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131120 Council MINTown of Tillsonburg Minutes of Council Meeting Date: Wednesday November 20, 2013 10:00 AM Council Chambers Chair: John lessif I• i MINUTES: Meeting for the Committee "Open Council" Review Access: e Public 0 Private Town of Tillsonburg Council Meeting on Wednesday November 20, 2013 10:00 AM Council Chambers Orders of the Day: ATTENDANCE Mayor John Lessif Deputy Mayor Mark Renaud Councillor Dave Beres Councillor Mel Getty Councillor Marty Klein Councillor Chris Rosehart Councillor Brian Stephenson Staff: David Calder, CAO Donna Wilson, Town Clerk Darrell Eddington, Director of Finance Chair: John Lessif Rick Cox, Director of Parks & Recreation Services Jeff Smith, Fire Chief Regrets: Steve Lund, Director of Operations CALL TO ORDER The meeting was called to order at 10:00 a.m. ADOPTION OF AGENDA Resolution No. 1: Moved By: Councillor Getty Seconded By: Deputy Mayor Renaud Nov 20, 2013 THAT the Agenda as prepared for the Council Meeting of November 20, 2013 be adopted. "Carried" MOMENT OF REFLECTION Page 1 MINUTES: Meeting for the Committee "Open Council" Subdivision manual for the PRS is regarding parkland. This will link into the subdivision agreement and those processes. Staff to provide timelines attached to enhancing the trail system and to come back to Council for input and consideration regarding funding. Pioneer Cemetery-no additional plan for funds in the 2014 budget. Demolish grandstand at Memorial Fairgrounds -resolution from Fair Board required that supports demo and removable grandstands. Staff to look at partnering with other communities for sharing the expense for removable grandstands-purchased by Fair Board and usage will be under the authority of the Fair Board. Memorial Park review process, the Fair Board will be invited to participate. Staff to add a business plan objective to focus on maximizing the use of the Community Centre in areas that are under utilized such as meeting rooms, ice pads, health club, squash courts, etc. Staff to add a Splash pad to the business plan objectives to determine a location and feasibility. Staff to consider a more affordable fee for the water park and ice rentals. Staff to reach out to the service clubs and private partnerships such as Tim Hortons etc. to allow reduced fees to make it more affordable for our citizens. This budget does not capture a capital cost for a splash pad. Staff to provide a report regarding programs numbers, user fees and the complete costs to have the program in order to obtain a clear picture to determine the direction moving forward. Staff to change business plan risk wording for volunteers Library to be added to the business model to continue to utilize the local library as a partner in terms of visitors and residents -partner regarding programs that the Town offers. Asset Management program regarding facilities -has there been a facility assessment done?- There is an ongoing roof appraisal program but no complete assessment done for all facilities. Facility data will be reviewed on an ongoing basis. Resolution No. 4: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein THAT the 2014 Parks and Recreation Services Business Plan and Budget be received as information. "Carried" 3. Big Brothers Big Sister Resolution No. 5: Moved By: Councillor Klein Seconded By: Deputy Mayor Renaud THAT Council receive the Budget Request from the Big Brothers & Big Sisters; AND THAT Council support the budget request in the amount of$ 3,000.00. "Carried" 4. Disc Golf Resolution No.6: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein THAT Staff provide a report regarding possible support and course locations at the Council meeting of November 28, 2013. Page 3 MINUTES: Meeting for the Committee "Open Council" "Carried" 4. Station Arts Centre -2:30pm [:] Presented By: Chris Jeznovik Suggest that the Station Arts Centre collaborate with the Library and the Chamber of Commerce for some of their initiatives. Resolution No. 10: Moved By: Councillor Beres Seconded By: Councillor Klein THAT Council receive the Budget Request from the Station Arts Centre; AND THAT Council support the budget request in the amount of$ 35,000. "Carried" 5. Multi-Service Centre-3:00pm [:] Presented By: Chris Riley, MSC Business Manager MSC to provide Council information regarding the contributions from the County of Oxford and to identify which services they support. MSC to provide data regarding the amount that goes towards home support services. Resolution No. 11: Moved By: Councillor Klein Seconded By: Deputy Mayor Renaud THAT Council receive the Budget Request from the Multi-Service Centre; AND THAT Council support the budget request in the amount of $10,000. "Carried" STAFF INFORMATION REPORTS 6. CAO 13-17. OPP Contract CJ 7. Revised 2014 Business Plan-Finance C1 8. Current Assessment 2010-2013 CJ Staff to review maintenance on the crossings, particularly the Tillson Ave crossing. Staff to review the crossing lights on Tillson Ave to determine if they can be removed. Staff to review the commercial reassessment and that impact on the mall site and to explain the decreases over time. 9. 2013 Tax Levy By Class CJ 10. Household Counts CJ 11. Gas Tax CJ Page 5 MINUTES: Meeting for the Committee "Open Council" Amber Zimmerffillsonburg (Tuesday November 26, 2013 03:16PM) Page 7 MINUTES: Meeting for the Committee "Open Council" Review Access: e Public 0 Private MINUTES Town of Tillsonburg Council Meeting on Wednesday November 6, 2013 01 :00 PM Council Chambers Chair: John Lessif Orders of the Day: CALL TO ORDER The meeting was called to order at 1:00 p.m. ATTENDANCE Mayor John Lessif Deputy Mayor Mark Renaud Councillor Dave Beres Councillor Mel Getty Councillor Marty Klein Councillor Chris Rosehart Councillor Brian Stephenson Staff: David Calder, CAO Donna Wilson, Town Clerk Darrell Eddington, Director of Finance Steve Lund, Director of Operations Rick Cox, Director of Parks & Recreation Services Jeff Smith, Fire Chief ADOPTION OF AGENDA Resolution No. 1: Moved By: Councillor Rosehart Seconded By: Councillor Getty 110613 THAT the Agenda as prepared for the Open Session of the Council Meeting of November 6, 2013 be adopted. "Carried" DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF Page 1 MINUTES: Meeting for the Committee "Open Council" FINANCE BUSINESS PLAN Staff to narrow the time frame for implementing the centralized purchasing objective. Northstar update-THI will budget for this item. Animal License software objective, staff to provide a date for implementation. ACR upgrade should be condensed for 2014.-to determine once the IT strategy has been received. Part of quarterly reports to Council should be an ACR report. Staff to look at performance recognition for employees who exceed expectations. Staff to bring back costs for departmental training costs, including courses taken. Staff to provide report on labour market survey comparisons. DEVELOPMENT AND COMMUNICATION SERVICES Staff to create a package for developers regarding planning processes, internal and county wide, as well as appeal processes to Council. Council suggested that IT costs should not be in the DCS department. Staff to develop strategy and tactics on how to grow our investments and grow the downtown commercial area, Staff to provide an update on the status of the Economic Development Strategy. Resolution No. 2: Moved By: Councillor Getty Seconded By: Councillor Rosehart THAT the 2014 Budget and Business Plans Introduction and Overview be received as information. AND THAT the 2014 Finance and Human Resources Business Plans and Budget be received as information. AND THAT the 2014 Development and Communication Services Business Plan and Budget be received as information. "Carried" BY-LAWS 2. By-Law 3771. To Confirm the Proceedings of the Council Meeting of November 6. 2013 C'l Proposed Resolution No. 3: THAT By-Law 3771, To Confirm the Proceedings of the Council Meeting of November 6, 2013, be read for a first and second time and this constitutes the first and second reading thereof; AND THAT By-Law 3771, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. Page 3 Title: RATES & FEES Report No.: CL 13-28 Author: DONNA WILSON STAFF REPORT CLERKS OFFICE Meeting Type: COUNCIL MEETING Council/Committee NOVEMBER 20, 2013 Date: Attachments: DRAFT RATES & FEES SPREADSHEET RECOMMENDATION THAT Council receive Report CL 13-28, Rates & Fees; AND THAT a by-law to establish Rates & Fees for 2014 be brought forward for council consideration. EXECUTIVE SUMMARY Staff have committed to review the rates and fees on an annual basis so the public is aware of all potential changes. It also makes sense to review the annual rates and fees to coincide with the annual budget process to ensure projected 2014 revenues are in line with the approved fees. The proposed changes to all fees or any additional fees have been highlighted in yellow in the attached rates and fees document. The Development and Communication Department is not proposing any increases to any rates and fees. There is an additional fee within this department for an Encroachment Permit Fee which was authorized by Council at the Council meeting of August 12, 2013. An additional fee has been added under Building fees. The fee is $40.00 per hour to review changes to existing permits, identified in the Towns Building By-Law 3198. The Finance Department has no proposed increase in their rates and fees. The Parks & Recreation Department provided a nominal increase of 2% across the board. Additional increases from 5% to 25% were added for Room Set Up and Decorating Fee of 5%; Ball Diamond Rental for Tournaments was increased 25%; and Keys for Ball Diamonds increased by 10%. The increases are in line with similar services in surrounding municipalities. An additional fee was added for Arena Floor rental when requesting the floor be chilled during the summer months. This fee is $2,000 with an additional $440 for chilling. A fee was created for setting up the Black curtains and hardware rental of $2.50 per foot and an administration fee of $10.00 was created for consolidated receipts required for the Child Tax Credit due to new legislation in the Income Tax Act. CAO C:\Users\adevlin\AppData\locai\Temp\notes6D837B\Rates & Fees 2014 21/07/2015 C:\Users\adevlin\AppData\Locai\Temp\notes6D837B\Rates & Fees 2014 21/07/2015 I I I i I \ I I -- I I I I ·-- -- I -~ C:\Users\adevlin\AppData\Locai\Temp\notes6D837B\Rates & Fees 2014 21/07/2015 Item 2013 Fee 2014 Fee Tax Notes Customer Service Bag Tags $1.50 $1.50 none County Charge Blue Box $6.00 $6.00 none Com poster $10.00 $10.00 none Photocopying/ Printing double sided $0.31 $0.31 HST Photocopying/ Printing single sided $0.27 $0.27 HST Rain barrels $45.00 $45.00 none Tax Department Tax certificate $40.00 $40.00 none Tax registration service costs $2,100.00 $2,100.00 none Tax Bill reprint $10.00 $10.00 none. Tax receipt $5.00 $5.00 none I C:\Users\adevlin\AppData\Local\ Temp\notes6D837B\Rates & Fees 2014 21/07/2015 Item 2013 Fee 2014 Fee %Change Tax Unit Occurrences Community Centre -Events ) Fun Run -10km -late registration $27.54 $28.09 2% HST per person 0 Fun Run 10km -pre registration $25.50 $26.01 2% HST per person 0 Fun Run 3km -late registration $22.44 $22.89 2% HST per person 0 Fun Run 3km -pre registration $20.40 $20.81 2% HST per person 0 I I Community Centre -Facility Rentals Arena -Early Bird (6am-4pm Mon-Fri) Jan -June (2013 rates) $85.00 $86.70 2% HST hour 120 Arena -Minor Jan -June (2013 rates) $111.74 $113.97 2% HST hour 2,818 Arena -Non prime time Jan -June (2013 rates) $111.74 $113.97 2% HST hour 255 Arena -Prime time Jan -June (2013 rates) $159.47 $162.66 2% HST hour 713 Arena -Ice Flat Rate $385.00 $385.00 2% HST Arena Floor -Commercial $2,072.14 $2,113.58 2% HST hour 0 Arena Floor -Full Use $1,53o.ool $1,560.60 2% HST 1 Arena Floor-Flat Fee (no set up) $500.001 $510.00 2% HSTI Arena Floor -Chilled $0.00 $2,000.00 HST Arena Floor -League Fee $63.00 $64.26 2% HST I Arena Storage Rooms $102.00 $104.04 2% HST per contract 21 Arena -Mini Pad w/ equipment $70.00 $71.40 2% HST hour 0 Arena -Mini Pad w/o equipment $41.00 $41.82 2% HST hour I 193 Auditorium -Commercial $1,574.67 $1,606.16 2% HST Auditorium -Friday or Saturday with kitchen $495.18 $505.08 2% HST per day 35 Auditorium -Sunday -Thurs after 4pm with kitchen $399.95 $407.95 2% HST1 per day 30 Auditorium -Sunday -Thurs before 4pm with kitchen $272.98 $278.44 2% HST per evening 20 Auditorium-Mon-Thurs Hourly $55.20 $56.30 2% HST Auditorium -Kitchen Only $80.91 $82.53 2% HST I I Room Set up & Decorating Fee (Day before) $100.00 $105.00 5% HST Ball Diamond -Occasional Use $71.77 $73.20 2% HST per day 2 Ball Diamond -Youth Team fee $70.00 $71.40 2% HST Ball Diamond -Team Practice Fee I $255.00 $260.10 2% HST! per team 0 Ball Diamond -Adult Team fee $423.30 $431.77 2% HST per team 43 ) ' Ball Diamond -Tournament $400.00 $500.00 25% HST days -Fri, Sat, i 8 Ball Diamond -Keys $10.00 $11.00 10% HST Coronation Park Pavilion $52.00 $53.04 2% HST per day 28 Damage Deposit $500.00 $500.00 0% None Den -Commercial $1,029.60 $1,050.19 2% HST per day 0 Den -Fri or Sat with kitchen $342.82 $349.68 2% HST per day 20 Den -Sun -Thurs after 4pm with kitchen $247.59 $252.55 2% HST per day 25 Den -Sun -Thurs before 4pm with kitchen $152.37 $155.41 2% HST per day 30 Den -Mon-Thurs Hourly $33.12 $33.78 2% HST Den -Kitchen Only $59.44 $60.63 2% HST Kinsmen Canteen (per day) $25.00 $25.50 2% HST Lobby Area $30.00 $30.60; 2% HST Table Rentals $5.00 $5.101 2% HST Chair Rentals $2.00 $2.04 2%, HST Delivery of Table & Chairs( per round trip) $25.00 $25.501 2%1 HST Black curtains/hardware rental per foot $0.00 $2.50 HST Marwood B or C I $63.48 $64.75 2% HST per day 15 Marwood BC $126.97 $129.51 2% HST per day 40 Marwood B or C -Mon-Thurs Hourly I $30.00 $30.60 2% HST Marwood BC -Mon-Thurs Hourly ! $45.00 $45.90 2% HST Memorial Pavilion (full) $84.00 $85.68 2% HST per day: 15 Memorial Pavilition (half) $52.00 $53.04 2% HST, per day! 11 Newman Park Gazebo i $51.00 $52.02 2% HSTi per day 2 Park Wedding : $51.00 $52.02 2% HST1 Rowing Club per month I $90.951 $92.77 2% HST School Lessons $3.501 $3.57 2% None per person 2,430 Swim to Survive Rentals $86.00 $87.72 2% None hour 15 SWA Office $25.00 $25.50 2% HST ' ' SWA Swim Team $40.52 $41.33 2% HST1 hour 462 SWA Swim Meet $289.41 $295.20 2% HST SWA Swim Meet Evening $144.70 $147.59· 2%' HST Storage Office A $25.00 $25.5oi 2% HST Storage Office B $15.00 $15.30 2% HST Storage Office C $5.00 $5.10 2% HST, Pool -0-50 swimmers I $84.00. $85.68 2% HST· hour 50 -- Pool -101+swimmers I $214.00! $218.28 2% HST hour 2 Pool -51-100 swimmers $114.00 $116.28 2% HST hour 1 Ticket Ice $6.75] $6.89 2% none each! 610 Audio/Visual -Cordless Microohones $20.00 $20.401 2% HST C:\Users\adevlin\AppData\Locai\Temp\notes6D837B\Rates & Fees 2014 21/07/2015 Item 2013 Fee 2014 Fee %Change Tax Unit Occurrences ) Membership -Parent Pass $33.29 $33.96 2% HST 6 weeks 10 Membership -Personal Training -10 $186.92 $190.65 2% HST 10 sessions 1 hr 4 Membership -Personal Training - 5 $104.04 $106.12 2% HST 5 sessions 1 hr 4 Membership -Pool -12 month $183.60 $187.27 2% HST each 60 Membership -Pool - 6 month $128.52 $131.09 2% HST each 35 Membership -Pool 20 Punch Card Pass $61.20 $62.42 2% HST each 100 Membership -Weight Training $52.53 $53.58 2% HST up to 6 hours 20 Membership -HC Adult-1 month $67.83 $69.19 2% HST 1 month 125 Membership-HC Adult-12 month $399.84 $407.84 2% HST 12 month 165 Membership-HC Adult-3 month $178.50 $182.Q7 2% HST 3 month 116 Membership-HC Adult-6 month $260.10 $265.30 2% HST 6 month 116 Membership-HC Adult-20 Punch Card Pass $158.10 $161.26 2% HST 20 Visits 19 Membership-HC Family - 1 month $153.00 $156.06 2% HST 1 month 2 Membership-HC Family -12 month $800.70 $816.71 2% HST 12 month 14 Membership-HC Family - 3 month $382.501 $390.15 2% HST 3 month 3 Membership-HC Family - 6 month $571.20 $582.62 2% HST 6 month 12 Membership-HC Student-1 month $54.85 $55.94 2% HST 1 month 48 Membership-HC Student-12 month $294.82 $300.72 2% HSTI 12 month 16 Membership-HC Student-3 month $150.84 $153.85 2% HST' 3 month 15 Membership-HC Student-6 month $186.50 $190.23 2% HST 6 month 17 Membership-Student-20 Passes $75.00 $75.00 HST Membership-HC Glendale Student $90.27 $92.08 2% HST 5 Month 38 Membership-Replacement Card $5.00 $5.00 HST Membership-Squash Adult-1 month $65.82 $67.14 2% HST 1 month Membership-Squash Adult-3 month $172.78 $176.23 2% HST, 1 month Membership-Squash Adult-6 month $253.68 $258.76 2% HSTi 1 month' Membership -Squash Adult -20 punch card pass $81.60 $83.23 2% HST 1 month Membership-Squash Family - 1 month $148.09 $151.06 2% HST 1 month Membership -Squash Family - 3 month $370.24 $377.64 2% HST 1 month Membership -Squash Family - 6 month $556.74 $567.87 2% HST 1 month ) Membership -Squash Student - 1 month $54.851 $55.94 2% HST 1 month Membership -Squash Student - 3 month $150.841 $153.85 2% HST 1 month, Membership -Squash Student - 6 month $186.50 $190.23 2% HSTI 1 month' Volleyball Individual $55.00 $56.10 2% HST each 10 Volleyball Team $355.00 $362.10 2% HST per team 32 Community Centre-Pay as you ao/ Admission Aquatfit/Aerobics Class $7.25 $7.40 2% HST each 331 Board of Education Pay As You Go I $0.00 $0.00 2% Health Club Adult $10.25 $10.46 2% HST each 185 Health Club Child ! $4.50 $4.59 2% none! each 1,083 Squash $10.52 $10.73 2% HST! per court (1 hr) 703 Swim/Skate Child $2.00 $2.04 2% none each 2,841 Swim/Skate Family $8.411 $8.58 2% HST each 932 Swim/Skate Adult $3.98, $4.06 2% HST each. 2,565 Wallyball $11.28; $11.51 2% HST per court (1 hr) 12 Waterpark 2-5 yrs $2.501 $2.55 2% none each 2,266 Waterpark 55+ years $3.98 $4.06 2% HSTt each 790 Waterpark 6-14 yrs $3.75 $3.83 2% none each 6,378 Waterpark Additional Family Member $1.77 $1.81 2% HST ' 794 Waterpark Adult $5.97 $6.09 2% HST each 4,464 Waterpark Family $24.00 $24.48 2% none per family of 5: 1,077 Waterpark Pass-10 -Child 2 -5 $20.00 $20.401 2% none Waterpark Pass-10 -Child 6 -14 $28.00 $28.56 2% none Waterpark Pass -10 -55 & over $40.68 $41.49 2% HST[ Waterpark Pass -10 -Adult $60.75 $61.97 2% HST] Waterpark Pass -10 -Family i $209.05 $213.23 2% HST Waterpark Pass-20 -Child 2 -5 $37.50' $38.25 2% ' none Waterpark Pass-20 -Child 6 -14 $52.50 $53.55 2% none Waterpark Pass-20 -55 & over $81.36 $82.99 2% Hst Waterpark Pass-20 -Adult $128.50 $131.07' 2% HST: Waterpark Pooch Plunge $5.30 $5.41 2% HSTi 30 Waterpark Seasons pass adult $138.31 $141.08 2% HST each' 10 Waterpark Seasons pass child $76.50 $78.03 2% none each 30 Community Centre -Other fees I i Admin -NSF Cheque Charge $35.oo1 $35.00 0% I each, 0 none: Admin -Refund Admin Fee I ot15.oo' ot15.00 0% none' each' 0 C:\Users\adevlin\AppData\Local\ Temp\notes6D837B\Rates & Fees 2014 21/07/2015 ~ ~, , ~ '" Item 2013 Fee 2014 Fee % Change Tax Unit Occurrene,es )~----------------------------------------r-----------~-----------r------~--------+------------T--------~ i C:\Users\adevlin\AppData\Locai\Temp\notes6D837B\Rates & Fees 2014 21/07/2015 Vari(lnce Revenue Revenue Impact Notes $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 10,200 $10,404 $204 314,883 $321,181 $6,298 28,494 $29,064 $570 113,702 $115,976 $2,274 $0 $0 2,142 $2,185 $43 $0 $0 7,913 $8,071 $158 17,331 $17,678 $347 11,999 $12,239 $240 5,460 $5,569 $109 144 $146 $3 $0 $0 18,202 $18,566 $364 ) 3,200 $4,000 $800 I 1,456 $1,485 $29 $0 $0 6,856 $6,994 $137 6,190 $6,314 $124 4,571 $4,662 $91 I ! 9521 $971 $19 5,079 $5,180 $102 1,260 $1,285 $25 572 $583 $11 102 $104 $2 8,505 $8,675 $170 1,290 $1,316 $26 18,720 $19,095 $374 4,200 $4,284 $84 428 $437 $9 114 $116 $2 4,118 $4,200 $82 C:\Users\adevlin\AppData\Locai\Temp\notes6D837B\Rates & Fees 2014 21/07/2015 -\(<!fJ<!n~e Rev~nue Reven e Impact Notes ' 3331 J~-------+------~7~4~8~--------~~----------~~----------------------~----~------~----1 $340 $7 $763 $15 416 $424 $8 11,016 $11,236 $220 4,498 $4,588 $90 6,120 $6,242 $122 1,051 $1,072 $21 8,479 $8,648 $170 65,974 $67,293 $1,319 20,706 $21,120 $414 30,172 $30,775 $603 3,004 $3,064 $60 306 $312 $6 11,210 $11,434 $224 1,148 $1,170 $23 6,854 $6,991 $137 2,633 $2,685 $53 4,717 $4,811 $94 2,263 $2,308 $45 3,170 $3,234 $63 3,430 $3,499 $69 ) 550 $561 $11 11,360 $11,587 $227 2,400 $2,448 $48 $0 1,896 $1,934 $38 4,8741 $4,971 $97 7,3961 $7,543 $148 5,682' $5,796 $114 7,838 $7,995 $157 10,209 $10,413 $204 135 $138 $3 5,665 $5,778 $113 3,144 $3,207 $63, 23,918 $24,396 $478 1,405 $1,433 $28 26,650 $27,183 $533 25,848 $26,365 $517 159 $162 $3 1,383 $1,411 $281 2,295 $2,341 $46i $0: $0' $0 $0 0 0 C:\Users\adevlin\AppData\Locai\Temp\notes6D837B\Rates & Fees 2014 21/07/2015 Vanance Revenue Revenue Impact Nptes )~----~--------+----------+----------+-----------------+-----r---~----~ \~------~-------+-----------+----------~-------------------+-----+-----4----~ J 2 665 194.08 C:\Users\adevlin\AppData\Local\ Temp\notes6D837B\Rates & Fees 2014 21/07/2015 on 50.00 100.00 150.00 150.00 Fee to issue 100.00 C:\Users\adevlin\AppData\Local\ Temp\notes6D837B\Rates & Fees 2014 21/07/2015 HST HST, if not 50.00 returned 100.00 HST 150.00 HST 150.00 HST HST 30.00 HST to increase by $100 each year through 1,200.00,---_ ____cHccS-'-Tt------------to_2_0_1--t5 200.oo1 HST ~ 4013 Fee 2014 Fee "'[a?C . Notes Utility NSF Cheque Fee $20.00 $20.00 plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Account Set Up Fee $30.00 $30.00 plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-After Hour Reconnect $185.00 $185.00 plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-During Hours Reconnect $65.00 $65.00 plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Generator (100 W) 122/208 $300.00 $300.00 plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Generator (125 W) 347/600 $400.00 $400.00 plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Interval Meter $1,100.00 $1,100.00 plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Labour $43.10 $43.10 plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Miscellaneous Materials Mark Up $0.25 $0.25 plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Pole Rental -30ft $1.50 $1.50 plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Pole Rental -35 ft $2.25 $2.25 plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Sentinal Light Rental-150 W $3.75 $3.75 plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Sentinal Light Rental-175 W $3.75 $3.75 plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Sentinal Light Rental-250 W $4.00 $4.00 plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Sentinal Light Rental-400 W $4.00 $4.00 plus HST Changes to rates must be approved by the THI Board of Directors or OEB Utility-Sentinal Light Rental-70 W $3.50 $3.50 plus HST Changes to rates must be approved by the THI Board of Directors or OEB ~ ~ Item 2013 Fee 2014 Fee Tax Notes Lunch & Learn-Pass 70.00 70.00 included Lunch & Learn-Single Pass 20.00 20.00 included Tea 15.00 15.00 included Fundraising Dinner 55.00 55.00 included Workshops 35.00 35.00 included Workshops 55.00 55.00 included Workshops 75.00 75.00 included Workshops 100.00 100.00 included Wingfield Tickets 45.00 45.00 included --/ 2bi3 zoi4 _ .. ·.. . • ..•. .. . • . Pe{petual . •· •••· .. · .... ··••·• .· .••. ···••··.. Perpetual Buriai.F;ee. Care Fee. 2013Fee Care Fee 2014Fee Tax Notes <: ... ,,,, ·. _,_._-~ ... :.c-... : .. ,, ·:, -.... _ ...• -· ' ... < ..... ·, _.:.:-.. :·:· ... .::~ .... : ..... , .. '. ··_;., .. ---<~·>:·.-; ' J·-. , ... __ .• ' .,· ,-,:;·.-: •.. ',.· ....... ,.:-··:.:·.·-,. ·-:, ::•· ··. ... ' • Late Interment Surcharge -hourly after 32.45 32.45 3pm Mon-Fri or after 12pm Sat/Stat holiday -Cremains Interment HST Disinterment/Exhumation-Relocation 2,015.71 --2,056.02 in Same Cemetery-Casket HST Disinterment/Exhumation-Relocation 1,750.00 --1,785.00 in Same Cemetery-Casket in Vault HST Disinterment/Exhumation-Relocation 1,803.53 --1,839.60 in Another Cemetery-Casket HST Disinterment/Exhumation-Relocation 1,539.85 --1,570.65 in Another Cemetery-Casket in Vault HST Transfer Fee/Replacement -Interment 36.05 --36.77 Rights Certificate HST Flower Campaign w/ hanging basket 100.00 --102.00 HST Flower Campaign w/out hanging basket 90.00 --91.80 HST Cemeteries Regulation Unit -burial and 11.00 - -11.00 cremation fee HST Care & Maintenance of Flat Markers 50.00 50.00 51.00 -51.00 HST Full Depth Concrete Foundation Up to 100.00 100.00 102.00 -102.00 48" HST Full Depth Concrete Foundation Over 200.00 200.00 204.00 -204.00 48" HST SERVICE AGREEMENT BETWEEN The Corporation of the Town of Tillsonburg (hereinafter referred to as the "Town) -and- Tillsonburg District Craft Guild (aka: Station Arts Centre) (hereinafter referred to as the 'TDCG") Dated November 14, 2013 WHEREAS the TDCG and the Town wish to enter into this service agreement to have the TDCG perform the tourism services described herein accordance with the terms of this Agreement. Now therefore in consideration of the mutual covenants of the parties set forth in this Agreement and other good and valuable consideration, the TDCG and the Town agree as follows: 1. PURPOSE The purpose of this Agreement is to continue and expand a framework of cooperation between the Town and the TDCG for the provision of tourism services in the Town of Tillson burg to the benefit of both its residents and visitors. 2. STATEMENT OF BENEFITS The benefits to the Town include: 1. The provision of an additional tourism information centre that offers a higher profile location adjacent to Broadway and within the Downtown core; 2. The provision of tourism information and amenities to the general public and visitors to the Town through a tourism reception person that provides information and assistance; 3. The provision of a tourism coordinator function to ensure effective liaison between local tourism initiatives/events and Tourism Oxford as well as other regional marketing initiatives; and 4. The maintenance of an existing heritage building; 5. Continued support from TDCG representatives to facilitate and coordinate the community wide portion of the Christmas Festival as support of the community wide committee. The benefits to TDCG includes: 1. Financial support to provide the tourism information and services; and 2. Continued support from Town representative to facilitate and coordinate the community To facilitate the provision of tourism services for the Town, programming must be kept current. As such the Guild shall assist with new events or expand current events, namely: 1. Turtlefest 2. Christmas Festival 3. Creative Imaginations Festival 4. Other initiatives as proposed and considered by the TDCG board and community partners 5. Liaise with Tourism Oxford and other tourism and community groups to develop new initiatives and approaches, i.e. cooperative marketing opportunities, etc. 5. AMENDMENT Amendments within the scope of the instrument shall be made by the issuance of a written modification, signed and dated by all parties, prior to any changes being performed and by mutual consent of the parties. Returned email confirmation by the signing parties is also an acceptable form of amendment should the matter be time sensitive in nature. 6. PARTICIPATION IN SIMILAR ACTIVITIES This instrument in no way restricts the TOWN from participating in similar activities with other public or private agencies, organizations, and individuals. 7. EFFECTIVE DATE This Service Agreement is effective upon signature of the parties and will remain in effect until December 31, 2017 or until terminated as provided for under Section 8. 8. TERMINATION This Service Agreement may be terminated by either party at any time by 60 days notice, delivered in writing to the addresses provided in Section 9 below. 9. NOTICES All notices, requests, directions or other communications ("Notices") required or permitted herein will be in writing and will be delivered to the parties hereto respectively as follows: If to the Town of Tillsonburg: Cephas Panschow, Development Commissioner The Corporation of the Town of Tillson burg Report Title: Report No.: Author: Meeting Type: Council Date: Attachments: RECOMMENDATION: STAFF REPORT DEPARTMENT OPP Contract -Mandatory versus Discretionary Costs CAO-13-17 David Calder, CAO COUNCIL MEETING NOVEMBER 20, 2013 OPP Contract and Budget and Ontario Regulation 3/99 That Report CAO 13 -17 regarding Mandatory versus Discretionary Police Service levels be received for information. EXECUTIVE SUMMARY At Council's budget meeting of November 6, 2013, Council raised a question regarding the OPP operating budget and the associated costs related to mandatory versus Discretionary Service Levels. Please find attached a copy of the OPP Contract and the 2013 operating budget that the contract is based on. BACKGROUND As Council knows, Police Services provided to the Town of Tillson burg are through a contract with the Minister of Community Safety and Correctional Services and policing services are provided in accordance with policing responsibilities under section 5 of the Police Services Act. In addition to this, the level of police services to the municipality is set out in the "Municipal Policing Renewal Proposal" dated September 2012 which forms part of the contract the Town has with the Ministry. Section 5 of the Police Services Act states: 5. The council may enter into an agreement under section 10, alone or jointly with one or more other councils, to have police services provided by the Ontario Provincial Police. there would be increased costs to the town through the contract since the officer is part of the complement as a minimum service level. In conclusion, the contract the Town has with the OPP is based on minimum service levels and as such does not contain any costing that could be considered discretionary. As a result, the Town costs for police services are based on a minimum service level and there is currently no mechanism for the Town to adjust these fees under the current contract. Ontario Regulation 3/99 titled "Adequacy and Effectiveness of Police Services further defines the services and programs provided by a police force. Attached is a copy of the regulation for Council's information. FINANCIAL IMPACT /FUNDING SOURCE Estimated OPP costing at an increase of 8.55% is provided in the 2014 budget. APPROVALS Author Name/Signature Director Name/Signature Finance Name/Signature David Calder Darrell Eddington Page 3 I 3 Date: Nov 14, 2013 Date: Date: Nov 14, 2013 CAO The term of this Agreement, made in 4 originally executed copies, is from the 1st day of January 2013, to the 31st day ofDcx:ember, 2017. AGREEMENT FOR THE PROVISION OF POUCE SERVICES UNDER SECTION 10 OF THE fOLICE SUVICES ACT, R.S.O. 1990, e. P.tS, as am. BETWEEN: . HER ~ESTY THE QUEEN IN RIGHT OF ONTARIO as represented by THE MINISTER OF COMMUNITY SAFETY AND CORRECTIONAL SERVICES C'Ontario") OF THE FIRST PART AND: THE CORPORATION OF THE TOWN OF TILLSONBURG (the "Municipality") OF THE SECOND PART RECITALS: (a) Under s. 4(1) of the Police Services Act, R.S.O. 1990, c. P.IS, as am., the Municipality is required to provide adequate and effective police services in accordance with its needs; (b) Under s. S of the Police Services Act, the Municipality's responsibility for providing police services may be discharged by entering into an Agreement with the Solicitor General wtder s. 10 of the Act; (e) Pursuant to Order-in-Council 497/2004, the powers assigned to the Solicitor General in law, including those set out in the Police Services Act, have been transferred to the Minister of Community Safety and Correctional Services; therefore. all references to the Minister of Community Safety and Correctional Services shall be deemed to include the powers previously exercised by the Solicitor General; (d) The Municipality has expressed its intent to provide police services, in pursuance of its responsibilities under s. S of the Police Services Act, by means ofthis Agreement, as evidenced by byMlaw number ~G e I • dated~ 10 I It. (a copy of which is attached as Schedule "A"); (e) This Agreement reflects the intent of the parties to provide a level of pollee services for the. Municipality as set out in the "Municipal Policin& Renewal Proposal," dated September, 2012 (attached as Schedule "B11); I i I : I I t. I Page 3 4. The Commissioner shall ensure that the Detachment Commander responds appropriately to the Board's objectives and priorities for police services, developed after consultation with the Detachment Commander. pursuant to s. 1 0(9)(b) of the Poll" Services Act. S. The Commissioner shall cause the Detachment Commander or his or her designate to report to the Board at mutually agreed upon intervals in accordance with the Police Services Act regarding the provision of police services in and for the Mtmicipality. The Board, in consultation with the Detachment Commander, and in accordance with the Police Services Act, will determine the information to be contained in the reports and the format in which they will be provided. 