171010 Council AGD(2)Table of Contents
Agenda 3
Minutes of the Council Meeting of September 25, 2017
170925 Council MIN 9
Mid Year OPP Update
Oxford Detachment 2017 Tillsonburg Town Council
Mid-year Report_18
CTPPSC 53-17 T-Go CALL-N-RIDE Contracting Out Busing
Services
CTPPSC 53-17 - September 11 - Contracting Out TGO
Busing Services 41
Appendix A - Contract Services Program Plan 46
Appendix B - Contract Service Work Plan 49
TTSC Council 2017 50
Town of Ingersoll regarding Walker Industries Proposed Landfill
at Carmeuse Quarry
Ingersoll 67
Ernie Hardeman, MPP Oxford regarding Shopping and Buying
Local
MPP 68
FIN 17-31 Council Pre-budget Report
FIN 17 ? 31 Council Pre-budget Report 70
FIN 17-30 Capital and Operations Budget Schedule
FIN 17-30 Capital and Operating Budget Schedule 72
2018 Calendar of Budget Activities.74
OPS 17-24 Results for RFP 2017-008 Airport Agricultural Land
Lease
OPS 17-24 Results for RFP 2017-008 Airport
Agricultural Land Lease 75
OPS 17-24 Attachment 1 - Agricultural Land Lease
Agreement 78
OPS 17-25 Broadway and Glendale PXO Update
OPS 17-25 Broadway and Glendale PXO Update 115
OPS 17-25 Attachment 1 - Finalized PXO Design 118
OPS 17-25 Attachment 2 - PXO Infographic and
Webpage 119
Committee Minutes
170711 Fire Strat Planning 121
170907 HBC 123
170928 Canada 150 Notes 125
By-Law 4141,To Authorize a Lease Agreement between K & K
Farms Inc. and The Corporation of the Town of Tillsonburg.
By-law 4141, K & K Fams Airport Lease 127
OPS 17-24 Attachment 1 - Agricultural Land Lease
Agreement 128
1
By-Law 4142, To Confirm the Proceedings of the Council
Meeting of October 10, 2017
By-law 4142 Confirm Oct 10.17 165
By-Law 4143, To Amend By-Law 3701 Regarding a Pedestrian
Crossover at Glendale Drive and Broadway Intersection
By-Law 4143, To amend 3701, Broadway Pedestrian
Crossover 166
2
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1. Call to Order
2. Closed Session
Proposed Resolution #1
Moved By: Seconded By:
THAT Council move into Closed Session to consider:
1. a proposed or pending acquisition or disposition of land by the municipality or local board
(training centre);
2. personal matters about an identifiable individual, including municipal or local board
employees(commemorative naming);
3. Adoption of Agenda
Proposed Resolution #2
Moved By: Seconded By:
THAT the Agenda as prepared for the Council meeting of Tuesday, October 10, 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 25, 2017
170925 Council MIN
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Tuesday, October 10, 2017
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
AGENDA
3
Council Meeting – Agenda - 2 -
Proposed Resolution #3
Moved By: Seconded By:
THAT the Minutes of the Council Meeting of September 25, 2017, be approved.
7. Delegations and Presentations
7.1. Mid Year OPP Update
Oxford Detachment 2017 Tillsonburg Town Council Mid-year Report_
Proposed Resolution #4
Moved By: Seconded By:
THAT the Oxford OPP Tillsonburg Detachment Mid-year Report, January to June 2017,
be received as information.
7.2. CTPPSC 53-17 T-Go CALL-N-RIDE Contracting Out Busing Services
CTPPSC 53-17 - September 11 - Contracting Out TGO Busing Services
Appendix A - Contract Services Program Plan
Appendix B - Contract Service Work Plan
TTSC Council 2017
Proposed Resolution #5
Moved By: Seconded By:
THAT Report CTPPSC 53-17 be received as information.
8. Committee Reports & Presentations
9. Public Meetings
10. Planning Applications
11. Information Items
11.1. Town of Ingersoll regarding Walker Industries Proposed Landfill at Carmeuse
Quarry
Ingersoll
Proposed Resolution #6
Moved By: Seconded By:
4
Council Meeting – Agenda - 3 -
THAT Town Council receives the correspondence dated September 14, 2017 from the
Town of Ingersoll regarding Walker Industries Proposed Landfill at Carmeuse Quarry, as
information.
11.2. Ernie Hardeman, MPP Oxford regarding Shopping and Buying Local
MPP
Proposed Resolution #7
Moved By: Seconded By:
THAT Town Council receives the correspondence from Ernie Hardeman, MPP Oxford,
supporting shopping and buying local, as information.
12. Mayor
13. Quarterly Reports
14. Reports from Departments
14.1. Chief Administrative Officer
14.2. Clerk’s Office
14.3. Development and Communication Services
14.4. Finance
14.4.1. FIN 17-31 Council Pre-budget Report
FIN 17 - 31 Council Pre-budget Report
Proposed Resolution #8
Moved By: Seconded By:
THAT Council receives Report FIN 17–31 Council Pre-budget Report as
information.
14.4.2. FIN 17-30 Capital and Operations Budget Schedule
FIN 17-30 Capital and Operating Budget Schedule
2018 Calendar of Budget Activities.
Proposed Resolution #9
Moved By: Seconded By:
THAT Council receives Report FIN 17–30 Capital and Operations Budget
Schedule;
5
Council Meeting – Agenda - 4 -
AND THAT the following Special Council Meetings be scheduled to review the
2018 draft budget.
- November 16, 2017 9am to 4pm
- December 5, 2017 9am to 4pm
- December 14, 2017 9am to 4pm
- January 15, 2018 6pm to 8pm.
14.5. Fire and Emergency Services
14.6. Operations
14.6.1. OPS 17-24 Results for RFP 2017-008 Airport Agricultural Land Lease
OPS 17-24 Results for RFP 2017-008 Airport Agricultural Land Lease
OPS 17-24 Attachment 1 - Agricultural Land Lease Agreement
Proposed Resolution #10
Moved By: Seconded By:
THAT Council receives Report OPS 17-24 Results for RFP 2017-008 Airport
Agricultural Land Lease;
AND THAT Council awards RFP 2017-008 to K&K Farms Inc. of Norwich, ON,
the highest scoring proposal received, at a sum of $90,298 per annum for a five
year term;
AND THAT a By-law authorizing Mayor and Clerk to execute the Agricultural
Land Lease Agreement with K&K Farms Inc. be brought forward for Council
consideration.
14.6.2. OPS 17-25 Broadway and Glendale PXO Update
OPS 17-25 Broadway and Glendale PXO Update
OPS 17-25 Attachment 1 - Finalized PXO Design
OPS 17-25 Attachment 2 - PXO Infographic and Webpage
Proposed Resolution #11
Moved By: Seconded By:
THAT Council receives Report OPS 17-25 Broadway & Glendale PXO Update;
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Council Meeting – Agenda - 5 -
AND THAT By-Law 4143 to amend By-Law 3701, being a by-law to regulate
traffic and the parking of motor vehicles in the Town of Tillsonburg be brought
forward for Council's consideration.
14.7. Recreation, Culture & Park Services
15. Unfinished Business
16. Staff Information Reports
17. Committee Minutes & Reports
17.1. Committee Minutes
170711 Fire Strat Planning
170907 HBC
170928 Canada 150 Notes
Proposed Resolution #12
Moved By: Seconded By:
THAT Council receives the Minutes of the Fire Strategic Planning Committee
dated July 11, 2017; the Heritage, Beautification & Cemetery Advisory
Committee dated September 7, 2017; and the Canada 150 Committee dated
September 28, 2017, as information.
