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120326 Council MIN
Town of Tillsonburg Minutes of Council Meeting Date: Monday March 26, 2012 6:00PM Council Chambers Chair: John Lessif MINUTES: Meeting for the Committee "Open Council" Review Access: e Public 0 Private MlNUTES Town of Tillsonburg Meeting for the Commi:ttee "Open Council" on Monday March 26; 2012 06:00PM ·Council Chambers Chair:· John· Lessif Orders of the Day: CALL TO ORDER The Meeting was called to order at 6:00PM 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 of the Council Meeting of March 26, 2012, be adopted. "Carried" CLOSED MEETING SESSION Resolution No. 2: Moved By: Councillor Rosehart 6 Seconded By: Councillor Getty AND RESOLVED THAT Town Council move into Closed Session, to consider matters relating to: Matters pertaining to the education or training of the members; Matters pertaining to a proposed or pending acquisition or disposition of land by the municipality or local board employees. "Carried" DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF Councillor Stephenson has declared a pecuniary interest in item 5. Tillsonburg Library Services Business Case. No other disclosures of pecuniary interest were declared. MINUTES & BUSINESS ARISING OUT OF THE MINUTES Minutes of the Meeting of March 12, 2013 [] Page 1 MINUTES: Meeting for the Committee "Open Council" Resolution No. 3: Moved By: Councillor Beres Seconded By: Councillor Klein AND RESOLVE THAT the Minutes of the Open Session Meeting of March 12, 2012, be approved. "Carried" INTRODUCTION Mayor Lessif introduced Amber Zimmer, the new Deputy Clerk for the Town of Tillsonburg. DELEGATIONS 1. Southwest Ontario Barn Quilt Trail Project lJ! Presented By: Patty Phelps, Curator, Annandale NHS & Mary Gladwin, Archivist, County of Oxford Archives Mary Gladwin, Archivist and Patty Phelps Curator, appeared before Council and reviewed the Barn Quilt Trail Project For further review visit www.tourismoxford.ca 2. Oxford Regional Labour Council -National Day of Mourning Activities Cfl Presented By: Broderick Carey Broderick Carey appeared before council and explained the event for the National Day of Mourning. INFORMATION ITEMS 3. Air Cadets Annual Tag Day Fundraiser ~ See proposed resolution below under RESOLUTIONS. COMMUNITY SERVICES 4. Report PRS 12-04. Kinsmen Annandale Parking Lot [) Presented By: Acting Director of Community Services Moved By: Councillor Beres Seconded By: Councillor Stephenson AND RESOLVED THAT the motion be separated and that the No Parking issue be removed from the resolution and addressed in a separate resolution. "Carried" Resolution No. 4: Moved By: Councillor Beres Seconded By: Councillor Klein AND RESOLVE THAT Council receive Report PRS 12-04 Kinsmen Annandale Diamonds Parking Lot; FURTHER RESOLVE THAT Council approve the construction of the proposed parking area. "Carried" Page 2 MINUTES: Meeting for the Committee "Open Council" Moved By: Councillor Beres Seconded By: Councillor Stephenson AND RESOLVED THAT Staff investigate the parking issue on the North and South side of Concession St as well as Parkwood Drive and bring back to Council a report accordingly and consult with EMS services for comment. "Carried" CHIEF ADMINISTRATIVE OFFICER 5. Tillsonburg Library Services Business Case ~· Town vs Oxford County Business Case.pdf Resolution No. 5: Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVE THAT Council receive Tillsonburg Library Service Business Case as information. "Carried" QUARTERLY REPORTS 6. FIN 12-017 Fourth Quarter 2011 Financial Results ~ 7. DCS 12-20 Fourth Quarter Report [] Presented By: Director of Development and Communication Services Resolution No. 6: Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVE THAT Council receives Report 12-20 Fourth Quarter Report-Development and Communication Services as information. "Carried" 8. PRS 12-03 Parks & Recreations Services Fourth Quarter Report Cfl Presented By: Acting Director of Community Services Resolution No. 7: Moved By: Councillor Beres Seconded By: Councillor Klein AND RESOLVE THAT Council receives Report PRS 12-03 Parks and Recreation Services Department fourth quarter report as information. "Carried" OPERATIONS 9. Operations Services Report OPS 12-04-Tender Results for Tender T2012-002-Sanders Street Reconstruction [) Presented By: Director of Operations Page 3 MINUTES: Meeting for the Committee "Open Council" Staff to investigate the sanitary line along Sanders Street to ensure the line continues through to the fair ground property in order to avoid future construction requirements. Resolution No. 8: Moved By: Councillor Beres Seconded By: Councillor Klein AND RESOLVE THAT Council receives Operations Services Report OPS 12-04 Tender Results for Tender T2012-002-Sanders Street Reconstruction for information purposes. FURTHER RESOLVE THAT "Tender T2012-002 be awarded to View Con Construction Ltd of Woodstock, ON at a cost of $159,555.61 subject to County of Oxford and MOE Approval. "Carried" DEVELOPMENT & COMMUNICATIONS 10 DCS 12 -08 Report-Lease of Airport Cafe [;} Presented By: Director of Development and Communication Services Staff to continue negotiations and provide an additional report for a term of up to three years or for the remainder of the council term. Resolution No. 9: Moved By: Councillor Rosehart Seconded By: Councillor Getty AND RESOLVE THAT Council receive Report DCS 12-08 Lease of Airport;, FURTHER RESOLVE THAT Council approve the lease renewal of the cafe in the Air Terminal Building to Michael Papaioannou subject to the terms and conditions contained in this report with and that a bylaw be brought forward in this regard for council consideration. "defeated" 11. Building and By-Law Services 2011 Annual Report 1:J Presented By: Director of Development and Communication Services Resolution No. 10: Moved By: Councillor Rosehart Seconded By: Councillor Getty AND RESOLVE THAT Council receives report DCS 12-07- Building and By-Law Services 2011 Annual Report as information. "Carried" 12. Report DCS 12-21 Development Charges Deferral ~ Presented By: Director of Development & Communications Services Resolution No. 11: Moved By: Councillor Getty Seconded By: Councillor Rose hart AND RESOLVE THAT Council receives Report 12-21 Development Consultation Update as information. FURTHER RESOLVE THAT an amendment to By-law 3361-a by-law to establish development Page4 MINUTES: Meeting for the Committee "Open Council" charges for the Corporation of the Town of Tillson burg be brought forward at a later date for Council consideration. "Carried" 13. DCS 12-17 Sign Variance for 43 Bidwell Street [) Presented By: Director of Development & Communication Services Resolution No. 12: Moved By: Councillor Getty Seconded By: Councillor Rosehart AND RESOLVE THAT Council receive Report DCS 12-17 Sign Variance; FURTHER RESOLVE THAT a variance to Sign By-Law 2976 be granted for the construction of a twelve (12) foot high ground sign located six (6) meters from the point of intersection of street lines at 43 Bidwell Street. "Carried" 14. DCS 12-22 Report -Approval of Contract for Airport Signage [Jl Presented By: Director of Development and Communication Services Resolution No. 13: Moved By: Councillor Stephenson Seconded By: Councillor Beres AND RESOLVE THAT Council receive Report DCS 12-22- Approval of Contract for Airport Signage; FURTHER RESOLVE THAT Council approve the contract for new airport signage with Brooks Signs Ltd at a price of $28,760 for the sign, and $3,000 for related costs for a total of $31,700 to be funded from 2011 project funds and 2012 expense reduction; AND FURTHER THAT the amount of $29,881 for the LED Display, be deferred until a funding source is secured. "Carried" FINANCE 15. FIN12-018 2011 Remuneration and Expenses CJ Presented By: Director of Finance Resolution No. 14: Moved By: Councillor Stephenson Seconded By: Councillor Beres AND RESOLVE THAT Council receives report FIN12-018 2011 Remuneration and Expenses as information. "Carried" 16. FIN12-022 Year-end Balance Sheet Review CJ Presented By: Director of Finance Resolution No. 15: Page 5 MINUTES: Meeting for the Committee "Open Council" Moved By: Councillor Beres Seconded By: Councillor Klein AND RESOLVE THAT Council receives report FIN12-022 Year-end Balance Sheet Review. FURTHER RESOLVE THAT the GST receivable in the amount of $170,596 be written off against the allowance. "Carried" 17. FIN12-021 Development Charges [] Presented By: Director of Finance Resolution No. 16: Moved By: Councillor Beres Seconded By: Councillor Klein AND RESOLVE THAT Council receives report FIN12-021 2012 Development Charges as information. "Carried" 18. FIN12-020 2012 Grant Request ~ Presented By: Director of Finance Resolution No. 17: Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVE THAT Council receives report FIN 12-020 2012 Grant Request as information; AND FURTHER RESOLVE THAT the Grant in the amount of $5,000 be given to the Multi Service Centre. "Carried" COMMITTEE MINUTES & REPORTS 19. Committees of Council Minutes L! NOTICE OF MOTION RESOLUTIONS Resolution No. 18: Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVED THAT the request from 153 Varnavair Squadron Royal Canadian Air Cadets, to conduct their annual Tag Days April 20-21, 2012, in the Town of Tillsonburg, be approved. "Carried" RESOLUTIONS RESULTING FROM CLOSED SESSION Resolution No. 19: Page 6 MINUTES: Meeting for the Committee "Open Council" Moved By: Councillor Getty Seconded By: Councillor Rosehart AND RESOLVE THAT Council receives the Agreement of Purchase and Sale for Quarter Town Line Road, formerly Wilcox Street; FURTHER RESOLVE THAT Council approve the sale of the former Wilcox Street as set out in the Agreement of Purchase and Sale. "Carried" BY-LAWS 20. By-Law 3588, To Authorize an Amending Agreement for the Provision of Police Services CJ Resolution No. 20: Moved By: Councillor Getty Seconded By: Councillor Rosehart AND RESOLVE THAT By-Law 3588, To Authorize an Amending Agreement for the Provision of Police Services, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3588, 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 3599, To Appoint a Deputy Clerk btl Resolution No. 21: Moved By: Councillor Getty Seconded By: Councillor Rosehart AND RESOLVE THAT By-Law 3599, To Appoint a Deputy Clerk, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3599, 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. "Carried" 22. By-Law 3598, To Amend Zoning By-Law 3295, Bridge Street West 1]1 Resolution No. 22: Moved By: Councillor Getty Seconded By: Councillor Rosehart AND RESOLVE THAT By-Law 3598, To Amend Zoning By-Law 3295, Bridge Street West, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3598, 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" 23. By-Law 3601. To amend By-Law 3509. to define the Membership of Boards & Committees By-Law 3601 amend 3509 Committees.pdf Resolution No. 23: Moved By: Councillor Getty Page 7 MINUTES: Meeting for the Committee "Open Council" Seconded By: Councillor Rosehart AND RESOLVE THAT By-Law 3601, To Amend By-Law 3509, to define the Membership of Boards & Committees, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3601, 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" 24. By-Law 3600, To Confirm the Proceedings of Council for the Meeting of March 26, 2012 ~ Resolution No. 24: Moved By: Councillor Getty Seconded By: Councillor Rosehart AND RESOLVE THAT By-Law 3600, To Confirm the Proceedings of the Council Meeting of March 26, 2012, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3600, 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 Approval Received: (1 of 1) Donna Wilson!Tillsonburg (Tuesday March 27, 2012 04:43PM) Town of Tillson burg Page 8 MINUTES: Meeting for the Committee "Open Council" Review Access: e Public 0 Private M:INUTES Town· of Tillson burg Meeting for the Committee "Open Council" on Monday March 12, 2012 06:00 PM Council Chambers Chair: John Lessif Orders of the Day: CALL TO ORDER The meeting was called to order at 6:28 PM 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 March 12, 2012, be adopted. "Carried" CLOSED MEETING SESSION Resolution No. 2: Moved By: Councillor Rosehart 5 Seconded By: Councillor Getty AND RESOLVED THAT Town Council move into Closed Session, to consider matters relating to: Matters pertaining to the education or training of the members; Matters pertaining to the security of the property of the municipality; Matters relating to personal matters about an identifiable individual, including municipal employees. "Carried" DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF MINUTES & BUSINESS ARISING OUT OF THE MINUTES Minutes of the Open Council Meeting of March 1, 2012. Gl 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 of March 1, 2012, be approved. "Carried" DELEGATIONS 1. Update Community Parks. Recreation & Cultural Strategic Master Plan c:J Presented By: Scott Mclean, Chair Quality of Life Committee Mr. Scott Mclean appeared before Council and gave an update on the Master Plan process. Staff to bring back a report in May on the process for the Parks and Recreation Ontario Playworks Accreditation PUBLIC MEETINGS 2. Application for Official Plan Amendment OP 10-09-7 and Zone Change ZN 7-10-6, E & E Mclaughlin Ltd. ~ Presented By: Ron Versteegen, City Planner Mr. Ron Versteegen, Woodstock City Planner, County of Oxford, appeared before Council and commented with respect to the attached applications and County Report. The Applicants, E & E Mclaughlin, were in attendance and Mr. Ewart Mclaughlin spoke to the history of the property and the application. He noted it will be assisted living housing with medical care on site and meals provided, it is not a nursing home. There was discussion regarding designating Bridge St as a one way street, staff to review options. Opportunity was given for comments and questions. No other persons appeared in support of, or in opposition to, the subject application. The following resolution was passed. Resolution No. 4: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT Council advise Oxford County Council that the Town supports the application to amend the Official Plan submitted byE & E Mclaughlin Ltd. to re-designate the subject lands from 'Entrepreneurial District' to 'Community Facility' to facilitate the development of a retirement residence, as the proposed amendment is generally in-keeping with the strategic initiatives and objectives of the Official Plan as it pertains to large institutional type development in the Town of Tillsonburg and is consistent with the Provincial Policy Statement. FURTHER RESOLVE THAT Council approve-in-principle the application byE & E Mclaughlin Ltd. to rezone the subject lands from 'Entrepreneurial Zone (EC)' and 'Special High Density Residential Zone (RH-1 )'to 'Special Major Institutional Zone' to facilitate the development of a retirement residence provided that the said zoning amendment includes those special provisions as outlined in Report No. 2012-47 as the said zone change maintains the intent Page 2 MINUTES: Meeting for the Committee "Open Council" and purpose of the Official Plan regarding community facility use. "Carried" Moved by: Deputy Mayor Renaud Seconded By: Councillor Getty AND RESOLVED THAT Council take a five minute recess. "Carried" Meeting was called back to order at 8:40 p.m. INFORMATION ITEMS 3. OSUM Conference & Trade Show C] 4. 2012 Senior Achievement Award Program ~ 5. Urban Forestry Proclamation ~ 6. City of Kingston Correspondence CJ QUARTERLY REPORTS 7. FIN12-017 Fourth Quarter 2011 Financial Results [) Presented By: Director of Finance Staff will meet to review options for financial reporting. Resolution No. 5: Moved By: Councillor Getty Seconded By: Councillor Rosehart AND RESOLVED THAT Council receives report FIN12-017 Fourth Quarter 2011 Financial Results as information. "Carried" 8. FIN12-016 Finance Fourth Quarter 2011 Results C1 Presented By: Director of Finance Resolution No. 6 Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVE THAT Council receives report FIN12-0016 Finance Fourth Quarter 2011 Results as information. "Carried" Page 3 MINUTES: Meeting for the Committee "Open Council" 9. OPS12-01-Operations Services-2011 Fourth Quarter Report [:J Presented By: Director of Operations Resolution No. 7 Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVE THAT Council receives Operations Services Report OPS12-01 -Operations Services -2011 Fourth Quarter Report for information purposes. "Carried" CHIEF ADMINISTRATIVE OFFICER Presented By: CAO 10. CAO 12-06 THI Market Valuation CA012-06 THI Market Valuation.pdf Council will be individually invited to attend THI Board meetings. Resolution No. 8 Moved By: Councillor Beres Seconded By: Councillor Klein Resolve that Council receives CA012-06 Tillsonburg Hydro Incorporated Market Valuation for information purposes. "Carried" FINANCE 11. FIN12-015 Development Charges Annual Statement [J Presented By: Director of Finance Staff to provide a current report regarding comparisons of municipal development charges with other municipalities as well as County Development charges. Resolution No. 9 Moved By: Councillor Beres Seconded By: Councillor Klein AND RESOLVE THAT Council receives report FIN12-015 Development Charges Annual Statement. FURTHER RESOLVE THAT the Director of Finance be directed to file the annual statement with the Minister of Municipal Affairs and Housing within 60 days after the statement has been received by Council. "Carried" 12. FIN12-014 Nautical Lands Over-Sizing Payment CJ Presented By: Director of Finance Resolution No. 10 Page 4 \ / MINUTES: Meeting for the Committee "Open Council" Moved By: Councillor Stephenson Seconded By: Councillor Beres AND RESOLVE THAT Council receives Report FIN12-014 Nautical Lands Over-Sizing Payment. FURTHER RESOLVE THAT it is the intention of Council that the Nautical Lands over-sizing payment will be specifically recovered in the next development charges study. "Carried" DEVELOPMENT & COMMUNICATIONS 13. Report DCS 12-18-Award of Cultural Funds [}I Presented By: Director of Development & Communication Services Resolution No. 11 Moved By: Councillor Stephenson Seconded By: Councillor Beres AND RESOLVE THAT Council receive Report DCS 12-18- Award of Cultural Funds FURTHER RESOLVE THAT the grants be awarded as follows: Theatre Tillson burg be awarded a grant in the amount of $1,500 for the replacement of their stage backdrops; The Festival of Music be awarded a grant in the amount of $1,500 for their July 1, 2012 event; The Country Christmas Festival be awarded a grant in the amount of $2,500 for their 2012 events; AND FURTHER RESOLVE THAT all disbursements be funded by the 2012 Economic Development budget. "Carried" OPERATIONS 14. Report OPS 12-02-Transfer Station User Fee Review Presented By: Director of Operations DOC030812.pdf Resolution No. 12 Moved By: Councillor Rosehart Seconded By: Councillor Getty AND RESOLVE THAT Council receive Report OPS 12-02- Transfer Station User Fee Review, as information. "Carried" 15. Report OPS 12-03 -Transfer Station Service Review Presented By: Director of Operations Page5 MINUTES: Meeting for the Committee "Open Council" DOC030812.pdf To become a feature of the quarterly report for the Operation department. Resolution No. 13 Moved By: Councillor Getty Seconded By: Councillor Rosehart AND RESOLVE THAT Council receive Report OPS 12-03- Transfer Station Service Review, as information. "Carried" 16. Tillsonburg Hydro Inc. By-Law 1A and 1 B Presented By: Director of Operations ~ DOC030812.pdf THI Draft Bylaw 1A.pdfTHI Draft By-law no 2 .pdf Resolution No. 14 Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVED THAT Council approve Tillsonburg Hydro Inc. By-Law 1A and By-Law 2A. "Carried" 17. Update on Solar Investment Presented By: Director of Operations Report To TH 1-UpdateOnSolarl nvestment_Mar8, 12_.pdf Resolution No. 15 Moved By: Councillor Beres Seconded By: Councillor Klein AND RESOLVED THAT Council receive Update on Solar Investment as information . "Carried" NOTICE OF MOTION 18. Amendment to Purchasing Policy 1]1 Resolution No. 16 Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVED THAT the Town ofTillsonburg amend it's purchasing policy; AND FURTHER THAT the Town enact the necessary change through by-law whereas the policy specifically precludes the purchase of any motorized equipment, Page 6 MINUTES: Meeting for the Committee "Open Council" apparatus, engines or vehicles manufactured, marketed or sold under the Caterpillar brand name. "Defeated" BY-LAWS 19. By-Law 3591. To amend By-Law 3295, Victoria Wood [3 Resolution No. 17 Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT By-Law 3591, To amend By-Law 3295, Victoria Wood, 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 3592, To Adopt a Planning Application Return Fee Policy CJ Resolution No. 18 Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT By-Law 3592, To Adopt a Planning Application Return Fee Policy, 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 3593, To Authorize an Assessment Rebate Program [) Resolution No. 19 Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein: AND RESOLVE THAT By-Law 3593, To Authorize an Assessment Rebate Program, 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" 22. By-Law 3597, To Confirm the Proceedings of Council, March 12. 