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170925 Council AGD Packet
Table of Contents Agenda 3 Minutes of the Council Meeting of September 11, 2017 170911 Council Minutes 10 Application for Zone Change - ZN 7-17-10 - 2412374 Ontario Limited, 3 John Pound Road Application ZN 7-17-10 22 ZN 7-17-10 Report 26 Report Attachments 35 Application for Consent - B17-30-7 - 2228166 Ontario Inc, 15 Harvest Lane B17-30-7 Report 46 Report Attachments 52 Application B17-30-7 56 CP 2017-262, Deeming By-Law- Broadway Estates Subdivision Deeming ByLaw Report 61 Report Attachments 65 LPRCA Correspondence requesting support for the National Disaster Mitigation Funding Program 2017 NDMP App - municipal support 68 Tillsonburg Police Services Board - Emergency Shelter Stand- Alone Generator PSB 71 Tillsonburg & Area Optimist Club - 2017 Santa Claus Parade Optimist Club 73 Ontario Honours and Awards Secretariat - June Callwood Outstanding Achievement Award for Voluntarism June Callwood Award 74 CL 17-19 - Internet/telephone Voting Contract CL 17-19 Internet & Telephone Voting Vendor 75 2018 MUNICIPAL VOTING CONTRACT - Tillsonburg DRAFT 78 CL 17-08 Internet & Telephone Voting Vendor 91 DCS 17-30 - Funding Application to the Rural Economic Development Program Report DCS 17-30 94 FIN 17- 29 - Customer Service Delivery Model Update CUSTOMER SERVICE DELIVERY MODEL UPDATE 99 CUSTOMER SERVICE DELIVERY MODEL OUTLINE 101 Committee Minutes 170620 Parks and Rec MIN 102 170724 Memorial Park MIN 105 170905 Canada 150 MIN 108 170907 HBC Committee MIN 111 1 Long Point Region Conservation Authority Board of Directors Minutes dated August 2, 2017 170802 LPRCA MIN 113 By-Law 4137, To Deem Lots 68-73 of 41M-218, Not to be Within a Registered Plan of Subdivision By-Law 4137 Text 119 Schedule A 120 By-Law 4138, To Amend Zoning By-Law 3295 (ZN 7-17-10) By-Law 4138 Text 121 Schedule A 123 Explanatory Note 124 Key Map 125 By-Law 4139, To Appoint Lana White as a Deputy Clerk By-Law 4139 Deputy Clerk - Lana White 126 By-Law 4140, To Confirm the Proceedings of the Council Meeting of September 25, 2017. By-law 4140 Confirm Sept 25.17 127 2 = 1. Call to Order 2. Closed Session Proposed Resolution #1 Moved By: Seconded By: THAT Council move into Closed Session to consider: 1. labour relations or employee negotiations (labour relations); and 2. a proposed or pending acquisition or disposition of land by the municipality or local board (Training Centre). 3. Adoption of Agenda Proposed Resolution #2 Moved By: Seconded By: THAT the Agenda as prepared for the Council meeting of Monday, September 25, 2017, be adopted. 4. Moment of Silence 5. Disclosures of Pecuniary Interest and the General Nature Thereof 6. Adoption of Council Minutes of Previous Meeting 6.1. Minutes of the Meeting of September 11, 2017 170911 Council Minutes Proposed Resolution #3 The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, September 25, 2017 6:00 PM Council Chambers 200 Broadway, 2nd Floor AGENDA 3 Council Meeting – Agenda - 2 - Moved By: Seconded By: THAT the Minutes of the Council Meeting of September 11, 2017, be approved. 7. Delegations and Presentations 7.1. Volunteer Achievement Award Presentation to Anne Stancek Presented by: Councillor Stephenson 8. Committee Reports & Presentations 9. Public Meetings 9.1. Application for Zone Change - ZN 7-17-10 - 2412374 Ontario Limited, 3 John Pound Road Application ZN 7-17-10 ZN 7-17-10 Report Report Attachments Proposed Resolution #4 Moved By: Seconded By: THAT Tillsonburg Town Council approves the Zone Change Application submitted by 2412374 Ontario Limited, whereby the lands described as Part Lots 1463 & 1464, Plan 500, Part 2 of Reference Plan 41R-7261, known municipally as 3 John Pound Road, are to be rezoned from ‘Special Low Density Residential Type 3 Zone (R3-6)’ to ‘Special Medium Density Zone (RM-4)’ to facilitate the development of a four storey apartment building consisting of 33 apartment dwelling units. 10. Planning Applications 10.1. Application for Consent - B17-30-7 - 2228166 Ontario Inc, 15 Harvest Lane B17-30-7 Report Report Attachments Application B17-30-7 Proposed Resolution #5 Moved By: Seconded By: THAT Tillsonburg Town Council advise the Land Division Committee that Council supports the proposal to sever the subject lands described as Part Lot 24, Plan 1653, 4 Council Meeting – Agenda - 3 - subject to the condition that the Clerk of the Town of Tillsonburg advise the Secretary- Treasurer of the Land Division Committee that all requirements of the Town, financial and otherwise, have been complied with. 10.2. CP 2017-262, Deeming By-Law- Broadway Estates Subdivision Deeming ByLaw Report Report Attachments Proposed Resolution #6 Moved By: Seconded By: THAT Tillsonburg Town Council approves the deeming by-law request submitted by Broadway Estates Inc., whereby the lands described as Lots 68-73 (inclusive) of Registered Plan 41M-218, Town of Tillsonburg, are to be deemed not to be within a registered plan of subdivision to ensure that they merge with the adjacent residential lots in identical ownership to satisfy an obligation arising from an existing subdivision agreement. 11. Information Items 11.1. LPRCA Correspondence requesting support for the National Disaster Mitigation Funding Program 2017 NDMP App - municipal support Proposed Resolution #7 Moved By: Seconded By: THAT Council receives the correspondence dated September 15, 2017 from the LPRCA; AND THAT Council supports the application by the Long Point Region Conservation Authority for National Disaster Mitigation Program Funding. 11.2. Tillsonburg Police Services Board - Emergency Shelter Stand-Alone Generator PSB Proposed Resolution #8 Moved By: Seconded By: 5 Council Meeting – Agenda - 4 - THAT Council receives the correspondence dated September 18, 2017 from the Tillsonburg Police Services Board, regarding an Emergency Shelter Stand-Alone Generator, as information. 11.3. Tillsonburg & Area Optimist Club - 2017 Santa Claus Parade Optimist Club Proposed Resolution #9 Moved By: Seconded By: THAT Council receives the correspondence dated September 18, 2017 from the Tillsonburg & Area Optimist Club, regarding the 2017 Santa Claus Parade scheduled for November 18, as information. 11.4. Ontario Honours and Awards Secretariat - June Callwood Outstanding Achievement Award for Voluntarism June Callwood Award Proposed Resolution #10 Moved By: Seconded By: THAT Council receives the correspondence from the Ontario Honours and Awards Secretariat, regarding the June Callwood Outstanding Achievement Award for Voluntarism, as information. 12. Mayor 13. Quarterly Reports 14. Reports from Departments 14.1. Chief Administrative Officer 14.2. Clerk’s Office 14.2.1. CL 17-19 - Internet/telephone Voting Contract CL 17-19 Internet & Telephone Voting Vendor 2018 MUNICIPAL VOTING CONTRACT - Tillsonburg DRAFT CL 17-08 Internet & Telephone Voting Vendor Proposed Resolution #11 6 Council Meeting – Agenda - 5 - Moved By: Seconded By: THAT Council receives Report CL 17-19 Internet/telephone Voting Contract; AND THAT the Mayor and Clerk be and are hereby authorized to execute the Contract between InteliVote Systems Inc. and the Corporation of the Town of Tillsonburg. 14.3. Development and Communication Services 14.3.1. DCS 17-30 - Funding Application to the Rural Economic Development Program Report DCS 17-30 Proposed Resolution #12 Moved By: Seconded By: THAT Council receives Report DCS 17-30, Funding Application to the Rural Economic Development Program; AND THAT staff be authorized to submit an application to the Ontario Rural Economic Development Program as detailed in this report. 14.4. Finance 14.4.1. FIN 17- 29 - Customer Service Delivery Model Update CUSTOMER SERVICE DELIVERY MODEL UPDATE CUSTOMER SERVICE DELIVERY MODEL OUTLINE Proposed Resolution #13 Moved By: Seconded By: THAT Council receives Report FIN 17- 29, Customer Service Delivery Model Update, as information. 14.5. Fire and Emergency Services 14.6. Operations 14.7. Recreation, Culture & Park Services 7 Council Meeting – Agenda - 6 - 15. Unfinished Business 16. Staff Information Reports 17. Committee Minutes & Reports 17.1. Committee Minutes 170620 Parks and Rec MIN 170724 Memorial Park MIN 170905 Canada 150 MIN 170907 HBC Committee MIN Proposed Resolution #14 Moved By: Seconded By: THAT Council receives the Minutes of the Parks and Rec Committee dated June 20, 2017; the Memorial Park Revitalization Committee dated July 24, 2017; the Canada 150 Committee dated September 5, 2017; and the Heritage, Beautification & Cemetery Advisory Committee dated September 7, 2017, as information. 17.2. Physician Recruitment and Retention Committee - Verbal Update by Chair 17.3. Long Point Region Conservation Authority Board of Directors Minutes dated August 2, 2017 170802 LPRCA MIN Proposed Resolution #15 Moved By: Seconded By: THAT Council receives the Minutes of the Long Point Region Conservation Authority dated August 2, 2017, as information. 18. Notice of Motions 19. Resolutions 20. Resolutions Resulting from Closed Session 8 Council Meeting – Agenda - 7 - 21. By-Laws By-Laws from the Meeting of Monday, September 25, 2017 Proposed Resolution #16 Moved By: Seconded By: 21.1. THAT By-Law 4137, To Deem Lots 68-73 of 41M-218, Not to be Within a Registered Plan of Subdivision Schedule A; By-Law 4138, To Amend Zoning By-Law 3295 (ZN 7-17-10) Schedule A Explanatory Note Key Map; and By-Law 4139, To Appoint Lana White as Deputy Clerk 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 #17 Moved By: Seconded By: 21.2. THAT By-Law 4140, To Confirm the Proceedings of the Council Meeting of September 25, 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 23. Adjournment Proposed Resolution #18 Moved By: Seconded By: THAT the Council Meeting of Monday, September 25, 2017 be adjourned at _____ p.m. 9 = 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 Lana White, Corporate Executive Assistant 1. Call to Order The meeting was called to order at 6:00pm. 2. Closed Session Resolution #1 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council move into Closed Session to consider: 1. personal matters about an identifiable individual, including municipal or local board employees (CAO Performance Appraisal). Carried 3. Adoption of Agenda Resolution #2 The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, September 11, 2017 6:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES 10 Council Meeting – Agenda - 2 - Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT the Agenda as prepared for the Council meeting of Monday, September 11, 2017, be adopted. Carried 4. Moment of Silence 5. Disclosures of Pecuniary Interest and the General Nature Thereof 6. Adoption of Council Minutes of Previous Meeting 6.1. Minutes of the Meeting of August 21, 2017 170821 Council MIN Resolution #3 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT the Minutes of the Council Meeting of August 21, 2017, be approved. Carried 7. Delegations and Presentations 7.1. Volunteer Achievement Award to Carol DeDecker and Cathy Palmer Presented by: Mayor Molnar and Councillor Stephenson 7.2. Annandale Ball Diamonds Presentation By: Chris Parker, President, Men’s Slo-Pitch League Delegation Request - Chris Parker Chris Parker, President of the Tillsonburg Men’s Slo-Pitch League appeared before Council. League history and information were provided as background, followed by concerns the league has in regards to various issues experienced throughout the 2017 slo-pitch season. A powerpoint presentation was distributed to Council and the Senior Leadership Team, as attached herein. 11 Council Meeting – Agenda - 3 - Mr. Parker noted that the League is willing to donate $5000 towards ball diamond improvements over the next 5 years. The Director of Recreation, Culture & Parks provided additional information regarding the process to determine diamond allocation, training of Town staff for diamond maintenance/grooming, safety issues in regards to Diamond 3, long-term plans, etc. Further communication between the League and Town staff was encouraged. Mr. Parker confirmed that the League would be pleased to participate in discussions. Resolution #4 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receives the presentation regarding the Annandale Ball Diamonds, as information. Carried 8. Committee Reports & Presentations 9. Public Meetings Resolution #5 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council move into the Committee of Adjustment to hear applications for Minor Variance. Carried 9.1. Application for Minor Variance - A-07/17 - Jason & Deb Herman - 131 Concession St W A-07/17 Report Report Attachments Application A-07/17 Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report 2017-240, File A-07/17. Opportunity was given for comments and questions. Mr. Gilbert clarified that some of the vegetation at the rear of the property will be removed, some will stay. The applicants, Jason and Deb Herman, were present. 12 Council Meeting – Agenda - 4 - Mr. Herman provided clarification with respect driveway access. There will be a green/grass access, and the proposed building will be for personal use only. No members of the public appeared in support of, or in opposition to, the application. It was noted that an additional building was on the property. Mr. Gilbert advised that if the building is greater than 10 ft. x 10 ft. the application would need to be amended. The applicant confirmed it would be removed if required. Council passed the following resolution. Resolution #6 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT the Tillsonburg Committee of Adjustment approves Application File A-07/17, submitted by Jason and Deb Herman, for lands described as Lot 16, Plan 714, Town of Tillsonburg, as it relates to: 1. Relief from Section 5 – General Provisions, Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to increase the maximum permitted lot coverage from 50 m2 (538 ft2) to 89.2 m2 (960 ft2) to permit an enlarged accessory structure; and 2. Relief from Section 5 – General Provisions, Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to increase the maximum permitted structure height from 3.7 m (12.1 ft) to 4.5 m (14.8 ft)., subject to the following conditions: i. A building permit for the proposed accessory building shall be issued within one year of the date of the Committee's decision; and ii. The proposed accessory building shall only be used for non-commercial repairs and maintenance of vehicles for personal purposes. Carried 9.2. Application for Minor Variance - A-08/17- Gary Eymann - 175 Weston Drive A-08/17 Report Report Attachments Application A08/17 Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report 2017-241, File A-08/17. Opportunity was given for comments and questions. 13 Council Meeting – Agenda - 5 - The applicant was in attendance and confirmed support of the Planner’s Report. No members of the public appeared in support of, or in opposition to, the application. Council passed the following resolution. Resolution #7 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT the Tillsonburg Committee of Adjustment approves Application File A-08/17, submitted by Gary Eymann, for lands described as Lot 74, Plan 41M-182, and Parts 14 and 15 of 41R-8228, Town of Tillsonburg, as it relates to Section 7.5.5.2.12.1 – Rear Yard – Zone Provisions (R2-5), to increase the maximum permitted projection into the required rear yard from 2.5 m (8.2 ft) to 3.5 m (11.5 ft), subject to the condition that a building permit for the proposed uncovered deck shall be issued within one year of the date of the Committee's decision. Carried Resolution #8 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council move out of the Committee of Adjustment and move back into regular Council session. Carried 10. Planning Applications 10.1. Application for Zone Change - ZN 7-17-11- Performance Communities Realty Inc. - Removal of Holding Provision for Andrews Crossing ZN 7-17-11 Report Report Attachments Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report CP 2017-256. Opportunity was given for comments and questions. The applicant was not in attendance. No members of the public appeared in support of, or in opposition to, the application. Council passed the following resolution. 14 Council Meeting – Agenda - 6 - Resolution #9 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council approves Zone Change Application, File ZN 7-17-11, 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 to remove the Holding Provision from properties within Phase 1 of Andrews Crossing. Carried 11. Information Items 11.1. Big Brothers Big Sisters of Ingersoll, Tillsonburg & Area - 2017 Municipal Grant Big Brothers Big Sisters - 2017 Municipal Grant Resolution #10 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives the correspondence from Big Brothers Big Sisters of Ingersoll, Tillsonburg & Area, dated July 29, 2017, expressing appreciation for the 2017 Municipal Grant, as information. Carried 12. Mayor 13. Quarterly Reports 13.1. RCP 17-40 - 2017 Second Quarter Financial Results (Deferred from August 21, 2017 meeting) RCP 17-40 - Recreation Culture and Parks 2017 Q2 Results RCP Q2 2017 Financial Summaries The Director of Recreation, Culture & Parks provided additional information and clarification. The CAO confirmed that staff will amend the notes as requested, and bring back additional information for Council. Discussion was held in regards to project prioritizing, specifically the auditorium kitchen renovation and the dog park. 15 Council Meeting – Agenda - 7 - Resolution #11 (Deferred motion from August 21, 2017 Council Meeting) Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives Report RCP 17-40, 2017 Second Quarter Recreation, Culture & Parks Financial Results, as information. Carried Reports from Departments 13.2. Chief Administrative Officer 13.3. Clerk’s Office 13.4. Development and Communication Services 13.4.1. DCS 17-27 - Appointment of Building Inspector DCS 17-27 - Appointment of Building Inspector The CAO advised that fluctuating hours may be required. Police may also be called for after-hours issues which require immediate attention, such as parking, noise, etc. Resolution #12 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives Report DCS 17-27 – Appointment of Building Inspector as information. AND THAT a By-Law to appoint Jennie Schmitt as a Building Official, Property Standards Officer and Provincial Offences Officer for the Town of Tillsonburg be brought forward for Council consideration. Carried 13.4.2. DCS 17-28 - Request for Funding Support – Tillsonburg Hub Consortium Report DCS 17-28 Resolution #13 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam 16 Council Meeting – Agenda - 8 - THAT Council receives Report DCS 17-28 Request for Funding Support – Tillsonburg Hub Consortium; AND THAT $4,000 in funding from the Economic Development Reserve be granted to the Tillsonburg Hub Consortium conditional on the Tillsonburg Hub Consortium being approved for funding for the remaining amount. Carried 13.5. Finance 13.5.1. FIN 17-28 Debt Management Policy FIN 17- 28 Debt Management Policy 5-007 Debt Management Policy Resolution #14 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives report FIN 17- 28 Debt Management Policy; AND THAT By-Law 4135, 5 – 007 Debt Management Policy, be brought forward for Council consideration. Carried 13.6. Fire and Emergency Services 13.7. Operations 13.7.1. OPS 17-22 - Results for RFP 2017-006 Sidewalk Machine OPS 17-22 Results for RFP 2017-006 Sidewalk Machine Resolution #15 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receives Report OPS 17-22 Results for RFP 2017-006 Sidewalk Machine; AND THAT Council awards RFP 2017-006 to Work Equipment Ltd. of Courtland, Ontario at a cost of $158,440.32 (net HST included), the highest scoring proposal received; AND FURTHER THAT Council authorizes the reallocation of $8,440.32 in tax supported debt proceeds to fund the remaining project cost. Carried 17 Council Meeting – Agenda - 9 - 13.7.2. OPS 17-23 - Transfer Station Update OPS 17-23 Transfer Station Update OPS 17-23 Attachment 1 - Site Signage Renderings Resolution #16 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receives Report OPS 17-23 Transfer Station Update; AND THAT Council authorizes a $25.00 per load cost recovery fee solely for the disposal of Construction and Demolition material collected at the Transfer Station facility; AND THAT the cost recovery program be implemented, effective January 1, 2018. Carried 13.8. Recreation, Culture & Park Services 13.8.1. RCP 17-41 - Use of Surplus from Joy Mausoleum Restoration RCP 17-41 - Use of Surplus from Joy Mausoleum Restoration Resolution #17 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Report RCP 17-41 - Use of Surplus from Joy Mausoleum Restoration be received for information; AND THAT the budget surplus in the Joy Mausoleum restoration capital project be utilized for façade restorations of the Tribe and Teall Mausoleums. Carried 13.8.2. RCP 17-42 - Wheeled Footwear Update RCP 17-42 Wheeled Footwear RCP 17-42 - ATT 02 - ORFA Alert Heelies November 2005 RCP 17-42 - ATT 01 - ORFA Alert Heelies January 2016 Resolution #18 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report RCP 17-42 – Wheeled Footwear Update for information. Carried 18 Council Meeting – Agenda - 10 - 14. Unfinished Business 15. Staff Information Reports 16. Committee Minutes & Reports 16.1. Committee Minutes 170406 HBC MIN Resolution #19 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives the Minutes of the June 1, 2017 meeting of the Heritage, Beautification & Cemetery Advisory Committee, as information. Carried 17. Notice of Motions 18. Resolutions 19. Resolutions Resulting from Closed Session 19.1. MYR 17-05 - CAO Performance Appraisal MAYOR17-05CAOopen2017 Resolution #20 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives Report MYR 17-05; AND THAT Council endorses the recommendations for the 2017 Goals and Objectives and Remuneration; AND THAT the work of the Review Committee be considered complete and that the Committee be disbanded. Carried 20. By-Laws By-Laws from the Meeting of Monday, September 11, 2017 Resolution #21 19 Council Meeting – Agenda - 11 - Moved By: Deputy Mayor Beres Seconded By: Councillor Adam 20.1. THAT By-Law By-Law 4133, To Amend Zoning By-Law 3295 (ZN 7-17-11); By-Law By-Law 4134, To Appoint Jennie Schmitt as a Deputy Chief Building Official; and By-Law By-Law 4135, To Adopt a Debt Management Policy 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 Resolution #22 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam 20.2. THAT By-Law 4080, To Establish the Composition of the Municipal Council be read for a third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried Resolution #23 Moved By: Councillor Hayes Seconded By: Councillor Rosehart 21.3 THAT By-Law 4136, To Confirm the Proceedings of Council at its meeting held on September 11, 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 21. Items of Public Interest Newell Road is now open. Other construction projects are on target for completion. Rogers TV will be televising only the second meeting of each month going forward. 22. Adjournment Resolution #24 20 Council Meeting – Agenda - 12 - Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the Council Meeting of Monday, September 11, 2017 be adjourned at 8:59 p.m. Carried 21 ZN 7-17-10Aug. 9/1722 23 24 25 Page 1 of 9 Report No: CP 2017-263 COMMUNITY PLANNING Council Date: September 25, 2017 To: Mayor and Members of Tillsonburg Council From: Eric Gilbert, Senior Planner, Community Planning Application for Zone Change ZN 7-17-10 – 2412374 Ontario Limited REPORT HIGHLIGHTS • The application for Zone Change proposes to rezone the subject property from ‘Special Low Density Residential Type 3 Zone (R3-6)’ to ‘Special Medium Density Zone (RM-4) to permit a four storey apartment building with 33 apartment dwelling units, with a number of special provisions. • Comments received through the agency circulation of the proposal will be addressed through the site plan approval process. • Planning staff are recommending that the application be supported, as it generally complies with the policies of the Official Plan respecting Medium Density Residential development and carries forward existing zoning provisions. DISCUSSION Background OWNER: 2412374 Ontario Limited Suite G5, 3410 South Service Road, Burlington ON L7N 3T2 LOCATION: The subject property is described as Part Lots 1463 & 1464, Plan 500, and Part 2 of Reference Plan 41R-7261, in the Town of Tillsonburg. The lands are located on the west side of John Pound Road, lying between Bidwell Street (closed) and Savannah Court, and are municipally known as 3 John Pound Road. COUNTY OF OXFORD OFFICIAL PLAN: Existing: Schedule “T-1” Town of Tillsonburg Land Use Plan Residential Schedule “T-2” Town of Tillsonburg Residential Density Plan Medium Density Residential 26 Report No: CP 2017-263 COMMUNITY PLANNING Council Date: September 25, 2017 Page 2 of 9 TOWN OF TILLSONBURG ZONING BY-LAW NO.3295: Existing Zoning: Special Low Density Residential Type 3 Zone (R3-6) Proposed Zoning: Special Medium Density Residential Zone (RM-4) PROPOSAL: The purpose of the application for Zone Change is to rezone the subject property from ‘Special Low Density Residential Type 3 Zone (R3-6)’ to ‘Special Medium Density Residential Zone (RM-4)’ to permit a four storey apartment building consisting of 33 apartment dwelling units (14 one bedroom & 19 two bedroom) on the subject property. Other special provisions requested include: • Reduced lot area of 115 m2 (1,237.9 ft2) per apartment in lieu of the required 160m2 (1,722.2 ft2); • Minimum front yard depth of 4.5 m (14.8 ft) in lieu of required 7.5 m (24.6 ft); • Minimum interior side yard width of 4.5 m (14.8 ft) in lieu of required 7.5 m (24.6 ft); • Minimum exterior side yard width of 4.5 m (14.8 ft) in lieu of required 7.5 m (24.6 ft); • Reduced parking requirements from 1.5 parking spaces per apartment dwelling to 1 space per dwelling; (staff note that the submitted proposal includes 1.2 parking spaces per dwelling) • Reduced setback from centerline of John Pound Road of 16 m (52.5 ft) in lieu of required 20.5 m (67.3 ft); • Reduced setback of parking areas from interior side lot line of nil, in lieu of required 1.5 m (4.9 ft); • Removal of the Environmental Protection 2 Overlay that applies to the subject lands The property will be accessed by way of a private condominium road (Savannah Court) but is not part of the condominium corporation adjacent to the west. The subject property is approximately 3,870 m2 (0.95 ac) and is currently vacant. Surrounding land uses include a single detached dwelling condominium development to the south and single detached dwellings to the north and west at the top of the hill at the western terminus of Bidwell Street. A restaurant and lands used for golf course purposes are to the east. The topography of the site is such that the north/northwestern portion of the property has a significantly higher elevation than the southern portion of the site. Bidwell Street to the east has been closed. No vehicular traffic is permitted south of the turnaround near Prospect Street, A partial foundation of an abandoned building is present at the southwestern portion of the property and will be removed from the site as part of the proposed redevelopment. Plate 1, Location Map with Existing Zoning, shows the location of the subject property and the existing zoning in the immediate vicinity. Plate 2, 2015 Aerial Map with Existing Zoning, provides an aerial view of the subject property. Plate 3, Applicant’s Site Plan, depicts the proposed location and site design of the development. Plate 4, Proposed Building Elevation, depicts the proposed design of the four storey structure. 27 Report No: CP 2017-263 COMMUNITY PLANNING Council Date: September 25, 2017 Page 3 of 9 Plate 5, Coloured Building Elevations, depicts the proposed appearance of the principal entrance of the apartment building. For Council’s information, a site plan approval application was previously approved in 2002 that included a four storey apartment building with 40 apartment units and underground parking, in the same approximate location as the current proposal, as part of the adjacent condominium development. The property will be accessed and serviced through the private road. The project was abandoned shortly thereafter, and the subject property was not included in the condominium corporation. The Town assumed ownership the subject property in 2010 for tax arrears, and stabilized the eastern slope of the subject property (including closed portion of Bidwell Street) through temporary shoring measures. The property was sold by the Town in 2015. Application Review PROVINCIAL POLICY STATEMENT: The 2014 Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest related to land use planning and development. Under Section 3 of the Planning Act, where a municipality is exercising its authority affecting a planning matter, such decisions “shall be consistent with” all policy statements issued under the Act. Section 1.1.1 provides that healthy liveable and safe communities are sustained by accommodating an appropriate range and mix of residential (including second units, affordable housing, and housing for older persons) to meet long-term needs, and promoting cost-effective development that minimizes land consumption and servicing costs. Section 1.4.3 directs that planning authorities shall provide for an appropriate range and mix of housing types and densities to meet projected requirements of current and future residents by permitting and facilitating all forms of housing required to meet the social, health, and well-being requirements of current and future residents, including special needs requirements and increasing the supply of affordable housing, and utilizing existing infrastructure and public service facilities. Section 1.1.3.1 of the PPS states that Settlement Areas will be the focus of growth and their vitality and regeneration shall be promoted. Land use patterns within settlement areas shall be based on: • densities and mix of land uses which are appropriate for, and efficiently use the infrastructure and public service facilities which are planned or available; • support active transportation; • efficiently use land and resources; • a range of uses and opportunities for intensification and redevelopment in accordance with the criteria in policy 1.1.3.3, where this can be accommodated. OFFICIAL PLAN: The subject property is designated Medium Density Residential as per Schedule T-2, Residential Density Plan for the Town of Tillsonburg, as contained in the Oxford County Official Plan. 28 Report No: CP 2017-263 COMMUNITY PLANNING Council Date: September 25, 2017 Page 4 of 9 The Official Plan directs that Medium Density Residential Areas are those lands that are primarily developed or planned for low to medium profile multiple unit development that exceeds densities established for Low Density Residential areas. Residential uses within the Medium Density Residential areas include townhouses, medium density cluster development, converted dwellings and low-rise apartments. The maximum net residential density in the Medium Density Residential area is 62 units per hectare (25 units per acre) and no building shall exceed four stories in height at street elevation. Within areas of new Medium Density Residential development, the minimum net residential density shall be 31 units per hectare (13 units per acre). Any new buildings or additions will respect the height, bulk, scale and setbacks of adjacent residential uses and shall not adversely impact adjacent residential uses in terms of light, views, privacy or traffic. When considering a specific proposal for Medium Density Residential development, Town Council will be satisfied that the policies of Section 8.2.7 are adequately addressed. The review criteria contained within Section 8.2.7 include consideration of driveways and parking areas, pedestrian activity, landscaping, play/recreational opportunities, utilities and operational facilities, and safety and comfort. These detailed review criterion are contained within Section 8.2.7. Chapter 10 of the Official Plan contains policies which recognize the importance of the Zoning By-law in implementing the Plan. It is the intent of the Official Plan that the long-term use of land conform with objectives and policies of the Plan and it is the intent that non-conforming uses will convert, relocate or redevelop over time so that the subject land may be used in conformity with the relevant policies of the Plan. Notwithstanding the foregoing, legally established uses or a use that is permitted by existing zoning which does not conform to the Official Plan may be recognized as a permitted use in the municipal Zoning By-law in some circumstances. Further, where a use is recognized by existing zoning, but does not conform with the Plan, Town Council may permit minor expansion or minor change in use provided that: - Existing or proposed services, including water supply, sewage facilities, stormwater management and road access are adequate or will be made adequate to serve the proposed use; - Parking and loading facilities are adequate or will be made adequate to serve the proposed development; - The proposal will be compatible with existing land uses in the vicinity in terms of noise, odour, emissions, vehicular traffic and visual intrusion and may be required to include measures that reduce nuisances, protect adjacent properties and improve compatibility of the use with the surrounding area. Proposals may be subject to site plan control to ensure land use compatibility; - Proposals shall comply with the policies of Section 3.2, Environmental Resource Policies. TOWN OF TILLSONBURG ZONING BY-LAW: The subject property is currently zoned ‘Special Low Density Residential Type 3 Zone (R3-6)’, according to the Town of Tillsonburg Zoning By-law. The R3-6 zone permits a single detached dwelling and an apartment building, not exceeding 40 dwelling units. 29 Report No: CP 2017-263 COMMUNITY PLANNING Council Date: September 25, 2017 Page 5 of 9 The provisions of the R3-6 zone provide that an apartment dwellings may be constructed 4.5 m (14.7 ft) from a street line or lot line, and require 66 parking spaces for a 40 unit apartment building. The R3 or R3-6 zone do not have any other provisions respecting an apartment dwelling. The RM zone requires a minimum lot area of 160 m2 (1,772 ft2) per apartment dwelling unit, a minimum lot frontage of 20 m (65.5 ft), front yard depth and exterior side yard width of 7.5 m (24.6 ft), interior side yard width of 7.5 m (24.6 ft), and setback of 20.5 m (67.3 ft) from the centreline of John Pound Road. Section 5.24.2.1 of the Zoning By-Law requires 1.5 parking spaces per dwelling unit, or 50 parking spaces for the 33 proposed apartment dwellings. Parking areas are required to be at least 1.5 m (5 ft) from the street line. The proposed development appears to comply with the other provisions of the zoning by-law, including required landscaped open space, maximum permitted lot coverage, and required amenity area. The Environmental Protection 2 Overlay (EP2 Overlay) is present on a portion of the subject property. The EP2 Overlay generally corresponds to significant valleylands, significant woodlands, areas of natural or scientific interest for the life sciences (ANSIs) or fish habitat. Permitted uses within any EP2 Overlay include: • a public use authorized through an environmental assessment process; • a use which legally existed on the date of passing of the Zoning By-Law, provided that no additional development or site alteration shall be permitted, except in accordance with Section 5.30.2.3; • a single detached dwelling on a properly zoned lot of record created on or before April 17, 1979, in accordance with the permitted uses and provisions of the underlying zone; • a single detached dwelling on a propertly zoned lot which was part of a plan of subdivision registered or draft approved on or before April 17, 1979. Any building which legally existed at the date of passing of the Zoning By-Law may be replaced, rebuilt or altered, provided that such replacement, rebuilding or alteration thereto does not enlarge the gross floor area of such building by more than 25% and is located within an existing cleared area. AGENCY COMMENTS: The proposal was circulated to various public agencies considered to have an interest in the application. Bell Canada indicated that they have no comments at this time. The Tillsonburg Chamber of Commerce indicated that they have no issues with this development. The Town of Tillsonburg Building Services indicated that the project will be subject to site plan control. 30 Report No: CP 2017-263 COMMUNITY PLANNING Council Date: September 25, 2017 Page 6 of 9 Tillsonburg Fire & Rescue Services indicated that the fire department has no concerns regarding the zoning change but will comment on the required site plan submission. Oxford County Public Works Department provided the following comments: • Considering the proposed setback reductions, through the site plan process, the Owner’s consultant is requested to comment on the requirement for a guiderail on John Pound Road (Oxford Road 51); • The Owner’s consultant is requested to provide domestic and fire flow demands to the County. The County will then include those demands in our system model and provide associated comments; • The Owner will be required to enter into a Private Fire Hydrant Agreement with Oxford County/ Town of Tillsonburg; • Based on the driveway layout, County Waste Collection services will not enter this property. It is assumed that waste collection at this property will be collected by a private contractor since there is a garbage enclosure shown on the proposed site plan. Town of Tillsonburg Engineering Services Department indicated that matters such as lot grading and drainage, stormwater management will be addressed at the site plan stage. The Geotechnical investigation will need to review the stability of the existing slope (a trunk sanitary sewer serving downtown Tillsonburg is located within the Bidwell Street road allowance), requirements and design for the proposed retaining wall, and the Town may require a peer review of the study. Securities will also be collected for the ongoing maintenance of the retaining wall, and for restoration of the private condominium road (Savannah Court). The Long Point Region Conservation Authority provided the following comments: The subject property is located at 3 John Pound Road and is located completely within the Regulation Limit of Ontario Regulation 178/06. A permit from this office is required prior to the commencement of any site development. The Long Point Region Conservation Authority has no objections to the concept of site development as proposed. However, the LPRCA does have concern with the associated parking which is required to facilitate this level of development. The proposed parking area will require a cut into a slope and the construction of a 5 metre wall on a slope that has shown signs of instability and groundwater seepage. We note a geotechnical report has been completed for the site but this report does not sufficiently investigate the stability of the slope and/or provide recommendations for the construction of a retaining wall. Staff would suggest the geotechnical report be amended to include the above noted to ensure the parking requirements can be adequately addressed on site. Staff also notes that there is a municipal roadway at the top of bank of the proposed retaining wall. To reduce potential future impacts to the municipal roadway, the Town may wish to implement some form of securities to ensure the continued maintenance of the privately owned 5 metre (16.4 ft) retaining wall. Town Development Commissioner provided the following comments: Although there are a number of changes being requested by the applicant, these are justified by the fact that the site is a very challenging site to develop. The irregular dimensions, existing state of the site and the embankment make it economically challenging as well. Hence, these changes are reasonable in my opinion. 