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170821 Council AGD
Table of Contents Agenda 5 Minutes of the Meeting of July 10, 2017 & August 9, 2017 170710 Council MIN 17 170809 Council MIN 30 County Bursaries for International Exchanges Presentation - ISE Oxford Exchange 32 Take Back the Night Event Delegation Request - Giselle Lutfallah 47 Tillsonburg Hub Consortium Funding and Grant Application Request Till Hub Del Request 49 Application for Zone Change- ZN 7-17-09- Performance Communities Realty Inc. ZN 7-17-09 Report 51 Report Attachments 55 Application ZN 7-17-09 59 TSPC 7-168- Site Plan Amendment- 253 Broadway Elevation Changes TSPC 7-168 Amendment Report 63 Report Attachments 68 Railway Association of Canada - Vacant Unit Rebate Railway Association of Canada - Vacant Unit Rebate 82 CP 2017-225 Planning & Ontario Municipal Board Reform (Bill 139) CP2017-225_Planning OMB Reform 84 FIN17-27 2017 Second Quarter Finance Department Results FIN17-27 2017 Second Quarter Finance Department Results 101 2017 Q2 Results - Finance 103 FIN17-26 2017 Second Quarter Financial Results FIN17-26 2017 Second Quarter Financial Results 106 2017 Q2 Consolidated Results 107 DCS 17-23 - Building, Planning & By-Law Services 2017 Q2 Results DCS 17-23 - Building, Planning & By-Law Services 2017 Q2 Results 108 Q2 Financial Summary 113 Report DCS 17-24 Economic Development and Marketing Second Quarter Summary Report DCS 17-24 115 Financial Summary 118 OPS 17-18 2017 Second Quarter Operations Services OPS 17-18 2017 Second Quarter Operations Services 120 OPS 17-18 Attachment 1 - Operating Summaries 123 1 RCP 17-40 - Recreation Culture and Parks 2017 Q2 Results RCP 17-40 - Recreation Culture and Parks 2017 Q2 Results 134 RCP Q2 2017 Financial Summaries 137 FRS 17-04 Second Quarter Report 2017 Fire Department Results FRS 17-04 Q2 Fire Department Results 144 2017 Q2 Results - Fire 148 Local Court Security Advisory Committee – Town of Tillsonburg Representative Local Court Security Advisory Committee Town of Tillsonburg Representative 150 Local Court Security Advisory Committee Town of Tillsonburg Representative 152 Local Court Security Advisory Committee Town of Tillsonburg Representative 154 Local Court Security Advisory Committee – Town of Tillsonburg Representative 157 CL 17-18, Committee Appointment CL 17-18, Committee Appointment 179 FIN 17 - 24 2018 BUDGET SURVEY - TILLSONBURG RESULTS 2018 BUDGET SURVEY - TILLSONBURG RESULTS 180 Tillsonburg Full Results 181 FIN 17- 25 J.L. Scott McLean Legacy Outdoor Rink Trust FIN 17- 25 J.L. Scott McLean Legacy Outdoor Rink Trust;208 J.L. Scott McLean Legacy Outdoor Rink Trust Policy 210 By-Law 4126 211 Schedule A - By-Law 4126 212 OPS 17-21 Paget and Rolling Meadows Drain Rehabilitation OPS 17-21 Paget and Rolling Meadows Drain Rehabilitation 216 OPS 17-21 Attachment 1 - Paget and Rolling Meadows Drain Abandonment Letters 218 OPS 17-21 Attachment 2 - Storm Drainage Channel Outlet Agreement 222 OPS 17-21 Attachment 3 - Transfer Payment Agreement 225 OPS 17-19 LED Streetlight Conversion OPS 17-19 LED Streetlight Conversion 289 OPS 17-20 Results for Tender RFT 2017-005 Water Service Truck OPS 17-20 Results for Tender RFT 2017-005 Water Service Truck 296 RCP 17-38 – Carroll Trail Repair Procurement RCP 17-38 - Carroll Trail Repair Procurement 298 RFP2017-005 CARROLL TRAIL SPECIFICATIONS 300 2 RCP 17-39 – April-June 2017 RCP Departmental Activity Reports RCP 17-39 - April-June 2017 RCP Departmental Activity Reports 301 Apr-Jun 2017 Activity - Rec Programs and Services 302 Apr-Jun 2017 Activity - Culture and Heritage 306 Apr-Jun 2017 Activity - Parks and Facilities 308 Long Point Region Conservation Authority Minutes of July 5, 2017. LPRCA MIN July 5, 2017 311 Committee Minutes 170619 Canada 150 MIN 321 170717 Canada 150 MIN 325 170705 Cultural Advisory MIN 328 170802 Cultural Advisory MIN 330 170613 Fire Strat Plan MIN 332 170619 Memorial Park MIN 334 170606 Special Awards MIN 337 170802 Town Hall MIN complete 340 By-Law 4123, To Amend Zoning By-Law 3295 (ZN 7-17-09) By-Law 4123 Text 348 By-Law 4124, To Amend Zoning By-Law 3295 (ZN 7-17-04- Andy Jacko Farms) By-Law Text 350 By-Law 4124 ZN7-17-04Schedule 351 By-Law 4126, To amend By-Law 3896, being a By-Law to define Municipal Trust Funds and to appoint Trustees to those Trusts established by The Corporation of the Town of Tillsonburg By-Law 4126 352 Schedule A - By-Law 4126 353 By-Law 4128, To abandon a portion of the Paget Municipal Drain. By-Law 4128 Paget Drain 357 By-Law 4129, To abandon the Rolling Meadows Municipal Drain in its entirety By-Law 4129 Rolling Meadows Drain 359 By-Law 4130, To enter into a Storm Drainage Channel Outlet Agreement with The Corporation of the County of Oxford By-Law 4130 - Storm Drainage Channel Outlet Agreement 361 Storm Drainage Channel Outlet Agreement 362 By-Law 4131, To enter into a Transfer Payment Agreement with Her Majesty the Queen in right of Ontario as represented by the Minister of Infrastructure By-Law 4131 - Transfer Payment Agreement 365 OPS 17-21 Attachment 3 - Clean Water and Waste Water Fund (Ontario) Transfer Payment Agreement 366 3 By-Law 4132, To confirm the proceedings of Council Confirming By-Law 430 4 = 1. Call to Order 2. Closed Session Proposed Resolution #1 Moved By: Seconded By: THAT Council move into Closed Session to consider: 1. a proposed or pending acquisition or disposition of land by the municipality or local board (Training Centre); and 2. labour relations or employee negotiations (labour relations). 3. Adoption of Agenda Proposed Resolution #2 Moved By: Seconded By: THAT the Agenda as prepared for the Council meeting of Monday, August 21, 2017, be adopted. 4. Moment of Silence 5. Disclosures of Pecuniary Interest and the General Nature Thereof 6. Adoption of Council Minutes of Previous Meetings 6.1. Minutes of the Meetings of July 10, 2017 and August 9, 2017 170710 Council MIN 170809 Council MIN The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, August 21, 2017 6:00 PM Council Chambers 200 Broadway, 2nd Floor AGENDA 5 Council Meeting – Agenda - 2 - Proposed Resolution #3 Moved By: Seconded By: THAT the Minutes of the Council Meetings of July 10, 2017 and August 9, 2017, be approved. 7. Delegations and Presentations 7.1. Volunteer Achievement Award Presentation to Ken and Wendy Price Presented by: Councillor Stephenson 7.2. County Bursaries for International Exchanges Presented by: Bryan Smith Presentation - ISE Oxford Exchange Proposed Resolution #4 Moved By: Seconded By: THAT Council receives the presentation regarding County Bursaries for International Exchanges, as information. 7.3. Take Back the Night Event Presented by: Giselle Lutfallah, Program Manager at Family Violence Counselling Program Delegation Request - Giselle Lutfallah Proposed Resolution #5 Moved By: Seconded By: THAT Council receives the presentation regarding the Take Back the Night event, as information. 7.4. Tillsonburg Hub Consortium Funding and Grant Application Request Presented by: Suzanne Fleet, Chair, Tillsonburg Hub Consortium Till Hub Del Request Proposed Resolution #6 Moved By: Seconded By: THAT Council receives the funding and grant application request from the Tillsonburg Hub Consortium, as information. 6 Council Meeting – Agenda - 3 - 8. Committee Reports & Presentations 9. Public Meetings 9.1. Application for Zone Change - ZN 7-17-09 - Performance Communities Realty Inc. ZN 7-17-09 Report Report Attachments Application ZN 7-17-09 Proposed Resolution #7 Moved By: Seconded By: THAT Council approves the zone change application, File No. ZN 7-17-09, as submitted by Performance Communities Realty Inc., for lands described as Part of Lot 7, Concession 12 (Dereham), Parts 1-4 of 41R-9418, in the Town of Tillsonburg, to rezone the subject lands from ‘Special Low Density Type 3 Holding Zone (R3-13H)’ to ‘Amended Special Low Density Residential Type 3 Holding Zone (R3-13H)’ to facilitate the development of street fronting townhouse dwellings within the draft plan of subdivision. 10. Planning Applications 10.1. TSPC 7-168 - Site Plan Amendment - 253 Broadway Elevation Changes TSPC 7-168 Amendment Report Report Attachments Proposed Resolution #8 Moved By: Seconded By: THAT Council directs staff to approve revised building elevations for Site Plan Application TSPC 7-168, to facilitate a 3 storey mixed use development, submitted by JMR Properties Inc., on lands legally described as Part Lot 945 & Lot 944, Plan 500, Tillsonburg, known municipally as 253 Broadway Street. 11. Information Items 11.1. Railway Association of Canada - Vacant Unit Rebate Railway Association of Canada - Vacant Unit Rebate 7 Council Meeting – Agenda - 4 - 11.2. CP 2017-225 Planning & Ontario Municipal Board Reform (Bill 139) CP2017-225_Planning OMB Reform 12. Mayor 13. Quarterly Reports 13.1. FIN17-26 - 2017 Second Quarter Financial Results FIN17-26 2017 Second Quarter Financial Results 2017 Q2 Consolidated Results Proposed Resolution #9 Moved By: Seconded By: THAT Council receives Report FIN 17-26, 2017 Second Quarter Financial Results, as information. 13.2. FIN17-27 - 2017 Second Quarter Financial Results, Finance Department FIN17-27 2017 Second Quarter Finance Department Results 2017 Q2 Results - Finance Proposed Resolution #10 Moved By: Seconded By: THAT Council receives Report FIN 17-27, 2017 Second Quarter Finance Department results, as information. 13.3. DCS 17-23 - 2017 Second Quarter Financial Results, Building, Planning & By-Law Services DCS 17-23 - Building, Planning & By-Law Services 2017 Q2 Results Q2 Financial Summary Proposed Resolution #11 Moved By: Seconded By: THAT Council receives Report DCS 17-23, 2017 Second Quarter Building, Planning & By-Law Services Financial Results, as information. 8 Council Meeting – Agenda - 5 - 13.4. Report DCS 17-24 - 2017 Second Quarter Financial Results, Economic Development and Marketing Report DCS 17-24 Financial Summary Proposed Resolution #12 Moved By: Seconded By: THAT Council receives Report DCS 17-24, 2017 Second Quarter Economic Development and Marketing Financial Results, as information. 13.5. OPS 17-18 - 2017 Second Quarter Financial Results, Operations Services OPS 17-18 2017 Second Quarter Operations Services OPS 17-18 Attachment 1 - Operating Summaries Proposed Resolution #13 Moved By: Seconded By: THAT Council receives Report OPS 17-18, 2017 Second Quarter Operations Services Financial Results, as information. 13.6. RCP 17-40 – 2017 Second Quarter Financial Results, Recreation, Culture and Parks RCP 17-40 - Recreation Culture and Parks 2017 Q2 Results RCP Q2 2017 Financial Summaries Proposed Resolution #14 Moved By: Seconded By: THAT Council receives Report RCP 17-40, 2017 Second Quarter Recreation, Culture and Parks Financial Results, as information. 13.7. FRS 17-04 – 2017 Second Quarter Financial Results, Fire Department FRS 17-04 Q2 Fire Department Results 2017 Q2 Results - Fire Proposed Resolution #15 9 Council Meeting – Agenda - 6 - Moved By: Seconded By: THAT Council receives Report FRS 17-04, 2017 Second Quarter Fire Department Financial Results, as information. 14. Reports from Departments 14.1. Chief Administrative Officer 14.1.1. Local Court Security Advisory Committee – Town of Tillsonburg Representative Local Court Security Advisory Committee - Town of Tillsonburg Representative Local Court Security Advisory Committee - Town of Tillsonburg Representative Local Court Security Advisory Committee - Town of Tillsonburg Representative Local Court Security Advisory Committee - Town of Tillsonburg Representative Proposed Resolution #16 Moved By: Seconded By: THAT Council receives report CAO 17-04 Local Court Security Advisory Committee – Town of Tillsonburg Representative; AND THAT the Town of Tillsonburg recommends the appointment of Mr. Larry Scanlan, Chair of the Tillsonburg Police Services Board to the Local Court Security Advisory Committee. 14.2. Clerk’s Office 14.2.1. CL 17-18, Committee Appointment CL 17-18, Committee Appointment Proposed Resolution #17 Moved By: Seconded By: THAT Council receives Report CL 17-18, Committee Appointment; AND THAT Councillor Stephenson be removed from the Cultural Advisory Committee; AND THAT Councillor Adam be appointed as Council representative to the Cultural Advisory Committee. 14.3. Development and Communication Services 10 Council Meeting – Agenda - 7 - 14.4. Finance 14.4.1. FIN 17 - 24 2018 Budget Survey – Tillsonburg Results 2018 BUDGET SURVEY - TILLSONBURG RESULTS Tillsonburg Full Results Proposed Resolution #18 Moved By: Seconded By: THAT Council receives report FIN 17- 24 2018 Budget Survey - Tillsonburg Results for information. 14.4.2. FIN 17- 25 J.L. Scott McLean Legacy Outdoor Rink Trust FIN 17- 25 J.L. Scott McLean Legacy Outdoor Rink Trust; J.L. Scott McLean Legacy Outdoor Rink Trust Policy By-Law 4126 Schedule A - By-Law 4126 Proposed Resolution #19 Moved By: Seconded By: THAT Council receives Report FIN 17- 25 J.L. Scott McLean Legacy Outdoor Rink Trust; AND THAT the Reserve Policy be amended to include this Trust; AND FURTHER THAT By-Law 4126, Trusts and Appointments, be brought forward for Council consideration. 14.5. Fire and Emergency Services 14.6. Operations 14.6.1. OPS 17-21 Paget and Rolling Meadows Drain Rehabilitation OPS 17-21 Paget and Rolling Meadows Drain Rehabilitation OPS 17-21 Attachment 1 - Paget and Rolling Meadows Drain Abandonment Letters OPS 17-21 Attachment 2 - Storm Drainage Channel Outlet Agreement OPS 17-21 Attachment 3 - Transfer Payment Agreement Proposed Resolution #20 11 Council Meeting – Agenda - 8 - Moved By: Seconded By: THAT Council receives Report OPS 17-21 Paget and Rolling Meadows Drain Rehabilitation; AND THAT a By-Law to abandon a portion of the Paget Municipal Drain and Rolling Meadows Municipal Drain in its entirety be brought forward for Council consideration; AND FURTHER THAT a By-Law authorizing the Mayor and Clerk to execute the Storm Drainage Channel Outlet Agreement with the County of Oxford be brought forward for Council consideration; AND FURTHER THAT a By-Law authorizing the Mayor and Clerk to execute the Transfer Payment Agreement CWWF Till-001 with the Province of Ontario be brought forward for Council consideration; AND FURTHER THAT the annual repayment of the Town’s share of project costs to the County of Oxford be referred to the 2018 budget deliberations. 14.6.2. OPS 17-19 LED Streetlight Conversion OPS 17-19 LED Streetlight Conversion Proposed Resolution #21 Moved By: Seconded By: THAT Council receives Report OPS 17-19 LED Streetlight Conversion; AND THAT Council directs staff to implement streetlight design standards in the Town’s Engineering Design Criteria; AND THAT Council directs staff to prepare and issue a full turn-key LED Streetlight Conversion Request for Proposal; AND THAT Council approves this energy savings project to be funded from a debenture through a revised 2017 Budget. 14.6.3. OPS 17-20 Results for Tender RFT 2017-005 Water Service Truck OPS 17-20 Results for Tender RFT 2017-005 Water Service Truck Proposed Resolution #22 Moved By: Seconded By: THAT Council receives Report OPS 17-20 Results for Tender RFT 2017-005 Water Service Truck; 12 Council Meeting – Agenda - 9 - AND THAT Council awards Tender RFT 2017-005 to Oxford Dodge Chrysler Ltd. of London, Ontario at a cost of $172,142.30 (net HST included), the lowest bid received satisfying all Tender requirements; AND FURTHER THAT Council authorizes a $12,142.30 increase in utility funded debt proceeds to fund the remaining project cost. 14.7. Recreation, Culture & Park Services 14.7.1. RCP 17-38 – Carroll Trail Repair Procurement RCP 17-38 - Carroll Trail Repair Procurement RFP2017-005 CARROLL TRAIL SPECIFICATIONS Proposed Resolution #23 Moved By: Seconded By: THAT Council receives Report RCP 17-38 – Carroll Trail Repair Procurement for information; AND THAT Council awards RFP 2017-005 to 1601901 Ontario Inc. o/a Courtland Professional Property Management (Tillsonburg) for their bid price of $267,298.69 net of applicable taxes; AND THAT the additional $67,298.69 required to fund the project be taken from the Parks Reserve. 15. Unfinished Business 16. Staff Information Reports 16.1. RCP 17-39 – April-June 2017 RCP Departmental Activity Reports RCP 17-39 - April-June 2017 RCP Departmental Activity Reports Apr-Jun 2017 Activity - Rec Programs and Services Apr-Jun 2017 Activity - Culture and Heritage Apr-Jun 2017 Activity - Parks and Facilities Proposed Resolution #24 Moved By: Seconded By: THAT Council receives Report RCP 17-39 – April-June 2017 RCP Departmental Activity Reports for information. 13 Council Meeting – Agenda - 10 - 17. Committee Minutes & Reports 17.1. Long Point Region Conservation Authority Minutes of July 5, 2017. LPRCA MIN July 5, 2017 Proposed Resolution #25 Moved By: Seconded By: THAT Council receives the Long Point Region Conservation Authority Minutes dated July 5, 2017, as information. 17.2. Committee Minutes 170619 Canada 150 MIN 170717 Canada 150 MIN 170705 Cultural Advisory MIN 170802 Cultural Advisory MIN 170613 Fire Strat Plan MIN 170619 Memorial Park MIN 170606 Special Awards MIN 170802 Town Hall MIN complete Proposed Resolution #26 Moved By: Seconded By: THAT Council receives the Minutes of the Canada 150 Committee dated June 19, 2017 and July 17, 2017, the Cultural Advisory Committee dated July 5, 2017 and August 2, 2017, the Fire Strategic Planning Committee dated June 13, 2017, the Memorial Park Revitalization Committee dated June 19, 2017, the Special Awards Committee dated June 6, 2017, the Town Hall Project Committee dated August 2, 2017, as information. 18. Notice of Motions 19. Resolutions 20. Resolutions Resulting from Closed Session 21. By-Laws 14 Council Meeting – Agenda - 11 - By-Laws from the Meeting of Monday, August 21, 2017 Proposed Resolution #27 Moved By: Seconded By: 21.1. THAT By-Law 4123, To Amend Zoning By-Law 3295 (ZN 7-17-09); By-Law 4124, To Amend Zoning By-Law 3295 (ZN 7-17-04- Andy Jacko Farms) Schedule A; By-Law 4126, To amend By-Law 3896, being a By-Law to define Municipal Trust Funds and to appoint Trustees to those Trusts established by The Corporation of the Town of Tillsonburg Schedule A; By-Law 4128, To abandon a portion of the Paget Municipal Drain; By-Law 4129, To abandon the Rolling Meadows Municipal Drain in its entirety; By-Law 4130, To enter into a Storm Drainage Channel Outlet Agreement with The Corporation of the County of Oxford Agreement; By-Law 4131, To enter into a Transfer Payment Agreement with Her Majesty the Queen in right of Ontario as represented by the Minister of Infrastructure Agreement be read for a first, second, 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. Proposed Resolution #28 Moved By: Seconded By: 21.2. THAT By-Law 4132, To confirm the proceedings of Council at its meeting held on August 21, 2017 be read for a first, second, 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. 22. Items of Public Interest 15 Council Meeting – Agenda - 12 - 23. Adjournment Proposed Resolution #29 Moved By: Seconded By: THAT the Council Meeting of Monday, August 21, 2017 be adjourned at _____ p.m. 16 = 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 Tricia Smith, Deputy Clerk 1. Call to Order The meeting was called to order at 6:00 p.m. 2. Closed Session Resolution # 1 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council move into Closed Session to consider: 1. personal matters about an identifiable individual, including municipal or local board employees (CAO Appraisal); 2. a proposed or pending acquisition or disposition of land by the municipality or local board; (Clearview Dr.) Carried The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, July 10, 2017 6:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES 17 Council Meeting Minutes, July 10, 2017 - 2 - 3. Adoption of Agenda Resolution #2 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the Agenda as prepared for the Council meeting of Monday, July 10, 2017, be adopted as amended. Carried 4. Moment of Silence 5. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 6. Adoption of Council Minutes of Previous Meeting 6.1. Minutes of the Meeting of June 26, 2017 and June 27, 2017. 170626 Council MIN 170627 MIN COUNCIL THI AGM Resolution # 3 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Minutes of the Council Meeting of June 26, 2017 and June 27, 2017, be approved. Carried 7. Delegations and Presentations 7.1. Parks & Recreation Committee Recommendation 2017 Parks Recreation Advisory Committee Resolution Staff to confirm where the parking restriction will end on Hardy Avenue. Resolution #4 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives the recommendations from the Parks & Recreation Advisory Committee for Parking at the Community Centre, as information; 18 Council Meeting Minutes, July 10, 2017 - 3 - AND THAT the matter, be referred to the Works Department and By-Law Enforcement for review and recommendations. Carried 8. Public Meetings Resolution #5 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council move into Committee of Adjustment to hear an application for Minor Variance A-06/17 at 6:11 p.m. Carried 8.1. Application for Minor Variance- A-06/17- Fred & Elaine Henning, 21 Armstrong Drive Application A-06/17 A-06/17 Report Report Attachments Letter of Support - A-06-17 Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report A-06/17. Opportunity was given for comments and questions. The applicant was not in attendance. No member of the public appeared in support of or in opposition to the application. Council passed the following resolution. Resolution #6 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT the Tillsonburg Committee of Adjustment approve Application File A-06/17, submitted by Fred & Elaine Henning, for lands described as Lot 26, Plan 41M-88, Town of Tillsonburg, as it relates to relief from Section 6.5.3.2.6 – Required Rear Yard Depth, to decrease the minimum required rear yard depth from 10 m (32.8 ft) to 8 m (26.2 ft), to facilitate the construction of a sunroom addition at the rear of an existing single detached dwelling. 19 Council Meeting Minutes, July 10, 2017 - 4 - Subject to the condition that a building permit for the proposed sunroom shall be issued within one year of the date of the Committee's decision. Carried Resolution #7 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council move out of Committee of Adjustment and move back into regular session at 6:14 p.m. Carried 8.2. Application for Zone Change- ZN 7-17-04- Andy Jacko Farms Application 7-17-04 ZN 7-17-04 Report Report Attachments Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report ZN 7-17-04. Opportunity was given for comments and questions. Solicitor Matt Bota, Harrison Pensa LLP appeared before council on behalf of Eichenberg Motors in support of the application. Darren Jacko appeared before council on behalf of the applicant in support of the Planner’s Report. No member of the public appeared in opposition to the application. Council passed the following resolution: Resolution #8 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council approve in principle the zone change application submitted by Andy Jacko Farms, whereby the subject lands described as Lots 14-15 & 25, Plan 1653, save and except Parts 1 & 2. 41R 7500, in the Town of Tillsonburg, are to be rezoned from ‘Future Development Zone (FD)’ to ‘Service Commercial Zone (SC)’ to fulfill a condition of Consent Application B17-29-7 and ensure the zoning of the lands to be severed is consistent with that of the lands to which they will be added. Carried 20 Council Meeting Minutes, July 10, 2017 - 5 - 8.3. Application for Zone Change - ZN 7-17-07- 2563557 Ontario Inc.- 360 Quarter Town Line Application ZN 7-17-07 ZN 7-17-07 Report Report Attachments Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report ZN 7-17-07. Opportunity was given for comments and questions. The Registered Owner, Cedric Tomico appeared before council in support of the application. Dave Hobbins appeared before council in support of the application. Mr. Hobbins inquired if the swale on the subject property will remain to direct water. The Director of Operations noted that onsite storm water management would be a condition of the site plan approval process. Jim Devolin appeared before council to inquire about parking in the development and whether overflow parking would be provided. Mr. Devolin also expressed concern for flooding and inquired about the capacity of the storm pond to hold additional water. The Development Planner noted that the zoning by-law requires two parking spaces per unit, one within the garage and the other in driveway. Mr. Gilbert noted that parking will not be permitted on the street due to the designated fire route. Additional parking spaces will be made available for visitor parking. The Director of Operations indicated that the water retention pond on the subject lands was developed to receive water from new development. Councillor Adam joined the meeting at 6:24 p.m. 21 Council Meeting Minutes, July 10, 2017 - 6 - Council passed the following resolution: Resolution #9 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council approve the zone change application submitted by 2563577 Ontario Inc., whereby the lands described as Lot 2, Plan M119, known municipally as 360 Quarter Town Line, are to be rezoned from ‘Special Medium Density Zone (RM-2)’ to ‘Amended Special Medium Density Residential Zone (RM-2)’ to facilitate the development of a phased condominium development consisting of 64 townhouse units. Carried 9. Planning Applications 10. Information Items 10.1. Tillsonburg Soccer Club Request for refund Tillsonburg Soccer Refund Request Resolution #10 Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receives the Tillsonburg Soccer Club Request, as information; AND THAT Council directs staff to reimburse the $575.00 application fee for the Minor Variance associated with the relocation of the Soccer Club’s maintenance building. Carried 11. Mayor 11.1. MYR 17-05, Oxford County Update MYR 17-05 Resolution #11 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council receive Report MYR 17-05, Oxford County Update, as information. Carried 12. Quarterly Reports 22 Council Meeting Minutes, July 10, 2017 - 7 - 13. Reports from Departments 13.1. Chief Administrative Officer 13.2. Clerk’s Office 13.2.1. CL 17-16 Committee Appointment CL 17-16 Committee Appointment Schedule A - Committee Appointment By-Law The Committee is seeking an additional member(s) with an architectural background. Resolution #12 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council receives Report CL 17-16, Committee Appointment; AND THAT Jesse Goossens, be appointed to the Town Hall Project Committee; AND THAT By-law 4122, to amend Schedule A of By-Law 3876, be brought forward for Council consideration. Carried 13.3. Development and Communication Services 13.3.1. DCS 16-22, Offer to Purchase – 32 Clearview Drive Report DCS 17-22 Resolution #13 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive Report DCS 16-22, Offer to Purchase – 32 Clearview Drive; AND THAT a By-law be brought forward authorizing the Mayor and Clerk to execute all documents necessary to transfer the property known as Part of Lot 2, Concession 6, NTR Middleton, and to be described by a new reference plan, to Elmerex Inc.; AND THAT the net proceeds, be contributed to the Industrial Land Reserve. Carried 23 Council Meeting Minutes, July 10, 2017 - 8 - 13.4. Finance 13.4.1. FIN 17- 23 TD - US BANK CANADA Procurement Cards FIN 17- 23 TD - US BANK Procurement Cards Resolution #14 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives report FIN 17- 23 TD - US BANK Procurement Cards; AND THAT authorizes the Mayor and Treasurer to sign the application. Carried 13.5. Fire and Emergency Services 13.6. Operations 13.6.1. OPS 17-16 Results for Tender RFT 2017-009 Hot Mix Asphalt Paving Program OPS 17-16 Results for Tender RFT 2017-009 Hot Mix Asphalt Paving Program Resolution #15 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receive Report OPS 17-16, Results for Tender RFT 2017-009 Hot Mix Asphalt Paving Program; AND THAT Council award Tender RFT 2017-009 to Brantco Construction of Cambridge, ON at a cost of $319,832.90 (net HST included), the lowest bid received satisfying all Tender requirements; AND FURTHER THAT Council authorize the use of $32,632.90 of unused Gas Tax funds from the Riverview Subdivision Stage 2 of 2 Reconstruction to fund the remaining project cost. Carried 24 Council Meeting Minutes, July 10, 2017 - 9 - 13.6.2. OPS 17-17 Results for Tender RFT 2017-008 Concrete Sidewalk and Curbing OPS 17-17 Results for Tender RFT 2017-008 Concrete Sidewalk and Curbing Resolution #16 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receive Report OPS 17-17, Results for Tender RFT 2017-008 Concrete Sidewalk and Curbing; AND THAT Council award Tender RFT 2017-008 to J. Franze Concrete Ltd. of London, ON at a cost of $91,782.43 (net HST included), the lowest bid received satisfying all Tender requirements. Carried 13.7. Recreation, Culture & Park Services 13.7.1. RCP 17-36 - Green Energy Act Reporting 2017 RCP 17-36 - Green Energy Act Reporting 2017 Energy Consumption Spreadsheet Resolution #17 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receives Report RCP 17-36, Green Energy Act Reporting 2017 for information; AND THAT Council approves the Energy Consumption and GHG Emissions report for 2015. Carried 13.7.2. RCP 17-37 – Proposed Outdoor Recreation Pad RCP 17-37 - Proposed Outdoor Recreation Pad A recommendation was made to move the ice pad further west to enable the continued use of hardball diamond #1. Council discussed the costing for the relocation of the hardball diamond, removal of the (3) buildings used by the Agricultural Society and the ice plant upgrades at the community centre. 25 Council Meeting Minutes, July 10, 2017 - 10 - Resolution #18 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council receives Report RCP 17-37 – Proposed Outdoor Recreation Pad for information; AND THAT Council approves the incorporation of the J. L. Scott McLean Outdoor Recreation Pad into the Memorial Park Master Plan at a location East of the existing Community and Memorial rinks; AND THAT Council approves that the Pad be constructed in a manner ready to accept refrigeration coolant when the capacity is available from the ice plant at the Tillsonburg Community Centre, AND THAT Council authorizes the establishment of a J. L. Scott McLean Legacy Trust to enable funds to be received, receipted and disbursed for the construction of the Outdoor Recreation Pad; AND THAT Council direct staff establish a separate bank account and general ledger account for this purpose; AND FURTHER THAT BY-LAW 3896, Trusts and Appointments be revised and brought back to council for consideration; AND THAT the construction of the Outdoor Recreation Pad be scheduled for the fall of 2018. Carried 14. Unfinished Business 15. Staff Information Reports 16. Committee Minutes & Reports 16.1. CAO 17-05, Town Hall Project Committee – Honourary Chair Report CAO 17-05 Resolution #19 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Report CAO 17-05 Town Hall Project Committee, Honourary Chair, be received for information; 26 Council Meeting Minutes, July 10, 2017 - 11 - AND THAT the Tillsonburg Town Council recognize Marty Klein as Honourary Chair of the Town Hall Project Committee. Carried 16.2. CAO 17-04, Town Hall Project Committee – Funding Request – Drafting RFP, Vetting and Selection Process – Town Hall Project Report CAO 17-04 Resolution #20 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Report CAO 17-04 Town Hall Project Committee – Funding Request – Drafting RFP, Vetting and Selection Process – Town Hall Project be received for information; AND THAT the Tillsonburg Town Council approves the request of the Town Hall Project Committee for a funding allocation of $25,000 for the purposes of contracting with a vendor for the preparation of an Request for Proposal (RFP) document, subsequent vetting of responses to the RFP and evaluation of the responses for vendor selection for the Town Hall Project. Carried 16.3. Committee Minutes 170529 Canada 150 notes 170503 Cultural Advisory MIN 170607 Cultural Advisory MIN 170601 HBC MIN 170629 Museum MIN 170620 PRC MIN Resolution #21 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive the Minutes of the Cultural Advisory Committee for May 03, 2017 and June 7, 2017, the Heritage, Beautification & Cemetery Advisory Committee for June 01, 2017, the Museum Advisory Committee for June 29, 2017 and the Parks & Recreation Advisory Committee for June 20, 2017, as information. Carried 27 Council Meeting Minutes, July 10, 2017 - 12 - 16.4. LPRCA Minutes LPRCA Minutes Resolution #22 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive the Minutes of the LPRCA for June 7, 2017, as information. Carried 17. Notice of Motions 18. Resolutions 18.1. Reschedule August Council Meeting Resolution #23 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT the Council Meeting of Monday, August 14, 2017 be rescheduled to Monday August 21, 2017 due to the Association of Municipalities of Ontario Conference. Carried 19. Resolutions Resulting from Closed Session 20. By-Laws 21.1 By-Laws from the Meeting of Monday, July 10, 2017 Resolution #24 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT By-Law 4116, To Amend Zoning By-Law 3295 (ZN 7-17-07); AND THAT By-Law 4119, To authorize the sale of land (32 Clearview Drive) to Elmerex Inc.; AND THAT By-Law 4122, To amend Schedule A of By-Law 3876, To amend Schedule A of By-Law 3876, appoint members; AND THAT By-Law 4121, To authorize an application to Ontario Infrastructure and Lands Corporation (“OILC”) for financing, be read for a first, second, 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 28 Council Meeting Minutes, July 10, 2017 - 13 - Resolution #25 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT By-Law 4120, To confirm the proceedings of Council at its meeting held on the 10th day of July, 2017, be read for a first, second, 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 21. Items of Public Interest The 2018 Budget Survey will be included in the upcoming tax bill. Canada 150 Celebration Trees are available for purchase through the Parks Department and order forms are available at the various Town facilities. 22. Adjournment Resolution #26 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT the Council Meeting of Monday, July 10, 2017 be adjourned at 8:20 p.m. Carried 29 = ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres Councillor Penny Esseltine Councillor Chris Rosehart Councillor Brian Stephenson Councillor Maxwell Adam Councillor Jim Hayes Staff: David Calder, CAO Donna Wilson, Town Clerk 1. Call to Order The meeting was to order 4:00 p.m. 2. Closed Session Resolution #1 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council move into Closed Session to consider advice that is subject to solicitor-client privilege, including communications necessary for that purpose (labour relations). Carried 3. By-Laws By-Law from the Meeting of Wednesday, August 09, 2017 The Corporation of the Town of Tillsonburg COUNCIL MEETING Wednesday, August 09, 2017 4:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES 30 Council Meeting – Agenda - 2 - Resolution #2 Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT By-Law 4125, To confirm the proceedings of Council at its meeting held on the 9th day of August, 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 4. Adjournment Resolution #3 Moved By: Councillor Rosehart Seconded By: Council Hayes THAT the Council Meeting of Wednesday, August 09, 2017 be adjourned at 5:16 p.m. Carried 31 COLLABORATION FOR THE FUTURE Oxford Youth on Exchange 32 OXFORD COMMUNITY SUSTAINABILITY 33 WHO IS ISE? International Student Exchange – Ontario is a registered not-for-profit corporation offering Ontario students reciprocal, school-board approved exchange programs with Europe and Quebec. Our dedicated staff works in close collaboration with reliable exchange partner organizations and Ontario school boards to provide Ontario students and families with the best possible exchange experience. 34 WHAT DOES ISE ALREADY OFFER YOUTH? 35 DESTINATIONS 9 and 12 week reciprocal exchanges with France Switzerland Germany Spain Italy during the school year with 2018 departures. 