the proposed name to the community. It is recommended that the applicant include letters of support for the request, including documentation by the individual being honoured or their legal representative. A petition may also be included in the event that a request is being made for the renaming of a municipal property. The commemorative naming process for municipal streets, parkland, open spaces, trails, structures and public buildings, may differ from application to application depending on the circumstances surrounding the request/requirement for naming. Application Criteria When an Application Form is submitted, at least one of the following criteria shall apply: • The nominated individual has demonstrated excellence, courage or exceptional service to the citizens of the Town of Tillsonburg, the Province of Ontario and/or Canada; • The nominated individual has provided extensive community service and has an extraordinary community service record; 186 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 6 of 24 • The nominated individual has worked to foster equality and reduce discrimination; The nominated individual is a current Town of Tillsonburg employee, and has made an outstanding contribution to the Town of Tillsonburg unrelated to and outside of his/her job responsibilities, capacity and duties as a Town employee; • The nominated individual is a former employee of the Town of Tillsonburg and is to be recognized for his/her exceptional service unrelated to and outside of his/her job responsibilities, capacity and duties as a former Town employee; • The nominated individual has made a significant financial contribution to parkland, an open space, trail, structure or public building, and the contribution significantly benefits the community that the municipal property serves (i.e. the project may not have been otherwise possible without the financial assistance); • The nominated name has a geographical, natural, cultural, historical or civic significance to the community, Town of Tillsonburg, Province of Ontario or Canada. *Out of respect to the deceased, no proposal for the Naming or Renaming of municipal property shall be considered by the Naming Committee within ninety (90) days of the death of the person for whom the naming request is being made. Renaming The Commemorative Naming Committee will consider renaming an existing Municipal Asset after receiving a submission from a private individual or organization, or direction from Council to undertake the Commemorative Naming process as outlined herein. Recognizing that established names contribute significantly to community identity and pride, proposals to rename existing municipal property, must be predicated by exceptional circumstances. 187 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 7 of 24 Existing names will not be changed without consideration of: • The historical significance of the existing name; • The impact on the individual or organization associated with the existing name; • The cost and impact of changing existing signage, rebuilding community recognition and updating records (data bases, letterhead, promotional materials, etc.). H. Processing of Application The following section sets out the procedures for the selection and approval of a Commemorative name. Applications received requesting the Commemorative Naming of municipal assets, shall be forwarded to the Commemorative Naming Committee for consideration. The Naming Committee will utilize an established Matrix Rating System (refer to Appendix ‘A’ of this Policy) when evaluating applications. As part of the approval process, a preliminary investigation of the commemorative name will be conducted to ensure that the name has not been used in the past and that the nomination is meritorious in nature. Processing the application involves confirmation of criteria, reference checks (if applicable), discussion with the applicant and the applicable Town departments, initial meeting of the Commemorative Naming Committee (CNC), public consultation, compiling consultation results and a reconvening meeting of the CNC for final decision. Public notice in regards to the application(s) received, shall be provided in accordance with the Town of Tillsonburg’s Notice Policy. Notice shall be made in the local newspaper and on the Town of Tillsonburg website as part of the Public Consultation Process for a (60) sixty-day period. A copy of the notice shall also be provided to applicable Town departments. 188 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 8 of 24 The notice shall include: • An invitation for public comments in regards to the proposed name(s) of the Town asset(s), as provided for by the Commemorative Naming Committee; • Directions on how comments can be submitted to the Town for consideration; • Directions on where further information can be found regarding the Commemorative Naming Program (i.e. Commemorative Naming Policy and accompanying forms, etc.); • The date on which a report will be scheduled for consideration by Town Council. Public Consultation Public consultation is required as the issue of commemorative naming of municipal property directly affects citizens and provides identity to the communities in which they live. Through public consultation at the community and Town-wide level, residents will be able to ensure they maintain a strong connection to their communities and will be able to gain a better understanding of the individual(s)/family who has been nominated for commemoration. Public consultation shall be undertaken in accordance with the size and scope of the specific municipal property being named. Consultation may consist of formal written notification of the proposed name to affected community associations, applicable interest groups and Town of Tillsonburg Advisory Committees (where appropriate). Advertisements may be placed in the local newspapers, where appropriate, and on the Town’s website. Statistical information on comments received under consultation will be provided to individuals other than the Commemorative Naming Committee, upon request. However, specifics and written comments received will only be available to the Committee and Town 189 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 9 of 24 Council. Town staff will provide the final decision on a proposal to individuals who submit a comment under the public consultation component, and provide a copy of the Commemorative Naming policy and information sheet, when necessary. I. Evaluation Process The CNC shall reconvene to review the public consultation results and departmental comments. When a name is recommended for approval, an In-camera report to the appropriate Standing Committee and Council is prepared containing the CNC’s recommendation. First consideration by the Naming Committee will be given to those Names that are representative of the geographical, natural, cultural, or historical features and/or the civic significance of the municipal property to which the name will be applied. Second consideration by the Naming Committee will be given to those Names that fall under at least one of the following criteria: • The nominated individual has demonstrated excellence, courage or exceptional service to the citizens of the Town of Tillsonburg, the Province of Ontario and/or Canada; • The nominated individual has provided extensive community service and has an extraordinary community service record; • The nominated individual has worked to foster equality and reduce discrimination; The nominated individual is a current Town of Tillsonburg employee, and has made an outstanding contribution to the Town of Tillsonburg unrelated to and outside of his/her job responsibilities, capacity and duties as a Town employee; 190 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 10 of 24 • The nominated individual is a former employee of the Town of Tillsonburg and is to be recognized for his/her exceptional service unrelated to and outside of his/her job responsibilities, capacity and duties as a former Town employee; • The nominated individual has made a significant financial contribution to parkland, an open space, trail, structure or public building, and the contribution significantly benefits the community that the municipal property serves (i.e. the project may not have been otherwise possible without the financial assistance); • The nominated name has a geographical, natural, cultural, historical or civic significance to the community, Town of Tillsonburg, Province of Ontario or Canada. Council Approval The Commemorative Naming Committee will prepare and send a report to Council outlining the proposed name for each Town asset and the reasons why the name was chosen (i.e. analysis against the criteria). Upon Committee and Council approval, implementation of the approved commemorative name is undertaken. This involves final notification to the nominee, preparation of an official letter signed by the Mayor, and an official unveiling ceremony for the nominee and family with the presentation of a plaque to be erected at the site, indicating the name as well as its significance for commemoration. 191 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 11 of 24 J. New Development of Municipal Property Building and Planning Services, will notify the Town Clerk when the new development of municipal parkland, an open space, trail, structure or public building occurs and provide information regarding the specific project and the applicable time frame for construction, Town ownership, and, if applicable, information with respect to proposed names for the development. The Town Clerk or designate may convene a meeting of the Commemorative Naming Committee as required to discuss and name all new municipal properties which have been identified as requiring a name, or to discuss a recommended commemorative name. The Committee shall review the approved list of names eligible for consideration to determine if there is an appropriate name for the identified project, or undertake necessary steps to solicit proposed names. If a commemorative name is selected for the project from the Commemorative Names Reserve List, or a name is recommended through another means, the public consultation process will commence for (60) sixty days. The Commemorative Naming Committee will request comment from the Parks & Recreation Advisory Committee and/or the Development Committee regarding the proposed name. The Commemorative Naming Committee will reconvene to review public comment and develop a final recommendation. Council Approval The Commemorative Naming Committee will prepare and send a report to Council outlining the proposed name for each Town asset and the reasons why the name was chosen (i.e. analysis against the criteria). After Council approval, staff will initiate the implementation of the approved Names on official documents, construction and permanent 192 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 12 of 24 signage and plan/implement the appropriate protocols (e.g. dedication ceremony). K. Commemorative Street Naming Commemorative naming of municipal streets shall remain the responsibility of Building and Planning Services and requests shall be made directly through this department. Naming proposals shall be vetted through the investigation and criteria evaluation process of this policy. A meeting of the Commemorative Naming Committee will not be required for the naming of a street. L. Commemorative Names Reserve List Maintenance and Use A name may be submitted that is not site or venue specific. In this regard, the application will undergo the same process with respect to the criteria evaluation and investigation process included within this policy. Staff will discuss possible options with the nominator and the suitability. If a site or/and geographic location is not determined through these discussions, the name is placed on the Commemorative Names Reserve List (for municipal properties) maintained by the Town Clerk, and the Street Names Reserve List maintained by Building Services. The Commemorative Naming Committee will meet to review the Name Reserve List, new submissions and complete the Matrix Rating for each completed submission. They will also appoint a member to verify the accuracy of the proposed names for each asset, using reference documents including atlases, other official municipal/civic publications and local historians/contacts. In accordance with Council direction, historical names will be given precedence. Otherwise, there shall be no prioritization system of commemorative names on the list. Nominators are free to designate the name for use in a specific municipal street parkland, open space, trail, 193 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 13 of 24 structure or public building, at the time of nomination if they chose. The List shall be made available on request to any interested party, although the results of the investigations of the naming requests shall remain confidential. A commemorative name may be used for a municipal street, parkland, open space, trail, structure or public building only once. If the nominator wishes that a nominated commemorative name be associated with a particular municipal property, it shall be noted on the Commemorative Names Reserve List. The Town Clerk will maintain all applications for commemorative street naming with respect to criteria and investigation. However, working in cooperation, Building Services will incorporate commemorative street names on the Building Services Street Names Reserve List. Where warranted, the Commemorative Names Reserve List shall be consulted for the purposes of street naming, although a meeting of the Commemorative Naming Committee shall not be required for street naming. 194 THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY PUBLIC ENGAGEMENT POLICY APPROVAL DATE: February 9, 2015 REVISION DATE: Page 14 of 14 SCHEDULES Schedule A – Public Engagement Guidelines 195 SCHEDULE ‘A’ THE CORPORATION OF THE TOWN OF TILLSONBURG MUNICIPAL PROPERTY AND BUILDING COMMEMORATIVE NAMING SCHEDULE A: Matrix Rating System - For Use By The Commemorative Naming Committee Page 11 of 11 ASSET:____________________________________________________________ PROPOSED NAME: ___________________________________________ Check one (1) box for each criteria met. When complete, add and total at the bottom (5= excellent , 1 = poor). NO. Criteria RATE WEIGHTING 5 4 3 2 1 (rate x weighting number) 1 Civic significance 5 2 Geographical or Natural significance 5 3 Cultural or Historic significance 5 4 Demonstrated excellence, courage or exceptional service to the Province or Canada . 3 5 Demonstrated excellence, courage or exceptional service to the Tillsonburg community 3 6 Has worked to foster equality and reduce discrimination 2 7 Has risked or given his/her life to save or protect others 2 8 Other - creativity and/or originality of the proposed naming (e.g. The Bird's Eye Boardroom) 1 9 Have no other Town owned asset designations (multiple existing designations will result in a lower rate). 1 TOTAL 196 Schedule B Town of Tillsonburg, 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 Town Clerk’s Office dewilson@tillsonburg.ca APPLICATION FORM COMMEMORATIVE NAMING OF A MUNICIPAL STREET, PARKLAND, OPEN SPACE, TRAIL, STRUCTURE & PUBLIC BUILDING A. NOMINATOR’S INFORMATION *A COMMEMORATIVE NAME MAY BE USED ONLY ONCE IN THE TOWN OF TILLSONBURG SUBSEQUENT REQUESTS WILL BE DENIED Name (Individual or Organization): Mailing Address: Telephone: Home Work E-mail: Affiliation to Nominee: B. NOMINEE’S INFORMATION (NAME TO BE COMMEMORATED) Name: Mailing Address: Date of Birth: Telephone: Home Work E-mail: 197 Schedule B C. NOMINATOR’S INFORMATION *A COMMEMORATIVE NAME MAY BE USED ONLY ONCE IN THE TOWN OF TILLSONBURG SUBSEQUENT REQUESTS WILL BE DENIED Name (Individual or Organization): D. NOMINEE’S INFORMATION (NAME TO BE COMMEMORATED) Name: E. APPLICABLE CRITERIA (SELECT ONE) The nominated individual has demonstrated excellence, courage or exceptional service to the citizens of the Town of Tillsonburg, the Province of Ontario and/or Canada. The nominated individual has provided extensive community service and has an extraordinary community service record. The nominated individual has worked to foster equality and reduce discrimination. The nominated individual is a current Town of Tillsonburg employee, and has made an outstanding contribution to the Town of Tillsonburg unrelated to and outside of his/her job responsibilities, capacity and duties as a Town employee. The nominated individual is a former employee of the Town of Tillsonburg and is to be recognized for his/her exceptional service unrelated to and outside of his/her job responsibilities, capacity and duties as a former Town employee. The nominated individual has made a significant financial contribution to municipal parkland, open space, trail, structure or public building and the contribution significantly benefits the community that the municipal property serves (i.e., the project may not have otherwise been possible without the financial assistance). The nominated name has geographical, natural, cultural, historical or civic significance to the community, Town of Tillsonburg, Province of Ontario or Canada. 198 Schedule B F. RATIONALE FOR NOMINATION AND ATTACHED BACKGROUND INFORMATION RELATED TO THE CRITERION CHOSEN, WHICH SUBSTANTIATES ALL CLAIMS MADE: INCLUDE COPIES OF NEWSPAPER ARTICLES, CERTIFICATES, AWARDS, LETTERS OF SUPPORT OR COMMENDATION, SERVICE RECORDS, PICTURES, ETC. Please note all information provided below and/or attached to this Application Form will form part of the Commemorative Naming Application Form and will therefore be released to the public in any public notices/advertisements produced, public Agenda and Minutes, Committee discussions/meetings and Reports which may go forward to Council. 199 Schedule B 200 Schedule B G. PLEASE INDICATE WHAT YOU WOULD LIKE THE NAME USED FOR (PLEASE CHECK ONE): Street Parkland Open Space Trail Structure Public Building H. IS THERE A PARTICULAR STREET/PARKLAND/OPEN SPACE/TRAIL/STRUCTURE/OR PUBLIC BUILDING WHICH YOU WOULD LIKE THE NAME USED FOR?: 1st choice __________________________________________________ 2nd choice _________________________________________________ Property’s Current Identification, Address or Location Information: I. RENAMING: (Please note that before a Renaming Application is accepted, the nominator must have written permission from the family or next of kin―if this application results in a request to displace an existing commemorative name [person, persons, or family]): Does the property currently have a name? If so, provide current name, details and rationale for the proposed renaming of this property. J. ADDITIONAL INFORMATION: (ADD INFORMATION AS NEEDED) 201 Schedule B K. INVESTIGATION AND REFERENCE CHECKS REQUIRED A Criminal Reference Check* (CRC) for the nominee is required as part of this process. It is necessary for the nominee to obtain the CRC. The nominee must provide the Clerk’s Office with a copy of the processed CRC provided by Police Services together with the completed Application Form. To obtain a CRC, contact the Ontario Provincial Police Service at 519-688-6540. (Note: If the nominee is deceased, it is not possible to obtain a CRC, but the next of kin must complete the section below and submit an Affidavit of the next of kin). In addition to the above, a sworn affidavit* (issued separately) must be provided to the Town Clerk’s Office. The affidavit provides information with respect to Outstanding Offence Convictions or infractions under a Federal or Provincial statute. Please note that an outstanding conviction or infraction under any of the above may result in the disqualification of an application. Confirmation that the information has been collected through the above investigations will be presented at the public Commemorative Nominating Committee meeting at the time of its consideration of the application – but any details of the results of the clearance checks will only be discussed with Committee Members In-Camera. CONSENT1 Does the nominee consent to a CRC and providing the information to the Town? Yes No Does the nominee or nominator consent to a Provincial Offences Act Check? Yes No Does the nominee or nominator consent to providing the sworn affidavit to the Town? Yes No Does the nominee or nominator consent to the release of the status of the clearance checks? Yes No * Any fees associated with the Criminal Reference Check and/or the sworn affidavit are the responsibility of the applicant. ________________________________ ________________________ Nominator’s Signature Date ________________________________ ________________________ Nominee’s Signature Date 1 The nominee or a representative on their behalf (next of kin, solicitor, notary public, etc.) must provide consent to this nomination. 202 Schedule B L. CONSENT TO THE RELEASE OF INFORMATION PROVIDED IN SECTIONS C- J IN WHOLE OR IN PART The information collected on this form will be used as part of the Commemorative Naming Process. Personal information on the form, attached to the form or subsequently submitted to be included or attached to the Application Form, and all subsequent information collected as a result of the research and the staff investigation of the person’s information, and subsequently found on websites, in local archived materials, in newspapers articles, as a result of a public consultation process, etc., will be used by Town staff and will be made available to the members of the Commemorative Naming Committee, the public, the Mayor’s Office and Elected Officials―except the contact information collected in Sections A and B . ________________________________ ________________________ Nominator’s Signature Date ________________________________ ________________________ Nominee’s Signature2 Date 2 The nominee or a representative on their behalf (next of kin, solicitor, notary public, etc.) must provide consent to this nomination. 203 Schedule C Town of Tillsonburg 200 Broadway St., 2nd Floor Tillsonburg, ON N4G 5A7 Town Clerk’s Office dewilson@tillsonburg.ca MUNICIPAL COMMEMORATIVE NAMING PROGRAM TO BE COMPLETED BY THE NOMINEE AFFIDAVIT OF ________________________ (Nominee) I, ___________________________, of the Town of Tillsonburg, in the Province of Ontario, MAKE OATH AND SAY: 1. I have never been convicted of an offence as set out in a Federal Statute. 2. I do not have any outstanding convictions or infractions as set out in the Provincial Offences Act and/or any Town of Tillsonburg Municipal By-laws. 3. I make this Affidavit in support of the Application Form for the Commemorative Naming Policy, Town of Tillsonburg, and for no improper purpose. SWORN BEFORE ME at the ) Town of Tillsonburg, in the ) Province of Ontario, ) this___ day of_______, 201___ ) ) (Nominee) ) ____________________________________________ A Commissioner, etc. 204 Schedule C Town of Tillsonburg 200 Broadway St., 2nd Floor Tillsonburg, ON N4G 5A7 Town Clerk’s Office dewilson@tillsonburg.ca MUNICIPAL COMMEMORATIVE NAMING PROGRAM TO BE COMPLETED BY THE NOMINATOR OR NEXT OF KIN TO THE NOMINEE (APPLICABLE IF THE NOMINEE IS DECEASED) AFFIDAVIT OF ________________________ (Nominator Or Next of Kin) I, ___________________________, of the Town of Tillsonburg, in the Province of Ontario, MAKE OATH AND SAY THAT TO THE BEST OF MY KNOWLEDGE, ___________________________: 1. Was never convicted of an offence as set out in a Federal Statute. 