18. Notice of Motions
19. Resolutions
20. Resolutions Resulting from Closed Session
21. By-Laws
By-Laws from the Meeting of Tuesday, October 10, 2017
Proposed Resolution #13
Moved By: Seconded By:
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Council Meeting – Agenda - 6 -
21.1. THAT By-Law 4141, To Authorize a Lease Agreement between K & K Farms Inc.
and The Corporation of the Town of Tillsonburg
OPS 17-24 Attachment 1 - Agricultural Land Lease Agreement; and
By-Law 4143, To Amend By-Law 3701 Regarding a Pedestrian Crossover at
Glendale Drive and Broadway Intersection 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 #14
Moved By: Seconded By:
21.2 THAT By-Law 4142, To Confirm the Proceedings of the Council Meeting of
October 10, 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 #15
Moved By: Seconded By:
THAT the Council Meeting of Tuesday, October 10, 2017 be adjourned at _____ p.m.
8
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ATTENDANCE
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
Regrets:
Mayor Stephen Molnar
1.Call to Order
The meeting was called to order at 4:30pm.
2.Closed Session
Resolution #1
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
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).
Carried
Council resumed regular session at 6:06 p.m.
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, September 25, 2017
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
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Council Meeting – Agenda - 2 -
3.Adoption of Agenda
Resolution #2
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT the Agenda as prepared for the Council meeting of Monday, September 25, 2017, be
adopted.
Carried
4.Moment of Silence
5.Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
6.Adoption of Council Minutes of Previous Meeting
6.1. Minutes of the Meeting of September 11, 2017
170911 Council Minutes
Resolution #3
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT the Minutes of the Council Meeting of September 11, 2017, be approved.
Carried
7.Delegations and Presentations
7.1. Volunteer Achievement Award Presentation to Anne Stancek
Presented by: Deputy Mayor Beres and 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
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Council Meeting – Agenda - 3 -
Eric Gilbert, Development Planner, County of Oxford, appeared before Council and
presented Report CP 2017-263, File ZN 7-17-10.
Opportunity was given for comments and questions from Council.
Mr. Gilbert responded to questions regarding water ponding, drainage, retaining wall,
parking.
Opportunity was given for comments and questions from the applicant and public.
The applicant, John VanDenEllen, was in attendance and confirmed support of the
Planner’s Report. He noted that he has met with residents, and his intention is to
improve the site in the context of the neighbourhood, and addressing concerns of the
neighbouring residents.
Paul Foyster appeared in support of the application.
Elvie Mitchell appear in opposition to the application, with concerns regarding parking,
ongoing construction, and lack of completion of fencing and the retaining wall.
George Smith appeared with concerns regarding the current pond and the future
maintenance of the pond.
The applicant noted that engineers are addressingt water/pond issues through the site
plan process.
Council passed the following resolution.
Resolution #4
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
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.
Carried
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
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Council Meeting – Agenda - 4 -
Eric Gilbert, Development Planner, County of Oxford, appeared before Council and
presented Report CP 2017-261, File B17-30-7.
Opportunity was given for Council to ask questions.
Resolution #5
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
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,
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.
Carried
10.2. CP 2017-262, Deeming By-Law- Broadway Estates Subdivision
Deeming ByLaw Report
Report Attachments
Eric Gilbert, Development Planner, County of Oxford, appeared before Council and
presented Report CP 2017-262.
Opportunity was given for Council to ask questions.
Resolution #6
Moved By: Councillor Rosehart Seconded By: councillor Hayes
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.
Carried
11. Information Items
11.1. LPRCA Correspondence requesting support for the National Disaster Mitigation
Funding Program
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Council Meeting – Agenda - 5 -
2017 NDMP App - municipal support
Resolution #7
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
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.
Carried
11.2. Tillsonburg Police Services Board - Emergency Shelter Stand-Alone Generator
PSB
Resolution #8
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives the correspondence dated September 18, 2017 from the
Tillsonburg Police Services Board, regarding an Emergency Shelter Stand-Alone
Generator, as information.
Carried
11.3. Tillsonburg & Area Optimist Club - 2017 Santa Claus Parade
Optimist Club
Resolution #9
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
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.
Carried
11.4. Ontario Honours and Awards Secretariat - June Callwood Outstanding
Achievement Award for Voluntarism
June Callwood Award
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Council Meeting – Agenda - 6 -
Resolution #10
Moved By: Councillor Adam Seconded By: Councillor Esseltine
THAT Council receives the correspondence from the Ontario Honours and Awards
Secretariat, regarding the June Callwood Outstanding Achievement Award for
Voluntarism, as information.
Carried
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
Resolution #11
Moved By: Councillor Adam Seconded By: Councillor Stephenson
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.
Carried
14.3. Development and Communication Services
14.3.1. DCS 17-30 - Funding Application to the Rural Economic Development Program
Report DCS 17-30
The Development Commissioner was present to address questions from Council.
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Council Meeting – Agenda - 7 -
Resolution #12
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
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.
Carried
14.4. Finance
14.4.1. FIN 17- 29 - Customer Service Delivery Model Update
CUSTOMER SERVICE DELIVERY MODEL UPDATE
CUSTOMER SERVICE DELIVERY MODEL OUTLINE
It was requested that the review include public engagement.
Resolution #13
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives Report FIN 17- 29, Customer Service Delivery Model
Update, as information.
Carried
14.5. Fire and Emergency Services
14.6. Operations
14.7. Recreation, Culture & Park Services
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
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Council Meeting – Agenda - 8 -
Resolution #14
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
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.
Carried
17.2. Physician Recruitment and Retention Committee - Verbal Update by Chair
Deputy Mayor Beres, Chair of the Physician Recruitment and Retention
Committee, provided an update.
Two new physicians are now in town, with two more expected by the end of the
year.
17.3. Long Point Region Conservation Authority Board of Directors Minutes dated
August 2, 2017
170802 LPRCA MIN
Resolution #15
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives the Minutes of the Long Point Region Conservation
Authority dated August 2, 2017, as information.
Carried
18. Notice of Motions
19. Resolutions
20. Resolutions Resulting from Closed Session
21. By-Laws
By-Laws from the Meeting of Monday, September 25, 2017
Resolution #16
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
21.1. THAT By-Law 4137, To Deem Lots 68-73 of 41M-218, Not to be Within a
Registered Plan of Subdivision;
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Council Meeting – Agenda - 9 -
By-Law 4138, To Amend Zoning By-Law 3295 (ZN 7-17-10); 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.
Carried
Resolution #17
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
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.
Carried
22. Items of Public Interest
The Food Bank’s annual food blitz is scheduled for Saturday, September 30. Volunteers are
still needed. The Food Bank can be contacted at 519-688-3434.
Leaf collection is scheduled to begin November 6, 2017. Information will be circulated and
posted on the Tillsonburg website.
The Transfer Station is scheduled to re-open by Thanksgiving weekend.
23. Adjournment
Resolution #18
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Council Meeting of Monday, September 25, 2017 be adjourned at 8:00 p.m.
