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120213 Council MIN (2)Town of Tillson burg Minutes of Council Meeting Date: Monday February 13, 2012 6:00PM Council Chambers Chair: John Lessif MINUTES: Meeting for the Committee "Open Council" Review Access: e Public 0 Private Tow.n of TOI$-nburg Me~ting tor ''QIJ,~'rrCoun~if'' on·. . •. Monday· Februa:ry1~$;;.2or~~-~z,QO·PM·· Councn•.Ch'amaers Chair: Jobrt~.L~sif The Meeting was called to order 6:00 PM ATTENDANCE Mayor John Lessif Deputy Mayor Renaud Councillor Rosehart Councillor Stephenson Councillor Beres Councillor Klein Staff Director of Development & Communications-David Samis Director of Operations -Steve Lund Clerk-Donna Wilson Director of Finance-Darrell Eddington Acting Director of Community Services-Janet McCurdy Absent: CAO -Kelley Coulter Councillor Getty ADOPTION OF AGENDA Resolution No. 1: Moved by: Councillor Rosehart Seconded By: Councillor Stephenson AND RESOLVED THAT the Agenda as prepared for the Open Session and the Closed Session of the Council Meeting of February 13, 2012, be adopted. "Carried" CLOSED MEETING SESSION Resolution No. 2: Moved By: Councillor Rosehart Seconded By: Councillor Stephenson AND RESOLVED THAT Town Council move into Closed 3 Page 1 MINUTES: Meeting for the Committee "Open Council" Session, to consider matters relating to: Matters pertaining to a personal matter about an identifiable individual, including municipal employees; Matters pertaining to the security of the property of the municipality. "Carried" DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF There were no disclosures of pecuniary interest MINUTES & BUSINESS ARISING OUT OF THE MINUTES Minutes of the Open Council meeting of January 23, 2012. [) Resolution No.3: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein RESOLVE THAT the Minutes of the Open Session Meeting and Closed Session Meeting of January 23, 2012, be approved. "Carried" DELEGATIONS 1. Tillsonburg Transfer Station Cit Presented By: Larry Donnelly Mr. Larry Donnelly appeared before Council and provided a proposal for the Transfer Station. Staff to bring back to council a report regarding the proposal. INFORMATION ITEMS 2. Notice of Poll -OGRA Board of Directors 1J 3. 2012 OSUM Conference & Trade Show CJ 4. Municipal Employer Pension Centre of Ontario Correspondence CJ 5. Ontario Municipal Partnership Fund Allocations for 2012 LJ 6. Ministry of Citizenship & Immigration Newcomer Champion Awards CJ Page 2 MINUTES: Meeting for the Committee "Open Council" 7. Ontario Heart & Stroke Foundation Correspondence-AED Funding 6;1 Staff to take advantage of this program to complete the AED's at Town facilities. CHIEF ADMINISTRATIVE OFFICER 8. Ontario Trillium Foundation (OTF) Grant Application 1:;1 Resolution No. 4 Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT Council receive the Ontario Trillium Foundation Grant Application; FURTHER RESOLVE THAT Council support the application to be submitted by the Lake Lisgar Revitalization Project Committee and the Tillsonburg Rowing Club. "Carried" Mayor to attend the Ontario Trillium Foundation visit. 9. By-Law 3589. to Amend By-Law 3509 Boards & Committees Cll 10. CA012-04 Organization Restructuring Community Services Update ~ Presented By: CAO Resolution No. 5 Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVE THAT Council receive CA012-04 Organizational Restructuring for Community Services update for information purposes. "Carried" FINANCE 11. FIN12-010 2012 Draft Budget Presented By: Director of Finance ~ Microsoft Word-FIN12-010 2012 Draft Budget.pdf ~ Staff to provide a report at the next Council meeting regarding the OPP provincial services usage which could impact the budget. Resolution No. 6 Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVE THAT Council receives report FIN12-010 2012 Draft Budget as information. FURTHER RESOLVE THAT the 2012 Draft Budget in the amount of $12,491,774, a pre-growth increase of 3.92%, or 3.49% after growth, be adopted, with such Page 3 MINUTES: Meeting for the Committee "Open Council" funds to be raised from taxation. FURTHER RESOLVE THAT the Tax by-law be brought forward to a subsequent Council meeting for adoption once the County and Education 2012 rates are finalized. "Carried" 12. FIN12-013 2012 Business Plans !;] Presented By: Director of Finance Staff to provide regular updates on the efforts to receive accreditation as a "Youth Friendly Community" through play works, is to be added to the Community Services Quarterly reports. Resolution No. 7 Moved By: Councillor Beres Seconded By: Councillor Stephenson AND RESOLVE THAT Council receives report FIN12-013 2012 Business Plans; FURTHER RESOLVE THAT Council approves the 2012 Business Plans as presented. "Carried" 13. FIN 12-008 John Law Trust Request Cll Presented By: Director of Finance Resolution No. 8 Moved By: Councillor Beres Seconded By: Councillor Stephenson AND RESOLVE THAT Council receives report FIN12-008 John Law Trust Request. FURTHER RESOLVE THAT Council approves the request from the Festival of Music in the amount of $500 to be disbursed from the John Law Trust. "Carried" 14. FIN 12-009 2012 OMPF [] Presented By: Director of Finance Staff to prioritize this issue and to address the Ministry. Resolution No. 9 Moved By: Councillor Stephenson Seconded By: Councillor Beres AND RESOLVE THAT Council receives report FIN12-009 2012 OMPF as information. "Carried" 15. FIN12-003 Carroll Trail Fundraising Committee c:J Presented By: Director of Finance Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVE THAT the item be deferred to the next council meeting. "Carried" Page4 MINUTES: Meeting for the Committee "Open Council" COMMUNITY SERVICES 16. CSD 12-01Kinsmen Annandale Diamonds Parking Lot CJ Presented By: Interim Director of Community Services Resolution No. 11 Moved By: Councillor Stephenson Seconded By: Councillor Beres RESOLVE THAT Council receive Report CSD 12-01 Kinsmen Annandale Diamonds Parking Lot; FURTHER RESOLVE THAT notification be provided to the residents of Annandale Subdivision and the Baseball groups regarding the proposal ; AND FURTHER THAT a report be brought back to Council once this notification has been completed and comments received. "Carried" COMMITTEE MINUTES & REPORTS 17. LPRCA Minutes of January 11, 2012 !;!! BY-LAWS 18. By-Law 3578, To Repeal By-Law 3214, To establish the Tillsonburg Youth Advisory Committee IJI Proposed Resolution No. 13: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT By-Law 3578, To Repeal By-Law 3214 to Establish the Tillsonburg Youth Advisory Committee, be read for a first and second time and this constitutes the first and second reading thereof; FURTHER RESOLVE THAT By-Law 3578 be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. "Carried" 19. By-Law 3589, To Amend By-Law 3509 Boards & Committees [d Resolution No. 14: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT By-Law 3589, To Amend By-Law 3509, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3589, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. "Carried" 20. By-Law 3585, To Close Angus Street ~ Resolution No. 15: Moved By: Deputy Mayor Renaud Page 5 MINUTES: Meeting for the Committee "Open Council" Seconded By: Councillor Klein AND RESOLVE THAT By-Law 3585, To close Angus Street, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. "Carried" 21. By-Law 3590. To Confirm the Proceedings of Council for the Meeting of February 13. 2012. ell Resolution No. 16: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT By-Law 3590, To Confirm the Proceedings of the Special Budget Council meeting and the Council Meeting of February 13, 2012, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3590, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. "Carried" ITEMS OF PUBLIC INTEREST ADJOURNMENT Moved By: Councillor Klein Seconded By: Councillor Stephenson AND RESOLVED THAT the meeting be adjourned at 7:45 p.m. "Carried" Approval Received: (1 of 1) Donna Wilson!Tillsonburg (Tuesday February 14, 2012 04:53 PM) Town of Tillson burg Page 6 MINUTES: Meeting for the Committee "Open Council" Review Access: e Public 0 Private Town ofTiUsonburg Meetingforthe·Committee "Open Council" on Monday J$nuary 23, 2012 06:00 PM Councii .. Chambers Chair: John Lessif Orders of the Day: CALL TO ORDER The meeting was called to order at 6:14P.M. ADOPTION OF AGENDA Resolution No. 1: Moved by: Councillor Rosehart Seconded by: Councillor Getty AND RESOLVED THAT the Agenda as prepared for the Open Session and the Closed Session of the Council Meeting of January 23, 2012, be adopted. "Carried" CLOSED MEETING SESSION Resolution No. 2: Moved by: Councillor Rosehart 2 Seconded by: Councillor Getty AND RESOLVED THAT Town Council move into Closed Session, to consider matters relating to: Matters pertaining to the proposed or pending acquisition or disposition of land of the Municipality Matters relating to the security of the property of the municipality Matters relating to litigation or potential litigation "Carried" DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF Councillor Stephenson declared a pecuniary interest in item #6, CA012-02 Library Services. No other disclosures of pecuniary interest were declared. MINUTES & BUSINESS ARISING OUT OF THE MINUTES Minutes of the Open Session Council Meeting of January 9th, 2012. CJ Page 1 MINUTES: Meeting for the Committee "Open Council" Resolution No.3 Moved by: Councillor Getty Seconded by: Councillor Rosehart AND RESOLVE THAT the minutes of the Open Session Meeting and Closed Session Meeting of January 9, 2012, be approved. "Carried" INFORMATION ITEMS 1. Assistance Parking Control Thank You CJ 2. MPAC Correspondence regarding OPSEU Settlement c:l 3. Communities in Bloom Ontario Newsletter ~ 4. Lunch with Dalton McGuinty McGuinty2012.pdf 1 5. Nottawasaga Police Services Board, Use of Photo Radar CJ CHIEF ADMINISTRATIVE OFFICER 6. CA012-02 Library Services [J Presented By: CAO Councillor Stephenson excused himself from the room due to a pecuniary interest in this item .. Resolution No.4 Moved by: Councillor Getty Seconded by: Councillor Rosehart AND RESOLVE THAT Council receive CA012-02 Library Services; FURTHER RESOLVE THAT Council instruct staff to complete a full scope business case to analyze the elements of the financial offer received from Oxford County. "Carried" 7. CAO 12-03 Draft Budget 2012 ~ ~ Microsoft Word-CA012-03 Draft Budget 2012.pdf Draft Consolidated File.pdf Letters from the public were received regarding inefficiencies with respect to street sweeping and snow removal. Staff will follow up on these items. Page 2 MINUTES: Meeting for the Committee "Open Council" Staff to bring back a report on the various fund raising initiatives of the library and the museum. Resolution No.5 Moved by: Councillor Stephenson Seconded by: Councillor Klein AND RESOLVE THAT Council receive CA012-03 Draft Budget 2012 for information purposes. "Carried" FINANCE 8. FIN12-007 2012 Draft Budget [;;] Presented By: Director of Finance Microsoft Word-FIN12-007 2012 Draft Budget.pdf ~ ~ ~ 2012 draft budget 012312.pptx 2012 Draft budget proposed changes 012312.pdf Draft Consolidated File.pdf Staff to bring back an analysis of what other local municipality OMPF grants are in 2012 vs. 2011. Staff to bring back a report on mitigating the 2012 OMPF grant reduction of $24,800. Council has requested that staff include a measure in their quarterly report regarding the additional staff for 2012 in the Development & Communication Services Department. The total cost of the budget to the community should be brought before council for public awareness. Resolution No.6 Moved by: Councillor Stephenson Seconded by: Councillor Klein AND RESOLVE THAT the 2012 draft budget report and presentation be received as information; FURTHER RESOLVE THAT the 2012 draft budget in the amount of $12,491,774, a pre-growth increase of 3.92%, or 3.49% after growth, be brought forward to the Council meeting of February 13, 2012 for adoption. "Carried" 9. FIN12-006 Trust Consolidation I) Presented By: Director of Finance Resolution No.7 Moved by: Councillor Klein Seconded by: Deputy Mayor Renaud AND RESOLVE THAT Council receive Report Fl12-006 Trust Account Consolidation as information; FURTHER RESOLVE THAT Council approves the staff recommendations for the consolidation of trust accounts contained therein effective July 1, 2012; FURTHER RESOLVE THAT Council approves the creation of the Community Trust and the Scholarship Trust effective July 1, 2012; Page 3 MINUTES: Meeting for the Committee "Open Council" AND FURTHER RESOLVE THAT Staff bring back a report and a by law to define the objectives of each trust. "Carried" DEVELOPMENT & COMMUNICATIONS 10. DCS 12-05 SURPLUS LOT-ANGUS STREET IJ) Presented By: Director of Development & Communication Services Resolution No.8 Moved by: Councillor Klein Seconded by: Deputy Mayor Renaud AND RESOLVE THAT Council receive Report DCS 12-05 Surplus Lands-Angus Street; FURTHER RESOLVE THAT Council deem the lands shown on the attached mapping as surplus to the needs of the municipality; AND FURTHER RESOLVE THAT Council direct staff to begin the process for the disposition of the subject lands. "Carried" COMMITTEE MINUTES & REPORTS 11. Committee of Council Minutes ~ 12. Long Point Region Conservation Authority Minutes of December 7, 2011 CJ NOTICE OF MOTION RESOLUTIONS Resolution No.9 Moved by: Councillor Klein Seconded by: Deputy Mayor Renaud AND RESOLVE THAT Council receive the correspondence from Nottawasaga Police Services Board regarding their resolution on the continued use of photo radar; FURTHER RESOLVE THAT Council supports Nottawasaga Police Services Board Resolution No. 2011-82 dated November 24, 2011; AND FURTHER RESOLVE THAT this resolution be forwarded to the Premier of Ontario requesting reinstatement of the photo radar program. "defeated" Page4 MINUTES: Meeting for the Committee "Open Council" RESOLUTIONS RESULTING FROM CLOSED SESSION Resolution No.1 0 Moved by: Councillor Klein Seconded by: Deputy Mayor Renaud AND RESOLVE THAT Council receive Report DCS 12-04 Surplus Lands-Allan Street. FURTHER RESOLVE THAT Council deem the lands shown on the attached mapping as surplus to the needs of the municipality. AND FURTHER RESOLVE THAT Council direct staff to begin the process for the disposition of the subject lands. AND FURTHER RESOLVE THAT Council direct staff to begin the process for the rezoning of the subject lands. "Carried" Resolution No.11 Moved by: Councillor Getty Seconded by: Councillor Rosehart AND RESOLVE THAT Council receive Report FIN 12-005, Legal Claim, as information. "Carried" BY-LAWS 13. By-Law 3585, To Close Angus Street ~ Resolution No.13 Moved by: Deputy Mayor Renaud Seconded by: Councillor Klein AND RESOLVED THAT By-Law 3585 to close Angus Street, be read a first and second time and this constitutes the first and second reading thereof. "Carried" 14. By-Law 3583, To adopt an Accessibility Plan for the Town of Tillson burg CJ Resolution No.14 Moved by: Deputy Mayor Renaud Seconded by: Councillor Klein AND RESOLVE THAT Bylaw 3583, to adopt an Accessibility Plan for the Town of Tillsonburg, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. "Carried" 15. By-Law 3587, To Authorize Borrowing during the Fiscal Year 2012, Page 5 MINUTES: Meeting for the Committee "Open Council" By-Law 3587 2012 borrowing by-law.pdf Resolution No.15 Moved by: Deputy Mayor Renaud Seconded by: Councillor Klein AND RESOLVE THAT By-Law 3587, To Authorize Borrowing during the Fiscal Year 2012, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3587, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. "Carried" 16. By-Law 3586, To Confirm the Proceedings of Council for the Council Meeting of January 23. 2012. [) Resolution No.16 Moved by: Deputy Mayor Renaud Seconded by: Councillor Klein AND RESOLVE THAT By-Law 3586, To Confirm the Proceedings of Council for the Council Meeting of January 23, 2012, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3586, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. "Carried" ITEMS OF PUBLIC INTEREST ADJOURNMENT Moved By: Councillor Klein Seconded by: Councillor Stephenson AND RESOLVE THAT the meeting be adjourned at 7:45 p.m. "Carried" Approval Received: (1 of 1) Donna Wilson/Tillsonburg (Tuesday January 24, 2012 12:49 PM) Town ofTillsonburg Page 6 IVEAS WHEN CR'EA ITVELY VISCUSS'EV WIT1l.IN A POSinVE F'RAM'E WO'RK CAN OPEN 71l'E VOO'RS OF OPPO'RTUNI1Y FO'R T1l'E 'B'ETTE'RM'ENT OF MANKIND A MEANS OF REDUCING TAX ON THE GENERAL TAXPAYING POPULATION CREATE A USER PAY PROGRAM ON DELIVERIES TO THE TRANSFER STATION LEVELING THE TAX BURDEN WASTE MATERIALS ARE SELF CREATED 27/08/2014 LEVELING THE TAX BURDEN NOT ALL TAXPAYERS USE THE TRANSFER STATION EVERY YEAR & PROBABLY MANY NEVER LEVELING THE TAX BURDEN THOSE USERS WHO USE THE TRANSFER STATION, ARE BEING FINANCED BY THOSE WHO DO NOT LEVELING THE TAX BURDEN PROPERTY RENOVATIONS PRODUCE HUGE AMOUNTS OF WASTE BOTH IN VOLUME & WEIGHT 1 LEVELING THE TAX BURDEN TRANSFER SOME OF THE COST BURDEN FOR THE TRANSFER STATION TO THE USER COMMUNITY 13 LEVELING THE TAX BURDEN THEWHATIFS 15 LEVELING THE TAX BURDEN THE 45% WHO DO NOT ARE SUBSIDIZING THE 55% WHO DO 2300 THAT REPRESENTS AN UN LEVEL TAX BURDEN 17 27/08/2014 LEVELING THE TAX BURDEN CURRENTLY THERE IS A WASTE USER PAY POLICY IN EFFECT IN OXFORD COUNTY 14 LEVELING THE TAX BURDEN WHAT IF ONLY 65% OF THE TOTAL TAX PAYING POPULATION USE THE TRANSFER SITE IN ANY GIVEN YEAR 4400 16 LEVELING THE TAX BURDEN IMPACT ON 2012 PROPOSED TAX INCREASE 18 3 LEVELING THE TAX BURDEN $418,002.00 BECOMES CHANGED REQUIREMENT 25 LEVELING THE TAX BURDEN POTENTIAL MULTIPLE USERS RENOVATIONS & SOME% INDIVIDUAL RESIDENTS 27 LEVELING THE TAX BURDEN ACCCOMPISHMENTS LEVEL THE TAX BURDEN MINIMIZE DEMAND FOR 2012 TAXES LEVELING THE TAX BURDEN 2012 % INCREASE ADJUSTMENT TO 3.48% WITH GROWTH 3.06% 26 LEVELING THE TAX BURDEN GOAL & OBJECTIVES SET PRICE POINTS SET TIME LINES 28 LEVELING THE TAX BURDEN POSSIBLE PRICE POINTS CAR, VAN, SUV TRUNK $2.00 CAR, VAN, SUV, TRUNK & SEATING AREA $4.00 27/08/2014 5 Notice of Poll -OGRA Board of Directors The Board of Directors adopted the recommendations of the OGRA Nominating Committee. The recommended slate is as follows: Northern Zone (2 to be elected) Rick Champagne, Councillor John MacEachern, Mayor Township of East Ferris Township of Manitouwadge Southwest Zone (2 to be elected) Tom Bateman, County Engineer John Parsons, County of Essex Division Manager, Transportation & Roadside Operations City of London South Central Zone (3 to be elected) Damian Albanese, Director, Transportation Ken Lauppe, Division Manager, Road Operations Regional Municipality of Peel City of Brampton Duncan McKinlay, Deputy Mayor, Town of The Blue Mountains & Warden, County of Grey Southeast Zone (3 to be elected) Craig Davidson, GAO/Clerk-Treasurer Steve Desroches, Deputy Mayor Municipality of Hasting Highlands City of Ottawa Michelle Hendry, Director of Public Works City of Kawartha Lakes Toronto (2 to be elected) Robert Burlie, Manager, Road Operations Mark Grimes, Councillor City of Toronto City of Toronto The following current Boards members do not have to be re-elected to the Board and will automatically assume the following positions effective February 29, 2012: President-Alan Korell, Managing Director/City Engineer, City of North Bay 1st Vice President-Joanne Vanderheyden, Mayor, Township of Strathroy- Caradoc Immediate Past President-John Curley, Councillor, City of Timmins The above will serve on the 2012-2013 Board of Directors making a total of 15 on the Board. OFFICE OF THE MAYOR January 16, 2012 Dear Heads of Council, Members of Council and Staff, Re: 2012 OSUM Conference & Trade Show On behalf of the 2012 OSUM Organizing Committee and the Town of Huntsville, I am pleased to invite you to attend the 59th Annual Ontario Small Urban Municipalities Conference taking place throughout May 2-4, 2012 at the world-renowned Deerhurst Resort In Huntsville. This year's Conference entitled "The Municipal Leaders Summit" is a well-appointed theme as Conference attendees will enjoy the hospitality and amenities that the World Leaders did for the G8 Summit which was held at Deerhurst Resort in June of 2010. We are thrilled to announce this year's keynote speaker Steve Paikin, who is the host of TVO's current affairs program "The Agenda". Steve Paikin is sure to deliver a thought provoking address to this year's attendees. OSUM 2012 promises to be an informative and enjoyable experience for all who attend. In addition to the outstanding hospitality you will experience throughout your time at Deerhurst Resort, the Conference schedule will also include offsite events which will take place in some of our Municipality's exceptional community facilities. Also included in this package are the Delegate Registration Form, links to information and additional accommodators throughout Huntsville. For Trade Show inquiries, please contact Ted Blowes, Trade Show Coordinator at {519) 393-5877 or by e-mail ted.b@quadro.net. The Conference and Trade Show is being organized for the Town of Huntsville by the Huntsville/Lake of Bays Chamber of Commerce. Kate Austin is the OSUM Conference Coordinator for the 2012 Conference. For additional conference or community related questions, please feel free to contact Kate at {705} 789-4771, Extension 33 or kate@huntsvillelakeofbavs.on.ca We look forward to this opportunity to welcome you to Huntsville to experience the historic charm and the Muskoka hospitality that makes our community so well known. Claude Doughty, Mayor Town of Huntsville 37 Main Street East, Hunrs,·ille. Ontario PlH 1A1 705-789-1751 l-888-696-4255 Fa.:-705-789-6689 TIY 705-789-1768 www.huntsville.ca. MUSKOK~A010 G ~ +CANADA HOST COMMUNITY th ANNUAL OSUM CONFERENCE & TRADE SHOW "Municipal Leaders Summit" May 2-4,2012 Delegate Registration Form Delegate Name:--------------Municipality:---------- Mailing Address:----------------------------- Postal Code: ______ Telephone: __________ Cell Phone:------- Fax: Email: ----------------------------------- Companion Name: ______________________________ _ Companion package pricing includes Wednesday night reception, Thursday breakfast and Friday breakfast & lunch as well as conference-based activities and outings. Companions will be on their own for Thursday lunch. Cost is $165.00/companion. DELEGATE PACKAGE: Delegate fee $495.00 plus HST = $559.35. The conference host is Deerhurst Resort. To book your accommodations please call1 (800) 461-4393 or visit www.deerhurstresort.com. (Please note OSUM when booking to obtain the conference rate). Accommodation prices start at $129.00 so book early! Each Delegate will receive a registration kit, access to all workshops & Welcome Reception (complimentary beverage ticket included), two breakfasts, two lunches, daily refreshments and entertainment evening including beverages and light fare. For other accommodation options please visit www.huntsvilleadventures.com and click on "Where to Stay" ... ~1#1-l~~ )Municipa~ Em:plo~r ~en.slon Centre ()f()nta~o December 19, 2011 Heads of Council: • · . . . . . . . . Ontario munkipalities have a mas.slve stake in the OM.ERS pension plan and its well-being~ Almost half of the plan's •members work for the 380 municipal ¢f!iplqyers within it. The Plan;s future, a net our own,· wiil b~ sh.aped: by our ability to ensure that municipal interests are understood by the bodies tha~.govern a tid adrliinister OMER!L · Our stronge~i: ass~ts are four AMO appoint~d represeMtatives, Two ~it on the OI\IIER~ Sponsors Corpo~tion (SC) and two sit on the OM,i:Rs Administration torpot'ation (AC). The Municipal Emptoy~r Pension Centre of Ontario (MEPCO) was create·d .bY AMO to ensure that these four representatives have the strategic and tec.hnical tools they need to advance municipal interests~ IVIunicipal support forMEPCO makes it possible. · · . -. . OMERS, Uk.e other .pension plans is facing funding challenges; which have the potential to continue to increase municipal and emplbyee·contributions at le~st over the short term. Non-muniCipal employer group$ and employee groups, . lncludirig unions:participate ln its governance. o·edsions are made in a c:o·mpetitive environment -al)d the Sponsors· Corporation has to find a way to set rates; consider benefits and weigh this agaJnst arw impact on the Plan's participants, employers'induded~ Plan design decisions can: be the product of negotiation and ofte~ i:O,mproi'nise, or altern~tively, can be sent to an arbitration process. Our efforts are to make munidpal concerns understood by everyone atthe table . . Similarly our sc f~presentatives m~st :Jnaerstand the implications of what is being proposed by other groups. \ Pension matters are highly technical and complicated; decisions are:b~Hng ina de during uricertain economic times; and } the outcome of these clecisicins will hc:wdlnancial implicatiPnli fqr municipal employers. MEPCO an:d. tts Board ensure 'that municipal representatives benefit from pension industry experience, strong, qualified research and legal support. In the context of. the OMERS 2011 Specified Plan Change process, the: Sponso~s Corporation (SC) set the contribution allocations for 20i2 and as a result ofthe divergence in empl6.yee group persp¢ctives, set up a proc~ss to better inform • · SC discussions for the anocation ofthe contribution rate in 2013. MEPCO provided technical and pro.fe·ssionalsupport to its sc representatives throughout the 2011 proc~ss and also provided advi~e to its representatives on the future funding ofthe Retirement Compensation Arrangement (RCA). The SCdeeislonsfor 20lli:an be found at www.omerssc.com. .. -...... . . .. .. . ...... .. -······ .. In 201l, MEPCO continued to advocate the specific: pension needs of:rimltl-employer, Jo)nt:tirsp(msored plans, like OMERS, In the context of Phase II of 011tario Perision Refonn. M~PCO finalized i~ Pri!'Tlary:Pian Pension Platform to guide its own work a:nd as a framework for AMO's representatives to OMERS. 