36 FRANCE 37 SWITZERLAND 38 GERMANY 39 SPAIN 40 ITALY 41 HOW COULD THAT CHANGE? Alignment with Sustainability Goals including • a more vibrant, prosperous and responsible Oxford • an increased percentage of volunteers • engagement in self-directed learning • innovation in social, economic and environmental pillars … 42 WHICH STUDENTS? One per municipality … Blandford-Blenheim East-Zorra Tavistock Ingersoll Norwich South-West Oxford Tillsonburg Woodstock Zorra 43 WHO DOES WHAT? OXFORD COUNTY • provide incentives to qualifying students • publicize sustainable exchange ISE ONTARIO • provide information, matching, travel and accompaniment arrangements • insure students for travel, • partner with European agencies STUDENTS FUTURE OXFORD • apply to ISE for exchange matching • apply to Future Oxford to qualify • locate audiences for presentations • present sustainability ideas to local businesses, clubs, associations, etc. • select students among applications who qualify for incentive • suggest forums for presentations by students on their return • verify completion of presentations 44 TIME-LINES AND RESPONSIBILITIES Spring 2017 – co-planning by Oxford County Future Oxford and ISE Ontario Spring – development of criteria for selection Spring, Summer, Fall 2017 – application Fall 2017 – acceptance by ISE Ontario, qualification for incentive by Future Oxford Winter 2018 – travel and research Spring 2018 – students’ presentations 45 NEXT STEPS Questions Comments Bon voyage 46 1 Tricia Smith From:noreply@esolutionsgroup.ca Sent:August-02-17 2:58 PM To:Clerks Office Subject:New Submission Completed for Delegation Request Form Hello, Please note the following response to Delegation Request Form has been submitted at Wednesday August 2nd 2017 2:57 PM with reference number 2017-08-02-004. First Name Giselle Last Name Lutfallah Street Address 712 Peel Town/City Woodstock Postal Code N4S 0B4 Phone Number 519-535-0983 E-mail glutfallah@casoxford.on.ca Website www.casoxford.on.ca Do you or any members of your party require accessibility accommodations? No Council Meeting Date August 21, 2017 Subject of Delegation take back the night Name(s) of Delegates and Position(s) Giselle Lutfallah Program Manager at Family Violence Counselling Program 47 2 Name of Group or Person(s) being represented (if applicable) Oxford Regional Labour Council I acknowledge Delegations are limited to fifteen (15) minutes each. I accept Brief Summary of Issue or Purpose of Delegation Take Back the Night is a community based event to protest the fear that women have of walking the streets at night safely. Take Back the Night Marches and Rallies happen every year internationally to raise awareness about violence against women. Women began marching in 1976 in Belgium to raise awareness about sexualized violence. Since then, TBTN has been part of a grassroots feminist movement to bring attention to violence against women. This year marks the 19th anniversary since Oxford County began officially participating in the march. Will there be a Power Point presentation? No Have you been in contact with a Staff member regarding the Delegation topic? No I acknowledge that all presentation material must be submitted to the Clerk's Office by 4:30 p.m. the Wednesday before the Council meeting date. I accept [This is an automated email notification -- please do not respond] 48 49 50 Report No: CP 2017-217 COMMUNITY PLANNING Council Date: August 21, 2017 Page 1 of 4 To: Mayor and Members of Town of Tillsonburg Council From: Eric Gilbert, Senior Planner, Community Planning Application for Zone Change ZN 7-17-09: Performance Communities Realty Inc REPORT HIGHLIGHTS • The applicant proposes a number of zoning amendments to permit reduced lot frontage, reduced lot area, and reduced interior side yard width for street fronting townhouse dwelling blocks within the draft plan of subdivision. • Planning staff support the request as it is consistent with the relevant policies of the 2014 Provincial Policy Statement and the Official Plan respecting low density residential development. DISCUSSION Background OWNER: Performance Communities Realty Inc. 1 Barrie Boulevard St. Thomas ON N5P 4B9 LOCATION: The subject lands are legally described as Part of Lot 7, Concession 12 (Dereham), Parts 1-4 of 41R-9418, Town of Tillsonburg. The lands are located east of Quarter Town Line Road, north of Sanders Crescent, west of Lowrie Crescent, and south of Concession St W in the Town of Tillsonburg. COUNTY OF OXFORD OFFICIAL PLAN: Schedule “T-1” Town of Tillsonburg Land Use Plan - Residential Schedule “T-2” Town of Tillsonburg Residential Density Plan - Low Density Residential TOWN OF TILLSONBURG ZONING BY-LAW NO. 3295: Existing Zoning: Special Low Density Residential Type 3 Holding Zone (R3-13-H) Requested Zoning: Amended Special Low Density Residential Type 3 Holding Zone (R3-13H) 51 Report No: CP 2017-217 COMMUNITY PLANNING Council Date: August 21, 2017 Page 2 of 4 PROPOSAL: An application has been received by the Town of Tillsonburg to amend the current special zoning provisions that apply to the street fronting townhouse blocks within the Draft Approved Plan of Subdivision 32T-06005, to be developed as Andrew’s Crossing. The subject lands are located east of Quarter Town Line, north of Sanders Crescent and west of Lowrie Crescent and have an area of approximately 12.6 ha (31 ac). Surrounding land uses include primarily low density residential development, consisting of single detached dwellings and street fronting townhouses. The subject lands are currently in agricultural production (cash crops). In March 2017, Council approved a zone change application (ZN 7-17-01) to permit residential development in the form of single detached dwellings and street fronting townhouses. Numerous special provisions were introduced permitting increased lot coverage, reduced rear yard depths and increased permitted projections for covered decks and porches. It has come to light that recently approved redline changes to the draft plan of subdivision (March 2017), to create 7 townhouse dwelling blocks rather than the 4 originally contemplated, will require further zoning relief to facilitate the construction of 4 townhouses per block as proposed. Plate 1, Location Map with Existing Zoning and Draft Plan, shows the location of the subject property and the existing zoning in the immediate vicinity. Plate 2, 2015 Aerial Map with Existing Zoning and Draft Plan provides the layout of the draft plan of subdivision and depicts the blocks proposed for townhouse dwellings. Plate 3, Applicant’s Sketch, provides the layout of the proposed townhouse blocks. Comments 2014 Provincial Policy Statement The 2014 Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest related to land use planning and development. Under Section 3 of the Planning Act, where a municipality is exercising its authority affecting a planning matter, such decisions “shall be consistent with” all policy statements issued under the Act. Section 1.1.2 of the Provincial Policy Statement (PPS) directs that sufficient land shall be made available through intensification, redevelopment and if necessary, designated growth areas, to accommodate an appropriate range and mix of employment opportunities, housing and other land uses to meet projected needs for a time horizon of up to 20 years. Section 1.4.1 of the PPS sets out policies which are intended to provide for an appropriate range of housing types and densities required to meet projected requirements of current and future residents. To accommodate this, planning authorities shall maintain at all times the ability to accommodate residential growth for a minimum of 10 years through residential intensification, redevelopment and if necessary, lands which are designated and available for residential development. 52 Report No: CP 2017-217 COMMUNITY PLANNING Council Date: August 21, 2017 Page 3 of 4 Section 1.6 directs municipalities to efficiently utilize existing infrastructure and public service facilities prior to the establishment of new facilities. Official Plan The subject lands are designated ‘Residential’ and ‘Low Density Residential’ according to the Land Use Plan and Residential Density Plan for the Town of Tillsonburg, as contained in the Official Plan. The Official Plan states that Low Density Residential areas are those lands that are primarily developed or planned for a variety of low-rise, low density housing forms including single detached, semi-detached, duplex, converted dwellings, quadraplexes, townhouses, and low density cluster development. In these areas, it is intended that there will be a mixing and integration of different forms of housing to achieve a low overall density of use. Zoning By-Law The subject lands are currently zoned ‘Special Low Density Residential Type 3 Holding Zone (R3-13H)’. As indicated, the applicant proposes to construct 28 street fronting townhouse dwellings on 7 blocks within the draft approved plan of subdivision. It is proposed that 4 townhouse dwellings be constructed within each block. The applicant’s requested relief is detailed below: R3 Zone Provisions Proposed R3-13 Provisions Min. Lot Frontage for Interior Unit 8.0 m (26.2 ft) 6.8 m (22.3 ft) Min. Lot Frontage for End Unit 11 m (36.1 ft) 8.7 m (28.9 ft) Min. Lot Area for Interior Unit 240 m2 (2,583 ft2) 204 m2 (2,195 ft2) Min. Lot Area for End Unit 330 m2 (3,552 ft2) 261 m2 (2,809 ft2) Required Interior Side Yard 3.0 m (9.8 ft) 1.2 m (3.9 ft) The special provisions outlined above are being requested to facilitate the construction of street-fronting townhouses on the proposed townhouse blocks within the draft plan of subdivision. It is anticipated that the street-fronting townhouse lots will be created through an exemption to part lot control. The original draft approved plan included 4 townhouse blocks with 29 townhouse dwellings; the redline changes to the draft plan that were approved in March 2017 increased the number of blocks to 7 and reduced the number of townhouse dwellings from 29 to 28. The lot frontage and lot area relief being proposed through this application can be attributed to the increased number of end units, from 8 to 14, which require a larger lot frontage and lot area as per the Town’s Zoning By-law. Agency Comments The development proposal was circulated to those agencies that were considered to have an interest in the proposal. The Town of Tillsonburg Engineering Services Department, Town of Tillsonburg Building and By-law Services Department, County of Oxford Public Works Department indicated that they have no comments or concerns with the proposal. 53 Report No: CP 2017-217 COMMUNITY PLANNING Council Date: August 21, 2017 Page 4 of 4 Public Comments Notice of Complete Application and Notice of Public meeting was sent to public agencies and surrounding property owners on August 4, 2017. To date, one letter was received from a resident on Quarter Town Line expressing concerns with the density of the proposed development. Staff note that the proposed zone change will not impact the approved density of the development, originally approved in 2007. Planning Review Planning staff are satisfied that the use of the subject lands for low density residential purposes, consisting of street-fronting townhouse dwellings complies with the relevant policies of the Provincial Policy Statement and the County Official Plan with respect to promoting efficient development and land use patterns and accommodating an appropriate range and mix of residential uses to meet long-term needs. Planning Staff have reviewed the requested amendments to the site-specific zoning and are of the opinion that they are appropriate in this instance. It appears the relief is required due to the increased number of end townhouse units resulting from the approved redline amendments to the townhouse blocks in the draft plan. The resulting townhouse lots will provide an alternate housing form within the development, and are sufficiently large to provide required amenity space, lot grading and drainage, and area required for parking purposes. It is therefore recommended that Town Council approve the requested zone change to facilitate the development of 7 street fronting townhouse dwelling blocks within the draft approved plan of subdivision. RECOMMENDATION That the Council of the Town of Tillsonburg approve the zone change application, File No. ZN7-17-09, as submitted by Performance Communities Realty Inc., for lands described as Part of Lot 7, Concession 12 (Dereham), Parts 1-4 of 41R-9418, in the Town of Tillsonburg, to rezone the subject lands from ‘Special Low Density Type 3 Holding Zone (R3-13H)’ to ‘Amended Special Low Density Residential Type 3 Holding Zone (R3-13H)’ to facilitate the development of street fronting townhouse dwellings within the draft plan of subdivision. SIGNATURES Authored by: original signed by Eric Gilbert, MCIP RPP, Senior Planner Approved for Submission: original signed by Gordon K. Hough, RPP Director 54 July 26, 2017 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey Legend 1790 Notes NAD_1983_UTM_Zone_17N 90 Meters Draft Plans Open Space Right of Ways Properties Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 55 July 26, 2017 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey Legend 1020 Notes NAD_1983_UTM_Zone_17N 51 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Draft Plans Open Space Right of Ways Properties Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 56 I:\ACAD Projects\2017\1705\01-Model\1705_Townhomes.dwg, 20/07/2017 4:18:47 PM, CJDLPC22,1:1 WILSON AVENUEWILSONAVENUE DENRICHAVENUE57 1 Eric Gilbert From:Shelley Buchanan Sent:August-15-17 3:32 PM To:Eric Gilbert Subject:FW: File ZN 7-17-09 From: Marlen Gilbert [mailto:d_gilbert@rogers.com] Sent: August‐14‐17 7:51 PM To: Planning Subject: File ZN 7‐17‐09 Re Plan File ZN-17-09 Town of Tillsonburg Dear Mr. E. Gilbert: I am opposed to the proposed zoning by-law amendment to increase the number of townhouses on Denrich Ave. for two reasons: This is adding a possible 8 more motor vehicles in the area which may come out of the subdivision by way of Dereham Drive, Charlotte Ave or the unnamed street to Concession. Traffic on Quarter Town Line is very busy especially at school bus times. Secondly, this new housing development, even as presently accepted, vastly changes the surrounding residential area where most of the lots are much larger. Respectfully submitted, Marlen J. Gilbert 164 Quarter Town Line Tillsonburg, Ontario 58 59 60 61 62 Page 1 of 5 Report No: CP 2017-239 COMMUNITY PLANNING Council Date: August 21, 2017 To: Mayor and Members of Town of Tillsonburg Council From: Eric Gilbert, Senior Planner, Community Planning Application for Site Plan Amendment JMR Properties Inc.- 253 Broadway (TSPC 7-168) REPORT HIGHLIGHTS This proposed amendment to the existing approved Site Plan proposes changes to the approved building elevations of the 3 storey mixed use building. The revised building design remains generally consistent with the Central Area Design Study recommendations and guidelines. The Planning Office is satisfied that the proposed development is appropriate and recommends Council direct staff to approve the proposed changes to the approved site plan. DISCUSSION Background OWNER: JMR Properties Inc. 200 Hespeler Road Cambridge ON N1R 3H3 AGENT: Reinders & Rieder Limited 57 Mill Street North, Suite 201 Brampton ON L6X 1S9 LOCATION: The subject property is described as Lot 944 & Part Lot 945, Plan 500, and Parts 4, 5, & 8 of Reference Plan 41R-6262 in the Town of Tillsonburg. The lands are located on the southwest corner of the Broadway and Venison Street intersection, and are municipally known as 253 Broadway Street. COUNTY OF OXFORD OFFICIAL PLAN: Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Entrepreneurial District, with special policy area permitting increased residential density 63 Report No: CP 2017-239 COMMUNITY PLANNING Council Date: August 21, 2017 Page 2 of 5 TOWN OF TILLSONBURG ZONING BY-LAW 3295: Existing Zoning: Special Entrepreneurial District Zone (EC-8) SITE PLAN: The Town has received an application to amend the approved site plan for the subject property to permit the construction of a 3 storey mixed use building within the Central Area. The subject property is approximately 1757.7 m2 (18 920 ft2) and is currently vacant. The applicant proposes to construct a 3 story building, with an approximate gross floor area of 4076 m2 (43 872 ft2). Medical office space for a dental clinic is proposed to occupy the ground floor. The balance of the building is proposed to be used for residential purposes, comprising 28 dwelling units consisting of one and two bedroom units. The approved site plan includes a three storey mixed use building with 40 covered parking spaces and the dental office on the ground floor. The 28 residential apartments are to be housed on the second and third storeys. The applicant has proposed the following changes to the approved building elevations: • Brick veneer Inset changed to HardiPanel vertical siding; • Stone/brick veneer changed to HardiPanel vertical siding below sloped asphalt roof areas between “bump outs” along Venison Street and Fox Alley; • EIFS (stucco) accent band around building changed to Brick Soldier Course at Brick Veneer locations; • Decorative mouldings over windows & doors changed to 150mm stone header at brick/stone veneer locations, and 150mm/250mm HardieTrim boards around windows & doors at HardiePanel siding locations; • Cornice moulding changed to 600mm high EIFS (stucco) stepped profile cornice; • Pre finished aluminum juliet balconies have been removed; • Brick accents along laneway beside Kelsey’s have been removed; • Window heights reduced to match height of doors, to accommodate floor to floor height reduction; • Overall building height reduced to 14.26 m (46.8 ft) from 15.1 m (49.5 ft). The revised building elevations and proposed design are included as Plates 2-5, attached to this report. No changes to the approved building location, servicing, landscaping, or parking layout and design are proposed. Surrounding land uses to the north include office and residential uses fronting on Venison St W. and Broadway Street. Lower density residential uses are to the west, and Kelsey’s Restaurant is located adjacent to the south. A funeral home, Canadian Tire store, and the Tillsonburg Town Centre are located to the east and southeast. A municipal parking lot is located to the southwest, adjacent to Fox Alley. Plate 1 – Existing Zoning & Location Map shows the location of the subject lands and the existing zoning in the immediate vicinity. 64 Report No: CP 2017-239 COMMUNITY PLANNING Council Date: August 21, 2017 Page 3 of 5 Plate 2 – NE Building Elevations, prepared by Reinders & Rieder Limited, shows the proposed building elevation on the north and east sides of the building. Plate 3 – SW Building Elevations, prepared by Reinders & Rieder Limited, shows the proposed building elevation on the south and west sides of the building. Plate 4 – Courtyard Elevations, prepared by Reinders & Rieder Limited, shows the proposed building elevation of the courtyard from the east, south and west. Plate 5 – Coloured Elevation Plan submitted by Reinders & Rieder Limited, shows the colours of the proposed exterior elevation of the proposed building. Plate 6 – Building Renderings, submitted by Reinders & Rieder Limited Plate 7 – Approved Coloured Elevations, depicts the current approved building elevations. These reports and plans were circulated to public agencies and the Town of Tillsonburg/ BIA Façade Improvement Committee for review and comment. Application Review Town of Tillsonburg Zoning By-Law 3295 The subject lands are located within the ‘Special Entrepreneurial District Zone (EC-8)’ in the Town of Tillsonburg Zoning By-law. A medical centre and apartment dwelling are permitted uses within the EC-8 Zone. As previously noted, relief of the required interior side yard width, minimum required rear yard depth, maximum permitted lot coverage, minimum required landscaped open space and amenity area, required parking spots, location of parking areas, loading zone spaces and planting strip were granted by Town Council in February 2016 as per approval of By-Law 3998. The proposed site plan is compliant with the EC-8 zoning that applies to the property. Central Area Design Study (2013) The Central Area Design Study was adopted by Town Council in September 2013. The study was the result of a partnership between the Town of Tillsonburg, County of Oxford Community Planning Office, and Town of Tillsonburg BIA. The Central Area Design Study inventoried historic and heritage character areas within the Central Area. The purpose of the Central Area Design Study was to establish urban design recommendations which recognize the importance of the Central Area of the Town of Tillsonburg, and to assist in the development of appropriate policies for the Central Area, which can provide a “building block” for future development with Tillsonburg’s Central Area. The subject property is located within the ‘Main Street Area” and the guiding principles for development in this area are summarized below: • Maintain a consistent street wall; • Create active edges and a vibrant streetscape; • Maximize glazing at street level; 65 Report No: CP 2017-239 COMMUNITY PLANNING Council Date: August 21, 2017 Page 4 of 5 • Ensure building entrances address Broadway; • Encourage sidewalk uses where appropriate; • Respect and complement the heritage character of the downtown; • Maintain a consistent proportion and sense of rhythm; • Address side streets, corner sites, and back alleys. Section 3.2 of the Study, New Buildings & Renovations / Additions to Contemporary Buildings, provides guidance for the consideration of new buildings and additions to existing contemporary buildings, in areas with heritage character. The Study recommends that the design of new buildings in areas with a heritage character, should be sympathetic to this heritage character without mimicking existing designs, and should incorporate complementary materials and architectural treatments. The study includes the following items for consideration: • Building height & massing; • Setbacks and stepbacks • Articulation and detailing, • Ground floor heights and uses; • Acceptable and unacceptable building materials; • Roof, cornice & parapets • Appropriate lighting; Relevant excerpts of the Central Area Design Study are included as an attachment to this report. Agency Comments The application was circulated to agencies on June 30 & August 1, 2017. Comments received respecting the application, from the The Town Building and By-Law Services Department, and Town of Tillsonburg/ Tillsonburg BIA Façade Improvement Committee indicated there were no concerns with the proposed changes. The Town Development Commissioner provided the following comment: I have no concerns with the proposed changes. Certainly a 100% brick building as originally proposed would be preferable, but in the current high building cost environement the changes proposed appear to be a reasonable compromise. The reduction in ceiling height does not appear to be significant and will have the positive net effect of lowering the building height somewhat. Planning Analysis The applicant’s request to amend the approved building elevations has been circulated to Town staff and the Town / BIA Façade Improvement Committee. No concerns were expressed with the proposed changes. 66 Report No: CP 2017-239 COMMUNITY PLANNING Council Date: August 21, 2017 Page 5 of 5 The proposed changes include reducing the height of the building, substituting the approved brick veneer façade in some locations with an alternative material, and removal of the Juliet balconies for the apartments. The proposed changes will reduce the cost of construction for the building, and many of the proposed changes are substitutions for approved building materials that will maintain the overall appearance and character of the heritage-sympathetic design. With regard to the Central Area Design Study, planning staff note that the structure is consistent with many of the recommendations of the Design Study, including the building height and massing, façade materials and colours, and building location / setbacks. The proposed design complements many of the heritage properties in the Central Area, and has appropriate articulation and detailing, ground floor uses, and roof materials, cornices and parapets. The proposed building is in-keeping with the type of development envisioned by the Central Area Design Study. Given the foregoing, the Planning Office is satisfied that the proposed development is appropriate and recommends that Town Council direct staff to approve revised building elevations. RECOMMENDATION 1. That the Council of the Town of Tillsonburg direct staff to approve revised building elevations for Site Plan Application TSPC 7-168, to facilitate a 3 storey mixed use development, submitted by JMR Properties Inc., on lands legally described as Part Lot 945 & Lot 944, Plan 500, Tillsonburg, known municipally as 253 Broadway Street. SIGNATURES Authored by: “original signed by” Eric Gilbert, MCIP, RPP, Senior Planner Approved for submission: “original signed by” Gordon K. Hough, RPP, Director 67 November 9, 2016 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 310 Notes NAD_1983_UTM_Zone_17N 15 Meters Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 Page 1 of 6 Report No: CP 2017-225 COMMUNITY PLANNING Council Date: August 9, 2017 To: Warden and Members of County Council From: Director, Community Planning Planning & Ontario Municipal Board Reform (Bill 139) RECOMMENDATION(S) 1. That the Director of Community Planning provide the County of Oxford’s formal submission to the Ministry of Municipal Affairs in response to the Provincial consultation on the proposed Bill 139, the Building Better Communities and Conserving Watersheds Act, 2017, as outlined in Report No. CP 2017-225; 2. And further, that Report No. CP 2017-225 be circulated to the Area Municipalities for their information. REPORT HIGHLIGHTS The Province is undertaking consultation and accepting feedback on the First Reading of Bill 139, the Building Better Communities and Conserving Watersheds Act. The last date for submission of comments on this phase of consultation is August 14, 2017. This report provides an overview of the proposed legislation and legislative amendments being proposed through Bill 139. The proposed changes will have the effect of replacing the Ontario Municipal Board (OMB) with a Local Planning Appeal Tribunal and making substantial changes to the current land use planning appeal system. Further, they will implement significant updates to the Conservation Authorities Act intended to strengthen oversight and accountability, improve clarity and consistency in programs, services and regulatory requirements and otherwise modernize and improve the legislation. The County is proposing two separate submissions to the Province respecting the introduction of Bill 139 to ensure the County’s comments are targeted at the ministries responsible for specific aspects of the review (e.g. OMB reform versus Conservation Authority Act updates). The proposed response to Schedules 1, 2, and 3 of Bill 139, regarding the proposed changes to the land use planning appeal system is contained in Attachment No. 1 to this report. The County’s proposed response to Schedule 3, with respect to the amendments to the Conservation Authorities Act, is contained in Attachment No. 2. Implementation Points The recommendations contained in this report will have no immediate impacts with respect to implementation. However, there could be future policy or process implementation impacts resulting from the legislative changes proposed in Bill 139 or subsequent provincial guidelines or regulations that may be released in the future. 84 Report No: CP 2017-225 COMMUNITY PLANNING Council Date: August 9, 2017 Page 2 of 6 Financial Impact Submitting comments in response to this provincial consultation process will have no financial impacts beyond what has been approved in the current year’s budget. The Treasurer has reviewed this report and agrees with the financial impact information. Risks/Implications There are no risks or other immediate implications anticipated from the County’s involvement in the current Provincial consultation process. 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: 3. i. A County that Thinks Ahead and Wisely Shapes the Future – Influence federal and provincial policy with implications for the County by: - Advocating for fairness for rural and small urban communities - Advocating for federal and provincial initiatives that are appropriate to our county 3. ii. A County that Thinks Ahead and Wisely Shapes the Future – Implement development policies, land uses and community planning guidelines that: - Strategically grow our economy and our community - Actively promote the responsible use of land and natural resources by focusing on higher density options before considering settlement boundary expansions - Provides a policy framework which supports community sustainability, health and well- being - Supports healthy communities within the built environment - Supports and protects a vibrant and diversified agricultural industry DISCUSSION Background In June 2016, the Ministry of Municipal Affairs (MMA) and the Attorney General of Ontario launched a consultation aimed at determining changes to the Ontario Municipal Board (OMB). The public, stakeholder groups and municipalities were asked to provide input on a number of areas of potential change that could improve the OMB’s efficiency and strengthen the land use planning system in the Province. The OMB Review process found that users of the land use planning system on all sides have experienced considerable dissatisfaction with the current role and operation of the Board and many supported the need for reform. Oxford County submitted comments in response to these consultations that conceptually supported a number of the proposed reforms, including alternative dispute resolution to reduce the number of hearings, considering circumstances where limiting hearings to written submissions 85 Report No: CP 2017-225 COMMUNITY PLANNING Council Date: August 9, 2017 Page 3 of 6 could speed up or simplify the appeal process, improving public awareness of the process, and limiting the scope of appeals to specific matters. These comments are contained in County Council Report CASPO 2016-298. Bill 139, the Building Better Communities and Conserving Watersheds Act, sets out the proposed legislative framework for a revamped land use planning appeal process. If passed, the Bill will serve to replace the OMB with the Local Planning Appeal Tribunal, while introducing changes to the Planning Act. According to the Province, these changes collectively have the intent of: - giving more weight to local and provincial decisions by changing the standard of review (i.e. the grounds for appeal on major planning matters would be limited to their failure to demonstrate conformity/consistency with provincial and local policies); - giving municipalities greater control over local planning by exempting a broader range of municipal land use decisions from appeal; - supporting clearer and more timely decision making; and - supporting the government’s priorities on climate change. The Planning Act changes are being consulted on through the Environmental Bill of Rights (EBR) Registry as EBR No. 013-0590, with a commenting deadline of August 14th. MMA has indicated that comments on Schedule 1, 2, and 3 (i.e. Local Planning Appeal Tribunal/Support Centre Acts) can be submitted collectively. An overview of the key changes being proposed through Bill 139 is provided in the comment section of this report, with further detail on the proposed changes contained in Attachment No. 3 to this report. Planning staff recently circulated a memo containing a similar overview to the Area Municipalities for their consideration and advised of the commenting period for the proposed Bill as well as the County’s intent to take a report to County Council and submit comments to the Province. In 2015, a major review of the Conservation Authorities Act (CA Act) was initiated in an effort to modernize the Act to further the conservation, restoration, development and management of natural resources in Ontario and enable the Province to be responsive to emerging resource management challenges. The County’s comments on the initial discussion paper regarding the CA Act review are contained in County Council Report CASPO 2015-202. The County’s comments indicated general support for a number of the proposed directions being considered, including actions to clarify the roles and responsibilities of CAs with a focus on achieving greater consistency in programs and services offered and more standardized implementation. The County also requested that the terms for CA board members be aligned with municipal election cycles. The Ministry of Natural Resources and Forestry (MNRF) has recently posted a document entitled ‘Conserving Our Future: A Modernized Conservation Authorities Act’ which outlines the suite of legislative, regulatory, policy and program changes proposed to be undertaken as a result of this review. In addition to land use planning appeal reform, Bill 139 introduces amendments to the CA Act that will enable implementation of the regulatory and policy changes contained within the MNRF document. The proposed amendments to the Act have been posted on the EBR (No. 013-0561), with an overview of the key changes provided in the comments section of this report. 86 Report No: CP 2017-225 COMMUNITY PLANNING Council Date: August 9, 2017 Page 4 of 6 Comments Following is an overview of the key changes being proposed through Bill 139: Local Planning Appeal Tribunal Act and Planning Act The proposed legislation would replace the Ontario Municipal Board (OMB) with a new appeal body called the Local Planning Appeal Tribunal (LPAT). The LPAT is proposed to have a significantly different role and powers than the OMB and a new appeal process would be instituted for many types of planning applications – namely applications for Official Plan (OP) amendments, except those under Section 26 of the Planning Act (e.g. OP reviews) which are no longer to be appealable; zoning by-laws/amendments; and/or failure of a municipality to make a decision with respect to a subdivision application. Proposed limitations on scope and jurisdiction of the LPAT on such appeals are intended to give higher regard to decisions of Council. This is proposed to be accomplished through limiting the LPAT’s review of Council decisions on such applications to a determination as to whether or not they comply with applicable provincial and municipal policies (e.g. Provincial Policy Statement and Official Plan policies) and not permitting the Tribunal to substitute its own decision for a Council decision the first time an application is appealed. The intent is that if the LPAT determines Council’s decision on the matter does not comply with applicable provincial and municipal policies it would refer the matter back to Council for their further consideration and decision. If the second decision of Council is again appealed, the LPAT would then be able to make its own decision on the matter. Further, new hearing procedures are proposed that will place certain limitations/restrictions on participation by parties (e.g. other than the appellant and approval authority), require a case management conference to identify/scope the appealed matter, and shift the focus from oral to written hearings in certain circumstances. The details on these matters are to be set out in future regulation. The intent of these changes is to decrease the overall expense, number and length of Tribunal hearings and facilitate more open dialogue between parties to resolve issues. The proposed Tribunal hearing procedures will place increased emphasis on consideration of the submissions provided to the approval authority in advance of their decisions. This will likely place greater onus on the public and other interested parties to be involved earlier in the development review/approval process. Interested parties would need to provide all relevant reports/expert opinions in advance of the municipality making their decision to ensure their views form part of the written record. This change may serve to increase the level of participation/input at the municipal Council level and the quantity and quality of supporting (and opposing) studies/material that are submitted and considered by municipalities in advance of a Council’s decision on a particular planning matter. The proposed changes would also remove the right of appeal for new official plans and official plan amendments/updates adopted in accordance with Section 26 of the Planning Act (i.e. Official Plan reviews). It is staff’s understanding that this is intended to limit third party appeals of municipal planning policy and require municipalities to work with the Ministry to resolve disagreements with respect to their official plan policies in advance of Provincial approval. A new Tribunal Support Centre is to be created to support public participation in the land use planning process (e.g. by providing advice and/or representation for appeals). As the details as 87 Report No: CP 2017-225 COMMUNITY PLANNING Council Date: August 9, 2017 Page 5 of 6 to who can access the proposed Support Centre and the types of support that are to be provided are to be set out in future regulation, the specific role and function of the proposed Centre and any related comments are difficult to determine at this stage. In addition to the proposed changes to the planning appeal process noted above, the proposed changes to the Planning Act will place an increased focus on improving the natural environment and quality of life, by including additional policy statements issued under a number of other Acts (e.g. Resources Recovery and Circular Economy Act, 2016) as provincial policy statements that planning decisions must conform to. Also, official plans will now be specifically required to contain policies regarding climate change (i.e. actions to mitigate GHG emissions and provide for adaptation to climate change, including through increasing resiliency). The Conservation Authorities Act A number of overarching directions with respect to the CA Act review are intended to be implemented with the passing of Bill 139. These include strengthening oversight and accountability in conservation authority decision making; increasing clarity and consistency in programs and services, as well as regulatory requirements; improving collaboration and engagement; and, modernizing funding mechanisms to support CA operations. It is to be clarified that the role of the CA is to deliver programs and services that further the conservation, restoration, development and management of natural resources in watersheds, and that CAs may provide additional programs/services on behalf of municipalities, or that further their identified mandate. Any additional services being provided on behalf of municipalities will need to be outlined in a Memorandum of Understanding (MOU) that is posted publicly and periodically reviewed. In previous comments, the County had requested that there be greater consistency and standardization in the services provided by Conservation Authorities and provision of additional clarity on the statutory/non-statutory roles of CAs. In this regard, it appears that the more detailed direction proposed for the creation and review of MOUs may assist in ensuring greater consistency and transparency in the implementation of agreed to CA programs and services (i.e. development review services) within the County. The CA’s compliance and enforcement tools will also be updated by modifying entry powers and ability to issue stop work orders for permits issued under Section 28 of the Act (the ‘Development, Interference with Wetlands and Alterations to Shorelines and Watercourses’ regulation); increasing the maximum fines for individuals and corporations; and, clarifying the CA’s ability to refuse to issue permits if any activity is likely to jeopardize public safety, result in the damage or destruction of property, affect the control of flooding, erosion, dynamic beaches, pollution or the conservation of land. It is also anticipated that the level of public consultation and engagement on CA related matters will be enhanced, as the Minister will be enabled to establish regulations outlining the minimum public and agency consultation requirements for the delivery of programs and services offered by Conservation Authorities (e.g. the establishment of generic regulation limits). Conclusions As outlined in this report, Bill 139 proposes substantial changes to the current planning appeal process and the Conservation Authorities Act. 88 Report No: CP 2017-225 COMMUNITY PLANNING Council Date: August 9, 2017 Page 6 of 6 Conceptually, planning staff support many of the proposed changes presented by Bill 139, particularly those that seek to improve the efficiency, clarity, and timely resolution of appeals to planning applications and to modernize the Conservation Authorities Act by strengthening oversight and accountability and improve clarity and consistency in CA programs, services and regulatory requirements. However, there are still a number of areas where further detail and clarification would be beneficial. Further, given that much of the detail is to be provided through future regulations, staff are requesting that a formal opportunity be provided for municipalities to review and provide feedback on such regulations. The proposed comments on the legislative changes set out in Bill 139 are contained in Attachments No. 1 and 2 to this report. County staff will continue to monitor the progress of the Bill and will advise County Council of any relevant changes and/or opportunities for comment on matters that may be of particular interest or concern to the County or Area Municipalities. SIGNATURES Report Author: Original Signed By Amelia Sloan, MCIP, RPP Planner Departmental Approval: Original Signed By Gordon K. Hough, RPP Director Approved for submission: Original Signed By Peter M. Crockett, P.Eng. Chief Administrative Officer ATTACHMENTS Attachment No. 1: Letter to the Ministry of Municipal Affairs regarding Bill 139’s proposed amendments to the Planning Act and Local Planning Appeal Tribunal Act Attachment No. 2: Letter to the Ministry of Natural Resources & Forestry regarding Bill 139’s proposed amendments to the Conservation Authorities Act Attachment No. 3: Synopsis of proposed legislative amendments under Bill 139, the Building Better Communities and Conserving Watersheds Act 89 Page 1 of 3 Oxford County P. O. Box 1614, 21 Reeve Street Woodstock Ontario N4S 7Y3 Phone: 519-539-9800 Fax: 519-421-4712 Web site: www.oxfordcounty.ca Our File: L11 Bill 139 [date] Via Email Ken Petersen Manager Ministry of Municipal Affairs and Housing Local Government and Planning Policy Branch 777 Bay Street, Floor 13 Toronto ON M5G 2E5 Dear Mr. Petersen: Re: EBR Registry # 013-0590 Bill 139 – the Proposed Building Better Communities and Conserving Watersheds Act, 2017 – First Reading The County of Oxford has reviewed the First Reading of Bill 139, the proposed Building Better Communities and Conserving Watersheds Act which, in addition to other changes, introduces new legislation and legislative changes that are intended to update the land use planning appeal system in Ontario. The comments in this letter are focused on these proposed changes. The County is generally supportive of the Province’s efforts to improve the efficiency, clarity, and effective and speedy resolution of Planning Act appeals. It appears that the proposed changes to the Planning appeal system being introduced through Bill 139 have taken into consideration many of the comments, suggestions and concerns expressed in our previous submission to the Province on OMB Reform (December 14, 2016). That being said, it appears that a number of the County’s concerns have not yet been addressed and/or may require additional clarification and/or direction before more specific feedback can be provided. Therefore, in addition to re-iterating the comments previously submitted to the Province on the proposed reforms, we provide the following additional guidance. 