2. Does not have any outstanding convictions or infractions as set out in the Provincial Offences Act and/or any Town of Tillsonburg Municipal By-laws. 3. I make this Affidavit in support of the Application Form for the Commemorative Naming Policy, Town of Tillsonburg, and for no improper purpose. SWORN BEFORE ME at the ) Town of Tillsonburg, in the ) Province of Ontario, ) this ___ day of _______, 201__ ) ) ) (Nominator or Next Of Kin) ____________________________________________ A Commissioner, etc. 205 STAFF REPORT RECREATION, CULTURE & PARKS Title: Commemorative Naming Policy Report No.: PRS 15-23 Author: Rick Cox, Director of Recreation, Culture & Parks Meeting Type: COUNCIL MEETING Council/Committee Date: MAY 25, 2015 Attachments: • COMMEMORATIVE NAMING POLICY RECOMMENDATION That Council receives Report RCP 15-23 – Commemorative Naming Policy for information; AND THAT Council adopt the Commemorative Naming Policy for the Town of Tillsonburg; AND THAT a by-law be brought forward for Council’s consideration. EXECUTIVE SUMMARY Council requested staff develop a commemorative naming policy for the Town of Tillsonburg. The attached policy is the result of that work. BACKGROUND INFORMATION Council received a request to name the Tillsonburg Skatepark after a young man who was a role model to users of the Skatepark. Subsequently, Council requested staff develop a naming policy that would provide a process for naming Town assets. Staff secured copies of naming policies from several other municipalities and has prepared a policy which can work for Tillsonburg. CONSULTATION/COMMUNICATION N/A FINANCIAL IMPACT/FUNDING SOURCE N/A COMMUNITY STRATEGIC PLAN (CSP) IMPACT N/A RCP 15-23 - Commemorative Naming Policy 1/1 206 STAFF REPORT RECREATION, CULTURE & PARKS Title: Picnic Pavilion Usage and Revenue Report No: RCP 16-13 Author: Rick Cox, Director of Recreation, Culture & Parks Meeting Type: COUNCIL MEETING Council/ Committee Date: APRIL 25, 2016 Attachments: • RECOMMENDATION THAT Council receive Report RCP 16-13 – Picnic Pavilion Usage and Revenue for information. EXECUTIVE SUMMARY Council requested information about past usage and revenue from picnic pavilions at Memorial Park and Kiwanis Coronation Park BACKGROUND A summary of usage and revenue data from bookings of picnic pavilions in Town parks is provided for Council’s information. CONSULTATION/COMMUNICATION N/A FINANCIAL IMPACT/FUNDING SOURCE N/A COMMUNITY STRATEGIC PLAN (CSP) IMPACT N/A RCP 16-13 - Picnic Pavilion Usage and Re 1/1 207 = 1. Call to Order The meeting was called to order at 3:05 p.m. by Councillor Stephenson. 2. Adoption of Agenda Moved By: Michael Kady Seconded By: Mike Cerna THAT the Agenda for the Committee meeting of March 9, 2016, be adopted as amended. Carried 3. Disclosure of Pecuniary Interest There were no disclosures of pecuniary interest declared. 4. Minutes from the Previous Meeting Moved By: Michael Kady Seconded By: Mike Cerna THAT the Minutes of the Committee meeting of December 2, 2015, be received. Carried 5. General Business 5.1. Annual Review of the Multi-Year Accessibility Plan The Deputy Clerk made note that an annual review of the Multi-Year Accessibility Plan is required at this time. Committee members were asked to review the plan and bring any recommendations or proposed amendments to the next meeting for discussion. 5.2. Accessibility Recognition Award – Local Businesses Discussion took place regarding the implementation of an Accessibility Recognition Award for local businesses. Councillor Stephenson suggested The Corporation of the Town of Tillsonburg Accessibility Advisory Committee March 9, 2016 3:00 p.m. Annex Boardroom 200 Broadway, Tillsonburg MINUTES 208 Committee Meeting Minutes, March 9, 2016 - 2 - that the Chamber of Commerce be contacted to see if the award could be presented during the Chamber’s Annual Award Ceremony in May. Moved By: Mike Cerna Seconded By: Michael Kady THAT staff be directed to contact the Tillsonburg Chamber of Commerce to seek permission to participate in the annual Award Ceremony to recognize a local business which has gone above and beyond in making their business more accessible to the public. Carried 5.3. 2016 Meeting Schedule The Committee reviewed the draft 2016 Meeting Schedule. Moved By: Scot Richardson Seconded By: Mike Cerna THAT the 2016 Meeting Schedule be approved as amended. Carried 5.4. Committee Vacancies The Deputy Clerk made note that notice of vacancies on the Accessibility Advisory Committee will be posted in the March 9 and March 16, 2016 editions of the Tillsonburg News within the Tillsonburg Update section and information has been posted on the Town website. The deadline for applications is March 21, 2016. 5.5. Terms of Reference The Deputy Clerk circulated a copy of the 2014-2018 Terms of Reference (TOR) for the Committee. Members were asked to review the TOR and bring any suggestions and/or proposed amendments to the next meeting for discussion. 6. Correspondence 6.1. Oxford County Accessibility Meeting - March 22, 2016 at 1:30 p.m., Oxford County Administrative Building The Oxford County Accessibility Advisory Committee has extended an invitation for the upcoming Accessibility Event on Tuesday, March 22, 2016 at 1:30 p.m. Constable Vanleeuwen will be making a presentation on “New & Emerging Vehicles” and there will be an informal discussion regarding potential collaborative efforts following the presentation. 209 Committee Meeting Minutes, March 9, 2016 - 3 - 7. New Business 7.1. Audible Signals Councillor Stephenson spoke with the Director of Operations regarding additional information on costs for the installation of audible signals at the crossing in front of the mall and will report back to the committee when this information is available. 7.2. Transportation Pilot Program Councillor Stephenson noted that a new (9-person) accessible van has been purchased as part of the Community Transportation Pilot Program, which will be available for bookings shortly. 8. Next meeting The next meeting of the Accessibility Advisory Committee will be Wednesday, April 13, 2016 at 3 p.m. 9. Adjournment Moved By: Scot Richardson Seconded By: Michael Kady THAT the March 9, 2016 meeting be adjourned at 4:07 p.m. Carried 210 MINUTES Town of Tillsonburg Meeting for the Committee "Cultural Advisory Committee" on Jan 9, 2016 in the Annex Chair: Deb Beard CALL TO ORDER The meeting was called to order at 5:08 PM MEMBERS PRESENT: Brian Stephenson, Ann Loker, Josie DeCloet, Deb Beard MEMBERS ABSENT/REGRETS Erin Getty, Patty Phelps, staff liason DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF Committee member has declared a conflict of interest in item number: none MINUTES & BUSINESS ARISING OUT OF THE MINUTES Proposed Resolution: RESOLVED THAT the Minutes as prepared for the Cultural Advisory Committee Meeting of December 2, 2015 be adopted.Moved by Brian, seconded by Josie, Carried ADOPTION OF AGENDA Proposed Resolution: RESOLVED THAT the Agenda as prepared for the Cultural Advisory Committee Meeting of Jan 9, 2016 be adopted. Moved by Ann, seconded by Josie, Carried PRESENTATIONS/DEPUTATIONS Only notes taken should be the name of the presenter or delegation and any decision/direction 211 the committee has decided due to the presentationnone GENERAL BUSINESS AND REPORTS General reports from members – title with topicnone Only notes taken should be general topic and what direction/decision committee made. CORRESPONDENCE No notes required unless direction taken.0none OTHER BUSINESS 1) Terms of ReferenceAmendments/Additions Proposed Resolution: RESOLVE THAT: Cultural advisory Committee recommend to Council the following additions to Terms of Reference 1.7 To implement the Cultural Grant Fund criteria and application process as approved by Council, and to recommend changes to the criteria and process where the Committee deems appropriate. 1.8 To submit a recommendation to the Town’s annual budget deliberations about the allocation for the Cultural Grant fund. 1.9 Within the approved grant fund allocation for each year, to approve or deny grants for events that meet the approved criteria and follow the approved application procedure. Moved by Josie, seconded by Ann, carried 2) Music in Public SpacesBrian has offered to investigate the possibility of bringing or approaching artists to perform in Tillsonburg. This had been done in the past and was well received. Moved by Josie, seconded by Ann to allow Brian to look into this further. NEXT MEETING DATE The next meeting shall be Feb 3, 2016 at 5:00 PM, Annex, Corporate Office ADJOURNMENT The meeting was adjourned at 6:05 PM 212 MINUTES Town of Tillsonburg Meeting for the Committee "Cultural Advisory Committee" on March 9, 2016 in the Annex Chair: Deb Beard CALL TO ORDER 4:48 PM MEMBERS PRESENT Brian S., Erin G., Ann L. Deb B. MEMBERS ABSENT/REGRETS Patty P., Josie D. DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF None MINUTES & BUSINESS ARISING OUT OF THE MINUTES Proposed Resolution: RESOLVED THAT the Minutes as prepared for the Cultural Advisory Committee Meeting of January 9, 2016 be adopted. Moved by Brian, seconded by Ann, carried ADOPTION OF AGENDA Proposed Resolution: RESOLVED THAT the Agenda as prepared for the Cultural Advisory Committee Meeting of March 9, 2016 be adopted. Moved by Erin, seconded by Brian, carried PRESENTATIONS/DEPUTATIONS None GENERAL BUSINESS AND REPORTS 1. Terms of Referencerecommendations to update It was discussed that signage acknowledging the Town’s contribution to support events should be available to event holders. Brian will investigate quotes. 2. Music Brian was investigating a previously held program where artists were brought in to perform in public spaces. He is waiting to hear from the mall as a potential site before moving forward. 3. 150th Canada Day 2017 There was discussion regarding interest in forming an ad hoc committee. Proposed Resolution: RESOLVED THAT there be a posting placed in the newspaper under the Town’s article as to interested people, organizations, businesses that may wish to contribute with contact information. Moved by Erin, seconded by Ann. Carried. CORRESPONDENCE None OTHER BUSINESS None NEXT MEETING DATE The next meeting shall be Wednesday, April 6 at 5:00 PM, Annex, Corporate Office ADJOURNMENT The meeting was adjourned at 6:00 PM 213 = Attendance: Charles Baldwin, Corey Hill, Robert Marsden, Christine Nagy, Sue Saelens, Marian Smith, Paul Wareing, Janet Wilkinson Regrets and Absent: Ken Butcher, Rick Cox, Paul DeCloet, Penny Esseltine, Tricia Smith, Maurice Verhoeve 1. Call to Order: The meeting was called to order at 9:0 a.m. by Robert Marsden. 2. Adoption of Agenda Moved By: C. Nagy Seconded By: J. Wilkinson Proposed Resolution: THAT the Agenda as prepared for the Committee meeting of March 3, 2016 be adopted with additions under General Business. Carried 3. Disclosure of Pecuniary Interest: None 4. Approval of previous minutes Moved By: J. Wilkinson Seconded By: C. Nagy Proposed Resolution: THAT the minutes for the February 4, 2016 meeting be approved. Carried 5. Presentations and Deputations: None 6. General Business and Reports: a) Tree By-law Moved By: S. Saelens Seconded By: J. Wilkinson Proposed Resolution: THAT the Tree By-law including Appendix A and B be approved with the necessary typographical corrections as noted. Further Resolved That C. Hill is requested to take the proposed By-law to Council for approval. Carried b) Keep Tillsonburg Beautiful – the site for this year’s planting will be the berm near South Ridge School. The date is the first Saturday in May (May 7). c) Trottier Woodlot – a public meeting was held to advise the community about the plans for the woodlot. Many trees are marked for removal because they are either dead or dying or diseased. The removal of these trees will improve the health of the lot. Harvest is to be completed by March 31 or will be delayed until fall for the protection of the vegetation and the birds. There was no opposition from the locals. 7. Correspondence: a) Lighthouse Press letter and pamphlet advising us of their services in Heritage research and printing of materials – to be filed b) E-mail from Johnson Controls indicating their participation with volunteers and possible donation for the Keep Tillsonburg Beautiful event this year. 8. Other Business: a) Beautification sub-committee report – C. Nagy detailed the visit of the Fanshawe Landscape Design Class. Thirty-five students and 2 professors attended and walked the streets from Venison to London and over to Rolph Street School. John Kirkland (BIA), Matt Fenn (Garden Gate) and Christine met The Corporation of the Town of Tillsonburg Heritage, Beautification & Cemetery Advisory Committee March 3, 2016 9:00 a.m. Marwood Lounge Tillsonburg Community Centre Minutes 214 Heritage, Beautification & Cemetery Advisory Meeting – Minutes - 2 - with the group. On Monday, April 18 the class will give their presentations to the H, B & C Committee and the Beautification Working Group. 9. Next meeting: April 7, 2016 at 9:00 a.m. in the Marwood Lounge. 10. Adjournment Moved By: P. Wareing Proposed Resolution: THAT the February 4, 2016 meeting be adjourned at 10.25 a.m. Carried 215 Annandale National Historic Site Advisory Committee Minutes of Meeting-Thursday, February 25, 2016- 3:00 pm Chair- Bob Marsden Meeting to Order: at 3:00 pm with the following in attendance :Bob Marsden, Patty Phelps, Mary Lou Sergeant, Dianne MacKeigan Absent/Regrets: Helen Lamos-Parker, Chris Rosehart Disclosure of Pecuniary Interest: none Minutes and Business Arising from Minutes: Moved by Mary Lou, seconded by Dianne that minutes be adopted as circulated. Carried Adoption of Agenda:Moved by Mary Lou, seconded by Dianne that agenda be adopted as amended- summer students to co-op student Carried Reports: Financial- Balance in trust- $112 005.82 . A deposit of $1 042.20 from the Historical Society brings the balance to $113 048.02. Tour Guides:- nothing to report Curator's: The curator's report for February was circulated and included the following highlights: 1) January numbers were up over last year with the increase due to the success of the Mayor's levee and Laurel's history lessons. 2) The spring Art show was a success with positive comments from guests. 3) Fewer people than at last year's Family Day activities(56). Scavenger hunt is still popular with families attending. 4) A new program, Chats with Pat, offered on the first Wednesday of the month with 8 people attending the inaugural session. 5) Lunch and Learn lectures this year will offer the same talk on two days,Thursday and Friday to accommodate more people, in total,with fewer numbers on each day. 6) Gal-entine tea and the spring flower show were both cancelled because of low number of responses. But both will be reconsidered another year. 7) Interviews were done for summer student positions. There will be two new students as last year's are unable to return. 8) A new program in a workshop series will be offered. The first was Care of Your Photographs. The next in April will be Caring for your dress. 9) Curator submitted 6 names for Ontario Volunteer Service Awards. 216 10) Doors Open Oxford is being organized by the curator. Date May 28 from 9 am to 5 pm. 11) Plans are underway for Christmasfest 2016. 12) Printed calendar of events for the World War One project will be available the week of Feb. 29. 13) Curator received her 20 year service pin on February 25, 2016. Moved by Dianne, seconded by Mary Lou that reports be adopted as presented. Carried Correspondence: None New Business: 1) Still no word on porch repairs. 2) Cassidy Adcock is the co-op student working at the museum in the afternoons till the 21st of June.. Adjournment: Moved by Dianne at 4:00 pm Next Meeting-Thursday, March 31st at 4:30pm ___________________________________________________________________________________ 217 218 219 220 221 = Attendance Chair and Deputy Mayor Dave Beres, Dr. Howard Lamb, Dr. Gerry Rowland, Dr. Mohamed Abdalla, Mayor Stephen Molnar, Crystal Houze, David Calder, Lana White Regrets: Councillor Penny Esseltine 1. Call to Order – 12:06pm 2. Adoption of Agenda Moved By: Dr. Rowland Seconded By: Dr. Lamb THAT the Agenda as prepared for the meeting of March 9, 2016, be adopted. ‘Carried’ 3. Disclosure of Pecuniary Interest None 4. Meeting Notes – February 29, 2016 The meeting notes from February 29th were recapped, noting again that Councillor Esseltine was appointed by Council to this Committee, to replace Councillor Adam. Dr. Rowland had provided helpful information at the meeting on the 29th. He made it very clear that when a patient is seen in a walk-in clinic for instance, the patient’s regular physician pays for that. He also explained that a family physician that is not full-time is considered one spot by the Ministry of Health. The Corporation of the Town of Tillsonburg Physician Recruitment and Retention March 9, 2016 12:00pm Annex Board Room, Corporate Office 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES 222 Physician Recruitment and Retention - March 9, 2016 - 2 - It was noted that the Town’s role is to work closely with the physician offices to provide health care to the people who live here, and to attract people. The Town wants to help. The public is generally not aware of how payment to walk-in clinics work, and these types of things need to be clarified. Chair Beres read a statement that C.Houze had prepared and provided. Discussion was held regarding preparing a press release, as follow-up to the article written in January. A correction to the notes from the 29th. The average age of family doctors in Tillsonburg is 54 not 53. The average age of persons in Ontario is 43. Mayor Molnar asked for the average age of patients in Tillsonburg. It was noted that the list of physicians attached to the meeting notes from February 29th was incorrect. A revised list was provided. 5. General Business i) Walk-in Clinics – Definition and how it affects Family Physicians This was discussed (above) and that information should be made available to the public. ii) Press Release Discussion was held about preparation a Press Release, perhaps a status report that celebrates and understand the challenges, and progress. Dr. Lamb noted that he had been unable to attend the previous meeting and reflected on the issues at hand. More full-time doctors are needed in town. Until recently, when offices needed new doctors, they recruited. We need to convince the Ministry of Health that we are not over-serviced. A walk-in clinic is not the issue. It may decrease some of the numbers going to emerg but that may not even be the case. 223 Physician Recruitment and Retention - March 9, 2016 - 3 - It was suggested that we rally the community to lobby. A meeting was promised to us in the fall of last year, to have Tillsonburg reassessed. C.Houze noted that she had been told last week that we will be on the high needs list. LHINS did put our name forward to be high needs. At this point, this is unofficial though. Discussion was held regarding what to do when we do received the official letter. Dr. Rowland also noted the existing facilities are full, so perhaps offices could add on or time shift. Perhaps clinics could have more than one location. The priority at this time is Dr. Rowland’s office. Discussion was held regarding Mayor Molnar preparing a letter to the Minister. iii) Physician Recruitment Coordinator Discussion was held regarding a profession recruiter than can shop universities and go around. C. Houze responded recruiters do exist. Welland has the same model as Chatham. They have a coordinator that goes out to meet with schools. It was noted that a recruiter would be helpful, however in some ways not very successful. Also noted, there is a group in Vancouver that specialises in bringing in international graduates. A network group between the BIA, Chamber and Town was briefly discussed, where projects can be handed off. There are resources and people that could give value. Perhaps there is a conduit to use the Chamber or BIA to get the spouse of a new doctor involved in the community. We would then be prepared to officer something to the recruit, as well as opportunities for the spouse. 224 Physician Recruitment and Retention - March 9, 2016 - 4 - A full inventory of assets would be helpful. Perhaps part of the new model would be using some of the resources we already have. We could work with real estate, the Chamber, BIA, the Town’s Development Commissioner, etc. iv) Next Steps Perhaps by the next meeting (April 30) we will have official information from LHINS. A press release could be prepared for the first part of April, incorporating comments from C.Houze, as well as a motion from the medical staff. C.Houze to provide a list of residents that currently do not have a family doctor. A centralized community waiting list was discussed. People visiting emerg could be asked if they want to be put on a waiting list. Between now and March 30th, and into April, we need to identify two or three actionable items that are being worked on. C.Houze to email Jane this afternoon. 6. Next Meeting – March 30 at 12:00noon 7. Adjournment Moved By: C.Houze THAT the March 9, 2016 meeting be adjourned at 1:03pm. 225 226 227 228 229 230 231 = Attendance Present: Chair Ann Loker, Councillor Brian Stephenson, Mary Anne VanGeertruyde, Sam Lamb Regrets: Mayor Stephen Molnar Staff: Lana White 1. Call to Order 2. Adoption of Agenda Moved By: M.VanGeertruyde Seconded By: S.Lamb Resolution THAT the Agenda as prepared for the Committee meeting of March 23, 2016, be adopted. ‘Carried’ 3. Disclosure of Pecuniary Interest None 4. Approval of Previous Minutes Moved By: S.Lamb Seconded By: M.VanGeertruyde Resolution THAT the Committee Minutes for the February 10, 2016 meeting be approved. ‘Carried’ 5. General Business and Reports The Corporation of the Town of Tillsonburg Special Awards Committee March 23, 2016 4:15pm Annex Board Room, Corporate Office 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES 232 Special Awards Committee Meeting – Agenda - 2 - i) Volunteer Achievement Award Note: Previously selected for the months of March and April. Councillor Stephenson to present to Julie Dawley March 29. Chair Locker to present to John Twinem April 25, 6. Other Business i) Favourite Son/Daughter Award – Criteria Discussion was held regarding the draft criteria, and the document was amended as attached to these Minutes. Moved by A.Locker Seconded by M.VanGeertruyde THAT the Criteria for the Favourite Son/Daughter Award, as recommended by the Special Awards Committee March 23, 2016, be forwarded to Town Council for consideration. ‘Carried’ ii) 2016 Citizen of the Year - Call for Nominations The Tillsonburg District Chamber of Commerce is receiving nominations for the annual Citizen of the Year Award. This award is presented to an individual who makes an outstanding contribution to our community, with no expectation of personal gain. Volunteering of personal time and talent towards the betterment of our community are hallmarks of this award. Nominees can be recommended either for outstanding contributions to the community in the past year, or over a number of years. A blank Nomination form is attached. All nominations received within the previous year will be re-considered for this year’s award. The deadline for nomination is Friday, April 8, 2016. Committee discussed the Call for Nominations. There were no recommendations. Received as information. 7. Next Meeting – April 6, 2016 @ 4:00pm Going forward, Special Awards Committee meetings to be scheduled for the 1st Wednesday each month at 4:00pm, unless otherwise discussed. 233 Special Awards Committee Meeting – Agenda - 3 - 8. Adjournment Moved By: M.VanGeetruyde Resolution THAT the March 23, 2016 meeting be adjourned at 4:57pm. ‘Carried’ 234 = Attendance Marty Klein, Chair Mayor Stephen Molnar David Calder Andrew Gilvesy Lana White Also Present: Stephan Namisniak, KNY Architects Inc. Regrets: Councillor Penny Esseltine Rick Strouth John Veldman 1. Call to Order – 12:05 2. Adoption of Agenda Moved By: A.Gilvesy Seconded By: S.Molnar Resolution THAT the Agenda as prepared for the Committee meeting of March 10, 2016, be adopted. ‘Carried’ 3. Disclosure of Pecuniary Interest None 4. Approval of Previous Minutes Moved By: S.Molnar Seconded By: A.Gilvesy Resolution THAT the Town Hall Project Steering Committee Minutes dated February 18, 2016 be approved. The Corporation of the Town of Tillsonburg Town Hall Project Steering Committee March 10, 2016 12:00am Annex Board Room, Corporate Office 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES 235 Council Meeting – Agenda - 2 - ‘Carried’ 5. General Business and Reports i) KNY Draft Interim Report 2, dated March 8, 2016 Stephan Namisniak provided copies of the Space Needs Summary, as contained in Interim Report 2. Recognizing that there are a number of staff that would shift to the new facility, as part of his Interim Report 2, he also provided both 2 and 3 storey schemes. We are looking at 46 personnel at this point. Parking is a huge component. Room sizes are generous yet responsible, based on guidelines of appropriate office space. Some shifting doesn’t make a huge impact. D.Calder noted that this will need to be reviewed with SLT, to see if anyone has been missed and to see if operationally it makes sense the way it’s being proposed. At some point decisions will have to be made, including what facilities will be utilized. At this point we are trying to determine what size of footprint we need to accommodate x number of employees. For this exercise it will be just SLT reviewing the material, so expectations will not be set. Even as we move forward, it will be emphasized that this is a work in progress. With respect to the Chamber of Commerce and the BIA, consideration was given to what they currently have and utilize. Board rooms and breakout rooms could be shared. The 3 concepts provided in Interim Report 2 were reviewed and discussed. The number of parking spaces under the Town Centre Mall to be identified for future reference. 