160627 Regular Minutes=
ATTENDANCE Mayor Stephen Molnar
Councillor Penny Esseltine
Councillor Jim Hayes Councillor Chris Rosehart
Councillor Brian Stephenson
Staff:
Donna Wilson, Town Clerk Janelle Costantino, Manager of Finance
Kevin DeLeebeeck, Director of Operations
Corey Hill, Parks & Facilities Manager Tricia Smith, Deputy Clerk
Regrets: Deputy Mayor Dave Beres
Councillor Maxwell Adam David Calder, CAO
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, June 27, 2016,
be adopted.
Carried
3.Moment of Silence
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, June 27, 2016
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
Council Meeting Minutes, June 27, 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 June 16, 2016 & June 21, 2016
Minutes, June 16, 2016
Minutes, June 21, 2016
Resolution #2
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Minutes of the Council Meeting of June 16, 2016 and the Special
Council Meeting of June 21, 2016, be approved.
Carried
6. Delegations and Presentations
6.1. Presentation of the Volunteer Achievement Award – Ron Bates
Presented By: Mayor Molnar and Matt Scholtz, Special Awards Committee
6.2. T:GO CALL-N-RIDE Update
Delegation By: John Verbakel, CT Pilot Program Steering Committee Chair
John Preston, Community Transportation Coordinator
T:GO Update
Report Update
Ridership Summary
Try T:GO days will be offered on July 17 and August 14 in partnership with
Bethel Pentecostal Church between 8:30 a.m. and 4:30 p.m. and residents can
try the service free of charge.
Residents can book rides on-line at www.ridetgo.ca.
Council requested the Transportation Pilot Program Steering Committee to
include a financial aspect as part of their report to Council in September.
Council Meeting Minutes, June 27, 2016 - 3 -
Resolution #3
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives the delegation regarding the T:GO Call-n-Ride Update,
as information.
Carried
6.3. PW 2016-34 Trans Canada Trail - Work Plan Update
Delegation By: Rob Walton, Director of Public Works, County of Oxford
An application for funding to help offset the cost of fencing along the trail will be
submitted by the County to the Canada 150 program.
PW 2016-34 Trans Canada Trail - Work Plan
Map
Resolution #4
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receive the delegation regarding the Trans Canada Trail Work
Plan Update;
AND THAT the matter be referred during consideration of Agenda item 11.2.2,
RCP 16-25 – TCT Extension Project Work Plan Update.
Carried
Council moved to item 11.2.2 of the agenda.
11. Reports from Departments
11.2 Recreation, Culture & Park Services
11.2.2 RCP 16-25 TCT Extension Project Work Plan Update
RCP 16-25 TCT Extension Project Work Plan Update
Council Meeting Minutes, June 27, 2016 - 4 -
Resolution #13
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receive Report RCP 16-25 TCT Extension Project Work
Plan Update, as information.
Carried
Council resumed the order of business.
7. Committee Reports & Presentations
7.1. CAO 16-08, Town Hall Project Steering Committee Public Notice
Presented By: Marty Klein, Chair Town Hall Project Steering Committee
CAO 16-08
Town Hall Project Letter
Town Hall Public Notice
Resolution #5
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receive report CAO 16-08 Town Hall Project Steering Committee
Public Notice, as information.
Carried
Resolution #6
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council move into the Committee of Adjustment to hear an application for
Minor Variance at 6:44 p.m.
Carried
8. Public Meetings
8.1. Application for Minor Variance -A-07/16 - Tilldent Holdings, 584 Broadway
A-07/16 Report
Report Attachments
Council Meeting Minutes, June 27, 2016 - 5 -
A-07/16 Application
Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before
Council and presented Report A-07/16 for the application for Minor Variance.
Opportunity was given for comments and questions.
The applicant Dan Schinkelshoek appeared in support of the application.
No member of the public appeared in support of or in opposition to the
application.
Resolution #7
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT the Town of Tillsonburg Committee of Adjustment approve Application File
A-07/16, submitted by Tilldent Holdings Limited, for lands described as Lot 7,
Plan 1033, Town of Tillsonburg, municipally known as 584 Broadway, as it
relates to relief from Table 5.24.2.1 – Parking Standards, to decrease the
minimum required parking spaces for a professional office from 37 spaces (1 per
20 m2 of gross floor area) to 36 spaces to facilitate the replacement of an
existing commercial building;
AND THAT approval is conditional upon a building permit for the proposed
medical centre being issued within one year of the date of the Committee’s
decision.
Carried
Resolution #8
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council move out of the Committee of Adjustment and move back into
regular session at 6:51 p.m.
Carried
Council Meeting Minutes, June 27, 2016 - 6 -
9. Information Items
9.1. Federal Government Review of Public Postal Service
Federal Government Review of Public Postal Service
Council directed staff to post notice of the Federal Government Review of Public
Postal Service and request for public input in the local newspaper and on the
Town website.
Resolution #9
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receive item 9.1, as information.
Carried
10. Mayor
10.1. MYR 16-08, Update - County of Oxford
MYR 16-08
Resolution #10
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receive Report MYR 16-08, Update County of Oxford, as
information.
Carried
11. Reports from Departments
11.1. Clerk’s Office
11.1.1. CL 16-17, Additional Committee Appointments
Report CL 16-17
Resolution #11
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receive Report CL 16-17, Additional Committee
Appointments;
Council Meeting Minutes, June 27, 2016 - 7 -
AND THAT Council appoint Jane Ann McLean and Ken Patterson to the
Memorial Park Revitalization Sub-Committee.
Carried
11.2. Recreation, Culture & Park Services
11.2.1. RCP 16-24 - Green Energy Act Reporting 2016
RCP 16-24 Green Energy Act Reporting 2016
2014 Annual Energy Consumption and GHG Emission Report
Council directed staff to provide a report in the third quarter on the Energy
saving initiatives currently under way in Town facilities in advance of the
2017 budget plan.
Resolution #12
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receive Report RCP 16-24 Green Energy Act Reporting
2016;
AND THAT Council approve the submission of the Energy Consumption
and GHG Emissions report for 2014 to the Province to meet legislated
reporting requirements.
Carried
12. Committee Minutes
12.1. Minutes, Accessibility Advisory Committee
Minutes, June 8, 2016
12.2. Minutes, Development Committee
Minutes, May 10, 2016
12.3. Minutes, Heritage, Beautification & Cemetery Advisory Committee
Minutes, June 2, 2016
12.4. Minutes, Fire Strategic Planning Committee
Minutes, May 31, 2016
Council Meeting Minutes, June 27, 2016 - 8 -
12.5. Minutes, Museum Advisory Committee
Minutes, May 26, 2016
12.6. Minutes, Physician Recruitment Committee
Minutes, April 27, 2016
12.7. Minutes, Town Hall Steering Committee
Minutes, April 13, 2016
Minutes, June 9, 2016
Council directed staff to advertise the vacancies on the Museum Advisory
Committee and review the other committees of council to ensure a full
compliment.
Resolution #14
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receive the Minutes of the Accessibility Advisory Committee
for June 8, 2016, the Development Committee of May 10, 2016, the
Heritage, Beautification & Cemetery Advisory Committee for June 2, 2016,
the Fire Strategic Planning Committee for May 31, 2016, the Museum
Advisory Committee for May 26, 2016, the Physician Recruitment
Committee for April 27, 2016, and the Town Hall Steering Committee for
April 13, 2016 and June 9, 2016, as information.
Carried
12.8. Minutes, LPRCA
Minutes, May 4, 2016
Resolution #15
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receive the minutes from the LPRCA for May 4, 2016 as
information.
Carried
Council Meeting Minutes, June 27, 2016 - 9 -
13. Notice of Motions
14. By-Laws
By-Laws from the Meeting of Monday, June 27, 2016
Resolution #16
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
14.1. THAT By-Law 4028, To confirm the proceedings of Council at its meeting
held on the 27th day of June, 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
15. Items of Public Interest
On July 1, 2016, a number of events will be taking place throughout the community
including, a Fun Fair on the Lawn event from Noon to 2 p.m. at Annandale National
Historic Site; a wreath laying at the Cenotaph and fireworks at Memorial Park. Visit
www.tillsonburg.ca for more information.
16. Adjournment
Resolution #17
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Council Meeting of Monday, June 27, 2016 be adjourned at 7:17 p.m.
Carried
Table of Contents
Agenda 3
Minutes, June 16, 2016
Minutes, June 16, 2016 10
Minutes of June 21, 2016 Special Council Meeting
160621 Regular Minutes 29
T:GO CALL-N-RIDE Update
T:GO Update 31
Report Update 34
Ridership Summar 37
PW 2016-34 Trans Canada Trail - Work Plan Update
PW 2016-34 Trans Canada Trail - Work Plan 38
Map 50
CAO 16-08, Town Hall Project Steering Committee Public
Notice
CAO 16-08 51
Town Hall Project Letter 53
Town Hall Public Notice 54
Application for Minor Variance -A-07/16 - Tilldent Holdings, 584
Broadway
A-07/16 Report 55
Report Attachments 59
A-07/16 Application 62
Federal Government Review of Public Postal Service
Federal Government Review of Public Postal Service 66
MYR 16-08, Update - County of Oxford
MYR 16-08 76
CL 16-17, Additional Committee Appointments
Report CL 16-17 78
RCP 16-24 - Green Energy Act Reporting 2016
RCP 16-24 Green Energy Act Reporting 2016 79
2014 Annual Energy Consumption and GHG Emission
Report 81
RCP 16-25 TCT Extension Project Work Plan Update
RCP 16-25 TCT Extension Project Work Plan Update 82
Minutes, Accessibility Advisory Committee
Minutes, June 8, 2016 83
Minutes, Development Committee
Minutes, May 10, 2016 88
Minutes, Heritage, Beautification & Cemetery Advisory
Committee
Minutes, HBC Committee 92
Minutes, Fire Strategic Planning Committee
Minutes, May 31, 2016 94
1
Minutes, Museum Advisory Committee
Minutes, May 26, 2016 96
Minutes, Physician Recruitment Committee
Minutes, April 27, 2016 99
Minutes, Town Hall Steering Committee
Minutes, April 13, 2016 103
Minutes, June 9, 2016 108
Minutes,LPRCA
Minutes, May 4, 2016 111
By-Law 4028, To confirm the proceedings of Council.
By-Law 4028 117
2
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1. Call to Order
2. Adoption of Agenda
Proposed Resolution #1
Moved By: Seconded By:
THAT the Agenda as prepared for the Council meeting of Monday, June 27, 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 June 16, 2016 & June 21, 2016
Minutes, June 16, 2016
Minutes, June 21, 2016
Proposed Resolution #2
Moved By: Seconded By:
THAT the Minutes of the Council Meeting of June 16, 2016 and the Special
Council Meeting of June 21, 2016, be approved.
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, June 27, 2016
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
AGENDA (Amended)
3
Council Meeting – Agenda - 2 -
6. Delegations and Presentations
6.1. Presentation of the Volunteer Achievement Award – Ron Bates
Presented By: Mayor Molnar and Matt Scholtz, Special Awards Committee
6.2. T:GO CALL-N-RIDE Update
Delegation By: John Verbakel, CT Pilot Program Steering Committee Chair
John Preston, Community Transportation Coordinator
T:GO Update
Report Update
Ridership Summary
Proposed Resolution #3
Moved By: Seconded By:
THAT Council receives the delegation regarding the T:GO Call-n-Ride Update,
as information.
6.3. PW 2016-34 Trans Canada Trail - Work Plan Update
Delegation By: Rob Walton, Director of Public Works, County of Oxford
PW 2016-34 Trans Canada Trail - Work Plan
Map
Proposed Resolution #4
Moved By: Seconded By:
THAT Council receive the delegation regarding the Trans Canada Trail Work
Plan Update;
AND THAT the matter be referred during consideration of Agenda item 11.2.2,
RCP 16-25 – TCT Extension Project Work Plan Update.
7. Committee Reports & Presentations
7.1. CAO 16-08, Town Hall Project Steering Committee Public Notice
Presented By: Marty Klein, Chair Town Hall Project Steering Committee
4
Council Meeting – Agenda - 3 -
CAO 16-08
Town Hall Project Letter
Town Hall Public Notice
Proposed Resolution #5
Moved By: Seconded By:
THAT Council receive report CAO 16-08 Town Hall Project Steering Committee
Public Notice, as information.
Proposed Resolution #6
Moved By: Seconded By:
THAT Council move into the Committee of Adjustment to hear an application for
Minor Variance at _______ p.m.
8. Public Meetings
8.1. Application for Minor Variance -A-07/16 - Tilldent Holdings, 584 Broadway
A-07/16 Report
Report Attachments
A-07/16 Application
Proposed Resolution #7
Moved By: Seconded By:
THAT the Town of Tillsonburg Committee of Adjustment approve Application File
A-07/16, submitted by Tilldent Holdings Limited, for lands described as Lot 7,
Plan 1033, Town of Tillsonburg, municipally known as 584 Broadway, as it
relates to relief from Table 5.24.2.1 – Parking Standards, to decrease the
minimum required parking spaces for a professional office from 37 spaces (1 per
20 m2 of gross floor area) to 36 spaces to facilitate the replacement of an
existing commercial building;
5
Council Meeting – Agenda - 4 -
AND THAT approval is conditional upon a building permit for the proposed
medical centre being issued within one year of the date of the Committee’s
decision.
Proposed Resolution #8
Moved By: Seconded By:
THAT Council move out of the Committee of Adjustment and move back into
regular session at _______ p.m.
9. Information Items
9.1. Federal Government Review of Public Postal Service
Federal Government Review of Public Postal Service
Proposed Resolution #9
Moved By: Seconded By:
THAT Council receive item 9.1, as information.
10. Mayor
10.1. MYR 16-08, Update - County of Oxford
MYR 16-08
Proposed Resolution #10
Moved By: Seconded By:
THAT Council receive Report MYR 16-08, Update County of Oxford, as
information.
11. Reports from Departments
11.1. Clerk’s Office
11.1.1. CL 16-17, Additional Committee Appointments
Report CL 16-17
6
Council Meeting – Agenda - 5 -
Proposed Resolution #11
Moved By: Seconded By:
THAT Council receive Report CL 16-17, Additional Committee
Appointments;
AND THAT Council appoint Jane McLean and Ken Patterson to the
Memorial Park Revitalization Sub-Committee.
11.2. Recreation, Culture & Park Services
11.2.1. RCP 16-24 - Green Energy Act Reporting 2016
RCP 16-24 Green Energy Act Reporting 2016
2014 Annual Energy Consumption and GHG Emission Report
Proposed Resolution #12
Moved By: Seconded By:
THAT Council receive Report RCP 16-24 Green Energy Act Reporting
2016;
AND THAT Council approve the submission of the Energy Consumption
and GHG Emissions report for 2014 to the Province to meet legislated
reporting requirements.
11.2.2. RCP 16-25 TCT Extension Project Work Plan Update
RCP 16-25 TCT Extension Project Work Plan Update
Proposed Resolution #13
Moved By: Seconded By:
THAT Council receive Report RCP 16-25 TCT Extension Project Work
Plan Update, as information.