90 Page 2 of 3 The County is generally supportive of the move to try to reduce the scope/type of appeals to the Tribunal through the introduction of new appeal and hearing procedures. The County is hopeful that the proposed changes (i.e. to limit/restrict oral testimonies, require appeals to undergo a case management conference in advance of a hearing and limit the permitted grounds for an appeal) will assist in decreasing the length, expense and number of hearings being taken to the Tribunal. However, further clarification and direction on the specific circumstances/criteria for how these new appeal procedures are to be applied (e.g. through regulations or Rules of Practice and Procedure) is required in order for the County to be able to provide any specific comments on any potential issues and/or improvements in this area. Further, the County has some concern regarding the length of time it may take to resolve appeals that are subject to these additional appeal stages (i.e. reconsideration period of approval authority; the requirement to complete a case management conference). Therefore, if these changes are enacted, appropriate measures should be taken to ensure the overall process is expedited to the greatest extent possible. The referral of appeals on certain types of Planning Act applications back to the approval authority for further consideration before the Tribunal can impose their own decision may lead to better/more locally accepted decisions in circumstances where the Council was not aware their decision did not comply with Provincial or local policy. However, if Council knowingly adopted an official plan and/or zoning by-law amendment that did not conform to Provincial or local policy, it may be less likely that a different decision will be made the second time. As such, it may be worthwhile to consider providing municipalities with the ability to opt-out of the re-consideration period in certain circumstances and simply allowing the Tribunal to proceed with a hearing and decision on the matter. Further, it is unclear if public notices, meetings, or open houses are required before a second decision is made by the approval authority. It may be pertinent, in certain cases, to allow a second opportunity for public input to be received on the matter, as there may be cases where the staff recommendation could change in light of new/verified information. Also, from our review of this proposal, it seems there is no ‘reconsideration’ process for consent applications. It may be worth examining the merits of allowing this process to be applied to appeals of land severance decisions. The County generally supports the move toward the Tribunal’s scoped review role for appeals of certain types of applications to consideration of previously submitted, written evidence. However, we believe that the Provincial direction on such appeals should be clearly articulated through this legislation or regulations to ensure that procedural fairness is maintained. It was noted in the County’s previous comments that written/scoped hearings should be considered for simpler minor variance and consent applications where the planning issue is well defined, however, it is unclear if/how the changes in Bill 139 have addressed this comment, as minor variances and consents do not appear to be listed in Section 38 of the Local Planning Appeal Tribunal Act that identifies the types of applications subject to these appeal limitations. The County also supports a move towards ensuring that new evidence is not introduced as part of an appeal that was not before the approval authority when their original decision 91 Page 3 of 3 on the application was made. It is hoped that this will serve to decrease the length/expense of hearings, support informed local decisions and encourage stakeholder involvement early in the process by ensuring all relevant information is submitted and opinions/views clearly expressed in advance of Council making their decision. Further, the County is supportive of changes to improve public awareness and understanding of the appeal process and hearings and, as such, are very interested in reviewing and providing feedback on the future regulations that are proposed to provide more detail on the intended role and function of the LPAT Support Centre Act in this regard. In general, the County requests that there to be continued consultation and opportunity for County and Area Municipalities to provide input on any proposed regulations, policies or guidance documents to implement the new appeal rights and procedures set out in this Bill. Further, it should be noted that the Area Municipalities within the County may also submit comments in addition to those contained herein. On behalf of Oxford County, I would like to thank you for the opportunity to comment and the County looks forward to further opportunities to review and comment on any future changes. Questions regarding this correspondence should be directed to Amelia Sloan, Policy Planner at (519) 539-0015 x.3205. Yours Truly, Paul Michiels Manager of Strategic Policy 92 Page 1 of 3 Oxford County P. O. Box 1614, 21 Reeve Street Woodstock Ontario N4S 7Y3 Phone: 519-539-9800 Fax: 519-421-4712 Web site: www.oxfordcounty.ca Our File: L11 Bill 139 [date] Via Email Finn MacDonald Policy Officer Ministry of Natural Resources & Forestry Natural Resource Conservation Policy Branch 300 Water Street Peterborough ON K9J 8M5 Dear Mr. MacDonald: Re: EBR Registry # 013-0561 Bill 139 – the Proposed Building Better Communities and Conserving Watersheds Act, 2017 – First Reading The County of Oxford has reviewed the First Reading of Bill 139, the proposed Building Better Communities and Conserving Watersheds Act which, among other matters, introduces new legislation intended to modernize the roles and responsibilities of conservation authorities in resource management and environmental protection. The County’s comments in this letter are focused on those proposed changes. As indicated in our previous submission (dated September 23, 2015), the County generally supports the need for a review of the Conservation Authorities Act and, in particular, opportunities to improve accountability and local service delivery, funding sources and mechanisms, clarification of roles and responsibilities and consistency in the range and level of services provided. The County is pleased to see that a number of the amendments to the CA Act being proposed through this Bill appear to have taken the County’s previous comments into consideration. The County also appreciates the release of the ‘Conserving Our Future’ companion document, as it provides additional insight into the proposed legislative changes and the proposed future direction in regulations, programs and partnerships. 93 Page 2 of 3 In previous comments, the County noted that Conservation Authority (CA) roles and responsibilities should be clarified and standardized in order for consistent implementation of CA programs and services across the County. In this regard, the County is pleased to see the introduction of additional regulation-making authority for the Province to clarify the expectations for Provincially mandated programs and services and clearer requirements for Memorandums of Understanding to set out the nature and level of provincially mandated programs and services, watershed specific programs and services and any additional agreed to programs and services CAs provide to municipalities. It is also noted that the Bill will revise the CA board terms from three to four years. The County had previously requested that board terms be aligned with the municipal elections cycle, so are pleased to see that this request has been recognized in the proposed updates as it will serve to better streamline the CA’s decision making capacity/project timelines. The County also wishes to reiterate the need for the Province to investigate a comprehensive Provincial natural heritage land securement strategy as part of this process. As expressed in previous comments, such a strategy should consider a more active and defined role for the Province and/or CAs in the securement, management and on-going stewardship of significant natural heritage features and areas and other environmentally sensitive areas, coupled with appropriate levels of Provincial funding. The intent would be to develop a more comprehensive, province-wide approach that would serve to reduce duplication of effort and fragmentation of limited resources, achieve greater economies of scale in the on-going operation, management and stewardship of natural resources and increase opportunities for public access to such resources (e.g. for passive recreational activities and enjoyment of the natural environment). No specific reference to the Provincial and CA role in the provision of such land securement programs or services appears to be contained in the proposed legislative changes, or the companion document. Given the importance of this issue to the County and to the long term protection of the Province’s natural heritage as a public asset, the County requests that the Province provide a clear indication of their proposed direction in this regard. The modernization of funding mechanisms and the apportionment of costs and expenses allocated to participating municipalities is also of particular interest to Oxford County. It appears that the detail as to how this is to be accomplished will be provided through future regulations (e.g. the amount and manner in which fees are calculated/charged). As such, the County hereby requests that ample opportunity be provided for municipalities to review and provide feedback on any such regulations prior to their approval. In general, the County requests that there to be continued consultation and opportunity for County and Area Municipalities to provide input on any proposed regulations to implement the new CA directions set out in this Bill and, in particular, those related to governance, nature and level of Provincially-mandated and additional programs and services offered and funding sources and mechanisms. 94 Page 3 of 3 It should be noted that the Area Municipalities within the County may also submit comments in addition to those contained herein. On behalf of Oxford County, I would like to thank you for the opportunity to comment on the Bill and the County looks forward to further opportunities to review and provide comment as the process moves forward. Questions regarding this correspondence should be directed to Amelia Sloan, Policy Planner at (519) 539-0015 x.3205. Yours Truly, Paul Michiels Manager of Strategic Policy 95 1 / 5 PROPOSED BILL 139 - BUILDING BETTER COMMUNITIES AND CONSERVING WATERSHEDS ACT, 2017 The following are summaries of four of the Acts being enacted and/or amended by Bill as they relate to the land use planning context in Oxford County. For more specific detail on the changes presented by Bill 139, please see the Act itself available here. Local Planning Appeal Tribunal If passed, the Local Planning Appeal Tribunal Act (Schedule 1) would enact a Local Planning Appeal Tribunal (LPAT) that would replace the Ontario Municipal Board and repeal the Ontario Municipal Board Act. The LPAT should not be confused with a ‘Local Appeal Body’ (LAB) which municipalities are empowered to establish to hear certain types of planning application appeals. Many proposed provisions of the LPAT Act are substantively the same as the Ontario Municipal Board Act; although some significant changes are outlined as follows: Practices & Procedures Section 31 and 32 of the LPAT Act require the Tribunal to adopt practices and procedures in respect of each proceeding before it. These rules would prevail if in conflict with the Statutory Powers Procedures Act. The rules may provide for/require the use of a hearing; notice to be given in a particular manner; or can authorize the Tribunal to hold a hearing electronically or in writing. The Tribunal can also authorize two (or more) hearings to be heard at the same time, they can appoint one person to represent a class of people where there is a common interest, and they can provide for when/how the Tribunal may hear from a person other than a party. The conduct and format of the Tribunal hearings, and the practices regarding the admission of evidence, will be set through future regulation. Additionally, transitional procedures relating to matters currently before the OMB will be established through regulations that have yet to be released. Without these implementing regulations, it is difficult to assess the potential implications for current proceedings. Planning Act Appeals Relating to Certain Applications The LPAT will significantly change the manner in which a hearing relating to certain Planning Act matters (i.e. applications for Official Plan amendments, except those under Section 26 of the Planning Act which are proposed not to be appealable; zoning by-laws/amendments; and/or failure of a municipality to make a decision in respect to a subdivision application) will be conducted as follows: Case Management - Section 33 enables the Tribunal to direct parties of a proceeding to participate in a case management conference. These will be used to identify or narrow the issues, to identify facts or evidence that may be agreed upon, to provide directions for disclosure of information, and to discuss opportunities for settlement, including the possible use of mediation or other dispute resolution processes. This will be similar to the current OMB’s ability to hold ‘pre-hearing conferences’. Section 39 indicates that case management conferences, prior to a hearing, are mandatory for all appeals relating to the above noted Planning Act matters. Scoping/Limiting Types of Appeals - Section 38 proposes that the above noted Planning Act matters could only be appealed if the Tribunal determines the decision of the approval authority (municipality) was: (i) inconsistent with a policy statement of the Planning Act; and/or (ii) fails to conform with a provincial plan; and/or (iii) fails to conform to an applicable official plan. This will 96 2 / 5 set a higher standard for an appeal and ensure that appeals reference, and are assessed based on, specific planning merits, resulting in fewer municipal decisions being heard by the Tribunal. Hearing Procedures - Sections 40-42 outline hearing procedures that differ from those of the OMB for the above noted Planning Act matters. It is proposed that the Tribunal will review the decision of the approval authority to determine if it met the Section 38 tests; only consider allowing participation by other persons (other than the appellant or the approval authority) based on written submissions made to the Tribunal; and move away from oral hearings towards a review of previously provided written material. These changes are intended to place greater control over land use planning with municipal councils. Under this framework, it would be increasingly important for proponents (and development opponents) to submit all the necessary material/studies to the municipality in advance of their decision. At this time, the details about hearing procedures have not been defined and will be released through a future regulation. Local Planning Appeal Support Centre Act Schedule 2 of Bill 139 sets out the framework for the Province’s proposed Support Centre, a centre that would provide legal and planning advice to individuals who want to participate in Tribunal appeals, including general information on land use planning, guidance on Tribunal procedures, advice and/or representation in certain cases, and other services prescribed by regulation. These services will be provided to persons who are deemed eligible under the criteria established by the Centre through regulation. The Act also provides immunity for the directors, officers, and employees or agents of the Centre against civil proceedings for undertakings made in good faith. The County previously identified support of changes that would serve to improve public awareness and understanding of the appeal process and hearings, although it is difficult to assess the implications of this type of Support Centre until further detail is provided through regulation as to who can access the centre and the types of support they might receive. Planning Act If passed, the Planning Act (Schedule 3) would also be amended to reflect the enactment of the LPAT (i.e. reference updates and associated amendments), with additional changes that are intended to reflect other provincial priorities. The changes are outlined as follows: Clean Water Act The Planning Act current requires that Council decisions conform to ‘provincial plans’. If passed, this definition will be amended to include a designated policy as defined in s. 3 of the Great Lakes Protection Act and a ‘significant threat policy’ as defined by Section 2 (1) of the Clean Water Act (e.g. Source Protection Plans). This change would make the Planning Act wording consistent with the wording found in the Clean Water Act. Consideration of Council Decisions Section 2.1, requiring Councils/approval authorities to ‘have regard to’ decisions of municipal councils (and information/material before them) relating to the same matters, will be amended to limit the approval authority/Tribunal's application of this clause exclusively to Official Plans, Zoning By-Laws/amendments, interim control bylaws, site plan control, plans of subdivision and consents. Therefore, it appears this provision of the Planning Act would no longer apply to minor variances. Policy Statements Section 3 regarding the issuance of policy statements (i.e. the PPS) will be amended to authorize policy statements to require approvals or determinations by one or more ministers for any of the matters provided for in the policy statement. It will also deem policy statements under the Resources Recovery and Circular Economy Act, 2016 (e.g. having a system of resource recovery and waste reduction that aims to minimize GHG emissions resulting from waste management activities), statements issued under the Metrolinx Act and other policy or statement that is prescribed by regulation to be statements issued under the Planning Act (i.e. Council decisions must conform to). Local Appeal Bodies (LAB) Section 8.1, which establishes the authority for municipalities to establish local appeal bodies, will be amended to expand the LAB’s permitted jurisdiction from just 97 3 / 5 minor variances to appeals and motions for direction related to site plan control (e.g. landscaping on individual properties) and motions related to consents (e.g. land severances). Note that the City of Toronto is the only municipality that has established a LAB, since the authority to establish one was granted by the Province. Climate Change Section 16 governing the content of official plans, will be updated to require official plans to contain policies relating to climate change (i.e. actions to mitigate GHG emissions and provide for adaptation to climate change, including through increasing resiliency). This is similar to the wording currently in the PPS. Extended Timeframes Under Sections 17, 22, 34, and 36, the timelines for making decisions related to Official Plans/Amendments, Zoning By-Laws and removal of holding provisions are proposed to be extended by 30 days (e.g. from 120 to 150 days for a Zoning by-law or Official Plan amendment). For applications to amend Zoning By-laws submitted concurrently with requests to amend a local municipality’s Official Plan, the timeline is proposed to be extended to 210 days (from 120 days). Reconsideration Process Bill 139 would introduce a departure from the OMB’s procedures in that the Tribunal would not have the authority to substitute their own decisions for a municipal decision during the first hearing for Zoning By-Laws/Amendments and Official Plan amendment appeals – except for those under Section 26 of the Planning Act which are proposed not to be appealable. Sections 17, 22, and 34 of the Planning Act would be amended to outline that the determination of the Tribunal is limited to whether or not the decision appealed was inconsistent with provincial or municipal plans, or provincial policy. If so, the Tribunal would refuse to approve (or repeal) that part of the OP/ZBL and notify the municipality of their opportunity to make a new decision. Council would then have 90 days to review and adopt/pass another plan/by-law. An appeal right arises for failure to make a decision during that timeframe. If that second decision of Council is appealed and the Tribunal again determined that it did not meet the new standard of review, the Tribunal could make another decision and make modifications to all or part of the plan/by-law. No Appeals if Provincially-Approved Under subsection 17 (36.5) and 21 (3), these changes would remove the right of appeal with respect to a new Official Plan, or an Official Plan amendment/update adopted in accordance with Section 26 (i.e. five-year OP review), if the approval authority is the Minister. It is planning staff’s understanding that this is intended to limit third party appeals of municipal planning policy and require municipalities to work with the Ministry to resolve any disagreements with respect to their Official Plan policies in advance of Provincial approval. Secondary Plans A new subsection under Section 22 would provide that during the two-year period following the adoption of a new secondary plan, applications for amendment are permitted only with Council’s approval. Further to this, the changes describe a secondary plan as part of an OP added by amendment that provides more detailed “policies and land use designations that apply to multiple contiguous parcels of land, but not an entire municipality, and that provides more detailed land use policy direction.” Plans of Subdivision It appears there is little change for the appeal procedures for plans of subdivisions, with the exception of the failure of a municipality to make a decision on such applications, which would now be subject to the newly proposed case management, scoping and hearing procedures in the Local Planning Appeal Tribunal Act. Minor Variances/Consents We noted in our previous comments that written/condensed hearings could be considered for Tribunal proceedings where the issues are well-defined (i.e. minor variances, consents); however, it is unclear if/how the changes in Bill 139 have addressed this comment, as minor variances and consents are not listed in Section 38 of the new LPAT Act that identifies the types of Planning Act appeals pursuant to these clauses. 98 4 / 5 Conservation Authorities Act Schedule 4 of Bill 139 identifies the proposed amendments to the CA Act that aim to modernize and strengthen the oversight of conservation authorities across southern Ontario. Some of the most significant amendments to the Act are as follows: Revised Mandate It is proposed that a new purpose will be added to the Act to “provide for the organization and delivery of programs and services that further the conservation, restoration, development and management of natural resources in watersheds in Ontario.” This has been added to clarify the CA’s mandate. Following this, the Province has indicated an intent to introduce regulations that serve to clarify the CA’s role in the following: o Managing water-related natural hazards. Including flood forecasting and warning, flood and erosion control and ice management; o Reviewing planning documents (e.g. OPs) for consistency with the PPS, including policies related to natural hazards and land use and development patterns that promote climate change adaptation and mitigation; o Supporting Ontario’s proposed Wetland Conservation Strategy and commitment to stopping the net loss of wetlands; o Standards and requirements to mitigate climate change and provide for adaptation to a changing climate, including through increased resiliency; and o Working with multi-ministry groups to develop additional services, such as natural heritage identification, assessment and reporting, land and cultural heritage conservation (e.g. operation of historic facilities), biodiversity conservation and watershed planning. Enlargements, Amalgamations & Dissolutions Various amendments are proposed relating to the enlargement of a CA’s geographic jurisdiction, an amalgamation of two or more CAs, and the dissolution of a CA. The Minister must approve any amalgamation of two or more CAs and the Minister must be notified when there has been an enlargement of a CA. Also, the changes introduce clarity in the process for amalgamations and specify how municipalities and the public are consulted during the process. Additionally, the voting requirements and quorum requirements will be aligned for all expansion and amalgamation decisions. The voting requirements are based on the total population of the participating municipality, and quorum is two-thirds of the municipality’s representatives. A two-thirds majority vote is also required for expansion and amalgamation decisions. Member Terms The maximum term of office of a member has been increased from three years to four years. In our initial comments, we requested that CA board terms align with the municipal election cycles to streamline the CA's decision making capacity and allow effective project implementation timelines. Public Consultation A requirement that meetings of the board be open to the public has been added, subject to exemptions that may be provided in a CA’s by-laws. To enhance collaboration and engagement, CA’s must require advisory boards in accordance with regulation. The Minister will be able to set minimum standards for consultation with the public, local communities and stakeholders when the CA carries out the programs and services it provides (whether mandatory programs or those agreed to be provided on behalf of the municipality). MOUs It will be clarified that programs and services being provided on behalf of municipalities should be outlined within a Memorandum of Understanding (MOU) between the CA and the municipality. These MOUs should be publicly available and periodically reviewed. The CA will be responsible for ensuring MOUs are publicly available; however, the periodic review will be completed jointly with CA and municipality. 99 5 / 5 Agreements with Individuals It will also be clarified that CA’s broad powers to collaborate and enter into agreements include the ability to enter into agreements with individuals. We indicated our support for the idea of providing additional provincial resources to promote, support and standardize natural heritage land securement strategies. This change provides clarity in the CA’s ability to establish agreements with land owners, but does not provide much guidance/standardization to implement such agreements. Scope of CA Review In order to ensure consistent CA review of permit applications (for regulations developed under Section 28 of the Act - the ‘Development, Interference with Wetlands and Alterations to Shorelines and Watercourses’ regulation), the following have been clarified: o CAs may refuse to issue permits, or attach conditions to a permit, if the activity is likely to jeopardize public safety, result in the damage or destruction of property, affect the control of flooding, erosion, dynamic beaches, pollution or the conservation of land; o Minister can establish additional criteria for refusing or attaching conditions to permit in regulations and/or can outline the information to be provided to a CA when requesting a permit; o Entry powers of an officer will be modernized to enter upon private property for the purpose of determining whether an individual has engaged in a prohibited activity or has failed to comply with conditions of a permit. o The maximum fines for offences for contraventions under the Act are increased from $10,000 to $50,000 in the case of an individual and to $1,000,000 in the case of a corporation. Fee Schedules A new Section 21.2 serves to increase clarity and consistency in the development and use of fees. For instance, CAs will be required to develop a fee administration policy (fee schedules, public notification process, review process and appeal process) that will be reviewed frequently and publicly available. Funding Mechanisms Sections 24 to 27 will be replaced in order to facilitate the modernization of funding mechanisms by updating the language (e.g. definition of operating expenses), updating the way costs are allocated to participating municipalities, and allowing guidelines to be made for municipalities to appeal the apportionment of costs. CAs will have the ability to recover their capital costs with respect to projects that they undertake and their operating expenses from their participating municipalities. Currently, the apportionment of those costs and expenses is based on a determination of the benefit each participating municipality receives from a project or from the CA. The amendments provide that the apportionment will be determined in accordance with the regulations. Alternative Funding The County originally requested that alternative funding programs be considered as part of this review. Although there are no legislative amendments regarding updating funding levels, there have been program changes proposed that commit to assessing the adequacy of current programs and services, identifying opportunities to better leverage existing funds and new funding envelopes. 100 Report Title 2017 Second Quarter Finance Department Results Report No. FIN 17-27 Author JANELLE COSTANTINO Meeting Type Council Meeting Council Date AUGUST 21, 2017 Attachments 2017 Q2 Results - Finance Page 1 / 2 FIN17-27 2017 Second Quarter Finance Dep Results RECOMMENDATION THAT Council receives report FIN 17-27 2017 Second Quarter Finance Department results as information. EXECUTIVE SUMMARY To provide Council with the actual January 1, 2017 to June 30, 2017 Finance Department financial results. SUMMARY OF OPERATIONAL RESULTS 2017 Business Objectives Objective Target Date Status Monthly reporting to Management Q2 In progress; to be implemented once PO software is in place – anticipated in Q4 Debt Policy Q2 Anticipated completion in Q3 Reserve Policy Q2 Completed Replace computers Q2 In progress Website shopping cart Q2 Anticipated completion in Q3 Purchase Order Software Q2 In progress – anticipated launch Sept 22, 2017 Customer Service Delivery Model Q2 Anticipated completion in Q3 Replace Server Q3 Telephone System Replacement Q3 Tax e-bill software Q3 Software installed; marketing to commence Cash Forecasting Model Development Q4 Investigate The One Investment Program Q4 Contribution to Reserves – Future IT Q4 Completed Great Plains Point of Sale/CLASS replacement Q4 In progress Develop plan/implement departmental overhead costs for IT Q4 Completed Contribution to Reserves - Records management storage Q4 Completed Local Government Week Q4 Increase customer transactions on website Ongoing 101 Page 2 / 2 2017 First Quarter Finance Department Results Additional Information Objective Target Date Status Move from Cheque to EFT Payments Q3 This was not in the Finance department’s original business plan, but has been seen as a priority as many businesses are moving from issuing cheques to sending electronic fund transfers for payments. Staff are working towards having EFTs implemented by September 30th at the latest. Audited financial statements Q2 Completed Key Indicators 06/30/2017 06/30/2016 Tax Receivables $ 594,539 $526,069 Accounts Receivable $ 299,519 $ 258,907 FINANCIAL IMPACT/FUNDING SOURCE The 2017 first quarter Finance Department surplus is $80,594. This is broken down as follows: Department 100 – Council $ (55) Department 110 - Finance $ 73,516 Department 120 - Customer Service $ 7,133 $ 80,594 All departments are anticipating meeting budget. Variances are due to timing of purchasing. Details on major variances can be found in the attached Q2 results spreadsheet. 102 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Total Revenues - - - Expenditures Labour 76,225 77,235 1,010 1% Purchases 92,650 91,699 (951)1% Contribution to Reserves 10,000 10,000 -0% Interfunctional Adjustments 12,202 12,198 (4)0% Total Expenditures 191,077 191,132 55 Total Net Levy 191,077 191,132 55 103 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants (188,600) (188,629) (29)0% User Charges (18,400) (15,994) 2,406 13% Other Revenue (2,075) (5,958) (3,883)187% Specified Revenue - (5,668) (5,668)100% 1 Contribution from Reserves - (254,138) (254,138)100% 2 Total Revenues (209,075) (470,387) (261,312)125% 0 Expenditures Labour 604,910 598,939 (5,971)1% Purchases 225,862 220,748 (5,114)2% Contracted Services 230,224 169,377 (60,847)26% 3 Contribution to Reserves 100,400 360,235 259,835 259% 1 & 2 Interfunctional Adjustments (203,648) (203,652) (4)0% Debt Principal & Interest 57,921 57,818 (103)0% Total Expenditures 1,015,669 1,203,465 187,796 18% 0 Total Net Levy 806,594 733,078 (73,516)9% 0 Notes 1 Development charge revenue 2 Prior year surplus $254,138 3 Legal/Auditing/Consultant Exp under $16,511; Equipment Maintenance Contract Exp under $44,850 - timing 104 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (128,846) (131,786) (2,940)2% Total Revenues (128,846) (131,786) (2,940)2% Expenditures Labour 214,574 221,912 7,338 3% Purchases 50,740 47,408 (3,332)7% Contracted Services 9,000 4,521 (4,479)50% Interfunctional Adjustments (119,400) (123,120) (3,720)3% Debt Principal & Interest 1,491 1,491 -0% Total Expenditures 156,405 152,212 (4,193)3% Total Net Levy 27,559 20,426 (7,133)26% 0 105 Report Title 2017 Second Quarter Financial Results Report No. FIN 17-26 Author JANELLE COSTANTINO Meeting Type Council Meeting Council Date AUGUST 21, 2017 Attachments 2017 Q2 Consolidated Results Page 1 / 1 FIN17-26 2017 Second Quarter Financial R RECOMMENDATION THAT Council receives report FIN 17-26 2017 Second Quarter Financial Results as information. EXECUTIVE SUMMARY To provide Council with the January 1, 2017 to June 30, 2017 Town wide actual financial results. SUMMARY OF OPERATIONAL RESULTS The attached spreadsheet summarizes by department the variances between 2017 actual results for the quarter ending June 30, 2017 and the 2017 YTD budget. The Q2 results show an overall Town wide consolidated 2017 surplus of $634,242, however, most departments are anticipating meeting budget. The differences are due to timing of when revenues and expenditures are budgeted and posted to the Town’s general ledger. Questions or comments relative to the departmental 2017 Q2 revenues and expenditures should be referred to the other members of the Senior Leadership Team for commentary. 106 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Levy, PILS -6,760,558 -6,848,732 -88,174 1% Grants -226,952 -234,860 -7,908 3% User Charges -2,448,987 -2,510,716 -61,729 3% Other Revenue -36,825 -30,595 6,230 17% Specified Revenue -213,789 -213,789 Contribution from Reserves -264,138 -264,138 Total Revenues -9,473,322 -10,102,830 -629,508 7% 0 Expenditures Labour 4,230,242 4,129,950 -100,292 2% Purchases 2,111,913 1,858,727 -253,186 12% Contracted Services 2,135,069 2,012,903 -122,166 6% Contribution to Reserves 158,150 630,482 472,332 299% Interfunctional Adjustments 197,985 196,635 -1,350 1% Debt Principal & Interest 679,253 679,181 -72 Total Expenditures 9,512,612 9,507,878 -4,734 Total Net Levy 39,290 -594,952 -634,242 107 Report Title Building, Planning & By-Law Services 2017 Q2 Results Report No. DCS 17-23 Author Geno Vanhaelewyn, Chief Building Official Meeting Type Council Meeting Council Date AUGUST 21, 2017 Attachments Q2 Financial Summary RECOMMENDATION THAT Council receives Report DCS 17-23 - Building, Planning & By-Law Services 2017 Q2 Results as information. EXECUTIVE SUMMARY This report contains information on activity volumes, trends over time, financials and updates on major initiatives. The statistics provided are inclusive from January 1, 2017 to June 30, 2017. BUILDING SERVICES Tillsonburg has continued to witness increase in construction activity in terms of overall permits issued and the total value of construction. The residential housing market has continued to be the main contributor of these statistics. The commercial sector experienced a slight decrease while the industrial sector experienced a slight increase. These activities are noted in the tables below. 