Carried
17
Oxford OPP
Tillsonburg Detachment
Mid-year Report (January to June 2017)
Ontario Provincial Police
18
Oxford Detachment Personnel
Staff Strength
Uniform (Oxford County)
Inspector -1
Staff Sergeant -2
Sergeant -8
Constable-85 (fluid number due to transfers)
Civilian
3 Court Officers
6 Clerical—Tillsonburg
2 Clerical--Ingersoll
Excludes Unclassified Civilians and Casual Part-Time Police. As of January 19 2017
19
Tillsonburg
R.I.D.E. Spot checks
2015 2016 2017
R.I.D.E. Spot
Checks 89 82 49
Source: Ontario Provincial Police, BI Cube UCR Code 8870 January – June 2017
20
Prisoner Escort Refund – Tillsonburg 2017
Jan 675
Feb 405
Mar 540
Apr 135
May 540
Jun 810
TOTAL 3,105
2017 (Jan-Jun)
Dollar amounts reflect refunded amounts January – June 2017
21
9-1-1 & Alarm Calls For Service
Year 2015 2016 2017
Alarms
(All alarm calls
reported,
excluding Fire
UCR 8501)
268 244 104
9-1-1 Calls
(Misdial,
Accidental,
UCR 8892) 399 455 238
Source: Ontario Provincial Police, BI Cube January – June 2017
22
Provincial Offence Notices
# of Tickets written inTillsonburg
2015 2016 2017
968 895 614
23
Type of Ticket # of Tickets % of tickets issued
Speeding 195 32%
Failure to Obey Sign/Light 58 10%
Plate/Permit/Insurance 170 28%
Trespass/Liquor 37 6%
Seatbelt 5 1%
Drive Handheld Device 34 5%
Improper Turn/Fail to Yield 46 7%
Other 30 5%
Parking 39 6%
Total 614 100%
Tickets written in Tillsonburg 2017
24
MOTOR VEHICLE COLLISIONS
TOWN OF TILLSONBURG
2017
(All Collison Type Categories)
Motor Vehicle Collision Type 2016 Totals
Personal Injury 12
Personal Injury Fail to Remain 1
Property Damage Non-Reportable 50
Property Damage Reportable 51
Property Damage Fail to Remain 12
Fatality 0
Other Motor Vehicle Collision 2
Totals 128
The above table represents the number of incidents per collision category
in 2017
Source RMS UCR Code 8521 and subcategories .0010 to .0070 January – June 2017
25
Locations of Motor Vehicle Collisions in Tillsonburg 2017
Source RMS Query January – June 2017 UCR Code 8521/ OPP Geomatics and Mapping
26
Primary Collision Locations within Tillsonburg 2017
(Top 8 Locations)
Accident Locations # of
Incidents
200 Broadway (Town Centre Mall Parking Lots) 17
Tillson at Simcoe (Bloomer at Oxford) 5
Broadway at Ridout 4
Broadway at Library 4
Broadway at Brock 3
Broadway at Concession 3
Brock at Tillson 3
560 Broadway (Tim Hortons Parking Lot) 3
Source RMS UCR Code 8521 for Tillsonburg January – June 2017.
27
Drug Crime
Source: BI Cube PSB Reports Tillsonburg Drug Crime January – June 2017
Number of
Persons
County
Number of
Persons
Tillsonburg
10 3
2016 Intelligence-
Led Policing –
Crime Abatement
Strategy
Source: RMS ILP-CAS Report
BI Cube UCR 8910
August 23, 2017
Incident Type 2016 2017
Possession 15 18
Trafficking 5 2
Importation/Production 2 0
Total 22 20
28
Current Drug Trend
29
Crime
Offence 2015
County / Tillsonburg
2016
County /Tillsonburg
2017
County /Tillsonburg
Sexual Assault 43 16 64 28 24 6
Robbery 4 0 8 4 1 0
Assault 216 88 180 72 76 26
Break & Enter 190 19 201 40 128 39
Auto Theft 94 12 80 15 61 5
Theft Over 31 4 31 7 13 2
Theft Under 406 109 418 135 196 59
Mischief 372 120 346 127 169 63
Impaired 72 17 79 20 41 12
Source: Ontario Provincial Police BI Cube Reported Incidents January – June 2017
30
Town of Tillsonburg Break and Enter Report
Five Year Trend Analysis
BREAK AND ENTER
INCIDENTS
2013 2014 2015 2016 2017
Reported 30 76 19 40 41
Unfounded 2 10 3 5 2
Actual 28 66 16 35 39
Clearance Rate 21.4% 18.1% 12.5% 25.7% 26.7%
The above chart shows the 5 year trend in the number of Break
and Enter Incidents in the Town of Tillsonburg 2012 to 2016.
Source BI Cube Crime Stats UCR Code 2120 August 23, 2017
31
Breakdown of Break and Enter Types
Tillsonburg 2017
Residential - 11
Business – 6
Other (shed/out buildings) – 22
Total 39 Actual Incidents
** Total 41 reported, 2 Unfounded, 39 Actual
32
Locations of Break and Enters – Tillsonburg 2017
Source RMS Query UCR 2120 / OPP Geomatics Mapping and Analysis 33
FRAUD
Town of Tillsonburg Fraud Incidents 2015 – 2017
2015 2016 2017
Total # Incidents 78 65 29
# Scam Related 53 31 21
Source RMS Query 2015-2017 Reported Incidents UCR 2160 for Tillsonburg Note: Frauds are captured as a sub-category of Property Crime. Any increases due to phone and internet scams will increase Fraud stats and subsequently drive up Property Crime statistics.
34
Types of SCAMS
Anti-Bullying Campaign soliciting funds A.O.L
Bank Managers Computer/Microsoft
C.R.A. Canada Revenue Agency Community Teddy Bear
Banks Grandparent Emergency
Home Alarms Lottery
Property Rentals Romance
Video Chat lines
www.antifraudcentre.ca 1-888-495-8501
35
Citizen Self Reporting
Online Citizen Self Reporting
www.opp.ca/reporting
Using the Citizen Self Reporting system, specific
incidents can be reported online at your convenience
without attending a detachment or waiting for an
officer.
Do NOT use if there is an EMERGENCY.
36
Citizen Self Reporting
Use this online reporting system to report:
Theft Under $5,000
Mischief/Damage to Property Under $5,000
Mischief/Damage to Vehicle Under $5,000
Theft From Vehicle
Lost/Missing Property
Stolen Licence Plates
Driving Complaint (after the fact)
37
Citizen Self Reporting
All submissions will be reviewed by an officer, and you
may be contacted to provide more information. You
must have a valid e-mail address in order to submit a
report.
Please note: This system is not compatible with mobile
handheld devices such as phones or tablets.
38
“Our Community”
“Our Safety”
9-1-1 EMERGENCIES ONLY
Police- Crimes in progress, motor vehicle collisions, home invasion, assaults, child abduction.
NON-EMERGENCY: 1-888-310-1122
Police- Traffic concerns, suspicious activity, drug location, crimes where suspect has left scene, community issues
Tillsonburg Office 519-688-6540
Police – For admin purposes only, clearance letters, community events
39
Questions?
Thank You
Inspector Tony Hymers
Oxford County OPP
40
Report Title T:GO CALL-N-RIDE Contracting Out Busing Services
Report No. CTPPSC 53-17
Author John Preston
Meeting Type Committee Meeting
Committee
Date September 10, 2017
Attachments •Appendix A: Program Plan; Appendix B: ProgramWork Plan
Page 1 / 5 CTPPSC 53-17 - September 11 - Contracting Out TGO Busing Services
RECOMMENDATION
THAT Report CTPPSC 53-17 be received as information.
EXECUTIVE SUMMARY
Recent discussions related to the T:GO CALL-N-RIDE program have looked at the possibility of
contracting out the busing component of T:GO to a private company. The information provided in
this report contains summaries of the overall process; advantage – disadvantages – risks, current costs and potential savings.
BACKGROUND
Possible Contractors:
a.Langs Bus Lines
b.Sharp Bus Lines
c.Elgie Bus Lines
d.Voyageur
e.Badder Bus Lines
f.2554684 Ontario Ltd. (Donnelly)
g.Why Wait Taxi
h.KTN
i.Woodstock Transit
Of the municipalities that are somewhat similar to Tillsonburg and the T:GO Program (CUTA Fact Book 2015), transportation is mostly provided through the municipality, contracted to a
private company; two municipal transit services are contracted to another municipality, and one
(TROUT) is managed by a Not-for-Profit.
Why Wait and KTN have been included as they may provide a viable alternative to a busing
service.
