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180212 Council AGDTable of Contents Agenda 3 Council Minutes - January 22, 2018 180122 Council MIN 14 180129 Budget Deliberations MIN 25 180201 Budget Deliberations MIN 35 THI Shareholder Update 2017 shareholder Update Part II v1.1 42 Memorial Arena Licensing Delegation Request- Tillsonburg Thunder Hockey- Memorial Arena Licensing 49 Community Centre Mini Pad Ice Conversion Craig Nesplic Delegation 52 Canada 150 Committee Final Report CL 18-06 Canada 150 Update 55 Canada 150 $ Final Report 57 Supporting federal action on heritage property conservation CL18-03 Supporting federal action on heritage property conservation 58 Attachment A- CL 18-03 60 Attachment B- CL18-03 61 Attachment C- CL18-03 63 Rolph Street School Façade- Update from the Developer CL18-04 Rolph Street School Facade- Update from the Developer 65 Proposed Drawings 67 2018 Budget and Business Plan Overview 2018 Budget and Business Plan Overview 68 Too Far Too Fast Canada Correspondence Too Far too Fast Canada Correspondence 79 MYR 18-01, Update- County of Oxford MYR 18-01- Update- County of Oxford 87 CAO 18-01, Community Transportation Grant Program – Municipal Stream Application CAO18-01, Community Transportation Grant Program - Municipal Stream Application 89 Community Transportation Grant Program Application 92 CAO 18-02, Request for Proposals - Community Transportation – T:GO Operations – RFP2018-001 CAO18-02- Request for Proposals - Community Transportation ? T:GO Operations ? RFP2018-001 105 Attachment 1 108 Attachment 2 141 CL 18-05, Commemorative Naming of the Dog Park CL 18-005 Commemorative Naming Dog Park-LP 161 1 CL 18-07, Electronic Participation in a Meeting CL 18-07 Electronic Participation in a Meeting 163 DCS 18-07 Branded Merchandise – Extension of Purchasing Relationship be received DCS 18-07 Branded Merchandise- Extension of Purchasing Relationship 166 FIN 18-03 2018 Business Plans and Budget FIN 18-03 2018 Business Plans and Budget 170 2018 Budget Summary Taxation Requirement 172 Finance Business Plan 174 Human Resource Business Plan 181 Operations Business Plan 188 Recreation Culture and Parks Business Plan 200 Fire and Rescue Business Plan 212 Building Planning By-law Business Plan 225 Economic Development and Marketing Business Plan 233 RCP 18-08 Contract Authorization: CIMCO Refrigeration Division of Toromont Industries RCP 18-08 Contract Authorization: CIMCO Refrigeration Division of Toromont Industries 240 CCDC-2 2008 Stipulated Price Contract - Refrig and Mech 242 RCP 17-48 - Implementing an Energy Retrofit at TCC 276 Committee Minutes 180109 Special Awards MIN 283 180123 Accessibility Advisory MIN 286 170917 Parks & Recreation Advisory MIN 288 171031 Parks & Recreation Advisory MIN 291 171128 Parks & Recreation Advisory MIN 294 180125 Museum MIN 297 180129 Mem Park Rev Committee 301 180103 Cultural Advisory MIN 304 Tillsonburg Police Services Board Minutes- December 20, 2017 171220 Tillsonburg Police Services Board MIN 306 Long Point Region Conservation Authority Minutes 180110 LPRCA MIN 309 180117 LPRCA MIN 319 By-Law 4170, a by-law to confirm proceedings of February 12, 2018 council meeting. By-Law 4170 Confirm Proceedings- Feb 12-2018 Meeting 321 By-Law 4171, To enter into Agreements to Implement the Energy Retrofit at the Tillsonburg Community Centre By-law 4171 TCC Energy Retrofit 322 Whitby Agreement 323 Trane Sales Agreement 357 CIMCO Agreement 390 2 = 1. Call to Order 2. Adoption of Agenda Proposed Resolution #1 Moved By: Seconded By: THAT the Agenda as prepared for the Council meeting of Monday, February 12, 2018, be adopted. 3. Moment of Silence 4. Disclosures of Pecuniary Interest and the General Nature Thereof 5. Adoption of Council Minutes of Previous Meeting 5.1. Minutes of the Meeting of January 22, 2018, January 29, 2018 and February 1, 2018 180122 Council MIN 180129 Budget Deliberations MIN 180201 Budget Deliberations MIN Proposed Resolution #2 Moved By: Seconded By: THAT the Minutes of the Council Meeting of January 22, 2018, the Minutes of the Budget Deliberations Meetings of January 29, 2018 and February 1, 2018, be approved. The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, February 12, 2018 6:00 PM Council Chambers 200 Broadway, 2nd Floor AGENDA 3 Council Meeting – Agenda - 2 - 6. Special meeting of Shareholder Proposed Resolution #3 Moved By: Seconded By: THAT Council move into a special meeting of the Shareholder of Tillsonburg Hydro Inc. at ____ p.m. 6.1. THI Shareholder Update Presented By: Dan Rasokas, Chair, THI 2017 shareholder Update Part II v1.1 Proposed Resolution #4 Moved By: Seconded By: THAT Council receives the THI Shareholder Update as information. Proposed Resolution #5 Moved By: Seconded By: THAT Council move out of the special meeting of the Shareholder of Tillsonburg Hydro Inc. and move back into regular session at ____ p.m. Delegations and Presentations 6.2. Memorial Arena Licensing Presented By: Michael Holly, President, Tillsonburg Thunder Senior Hockey Club Delegation Request- Tillsonburg Thunder Hockey- Memorial Arena Licensing Proposed Resolution #6 Moved By: Seconded By: THAT the Delegation regarding Memorial Arena Licensing be received, as information. 4 Council Meeting – Agenda - 3 - 6.3. Community Centre Mini Pad Ice Conversion Presented by: Craig Nesplic, TMHI Goalie Coach and Trainer Craig Nesplic Delegation Proposed Resolution #7 Moved By: Seconded By: THAT the Delegation regarding Community Centre Mini Pad Ice Conversion be received, as information. 7. Committee Reports and Presentations 7.1. Canada 150 Committee Final Report CL 18-06 Canada 150 Update Canada 150 $ Final Report Proposed Resolution #8 Moved By: Seconded By: THAT Council receives the Canada 150 Committee Final Report as information. 7.2. Supporting federal action on heritage property conservation Presented by: Christine Nagy, Committee Member, Heritage, Beautification and Cemetery Committee CL18-03 Supporting federal action on heritage property conservation Attachment A- CL 18-03 Attachment B- CL18-03 Attachment C- CL18-03 Proposed Resolution #9 Moved By: Seconded By: THAT Council receives Report CL 18-03, Supporting Federal action on heritage property conservation, as information; AND THAT Council supports the recommendations of the Federal House of Commons Standing Committee in Environment and Sustainable Development 5 Council Meeting – Agenda - 4 - contained in report 10 regarding the presentation of Canada’s heritage; AND FURTHER THAT Council supports the committee’s recommendation number eleven, a proposed tax credit for restoration and preservation work on buildings listed in the Canadian Register of Historic Places. 7.3. Rolph Street School Façade- Update from the Developer Presented by: Christine Nagy, Committee Member, Heritage, Beautification and Cemetery Committee CL18-04 Rolph Street School Facade- Update from the Developer Proposed Drawings Proposed Resolution #10 Moved By: Seconded By: THAT Council receives Report CL 18-04, Rolph Street School Façade- Update, as information; AND THAT Council supports the recommendations of the Heritage, Beautification and Cemetery Committee to endorse the recommendations presented by the Developer related to external façade at the Rolph Street property. 8. Public Meetings 9. Planning Applications 10. 2018 Budget 10.1. 2018 Budget and Business Plan Overview 2018 Budget and Business Plan Overview Proposed Resolution #11 Moved By: Seconded By: THAT Council receives 2018 Budget Business Plan Overview, as information. 6 Council Meeting – Agenda - 5 - Information Items 10.2. Too Far Too Fast Canada Correspondence Too Far too Fast Canada Correspondence 11. Mayor 11.1. MYR 18-01, Update- County of Oxford MYR 18-01- Update- County of Oxford Proposed Resolution #12 Moved By: Seconded By: THAT Council receives report MYR 18-01 as information. 12. Quarterly Reports 13. Reports from Departments 13.1. Chief Administrative Officer 13.1.1 CAO 18-01, Community Transportation Grant Program – Municipal Stream Application CAO18-01, Community Transportation Grant Program - Municipal Stream Application Community Transportation Grant Program Application Proposed Resolution #13 Moved By: Seconded By: THAT Council receives report CAO 18-01, Community Transportation Grant Program; AND THAT Tillsonburg Town Council authorizes the submission to the Ministry of Transportation of a Community Transportation Grant Program Application-Municipal Stream for a Long-distance CT Project; AND THAT Council authorizes the CAO to sign the application form. 7 Council Meeting – Agenda - 6 - 13.1.2 CAO 18-02, Request for Proposals - Community Transportation – T:GO Operations – RFP2018-001 CAO18-02- Request for Proposals - Community Transportation ? T:GO Operations ? RFP2018-001 Attachment 1 Attachment 2 Proposed Resolution #14 Moved By: Seconded By: THAT Council receives report CAO 18-02, Community Transportation Request for Proposals – T:GO Operations; AND THAT Tillsonburg Town Council authorizes the release of a Request for Proposals (RFP2018-001) for the purposes of seeking submissions for the operation of T:GO beyond March 31, 2018. 13.2. Clerk’s Office 13.2.1 CL 18-05, Commemorative Naming of the Dog Park CL 18-05 Commemorative Naming Dog Park Proposed Resolution #15 Moved By: Seconded By: THAT Council receives Report CL 18-05 Commemorative Naming of Tillsonburg Dog Park; AND THAT Council endorses the naming of the Tillsonburg Dog Park to be, “Dave Johnson Memorial Dog Park”, as long as the park remains in its original location AND THAT a public ceremony be held in spring 2018 and that staff work with the Dog Park Committee to plan the event. 13.2.2 CL 18-07, Electronic Participation in a Meeting CL 18-07 Electronic Participation in a Meeting 8 Council Meeting – Agenda - 7 - Proposed Resolution #16 Moved By: Seconded By: THAT Council receives Report CL 18-07, Electronic Participation in a Meeting; AND THAT Council retain the current practice for the Town of Tillsonburg with no allowance for electronic participation in a meeting. 13.3. Development and Communication Services DCS 18-07 Branded Merchandise – Extension of Purchasing Relationship be received DCS 18-07 Branded Merchandise- Extension of Purchasing Relationship Proposed Resolution #17 Moved By: Seconded By: THAT Report DCS 18-07 Branded Merchandise – Extension of Purchasing Relationship be received; AND THAT the Town’s purchasing relationship with Talbot Marketing Inc. be extended to March 31, 2019. 13.4. Finance FIN 18-03 2018 Business Plans and Budget FIN 18-03 2018 Business Plans and Budget 2018 Budget Summary Taxation Requirement Finance Business Plan Human Resource Business Plan Operations Business Plan Recreation Culture and Parks Business Plan Fire and Rescue Business Plan Building Planning By-law Business Plan Economic Development and Marketing Business Plan 9 Council Meeting – Agenda - 8 - Proposed Resolution #18 Moved By: Seconded By: THAT Council receives report FIN 18-03 2018 Business Plans and Budget; AND THAT the 2018 Budget and Business Plans in the amount of $14,815,000 from taxation be adopted; AND FURTHER THAT a by-law be brought forward setting the 2018 Property Tax Rates at a future council meeting. 13.5. Fire and Emergency Services 13.6. Operations 13.7. Recreation, Culture & Park Services RCP 18-08 Contract Authorization: CIMCO Refrigeration Division of Toromont Industries RCP 18-08 Contract Authorization: CIMCO Refrigeration Division of Toromont Industries CCDC-2 2008 Stipulated Price Contract - Refrig and Mech RCP 17-48 - Implementing an Energy Retrofit at TCC Proposed Resolution #19 Moved By: Seconded By: THAT Council receives Report RCP 18-08 Contract Authorization: CIMCO Refrigeration Division of Toromont Industries; AND THAT Council authorize the Mayor and Clerk to sign the contract with CIMCO Refrigeration Division of Toromont Industries for the Refrigeration ($693,700) and Mechanical ($248,100) components of the Tillsonburg Community Centre Energy Retrofit; AND THAT a by-law be brought forward for council consideration. 14. Unfinished Business 10 Council Meeting – Agenda - 9 - 15. Staff Information Reports 16. Committee Minutes & Reports 16.1. Committee Minutes 180109 Special Awards MIN 180123 Accessibility Advisory MIN 170917 Parks & Recreation Advisory MIN 171031 Parks & Recreation Advisory MIN 171128 Parks & Recreation Advisory MIN 180125 Museum MIN 180129 Mem Park Rev Committee 180103 Cultural Advisory MIN Proposed Resolution #20 Moved By: Seconded By: THAT Council receives the Special Awards Committee minutes dated January 9, 2018, the Accessibility Advisory Committee minutes dated January 23, 2018, the Parks and Recreation Advisory Committee minutes dated September 17, 2017, October 31, 2017 and November 28, 2017, the Museum Advisory Committee minutes dated January 25, 2018, the Memorial Park Revitalization Subcommittee minutes dated January 29, 2018 and the Cultural Advisory Committee Minutes dated January 3, 2018, as information. 16.2. Tillsonburg Police Services Board Minutes- December 20, 2017 171220 Tillsonburg Police Services Board MIN Proposed Resolution #21 Moved By: Seconded By: THAT Council receives the Tillsonburg Police Services Board Minutes dated December 20, 2017, as information. 11 Council Meeting – Agenda - 10 - 16.3. Long Point Region Conservation Authority Minutes 180110 LPRCA MIN 180117 LPRCA MIN Proposed Resolution #22 Moved By: Seconded By: THAT Council receives the Long Point Region Conservation Authority Minutes dated January 10, 2018 and January 17, 2018 as information. 17. Notice of Motions 18. Resolutions 19. Resolutions Resulting from Closed Session 20. By-Laws 20.1. By-Laws from the Meeting of Monday, February 12, 2018 Proposed Resolution #23 Moved By: Seconded By: THAT By-Law 4171,To enter into Agreements to Implement the Energy Retrofit at the Tillsonburg Community Centre , be read for a first, second and third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Whitby Agreement Trane Sales Agreement CIMCO Agreement Proposed Resolution #24 Moved By: Seconded By: THAT By-Law 4170, to confirm the proceedings of Council at its meeting held on the 12th day of February, be read for a first, second and third and 12 Council Meeting – Agenda - 11 - final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. 21. Items of Public Interest 22. Adjournment Proposed Resolution #25 Moved By: Seconded By: THAT the Council Meeting of Monday, February 12, 2018 be adjourned at _____ p.m. 13 = ATTENDANCE Mayor Stephen Molnar Councillor Max Adam Deputy Mayor Dave Beres Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Councillor Brian Stephenson Staff: David Calder, CAO Donna Wilson, Town Clerk Dave Rushton, Director of Finance/Treasurer Kevin DeLeebeeck, Director of Operations Rick Cox, Director of Recreation, Culture & Parks Lana White, Executive Assistant/Deputy Clerk 1. Call to Order The meeting was called to order at 5:00pm. 2. Closed Session Resolution #1 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council move into Closed Session to consider: 1. a proposed or pending acquisition or disposition of land by the municipality or local board (land sale). Carried Council reconvened in regular session at 6:00pm. The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, January 22, 2018 5:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES 14 Council Meeting – Minutes - 2 - 3. Adoption of Agenda Resolution #2 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Agenda as prepared for the Council meeting of Monday, January 22, 2018, be adopted. Carried 4. Moment of Silence 5. Disclosures of Pecuniary Interest and the General Nature Thereof Councillor Adam declared a pecuniary interest regarding agenda item OPS 18-02, Dereham Drive Storm Oversizing, as the party to the agreement is an employer of his. 6. Adoption of Council Minutes of Previous Meeting 6.1. Minutes of the Meeting of January 8, 2018 180108 Council MIN Resolution #3 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the Minutes of the Council Meeting of January 8, 2018, be approved. Carried 7. Delegations and Presentations 7.1. Volunteer Achievement Award - Presentation to Don Burton Presenters: Mayor Molnar and Councillor Stephenson 7.2. Infrastructure Canada- Smart Cities Challenge Presentation Presented by: Jay Heaman, County of Oxford Manager of Strategic Initiatives Smart Cities Challenge Jan-Feb 2018 Partner Municipalities Presentation Infrastructure Canada Smart Cities Challenge Memo CC 011018 Smart Cities Challenge- WebEx Information Session 2017-12-15 Mr. Jay Heaman, County of Oxford Manager of Strategic Initiatives, appeared before Council and presented the attached information regarding the Smart Cities Challenge. Discussion was held and Mr. Heaman responded to questions from Council. 15 Council Meeting – Minutes - 3 - Clarification was given that the appointment could be a member of Council or someone from the community. Notice of this appointment will be advertised, and submissions will be directed to the attention of the Town Clerk. The Community Sustainability Plan can be viewed at www.futureoxford.ca Resolution #4 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council supports an Oxford Municipal Partners submission to the Smart Cities Challenge; AND FURTHER THAT Council receives the Infrastructure Canada Smart Cities Challenge presentation as information and will appoint a member at a future date by March 2. Carried 7.3. T:GO Call-n-Ride Business Plan 2018-19 Presented By: John Verbakel, Chair, CT Pilot Program Steering Committee and John Preston, Community Transportation Coordinator Business Plan - TGO CALL-N-RIDE - 2018-19 Ridership Statistics - 2017-18 TGO Finances - 2017-18 Delegation Request - TGo Mr. John Verbakel and Mr. John Preston appeared before Council and presented the attached information and recommendations. There was opportunity for questions from Council. Clarification was given regarding the terms and conditions of the program. Staff to prepare a report for the February 12, 2018 Council Meeting. Resolution #5 Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT the presentation regarding T:GO, including the 2018-19 Business Plan and recommendations, be received as information; AND THAT staff be directed to review and report back to Council. Carried 16 Council Meeting – Minutes - 4 - 8. Committee Reports & Presentations 9. Public Meetings Resolution #6 Moved By: Councillor Adam Seconded By: Councillor Stephenson THAT Council move into the Committee of Adjustment to hear applications for Minor Variance. Carried 9.1. Application for Minor Variance- A-11/17 - Southridge Heights Inc- 18 Crocus Avenue A-11/17 Report Report Attachments Application A-11/17 Eric Gilbert, Senior Planner, County of Oxford, appeared before Council and presented Report 2018-19, File A-11/17. Opportunity was given for comments and questions. The applicant, John Bamford, was in attendance and confirmed he was in support of the recommendations. No members of the public appeared in support of, or in opposition to, the application. Council passed the following resolution. Resolution #7 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Tillsonburg Committee of Adjustment approve Application File A-11/17, submitted by John Bamford (Southridge Heights), for lands described as Lot 18, Plan 41M-145 Town of Tillsonburg, as it relates to: 1. Relief from Section 5.37.1 – Permitted Projection into Required Yards, to increase the permitted projection into the rear yard for a covered deck from 1.5 m (4.9 ft) to 3.2 m (10.5 ft); and 2. Relief from Section 6.2, – Zone Provisions (R1) Lot Coverage Maximum, to increase the maximum lot coverage allowance from 33% to 37% of lot area, to facilitate the construction of a single detached dwelling with a covered deck and covered porch, 17 Council Meeting – Minutes - 5 - subject to the condition that a building permit for the proposed dwelling shall be issued within one year of the date of the Committee's decision. Carried Resolution #8 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council move out of the Committee of Adjustment and move back into regular Council session. Carried 10. Planning Applications 11. Information Items 12. Mayor 13. Quarterly Reports 14. Reports from Departments 14.1. Chief Administrative Officer 14.2. Clerk’s Office 14.3. Development and Communication Services 14.4. Finance 14.4.1. FIN 18-01, 2018 Interim Tax Rate FIN 18 01 Interim Tax Levy By Law By - Law 4163 Resolution #9 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report FIN 18-01 2018, Interim Tax Levy By-Law 4163; AND THAT the 2018 Interim Levy By-Law No. 4163 be brought forward for Council consideration. Carried 14.4.2. FIN 18-02, Review of Pump Track Finances FIN 18 - 02 Review of Pump Track Finances Motion for Pump Track Feb 16 18 Council Meeting – Minutes - 6 - Motion for Pump Track Apr 16 Motion for Pump Track Sep 16 Motion for Pump Track Mar 17 Resolution #10 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Report FIN 18-02, Review of Pump Track Finances, be received as information. Carried 14.5. Fire and Emergency Services 14.6. Operations 14.6.1. OPS 18-01, Wood Haven Subdivision Outstanding Works OPS 18-01 Wood Haven Subdivision Outstanding Works Resolution #11 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives Report OPS 18-01 Wood Haven Subdivision Outstanding Works; AND THAT Council requests Permterra Development Corporation complete all outstanding works, excluding sidewalks, as per the approved Subdivision Agreement by June 30, 2018. Carried 14.6.2. OPS 18-02, Dereham Drive Storm Oversizing OPS 18-02 Dereham Drive Storm Oversizing OPS 18-02 Attachment 1 - Front Ending Agreement with PCRI Resolution #12 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives Report OPS 18-02 Dereham Drive Storm Sewer Main Oversizing; AND THAT Council authorizes the use of a Front-Ending Agreement to reimburse the Developer $118,882.75 (plus HST) for the installation of an oversized storm sewer main on Dereham Drive; 19 Council Meeting – Minutes - 7 - AND THAT Mayor and Clerk be authorized to execute the Front-Ending Agreement with Performance Communities Realty Incorporated. Carried 14.7. Recreation, Culture & Park Services 14.7.1. RCP 18-06, Contract Authorization: Trane Sales Agency – N.L. Clarke Sales Limited RCP 18-06 Contract Authorization: Trane Sales Agency N.L. Clarke Sales Limited CCDC-2 Stipulated Price Contract RCP 17-48 - Implementing an Energy Retrofit at TCC Resolution #13 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives Report RCP 18-06 Contract Authorization: Trane Sales Agency – N.L. Clarke Sales Limited; AND THAT Council authorizes the Mayor and Clerk to sign the contract with Trane Sales Agency – N.L. Clarke Sales Limited for the Automation component of the Tillsonburg Community Centre Energy Retrofit; AND THAT a by-law be brought forward. Carried 15. Unfinished Business 15.1. CL 18-02, Alternate Member of the Upper-Tier Council Appointment CL 18-02 Alternate Member Upper-Tier Council CL 18-02 Alternate App Process Resolution #14 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Deputy Mayor Beres be nominated as the Alternate Member of the Upper- Tier Council until December 1, 2018. Carried 16. Staff Information Reports 16.1. RCP 18-07, October-December 2017 RCP Departmental Activity Reports RCP 18-07 - October-December 2017 RCP Departmental Activity Reports 20 Council Meeting – Minutes - 8 - RCP 18-07 - ATT 01 - Oct-Dec 2017 Activity - Rec Programs and Services RCP 18-07 - ATT 02 - Oct-Dec 2017 Activity - Culture and Heritage RCP 18-07 - ATT 03 - Oct-Dec 2017 Activity - Parks and Facilities Resolution #15 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives Report RCP 18-07, October-December 2017 RCP Departmental Activity Reports, as information. Carried 17. Committee Minutes & Reports 17.1. Long Point Region Conservation Authority Board of Directors Minutes- December 6, 2017 and December 20, 2017 171206 LPRCA Board of Directors Meeting MIN 171220 LPRCA Board of Directors Meeting MIN Resolution #16 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives the Long Point Region Conservation Authority Board of Directors Minutes dated December 6, 2017 and December 20, 2017, as information. Carried 17.2. Committee Minutes 170912 Development MIN 171114 Development MIN 171114 Fire Strat Planning MIN 180111 HBC MIN Resolution #17 Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receives the Development Committee Minutes dated September 12, 2017 and November 14, 2017; the Fire Strat Planning Minutes dated November 14, 2017; and the Heritage, Beautification & Cemetery Committee Minutes dated January 11, 2018, as information. Carried 21 Council Meeting – Minutes - 9 - 18. Notice of Motions 18.1. Notice of Motion Submitted by: Councillor Rosehart Notice of Motion - Councillor Rosehart Resolution Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Town of Tillsonburg Memorial Park Revitalization Sub-committee be disbanded, effective this date. Defeated 19. Resolutions Resolution Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Town Council has supported an Oxford Municipal Partners submission to the Smart Cities Challenge; AND THAT Oxford County has requested an appointee to represent the Town on the Smart Cities Challenge Ad Hoc Committee; AND FURTHER THAT town staff place an advertisement in the weekly update section of the local newspaper to invite the public to nominate a representative from Tillsonburg to be appointed to the Smart Cities Challenge Ad Hoc Committee. Carried 20. Resolutions Resulting from Closed Session 21. By-Laws By-Laws from the Meeting of Monday, January 22, 2018 Resolution Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT By-Law 4167 be separated from Resolution Number 18 for council consideration due to the declaration of a pecuniary interest in relation to staff report OPS 18-02, Dereham Drive Storm Oversizing. Carried 22 Council Meeting – Minutes - 10 - 21.1. Resolution #18 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT By-Law 4163, To Provide for an Interim Tax Levy for the Year 2018; By-Law 4164, Dedicated Gas Tax Funds for Public Transportation Program; By-Law 4166, To Appoint Deputy Mayor Beres as the Alternate Member of the Upper-Tier Council for the Town of Tillsonburg be read for a first, second, third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried Resolution #18b Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT By-Law 4167, To Authorize Agreement with Performance Communities Realty Inc. be read for a first, second, third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried 21.2. Resolution #19 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres By-Law 4157, To prohibit smoking in certain public places (Dog Park) be read for a third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried 21.3. Resolution #20 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres By-Law 4165, To Confirm the Proceedings of the Council Meeting of January 22, 2018 be read for a first, second, third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried 23 Council Meeting – Minutes - 11 - 22. Items of Public Interest The next Council Budget Meeting is scheduled for January 29, 2018 at 6:00pm. 23. Adjournment Resolution #21 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT the Council Meeting of Monday, January 22, 2018 be adjourned at 8:32 p.m. Carried 24 ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres Councillor Max Adam Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Councillor Brian Stephenson Staff: David Calder, CAO Donna Wilson, Town Clerk Dave Rushton, Director of Finance/Treasurer Kevin DeLeebeeck, Director of Operations Rick Cox, Director of Recreation, Culture & Parks Jeff Smith, Fire Chief Cheyne Sarafinchin, Regrets: 1. Call to Order The meeting was called to order at 6:00 pm. 2. Adoption of Agenda Resolution #1 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT the Agenda as prepared for the Council meeting of January 29, 2018, be adopted. Carried 3. Moment of Silence 4. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. The Corporation of the Town of Tillsonburg BUDGET COUNCIL MEETING Monday, January 29, 2018 6:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES 25 180129 Council Budget Meeting – Minutes 2 5. Adoption of Council Minutes of Previous Meeting 5.1. Minutes from Council Budget Meeting January 15, 2018 180115 Council Budget MIN Resolution #2 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT the Minutes of the Council Budget Meeting of January 15, 2018 be approved. Carried 6. Budget Tally 6.1. 2018 Budget Tally 2018 Budget Tally Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT that 2018 Budget Tally be received as information Carried 7. Notice of Motions for which previous notice was given CAPITAL 7.1 Gibson Pedestrian Bridge Motion - consult fee Gibson Bridge- Stephenson Staff identified that in 2015 & 2017 inspections identified that the bridge was constructed with no consideration of engineering standards and it has been identified as a public safety issue. An additional report to be provided to Council regarding the impact to the community should the bridge be closed. Include costs and ramifications. Resolution #3 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council not go ahead with a consulting fee on the Bridge(Gibson) over Stoney creek until a further report comes back from staff. Carried Resolution - Gibson Bridge 26 180129 Council Budget Meeting – Minutes 3 Resolution #4 Moved By: Councillor Adam Seconded By: Councillor Stephenson THAT the Gibson Pedestrian Bridge Replacement Design Study be removed from the 2018 Town budget and business plan; AND THAT the bridge be closed immediately if deemed unsafe by Senior Leadership; AND FURTHER THAT a staff report be brought back to Council regarding the costs and ramifications of removing the bridge. Defeated X40 Operations Capital 7.2 Railroad Bed Motion - Trail Railroad - Stephenson It was noted that County Council will be reviewing this project in the near future. Resolution #5 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT that the trail(railroad bed) from Tillson Avenue to Quarter Town Line be the priority focus of Project x73 Ongoing Trail System Upgrade. Carried 7.3 Annandale Parking Lot Motion - Annandale parking lot - Rosehart Resolution #6 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Annandale parking lot for $50,000 be reviewed after a meeting with the Ball Players. Carried X14 Annandale Parking Lot Excerpt - Resolution Pre Budget November 27, 2018 7.4 Consultant – Kitchen Reno Motion - Consultant Kitchen Reno - Rosehart 27 180129 Council Budget Meeting – Minutes 4 Resolution #7 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT no consultant be hired for the kitchen renovation at the community centre. withdrawn RCP 17-53 - Lions Auditorium Kitchen Improvements RCP 17-53 Resolution 7.5 Parks Signage Motion - Parks Signage Design - Rosehart Resolution #8 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Parks Signage Design for $5,000 be revisited to allow for other designs to be given for review. Carried Motion - Parks Signage Design and Install - Esseltine Resolution #9 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT an additional $5000 per year be added to the Parks Signage Capital Projects Budget (for a total of $10,000 annually) to enable the project to be completed within a reasonable length of time; AND FURTHER THAT the signs be constructed of a long-lasting, weather resistant material; AND FURTHER THAT the design and cost estimates for the signs be brought before council for approval. Carried X70 Parks Signage RCP 18-04 Park Signage 28 180129 Council Budget Meeting – Minutes 5 7.6 Fire Communications Dispatch Console Motion - Fire Communications Dispatch Console Funding Esseltine Resolution #10 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT because of the additional capital requirement in 2018 for the purchase of a Dispatch Console ($155,000) to replace the current equipment used in Fire Communications, council defer the purchase of the items requested for capital purchase in the earlier version of the 2018 budget including X18 Fire Ground Equipment ($12,500), X46 Large Vehicle/Building Stabilization ($14,000), as well as X47 Digital Road Sign ($14,500) and that these dollars from taxation be directed toward the purchase of the required Dispatch Console at this time. Carried FRS 18-01 Fire Comm Console 7.7 Airport Master Plan Update Motion - Airport Master Plan Update - Esseltine An airport feasibility study will be done by staff in 2017 and staff will be providing a report based on that study to Council. Resolution #11 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council defer the Airport Master Plan Update proposed in the 2018 budget pending the results of a plan feasibility study; AND THAT the $39,000 from taxation be removed from the 2018 budget. Carried Motion - Airport Master Plan -Adam Resolution #12 Moved By: Councillor Adam THAT the Airport Master Plan update ($50,000) be removed from the 2018 budget and business plans. Withdrawn X12 Operations Capital Airport Master Plan 29 180129 Council Budget Meeting – Minutes 6 7.8 Annandale House Motion - Annandale House Trust - Esseltine Resolution #13 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council reconsider the 2018 capital budget allocations for the museum for which funds are to be drawn from the Annandale House Trust including Repairs and Maintenance ($50,000), the servant’s porch ($15,000) and fire doors ($8,000). Taking these amounts from the trust along with the $35,000 2017 allocation for painting the eaves and fascia (incomplete at this time) would deplete most if not all of the dollars held in the reserve. And further that the terms of the trust be reviewed to identify the approved uses of the funds (for example, are funds to be used for the restoration and maintenance of the historic and architectural features of Annandale House, and/or can they be applied to the costs of mechanical systems and such that have been added to the house to accommodate the operation of the museum). Money held in this reserve comes largely from donations as well as fundraising efforts of a volunteer committee. It has been the goal of the fundraising committee to add in excess of $10,000 to the Trust Fund each year. It should also be noted that the allocation of dollars from the Annandale House Trust would also require approval of the Trustees as well as the Museum Advisory Committee. Defeated X97 Museum Repairs X98 Museum Repairs X99 Museum Repairs Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT the funding for the fire doors valued at $8,000 come from taxation instead of the Annandale House Trust. Carried 30 180129 Council Budget Meeting – Minutes 7 7.9 Kinsmen Bridge Enhanced OSIM Inspection Motion - Kinsmen Bridge Enhanced OSIM Inspection - Esseltine Resolution #14 Moved By: Councillor Esseltine THAT council reconsider the Kinsmen Bridge Enhanced OSIM Inspection ($80,000 from taxation) proposed in the 2018 budget. withdrawn Resolution - Kinsmen Bridge Discussion took place regarding the process to determine the condition of the bridge and the requirements to determine mitigation of the condition. Resolution #15 Moved By: Councillor Adam THAT the Kinsmen Pedestrian Bridge Enhanced OSIM budget value of $80,000 be adjusted to $40,000; AND THAT the project implementation be delayed until 2019 (for further deliberation); AND FURTHER THAT the $40,000 be contributed to the appropriate reserve fund. Carried X41 Kinsmen Bridge Inspection 7.10 Asphalt Resurfacing Motion - Ashpalt resurfcing -Adam Resolution #16 Moved By: Councillor Adam Seconded By: THAT the proposed funding for the Asphalt Resurfacing Program be adjusted from $382,400 to $350,000. withdrawn X39 Asphalt Resurfacing Excerpt - Resolution Pre Budget November 27, 2018 31 180129 Council Budget Meeting – Minutes 8 7.11 Annual Playground Equipment Replacement Motion - Playground equip -Adam Resolution #17 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT the funding for Annual Playground Equipment Replacement be reduced from $30,000 to $25,000. Carried X75 - Playground Equipment 7.12 Bandshell Ramp Motion - bandshell ramp - Rosehart The work to complete the packed stone ramp will be completed once the weather allows the work to be completed. Resolution #18 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council direct staff to bring forward dollars from the 2017 budget in order to finish the ramp at the band shell. Carried OPERATING 7.13 Lake Lisgar Maintenance & Upkeep Motion - Lake Lisgar - Stephenson Additional Information to be provided by staff regarding funding required to maintain and upkeep the lake. Recreation culture and parks reserve could be used for this purpose. Council supports looking at funding to maintain the lake. RCP to provide information in the 2018 business plan for the maintenance and upkeep of Lake Lisgar. 32 180129 Council Budget Meeting – Minutes 9 Resolution #19 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council put an operations line budget in Parks, Rec & Culture of $25K to be used for maintenance and upkeep of Lake Lisgar; AND FURTHER THAT these funds be contributed from reserves. Withdrawn Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Staff add to the 2018 RCP Business Plan to prepare a report on Lake Lisgar and how the Town should be involved in the maintenance of this resource and the facilities at the lake. Carried 7.16 H & S Coordinator Motion - F.T.E Health & Safety Coordinator - Rosehart Resolution #23 Moved By: Councillor Rosehart Seconded by: Councillor Hayes THAT 1.0 F.T.E, Health & Safety Coordinator for $58,000 be removed from the 2018 budget; AND THAT options for this work be provided. defeated Motion - F.T.E Health & Safety Coordinator - Hayes Resolution #24 Moved By: Councillor Hayes THAT $58,000 for one F.T.E, Health & Safety Coordinator be removed from the 2018 budget. withdrawn 7.19 Cost of Living Adjustment Motion - COL reduced - Adam 33 180129 Council Budget Meeting – Minutes 10 Resolution #28 Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT the Cost of Living increase of 1.5% for staff be adjusted to 0.5%. defeated 7.20 Wayfinding Signage That a report regarding the additional signage be provided to council prior to spending more tax dollars on signage. Motion - PWayfinding Signage -Adam Resolution #29 Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT the funding for Branding—Wayfinding Signage be increased from $9,000 to $25,000 to allow for larger signs with larger print where appropriate, as well as further exploration into the implementation of the program as a whole (i.e. adding other signs in strategic locations if necessary). Defeated Moved By: Councillor Hayes Seconded By: Councillor Esseltine THAT the funding for Branding—Wayfinding Signage be increased in the amount of $16,000 to allow for larger signs with larger print where appropriate, subject to a follow-up report; AND THAT the funds come from reserves. Carried Adjournment Resolution #34 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT the Council Budget Meeting of January 29, 2018 be adjourned at 9:30 p.m. and be reconvened on Thursday Feb 1, 2018, at 3:00 p.m. Carried 34 ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres Councillor Max Adam Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Councillor Brian Stephenson Staff: David Calder, CAO Donna Wilson, Town Clerk Dave Rushton, Director of Finance/Treasurer Kevin DeLeebeeck, Director of Operations Rick Cox, Director of Recreation, Culture & Parks Jeff Smith, Fire Chief Cheyne Sarafinchin, Budget & Financial Analyst Laura Pickersgill, Legislative Services Cooridinator Regrets: Donna Wilson, Town Clerk 1. Call to Order Resolution Moved By: Councillor Stephenson Seconded By: Councillor Adam THAT the Council Budget meeting of January 29, 2018, be reconvened and called to order at 3:00 p.m. on Thursday February 1, 2018. Carried Items 1 to 7.13 were dealt with at the January 29th, 2018 Council Meeting. The Corporation of the Town of Tillsonburg BUDGET COUNCIL MEETING Thursday February 1 2018 3:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES 35 180201 Council Budget Meeting – Minutes 2 7.14 Beautification Motion - beautification program - Rosehart Resolution #20 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT no enhanced beautification program be done in 2018 and no new employee be hired to provide the program A recorded vote was called by Councillor Esseltine. NAME VOTE IN FAVOUR VOTE AGAINST Councillor Stephenson x Councillor Esseltine x Councillor Adam x Deputy Mayor Beres x Mayor Molnar x Councillor Hayes x Councillor Rosehart x The recorded vote reflects the vote is 3 in favour of the Motion and 4 against the Motion. The motion is "Defeated" Motion - beautification program - Hayes Proposed Resolution #21 Moved By: Councillor Hayes THAT the enhanced beautification program be removed from the 2018 budget and reduce taxation by $53,200. Withdrawn RCP 17-49 - Enhanced Beautification Program Summary 36 180201 Council Budget Meeting – Minutes 3 7.15 Loose Leaf Program Motion - loose leaf - Rosehart Resolution #22 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the loose leaf collection program to stop in 2018. Defeated OPS 17-33 Loose Leaf Collection Program Review (2) 7.17 Gibson House Motion - Gibson House - Rosehart Resolution #25 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Gibson House Boathouse be fundraised by the Boaters and/or the Scouts. Withdrawn Resolution - Gibson House Resolution #26 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT the Tillsonburg Scout Association and Sea Scouts once again be provided the rights of non-exclusive primary usage and access to Gibson House for related meetings and water activities; AND THAT a memorandum of understanding be established between the Town and the organization(s); AND FURTHER THAT this relationship be reviewed at least on a bi-annual basis until another solution is solidified between the Town and organization(s) with respect to the Memorial Park Revitalization initiative. Carried 7.18 Parking Study Motion - parking study - Rosehart Resolution #27 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the $5,000 for a Building Department parking study at the back of the mall be removed from the 2018 budget; 37 180201 Council Budget Meeting – Minutes 4 AND THAT the Building Department work with Operations to use the same consultant for the parking study at the back of the mall that is in place now in the budget for $35,000 for the downtown parking study. Defeated 7.21 T-Go Call n’ Ride Motion -T-Go - Adam TGO CALL-N-RIDE Grant Request – 2018-19 Resolution #30 Moved By: Councillor Adam Seconded By: Councillor Stephenson THAT the already approved 2018 pre-budget funding for T: Go Call n’ Ride ($22,500) be increased by $6,350 ($28,850). Carried 7.22 Motion to Reconsider Motion to Reconsider - Adam Resolution #31 Moved By: Councillor Adam Seconded By: Councillor Rosehart THAT Resolution number 5 from the Council Budget meeting of January 15, 2018, duly moved and seconded by Councillor Esseltine and Councillor Adam, be reconsidered. Carried Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council includes the following additional items to the 2018 Operating Budget 1. $15,000 for the cost of snow removal at the CSC; 2. $54,075 in Provincial Gas Tax Revenue and an expenditure of the same to the Community Transportation Committee for the operation of Transit in the community in the 2018; AND THAT Council includes the following additional items to the 2018 Capital Budget; 1. $25,000 to be funded from reserves for the cost of storm drain enhancements for Quarter Town Line; 2. $158,000 for the cost of a Fire Communication Console to be funded by $120,000 from user pay debt and $38,000 from reserves; 38 180201 Council Budget Meeting – Minutes 5 AND THAT Council approves an increase of .25 FTE to the overall FTE Count for CSR support at the CSC Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council separated the motion to remove THAT Council approves an increase of .25 FTE to the overall FTE Count for CSR support at the CSC. Carried Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council includes the following additional items to the 2018 Operating Budget 1. $15,000 for the cost of snow removal at the CSC; 2. $54,075 in Provincial Gas Tax Revenue and an expenditure of the same to the Community Transportation Committee for the operation of Transit in the community in the 2018; AND THAT Council includes the following additional items to the 2018 Capital Budget; 1. $25,000 to be funded from reserves for the cost of storm drain enhancements for Quarter Town Line; 2. $158,000 for the cost of a Fire Communication Console to be funded by $120,000 from user pay debt and $38,000 from reserves. Carried Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council approves an increase of .25 FTE to the overall FTE Count for CSR support at the CSC. Carried 2. 2018 Budget Moved By: Councillor Stephenson Seconded By: Councillor Adam THAT Council reduce the impact to taxation on the 2018 budget resulting from the proposed enhancements to beautification by using $20,000 from reserves. Defeated 39 180201 Council Budget Meeting – Minutes 6 Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT the purchase of the Fire Department X47 Digital Road Sign ($14,500 from taxation and $5000 from donations) be added to the 2018 capital budget. Carried Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT whereas at the Oxford County meeting of January 24, 2018 a By-law was approved by Council to introduce a 5 year cap on an amended Vacancy Rebate Policy for Industrial and Commercial properties; AND whereas this potentially, as indicated by Finance department of the County, includes ‘any’ 5 years; BE IT RESOLVED that staff be directed to work with local developers, the Chamber of Commerce, EDAC and other impacted stakeholders to identify a local solution to mitigate this impact to the benefit of stimulating opportunities for renovation, repurposing and re- tenanting vacant properties; AND FURTHER that this direction be incorporated into the 2018 Business Plan(s) for Economic Development Department in Q2. Carried Mayor Molnar stepped down from the Chair and Deputy Mayor Beres assumed the Chair. Moved By: Mayor Molnar Seconded By: Councillor Adam THAT an amended (reduced) Enhanced Beautification Program be established with a utilization of $20,000 from reserves, with a 2018 budget impact of $13,770. Carried Mayor Molnar resumed the Chair. Resolution #32 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT the final 2018 Budget, be brought forward at the February 12, 2018 Council Meeting for consideration. Carried Councillor Adam left the meeting at 5:31pm. 40 180201 Council Budget Meeting – Minutes 7 9. By-Laws 9.1 By-Laws from the Meeting of January 19, 2018. By-law 4168 Confirming Jan 29 18 Resolution #33 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT By-Law 41568, to Confirm the Proceedings of Council at its meetings held on January 29, 2018 and February 1, 2018, be read for a first, second, third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same and place the corporate seal thereunto. Carried 10. Adjournment Resolution #34 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT the Council Budget Meeting of January 29, 2018 be adjourned at 5:42 p.m. Carried 41 Shareholder Update Presentation to the Councilors of the Town of Tillsonburg Powering Your Community 42 Accomplishments Electrical Safety Authority audits 2017: 2 Due Diligence Inspections; 0 non-conformances & 0 needs improvements. Reg 22/04 audit: 0 non-conformances & 1 needs improvements. Energized 3 new subdivisions . We connected the following businesses: Broadway Dental, WiseLine, Xcel Fabrication, Gary Nelles Optometrist. We rejuvenated more than 2km of underground cable extending it’s life another 40 years at a fraction of the replacement cost. Completed our 10 year Asset Management Plan (AMP) and Distribution system Plan (DSP). Upgraded our Customer Information System (CIS) Implemented The Energy Boards’: Fair Hydro Plan, and Winter Disconnect policy. and so much more… “…It takes a team to be successful…” 43 Asset Management Plan and the Distribution System Plan 44 ** Draft 2018 capital plan ** DSP and Asset Management Plan 45 Tillsonburg Hydro Inc. — Vision, Mission, Values THI's Vision for the Future: To deliver safe professional, cost effective and environmentally responsible energy services to our stakeholders. THI's Mission Statement: An innovative energy services company committed to maximizing value to its customers and shareholders. Strategic Plan Our Vision To ensure the on-going sustainability, credibility and ability of the organization to realize its mandate, Vision and Mission; To ensure the organization operates within the requirements of all relevant statutory and regulatory requirements . 