2017 – Building Permit Activity Overview – (Jan 1/17 – June 30/17 inclusive) Total Permits Issued 239 Total Construction Value $14,113,805 Total Permit Revenue $176,242 108 2 CAO VALUE OF CONSTRUCTION COMPARISON Value of Construction Comparisons – Jan 1, 2017 – June 30, 2017 TYPE 2012 2013 2014 2015 2016 2017 Residential (Value) 5,782,642 6,169,114 7,854,086 7,614,660 10,673,174 12,416,246 Commercial (Value) 4,037,000 565,057 693,799 154,300 1,615,705 1,205,305 Industrial (Value) 421,000 2,146,100 1,052,500 92,600 92,000 488,254 Institutional (Value) 67,200 791,175 4,393,400 1,362,173 13,114 4,000 TOTAL 10,307,842 9,671,446 13,993,785 9,223,733 12,393,993 14,113,805 109 3 CAO Number of Permits Issued - Jan 1, 2017 – June 30, 2017 TYPE 2011 2012 2013 2014 2015 2016 2017 Single Detached Dwellings 24 32 26 38 27 50 48 Total Dwelling Units 101 32 29 41 50 50 52 Total All Permits 140 150 162 185 155 202 239 Residential Development - Jan 1, 2017 – June 30, 2017 DEVELOPER NUMBER OF SINGLE DETACHED DWELLINGS Hayhoe Homes 19 PK Construction – Baldwin Place 13 Bamford Homes – South Ridge Heights 6 Oxford Builders – Annandale Phase 7 3 Landmark Homes – William Street 2 Gentrac Homes – Wood Haven Drive 1 Riviera Homes 1 Private 3 Inspection Activity Comparisons - Jan 1, 2017 – June 30, 2017 Output Measures/Activity 2014 2015 2016 2017 Building Inspections Completed 703 741 871 1022 Major Construction/Development Projects: • 142 Maple Lane – Fourplex • 519 Broadway- Optometrist Office • 584 Broadway- Dental Office • 20 Clearview- Wiseline Metals • 24 Clearview- Xcel Fabrication • 138 Broadway – Optometrist – Demo/Re-construction • 230 Lisgar – Dental Office 110 4 CAO Building Financial Impact Financial records indicate that the Building sector has a surplus of $47,904 ending Q2. The ongoing permit activity is a direct result of the increased revenue found in the attached financial summary to this report. The forecast at this time for year end is to be on budget. PLANNING SERVICES 2017 – Planning Activity - Jan 1, 2017 – June 30, 2017 Output Measures/Activity 2014 2015 2016 2017 Minor Variance Applications 1 5 7 6 Zone Change Application 2 4 4 8 Site Plan Formal Consultations 2 2 2 3 Site Plan Approvals 4 3 2 2 Site Plan Applications (in progress) 3 6 7 3 Subdivision Agreements 0 2 2 2 Subdivision Amendment Agreements 0 0 0 0 Site Plan Applications (in progress) • 83 Rolph Street – Rolph Street Public School Redevelopment • 253 Broadway- Commercial/Residential BY-LAW SERVICES Records indicate that by-law and property standard activities and occurrences are fairly consistent with the previous year. These activities are noted in the tables below. 111 5 CAO 2017 – By-Law Activity - Jan 1, 2017 – June 30, 2017 Output Measures– Quantity 2014 2015 2016 2017 Parking Tickets Issued 240 337 573 394 Animal Tags Issued Cats 886 845 1121 948 Dogs 1686 1815 1842 1973 Enforcement – Complaints and Occurrences Parking, Noise, Garbage, Taxi 96 103 62 86 Property Stds, Zoning, Clean Yard, Sign, Fence, etc. 116 113 143 152 Animal Control 196 184 179 160 By-Law Financial Impact Financial records indicate that the Protection/By-Law sector has a surplus of $25,743 ending Q2. The forecast at this time for year end is to be under budget due to the outcome of the Animal Control RFQ in Q1. A copy of the financial summary has been attached to this report. DEPARTMENTAL TASKS/BUSINESS OBJECTIVES Second quarter misc. tasks/projects: • Reviewed and updated website info • Inactive Permits Project - ongoing • Open Permit Project - closed over 200 open permits • Property File Scan Project - ongoing • Updated Crossing Guard Handbook policies & procedures • 2017 Animal licence renewal program - ongoing • 2017 Façade Improvement Program – ongoing • Central Area Design Study review - ongoing 112 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (50,448) (59,212) (8,764)17% 1 Total Revenues (50,448) (59,212) (8,764)17% 0 Expenditures Labour 109,077 112,135 3,058 3% Purchases 9,650 1,959 (7,691)80% 2 Contracted Services 17,498 5,158 (12,340)71% 3 Interfunctional Adjustments 14,250 14,244 (6)0% Total Expenditures 150,475 133,496 (16,979)11% 0 Total Net Levy 100,027 74,284 (25,743)26% 0 Notes 1 Parking enforcement revenue over $3,600; Licence fee revenue over $3,600 2 Supplies under $4,500 3 Subcontractor Exp under $12,300 - Animal Control 113 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (144,050) (190,465) (46,415)32% 1 Total Revenues (144,050) (190,465) (46,415)32% 0 Expenditures Labour 143,495 141,901 (1,594)1% Purchases 16,066 15,305 (761)5% Contracted Services 6,500 7,366 866 13% Interfunctional Adjustments 16,200 16,200 -0% Total Expenditures 182,261 180,772 (1,489)1% Total Net Levy 38,211 (9,693) (47,904)125% 0 Notes 1 Permit fee revenue over $41,900 114 Report Title Economic Development and Marketing Second Quarter Summary Report No. Report DCS 17-24 Author Cephas Panschow Meeting Type Council Meeting Council Date August 21, 2017 Attachments Page 1 / 3 Report DCS 17-24 RECOMMENDATION THAT Council receive Report DCS 17-24 Economic Development and Marketing Second Quarter Summary for information purposes. EXECUTIVE SUMMARY The purpose of this report is to provide Council with an overview of second quarter activity, financial results and business plan objectives. BACKGROUND Economic Development Activity Q2 2016 Q2 2017 (TARGET) Q1 2017 (ACTUAL) Lead Files Opened 28 50 21 Lead Files Closed 24 60 18 Corporate Visits 17 12 7 Client Visits 12 10 15 New Businesses Opened 6 7 5 Businesses Closed 1 N/A 2 Website Activity (Main Business Page) 1,356 1,700 1,131* Website Activity (Business Directory) 3,418 3,200 N/A* 115 Page 2 / 3 CAO *Note - Website analytics functionality was updated in early March so tracked data will be available for future reports. In general, 2017 metrics are below targets; however, client (investor) visits to Tillsonburg continue to be above both 2016 actuals and 2017 targets. The following table summarizes the status of the 2017 Business Plan objectives: Item Budget Value Target Date Status Branding Implementation (Phase 2) $12,000 Q2 In process Branding Implementation (Vehicles) $17,000 Q4 In process. Downtown Revitalization $2,000 Q2 Not initiated Community Improvement Plan $10,000 Q1-Q4 New marketing material completed and distributed Chamber Sponsorship (Awards) $3,800 Q2 Completed in Q2 Chamber Sponsorship (Grant for Gala) $4,000 Q2 Completed in Q2 Mission to Asia $12,000 Q4 Initiated Youth Robotics Challenge $1,000 Q4 Sponsorship confirmed Residential Marketing Campaign $45,000 Q1-Q4 In process Downtown Parking Lot Study $35,000 R Q2 Initiated Hwy 3/Clearview Dr Intersection Improvements $550,000 R & DC Q4 Environmental Assessment process and detailed design underway. Anticipate delays due to identification of endangered species. CONSULTATION/COMMUNICATION Not applicable. The Development Committee is provided with a summary of this report at their regular meetings. 116 Page 3 / 3 CAO FINANCIAL IMPACT/FUNDING SOURCE The Economic Development & Marketing Department variances for the second quarter of 2017 are as follows: Department Variance (Brackets denote under budget) Explanation Economic Development $4,256 Due to timing. Anticipated to meet budget. Development & Communications (1,458) Anticipated to meet budget COMMUNITY STRATEGIC PLAN (CSP) IMPACT Not applicable. 117 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Total Revenues - - - Expenditures Purchases 32,686 31,271 (1,415)4% Debt Principal & Interest 65,011 64,968 (43)0% Total Expenditures 97,697 96,239 (1,458)1% Total Net Levy 97,697 96,239 (1,458)1% 118 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants (9,000) (6,748) 2,252 25% User Charges (59,750) (45,691) 14,059 24% 1 Other Revenue - (1,000) (1,000)100% Total Revenues (68,750) (53,439) 15,311 22% 0 Expenditures Labour 131,719 132,697 978 1% Purchases 53,248 56,403 3,155 6% Contracted Services 7,002 2,048 (4,954)71% Contribution to Reserves 41,750 28,066 (13,684)33% 1 Interfunctional Adjustments (6,300) (2,851) 3,449 55% Debt Principal & Interest 19,186 19,187 1 0% Total Expenditures 246,605 235,550 (11,055)4% Total Net Levy 177,855 182,111 4,256 2% Notes 1 Revenue from Packet Works for sales relating to rural broad contract 119 Report Title 2017 Second Quarter Operations Services Report No. OPS 17-18 Author Kevin De Leebeeck, P.Eng. Director of Operations Meeting Type Council Meeting Council Date August 21, 2017 Attachments • Operating Summaries Page 1 / 3 RECOMMENDATION: THAT Council receive Report OPS 17-18, 2017 Second Quarter Operations Services as information. SUMMARY To provide Council with the January 1, 2017 to June 30, 2017 Operations Services financial results. Table 1: 2017 Operations Business Plan Objective Target Project Status Continue H&S policy and procedure update/revisions for the Department Q1 – Q4 In Progress Review of Public Works and Engineering policies, procedures and records management Q1 – Q4 In Progress Review and renegotiations of Solid Waste and Recycling Agreement with Oxford County Q3/Q4 Not Started Complete Winter Maintenance Review and associated Winter Operations Plan Q3 Delayed Update Engineering Design Criteria to current industry standards & practices Q3 Delayed Revise Subdivision & Site Plan Guidelines for improved communication with development community Q4 Not Started Asset Management Q1 – Q4 Develop AMP policy and procedures Not Started Bridge & Culvert Management Strategy In Progress Expand Streetlight Inventory Attribute Data In Progress LED Streetlight Conversion Business Case Q3/Q4 In Progress Broadway Mid-Block (Town Centre Mall) Audible and Accessibility Upgrades Q2 In Progress Broadway & Glendale Pedestrian Crossing Cont’d Q3 In Progress Broadway & Oxford Intersection Audible & Accessibility Upgrades Q2/Q3 In Progress 120 Page 2 / 3 OSIM Biennial Bridge & Culvert Inspections (O.Reg. 104/97) Q3 In Progress Quarter Town Line Corridor Management Q2/Q3 Bid Awarded Transfer Station Improvements Cont’d Q3 In Progress Airport Self-Serve Fuelling Conversion Q2 Completed Airport Main Runway Crack Sealing Q3 In Progress Paget & Rolling Meadows Drain Rehabilitation Q3/Q4 In Progress North Street Sidewalk – Phase C (Oxford County Rd 20) Q3/Q4 Not Started Potters Road Sidewalk (Oxford County Rd 37) Q3/Q4 Not Started Newell Road Reconstruction Q3/Q4 In Progress Riverview Reconstruction – Stage 2 of 2 Q2/Q3 Substantially Completed Broadway Connecting Link Rehabilitation – Town limit to North St. Q3/Q4 Funding Request Unsuccessful Asphalt Resurfacing Program Q3/Q4 Bid Awarded Light Duty Vehicle Replacements Facilities Unit # 29 – 2003 Pickup Truck Q2 Completed Roads Unit # 25 – 2007 Pickup Truck Q3 Completed Medium Duty Vehicle Replacements Fleet Unit #42 – 1990 Service Truck Q4 Not Started Water Unit #44 – 2008 Service Truck Q4 Bid Request Issued Hydro Unit #41 – 2003 Utility Truck Q4 Not Started Heavy Duty Vehicle Replacements Roads Unit #64 – Snowplow Truck Q4 In Progress Hydro Unit #74 – Cable Truck Q4 Not Started Off Road Equipment Replacements Roads Unit #83 – 2008 Sidewalk Machine Q3 Bid Request Issued Roads Unit #85 – 2009 Street Sweeper Q4 Preparing Bid Request Parks Unit #89 Upgrade – 2000 55hp Tractor Q2 Completed Key indicators measure growth in terms of infrastructure i.e. Roads, Sewers, Watermain, Sidewalk, Boulevards, etc. and the associated maintenance level of service. No additional resources have been allocated to meet the increased growth demonstrates the Towns ability to mitigate the associated incremental costs to maintain the additional infrastructure. Key Indicators 2016 2015 2014 2013 2012 2011 Roads (Lane km) 229.4 226.8 226.1 225.5 224.5 220.1 Sidewalks (km) 92.4 89.8 87.7 87.3 86.3 83.1 121 Page 3 / 3 GOALS FOR NEXT QUARTER • Complete remaining infrastructure capital projects • Implement traffic management capital initiatives • Develop performance based specifications for remaining fleet replacements • Continue H&S, Records Management and LED streetlight conversion • Continue summer maintenance operations. FINANCIAL IMPACT/FUNDING SOURCE The consolidated 2017 Q2 Operations Services overall variance is summarized in Table 2. Table 2: Second Quarter Budget vs. Actual Variance Summary Department (Surplus) / Deficit Operations Administration (2,349) Engineering Services (10,002) Public Works (43,235) Airport Operations (2,650) Waste Management 5,759 Fleet Services (45,928) Enterprise Services (769) Total Variance (99,174) Projection of variances to December 31, 2017 is summarized in Table 3. Table 3: 2017 Annual Projection Summary Department (Surplus) / Deficit Operations Administration - Engineering Services - Public Works (30,000) Airport Operations - Waste Management - Fleet Services (20,000) Enterprise Services - Total Variance (50,000) 122 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (638,742) (641,492) (2,750)0% Specified Revenue - (43,896) (43,896)100% 1 Total Revenues (638,742) (685,388) (46,646)7% 0 Expenditures Labour 143,556 118,031 (25,525)18% 2 Purchases 248,240 231,056 (17,184)7% 3 Contracted Services 500 - (500)100% Contribution to Reserves - 43,896 43,896 100% 1 Debt Principal & Interest 90,065 90,096 31 0% Total Expenditures 482,361 483,079 718 Total Net Levy (156,381) (202,309) (45,928)29% 0 Notes 1 Development charge revenue 2 FT labour under $22,100 - Vacant Fleet Mechanic 3 Fuel & Oil under $37,200; Equipment Supplies & Repairs over $23,500 123 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (13,870) (16,059) (2,189)16% Other Revenue - (23) (23)100% Total Revenues (13,870) (16,082) (2,212)16% Expenditures Labour 20,647 3,901 (16,746)81% 1 Purchases 7,714 5,557 (2,157)28% Contracted Services 2,089 22,435 20,346 974% 2 Total Expenditures 30,450 31,893 1,443 5% Total Net Levy 16,580 15,811 (769)5% Notes 1 Net labour under $16,700 - $9,300 allocation to streetlights 2 Subcontractor Expense over $20,300 - timing, offsetting revenue from Bell and Rogers to be received 124 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Total Revenues - - - Expenditures Labour 111,353 111,225 (128)0% Purchases 4,802 2,581 (2,221)46% Interfunctional Adjustments (3,150) (3,150) -0% Total Expenditures 113,005 110,656 (2,349)2% Total Net Levy 113,005 110,656 (2,349)2% 125 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (4,748) (9,000) (4,252)90% Total Revenues (4,748) (9,000) (4,252)90% Expenditures Labour 221,399 213,801 (7,598)3% Purchases 13,144 11,232 (1,912)15% Interfunctional Adjustments (75,548) (71,788) 3,760 5% Total Expenditures 158,995 153,245 (5,750)4% Total Net Levy 154,247 144,245 (10,002)6% 0 126 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges - (19,384) (19,384)100% 1 Specified Revenue - (108,241) (108,241)100% 2 Total Revenues - (127,625) (127,625) Expenditures Labour 295,038 285,718 (9,320)3% Purchases 121,648 133,155 11,507 9% 3 Contracted Services 22,502 11,982 (10,520)47% 4 Contribution to Reserves - 126,301 126,301 100% 1 & 2 Interfunctional Adjustments 123,202 123,198 (4)0% Debt Principal & Interest 154,611 154,610 (1)0% Total Expenditures 717,001 834,964 117,963 16% 0 Total Net Levy 717,001 707,339 (9,662)1% Notes 1 Sidewalk contribution from Developer (Victoria Woods Subdivision) 2 Development charge revenue 3 4 Subcontractor expenses under due to timing of invoices Supplies under $5,400; PPE & Training over $8,100; Equip. S&R over $4,700; HLW over $3,800 127 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Total Revenues - - - Expenditures Labour 155,250 122,783 (32,467)21% 1 Purchases 92,500 61,841 (30,659)33% 2 Contracted Services 2,000 - (2,000)100% Interfunctional Adjustments 97,950 97,896 (54)0% Total Expenditures 347,700 282,520 (65,180)19% 0 Total Net Levy 347,700 282,520 (65,180)19% 0 Notes 1 FT Reg under $14,300 - early winter HEO dismissal; Overtime under $18,600 2 Supplies under $30,700 - Salt 128 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Levy, PILS (72,230) (65,351) 6,879 10% 1 Specified Revenue - (14) (14)100% Total Revenues (72,230) (65,365) 6,865 10% 0 Expenditures Labour 17,175 16,288 (887)5% Purchases 248 - (248)100% Contracted Services 18,750 14,657 (4,093)22% Contribution to Reserves - 14 14 100% Interfunctional Adjustments 15,848 15,852 4 0% Debt Principal & Interest 7,230 7,265 35 0% Total Expenditures 59,251 54,076 (5,175)9% 0 Total Net Levy (12,979) (11,289) 1,690 13% Notes 1 Adjustments and Reclass -Vacancy distribution $4,000 129 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges - (220) (220)100% Total Revenues - (220) (220) Expenditures Labour 13,234 22,540 9,306 70% 1 Purchases 135,553 145,322 9,769 7% 2 Contracted Services 1,500 734 (766)51% Interfunctional Adjustments 9,600 9,600 -0% Total Expenditures 159,887 178,196 18,309 11% 0 Total Net Levy 159,887 177,976 18,089 11% 0 Notes 1 2 Increased FT labour allocation from Hydro Services $9,300 Supplies over $12,400; Material/Inventory under $5,000 130 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants (5,000) (5,000) -0% User Charges (297,274) (258,863) 38,411 13% 1 Other Revenue - (173) (173)100% Total Revenues (302,274) (264,036) 38,238 13% 0 Expenditures Labour 129,329 118,542 (10,787)8% 2 Purchases 132,389 107,130 (25,259)19% 3 Contracted Services 22,400 17,566 (4,834)22% Contribution to Reserves 6,000 6,000 -0% Interfunctional Adjustments 5,054 5,046 (8)0% Debt Principal & Interest 19,579 19,579 -0% Total Expenditures 314,751 273,863 (40,888)13% Total Net Levy 12,477 9,827 (2,650)21% 0 Notes 1 2 3 Material/Inventory under $21,700 - fuel purchase Fuel Sales under $39,400 Savings realized from Card Lock system 131 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Specified Revenue - (4,827) (4,827)100% Total Revenues - (4,827) (4,827) Expenditures Labour 18,100 24,505 6,405 35% 1 Purchases 1,852 310 (1,542)83% Contracted Services - 6,965 6,965 100% 2 Contribution to Reserves - 4,827 4,827 100% Interfunctional Adjustments 12,000 12,000 -0% Total Expenditures 31,952 48,607 16,655 52% 0 Total Net Levy 31,952 43,780 11,828 37% 0 Notes 1 2 Net labour over $6,400 - Allocation within Roads Department Subcon expense over $6,900 due to timing of repair work 132 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (55,252) (64,156) (8,904)16% 1 Total Revenues (55,252) (64,156) (8,904)16% 0 Expenditures Labour 18,193 19,102 909 5% Purchases 48,496 52,339 3,843 8% Contracted Services 44,000 53,919 9,919 23% 2 Interfunctional Adjustments 57,704 57,696 (8)0% Total Expenditures 168,393 183,056 14,663 9% 0 Total Net Levy 113,141 118,900 5,759 5% Notes 1 2 Bagtag revenue over $5,700 Subcontractor Exp over $10,900 - Large Item bins 133 Report Title Recreation Culture and Parks 2017 Q2 Results Report No. RCP 17-40 Author Rick Cox Meeting Type Council Meeting Council Date August 21, 2017 Attachments • RCP Q2 2017 Financial Summaries Page 1 / 3 RCP 17-40 - Recreation Culture and Parks RECOMMENDATION THAT Report RCP 17-40 - Recreation Culture and Parks 2017 Q2 Results be received for information. EXECUTIVE SUMMARY This report provides Council with the January 1, 2017 to June 30, 2017 Department year to date operational and financial results for Recreation, Culture & Parks. BACKGROUND 2017 Business Objectives Division Item Target Date Status Programs & Services Host the 3rd Run The Runway event to generate funds in support of the F.A.R.E. subsidy program. Q2 Complete Implementation (training) of new Recreation Management Software to replace current CLASS software in 2018. Q1-Q4 In Progress Grow participation and revenue with an expanded calendar of adult and youth recreation programs. Q1-Q4 In Progress Implement Liquid Gym/Water Bike Program. Q1-Q4 In Progress Implement capital levy surcharge on pool fees to fund pool deck replacement and future improvements. Q2 Complete Implement capital levy surcharge on waterpark admissions to fund capital repairs and improvements. Q2 Complete Implement marketing strategy for facility rentals at the TCC. Q2 On Schedule Apply for grant funding to host 3 Physical Literacy Workshops and Physical Literacy Summit. Q1-Q4 In Progress Open retail storefront for Town merchandise & select sporting goods Q1 Complete Culture & Heritage Canada 150 Events – Dr. Hevenor Art Exhibition, Dominion Days, Confederation Challenge, String Fling, Canada Day. etc. Q1-Q4 In Progress Oxford Remembers – Oxford’s Own. Project to commemorate 100th Anniversary of W.W. I Q2-Q4 On Schedule 134 Page 2 / 3 RCP 17-40 - Recreation Culture and Parks Division Item Target Date Status Wilde Week – to celebrate 135th Anniversary of Oscar Wilde’s visit to Oxford County and his influence on the decoration of Annandale NHS Q2 Complete Additional Exhibits & Events as listed in 2017 Calendar including special Exhibit and programs commemorating the 80th Anniversary of the Great Flood Q1-Q4 On Schedule Parks & Facilities Review of contracted cleaning services model Q3 Deferred to Q4 Complete repairs of Carroll Trail Q1-Q2 Q3-Q4 Continue implementation of Cemetery Master Plan (columbaria area, road network extensions, scattering garden). Q3 On Schedule Annual playground equipment replacement program Q1-Q2 Q3-Q4 Continue implementation of the Memorial Park Revitalization Plan Q1-Q4 On Schedule Roof rehabilitation, repairs and replacements at TCC Q3 On Schedule TCC Fire alarm system panel and exterior door replacements Q2 Deferred to Q4 Continue implementation of the Asset Management Action Plan Q1-Q4 On Schedule LLWP maintenance (slide tower, basin, spray elements) Q1-Q4 On Schedule Indoor pool deck replacement and asbestos removal Q3 Asbestos complete; Deck deferred to 2018 TCC Lions Auditorium kitchen upgrades phase 1 Q2 Q3-Q4 Rink area LED light conversion Q3 On Schedule TCC Energy Retrofit pre-tender technical design (I.B. Storey) Q2-Q3 On Schedule Physical security report on all facilities Q1 Deferred to Q4 Joy Mausoleum Repairs Q2 Deferred to Q3 Cemetery Rear Yard Fencing Q2 Deferred to Q3 Replacement of Museum program room floor tile Q2 Complete Repair of Annandale House eaves & fascia Q2 Deferred to Q3 Customer Service Centre Façade brick repair/restoration Q2 Being re- evaluated Relocation of the water stack in the server room at the Customer Service Centre Q1 Deferred to Q3 Dog Park 2017 Build On Schedule Enhanced Beautification Q2-Q3 On Schedule 135 Page 3 / 3 RCP 17-40 - Recreation Culture and Parks Key Indicators FINANCIAL IMPACT/FUNDING SOURCE The 2017 Q2 RCP Department financial variance summary is as follows: Overall, the Recreation, Culture & Parks Department is in a surplus position at the end of Q2. The surplus is not expected to remain at year end as projected savings in FT labour and utilities will be used to offset lower than budget revenues at the Museum and Waterpark. 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 Key Indicators 2017 2016 % change Comment Museum: attendance - headcount 5,187 4,643 12%Turtlefest, Hevenor exhibit Programs: Advanced/Leadership - headcount 64 76 -16% Programs: Aquatic registrations - headcount 2,784 1,796 55% Programs: Public Swim attendance - headcount 7,892 7,533 5% Programs: Memberships sold 1,070 998 7% Programs: Health Club attendance - headcount 13,850 15,055 -8% Programs: Water Fitness attendance - headcount 6,380 5,560 15% Programs: Land Fitness attendance - headcount 1,084 1,217 -11% Programs: Public Skating attendance - headcount 2,931 2,134 37% Programs: Roller Skating attendance - headcount 306 258 19% Programs: Squash Courts - headcount 787 878 -10% Programs: Waterpark attendance - headcount 650 1,886 -66%one less week, weather closures Programs: Youth registrations - headcount 744 791 -6% Programs: Advertising revenue (guide,boards,fences)18,983$ 21,541 -12%change in fence advertising Programs: Rink bookings (ice) -hours 2,747 1,887 46% Programs: Rink bookings (floor) - hours 46 35 31% Programs: Tournaments (ice/pool/field)10 9 11% Programs: Room rentals (non-admin)446 441 1% Programs: Aquatic user fees collected 2,097.80$ n/a Programs: Rental insurance program 2,740.09$ n/a Cemetery: Niche & Plot sales (count)33 27 22% Cemetery: Interments (count)63 57 11% Data for Q1-Q2 Division YTD Budget YTD Actual Variance (surplus)/deficit Cemetery 65,898.00 52,227.00 (13,671.00) Parks 270,622.00 195,788.00 (74,834.00) Community Programs 10,000.00 86.00 (9,914.00) Recreation Programs 167,567.00 153,589.00 (13,978.00) Facilities 1,098,218.00 955,331.00 (142,887.00) EFC (21,827.00)(30,286.00)(8,459.00) Museum 172,483.00 163,680.00 (8,803.00) Totals 1,762,961.00 1,490,415.00 (272,546.00) 136 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (65,950) (75,203) (9,253)14% 1 Other Revenue (3,250) (3,624) (374)12% Total Revenues (69,200) (78,827) (9,627)14% 0 Expenditures Labour 61,840 66,216 4,376 7% Purchases 21,360 19,240 (2,120)10% Contracted Services 10,250 4,810 (5,440)53% 2 Interfunctional Adjustments 41,648 40,788 (860)2% Total Expenditures 135,098 131,054 (4,044)3% Total Net Levy 65,898 52,227 (13,671)21% 0 Notes 1 Services Revenue over $5,400 2 Subcontractor Exp under $5,900 137 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges - (5,550) (5,550)100% 1 Other Revenue (1,298) (1,210) 88 7% Total Revenues (1,298) (6,760) (5,462)421% 0 Expenditures Labour 72,995 66,290 (6,705)9% 2 Purchases 63,350 21,365 (41,985)66% 3 Contracted Services 53,200 33,806 (19,394)36% 4 Interfunctional Adjustments 44,425 43,141 (1,284)3% Debt Principal & Interest 37,950 37,946 (4)0% Total Expenditures 271,920 202,548 (69,372)26% 0 Total Net Levy 270,622 195,788 (74,834)28% 0 Notes 1 2 3 Supplies Exp under $21,400; Equipment Supplies & Repairs under $7,500; HLW under $5,300 4 Subcontractor Exp under $20,700 - timing FT labour allocation with Cemetery Memorial bench sales 138 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants - (10,250) (10,250)100% 1 User Charges - (375) (375)100% Contribution from Reserves - (10,000) (10,000)100% 2 Total Revenues - (20,625) (20,625) Expenditures Labour - 3,490 3,490 100% Purchases 10,000 17,221 7,221 72% 2 Total Expenditures 10,000 20,711 10,711 107% 0 Total Net Levy 10,000 86 (9,914)99% 0 Notes 1 2017 Council grant - Cultural Advisory Committee 2 $10,000 contribution to NHL Centennial event, funded from Reserves 139 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants (21,352) (20,770) 582 3% User Charges (588,550) (584,404) 4,146 1% Other Revenue (16,002) (15,475) 527 3% Total Revenues (625,904) (620,649) 5,255 1% Expenditures Labour 635,545 624,300 (11,245)2% Purchases 121,914 115,630 (6,284)5% 1 Interfunctional Adjustments 28,702 26,971 (1,731)6% Debt Principal & Interest 7,310 7,337 27 0% Total Expenditures 793,471 774,238 (19,233)2% Total Net Levy 167,567 153,589 (13,978)8% 0 Notes 1 Net Supplies under $10,500 - timing; Advertising under $3,100 - timing 140 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (3,150) (4,150) (1,000)32% Specified Revenue - (24,598) (24,598)100% 1 Total Revenues (3,150) (28,748) (25,598)813% 1 Expenditures Labour 385,791 364,356 (21,435)6% 2 Purchases 399,387 294,437 (104,950)26% 3 Contracted Services 100,608 85,016 (15,592)15% 4 Contribution to Reserves - 24,598 24,598 100% 1 Interfunctional Adjustments 21,000 21,000 -0% Debt Principal & Interest 194,582 194,672 90 0% Total Expenditures 1,101,368 984,079 (117,289)11% 0 Total Net Levy 1,098,218 955,331 (142,887)13% 0 Notes 1 Development charge revenue 2 Net FT labour under $13,400 - vacant facilities operator; PT labour under $8,500 3 HLW under $74,300; Equipment Supplies & Repairs under $14,000 - timing; Buidling Repairs & Maint under $10,200 4 Subcontractor Exp under $7,200 - Elevator Maint, garbage lifts and snow removal; Equipment Maint Contract under $8,400 - KeyTech (aquaplan program) and Cimco (refrigeration) - timing 141 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (41,250) (49,988) (8,738)21% 1 Total Revenues (41,250) (49,988) (8,738)21% 0 Expenditures Purchases 1,880 1,789 (91)5% Contracted Services - 369 369 100% Debt Principal & Interest 17,543 17,544 1 0% Total Expenditures 19,423 19,702 279 1% Total Net Levy (21,827) (30,286) (8,459)39% 0 Notes 1 Rent Revenue over $8,700 142 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants - (500) (500)100% User Charges (12,104) (14,425) (2,321)19% Other Revenue (14,200) (3,132) 11,068 78% 1 Total Revenues (26,304) (18,057) 8,247 31% 0 Expenditures Labour 129,861 131,305 1,444 1% Purchases 54,728 39,575 (15,153)28% 2 Contracted Services 5,400 2,919 (2,481)46% Interfunctional Adjustments 8,798 7,938 (860)10% Total Expenditures 198,787 181,737 (17,050)9% 0 Total Net Levy 172,483 163,680 (8,803)5% Notes 1 Special revenue under $11,100 2 Special events Exp under $5,400 143 Report Title Second Quarter Report 2017 Fire Department Results Report No. FRS-17-04 Author Jeff Smith Meeting Type Council Meeting Council Date August 21, 2017 Attachments • 2017 Q2 Results - Fire Page 1 / 4 FRS 17-04 Q2 Fire Department Results RECOMMENDATION THAT Report FRS 17-04 Second Quarter 2017 Department Results be received for information. EXECUTIVE SUMMARY To provide Council with the April 1, 2017 to June 30, 2017 Fire & Rescue Services performance results. SUMMARY OF OPERATIONAL RESULTS 2017 Business Objectives Objective Target Date Status Bunker Gear Decontamination Q3 Incomplete Gas Detection & Air Monitoring Q3 Incomplete Low Angle Rescue Q2 Fire Comm Infrastructure Reserve Q4 Incomplete Traffic Signal Priority Control System Q3 Incomplete Auto Extrication Equipment Q3 Incomplete SCBA Reserve Contribution Q4 Incomplete Live Fire Training Simulator Q3 Incomplete Fire Ground Equipment Q2 Complete Strategic Planning Committee Ongoing Committee Work Progressing Succession Management Ongoing Development training in progress. Reservist Program at full strength. Needs Assessment for Ladder 4 Q4 Incomplete Fire Comm Customer Development Ongoing CEMP Update Q3 Incomplete Fire Underwriters Survey Q1 Survey completed. Field Inspection Completed. 144 Page 2 / 4 CAO Key Indicators 22 Firefighters on average attended training exercises with an average participation rate of 79%. The year to date average is 23 Firefighters attending an average of 80% of training exercises. The Average firefighter, year to date, has attended 71% of “Platoon” calls and 59% of “All Calls”. Fire Suppression Division emergency calls to end of Q2 are 10% higher than the same period last year and 1% lower than the three year call volume average for the same period. 2017 Alarm Data (Year to Date) OFM Response Type Total Incidents Total Staff Hours Property Fires/Explosions 8 206 Overpressure Rupture/Explosion (No Fire) 2 71 Pre Fire Conditions/ No Fire 25 130 False Fire Calls 29 180 Carbon Monoxide False Calls 24 114 Public Hazard 11 113 Rescue 19 85 Medical/Resuscitator Call 7 20 Other Response 8 43 YTD 133 962 2017 Dollar Loss / Loss Prevention Number of Property Fire Incidents Estimated Property Value at Risk Estimated Structure Fire Loss Estimated Content Fire Loss Property Fire Loss Prevented Q1 1 $3,165,000 $0 $0 $3,165,000 Q2 6 $6,905,000 $6,000 $1,200 $6,897,800 Q3 Q4 Year to Date Total Fire Loss (structure & contents): $7,200 Fire Prevention Inspections 2nd Quarter 2017 Year to Date Assigned 8 17 In Progress 1 1 Follow Up 0 1 Legal Action 0 0 Rescinded 0 0 Closed 8 18 Apparatus Utilization 145 Page 3 / 4 CAO Apparatus 2017 2nd Quarter 2017 Year to Date 2016 2nd Quarter 2016 Year End Car 1 10 20 6 63 Car 2 16 30 17 87 Pumper 1 65 93 45 109 Pumper 2 26 56 17 161 Rescue 3 30 50 21 94 Ladder 4 44 77 37 142 Public Education Types 2017 2nd Quarter 2017 Year to Date 2016 2nd Quarter 2016 Year End Station Tours 0 2 1 7 Presentations 6 8 4 27 Newspaper/Media 1 2 1 6 Charity Event 1 1 2 4 Fire Communication Report Town of Tillsonburg Calls 2017 2ND Quarter On Call Called Out 2017 YTD On Call Called Out YTD Customer Service 39 N/A 644 N/A OPP 40 N/A 63 N/A WORKS 30 12 58 28 HYDRO 253 32 375 53 WATER 40 12 72 23 KENNEL 13 8 13 8 Tillsonburg Fire 2017 2ND Quarter 2017 YTD Administration Lines 153 319 Emergency Calls 149 310 Non Emergent Calls 331 523 Side Door 150 289 Fire Incidents 80 133 Fire Comm 2017 2ND Quarter 2017 YTD Emergency Calls 1341 2788 Non Emergent Calls 2997 4704 Fire Incidents 538 1149 146 Page 4 / 4 CAO FINANCIAL IMPACT/FUNDING SOURCE Fire & Rescue Service is currently $17,731 under budget. Development Charge revenue is $26,543. Purchases are $16,533 under budget. Police Services is $1,705 over budget. Labour is $13,279 over budget The financial forecast for Fire & Rescue Services through to December 31, 2018 is to be on budget. The financial forecast for Police Services through to December 31, 2018 is to be on budget. 147 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (166,403) (165,289) 1,114 1% Specified Revenue - (26,543) (26,543)100% 1 Total Revenues (166,403) (191,832) (25,429)15% 0 Expenditures Labour 470,371 468,894 (1,477)0% Purchases 117,502 100,969 (16,533)14% 2 Contracted Services 46,748 46,043 (705)2% Contribution to Reserves - 26,543 26,543 100% 1 Interfunctional Adjustments 93,150 93,126 (24)0% Debt Principal & Interest 6,774 6,668 (106)2% Total Expenditures 734,545 742,243 7,698 1% Total Net Levy 568,142 550,411 (17,731)3% Notes 1 Development charge revenue 2 Supplies under $13,400 148 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants (3,000) (2,963) 37 1% User Charges (160,200) (159,010) 1,190 1% Specified Revenue - (2) (2)100% Total Revenues (163,200) (161,975) 1,225 1% Expenditures Labour 50,565 63,844 13,279 26% 1 Purchases 34,304 33,185 (1,119)3% Contracted Services 1,534,898 1,523,212 (11,686)1% Contribution to Reserves - 2 2 100% Interfunctional Adjustments 4,298 4,302 4 0% Total Expenditures 1,624,065 1,624,545 480 Total Net Levy 1,460,865 1,462,570 1,705 Notes 1 FT labour over $13,300 - CSR coverage for sick leave 149 Report Title Local Court Security Advisory Committee – Town of Tillsonburg Representative Report No. CAO 17-04 Author David Calder Meeting Type Council Meeting Council Date August 21, 2017 Attachments • MEMORANDUM – COUNTY OF OXFORD RE: LOCAL COURT SECURITY ADVISORY COMMITTEE • REPORT CAO 16-11 SHARED COURT SECURITY FUNDING MODEL Page 1 / 2 RECOMMENDATION THAT Council receive report CAO 17-04 Local Court Security Advisory Committee – Town of Tillsonburg Representative; AND THAT the Town of Tillsonburg recommends the appointment of Mr. Larry Scanlan, Chair of the Tillsonburg Police Services Board to the Local Court Security Advisory Committee. EXECUTIVE SUMMARY As noted in the attached Memorandum from the Clerk of the County of Oxford, the Local Court Security Advisory Committee as established by the Council of the County of Oxford is requesting one appointee from the Council of the Town of Tillsonburg. The only stipulation regarding an appointee is that it be a non-County Councillor member. Therefore, in the case of the Town of Tillsonburg, Mayor Molnar could not be appointed to the Advisory Committee. It is staffs understanding that Council could appoint someone other than a Town of Tillsonburg Council member. BACKGROUND As Council will recall, Report CAO 16-11 Court Security Funding Model outlined the proposal by the County of Oxford to share costs with the Woodstock Police Services Board for the provision of Court Security at the Oxford County Court House. Security is provided at the Oxford County Court House for the benefit of all County of Oxford residents who attend the Court House. A portion of funding that use to come to the Town of Tillsonburg from the Ministry of Community Safety and Correctional Services goes to help fund court security. As the cost of security increases or new measures become available, these costs are shared by the area municipalities and the County of Oxford. The County when addressing the issue of shared funding, 150 Page 2 / 2 CAO recommended the creation of a Local Court Security Advisory Committee made up of representatives from the area municipalities for the purpose of annually recommending to County Council, the level of County funding for costs incurred by the Woodstock Police Services and the Ontario Provincial Police for Court Security and Prisoner Transportation services. Since the funding for Court Security and Prisoner Transportation is to be funded through annual taxation, the County felt it was important to have representatives from the area municipalities on an advisory committee for the purposes of reviewing and making recommendations to the County on funding requests that may come through the Woodstock Police Services and the Ontario Provincial Police. In order to provide a Town of Tillsonburg representative that is knowledgeable about policing needs and how they relate to Court Security and Prison Transportation, staff is recommending that Mr. Larry Scanlan, current Chair of the Tillsonburg Police Services Board be Council’s representative on the Committee. Mr. Scanlan and the Town CAO have a positive rappore which will ensure a transfer and sharing of any required information in order to assist in the Committee’s work. Mr. Scanlan will represent the best interest of the Tillsonburg Police Services Board as well as the Town of Tillsonburg. CONSULTATION/COMMUNICATION The Town of Tillsonburg Council has provided information in the past to Oxford County Council regarding Court Security. In addition, staff have consulted with Mr. Scanlan and he is willing to have is name stand for Council’s consideration and is willing to serve on the Local Court Security Advisory Committee as Council’s representative. COMMUNITY STRATEGIC PLAN IMPACT As noted in the Community Strategic Plan (CSP), the plan identifies Excellence in Local Government as a strategic outcome and participating on the Local Court Security Advisory Committee will reinforce positive local decision making. FINANCIAL IMPACT/FUNDING SOURCE There is little direct financial impact other than some travel expenses for meeting attendance. There may be financial impact on the County levy depending on future recommendations from the Local Court Security Advisory Committee to Oxford County Council. 