236 Council Meeting – Agenda - 3 - If we are committed to the core of the downtown, it’s better to do a higher building. However, the higher the building, the more infrastructure required (elevators, fire penetrations, etc.), and it becomes more technical and more expensive. There can also be a basement/lower level component. That would make the footprint smaller, perhaps for storage and/or meeting rooms. Being a Town Hall, it’s felt that we need some presence and character. Google Town Halls Ontario. There needs to be assurance that we are building for long term. D.Calder is working on locations. At the last meeting we talked about locations in the core. The Development Commissioner contacted the County of Oxford for a better map, showing Town owned properties. He is also looking at properties for sale in the downtown core. Various properties were identified, and it was suggested that roads could potentially be closed to create a larger mass of property. Discussion was also held about moving current Town operations to other existing Town properties. Parking allocations were discussed, both current and future. 1/11 is a lot of parking, considering the current staff number is only 45. Providing parking on our own site is not necessarily required. It was noted that there are currently a number of parking spaces not being used, but they are in the wrong places. Once the numbers contained in the summary have been validated, to ensure they are not too excessive or too refined, the spreadsheet can be updated to reflect same, as well as the number of office spaces that should be considered. The real test will be to test a real site to see if it works. The possibility of liquidating some assets to help pay for some of this was also noted. 237 Council Meeting – Agenda - 4 - We need to identify the current annual costs to operate the Spruce, Lisgar and Broadway locations. A decision will soon need to be made strategically where we are talking. How do we prepare for that discussion? We first need to know what we are asking for. The next step is to drive this down in detail and try it on potential properties and determine where it fits best. At the next meeting, would S.Namisniak be at a point where we could put a building on some footprints? It was suggested that the Development Commissioner attend the next meeting of the Town Hall Project Steering Committee. Cephas Panschow is a resource that Stephan can use. There is also a question about location of the dispatch/communication center. Discussion was held about timing. S.Namisniak wants to close off this part of the report first. Some of the things discussed are outside of the scope of the contract. There is a contract to produce to a certain point, however he is willing to discuss additional work. At this point we have the statistical analysis that we can move people around. Even if we haven’t made the right assumptions yet, some numbers can be added. S.Namisniak could provide some layouts. In terms of square footage costs, the estimate is $300. More consideration needs to be given for parking. In terms of timing, Stephan needs a month. He will validate the space needs summary and go from there. 238 Council Meeting – Agenda - 5 - ii) Updated inventory/map of Town properties Provided and discussed, as noted above. 6. Round Table An update needs to go to Council at some point. When Stephan’s engagement is complete, we have to communicate that to Council and update Council as to what has been done, and what we need. All options need to be considered. Potential partners also need to be approached very soon, to identify opportunities to share space and to build space. A financial plan is needed. The need for a financial analysis on the Rolph Street property was noted. 7. Next meeting – April 14, 2016 at 12:00noon 8. Adjournment Moved By: A.Gilvesy Resolution THAT the March 10, 2016 meeting be adjourned at 1:24pm. 239 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 1 - LONG POINT REGION CONSERVATION AUTHORITY ANNUAL GENERAL MEETING MINUTES FEBRUARY 26, 2016 (as approved at the Board of Directors Meeting held April 6, 2016) Members in attendance: Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Noel Haydt, David Hayes and John Scholten Staff in attendance: C. Evanitski, J. Robertson, J. Maxwell and D. McLachlan Keynote Speaker: Julie Foster, Parks Ontario Regrets: Leroy Bartlett, Craig Grice and Tom Southwick The LPRCA Chair called the meeting to order at 1:35 pm Friday, February 26th 2016 in the LPRCA Boardroom. WELCOME Chair Columbus, introduced himself and welcomed everyone to the Long Point Region Conservation Authority’s 2016 Annual General Meeting. He commented on the highlights and achievements of LPRCA during 2015 including the final approval of the Lake Erie Region Source Protection Plan and the current Conservation Authorities Act Review by the Ministry of Natural Resources and Forestry. Mr. Columbus also noted the upcoming challenges facing LPRCA in 2016 and how staff and the board plan to manage and/or mitigate those challenges. DISCLOSURES OF INTEREST None recorded. ADDITIONAL AGENDA ITEMS None recorded. MINUTES OF PREVIOUS MEETINGS MOTION A-32/16 moved: R. Geysens seconded: D. Hayes THAT the minutes of the LPRCA Board of Directors regular meeting held February 3rd, 2016 be adopted as circulated. CARRIED INTRODUCTIONS The Chair introduced the members of the Long Point Region Conservation Authority Board of Directors then asked for greetings from the municipal and provincial partners in attendance, as well as, the guests from neighbouring conservation authorities. 240 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 2 - The Chair acknowledged the dedication and contributions of LPRCA staff and board members. SERVICE AWARDS PRESENTATION The following staff and board members have reached service milestones with LPRCA this past year. Carolyn Jones, Accounting and Administration Supervisor 5 years Robert Chambers, LPRCA Board Member from Brant County 5 years Dave Beres, LPRCA Vice-Chair from the Town of Tillsonburg 5 years Michael Columbus, LPRCA Chair from Norfolk County 5 years NEW BUSINESS a) CALENDAR REVIEW Activities this coming month include a presentation by P. Gagnon, LPRCA Lands and Waters Supervisor at the Soil Health Roadshow in Delhi; a Trail Walk event at Hay Creek Conservation Area; and an Owl Prowl at Backus Heritage Conservation Area. Staff will be participating in the Camp Trillium/LPRCA Fishing Derby and as an exhibitor at the Go Wild Grow Wild event in London in April. The Fishing Derby is a new annual partnership initiative to coincide with Earth Day and provide some support to Camp Trillium. MOTION A-33/16 moved: J. Scholten seconded: N. Haydt That the LPRCA Board of Directors receives the March Calendar Review Report as information. CARRIED b) NOTICE OF FORMAL MOTIONS MOTION A–34/16 moved by: D. Brunton seconded: N. Haydt That the LPRCA Board of Directors authorizes the Chairman or Vice-Chairman and the General Manager/Secretary-Treasurer or Manager of Corporate Services to borrow funds as required for the day-to-day operations of the Authority. CARRIED 241 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 3 - MOTION A–35/16 moved by: D. Hayes seconded: R. Geysens That the LPRCA Board of Directors approves the Chair, Vice-Chair, General Manager and Manager of Corporate Services as designated signing officers for Authority business for the year 2016. CARRIED MOTION A–36/16 moved by: D. Hayes seconded: R. Geysens That the LRPCA Board of Directors, pursuant to Section 26 (2) and 27 (2&3) of The Conservation Authorities Act RSO 1990, Chapter 27, designate all Member Municipalities as Benefiting Municipalities for the Administration, Capital and Operations Costs in the same proportion that the current value assessment of the whole Municipality or part thereof bears to the total assessment of the whole area under the jurisdiction of the Authority. CARRIED MOTION A–37/16 moved by: R. Chambers seconded: J. Scholten That the LPRCA Board of Directors authorizes all members appointed to the Lee Brown Committee from the Community at Large be deemed to be Authority members for the purpose of receiving remuneration for their services on the same basis as regular members of the Authority for 2016. CARRIED MOTION A–38/16 moved by: J. Scholten seconded: R. Chambers That the LPRCA Board of Directors designates the Authority Chairman as the Authority’s representative to Conservation Ontario (CO), with the Vice-Chairman designated as alternate, and further that the General Manager be directed to participate on appropriate committees of CO, and be authorized to vote in the absence of the designated representatives. CARRIED AUDIT COMMITTEE The Chair introduced D. Beres, Chair of the Audit Committee. The Audit Committee met February 17th, 2016 and received and reviewed the financial statements in detail. KPMG issued a clean opinion of the Authority’s 2015 financial reports and found that the financial statements fairly presented the Authority’s position. 242 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 4 - MOTION A–39/16 moved by: D. Hayes seconded: R. Geysens THAT the minutes of the LPRCA Audit Committee’s meeting held February 17th, 2016 be adopted as circulated. CARRIED MOTION A–40/16 moved by: J. Scholten seconded: D. Brunton THAT the LPRCA Board of Directors approves the financial statements for the year ended December 31st, 2015 prepared by KPMG, LLP, Chartered Accountants. CARRIED MOTION A–41/16 moved by: R. Geysens seconded: J. Scholten THAT the LPRCA Board of Directors approves the appointment of KPMG, LLP Chartered Accountants as LPRCA’s auditors for the 2016 fiscal period as per the 5-year proposal of January 29th, 2013. CARRIED 2015 COMMITTEE REPORTS a) 2015 ANNUAL REPORT The GM presented the 2015 annual report which focused on leadership and partnerships, and highlighted the various projects and achievements of LPRCA over the past year. The GM thanked staff, the board and the various partners for their participation and efforts in improving the environment for those living within the LPRCA watershed Mr. Evanitski also stressed the importance of working with all levels of government to achieve its goals. In closing, LPRCA staff look forward to working with current partners, as well as, look for opportunities to develop new partnerships in 2016 with the hope of attaining greater environmental enhancements. b) LEE BROWN MARSH MANAGEMENT COMMITTEE Chair Tom Haskett provided some history on the Lee Brown Waterfowl Management Area, donated by Lee Brown and currently managed by Kim Brown. This past year the Lee Brown Marsh Management Committee (LBMMC) focused on the invasive plant phragmites that is damaging Ontario’s wetlands and beaches. The LBMMC identified phragmites as a major threat some time ago and others have now taken notice. Mr. Haskett detailed the pilot project undertaken by LPRCA at the Marsh to control phragmites and declared that the project has been a success but noted that the work continues. The LBMMC and staff proudly presented the Marsh project during the Biennial Tour hosted by LPRCA in 243 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 5 - conjunction with Grand River Conservation Authority. MOTION A–42/16 moved by: D. Brunton seconded: D. Beres THAT the LPRCA Board of Directors receives the 2015 Annual Report and the Lee Brown Marsh Management Committee Report as information. CARRIED KEYNOTE SPEAKER Julie Foster is the Superintendent of Long Point, Turkey Point and Selkirk Provincial Parks. In his introduction, the GM noted that the Ontario Parks system is similar to LPRCA parks and faces some of the same issues and challenges. Both organizations focus on protecting nature and the environment and both have noticed, for instance, that there is now a greater request to accommodate larger camping equipment with greater electricity needs. Ms. Foster presented Knowing Ontario Parks Visitors stating that Ontario Parks has a very strong brand and provides access to many types of accommodation (tents, trailers, backcountry, cabins, yurts). The various roofed accommodations have proven so popular the Ontario Parks Commission plans to add more roofed accommodations in the coming year. Backcountry camping; the Learn to Camp program; and the Healthy Parks, Healthy People program (free day-use day) have also proven very popular with the public. Ms. Foster also discussed the various social media platforms used by Ontario Parks. Each park also has the option of running its own Facebook page and Twitter account to promote the activities and post accommodation vacancies within each park. J. Foster fielded questions from the audience. The Chair thanked Ms. Foster for her presentation and then adjourned the meeting at 3:05pm. __________________________________ _______________________________ Mike Columbus Dana McLachlan Chair Administrative Assistant 244 STAFF REPORT Report Title: Pump Track Report No.: PRA 16-01 Author: Mel Getty – Chair Parks & Recreation Advisory Committee Meeting Type: COUNCIL Council Date: APRIL 25, 2016 Attachments: RECOMMENDATION: THAT Council receives the information regarding the Pump Track from the Parks & Recreation Advisory Committee; AND THAT Council supports fund raising efforts by Terry Smith in order to provide the addition of a pump track to the Kolin Smith Skateboard Park. EXECUTIVE SUMMARY: At the March 8, 2016 meeting of the Parks and Recreation Advisory Committee the following resolution was passed: “THAT the Committee supports the pump track and requests Council give approval to Terry Smith to commence fundraising.” Terry Smith and his group will commence fund raising efforts in order to fund the pump track addition to the skate board park located at the community centre. IMPACT ON COMMUNITY STRATEGIC PLAN: Committees demonstrate culture & community by making Tillsonburg an attractive place to live. FINANCIAL IMPACT/FUNDING SOURCE: None at this time. 245 STAFF REPORT Report Title: Advertising signs Report No.: Author: PRA 16-02 Mel Getty – Chair Parks & Recreation Advisory Committee Meeting Type: COUNCIL Council Date: APRIL 25, 2016 Attachments: RECOMMENDATION: THAT Council receives the information regarding advertising signs from the Parks & Recreation Advisory Committee. EXECUTIVE SUMMARY: At the March 8, 2016 meeting of the Parks and Recreation Advisory Committee the following resolution was passed: “THAT the Committee recommends that all advertising signs face the spectators of the arena being used.” Staff has stopped selling new ad placements on the street-facing fences. Existing contracts will run their course. IMPACT ON COMMUNITY STRATEGIC PLAN: Committees demonstrate culture & community by making Tillsonburg an attractive place to live. FINANCIAL IMPACT/FUNDING SOURCE: None at this time. 246 STAFF REPORT Report Title: Off- Leash Dog Park Sub Committee Report Report No.: Author: PRA 16-03 Mel Getty – Chair Parks & Recreation Advisory Committee Meeting Type: COUNCIL Council Date: APRIL 25, 2016 Attachments: RECOMMENDATION: THAT Council receives the update regarding the Off Leash Dog Park from the Dog Park Sub- Committee, as information. EXECUTIVE SUMMARY: The Off-Leash Dog Park Sub Committee has met several times since the summer of 2015. The subcommittee is recommending the following: 1.Public Engagement- June 2016 the subcommittee will host two Public meetings dates to be confirmed. Committee will follow the Town of Tillsonburg Public Engagement Policy. 2.Establish Dog Park Association -Fall 2016. Responsibilities: •Development of terms of reference for the Association •Site Selection of the Off- Leash Dog Park(s). •Fund Raising for Fencing, Landscaping, Parking, Signage, Maintenance and Waste Dispensers at the Off- Leash Dog Park. 3.Location - at a minimum of two locations in the Town of Tillsonburg. From the Community Parks, Recreation & Cultural Strategic Master Plan: Recommendation 6-10: Piloting Projects in Parks. In collaboration with appropriate community organizations, undertake pilot projects for the provision of an off-leash dog park and a community garden. Additional sites may be considered if warranted by demand and supported through community involvement. The subcommittee will use the Town’s public engagement policy to proceed with engaging the public in determining a location for a dog park as well as to finalize details for the park. Once 247 this has been completed the committee will determine costs for the project and define methods for funding the park. IMPACT ON COMMUNITY STRATEGIC PLAN: Committees demonstrate culture & community by making Tillsonburg an attractive place to live. FINANCIAL IMPACT/FUNDING SOURCE: None at this time. Page 2 / 2 CAO 248 STAFF REPORT Report Title: Parking at Trottier Park Report No.: Author: Mel Getty – Chair Parks & Recreation Advisory Committee Meeting Type: COUNCIL Council Date: APRIL 25, 2016 Attachments: RECOMMENDATION: THAT Council receives the information regarding parking at Trottier Park from the Parks & Recreation Advisory Committee; AND THAT Council endorses the placing of a parking lot at Trottier park and that the parking lot be laid out as recommended by the Advisory Committee. EXECUTIVE SUMMARY: At the March 8, 2016 meeting of the Parks and Recreation Advisory Committee the following resolution was passed: “THAT that the Committee recommends a parking lot be installed at Trottier Park that is laid out as per the Option #2 sketch.” Town engineering staff prepared two parking lot layouts that meet the required dimensions for the Committee’s review. IMPACT ON COMMUNITY STRATEGIC PLAN: Committees demonstrate culture & community by making Tillsonburg an attractive place to live. FINANCIAL IMPACT/FUNDING SOURCE: None at this time. 249 PRA 16-04 2.7m5.5m1.5mR = 1m TYP.7.3mR = 3mTown of TillsonburgTrottier Subdivision Park-1 of 2Option 1Proposed Parking Lot3.7m250 3.7m2.7m5.5m1.5mR = 1m TYP.6.7m7.3mR = 3mTown of TillsonburgTrottier Subdivision Park-2 of 2Option 2Proposed Parking Lot251 COMMITTEE REPORT Title: MEMORIAL PARK REVITALIZATION PROJECT SUBCOMMITTEE Report No.: Author: Mel Getty – Chair, Parks & Recreation Advisory Committee Meeting Type: COUNCIL MEETING Council/Committee Date: APRIL 25, 2016 Attachments: MEMORIAL PARK REVITALIZATION PROJECT SUBCOMMITTEE TERMS OF REFERENCE SUBCOMMITTEE MEMBERS RECOMMENDATION THAT Council receives the request from the Parks & Recreation Advisory Committee; AND THAT Council endorses the Terms of Reference for the Subcommittee; AND THAT Council appoint Mike Cerna, Mel Getty, Susan Labanich, Dace Zvanitajs, Rosemary Dean, Scott Vitias, Derek Partlo, Trevor Lamb, Chris Parker, John Glass, Shane Curtis, Lance McKenzie, Cedric Tomico, Scott McKenzie and Terry Smith to the Memorial Park Revitalization Project Subcommittee. EXECUTIVE SUMMARY At the Parks & Recreation Advisory Committee meeting of April 12, 2016, the following resolution was passed: “On MOTION made by D. Baxter, SECONDED by D. Zvanitajs and CARRIED (6-0) it was MOVED that the list of appointees to the Memorial Park Revitalization Project subcommittee be recommended to Council. Each organization will only have one vote regardless of the number of organization members at the table.” The Parks & Recreation Advisory Committee is requesting Council endorsement for a subcommittee which is comprised of members from various community groups. Most of those members have not been appointed to any other council advisory committee and therefore the membership is coming to council for appointment. The committee has recommended that various community groups be represented on the subcommittee. The following is a list of those groups and their representatives for appointment to the subcommittee. Parks & Recreation Advisory Committee – Mike Cerna, Mel Getty, Susan Labanich and Dace Zvanitajs; Tri-County Agricultural Society - Rosemary Dean; 1 CAO 252 PRA 16-05 Tillsonburg Minor Ball Inc. – Scott Vitias, Derek Partlo, Trevor Lamb; Tillsonburg Mens’ Slo-Pitch – Chris Parker Tillsonburg Ladies’ Slo-Pitch – No response so far Park Event Organizers – Margaret Puhr Lake Lisgar Revitalization Committee - John Glass Tillsonburg Kinsmen Club – Shane Curtis, Lance McKenzie, Cedric Tomico, Tillsonburg & District Lions Club – Scott McKenzie Tillsonburg Rotary Club – No response so far J. L. Scott McLean Legacy Fund – still considering Kolin Smith Memorial Skatepark & Tillsonburg Pumptrack – Terry Smith The Committee Terms of Reference are also attached for Council endorsement. COMMUNITY STRATEGIC PLAN IMPACT Committees demonstrate culture & community by making Tillsonburg an attractive place to live. FINANCIAL IMPACT/FUNDING SOURCE Financial impacts are contained in the 2016 budget. 2 CAO 253 Memorial Park Revitalization Project Subcommittee Parks & Recreation Advisory Committee Members: • Mike Cerna, Co-Chair • Mel Getty, Co-Chair • Susan Labanich • Dace Zvanitajs Nominees • Tri-County Agricultural Society - Rosemary Dean • Tillsonburg Minor Ball Inc. – Scott Vitias, Derek Partlo, Trevor Lamb • Tillsonburg Mens’ Slo-Pitch – Chris Parker • Tillsonburg Ladies’ Slo-Pitch – No response so far • Park Event Organizers – Margaret Puhr • Lake Lisgar Revitalization Committee - John Glass • Tillsonburg Kinsmen Club – Shane Curtis, Lance McKenzie, Cedric Tomico, • Tillsonburg & District Lions Club – Scott McKenzie • Tillsonburg Rotary Club – No response so far • J. L. Scott McLean Legacy Fund – still considering • Kolin Smith Memorial Skatepark & Tillsonburg Pumptrack – Terry Smith 254 Memorial Park Revitalization Project Steering Committee Terms of Reference - DRAFT The Steering Committee (The “Committee”) is a sub-committee of the Parks & Recreation Advisory Committee (“P&RAC”). The Committee will be responsible for recommendations regarding the Memorial Park Revitalization Project and will provide regular updates to the Parks & Recreation Advisory Committee. Mandate 1. To provide recommendations on all aspects of the planning, design and construction of the Revitalization project making recommendations to Council through the P&RAC as appropriate. 2. The Committee will have responsibility over the planning, development and construction of an overhaul of the Memorial Park area (the “Memorial Park Revitalization Project”). The Committee will also provide a regular forum in which stakeholders of the Memorial Park may meet to discuss items and share information and other issues and events of mutual interest and/or concern as they relate to the planning, design and construction of the Revitalization Project. 3. The Committee’s recommendations will take into consideration such things as heritage, efficiency, current and projected use, budget, architectural and landscape design, environmental impact, aesthetics, active transportation principles, accessibility guidelines, municipal policy and building code issues. 4. User group and funding partner representatives shall report to their respective organizations and only have the ability to make decisions based on the authority of their elected, delegated or administrative position within their respective organization. 5. The Committee will have authority as delegated by the P&RAC and decisions will be made by mutual consent. Responsibilities 6. Determine the recommended overall layout and implementation phases of the Memorial Park Revitalization Project and recommend same to Council through the P&RAC. 7. Provide input and advice as requested to the professional design and consultant services secured by the Town to complete the Project. 8. Ensure that planning and design processes consider the aspirations and objectives of the Community and other stakeholders. 9. Town staff will provide the Committee with access to relevant information and documentation as necessary to facilitate participation and discussion at meetings of the Committee. Composition 10. The Committee will include four members of the P&RAC, two of which will serve as co-chairs. 