'A MEPCO Subcommittee will work to ensure;that the 2012 Bill206 Review process fully considers the interests of muniCipal employer sponsors. ·All municipal employers: benefit from·MEPCO's important work and I hope thatwe can count on your continued support · for 1~. The per capita rate reflectec;l In your 2·ou MEPC.O invoice remains at the 2009 rate. If you have any questions, do not hesitate to contact Pat Van:t'ni, President, MEPCO at (416) 971-9856 ext 316. \ · · Yours truly, O~C?~ Doug Reycraft Chair Cc: Municipal Accounts Payable, includes invoice · · 200 University Avenue, Suite 801, Toronto, ON., MSH 3C Ministry of F1n8nca Ministry, of Municipal Affairs Olfic:e of lle Minister · and Housing · Flti&t Building SOUIIi-· ·· ·· -office of tile· Min~r· TQueen's Park Cr ·. m BayStleet Toronto ON M7A 1Y7 Toronto, ON M5G 2£5 Tel (416)'325-0400 Tel (416) 585-7000 Fax (418) 325-0374 Fax (416)·585-8470 nw.fln.ontarlo.ca · WWN.mah.ontarlo.ca Jan~ar)l 23, 2012 ' · ... ···· .. ' . ,. "i :i i ·- ... :. of)ar Heacfof CoonCit: .·• ,··:;':_. . .. :·~ ·. . ..: ·' :.: ... - We are Writing to announce the rete• .of the Ontario Munic.lpal Partnership Fund .. (OMPF)Jtii0Cati6ns tqr 2012~ . . · · ' · · . ~ ·: ·. · ·~ · · ., . ·-. · · -· . ·. In 2012, we will provi,cle over $1.Q billion to muoiC.IpaiiUes thrdugh the combined benefit · of OMPF and proVihCJaJ, uploadS.· ThEiOMPF Wili ';tOtal $583mJIIIon In· 2012. Combined with the $1.2 billion lnprovhiclal uploads, this 'is almost three times the ·tevel of. fun'dlng' provided under the previ9us program •. · .. · .· . . '· ;]',::, .. ,; >. · • ... ·; . ..-~. "l-; ;.: l ::;· -, • . ; . . -~··. . ' ,.~ ~ : . In addition, we. will_atso .provide $15 mllllqn in .transitional assistance to mlinicipa,llties to ensure a guaranteecnevel Of suppOrt f9r 2012. ,. . . . . ' ··. .. . ·.. . ' The Ministry of Finance's (MOF) Provincial-Local Anance DMslon will be providing your municipal Treasurers and Clerk-Treasurers with further·detalls on the 2012 OMPF, including the provision·of tr~nsltiOnal assistance. This Information and other supporting materials will be posted in both English and French on the MOF website: http://www.fin.gov.on.c8/enlbudget/ompf/201.21 http:/lwww.fin.gov.on.ca/frlbudget/ornpf/20121 ... /confd Ministry of Citizenship and Immigration Minister 61h Floor 400 University Avenue Toronto ON M7A 2R9 Tel.: (416) 325-6200 Fax: (416) 325-6195 January 2012 Dear Friends, Ministere des Affaires civiques et de !'Immigration Ministre 6" etage 400, avenue University Toronto ON M7A 2R9 Tel.: (416) 325-6200 Telae.: (416) 325-6195 I am pleased to inform you that nominations for the Newcomer Champion Awards are now being accepted. The Newcomer Champion Awards recognize individuals and groups who have made a difference in their community and province through active citizenship and engagement. Newcomers are not the only ones eligible for this award. Award recipients are champions of voluntarism, supporters of newcomers, and advocates of greater social and civic inclusion. Nominations may be made in the following 3 categories: 1. ChangeTheWorld Youth Ambassador-recognizes outstanding youth volunteers who have participated in the ChangeTheWorld Ontario Youth Challenge. 2. Community Leader-recognizes individuals who have demonstrated active involvement and commitment to their communities and/or province. 3. Newcomer Champion -recognizes groups which have contributed to the celebration of Ontario's diversity and which have helped settle and connect newcomers in their communities. Nomination forms and more information are available on my ministry's website at www.ontario.ca/honoursandawards, or by phone at 416 314-7526, toll free 1 877 832-8622, or TTY 416 327-2391. The deadline for nominations is March 15, 2012. Ontario is dedicated to building a province where cultural diversity is celebrated, newcomers are valued and people work together to improve the quality of life for everyone. Please consider recognizing an individual or group who has made an outstanding contribution to our great province. Sincerely, Hon. Charles Sousa Minister To: Cc: Bee: Subject: Fw: Ontario Defibrillator Access Initiative (ODAI) f?ontano January 25, 2012 Dear Mayor Lessif, . HEART&• STROKE FOUNOAi'IOM. On June 3, 2011, Premier Dalton McGuinty announced the Government of Ontario's commitment to saving lives with Automated External Defibrillators (AEDs) and announced that $10 million will be provided to place the life-saving devices in publicly-funded community sport and recreation facilities and schools with high recreation and sport use across Ontario. A portion of the funding will also be set aside to develop Ontario's first AED registry. This registry will track all of the public access units placed and will link directly into the Emergency Medical Services (EMS) system. As a result, the Heart & Stroke Foundation of Ontario is leading this Initiative, called the Ontario Defibrillator Access Initiative (ODAI), and is set to open the largest application process for AED grant funding in Ontario's history. The aim of the ODAI is to distribute a minimum of 2,500 defibrillators and train a minimum of 25,000 people across Ontario, which will significantly add to the current inventory of public-access defibrillators currently in Ontario. This will have a significant impact on cardiac health of all Ontarians. There are no fees associated with this initiative and an AED will come as part of a complete package. In addition, the package includes the following materials and services for every AED that is placed: · • One set of Adult electrode pads and one replacement set; • One set of Pediatric (infant/child) electrode pads; • One installed battery and a backup battery, • One display cabinet and signage; • Free CPR-AED certification for at least 10 individuals per device (e.g. employees, frequent facility users); • One Family & Friends™ CPR Anytime™ Kit to continue training on CPR-AED; and • listing ofthe AED on the provincial registry. In addition, each participant receives preferred pricing on any related AED equipment (e.g. AEDs, pads, batteries); and access to preferred pricing on any additional AED-CPR certifications purchased during the length of the Initiative. Ms. Kelley Coulter Chief Administrative Officer The Corporation of the Town ofTillsonburg Corporate Office 200 Broadway, 2nd Floor Tillsonburg, ON N4G5A7 February 2, 2012 Dear Ms. Coulter, Enclosed please find the Ontario Trillium Foundation (OTF} Grant Application for review and approval by Council. This application is a collaborative effort between The Tillsonburg Rowing Club and the Lake Lisgar Revitalization Project Committee. The enclosed paperwork includes: the OTF Application; the Collaborative Agreement between the Rowing Club and LLRP Committee; quotes on the new dock and concrete work; and lastly, applicable fmancials and details for the Rowing Club. We wish to acknowledge the timely assistance of town staffers, Jason Gibbard, Janet McCurdy and Susie Wray. On our behalf, Sharon Puente and Joan Weston worked tirelessly. We trust this paperwork is satisfactory and will meet council's approval prior to our submission deadline of end of February. Does this application Include requests for General Renovations? Does this application Include requests for Acceaalblllty RenovaUons? Does thla application Include requests for Equipment? your arganlza11on C.Ontrlblfitrtg . Cash In Kind Details of non·lfnancfal In-kind contrfbuUona $4,000 $1,080 The TRC I LLRP will provide 6 volunteers contributing 12 hours of their time at a rate of $151hr to assist in removing the exiSting dock, In preparing the bank of the lake for the access, and in overseeing all stages of the project. Name E-mail Cash $0 Tlilsonburg Kinsmen Club Telephone Status In Kind Anticipated $4,200 Notes 20 volunteers will contribute 6 hours of their time at a rate of $15Jhr to dismantle and remove the existing dock. The cost of disposal is estimated at $2400 (41oads at $600 each). External Revenue . sOurce2 · Contact Name E-mail Cash $0 Tlllsonburg Kiwanis Club Telephone Status In Kind Anticipated $1,200 Notes 10 volunteers will contribute 8 hours of their time at a rate of $15Jbr to aid In excavating the bank and building a retaining wall In preparation for the new ramp. Extemal Revenue sOur.ce3 Contact Name E-mail $0 DeyCr~ Company Telephone status In Kind Anticipated $1,000 Caah Notes The new dock will be unloaded Into the water using a crane estimated to cost $250 I hr for 4 hours. What do you warit to do With OTF fundinG? Provlc(. a ciear &n~;~· c OiiC!ret8 d.Uwflllltlnn_ llliGIU'IImg; ~at~ you want to do? · · · want to replace the existing aging, unsafe floating dock with one of similar dimensions that will have the benefits of Improved safety, superior quality and greater longevity. The existing wooden dock will be dismantled and disposed of appropriately. The shore will be excavated by hand to allow a more gradual slope for the access ramp. A retaining wall will be constructed to support the new ramp. 1 concrete pillar will be placed at another location along the bank to allow cable fixation of the floating dock. The pre-assembled dock will be shipped to the site and unloaded into the water with the use of a crane. Once in the water, the dock will be maneuvered Into position. Who will do th8 work? Members of the TIIIsonburg Rowing Club, thelake Usgar Revitalization Project committee, the Tlllsonburg Kinsmen Club, and the Tlllsonburg Kiwanis Club will contribute volunteer labour hours to remove the existing dock and prepare the site for the new The new dock will arrive pre-assembled and be unloaded by a crane. Installation supervision will be provided by a Poralu I PR~OOF OF OWNERSHIPn.EASEIUSE AGREEMENT _ you have proof of o\Vn.,.hlp, a use ~reem9fll or a lease Attached Proof of Ownership _ R~ai'IC:ilal Stat.menta? · I A~ Fl!'lanclal stateptente -FileName 1 ~EstimatePDFC15).PDF 2.001-Tlllsonburg.pdf 8728/0112012 KB 22:58 893110112012 KB . . 3.Tillsonburg rowing Club-81 S-1.pdf 4.Tillsonburg rowing Club frames.xls KB 149011/V)'""'''" KB s.rrue Mas6nS.JXJf Yes, Proof of 0Wne1'8hip I File Name Size DJte Uake Usgar Land Ownership.pdf 41:28101~~ 19501/0212012 2.RenLA9reement.pdf KB · 21 File Name Size Date. 1.TRC ~~an~ 11- _.1.xls: ··-.. 31 ~ .. 01~1221:51 2.trCis11-1.xls 67KB· 1.TRC Otleratlna BudgeUor 2012.docx is a manufacturer of world-class rowing docks. A dock of this quality Is superior to other designs that are oonetructed of With a pro)ect of this magnitude, It would be ideal to provide the best possible structure so that It can benefit members of '"''""'"u""'v for many years to come. As well, the Tillsonburg Rowing Club would be able to expand Its mandate to Include an adalllive program for rowers with disabilities. The Tillsonburg Rowing Club Is celebrating Its 25th anniversary this year. Over the two years, the program has expanded successfully to InClude children in elementary school and adults teaming to row recreationally and competitively, augmenting the high school program which continues to flourish. Thank you for your consideration of our grant application. Should we be successful, we would be honoured to recognize the Ontario Trillium Foundation on a memorial plaque at the site, In local newspapers, through Town Council, and on the website www.lakellsgar.org. Ad~llltlcmal Attachments I confirm that: -the information contained in this application and the accompanying documents is true, accurate and complete -that our organization values diversity and the personal, cultural, social and economic benefit that It blings, and that we support and adhere to the Ontario Human Rights Code {as required under the Foundation's Program Guidelines) -that our organizational representative with designated signing authority/deCision making authority in our organization has authorized this application I acknowledge that If thla application Ia approved, our organization will be required to enter Into a formal, legally . . .. .. ..... -... -···· -. ... .. . ... ... .. . . .... ... . THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3589 A BY-LAW to amend Bylaw 3509, to Define the Mandate, Membership, and Meeting Procedures for Committees Established by The Corporation Of The Town of Tillson burg. WHEREAS The Town of Tillsonburg is desirous of amending Bylaw 3509, AND WHEREAS there is a need to fill vacancies which have occurred on Boards and Committees, NOW THEREFORE BE IT RESOLVED THAT the Council of The Corporation of the Town of Tillsonburg enacts as follows: 1. THAT Schedule C to Bylaw 3509 be amended as follows: Committee Members of Council Members of Public Appointed Library Board Richard (Rick) W. Saxby Remove: Jeff Wies Development Committee Councillor Mel Getty Remove: Deputy Mayor Renaud 2. THAT all members appointed above shall hold office at the pleasure of Council for the remainder of the current Council term, and the provisions of The Municipal Conflict of Interest Act, RSO. 1990, Chapter M.50 and amendments thereto shall apply. 3. THAT the term of service of a member appointed to this Board/Committee shall be limited to the current term of Council, except when the effect of this clause would result in a change of two-thirds or more of the members in any one year. READ A FIRST AND SECOND TIME THIS 13TH DAY OF February, 2012. READ A THIRD AND FINAL TIME AND PASSED THIS 131h DAY OF FEBRUARY, 2012. Mayor-John Lessif Clerk-Donna Wilson CA012-04 -Organizational Restructuring for Community Services Update DATE: TO: FROM: SUBJECT: February 13, 2012 Council Kelley Coulter Organizational Restructuring Update: Community Services RECOMMENDATIONS "Resolve that Council receives CA012-04 Organizational Restructuring for Community Services update for information purposes." PURPOSE The purpose ofthis report is to provide Council with an update on the CAOCLll-15 Organization Review update that was delivered in closed session on October 11, 2011. DISCUSSION Recall that the focus of the restructuring was to improve delivery of services to the users of the leisure and park services. Additionally, the Town must continue to challenge both internal and external members to improve communications and increase the value of the service delivery model. Parks & Facilities Facilities The title was changed for the Manager of Facilities and the Facilities foreperson to properly reflect that the incumbents are responsible for all Town owned/leased facilities. Parks and Cemetery In 2011, the Town of Tillsonburg contracted out the grass-cutting and landscaping duties. The works were transitioned to third party contractors. The physical relocation out of the Parks Shop on Saunders Street occurred during the month of November. The Parks/Trails and Cemetery staff were merged into one operating team. The unusually mild winter has allowed the team to further mesh as a single unit. A point of clarity is necessary, the staff compliment has not changed however one housekeeping position was renamed to that of labourer. This alteration in staffing allowed for a better position to fit with job skills necessary to execute the work for the ears. liPage Library CEO Library Technician Library Total Museum Curator Museum Assistant Museum Total Community Centre Manager Sr. Program Coordinator-Programs Sr. Program Coordinator -Administration Health & Youth Programmers Aquatics Customer Service Representatives Support Services Supervisor Senior Programmer Community Complex Total Total Parks & Recreation FT Employees 2 2 3 4 2 I I 12 30 2 2 I I I 3 4 2 0 12 30 The financial impact of the above plan has been realized at $45,000 in savings included in the 2012 Budget, through reduced overtime caused by the inefficient structure. The original projection was a $30,000 savings. 31 Page FIN12-010-2012 Draft Budget- DATE: February 13, 2012 TO: Kelley Coulter, CAO FROM: Darrell Eddington, Director of Finance SUBJECT: 2012 DRAFT BUDGET RECOMMENDATIONS "Resolve that Council receives report FIN12-010 2012 Draft Budget as information. Further Resolve that the 2012 Draft Budget in the amount of $12,491,774, a pre-growth increase of 3.92°/o, or 3.49°/o after growth, be adopted. Further Resolve that the Tax by-law be brought forward to a subsequent Council meeting for adoption once the County and Education 2012 rates are finalized." PURPOSE To obtain Council adoption of the 2012 Draft Budget. HISTORY & DISCUSSION At the January 23, 2012 Open Council meeting, Council requested a mitigation plan for a $24,800 reduction in the Ontario Municipal Partnership Fund grant. Staff recommendations are to reduce Parks part time labor by $5,000; Development and Communications marketing by $15,000; and reduce the contribution to capital reserves by $4,800. Council may recall that the 2012 draft budget contains two projects that were identified to be funded by debt: the Rural Broadband project in the amount of $100,000 and Highway 3 Business Park final design and tender in the amount of $75,366. In discussion with the County Treasurer, since the Highway 3 Business Park final design and tender project does not represent bricks and mortar, the County Treasurer does not believe that third party debt will be able to be placed. Therefore, the 2012 draft budget now reflects this project to be funded by industrial land reserves. If the proposed OMPF mitigation and the use of industrial land reserves is acceptable to Council, the 2012 draft budget remains at $12,491,774, a pre-growth increase of 3.92%, or 3.49% after growth. A 3.92% pre-growth increase in the requirement from taxation, or liP age Town ofTillsonburg Summary by Department 2012 Financial Plan 2010 2011 2012 Actual YTD Budget Projection Variance$ Variance% Budget Variance-s Variance% TOTAL REQl!IREMENTS Council 189,071 9~,644 17Q,856 238,D9 58,28:1 32.4% 188,275 8,419 4.7% Customer Service 45.592 5,899 15,877 (9,016) (14,894) -156.8°·'0 13,868 (2,010) -12.7% Protection 109,215 :19,657 [00,904 99,154 (1,750) -17°0 116,319 15,415 15.3% Development & Conununication Services 18,510 306,17:\ 624.485 659,R8R :u.~oJ 57°<. 702,612 78.127 12.511/o Economic Development 94,024 (23,977) 411,382 420,116 8,7)4 2.1% 267,897 (143,485) -34.9% Finance (10,232,447) (5,)56,936) l,O.n}D Q42,783 (94,5:'01 -9.\% 864,595 (172,718) -16.7% Police 2,690,283 1,446,6)5 2,993,145 2,976,527 (16,618) -0.6% ),173,713 180,568 6.0% Fire 868,797 385,509 913,897 824.878 (89,018) -9.7% 844,418 (69,4791 -7.6% Airport 117.)60 62,086 65.228 69,748 4,520 69% 81.694 16,465 25.2% Cemetery 31,935 3,284 93.1:13 83,821 (9,312) -10.0% 44,507 (48,626) -52.2% Library 281.149 156,719 248,9M 248,902 (0) 0.0% 333,406 84,504 34.0% Museum 142,430 67,683 142,521 140,606 (1,915) -1.3% 178,179 35,658 25.0% Parks & Recreation 2,977,352 1,294,353 2,763,155 2,800,864 37,708 1.4% 2,871,723 108,568 3.9% TSEC 138,308 98,519 172,833 175,818 2,984 1.7% 165,167 (7,666) -4.4% EFC (31,291) (16,620) (29,228) (33,094) (3,866) 13.2% (36,694) (7,466) 25.5% Roads 2,416,551 1,390,022 2,532,786 2,366,760 (166,026) -6.6% 2,805,009 272,223 10.7% Parking (78,935) (4,306) (65.486) (41,270) 24.216 -37.0% (39,766) 25,720 -39.3% Sanitary Sewers (595,5071 (0) 0 -100.0% (0) 0 0.0% Solid Waste 77,328 93,975 156,146 127,982 (28,164) -18.0% 137,563 (18,583) -11.9% Building 142,438 15,491 83,766 87,385 3,619 4.3% 111,424 27,658 33.0% Operations Admin 6,988 9,455 (24,094) 30,399 54,493 -226.2% 96,256 120,350 -499.5% Engineering 40,765 96,215 55,911 87,349 31,438 56.2% 88,041 32,130 57.5% Enterprise Services (349,795) (110,799) (223,048) (199,908) 23,139 -10.4% (181,390) 41,658 -18.7% Water (0) (141,188) 0 0 0 19.3% 0 (0) -67.00/a Fleet p 17,146) p67,898) (229,379) (217,134) 121245 -5.3% (335,042) pos,663) 46.1% Total Requirement from Taxation (217,872) (775,420) 12,020,008 11,880,697 (139,311) -1.2% 12,491,774 471,767 3.92% II FniOTI<c I m.all<llll'lln• ~01~ 2fll2 Rud~rl• 201~ Rodl<'l (1()0 t"onoohd•n"""""'TI<II Page 1 of 4 Town ofTi/lsonburg Summary by Department 2012 Financial Plan 2010 2011 2012 Actual YTD Budget Projection Variance$ Variance% Budget Variance$ Variance% Council Customer Servtce Protection Development & Communication Services 4.045 99.424 99,424 0 0°'0 80.000 (19,424) -195% Economir.: Development { 105,.1~5) 220,000 120.000 0 0 0°·o (220,000) -100.0% Finance 39.619 40,700 40,700 Police Fire 32,758 35,747 .15,747 0.0% 44,147 8,400 23.5% Airport 46.659 2,000 2,000 Cemetery 14,961 Library 1,180 Museum 9,243 Parks & Recreation 139,148 (23,679) 85,000 122.391 37,.191 44.0% \01,000 16,000 18.8% TSEC EFC Roads 162,401 63,651 195,187 66,489 (128,698) -65.9°1o 445,162 249,975 128.1% Parking Sanitary Sewers Solid Waste Building 3.000 3.000 0.0% 7,800 4,800 160.0% Operations Admin Engineering Enterprise Services Water Fleet 375,136 4,252 155,500 169 392 13,892 8.9% ~155,500) -100.0% Total Requirement from Taxation 846,336 (117,076) 793,858 716,443 ~ -9.8% 720,809 (73,049) -9.2% li F<non<efinoncial Plon•21112l{ll2 111141~•~>201111ud~OOUC~n:onlui11K•n.Coonc•l 272012~1~ PM Page .l of4 FIN12-013 2012 Business Plans DATE: February 13, 2012 TO: Kelley Coulter, CAO FROM: Darrell Eddington, Director of Finance SUBJECT: 2012 BUSINESS PLANS RECOMMENDATIONS "Resolve that Council receives report FIN12-013 2012 Business Plans as information. Further that Council approves the 2012 Business Plans as presented." PURPOSE To obtain Council approval of the 2012 Business Plans. HISTORY & DISCUSSION Beginning in October 2011, Council began the review of the 2012 Business Plans. Attached are the final 2012 Business Plans for Council approval. WRITTEN BY: Darrell Eddington DATE WRITTEN: February 8, 2012 liPagc \ TOWN OF TILLSONBURG 2012 OPERATION SERVICES BUSINESS PLAN Director of Operations 2012 Business Objectives Risks •Retiming of capital Replacement delays infrastructure replacement which increases life cyde costs therefore funding is critical. Value will be In the $10's millions. •Pre-budget Tender critical for obtaining best pricing. Save 15-25% cost of asset management. Value $100-500,000. (Completed). •Keep capital Replacement (Asset Management) systems current so that have current asset inventory and condition rating listing for the entire business. We need to replace the right things at the right time to minimize life-cycle costs. Value -$millions. •Sidewalk inspection program by using a summer co-op student required to demonstrate due diligence, develop an annual Inspection and maintenance program. Minimize claims issues. •Due to increased level of service (i.e. shorter response time lines) for pre· consultation and engineering review of new development, the work load of the engineering will increase. Suggest to increase the work week from 35 hours to 37.5 hours per week In 2012. Increase again from 37.5 to 40 hours per week in 2013. This will align with the same working hours with the rest of the operation staffs. No net new budget cost since overtime will be reduced. 