46 OUR BRAND REPRESENTS OUR PROMISE TO OUR CUSTOMER Powering Your Community uilding an expectation with our customers and encouraging us to keep that expectation with our customers. Apple: Think different Fedex: When it absolutely positively has to be there overnight. Nike: Just do it Coca Cola: Just Taste the Feeling 47 Coming soon this Fall Thank You Powering Your Community Powering Your Community 48 Council Delegation Request This Delegation Request form and any written submissions or background information for consideration by Council must be submitted to the Clerk's office by the following deadline: 4:30 P.M. ON THE MONDAY PRIOR TO THE REQUESTED MEETING DATE First Name Last Name Street Address Town/City Postal Code Phone Number E-mail Website: Do you or any members of your party require any accessibility accommodations? Yes No If yes, how can we assist? Should you require assistance completing this form, please contact: Deputy Clerk at 519-688-3009 Ext. 3221 or tsmith@tillsonburg.ca Please note that submission of this form does not guarantee the approval of your request for Delegation. The Clerk's office will confirm your Delegation by e-mail after receiving this form. COMPLETE PAGE TWO (2) OF THIS FORM 49 Delegation Information (Must be completed) Desired Council meeting date (Council regularly meets the 2nd and 4th Monday of each month): Subject of Delegation Names of Spokespersons (and positions) Name of Group or Person(s) being represented (if applicable) Brief Summary of Issue or Purpose of Delegation Will there be a Power Point presentation accompanying the Delegation Yes No Have you been in contact with a Staff member regarding the Delegation topic? Yes No If yes, please list the Staff member(s) you have been working with? I acknowledge Delegations are limited to fifteen (15) minutes each: I accept I acknowledge that all presentation material must be submitted by 4:30 pm the Friday before the meeting date: I accept 50 Personal information on this form is collected under the legal authority of the Municipal Act, as amended. The information is collected and maintained for purpose of creating a records that is available to the general public, pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act. Questions about this collection should be directed to the Municipal Clerk, Town of Tillsonburg, 200 Broadway Street, 2nd Floor, Tillsonburg, ON, N4G 5A7, Telephone 519-688-3009 Ext. 3224. 51 Council Delegation Request This Delegation Request form and any written submissions or background information for consideration by Council must be submitted to the Clerk's office by the following deadline: 4:30 P.M. ON THE MONDAY PRIOR TO THE REQUESTED MEETING DATE First Name Last Name Street Address Town/City Postal Code Phone Number E-mail Website: Do you or any members of your party require any accessibility accommodations? Yes No If yes, how can we assist? Should you require assistance completing this form, please contact: Deputy Clerk at 519-688-3009 Ext. 3221 or tsmith@tillsonburg.ca Please note that submission of this form does not guarantee the approval of your request for Delegation. The Clerk's office will confirm your Delegation by e-mail after receiving this form. COMPLETE PAGE TWO (2) OF THIS FORM 52 Delegation Information (Must be completed) Desired Council meeting date (Council regularly meets the 2nd and 4th Monday of each month): Subject of Delegation Names of Spokespersons (and positions) Name of Group or Person(s) being represented (if applicable) Brief Summary of Issue or Purpose of Delegation Will there be a Power Point presentation accompanying the Delegation Yes No Have you been in contact with a Staff member regarding the Delegation topic? Yes No If yes, please list the Staff member(s) you have been working with? I acknowledge Delegations are limited to fifteen (15) minutes each: I accept I acknowledge that all presentation material must be submitted by 4:30 pm the Friday before the meeting date: I accept 53 Personal information on this form is collected under the legal authority of the Municipal Act, as amended. The information is collected and maintained for purpose of creating a records that is available to the general public, pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act. Questions about this collection should be directed to the Municipal Clerk, Town of Tillsonburg, 200 Broadway Street, 2nd Floor, Tillsonburg, ON, N4G 5A7, Telephone 519-688-3009 Ext. 3224. 54 Report Title Canada 150 Committee Final Report Report No. CL 18-06 Author Jami Stephenson, Chair Meeting Type Council Meeting Council Date February 12, 2018 Attachments RECOMMENDATION THAT Council receives the Canada 150 Committee Final Report as information. BACKGROUND Council will recall that in the fall of 2016 the Canada 150 Committee was established. The committee was created to work in collaboration with Town staff and community partners to plan Canada Day event activities and promote the development of a series of events throughout 2017 in Tillsonburg to commemorate the 150th anniversary of Canada’s confederation. The committee members were Jami Stephenson, Chair, Aleksandra Webber, Josiane DeCloet, Karen Smith, Marianna Carson, Tabitha Dalm, Wendy Cameron, Heather Cnockaert, Paul Weaver, Councillor Brian Stephenson and the community leaders were Councillor Penny Esseltine, Evan VanMoerkerke, Irene Hurley and Virginia Armstrong. Staff support consisted of the Town Clerk, the Culture & Heritage Manager and the Recreation Programs Supervisor. The term of the Committee concluded on December 31, 2017, therefore the final report is provided to Council for their information. UPDATE The Town of Tillsonburg was not successful in receiving any of the Canada 150 grant funding, therefore the scale of events were smaller than originally anticipated. The committee initially reached out to challenge the community to host or to add a Canada 150 element to all events that occured in 2017. The town’s Marketing & Communications staff facilitated entering events on the website calendar for the promotion of Canada 150 events. The committee purchased a large 12 foot by 24 foot Canada Flag and asked the entire community to sign the flag for prosperity. The flag was introduced at a council meeting and councillors were the first residents of the Town of Tillsonburg to sign the flag. The flag was brought to many events within the Page 1 / 2 CL 18-06 Canada 150 Update 55 Town by the Community Leaders or a member of the committee. These events include but are not limited to: Hevenor Collection of Canadian Art, Senior Centre Mural and St. John’s Confederation Tea, Stories and Songs of Stompin’ Tom, Captain Canuck – Tillsonburg Fair, Bridal Fashions – 150 Years, Canada 150 Scavenger Hunt (Christmas Crawl), the Canada Day People’s Parade and the Marwood Metal Sculpture and Canada Day Event. The committee also initiated the Canada 150 Tree program which was facilitated through the Recreation, Culture and Parks Department. The Committee also supported a number of events within the Town throughout the year. These events include:  Youth Poster Contest  Canada Day Events  Harvest Fest  Inner Chamber 1867 Concert  Canada Skating Day FINANCIAL IMPACT/FUNDING SOURCE The committee was provided a $25,000 budget to provide for or support community 150 events. As of January 2018 there remains $1347.18. The Canada Skating Day was anticipated to cost $1,000 however the community supported this event in its entirety. Those donors include Sobeys, Metro, Zehrs, Tim Hortons and the Knights of Columbus. A copy of the spreadsheet is attached for your information. COMMUNITY STRATEGIC PLAN (CSP) IMPACT Section 4 – Culture & Community 4.2 Provide a variety of leisure and cultural opportunities to suit all interests Page 2 / 2 CAO 56 Canada 150 Budget Actual Variance Revenue 2017 Budget 25,000.00$ 25,000.00$ -$ 25,000.00 25000 0 Expenses Flag 101.75 101.75- Tshirts leaders 101.51 101.51- Canada 150 buttons 1,500.00 1506.42 6.42- Youth Tshirts 1,000.00 1254.96 254.96- Canada Day 5,000.00 4914.44 85.56 Harvestfest 6,400.00 6766.34 366.34- 1867 Concert 4,575.00 4337.4 237.60 Free Skate 1,000.00 0 1,000.00 Poster Contest 1,000.00 670 330.00 Splash and Boots 4,000.00 4000 24,475.00 23652.82 822.18 Net 525.00 1347.18 -822.18 57 Report Title Supporting federal action on heritage property conservation Report No. CL 18-03 Author Bob Marsden, Chair Heritage, Beautification & Advisory Committee Laura Pickersgill, Legislative Services Coordinator c/o Heritage, Beautification & Cemetery Committee Meeting Type Council Meeting Council Date February 12, 2018 Attachments A- Letter- CHO- Support federal action on heritage property conservation B- Report 10 C- Recommendation 11 RECOMMENDATION THAT Council receives Report CL 18-03, Supporting Federal action on heritage property conservation, for information; AND THAT Council supports the recommendations of the Federal House of Commons Standing Committee in Environment and Sustainable Development contained in report 10 regarding the presentation of Canada’s heritage; AND FURTHER THAT Council supports the committee’s recommendation number eleven, a proposed tax credit for restoration and preservation work on buildings listed in the Canadian Register of Historic Places. EXECUTIVE SUMMARY Community Heritage Ontario is seeking support from Ontario Municipal Heritage Committees and Municipal Councils to have copies sent to the Minister of Finance and our member of Federal Parliament supporting the recommendations of the Federal House of Commons Standing Committee on Environment and Sustainable Development for conservation initiatives for conserving heritage designated properties. Page 1 / 2 CL18-03 Supporting federal action on heritage property conservation 58 BACKGROUND The Heritage Committee received the request-attachment A and reviewed it at their meeting held on January 11, 2018. The Committee recommends that Council support report 10 and recommendation 11. These recommendations will offer greater protection to our heritage designated properties and will not financially impact the Town of Tillsonburg. Community Heritage Ontario is requesting municipal Council’s motions to include support of recommendation eleven- a proposed tax credit for restoration and preservation work on buildings listed in the Canadian Register of Historic Places. This tax credit program is currently being successfully implemented in America’s heritage properties and appears to be generating substantial economic development simultaneously. By supporting this motion, this will not only apply to federally owned heritage properties but will also assist in the conservation of privately owned heritage properties. The Town of Tillsonburg’s Heritage, Beautification and Cemetery Committee passed the following motion in support of this initiative at their January 11, 2018 meeting: 8.1 Federal role in heritage conservation Moved By: P. Esseltine Seconded By: C. Nagy Resolution #4 THAT the Heritage, Beautification and Cemetery Committee support the recommendations of the Federal House of Commons Standing Committee in Environment and Sustainable Development contained in report 10 regarding the presentation of Canada’s heritage, And further that the Committee supports recommendation number eleven, a proposed tax credit for restoration and preservation work on buildings listed in the Canadian Register of Historic Places, And further that the Committee forward this recommendation to Council for consideration. Carried. FINANCIAL IMPACT/FUNDING SOURCE There would be no known cost at this time. COMMUNITY STRATEGIC PLAN (CSP) IMPACT 4.1 Promote Tillsonburg as a unique and welcoming community. Page 2 / 2 CAO 59 December 29, 2017 Tillsonburg Mr. Robert Marsden Chairperson Heritage, Beautification and Cemeteries Committee c/o Donna Wilson, Clerk 2nd Floor 200 Broadway Town Centre Mall Tillsonburg, ON N4G 5A7 Dear Mr. Robert Marsden, Community Heritage Ontario (CHO) is wriAng to all Ontario municipal heritage commiEees seeking support for federal acAon on the conservaAon of heritage properAes. CHO seeks the support of both your Heritage CommiEee and your Municipal Council in each wriAng to the federal Minister of Environment with copies to the Minister of Finance and your member(s) of federal Parliament supporAng the recommendaAons of the federal House of Commons Standing CommiEee on Environment and Sustainable Development contained in report 10 regarding the preservaAon of Canada’s heritage. A copy of the seventeen CommiEee recommendaAons is aEached. The full report is available for viewing at: hEp://www.ourcommons.ca/DocumentViewer/en/42-1/ENVI/report-10. While all of the CommiEee’s recommendaAons are worthy of support, it would be helpful if, in your leEers, you emphasized recommendaAon number eleven, a proposed tax credit for restoraAon and preservaAon work on buildings listed in the Canadian Register of Historic Places. The tax credit program could be similar to one that has been uAlized for years by the United States federal government. That tax credit program has achieved success in conserving America’s heritage properAes while at the same Ame generaAng substanAal economic development. ImplementaAon of the CommiEee’s recommendaAons will not only help conserve federally owned heritage properAes but will also assist in the conservaAon of privately owned heritage properAes. It is essenAal that we demonstrate widespread support for a federal government role in conserving Canada’s heritage and that this role should be pursued through the implementaAon of the Standing CommiEee’s recommendaAons. Input is being sought by the federal government on these recommendaAons over the next two months. It is important that leEers of support be received by the federal Ministers no later than February 28, 2018. Sincerely, Wayne Morgan President, Community Heritage Ontario Recommenda)ons A-ached  60 RECOMMENDATIONS of Report 10 of the House of Commons Standing Commi?ee on Environment and Sustainable Development - Preserving Canada’s Heritage: The FoundaHon for Tomorrow The CommiEee Recommends that the federal government: 1.Policy on Management of Real Property be integrated in new legislaAon so that custodian departments of designated federal heritage buildings are required to protect the commemoraAve integrity of these buildings and prevent demoliAon-by-neglect. 2.introduce legislaAon to provide statutory protecAon for federal heritage buildings. 3.introduce legislaAon imposing on Crown corporaAons the same requirements imposed on federal departments and agencies by the Policy on Management of Real Property regarding the management of federal heritage buildings, in order to protect the commemoraAve integrity of buildings owned by these Crown corporaAons and prevent their demoliAon-by-neglect. 4.introduce legislaAon to establish a process to protect, conserve, document and exhibit archaeological resources on federal land and under waters of federal responsibility. 5.introduce legislaAon to provide a statutory obligaAon on federal departments, agencies and Crown corporaAons to protect the commemoraAve integrity of all naAonal historic sites of Canada. 6.introduce legislaAon to provide a statutory obligaAon on federal departments, agencies and Crown corporaAons to protect the integrity of federal heritage buildings owned by the federal government or under its jurisdicAon. 7.Treasury Board Secretariat work with federal departments and agencies to ensure that they invest 2% of the asset replacement value annually towards the maintenance and repair of federal heritage buildings, as recommended in the Treasury Board Secretariat’s Guide to the Management of Real Property. 8.adopt a policy requiring federal departments and agencies to, when deemed appropriate, give preference to exisAng heritage buildings when considering leasing or purchasing space. 9.introduce legislaAon to: a.ensure that federal acAons do not adversely impact the commemoraAve integrity of naAonal historic sites of Canada or the integrity of heritage sites and buildings designated by provinces and municipaliAes in Canada; b.provide statutory protecAon for Canadian World Heritage sites; c.ensure that federal acAons take into consideraAon the heritage values of Canada’s historic places; and d.give statutory recogniAon of the Canadian Register of Historic Places and the Standards and Guidelines for the Conserva)on of Historic Places in Canada. 61 10.restore the funding level for the NaAonal Cost-Sharing Program for Heritage Places to a minimum of $10 million per year. 11.establish a tax credit for the restoraAon and preservaAon of buildings listed on the Canadian Register of Historic Places. 12.in co-operaAon with provincial and territorial governments, work to adapt future versions of Canada’s Na)onal Model Building Codes in a manner that will facilitate the restoraAon and the rehabilitaAon of exisAng buildings and the preservaAon of their heritage characterisAcs. 13.Parks Canada review its NaAonal Cost-Sharing Program and, if it is determined that rural sites are under- represented in applicaAons for funding or in the awarding of funding, steps should be taken to improve the program. 14.consider supporAng an iniAaAve modelled aeer the “Main Street America” model, to encourage public and private investment in commercial historic buildings in rural areas and small ciAes as a catalyst for community sustainability and economic development. 15.support an Indigenous-led iniAaAve that will be responsible for: a.determining how places that are important to Canada’s Indigenous peoples should be protected and preserved; b.enhancing the capacity of Indigenous communiAes to preserve places that are important to them; and c.presenAng the perspecAve of Indigenous communiAes regarding the protecAon of places that are important to them to the Historic Sites and Monuments Board of Canada and its Secretariat, Parks Canada and other federal government departments and agencies. 16.Parks Canada, in cooperaAon with Indigenous groups, include Indigenous registrars in the Canadian Register of Historic Places to improve the process by which Indigenous places that are important to Indigenous peoples are idenAfied and designated. 17.in support of the Truth and ReconciliaAon Commission’s calls to acAon 79 and 81, and in consultaAon with Indigenous groups: a.introduce legislaAon amending the Historic Sites and Monuments Act to add First NaAons, Inuit, and MéAs representaAon on the Historic Sites and Monuments Board of Canada and its Secretariat. b.The Historic Sites and Monuments Board of Canada revise the policies, criteria, and pracAces of the NaAonal Program of Historical CommemoraAon to integrate Indigenous history, heritage values, and memory pracAces into Canada’s naAonal heritage and history. c.Parks Canada develop and implement a naAonal heritage plan and strategy for commemoraAng and, where appropriate, conserving residenAal school sites, the history and legacy of residenAal schools, and the contribuAons of Indigenous peoples to Canada’s history. d.in collaboraAon with ResidenAal School Survivors, commission and install a publicly accessible, highly visible, ResidenAal Schools NaAonal Monument in the city of OEawa to honour Survivors and all the children who were lost to their families and communiAes. 62 38 as the Canadian Film or Video Production Tax Credit120 and the Scientific Research and Experimental Development Tax Incentive Program.121 Julian Smith, Director of the Centre for Cultural Landscape, suggested to the Committee that only heritage buildings used commercially or by a business should be eligible for the tax credit, as is the case in the United States. According to Mr. Smith, the retrofitting of commercial buildings potentially offers more societal benefits, including the ability to revitalize main streets, old urban neighbourhoods and abandoned industrial sites, than the restoration of private homes.122 This view was not shared by Mr. Wiebe, who suggested that the credit would have a broader impact if it were extended to heritage homeowners.123 Consequently: RECOMMENDATION 11 The Committee recommends that the federal government establish a tax credit for the restoration and preservation of buildings listed on the Canadian Register of Historic Places. 4. Adapting Building Codes to the Conservation of Historic Buildings Several witnesses addressed the need to adapt the building codes to the conservation of historic buildings. Before the Committee, Julian Smith indicated that current building codes in Canada are focussed on new construction and do not facilitate the conservation of existing buildings.124 In his testimony, Robert Eisenberg, Partner at York Heritage Properties, provided examples that demonstrate how current building codes are not well suited to the restoration or rehabilitation of old buildings. For instance, adding insulation to the roofs of these buildings increases snow load in winter because heat no longer escapes through the roof to melt the snow, thus threatening the buildings’ structural integrity.125 120 Canada Revenue Agency, Canadian Film or Video Production Tax Credit Program. 121 Canada Revenue Agency, Scientific Research and Experimental Development Tax Incentive Program. 122 ENVI, Evidence, 28 September 2017, 0855 (Julian Smith). 123 Ibid., 0905 (Chris Wiebe). 124 Ibid., 0855 (Julian Smith). 125 ENVI, Evidence, 3 October 2017, 0905 (Robert Eisenberg). 63 PRESERVING CANADA’S HERITAGE: THE FOUNDATION FOR TOMORROW 39 According to Mr. Smith, adapting the building codes may facilitate the restoration or rehabilitation of existing buildings. He explained that cost overruns and the uncertainty with older buildings “are due to a lack of expertise in the professionals who get involved with them”.126 While talking about the restoration of the Parliament buildings in Ottawa, Robert Wright, Assistant Deputy Minister, Parliamentary Precinct at the Department of Public Works and Government Services, provided a good example of the work involved meeting current building codes standards while retrofitting heritage buildings. He explained that his department had to leverage unique research capacity and expertise by forming valuable partnerships with a number of universities to overcome technical challenges of adapting the Parliament buildings to the current standards.127 Mr. Smith suggested to the Committee that adapting the building codes could help in addressing the lack of professional expertise in the retrofitting of old buildings.128 According to Andrew Waldron, whereas “[s]ome provincial building codes are strong on addressing heritage buildings, … the national building code is much weaker on the national level, often causing variances to the provincial codes.”129 Specifically, the Committee learned that only Ontario and British Columbia have added sections in their building codes that deal with existing buildings.130 Therefore, to encourage and facilitate the restoration and the preservation of existing buildings in Canada: RECOMMENDATION 12 The Committee recommends that the federal government, in co-operation with provincial and territorial governments, work to adapt future versions of Canada’s National Model Building Codes in a manner that will facilitate the restoration and the rehabilitation of existing buildings and the preservation of their heritage characteristics. D. Issues Affecting Rural Canada The Committee’s study highlighted the specific issues and challenges facing historic places in rural areas. For example, the operation and maintenance of these places often depends on volunteers from local communities. Because they are situated outside of major urban centres, they often have fewer means to garner the attention of public 126 ENVI, Evidence, 28 September 2017, 0855 (Julian Smith). 127 ENVI, Evidence, 19 October 2017, 0910 (Robert Wright, Assistant Deputy Minister, Parliamentary Precinct, Department of Public Works and Government Services). 128 ENVI, Evidence, 28 September 2017, 0855 (Julian Smith). 129 ENVI, Evidence, 21 September 2017, 0910 (Andrew Waldron). 130 ENVI, Evidence, 28 September 2017, 1025 (Julian Smith). 64 Report Title Rolph Street School Façade- Update from the Developer Report No. CL 18-04 Author Robert Marsden, Chair Heritage, Beautification & Cemetery Advisory Committee Laura Pickersgill, Legislative Services Coordinator c/o Heritage, Beautification & Cemetery Committee Meeting Type Council Meeting Council Date February 12, 2018 Attachments Proposed Drawings RECOMMENDATION THAT Council receives Report CL 18-04, Rolph Street School Façade- Update from the Developer, for information; AND THAT Council supports the recommendations of the Heritage, Beautification and Cemetery Committee to endorse the recommendations presented by the Developer related to external façade impacts at Rolph Street property. EXECUTIVE SUMMARY The proposed minimal changes were presented to the Heritage, Beautification and Cemetery Advisory Committee as a result of the acquisition of the former Rolph Street School by Curtis Wilcox Developers. BACKGROUND On January 11, 2018, Shane Curtis, partner of Curtis Wilcox Developers, presented to the Heritage, Beautification and Cemetery Committee their proposed changes to the external façade of the former Rolph Street School property. The importance of maintaining the original façade was reiterated to the Committee from the Developer. This Developer is looking to attract individuals age 50 + that no longer wish to maintain a home and those who are not ready to move into a retirement home setting. The property was designated as a heritage building by Council on October 14, 2014 pursuant to by-law 3852. The proposed changes include:  Adding two skylights in the middle dormer to allow additional light on the third floor, pursuant to the building code requirements. The skylights will not to be noticeable from the street view.  