31 Report No: CP 2017-263 COMMUNITY PLANNING Council Date: September 25, 2017 Page 7 of 9 Supporting residential growth in Tillsonburg, especially higher density growth at the edge of our downtown, is both supported by our Economic Development Strategy and the Community Strategic Plan (Make Tillsonburg an attractive place to live for youth and young professionals) as well as market demand. PUBLIC CONSULTATION: Notice of complete application and notice of public meeting regarding this application were circulated to surrounding property owners within 120 m on two occasions, August 15, 2017 & September 11, 2017. Planning staff responded to queries from a number of residents who reside on Savannah Court in the private condominium development. Three letters of objection have been received to date, and is included as an attachment to this report. The letters raise concerns with traffic, access from the private road, parking, and stormwater management. Planning Analysis The application for Zone Change proposes to facilitate a four storey apartment building, consisting of 14 one bedroom apartment dwellings and 19 two bedroom apartment dwellings, accessed from a private road. The proposed development of the subject lands is considered to be an efficient use of the lands, municipal services and infrastructure. It is the opinion of this Office that the subject application is consistent with the housing, intensification, and redevelopment policies of the PPS. The subject lands comprise approximately 0.38 ha (0.95 ac) and the applicant’s proposal is to develop 33 apartment dwelling units on the site, serviced by a private street. The site is designated for Medium Density Residential development and although the development as proposed has a net residential density of 113 units per hectare (45 units per acre), above the density contemplated by the Medium density residential designation, staff note that the existing approvals for the site would permit a great density than what is proposed and the number of permitted units is reduced. Additionally, the policies of Section 10 of the Official Plan (Non-Conforming Uses) permit Town Council to recognize existing uses that are recognized by existing zoning but do not conform to the Official Plan. Town Council may permit minor expansion or change in use to these existing permitted uses if adequate services are provided, parking and loading facilities are adequate or made adequate, and if the use is compatible with existing land uses in the vicinity. In this instance, the proposed development (with a reduced residential density) is very similar to the apartment building currently permitted by zoning and the non-compliance with the Official Plan is diminished. Planning staff are of the opinion that the relief sought from the Zoning By-Law with respect to the reduced setback from the centreline of John Pound Road, reduced exterior side yard width and setback from other lot lines is appropriate as it is carrying forward existing provisions in the existing R3-6 Zoning. The 4.5 m setback from the exterior lot line along the closed portion of Bidwell Street, front lot line on John Pound Road, and interior lot line of Savannah Court will allow adequate room for maintenance and is not expected to create any sightline issues. The current R3-6 zoning provisions that are in place do not have any provisions for minimum lot area, lot frontage, or landscaped open space for an apartment dwelling. The minimum lot area provisions per apartment dwelling of the RM zone cannot be met but staff note that there are 32 Report No: CP 2017-263 COMMUNITY PLANNING Council Date: September 25, 2017 Page 8 of 9 less apartment dwelling units (33 in lieu of 40) proposed now than what is permitted by the R3-6 zoning. In this respect, the previous proposal would not comply with the required minimum lot area per dwelling unit. With respect to the requested parking relief, staff note that the topography of the site makes the provision of all required parking onsite difficult. The current parking lot design includes a 5 m retaining wall to encroach into the existing slope to provide one parking spot per dwelling unit within the main parking lot. A basement or underground parking for the apartment building has been deemed unfeasible, due to the presence of high groundwater in the area. The applicant has proposed a further 7 parallel parking spaces, to be accessed from the private condominium road. On street parking is not permitted on the private road as it is a fire route for the condominium development. The proposed parallel parking would not appear to create headlight glare or light trespass issues and will maintain the 6.0 m right of way clear for fire route access as required by the Ontario Building Code. The total parking provided onsite is 40 spaces (33 spaces in main parking lot & 7 parallel spaces), equating to 1.2 parking spaces per dwelling unit. Planning staff consider the reduced parking ratio appropriate as it will provide at least 1 space per unit, while accommodating some extra visitor parking. Recent proposals for apartment buildings in town have all included parking relief, and typically 1 space per dwelling unit has been provided. The applicant has requested that the EP2 Overlay that applies to the subject lands be removed. Staff have conducted a site inspection and discussed the request with the Long Point Region Conservation Authority and have concluded that apart from the slope present on the property, there do not appear to be any watercourse or significant natural heritage features onsite. Planning staff support the applicant’s request to remove the EP2 Overlay as the site has been approved for a similar development since 2003 and any future development of the site will require a permit from the LPRCA as the property is wholly contained within the LPRCA Regulation Limit. The proposed development will be subject to site plan control. Matters such as the review criteria contained in Section 8.2.7 of the Official Plan, landscaping, grading, servicing, and soil / slope stability will be required to be addressed to the satisfaction of the Town and County. In light of the foregoing, this Office is satisfied that the applicant’s proposal to rezone the subject lands to facilitate a phased condominium development consisting of 33 apartment dwelling units is consistent with the PPS and generally complies with the policies of the Official Plan respecting Medium Density Residential development and can therefore be given favourable consideration. RECOMMENDATION It is recommended that the Council of the Town of Tillsonburg approve the zone change application submitted by 2412374 Ontario Limited, whereby the lands described as Part Lots 1463 & 1464, Plan 500, Part 2 of Reference Plan 41R-7261, known municipally as 3 John Pound Road, are to be rezoned from ‘Special Low Density Residential Type 3 Zone (R3-6)’ to ‘Special Medium Density Zone (RM-4)’ to facilitate the development of a four storey apartment building consisting of 33 apartment dwelling units. SIGNATURES 33 Report No: CP 2017-263 COMMUNITY PLANNING Council Date: September 25, 2017 Page 9 of 9 Authored by: original signed by Eric Gilbert, MCIP RPP Senior Planner Approved for submission: original signed by Gordon K. Hough, RPP Director 34 August 14, 2017 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 1020 Notes NAD_1983_UTM_Zone_17N 51 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) 35 August 14, 2017 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 510 Notes NAD_1983_UTM_Zone_17N 26 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) 36 1SERVICE CROSSING TABLE234537 T/O FIN. FLOORLEVEL 10.000T/O FIN. FLOORLEVEL 23.400T/O FIN. FLOORLEVEL 36.400T/O FIN. FLOORLEVEL 49.400U/S OF TRUSSESROOF12.400ABCDE3000300030003400477712400BLACK SHUTTERS(TYP.)NATURAL GREY BRICKBLACK METALDECORATIVE GUARDRAILS (TYP.)DARK GREYASPHALT SHINGLES(TYP.)WHITE PREFINISHEDFASCIA & EAVES(TYP.)LIGHT GREY EIFSWHITE VINYL WINDOWS(TYP.)WHITE VINYL DOORS(TYP.)GREY EIFS TRIM(TYP.)T/O FIN. FLOORLEVEL 5-1.700T/O FIN. FLOORLEVEL 10.000T/O FIN. FLOORLEVEL 23.400T/O FIN. FLOORLEVEL 36.400T/O FIN. FLOORLEVEL 49.400U/S OF TRUSSESROOF12.400ABCDE124004777BLACK SHUTTERS(TYP.)NATURAL GREY BRICKBLACK METALDECORATIVE GUARDRAILS (TYP.)DARK GREYASPHALT SHINGLES(TYP.)WHITE PREFINISHEDFASCIA & EAVES(TYP.)NATURALGREY STONELIGHT GREY EIFSWHITE VINYL WINDOWS(TYP.)WHITE VINYL DOORS(TYP.)GREY EIFS TRIM(TYP.)T/O FIN. FLOORLEVEL 5-1.700T/O FIN. FLOORLEVEL 10.000T/O FIN. FLOORLEVEL 23.400T/O FIN. FLOORLEVEL 36.400T/O FIN. FLOORLEVEL 49.400U/S OF TRUSSESROOF12.400123300030003000340012400NATURALGREY BRICKBLACK SHUTTERS(TYP.)NATURALGREY STONEBLACK METALDECORATIVE GUARDRAILS (TYP.)DARK GREYASPHALT SHINGLES(TYP.)WHITE PREFINISHEDFASCIA & EAVES(TYP.)DARK GREYASPHALTSHINGLESWHITE VINYL WINDOWS(TYP.)WHITE VINYL DOORS(TYP.)GREY EIFS TRIM(TYP.)LIGHTGREY EIFS1xT/O FIN. FLOORLEVEL 5-1.700T/O FIN. FLOORLEVEL 10.000T/O FIN. FLOORLEVEL 23.400T/O FIN. FLOORLEVEL 36.400T/O FIN. FLOORLEVEL 49.400U/S OF TRUSSESROOF12.400123300030003000340012400BLACK SHUTTERS(TYP.)NATURAL GREY BRICKBLACK METALDECORATIVE GUARDRAILS (TYP.)DARK GREYASPHALT SHINGLES(TYP.)WHITE PREFINISHEDFASCIA & EAVES(TYP.)LIGHT GREY EIFSWHITE VINYL WINDOWS(TYP.)WHITE VINYL DOORS(TYP.)GREY EIFS TRIM(TYP.)1xT/O FIN. FLOORLEVEL 5-1.700O.A.J. / J.C.G.7111 Syntex Drive, 3rd Floor, Mississauga, ON N2V 2M7Tel. 647 . 896 . 9713 Fax. 905 . 916 . 1354JOHN POUND ROADRESIDENTIALDEVELOPMENTAPACHEDEVELOPMENTCOMPANY150008PRINTED ON 30% POST-CONSUMERRECYCLED CONTENT PAPERDRAWING NO.:THIS DRAWING HAS BEEN PREPARED FOR THE USE OF ATIF AQEEL ARCHITECT INC. (AAA)CLIENTS AND MAY NOT BE USED, REPRODUCED OR RELIED UPON BY THIRD PARTIES,EXCEPT AS AGREED BY AAA AND ITS CLIENT, AS REQUIRED BY LAW OR FOR USE BYGOVERNMENTAL REVIEWING AGENCIES. AAA ACCEPTS NO RESPONSIBILITY, AND DENIESANY LIABILITY WHATSOEVER, TO ANY PARTY THAT MODIFIES THIS DRAWING WITHOUT THEEXPRESS WRITTEN CONSENT OF AAA.DO NOT SCALE THIS DOCUMENT. ALL MEASUREMENTS MUST BE OBTAINED FROM STATEDDIMENSIONS. ALL ERRORS AND DISCREPANCIES ARE TO BE REPORTED TO THECONSULTANT BEFORE COMMENCEMENT OF WORK.IT IS THE RESPONSIBILITY OF THE CONTRACTORS TO INFORM THEMSELVES OF THE EXACTLOCATION OF, AND ASSUME ALL LIABILITY FOR DAMAGE TO ALL UTILITIES, SERVICES ANDSTRUCTURES WHETHER ABOVE GROUND OR BELOW GRADE BEFORE COMMENCING THEWORK. SUCH INFORMATION IS NOT NECESSARILY SHOWN ON THE DRAWING, AND WHERESHOWN, THE ACCURACY CANNOT BE GUARANTEED.WITH THE SOLE EXCEPTION OF THE BENCHMARK(S) SPECIFICALLY DESCRIBED FOR THISPROJECT, NO ELEVATION INDICATED OR ASSUMED HEREON IS TO BE USED AS AREFERENCE ELEVATION FOR ANY PURPOSE.THE DRAWINGS SHOW GENERAL ARRANGEMENT OF ARCHITECTURAL ELEMENTS ANDSERVICES. FOLLOW AS CLOSELY AS ACTUAL BUILDING CONSTRUCTION WILL PERMIT.OBTAIN APPROVAL FROM CONSULTANT FOR RELOCATION OF SERVICES BEFORECOMMENCEMENT OF WORK.No. DATE ISSUES / REVISIONSDRAWN BY: CHECKED BY:SCALE: PROJECT No:DESIGNED BY: APPROVED BY:PROJECT:DRAWING:SEAL:CLIENT:SCALE VERIFICATION:1 CM 1 INCHTHIS DRAWING IS TO BE PRINTED AT 100% ON ARCH D: 610mm x 915mm (24"x36")SEAL:A.A.A.A. A.A.1 DEC. 2/15 SITE PLAN FOR COORDINATION2 JAN. 5/16 FOR PRECONSULTATION3 MAR. 3/16 PROGRESS SET4 APR. 19/16 PARALLEL PARKING, TRANSFORMER PAD & SAVANNAH CT. ISLAND5 APR. 22/16 COORDINATION UPDATE #16 MAY 12/16 SITE PLAN APPROVAL SUBMISSION 1 : 100ELEVATIONSSPA-4.1SCALE: 1 : 100EAST ELEVATIONSCALE: 1 : 100WEST ELEVATIONSCALE: 1 : 100SOUTH ELEVATIONSCALE: 1 : 100NORTH ELEVATION38 SITE PLAN APPROVAL SHEET LISTA1.1SITE PLANSPA 2.1FLOOR PLANS & BUILDING SECTIONSSPA 2.2SUITE PLANSSPA-4.1ELEVATIONSARCHITECTURAL SHEET LISTA0TITLE PAGEA0.1OBC MATRIX, FIRE SAFETY PLANS& DRAWING STANDARDSA0.2OBC TYPICAL DETAILSA1.1SITE PLANA2.1LEVEL 1 FLOOR PLANA2.2LEVEL 2 FLOOR PLANA4.1BUILDING ELEVATIONSA5.1BUILDING SECTIONSA6.1WALL SECTIONSA6.2WALL SECTIONSA7.1SECTION DETAILSA11.1SCHEDULESPRINTED ON 30% POST-CONSUMERRECYCLED CONTENT PAPERLast Plotted:PROJECT NUMBER:17/05/2016 8:57:06 PM3 John Pound Road, Tillsonburg, Ontario15008JOHN POUND ROAD RESIDENTIAL DEVELOPMENTJOHN POUND ROAD RESIDENTIAL DEVELOPMENT3 John Pound Road, Tillsonburg, OntarioApache development CompanyApache development Company39 Paul Foyster 5 John Pound Rd #3 Tillsonburg, Ontario N4G 5X3 PHONE 519 409-0981 FAX 519 409-1033 foysterpaul@gmail.com August 25, 2017 Oxford County Eric Gilbert, MCIP, RPP Senior Planner Community Planning Office County of Oxford Box 1614, 21 Reeve STreet Woodstock, Ontario N4S 7Y3 Ph 519 539-9800 x 3218 email planning @oxofordcounty.ca Re:Application for Zone Change in Town of Tillsonburg 3 John Pound Rd file number ZN 7-17- 10 owner applicant 2412374 Ontario Limited I object to the proposed zoning changes for the following reasons. The wetland area where the building is proposed will no longer be able to absorb additional downpours when the heavy rain occurs. The changes brought on by climate change have made down pours of rain in small areas exceed our normal historical experience. The hill to the north is already unstable and the town of Tillsonburg has stopped all traffic on the existing road and reduced it to a foot path because of the unstable nature of the hill Any paved area at the bottom of the hill will contribute to the threat of flooding just past the parking area to the existing homes. Since there will be considerably less area that can absorb thousands and thousand of gallons of water that will come down the hill in a big storm. Tillsonburg and the county recognized long ago that the flood areas need to be protected from future flooding and the best way to do that was protect the lands from development. Not pave over them or put buildings on them. The angle on the hill now appears to be 60 degrees and the vegetation needs to be maintained or increased to help with the stability of the hill and prevent excessive flooding. The increased population density for the condo complex will go from a proposed 23 unit senior complex with probable population of 46 when finished (if that every happens) to a probable population density of 88 +46 for a total of 134 people in a very small area. The seniors that already live in the condo complex will be faced with high traffic and much more noise from late at night revelers. The owner of 3 John Pound Road does not even want to have his own driveway but wants to 40 have mutual access to the condominium complex entry way which will increase the dangers to the existing owners of the condos. Since the owner which is controlled by Valor Properties has voting control of the unfinished condo complex the owners that live here cannot deny him mutual driveway access. The apartment building will lower the value of the existing properties. The cost to Oxford county to deal with the traffic problem that will most definitely occur at the conversion of Bloomer St and John Pound Road could be substantial. Since the dangerous situation that exists would be multiplied by the number of drivers using the access to John Pound Rd. Yours truly Paul Foyster and Kathy Foyster New owner of John Pound Rd #3 as of June 14 2017 41 42 43 September 11th, 2017 COUNTY OF OXFORD COMMUNITY AND STRATEGIC PLANNING OFFICE rr~ r? rm r~ n n n frl r---1~< SEP 1 4 1017 ~ RE: Application for Zone Change, File#7-17-10, 2412374 Ontario Limit U lll~ ~ b U t/ I!.:J '-J Community Planning Officer County of Oxford P.O. Box 1614, 21 Reeve Street Woodstock On N4S 7Y3 Attn: Mr. Gilbert/ Tillsonburg Town Council Dear Mr. Gilbert: REFER TO ------1 FILE--·--------- OTHER ! i- ------ As per our meeting dated September 5th, 2017 we are writing with concerns regarding the above named application. 1. The increased flow of traffic from construction and future residents, in order to gain access to the property and development of 3 John Pound Road, will cause road deterioration. The owner should be responsible for a portion of the cost for repairs to the road, on Savannah Court which is a private road of Mill Pond Estates. 2. Presently, Mill Pond Estates has minimal visitor parking. The occupants residing in the future development could opt to use our parking for their overflow. The owner should provide adequate signage, avoiding such an occurrence if 3 John Pound Road has free access on our road. 3. The fire route signage is spaced along Savannah Court. The road is narrow and does not allow for emergency access if the road is blocked. The owner of 3 John Pound Road should take the necessary precautions to avoid such an occurrence, if 3 John Pound Road has free access on our property. 4. If the occupants of the future development have access on our property, this might create many legal ramifications. There are safety concerns for example: pond, wildlife and bridge if 3 John Pound Road has free access on our property. The owner should provide additional liability insurance, if 3 John Pound Road have free access 5. It would not be advisable for the owner to have access for water drainage through our water system as we drain into the pond and might become an environmental issue. The proposed snow drop off point allocated on the south side of 3 John Pound Road would not be advisable, as the run off will spill over on Savannah Court and will cause a safety hazard, due to ongoing icing and obvious safety issues. . .. 