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170327 Council AGD
Table of Contents Agenda 3 Minutes, March 13, 2017 170313 Council MIN 12 Tillsonburg Fair Update & Request Delegation Request - Tillsonburg Fair Board 25 Tractor Pull Information 28 Presentation - Tillsonburg Fair 30 2017 Premier's Award for Agri-Food Innovation Excellence Program 2017 Premier's Award for Agri-Food Innovation Excellence Program 53 Memo County of Oxford, Report CAO 2017-04, Options for the Head of Council (Warden) Selection and Term Clerks - CAOs - Report No CAO 2017-04 57 CL 17-03, Community Strategic Plan Update CL 17-03, Community Strategic Plan Update 63 CL 17-07, Committee Appointments CL 17-07 - Committee Appointments 73 By-Law 4087 75 Schedule A - Committee Appointment By-Law 76 CL 17-09, Authorize Voting Method CL 17-09 Authorize Voting method 81 By-law 4091voting method 2018 election 83 Report DCS 17-10 Lease of Town’s Industrial Lands for Agricultural Purposes Report DCS 17-10 84 Lease Agreement 87 OPS 17-09 Results for RFP 2017-002 Airport Fuel Card Lock System OPS 17-09 Results for RFP 2017-002 Airport Fuel Card Lock System 95 RCP 17-20 – Tillsonburg Pumptrack RCP 17-20 Tillsonburg Pumptrack 97 KSMSPPT Long Term Site Plan 100 Letter re Tillsonburg Pumptrack 101 RCP 17-21 - Canada 150 Celebration Tree Program RCP 17-21 - Canada 150 Celebration Tree Program 102 RCP 17-22 – Sole or Single Source Procurement Authorizations RCP 17-22 – Sole or Single Source Procurement Authorizations 104 RCP 17-23 – Tillsonburg District Craft Guild Service Agreement RCP 17-23 - Tillsonburg District Craft Guild Service Agreement 106 Agreement 108 1 Minutes, Heritage, Beautification & Cemetery Advisory Committee 170309 HBC MIN 111 LPRCA Minutes LPRCA 170118 MIN 113 LPRCA 170201 MIN 121 LPRCA 170224 AGM MIN 129 By-Law 4087, To amend Schedule A of By-Law 3876 (Committee Appointments) By-Law 4087 137 Schedule A - Committee Appointment By-Law 138 By-Law 4091, To Authorize the Voting Method for the 2018 Municipal Election By-Law 4091 143 By-Law 4092, To Amend Zoning By-Law No. 3295 (Town of Tillsonburg Non-Profit Housing, ZN 7-16-09) By-Law 4092 144 Schedule A 145 By-Law 4093, To authorize a Service Agreement with the Tillsonburg District Craft Guild By-Law 4093 146 Agreement - Tillsonburg District Craft Guild 147 By-Law 4094, Authorize Agreement with John Vieraitis Bylaw 4094 150 Agreement - Industrial Land Lease 151 By-Law 4095, To confirm the proceedings of Council Confirming By-Law 159 2 = 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, March 27, 2017, 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 March 13, 2017 170313 Council MIN Proposed Resolution #2 Moved By: Seconded By: THAT the Minutes of the Council Meeting of March 13, 2017, be approved. 6. Delegations and Presentations 6.1. Volunteer Achievement Award Presentation - Mark Smith Presented By: Mary Anne VanGeertruyde, Special Awards Committee The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, March 27, 2017 6:00 PM Council Chambers 200 Broadway, 2nd Floor AGENDA 3 Council Meeting – Agenda - 2 - 6.2. Tillsonburg Fair Update & Request Presentation By: Michael Dean, Past President Jennifer Dean, Secretary - Tillsonburg Tri-County Agricultural Society Delegation Request - Tillsonburg Fair Board Tractor Pull Information Presentation - Tillsonburg Fair Proposed Resolution #3 Moved By: Seconded By: THAT Council receive the presentation regarding the Tillsonburg Fair Update & Request, as information. 6.3. Canada 150 Sculpture Delegation By: Aleksandra Webber, Marwood Metal Fabrication Proposed Resolution #4 Moved By: Seconded By: THAT Council receive the delegation regarding the Canada 150 Sculpture, as information. 7. Public Meetings 8. Planning Applications 9. Information Items 9.1. 2017 Premier's Award for Agri-Food Innovation Excellence Program 2017 Premier's Award for Agri-Food Innovation Excellence Program 9.2. Memo County of Oxford, Report CAO 2017-04, Options for the Head of Council (Warden) Selection and Term Clerks - CAOs - Report No CAO 2017-04 4 Council Meeting – Agenda - 3 - Proposed Resolution #5 Moved By: Seconded By: THAT Council receive items 9.1 and 9.2, as information. 10. Mayor 11. Quarterly Reports 12. Reports from Departments 12.1. Chief Administrative Officer 12.2. Clerk’s Office 12.2.1. CL 17-03, Community Strategic Plan Update CL 17-03, Community Strategic Plan Update Proposed Resolution #6 Moved By: Seconded By: THAT Council receive Report CL 17-03, Community Strategic Plan Update as information. 12.2.2. CL 17-07, Committee Appointments CL 17-07 - Committee Appointments By-Law 4087 Schedule A - Committee Appointment By-Law Proposed Resolution #7 Moved By: Seconded By: THAT Council receive Report CL 17-07, Committee Appointments; AND THAT _________________, be appointed to the Accessibility Advisory Committee; AND THAT __________________, be appointed to the Canada 150 Committee; AND THAT By-law 4087, To amend Schedule A of By-Law 3876, be brought forward for Council's consideration. 5 Council Meeting – Agenda - 4 - 12.2.3. CL 17-09, Authorize Voting Method CL 17-09 Authorize Voting method By-law 4091voting method 2018 election Proposed Resolution #8 Moved By: Seconded By: THAT Council receive Report CL 17-09, Authorize Voting method; AND THAT By-Law 4091 to authorize the use of the Internet and Telephone Voting method for the 2018 Municipal Election, be brought forward for Council’s consideration. 12.3. Development and Communication Services 12.3.1. DCS 17-10, Lease of Town’s Industrial Lands for Agricultural Purposes Report DCS 17-10 Lease Agreement Proposed Resolution #9 Moved By: Seconded By: THAT Council receive Report DCS 17-10, Lease of Town’s Industrial Lands for Agricultural Purposes; AND THAT the Mayor and Clerk be authorized to enter into a lease agreement with John Vieraitis for the lands described as: (i) Lands located on the south side of Hwy 3, legally described as part of Lots 1 and 2, Concession 5, North of Talbot Road, and more particularly described as, Parts 1, 2, 3, 4, 13 and part of Part 12 and 15, RP 41R- 8336, consisting of approximately 37 acres of arable land; (ii) Lands located on the east side of Highway 19 (Vienna Road), legally described as Lot 1613, Lot 1638B, Plan 500; part of Lots 8 and 9, Concession 4, North of Talbot Road, consisting of approximately 17 acres of farmable land, and including: a. Unnamed Road adjacent to Lots 1612, 1613 and 1614, Part 2, Plan 41R-6496; b. Unnamed Road adjacent to Lots 1612, 1613 and 1614; and, (iii) Lands located on the west side of Rokeby Sideroad, legally described as 6 Council Meeting – Agenda - 5 - Lot 1641, Plan 500, MID Con 4 North of Talbot Road, Pt Lot 10, being part of Parts 1 & 2, Plan 41R-8386 (Oxford Registration #)/37R-10038, consisting of approximately 27 acres of arable land; for a three year term expiring on December 31, 2019 subject to the terms and conditions contained within the lease agreement; AND THAT a By-law, be brought forward for Council's consideration. 12.4. Finance 12.5. Fire and Emergency Services 12.6. Operations 12.6.1. OPS 17-09, Results for RFP 2017-002 Airport Fuel Card Lock System OPS 17-09 Results for RFP 2017-002 Airport Fuel Card Lock System Proposed Resolution #10 Moved By: Seconded By: THAT Council receive Report OPS 17-09, Results for RFP 2017-002 Airport Fuel Card Lock System; AND THAT Council award RFP 2017-002 to Kardtech Inc. of Brampton, Ontario at a cost of $54,899.52 (net HST included), the highest scoring proposal received. 12.7. Recreation, Culture & Park Services 12.7.1. RCP 17-20, Tillsonburg Pumptrack RCP 17-20 Tillsonburg Pumptrack KSMSPPT Long Term Site Plan Letter re Tillsonburg Pumptrack Proposed Resolution #11 Moved By: Seconded By: THAT Council receive Report RCP 17-20, Tillsonburg Pumptrack; AND THAT Council endorse the long term plan for the pumptrack area so that ongoing fundraising efforts can be given focus and sanction. 7 Council Meeting – Agenda - 6 - 12.7.2. RCP 17-21, Canada 150 Celebration Tree Program RCP 17-21 - Canada 150 Celebration Tree Program Proposed Resolution #12 Moved By: Seconded By: THAT Council receive Report RCP 17-21, Canada 150 Celebration Tree Program; AND THAT Council endorse the recommended implementation plan for a Celebration Tree Program in 2017 to commemorate Canada’s 150th anniversary. 12.7.3. RCP 17-22, Sole or Single Source Procurement Authorizations RCP 17-22 – Sole or Single Source Procurement Authorizations Proposed Resolution #13 Moved By: Seconded By: THAT Council receive Report RCP 17-22, Sole or Single Source Procurement Authorizations; AND THAT Council authorize staff to procure the products and services listed in Report RCP 17-22 from the indicated sole or single source. 12.7.4. RCP 17-23, Tillsonburg District Craft Guild Service Agreement RCP 17-23 - Tillsonburg District Craft Guild Service Agreement Agreement Proposed Resolution #14 Moved By: Seconded By: THAT Council receive Report RCP 17-23, Tillsonburg District Craft Guild Service Agreement; AND THAT the Mayor and Clerk, be authorized to sign the Service Agreement with the Tillsonburg District Craft Guild for 2017; AND THAT a By-law, be brought forward for Council's consideration. 8 Council Meeting – Agenda - 7 - 13. Unfinished Business 14. Staff Information Reports 15. Committee Minutes & Reports 15.1. Minutes, Heritage, Beautification & Cemetery Advisory Committee 170309 HBC MIN Proposed Resolution #15 Moved By: Seconded By: THAT Council receive the Minutes of the Heritage, Beautification & Cemetery Advisory Committee for March 9, 2017, as information. 15.2. LPRCA Minutes LPRCA 170118 MIN LPRCA 170201 MIN LPRCA 170224 AGM MIN Proposed Resolution #16 Moved By: Seconded By: THAT Council receive the Minutes of the LPRCA for January 18, 2017, February 1, 2017 and February 24, 2017, as information. 16. Notice of Motions for which previous notice was given 16.1. Lion's Auditorium Kitchen Upgrades Proposed Resolution #17 Moved By: Councillor Adam Seconded By: THAT a staff report outlining the budget and timelines for the Tillsonburg Community Complex Lion’s Auditorium kitchen upgrades phase 1, be prepared for the April 10, 2017 regular Council meeting. 9 Council Meeting – Agenda - 8 - 16.2. Municipal Election Act Proposed Resolution #18 Moved By: Councillor Rosehart Seconded By: THAT Council request that the Minister of Municipal Affairs review section 17 (3)(2) of the Municipal Elections Act to lobby for changes to the Act to allow owners of corporations who own businesses within the Municipality to vote at Municipal Elections. 17. Resolutions 18. Resolutions Resulting from Closed Session 19. By-Laws By-Laws from the Meeting of Monday, March 27, 2017 Proposed Resolution #19 Moved By: Seconded By: 19.1. THAT By-Law 4087, To amend Schedule A of By-Law 3876 to Define the Mandate, Membership and Meeting Procedures for Committees Established by The Corporation of the Town of Tillsonburg, Schedule A; AND THAT By-Law 4091, To Authorize the Voting Method for the 2018 Municipal Election; AND THAT By-Law 4092, To Amend Zoning By-Law No. 3295 (Town of Tillsonburg Non-Profit Housing, ZN 7-16-09), Schedule A; AND THAT By-Law 4093, To authorize a Service Agreement with the Tillsonburg District Craft Guild, Agreement; AND THAT Bylaw 4094, To Authorize a Land Lease Agreement between The Corporation of the Town of Tillsonburg and John Vieraitis, Agreement, 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. 10 Council Meeting – Agenda - 9 - Proposed Resolution #20 Moved By: Seconded By: 19.2. THAT By-Law 4095, To confirm the proceedings of Council at its meeting held on the 27th day of March, 2017, 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. 20. Items of Public Interest 21. Adjournment Proposed Resolution #21 Moved By: Seconded By: THAT the Council Meeting of Monday, March 27, 2017 be adjourned at _____ p.m. 11 = ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres Councillor Maxwell Adam Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Councillor Brian Stephenson Staff: David Calder, CAO Donna Wilson, Town Clerk Dave Rushton, Director of Finance/Treasurer Kevin DeLeebeeck, Director of Operations Rick Cox, Director of Recreation, Culture & Parks Jeff Smith, Fire Chief Tricia Smith, Deputy Clerk 1. Call to Order The meeting was called to order at 6:00 p.m. 2. Adoption of Agenda Resolution #1 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Agenda as prepared for the Council meeting of Monday, March 13, 2017, be adopted. Carried 3. Moment of Silence The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, March 13, 2017 6:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES 12 Council Meeting Minutes, March 13, 2017 - 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 March 2, 2017 170302 Council MIN Resolution #2 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Minutes of the Council Meeting of March 2, 2017, be approved. Carried 6. Delegations and Presentations 6.1. Oxford County: Update on Trans Canada Trail Project Presented By: Peter Crockett - CAO, Oxford County | Future Oxford Rick Cox - Director, Recreation, Culture & Parks, Chair, Community Oxford Frank Gross - Supervisor, Engineering Services, Oxford County Presentation Construction to commence on the Trans Canada Trail extension from Tillsonburg to Zenda Line in April. North Street reconstruction to commence in June. Completion for the resurfacing of Tillson Avenue anticipated in May. Resolution #3 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive the presentation regarding the Update on the Trans Canada Trail Project, as information. Carried 6.2. Gibson House Deck Presented By: Terry Ross, Tillsonburg Scout Association Delegation Request Gibson Deck 1 13 Council Meeting Minutes, March 13, 2017 - 3 - Gibson Deck 2 A permanent deck structure for Gibson House was proposed. A request was made for $8000-$12,000 in funding from the Town to assist with the project. Resolution #4 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive the presentation regarding the Gibson House Deck as information; AND THAT the matter, be referred to staff for review and bring back a report and recommendations as soon as possible. Carried 7. Public Meetings 7.1. Applications for Official Plan Amendment & Zone Change - OP 16-11-7 & ZN 7-16-09 - Town of Tillsonburg Non-Profit Housing Corporation Official Plan Amendment Application Zone Change Application Previous Report CASPO 2017-17 Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented CASPO Report 2017-17 for the applications for Official Plan Amendment & Zone Change. A neighbourhood open house was provided by the applicant on February 21, 2017. No amendments were requested by the applicant to the Official Plan Amendment & Zone Change applications. The Planned noted that concerns submitted to the Town regarding the proposed development would be addressed during the site plan process. Opportunity was given for comments and questions. Roderick VanRiesen, Board Member of the Tillsonburg Non-Profit Housing Corporation appeared before council in support of the applications. Mr. VanRiesen addressed concerns received during the neighbourhood open house. 14 Council Meeting Minutes, March 13, 2017 - 4 - An amended drawing was circulated to council for the frontage of the building. Larry Scanlan appeared before council in opposition to the applications. A petition was received by council signed by neighbours of the proposed development. Mr. Scanlan expressed concern for the layout, construction, tenancy mandate of the proposed development, impact on property values of neighbouring homes, for increased traffic congestion, and for the rezoning of the property. Wendy Marve appeared before council in opposition to the applications to express concerns about the aesthetics and size of the proposed development, traffic impact and rezoning of the property. She also opposed the proposed development location and expressed concern about the proximity to amenities for the seniors that would be residing there. The applicant Stephen Culig, appeared before council in support of the applications and addressed concerns regarding the proposed development. Ron Lang appeared before Council to seek clarification on the servicing of the proposed development. The Director of Operations responded that servicing of the property would be addressed during the site plan process. Norma Turner appeared before council in opposition to the applications and expressed concerns regarding drainage of the property and increased traffic resulting from the proposed development. No other members of the public appeared in support of or in opposition to the applications. Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT the signed Petition regarding the proposed 16-unit apartment complex at 8 Hardy Avenue and 13 Sanders Street (Official Plan Amendment & Zone Change File No. OP 16-11-7 & ZN 7-16-09) be received; AND THAT the information, be referred to Report CASPO 2017-17 for deliberation. Carried 15 Council Meeting Minutes, March 13, 2017 - 5 - Councillor Hayes requested a recorded vote. Resolution #5 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council support the application to amend the Oxford County Official Plan (File No. OP 16-11-7) as submitted by Town of Tillsonburg Non-Profit Housing Corp., for lands located at 8 Hardy Avenue & 13 Sanders Street, in the Town of Tillsonburg to re- designate the subject property from Low Density Residential to Medium Density Residential to facilitate the construction of a one storey apartment building; AND THAT Council approve-in-principle the zone change application submitted by Town of Tillsonburg Non-Profit Housing Corp., whereby the lands described as Lots 598, 599 & 600, Plan 500, Part 1 of 41R-6762, Part 1 of 41R-6175, Part 1 of 41R-8912, known municipally as 13 Sanders Street and 8 Hardy Avenue, are to be rezoned from Low Density Residential Type 1 Zone (R1) to Medium Density Residential Zone (RM); AND THAT Council remove the site plan Approval process from staff for this property; AND THAT the approval process, be brought to Council for approval prior to any building permit issued. 