7
Council Meeting – Agenda - 6 -
12. Committee Minutes & Reports
12.1. Minutes, Accessibility Advisory Committee
Minutes, June 8, 2016
12.2. Minutes, Development Committee
Minutes, May 10, 2016
12.3. Minutes, Heritage, Beautification & Cemetery Advisory Committee
Minutes, June 2, 2016
12.4. Minutes, Fire Strategic Planning Committee
Minutes, May 31, 2016
12.5. Minutes, Museum Advisory Committee
Minutes, May 26, 2016
12.6. Minutes, Physician Recruitment Committee
Minutes, April 27, 2016
12.7. Minutes, Town Hall Steering Committee
Minutes, April 13, 2016
Minutes, June 9, 2016
Proposed Resolution #14
Moved By: Seconded By:
THAT Council receive the Minutes of the Accessibility Advisory Committee
for June 8, 2016, the Development Committee of May 10, 2016, the
Heritage, Beautification & Cemetery Advisory Committee for June 2, 2016,
the Fire Strategic Planning Committee for May 31, 2016, the Museum
Advisory Committee for May 26, 2016, the Physician Recruitment
Committee for April 27, 2016, and the Town Hall Steering Committee for
April 13, 2016 and June 9, 2016, as information.
8
Council Meeting – Agenda - 7 -
12.8. Minutes, LPRCA
Minutes, May 4, 2016
Proposed Resolution #15
Moved By: Seconded By:
THAT Council receive the minutes from the LPRCA for May 4, 2016 as
information.
13. Notice of Motions
14. By-Laws
By-Laws from the Meeting of Monday, June 27, 2016
Proposed Resolution #16
Moved By: Seconded By:
14.1. THAT By-Law 4028, To confirm the proceedings of Council at its meeting
held on the 27th day of June, 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
Proposed Resolution #17
Moved By: Seconded By:
THAT the Council Meeting of Monday, June 27, 2016 be adjourned at _____ p.m.
9
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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
Janelle Costantino, Manager of Finance Rick Cox, Director of Recreation, Culture & Park Services
Kevin DeLeebeeck, Director of Operations
Tricia Smith, Deputy Clerk
1. Call to Order
The meeting was called to order at 4:30 p.m.
2. Closed Session
Resolution #1
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council move into Closed Session to consider:
1. The meeting is held for the purpose of educating or training the members
(Council Training);
2. Personal matters about an identifiable individual, including municipal or local
board employees (THI - AGM).
Carried
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Thursday, June 16, 2016
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
10
Council Meeting Minutes, June 16, 2016 - 2 -
Council moved into regular session at 6:05 p.m.
3. Adoption of Agenda
Resolution #2
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Agenda as prepared for the Council meeting of Thursday, June 16, 2016,
be adopted as amended to include the information from AMO on Board nominations.
Carried
4. Moment of Silence
5. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
6. Adoption of Council Minutes of Previous Meeting
6.1 Minutes of the Meeting of May 24, 2016
Minutes, May 24, 2016
Resolution #3
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT the Minutes of the Council Meeting of May 24, 2016, be approved.
Carried
7. Delegations and Presentations
7.1 2016 Ontario Senior of the Year Certificate Presentation
Presented To: Gayle Vermeersch
7.2 2016 Celebrate Tillsonburg Event
Delegation By: Rayburn Lansdell & Phil Gravelle
Delegation Request
Staff to contact the delegate to discuss use of the Town logo.
11
Council Meeting Minutes, June 16, 2016 - 3 -
Resolution #4
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receive the delegation regarding the 2016 Celebrate Tillsonburg
event, as information.
Carried
7.3 Lake Lisgar Revitalization Project – Great Lakes Guardian Community Fund
Presented By: Joan Weston
Delegation Request
Presentation
The Lake Lisgar Revitalization Project Committee requested that council keep
in mind the dollars that will be required in the future for the dredging of the three
areas of the ponds.
Resolution #5
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receive the presentation regarding the Lake Lisgar Revitalization
project – Great Lakes Guardian Community Fund, as information.
Carried
7.4 Robert Jones Marine Technical Services/Otter Valley Paddle Sports – Kayak
rentals on Lake Lisgar
Delegation By: Robert Jones
Insurance for the kayak rental operation to be provided by Mr. Jones and the
Town will be identified as an additional insurer.
12
Council Meeting Minutes, June 16, 2016 - 4 -
Delegation Request
Resolution #6
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receive the delegation regarding kayak rentals on Lake Lisgar;
AND THAT the matter be referred during consideration of Agenda Item 10.5.6,
RCP 16-23 – Proposal for Kayak Rentals at Lake Lisgar.
Carried
Council moved to item 10.5.6 on the Agenda
10. Reports from Departments
10.5.6 RCP 16-23 – Proposal for Kayak Rentals at Lake Lisgar
RCP 16-23 - Proposal for Kayak Rentals at Lake Lisgar
Proposal from Robert Jones Marine Technical Services
Report re Lake Lisgar Boat Rental Operation 2009
Resolution #26
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receive Report RCP 16-23 – Proposal for Kayak Rentals at
Lake Lisgar;
AND THAT Council authorize Robert Jones Marine Technical Services/Otter
Valley Paddle Sports to offer kayak rentals at Lake Lisgar for the 2016
season as outlined in their proposal;
AND THAT Council direct staff to monitor the operation and bring a report
forward in the fall for Council consideration with respect to approval for 2017
and beyond.
Carried
Council resumed the order of business.
13
Council Meeting Minutes, June 16, 2016 - 5 -
8. Public Meetings
8.1 Application for Zone Change - ZN 7-16-03- 1917043 Ontario Inc.- 519 Broadway
CASPO Report 2016-144
Report Attachments
Proposed By-law Amendment
Application Form
Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before
Council and presented Report CASPO 2016-144 for the application for Zone
Change.
Opportunity was given for comments and questions.
Mr. Gilbert noted that the noise study for the roof top HVAC indicated that noise
levels will not exceed MOE required limits.
Mike Booth, agent for the applicant supported the recommendations of the
Planner’s report.
Dr. Gary Nelles appeared before council in support of the application.
No member of the public appeared in support or opposition to the application.
Resolution #7
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT the Council of the Town of Tillsonburg approve the zone change
application submitted on behalf of 1917043 Ontario Inc., whereby the lands
described as Part Lot 34, Plan 551, Town of Tillsonburg, municipally known as
519 Broadway are to be rezoned from ‘Special Service Commercial Zone (SC-
19)’ to ‘Amended Special Service Commercial Zone 'SC-19)’ to permit a
reduced minimum rear yard depth and interior side yard width as well as
recognize the location of a proposed loading space.
Carried
14
Council Meeting Minutes, June 16, 2016 - 6 -
Resolution #8
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council move into the Committee of Adjustment to hear an application for
Minor Variance at 6:56 p.m.
Carried
8.2 Application for Minor Variance - A-04/16 - Ron & Marilee Rohrer - 38 Clear
Valley Drive
CASPO Report 2016-142
Report Attachments
Application A-04/16
Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before
Council and presented Report CASPO 2016-142 for the application for Minor
Variance.
Opportunity was given for comments and questions.
The agent for the applicant Bill Braun appeared before Council in support of the
application.
No member of the public appeared in support of or opposition to the application.
Resolution #9
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT the Town of Tillsonburg Committee of Adjustment approve Application
File A-4/16, submitted by Ron & Marilee Rohrer, for lands described as Lot 169,
Plan M-53, Town of Tillsonburg, as it relates to Relief from Section 6.2, Table
6.2 – Zone Provisions, to decrease the minimum required rear yard depth from
12 m (39.3 ft) to 8.6 m (28.2 ft), to facilitate the construction of a sunroom
addition at the rear of an existing single detached dwelling;
AND THAT approval is conditional upon a building permit being issued within
one year of the date of the Committee’s decision for the proposed sunroom.
Carried
15
Council Meeting Minutes, June 16, 2016 - 7 -
8.3 Application for Minor Variance- A-05/16 - Southridge Heights Inc. -3 Morning
Glory Drive
CASPO Report 2016-143
Report Attachments
Application A-05/16
Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before
Council and presented Report CASPO 2016-143 for the application for Minor
Variance.
Opportunity was given for comments and questions.
The applicant John Bamford appeared before Council in support of the
application.
No member of the public appeared in support of or opposition to the application.
Resolution #10
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT the Town of Tillsonburg Committee of Adjustment approve Application
File A-05/16, submitted by Southridge Heights Inc., for lands described as Lot
38, Plan 41M-145, Town of Tillsonburg, as it relates to Relief from Table 5.37.1
- Permitted Projections into Required Yards, to increase the permitted projection
of an uncovered deck into a required rear yard from 3.7 m (12 ft) to 4.8 m (16 ft)
and Relief from Table 5.37.1 - Permitted Projections into Required Yards, to
increase the permitted projection of steps providing access above the ground
floor into a required rear yard from 1.2 m (3.94 ft) to 3.6 m (11.8 ft), to permit the
construction of a two-tiered deck and steps at the rear of a proposed single
detached dwelling;
AND THAT approval is conditional upon a building permit being issued within
one year of the date of the Committee's decision.
Carried
16
Council Meeting Minutes, June 16, 2016 - 8 -
8.4 Application for Minor Variance - A-06/16 - Dale Springer - 138 Broadway
CASPO 2016-146
Report Attachments
A-06/16 Application Form
Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before
Council and presented Report CASPO 2016-146 for the application for Minor
Variance.
Opportunity was given for comments and questions.
The applicant’s agent Neal Koppens and applicant Dale Springer appeared
before Council in support of the application.
No member of the public appeared in support of or opposition to the application.
Resolution #11
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT the Town of Tillsonburg Committee of Adjustment approve Application
File A-06/16, submitted by Dale Springer, for lands described as Part Lot 1070,
Plan 500, Town of Tillsonburg, as it relates to Relief from Table 5.24.2.1 –
Parking Standards, to further decrease the minimum required parking spaces
for a professional office from 28 spaces (1 per 20 sq. m of gross floor area) to 3
spaces to facilitate the replacement of an existing commercial building;
AND THAT approval is conditional upon the applicant entering into a cash-in-
lieu of parking agreement with the Town of Tillsonburg.
Carried
Resolution #12
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council move out of the Committee of Adjustment and move back into
regular session at 7:13 p.m.
Carried
17
Council Meeting Minutes, June 16, 2016 - 9 -
9. Information Items
9.1 Thank you letter - Muscular Dystrophy Canada
Thank you letter
Resolution #13
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receive item 9.1, as information.
Carried
9.2 Resolution to Support Rural Economic Development Program
2016_05_16re certified res - Support Rural Economic Development Program
Resolution #14
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
WHEREAS in the 2016 Ontario Budget, the government of Ontario has
suspended current intake of applications to the Rural Economic Development
Program and has indicated that it plans to integrate the program into the Jobs
and Prosperity Fund; and
WHEREAS the Jobs and Prosperity Fund is narrowly focused and is restricted
to private sector organizations and industry partners, which prevents access to
funding for rural municipalities and others who formerly benefitted from the
Rural Economic Development Program. The emphasis on large projects that
meet either of minimum $5 million or $10 million in eligible project costs
thresholds, will significantly restrict benefits from this fund; and
WHEREAS in contrast, the Rural Economic Development Program supported a
number of capacity building projects including but not limited “Business
Retention and Expansion” and “Downtown Revitalization” projects and
Economic Development Strategic Planning projects for small rural municipalities
who were looking to improve their local economy. Also of note is that because
the Jobs and Prosperity Fund is not specifically designated for rural areas, that
funds from this program will likely favour more urban areas of the province;
18
Council Meeting Minutes, June 16, 2016 - 10 -
THEREFORE THAT the Council of the Town of Tillsonburg asks the
government of Ontario to reconsider the suspension and the integration of the
Rural Economic Development Program into the Jobs and Prosperity Fund with
the view to ensuring that the Rural Economic Development Program stays as
an intricate funding program of the Province that will support capacity building
and foster economic growth in rural municipalities in Ontario;
AND THAT a copy of this resolution, be circulated to the Premier and the
Minister of Agriculture, Food and Rural Affairs, AMO, MP Dave MacKenzie and
MPP Ernie Hardeman.
Carried
10. Reports from Departments
10.1 Chief Administrative Officer
10.1.1 County Policy Options for the Extension and/or Connection of Services
Outside of Settlement Boundaries
CAO 16-07 County OP
County OPA Report
Resolution #15
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receive Report CAO 16-07 County Policy Options for the
Extension and/or Connection of Services Outside of Settlement Boundaries;
AND THAT Council authorize the CAO to work cooperatively and jointly
with the Town of Ingersoll and the City of Woodstock on a cost shared
bases to retain independent professional planning advice, so as to be able
to format a comprehensive response to the proposed County Official Plan
Amendment;
AND THAT Council request that the County formally amend the comment
period from July 22nd, 2016 until September 30th, 2016 so as to provide a
19
Council Meeting Minutes, June 16, 2016 - 11 -
reasonable timeframe for all municipalities to review the proposed
amendment and format a complete response to the proposal.
Carried
10.2 Clerk’s Office
10.2.1 CL 16-15, Dedicate part of public highway - South Ridge Road
CL 16-15
Correspondence - Gavin Cond
Reference Plan 41R2445
Draft By-Law
Resolution #16
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receive Report CL 16-15, Dedicating part of a public
highway - South Ridge Road;
AND THAT By-law 4023, be brought forward for Council's consideration.
Carried
10.3 Development and Communication Services
10.3.1 DSC 16-18 Appointment of By-Law Enforcement Officer Assistant
DSC 16-18 Appointment of By-Law Enforcement Officer Assistant
Resolution #17
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receive Report DSC 16-18 Appointment of By-Law
Enforcement Officer Assistant;
AND THAT a By-Law to appoint Mackenzie Wild as a By-Law
Enforcement Officer for the Town of Tillsonburg, be brought forward for
Council’s consideration.
Carried
20
Council Meeting Minutes, June 16, 2016 - 12 -
10.3.2 DCS 16-19 Sign Variance – 98 King Street/Annandale Heights
Subdivision
DCS 16-19 Sign Variance – 98 King Street/Annandale Heights
Subdivision
Staff to review the conditions of the Sign Variance Application with the
applicant every two years.
Resolution #18
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receive Report DCS 16-19 Sign Variance – 98 King
Street/Annandale Heights Subdivision;
AND THAT Council approve a variance to Sign By-Law 3798 for the
construction of a temporary 2 sided 12 feet x 12 feet x 16 feet high
subdivision promotional directional sign located on the West side of Tillson
Ave. between First Street and Pine Street described as 98 King Street
(Plan 500 PT LOTS 424, 427-429).
Carried
10.4 Operations
10.4.1 OPS 16-17 Results for Tender F2016-003 Roads Service Truck
OPS 16-17 Results for Tender F2016-003 Roads Service Truck
Staff to review the established specifications of the tendering process to
ensure fairness and consistency.
Councillor Hayes requested a Recorded Vote.
Resolution #19
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receive Report OPS 16-17 Results for Tender F2016-003 Roads
Service Truck;
21
Council Meeting Minutes, June 16, 2016 - 13 -
AND THAT Council approve the post-tender negotiations and awards Tender
F2016-003 to Oxford Dodge Chrysler Ltd. at the post-tender negotiated cost of
$119,588.00 plus applicable taxes.
NAME VOTE IN
FAVOUR
VOTE AGAINST
Councillor Hayes x
Mayor Molnar x
Councillor Rosehart x
Councillor Stephenson x
Councillor Adam x
Deputy Mayor Beres x
Councillor Esseltine x
The recorded vote reflects the vote is 4 in favour of the Motion and 3 against the
Motion.
The motion is "Carried"
Deputy Mayor Beres assumed the chair at 8:21 p.m.