2 44 -2- Re: Application for Zone change, File #7-17-10, 2412374 Ontario Limited The proposed plan indicates the permanent removal of the guardhouse, light standard and medium. The verbal agreement made between the owner of 3 John Pound Road was to replace the guardhouse in some way however, it appears to be permanently removed as indicated in the plan. The CURRENT light standard should be returned to the front entrance in a suitable location in order to provide adequate lighting while entering Savannah Court. The proposed parking at 3 John Pound should be protected with a barrier to ensure safety and to reduce the glare from vehicles entering and exiting. The parallel visitor parking could be cause for a collision concern as Savannah Court is narrow. If 3 John Pound Road has free access on our property there will be constant traffic around Savannah Court. The proposed square footage per unit has decreased, therefore will generate a lower geared rental range which will inevitably have an impact on the property value in Mill Pond Estates and the surrounding area. A condominium building would be preferable. In closing, thank you Mr. Gilbert for the informative discussion earlier this week. Yours truly, // ~· . ~~ /emU >I~ George and Joan Smith 8-5 John Pound Road Tillsonburg ON N4G 5X3 45 Report No: CP 2017-261 COMMUNITY PLANNING Council Meeting: September 25, 2017 Page 1 of 6 To: Mayor and Members of Tillsonburg Town Council From: Eric Gilbert, Senior Planner, Community Planning Application for Consent B17-30-7 – 2228166 Ontario Inc. REPORT HIGHLIGHTS The purpose of this report is to give consideration to an application for consent for the purpose of creating a new vacant lot. The lands to be severed and lands to be retained are currently vacant and are designated for future residential development. Planning staff are recommending approval of the subject application as it is consistent with the Provincial Policy Statement and County Official Plan. DISCUSSION Background OWNER: 2228166 Ontario Inc. 2962 Carp Road, Carp, ON K0A 1L0 APPLICANT: Angela Mariani 2962 Carp Road, Carp, ON K0A 1L0 AGENT: Michael Beaulne 50 O’Connor Road, Suite 1500, Ottawa, ON K1P 6L2 LOCATION: The subject land is described as Part Lot 24, Plan 1653, Tillsonburg. The lands are located on the north side of Harvest Avenue and west side of West Town Line, north of Simcoe Street and south of Potters Road and are municipally known as 15 Harvest Avenue in 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 Medium Density Residential 46 Report No: CP 2017-261 COMMUNITY PLANNING Council Meeting: September 25, 2017 Page 2 of 6 TOWN OF TILLSONBURG ZONING BY-LAW NO.3295: Existing Zoning: Future Development Zone (FD) EXISTING USE OF SUBJECT PROPERTY: vacant residential land PROPOSED USES: Lot to be Severed: Vacant Residential Land Lot to be Retained: Vacant Residential land SERVICES: Municipal water and municipal sanitary sewers are available on Harvest Lane. ACCESS: Paved, Town road (Harvest Lane & West Town Line) PROPOSAL: Area Width Depth SEVERED PARCEL 4.97 ha (12.3 ac) 244.5 m (802 ft.) 334.3 m (1,097 ft.) RETAINED LOT 0.65 ha (1.6 ac.) Irregular Irregular The purpose of the Application for Consent is for the creation of a new vacant residential lot within the Town of Tillsonburg. The applicant proposes to sever a parcel of land, having an irregular width of 244.5 m, (802 ft), irregular depth of 334.3 m (1,097 ft), an area of 4.97 ha (12.3 ac), and retain a parcel having an area of 0.65 ha (1.6 ac), as the creation of a new vacant lot. The lands to be severed and retained are currently vacant. It is proposed that the lands to be retained will continue to be owned by the applicant for a possible future expansion of the Harvest Retirement development to the south. The lands to be severed will be sold for future residential development. The lands to be severed are designated Low Density Residential & Medium Density Residential, and the lands to be retained are designated Medium Density Residential. Surrounding land uses are predominantly service commercial uses fronting on Simcoe Street, and vacant land designated for residential, institutional and service commercial uses on Harvest Lane. The Harvest Retirement Community is located adjacent to the south of the lands to be retained. Plate 1 - Location Map with Existing Zoning, illustrates the location of the subject lands and the existing zoning in the vicinity. 47 Report No: CP 2017-261 COMMUNITY PLANNING Council Meeting: September 25, 2017 Page 3 of 6 Plate 2 – 2015 Aerial Map with Existing Zoning, illustrates the extent of development on the properties in question. Plate 3 – Close-up Aerial View of Retained Lands, provides a close-up aerial view of the retained lands and the adjacent Harvest Retirement development. Plate 4 – Applicant’s Survey Sketch, depicts the dimensions and areas of the lands to be severed and retained. This application is being brought to Town Council for a recommendation as required by the adopted Town Policy Regarding New Lot Consent Applications, as approved by Town Council on February 14, 2011. The approved policy requires that any proposal to create a new vacant lot for lands zoned Residential, Institutional, Entrepreneurial, Future Development, or Open Space, requires a report to be provided for Town Council for review and a recommendation for Land Division Committee. Application Review PROVINCIAL POLICY STATEMENT: Section 1.1.1 provides that healthy liveable and safe communities are sustained by accommodating an appropriate range and mix of residential housing (including second units, affordable housing, and housing for older persons) to meet long-term needs, and promoting cost- effective development that minimizes land consumption and servicing costs. Section 1.4.3 directs that planning authorities shall provide for an appropriate range and mix of housing types and densities to meet projected requirements of current and future residents by permitting and facilitating all forms of housing required to meet the social, health, and well-being requirements of current and future residents, including special needs requirements and increasing the supply of affordable housing, and utilizing existing infrastructure and public service facilities. Section 1.1.3.1 of the PPS states that Settlement Areas will be the focus of growth and their vitality and regeneration shall be promoted. Land use patterns within settlement areas shall be based on: • densities and mix of land uses which are appropriate for, and efficiently use the infrastructure and public service facilities which are planned or available; • support active transportation; • efficiently use land and resources; • a range of uses and opportunities for intensification and redevelopment in accordance with the criteria in policy 1.1.3.3, where this can be accommodated. OFFICIAL PLAN: The lands to be retained are designated ‘Residential’ and 'Low Density Residential', and the lands to be severed are designated ‘Residential’ and ‘Medium Density Residential’ as shown on Schedules ‘T-1” & ‘T-2’, Land Use Plan and Residential Density Plan for the Town of Tillsonburg in the County Official Plan. 48 Report No: CP 2017-261 COMMUNITY PLANNING Council Meeting: September 25, 2017 Page 4 of 6 Low density residential areas include those lands that are primarily developed or planned for a variety of low rise, low density housing forms including single-detached dwellings, semi-detached dwellings, duplexes, converted dwellings, and street townhouses. The Official Plan states that Medium Density Residential Areas are those lands that are primarily developed or planned for low to medium profile multiple unit development that exceeds densities established for Low Density Residential areas. Residential uses within the Medium Density Residential areas include townhouses, medium density cluster development, converted dwellings and low-rise apartments. The maximum net residential density in the Medium Density Residential area is 62 units per hectare (25 units per acre) and no building shall exceed four stories in height at street elevation. Within areas of new Medium Density Residential development, the minimum net residential density shall be 31 units per hectare (13 units per acre). TOWN OF TILLSONBURG ZONING BY-LAW NO. 3295 The lots to be severed and retained are zoned 'Future Development Zone (FD)' in the Town of Tillsonburg Zoning By-Law No. 3295. The FD Zone permits an existing single detached dwelling and accessory uses thereto. The purpose of the FD zoning is to ensure the lands are protected for future residential development, as contemplated by the Official Plan. As noted, there are no structures present on the severed or retained lands. No amendments to the existing zoning are required. AGENCY COMMENTS: The applications were circulated to various agencies considered to have an interest in the proposal. The Town Director of Recreation, Culture & Parks indicated that parkland dedication will be addressed at the time of future development proposal. The County of Oxford Public Works Department provided the following comments: • Oxford County is currently reconstructing Oxford Road 37 (Potters Road) from Simcoe Street to the railway tracks located approximately 100m southwest of Harvest Avenue. The project also includes extension of the municipal watermain from Lorraine Avenue to Harvest Avenue. Owners of Harvest Avenue lands (amongst other benefitting property owners) will be required to contribute to the capital cost for the aforementioned watermain installation. • Prior to the next phase of development on Harvest Avenue, the existing 200mmØ watermain on Harvest Avenue shall be extended and connected to watermain at Potters Road (currently being constructed per comment above). • Prior to any further development on Harvest Avenue, the Owner(s) will be responsible for reassessing capacity of downstream sanitary sewers on Lorraine Avenue. This shall also include flow monitoring if/as deemed required by the County/Town. 49 Report No: CP 2017-261 COMMUNITY PLANNING Council Meeting: September 25, 2017 Page 5 of 6 The Town of Tillsonburg Building Services Department, Tillsonburg Hydro Inc, Town Engineering Services Department, Oxford County OPP, and Bell Canada indicated that they had no concern or objections with the subject application. PUBLIC CONSULTATION: Notice of the consent application was provided to the public and surrounding property owners on September 11, 2017. No comments were received as of the date of this report. Planning Analysis An application for consent has been submitted to create a new vacant residential lot. The proposed consent will divide an existing vacant residential parcel that is intended for future residential development. The application is consistent with policies contained in the Provincial Policy Statement that address efficient use of land within settlement areas as the proposed severance will not jeopardize the residential development potential of the subject property, as contemplated by the Official Plan. The application is consistent with the policy direction of the Official Plan for low and medium density residential areas. The retained lands are proposed to be reserved for future expansion of the Harvest Retirement development to the south, and the severed lands are proposed to be sold for residential development. The lands to be severed will have an area of 4.97 ha (12.3 ac) and will have frontage on West Town Line and Harvest Lane. The lot to be severed and will be large enough to remain viable for future residential development and the proposed consent is not expected to impact the viability of the parcel to accommodate medium and low density residential development, as contemplated by the Official Plan. With respect to zoning, the current Future Development zoning that is in place is appropriate to ensure the lands to be severed and retained are not comprised and remain available for their intended use. A site plan approval application will be required for the future development of the retained lands, and draft plan of subdivision approval or condominium approval will be required as part of a future development proposal on the severed lands. No objections to the applications for consent and were raised during the agency circulation. In light of the foregoing, it is the opinion of this Office that the proposed severance appears to comply with the policies of the Official Plan and the 2014 Provincial Policy Statement, is acceptable from a planning perspective and can be given favourable consideration subject to a number of conditions. RECOMMENDATION Whereas the proposed severance is consistent with the Provincial Policy Statement, maintains the intent and purpose of the Official Plan, and the lands are appropriately zoned, it is recommended that Town Council advise the Land Division Committee that Council supports the proposal to sever the subject lands, subject to the following condition: 50 Report No: CP 2017-261 COMMUNITY PLANNING Council Meeting: September 25, 2017 Page 6 of 6 1. The Clerk of the Town of Tillsonburg advise the Secretary-Treasurer of the Land Division Committee that all requirements of the Town, financial and otherwise, have been complied with. SIGNATURES Authored by: Eric Gilbert, MCIP, RPP, Senior Planner Approved for submission: Gordon K. Hough, RPP, Director 51 July 12, 2017 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 2760 Notes NAD_1983_UTM_Zone_17N 138 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) 52 July 12, 2017 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 2050 Notes NAD_1983_UTM_Zone_17N 102 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) 53 July 12, 2017 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 1020 Notes NAD_1983_UTM_Zone_17N 51 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) 54 F:\NAUTICAL\17-13124.dwg, 2017-05-18 12:17:36 PM, DWG To PDF.pc3 55 56 57 58 COUNTY OF OXFORD-APPLICATION FOR CoNSENT f CoNSENT & MINOR VARIANCE PAGE4 LOT TO BE SEVERED LOT TO BE RETAINED LOT TO BE ENLARGED EXISTING PROPOSED EXISTING PROPOSED EXISTING TYPE OF ACCESS Provincial Highway County Road Municipal Road maintained all year X X X X Municipal Road seasonally maintained Unopened Road Allowance Riaht-of-Wav owned bv: Water Access (describe boat docking and parking facilities on mainland & distance from proposed lot) Other (specify) TYPE OF WATER SUPPLY Publicly owned and operated piped water system X X X X Privately owned and operated communal water svstem Privately owned and operated individual well Lake or other water body Other (specify) TYPE OF SEWAGE DISPOSAL Publicly owned and operated sanitary sewer system X X X X Privately owned and operated communal septic system Privately owned and operated individual septic system Pit Priw Other (specifvl WHEN WILL WATER SUPPLY AND SEWAGE DISPOSAL SERVICES BE AVAILABLE (if applicable) 12. lfthe applicant is notthe owner oftheland that is the subject of this application, a written authorization ofthe owner that the applicant is authorized to make the application must be included with this form, or the authorization set out below must be completed. AUTHORIZATION OF OWNER(S) FOR AGENT TO MAKE THE APPLICATION 1/We, KIRK HOPPNER signing officer for 2228166 Ontario Inc. am/are the owner(s) of the land that is the subject of this application for consent I consent and minor variance. I I We authorize ANGELA MARIANI ' to make this application on my I our behalf. $g~ tlp:;l _....7 2[1...lo l:::] Dat Signature of Owner(s) D ated this c) r-1"day of {}let:"~ I ,2017. ~I' ../ y ~GNATURE OF OWNER I APPLICANT REV.JAN.2017 59 COUNTY OF OXFORO -APPLICATION FOR CONSENT/ CONSENT & MINOR VARIANCE PAGES THIS SECTION TO BE COMPLETED IN THE PRESENCE OF A COMMISSIONER FOR TAKING AFFIDAVITS I I We ------f~:-'-"*"".Qa"'---'-Mu---""''-\'-(}.AI\.'---;------of the __ U::..:...-iz}..:,.q...------ of ___ .~,Oft.LU-.J.<Ci"'M"')_.t(...."""--------in the -,l"o'-'"-"0'-"1)'-'I.:._t'l.""(-"e.."----Of COnJao 0 DO SOLEMNLY DECLARE THAT: All of the prescribed information contained in this application is true and that the information contained in the documents that may accompany this application is true. DECLARED before me at the _c>d-:""0;7-----of~~;,.._v, b/11:::;; of l<AfZ-av ~his CJ of /ffo?) in the 2017. Owner I Applicant N.!ltel;: 1. It is required that one original of this application (including the sketch described in Item 5 of the guide) be filed, together with the applicable fee, payable to the Treasurer, County of Oxford. Please contact the County of Oxford Community and Strategic Planning Office for the current fee. The fee schedule as set out below was approved by County Council and became effective January 1, 2016. * Planning Fee Single Consent only $1,950.00 Multiple Consents $1,950.00 for the first lot, each additional lot $970.00 * Planning Fee Single Consent and Minor Variance $2,025.00 Multiple Consents and Minor Variances $2,025.00forthefirst lot, each additionallot$1,010.00 * Public Works Fee (vacant lot creation ·residential, institutional, commercial or industrial) $200.00 per lot * Public Health Fee (where private/partial services exist or are proposed on retained and/or severed lots) $100.00 per lot (no Public Health fee required if lot is on full services, ie. water and wastewater) 2. The Application Fee consists of a Planning Fee and a Public Works and/or Public Health Fee as required. 3. Additional fees of $1 OO.OOIIot will be required by Public Works at the time of clearance of conditions. If the decision of this application is appealed by a third party, I ~ M.oc, aV),!. (owner/applicant name-please print) agree to support the application, provide a · lance in the preparation and presentation of the application before the MFIPPA Notice of Collection & Disclosure The collection of personal information on this form is legally authorized under Sec. 53 of the Planning Act and O.Reg.197/96 for the purpose of processing your planning application. Questions about this collection should be directed to the Director of Community and Strategic Planning at the County of Oxford, 21 Reeve St., P.O. Box 1614, Woodstock, ON N4S 7Y3 or at 519-539-9800 (ext.3207). Pursuant to Sec.1.0.1 of the Planning Act, and in accordance with Sec.32(e) of the Municipal Freedom of Information and Protection of Privacy Act, it is the policy of the County of Oxford to make all planning applications and supporting material available to the public. REV.JAN.2017 60 Page 1 of 4 Report No: CP 2017-262 COMMUNITY PLANNING Council Date: September 25, 2017 To: Mayor and Members of Tillsonburg Council From: Eric Gilbert, Senior Planner, Community Planning Deeming By-Law Request Broadway Estates Inc. REPORT HIGHLIGHTS • The applicant has requested that Council adopt a deeming by-law to deem the subject lands to not be within a registered plan of subdivision. • By deeming the lands to longer be part of a registered plan of subdivision, the lands will merge with the adjacent lots fronting on Belmont Ave, as was originally contemplated and required in the Broadway Estates Subdivision Agreement. • Planning staff are recommending approval of the application, as it will satisfy an outstanding obligation from the subdivision agreement and will ensure the lands have appropriately merged with adjacent residential lands. DISCUSSION Background APPLICANT: Broadway Estates Inc. 75 Blackfriars Street, London ON N6H 1K8 AGENT: Jack Sousa Brown Beattie O’Donovan LLP 1600-380 Wellington Street, London ON, N6A 5B5 LOCATION: The subject properties are described as Lots 68, 69, 70, 71, 72 & 73, Plan 41M-218, Town of Tillsonburg. The properties are located to the north of six residential lots fronting on Belmont Avenue in the Brookside subdivision, lying between Belmont Avenue and the future extension of Brookside Lane. 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 61 Report No: CP 2017-262 COMMUNITY PLANNING Council Date: September 25, 2017 Page 2 of 4 TOWN OF TILLSONBURG ZONING BY-LAW NO.3295: Existing Zoning: Low Density Residential Type 1 Zone (R1) PROPOSAL: A request has been received requesting Town Council to pass a By-Law to deem lands known as Lots 68-73 of Registered Plan 41M-218, Town of Tillsonburg to no longer be part of a Registered Plan of Subdivision. By deeming the lands to no longer be part of a registered plan of subdivision, the lands will automatically merge with the six residential lots immediately to the south, which are held in identical ownership. The subject property comprises 6 lots, each approximately 5.13 m (16.8 ft) wide and 16.6 m (55 ft) deep, and are generally vacant with the exception of 2 small accessory structures. The lands are generally used as rear yard amenity areas. Surrounding land uses include low density residential to the east, west, and south, with vacant residential land to the north. Plate 1, Existing Zoning and Location Map, shows the location of the subject property and the existing zoning in the immediate vicinity. Plate 2, 2015 Aerial Map, provides an aerial view of the subject property and the extent of development. Plate 3, Registered Plan, shows the lots within plan 41M-218 that are required to be included in the deeming by-law. Application Review OFFICIAL PLAN: The subject lands are designated ‘Residential’ & ‘Low Density Residential’ according to the Town of Tillsonburg Land Use Plan and Town of Tillsonburg Residential Density Plan, as contained in the County Official Plan. The use of the properties for single detached dwellings is permitted. TOWN OF TILLSONBURG ZONING BY-LAW: The subject property is currently zoned ‘Low Density Residential Type 1 Zone (R1)’, according to the Town of Tillsonburg Zoning By-law. A single detached dwelling is a permitted use in the R1 zone. The R1 zone requires a minimum lot area of 480 m2 (5,166.8 ft2 ) or 608 m2 (6,544.7 ft2 ) in the case of a corner lot, minimum lot frontage of 15 m (49.2 ft) or 19 m (62.3 ft) in the case of a corner lot, and minimum lot depth of 32 m (105 ft). 