Location of air conditioners - the red squares (on the attached drawing) indicates the position of the air conditioners, they will be difficult to see as the location is in shady areas and the colour of the units will blend with the facade. Page 1 / 2 CL18-04 Rolph Street School Façade- Update from the Developer 65  The main entrances will be relocated in the back and at the current gym location in accordance with the building code. There will be an elevator installed on the back left entry so there is no need for front doors. The Front doors are to be replaced with windows to maintain the original look.  The HVAC pipes are going to be kept to a minimum and placed on the sides of the building wherever is allowable under the building code. The Heritage, Beautification and Cemetery Committee deliberated on the proposed changes and determined that the charges would not impact the heritage designation. The committee passed the following resolution: Moved By: S. Molnar Seconded By: S. Saelens Resolution #3 THAT the Heritage, Beautification and Cemetery Committee endorse the recommendations as presented by developer related to external façade impacts at Rolph Street property, And further that this resolution be forwarded to Council for consideration. Carried. FINANCIAL IMPACT/FUNDING SOURCE There is no financial impact to the Town of Tillsonburg in response to this request. COMMUNITY STRATEGIC PLAN (CSP) IMPACT Section 3 Demographic Balance 3.3 Support the aging population and an active senior citizenship Section 4 Culture & Community 4.1 Promote Tillsonburg as a unique and welcoming community Page 2 / 2 CAO 66 67 2018 Budget and Business Plans February 12, 2018 68 2 2018 Budget •2018 DRAFT BUDGET •Council passed a resolution at the February 1, 2018 budget meeting to bring the 2018 Draft Budget and Business Plans to this Council meeting for Council consideration 2018 Budget 69 3 Budget Proposal It is proposed to increase the combined operating and capital tax supported budget from $13,989,100 to $14,815,000. This increase of $825,900 comes from a combination of assessment growth and tax levy increase of 1.95%. The increase in assessment from the 2016 assessment phased in for 2018 is $337,000 and allocated to the Asset Management Plan. 2018 Budget 70 4 Changes to Tax Levy 2018 Budget Year Levy Change % 2010 0.00754233 -0.1% 2011 0.00745651 -1.1% 2012 0.00737536 -1.1% 2013 0.00725973 -1.6% 2014 0.00722218 -0.5% 2015 0.00723594 0.2% 2016 0.00723430 0.0% 2017 0.00748681 3.5% 2018 0.007632785 1.95% 71 5 Capital Budget •$12.2 M is for capital which can be found in a few main areas •Fleet for Fire Aerial Truck •Lake Lisgar Water Park renovations and updates •Roads & Piping, Concession St E and Bradburn Subdivision •Community Centre Roof and Energy Retrofit •LED lighting program •Computer replacements •Annandale Baseball Park lighting and parking improvements •Highway 3 Industrial Land development •Fire Dispatch Service Communication Equipment 2018 Budget 72 6 Capital Funding 2018 Budget Financing Method Protection RCP Operations Finance Economic Utility Total Fire Development User Fee Debt 93,500 2,225,000 1,500,000 2,088,000 5,906,500 DC Reserves 99,000 259,500 358,500 Federal Grants 487,400 487,400 Provincial Grants 21,000 1,797,500 150,000 1,968,500 Other Grants 255,000 16,600 271,600 Reserves 37,800 97,000 363,900 141,900 127,000 767,600 Debentures 980,000 980,000 Miscellaneous & Donations 5,000 5,000 10,000 Expenditures 195,800 3,284,000 6,049,400 253,500 2,215,000 11,997,700 Contribution to Reserves 45,000 40,000 126,000 211,000 Taxation 59,500 627,000 701,100 71,000 1,458,600 73 7 Unrestricted Reserves 2018 2018 Budget Reserve Balance Transfers Transfers Interest Transfers Transfers Projected Account at In - 2017 Out - 2017 Income In - 2018 Out - 2018 Balance Name November-30-17 December-31-18 Income Town - Council Reserve 3,425 60 3,485 Town - Election Reserve 54,377 90 5,000 52,700 6,767 Town - Transit Reserve - 10 10 Town - Physician Recruitment Reserve 7,511 609 8,120 Town - Tax Rate Stabilization Reserve 843,858 154,300 960 52,500 638,018 Town - IT Equipment Reserve 364,752 298,500 415 55,000 141,900 (20,233) Town - Asset Management Funding Reserve 10,050 436 337,000 266,000 81,486 Town - Fleet and Equipment Reserve 444,609 435,000 681 235,000 (224,710) Town - Fire Department Equipment Reserve 59,331 14,000 404 45,000 38,000 52,735 Town - Fire Department Labour Reserve - - - Town - Police Reserve 177,348 41,300 252 41,300 95,000 Town - Police Services Board Reserve 6,028 46 6,074 Town - Engineering Reserve 9,828 9,700 20 148 Town - Development Remediation Reserve 18,151 159 18,310 Town - Linear Infrastructure Reserve 140,265 130,100 228 7,800 92,900 (74,707) Town - Airport Reserve 63,048 57,400 62 11,000 (5,290) Town - Waste Management Reserve 21,257 21,000 26 283 Town - Winter Maintenance Reserve - - - Town - Recreation Culture & Parks Reserve 311,750 172,000 326 70,100 39,800 170,376 Town - Facility Infrastructure Reserve 45,355 45,400 45 - - Town - Cemetery Reserve 12,190 12 12,202 Town - Downtown Parking Reserve 238,782 44,900 234 27,500 311,416 Town - Economic Development Reserve 734,593 29,000 660,400 2,925 76,000 150,500 31,618 Total Reserves 3,566,508 73,900 2,039,100 8,000 623,400 1,121,600 1,111,108 Outstanding Budgeted 74 8 Restricted Reserves and Trusts 2018 Budget Restricted Projected Reserves Balance Transfers Transfers Transfers Balance 30/11/2017 Out - 2017 In - 2018 Out - 2018 31/12/2018 Development Charges Reserve General 35,812 18,500 17,312 Fleet 537,719 25,000 220,000 292,719 Fire 221,907 32,000 189,907 Police 1,062 1,062 Parking 8,533 8,533 SanSwrs 28,208 28,208 Roads 837,804 464,700 39,500 333,604 Recreation 351,629 18,000 99,000 234,629 Obligatory Reserve Gas Tax 810,997 804,600 487,400 487,400 6,397 Building Fees 206,892 4,900 108,200 93,792 Trust Funds JL Scott McLean 46,335 20,876 25,459 Parkland 45,563 45,563 Comm Trusts 62,708 62,708 Perpetual Care 890,375 890,375 Annandale House 106,642 35,000 65,000 6,642 Cemetery Mtce 33,947 33,947 Cemetery Prepaid 30,142 30,142 Scholarships 37,023 37,023 Lake Lisgar Revitalization 8,611 8,611 4,301,907 1,423,576 487,400 1,019,100 2,346,631 75 9 Tax Supported Debt Tax supported debt is financed through taxation versus user fees or other sources of income Annual Debt Reductions 2017 $255,631 2018 $188,803 2019 $ 217,233 * * Debt is usually incurred one year after budgeting 2018 Budget 76 10 2018 Operating Budget Summary - Taxation Requirement 2018 Budget Operating 100 Council 308,000 411,700 103,700 110 Finance 1,642,700 1,587,200 -55,500 120 CSC 59,500 82,600 23,100 130 Fleet -234,700 -223,700 11,000 145 Hyd -266,200 -286,800 -20,600 150 Fire 1,159,500 1,274,700 115,200 160 Police 2,849,500 2,884,000 34,500 180 Protection 232,300 228,600 -3,700 190 Building 7,100 -7,100 200 Op Admin 232,800 241,100 8,300 210 Engineering 289,400 297,200 7,800 220 Roads 1,585,700 1,630,200 44,500 225 Winter Mtce 523,400 544,800 21,400 230 Parking 235 Streetlights 334,500 334,500 240 Airport 72,300 48,300 -24,000 260 Storm Sewers 125,000 160,300 35,300 280 Solid Waste & Recycling 174,700 179,200 4,500 300 Cem 143,300 103,600 -39,700 450 Parks 544,200 637,400 93,200 455 Community Events 37,000 22,200 -14,800 460 Rec - Programs 297,800 414,900 117,100 465 Rec - Bldg Mtce 2,213,300 2,219,600 6,300 467 EFC -32,400 -32,300 100 475 Museum 307,700 333,200 25,500 500 DCS 91,400 91,000 -400 505 EcDev 372,700 390,000 17,300 600 Municipal - Taxes -203,000 -217,100 -14,100 Total Operating 12,867,500 13,356,400 488,900 77 11 2018 Capital Budget Summary - Taxation Requirement 2018 Budget Asset Management 110 Finance 75,000 71,000 -4,000 120 CSC 5,000 -5,000 130 Fleet 57,000 57,000 150 Fire 114,000 59,500 -54,500 210 Engineering 51,900 152,000 100,100 220 Roads 244,600 411,600 167,000 235 Streetlights 240 Airport 22,600 -22,600 260 Storm Sewers 147,500 80,500 -67,000 280 Solid Waste & Recycling 109,000 -109,000 300 Cem 67,000 25,000 -42,000 450 Parks 80,000 166,000 86,000 460 Rec - Programs 15,000 15,000 465 Rec - Bldg Mtce 195,000 366,000 171,000 475 Museum 10,000 55,000 45,000 500 DCS 505 EcDev Total Asset Management 1,121,600 1,458,600 337,000 78 79 80 81 82 83 84 85 86 Report Title Update - County of Oxford Report No. MYR 18-01 Author Mayor Molnar Meeting Type Council Meeting Council Date February 12, 2018 Attachments RECOMMENDATION: THAT Council receives report MYR 18-01 as information. EXECUTIVE SUMMARY The purpose of this report is to provide information regarding any reports and recommendations from local representation at Oxford County Council. CONSULTATION/COMMUNICATION As a result of the effort to expand access to knowledge and information for Town Council and local stakeholders, this report is intended to provide material on activities that transpire at Oxford County Council that may have an impact on the Town of Tillsonburg. This type of report will further satisfy mandates as reinforced in the Community Strategic Plan to provide for a more accessible and open governance model. INFORMATION • County Council has approved their 2018 Business Plan and Budget as endorsed in By-law 5987-2018 of January 10, 2018. The general levy of $56.1 Million, in support of an overall Budget of $230.6 Million represents a reduction in Requirement from Taxation of 0.3% from 2017. • The issue of the opportunity of Shared Court Security costs continued to be under deliberation. The material report from CAO Calder (CAO 16-11), as endorsed by municipal Council on September 26, remained an integral part of the discussion to highlight the concerns of Tillsonburg Council. Subject to a recommendation from the specially created Ad-hoc Committee (WDN 2017-03), recommendations for a weighted support system (60% Woodstock – 40% rest of County) for both Court Security and Prisoner Transport were adopted by the majority of County Council. The net impact to Tillsonburg taxpayers will be $23,906.00. Page 1 / 2 MYR 18-01- Update- County of Oxford 87 • As approved on January 24, 2018 (Report CS 2018-03) an amended Vacant Unit Rebate Program introduced a firm “5 Year Cap” on Commercial and Industrial property applications. This subjective approach is not representative of the understanding that impacted developers and stakeholders had from earlier County Council direction to staff, however it was what was presented to, and approved by, the Ministry of Finance as interpreted in By-law #5995-2018. • Report CAO 2018-02 from January 24 introduced the intent to review the County of Oxford Procedural By-law (5852-2016) to properly align local governance with amendments the Province approved in Bill 68. Of particular impact to the lower-tier municipalities is the opportunity for an Alternate Representative at County Council meetings. • Tillsonburg will be in receipt of one Electrical Vehicle Charging station through our County partnered application with the Ministry of Transportation. This program (EVCO) is 100% funded by the Province. • Due to pressures being introduced by the Ministry of Health and Long-Term Care (MOHLTC) towards greater amalgamation of Public Health units in Ontario, the County of Oxford (Oxford County Public health) and the Elgin St. Thomas Health Unit have signed a letter of intent to join as one single integrated unit. This new entity, the “Board of Health for the Oxford, Elgin, St. Thomas Health Unit”, will effectively be merged on May 1, 2018. FINANCIAL IMPACT/FUNDING SOURCE Whereas the material contained in this report is a summary of Oxford County information, there is no direct impact on the finances of the Town of Tillsonburg as would require approval by Municipal Council or direction from corporate staff. APPROVALS: Author: Mayor Molnar Date: 01/12/18 Page 2 / 2 CAO 88 Report Title Community Transportation Grant Program – Municipal Stream Application Report No. CAO 18-01 Author David Calder Meeting Type Council Meeting Council Date February 12, 2018 Attachments Community Transportation Grant Program – Municipal Stream Application Project Work Plan Project Budget RECOMMENDATION THAT Council receives report CAO 18-01, Community Transportation Grant Program; AND THAT Tillsonburg Town Council authorizes the submission to the Ministry of Transportation of a Community Transportation Grant Program Application-Municipal Stream for a Long-distance CT Project; AND THAT Council authorizes the CAO to sign the application form. EXECUTIVE SUMMARY In December of 2017, the Ministry of Transportation introduced a new round of funding for community transportation projects through the 2017 Community Transportation Grant Program (the “CT Program”) to provide financial assistance to municipalities for the planning, implementation and operation of community transportation projects. As members of Council know, the Town of Tillsonburg has been participating in the Community Transportation Grant Program in order to provide in town transportation for local residents. As recommended by the Community Transportation Pilot Project Committee, an application for a Long-distance CT Project under the Community Transportation Pilot Grant Program – Municipal Stream is the next step for inter community connection. BACKGROUND As noted, in 2015, the Ministry of Transportation established the Community Transportation Pilot Grant Program to provide financial assistance to municipalities for the development and implementation of community transportation initiatives. The Town of Tillsonburg and its partner community organizations was one of 22 municipalities to receive funding. The Community Transportation Grant Program – Municipal Stream Application builds on the Pilot Program to fund the development of community transportation solutions to address local transportation needs, including ways to better utilize existing transportation resources. The new Page 1 / 3 89 program continues to emphasize improving mobility options for those who experience transportation barriers, including seniors, people with disabilities, youth, and persons living on low income. As well, there continues to be an emphasis on partnerships, coordination, and a collaborative approach to service delivery that can provide measurable improvements to transportation services in Ontario communities. Council will recall that under the original application in 2015, one of the future goals of the pilot was to look at intercommunity service and more connections to other transportation services such as municipal transit systems, intercity coach, or rail and other community transportation services. Staff and the community partners are recommending that an application be submitted in order to advance the intercommunity service aspect of community transportation under a Long-distance CT project under the Community Transportation Grant Program – Municipal Stream. This is a key need in the ability of local residence to access such activities as medical services, jobs, education and training. With the decline over the years in intercity coach bus services and the growth for inter-county/regional travel, the need for intercommunity service becomes more prevalent. As well, coordinating schedules and convenient transfer points amongst transportation partners help build networks and transportation hubs to serve local and regional travel. Details of the proposed long-distance CT project are contained in the attached Municipal Stream Application and work plan. A high level annual budget for the provision of the long-distance service up to 2023 is also attached. CONSULTATION/COMMUNICATION Staff participated in a webinar put on by staff of the Ministry of Transportation in order to learn more about the program including eligibility critieria and application process. As well, the Community Transportation Pilot Program Committee has assisted in preparing the application and securing partners to the application. Staff will also be including letters of support from other municipalities within Oxford County. FINANCIAL IMPACT/FUNDING SOURCE Under the requirements of the Community Transportation Program guidelines, in order to participate in the program, a municipality has to be the lead applicant for the project and at least one community partner has to be involved. Funding is over a five-year period to help build service and ridership. Total funding is currently at $30 million for the five-year program with two levels of funding: a) Maximum individual grant of $500,000 for the five-year period for local community transportation service; and b) Maximum individual grant of $1.5 million for the five-year period for CT projects that propose long-distance scheduled bus routes. There are separate eligibility criteria and application requirements for the two levels of funding. To be eligible for funding, the proposed community transportation project must be implemented within one year of the effective date of the Agreement and operate until the expiry of the CT Page 2 / 3 CAO 90 Program, March 31, 2023. The application is applying for funds of approximately $200,000 per year for a total of $1,074,526.00. The long-distance work plan is attached to this report. The municipality must sign an agreement with the Ministry of Transportation should it be successful in obtaining approval for a grant. This agreement will set out the terms and conditions under which the Ministry agrees to provide funding to the municipality. Staff have not seen the form of the agreement as of yet. The municipality must set up a separate account for the funds through an interest bearing CT Fund Reserve account under the name of the municipality and in a Canadian financial institution where the CT Funds are deposited and tracked separately from other funds. The municipality is responsible for the proper use of the funds and to ensure the CT Project for which the funds are provided is carried out in accordance with the terms and conditions set out in the guide and agreement which will include the provision of an insurance certificate which specifically references the CT Project. While the Town of Tillsonburg is responsible for the funds and must sign the agreement, the CT Project could be carried out and managed by the town or one or more community organization(s) collaborating with the municipality or a third party provider contracted to implement and provide the proposed service. The application deadline is the end of February, 2018. COMMUNITY STRATEGIC PLAN IMPACT As noted in the Community Strategic Plan (CSP), the Community Transportation Program would meet the CSP’s action items of exploring alternative transportation options and implement and market a transportation program. Page 3 / 3 CAO 91 92 93 94 95 96 97 98 99 100 101 102 103 104 Report Title Request for Proposals - Community Transportation – T:GO Operations – RFP2018-001 Report No. CAO 18-02 Author David Calder Meeting Type Council Meeting Council Date February 12, 2018 Attachments Report CTPPSC 53-17 T:GO CALL-N-RIDE Contracting Out Busing Services Draft Request for Proposal – RFP2018-001 RECOMMENDATION That Council receives report CAO 18-02, Community Transportation Request for Proposals – T:GO Operations; And That Tillsonburg Town Council authorizes the release of a Request for Proposals (RFP2018-001) for the purposes of seeking submissions for the operation of T:GO beyond March 31, 2018. EXECUTIVE SUMMARY Council will recall that at their meeting of October 10, 2017, they received a report from the Community Transportation Pilot Project Committee regarding how to proceed with T:GO after the expiration of the Community Transportation Pilot Project on March 31, 2018. The Committee was suggesting that the service be contracted out through the issuance of a Request for Proposals for the purposes of attracting a private company to operate T:GO on behalf of the municipality. BACKGROUND The Town of Tillsonburg along with agency partners, applied for and received a Community Transportation Pilot Grant ($100,000) in 2015. The original pilot program was to run until March 31, 2017. The Ministry of Transportation subsequently extended the program and provided additional funding ($50,000) with a new expiry date of March 31, 2018. Subsequent to the pilot funding, the Town has applied for and received dedicated gas tax funding for a municipal transit system. As part of the pilot project, the Town Council established a Community Transportation Pilot Program Steering Committee to oversee the pilot program. The Steering Committee has established that there is community need for transit within Tillsonburg as well as created and established a transit system to meet the identified needs. The Steering Committee also believes Page 1 / 3 105 that the transit system should continue beyond the pilot phase. As the pilot is coming to the end, the Steering Committee has reviewed models of operation in order to keep the transit service operating into the future. As a result, the Steering Committee provided a report to Council in October of 2017 titled “T:GO CALL-N-RIDE Contracting Out Busing Services”. Council received the report for information with the understanding that Town staff would report further regarding moving forward with the transit service beyond the pilot expiry. Based on the information provided by the Steering Committee to Council and the work the Steering Committee has done to establish a transit system in Tillsonburg, staff is recommending that an RFP be issued to determine interest from the private sector in operating a municipal transit service beyond the pilot stage. The Town of Tillsonburg as a municipal organization, does not currently have the internal capacity to manage and operate a transit system. It is also recognized that as the T:GO Program moves forward, greater cost and service efficiencies might best be met by a contractor who has the expertise, resources and knowledge to effectively run the system on a daily basis. In addition, it is anticipated that a contractor may be able to increase levels of service and customer satisfaction. Staff would anticipate that the Steering Committee may be reinvented in some way in order to oversee any future operating contract. A “Transit Committee” could ensure that the objectives and conditions of any agreement with an “operator” or adhered too as well as ensure any community needs (i.e. long distance community transportation, inter community connections) are discussed with the operator. The governance model for transit is something that staff would report on at a later date. CONSULTATION/COMMUNICATION The Community Transportation Pilot Grant Steering Committee has reviewed other similar sized municipalities to determine how transit services are delivered. They have looked at the pros and cons and subsequently provided their findings to Council last October. Town staff have reviewed other municipal procurement processes and have assisted in drafting a Request for Proposal (RFP) document. The document attached to this report is in draft format as there may be some minor additions prior to release. FINANCIAL IMPACT/FUNDING SOURCE The release of an RFP will determine what the private sector costs are to provide a Transit service. The results of the RFP will be analyzed and Council will be the authority to award the contract to a successful bidder. Page 2 / 3 CAO 106 COMMUNITY STRATEGIC PLAN IMPACT As noted in the Community Strategic Plan (CSP), the Community Transportation Program would meet the CSP’s action items of exploring alternative transportation options and implement and market a transportation program. Page 3 / 3 CAO 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 159 160 Report Title Commemorative Naming of Tillsonburg Dog Park Report No. CL 18-05 Author Laura Pickersgill, Legislative Services Coordinator Meeting Type Council Meeting Council Date February 12, 2018 Attachments RECOMMENDATION THAT Council receives Report CL 18-05 Commemorative Naming of Tillsonburg Dog Park; AND THAT Council endorses the naming of the Tillsonburg Dog Park to be, “Dave Johnson Memorial Dog Park”, as long as the park remains in its original location and that a public ceremony be held in spring 2018 and that staff will work with the Dog Park Committee to plan the event. OBJECTIVE To provide Council with a recommendation for naming the Tillsonburg Dog Park. BACKGROUND The following resolution was passed during the in-camera council meeting held on October 10, 2017. Resolution #4 THAT Council receives report CL17-20 Commemorative Naming of the Tillsonburg Dog Park; AND THAT Council direct that naming the