6. (a) For the purposes of s. 10(6) of 1he Police Services Act, the O.P.P. shall provide police services to the Municipality, including the enforcement of mutually agreed upon by-laws. The parties shall annually review this part of the Agn:ement with a view to revising or updating the list ofby~Jaws requiring O.P.P. enforcement. (b) Municipal Building Code violations overseen by the Municipality's Building Code inspector and those by~laws related to animal control will not fo11ll part of this Agreement. Serviee Levels 7. (a) Ontario shall cause the Commissioner to assign police officers and other persons to duties relating to the police services in and for the Municipality so as to meet the minimum service level requirements set out in Schedule "C" attached to and fonning part of this Agreement. The parties shall review the service levels as are found in Schedule "C" annually and shall make the appropriate adjustments to the Annual Budget. No adjusbnent to the ~vice levels as set out in Schedule "C'" shall be made without the consent of the Municipality. (b) In the event that the Municipality requests an increase in excess of the minimum service level requirement as set out in Schedule "C .. , it sbaU be responsible for all costs associated with such increase. In the event that the Municipality decides to revert to the minimum service level, it shall be responsible for all costs associated with such reduction. (c) In the event that the Municipality decides to reduce the number of employees employed by the Municipality in connection with this agreement, the Municipality shall bear all costs and expenses incurred as a result of any such reduction. UabUity of Ontario 8. The O.P.P. shall be liable for any damages that may arise as a result of any negligent acts or omissions of its members in the performance of this Agreement. Page 5 Cost of Pollee Servieg 17. (a) On or before December l in each year, Ontario shall prepare and deliver to the Board for review and to the Municipality for review and approval, the Annual Budget for the following year (Schedule "D"), together with sufficient documentation and information reasonably necessary to explain and support the service levels, the adequacy of equipment and facilities, the costing formula applied to Annual Budget, any revisions to that costing formula from the previous budget and all other matters affecting the Annual Budget. Until the Annual Budget for any year is approved by the Municipality, the Annual Budget for that year shall be deemed to be the Annual Budget for the previous year, subject to increases attributed to those items listed in paragraph 23. (b) The Municipality shall use its best efforts to approve the Annual Budget within 90 days of its receipt. The parties to this agreement shall negotiate in good faith to resolve any differences that may prevent the approval of the Annual Budget by the Mwrlcipality. 18. The Municipality shall make monthly installment payments to Ontario on the last day of each month in each year, each one being one twelfth of the Annual Budget for that year subject to adjustment in accordance with the Annual Financial Statement as set out below. If any installment is made in respect of a calendar year before the approval of the Annual Budget for that year, an adjustment shan be made at the time of the payment of the installment next following approval of the Annual Budget for that year so as to bring all installments in conformity with the Annual Budget. 19. On or before March 31 in each year following a year to which this Agreement applies, Ontario shall deliver to the Municipality for its approval an Annual Financial Statement for the preceding calendar year, and which Annual Financial Statement shall include a reconciliation of actual costs to billed costs for the immediately preceding year. Ontario shall keep all records, statements of account, invoices and any other such documents neeessary to support the Annual Financial Statement, and all such records shall be kept for a period of six years. Ontario shall pennit the Municipality, upon notice to Ontario, to examine all such records and books of account and conduct a review of the Annual Financial Statement. 10. (a) The Municipality shall review the Annual Financial Statement upon receipt and, within 90 days of such receipt, shall approve the Annual Financial Statement, or deliver to Ontario a request to review the Annual Financial Statement. (b) In the event that the Municipality fails to approve or request a review of the Annual Financial Statement within 90 days of receipt, the Municipality shall be deemed to have approved the Annual Financial Statement. (c) In the event that the Municipality requests a review of the Annual Financial Statement as provided in this paragraph, the Annual Financial Statement shan be approved or amended and approved in accordance with paragraph 21 below. Page7 Dimute Resolution Mecllpllms 25. (a) The provisions of this paragraph apply in the event of a dispute between the Municipality and Ontario concerning financial and related issues arising out of the interpretation, application, administration, or alleged violation of this Agreement ("Financial Disputes") or between the Board and the O.P .P. concerning policing issues arising out of the interpretation, application, administration, or alleged violation of this Agreement ("Policing Disputes"). (b) In the event that a dispute arises, the Detachment Commander, or representative, and the Municipality or the Board, as the case may be, or their representative, shall meet within 30 days of such dispute arising and use all best good faith efforts to resolve the dispute. (e) If the dispute remains unresolved, the Regional Commander, or representative, and the Municipality or the Board, as the case may be, or representative, shall meet and use all best good faith efforts to resolve the dispute. (d) If the dispute remains unresolved, the Commissioner, or Deputy Commissioner, and the Municipality or the Board, as the case may be, or representative, shall meet and use all best good faith efforts to resolve the dispute. (e) If the dispute remains unresolved, the issue may be referred to mediation by either party, and each party shall use all good faith efforts to resolve the dispute. 26. (a) Financial Disputes that cannot be resolved through any of the methods described within paragraph 25, may be referred to and settled by binding arbitration. The provisions of the Arbitration Act, 1991 shall apply to any such arbitration, unless otherwise indicated below: i) The language of the arbitration shall be lltlglish. ii) The place of the arbitration shall be the Town ofTillsonburg. iii) Each party agrees that the arbitration shall be conducted in a summary manner to ensure a full hearing in a cost effective and efficient manner. iv) Each party shall make prompt full disclosure to the other and, subject to the availability of an arbitrator, the arbitration shall be commenced within 30 days of the conclusion of the meeting with the Commissioner, or the mediator, if applicable. v) Each party shall be responsible for its own legal expenses and for an equal share ofthe fees and expenses ofthe arbitration and any other related expenses. Section 54 of the Arbitration Act shall not apply; the arbitrator shall have no right to make an award relating to costs. vi) The parties sball have no right of appeal to a final decision of an arbitrator. (b) Policing Disputes shall not be subject to arbitration. Page 9 ii) to the Commissioner addressed to: The Commissioner, Ontario Provincial Police, 777 Memorial Avenue, Orillia, Ontario, L3V 7V3, to the attention of the Bureau Commander, Municipal Policing Bwoeau, FAX number (705) 330-4191.: iii) to the Municipality addressed to: The Mayor, Town ofTillsonburg, 200 Broadway, 1'd floor, Tillsonburg. Ontario, N4G 5A7, FAX number (519) 842-9431. I iv) to the Board addressed to: The Chair, Tillsonburg Police Services Board, Ontario, 200 Broadway, 'J!'d floor, Tillsonburg. Ontario, N40 5A7, FAX number (519) 688-6540. Co!!P!mmnent and TermNtion of A&rgment ~9. Notwithstanding the date upon which this Agreement is signed, the term of this Agreement \\ shall commence on the 151 day of January, 2013 and shall conclude on the 31a day of ~ber.2017. 30. Either party to this Agreement may temrlnate this Agreement upon one year written notice of termination to the other party, in which case this Agreement shall tenninate one year following the delivery of such notice. Should a notice to terminate be given, the Municipality shall continue to be obligated to pay for the cost of providing police services under this contract to and including the da1e of such tennination and Ontario shall continue to be responsible to provide the services outlined in this Agreement. 31. Should the Municipality's designated responsibility to provide policing under the Police I Services Act be changedt either by statute or government interpretation, the Municipality maintains its right upon being so informed to give written notice of its intention to terminate I this Agreement forthwith. Entire Amement 32. This Agreement and the schedules attached constitute the entire Agreement between the parties, and there are no representations. warranties. collateral agreements or conditions affecting this Agreement or the relationship of the parties or supported hereby other than as expressed herein in writing. Any amendment to this Agreement must be in writing, duly executed by the parties. SCHEDULE "A" BY -LAW OF THE MUNICIPAL COUNCIL SCHEDULE "B" PROPOSAL FOR POLICE SERVICES Table of Contents ---··--- Executive Summary ........ -... -............................................................ 