27/08/2014 2011 Business Objectives 2012 Business Objectives Opportunities •Partidpate in the Zero Quest program, corporate health and safety program. Next step is to achieve Commitment (silver) level through iterative review of policies, practices and procedures, Maintain communication of program status and initiatives in order to improve safety of corporation. Get staff actively involved in corporate wide and sector specific health and safety and Zero Quest program, in accordance with the intemal responsibility system (Q1·4). Zero Quest program-reduce work place accidents and near misses -One compensable injury Value = $120,000. •ACR improves customer service to the community at large -ultimately save staff time by removing duplicate processes and tracks trends. •The Fleet pool pilot project has been implemented to save costs. Plans to better utilize the fleet pool will require scheduled reservations, track usage and apply the appropriate chargeback to end user departments(Q4). •Smart Meter System implementation to be completed 4th Quarter 2010 to meet January 2012 "TOU"numbers (Ql). 1 27/08/2014 Performance Measures Performance Measures Ooeratlons Services Output Measures-Ouantfty Operations Servjces Output Measyres-Quantity Performance Measures Performance Measures Qperatlons Services Output Measures-Ouantfty Ooerations Services EffiCiency Measures-S Cost Department Taxation costs as a Percentage of Total Municipal Taxation Costs 2008 2009 2010 2011 2012 Actual A«ual Actual Budget Budget ~~liiiiiElZiilllllilli!m/lll!il~~ Performance Measures Human Resources Ooeratlons Services Effectiveness AJiocatlon/Deoloyment plan 3 U) w u .... ~ w t U) z I ~ 0 D:: z .... ::;) :5 1-ct £a u ~ z a. .... ~ 0 U) z U) U) ::;) ..I w ~ ~ ..I z .... .... ~ 1-U) 0 LL. ::;) u 0 £a c z N z ~ '1"'1 ct 0 0 N 1- 1-z w ~ a. 0 ..I w > w c Item Section Owner Budget Projected Target Actual Value Value Date Date Consultation t Commissioner 31/11 Group Increase Planning/Economic D.Samis & $0 $0 Q4 Dec. Communication Development C. Panschow 30/11 with BIA and Chamber of Commerce Support Economic Development C. Panschow $0 Business Q2 June Development of Attraction to 30/11 Key Economic Town Clusters, Profiles and Programs Increase Economic Development C. Panschow $0 Business Q4 Dec. Business Retention to 31/11 Retention Town Efforts Participation in Economic Development C. Panschow $0 Business Q4 Dec. Oxford Attraction to 31/11 Connection Town Participation in Economic Development C. Panschow $20,000 Business Q4 Dec. South-west Attraction to 31/11 Ontario Town Marketing Alliance Investigate Economic Development C. Panschow $0 Enhanced Q4 Dec. Potential of Development 31/11 Economic Opportunities Development in Town 3 2012 Business Objectives Item Section Owner Budget Projected Target Actua Value Value Date I Date Moving the Local Economy Economic C. Panschow $0 Q4 Dec. Ahead Program -"Building Development 31/12 Business Better" • Expand opportunities for local manufacturer • Small Business Support and Retention- Seminars, Grant Support Cultural Marketing and Economic C. Panschow $30,000 Q2 Apr. Support Development 30/12 Cultural Fostering of Events -Culture and C. Panschow $10,000 Q4 Dec. New Event Development -Tourism 31/12 Target Market Prospectus Economic Development Economic D. Samis, C. $4,000 Marketing Development Panshow Town Marketing Campaign Economic C. Panschow $85,000 Q4 Dec. Development 31/12 Continue with Health and Development D. Samis, G. $0 Q1-4 Safety meetings to and Vanhaelewy incorporate Zero Quest Communication n, C. Services Panschow, D. Hemervck Utilize ACR and use reporting Development D. Samis, G. $0 Q1-4 functions to assist with and Vanhaelewv 5 Item Section Owner Budget Projected Target Actua Value Value Date I Date Presentation Development Vanhaelewy 31/12 n Records Management -Development D. Samis, D. $20,000 Q4 Dec. Software & Physical File Hemeryck /year 20/14 Storage for 4 years- based on 25 users Technology Improvements to Development D. Samis, D. $2,000 Q1 Mar. Enhance Council Meetings Hemeryck 30/12 • Podcasts • Projector Screen Education & Training (2-3 year Development D. Samis-$6,500 Q4 Dec. window) Depa rtmenta 30/12 I Wide 7 9 ~_._......-- 5. Staff constraints for some areas could resort to not having the ability to complete projects. 6. Staff departures could result in some objectives not being met within established time frames and a gap until new employees are found. 7. With records management there has been a lack of "buy-in" corporate wide, greater focus is required in this area, greater concentration is necessary. OPPORTUNITIES 1. Improvement of marketing and communications to the community and beyond -will assist in enhancing and mobilizing community marketing/image/brand as well as attracting investment. 2. Attract investment activity and raise interest in Tillsonburg. 3. Reduce legal exposure on initiatives. 4. An accurate records management and revised by-law review project will demonstrate greater public accountability and openness to the public. 5. Visual aids and better presentation materials at Council meetings will ensure accountability with current legislation 6. Apply for grants. Grants -there are many different grants available that could benefit the community -resourcing dedicated towards exploring and writing grant applications would benefit the community. ~· / 3. Future Departmental Directions: 3 year outlook and beyond 2012 1. Implement streamlined processes. 2. Increased efficiencies in departmental operations. 3. Completed communications strategy and implementation. 4. Improved marketing for the community and for initiatives. 5. Community branding. 6. Cultural marketing and promotion. 7. Enhanced communications program. 8. Strong interface with Departmental Stakeholder Committtees. 9. Increased fee revenue to be reflective of neighbouring municipalities. 10. Continuous staff improvement and training. 11. Community Improvement Plan Guiding Principles. 12. BIA and Chamber of Commerce Focus. 13. Improved airport marketing. 14. Fresh focus on social media. 15. Managerial level journal/professional journal authoring. 16. Managerial training. 17. Business retention and support. 18. Focused Customer Service for Public and Private Sectors. 2013 1. Consolidated departmental focus -with front-ended development services staff in consolidated location. 2. Off-site archival and file storage solution. 3. Enhanced communications program. 4. Increased revenue at airport and decreased municipal contributions. 5. Increased staff responsiveness to external requests. 6. Enhanced technical approvals functions. 11 4. Performance Measures Economic Development: -Retain and Expand Investment ~ Cumulative number of Economic Development Strategy Recommendations completed. • Measurement: Done by Director and Development Commissioner. • Purpose: To Continue development and enhancement of the community. •Goal: 3 recommendations implemented. ~ Cumulative number of Airport Strategy Recommendations completed. • Measurement: Development Commissioner and Airport Manager. • Purpose: To decrease tax levy support to Airport. • Goal: 5 year window or less for no tax levy support to Airport. 13 -.... .. / Clerk's Office: Ensure Legislation Is Followed -Increase Responsive ~Responding to public inquiries on addressing. • Measurement: Use of ACR for tracking. • Purpose: To enhance public response times. • Goal: To eliminate issues with mailing, emergency service response times. ~Response time for Notice requirements. • Measurement: Internal tracking and legislated requirements. • Purpose: To showcase development readiness of Department and meeting timelines. • Goal: To exceed legislated requirements by 10°/o. ~Percentage of planning applications completed within prescribed time frame. • Measurement: Internal tracking tool. • Purpose: To showcase development readiness of Department and meeting timelines. • Goal: To exceed legislated requirements by 10°/o. 15 TOWN OF TlLLSONBURG 2012 BUSINESS PLAN DIRECTOR OF COMMUNITY SERVICES 2011 Business Objectives-Con't 2012 Business Objectives 27/08/2014 2011 Business Objectives 2011 Business Objectives-Con't 2012 Business Objectives-Con't wstsand~by faeRy, recorrmendlng low or no cost energy ~projeds: -FIAiy~TSEC ·lnstal~rnetas oolafveequlpment:to Glkullle consun11t1on -~llghtngretroft offers and rebiltesfol'"other IQht&.exll~progRIITI5 1 Future Departmental Directions: 3 year outlook ~ •Undertake a Physical Activity Strategy that aims to increase physical activity levels throughout Tlllsonburg for a range of ages, Interests and abilities •Formalize a Code of Conduct that governs the staff and volunteer approach to work •Conduct a business planning exercise to confirm costs involved in relation to market demand in modernizing the existing indoor aquatic centre •Continue to explore broad ways in which to fund the development and operation of parks and facilities, through use of a variety of funding mechanisms and community involvement Performance Measures E1UctjyanusfCustoJner S!rvjce-paJks • Recr•atjon programs Record usage of program registration versus available registration spaces. Measurement: to be completed each session through CLASS software and reported quarterly where possible, • Purpose: To identify utilization and trends in usage and to provide future program direction. • Goal: 70% of registration capadty Customer satisfaction survey. Measurement: 30 surveys (wrth points assigned to each of 5 questions} will be completed monthly by staff either by phone or In person and totaled quarterly. Purpose: To ensure staff and facilities are meeting the needs of our customers and to assist with future programming trends and staff training. Goal: 80% overall satisfaction in each category Continue to provide attendance comparisons. Measurement: Through CLASS and staff, collect total attendance for all programs and memberships. Compared quarterly. Purpose: To continue our statistical comparisons that assist us in gauging the success of our programming. These statistics also show fadlity usage. Goal: SUm increase yearly Performance Measures Effsctiyness/Customer Seryica-Library cg!lections Track average age of print collections. • Measurement: POLARIS report. • Purpose: To improve on the average age of print collections. • Goal: 50% of print books 1 2000 or newer. Track usage of graphic novels collection. Measurement: POLARIS report. • Purpose: To record the use of the new graphic novels collection. • Goal: average 3 transactions per Item annually. Track usage of electronic resources. Measurement: POLARIS and e·resource reports. Purpose: To monitor the use of provincially-funded electronic resources. Goal: 1500 electronic uses 1 transactions per year 27/08/2014 Performance Measures Effad:jyness/Cust;qmer Seryjcg-parks a Rgcrgatlgn -Record usage of bookable hours versus actual hours booked. • Measurement: OASS software report. • Purpose: To identify utilization and trends in usage. • Goal: 50% Customer satisfaction survey. Measurement: 30 surveys (with points assigned to each of 5 questions) will be conducted monthly by staff either by phone or in person and totaled quarterly. • Purpose: To ensure staff and facilities are meeting the needs of our customers. • Goal: 80% overall satisfaction In each category Respond to all ACR cases within 24 hours. Measurement: ACR software report will be completed quarterly. Purpose: To ensure and improve timely response. Goal: 80% Performance Measures Effectjyngss/CustomgrSerylc:g-Parks a Ba<:rgatlon Customer Service Customer satisfaction survey. • Measurement: 30 surveys (with noints assigned to each of 5 questions) will ~~c~~J~~ted monthly by staff ei her by phone or in person and totaled • Purpose: To ensure staff are meeting the customer service goals of our patrons. • Goal: 80% overall satisfaction In each category Measure the volume of calls per month. • ~S:~mf~~o~~~~ ~~g~~nn~~m~~~~~i~t~~o~~~~~Pt~~ ~~~~:rty. system. • Goal: 85% Membership retention survey. Measurement: At time of membership renewal, staff will conduct a retention survey. Results will be compiled quarterly. In addition a QASS ~~p~~~~~~~ be completed to acquire numbers of those members not Purpose: To identify why members are returning and to identify any weak areas of service. Goal: 80% Performance Measures Effectjyngss/Cust;qmgr Sgrylca-Ljbrarv prqg!Jim• I §aM901 Record and compare foot count. Measurement: foot counter. • Purpose: To monitor and compare the dally foot count year-to-year In order to track. the numberofpatronsenterlngthellbrary. • Goal: average 300 in-person visits per day. Track.numberofclrculationtransactlonsperhour. Measurement: POLARIS report. • Purpose: To monitor the effectiveness of new llbrary houN; of operation by tracking the numberofclrculatlontransactlonsperhourperdayoftheweek. • Goal: average175 transactlonsperhourofoperatlon. Compare billable Room Rental hours with avallable Room Rental houN;. • Measurement: ClASS and POS. • Purpose: To Identify and track. room rental transactions and trends. • Goal: 10% Increase In room rental revenue. Express Checkout station. Measurement: POlARIS report. • Purpose: To increase the number of checkout transactions completed by patrons at the ExpressCheckoutstatlon. • Goal: 33%ofallcheckouttransactlons. Patron membership. Measurement: POLARIS report. Purpose: To Increase the number of registered patrons actively using their library card. • Goal: 4,000 active patrons per year. 3 27/08/2014 2011 Business Objectives TOWN OF TILLSONBURG 2012 BUSINESS PLAN Director of Finance 2011 Business Objectives-Can't 2012 Business Objectives / 2012 Business Objectives Risks • Centralizing A/R requires internal resourcing. • OPP Contract being negotiated -final % rate not yet known. 1 Performance Measures Effectiveness/Customer Serv!cg -financt }>-Quarterly reports provided to Council by the second meeting of the month following quarter end for Q1 to Q3; and to Tillson burg Hydro Inc. in the second month following each quarter. ;;.. Measurement: Manual tracking. > Purpose: To ensure timely reporting to Council, the Public and the Board. > Fourth Quarter reports provided to Council by the second meeting of the second month following year end; and to Tillsonburg Hydro Inc. in the second month following the quarter. li> Measurement: Manual tracking. > Purpose: To ensure timely reporting to Council, the Public and the Board. Human Resources Allocatjgn /Deoloyment plan 27/08/2014 Performance Measures Effilct!ysnsss/Cust;omer Sarv!ct-finance ;;.. Annual Financial Statements provided to Council by the second meeting of the month following Ql and provided to Tlllsonburg Hydro Inc, in the month following QL > Measurement: Manual tracking. > Purpose: To ensure timely reporting to Council, the Public, and the Board. > Quarter end tax receivable balances reported to Council as part of the quarterly reports. > Measurement: Diamond software reporting. :;. Purpose: To report the currency of tax receivable balances and identify issues. > Quarter end Town receivable balances reported to Coundl as part of the quarterly reports. > Measurement: Great Plains reporting. > Purpose: To report the currency of accounts receivable balances and identify issues. 3 TOWN OF TILLSON BURG 2012 BUSINESS PlAN TILLSONBURG FIRE AND RESCUE SERVICES AND THE COMMUNITY EMERGENCY MANAGEMENT PROGRAM 2012 Business Objectives 2012 Fire i>'ld Emergency Management BusinessPii>'l Risks 1. With the exception of Fire Prevention risk noted in a report from the Master Fire Plan committee, the balance of the Master Fire Plan risks unknown and are yet to be determined. 2. Pre-plans of buildings in Tillsonburg have not been developed which places Firefighters at risk. 3. Officers need to be developed to meet provincial standards. They require such education as Building Construction and Fireground Safety Officer. 4. The 1984 Pumper is not dependable to operate as an emergency vehicle. 5. The Nortel telephone system is increasingly less dependable to support a 911 Secondary Public Safety Access Point. 6. The 32-year old fire station does not meet current building code, health and safety standards, accessibility standards and the ergonomic needs of the employees who work in it. 2012Firei>'ldEmergencyMar!agement BusfnenPian 27/08/2014 2011 Business Objectives 2012 Fire and Emergency Management lllslnessl'lan 2012 Business Objectives continued 2012 Fire and Emergency Management lllsinenPian Opportunities 1. The status of the Master Fire Plan is being reviewed as there is a change in Provincial support and direction for this program. 2. Develop Volunteer Firefighters particularly at the officer level. The fire chief, deputy fire chief and three company officers are scheduled to receive training in Fire Officer Level 1 & 2 in Ql. 3. Continue to develop Volunteer Firefighters as required, through the Joint Training Action Group. 2012 Fire and Emergency Management lllsinessl'lan 1 Public Relations Performance Measures Measurement: - # of requests (by type and time) by community groups for the fire service to attend an event where the fire department does or does not attend. Purpose: -To identify the expectations of community groups and to ascertain the availability of volunteer firefighters to respond to event requests. Goal: -To meet the needs and expectations of the community balanced with the department's ability to provide the resource. -To promote the fire service and its members in the community. 2012 Fire ond Emergency ManajJement EMinessPian Emergency Response Performance Measures By Fire Rate: Measurement: - # of reported fires I 1,000 population - # of reported fires I 10,000 structures (by occupancy classification) Purpose: -To determine the effectiveness of the department's fire prevention program. Goal: -To reduce the number of fires in concert with public education and fire prevention programs and to reduce the impact caused by fire when it does occur. 2012 Fire and Emergency Management Business Plan Emergency Response Performance Measures By Civilian Fire Death, Injury and Save Rate: Measurement: -#of civilian deaths (or injuries) per 100,000 population -%of fires in which a person or people safely evacuated a building due to having working smoke alarm(s) and a home escape plan. Purpose: -Fire rescue and public education programs affect these measures and can be evaluated by them. Goal: -To assess the effectiveness of existing public education programs and to implement new strategies as required. 2012 fire and Emergency Management Business Plan 27/08/2014 Fire Prevention Performance Measures Measurement: - # of complaint type inspections received and responded to, or not, in 2 business days - # of request type inspections received and responded to, or not, in 5 business days. Purpose: -Response to fire safety complaints is legislated by the Fire Protection and Prevention Act. Goal: -To reduce the opportunity for fire to occur and to reduce the impact caused by fire when it does occur. -To improve the opportunity for building occupants to safely evacuate when a fire occurs. -To reduce the risk to the corporation through compliance with the Fire Protection and Prevention Act. 2012 Firea.nd Emergency Management 9JsinessPian Emergency Response Performance Measures By Response and Control Times: Measurement: -Average time from dispatch to on scene -%of times that 6 Firefighters arrive on scene in less, and more than 14 minutes (NFPA 1720) for a fire in a single residential dwelling.* Purpose: -To determine the effectiveness of the department's fire suppression program. Goal: -To reduce the impact to the community when a fire occurs. ·~FPAl720estilblaheslt.IS..,JuoHo8estPrktl<ernwmmunlbeiYI'IIhleuthanl56r...-t<per~.q""remllo. TheOntonofneMatshlln!commend• <otn.,iObO<IofOperotiOtlaiPio"""''Molrt<lom.~t<hReoooroo~ondi!IU.Thi<W>Ubeonout<emooflhoMo<te<F1rePbn 2012 Fire and Emergency Management 9JsinessPian Emergency Response Performance Measures By Fire Spread: Measurement: - % of fires extinguished, or not, before arrival of FD. -%of fires responded to that spread beyond room of origin before, or after, the time the fire department arrived. Purpose: -By removing fires that were extinguished before arrival, the fire department is able to actually measure the effect of their actions taken. -Accelerants or the presence of hazardous materials can contribute to fire spread and these factors should be taken into consideration when possible. Goal: -To measure the effectiveness of fire suppression activities. 2012 Fire aod Emergency Management B.JsinessPian 3 FIN12-008-John Law Trust Request DATE: February 13, 2012 TO: Kelley Coulter, CAO FROM: Darrell Eddington, Director of Finance SUBJECT: JOHN LAW TRUST REQUEST RECOMMENDATIONS "Resolve that Council receives report FIN12-008 .John Law Trust Request. Further Resolve that Council approves the request from the Festival of Music in the amount of $500 to be disbursed from the .John Law Trust." PURPOSE To obtain Council approval for a financial request from the Festival of Music. HISTORY & DISCUSSION The purpose of the John Law Trust is for organizing and maintaining a band, furnishing band concerts or musical entertainment. The trustee of the Trust was previously the members of the Special Awards Committee. With the change in the Town's committee structure earlier this year, no new trustee has currently been established. Therefore, the decision to disburse any monies from the Trust rests with Council. As per the attached request, that staff supports, the Festival of Music is requesting $500 towards the cost of the Tillson burg Canada Day Music Festival. WRITTEN BY: Darrell Eddington DATE WRITTEN: February 5, 2012 liPage Canada Day Festival of Music Tillsonburg 2012 Contact Information-organizer January 30,2012 John Law Trust Town ofTillsonburg 200 Broadway St Tillsonburg ON Dear Committee Members: Dianne Clark 18 Glendale Dr Tillsonburg ON N4G 1J2 842-7473 festivalofmusic@yahoo.ca www.tillsonburgfestivalofmusic.ca We are applying to the John Law Trust fund for a grant of$500.00 to be used for the Tillsonburg Canada Day Music Festival on July 1 •t, 2012. Our budget for this year's festival is over $11,000.00. We have currently applied for several federal and local grants as well as seeking financial sponsors from various organizations and businesses to assist us in meeting the budget. We have made this a community inclusive event that celebrates the town ofTillsonburg; focussing on presenting live local and international music artists that will draw audiences to Tillsonburg to celebrate Canada Day 2012. In doing this we are promoting the town ofTillsonburg as a Cultural Destination. Festival of Music is in its lOth year of existence and it was created to provide an event that has great music and good family fun while celebrating Canada's birthday. Each year we have grown in entertainment as well as in the number of vendors at our event, which also means that we have grown in the number of people who are attending the event. We promote not only the music and the vendors but also the following: the Special Town Youth Awards, Belly Dancing, Square Dancing and Martial Arts Canada. This is the year to celebrate the Queen's Jubilee as well as the 100th anniversary of the War of 1812 and we have plans in the works to commemorate these two celebrations within our festival. This is only the beginning of what is being planned for FESTIVAL 2012. So much more is going to happen to help us celebrate! Our plans thus far include our opening ceremonies with a traditional First Nations ceremony to bless the festival. This includes Native singers and dancers. They come from several different parts of Ontario and enjoy travelling to Tillsonburg. We have several great musicians lined up to perform but need to have the funds to be able to compensate them. This year, we will continue having the favourite workshops of many forms-musically-a drum circle, Square Dancing, and belly dancing-the steps for people to participate in. These take place in the picnic pavilion. This year our musical genre is Gospel and Country that will please people of all generations. We hope you will again consider our application and thank you for your assistance that you have given to us in the past, it was greatly appreciated. Sincerely, Chairman of the Festival of Music FIN12-009 -2012 OMPF DATE: February 13, 2012 TO: Kelley Coulter, CAO FROM: Darrell Eddington, Director of Finance SUBJECT: 2012 OMPF RECOMMENDATIONS "Resolve that Council receives report FIN12-009 2012 OMPF as information." PURPOSE To provide Council with requested OMPF information. HISTORY & DISCUSSION At the January 23, 2012 Open Council meeting, Council requested information on the local municipality Ontario Municipal Partnership Fund (OMPF) grants for 2012. Attached is the requested information. WRITTEN BY: Darrell Eddington DATE WRITTEN: February 5, 2012 II Page OMPF FUNDING 2012 [_!ills~n~urg 'Ingersoll OMPF 215,600 __ 878,900. Provincial Uploads . .. 8,000 [ ! w~odstoci<-1-------- I • South West_Oxford __ East Zorra-Tavistock -------·---·· --Blandford Blenheim ·zora ·Norwich ' __ 140,200 . 1,376,000 ,_ ·--·j- 1 .. 