Tillsonburg Dog Park, Dave Johnson Memorial Dog Park, be brought forward in a regular Council session for endorsement following a 60 day public consultation period and subsequent review by the Commemorative Naming Committee. Moved by: Penny Esseltine Seconded by: Deputy Mayor Beres Carried Pursuant to the Commemorative Naming Policy, the 60 day public consultation process has been completed. The Commemorative Naming Committee has reconvened and reviewed comments received from the public. The resolution from the Commemorative Naming Committee held in- camera on January 29, 2018 states: Page 1 / 2 CL 18-005 Commemorative Naming Dog Park- 161 Resolution THAT the Commemorative Naming Committee recommends to Town Council the commemorative name of ‘Dave Johnson Memorial Dog Park’ for the Tillsonburg Dog Park, for as long as the park remains in its original location. Moved by: Mary Anne VanGeertruyde Seconded by: Mayor Molnar Carried As part of the public engagement process, there was public notification of the proposed name placed in the Tillsonburg newspaper- Community Update section once a month for the following months: October, November and December 2017. The notification was also put onto the Town of Tillsonburg’s website from October 16, 2017 until December 12, 2017. The notification was also placed on the Town of Tillsonburg’s Facebook page where it received 13,662 views, 198 ‘likes’, 49 comments in favour of the name and 33 shares. Staff requested comments from the Tillsonburg Parks and Recreation Advisory Committee. The Tillsonburg Parks and Recreation Advisory Committee have provided their support of this motion. Additionally, there were five comments submitted from the public to the Town Clerk. All comments received were in favour of the proposed name, “Dave Johnson Memorial Dog Park”. The final recommendation from the Commemorative Naming Committee is for council to endorse the naming of the Tillsonburg Dog Park to be “Dave Johnson Memorial Dog Park”. Upon Council approval, implementation of the approved commemorative name is undertaken. This involves final notification to the nominee’s family, preparation of an official letter signed by the Mayor, and an official unveiling ceremony for the nominee’s family with the presentation of a plaque to be erected at the site. FINANCIAL IMPACT/FUNDING SOURCE The costs incurred would be for a plaque and an unveiling ceremony. Those costs are not known at this time but are expected to be under $1,000.00. COMMUNITY STRATEGIC PLAN (CSP) IMPACT Section 1 – Excellence in Local Government 1.3 Demonstrate accountability – Citizens are aware of ongoing Council initiatives Page 2 / 2 162 Report Title Electronic Participation in a Meeting Report No. CL 18-07 Author Donna Wilson, Town Clerk Meeting Type Council Meeting Council Date February 12, 2018 Attachments RECOMMENDATION THAT Council receives Report CL 18-07, Electronic Participation in a Meeting; AND THAT Council retain the current practice for the Town of Tillsonburg with no allowance for electronic participation in a meeting. BACKGROUND Council will recall that at the December 11, 2017 Council meeting staff provided report CL 17-17 Modernizing Ontario’s Municipal Legislation Act, 2017, as information. The report referred to additional reports that would be provided to Council in order for decisions to be made on various matters which come into force from January 1, 2018 to March 1, 2019. Bill 68, Modernizing Ontario’s Municipal Legislation Act, 2016, received Royal Assent on May 30, 2017. The changes amend various pieces of legislation and will come into force in phases. Certain amendments have now been proclaimed into force and will take effect January 1, 2018, including amendments to the Municipal Act under Section 238, Procedure By-Law. These amendments include the definition of a meeting and electronic participation in a meeting. This section comes into effect on January 1, 2018. Section 238 (3.1) states that the municipalities procedural by-law may provide that a member of council, of a local board or of a committee of either of them, can participate electronically in a meeting which is open to the public to the extent and in the manner set out in the by-law provided that any such member shall not be counted in determining whether or not a quorum of members is present at any point in time. This provision does not include participation in a meeting which is closed to the public. DISCUSSION Staff is currently working on an amendment to the procedural by-law which will include the definition of a meeting, and the definition of electronic participation in a meeting. While Council is not mandated to allow for electronic participation of its members, it will be an option for each Council to determine. It is Page 1 / 3 CL 18-07 Electronic Participation in a M 163 unclear how this participation would occur in terms of a device, by telephone or other modes of communication. Further, the Town does not have technology in Council chambers to allow for any other means of participation other than through telephone and the proposed 2018 budget does not provide for additional technology to be installed in Council chambers. In addition, there is no allowance for IT support during a council meeting so if the technology being used has a disruption or an issue there are no means to resolve the situation. There are no clear guidelines provided in the legislation to define the types of devices that would be allowed or rules around the electronic participation other than it would not be allowed during a closed session. Would the integrity of the meeting and the vote be compromised in terms of influence from individuals outside of the Chamber? Would decisions be made in regular session by a Council member who did not attend a closed session in which information was provided and subsequently the matter was brought to regular session for a decision? At this time staff do not recommend electronic participation, however, If Council would like to pursue participation through electronic means, staff would have to do additional research to define a procedure and guidelines to allow this type of participation. Equipment and funding requirements would have to be determined as well. CONSULTATION/COMMUNICATION Staff has consulted with the Ontario Clerk’s and to date the Township of Southwest Oxford is the only municipality, that we are aware of, to allow electronic participation in a meeting. The Clerk of the Town of Smith Falls did a survey of Ontario Municipalities and the results are as follows: Municipality Electronic Participation Township of South-West Oxford yes City of Barrie No Cambridge No County of Bruce No Perth No County of Prince Edward No Township of Blandford-Blenheim No Township of Norwich No Township of Zorra No Woodstock No There were not a lot of responses to the request; however it appears that most Ontario Municipalities are currently not allowing electronic participation in Council meetings or have simply not addressed the matter to date. Page 2 / 3 CAO 164 FINANCIAL IMPACT/FUNDING SOURCE If Council allows electronic participation there will most likely be a financial impact to the municipality, however until the technology and equipment required is determined we cannot identify those costs. COMMUNITY STRATEGIC PLAN (CSP) IMPACT Section 1 – Excellence in Local Government 1.3 Demonstrate accountability – Citizens are aware of ongoing initiatives of Council. Page 3 / 3 CAO 165 Report Title Branded Merchandise – Extension of Purchasing Relationship Report No. DCS 18-07 Author Colleen Pepper Meeting Type Council Meeting Council Date February 12, 2018 Attachments RECOMMENDATION THAT Report DCS 18-07 Branded Merchandise – Extension of Purchasing Relationship be received; AND THAT the Town’s purchasing relationship with Talbot Marketing Inc be extended by one year until March 31, 2019. EXECUTIVE SUMMARY On December 12, 2016 Council awarded a one-year contract to Talbot Marketing Inc to supply a branded merchandise program for the Town of Tillsonburg. This report provides an update on the program and recommends that the contract be extended for an additional year and three months. BACKGROUND On December 12, 2016 Council passed the following resolution: THAT Council receive Report DCS 16-38 Brand Merchandise Award; AND THAT Talbot Marketing Inc., be awarded a one-year contract to supply a branded merchandise program for the Town of Tillsonburg. The scope of services included an online store and merchandise to stock a physical store at the Tillsonburg Community Centre (a.k.a. Swag Shop). Although the resolution was passed in 2016, the launch of the program was delayed until November 2017. The delay was caused by several factors: • The selection of merchandise and proofing of decoration methods proved more time-consuming than anticipated; • There were backorders on some core stock items; • Staff support provided to the NHL Centennial Fan Arena event, including the creation and distribution of a 42-page Discover Tillsonburg Magazine. Page 1 / 4 DCS 18-07 Branded Merchandise- Extension 166 The below table summarizes how the purchasing relationship with Talbot Marketing works. Item Comment Physical Store • The former snack bar at the Tillsonburg Community Centre (opposite the pool viewing area) has been converted into a merchandise display and storage area (aka The Swag Shop) • In addition, a display case showcases items with prices o Items for sale include branded mugs, water bottles, hats, sweatshirts, umbrellas and bags, etc • Annadale NHS also has a few items for sale in their foyer Online Store • E-commerce store created by and maintained by Talbot Marketing at no cost to the Town with standard reporting • Allows for public purchases with shipping anywhere (at buyer expense) • Staff-only items are accessed via unique login Inventory Management • The Town owns all inventory from time of order with most items stored in the Talbot warehouse (London) and a portion on site at the TCC Swag Shop. Inventory is withdrawn from the Talbot warehouse as needed to restock the TCC Swag Shop. Pricing • Items required for staff uniforms or corporate purposes are sold with minimal markup (i.e. to cover shipping costs) • Items that are available to the public are sold with a moderate markup that covers underlying costs (i.e. shipping, staff time, profit, etc) • A different item is discounted each month to encourage sales and make items more affordable for all demographic groups • Pricing is determined at the beginning of each year and is not subject to midseason price increases from Talbot • The Town benefits from Talbot’s purchasing power as one of the largest providers of premium incentive and promotional products for both large and small orders Revenue • The difference between the wholesale price and retail selling price is returned to the Town on a quarterly basis for all online sales • Purchases made at the Swag Shop are credited back to the Recreation department to offset the initial purchase cost Page 2 / 4 CAO 167 Given that the branded merchandise program has only recently launched, staff recommend that Council extend the relationship with Talbot until March 31, 2019. This will allow for a full 12 months of sales data to be collected and allow for a more accurate assessment of both the program and the vendor. Anecdotal comments made by store patrons to date have been positive, with many noting the quality of the items stocked, and the range of price points. A campaign promoting the online store (tillsonburg.talbotuniforms.com) began February 1. FINANCIAL IMPACT/FUNDING SOURCE If the purchasing relationship with Talbot is not extended, staff would need to begin the process of selecting a new vendor. This would require significant time to promote the opportunity, assess vendor capabilities, review item-by-item pricing and report back to Council. It would also limit the Town’s ability to replenish stock in the interim, resulting in lower projected revenue, and a loss of momentum. Additionally, new embroidery and decoration files would need to be created for all merchandise at the Town’s expense (i.e. setup fees). Inventory for the branded merchandise program is paid for by Town upon the initial order to Talbot, with future sales to the public offsetting these costs. Small quantities of stock are withdrawn to supply the Swag Shop at the Community Centre, with the rest of the inventory held at the Talbot warehouse in London. Periodic price checks with other vendors throughout the contract term ensure the pricing offered by Talbot is competitive. COMMUNITY STRATEGIC PLAN (CSP) IMPACT The development of a branded merchandise program is in keeping with the broad strokes of the Community Strategic Plan, and more specifically, the initiative supports the objectives identified in sections 3.1 and 4.1. 3.1 Make Tillsonburg an attractive place to live for youth and young professionals 4.1 Promote Tillsonburg as a unique and welcoming community. The branded merchandise program furthers the Town’s place-branding efforts. By offering an attractive, high-quality product line, the Town is effectively communicating the values of the Town and the character of the people who live here. Perhaps more importantly, the program gives staff and members of the general public the ability to become brand ambassadors—persons who proudly identify themselves as having ties to Tillsonburg and share the brand story wherever they travel. It should be noted that the ability to buy merchandise through the online store supports the first word in the Town’s tagline, “Connected. Enriched. Inspired”. As a result of the Town’s current relationship with Talbot, people can view the available product line and ship orders anywhere in the world (at the buyer’s expense). Page 3 / 4 CAO 168 As identified in the Brand Platform, delivering a consistent message about Tillsonburg is important. It is imperative that any products bearing the Town logo be good representations of the community, provide good value and are produced in accordance with the standards in the Brand Manual. Page 4 / 4 CAO 169 Report Title 2018 Budget Report No. FIN 18 - 03 Author Dave Rushton Meeting Type Council Council Date FEBRUARY 12, 2018 Attachments 2018 Budget Summary Tax Requirement 2018 Departmental Business Plans RECOMMENDATION THAT Council receives report FIN 18-03 2018 Business Plans and Budget; AND THAT the 2018 Budget and Business Plans in the amount of $14,815,000 from taxation be adopted; AND FURTHER THAT a by-law be brought forward setting the 2018 Property Tax Rates. EXECUTIVE SUMMARY This report is to present the final 2018 Budget and Departmental Business Plans for approval. The 2018 Budget and Departmental Business Plans reinforce the three major budget themes of service excellence to the public, improved organizational processes and capital investment in infrastructure. BACKGROUND The 2018 budget process started with a review of the key programs that Council wanted to see included in the budget. Staff then prepared the draft budget that was reviewed over budget meetings in November and December 2017 and included deputations from various committees and community groups. The process was finalized with three meetings in January and February, 2018. Through the budget process Council confirmed to continue to utilize the 2012 to 2016 phased-in growth in assessment as a funding contribution to the Asset Management Plan through the Capital Budget. The budgeted requirement from taxation changed year over year from $13,989,100 to $14,815,000 amounting to an increase of $825,900. This increase includes the additional investment in the Asset Management Plan of $337,000 for 2018. The capital budget leverages $12,096,000 in capital investment which includes $1,458,600 from taxation. CONSULTATION Council was consulted to start the budget process and all meetings have been published in the newspaper and on the Town website. In addition, Capital Budget was published on the Town website in November and the Operating Budget in December. The results of Councils decision will be issued in a news release and one of the Town’s weekly community pages will contain more details on the budget. FINANCIAL IMPACT Page 1 / 2 Final 2018 Budget 170 The 2018 Operating Budget totals $20,513,700 of which $13,356,400 is funded from taxation. The 2018 Capital Budget totals $12,208,700 which includes a requirement from taxation of $1,458,600. This results in a 2018 tax levy rate increase of 1.95%. An additional estimate for new tax revenue reduced the new tax requirement through a rate increase from 2.06% to 1.95%. Council’s approval of the 2018 Operating and Capital Budgets will allow staff to carry out the actions contained in the 2018 Departmental Business Plans. COMMUNITY STRATEGIC PLAN Section 1 – Excellence in Local Government 1.3 Demonstrate accountability – The Municipal Budget and Business Plans ensure transparency and accountability of local government. Page 2 / 2 Final 2018 Budget 171 2017 2018 Variance Budget Budget $ Budget Requirements 100 Council 308,000 411,700 103,700 110 Finance 1,717,700 1,658,200 -59,500 120 CSC 64,500 82,600 18,100 130 Fleet -234,700 -166,700 68,000 145 Hyd -266,200 -286,800 -20,600 150 Fire 1,273,500 1,334,200 60,700 160 Police 2,849,500 2,884,000 34,500 180 Protection 232,300 228,600 -3,700 190 Building 7,100 -7,100 200 Op Admin 232,800 241,100 8,300 210 Engineering 341,300 449,200 107,900 220 Roads 1,830,300 2,041,800 211,500 225 Winter Mtce 523,400 544,800 21,400 230 Parking 235 Streetlights 334,500 334,500 240 Airport 94,900 48,300 -46,600 260 Storm Sewers 272,500 240,800 -31,700 280 Solid Waste & Recycling 283,700 179,200 -104,500 300 Cem 210,300 128,600 -81,700 450 Parks 624,200 803,400 179,200 455 Community Events 37,000 22,200 -14,800 460 Rec - Programs 297,800 429,900 132,100 465 Rec - Bldg Mtce 2,408,300 2,585,600 177,300 467 EFC -32,400 -32,300 100 475 Museum 317,700 388,200 70,500 500 DCS 91,400 91,000 -400 505 EcDev 372,700 390,000 17,300 600 Municipal - Taxes -203,000 -217,100 -14,100 Total Budget Requirements 13,989,100 14,815,000 825,900 Operating 100 Council 308,000 411,700 103,700 110 Finance 1,642,700 1,587,200 -55,500 120 CSC 59,500 82,600 23,100 130 Fleet -234,700 -223,700 11,000 145 Hyd -266,200 -286,800 -20,600 150 Fire 1,159,500 1,274,700 115,200 160 Police 2,849,500 2,884,000 34,500 180 Protection 232,300 228,600 -3,700 190 Building 7,100 -7,100 200 Op Admin 232,800 241,100 8,300 210 Engineering 289,400 297,200 7,800 220 Roads 1,585,700 1,630,200 44,500 225 Winter Mtce 523,400 544,800 21,400 230 Parking 235 Streetlights 334,500 334,500 240 Airport 72,300 48,300 -24,000 260 Storm Sewers 125,000 160,300 35,300 280 Solid Waste & Recycling 174,700 179,200 4,500 300 Cem 143,300 103,600 -39,700 450 Parks 544,200 637,400 93,200 455 Community Events 37,000 22,200 -14,800172 2017 2018 Variance Budget Budget $ 460 Rec - Programs 297,800 414,900 117,100 465 Rec - Bldg Mtce 2,213,300 2,219,600 6,300 467 EFC -32,400 -32,300 100 475 Museum 307,700 333,200 25,500 500 DCS 91,400 91,000 -400 505 EcDev 372,700 390,000 17,300 600 Municipal - Taxes -203,000 -217,100 -14,100 Total Operating 12,867,500 13,356,400 488,900 Asset Management 110 Finance 75,000 71,000 -4,000 120 CSC 5,000 -5,000 130 Fleet 57,000 57,000 150 Fire 114,000 59,500 -54,500 210 Engineering 51,900 152,000 100,100 220 Roads 244,600 411,600 167,000 235 Streetlights 240 Airport 22,600 -22,600 260 Storm Sewers 147,500 80,500 -67,000 280 Solid Waste & Recycling 109,000 -109,000 300 Cem 67,000 25,000 -42,000 450 Parks 80,000 166,000 86,000 460 Rec - Programs 15,000 15,000 465 Rec - Bldg Mtce 195,000 366,000 171,000 475 Museum 10,000 55,000 45,000 500 DCS 505 EcDev Total Asset Management 1,121,600 1,458,600 337,000 173 TOWN OF TILLSONBURG2018 Business PlanFinanceMonday February 12 , 2018174 22018 BusinessObjectives2018 Business Plan | FinanceItemOwner Project ValueTarget DateCustomer Service Delivery ModelReview of current activityCustomer consultationFinal ReportDirector of Finance $0Q1Q2Q3Monthly Reporting to Management Manager of Finance $0 Q1Increase customer transactions on website through new customer online registrationDirector of Finance &Revenue/Customer Service Manager$0 Q2Improve alignment of budget and actuals to reduce timing variancesManager of Finance $0 Q1Implement County AMANDA software Director of Finance$0 Q3175 32018 BusinessObjectives2018 Business Plan | FinanceItemOwner Project ValueTarget DateAudit of HST by Recovery Specialist Manager of Finance% ofrecoveryQ2Audit of MPAC and Assessment byRecovery SpecialistRevenue/Customer Service Manager% ofrecoveryQ2Local Government Week Clerk $2,500 Q4ElectionClerk $57,700 Q4TransitCAO $28,850 Q2New Town HallCAO $25,000 Q3Physician Recruitment CAO $70,000 Q4176 42018 Capital Summary2018 Business Plan | FinanceItemDepartment Project Value Target DateWork Order Management System IT 50,000Tab 11 page 2Q2Virtual Town hallIT 13,500Tab 11 page 3Q1IT ReservesIT 55,000Tab 11 page 4Q1IT Annual Replacements IT 95,000Tab 11 page 5Q2Asset Management Implementation Fin, Ops, RCP 150,000Tab 11 page 6Q2177 5Risks• Finance • Insufficient Asset Management planning could result in higher maintenance/replacement costs• IT• Currently uses a manual work order management system; more difficult to track priority items• Clerks• Records storage at multiple locations and incomplete record logs could put the municipality at risk2018 Business Plan | Finance178 6Opportunities• Finance • Asset management policy will provide guidance on priority projects and allow the Town to develop a multi-year capital plan• Virtual Town Hall will allow citizens to pay for multiple bills online, reducing the volume of in-person customers • IT• Continue to implement IT strategy to avoid duplication of software across departments• Clerks• Records management policies would ensure complete records are available when required2018 Business Plan | Finance179 7Future Departmental Directions: 3 year outlook• 2019• Continue to manage cash flows and investments to maximize interest revenue• 2020/2021• Continue to replace computers2018 Business Plan | Finance180 Town of Tillsonburg2018Business PlanHuman ResourcesMonday February 12, 2018181 2HR ServicesRecruitmentSalary AdministrationHRISBenefit AdministrationPolicy & ProceduresEmployee RelationsHealth & Safety/WellnessLabour Relations2018 Business Plan | Human Resources182 32018 BusinessObjectives2018 Business Plan | Human ResourcesItemOwner Project Value Target Date1.5 % Costing of Living IncreaseManager of Human Resources$76,000 Q2-Q4Health & Dental renewal increaseManager of Human Resources$34,200 Q1-Q4Payroll deduction increase (CPP, EI, WSIB)Manager of Human Resources$47,500 (FT) Q1 – Q4Compensation Review – Pay EquityManager of Human Resources$5,000 Q4Health and Safety/Management TrainingManager of Human Resources$5,000 Q1-Q4Succession Planning Program Training and DevelopmentManager of Human Resources$12,000 Q1-Q2183 4Risks•Competitive compensation pressures. •Changing health and safety legislation. •Changing Employment Standards legislation – Bill 1482018 Business Plan | Human Resources184 5Opportunities•Increasing the cost of living supports recruitment and retention. •Succession Planning program to provide for business continuity. •Compensation review to ensure we are continuing to remain in compliance with the Pay Equity Act.2018 Business Plan | Human Resources185 6Future Departmental Directions: 3 year outlook• 2019 to 2021• Continuation of Succession Planning Program• Continuation of Pay Equity Maintenance• Continuation of Bill 148 implementation2017 Business Plan | Human Resources186 7Human Resources2018 Business Plan | Human Resources2017 2017 Revised2018Total FTE Requirements130.12 131.62 132.90Change from previous year- 1.50 1.28DepartmentFTE ChangeBuilding & By-Law 1.00 (approved by Council – June 12)Hydro Operations 0.50 (approved by Council –November 13)Customer Service 0.25Human Resources 1.00Operations Services -0.33Recreation, Culture & Parks 0.362018 FTE Changes by Department187 Town of Tillsonburg2018Business PlanOperations ServicesMonday February 12 , 2018188 22018 Business Objectives2018 Business Plan | Operations ServicesItemOwnerProject ValueTarget DateContinue review of Public Works, Engineering, and Water/Wastewater procedures and records management Director of Operations- Q1 – Q4Airport Feasibility Analysis Manager of Public Works- Q2Comprehensive Sidewalk ReviewManager of Public Works- Q1Winter Maintenance Level of Service PolicyManager of Public Works- Q2Continue Corporate Fleet CVOR Compliance InitiativeManager of PublicWorks- Q1 – Q4 Renegotiations of Solid Waste and Recycling Collection Agreement with Oxford CountyManager of Public Works- Q2/Q3Renegotiations of Urban Road Maintenance Agreement with Oxford CountyManager of Public Works- Q3/Q4Renegotiations of Water Distribution and WastewaterCollection Agreement with Oxford CountyManager of Water/ Wastewater- Q3/Q4189 32018 Business Objectives2018 Business Plan | Operations ServicesItemOwnerProject ValueTarget DateDevelop & Implement Leak Detection ProgramManager of Water/ Wastewater- Q2/Q3Develop & Implement Manhole Inspection ProgramManager of Water/ Wastewater- Q1 – Q3Develop a Water Efficiency Program specific to Tillsonburg ResidentsManager of Water/ Wastewater- Q2/Q3Transmission Main Maintenance Review Manager of Water/ Wastewater- Q2Update Engineering Design Criteria to current industry standards & practicesManager of Engineering- Q4Review and Revise Engineering Rates & Fees structure Manager ofEngineering- Q2Review of Outstanding deficiencies and Legacy issues related to stale DevelopmentsManager of Engineering- Q1-Q4190 42018 Capital Summary2018 Business Plan | Operations ServicesItemOwnerProject ValueTarget DateOversizing Storm – Andrew’s CrossingManager of Engineering$25,000 Q2Asset ManagementStorm Sewer CCTV InspectionsManager of Engineering$40,000Tab 12 page 16Q2 – Q4Big Otter Creek / Old Vienna Rd Slope Stability Design StudyManager of Engineering$50,000Tab 12 page 15Q2/Q3Railway Crossing Safety AssessmentsManager ofEngineering$20,000Tab 12 page 8Q3Broadway & Brock Intersection Audible and Accessibility UpgradesManager ofEngineering$60,000Tab 12 page 7Q3Quarter Town Line Corridor Management ImplementationManager of Engineering$125,000Tab 12 page 4Q2/Q3Future Kinsmen Pedestrian Bridge Enhanced OSIM InspectionManager ofEngineering$40,000Tab 12 page 6Q3191 52018 Capital Summary2018 Business Plan | Operations ServicesItemOwnerProject ValueTarget DateLED Streetlight Conversion ProjectDirector of Operations1,500,000Tab 12 page 13Q3/Q4Concession Street E. ReconstructionManager of Engineering$910,000Tab 12 page 10Q2/Q3Annandale Ball Diamonds – Parking Lot Manager of Engineering /Parks$50,000Tab 13 page 4Q2/Q3Bradburn Reconstruction – Stage 1 of 2Manager of Engineering$680,000Tab 12 page 9Q3/Q4Broadway Connecting Link Rehabilitation – Town limit to south of North St.Manager of Engineering$1,084,000Tab 12 page 11Q3/Q4Asphalt Resurfacing ProgramManager ofEngineering$382,400Tab 12 page 12Q2/Q3Heavy Duty ReplacementsFire Unit # 73 – 1998 Aerial TruckManager of Public Works/Fire Chief$1,375,000Tab 12 page 2Q3192 6Risks• Establishing a Winter Maintenance Level of Service Policy ensurescompliance with the Minimum Maintenance Standards O.Reg. 239/02 andprovides additional support in claim situations.