3 Lever of Service ................. -.............. -................. -......................... _6 OPP Cost Schedule for 2013 ........................................................ _ 7 Costing Summary ..................... .__ .. -................. -......... -.... -......... 8 OPP Contacts .. -................................... __ , .. , ......... -.... ·-·-·-..... 9 2 In consultation with the Pollee Servk:es Board It Ia the Intent that all existing community service programs and community policing commHtees be maintained. Any new community service program considered may be implemented after consultation with the Town of Tlllsonburg Pollee Services Board and the Oxford OPP Detachme~ Commander. When a Town receives OPP policing under contract the OPP will ensure that the required resource levels are met. The shared Infrastructure of the OPP broadens local access to resources, expertise, solutions, training and management without duplicating lervices. The Town of Tillsonburg will continue to benefit as additional staff are readHy available from within the Oxford OPP Detachment as wall as neighbouring detachments and regions, should the need arise. This proposal includes enforcement of bylaws as agreed upon by the Police Services Board and the OPP i at no additional cost. However, it is not the intention of the OPP to become the lead agency In relation to bylaw enforcement, but rather to supplement existing or future bylaw officer's enfon;ement activities. The enforcement of municipal bylaws Is restriQtecl to pollee related bylaws. The Town of Tlllsonburg will be required to maintain their Pollee Services Board, as mandated by Section 1 0 of the Police Services Act. The Pollee Services Board will have control over the priorities and objectives of the policing service within the community after consultation with the Detachment Commander. The Commlaloner Ia committed to ensuring that detachment commantlets tupond appropriately to the Boatd'a advice and ptlotltla in a manner consistent with the Board'aldentifled concerns, expectations and needs. It Is long-standing OPP policy and practice to be accountable to the communities we serve. The Detachment Commander of the Oxford OPP Datad1ment, Ql' designee, wiU report to the Police Services Board on a regular basis, as per the direction of the Board. With over 118 contracts currently in place and future contracts pending, there is great emphasis placed on OPP responsibility to Pollee Services Boards. · Future growth and/or Increased workload In the Town of Tillsonburg may necessitate an increase to the proposed complement during the five-year term of the contract. Any such Increase would be negotiated between the Town and the OPP prior to any changes to the contract. · Adtllntages to the Town of 11/laonbulfl: • Assurance of adequacy and effectiveness of pollee services; • Dedication to resolving community Issues through local Involvement and community policing committees; • Availability of additional staffing support from neighbouring detachments, regional headquarters and general headquarters; • Seamless access to a comprehensive Infrastructure and specialized services (refer to Municipal Policing Framework for description of support and services available); and • Generally determine the policing priorities and objectives through the Town of Tillsonburg Pollee Services Board. The OPP is required to provide provincial level responee that can be mobilized in times of emergency, disaster or a specialized investigative need. The OPP meets such emergent needs, on an on-call and as-needed basis. These requirements are met by deploying small numbers of officers from multiple locations and asslgnmente. In doing so, the OPP ensures that appropriate levels of service remain in place. Municipalities are compensated for contract resources mobilized In those cases where there is a provincial obligation to respond. 4 RENEWAL PROPOSAL LEVEL OF SERVICE This renewal proposal was completed after consultation with the Oxford Detachment Commander and the Town of Tillson burg Police Services Board and Includes one dedicated Court Officer. •,, .. •" • Note • "Full-Time (FfE) means a UDit of at least 1467 services per annwn to be delivered to the municipality by officers assigned to the detachment. and does not refer to lilt officer exclusively dedicated to this Agreement The estimated policing cost for 2013 associated to this proposal based on the Uniform and Civilian 2013 sa .. ry schedules IsS 3.32&.144~ Salary, overtime and contractual payouts are reconciled at year-end to reflect the actual cost. A breakdown of the costs has been Included, ae well as the salary and cost schedule for the year 2013. 6 O.P.P. COSnNGSUMMARY Eltfmnd Policing Colt1torthe period January 01, 2013 to DICimbll' 31, 2013 SalarJee and Benefits Town ot Tllllonbura Unlforr1 Member. Poelllon1 ' lnapector . . . . . . . . . . . . . . . . . . . . . • . . . . . . • . . . . . . . . . 0.21 staff Sergeant-Oetachment commander ........•.... 35,026 staff Sergeant ......•. , .......................•. Sergeant .........•. ' ...................•...... Conllables . . . . • . • . . ................ , , .. , ..... . 0.27 29,868 1.85 181,472 19.32 1.885,477 T olal Uniform salaries INOC.11 Ov8rtlme (Provincial Average) ..............••................•...•...... COntracUII Payout (Vacation & Statutcxy Holidays) ............•• , . . . ......•. Slift Premium ..... , ......••.... , .•................... , . , . . . . ..••. Beneftts (24.9% of Salarlee; 2% of Overtine) ............................. .. TotaiUnlbm salaries & Benems Clvlllln Mlmbllr1 Pollllone CourtOflcer ......... ,, .................... ,,. , 1.00 Detachment Administrative Clerk. . . . . . . . . . . • • . . . . . . 1.51 CommllllcaUon Operai!Ora .............•.................... Prisona' Guards ........••...............•......•......... . OfflceAutomallon SUpport Salaries & Benefits ......•........... Telephone Support Salaries & 8eneflll ....................... . Operational SUpport Salaries & Benelts. ...................... . Total Civilian Salaries (NOCII1) $ 57,255 83,713 113,326 29,982 7,685 2,805 &4,821 Benetts(26.3% Of Salaries) ...............................•..•.......... Total Clvlttan Salsfila & Bends 1,931,841 138.571 73.410 14,353 483,780 379,387 35.665 OSS Pay and Beneflt Ctuuge , .......... , .......................... , , , ......... . Tot.l Salaries & BaiHlflte other Direct Operating Expen•• COmml.lllealion Centre .......................•......................... Operational Support .••...........•.........•.....•.•.. , • • • • • , • , •.•.•.. RHQ Municipal Support , . . . . . . . . . . . . . . . . . . . . . . . . . . • . . . . . . . . . . . . . . . .... . Vehicle U1age . . . . • . . . . . . . . . . . . . . . . . . . . . . • . . . . . . . . . . . • . . . . . . . .. . . .... . Telephone . . • . • . . . . . . . . . . . ..........................•................ Oliat Supplle. & Equipment .......................................... .. Accommodation.... . . . . . . . . . . . . . . . . . . . (Na112) Uniform & Equipment .......................•...................•...... Uniform & ~lpmant -Court Officer .. . .. . .. .. .. .. .. .. . .. .. ............. .. Cleaning Contract.. .. .. . .. .. .. .. . .. .. . . {Naill) Moble Radio Equpment Mailtenance .................................... . Mobfte Radlo Equpment Mailtenance -Court Officer .........••...•...••..... Office Automation -Uniform .. . .. . . . .. .. .. CNall 11 Office Automation -CMian . • . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . ..... Total Other Direct Opel&lng Expen888 OSS Financial S8rvlc8B Fee 6,801 18,171 42,443 179,281 26,680 9,726 25,336 956 17,064 786 30,335 4136 2,639,935 415,052 3,014.987 360,496 2013 Total Estinaled GI'OIIa Polclng Cost..................... . .. . . . .. . .. .. . .. . . .. .. 3,415,483 Provincial Ser't'lces Usage . . . . . . . . . • . • . (Noll4) (9(),340) TOTAL ESTIMATED PQUCING COST. $ 3,321,144 8 SCHEDULE "C" PROPOSED LEVEL OF SERVICE O.P.P. COSTING SUMMARY-Town of THiaonburg Eethnated PoHclng COlla for the period Janu1ry 01, 2013 to December 31,2013 1) The estimated policing cost for 2013 aaaociated to thla propoaaJ, baled on the Uniform and CMIIan 2013 Salary schedules, Ia $3.321.144, 2) Accommodation and Cleaning are provided by the municipality. 3) Office Automation -Civilian is calculated at $1,848 per cMJian member plus the annual lease of a standard desktop computer In the amount of $1,765. 4) A Provincial Services Usage (PSU) reduction of the estimated 2013 policing coet Is given to the municipality. It Is baaed on a calculation of 50% of the municipality's 3 Year average (2009, 2010, 2011) of actual PSU experience to a maximum of 5%. The three ye• average used for thll coating Ia 2.65%. Police Services Act-0. Reg. 3/99 Page 2 of12 4. (1) Police forces shall, using their own police officers, and not pursuant to an agreement made under section 7 of the Act, respond to emergency calls for service 24 hours a day. 0. Reg. 3/99, s. 4 (1 ). · (2) Police forces shall, using their own police officers, and not pursuant to an agreement made under section 7 of the Act, provide community patrol consisting of, (a) general patrol; and (b) directed patrol in the areas and at the times where it is considered necessary or appropriate. 0. Reg. 3/99, s. 4 (2). (3) Every chief of police shall establish procedures and processes on community patrol which address when and where directed patrol is considered necessary or appropriate, based on such factors as crime, call and public disorder analysis, criminal intelligence and road safety. 0. Reg. 3/99, s. 4 (3) ( 4) A police force may, in extraordinary circumstances, obtain the assistance of another police force to enhance its capacity to respond to emergency calls for service or to provide community patrol. 0. Reg. 3/99, s. 4 (4). 5. (1) Police forces shall have, (a) a communications centre; (b) a criminal intelligence capacity; (c) a crime analysis, call analysis and public disorder analysis capacity; and (d) investigative supports, including supports in the areas of scenes of crime analysis, forensic identification, canine tracking, technical collision investigation and reconstruction, breath analysis, physical surveillance, electronic interception, video and photographic surveillance, polygraph and behavioral science. 0. Reg. 3/99, s. 5 (1). (2) Subject to subsections (3), (4) and (5), the services listed in clauses (1) (a), (b), (c) and (d) shall be provided by using the police force's members. 