2012. Cj Resolution No. 20 Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein: AND RESOLVE THAT By-Law 3597, To Confirm the Proceedings of the Council Meeting of March 12, 2012, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3597, 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" Page 7 MINUTES: Meeting for the Committee "Open Council" ITEMS OF PUBLIC INTEREST Concerns have been received from the public regarding our procurement policy. Staff to bring back suggested changes to the procurement policy, for RFQs, RFPs and tenders. ADJOURNMENT Moved By: Councillor Klein Seconded By: Councillor Rosehart AND RESOLVED THAT the meeting be adjourned at 9:50PM "Carried" Approval Received: (1 of 1) Donna Wilson/Tillsonburg (Tuesday March 13, 2012 04:44PM) Town of Tillson burg Page 8 Good evening, Mayor Lessif and members of Council: You may have recently noted articles about "barn quilts" in Oxford County, and like many people have wondered what in the heck is a "barn quilt". I hope they're not planning to put large coverlets over our lovely barns to make an artistic statement! My name is Mary Gladwin, I'm the Archivist for Oxford County and also the Chairperson for a five County group of Museums, Archives and Galleries that is spearheading this Barn Quilt Project; and no, we're not planning to cover the buildings and barns of Tillson burg and area; we're hoping to bring visitors to this area to travel our beautiful county, to spend time (and money) here, and to see some beautiful painted quilt blocks-or barn quilts as they're more popularly known. You'll recognize the person here with me-Patty Phelps, the Curator of Annandale National Historic Site, and the Coordinator of the Oxford County Barn Quilt Trail. 1 A barn quilt is not created of fabric but is actually a quilt block painted on an eight foot square wood surface and hung on the sides of barns or other farm buildings or on free standing posts close to historic sites and structures. The patterns often reflect traditional quilt blocks or are inspired by the history of the host farm and the surrounding community. Many of our project's quilt blocks will reflect stories of our early settlements and from the War of 1812, to commemorate its bicentennial beginning in 2012. The project was inspired by the popularity of barn quilts in the U.S. where many counties have sponsored barn quilt trails as a way to encourage tourism and commercial opportunities. In Ontario trails have been established at Wardsville and Temiskaming and there's another trail currently being created in the Windsor-Chatham area .. Visitors following the trail can access stories related to each quilt block, the farm and nearby attractions through smart phone technology and the barn quilt web site. In this part of southwestern Ontario, the five Counties of Middlesex, Elgin, Oxford, Norfolk and Brant have created a trail of over 100 barn quilts-the longest trail in Canada. Last summer, through the previously mentioned Museum, Archives, and Gallery Association, an application was made to the Sand Plains Community Development Fund for funding to create a series of trails through the five counties-a project that was announced at the Outdoor Farm Show on September 15th by M.P. David MacKenzie and that is now know as the Southwestern Ontario Barn Quilt Trails. Over the Fall and Winter months, we have all been busy, planning routes, contacting prospective barn quilt hosts, hiring consultants to fill in the gaps where all of us just don't have the time or expertise to do: organize the promotional work, create a website, and prepare articles and maps. All of our locations have been chosen, the quilt blocks designed, maps have been planned, the webpage is up and running, a student video contest is underway, promotional material is at the printers, and we're planning for a launch in mid-May. However, since Oxford's Barn Quilt Trail travels down the Culloden Road to Brownsville and Delmer and over to Tillson burg, we wanted you to be aware of what is happening. These barn quilts are amazing things-as mentioned they are not constructed of fabric, but instead painted on panels of wood-8' by 8'. Each one tells a story-about the community where it is located, standing barn quilts, we even need people to dig holes. If anyone here is interested in helping, please contact Patty at Annandale National Historic Site. 3 I'd like to remind you that there is no cost to the Township for this project; all of that is covered by our Sand Plains Foundation funding. The project should help to bring visitors to Southwest Oxford and will also encourage tourism and economic development to the area I think you'll agree that it's a wonderful opportunity. Thank you allowing us this opportunity to speak about this exciting project. Are there any questions? Southwestern Ontario Barn Quilt Trails Oxford County Trail 27/08/2014 Country Farm f The Right Hand of Friendship • #1 1 \ I • #8 • #10 • #12 Patch Log Cabin Envelope Motif Grist Mill 27/08/2014 Churn Dash • #9 Church Window • #11 Weathervane • #13 3 • #20 Wagon Tracks Southwestern Ontario Barn Quilt Trails Launch -May 13, 2012 SAND PLAINS C'-'111111111111)' [)r.!l'l>Jo;muut Fmul I;Aidl A• Jr!r.\•I~{'I"'JJ/Widi.S wii.YiiriJ,~ J•l PLAINES DE SABLE Thank you! 27/08/2014 5 Ms Donna Wilson Clerk Town of Tillson burg Dear Ms Wilson The Oxford Regional Labour Council is asking to be placed on the Agenda of the next Town Council meeting. The delegation from Labour Council will be asking the Town to consider the following for the National Day of Mourning activities April 28, 2012 1. Use of Clock Tower from approx. 11 :00 am to 11 :30 am 2. Lower Flag 3. Request the Mayor or his designate speak on behalf of the city Please confirm date and time of Town Council meeting Thank you for your time in this matter Sincerely, Broderick Carey Oxford Regional Labour Council Town ofTillsonburg Town Council; 153 Y~.J\.1TJU2{ 1Wya[ Canaaian .JI.ir Catfet Squatlron 1'.0. 1lOX 373 S'I'N :J.VUN 'I1££SO:N'B1J.'R{i, ONI'.JUUO N4(i 4!1{8 T.E..c: 519-842-3715 :F.7tX: 519-842-4945 The 153 V arn~vair Squadron Royal Canadian Air Cadets request permission to place our Squadron Cadets; in uniform, on town property at various locations for our Annual Tag. Day Fundraiser the weekend of April20-21,2012. This is our squadrons Annual Fundraiser. The funds raised through this event go towards the training expenses for our Organization. The Squadron consists of fifty-five boys and girls between the ages of twelve and eighteen from the Tillson burg and surrounding areas. Please call the Cadet office at: 519-842-3715-and leave a message with an evening contact number. Thank you for your time and consideration. k Linda Pitter Air Cadet League of Canada Sponsoring Committee Acting Chairperson 153 Varnavair RC(Air)CS SSC PRS 12-04 Kinsmen Annandale Diamonds Parking DATE: March l6th,2012 TO: Kelley Coulter, CAO FROM: Janet McCurdy, Acting Director of Community Services SUBJECT: KINSMEN ANNANDALE DIAMONDS PARKING RECOMMENDATIONS Resolve that Council receive report PRS 2012-04 Kinsmen Annandale Diamonds Parking Lot Further resolve that Council approve staff to construct a parking area to accommodate 70 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 and Parkwood Drive creating a narrow path on the road for emergency vehicles to pass and it has become a public safety concern. At the February 13th, 2012 Council meeting staff brought forward a report to decommission Kinsmen Annandale Diamond #1 and construct a parking area to accommodate 75-80 cars. Council directed staff to notify the residents of Annandale Subdivision and the Baseball groups regarding this proposal and that the Town of Tillson burg was ~"4DrdCountY._ r ~~owing stronger. .. together 0.1 NAD_1983_UTM_Zone_17N © County of Oxford "--_../ Kinsmen Annandale Parking Area March 20 2012 0 0.04 0.1 Kilometers I I March 20, 2012 1:1,502 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 -..._/' .... J _ ... -----.. ..,;'\ __ ,.,. r-.. ~-\ \ .;:............ \ ! \ .. · '\ \ l \ \ \ (~ t-, -~-) \ \ ,..-.-\ \ ;"'\J \ .... ' -·· \ \ \ /:.,:;. .. )' \. \ .... "1 • \ . ---· I \ ;· .\ \ .. \ \' pi. _____ ...l '--:--·-~~~ \ ~- Notes \ February 23, 2012 Dear Resident: Please be advised that the Town ofTillsonburg is considering changing the parking on the South side of Concession St E from Maple Lane to the End ofthe Street to a no parking zone. The Town is also considering removing diamond #1 from Kinsmen Annandale Diamonds and replacing this diamond with a parking area to accommodate parking for 80 to 100 vehicles. A diagram of the proposed parking area is attached for your review. If you have comments please send them to the undersigned by March 9, 2012. Thank-you for your consideration. Regards, Donna Wilson Clerk Town ofTillsonburg CORPORATE OFFICE 200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone# (519) 688-3009, Fax# (519) 842-9431 Web: www.town.tillsonburg.on.ca ) DelvayModel for L.lnry Services Business Case Library Services for the Town oflillsonburg TOWN LIBRARY SERVICE DELIVERY MODEL Town of Tillsonburg Ubrary Services Executive Summary: The Council of the Town ofTillsonburg requested a review of two library service delivery models: stand alone and Oxford County Library (OCL). The review focused on best-in-class practices within Library Services in Ontario: Governance, Collaboration, Plan of Service, Personnel, Collection Management, Information Services, Resources, Technology, Hours of Operation and Facilities. The physical facility or its location was not considered as part of the review. The Town ofTillsonburg has underfunded their Library services. The underfunding is observed in the physical interior of the library, the display of the collection and the absence of technological resources. The outcome has been a loss of patrons from all demographic groups. Another indicator of the quality of library services is the presence of mini- libraries in the community clubhouses of Hickory Hills and Baldwin Place. Additionally, the youth of the community have largely abandoned the library. It is important to recognize that the Town Library serves a vital role in economic development. Potential investors and newcomers to the community assess a variety of public services prior to making their final decision to invest and relocate of which Library Services are a key component. Tours were organized for the Ingersoll Library and the Woodstock Public Library. The Ingersoll Library is the largest urban library in the OCL system. The Woodstock Public Library was toured as an example of a vibrant local public library. Members of the Library Board and the Town Council attended the tours and visited the two facilities and the services offered. Based on the review of the service delivery models, the recommendation is to retain the Tillsonburg Library as a locally administered and publicly funded library. This recommendation does come with qualifiers. The current Council must accept the financial infusion that is necessary to return the library to a community hub. Further, the Council must be willing to hold the Library Board accountable for ensuring the investment does reach the 'floor of the library'. The Library Board must ensure that the operations of the library are overseen by a professional dynamic CEO who elevates the service delivery to the community. The Library CEO must be respectful of the Library Boards oversight of Library policies and be willing and able to implement the vision of the Library Board. Finally, all parties must endorse the governance structure and independence in library operations to ensure that the Library CEO can execute the service delivery model as defined by the Library Board and endorsed by the Town Council. TOWN OF TILLSONBURG LIBRARY SERVICES PAGE 2 Current Situation The Town of Tillsonburg Library Services is below an adequate level of service for a population that is approaching 16,000. The 2011 Town Levy was $248,000. The Library Services budget is slightly over $297,584 for the 2012 budget. Approaching 50% of all titles predate 2000. The DVD and CDROM collection is the result of public donations. As a result there is no focus on the collection. Public access workstations consist of 4 units with limited access to databases and tools from the internet. A dated piece of equipment serves to provide visually impaired individuals with service. Adult and youth programming is largely absent from library operations. A limited children's reading program is offered through the TD Readers program. The interior of the facility is dated and marginal. No student directed study area exists. The general sitting areas are old and tattered. The magazine and newspaper area lacks focus and is not part of the collection. The interior of the building including shelving, furnishings, and work areas have not been updated in decades. The Tillsonburg Library service model has suffered from years of underfunding. The state of the collection is witnessed in the explosion of the Inter-library loan program. Further, the staffing complement has not kept current on library services. TOWN OF TILLSONBURG LIBRARY SERVICES PAGE 4 Increase# of Programming Events -15% 3 months Internal Facilities enhancement-AODA 9 months Customer Service Delivery 12 months Cultural Vitality-Partnerships 8 months Stakeholders Stakeholders: Overview of Business Requirements Internal Staff Organization commitment to training and retention of training. Accountable for the execution of the Town library services. Professional development in current library service trends Library Board Understanding of Governance and collaboration with Council. Accountable for the definition of the Town library services and policies. Town Council Understanding of Governance and collaboration with Library Board. Accountable for the appointment of the Library Board and the taxation levy that support the delivery of library service. External Ratepayers Users of the service delivery model Cultural Partners (ie. Museum) Shared services and resources. Economic Development Key attractor for new settlement to community. Intra-County & Inter-County Resource sharing, Information Service partners TOIIWII OF TILLSONBURG LIBRARY SERVICES PAGE 6 Over the past decade library services in Ontario have undergone a significant shift. The proliferation of on-line databases has altered the user requirements and needs. Public libraries are shifting to be more of a community hub. The changing definition of the family unit has created an ever increasing need for: expanded programming services and a safe place for self-development. The growth in public access and a- resources through the internet has introduced a knowledge gap for the staff of many public libraries. A recent and telling example is the distribution of e-readers to many over the 2011 holiday season. The leadership and staff of many public libraries found themselves figuratively, and literally, running to keep ahead of the public demands in their service delivery model. The Southern Ontario Library Service (SOLS) Operations Plan for 2011-2012 is titled Stronger Libraries, Stronger Communities. They have four primary objectives: 1. Libraries will have equitable access to worldwide library collections and e-resources; 2. Libraries will provide services according to minimum standards; 3. Libraries will have well-informed and skilled staff; and 4. Libraries will have a mechanism for collaboration on the cost-effective acquisition and use of resources. Progressive communities understand that their public library is a critical component to their economic and cultural vitality. All demographic groups within a community have the potential to utilize traditional and non-traditional library services. The public library serves a pivotal role in information sharing and knowledge transfer. Tillsonburg is fortunate to have a sizeable industrial/commercial employment base. The community requires a library facility that can support the development of the employees in this sector, as well as the families of these employees. The youth (ages 13 -18) of the Town ofTillsonburg are currently underserved. The free and accessible space and services of a public library can have a profound impact on the development of a young person as they transition from youth to adulthood. Although the active card holders for the Town of Tillson burg library hover at close to 5,000 the number of youth appears very low. Elevated literacy rates and access to continuing education and post-secondary education will prepare the youth of Tillson burg for a future of opportunities. The Woodstock Public Library has experience significant growth in the youth users. Both formal and informal after school activities, are popular for the young residents of the city. The City of Woodstock library serves approaching1,800 clients per day. Tillsonburg and Woodstock remain the two library systems that are not part of the Oxford County Library (OCL) group. The service delivery model of OCL is expansive. Their strategic plan defines small, medium and large urban units. If Tillson burg joined the OCL group it would be grouped in the large urban unit with Ingersoll. TOWN OF TILLSONBURG LIBRARY SERVICES PAGE 8 22 workstations for internet, CD Rom and OPAC use Resource Sharing Limited outreach Readers advisory services Limited youth and adult Adult and children's programming based on programming. community need. Children's Programming -TD Summer Program Hours of Operation 60 60 Facilities Shelving dated inaccessible Invest in AODA shelving -cafe presentation Cosmetic interior upgrade Suggest 10,000 to 12,000 sq. Ft. 8,800 sq. Ft. ground floor Perfonnance Standards Element Tillson burg Oxford County Library Group (OCL) Service & Heavy reliance on Inter-library Part of a larger collection -users receive Collection Loan program. available items 3-5 business days No funding for popular title policy. Popular titles reordered when #of holds = 1 0 50% of collection predates 2000 Branch have an up to date collection with a minimum 20% published within last 5 years No formal annual assessment & Collection assessed and weeded once per year. weeding of collection. Each Material type in branches will be exchanged once per year 2% of collection non-print. At least 1 0% of collection non print formats No funding for large print Purchase one copy of all new popular fiction in program. the large print category 85% of adult; 15% of 67% adult; 33% youth~uvenile of material youth/juvenile unknown % 60-70% collection will be fiction collection fiction 6,000 circulations per year Generate 8,000 circulations per year 1 ,637 typical visits per week 50,000 visitors per year 31.9% (5, 112) cardholders 20-25% of residents registered borrowers 2010 Tillsonburg Data: Element Tillson burg Direct Circulation 137,516 #of Annual Programs 30 Annual Program Attendance 854 Population 16,000 Households 6,822 Active Cardholders 5,051 Volumes Reference (English language) 722 Titles Held 28,164 TOWN OF TILLSONBURG LIBRARY SERVICES PAGE 10 Impact & Description Tillson burg Oxford County Internal: Staff Elevated training and Participate in extensive education levels to provide training and education. substantially enhanced library services. Improve programming and Programming mandated at collection in the next 9 the County level. months. Hire a super user with Knowledge