151 152 153 Report Title Shared Court Security Funding Model Report No. CA0 16-11 Author David Calder, CAO Meeting Type Council Meeting Council Date September 26, 2016 Attachments • OXFORD COUNTY REPORT NO. CS 2016-23 SHARED SECURITY FUNDING MODEL • OXFORD COUNTY REPORT NO. 2015-45 COURT SECURITY FUNDING REQUEST – WOODSTOCK POLICE SERVICES Page 1 / 3 RECOMMENDATION THAT Council receive report CAO 16-11 Shared Court Security Funding Model, for information; AND THAT report CAO 16-11 Shared Court Security Funding Model be provided to Oxford County Council as the Town of TIllsonburg’s response to Oxford County Report No. CS 2016- 23. EXECUTIVE SUMMARY The purpose of this report is to provide information to Council regarding the following recommendation adopted by Oxford County Council at its meeting of August 10, 2016. “That County Council authorize staff to circulate Report No. CS 2016-23, titled Shared Court Security Funding Model, to the Area Municipalities and the Woodstock Police Services Board for review and comment, to be received on or before September 30, 2016.” A copy of Oxford County report CS 2016-23, Shared Court Security Funding Model is attached. BACKGROUND In 2015, a delegation from the Woodstock Police Services Board presented to County Council a request for funding to assist with their increasing court security and prisoner transportation costs relative to the Oxford County Provincial Courthouse located at 415 Hunter Street, Woodstock. County staff, in November of 2015 subsequently prepared Report No. CS 2015-45 (copy attached) and passed the following resolution at their meeting of November 25, 2015: “That County Council, in response to the Woodstock Police Services Board’s request for funding court security and prisoner transportation costs, commits to collaborating with all Area 154 Page 2 / 3 CAO Municipalities within the County in determining a course of action that will be in the best interest of all of Oxford County.” Staff can confirm that there has been no collaboration with the Town of Tillsonburg and the most recent report from Oxford County is the first time Town input has been requested. The Town had no input into the contents of the most recent County report dated August 10, 2016. Based on the County report, County Council wanted to “formulate a proposed course of action regarding a fair and equitable funding model for court security and prisoner transportation costs related to the Oxford County Provincial Courthouse”. As a result, the County report takes an “approach that allocates net CSPT costs incurred by all municipalities on the County levy in the same manner as other County services…” By taking this approach, there would be “a shift in property tax from Woodstock taxpayers in the amount of approximately $178,000 to the remaining area municipalities – resulting in an average increase of approximately $26,000.” For the Town of Tillsonburg, this would be an increase of approximately $37,000. Currently the Town of Tillsonburg budgets for Court Security and Prisoner Transportation (CSPT) costs through the OPP contract which totalled $17,418 in 2015. This expense was partially offset from a grant from the Ministry of Community Safety and Correctional Services in the amount of $6,718 for a total net impact to the local levy in 2015 of $10,700. In the proposal as provided by Oxford County, the County will budget for CSPT costs for all municipalities. Under this method, the net CSPT costs on the County levy will be $362,665. It is assumed that these funds would then be transferred to the Woodstock Police Services Board to fund CSPT. It is staff’s understanding that the Town would still budget for OPP contract CSPT expenses, however, the offset to revenue will be from the County rather than from the Ministry. The Town would fully recover the costs resulting in a net Town of Tillsonburg levy impact of $0. The issue is that even though the Town will see a savings through the Town levy, taxpayers will be paying more ($37,000) for CSPT costs through the County levy. As stated in the County report, the proposed distribution is similar to other services the County provides to the area municipalities. Staff suggest there is a difference in CSPT services over other County services in that it is currently the Woodstock Police Services Board that sets the service level and not the County. Therefore, the County nor the area municipalities have any say in the cost of the Woodstock Police Services Board providing CSPT. Based on the contents of the County report, in the future, the Woodstock Chief of Police could establish a local court security committee to assist in developing a court security plan. The problem is this plan could be developed with little to no accountability to County Council or the area municipalities. The proposal as contained in the County report is basically a proposal to share expenses with the Woodstock Police Services Board for the provision of CSPT. Conversely, there are revenue programs that are not shared with all area municipalities which might help offset increased CSPT costs. For example, there are revenues raised through the payment of fines through the Provincial Offences Act (POA). It would seem that POA revenues would be an appropriate source of funding towards court security as fines are generated by both the OPP and WPS. 155 Page 3 / 3 CAO The current proposal is basically a method of subsidizing the provision of CSPT which under the Police Services Act is the responsibility of the Woodstock Police Services Board. The Act states; Municipalities with police forces 137. (1) A board that is responsible for providing police services for one or more municipalities has the following responsibilities, with respect to premises where court proceedings are conducted: 1. Ensuring the security of judges and of persons taking part in or attending proceedings. 2. During the hours when judges and members of the public are normally present, ensuring the security of the premises. 3. Ensuring the secure custody of persons in custody who are on or about the premises including persons taken into custody at proceedings. 4. Determining appropriate levels of security for the purposes of paragraphs 1, 2 and 3. R.S.O. 1990, c. P.15, s. 137 (1); 1997, c. 8, s. 41. Currently, the Police Services Act seems clear on the responsibility of the municipality in which the court proceedings are conducted. The benefit to the local economy which has the courthouse can be significant in terms of local employment and service to local residents. In addition, the Police Services Act is currently under review so it may be premature to make any decisions related to court security in advance of any possible revisions to the Act. Finally, there are four conclusions outlined on page seven of the County report. Staff are concerned about a number of the recommendations. Perhaps as the report identifies, prior to changing the funding model, the first course of action would be to encourage the Ministry of the Attorney General to ensure the courthouse is adequately fitted with security measures to protect those using the facility. As well, the report suggests new reporting criteria to the County by the area municipality in terms of budgets and reconciling year end actuals which is not currently required. Conversely, if the proposal was approved, consideration should be given to area municipality representation on the local court security committee. Staff is of the opinion that the current funding model should remain in place but would be supportive of efforts to advocate for increased funding for court security from the province and waiting for the completion of the Police Services Act review. COMMUNITY STRATEGIC PLAN IMPACT NA FINANCIAL IMPACT/FUNDING SOURCE No direct costs at this time. 156 157 158 159 160 161 162 163 164 165 166 167 168 169 170 171 172 173 174 175 176 177 178 Report Title Committee Appointment Report No. CL 17-18 Author Tricia Smith, Deputy Clerk Meeting Type Council Meeting Council Date August 21, 2017 Attachments Page 1 / 1 Report CL 17-18 – Committee Appointment RECOMMENDATION THAT Council receive Report CL 17-18, Committee Appointment; AND THAT Councillor Stephenson, be removed from the Cultural Advisory Committee; AND THAT Councillor Adam, be appointed as Council representative to the Cultural Advisory Committee. BACKGROUND Cultural Advisory Committee: The Clerk’s Office has received notice that due to scheduling conflicts, Councillor Stephenson has asked to step down from the Cultural Advisory Committee and Councillor Adam has indicated that he would like to submit his name for consideration for appointment to the committee. FINANCIAL IMPACT/FUNDING SOURCE There will be no additional impact to the 2017 budget as a result of the appointment. COMMUNITY STRATEGIC PLAN (CSP) IMPACT 1. Excellence in Local Government 1.1 Demonstrate strong leadership in Town initiatives Committee appointments demonstrate an excellence in local government through increased opportunities for citizens and stakeholders to be included in oversight on municipal operations. 179 Report Title 2018 BUDGET SURVEY - TILLSONBURG RESULTS Report No. FIN 17- 24 Author Dave Rushton, Director of Finance Meeting Type Council Council Date AUGUST 21, 2017 Attachments Tillsonburg Full Results Page 1 / 1 2018 Budget Survey Results RECOMMENDATION THAT Council receives report FIN 17- 24 2018 Budget Survey - Tillsonburg Results for information. EXECUTIVE SUMMARY In conjunction with Oxford County and most of the lower tier municipalities, the Town of Tillsonburg entered into a survey to engage taxpayers. The County had 121 respondents last year when they did a budget survey without lower tier participation. This year 596 respondents, of which 83 were from Tillsonburg, participated. The survey results will be reviewed interpreted and incorporated in the County’s and Town’s 2018 budget proposals as needed. BACKGROUND Oxford County offered the opportunity for the lower tier municipalities to join them in their budget survey process. Tillsonburg included 10 questions that were specific to the Town. The results of these 10 questions and comments from participants are in the attached document Tillsonburg Full Results. The Top Three areas requesting reductions were Parks, Police and Culture and the Top Three areas recommended for increases were Parks, Transit and Physician Recruitment. For overall value the majority of taxpayers 74% felt the Town provided positive value for the tax spending and 26% did not. We do need to recognize that this is only 1% of taxpayers responding so we cannot assume that this is representative of the total taxpayer base. FINANCIAL IMPACT/FUNDING SOURCE The costs for the Town was limited to staff time with the County paying for flyer and web survey development, printing, advertising and webhosting. The distribution of the notices was done through tax bills at no additional cost to the Town. COMMUNITY STRATEGIC PLAN IMPACT This process contributes to the Town’s goal to have EXCELLENCE IN LOCAL GOVERNMENT By providing communication with taxpayers to have their feedback and to further demonstrate accountability by utilizing the information in the 2018 budget. 180 3.02%18 6.38%38 4.53%27 15.44%92 7.89%47 12.58%75 13.93%83 36.24%216 Where do you live? Answered: 596 Skipped: 0 Total 596 Township ofBlandford-Bl... Township of East... Township ofNorwich Towship of South-West... Township ofZorra Town of Ingersoll Town ofTillsonburg City of Woodstock 0%10%20%30%40%50%60%70%80%90%100% Answer ChoicesAnswer Choices ResponsesResponses Township of Blandford-Blenheim Township of East Zorra-Tavistock Township of Norwich Towship of South-West Oxford Township of Zorra Town of Ingersoll Town of Tillsonburg City of Woodstock Budget 2018 181 7.79%6 36.36%28 28.57%22 24.68%19 2.60%2 Answered: 77 Skipped: 519 Total 77 Enhanced Maintained Reduced Don't know does not matter 0%10%20%30%40%50%60%70%80%90%100% Answer ChoicesAnswer Choices ResponsesResponses Budget 2018 Q# 1. General government What you will pay in Town of Tillsonburg taxes this year: $212 182 Q1 Comments: Answered: 8 Skipped: 588 ##ResponsesResponses DateDate 1 What percentage of the budget does that represent? What benefits do general government staff have ? Matching RSP contributions? Medical Plan? I don't have benefits and I have an education and have worked for 50 yrs and cant afford to retire. Does this include council payments? What can be cut from that area- can't they eat at home before going to a meeting? Perhaps cutting salaries/perks or number of employees can be explored as a cost cutting measure. Lower salaries = lower contributions. Better utilize the resources and staff you have. No one likes that idea especially those that get paid out of taxpayer dollars. Government jobs = gravy train 7/23/2017 9:56 PM 2 too many new trucks..hybrid not justified in view of miles travaled 7/20/2017 9:12 AM 3 Tillsonburg residents pay higher taxes and get fewer services than comparable towns.6/21/2017 5:12 PM 4 Depending on how and where those tax dollars are spent and msnaged.6/20/2017 6:08 PM 5 The town could dave money by removing fall leaf pickup and stop building trails! Especially the Norwich connection. We like to spend money. 6/17/2017 3:28 PM 6 Need to know what some off the decision the council is recommending or not recommending.6/16/2017 8:34 PM 7 I work for a local municipality myself and understand the importance of this.6/16/2017 2:46 PM 8 $1,750.00 6/15/2017 9:00 AM Budget 2018 183 10.81%8 51.35%38 29.73%22 5.41%4 2.70%2 Answered: 74 Skipped: 522 Total 74 Enhanced Maintained Reduced Don't know does not matter 0%10%20%30%40%50%60%70%80%90%100% Answer ChoicesAnswer Choices ResponsesResponses Budget 2018 Q# 2. Municipal By-law Enforcement, Licensing, Building Services What you will pay in Town of Tillsonburg taxes this year: $29 184 Q2 Comments: Answered: 8 Skipped: 588 ##ResponsesResponses DateDate 1 We need better monitoring and enforcement regarding the many people who let their dogs off leash. I don't let my child play at the playground down the street because he has been chased by dogs who were not on a leash twice in the past. This is unacceptable. It includes both public spaces and school yards. 7/25/2017 1:48 PM 2 Processing the mentioned items is part of the department staff tasks. Its not like someone has to take hours to process permits licenses etc. Input into a computer, print off the paperwork and bingo- your done. The staff is already in place 7/23/2017 10:00 PM 3 BY LAW ENFORCEMENT NEEDS INCREASED 7/20/2017 9:26 AM 4 If there is a number we can call for infractions of dog licensing by-laws, it is difficult to find. Specifically on weekends. Where can one call if they feel too threatened to use a park because of off leash aggressive dogs, including Pit-bulls? Either we need a service, or if there is one, it needs to be a readily available number. 6/21/2017 5:15 PM 5 Dog and cat licenses fees are ridiculous. Cost should be reduced.6/18/2017 10:51 AM 6 Public needs to know the description of each department.6/16/2017 8:36 PM 7 Too many person hours chasing useless pet licences - these dollars could be better used for infrastructure. 6/16/2017 1:26 PM 8 I have found the bylaw department to be misusing their resources. For example, hand delivering animal licence renewals to people who have already paid (months ago), and then returning to attempt to collect again from those same people 6/15/2017 3:14 PM Budget 2018 185 16.44%12 68.49%50 10.96%8 2.74%2 1.37%1 Answered: 73 Skipped: 523 Total 73 Enhanced Maintained Reduced Don't know does not matter 0%10%20%30%40%50%60%70%80%90%100% Answer ChoicesAnswer Choices ResponsesResponses Budget 2018 Q# 3. Fire Department What you will pay in Town of Tillsonburg taxes this year: $140 186 Q3 Comments: Answered: 6 Skipped: 590 ##ResponsesResponses DateDate 1 Excellent.8/1/2017 7:33 AM 2 HOWEVER, if this is too low to do the job effectively, I would be willing to have this increased.7/31/2017 6:45 PM 3 If the population/housing has grown due to new subdivisions, perhaps increase by this percentage. 7/20/2017 6:25 AM 4 Stop allowing firefighters to use trucks for events like taking their children to prom, weddings etc. This is public property and a waste of our resources. 6/17/2017 3:30 PM 5 I would like to see the fire department do an inspection of every home to ensure that smoke alarms and CO2 alarms are properly installed and working. In particular, all rental homes and apartments should be a priority. 6/15/2017 9:56 PM 6 Tough call, only matters when you need them, would need to know stats on # of calls/ fires, response times, etc. 6/15/2017 9:46 PM Budget 2018 187 16.90%12 46.48%33 32.39%23 2.82%2 1.41%1 Answered: 71 Skipped: 525 Total 71 Enhanced Maintained Reduced Don't know does not matter 0%10%20%30%40%50%60%70%80%90%100% Answer ChoicesAnswer Choices ResponsesResponses Budget 2018 Q# 4. Police Department and Court Security What you will pay in Town of Tillsonburg taxes this year: $343 188 Q4 Comments: Answered: 9 Skipped: 587 ##ResponsesResponses DateDate 1 or enhanced ONLY if you hire on more active officers to be out on the streets, not to do PR work 7/23/2017 10:02 PM 2 By Enhanced I mean more active police on the force out and about in the community, not doing PR activities other wise Maintained 7/23/2017 9:24 PM 3 I believe we need to see more police walking the streets in the downtown core, seeing cars is not enough. 7/22/2017 6:03 PM 4 Either reduce the budget or have the police actually do something...7/22/2017 12:14 PM 5 OPP services have become increasingly expensive with constables earning >100 000$ in annual income. Perhaps a Oxford County police force (simply renaming and expanding City of Woodstock Police services) would be a more economical option, with more officers living locally as well, being more familiar with the community. 7/21/2017 3:21 PM 6 Little fact 15 years ago we had ½ as many police officers, and if we had a traffic accident we we're able to call and be visited by an officer. Today we the tax payer do their job and report to accident reporting stations. 7/20/2017 3:17 PM 7 Perhaps again increase by percentage due to growth/housing.7/20/2017 6:26 AM 8 Focus should be put on speed and poor driving in this town. This could also generate revenue. We have 3 officers in town but they never do proactive enforcement. 6/17/2017 3:31 PM 9 Tillsonburg has more than it's share of police presence - having regional headquarters and forensics buildings in the town limits. I certainly hope we get a break on the cost per capita based on their location. 6/16/2017 1:31 PM Budget 2018 189 30.99%22 28.17%20 38.03%27 1.41%1 1.41%1 Answered: 71 Skipped: 525 Total 71 Enhanced Maintained Reduced Don't know does not matter 0%10%20%30%40%50%60%70%80%90%100% Answer ChoicesAnswer Choices ResponsesResponses Budget 2018 Q# 5. Parks and Recreation What you will pay in Town of Tillsonburg taxes this year: $368 190 Q5 Comments: Answered: 12 Skipped: 584 ##ResponsesResponses DateDate 1 increase user fees or have service clubs or corporate sponsors to assist children afford activities Adults should definitely pay increased user fees That's a lot of money that is not for something that is absolutely necessary 7/23/2017 10:07 PM 2 Higher user fees for people using the services There are plenty of service groups and programs ie: Canadian Tire Jumpstart, Lions club, Kinsmen that can be used by people to offset the cost of kids activities Don't use my taxes to fund things that are not relevant to many of us That's a big chunk of tax money to be used for parks and rec 7/23/2017 9:31 PM 3 Lake Lisgar could be open later.7/22/2017 11:41 PM 4 Parks and recreation is a valuable part of the town and contributes positively to citizen health and wellbeing, and youth engagement. For example, the town has a beautiful trail system that requires maintenance and enhancement for the continued enjoyment of citizens. 7/21/2017 3:23 PM 5 I would like to see a dog park supported here.7/4/2017 5:52 PM 6 I am involved with Men's Slo-Pitch in Tillsonburg and I would like to see the lighting upgraded at the annandale Diamonds. This would create more diamond space for all users. The trails throughout town are well maintained and are awesome for running and walking. 6/21/2017 8:03 PM 7 Unless you are a senior of a family with children, very few of the parks and recreation services available would be of use. However, we pay a lot for these services that cater to only a few demographic groups. 6/21/2017 5:18 PM 8 Imo, the Community Complex is just a big "white elephant". It costs more money to maintain/operate than it brings in. It's a money-pit, imo. We should NOT be on the hook for the TCT (Trans Canada Trail) portion....as, the taxpayers were blindsided by our mayor, who, imo, made the deal with County and with our councillors long before it was ever an item on the Tillsonburg meeting agenda for discussion with town residents!! 6/20/2017 6:20 PM 9 Lake Lisgar Waterpark needs some upgrades and to be open in the evenings since we don't have a splash pad. Not sure if this falls to the county or the town. 6/18/2017 10:53 AM 10 Spending is getting out of control in the parks department. We do not need so many skateboard areas, trails should have a defined plan and not spending money out of town. 6/17/2017 3:32 PM 11 I would still like to see a dog park as promised by the Mayor. The Town offers programs at the complex at a very reasonable rate. I believe the cost of these programs could be increased slightly (to benefit those who wish to use them) and decrease the overall levy requirement. 6/16/2017 2:49 PM 12 Tillsonburg's parks are out of date, not appealing to anyone who doesn't have kids. Until they come up with a plan of use their share should be reduced 6/15/2017 3:15 PM Budget 2018 191 19.72%14 64.79%46 12.68%9 2.82%2 0.00%0 Answered: 71 Skipped: 525 Total 71 Enhanced Maintained Reduced Don't know does not matter 0%10%20%30%40%50%60%70%80%90%100% Answer ChoicesAnswer Choices ResponsesResponses Budget 2018 Q# 6. Township Roads What you will pay in Town of Tillsonburg taxes this year: $341 192 Q6 Comments: Answered: 12 Skipped: 584 ##ResponsesResponses DateDate 1 My road is one of the very last to be plowed (sometimes it drifts in so badly it is impassable and people have gotten stuck ... where other areas - even just 1 street away, are down to the asphalt during this time). As well, the pot holes are horrendous and thanks to the road crews that make the attempt to fill them once a year with asphalt. BUT, we have been unofficially told that these will not be looked at until after the development is complete in our area ... and that could take anywhere from 2-5 years. SO - I'd love to say I'd be willing to pay more to get these issues solved, but I would suggest that an increase on my bill would not resolve these particular issues. 7/31/2017 6:50 PM 2 Maybe have the men standing around watching one guy work be put to better use 7/23/2017 9:33 PM 3 The roads are terrible in the winter months. For years I have thought this. As someone who commutes and is leaving town limits on a daily basis it is terrible to come from a completely clear road (plowed or sanded to the point of actually seeing and driving on clear pavement) to a road that is still completely snow covered as soon as you hit the town limits. As well there needs to be more effort made to remove large piles of snow from the parking lots and Main Street. It is unsafe to park on the main roads and have to walk down the road before you can get onto the sidewalk. This is acceptable for a day or so after the snow fall, but not for weeks on end. 7/22/2017 6:10 PM 4 If we'd stop wasting $$$ on expensive lights out by the transfer depot for example, and sadly no one even lives way out by those lights. 7/20/2017 3:23 PM 5 Our road surface has been terrible for the last 14 years. Road surface is mixture of gravel and tar- cars are constantly peppered with loose gravel, chipping paint and causing dents. In the summer, verges are hardly ever cut. Since spraying stopped, we get many weeds on our property. The prevailing wind means we get a lot of dust and loose debris on our lot while cars are constantly dirty. 7/18/2017 4:24 PM 6 North street between the tracks and Broadway is impassable by bike or walking. There are no sidewalks, paths or even a shoulder and cyclists crash trying to drive over the patches and potholes! Repave it and add a bike lane. In fact, add bike lanes whenever repaving streets! 6/21/2017 5:20 PM 7 Tillson Avenue has been torn up for weeks. No work is currently being done and it hasn't been repaved yet. Very frustrating. It was supposed to be completed by June... June is almost over and there's no sign of this being close to completion. Certain roads in town are horrible to drive on because of pot holes etc. 6/18/2017 10:56 AM 8 North Street is terrible and why do we close our main road (Broadway) for turtlefest when tillson is being reconstructed. This is a great event but poor planning. 6/17/2017 3:34 PM 9 It would be nice to see sidewalk plowing and snow plowing (residential areas) done quicker and the use of more salt is recommended. It would be nice to see road construction projects take less time. 6/16/2017 2:50 PM 10 1 km of 2 lane pavement costs $1,000,000 and that's just 2016 rate. MTO offered Tillsonburg to extend the resurface project from the town limits to North St. Why didn't that happen? 6/16/2017 1:37 PM 11 Road repairs often seem to be done on a schedule, not a need. I'm surprised, for example, Tillson street didnt seem necessary at this point. 6/15/2017 9:50 PM 12 Several roads are in rough shape, but most of them appear to be in the process of repair 6/15/2017 3:16 PM Budget 2018 193 36.23%25 26.09%18 21.74%15 8.70%6 7.25%5 Answered: 69 Skipped: 527 Total 69 Enhanced Maintained Reduced Don't know. does not matter 0%10%20%30%40%50%60%70%80%90%100% Answer ChoicesAnswer Choices ResponsesResponses Budget 2018 Q# 7. Public Transit What you will pay in Town of Tillsonburg taxes this year: $3 194 Q7 Comments: Answered: 24 Skipped: 572 ##ResponsesResponses DateDate 1 It would be wonderful IF T:GO was needed/used more and I would be pleased to know that our tax dollars were able to support a public transit type system in our town!!! 7/31/2017 6:52 PM 2 we have public transit? Seniors and physically disabled should have access to low cost transportation. 7/23/2017 10:09 PM 3 What public transportation services does this town have? If it is used for seniors or physically impaired people I'm all for it. 7/23/2017 9:34 PM 4 Just recently heard about this service.7/23/2017 2:37 PM 5 Use minivans with scheduled routs to all the main areas of the town with transfers.7/22/2017 11:48 PM 6 With a town that has as many retirement communities as we do, it's disgusting that we don't have a better transit system. As someone who is only 40, I can't believe we don't do a better job to help provide quality public transport for our seniors as well as the rest of town. 7/22/2017 6:12 PM 7 Expanding transit between communities in Oxford is needed, especially with the ageing population, and perhaps linking transit to London Transit, and GO transit. 7/21/2017 3:25 PM 8 Get rid of this service. Stop branding tillsonburg as a retirement community.7/20/2017 12:40 PM 9 Maintain, but perhaps continue to increase as the service is requested more.7/20/2017 6:27 AM 10 "Public Transit"? There is no public transit in Tillsonburg unless one wants to hire a taxi service. Please reduce my taxes by this three dollar amount. 7/18/2017 2:40 PM 11 Transit is a very big concern in our town and county. The return on investment is worth it when people have access to services and community events that enhance vitality 7/7/2017 2:41 PM 12 We don't have public transit 6/21/2017 5:09 PM 13 We need more forms of public transportation in Tillsonburg. It is a more senior oriented town & people need to have easy access to public transportation services, in order to travel outside the town. 6/20/2017 6:24 PM 14 Need more transit 6/20/2017 4:31 PM 15 We need more options in Tillsonburg for transportation. As a lot of people rely on other ways to get to work. 6/19/2017 9:46 AM 16 Need more information on this service 6/18/2017 7:59 PM 17 Our public transit system should be disbanded. The intent was for people to get to work, not for people to get their fix of coffee at the Norfolk Mall Tim Horton. Town public transit is the towns, not for out of county use. We have 2 taxi companies. This service has been abused. 6/17/2017 3:37 PM 18 If TGO is owned by the town they need to do a better job of scheduling and running it. If it is privately owned the town has to give them more support. 6/16/2017 8:42 PM 19 The T-Go should be funded only by those who use the service and if it's not widely used then it probably isn't benefiting enough people. 6/16/2017 2:51 PM 20 I would like to see the existing T:GO service be expanded to 7 days/week and the hours extended to 9 PM. Currently, the van is not wheelchair accessible either. 6/15/2017 10:00 PM 21 Do not use this service. It's not much money, but how many find this to be a value added service? 6/15/2017 9:52 PM 22 Didn't even know we had this service 6/15/2017 8:24 PM 23 Tillsonburg doesn't have a public transit. We have a van, that operates more like a taxi than a proper public transit vehicle (the "routes" they publish are a convoluted joke), I would hate even 5 cents of my taxes going towards this farce 6/15/2017 3:17 PM 24 to support a funded taxi service - T:Go to be terminated 6/15/2017 8:21 AM Budget 2018 195 23.19%16 46.38%32 30.43%21 0.00%0 0.00%0 Answered: 69 Skipped: 527 Total 69 Enhanced Maintained Reduced Don't know does not matter 0%10%20%30%40%50%60%70%80%90%100% Answer ChoicesAnswer Choices ResponsesResponses Budget 2018 Q# 8. Cultural Services What you will pay in Town of Tillsonburg taxes this year: $37 196 Q8 Comments: Answered: 7 Skipped: 589 ##ResponsesResponses DateDate 1 If this sort of thing continues to draw in people from outside our community, it continues to draw in money from outside our own community. We have some pretty awesome events and amenities here. 7/31/2017 6:53 PM 2 Let volunteers take care of The Town operates Annandale National Historic Site and Museum; Research, preservation and display of items from Tillsonburg's past; Service clubs can be a resource to maintain children's programs Tax dollars should not be used the Fair it is not a 'not for profit' event The fair exists to make money and Turtlefest should be self supported with user fees by those that participate. Turn off the lights in the buildings at night and same big dollars in electrical costs 7/23/2017 10:17 PM 3 I believe we need to invest more into the cultural activities in our town. The few things we do are great, but other towns in our county offer far more in the way of cultural events and programs 7/22/2017 6:19 PM 4 These events should raise enough funds to pay for themselves or be axed 7/20/2017 3:25 PM 5 Once again any cultural services only cater to children and seniors.6/21/2017 5:21 PM 6 We love the cultural events in Tillsonburg and think they are run very well.6/18/2017 10:57 AM 7 The town needs to get more public involved in the different things going on.6/16/2017 8:44 PM Budget 2018 197 50.72%35 30.43%21 17.39%12 1.45%1 0.00%0 Answered: 69 Skipped: 527 Total 69 Enhanced Maintained Reduced Don't know does not matter 0%10%20%30%40%50%60%70%80%90%100% Answer ChoicesAnswer Choices ResponsesResponses Budget 2018 Q# 9. Physician Recruitment What you will pay in Town of Tillsonburg taxes this year: $7 198 Q9 Comments: Answered: 19 Skipped: 577 ##ResponsesResponses DateDate 1 Although I'm not sure what sort of lucrative deals can be offered ... we can always use new physicians as our current physicians age! Don't forget about our current people though too!! 7/31/2017 6:54 PM 2 I'm not convinced this spending makes a difference.7/25/2017 1:50 PM 3 So far it has not succeeded and the new Dr. would have moved here to practise anyhow She's a hometown girl engaged to a local business man. 7/23/2017 10:17 PM 4 Need more doctors.7/23/2017 2:38 PM 5 Rein in TDMH admin salaries and fire the doctors whose power plays drive away talent, and I doubt the town would have a problem keeping competent doctors. 7/21/2017 4:54 PM 6 Physician recruitment should include recruitment of Nurse Practitioners and the expansion of Oxford County Community Health Centre into Tillsonburg, and other communities in Oxford. Health care should be patient centred, not doctor centred. 7/21/2017 3:27 PM 7 Is a Provincial issue!!!!!!!7/20/2017 3:27 PM 8 New recruits to reduce wait times in the emergency dept. of the hospital, as well as better physicians than some of the current ones. 7/20/2017 3:15 PM 9 Need to put way more money into this area.7/20/2017 12:41 PM 10 Increase by percentage of population growth. Suspect $7. is already not enough.7/20/2017 6:29 AM 11 Tillsonburg hospital continually provides poor service and quality of care to patients and should be closed. 7/19/2017 9:06 AM 12 We have made a good start on this but many Tillsonburg residents still cannot get a family doctor. 6/21/2017 5:21 PM 13 Imo, it's the province's job & the responsibility of the hospital to ensure we have adequate physicians in our Community. The town of Tillsonburg councilors are just wasting tax dollars by interfering with this process. 6/20/2017 6:30 PM 14 We need more physicians in Tillsonburg. There is a lot of people in town with no primary physician. 6/19/2017 9:48 AM 15 There are not enough Doctors. Many family members have to go out of town to find a doctor.6/18/2017 10:57 AM 16 Follow norfolk counties lead 6/17/2017 3:38 PM 17 The town needs to put a full court press on improving the health system in town.6/16/2017 8:46 PM 18 It would be nice to recruit more physician's to the town as there is a long waiting list and it would be nice to see a permanent walk in clinic. 6/16/2017 2:52 PM 19 I am one of the few lucky ones to have a family doctor, many do not. A town this size with this demographic needs more doctors 6/15/2017 3:18 PM Budget 2018 199 8.82%6 25.00%17 39.71%27 19.12%13 7.35%5 0.00%0 Answered: 68 Skipped: 528 Total 68 Excellent Good Fair Poor Very Poor Don't Know/Not Applicable 0%10%20%30%40%50%60%70%80%90%100% Answer ChoicesAnswer Choices ResponsesResponses Excellent Good Fair Poor Very Poor Don't Know/Not Applicable Budget 2018 Q# 10. Value What you will pay in Town of Tillsonburg taxes this year: $1,688 200 Q10 Comments: Answered: 13 Skipped: 583 ##ResponsesResponses DateDate 1 We home school our kids. So we would like to see an option to direct our school tax portion towards curriculums of our choice for our kids; like in the model British Columbia uses. 7/22/2017 11:53 PM 2 Tillsonburg is a great place to live. I am proud to live in this community.7/21/2017 3:28 PM 3 With all the new construction = more tax revenue WHY are our bills always heading northward in increases? Better $$$ management is needed if they plan for me to stick around in my retirement 7/20/2017 3:33 PM 4 I believe that no taxes should be paid to a school board. Privatize education and you will have a much higher standard of education, and the cost will be greatly reduced. 7/20/2017 3:19 PM 5 time to stop spending 7/20/2017 1:31 PM 6 Always room for improvement, but at this point, cannot make recommendations.7/20/2017 6:30 AM 7 As a community member I here a great deal about community vitality and sustainable energy. These are very important, however I feel that there is a lack of focus on some of the underlying factors that effect vitality (eg. housing, food security, belonging). I feel that a lot of community resources are not equitable to all community members. Even this survey targets a certain demographic with a certain level of education. In order for our community to truly thrive, equity needs to be a foundation for all decision making. 7/7/2017 2:59 PM 8 My tax dollars per year increased $80 a month from 2016 to 2017. As a resident without children it would be nice if I didn't have to pay taxes to the schools. 7/4/2017 5:55 PM 9 What we pay town employees is ridiculous! We have town employees on the Sunshine List! No job in a community the size of ours warrants this and it is one of the reasons our taxes are high and our services are pathetic. Ie, why are we paying for garbage collection and never have large item pick up? The rest of Oxford county has large item pick up If you don't have a truck, you have to hire someone to haul away large items. 6/21/2017 5:24 PM 10 We are charged for garbage and have no bulk item garbage pickup. This needs to be rectified 6/21/2017 5:12 PM 11 Imo, Tillsonburg tax dollars are poorly managed. There needs to be much more transparency from our politicians on exactly how and where this money is being spent. As well, more input/open discussion from ALL residents/taxpayers ( instead of from certain interest groups), as to where/how our tax dollars are spent/managed. 6/20/2017 6:38 PM 12 We are paying more and more. Public option is not acknowledged or brushed off. Town is spending like we have infinite funds 6/17/2017 3:39 PM 13 I think the town can do more to help lower the tax rate by:1 keep ownership of the Hydro company, 2: install LED Street lights (will save 70% of consumption and pay for the lights in 3 years), 3: invest in Solar energy. Being able to reduce hydro cost will attract new businesses to town as well as new residence. 6/16/2017 8:53 PM Budget 2018 201 Where do you live?My Comments: Town of Tillsonburg Learn about it through local news sources Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Learn about it through local news sources Town of Tillsonburg Attend special budget meetings Attend in- person focus groups or information sessions Fill out online surveys, questionnaires or budget tools Submit feedback online Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Submit feedback online Learn about it from the municipal/County websites and social media Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Submit feedback online Learn about it from the municipal/County websites and social media Town of Tillsonburg Learn about it from the municipal/County websites and social media Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Submit feedback online Learn about it through local news sources Learn about it from the municipal/County websites and social media Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Submit feedback online Town of Tillsonburg Town of Tillsonburg Attend special budget meetings Town of Tillsonburg Attend special budget meetings Attend in- person focus groups or information sessions Fill out online surveys, questionnaires or budget tools Submit feedback online Learn about it from the municipal/County websites and social media Town of Tillsonburg Town of Tillsonburg Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Town of Tillsonburg Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Submit feedback online Learn about it through local news sources Learn about it from the municipal/County websites and social media How would you like to be involved in the budget process? 