41
Page 2 / 5 CAO
Ride Norfolk has worked with Sharp Bus Lines throughout the program, however, (Donnelly
Transportation) currently provides the service and has received a solid recommendation from Brad Smith, Norfolk County, as a company that is focused on building communities.
Badder Bus Lines has recently moved into the area, having provided busing service within
Tillsonburg for the NHL Stanley Cup Tour event. This service was performed with modern school
buses.
It is possible to work with one of these companies directly, however, given the politically-sensitive nature of the T:GO Program, and the difficulty in engaging local companies, it may be
best to pursue a tender process that includes a Request for Qualifications, Program
Development Phase, and a Request for Proposal Phase.
Program Plan
The attached document provides an outline of the T:GO Program through contracted services:
• Program Summary
• Goals
• Team and Responsibilities
• Scope
• Stakeholders
• Advantages, Disadvantages, Risks
There are obviously more advantages than disadvantages to contracting out services, of which,
may result in some cost-savings to the program. More importantly, the risks must be taken into consideration for the lead agency taking on T:GO post-Pilot Program. The first phase of this
process is to clearly define T:GO’s future and which organization will be taking on the risks by
becoming the Program’s lead agency, or “Owner”.
Advantages: a. Minimal employee management: Drivers:
i. Hiring process is contractor’s responsibility
ii. Training (i.e., accessible transit assistance) is contractor’s responsibility
iii. Balancing hours is contractor’s responsibility
b. Potential to minimize direct operating costs; i.e., bus maintenance, insurance, fuel
c. Potential to expand T:GO services to out-of-town (CVOR), and accessibility at
lower expense to lead agency
d. Availability of replacement buses in the event of breakdown, or servicing
e. Potential for lower overall costs to Program
f. Support businesses
Disadvantages:
a. Reduction in cost may result in reduction of service
b. Year-to-year contract until T:GO future guaranteed – on-going tender process
c. Lose control over driver hiring – may result in less personal level of service
Risks:
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Page 3 / 5 CAO
a. Funding shortfall
b. Contractor Default
c. RFP may result in higher costs
Program Work Plan
The attached document provides a general list of steps to undertake a Tender Process.
• Develop a Service Template
• Request for Qualifications
• Establishing a Bidders List
• Development Phase
• Request for Proposals
• Awarding Contract
Potential Cost-Saving Areas through Contracted Services
a. Driver Wages & Benefits: Community Living currently covers the cost of Driver wages
and benefits at $13.25/hr wherein a contractor may currently pay less; however, with
the increase in minimum wage anticipated in 2018, any savings would be negligible
and may actually cost more to go with a contractor due to profit margins.
i. Overall wages and benefits for drivers could be reduced through improved
scheduling efficiencies as recommended by contractor:
1. An additional driver will be hired through the YJC Program to cover
some daily operations, administration, vacation and sick days,
however, with some modifications to the operational structure of
T:GO, 3 drivers on a daily basis would not necessarily be required.
ii. As the T:GO service continues to move toward scheduled stops, the need
for a dispatcher will be manageable by the Coordinator, and related costs
would only cover driving hours, as determined by the contractor.
b. Bus Leasing & Maintenance: Cost savings in this area, if contracted out, may be
minimal as contractor would include cost for using one of their vehicles, plus
additional cost to cover maintenance and fees.
iii. Advantage to contracting this component out is that bus operation would be
more consistent in the event of a breakdown, or regular maintenance,
whereas the T:GO service is put on hold when the bus is pulled from service
for maintenance and repairs.
iv. Additional Advantage: Budget would not have to directly include for capital
investment – i.e., purchasing a replacement bus
c. Coordinator Wages & Benefits: Savings in this area, covered by the Lead Agency,
could come from a reduction of Coordinator hours, or reassigning role to other staff.
Alternatively, Contractors could propose an option to cover the requirements of this
position – reporting, intake/outreach, marketing.
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Page 4 / 5 CAO
d. Value Added: There is opportunity to gain from contracting the busing service:
v. Scheduling expertise: It is likely that the successful contractor will have
previous experience in scheduling and route design that would help to make
T:GO more efficient in its service delivery. With improved efficiency, this
may result in expanded services such as out-of-town transit to surrounding
communities.
vi. Accessibility: Depending on the available fleet, if T:GO continues with one-
bus, it may be possible to incorporate wheelchair transportation into the
regular service. As AODA public transit regulations come into effect, T:GO
would not be directly impacted by the cost of required service
improvements.
vii. Program Expansion: It is likely that the successful contractor will already
have the necessary licensing (CVOR) to go out-of-town; i.e., connection to
Ride Norfolk, surrounding Oxford communities, connections to Woodstock
and Ingersoll.
FINANCIAL
The expected total Operating Cost for the 2017-18 Fiscal year is approximately $185,000; this includes:
• Driver Wages and Employer Pay Benefits (14%); Includes wage increase January 2018
to $14/hr
• Coordinator Wages at 35 hours/week and Employer Pay Benefits (17%)
• Operating Costs for the T:GO Bus
o Maintenance
o Fuel
o Insurance
o Licensing Fees
• Additional Costs: website, Coordination software, marketing
Per hour cost:
• $53.16 to December 31, 2017, $54.10 January 1 – March 31, 2018
• $54.10 April 1, 2018 – December 31, 2018; $54.86 January 1 – March 31, 2019
(Includes anticipated $15 minimum raise)
Direct Operational Costs – to be contracted out - include:
• Driver Wages and Employer Pay Benefits (14%); Includes wage increase January 2018
to $14/hr
• Operating Costs for the T:GO Bus
o Maintenance
o Fuel
o Insurance
o Licensing Fees
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Per Hour Cost:
• $24.96 to January 1, 2018, $25.93 January 1 – March 31, 2018
• $25.93 April 1, 2018 – December 31, 2018; $27.27 January 1 – March 31, 2019
(Includes anticipated $15 minimum raise)
• Total per Operating Year:
o $105,520 (2017-18)
o $108,829 (2018-19)
o $109,869 (2019-20)
CONSULTATION/COMMUNICATION
Budget Information provided by Art Fuller, Finance Director, Community Living Tillsonburg.
45
Appendix A: Contract Services Program Plan
1. About
a. Explore potential cost-savings through the contracting of bus services
2. Goals:
a. Reduce operating costs
b. Maintain and/or improve current service level
i. May include:
1. 2 buses operating simultaneously
2. Paratransit service
3. Out-of-town service – local and regional
3. Team and Responsibilities:
a. Financial Manager: Lead Agency or Owner/Operator
i. Provide financial management of program
ii. Guarantee financial integrity of program
b. Program Management and/or Advisory Committee(s)
i. Program oversight
ii. Provide direction to Coordinator related to program development
iii. Provide recommendations for service enhancement vis.