0. Reg. 3/99, s. 5 (2). (3) Despite clause (1) (a), instead of a police force having its own communications centre, a board may enter into an agreement under section 7 of the Act or with another municipal emergency service to use a regional or other co-operatively-operated communications centre, or a communications centre operated by another police force or municipal emergency service. 0. Reg. 3/99, s. 5 (3). ( 4) Despite clauses ( 1) (b) and (c), instead of a police force having its own criminal intelligence capacity and crime analysis, call analysis and public disorder analysis capacity, a board may enter into an agreement under section 7 of the Act to provide those services through another police force or on a combined or regional or co-operative basis. 0. Reg. 3/99, s. 5 (4). ( 5) Despite clause ( 1) (d), instead of a police force having its own investigative supports, a board may, (a) enter into an agreement under section 7 of the Act to provide those investigative supports through another police force or on a combined or regional or co-operative basis; or http:/ !www.e·laws.gov.on.calhtml/regs/english/elaws _regs_ 990003 _ e.htm 08/1112013 Police Services Act -0. Reg. 3/99 Page4 of12 Ministry or has equivalent qualifications and skills as approved by the Ministry. 0. Reg. 3/99, s. 9 (4). 10. Every chief of police shall, (a) ensure that there is supervision available to members of the police force 24 hours a day; (b) establish procedures and processes on supervision, including setting out circumstances where a supervisor must be contacted and when a supervisor must be present at an incident; and (c) ensure that the police force's supervisors have the knowledge, skills and abilities to supervise. 0. Reg. 3/99, s. 10. 11. ( 1) Every chief of police shall prepare a criminal investigation management plan that, (a) lists the occurrences for which a police officer is required to contact a supervisor as soon as practicable; (b) permits the supervisor, except as provided for in clause (c), to assign responsibility to widertake or manage the investigation of an occurrence listed in the plan to any police officer, whether or not he or she is a criminal investigator; (c) lists the occurrences for which the supervisor must assign responsibility to undertake or manage the investigation to a criminal investigator; (d) lists the occurrences for which the board has entered into agreements under clause (3) (b) that would result in the investigation being undertaken on a combined or regional or co-operative basis or by another police force; (e) addresses the monitoring by supervisors of criminal investigations; and (f) identifies the specific occurrences, designated by the Solicitor General, for which the police force shall notify another police force, unit or task force designated by the Solicitor General. 0. Reg. 3/99, s. 11 (1). (2) Every chief of police shall establish procedures that require supervisors to ensure that the person to whom the supervisor assigns an occurrence listed in the plan, whether or not a criniinaJ. investigator, has the knowledge, skills and abilities to investigate that type of occurrence. 0. Reg. 3/99, s. 11 (2). (3) If a police force does not have a criminal investigator or police officer with the knowledge, skills and abilities to investigate specific types of occurrences listed in the plan, the board shall, (a) enter into an agreement under section 7 of the Actto provide its police force with the services of a criminal investigator or police officer on another police force who has such knowledge, skills and abilities; or (b) enter into an agreement under section 7 of the Act to· provide its police force with the services of a criminal investigator or police officer who has such knowledge, skills and abilities on a combined or regional or co~operative basis. 0. Reg. 3/99, s. 11 (3). ( 4) Every chief of police shall establish procedures for obtaining the assistance of another police force in relation to undertaking or managing a criminal investigation in those http:/ lwww.e-laws.gov .on.calhtml/regs/english/elaws _regs_ 990003 _ e.htm 08/1112013 Police Services Act-0. Reg. 3/99 (c) criminal intelligence; (d) crime, call and public disorder analysis; (e) informants and agents; (f) witness protection and security; Page 6 of12 (g) police response to persons who are emotionally disturbed or have a mental illness or a developmental disability; (h) search of the person; (i) search of premises; G) arrest; (k) bail and violent crime; (1) prisoner care and control; (m) prisoner transportation; and (n) property and evidence control. 0. Reg. 3/99, s. 13 (1). (2) Every board shall establish a policy on the sharing of crime, call and public disorder analysis data and information on crime trends with its municipal council and with school boards, community organizations and groups, businesses and members of the public in the municipality it serves. 0. Reg. 3/99, s. 13 (2). 14. (1) Every chief of police shall establish procedures and processes in respect o~ (a) the investigative supports referred to in clause 5 (1) (d); (b) the collection, handling, preservation, documentation and analysis of physical evidence; and (c) obtaining, when required, expert or specialized assistance from another police force, government agency or other organization or individual, in relation to a criminal investigation being undertaken by its police force. 0. Reg. 3/99, s. 14 (1). (2) If a board obtains investigative supports through the method referred to in clause 5 (5) (b), the person providing the investigative support shall, (a) report directly to, and take direction from, the member of the police force to whom the investigative support is being provided; and · (b) comply with the procedures and processes of the police force established under subsection (1). 0. Reg. 3/99, s. 14 (2). (3) Every chief of police shall ensure that a person providing investigative support in the area of scenes of crime analysis or forensic identification has successfully completed the required training accredited by the Ministry or has equivalent qualifications and skills as approved by the Ministry to provide that support. 0. Reg. 3/99, s. 14 (3). ( 4) Every chief of police shall ensure that a person providing another type of investigative support referred to in clause 5 (1) (d), other than those referred to in subsection (3), has the knowledge, skills and abilities to provide that support. 0. Reg. 3/99, s. 14 (4). 15. Every chief of police in a municipality that has been designated under paragraph 2 of http://www.e-laws.gov.on.calhtmllregs/englishlelaws_regs_990003_e.htm 08/11/2013 Police Services Act -0. Reg. 3/99 Page 8 of 12 21. (1) Police forces shall include the following emergency response services: 1. Tactical unit. 2. Hostage rescue team. 3. Major incident commanders. 4. Crisis negotiators. 5. Police explosive forced entry technicians. 6. Explosive disposal technicians. 0. Reg. 3/99, s. 21 (1). (2) Despite subsection ( 1 ), instead of a police force having all the emergency response services listed in that subsection, a board may enter into an agreement under section 7 of the Act to provide any of those emergency response services through another police force or on a combined or regional or co-operative basis. 0. Reg. 3/99, s. 21 (2). (3) If a board enters into an agreement under subsection (2) respecting a tactical unit or a hostage rescue team, the chiefs of police of all the police forces whose police officers are part of the tactical unit or hostage rescue team shall ensure that all the members of the tactical unit or hostage rescue team train together. 0. Reg. 3/99, s. 21 (3). ( 4) Despite subsection ( 1 ), a board may enter into an agreement with the Canadian Armed Forces or another organization to provide explosive disposal technicians and, if a board enters into such an agreement with an organization other than the Canadian Armed Forces, the explosive disposal technicians must work under the direction of a member of the police force. 0. Reg. 3/99, s. 21 (4). (5) The emergency response services listed in subsection (1), whether provided by the police force or pursuant to an agreement under subsection (2) or ( 4 ), must be able to be deployed in a reasonable time. 0. Reg. 3/99, s. 21 (5). 22. (1) Every chief of police shall establish procedures on preliminary perimeter control and containment. 0. Reg. 3/99, s. 22 (1 ). (2) A police force may include a containment team using police officers and, if it doe~, the chief of police shall develop procedures for it. 0. Reg. 3/99, s. 22 (2). (3) Police officers who are not members of a tactical unit and who are deployed in a containment function, including members of a containment team, shall not, before the arrival of members of a tactical unit, employ offensive tactics unless the police officers believe, on reasonable grounds, that to do so is necessary to protect against the loss of life or serious bodily harm. 0. Reg. 3/99, s. 22 (3). 23. (1) A tactical unit or hostage rescue team, whether provided by a police force or on a combined or regional or co-operatiye basis, shall consist of a minimum of 12 full-time tactical officers, including the supervisor. 0. Reg. 3/99, s. 23 (1). (2) A tactical unit shall be able to perform the following functions: 1. Containment. 2. Apprehension of an armed barricaded person. 0. Reg. 3/99, s. 23 (2). (3) A tactical unit may perform explosive forced entry if it uses the services of a police explosive forced entry technician. 0. Reg. 3/99, s. 23 (3). http://www.e-laws.gov .on.calhtml/regs/english/elaws _ regs_990003 _ e.htm 08/11/2013 Police Services Act-0. Reg. 3/99 Page 10 of12 3/99, s. 26 (2). 27. Every chief of police shall, (a) develop procedures on ground search; (b) promote through partnerships with other emergency service providers and volunteer groups the CQooordination of ground search services in the municipality served by the police force. 0. Reg. 3/99, s. 27. 28. Every chief of police shall establish procedures that are consistent with any federal or provincial counter-terrorism plan designated by the Solicitor General. 0. Reg. 3/99, s. 28. ADMINISTRATION AND INFRASTRUCTURE 29. Every board shall establish policies with respect to the matters referred to in section 3, subsections 4 (3) and 6 (3), section 8, subsection 9 (4), sections 10 to 17, 19, 20, 22, subsection 24 (2) and sections 25 to 28. 0. Reg. 3/99, s. 29. 30. (1) Every board shall prepare a business plan for its police force at least once every three years. 