• Continue Corporate implementation and training of Pre-Trip Inspection,Hours of Service, Driver Evaluations and Permit system, etc. to achieveCorporate fleet CVOR compliance in advance of any potential Ministry ofTransportation audit and possible sanctions/conditions placed on theTown’s fleet.• Renegotiate the Urban Road Maintenance Agreement with Oxford Countyto ensure agreement accurately reflects costs associated for work theTown performs on the County’s behalf.• Review and renegotiations of the Water Distribution and WastewaterCollection Agreement with Oxford County will outline Town’sobligations asOperating Authority and ensure equitable compensation of servicesprovided.2018 Business Plan | Operations Services193 7Risks• The development and implementation of a Manhole Inspection Programwill help mitigate unexpected expenditures and support assetmanagement information for enhanced decision making and improvedlong-range capital plans.• Review and identify maintenance requirements of ageing WaterTransmission Mains (16” to 20”) to properly plan large scale maintenanceactivities and help achieve service life potential.• The review of legacy issues related to stale developments will position theTown to leverage any remaining securities in order to complete longoutstanding deficiencies and minimize exposure.2018 Business Plan | Operations Services194 8Opportunities• Continued review of Public Works, Engineering, and Water/Wastewaterprocedures to improve documentation, information retention and overallrecords management.• The Airport feasibility analysis will investigate alternative options and theoverall viability of the Airport.• Conducting a comprehensive sidewalk review will provide the opportunityto install sidewalk in strategic locations to support active transportation,the Town’s Multi-Year Accessibility Plan and the Community Strategic Plan• Renegotiating the Solid Waste and Recycling Collection Agreement withOxford County will realign agreement language with service levels andprovide opportunity to increase funding.2018 Business Plan | Operations Services195 9Opportunities• The development and implementation of a Leak Detection Program willhelp identify areas of potable water loss through leaks reducing theassociated costs.• Expand and apply the Oxford County Water Efficiency Programspecifically to Tillsonburg residents to promote local water use reduction.• Modify Engineering Design Criteria of all municipal infrastructure assets tocurrent industry standards and practices will support operationalobjectives and ensure compliance with changing legislative requirements.• Review and revision of Engineering Rates & Fee structure will provide anopportunity for more appropriate levels of compensation whileencouraging increased third party accuracy in development applications2018 Business Plan | Operations Services196 10Future Departmental Directions: 3 year outlook2019• Rehabilitate/Replace infrastructure identified as high risk priority in theAsset Management Plan• Continue asset condition assessment programs and adjust deteriorationcurves to better predict end of life scenarios and optimize lifecyclemanagement strategies.• Continue Fleet & Equipment asset management and financing strategy toimprove overall condition, operator safety and service levels.• Continue Leak Detection Program implementation through a system wideWater Loss Audit.• Develop & Implement an inflow and infiltration program to identify areasto reduce flow to Sewage Treatment Plant.• Determine Water System improvements based on updated assessmentand which Hydro infrastructure upgrade/alternative is most suitable for theAirport.• Pursue available Provincial and Federal capital funding opportunities.2018 Business Plan | Operations Services197 11Future Departmental Directions: 3 year outlook2020• Rehabilitate/Replace infrastructure identified as high risk priority in theAsset Management Plan• Continue asset condition assessment programs and adjust deteriorationcurves to better predict end of life scenarios and optimize lifecyclemanagement strategies.• Continue Fleet & Equipment asset management and financing strategy toimprove overall condition, operator safety and service levels.• Comprehensive review and update of the Town Asset Management Plan• Continue implementation of the sanitary inflow and infiltration program.• Explore feasibility of additional Woodlot removal to achieve a5,000ftRunway.• Pursue available Provincial and Federal capital funding opportunities.2018 Business Plan | Operations Services198 12Future Departmental Directions: 3 year outlook2021• Rehabilitate/Replace infrastructure identified as high risk priority in theAsset Management Plan• Continue asset condition assessment programs and adjust deteriorationcurves to better predict end of life scenarios and optimize lifecyclemanagement strategies.• Continue Fleet & Equipment asset management and financing strategy toimprove overall condition, operator safety and service levels.• Pursue available Provincial and Federal capital funding opportunities.2018 Business Plan | Operations Services199 Town of Tillsonburg2018Business PlanRecreation, Culture & ParksMonday February 12 ,2018200 22018 BusinessObjectivesPrograms & Services DivisionItemOwner Project ValueTarget DateRecreation Program and Business Service Review CAO & Director Q 2 - 3Procure Recreation Leisure Guide Production BusinessServices / Communications & MarketingQ1Implementation and Training of the new Recreation Software - LegendBusinessServices TeamQ1 - 4Lifesaving Society update Leadership Programs and Learn to Swim ProgramAquatics Team Q12018 Business Plan | Recreation, Culture & Parks201 32018 BusinessObjectivesCulture & Heritage DivisionItemOwner Project ValueTarget DateMuseum Anniversary Events – series of special events, exhibits and out reach programming to celebrate the 45thAnniversary of the museum Museum Staff 3,000 Q1 - 4Oxford Remembers – Oxford’s Own Project to commemorate 100thAnniversary of W.W. I - Final year of this projectMuseum Staff 5,000 Q 1 - 4Publication of 2 books; Tillsonburg’s Architectural Gemsand The Tillson Empire. Books will be compilations of previously published booklets written by Laurel BeecheyMuseum Staff 5,000 Q 1 - 4Develop and produce a series of museum specific souvenirs in keeping with Town’s brandingMuseum Staff & Marketing Staff8,000 Q 1 - 4Additional Exhibits & Events as listed in 2018 Calendar including a series of power point presentations highlighting the Museum’s outstanding postcard collection plus Turtlefest and Canada DayMuseum Staff 8,700 Q 1 – 4 2018 Business Plan | Recreation, Culture & Parks202 42018 BusinessObjectivesParks & Facilities DivisionItemOwner Project ValueTarget DateSupport J.L. Scott McLean Outdoor Recreation Pad Director - Q1-Q4Support Gibson House Boathouse and Deck initiative Director - Q1-Q4Develop 2019-2024 Town Energy Conservation & Demand Management PlanFacilities Team - Q2Town’s involvement/maintenance at Lake Lisgar and surrounding facilitiesDirector -Support development of Community GHG Plan Director - Q2-Q4Continue implementation of the Asset Management Action PlanFacilities & Parks Teams$20,000 Q1-Q4Review of contracted cleaning services model Facilities Team - Q1Physical security report on all facilities Facilities Team $15,000 Q32018 Business Plan | Recreation, Culture & Parks203 52018 BusinessObjectivesParks & Facilities DivisionItemOwner Project ValueTarget DateEnhanced Beautification (beyond 2017 pilot) Parks Team $20,000 Q2-Q3Cemetery Master Plan Implementation. Parks Team $25,000 Q2-Q4Enhanced Ball Diamond maintenance. Parks Team Q2-Q3Renewal of Housekeeping and Grass Cutting contracts.Facilities & Parks TeamQ3-Q42018 Business Plan | Recreation, Culture & Parks204 62018 Capital Summary2018 Business Plan | Recreation, Culture & ParksItemDepartment Project ValueTarget DateImplementation of Master Plan Cemetery $25,000Tab 13 page 3Q2-Q4Annandale Ball Park –Parking lot(pre-budget approval Nov 27)Engineering / Parks $50,000Tab 13 page 4Q2-Q3Parks Signage Design & Install Parks $10,000Tab 13 page 5Q2Ongoing Trail System Upgrades(Priority directed towards TCT: Tillson Ave to Quarter Line)Parks $20,000Tab 13 page 6Q3Annual Playground Equipment ReplacementParks $25,000Tab 13 page 7Q1-Q2205 72018 Capital Summary2018 Business Plan | Recreation, Culture & ParksItemDepartment Project ValueTarget DateKiwanis/Sam Lamb/Optimist Hardball Diamond RehabParks $17,000Tab 13 page 8Q1-Q2Annual Memorial Park Revitalization Parks $50,000Tab 13 page 9Q2-Q3Annandale Baseball Park – Lights Hydro Operations / Parks$100,000Tab 13 page 10Q2Lake Lisgar Water Park Inflatables Programs $15,000Tab 13 page 11Q2Facility Asset Management Facilities $20,000Tab 13 page 12Q1-Q4206 82018 Capital Summary2018 Business Plan | Recreation, Culture & ParksItemDepartment Project ValueTarget DateFloor Scrubber Replacement Facilities $7,500Tab 13 page 13Q1Consolidated Roofing Projects at TCC Facilities $214,500Tab 13 page 14Q2-Q3Tables & Chairs Replacement Facilities $30,000Tab 13 page 15Q1Aquatic Facility Design Study Facilities $20,000Tab 13 page 16Q2TCC Energy Retrofit(pre-budget approval Nov 13)Facilities $2,340,000Tab 13 page 17Q1-Q4Future Station Arts Roof Facilities $40,000Tab 13 page 18Q2-Q3207 92018 Capital Summary2018 Business Plan | Recreation, Culture & ParksItemDepartment Project ValueTarget DateBay Lights conversion to LED Facilities $50,000Tab 13 page 19Q2Water Park Renovations(pre-budget approval Nov 27)Facilities $129,000Tab 13 page 20Q1-Q2New Sand Filters at Water Park (x2) Facilities $45,000Tab 13 page 21Q2Repairs and Maintenance Museum $97,000Tab 13 page 22Q3-Q4Servant PorchMuseum $15,000Tab 13 page 23Q2Connect Fire doors into FAS Museum $8,000Tab 13 page 24Q1208 10Risks• Evolving relationships with clients.• Increasing regulatory compliance requirements.• Increasing resistance to rate increases.• Resistance to standardization of processes.• Recruiting and retaining trained, qualified staff.• Increased maintenance workload and cost due to aging infrastructure.2018 Business Plan | Recreation, Culture & Parks209 11Opportunities• New technology tools – Legends, financial reporting, asset management, remote monitoring & communication.• 45thAnniversaries of Tillsonburg Museum and Tillsonburg Community Centre.• Increasing re-investment in infrastructure assets.• 2022 – 150thAnniversary of Tillsonburg Legacy Project.• Energy retrofits increasing lifecycle and reducing costs.• Enhanced facilities for events – outdoor pad, diamonds, Memorial Park.• Enhanced interment choices at the Cemetery• Enhanced beautification Town-wide.2018 Business Plan | Recreation, Culture & Parks210 12Future Departmental Directions: 3 year outlook2019• Culture & Heritage Master Plan• Indoor Pool Rehabilitation2020• Recreation Master Plan• Expanded Museum Collection Storage• Major cultural event in honour of 195thAnniversary of Town founding by George Tillson (1825)2021 -2022• Tillsonburg Sesquicentennial (1872-2022) Legacy Project2018 Business Plan | Recreation, Culture & Parks211 Town of Tillsonburg2018Business PlanFire and Rescue ServicesMonday February 12, 2018212 22018 BusinessObjectives2018 Business Plan | Fire and Rescue ServicesItemOwner Project Value Target DateContinued implementation of upgraded CAD system and enhanced featuresDeputy Chief $0 OngoingCreation of Special Operations Captain position within current volunteer complementFire Chief $0 Q1Continue working with Oxford County to have traffic pre-emption equipment installed at key intersectionsFire Chief &Director of Operations$0(previous DC contributions)Q1-Q2Develop multi-year training plan for firefightersDeputy Chief $0 Ongoing213 32018 BusinessObjectives2018 Business Plan | Fire and Rescue ServicesItemOwner Project Value Target DateStrategic Planning Committee Fire Chief $0 OngoingSuccession Management (Officer Development, Reserve Program, etc.)Deputy Fire Chief$0 OngoingFire Communications Customer DevelopmentDeputy Fire Chief$0 OngoingAerial device specification & tender documentationFire Chief & Fleet Services$0 Q2Update Emergency Management Program By-law to include Incident Management System modelFire Chief / CEMC$0 Q2Contribution to Reserves – for future Capital investmentFire Chief $45,000 Q4214 42018 Capital Summary2018 Business Plan | Fire & Rescue ServicesItemDepartment Project ValueTarget DateFire Communications Console Fire $158,000 Q2Digital Road SignFire $19,500Tab 14 page 4Q3Communication Log Recorder Fire $18,500Tab 14 page 5Q1215 5Risks• Lack of Strategic Plan to help fire department determine how to meet current and future needs and expectations of residents.• Pre-incident planning of high hazard and high risk occupancies in Tillsonburg not developed. Proficient pre-incident plans will help reduce risk to lives and property.• Increased Legislated responsibilities to inspect and monitor occupancies with vulnerable occupants has had a direct impact on administrative workload.2018 Business Plan | Fire and Rescue Services216 6Risks• Open inspection files are a significant liability.• Officers and firefighters need to continue to be developed to meet current Provincial legislation & standards.• Self-Contained Breathing Apparatus (SCBA) replacement predicted for 2021. Cylinder lifespan 15 years maximum.2018 Business Plan | Fire and Rescue Services217 7Risks• Fire Comm console no longer supported by manufacturer. Replacement parts no longer manufactured and future expansion capacity will be impacted.• Fire Communications radio & telephone communications recorder nearing end of life and at capacity. Require new recording system to continue growing customer base.2018 Business Plan | Fire and Rescue Services218 8Opportunities• Continue the Strategic Planning process designed to ensure the fire service meets the current and forecasted needs of the community.• Continue the Succession Management plan for firefighters, including Officer Development & officer candidate training.• Continue reservist recruitment/retention program to develop firefighter candidates.• Expansion of training facilities and equipment (such as forcible entry).• Equipment and training for confined space operational capability.2018 Business Plan | Fire and Rescue Services219 9Opportunities• Continue evolving EOC procedures to and Incident Management System based emergency response plan.• Reserve contribution for replacement of SCBA in 2021• Continue to promote a Culture of Safety within the fire department:• High commitment to Occupational Health & Safety Act• Industry best practices• Conduct proactive Fire & Life Safety inspections:• Help reduce threat to life• Help reduce fire loss• Equipment and training for dangerous goods incidents response capability.2018 Business Plan | Fire and Rescue Services220 10Opportunities• Assist industrial and commercial businesses with Continuity of Operations Planning and disaster recovery planning initiatives.• Continue to market Fire Communications.• Develop Fire Comm partnership prospects and non-core business opportunities.• Convert analog radio system to narrow band digital system to meet Industry Canada standards (2002).• Emergency Operations Centre enhancements, including telecommunications equipment and interoperability equipment.• Fire Comm radio console replacement to ensure adequate capacity for future customer contracts.2018 Business Plan | Fire and Rescue Services221 11Future Departmental Directions: 3 year outlook• Implement Strategic Planning process for Fire Department.• Purchase new fire ground equipment.• Large vehicle/building stabilization.• Reserve contribution for SCBA replacement in 2021.• Installation of tablets remotely connected to CAD system in fire apparatus.• Hose and equipment racking in fire station.• Medical equipment replacement / upgrade.2018 Business Plan | Fire and Rescue Services2019222 12Future Departmental Directions: 3 year outlook• Continue to implement Strategic Planning process for Fire Department.• Implement confined space operational capability.• Implement dangerous goods incident response capability.• Reserve contribution for SCBA replacement in 2021.• Training room audio/visual equipment enhancement & replacement.• Filing system and office furniture (desks tables) enhancement & replacement.2018 Business Plan | Fire and Rescue Services2020223 13Future Departmental Directions: 3 year outlook• Continue to implement Strategic Planning process for Fire Department.• SCBA replacement.• Large Diameter Hose (LDH) replacement.2018 Business Plan | Fire and Rescue Services2021224 Town of Tillsonburg2018Business PlanBuilding/Planning/By-lawMonday February 12th2018225 22018 BusinessObjectives2018 Business Plan | Building/Planning/By-LawItemOwner Budget ValueTarget DateItemOwner Project ValueTarget DateDepartmental Communications CBO/Devm’t Tech. $0 OngoingDepartmental Records & Document ManagementDevm’t Tech. $0 OngoingReview of Building/By-Law policies & proceduresCBO $0 Q2Uphold Efficient Application/Inspection Turnaround TimesCBO/Devm’t Tech./County Planner$0 OngoingBuilding Code Amendments –Notify trades and general public on proposed amendments through handouts, verbal and websiteDCBO $0 OngoingComplete Building Deposit/Open Permit ProjectCBO $0 Q2Façade Improvement /Implement Rear Façade ProgramCBO/Devm’t Tech. $25,000 (Economic Devm’t Budget)Q4226 32018 BusinessObjectives2018 Business Plan | Building/Planning/By-LawItemOwner Budget ValueTarget DateItemOwner Project ValueTarget DateBy-law Reviews CBO/By-Law $0 Q4Central Area Design Study Review and RecommendationsCBO/County Planner $5,000 Q2Zoning By-Law Review & Housekeeping AmendmentsCounty Planner $0 Q3Review Site Plan Approval By-LawCounty Planner $0 Q3Official Plan Review and Amendments County Planner $0 Q2227 4Risks•Increase in population and development activity has increased general inquiries and complaints •Complex development/construction projects along with increased volumes require significant amount of staff time which may result in longer turn around times •Continuing changes and 2018 updates to the Ontario Building Code require ongoing staff training and additional time to review permit applications•Ontario Building Code Changes cause frustration for contractors, developers and owners and requires additional staff time to educate•Open permits increases liability2018 Business Plan | Building/Planning/By-Law228 5Opportunities•Improvement of departmental communications to community and development industry creates positive outcomes and transparency•By-Law review provides updates and clarification that are relevant to current public needs•Ongoing code training reduces liability and provides efficiencies •Ongoing review of Central Area Design Study will provide a framework for future opportunity and development of the downtown BIA area•Reducing the number of open permits reduces liability 2018 Business Plan | Building/Planning/By-Law229 6Future Departmental Directions: 3 year outlook2019•New Edition of the Ontario Building Code will require increased inspector training and the delivery of industry/public info sessions/mentoring •Central Area Design Study – implement public objectives/recommendations•Review planning application processes•By-Law Reviews 2018 Business Plan | Building/Planning/By-Law230 7Future Departmental Directions: 3 year outlook2020•Ontario Building Code – evaluate service review mandated by legislation•Central Area Design Study•By-Law Reviews2018 Business Plan | Building/Planning/By-Law231 8Future Departmental Directions: 3 year outlook2021•Central Area Design Study•By-Law Review2018 Business Plan | Building/Planning/By-Law232 Town of Tillsonburg2018Business PlanEconomic Development & MarketingMonday February 12th, 2018233 22018 BusinessObjectives2018 Business Plan | Economic Development & MarketingItemOwner Project ValueTarget DateBranding – Wayfinding Signage & OngoingMarketing Coordinator $25,000 Q1 – Q4Community Improvement PlanDevelopment Commissioner $10,000 + $10,000 from 2017 BudgetQ1 – Q4 Manufacturing Acceleration Program (RED Application)Development Commissioner/ Partners$20,000 Q4Mission to Europe – Trade DevelopmentDevelopment Commissioner/ Partners$5,000 Q2Residential Marketing CampaignMarketing & Communications Officer$45,000 Q1-Q4234 32018 BusinessObjectives2018 Business Plan | Economic Development & MarketingItemOwner Project ValueTarget DateChamber Sponsorship (Awards)Development Commissioner $3,800 Q2Chamber Sponsorship (Grantfor Gala)Development Commissioner $4,000 Q2Downtown Revitalization DevelopmentCommissioner/BIA$2,000 Q4Youth Robotics Challenge Development Commissioner $1,000 Q4Bridges to Better Business Development Commissioner $1,000 Q4Vacant 5 year rebates Development Commissioner $0 Q2235 42018 Capital SummaryItemDepartment Project ValueTarget DateHighway #3 Business Park – Storm Water Pond FacilityDevelopment Commissioner$565,000Tab 15 page 2Highway #3 Business Park – Clearview Dr ExtensionDevelopment Commissioner$1,650,000Tab 15 page 32018 Business Plan | Economic Development & Marketing236 5Risks• Delaying investment in Town owned employment lands will detract from investment attraction objectives as Town is sold out of “shovel ready” lands• Loss of downtown vitality due to lack of funding in downtown revitalization • Lost opportunities to partner with key investors in Tillsonburg if Community Improvement Plan funding is decreased• Business retention may be impacted if local companies are not able to diversify as identified in the Manufacturing Acceleration Program• Growth objectives could be jeopardized with reduced investment in resident attraction2018 Business Plan | Economic Development & Marketing237 6Opportunities• Create an investment ready environment by investing in infrastructure to creation of “shovel ready” lands and continued funding for CIP program• Invest in partnership with BIA to support investment attraction in the downtown• Support increased sustainability of local manufacturers by exploring trade and innovation between Europe and Canada• Partner with home builders to launch new marketing campaign for Tillsonburg 2018 Business Plan | Economic Development & Marketing238 7Future Departmental Directions: 3 year outlook• 2019 • Economic Development Strategy Update• Consider renewal of MOU with Manufacturing Acceleration Program• Highway 3 Business Park – Clearview Dr Construction (as needed)• 2020• 20212018 Business