10.4.2 OPS 16-20 Results for Tender RFT 2016-003 Riverview Subdivision
Reconstruction - Stage 1
OPS 16-20 Results for Tender RFT 2016-003 Riverview Subdivision
Reconstruction - Stage 1
22
Council Meeting Minutes, June 16, 2016 - 14 -
Resolution #20
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receive Report OPS 16-20, Results for Tender RFT2016-
005 Riverview Subdivision Reconstruction – Stage 1 of 2;
AND THAT Council award Tender RFT2016-005 to Titan Group
Construction Inc. of Dutton, ON at a cost of $535,762.63 (net HST
included), the lowest bid received satisfying all Tender requirements;
AND THAT Council direct staff to issue a Change Order in the amount of
$30,919.78 (net HST included) to remove the Provisional Item of surface
asphalt from the Contract;
AND THAT Council authorize the use of $8,845.72 from General
Reserves to fund the remaining project cost.
Carried
10.5 Recreation, Culture & Park Services
10.5.1 RCP 16-17 – Utility Corridor Agreement – Straffordville
RCP 16-17 - Utility Corridor Agreement – Straffordville
By-law & Tri-partite Agreement re 56466 Heritage Line
Board of Management Minutes Oct 13 2015
Board of Management Minutes Feb 08 2016
Resolution #21
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receive Report RCP 16-17 – Utility Corridor Agreement –
Straffordville;
AND THAT Council authorize the tri-partite Agreement between the
Municipality of Bayham, the Town of Tillsonburg, and Ricky Milton Roberts
and Deborah Anne Roberts regarding use of the Otter Valley Utility
Corridor for access to 56466 Heritage Line;
AND THAT a By-law, be brought forward for Council’s consideration.
Carried
23
Council Meeting Minutes, June 16, 2016 - 15 -
Mayor Molnar assumes the chair at 8:37 p.m.
10.5.2 RCP 16-18 – Awarding Barrier Free Washroom Tender
RCP 16-18 - Awarding Barrier Free Washroom Tender
Resolution #22
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receive Report RCP 16-18 – Awarding Barrier Free
Washroom Tender;
AND THAT Council award the barrier free washroom project to PK
Construction Inc. at a cost not to exceed their tendered price of $55,996
before taxes;
AND THAT in addition to the $50,000 approved in the 2016 Budget,
Council authorize $15,000 from the 2016 allocation for Community Centre
roof work to be used for this project.
Carried
10.5.3 RCP 16-20 - Carroll Trail Repair
RCP 16-20 - Carroll Trail Repair
GHD Slope Restoration Design
Envirolok Brochure
RCP 15-52 - Carroll Trail Costs 2008-2015
Resolution #23
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receive Report RCP 16-20 – Carroll Trail Repair;
AND THAT Council authorize staff to proceed with issuing the tender for
the repair to the Carroll Trail as designed by GHD using the Envirolok
vegetated system.
Carried
24
Council Meeting Minutes, June 16, 2016 - 16 -
10.5.4 RCP 16-21 – Cultural Improvement Alliance Next Steps
RCP 16-21 - Cultural Improvement Alliance Next Steps
TCIA 2.0 Concept Outline
Staff to provide Council with a copy of the post project report of the
Cultural Improvement Alliance, which will be submitted to the Province -
Culture Development Fund.
Resolution #24
Moved By: Councillor Adam
Seconded By: Deputy Mayor Beres
THAT Council receive Report RCP 16-21 – Cultural Improvement Alliance
Next Steps;
AND THAT Council authorize the use of the $13,600 allocation in the
2016 Budget to continue the Tillsonburg Cultural Improvement Alliance
(TCIA); AND THAT Council authorize Recreation Culture & Parks staff to
work with the Tillsonburg Cultural Improvement Alliance partnership and
the Cultural Advisory Committee to develop a common Terms of
Reference.
Moved By: Councillor Adam Seconded By: Councillor Esseltine
THAT a decision on Report RCP 16-21, be deferred to the first meeting in
July, 2016.
Carried
10.5.5 RCP 16-22 – Canada 150 Infrastructure Funding Intake 2
RCP 16-22 - Canada 150 Infrastructure Funding Intake 2
RCP 15-24 - Potential Projects for Canada 150 Funding
Resolution #25
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT staff prepare an application for Canada 150 Infrastructure Funding;
25
Council Meeting Minutes, June 16, 2016 - 17 -
AND FURTHER THAT the Celebration Plaza be the focus of this
Resolution to the amount $128,300.
Carried
11. Staff Information Reports
11.1 FIN16-23 2015 OMERS Contribution Summary
FIN16-23 2015 OMERS Contributions
Resolution #27
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receive Report FIN16-23 – OMERS Contribution Summary,
as information.
Carried
11.2 DCS 15-20 Sign By-Law – Animated Sign Third Party Advertising Update
DCS 15-20 Sign By-Law – Animated Sign Third Party Advertising Update
Resolution #28
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receive Report DCS 15-20 Sign By-Law – Animated Sign
Third Party Advertising Update, as information.
Carried
12. Notice of Motions
13. Resolutions
Resolution #29
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
13.1 THAT Council receive the request from the Association of Municipalities
Ontario (AMO) regarding the 2016-2018 AMO Board of Directors Call for
Nominations:
26
Council Meeting Minutes, June 16, 2016 - 18 -
AND THAT Tillsonburg Council supports Deputy Mayor Dave Beres as
nominee for the AMO office of Director Small Urban Caucus for 2016-
2018.
Carried
14. By-Laws
By-Laws from the Meeting of Thursday, June 16, 2016
Resolution #30
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
14.1 THAT By-Law 4022, To Authorize an Agreement between The Town of
Tillsonburg, Municipality of Bayham and Ricky & Deborah Roberts for a
Utility Corridor Use Agreement;
AND THAT By-Law 4023, Being a By-Law to Amend Zoning By-Law 3295
(ZN 7-16-03);
AND THAT By-Law 4024, To dedicate certain lands as part of a public
highway;
AND THAT By-Law 4025, To appoint a By-Law Enforcement Officer; be
read for 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
Proposed Resolution #31
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
13.2 THAT By-Law 4026, To confirm the proceedings of Council at its meeting
held on the 16th day of June, 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
15. Items of Public Interest
27
Council Meeting Minutes, June 16, 2016 - 19 -
Universal water meter replacements are approximately 80% complete in Tillsonburg.
Residents are reminded to book their appointment for their water meter replacement
if they haven’t already done so.
16. Adjournment
Proposed Resolution #32
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT the Council Meeting of Thursday, June 16, 2016 be adjourned at 10:29 p.m.
Carried
28
=
Attendance:
Mayor Stephen Molnar
Deputy Mayor Beres Councillor Adam Councillor Esseltine
Councillor Rosehart
Regret: Councillor Jim Hayes Councillor Stephenson
Staff:
David Calder, CAO
Donna Wilson Town Clerk
1. Call to Order
The meeting was called to order at 11:00 a.m.
2. Adoption of Agenda
Resolution #1
Moved By: Councillor Rosehart Seconded By: Councillor Esseltine
THAT the Agenda as prepared for the Council meeting of Tuesday, June 21, 2016,
be adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Tuesday, June 21, 2016
11:00 AM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
29
Council Meeting – Agenda - 2 -
4. Public Meetings
4.1. Tillsonburg Hydro Inc. Annual General Meeting
Tillsonburg Hydro Inc. Agenda 2016-06-21 12-15
Resolution # 2
Moved By: Councillor Esseltine Seconded By: Rosehart
THAT Council move into the Annual General Meeting of the Shareholder of
Tillsonburg Hydro Inc.
Carried
Council moved back into regular session at 11:31 a.m.
5. By-Laws
By-Laws from the Meeting of Tuesday, June 21, 2016
5.1. By-Law 4027, To Confirm the Proceedings of the Council Meeting of June
21, 2016.By-law Confirming 062116
Proposed Resolution # 3
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT By-Law 4027, To confirm the proceedings of Council at its meeting held
on the 21st day of June, 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
6. Adjournment
Resolution # 4
Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine
THAT the Council Meeting of Tuesday, June 21, 2016 be adjourned at 11:34 a.m.
30
Council Delegation
Request
This Delegation Request form and any written submissions or background information for
consideration by Council must be submitted to the Clerk's office by the following deadline:
4:30 P.M. ON THE MONDAY PRIOR TO THE REQUESTED MEETING DATE
First Name Last Name
Street Address Town/City
Postal Code Phone Number
E-mail Website:
Do you or any members of your party
require any accessibility accommodations?
Yes
No
If yes, how can we assist?
Should you require assistance completing this form, please contact:
Deputy Clerk at 519-688-3009 Ext. 3221 or tsmith@tillsonburg.ca
Please note that submission of this form does not guarantee the approval of your request for
Delegation. The Clerk's office will confirm your Delegation by e-mail after receiving this form.
COMPLETE PAGE TWO (2) OF THIS FORM
31
Delegation Information (Must be completed)
Desired Council meeting date (Council regularly meets the 2nd and 4th Monday of each month):
Subject of Delegation
Names of Spokespersons (and positions)
Name of Group or Person(s) being
represented (if applicable)
Brief Summary of Issue or Purpose of Delegation
Will there be a Power Point presentation accompanying the Delegation
Yes
No
Have you been in contact with a Staff member regarding the Delegation topic?
Yes
No
If yes, please list the Staff member(s) you have been working with?
I acknowledge Delegations are limited to fifteen (15) minutes each:
I accept
I acknowledge that all presentation material must be submitted by 4:30 pm the Friday before the
meeting date:
I accept
32
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.
33
Report Title T:GO CALL-N-RIDE Update
Report No. [CTPPSC 27-16]
Author John Preston
Meeting Type Council Meeting
Council Date June 27, 2016
Attachments Appendix 1: Ridership Summary – Mar – June. pdf
Page 1 / 3 CTPPSC Report 27-16 TGO Update
RECOMMENDATION
THAT Report CTPPSC 27-16 – T:GO CALL-N-RIDE Update be received for information;
EXECUTIVE SUMMARY
To provide an update on the program details around Ride Requests, Routes & Schedules, and
Ridership.
BACKGROUND
T:GO CALL-N-RIDE began operations March 1, 2016, and started making regular trips for
subscription riders on March 14. The Official Launch of T:GO CALL-N-RIDE was April 4, when
four set schedules and routes were offered. The cost per trip since the start of T:GO is $2 per
person.
Ride Requests
Ride Requests can be made up to an hour’s notice; staff do try to accommodate requests in less
than an hour but depends on availability and location of T:GO Bus. Residents can also flag the
T:GO Bus on route, or at one of the locations listed on the schedules.
Routes & Schedules
There are currently five scheduled runs throughout the day, Monday to Friday, 6:10AM to 4:30
PM. The first run begins at 6:10AM from The Livingston Centre with the purpose of bringing
residents down to the industrial areas for work beginning at 7AM; this run then performs a return
from Norfolk Mall starting at 7AM to take workers home. The fourth (starting at 2:10PM) and fifth
runs (starting at 3:30PM) of the day have a similar purpose in getting residents to work,
however, have been able to provide service to residents for a variety of other purposes around
Tillsonburg.
The second run begins at 7:45AM and to combine getting residents to work, and to programs in
Tillsonburg. This run adds in the Hickory Hills area, and directly connects to Tillsonburg District
34
Page 2 / 3 CAO
Memorial Hospital, Town Centre Mall, and Norfolk Mall. The third run is similar to the second
with the additional areas, and begins at 11AM.
Ridership
Between March 14th and June 23rd, 616 rides, total, have been performed within Tillsonburg.
These have been for a wide range of purposes – work, medical, social services, day care,
shopping. Whereas the number of individuals using T:GO to get to work remains steady,
shopping and medical appointments are increasing.
An approximate survey of registered riders shows that the majority of individuals using T:GO
CALL-N-RIDE are seniors. Other riders consist of clients under Human Services (Ontario Works,
ODSP), Community Living Tillsonburg, Employment Ontario, and riders who qualify as youths.
A summary of the Ridership since March has been attached (Appendix 1: Ridership Summary
Mar – June.pdf).
Program Development
Two days have been scheduled over the summer to act as a test for Try T:GO Days on Sundays
– July 17, August 14. This is in partnership with the Bethel Church in Tillsonburg, who will cover
the cost for the day, providing free rides to all residents in Tillsonburg along our set routes and
times. Additional run times will need to be developed to ensure consistent service between
8:30AM and 4:30PM. The cost for this initial service is $160 per day. This covers the cost of the
driver and bus for eight hours. These test days will provide a basis for September, when it is
hoped that Try T:GO Days will be offered every Sunday, and can be part of an advertising
package to sponsors for other days of the week to be covered.
Children Services will be engaging T:GO over the summer months for six days to provide
transportation to children in their day program.
Outreach has been made to various groups and organizations to promote T:GO CALL-N-RIDE,
and to increase ridership. These organizations include the Hickory Hills Residents’ Association,
the Seniors’ Centre, Tillsonburg Resource Network, Special Olympics, Community Advocates,
Tillsonburg District Memorial Hospital, Children Services, Harvest Home and others.
CONSULTATION/COMMUNICATION
Ridership Statistics were acquired through Simpli Transport. This program continues to be used
for booking trips, and gathering data on riders, and operational analysis.
Pastor Brent Shepherd of the Bethel Pentecostal Church has been working with the
Transportation Coordinator to develop the Try T:GO Days on Sundays. This will provide
transportation to Tillsonburg residents on Sundays, with two pilot days scheduled for July 17th
and August 14th; the aim being that regular Sunday service will begin in September.
35
Page 3 / 3 CAO
FINANCIAL IMPACT/FUNDING SOURCE
Funding for the Community Transportation Pilot Program, of which includes the Community
Transportation Coordinator’s salary, Coordination Software (Simpli Transport), and marketing,
comes from the Ministry of Transportation’s CT Pilot Program Grant; $100,00 awarded to the
Town of Tillsonburg and its community partners.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
3.1 – Make Tillsonburg an attractive place to live for youth and young professionals
3.2 – Provide opportunities for families to thrive
Provide an enhanced range of family-oriented services and amenities…
3.3 – Support the ageing population and an active senior citizenship
Improve mobility and independence
4.1 – Promote Tillsonburg as a unique and welcoming community
Tourism
4.3 – Improve mobility and promote environmentally sustainable living
Town Senior Management to implement a suitable transportation program and support
the program through town-wide marketing
36
Ridership Stats
March 14 - 31 April 1 - 30 May 1 - 31 June 1 - 23 TTD
Total Rides 114 178 152 172 616
Total Fares (Approximate):204.00$ 342.00$ 296.00$ 190.00$ 1,032.00$
Ticket Ticket/Pass Sales ***830.00$
Total Riders 26 19 23 31 99
Total Subscription Passengers:7 8 9 10 34
Total Unique Passengers:19 11 14 21 65
Total Return Trips:60 70 64 42 236
Total Single Fare Trips:8 30 20 9 67
Purpose - Registered Riders:June 1 -17 0
Work 6 8 4 3 21
Community Programs 16 1 2 2 21
Medical 1 1 2 3 7
Shopping 1 7 8 6 22
Education/Training 1 2 3 0 6
Social Services 2 0 2 4
Food Bank 1 0 1
Day Care 1 0 1
Special Olympics 5 5 10
Other 1 1 3 4 9
Purpose - Total Trip Count March 14 - 31 April 1 - 30 May 1 - 31 June 1 - 17
Work 46 64 41 27 178
Community Programs 16 5 10 5 36
Medical 1 2 3 9 15
Shopping 1 9 12 3 25
Education/Training 4 10 8 3 25
Social Services 1 0 5 6
Food Bank 1 1 0 2
Day Care 1 0 1
Special Olympics 6 8 14
Other 6 2 8 16
37
Report No: PW 2016-34
PUBLIC WORKS
Council Date: June 22, 2016
Page 1 of 5
To: Warden and Members of County Council
From: Director of Public Works
Trans Canada Trail – Work Plan Update
RECOMMENDATION
1.That County Council receive this report as an information update for the Trans Canada
Trail construction from Tillsonburg to Norfolk County.