1,442.,700 f I -l,os4,7oo 1 ·--- ,_ 2,253,100 -- .. ·--1,709,600 Municipal comparisons with similar populations ~~t~wawa --=·· ---] ____ 1,244)~- ~Ni_agara-_on-the -Lake __ _;__ 970,80Q.+- ~~saga Beach ... ___ i' . ~~2,80tr_ _<:i_reater. Na_panee_ _____ . 2,26~,400 .. Brace_l:lridge __ . ~~3,800 _ Notes for 2012 6,ooo I 56,900 1,700 ' ----i,5oo II 1,300 2,00~J- 2,200 . 400 OMPF -~~~s:oo5J t 983,200 I 218,900 1,330,300 Provincial Uploads Total --. ; .-.:-:=-248,o6o ----1 ·-! ~~4,6()0 r-- -·--[' _1,17~~300l__ 2,209,700 ---~ ----·- 1,902,000 ---·---- ---~·· -: ;::;::~l --. ·--·--·--. --·· ··--+ 2,063,300 j __ I 1,302,000 I -----------___ _1.___ . --=-I ~3,2oo 218,900 ---ii --~~ -I. 1,3_~0,300 1,504,600 _lp3,300: ?.~()~700; 1,902,000 ' ---+-t_~; ___ :~~~~ ' ' 2,709,600 2,063,300 -------·-~~30~,00_Qj ----r·· -I ----.1 In 2012, the province continues to phase in the upload of Ontario Works (OW) benefit costs and begins to phase in the upload of court security and prisoner transportation costs. This builds on the previous uploads of Ontario Drug Benefits (ODB) and Ontario Disability Support Program (ODSP) costs. The province has also uploaded over $170 million in OW administration costs. The removal of these costs from the property tax base will continue to benefit all municipalities within The County of Oxford. The estimated total benefit for the County is $8,962,600 H:\Finance\Financial Plans\2012\2012 Business Support\2012 OMPF Comparison 1/24/2012 FIN12-003-Carroll Trail Fundraising Committee DATE: TO: FROM: SUBJECT: February 8, 2012 Kelley Coulter, CAO Darrell Eddington, Director of Finance CARROLL TRAIL FUNDRAISING COMMITTEE RECOMMENDATION "THAT staff report FIN12-003, Carroll Trail Fundraising Committee, be received as information. AND further that an ad hoc carroll Trail fundraising committee be established comprised of the following: Councillor Brian Stephenson as Committee Chair; Director of Finance Darrell Eddington; with members of the public to be appointed by the Committee. " PURPOSE To establish an ad hoc Carroll Trail Fundraising Committee. HISTORY & DISCUSSION At the 2012 Draft Budget meeting on November 3, 2011, staff was requested to bring back a report on how to raise the outstanding funds on the Carroll Trail project. As of December 31, 2011, the outstanding amount that needed to be fundraised is an estimated $138,055. Outstanding pledges in the amount of $51,750 remain as of yearend, leaving a funding shortfall of $86,305 assuming all remaining pledges are collected. In order to avoid raising the outstanding funds from taxation through the budget process, additional fundraising must be completed. The original membership of the Trail committee was Deputy Mayor Renaud; Councillor Brian Stephenson; Kelly Batt; Dave Comer; and Walter Kleer. WRITTEN BY: Darrell Eddington DATE WRITTEN: February 8, 2012 liPage CSD 2012-01 Kinsmen Annandale Diamonds Parking Lot DATE: February 6, 2012 TO: Kelley Coulter, CAO FROM: Janet McCurdy, Interim Director of Community Services SUBJECT: KINSMEN ANNANDALE DIAMONDS PARKING LOT RECOMMENDATIONS Resolve that Council receive report CSD 2012-01 Kinsmen Annandale Diamonds Parking Lot Further resolve that Council approve staff to decommission Kinsmen Annandale Diamond # 1 and construct a parking area to accommodate 75-80 cars PURPOSE To provide Council with information relative to parking at the Kinsmen Annandale Diamonds. HISTORY & DISCUSSION In the 1980's three diamonds were constructed at Kinsmen Annandale Park. Diamond one has a small footprint relative to the other diamonds and as the technology improves with ball equipment this diamond is now too small. Users are able to hit balls at the adjacent dwellings in the outfield area. In addition with the construction of two new diamonds on the east portion of the property parking is at a premium. Users of the facility park on both sides on Concession Street creating a narrow path on the road for emergency vehicles to pass. As part of the 2012 Business Plan process this project was included. To remedy this lack of parking and diamond size, Parks and Recreation staff are proposing the following steps, 1. Meet with Ball stakeholders to explain the current situation and communicate the parking plan going forward and seek input. 2. Decommission Diamond #1 to create more parking and some additional green space for the other diamonds. \ I ~·'"'OrdCount~ ~~~owing stronger. .. together 0.1 NAD_1983_UTM_Zone_17N © County of Oxofrd Kinsmen Annandale Ball Diamonds 0 0.06 0.1 Kilometers I I February B, 2012 1:2,544 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. NOTE:THIS IS NOT A PLAN OF SURVEY ....._ __ ./ ' ' ' ~~ \! .. ,..... ...... 1 ----\ ,; ~....---\ r \--~ .. }~,...... \ t~) \ .-· \ \ ' ..i \ \ \ (~-~-.:.-,.--'- \ \ ,>"\--', \ _....-·· t-:. \"''' .... ! ,_,, \ ~ \..·'1'> ~ \ \------\ , ., \ \ ,. _ _I I -_, I q-----·, C'' ~_! ' --~, , I-·-:--.. 1 L, i-;---,; Legend Notes LONG POINT REGION CONSERVATION AUTHORITY BOARD OF DIRECTORS MEETING -MINUTES January 11th, 2012 (as approved at the Board meeting held February 1, 2012) Members in attendance: L. Bartlett, R. Chambers B. Chanyi, M. Columbus, R. Geysens, C. Grice, E. Ketchabaw, R. Sackrider and D. Travale Staff in attendance: C. Evanitski, D. Holmes, J. Maxwell, J. Robertson, H. Surette, P. Gagnon and D. Mclachlan Special Guests: D. Morris and D. Reid Regrets: D. Beres The LPRCA Chair called the meeting to order at 7:00pm Wednesday, January 11 1h, 2012 in the Tillsonburg Administration Office Boardroom. ADDITIONAL AGENDA ITEMS None DISCLOSURES OF INTEREST None ELECTION OF LPRCA CHAIRMAN AND VICE-CHAIRMAN D. Morris and D. Reid assumed the Chair and Vice-Chair seats. D. Morris declared the positions for Chairman and Vice-Chairman vacant and then called for nominations for the Chairman. M. Columbus nominated R. Geysens and E. Ketchabaw nominated R. Sackrider. No further nominations were received. Both were asked if they would allow their names to stand; both confirmed they would. MOTION A-1 moved: E. Ketchabaw seconded: R. Chambers That the nominations for the Chairman be closed. CARRIED R. Geysens and R. Sackrider were then asked to say a few words. D. Reid delivered and collected the ballots then retired along with D. Morris to count the ballots. Upon their return D. Morris declared R. Geysens the successful candidate. MOTION A-2 moved: B. Chanyi seconded: M. Columbus FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale - 1 - 2ifh, 2011 be received as information. CARRIED CORRESPONDENCE MOTION A-8 moved: L. Bartlett seconded: R. Chambers THAT correspondence outlined in the Board of Directors' Agenda of January 11th, 2012 be received as information. CARRIED DEVELOPMENT APPLICATIONS H. Surette, Manager of Watershed Services presented a new template for development applications. The Planning Department requested approval for a total of four applications, one with conditions. MOTION A-9 moved by: R. Chambers seconded: L. Bartlett That the Board of Directors of the LPRCA approves the following Development Applications contained within the background section of this report: A. For Work under Section 28 Regulations, Development, Interference with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O. 1990 Reg. 178/06), NC-1/12 NH-1/12 NC-3112 B. Approve, WITH CONDITIONS, the following development application for work under Section 28 Regulations, Development, Interference with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O. 1990 reg. 178/06), NC-2/12 C. That the designated officers of LPRCA be authorized to complete the approval process for these Development Applications, as far as it relates to LPRCA 's mandate and related Regulations. NEW BUSINESS a) CALENDAR REVIEW FULL AUTHORITY COMMITIEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale -3- CARRIED 4. That the 2012 Capital Budget in the total amount of $109,000 and requiring a Municipal Levy-Capital of $106,000 be approved; 5. That the proposed 2012 Consolidated Budget in the total amount of $3,605,295 and requiring a Municipal Levy -Consolidated of $1, 100,047 or 2.85% overall compared to 2011 be approved. Member Municioalitv!Grouo Ed Ketchabaw Municipality of Bayham Robert Chambers County of Brant Leroy Bartlett Haldimand County Craig Grice Haldimand County Ed Ketchabaw Township of Malahide Betty Chanyi Norfolk County Michael Columbus Norfolk County Roger Geysens Norfolk County Dennis Travale Norfolk County Robert Chambers Norwich Township Township of South-West Ron Sackrider Oxford Dave Beres Town of Tillsonburg Weiaht 4.39 6.30 7.86 7.86 0.73 12.50 12.50 12.50 12.50 7.62 7.62 -7-:62 92.38 .:f-()().,00 Present? ..; ..; ..; v v v v ..; ..; ..; ..; No The vote carried with 92.38% (or 100% of the weighted vote in attendance). d) LPRCA COMMITIEE APPOINTMENTS MOTION A-13 moved by: L. Bartlett seconded: D. Travale Yes ..; ..; v v v v v v v v v 100.00 CARRIED That the LPRCA Board of Directors approves the following appointments for 2012: Mike Columbus as Land Acquisition Chair; Betty Chanyi to the Lee Brown Marsh Committee; AND Dave Beres, R. Sackrider and Craig Grice to the Audit Committee. FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale -5- No MOTION A-17 moved by: M. Columbus seconded: E. Ketchabaw That the LPRCA Board of Directors does now enter into an "In Camera" session to discuss: 0 the security of the property of the Conservation Authority. CARRIED MOTION A-18 moved by E. Ketchabaw seconded by C. Grice That the LPRCA Board of Directors does now adjourn from the "In Camera" session. CARRIED MOTION A-19 moved by B. Chanyi seconded by C. Grice THAT the LPRCA Board of Directors adopts the preferred shoreline management concepts set out in the Shoreline Management Plan for Long Point Region Conservation Authority prepared by Philpott Associates Coastal Engineers Limited, in association with Tarandus Associates Limited, and Philip Weinstein and Associates Ltd. (December 1989) as technical guidance for LPRCA staff to make planning and regulatory decisions. CARRIED Staff was directed to research the possibility of updating the Shoreline Management Plan. The Chairman adjourned the meeting at 8:15pm. Roger Geysens Chairman Dana Mclachlan Administrative Assistant FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale -7- 1HE CORPORATION OF 1HE TOWN OF TILLSONBURG BY-LAW NO. 3578 A BY-LAW to Repeal By-Law 3214, being a by-law to establish the Tillsonburg Youth Advisory Committee. AND WHERAS the Council of the Corporation of the Town ofTillsonburg on July 10, 2006, passed By-Law 3214 to establish this committee. AND WHEREAS THE Council of the Corporation of the Town ofTillsonburg deems it expedient and necessary to repeal By-Law 3214 as the Committee no longer exists. BE IT THEREFORE ENACTED by the Council of the Corporation ofthe Town of Tillsonburg that By-Law 3214 passed on July 10, 2006 be hereby repealed. Read a first and second time this 13th day of February, 2012. Read a third and final time and passed this 13th day of February, 2012. Mayor-John Less if Clerk-Donna Wilson THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3589 A BY-LAW to amend Bylaw 3509, to Define the Mandate, Membership, and Meeting Procedures for Committees Established by The Corporation Of The Town of Tillsonburg. WHEREAS The Town of Tillsonburg is desirous of amending Bylaw 3509, AND WHEREAS there is a need to fill vacancies which have occurred on Boards and Committees, NOW THEREFORE BE IT RESOLVED THAT the Council of The Corporation of the Town of Tillsonburg enacts as follows: 1. THAT Schedule C to Bylaw 3509 be amended as follows: Committee Members of Council Members of Public Appointed Library Board Richard (Rick) W. Saxby Remove: Jeff Wies Development Committee Councillor Mel Getty Remove: Deputy Mayor Renaud 2. THAT all members appointed above shall hold office at the pleasure of Council for the remainder of the current Council term, and the provisions of The Municipal Conflict of Interest Act, RSO. 1990, Chapter M.50 and amendments thereto shall apply. 3. THAT the term of service of a member appointed to this Board/Committee shall be limited to the current term of Council, except when the effect of this clause would result in a change of two-thirds or more of the members in any one year. READ A FIRST AND SECOND TIME THIS 13TH DAY OF February, 2012. READ A THIRD AND FINAL TIME AND PASSED THIS 131h DAY OF FEBRUARY, 2012. Mayor-John Less if Clerk -Donna Wilson THE CORPORATION OF THE TOWN OF TILLSON BURG BY-LAW NO. 3585 A BY-LAW to close a Municipal Road Allowance known as Angus Street. WHEREAS it is deemed necessary and expedient to close Angus Street, Plan 545, the Town of Tillson burg, County of Oxford. AND WHEREAS the effect of this by-law will not deprive any person of means of ingress and egress to and from his/her lands. AND WHEREAS by virtue of Section 34 (I) of The Municipal Act, 2001 S.O. 2001, Chapter 25, the Corporation is empowered to close road allowances. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillson burg as follows: 1. THAT Angus Street, Plan 545, in the Town of Tillson burg, County of Oxford, as shown on Schedule "A" attached, is hereby closed. 2. THIS by-law shall take effect on registration hereof in the Registry Division for the County of Oxford (No. 41). 3. THAT the Mayor and Clerk are hereby authorized to execute all necessary documents to implement such road closing. READ A FIRST AND SECOND TIME THIS 23rd DAY OF January, 2012. READ A THIRD AND FINAL TIME AND PASSED THIS 23'd DAY OF January, 2012. MAYOR-John Lessif CLERK -Donna Wilson 'f/ 31n03H::>S THE CORPORATION OF THE TOWN OF TILLSON BURG BY-LAW NUMBER 3590 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 131h day of February, 2012 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 ofthe 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 Special meeting and regular meeting held on February 13, 2012, 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 Tillson burg 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 Tillson burg. 4. This By-Law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS lih DAY OF February, 2012. READ A THIRD AND FINAL TIME AND PASSED THIS 131h DAY OF February, 2012. Mayor-John Lessif Clerk-Donna Wilson MINUTES: Meeting for the Committee "Open Council" Review Access: e Public 0 Private fown ofTi.llsonqq:rg~ · . Meeting fc:>r ''~l'l·'~ou:nCil" ·Monday~=·o~~PM chair: John bes~ti . -. ' .-· .. ""; ·. -. -· .. . '~ -~\ =--~. ; The meeting was called to order at 1:00 PM ATIENDANCE Mayor John Lessif Councillor Rosehart Councillor Stephenson Councillor Beres Councillor Klein arrived at 1 :45 PM Staff Director of Development & Communications-David Samis Director of Operations -Steve Lund CAO -Kelley Coulter Clerk-Donna Wilson Director of Finance-Darrell Eddington Acting Director of Community Services-Janet McCurdy Absent: Deputy Mayor Renaud Councillor Getty ADOPTION OF AGENDA Resolution No. 1: Moved By: Councillor Rosehart Seconded By: Councillor Beres AND RESOLVED THAT the Agenda as prepared for the Open Session of the Special Council Meeting of February 13, 2012, be adopted. "Carried" DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF 3 Page 1 MINUTES: Meeting for the Committee "Open Council" There were no disclosures of pecuniary interest declared. PRESENTATIONS 1. Pioneer Cemetery Committee Presentation Cil Presented By: lrv Horton, Dave Morris To restore the Pioneer Cemetery to good order and repair in accordance with the Cemeteries Act(Revised) R.S.0.,1990,C.4 Mr. lrv Horton appeared before Council and gave a brief presentation. An ad hoc committee has been put in place to work towards restoring the Pioneer Cemetery. The committee suggests that the perimeter fencing and the restoration of the existing internal rod iron fence be done initially to secure the site .. Partners in the project will include: Tillsonburg historical society. Various federal and provincial grants TACAC has indicated they would support the effort. Private individuals have also indicated they would donate funds. Staff to bring back a report to council with possible support initiatives, which include town staff to be a part of this project. 2. Police Service Board Special Projects Request ~ Presented By: John Smith, Vice Chair, Police Service Board Mr. John Smith appeared before Council and reviewed the various special projects planned by the Board. He also indicated that the Tillsonburg OPP were initially partnered with Haldimand/Norfolk Crime Stoppers and they have commenced efforts to join the Oxford County Crime Stopper. There are various costs for this effort. One of the projects they are looking at for this year is replacement of the electronic speed sign. Council suggest that the Board approach the Kinsmen to request support for this project as they had contributed to the original sign. Council suggest that the Board put together a plan for the year on how the speed sign will be used in our community. 3. Tillson burg Chamber of Commerce [] Presented By: Sheryl Williams, President, Chamber of Commerce Sheryl Williams appeared before Council representing The Chamber. They are requesting $15,000 be given to the Development committee for various projects. Shane Curtis was also present and went over the efforts of the Ontario Chamber with respect to Tillsonburg Chamber and how it affects our community. Council has requested that the Chamber inform them of the various events and efforts in order for Council to bring them to the public's attention. To provide a report back to Council with recommendations regarding the request from the budget. 4. BIA Business Plan 2012 CJ Presented By: Krystal West, Director, BIA Krystal West, BIA Director and Virginia Armstrong, BIA Coordinator went over numerous projects they are currently working on. Page 2 MINUTES: Meeting for the Committee "Open Council" To provide a report regarding the recommendation and to determine what the funds will be used for. Staff to bring back a report on the replacement of the lighting in the downtown core. Council has requested that the BIA come before council on a regular basis to share BIA initiatives. Their AGM will be in April and they will inform Council of the date. website-tillsonburgbia.com 5. Tillsonburg Library Board CJ Presented By: Barb Mackinnon, Chair ~ budgetPresentaionFeb13.pptx Barb Mackinnon, Chair of the library board appeared before Council and went over their presentation. Council requested clarification regarding staffing issues. The additional funds for staffing is included within this years budget proposal. Council noted that the library is an important part of our future. 6. Tillsonburg Multi Service Centre 1J Presented By: Maureen Vandenberghe, Communications & Development Coordinator Maureen Vandenberghe appeared before Council and reported on the various efforts of the Multi Service Centre. The Livingston Centre has a great presence in the community, however it requires a large amount of upgrades and funding for their various programs .. Council support the grant program which is annually $5,000 in the current budget. ADJOURNMENT Moved By: Councillor Klein Seconded By: Councillor Stephenson AND RESOLVE THAT the meeting be adjourned at 3:10 p.m. "Carried" Approval Received: (1 of 1) Donna WilsonfTillsonburg (Wednesday February 15, 2012 08:33 AM) Town ofTillsonburg Page 3 Report to Council Re: Pioneer Cemetery The purpose of this presentation is to seek permission to assist the Town of Tillsonburg to restore the Pioneer Cemetery to good order and repair in accordance with the Cemeteries Act(Revised) R.S.O., 1990,C.4.The Pioneer Cemetery is located at the corner of Simcoe and Cedar Streets and contains the remains of early residents of Tillson burg including the Founder of the Town, George Tillson. Opened in 1838,the first cemetery, was the property of the Tillson family and was the general burying ground until the late 1870's.lt was then overcrowded and it became necessary to establish a new cemetery. Both the Pioneer Cemetery and the (newer) Tillsonburg Cemetery are owned and maintained by the Town of Tillsonburg. Over the years, on at least two occasions, Simcoe Street was widened,graves were unearthed and remains were moved to other locations.About 50 years ago efforts were made to restore the Pioneer Cemetery but in some cases the repair work actually hastened the deterioration of many of the headstones.e.g.placing them in concrete. Although the grass is now mowed on a regular basis the Cemetery is in a state of disrepair i.e.scattered,worn and broken headstones, badly deteriorated inner wrought iron fence. Most observers will agree that this Cemetery is in need of remedial attention. The Tillsonburg Historical Society recognizing this need has indicated that it will focus attention on improving the condition of this significant piece of our history and culture. The Historical Society Board of Directors stuck an ad hoc committee with the mandate of helping the Town restore the Cemetery. The Committee realizes that this project will be costly and perhaps long term.A comprehensive definite plan has yet to be developed but some aspects are self evident ... erection of some perimeter fencing,restoration of inner wrought iron fence and repair of tombstones. Estimated Costs Perimeter Fence-$1300.00 same type as Tillsonburg Cemetery Inner Iron Fence-$7500.00 completely restored Repair Headstones-$200,000.00-a wild guess Possible sources of funding include the Tillson burg Historical Society (a fund has already started and the Society is now able to issue tax receipts to contributors) the Town of Tillsonburg, Federal and/or Provincial Grants,TACAC, Private Individuals who deem this a worthwhile project and other specific fund raisers. It is the hope of Pioneer Cemetery Committee that the Council for the Town of Tillson burg will endorse this Report so that preliminary activities regarding the project may commence. lrv Horton,Chair Pioneer Cemetery Committee TILLSONBURG POLICE SERVICES BOARD P.O. Box 386, Tillsonburg, Ontario N4G 4H8 Telephone (519) 688-3009 ext 4240 Fax (519) 842-4120 Re: Tillsonburg Police Services Board 2012 Funding Request Special Projects Fund Requested Amount: $5,000.00 Dear Mayor Lessif and Members of Council: February 6, 2012 As requested, the Tillsonburg Police Services Board has agreed to reduce their 2012 operating budget by 10% or approximately $3,500.00. We anticipate the savings will be realized through fiscal restraint in the areas of travel and training ie; restricting the number of members travelling to conferences, social fundraising benefits etc. Special Projects Fund • The fund has historically been in the amount of $10,000 or greater but, in 2011 it was reduced to $5000. • In previous years it had been used to fund purchases that, I feel, were not within the mandate of the Board i.e.; Community Volkswagen, window upgrading to OPP Administration Office etc. By adhering to a more stringent and significant protocol (a reduction to $5,000.00), the Board will still be able to make contributions to the community in a timely manner. This will have an immediate impact on community safety/education, wellbeing and a positive impact on policing. That should be the guideline by which contributions and contribution requests are considered. Project Lifesaver I Drug I.D. Kit In 2011 one of the Board's major contributions was a $1,000.00 donation made in support of "Project Life Saver", to go toward the purchase of tracking equipment, in particular, a receiver. Although additional requests for funding this project may be forthcoming, none are currently anticipated. Another request was the purchase of a Drug Identification Kit that enhances the teaching capability of the High School Resource Officer. Cost was approximately $650.00. Crime Stoppers For 2012 we have made a request and are anticipating the departure of Tillsonburg from the Haldimand, Norfolk, Tillsonburg Crime Stoppers Program and joining Oxford County Crime Stoppers. This is a move which is long overdue, but with the move will come associated costs such as signage and expenses to Norfolk that we may have to contribute to. TILLSONBURG DISTRICT Chamber ofCommerce BUSINESS. VITALITY. September 13, 2011 To: Frank Meyer, Chair, Development Committee ~--------~---_1 The Tillsonburg District Chamber of Commerce recognizes that the Town of Tillsonburg wants to elevate its presence outside of Oxford County. We believe we can play a significant role in that endeavour through our association with the many Chambers of Commerce throughout Ontario and Canada. Therefore, we would like to make the following recommendations to the Development Committee to consider for 2012: • That the Development