level of a super technology solutions. user with technology solutions. Library Board Complete a strategic plan Tillsonburg Board dissolved and execute. Advisory Board only Governance structure Governance structure retained. altered. Town Council Financially commit to Appoint one member to the enhance the library board. operations to increase levy to properly fund services. Support the strategic plan as No input into the strategic defined by the Local Library plan. Board. Endorse a plan for increased Immediate injection of funding to modernize the funding by Town of collection and improve the $300,000-collection interior space for all immediately replaced with demographic groups: County system. $275,000 over three years External: Ratepayers Endorse $75,000-$100,000 Absorb $300,000 increased increased spending for three levy in 2011. years. Enhanced service delivery Annual levy increases with and programming activities concern for consultation on must occur. service model. Cultural Partners Tillsonburg library must County structure engages engage. Economic Development Sell the asset in all branding Lose control to execute a and imaging publications local economic development TOWN OF TILLSONBURG LIBRARY SERVICES PAGE 12 The major risks attached to the service delivery models are below. Project Risk Assessment Town of Tillson burg Oxford County Probability Impact Probability Impact Development of Human Resource High High Low Low Professionalism & Knowledgebase Strategic Plan defined y Low Medium Low Low Financial support erodes in Yr 3 Medium High Low Low Willingness to pay erodes Low High Low Low Lost local control over programming Low Low High High and collection Volunteer fatigue High Medium High High The Human Resource professionalism and knowledgebase is referring to the current knowledge of existing staff. A gap in current library services exists with the Library staff. Improved professionalism may be a challenging aspect for the staff involved to embrace. Extensive training and education will be required to experience a sustained improvement in the level of library services for the Town. This risk is low for the Oxford County system. The second major risk is the Strategic Plan. Currently, the Town of Tillsonburg Library does not have a strategic plan. The absence of such a document makes it exceedingly difficult, bordering on impossible for the Library CEO to implement a 'shared vision' and plan for the library. This is particularly poignant with addressing staff development and the areas in need of staff development. The OCL system has a pre-existing Strategic Plan. The third major risk is the necessity of financial support. The Library has operated for a long time with a lack of financial resources. Under the Town of Tillson burg system, this would remain a medium to a high risk that all parties involved must be disciplined to address. If the OCL service model were adopted that risk would virtually disappear. The fourth risk surrounds the community's willingness to pay. Should the community members struggle to appreciate the need to adequately fund the library system, the Tillsonburg model is not a viable option. In contrast the OCL model will ensure that the finances are removed from the local ratepayers influence. The fifth risk centres on programming and collection definition. Despite the system with the Tillson burg model being modest, it is defined and controlled by the local community. In contrast under the OCL model, such is not the case. Under the OCL model, there will be limited input or voice into the local needs surrounding programming and collection definition. The final risk is that of volunteer fatigue. Tillsonburg, similar to many communities, is struggling with volunteer fatigue. Today the system does not fully leverage the use of existing volunteerism in the community. That would continue to be a risk. Further, under the OCL model, the risk of volunteer fatigue TOVVN OF TILLSONBURG LIBRARY SERVICES PAGE 14 ' J Quantitative Analysis-Financial Cost& .Benefit: Financial Element Tillsonburg OCL Comments Revenue Provincial 23,685 23,685 CAP 5,000 Tillsonburg never receive as a stand alone Other 46150 Total Revenue 69,835 28,685 Expense Wages & Benefits 253,700 230,745 Expect this line to increase substantially with either model. Supplies 5,600 30,000 Tillsonburg see significant increases in the three years. In year 1 $25,000 for painting, furnishings and shelving improvements. Equipment 17,300 19,000 Books & Publ. 60,000 40,000 Collection investment of $25,000 in year 1 and $50,000 in year 2 and $75,000 in year 3 is necessary to bring make the collection current. Insurance 420 1,500 Advertising/Promo 3,000 10,000 With the redevelopment of the library services, a major marketing campaign for the residents will be necessary -Year 1 $2,000 and Year 2 $3,000. Training 1,600 Staff training and education along with accountability will be necessary. A training budget of $10,000 is required in years 1 and 2. P&l (Polaris)_ 17,100 OCL Consortium 6,000 TOWN OF TILLSONBURG LIBRARY SERVICES PAGE 16 collection. Major local fundraising collection substantial collection. With campaign necessary to see replacement and OCL local definition of the immediate improvement to the rotating collection. collection will be eliminated. collection. lnfonnation Polaris system is a high calibre OCL utilize the OCL would provide Services & system in library the sector -Integrated Library enhanced software for the Technology Town staff has limitations with the System (ILS). collection management. use of the system. Town has Tillsonburg system is in $80,000 capital debt relating to place and integrated with the system. The system is new -the other town IT systems. concerns with the quality of the database (catalogu~ information. Shared Resources Shared resource opportunities Structure in place to OCL provides greater exist. Staff needs to establish share resources access to shared those resources and take across the system -services including local advantage of them. a bigger system with support. Tillsonburg can extensive resources tap into shared resources easily_ to have the benefrt. Hours & Facilities 51 hours per week-internal 60 hours per week -The physical structure 'cosmetic' changes must occur in would complete must have interior the immediate future (paint, cosmetic changes updating in the shelving, carpet etc.,).-larger immediately -larger immediate near future (6 space requirements in the 5 yr. space requirements months). horizon. in the 5 yr. horizon. TOWN OF TILLSONBURG LIBRARY SERVICES PAGE 18 \ ) \ ) Based on the analysis and the research the best alternative for the local community is to retain the Tillsonburg Library as a local library service delivery model. This recommendation comes with a qualifier. In order for the community to receive the library service model that it deserves all groups (Library Board, Town Council, and Staff) must be willing to be held accountable for ensuring that the necessary steps are taken to substantially alter the library services. Ultimately the success of the plan rests on a professional and well- educated Library CEO with strong leadership skills. Further, the success of the plan requires a highly committed Library Board who will exercise their governance mandate in ensuring the overall management of the library services. Finally, the Town Council must retain final oversight of the Library to ensure that the taxpayer's investment is being implemented with both the spirit and the design of the plan. Tough decisions will need to be made and all must be willing to accept that the project will take a minimum of three years of consistent investment of time and money to see through to fruition. Preliminary Tillsonburg Library Services Project Definition Year1 Year2 Year3 Staffing Redevelopment $10,000 $ 10,000 Collection Replacement $25,000 $ 50,000 $ 75,000 Building & Furnishing Upgrades $25,000 $ 25,000 Youth & Adult Programming $10,000 $ 10,000 $ 10,000 Advertising & Promotions $ 5,000 $ 5,000 $ 5,000 Other-Strategic Plan ~ 10,000 Total $75,000 $100,000 $100,000 Project Responsibility The project manager on this initiative is the Library C.E.O. in conjunction with the Library Board. Both parties must be supported in executing this three year plan. Proactive and fully public communications will need to occur so that all user groups understand the actions that will be taken. Project .Accountability The Project Sponsor is the Town Council. Town Council need to through their endorsement of the plan, ensure that regular updates are provided to the public. Further, Council, with the assistance of the Town CAO, must be vigilant in monitoring the project of the initiative to ensure that the funding being provided is directly supporting the works of those responsible for altering the Town Library Service Model. TOIIVN OF TJLLSONBURG LIBRARY SERVICES PAGE 20 TOWN OF TILLSONBURG LIBRARY SERVICES PAGE 22 FIN12-017 Fourth Quarter 2011 Financial Results DATE: TO: FROM: SUBJECT: March 12, 2012 Kelley Coulter, CAO Darrell Eddington, Director of Finance FOURTH QUARTER 2011 FINANCIAL RESULTS RECOMMENDATIONS "Resolve that Council receives report FIN12-017 Fourth Quarter 2011 Financial Results as information." PURPOSE To provide Council with the fourth quarter 2011 Town wide actual financial results. Major Financial Variances versus 2011 Budget For Q4 and 2011 year to date, the Town consolidated surplus including the Library is $251,440. The Finance Department continues to aim to improve the financial reporting tools for Council and the general public. The report 2011 Actual Variances -Q4.xls has been reorganized to provide a breakdown and explanation of significant departmental revenues and expenses. The first tab labeled -2011 Annual Net Levy -summarizes by department the 2011 annual budget raised from taxation (levy) vs. 2011 actual net levy. By department, one can quickly view what the actual departmental results are compared to the budget. The second tab -2011 Q4 YTD Summary -provides the explanation by department for the departmental net levy variances as identified in the first tab. The significant variances and explanations between actual year to date results as at December 31, 2011 and the 2011 annual budget are provided. Tabs 3 and 4 include more numerical detail on departmental revenue and expenditures. The third tab, 2011 Q4 YTD Rev, recasts the tab 2 revenue variances, highlights the revenue variances by the departments and further breaks down the major revenue line categories for some of the departments. The fourth tab, 2011 Q4 YTD Exp, recasts the tab liPage 2011-Quarter 4 2011 Operating & Capital YTD Variance Summary Budget Actual Variance SurDius Deficit YTD Budget YTD Budget YTD Budget YTD Actual YTD Actual YTD Actual Rev~~ue Exoen:~res Net!v Revenue Expenditures Net levy Revenue Expenditures Net levv Exolanations Council $ 10,000 $ 189,856 $ 179,856 $ 118 $ 209,780 $ 209,662 $ 9,882 $ 19,924 $ 29,806 Prtnclpall: !~9,300 over In Training costs as well as $13,300 In Employee and Protection 70,800 171,704 100,904 68,141 160,976 92,835 2,659 (10,728) (8,069) ~=~nA~~ally $13,600 under In Subcontractor Animal Control expense and Development &. Communication Services 181,600 806,087 624,487 182,613 793,182 610,569 (1,013) (12,905) (13,918) Prlnclpally ... ~~1,100 over In' ~~~~~~.bour~ ~,e to ~t,..~~t~atlng cost to Econ Economic Development 417,960 829,343 411,383 334,614 735,193 400,579 83,346 (94,150) (10,804) ~~c~~~ly$~;~;~g~~;rd~ ~Is~ ~xbpo~~a~~~ ~~;::e~~~~~~~~in~:~~::; z;m Finance 802,104 1,839,374 1,037,270 810,794 2,004,831 1,194,037 (8,690) 165,457 156,767 Principally $100,000 tax valuation allowance accrued for on pending n property tax sale, $78,556 tax adjustment accrued pertaining to a change In property's tax class from Industrial to commercial for tax years 2009 to 2011; one time grant to the Library of $53,200 and offsetting net Pollee 424,800 3,417,946 2,993,146 437,388 3,303,336 2,865,947 (12,588) (114,610) (127,199) ~~~~~lpally $122,000 additional Provincial Services Usage credit pertaining to Fire 292,640 1,206,538 913,898 346,563 1,097,920 751,357 (53,923) (108,618) (162,541) Principally Net Revenue over$ 53,900 ($36,700 is program revenue, $10,400 False Alarms revenue) and Net labour is under $118,700 (DFC and Airport 259,630 324,862 65,232 313,576 400,760 87,184 (53,946) 75,898 21,952 Principally $13,900 under in Landscape Revenue (Tree removal), $12,900 over,~n7 N7e~:u:~:ales revenue, $5,800 over In HLW and $8,500 over in Mise Cemetery 158,040 251,169 93,129 166,980 235,770 68,790 (8,940) (15,399) (24,339) I~T~ncipally,$!,~·800 under labour costs and $11,300 over In Mise Revenue Ubrary 146,273 395,174 248,901 171,537 420,438 248,901 (25,264) 25,264 0 Principally $63,300 under in Net Revenues, $10,200 under in all other Net E~~~ndltures and a one time grant of $53,168 from the Town to offset the Parks & Recreation 1,648,824 4,412,009 2,763,185 1,573,608 4,345,226 2,771,618 75,216 (66,783) 8,433 Principally $75,200 under In Net Revenue (Arena -$29,200, Aquatics - $27,700, Youth-$43,900 and $39,800 over In Donation Revenue (It's For Everyone)), $121,400 under in Net Labour, $1,900 over In net expenditures, $14,800 over In Trans Canada Trail Project, $37,400 over In Roads 979,437 3,512,224 2,532,787 937,929 3,249,078 2,311,149 41,508 (263,146) (221,638) Principally $75,000 under In Net Labour costs, $11,800 under In Supplies, $35,200 over In HLW, $55,900 over in Fleet Charges, $92,500 under In Subcontractor Exp; Capital Projects: $7,100 under on Public Works Garage doors replacement, and $124,900 under on Quarter line Rd-Esseltlne to Solid waste 282,805 438,951 156,146 267,728 359,374 91,646 15,077 (79,577) (64,500) Principally $10,900 under in labour costs, $33,300 under In Fleet Charges, $27,400 under In Subcon Exp, and $7,000 over in Net Bag Tag revenue Building 222,400 306,170 83,770 195,283 305,935 110,652 27,117 (235) 26,882 P~~cipally $26,900 under In Permit Revenue, $15,500 over In FT labour and Operations Admin 125,000 100,904 (24,096) 68,359 73,877 5,518 56,641 (27,027) 29,614 Prl~c!e_ally $56,6?~under in Reven~e.:;:~illsonburg Levy under $31:6~~· Engineering 138,300 194,212 55,912 92,373 180,462 88,089 45,927 (13,750) 32,177 Princt~;,~~y $45,900 under In Net Revenues, $10,500 under In net Fe t 00 7 0 7 9 7 9 9064 0 B 4 7 60S Taxation re u1rement: Deficit Sur us 187 sao 438 939 251 440 axiiffolf""R""equ•re~•ng----.::rti'"rary IJe ICI : Deficit/(Surplus) $ 1251 440 C:\OOCUME .. l \dewilson\LOCALS .. l \Temp\notes04874C\2011 Actual variances· Q4 3/22/2012 Development and Communication Services 2012 DCS -2012 -20 Fourth Quarter Report DATE: March 13, 2012 TO: Kelley Coulter, Chief Administrative Officer FROM: David Samis, Director of Development and Communication Services SUBJECT: FOURTH QUARTER REPORT DEVELOPMENT AND COMMUNICATION SERVICES RECOMMENDATIONS "Resolve that Council receives report 2012-20 Fourth Quarter Report - Development and Communication Services. Further resolve that Council receive this report for information purposes." PURPOSE This report spans the period from January 1, 2011 to December 30, 2011 for the Department of Development and Communication Services. 2011 Business Plan-Objectives by Year The following is the current directions and goals of each business area in the Department of Development and Communications Services. l!Page Development and Communication Services 2012 \,~-------------------------------'----;- Economic Development-Airport -Tourism 2011 Goals/Objectives Support Development of Key Sectors Increase Business Retention Efforts Participation in Regional Groups/ Alliances Support Development of New Cultural Activities Tourism and Culture Strategy Cluster Strategy and Airport Marketing Broadband Initiative Oxford Manufacturing Innovation Network Partnership Broadband Project Status Target Date Status Q2 Done Q4 Q4 Q4 Q4 Q4 Q4-2012 Q3 Q4-2012 Q2 andQ3 Done and Q4-2012 Q3 2012 Q3 2012 Q1 Done • Marketing stage -contracts completed -ongoing efforts to gain customers; • Network completion March 2012; • Website developed and maintained; • Intelligent communities concept developed; and • 2012 efforts to extend to next phase of community stakeholders. Major Financial Variances versus 2011 Budget The Development and Communication Services department financial results are discussed below: Development $11,100 over budget due to not allocating labour costs to Economic Development. Under budget in IT in the equipment maintenance budget by $26,900. 31Page PRS12-03 Report Parks&. Recreation Services DATE: February 29th,2012 TO: Kelley Coulter CAO FROM: Janet McCurdy, Acting Director of Community Services SUBJECT: 4TH QUARTER REPORT 2011- COMMUNITY SERVICES RECOMMENDATIONS "Resolve that Council receives report PRS12-03 Report Parks and Recreation Services Department fourth quarter report. Further resolve that Council receive for information purposes." PURPOSE The purpose of this report is to present from October 1st to December 31st, the fourth quarter financial and operational results of the Parks and Recreation Services Department are within the 2011 business Plan 2011 Business Plan Section 5 -Current Directions & Goals Item Target Status Roll out of Masterplan The committee has had informal Approved Key Elements Ql-4 presentations at the Library, Lake Lisgar Waterpark and the Senior Centre. Formal presentations were given to Ball Users, Ice Users ,Soccer Club's annual general meeting Hickory Hills, Baldwin Place ,Service Clubs, Glendale High School Key Club and a Community Open House. Report to Council March 2012 Increase ACR Utilization & Ql-4 Knowledge base has been populated with Knowledge Base for Dept current community services information. Training on ACR reports is ongoing . Weekly scheduled reports are being generated and sent to Managers. Sale or lease of TSEC-Assign Q2-4 The Special Events was closed for the month Staff to Work with Community of December 2011 resulting in an 8,780 Groups to relocate events to savings in utilities to budget. TCC & assist in transition (120 hr estimate] liPage Annandale National Historic Site The museum experienced an active and highly successful fourth quarter resulting in an overall increase in attendance. Factors and events during this quarter that helped the museum exceed its goals included the partnership with the Military History Club to plan and host Week of Remembrance events, which included a "Boot Camp" for grade 5 students on the museums lawn. Classes from Maple Lane Public School in Tillsonburg and Courtland Public School attended this event with over 100 students, teachers and parents participating. Two other evening events were also hosted as part of the Week of Remembrance activities. The Christmas season at the museum was equally as busy with all three floors of Annandale House decorated by community volunteers with 50 school class visitis and 3 adult groups. Museum Attendance 4th 3rd 3rd 4th Year To Year To Quarter Quarter Quarter Quarter Date Date Attendance Attendance Attendance Attendance Attendance Attendance 2010 2011 2010 2011 2010 2011 2,249 3,022 2,749 3109 7,641 8,784 Parks/Facilities /Halls & Meeting Room Rentals The Trans Canada trail was completed in October and an official grand opening will be planned for the spring of 2012. The overall facility rentals at the TCC saw a slight increase in booking times due to the following new rentals: Treasure Hunters Roadshow Coroporate meetings/workshops/Interviews Hospital Foundation Big Squeeze fundraiser and 2 bridal shows 2011 TILLSONBURG SPORTS HALL OF FAME INDUCTION CEREMONY The sixth biannual Tillsonburg Sports Hall of Fame Induction Ceremony was held October 16th, 2011. The Volunteer selection Committee for the event consisted of Brian O'Rourke, Jim Livermore, Donna Scanlan, Don Baxter and Ron Becht. Two teams, three individuals, two coaches and three community sport builders were inducted. 250 people were in attendance to recognize and honour local atheletes and builders. 