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". 16 Council Meeting Minutes, March 13, 2017 - 6 - Council recessed at 8:26 p.m. Council resumed at 8:36 p.m. 8. Planning Applications 9. Information Items 9.1. 2017 Senior of the Year Award Final Call for Nominations Resolution #6 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receive item 9.1, as information. Carried 10. Mayor 10.1. MYR 17-01 CAO Evaluation REPORTmayor17-01CAOevaluation Resolution #7 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson That Council receive Report MYR 17-01, CAO Performance Evaluation 2016; AND THAT Council establishes and appoints a CAO Performance Review Committee; AND THAT Council appoints Mayor Molnar, Deputy Mayor Beres and Councillor Jim Hayes to the CAO Performance Review Committee. Carried 11. Quarterly Reports 11.1. FIN17-08, 2016 Fourth Quarter Financial Results FIN17-08 2016 Fourth Quarter Financial Results 2016 Q4 Consolidated Results 17 Council Meeting Minutes, March 13, 2017 - 7 - Resolution #8 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receive Report FIN 17-08, 2016 Fourth Quarter Financial Results, as information. Carried 11.2. FIN17-09, Finance 2016 Q4 Results FIN17-09 2016 Fourth Quarter Finance Department Results 2016 Q4 Finance Department Results Summary Resolution #9 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receive Report FIN 17-09, 2016 Fourth Quarter Finance Department Results, as information. Carried 11.3. DCS 17-07 - Building/Planning/By-Law Services 2016 Q4 Report DCS 17-07 - Building/Planning/By-Law Services 2016 Annual Report Building & Protection Q4 Financial Summary Resolution #10 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receive Report DCS 17-07, Building/Planning/By-Law Services 2016 Annual Report, as information. Carried 11.4. DCS 17-08 Economic Development and Marketing 2016 Q4 Results DCS 17-08 Financial Summary 18 Council Meeting Minutes, March 13, 2017 - 8 - Resolution #11 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receive Report DCS 17-08, Economic Development and Marketing 2016 Q4 Results, as information. Carried 11.5. OPS 17-07, Operations Services 2016 Q4 Results OPS 17-07 2016 Fourth Quarter Operations Services OPS 17-07 Attachment 1 - Operating & Capital Summaries Resolution #12 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receive Report OPS 17-07, 2016 Fourth Quarter Operations Services, as information. Carried 11.6. RCP 17-18 - Recreation Culture and Parks 2016 Q4 Results RCP 17-18 - Recreation Culture and Parks 2016 Q4 Results RCP 2016 Financial Summaries Resolution #13 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive Report RCP 17-18, Recreation Culture and Parks 2016 Q4 Results, as information. Carried 11.7. FRS 17-01, Fire 2016 Q4 Results. FRS 17-01 Fire Q4 2016 2016 Q4 Fire & Police Services Department Results Summary 19 Council Meeting Minutes, March 13, 2017 - 9 - Resolution #14 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive Report FRS 17-01, Fourth Quarter 2016 Department Results, as information. Carried 12. Reports from Departments 12.1. Chief Administrative Officer 12.1.1. CAO 17-02, Dedicated Provincial Gas Tax Funding - Public Transportation Program - Tillsonburg CAO 17-02 Dedicated Provincial Gas Tax Funding - Transit CAO 17-02 Attachment Councillor Adam requested a recorded vote. Resolution #15 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receive Report CAO 17-02, Dedicated Provincial Gas Tax Funding – Public Transportation Program - Tillsonburg; AND THAT the Town of Tillsonburg supports the T-GO Transit System and is committed to providing ongoing annual support to begin April, 2017 in the amount of $22,500 (Total eligible municipal contribution in 2017 of $72,100); AND THAT the Town of Tillsonburg agrees to receiving and being responsible for the Dedicated Gas Tax funds from the Province of Ontario for the T-GO Transit System; AND THAT Council authorizes the CAO to complete all forms and supporting documentation for submission to the Ministry of Transportation to access the Dedicated Gas Tax Funds for a Public Transportation Program. 20 Council Meeting Minutes, March 13, 2017 - 10 - NAME VOTE IN FAVOUR VOTE AGAINST Councillor Adam x Deputy Mayor Beres x Councillor Esseltine x Councillor Hayes x Mayor Molnar x Councillor Rosehart x Councillor Stephenson x The recorded vote reflects the vote is (4) in favour of the Motion and (3) against the Motion. The motion is "Carried". 12.2. Clerk’s Office 12.3. Development and Communication Services 12.3.1. DCS 17-09, Highway 3 Business Park – Sole Sourcing (Consulting Services) DCS 17-09 Stantec Proposal Councillor Adam had left his seat and was not present for the vote. Resolution #16 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receive Report DCS 17-09, Highway 3 Business Park – Sole Sourcing (Professional Services); AND THAT staff be authorized to sole source professional engineering services from Stantec for the design, tender and project management of the Highway 3/Clearview Drive intersection project. Carried 21 Council Meeting Minutes, March 13, 2017 - 11 - 12.4. Finance 12.5. Fire and Emergency Services 12.6. Operations 12.6.1. OPS 17-08, OCIF Top-Up Component Agreement AC3-3236 OPS 17-08 OCIF Top-Up Component Agreement AC3-3236 OPS 17-08 Attachment 1 - OCIF Top-Up Agreement AC3-3236 Resolution #17 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receive Report OPS 17-08, Ontario Community Infrastructure Fund (OCIF) Top-Up Component Agreement AC3-3236; AND THAT a By-law authorizing the Mayor and Clerk to execute Agreement OCIF AC3-3236 with the Province of Ontario, be brought forward for Council consideration; AND THAT the Town’s portion of $88,991, be funded by debenture in the 2018 budget. Carried 12.7. Recreation, Culture & Park Services 13. Unfinished Business 14. Staff Information Reports 15. Committee Minutes & Reports 15.1. Minutes, Canada 150 Committee 170227 Canada 150 MIN 15.2. Minutes, Museum Advisory Committee 170223 Museum Advisory MIN 22 Council Meeting Minutes, March 13, 2017 - 12 - Resolution #18 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receive the Minutes of the Canada 150 Committee for February 27, 2017 and of the Museum Advisory Committee for February 23, 2017, as information. Carried 16. Notice of Motions Moved By: Councillor Adam THAT a staff report outlining the budget and timelines for the Tillsonburg Community Complex Lion’s Auditorium kitchen upgrades phase 1, be prepared for the April 10, 2017 regular Council meeting. Moved By: Councillor Rosehart THAT Council request that the Minister of Municipal Affairs review section 17 (3)(2) of the Municipal Elections Act to lobby for changes to the Act to allow owners of corporations who own businesses within the Municipality to vote at Municipal Elections. 17. Resolutions 18. Resolutions Resulting from Closed Session 19. By-Laws By-Laws from the Meeting of Monday, March 13, 2017 Resolution #19 Moved By: Councillor Hayes Seconded By: Councillor Rosehart 19.1. THAT By-law 4088, To authorize OCIF Top-Up Agreement with the Province of Ontario; AND THAT By-Law 4089, To Amend Zoning By-Law 3295 (ZN 7-17-01 - Performance Communities Realty Inc.), 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 23 Council Meeting Minutes, March 13, 2017 - 13 - Resolution #20 Moved By: Councillor Hayes Seconded By: Councillor Rosehart 19.2. THAT By-Law 4090, To confirm the proceedings of Council at its meeting held on the 13th day of March, 2017, 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 20. Items of Public Interest 21. Adjournment Resolution #21 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Council Meeting of Monday, March 13, 2017 be adjourned at 9:58 p.m. Carried 24 25 26 27 Big Creek Tractor Pullers Association 165 Lynedoch Road R.R. #1, Delhi, ON N4B 2W4 February 11, 2017 PROPOSAL FOR 2018 -Tillsonburg Tri County Fair Board Requirements for BCTPA (Big Creek Tractor Pullers Association) * Clay Track (300' x 25') Minimum * Inside Storage Space: 50' x 80' (All Year Around) Packer, Graters, Set of Discs; Etc; * Outside Storage: 10' x 40' (BCTPA -Container) Which contains -Scales, Track Equipment, Etc. * Water Access: Require 1200-1500 gallons per Pull Day Weather Pending Garden Hose Access is not Acceptable due to not enough volume. * Track Location: Preferably present track, due to accessibility to scales and other track equipment CONCERNS: * Noise -if track is located at the back of property by the tree line, this area is very populated with homes * Water access -BCTPA does not want to incur any cost * Insurance -Storage Tentative Pull Schedule Attached: Subject to Change (Weather Pending or Other Events) Vice President 2nd Vice President 28 2017 BCTPA Tentative Pulling Schedule Sun Apr gth -Test and Tune Day Sun Apr 30th -1st Points Pull Sun May 14th -2"d Points Pull Sat May 20th -3rd Points Pull Sat May 27th -4th Points Pull Sat June 10th -. 5th Points Pull Sat June 17th -6th Points Pull Sat July 3th -7th Points Pull Sat July 15th -3th Points Pull 1<\ 'o \Ze $ ~ Sat July 22"d -gth Points Pull Sat Aug 5th -10th Points Pull Sat Sept 16th -11th Points Pull Sat Sept 23rd -12th Points Pull Saturday Start Time: 4 pm to 8 pm Sunday Start Time: 12 pm to 4 pm 29 TILLSONBURG FAIR 2017 30 2017 31 NEW MIDWAY: TOWNSEND AMUSEMENTS VARIETY OF VENDORS FOOD BOOTH (OPERATORED BY FAIR VOLUNTEERS) A FEW FAIR EVENTS WE DO: -FAIR AMBASSADOR JUDGING -TRACTOR PULLERS(FRIDAY) -HOMECRAFT SECTION(QUILTS,PHOTOS,BAKED GOODS,CANNING,ETC -RABBIT CLUB -PETTING ZOO -4-H EVENT -PONY RIDES -ICE CREAM EATING CONTEST(SHAWS) -EMERGENCY RESPONSE (EMS,OPP,FIRE) -PET SHOW -DOG AGILITY -LOCAL MUSIC ON GROUNDS -DEMOLITION DERBY(SUNDAY) THRILLSHOW PRODUCTONS -POWER WHEELS EVENT FOR KIDS -BABY SHOW --TRACTOR FOR DISPLAY 32 History of the Tillsonburg Fair •1854 – Tillsonburg’s Fair began with 70 members 1863 – George Tillson gave 4 acres of land (Ridout St. N of Ridout and W of Bidwell) 1864 – A two story building was built on Ridout St 1875 – The fair was moved to its present 12 acre site, with the Crystal Palace 1944 – The park was named Tillsonburg Memorial Park formerly Lake Lisgar Park, Tillsonburg Park, Tillsonburg Fairground Park, Dixie Tribe Memorial Park and VanNorman Park 1961 – Society name changed to Tri County Agriculture Society. Fair received $1000 grant from the government as it passed its 100 years and money built stone gates 1962 – The Cattle Barn was built 1965 – The Grand Stand was built (1967 the roof was built on the grandstand) 33 Our History continued 1965 – The Grand Stand was built (1967 the roof was built on the grandstand) 1969 – Wood bleachers and aluminium ones were built 1980 – Food Booth was built 1984 – Transfer of land from the Fair to the Town of Tillsonburg. The fair can use buildings but the town pays the insurance coverage for them. (parking lot, property that the poultry barn, grandstand, general office, cattle barn, palace, and food booth is on). 2004 – Money was received from the Trillium Foundation to do upgrades on buildings Sometime in the late 2000’s - Crystal Place was rebuilt with washrooms by the Fairboard 2014 – The Grandstand was tore down 2016 – New Bleachers were purchased 34 2016-2017 Executive •President Rosemary Dean •1st Vice President Tracy Green •2nd Vice President Ali Ziegler •3rd Vice President Glen Dunn •Treasurer Bonnie Sitts •Secretary Jennifer Dean •Past President Mike Dean, 35 Tillsonburg Tri-County Agricultural Society First Annual Comic Con/Gaming Tournament 36 Agenda for Comic Con 2017 Saturday 11 am to 11 pm •Brampton Batman & The Batmobile All day appearance. •All day Gaming Tournament, First Place Prize money $500!!!!!!! •All day Comic Con with a verity of vendors and artist. •All Day Snack Shack •Celebrity guest panel •Meet and greet Sunday 11 am to 4 pm •Free gaming day •Comic Con •Snack Shack 37 2 Day Event: Comic Con/Video Game Tournament-$4000 Includes set up, tear down, accommodations, truck rental,crew payment, vendors/artists. 38 Price list for celebrities Locked in Guests •Paul Almos $2500 •Vincent Ward $3000 •Kevin Duhaney $1500 •Jeff Parazzo $1500 •Brampton Batman and Bat mobile $1500 39 40 41 42 43 Brampton Batman & Batmobile 44 Potential Guests •Katrina Brown $1200 •Katrina Devine $1200 •Denise Crosby $5000 45 46 47 Denise Crosby •Security Chief Tasha Yar: season one of Star Trek The Next Generation •Rachel Creed: Pet Cemetery • Mad Mary: AMC’s The Walking Dead season 5 •Granddaughter of Bing Crosby •$5000 plus flight and accommodations 48 49 Limited Edition Tillsonburg Fair Captain Canuck Comic Books Limited Edition one of a kind artwork exclusive to the Tillsonburg Fair •500 prints= $2500 •250 prints= $1500 Captain Canuck is a Canadian comic book superhero. Created by cartoonist Ron Leishman and artist/writer Richard Comely. The original Captain Canuck first appeared in Captain Canuck #1 (cover-dated July 1975) 50 51 QUESTIONS 52 53 54 55 56 OFFICE OF THE C.A.O./ CLERK P. O. Box 1614, 21 Reeve Street Woodstock, Ontario N4S 7Y3 Phone: 519-539-9800 Fax: 519-421-4712 Web site: www.oxfordcounty.ca ___________________________________________________________________________________ MEMO DATE: March 10, 2017 TO: Area Municipal Clerks and CAOs CC: FROM: Brenda Tabor Clerk RE: Report No. CAO 2017-04 Options for the Head of Council (Warden) Selection and Term ____________________________________________________________________________________________ Oxford County Council, at its meeting held on March 8, 2017, received the attached Report No. CAO 2017-04, titled “Options for the Head of Council (Warden) Selection and Term” for information. Council requested that the Report be forwarded to the lower tier municipalities and a selection of past Wardens for comment. If your Council is interested in providing input, please respond with comments by no later than Friday, April 28th. Peter Crockett 57 Report No: CAO 2017-04 CAO/CLERK Council Date: March 8, 2017 To: Warden and Members of County Council From: Chief Administrative Officer Options for the Head of Council (Warden) Selection and Term RECOMMENDATION 1. That Council receive Report CAO 2017-04 entitled “Options for the Head of Council (Warden) Selection and Term” for information. REPORT HIGHLIGHTS This report is intended to inform Council of its options for the selection of Head of Council (Warden) and the Term of the Warden beginning with the start of the 2019-2022 term of Council. Implementation Points Should Council adopt any resolutions seeking to change either the selection of the Head of Council or alter the term of the Head of Council, the necessary steps will be taken to request the Minister of Municipal Affairs for the regulation change necessary to proceed with the changes sought by Council. Financial Impact This report has no financial implications beyond that approved within the 2017 Business Plan and Budget. The Treasurer has reviewed this report and agrees with the financial impact information. Risks/Implications There are no risks to receiving this report. Should Council wish to pursue any change as outlined in this report, Council should note that approval of any change is solely at the discretion of the Minister of Municipal Affairs and that the options available to the Minister include: 1. deny the request; 2. authorize the requested change through regulation; or 3. impose an alternative change through regulation. Page 1 of 5 58 Report No: CAO 2017-04 CAO/CLERK Council Date: March 8, 2017 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: 4. i. A County that Informs and Engages - Harness the power of the community through conversation and dialogue by: - Providing multiple opportunities for public participation and a meaningful voice in civic affairs - Fostering greater involvement in County and community events and/or program/project implementation - Understanding and addressing public aspirations for a more livable community DISCUSSION Background At its December 14, 2016 meeting Council adopted a motion requesting that staff present a report outlining options for the selection of Warden for its consideration. Specifically the following motion was adopted: That notwithstanding Procedure By-law 5852-2016 or any additional provincial legislation or regulation, that Council directs staff to prepare a report reviewing any/all options on the nomination, election or appointment of Warden for Oxford County, and that report be presented in advance time to allow deliberation and recommendations in advance of any provincial restrictions for change (e.g. Dec. 2017). Comments Canadian municipalities are created through the delegation of constitutional authorities of Canadian provinces. As such, in Ontario all municipal authority is delegated through provincial legislation and regulation. While several bodies of legislation govern specific aspects of municipal authority, the primary authority to govern at the municipal level in Ontario is derived through the Municipal Act, RSO 2001 as amended. Within this context, the following discusses the various options available for consideration by County Council and outlines the manner in which any could be pursued prior to the next municipal election date, Monday, October 22, 2018. Page 2 of 5 59 Report No: CAO 2017-04 CAO/CLERK Council Date: March 8, 2017 Our review of the Municipal Act has led us to conclude the following: The County of Oxford is considered a regional municipality according to Subsection 1 (1) - “regional municipality” means an upper-tier municipality that was a regional or district municipality or the County of Oxford on December 31, 2002; The County of Oxford currently follows the Appointment of head, same term as council according to Subsection 233 (2) - If the term of office of an appointed head of council of an upper-tier municipality is the same as the term of council, the council of the upper-tier municipality shall, in the first year of its term, appoint the head of council at its first meeting. 