62 Report No: CP 2017-262 COMMUNITY PLANNING Council Date: September 25, 2017 Page 3 of 4 AGENCY COMMENTS: The application was circulated to various public agencies considered to have an interest in the proposal. The Town Building Services Department indicated that the deeming by-law is required to satisfy an outstanding obligation from the subdivision agreement. No other agencies expressed any concern about the proposal. PUBLIC CONSULTATION: The Planning Act does not prescribe any public notice requirements for deeming by-laws, as they are considered a technical matter that is used once a plan of subdivision has been registered for at least 7 years. Notice of the proposed deeming by-law was mailed directly to the six individual land owners who have bought lots and constructed dwellings since the purchase of the lands from the applicant. Planning Analysis The Broadway Estates subdivision was draft approved in 2003 and registered in 2006. Section 26c) of the subdivision agreement signed between Broadway Estates and the Town of Tillsonburg in 2006 requires that the “owner will legally merge Blocks 68 to 73 with the abutting lots to the south in the existing registered plan 41M-147, to the satisfaction of the Town”. These parcels were placed in identical ownership to the abutting lots, but due to the provisions of Section 50 of the Planning Act commonly referred to ‘once a lot, always a lot”, the parcels cannot legally merge as they are whole lots or blocks within a registered plan of subdivision. Under Section 50(4) of the Planning Act, R.S.O., 1990, the Council of a local municipality may by by-law designate any part of a plan of subdivision that has been registered for eight years or more to be deemed to no longer be registered as part of that plan of subdivision. This negates the ‘once a lot, always a lot’ provisions and once a deeming by-law is passed, the abutting properties held in identical ownership will automatically merge. The properties that are the subject of this request are part of Plan 41M-218 which was registered in 2006. It is recommended that Town Council adopt the recommended deeming by-law to ensure that these properties will merge as was originally intended and required through the subdivision agreement. The deeming by-law will also prevent separate conveyances of Lots 68-73 to occur without contravening the Planning Act. 63 Report No: CP 2017-262 COMMUNITY PLANNING Council Date: September 25, 2017 Page 4 of 4 RECOMMENDATION It is recommended that the Council of the Town of Tillsonburg approve the deeming by- law request submitted by Broadway Estates Inc., whereby the lands described as Lots 68-73 (inclusive) of Registered Plan 41M-218, Town of Tillsonburg, are to be deemed not to be within a registered plan of subdivision to ensure that they merge with the adjacent residential lots in identical ownership to satisfy an obligation arising from an existing subdivision agreement. SIGNATURES Authored by: original signed by Eric Gilbert, MCIP RPP, Senior Planner Approved for submission: original signed by Gordon K. Hough, RPP, Director 64 September 7, 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 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) 65 September 7, 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 380 Notes NAD_1983_UTM_Zone_17N 19 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) 66 67 Long Point Region Conservation Authority 4 Elm St., Tillsonburg, Ontario N4G 0C4 519-842-4242 or 1-888-231-5408 ˖ Fax 519-842-7123 Email: conservation@lprca.on.ca ˖ www.lprca.on.ca A Member of the Conservation Ontario Network Date: September 15th, 2017 File: 3.6.2 Town of Tillsonburg Dear Municipal Partner: The Long Point Region Conservation Authority is proposing to apply to the National Disaster Mitigation Program for funding assistance to make improvements to its Flood Forecasting and Warning System. LPRCA operates and maintains a flood forecasting and warning system for the watercourses and Lake Erie shoreline in the Long Point Region watershed. Flood watches and warnings are issued by LPRCA to provide early notice to municipal flood coordinators, emergency responders and the public to assist you in taking timely and effective action to reduce the risk to life and property. This project will: • provide more readily available and usable real-time data to support flood forecasting, warning and emergency response; • improve the timeliness, accuracy and reliability of flood watches and warnings; and • working with your emergency response team, update/improve tools to support flood emergency planning and response, such as thresholds for warning messages that can link to actions. At its September 6th meeting, the LPRCA Board of Directors passed the following resolution: Res. No. A-208/17: THAT LPRCA makes application to the National Disaster Mitigation Program for funding to improve its flood forecasting and warning capabilities, and THAT LPRCA plan during its 2018 budget discussions to contribute 50% of the total project cost, with 43% from General Levy – Capital and 7% in-kind staff time, as its share of the matched funds, and THAT a letter be sent to member municipalities requesting endorsement for the project. Municipal letters of endorsement/support will greatly assist in the success of the application and are, in fact, a requirement for it. The Ministry of Municipal Affairs staff has confirmed that a letter of support from a senior municipal staff member 68 (signing officer) will meet their requirements. The MMA deadline for submitting the municipal letters of support is October 13, 2017. Thanking you in advance for your consideration, Cliff Evanitski General Manager/Secretary-Treasurer 69 70 71 72 73 From: Ontario Honours And Awards (MCI) <OntarioHonoursAndAwards@ontario.ca> Sent: Friday, September 15, 2017 11:35 AM To: Stephen Molnar Subject: June Callwood Outstanding Achievement Award for Voluntarism/Distinction June Callwood pour contribution bénévole exceptionnelle de l’Ontario. Dear Friends, It is my pleasure to invite you to submit a nomination for the June Callwood Outstanding Achievement Award for Voluntarism. Volunteers are the backbone and strength of communities across Ontario. This award recognizes the exceptional leadership, innovation and creativity in voluntarism and community service that contribute to a strong and dynamic province. Recipients of this award may include individual volunteers, volunteer groups, or volunteer management individuals or groups from a not-for-profit or charitable organization. To submit a nomination for this award: 1. Visit ontario.ca/honoursandawards. 2. Select the Volunteering category. 3. Click on June Callwood Outstanding Achievement Award for Voluntarism. 4. Download the PDF form. 5. Read the eligibility criteria and instructions carefully. 6. Fill out the form and submit it no later than December 5, 2017. Instructions for submitting your nomination package can be found on the website. If you have questions about this program, please call 416-314-7526, toll free 1-877-832-8622, TTY 416-327-2391, or email ontariohonoursandawards@ontario.ca. Thank you in advance for taking the time to ensure that outstanding volunteers and volunteer managers across the province receive the recognition they deserve. Sincerely, Laura Albanese Minister 74 Report Title Internet/telephone Voting Contract Report No. CL 17-19 Author Donna Wilson, Town Clerk Meeting Type Council Meeting Council Date September 25, 2017 Attachments Municipal Voting Contract CL 17-08 Internet/telephone Voting Vendor Page 1 / 3 CL 17-19 Internet & Telephone Voting Ve RECOMMENDATION THAT Council receives Report CL 17-19 Internet/telephone Voting Contract; AND THAT the Mayor and Clerk be and are hereby authorized to execute the Contract between InteliVote Systems Inc. and the Corporation of the Town of Tillsonburg. EXECUTIVE SUMMARY Council will recall that at the Council meeting of April 10, 2017, Council passed the following resolution. “Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report CL 17-09 To Authorize the Voting Method for the 2018 Municipal Election; AND THAT By-Law 4091 to authorize the use of the Internet and Telephone Voting method for the 2018 Municipal Election, be brought forward for Council consideration. Carried” And “Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives Report CL 17-08 Internet/telephone Voting Vendor; AND THAT Council endorse InteliVote Systems Inc. for the provision of electronic voting services for the 2018 Municipal Election. Carried” 75 Page 2 / 3 BACKGROUND In order to be in compliance with the timeline amendments made under the Municipal Elections Modernization Act, 2016 (MEMA), the Clerk must complete the 2018 Election Policies and Procedures including all forms required for the election prior to December 31, 2017. This process is dependent on the voting system and method for the 2018 election. As set out in the motion above Council has endorsed InteliVote Systems Inc. for the provision of electronic voting services for the 2018 Municipal Election. The contract is attached for Council’s review and consideration. DISCUSSION The Township of South-West Oxford and The Township of East-Zorra Tavistock, have also engaged IntelivVote Systems Inc. and in doing so have realized along with the Town of Tillsonburg a cost savings through joint services such as training and support. The base service fee as set out in Schedule A of the Contract for all three municipalities is $1.35 per Eligible Elector. 30% of the base service fee, based on the number of eligible Electors as determine by the previous list of electors in 2014 is due when this agreement is signed. 30% of the 12,000 eligible electors for Tillsonburg in 2014 is approximately 3600, therefore $4,860.00 will be required at the signing of this agreement. The balance of the service fee will be required immediately after the Election on October 22, 2018. In addition there will be a services and postage fee of $1.25 for each eligible elector which will be paid 30 days prior to the letter printing. The services and postage fee represents the voter information letter which includes the PIN and any voting credentials agreed upon. The total cost based on the 2010 numbers for internet/telephone voting portion of the election will be approximately $31,200. The additional services outlined in Schedule ‘B’ for consulting services are for fees above the base service fee which include training and support. This additional fee of $800/day plus travel and hotel expenses is not at this time estimated to be required. The reference to the additional service fee on the contract is typically for clients that require attendance by InteliVote at an event that is not typically covered in their services. For example, political leadership events at a convention somewhere in Canada where the event is happening and results will be presented etc. This service is not something that the Town will require. FINANCIAL IMPACT/FUNDING SOURCE All municipal election expenses are funded by the Election Reserve Fund. Funds have been budgeted and allocated to the reserve in the amount of $22,000 for the years 2015 & 2016 and 76 Page 3 / 3 $10,000 for the year 2017. For 2018, $54,000.00 will be available, with the main cost attributed to the electronic vendor set out above. Other expenses such as advertising and various supplies will still be required. Staff is confident that the 2018 election will be completed within the budgeted allotment. COMMUNITY STRATEGIC PLAN (CSP) IMPACT Section 1 – Excellence in Local Government 1.3 Demonstrate accountability – Citizens are aware of ongoing Council initiatives and Internet/telephone voting provides enhanced accessibility features for all citizens. 77 Intelivote Systems Inc. - 2017 Page 1 of 13 MUNICIPAL VOTING CONTRACT Agreement for eVoting Services made and effective this 26th day of September, 2017 BETWEEN: TOWN OF TILLSONBURG Of 200 Broadway, 2nd Floor, Tillsonburg ON N4G 5A7 (herein called “the Municipality”) - and - INTELIVOTE SYSTEMS INC. Of 202 Brownlow Avenue, Suite 900, Dartmouth, Nova Scotia, B3B 1T5 (herein called “ISI”) WHEREAS ISI has developed application software, procedures and expertise to provide an electronic voting service incorporating voting through secure wireless, telephone and internet connections, in conjunction with mail-in votes and ballots cast in person at polling stations (“the ISI Service”); AND WHEREAS the Municipality wishes to obtain from ISI the use of the ISI Service to conduct its Election on the Election Date(s) defined in Article 1 below; AND WHEREAS ISI and the Municipality wish to set forth the terms applicable to the use of the ISI Service for the Municipality’s Election on the Election Date(s); NOW THEREFORE FOR the mutual consideration set forth herein, the adequacy of which is hereby acknowledged, ISI and the Municipality, intending to be legally bound, agree as follows: 1. Definitions 1.1 “Auditor” – means a third party or an individual assigned by the Municipality to conduct audit processes that have been agreed to by the Municipality and ISI and who will be responsible to render an official opinion as to the validity of the total voting process as conducted by ISI and the Election Officials. 1.2 “Candidate” means the same as the definition provided in the Municipal Elections Act, 1996, S.O. 1996, CHAPTER 32. 1.3 “Candidates’ Agents” – means persons accredited by the Municipality as a candidate, or agent or scrutineer of a candidate. 78 Electronic Voting Services Agreement Intelivote Systems Inc. - 2017 Page 2 of 13 1.4 “Candidate Reports”- means an electronic record in an agreed upon format produced and made available to Candidates’ Agents during the Voting Period at times agreed upon in advance between the Municipality and ISI showing the name or other identifier for each Eligible Elector recorded on the ISI Service for each Eligible Elector and which of those Eligible Electors have voted. 1.5 “Consulting Services”- means the services described in Schedule “A” hereof which are to be rendered by ISI. 1.6 “Contract Administrator”- means the persons identified in Article 4 as primary Contract Administrators or other Contract Administrators. 1.7 “Control Centre”- means the location at which ISI sets up the control access and monitoring of the database and processing functions of the ISI Service. 1.8 “Election Date(s)”- means the following days: October 12, 2018 until October 21, 2018 and October 22, 2018. 1.9 “Election Officials”- means the persons who the Municipality designates in writing to ISI as the persons who have jurisdiction over the legal control and conduct of the Election, including the usual powers and authority of a Chief Electoral Officer (CEO) and/or returning officer, whose rulings ISI shall be compelled to comply with. 1.10 “Eligible Elector”- means a person who the Municipality has determined is eligible to vote in the Election and to whom a PIN has been provided. 1.11 “Interactive Voice Response” and “IVR”- means the capability for electors to listen to voting options and to cast a vote(s) through a telephone system including wireless phones. 1.12 “Internet Enabled Connection Service”- means the capability for electors to connect through the internet to a website and to read the voting options and to cast a vote(s) through the internet connection. 1.13 “PIN”- means a unique personal identification number assigned to each Eligible Elector. 1.14 “Telephone Voting Number”- means the toll-free telephone number to be agreed upon between the Municipality and ISI to which Eligible Electors may connect through a telephone including a wireless telephone and cast their votes. 1.15 “Voting Decision”- means one or more slates of candidates in which the elector is entitled to vote in a predetermined manner and any number of questions on which the elector is entitled to vote. 79 Electronic Voting Services Agreement Intelivote Systems Inc. - 2017 Page 3 of 13 1.16 “Voting Period”- means the hours designated by the Municipality during the Election Date(s) during which Eligible Electors are entitled to cast their vote. 1.17 “Website Voting Address”- means a secure Internet Protocol address to be agreed upon between the Municipality and ISI to which Eligible Electors may connect through a web browser and cast their votes. 2. Provision of ISI Services 2.1 ISI hereby agrees to provide the use of the ISI Service to the Municipality and to its Eligible Electors during the Voting Period and to provide any required and agreed to Consulting Services and Technical Support Services to the Municipality for the municipal election and the Municipality shall pay the fee set out in article 7 to ISI in accordance with the payment terms set out in clause 7.1.4. 3. Specifications 3.1 The ISI Service shall permit a person submitting a PIN, or a PIN and any other voting credential agreed upon by the Municipality and ISI, to access the ISI Service and to cast the votes permitted by the Municipality on the Voting Decisions in respect of each PIN in any of the manners set out in clauses 3.2 and 3.3, to record through verifiable records in what manner and when the votes of each PIN were cast, to ensure that votes may be cast in respect of the Voting Decisions only once for each PIN and to ensure that no record is kept or is recoverable which allows the identification of the candidates for whom votes were cast by a PIN, or how votes were cast in answer to questions by a PIN. 3.2 The ISI Service shall enable IVR ports which will allow Eligible Electors to telephone the Telephone Voting Number and upon entering the elector’s PIN, or a PIN and any other voting credential agreed upon by the Municipality and ISI, to vote in respect of each Voting Decision by Interactive Voice Response. 3.3 The ISI Service shall enable an internet enabled application through a Website Voting Address that will enable each Eligible Elector to connect to the Website Voting Address and upon entering that elector’s PIN, or a PIN and any other voting credential agreed upon by the Municipality and ISI, to vote in respect of each Voting Decision by Internet Enabled Connection Service. 3.4 Access to the ISI Service via any voting telephone number and to the internet website address shall be restricted to only the times and dates set 80 Electronic Voting Services Agreement Intelivote Systems Inc. - 2017 Page 4 of 13 out in the Voting Period unless directed by the Election Officials to extend or reduce the Voting Period. 3.5 The ISI Service shall enable the Auditor to access the ISI Service and cast auditing votes during the Voting Period which can be tracked as auditing votes and removed from any final vote tally so as to obtain assurance that the ISI Service is functioning properly. 3.6 The ISI Service shall enable Election Officials and/or the Auditor to have secure access to the tally of votes cast by Interactive Voice Response and Internet Enabled Connection Service after the close of the Voting Period. 3.7 The ISI Service shall enable ISI personnel to shut down the ISI Service and, in such case, the prescribed message shall be recorded on the Interactive Voice Response and displayed on Internet Enabled Connection Service. 