REPORT HIGHLIGHTS
Oxford County and the Town of Tillsonburg have entered into an agreement for the construction
and operation of the Trans Canada Trail link between Tillsonburg and Norfolk County.
Preliminary work has been completed along the abandoned railway corridor to facilitate
development of a work plan and a detailed cost estimate which are outlined in this report.
Implementation Points
County and Town of Tillsonburg staff have worked together on this work plan. Town of Tillsonburg
staff will report to their Council on June 27, 2016.
A public information session will be held prior to the start of construction. It is anticipated that
construction will commence in July.
Financial Impact
There is no financial impact beyond what has already been approved by County Council. To the end
of June when brushing is complete, the total cost spent on this project is estimated to be $100,000.
The total project budget considered by the TCT funding grant is $870,000. At this time, the proposed
trail between Zenda Line and Base Line Road is estimated to cost $717,000, as detailed within this
report.
The Treasurer has reviewed this report and agrees with the financial impact information.
38
Report No: PW 2016-34
PUBLIC WORKS
Council Date: June 22, 2016
Page 2 of 5
Risks/Implications
This project has the risks associated with a construction project and the additional issues of the role
of constructor if the County takes on this role as recommended. Public Works has taken on the role
of Constructor in the past and will work with the County Health and Safety Coordinator to minimize
these risks. All purchases will be made in accordance with the County purchasing policy and in
accordance with the TCT Funding Agreement.
Strategic Plan (2015-2018)
County Council adopted the County of Oxford Strategic Plan (2015-2018) at its regular meeting held
May 27, 2015. The initiative contained within this report supports the Values and Strategic Directions
as set out in the Strategic Plan as it pertains to the following Strategic Directions:
2. i. A County that is Well Connected – Improve travel options beyond the personal vehicle by:
- Creating, enhancing and promoting the use of an integrated trail and bike path system
- Promoting active transportation
4. i. A County that Informs and Engages - Harness the power of the community through conversation
and dialogue by:
- Understanding and addressing public aspirations for a more livable community
DISCUSSION
Background
County Council adopted Report PW 2015-53 at the September 23, 2015 County Council Meeting,
authorizing staff to proceed with the construction of the Trans Canada Trail (TCT) to connect the
existing TCT in Tillsonburg to Norfolk County, and to enter into an agreement with the Town of
Tillsonburg for the construction and operation of the Trans Canada Trail (TCT).
Public consultation meetings were in held in Springford and Tillsonburg on November 3, 2015 and
November 5, 2015, respectively.
Individual meetings were held with Landowners on an as-requested basis to discuss specific
property related issues associated with the abandoned railway corridor and the proposed trail.
An agreement between the Town of Tillsonburg and Oxford County was executed on February 10,
2016. A copy of the agreement is enclosed as Attachment 1. The agreement requires that both
Councils approve any changes to the scope of work for this project. No changes are proposed at
this time.
A third public consultation meeting was held on May 4, 2016 in Tillsonburg to provide an update on
the TCT project.
39
Report No: PW 2016-34
PUBLIC WORKS
Council Date: June 22, 2016
Page 3 of 5
Comments
To assist with the development of a work plan and detailed cost estimate, the following preliminary
activities have been initiated along the abandoned railway corridor from Zenda Line to Base Line.
Environmental Monitoring
A consultant has been retained to complete environmental monitoring and prepare a risk
assessment with recommendations for mitigation measures to be implemented during construction.
Findings are expected to indicate some impact in the soil, typical of former railway corridors.
Brushing
Brushing is currently underway along the abandoned railway corridor and is expected to be
completed before the end of June.
Access Control/Parking
County and Tillsonburg staff reviewed corridor access points at the various road crossings and
developed access control measures (fencing and gates) to minimize unauthorized access by
motorized vehicles. Parking areas will be established at Base Line and Middletown Line.
Trail Construction – Pilot Project
A section of trail surface was constructed as a pilot project to evaluate construction methods
required for surface preparation and to calculate equipment and material costs. The pilot project
demonstrated that an adequate trail surface can be constructed with minimal grading of the existing
surface and placement of 100mm - 150mm thick layer of limestone screenings. A photograph of the
trail construction pilot project, just west of Base Line, is shown below.
40
Report No: PW 2016-34
PUBLIC WORKS
Council Date: June 22, 2016
Page 4 of 5
A detailed cost estimate has been prepared by County and Tillsonburg Staff and is enclosed as
Attachment 2. The cost estimate is based on the TCT segment identified in the County/Tillsonburg
agreement which includes an off-road/rail-trail section from Zenda Line to Base Line and two on-
road sections; west of Tillson Ave to Zenda Line and Base Line to Mall Road.
The majority of costs are associated with trail construction along the abandoned railway corridor
including construction of the trail surface, brushing, and access control. The work on the on-road
sections simply involves installation of TCT route markers for wayfinding which will be supplied at no
cost from TCT. Norfolk County will install route markers for the on-road section within their
jurisdiction, from Mall Road to Delhi.
Provisional costs have been identified for the off-road/rail-trail section from the existing TCT in
Tillsonburg to Zenda Line, however this section is contingent on the purchase of the CASO railway
in Tillsonburg. The funds allocated for this section will be retained initially as a contingency
allowance in case of cost overruns and/or unforeseen conditions. This provisional section will be
completed, subject to approval of County Council and Town of Tillsonburg Council, if there are
adequate funds remaining and the CASO purchase has been finalized.
A map of the TCT segment and provisional off-road section is enclosed as Attachment 3.
Further investigation is required for the design of pedestrian access at some of the bridge crossings,
specifically the rail bridge at Otter Creek. County and Tillsonburg Staff have discussed narrowing the
access across this bridge for pedestrians and light maintenance equipment. The access may include
a wooden platform with railings as well as a possible lookout or viewing platform.
Repair and maintenance of bridges and culverts are not part of this work plan. This work will be
financed through the County’s annual repair and maintenance program.
Staff have received fencing requests from landowners adjacent to the TCT corridor as well as other
abandoned railway corridors owned by the County. Fencing requests are being considered in
accordance with the County’s obligation under the Line Fences Act. The recommendations of
Report PW (CS) 2016-17 were publicly released by County Council by Resolution at the April 13,
2016 County Council Meeting. A future report to County Council will be prepared to deal with this
issue. The line fencing costs with the exception of access control at roads, is not considered an
eligible cost for the TCT grant or a cost to be shared with the Town of Tillsonburg under the
agreement to construct the TCT. Report PW 2016-36 also to be considered at the June 22, 2016
County Council meeting discusses a potential funding source for fencing of the TCT.
For the construction of this project, the County intends to hire equipment through an RFQ and
construct the TCT as a day labour project. In reviewing this trails project it is evident that there are
not many local contractors which are set up to do this scope of work and manage it as a General
Contractor. There are numerous small contractors with equipment for rent that can act under the
County and/or Town supervision. The County would act as the General Contractor. Costs will be
compiled daily to ensure conformance to the budget.
41
Report No: PW 2016-34
PUBLIC WORKS
Council Date: June 22, 2016
Page 5 of 5
Conclusions
The initial work plan and detailed cost estimate have been developed based on information gathered
from preliminary work activities. The total cost for construction of the TCT segment is approximately
$717,000. The remaining $153,000 will be utilized as a contingency allowance. Significant changes
to this work plan will be subject to Council approval as per the agreement between the Town and the
County.
SIGNATURES
Report Author:
Original signed by:
Frank Gross, C.Tech
Supervisor of Engineering Services
Departmental Approval:
Original signed by:
Robert Walton, P.Eng.
Director of Public Works
Approved for submission:
Original signed by:
Peter Crockett, P.Eng.
Chief Administrative Officer
ATTACHMENTS
Attachment 1: Agreement between County of Oxford and the Town of Tillsonburg
Attachment 2: Cost Estimate
Attachment 3: Map of TCT Segment and Provisional Off-Road Section
42
Attachment 1 to PW 2016-34June 22, 2016 43
44
45
46
47
OXFORD COUNTY - TRANS CANADA TRAIL LINK
WORK PLAN/COST ESTIMATE - June 8, 2016 Oxford
(85%)
Tillsonburg
(15%)Total
BUDGET 870,000.00$ 560,000.00$ 263,500.00$ 46,500.00$ 310,000.00$
TRAIL DESIGN & PLANNING
a) Environmental Testing 14,000.00$ 8,960.00$ 4,284.00$ 756.00$ 5,040.00$
b) Public Meeting Facilitator 6,000.00$ 3,840.00$ 1,836.00$ 324.00$ 2,160.00$
c) Design/Engineering 15,000.00$ 9,600.00$ 4,590.00$ 810.00$ 5,400.00$
d)Trail Opening Event 5,000.00$ 3,200.00$ 1,530.00$ 270.00$ 1,800.00$
TRAIL CONSTRUCTION - Zenda Line to Base Line - 15.3km (Rail Trail) and On-Road Sections (10km)
a) Brushing 75,000.00$ 48,000.00$ 22,950.00$ 4,050.00$ 27,000.00$
b) Surface preparation, supply, place, and compact limestone
screenings, 2.5m wide $ 380,000.00 243,200.00$ 116,280.00$ 20,520.00$ 136,800.00$
c) Access control (gates and fencing)90,000.00$ 57,600.00$ 27,540.00$ 4,860.00$ 32,400.00$
e) Parking areas; includes surface preparation, supply, place,
and compact granular materials $ 37,000.00 23,680.00$ 11,322.00$ 1,998.00$ 13,320.00$
f) Signage $ 15,000.00 9,600.00$ 4,590.00$ 810.00$ 5,400.00$
g) Pedestrian access at bridge crossings $ 80,000.00 51,200.00$ 24,480.00$ 4,320.00$ 28,800.00$
TOTAL - Zenda Line to Base Line - 15.3km (Rail
Trail) and On-Road Sections (10km)717,000.00$ 458,880.00$ 219,402.00$ 38,718.00$ 258,120.00$
REMAINING BUDGET (Contigency Allowance)153,000.00$ 101,120.00$ 44,098.00$ 7,782.00$ 51,880.00$
PROVISIONAL TRAIL CONSTRUCTION Tillsonburg TCT to Zenda Line - 2 km (Rail Trail)
a) Brushing 7,500.00$ 4,800.00$ 2,295.00$ 405.00$ 2,700.00$
b) Surface preparation, supply, place, and compact limestone
screenings, 2.5m wide $ 50,000.00 32,000.00$ 15,300.00$ 2,700.00$ 18,000.00$
c) Access control (gates and fencing)25,000.00$ 16,000.00$ 7,650.00$ 1,350.00$ 9,000.00$
e) Parking areas; includes surface preparation, supply, place,
and compact granular materials $ 15,000.00 9,600.00$ 4,590.00$ 810.00$ 5,400.00$
f) Signage $ 2,000.00 1,280.00$ 612.00$ 108.00$ 720.00$
g) Pedestrian access at TCT connection $ 50,000.00 32,000.00$ 15,300.00$ 2,700.00$ 18,000.00$
TOTAL Tillsonburg TCT to Zenda Line - 2 km (Rail
Trail) 149,500.00$ 95,680.00$ 45,747.00$ 8,073.00$ 53,820.00$
TOTAL COST ESTIMATE INCLUDING PROVISIONAL
SECTION 866,500.00$ 554,560.00$ 265,149.00$ 46,791.00$ 311,940.00$
Municipal Contribution (36%)
Total Cost
Grant
Funding
(64%)
Attachment 2 to PW 2016-34
June 22, 2016
48
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POTTERS RD
MALL RD
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OTTERVILLE RD
OSTRANDER RD
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Oxford County - Trans Canada Trail Link
Legend
Not Under County Ownership
Existing Trans Canada Trail
On Road Trail
Off Road Trail
Provisional Off Road
Attachment 2 to PW 2016-34
June 22, 2016
49
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Oxford County - Trans Canada Trail Link
Legend
Not Under County Ownership
Existing Trans Canada Trail
On Road Trail
Off Road Trail
Provisional Off Road50
Report Title Town Hall Project Steering Committee Public
Notice
Report No. CA0 16-08
Author David Calder on behalf of the Town Hall Project Steering Committee
Meeting Type Council Meeting
Council Date June 27, 2016
Attachments
• LETTER – CHAIR, TOWN HALL POJECT
STEERING COMMITTEE
• PUBLIC NOTICE
RECOMMENDATION
THAT Council receive report CAO 16-08 Town Hall Project Steering Committee Public Notice for
information.
EXECUTIVE SUMMARY
The purpose of the Town Hall Project Steering Committee is to provide input, feedback, advice
and recommendations on the business and financial decisions for the location and
construction/renovation of a building for the purpose of a Tillsonburg Town Hall. The first step in
the Committee’s work was to define space needs for a standalone Town Hall taking into account
the need for public space, joint space, Council Chambers, meeting rooms and Town
administration offices. Council reviewed the Space Needs Study in May.
The Town Hall Project Steering Committee is now going out to the public to investigate what
opportunities might be available for community partnerships by seeking information from
interested parties to determine if there are shared development opportunities. As a result, the
Town Hall Project Steering Committee will be sending out the attached letter from the committee
Chair as well as circulating a public notice in the local newspaper, on the Town website and
through direct emails. The Committee Chair will be appearing before Council as a delegation in
order to update Council on the recent work of the committee.
CONSULTATION/COMMUNICATION
The Committee has met to draft the attached letter and public notice.
COMMUNITY STRATEGIC PLAN IMPACT
Excellence in Local Government through the development of a standalone Town Hall as the seat
of government for the municipality of the Town of Tillsonburg.
Page 1 / 2 CAO 16-08
51
Ensure the implementation of an appropriate communication strategy to inform the community
and obtain input from the community as the project moves forward.
FINANCIAL IMPACT/FUNDING SOURCE
No direct costs other than some staff time and possibly some minor advertising costs.
Page 2 / 2 CAO
52
June 27, 2016
To Interested Community Members:
Re: Town Hall Project
As the community may know, the Town of Tillsonburg Council established a Town Hall Project Steering
Committee to make recommendations to Council on the feasibility, business case and the achievement
of outcomes for a Town Hall project. To date, a Space Needs Study, which outlines the municipal
administration space required, has been completed and presented to Town Council. Subsequently,
Council authorized the Town Hall Project Steering Committee to work on investigating site locations,
partnership opportunities, budget requirements and possible financing options for a future Town Hall
building. Prior to continuing the work as described, the Town Hall Project Steering Committee is seeking
additional information from the Tillsonburg community.
The Town Hall Project Steering Committee is seeking preliminary information from interested parties to
determine if there are shared development opportunities from public or private agencies, social
agencies, educational institutions, multi-unit residential providers, retailers, local developers, etc. in
order to determine interest in a Town Hall development. The intent is to determine if there is interest
from the local community to participate in a Town Hall development and to what degree.
The attached notice document is being circulated in order to provide an avenue for any interested
parties to contact the Town Hall Project Steering Committee through the Economic Development
Commissioner, in order to discuss interest in a Town Hall Project. This interest could be through a
partnership opportunity, interest from local developers, landlord tenant relationship, shared use
arrangement, multi-use project or any other such arrangement. The committee is using this opportunity
to gage interest from a variety of parties and learn about local opportunities should a Town Hall project
proceed.