2001, c. 25, s. 233 (2). Subsection 218 (4) applies regarding the Term of office - Without limiting sections 9, 10 and 11, those sections authorize an upper-tier municipality to change the term of office of an appointed head of council so long as the new term does not extend beyond the term of council. 2006, c. 32, Sched. A, s. 93 (3). In addition, Subsection 218 (5) applies to Regional municipalities, including Oxford County - A regional municipality shall not pass a by-law described in this section until the Minister has, by regulation, authorized the regional municipality to exercise the powers described in this section. 2006, c. 32, Sched. A, s. 93 (3). Moreover, the latest revisions to the Municipal Act, Bill 70, Building Ontario Up for Everyone Act (Budget Measures), 2016 – Received Royal Assent December 8, 2016. Bill 70 included an amendment requiring all regional government chairs, except Oxford County, to be directly elected at large. Options for Selecting the Warden (Head of County Council) Election from Within Council’s current process, as outlined in the Procedure By-law (By-law No. 5852-2016) includes the election of a sitting member of County Council; No action is required to maintain the status quo. Election at Large Given the recent requirement of all other Regional Councils in Ontario to elect the head of Council at large in the next municipal election, it is reasonable to assume Council has the option to seek legislative authority to expand County Council by one seat and allow for the Warden to be elected at large; Such a direction would require the Minister to enact a regulation; The process to affect any such change is outlined later in this report. Page 3 of 5 60 Report No: CAO 2017-04 CAO/CLERK Council Date: March 8, 2017 Options for Selecting the Term for the Warden (Head of County Council) Term of Council The term of Council (four (4) years) is the default which applies to the Election Within or the Election at Large options for selecting the Warden. Terms less than the Term of Council With the Election Within option, Council has the option to seek authority for a change to either one (1) year or two (2) year terms for the Warden; A change to either a one (1) or two (2) year option will require the Minister to enact a regulation; The process to affect any such change is outlined later in this report. Process for Changes to the Warden (Head of County Council) Selection or Term Our interpretation of the sequence of events that must occur to allow either the Head of Council to be elected at large or to permit a change in Head of Council term limit: The County would initially have to pass a resolution requesting the Regulations Subsection 218 (6) - The Minister may make regulations authorizing a regional municipality to exercise any power described in this section. 2006, c. 32, Sched. A, s. 93 (3). Condition – Subsection 218 (7) - The Minister shall not make a regulation under subsection (6) unless the Minister has received a resolution from the regional municipality requesting the regulation. 2001, c. 25, s. 218 (7); 2002, c. 17, Sched. A, s. 43 (3). Note any regulation change by the Minister requires public posting on the registry for 45 days If the County receives a regulation it can then provide Public Notice per Subsection 219 (1) - Before passing a by-law described in section 218, the municipality shall give notice of its intention to pass the by-law and shall hold at least one public meeting to consider the matter. 2001, c. 25, s. 219 (1); 2006, c. 32, Sched. A, s. 94 (1). Note County policy requires public notice for 21 days prior to public meeting Following the public meeting, if a By-law is passed Subsection 219 (3) would apply regarding Commencement Despite subsection 218 (2), a by-law described in section 218 does not come into force until the day the new council is organized following, (a) the first regular election following the passing of the by-law; or (b) if the by-law is passed in the year of a regular election before voting day, the second regular election following the passing of the by-law. 2001, c. 25, s. 219 (3); 2006, c. 32, Sched. A, s. 94 (2). In summary, we believe that proper process would require the following sequence of events and results should Council wish to alter either the selection of or the term of the Head of Council: 1. Council must determine its preferred option to select the 2018 Head of Council: a. Election Within (status quo); or b. Elected at Large. Page 4 of 5 61 Report No: CAO 2017-04 CAO/CLERK Council Date: March 8, 2017 2. With option 1a (Election Within), Council must determine if it wishes to alter the current four (4) year term for the Head of Council. Should Council wish to reduce the term, Council must pass a resolution to request the Minister to approve a regulation to allow the County to alter the selection of the Head of Council to either: a. One (1) Year term; or b. Two (2) Year term. 3. If, and only when, the regulation is received, Council will be required to provide notice and conduct a public meeting; 4. Upon completion of the public meeting, Council will be required to pass a by-law to finalize the change of selection of, or the term of, the Head of Council; 5. All of the above must be completed by December 31, 2017 to take effect December 1, 2018 (with the new term of Council). Minister’s Options Council should be aware that any regulatory change remains the sole discretion of the Minister of Municipal Affairs. As such, the Minister’s options, upon receipt of any request for changes to either the Head of Council selection process or the Head of Council term, are to: 1. Deny the request; 2. Authorize the requested change through regulation; or 3. Impose an alternative change through regulation. Conclusions This report is presented as information at the request of Council. SIGNATURE Approved for submission: Original signed by Peter M. Crockett, P.Eng. Chief Administrative Officer Page 5 of 5 62 Report Title Community Strategic Plan Update Report No. CL 17-03 Author Tricia Smith, Deputy Clerk Meeting Type Council Meeting Council Date March 27, 2017 Attachments RECOMMENDATION THAT Council receive Report CL 17-03, Community Strategic Plan Update, as information. BACKGROUND On January 11, 2016, staff provided Council with an update on the status of the short-term (1 to 3 year) goals, as identified within the four Strategic Objective Themes of the Community Strategic Plan. This update had outlined which projects had been completed to date and/or were currently in progress. The short-term projects that had been identified within the Community Strategic Plan as “currently in progress” had an anticipated completion date by year end. This report summarizes the status and general outcomes of those projects, as well as provides a review of the Medium- Term (3 to 5 year year) action items of the plan which have been initiated to date as staff move forward into phase two of the Plan. 1. Short-term Action Items (1 to 3 years): 1.1 Excellence in Local Government All of the Short-Term action items contained within this category were completed prior to the end of 2016, which included on-going collaboration with citizen-led initiatives (i.e. Lake Lisgar Revitalization Committee & Pioneer Cemetery Committee). The design and implementation of a Communication Strategy for Town staff and the development and implementation of the new Town website, which incorporated improved accessibility features and opportunities to provide enhanced information and updates on Town initiatives as well as options for collecting public input and feedback was also completed by year end 2016. Page 1 / 10 CL 17-03, Community Strategic Plan Updat 63 2. Economic Sustainability 2.1 Support new and existing businesses and provide a variety of employment opportunities: • Measure success to-date of implementing the recommendations/action items of the 2008 Economic Strategy. It had been noted in the January 25, 2016 CSP Update Report, that a Feasibility Study had been completed in 2010 regarding the development of an Airport Industrial Park & Expansion and that the consolidation of a Master Plan was currently underway. Since that report, a significant amount of effort has been invested into updating the drawings and concepts of the Master Plan, however updates to the accompanying document that coincides with the updated drawings and concepts remains outstanding. Staff presented Report OPS 16-31, Airport Comprehensive Review to Council on November 14, 2016 which identified finalizing the Master Plan for the Tillsonburg Regional Airport in the 2017 capital budget at a cost of $35,000. The report was referred to the Airport Advisory Committee and discussed at their November 24, 2016 meeting. The Committee subsequently revised the Airport capital plan and placed the Master Plan for the Airport as a 2019 capital budget item and recommended that funds be utilized to expedite the runway crack sealing in 2017 to ensure service life potential. 3. Demographic Balance 3.1 Support the aging population and an active senior citizenship. • RCP staff to meet with Tillsonburg Seniors Centre to discuss seniors’ health care needs and gaps in local services. In February, 2016, the Recreation Programs & Services Manager worked in consultation with the Senior Centre Administrator to identify a number of service gaps in relation to seniors’ health care needs. The following gaps and/or needs were identified: • Access to daily low-cost mode of transportation to participate in programming, including out-of-town transportation (i.e. to attend doctor appointments, shopping, theatre, etc.); • Ability to purchase low-cost meals on site at the Senior Centre – enable seniors to stay for the entire day at the Centre; • Limited number of free or low-cost income tax clinics in Tillsonburg; • Basic Computer/Tablet training (i.e. Using the Internet, Facebook, etc.) • Respite for Seniors caring for aging parents (i.e. challenges with difficulty accessing local services, waiting lists and can be expensive); • Senior specific gym and access to an affordable trainer familiar with seniors’ needs. • Combination Senior Centre membership and swimming pool membership. The implementation and continuation of the Community Transportation Pilot Project has been successful in helping to fill the gap for daily low-cost transportation for local citizens. Some members of the Senior Centre routinely use this service to attend activities at the Page 2 / 10 CAO 64 centre. The Community Transportation Pilot Steering Committee has identified the availability of out-of- town transportation services as a future goal. Senior Centre staff have looked into the possibility of providing hot meals at the centre, including the purchasing of frozen meals that could be reheated, hiring out their kitchen, and have investigated the availability of grant funding for someone to run a basic canteen in their kitchen. There are a number of challenges with providing this service at this time, including the booking of the kitchen by other programs during the week. Low-cost income tax clinics are now being offered at the Multi-Service Centre which has expanded this needed service within the community. In terms of computer training for seniors, the Oxford Public Library started offering tech boot camps last year and some of the Senior Centre members have partaken in the various courses provided. The Senior Centre continues to work in partnership with the Oxford County Public Library to promote these services to its members. The Senior Centre will be hosting the Alzheimer’s Society information session on April 19, 2017 to provide members with information on “Caring for the Caregiver” and accessing respite services. The development of a senior-specific gym has not been undertaken at this time. Staff will be pursuing the possibility of a combined senior centre and swimming pool membership. 4. Culture & Community 4.1 Make Tillsonburg an attractive place to live for youth and young professionals: • RCP staff and Cultural Improvement Alliance (CIA) to expand and enhance local festivals to attract a greater number of tourists. The Cultural Development Fund grant for the Cultural Improvement Alliance (CIA) project concluded at the end of March, 2016. RCP staff provided an update on the achievements of the Cultural Improvement Alliance to Council on June 16, 2016 and a final report was given at the August 8, 2016 meeting. At the August 8, 2016 meeting, Council authorized the continuation of the CIA project for the remainder of 2016 and allocated $13,600 from the 2016 Budget for this purpose. Direction was provided to RCP staff to work with the CIA partnership and Cultural Advisory Committee to develop a common Terms of Reference for Council’s consideration. Following this meeting, RCP staff proceeded with the TCIA initiative and hired a part-time Culture & Heritage Projects Coordinator from November 1, 2016 to March 2, 2017 to carry out the work and contracting with a marketing company to roll out the monitor ad program. Spot Marketing was contracted to update and maintain the monitor network. At the February 2, 2017 Budget Meeting, RCP staff provided Report RCP 17-14, Budget Issue Paper – Tillsonburg Cultural Improvement Alliance Update to Council to provide information on the accomplishments of the CIA since the program was Page 3 / 10 CAO 65 extended. Council passed a motion during the budget deliberations to remove the $22,600 allocation toward the continued development and growth of the CIA program from the 2017 RCP Business Plan. The Beautification Working Group fulfilled their mandate in developing strategies for the beautification of public spaces, commercial and residential neighbourhoods, and entrance gateways to the Town of Tillsonburg including landscaping and streetscaping and developed and recommended a budget and multi-year Beautification plan through the Heritage, Beautification & Cemetery Advisory Committee to Council at the December 1, 2016 Budget Council meeting. The sub-committee had worked in partnership with students from Fanshawe College to develop a beautification plan and concepts for Broadway, the main street and amenity areas including the Oxford and Broadway Street parkette and the area of the Rotary Clock Tower. As well, the working group was successful in implementing beautification efforts in 2016 in partnership with Tillsonburg Garden Gate, the Knights of Columbus, Tillsonburg Horticultural Society and Tillsonburg BIA with the installation of plant filled urns at the intersections of Broadway. The first recommendation received by Council from the Heritage, Beautification & Cemetery Advisory Committee was for the allocation of resources to the Parks, Culture & Recreation 2017 Budget for beautification efforts in the Town and the second request was for $8000.00 for the revitalization of the Broadway and Oxford Street parkette and redesign of this space. Council considered each request during the 2017 Business Plan & Budget review process. At the February 2, 2017 Budget Council meeting, Council authorized an enhanced town-wide beautification program in 2017 which would include the planting, watering and ongoing maintenance of flowers, shrubs and trees at 18 garden locations throughout the Town, including the Town Gateways (Hwy 3 & 19),12 Downtown Flower Urns, LLWP & Summerplace, Oxford & Broadway Parkette, Skatepark/Pumptrack, Fourth to North TCT Gateway (Fourth St), Mineral Springs and Clock Tower. Staff provided a supplemental report to Council at the February 13, 2017 meeting regarding the level of service that could be provided for beautification efforts within the approved $25,000 budget. The urns for the downtown core will be financed through fundraising efforts and a seasonal horticultural staff person will be hired to undertake the beautification work from mid-April through to mid-October. In the fall of 2017, staff will provide a follow-up report to Council for consideration regarding the continuation of the program in subsequent years. 