31Page OPS12-04 Report-Tender Results for Sanders Street Reconstruction DATE: March 25, 2012 TO: Kelley Coulter, CAO FROM: S.T.Lund, P.Eng., Director of Operations SUBJECT: TENDER RESULTS FOR TENDER T2012-002 SANDERS STREET RECONSTRUCTION-HARDY AVENUE TO FAIRGROUND RECOMMENDATIONS "Resolve that Council receives Operations Services Report OPS12-04 Tender Results for Tender T2012-002-Sanders Street Reconstruction for information purposes. Further resolve that "Tender T2012-002 be awarded to View Con Construction Ltd of Woodstock, ON at a cost of $159,555.61 subject to County of Oxford and MOE Approval". PURPOSE To award tender T2012-002 Sanders Street Reconstruction. HISTORY & DISCUSSION The project includes reconstruction of the watermain, sanitary sewer, road, sidewalk replacement and boulevard restoration. This project is planned in the 2012 County of Oxford Capital budget. The budgeted cost for this project is $195,000.00 and is primarily funded through water and sanitary sewer rates. The tender was advertized on the Tillsonburg website, Tillsonburg News and the Daily Commercial News. II Page Development and Communication Services 2012 DCS 12 -08 Report -Lease of Airport Cafe DATE: MARCH 26, 2012 TO: KELLEY COULTER, CAO FROM: DAVID SAMIS, DIRECTOR OF DEVELOPMENT & COMMUNICATIONS SERVICES SUBJECT: LEASE OF AIRPORT CAFE RECOMMENDATION "RESOLVE THAT Council receive Report DCS 12-08 Lease of Airport; and, FURTHER RESOLVE THAT Council approve the lease renewal of the cafe in the Air \ Terminal Building to Michael Papaioannou subject to the terms and conditions J contained in this report and that a bylaw be brought forward in this regard" PURPOSE 1. The purpose of this report is to seek Council approval to renew the lease as per the resolution below exercising the option -of the cafe in the air terminal building at the Tillsonburg Regional Airport to Michael Papaioannou for the operation of a cafe. HISTORY & DISCUSSION 2. On May 9, 2011, Council approved the following resolution: "Resolve that Council receives report DC$11-13 Lease of Airport Kitchen; and, Further resolve that Council approve the lease of the kitchen and adjacent seating area in the Air Terminal Building to Michael Papaioannou and Robert Parris for the period of May 7 to October 31, 2011 with a one year option at the Town's discretion and at a price of $30 per operating day, plus Harmonized Sales Tax (H.S. T.), subject to the terms and conditions contained in this report including the lease of a suitable kitchen grill/stove, and that a bylaw be brought forward in this regard" 3. Subsequent to this, food service was provided by Mr. Papaioannou at the airport between June and October 2011. Overall, the food service was very well received and this resulted in a significant increase in weekend traffic, both aviation related as well as the general public, and fuel sales. Development and Communication Services 2012 10.In spite of these issues, Mr. Papaioannou has indicated that he would like to renew the lease as he is interested in remaining as the cafe operator for 2012 as he sees this as a growing venture. Mr. Papaioannou has indicated that the lack of airport sign/display will continue to hamper his operations until such time as both are available. 11.Mr. Papaioannou has indicated to assist in making his business a viable enterprise at the airport, he has requested that the Town consider the below: a. Reduction of the daily rental rate from $30 per day to $0 per day; b. Mr. Papaiannou and his staff prepare food at the airport, such as sandwiches and soup and it is sold by airport staff during the months of April and November to extend the operational season. 12. If the 2012 year appears to be successful based on the signage installation and increased marketing and event activity at the airport, staff will be proceeding to negotiate with the proponent in September of 2012 to extend the lease and start increasing the length of tenure to a longer season to capture the growing prosperity and activity of the airport. 13. In receiving the information from the proponent, staff undertook some research and found the following: a. With respect to reducing the daily rental fee to $0 per day, research of competing airport cafes has indicated that these facilities are most often charged no or minimal fees. For example, the Collingwood Airport charges a rental fee of $25/month. b. The Hanover airport just started charging $200/month; however, the new operator in Hanover is using the kitchen as a base for their catering operation and attracts a lot of air traffic. This is possible as their kitchen/terminal is much larger than the Tillson burg facility. Additionally, this fee is forgiven if the tenant meets a minimum number of event rentals per month. Prior to renting to a catering company, the Hanover airport did not charge any rent to the cafe operator. c. Both the Collingwood and Hanover airport restaurants have been in operation for many years and are well established in the community. d. The Wiarton airport charge their operator a fee of $7.14 per day. 14.The low or no rental fee is based on the fact that having a cafe is significant attraction and that many airports do not offer and they provide many benefits to the airport host including increased revenues in other areas, i.e. fuel and concession sales. 15.Eiiminating the nominal rental fee would provide the operator with slightly lower operating costs and enable a higher probability of the operator realizing a profit. The waiving of the rental fee would have minimal or no impact on the airport budget as \ i Development and Communication Services 2012 q. Regulation Compliance & Legislation -Lessee shall operate in accordance with all applicable law r. WSIB coverage s. WHMIS Requirements t. Insurance -$2,000,000 required u. Loss or Damages -Lessee responsible for monitor inventory v. Damage Claims-Lessee responsible for all damages w. Indemnification x. Emergency Telephone Number y. Town not Employer z. Non-Transferrable aa. Character and Employment of Workers bb. Termination of the Contract for Cause cc. Termination for Convenience -By either party upon 60 days notice dd.Interpretation & Force Majeure. 21.Based on the above analysis and in order to maintain the attractiveness of the airport for both aviation and non-aviation visitors, staff are recommending that the Town enter into an operations agreement with the proponent (Mr. Papaioannou) for the operation of the airport cafe. FINANCIAL IMPACT 22.The expected decrease in revenue will be approximately $1,500, however staff believe that this loss in revenue will be mitigated by increased activity to the airport. CONSULTATION/COMMUNICATION 23. None. ALTERNATIVES 24.There is one alternative to the recommended motion: a. Council could choose to direct staff to go out to tender on this opportunity Staff do not recommend this alternative as we have tendered the opportunity for two consecutive years (2010 & 2011) with only one response each year. Mr. Papaioannou is the first operator to express an interest in continuing the operation of the cafe. As he has established a good reputation for the cafe, staff would be concerned of seeking a new operator that may not offer the same quality of service, which would alienate our current customer base. Development and Communication Services 2012 DCS 12-07-Building and By-Law Services 2011 Annual Report DATE: February 28, 2012 TO: David Samis, Director of Development and Communication FROM: GenoA. Vanhaelewyn, Chief Building Official SUBJECT: BUILDING AND BY-LAW SERVICES 2011 ANNUAL REPORT RECOMMENDATIONS "Resolve that Council receives report DCS 12-07-Building and By-Law Services 2011 Annual Report." PURPOSE To report on 2011 activity. HISTORY & DISCUSSION Total Permits Issued Total Construction Value Total Permit Revenue 319 $17,967,077 $193,050.20 2011 -Permit Class Comparison Single Other Family Residential Institutional Commercial Dwellings Permits 42 206 5 52 Issued Estimated 7,122,237 6,713,598 117,867 1,248,735 Value Industrial 14 2,764,640 Development and Communication Services 2012 \ 2011 -MAJOR PROJECTS • Nautical Lands -64 Unit, 4 Storey Building -35 Westtown Line • Magna/Siemans Renovations - 1 Clearview • Rooftop Solar Panels -105 Spruce • Mill Pond Estates -SFD's • Park Place -SFD's • Pro-Oil -593 Broadway 2011 -Building & By-Law Activity Output Measures-Quantity 2007 2008 2009 2010 2011 Actual Actual Actual Actual Actual Building Inspections Completed -1,500 1,298 1,247 1,201 Parking Tickets Issued 579 759 943 840 904 Animal Tags Cats 324 569 601 788 755 Issued Dogs 761 1 014 1,219 1,637 1,615 Enforcement -Parking, Noise, 49 92 102 115 151 Complaints and Garbage Taxi J:urrences Property Stds, Zoning, Clean 210 214 200 214 193 Yard, Sign, Fence, etc. Animal Control ---320 403 FINANCIAL IMPACT /FUNDING SOURCE Building Services revenues and construction values increased in 2011 in spite of the global economic climate. Reports from finance indicate that Building Services Revenue decreased by expectations of $107,652.25 for 2011. The lower than anticipated revenue in 2011 was the main factor for this loss and is due to the following reasons: Fewer SFD permits issued than anticipated. Lower than expected activity in the commercial and institutional sectors. Permit applicants providing/reporting lower than actual values for construction projects. -Staff spending time on conciliatory activities in enforcement. It is projected that 2012 activity will continue to gradually increase, however, there are no major increases expected in any particular sector at this time. In spite of the economic prospects for early 2012, building and planning pre-consultations have increased from 2011 activities. Development and Communication Services 2012 DCS -12-21 Development Consultation Update DATE: March 19, 2012 TO: Kelley Coulter, Chief Administrative Officer FROM: David Samis, Director of Development and Communication Services SUBJECT: DEVELOPMENT CONSULATION UPDATE RECOMMENDATIONS "Resolve that Council receives report 2012-21Development Consultation Update. Further resolve that Council receive this report for information purposes. Further resolve that Council direct Staff to bring back a report outlining the recommendations for an amendment to By-law 3361 - a by-law to establish development charges for the Corporation of the Town of Tillsonburg." PURPOSE This report contains an outline of the results of consultations that have occurred with members of the development community. This report holds a recommendation to defer the Tillsonburg Development Charges for model homes until occupancy is issued by the Chief Building Official for up to four single detached residential dwellings. HISTORY AND DISCUSSION In January of 2011; staff within the Department of Development and Communication Services started to implement a number of changes to the development process via reduced fees, new processes and streamlining. For review of Council the changes are listed below: liPage \ ) Development and Communication Services 2012 SINGLE FAMILY DWELLING PERMIT Standard Proposed Permit and Model Home Size-1800 sq.ft Development Development Estimated Value of Const. -$180,000 Charge Charges Deferral Building Permit Fees $1,955.00 $1,955.00 Tillsonburg Development Charges $6,064.00 Payment Deferred to Occuoancv Tillsonburg Levy (now deleted) N/A N/A Oxford County Development Charges $11,162.00 $11,162.00 Total Due Upon Permit Issuance $19,181.00 $13,117.00 Staff are expecting the Development Industry Forum to be a bi-annual event to get individuals from this sector together to voice concerns, help improve processes and provided a coordinated avenue to undertake consultation. Staff envision the municipality fostering this group in the short-term, but in the long-term this would be an industry focused and lead group -with the municipality acting in a partnership role. CONSULTATION During this time staff consulted with the Development Committee in the Fall of 2011; undertaking a review and comparison of building permit fees and development charges for various communities in south-western Ontario. Further staff also discussed the 2012 Business Plan Objectives with the Development Committee in late 2011 and ultimately the objectives were approved by Council in 2012. FINANCIAL IMPACT /FUNDING SOURCE No impact, the Tillsonburg development charge fees would be collected at a later date at the time of occupancy. CONCLUSION Staff are providing this report for information purposes and are recommending that Council direct staff to bring back a report to amend by-law 3361. Completed by: David Samis, Director of Development and Communication Services Geno Vanhaeleywn, Chief Building Official Authored: March 19, 2012 31Page Development and Communication Services 2012 DCS 12-17-Sign Variance-Ostrander's Funeral Home Ltd. -43 Bidwell Street DATE: March 12, 2012 TO: David Samis, Director of Development and Communication FROM: GenoA. Vanhaelewyn, Chief Building Official SUBJECT: SIGN VARIANCE-43 BIDWELL RECOMMENDATIONS "Resolve that Council receive report DCS 12-17 and that a variance to Sign By-Law 2976 be granted for the construction of a twelve (12) foot high ground sign located six (6) meters from the point of intersection of street lines at 43 Bidwell Street." PURPOSE The purpose of this report is to provide Council with an overview of the request for a sign variance for 43 Bidwell Street. HISTORY & DISCUSSION Building Services received a sign permit application from Excellent Signs for Ostrander's Funeral Home Ltd. located at the above noted address. A review of the application revealed that the proposed sign and location would not comply with Sign By-Law 2976 and therefore could not be issued. This information was provided to the applicant and subsequently the owner requested that the sign and the proposed location be considered for a variance to the Sign By-Law. A letter from the owner (Reg Butcher) along with the proposed signage outlining the request has been attached to this report. The owner proposes to construct a 12 foot high ground sign near the corner of Bidwell and Baldwin as indicated on the attached drawings. Development and Communication Services 2012 PREPARED BY: Geno Vanhaelewyn, Chief Building Official APPROVED BY: David Samis, Director of Development & Communication Services COMPLETION DATE: March 12, 2012 Development and Communication Services 2012 DCS 12-17-Sign Variance-Ostrander's Funeral Home Ltd. -43 Bidwell Street DATE: March 12, 2012 TO: David Samis, Director of Development and Communication FROM: GenoA. Vanhaelewyn, Chief Building Official SUBJECT: SIGN VARIANCE -43 BIDWELL RECOMMENDATIONS "Resolve that Council receive report DCS 12-17 and that a variance to Sign By-Law 2976 be granted for the construction of a twelve (12) foot high ground sign located six (6) meters from the point of intersection of street lines at 43 Bidwell Street." PURPOSE The purpose of this report is to provide Council with an overview of the request for a sign variance for 43 Bidwell Street. HISTORY & DISCUSSION Building Services received a sign permit application from Excellent Signs for Ostrander's Funeral Home Ltd. located at the above noted address. A review of the application revealed that the proposed sign and location would not comply with Sign By-Law 2976 and therefore could not be issued. This information was provided to the applicant and subsequently the owner requested that the sign and the proposed location be considered for a variance to the Sign By-Law. A letter from the owner (Reg Butcher) along with the proposed signage outlining the request has been attached to this report. The owner proposes to construct a 12 foot high ground sign near the corner of Bidwell and Baldwin as indicated on the attached drawings. Development and Communication Services 2012 PREPARED BY: Geno Vanhaelewyn, Chief Building Official APPROVED BY: David Samis, Director of Development & Communication Services COMPLETION DATE: March 12, 2012 / ) Ostrander's Funera[ Home Ltd. 43 Bid:weCC Street, TiCCson6u.rg, Onta.rio N4G 3T6 519-842-5221 Fax 519-842-7145 www. ostraru!ersfu.nera[fiome. com Mayor John Lessif.and members of Council: RE(;EIVED BUILDING DEPT. MAR 0 1 ZU12 BY:. 1 am writing to you in order to make you aware that we are proposiMg to erecta·sign on our property in order to comply with the new Funeral Services and Cemeteries Act that will come into. effect.July 1, 2012. Under the new act all funeral homes must havesignagethat must iridicatewho is the legC)I owner of the funeral home establishment. This signage regulation change is to ensure that for those firms who own multiple locations within a 100km radius, clients will be able to identify who they are dealingwith and who ownsthe funeral horries. This is to. ensure that farnilies are aware when they are price shoppingth<Jt theywill,be able to compare prites fairly from funeral home to funeral home. · Our present signage above the buildingfrontage only indi.cates th<1t this building is the locati.on of Ostrander's Funeral Home, and does not comply with the new ACt In order to comply with the new Act We. are proposir)ga sign age of 12 feet on our property. The measurements of the proposed signage and location overview areenCios.ed. · · · After consulting with Geno Vanhaelewyn frorn.your·cqrporate office he advised me that under the present by-law WE:! are only able to erect either a 7 foot sign or a 16 footsign. In our proposed sign age we want to in~;:orp6rate an LED Message Boa~d System that will show tiiJle and date for the present. In future we may request of family'sto permit us tb display dientnames, and days ofvisitation and services based on the declining circulation numbers ofthe'Tillsonburg NeWs, and the London Free Press. This could be another way of indicating to our community which family's we are looking after for funeral arrangements. The 7 foot signage will not allow room for us to incorporate the LED message board we want. The 16 fopt signage will appear far too tall for our property (over kill in size), and esthetically will not suitthe image of our funeral home. Therefore, I am asking Council to consider allowing a variance to the present·b'yclaw in order to allow us to erect a 12 foot sign as per our enclosed diagrams. We have staked out the location ofthe proposed sign, and I have worked with Excell.ent Signs to ensure that according to our site plan, and line of site requirements that members of Council and Geno are able to observe where our sign would be located. Your attention to our request is greatly appreciated. Should you have any further concerns, I Will be back in the country on Tuesday, March 13, 2012. Sincerely, Reg Butcher/ owner Cc: Geno Vanhaelewyn, Mark Renaud, Dave Beres, Mel Getty, Marty Klein, Chris Rosehart, Brian Stephenson A~l ARTWORK RE'IU,INS T!-lE PROPERTY :IF EXCf.lLENT SIGJ.lt> & Dt~ri.JI.Y~ INC ~~(>~~;-~~~~~ lNC .. 4 0 .. ,~~~---'"CC'.·' ,, _,,., e,, • •• • PHOTO RENDERINGS SHOWING SIGN ILLUSTRATED IN SKETCH F527 SKOl MAR -1 2012 PER ALL ARTWORK RCUAI~S THE PROPERTY OF E.XCELLl:NT ::!!Gilt.~ OI~Pt..AY!I INC ~ICifox!;~~~~~t INc;:· 4 0 J -~c_::___.-_::::c: , , , ,, . I <" 01" 0 le 0 PHONE:1..S19-681-5492 I FAX: 1-519-681-3856 P.O./W.O.