Accessibility needs, public response and committee vision
c. Coordinator
i. Maintain data for reporting purposes
ii. Regularly up-date committees and funders on program
iii. Ensure that goals and outcomes established by committees are
achieved
d. Contractor
i. Provide service as per contract within all related Provincial
regulations and municipal by-laws
4. Scope
a. Summary:
i. To contract out the busing component of T:GO CALL-N-RIDE
b. Deliverables:
i. Maintain T:GO Service, remain flexible and adaptable to demands
ii. Lower operating costs than current model
c. Acceptance Criteria (Conditional):
i. Established Financial Contract Manager
ii. Secured Funding – could be percentage of total
iii. Service Model
iv. Start Date (April 1, 2018)
v. Terms of Contract
d. Exclusions:
46
i. Program Coordination
ii. Public outreach and intake
iii. Financial Management
e. Constraints:
i. Dependent on available funding
ii. Year-to-year program contracts
iii. “Lead” or ”Owner” Mandates and Limitations
iv. Finite Budget
f. Assumptions
i. Continuation of program into 2018-19 fiscal year
ii. MTO Gas Tax Funding
iii. Current T:GO Bus will be bought or phased out
5. Stakeholders
a. Tillsonburg Residents
i. General public
ii. Agency clients
iii. Seniors
iv. Students/youth
v. Workers
b. Committee Agencies
i. MSC
ii. SbCS
iii. CLT
iv. SPCO
c. Town of Tillsonburg
d. Funders/Donors
e. Contractor
f. Outside Agencies
6. Advantages:
a. Minimal employee management: Drivers:
i. Hiring process is contractor’s responsibility
ii. Training (i.e., accessible transit assistance) is contractor’s
responsibility
iii. Balancing hours is contractor’s responsibility
b. Potential to minimize direct operating costs; i.e., bus maintenance,
insurance, fuel
c. Potential to expand T:GO services to out-of-town (CVOR), and
accessibility at lower expense to lead agency
d. Availability of replacement buses in the event of breakdown, or servicing
e. Potential for lower overall costs to Program
f. Support businesses
47
7. Disadvantages:
a. Reduction in cost may result in reduction of service
b. Year-to-year contract until T:GO future guaranteed – on-going tender
process
c. Lose control over driver hiring – may result in less personal level of
service
8. Risks:
a. Funding shortfall
b. Contractor Default
c. RFP may result in higher costs
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Appendix B: General Contract Service Work Plan
1. Decision: What is happening to T:GO? Which organization is willing to take on
risks (Financial Manager – Lead Agency/Owner)?
2. Develop a Service Template
a. Approximate Budget
b. Hours of Operation
c. Route Structure
d. Schedule
e. Service Options:
i. # of buses
ii. Accessibility
iii. Out-of-town
f. Management Structure
i. Decision-Making process
ii. Program Coordination
iii. Payment Process
3. Request for Qualifications
a. Determine Interest
b. Capacity
c. Experience
d. Management Structure
e. Value Added
4. Establish Bidders List
5. Development Phase
a. Solidify Budget
b. Clarify Terms and Service Model
6. Request for Proposals
7. Select Bid
8. Award Contract
49
Tillsonburg Community
Transportation Project
Since April 2016
50
Our Vision
AFFORDABLE AND ACCESSIBILE
COMMUNITY
TRANSPORTATION FOR ALL
TILLSONBURG RESIDENTS
51
Our Mission
T:GO is a community partnership
committed to providing accessible and
affordable community transportation
service that enhances Tillsonburg residents
lives through:
More active engagement in community life
Improved access to public and commercial
services
52
Community Strategic Plan –
Culture and Community
Screenshot 2017-10-03 18.17.39
53
Ridership Statistics - Overall
271 281 290 302 313 320
705
831
868
650
744
705
104 94 98 94 87 88
0
100
200
300
400
500
600
700
800
900
1000
Apr-17 May-17 Jun-17 Jul-17 Aug-17 Sep-17 Oct-17 Nov-17 Dec-17 Jan-18 Feb-18 Mar-18
Registered Riders
Total Rides
Total Riders
54
Trip Purpose - Riders
0
10
20
30
40
50
60
Apr-17 May-17 Jun-17 Jul-17 Aug-17 Sep-17
Work
Community Day Programs
Medical
Retail Services
Other
55
Trip Purpose - Rides Performed
0
50
100
150
200
250
300
350
400
450
500
Apr-17 May-17 Jun-17 Jul-17 Aug-17 Sep-17
Work
Community Day Programs
Medical
Retail Services
Other**
56
T:GO
CALL-N-
RIDE
Community
Living
Tillsonburg
(VIK)
Tillsonburg &
District Multi-
Service Centre
(VIK)
Town of
TIllsonburg
Private
Donors
Employment
Ontario
Revenues -
Fares
MTO CT
Program
Extension
United Way
Oxford Ontario
Gas Tax
Ontario
Trillium
Foundation
Guylveszi
Foundation
Transportation Pilot Funding
2016/2017/2018
57
Where we are now…
We are operating at near capacity with the
infrastructure we have
It is clear there is a need for community
transportation as indicated by the
numbers
There are many potential riders for whom
we are not able to provide service under
the current model
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Unable to Serve Ride Requests
Out-of-town request
Schedule does not meet needs/cannot make appointment on time
Wait time between buses
Bus out-of-service
Bus cannot wait for rider between trips – shopping
Insufficient amount of booking time
Weekend request
Pick-up time too early
59
Proposed Direction…
preparing for post March 2018
Continue with fundraising efforts
Continue using gas tax rebates to provide
the majority of the funding to support the
service
Ask Council support for initiating an RFP
requesting transportation providers to bid
on a transportation contract for the town
of Tillsonburg and beyond
60
77%
14%
4% 4% 1% 1%
Expenses
March 2015 - March 31,
2017
Salaries & Benefits - $114,079
Vehicle Operations / Lease - $21,180
Office Administration - $6,000
Technology - $5,304
Advertising / Outreach - $1,722
Launch Event - $827
74%
9%
9%
8%
Revenues
March 2015 - March 31,
2017
MTO Grant - $100,000
Donations - $12,451
Fares - $11,263
Wage Subsidies (Drivers / Dispatcher) - $9,746
Total Expenses: $149,112 Total Revenues: $134,755
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55% 12%
2%
0% 3%
0%
18% 6%
1%
Expenses - Budget
April 2017 - March , 2018
Salaries & Benefits - $102,675
Vehicle Operations/Lease - $22,145
Advertising/Outreach - $3,000
Fees - $250
Technology - $5,700
Fundraising - $500
Out-of-Town - $34,500
Taxi Fees - $11,000
Other - $1,000
24%
26%
11%
10%
14%
10%
6%
Revenues - Budget
April 2017 - March, 2018
MTO Grant (Pilot Extension) - $50,000
Provincial Gas Tax - $54,000
Town of Tillsonburg - $22,500
Partner Contributions - $20,000
United Way Oxford - $28,000
Fares - $19,600
Wage Subsidies (Drivers / Dispatcher) - $11,856
Total Expenses (Budget):
$187,938
Total Revenues (Budget):
$205,956
62
Anticipated Budget – April 2018 – March 2019
$184,167
Includes:
Direct Operational Costs and Indirect Operational Costs
DIRECT OPERATIONAL
COSTS
•Driver Wages &
Benefits (11.5
Operating
Hours/Day)
•Driver Fees
•Bus
•Leasing
•Fuel
•Maintenance
•Insurance
•Fees
INDIRECT OPERATION
COSTS
•Coordinator Wages &
Benefits (7
Hours/Day)
•Coordination
Software
•Marketing/Advertisin
g
•Administration/Office
Fees (VIK)
Cost per Hour: $25.93
to $27.27
Total Annual Cost:
$108,829
Cost per Hour: $28.19
to $28.21
Total Annual Cost:
$75,338 63
POTENTIAL COST SAVINGS
April 2018 – March 2019
55%
12% 2%
0%
3%
0%
18%
6%
1%
SALARIES
•Staffing (drivers)
efficiencies
•Diminished
scheduling and
coordination
needs
COORDINATION
TECHNOLOGY
•Scheduling
efficiencies may
reduce need for
complex
coordination
software
BUS
OPERATIONS
•Improved
scheduling may
increase
efficiencies
•Leasing fees may
be less than
current rate
64
VALUE-ADDED POTENTIAL
April 2018 – March 2019
55%
12% 2%
0%
3%
0%
18%
6%
1%
COORDINATION
•Industry expertise
in scheduling and
operation may
improve service
delivery
BUS OPERATIONS
•Contractor fleet may provide for back-up bus in
case of maintenance or breakdown
•In-Town bus capacity could expand as needed,
including wheelchair accessible spaces
•No additional licensing fees required for out-of-
town service (CVOR)
•Future capital expenditures (replacement bus)
covered by contractor
65
66
67
68
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Report Title Council Pre-budget Report
Report No. FIN 17 -31
Author Dave Rushton
Meeting Type Council
Council Date OCTOBER 10, 2017
Attachments
Page 1 / 2 Council Pre-budget Information
RECOMMENDATION
THAT Council receives report FIN 17 – 31 Council Pre-budget Report as information.