Committee includes the sum of $15,000.00 in their 2012 budget submission for use by the Tillsonburg District Chamber of Commerce. The Chamber will use these funds to attend conferences which include both the Ontario Chamber of Commerce AGM (May 2012) and the Canadian Chamber of Commerce AGM (September 2012) as well as the Chamber Executives of Ontario conferences that occur twice yearly. These conferences present tremendous opportunities to network not only with Chamber professionals across Ontario and Canada, but also with politicians (both leaders of elected parties and leaders of opposition parties), presidents of corporate firms such as Ford Canada, Tim Hortons, and Canadian banks, Ministers of portfolios including the Han. Christian Paradis, Minister of Industry and Minister of State (Agriculture), and other influential people such as H!tired Canadian Forces General Rick Hillier. These networking opportunities are invaluable to elevating the Town of Tillsonburg's profile, and in bringing further economic development opportunities to Town. Tillsonburg District Chamber of Commerce P.O. Box 113, Tillsonburg, Ontario N4G 4H3 -2- Attached is a breakdown of conference costs. Thank you for your consideration of this matter, and we look forward to your response. Regards, <: ~~' - : MN.tv__;_ vvv0 Sheryl Williams President Tillsonburg District Chamber of Commerce (519) 688-3737 Encl. Cc: Tillsonburg District Chamber of Commerce Board of Directors Kelley Coulter, CAO, Town of Tillsonburg Cephas Panschow, Development Commissioner David Sam is, Director, Development & Communications Tillsonburg District Chamber of Commerce P.O. Box 113, Tillsonburg, Ontario N4G 4H3 -------------------------------- BIA Business Plan 2012 Mission Statement To utilize the combined strength of all the members in the Business Improvement Area in order to revitalize and rejuvenate the commercial core of Tillson burg. These efforts will help to reinforce our traditional historic streetscape and maintain our Downtown core as the district with the highest order of retail shopping capable of meeting all needs of the residents of Tillsonburg and the surrounding areas. Pursuing our mission will also have the effect of improving and beautifying surrounding areas and instilling a sense of civic pride, not only within the Business Improvement Area, but also within the entire community. General Information The first BIA was established in Bloor West Village in Toronto in 1969. Since then, over 225 similar organizations representing tens of thousands of businesses have been established to improve, beautify & promote business districts in Ontario Municipalities. This concept has been so successful that municipalities from Timmins to Hamilton have adopted the idea and other Canadian Provinces and U.S. Cities have modelled Ontario's BIA formula. BIA's have assisted in the revitalization of Business Areas from Ottawa to Waterloo. Organization Chart BIA MEMBERSHIP BEAUTIFICATION PROMOTIONS COMMITTEE AND MARKETING COMMITTEE BOARD OF MANAGEMENT MUNICIPAL COUNCIL EXECUTIVE DIRECTOR 1 REVENUE Taxes Interest Donations(Sobeys) Contributions from Reserve Sign revenue GST Receivable TOTAL REVENUE OPERATIONAL Executive Director(32 hr work week) Prof. Development Mtg/Office Exp., newsletters, sundry, phone Debt Principal Debt Interest Bank Service Charges OPERATIONAL TOTAL SPECIAL PROJECTS Focal point entry signage Heritage Street Blades (earmarked funds) Urban Design Grant Program Banners/Flags Garbage/Recycling Containers Heritage Lighting Fund SPECIAL PROJECTS TOTAL BEAUTIFICATIONS Christmas Lights & Decorations PUC Bulb Replacement Reservoir flower containers Benches -repair and maintenance Trees -Ongoing Program Trees & Green space-Maintenance Hanging Baskets Parks Services Hanging Baskets BEAUTIFICATIONS TOTAL MARKETING General Advertising BIA Business Directory 2012 Budget 98,000 400 2,500 45,000 1,000 146,900 40,000 4,000 8,000 6,000 3,500 100 61,600 500 5,000 25,000 4,000 4,000 8,550 47,050 3,000 2,000 1,500 3,000 1,000 3,000 5,500 0 19,000 8,000 3 Trees-ongoing program: We will continue to monitor the downtown trees to ensure they are healthy and have proper maintenance. This is also the category under which expenditures for tree furniture is reported, such as tree grates, tree guards etc. Repairs and improvements continue to be ongoing. Hanging Floral Baskets: This program was upgraded in 2011. After working through some watering issues with the basket technology we are confident we will present a beautiful product in 2012. General Advertising: In 2012, we will continue to advertise thru a campaign to heighten the awareness of Tillsonburg as a place to shop and do business. It is our expectation that we will succeed in attracting tourists and shoppers from outside of the Tillsonburg area, as well as local residents. BIA Business Directory: At the print shop Effective April 2008, the BIA opened its own bank account and took over the bookkeeping responsibilities for the BIA Membership. The BIA Treasurer is responsible for all the banking and record keeping functions and has performed a wonderful job thus far. As the year-end reconciliation and audit requirement approached, the BIA engaged the services of Dave Klosler, from "Good Redden Klosler". Recommendations to Council (for implementation with input from the BIA) • Effective management and direction using the Urban Design Study • Partner with the BIA in the grant program for Fa.yade Improvement Plan. • Signage by-laws for the C-1 zone that reinforce Traditional Streetscape. Signage by-laws need to reflect the recommendations in the Far;ade Improvement Plan. • Installation of traditional heritage lighting in the C-1 zone (preliminary discussion has begun as to developing a heritage lighting project in conjunction with the asset management plan in the CJ zone) • Implementation of a comprehensive waste recycling program in conjunction with our waste and recycling containers 5 Tillsonburg Public Library Proposed Budget for 2012 Strong Libraries = Strong Communities HISTORY The Tillsonburg Public Library has had a long standing history of not requesting increases to the budget and not applying for funding grants which has led to ~ an outdated collection ~ lack of appropriate levels of staffing ~ limited access to technology for users ~an unappealing facility Past practices have allowed > students to run the library unsupervised > staff to work in the library alone > these practices have been STOPPED-bringing the library's practice in line with town's 27/08/2014 PURPOSE To provide Council with an overview of the 2012 proposed budget. Strong Communities > Libraries consistently rank among the most important (and most highly rated) public services ~ Citizens view public libraries as valued community institutions ~ Demand for public library space and services is as strong as ever Obligation! CapilaiNeedsAnalysis byFOPL The Bottom Line quality service for our customers is compromised 1 Tillsonburg & District Multi-Service Centre (MSC) The Livingston Centre 96 Tillson Avenue, Tillson burg, ON N4G 3A 1 www.multiservicecentre.com P: 519-842-9000 F: 519-842-4727 E: info@multiservicecentre.com Serving the Community Since 1978 November 22, 2011 Mayor John Lessif & Council CAO Kelley Coulter & Director of Finance Darrell Eddington Town of Tillson burg 200 Broadway, 2"d Floor Tillson burg ON N4G SA 7 Dear Mayor Lessif, Councillors & Town of Tillson burg personnel: HOZ S U J3(J CJJ/\E:]:)::.it~ The Multi-Service Centre (MSC) would like to thank Council members, once again, for the support given MSC programming in 2010. The $4,350.00 provided went directly into capital items supporting programs & services like: )"> Adult Literacy and Employment Services, where personnel continue to assist individuals trying to compete in a complex and challenging economy; )"> Home Support Services -programming which helps to keep our senior citizens in their home communities, close to their preferred networks of support; )"> Volunteer Recruitment and Support. Last year 172 individuals and 9 corporate teams provided an astonishing 9,173 hours of service! In addition, we always like to update Council members on the positive impact MSC programs are having in the lives of Tillson burg residents as a result of your grant support. The MSC has been serving the tri-county community since 1978. Please refer to our website-www.multiservicecentre.com -for details on each of our program areas: Adult Literacy & Essential Skills, Employment Services and Home Support Services. We continue to add new client stories and use our Facebook and Twitter features to post relevant news articles, research, pictures and features. Mission A community organization committed to supporting personal independence through: • Innovative and responsive resources • Partnerships and collaboration • Striving for excellence Vision Embracing Persona/Independence • Celebrating a Caring Community Tillsonburg & District Multi-Service Centre Statistics: Tillsonburg April-March 2011 2010/11 clients (all programs/all areas:-Literacy, Employment, Home Support): 2,464 2010/11 Resource Centre cliE3nts (as above): 18,564 Tillsonburg proportion of clients: 75% MSC Facts ~ MSC Adult Literacy & Essential Skills programming (MSC) has been serving the tri-county community since 1987 ~ MSC Employment Services have been available in the community since 1985 ~ MSC Home Support Services have been operating in the community since 1978 ~ Visit www.multiservicecentre.com for service details and client stories ~ In 2010/11, 172 volunteers provided 9,173 hours of service to the tri-county community ~ MSC has been accredited by Accreditation Canada since 2003 Client Stories from the MSC Website: Virginia's Story* (as written by daughter Barb) As I sit here in what was my mother's home for fifty years, I understand why she was so committed to staying in her own home. Every bit of it was familiar to her. Her house kept her within sight of her beloved backyard when she could no longer venture out. She could not have managed to maintain her independence without the care and support of the iillsonburg & District Multi-Service Centre's Home Support Services. My mother was lucky enough to be among the first participants in the MSC's Assisted Living in the Community (ALCorn) program. This innovative pilot program supplied us with competent and caring PSWs and services so that she could remain living on her own. As the years went by, she grew to know and trust the caregivers who brought her stories from the outside and shared her many memories. Eventually, as her health failed, she required more care than ALCorn could provide and she became a private pay client of MSC. Those same PSWs whom she knew so well stayed with her and continued to share what had become a much more difficult struggle to remain in her home. My mother was scheduled to move in to long term care five days before her 98th birthday. Who better than her MSC caregivers to wish her a happy birthday and help her bid a fond farewell to a home that had grown to mean so much to them all? They came one and all with balloons, decorations, flowers and birthday cake. *Virginia died on February 14, 2011, 11 weeks after leaving her home. Town of Tillsonburg 2011-12 Municipal Grant/ Assistance Application Form A. Name of Organization and Mailing Address: Tillsonburg & District Multi-Service Centre (in The Livingston Centre) 96 Tillson Avenue Tillsonburg, ON N4G 3A 1 Contact Person: Maureen Vandenberghe Telephone: (519) 842-9008, ext. 270 Position: Communications & Development Coordinator B. Categories of Request for Assistance (check appropriate boxes): • Financial Grant 0 • Fee Waiver D • ~affSupport D • Equipment/Materials Supply D • Insurance Coverage D • Use of Municipal Property/Facilities D • Other D C. Details of Request for Assistance: Note: if this application includes any assistance other than direct financial grant, please outline details of request (i.e., type and estimated hours of staff support; facilities to be used; dates; etc.): Not applicable. D. Purpose of Grant/Assistance: (services to be provided, donations, etc.): Grant funds will be directed toward the purchase of capital items (needs outside of any funding envelopes) in our community programs (specifically, the Employment Resource Centre). E. Organization Background: 1. Provide a brief outline of the organization indicating if it is incorporated as a non- profit organization: The Tillsonburg & District Multi-Service Centre (hereafter referred to as MSC) has been operating since 1978-33 years of operation. The primary historical purpose of the Tillsonburg & District Multi-Service Centre Municipal Grant Application Form: Tillsonburg 2011-12 0 A specific group 0 A specific area 5. Describe the geographical area in which the organization operates. The bulk of programming is provided in the eastern portion of Elgin, the northern portion of Norfolk and the southern half of Oxford (with some exceptions). For some programs, geographic scope of services is dependent upon funder guidelines and expectations as well as program parameters. The vast majority of clients come from Tillsonburg. 6. Describe how the requested grant funds will be utilized within the organization. Funds will be directed toward: • New computers (4) (Resource Centre): $5,000.00 • Total: $5,000.00 7. Describe if the organization has requested financial assistance in the last 12 months from other government organizations. List amounts received. Municipal grant funds, directed toward MSC Community Programs, have been received as follows in the 2011/12 year: • Township of Bayham • Township of South-West Oxford: • Township of Norwich • County of Elgin: • County of Norfolk $ 500.00 $1,608.00 $885.00 $4,500.00 $1,000.00 In addition, MSC received $4,350.00 from the Town of Tillsonburg in 2010, dollars which were directed toward capital needs. 8. Describe the steps being taken to increase revenues (admission fees, etc.). In order to finance programs, which require community support, the MSC: • Appeals to local municipalities every year (see #7); • Fundraises every year (a 50/50 draw concluded on March 3, 2011 ); and • Encourages individual and group donations through the Annual Donor Campaign for MSC Community programs. 9. List the Executive of the organization. • Val Foerster: Chairperson • Susan Howe: Vice-Chairperson • William Hett: Executive Director 10. Submit an estimate of operating revenues and expenditures, for the current fiscal year using the attached form. Tillsonburg & District Multi-Service Centre Municipal Grant Application Form: TIIIsonburg 2011-12 3 TILLSONBURG & DISTRICT MULTI-SERVICE CENTRE BUDGET PRESENTATION FOR 2011-2012 FISCAL YEAR EXPENSES: Wages & Benefits Operating Expenses MTCU Restricted Funds Allocated Admin & Facility Costs Staff & Volunteer Development Capital Expenditures TOTAL EXPENSES REVENUE: Federal & Provincial Funding Municipal & Other Grants Fees & Service Charges Interest & Mise Income Pay Equity Funding TOTAL REVENUE NET SURPLUS (DEFICIT) FUNDS TO RAISE: Fundraising & Donation Goal Transfer from Reserve NET SURPLUS (DEFICIT) 2011-2012 BUDGET 1,956,822 418,922 276,664 560,956 37,503 0 3,250,867 2,459,864 9,750 718,609 1,740 35,199 3,225,161 -25,706 5,200 20,506 0 2010-2011 APPROVED BUDGET 2,162,405 379,481 394,878 475,903 33,361 1,409 3,447,437 2,730,343 9,750 655,911 1,740 35,199 3,432,943 -14,494 8,500 5,994 0 F:\DATA\MVANDEN\EXCELDAT\MSC Grant Requests 2011-2012.XLS I . I Volunteer Driven • Community minded Board of Directors • 172 volunteers in 2010/11 • 9,173 hours of volunteer service in 10/11 • Tasks: tutoring, driving, meal delivery, community service & fund raising • Ontario Volunteer Service Award winners Demographics: Apr. '10-Mar. 2011 • Clients: 2,464 • Resource Centre: 18,564 Elgin: 5.3% (supporter as is Bayham) Norfolk: 10.3% (supporter) Oxford: 84.4% (SWO, Norwich: supporters) (Tillsonburg 75%) 27/08/2014 MSC Service in the Community: 3 locations • 1978: Home • 1985: Employment • 1987: Literacy • Partner: Operation of Livingston Centre • Opportunities: summer jobs, placements • Details: www.multiservicecentre.com Accountable • Accredited via Accreditation Canada since 2003 • Successful Workwell Audit in Dec. 2011 • Memberships: OCSA, Literacy Link South Central, Chamber of Commerce Financial Facts: 1 • Core funding: SWLHIN, MTCU • Value of MSC volunteer service: $110,076 in 2010/11 1 COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: February 13, 2012 RESOLUTION NO. _1_ MOVED BY SECONDED BY RESOLVED THAT the Agenda as prepared for the Open Session of the Special Council Meeting of February 13, 2012, be adopted. ~ed 0 Recorded Vote Defeated D Deferred Tabled D D ~ayor's Initials ) COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: February 13, 2012 RESOLUTION NO. _1_ MOVED BY SECONDED BY RESOLVED THAT the Agenda as prepared for the Open Session and the Closed Session of the Council Meeting of February 13, 2012, be adopted. Carried 0 D Recor ded Vote De f eat ed D Deferred Tabled D D \/~Mayo r 's Init i a l s COUNCIL RESOLUTION AGENDA ITEM NO. __ _ Date: February 13, 2012 RESOLUTION NO. _2_ co/~=-+-:::?'-B~=-MOVED BY SECONDED BY RESOLVED THAT Town Council move into Closed Session, to consider matters relating to: Matters pertaining to a personal matter about an identifiable individual, including municipal employees; Matters pertaining to the security of the property of the municipality. ~ied D Recorded Vote Defeated D Deferred Tabled D D COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: February 13, 2012 RESOLUTION MOVED BY SECONDED BY RESOLVE THAT the Minutes of the Open Session Meeting and Closed Session Meeting of January 23, 2012, be approved. 0 Recorded Vote Defeated D Deferred D Tabled D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: February 13, 2012 MOVED BY SECONDED BY RESOLVE THAT Council receive the Ontario Trillium Foundation Grant Application; FURTHER RESOLVE THAT Council support the application to be submitted by the Lake Lisgar Revitalization Project Committee and the Tillsonburg Rowing Club. Car,ried / [] D Recorded Vote Defeated D Deferred Tabled D D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: February 13, 2012 RESOLUTION MOVED BY SECONDED BY Resolve that Council receive CA012-04 Organizational Restructuring for Community Services update for information purposes. Gied D Recorded Vote Defeated D Deferred Tabled D D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: February 13, 2012 RESOLUTION NO. MOVED BY SECONDED BY RESOLVE THAT Council receives report FIN12-010 2012 Draft Budget as information. Further Resolve that the 2012 Draft Budget in the amount of $12,491,774, a pre-growth increase of 3.92°/o, or 3.49°/o after growth, be adopted, with such funds to be raised from taxation. Further Resolve that the Tax by-law be brought forward to a subsequent Council meeting for adoption once the County and Education 2012 rates are finalized. 0 Recorded Vote Defeated D Deferred D Tabled D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. )V Date: February 13, 2012 RESOLUTION NO. _7_ MOVED BY SECONDED BY RESOLVE THAT Council receives report FIN12-013 2012 Business Plans; FURTHER RESOLVE THAT Council approves the 2012 Business Plans as presented. 2tied D Recorded Vote Defeated D Deferred Tabled D D COUNCIL RESOLUTION AGENDA ITEM NO.~ RESOLUTION NO. _8 MOVED BY SECONDED BY Date: February 13, 2012 RESOLVE THAT Council receives report FIN12-008 John Law Trust Request. FURTHER RESOLVE THAT Council approves the request from the Festival of Music in the amount of $500 to be disbursed from the John Law Trust. D Recorded Vote Defeated D Deferred D Tabled D ~Mayor's Initials ) COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: February 13, 2012 RESOLUTION NO. MOVED BY SECONDED BY RESOLVE THAT Council receives report FIN12-009 2012 OMPF as information. ~ied 0 Recorded Vote Defeated D Deferred Tabled D D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: February 13, 2012 MOVED BY SECONDED BY RESOLVE THAT Council receive Report CSD 12-01 Kinsmen Annandale Diamonds Parking Lot; FURTHER RESOLVE THAT notification be provided to the residents of Annandale Subdivision and the Baseball groups regarding the proposal AND FURTHER THAT a report be brought back to Council once this notification has been completed and comments received. ard n ~§e§f8e8 , Vote Defeated D Deferred Tabled D D Mavor' s I n it i als~ COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: February 13, 2012 MOVED BY SECONDED BY RESOLVE THAT By-Law 3578, To Repeal By-Law 3214 to Establish the Tillsonburg Youth Advisory Committee, be read for a first and second time and this constitutes the first and second reading thereof; FURTHER RESOLVE THAT By-Law 3578 be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. [ted 0 Recorded Vote Defeated D Deferred Tabled D D ~yor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: February 13, 2012 RESOLUTION MOVED BY SECONDED BY RESOLVE THAT By-Law 3589, To Amend By-Law 3509, be read for a first and second time and this constitutes the first and second reading thereof; FURTHER RESOLVE THAT By-Law 3589, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. ~ied 0 Recorded Vote Defeated D Deferred Tabled D D [~-Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: February 13, 2012 MOVED BY SECONDED BY RESOLVE THAT By-Law 3585, To close Angus Street, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. fled D Recorded Vote Defeated D Deferred Tabled D D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: February 13, 2012 MOVED BY SECONDED BY RESOLVE THAT By-Law 3590, To Confirm the Proceedings of the Special SJJ~ Council meeting and the Council Meeting of February 13, 2012, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3590, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. [tied D Recorded Vote Defeated D Deferred Tabled D D ~Mayor's Initials The Corporation of the Town of Tillson burg February 13, 2012 I, Donna Wilson, Clerk for the Corporation of the Town of Tillsonburg do hereby delegate my authority to Nigel Bellchamber of Amberley Gavel Ltd., to act in the capacity of the Clerk during Item No .1 of the Closed Session of Council on February 13, 2012. Subject to the above, Nigel Bellchamber, to whom the power, duty or function of the Clerk has been delegated, has no authority to further delegate to another person any power, duty or function that has been delegated. In exercising the delegated authority of the Clerk, Nigel Bellchamber shall comply with the following: 1. Apparent or actual conflicts of interests shall be declared as soon as possible upon the earliest of accepting, receiving and/or exercising this authority. 2. The delegate shall not exceed the scope of the delegated authority and shall at all times act in the Corporation's best interest. 3. The delegate shall observe the Corporation's Policies and Procedures in exercising the delegation. 4. Any expenditure related to the delegated matter shall be provided for in the Corporation's current year's budget. 5. Notes for the closed session minutes shall be submitted to the Clerk as soon as possible following the meeting. 6. The delegate shall not enter into any undertaking or contract with any third party, in execution of the delegate's authority without the express written approval of the Corporation of the Town of Tillsonburg. Dated this 13th day of February, 2012, in the Town ofTillsonburg, County of Oxford ~~ .?