# PHOTO RENDERINGS SHOWING SIGN ILLUSTRATED IN SKETCH F527 SK02 MAR -1 2012 p~tq \ ) Development and Communication Services 2012 DCS 12 -22 Report -Approval of Contract for Airport Sign age DATE: MARCH 26, 2012 TO: KELLEY COULTER, CAO FROM: DAVID SAMIS, DIRECTOR OF DEVELOPMENT & COMMUNICATION SERVICES SUBJECT: APPROVAL OF CONTRACT FOR AIRPORT SIGNAGE RECOMMENDATION "RESOLVE THAT Council receive Report DCS 12-22-Approval of Contract for Airport Signage; That Council approve the contract for new airport signage with Brooks Signs Ltd at a price of $28,760 for the sign, $29,881 for the three line LED Display, and $3,000 in related costs for a total of approximately $61,641; and, That the purchase of the three line LED Display in the amount of $29,881 be deferred until such time as alternative funding is secured." PURPOSE 1. The purpose of this report is to bring back the contract between the Town of Tillsonburg and Brooks Signs Ltd for the installation of new airport signage as indicated in "DCS 11 -63 Report -Airport Branding Update & Award of Contract for Airport Signage". HISTORY & DISCUSSION 2. On November 28, 11 council approved the following resolution subject to the sign size being increased to 28 feet in order to ensure clarity of viewing from Highway 19: "AND RESOLVE THAT Council receive Report DCS 11-63 Airport Branding Update & Award of Contract for Airport Signage; AND FURTHER THAT Council approve the new Tillsonburg Regional Airport logo as selected by the Airport Branding & Signage Steering Committee; ) Development and Communication Services 2012 Figure 1 -Example of the size of the logo/airport name only 9. It is staff's intention to enhance the ground cover around the base of the sign in order to make this an attractive corner gateway to the airport. In this regard, staff have broadened the Agricultural Land Tender to include the provision for the 25 acres at the corner of Highway 19 and Airport road to be farmed for sod. lO.Figure 2 below provides an example of how the sign will look once complete. Please note that the sign shown here is the 22 foot version and not the 28 foot version, which will be larger. Development and Communication Services 2012 FINANCIAL IMPACT /FUNDING SOURCE 13.The original project funding was: Funding Source Costs New branding, logo, & County of Oxford $30,000 website $6,500 Town of Tillson burg $5,000 New Sign with LED Display $34,750 OSBSC $4,000 Township of South West Oxford $2,000 CHAA $250 Total $41,250 Total $41,250 Revised Cost of Branding, Logo & Related Items $19,000 Net Amount Carried into 2012 $22,250 14.Current project finances upon completion of the new branding, website and brochure are as follows: Costs Sign Installation (Approved Nov 28, 2011) $28,760 LED Display (Recommended for Approval in this report) $29,881 Engineering/hydro/fees (Approved Nov 28, 2011) $3,000 Total Costs $61,641 Carryover from 2011 $22,250 Deficit -$39,391 Potential Year-end Mitigation $10,000 Current Deficit -$29,391 15.With the carryover funds in the amount of $22,250 plus potential mitigation of $10,000 there should enough funds to cover the costs for the larger, 28 foot sign, and with the proposed sale of assets, partnerships and savings in other business areas, the additional $29,391 in funding should be realized. THIS CONTRACT made in duplicate this ??th day March, 2012. BETWEEN: THE CORPORATION OF THE TOWN OF TILLSONBURG, hereinafter called the "Town", of the First Part, -and- Brooks Signs (1985) Ltd hereinafter called the "Contractor", of the Second Part, AND WHEREAS the Town released a Tender document for new Airport Signage on May 9, 2011 which was subsequently awarded to the Contractor November 28, 2011 subject to this agreement being brought forward to Council for approval in 2012; NOW THEREFORE THE PARTIES, in consideration of the mutual covenants and agreements hereinafter set out, hereby agree as follows: 1. PROJECT DESCRIPTION The Town of Tillsonburg is entering into a contract with the Contractor for the manufacture and installation of new airport signage along Highway 19 in close proximity to Airport Road. The Contract includes both a 28 foot sign and a 3 line, 9 inch LED Display unit. 2. CONTRACT PRICE The Contract price shall be $$,$$$.$$ plus HST as detailed in Appendix A. 3. PAYMENT Two payments, each equal to one half of the contract price, shall be made upon reaching specified project milestones as follows: Sign: • 50% down payment with balance due on satisfactory completion LED Display: • 50% down payment with balance due on satisfactory completion The Contractor shall supply invoices to the Town upon reaching the specified milestone. Final payment will only be made upon the satisfactory review and approval ofthe installation by the Town ofTillsonburg, in their sole and absolute discretion. 1 9. INDEMNIFICATION The Contractor shall indemnify and save harmless the Town from and against all claims, demands, loss, cost, damages, actions, suits or other proceedings by whomsoever made, brought or prosecuted by, or attributed to any such damages, injury or infringement as a result of activities under this Contract. 10. NON-TRANSFERRABLE This contract is not assignable, in whole or in part, except by written permission provided by the Town ofTillsonburg in their sole and absolute discretion. 11. PERFORMANCE PENAL TV In the event of any material default in this agreement by the Contractor, including failure to meet the timelines of the project, that is within the reasonable control of the Contractor, the Town shall have the right to provide written notice of such default and demand that the deficiency of program be rectified within five (5) working days or such longer period as may be agreed upon by the Town. If the said default is not rectified or steps are not take to rectify the situation according to the agreed upon plan, the Town shall be entitled to deduct a performance penalty in the amount of $250 per day, following the notice period, from the contract price. 12. TERMINATION OF THE CONTRACT FOR CAUSE In the lieu of or in addition to an event of any material default in this agreement by the Contractor that is within the reasonable control of the Contractor, the Town shall have the right to provide written notice of such default and demand that the deficiency of program be rectified within five (5) working days or such longer period as may be agreed upon by the Town. If the said default is not rectified or steps are not take to rectify the situation according to the agreed upon plan, the Town shall be entitled to issue a written notice of termination for cause with no less than thirty (30) days notice. 13. INTERPRETATION The terms and provisions of the Agreement shall be in accordance with the laws of the Province of Ontario. 14. MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY Information provided by a Proponent may be released in accordance with the Municipal Freedom of Information and Protection of Privacy Act R.S.O. 1990, c.M 56, as amended. The confidentiality of such information will be maintained by the Town, except where an order by the Information and Privacy Commission or a court requires the Town to do otherwise. 3 015379 I1Jiiiiiil(519) B42·642S l~ii~l(5f9) 842·9431 E-mail cpanschow@tillsonburg.ca APPENDIX A-BROOKS SIGN LTD'S QUOTATION Brooks Signs Ltd 500 Brant County Road # 18 Brantford, ON, N3T 5M1 CAN Phone: (519)-753-6106 Fax: (519)-753-6464 ~ ~~--=---~----------------------~ ~l Cephas Panschow I Airport Signage Tillsonburg, ON CAN ~ Town of Tillsonburg o 200 Broadway ~ Suite 204 ~ Tillsonburg, ON N4G 5A7 CAN ~ Page 1 of 2 ~IL=it~G~ro=u=n=d~S=iq=n~------------~1~1------~11 ~lea~----~1 ~I --~$2~8~,7~60~.o~o~l~l --~$~2=8,~7~60~.o~o~l (1) Custom Shaped Illuminated pylon sign for Tillsonburg Airport -sign to be 28' tall -overall height from grade -all aluminum construction with routed text and logo -red beacon light on top of sign structure -decorative clad skirt at sign base -(2) internal poles with base plates -(2) excavated sign footings (REQ Engineering stamp) -anchor bolts -rebar included -Raised Aluminum trim around sign perimiter wing Note : Engineering fees additional Hydro feed to sign location by others ~IL=E=D~-M~e~s=sa=g~e~Oe~n~tr~e ____________ ~l~l ------~11 ~lea~----~1 Ll--~$=29=·=88~1~.o~o~l.~l ____ ~$=29=,8=8~1~.o=o~l Supply and install LED Electronic message centre sign LED sign cabinet to be 34" x 130" Up to 3 line capability -AMBER coloured led Aluminum cabinet -painted black on site training and support included Note : Due to Distance of sign from Building a Cell modem control is req. Cost of Monthly cell phone charges is responsibility of customer 5 E-mail cpanschow@tillsonburq.ca Brooks Signs Ltd 500 Brant County Road # 18 Brantford, ON, N3T 5M1 CAN Phone: (519)-753-6106 Fax: (519)-753-6464 - Airport Signage Tillsonburg, ON CAN Page 1 of 2 ~,~~~::' 7- ·~-'-'-'-~-~ ---~ - $28, 1so.oo I L--1 -~$=28:1., 7:..:s:.:.:o·:.:.;oo::......JI (1) Custom Shaped Illuminated pylon sign for Tillsonburg Airport -sign to be 28' tall -overall height from grade -all aluminum construction with routed text and logo -red beacon light on top of sign structure -decorative clad skirt at sign base -(2) internal poles with base plates 'j (2) excavated sign footings (REQ Engineering stamp) l anchor bolts -rebar included -Raised Aluminum trim around sign perimiter wing Note : Engineering fees additional Hydro feed to sign location by others ~IL=E;D-~M~e~s=sa~g~e~C~e~nt~re~----------~IL--1 ------~11 ~lea~--~1 L--1 --~$=2=9~,88~1~.o~o~IL-I --~Sc2~9,~8~81~.o~o~l Supply and install LED Electronic message centre sign LED sign cabinet to be 34" x 130" Up to 3 line capability -AMBER coloured led Aluminum cabinet -painted black on site training and support included Note: Due to Distance of sign from Building a Cell modem control is req. Cost of Monthly cell phone charges is responsibility of customer Tax for this order will be 13%. FIN12-018 2011 Remuneration and Expenses DATE: March 26, 2012 TO: Kelley Coulter, CAO FROM: Darrell Eddington, Director of Finance SUBJECT: 2011 REMUNERATION AND EXPENSES RECOMMENDATIONS "Resolve that Council receives report FIN12-018 2011 Remuneration and Expenses as information." PURPOSE To provide a report to Council for remuneration and expenses for the year ended December 31, 2011. HISTORY & DISCUSSION Section 284 of the Municipal Act, 2001, 5.0. 2001, requires that the Treasurer of a municipality shall, on or before March 31 of each year, provide to the Council of the municipality an itemized statement of the remuneration and expenses paid in the previous year to: • each member of council in respect of his or her services as a member of the council or any other body, including a local board, to which the member has been appointed by council or on which the member holds office by virtue of being a member of council; • each member of council in respect of his or her services as an officer or employee of the municipality or other body; and • each person, other than a member of council, appointed by the municipality to serve as a member of any body, including a local board, in respect of his or her services as a member of the body. FINANCIAL IMPACT /FUNDING SOURCE The attached document summarizes the remuneration, conference, seminar and expenses paid to Councillors and Board members for 2011 of $217,492.57 (2010-$192,693.32). WRITTEN BY: Darrell Eddington DATE WRITTEN: March 16,2012 11Page REMUNERATION & EXPENSE REPORT ANALYSIS For the Year Ended December 31,2011 POLICE CONFERENCES, MEETING SERVICES HYDRO SEMINARS& SALARY PER DIEM BOARD BOARD EXPENSES TOTAL Mayor Lessif $30,896.38 $1,690.00 $3,934.16 $6,361.00 $8,704.57 $51,586.11 Councillor Renaud $13,054.22 $910.00 $6,361.00 $1,803.30 $22,128.52 Councillor Getty $11,794.23 $2,340.00 $6,361.00 $8,433.91 $28,929.14 Councillor Klein $11,794.22 $780.00 $3,372.38 $15,946.60 Councillor Stephenson $11,794.22 $650.00 $3,934.16 $1,925.44 $18,303.82 Councillor Beres $11,794.22 $1,365.00 $1,841.98 $15,001.20 Councillor Rosehart $11,794.22 $390.00 $1,452.05 $13,636.27 Michael Bossy $5,693.53 $5,693.53 John Gilvesy $3,578.50 $3,578.50 Bryce Sibbick $7,157.00 $732.24 $7,889.24 Phil Esseltine $7,952.00 $3,372.10 $11,324.10 Joseph Digiovanni $3,578.50 $3,578.50 David Palmer $780.00 $3,934.16 $1,074.85 $5,789.01 John Smith $1,105.00 $3,934.16 $1,066.43 $6,105.59 Larry Scanlan $1,755.00 $4,465.22 $1,363.53 $7,583.75 Robert Smith $418.69 $418.69 $102,921.71 $11,765.00 $20,620.55 $47,042.53 $35,142.78 $217,492.57 \ / FIN12-022 YEAR-END BALANCE SHEET REVIEW DATE: March 26, 2012 TO: Kelley Coulter, CAO FROM: Darrell Eddington, Director of Finance SUBJECT: YEAR-END BALANCE SHEET REVIEW RECOMMENDATIONS "Resolve that Council receives report FIN12-022 Year-end Balance Sheet Review. And Further that the GST receivable in the amount of $170,596 be written off against the allowance." PURPOSE To provide Council with information pertaining to the Town's balance sheet as of December 31, 2011. HISTORY & DISCUSSION As part of the year-end process and minimally on a quarterly basis, the balance sheet (assets and liability general ledger accounts) is reviewed to determine if there are any issues that need to be addressed. Examples of what was addressed at the 2011 year-end was the tax valuation allowance pertaining to the pending tax sale in the amount of $100,000 and the pending property tax re assessment amount of $78,556 that were previously reported to Council. The auditor also reviews the accounts including the adequacy of the allowance annually as part of the year-end audit. The following are significant additional results of the December 31, 2011 review: • Land lease payments pertaining to 2009 and prior in the amount of $34,466 are owed to the Town and are fully allowed for; • A GST amount owed to the Town from the year 2000 in the amount of $170,596 remains outstanding. The Town engaged the tax accountant, Rick Scrimgeour, to help assist and work with Revenue Canada. To date, this matter has not been successfully resolved with Revenue Canada and was fully allowed for in the 2009 year-end; liP age \ } FIN12-021 DEVELOPMENT CHARGES DATE: March 26, 2012 TO: Kelley Coulter, CAO FROM: Darrell Eddington, Director of Finance SUBJECT: DEVELOPMENT CHARGES RECOMMENDATIONS "Resolve that Council receives report FIN12-021 2012 Development Charges as information." PURPOSE To provide Council with requested Development Charges information. HISTORY & DISCUSSION At the March 12, 2012 Council meeting, Council requested Development Charges information. Attached to this report for Council's information are an extract of the 2011 BMA Management Consulting report and an extract of a staff report provided to the Development Committee in the fall of 2011. Council should be aware that straight dollar comparisons do not analyze or explain the underlying development charges projects that exist in other municipalities and that were approved by that municipality in their development charges study and related by-law(s). FINANCIAL IMPACT /FUNDING SOURCE N/A. WRITTEN BY: Darrell Eddington DATE WRITTEN: March 19, 2012 11Page Municipal Study 2011 Development Charges The recovery of costs by Ontario municipalities for capital infrastructure required to support new growth is governed by the Development Charges Act (1997) and supporting regulations. Timing of By-Law Updates This legislation provides for the periodic (maximum 5 year) replacement of existing development charge by-laws, at which time a detailed background study is required to support new charges to be incorporated into the revised development charge (D.C.) by-law. The Act also provides that a municipality can, notwithstanding the term of the by-law, revise all or part of the current by-law in the event that material changes have occurred that require adjustments to the quantum of charges. The Act is prescriptive in the documentation that must be included in the background study. Comparison of Development Charges A comparison of development charges was undertaken using the most current data available. These rates reflect properties in the urban areas. Municipalities with varying development charge rates, based on location within the municipality, have been included in the report for the urban centre. Examples include Hamilton, Halton, Ottawa, Greater Sudbury and Kawartha Lakes. The tables on the next few pages summarize the total development charges in each municipality, including upper, lower and education charges. Genera/Introductory Comments • The municipalities of Brockville, Cornwall, Fort Frances. Kenora, Sault Ste. Marie, Seguin, Thunder Bay, and Timmins do not charge development charges Only 2 of the 8 Northern municipalities in the study have development charges • 2 of the Eastern municipalities have no development charges There were no school board charges for the Region of Niagara, Belleville, Brockville, Central Elgin, Chatham-Kent, Greater Sudbury, Kawartha Lakes, Kingston, Lambton County, District of Muskoka, Middlesex Centre, North Bay, Peterborough, Prince Edward County, Quinte West, Perth County, St. Thomas, Grey County, Tillsonburg, and Timmins . There is a significant range in terms of development charges across the survey 8 municipalities have no municipal industrial development charges 1 municipality has no municipal commercial development charge User Fees & Revenue Information 162 Municipal Study 2011 2011 Total Development Charges (cont'd) Smgle lvUt,ples 'VIult1ples Apa1 tment Aoartment Non No~ Detached Owell1ng 3+ Dwelling ' Res,cienlla Res1dent1a1 U!11tS c tillltS =2 Comme1c1al 1r-)::t..Jstnal Dwell ngs per ,r'lt 1 &2 oe1 ~rill' per ur1t per un1t pe1 sq ft per sq ft per un1t Woolwich $ 18,113 $ 13,625 $ 13,625 $ 10,775 $ 11,403 $ 11.42 $ 11.42 Huntsville $ 18,901 $ 16,676 $ 16,676 $ 8,571 $ 13,202 $ 3.62 $ 2.55 Niagara Falls $ 19,182 $ 13,096 $ 13,096 $ 10,847 $ 10,847 $ 13.06 $ 6.67 Grimsby $ 19,281 $ 13,410 $ 13,410 $ 9,415 $ 11,555 $ 13.30 $ 6.91 Bracebridge $ 19,415 $ 17,079 $ 17,079 $ 8,653 $ 12,812 $ 7.67 $ 7.67 Fort Erie $ 19,662 $ 16,940 $ 15,403 $ 9,750 $ 15,623 $ 15.95 $ 9.56 Wilmot $ 19,998 $ 15,326 $ 15,326 $ 11,612 $ 13,856 $ 12.86 $ 11.34 Penetanguishene $ 21 '112 $ 16,382 $ 16,382 $ 14,537 $ 14,537 $ 2.92 $ 2.92 Gravenhurst $ 21,186 $ 14,750 $ 19,016 $ 9,456 $ 14,352 $ 5.29 $ 5.29 Orangeville $ 22,203 $ 18,619 $ 18,619 $ 9,217 $ 12,904 $ 7.80 $ 7.80 London $ 22,599 $ 16,317 $ 16,317 $ 9,835 $ 13,630 $ 15.19 none Kitchener $ 23,149 $ 16,615 $ 16,615 $ 13,978 $ 13,978 $ 14.27 $ 14.27 Uncoln $ 23,623 $ 16,925 $ 16,925 $ 11,451 $ 14,619 $ 16.12 $ 9.73 The Blue Mountains $ 23,630 $ 23,630 $ 23,630 none none $ 11.40 $ 11.40 Cambridge $ 25,311 $ 21,586 $ 21,586 $ 15,813 $ 15,813 $ 11.90 $ 11.90 Guelph $ 25,615 $ 19,933 $ 19,933 $ 12,259 $ 16,448 $ 11.72 $ 5.79 Waterloo $ 27,730 $ 19,847 $ 19,847 $ 15,196 $ 17,107 $ 15.04 $ 15.04 Hami~on $ 27,752 $ 20,064 $ 20,064 $ 11,793 $ 17,369 $ 19.18 $ 7.02 Barrie $ 28,377 $ 24,768 $ 24,768 $ 14,524 $ 17,042 $ 16.53 $ 10.70 Oshawa $ 29,109 $ 23,857 $ 23,857 $ 12,118 $ 18,780 $ 21.41 $ 4.75 lnnisfil $ 29,813 $ 26,844 $ 26 844 $ 15,766 $ 19,071 $ 10.79 $ 10.79 Pickering_ $ 31,918 $ 25,499 $ 25,499 $ 13,256 $ 19,046 $ 22.41 $ 8.66 Whitby $ 32,893 $ 27,389 $ 27,389 $ 13,497 $ 21,312 $ 18.50 $ 4.75 Ajax $ 33,874 $ 27,661 $ 27,661 $ 13,632 $ 20,222 $ 21.90 $ 8.15 Mississauga $ 35,265 $ 35,265 $ 35,265 $ 14,672 $ 26,591 $ 14.95 $ 11.28 Clarington $ 35,893 $ 30,353 $ 23,989 $ 14,886 $ 22,942 $ 24.07 $ 7.58 Burlington $ 36,371 $ 28,833 $ 22,085 $ 16,373 $ 21,822 $ 20.86 $ 16.29 Caledon $ 37,967 $ 33,866 $ 33,866 $ 15,582 $ 26,724 $ 13.30 $ 10.77 Georgina $ 38,262 $ 32,595 $ 32,595 $ 16,916 $ 24,882 $ 38.72 $ 16.03 Ha~n Hills $ 42,418 $ 34,828 $ 24,820 $ 18,087 $ 24,592 $ 18.93 $ 15.35 Brampton $ 43,129 $ 39,019 $ 39,019 $ 17,208 $ 14,359 $ 13.21 $ 10.68 East Gwillimburv $ 44,921 $ 37,514 $ 37,514 $ 19,282 $ 28,284 $ 30.24 $ 17.55 Mitton $ 45,143 $ 36,134 $ 36,134 $ 19,933 $ 28,105 $ 22.22 $ 19.92 Ki11g_ $ 45,299 $ 38,090 $ 38,090 $ 19,322 $ 28,356 $ 31.15 $ 18.46 Richmond Hill $ 45,433 $ 37,726 $ 37,726 $ 19,798 $ 28,849 $ 30.99 $ 20.61 Whitchurch-Stouflville $ 46,010 $ 37,905 $ 37,905 $ 20,635 $ 29,928 $ 36.42 $ 17.72 Vaughan $ 46,242 $ 38,840 $ 38,840 $ 22,160 $ 29,214 $ 29.09 $ 16.40 Oakville $ 47,249 $ 37,502 $ 31,882 $ 20,003 $ 29,697 $ 19.52 $ 19.52 Newmarket $ 47,339 $ 38,115 $ 29,159 $ 18,780 $ 27,692 $ 28.90 $ 16.21 Aurora $ 48,798 $ 40,136 $ 40,136 $ 21,622 $ 30,916 $ 29.56 $ 16.87 Markham $ 52,892 $ 43,326 $ 43,326 $ 21,915 $ 33,631 $ 28.11 $ 15.35 Averaae $ 22,496 $ 18,068 $ 17,608 $ 10,502 $ 13,970 $ 12.89 $ 8.43 Median $ 19,232 $ 14,279 $ 14,567 $ 9,415 $ 11,555 $ 11.72 $ 7.33 Minimum $ 2,641 $ 1,954 $ 1,954 $ 1,069 $ 1,649 $ 0.88 $ 0.40 Maximum $ 52,892 $ 43,326 $ 43,326 $ 22,160 $ 33,631 $ 38.72 $ 20.61 User Fees & Revenue Jnfonnation 164 Brock\ille Corn!Nall QuinteWest Ka!Nartha Lakes Municipal Study 2011 2011 Development Charges-Grouped by Location Eastern Ontario Smg<e Non Non Detached 'Vlulttptes Multtples Aoartment Apat tmcnt Restdent,<ll Restdenttal Dwelltlgs DNelltng o,rvelltng 1&2 till! iS 2 umts ___,::::::2 Cornnercta lndustrtal per per un1t 3+ per un<t per .tnt pe1 un1: pet un t per sq ft sq ft none none none none none none none none none none none none none none $ 5,124 $ 3,233 $ 3,233 $ 1,876 $ 3265 $ 2.49 $ 2.49 $ 6,307 $ 4,089 $ 4,089 $ 2,891 $ 4,286 $ 5.48 $ 5.48 Prince Edward County $ 7,191 $ 5,325 $ 5,325 $ 2,996 $ 3,688 $ 2.44 $ 2.44 Belleville $ 7,607 $ 5,286 $ 5,286 $ 3,095 $ 5,391 $ 3.76 none Peterborough $ 9,154 $ 7,916 $ 7,916 $ 5,338 $ 5,338 $ 4.08 none Kingston $ 15,075 $ 11,437 $ 11,437 $ 6,771 $ 9,590 $ 12.60 $ 7.31 Ottawa $ 15,752 $ 11,808 $ 11,808 $ 7,345 $ 9 560 $ 12.14 $ 7.35 Eastern Average $ 9,459 $ 7,013 $ 7,013 $ 4,330 $ 5,874 $ 6.14 $ 5.01 Southwest Ontario Stngle Multtples Multiples Non Non (c..oa' tment