0. Reg. 3/99, s. 30 (1). (2) The business plan shall address, (a) the objectives, core business and functions of the police force, including how it will provide adequate and effective police services; (b) quantitative and qualitative performance objectives and indicators relating to, (i) the police force's provision of community-based crime prevention initiatives, community patrol and criminal investigation services, (ii) community satisfaction with police services, (iii) emergency calls for service, (iv) violent crime and clearance rates for violent crime, (v) property crime and clearance rates for property crime, (vi) youth crime and clearance rates for youth crime, (vii) police assistance to victims of crime and re-victimization rates, and (viii) road safety; (c) information technology; (d) resource planning; and (e) police facilities. 0. Reg. 3/99, s. 30 (2). 31. Every chief of police shall prepare an annual report for the board relating to the activities of the police force during the previous fiscal year, including information on, (a) its performance objectives, indicators and results; (b) public complaints; and (c) the actual cost of police services. 0. Reg. 3/99, s. 31. 32. (1) Every board shall enter into a protocol with its municipal council that addresses, http://www.e-laws.gov.on.calhtml/regs/english/elaws_regs_990003_e.httn 08/11/2013 f I I I Police Services Act-0. Reg. 3/99 Page 12of12 Commissioner. 0. Reg. 3/99, s. 36 (3). 37. (l) Every board shall evaluate the adequacy and effectiveness of the services provided by its police force by comparing those services with the requirements of this Regulation. 0. Reg. 3/99, s. 37 (1). (2) Upon completing the evaluation under subsection (1), every board shall prepare a plan setting out the steps needed to be taken by the board and the police force in order to meet the requirements of this Regulation by January 1, 2001. 0. Reg. 3/99, s. 37 (2). 38. Omitted (provides for coming into force of provisions of this Regulation). 0. Reg. 3/99, s. 38. Back to top http://www.e-laws.gov.on.calhtml/regs/english/elaws _regs_ 990003 _ e.htm 08/1112013 HOUSEHOLD COUNT Household count explanation received from MPAC: Household counts are a total of all ofthe UNIT CLASSES, the total number of: RU-residential unit RDU -seasonal residential unit (if applicable) FRU -farm residential unit (if applicable) Household count is calculated based on units ie: apartment building with 30 units would be counted as 30 household. GAS TAX As we notified you in March, the Government of Canada announced that starting in 2014, the Gas Tax Fund would be indexed at 2% per year in $100 million increments. Since our last update, the Government has passed a formula to do so, and has revealed the national allocation and Ontario's share. The indexing formula increases the national allocation by 2% per year, but has a 'rounding' provision which increases the actual payment only when the calculation passes the next $100 million threshold. This threshold will be met in 2016 and then again in 2018. The national allocation and Ontario's share is as follows: 2014 2015 2016 2017 2018 Ontario $744,949,000 $744,949,000 $782,196,000 $782,196,000 $819,444,000 Canada $2,000,000,000 $2,000,000,000 $2,100,000,000 $2,100,000,000 $2,200,000,000 While individual municipal allocations are unknown at this time, this shows that: • The benefits of indexing do not reach municipal governments until2016. • Ontario's allocation has declined by approximately $1.8 million from 2013 to 2014. This 0.2% decline is because Ontario did not grow as fast as other provinces between the 2006 and 2011 Census. In addition, we know that there will be some re-distribution within Ontario because of population changes in each municipality. Ontario's population has grown by approximately 5.6% between the 2006 and the 2011 Census. If your municipality has grown less than this amount, or has declined in population, it is likely that your allocation will decline. Accordingly, municipalities should use caution in trying to estimate allocations under the new Agreement. Please take these two effects (decline in Ontario's allocation, and municipal population shifts) into account when budgeting and/or completing your long-term financial plans. Do not assume that your allocation will remain the same. AMO is working closely with Infrastructure Canada on moving towards a permanency framework and we continue to stress the importance of letting the municipalities know in advance of 2014 allocations for budget purposes. As soon as we know the allocations for 2014 we will inform you. While AMO still does not have municipal specific allocations you can read all the conditions beyond Tillsonburg's control that will more than likely mean the Town's allocation will decrease next year not increase. Total (14-18) $3,873,735,000 $10,400,000,000 THE CORPORATION OF THE TOWN OF TILLSON BURG BY-LAW NUMBER 3776 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 20th day of November, 2013 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 TILLSON BURG ENACTS AS FOLLOWS: 1. All actions of the Council of The Corporation of the Town of Tillson burg at its special meeting and regular meeting held on November 20, 2013, 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 20th DAY OF NOVEMBER, 2013. READ A THIRD AND FINAL TIME AND PASSED THIS 20th DAY OF NOVEMBER, 2013. MAYOR-John Lessif CLERK-Donna Wilson COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: November 20, 2013 RESOLUTION NO.: 1 MOVEDBY: ~ SECONDED BY: . THAT the Agenda as prepared for the Council Meeting of November 20, 2013 be adopted. ~rried D Recorded Vote D Defeated D Deferred D Tabled ~yoCs Initials COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: November 20, 2013 RESOLUTION NO .: MOVED BY: THAT the Minutes of the Council Meeting of November 6, 2013 be approved. Gcarried D Recorded Vote D Defeated D Deferred D Tabled £Mayor's Initials ) COUNCIL RESOLUTION AGENDA ITEM NO.: _1=---Date: November 20, 2013 THAT the 2014 Fire Services Business Plan and Budget be received as information. ~Carried D Recorded Vote D Defeated D Deferred D Tabled ¥Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: _1:..__ Date: November 20, 2013 MOVED BY: THAT the 2014 Parks and Recreation Services Business Plan and Budget be received as information. D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials ) COUNCIL RESOLUTION AGENDA ITEM NO.: -----'1=-----Date: November 20, 2013 RESOLUTION NO.: MOVED BY: THAT Council receive the Budget Request from the Big Brothers & Big Sisters; AND THAT Council support the budget request in the amount of$ <jJ 3 1 6lrD > cd Carried D Recorded Vote D Defeated D Deferred D Tabled _$__Mayor's Initials ) COUNCIL RESOLUTION AGENDA ITEM NO.: _1:::.....__ Date: November 20, 2013 RESOLUTION NO.: 6 0 MOVED BY: -~~....:::;_~::..=-:::..:.~-'------- SECONDED BY: ----. THAT Staff provide a report regarding possible support and course locations at the Council meeting of November 28, 2013. ~arried D Recorded Vote D Defeated D Deferred D Tabled --P Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: __ /_ Date: November 20, 2013 RESOLUTION NO.: 7 MOVED BY: D THAT Council receive the Budget Request from the Tillsonburg Tri-County Agricultural Society; AND THAT Council support the possible loan of up to $ 20,000, to be repaid over future years AND THAT an Agreement be entered into with specified terms of repayment; AND THAT the agreement be formally endorsed by the Tillson burg Tri County Agricultural Society AND THAT Council receive a copy of their most recent audited financial statement. Carried Recorded Vote D Defeated D Deferred D Tabled -k, Mayor's Initials . ) COUNCIL RESOLUTION AGENDA ITEM NO.: -=-2 _ Date: November 20, 2013 RESOLUTION NO.: 8 ~~ MOVED BY: SECONDEDBY: ----~~--------------- THAT Council receive Report CL 13-28, Rates & Fees; AND THAT a by-law to establish Rates & Fees for 2014 be brought forward for council consideration. D D Carried Recorded Vote D Defeated czJ Deferred D Tabled ____ Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: ____;3::....___ Date: November 20, 2013 RESOLUTION NO.: MOVED BY: SECONDED BY: -~~::::~,;;;;;;;:t:~~=::-:::::_ ___ _ THAT Council receive the Budget Request from the Police Services Board; AND THAT Council support the budget request in the amount of$ ~rJI c:) ~ed D Recorded Vote D Defeated D Deferred D Tabled ~ayor's Initials ) COUNCIL RESOLUTION AGENDA ITEM NO.: _4..:___ Date: November 20, 2013 RESOLUTION NO.: 10 MOVED BY: THAT Council receive the Budget Request from the Station Arts Centre; AND THAT Council support the budget request in the amount of$ 4s5t Cf7J-!:J 0carried D Recorded Vote D Defeated D Deferred D Tabled ~ayor's Initials ) COUNCIL RESOLUTION AGENDA ITEM NO.: _5:::...___ Date: November 20, 2013 RESOLUTION NO.: 11 MOVED BY: ~ =d SECONDED BY: ~ ~ THAT Council receive the Budget Request from the Multi-Service Centre; ::1 ~~-AND THAT Council support the budget request in the amount of$ I Cf(:JtJ1/ 8carried D Recorded Vote D Defeated D Deferred D Tabled ~yor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: November 20, 2013 RESOLUTION NO.: .. / MOVED BY: THAT Council waives the notice requirement in accordance with the Town's Procedural By-law in order to proceed with the motion presented by Councillor Stephenson. D Recorded Vote D Defeated D Deferred D Tabled _&Mayor's Initials ) COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: November 20, 2013 RESOLUTION NO.: MOVED BY: THAT Council support funding the Fire Works on New Years Eve by the BIA up to $4,000, to be funded from 2013 year end surplus. ~arried D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: -----'1=1=---- RESOLUTION NO~ MOVEDBY: F) SECONDED BY: ~--- Date: November 20, 2013 THAT Council receives Reports CAO 13-17, OPP Contract, Revised 2014 Business Plan-Finance, Current Assessment 2010-2013, 2013 Tax Levy By Class, Household Counts, and Gas Tax as information. B Carried D Recorded Vote D Defeated D Deferred D Tabled +Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: -=12=--- RESOLUTION NO.: 13 MOVEDBY: /~ SECONDED BY: Date: November 20, 2013 THAT By-Law 3776, To Confirm the Proceedings ofthe Council Meeting of November 20, 2013, be read for a first and second time and this constitutes the first and second reading thereof; AND THAT By-Law 3776, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. I D Carried D Recorded Vote D Defeated D Deferred D Tabled ~yor's Initials December 16, 2013 Virginia Armstrong Executive Director Tillsonburg BIA P.O. Box 192, Stn. Main Tillsonburg, ON N4G 4HS The Corporation of the Town of Tillson burg RE: COUNCIL Resolution-BIA New Year's Eve Fireworks At the Tillsonburg Town Council Meeting of November 20, 2013, Council passed the following resolution: "THAT Council support funding the Fire Works on New Years Eve by the BIA up to $4,000, to be funded from 2013 