-- Donna Wilson, Clerk Town of Tillson burg To: Cc: Bee: Subject: Fw: Ontario Defibrillator Access Initiative (ODAI) f"~ t?ontario January 25, 2012 Dear Mayor Lessif, HEART&"' STROKE FOUNDATION On June 3, 2011, Premier Dalton McGuinty announced the Government of Ontario's commitment to saving lives with Automated External Defibrillators (AEDs) and announced that $10 million will be provided to place the life-saving devices in publicly-funded community sport and recreation facilities and schools with high recreation and sport use across Ontario. A portion of the funding will also be set aside to develop Ontario's first AED registry. This registry will track all ofthe public access units placed and will link directly into the Emergency Medical Services (EMS) system. As a result, the Heart & Stroke Foundation of Ontario is leading this initiative, called the Ontario Defibrillator Access Initiative (ODAI), and is set to open the largest application process for AED grant funding in Ontario's history. The aim of the ODAI is to distribute a minimum of 2,500 defibrillators and train a minimum of 25,000 people across Ontario, which will significantly add to the current inventory of public-access defibrillators currently in Ontario. This will have a significant impact on cardiac health of all Ontarians. There are no fees associated with this initiative and an AED will come as part of a complete package. In addition, the package includes the following materials and services for every AED that is placed: • One set of Adult electrode pads and one replacement set; • One set of Pediatric (infant/child) electrode pads; • One installed battery and a backup battery, • One display cabinet and signage; • Free CPR-AED certification for at least 10 individuals per device (e.g. employees, frequent facility users); • One Family & FriendsTM CPR AnytimeTM Kit to continue training on CPR-AED; and • Listing of the AED on the provincial registry. In addition, each participant receives preferred pricing on any related AED equipment (e.g. AEDs, pads, batteries); and access to preferred pricing on any additional AED-CPR certifications purchased during the length of the Initiative. As AEDs continue to become available in a variety of public settings, they are quickly becoming the 'standard of care' for owners and operators of public spaces. The Good Samaritan Act (2001} protects people who voluntarily offer CPR or first aid assistance in an emergency. Additionally, the Chase McEachern Act (Heart Defibrillator Civil Liability Act, 2006} protects users of AEDs from liability for damages that may occur and protects the owners and occupiers of the buildings where AEDs are installed from liability for damages. If you have any questions about this area, we encourage you to seek legal advice. An online application portal is now open, and will close by Friday, February 24, 2012, at noon (12:00 PM). It can be accessed at the following address: http://aedprogram.heartandstroke.ca A background document that includes a helpful Q&A and further information on the importance of AEDs can be found here: http://bit.ly/wBh85q. I hope you will consider this as an exciting opportunity to make these public facilities and schools safer and more responsive to the emergency needs of your community. Should you have any questions or require further information, please contact us at: 1-888-284-4188 Andrew Lotto Manager, Resuscitation Heart and Stroke Foundation of Ontario CC: Kelley Coulter Donna Hemeryck Enclosure: http://bit.ly/xBF9f5 image001.jpg image003.jpg image005.jpg Ministry of Citizenship and Immigration Minister 61h Floor 400 University Avenue Toronto ON M7A 2R9 Tel.: ( 416) 325-6200 Fax: (416) 325-6195 January 2012 Dear Friends, Ministere des Affaires civiques et de !'Immigration Ministre 68 etage 400, avenue University Toronto ON M7A 2R9 Tel.: (416) 325-62oo Telec.: (416) 325-6195 ~ ~,..... Ontario I am pleased to inform you that nominations for the Newcomer Champion Awards are now being accepted. The Newcomer Champion Awards recognize individuals and groups who have made a difference in their community and province through active citizenship and engagement. Newcomers are not the only ones eligible for this award. Award recipients are champions of voluntarism, supporters of newcomers, and advocates of greater social and civic inclusion. Nominations may be made in the following 3 categories: 1. ChangeTheWorld Youth Ambassador-recognizes outstanding youth volunteers who have participated in the ChangeTheWorld Ontario Youth Challenge. 2. Community Leader-recognizes individuals who have demonstrated active involvement and commitment to their communities and/or province. 3. Newcomer Champion -recognizes groups which have contributed to the celebration of Ontario's diversity and which have helped settle and connect newcomers in their communities. Nomination forms and more information are available on my ministry's website at www.ontario.ca/honoursandawards, or by phone at 416 314-7526, toll free 1 877 832-8622, or TTY 416 327-2391. The deadline for nominations is March 15, 2012. Ontario is dedicated to building a province where cultural diversity is celebrated, newcomers are valued and people work together to improve the quality of life for everyone. Please consider recognizing an individual or group who has made an outstanding contribution to our great province. Sincerely, Hon. Charles Sousa Minister Ministry of Finance Office of the Minister Frost Building South 7 Queen's Park Cr Toronto ON M7 A 1 Y7 Tel (416) 325·0400 Fax (416) 325.037 4 www.fin.ontario.ca January 23, 2012 Ministry of Municipal Affairs and Housing Office of the Minister 777 Bay Street Toronto, ON M5G 2E5 Tel (416) 585·7000 Fax (416) 585·6470 www.mah.ontario.ca Dear Head of Council: ('~ t?ontario We are writing to announce the release of the Ontario Municipal Partnership Fund (OMPF) allocations for 2012. We are pleased to confirm that we remain committed to the upload of municipal costs in accordance with the timetable agreed to through the Provincial-Municipal Fiscal and Service Delivery Review. In 2012, we will continue the phased upload of Ontario Works (OW) benefit costs and begin to phase in the upload of court security and prisoner transportation costs. This builds on our previous uploads of Ontario Drug Benefits (ODB) and Ontario Disability Support Program (ODSP). In addition, we have also uploaded over $170 million in support of municipal OW administration costs. These uploads have ensured that more property tax dollars are available for important municipal priorities, including investments in infrastructure and economic development. In 2012, we will provide over $1.8 billion to municipalities through the combined benefit of OMPF and provincial uploads. The OMPF will total $583 million in 2012. Combined with the $1.2 billion in provincial uploads, this is almost three times the level of funding provided under the previous program. In addition, we will also provide $15 million in transitional assistance to municipalities to ensure a guaranteed level of support for 2012. The Ministry of Finance's (MOF) Provincial-Local Finance Division will be providing your municipal Treasurers and Clerk-Treasurers with further details on the 2012 OMPF, including the provision of transitional assistance. This information and other supporting materials will be posted in both English and French on the MOF website: http://www.fin.gov.on.ca/en/budget/ompf/2012/ http://www. fin.gov .on .ca/fr/budget/ompf/2012/ ... /cont'd Fw: Finalize contract Kelley Coulter to: Donna Wilson Please see below for February 13 Kelley Coulter, CGA Chief Administrative Officer Corporate Office 200 Broadway, 2nd Floor Tillsonburg, ON N4G 5A7 519-842-6428 ext. 3227 -----Forwarded by Kelley Coulter/Tillson burg on 01/24/2012 01 :22 PM ----- From: To: Date: Subject: Hello Kelley, "Hummel, Kevin (JUS)" <Kevin.Hummel@ontario.ca> "Kelley Coulter/Tillsonburg" <KCoulter@Tillsonburg.ca> 01/24/2012 01:22PM Finalize contract 01/24/12 01:23PM has Council passed the by-law in regards to the amending agreement? I have the agreement completed and we need to finalize that document as Dec 31, 2011 has now elapsed. As you recall, we discussed the requirement for a by-law when we first met in July, 2011. February 13-16 are suggested dates. Thank you in advance, Kevin Sgt. Kevin Hummel # 7090 Analyst Contract Policing Section West Region O.P.P. w-519.482.9626 c-519.441.3697 From: Kelley Coulter/Tillsonburg [mailto:KCoulter@Tillsonburg.ca] Sent: January 23, 2012 10:27 AM To: Hummel, Kevin (JUS) Subject: RE: Finalize contract Hi Kevin, Can you provide some dates please given your guys are coming from far away. We are now looking at mid-February given the Mayor is going south at the end of this week. I would like to get this issue off of my plate. Further, as of the writing of this email, I have not received any feedback from our submission. Many thanks, Kelley Coulter, CGA Chief Administrative Officer Corporate Office 200 Broadway, 2nd Floor Tillsonburg, ON N4G 5A7 519-842-6428 ext. 3227 From "Hummel, Kevin (JUS)" <Kevin.Hummel@ontario.ca> To: "Kelley Coulter!Tillsonburg" <KCoulter@Tillsonburg.ca> Date: 01/06/2012 02:29PM Subject: RE: Finalize contract Greetings Kelley, I left a vmsg for you around 11 :00 am and I'll be leaving the office at 3:00 pm as I have a meeting at the Huron OPP office. You can certainly reach me on my cell phone though. I've attached my e mail from October 28 and I'm wondering if Council has passed the by-law to amend the contract? Perhaps you can suggest two or three dates in order to meet and we can establish one that meets with everyone's schedules ? Can I suggest sometime after January 16 ? I will provide a written response to your correspondence of October 4, 2011, in advance of our next meeting. Thanks and take care, Kevin Sgt. Kevin Hummel# 7090 Analyst Contract Policing Section West Region O.P.P. w-519.482.9626 c-519.441.3697 From: Kelley Coulter/Tillsonburg [mailto:KCoulter@Tillsonburg.ca] Sent: January 6, 2012 9:11AM To: Hummel, Kevin (JUS) Subject: Finalize contract Hello Kevin, I understood that the delay in finalizing the contract was in relation to resolving the 2009 PSU. May I please be advised on when we can meet to finalize the contract. Many thanks, Kelley Kelley Coulter, CGA Chief Administrative Officer Corporate Office 200 Broadway, 2nd Floor Tillsonburg, ON N4G 5A7 519-842-6428 ext. 3227 DISCLAIMER: This e-mail contains legally privileged information intended only for the individual or entity named in this message. If the reader of this message is not the intended recipient, or the agent responsible to deliver it to the intended recipient, you are hereby notified that any review, dissemination, distribution or copying of the communication is prohibited. If this communication was received in error, please notify us by reply e-mail and delete the original message. -- -----Message from "Hummel, Kevin (JUS)" <Kevin.Hummel@ontario.ca> on Fri, 28 Oct 2011 08:55:32 -0500 ----- To: "Kelley Coulter/Tillsonburg" <KCoulter@Tillsonburg.ca> "Tsitomeneas, Dino (JUS)" <Dino.Tsitomeneas@ontario.ca>, "Case, Rod (JUS)" cc: R dC @ . < o . ase ontano.ca> Subject T'll b A d. A 1 son urg men mg greement . Good morning Kelley, The Town had requested an amending agreement to the OPP Policing contract to extend the contract until December 31, 2011 and we have agreed to do so. In order to facilitate this change, as discussed previously, we will need a by-law passed by Council acknowledging this change in service date. At your convenience can you please advise me when this has been completed and what the by-law number is? This information is required to complete the Amending Agreement. I then require four certified copies of that by-law which will be inserted into the Amending Agreement itself. I can pick these documents up once I hear from you, collate them and then present them for signature at a later date. In addition, I will be in contact with you following our meeting next week regarding your correspondence dated October 4, 2011. If you have any questions, please call. Regards, and have a great weekend, Kevin Sgt. Kevin Hummel # 7090 Analyst Contract Policing Section West Region O.P.P. w-519.482.9626 c-519.441.3697 DISCLAIMER: This e-mail contains legally privileged information intended only for the individual or entity named in this message. If the reader of this message is not the intended recipient, or the agent responsible to deliver it to the intended recipient, you are hereby notified that any review, dissemination, distribution or copying of the communication is prohibited. If this communication was received in error, please notify us by reply e-mail and delete the original message. -- OFFICE OF THE MAYOR January 16, 2012 Dear Heads of Council, Members of Council and Staff, Re: 2012 OSUM Conference & Trade Show On behalf of the 2012 OSUM Organizing Committee and the Town of Huntsville, I am pleased to invite you to attend the 591h Annual Ontario Small Urban Municipalities Conference taking place throughout May 2-4, 2012 at the world-renowned Deerhurst Resort in Huntsville. This year's Conference entitled "The Municipal Leaders Summit" is a well-appointed theme as Conference attendees will enjoy the hospitality and amenities that the World leaders did for the G8 Summit which was held at Deerhurst Resort in June of 2010. We are thrilled to announce this year's keynote speaker Steve Paikin, who is the host of TVO's current affairs program "The Agenda". Steve Paikin is sure to deliver a thought provoking address to this year's attendees. OSUM 2012 promises to be an informative and enjoyable experience for all who attend. In addition to the outstanding hospitality you will experience throughout your time at Deerhurst Resort, the Conference schedule will also include offsite events which will take place in some of our Municipality's exceptional community facilities. Also included in this package are the Delegate Registration Form, links to information and additional accommodators throughout Huntsville. For Trade Show inquiries, please contact Ted Blowes, Trade Show Coordinator at (519) 393-5877 or by e-mail ted.b@quadro.net. The Conference and Trade Show is being organized for the Town of Huntsville by the Huntsville/lake of Bays Chamber of Commerce. Kate Austin is the OSUM Conference Coordinator for the 2012 Conference. For additional conference or community related questions, please feel free to contact Kate at (705) 789-4771, Extension 33 or kate@huntsvillelakeofbays.on .ca We look forward to this opportunity to welcome you to Huntsville to experience the historic charm and the Muskoka hospitality that makes our community so well known. S~nc~Jy, (J\) '0---~ Claude Doughty, Mayor Town of Huntsville 3 7 Main Street EaH, Hunr::,·ille. O ntario P lH LA l 705-789-1751 l-888-696-4255 Fax 705-789-6689 TIY 705-789-l768 www.huntsville.ca M U SKOK A 2010 Dear Head of Council and CAO: January 16, 2012 The dynamic and picturesque Town of Huntsville, host for the 2010 G8 World Leaders Summit is pleased to host the 2012 OSUM Conference and Trade Show at the prestigious Deerhurst Resort May 2-4. On behalf of the OSUM Executive and Membership, we are more than pleased to invite the members of your Council and staff to be a delegate at this very meaningful annual municipal event. Our theme this year is the Municipal Leaders Summit and Deerhurst Resort provides a facility that has all the amenities to make this year's conference and Trade Show ever so successful and enjoyable.As in other years, OSUM 2012 will feature very informative educational sessions, workshops, keynote speakers and seminars as well as the ever popular address by the Minister of Municipal Affairs and Housing and the Ministers Forum. Some of the topics already confirmed include Smart Cities, Hospital Costs, the Goderich Tornado Experience, Energy Matters, Storm water Management and Economic Development Strategies for Small Urban Municipalities just to name a few. Please check the OSUM website-www.osum.ca for program updates or call Ted Blowes OSUM's Annual Conference and Trade Show Coordinator for details. Based on our increased attendance last spring in Niagara-on-the-Lake, we are anticipating a Delegate Registration of beyond 250 and 75 Trade Show Exhibitors. The Exhibitors will come from throughout Ontario and Canada and will offer worthwhile products and ideas for your municipality. The Annual Golf Outing will take place on Wednesday, May 2 beginning at 12 noon and will feature the opportunity to win a major hole-in-one prize. Non-golfers can avail themselves of other events taking place in the community by contacting the Chamber of Commerce at (705) 789-4771. Companions are invited to attend and enjoy the vast array of shops; services and attractions that this resort community has to offer. The Conference and Trade Show is being organized locally for the Town of Huntsville by the Huntsville/Lake of Bays Chamber of Commerce. Kate Austin of the Chamber is the official Conference and Trade Show Coordinator for Huntsville. Kate will work closely with Ted Blowes and the OSUM Executive to make OSUM 2012 one of the best events ever! Please complete and return the enclosed Registration Form at your earliest convenience and book early with Deerhurst Resort to guarantee your onsite accommodation. Please visit www.huntsvilleadventures.com for a list of other accommodation venues. For your future planning, The Town of New Tecumseth will host OSUM 2013 at the Nottawasaga Inn and Resort May 1-3 and the Town of Parry Sound will host OSUM 2014 at the Bobby Orr Community Centre and the Stockey Centre April30 -May 2. We look forward to seeing you at OSUM 2012! Sincerely, Paul Grenier Councillor, City of Weiland OSUM Chairman Jim Collard Councillor, Town ofNiagara-on-the-Lake OSUM Vice-Chair and Chair of Conference Planning [I] I F. • -I I 0 s u 1\tl 59th ANNUAL OSUM CONFERENCE & TRADE SHOW "Municipal Leaders Summit" May 2-4, 2012 Delegate Registration Form Delegate Name:---------------Municipality:----------- Mailing Address:------------------------------ Postal Code: ______ Telephone: __________ Cell Phone: ______ _ Fax: Email : -------------------------------- Companion Name: ____________________________ _ Companion package pricing includes Wednesday night reception, Thursday breakfast and Friday breakfast & lunch as well as conference-based activities and outings. Companions will be on their own for Thursday lunch. Cost is $165.00/companion. ) DELEGATE PACKAGE: Delegate fee $495.00 plus HST = $559.35. The conference host is Deerhurst Resort. To book your accommodations please calll (800} 461-4393 or visit www.deerhurstresort.com. (Please note OSUM when booking to obtain the conference rate}. Accommodation prices start at $129.00 so book early! Each Delegate will receive a registration kit, access to all workshops & Welcome Reception (complimentary beverage ticket included}, two breakfasts, two lunches, daily refreshments and entertainment evening including beverages and light fare. For other accommodation options please visit www.huntsvilleadventures.com and click on "Where to Stay" EARLY BIRD GOLF DAY-WEDNESDAY MAY 2, 2012 DEERHURST LAKESIDE GOLF COURSE $85.00 per golfer. Package includes 18 holes, cart and lunch. Tee times start at 12:00 Noon. We will advise those who register of their tee-off time in advance of their arrival to the conference. REGISTRATION & PAYMENT Delegate Fee: @ $559.35 $ ____ _ Companion Fee: @ $165.00 $ ____ _ Golf Day: @ $85.00 $ ____ _ Please supply names for golf day below: 1. 2. 3. 4. TOTAL $ ____ _ Payment Method: Credit Card: o Visa o MasterCard o AMEX or o Cheque Credit Card Number: __________________ Validation Code __ _ Expiration Date: ___ / ___ Signature:----------------- Please make cheque payable to "The Huntsville/Lake of Bays Chamber of Commerce." Please send this registration form and payment to: Huntsville/Lake of Bays Chamber of Commerce, 8 West St. N, Huntsville, Ontario P1H 2B6 Attention: Kate Austin, OSUM Conference Coordinator for the Town of Huntsville Phone: 705-789-4771 x 33 Fax: 705-789-6191 E-Mail: chamber@huntsvillelakeofbays.on.ca (Please include "OSUM" in the subject line) Refund Policy: Cancellation must be made in writing (mail or e-mail) before April13, 2012. An administration charge of $50.00 will apply. Any cancellations made after April13, 2012 will not be refunded. Trade Show Enquiries: Ted Blowes at 519-393-5877 (Phone) or ted.b@quadro.net For updates regarding conference programming, please visit www.osum.ca Review Access: Private CALL TO ORDER The meeting was called to order at 4:30 p.m. ATTENDANCE Mayor John Lessif Deputy Mayor Renaud Councillor Rosehart Councillor Stephenson Councillor Beres Councillor Klein Staff Director of Development & Communications-David Samis Director of Operations -Steve Lund CAO -Kelley Coulter Clerk -Donna Wilson Director of Finance -Darrell Eddington Acting Director of Community Services-Janet McCurdy Absent: Councillor Getty DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF MINUTES & BUSINESS ARISING OUT OF THE MINUTES Minutes of the Closed Session of Council of January 23, 2012 Staff were excused from the meeting at 4:35PM. Mr Nigel Bellchamber assumed the Clerk's duties for item 1. as set out in the written delegation from the Clerk. MATTERS RELATING TO PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL- INCLUDING MUNICIPAL EMPLOYEES Presented By: Nigel Bellchamber 1. CAO Annual Review The Deputy Mayor assumed the position of Chair for this portion of the meeting. The Deputy Mayor reviewed the evaluations provided, as summary of those results and comments, this led to general discussion. Moved By: Councillor Klein Seconded By: Councillor Beres THAT direction be hereby given to a committee composed of the Mayor, Deputy Mayor, and Councillor Beres to meet with CAO K. Coulter to review her 2011 performance evaluation and discuss a compensation adjustment for her, effective December 14, 2011 so as not to exceed an annual rate of $122,500; FURTHER THAT discussion include the performance evaluation prices for other staff in 2011, and holiday accumulation on the part of town staff. "Carried" At 5:54 PM the Clerk of the Municipality, Donna Wilson resumed her role as Clerk. MATTERS RELATING TO THE SECURITY OF THE PROPERTY OF THE MUNICIPALITY 2. CAO Report: First Capital Proposal Presented By: CAO Moved by: Seconded by: RESOLVE THAT this item be deferred to the March 1, 2012 council meeting. "Carried" ADJOURNMENT Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVE THAT the Glossed Session of Council be adjourned and that Council move back into Open Session at 6:00PM. "Carried" Town of Tillsonburg \ Tillsonburg & District Multi-Service Centre (MSC) The Livingston Centre 96 Tillson Avenue, Tillsonburg, ON N4G 3A1 www.multiservicecentre.com P: 519-842-9000 F: 519-842-4727 E: info@multiservicecentre.com Serving the Community Since 1978 November 22, 2011 Mayor John Lessif & Council CAO Kelley Coulter & Director of Finance Darrell Eddington Town of Tillson burg 200 Broadway, 2"d Floor Tillsonburg ON N4G 5A7 Dear Mayor Lessif, Councillors & Town of Tillsonburg personnel: HOZ ~ 0 J30 G:3AI3J3~ The Multi-Service Centre (MSC} would like to thank Council members, once again, for the support given MSC programming in 2010. The $4,350.00 provided went directly into capital items supporting programs & services like: ~ Adult Literacy and Employment Services, where personnel continue to assist individuals trying to compete in a complex and challenging economy; ~ Home Support Services-programming which helps to keep our senior citizens in their home communities, close to their preferred networks of support; ~ Volunteer Recruitment and Support. Last year 172 individuals and 9 corporate teams provided an astonishing 9,173 hours of service! In addition, we always like to update Council members on the positive impact MSC programs are having in the lives of Tillson burg residents as a result of your grant support. The MSC has been serving the tri-county community since 1978. Please refer to our website-www.multiservicecentre.com -for details on each of our program areas: Adult Literacy & Essential Skills, Employment Services and Home Support Services. We continue to add new client stories and use our Facebook and Twitter features to post relevant news articles, research, pictures and features. Mission A community organization committed to supporting personal independence through: • Innovative and responsive resources • Partnerships and collaboration • Striving for excellence Vision Embracing Persona/Independence • Celebrating a Caring Community As was the case last year, program personnel continue to note the impact of the economic downturn and the special impact this has on unemployed and displaced workers-especially those with lower level literacy skills. We also continue to see the challenges facing our aging population in the Home Support Services we provide-programs that provide meals and transportation for seniors and the assistance they need to keep them safe and happy at home. We are requesting your consideration in upcoming budget deliberations. While we receive core funding from various government bodies, we still need to fundraise every year in order to meet needs. We attempt to raise those additional dollars ($35,456.00 this year) through municipal grants (from our surrounding municipalities), fundraisers, draws, and annual donor campaigns. The bulk of the dollars we raise goes toward providing instruction to literacy students, volunteer support (recruitment, training, orientation, ongoing supervision), the purchase of materials (for literacy tutors and students or for items in our seniors related programs) and service provision to needy individuals. Seventy-five percent (75%) of MSC clients