Apartment Detac'led o,vell•ng Res<clentld' Restdenttal o-Jel/11'9 LIIWS 2. lll11tS -2 Dwellmgs 1&2 per Commerc1al ~oustr tal per per un1t 3+ pe1 1..1111t untt pee untt per untt pet sq ft sq ft St. Marys $ 2,641 $ 1,954 $ 1,954 $ 1,069 $ 1,649 none none Chatham-Kent $ 3,266 $ 2,483 $ 2,483 $ 1,247 $ 2,449 $ 3.30 $ 1.47 Central Elgin $ 4,733 $ 3,623 $ 3,623 $ 2,677 $ 2,677 $ 234 none Middlesex Centre $ 5,210 $ 3,653 $ 3,653 $ 2,271 $ 3,003 $ 1.00 $ 0.40 Sarnia $ 5,643 $ 4,239 $ 4,239 $ 2,535 $ 3,554 $ 4.38 $ 4.38 KinQsville $ 5,915 $ 4,856 $ 4,856 $ 2,748 $ 4,032 $ 0.88 $ 0.88 Mea ford $ 6,392 $ 5,576 $ 5,576 $ 5,576 $ 5,576 $ 1.32 $ 0.53 St. Thomas $ 6,857 $ 5,576 $ 5,576 $ 2,886 $ 4,319 $ 5.32 $ 2.03 Lambton Shores $ 9,985 $ 8,593 $ 8,593 $ 4,496 $ 6,365 $ 5.48 $ 5.48 Tecumseh $ 11,844 $ 8,642 $ 8,642 $ 5,512 $ 7,077 $ 4.71 $ 3.28 Leamington $ 12,906 $ 8,793 $ 8,793 $ 5,607 $ 7,202 $ 1.05 $ 1.05 Stratford $ 13,265 $ 9,795 $ 9,795 $ 5,230 $ 7604 $ 2.08 none Wellesley $ 13,740 $ 10,113 $ 10,113 $ 8,643 $ 8,643 $ 9.81 $ 9.81 Brantford $ 14,661 $ 10,228 $ 10,228 $ 7,026 $ 7,943 $ 5.00 $ 5.00 Windsor $ 16,378 $ 12,726 $ 12,726 $ 8,515 $ 8,515 $ 3.50 none I North Dumfries $ 16,113 $ 12,486 $ 12,486 $ 11,016 $ 11,016 $ 9.81 $ 9.81 : iillsonburg $ 16,453 $ 13,807 $ 13,807 $ 7,508 $ 10,022 $ 3.39 none I Woolvoich $ 18,113 $ 13,625 $ 13,625 $ 10,775 $ 11,403 $ 11.42 $ 11.42 Wilmot $ 19,998 $ 15,326 $ 15,326 $ 11,612 $ 13,856 $ 12.86 $ 11.34 London $ 22,599 $ 16,317 $ 16,317 $ 9,835 $ 13,630 $ 15.19 none Kitchener $ 23,149 $ 16,615 $ 16,615 $ 13,978 $ 13,978 $ 14.27 $ 14.27 The Blue Mountams $ 23,630 $ 23,630 $ 23,630 $ 11.40 $ 11.40 Cambridge $ 25,311 $ 21,586 $ 21,586 $ 15,813 $ 15,813 $ 11.90 $ 11.90 Guelph $ 25,615 $ 19,933 $ 19,933 $ 12,259 $ 16,448 $ 11.72 $ 5.79 Waterloo $ 27,730 $ 19,847 $ 19,847 $ 15,196 $ 17,107 $ 15.04 $ 15.04 Southwest Average $ 14,086 $ 10,961 $ 10,961 $ 7,251 $ 8,495 $ 6.97 $ 6.59 User Fees & Revenue Information 166 SFD BUILDING PERMIT FEE COMPARISON * November 2011 MUNICIPALITY $140,000 $200,000 $300,000 $350,000 1807sq.ft. 2250sq.ft 2800sq.ft. 3200sq.ft. WOODSTOCK 650 810 1,093 1,152 $0.36/sq.ft. BAYHAM* 1,077 1,290 1,554 1,746 $80 + $0.48/sq.ft. ST.THOMAS 998 1,398 2,118 2,468 $25 + $7.00 per $1,000 swox 1,044 1,310 1,640 1,880 $100 + $0.45/sq.ft. -unfinished basement .015/sq.ft . -attached garage 0.25/sqft. INGERSOLL* 1,294 1,560 1,890 2,130 $80 + $0.60/sq.ft MALAHIDE 1,457 1,785 2,192 2,488 $120 + $0.74/sq.ft. ST. MARYS 1,760 1,980 2,464 2,816 $1,760 up to 2000sq.ft + $0.88/sq.ft 11 l'fili~T~•+ ~= I ----" I ll :. ~,I ), ·~ ; ~ !.: ' I II ,_,;~ .. :: < I AYLMER 1,807 2,250 2,800 3,200 Min $1,500 up to 1500sq.ft + $1.00/sq.ft over 1500 sq.ft. STRATHROY 2,047 2,548 3,169 3,621 Min $1,700 up to 1500sq.ft + $1.13/sq.ft over 1500 sq.ft. NORFOLK* 1,986 2,766 4,066 4,716 $75 + $13.00 per $1,000 BRANT-PARIS 2,016 2,856 4,256 4,956 $70 + $14.00 per $1,000 • Some municipalities charge for plumbing permits over and above the noted fees. $130.00 was added for plumbing permits to the permit fees for the municipalities noted. Town ofTIIIsonburg, Building Services 10 Lisgar Ave. Tillsonburg, Ontario N4G 5A5 Tel: (519) 842-9200 Fax: (519)688-0759 www.tillsonburg.ca SFD BUILDING PERMIT & D/C FEE COMPARISON MUNICIPALITY ST. MARYS ST.THOMAS AYLMER STRATHROY CARADOC- Strathroy NORFOLK INGERSOLL WOODSTOCK BRANT-Paris r-:~~+-_,_,.,,. E ~ nl ~., STRATHROY CARADOC- Mount Brydges BRANT- Southwest Paris November 2011 $1.40,000 $200,000 $100,11110 1107sq.ft. Z250sq.ft 2100sq.ft. 4,401 4,621 5,105 7,873 8,273 8,993 6,922 7,365 7,915 10,805 11,306 11,927 10,837 11,617 12,917 13,094 13,360 13,690 13,793 13,953 14,236 15,838 16,678 18,078 18,306 18,807 19,428 27,016 28,007 29,407 Town of TIIIsonburg, Building Services 10 Lisgar Ave. Tillsonburg, Ontario N4G 5AS Tel: (519) 842-9200 Fax: (519) 688-0759 www.tillsonburg.ca $350,-CIOO 3200sq.ft. 5,457 9,343 8,315 12,379 13,567 13,930 14,295 18,778 19,880 30,107 \ ) FIN12-020 2012 GRANT REQUEST DATE: March 26, 2012 TO: Kelley Coulter, CAO FROM: Darrell Eddington, Director of Finance SUBJECT: 2012 GRANT REQUEST RECOMMENDATIONS "Resolve that Council receives report FIN12-020 2012 Grant Request as information." PURPOSE To obtain a decision from Council on the 2012 Grant Request. HISTORY & DISCUSSION At the February 13, 2012 Council meeting, six community groups presented to Council their 2012 financial requests. The only one of the six community groups where Council has not formally reached a financial decision is the request from the Tillsonburg Multi Service Centre. The Tillsonburg Multi Service Centre as per the attached presentation requested funding of $26,592 for programming and $5,000 for building improvements. FINANCIAL IMPACT /FUNDING SOURCE The 2012 grant budget is $5,000. WRITTEN BY: Darrell Eddington DATE WRITTEN: March 18, 2012 11Page 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 & fundraising • 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 QUALTIY Of LIFE Tuesday. January 10. 2012 MINUTES Present Brad LeMaich, Vice Chair Bob McCormick Donald Baxter Marty Klein, Councilor Catherine Burke Janet McCurdy, Acting Director of Community Service/Community Centre/Program Manager Donna Burditt , Program Co-Ordinator Susie Wray, Program Co-Ordinator ) Regrets: Scott Mclean, Chair 1. APPROVAL OF AGENDA & MINUTES MOTION to accept the agenda as distributed. Moved M. Klein, and seconded by D. Baxter. CARRIED. MOTION to accept the minutes of November 15, 2011as distributed. Moved by D. Baxter, and seconded by B. McCormick. CARRIED. 2. DISCLOSURE OF PECUNIARY INTEREST None declared. 7. INFORMATION ITEMS None. 8. ADJOURNAMENT MOTION to adjourn at 7:40 p.m. Moved by D. Baxter, and seconded by B. McCormick. CARRIED. Next Meeting: Tuesday, March 6, 2012 7:00 p.m. TOWN OF TILLSONBURG DEVELOPMENT COMMITTEE AGENDA DATE: Friday, February 17th, 2012 TIME: 8AM LOCATION: Boardroom, Customer Service Centre (10 Lisgar Ave) 1. Adoption of Agenda-Randy, Henry Moved by: R. Thornton Seconded by: H Spanjers "That the agenda as circulated be approved" "Carried" 2. Adoption of Minutes-Henry, Randy Moved by: R. Thornton Seconded by: H Spanjers "That the minutes of February 3, 2012 meeting be approved" "Carried" CORPORATE OFFICE 200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone# (519) 842-6428, Fax# (519) 842-9431 Web: www.tillsonburg.ca C. Panschow indicated that C. Pepper would be providing two presentations to the committee with the first giving a background on the RapidFibre project and the second focusing on why being a "Smart" or "Intelligent" community is being proposed for Tillsonburg. C. Pepper provided the background presentation on RapidFibre and concluded that fibre opens the door to innovation and new opportunities. She then provided an overview of the proposed "Take the Leap" Campaign, which is focused on supporting the creation of a smarter community. If approved, will provide significant benefits to Tillsonburg in terms ofjob creation and GDP growth. This has not been approved by Senior Mgmt or Council yet. The real question is will there be an "i-Tillsonburg"? Quote from R. David Lankes is "broadband is not a way to bring the world to Tillsonburg but to unleash the passions and potentials of the citizens of Vermont on the rest of the world". M Bossy inquired as to whether we had read any Seth Gooden books on "The Purple Cow"? This opportunity is find what our purple cow is. Moved by: M Bossy Seconded by: R. Thornton "That the Take the Leap campaign be endorsed in principal for consideration by Tillsonburg Town Council as a way for the Town to support the creation of new enterprise and wealth and enhance Tillsonburg 's image and position with respect to the digital economy" "Carried" 5. Building Permit Statistics Presentation-Geno Vanhaeleywn (10 minutes) G. Vanhaeleywn provided a brief overview of2011 building department statistics. CORPORATE OFFICE 200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone# (519) 842-6428, Fax# (519) 842-9431 Web: www.tillsonburg.ca Upcoming Meetings: • Branding-UWO Discussion -Tillsonburg Case Study • Building Costs • Tillsonburg Horne Builders Association • Zoning Update and Issues • Updates from SOMA o Tradeshow Discussion-relation to ED Strategy, Servicing Capacity, Future Community Discussion, Economy Growth and Direction. • Tourism Discussion-April • Henry-Discussion on Snowmobile Association-Linkages Amenities -April • Strategic Plan • Hotel Discussion • Broadband Update CORPORATE OFFICE 200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone# (519) 842-6428, Fax# (519) 842-9431 Web: www.tillsonburg.ca TOWN OF TILLSONBURG DEVELOPMENT COMMITTEE AGENDA DATE: Friday, March 2, 2012 TIME: 8AM LOCATION: Boardroom, Customer Service Centre (10 Lisgar Ave) 1. Adoption of Agenda Moved by: M Bossy Seconded by: R. Spanjers "That the agenda as circulated be approved" "Carried" 2. Adoption of Minutes Moved by: R. Thornton Seconded by: P. Csanyi "That the minutes of February 17, 2012 meeting be approved" "Carried" CORPORATE OFFICE 200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone# (519) 842-6428, Fax# (519) 842-9431 Web: www.tillsonburg.ca o Airport; o Job Variety; o Service Clubs and Interest Groups; o BIA -downtown -Chamber; o Get homebuilders together to build products that are attractive to young people; o Schools and access and programs; o Tourism Culture-Station Arts, events, cultural activities, entertainment; o Lake Lisgar; o Community sports facilties-gym, parks, complex, arenas, soccer clubs, trails. -Break ( 1 0 minutes) 4 and 5. Home Builder and Servicing Items. -Director of Development discussed the residential lots discussion and Home Builders, the following has occurred: o Meeting with the County on servicing-there is still more work needed on the holding provision on zoning and the servicing allocation. o The first Home Builders Association is to occur in April -further update will be provided. o Outline of comments from Home Builder consultations: • Servicing process complicated; • Town marketing and image is lacking; • Hard to attract future residents to Tillsonburg -based on built form; • Some approvals are slow; and • Fees are high. CORPORATE OFFICE 200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone# (519) 842-6428, Fax# (519) 842-9431 Web: www.tillsonburg.ca Attendance TACAC Committee Minutes Tuesday March 13 2012 9:00A.M. Tillsonburg Council Chambers Present-J. Armstrong Chair W.D. Jarvis Secretary S. Bray R. Marsden D. Peirce R. Marsden Also Present D. Wilson Len Ladoceur Dianne Ladoceur Call to Order-J. Armstrong J. Armstrong introduced Len and Dianne Ladoceur who spoke on behalf of Concerned Citizens re the proposed closing of Rolph Street School .Assuming that its closing will Occur they sought support for preserving the building as a Historic Site. J. Armstrong thanked them for their presentation. TACAC will follow up on this. Agenda-D. Peirce/ R. Marsden moved that the agenda be adopted as printed. Carried Disclosure of Pecuniary Interest-None declared. Minutes of January 10 2012-Motion that the minutes be approved as printed. S Bray/ J. Wilkinson, Carried Change of date-W. Jarvis/ R. Marsden moved that the action of the Chair in changing the date of the meeting from March 6-March 13 be approved. Carried Business Arising 1, Pioneer Cemetery-lrv Horton will be invited to attend the April Meeting to update TACAC. 2, Walking Tour-Decision on date and time will be considered in April 3. Grant-For repairs to cemetery-R. Marsden reported that there was no new information THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3588 A BY-LAW TO AUTHORIZE AN AMENDING AGREEMENT FOR THE PROVISION OF POLICE SERVICES BETWEEN THE CORPORATION OF THE TOWN OF TILLSON BURG AND HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO AND THE MINISTER OF COMMUNITY SAFETY AND CORRECTIONAL SERVICES. WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to enter into an Amending Agreement with Her Majesty the Queen in Right of Ontario and The Minister of Community Safety and Correctional Services. THEREFORE the Council of the Town of Tillson burg enacts as follows: 1. THAT the Amending Agreement attached hereto as Schedule "A" forms part of this By-law; 2. THAT the Mayor and Clerk be hereby authorized to execute the attached Amending Agreement marked as Schedule "A" on behalf of the Corporation of the Town of Tillsonburg. This By-Law shall come into full force and take effect immediately after the final passing hereof. READ A FIRST AND SECOND TIME THIS 26th day of February, 2012. READ A THIRD AND FINAL TIME AND PASSED THIS 26th day of February, 2012. MAYOR-John Lessif CLERK -Donna Wilson By-Law 3588 Schedule 'A' This AMENDING AGREEMENT, made in four (4) originally executed copies, is from the 1st day of October, 2011 to the 31st day of December 2011. BETWEEN: HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO as represented by THE MINISTER OF COMMUNITY SAFETY AND CORRECTIONAL SERVICES ("Ontario") -and- THE CORPORATION OF THE TOWN OF TILLSONBURG ("the Municipality") BACKGROUND A. The Parties entered into the Agreement for the provision of Police Services under Section 10 of the Police Services Act (the "Agreement") which commenced on the 1st day of October, 2006. B. The Agreement includes all the Schedules and Appendices to the Agreement. C. Pursuant to Section 32, the Parties may amend the Agreement by written agreement. D. The Parties wish to amend the Agreement as set out in this Amending Agreement, by extending the duration of the contract to conclude on the 31st day of December 2011, as supported by Bylaw # __ -2012 datedl the __ th day of _____ 2012, of the Council of the Corporation of the Town of Tillsonburg, (attached as Schedule "A-2"). NOW THEREFORE, the Parties agree as follows: Section 29 of the Agreement shall be replaced with the following: 29. Notwithstanding the date upon which this Agreement is signed, the term of this Agreement shall commence on the 1st day of October 2006, and shall conclude on the 31st day ofDecember, 2011. Schedule "A-2" BY -LAW OF THE MUNICIPAL COUNCIL THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3599 A BY-LAW to appoint a Deputy Clerk for the Town ofTillsonburg. WHEREAS the Municipal Act, 2001, S.O. 2001, Chapter 25 allows for the appointment of officers of the Municipality; AND WHEREAS The Council of the Corporation of the Town ofTillsonburg deems it is necessary and expedient to appoint a Deputy Clerk for the Corporation of the Town of Tillson burg; THEREFORE the Council of the Town ofTillsonburg enacts as follows: 1. THAT Amber Zimmer be hereby appointed as Deputy Clerk. 2. THAT this By-Law is passed pursuant to the Municipal Act, 2001 S.O. 2001, Chapter 25. 3. Any previously enacted By-Laws which are inconsistent with the purpose and intent of this By-Law are hereby repealed. 4. This By-Law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 26th DAY OF March, 2012. READ A THIRD AND FINAL TIME AND PASSED THIS 26th DAY OF March, 2012. MAYOR-John Lessif CLERK -Donna Wilson THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3598 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to 'IN2-3' the zone symbol of the lands so designated 'IN2-3' on Schedule "A" attached hereto. 2. That Section 20.3 to By-Law Number 3295, as amended is hereby amended by adding the following subsection at the end thereof. "20.3.3 LOCATION: NORTH OF BRIDGE STREET WEST, SOUTH OF VENISON STREET IN2-3 20.3.3.1 Notwithstanding any prov1s1ons of the By-law to the contrary, no person shall within any IN2-3 Zone use any lot, or erect, alter or use any building or structure for any purpose except in accordance with the following: a nursing home; a retail outlet, business office, or eating establishment accessory to a permitted use. 20.3.3.2 Notwithstanding any provision of this By-Law to the contrary, no person shall within any IN2-3 Zone use any lot, or erect, alter or use any building or structure for any purpose except in accordance with the following provisions: 20.3.3.2.1 NUMBER OF RESIDENTIAL SUITES Maximum 120 20.3.3.2.2 FRONT YARD Minimum Depth 1.0 m (3.28 ft) For the purpose of this subsection, the Front Lot Line shall be the northerly lot line abutting Venison Street West. The Corporation of the Town of Tillsonburg By-law Number 3598 3. This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ a first and second time this 26th day of March , 2012. READ a third time and finally passed this 26th day of March , 2012. Mayor Clerk SCHEDULE "A" TO BY-LAW No. 3598 LOTS 797, 797A, 800, 849, 850, 851, 852, 853, 854 & 855 REGISTERED PLAN 500 TOWN OF TILLSONBURG METRES ---~ 1- UJ UJ a:: t-en :r: a.. _J 0 a:: 20 10 0 VENISON STREET ~~-·------------------------ I N5~-26-30E I 112.19 I I I \) \ I ,~co I C) I d 9:;'-l I 9:;') 1 q,l>. I 'V :\ I :\ 1 :\ II <l I \\J I \\J 1 . \J " I I I " I I I 1 .. _____ \,. r-------j_ ______ .,L ________ _ N52-26-30W '\ 1 \) 24.38 I s I !$: I o I ~~ l ~\ ;7~ I \~ M lh-----------------------2 I~-3:: \,I ~ N52-26-30E <l 1 ,..._<.,o ~ \ 23.78 \ 1 u ,..:_ I " .. -I .---... 1 I \r::,:\ ~ ;,'--+--N·s·2-·2s·-3·oE_...I.._t-:~ -~?~f~ow--J ~ 1-------------------------- ~ 27.31 '0 7.62 I S 11 c~0l>. ~~ r(,O I I :\ v ;2 ~ \\J:\ I N52-26-30E \'0 ~ 1 I ,11o.o3 N49-59-50E 51.13 I N52-27-30E 51.04 I I BRIDGE STREET HALE STREET 1- UJ UJ a:: t-en ...J ...J UJ s: 0 CIJ 20 L HALE STREET [:JAREA OF ZONE CHANGE TO IN2-3 ---.NOTE: ALL DIMENSIONS IN METRES THIS IS SCHEDULE "A" TO BY-LAW No. 3598 , PASSED ~g:;!fs~I!Nagether Produced By 7he Deparrmenr of Corporate Services Information Systems ©20 12 THE 26th DAY OF March , 2012 MAYOR CLERK THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3601 A BY-LAW to amend Bylaw 3509, to Define the Mandate, Membership, and Meeting Procedures for Committees Established by The Corporation Of The Town ofTillsonburg. WHEREAS The Town of Tillsonburg is desirous of amending Bylaw 3509, AND WHEREAS there is a need to add Council members to The Library Board, 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 Councillor Rosehart Councillor Beres 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. READ A FIRST AND SECOND TIME THIS 26TH DAY OF March, 2012. READ A THIRD AND FINAL TIME AND PASSED THIS 261h DAY OF March, 2012. Mayor-John Lessif Clerk -Donna Wilson THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3600 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 26th day of March, 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 TILLSON BURG 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 March 26, 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 26th DAY OF March, 2012. READ A THIRD AND FINAL TIME AND PASSED THIS 26th DAY OF March, 2012. MAYOR-John Lessif CLERK-Donna Wilson COUNCIL RESOLUTION AGENDA ITEM NO. Date: March 26, 2012 RESOLUTION NO. 1 MOVED BY RESOLVED THAT the Agenda as prepared for the Open Session of the Council Meeting of March 26, 2012, be adopted. D Recorded Vote Defeated D Deferred D Tabled D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 RESOLUTION NO. _2_ MOVED BY RESOLVED THAT Town Council move into Closed Session, to consider matters relating to: Matters pertaining to the education or training of the members; Matters pertaining to a proposed or pending acquisition or disposition of land by the municipality or local board employees. Carried D Recorded Vote Defeated D Deferred Tabled D D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 MOVED BY SECONDED BY RESOLVE THAT the Minutes of the Open Session Meeting of March 12, 2012, be approved. ~ied D Recorded Vote Defeated D Deferred Tabled D D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 RESOLUTION N0. __ 4 __ MOVED BY SECONDED BY -~~--;:::::-:::;;-;~:::::=:::.