3.8 The ISI Service shall enable the Candidates and/or Candidates’ Agents to have access to the Candidate Module, if such service is requested to be enabled by the Election Officials. 4. Contract Administration 4.1 Each party shall designate the name, address, telephone, fax and email addresses of a primary Contract Administrator. The Contract Administrator shall be responsible for arranging all meetings, visits and consultations between the parties and for the transmission and receipt of all official notices and for all administrative matters such as invoices, payments and amendments. The primary Contract Administrator for ISI shall be: Name: Dean Smith Telephone: (902) 481-1156 Fax: (902) 481-9599 Email: Dean.smith@intelivote.com The primary Contract Administrator for the Municipality shall be: Name: Donna Wilson Telephone: (519) 688-3009 ext. 3224 Fax: (519) 842-6431 Email: dewilson@tillsonburg.ca 4.2 Any party may by notice in writing to the other party’s primary Contract Administrator designate a different person as Contract Administrator for a specific aspect of the administration of the contract. 81 Electronic Voting Services Agreement Intelivote Systems Inc. - 2017 Page 5 of 13 4.3 The Contract Administrators will be available Monday through Friday 8:30 a.m. to 4:30 p.m. Eastern Time, excluding lunch hours and a reasonable number of days spent out of the office and shall respond within one (1) business day of the receipt of any request for information or request for decisions that are communicated between the Contract Administrators. 4.4 Each party may change its Contract Administrators by notice to the other party’s primary Contract Administrator. 4.5 Each of the Contract Administrators shall communicate with each other promptly as to the status of information, procedures and progress on each of their respective tasks as set out in this Agreement and to advise the other forthwith upon the occurrence of any material change in such plans. 4.6 If any party (first party) receives notice from the other party that the first party’s Contract Administrator is not carrying out his or her duties to the satisfaction of the other party, then the first party shall promptly designate another person as its Contract Administrator. 5. Obligations of the Municipality 5.1 The Municipality shall: 5.1.1. Ensure that at all times it has a Contract Administrator ready, willing and competent to communicate with ISI on any issue relevant to this contract. 5.1.2. Allocate appropriate resources with the necessary knowledge and authorization to work with ISI in defining tasks for all stages of activity leading up to and including Election Day(s); establish mutually agreed upon timelines for these tasks; coordinate all tasks assigned to the Municipality; provide all information required to configure the ISI Service as early as possible in the overall event schedule. A draft project plan detailing some of these tasks will be provided. 5.1.3. Pay ISI for services such amounts as are outlined in Article 7 and pay to third parties such costs which pursuant to this contract and to Schedule “A” the Municipality is responsible to bear and to indemnify ISI in respect of such costs. 5.1.4. Supply at its cost appropriate equipment, as required, such as computer hardware, internet access, telephone service at any, or all, Voter Help Centres. 5.1.5. Engage a qualified individual to conduct audit processes that have been agreed to by the Municipality and ISI and who will be responsible to render an official opinion as to the validity of the 82 Electronic Voting Services Agreement Intelivote Systems Inc. - 2017 Page 6 of 13 total voting process as conducted by ISI and the Election Officials. 6. Obligations of ISI 6.1 ISI shall: 6.1.1. Arrange at its cost in consultation with the Municipality for a Telephone Voting Number capable of handling not less than such number of calls per minute as is specified by ISI based on the number of Eligible Electors; 6.1.2. Arrange at its cost in consultation with the Municipality for a Website Voting Address capable of handling not less than such number of connections per minute as is specified by ISI based on the number of Eligible Electors; 6.1.3. Provide the ISI Service functioning in accordance with the Specifications set out in Clause 3 connected to the Telephone Voting Number and Website Voting Address to the Eligible Electors during the Voting Period; 6.1.4. Perform with diligence in a timely manner in accordance with generally accepted professional standards and practices recognized in the Information Technology Industry the Consulting Services described in Schedule “A”; 6.1.5. Abide by decisions of the Election Official and comply with instructions from the Auditor and Election Officials in respect to operations of the ISI Service providing that such instructions and decisions do not adversely impact the operation or integrity of the ISI Service; 6.1.6. Ensure that the voting instructions are available on the ISI Service during the Voting Period; 6.1.7. Make available online to the Election Official and/or Auditor at the end of the Voting Period the results of votes cast for each candidate and question; and 6.1.8. Cause a duly qualified individual to meet with the Municipality at the offices of the Municipality in the event that any other communication is demonstrably ineffective to resolve any outstanding issues. 83 Electronic Voting Services Agreement Intelivote Systems Inc. - 2017 Page 7 of 13 7. Fee and Payment Terms 7.1 The Municipality agrees to pay to ISI: 7.1.1. A base services fee equal to $1.35 per Eligible Elector being the number of eligible and enumerated electors in the ISI Service on Election Day(s); 7.1.2. A services and postage fee equal to $1.25 per Eligible Elector for the creation, printing and distribution of Voter Instruction Letters; 7.1.3. Any fees for additional consulting services described in Schedule “B”; 7.1.4. The fees payable pursuant to clause 7.1.1 and 7.1.2 are payable as follows: a) 30% of the base services fee of $1.35 per Eligible Elector on execution of this Agreement, based on the number of Eligible Electors as determined by the previous list of electors used for the most recent Election held in the Municipality, when invoiced by ISI; b) The services and postage fee of $1.25, for each Voter Instruction Letter to be sent to each Eligible Elector when invoiced by ISI (typically 30 days prior to letter printing) and, c) the balance of the service fee immediately after the Election Date; 7.1.5. The Municipality shall pay in addition to the fees stated above Harmonized Sales Tax (HST) and any other taxes applicable to the provision of such services. 7.1.6. Any fee or portion thereof not paid on the date on which it is payable shall bear interest at the rate of 12% per annum calculated and applied monthly. 8. Ownership and Rights 8.1 ISI shall maintain ownership of all intellectual property rights associated with the ISI Service and the Municipality is only entitled to the data concerning the Election generated by the ISI Service and the Municipality shall have no other rights in or further use of the ISI Service. 9. Representations and Warranties 9.1 ISI represents and warrants that: 9.1.1. Use of the ISI Service as described in this Agreement does not infringe the intellectual property rights of any person; 84 Electronic Voting Services Agreement Intelivote Systems Inc. - 2017 Page 8 of 13 9.1.2. ISI has and will have full and sufficient right to supply the use of the ISI Service during the Voting Period; 9.1.3. ISI shall engage a national service provider(s) to provide a very high level of reliability, security, scalability and performance for a high volume transaction, mission critical solution; and 9.1.4. ISI will destroy all formats of information relating to Voting Decisions upon receipt of instructions from the Election Official to do so. 9.1.5. The person(s) signing this contract are duly authorized to execute and deliver it on behalf of ISI and that it is a duly binding obligation of ISI. 9.2 The Municipality represents and warrants that: 9.2.1. The Municipality has the authority and jurisdiction to engage ISI for the provision of the ISI Service for its Municipal Election and that the person(s) signing this contract are duly authorized to execute and deliver it on behalf of the Municipality and that it is a duly binding obligation of the Municipality. 10. Remedies 10.1 If a party fails or refuses at any time to perform its obligations under this Agreement, then the other party may deliver the defaulting party notice of intent to terminate this Agreement, which notice shall specify the alleged failures or refusals and, if within three (3) business days of receipt of the notice or such other reasonable period in relation to the default, the defaulting party shall not have cured all the defaults set out in the notice or presented a plan reasonably acceptable to the other party to cure these defaults, the other party may, at its option elect to terminate this Agreement. 10.2 If the Municipality terminates this Agreement as a result of all the positions up for election being acclaimed, then the Municipality shall reimburse ISI all out-of-pocket expenses incurred for the planning and delivery of the Municipal Election in addition to the installments payable pursuant to clauses 7.1.4(a). To be clear, only the service fees for the eVoting service deposit defined in section 7.1.4(a) are payable. The services and postage fee, for the Voter Instruction Letter is not required as there will be no service or postage required and thus it will not be billed to the municipality. 10.3 If the Municipality terminates this Agreement for any reason other than the reason stated in clause 10.2 without material default by ISI, then the Municipality shall pay ISI fifty percent (50%) of the total fees that would be 85 Electronic Voting Services Agreement Intelivote Systems Inc. - 2017 Page 9 of 13 payable pursuant to Article 7 if the ISI Service had been employed for the Municipal Election, except that a deduction shall be made of any fees payable under 7.1.2 that have not been incurred by ISI. 10.4 And any payments previously paid by the Municipality to ISI shall be deducted from amounts otherwise payable pursuant to Article 10.3. 11. Force Majeure 11.1 Either party shall be excused from delays in performing or from its failure to perform hereunder to the extent that such delays or failures result from an act of god, fires, floods, explosions, insurrection, war or riots, unusually severe weather, epidemics or quarantine restrictions, governmental priorities or allocations regulations or any cause beyond the reasonable control of the party including without limiting the generality of the foregoing, a failure of communication facilities, labor trouble or strikes by employees of telecommunications providers including suppliers of application software to ISI, and restraint by Court or public authority. 12. Limitation of Liability 12.1 ISI’s liability for damages howsoever caused, whether in contract or in tort, including negligence, shall be limited to the actual direct damages suffered by the Municipality and in no event shall ISI be able liable for any indirect, consequential or punitive damages of the Municipality or any other person. In any event, the liability of ISI for the breach of any representation, warranty or covenant shall not exceed the total fee payable to ISI by the Municipality pursuant to this Agreement regardless of the number of claims. 13. Miscellaneous 13.1 This Agreement may be executed in several counterparts, all of which taken together shall constitute one single Agreement between the parties. 13.2 The parties and their representatives signing this Agreement hereby acknowledge and represent that the representatives signing this Agreement are authorized and have full authority to enter into this Agreement on behalf of the parties for whom they have signed. 13.3 No delay or admission by either party to exercise any right or power occurring upon any noncompliance or default by other party shall impair any such right or power or to be construed as a waiver thereof, unless such waiver is in writing. 13.4 This Agreement, including the Schedules referred to in this Agreement, constitutes the entire agreement of the parties with regard to the subject matters addressed in this Agreement and this Agreement supersedes all 86 Electronic Voting Services Agreement Intelivote Systems Inc. - 2017 Page 10 of 13 prior or contemporaneous agreements or discussions or representations, whether oral or written with respect to the subject matter of this Agreement and this Agreement cannot be varied, amended, waived or discharged except in writing signed by all parties. 13.5 Time is of the essence to the performance of the party’s obligations under this Agreement. 13.6 This Agreement shall be governed by and construed in accordance with the laws of the Province of Ontario. 13.7 This Agreement may not be assigned to any other party without the written consent of the other party. TOWN OF TILLSONBURG Per:_______________________________ Mayor – Stephen Molnar Per:_______________________________ Town Clerk – Donna Wilson INTELIVOTE SYSTEMS INC. Per:_______________________________ Dean Smith, President and Founder 87 Electronic Voting Services Agreement Intelivote Systems Inc. - 2017 Page 11 of 13 SCHEDULE “A” Base Services ISI Base Services to be provided within the agreed upon fee identified in clause 7.1.1. These services include: a) Develop and manage a critical path plan for required activities in coordination with the Municipality; b) Management and coordination of telecommunications requirements designed to provide the elector with their choice of voting channel: internet, phone, mail-in, or polling station, if offered by the municipality. Includes the activities associated with the telecommunications setup for electronic voting system; appropriate bandwidth; phone (IVR) ports; and website registration. c) Attending organizational committee meetings in the Municipality (subject to limit in clause (p) below); d) Assist in the development by the Municipality of educational materials for electors including creation of the Voter Instruction Letter providing specific instructions on how to successfully use the electronic voting process. e) Assistance in the management of the electors list; f) Assistance with the format, design and secure delivery methods of personal identification numbers (PIN). Intelivote Systems will generate the PINs using the eligible voter population to determine the required PIN length and to determine the number of additional PINs required as spares. A unique PIN will be created for each Eligible Elector based on the initial voters list provided by the Municipality. In addition to the PIN, an Eligible Elector category is created and a file is produced to be used for production of Voter Instruction Letters. g) Provision of a media spokesperson to address technology questions. Development and/or assistance with a media plan and a voter education plan that addresses the most common questions from both the media and members of the public. An Intelivote representative can speak directly with the media on any questions related directly to the Intelivote application. The Municipality is responsible for all advertising and marketing costs of the Municipal Election, and if the Municipality is paying ISI pursuant to Article 7.1.2 to prepare and mail out Voter Instruction Letters, then ISI will be responsible for the costs of preparing and mailing out the Voter Instruction Letters. h) Technical consultation to address specialized system requirements; i) Development and recording of voice scripts for the Election; j) Website development and design including generation of a customized webpage for voters to link from to vote; k) Assisting the Municipality in addressing legislative issues and by-laws relating to elector notification. l) Customization and development of all activity associated with configuring the Election such as: district/ward setup; candidate assignment; voice script recording; Elector List management; secure ID and password management; configuring and loading Voting Decisions (ie. type of race, sequence and presentation display), based on information to be provided by the Municipality. 88 Electronic Voting Services Agreement Intelivote Systems Inc. - 2017 Page 12 of 13 m) Assistance and guidance to Auditors, security personnel and Election Officials. A document will be provided which will outline the requirements for a regional centre (if required) to be used by the Election Officials and Auditor, provided that the Municipality shall provide any hardware and communication facilities required by the Auditors and Election Officials. n) Training for Election HelpLine staff; o) Coordination for logistics for eVoting and assistance for the protocol to be followed for the voting event. p) Onsite consulting for one or more individuals to work with the Municipality, at a location agreed upon by the parties, to deliver the services, training and consulting described in this Contract and in this Schedule “A”, provided that travel and living costs not exceeding two (2) round-trips trips and not exceeding five (5) person days of effort for delivering these services is included in the Base Service fee and the Municipality shall pay ISI for any additional travel and living costs and person days of services requested by the Municipality in accordance with Schedule “B”. Pre-approval of all additional travel and expenses is required by the Municipality prior to ISI undertaking the effort or incurring any costs. 89 Electronic Voting Services Agreement Intelivote Systems Inc. - 2017 Page 13 of 13 SCHEDULE “B” Consulting Services Additional consulting services that may be required by the Municipality in addition to those services provided in Schedule “A” will be provided at the following rates: Intelivote Consultant - $800/day plus applicable taxes All travel and living expenses will be reimbursed to ISI at cost. 90 Report Title Internet/telephone Voting Vendor Report No. CL 17-08 Author Donna Wilson, Town Clerk Meeting Type Council Meeting Council Date April 10, 2017 Attachments Page 1 / 3 CL 17-08 Internet & Telephone Voting Ven RECOMMENDATION THAT Council receives Report CL 17-08 Internet/telephone Voting Vendor; AND THAT Council endorse InteliVote Systems Inc. for the provision of electronic voting services for the 2018 Municipal Election. EXECUTIVE SUMMARY At the Council meeting of January 23, 2017 Council passed the following resolution and direction for staff. “Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council endorse Option 3 – Internet/Telephone Voting, as the preferred voting method for the 2018 Municipal Election, for both Advance and Voting Day polling; AND THAT staff be directed to develop the 2018 Election Work Plan based on the preferred method of voting; AND THAT staff bring back a report regarding final quotes for procuring equipment and services for the preferred voting method. Carried” BACKGROUND As described in Report CL 16-30 brought to Council on October 11, 2016, with the timeline amendments made under the Municipal Elections Modernization Act, 2016 (MEMA), and since Council decided to proceed with an alternative voting method, Council must now authorize electors to use such a method by passing a by-law on or before May 1st in the year before the election year. This would mean that a Council decision and implementing bylaw would be required by May 1, 2017, to be effective for the 2018 Municipal Election. 