4.2 Provide a variety of leisure and cultural opportunities to suit all interests: • RCP staff to measure the success to-date of implementing the recommendations/action items of the Community Parks, Recreation & Cultural Strategic Master Plan. Page 4 / 10 CAO 66 The 5-year term for the Community Parks, Recreation and Cultural Strategic Master Plan concluded at the end of 2016 and staff prepared a summary report for council. At the January 10, 2017 Budget Council meeting, council approved a motion to remove the five-year update to the Parks, Recreation & Cultural Strategic Master Plan from the 2017 RCP Business Plan objectives and Budget ($30,000) and requested that the update be undertaken in-house. Staff have since prepared a Status Update for the Community Parks, Recreation & Cultural Strategic Master Plan which will be presented to the Parks & Recreation Advisory Committee on March 21, 2017 for review and input. A finalized update and report will be provided to Council in Q2. 4.3 Provide opportunities for families to thrive: • Town Senior Management to explore the viability of alternative transportation options such as community transportation, car share programs and bike share programs. The Community Transportation Pilot program offers reduced fares for passengers and was first launched in January, 2016 and the program operates on an established route and schedule within Tillsonburg. As of December 31, 2016, a total of 842 rides have been provided by this service. On November 28, 2016, Council adopted By-Law 4051 regarding Vehicles for Hire within Tillsonburg, which amended the Taxi By-law and now includes regulations for Group Transportation Vehicles such as that what is utilized by the Community Transportation program. The owners of Group Transportation Vehicles, as well as their vehicles and drivers must now be licensed by the Town similar to that for taxis and limousines. Licensing is required to ensure compliance with safety standards and regulations of the Highway Traffic Act, as well as demonstrate that drivers receive necessary accessibility training. The MTO Community Transportation Pilot Program grant will be ending on March 31, 2017. The Transportation Pilot Steering Committee made a request to Council at the December 1, 2016 Budget meeting for the Town to apply for Provincial Gas Tax Funds to provide support for the continuation of the Community Transportation Pilot Program. A request was also made for pre-budget approval. An anticipated impact of $133,000 for the receipt of Gas Tax funding was added to the 2017 Business Plan & Budget. At the February 2, 2017 Budget Council meeting, the Community Transportation Coordinator appeared before Council to speak to the motion on the agenda regarding funding for the Transportation Pilot program and asked Council to defer the motion to deny funding for the Transportation Program until a Business Plan for the T:GO Call- n-Ride Program had been submitted. Council at this time had also received notice from the Ministry of Transportation that funding for the Community Transportation Pilot Grant Program had been extended for an additional year and up to a maximum of $50,000 in funding would be available for operating costs. The Transportation Pilot Steering Committee presented their Business Plan to Council at the February 13, 2017 meeting. Council received the presentation and directed Page 5 / 10 CAO 67 staff to bring back a report and recommendations for consideration. At the March 2, 2017 meeting Council received Report CAO 17-01, Extension Community Transportation Pilot Program and authorized staff to submit an application to the Ministry of Transportation for the $50,000 in funding to extend the Community Transportation Pilot Program. At the March 13, 2017 meeting, Council received Report CAO 17-02, Dedicated Provincial Gas Tax Funding – Public Transportation Program - Tillsonburg and passed a motion to support the T-Go Transit System; committed to providing ongoing annual support beginning in April, 2017 in the amount of $22,500 and agreed to receiving and being responsible for the Dedicated Gas Tax funds from the Province of Ontario for the transit program. Council also authorized staff to submit to the MTO all forms and supporting documents to access the Dedicated Gas Tax funds for the transit program. Medium-Term Action Items The following is an outline of the Medium-Term (3-5 year) action items identified within the Community Strategic Plan and summary of the current status of these projects. 1. Excellence in Local Government 1.1 Demonstrate strong leadership in Town initiatives Town Senior Management: • Host annual “Town Hall” style meetings where the Town’s Senior Management team provides status updates on CSP implementation and successes to date. The Town Hall meeting held last April was a success and provided an opportunity for local citizens and community groups to learn about the status of Short-Term (1 to 3 year) projects identified within the Community Strategic Plan, their implementation and successes to date. The launch of the Town’s new branding program was also held during this event. This form of community engagement will continue into the future with similarly styled Town Hall events, which will also incorporate an overview and discussion on how the CSP initiatives are incorporated into the Town’s annual budget. As phase two of the CSP has just been initiated, it is recommended that a second Town Hall meeting be held half way through this phase to update the public on the status of the Medium Term (3-5) projects and identify action items that will be commenced in the coming months. 1.2 Streamline communication and effectively collaborate within local government Development & Communication Services: • Perform an internal audit of communication effectiveness. • Revise Communication Strategy and webpage based on community feedback. An internal audit of communication effectiveness has not been initiated at this time. Timing on this will be reviewed and the Development Commissioner will advise on at a later date. Page 6 / 10 CAO 68 In terms of the Town webpage, a number of elements have been included within the design of the new website to encourage community feedback. This includes the availability of the on-line feedback form to receive comments on the website. In addition, the new “Report a Problem/Complaint” form enables citizens to submit their comments and/or complaint on-line about a municipal program or service, which is directed to the appropriate municipal department for review and follow-up. Citizens also now have the ability to submit a formal Code of Conduct Complaint on-line relating to members of Council, local boards and committees. A Communications Strategy update is currently in progress with an anticipated completion date at the end of Q2. 1.3 Demonstrate Accountability Tillsonburg Senior Management: • Provide an overview and discussion of how the CSP initiatives are incorporated into the Town’s annual budget. This process will be incorporated by Tillsonburg Senior Management into the annual Town Hall style meeting during which status updates on the CSP implementation and successes to-date will be provided, as well as be part of the 2018 budget process. 2. Economic Sustainability 2.1 Support new and existing businesses and provide a variety of employment opportunities Development & Communication Services: • Produce an updated Economic Strategy. • Monitor implementation of a new Economic Strategy and provide annual summary reports. • Market existing financial assistance opportunities for existing and new local industry. An updated Economic Strategy has been identified for initiation in the 2018 Business Plan forecast. A new Community Improvement Plan has been developed in consultation with Planning and the Development Committee and marketing information will be developed shortly. 2.2 Provide diverse retail services in the downtown core Development & Communication Services: • Implement and monitor recommendations of the Retail Diversification Strategy • Work with BIA and other stakeholders to develop and launch a “shop local” campaign. The Development Commissioner has indicated that retail recruitment remains ongoing as an action plan at this time. A “shop local” campaign has not been initiated at this time. Page 7 / 10 CAO 69 2.3 Provide appropriate education and training opportunities in line with Tillsonburg’s economy Development & Communication Services: • Work with Glendale High School’s Technological Studies Department to offer high school trades programs in line with Tillsonburg’s Industries. • Collaborate with local Fanshawe College campus to match education and training with local industry. • Work with local educational institutions and businesses to launch a job shadowing/internship program for students to provide exposure to local industry. A collaborative effort to design and offer a high school trade program has not been undertaken to date. Progress in currently underway in regards to a collaboration between Town staff and Fanshawe College to match education and training with local industry. The Development Commissioner has indicated that some initial work has been undertaken in regards to a job shadowing/internship program, but additional work is required. 3. Demographic Balance 3.1 Make Tillsonburg an attractive place to live for youth and young professionals Development & Communication Services: • Form partnerships with stakeholders and work with Glendale High School and Student Council to assess the effectiveness of the existing Cooperative Education Program. • Work with Town Council to establish an honourary Council position for a Teen Advisory Group representative. The assessment of the effectiveness of the existing Cooperative Education Program has not been assigned to date. An honourary Council position for a Teen Advisory Group representative has not been undertaken at this time. 3.2 Provide opportunities for families to thrive Recreation, Culture & Park Services (RCP) • Devise and implement a strategy for addressing family needs. Progress continues in regards to developing opportunities for families to thrive and over the last two years, RCP staff have implemented a fee subsidy program (F.A.R.E.) and have made arrangements to be an administrator for the Jumpstart program. Contact has also been made with Oxford County for the Town’s Recreation, Culture & Services department to be a designated service provider for families on social assistance. Page 8 / 10 CAO 70 3.3 Support the aging population and an active senior citizenship Town Senior Leadership • To work with the South West LHIN Board of Directors Tillsonburg representative for the provision of needed seniors’ health care and support services. • Work with the Accessibility Advisory Committee to incorporate financial incentives for universal accessibility features into existing Community Improvement Plans. No action has been made at this time in regards to working with the South West LHIN Board of Directors Tillsonburg representative for the provision of needed seniors’ health care and support services. The Community Improvement Plan approved by Council on February 13, 2017 includes an approved program for accessibility upgrades. Funding shall be developed for the program in future years subject to Council approval. 4. Culture & Community 4.1 Make Tillsonburg an attractive place to live for youth and young professionals Development & Communication Services • Explore and organize additional opportunities to showcase local talent. • Organize a new “Welcoming Committee” comprised of local citizens that corresponds with new residents. The showcasing of local talent is currently in progress and this principle has been key in the development of the Discover Tillsonburg magazine. This item will need to be included in future marketing initiative development. The development of a new “Welcoming Committee” has not been assigned at this time. 4.2 Provide a variety of leisure & cultural opportunities to suit all interests Parks, Culture & Recreation Services • Monitor the implementation of and provide annual summary reports on the Parks, Culture & Recreation Strategic Master Plan. Please refer to the update provided in section A (4.2). 4.3 Provide opportunities for families to thrive Town Senior Management • To implement a suitable transportation program and support the program through Town-wide marketing. Please refer to the update provided in section A (4.3). Page 9 / 10 CAO 71 CONSULTATION/COMMUNICATION Consultation was made with Departmental Directors and staff in relation to the various action items identified within the CSP. FINANCIAL IMPACT/FUNDING SOURCE The financial impact/funding source is not identified at this time. COMMUNITY STRATEGIC PLAN (CSP) IMPACT A Community Strategic Plan establishes a vision for the future that reflects community ideas and aspirations, guides priority setting and ensures that programs and services address the changing needs of the community. Page 10 / 10 CAO 72 Report Title Committee Appointments Report No. CL 17-07 Author Tricia Smith, Deputy Clerk Meeting Type Council Meeting Council Date March 27, 2017 Attachments Proposed By-Law & Schedule A RECOMMENDATION THAT Council receive Report CL 17-07, Committee Appointments; AND THAT _____________ be appointed to the Accessibility Advisory Committee; AND THAT _____________ be appointed to the Canada 150 Committee; AND THAT By-law 4087, To amend Schedule A of By-Law 3876, be brought forward for Council consideration. BACKGROUND Accessibility Advisory Committee: The Tillsonburg Accessibility Advisory Committee was established by Council to advise and assist the Town of Tillsonburg on matters, issues and policies pertaining to accessibility for persons with disabilities to a building, structure or premises, or part of a building, structure or premise. At the November 9, 2016 meeting of the Accessibility Advisory Committee, the committee received notice regarding the resignation of Helen Lamos-Parker. A recommendation was made by the committee for staff to advertise the vacancy. To ensure compliance with the Accessibility for Ontarians with Disabilities Act (AODA), the majority of Committee members must self-identify as a person with a disability. An ad was placed in the Tillsonburg News for consecutive weeks between mid-November and the end of December, 2016 and on the Town website seeking applications. The Clerk’s Office received (1) application. Canada 150 Committee: At the September 26, 2016 meeting Council endorsed the Terms of Reference for the Canada 150 Committee and appointed (4) members from the community and a member of council to plan a large-scale Canada Day event in partnership with Town staff, various community groups and organizations, as well as promote the development and presentation of events throughout the community between January 1, 2017 to December 31, 2017 to commemorate Canada’s Page 1 / 2 CL 17-07 - Committee Appointments 73 150th anniversary. Since September, 2016 Council has appointed an additional (6) members from the community to serve on the Canada 150 committee. Since the committee was first established, an invitation has been extended to the various local community groups and organizations to attend and participate in meeting discussions in regards to Canada 150 events in Tillsonburg. The Clerk’s Office has received an additional application for appointment to the Canada 150 Committee from a member of the community. A copy of the amending By-Law has been attached for Council’s information. CONSULTATION/COMMUNICATION Clerk’s staff worked in partnership with the Marketing & Communications Officer to post notice of the Accessibility Advisory Committee vacancy. FINANCIAL IMPACT/FUNDING SOURCE There will be no additional impact to the 2017 budget as a result of the appointments. 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; AND provide opportunities for residents to get involved in the planning and presentation of local events and activities to promote the history and culture of Tillsonburg, draw visitors to attractions, collaborate with various community groups and organizations and expand upon local events such as through the celebration of Canada’s sesquicentennial. Page 2 / 2 CAO 74 CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4087 A BY-LAW to amend Schedule A of By-Law 3876, to Define the Mandate, Membership, and Meeting Procedures for Committees Established by The Corporation of the Town of Tillsonburg. WHEREAS it is deemed necessary and expedient to amend Schedule A – of By-Law 3876; BE IT THEREFORE ENACTED by the Council of The Corporation of the Town of Tillsonburg as follows: 1. THAT Schedule A of By-Law 3876 Committee Structure be amended as attached hereto; 2. THAT these amendments to By-Law 3876 are hereby declared to be part of that By- Law as if written therein; 3. THAT this By-Law shall come into full force and effect upon passing. READ A FIRST AND SECOND TIME THIS 27th day of March, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 27th day of March, 2017. ________________________ MAYOR – Stephen Molnar _______________________ TOWN CLERK – Donna Wilson 75 By-Law 4087 to Schedule “A” to Amend By-Law 3876 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Accessibility Advisory Committee Mike Cerna Robert Doerr Margaret McCrimmon Michael Kadey Scot Richardson Peter Staley _______________ The mandate of the Accessibility Advisory Committee is to fulfill the duties of a Municipal Accessibility Advisory Committee, as outlined in the Accessibility for Ontarians with Disabilities Act, 2005 and to provide advice to Council on programs, policies and services provided to persons with disabilities and seniors. 