==:::-=-====~--- RESOLVE THAT Council receive Report PRS 12-04 Kinsmen Annandale Diamonds Parking Lot; FURTHER RESOLVE THAT Council approve the construction of the proposed parking area; D Recorded Vote Defeated D Deferred Tabled D D COUNCIL RESOLUTION AGENDA ITEM NO. __ MOVED BY SECONDED BY AND RESOLVED THAT Staff investigcfe the parking issue on the North and South side of Concession St as well as Parkwood Drive and bring back to Council a report accordingly. -9;V1 t!t~~n-tt c./ w/77/ c-u s !:chr..J ,d.c · foM La n t1 ~f' ~ed 0 Recorded Vote Defeated D Deferred Tabled D D COUNCIL RESOLUTION AGENDA ITEM NO. __ _ Date: March 26, 2012 RESOLUTION NO. MOVED BY SECONDED BY RESOLVE THAT Council receive Tillsonburg Library Service Business Case as information. [ted D Recorded Vote Defeated D Deferred Tabled D D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 RESOLUTION N~- MOVED BY ~-----=-------k- SECONDED BY -6~----- RESOLVE THAT Council receives Report 12-20 Fourth Quarter Report - Development and Communication Services as information. D Recorded Vote Defeated D Deferred D Tabled D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 RESOLUTION NO. _7_ /, _ MOVEDBY ~-- SECONDED BY~ __ -_ ....... )~~_:::-_-_____ _ RESOLVE THAT Council receives Report PRS 12-03 Parks and Recreation Services Department fourth quarter report as information. Carried [if D Recorded Vote Defeated D Deferred Tabled D D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 NO.~d?-~ SECONDED BY ~ RESOLUTION MOVED BY RESOLVE THAT Council receives Operations Services Report OPS 12-04 Tender Results for Tender T2012-002-Sanders Street Reconstruction for information purposes. FURTHER RESOLVE THAT "Tender T2012-002 be awarded to View Con Construction Ltd of Woodstock, ON at a cost of $159,555.61 subject to County of Oxford and MOE Approval. D Recorded Vote Defeated D Deferred D Tabled D (JL.· Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 RESOLUTION NO. _9_ MOVED BY RESOLVE THAT Council receive Report DCS 12-08 Lease of Airport; FURTHER RESOLVE THAT Council approve the lease renewal of the cafe in the Air Terminal Building to Michael Papaioannou subject to the terms and conditions contained in this report and that a bylaw be brought forward in this regard for council consideration. ~ed 0 Recorded Vote Defeated Deferred D Tabled D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 RESOLUTION NO. _10_ MOVED BY RESOLVE THAT Council receives report DCS 12-07 -Building and By-Law Services 2011 Annual Report as information. [ted D Recorded Vote Defeated D Deferred Tabled D D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 RESOLUTION MOVED BY RESOLVE THAT Council receives Report 12-21 Development Consultation Update as information. FURTHER RESOLVE THAT an amendment to By-law 3361 - a by-law to establish development charges for the Corporation of the Town of Tillsonburg . be brought forward at a later date for Council consideration. [lied D Recorded Vote Defeated D Deferred Tabled D D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 RESOLUTION NO. 12 MOVED BY SECONDED BY __ 6?-=__.-::;____-'-----''--"-~-"~--"'--""'--'=----'-- RESOLVE THAT Council receive Report DCS 12-17 Sign Variance; FURTHER RESOLVE THAT a variance to Sign By-Law 2976 be granted for the construction of a twelve (12) foot high ground sign located six (6) meters from the point of intersection of street lines at 43 Bidwell Street. D Recorded Vote Defeated D Deferred Tabled D D COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 RESOLUTION NO.--~--- MOVED BY P ~ - SECONDED BY 7 i>'~ ,.- RESOLVE THAT Council receive Report DCS 12-22 -Approval of Contract for Airport Signage; FURTHER THAT Council approve the contract for new airport signage with Brooks Signs Ltd at a price of $28,760 for the sign, $29,881 for the three line LED Display, and $3,000 in related costs for a total of approximately $61,641; and, AND FURTHER THAT the amount of 29,881 for the LED Display, be deferred until a funding source is secured. ca:yti ed [] 0 Recorded Vote Defeated D Deferred Tabled D D COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 RESOLUTION MOVED BY RESOLVE THAT Council receives report FIN12-018 2011 Remuneration and Expenses as information. D Recorded Vo t e Defeated D Deferred Tabl ed D D COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 RESOLUTION NO. _15_ MOVED BY RESOLVE THAT Council receives report FIN12-022 Year-end Balance Sheet Review. FURTHER RESOLVE THAT the GST receivable in the amount of $170,596 be written off against the allowance. D Recorded Vote Defeated D Deferred D Tabled D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 RESOLUTION N0._16 __ MOVEDBY ~ SECOND ED BY --~____::::,;,.,_~~:::-Y-z::~::_::-.:::.:::~-- Resolve that Council receives report FIN12-021 2012 Development Charges as information. ctjried 0 Recorded Vote Defeated D Deferred Tabled D D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ RESOLUTION NO. _Ll_ MOVED BY SECONDED BY Date: March 26, 2012 AND RESOLVE THAT Council receives report FIN12-020 2012 Grant Request as information. AND FURTHER THAT the Grant in the amount of $5,000 be given to the Multi Service Centre. ~ied ~ 0 Recorded Vote Defeated D Deferred Tabled D D ~·Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 RESOLUTION NO. _18_ MOVEDBY~-~ L SECONDED BY ~ . RESOLVED THAT the request from 153 Varnavair Squadron Royal Canadian Air Cadets, to conduct their annual Tag Days April 20 -21, 2012, in the Town of Tillsonburg, be approved. iiJied D Recorded Vote Defeated D Deferred Tabled D D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ RESOLUTION NO. 19 MOVED BY !/tiC ~!{ ' SECONDED BY C'/ h~ Date: March 26, 2012 RESOLVE THAT Council receives the Agreement of Purchase and Sale for Quarter Town Line Road, formerly Wilcox Street; FURTHER RESOLVE THAT Council approve the sale of the former Wilcox Street as set out in the Agreement of Purchase and Sale. ~ied D Recorded Vote Defeated D Deferred Tabled D D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 RESOLVE THAT By-Law 3588, To Authorize an Amending Agreement for the Provision of Police Services, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3588, 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. cried D Recorded Vote Defeated D Deferred Tabled D D ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 RESOLUTION MOVED BY By-Law 3599, To Appoint a Deputy Clerk, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3599, 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. cred D Recorded Vote Defeated D Deferred Tabled D D COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 RESOLUTION MOVED BY RESOLVE THAT By-Law 3598, To Amend Zoning By-Law 3295, Bridge Street West, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3598, 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. ~ed 0 Recorded Vote Defeated D Deferred Tabled D D ~ayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO. __ Date: March 26, 2012 RESOLUTION MOVED BY RESOLVE THAT By-Law 3601, To Amend By-Law 3509, to define the Membership of Boards & Committees, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3601, 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: March 26, 2012 RESOLUTION MOVED BY RESOLVE THAT By-Law 3600, To Confirm the Proceedings of the Council Meeting of March 26, 2012, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3600, 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. ored 0 Recorded Vote Defeated D Deferred Tabled D D ~Mayor's Initials March 27, 2012 Linda Pitter 153 Vamavair Royal Canadian Air Cadet Squadron P.O. Box 373 STN Main Tillsonburg, ON N4G 4H8 Dear Ms. Pitter: RE: Council Resolution The Corporation of the Town of Tillsonburg At the Tillsonburg Town Council Meeting of March 26, 2012 Council passed the following resolution: "RESOLVED THAT the request from 153 Vamavair Squadron Royal Canadian Air Cadets, to conduct their annual Tag Days April20-21, 2012, in the Town of Tillsonburg, be approved." If you have any questions, please do not hesitate to contact me at 842-6428 Ext. 3224 Regards, Donna Wilson Clerk Town of Tillsonburg CORPORATE OFFICE 200 Broadway, Tillsonburg, Ontario, N4G SA 7, Telephone# (519) 842-6428, Fax # (519) 842-9431 Web: www.town.tillsonburg.on.ca 153 Y5t1UV5t Y .Jl.PR 1Wya{ Canadian .Jtir Cadet Squadron P.O. 1JOX 373 ST'N:M.'AIN TILLSO:NB'U'R(j, O:N'I':A'RJO N4(i 4:H8 T''EL: 519-842-3715 :J :AX: 519-842-4945 Town of Tillson burg Town Council; The 153 Varnavair Squadron Royal Canadian Air Cadets request permission to place our Squadron Cadets; in uniform, on town property at various locations for our Annual Tag Day Fundraiser the weekend of April 20 -21, 2012. This is our squadrons Annual Fundraiser. The funds raised through this event go towards the training expenses for our Organization. The Squadron consists of fifty-five boys and girls between the ages of twelve and eighteen from the Tillson burg and surrounding areas. Please call the Cadet office at: 519-842-3715-and leave a message with an evening contact number. Thank you for your time and consideration. ~ Linda Pitter Air Cadet League of Canada Sponsoring Committee Acting Chairperson 153 Varnavair RC(Air)CS SSC TO L'E.Jt'R:N -TO S'E1CV'E -TO .JtVI! ANCE AGENDA Town of Tillsonburg Meeting for the Committee "Closed & Open Council" on CALL TO ORDER Monday March 26, 2012 04:30 PM Council Chambers Chair: John Lessif ADOPTION OF AGENDA Councillor Rosehart will read Resolution No. 1 RESOLVED THAT the Agenda as prepared for the Open Session of the Council Meeting of March 26, 2012, be adopted. CLOSED MEETING SESSION Councillor Rosehart will read Resolution No. 2 RESOLVED THAT Town Council move into Closed Session, to consider matters relating to: Matters for the purpose of educating and training the members; Matters pertaining to the proposed or pending acquisition or disposition of land of the Municipality MOVE INTO CLOSED SESSION DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF ADOPTION OF AGENDA Closed session resolution: Councillor Getty will read Resolution No. 1: RESOLVED THAT the Agenda as prepared for the Closed Session of the Council Meeting of March 26, 2012, be adopted. MINUTES & BUSINESS ARISING OUT OF THE MINUTES Closed session resolution: Councillor Getty will read Resolution No. 2: RESOLVE THAT the Minutes of the Closed Session Meeting of March 12, 2012 and March 22, 2012, be approved. MATTERS FOR THE PURPOSE OF EDUCATING OR TRAINING THE MEMBERS 1. DCS 12-20 Closed Session Procedure Presented By: CAO & Clerk 21Page MATTERS RELATING TO A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY THE MUNICIPALITY 2. Report DCS 12-19 Surplus Property-Airport Hangar Presented By: Director of Development & Communication Services Closed session resolution: Councillor Stephenson will read Resolution No. 3: ~·RESOLVE THAT Council receives Report DCS 12-19-Surplus Property-Town Owned Airport (...;-" Hangar . FURTHER RESOLVE THAT Council direct staff to begin the process for the disposition of the Town Owned Airport Hangar. 3. Agreement of Purchase & Sale-Quarter Town Line Road (Wilcox St) Closed session resolution: · Presented By: Director of Development & Communication Services ~ · Councillor Stephenson will read Resolution No. 4: ~ RESOLVE THAT the proposed resolution with regard to item 3 be brought forward in opeE~ session for consideration. / (' eu.l-t ? ~) ~s I CnJ4~ EJt~c~J+-=-v 1 .J C Lr \V vvc. '- ( j/'--W-cs GJl . l.. ~ J----rvr~ g ·~ ADJOURNMENT CLOSED SESSION Verbal Resolution to ADJOURN Closed Session OPEN SESSION RESUMES at 6:00p.m. flAVOR WELCOME PUBLIC ~OMENT OF REFLECTION DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF MINUTES & BUSINESS ARISING OUT OF THE MINUTES Councillor Beres will read Resolution No. 3: RESOLVE THAT the Minutes of the Open Session Meeting of March 12, 2012, be approved. INTRODUCTION Amber Zimmer, Deputy Clerk rJ} DELEGATIONS / L. · 0 ~ 1. Southwest Ontario Barn Quilt Trail Project 1 -__...-----, Presented By: Patty Phelps, Curator, Annandale NHS & Mary Gladwin, Archivist, County of Oxford -c-Archives ~2. Oxford Regional Labour Council -National Day of Mourning Activities Presented By: Broderick Carey INFORMATION ITEMS . Air Cadets Annual Ta See proposed resolution below under item RESOLUTIONS. COMMUNITY SERVICES 4. Report PRS 12-04, Kinsmen Annandale Parking Lot Presented By: Acting Director of Community Services /Councillor Beres will read Resolution No. 4: l_..../' RESOLVE THAT Council receive Report PRS 12-04 Kinsmen Annandale Diamonds Parking Lot; FURTHER RESOLVE THAT Council approve the construction of the proposed parking area; AND FURTHER RESOLVE THAT a By-Law be brought forward to designate no parking along that portion of Concession St. Wand Parkwood Drive for Council consideration. CHIEF ADMINISTRATIVE OFFICER 5. Tillsonburg Library Services Business Case Councillor Klein will read Resolution No. 5: RESOLVE THAT Council receive Tillsonburg Library Service Business Case as information; QUARTERLY REPORTS 6. Fl N 12-017 Fourth Quarter 2011 Financial Results 7. DCS 12-20 Fourth Quarter Report Presented By: Director of Development and Communication Services ~ouncillor Klein will read Resolution No. 6: RESOLVE THAT Council receives Report 12-20 Fourth Quarter Report-Development and Communication Services as information. 8. PRS 12-03 Parks & Recreations Services Fourth Quarter Report · Presented By: Acting Director of Community Services · /Deputy May~e~d will read Resolution No. 7: V ~ESOLVE THAT Council receives Report PRS 12-03 Parks and Recreation Services Department fourth quarter report as information. OPERATIONS A· Operations Services Report OPS 12-04-Tender Results for Tender 12012-002-Sanders Street -V Beconstruction Presented By: Director of Operations Deputy Mayor Renaud will read Resolution No. 8: RESOLVE THAT Council receives Operations Services Report OPS 12-04 Tender Results for 41Page purposes. FURTHER RESOLVE THAT "Tender T2012-002 be awarded to View Con Construction Ltd of Woodstock, ON at a cost of $159,555.61 subject to County of Oxford and MOE Approval. DEVELOPMENT & COMMUNICATIONS 1 o DCS 12 -08 Report -Lease of Airport Cafe J Presented By: Director of Development and Communication Services Councillor Rosehart will read Resolution No. 9: RESOLVE THAT Council receive Report DCS 12-08 Lease of Airport;, FURTHER RESOLVE THAT Council approve the lease renewal of the cafe in the Air Terminal Building to Michael Papaioannou subject to the terms and conditions contained in this report and that a bylaw be brought forward in this regard for council consideration. 11. Building and By-Law Services 2011 Annual Report Presented By: Director of Development and Communication Services c/rCouncillor Rosehart will read Resolution No. 1 0: RESOLVE THAT Council receives report DCS 12-07-Building and By-Law Services 2011 Annual Report as information. 12. Report DCS 12-21 Development Charges Deferral Presented By: Director of Development & Communications Services Councillor Getty will read Resolution No. 11: RESOLVE THAT Council receives Report 12-21 Development Consultation Update as information. FURTHER RESOLVE THAT an amendment to By-law 3361 - a by-law to establish development charges for the Corporation of the Town of Tillsonburg be brought forward at a later date for Council consideration. 13. DCS 12-17 Sign Variance for 43 Bidwell Street Presented By: Director of Development & Communication Services Councillor Getty will read Resolution No. 12: RESOLVE THAT Council receive Report DCS 12-17 Sign Variance; J FURTHER RESOLVE THAT a variance to Sign By-Law 2976 be granted for the construction of a twelve (12) foot high ground sign located six (6) meters from the point of intersection of street lines at 43 Bidwell Street. 14. DCS 12-22 Report -Approval of Contract for Airport Signage Presented By: Director of Development and Communication Services Councillor Stephenson will read Resolution No. 13: RESOLVE THAT Council receive Report DCS 12-22-Approval of Contract for Airport Signage; FURTHER RESOLVE THAT Council approve the contract for new airport signage with Brooks Signs Ltd at a price of $28,760 for the sign, and $3,000 for related costs for a total of $31 ,700 to be funded from 2011 project funds and 2012 expense reduction; AND FURTHER RESOLVE THAT Council approve $29,881 for the 3 line LED Display, to be executed once the sale of Town assets occurs. FINANCE 15. FIN12-018 2011 Remuneration and Expenses Presented By: Director of Finance J Councillor Stephenson will read Resolution No. 14: RESOLVE THAT Council receives report FIN12-018 2011 Remuneration and Expenses as information. 16. FIN12-022 Year-end Balance Sheet Review Presented By: Director of Finance , COuncillor Beres will read Resolution No. 15: ~SOLVE THAT Council receives report FIN12-022 Year-end Balance Sheet Review. FURTHER RESOLVE THAT the GST receivable in the amount of $170,596 be written off against the allowance. 17. FIN12-021 Development Charges Presented By: Director of Finance /councillor Beres will read Resolution No. 16: V Resolve that Council receives report FIN12-021 2012 Development Charges as information. 18. FIN12-020 2012 Grant Request Presented By: Director of Finance Councillor Klein will read Resolution No. 17: RESOLVE THAT Council receives report FIN12-020 2012 Grant Request as information. COMMITTEE MINUTES & REPORTS 19. Committees of Council Minutes NOTICE OF MOTION RESOLUTIONS Councillor Klein will read Resolution No. 18: RESOLVED THAT the request from 153 Varnavair Squadron Royal Canadian Air Cadets, to conduct their annual Tag Days April 20-21, 2012, in the Town of Tillsonburg, be approved. RESOLUTIONS RESULTING FROM CLOSED SESSION Councilor Getty will read Resolution No. 19: RESOLVE THAT Council receives the Agreement of Purchase and Sale for Quarter Town Line Road, formerly Wilcox Street; FURTHER RESOLVE THAT Council approve the sale of the former Wilcox Street as set out in the Agreement of Purchase and Sale. BY-LAWS Deputy Mayor Renaud will read the By-Law Resolutions 20. By-Law 3588, To Authorize an Amending Agreement for the Provision of Police Services Resolution No. 20: RESOLVE THAT By-Law 3588, To Authorize an Amending Agreement for the Provision of Police Services, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3588, 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. 21. By-Law 3599, To Appoint a Deputy Clerk Resolution No. 21: By-Law 3599, To Appoint a Deputy Clerk, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3599, 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. 22. By-Law 3598, To Amend Zoning By-Law 3295, Bridge Street West Resolution No. 22: RESOLVE THAT By-Law 3598, To Amend Zoning By-Law 3295, Bridge Street West, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3598, 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. 23. By-Law 3601, To amend By-Law 3509, to define the Membership of Boards & Committees Resolution No. 23: RESOLVE THAT By-Law 3601, To Amend By-Law 3509, to define the Membership of Boards & Committees, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3601, 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. 24. By-Law 3600, To Confirm the Proceedings of Council for the Meeting of March 26, 2012 Resolution No. 24: RESOLVE THAT By-Law 3600, To Confirm the Proceedings of the Council Meeting of March 26, 2012, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3600, 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. ITEMS OF PUBLIC INTEREST ADJOURNMENT-Verbal Resolution to Adjourn Meeting DCS 12-20 Closed Session Procedure l)/' I \)if ~u DATE: ~ (~t-, t w ~elf March 26, 2012 TO: Kelley Coulter, CAO FROM: David Samis, Director of Development & Communication Services SUBJECT: CLOSED SESSION PROCEDURE PURPOSE To obtain Council endorsement of proposed changes to closed session procedures. HISTORY & DISCUSSION There has been a great deal of confusion over whether resolutions are allowed in closed session meetings since changes to the Municipal Act in 2006. The general requirement is that all council and committee meetings be open to the public, this is established by section 239(1) of the Municipal Act, 2001. Despite this general requirement of openness and transparency, there is statutory recognition that certain council and committee discussions and decisions are appropriately dealt with in closed session. Section 239(2) and 239(3.1) of the Municipal Act, provides municipal councils with the ability to consider a number of matters in private. A meeting or part of a meeting may be closed to the public if the subject matter being considered is: (a) the security of the property of the municipality or local board; (b) personal matters about an identifiable individual, including municipal or local board employees; (c) a proposed or pending acquisition or disposition of land by the municipality or local board; (d) labour relations or employee negotiations; (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; (g) a matter in respect of which a council, board, committee or other body may hold a closed meeting under another Act. 2001, c. 25, s. 239 (2). II Pa ge (h) A meeting shall be closed to t he public if the subject matter relates t o t he consideration of a request under the Municipal Freedom of Information and Protection of Privacy Act if the council, board, commission or other body is the head of an institution for the purposes of that Act. 2001, c. 25, s. 239 (3). (i) The meeting is held for the purpose of educating or training the members. At the meeting, no member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of the council, local board or committee. 