91 Page 2 / 3 DISCUSSION In coordination with the Township of South-West Oxford and the Township of East-Zorra Tavistock, who will also be using Internet/Telephone voting for the 2018 municipal election, Staff received quotes for the necessary services and equipment to be provided. There remain few companies in this highly specialized market that have systems that have proven performance at the required level. In total, four vendors submitted quotations to the municipal Clerk for review and evaluation. After substantial review in collaboration with South-West Oxford and East-Zorra Tavistock, Staff short-listed the interested service providers based on two main factors: 1) Overall experience and familiarity with Ontario municipal elections; 2) Performance in previous Ontario municipal elections and specifically, the 2014 municipal election. Following the short-listing, Staff met on March 3, 2017 directly with Intelivote Systems Inc. and Dominion Voting Systems Corp. to further discuss their respective quotations for services. The following is a summary of the quotes for services received for the Town: Note: Based on 12,000 electors (2014 numbers). Postage costs may vary depending on Canada Post Both Intelivote Systems Inc. and Dominion Voting Systems Corp. would be quite capable of providing the necessary services. However, Staff recommends using the services of Intelivote Systems Inc. for two primary reasons: 1) Experience – of the 97 municipalities that used Internet/Telephone voting in the 2014 Ontario municipal elections, 48 used the services of Intelivote Systems Inc. (vs. 23 that used the services of Dominion Voting Systems Corp.). Also, of the 44 municipalities that used Internet/Telephone voting in the 2010 Ontario municipal elections, 34 used the services of Intelivote Systems Inc. Staff believe that it is fundamentally important to ensure that the election is conducted Vendor $ Per Elector Printing/ Postage $ Per Elector Total $ Per Elector Total $ Intelivote Systems Inc. $1.35 $1.25 $2.60 $31,200.00 Dominion Voting Systems Corp. $2.00 $1.05 $3.05 $36,600.00 92 Page 3 / 3 using a company who has had extensive experience in this field with similar sized municipalities. 2) Cost Per Elector – ultimately, the services quoted by Intelivote Systems Inc. are less expensive than those quoted by Dominion Voting Systems Inc. Additionally, Staff has reviewed references for Intelivote Systems Inc., with positive results. FINANCIAL IMPACT/FUNDING SOURCE All municipal election expenses are funded by the Election Reserve Fund. Funds have been budgeted and allocated to the reserve in the amount of $22,000 for the years 2015 & 2016 and $10,000 for the year 2017. For 2018, $54,000.00 will be available, with the main cost attributed to the electronic vendor costs contained in this report. Other expenses such as advertising and various supplies will still be required. Staff is confident that the 2018 election will be completed within the budgeted allotment and any surplus funds will remain in reserves for the 2022 municipal election. COMMUNITY STRATEGIC PLAN (CSP) IMPACT Section 1 – Excellence in Local Government 1.3 Demonstrate accountability – Citizens are aware of ongoing Council initiatives and Internet/telephone voting provides enhanced accessibility features for all citizens. 93 Report Title Funding Application to the Rural Economic Development Program Report No. DCS 17-30 Author Cephas Panschow Meeting Type Council Meeting Council Date SEPTEMBER 25, 2017 Attachments Page 1 / 5 RECOMMENDATION THAT Council receive Report DCS 17-30 Funding Application to the Rural Economic Development Program; AND THAT staff be authorized to submit an application to the Ontario Rural Economic Development Program as detailed in Report DCS 17-30. EXECUTIVE SUMMARY The purpose of this report is to seek Council approval to submit a funding application to the Rural Economic Development program offered through the Ontario Ministry of Agriculture, Food & Rural Affairs. In light of recent changes in the local economy it is necessary to conduct a review of Tillsonburg’s various economic sectors and develop an enhanced business attraction and retention strategy based on the outcomes of this analysis. Staff is currently exploring two options for funding through this program and will make a decision as to the best way to proceed based upon input from the Ontario Ministry of Agriculture, Food and Rural Affairs. BACKGROUND This section provides an overview of the two options being considered for the submission to the Rural Economic Development Program. Sector Strategy Option The 2017 Economic Development & Marketing Department budget includes funding for the preparation of sector marketing profiles; however, in light of recent changes in the local economy it is necessary to conduct a more thorough review of Tillsonburg’s various economic sectors and develop an enhanced business attraction and retention strategy based on the outcomes of this analysis. 94 Page 2 / 5 The Town’s current industrial marketing materials include a Quick Facts sheet and a Competitive Advantages sheet along with real estate listing sheets for available properties. In order to be improve the Town’s competitiveness in terms of attracting investment, it is important to develop sector marketing profiles for each of Tillsonburg’s main industry sectors as follows: Automotive parts manufacturing; Metal fabrication; Food processing; and, Wood product manufacturing. While the Town’s strength in automotive parts manufacturing is well known, there are also supporting and emerging sectors in metal fabricating, food processing and wood product manufacturing. In order to strengthen each of these sectors, a specific sector profile will be developed for each of these sectors with the intent of highlighting the strengths of these sectors and opportunities for growth. The funding contained in the current budget will provide the initial funding required with the remaining funding coming from the Rural Economic Development Program. Manufacturing Acceleration Program Option The purpose of the Manufacturing Acceleration Program is to facilitate growth by raising the competitiveness and profitability of individual manufacturing companies by defining clear and distinctive business strategies and knowledge transfer, and by focusing on innovation in products, processes and markets. The program is moving into the third and final year of the pilot program and, despite some success, more resources are needed to realize this goal. Council approved the following resolution at their October 13, 2015 meeting: THAT Council receive Report DCS 15-45 Memorandum of Understanding – Manufacturing Acceleration Program; AND THAT a by-law be brought forward authorizing the Mayor and Clerk to execute the Memorandum of Understanding between the Corporation of the Town of Tillsonburg and MAP (Manufacturing Acceleration Program) Program Canada. Subsequent to this, the Manufacturing Acceleration Program collaborating companies (Isah Software, GWA Business Solutions and the Town) have worked together to meet with local manufacturers that are interested in using software to improve their processes and to discuss innovation with their companies. A trade mission to the Hannover Fair and The Netherlands was also completed in 2017. The mission was considered a success based on the knowledge learned, company meetings held and the visit to clients. One trade transaction was facilitated as part of this mission. 95 Page 3 / 5 The three year objectives of the initial pilot program are: Year 1 (2015/2016) 10 Companies engaged with MAP and 3 Reference Cases Year 2 (2017) Trade Mission to the Netherlands/European Union Year 3 (2018) Established relationships between companies (trade and/or investment) The three main objectives of the Tillsonburg MAP program are: Business process improvements (through software); Knowledge transfer; and, Increased exports into the European Union (based on the Comprehensive Economic and Trade Agreement between Canada and Europe). There is an opportunity to improve upon the successes achieved to date by working with a consultant to support these objectives over the next year. Having a dedicated resource to work with the business community will help achieve results faster and increase the momentum of this project. Hence, the proposal is to partner with local companies to conduct a review of their business operations and identify software that could improve their efficiency and effectiveness through greater process management and solution implementation. Staff is proposing that this initiative follow the standard Rural Economic Development contribution amounts with 50% proposed to be funded by the Rural Economic Development program, 40% coming from the Town’s Economic Development Reserve and the remaining amount coming from the manufacturing sector. Rural Economic Development Program Overview The purpose of the Rural Economic Development Program is to help remove barriers to economic development for rural communities, Indigenous communities and organizations, and not-for-profit organizations. The program helps these groups achieve the following outcomes: increased ability to undertake evidence-based planning to identify priorities and measure economic performance collaboration for economic growth increased economic competitiveness and diversity (i.e., attraction, retention and expansion of businesses) innovative communities expansion of markets creation and/or retention of jobs attraction, development or retention of a highly skilled workforce support for provincial government priorities 96 Page 4 / 5 Eligible applicants include: A legal entity that is a Not-for-Profit A Municipality A Local Services Board; or An Ontario Indigenous community or organization The RED Program has two streams of funding; namely, Planning and Implementation. Depending on the project selected, the application would be made under the either the Planning or Implementation stream based upon consultant with the Ontario Ministry of Agriculture, Food & Rural Affairs. COMMUNITY STRATEGIC PLAN Theme 2.1 of the Community Strategic Plan identifies the need to Support new and existing businesses and provide a variety of employment opportunities. The goal of the proposed sector study is to review the strength of existing sectors (auto parts, food processing, metalworking, wood working, etc) and develop a marketing plan based on those strengths. Theme 2.1 of the Community Strategic Plan identifies the need to Support new and existing businesses and provide a variety of employment opportunities. The Manufacturing Acceleration Program’s focus on business process improvement and increased exports will help support the improved viability of local manufacturers and increased job growth in the local economy. CONSULTATION/COMMUNICATION Not applicable at this time. The sector studies will engage companies in each of the identified sectors. If the Town’s application is approved, the project would likely be initiated in the fourth quarter of 2017 and completed in early to mid 2018. FINANCIAL IMPACT/FUNDING SOURCE The 2017 Economic Development & Marketing Department budget included $5,000 in funding for the preparation of sector marketing profiles. With the need to conduct a sector study, the estimated cost of the research and marketing profiles is $25,000. The Rural Economic Development Program generally funds fifty percent of the project costs but can fund up to 90% under special circumstances. In this case, staff is proposing that the Town seek eighty percent of the funding from this program. The reasons for this are (1) it is challenging for a smaller municipality to fund studies of this size and (2) the recent closure of one of Tillsonburg’s largest employers means that there is an urgency to conduct the study and start implementing it. Therefore, the funding request will be for $20,000. 97 Page 5 / 5 The proposed budget for this expanded MAP initiative is: Contributor Amount Percentage of Total Budget Rural Economic Development Program* $15,000 50% Town of Tillsonburg* $5,000 17% Manufacturing Partners* $5,000 17% MAP – Isah Software $2,500 8% MAP – GWA Business Solutions $2,500 8% *Subject to approval The Town’s portion is proposed to be funded from the Economic Development Reserve. 98 Report Title CUSTOMER SERVICE DELIVERY MODEL UPDATE Report No. FIN 17- 29 Author Dave Rushton Meeting Type Council Council Date SEPTEMBER 25, 2017 Attachments Customer Service Delivery Outline Page 1 / 2 Customer Service Delivery Model Update RECOMMENDATION THAT Council receives report FIN 17- 29 Customer Service Delivery Model Update for information. EXECUTIVE SUMMARY The 2017 Business Plan for the Finance Department included the creation of a Customer Service Delivery Model. Staff has reviewed the component parts of what is believed to be needed. Staff has also been collecting data to gain a complete understanding of how all Town departments interact with the public. BACKGROUND Over the past few years, Council has been desirous of knowing whether the Town has an effective service delivery model that balances the public’s needs and the Town’s fiscal reality. In the past, staff has done research into service delivery in certain departments such as the customer service centre. A comprehensive review of services has now started and staff will be looking at all of the points where the public interacts with the Town. Each department will be supplying information and the Director of Finance will interview a variety of staff involved in customer service. Staff will be looking at the types of services and hours of operation at each of the physical locations that staff operates as well as methods of payment for these services. Staff is also looking at interactions with the public in their homes or from public places. As a connected community, it is imperative that the Town identify how it interacts with the public electronically. As part of the 2017 budget, several software and web enhancements are being implemented to improve customer service. The report will look at new technology as well as customer service techniques that may improve taxpayer’s experience. Recommendations for improvements will be made and if approved incorporated into the budget and business plan for 2018. The next report is expected to be before Council at their meeting of November 27, 2017. FINANCIAL IMPACT/FUNDING SOURCE The study itself expends staff resources however it may contain recommendations that impact the 2018 Budget. 99 Page 2 / 2 Customer Service Delivery Model Update COMMUNITY STRATEGIC PLAN IMPACT Creating a Customer Service Delivery Model demonstrates accountability to the taxpayers by creating an understanding of the services the Town delivers and ensuring the effective use of taxpayer dollars to implement these services. 100 Customer Service Delivery Model Outline Interaction points with public Primary Service Locations Hours of Operation, Payments and Services Customer Service Centre (CSC) Corporate Office Tillsonburg Community Complex (TCC) Lake Lisgar Water Park Tillsonburg Cemetery Tillsonburg Regional Airport Fire Station OPP Station Museum Transfer Station Station Art (contract tourism information) Home Service Provision Building Inspection Utility Services By Law Enforcement Fire Services Road and Sidewalk Clearing and Maintenance Streetlight Replacement Loose leaf collection Tree Maintenance Park Maintenance Special Events Technology and Customer Service Payments and Services Future Technology Recommendations 101 Tu= ATTENDANCE Mel Getty Craig Cole Susie Wray James Payne Donna Scanlan Chris Rosehart Becky Turrill, Secretary Janet McCurdy, Program Manager MEMBERS ABSENT/REGRETS Don Baxter Michael Cerna Bob McCormick 1. Call to Order The meeting was called to order at 7:34am 2. Adoption of Agenda Moved By: C. Cole Seconded By: D. Scanlan Resolution #1 THAT the Agenda as prepared for the Parks and Recreation Advisory Committee meeting of June 20, 2017 be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof - None 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of May 18, 2017 Moved By: S. Wray Seconded By: C. Cole Resolution #2 The Corporation of the Town of Tillsonburg Parks & Rec COMMITTEE Tuesday June 20, 2017 7:30am Rotary Room 45 Hardy Ave MINUTES 102 Parks & Recreation Committee Meeting Minutes - 2 - THAT the Minutes of the Parks and Recreation Committee Meeting of May 18, 2017 be approved. Carried 5. Delegations and Presentations - none 6. General Business & Reports 6.1. Memorial Park Revitalization 6.1.1. Concrete for the band shell to be ready for Canada Day, sun dial also mapped out and ready to be installed. Outdoor ice rink 6.1.2. Pathway from the bridge to Sanders street will be going in soon. 6.1.3. Outdoor ice rink. Jane McLean is having a sketch done on the layout. She will also have a booth at the NHL event. 6.1.4. Fair Board is happy with Turtlefest – they were able to raise some money at their food booth. 6.2. Parking on Lisgar Avenue and Hardy Avenue Committee discussed safety concerns with the parking on the west side of Hardy Ave from Lisgar Ave to the stop sign as well as on the south side of Lisgar Ave between Broadway & Hardy Ave. Concerns include: Speed on both Lisgar Ave & Hardy Ave Visibility Ability for Emergency vehicles to access the community centre and all outdoor facilities – ball diamonds, pump track, skate park Pedestrian traffic Moved By: D. Scanlan Seconded By: S. Wray Proposed Resolution #3 On MOTION made, SECONDED and CARRIED that the Parks & Rec Advisory Committee having heard community concerns as well as safety concerns for participants and access for emergency vehicle with parking on both sides of Hardy Avenue and Lisgar Avenue between Broadway and Hardy Ave. The Committee RESOLVES to enhance the parking lot at Welding Lane and Hardy Avenue. This is to include signage and parking curbs. Also remove parking from the West side of Hardy and Lisgar Ave between Broadway and Hardy Ave. (6-0) 103 Parks & Recreation Committee Meeting Minutes - 3 - 7. Correspondence - None 8. Other Business – 8.1. Indoor pool – shut down for maintenance July 1-August 7, 2017 8.2. Canada Day 8.3. Tillsonburg Fair – the committee would like to see a plan from them to include what land is being used as well as what is being put on it. 8.4. Pool and health club admissions desk. Concern for the safety of the staff member as they are unable to see who is coming down the stairs. 9. Closed Session 9.1. - None 10. Next Meeting The next meeting of the Parks & Rec Advisory Committee – August 8 @ 7:30am in the Rotary Room 11. Adjournment Moved By: S. Wray Seconded By: C. Cole Proposed Resolution #3 THAT the Parks & Rec Advisory Committee Meeting of June 20, 2017 be adjourned at 8:31am 104 = ATTENDANCE Members Present: Mel Getty: Co-Chair, Mike Cerna: Co-Chair, Peter Luciani (Dog Park), Ken Patterson (Rotary), Scott Vitias (Ball), Rosemary Dean (Fair), Terry Smith (Pumptrack), Rick Cox: Staff, Margaret Puhr: Secretary (Event Organizers) Guests: Chrissy Rosehart (Councillor), Mike Dean (Fair), Tracy Green (Fair) MEMBERS ABSENT/REGRETS Shane Curtis, Lance McKenzie, Derek Partlo, Dave Martin, Cedric Tomico, Scott McKenzie, Sue Saelens, Jane Ann McLean 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: Rosemary Dean Resolution #1_ THAT the as prepared for the Memorial Park Revitalization Committee meeting of July 24, 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 June 16, 2017 Moved By: Ken Patterson Seconded By: Mike Cerna Resolution #2_ The Corporation of the Town of Tillsonburg Memorial Park Revitalization Committee July 24, 2017 5:30pm Marwood Lounge 45 Hardy Ave. MINUTES 105 Memorial Park Revitalization Committee Meeting Minutes, May 15, 2017 - 2 - THAT the Minutes of the Memorial Park Revitalization Committee Meeting of June 16, 2017 be approved as amended. Carried. 