202 Town of Tillsonburg Attend in- person focus groups or information sessions Fill out online surveys, questionnaires or budget tools Submit feedback online Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Town of Tillsonburg Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Town of Tillsonburg Town of Tillsonburg Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Submit feedback online Learn about it through local news sources Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Submit feedback online Learn about it from the municipal/County websites and social media Town of Tillsonburg Learn about it through local news sources Town of Tillsonburg Learn about it through local news sources Learn about it from the municipal/County websites and social media Town of Tillsonburg Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Submit feedback online Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Submit feedback online Learn about it through local news sources Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Town of Tillsonburg Attend in- person focus groups or information sessions Fill out online surveys, questionnaires or budget tools Submit feedback online Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Submit feedback online Learn about it through local news sources Learn about it from the municipal/County websites and social media Town of Tillsonburg Town of Tillsonburg 203 Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Learn about it through local news sources Learn about it from the municipal/County websites and social media Town of Tillsonburg Would not like to participate Town of Tillsonburg Town of Tillsonburg Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Town of Tillsonburg Would not like to participate Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Town of Tillsonburg Submit feedback online Town of Tillsonburg Submit feedback online Town of Tillsonburg Town of Tillsonburg Town of Tillsonburg Attend special budget meetings Attend in- person focus groups or information sessions Fill out online surveys, questionnaires or budget tools Submit feedback online Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Town of Tillsonburg Attend in- person focus groups or information sessions Fill out online surveys, questionnaires or budget tools Submit feedback online Learn about it through local news sources Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Town of Tillsonburg Attend in- person focus groups or information sessions Fill out online surveys, questionnaires or budget tools Submit feedback online Town of Tillsonburg Attend special budget meetings Attend in- person focus groups or information sessions Fill out online surveys, questionnaires or budget tools Submit feedback online Learn about it through local news sources Learn about it from the municipal/County websites and social media Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Town of Tillsonburg Would not like to participate 204 Town of Tillsonburg Submit feedback online Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Submit feedback online Town of Tillsonburg Would not like to participate Town of Tillsonburg Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Submit feedback online Learn about it through local news sources Learn about it from the municipal/County websites and social media Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Submit feedback online Town of Tillsonburg Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Learn about it through local news sources Learn about it from the municipal/County websites and social media Town of Tillsonburg Town of Tillsonburg Town of Tillsonburg Attend in- person focus groups or information sessions Fill out online surveys, questionnaires or budget tools Learn about it through local news sources Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Submit feedback online Learn about it through local news sources Learn about it from the municipal/County websites and social media Town of Tillsonburg Town of Tillsonburg Town of Tillsonburg Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Submit feedback online Town of Tillsonburg Town of Tillsonburg Learn about it through local news sources Learn about it from the municipal/County websites and social media Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Learn about it from the municipal/County websites and social media Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Submit feedback online Learn about it through local news sources Learn about it from the municipal/County websites and social media Town of Tillsonburg 205 Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Town of Tillsonburg Town of Tillsonburg Attend in- person focus groups or information sessions Fill out online surveys, questionnaires or budget tools Submit feedback online Town of Tillsonburg Town of Tillsonburg Fill out online surveys, questionnaires or budget tools Submit feedback online Town of Tillsonburg Fill out online surveys, questionnaires or budget tools 206 Where do you live?My Comments: Town of Tillsonburg N/A Town of Tillsonburg One month before the budget is finalized, the previous year end summary together with the new proposed budget should be publicly posted via newspapers and online. Town of Tillsonburg With so many new families moving to the area I believe the money should go to health care and police. Safe community and health care are what ppl want. Town of Tillsonburg Please with every tax dollar spent of hard working and retired citizens, ask yourselves, "Will this add value to the lived experience of citizens?" "Do we need to purchase a new snow plow with chrome bumpers and wheels or could we purchase a used plow from another municipality?" Thank you. Town of Tillsonburg Please spend tax dollars more wisely Town of Tillsonburg We need increased transparency. Tillsonburg needs an audit which is made public. Town of Tillsonburg We need accessible parks, restaurants. Stores and public events. It is challenging to attend events and community centre and parks with poor access with people in wheelchairs. Scooters . Walkers and strollers. Wood chips are not good ground covering for these mobility devices. Town of Tillsonburg I have always felt that Woodstock is favoured over the rest of the County. There are many wonderful services and opportunities available to Woodstock residents that are not offered in other parts of the County. There is some outreach, but not nearly enough. One example is the Woodstock Community Health Centre. They have so many wonderful programs and activities if you live in Woodstock that aren't available in the rest of the County. Most patients from outside the city either don't drive or can't afford the travel costs to attend. Town of Tillsonburg . Oxford County treats Tillsonburg as a cash cow for the smaller units in Oxford 207 Report Title J.L. Scott McLean Legacy Outdoor Rink Trust Report No. FIN 17- 25 Author Dave Rushton Meeting Type Council Council Date AUGUST 21, 2017 Attachments J.L. Scott McLean Legacy Outdoor Rink Trust Policy By-Law 4126 Page 1 / 2 Reserve Policy RECOMMENDATION THAT Council receives report FIN 17- 25 J.L. Scott McLean Legacy Outdoor Rink Trust; AND THAT the Reserve Policy be updated to include this Trust; AND FURTHER THAT BY-LAW 4126, Trusts and Appointments be approved. EXECUTIVE SUMMARY On July 10th, 2017 Council directed staff to establish the J.L. Scott McLean Legacy Outdoor Rink Trust. The accompanying By-Law 4126 and Reserve Policy for this Trust will accomplish this. The JL Scott McLean Memorial Trust is to be used for capital expenses and ongoing facility improvements related to the construction of the outdoor refrigerated ice pad/basketball court facility behind the Tillsonburg Community Centre. BACKGROUND A numbered company has been established to provide funding for an outdoor rink to be built in memory of J.L. McLean. This group of family and friends would like to provide the capital funds needed to finance the construction of this facility. This report deals with the mechanism to receive the funds in a way to raise money for this project. The Trust will receive money from donations from the family through redeemable shares in their company, donations from individuals for which the Town will issue tax receipts for amounts greater than $25. Various fundraising ventures like the Kinsmen’s NHL Centennial Fan Arena and golf tournaments will be organized to add to the trust. The funds will go to the capital program of building an outdoor rink and tying it into the refrigeration system in the Complex. The Trust itself will be Jane Ann McLean, a representative of the J.L. McLean Legacy Outdoor Rink committee, the Town’s Clerk and Treasurer. CONSULTATION In addition to the original presentation, Rick Cox and I met with Jane Ann McLean to discuss the trust. FINANCIAL IMPACT/FUNDING SOURCE The impact of the trust is some staff time to administer. 208 Page 2 / 2 Reserves COMMUNITY STRATEGIC PLAN IMPACT Establishing this Trust demonstrates accountability to the taxpayer’s by creating an opportunity to add to the Town’s infrastructure without the capital cost increasing the tax rates. 209 TOWN OF TILLSONBURG RESERVE POLICY JL SCOTT MCLEAN MEMORIAL TRUST The JL Scott McLean Memorial Trust is to be used for capital expenses and ongoing facility improvements related to the construction of the outdoor refrigerated ice pad/basketball court facility behind the Tillsonburg Community Centre. The Trust was defined and Trustees appointed through By-Law 4126 on the 21st day of August, 2017. Revenues The JL Scott McLean Memorial Trust revenues are from donations, bequests, grants and fundraising activities. Interest earned on the funds in the Trust will be retained in the Trust. Expenditures The JL Scott Memorial Trust funds will be used for eligible expenditures. These expenditures include costs associated with the construction of the outdoor refrigerated ice pad/basketball court facility, refrigeration of the facility and improvements to the facility. Recommended Target Levels The recommended initial target for the Trust to enable construction of the facility is up to $500,000. The recommended minimum in the trust after construction is complete is $10,000. Comments: This is a new Trust established in 2017. 210 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4126 BEING A BY-LAW to amend By-Law 3896, being a by-law to define Municipal Trust Funds and to appoint Trustees to those Trusts established by The Corporation of the Town of Tillsonburg. WHEREAS it is deemed necessary and expedient to amend By-Law 3896; NOW THEREFORE the Council of The Corporation of the Town of Tillsonburg enacts as follows: 1. THAT Schedule A of By-Law 3896 – Trust & Appointments, be amended as attached hereto. 2. THAT these amendments to By-Law 3896 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 21st DAY of August, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 21st DAY of August, 2017. ________________________________ MAYOR – Stephen Molnar ________________________________ TOWN CLERK – Donna Wilson 211 SCHEDULE A - TRUST & APPOINTMENTS TRUST NAME: ANNANDALE HOUSE TRUST PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Robert Marsden Dianne MacKeigan TERM OF APPOINTMENT: Four Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for the restoration, refurbishment, development and promotion of Annandale House. Donations received herein shall be deposited into this trust account and may be invested in such securities as a trustee may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the restoration and development of Annandale House. ______________________________________________________________________ TRUST NAME: Cemetery Maintenance Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Robert Marsden Dianne MacKeigan TERM OF APPOINTMENT: Four Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for the general maintenance and upkeep of Tillsonburg Cemeteries. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the general maintenance and care of the grounds of the Tillsonburg Cemetery. ______________________________________________________________________ 212 TRUST NAME: Cemetery Trust (Perpetual Care) PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Robert Marsden Dianne MacKeigan TERM OF APPOINTMENT: Four Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for the perpetual care of Tillsonburg Cemeteries. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the continuous, everlasting care of Tillsonburg Cemeteries. ______________________________________________________________________ TRUST NAME: Community Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Robert Marsden Mel Getty TERM OF APPOINTMENT: Four Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for community designated purposes. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on community purposes such as heritage designations, disaster relief, fire safety, parades, festivals, theatre and so on. ______________________________________________________________________ 213 TRUST NAME: Parkland Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Virginia Armstrong Mel Getty TERM OF APPOINTMENT: Four Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for parkland purposes. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the care and maintenance of Tillsonburg parklands to ensure a high standard and the continued beautification of Tillsonburg parks. ______________________________________________________________________ TRUST NAME: Scholarship Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Larry Scanlan David Palmer TERM OF APPOINTMENT: Four Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for scholarship awards. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds to focus on choosing a suitable recipient of a scholarship. ______________________________________________________________________ 214 TRUST NAME: J. L. Scott McLean Legacy Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Jane Ann McLean Walter Kleer TERM OF APPOINTMENT: Four Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for the construction of the Outdoor Recreation Pad. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds to focus on the construction of a new outdoor refrigerated ice pad/basketball court facility in Memorial Park, the refrigeration of the facility and improvements to the facility. 215 Report Title Paget and Rolling Meadows Drain Rehabilitation Report No. OPS 17-21 Author Kevin De Leebeeck, P.Eng., Director of Operations Meeting Type Council Meeting Council Date August 21, 2017 Attachments • Paget and Rolling Meadows Municipal Drain - Abandonment Letters • Storm Drainage Channel Outlet Agreement • Clean Water and Waste Water Fund (Ontario) Transfer Payment Agreement Page 1 / 2 RECOMMENDATION THAT Council receive Report OPS 17-21 Paget and Rolling Meadows Drain Rehabilitation; AND THAT a By-law to abandon a portion of the Paget Municipal Drain and Rolling Meadows Municipal Drain in its entirety be brought forward for Council consideration; AND FURTHER THAT a By-law authorizing Mayor and Clerk to execute the Storm Drainage Channel Outlet Agreement with the County of Oxford be brought forward for Council consideration; AND FURTHER THAT a By-law authorizing Mayor and Clerk to execute the Transfer Payment Agreement CWWF Till-001 with the Province of Ontario be brought forward for Council consideration; AND FURTHER THAT the annual repayment of the Town’s share of project costs to the County of Oxford be referred to the 2018 budget deliberations. SUMMARY As part of the Municipal Class Environmental Assessment process an Environmental Study Report for the reconstruction of North Street East, completed in June 2013, identified the consolidation of the Paget and Rolling Meadows drain outlets into a new stormwater channel as the preferred solution for stormwater drainage. This alternative would provide an outlet for the new storm sewer on North Street East, address the insufficient access issues associated with the Rolling Meadows drain, and provide capacity for future development. The preferred solution also required 20 m of land acquisition to construct the storm drainage channel outlet, which the County of Oxford secured earlier this year, in order for Phase C of the North Street East Reconstruction to proceed in 2017. As part of the project implementation the Town initiated abandoning the existing Rolling Meadows Municipal Drain in its entirety and a portion of the Paget Municipal Drain from North Street to the abandoned CASO Rail line. In accordance with the Drainage Act notice was sent 216 Page 2 / 2 to all assessed land owners of the Rolling Meadows and Paget municipal drains on May 1, 2017 outlining the Town of Tillsonburg’s intent to abandon the two municipal drains (see Attachments). One objection letter regarding the abandonment of the Rolling Meadows Municipal Drain was received. The concerns were addressed and their objection has since been rescinded. Therefore as per the requirements of Section 84, sub-section 5 of the Drainage Act municipal council may at this time, by By-law, abandon the municipal drain. Given that the Town is responsible for the stewardship of stormwater management and drainage the attached Storm Drainage Channel Outlet Agreement with the County of Oxford will also need to be executed and outlines: • the transfer of ownership of the storm channel lands from the County of Oxford to the Town of Tillsonburg upon construction completion; • that the County of Oxford will construct and front-end the construction costs estimated to be $605,269; • a cost sharing arrangement, based on the applicable run-off coefficients for the respective areas, provide a proportionally equitable share of costs for the Town (38%), County (5.3%) and Future Development (56.7%); • the Town’s repayment schedule over a five (5) year period; and • the Town’s responsibility for future maintenance and repair of the storm drainage channel To assist with the Town’s 38% share of project costs, the Town submitted an application to the Clean Water and Wasterwater Fund (CWWF). The CWWF program funds capital projects that address immediate drinking water, wastewater and stormwater needs that foster economic growth and support a cleaner and healthier environment for communities. Eligible projects must be shovel-ready and able to be substantially completed by March 31, 2018. The Town’s maximum eligible allocation of CWWF funding is limited to $75,000 ($50,000 Federal, $25,000 Provincial). In June of 2017, the Town received correspondence from the Ministry of Infrastructure that the Paget and Rolling Meadows Drain Rehabilitation Project had been approved for funding under CWWF. In order to receive the funding allocation, the Town must now execute the attached Clean Water and Waste Water Fund (Ontario) Transfer Payment Agreement. This Agreement must be signed and sealed in duplicate with two original hard copies returned to Infrastructure Ontario. CONSULTATION/COMMUNICATION The Director of Operations and Manager of Engineering are in continuous contact with the Ministry’s Program Manager assigned to the project file and will continue to work with County staff to ensure successful project construction. FINANCIAL IMPACT/FUNDING SOURCE The Town’s 38% share of the estimated project costs is approximately $230,000. With $75,000 of the cost being covered by the CWWF transfer payment the project cost is reduced to approximately $155,000. Staff are requesting that the remaining project costs over the five (5) year repayment period be referred to the 2018 budget deliberations. COMMUNITY STRATEGIC PLAN The construction of the Strom Drainage Channel Outlet is supported within the Community Strategic Plan under Objective 2 – Economic Sustainability through the renewal of infrastructure. 217 May 1, 2017 Resident 123 Anywhere Street Tillsonburg, ON N4G 1X1 RE: PAGET MUNICIPAL DRAIN - OPEN & CLOSED PORTIONS OF THE MAIN DRAIN NOTICE OF ABANDONMENT OF DRAINAGE WORKS Phase C of the North Street East Reconstruction Project from Falcon Road to Broadway by the County of Oxford is scheduled to be completed this year, which proposes to include the construction of a new storm channel outlet south of North Street. Pursuant to Section 84 of the Drainage Act, the Town of Tillsonburg intends to abandon the existing PAGET MUNICIPAL DRAIN – OPEN & CLOSED PORTIONS OF THE MAIN DRAIN and direct the storm flow through a new storm drainage system and channel as identified in the approved 2013 North Street East Environmental Assessment. This new portion of the storm drainage system and channel has been approved under the Ontario Water Resources Act. The Paget Municipal Drain was originally constructed in 1968 and is comprised of three (3) sections of drain as summarized below and as illustrated in Figure 1: I. The southern portion of the municipal drain is to be abandoned under the Drainage Act and reconstructed into an open storm channel from the north limit of the abandoned CASO railway to North Street (red). All responsibility for the maintenance and repair and the cost of this work will be assumed by the Town of Tillsonburg. II. The section of 400mm diameter concrete pipe within the road allowance of North Street (purple) is to be abandoned under the Drainage Act. This section of the drain will be replaced with a 750mm diameter concrete storm sewer which will outlet into the open storm channel. All responsibility for the maintenance and repair and the cost of this work will be assumed by the County of Oxford. III. The northern section of the pipe drain, located north of North Street and east of Falcon Road and Tanager Drive, is comprised of a 350mm and 400mm diameter concrete pipe. This section of the municipal drain will remain unchanged and in service. IV. The eastern section of the pipe drain is comprised of a 350mm diameter concrete pipe. This section of the municipal drain will remain unchanged and in service. This Notice is to inform all assessed landowners of the Town of Tillsonburg’s intent to abandon a portion of the Paget Municipal Drain – Main Drain, as described above. If you, as an assessed landowner on the above-mentioned, disagree with the decision to abandon this drain you must submit written notice to the Clerk’s Office of the Town of Tillsonburg, within ten (10) days from the date of this letter. If you have any questions or concerns regarding this Notice, please contact Customer Service Centre at 519-688-3009, ext. 0 or via email at engineering@tillsonburg.ca. 218 Figure 1 Respectfully, Donna Wilson Town Clerk Town of Tillsonburg 219 May 1, 2017 Resident 123 Anywhere Street Tillsonburg, ON N4G 1X1 RE: ROLLING MEADOWS MUNICIPAL DRAIN - OPEN & CLOSED PORTIONS OF THE MAIN DRAIN NOTICE OF ABANDONMENT OF DRAINAGE WORKS Phase C of the North Street East Reconstruction Project from Falcon Road to Broadway by the County of Oxford is scheduled to be completed this year, which proposes to include the construction of a new storm channel outlet south of North Street. Pursuant to Section 84 of the Drainage Act, the Town of Tillsonburg intends to abandon the existing ROLLING MEADOWS MUNICIPAL DRAIN – OPEN & CLOSED PORTIONS OF THE MAIN DRAIN and direct the storm flow through a new storm drainage system and channel as identified in the approved 2013 North Street East Environmental Assessment. This new portion of the storm drainage system and channel has been approved under the Ontario Water Resources Act. The Rolling Meadows Municipal Drain was originally constructed in 1973 and is comprised of three (3) sections of drain as summarized below and as illustrated in Figure 1: I. The open ditch portion of the municipal drain is to be abandoned from the north limit of the abandoned CASO railway to North Street (yellow). The storm flow currently tributary to this section of the open drain is to be redirected easterly (purple) to a new municipally-owned and maintained drainage channel (red) that is to be constructed by the County of Oxford in conjunction with Phase C of the North Street East Reconstruction Project. II. The first section of closed drain is comprised of an 825mm and 900mm diameter concrete pipe, located within the North Street right-of-way from Woodcock Drive to the north limit of the open drain. This section of the municipal drain will be abandoned under the Drainage Act, but will remain in operation as a municipal storm sewer. All responsibility for the maintenance and repair and the cost of this work will be assumed by the County of Oxford. III. The second section of closed drain is comprised of a 900mm diameter concrete pipe, located on Falcon Road, and on Tanager Drive from Falcon Road to Owl Drive. This section of the municipal drain will be abandoned under the Drainage Act, but will remain in operation as a municipal storm sewer. All responsibility for the maintenance and repair and the cost of this work will be assumed by the Town of Tillsonburg. This Notice is to inform all assessed landowners of the Town of Tillsonburg’s intent to abandon a portion of the Rolling Meadows Municipal Drain – Main Drain, as described above. If you, as an assessed landowner on the above-mentioned, disagree with the decision to abandon this drain you must submit written notice to the Clerk’s Office of the Town of Tillsonburg, within ten (10) days from the date of this letter. If you have any questions or concerns regarding this Notice, please contact Customer Service Centre at 519-688-3009, ext. 0 or via email at engineering@tillsonburg.ca. 220 Figure 1 Respectfully, Donna Wilson Clerk Town of Tillsonburg 221 Storm Drainage Channel Outlet Agreement This Agreement made this _________ day of 2017. B E T W E E N: The Corporation of the Town of Tillsonburg (the “Town”) -and- County of Oxford (the “County”) WHEREAS the County is the owner of property described as PT LT 72 PL 500, PTS 1, 2 & 3, 41R9421; TOWN OF TILLSONBURG, PIN 00027-0957(LT), (the “County Lands”); AND WHEREAS the County Lands are situated between County Road 20 and the former rail lands of the former Canada Southern Railway; AND WHEREAS the Town and the County wish to construct a storm drainage channel and outlet within Part 1, 41R9421 (the “Project”) to facilitate a stormwater outlet for Oxford County Road 20 and improve drainage of other areas within the Town generally north of Oxford County Road 20 between Broadway Street and Cranberry Road; AND WHEREAS the Town and the County wish to establish the ownership, construction, maintenance and cost sharing arrangement for the Project; NOW THEREFORE in consideration of the premises and mutual covenants herein contained and of other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged by each party, the parties hereto do hereby covenant and agree as follows:: 1. The County agrees to transfer to the Town Part 1, 41R9421 (the “Property”) free and clear of all encumbrances save and accept for easements or rights-of-way registered on title or as may be mutually agreed upon by the parties. 2. The completion of the transfer noted in paragraph 1 above shall take place sixty days from the completion of the construction of the Project, or such other date as mutually agreed upon (the “Completion Date”) at which time possession of the Property in "as is, where is" condition shall be given to the Town other than as provided in this Agreement. 3. For greater certainty, Parts 2 and 3, 41R9421 shall remain in the ownership of the County for its own purposes including future right-of-way and sewage pumping station. 4. In this Agreement, Capital Cost shall mean all costs to develop and construct the Project, including but not limited to, design, permits, construction, contract administration, land purchase, resolution of additional work, change orders, claims, liens, and legal costs. 222 5. The parties agree the estimated Capital Cost of the Project is $605,269. The cost sharing arrangement between the parties shall be the actual Capital Cost of the Project. 6. The parties agree to share the actual Capital Cost of the Project as follows: County Contribution: 5.3%, estimated to be $32,079 Town Contribution: 38.0%, estimated to be $230,002 Future Development Contribution: 56.7%, estimated to be $343,188 7. The County agrees to finance the Town’s Contribution of the Capital Costs subject to repayment in semi-annual instalments of combined principal and interest, amortized over five (5) years at an interest rate to be determined in accordance with Section 6.0 of the County’s Debt Management Policy No. 6.19, which prescribes the interest rate calculation that will apply to internal borrowings. The term of the loan will commence upon final billing of the works by the County and may be paid in advance of the five (5) year maturity date at the request of the Town. 8. The County agrees to fund the Future Development Contribution of the Capital Costs that relate to future development and the Town agrees to collect the Future Development Contribution costs at the time of subdivision agreement(s) approval or building permits are issued, whichever comes first. 9. The Town shall be responsible for all future operation and maintenance cost of the Project subsequent to the Completion Date. 10. The Town covenants and agrees to direct Town staff to work with the County to review and approve the final drawings for construction. 11. The County covenants and agrees to produce final drawings and specifications and to review these with the Town to the Town’s satisfaction in advance of tendering. 12. The County and the Town covenant and agree: 12.1. to indemnify and hold harmless each other, and their respective officers, directors, agents, employees and Councillors from and against any and all claims, damages, losses, expenses or other proceedings by whomsoever made, directly or indirectly arising out of this Agreement; and 12.2. to obtain and keep in force, at its own expense, during the term of this Agreement, general liability insurance on an occurrence basis for third party bodily injury, personal injury and property damage to an inclusive limit of not less than $5 million per occurrence, written by an insurer licensed to conduct business in the Province of Ontario, and including the following: 12.2.1. naming the other party as additional insured with respect to liabilities arising in connection with this Agreement; 12.2.2. cross liability and severability of interest clauses; and 12.2.3. contractual liability, both oral and written. 13. The term of this Agreement shall survive until all Capital Costs associated with the Project that are the subject of this Agreement are fully matured and paid to the County. 223 14. All terms, covenants and warranties within this Agreement shall survive closing of the transfer contemplated in paragraphs 1, 2, and 3 above. 15. In the case where one or more of the covenants, terms and provisions contained in this Agreement shall be held invalid, illegal or unenforceable in any regard, the validity of the remaining covenants, terms and provisions contained herein shall in no way be affected, prejudiced or disturbed and the remaining covenants, terms and provisions shall remain in full force and effect. IN WITNESS WHEREOF the parties have executed this Agreement. THE CORPORATION OF THE TOWN OF TILLSONBURG _________________________ Stephen Molnar Mayor _________________________ Donna Wilson Clerk COUNTY OF OXFORD _________________________ Peter M. Crockett. P.Eng. Chief Administrative Officer 224 225 226 227 228 229 230 231 232 233 234 235 236 237 238 239 240 241 242 243 244 245 246 247 248 249 250 251 252 253 254 255 256 257 258 259 260 261 262 263 264 265 266 267 268 269 270 271 272 273 274 275 276 277 278 279 280 281 282 283 284 285 286 287 288 Report Title LED Streetlight Conversion Report No. OPS 17-19 Author Kevin De Leebeeck, P.Eng., Director of Operations Meeting Type Council Meeting Council Date August 21, 2017 Attachments Page 1 / 7 RECOMMENDATION THAT Council receive Report OPS 17-19 LED Streetlight Conversion; AND THAT Council direct staff to implement streetlight design standards in the Town’s Engineering Design Criteria; AND THAT Council direct staff to prepare and issue a full turn-key LED Streetlight Conversion Request for Proposal; AND THAT Council approve this energy savings project to be funded from a debenture through a revised 2017 Budget. SUMMARY The Town of Tillsonburg currently owns and manages a network of approximately 2,800 streetlights, of which 1850 fixtures are the standard “cobra head” High Pressure Sodium (HPS) associated with mainly arterial and collector roadways, 750 are decorative fixtures mainly located in subdivisions and the Business Improvement Area, with the balance a mixture of HPS, metal halide, and fluorescent fixtures located in parks, trails, parking lots and other Town facilities. Street lighting, in general terms, provides some significant societal advantages, primarily the prevention of motor vehicle/pedestrian related collisions and overall general improvement in public safety. Studies have shown that dark and improperly lit roadways can result in collisions, especially those involving pedestrians; fatalities are 3 to 6.75 times more likely in the dark than in daylight. Appropriate street lighting has been found to reduce nighttime pedestrian/motor vehicle collisions by approximately 50%. The Town of Tillsonburg’s existing street light system is one of its largest consumers of electricity, consuming approximately 1,500,000 kilowatts of electricity on an annual basis, at a cost of approximately $260,000. When combined with the $85,000 in annual maintenance costs the Town spends approximately $345,000 to operate and maintain the current streetlight network. In an effort to substantially reduce electricity consumption, provide better quality lighting and a more efficient streetlight system as a whole, Town staff have explored Light Emitting Diode (LED) streetlight technology and potential streetlight replacement strategies. 289 Page 2 / 7 LED Lighting The use of LED’s in roadway lighting fixtures has become a common accepted practise in the streetlight industry. Most manufacturers have introduced LED fixtures as their main focus in their respective product lines. LED’s are semiconductor devices that emit light when an electric current passes through them. They are designed for better control over the electrical current resulting in low current, low voltage consumption, and less heat output than HPS. These types of lights tend to have a long lifespan, low overall maintenance costs and significant energy savings. The expected lifespan of an LED streetlight is approximately 15 to 20 years with most manufacturers offering a warranty/guarantee for a minimum of 10 years. LED lighting on municipal roadways provides an opportunity to recognize significant savings in electricity and maintenance over the lifecycle of the asset. While other high-efficiency lighting options exist, the use of LED technology has rapidly become the preferred solution throughout the streetlight industry, due to its lifespan, controllability, efficiency and light uniformity. It is estimated that a 60% reduction in electricity usage, equivalent to nearly 100 tonnes of greenhouse gas emissions, can be saved annually through the installation of a full LED streetlight replacement program. Current LED streetlight technology can now provide the Town of Tillsonburg with enhanced roadway lighting and significant operating and maintenance costs savings. The cost of a single LED streetlight fixture is now at a price point where it can pay itself back in future reduced maintenance and operating costs over a 7 to 9 year period. LED lights do not generally reach end of life in the same way as HPS lights – that is to stop emitting light at all. LED light output declines continually over the life of the fixture. It is generally accepted that an LED light will reach its end of life when its light output declines to 70% of its original value. Consequently, LED replacement lights shall be selected such that at the end of life, or 70% output, they will still meet the minimum roadway lighting requirements. Replacement Strategies As with any infrastructure replacement undertaking of this type there are multiple solutions for design, procurement, installation and commissioning. As a result the following list of conversion strategies were considered and evaluated by staff: • Award of a turn-key contract with a significant provider in Ontario • A competitive bid process to award a turn-key contract • A competitive bid process to award a streetlight re-lamping only contract • A self-managed and directed replacement program • A more gradual conversion program through retrofits done with road reconstruction projects and maintenance programs In the end it was determined that a competitive bid process to award a full turn-key contract would ultimately be the most appropriate solution. Since there are a number of vendors in the streetlight market a competitive contract would be more in keeping with the Towns financial responsibility to provide best value to the taxpayers. A turn-key implementation option also minimizes project risk, maximizes implementation timelines, and is cost effective with respect to other implementation options considered. 290 Page 3 / 7 Streetlight Standards Most of the Towns streetlight network has been installed based on the generally accepted past practice of horizontal spacing between poles, while other newer sections in Town have been designed to industry roadway illumination standards. Given that the Town currently does not have any streetlight design criteria Engineering Services reviewed the two most commonly used industry standards. One established by the Transportation Association of Canada (TAC) in the Guide for Design of Roadway Lighting (2006) contains lighting level standards. The other standard considered was the American National Standard Institute/Illuminating Engineering Society North America (ANSI/IESNA) RP-8-14, American National Standard Practice for Roadway Lighting. Both standards have recently been updated to reflect the changes in technology, including LED fixtures. After comparing both standards and reviewing the Town’s past and current practice in new developments Engineering Services has adopted the ANSI/IESNA RP-8-14 standard as the best fit with current infrastructure within the Town to provide consistent lighting levels moving forward. The implementation of streetlight design criteria will outline items such as submission requirements for staff review and approval, roadway illumination requirements (RP-8-14) and material specifications based on the LED streetlight conversion program results in order to standardize/minimize streetlight fixture inventory costs. Therefore the Request for Proposal (RFP) will require Proponents to perform a system wide audit to provide the Town with a level of certainty that the level of illumination meets the RP-8-14 standard or, where this is not possible due to other existing factors such as pole spacing, provides a level of service equal to or better than the current condition. Poles and Brackets Historical capital reinvestment in the Towns streetlight system has been negligible; as a result the Towns 2016 Asset Management Plan rated approximately 60% of the streetlight network as “poor” to “very poor” based solely on the estimated service life. Performing a system wide inventory and streetlight pole condition assessment will not only provide staff with a better understanding of the state of streetlight infrastructure, but will also identify poles that require immediate replacement in order to successfully convert the fixtures to LED. Therefore staff recommend that a system wide data inventory collection and streetlight pole condition assessment be included in the RFP scope of work and that a pole replacement allowance equivalent to 5% of the total amount of streetlight poles (based on internal random sampling results) be used by the Proponents when determining their proposed fee for the project. Wiring and Fuses The fuses and wiring components are integral to the streetlight itself and are therefore consider as part of the project. Improvements to the wiring and fuses, where required, will also ensure compliance with new Electrical Safety Authority (ESA) safety standards. In light of this, the RFP will require Proponents to include the costs associated (labour, material, etc.) with rewiring approximately 60% of the streetlight network from the streetlight pole base up to the new LED fixture. 