Please contact the Town of Tillsonburg using the contact information on the attached notice by July 22,
2016.
Yours truly,
Marty Klein, Chair, Town Hall Project Steering Committee
53
Public Notice
Corporation of the Town of Tillsonburg
Town Hall Project Steering Committee Information Request
On behalf of the Council of the Town of Tillsonburg, the Town Hall Project Steering Committee is seeking
input from community members. The purpose of community members input is for a possible Town Hall
building project.
The Committee is seeking information from interested parties on such items as;
A) Development opportunities from the local development community (i.e. rent to own, lease
back, etc.)
B) Information from parties interested in a joint use building with such parties as local social
agencies, educational institutions, or other government agencies.
C) Opportunities around a mixed use building which includes a retail and/or residential
component.
The Town Hall Project Steering Committee is interested in a core area location for a Town Hall which
may include some of the additional components listed above. The most critical determinant for the
location of a Town Hall is “Community Presence”, one that is prominent in the town’s core domain,
easily visible and recognizable as the town’s place of government for staff and visitors and the
community customers it serves.
Interested parties are directed to www.tillsonburg.ca/spaceneedstudy to review the Town of Tillsonburg
Space Needs Study which was completed in May, 2016 and outlines building size, site criteria, amenity
space, etc.
Please contact Cephas Panschow, Economic Development Commissioner by July 22, 2016 at:
Town of Tillsonburg
200 Broadway Street, Suite 204
Tillsonburg, Ontario.
N4G 5A7
519-688-3900 ext. 3250
cpanschow@tillsonburg.ca
*This notice has no legal status and is for the purposes of information gathering only. All inquiries will be
kept confidential.
54
Community and Strategic Planning
P. O. Box 1614, 21 Reeve Street Woodstock Ontario N4S 7Y3
Phone: 519-539-9800 • Fax: 519-421-4712 Web site: www.oxfordcounty.ca
Our File: A-7/16
APPLICATION FOR MINOR VARIANCE
TO: Town of Tillsonburg Committee of Adjustment MEETING: June 27, 2016
REPORT NUMBER: 2016-153
OWNER: Tilldent Holdings Limited
155 Allen Street, Tillsonburg ON, N4G 5W1
APPLICANT: Dan Schinkelshoek (Melchers Construction Limited) 22662 Komoka Road, Komoka ON, N0L 1R0 REQUESTED VARIANCE:
Relief from Table 5.24.2.1 – Parking Standards, to decrease the minimum required parking spaces for a professional office from 37 spaces (1 per 20 m2 of gross floor area) to 36 spaces to
facilitate the replacement of an existing commercial building. LOCATION:
The subject property is described as Lot 7, Plan 1033, in the Town of Tillsonburg. The lands are located on the east side of Broadway, between Devonshire Avenue and North Street East and are municipally known as 584 Broadway Street. BACKGROUND INFORMATION:
COUNTY OF OXFORD OFFICIAL PLAN:
Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Service Commercial, with
Special Policy Area permitting a medical centre as an additional
permitted use TOWN OF TILLSONBURG ZONING BY-LAW: Special Service Commercial Zone (SC-21)
SURROUNDING USES: predominately service commercial uses, fronting on Broadway and Vance Drive
55
File Number: A-07/16 Report Number 2016-153 Page 2
COMMENTS:
(a) Purpose of the Application:
The applicant is requesting relief from the above noted provision of the Town Zoning By-law to
facilitate the replacement of an existing commercial building. For the Committee’s information, a previous Official Plan Amendment and Zone Change
application was approved by County Council and Town Council permitting a medical centre on the service commercial lands. The applicant has since modified the layout of the medical clinic to include an additional treatment room, and thus has increased the minimum required number
of parking spaces.
The subject property is approximately 2373 m2 (25 543ft2) and contains a vacant commercial
building, which is proposed to be demolished and replaced with a one storey commercial building with an approximate gross floor area of 370 m2 (3983 ft2). The building will be occupied
by a medical practice (dentist).
Plate 1, Existing Zoning & Location Map, shows the location of the subject property and the
zoning in the immediate vicinity.
Plate 2, 2015 Air Photo, shows the location of the subject lands and surrounding properties.
Plate 3, Applicant’s Site Sketch, shows the dimensions and setbacks of the proposed commercial building, as well as the location of the proposed parking spaces.
(b) Agency Comments:
The application was circulated to a number of public agencies and no concerns were raised. The Town of Tillsonburg Engineering Services Department provided the following comments:
“Engineering Services has no concerns with the proposed minor variance, however the applicant should confirm that the comments previously provided by the Town (regarding
existing drainage swale, SWM requirements, and required parking space and aisle dimensions)
can be incorporated into the site plan for the proposed development, without requiring additional zoning relief”.
Public Notice was mailed to surrounding property owners on June 10, 2016. As of the writing of
this report, no comments or concerns had been received from the public.
(c) Intent and Purpose of the Official Plan:
The subject property is designated ‘Service Commercial, Special Policy Area’ according to the Official Plan. Areas designated for Service Commercial use are intended to provide for a broad
range of commercial uses that, for the most part, are not suited to locations within the Central
Area because of their site area, access or exposure requirements or due to incompatibility or land use conflicts with residential development.
The use of the lands for a medical centre is permitted by the Special Policy Area that was approved by Oxford County Council through Official Plan Amendment No. 196.
56
File Number: A-07/16 Report Number 2016-153 Page 3
(d) Intent and Purpose of the Zoning By-law:
The subject property is zoned ‘Special Service Commercial Zone (SC-21)’ according to the
Town of Tillsonburg Zoning By-law. In addition to the standard uses permitted in the Service Commercial Zone, a medical center is permitted on the subject lands.
According to Table 5.24.2.1 (Parking Standards), a professional office is required to provide 1 parking space per 20 m2 (215.3 ft2) of gross floor area. In this case, a total of 37 standard
parking spaces are required to accommodate the proposed medical office. Minimum parking requirements ensure that all necessary parking to support the development is provided on the subject property. Sufficient accessible parking spaces are provided onsite.
The development of the property is subject to site plan control.
(e) Desirable Development/Use:
It is the opinion of this Office that the proposed variance to reduce the minimum required
parking spaces from 37 to 36 to facilitate the construction of a medical centre can be considered desirable development of the subject property.
While the required parking cannot be provided on the site based on the conceptual site plan, it is anticipated that the parking demand is not expected to exceed the parking supply onsite.
Additionally, the nature of the proposed use is such that most visitors will arrive as per scheduled appointments and significant peak parking demand that would exceed supply is not anticipated.
In light of the foregoing, it is the opinion of this Office that the proposed relief maintains the general intent and purpose of the Official Plan and Zoning By-law and can be given favorable
consideration.
RECOMMENDATION:
That the Town of Tillsonburg Committee of Adjustment approve Application File A-07/16,
submitted by Tilldent Holdings Limited, for lands described as Lot 7, Plan 1033, Town of Tillsonburg, municipally known as 584 Broadway, as it relates to:
1. Relief from Table 5.24.2.1 – Parking Standards, to decrease the minimum required parking spaces for a professional office from 37 spaces (1 per 20 m2 of gross floor area)
to 36 spaces to facilitate the replacement of an existing commercial building;
Subject to the following condition:
i. That a building permit for the proposed medical centre be issued within 1 year of the date of the Committee’s decision.
57
File Number: A-07/16 Report Number 2016-153 Page 4
As the proposed variance is:
(i) minor in nature;
(ii) desirable for the appropriate development or use of the land;
(iii) in-keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law No. 3295; and
(iv) in-keeping with the general intent and purpose of the Official Plan.
Authored by: “original signed by” Eric Gilbert, MCIP, RPP, Senior Planner
Reviewed by: “original signed by” Gordon Hough, RPP, Director
EG
June 14, 2016
58
June 14, 2016
This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey
Legend
770
Notes
NAD_1983_UTM_Zone_17N
38 Meters
Parcel Lines
Property Boundary
Assessment Boundary
Unit
Road
Municipal Boundary
Environmental Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to 1:500)
59
March 22, 2016
This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey
Legend
270
Notes
NAD_1983_UTM_Zone_17N
14 Meters
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
COUNCIL REPORT
MAYOR’S OFFICE
Report Title: UPDATE –County of Oxford
Report No.: MYR 16-08
Author: Mayor Molnar
Meeting Type: COUNCIL MEETING
Council Date: JUNE 27, 2016
Attachments:
RECOMMENDATION:
THAT Council receives report MYR 16-08 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
• CASPO Report 2016-50 (5/25) gave direction for County to proceed with an OP
Amendment dealing with extension of Water and Wastewater services beyond
municipal boundaries. There will be opportunity for local comment, with the
anticipated response time being extended until September 2016.
• CAO Report 2016-06, of June 8, 2016, confirmed the receipt of grant dollars from
Province through the EVCO (Electric Vehicle Chargers Ontario) Program for sites in
Ingersoll and Woodstock. Tillsonburg had partnered with the County in this program but were unsuccessful, as almost all provincially funded stations have immediate
access to a 400-series highway. An aggressive approach continues to provide access
in south end of County to ensure accessibility and connectivity.
76
• Oxford County Council approved their own application (OP 15-08-9) to amend
sections of the Official Plan concerning Waste Management. This material had been
circulated and members of Tillsonburg Senior Leadership were provided opportunity
to comment. This further incorporated relevant principles of sustainability as contained in the Future Oxford Community Sustainability Plan;
• At the meeting of June 22, Council endorsed a commitment to continue with strategies and implementation on Draft plans to ensure 100% Renewable Energy in
Oxford County by 2015. This Draft document is a blueprint for the process ahead,
and there is an anticipation of a broader public outreach to engage all stakeholders in
the near future. (See – www.smartenergyoxford.ca)
• PW 2016-34 of June 22, highlights the work plan for development and completion of
Trans Canada Trail as previously endorsed by Council. A parallel report (RCP 16-25)
is expected to be introduced at local Council of June 27.
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: 6/27/16
Page 2 / 2 CAO
77
Report Title Additional Committee Appointments
Report No. CL 16-17
Author Tricia Smith, Deputy Clerk
Meeting Type Council Meeting
Council Date June 27, 2016
Attachments
RECOMMENDATION
THAT Council receives Report CL 16-17, Additional Committee Appointments;
AND THAT Council appoint Jane McLean (J.L. Scott McLean Legacy Fund) and Ken Patterson
(Tillsonburg Rotary Club) to the Memorial Park Revitalization Project Sub-Committee.
EXECUTIVE SUMMARY
At the April 25, 2016 meeting, Council endorsed the Terms of Reference for the Memorial Park Revitalization Project Sub-Committee and appointed (15) members to the sub-committee. The Parks & Recreation Advisory Committee recommended that various community groups be
represented on the sub-committee.
Representation from (3) of the (10) recommended community groups remained outstanding at
the time of the initial appointments and staff were directed to report back to Council with additional names once they were received. Jane McLean, representing the J.L. Scott McLean Legacy Fund and Ken Patterson, representing the Tillsonburg Rotary Club have put their names
forward for appointment to the Memorial Park Revitalization Project sub-committee.
FINANCIAL IMPACT/FUNDING SOURCE
Financial impacts are contained in the 2016 budget.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Committee appointments demonstrate an excellence in local government through increased
opportunities for citizens and stakeholders to be included in oversight on municipal operations.
Page 1 / 1 Report CL 16-17
78
Report Title Green Energy Act Reporting 2016
Report No. RCP 16-24
Author Rick Cox, Director of Recreation, Culture & Parks
Meeting Type Council Meeting
Council Date June 27, 2016
Attachments • Energy consumption spreadsheet
RECOMMENDATION
THAT Council receives Report RCP 16-24 Green Energy Act Reporting 2016 for information;
AND THAT Council approves submission of the Energy Consumption and GHG Emissions
report for 2014 to the Province to meet legislated reporting requirements.
EXECUTIVE SUMMARY
Bill397/11 Green Energy Act requires that municipalities must report natural gas and hydro
consumption for all facilities where the municipality pays the utility bills. By July 1, 2016, municipalities must report 2014 consumption.
BACKGROUND
Regulation 397/11 of the Green Energy Act (2009) requires public agencies including
municipalities to prepare, publish, make available and implement energy conservation and demand management plans. In addition, there is an annual July 1 deadline by which municipalities must publish on their website certain prescribed energy consumption information.
This year the requirement is for publishing consumption data from 2014. Town staff has
compiled all of the necessary data facility energy use for 2014 and are using software provided
by AMO/LAS to manage the reporting. The next target deadline is July 1, 2017 at which time 2015 consumption data must be published.
Below is a chart of the totals reported since 2011:
CONSULTATION/COMMUNICATION
N/A
Cost ($)Energy (ekWh/yr)GHG Emissions (kg CO2e/yr)# of Degree Days
2011 534,415$ 7,957,000 1,138,498 4503
2012 530,046$ 7,973,666 1,117,243 3525
2013 607,987$ 8,412,940 1,208,845 3898
2014 603,269$ 8,303,497 1,139,579 4151
Page 1 / 2 RCP 16-24 Green Energy Act Reporting 201
79
FINANCIAL IMPACT/FUNDING SOURCE
There is no cost to the Town as a direct result of this report. Continuing implementation of the
Town’s Energy Management Plan will result in significant cost avoidance if not in actual cost
reductions.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
This report supports the following CSP priorities:
1.1 Demonstrate excellence in local government initiatives
1.3 Demonstrate accountability
4.3 Improve mobility and promote environmentally sustainable living
Page 2 / 2 RCP 16-24 Green Energy Act Reporting 201
80
Energy Consumption and GHG Emmissions
From: 2014-01-01 To: 2014-12-31
Facility Name Address Total Area (m2)Average Hours/DaFuel Types Consumption Cost ($)Energy (ekWh/yr)GHG Emissions (kg GHG Intensity (kg Energy Intensity
Facility Primary Type: Office
Tillsonburg Cemete191 Simcoe Street 200 6.43 NG 5199.00 m3 1,698 55,254 9,829 49.15 276.27 (ekWh/m2)
Elect.17639.00 kWh 2,803 17,639 1,341 6.7 88.19 (ekWh/m2)
Corporate Office 200 Broadway 500 5.71 NG 2440.00 m3 950 25,932 4,613 9.23 51.86 (ekWh/m2)
Elect.32497.00 kWh 5,856 32,497 2,470 4.94 64.99 (ekWh/m2)
Facility Type Total 11,308 131,322 18,253
Facility Primary Type: Museum
Museum 28 Tillson Ave 1090 6.28 NG 17802.00 m3 5,096 189,196 33,657 30.88 173.57 (ekWh/m2)
Elect.115812.00 kWh 17,101 115,812 8,803 8.08 106.25 (ekWh/m2)
Facility Type Total 22,197 305,008 42,460
Facility Primary Type: Fire
Fire Hall 80 Concession Stre 670 24 NG 27339.00 m3 7,672 290,553 51,688 77.15 433.66 (ekWh/m2)
Elect.75681.00 kWh 10,886 75,681 5,753 8.59 112.96 (ekWh/m2)
Facility Type Total 18,558 366,234 57,441
Facility Primary Type: Police
Police Station 90 Concession Stre 1250 24 NG 28134.00 m3 7,921 299,002 53,191 42.55 239.20 (ekWh/m2)
Elect.190127.00 kWh 27,327 190,127 14,452 11.56 152.10 (ekWh/m2)
Facility Type Total 35,248 489,129 67,643
Facility Primary Type: Recreation Complex
Tillsonburg Commu 45 Hardy Avenue 14000 23.93 NG 313749.00 m3 87,987 3,334,454 593,182 42.37 238.18 (ekWh/m2)
Elect.2496600.00 kWh 350,473 2,496,600 189,772 13.56 178.33 (ekWh/m2)
Facility Type Total 438,460 5,831,054 782,954
Facility Primary Type: Public Works
Public Works 20 Spruce Street 1600 6.43 NG 33298.00 m3 9,262 353,884 62,954 39.35 221.18 (ekWh/m2)
Elect.98287.00 kWh 14,374 98,287 7,471 4.67 61.43 (ekWh/m2)
Customer Service C10 Lisgar Ave 1895 6.41 NG 31749.00 m3 8,862 337,421 60,026 31.68 178.06 (ekWh/m2)
Elect.204469.00 kWh 29,584 204,469 15,542 8.2 107.90 (ekWh/m2)
Facility Type Total 62,081 994,061 145,993
Facility Primary Type: Other
Lake Lisgar Waterp8 Ross 200 7 NG 9831.00 m3 3,030 104,482 18,587 92.93 522.41 (ekWh/m2)
Elect.69065.00 kWh 10,163 69,065 5,250 26.25 345.32 (ekWh/m2)
Summer Place 8 Ross 150 5.71 Elect.13143.00 kWh 2,224 13,143 999 6.66 87.62 (ekWh/m2)
Facility Type Total 15,417 186,690 24,836
Grand Total 603,269 8,303,497 1,139,579
81
Report Title TCT Extension Project Work Plan Update
Report No. RCP 16-25
Author Rick Cox, Director of Recreation, Culture & Parks
Meeting Type Council Meeting
Council Date June 27, 2016
Attachments • Oxford County Report PW 2016-34 & attachments
RECOMMENDATION
THAT Council receives Report RCP 16-25 TCT Extension Project Work Plan Update for information.