EXECUTIVE SUMMARY
In order to prepare the Town Budget, staff is seeking direction and input from Council as staff prepares
the2018 budget. We are facing certain financial pressures as we head look ahead to 2018 and Council should be aware of these.
BACKGROUND
Information and direction from Council that would be useful to Staff are the following: Are there capital items that Council members would like to be considered as part of the budget process?
Are there changes that Council would like to see to the service levels offered to taxpayers?
How does Council want to entertain presentations from Community Groups?
What % range in the tax levy would Council find acceptable this year?
Pertinent Information
The Ontario rate of change for CPI year over year was 1.5% at the end of August. The increase in fuel prices will cause an increase in this as the numbers for the fall are released.
Ontario’s proposed changes to minimum wage to come into effect Jan 1, 2018, if approved, will have an impact on our part-time wage budget in 2018.
The Fire Department’s aerial fire truck is due to be ordered in 2018.
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Page 2 / 2 Council Pre-budget Information
Two large energy savings projects are to take place in 2017/2018 time period.
The 2017 indoor pool deck replacement project was delayed and the scope may be expanded and will be reintroduced in the 2018 Budget.
In the past, Fleet has been charging the Operating Departments for the replacement cost of the units. These monies have been used to reduce the operating budget each year. The current challenge is when
it is time to actually pay for the fleet replacement the funds are not available. Earlier this year Council approved allocating some surplus funds into the fleet reserve to help offset the cost of vehicle acquisition. A prudent approach would be to have the funds put into the Fleet Reserve.
CONSULTATION
The purpose of this report is to set the stage for consultation with Council. Public engagement received
through the Budget Survey process in June and July has been as presented to Council and provided to Senior Leadership for consideration.
FINANCIAL IMPACT/FUNDING SOURCE
The consultation with Council does not require any additional expenditure this year.
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Report Title Capital and Operating Budget Schedule
Report No. FIN 17 -30
Author Dave Rushton
Meeting Type Council
Council Date OCTOBER 10, 2017
Attachments 2018 Calendar of Budget Activities and Timelines
Page 1 / 2 Capital and Operating Budget Schedule
RECOMMENDATION
THAT Council receives report FIN 17 – 30 Capital and Operating Budget Schedule;
AND THAT the following Council meetings be scheduled to review the 2018 draft budget:
November 16, 2017 9 am to 4 pm, December 5, 2017 9 am to 4 pm, December 14, 2017 9 am to 4 pm
January 15, 2018 6 pm to 8 pm
EXECUTIVE SUMMARY
In an effort to be to the marketplace earlier this year, staff is proposing the attached calendar of activities.
A Council meeting on October 23rd from 4 to 6 will provide direction to staff prior to the regular scheduled meeting that evening. The target would be for Council to be in a position to approve the Capital Budget
at the December 13th Council meeting and the Operating Budget on January 22, 2018.
BACKGROUND
Council approved a methodology to fund the Town’s asset management program during the Town’s 2017 budget process. Taxes raised from the increase in the MPAC assessment, based on the 4 year phase in
of the change in assessment, are to be allotted for asset funding in addition to the previous year’s tax supported amount. The new Debt Policy supports borrowing of an amount less than the Town is
repaying in a given year. AMO has gas tax funding committed for 2018 and some capital grants
available to the Town have been announced. Energy and other tax savings programs will be debt funded if the repayment time and Return On Investment is acceptable and other user pay funded assets can be
funded through debtentures.
Staff concurs that it will be a concentrated effort on the part of Council and Staff to meet the schedule,
but the effort will be rewarded with lower prices and a more timely tender process.
CONSULTATION
The schedule was reviewed by the Senior Leadership Team.
FINANCIAL IMPACT/FUNDING SOURCE
The report provides a budget schedule but does not expend financial resources beyond staff and Council
time.
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Page 2 / 2 Capital and Operating Budget Schedule
COMMUNITY STRATEGIC PLAN IMPACT
Establishing a Capital and Operating Budget Schedule demonstrates accountability to the taxpayers by having a transparent process to draft the 2018 Budget and includes the budget meeting dates. This will
offer the opportunity for further public engagement.
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Calendar of Budget Activities
Date Operating Capital
Oct 11, 2017 SLT project list
Oct 18, 2017
Q3 results to mgmt.
SLT draft review
Oct 20, 2017
Adjustments back
Oct 23, 2017
4 -6 Council pre-budget meeting
Nov 1, 2017
SLT draft review
Nov 8, 2017 SLT draft review
Nov 10, 2017
SLT Final
Nov 15, 2017
SLT review
Nov 16, 2017
Council day long
Nov 22, 2017 Capital final re-issued
Nov 23 or 24 SLT Final
Dec 5, 2017 Council day long – (rates)
Dec 6, 2017 SLT Revisions
Dec 11, 2017 Council approval
Dec 14, 2017 Council day long
Jan 15, 2017 Council evening
Jan 22, 2017 Council approval
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Report Title Results for RFP 2017-008 Airport Agricultural Land Lease
Report No. OPS 17-24
Author Kevin De Leebeeck, P.Eng., Director of Operations
Meeting Type Council Meeting
Council Date October 10, 2017
Attachments Agricultural Land Lease Agreement
Page 1 / 3
RECOMMENDATION
THAT Council receive Report OPS 17-24 Results for RFP 2017-008 Airport Agricultural
Land Lease;
AND THAT Council award RFP 2017-008 to K&K Farms Inc. of Norwich, ON, the highest
scoring proposal received, at a sum of $90,298 per annum for a five year term;
AND THAT a By-law authorizing Mayor and Clerk to execute the Agricultural Land Lease
Agreement with K&K Farms Inc. be brought forward for Council consideration.
SUMMARY
Request for Proposal RFP 2017-008 was released on August 18th 2017 and closed on
September 12th 2017 to lease approximately 347.3 acres of farm land at the Tillsonburg
Regional Airport as shown in Figure 1. Bidders were invited to submit proposals to lease the
available land for agricultural purposes for a 3 year and/or 5 year period. The RFP was
advertised on the Tillsonburg website, the Tillsonburg News, Biddingo, the Ontario Farmer, and
the Ontario Federation of Agriculture (OFA) distribution list for the Tri-County area with a total of
nine (9) plan takers and four (4) proposals received. Town staff reviewed and scored the
proposals based on the scoring tool that was included in the RFP. The scoring tool is as follows:
Previous Experience 20 pts
Planned Crops and Use of Land 20 pts
Other Value Added Factors 10 pts
Financial Factor (i.e. lease revenue) 50 pts
Total Score 100 pts
The proposed annual rent of the proposals received varied from $83,352 to $90,298 for a 3-year
term and $81,615.50 to $90,298 for a 5-year term. The scoring results from the Evaluation
Committee are summarized below.
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Page 2 / 3
Proponent Location Total Score
K&K Farms Inc. Norwich, ON 91
Maat Farms Inc. Airport Rd. 87
Vanderspek Tavistock, ON 75
Verveer Airport Rd. 73
K&K Farms Inc. was the highest scoring proposal submitted, have strong background and
experience, and offer the greatest value added benefits over a five (5) year term of performing
tree line trimming and removal to join adjacent fields and conversion of some virgin land to
agricultural land. Therefore, it is staff’s recommendation that K&K Farms Inc. be retained for a
five (5) year term.