11. The Committee will include representatives of funding partners and user groups. Funding partners are considered organizations or individuals that pledge or contribute more than $25,000 to the Project. User groups represented shall include at minimum the Tri-County Agricultural Society, the Lake Lisgar Revitalization Committee, and Tillsonburg Minor Ball Inc. 12. One representative will be sought from each of the following: • Tri-County Agricultural Society • Tillsonburg Minor Ball Inc. • Tillsonburg Mens’ Slo-Pitch • Tillsonburg Ladies’ Slo-Pitch • Park Event Organizers • Lake Lisgar Revitalization Committee • Tillsonburg Kinsmen Club • Tillsonburg & District Lions Club • Tillsonburg Rotary Club • J. L. Scott McLean Legacy Fund • Kolin Smith Memorial Skatepark & Tillsonburg Pumptrack 255 COMMITTEE REPORT Special Awards Committee Report Title: Ontario Senior of the Year Award Report No.: Special Awards Committee 16-01 Author: Chair Ann Loker/Secretary Lana White Meeting Type: COUNCIL MEETING Council Date: APRIL 25, 2016 Attachments: RECOMMENDATION: THAT the recommendation of the Tillsonburg Special Awards Committee regarding a nomination for the Ontario Senor of the Year Award be received; AND THAT Town Staff be directed to submit the formal nomination for Gayle Vermeersch to the Ontario Ministry of Citizenship, Immigration and International Trade. BACKGROUND/EXECUTIVE SUMMARY Through the Clerk’s Office, correspondence was received from the Minister Responsible for Seniors Affairs encouraging nominations be submitted before April 30, 2016 and during Seniors’ Month, to showcase how seniors are making a difference in our community. CONSULTATION/COMMUNICATION At the request of the Clerk’s Office, the Tillsonburg Senior Centre reviewed the Minister’s correspondence and provided a nomination for review and consideration by the Tillsonburg Special Awards Committee. At the April 6, 2016 Special Awards Committee Meeting, the following motion was passed. “THAT the Special Awards Committee supports the Tillsonburg Senior Centre’s nomination of Gayle Vermeersch for the Ontario Senior of the Year Award, and recommends that the Town of Tillsonburg submit the nomination to the Province of Ontario accordingly.” 256 FINANCIAL IMPACT/FUNDING SOURCE N/A Page 2 / 2 257 COMMITTEE REPORT Special Awards Committee Report Title: Favourite Son/Daughter Award Criteria Report No.: Special Awards Committee 16-02 Author: Chair Ann Loker/Secretary Lana White Meeting Type: COUNCIL MEETING Council Date: APRIL 25, 2016 Attachments: FAVOURITE SON/DAUGHTER AWARD - CRITERIA RECOMMENDATION: THAT the Criteria for the Town of Tillsonburg Favourite Son/Daughter Award, as recommended by the Special Awards Committee, be adopted. BACKGROUND/EXECUTIVE SUMMARY The Tillsonburg Special Awards Committee was directed to review the criteria for the Town of Tillsonburg Favourite Son/Daughter Award, and make a recommendation to Town Council. CONSULTATION/COMMUNICATION At the request of the CAO, the Special Awards Committee reviewed draft criteria for the Favourite Son/Daughter Award. Previous recipients of this award were identified and discussed. It was the opinion of the Committee that the purpose of the Award is to recognize individuals who have given the Town of Tillsonburg a positive heritage and legacy, not only to the Tillsonburg community but to the greater Canadian community. At the March 23, 2016 Special Awards Committee Meeting, the following motion was passed. “THAT the Criteria for the Favourite Son/Daughter Award, as recommended by the Special Awards Committee March 23, 2016, be forwarded to Town Council for consideration.” 258 FINANCIAL IMPACT/FUNDING SOURCE Funding for future Town of Tillsonburg Favourite Son/Daughter Award recognitions and events will be identified with the Council budget. Page 2 / 2 259 Town of Tillsonburg Favourite Son/Daughter Award Criteria Mission Statement: Individuals who have given the Town of Tillsonburg a positive heritage and legacy not only to the community but to the greater Canadian community. Supporting Criteria: The inductee(s) have received national and/or international recognition in his/her field of endeavor. The recognition may have been a special award, prominent position, dissemination of work, philanthropy. The inductee(s) must have resided in Tillsonburg prior to the recognition. (i.e. born, raised, childhood, lived) Have received honour or distinction either nationally or internationally in his/her field of endeavor. Lifetime achievements. Someone who has left Tillsonburg and made his/her mark elsewhere, nationally or internationally. Is a Town of Tillsonburg supporter and promoter. The inductee(s) have made special contributions for the betterment of community residents. (i.e. donations, contributions) 260 1 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 4006 A By-law to Prohibit and Regulate the Fortification and Protective Elements to Land within the Town of Tillsonburg. WHEREAS the Council (“Council”) of The Corporation of the Town of Tillsonburg (the “Town”) deems it to be in the interest of public health, safety and well-being to regulate fortification and protective elements with respect to land, and particularly to ensure that such fortification and protective elements do not hinder the lawful access to and egress from land, building and structures by law enforcement officers, emergency services personnel and the public; AND WHEREAS access and escape from land, buildings, and structures may be required by emergency service responders for rescues, and for the protection of property in cases of emergencies, as well as by the public to limit personal danger and property loss during emergencies; AND WHEREAS the Town is responsible for the enforcement of the Building Code Act, 1992, S.O. 1992, c. 23, as amended (the “Building Code Act”), pursuant to section 3 of the Building Code Act; AND WHEREAS the Town may enact by-laws to deal with fortification and protective elements in respect of land and land use, including by regulation or prohibition, pursuant to 8 - 11 and 133 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended (the “Municipal Act”); AND WHEREAS the Chief Building Official shall refuse to issue a building permit pursuant to s. 8 of the Building Code Act if the proposed building, construction or demolition will contravene applicable law, and a by-law passed under s. 133(4) of the Municipal Act is applicable law pursuant to subclause 1.4.1.3.(1)(b)(iv) of O. Reg. 332/12 as amended (the “Building Code”); AND WHEREAS the Town may enact by-law provisions that (without limitation) create offences, impose fines, authorize orders to achieve compliance or discontinue contraventions, authorize inspections, authorize remedial work and provide for the collection of remediation costs, pursuant to Part XIV of the Municipal Act, including sections 425, 429, 435 - 438, 441.1 and 444 - 446; AND WHEREAS Council deems the process herein of considering, granting and refusing exemptions under this by-law to be a minor and administrative matter, and wishes to delegate such tasks to the Chief Building Official or his or her deputies or designates pursuant to Part I of the Municipal Act, including particularly sections 23.1, 23.2 and 23.5, particularly since Council may revoke such delegation at any time, and since the exemptions provided for would be limited to particular properties and limited in their impact on the duties of law enforcement officers and emergency services personnel; 261 2 NOW THEREFORE Council enacts as follows: 1.1 SHORT TITLE 1.2 This By-law may be cited as the "Fortification By-law." 2.1 DEFINITIONS AND INTERPRETATION In this by-law, unless the context otherwise requires: 2.2 “Application” means: (a) the application, erection, installation, deployment or placement of one or more Elements on or to Land; or (b) the application, erection, installation, deployment or placement of one or more Elements on or to one or more Structures; 2.3 “Building Code” means Ontario Regulation 332/12, as amended, or any successor regulation; 2.4 “Building Code Act” means the Building Code Act, 1992, S.O. 1992, c 23, as amended; 2.5 "Chief Building Official" means the chief building official appointed by Council pursuant to Section 3(2) of the Building Code Act; 2.6 “Construct” means to do anything in the erection, installation, extension or material alteration or repair of a Structure, including (without limitation): (a) the Application of Elements on or to Land or Structures; (b) “construction” as defined in the Building Code Act; and (c) the installation of a Structure fabricated or moved from elsewhere; and “Construction” has a corresponding meaning; 2.7 “Council” means the Council of the Town of Tillsonburg; 2.8 “Element” means a feature, component, material, device, product or contrivance, whether natural or artificial, and includes (without limitation) Protective Elements and Excessive Protective Elements; 2.9 “Emergency Services Personnel” means personnel who respond in cases of specific or general emergency and may require access to or egress from Land 262 3 while acting under statutory or common law duty or authorization, and includes (without limitation): (a) emergency response or law enforcement personnel acting in the employment or under the authority of a municipal, provincial, or federal organization or Crown agency, regardless of its ordinary location of operation, and including (without limitation) the following organizations or agencies: i. any police service; ii. any emergency medical or paramedic service; iii. Oxford County Emergency Services; and iv. any fire protection service (whether volunteer or not); (b) emergency response or law enforcement personnel acting under a mutual or automatic aid agreement with an organization covered by (a) above; and (c) any person acting under the direction of personnel otherwise covered by this definition; 2.10 “Excessive Fortification” means Fortification that has the purpose or plausible effect of hindering, restricting, obstructing or prohibiting Lawful access to or from Land or Structures, including (without limitation) the following: (a) the Application of any steel plate, steel bar, bullet-resistant shutter or wire mesh exceeding 10 gauge on any window or other opening of a Structure, but not including steel bars on a basement window or basement opening; (b) the Application of one or more bricks or concrete blocks, or of other masonry or similar Elements, with the purpose or effect of obstructing any doorway, window or other exterior entrance or egress to Land or a Structure, whether such obstruction is partial or complete; (c) the Application of steel sheeting or one or more plates or similar Elements to interior or exterior walls of a Structure, designed or intended to protect against firearms, artillery, explosives, vehicle impact and the like; (d) the Application of bullet-resistant or bullet-proof Elements, including (without limitation) glass, to windows or doors; 263 4 (e) the Application of armor-plated or reinforced doors, whether exterior or interior, designed or intended to resist against firearms, artillery, explosives, battering rams, vehicle impact or the like; or (f) the Construction (including the Application) of pillars, cones, barriers out of concrete, steel, or other solid building material, that are designed or intended to damage a conventional motor vehicle or to block access to any Land or Structure by conventional motor vehicle at ordinary points of entry for such vehicles; 2.11 “Excessive Protective Element” means any Protective Element used, maintained, Constructed or designed for surveillance purposes, or with a purpose or plausible effect of hindering, restricting, obstructing or prohibiting Lawful access to or egress from Land, and includes (without limitation) the following: (a) an electronic or other form of perimeter warning device or system designed to warn of entry onto the perimeter of Land from adjoining Land or roadways, including (without limitation) “laser eyes”; (b) electrified fencing or any similar barrier; (c) a weapon, or any other thing that is likely to cause death or serious injury when activated by entry onto Land or into a Structure, whether by design or otherwise, including (without limitation) traps, electrified doors or windows, land mines and other explosive devices; (d) chemical or toxic agents placed or used with the purpose or plausible effect of hindering, restricting, obstructing or prohibiting access to or exit from Land or a Structure, including (without limitation) a device that, when triggered, releases a chemical, odour, or contaminant tending to cause discomfort or harm; (e) noxious plants that are planted, used or maintained with the purpose or plausible effect of hindering, restricting, obstructing or prohibiting access to or exit from Land or a Structure, including (without limitation) stinging nettles, giant hogweed and wild parsnip; and (f) devices that will deflate the tires of vehicles if driven over or otherwise activated, including (without limitation) “tiger teeth strips”; 2.12 “Fire Chief” means the fire chief appointed by Council pursuant to section 6 of the Fire Protection and Prevention Act, or his or her deputy or designate; 2.13 “Fire Code” means Ontario Regulation 213/07, as amended, or any successor regulation; 2.14 “Fire Protection and Prevention Act” means the Fire Protection and Prevention Act, 1997, S.O. 1997, c.4, as amended; 264 5 2.15 “Fortification” means the use, maintenance or Construction of Structures or Elements in a manner that has the purpose or plausible effect of hindering, restricting, obstructing, or prohibiting certain access to or egress from Land or a Structure, and includes Excessive Fortification, and “Fortify” has a corresponding meaning; 2.16 “Land” means “land” as defined at section 133 of the Municipal Act; 2.17 “Law Enforcement Officer” or “Officer” includes: (a) a Police Officer as defined in Section 2 of the Police Services Act, R.S.O. 1990, c. P. 15, as amended; (b) a Municipal By-Law Enforcement Officer appointed by Council or its designate pursuant to subsection 15(1) of the Police Services Act, R.S.O. 1990, c. P. 15, as amended, including (without limitation) a Property Standards Officer; (c) the Chief Building Official, or designate appointed under subsection 3(2) of the Building Code Act; (d) an Inspector appointed under subsection 3(2) of the Building Code Act; and (e) the Fire Inspector, including the Fire Marshal, assistant to the Fire Marshall or a Fire Chief as provided for under Part VI, section 19(1) of the Fire Protection and Prevention Act; 2.18 “Lawful” means in accordance with the common law, statutes and regulations of Canada and Ontario, the by-laws of the County of Oxford and the by-laws of the Town other than this By-law; 2.19 “Municipal Act” means the Municipal Act, 2001, S.O. 2001, c. 25; 2.20 “Occupant” means a person residing on or in immediate possession of Land or a part of Land; 2.21 “Owner” means a Person who has registered title to Land, and includes the heirs, executors, administrators or successors and assigns of such Person; 2.22 “Person” means an individual, firm, corporation, association or partnership; 2.23 “Protective Elements” means any Element used, Maintained, Constructed or designed with a purpose or plausible effect of hindering, restricting, obstructing or prohibiting certain access to or egress from Land, and includes (without limitation) Excessive Protective Elements; 265 6 2.24 “Structure” means any structure, building, erection or physical barrier on Land, or attachment thereto, and includes (without limitation) mobile homes, mobile buildings, mobile structures, outbuildings and fences; and 2.25 “Town” means The Corporation of The Town of Tillsonburg. 3.0 Nothing in this By-Law shall be interpreted to prevent compliance with the other requirements which may apply to Land or Structures pursuant to the statutes and regulations of Canada and Ontario, including (without limitation) building, fire or electrical safety codes under Provincial law. 4.1 GENERAL PROHIBITIONS 4.2 No Person shall: (a) Construct, cause or permit the Excessive Fortification of any Land or Structure; or (b) Construct, cause or permit Excessive Protective Elements on any Land or Structure. 4.3 For greater clarity, the prohibition at subsection 4.1 above includes (without limitation) Excessive Fortification or Excessive Protective Elements already existing on the day this By-law is passed. 4.4 No Person shall: (a) hinder, restrict, obstruct or prohibit any Law Enforcement Officer or other Person exercising a power or performing a duty under this By-law or any Persons assisting such Officers, including (without limitation) Emergency Services Personnel; (b) attempt any of the conduct described in subclause 4.3(a) above; or (c) permit another Person to perform or attempt any of the conduct described in subclause 4.3(a) above. 5.1 GENERAL EXEMPTIONS 5.2 Subsections 4.1 and 4.2 above do not apply to: (a) any Land or Structure owned or occupied by any department or agency of the Government of Ontario or the Government of Canada, including (without limitation) detention centres; (b) any Land or Structure occupied exclusively as shelters for abused Persons, or similar charitable or non-profit aid agencies, if the Chief Building Official is satisfied in his or her sole discretion that security of the 266 7 occupants is essential to the charitable purpose or aid; (c) any Land or Structure owned and occupied by the Town or by the County of Oxford; (d) any Land or Structure owned or occupied by a police service, including (without limitation) the Ontario Provincial Police and the Royal Canadian Mounted Police, or to Lawful the activities of such police services, including (without limitation) the monitoring carried out by the Ontario Provincial Police with Town consent; (e) the Lawful use of Land or a Structure in accordance with a special exemption or approval granted pursuant to this By-law, including all applicable conditions; (f) the Lawful operation of a financial institution listed in Schedule I, II or III of the Bank Act, S.C. 1991, c. 46, as amended; (g) the use of electrified fencing by agricultural operations for the purpose of controlling the movement of livestock; (h) the use by public authorities of bollards or similar barriers at entrances to recreational trails or other recreational or public Lands, to limit access by motor vehicles; (i) the establishment and use of a single panic room in a residential dwelling unit, provided that: i. the room is interior to the building, without either use of exterior walls or direct access to the exterior of the building; ii. the room does not exceed an interior area of 10 square meters; and iii. the room does not contain any fuel fired appliances or plumbing fixtures, and otherwise complies with the Building Code; (j) the Application or use of commercially marketed household security devices designed and Applied for the purpose of providing reasonable protection from theft or other criminal activity against the Person or property of an individual; (k) the Application or use of electronic or other forms of warning device or system, including (without limitation) “laser eyes”, on windows or doors for the purpose of providing reasonable warning to Occupants or to alert Emergency Services Personnel of criminal entry to Land or a Structure; (l) alterations or renovations that are common, purely aesthetic and Lawful; 267 8 (m) alterations or renovations required for compliance with the Building Code or Fire Code; (n) the installation of protective or warning devices for the detection of smoke, carbon dioxide gas, carbon monoxide gas or fire pursuant to the Building Code or Fire Code or to provide early notice or in response to smoke, gas or fire conditions, or to alert Emergency Services Personnel to one or more such conditions; (o) the securing or closing of any openings of a vacant building or that of a building which has sustained fire or other accidental structural damage as required under the Town’s Property Standards By-Law, or by an order issued under the Fire Protection and Prevention Act; or (p) any normal farm practice carried on as part of an agricultural operation pursuant to the Farming and Food Protection Act, 1998, S.O. 1998, c. 1. 6.1 APPLICATION FOR SPECIAL EXEMPTION 6.2 The Owner of Land, or an Occupant with the Owner’s consent, may apply for a partial or complete exemption from subsections 4.1 and 4.2 above by submitting a complete application in the form prescribed by the Chief Building Official. 6.3 The application referred to in subsection 6.1 above shall include (without limitation) the following, with respect to all affected Lands and Structures: (a) the Applicant’s name, business address, phone number, fax number and email address; (b) if the Applicant is a corporation or partnership, the name, residential address, phone number and email address of each Person who is a director, officer or partner; (c) if the applicant is an Occupant but not the Owner, the signed consent of the Owner and each other Occupant of the Land; (d) the applicable fees set out in the Town’s Rates & Fees By-Law; (e) legal description and municipal address; (f) zoning status, current use and intended use (if different from current use); (g) a survey prepared within the last five years; (h) all consents and contact information necessary to allow the Town to attend and inspect the Lands and Structures in assessing the application or compliance with this By-law, including (without limitations) all conditions of any special exemption; 268 9 (i) a detailed, scaled plan of all proposed Fortifications and Protective Elements; and (j) the nature of the special exemption requested and the reasons for the request. 7.1 REVIEW OF APPLICATIONS BY CHIEF BUILDING OFFICIAL 7.2 The Chief Building Official shall review all complete applications under section 6. 7.3 The Chief Building Official may require additional information that shall be provided at the effort and expense of the applicant, including (without limitation): (a) requests for further details or documentation from the applicant; (b) requiring the provision of any further or other documents considered to be necessary or relevant to the investigation of the application; (c) making inquiries of any department of local, provincial or federal government considered necessary and/or relevant to the investigation of the application; and (d) making inquiries and requesting input from local fire, police and ambulance services or any other department that may have an interest, issue or concern with the application. 7.4 When considering an application for a special exemption from subsections 4.1 and 4.2, the Chief Building Official shall have regard for the following factors (without limitation): (a) the provisions of any applicable site plan agreement; (b) special circumstances or conditions which currently apply to the Land or Structure are being proposed within the application; (c) whether strict application of the provisions of this By-law would result in difficulties, unnecessary or undue hardship for the applicant that would be inconsistent with the objectives of this By-law; and (d) whether granting the requested special exemption would maintain the general intent and purpose of this By-law. 7.5 The Chief Building Official may in his or her sole discretion issue a partial or complete exemption from subsections 4.1 and 4.2 to certain Lands, Structures or uses thereof, provided that: (a) the Chief Building Official has reviewed a complete application; 269 10 (b) the nature and extent of the special exemption does not exceed that which is rationally proven, to the satisfaction of the Chief Building Official reviewing the application, to be necessary; (c) the special exemption will not unreasonably interfere with access to or egress from the Lands or Structures in question by Emergency Services Personnel; and (d) the Chief Building Official has determined that the special exemption is not likely to result in a contravention of the Building Code. 7.6 Subject to subsection 7.6, the Chief Building Official may impose time limits or any other reasonable conditions on a special exemption as the Chief Building Official deems appropriate in his or her sole discretion. 7.7 In addition to any conditions specified by the Chief Building Official, the following are deemed conditions of any approval of a special exemption under this By-law: (a) all authorized Fortifications and Protective Elements must be Constructed and maintained Lawfully, and in accordance with the plans and specifications approved by the Chief Building Official; (b) inspections are allowed as reasonably required to confirm that the authorized Fortifications and Protective Elements comply with the approval conditions and all provisions of this By-law; (c) the exemption applies only to the Land or Structures specified therein, and is not transferrable to other Lands or Structures; (d) the applicant must advise and provide details to any new Owner or Occupant of the Land or Structure about the exemption and features of the authorized Fortifications and Protective Elements; (e) the exemption expires upon any change of the primary use of the Land or Structure; and (f) the exemption shall in no way be construed or interpreted as an exemption, limitation or excuse from a Person’s requirement to comply with the statutes and regulations of Canada and Ontario, the by-laws of the County of Oxford or the by-laws of the Town. 7.8 Council hereby delegates decision-making authority to the Chief Building Official with regard to the issuance or denial of exemptions under this By-law, as Council is of the opinion that the delegated powers are of a minor nature. 