7 members 1 Staff 1 Councillor Councillor Stephenson Deputy Clerk Airport Advisory Committee Rick Lee Richard Van Maele Geoffrey Lee Donna Scanlan Euclid Benoit Andre Brisson Henry Atkinson Jeremy Stockmans John Prno Mel Getty Councillor Valerie Durston (South-West Oxford) To advise and assist the Town of Tillsonburg on matters pertaining to the Tillsonburg Regional Airport. The Airport Advisory Committee will provide a forum for receiving input and advice from aviation stakeholder groups and the community with respect to the Airport Master Plan, strategic initiatives and operational improvements. The Committee will also provide a forum for dialogue, communication and education. Councillor Rosehart Manager of Public Works Airport Administrator Last revised March 27, 2017 76 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Canada 150 Ad Hoc Committee Virginia Armstrong Wendy Cameron Mariana Carson Tabitha Dalm Josiane DeCloet Irene Hurley Karen Smith Jami Stephenson Paul Weaver Aleksandra Webber ___________________ 10 members 3 Staff 1 Councillor Councillor Stephenson Deputy Clerk Culture & Heritage Manager Recreation Programs Supervisor Cultural Advisory Committee Erin Getty Josiane DeCloet Deb Beard Heather Benton Jami Stephenson Terry Fleming Vern Fleming (1) Vacancy To advise Council on matters, issues and policies pertaining to tourism, cultural events and festivals and to actively encourage partnerships. To develop and obtain Council endorsements of sub-committees when necessary to establish events such as Turtlefest, Airshows, Tillsonburg Christmas Festival, etc. To develop relationships for coordinating events with local service groups, BIA, Chamber of Commerce, Station Arts Centre and sports groups. 8 members 1 Staff 1 Councillor Councillor Stephenson Culture & Heritage Manager Development Committee Lisa Gilvesy Steve Spanjers Randy Thornton John Veldman To advise and assist in the promotion of development within the Town. To develop alliances and partnerships to advance the 9 members 1 BIA Rep 1 Chamber Rep 1 Real Estate Rep Councillor Hayes CAO Development Commissioner Last revised March 27, 2017 77 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Andrew Burns Paul DeCloet Ashton Nembhard Kirby Heckford Lindsay Morgan – Real Estate Rep Cedric Tomico - BIA Rep Jesse Goossens – Chamber Rep Town’s strategic plan and to assist in the overall community growth within the Town. 2 Staff 1 Councillor Heritage, Beautification and Cemetery Committee Paul DeCloet Sue Saelens Marion Smith Janet Wilkinson Robert Marsden Ken Butcher Charlie Baldwin Paul Wareing Christine Nagy Matthew Fenn Maurice Verhoeve To advise and make recommendations to Council on all matters with respect to architectural and historical significance, beautification of public spaces, including trees, and Tillsonburg cemeteries. To advise Council of new and relevant legislation and funding initiatives; to make recommendations and assist with the development of education programs; and to liaise with the community and other organizations to promote Tillsonburg heritage, beautification and cemeteries. 9 members 1 Staff 1 Councillor Councillor Esseltine Facilities Manager Museum Advisory Committee Dianne MacKeigan Robert Marsden Mary Lou Sergeant Marianne Sandham Jami Stephenson Aleksandra Webber (1) Vacancy To research, collect, preserve, exhibit and promote the Tillsonburg Museum. To make recommendations to Council on policies and procedures pertaining to the museum. To work with the Tillsonburg Historical Society regarding trusts for restoration and artifact purchases. 6 members 1 staff 1 Councillor Councillor Rosehart Culture & Heritage Manager Last revised March 27, 2017 78 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Parks and Recreation Advisory Committee Donna Scanlan Bob McCormick Donald Baxter Mike Cerna Mel Getty James Payne Paul DeCloet Susie Wray Craig Cole (3) Vacancies To advise Council and make recommendations on the programming and utilization of Parks, Trails, Green Space and Recreational facilities within Tillsonburg. To help implement the Community Parks, Recreation & Cultural Strategic Master Plan. To develop and obtain Council endorsements of sub-committees when necessary to deal with Trails, Tillsonburg Wall of Fame, etc. 12 members 2 staff 1 Councillor Councillor Esseltine Recreation Programs Services Manager Special Awards Committee John Armstrong Sam Lamb Matt Scholtz Mary Anne VanGeertruyde To advise Council and make recommendations on awards for volunteer service within the Town of Tillsonburg. The Volunteer Service Recognition Program shall recognize volunteers on a monthly basis when nominations are received by the Special Awards Committee. The Committee shall organize a Town of Tillsonburg volunteer recognition social event on a yearly basis with budget approval. Councillor Stephenson Town Clerk or Designate Last revised March 27, 2017 79 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Tillsonburg Non Profit Housing Corporation Robert Hurley Evenly Fritz Ron Gasparetto Joyce Hanson Geraldine Brisebois John Stanbridge Terry Pierce Carolyn Hicks Roderick Van Riesen Councillor Adam n/a Last revised March 27, 2017 80 Report Title By-Law 4091, Authorize Voting Method Report No. CL 17-09 Author Donna Wilson, Town Clerk Meeting Type Council Meeting Council Date April 10, 2017 Attachments By-Law 4091 RECOMMENDATION THAT Council receives Report CL 17-09 Authorize Voting method; AND THAT By-Law 4091 to authorize the use of the Internet and Telephone Voting method for the 2018 Municipal Election, be brought forward for Council consideration. EXECUTIVE SUMMARY At the Council meeting of January 23, 2017 Council passed the following resolution and direction for staff. “Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council endorse Option 3 – Internet/Telephone Voting, as the preferred voting method for the 2018 Municipal Election, for both Advance and Voting Day polling; AND THAT staff be directed to develop the 2018 Election Work Plan based on the preferred method of voting; AND THAT staff bring back a report regarding final quotes for procuring equipment and services for the preferred voting method. Carried” BACKGROUND As described in Report CL 16-30 brought to Council on October 11, 2016, with the timeline amendments made under the Municipal Elections Modernization Act, 2016 (MEMA), and since Council decided to proceed with an alternative voting method, Council must now authorize electors to use such a method by passing a by-law on or before May 1st in the year before the election year. This would mean that a bylaw would be required by May 1, 2017, to be effective for the 2018 Municipal Election. Page 1 / 2 CL 17-09 Authorize Voting method 81 Therefore, as Council has authorized the use Internet/Telephone Voting, as the preferred voting method for the 2018 Municipal Election, for both Advance and Voting Day polling the attached by-law is before Council for consideration. FINANCIAL IMPACT/FUNDING SOURCE All municipal election expenses are funded by the Election Reserve Fund. COMMUNITY STRATEGIC PLAN (CSP) IMPACT Section 1 – Excellence in Local Government 1.3 Demonstrate accountability – Citizens are aware of ongoing Council initiatives and Internet/telephone voting provides enhanced accessibility features for all citizens. Page 2 / 2 82 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4091 BEING A BY-LAW to authorize the use of internet and telephone voting method for the 2018 Municipal Election. WHEREAS Section 42 of the Municipal Elections Act, 1996 provides that the council of a municipality may, by by-law, authorize electors to use an alternative voting method, such as voting by mail, telephone, or internet, that does not require electors to attend at a voting place in order to vote; AND WHEREAS the Council of the Corporation of the Town of Tillsonburg considers it desirable to use internet and telephone as the preferred method of voting for the 2018 Municipal Election; NOW THEREFORE the Municipal Council of The Corporation of the Town of Tillsonburg enacts as follows: 1.THAT the Council of the Corporation of the Town of Tillsonburg hereby authorizes the use of internet and telephone voting for the purpose of counting votes at the2018 municipal election. 2.AND THAT By-Law 3760, to Authorize the Use of Optical Scanning Vote Tabulators for the 2014 Municipal Election be and is hereby repealed. 3.AND THAT this By-Law shall come into full force and effect on the day of its passing. READ A FIRST AND SECOND TIME THIS 27th DAY OF March, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 27th DAY OF March, 2017. _____________________________ Mayor – Stephen Molnar ______________________________ Deputy Clerk – Tricia Smith 83 Report Title Lease of Industrial Lands for Agricultural Purposes Report No. DCS 17-10 Author Cephas Panschow Meeting Type Council Meeting Council Date MARCH 27, 2017 Attachments Lease agreement RECOMMENDATION THAT Council receive Report DCS 17-10 Lease of Town’s Industrial Lands for Agricultural Purposes; AND THAT the Mayor and Clerk be authorized to enter into a lease agreement with John Vieraitis for the lands described as: (i) Lands located on the south side of Hwy 3, legally described as part of Lots 1 and 2, Concession 5, North of Talbot Road, and more particularly described as, Parts 1, 2, 3, 4, 13 and part of Part 12 and 15, RP 41R-8336, consisting of approximately 37 acres of arable land; (ii) Lands located on the east side of Highway 19 (Vienna Road), legally described as Lot 1613, Lot 1638B, Plan 500; part of Lots 8 and 9, Concession 4, North of Talbot Road, consisting of approximately 17 acres of farmable land, and including: a. Unnamed Road adjacent to Lots 1612, 1613 and 1614, Part 2, Plan 41R-6496; b. Unnamed Road adjacent to Lots 1612, 1613 and 1614; and, (iii) Lands located on the west side of Rokeby Sideroad, legally described as Lot 1641, Plan 500, MID Con 4 North of Talbot Road, Pt Lot 10, being part of Parts 1 & 2, Plan 41R-8386 (Oxford Registration #)/37R-10038, consisting of approximately 27 acres of arable land; for a three year term expiring on December 31, 2019 subject to the terms and conditions contained within the lease agreement; AND THAT a bylaw be brought forward in this regard. EXECUTIVE SUMMARY The purpose of this report is to seek Council approval to award the tender for the lease of the Town’s industrial lands for agricultural purposes. The tender was released on February 16, 2017 with a response date of March 7, 2016 with two bids were received by the deadline. The proposed lease is for three crop years and would terminate on December 31, 2019. The lease will result in revenue of $17,625 for the Corporation. Page 1 / 3 84 BACKGROUND The following table summarizes the two bids received: Company Revenue Acres Average Price/Acre Crop Plan Anspach $16,767 81 $207 Corn/soybean rotation using conventional tillage with both GMO and non-GMO seeds. Glphosate and other conventional herbicides will be used. John Vieraitis $17,625 81 218 Hwy 3 Lands - Organic corn or edamame Vienna Rd Lands – Conventional corn, rye and soybean rotations Rokeby Rd Lands – Corn/soybean rotation Based on the above summary, staff is recommending that the lease be awarded to John Vieraitis for a three year period. The successful bidder will be required to enter into a Lease Agreement with the Town of Tillsonburg, which includes general and specific provisions relating to the use of the land. The Lessee will be required to provide proof of liability insurance in an amount not less than $2,000,000 with the Town of Tillsonburg named as an additional insured. COMMUNITY STRATEGIC PLAN Not applicable. CONSULTATION/COMMUNICATION The Tender opportunity was circulated to area farmers on February 16, 2017, published in the Tillsonburg News (Community Update page) on March 1, 2017, and posted to the Town’s website. The proposed lease has been developed based on advice from the Town’s solicitor. Page 2 / 3 85 FINANCIAL IMPACT/FUNDING SOURCE The 2017 Economic Development & Marketing Budget has estimated revenue of $18,000 from Industrial Land agricultural leases. If the recommended motion is approved this will result in annual revenue of $17,625, which is in line with the budget estimate. The lease of industrial lands for agricultural purposes results in taxable assessment, which means that the Town of Tillsonburg is responsible to pay County and Education taxes. These costs are paid for out of the lease revenue. The remaining lease revenue would be allocated to the Economic Development & Marketing Budget. Page 3 / 3 86 THIS AGREEMENT made in quadruplicate this __21__ day of ____MARCH________, 2017. BETWEEN: THE CORPORATION OF THE TOWN OF TILLSONBURG hereinafter called the Lessor, of the First Part, -and- JOHN VIERAITIS hereinafter called the Lessee, of the Second Part WHEREAS the Lessor is the owner of lands hereinafter described (a) Lands located on the south side of Hwy 3, legally described as part of Lots 1 and 2, Concession 5, North of Talbot Road, and more particularly described as, Parts 1, 2, 3, 4, 13 and part of Part 12 and 15, RP 41R-8336, consisting of approximately 37 acres of arable land; (b) Lands located on the east side of Highway 19 (Vienna Road), legally described as Lot 1613, Lot 1638B, Plan 500; part of Lots 8 and 9, Concession 4, North of Talbot Road, consisting of approximately 17 acres of farmable land, and including: i. Unnamed Road adjacent to Lots 1612, 1613 and 1614, Part 2, Plan 41R-6496; ii. Unnamed Road adjacent to Lots 1612, 1613 and 1614; and, (c) Lands located on the west side of Rokeby Sideroad, legally described as Lot 1641, Plan 500, MID Con 4 North of Talbot Road, Pt Lot 10, being part of Parts 1 & 2, Plan 41R-8386 (Oxford Registration #)/37R-10038, consisting of approximately 27 acres of arable land; (collectively the “Lands”) AND WHEREAS the Lessor is desirous of leasing the Lands to the Lessee and the Lessee is desirous to lease the Lands for agricultural purposes subject to the conditions hereinafter set forth in this agreement (the “Lease”). NOW THEREFORE THIS INDENTURE WITNESSETH 1. PAYMENT The Lessee covenants with the Lessor that the Lessee shall pay annual rent for the Lands as set out below to the Lessor by two payments each year during the term of this Lease. The first payment of which shall constitute 50% of annual rental fee and shall be due and payable no later than April 1 of each year that this Lease remains in force and the remaining 50% of the annual rental fee shall be due and payable on November 30 of each year that this Lease remains in force: (a) Annual rent of $17,625 based on a blended rate of $225 per acre (the “Base Rent”). 2. TERM The term of the Lease shall be from April 1, 2017 to December 31, 2019 (the “Lease Term’). The Lease Term can be extended for additional one (1) year terms by the Lessor in its sole and absolute discretion. There is no representation or warranty of the Lessor that it must, shall or will extend the Lease Term. Lessor’s Initials __________ Lessee’s Initials __________ 1 87 3. CONDITION OF THE LANDS The Lessee acknowledges and agrees that it is leasing the Lands in its current condition “as is” and the Lessee has conducted all inspections and performed its own due diligence to determine the suitability of the Lands for the Lessee’s use. The Lessee acknowledges that the Lessor has made no representation or warranty and provides no covenant, representation or warranty concerning soil conditions, the existence of any items below the surface, and/or the environmental status of the Lands at any time. The Lessee acknowledges having inspected the property prior to signing this Lease and has relied upon its inspection regarding the suitability, condition, and state of repair of the Property. The Lessee further acknowledges that it has conducted its own due diligence as the size of the Lands and the size of the arable part of the Lands and not relied upon any representation or warranty of the Lessor. The Lessee acknowledges that Base Rent shall not alter if size of the arable land is less than as set out in this Lease. 