EXECUTIVE SUMMARY
The Trans Canada Trail Extension Project is being implemented as a partnership between
Oxford County and the Town of Tillsonburg. At the County Council meeting of June 23, 2016 County staff provided an update on progress to date and the workplan moving forward. The same update is being provided to the Council of the Town of Tillsonburg.
CONSULTATION/COMMUNICATION
County staff contributed the project update and will be present during the Council meeting to
present the information.
FINANCIAL IMPACT/FUNDING SOURCE
There is no new financial impact to the Town considered as part of this report beyond what has
already been approved by Town Council. The partnership Agreement between the County and
the Town for the TCT Extension Project commits the Town to contribute 15% of the municipal
share of the project cost. In the Agreement, Tillsonburg’s contribution is capped at $46,500.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
This report supports the following CSP priorities
1.1 Demonstrate excellence in local government initiatives
1.3 Demonstrate accountability
4.3 Improve mobility and promote environmentally sustainable living
Page 1 / 1 RCP 16-25 TCT Extension Project Work Pla
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Attendance: Mike Cerna, Robert Doerr, Michael Kadey, Margaret McCrimmon, Peter
Staley, Councillor Brian Stephenson, Tricia Smith
Regrets: Helen Lamos-Parker, Scot Richardson
1. Call to Order
The meeting was called to order at 3:56 p.m.
2. Adoption of Agenda
Moved By: Peter Staley Seconded By: Robert Doerr
THAT the Agenda for the Committee meeting of June 8, 2016, be adopted as
amended.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
4. Adoption of Minutes of Previous Meeting
Moved By: Mike Cerna Seconded By: Margaret McCrimmon
THAT the Minutes of the Committee meeting of April 13, 2016, be approved.
Carried
The Corporation of the Town of Tillsonburg
ACCESSIBILITY ADVISORY COMMITTEE
June 8, 2016
3:00 p.m.
Annex
200 Broadway Street, Tillsonburg
MINUTES
83
Accessibility Advisory Committe Meeting – Agenda - 2 -
5. Delegations and Presentations
5.1. Transportation Pilot Program Update – John Preston, Community
Transportation Coordinator
John Preston, Community Transportation Coordinator provided an update on the
Transportation Pilot Program and circulated a copy of the program schedule and
information on the Regional Ride Share program. The official launch of the T:GO
program was April 4, 2016. Mr. Preston indicated that there is the potential for
the program to be expanded to include additional pick-up times. There will be
test days run in August for Sunday service to gage public interest. An additional
run has now been added to the Norfolk Mall at 3:30 p.m. Continuing efforts are
being made to adjust the routes to meet client needs.
6. General Business & Reports
6.1. Review of the Terms of Reference
Tricia Smith, Deputy Clerk provided a review of the committee’s Terms of
Reference. The only change made to the Terms of Reference was to reduce the
minimum number of meetings a year the committee will have from (8) to (5).
Additional meetings may still be called at the will of the chair.
Moved By: Mike Kadey Seconded By: Margaret McCrimmon
THAT the Accessibility Advisory Committee approve the amended Terms of
Reference.
Carried
6.2. Review of the Multi-Year Accessibility Plan
Tricia Smith, Deputy Clerk, provided a review of the Multi-Year Accessibility
Plan. She indicated that the plan was first implemented in 2014 and that a
number of accessibility initiatives have taken place since the plan was first
created and the membership of the committee has changed. A copy of the plan
84
Accessibility Advisory Committe Meeting – Agenda - 3 -
will be circulated to Senior Leadership for review and input prior to coming back
to the committee for final review and approval.
The committee discussed implementing a process with Town Engineering staff
to allow for input and recommendations by the Accessibility Advisory Committee
in regards to accessibility features for major developments or renovations of
municipal property and buildings prior to such work being undertaken.
6.3. Accessibility Recognition Award
The Deputy Clerk provided an overview of the draft Accessibility Recognition
Award criteria and Nomination form. Robert Doerr, Scot Richardson and
Councillor Stephenson provided assistance and input for the development of the
award criteria. Contact has been made with the Tillsonburg Chamber of
Commerce, and an invitation has been extended for the committee to provide a
presentation to the Chamber Board on the Business Accessibility category.
It was recommended by the committee, that Institutions and Schools be added
to the types of nominations that may be received and to include a statement in
the award criteria that the committee is not obligated to present the Accessibility
Achievement Award annually, but as nominations are selected.
Moved By: Robert Doerr Seconded By: Peter Staley
THAT the Accessibility Advisory Committee, receive the Accessibility
Recognition Award criteria and Nomination form, as information.
Carried
7. Correspondence
7.1. Planning Accessible Events – Ministry of Economic Development,
Employment
& Infrastructure
85
Accessibility Advisory Committe Meeting – Agenda - 4 -
A copy of the Planning Accessible Events by the Ministry of Economic
Development, Employment & Infrastructure was circulated to the committee as
information.
7.2. Accessible Parking Bill - AMCTO
The Deputy Clerk provided a review of Bill 187, a private members bill regarding
Accessible Parking, which has passed second reading. Should the Bill receive
Royal Assent, the Premier would be required to appoint a commission of inquiry
into accessible parking and municipalities would be encouraged to adopt
standard accessible parking by-laws.
7.3 AMCTO Accessibility Hub
AMCTO will be launching an Accessibility Hub website in early June, which will
provide an opportunity for individuals, municipalities, public, private and non-
profit organizations to share information and access resources in an effort to
increase awareness and build on good practices in regards to accessibility.
8. Other Business
8.1 Barrier-free washroom at Tillsonburg Community Centre
Rick Cox, Director of Recreation, Culture & Parks spoke to the committee about
a proposed unisex barrier-free washroom at the Community Centre and asked
for input from the committee on the washroom’s location. Due to a number of
structural issues relating to the originally proposed location, a new location was
recommended adjacent to the wheelchair ramp opposite the Lion’s Auditorium in
a section of the storage room.
The project has been tendered and funding has been secured to help offset a
portion of the costs for the installation of the washroom. Mr. Cox noted that
funding is required to be spent by the end of July, but an extension for the
project has been applied for.
Discussion took place about another possible location and raising the floor of
washroom.
86
Accessibility Advisory Committe Meeting – Agenda - 5 -
Mr. Cox noted that this process would increase the cost of the project and
requirement for municipal funds.
Moved By: Mike Cerna Seconded By: Robert Doerr
THAT the Accessibility Advisory Committee endorse the proposed location for
the barrier-free washroom at the Tillsonburg Community Centre with the addition
of a railing in the centre of the adjacent staircase to control pedestrian traffic.
Carried
8.2 Meeting Schedule – 2017
Moved By: Mike Cerna Seconded By: Peter Staley
THAT the Accessibility Advisory Committee meet on the second Wednesday at
3:00 p.m. during the months of September and November in 2016 and in
February, April and June in 2017.
Carried
9. Next Meeting
The next meeting of the Accessibility Advisory Committee will be held on
Wednesday, September 14, 2016 at 3:00 p.m. in the Annex Board Room.
10. Adjournment
Moved By: Mike Kadey Seconded By: Peter Staley
The meeting was adjourned at 4:50 p.m.
Carried
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ATTENDANCE Andrew Burns, Lisa Gilvesy, Jesse Goossens (Departed 8:55 AM), Councillor Jim Hayes, Kirby Heckford (Arrived 7:48 AM), Mayor Stephen Molnar (Departed 8:55 AM), Lindsay Morgan,
Ashton Nembhard (Departed 9:20 AM), Steve Spanjers, Randy Thornton, Cedric Tomico
Staff Present: David Calder, Cephas Panschow, Geno Vanhaelewyn (Departed 7:50 AM)
MEMBERS ABSENT/REGRETS
John Veldman
1. Call to Order
The meeting was called to order at 7:30 AM.
2. Adoption of Agenda
Moved By: R. Thornton Seconded By: J. Hayes
Proposed Resolution # 1
THAT the Agenda as prepared for the Development Committee meeting of May 10, 2016 be
adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof – None Declared
4. Adoption of Minutes of Previous Meeting
4.1. Minutes of the Meeting of April 12, 2016
Moved By: A. Burns Seconded By: R. Thornton
Proposed Resolution # 2
THAT the Minutes of the Development Committee Meeting of April 12, 2016 be
approved.
Carried
The Corporation of the Town of Tillsonburg
Development Committee
May 10, 2016
7:30 AM
Board Room, Customer Service Centre
10 Lisgar Ave, Tillsonburg
MINUTES
88
Development Committee Meeting Minutes (May 10, 2016) - 2 -
5. Delegations and Presentations
5.1. Building Department Q1 Report
G. Vanhaelewyn presented his first quarter report. Residential and commercial sector
construction values are high with both single family and total residential units above average.
Hayhoe Homes and Baldwin Place are responsible for the majority of the new homes being
built. Industrial and Institutional sector values are below average, but they are expected to
rebound later in the year. Question regarding lack of activity on some of the other subdivisions.
Is there an opportunity to provide information to help these builders improve sales? Do these
subdivisions meet property standard requirements and are standards a tool to help encourage
maintenance? Yes, this process is in place.
6. Information Items
6.1. Community Strategic Plan
D. Calder provided summary of Open House and Branding Launch event on April 18. Event
was very successful with good attendance. Clerk’s office will continue to monitor and provide
updates.
6.2. Post-Secondary Education
C. Panschow provided update of meeting with Fanshawe College. 2015 Education Survey
provided a lot of support for collaboration between local companies for basic training and the
next step is building that support. Committee requested report on this item as a priority and also
including Chamber action items.
6.3. Tillsonburg Hydro Inc
No update.
6.4. Town Hall Task Force
D. Calder advised that KNY Architects had completed the space needs study and provided to
Council at their May 9, 2016 meeting. Study was well received and identified next steps for the
Town to action. There is a commitment to continue this initiative. Committee requested a copy
of the study.
7. General Business & Reports
7.1. Draft Community Improvement Plan
Guidelines have been updated to reflect streamlined names for each program. Committee
requested that the different rebate levels related to the tax rebate be confirmed to ensure that
the High level is indeed significantly better than the General level. Agreed that specific areas in
Downtown be confirmed to be both the Central Commercial and Entrepreneurial, the deadline
89
Development Committee Meeting Minutes (May 10, 2016) - 3 -
for applying (before building permit issued), and to develop a maximum rebate amount per
project (Is $100,000 appropriate?). Should employment be one of the criteria?
Moved By: J. Hayes Seconded By: K. Heckford
Proposed Resolution # 3
THAT the draft Community Improvement Plan guidelines for the Town of Tillsonburg be
supported in principle subject to being revised to reflect Committee’s comments on and
also maintaining flexibility in the program criteria.
Carried
7.2. Committee Vacancies
Council appointed Mel Getty and Deb Gilvesy to fill the vacancies. Clerk’s Office will advise and
provide committee information. Analysis conducted by J. Goossens was benefit and confirmed
that the Committee does have representation and expertise across a broad number of sectors.
Need to continue to ensure this in the future.
7.3. Economic Development Q1 Report
C. Panschow indicated that most metrics were comparable or above last year’s but some are
below targets. This is partially due to the increase in target levels and also branding project
management in Q1. Already seeing improvement in Q2.
Reviewed Highway 3 Business Park plans. Suggestion to develop a new lotting plan showing
smaller parcels of land. Request for Proposals for the detailed design of the Hwy 3 and
Clearview intersection has closed and review is in process.
8. Committee Minutes & Reports
8.1. Tillsonburg District Chamber of Commerce
Awards Gala was sold out with record attendance (265). Chamber will be doing an event in
June to review red tape issues with local businesses.
8.2. Downtown Business Improvement Association
March AGM was well attended. Also have a couple of board vacancies that need to be
filled. Worked with Fanshawe students on some initiatives and hope to have that continue.
Turtlefest is three days with more events being added to the Sunday.
8.3. Tillsonburg District Real Estate Board
Transactions levels are very high and inventory is low.
8.4. Physician Recruitment
Town and Oxford committees are working together. There is a medical student event that
will be hosted at the end of May.
90
Development Committee Meeting Minutes (May 10, 2016) - 4 -
9. Correspondence - None
10. Other Business
10.1. Roundtable
Inquiry regarding the state of the woodlot being harvested sustainably at the northwest
corner of Baldwin and Quartertown Line. Advised that it will be cleaned up further.
11. Closed Session
12. Next Meeting
The next meeting of the Development Committee will be on Tuesday, June 14, 2016.
13. Adjournment
Moved By: R. Thornton Seconded By:
Proposed Resolution 4
THAT the Development Committee Meeting of May 10, 2016 be adjourned at 9:40 PM.
91
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ATTENDANCE MEMBERS PRESENT: Charles Baldwin, Paul DeCloet, Penny Esseltine, Corey Hill, Robert Marsden,
Christine Nagy, Sue Saelens, Marian Smith, Tricia Smith, Maurice Verhoeve, Paul Wareing. Janet Wilkinson
MEMBERS ABSENT/REGRETS: Ken Butcher, Penny Esseltine
1. Call to Order
The meeting was called to order at 8:59 a.m.
2. Adoption of Agenda
Moved By: S. Saelens Seconded By: C. Nagy
Proposed Resolution #1_
THAT the Agenda for the Heritage, Beautification & Cemetery Advisory Committee meeting of June 2,
2016, be adopted. Carried.