come from the Tillsonburg area-please see the attached statistics sheet. This year we are requesting $5,000.00 to support capital needs in our community programs (see attached application form). We would be happy to make another presentation to Council-we enjoy the opportunity to explain our needs and answer any questions as we did on September 12, 2011. Municipal support continues to assist us in diversifying and leveraging our funding base. We continue to appreciate the historical support from Tillson burg and hope that Council members will continue to consider capital needs in MSC community programs during upcoming budget deliberations. Hett Executive Director/CEO C: Val Foerster, Chairperson, Board of Directors Maureen Vandenberghe Communications & Development Coordinator Tillsonburg & District Multi-Service Centre Statistics: Tillson burg April-March 2011 2010/11 clients (all programs/all areas-Literacy, Employment, Home Support): 2,464 2010/11 Resource Centre clients (as above): 18,564 Tillsonburg proportion of clients: 75% MSC Facts ~ MSC Adult Literacy & Essential Skills programming (MSC) has been serving the tri-county community since 1987 ~ MSC Employment Services have been available in the community since 1985 ~ MSC Home Support Services have been operating in the community since 1978 ~ Visit www.multiservicecentre.com for service details and client stories ~ In 2010/11, 172 volunteers provided 9,173 hours of service to the tri-county community ~ MSC has been accredited by Accreditation Canada since 2003 Client Stories from the MSC Website: Virginia's Story* (as written by daughter Barb) As I sit here in what was my mother's home for fifty years, I understand why she was so committed to staying in her own home. Every bit of it was familiar to her. Her house kept her within sight of her beloved backyard when she could no longer venture out. She could not have managed to maintain her independence without the care and support of the Tillson burg & District Multi-Service Centre's Home Support Services. My mother was lucky enough to be among the first participants in the MSC's Assisted Living in the Community (ALCorn) program. This innovative pilot program supplied us with competent and caring PSWs and services so that she could remain living on her own. As the years went by, she grew to know and trust the caregivers who brought her stories from the outside and shared her many memories. Eventually, as her health failed, she required more care than ALCorn could provide and she became a private pay client of MSC. Those same PSWs whom she knew so well stayed with her and continued to share what had become a much more difficult struggle to remain in her home. My mother was scheduled to move in to long term care five days before her 98th birthday. Who better than her MSC caregivers to wish her a happy birthday and help her bid a fond farewell to a home that had grown to mean so much to them all? They came one and all with balloons, decorations, flowers and birthday cake. *Virginia died on February 14, 2011, 11 weeks after leaving her home. Luke's Story ) Luke became involved with the Adult Literacy & Essential Skills program in March 2009. At that time he was able to identify the names of the letters of the alphabet, but was unable to identify any of the sounds of the letters. He was only able to write his name. Luke had very practical short term goals. After his first year of involvement with the program he was writing cheques, reading/understanding bills and reading grocery labels/product information. By his second year, he was reading his child's report card and had improved understanding in the application of crop chemicals and in spraying crops. Most recently, Luke has completed truck driving training from a reputable company, obtaining his AZ license. Presently, Luke has secured a trucking job on a part-time basis and is hopeful to transition from seasonal agricultural work to a full-time trucking job. He is enthusiastic about continuing his involvement in the program. Luke now voices the value of literacy, how meaningful it has been in his life and the opportunities and success that his participation in the program has presented to him. 2 Town of Tillsonburg 2011-12 Municipal Grant/ Assistance Application Form A. Name of Organization and Mailing Address: Tillsonburg & District Multi-Service Centre (in The Livingston Centre) 96 Tillson Avenue Tillsonburg, ON N4G 3A 1 Contact Person: Maureen Vandenberghe Telephone: (519) 842-9008, ext. 270 Position: Communications & Development Coordinator B. Categories of Request for Assistance (check appropriate boxes): • Financial Grant 0 • Fee Waiver D • Staff Support D • Equipment/Materials Supply D • Insurance Coverage D • Use of Municipal Property /Facilities D • Other D C. Details of Request for Assistance: Note: if this application includes any assistance other than direct financial grant, please outline details of request (i.e., type and estimated hours of staff support; facilities to be used; dates; etc.): Not applicable. D. Purpose of Grant/ Assistance: (services to be provided, donations, etc.): Grant funds will be directed toward the purchase of capital items (needs outside of any funding envelopes) in our community programs (specifically, the Employment Resource Centre). E. Organization Background: 1. Provide a brief outline of the organization indicating if it is incorporated as a non- profit organization: The Tillsonburg & District Multi-Service Centre (hereafter referred to as MSC) has been operating since 1978-33 years of operation. The primary historical purpose of the Tillsonburg & District Multi-Service Centre Municipal Grant Application Form: Tillsonburg 2011-12 organization was to ensure that services were available in the local community for rural and small community residents. The first services offered were in the areas of information and home support to seniors. The present configuration of services evolved over time (see #2 below). Coordination of other services (i.e., bringing other services into the community) has been another important historical role of the agency. Updates to programming include the recent re-branding of the literacy program-now known as Adult literacy & Essential Skills. Along with MSC Employment Services, literacy is now under the Employment Ontario umbrella. While headquartered in Tillson burg (out of The Livingston Centre), the literacy program also has a satellite location in Woodstock. MSC's Home Support Services moved to the Tillsonburg Town Centre in October, 2011 (co-located with Stonebridge Community Services-better to serve our senior population). The organization is an incorporated, registered charity. 2. The general objectives/services of the organization: Mission: A community organization committed to supporting personal independence through: ~ Innovative and responsive resources ~ Partnerships and collaboration ~ Striving for excellence. Vision: Embracing Personal Independence • Celebrating a Caring Community. The MSC provides the following programs in three broad service areas: Adult Literacy & Essential Skills: One-on-One Tutoring, Small Groups (including the Literacy Bridging Initiative), On-line Learning; Employment Counselling & Employment Services: Employment Resource Centre, Employment and Employer Services, Summer Jobs Service; and Home Support Services: Personal Support Services; Homemaking & Errands Service; Home/Yard Maintenance & Repair; Meals on Wheels/Frozen Meals; Transportation; Foot Care; Assisted Living in Supportive Housing (SH), in the Community (ALCom) and for hospital (ALComH) and Home at Last (HAL). 3. The number of volunteers participating in the organization: There continue to be many volunteers (172 in 2010/11) involved in MSC activities in the following areas (all are screened and receive orientation/supervision): • Board of Directors; • Meals on Wheels (drivers and helpers); • Transportation (drivers); • Adult Literacy & Essential Skills (tutors-required to complete training workshop); • Fundraising committees and activities. 4. Describe for whom the organization provides service: 0 All citizens-within the scope of program parameters and funder guidelines in the tri-county area. The vast majority of clients in all programs are from the Tillsonburg area. Tillsonburg & District Multi-Service Centre Municipal Grant Application Form: Tillson burg 20 ll-12 2 0 A specific group 0 A specific area 5. Describe the geographical area in which the organization operates. The bulk of programming is provided in the eastern portion of Elgin, the northern portion of Norfolk and the southern half of Oxford (with some exceptions). For some programs, geographic scope of services is dependent upon funder guidelines and expectations as well as program parameters. The vast majority of clients come from Tillson burg. 6. Describe how the requested grant funds will be utilized within the organization. Funds will be directed toward: • New computers (4) (Resource Centre): $5,000.00 • Total: $5,000.00 7. Describe if the organization has requested financial assistance in the last 12 months from other government organizations. List amounts received. Municipal grant funds, directed toward MSC Community Programs, have been received as follows in the 2011 I 12 year: • Township of Bayham • Township of South-West Oxford: • Township of Norwich • County of Elgin: • County of Norfolk $ 500.00 $1,608.00 $885.00 $4,500.00 $1,000.00 In addition, MSC received $4,350.00 from the Town of Tillsonburg in 2010, dollars which were directed toward capital needs. 8. Describe the steps being taken to increase revenues (admission fees, etc.). In order to finance programs, which require community support, the MSC: • Appeals to local municipalities every year (see #7); • Fundraises every year (a 50/50 draw concluded on March 3, 2011 ); and • Encourages individual and group donations through the Annual Donor Campaign for MSC Community programs. 9. List the Executive of the organization. • Val Foerster: Chairperson • Susan Howe: Vice-Chairperson • William Hett: Executive Director 10. Submit an estimate of operating revenues and expenditures, for the current fiscal year using the attached form. Tillsonburg & District Multi-Service Centre Municipal Grant Application Form: Tillson burg 2011-12 3 Attached. Date: ___ ~__:.· __ · -~-.:2--~--1-_0_t_l __ Name/Title of Officer making Application: William Hett, Executive Director ;/ ____ Signature(s): -~~~~~~~~,~~~~~~~~~·-· --------~ Telephone Number: (519) 842-9000 Tillsonburg & District Multi-Service Centre Municipal Grant Application Form: Tillson burg 20 l l-12 4 TILLSON BURG & DISTRICT MULTI-SERVICE CENTRE BUDGET PRESENTATION FOR 2011-2012 FISCAL YEAR EXPENSES: Wages & Benefits Operating Expenses MTCU Restricted Funds Allocated Admin & Facility Costs Staff & Volunteer Development Capital Expenditures TOTAL EXPENSES REVENUE: Federal & Provincial Funding Municipal & Other Grants Fees & Service Charges Interest & Mise Income Pay Equity Funding TOTAL REVENUE NET SURPLUS (DEFICIT) FUNDS TO RAISE: Fundraising & Donation Goal T~-\sfer from Reserve 1T SURPLUS (DEFICIT) 2011-2012 BUDGET 1,956,822 418,922 276,664 560,956 37,503 0 3,250,867 2,459,864 9,750 718,609 1,740 35,199 3,225,161 -25,706 5,200 20,506 0 2010-2011 APPROVED BUDGET 2,162,405 379,481 394,878 475,903 33,361 1,409 3,447,437 2,730,343 9,750 655,911 1,740 35,199 3,432,943 -14,494 8,500 5,994 0 F:\DATA\MVANDEN\EXCELDAnMSC Grant Requests 2011-2012.XLS -Municipal Em player Pens ion Centre of Ontario December 19, 2011 Heads of Council: bt Association of Municipalities of Ontario ttol t l :no C\lf\\3'::YJ<J Ontario municipalities have a massive stake in the OMERS pension plan and its well-being. Almost half of the plan's members work for the 380 municipal employers within it. The Plan's future, and our own, will be shaped by our ability to ensure that municipal interests are understood by the bodies that govern and administer OMERS. Our strongest assets are four AMO appointed representatives. Two sit on the OMERS Sponsors Corporation (SC) and two sit on the OMERS Administration Corporation (AC). The Municipal Employer Pension Centre of Ontario (MEPCO) was created by AMO to ensure that these four representatives have the strategic and technical tools they need to advance municipal interests. Municipal support for MEPCO makes it possible. OMERS, like other pension plans is facing funding challenges, which have the potential to continue to increase municipal and employee contributions at least over the short term. Non-municipal employer groups and employee groups, including un ions participate in its governance. Decisions are made in a competitive environment-and the Sponsors Corporation has to find a way to set rates, consider benefits and weigh this against any impact on the Plan's participants, employers included. Plan design decisions can be the product of negotiation and often compromise, or alternatively, can be sent to an arbitration process. Our efforts are to make municipal concerns understood by everyone at the table. Similarly our SC representatives must understand the implications of what is being proposed by other groups. ~nsion matters are highly technical and complicated; decisions are being made during uncertain economic times; and c e outcome ofthese decisions will have financial implications for municipal employers. MEPCO and its Board ensure that municipal representatives benefit from pension industry experience, strong, qualified research and legal support. In the context of the OMERS 2011 Specified Plan Change process, the Sponsors Corporation (SC) set the contribution allocations for 2012 and as a result of the divergence in employee group perspectives, set up a process to better inform SC discussions for the allocation of the contribution rate in 2013. MEPCO provided technical and professional support to its SC representatives throughout the 2011 process and also provided advice to its representatives on the future funding of the Retirement Compensation Arrangement (RCA). The SC decisions for 2011 can be found at www.omerssc.com . In 2011, MEPCO continued to advocate the specific pension needs of multi-employer, jointly sponsored plans, like OMERS, in the context of Phase II of Ontario Pension Reform . MEPCO finalized its Primary Plan Pension Platform to guide its own work and as a framework for AMO's representatives to OMERS. A MEPCO Subcommittee will work to ensure that the 2012 Bill 206 Review process fully considers the interests of municipal employer sponsors. All municipal employers benefit from MEPCO's important work and I hope that we can count on your continued support for it. The per capita rate reflected in your 2012 MEPCO invoice remains at the 2009 rate. If you have any questions, do not hesitate to contact Pat Vanini, President, MEPCO at (416) 971-9856 ext. 316. Yours truly, oug Reycraft Chair Cc: Municipal Accounts Payable, includes invoice 200 University Avenue, Suite 801, Toronto, ON ., MSH 3C Ms. Kelley Coulter Chief Administrative Officer The Corporation ofthe Town ofTillsonburg Corporate Office 200 Broadway, 211ct Floor Tillsonburg, ON N4G 5A7 February 2, 2012 Dear Ms. Coulter, Enclosed please find the Ontario Trillium Foundation (OTF) Grant Application for review and approval by Council. This application is a collaborative effort between The Tillsonburg Rowing Club and the Lake Lisgar Revitalization Project Committee. The enclosed paperwork includes: the OTF Application; the Collaborative Agreement between the Rowing Club and LLRP Committee; quotes on the new dock and concrete work; and lastly, applicable financials and details for the Rowing Club. We wish to acknowledge the timely assistance of town staffers, Jason Gibbard, Janet McCurdy and Susie Wray. On our behalf, Sharon Puente and Joan Weston worked tirelessly. We trust this paperwork is satisfactory and will meet council's approval prior to our submission deadline of end of February. Sincere!~ mGlass / SmartSimple-Tillsonburg Rowing Club I of I Ontario Trillium Foundation Fondation Trillium de fOntario View Organization -lillsonburg Rowing Club Tillsonburg Rowing Club-------------, www.tillsonburgrowingclub.com Lake Lisgar P.O. Box 303 Categories: Not-for-Profit Tillsonburg, ON, Canada, N4G 4H8Updated: 18 January 201211:23AM Tel: 519 688-7837 By: Org Profile Preview: Profile PDFs: OTF Identifiers Does your organization operate under a name other No than your legal name?: r:::1 Organization Not-for-Profit Organization ID: Type: Additional Communications Details 405023 FI Preferred Organizational Organizati Language of English Email info@tillsonburgrowingclub.com TTY: Communication: Address: Not For Profit Specific Details Type of Organization: Incorporated Not for Profit without Share Capital Incorporated Under: Incorporation Number: 778189 Year Of Incorporation: 1988 Charitable Registration Num (if applicable) : Mission and Mandate To provide the residents of lillsonburg and surrounding communities the opportunity to participate in and enjoy the sport of rowing, thereby encouraging physical activity among all age groups, reinforcing the concept of teamwork, and fostering a sense of pride in our community. Typical Activities The lillsonburg Rowing Club offers rowing programs for elementary and high school students, as v.ell as adults. A learn-to-row program for beginners is offered during the summer for individuals wanting to try the sport for the first time. Rov.ers have the option of particioatinq at either a recreational or competitive level. Whether https://services.otfca/s _ main.jsp?lang= I Portal Tillsonburg Rowing Club 1/31/2012 12:34 PM Frank Tamasi President Tillson burg Rowing Club Board of Directors List (416) 809-9493 president@tillsonburgrowingclub.com Lacie Tunks Club Captain (519) 550-3332 cl u bcaptain@tillson burgrowingcl u b.co m Sharon Puente Secretary (519) 688-7837 secretary@tillsonburgrowing.com Robyn Black Treasurer (519) 842-4745 treasurer@tillsonburgrowing.com m fundraising (F.T., S.P., J.G. F.K.) IV completing the Ontario Trillium Foundation application (S.P., J.W.) v consulting with Susie Wray, Recreation Program Coordinator, Town ofTillsonburg (S.P., J.W.) vi reviewing all quotes for the project (F.T., S.P., J.G., J.W.) vii selecting vendors (F.T., S.P., J.G., J.W.) viii overseeing/monitoring each phase of the implementation of the project (F.T., S.P., J.G., F.K.) IX obtaining all quotes for the project (F.T., S.P.) x consulting with the Long Point Region Conservation Authority (S.P.) XI consulting with the Ministry ofNatural Resources (F.T.) xii soliciting in-kind services from the local service clubs and organizations (J.G., F.K.) xiii contributing financially in the form of cash and in-kind donations (TRC and LLRP) John Glass (LLRP) will continue to speak publicly to the Tillsonburg Town Council and all of the service clubs and organizations. Frank Tamasi (TRC) will speak publicly to the community at large. Both are dealing with media coverage ofthe project. DECISION-MAKING PROCESS: Frank Tamasi and Sharon Puente of the Tillsonburg Rowing Club and John Glass and Joan Weston of the Lake Lisgar Revitalization Project Committee have agreed to use the process of discussion followed by a consensus. Consensus is required for the choice of the winning vendors and the spending of all monies raised. The four representatives of the collaborative will communicate to each other via regular e-mail updates, and both informal and formal meetings. Should there be a conflict resolution will be achieved with the aid of a third party, in the person of Susie Wray, Recreation Program Coordinator for the Town ofTillsonburg. Signed By: Sharon Puente Tillsonburg Rowing Club Dated: fe/: I / zotz. ----~~u~~,~~~~-------- Joan Weston Lake Lisgar Revitalization Project Dated: '1-..Jr--. {) ~OIJ. January 20, 2012 Rowing Club I Lake Lisgar group Town of Tillson burg Dear Sir or Madam: The Corporation of the Town of Tillson burg Please be advised that the property indicated on the attached map, legally described as Lot 121, 541, 545Q, 545R, 564, Plan 500 & Part Lot 122-123, Plan 500, in the Town of Tillson burg, in the County of Oxford, is owned by The Corporation of the Town of Tillson burg. Please let me know if you require anything further in order to proceed with your grant application. Sincerely, Donna Wilson Clerk Encl. CORPORATE OFFICE 200 Broadway, Tillsonburg, Ontario, N4G SA 7, Telephone # (519) 842-6428, Fax # (519) 842-9431 Web: www.town.tillsonburg.on.ca LT 121, 541, 545Q, 545R, 564 PL 500, PT LT 122·123 PL 500, Tillsonburg Sharon Puente Tillsonburg Rowing Club PO BOX303 Tillsonburg ON N4G 4H8 TCC Facility Contract Printed: Wed Feb 01 2012, 08:44AM User: /monk Tillsonburg Community Centre c/o 45 Hardy Avenue Tillsonburg, ON. N4G 3W9 Phone 519-688-9011 Fax 519-842-4120 Contract#: Date: User: Status: 11898 Mon Dec 12 2011 rturrill Firm Town of Tillson burg -Community Services hereby grants Tillsonburg Rowing Club (hereinafter called the "Licensee") represented by Sharon Puente, permission to use the Town of Tillsonburg facilities as outlined. i) Purpose of Use II) Conditions of Use iii) Date(s) and Tlme(s) of Use Facility/Equipment Day Summer Place -Meeting Sun Room Summer Place -Meeting Wed Room Summer Place -Meeting Thu Room Summer Place -Meeting Sun Room Summer Place -Meeting Tue Room Summer Place -Meeting Fri Room Summer Place -Meeting Sun Room Summer Place -Meeting Wed Meetings/Workshops Rowing Club 2012 #of Bookings: 12 Starting: Sun Jan 01 2012 05:00AM Ending: Mon Dec 31 2012 11:00 PM Start Date Start Time End Date End Time Sun Jan 01 2012 05:00AM Tue Jan 31 2012 11:00 PM Wed Feb 01 2012 05:00AM Tue Feb 28 2012 11 :00 PM Thu Mar 01 2012 05:00AM Sat Mar 31 2012 11:00 PM Sun Apr 01 2012 05:00AM Mon Apr 30 2012 11:00 PM Tue May 01 2012 05:00AM Thu May 31 2012 11 :00 PM Frl Jun 01 2012 05:00AM Sat Jun 30 2012 11:00 PM Sun Jul 01 2012 05:00AM Tue Jul31 2012 11:00 PM Wed Aug 01 2012 05:00AM Fri Aug 31 2012 11:00 PM Expected: 0 Fee XFee Tax Total $150.00 $0.00 $19.50 $169.50 $150.00 $0.00 $19.50 $169.50 $150.00 $0.00 $19.50 $169.50 $150.00 $0.00 $19.50 $169.50 $150.00 $0.00 $19.50 $169.50 $150.00 $0.00 $19.50 $169.50 $150.00 $0.00 $19.50 $169.50 $150.00 $0.00 $19.50 $169.50 Rates are established annually and subject to change. (Year of actual event will have that year's rental rate applied, regardless of booking date.) Payment Is to be made at the Community Centre Customer Service Desk during business hours. We accept cash, Visa, MasterCard, American Express, Debit or a personal cheque. (Please note a $35.00 NSF cheque fee will be applied). Please sign and return one copy of the contract to the Tlllsonburg Community Centre, 45 Hardy Avenue, llllsonburg, Ontario, N4G 3W9 along with non-refundable deposit cheque payable to the ''Town of Tlllsonburg". All personal belongings must be removed from the premises Immediately following the end time, as Indicated on the rental contract. Any remaining Items will be the sole responsibility of the customer. The llllsonburg Coml)'lunlty Centre will not be responsible for any Items delivered to the fadllty on behalf of the customer. HST will be applied to all rental contracts at a rate of 13%, effective July 1, 2010. THE TOWN OF TILLSONBURG RESERVES THE RIGHT TO TERMINATE THIS CONTRACT" AT ANY TIME. IT IS THE RESPONSIBILITY OF THE CUSTOMER TO ENSURE ALL NECESSARY PERMITS, LICENCES AND APPROVALS ARE OBTAINED FROM THE TOWN OF TILLSONBURG OR ANY OTHER REQUIRED BOARD/ORGANIZATION FOR THEIR EVENT, X: Sharon Puente Home#: Business#: 688-7837 X: Name: Fax#: Title: "'-"-· Printed: Wed Feb 01 2012, 08:44AM User: /monk Room Summer Place -Meeting Room Summer Place-Meeting Room Summer Place -Meeting Room Summer Place -Meeting Room iv) Additional Fees v) Payment Method Rental Fees $1,800.00 Payment Type Cheque Sat SatSep012012 05:00AM Sun Sep 30 2012 11:00 PM $150.00 $0.00 $19.50 Mon Mon Oct 01 2012 05:00AM Wed Oct 31 2012 11:00 PM $150.00 $0.00 $19.50 Thu Thu Nov 01 2012 05:00AM Fri Nov 30 2012 11:00 PM $150.00 $0.00 $19.50 Sat Sat Dec 01 2012 05:00AM Mon Dec 31 20.12 11:00 PM $150.00 $0.00 $19.50 Extra Fees Tax Rental Total Damage Deposit Total Applied Balance $0.00 $234.00 $2,034.00 $0.00 $508.50 $1,525.50 Initial payment of $508.50 due on Tuesday, December 13, 2011 with the remaining booking charges due according to the following schedule. Date Amount Saturday, Dec 31,2011 $169.50 Tuesday, Jan 31,2012 $169.50 Wednesday, Feb 29,2012 $169.50 Saturday, Mar 31,2012 $169.50 Monday, Apr 30,2012 $169.50 Thursday, May 31,2012 $169.50 Saturday, Jun 30,2012 $169.50 Tuesday, Jul31 ,2012 $169.50 Friday, Aug 31,2012 $169.50 Reference Rental Amount Date $508.50 Sat Dec 10 2011 Receipt Number 640720 $169.50 $169.50 $169.50 $169.50 Current $339.00 10:54AM 01/25/12 Accrual Basis ASSETS Current Assets Chequing Bank Account Petty Cash Accounts Receibable Total Current Assets Inventory Assets Parts and Accessories Total Inventory Assets Capital Assets Rowing Shells Accum Depr-Rowing Shells Net-Rowing Shells Oars Accum Depr -Oars Net-Oars Ergometers/Gym Equipment Accum Depr -Ergometers/Gym Equip Net -Ergometers/Gym Equip Boat Trailer Accum Depr -Boat Trailer Net Boat Trailer Coach Boat/Motor Accum Depr -Coach Boat/Motors Net -Coach Boat/Motors Total Capital Assets TOTAL ASSETS LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable Total Receiver General HST Owing (Refund) Total Current Liabilities Long Term Liabilities Boat Loans Equipment Fund Tillsonburg Rowing Club Balance Sheet As of September 30, 2011 Sept. 30,2012 1,567.54 0.00 0.00 1,567.54 1,068.50 1,068.50 87,722.36 (65,237.76) 22,484.60 17,055.11 (9,237.14) 7,817.97 11,011.26 (5,815.34) 5,195.92 1,567.86 (1,224.71) 343.15 8,031.25 (6,001.39) 2,029.86 37,871.50 0.00 40,507.54 5,324.95 0.00 0.00 5,324.95 0.00 0.00 Page 1 of 2 10:54AM 01/25/12 Accrual Basis Total Long Tenn Liabilities Total Liabilities Equity TRC Equity TRC Contribution TRC Withdrawls TRC Retained Earnings TRC Current Earnings Total TRC Equity Total Equity TOTAL LIABILITIES & EQUITY Tillsonburg Rowing Club Balance Sheet As of September 30, 2011 Sept. 30, 2012 0.00 5,324.95 8,569.25 0.00 26,613.34 0.00 35,182.59 35,182.59 40,507.54 Page 2 of 2 Tillsonburg Rowing Club REVENUE Comparative Operating Statement 9/30/11 vs 9/30/10 2011 CLUB REVENUE High School (see notes) Club -Competitive Memberships Summer Rec. Program Fall/Winter Training Program Adult Program Elementary Program Zehr's BBQ (net) Pop Can Revenue Net Sales Other Revenue Donations/Sponsorships Miscellaneous Revenue (Erga-thon) Total Other Revenue TOTAL REVENUE EXPENSE CLUB EXPENSES 1) Rec. Program Expenses 2 ) Coaching Clinic Subsidy Awards Expense Fundraising Expense Registration/Membership Fees Regatta Entries Fees Insurance-Vehicle & Trailer Insurance-Equipment Interest & Bank Charges 3) Office Supplies Meeting Subsidy Expense Miscellaneous Rent 4) Dock, Coach Boat & Shell Maintenance Gasoline Expense New Equipment -boat, riggers, oars & stroke coach General Boathouse Expense Total Operating Expenses NET OPERATING SURPLUS (DEFICIT) Other (Income) Expense Other Misc. (Inc.) Exp. Depreciation Expense Loss/(Gain) on Sale of Asset(s) Total Other (Inc.) Exp. TOTAL EXPENSE NET INCOME 1,400.00 0.00 3,100.00 0.00 1,650.00 4,275.00 0.00 0.00 10,425.00 4,100.00 0.00 4,100.00 14,525.00 215.99 0.00 0.00 0.00 750.00 0.00 0.00 1,663.92 59.34 0.00 0.00 0.00 1,800.00 138.83 33.69 11,203.00 15,864.77 (1,339.77)1 0.00 4,395.07 0.00 4,395.07 20,259.84 (5,734.84) 2010 2,500.00 0 .00 2,415.00 1,100.00 0.00 0.00 0.00 0.00 6,015.00 0.00 50.00 50.00 6,065.00 702.63 200.00 0.00 0.00 920.00 540.00 0.00 1,546.23 15.24 173.60 0.00 0.00 0.00 44.45 318.73 0.00 129.42 4,590.30 1,474.70 I 0.00 4,411 .31 0.00 4,411.31 9,001.61 (2,936.61) Operating Budget for 2012 Projected Revenue for 2012 season: Adult memberships High school memberships Junior (Bantam) memberships LTR Fundraising Donations Total Projected Revenue: Projected Expenses for 2012 season: Rent Insurance Rowing Canada I Row Onario Fees Boat repairs for the 3 fours Coach boat motor repair Uniforms (20 unitops) Roof racks (3 convertible double racks) Stroke coach Cox box Painting I letters for oars Vespoli folding aluminum stretches ( 4 sets) Dock contribution Current outstanding debt Total Expenses: Net Deficit: 1400 1800 3000 1800 4600 2000 14600 2034 1256 750 3200 250 800 400 220 1000 400 500 2000 4310 17120 (2520) IA~~IIcatlon Details Application Type Created On !organization Details Organization Name Address Postal Code Phone lsumma!l Questions Application ID Ontario Tri llium Foundation Fondation Trillium de l'Ontario OTF Grant Application Collaborative Application Applicant Contact 18/01/2012 Applicant Email Tillsonburg Rowing Club Organization Type Lake Lisgar City P.O. Box303 Province N4G 4H8 Organization Email 519 688-7837 Fax 115840 Program Sharon Puente spuente@ sympatico. ca Not -for -Profit Tillsonburg ON info@tillsonburgrowingclub.com Community Grants OTF Request Amount $56,700 Project Total Cost $63,100 Deadline hoping to submit for 1-March-2012 Request Term 12 Months or less Project Start Date 2012-07-15 Type of funding requested Capital Only !collaborative Details Do you have your collaborative agreement? # FileName Size Date I I I I Yes Attached Collaborative Agreement 1.Collaborative Agreement.Qdf 229 KB 01/02/2012 21 :39 Number of Collaborative Organizations 2 Member 1 Tillsonburg Rowing Club Contact Persons Name Sharon Puente E-mail spuente@sympatico.ca Telephone 519 688-7837 Member 2 Lake Lisgar Revitalization Project Contact Persons Name Joan Weston E-mail tazmeg@bell.net Telephone 519 842-2091 lsudget I Expense Item Year1 Year 2 Year3 Year4 YearS Total Floating dock $56,700.00 $0.00 $0.00 $0.00 $0.00 $56,700.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Budget Year 1 Expense Type Notes Requested Item 1 . The Poralu estimate is for a complete dock including decking and access ramp = $56 700. Floating 2. A second estimate includes the floating frame from White Water Docks ($17 900) + Renovation wooden stairs with a ramp for access to the dock ($18 500) + lumber for the decking $56,700.00 dock ($3500) = $39 900. 3. A third estimate includes the floating frame ($17 900) + concrete stairs with a ramp ($6000) + lumber ($3500) = $27 400. ---Select $0.00 Type --- ---Select $0.00 Type --- Total Request Amount: $56,700 11"'---·--£1---__ _. ... -~-·----& Does this application Include requests for General Renovations? Does this application include requests for Accessibility Renovations? Does this application Include requests for Equipment? lvour Organizational Contribution Is your organization contributing any in-kind or cash resources to this project/Initiative? Cash In Kind Details of non-financial in-kind contributions Yes $4,000 $1,080 The TRC I LLRP will provide 6 volunteers contributing 12 hours of their time at a rate of $15/hr to assist in removing the existing dock, in preparing the bank of the lake for the access, and in overseeing all stages of the project. External Sources of Revenue for this Initiative (If applicable) Number of External Sources of Revenue for this Initiative (list up to five main sources) External Revenue Source 1 Contact Name E-mail Cash $0 Tillsonburg Kinsmen Club Telephone Status In Kind 3 Anticipated $4,200 Notes 20 volunteers will contribute 6 hours of their time at a rate of $15/hr to dismantle and remove the existing dock. The cost of disposal is estimated at $2400 (41oads at $600 each). External Revenue Source 2 Contact Name E-mail Cash $0 Tillsonburg Kiwanis Club Telephone Status In Kind Anticipated $1,200 Notes 10 volunteers will contribute 8 hours of their time at a rate of $15/hr to aid in excavating the bank and building a retaining wall in preparation for the new ramp. External Revenue Source 3 Contact Name E-mail Cash $0 Dey Crane Company Telephone Status In Kind Anticipated $1,000 Notes The new dock will be unloaded into the water using a crane estimated to cost $250 I hr for 4 hours. !Project Description What do you want to do with OTF funding? Provide a clear and concrete description, including: What do you want to do? We want to replace the existing aging, unsafe floating dock with one of similar dimensions that will have the benefits of improved safety, superior quality and greater longevity. How will It be done? The existing wooden dock will be dismantled and disposed of appropriately. The shore will be excavated by hand to allow a more gradual slope for the access ramp. A retaining wall will be constructed to support the new ramp. 1 concrete pillar will be placed at another location along the bank to allow cable fixation of the floating dock. The pre-assembled dock will be shipped to the site and unloaded into the water with the use of a crane . Once in the water, the dock will be maneuvered into position. Who will do the work? Members of the Tillsonburg Rowing Club, thelake Lisgar Revitalization Project committee, the Tillsonburg Kinsmen Club, and the Tillsonburg Kiwanis Club will contribute volunteer labour hours to remove the existing dock and prepare the site for the new dock. The new dock will arrive pre-assembled and be unloaded by a crane. Installation supervision will be provided by a Poralu technician. Where will the work take place (e.g. which community, neighbourhood, etc.)? The work will take place at the site of the existing dock on the west side of Lake Lisgar, adjacent to the Tillsonburg Rowing Club boathouse. If applicable, tell us which organizations will contribute to the work and what role they will play? Members of the Tillsonburg Rowing Club, the Lake Lisgar Revitalization Project committee, the Tillsonburg Kinsmen Club, the Tillsonburg Kiwanis Club, and the Dey Crane Company will be contributing many in-kind hours of labour. The existing dock must first be dismantled, removed from the lake, and disposed of in an appropriate fashion. Members of the Tillsonburg Kinsmen Club have volunteered for this task. Next, the bank of the lake must be prepared for the access ramp. In order to do this, the shore will need to be excavated by hand and a retaining wall constructed to support both the shore and the new ramp. Additionally, a concrete pillar will be placed along the shore to provide an anchoring point for the floating dock. Members of the Tillson burg Kiwanis Club have volunteered for this portion of the project. The new floating dock will arrive at the site and be lifted into the water with the use of a crane supplied by the Dey Crane Company. Members of the Tillsonburg Rowing Club and the Lake Lisgar Revitalization Project committee will oversee all stages of the project. How will you know you have succeeded? What measurements will help you decide if you have been successful? Success of the project will be measured by increased use of the dock by organizations and members of the community. People will want to come out and use our new state-of-the-art dock. The slip-resistant surface of the ramp will provide rowers and the community at large with a greater sense of security when accessing the dock. Rowers launching their boats will find it easier and less frustrating with a new dock of an appropriate freeboard height. !Rationale I Rationale -This is your opportunity to tell us why we should fund your proposal. • What will be different as a result of your work? • Who will benefit? • What the lasting Impact of the initiative will be? • Why this needs to be done now • Why you are the right organization to do the work? The collaboration of our two groups promotes physical fitness and environmental awareness within the community. The Tillsonburg Rowing Club and the Lake Lisgar Revitalization Project are working together to improve the quality and accessibility of the lake on many levels so that it can be enjoyed by all members of the community. The existing floating dock was constructed of pressure-treated lumber in 1993. The wood is rotting and the dock is sinking lower into the water, making it difficult to launch our rowing boats and undesirable for other members of the community to use because they get their feet wet standing on the dock. Access to the existing dock consists of a wooden ramp that has become slippery, rotten, and un-safe. A replacement for these structures is urgently needed. The dock and its access are used not only by the Tillsonburg Rowing Club, but also by other organizations such as the Lake Lisgar Sailors, the Tillsonburg Sea Scouts, as well as many individuals from the community for fishing and canoeing , for example. Approval of our application will grant our collaborative organization the funds needed to proceed with our plans to replace the existing dock with a safe and durable dock. Several groups and individuals have offered in-kind donations of labour that will be necessary to complete the project. A new dock constructed of marine grade aluminum with polypropylene decking will have the advantage of increased durability and longevity compared with a dock with wooden decking. A dock of this quality, combined with ideal design, will provide members of the Tillsonburg Rowing Club and the greater community with safe and reliable access to the lake for many years to come. !Maintenance Describe how you plan to maintain and replace the equipment or prepare for future maintenance or repairs of the renovated space. During the rowing season, daily maintenance of the dock will consist of sweeping the dock's surface to keep it clean. The dock and access ramp will be constructed of a marine grade aluminum framework, a polypropylene decking surface, and polyethylene floats. All of these components are durable, maintenance-free, and come with a 10-year warranty. A dock of this exceptional quality should not need replacing for several decades. !volunteers How many volunteers will contribute to the work? How many volunteer hours will be contributed? What will be the role of the volunteers? 38 280 Volunteers from the TRC I LLRP will oversee and assist in all phases of the project. The Tillsonburg Kinsmen Club has volunteered to dismantle, remove, and dispose of the existing dock. The Tillsonburg Kiwanis Club has volunteered to excavate the shore and build a retaining wall and concrete pillar. The Dey Crane company has offered its services in unloading the new dock upon its arrival at the site. !General Renovations CAPITAL EXPENSE QUOTATIONS Do you have two quotations for each capital expense over $5000? Yes Attached Quotations PROOF OF OWNERSHIP/LEASE/USE AGREEMENT Do you have proof of ownership, a use agreement or a lease agreement? Attached Proof of Ownership I Equipment 1.EstimatePDF(15).PDF 2.001-Tillsonburg.pdf 8728/01/201 2 KB 22:58 8931/01/201 2 KB 23:04 3 T.ll b . I b S1 S-1 pdf 10431/01/2012 • 1 son urg rowtng c u -._ KB 23:04 15418/01/2012 4.Tillsonburg rowing club frames. xis KB 21 :30 5.True Masons.pdf 14901/02/2012 KB 21 :44 Yes, Proof of Ownership # File Name Size Date . . 4186 28/01/2012 1.Lake Ltsgar Land Ownershtp.pdf KB 22:53 2.Aent Agreement.pdf 195 01/0212012 KB 21:46 Do you have two quotations for each capital expense over $5,000? No !Board of Directors List Do you have a list of the members of your Board Of Directors? Yes # File Name Size Date Attached Board of Directors List 1 ~ 54 KB 18/01/2012 · board of directors list.docx 21 :12 !Financial Statements Do you have Financial Statements? Yes # File Name Size Date Attached Financial Statements 1 TAG Balance 11-31 KB 01/02/2012 21 :51 '1.xls 2.trcis11-1.xls 67 KB 01/02/2012 21 :52 !operating Budget Yes # File Name Size Date Do you have an Operating Budget? Attached Operating Budget 1.TRC Operating Budget for 2012.docx 64 KB 01/02/2012 22:13 !Additional Information Additional Comments Poralu is a manufacturer of world-class rowing docks. A dock of this quality is superior to other designs that are constructed of wood. With a project of this magnitude, it would be ideal to provide the best possible structure so that it can benefit members of the community for many years to come. As well, the Tillsonburg Rowing Club would be able to expand its mandate to include an adaptive program for rowers with disabilities. The Tillson burg Rowing Club is celebrating its 25th anniversary this year. Over the past two years, the program has expanded successfully to include children in elementary school and adults learning to row recreationally and competitively, augmenting the high school program which continues to flourish. Thank you for your consideration of our grant application. Should we be successful, we would be honoured to recognize the Ontario Trillium Foundation on a memorial plaque at the site, in local newspapers, through Town Council, and on the website www.lakelisgar.org. Additional Attachments !Declaration Section I confirm that: -the information contained in this application and the accompanying documents is true, accurate and complete -that our organization values diversity and the personal, cultural, social and economic benefit that it brings, and that we support and adhere to the Ontario Human Rights Code (as required under the Foundation's Program Guidelines) -that our organizational representative with designated signing authority/decision making authority in our organization has authorized this application I acknowledge that If this application Is approved, our organization will be required to enter Into a formal, legally . . .. . .... ---.... -. --.. ... ... .. . .... .... . I acknowledge that I have reviewed and updated our organizational profile. PROJECT Tillsonburg Rowing Club ~ __.jjj_.... ..J~~ ___J PORALU MARINE SCOPE OF WORKS Fixed Pier, Floating Docks and Aluminium Gangway Reference: I Phone: (416)809-9493 Manager: Philippe Lemay Engineering Q..lema'i.@Qpralu.com PROPOSAL V 01 RB-29012012 CONTACT Frank Tamasi Tillsonburg Rowing Club Address Tillsonburg, Ont E-mail : fjt911 @gmail.com ... ......... ............... ...... u ... 345 boul. lnduslriel PORALU ~~~~:~~eA~~~bec M A A I N E t-800-267·6505 I 2012-01 -30 Proposal made by : Remy Benois Sales & business dvpt r.benois@gpralu.com Fax: Reference: RB-2901 201 2 D llsonburg Rowing Club Item Description Unit price A TECHNICAL SPECIFICATION 1 GANGWAY-3m x 6m -10' x 20' sub-total Welded Structure marine aluminium grade 6005 A T-5 Polypropylene decking with a high UV screen, non slip, sand color - 1 0 years warranty. Articulated system at both ends of the gangway. Maximum deflection of L/300 where L is gangway's length Capacity: 250 Kg/m2 (511bs/lt2) 2 FIXED PIER-3m x 6m-10' x 20' (optional) sub-total Welded Structure marine aluminium grade 6005 A T-5 Polypropylene decking with a high UV screen, non slip, sand color -10 years warranty. Standard Fender (hall-circle) in low density polyethylene, high UV screen and sand color. Maximum deflection of L/300 where L is distance between piles Capacity: 250 Kg/m2 (51 tbslft2) 3 FLOAllNG DOCKS-70' = 30' + 40' (see other options) sub-total 3m (1 0') wide Welded Structure marine aluminium grade 6005 A T-5 Polypropylene decking with a high UV screen, non slip, sand color -10 years warranty. Manta Fender (hall-circle) in low density polyethylene, high UV screen and sand color. Maintenance free Floats In polyethylene, High resistance to impacts, ice and severe conditions. Seamless structure (no welding, no added top). Buoyancy: 60 Kg/m2 (121bslft2) Freeboard: 0,17±0,025m (7 ± 1 in) 4 ANCHORING sub-total Anchoring system made of articulated arm on shore and on the dock with cable crosswise system in galvanised steel. 5 ACCESSORIES sub-total See options 6 TRANSPORT sub-total By truck shipped from Montreal, Qc CIF club site in Tillsonburg, Ont -Local unloading not included 7 INSTALLAllON sub-total ONLY Included: Installation supervision by a Poralu Technician NB: will require standard handling equipment (ideally Zoomboom) Qty. ... ......... ............... ......... ... PORALU MAR I NE TOTAL Included 6 680,00$ \ Included Included Included Included Reference: RB-29012012 Tlllsonburg Rowing Club Item Description Unit price B DESIGN CRITERIA Client filled Questionnaire informations: Maximum Wave action: 1 foot (0.3 m) occasionnaly Current speed: 0 Maximum wind speed : 120 km/h Water level variation: 1 feet ( 0,3m) Refer to General Layout number: S-1 Currency: CAD$ TOTAL (tax I"'It Incl.) : HST Total tx. Incl. 0Qtions not included but available: 1) accessories: ladders, bumpers, collapsable cleats, ... 2) Solar LEOs integrated in the decking (blue, white, ... ) 120,00 $ 3) Additional cost for different floating docks configuration : (instead of 30' + 40') 3-1) 40' +40' 3-2) 20' + 30' + 20' 3-3) 30' +30' + 30' 4) Warranty extension with Service contract Qty. 12,00% ??? ~ ~~~ ~~~~~ ~~~ ~ PORALU MAR I NE TOTAL $41 950,00 5 034,00$ 46 984,00$ To be discussed #VALEUR I 2 000,00 $ 600,00 $ 6150,00 $ To be discussed Reference: RB-2901 2012 Tlllsonburg Rowing Club Our scope of supply is limited to the equipment and service specified in this o ffer Equipment I services not included : Warranty: The unloading of the material. The working permits The docks and gangway installation. The concrete blocks to anchor the gangway (if required). -2 (two) years against construction and material defects. -10 (ten) years for the composite decking covering cracking, warping and color fading. Provided the installation has been done by Poralu's instructions .. ...... .......... ...... .. PORALU MARINE The warranty will not apply and Poralu Marine will not be liable to the Buyer, Owners, Users or any other third party for any cost, expenses or damages including direct, indirect, incidental, consequential or punitive damages resulting from: -Negligence, missuse by the users in title or by any third party, alteration or" Acts of God" -Mooring to the docks, boats exceeding the size mentioned on the general layout: S-1 -Site conditions exceeding the design criteria listed in part B -Improper design or Installation of the anchoring : concrete base, H-Beams, .... Terms of payment : 30% 14 095,20 $ -30 % deposit 70% 32 888,80$ -70 % prior to material shipment and installation Terms of sale : date: Offer validity: One (1) month frome above date Property transfer of sold goods will become effective after complete payment of the agreed price. The sold goods will remain of the seller's property until complete payment. The seller reserves the right to charge interest on all late payments. The interest shall be paid at the rate of 2 % per month (24 % per year). When the duplicate of this offer Is signed, returned and received with the down payment, it will be processed as your purchase order and delivery schedule will be validated with customer Frank Tamasi Tillsonburg Rowing Club Remy Benols Sales & business dvpt PORALU MARINE Inc. date: FIXED SECTION SUPPORTED ~ 21.6m [70'-11"] 40') r co E1 o-• a> <0~ OPTION 2 : ( 40' + 40') ~-NOT CENTERED OPTION 3 : (30' + 40') -NOT CENTERED HALF -FLOATING GANGWAY ROWING DOCK #44 Line 9 South Hawkestone, Ontario, Canada LOL1 TO Sold To: Tillsonburg Rowing Club Sharon Puente Ordered Unit COMPLETE UNITS Description 1 ea 12' x 18'11" hdpe float frame 1 ea 12' x 30' hdpe float frame 1 ea 12' x 20' hdpe float frame 1 ea 12 'x 24' hdpefloat frame 10 ea male outside corners 8 ea female outside corners 2 ea female t hinges 1 ea delivery 10 ea connector pins Name: Date: Quote Jan-10 Terms Quote valid for 30 days 50% on Order 50% on shipment Tax Unit Price $ 3,500.00 $ 4,125.00 $ 3,500.00 $ 3,775.00 $ 45.00 $ 45.00 $ 17.90 $ 1,750.00 $ 7.00 sub total HST Total Amount $ 3,500.00 $ 4,125.00 $ 3,500.00 $ 3,775.00 I $ 450.00 I $ 360.00 I $ 35.80 $ 70.00 $ 15,815.80 $ 2,056.05 $ 17,871.85 Jason Gibbard Town of Tillson burg Dock I stairs torn rowing club This is a price to supply and build a 6' X 24' set of stairs leading down to the dock and a 6' X 24' ramp attached beside stairs The stairs will be edged out of pressure treated 6 X 6 and filled with gravel The stairs will be built into the ground the same as a retaining wall The ramp will be constructed with pressure treated 2 X 10 and covered with pressure treated 2 x 6 The option of aluminium decking can be offered for slip protection and vandalism for a extra cost Both the stairs and ramp will stop at waters edge and then attach to a two section floating dock that will allow for easy dock entrance at high water and low water periods. This section will be 16' out into the water and 12' wide to match stair and ramp width All material and labour Thank you Any questions or concerns please contact Dean Masson (519) 842-1220 Tax1 $18,465.00 Bill To Jason Gibbard Town of Tillsonburg Dock I stairs tom rowing club Description Amount Paid Amount Due $0.00 $20,865.45 Tax1 Sub Total HST Tax 13.00% on $18,465. Total Amount $18,465.00 $2,400.45 $20,865.45 99 Glendale Drive, Tillsonburg, Ontario N4G-5T6 Tel. 519-983-5653 QUOTE Lance Malcolm Date ft'v" Js!", ]()/101.) Address: Phone#: Amount -dy ""'vtf ei<.Jtft~tJ sc,! J~ C~;/J,,"J Ir~ij'~cJe,/ f)~,. J -CO tl'!f•" / f ,•Jf~/' A y·"-• v~ /14 J e -{; r s fa., r i ,. ra "'f -~r~ .J-ft,w-l:ela/'J .vc.~l~ lo 5i-~c.-/calf.J"' J -Fu. I'~~' ~ f'p v-r) ~...) lp$'-1-~o ,..,jJ lo .f/ ~ ,. , /: 'c:c/;0 , J u• 1-fl/ (,Jork. J'Aall ~e-clvrte. h, Mt.tfcA~xteeJ. &u;/J·i"j Code S(rtJ, La be I' 1-ll'alt,,'cJI.> .; 1'1000 ·--f£00CJ -f )-/..5. T ' U.S. I= Total= ------------~~~~~----------EJ<is/-lt\0, Waf KvO-Lt -----..; I -- --~----··-----_ 10/-------- ~-------sl-.ks -----··-