4. USE (a) The Parties agree that the crops to be grown on the Lands shall be agreed upon by the Parties prior to planting and shall generally be a soybean, wheat, rye, corn or organic corn, vegetable or organic edamame or hay crops. (b) The Lessee shall not do or permit to be done on the Lands anything which may: i. Constitute a nuisance; ii. Cause damage to the Lands; iii. Cause injury or annoyance to occupants of neighbouring premises; iv. Make void or voidable any insurance upon the Lands; v. Constitute a breach of any by-law, status, order or regulation of any municipal, provincial or other competent authority relating to the Lands; and, vi. Create any environmental hazard. (c) The Lessee shall not store, allowed to be stored or do anything that creates hazardous waste or toxic material as defined by the Environmental Protection Act or any related, amended or successor legislation. If any order is made by any level of government, including all agencies, Crown corporations plus municipal bodies, or Court is made as a result of the Lessee’s, or its servants, directors, employees, invitees, customers or agents, actions or inaction under this Article then the Lessee shall satisfy the terms of such order including, but not limited to, paying all costs of the work required and shall indemnify and save the Lessor harmless from any costs, including legal costs, if the Lessor suffers any damages or pays any costs associated with such order. (d) In order to operate this farm efficiently and to maintain it is high state of productivity of the Lands, the Lessee covenants as follows: i. To allow any incoming lessee or purchaser to enter upon the Lands after harvest in the last year of the Lease Term and have reasonable privileges and right-of-way to work on the Lands; ii. To prepare a soil analysis prior to the commencement of the Term and a second soil analysis at the end of the Lease Term or sixty days after a Termination Notice has been served by either Party (the “Soil Tests”). The cost of the Soil Tests shall be payable by the Lessee without contribution of the Lessor. The Lessee shall provide the Lessor a copy of each of the Soil Tests within 10 of the Lessee’s receipt of the Soil Tests; iii. To remove all crops from the ground at the end of the Lease Term; and, iv. It will not construct any buildings upon the Lands. Lessor’s Initials __________ Lessee’s Initials __________ 2 88 5. RIGHT TO SELL SUBJECT LANDS The Lessee acknowledges that the Lessor shall have the right to sell any part or parts of the Lands upon sixty (60) days notice, in writing, and upon expiry of such notice the Lessee shall surrender that part (or all if required by the notice) of the Lands sold by the Lessor and subject to the condition that if the Lessor sells and requires possession of any or all of the subject lands on which an agricultural crop is growing, the Lessee shall be compensated for any and all expenses incidental to growing such crop and the Base Rent shall be revised to take into account the adjustment of that part of the Lands not surrendered (if any) throughout the balance of the Lease Term. The Lessee must provide to the Lessor detailed accounting of the costs incurred for the lands in order to be reimbursed for the loss of the growing crops. The Lessee shall not demand, claim or plead any damages, costs, monies or compensation from the Lessor of any kind whatsoever and howsoever except as specifically provided for in this paragraph 5. The Lessee waives any and all claims, damages and/or losses for future income, profits or monies due to the surrender of some or all of the Lands. 6. FARM BUSINESS REGISTRATION NUMBER The Lessee shall be required to provide proof of valid Farm Business Registration Number (OFA, CFFO or proof of exemption) to the Lessor prior to commencement of the Lease Term. 7. QUIET ENJOYMENT OF LANDS IT IS further specifically agreed by and between the Parties hereto that the Lessor covenants with the Lessee for quiet enjoyment of the Lands. Notwithstanding the foregoing, the Lessor shall be permitted to access the Lands for any purpose(s), with the costs of any minor crop damage being borne by the Lessee. 8. ASSIGNMENT The Lessee acknowledges and agrees that it will not assign or sublet the Lands without approval by the Lessor, which may be withheld by the Lessor at its sole and absolute discretion. The Lessee further covenants that it will not conduct any business, trade, enterprise or objects on the Lands other than to use the Lands for its own agricultural purposes pursuant to the terms and conditions contained in this Lease. 9. INSURANCE The Lessee shall obtain Farm liability insurance of at least Two Million Dollars ($2,000,000), covering injury to, or destruction of person or property, for which the Lessee may be held liable. The Lessee must obtain Farm Liability insurance on a form of coverage issued by an insuring company acceptable to the Town, which names the Town as an additional insured and contains a Cross Liability Clause. The Lessee shall provide the Town, by the 1st day of May in each year during the term hereof, with an insurance certificate showing the required insurance coverage. 10. INDEMNIFICATION The Lessee covenants to keep the Lessor indemnified and save harmless the Lessor at all times against any and all claims, suits, proceedings, actions and demands (including but not limited to all legal costs) whatsoever and howsoever arising by any person, entity or corporation whether in respect of damage, loss or death to person or property, arising out of or occasioned by the maintenance, use or occupancy of the Lands or the subletting or assignment of same or any part thereof. And the Lessee further covenants to indemnify the Lessor with respect to any encumbrance on or damage to the Lands occasioned by or arising from the act, default, or negligence of the Lessee, its officers, agents, servants, employees, contractors, customers, invitees or licensees. The Lessee agrees that the foregoing indemnity shall survive the termination of this Lease notwithstanding any provisions of the Lease to the contrary. 11. MAINTENANCE The Lessee covenants to maintain all of the Lands pursuant to this Lease in good condition at all times during the Lease Term, any extension of the Lease Term and any overholding periods (if any). The Lessee further covenants to keep the Lands free from refuse and shall not store any refuse, garbage, motor vehicles or any items on the Lands that may be considered by the Lessor to be noxious, hazardous or refuse. Lessor’s Initials __________ Lessee’s Initials __________ 3 89 12. IMPROVEMENTS TO LANDS The Lessee agrees that all improvements to the Lands for the purposes of increasing agriculture production are at the Lessee’s sole cost and subject to the approval of the Lessor in the Lessor’s sole and absolute discretion. Notwithstanding the foregoing, the Lessor may consider entering into a second agreement for proposals that significantly expand the area available for agricultural production at the Lessor’s sole discretion. 13. BANKRUPTCY The Lessee acknowledges and agrees that if during the Lease Term any of the goods or chattels of the Lessee shall at any time during the said term be seized or taken in execution or in attachment by any creditor of the Lessee, or if the Lessee shall make any assignment for the benefit of creditors, or becoming bankrupt or insolvent debtors, the then current and next ensuing balance of Base Rent shall immediately become due and payable and the said term shall, at the option of the Lessor, immediately become forfeited and determined and in such case, the Lessor may re-enter and take possession of the said lands as though the said lands was holding over after the expiration of the said term. 14. TERMINATION FOR CONVENIENCE IT IS further hereby agreed between the Parties hereto that this Lease may be terminated by either party in such parties’ sole and absolute discretion by providing to the other Party sixty (60) days written notice prior to the termination date or the expiration of the lease term. In the case where the Lessor terminates the Lease, the provisions of Paragraph 5 above shall be in effect. If the Lessee terminates the lease it shall be responsible to pay a pro-rated Base Rent to the date of termination, pay all items required by paragraph 4 of this Lease and the Lessor shall not be responsible to reimburse the Lessee for the loss or damages for the abandoned growing crops. 15. TERMINATION OF THE CONTRACT FOR CAUSE In the event of any material default of this Lease by the Lessee, the Lessor shall have the right to provide written notice of such default and demand that the deficiency of program be rectified within five (5) working days or such longer period as may be agreed upon by the Lessor. If the said default is not rectified or steps are not take to rectify the situation according to the agreed upon plan, the Lessor shall be entitled to issue a written notice of termination for cause with no less than thirty (30) days notice and all Base Rent and amounts owing pursuant to paragraph 4 of this Lease shall be payable to the Lessor by the Lessee within thirty (30) days from termination. 16. DEFAULT An Act of Default has occurred when: (a) The Lessee has failed to pay Rent for a period of 60 consecutive days from the date that payment has been requested by the Lessor; (b) The Lessee has breached his covenants or failed to perform any of his obligations under this Lease plus: i. The Lessor has given notice specifying the nature of the default and the steps required to correct it; and, ii. The Lessee has failed to correct the default as required by the notice; (c) Any insurance policy is canceled or not renewed by reason of the use or occupation of the Lands, or by reason of non-payment of premiums; (d) The Lands: i. Is used by any other person or persons, or for any other purpose than as provided for in this Lease without the written consent of the Lessor. Lessor’s Initials __________ Lessee’s Initials __________ 4 90 When an Act of Default on the part of the Lessee has occurred: (a) The current year’s rent together with the next years’ rent shall become due and payable immediately; and, (e) The Lessor shall have the right to terminate this Lease and to re-enter the Lands and deal with them as he may choose. If, because an Act of Default has occurred, the Lessor exercises his right to terminate this Lease and re-enter the Lands prior to the end of the Term, the Lessee shall nevertheless be liable for payment of Rent and all other amounts payable by the Lessee in accordance with the provisions of the Lease until the Lessor has re-let the Lands or otherwise dealt with the Lands in such manner that the cessation of payments by the Lessee will not result in loss to the Lessor and the Lessee agrees to be liable to the Lessor, until the end of the Term of this Lease for payment of any difference between the amount of Rent hereby agreed to be paid for the Term hereby granted and the Rent any new Lessee pays to the Lessor. If when an Act of Default has occurred, the Lessor chooses not to terminate the Lease and re-enter the Lands, the Lessor shall have the right to take any and all necessary steps to rectify any or all Acts of Default of the Lessee and to charge the costs of such rectification to the Lessee and to recover the costs as Rent. If, when an Act of Default has occurred, the Lessor chooses to waive his right to exercise the remedies available to him under this Lease or at law the waiver shall not constitute condonation of the Act of Default, nor shall the waiver be pleaded as an estoppel against the Lessor to prevent his exercising his remedies with respect to a subsequent Act of Default. No covenant, term, or condition of this Lease shall be deemed to have been waived by the Lessor unless the waiver is in writing and signed by the Lessor. 17. NOTICE Notice to either party shall be given at the following addresses: If to the Lessor: Development Commissioner The Corporation of the Town of Tillsonburg 200 Broadway, Suite 204 Tillsonburg, ON N4G 5A7 Fax: 519-842-9431 If to the Lessee: John Vieraitis 712383 Middletown Line Tillsonburg, ON N4G 4G8 The Lessee shall not at any time register notice of or a copy of this Lease on title to the Lands or any part thereof without consent of the Lessor. 16. MISCELLANEOUS The words importing the singular number only shall include the plural, and vice versa, and words importing the masculine gender shall include the feminine gender, and words importing persons shall include firms and corporations and vice versa. This Lease, including any Schedule attached, shall constitute the entire agreement between the Lessor and Lessee. There is no representation, warranty, collateral agreement or condition which affects this agreement other than expressed herein. In the event that any clause herein should be unenforceable or be declared invalid for any reason whatsoever, such enforce ability or invalidity shall not affect the enforce ability or validity of the remaining portions of the covenants and such unenforceable or invalid portions shall be severable from the remainder of this Lease. Lessor’s Initials __________ Lessee’s Initials __________ 5 91 This Lease shall be construed and enforced in accordance with the laws of the Province of Ontario. Any proceeding shall be brought at the City of Woodstock in the County of Oxford. The Lessee hereby agrees that they have had an opportunity to review the terms of this Lease and seek independent legal advice. Should any provision of this Lease require judicial interpretation or arbitration, it is agreed that the court or arbitrator interpreting or construing the same shall not apply a presumption that the terms thereof shall be more strictly construed against one party by reason of the rule of construction that a document is to be construed more strictly against the party who itself or through its agent prepared the same, it be agreed that both parties have participated in the preparation hereof. This Lease constitutes the entire agreement between the Parties hereto pertaining to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written, of the parties and there are no warranties, representations or other agreements between the Parties in connection with the subject matter hereof, except as specifically set forth herein. No supplement, modification, waiver or termination of this Lease shall be binding unless executed in writing by the Parties. The Lessee shall not call on or demand the Lessor to perform any repairs or renovations prior to or after it obtains possession. IT IS HEREBY declared and agreed that the expressions “Lessor” and “Lessee” wherever used in this indenture shall, when the context allows, include, be binding on and enure to the benefit of not only the Parties hereto, but also their respective executors, administrators and assigns. IN WITNESS WHEREOF the parties hereto have hereunto set their hands and seals. SIGNED, SEALED AND ) DELIVERED in the ) Presence of ) ) ) ) STEPHEN MOLNAR, MAYOR DATE ) ) ) DONNA WILSON, CLERK DATE THE LESSEE JOHN VIERAITIS DATE PRESIDENT I have the authority to bind the corporation Lessor’s Initials __________ Lessee’s Initials __________ 6 92 APPENDIX A – SUBJECT PROPERTIES 3001 HWY 3 (37 ACRES OF FARMABLE LAND) Farmable lands include the “tongue” of land that extends south of the red dashed line Located on the southwest corner of Hwy 3 and Clearview Dr intersection Lessor’s Initials __________ Lessee’s Initials __________ 7 93 VIENNA RD (17 ACRES OF FARMABLE LAND) ROKEBY RD (27 ACRES OF FARMABLE LAND) Lessor’s Initials __________ Lessee’s Initials __________ 8 94 Report Title Results for RFP 2017-002 Airport Fuel Card Lock System Report No. OPS 17-09 Author Vance Czerwinski, CRS. Manager of Public Works Meeting Type Council Meeting Council Date March 27, 2017 Attachments • None RECOMMENDATION: THAT Council receive Report OPS 17-09, Results for RFP 2017-002 Airport Fuel Card Lock System; AND THAT Council award RFP 2017-002 to Kardtech Inc. of Brampton, Ontario at a cost of $54,899.52 (net HST included), the highest scoring proposal received. SUMMARY As per the approved 2017 Operations Business Plan and in accordance with the Purchasing Policy, a Request for Proposal (RFP) was issued to acquire the necessary services for the supply, installation and implementation of a new stand-alone unattended payment for fuel dispensing management system at the Tillsonburg Regional Airport that satisfies all regulations pertaining to the operation of a fuel card lock system. The RFP was released on February 17, 2017 and closed on March 8, 2017 with a total of seven (7) plan takers and two (2) proposals received. The RFP was advertised on the Tillsonburg website, the Tillsonburg News, Ebid Solutions and on Biddingo. Town staff reviewed and scored the two (2) proposals based on the scoring tool that was included in the RFP. The scoring tool is as follows: Corporate Qualifications & Experience 10 pts Proposed Solution 20 pts Maintenance Training & Support 15 pts Schedule & Work Plan 15 pts Proposed Fee 40 pts Total Score 100 pts The proposed fee of all proposals received ranged from $51,837.56 to $54,899.52 (net HST included). The scoring results from the Evaluation Committee are summarized in the table below: Page 1 / 2 95 Proponent Total Score 1. Kardtech Inc. 91 2. Aviation Ground Fueling Technologies 83 Kardtech Inc. have strong background and experience that relates directly to the type of work contemplated for this project, propose a schedule and work plan that meets the RFP project timeframe, offers a more comprehensive proposed solution and will remain as our dedicated service provider. Although the cost from this proponent is not the lowest of proposals received it is staff’s recommendation that Kardtech Inc. still be retained for this assignment as their proposal was determined to be the best overall. CONSULTATION/COMMUNICATION The Evaluation Committee comprised of the Airport Administrator, Manager of Public Works, Director of Operations and the Operations Administrator assembled to evaluate the proposals and to later interview the Proponents to provide the evaluation team additional insight into the Proponents ability to meet the requirements of the RFP. FINANCIAL IMPACT/FUNDING SOURCE The recommended proponent’s fee of $54,899.52 (net HST included) to complete the scope of work for this assignment exceeds the 2017 approved budget of $50,000 from reserves. The residual amount of $4,899.52 can be accommodated within the Airport maintenance operating budget. COMMUNITY STRATEGIC PLAN (CSP) This project supports Objective 2 – Economic Sustainability of the Community Strategic Plan by providing new opportunities and support to existing and new business leveraging the indirect economic strength of the Airport. Page 2 / 2 96 Report Title Tillsonburg Pumptrack Report No. RCP 17-20 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date March 27, 2017 Attachments • KSMSPPT Long-term Site Plan • Letter re Tillsonburg Pumptrack RECOMMENDATION THAT Report RCP 17-20 – Tillsonburg Pumptrack be received; AND THAT Council endorse the long term plan for the pumptrack area so that ongoing fundraising efforts can be given focus and sanction. EXECUTIVE SUMMARY Council requested additional information about the amenities, shade structures and signage planned for the pumptrack area. A long-term site plan has been developed which, if approved, will be implemented over time and as resources permit. BACKGROUND Site Plan The overall site plan for this area includes creating places where parents and others can safely watch the skatepark, the pumptrack and the Optimist Diamonds, and where users of the skatepark and pumptrack can rest and socialize. Improvements will be made using an approach that considers environmental design to minimize the opportunity for and likelihood of mischief (CPTED). There are four underlying CPTED concepts or themes: 1. Natural Surveillance - The placement of physical features and/or activities, and people that maximizes natural visibility or observation. 