291 Page 4 / 7 Photocells A photocell is a device in the streetlight that senses ambient light levels and signals to the fixture to turn on or off. Each fixture has its own photocell that works independently from any other fixture’s photocell. The average remaining service life of the existing photocells is estimated to be between 3 to 5 years, at which point they will require replacement. Given that long-life photocell devices are now available that match or exceed the projected life span of LED fixtures, staff recommend that the RFP require Proponents to include the costs associated (labour, material, etc.) with a system wide replacement of existing photocells as part of the scope of work to minimize streetlight maintenance costs in the future. Decorative Fixtures For the 750 decorative lighting fixtures there are 5 different styles of fixtures which are fairly specific to each manufacturer. As a result the conversion of decorative fixtures to LED will likely require complete replacement of the fixture with another suitable fixture style. Approximately 600 of the decorative fixtures are the old Top-Hat style fixture, as shown in Figure 1, which are installed in many of the subdivisions throughout Town. While decorative fixture replacement is costly there is opportunity for significant project savings (as outlined in financial business case Scenario 1) and further energy savings through the replacement of the old Top-Hat style fixture with the typical cobra head style fixture as shown in Figure 2. The cobra head style fixture also provides greater opportunity and flexibility to further enhance lighting levels of service and/or satisfy roadway illumination standards. Therefore, staff recommend that the RFP require Proponents to replace the approximate 600 old Top-Hat style fixtures with a suitable cobra head style fixture. Figure 1: Old Top-Hat Style Fixture 292 Page 5 / 7 Figure 2: Cobra Head Style Fixture Project Schedule Subject to Council approval staff will work to develop an appropriate Request for Proposal (RFP) that incorporates the items discussed in this Report. It is anticipated that the RFP can be prepared by the end of September 2017 and issued shortly thereafter. Subject to award, staff would anticipate data collection, condition assessment and material purchase orders in late 2017 with the installation of LED street lighting beginning in early 2018. It is anticipated it will take approximately five to seven months to convert all 2,800 streetlights to LED streetlight technology. CONSULTATION/COMMUNICATION The Independent Electricity System Operator (IESO) funds various SaveONenergy programs and provides incentives for LED streetlight fixtures under the Retrofit Program available through local electric utilities (i.e. Tillsonburg Hydro Inc.). The SaveONenergy programs encourage the replacement of existing equipment with new energy efficient, cost-effective alternatives to reduce greenhouse gas emissions, electricity consumption and operational costs. At the current SaveONenergy incentives related to this project the IESO grant funding is estimated at approximately $150,000 and is variable based on the actual number of conversions completed. However there is a risk that this funding may not be fully available in the future if the SaveONenergy incentives decline. Should this risk prove to be a reality, the number of years to payback the capital cost will be lengthened and this would be reported to Council. Therefore the RFP will require Proponents to apply for the LED Lighting Retrofit Program incentives as soon as possible to secure available grant funding related to this project. 293 Page 6 / 7 Staff have also reviewed the Ontario Rebate for Electricity Consumers Act, 2016 and understand that the demand and use of electricity for streetlights exceeds the eligibility requirements of the Ontario Fair Hydro Plan and therefore do not qualify for any rebates under this Act. As a result the cost of power for municipal streetlights will likely increase at a rate greater than inflation. FINANCIAL IMPACT/FUNDING SOURCE The financial business case for converting the Town’s streetlights to LED is a traditional one. There is an initial capital cost, however investing capital dollars up front will yield ongoing operating savings that will pay back the capital investment. The scenarios below outline the total capital costs, the ongoing operating savings, and calculate the payback period. The analysis shows that converting to LED and replacing the decorative top-hat fixtures with cobra head fixtures has a payback of 7.1 years, while converting to LED and replacing the decorative top-hat fixtures with a suitable alternative fixture has a payback of 9.5 years. Scenario 1 – LED Conversion (Decorative Top-Hat to Cobra Head) Capital Cost Streetlight Re-lamping to LED $1,090,000 Pole & Bracket Replacement – 5% $220,000 Wiring & Fuse Replacement – 60% $ 140,000 Photocell Replacement – 100% $100,000 Decorative Fixtures w/ Cobra Head $165,000 Less: IESO SaveONenergy Rebate - $150,000 Total Est. Project Cost $1,565,000 Operating Savings Electricity Savings $140,000 Maintenance Savings $80,000 Total Est. Operating Savings $220,000 Payback Period 7.1 years 294 Page 7 / 7 Scenario 2 – LED Conversion (Decorative Top-Hat to Suitable Alternative) Capital Cost Streetlight Re-lamping to LED $1,090,000 Pole & Bracket Replacement – 5% $220,000 Wiring & Fuse Replacement – 60% $ 140,000 Photocell Replacement – 100% $100,000 Decorative Fixtures w/ Suitable Alternative $595,000 Less: IESO SaveONenergy Rebate - $150,000 Total Est. Project Cost $1,995,000 Operating Savings Electricity Savings $130,000 Maintenance Savings $80,000 Total Est. Operating Savings $210,000 Payback Period 9.5 years In either of the above scenarios, there is a financial business case to make the capital investment, as there will be operating savings to completely pay back the capital costs. A debenture of the capital costs through a revised 2017 Budget will be required for the project to proceed, but will be repaid in subsequent years from future operating savings in the streetlight maintenance budget. The annual repayment on a $1.565 million debenture is estimated at $200,000 based on current 10 year term interest rates. Further, once the debenture for the capital costs has been fully repaid, it is suggested that one half of the ongoing operating savings be dedicated to the Linear Infrastructure Reserve to ensure that monies are set aside for future replacement of the LED streetlight infrastructure and its associated components. COMMUNITY STRATEGIC PLAN The conversion of the Town’s streetlight network to LED technology is supported within the Community Strategic Plan under Objective 1 – Excellence in Local Government and Objective 2 – Economic Sustainability through the investment of energy efficient, cost effective alternatives to reduce greenhouse gas, electricity consumption and operational costs. 295 Report Title Results for Tender RFT 2017-005 Water Service Truck Report No. OPS 17-20 Author Kevin De Leebeeck, P.Eng., Director of Operations Meeting Type Council Meeting Council Date August 21, 2017 Attachments Page 1 / 2 RECOMMENDATION THAT Council receive Report OPS 17-20 Results for Tender RFT 2017-005 Water Service Truck; AND THAT Council award Tender RFT 2017-005 to Oxford Dodge Chrysler Ltd. of London, Ontario at a cost of $172,142.30 (net HST included), the lowest bid received satisfying all Tender requirements; AND FURTHER THAT Council authorize a $12,142.30 increase in utility funded debt proceeds to fund the remaining project cost. SUMMARY Utilizing the adopted Fleet Replacement Strategy Water Unit #44, a 2008 medium duty service truck was identified for replacement in the 2017 Operations Business Plan. In accordance with the Purchasing Policy a tender with performance based specifications was issued for the supply and delivery of the new service truck complete with heated compartments, service crane, and valve turning equipment. It should also be noted that in accordance with the 2017 Operations Business Plan that existing Water Unit #44 will be repurposed from an area of high use to an area of low use and replace Fleet Unit #42, resulting in a cost savings upwards of $160,000. The tender was released on July 19th 2017 and closed on August 9th 2017 with a total of six (6) plan takers and three (3) bids received. The tender was advertised on the Tillsonburg website, the Tillsonburg News, Ebid Solutions and on Biddingo. During the tendering period vendors were provided an opportunity to submit questions to which addendums could have been issued. No vendor contacted Town staff. In addition vendors were also provided an opportunity as part of the bid submission to acknowledge if a specification could not be met and to specify an alternative for consideration. 296 Page 2 / 2 Results of the tender are summarized below: Bidder Location Bid Amount 1. Oxford Dodge Chrysler Ltd. London $172,142.30 2. Blue Mountain Chrysler Ltd. Collingwood $172,525.94 3. Victory Ford Lincoln Sales Ltd. Chatham $177,461.30 The above bid comparison includes net HST of 1.76%. The bid from Oxford Dodge Chrysler satisfied all tendered specifications and requirements. The estimated time of delivery from order placement is approximately 24 to 26 weeks (mid February 2018). It is therefore staff’s recommendation to award the tender to Oxford Dodge Chrysler. CONSULTATION/COMMUNICATION The performance based tender specifications were developed in consultation with Water Department staff as well as consulting the following documents: 1) Occupational Health & Safety Act section 43 (3)(c). 2) Ontario Regulation 851 - Section 51 (Lifting Devices) 3) CSA Standard Z150-11 (Safety Code on Mobile Cranes) 4) Ontario Regulation 424/97 (CVOR) 5) Ontario Regulation 413/05 (Weights & Dimensions) FINANCIAL IMPACT/FUNDING SOURCE The 2017 approved budget to replace Water Unit #44 is $160,000 from utility funded debt proceeds. Staff are requesting that the utility funded debt proceeds be increased by $12,142.30 to fund the remaining project cost. COMMUNITY STRATEGIC PLAN This project supports Objective 2 – Economic Sustainability of the Community Strategic Plan by providing the necessary equipment to maintain the Towns water distribution system. 297 Report Title Carroll Trail Repair Procurement Report No. RCP 17-38 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date August 21, 2017 Attachments • RFP 2017-005 Carroll Trail Specifications Page 1 / 2 RCP 17-38 - Carroll Trail Repair Procure RECOMMENDATION THAT Council receives Report RCP 17-38 – Carroll Trail Repair Procurement for information; AND THAT Council award RFP 2017-005 to 1601901 Ontario Inc o/a Courtland Professional Property Management (Tillsonburg) for their bid price of $267,298.69 net of applicable taxes; AND THAT the additional $67,298.69 required to fund the project be taken from reserves. EXECUTIVE SUMMARY In 2016, a tender process for procuring the required repairs to the Carroll trail caused by a slumping streambank resulted in only a single submission that far exceeded the available budget. That tender was subsequently cancelled and in 2017, a design/build RFP process was issued to invite alternative solutions. Three compliant submissions were received with the proposal from Courtland Professional Property Management (CPPM) providing the best value as recommended by staff. BACKGROUND A section of the Carroll Trail has been failing due to erosion and scouring by the waters of Otter Creek. Several attempts to repair the area have been made but each has failed. In 2016, Council authorized a tender be issued for a bioengineered solution and the procurement process resulted in only one vendor being eligible to submit. The bid came in at $271,504.50 and staff were unable to negotiate a satisfactory arrangement so the tender was cancelled. The project was deferred to the 2017 RCP work plan with the intent to issue a wide- open request for proposals on a design/build basis with the hope of securing multiple bids and a variety of viable solutions. Three bids were received with before-tax prices ranging from approximately $218,000 to $290,000. Town staff reviewed and scored the submissions based on the scoring tool that was included in the RFP. The scoring tool is shown on the right. ITEM DESCRIPTION EVALUATION AREA POSSIBLE POINTS 1 CORPORATE QUALIFICATIONS & EXPERIENCE DEMONSTRATED ABILITY ON SIMILAR PROJECTS. POSITIVE REFERENCES 15 2 PROJECT TEAM QUALIFICATION AND EXPERIENCE OF PROJECT TEAM 10 3 APPROACH AND METHODOLOGY THOROUGH UNDERSTANDING OF THE PROPOSED TASKS, ABILITY TO CONVEY THAT UNDERSTANDING MEETING ALL REQUIREMENTS 10 4 SCHEDULE & WORK PLAN PROPONENTS SCHEDULE MEETS REQUIRED TIMELINES 20 5 PROPOSED FEE TOTAL UPSET PRICE 45 TOTAL 100 298 Page 2 / 2 RCP 17-38 - Carroll Trail Repair Procure All three bids submitted propose to implement a bioengineered vegetated retaining wall (VRW) using EnviroLokTM technology. The solution that staff recommends goes beyond that in two ways: 1) by adding some up-slope drainage to hopefully reduce erosion below the trail; and 2) rebuilding the affected trail section at a lower level to reduce the weight loading on the vulnerable riverbank. Several layers of the existing retaining wall will be removed to lower the trail and reduce weight load on the saturated slope. A more substantial retaining wall incorporating drainage tile will be constructed on the uphill side of the trail to help preserve the cliff slope and direct more water to the culverts rather than having it percolate under the trail. This multi-level solution will also have the effect of enhancing the accessible nature of the trail through reducing the trail elevation changes in the approaches to this section of trail. As a result, the recommended solution provides considerable additional value to the Town, which is reflected by the bid evaluation score summarized below: Proponent Quiet Nature Ltd. (Ayr) Euro Landscaping Inc. (Etobicoke) Courtland Professional Property Management (Tillsonburg) Score 87 80 90 If Council approves moving forward with this project, the section of the Carroll Trail between Coronation Park and the Golf Course will be closed for construction for 6-10 weeks. An area of Coronation Park near the pond will be required for staging equipment and materials which will affect use of the Park, particularly those playing disc golf. All vendors are prepared to start work right away. Staff recommends that CPPM be awarded the project as their solution is more comprehensive than the other bids submitted and the cost reflects the value of the work. It should be noted that a key factor affecting the cost of this project is the location and the restricted access which requires the use of small machinery and lots of labour. CONSULTATION/COMMUNICATION RFP 2017-005 was advertised in the local paper and on the Town’s online bid portal. There were 16 bid takers and three bids submitted. FINANCIAL IMPACT/FUNDING SOURCE The 2017 budget includes approved allocations $125,000 of gas tax reserve and $75,000 debt for this project. If Council approves the recommended bid, an additional $67,298.69 of reserves is required to cover the Town’s cost of $267,298.69 net of applicable taxes. The additional funds will come from reserves. COMMUNITY STRATEGIC PLAN (CSP) IMPACT This report supports the following CSP priorities: 1.1 Demonstrate excellence in local government initiatives 1.3 Demonstrate accountability 4.3 Improve mobility and promote environmentally sustainable living 299 April 11, 2017 Request for Proposal: Tillsonburg’s Carroll Trail – Bank Stabilization and Trail Repair SPECIFICATIONS The Town of Tillsonburg requires an experienced contractor to provide a comprehensive proposal for a permanent solution to a section of riverside recreational trail experiencing repeated damage due to slope failure. The following outlines the scope of work: 1. Determine cost-effective but permanent solution for trail resilience with respect to trail route and construction; 2. Secure stamped, engineered design drawings for proposed solution if existing design drawings will not be used; 3. Construct trail solution including any slope stabilization, retaining walls, railings and/or balustrades, trail surface and shoreline restoration; 4. Restore any areas of parkland or adjacent to the trail used for equipment and material marshaling to pre-existing conditions. Resources attached for informational purposes: a topographic survey file of the area from 2015; CAD file available on request a stamped, engineered design using a vegetated retaining wall (VRW) system; a live plantings specification for the VRW 300 Report Title April-June 2017 RCP Departmental Activity Reports Report No. RCP 17-39 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date August 21, 2017 Attachments • Apr-Jun 2017 Activity - Recreation Programs & Services • Apr-Jun 2017 Activity – Culture & Heritage • Apr-Jun 2017 Activity – Parks & Facilities Page 1 / 1 RCP 17-39 - April-June 2017 RCP Departme RECOMMENDATION THAT Council receive Report RCP 17-39 – April-June 2017 RCP Departmental Activity Reports for information. EXECUTIVE SUMMARY Attached are activity reports from the Recreation Programs & Services Division, the Culture & Heritage Division and from the Parks & Facilities Division. These updates are provided for Council’s information. CONSULTATION/COMMUNICATION N/A FINANCIAL IMPACT/FUNDING SOURCE N/A COMMUNITY STRATEGIC PLAN (CSP) IMPACT Goal 1.2 of the CSP speaks of the need for Communication & Collaboration. By providing regular activity updates to Council, the Department is contributing to achieving this Goal. 301 Report Title January – March 2017 Activity – Recreation Programs & Services Report No. RCP 17-27 Author Janet McCurdy, Recreation Programs & Services Manager Meeting Type Council Meeting Council Date April 24, 2017 Attachments Page 1 / 4 Apr-Jun 2017 Activity - Rec Programs and BUSINESS SERVICES TEAM The Business Services Team is responsible for: • administration; • customer service & reception; • advertising, merchandise & vending sales; • marketing; • program registration; and • facilities bookings & rentals Administration The Fee Assisted Recreational Experiences (F.A.R.E.) has 51 families totaling 150 family members in the program. Currently there is $4,800.37 remaining in the fund. Many have registered their children for swimming lessons and of those individuals, 58% were successful in completing the level. Those that were incomplete returned to the lessons to continue swimming and striving for completion. There are two refugee families participating in the program specifically with swimming lessons, karate program and upcoming summer youth camp. Some adults have also registered for adult swim lessons and are overcoming their fear of the water. Programs & Facilities 2017 Spring Home show was a success. This year’s rental included both arenas and request for 2018 rental has been received. 2017 Tillsonburg Figure Skating Club year end 1 hour gala held April 1 and was well attended. Next year will be the large carnival which means that it will be a 2 day (3 shows in total). Facility rentals included 8 Ball tournaments, Scrapbooking Workshop, Princess Ball, 4 Buck & Does as well as Minor Ball coaching clinics. First Class First Aid from Woodstock is hosting their 2 day courses and 1 day recertification, renting the Marwood lounge twice a month. Inovata Foods held their 3 day staff orientation in the Lion’s Den. Training 50 full and part time staff representing Aquatics, Summer Camp Leaders , Health club, Customer Service Reps and Senior Centre attended Sport for Life Physical Literacy training at the end of June. Physical Literacy is the motivation, confidence, physical competence, knowledge and understanding to value and take responsibility for engagement in physical activities for life. Tillsonburg hosted this workshop presented by two Sport for Life Trainers. Sport for Life is a national not-for-profit organization that trains recreation leaders in physical literacy programming. Sales & Services In general, this year’s Special event processing has been very easy. Most organizers are more comfortable with the process and requirements, as well as, knowing who to contact with questions and issues. 302 Page 2 / 4 Apr-Jun 2017 Activity - Rec Programs and LOOKING AHEAD TO THE NEXT QUARTER Administration As progress is made through recreation software demos, anticipation is high in securing a provider. Preparation in “behind the scenes” set up, training and implementation will be the main focus. Programs & Facilities In the next quarter, special events and bookings will include: • 2017 Dog Show organized by the London Canine Association • SPN Tournament • Ladies Slopitch Tournament • Minor Ball closing day. The annual Ribfest is set for July 13-16 plus the Fair will be operating with different dates this year July 20-23. The most exciting event planned August 10-12 is the NHL Fan Arena coming to Tillsonburg in celebration of the NHL’s 100th anniversary. Sales & Services Development of the Tillsonburg Store will continue and include more variety of recreation and branded merchandise including swim suits, water fitness equipment, branded hats, children’s items and more variety in shirts, hoodies and bags. The execution of annual events will be monitored with all the changes going on in the Memorial Park. Mid-summer will mark completion of major events. Then the focus will be on getting back to records management AQUATICS TEAM The Aquatics Team is responsible for: • swimming instruction; • indoor pool lifeguards; • waterpark lifeguards; • aquafit programming; • drowning prevention outreach programming; • lifeguard competition and synchronized swimming teams. Staff Shortage Scheduling staff continues to be a great challenge with a multitude of restrictions in place for availability. Summer applications were low and staff selections were limited. With the deferral of the Indoor Pool deck repairs August staffing will be critical and programming may have to be minimized to operate. Year To Date Projections Year to date the Aquatics Department is doing well with adhering to the 2017 budget. Revenue is exceeding projections in Admissions, Memberships and Youth Program Fees. Expenditures are slightly less in all areas and continue to be monitored frequently. Training Several opportunities for training were realized in this quarter. Staff attended Grief and Trauma Workshop which provided education on the effects of depression in today’s youth especially Oxford County and how to support those experiencing traumatic loss. A networking 303 Page 3 / 4 Apr-Jun 2017 Activity - Rec Programs and conference on the culture of Low German Mennonites was attended. The education provided was extremely beneficial for understanding the needs and expectations of participants presently using our facilities and attending programs. The yearly Spring Thing Aquatic Workshop held in Markham at the PAN AM centre was again a day full of new ideas and industry standards in aquatics. Swim To Survive Close to 500 Grade 3 students were taught the three Swim to Survive skills during our Thames Valley School Board program this quarter. Each year it’s shocking to see how many children in this age bracket are non-swimmers needing these necessary life skills. This program is essential to reaching children who wouldn’t normal attend or use our facilities LOOKING AHEAD TO THE NEXT QUARTER August Scheduling And Fall Hires Preparing to utilize two facilities with minimal staff will be a challenge and programming will need to be scaled down to offer a manageable work week. There may be an opportunity to utilize our fall hires for a portion of August but this will depend on applications and the interview/hire process. Program Changes A few programming changes are planned for September in hopes of increasing pool usage and creating new customers in the aquatics area. The number of Leisure Swims for adults has been increased to allow this ever increasing group more pool time to enjoy the benefits of water. Higher swim levels have been paired with programs of advanced aquatic opportunities so those attending can see firsthand where their aquatic training can lead them. Lake Lisgar Waterpark Programming Indoor programs are being offered at Lake Lisgar Waterpark in July while the Indoor Pool is cleaned. Utilizing this facility for all programming will be a challenge with water temperatures and weather affecting the enjoyment for participants. Staff is in place and will strive to offer quality programming. PROGRAMS TEAM The Programs Team is responsible for: • dry-land fitness instruction; • health club operations; • adult co-ed sport league programming; • youth sport programming; and • summer camp programming. Health Club Presently the Health Club is just shy of its budgetary goal and is exceeding its expectation of adult fitness. This area has also only used 80% of its budgeted part time and full time labour budget leaving the Health Club currently with a small surplus. Youth Programming Although the youth programming revenue is currently 30% lower than the budgetary goal for second quarter the area has only used 60% of its budgeted part time and full time labour. There 304 Page 4 / 4 Apr-Jun 2017 Activity - Rec Programs and are currently five dance studios in or within driving distance of Tillsonburg as a result our dance registration has declined significantly. In order to revitalize this previously prominent revenue stream a new youth floor gymnastic program is being considered for implementation in first quarter 2018. This program has been chosen because the nearest gymnastic programming available is in Woodstock. LOOKING AHEAD TO THE NEXT QUARTER Third quarter includes 9 weeks of summer camp and 3 bus trips. This year the Community Centre’s summer camp has been redeveloped into two camps for ages 5-8 and 9-12. Registration is looking very similar to the levels attained in 2016. Bus Trips scheduled for Q3 include August 1st to Hesseland Inn and Huron Country Playhouse, August 24th Toronto Zoo and as a result of great popularity a second trip this year to a Toronto Blue Jays on September 10th. 305 Report Title April – June 2017 Activity Report - Culture & Heritage Report No. 17-39 Author Patricia Phelps, Culture & Heritage Manager/Curator Meeting Type Council Meeting Council Date August 21, 2017 Attachments Page 1 / 2 Apr-Jun 2017 Activity - Culture and Heri ACTIVITY REPORT April to June 2017 The second quarter of 2017 was an extremely busy quarter for the museum. Three major events in the business plan occurred during this quarter -Plein Air to Abstraction – the Hevenor Collection of Canadian Art Exhibition, the “Wilde Week” celebration of the 135th Anniversary of Oscar Wilde’s visit to Oxford County and the seventh annual Turtlefest. This quarter also saw the start of the “Confederation Challenge” a series of four workshops that will teach the everyday skills of 1867. This program is part of the museum’s special Canada 150 programs and events. Two of the four workshops, basket making and soap making took place during the quarter. Both workshops were sold-out and well received. The other workshops in the series take place in the fall during Q3 and Q4. ATTENDANCE UPDATE Attendance for the second quarter is up over last year. This increase can be attributed to the Hevenor Art show and the school programing that was offered in conjunction with the exhibit, as well as higher attendance at Turtlefest this year over 2016. This increase will help to off-set the lower numbers from Q1. 2017 BUSINESS PLAN Two exhibits were hosted in the Pratt Gallery during this quarter. “Washed Away: The Story of the Great Flood of 1937” was a pictorial exhibit that commemorated the 80th anniversary of this traumatic event. Although the opening night saw a smaller than hoped for crowd, the exhibit did generate visitation during its run from April 21 to May 14. Following the flood exhibit, “Plein Air to Abstraction: The Hevenor Collection of Canadian Art” moved into the gallery. Showcasing 161 pieces of Canadian Art from a private collection never before seen by the general public, this exhibit is the museum’s Q1 Q2 YTD Q1 Q2 YTD Q1 Q2 YTD Admissions 362 408 770 279 561 840 311 934 1245 Programs 27 0 27 10 41 51 27 290 317 Events 218 2874 3092 343 933 1276 288 1000 1288 Tourism & Historical Information Services 383 418 801 293 384 677 302 436 738 Members & Volunteers 401 547 948 480 581 1061 455 529 984 Room Rental Visitors 592 444 1036 418 320 738 398 217 615 QUARTERLY TOTAL 1983 4691 6674 1823 2820 4643 1781 3406 5187 2015 2016 2017 306 Page 2 / 2 Apr-Jun 2017 Activity - Culture and Heri major Canada 150 project. Taking considerable staff time during this quarter, the exhibition has brought visitors from across Ontario and town citizens, many who were visiting the museum for the first time. The formal opening was a success with 183 invited guests attending. The catalogue produced for the exhibit has been well received with many visitors purchasing a copy as a souvenir. Unfortunately, the post cards also produced have not sold as well. The school program offered for the exhibit was booked by 13 classes from two Tillsonburg schools. The program was conducted by summer staff, Madison Wild and Victoria Hanson who began their employment during this quarter. Another major event that took place during the quarter was Wilde Week. Hosted from May 29 to June 2, the week was in celebration of Oscar Wilde’s visit to Oxford County in 1882 and his subsequent influence on the decoration of Annandale House that in turn lead to the home’s National Designation. This year marked the 135th anniversary of Wilde’s visit and the museum in partnership with Oxford Creative Connections Inc. created a full week of activities in honor of Oscar. Each day saw both a daytime and evening event. Although most programs were well received and in some cases sold-out, two of the planned events were cancelled due to lack of registration. The Irish Tea and the Faux Finishing Workshop did not occur. The Oxford Remembers – Oxford’s Own WWI project, which is on-going from 2014, saw an event during the quarter. Till the Boys Come Home: An evening of World War One Music featuring Ian Bell and Tom Leighton was hosted on the lawn on June 7. This was the second event of the museum’s commitment to host five events for this project in 2017. When completed in November of 2018 the combined events hosted throughout Oxford County will total 100 thus creating 100 special events in commemoration of the 100 Anniversary of the Great War. The museum received objects, documents, and photographs from 3 donors this quarter totally five objects. On an interesting note, one of the donations included a video recording of the opening ceremony of the extension of the Rolph Street Public School in 1989. This recording directly links to the commemorative sweatshirt that was donated in Q1 for the same event. The two items came from different donors. The museum also received an interior photo of the Tillsonburg Post Office circa 1930’s. This was a valuable addition to the museum’s photographic collection, as no other interior photos are known exist. The Linton Collection (a significant archival collection), noted in the Q1 report continues to be catalogued. 307 Report Title April - June 2017 Activity – Parks, Cemetery & Facilities Activity Report Report No. RCP 17-39 Author Corey Hill, Manager of Parks & Facilities Meeting Type Council Meeting Council Date August 21, 2017 Attachments Page 1 / 3 Apr-Jun 2017 Activity - Parks and Facili ACTIVITY REPORT (April - June 2017) SPECIAL EVENTS Spring Home Show - The Tillsonburg Springfest show took place in April on the Community & Memorial Arena floor. To prepare for this event numerous tables and chairs were supplied, the Memorial ice surface was removed and the Community ice surface was covered. Keep Tillsonburg Beautiful - The Keep Tillsonburg Beautiful event was scheduled for May 6, but was cancelled as a result of inclement weather and the planting site was saturated due to excessive rainfall. Turtlefest - Turtlefest was held over the June 16-18 weekend. This event requested extensive planning to coordinate the delivery of signage, garbage containers, picnic tables, bleachers throughout the downtown as well as Memorial Park. In addition, Parks & Facilities staff was instrumental in installing, dismantling and reinstalling the stage for a variety of entertainment acts. Year-end Figure Skating Show – Prepped ice surface for event including ice painting and removal of glass for viewing. Baseball Tournaments – Numerous baseball tournaments were hosted for a variety of organizations. Each event required planning, grooming of fields, delivery of garbage containers and regular garbage collection and site clean-up. CAPITAL PROJECTS Memorial Park – Procurement & award for Celebration Plaza was completed and construction of the main pathways, sundial and band shell commenced. Asset Management – Arena Refrigeration Plant audit Playground condition assessments completed. Outdoor Pool condition assessment initiated. Fleet – Replacement Tractor #89 was received and put into service. Roofing Projects – Community Centre roofing projects (4 sections) were awarded and work commenced in June. Expected completion of work will be in Q3. Arena LED Conversion – Procurement and award for LED conversion project completed and work to commence in Q3. Museum Program Room Flooring –flooring replacement in program room completed. Columbaria Concrete – Quotes received for concrete work in Cemetery, work to commence in Q3. Indoor Pool Work – Indoor pool deck replacement procurement completed and bid price is significantly over budget. Facilities staff to complete revised & reduced scope of work to include re-grouting and acid washing of pool basin. Work to occur in Q3. Deck tile replacement is deferred to 2018 budget consideration. 308 Page 2 / 3 Apr-Jun 2017 Activity - Parks and Facili Refrigeration Plant Project – Procurement commenced for the replacement of major components of the Community Centre refrigeration plant. Work expected to occur in 2018, pending Council approval. FACILITIES TEAM ACHIEVEMENTS Lake Lisgar Water Park – Facilities staff were heavily involved in the opening of the water park. They assisted in the multiple inspections of the equipment at the park, painted the pool basin and walls, repaired the pool edges and prepared the water chemistry of the pool for public use. Spring/Summer Building Maintenance & Memorial Arena - The Facilities staff initiated the start of spring/summer building maintenance program. In addition, the ice was removed from the Memorial Arena in preparation for the upcoming ball hockey season & event rentals. Facility Painting – The arena hallways, viewing areas and washrooms were all painted in preparation for the NHL event in Q3. PARKS & CEMETERY ACHIEVEMENTS Enhanced Beautification – Enhanced beautification program was commenced and downtown urns were planted and put in place as well as reworked and replanted garden beds at the project locations. Tree Removals – Extensive tree removals commenced via contractor Ball Diamond Lights/Lens Replacement – Replacement of lights and lens covers at Annandale, Kiwanis & Hardball #2 was completed. Staffing – The Parks & Cemetery Team welcomed 3 seasonal staff members and 1 summer student Training – New seasonal staff & student attended Book 7 training course. Parks/Trails Openings – All town parks/trails were cleaned and prepared for opening to the public. Garbage cans were placed in the parks and flowerbeds were spruced up. Baseball Season Opening - The baseball diamonds were prepped and opened for the baseball season (slow pitch, Tillsonburg minor baseball and hardball). This included repairing fencing, dragging the fields, cleaning up garbage and cutting the grass. Grass Cutting Contractors - The 4 contractors responsible for cutting municipal grass attended a meeting to kick off the grass cutting season. Grass at all 5 zones are being maintained throughout the spring and summer. TCT Opening – New Trans Canada Trail opened for public use and Parks staff will commence maintaining the 22kms of new trail in Q3. Looking ahead to 2017 Q3 • Dog Show; • Ribfest; • Tillsonburg Fair; • Numerous baseball tournaments and facility event rentals; • Carroll Trail Repairs to be re-tendered as a design/build; • Columbarium concrete work to be completed; • Completion of LED conversion project; • Completion of roofing projects; • Completion of indoor pool work and reopening of pool for public use; • Recruit for Facility Supervisor & Chief Operator; • Commence fence expansion at the Parks & Cemetery yard; • Continue enhanced beautification program initiatives; 309 Page 3 / 3 Apr-Jun 2017 Activity - Parks and Facili • Implementation of updated user guidelines and safety recommendations’ signage at Skatepark & Pumptrack; • Commence maintenance and grooming responsibility for 22km of new Trans Canada Trail system; • Host NHL Event at the Community Centre; • Commence planning for parking area at Trottier park & Oak park; • Continued coordination of the Memorial Park Revitalization plan and Celebration Plaza implementation; • Joy Mausoleum in Cemetery repair to be completed; • Lake Lisgar Waterpark shutdown & end of season preventive maintenance to commence. 