270 11 8.1 APPROVED SPECIAL EXEMPTIONS 8.2 Upon deciding to grant or refuse a special exemption, the Chief Building Official shall: (a) provide notice to the applicant; and (b) promptly forward the exemption form and application materials, including the approved plans and designs, to the Chief of Police or the District Commander of the Tillsonburg branch of the Ontario Provincial Police, the Fire Chief and the Director of Emergency Services of the County of Oxford, and to such other agencies or organizations that the Chief Building Official deems appropriate. 8.3 A granted special exemption shall be documented in the form prescribed by the Chief Building Official, shall make reference to this By-law and shall bear the signature of the Chief Building Official. 8.4 The Chief Building Official may revoke a special exemption if: (a) it was issued on mistaken, false or incorrect information; (b) one or more conditions of the special exemption has not been complied with; (c) it was issued in error; (d) there has been a material change in the circumstances, conditions or facts upon which the original exemption was based; or (e) the holder requests in writing that it be revoked. 9.1 NOTICE 9.2 Any notice pursuant to this By-law may be given in writing in any of the following ways and is effective: (a) on the date on which a copy is delivered to the Person to whom it is addressed; (b) on the fifth day after a copy is sent by registered mail to the Person’s last known address; (c) upon the conclusion of the transmission of a copy by facsimile to the Person’s last known facsimile number; or 271 12 (d) upon the sending of a copy by email transmission to the Person’s last known email address. 10.1 APPEAL OF DECISIONS 10.2 A Person who considers themself aggrieved by an order or decision made by the Chief Building Official or a designate may appeal the order or decision to the Superior Court of Justice within 20 days after the order or decision is made, pursuant to section 25 of the Building Code Act. 11.1 ADMINISTRATION AND ENFORCEMENT 11.2 The Chief Building Official is authorized to administer and enforce this By-law, including the taking of such steps, arranging assistance or work by Town staff or agents, and for the issuance of orders and imposition of conditions as necessary to ensure compliance with this By-law, for arranging for the obtaining of court orders or warrants as may be required, and for commencing such actions on behalf of the Town to recover costs or restrain contravention of the By-law as are deemed necessary. 11.3 The Chief Building Official may assign Officers to enforce this By-law who shall have the authority to carry out inspections, make directions, orders to discontinue contravening activities or to do work to correct contraventions, to give immediate effect to any order and otherwise enforce this By-law, and the Chief Building Official may assign duties or delegate tasks under this By-law to be carried out in the Chief Building Official’s absence or otherwise, and may request the assistance of police officers for enforcement including obtaining orders for entry as may be required. 11.4 Subject to sections 435 and 437 of the Municipal Act, including the provision of notice to an Occupant when required and production of the Officer’s identification when requested, an Officer may enter Land or a Structure at any reasonable time for the purpose of carrying out an inspection to determine whether or not the following are being complied with: (a) this By-law; (b) a direction, authorization, requirement, condition or order made under this By-law; or (c) an order made under section 431 of the Municipal Act, 2001 in respect of a contravention of this By-law. 11.5 No Person shall remove an order, notice or direction posted on Land or a Structure indicating it was posted under this By-law, except an Officer. 11.6 An Officer may, for the purposes of an inspection under this By-law: (a) require the production for inspection of documents or things relevant to 272 13 the inspection; (b) inspect and remove documents or things relevant to the inspection for the purpose of making copies or extracts; (c) require information from any Person concerning a matter related to the inspection, including (without limitation) requiring expert or other examinations, testing, reports or as Constructed plans to be obtained and provided; and (d) alone or in conjunction with a Person possessing special or expert knowledge, make examinations or take tests, samples or photographs necessary for the purposes of the inspection. 11.7 A receipt shall be provided for any document or thing removed under subsection 11.5 and the document or thing shall be promptly returned after copies or extracts are made. 11.8 Any sampling done during an inspection shall be done in accordance with subsections (3) and (4) of section 436 of the Municipal Act. 11.9 An inspection requirement, direction or order made to a Person under this section may be given verbally, but where the town intends to act upon such matter at the expense of the Person, the requirement, direction or order shall be made in writing and provided to the Person in accordance with the notice provisions of this By-law. 11.10 An Officer may undertake an inspection pursuant to an order of a court issued under section 438 of the Municipal Act, provided however that in the case of an order authorizing an inspection of a room or place actually being used as a dwelling the Occupant is given notice concerning when the inspection will be carried out. 11.11 For the purposes of appeal, any order made by an Officer other than the Chief Building Official will be deemed to be an order of the Chief Building Official. 12.1 ORDER TO DISCONTINUE ACTIVITY 12.2 Without limiting the orders that the Chief Building Official or designate may make pursuant to this By-Law, if an Officer is satisfied that a contravention of this By- law has occurred, the Officer may make an order requiring the Person who contravened the By-law or who caused or permitted the contravention or who is the Owner or Occupant of the Land or Structure on which the contravention occurred to discontinue the contravening activity. 12.3 An order under this section shall set out: (a) reasonable particulars adequate to identify the contravention to be discontinued and the location of the Land or Structure on which the 273 14 contravention occurred; and (b) the deadline for compliance. 12.4 An order under this By-law shall be delivered in accordance with the notice provisions of this By-law. 13.1 WORK ORDER 13.2 Without limiting the orders that the Chief Building Official or designate may make pursuant to this By-Law, if an Officer is satisfied that a contravention of this By- law has occurred, the Officer may make an order requiring the Person who contravened the By-law or who caused or permitted the contravention or who is the Owner or Occupant of the Land or Structure on which the contravention occurred to do work to correct the contravention. 13.3 Subject to subsection 13.3, an order under this section shall set out: (c) reasonable particulars adequate to identify the contravention to be discontinued and the location of the Land or Structure on which the contravention occurred; (d) the deadline for compliance; and (e) the work to be done, which may include obtaining all permits and inspections required by law. 13.4 An order under this By-law may be issued even though the facts constituting the contravention of this By-law were present on the day this By-law came into force, provided however that in such circumstances the order made in respect of such pre-existing Fortifications or Protective Elements shall provide not less than three (3) months to complete the work. 13.5 An order under this By-law shall be delivered in accordance with the notice provisions of this By-law. 14.1 FAILURE TO COMPLY AND COST RECOVERY 14.2 Where a Person defaults in complying with a direction, requirement or order under this By-law to do a matter or thing, the Chief Building Official may cause an Officer or agent on behalf of the Town, with such assistance from others as may be required, to enter the Land on which the contravention occurred at any reasonable time, and to carry out such direction, requirement or order at the Person’s expense. 14.3 The Town may recover the costs from the Person directed, required or ordered to do a matter or thing under this section, by action or by adding the costs to the tax roll and collecting them in the same manner as property taxes, and such costs 274 15 shall include interest at an annual rate of 15 per cent. 14.4 For the purposes of subsection 14.3, interest shall be calculated for the period commencing the day the Town incurs the costs and ending on the day the costs including the interest are paid in full. 14.5 The Chief Building Official may give immediate effect to any direction, requirement or order to be carried out under this section where the costs of carrying out the direction, requirement or order do not exceed $20,000, inclusive of HST. Where the estimated costs exceed $20,000, the work shall be carried out only where directed by a Person with the authority to approve such expense, or by Council. 14.6 The amount of the Town’s costs incurred plus interest to the date payment is made in full, constitutes a lien upon the Land, upon the registration of a notice of lien upon the Land. 14.7 Pursuant to s. 441 of the Municipal Act, 2001, if any part of a fine for a contravention of this by-law remains unpaid after the fine becomes due and payable under s. 66 of the Provincial Offences Act, R.S.O. 1990, c. P.33, as amended, including any extension of time for payment ordered under that section, the Director may give the person against whom the fine was imposed a written notice specifying the amount of the fine payable and the final date on which it is payable, which shall be not less than twenty one (21) days after the date of the notice. 14.8 If the fine remains unpaid after the final date specified in the notice, the fine shall be deemed to be unpaid taxes for the purposes of s. 351 of the Municipal Act. 14.9 In accordance with sections 441.1 and 446 of the Municipal Act, any part of a fine or cost owing pursuant to this by-law or a related provincial offence may be added to the tax roll for any property in the Town of Tillsonburg for which all of the owners are responsible for paying the fine or cost, and collect such fine or cost in the same manner as municipal taxes. 15.1 OFFENCES AND PENALTY 15.2 Subject to subsection 15.2, any Person who contravenes a provision of this By- law, or an officer or director of a corporation in the event of a contravention by the corporation, is guilty of an offence and upon conviction is liable to a fine or penalty as follows: (a) for a first offence, a maximum of $20,000.00; (b) for a second offence, a maximum of $50,000.00; and (c) for a third or subsequent offence, a maximum of $100,000.00. 275 16 15.3 Any Person who contravenes any order made under this By-law, or an officer or director of a corporation in the event of a contravention by the corporation, is guilty of a continuing offence and upon conviction is liable to a daily fine or penalty of a maximum of $10,000.00 for each day or part of a day that the offence continues, and despite subsection 15.1 the total of all the daily fines imposed for an offence is not limited by the maximums listed in subsection 15.1. 16.1 CONFLICT AND SEVERABILITY 16.2 It is intended by Council that this By-law provide a higher level of public health, safety and well-being and limit danger and damage to persons and property during emergency situations, rather than conflict with other law or Town by-laws. 16.3 In the event of conflict between this By-law and the Building Code, the Building Code prevails, and further an exemption under this By-law does not preclude any requirement under the Building Code Act or Building Code including the requirement for a permit under the Building Code Act. 16.4 Should a court of competent jurisdiction declare a part of whole of any provision of this by-law to be invalid or of no force and effect, the provision or part is deemed severable from this By-law and it is the intention of Council that the remainder survive and be applied and enforced in accordance with its terms to the extent possible under law. 17.0 ENACTMENT This By-law shall come into force and effect upon the date of final passing thereof. READ A FIRST AND SECOND TIME THIS 11th DAY OF APRIL, 2016. READ A THIRD AND FINAL TIME AND PASSED THIS 25th DAY OF APRIL, 2016. Mayor – Stephen Molnar Town Clerk – Donna Wilson 276 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4007 A BY-LAW to regulate fences in the Town of Tillsonburg. WHEREAS subsection 5(3) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended (the “Municipal Act”), provides that municipal powers shall be exercised by by-law; AND WHEREAS subsections 11(1), (3) and (4) of the Municipal Act authorize the municipal council (“Council”) of The Corporation of the Town of Tillsonburg (the “Town”) to provide certain services and things that the Town considers necessary or desirable for the public, including the passage of by-laws respecting fences, signs and other structures; AND WHEREAS section 98 of the Municipal Act provides that a municipal council may exclude the municipality from the application of the Line Fences Act, R.S.O. 1990, c. L.17, as amended (the “Line Fences Act”), except for section 20 of that Act; AND WHEREAS the Town may enact by-law provisions that (without limitation) create offences, impose fines, authorize orders to achieve compliance or discontinue contraventions, authorize inspections, authorize remedial work and provide for the collection of remediation costs, pursuant to Part XIV of the Municipal Act, including sections 425, 429, 435 - 438, 441.1 and 444 - 446; AND WHEREAS Council deems it desirable and expedient to regulate fences in the Town of Tillsonburg, and to exclude the Town from the provisions of the Line Fences Act, with the exception of section 20 of that Act; NOW THEREFORE Council hereby enacts the following: SECTION 1 SCOPE OF BY-LAW 1.1 SHORT TITLE This By-law, as amended from time to time, shall be known as the “Fence By-law.” 1.2 INTENT AND SCOPE The purpose of this By-law is to regulate Fences within the Town of Tillsonburg. This By-law does not apply to “swimming pool enclosures”, as defined in and governed by the Town’s Pool Enclosure By-law, No. 4008. 1.3 CONTENT OF BY-LAW All references in this By-law to sections, requirements, exceptions, tables, figures, schedules and maps, refer to those in this By-law unless otherwise indicated. Headings given in this By-law are for convenience only, and do not form part of this By-law. 1.4 RELATION TO OTHER GOVERNMENT REQUIREMENTS (COMPLIANCE WITH OTHER REGULATIONS) This By-law shall not be construed so as to reduce or mitigate restrictions or requirements that are Lawfully imposed by the Town or by any governmental authority. Without limiting the foregoing, compliance with this By-law does not relieve any Person from complying with: (a) Legislation or regulations imposed by the Governments of Canada or Ontario, including (without limitation) the Ontario Building Code, O. Reg. 332/12; and 1 277 (b) By-laws enacted by the County of Oxford or other By-laws enacted by the Town; SECTION 2 DEFINITIONS AND INTERPRETATION 2.1 DEFINITIONS The terms set out below shall have the following meanings in this By-law: “Building” means any structure consisting of one or more of a wall, roof or floor, and used or intended to be used for the shelter, accommodation or enclosure of Persons, animals, or goods, but shall not include a lawful boundary wall or Fence. “Chief Building Official” means the Chief Building Official of the Town. “Construct” means to do anything in the erection, installation, extension or material alteration or repair of a structure, including (without limitation): (a) Anything in the erection, installation, extension or material alteration or repair of a Building or Fence; (b) The installation of a structure fabricated or moved from elsewhere, including (without limitation) the structures listed in (a); and (c) Work in preparation for any of the acts described above; and “construction” has a corresponding meaning; “Corner Lot” means a Lot situated at the intersection of two Street Lines with an interior angle of intersection of not more than one hundred and thirty-five (135) degrees, provided that: (a) Where the Lot abuts only one Street Line on a curving roadway, it is deemed to abut an intersection of two equal portions of that Street Line; and (b) Where either of the intersecting Street Lines is on curving roadway, the line used for calculating the angle of intersection will be the tangent drawn through the Lot’s point of extremity abutting that Street Line; and the corner of such a Lot will be the point at or closest to the Street Line intersection, but this definition shall exclude any portion of a lot further than 30 metres (98.4 feet) from the corner, measured along a Street Line. “Council” means the Municipal Council of the Corporation of the Town of Tillsonburg. “Division Fence” means a Fence marking a Lot Line. “Effective Grade Level” at a given point means the highest level of the ground within 0.5 metres (3 feet 3 inches) horizontally in any direction from that point. “Fence” means: (a) A railing, wall or line composed of posts, wire, gate, boards or pickets or any combination thereof; or (b) Any similar structure involving similar materials or components; designed or used to enclose or divide in whole or in part a Yard or other land, to establish a property boundary, or to provide privacy. “Front Yard” means an area extending across the full width of the Lot between the front Lot Line of the Lot and the nearest part of any excavation, or main Building on the Lot. “Hedgerow” means one or more hedges, bushes, shrubs, compact evergreen plantings, or any similar organic growth. 2 278 “Height” of any Fence means the vertical distance between the top of such Fence and: (a) The Effective Grade Level at that point, if the Fence is not located on or above a deck or similar platform; or (b) The top surface of any deck or similar platform on which the Fence is located. “Lawful” means in accordance with the common law, statutes and regulations of Canada and Ontario, the by-laws of the County of Oxford and the by-laws of the Town other than this By-law; “Lot” means: (a) A parcel of land with a boundary defined by an original survey or by a registered plan of subdivision, unless such registered plan of subdivision is designated by a by-law passed pursuant to subsection 50(4) of the Planning Act, R.S.O. 1990, c. P.13; or (b) A parcel or tract of land with a different registered owner (or registered owners) or from adjacent lands. “Lot Line” means any boundary of a Lot or the vertical projection thereof. “Municipal Act” means the Municipal Act, 2001, S.O. 2001, c. 25, as amended. “Officer” means an individual appointed by Council or by a designate of Council for the purpose of (or for purposes that include) enforcing one or more municipal by-laws, and includes (without limitation) the Chief Building Official. “Owner” a registered owner of land, or any Person in control of land including (without limitation) a lessee or an occupant thereof. “Person” means an individual, firm, corporation, association or partnership. “Rear Yard” means the area extending across the full width of the Lot between the rear Lot Line and the nearest part of any excavation, or main Building on the Lot. “Required Front Yard” means the area extending across the full width of the Lot between the front Lot Line and the extent of the required front yard depth as provided by the provisions of the Town of Tillsonburg Zoning By-Law, No. 3295. “Side Yard” means an area extending between a side Lot Line to the nearest part of any excavation or main Building on the Lot, and between the Front Yard and the Rear Yard. “Sight Triangle” means the space formed by the intersecting Street Lines of a Corner Lot and a line drawn from a point on one of the said Street Lines to a point on the other said Street Line, provided that: (a) The line intersects both street lines at an equal distance from the corner of the Corner Lot; and (b) The line is 9 metres (29 feet 6 inches) from the corner of the Corner Lot at its closest point. “Street Line” means the limit of the roadway allowance and is the dividing line between a Lot and a single street or other roadway. “Town” means The Corporation of the Town of Tillsonburg. “Yard” means an area adjacent to a Building, structure or excavation, located on the same Lot as the Building, structure, or excavation, and which area is open, uncovered and unoccupied from the ground to the sky except for Lawful accessory Buildings, structures or uses. 3 279 SECTION 3 EXISTING FENCES AND EXCLUSIONS 3.1 Fences – Deemed to Comply Notwithstanding the provisions of this By-law, any Fence that Lawfully existed prior to the effective date of this By-law shall be deemed to comply with this By-law and may be maintained with the same material, Height and dimensions as previously existed, including (without limitation) any Lawful repair work. 3.2 Required to Maintain The Owner of any Lot shall maintain each Fence thereon and ensure that it is in safe condition and in good repair. 3.3 Decorative Post Caps The Height restrictions in this by-law will not include any decorative post caps or similar features that have been pre-approved in writing by the Chief Building Official, following the submission of construction drawings and other materials required by the Chief Building Official. 3.4 Materials- Block, Brick or Stone A Fence proposed to be Constructed using decorative building block, masonry brick, architectural stone, or any other similar material must be approved in writing by the Chief Building Official or a designate prior to Construction, following the submission of construction drawings and other materials required by the Chief Building Official. SECTION 4 RESIDENTIAL FENCES 4.1 Height- Fence - Location No Person shall have, Construct, maintain or permit to be constructed or maintained a Fence on a Lot used for residential purposes except in accordance with all of the following requirements: (a) Maximum Height of 2.15 metres (7 feet) at any point in a Rear Yard or Side Yard that does not abut an industrial, commercial or institutional zone; (b) Maximum Height of 3 metres (9 feet 10 inches) at any point in a Rear Yard or Side Yard that abuts an industrial, commercial or institutional zone; (c) Maximum Height of 1 metre (3 feet 3 inches) at any point in a Required Front Yard; and (d) Minimum 1.2 metres (4 feet) horizontal distance from a Side Yard Lot Line, not including a Side Yard Lot Line where a common or party wall is located, at any point where the Fence is located on a deck or elevated platform. 4.2 Height- Fence or Hedgerow- Location No Person shall have, Construct, maintain or permit to be Constructed or maintained: (a) A Hedgerow in a residential Front Yard with a top more than 1 metre (3 feet 3 inches) above the Effective Grade Level; or (b) A Fence or Hedgerow that visually obstructs or hinders the use of any existing public or private driveway, lane, alley, roadway or similar access area. 4 280 SECTION 5 INDUSTRIAL, INSTITUTIONAL AND COMMERCIAL FENCES 5.1 Height – Specifications No Person shall have, Construct, maintain or permit to be Constructed or maintained a Fence on a Lot for industrial, institutional, and commercial purposes except in accordance with the following requirement: (a) Maximum Height of 3 metres (9 feet 10 inches). SECTION 6 AGREEMENTS WITH TOWN 6.1 Development – Redevelopment Notwithstanding any other provision of this By-law, a Fence that is Constructed as required in a registered agreement or agreements entered into with the Town pursuant to Section 41 or 51 of the Planning Act, R.S.O. 1990, c. P.13, as amended, or any plans approved by the Town in accordance with either of those sections shall be deemed not to contravene the provisions of this By-law. SECTION 7 BARBED WIRE OR RAZOR WIRE FENCES 7.1 Prohibited - Exceptions No Person shall have, Construct or maintain or permit a Fence comprised of barbed wire or razor wire, unless such Fence complies with all of the following requirements: (a) The fence is on a Lot Lawfully used for commercial or industrial purposes; (b) The barbed wire or razor wire projects inwards to the area enclosed by the Fence; and (c) The lowest point on the barbed wire or razor wire is at least 2.15 metres (7 feet) above the Effective Grade Level at any point. 