Plan | Economic Development & Marketing239 Report Title Contract Authorization: CIMCO Refrigeration Division of Toromont Industries Report No. RCP 18-08 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date January 22, 2017 Attachments • CCDC-2 2008 Stipulated Price Contract • RCP 17-48 – Implementing an Energy Retrofit at TCC RECOMMENDATION THAT Council receives Report RCP 18-08 Contract Authorization: CIMCO Refrigeration Division of Toromont Industries; AND THAT Council authorize the Mayor and Clerk to sign the contract with CIMCO Refrigeration Division of Toromont Industries for the Refrigeration ($693,700) and Mechanical ($248,100) components of the Tillsonburg Community Centre Energy Retrofit; AND THAT a by-law be brought forward. EXECUTIVE SUMMARY On November 13, 2017, Council approved the Energy Retrofit Project and awarded the refrigeration component contract to CIMCO Refrigeration Division of Toromont. This report requests that Council authorize the Mayor and Clerk to sign the contract for the refrigeration and mechanical scope of the project. BACKGROUND The background information providing justification and explanation for this project is contained in the attached report, RCP 17-48 – Implementing an Energy Retrofit at TCC. This report was received and the recommendations approved at the Council meeting of November 13, 2017. The attached contract is for the previously awarded refrigeration component of the work as well as for the mechanical component. No responses were received for the mechanical tender, and staff sought Council authorization to negotiate a price with CIMCO. The negotiations concluded successfully, with the mechanical price confirmed at slightly less than the budgeted amount. CONSULTATION/COMMUNICATION The contract was prepared by the Town’s consultants for the project, I.B. Storey Inc. The contract template was reviewed by the Town’s legal advisors. FINANCIAL IMPACT/FUNDING SOURCE The contract stipulates the price for the combined mechanical and work at a total of $941,800 plus HST. When the $693,700 refrigeration tender was awarded in November, Report 17-48 noted a budget price for the mechanical work of $255,245. The negotiated price for the mechanical work is $248,100. The work is being funded by debt, and the debt payments are being serviced through operational cost savings. This project received 2018 pre-budget approval. Page 1 / 2 RCP 18-08 Contract Authorization CIMCO 240 COMMUNITY STRATEGIC PLAN (CSP) IMPACT This issue paper provides information in alignment with the following Objectives of the Community Strategic Plan: • Objective 1 – Excellence in Local Government • Objective 2 – Sustainable Economy • Objective 4 – Culture & Community Page 2 / 2 RCP 18-08 Contract Authorization CIMCO 241 242 243 244 245 246 247 248 249 250 251 252 253 254 255 256 257 258 259 260 261 262 263 264 265 266 267 268 269 270 271 272 273 274 275 Report Title Implementing an Energy Retrofit at the Tillsonburg Community Centre Report No. RCP 17-48 Author Rick Cox Meeting Type Council Meeting Council Date November 13, 2017 Attachments • RCP 17-02 – Budget Issue Paper: Utilities Cost Increases • Tillsonburg Community Centre Consolidated Scope of Work • Example amortization schedule from Infrastructure Ontario RECOMMENDATION THAT Report RCP 17-48 –Implementing an Energy Retrofit at the Tillsonburg Community Centre be received; AND THAT Council give 2018 pre-budget approval and authorize staff to proceed with implementing the Energy Retrofit project as designed by I.B. Storey Inc.; AND THAT Council award RFT 2017-011 – Refrigeration to Cimco Refrigeration Division of Toromont Industries at their tendered price of $693,700.00 before taxes; AND THAT Council award RFT 2017-012 – Automation to Trane Sales Agency - N.L. Clarke Sales Ltd. at their tendered price of $76,450.00 before taxes; AND THAT Council award RFT 2017-014 – Electrical Co-Generation to Whitby Hydro Energy Services Corporation at their tendered price of $1,033,585.00 before taxes; AND THAT Council authorize the Construction Oversight, Commissioning and Turnover & Closeout phases of the contract with I.B. Storey Inc. at a cost not to exceed $99,000; AND THAT pursuant to the Town of Tillsonburg’s Debt Management Policy, the Director of Finance is authorized to place debt to finance the project with the debt servicing costs funded through operational savings (reduced energy consumption) resulting from completing the project; AND THAT in collaboration with Oxford County, the Town commits to complete a community- wide greenhouse gas inventory, targets and plan by April 2019 in order for this project to be eligible for submission to the GHG Challenge fund. EXECUTIVE SUMMARY With Council’s authorization via the 2017 Budget and RCP Workplan, staff has worked with I.B. Storey Inc. to complete the technical design of an energy retrofit project at the Tillsonburg Community Centre. This project moves the facility to true emergency centre readiness with improved patron, staff and neighbourhood safety. It addresses imminent lifecycle replacement Page 1 / 7 RCP 17-48 - Implementing an Energy Retro 276 issues and reduces operating costs enough to both avoid impact to the tax rate and recover the cost of the project in a reasonable timeframe. Tenders were issued for the project components to secure firm market pricing for implementing the project. This report requests authorization to execute the energy retrofit project using debt financing funded through the operational savings achieved by implementing the project. Other non-tax funding sources will also be pursued as appropriate. BACKGROUND In alignment with the Town of Tillsonburg’s Energy Conservation and Demand Management Plan submitted in 2014 as part of the requirements of the Green Energy Act, staff continue to identify and pursue ways to reduce the Town’s energy footprint. In 2015, funding was secured through Tillsonburg Hydro’s Conservation Demand Management initiatives to execute a Detailed Engineering Study (DES) of the Tillsonburg Community Centre. I.B. Storey Inc. was hired to conduct the DES and their report was independently reviewed by the IESO. The study identified a variety of projects to achieve energy savings. The report was presented to Council in July, 2016. Council adopted the following resolution: Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive Report RCP 16-19, TCC Detailed Engineering Study Report and Recommendations; AND THAT Council authorize staff to enter a single-source contract with I. B. Storey Inc. to develop the system design and RFP specifications for an energy conservation retrofit at the Tillsonburg Community Centre. The contract was negotiated to include five phases, with a break point between phase 2 and 3 in order to secure Council authorization to proceed further. The initial phases of the contract with I.B. Storey Inc. were funded in the 2017 budget and staff received Council’s consent to proceed to tender in order to secure market pricing (RCP 17-02). No commitment beyond phase 1 and 2 of the design work has been made. With confirmed pricing now secured, Council should consider implementing the project for summer 2018 as planned. The costs secured through the procurement process are in line with the project budget that was presented in 2016 by I.B. Storey Inc. A Condensed Scope of Work is attached providing a brief overview of the project. After the design was completed, four tender packages were prepared and issued. Three of the tenders closed with at least one qualified bidder. No bids were received for RFT 2017-013 – Mechanical. The results are presented in the table below. Tender Bidder Bid Price Cimco Refrigeration: A Division of Toromont Industries (London)693,700$ Black & MacDonald Ltd. (Stoney Creek)698,908$ RFT 2017-12 - Automation Trane Sales Agency - N.L. Clark Sales Ltd. (London)76,450$ RFT 2017-13 - Mechanical Whitby Hydro Energy Services Corporation (Whitby)1,033,585$ E. S. Fox Limited. (Niagara Falls)2,744,168$ RFT 2017-11 - Refrigeration RFT 2017-14 - Electrical Co-Generation NO BIDS RECEIVED Page 2 / 7 RCP 17-48 - Implementing an Energy Retro 277 Two vendors proposed alternative cogeneration technology but were evaluated and found non-equivalent. Neither submitted a bid. A technical review of the submissions received and confirmation of the bona fides of the proponents has confirmed the highlighted vendors be awarded the work at their tendered price. As no bids were received for the Mechanical tender, if Council authorizes the implementation of this project staff will work with I.B. Storey Inc. to confirm the scope and negotiate a change order cost with the contractor awarded the Refrigeration tender. Emergency Preparedness & Business Continuity As a designated evacuation centre for the Town and within the larger County emergency planning context, the Community Centre may be needed to shelter people in an emergency. Currently, if there is a power outage the building must be evacuated. A backup generator can be brought on site and used to provide power to some parts of the building, but the process takes time and may not be possible if the road network is affected. • Emergency Evacuation Centre – As a designated evacuation centre for the Town and within the larger County emergency planning context, it is a best practice to have on-site hydro generation capacity to keep power on in the building in an emergency. • Short-term power outages – As experienced in recent power outages, patrons in the pool or on the ice must immediately leave the building and cannot be allowed back in until power is restored. This can be quite uncomfortable when it happens in the middle of a swimming lesson or hockey game in February. The new system will make it possible to quickly restore enough power to the building to allow people to at least get changed and retrieve their belongings. (NOTE: in a fire alarm situation, everyone will still have to leave the building until allowed back in by the fire department. • Business continuity – with onsite generation in place and working all the time, most rentals, games, lessons & activities would not need to be cancelled. For example, a wedding reception or fundraising event could be allowed to continue with minimal interruption. The generation capacity will not be able to support continued operation of the ice plant or pool filtration systems in an emergency. A typical emergency backup generator installation is installed with the hope that it is never used. However it requires maintenance, fuel, regular testing, and takes up room. If continuous electrical generation is available on site, the need for additional or separate backup power is eliminated. The control systems will be sophisticated enough to monitor whether the overall costs are lower using hydro from the grid or using the natural gas powered generators instead, enabling the facility to switch to the more economical source at any given point. The investment in generating capacity will not sit idle waiting for a disaster; it will be continually deployed in a way that maximizes the benefit to the Town. Timing Considerations There are several reasons for recommending approval of this project at this time: • User impact - The impact of this project on facility operations is significant. It will require the ice plant to be shut down for construction no later than the end of April. No ice will be available for summer programming for May through August. User groups need to have as much notice as possible to plan accordingly. • Regulatory approvals – The co-generation component of the project requires regulatory approval from the local utility and the Ontario Energy Board prior to construction. This process takes time and needs to be initiated as soon as possible. • 2018 budget planning – As noted above, there is considerable impact to the facility operations in 2018. Confirming this 2018 project now enables staff to incorporate the Page 3 / 7 RCP 17-48 - Implementing an Energy Retro 278 corresponding revenue and expenditure adjustments into the 2018 draft budget from the earliest stages. • Incentive programs – IESO-supported energy savings incentive and rebate programs are expected to change at the end of 2017. By initiating the project now, the rebate and incentives calculated into the project ROI will be secured; • Procurement process – The irrevocable period for the bids submitted as part of the tendering process ends on November 15, 2017. After that date the pricing is no longer secured. The successful bidders need to incorporate these large projects into their work schedule for 2018 in order to meet the required construction schedule. • Lifecycle renewal – Among other components, 2 of 3 chillers, 2 of 3 compressors and the condenser are scheduled for replacement between 2018 and 2020. As they approach their nominal end-of-life, the risk of a failure that impacts ice users increases. If Council chooses not to proceed now, the project cannot be scheduled for 2018. The prices received through the tendering process will no longer be firm, and the tenders will have to be cancelled. Service Level Improvements In addition to achieving considerable energy consumption reductions, the project incorporates several increases in service level for the residents of the Town of Tillsonburg. • Increased refrigeration capacity – the improved ice plant includes capacity to support the outdoor artificial ice pad planned by the J.L Scott McLean Legacy Fund. The current ice plant does not have the effective capacity to support that additional load. The incremental cost for this capacity is approximately $10,000. A stand-alone project to supply refrigeration for the outdoor pad would cost significantly more. • Onsite emergency power – the cogeneration turbines will provide onsite emergency backup power for the facility in case of power outage. A stand-alone standby emergency generator system of the required capacity would cost $250,000 • Increased safety – the new ice plant configuration reduces the amount of ammonia charge required to power the system by over 60%. Ammonia is an extremely hazardous substance and the potential impact of a spill or leak is dramatically reduced in the new system. There is no value that can be placed on this enhancement to staff and patron safety. • Net metering readiness – the project puts the facility in a position to take advantage of future changes to the hydro system when net metering is rolled out. This strategy is in alignment with the Future Oxford Sustainability Plan. Despite repeated applications, the facility has not yet secured a contract to generate hydro through a FIT or Micro-FIT contract for rooftop solar, which makes net metering a very attractive opportunity to reduce utility costs when it becomes available. As outlined in the bullet list above, this project not only supports needed lifecycle renewal of existing infrastructure and achieves consumption cost reductions, it brings a net service level increase to the residents of Tillsonburg in terms of capacity, safety, emergency resiliency and future readiness. Environmental Impact The project is designed to reduce electrical consumption, dependence on diesel fueled emergency backup, make more efficient use of natural gas and reduce the use of ammonia as a refrigerant. The project includes replacement of compressors, chillers and pumps in the ice plant with new, more efficient equipment and the conversion of the mini-pad to GLICE (a high- slip, low-maintenance plastic). Page 4 / 7 RCP 17-48 - Implementing an Energy Retro 279 The project also incorporates a natural gas powered co-generation turbine system. The concept behind co- generation is that the heat given off by a turbine that is generating electricity needed for the facility is captured and used for other purposes like cooling or heating. At the Community Centre, there is considerable and continuous need for heating and/or cooling water and space. The waste heat from the co-gen system will be used to reduce the need to use electrical and natural gas in other parts of the Community Centre by heating water for the pool and dressing rooms, for under floor heating to prevent frost build up, and in HVAC equipment to regulate air temperature and humidity. Initially, the pool, the Auditorium, the dressing rooms and the ice plant will be recipients of the waste heat. As HVAC equipment is replaced over time, more and more of the waste heat will be recaptured, further reducing the overall energy consumption and GHG footprint. Maximizing the Investment Asset management planning to accommodate the replacement cycle of the ice plant components like the chillers, compressors and condenser would require the equivalent of the refrigeration component of this project to be executed between 2018 and 2020. By consolidating the refrigeration work into one project there are mobilization savings. Although they make the up-front costs higher, by including the cogeneration and automation components, this project provides a way of offsetting the capital costs while achieving service level increases as noted above. The increasing maintenance costs of the aging ice plant are putting additional pressure on annual operational budgets. A recent failure in the heat exchanger supplying warm brine to prevent frost build-up under the ice pads is an example of how the current plant components are reaching their end of life. It makes sense to replace this heat exchanger with one that will use waste heat from the co-gen system when it is online. In 2015, the Town invested in a state-of-the-art CIMCO 6000E controller for the ice plant to maximize our ability to control energy costs with the tools available in the existing ice plant. The 6000E will be redeployed in the new ice plant, but will have a much more sophisticated system to work with. Component Installation Date Projected Replacment Date Replacement value (2017 $) Compressor 2 1996 2018 85,000$ Compressor 3 1996 2018 60,000$ Chiller 2 1991 2018 175,000$ Chiller 3 1991 2018 175,000$ Condenser 2004 2018 150,000$ Electrical Panel 2000 2020 60,000$ 6000E Controller 2015 2025 50,000$ Compressor 1 2004 2029 125,000$ Chiller 1 2004 2029 175,000$ Memorial Floor 2002 2050 600,000$ Community Floor 2004 2050 600,000$ Page 5 / 7 RCP 17-48 - Implementing an Energy Retro 280 In the new system, the compressors and chillers will not need replacement for 30 years, the micro-turbines will be scheduled for replacement in 20 years, and the condenser will be scheduled for replacement in 15 years. FINANCIAL IMPACT/FUNDING SOURCE The known and estimated costs of the project are provided in the table to the right. Additional external funding will be sought through the current GHG Challenge Fund opportunity, which may fund up to 50% of the eligible costs. The pre-tax total project cost including contingency is $2,337,983. This cost will be partially offset by IESO applicable rebate and incentive funds estimated at $252,200 for a projected net cost to the Town of $2,083,783. The funding model for this project is that the capital costs for implementing the project will be paid for using debt. The annual principle and interest costs for the servicing will be paid for by a corresponding reduction in energy consumption costs. The amount of debt required to finance the project will be reduced by the energy rebates and incentives received for the project. This funding model is in alignment with the Town’s Debt Management Policy to use debt to finance projects that will be repaid through operational savings. Modeling of the project using current energy costs results in a calculated annual energy cost savings of approximately $142,000. This is equal to 26% of the current (2016) annual utility cost for the facility. This amount, supplemented with savings achieved during the construction shut-down, matches the semi-annual debt servicing costs based on a 20-year debenture. An amortization schedule for Infrastructure Ontario financing based on a 20 year debenture has been attached for information purposes. The actual amount of debt placed will change to reflect the receipt of grants and rebates, and the amortization period adjusted accordingly. Starting in 2019, the annual utility budget of the facility will be reduced to offset the semi-annual payments, with the funds instead shown as a budgeted contribution to the Recreation, Culture & Parks Reserve. P&I payments will be shown in the operation budget beginning in 2019, with a contribution from the Recreation, Culture & Parks reserve to offset them. This project will not only pay for itself but will pay for approximately $800,000 in refrigeration plant replacement costs that are required to continue current service levels and would otherwise have had to be paid through taxation. In order to provide appropriate authorizations and provide a documentation trail, staff request that this project be given pre-budget approval for inclusion in the 2018 budget. Component Refrigeration 697,370$ Mechanical*255,245$ Automation 76,450$ Co-generation 1,033,585$ Engineering 164,000$ 5% Contingency 111,333$ 2,337,983$ Rebate & Incentive offsets*(254,200)$ Total project cost**2,083,783$ Expended to date 65,600$ NOTES *Estimate **Before taxes Page 6 / 7 RCP 17-48 - Implementing an Energy Retro 281 COMMUNITY STRATEGIC PLAN (CSP) IMPACT This report recommends taking actions that are in alignment with the following Objectives of the Community Strategic Plan: • Objective 1 – Excellence in Local Government • Objective 2 – Sustainable Economy • Objective 4 – Culture & Community Page 7 / 7 RCP 17-48 - Implementing an Energy Retro 282 = Attendance: Chair Matt Scholtz Mary Anne VanGeertruyde Lana White Laura Pickersgill Councillor Brian Stephenson John Armstrong Regrets: Sam Lamb Mayor Stephen Molnar 1. Call to Order The meeting was called to order at 2:34pm. 2. Adoption of Agenda Resolution Moved by: John Armstrong Seconded by: Councillor Brian Stephenson THAT the Agenda as prepared for the Special Awards Committee meeting of January 9, 2018, be adopted. Carried 3. Disclosure of Pecuniary Interest There were no disclosures of pecuniary interest declared. 4. Approval of Previous Minutes Resolution Moved by: Mary Anne VanGeertruyde Seconded by: Councillor Brian Stephenson THAT the Special Awards Committee Minutes dated December 6, 2017 be approved. The Corporation of the Town of Tillsonburg SPECIAL AWARDS COMMITTEE Tuesday, January 9, 2018 2:30pm Annex Board Room 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES 283 Special Awards Committee Minutes - January 9, 2018 - 2 - Carried 5. Pending Business from Previous Meetings i) Citizen of the Year Discussion - Budget to be set at $350. Discussion took place regarding a separate event from the volunteer appreciation event. - Guests for citizen of the year are set by the individual. It was determined that the event should take place in May and nominations to start in February. - Staff to work with Citizen of the Year to organize event. - Staff to bring old nominations forward to the next 3 years of nominations. - Nominations to be received by the Clerk’s office- March 31st is the deadline. ii) Favourite Son/Daughter Recognition - Potential to use the path at memorial park for recognition of these winners 6. General Business and Reports 6.1. Volunteer Achievement Awards Nominations were circulated and reviewed at the meeting. Resolution Moved by: Mary Anne VanGeertruyde Seconded by: Councillor Brian Stephenson THAT Sharleen Marcotte be selected as the recipient of a Volunteer Achievement Award, to be presented at the March 1, 2018 Council Meeting. Carried Councillor Stephenson will provide more details on the last nomination. 