2006, c. 32, Sched. A, s. 103 (1). Prior to any closed meeting, a resolution must be passed in open stating the fact of the holding of the closed meeting and the general nature of the matter to be considered. (s.239(4)) The general rule is that council decisions must be made in public. However section 239(6) of the Act states "however, votes on decisions related to decisions taken in closed sessions can be taken in closed session if two requirements are met" ( 1) That the closed meeting permits above in section (2) or (3) are met (reasons for holding a closed meeting). (2) The vote is for a procedmal mattelj or for g.b.dog directions or instructions to officers, employees or agents of the municipality, local board or committee or either of them or persons retained by or under a contract with the municipality or local board. ( Thi$ means that there are a large number of items that can be determined by votes in) ) closed council meetings under the two relatively general exceptions -procedural matters \ or giving direction or instructions. Authorizing agreements, purchases, sales or purchases \of land etc. would still be strictly dealt with in open session. Generally votes/resolutions can be made in closed session to deal with procedural matters such as adoptions of the closed agenda, approval of closed minutes, etc., to provide direction to staff and to adjourn meetings. Resolutions cannot be passed for the purpose of training its members as set out in section 239 (3.1) (no member discusses or otherwise deals with any matter in a way that materially advances the business or decision -making of the council). Education and training are simply that and only that. To conclude there is no requirement in the Municipal Act that requires those resolutions passed in closed session to be brought forward into open council and in fact once closed minutes or reports are acknowledged in open session then the public has the opportunity to request that material as it has been brought forward to open session. Staff suggest that procedural and directional resolutions be done in closed session and remain in closed session. The discrepancy is not whether a resolution is allowed but rather whether the subject matter of the item brought into closed session is allowed within the act. We must be careful to adhere to the rules set out in section 239 of the Municipal Act when bringing matters into closed session and not whether we may decide on that matter in closed session. CONSULTATION /COMMUNICATION Staff has participated in a number of workshops and CAO/Cierk/Treasurer meetings over the last few years relating to meeting procedures and minute taking. _ ~ fr CJ~u rtJ-v c) r/::;, 'if {:u:;--c.iutk h-c~ 1!---:S 2 ~-)a ge ? ~. ~ c w cv r#-aU (tJ ___ Jic.x-~. ~ ~( 6F "F FINANCIAL IMPACT /FUNDING SOURCE None PREPARED BY: Donna Wilson, Clerk APPROVED BY: Kelley Coulter, CAO David Samis, Director of Development & Communication Services DATE AUTHORED: March 16, 2012 3IPagc RIGHT HAND OF FRlENDSHlP #1 293905 Culloden Line, Ingersoll The perfect block to start your tour of Oxford Country Barn Quilts is called the Right Hand of Friendship and you will find the people of this predominately rural county welcoming. The rich soil and rolling hills of the area attracted pioneer settlement as early as 1789, with the majority of the county being settled between 1820-1870. Dairy farms like this one owned by the Van Manens have long been part of Oxford's landscape. PATH THROUGH THE WOODS #2 293140 Culloden Line, Ingersoll This block on the 90-year-old Bowman family barn symbolizes the dense forests that the early settlers of Oxford had to tame. They created roads from paths through the woods, felling thousands of trees to establish farms and villages. The County was formally established in 1850 and its motto reads "Labour Conquers All Things"-a fitting tribute to the hard work of our first settlers. COCK'S COMB #3 163719 Brownsville Road, Brownsville A rooster and chickens were an essential part of a settler's belongings. It seemed fitting to place this block on the 1880's barn of Janet Justus, operator of "The Hen House Shoppe" located outside Brownsville. Named for Brinton Brown Sr., who settled the area in 1842, Brownsville was awarded a post office in 1854 as a result of an election promise made by Sir Francis Hinks. CROSS IN A CROSS #4 312281 Dereham Line, Delmer Delmer United Church Settlers held religious services in their homes until congregations grew large enough to build a church. Often, Methodist circuit ministers were the only ordained clergyman that pioneers of this area saw, and soon Methodist churches dotted the landscape. The Delmer United Church is built on the site of the 1840s frame church and this block on the church barn remembers those early ministers who preached throughout the wilderness. 52 I WWW.BARNQ!JlLTTRAlLS.CA ) rl CHURN DASH #9 4860 Milldale Road, Springford Leeholm Farms The Churn was an important household item for the early settler. Churns were used into the early 1900's on farms, like this century family dairy farm, that now has the fourth generation of Holstein breeders living and working on it. This barn was built in 1912 by Fred W. Lee, a prominent Holstein judge and breeder to showcase the famous herd of Haley and Lee. ENVELOPE MOTIF #10 592624 Oxford 13 Road, Springford Canadian Biofuel In 1905, Springford's George Wilcox began lobbying politicians to provide ma il delivery to rural Canada since urban residents already had that convenience. By June 1911, the first mail was delivered to the farmers in South Norwich Township. Due to George's prodding, the press informed voters of this idea and it became an election issue. He deserves the title "Father of Rural Mail Delivery in Canada." CHURCH WINDOW #11 250 Church Street, Otterville African Methodist Episcopal Cemetery As early as 1829, free blacks made their way to the Otterville area and by 1840, their settlement was sig- nificant enough for a school to be built. By 1856, they constructed their church on this site. Blacks settled here near members of the Religious Society of Friends, where they were accepted and felt safe. The area became a ter- minus for fugitives travelling the Underground Railroad. GRIST MILL #12 250 Main Street, Otterville Recognized as an ideal mill site, with the building of Earl and Avery's Mill in 1807, Otterville became one of the area's early settlements. Quakers or members of the Religious Society of Friends were also attracted here, as were free blacks and escaped slaves. The present mill was constructed in 1845 by Edward Bullock, with the concrete dam creating the mill pond being added by Solomon Lossing in 1904. 54 I WWW.BARN Ql)lLTTRAILS.CA FRIENDSHIP BLOCK #17 345609 Quaker Street Norwich This farm, presently owned by Hans and Ursula Habeg- gar, was first occupied by Joseph Throckmorton and his wife, Adeline Delong whose father, Peter Delong, accompanied Peter Lossing from Dutchess County, New York, in 1810. The Friendship Quilt symbolizes the fact that these families were among the original settlers on Quaker Street. The Habeggars, who immigrated from Switzerland in February 1992, run a dairy operation. THE DUTCHMAN'S PUZZLE #18 713829 Middletown Line, Burgessville Couwenholm Farms The 'Dutchman's Puzzle' represents the integral role of Dutch immigration to Oxford County, which began as early as 1946. Henry Couwenberg emigrated to Canada from the Netherlands in 1956. In 1965 he and his wife Kay established Couwenholm Farms and apple orchard in Burgessville. Burgessville has long been known as centre for apple production and home to the first Fruit Growers Co-Operative in the county. FARMER'S DAUGHTER #19 714318 Middletown Line, Curries Kelner Farm This block pays homage to the women of pioneer families who worked alongside the men to settle Oxford County. Hard work in both the field and the home cre- ated strong women whose influence can still be felt throughout the County today. This block is located on a Century Farm which was purchased by Orin Kelner in 1901 and handed down through four generations of the Kelner family. WAGON TRACKS #20 505032 Old Stage Road, Oxford Centre Innes Farm Roads were the lifeline of pioneer settlement. Fittingly "Wagon Tracks" is located on the historic Stage Road, Southwestern Ontario's first road. As early as 1829, this important road saw up to 36 coaches and express riders daily. It was also used by thousands of American settlers taking a shortcut from New York to Michigan. Built in 1896 by Hubert Schell, this has been the Innes family home since 1927. 56 I WWW. BARNQL) l LTTRAI LS.CA I • OXFORD COUNTY BARN QUILT TRAIL G) Righr HJ nd Of Friendship @ Church Window 293905 Culloden Line, Ingersoll 250 Church St, Otterville Q) Parh Through The Woods © G1·isr Mi ll 293140 Culloden Line, Verschoyle 250 Main St, Otterville G) Cock 's Comb @ Wear he1·vane 163719 Brownsville Rd, Brownsville 225720 Otterville Rd, Otterville G) Cross In A Cross @ Tobacco Road 312281 Derehom Line, Delmer 812868 Baseline Rood, Norwich G) Arrowhead Puzzle @ Corn and Be,lns 616 Broadway St, Tillsonburg 325861 Norwich Rood, Norwich G) Roads To The Sration @ The Wagon Wheel 41 Bridge St, Tillson burg 89 Stover St, North Norwich 0 New Water Wheel @ Friends hip Block 20 John Pound Rei, Tillsonburg 345609 Quaker St, Norwich @ 9 Patch Log C1bin @ The Dutchman's Puzzle 30 Tillson Ave, Tillson burg 713829 M iddletown Line, Burgessville @Churn D,1sh @> Fa rmer's D,lughter 4860 Milldale Rd, Springford 714318 Middletown Line, Curries (@) Envelope Morif @ Wago n Tra cks 592624 Oxford Rd 13, Springford 505032 Old Stage Rd, Oxford Centre 58 WWW l)/\RNCU) I LTTRAI LS.CA RIGHT HAND OF FRIENDSHIP #1 293905 Culloden Line, Ingersoll The perfect block to start your tour of Oxford Country Barn Quilts is called the Right Hand of Friendship and you will find the people ofthis predominately rural county welcoming. The rich soil and rolling hills of the area attracted pioneer settlement as early as 1789, with the majority of the county being settled between 1820-1870. Dairy farms like this one owned by the Van Manens have long been part of Oxford's landscape. PATH THROUGH THE WOODS #2 293140 Culloden Line, Ingersoll This block on the 90-year-old Bowman family barn symbolizes the dense forests that the early settlers of Oxford had to tame. They created roads from paths through the woods, felling thousands of trees to establish farms and villages. The County was formally established in 1850 and its motto reads "Labour Conquers All Things"-a fitting tribute to the hard work of our first settlers. COCK'S COMB #3 163719 Brownsville Road, Brownsville A rooster and chickens were an essential part of a settler's belongings. It seemed fitting to place this block on the 1880's barn of Janet Justus, operator of fiThe Hen House Shoppe" located outside Brownsville. Named for Brinton Brown Sr., who settled the area in 1842, Brownsville was awarded a post office in 1854 as a result of an election promise made by Sir Francis Hinks. CROSS lN A CR.OSS #4 312281 Dereham Line, Delmer Delmer United Church Settlers held religious services in their homes until congregations grew large enough to build a church. Often, Methodist circuit ministers were the only ordained clergyman that pioneers of this area saw, and soon Methodist churches dotted the landscape. The Delmer United Chu rch is built on the site of the 1840s frame church and this block on the church barn remembers those early ministers who preached throughout the wilderness. 52 I WWW.BARNQl)ILTTRAILS.CA CHURN DASH #9 4860 Milldale Road, Springford Leeholm Farms The Churn was an important household item for the early settler. Churns were used into the early 1900's on farms, like this century family dairy farm, that now has the fourth generation of Holstein breeders living and working on it. This barn was built in 1912 by Fred W. Lee, a prominent Holstein judge and breeder to showcase the famous herd of Haley and Lee. ENVELOPE MOTIF #10 592624 Oxford 13 Road, Springford Canadian Biofuel In 1905, Springford's George Wilcox began lobbying politicians to provide mail delivery to rural Canada since urban residents already had that convenience. By June 1911, the first mail was delivered to the farmers in South Norwich Township. Due to George's prodding, the press informed voters of this idea and it became an election issue. He deserves the title "Father of Rural Mail Delivery in Canada." CHURCH WINDOW #11 250 Church Street, Otterville African Methodist Episcopal Cemetery As early as 1829, free blacks made their way to the Otterville area and by 1840, their settlement was sig- nificant enough for a school to be built. By 1856, they constructed their church on this site. Blacks settled here near members of the Religious Society of Friends, where they were accepted and felt safe. The area became a ter- minus for fugitives travelling the Underground Railroad. GRIST MILL #12 250 Main Street Otterville Recognized as an ideal mill site, with the building of Earl and Avery's Mill in 1807, Otterville became one of the area's early settlements. Quakers or members of the Religious Society of Friends were also attracted here, as were free blacks and escaped slaves. The present mill was constructed in 1845 by Edward Bullock, with the concrete dam creating the mill pond being added by Solomon Lossing in 1904. 54 I WWW.BARNCWILTTRAILS.CA ' FRlENDSHIP BLOCK #17 345609 Quaker Street Norwich This farm, presently owned by Hans and Ursula Habeg- gar, was first occupied by Joseph Throckmorton and his wife, Adeline Delong whose father, Peter Delong, accompanied Peter Lossing from Dutchess County, New York, in 1810. The Friendship Quilt symbolizes the fact that these families were among the original settlers on Quaker Street. The Habeggars, who immigrated from Switzerland in February 1992, run a dairy operation. THE DUTCHMAN'S PUZZLE #18 713829 Middletown Line, Burgessville Couwenholm Farms The 'Dutchman's Puzzle' represents the integral role of Dutch immigration to Oxford County, which began as early as 1946. Henry Couwenberg emigrated to Canada from the Netherlands in 1956. In 1965 he and his wife Kay established Couwenholm Farms and apple orchard in Burgessville. Burgessville has long been known as centre for apple production and home to the first Fruit Growers Co-Operative in the county. FARMERS DAUGHTER #19 714318 Middletown Line, Curries Kelner Farm This block pays homage to the women of pioneer families who worked alongside the men to settle Oxford County. Hard work in both the field and the home cre- ated strong women whose influence can still be felt throughout the County today. This block is located on a Century Farm which was purchased by Orin Kelner in 1901 and handed down through four generations of the Kelner family. WAGON TRACKS #20 505032 Old Stage Road, Oxford Centre Innes Farm Roads were the lifeline of pioneer settlement. Fittingly "Wagon Tracks" is located on the historic Stage Road, Southwestern Ontario's first road. As early as 1829, this important road saw up to 36 coaches and express riders daily. It was also used by thousands of American settlers taking a shortcut from New York to Michigan. Built in 1896 by Hubert Schell, this has been the Innes family home since 1927. 56 I WWW. BARNQl) I LTTRAI LS.CA I OXFORD COUNTY BARN QUILT TRAIL G) Right Hand Of Friendship @ Church Wi ndow 293905 Culloden Line, lngersoil 250 Church St, Otterville Q) Path Through The Woods @ Grist Mi ll 293140 Culloden Line, Verschoyle 250 Main St, Otterville ® Cock's Comb @ Weathervane 163719 Brownsville Rei, Brownsville 225720 Otterville Rd, Otterville 8) Cross In A Cross @ Tobacco Road 312281 Dereham Line, Delmer 81 2868 Baseline Rood, Norwich G) Arrowhead Puzz le @ Corn and Beans 616 Broadway St, Tillsonburg 325861 Norwich Rood, Norwich @ Roads To The Station @ The W.1gon Wheel 41 Bridge St, Tillson burg 89 Stover St, North Norwich Q) New Water Wh eel @ Friendship Block 20 John Pound Rd, Tillson burg 345609 Quaker St, Norwich @ 9 Parch Log C1bin @ The Dutchman's Puzzle 30 Tillson Ave, Tillsonburg 713829 Middletown Line, Burgessville @Churn Dash @ Farmer's Daughter 4860 Milldale Rd, Springford 714318 Middletown Line, Curries @ En velope Motif @ Wagon Tra cks 592624 Oxford Rd 13, 5pringford 505032 Old Stage Rd, Oxford Centre 58 WWW.l)A RN C.)l! I LTTRA I LS.CA COUNCIL RESOLUTION Closed Session AGENDA ITEM NO. __ Date: March 26, 2012 RESOLUTION NO._j__ MOVED BY SECONDED BY RESOLVED THAT the Agenda as prepared for the Closed Session of the Council Meeting of March 26, 2012, be adopted. D Recorded Vote Defeated D Deferred Tabled D D = COUNCIL RESOLUTION Closed Session AGENDA ITEM NO. __ _ Date: March 26, 2012 MOVED BY SECONDED BY RESOLVE THAT the Minutes of the Closed Session Meeting of March 12, 2012 and March 22, 2012, be approved. [iried D Recorded Vote Defeated D Deferred Tabled D D ~Mayor's Initials COUNCIL RESOLUTION Closed Session AGENDA ITEM NO. __ _ Date: March 26, 2012 MOVED BY SECONDED BY RESOLVE THAT Council receives Report DCS 12-19 -Surplus Property - Town Owned Airport Hangar. FURTHER RESOLVE THAT Council direct staff to begin the process for the ·disposition of the Town Owned Airport Hangar. Carried ~ D Recorded Vote Defeated D Deferred Tabled D D COUNCIL RESOLUTION Closed Session AGENDA ITEM NO. __ _ Date: March 26, 2012 MOVED BY SECONDED BY RESOLVE THAT the proposed resolution with regard to item 3 be brought forward in open session for consideration. Carried 0 D Recorded Vote Defeated D Deferred Tabled D D ~Mayor's Initials MINUTES Town of Tillsonburg "Closed Session of Council" on Monday March 26. 2012 04:30 PM Council Chambers Chair: John Lessif DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF None ADOPTION OF AGENDA Proposed Resolution No. 1: Moved By: Councillor Getty Seconded By: Councillor Rosehart AND RESOLVED THAT the Agenda as prepared for the Closed Session of the Council Meeting of March 26, 2012, be adopted. "Carried" MINUTES & BUSINESS ARISING OUT OF THE MINUTES Proposed Resolution No. 2: Moved By:b Councillor Getty Seconded By: Councillor Rosehart AND RESOLVE THAT the Minutes of the Closed Session Meeting of March 12, 2012 and March 22, 2012, be approved. "Carried" MATTERS FOR THE PURPOSE OF EDUCATING OR TRAINING THE MEMBERS 1. DCS 12-20 Closed Session Procedure Presented By: CAO & Clerk To add this report to open session MA TIERS RELATING TO A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY THE MUNICIPALITY 2. Report DCS 12-19 Surplus Property -Airport Hangar Presented By: Director of Development & Communication Services Suggest proceeds of this capital asset go into reserves and to pay down the debt. Staff to obtain comparisons to determine what the fair market value of buildings of similar construction Resolution No. 3: Moved By: Councillor Stephenson Seconded By: Councillor Beres AND RESOLVE THAT Council receives Report DCS 12-19 - Surplus Property-Town Owned Airport Hangar; FURTHER RESOLVE THAT Council direct staff to begin the process for the disposition of the Town Owned Airport Hangar. "Carried" 3. Agreement of Purchase & Sale -Quarter Town Line Road (Wilcox St) Staff to follow up with a report regarding the net proceeds of the sale and and the disposition ofthose funds_ Proposed Resolution to be brought forward to open session RESOLVE THAT Council receives the Agreement of Purchase and Sale for Quarter Town Line Road, formerly Wilcox Street; FURTHER RESOLVE THAT Council approve the sale of the former Wilcox Street as set out in the Agreement of Purchase and Sale. Resolution No. 4: Moved By: Councillor Stephenson Seconded By: Councillor Beres AND RESOLVE THAT the proposed resolution with regard to item 3 be brought forward in open session for consideration. ADJOURNMENT Moved By: Councillor Klein