7.2 This section does not apply to Fences Constructed on lands owned by a government organization or utility provider. SECTION 8 ELECTRIC FENCES 8.1 Prohibited - Exceptions No Person shall have, Construct, maintain, or permit any Fence equipped with a device for transmitting an electric current thereon or there through. 8.2 This section does not apply to the Lawful use of electrified fencing by agricultural operations for the purpose of controlling the movement of livestock. 5 281 SECTION 9 LINE FENCES ACT – DIVISION FENCES 9.1 Line Fences Act- Not Applicable The Line Fences Act, R.S.O. 1990, c. L.17, as amended, with the exception of section 20 of that Act, does not apply to any part of the Town of Tillsonburg. SECTION 10 ADMINISTRATION AND ENFORCEMENT 10.1 Subject to sections 435 and 437 of the Municipal Act, including the provision of notice to an occupant of land when required, and production of the Officer’s identification when requested, an Officer may enter land or a Building at any reasonable time for the purpose of carrying out an inspection to determine whether or not the following are being complied with: (a) This By-law; (b) A direction, authorization, requirement, condition or order made under this By-law; or (c) An order made under section 431 of the Municipal Act in respect of a contravention of this By-law. 10.2 No Person shall remove an order, notice or direction posted on land or on a structure indicating that it was posted under this By-law, except an Officer. 10.3 An Officer may, for the purposes of an inspection under this By-law: (a) Require the production for inspection of documents or things relevant to the inspection; (b) Inspect and remove documents or things relevant to the inspection for the purpose of making copies or extracts; (c) Require information from any Person concerning a matter related to the inspection, including (without limitation) requiring expert or other examinations, testing, reports or as-constructed plans to be obtained and provided; and (d) Alone or in conjunction with a Person possessing special or expert knowledge, make examinations or take tests, samples or photographs necessary for the purposes of the inspection. 10.4 A receipt shall be provided for any document or thing removed under subsection 10.3 and the document or thing shall be promptly returned after copies or extracts are made. 10.5 Any sampling done during an inspection shall be done in accordance with subsections (3) and (4) of section 436 of the Municipal Act. 10.6 An inspection requirement, direction or order made to a Person under this section may be given verbally, but where the Town intends to act upon such matter at the expense of the Person, the requirement, direction or order shall be made in writing and provided to the Person in accordance with the notice provisions of this By-law. 10.7 An Officer may undertake an inspection pursuant to an order of a court issued under section 438 of the Municipal Act, provided however that in the case of an order authorizing an inspection of a room or place actually being used as a dwelling the occupant is given notice concerning when the inspection will be carried out. 6 282 SECTION 11 VARIANCE AND DELEGATION OF AUTHORITY 11.1 Any variance from this By-law will require the approval of Council. Such variance application will require a site plan showing the location of the proposed Fence and drawings showing the type and Construction of the Fence. The variance application will be submitted on the form prescribed by the Chief Building Official, and the Chief Building Official shall make a recommendation to Council regarding the disposition of the application. Decisions of Council are final. Council hereby delegates authority to the Chief Building Official with regard to the receipt and disposition of variance applications under this By-law, as Council is of the opinion that the delegated powers are of a minor nature. SECTION 12 FENCES – CONTRARY TO BY-LAW 12.1 Prohibited - Location No Person shall have, construct, maintain or permit to be Constructed or maintained any Fence or Hedgerow in a Side Yard immediately adjoining a public roadway unless such Fence or Hedgerow is located at least 3.5 metres (11.5 feet) from the nearest edge of the existing public roadway pavement. 12.2 Prohibited- Sight Triangle No Person shall have, construct, maintain or permit to be Constructed or maintained any Fence or Hedgerow in a Sight Triangle. 12.3 Restriction of Materials – Residential Zone In a residential zone, no Person shall have, construct, maintain or permit to be Constructed or maintained any Fence comprised of sheet metal, sheet plastic, fiberglass, untreated wood, single strand wire, plywood or pressboard, corrugated fiberglass, corrugated plastic, corrugated metal and without limiting the generality, any other material not typically used in the Construction of a Fence on a Lot used for residential purposes. 12.4 Restriction of Materials – Division Fence No Person shall have, construct, maintain or permit to be Constructed or maintained any Division Fence comprised of any gauge of bird netting, single strand wire or mesh. 12.5 Contravention of an Order No Person shall contravene an order made pursuant to this By-law. 12.6 Obstruction No Person shall hinder or obstruct, or attempt to hinder or obstruct, any Person who is exercising a power or performing a duty under this By-law, including (without limitation) carrying out an inspection. SECTION 13 ORDER TO DISCONTINUE ACTIVITY 13.1 Without limiting the orders that an Officer may make pursuant to this By-Law, if an Officer is satisfied that a contravention of this By-law has occurred, the Officer may make an order requiring the Person who contravened the By-law or who caused or permitted the contravention or who is the Owner of the land on which the contravention occurred to discontinue the contravening activity. 7 283 13.2 An order under this section shall set out: (a) Reasonable particulars adequate to identify the contravention to be discontinued and the location of the land on which the contravention occurred; and (b) The deadline for compliance. 13.3 An order under this section shall be delivered in accordance with the notice provisions of this By-law. SECTION 14 WORK ORDER 14.1 Without limiting the orders that an Officer may make pursuant to this By-Law, if an Officer is satisfied that a contravention of this By-law has occurred, the Officer may make an order requiring the Person who contravened the By-law or who caused or permitted the contravention or who is the Owner of the land on which the contravention occurred to do work to correct the contravention. 14.2 An order under this section shall set out: (a) Reasonable particulars adequate to identify the contravention to be discontinued and the location of the land on which the contravention occurred; (b) The deadline for compliance; and (c) The work to be done, which may include obtaining all permits and inspections required by law. 14.3 An order under this section shall be delivered in accordance with the notice provisions of this By-law. SECTION 15 FAILURE TO COMPLY AND COST RECOVERY 15.1 Where a Person defaults in complying with a direction, requirement or order under this By-law to do a matter or thing, an Officer or agent on behalf of the Town may, with such assistance from others as may be required, enter the land on which the contravention occurred at any reasonable time, and carry out such direction, requirement or order at the Person’s expense. 15.2 In accordance with section 446 of the Municipal Act, the Town may recover the costs from the Person directed, required or ordered to do a matter or thing under this By-law, by action or by adding the costs to the tax roll and collecting them in the same manner as property taxes, and such costs shall include interest at an annual rate of 15 per cent. 15.3 For the purposes of subsection 15.2, interest shall be calculated for the period commencing the day the Town incurs the costs and ending on the day the costs including the interest are paid in full. 15.4 The amount of the Town’s costs incurred plus interest to the date payment is made in full, constitutes a lien upon the land, upon the registration of a notice of lien upon the land. 8 284 SECTION 16 OFFENCES, PENALTY AND FINE RECOVERY 16.1 Subject to subsection 16.2, any Person who contravenes a provision of this By-law, and an officer or director of a corporation in the event of a contravention by a corporation, is guilty of an offence and upon conviction is liable to a fine or penalty as follows: (a) For a first offence, a minimum of $100.00 and a maximum of $5,000.00; (b) For a second offence, a maximum of $15,000.00; and (c) For a third or subsequent offence, a maximum of $30,000.00. 16.2 Any Person who contravenes any order made under this By-law, or an officer or director of a corporation in the event of a contravention by the corporation, is guilty of a continuing offence and upon conviction is liable to a daily fine or penalty of a maximum of $2,500.00 for each day or part of a day that the offence continues, and despite subsection 16.1 the total of all the daily fines imposed for an offence is not limited by the maximums listed in subsection 16.1. 16.3 If this by-law is contravened and a conviction entered, in addition to any other remedy and to any penalty imposed by the by-law, the court in which the conviction has been entered and any court of competent jurisdiction thereafter may make an order, (a) Prohibiting the continuation or repetition of the offence by the Person convicted; and (b) Requiring the Person convicted to correct the contravention in the manner and within the period that the court considers appropriate. 16.4 Pursuant to section 441 of the Municipal Act, if any part of a fine for a contravention of this by-law remains unpaid after the fine becomes due and payable under section 66 of the Provincial Offences Act, R.S.O. 1990, c. P.33, as amended, including any extension of time for payment ordered under that section, the Town may give the Person against whom the fine was imposed a written notice specifying the amount of the fine payable and the final date on which it is payable, which shall be not less than twenty one (21) days after the date of the notice. 16.5 If the fine remains unpaid after the final date specified in the notice, the fine shall be deemed to be unpaid taxes for the purposes of section 351 of the Municipal Act. 16.6 In accordance with section 441.1 of the Municipal Act, any part of a fine owing pursuant to this by-law or a related provincial offence may be added to the tax roll for any property in the Town of Tillsonburg for which all of the Owners are responsible for paying the fine, and collect such fine in the same manner as municipal taxes. SECTION 17 NOTICE 17.1 Any notice pursuant to this By-law may be given in writing in any of the following ways and is effective: (a) On the date on which a copy is delivered to the Person to whom it is addressed; (b) On the fifth day after a copy is sent by registered mail to the Person’s last known address; (c) Upon the conclusion of the transmission of a copy by facsimile to the Person’s last known facsimile number; or (d) Upon the sending of a copy by email transmission to the Person’s last known email address. 9 285 17.2 Without limiting subsection 17.1, any notice to an Owner pursuant to this By-law is effective on the fifth day after a copy is sent by registered mail to the address for that Owner on the municipal assessment roll. SECTION 18 SEVERABILITY 18.1 In the event any section or sections of this By-law or parts of it are found by a Court to be illegal or exceed the power of the Council to enact, such section, or sections, or parts thereof shall be deemed to be severable and all other sections, or parts of this By-law shall be deemed to be separate and independent and shall continue in full force. SECTION 19 REPEAL AND TRANSITION 19.1 The Town’s By-Law No. 3058 is hereby repealed in its entirety. 19.2 Notwithstanding subsection 19.1, the provisions of By-Law No. 3058 will be deemed to continue in force and effect with respect to any and all orders, appeals or prosecutions issued, filed or commenced under that by-law, and any assessment, rate, charge, tax, fee, liability or penalty outstanding under that by-law may be collected as if that by-law had not been repealed. SECTION 20 EFFECTIVE DATE 20.1 This By-Law shall take effect on the date of its final passage by Council. READ A FIST AND SECOND TIME THIS 11TH DAY OF APRIL, 2016 READ A THIRD AND FINAL TIME AND PASSED THIS 25TH DAY OF APRIL, 2016 ______________________________ Mayor – Stephen Molnar ______________________________ Town Clerk – Donna Wilson 10 286 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4008 A BY-LAW to regulate swimming pool enclosures in the Town of Tillsonburg. WHEREAS subsection 5(3) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended (the “Municipal Act”), provides that municipal powers shall be exercised by by-law; AND WHEREAS subsections 11(1), (3) and (4) of the Municipal Act authorize the municipal council (“Council”) of The Corporation of the Town of Tillsonburg (the “Town”) to provide certain services and things that the Town considers necessary or desirable for the public, including the passage of by-laws respecting fences, signs and other structures; AND WHEREAS the Town may enact by-law provisions that (without limitation) create offences, impose fines, authorize orders to achieve compliance or discontinue contraventions, authorize inspections, authorize remedial work and provide for the collection of remediation costs, pursuant to Part XIV of the Municipal Act, including sections 425, 429, 435 - 438, 441.1 and 444 - 446; AND WHEREAS Council deems it desirable and expedient to regulate swimming pool enclosures in the Town of Tillsonburg; NOW THEREFORE Council hereby enacts the following: SECTION 1 SCOPE OF BY-LAW 1.1 SHORT TITLE This By-law, as amended from time to time, shall be known as the “Pool Enclosure By- law.” 1.2 INTENT AND SCOPE The purpose of this By-law is to regulate Swimming Pool Enclosures within the Town of Tillsonburg. 1.3 CONTENT OF BY-LAW All references in this By-law to sections, requirements, exceptions, tables, figures, schedules and maps, refer to those in this By-law unless otherwise indicated. Headings given in this By-law are for convenience only, and do not form part of this By-law. 1.4 RELATION TO OTHER GOVERNMENT REQUIREMENTS (COMPLIANCE WITH OTHER REGULATIONS) This By-Law shall not be construed so as to reduce or mitigate restrictions or requirements that are Lawfully imposed by the Town or by any governmental authority. Without limiting the foregoing, compliance with this By-Law does not relieve any Person from complying with: (a) Legislation or regulations imposed by the Governments of Canada or Ontario, including (without limitation) the Ontario Building Code, O. Reg. 332/12; and (b) By-Laws enacted by the County of Oxford or other By-Laws enacted by the Town. 1 287 SECTION 2 DEFINITIONS AND INTERPRETATION 2.1 DEFINITIONS The terms set out below shall have the following meanings in this By-Law: “Building” means any structure consisting of one or more of a wall, roof or floor, and used or intended to be used for the shelter, accommodation or enclosure of Persons, animals, or goods. “Chief Building Official” means the Chief Building Official of the Town. “Construct” means to do anything in the erection, installation, extension or material alteration or repair of a structure, including (without limitation): (a) Anything in the erection, installation, extension or material alteration or repair of a Building, Swimming Pool Area, Swimming Pool Enclosure or Temporary Enclosure; (b) The installation of a structure fabricated or moved from elsewhere, including (without limitation) the structures listed in (a); and (c) Work in preparation for any of the acts described above; and “construction” has a corresponding meaning; “Corner Lot” means a Lot situated at the intersection of two Street Lines with an interior angle of intersection of not more than one hundred and thirty-five (135) degrees, provided that: (a) Where the Lot abuts only one Street Line on a curving roadway, it is deemed to abut an intersection of two equal portions of that Street Line; and (b) Where either of the intersecting Street Lines is on curving roadway, the line used for calculating the angle of intersection will be the tangent drawn through the Lot’s point of extremity abutting that Street Line; and the corner of such a Lot will be the point at or closest to the Street Line intersection, but this definition shall exclude any portion of a lot further than 30 metres (98.4 feet) from the corner, measured along a Street Line. “Council” means the Municipal Council of the Corporation of the Town of Tillsonburg. “Effective Grade Level” at a given point means the highest level of the ground within 0.5 metres (3 feet 3 inches) horizontally in any direction from that point. “Exterior” means the vertical surface of a fence, Swimming Pool Enclosure, deck or ramp, provided that such surface: (a) Does not face a Swimming Pool or Swimming Pool Area; and (b) Does not face the contained portion of the lands that is covered, delineated or enclosed by the fence, Swimming Pool Enclosure, deck or ramp. “Gate” shall mean any part of a Swimming Pool Enclosure that opens on hinges, including (without limitation) a door located in the wall of an attached or detached garage or carport where such wall forms part of the Swimming Pool Enclosure. “Hedgerow” means one or more hedges, bushes, shrubs, compact evergreen plantings, or any similar organic growth. “Height” of any Gate, segment or feature of a Swimming Pool Enclosure means the vertical distance between the top of such Gate, segment or feature and: (a) The Effective Grade Level at that point, if the Gate, segment or feature is not located on or above a deck or similar platform; or 2 288 (b) The surface of any deck or similar platform on or above which the gate or segment is located. “Hydro Massage Pool” means a body of water that is encased artificially, whether located above or below grade, and includes (without limitation) a hot tub, Jacuzzi, spa or whirlpool. “Lawful” means in accordance with the common law, statutes and regulations of Canada and Ontario, the by-laws of the County of Oxford and the by-laws of the Town other than this By-law; “Lock” means a locking device designed to be unlocked or deactivated only with a key, password, combination or biometric identification, or some grouping of such methods. “Lot” means: (a) A parcel of land with a boundary defined by an original survey or by a registered plan of subdivision, unless such registered plan of subdivision is designated by a by-law passed pursuant to subsection 50(4) of the Planning Act, R.S.O. 1990, c. P.13; or (b) A parcel or tract of land with a different registered owner (or registered owners) from adjacent lands. “Municipal Act” means the Municipal Act, 2001, S.O. 2001, c. 25, as amended. “Officer” means an individual appointed by Council or by a designate of Council for the purpose of (or for purposes that include) enforcing one or more municipal by-laws, and includes (without limitation) the Chief Building Official. “Owner” a registered owner of land, or any Person in control of land, including (without limitation) a lessee or an occupant thereof. “Person” means an individual, firm, corporation, association or partnership. “Sight Triangle” means the space formed by the intersecting Street Lines of a Corner Lot and a line drawn from a point on one of the said Street Lines to a point on the other said Street Line, provided that: (a) The line intersects both street lines at an equal distance from the corner of the Corner Lot; and (b) The line is 9 metres (29 feet 6 inches) from the corner of the corner lot at its closest point. "Street Line" means the limit of the roadway allowance and is the dividing line between a Lot and a street or other roadway. “Swimming Pool” means any body of water located outdoors on a privately owned Lot, whether above or below finished grade, and used or designed for swimming, diving or both, provided that such body of water: (a) Is contained at least in part by artificial means; (b) Has one or more points with a depth that may exceed 610 mm (24 inches); and (c) Has a potential liquid surface area exceeding 2.0 metres² (21.5 feet²); and includes (without limitation) a Hydro Massage Pool but does not include any decorative pond or storm water management pond. “Swimming Pool Area” means the area of a Lot occupied by a Swimming Pool and any adjacent platforms, walkways, play areas or landscaped areas that are used, or are intended or capable of being used, in conjunction with the Swimming Pool. “Swimming Pool Enclosure” means a wall, structure or Building, or any combination thereof, including (without limitation) a fence combined with a deck, that encloses a 3 289 Swimming Pool Area or any part of a Swimming Pool Area, but does not include a Temporary Enclosure. “Temporary Enclosure” means a structure used for the purposes of temporarily enclosing a Swimming Pool or excavation. “Town” means The Corporation of the Town of Tillsonburg. SECTION 3 EXCLUSIONS 3.1 Existing Enclosures – Deemed to Comply Notwithstanding the provisions of this By-law, any Swimming Pool Enclosure that lawfully existed prior to the effective date of this By-law shall be deemed to comply with this By-law and may be maintained with the same material, Height and dimensions as previously existed, including (without limitation) any repair work. 3.2 Required to Maintain The Owner of any Lot shall maintain each Swimming Pool Enclosure thereon and ensure that it is in safe condition and in good repair. 3.3 Decorative Post Caps The Height restrictions in this by-law will not include any decorative post caps or similar features that have been pre-approved in writing by the Chief Building Official, following the submission of construction drawings and other materials required by the Chief Building Official. SECTION 4 SWIMMING POOL ENCLOSURE HEIGHT AND MATERIAL REQUIREMENTS 4.1 Swimming Pool Enclosure- Height Required No Person shall have, Construct, maintain or permit to be Constructed or maintained a Swimming Pool Enclosure, or any part thereof, except in accordance with all of the following requirements: (a) Minimum Height of 1.52 metres (5 feet); (b) Maximum vertical distance of 50 mm (2 inches) from the Effective Grade Level to the bottom of the Swimming Pool Enclosure; (c) Maximum Height of 2.15 metres (7 feet); and (d) Members, attachments, bracing, rails or supports that could permit or facilitate climbing on the Exterior face of a Swimming Pool Enclosure shall not be located at a height of between 100 millimetres (4 inches) and 1.2 metres (4 feet). 4.2 Swimming Pool Area- Height- Raised Platform or Deck No Person shall Construct a deck or ramp or part thereof serving a Swimming Pool Area with a vertical distance greater than 0.6 metres (2 feet) from the Effective Grade Level unless a continuous fence or other guard is Constructed and maintained on top of the deck or ramp and around such deck or ramp’s Exterior perimeter. Such fence or guard shall have a minimum Height of 1 metre (3 feet 3 inches), and shall not be Constructed so as to facilitate or permit climbing. 