3. Disclosures of Pecuniary Interest and the General Nature Thereof: None
4. Adoption of Minutes of Previous Meeting
4.1. Minutes of the Meeting of May 5, 2016
Moved By: S. Saelens Seconded By: P. DeCloet
Proposed Resolution #2
THAT the Minutes of the Heritage, Beautification & Cemetery Advisory Committee Meeting of May 5,
2016, be approved. Carried
5. Delegations and Presentations
5.1. Heritage Designation Process – T. Smith gave a power point presentation on the important issues
related to designation of heritage properties (a copy of this presentation will be forwarded to all members by e-mail)
6. General Business & Reports
6.1. Keep Tillsonburg Beautiful – P. DeCloet – 600 trees were successfully planted by about 10:30 a.m. and a BBQ was appreciated by the participants, many of whom were parents with children. Local
donators were: Lions Club and Knights of Columbus – cash; McDonalds Restaurant – a large
number of free bakery item and McFlurry coupons; Home Hardware – two bird feeders and a wooden insect habitat; Canadian Tire – free oil change coupon; Tim Hortons – coffee, hot chocolate
and Timbits; Tillsonburg Community Centre – season pass to waterpark. It was noted that the local
community in this subdivision were very displeased with the tree planting location. It is a large park
The Corporation of the Town of Tillsonburg
HERITAGE, BEAUTIFICATION &
CEMETERY ADVISORY COMMITTEE
June 02, 2016
9:00 a.m.
Marwood Lounge
Community Centre
MINUTES
92
but they claimed that children used this section to playing ball. They felt they should have been
notified even though the notices were in the paper for a few weeks ahead of the planting.
6.2. Report from Beautification Working Group and Tillsonburg Horticultural Society – C. Nagy reported
that the downtown hanging baskets should be installed any day. There will be 8 planters on the corners of Brock and Ridout at Broadway. Four of these are loaned by Garden Gate. Knights of
Columbus have given $2,000 for the other four. This year these planters are being loaned as the
decision has not been made yet as to which planters will be purchased for permanent use. Plans are to enhance the parkette at Oxford and Broadway with canopy trees and a more appropriate
fountain. The plans and costing are in process and will be forwarded to this committee for approval before sending to Council. The Clock Tower property, much of which is currently parking, is another possibility for future enhancement.
Moved By: P. DeCloet Seconded By: P. Wareing
Proposed Resolution #3
THAT the Beautification Working Group continue to meet during the summer to expedite planning,
funding applications deadlines to be met, etc. These actions would be reported back to the
Heritage, Beautification and Cemetery Committee. Carried
7. Correspondence
8. Other Business
8.1. Rolph Street School – as a result of T. Smith’s power point presentation, a discussion took place about the importance of preserving Rolph Street School.
Moved By: M. Verhoeve Seconded By: S. Saelens
Proposed Resolution #3
THAT the Heritage, Beautification and Cemetery Advisory Committee ask Tillsonburg Town Council
to consider, with some urgency, the possible purchase of Rolph Street School for future beneficial
community uses. Carried
8.2. Trottier Woodlot – open for walking now
8.3. Annandale Field – the tree planting site from last year was reviewed. Estimated 15% mortality rate
which is very good. 8.4. There will be a possible tour of a London cemetery planned for the fall.
9. Next Meeting
The next meeting of the Heritage, Beautification & Cemetery Advisory Committee will be on September
1, 2016 at 9:0 a.m. in the Marwood Lounge.
10. Adjournment
Moved By: P. DeCloet Seconded By: J. Wilkinson
Proposed Resolution #
THAT the Meeting of Heritage, Beautification & Cemetery Advisory Committee on June 2, 2016 be
adjourned at 10:02 a.m. Carried.
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ATTENDANCE Stephen Molnar Jim Hayes
John Bamford Shane Curtis Mike Dean
Mel Getty Ian Messenger
John Prno
Staff:
Jeff Smith, Fire Chief
Donna Wilson, Clerk
MEMBERS ABSENT/REGRETS
Ted Sanders Gord Collins
1. Call to Order
The meeting was called to order at 7:01p.m.
2. Adoption of Agenda
3. Disclosures of Pecuniary Interest and the General Nature Thereof
4. Adoption of Minutes of Previous Meeting
N/A.
5. General Business & Reports
5.1. Election of Chair
Moved By: Jim Hayes Seconded By: John Bamford
Resolution #1
The Corporation of the Town of Tillsonburg
FIRE STRAT PLANNING COMMITTEE
May 31, 2016
7:00p.m.
Fire Station Training Room
80 Concession Street East
MINUTES
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Fire Services Strategic Planning Committee Meeting Minutes, May 31, 2016 - 2 -
THAT Shane Curtis is nominated as Fire Services Strategic Planning Committee
Chair.
CARRIED
5.2. Election of Vice Chair
Moved By: Stephen Molnar Seconded By: John Bamford
Resolution #2
THAT John Prno is nominated as Fire Services Strategic Planning Committee
Vice Chair.
CARRIED
5.3. Introduction
Fire Chief provided an overview presentation of the Terms of Reference for the
committee and general discussion on the strategic planning process.
Discussion about setting meeting times, dates and frequency. Meetings will be
held monthly at first, on Tuesdays and scheduled from 7:00p.m. to 8:30p.m..
Discussion was held about reference materials and background information that
Committee would like prior to next meeting. Fire Chief provided a list as follows:
• Fire Comm customer list
• Provincial statistics for comparison
• Historic (10 year) call statistics for Tillsonburg
• Sample strategic plans
• Municipal comparators
• Copy of Establishing & Regulating By-law
6. Next Meeting
The next meeting of the Fire Services Strategic Planning Committee will be on at the call of
the Chair.
7. Adjournment
Moved By: John Bamford Seconded By: John Prno
Resolution #3
THAT the Fire Services Strategic Planning Committee meeting of May 31, 2016 be
adjourned at 8:40p.m.
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ATTENDANCE Bob Marsden, Patty Phelps, Mary Lou Sergeant, Dianne MacKeigan
MEMBERS ABSENT/REGRETS
Helen Lamos-Parker, Chris Rosehart
1. Call to Order
The meeting was called to order at 4:32 pm
2. Adoption of Agenda
Moved By- Mary Lou Sergeant Seconded By- Dianne Mackeigan
Proposed Resolution #_1
THAT the Agenda as prepared for the Museum Advisory Committee meeting of May 26,
2016 be adopted. Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof- none
4. Adoption of Minutes of Previous Meeting
4.1. Minutes of the Meeting of March 31, 2016
Moved By: Mary Lou Sergeant Seconded By: Dianne MacKeigan
Proposed Resolution #_2
THAT the Minutes of the Museum Advisory Committee Meeting of March 31,2016 be
approved. Carried
5. Delegations and Presentations- None
The Corporation of the Town of Tillsonburg
COMMITTEE NAME
May 26, 2016
4:30 pm
Program Room- 2nd floor Annandale NHS
30 Tillson Ave., Tillsonburg
MINUTES
96
6. General Business & Reports
6.1. Financial- $113 196.16 Balance in the trust account
6.2. Tour Guides- nothing to report
6.3. Curator’s Report- The Curator’s report was circulated and included the following
highlights:
1. March numbers were down but April numbers were up due to 2 motor coach tours
and room rentals
2. Pratt Gallery exhibit, Before the Little Black Dress has been well received. Next
exhibit- A Tisket- A Tasket, an exhibition of baskets opens June 18.
3. Turtlefest plans continue with turtle croquet on the lawn planned for Sunday,
4. Students, Victoria Hanson and Madison Wild started on May 16.
5. The dress workshop was cancelled because of low numbers. Basket making
workshop is planned for July 23.
6. Porch repairs are being worked on and should be completed in the next few weeks.
7. Wingfield tickets are still available. Encourage attendance.
8. Doors Open Oxford scheduled for May 28. Museum basement storage will be open.
9. Three more Lunch and Learns are scheduled for June, September and October.
10. 25 people took part in the bus trip to the Cambridge Butterfly Conservatory and
South Works Mall.
11. Trip of the Month tickets are available for sale. Sellers are needed.
12. Application for the CMOG grant has been received and is being worked on to be
submitted by June 30, 2016
13. A request has been received from Rebecca Perry to borrow the native village
artefact collection for study.
Moved by Mary Lou Sergeant Seconded by Dianne MacKeigan
Proposed Resolution # 3
THAT the request to remove artefacts for study be denied, but that the student
be allowed to examine the artefacts on-site. Carried
14. Two museum supporters recently passed away, Ruby Fleming (April 27) and Marion
Pratt (May 11). Both families listed the Annandale House Trust Fund as a charity of
choice and several donations have been received in their memory.
Moved By: Dianne MacKeigan Seconded By: Mary Lou Sergeant
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Proposed Resolution # 4
THAT the reports be adopted as presented Carried
7. Correspondence- None
8. Other Business
8.1. Porch repairs are underway.
8.2. A request for quotes for repairs and painting is going out
Moved By: Mary Lou Sergeant Seconded By: Dianne MacKeigan
Proposed Resolution #_5
That the information presented pertaining to Other Business be adopted as
presented. Carried
9. Next Meeting
The next meeting of the Museum Advisory Committee will be on June 23, 2016 at 4:30 p.m.
10. Adjournment
Moved By: Dianne MacKeigan Seconded By: Mary Lou Sergeant
Proposed Resolution # 6
THAT the Museum Advisory Committee Meeting of May 26, 2016 be adjourned at 5:10 pm
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Attendance
Chair and Deputy Mayor Dave Beres, Mayor Stephen Molnar, Councillor Penny Esseltine, Dr.
Mohamed Abdalla, Dr. Howard Lamb, Dr. Gerry Rowland, Crystal Houze, Lance Scott, Lana
White
Jane Tillman
Regrets: David Calder
1. Call to Order
2. Adoption of Agenda
Moved By: C.Houze Seconded By: P.Esseltine
Resolution
THAT the Agenda as prepared for the Committee meeting of April 27, 2016, be adopted.
‘Carried’
3. Disclosures of Pecuniary Interest and the General Nature Thereof
None
4. Adoption of Minutes of Previous Meeting – March 30, 2016, including ‘Frequently Used
Acronyms and Definitions’ attachment
The Minutes were not discussed or adopted - deferred to the next meeting.
5. Delegations and Presentations
5.1. Jane Tillmann, Health Force Ontario – Areas of High Physician Need
Jane Tillman met with the Physician Recruitment Committee and presented the
attached powerpoint presentation.
The Corporation of the Town of Tillsonburg
PHYSICIAN RECRUITMENT & RETENTION
April 27, 2016
12:00noon
Council Chambers
200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7
MINUTES
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Physician Recruitment and Retention Committee Minutes – April 27, 2016 - 2 -
Timeframe – They have to apply for legislature change for LHINs to take over this area.
The first reading should be in May; then the earliest it will go forward will be October.
We are likely looking at next year for rollout. The LHINs are preparing for this.
Discussion was held about the Oxford Sub LHIN, and the various models.
Patients First mean the patient chooses where he/she wishes to go.
It was noted that Brant and Norfolk have been deemed high needs as well.
J.Tillman noted that last year, when she met with this Committee, LHINs didn’t have a
means of determining high needs, and Tillsonburg was not on the list. Tillsonburg is
now on the list, and that was based on the communication from Tillsonburg through
herself. They will be putting things on the website showcasing what was looked at and
how high needs is defined. This is being implemented next month. Doctor to
population will be determined.
LHINs will listen to the community. Tillsonburg is on the list because it’s proactive and
engaged. Tillsonburg is on the high needs list, so LHINs wants to hear what our
recruitment plan is. What is our catchment population? 50-60,000 has historically been
used. It was noted that retail consultant reports have said it is as high as 90,000.
Comment was made – One factor that never gets accounted for is, when a community
is asking for more doctors the entire community means we need doctors, despite what
the numbers says.
It was noted that physicians are a limited supply, so LHINs needs to make sure they go
where they are needed.
With respect to gathering dates, privacy has to be considered. Postal codes can be
submitted. Discussion was held about a survey, asking such questions as…do you
have a family physician?...if you do, do you drive?...if we brought an additional
physician to the community would you roster to that physician?
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Physician Recruitment and Retention Committee Minutes – April 27, 2016 - 3 -
Discussion was held to clarify the high needs designation. Tillsonburg is now currently
high needs. Any of our 3 physician groups can recruit more physicians. A new FHO
can also be started.
The Ministry has not said when the next high needs list will be out, but it’s not expected
for 6 months.
The Income Stabilization program was discussed, along with restrictions. J.Tillman to
provide information on Income Stabilization and options, as well as examples of what
communities are offering.
Noted was that incentives we have previously offered often ease pressure on the FHO
rather than the physician.
J.Tillman commented that there is a benefit to having someone, a point person, where
all 3 FHOs can be explored, as well as options.
Clarification was given with respect to FHOs. No one owns a FHO. It’s an agreement
between the Ministry and the physicians. One physician is assigned to be the lead.
Discussion was held regarding a coordinator, to work with the 3 FHOs, the hospital,
medical doctors, the Town, etc. If we had a coordinator that, through this community,
reported to the LHINs, would that be something the province would look at and
appreciate? J.Tillman responded that a number of communities do that, and that would
be helpful. She can speak more to members about that.
Mayor Molnar suggested a couple generic job descriptions would be helpful for the next
meeting, as well as incentive information on what we did in the past.
Further to the coordinator position, if we want a recruitment plan it needs to be clear.
The value of having someone, a coordinator, is so we can dig down and see where we
can recruit in Tillsonburg.
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It’s our job to start the wagon. The issue of professional courtesy is an issue, and that
is something a coordinator could deal with.
Funding and job description to be discussed by D.Calder and C.Houze.
C.Houze to email Fish.
6. General Business & Reports
6.1. Report from the CAO – March 30th Meeting Folllow-up
Deferred to the next meeting.
7. Correspondence
8. Other Business
9. Next Meeting – Tentatively the last Wednesday in May at noon.
Agenda items:
- Coordinator position – a couple generic job descriptions; members be prepared to
discuss the position
- Discussion regarding a Survey; and circulation through tax billing, etc.
- Discussion regarding the following ‘draft’ motion…
Recommendation to move forward with discussion and a request for information from
each of the 3 individual FHOs as they currently exist, asking if they are in a position to
accept or willing to entertain the addition of family doctors;
AND FURTHER, asking if they are willing to share their roster list by postal code.
- With the circulation of the Minutes, Mayor Molnar asked for circulation of the previous
incentive program, as information.
10. Adjournment
Moved By: C.Houze
Resolution
THAT the April 27, 2016 meeting be adjourned at 1:02pm.
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ATTENDANCE:
Marty Klein, Chair
Councillor Penny Esseltine
David Calder
Andrew Gilvesy
Rick Strouth
John Veldman
Lana White
Also Present:
Stephan Namisniak, KNY Architects Inc.
Regrets:
Mayor Stephen Molnar
1. Call to Order – 12:04
2. Adoption of Agenda
Moved By: R.Strouth Seconded By: P.Esseltine
Resolution
THAT the Agenda as prepared for the Committee meeting of April 13, 2016, be adopted.
‘Carried’
3. Disclosure of Pecuniary Interest
None
The Corporation of the Town of Tillsonburg
Town Hall Project Steering Committee
April 13, 2016
12:00am
Annex Board Room, Corporate Office
200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7
MINUTES
103
Town Hall Project Steering Committee Minutes – April 13, 2016 - 2 -
4. Approval of Previous Minutes
Moved By: D.Calder Seconded By: A.Gilvesy
Resolution
THAT the Town Hall Project Steering Committee Minutes dated March10, 2016 be
approved.