7. Other Business i. Staff to advertise the nomination process available to the public. ii. Staff will send an email to council to remind them about ways to advertise; move it to the front of the website, share it on social media, etc. 8. Round Table 9. Next Meeting 284 Special Awards Committee Minutes - January 9, 2018 - 3 - 10. Adjournment Resolution Moved by: Councillor Brian Stephenson Seconded by: Mary Anne VanGeertruyde THAT the January 9, 2018 Special Awards Committee meeting be adjourned at 3:27 p.m. Carried 285 = Attendance: Peter Staley, Chair, Mike Cerna, Robert Doerr, Michael Kadey, Margaret McCrimmon, Councillor Stephenson, Brian Hollingworth, Consultant Staff: Laura Pickersgill, Legislative Services Coordinator, Cephas Panschow, Development Commissioner Regrets: Scot Richardson, Eric Flora, Manager of Engineering 1. Call to Order The meeting was called to order at 3:17p.m. 2. Adoption of Agenda Resolution #1 Moved By: Robert Doerr Seconded By: Mike Cerna THAT the Agenda as prepared for the Accessibility Advisory Committee meeting of January 23, 2018, be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 4. Adoption of Minutes of Previous Meeting Resolution #2 Moved By: Mike Cerna Seconded By: Robert Doerr THAT the Accessibility Advisory Committee Meeting Minutes of November 14, 2017, be approved. Carried The Corporation of the Town of Tillsonburg ACCESSIBILITY ADVISORY COMMITTEE January 23, 2018 3:15 p.m. Board Room Customer Service Centre, Tillsonburg MINUTES 286 Accessibility Advisory Committee Meeting – Minutes - 2 - 5. General Business & Reports 5.1 Engineering Update Downtown parking study updates Brian Hollingworth, consultant with IBI group, provided an update on the status of the parking study to the committee. The walkabout has taken place. The parking surveys observed a trend of a larger daytime parking population than in the evenings. Members presented some recommendations for the project. Speed bumps at the back of the mall would be beneficial. Curb cuts directly in front of or directly beside accessible parking spots are required provided there is still enough room to exit the vehicle. More accessible parking spots are needed in front of the Broadway restaurants, the banks and around the mall. There is a greater need for safer drop off and loading areas. There were concerns raised about the locations of the stop bars in relation to the pedestrian crosswalks. Staff to follow up with the operations department regarding the concerns discussed on lack of snow removal on certain sidewalk areas. Staff to provide an update regarding the status of accessible washrooms being implemented into Memorial park. 6. Next Meeting The next meeting of the Accessibility Advisory Committee will be held on Tuesday, March 13, 2018 at 3:15 p.m. in the Board Room, Customer Service Centre. 7. Adjournment Resolution #7 Moved By: Robert Doerr Seconded By: Margaret McCrimmon THAT the January 23, 2018 Accessibility Advisory Committee meeting be adjourned at 4:17 p.m. Carried 287 Tu= ATTENDANCE Mel Getty Don Baxter Michael Cerna Susie Wray James Payne Donna Scanlan Chris Rosehart Becky Turrill, Secretary Janet McCurdy, Program Manager MEMBERS ABSENT/REGRETS Craig Cole Bob McCormick 1.Call to Order The meeting was called to order at 7:30am 2.Adoption of Agenda Moved By: D. Baxter Seconded By: D. Scanlan Resolution #1 THAT the Agenda as prepared for the Parks and Recreation Advisory Committee meeting of September 19, 2017 be adopted. Carried 3.Disclosures of Pecuniary Interest and the General Nature Thereof - None 4.Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of June 20, 2017 Moved By: D. Scanlan Seconded By: M. Cerna Resolution #2 The Corporation of the Town of Tillsonburg Parks & Rec COMMITTEE Tuesday, September 19, 2017 7:30am Rotary Room 45 Hardy Ave MINUTES 288 Parks & Recreation Committee Meeting Minutes - 2 - THAT the Minutes of the Parks and Recreation Committee Meeting of June 20, 2017 be approved. Carried 5. Delegations and Presentations - none 6. General Business & Reports 6.1. Participark – Dead trees concerned about safety along the walking path. Information to be passed along to the Heritage and Beautification Committee for discussion at their next meeting. 6.2. Baldwin Parking Lot – project is currently on hold until Roads Manager has been hired. 6.3. Hall of Fame – Moved to Fall 2018 Moved By: D. Baxter Seconded By: J. Payne Proposed Resolution #3 On MOTION made, SECONDED and CARRIED that the Parks & Rec Advisory Committee moves the Hall of Fame induction to the Fall 2018, allowing for more applications to be submitted. (7-0) 6.4. Memorial Park Revitalization Sub Committee – Items deferred back to the sub- committee for clarification of both documents (map and list) 6.5. Lisgar Ave and Hardy Ave Parking update – Referred to Engineering and By-lay. Eric Flora to complete a report to council 7. Correspondence - None 8. Other Business – 8.1. NHL Event – Thursday was very well attended 9. Closed Session 9.1. - None 10. Next Meeting The next meeting of the Parks & Rec Advisory Committee – October 17 @ 7:30am in the Rotary Room 289 Parks & Recreation Committee Meeting Minutes - 3 - 11. Adjournment Moved By: D. Baxter Seconded By: S. Wray Proposed Resolution #3 THAT the Parks & Rec Advisory Committee Meeting of September 19, 2017 be adjourned at 8:31am 290 Tu= ATTENDANCE Mel Getty Don Baxter Michael Cerna Bob McCormick James Payne Donna Scanlan Chris Rosehart Becky Turrill, Secretary Janet McCurdy, Program Manager MEMBERS ABSENT/REGRETS Susie Wray Craig Cole 1. Call to Order The meeting was called to order at 7:34am 2. Adoption of Agenda Moved By: B. McCormick Seconded By: D. Baxter Resolution #1 THAT the Agenda as prepared for the Parks and Recreation Advisory Committee meeting of October 31, 2017 be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof - None 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of September 20, 2017 Moved By: M. Cerna Seconded By: D. Baxter Resolution #2 The Corporation of the Town of Tillsonburg Parks & Rec COMMITTEE Tuesday October 31, 2017 7:30am Rotary Room 45 Hardy Ave MINUTES 291 Parks & Recreation Committee Meeting Minutes - 2 - THAT the Minutes of the Parks and Recreation Committee Meeting of September 20, 2017 be approved. Carried 5. Delegations and Presentations - none 6. General Business & Reports 6.1. Dog Park – Signs have been ordered for the park – hope is to have them up next week. Dog Park meeting did not have a good turnout - schedule an additional meeting. Naming of the park has been placed on the Town of Tillsonburg website for review by the public Auto close gates (latches) to be put on all entrance gates. 6.2. Memorial Park Master Plan Review  Page 8 – “ Field House” at Hardball Diamonds – will this include washrooms  Have the map colour coded with items that have been approved, completed etc.  Page 8 – Remove the parking lot from the North side of Sam Lamb diamond  Page 17 – Close street entrance to Memorial Park from Sanders Street. Close Alley behind TCC 7. Correspondence - None 8. Other Business – 8.1. Transfer Station questions and concerns – Referred to Kevin DeLeebeeck 8.2. North Street and Broadway Lights – Referred to Kevin DeLeebeeck 9. Closed Session 9.1. - None 10. Next Meeting The next meeting of the Parks & Rec Advisory Committee – November 28 @ 7:30am in the Rotary Room 11. Adjournment 292 Parks & Recreation Committee Meeting Minutes - 3 - Moved By: D. Baxter Seconded By: D. Scanlan Proposed Resolution #3 THAT the Parks & Rec Advisory Committee Meeting of October 31, 2017 be adjourned at 8:39am 293 Tu= ATTENDANCE Mel Getty Susie Wray Craig Cole Don Baxter Michael Cerna Donna Scanlan Chris Rosehart Becky Turrill, Secretary Janet McCurdy, Program Manager MEMBERS ABSENT/REGRETS Bob McCormick James Payne 1. Call to Order The meeting was called to order at 7:35am 2. Adoption of Agenda Moved By: D. Baxter Seconded By: S. Wrayer Resolution #1 THAT the Agenda as prepared for the Parks and Recreation Advisory Committee meeting of November 28, 2017 be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof - None 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of October 31, 2017 Moved By: D. Scanlan Seconded By: D. Baxter Resolution #2 The Corporation of the Town of Tillsonburg Parks & Rec COMMITTEE Tuesday November 28, 2017 7:30am Rotary Room 45 Hardy Ave MINUTES 294 Parks & Recreation Committee Meeting Minutes - 2 - THAT the Minutes of the Parks and Recreation Committee Meeting of October 31, 2017 be approved. Carried 5. Delegations and Presentations - none 6. General Business & Reports 6.1. Tillsonburg Community Centre Parking – Rick Cox presented Report OPS17-28 to the committee. Discussion includes – where parking lots are going, remove street parking as well as Welding Lane Parking lot. Welding Lane parking lot is the preferred location of the Committee. Resolution #3 RESOLVED THAT: The Parks & Recreation Advisory Committee endorses Staff report OPS 17-28 enhancing the welding parking lot. Moved by Donna Scanlan, seconded by Craig Cole and CARRIED. 6.2. Memorial Park Master Plan Review Pg 8 – parking at Sam Lamb Hardball Diamond – leave parking in as concept for future use 6.3. Memorial Park Master Plan Endorsement Resolution #4 RESOLVED THAT: The Parks & Recreation Advisory Committee endorses the November 2017 Master Plan as prepared by the Memorial Park Revitalization Subcommittee and recommends it to Council for confirmation and implementation. Moved by Susie Wray, seconded by Don Baxter and CARRIED. 7. Correspondence - None 8. Other Business – 8.2. Signs for Parking lot – request for wayfinding signs for the parking lots at the Community Centre 9. Closed Session 9.2. - None 10. Next Meeting 295 Parks & Recreation Committee Meeting Minutes - 3 - The next meeting of the Parks & Rec Advisory Committee – TBD @ 7:30am in the Rotary Room 11. Adjournment Moved By: C. Cole Seconded By: D. Scanlan Proposed Resolution #3 THAT the Parks & Rec Advisory Committee Meeting of November 28, 2017 be adjourned at 8:39am 296 = ATTENDANCE Bob Marsden, Patty Phelps, Marianne Sandham, Mary Lou Sergeant, Dianne MacKeigan, Aleksandra Webber, Chris Rosehart MEMBERS ABSENT/REGRETS Jami Stephenson 1. Call to Order The meeting was called to order at 4:35 pm 2. Adoption of Agenda Moved By- Dianne MacKeigan Seconded By- Mary Lou Sergeant Proposed Resolution #_1 THAT the Agenda for the Museum Advisory Committee meeting of January 25, 2018, be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof- none 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of November 23, 2017 Moved By: Mary Lou Sergeant Seconded By: Marianne Sandham Proposed Resolution #_2 THAT the Minutes of the Museum Advisory Committee Meeting of November 23 ,2017 be approved. Carried 5. Delegations and Presentations-none The Corporation of the Town of Tillsonburg Museum Advisory Committee Thursday, January 25, 2018 4:30 pm Program Room- 2nd floor Annandale NHS 30 Tillson Ave., Tillsonburg MINUTES 297 6. General Business & Reports 6.1. Financial- $109 373.93 in the account 6.2. Tour Guides- Nothing new to report. 6.3. Curator’s Report- The Curator’s report was circulated and included the following highlights: 1. A frozen roof drain pipe where it entered the ground outside the building resulted in a flood in the program room with water seeping down into the reception area. It was discovered Tues. Jan 9. There was no damage to the historic house, Pratt Gallery or collection storage rooms. Museum was closed for repairs from Jan. 9 to the 29 but will reopen Jan. 30 or 31. 2. Numbers for November and December were slightly lower because of storms causing the cancellation of school classes 3. Made in Canada exhibit was well received. Next gallery exhibit will be “From Soldier to Civilian: Oxford’s Own” opening Feb 6. 4. Art in the OCCI Corner Gallery had been removed the week prior to the flood. New art to be installed week of Feb. 5. The museum saw $682.60 in commission earned from the sale of art works in 2017. 5. Three days of school programming was lost because of the weather 6. Christmas Season at Annandale was a huge success. 7. This year marks the 45 anniversary year of the museum with a special anniversary party planned for June 29 at 7 pm. Save the date. Moved By: Patty Phelps Seconded By: Marianne Sandham Proposed Resolution # 3 THAT the reports be adopted as circulated. Carried 7. Correspondence- none 8. Other Business 298 1. Flooding and repairs were discussed with the curator’s report. 2. Summer Staff-Jobs were posted over Christmas and have now closed. Three people have been shortlisted for the positions and interviews will take place in February 9. Closed Session 10. Next meeting- February 22, 2018 11. Adjournment Moved by Dianne MacKeigan Proposed Resolution #6 THAT the museum advisory committee meeting be adjourned at 5:20 pm 299 300 = ATTENDANCE Members Present: Mel Getty: Co-Chair, Mike Cerna: Co-Chair, Scott Vitias (Ball), Derek Partlo (Ball Users), Jane Ann McLean (Outdoor rink/Ball), Ken Patterson (Rotary Club), Rosemary Dean (Fairboard), Joan Weston (Lake Lisgar Revitalization Project), Terry Smith (Skate Park/Pumptrack), Margaret Puhr: Secretary (Event Organizers) Guest: Tracy Anderson (Fairboard) MEMBERS ABSENT/REGRETS Lance McKenzie, Dave Martin, Cedric Tomico, Paul Decloet, Peter Luciani, Rick Cox 1. Call to Order The meeting was called to order at 5:30pm, by Co-chair Mel Getty. 2. Adoption of Agenda Moved By: Ken Patterson Seconded By: Terry Smith Resolution #1_ THAT the agenda as prepared for the Memorial Park Revitalization Committee meeting of January 29, 2018, be adopted. Carried. 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of November 20, 2017 Moved By: Mike Cerna Seconded By: Mel Getty Resolution #2_ The Corporation of the Town of Tillsonburg Memorial Park Revitalization Committee January 29, 2018 5:30pm Marwood Lounge 45 Hardy Ave. MINUTES 301 Memorial Park Revitalization Committee Meeting Minutes, January 29, 2018 - 2 - THAT the Minutes of the Memorial Park Revitalization Committee Meeting of November 20, 2017 be approved as amended. Carried. 5. General Business & Reports 5.1. Lake Lisgar Revitalization Project update: the committee asked the Council for $40,000.00 to replace supports of the bridge as the current ones are rotting and should be replaced with stainless steel, as well as shoring of erosion at each end of the bridge. The committee had a grant in the past in amount of $32,000.00 which was intended to do that but instead it was used to improvements on Gibson House. The safety of the bridge is a concern and needs to be addressed right away. The committee also spends $1,000.00 each year to stock the lake with lake trout. To date the committee secured and used $200,000.00 in government grants for the lake. 5.2. Rotary Club update: the club is working on finding a swing set for the park near the tennis courts, which is the next step in the club’s commitment to Memorial Park Revitalization. To date the club has mulched around the trees and raised memorial stones along the path. Further improvements to the path, yoga pad, shrubs and trees, and exercise equipment are still to come. 5.3. Fair Board update: no fair dates determined yet. The Fair Board is being recognized by the government for promotion of agriculture and hard work. 5.4. Skate Park/Pumptrack: concern about the installed signage not matching the council approved version, including poorly rendered logos for some donors. Another concern about the donation from Kinsmen Club for shade sails at the park waiting to be put to use. 5.5. Lions Club: absent. 5.6. Dog Park: absent. 5.7. Outdoor rink: Lions Club donated $50,000.00 to the project. Phase one funds have been secured, work to start at the beginning of June. 5.8. Ball Diamond repositioning/Ball users: no updates. 5.9. Master Plan update: the plan has been approved by the Council as a working document, the council is requesting information on next steps and priorities. There was a motion brought to the January 22 council meeting to dissolve the MPRC, this motion was defeated. 6. Round Table 302 Memorial Park Revitalization Committee Meeting Minutes, January 29, 2018 - 3 - 1. Members of the committee will prepare and submit to the secretary a list of next steps and priorities, to be compiled and discussed at the next meeting. 2. All requests to the Council regarding the Memorial Park should be passed through this committee first, as there were some delegations to Council that members of the committee were unaware of. 3. Councillor Rosehart asked Rosemary Dean to pass a message: what is the purpose of this committee? What is left to do? What are the next steps? 4. Terms of Reference of the committee were referred to as per above. 5. The replacement for the representative from the Parks & Recreation Advisory committee will be addressed at the next P&RA meeting. 7. Next Meeting The next meeting of the Memorial Park Revitalization Committee will be on Tuesday February 20, 2018 at 5:30pm. 8. Adjournment Moved By: Rosemary Dean Resolution #3 THAT the Memorial Park Revitalization Committee Meeting of January 29, 2018 be adjourned at 6:55pm. Carried. 303 The corporation of the Town of Tillsonburg Cultural Advisory Committee January 3rd 2018 Time 5:00pm Station Arts Centre Red Station 41 Bridge St. W Tillsonburg ON Minutes ATTENDANCE Heather Benton Chair, Jami Stephenson Secretary, Erin Getty, Vern Fleming,Terry Fleming, Max Adam MEMBERS ABSENT/REGRETS Patty Phelps staff liason , Josianne DeCloet 1.Call to Order 1.The meeting was called to order at 5 :00 pm 2. Adoption of Agenda moved by :Erin Getty and seconded by : Vern Fleming Resolution #_1 THAT the Agenda as prepared for the cultural advisory committee meeting of Wednesday January 3rd 2018, be adopted. Disclosures of Pecuniary Interest and the General Nature Thereof : none 3 Adoption of Minutes of Previous Meeting moved by : Jami Stephenson seconded by: Erin Getty 3.Minutes of the November 1st ,2017 meeting Resolution #_2 THAT the Minutes of the Cultural Advisory Committee Meeting of November 1st , 2017 be approved upon the amended attendance report which needs to be switched around for attended and absent. 304 Cultural Advisory Committee Meeting Minutes Wednesday, January 3rd , 2018 4. Delegations and Presentations- none 5. General Business & Reports - none 6. Correspondence 6.1 Grant Application – Annandale Public School Resolution#3. Moved by :Vern Fleming Seconded By:Terry Fleming Motion Carried : all in favour THAT the Cultural Advisory Committee approve the Annandale public school grant for the amount requested, $2650.00 pending 2018 Town of Tillsonburg budget approval. 7. Other Business 7.1 Budget Presentation to Council Heather made a presentation to council and is awaiting budget approval. 7.2 Christmasfest Committee Request for members, to be published in the Tillsonburg Newspaper. 8. Round table discussion of upcoming events 9. Closed Session 10. Next Meeting The next meeting of the Cultural advisory Committee will be on Wednesday February 7th, 2018 11. Adjournment moved by :Jami Stephenson and Seconded by : Erin Getty Resolution #4 THAT the Cultural Advisory Committee Meeting of January 3rd 2018 be adjourned at 5:32 pm 305 TILLSONBURG POLICE SERVICES BOARD Minutes MEETING: GENERAL MEETING PLACE: Tillsonburg, OPP Detachment Boardroom DATE: Wednesday, December 20, 2017 TIME: 8:00 a.m. AGENDA ITEM DISCUSSION OUTCOME/ACTION 1 Call to Order The Chair called the General session of the Board to order at 8:00 am. 2 Attendance Present: Regrets: Larry Scanlan, Chair Ann Loker Greg Horvath Councilor Chris Rosehart Mayor Steve Molnar Becky Turrill, Secretary Inspector Hymers 3 Declaration of Pecuniary Interest None declared 4 Approval of Agenda The Agenda was presented to the Board for approval. On motion made by Ann Loker, seconded by Greg Horvath, and carried, the December 20, 2017 Agenda was approved. 5 Approval of Previous Minutes The Minutes of a meeting of the Board held on November 15, 2017 were presented to the Board for approval. On motion made by Greg Horvath, seconded by Councilor Rosehart and carried the Minutes of the meeting held on November 15, 2017 were approved. 6 Issues Arising from previous minutes None 7 Presentations / Delegations None 8 Correspondence None 9 Financial None 1 306 AGENDA ITEM DISCUSSION OUTCOME/ACTION 10 Detachment Commander Reports  OPP contract Policing - Tillsonburg Inspector Hymers presented the November 2017 contract statistics and memorandum which reported: • 45 provincial offences tickets written • 127 Bylaw / Parking • 107 hours of Foot Patrol Members of the OPP attended 298 calls for service  Inspector Hymers presented the Tickets Written in Tillsonburg for the month of September 2017 report: • Speeding, 5 • Fail to Stop, 5 • Plate/Permit/Insurance, 13 • Trespass/Intox in Public, 14 • CVOR, 0 • Careless, 2 • Seatbelt, 0 • Hand Held Device, 1 • Fail to Yield / Improper turn, 4 • Other, 0 Total for November 2017, 45  Inspector Hymers presented the OPP Auxiliary Monthly Unit Summary for November 2017 • Total Hours within Tillsonburg 121.5  Crime Stoppers of Oxford Inc. Report Inspector Hymers presented the report for Oxford Crime Stoppers for November 2017. Monthly Tip Statistics for November 2017 Total Calls Received, 32 Woodstock PS Tips , 9 OPP Tips, 14 Assigned out to other Crime Stoppers Programs , 9 Meetings/Events Attended in October • Crime Stoppers Gala • Minor Ball used Crime Stoppers popcorn machine – November 25 • Christmas Parades, Tillsonburg, Ingersoll & Woodstock Media Relations • Crime of the week – sent to local media including Social media and website 2 307 AGENDA ITEM DISCUSSION OUTCOME/ACTION 10 cont’d Fundraising • None Upcoming Events • OACS Christmas Luncheon – Etobicoke – December 4 • Crime Stopper’s monthly meeting – December 12 11 Committee Reports None 12 OAPSB 13  Cannabis Legislation Update given by chair. Chair will be meeting Geno Vanhaelewyn, Chief Building Official Donna Wilson, Clerk and Inspector Hymers regarding Cannabis by- laws on January 31  PSA 2017 Act has not received second reading  Visitor Parking Lot Update & Tree Replacement Parking lot to be included in the 2018 budget.  CSPT Committee County Council has approved funding to go to Woodstock to assist with Court Security Costs  Hickory Hills Presentation - November 28 @ 1:00pm CSO Stacey Culbert made an excellent presentation to a well-attended event.  Auxiliary BBQ – November 22 @ 7:00pm • Ingersoll is hosting the event this year BBQ went well 14 Date of Next Meeting Wednesday, January 17, 20187 15 Adjournment On motion made by Greg Horvath, seconded by Councilor Rosehart and carried, the meeting was adjourned at 9:04 a.m. _______________________________ __________________________________ Larry Scanlan, Chair Becky Turrill, Secretary 3 308 309 310 311 312 313 314 315 316 317 318 319 320 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4170 BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 12th day of February, 2018 WHEREAS Section 5 (1) of the Municipal Act, 2001, as amended, provides that the powers of a municipal corporation shall be exercised by its council; AND WHEREAS Section 5 (3) of the Municipal Act, 2001, as amended, provides that municipal powers shall be exercised by by-law; AND WHEREAS it is deemed expedient that the proceedings of the Council of the Town of Tillsonburg at this meeting be confirmed and adopted by by-law; NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSONBURG ENACTS AS FOLLOWS: 1.All actions of the Council of The Corporation of the Town of Tillsonburg at its meeting held on February 12, 2018, with respect to every report, motion, by-law, or other action passed and taken by the Council, including the exercise of natural person powers, are hereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this or a separate by-law. 2.The Mayor and Clerk are authorized and directed to do all the things necessary to give effect to the action of the Council of The Corporation of the Town of Tillsonburg referred to in the preceding section. 3.The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Tillsonburg. 4.This by-law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 12th DAY OF FEBRUARY, 2018. READ A THIRD AND FINAL TIME AND PASSED THIS 12th DAY OF FEBRUARY, 2018. ________________________________ Mayor – Stephen Molnar ________________________________ Town Clerk – Donna Wilson 321 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4171 A BY-LAW to enter into Agreements to Implement the Energy Retrofit at the Tillsonburg Community Centre. WHEREAS The Town of Tillsonburg is desirous of entering into an agreement with Whitby Hydro Energy Services Corporation for Electrical Co-Generation at the Tillsonburg Community Centre; AND WHEREAS The Town of Tillsonburg is desirous of entering into an agreement with Trane Sales Agency – N.L. Clarke Sales Ltd., for the Tillsonburg Community Centre Automation; AND WHEREAS The Town of Tillsonburg is desirous of entering into an agreement with CIMCO Refrigeration Division of Toromont Industries for the Refrigeration and Mechanical component of the Tillsonburg Community Centre Energy Retrofit Project. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1.THAT the agreements attached hereto form part of this by-law; 2.THAT the Mayor and Clerk be hereby authorized to execute the attached agreementson behalf of the Corporation of the Town of Tillsonburg. READ A FIRST AND SECOND TIME THIS 12th DAY OF February, 2018. READ A THIRD AND FINAL TIME AND PASSED THIS 12th DAY OF February, 2018. _____________________________ Mayor – Stephen Molnar ______________________________ Town Clerk – Donna Wilson 322 323 324 325 326 327 328 329 330 331 332 333 334 335 336 337 338 339 340 341 342 343 344 345 346 347 348 349 350 351 352 353 354 355 356 357 358 359 360 361 362 363 364 365 366 367 368 369 370 371 372 373 374 375 376 377 378 379 380 381 382 383 384 385 386 387 388 389 390 391 392 393 394 395 396 397 398 399 400 401 402 403 404 405 406 407 408 409 410 411 412 413 414 415 416 417 418 419 420 421 422 423