4 290 4.3 Location- Swimming Pool Enclosure- Setback Requirement No Person shall have, Construct, maintain or permit to be Constructed or maintained a Swimming Pool Enclosure, or part thereof, in either of the following locations: (a) Within 1.0 metre (3 feet 3 inches) horizontally of any permanent physical object, growth or geographical feature, or any combination thereof, that permits or facilitates the climbing of such Swimming Pool Enclosure; or (b) Within 1.2 metres (4 feet) horizontally from the nearest inside wetted surface of the Swimming Pool wall. 4.4 Swimming Pool Enclosure- Materials- Chain Link No Person shall have, Construct, maintain or permit to be Constructed or maintained a Swimming Pool Enclosure, or any part thereof, using chain link materials unless such Swimming Pool Enclosure is pre-approved in writing by the Chief Building Official or meets all of the following requirements: (a) All chain link materials have a diagonal mesh length not greater than 38 millimetres (1.5 inches) consisting of 13 gauge galvanized steel wire, or of 11 gauge steel wire covered with vinyl, or consisting of another product approved by the Chief Building Official which would yield a total thickness equivalent to 12 gauge wire; (b) It has no rails, bracing or exposed attachments on the Exterior that could facilitate or permit climbing from the Exterior; and (c) Top and bottom rails are firmly fastened to upright posts, which rails consist of galvanized steel pipe at least 32 millimetres (1.25 inches) thick, provided that a continuous galvanized steel tension rod at least 5 millimetres (0.2 inches) thick may be substituted for the bottom rail. 4.5 Swimming Pool Enclosure- Materials- Vertical Panel No Person shall have, Construct, maintain or permit to be Constructed or maintained a Swimming Pool Enclosure, or any part thereof, using vertical panel materials unless such Swimming Pool Enclosure is Constructed as pre-approved in writing by the Chief Building Official, or in accordance with all of the following requirements: (a) Vertical members are of at least 25 millimetres (1 inch) nominal thickness attached to a top and bottom rail; (b) Vertical members are not spaced more than 38 millimetres (1.5 inches) apart; (c) Support posts are at least 89 millimetres (3.5 inches) x 89 millimetres (3.5 inches) nominal dimensions; (d) Support posts are spaced not more than 2.4 metres (8 feet) apart; (e) Support posts extend at least 1.2 metres (4 feet) below the Effective Grade Level and are securely embedded into the ground; (f) Support posts that consist of wood are treated with an approved wood preservative or be of pressure-treated wood, encased in concrete; and (g) Top and bottom rails are firmly fastened to upright posts and are at least 38 millimetres (1.5 inches) x 89 millimetres (3.5 inches) nominal dimensions. 5 291 4.6 Swimming Pool Enclosure- Materials- Metal Picket No Person shall have, Construct, maintain or permit to be Constructed or maintained a Swimming Pool Enclosure, or any part thereof, using metal picket or tube construction unless such Swimming Pool Enclosure is Constructed as pre-approved in writing by the Chief Building Official, or in accordance with all of the following requirements: (a) Vertical members are spaced not more than 100 millimetres (4 inches) apart; (b) Vertical members are attached to a supporting structure that does not contain any diagonal members or framework and does not otherwise facilitate or permit climbing; (c) Posts extend at least 1.2 metres (4 feet) below the Effective Grade Level and are securely embedded into the ground; (d) Posts are spaced not more than 2.4 metres (8 feet) apart; and (e) Top and bottom rails are firmly fastened to the vertical members, maintain a minimum 1.2 metres (4 feet) vertical separation at all locations and are at least 25 millimetres x 6 millimetres (1.0 inches x 0.25 inches) in dimension. SECTION 5 SWIMMING POOL ENCLOSURE GATES 5.1 Swimming Pool Gate- Requirements No Person shall have, Construct, maintain or permit to be Constructed or maintained a Gate except in accordance with all of the following requirements: (a) The Gate’s construction type and Height matches all other requirements applicable to a Swimming Pool Enclosure pursuant to this By-law; (b) The Gate is supported on hinges of sufficient quantity and strength to safely allow entrance and exit at all times; (c) The Gate is self-closing and equipped with a self-latching device placed on the side facing the pool; (d) Each self-latching device has a minimum height of 1.2 metres (4 feet); (e) The Gate is equipped with an operable Lock; and (f) The Gate is kept locked at all times except when the Swimming Pool is in use. 5.2 Swimming Pool Enclosure- Entrance Through Garage No Person shall have, Construct, maintain or permit to be Constructed or maintained an entrance to a Swimming Pool Area through a door from a detached or attached garage unless the door complies with subsection 5.1 of this By-law. SECTION 6 TEMPORARY ENCLOSURE 6.1 Temporary Enclosure- Required No Person shall have, Construct, maintain or permit to be Constructed or maintained a Swimming Pool unless a Temporary Enclosure or Swimming Pool Enclosure is already installed in accordance with this By-law. 6 292 6.2 Temporary Enclosure- Materials No Person shall have, Construct, maintain or permit to be Constructed or maintained a temporary enclosure, or any part thereof, except as pre-approved in writing by the Chief Building Official or in accordance with all of the following requirements: (a) Minimum Height of 1.2 metres (4 feet); (b) It consists of mesh fence with the diagonal mesh length not greater than 38 mm (1.5 inches); and (c) It has steel T-bar supports installed every 3 metres (9.8 feet) with a 9 gauge galvanized steel wire located at the top and bottom of the Temporary Enclosure. 6.3 Temporary Enclosure- Replacement No Person shall have, use, maintain or permit to be used or maintained a Swimming Pool unless a Swimming Pool Enclosure is installed in accordance with this By-law. SECTION 7 HYDRO MASSAGE POOL 7.1 Hydro Massage Pool- Secure Cover No Person shall have, Construct, maintain or permit to be Constructed or maintained a Hydro Massage Pool, unless the hydro massage pool includes a cover capable of closing the opening to the Hydro Massage Pool, featuring an operable Lock. SECTION 8 ADMINISTRATION AND ENFORCEMENT 8.1 Subject to sections 435 and 437 of the Municipal Act, including the provision of notice to an occupant of land when required, and production of the Officer’s identification when requested, an Officer may enter land or a Building at any reasonable time for the purpose of carrying out an inspection to determine whether or not the following are being complied with: (a) This By-law; (b) A direction, authorization, requirement, condition or order made under this By-law; or (c) An order made under section 431 of the Municipal Act in respect of a contravention of this By-law. 8.2 No Person shall remove an order, notice or direction posted on land or on a structure indicating that it was posted under this By-law, except an Officer. 8.3 An Officer may, for the purposes of an inspection under this By-law: (a) Require the production for inspection of documents or things relevant to the inspection; (b) Inspect and remove documents or things relevant to the inspection for the purpose of making copies or extracts; (c) Require information from any Person concerning a matter related to the inspection, including (without limitation) requiring expert or other examinations, testing, reports or as-constructed plans to be obtained and provided; and (d) Alone or in conjunction with a Person possessing special or expert knowledge, make 7 293 examinations or take tests, samples or photographs necessary for the purposes of the inspection. 8.4 A receipt shall be provided for any document or thing removed under subsection 8.3 and the document or thing shall be promptly returned after copies or extracts are made. 8.5 Any sampling done during an inspection shall be done in accordance with subsections (3) and (4) of section 436 of the Municipal Act. 8.6 An inspection requirement, direction or order made to a Person under this section may be given verbally, but where the Town intends to act upon such matter at the expense of the Person, the requirement, direction or order shall be made in writing and provided to the Person in accordance with the notice provisions of this By-law. 8.7 An Officer may undertake an inspection pursuant to an order of a court issued under section 438 of the Municipal Act, provided however that in the case of an order authorizing an inspection of a room or place actually being used as a dwelling the occupant is given notice concerning when the inspection will be carried out. SECTION 9 VARIANCE AND DELEGATION OF AUTHORITY 9.1 Any variance from this By-law will require the approval of Council. Such variance application will require a site plan showing the location of the proposed Swimming Pool Enclosure and drawings showing the type and Construction of the Swimming Pool Enclosure. The variance application with be submitted on the form prescribed by the Chief Building Official, and the Chief Building Official shall make a recommendation to Council regarding the disposition of the application. Decisions of Council are final. Council hereby delegates authority to the Chief Building Official with regard to the receipt and disposition of variance applications under this By-law, as Council is of the opinion that the delegated powers are of a minor nature. SECTION 10 SWIMMING POOL ENCLOSURES – ADDITIONAL PROHIBITIONS 10.1 Prohibited- Organic Features No Person shall have, use or permit to Construct or maintain a Hedgerow, earth berm, natural or manmade topographic features or any other organic feature as a Swimming Pool Enclosure or as a part thereof. 10.2 Prohibited- Abandonment No Person shall abandon, discontinue or suspend the construction of a Swimming Pool Enclosure prior to full compliance with this by-law, or cause such Swimming Pool Enclosure to be left incomplete following the construction of a Swimming Pool. 10.3 Prohibited- Unsafe Condition No Person shall cause or permit an unsafe or hazardous condition to occur during the Construction of a Swimming Pool or Swimming Pool Enclosure. 10.4 Prohibited- Location- Sight Triangle No Person shall have, construct or maintain or permit to be Constructed or maintained a Swimming Pool Enclosure, or any part thereof, within a Sight Triangle. 10.5 Contravention of an Order No Person shall contravene an order issued pursuant to this By-law. 8 294 10.6 Obstruction No Person shall hinder or obstruct, or attempt to hinder or obstruct, any Person who is exercising a power or performing a duty under this By-law, including (without limitation) carrying out an inspection. SECTION 11 ORDER TO DISCONTINUE ACTIVITY 11.1 Without limiting the orders that an Officer may make pursuant to this By-Law, if an Officer is satisfied that a contravention of this By-law has occurred, the Officer may make an order requiring the Person who contravened the By-law or who caused or permitted the contravention or who is the Owner of the land on which the contravention occurred to discontinue the contravening activity. 11.2 An order under this section shall set out: (a) Reasonable particulars adequate to identify the contravention to be discontinued and the location of the land on which the contravention occurred; and (b) The deadline for compliance. 11.3 An order under this section shall be delivered in accordance with the notice provisions of this By-law. SECTION 12 WORK ORDER 12.1 Without limiting the orders that an Officer may make pursuant to this By-Law, if an Officer is satisfied that a contravention of this By-law has occurred, the Officer may make an order requiring the Person who contravened the By-law or who caused or permitted the contravention or who is the Owner of the land on which the contravention occurred to do work to correct the contravention. 12.2 An order under this section shall set out: (a) Reasonable particulars adequate to identify the contravention to be discontinued and the location of the land on which the contravention occurred; (b) The deadline for compliance; and (c) The work to be done, which may include obtaining all permits and inspections required by law. 12.3 An order under this section shall be delivered in accordance with the notice provisions of this By-law. SECTION 13 FAILURE TO COMPLY AND COST RECOVERY 13.1 Where a Person defaults in complying with a direction, requirement or order under this By-law to do a matter or thing, an Officer or agent on behalf of the Town may, with such assistance from others as may be required, enter the land on which the contravention occurred at any reasonable time, and carry out such direction, requirement or order at the Person’s expense. 13.2 In accordance with section 446 of the Municipal Act, the Town may recover the costs from the Person directed, required or ordered to do a matter or thing under this By-law, 9 295 by action or by adding the costs to the tax roll and collecting them in the same manner as property taxes, and such costs shall include interest at an annual rate of 15 per cent. 13.3 For the purposes of subsection 13.2, interest shall be calculated for the period commencing the day the Town incurs the costs and ending on the day the costs including the interest are paid in full. 13.4 The amount of the Town’s costs incurred plus interest to the date payment is made in full, constitutes a lien upon the land, upon the registration of a notice of lien upon the land. SECTION 14 OFFENCES, PENALTY AND FINE RECOVERY 14.1 Subject to subsection 14.2, any Person who contravenes a provision of this By-law, and an officer or director of a corporation in the event of a contravention by a corporation, is guilty of an offence and upon conviction is liable to a fine or penalty as follows: (a) For a first offence, a minimum of $350.00 and a maximum of $5,000.00; (b) For a second offence, a maximum of $15,000.00; and (c) For a third or subsequent offence, a maximum of $30,000.00. 14.2 Any Person who contravenes any order made under this By-law, or an officer or director of a corporation in the event of a contravention by the corporation, is guilty of a continuing offence and upon conviction is liable to a daily fine or penalty of a maximum of $2,500.00 for each day or part of a day that the offence continues, and despite subsection 14.1 the total of all the daily fines imposed for an offence is not limited by the maximums listed in subsection 14.1. 14.3 If this by-law is contravened and a conviction entered, in addition to any other remedy and to any penalty imposed by the by-law, the court in which the conviction has been entered and any court of competent jurisdiction thereafter may make an order, (a) Prohibiting the continuation or repetition of the offence by the Person convicted; and (b) Requiring the Person convicted to correct the contravention in the manner and within the period that the court considers appropriate. 14.4 Pursuant to section 441 of the Municipal Act, if any part of a fine for a contravention of this by-law remains unpaid after the fine becomes due and payable under section 66 of the Provincial Offences Act, R.S.O. 1990, c. P.33, as amended, including any extension of time for payment ordered under that section, the Town may give the Person against whom the fine was imposed a written notice specifying the amount of the fine payable and the final date on which it is payable, which shall be not less than twenty one (21) days after the date of the notice. 14.5 If the fine remains unpaid after the final date specified in the notice, the fine shall be deemed to be unpaid taxes for the purposes of section 351 of the Municipal Act. 14.6 In accordance with sections 441.1 of the Municipal Act, any part of a fine or cost owing pursuant to this by-law or a related provincial offence may be added to the tax roll for any property in the Town of Tillsonburg for which all of the Owners are responsible for paying the fine or cost, and collect such fine or cost in the same manner as municipal taxes. 10 296 SECTION 15 NOTICE 15.1 Any notice pursuant to this By-law may be given in writing in any of the following ways and is effective: (a) On the date on which a copy is delivered to the Person to whom it is addressed; (b) On the fifth day after a copy is sent by registered mail to the Person’s last known address; (c) Upon the conclusion of the transmission of a copy by facsimile to the Person’s last known facsimile number; or (d) Upon the sending of a copy by email transmission to the Person’s last known email address. SECTION 16 SEVERABILITY 16.1 In the event any section or sections of this By-law or parts of it are found by a Court to be illegal or exceed the power of the Council to enact, such section, or sections, or parts thereof shall be deemed to be severable and all other sections, or parts of this By-law shall be deemed to be separate and independent and shall continue in full force. SECTION 17 EFFECTIVE DATE 17.1 This By-Law shall take effect on the date of its final passage by Council. READ A FIST AND SECOND TIME THIS 11TH DAY OF APRIL, 2016 READ A THIRD AND FINAL TIME AND PASSED THIS 25TH DAY OF APRIL, 2016 ______________________________ Mayor – Stephen Molnar ______________________________ Town Clerk – Donna Wilson 11 297 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4011 A By-Law to authorize an agreement between The Corporation of the Town of Tillsonburg and The Corporation of the Municipality of Brockton and The Corporation of the Municipality of West Grey for the provision of fire communications services. WHEREAS The Fire Protection and Prevention Act, S.O. 1997, c. 4, as amended, authorizes a municipality to provide and/or receive fire protection services to or from other municipalities; AND WHEREAS The Town of Tillsonburg operates fire protection services and holds fire protection assets including fire communications personnel and equipment suitable to meet municipal responsibilities required by the Fire Protection and Prevention Act, through a fire department situated within the Town of Tillsonburg; AND WHEREAS The Corporation of the Town of Tillsonburg is desirous of entering into an agreement with The Corporation of the Municipality of Brockton and The Corporation of the Municipality of West Grey to provide fire communications services. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the Agreement attached hereto as Schedule “A” and forming part of this By-Law between the Corporation of the Town of Tillsonburg and The Corporation of The Corporation of the Municipality of Brockton and the Municipality of West Grey is hereby approved; 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; 3. THAT this By-Law shall come into force and take effect immediately after the final passing hereof. READ A FIRST AND SECOND TIME THIS 25th day of April, 2016. READ A THIRD AND FINAL TIME AND PASSED THIS 25th day of April, 2016. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson 298 299 300 301 302 303 304 305 306 307 308 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 4012 A BY-LAW to adopt the Town of Tillsonburg Commemorative Naming Policy. WHEREAS Section 270. (1) of the Municipal Act (the Act) 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 a Commemorative Naming Policy. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the Town of Tillsonburg Commemorative Naming Policy attached hereto as "Schedule A" is hereby adopted and forms part of this by-law. 2. AND THAT this by-law comes into full force and effect upon passing. Read a First and Second Time this 25th day of April, 2016. Read a Third and Final Time and passed this 25th day of April, 2016. __________________________ Mayor – Stephen Molnar __________________________ Town Clerk – Donna Wilson 309 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE 9-006 COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 1 of 24 A. Policy Statement The Town of Tillsonburg is committed to providing a fair, consistent and efficient process with respect to the commemorative naming of municipal assets, after a person, persons or family name. B. Purpose The purpose of this policy is to provide clear guidelines, a consistent evaluation framework and approval process in regards to the Commemorative Naming or Renaming of Town assets and to allow for comprehensive and open public consultation in accordance with the Town’s Public Engagement Policy. Such a process will ensure the application of key criteria in order to determine the appropriateness of a name and shall recognize the important role played by the legislative bodies involved (i.e. Committees and Council). C. Scope This Policy applies to the Commemorative Naming or Renaming of municipal streets, parkland, open spaces, trails, structures and public spaces after a particular individual(s) or family name. The Commemorative Naming Policy is intended to recognize the geographical, natural, cultural, historic features and/or civic significance of properties owned by the Town, as well as to honour the outstanding achievements, distinctive services, or significant community contributions made by an individual or group. 310 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE 9-006 COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 2 of 24 Any member of the public or Town Council may submit a nomination application for the Commemorative Naming or Renaming of a municipal street, parkland, open space, trail, structure or public building. This Policy is not intended to address: • Individual naming dedications such as for park benches or tree program memorials; • Naming of Town-owned facilities leased to commercial tenants; • Naming Rights for Municipal Properties (i.e. individual/organization/business purchases the right to name a facility); • Naming of Town Buildings that provide core services (i.e. Town Hall, Fire Services, Police Services, EMS). This restriction does not apply to the courtyards, squares, gardens, lawns, etc. or indoor components of these buildings (wings, halls, auditoriums, galleries, lounges, lobbies, boardrooms, etc.). D. General • This Policy shall be administered by the Clerk’s Office; • This Policy shall be referred to as the “Commemorative Naming Policy”; • This Policy shall come into force and effect on the date adopted. E. Authority The authority for the Commemorative Naming Policy shall be by the approval of the Council of the Town of Tillsonburg. 311 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE 9-006 COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 3 of 24 F. Definitions Commemorative Names Reserve List: Names submitted that qualify, but may not be chosen by the Committee for a particular asset, will be added to a list and can be considered for future assets (Names will be kept on the Commemorative Names Reserve List for 5 years). Commemorative Naming Committee (CNC): Shall be comprised of the Special Awards Committee (including the Council Representative), Town Clerk, Development Commissioner and the Director of Recreation, Culture & Parks (or Designates). Meetings will be held in-camera, in accordance with Section 239 (2)(b) of the Municipal Act, “personal matters about an identifiable individual, including municipal or local board employees”. Matrix Rating System: Shall be comprised of weighted questions to assist Committee Members in the analyzation and determination of qualified/appropriate names for Town assets (attached as Appendix 'A' of this Policy). Municipal Street: Includes a public highway, street, road allowance or lane under the jurisdiction of the Town of Tillsonburg. Other Open Spaces: Valleys, forests/woodlots, watercourses (lakes, rivers), utility features such as storm-water management areas, downtown squares, and plazas. 