‘Carried’
5. General Business and Reports
i) KNY Space Needs Study Draft Report, dated April 1, 2016
S.Namisniak reviewed the Draft Report. A couple small changes are needed
and he will circulate a new copy.
As the report was reviewed, there was opportunity for questions.
With respect to #8, there was a question regarding how the range was arrived
at, 10,463 – 15,887 SF. The consultant responded that corporate clients
sometimes want 100% expansion, which he thinks is excessive. For that
reason, in this case he allowed for 50% expansion.
With respect to #11, the Building Cost of $275 / SF was based on no particular
design. The number for a recent project was $250.
Discussion was held regarding the square footage, proposed at 23,000 SF for 47
staff, perhaps appearing excessive in comparison to current square footage. We
have to be able to recognize the value added, i.e. enhanced Council Chambers,
meeting spaces, etc.
An independent cost consultant would come in during the design process.
Discussion was held regarding the possibility of vacating one of our current buildings
to justify the expenditure. Perhaps rent money would pay a mortgage rather than
liquidating an asset.
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It was noted that there had previously been discussion about utilizing existing
municipal parking, as there is lots of parking in town.
Parking garages cost approximately $30,000/space.
The consultant talked about the basis for interior design. Government manuals and
guidelines provides guidelines for typical work stations, suggested layouts, etc.
Details are contained in the report.
Budget costing was discussed, both construction costs and soft costs, as outlined in
the report. The escalation component was also discussed. Numbers come from
cost reports and independent cost consultants.
The conclusions contained in the report were reviewed and discussed.
During this study, various sites have been identified for consideration. New costs vs
renovation costs need to be considered as well.
The costing component that was included with the report is value added. Discussion
was held regarding separating that.
It was noted that at the last meeting the appropriateness of the proposed office sizes
wasn’t discussed.
The Consultant noted that the best way to save money is by reducing square
footage.
Further discussion was held regarding the proposed square footage, space for 47
employees, public space, and value added. The impression was that creating
‘inviting space’ was important for this project.
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Town Hall Project Steering Committee Minutes – April 13, 2016 - 4 -
It was noted that there are heavy numbers in terms of common office space. Some
of the numbers could be reduced, i.e. depending on the Chambers, that space could
also be used as common space.
The Consultant commented that he worked a bit with the Development
Commissioner through the CAO, and identified potential development sites. To do
more than this is a huge amount of work.
It was suggested that we check in with Council at this point. The Consultant has
given us a report on the size of building that is required, and what’s included in that.
The numbers can be tweaked depending on what can be given up. The next step
would be to look at alternatives. Then, the best way to deliver that to the community
needs to be considered.
Any reference to costs would need to be discussed in camera. At this point costs
won’t be discussed.
A motion was passed to go to council with an update.
Moved by A.Gilvesy
Seconded by R.Strouth THAT the Town Hall Project Steering Committee provide a
status report to Council;
AND FURTHER THAT the Committee request Council to continue the Committee’s
mandate to look at possible sites, which may or may not include other partners.
‘Carried’
The Consultant to add the existing Customer Service staff and perhaps add another
column to the report identifying where we can save some space. To also include an
option for removing all employees from Lisgar as a possibility.
The report to go to the May 9, 2016 Council Meeting. Chair Klein will introduce, the
Consultant will present the report, and the Chair will do a summary.
The revised report to be circulated by email prior to the May 9th Council Meeting.
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Town Hall Project Steering Committee Minutes – April 13, 2016 - 5 -
6. Round Table
7. Next meeting
8. Adjournment
Moved By: J.Veldman Seconded by A.Gilvesy
Resolution
THAT the April 13, 2016 meeting be adjourned at 1:27pm.
‘Carried’
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ATTENDANCE:
Marty Klein, Chair
Mayor Stephen Molnar
Councillor Penny Esseltine
Rick Strouth
John Veldman
David Calder
Lana White
Absent: Andrew Gilvesy
1. Call to Order - 12:09
2. Adoption of Agenda
Moved by J.Veldman
Seconded by R.Strouth THAT the Agenda as prepared for the Town Hall Project Steering
Committee Meeting of June 9, 2016 be adopted.
‘Carried’
3. Disclosures of Pecuniary Interest and the General Nature Thereof
None
4. Adoption of Minutes of Previous Meeting - April 13, 2016
Moved by P.Esseltine
Seconded by S.Molnar THAT the Town Hall Project Steering Committee Minutes dated April
13, 2016 be approved.
‘Carried’
The Corporation of the Town of Tillsonburg
TOWN HALL PROJECT COMMITTEE
June 9, 2016
12:00noon
Annex Board Room
200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7
MINUTES
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Town Hall Project Steering Committee June 9, 2016 – Minutes - 2 -
5. General Business & Reports
5.1. Resolution of Council dated May 9, 2016
THAT Council receives Report CAO 16-05 Town Hall Project Steering Committee Space
Needs Study Project;
AND THAT Council approves the Town Hall Project Steering Committee's continued work
on investigating site locations, budget requirements and possible financing options for a
future Town Hall building.
5.2. Exploring Options
Discussion was held around the table about options. Possibilities include:
- Build to suit
- Either the Town owns the land or not
- Go for a RFP for a build to suit
- A long-term lease 20+ years
- Partnering
- A RFI
- A multi-purpose building
The CAO has been approached about partnering – just general interest.
Discussion was held about who makes the initial contacts, and also about asking
interested partners who are willing to discuss being a tenant or a partner to contact the
CAO or Development Commissioner. The Development Commissioner could filter and
provide us with information.
A RFI, posted in the usual places, may encourage more enquiries. If there is no interest
then we know the Town has to drive this itself.
5.3. Next Steps
The CAO will talk to the Purchasing Coordinator.
We need to develop a criteria. We want to be open and transparent and give anybody
the opportunity to be involved.
Letters could be sent to varies parties.
The following motion was passed.
Moved by R.Strouth
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Town Hall Project Steering Committee June 9, 2016 – Minutes - 3 -
Seconded by J.Veldman THAT the CAO be directed to draft a Notice regarding the
Town Hall Project for public distribution;
AND THAT the draft Notice and a covering letter come back to the next Town Hall
Project Steering Committee Meeting for review.
‘Carried’
The Committee will meet again June 23rd.
After the 23rd, this would go to Council as information. We could be a delegation at the
June 27th Council Meeting.
6. Next Meeting – June 23rd @ 4:00pm.
7. Adjournment
Moved by R.Strouth
Seconded by P.Esseltine THAT the meeting adjourn at 12:54.
‘Carried’
110
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
BOARD OF DIRECTORS MINUTES - May 4th, 2016
(as approved at the Board of Directors meeting held June 1, 2016)
Members in attendance: Leroy Bartlett, Doug Brunton, Robert Chambers, Michael
Columbus, Roger Geysens, Noel Haydt, David Hayes, Tom Southwick and John Scholten
Staff in attendance: C. Evanitski, J. Robertson, J. Maxwell, D. Holmes, L. Minshall, P.
Gagnon, B Hodi and D. McLachlan
Regrets: Dave Beres and Craig Grice
The LPRCA Chair called the meeting to order at 6:30 pm Wednesday, May 4th, 2016 in the
Tillsonburg Administration Office Boardroom.
ADDITIONAL AGENDA ITEMS
MOTION A-66/16 moved: J. Scholten seconded: L. Bartlett
THAT the LPRCA Board of Directors add “an item dealing with litigation or potential
litigation” under the in-camera session as item 1 (a) to the May 4th, 2016 agenda.
CARRIED
DISCLOSURES OF INTEREST
None
DEPUTATIONS
None
MINUTES OF PREVIOUS MEETINGS
MOTION A-67/16 moved: L. Bartlett seconded: N. Haydt
THAT the minutes of the LPRCA Board of Directors Regular Meeting held April 6th,
2016 be adopted as circulated.
CARRIED
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Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick
- 2 -
T. Southwick informed the Board that the East Beach Restoration Project funded by the
Great Lakes Guardian Community Fund is not proceeding as per resolution by Bayham
Council.
BUSINESS ARISING
a) LPRCA Conservation Stewardship Award
Staff developed and presented an application process and terms of reference for the new
LPRCA Conservation Stewardship Award to be presented annually at the Annual General
Meeting. The initial start-up costs would be approximately $800 to $1000 and $200 to
$400 annually. There were no questions or comments
MOTION A-68/16 moved: L. Bartlett seconded: N. Haydt
THAT the LPRCA Board of Directors approves the nomination form and terms of
reference for the new Long Point Region Conservation Stewardship Award.
CARRIED
REVIEW OF COMMITTEE MINUTES
MOTION A-69/16 moved: N. Haydt seconded: L. Bartlett
THAT the minutes from the Backus Museum Committee meeting of February 8th, 2016
and the Lee Brown Marsh Management Committee meeting of December 18th, 2015 be
received as information.
CARRIED
It was noted that a volunteer member of the Backus Museum Committee has resigned
and the Committee has since discussed reducing membership.
CORRESPONDENCE
In reference to the letter re: Conservation Authorities Act Review from the Ministry of
Natural Resources and Forestry (MNRF), the GM has been invited to participate in a
Conservation Authorities Act Review Working Group this month.
MOTION A-70/16 moved: L. Bartlett seconded: J. Scholten
THAT the correspondence outlined in the Board of Directors’ Agenda of May 4th, 2016
be received as information.
CARRIED
112
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 -
DEVELOPMENT APPLICATIONS
a) Staff Approved applications
Planning staff approved 20 applications over the past month.
MOTION A-71/16 moved: R. Chambers seconded: N. Haydt
That the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation
Applications report dated May 4th, 2016 as information.
CARRIED
b) New Applications
The Planning Department recommended the approval of three applications. L. Minshall
reviewed the applications detailing the reasons for recommendation.
MOTION A-72/16 moved: D. Hayes seconded: R. Geysens
THAT the LPRCA Board of Directors approves the following Development Applications
contained within the background section of the report:
A. For Work under Section 28 Regulations, Development, Interference with
Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O.
1990 Reg. 178/06),
LPRCA-59/16
LPRCA-60/16
LPRCA-62/16
B. That the designated officers of LPRCA be authorized to complete the approval
process for this Development Application, as far as it relates to LPRCA’s
mandate and related Regulations.
CARRIED
NEW BUSINESS
a) CALENDAR REVIEW
Staff will be participating in two children’s water festivals this month, the first is
Brantford/Brant at Mohawk Park May 17-19 and the second is Haldimand at Taquanyah
CA May 25-26. J. Robertson presented the park information/brochure distribution list
and requested suggestions for further distribution locations from the Board.
113
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-73/16 moved: D. Brunton seconded: R. Geysens
THAT the LPRCA Board of Directors receives the May Calendar Review Report as
information.
CARRIED
b) GENERAL MANAGER’S REPORT
The GM reported that seasonal campers have begun to move into the parks and park
staff have been asked to become actively engaged in their respective campers
associations. The recent fundraising events held at both Backus and Camp Trillium
were deemed great successes.
MOTION A-74/16 moved: D. Hayes seconded: R. Geysens
THAT the LPRCA Board of Directors receives the General Manager’s Report for April
2016 as information.
CARRIED
c) VITTORIA EA PROCESS REPORT
As per the Dam Safety Review, a Class Environmental Assessment (EA) is required for
the Vittoria Dam. The Class EA will evaluate and identify options for the dam including:
1) do nothing, 2) rebuild, 3) repair, 4) modify or 5) decommission the structure. Staff
proposed to do much of the Class EA work in-house except where additional expertise
is required. LPRCA has recently been notified that the Water and Erosion Control
Infrastructure Program (WECI) has granted $50,000 to match funds approved in the
2016 budget for the Class EA study of Vittoria Dam. The project must be completed by
March 31, 2017.
MOTION A-75/16 moved: J. Scholten seconded: N. Haydt
That the LPRCA Board of Directors directs staff to proceed with the Vittoria Dam
Environmental Assessment project based on the in-house approach outlined in the staff
report.
CARRIED
d) REGULATIONS OFFICER APPOINTMENT
L. Bower recently completed the Basic Law Enforcement/Conservation Authority
Compliance Training organized by the MNRF and Conservation Ontario, and is now
eligible to be appointed as a Regulations Officer to enforce the regulations under
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Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick
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Section 28. L Bower will be replacing J. Miller who has left the organization; she will
work with B. Hodi who is also a current Regulations Officer.
MOTION A-76/16 moved: R. Geysens seconded: D. Hayes
THAT the LPRCA Board of Directors appoints Leigh-Anne Bower, Planning Technician,
as an LPRCA Regulations Officer to enforce any regulation made under Section 28 of
the Conservation Authorities Act.
CARRIED
e) PROVINCIAL OFFENCES OFFICER APPOINTMENT
P. Walther-Mabee recently completed the Basic Law Enforcement/Conservation
Authority Compliance Training Level 1 organized by the MNRF and Conservation
Ontario, and is now eligible to be appointed as a Provincial Offences Officer under
Section 29 of the Conservation Authorities Act. The addition of Ms. Walther-Mabee
brings the total of Provincial Offences Officers at LPRCA to four including D. Holmes.
MOTION A-77/16 moved: D. Brunton seconded: Roger Geysens
THAT the LPRCA Board of Directors designates Pamela Walther-Mabee as a
Provincial Offences Officer in accordance with the Provincial Offences Act for the
purpose of enforcing Section 29 of the Conservation Authorities Act, plus all the
applicable legislation.
CARRIED
f) FIRST QUARTER FINANCIAL REPORT
There were no adjustments required to the budget during the first quarter but since April
1st a couple of items require adjusting. 1) Septic charges to the parks will be higher
than anticipated based on the recent tendering process; and 2) the capital budget has
been adjusted to remove the shoreline mapping project for Norfolk County. Staff
reviewed the report and responded to questions. It was requested that the purchased
services at the parks be detailed further.
The Chair and GM met with Norfolk County staff to discuss options for the Waterford
North CA gatehouse. The discussions are ongoing.
MOTION A-78/16 moved: L. Bartlett seconded: J. Scholten
THAT the LPRCA Board of Directors receives the 1st Quarter, 2016 Budget
Performance Report as information.
CARRIED
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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
- 6 -
g) APPENDIX – PUBLIC FORESTRY INCOME STATEMENT
A report had been brought to the Board at the last meeting regarding the revenue and
expenses of the Public Forestry Department. There was concern regarding some of the
expenses within the department and staff was directed to research cost-savings
options. Staff noted that the costs for ecological studies have been trending down due
to increased staff knowledge/training.
MOTION A-79/16 moved: N. Haydt seconded: L. Bartlett
That the LPRCA Board of Directors does now enter into an “In Camera” session to
discuss:
litigation or potential litigation, including matters affecting the Conservation
Authority
CARRIED
MOTION A-80/16 moved: D. Hayes seconded: R. Geysens
That the LPRCA Board of Directors does now adjourn from the “In Camera” session.
CARRIED
MOTION A-81/16 moved: T. Southwick seconded: D. Brunton
THAT the LPRCA Board of Directors receives the GM’s verbal report regarding a
potential litigation matter as information.
CARRIED
The Chair adjourned the meeting at 9:05pm.
____________________________ ________________________________
Michael Columbus Dana McLachlan
Chair Administrative Assistant
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4028
BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 27th
day of June, 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 June 27, 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 27th DAY OF JUNE, 2016.
READ A THIRD AND FINAL TIME AND PASSED THIS 27th DAY OF JUNE, 2016.
________________________________
MAYOR – Stephen Molnar
________________________________
TOWN CLERK – Donna Wilson
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