310 311 312 313 314 315 316 317 318 319 320 = Attendance: Jami Stephenson, Chair, Councillor Brian Stephenson, Tabitha Dalm, Heather Cnockaert, Paul Weaver, Wendy Cameron, Karen Smith, Aleksandra Webber, Community Leaders: Councillor Penny Esseltine, Paul Weaver, Staff: Jessica Coulston, Patty Phelps, Donna Wilson Regrets: Josiane DeCloet, Marianna Carson, Irene Hurley, Virginia Armstrong 1. Call to Order The meeting was called to order at 4:30 p.m. 2. Adoption of Agenda Resolution #1 Moved By: Karen Smith Seconded By: Paul Weaver THAT the Agenda as prepared for the Canada 150 Committee meeting of Monday, June 19, 2017, be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof No disclosures of pecuniary interest were declared. 4. Adoption of the Committee Minutes of Previous Meeting Resolution #2 Moved By: Heather Cnockaert Seconded By: Paul Weaver THAT the Minutes of the Canada 150 Committee meeting of May 15, 2017, be approved and that the notes for the meeting of May 29, 2017 be received as information. Carried The Corporation of the Town of Tillsonburg Canada 150 Committee Monday, June 19, 2017 4:30 p.m. Council Chambers 200 Broadway, 2nd Floor MINUTES 321 Canada 150 Committee Meeting – Agenda - 2 - 5. Update Youth Poster Contest update Heather Cnockaert and Tabitha Dalm provided an update on the poster contest. There were nine winners chosen. Only Southridge School and Glendale School participated in the contest. The winning posters are being displayed in the smaller gallery at Station Arts Centre until July 1st. Penny will check with Darlene Covey from the Mall management to see if there is a spot where all the posters could be displayed, possibly the store frontage currently used as the Turtlefest office. 6. Canada Day Event Update The schedule of events has been finalized and was provided to the committee. There have been 15 cakes ordered. The committee is requesting two volunteers from this committee to hand out cake from 5:00 p.m. to 7:00 p.m. – Jami Stephenson, Evan VanMoerker and Penny Esseltine have volunteered. 11:30 am to 12:00 – The people’s parade – there was discussion regarding the process for the flag in the parade. Jami Stephenson to contact the service club to determine if they are requesting the Canada 150 Committee members walk with the flag in the parade or if the service club will be walking the flag. Canada Day Buttons will be provided to individuals who participate in the picnic games as well as handed out at the pancake breakfast. 7. Promotional Material Update Leading up to Canada day to hand out the buttons to individuals. 8. Marketing Update Update has been put in the Tillsonburg update section in the News. Jessica Coulston to update the face book Canada 150 page. To provide Penny with any events that are happening up to Canada Day. Jami to update twitter - #TillsonburgCan150 322 Canada 150 Committee Meeting – Agenda - 3 - To have a committee member go to the final assembly at all schools to promote Canada Day. Jessica Melo and Evan VanMoerkerke have volunteered to go the assembly at the schools. Brian Stephenson to get a schedule of assemblies at the local primary schools. It was suggested that the youth T shirts be ordered and to give out at the pancake breakfast on Canada Day. 9. Harvest-fest Update Permission to use the Metro property has not been received, therefore the event will only utilize Town owned property. To look into closing part of Bridge Street for the event. Metro has stated that a food company has offered to provide all the food. The William Carson band is willing to play at the harvest fest. Still looking for a steel band and a Jamaican band, the event planning is coming together. 10. 24ft x 12ft Canada Flag Update Display of flag at Turtlefest was a problem as individuals did not respect the flag, Food was placed on the flag, people were crawling on the flag, and children standing on it. Recommend that the flag not be displayed in full and only sections be displayed for signing. It was also suggested that we have more volunteers on hand on Canada day for the signing. The flag will be signed at the breakfast and at the museum and the flag will be displayed or used as a backdrop at memorial park in the afternoon on Canada Day. 11. Seven Gables B & B Open House – no flag signing required at this point. 12. Roundtable Paul Weaver presented a suggestion for an end of the year Canada 150 concert The concert would host folk singers and chamber musicians singing period music and talking about what popular music in 1867 looked like. Tickets could be sold to cover costs. 323 Canada 150 Committee Meeting – Agenda - 4 - There was discussion regarding a light dinner and music at the Carriage Hall or to hold the event at a church such as St. Paul’s United Church, which has amazing acoustics. This could be a nice end of the Canada 150 year finale. Paul Weaver to find out more details regarding costs and venue availability. The Museum is holding Canada 150 events in December – to ensure they do not conflict with each other. The sundial is almost complete and will be ready for Canada Day unveiling. 13. Next Meeting The next meeting to be held on July 17, 2017 4:30 p.m., Council Chambers. 14. Adjournment Resolution #3 Moved By: Brian Stephenson Seconded By: Alexandra Webber THAT the June 19, 2017 Meeting of the Canada 150 Committee, be adjourned at 5:50 p.m. Carried 324 = Attendance: Jami Stephenson, Chair, Councillor Brian Stephenson, Heather Cnockaet, Aleksandra Webber, Karen Smith, Josiane DeCloet Community Leaders: Councillor Penny Esseltine, Paul Weaver, Staff: Patty Phelps, Jessica Coulston Regrets: Donna Wilson, Virginia Armstrong, Tabitha Dalm, Wendy Cameron, Irene Hurley 1. Call to Order The meeting was called to order at 4:32pm. 2. Adoption of Agenda Resolution #1 Moved By: Aleksandra Webber Seconded By: Brian Stephenson THAT the Agenda as prepared for the Canada 150 Committee meeting of Monday, July 17, 2017, be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof No disclosures of pecuniary interest were declared. 4. Adoption of the Committee Minutes of Previous Meeting Resolution #2 Moved By: Paul Weaver Seconded By: Josiane DeCloet THAT the Minutes of the Canada 150 Committee meeting of June 19, 2017, be approved. Carried The Corporation of the Town of Tillsonburg Canada 150 Committee Monday, July 17, 2017 4:30 p.m. Council Chambers 200 Broadway, 2nd Floor MINUTES 325 Canada 150 Committee Meeting – Agenda - 2 - 5. Update Youth Poster Contest Display update This was not discussed as the event has occurred and recap was discussed June 19, 2017. 6. Canada Day Event Follow-up Patty Phelps the Canada Day Committee chair provided a follow-up report on the event. The Canada Day committee felt that Canada Day was successful despite the 3:30pm storm. Celebration Plaza - 900+ and not all the event’s budget was used. Pancake breakfast – 800 people attended. Annandale House events – 1142 people attended. $5881.18 was unused by the Canada Day committee. $5112.94 will be given back to the Canada 150 committee. Porta potties were not as expensive as expected because washrooms were made available by the Fair Board. As a result it is suggested that $300.00 be donated to the Fair Board. 3 recommendations made by the Canada Day committee: 1. If there is no other event: they would like to recommend that the extra money be put in reserve for Tillsonburg 2022. 2. OR they recommend the level of funding for this year’s fireworks be the same for future years. 3. AND Patty suggests thank you letters to the Canada Day organizations that were involved. Jami will be writing the thank you letters to those organizations involved. 7. Promotional Material Update Some t-shirts and white buttons are left. Donna to provide an update of our inventory to determine what is left for use at future promo events. 8. Marketing Update Not discussed. 9. Harvest-fest Update Brian Stephenson provided a report. Event will be from 5:00-11:00pm, with bar closing at 11:00pm. Knights of Columbus are looking after the bar (beer) and proceeds will go to the Scott McLean Legacy Fund for the outdoor ice rink project at the Community Centre. They will also be getting security for the bar area. The event will be free to the migrant workers with the idea of 150 people at a time coming in. Portable washrooms have been organized. The food has been donated and bands have been coordinated. 326 Canada 150 Committee Meeting – Agenda - 3 - There is currently no caterer available, however barbeques will be made available and burger flippers are needed. Work to be done – gather information/items for an open display of old agriculture information in the Station Arts displaying who has worked on farms, with pictures, old farm details etc. Bridge Street will be closed and also using the municipal parking lot as well as the gravel area near Metro. Bands are currently $3100.00. Brian Stephenson would like to ask at the next meeting for $2000.00 from the Canada Day committee’s left over finances to support the Harvest Fest. To provide the budget for the event at the next meeting prior to a motion brought forward for funding. 10. 24ft x 12ft Canada Flag Update Not discussed. 11. 1867 Concert – Canada 150 Year End Finale Paul Weaver has had 2 meeting with the music organization. The Stratford event charges $40.00 for a light dinner and music. To determine location for the event, number of people, number of shows and if a dinner will be included. Discussion took place regarding charging 20.00 a ticket with no dinner, to allow for a more affordable event. It was determined that dinner and music is more likely to get interest. Stratford location has $1500.00 donated by TD bank to support this event. The request is that the Canada 150 committee donate that much to keep costs comparable. Current idea is Sunday evening in late November at St. Paul’s Church. Penny Esseltine will look into the availability of St. Paul’s. Its approximately 300.00 for the church rental. 12. Roundtable Brian is looking for volunteers please contact Stephen Molnar if interested. Penny Esseltine is marketing Captain Canuk at the Comacon this weekend. Patty Phelps will be opening a 150 years of bridal fashion at the museum this month. 13. Next Meeting Paul Weaver and Brian Stephenson to submit their event’s budgets to Donna next week. Next meeting will be Tuesday August 8th 4:30pm. 14. Adjournment Resolution #3 Moved By: Jami Stephenson Seconded By: Heather Cnockaet THAT the July 17, 2017 Meeting of the Canada 150 Committee, be adjourned at 5:50p.m. Carried 327 = ATTENDANCE Jami Stephenson, Chair, Heather Benton, Erin Getty, Josianne DeCloet, Brian Stephenson MEMBERS ABSENT/REGRETS Patty Phelps, Vern Fleming, Terry Fleming 1. Call to Order The meeting was called to order at 5:05 p.m. 2. Adoption of Agenda Moved By: Erin Getty Seconded By: Jami Stephenson Resolution #1 THAT the Agenda as prepared for the Cultural Advisory Committee meeting of Wednesday, July 5, 2017, be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof: Jami Stephenson 4. Adoption of Minutes of Previous Meeting – June 7, 2017 Moved By: Josianne Decloet Seconded By: Jami Stephenson Resolution #2 THAT the Minutes of the Cultural Advisory Committee Meeting of June 7, 2017 be approved. Carried 5. Delegations and Presentations - None The Corporation of the Town of Tillsonburg CULTURAL ADVISORY COMMITTEE July 5, 2017 5:00 p.m. Annex Room 200 Broadway, Tillsonburg ON MINUTES 328 Cultural Advisory Committee Minutes, July 5, 2017 - 2 - 6. General Business & Reports – None 7. Correspondence Grant Application from the Tillsonburg Fair Committee Moved By: Josianne De Cloet Seconded By: Erin Getty Resolution #3 THAT the Cultural Advisory Board grant the requested $2500 to be used towards acquiring Captain Canuck for the 2017 fair. Carried 8. Other Business The committee had a round table discussion of upcoming events. Brian Stephenson discussed the upcoming Harvest Fest which will be taking place on August 25, 2017, as part of a Canada 150 initiative with help from the Knights of Columbus. 9. Next Meeting The next meeting of the Cultural Advisory Committee will be on Wednesday, August 2, 2017. 10.Adjournment Moved By: Josianne DeCloet Seconded By: Brian Stephenson Resolution #4 THAT the Cultural Advisory Committee Meeting of July 5, 2017 be adjourned at 5:25 p.m. Carried 329 The corporation of the Town of Tillsonburg Cultural Advisory Committee August 2nd 2017 Time 5:00pm Meeting Room Annex 200 Broadway St. Tillsonburg ON Minutes ATTENDANCE Brian Stephenson, Heather Benton,Vern Fleming, Terry Fleming MEMBERS ABSENT/REGRETS Jami Stephenson, Patty Phelps ,Erin Getty, Josianne DeCloet 1. Call to Order The meeting was called to order at 5 :00 pm 2. Adoption of Agenda moved by : Brian Stephenson and seconded by : Terry Fleming Resolution #_1 THAT the Agenda as prepared for the cultural advisory committee meeting of Wednesday August 2nd 2017 , be adopted Disclosures of Pecuniary Interest and the General Nature Thereof : none Adoption of Minutes of Previous Meeting moved by : Brian Stephenson and seconded by Terry Fleming 3.Minutes of the July 5th 2017meeting Resolution #_2 THAT the Minutes of the Cultural Advisory Committee Meeting of July 5th, 2017 be approved. 330 Cultural Advisory Committee Meeting Minutes Wednesday, August 2nd , 2017 5. Delegations and Presentations- none 6. General Business & Reports 7. Correspondence 1. Grant application from Harvestfest Committee 2. Resolution#3. THAT the Cultural Advisory Committee approve the Grant request from the Harvestfest Committee for the request amount. 3. Grant Application from Santa Claus Parade Committee 4. Resolution #4 THAT the Cultural Advisory Committee approve the grant request from the Santa Claus Parade Committee for the requested amount. 8. Other Business 1. Round table discussion of upcoming events 9. Closed Session 10. Next Meeting The next meeting of the Cultural advisory Committee will be on Wednesday September 6 th ,2017 11. Adjournment moved by :Brian Stephenson and Seconded by :Vern Fleming Resolution #5 THAT the Cultural Advisory Committee Meeting of August 2nd 2017 be adjourned at 5:30pm 331 = ATTENDANCE Shane Curtis John Prno Mike Dean John Bamford Jim Hayes Gord Roesch Staff: Jeff Smith, Fire Chief Becky Turrill, Secretary MEMBERS ABSENT/REGRETS Stephen Molnar Mel Getty 1. Call to Order The meeting was called to order at 7:08p.m. 2. Adoption of Agenda Moved By: John Prno Seconded By: Gord Roesch Resolution #1 THAT the agenda for the June 13, 2017 meeting as amended be approved. CARRIED 3. Disclosures of Pecuniary Interest and the General Nature Thereof - None 4. Adoption of Minutes of Previous Meeting Moved By: Mike Dean Seconded By: John Bamford Resolution #2 The Corporation of the Town of Tillsonburg FIRE STRAT PLANNING COMMITTEE June 13, 2017 7:00 p.m. Fire Station Training Room 80 Concession Street East MINUTES 332 Fire Services Strategic Planning Committee Meeting Minutes - 2 - THAT the minutes of the April 11, 2017 meeting be adopted. CARRIED 5. General Business & Reports 5.1. Hazard Risk Assessment 5.1.1. All committee members to review – Group to bring any additions to the list on page 9 to the next meeting 5.2. Round Table 5.2.1. John Prno to call EMS Re: delay calls/Tier response 6. Next Meeting The next meeting of the Fire Services Strategic Planning Committee will be on July 11, 2017 at 7:00pm. 7. Adjournment Moved By: Jim Hayes Seconded By: John Bamford Resolution #3 THAT the Fire Services Strategic Planning Committee meeting of June 13, 2017 be adjourned at 8:20p.m. CARRIED 333 = ATTENDANCE Members Present: Mel Getty: Co-Chair, Mike Cerna: Co-Chair, Sue Saelens (Lions Club), Peter Luciani (Dog Park), Ken Patterson (Rotary), John Glass (Lake Lisgar), Scott McKenzie (Lions Club), Rosemary Dean (Fair), Terry Smith (Pumptrack), Jane Ann McLean (outdoor rink), Rick Cox: Staff, Margaret Puhr: Secretary (Event Organizers) Guests: Chrissy Rosehart, Councillor, Tracy Anderson, Fair MEMBERS ABSENT/REGRETS Shane Curtis, Lance McKenzie, Derek Partlo, Dave Martin, Cedric Tomico 1. Call to Order The meeting was called to order at 5:30pm, by Co-chair Mel Getty. 2. Adoption of Agenda Moved By: Ken Patterson Seconded By: Margaret Puhr Resolution #1_ THAT the as prepared for the Memorial Park Revitalization Committee meeting of June 19, 2017, be adopted. Carried. 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of May 15, 2017 Moved By: Terry Smith Seconded By: Mike Cerna Resolution #2_ The Corporation of the Town of Tillsonburg Memorial Park Revitalization Committee June 19, 2017 5:30pm Marwood Lounge 45 Hardy Ave. MINUTES 334 Memorial Park Revitalization Committee Meeting Minutes, May 15, 2017 - 2 - THAT the Minutes of the Memorial Park Revitalization Committee Meeting of May 15, 2017 be approved as amended. Carried. 5. General Business & Reports 5.1. Staff update: Celebration Plaza – some dirt was moved, the concrete will be poured this week. Trenching for electricity and the platform are anticipated to be ready for Canada Day. The sundial base was formed and poured, Marwood came to calibrate the sundial. Asphalt for path Sanders – lake bridge should be completed by July 1. There were some delays with building permit, the contractor is working to accommodate our timelines. The new grass was somewhat damaged over Turtlefest. 5.2. Lisgar Ave parking: there has been some discussion about fencing around the diamonds and pump track as well as access points to the park. Gates were considered at Lisgar and Hardy for people parking along Lisgar. Should there be any parking along Lisgar Ave? discussion: Councillor Rosehart – the safety of people opening doors and getting their kids out of cars, doors opening onto the street makes parking there dangerous. We should make this area safe for everyone. Development of shopping plaza will bring more traffic to the area. Mel Getty – would like input from Ball users group. There should be some access to diamonds to drop off equipment. Maybe add flashing lights? Rick Cox – the Lisgar parking was not included in the original master plan or subsequently. Should continue discussion when Ball users reps present. Terry Smith – noticed people parking along Lisgar, but not at skate park parking lot. Mike Cerna – perhaps change speed limit around the area, or change the parking by- law. 5.3. Rotary Club update: the club will be expediting decision on swing, as the current set needs to come out for safety reasons. Will advise at next meeting. 5.4. Fair Board: made $935.00 profit at Turtlefest. 5.5. Ball Association: no updates. 5.6. Pumptrack: potholes were filled. Noticed some toddlers playing on the track, very hazardous to both users and the children. Signage will be installed soon. 5.7. Lions Club – the club had food both at Turtlefest. Still haven’t heard from Lions International, hope the money will be awarded – the organization questioned the choice of playground over other ideas, the club chose this as Tillsonburg does not have 335 Memorial Park Revitalization Committee Meeting Minutes, May 15, 2017 - 3 - accessible playground. Also waiting for AGCO to approve use of lottery funds for the project. 5.8. Outdoor Rink –presentation to council went well, Rick Cox is preparing a report for the council. Working on visual design, hope to have a booth at the NHL event. There will also be fundraising for the project and recognition of donors. 5.9. Dog Park – had a booth at Turtlefest to inform people about the upcoming park and trying to get more involvement. The dog park now has a FB page – Tillsonburg DOG and email address. 20-25 people indicated they would volunteer in some capacity. Public engagement letter to the neighbourhood received no responses, intend to proceed with the project. Still working on procurement of the fence installation. Handout from Turtlefest included. 5.10. Ball Diamond repositioning – no updates. 6. Round Table - Signage at the park – to present more information at next meeting. - If there are reports from members, please forward to secretary so they can be attached to agenda 7. Next Meeting The next meeting of the Memorial Park Revitalization Committee will be on Monday July 24, 2017 at 5:30pm. 8. Adjournment Moved By: Rosemary Dean Seconded By: Ken Patterson Resolution #4 THAT the Memorial Park Revitalization Committee Meeting of June 19, 2017 be adjourned at 6:21pm. Carried. 336 = Attendance: Chair Matt Scholtz John Armstrong Sam Lamb Councillor Brian Stephenson Mary Anne VanGeertruyde Lana White Regrets: Mayor Molnar 1. Call to Order The meeting was called to order at 2:37pm. 2. Adoption of Agenda Resolution Moved by: J.Armstrong Seconded by: M.VanGeertruyde THAT the Agenda as prepared for the Special Awards Committee meeting of June 6, 2017, be adopted. Carried 3. Disclosure of Pecuniary Interest None 4. Approval of Previous Minutes Resolution Moved by: S.Lamb Seconded by: J.Armstrong THAT the Special Awards Committee Minutes dated May 2, 2017 be approved. The Corporation of the Town of Tillsonburg SPECIAL AWARDS COMMITTEE Tuesday, June 6, 2017 2:30pm Annex Board Room 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES 337 Special Awards Committee Minutes - June 6, 2017 - 2 - Carried 5. Pending Business from Previous Meetings i) Favourite Son/Daughter Recognition (to be an agenda item each meeting) Hard copy of the potential site, concept of the legacy park – Deferred to the next meeting 6. General Business and Reports 6.1. Volunteer Achievement Awards – List of Recipients, updated June 2017 The current list was reviewed, and some corrections were noted. L.White to amend the list as discussed, date it, and circulate with the next Agenda package. 6.2. Volunteer Achievement Awards Nominations were circulated and reviewed at the meeting. Resolution Moved by: M.VanGeertruyde Seconded by: THAT Carol DeDecker and Cathy Palmer be selected as the recipients of a Volunteer Achievement Award, to be presented at the July 10, 2017 Council Meeting. Carried Resolution Moved by: B.Stephenson Seconded by: M.VanGeertruyde THAT Ken and Wendy Price be selected as the recipients of a Volunteer Achievement Award, to be presented at the *August 14, 2017 Council Meeting. Carried *Note – Council Meeting re-scheduled to August 21 Resolution Moved by: B.Stephenson Seconded by: J.Armstrong 338 Special Awards Committee Minutes - June 6, 2017 - 3 - THAT Ann Stancek be selected as the recipient of a Volunteer Achievement Award, to be presented at the September 25, 2017 Council Meeting. Carried L.White was asked to follow-up to see why pictures of Award recipients don’t always appear in the paper. The Committee would like to see this happen on a consistent basis. Nomination Form for Volunteer Achievement Awards to be updated with a space for the date of nomination, and with the new branding/logo. 7. Other Business 8. Round Table Tentative event/date – Harvestfest, August 25, 2017. This is a thank you to migrant workers, part of the Canada 150 celebrations. 9. Next Meeting - Tuesday, September 5, 2017 J.Armstrong noted his regrets for the September meeting. 10. Adjournment Resolution Moved by: M.VanGeetruyde Seconded by: S.Lamb THAT the June 6, 2017 Special Awards Committee meeting be adjourned at 3:24 pm. Carried 339 340 341 342 343 344 345 346 347 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4123 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 Section 8.6.13 to By-Law Number 3295, as amended, is hereby further amended by deleting section 8.6.13 and replacing it with the following: “8.6.13 LOCATION: EAST SIDE OF DENRICH AVENUE, NORTH OF DEREHAM DRIVE– ANDREWS CROSSING (PARTS 1-4 OF 41R-9418, PART OF BLOCK A, PLAN 1082, PART LOT 7 CONCESSION 12 (DEREHAM) R3-13 (KEY MAP 22) 8.6.13.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any R3-13 zone use any lot, or erect, alter, or use any building or structure for any purpose except the following: all uses permitted in Table 8.1. 8.6.13.2 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any R3-13 Zone shall use any lot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 8.6.13.2.1 LOT AREA Minimum 200 m2 (2,152 ft2) for an interior unit 260 m2 (2,798 ft2) for an end unit 8.6.13.2.2 LOT FRONTAGE Minimum 6.8 m (22.3 ft) for an interior unit 8.7 m (28.5 ft) for an end unit 8.6.13.2.3 INTERIOR SIDE YARD WIDTH Minimum 1.2 m (3.9 ft) 8.6.13.2.4 LOT COVERAGE Maximum 50 % 8.6.13.2.5 REAR YARD DEPTH Minimum 6.0 m (19.69 ft) 348 The Corporation of the Town of Tillsonburg By-law Number 4123 Page 2 8.6.13.2.6 PERMITTED PROJECTIONS & ENCROACHMENTS FOR COVERED DECKS, PATIOS & PORCHES Notwithstanding Table 5.37.1- Permitted Projections into Required Yards, covered decks, patios and porches within any R3-13 Zone may project 3.0 m (9.8 ft) into any required rear yard. In no circumstance shall the minimum setback between the projection and rear lot line be less than 3.0 m (9.8 ft). 8.6.13.3 That all of the provisions of the R3 Zone in Section 8.2 of this By-Law, as amended, shall apply and further, that all other provisions of this By-Law, as amended, that are consistent with the provisions herein shall continue to apply mutatis mutandis.” 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 21st day of August, 2017. READ a third time and finally passed this 21st day of August, 2017. Mayor Clerk 349 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4124 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 ‘SC’ the zone symbols of the lands so designated ‘SC’ 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 21st day of August, 2017. READ a third time and finally passed this 21st day of August, 2017. Mayor Clerk 350 N20°22'20"E 57.14P A R T 14 1 R - 7 5 0 0 N69°33'00"W 158.80 L O T 2 8L O T 2 7 L O T2 5 L O T 4 6 R E G I S T R A R ' S C O M P I L E D P L A N 1 6 5 3 N69°33'00"W 157.98 NE ANGLELOT 46,RCP 1653 N20°22'20"E2.38 A=2.51R=571.16 C A N A D I A N P A C I FIC R A IL WA Y SCHEDULE "A" PART OF LOT 25, REGISTRAR'S COMPILED PLAN 1653TOWN OF TILLSONBURG AREA OF ZONE CHANGE TO SC NOTE: ALL DIMENSIONS IN METRES THIS IS SCHEDULE "A" MAYOR CLERK TO BY-LAW No. ________________, PASSED THE __________ DAY OF ____________, 2017 TO BY-LAW No.© 10 0 10 20 305 METRES 4124 4124 21st AUGUST 351 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4126 BEING A BY-LAW to amend By-Law 3896, being a by-law to define Municipal Trust Funds and to appoint Trustees to those Trusts established by The Corporation of the Town of Tillsonburg. WHEREAS it is deemed necessary and expedient to amend By-Law 3896; NOW THEREFORE the Council of The Corporation of the Town of Tillsonburg enacts as follows: 1. THAT Schedule A of By-Law 3896 – Trust & Appointments, be amended as attached hereto. 2. THAT these amendments to By-Law 3896 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 21st DAY of August, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 21st DAY of August, 2017. ________________________________ MAYOR – Stephen Molnar ________________________________ TOWN CLERK – Donna Wilson 352 SCHEDULE A - TRUST & APPOINTMENTS TRUST NAME: ANNANDALE HOUSE TRUST PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Robert Marsden Dianne MacKeigan TERM OF APPOINTMENT: Four Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for the restoration, refurbishment, development and promotion of Annandale House. Donations received herein shall be deposited into this trust account and may be invested in such securities as a trustee may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the restoration and development of Annandale House. ______________________________________________________________________ TRUST NAME: Cemetery Maintenance Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Robert Marsden Dianne MacKeigan TERM OF APPOINTMENT: Four Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for the general maintenance and upkeep of Tillsonburg Cemeteries. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the general maintenance and care of the grounds of the Tillsonburg Cemetery. ______________________________________________________________________ 353 TRUST NAME: Cemetery Trust (Perpetual Care) PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Robert Marsden Dianne MacKeigan TERM OF APPOINTMENT: Four Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for the perpetual care of Tillsonburg Cemeteries. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the continuous, everlasting care of Tillsonburg Cemeteries. ______________________________________________________________________ TRUST NAME: Community Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Robert Marsden Mel Getty TERM OF APPOINTMENT: Four Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for community designated purposes. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on community purposes such as heritage designations, disaster relief, fire safety, parades, festivals, theatre and so on. ______________________________________________________________________ 354 TRUST NAME: Parkland Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Virginia Armstrong Mel Getty TERM OF APPOINTMENT: Four Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for parkland purposes. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the care and maintenance of Tillsonburg parklands to ensure a high standard and the continued beautification of Tillsonburg parks. ______________________________________________________________________ TRUST NAME: Scholarship Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Larry Scanlan David Palmer TERM OF APPOINTMENT: Four Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for scholarship awards. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds to focus on choosing a suitable recipient of a scholarship. ______________________________________________________________________ 355 TRUST NAME: J. L. Scott McLean Legacy Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Jane Ann McLean Walter Kleer TERM OF APPOINTMENT: Four Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for the construction of the Outdoor Recreation Pad. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds to focus on the construction of a new outdoor refrigerated ice pad/basketball court facility in Memorial Park, the refrigeration of the facility and improvements to the facility. 356 357 358 359 360 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4130 BEING A BY-LAW to enter into a Storm Drainage Channel Outlet Agreement with The Corporation of the County of Oxford. WHEREAS The Town of Tillsonburg deems it necessary and expedient to enter into an agreement with The Corporation of the County of Oxford; NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSONBURG ENACTS AS FOLLOWS: 1. THAT the Agreement attached hereto as Schedule A and forming part of this by-law between The Corporation of the Town of Tillsonburg and The Corporation of the County of Oxford is hereby approved; 2. THAT the Mayor and Town Clerk be and 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 full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 21st DAY of August, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 21st DAY of August, 2017. ________________________________ MAYOR – Stephen Molnar ________________________________ TOWN CLERK – Donna Wilson 361 Storm Drainage Channel Outlet Agreement This Agreement made this _________ day of 2017. B E T W E E N: The Corporation of the Town of Tillsonburg (the “Town”) -and- County of Oxford (the “County”) WHEREAS the County is the owner of property described as PT LT 72 PL 500, PTS 1, 2 & 3, 41R9421; TOWN OF TILLSONBURG, PIN 00027-0957(LT), (the “County Lands”); AND WHEREAS the County Lands are situated between County Road 20 and the former rail lands of the former Canada Southern Railway; AND WHEREAS the Town and the County wish to construct a storm drainage channel and outlet within Part 1, 41R9421 (the “Project”) to facilitate a stormwater outlet for Oxford County Road 20 and improve drainage of other areas within the Town generally north of Oxford County Road 20 between Broadway Street and Cranberry Road; AND WHEREAS the Town and the County wish to establish the ownership, construction, maintenance and cost sharing arrangement for the Project; NOW THEREFORE in consideration of the premises and mutual covenants herein contained and of other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged by each party, the parties hereto do hereby covenant and agree as follows:: 1. The County agrees to transfer to the Town Part 1, 41R9421 (the “Property”) free and clear of all encumbrances save and accept for easements or rights-of-way registered on title or as may be mutually agreed upon by the parties. 2. The completion of the transfer noted in paragraph 1 above shall take place sixty days from the completion of the construction of the Project, or such other date as mutually agreed upon (the “Completion Date”) at which time possession of the Property in "as is, where is" condition shall be given to the Town other than as provided in this Agreement. 3. For greater certainty, Parts 2 and 3, 41R9421 shall remain in the ownership of the County for its own purposes including future right-of-way and sewage pumping station. 4. In this Agreement, Capital Cost shall mean all costs to develop and construct the Project, including but not limited to, design, permits, construction, contract administration, land purchase, resolution of additional work, change orders, claims, liens, and legal costs. 362 5. The parties agree the estimated Capital Cost of the Project is $605,269. The cost sharing arrangement between the parties shall be the actual Capital Cost of the Project. 6. The parties agree to share the actual Capital Cost of the Project as follows: County Contribution: 5.3%, estimated to be $32,079 Town Contribution: 38.0%, estimated to be $230,002 Future Development Contribution: 56.7%, estimated to be $343,188 7. The County agrees to finance the Town’s Contribution of the Capital Costs subject to repayment in semi-annual instalments of combined principal and interest, amortized over five (5) years at an interest rate to be determined in accordance with Section 6.0 of the County’s Debt Management Policy No. 6.19, which prescribes the interest rate calculation that will apply to internal borrowings. The term of the loan will commence upon final billing of the works by the County and may be paid in advance of the five (5) year maturity date at the request of the Town. 8. The County agrees to fund the Future Development Contribution of the Capital Costs that relate to future development and the Town agrees to collect the Future Development Contribution costs at the time of subdivision agreement(s) approval or building permits are issued, whichever comes first. 9. The Town shall be responsible for all future operation and maintenance cost of the Project subsequent to the Completion Date. 10. The Town covenants and agrees to direct Town staff to work with the County to review and approve the final drawings for construction. 11. The County covenants and agrees to produce final drawings and specifications and to review these with the Town to the Town’s satisfaction in advance of tendering. 12. The County and the Town covenant and agree: 12.1. to indemnify and hold harmless each other, and their respective officers, directors, agents, employees and Councillors from and against any and all claims, damages, losses, expenses or other proceedings by whomsoever made, directly or indirectly arising out of this Agreement; and 12.2. to obtain and keep in force, at its own expense, during the term of this Agreement, general liability insurance on an occurrence basis for third party bodily injury, personal injury and property damage to an inclusive limit of not less than $5 million per occurrence, written by an insurer licensed to conduct business in the Province of Ontario, and including the following: 12.2.1. naming the other party as additional insured with respect to liabilities arising in connection with this Agreement; 12.2.2. cross liability and severability of interest clauses; and 12.2.3. contractual liability, both oral and written. 13. The term of this Agreement shall survive until all Capital Costs associated with the Project that are the subject of this Agreement are fully matured and paid to the County. 363 14. All terms, covenants and warranties within this Agreement shall survive closing of the transfer contemplated in paragraphs 1, 2, and 3 above. 15. In the case where one or more of the covenants, terms and provisions contained in this Agreement shall be held invalid, illegal or unenforceable in any regard, the validity of the remaining covenants, terms and provisions contained herein shall in no way be affected, prejudiced or disturbed and the remaining covenants, terms and provisions shall remain in full force and effect. IN WITNESS WHEREOF the parties have executed this Agreement. THE CORPORATION OF THE TOWN OF TILLSONBURG _________________________ Stephen Molnar Mayor _________________________ Donna Wilson Clerk COUNTY OF OXFORD _________________________ Peter M. Crockett. P.Eng. Chief Administrative Officer 364 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4131 BEING A BY-LAW to enter into a Transfer Payment Agreement with Her Majesty the Queen in right of Ontario as represented by the Minister of Infrastructure. WHEREAS the Government of Ontario has established the Clean Water and Wastewater Fund (the “CWWF”) to provide funding for CWWF projects to improve water, wastewater, and storm water systems across Canada. WHEREAS The Town of Tillsonburg deems it necessary and expedient to enter into a an Agreement with Her Majesty the Queen in right of Ontario as represented by the Minister of Infrastructure for the purposes of the Clean Water and Wastewater Fund (CWWF); NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSONBURG ENACTS AS FOLLOWS: 1. THAT the Transfer Payment Agreement attached hereto as Schedule A and forming part of this by-law between The Corporation of the Town of Tillsonburg and Her Majesty the Queen in right of Ontario as represented by the Minister of Infrastructure is hereby approved; 2. THAT the Mayor and Town Clerk be and 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 full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 21st DAY of August, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 21st DAY of August, 2017. ________________________________ MAYOR – Stephen Molnar ________________________________ TOWN CLERK – Donna Wilson 365 366 367 368 369 370 371 372 373 374 375 376 377 378 379 380 381 382 383 384 385 386 387 388 389 390 391 392 393 394 395 396 397 398 399 400 401 402 403 404 405 406 407 408 409 410 411 412 413 414 415 416 417 418 419 420 421 422 423 424 425 426 427 428 429 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4132 BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 21st day of August, 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 August 21, 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 21st DAY of August, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 21st DAY of August, 2017. ________________________________ MAYOR – Stephen Molnar ________________________________ TOWN CLERK – Donna Wilson 430