312 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE 9-006 COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 4 of 24 Parkland: Refers to land dedicated by the Town for use as a public park or for recreational purposes. All parkland designations are defined within the Town of Tillsonburg’s Parks, Recreation, and Cultural Strategic Master Plan and Zoning Bylaw. For commemoration purposes, the term municipal park shall include other components, such as sporting fields contained within a larger park. Public Buildings: Town owned public buildings and their outdoor service areas (pools, arenas, parking garages, recreation centre, facility yards, plazas, courtyards, squares, gardens, lawns, etc.), as well as their indoor components (wings, halls, auditoriums, galleries, lounges, lobbies, boardrooms, etc.). Public Consultation Process: The two-way exchange of information between The Town and the public before decisions are made. It is an open and accountable process allowing individuals and groups to participate in the decision-making process of naming Town owned assets. Statistical information on comments received under consultation will be provided to individuals other than staff, upon request. However, specifics and written comments received will be available only to the Committee and Town Council. Trails: An off-road Recreational path system or Pedestrian walkway which may be made of Limestone, Asphalt, packed earth, woodchips, granular surface or other material, for use by walkers, cyclists, snowshoers, cross-country skiers, etc. 313 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE 9-006 COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 5 of 24 G. Submitting an Application Applicants are required to submit a completed Commemorative Naming Application Form (attached as Appendix 'B' of this Policy), the sworn Affidavit Forms (attached as Appendix 'C' of this Policy) along with the required supporting documentation when requesting the Commemorative Naming or Renaming of a municipal property. Background information and/or biographical information (if named after an organization or an individual) shall demonstrate the significance of the proposed name to the community. It is recommended that the applicant include letters of support for the request, including documentation by the individual being honoured or their legal representative. A petition may also be included in the event that a request is being made for the renaming of a municipal property. The commemorative naming process for municipal streets, parkland, open spaces, trails, structures and public buildings, may differ from application to application depending on the circumstances surrounding the request/requirement for naming. Application Criteria When an Application Form is submitted, at least one of the following criteria shall apply: • The nominated individual has demonstrated excellence, courage or exceptional service to the citizens of the Town of Tillsonburg, the Province of Ontario and/or Canada; • The nominated individual has provided extensive community service and has an extraordinary community service record; 314 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE 9-006 COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 6 of 24 • The nominated individual has worked to foster equality and reduce discrimination; The nominated individual is a current Town of Tillsonburg employee, and has made an outstanding contribution to the Town of Tillsonburg unrelated to and outside of his/her job responsibilities, capacity and duties as a Town employee; • The nominated individual is a former employee of the Town of Tillsonburg and is to be recognized for his/her exceptional service unrelated to and outside of his/her job responsibilities, capacity and duties as a former Town employee; • The nominated individual has made a significant financial contribution to parkland, an open space, trail, structure or public building, and the contribution significantly benefits the community that the municipal property serves (i.e. the project may not have been otherwise possible without the financial assistance); • The nominated name has a geographical, natural, cultural, historical or civic significance to the community, Town of Tillsonburg, Province of Ontario or Canada. *Out of respect to the deceased, no proposal for the Naming or Renaming of municipal property shall be considered by the Naming Committee within ninety (90) days of the death of the person for whom the naming request is being made. Renaming The Commemorative Naming Committee will consider renaming an existing Municipal Asset after receiving a submission from a private individual or organization, or direction from Council to undertake the Commemorative Naming process as outlined herein. Recognizing that established names contribute significantly to community identity and pride, proposals to rename existing municipal property, must be predicated by exceptional circumstances. 315 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE 9-006 COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 7 of 24 Existing names will not be changed without consideration of: • The historical significance of the existing name; • The impact on the individual or organization associated with the existing name; • The cost and impact of changing existing signage, rebuilding community recognition and updating records (data bases, letterhead, promotional materials, etc.). H. Processing of Application The following section sets out the procedures for the selection and approval of a Commemorative name. Applications received requesting the Commemorative Naming of municipal assets, shall be forwarded to the Commemorative Naming Committee for consideration. The Naming Committee will utilize an established Matrix Rating System (refer to Appendix ‘A’ of this Policy) when evaluating applications. As part of the approval process, a preliminary investigation of the commemorative name will be conducted to ensure that the name has not been used in the past and that the nomination is meritorious in nature. Processing the application involves confirmation of criteria, reference checks (if applicable), discussion with the applicant and the applicable Town departments, initial meeting of the Commemorative Naming Committee (CNC), public consultation, compiling consultation results and a reconvening meeting of the CNC for final decision. Public notice in regards to the application(s) received, shall be provided in accordance with the Town of Tillsonburg’s Notice Policy. Notice shall be made in the local newspaper and on the Town of Tillsonburg website as part of the Public Consultation Process for a (60) sixty-day period. A copy of the notice shall also be provided to applicable Town departments. 316 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE 9-006 COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 8 of 24 The notice shall include: • An invitation for public comments in regards to the proposed name(s) of the Town asset(s), as provided for by the Commemorative Naming Committee; • Directions on how comments can be submitted to the Town for consideration; • Directions on where further information can be found regarding the Commemorative Naming Program (i.e. Commemorative Naming Policy and accompanying forms, etc.); • The date on which a report will be scheduled for consideration by Town Council. Public Consultation Public consultation is required as the issue of commemorative naming of municipal property directly affects citizens and provides identity to the communities in which they live. Through public consultation at the community and Town-wide level, residents will be able to ensure they maintain a strong connection to their communities and will be able to gain a better understanding of the individual(s)/family who has been nominated for commemoration. Public consultation shall be undertaken in accordance with the size and scope of the specific municipal property being named. Consultation may consist of formal written notification of the proposed name to affected community associations, applicable interest groups and Town of Tillsonburg Advisory Committees (where appropriate). Advertisements may be placed in the local newspapers, where appropriate, and on the Town’s website. Statistical information on comments received under consultation will be provided to individuals other than the Commemorative Naming Committee, upon request. However, specifics and written comments received will only be available to the Committee and Town Council. 317 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE 9-006 COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 9 of 24 Town staff will provide the final decision on a proposal to individuals who submit a comment under the public consultation component, and provide a copy of the Commemorative Naming policy and information sheet, when necessary. I. Evaluation Process The CNC shall reconvene to review the public consultation results and departmental comments. When a name is recommended for approval, an In-camera report to the appropriate Standing Committee and Council is prepared containing the CNC’s recommendation. First consideration by the Naming Committee will be given to those Names that are representative of the geographical, natural, cultural, or historical features and/or the civic significance of the municipal property to which the name will be applied. Second consideration by the Naming Committee will be given to those Names that fall under at least one of the following criteria: • The nominated individual has demonstrated excellence, courage or exceptional service to the citizens of the Town of Tillsonburg, the Province of Ontario and/or Canada; • The nominated individual has provided extensive community service and has an extraordinary community service record; • The nominated individual has worked to foster equality and reduce discrimination; The nominated individual is a current Town of Tillsonburg employee, and has made an outstanding contribution to the Town of Tillsonburg unrelated to and outside of his/her job responsibilities, capacity and duties as a Town employee; • The nominated individual is a former employee of the Town of Tillsonburg and is to be recognized for his/her exceptional service unrelated to and outside of his/her job responsibilities, capacity and duties as a former Town employee; 318 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE 9-006 COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 10 of 24 • The nominated individual has made a significant financial contribution to parkland, an open space, trail, structure or public building, and the contribution significantly benefits the community that the municipal property serves (i.e. the project may not have been otherwise possible without the financial assistance); • The nominated name has a geographical, natural, cultural, historical or civic significance to the community, Town of Tillsonburg, Province of Ontario or Canada. Council Approval The Commemorative Naming Committee will prepare and send a report to Council outlining the proposed name for each Town asset and the reasons why the name was chosen (i.e. analysis against the criteria). Upon Committee and Council approval, implementation of the approved commemorative name is undertaken. This involves final notification to the nominee, preparation of an official letter signed by the Mayor, and an official unveiling ceremony for the nominee and family with the presentation of a plaque to be erected at the site, indicating the name as well as its significance for commemoration. J. New Development of Municipal Property Building and Planning Services, will notify the Town Clerk when the new development of municipal parkland, an open space, trail, structure or public building occurs and provide information regarding the specific project and the applicable time frame for construction, Town ownership, and, if applicable, information with respect to proposed names for the development. 319 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE 9-006 COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 11 of 24 The Town Clerk or designate may convene a meeting of the Commemorative Naming Committee as required to discuss and name all new municipal properties which have been identified as requiring a name, or to discuss a recommended commemorative name. The Committee shall review the approved list of names eligible for consideration to determine if there is an appropriate name for the identified project, or undertake necessary steps to solicit proposed names. If a commemorative name is selected for the project from the Commemorative Names Reserve List, or a name is recommended through another means, the public consultation process will commence for (60) sixty days. The Commemorative Naming Committee will request comment from the Parks & Recreation Advisory Committee and/or the Development Committee regarding the proposed name. The Commemorative Naming Committee will reconvene to review public comment and develop a final recommendation. Council Approval The Commemorative Naming Committee will prepare and send a report to Council outlining the proposed name for each Town asset and the reasons why the name was chosen (i.e. analysis against the criteria). After Council approval, staff will initiate the implementation of the approved Names on official documents, construction and permanent signage and plan/implement the appropriate protocols (e.g. dedication ceremony). K. Commemorative Street Naming Commemorative naming of municipal streets shall remain the responsibility of Building and Planning Services and requests shall be made directly through this department. Naming proposals shall be vetted through the investigation and criteria evaluation process of this policy. A meeting of the Commemorative Naming Committee will not be required for the naming of a street. 320 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE 9-006 COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 12 of 24 L. Commemorative Names Reserve List Maintenance and Use A name may be submitted that is not site or venue specific. In this regard, the application will undergo the same process with respect to the criteria evaluation and investigation process included within this policy. Staff will discuss possible options with the nominator and the suitability. If a site or/and geographic location is not determined through these discussions, the name is placed on the Commemorative Names Reserve List (for municipal properties) maintained by the Town Clerk, and the Street Names Reserve List maintained by Building Services. The Commemorative Naming Committee will meet to review the Name Reserve List, new submissions and complete the Matrix Rating for each completed submission. They will also appoint a member to verify the accuracy of the proposed names for each asset, using reference documents including atlases, other official municipal/civic publications and local historians/contacts. In accordance with Council direction, historical names will be given precedence. Otherwise, there shall be no prioritization system of commemorative names on the list. Nominators are free to designate the name for use in a specific municipal street parkland, open space, trail, structure or public building, at the time of nomination if they chose. The List shall be made available on request to any interested party, although the results of the investigations of the naming requests shall remain confidential. A commemorative name may be used for a municipal street, parkland, open space, trail, structure or public building only once. If the nominator wishes that a nominated commemorative name be associated with a particular municipal property, it shall be noted on the Commemorative Names Reserve List. 321 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, HERITAGE & CULTURE 9-006 COMMEMORATIVE NAMING POLICY APPROVAL DATE: REVISION DATE: POLICY NUMBER: 9-006 SCHEDULES Schedule A – Matrix Rating System Schedule B – Application Form Schedule C – Affidavit Page 13 of 24 The Town Clerk will maintain all applications for commemorative street naming with respect to criteria and investigation. However, working in cooperation, Building Services will incorporate commemorative street names on the Building Services Street Names Reserve List. Where warranted, the Commemorative Names Reserve List shall be consulted for the purposes of street naming, although a meeting of the Commemorative Naming Committee shall not be required for street naming. 322 THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY PUBLIC ENGAGEMENT POLICY APPROVAL DATE: February 9, 2015 REVISION DATE: Page 14 of 14 SCHEDULES Schedule A – Public Engagement Guidelines 323 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 4013 A BY-LAW to adopt the Town of Tillsonburg RCP Pricing Policy. WHEREAS Section 270. (1) of the Municipal Act (the Act) 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 an RCP Pricing Policy. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the Town of Tillsonburg RCP Pricing Policy attached hereto as "Schedule A" is hereby adopted and forms part of this by-law. 2. AND THAT this by-law comes into full force and effect upon passing. Read a First and Second Time this 25th day of April, 2016. Read a Third and Final Time and passed this 25th day of April, 2016. __________________________ Mayor – Stephen Molnar __________________________ Town Clerk – Donna Wilson 324 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, CULTURE & PARKS 9-007 PRICING POLICY APPROVAL DATE: REVISION DATE: Page 1 of 5 SCHEDULES Policy Statement The Corporation of the Town of Tillsonburg provides a variety of recreation, leisure, and sporting opportunities for the residents of the Town and surrounding areas. These services provide the opportunity for residents to lead an active and healthy lifestyle which benefits both individuals and the community. A user fee policy provides a balanced approach for establishing fees in consideration of the following objectives. - Reducing reliance on property taxes, by recovering an appropriate portion of the costs for various services from the users that benefit from them; - Providing a fair and equitable process that encourages accessibility and participation; and, - Ensures fees contribute to the effective and efficient use of town resources. The policy provides enough flexibility to meet evolving social values and changing fiscal pressures. Purpose The purpose of this policy is to provide clear and consistent procedures for establishing user fees for Recreation, Culture and Parks programs and services. Authority Council shall: a) Approve budget targets; and, b) Approve base fees. The Director of Recreation, Culture and Parks or designate shall be responsible for administering this policy. Recreation, Culture & Parks Staff shall: a) Ensure compliance with the current Rates & Fees by-law; b) Propose base fees for new programs and services; and, c) Participate in regular reviews of base fees. 325 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, CULTURE & PARKS 9-007 PRICING POLICY APPROVAL DATE: REVISION DATE: Page 2 of 5 SCHEDULES POLICY Setting Fees Various strategies will be used to guide pricing decisions. The following protocol will be used to determine fees: 1) Establish the base rate using: - Input costs to provide the service, facility or program; - Competitive rates (comparison to other municipalities, service providers); and, - Inflationary increases (regular incremental increase). The comparators’ data will be reviewed at minimum every two years. The comparators will be reviewed every five years while the Town’s rates will be reviewed every year. Annually approved rates through the Rates and Fees Bylaw with specific percentage increases may be rounded for advertising and administration purposes. 2) Apply reductions to the base rate in an effort to increase volume using: - Incentive rates (non-prime-time and promotional) - User class reductions - Donations & Capital Improvement equivalent - Reductions for activity promotions for special occasions - Volunteering a) Incentive rates i) Reductions for rentals - Arena Rentals - 25% Reduction 6am-5pm Monday through Friday - Facility Rentals – 25% Reduction to customers booking two or more events at the base rate at the same time. - Partnership in profit sharing – As approved by the Director, up to 40% reduction to bookings at the base rate when profit sharing becomes an opportunity. - Should an individual or company rent the Museum’s program room or grounds, they may book the historic house to be open for their guests to tour. A tour surcharge may be added to the rental fee in accordance with the current rates and fees by-law. 326 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, CULTURE & PARKS 9-007 PRICING POLICY APPROVAL DATE: REVISION DATE: Page 3 of 5 SCHEDULES ii) Promotional Rates Promotional rates, discounted up to 30%, may be applied to increase participation, encourage registration in new programs, promote active and healthy lifestyles and/or increase memberships or sales. iii) Advertising opportunities - Up to 25% reduction off second arena board advertising may be applied to increase advertising revenue. - Town of Tillsonburg Partners get 50% discount on advertising in Recreation Guide. Partners are considered to be the Station Arts Centre, Tillsonburg Senior Centre and Oxford County including the Oxford County Library. b) User Class Reductions - programs and facility rentals i) Adult – Base Rate: no reduction. ii) Child/Youth Rate – 30% reduction for each additional child in the same nuclear family registered at the same time. iii) Toddler rate - 100% reduction for Lake Lisgar Water Park for children 5 years & under. iv) Registered Non-Profits - 25% reduction of base rate on rental of space at the Tillsonburg Community Centre for fundraising events (hourly rate not eligible). Registered Non-Profits may also be provided donations of Season Passes (ages 6+) to the Lake Lisgar Waterpark for use in fundraising auctions. v) Designated Minor Sport Organization – nominal annual fee for use of designated administrative and storage space. vi) School Boards - 25% reduction off base rate on rental of meeting and/or function space at the Tillsonburg Community Centre. Schools and school parent associations may also be provided donations of Season Passes (ages 6+) to the Lake Lisgar Waterpark for use in fundraising auctions. c) Donations & Capital Improvement Equivalent With the approval of the Director, equipment donations and grants received from sport groups and other organizations may result in rate reductions equivalent to the value of the donation. Credit for capital improvements may be negotiated on a case by case basis. 327 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, CULTURE & PARKS 9-007 PRICING POLICY APPROVAL DATE: REVISION DATE: Page 4 of 5 SCHEDULES d) Activity Promotions for Special Occasions Services and programs that promote physical, leisure and cultural activity for persons of all ages and abilities may be assessed a 50% reduction for admission prices. (i.e. Public Swimming/Skating, Canada Day, Waterpark ½ price days or admission donations) e) Volunteering (Museum) Active Museum Volunteers and all members in good standing of the Tillsonburg & District Historical Society receive free admission to the museum. This applies only to volunteers and members, not their families and/or guests. 3) Apply additional fees for user specific services and surcharges as applicable by using: - Extra fees - Premiums a) Extra Fees Additional fees that represent the incremental cost of licenses, contracted services, supplies and staff time may be applied for programs, rentals, and services that require extra care and attention beyond what is provided at the base rate. These fees will be charged on a cost-recovery basis. Set-up or clean-up for special events or tournaments i) Consumable supplies for specific programs (i.e. craft or cooking classes) ii) Contract security costs for licensed events or large concerts iii) Insurance costs iv) License fees v) Special grave-side services b) Premiums Premiums may be added to cover additional costs. They may be added to the base rate and are not subject to any reductions. i) Statutory Holidays - Additional 50% of base rate 328 THE CORPORATION OF THE TOWN OF TILLSONBURG RECREATION, CULTURE & PARKS 9-007 PRICING POLICY APPROVAL DATE: REVISION DATE: Page 5 of 5 SCHEDULES Administration Administration fees for refunds, electronic transactions, withdrawals, returned NSF cheques and receipt re-prints are included in the Rates and Fees By-law. Course Cancellations Insufficient registrations may necessitate the cancellation of a program. The Town reserves the right to change or cancel programs if necessary. A 30% discount may be applied on future registrations if a course is cancelled less than 24 hours from the scheduled first class. Monitoring and Evaluation The Town of Tillsonburg shall continuously monitor and evaluate the effectiveness of the Pricing Policy in terms of its ability to address community needs. A full review of the policy will take place every five years or as deemed appropriate. 329 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4014 BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 25th day of April, 2016 WHEREAS Section 5 (1) of the Municipal Act, 2001, as amended, provides that the powers of a municipal corporation shall be exercised by its council; AND WHEREAS Section 5 (3) of the Municipal Act, 2001, as amended, provides that municipal powers shall be exercised by by-law; AND WHEREAS it is deemed expedient that the proceedings of the Council of the Town of Tillsonburg at this meeting be confirmed and adopted by by-law; NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSONBURG ENACTS AS FOLLOWS: 1. All actions of the Council of The Corporation of the Town of Tillsonburg at its meeting held on April 25, 2016, with respect to every report, motion, by-law, or other action passed and taken by the Council, including the exercise of natural person powers, are hereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this or a separate by-law. 2. The Mayor and the Clerk are authorized and directed to do all the things necessary to give effect to the action of the Council of The Corporation of the Town of Tillsonburg referred to in the preceding section. 3. The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Tillsonburg. 4. This by-law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 25th DAY OF APRIL, 2016. READ A THIRD AND FINAL TIME AND PASSED THIS 25th DAY OF APRIL, 2016. ________________________________ MAYOR – Stephen Molnar ________________________________ TOWN CLERK – Donna Wilson 330