CONSULTATION/COMMUNICATION
The Evaluation Committee comprised of the Airport Administrator, Director of Operations and
the Operations Administrator assembled to evaluate the proposals and to later interview the
Proponents to provide the evaluation team additional insight into the Proponents ability to meet
the requirements of the RFP.
FINANCIAL IMPACT/FUNDING SOURCE
There is an additional 58.7 acres of land currently under long term lease. The terms of that
agreement stipulate that the rental rate match current market rate for Airport agricultural lands as
determined through a competitive process and as such will generate revenue of $15,262.
As a result the total amount of agricultural leased land of 406 acres at the Airport will generate
total revenue equivalent to $105,560 per annum for the next five (5) years; a decrease of
$49,040 from the 2017 budget.
COMMUNITY STRATEGIC PLAN
This project supports Objective 2 – Economic Sustainability of the Community Strategic Plan by
providing opportunities and support to existing and new business leveraging the indirect
economic strength of the Airport.
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Report Title Broadway & Glendale PXO Update
Report No. OPS 17-25
Author Eric Flora, P. Eng., CET, Manager of Engineering
Meeting Type Council Meeting
Council Date October 10, 2017
Attachments • Finalized PXO Design
• PXO Infographic and Webpage
Page 1 / 3
RECOMMENDATION
THAT Council receive Report OPS 17-25 Broadway & Glendale PXO Update;
AND THAT By-Law 4143 to amend By-Law 3701, being a by-law to regulate traffic and the parking of motor vehicles in the Town of Tillsonburg be brought forward for Council’s consideration.
SUMMARY
Through Operations Report OPS 16-30, Council approved a pedestrian crossing facility (PXO)
be located at the south leg of the Broadway and Glendale Drive intersection, and that the Town retain Paradigm Transportation Solutions Limited (PTSL) to design the recommended
PXO facility.
Since Broadway Street is a designated ‘Connecting Link’ under the Public Transportation and
Highway Improvement Act, R.S.O. 1990, and the Province’s role is to safeguard the through-movement nature of traffic along the roadway, the detailed design of the PXO and associated
works require approval by the MTO.
For reference Tillsonburg Fire and Rescue Services Department, the Ontario Provincial Police,
the Thames Valley District School Board (Glendale High School, Annandale Public School, South Ridge Public School and Westfield Public School), the Oxford County Paramedic Services and the Ministry of Transportation all support this PXO location. Their respective
letters of support were attached to Operations Report OPS 16-30.
Final Design – Public Consultation
Town and consultant staff have been working with the MTO during the detailed design stage of the proposed PXO. In addition property owners directly affected by the proposed pedestrian
crossing facility were also consulted through a Public Information Centre (PIC) held on July 26,
2017. Notification letters of the PIC were hand delivered to 24 homes along the east and west
sides of Broadway, north and south of Glendale Drive in advance of the public meeting with a
total participation of three (3) residents. The project background, what a PXO is and how it differs from a crosswalk, the types of PXO’s and the recommended PXO design were presented
by the consultant highlighting that this proposed PXO is not just for students, but for all
vulnerable road users (i.e. parents and children, seniors, visual and audible impaired, active
transportation, etc.).
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Page 2 / 3
The following public concerns were expressed at the PIC:
• southbound traffic approaching the 'knoll' along Broadway (high point between Lisgar
Avenue and Glendale Drive) may not be able to see the activated PXO signals;
• additional requirement for signage along Glendale Drive
• The proposed PXO pavement markings being located within a driveway entrance on the
east side of Broadway;
Following the PIC the Manager of Engineering met on site with one of the concerned residents to gain a better understanding of their concerns and subsequently arranged an additional site meeting with Town and MTO staff on August 15, 2015.
Town and MTO staff reviewed the need for advance warning flashing beacons along Broadway
for southbound traffic. There is no requirement for advance warning flashing beacons outlined in the Ontario Traffic Manual for pedestrian crossing facilities. The MTO and Town do not recommend enhancing the advance signage with flashing beacons primarily because the
proposed PXO already uses Rectangular Rapid Flashing Beacons with Tell Tales.
Town and MTO staff reviewed the need for additional signage along Glendale Drive and determined that it is not required given that the Highway Traffic Act does not allow a vehicle to
enter into an intersection if another vehicle or pedestrian is already within the intersection.
As a result of the public consultation process, the additional site meeting with MTO staff, and the
review of other PXO design options the recommended design shown at the public consultation session was modified to shift the PXO slightly to the south to avoid the PXO pavement markings being located within the driveway entrance on the east side of Broadway. The finalized design
of this PXO (Attachment 1) has subsequently been reviewed by the MTO who have no further
concerns. Therefore, the Town is now in a position to endorse the applicable Traffic By-law
amendment.
CONSULTATION / COMMUNICATION
Recognizing that the installation of this PXO will be new to the Town, Pedestrian Crossover educational infographic flyers will be distributed and the Town’s website will be updated
(Attachment 2) to include a section on Pedestrian Crossovers. Town staff will also work with
the OPP, school board, and local interest groups to further promote, educate and bring
awareness of Pedestrian Crossover’s to the general public.
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FUNDING IMPACT/ FUNDING SOURCE
The overall budget allocation of $90,000 for the Broadway and Glendale pedestrian crossing
facility is comprised of $40,000 in carry forward debenture proceeds, $28,400 of Reserves and $21,600 from Taxation.
Following the detailed design completed by PTSL approximately $75,000 of the project budget
remains for installation and commissioning, however based on further investigation and in
consultation with PTSL, the following expenditures are anticipated to construct this PXO facility.
Item Estimated
Cost
Installation of Intersection Crossover – PXO Level 2 Type B facility $55,000
Contingency $5,000
TOTAL $60,000
COMMUNITY STRATEGIC PLAN IMPACT
Implementation of active transportation network linkage supports community connectivity and
is supported by the Community Strategic Plan under Goal 3.3 to support the aging population
and active senior citizenship and under Goal 4.3 to improve mobility and promote
environmentally sustainable living.
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6 Ra-10Ex. HYDRO POLEWc-7R35 20
3020
Wc-7RRa-1030 30
BROADWAY STREET
GLENDALE DRIVE24
Ex. SIDEWALK
Ex. SIDEWALKEx. SIDEWALK
Ex. SIDEWALK
Ex
.
S
IDEWALK
Ex. SIDEWALK#422#418#418#414#412#412#410#406#400#417#415#409#405#403Ex. Rb-51AEx. Ra-1Ex. HYDRO POLEEx. HYDRO POLERRFB w TELL TALERa-5R (FACING TRAFFIC)Ra-5L (BACK TO BACK)OVERHEADRa-5R (FACING TRAFFIC)ALUMINUM MAST ARM L = 6.3 mRRFB w TELL TALERa-5R (FACING TRAFFIC)Ra-5L (BACK TO BACK)Ra-11REQUIRED ILLUMINATION OF PEDESTRIANCROSSWALK AND WAITING AREA TO BE PROVIDEDCROSSWALK TO BE FULLY ACCESSIBLE AS PERAODA LEGISLATIONRa-11REQUIRED ILLUMINATION OF PEDESTRIANCROSSWALK AND WAITING AREA TO BE PROVIDEDCROSSWALK TO BE FULLY ACCESSIBLE AS PERAODA LEGISLATIONOVERHEADRa-5R (FACING TRAFFIC)ALUMINUM MAST ARM L = 4.2 mEx. HYDRO POLEEx. FIRE HYDRANT2.5
0.9
0.9
HEIGHT
900 mm
MAXIMUM
300 mm
MAXIMUM
BASE
600mm
MAXIMUM
SPECIFICATIONS FOR
YIELD TO PEDESTRIAN
LINE
DIRECTION OF TRAVEL
PAVEMENT MARKING LEGEND
ONTARIO TRAFFIC MANUAL)
(NOTE-ALL MARKINGS MUST CONFIRM TO
PROPOSED LEFT TURN ARROW (3m)
10cm WHITE SOLID
10cm YELLOW SOLID
10cm WHITE (3m LINE, 3m GAP)
EXISTING LEFT TURN ARROW (3m)
EXISTING LINE REMOVAL
EXISTING LEFT TURN ARROW REMOVAL
0.2 m
PAVEMENT MARKINGS FOR
LADDER CROSSWALK
2.5 m
MINIMUM
0.6 m
TYP.