2. Natural Access Control - Deters access to a target and creates a perception of risk to the offender. 3. Territorial Reinforcement - Defines clear borders of controlled space from public to semi- private to private, so that users of an area develop a sense of proprietorship or ownership over it. 4. Maintenance - Allows for the continued use of a space for its intended purpose. In this situation, the main tool used will be natural surveillance. For example, placement of seating areas, etc. will be strategic so as to maintain visibility for passers-by. Sections of the existing fence will be removed to improve accessibility and sightlines. Signage Signage is a very important tool for the Municipality to reduce its liability. The signage must be clearly visible, located appropriately, and help users understand the risks they take and how to use the facility safely. Signage components recommended by the Town’s insurers include some specific wording as well as graphic elements that provide guidance about which zones of the pumptrack are more advanced than others. Similar to signs at ski-hills that identify beginner slopes and advanced slopes, pumptrack signage will use graphics to show where novices can Page 1 / 3 RCP 17-20 Tillsonburg Pumptrack 97 learn the basic techniques, where advanced skills are required and which areas are safe to pause at. These signs will need to be at multiple locations as the track can be accessed from all sides. In addition to the above, the site will incorporate ways of providing visual recognition for those who have donated to the pumptrack and skatepark, or will do so in the future. Staff will place the required signage and the donor recognition in a manner consistent with the recommendations from Frank Cowan and other industry experts, while also keeping in mind the aesthetics of the site and the need to make the installation durable. Shade, Shade Structures & Amenities On their website, Oxford County Public Health advises that “overexposure to ultraviolet (UV) rays increases the risk for skin cancer. Too much exposure to UV rays increases the risk of sunburn, skin cancers and cataracts and can weaken the immune system. A major proportion of sun exposure and sun damage occurs in children before the age of 18.” Several large trees along the Hardy Avenue edge of the pumptrack and the Senior Centre end of the skatepark are the only shade sources in the area. Users of the facility and parents watching their kids typically sit on one of the benches in full sun, or stay in their vehicles in the parking lot. Users have asked for a place to sit that provides both shade and shelter. Tillsonburg Minor Ball (TMBI) has requested the Town consider establishing shade for the players’ benches at all ball diamonds. To date there has been no shade established for players or spectators at the Optimist Diamond adjacent to the pumptrack. RCP staff concur with the users that there is a need for providing more shade in this part of Memorial Park. In keeping with the guidelines for naturalizing areas established in the Conceptual Master Plan, some shade trees are planned for the area. Even though the intent is to plant reasonably large caliper stock trees with a tree spade, trees will take considerable time to grow to a height where they provide adequate shade. They must be strategically located where their roots and leaves will not damage or create hazards to the skatepark or pumptrack. A more effective type of shade structure has been proposed which uses shade sails. These are umbrella-like structures which have been used with significant success in many parks and playgrounds in other local area municipalities. Properly designed, they are durable, cost- effective and well-suited to a multi-purpose recreational setting like Memorial Park. A local service club has committed to funding the installation of a shade sail structure. Placing a shade sail structure in addition to planting strategically located trees will provide shade safety in the near term and allow for the natural shade to take over the task in the future when the shade sail membrane is due for replacement. Other amenities planned for the area include additional benches and picnic tables. Some of these may take the form of concrete tables which are extremely durable, heavy, and can be engraved with donor recognition. As noted above, locations for trees, shade structures and amenities will be chosen using the CPTED principle of natural surveillance. Further enhancement of the area for users and spectators will be achieved by implementing the gateway garden designed for the Lisgar/Hardy intersection as part of the Revitalization Project. Pumptrack and Skatepark Improvements The proposed skatepark expansion planned in 2016 was not implemented due to the cost. However, the expansion is still highly desired by the users and will improve the skatepark. In Page 2 / 3 RCP 17-20 Tillsonburg Pumptrack 98 particular, users anticipate eventually adding a half-bowl and landing zones on the North end, and a curved grind rail around the South end. The half-bowl will help keep water, grit and mud out of the half-pipe. Placing the pumptrack has dramatically increased the amount of dirt collecting in the bottom of the half pipe. The grind rail is desirable from a safety point of view, as it will help discourage users from exiting the skatepark at high speed and going down the hill, perhaps onto Hardy Avenue in front of a vehicle. At the pumptrack, the popularity of the facility has illustrated the need for a platform adjacent to the NW corner. This platform will provide a place for riders to wait their turn in a place that is out of the way for other riders coming around the loop into the jump line. This will improve the safety of the pumptrack for both active riders and those waiting for their turn. In the longer term, there is the potential of adding a line of rollers along the West and North edges of the pumptrack which can be used for exercise and training. CONSULTATION/COMMUNICATION This long-term plan has been reviewed and endorsed by the Memorial Park Revitalization Project Subcommittee. It was developed in consultation with RCP staff as well as the users of the skatepark and pumptrack. FINANCIAL IMPACT/FUNDING SOURCE The initial fundraising target set for constructing the pumptrack was exceeded, securing $37,225 in cash and in-kind donations to supplement the $13,400 in Town funding for the project approved by Council. The surplus remaining in the project is required to cover the cost of the recognition signage and additional drainage which has yet to be installed. The Town has benefited from Mr. Smith’s efforts on this project, which as noted in the attached correspondence has achieved the construction of a facility worth in excess of three times what it cost and more than thirteen times greater than the Town’s cash contribution. Ongoing fundraising efforts by Mr. Smith and other users of the facility will continue in order to secure funds to contribute towards the cost of the amenities and improvements in the long term plan. Implementation of the plan will continue as resources obtained through fundraising and through the Town’s capital budgeting process become available. COMMUNITY STRATEGIC PLAN (CSP) IMPACT This action is in alignment with the following Objectives of the Community Strategic Plan: • Objective 1 – Excellence in Local Government • Objective 2 – Economic Sustainability • Objective 4 – Culture and Community Page 3 / 3 RCP 17-20 Tillsonburg Pumptrack 99 100 65 River Glen Path Eden Mills, Ontario N1H 6H8 Attn: Terry Smith Good Afternoon Terry, If I were to have been asked to recreate the Tillsonburg Pumptrack Park the true value would be in the range of $175,000. Just to brake down one component, typically in the bike park industry with material included we charge $450.00 a tonne to hand place and compact pavement. Therefore in your park if you used 159 tonnes of asphalt, the cost JUST to pave it would be $71,550.00 The Town of Tillsonburg was very fortunate to have you involved in this project. Please don’t hesitate to contact me if you require additional information. Mike Hession President Ontario Bike Park Construction Inc 101 Report Title Canada 150 Celebration Tree Program Report No. RCP 17-21 Author Corey Hill, Manager of Parks & Facilities Meeting Type Council Meeting Council Date March 27, 2017 Attachments • RECOMMENDATION THAT Council receive Report RCP 17-21 - Canada 150 Celebration Tree Program; AND THAT Council endorse the recommended implementation plan for a Celebration Tree Program in 2017 to commemorate Canada’s 150th anniversary; EXECUTIVE SUMMARY The Town of Tillsonburg Recreation, Culture & Parks (RCP) Dept. was directed by Council to establish an implementation plan for the Canada 150 Celebration Tree Program as outlined in Council Report CAN 17-01. This report details the implementation of the 2017 Canada 150 Celebration Tree Program. BACKGROUND The Canada 150 Committee proposed a planting program in 2017 which would give the community an opportunity to plant 150 trees in Tillsonburg to commemorate Canada’s sesquicentennial at a cost of $150 per tree. This Celebration Tree program was outlined in Council Report CAN 17-01 and Council directed the Recreation, Culture & Parks Department to draft an operational plan to implement the program. RCP staff recommends that the Celebration Tree Program be restricted to plantings on privately owned property. This beautifies the Town while eliminating future uncertainty over tree ownership with respect to ongoing watering and maintenance as well as possible pruning, removal and/or replacement. This also preserves the dignity of the Town’s Memorial Tree program. Staff feels that offering a tree planting with commemorative plaque on Town property at a significantly reduced cost than the existing Memorial Tree program takes something away from the respect that the currently memorialized trees are due. The Celebration Tree program would offer the following supplies/services for the $150 fee: • Supply of a potted Sugar Maple or Tulip Tree sapling (7-8ft in height based on availability); • Supply of a stake, wire and protective sheath for tree planting; • Supply of a commemorative plaque recognizing Canada’s sesquicentennial; • Care package with planting instructions and fertilizer for initial planting; • Delivery of the tree and all supplies to addresses with the Town of Tillsonburg (to be completed by Town Parks’ staff). The retail value of the package is approximately $250-$300. Page 1 / 2 RCP 17-21 - Canada 150 Celebration Tree 102 In addition to this Celebration Tree Program, RCP plans to plant additional trees on Town owned property through the Keep Tillsonburg Beautiful initiative as well as tree replacements in both Parks and Cemetery operations. CONSULTATION/COMMUNICATION Local tree nurseries and other sources were consulted in the development of this program. The Canada150 Committee endorsed the program by resolution passed at their meeting of March 20, 2017. FINANCIAL IMPACT/FUNDING SOURCE The Town’s cost for the trees, signage and supplies would be recovered from the public through the $150 fee. The cost for Town staff to implement the program and deliver the trees would be covered using existing RCP staff and fleet budget lines. COMMUNITY STRATEGIC PLAN (CSP) IMPACT This issue paper provides information in alignment with the following Objectives of the Community Strategic Plan: • Objective 1 – Excellence in Local Government • Objective 2 – Sustainable Economy • Objective 4 – Culture & Community Page 2 / 2 RCP 17-21 - Canada 150 Celebration Tree 103 Report Title Single or Sole Source Procurement Authorizations Report No. RCP 17-22 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date March 27, 2017 Attachments • RECOMMENDATION THAT Council receives Report RCP 17-22 – Sole or Single Source Procurement Authorizations; AND THAT Council authorize staff to procure the products and services listed in Report RCP 17- 22 from the indicated sole or single source. EXECUTIVE SUMMARY The purpose of this report is to seek Council approval to procure a specific list of products and services from a sole or single source so that the procurement is completed in a manner that is in compliance with the approved Purchasing Policy. BACKGROUND Section 6b of the Purchasing Policy specifically stipulates that procurement of goods or services from a single vendor without a bid, tender or quote process requires Council approval through resolution. The Policy does not make any exceptions. The following list of products and services have been identified as meeting the specific needs of the Recreation, Culture & Parks Department and are being recommended as the vendor for a sole source procurement with the rationale indicated in the list. Product/Service Vendor Rationale for sole sourcing Specialty storage and display products for archival and collection items at the Museum Carr McLean Ltd., Etobicoke. This vendor is a Canadian-based supplier of specialty items to the museum industry. Cemetery marker, monument and mausoleum restoration supplies and repairs Memorial Restorations Inc., Sarnia This company is the only one in Ontario that specializes in monument restorations. Landscape design and consultation services for all components of the Memorial Park Revitalization Project. Ron Koudys Landscape Architects Inc. (RKLA), London RKLA has been involved since the start of this project and has the right combination of local knowledge and industry expertise to provide good value. Page 1 / 2 RCP 17-22 – Sole or Single Source Procur 104 CONSULTATION/COMMUNICATION N/A FINANCIAL IMPACT/FUNDING SOURCE There is no funding impact with respect to this report as the purchase of items or services identified above would only occur when included in approved operational or capital budgets. COMMUNITY STRATEGIC PLAN (CSP) IMPACT This issue paper provides information in alignment with the following Objectives of the Community Strategic Plan: • Objective 1 – Excellence in Local Government • Objective 2 – Sustainable Economy • Objective 4 – Culture & Community Page 2 / 2 RCP 17-22 – Sole or Single Source Procur 105 Report Title Tillsonburg District Craft Guild Service Agreement Report No. RCP 17-23 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date March 27, 2017 Attachments • Service Agreement RECOMMENDATION THAT Council receives Report RCP 17-23 – Tillsonburg District Craft Guild Service Agreement; AND THAT Council authorize the Mayor and Clerk to sign the Service Agreement with the Craft Guild for 2017; AND THAT a by-law be brought forward. EXECUTIVE SUMMARY The Service Agreement with the Tillsonburg District Craft Guild authorized under By-Law 3802 expired at the end of 2016. The Guild presented a draft Agreement for 2017 as part of their funding request submitted to Council during the 2017 budget deliberations. This report recommends that Council authorize the agreement for 2017. BACKGROUND During the 2014 budget process, the Guild requested a multi-year Service Agreement be put in place to provide a level of certainty to their operations for 2014-2016. As part of that Agreement, the funding to the Guild was increased over 2013 levels by $10,000 to $35,000. The Agreement has worked effectively for the Town and the Guild over the past three years. In December 2016, the Guild presented their funding request and an updated Service Agreement for 2017 to Council during the budget deliberation process. The only significant changes to the Agreement from the previous one were to: 1. Shorten the term of the Agreement from three years to one (2017) 2. Eliminate the Guild’s leadership of the community’s Christmas festival. Specifically, previously the Guild was responsible for “provision of staff or volunteer resources to facilitate and coordinate the community Christmas Festival committee” but this has been dropped from the 2017 Agreement. Staff is supportive of a one-year agreement at this time in order to provide time to work with the Guild on a longer term Agreement for 2018 and beyond, and to seek legal review of same. With respect to the Christmas festival, it seems appropriate to respect the Guild’s decision to step away from a leadership role. Unfortunately, as a result there will be no community Christmas festival planned for 2017 unless others step forward to take on the challenge. Page 1 / 2 RCP 17-23 - Tillsonburg District Craft G 106 CONSULTATION/COMMUNICATION N/A FINANCIAL IMPACT/FUNDING SOURCE The 2017 approved budget includes a $35,000 payment to the Guild in return for the services addressed in the Agreement. This is the same payment as for each of the previous three years. In addition, there is $3,500 in the budget for community Christmas celebrations, which in the past has been used for advertising and other expenses related to the tree lighting and the decoration contests, etc. These funds will be available for an organizing committee to access, should one be established. COMMUNITY STRATEGIC PLAN (CSP) IMPACT This issue paper provides information in alignment with the following Objectives of the Community Strategic Plan: • Objective 1 – Excellence in Local Government • Objective 2 – Sustainable Economy • Objective 4 – Culture & Community Page 2 / 2 RCP 17-23 - Tillsonburg District Craft G 107 108 109 110 = ATTENDANCE MEMBERS PRESENT: Charles Baldwin, Penny Esseltine, Corey Hill, Robert Marsden, Christine Nagy, Sue Saelens, Marian Smith, Tricia Smith, Paul Wareing, Janet Wilkinson, Brian Stephenson MEMBERS ABSENT/REGRETS: Ken Butcher, Paul DeCloet, Maurice Verhoeve 1. Call to Order The meeting was called to order at 9:05 a.m. 2. Adoption of Agenda Moved By: S. Saelens Seconded By: P. Esseltine Proposed Resolution #1_ THAT the Agenda for the Heritage, Beautification & Cemetery Advisory Committee meeting of February 2, 2017, be adopted with additions. 