5. General Business & Reports 5.1. Staff update: Celebration Plaza – platform is in place, the band around the edge and the leaf will be formed this week. Structure to start next week. The ramp requirements are being finalized. Asphalt pathway has been installed with two additions: culvert under the path to create drainage in the future and buried conduit for future hydro installations. The hope is to have it ready for the NHL weekend event. Garden at Delevan bridge entry – will be releasing and RFQ for the garden and pathways project. Perhaps coordinate with Horticultural Society group. Next steps – finishing the structure and clean up around the pathways. The owners of the apartment complex have approached the Town to begin process of formalizing access and pathways from Lisgar Ave area. The process and plan is being developed with the planner and Building Department . 5.2. Approval of Master Plan: this was deferred pending the following: 1. the Ball Users requested that the plan be changed to move the Hardball #2 diamond to current layout/location – they are happy with the way it is now. Have a new site plan made reflecting this change. Some modifications would be fine, such as lights if funds available. To be reviewed at next meeting. 2. Fair Board is requesting their buildings replaced and to see the new plan and budget with the above. Otherwise they will ask to have the Crystal Palace designated as a historical building to prevent removal. The Palace needs to be put back on the Master Plan. 3. Outdoor rink is certain to proceed, no tax money will be used for the project. Placement of the rink has small area of movement as it needs to be close to the indoor rinks. The Fair Board might want to contribute the basketball nets to the project. Councillor Rosehart emphasized that the council want full control of projects moving forward to ensure that they things are built properly on Town property. 5.3. Lisgar Avenue parking: this was decided by the Parks & Rec Advisory committee – one side parking only request is being reviewed by Operations Department. 5.4. Rotary Club: no updates at this time (Mike Cerna joined the Rotary Club). 5.5. Fair Board: fair was received well on the new dates. Attendance exceeded expectations and the new layout worked out great. 106 Memorial Park Revitalization Committee Meeting Minutes, May 15, 2017 - 3 - 5.6. Ball Association: no updates. 5.7. Pumptrack: users were asked for input and would like something to sit on while viewing. Kinsmen Club still committed to contribute $10,000.00 for shade sails. There is sand getting on the pump track, there needs to be a path through this section. 5.8. Lions Club: absent 5.9. Outdoor Rink: absent. 5.10. Dog Park: waiting for tenders, no updates. 5.11. Ball Diamond repositioning: per discussion on Master Plan. 6. Round Table - Crystal Palace could be used as cattle barn and new proposed buildings as arts & crafts, therefore solving problem of removing cattle barn. 7. Next Meeting The next meeting of the Memorial Park Revitalization Committee will be on Monday September 11, 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 7:25pm. Carried. 107 = Attendance: Jami Stephenson, Chair, Brian Stephenson, Karen Smith, Josiane DeCloet, Tabitha Dalm Community Leaders: Penny Esseltine, Paul Weaver, Virginia Armstrong, Irene Hurley Staff: Donna Wilson, Patty Phelps, Regrets: Heather Cnockaet, Aleksandra Webber, Wendy Cameron, Jessica Coulston, Marianna Carson 1. Call to Order The meeting was called to order at 4:30 p.m. 2. Adoption of Agenda Resolution #1 Moved By: Josiane DeCloet Seconded By: Paul Weaver THAT the Agenda as prepared for the Canada 150 Committee meeting of Tuesday September 5, 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: Karen Smith Seconded By: Brian Stephenson THAT the Minutes of the Canada 150 Committee meeting of July 17 2017, be approved and the meeting notes of August 8, 2017 be received. Carried The Corporation of the Town of Tillsonburg Canada 150 Committee Tuesday, September 5, 2017 4:30 p.m. Council Chambers 200 Broadway, 2nd Floor MINUTES 108 Canada 150 Committee Meeting – Agenda - 2 - 5. Marketing Update A number of ads have been provided to various organizations and the ad board within the town. 6. Harvest-fest Update Final Report was presented by Brian Stephenson. Advertising was an issue, radio and posters were done but not much else advertising was provided. It was noted that better communication with farmers who host off shore workers would be required. It was also noted that possibly only a section of the event should be fenced. The Knights of Columbus had a profit with the bar and are donating those dollars to the J.L. Scott McLean Legacy fund. The committee concluded that was a worthwhile event and received a number of recommendations from individuals that is should be done again next year. There would need to be a council committee to do this event again next year as the Canada 150 Committee concludes at the end of 2017. Moved by: Paul Weaver Seconded By: Irene Hurley That the budget shortfall be expensed though the Canada 150 Committee budget Carried. Moved by: Brian Stephenson Seconded By: Josiane DeCloet That the committee provides $200.00 to Summers Country Wagon for her food services at Harvestfest. Carried 7. 1867 Concert Update – Canada 150 Year End Finale Paul Weaver provided a proposed budget for the event. The budget are estimates and not actuals. The event is to take place on December 2, 2017 at St. Pauls United Church. InnerChamber will have to review the sound and lighting and additional equipment may not be required. 109 Canada 150 Committee Meeting – Agenda - 3 - Inner Chamber website – www.innerchamber.ca Tickets will be available on their website as well as printed tickets available for sale in Tillsonburg. This event will be marketed as a Tillsonburg Canada 150 concert. Moved By: Virginia Armstrong Seconded By: Tabitha Dalm That the committee supports the Concert by the InnerChamber. Carried 8. 24ft x 12ft Canada Flag Update The flag will be at Seven Gables on Wednesday 13th for the final Tour. – Irene Hurley Brian Stephenson and Jamie Stephenson have volunteered to help from 12:30 to 3:00 p.m. The Flag will be at the Youth for Christ event in Oct. 23rd – Virginia Armstrong 9. Next Meeting Next meeting to be October 16th at 4:30 in Council Chambers 10. Adjournment THAT the September 5, 2017 Meeting of the Canada 150 Committee, be adjourned at 5:40 p.m. 110 = ATTENDANCE, Penny Esseltine MEMBERS PRESENT: Paul DeCloet, Robert Marsden, Christine Nagy, Marian Smith, Maurice Verhoeve, Paul Wareing MEMBERS ABSENT/REGRETS: Charles Baldwin, Ken Butcher, Penny Esseltine, Corey Hill, Sue Saelens, 1. Call to Order The meeting was called to order at 9:03 a.m. 2. Adoption of Agenda Moved By: M. Verhoeve Seconded By: P. Wareing Proposed Resolution #1_ THAT the Agenda for the Heritage, Beautification & Cemetery Advisory Committee meeting of September 7, 2017, be adopted with additions. Carried. 3. Disclosures of Pecuniary Interest and the General Nature Thereof: None 4. Adoption of Minutes of Previous Meeting Moved By: C. Nagy Seconded By: Paul D. Proposed Resolution #2 THAT the minutes for the June 1, 2017 meeting be approved. Carried. 4.2 Minutes of the Meeting in August – as the minutes were not available, they will be approved at the next meeting. 5. Delegations and Presentations - none 6. General Business & Reports 6.1 Report from Tillsonburg Horticultural Society (THS) – C. Nagy reported that planning is beginning for the 2018 beautification. Tillsonburg BIA are purchasing 5 chrysanthemums for each of the downtown street urns for Fall. Rick Cox attended the September meeting and expressed his sincere appreciation for the work of THS members in beautifying the town. He looks forward to continuing the partnership with the Town and THS. Moved By: P. Wareing Seconded by: M. Verhoeve Proposed Resolution #3 THAT the Heritage, Beautification & Cemetery Advisory Committee accept the report as submitted. Carried The Corporation of the Town of Tillsonburg HERITAGE, BEAUTIFICATION & CEMETERY ADVISORY COMMITTEE September 7, 2017 9:00 a.m. Corporate Annex 200 Broadway MINUTES 111 7. Correspondence – M. Smith read an e-mail from Janet Wilkinson tendering her resignation with this committee. 8. Other Business 8.1 Heritage Designations – there are currently no properties willing to accept a designation. A discussion followed about approaching the churches to have the stained glass windows designated as historical. St. Paul’s Church will be approached first. 8.2 Significant Tree program – this was originally intended to be only a recording of any significant or historical trees in town and a pamphlet produced listing the trees with their GPS coordinates. 8.3 Committee Vacancy - Clerks office asked to advertise for applicants to fill vacancies. 8.4 Invasive species – P. DeCloet informed the meeting that the trails are planted with beautiful trees, however there are also many invasive trees and plants that threaten the health of these trees. Current by-law does not permit removal of an invasive tree if it is still healthy. A revision is needed to effectively deal with invasive and unwanted trees. Moved By: P. DeCloet Seconded By: M. Verhoeve Proposed Resolution #4 THAT R. Cox be requested to prepare a draft of the revision of the tree by-law for this committee to discuss at the next meeting. Carried. 8.5 Site Preparation for Keep Tillsonburg Beautiful tree planting for 2018 – P. DeCloet advised that site preparation (removal of grass) needs to be done in the fall rather than spring to be more successful with the trees. Focus should be on replacing and repairing on existing sites rather than starting a new planting site. Moved By: P. DeCloet Seconded By: M. Verhoeve Proposed Resolution #5 THAT the 2018 Keep Tillsonburg Beautiful Day will focus on the four most recent planting sites with replacement of trees and in addition that Fall preparation would take place. Carried. 8.6 Joy Mausoleum – R. Cox circulated pictures of the before and after work on Joy Mausoleum. The work is almost completed at approximately $11,500 (approved for $20,000). It has been suggested to Council that the remaining funds be used to make repairs to the Tribe and Teall mausoleums. R. Cox also reported on the following: contractor has been selected for concrete work at the columbaria; memorial benches have been purchased; downtown urns will be switching to Fall flowers soon; watering gardens costs time and money so future planning will possibly install irrigation systems where it would be feasible. 8 Next Meeting The next meeting of the Heritage, Beautification & Cemetery Advisory Committee will be on October 5, 2017 at 9:00 a.m. in the Annex Meeting Room, 200 Broadway. 9 Adjournment Moved By: R. Marsden Proposed Resolution #4 THAT the Meeting of Heritage, Beautification & Cemetery Advisory Committee on September 7, 2017 be adjourned at 10:25 a.m. Carried. 112 113 114 115 116 117 118 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4137 A By-Law to Designate a Plan of Subdivision or part thereof, to not be a registered plan of subdivision for the purposes of Subsection 50(3) of the Planning Act. WHEREAS the Council of The Corporation of the Town of Tillsonburg has authority pursuant to subsection 50(4) the Planning Act, R.S.O. 1990, c. P.13, as amended, to designate a Plan of Subdivision, or part thereof, to be deemed not to be lots in a registered Plan of Subdivision for the purpose of subsection 50(3) of Planning Act; AND WHEREAS the lands described below are currently lots within a registered plan of subdivision; AND WHEREAS Registered Plan No. 41M-218 has been registered in the Registry Office for the Registry Division of the County of Oxford for eight (8) years or more; Now therefore the Council of the Corporation of the Town of Tillsonburg hereby enacts as follows: 1. That the lands described below and shown more particularly on Schedule “A” as affixed hereto are hereby deemed to not be separate lots within a registered Plan of Subdivision of the purposes of Subsection 50(3) of the Planning Act: PIN: 00026-1362 (LT), 00026-1363 (LT), 00026-1364 (LT), 00026-1365 (LT), 00026-1366 (LT), 00026-1367 (LT) LOTS 68-73, INCLUSIVE, REGISTERED PLAN 41M-218, TOWN OF TILLSONBURG 2. THAT this By-law shall come into full force and take effect on the date it is passed by the Council of The Corporation of the Town of Tillsonburg, subject to the provisions of subsection 50(27) of the Planning Act. 3. THAT this By-law be registered in the Registry Office for the Registry Division (41) of the County of Oxford. READ a first and second time this 25th day of September, 2017. READ a third time and finally passed this 25th day of September, 2017. Mayor Clerk 119 L O T 6 9 L O T 7 0 L O T 7 1 L O T 7 2 L O T 7 3L O T 6 3L O T 6 2L O T 6 1L O T 6 0L O T 5 9L O T 5 8 R E G I S T E R E D P L A N 4 1 M - 2 1 8 R E G I S T E R E D P L A N 4 1 M - 1 4 7 P A R T 4 3 P A R T 4 2 P A R T 4 1 P A R T 3 9P A R T 4 0R E F E R E N C E P L A N 4 1 R - 6 7 2 0 P A R T 3 8 L O T 9 2 L O T 9 3 L O T 9 4 L O T 9 5 L O T 9 6 L O T 9 7 L O T 6 8 LYNDALE RDBROOKSIDE LANE BELMONT AVE LOTS 68 TO 73 (INCLUSIVE) REGISTERED PLAN 41M-218TOWN OF TILLSONBURG LANDS TO WHICH BYLAW 4137 APPLIES NOTE: ALL DIMENSIONS IN METRES MAYOR CLERK THIS IS SCHEDULE "A" TO BY-LAW No. 4137, PASSED THE 25th DAY OF SEPTEMBER, 2017 SCHEDULE "A" TO BY-LAW No. 4137 © 8 0 8 16 244 METRES 120 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4138 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 9.5 to By-Law Number 3295, as amended, is hereby further amended by adding the following subsection at the end thereof: “9.5.4 LOCATION: NORTH SIDE OF JOHN POUND ROAD – PART LOTS 1463 & 1464, PLAN 500, PART 2 OF 41R-7261, RM-4 (KEY MAP 28) 9.5.4.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any RM-4 zone use any lot, or erect, alter, or use any building or structure for any purpose except the following: An apartment dwelling. 9.5.4.2 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any RM-4 Zone use any lot, or erect, alter or use any building or structure except in accordance with the following provisions: 9.5.4.2.1 PROVISIONS FOR AN APARTMENT DWELLING 9.5.4.2.1.1 NUMBER OF DWELLING UNITS Maximum 33 9.5.4.2.1.2 FRONT YARD DEPTH Minimum 4.5 m (14.7 ft) 9.5.4.2.1.3 EXTERIOR SIDE YARD WIDTH Minimum 4.5 m (14.7 ft) 9.5.4.2.1.4 INTERIOR SIDE YARD WIDTH Minimum 4.5 m (14.7 ft) 121 The Corporation of the Town of Tillsonburg By-law Number 4138 Page 2 9.5.4.2.1.5 SETBACK FROM CENTRELINE OF AN ARTERIAL ROAD Minimum 16 m (52 ft) 9.5.4.2.1.6 LOT AREA Minimum per dwelling unit 115 m2 (1238 ft2) 9.5.4.2.1.7 PARKING SPACES Minimum 1.2 parking spaces per apartment dwelling 9.5.4.2.1.8 SETBACK OF PARKING AREAS Notwithstanding Section 5.24.3.1, the minimum distance between a parking space and an interior lot line may be 0 m. 9.5.4.2.1.9 Notwithstanding any provisions of this By-Law to the contrary, within any RM-4 Zone, the provisions of Section 5.30.2 (Environmental Protection 2 Overlay and Fish Habitat) shall not apply. 9.5.4.3 That all of the provisions of the RM Zone in Section 9.2 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 25th day of September, 2017. READ a third time and finally passed this 25th day of September, 2017. Mayor Clerk 122 BIDWELL ST JOHN POUND RDN84°15'00"E 93.81 NE ANGLELOT 1464, PLAN 500 A=4.14R=8.56 P A R T 24 1 R - 7 2 6 1 N52°43'10 " W 3.80 N84°15'00"E6.14 A=9.18R=15.44 11.11 N63°39'40"E N82°16'50" W 3 2 . 7 1N28°16'00"E 39.07N7°43'10"E 44.01N82°16'50 " W 5 0 . 3 6 N7°43'10"E0.31N11°34'00"W1.23N44°01'00"W3.72 L O T 1 4 6 4 P L A N 5 0 0 PART OF LOT 1464, PLAN 500PART 2, REFERENCE PLAN 41R-7261TOWN OF TILLSONBURG AREA OF ZONE CHANGE TO RM-4 NOTE: ALL DIMENSIONS IN METRES MAYOR CLERK THIS IS SCHEDULE "A" TO BY-LAW No. 4138, PASSED THE 25th DAY OF SEPTEMBER, 2017 SCHEDULE "A" TO BY-LAW No. 4138 © 10 0 10 20 305 METRES 123 ZN 7-17-10 TOWN OF TILLSONBURG BY-LAW NUMBER 4138 EXPLANATORY NOTE The purpose of By-Law Number 4138 is to rezone the subject property from ‘Special Low Density Type 3 Zone (R3-6)’ to ‘Special Medium Density Residential Zone (RM-4)’ to facilitate the construction of an apartment building with 33 apartment dwelling units. Special provisions are also included to permit a reduced front yard depth, reduced interior side yard and exterior side yard widths, permit a reduced minimum lot area per dwelling unit, reduced setback from the centerline of John Pound Road, reduced number of parking spaces and reduced setback of parking areas from interior lot lines. Provisions are also included to remove the EP2 Overlay affecting the subject lands. The subject property is described as Part Lots 1463 & 1464, Plan 500, and Part 2 of Reference Plan 41R-7261, in the Town of Tillsonburg. The lands are located on the west side of John Pound Road, lying between Bidwell Street (closed) and Savannah Court, and are municipally known as 3 John Pound Road. The Municipal Council, after conducting the public hearing necessary to consider any comments to the proposed zone change application, approved By-Law Number 4138. The public hearing was held on September 25, 2017. Public input was received for this application from neighbouring residents and has been considered by Municipal Council in arriving at their decision. Any person wishing further information relative to Zoning By-Law Number 4138 may contact the undersigned: Ms. Donna Wilson Clerk Town of Tillsonburg 200 Broadway, 2nd Floor Town Centre Mall Tillsonburg, ON N4G 5A7 Telephone: 842-9200 File: ZN 7-17-10 (2412374 Ontario Ltd) Report No: 2017-263 124 StonyCreek Big OtterCreekBIDWE LL ST BROCK ST W COON A LLEY HARVEY STROLPH STCAT ALLEY BALDWIN ST FOX A LLEY L O ND O N S TE LONDON ST W PROSPECT ST OXFORD STEDGEWOOD DRVIENNA RDJOHNPOUNDRDM C K E N Z IE ST TILLSON AVEVAN S T GE O R G E S T BLOOMER STB O R D E N C R ESBROADWAYOLDVIENNARDKEY MAP LANDS TO WHICH BYLAW 4138 APPLIES © 50 0 50 100 15025 METRES 125 THE CORPORA TION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4139 A BY-LAW to appoint a Deputy Clerk for the Town of Tillsonburg. WHEREAS the Municipal Act, 2001, S.O. C 25, allows for the appointment of officers of the Municipality; AND WHEREAS The Council of the Corporation of the Town of Tillsonburg deems it is necessary and expedient to appoint a Deputy Clerk for the Corporation of the Town of Tillsonburg; THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT Lana White is hereby appointed as Deputy Clerk. 2. THAT this By-Law is passed pursuant to the Municipal Act, 2001 S.O. 2001, Chapter 25. 3. THAT By-Law 3930, to appoint a Deputy Clerk on August 10, 2015, is hereby repealed and any previously enacted By-Laws which are inconsistent with the purpose and intent of this By-Law are hereby repealed. 4. THAT This By-Law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 25th DAY OF SEPTEMBER, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 25th DAY OF SEPTEMBER, 2017. _______________________ MAYOR – Stephen Molnar ___________________________ TOWN CLERK - Donna Wilson 126 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4140 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 25th day of September, 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 September 25, 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 Clerk are authorized and directed to do all the things necessary to give effect to the action of the Council of The Corporation of the Town of Tillsonburg referred to in the preceding section. 3. The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Tillsonburg. 4. This By-Law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 25th DAY OF September, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 25th DAY OF September, 2017. _____________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson 127