EDGE OFPAVEMENT
DRAWING NO.
PROJECT NO.
SCALE DATE
CHECKEDDRAWN
REVISION
161005
1:250 26-Sep-17
GCSC
PTSL-001 C
DRAWING TITLE
TOWN OF TILLSONBURG
BROADWAY STREET
PXO LEVEL 2 TYPE B
GLENDALE DRIVE
LAYOUT
NORTH ARROW STAMP
DRAWING STATUS
SUBMITTED FOR APPROVAL
A DRAFT FOR COMMENT 29/09/2017
NB FINAL DRAFT FOR COMMENT 09/25/2017
09/26/2017CSUBMITTED FOR APPROVAL
REV REVISION DD/MM/YYYY
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ATTENDANCE
Shane Curtis
John Prno
Mike Dean
John Bamford
Jim Hayes
Gord Roesch
Stephen Molnar
Mel Getty
Staff:
Jeff Smith, Fire Chief
Becky Turrill, Secretary
MEMBERS ABSENT/REGRETS
1. Call to Order
The meeting was called to order at 7:05p.m.
2. Adoption of Agenda
Moved By: Gord Roesch Seconded By: Jim Hayes
Resolution #1
THAT the agenda for the July 11, 2017 meeting as amended be approved.
CARRIED
3. Disclosures of Pecuniary Interest and the General Nature Thereof - None
4. Adoption of Minutes of Previous Meeting
Moved By: John Prno Seconded By: Mike Dean
Resolution #2
The Corporation of the Town of Tillsonburg
FIRE STRAT PLANNING COMMITTEE
July 11, 2017
7:00 p.m.
Fire Station Training Room
80 Concession Street East
MINUTES
121
Fire Services Strategic Planning Committee Meeting Minutes - 2 -
THAT the minutes of the June 13, 2017 meeting be adopted. CARRIED
5. General Business & Reports
5.1. Hazard Risk Assessment
5.1.1. Committee completed the review.
5.1.2. Summary – suggestion attached
5.2. Needs Assessment
5.2.1. R. Turrill to get a copy of DC Study for committee to review
6. Next Meeting
The next meeting of the Fire Services Strategic Planning Committee will be on August 15,
2017 at 7:00pm.
7. Adjournment
Moved By: John Bamford Seconded By: Gord Roesch
Resolution #3
THAT the Fire Services Strategic Planning Committee meeting of July 11, 2017 be
adjourned at 8:31p.m.
CARRIED
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=
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
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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.
124
=
Attendance:
Jami Stephenson, Chair, Councillor Brian Stephenson, Heather Cnockaert, Paul Weaver, Karen
Smith, Councillor Penny Esseltine, Paul Weaver
Staff: Jessica Coulston, Donna Wilson
Regrets: Josiane DeCloet, Marianna Carson, Irene Hurley, Virginia Armstrong, Tabitha Dalm,
Wendy Cameron, Aleksandra Webber, Evan VanMoerkerke
1. Call to Order
The meeting was called to order at 4:33 p.m.
There was no quorum met.
2. Adoption of Agenda
The Agenda as prepared for the Canada 150 Committee meeting of Monday, Sept 28, 2017,
was received.
3. Proposal for Year End Canada 150 Event
- Proposal for Splash’N Boots Event
Jessica Coulston went over the proposal for the Splash’N Boots event for December 28,
2017. There would be two shows, one at 1:00 p.m. and one at 4:00 p.m.
Staff to find out if there is an issue with weather and the performers are unable to attend
what would be the process? Would they reschedule or would tickets be refunded.
Discussion took place regarding sales and budget.
The Corporation of the Town of Tillsonburg
Canada 150 Committee
Thursday, September 28, 2017
4:30 p.m.
Council Chambers
200 Broadway, 2nd Floor
Notes
125
Canada 150 Committee Meeting – Agenda - 2 -
The three final events were discussed, the 1867 Concert, Canada 150 Free Skate Day and
the Splash’N Boots event.
Discussion took place regarding available funds.
The events and proposed budgets are as follows:
Dec 2 – 1867 Concert by InnerChamber - $4,000
Dec 10 – Free Public Skate - $1,000
Dec 28 - Splash’n Boots $6,000
The following motion was put on the floor and the six members present all supported the
motion. The motion was circulated to the members not present .
Aleksandra Webber, Tabitha Dalm and Mariana Carson responded in favour of the motion.
Moved By: Paul Weaver
Seconded By: Heather Cnockaert
THAT the Canada 150 Committee supports the Splash’n Boots event up to $4,000.00.
AND THAT the committee supports sponsoring a Free Canada 150 Skating Day on
December 10, 2017 up to $1,000.00.
Carried
The 1867 InnerChamber Concert could be advertised through the Horticultural society, they
meet the first Tuesday of every month.
Other forms of advertising for all events could be Radio, facebook, and newspaper.
It was noted that industries in the town put out monthly newsletters and this could be
another venue for advertising events.
4. Next Meeting – October 16, 2017 4:30 p.m. Council Chambers
5. Adjournment
The meeting was adjourned at 5:45 p.m.
126
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4141
A BY-LAW to Authorize a Lease Agreement between K & K Farms Inc. and The Corporation
of the Town of Tillsonburg.
WHEREAS The Town of Tillsonburg is desirous of entering into a Lease Agreement with K & K
Farms Inc. for agricultural purposes at the Tillsonburg Municipal Airport.
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the Lease Agreement attached hereto forms part of this by-law;
2. THAT the Mayor and Clerk be hereby authorized to execute the attached agreement on
behalf of The Corporation of the Town of Tillsonburg.
READ A FIRST AND SECOND TIME THIS 10th DAY OF October, 2017.
READ A THIRD AND FINAL TIME AND PASSED THIS 10th DAY OF October, 2017.
_____________________________
Mayor – Stephen Molnar
______________________________
Town Clerk – Donna Wilson
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4142
BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 10th day of
October, 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 October 10, 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 10th DAY OF October, 2017.
READ A THIRD AND FINAL TIME AND PASSED THIS 10th DAY OF October, 2017.
_____________________________
MAYOR – Stephen Molnar
______________________________
TOWN CLERK – Donna Wilson
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 4143
A BY-LAW to amend By-Law 3701, being a by-law to regulate traffic and the parking
of motor vehicles in the Town of Tillsonburg.
WHEREAS it is deemed necessary and expedient to amend Bylaw 3701, regarding
“Pedestrian Crossovers”.
BE IT THEREFORE ENACTED by the Council of the Corporation Town of Tillsonburg
as follows:
1. THAT Schedule 16 to Bylaw 3701, Section 33 “Pedestrian Crossovers” be amended by
adding the crossover as follows:
COLUMN 1 COLUMN 2
HIGHWAY LOCATION
Broadway Glendale Drive and Broadway Intersection
2. THAT this amendment to By-Law 3701 is hereby declared to be part of that By-Law as
if written therein.
3. THAT this By-Law be passed pursuant to the Highway Traffic Act, and shall become effective upon enactment.
Read a first and second time this 10th day of October, 2017.
Read a third time, passed, signed, sealed and numbered 4143 this 10th day of October,
2017
_______________________________
Mayor - Steve Molnar
_______________________________
Town Clerk – Donna Wilson
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