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 February 2, 2017 Moved By: C. Nagy Seconded By: J. Wilkinson Proposed Resolution #2 THAT the minutes for the February 2, 2017 meeting be approved as written. Carried 5. Delegations and Presentations - none 6. General Business & Reports 6.1. Report from Tillsonburg Horticultural Society (THS) – C. Nagy reported that the Tillsonburg Horticultural Society is going ahead with the commercial beautification program and handed around poster advertising the program. Teams of THS members will distribute the posters to businesses. The urns will tie into the Canada 150 planters. THS will buy four of the street urns and Knights of Columbus have donated $2,000 towards the project. Moved By: C. Nagy Seconded by S. Saelens Proposed Resolution #3 THAT the Heritage, Beautification & Cemetery Advisory Committee accept the report as submitted. Carried The Corporation of the Town of Tillsonburg HERITAGE, BEAUTIFICATION & CEMETERY ADVISORY COMMITTEE March 9, 2017 9:00 a.m. Marwood Lounge Community Centre MINUTES 111 7. Correspondence – a letter was received from a citizen about the cost of burying cremains in the cemetery. The chairperson has been unable to contact her. 8. Other Business 8.1. Heritage Designations - T. Smith reported that there had been no replies to the letters sent to the owners of the Bidwell Street and Seven Gables properties. 8.2. Tree Protection - C. Baldwin read an article from London Free Press about Council passing a by- law to protect large trees from destruction. Moved By: C. Baldwin Seconded by S. Saelens Proposed Resolution #4 THAT staff be asked to obtain a copy of London’s by-law to determine what steps have been taken to protect trees on private property. Carried 8.3. Enhanced Beautification Proposal – C. Hill advised that a budget of $25,000 was approved by Council. The plan has been modified to 12 urns for the downtown for a one year trial period and will be reviewed by Council in the fall of 2017. This budget includes funding for many other areas and parks around the town. 8.4. Capital and Operational Budget – C. Hill reported that monies were approved for the restoration of the façade of the Joy Mausoleum, prepping for the Scattering Garden, expanded fencing of the work area and improvements in the cemetery. 8.5. “Trees to our Nature Canada 150 Legacy funding – Staff were not able to apply due to restrictive requirements. 8.6. Canada 150 Celebration Tree program – a plan is being developed for planting 150 trees in the community which would be funded by citizens contributing $150 towards purchase of the trees. 8.7. Memorial Tree Program – current cost is $600 for purchase of tree, engraved rock and lifetime warranty. Ingersoll has a plan with is considerably less whereby citizen buys tree and the town plants it with no warranty. General discussion indicated that Tillsonburg’s existing plan is a good one due to available space, maintenance and replacement of new trees, size of trees, etc. 9. Next Meeting The next meeting of the Heritage, Beautification & Cemetery Advisory Committee will be on April 6, 2017 at 9:00 a.m. in the Annex Meeting Room. 10. Adjournment Moved By: C. Nagy Seconded By: M. Smith Proposed Resolution #5 THAT the Meeting of Heritage, Beautification & Cemetery Advisory Committee on March 9, 2017 be adjourned at 10:10 a.m. Carried. 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4087 A BY-LAW to amend Schedule A of By-Law 3876, to Define the Mandate, Membership, and Meeting Procedures for Committees Established by The Corporation of the Town of Tillsonburg. WHEREAS it is deemed necessary and expedient to amend Schedule A – of By-Law 3876; BE IT THEREFORE ENACTED by the Council of The Corporation of the Town of Tillsonburg as follows: 1. THAT Schedule A of By-Law 3876 Committee Structure be amended as attached hereto; 2. THAT these amendments to By-Law 3876 are hereby declared to be part of that By- Law as if written therein; 3. THAT this By-Law shall come into full force and effect upon passing. READ A FIRST AND SECOND TIME THIS 27th day of March, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 27th day of March, 2017. ________________________ MAYOR – Stephen Molnar _______________________ TOWN CLERK – Donna Wilson 137 By-Law 4087 to Schedule “A” to Amend By-Law 3876 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Accessibility Advisory Committee Mike Cerna Robert Doerr Margaret McCrimmon Michael Kadey Scot Richardson Peter Staley _______________ The mandate of the Accessibility Advisory Committee is to fulfill the duties of a Municipal Accessibility Advisory Committee, as outlined in the Accessibility for Ontarians with Disabilities Act, 2005 and to provide advice to Council on programs, policies and services provided to persons with disabilities and seniors. 7 members 1 Staff 1 Councillor Councillor Stephenson Deputy Clerk Airport Advisory Committee Rick Lee Richard Van Maele Geoffrey Lee Donna Scanlan Euclid Benoit Andre Brisson Henry Atkinson Jeremy Stockmans John Prno Mel Getty Councillor Valerie Durston (South-West Oxford) To advise and assist the Town of Tillsonburg on matters pertaining to the Tillsonburg Regional Airport. The Airport Advisory Committee will provide a forum for receiving input and advice from aviation stakeholder groups and the community with respect to the Airport Master Plan, strategic initiatives and operational improvements. The Committee will also provide a forum for dialogue, communication and education. Councillor Rosehart Manager of Public Works Airport Administrator Last revised March 27, 2017 138 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Canada 150 Ad Hoc Committee Virginia Armstrong Wendy Cameron Mariana Carson Tabitha Dalm Josiane DeCloet Irene Hurley Karen Smith Jami Stephenson Paul Weaver Aleksandra Webber ___________________ 10 members 3 Staff 1 Councillor Councillor Stephenson Deputy Clerk Culture & Heritage Manager Recreation Programs Supervisor Cultural Advisory Committee Erin Getty Josiane DeCloet Deb Beard Heather Benton Jami Stephenson Terry Fleming Vern Fleming (1) Vacancy To advise Council on matters, issues and policies pertaining to tourism, cultural events and festivals and to actively encourage partnerships. To develop and obtain Council endorsements of sub-committees when necessary to establish events such as Turtlefest, Airshows, Tillsonburg Christmas Festival, etc. To develop relationships for coordinating events with local service groups, BIA, Chamber of Commerce, Station Arts Centre and sports groups. 8 members 1 Staff 1 Councillor Councillor Stephenson Culture & Heritage Manager Development Committee Lisa Gilvesy Steve Spanjers Randy Thornton John Veldman To advise and assist in the promotion of development within the Town. To develop alliances and partnerships to advance the 9 members 1 BIA Rep 1 Chamber Rep 1 Real Estate Rep Councillor Hayes CAO Development Commissioner Last revised March 27, 2017 139 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Andrew Burns Paul DeCloet Ashton Nembhard Kirby Heckford Lindsay Morgan – Real Estate Rep Cedric Tomico - BIA Rep Jesse Goossens – Chamber Rep Town’s strategic plan and to assist in the overall community growth within the Town. 2 Staff 1 Councillor Heritage, Beautification and Cemetery Committee Paul DeCloet Sue Saelens Marion Smith Janet Wilkinson Robert Marsden Ken Butcher Charlie Baldwin Paul Wareing Christine Nagy Matthew Fenn Maurice Verhoeve To advise and make recommendations to Council on all matters with respect to architectural and historical significance, beautification of public spaces, including trees, and Tillsonburg cemeteries. To advise Council of new and relevant legislation and funding initiatives; to make recommendations and assist with the development of education programs; and to liaise with the community and other organizations to promote Tillsonburg heritage, beautification and cemeteries. 9 members 1 Staff 1 Councillor Councillor Esseltine Facilities Manager Museum Advisory Committee Dianne MacKeigan Robert Marsden Mary Lou Sergeant Marianne Sandham Jami Stephenson Aleksandra Webber (1) Vacancy To research, collect, preserve, exhibit and promote the Tillsonburg Museum. To make recommendations to Council on policies and procedures pertaining to the museum. To work with the Tillsonburg Historical Society regarding trusts for restoration and artifact purchases. 6 members 1 staff 1 Councillor Councillor Rosehart Culture & Heritage Manager Last revised March 27, 2017 140 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Parks and Recreation Advisory Committee Donna Scanlan Bob McCormick Donald Baxter Mike Cerna Mel Getty James Payne Paul DeCloet Susie Wray Craig Cole (3) Vacancies To advise Council and make recommendations on the programming and utilization of Parks, Trails, Green Space and Recreational facilities within Tillsonburg. To help implement the Community Parks, Recreation & Cultural Strategic Master Plan. To develop and obtain Council endorsements of sub-committees when necessary to deal with Trails, Tillsonburg Wall of Fame, etc. 12 members 2 staff 1 Councillor Councillor Esseltine Recreation Programs Services Manager Special Awards Committee John Armstrong Sam Lamb Matt Scholtz Mary Anne VanGeertruyde To advise Council and make recommendations on awards for volunteer service within the Town of Tillsonburg. The Volunteer Service Recognition Program shall recognize volunteers on a monthly basis when nominations are received by the Special Awards Committee. The Committee shall organize a Town of Tillsonburg volunteer recognition social event on a yearly basis with budget approval. Councillor Stephenson Town Clerk or Designate Last revised March 27, 2017 141 Town of Tillsonburg Committees 2014 – 2018 Board/Committees Citizen Appointments Terms of Reference Composition Council Representatives Staff Liaison Tillsonburg Non Profit Housing Corporation Robert Hurley Evenly Fritz Ron Gasparetto Joyce Hanson Geraldine Brisebois John Stanbridge Terry Pierce Carolyn Hicks Roderick Van Riesen Councillor Adam n/a Last revised March 27, 2017 142 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4091 BEING A BY-LAW to authorize the use of internet and telephone voting method for the 2018 Municipal Election. WHEREAS Section 42 of the Municipal Elections Act, 1996 provides that the council of a municipality may, by by-law, authorize electors to use an alternative voting method, such as voting by mail, telephone, or internet, that does not require electors to attend at a voting place in order to vote; AND WHEREAS the Council of the Corporation of the Town of Tillsonburg considers it desirable to use internet and telephone as the preferred method of voting for the 2018 Municipal Election; NOW THEREFORE the Municipal Council of The Corporation of the Town of Tillsonburg enacts as follows: 1.THAT the Council of the Corporation of the Town of Tillsonburg hereby authorizes the use of internet and telephone voting for the purpose of counting votes at the2018 municipal election. 2.AND THAT By-Law 3760, to Authorize the Use of Optical Scanning Vote Tabulators for the 2014 Municipal Election be and is hereby repealed. 3.AND THAT this By-Law shall come into full force and effect on the day of its passing. READ A FIRST AND SECOND TIME THIS 27th DAY of March, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 27th DAY of March, 2017. ____________________________ MAYOR – Stephen Molnar _____________________________ TOWN CLERK - Donna Wilson 143 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4092 A BY-LAW to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. THAT Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to ‘RM’ the zone symbol of the lands so designated ‘RM’ on Schedule “A” attached hereto. 2. This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ A FIRST AND SECOND TIME THIS 27TH DAY of March, 2017. READ A THIRD TIME AND FINALLY PASSED THIS 27TH DAY of March, 2017. __________________________ MAYOR – Stephen Molnar __________________________ TOWN CLERK – Donna Wilson 144 L O T 5 9 9L O T 5 9 8W E L D I N G R O A D( C L O S E D )U N N U M B E R E D L O T L O T 6 0 4PART 1 41R-6762PART 1 41R-6175PART 141R-8912N16°25'00"W 39.05NW ANGLELOT 600, PLAN 500 SANDERS ST HARDY AVEWELDINGST40.23L O T 6 0 0 P L A N 5 0 0 N66°15'30"E 95.74 N65°46'00"E 81.29 SCHEDULE "A" LOTS 598, 599, 600, AND PART OF WELDING ROAD (CLOSED), AND PART OF UNNUMBERED LOT (SOUTH OFSANDERS ST. AND WEST OF HARDY AVE.), PLAN 500 PART 1 REFERENCE PLAN 41R-6762, PART 1 REFERENCE PLAN 41R-6175 AND PART 1 REFERENCE PLAN 41R-8912 TOWN OF TILLSONBURG AREA OF ZONE CHANGE TO RM NOTE: ALL DIMENSIONS IN METRES MAYOR CLERK THIS IS SCHEDULE "A" TO BY-LAW No. _______________, PASSED THE __________ DAY OF ____________, 2017 TO BY-LAW No.© 6 0 6 12 183 METRES 4092 4092 27th March 145 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4093 A BY-LAW To authorize a Service Agreement with the Tillsonburg District Craft Guild. WHEREAS the Corporation of the Town of Tillsonburg is desirous of entering into a Service Agreement with the Tillsonburg District Craft Guild; NOW THEREFORE the Municipal Council of The Corporation of the Town of Tillsonburg enacts as follows: 1. THAT the Service Agreement attached hereto as Schedule "A" and forming part of this By-law between the Corporation of the Town of Tillsonburg and the Tillsonburg District Craft Guild is hereby approved; 2. THAT the Mayor and Clerk be hereby authorized to execute the attached Service Agreement marked as Schedule "A" on behalf of the Corporation of the Town of Tillsonburg; 3. 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 March, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 27th DAY of March, 2017. ________________________________ MAYOR – Stephen Molnar ________________________________ TOWN CLERK – Donna Wilson 146 147 148 149 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4094 A BY-LAW to authorize a Land Lease Agreement between The Corporation of the Town of Tillsonburg and John Vieraitis. WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to enter into a Land Lease Agreement with John Vieraitis. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the Agreement attached hereto as Schedule “A” and forming part of this By-law between the Corporation of the Town of Tillsonburg and John Vieraitis is hereby approved; 2. THAT the Mayor and Clerk be hereby authorized to execute the attached agreement marked as Schedule “A” on behalf of the Corporation of the Town of Tillsonburg. 3. This By-Law shall come into force and take effect immediately after the final passing hereof. READ A FIRST AND SECOND TIME THIS 27th day of March, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 27th day of March, 2017. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson 150 151 152 153 154 155 156 157 158 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4095 BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 27th day of March, 2017. 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 March 27, 2017, 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 March, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 27th DAY of March, 2017. ________________________________ MAYOR – Stephen Molnar ________________________________ TOWN CLERK – Donna Wilson 159