year end surplus." If you have any questions, please do not hesitate to contact me at 688-3009 Ext. 3221. Regards, 0~~ AmberZ~r Deputy Clerk Town of Tillson burg CORPORATE OFFICE 200 Broadway, 2"d Floor, Tillsonburg, Ontario, N4G SA 7, Telephone (519) 688-3009, Fax (519) 842-9431 www. tillsonburg.ca Tillsonburg & District Multi-Service Centre (MSC) 96 Tillson Avenue, Tillsonburg, ON N4G 3A1 (in The Livingston Centre) www.multiservicecentre.com P: 519-842-9000 F: 519-842-4727 E: info@multiservicecentre.com November 12,2013 Mayor John Lessif & Town of Tillson burg Council CAO David Calder & Director of Finance Darrell Eddington Town of Tillson burg 200 Broadway, 2"d Floor Tillsonburg ON N4G 5A7 Dear Mayor Lessif, Council Members & Town of Tillsonburg Staff: The Multi-Service Centre (MSC) would like to thank Council members, once again, for the support given MSC programming last year. The $5,000.00 you provided went directly into capital upgrades supporting programs & services like: ~ Adult Literacy and Employment Services, where personnel continue to assist individuals within the Ontario Adult Literacy and Employment Ontario Frameworks; ~ Home Support Services, whose programs help to keep our senior citizens in their home communities, close to their preferred networks of support; ~ Volunteer Recruitment and Support. Last year 224 individuals and 11 corporate teams provided 7,545 hours of service in the tri-county! In addition, we always like to update Council members on the positive impact MSC programs are having on the lives of Tillson burg residents as a result of your grant support-please refer to the attached 'statistics and stories' sheet for further information. The MSC has been serving the tri-county community since 1978. Please refer to our website-www.multiservicecentre.com -for details on each of our program areas: Adult Literacy & Essential Skills, Employment Services and Home Support Services. We continue to add new client stories and use our Facebook and Twitter features to post relevant news articles, research, pictures and features. Mission A community organization committed to supporting personal independence through: • Innovative and responsive resources • Partnerships and collaboration • Striving for excellence Vision Embracing Persona/Independence • Celebrating a Caring Community Program personnel continue to note the impact of a challenging economy on unemployed and displaced workers and those with lower level literacy and technology skills. We also continue to see the challenges facing our aging population in the Home Support Services we provide -programs that provide meals and transportation for seniors and the assistance they need to keep them safe and happy at home. We are requesting your consideration in upcoming budget deliberations. While we receive core funding from various government bodies, we still need to fundraise every year in order to meet needs. We attempt to raise those additional dollars ($53,849.00 this year) through support from our surrounding municipalities, fundraisers, draws, and annual donor campaigns. MSC volunteers and staff continue to enhance the 'Culture of Giving' within the MSC-as stories and information on the Giving & Volunteering sections of our website continue to show. For example, the 2nd Annual Trail Walk had 2 times the number of participants compared to the first event held in 2012. The bulk of the dollars we raise goes toward providing instruction to literacy students, volunteer support (recruitment, training, orientation, ongoing supervision), the purchase of materials and technology (for literacy tutors and students or for items in our seniors related programs) and service provision to needy individuals. The amount we need to raise to support Tillson burg clients, linked to the proportion of clients assisted from this area in 2012/13, would amount to $38,017.00. Any support you could provide would be appreciated. Please see the attached statistics sheet. We are happy to make a presentation to Council -we enjoy the opportunity to explain our needs and answer any questions. Municipal support continues to assist us in diversifying and leveraging our funding base. We continue to appreciate the historical support from Tillson burg and hope that Council members will continue to consider MSC community programs in upcoming budget deliberations. ~tt~ Bill Hett Executive Director/CEO C: Fran Bell, Chairperson, Board of Directors Maureen Vandenberghe Communications & Development Coordinator Val Foerster, Board of Directors, Chair/Fundraising Committee Tillsonburg & District Multi-Service Centre Statistics: Area April2012-March 2013 3,122 70.6% MSC Facts ~ MSC Adult Literacy & Essential Skills programming (MSC) has been serving the tri-county community since 1987 ~ MSC Employment Services have been available in the community since 1985 ~ MSC Home Support Services have been operating in the community since 1978 ~ Visit www.multiservicecentre.com for service details and client stories ~ In 2012/13, 224 volunteers provided 7,545 hours of service to the tri-county community ~ MSC has been accredited by Accreditation Canada since 2003 What's Happening at MSC MSC celebrated 35 years of service provision and dedicated voluntarism at a gala event in June where Olympian Cheryl Pounder was the featured speaker. Having heard founding board Chairperson John Armstrong's remarks about the early days, she commented "cycling out front is hard-but it's good for the team." MSC continues to build on the founder's vision not only by dedicated service provision, but in investments in the community. That investment has many faces: continued upgrades to our partner building The Livingston Centre, working toward effective transportation solutions for individuals, support for the Community Garden project and continued strategic planning -always considering service improvements. More on the Tillsonburg Transit Initiative This initiative, scheduled to start on September 30, began as a way to help those in need of transportation to and from work and who were involved with Employment Ontario Services through MSC. It is also available to anyone who needs it for work purposes. At only $4 per seat, it is an inexpensive way to work. Project staff partnered with Why Wait Taxi (the drivers) and Tim Hortons in Tillsonburg (pick-up points) to provide this cost-effective solution. A Client Story A recent success story involved a student who initially entered the literacy program at age 17. As a child, he (sporadically) attended school in another country until the age of 12 years, when he came to Canada. He never attended any formal training after 12 years of age. Via upgrading through the MSC's Adult Literacy & Essential Skills program for 2.5 years, and transition to the Turning Points Program -offered by Grand Erie School Board, this student graduated with a diploma in June, 2013. Although presently working, he shows interest in further training and self-development-with supports being provided by ALES staff in linking him with Employment Services -to discuss apprenticeship. For more stories please visit our website at www.multiservicecentre.com. Town of Tillsonburg 2013-14 Municipal Grant/ Assistance Application Form A. Name of Organization and Mailing Address: Tillsonburg & District Multi-Service Centre 96 Tillson Avenue (in The Livingston Centre) Tillsonburg, ON N4G 3A 1 Contact Person: Maureen Vandenberghe Telephone: (519) 842-9008, ext. 270 Position: Communications & Development Coordinator B. Categories of Request for Assistance (check appropriate boxes): • Financial Grant 0 • Fee Waiver D • Staff Support D • Equipment/Materials Supply D • Insurance Coverage D • Use of Municipal Property /Facilities D • Other D C. Details of Request for Assistance: Note: if this application includes any assistance other than direct financial grant, please outline details of request (i.e., type and estimated hours of staff support; facilities to be used; dates; etc.): Not applicable. D. Purpose of Grant/ Assistance: (services to be provided, donations, etc.): Grant funds will be directed toward the purchase of capital items and program supports (needs outside of any funding envelopes) in our community programs (Adult Literacy, the Employment Resource Centre or Home Support Services). E. Organization Background: 1. Provide a brief outline of the organization indicating if it is incorporated as a non- profit organization: The Tillsonburg & District Multi-Service Centre (hereafter referred to as MSC) has been operating since 1978-celebrating 35 years of operation this year. The primary historical purpose of the organization was to ensure that services were available in the local Tillsonburg & District Multi-Service Centre Municipal Grant Application Form: Tillsonburg 2013-14 '· community for rural and small community residents. The first services offered were in the areas of information and home support to seniors. The present configuration of services evolved over time (see #2 below). Coordination of other services (i.e., bringing other services into the community) has been another important historical role of the agency. While headquartered in Tillsonburg (out of The Livingston Centre), the MSC is now operating out of 4 locations: in The Livingston Centre; out of a satellite office in the Community Employment Services building in Woodstock (literacy programming); in the Tillsonburg Town Centre (Home Support; some administration; Stonebridge Community Services) and through the Norfolk Help Centre (itinerant employment services). The organization is an incorporated, registered charity. 2. The general objectives/services of the organization: Mission: A community organization committed to supporting personal independence through: ~ Innovative and responsive resources ~ Partnerships and collaboration ~ Striving for excellence. Vision: Embracing Personal Independence • Celebrating a Caring Community. The MSC provides the following programs in three broad service areas: Adult Literacy & Essential Skills: One-on-One Tutoring, Small Groups, On-line Learning; Employment Services: Employment Resource Centre, Employment and Employer Services, Summer Jobs Service; and Home Support Services: Personal Support Services; Homemaking & Errands Service; Home/Yard Maintenance & Repair; Meals on Wheels/Frozen Meals; Transportation; Foot Care; Assisted Living in Supportive Housing (SH), in the Community (ALCom) and for hospital (ALComH) and Home at Last (HAL). 3. The number of volunteers participating in the organization: There continue to be many volunteers (224 in 2012/13) involved in MSC activities in the following areas (all are screened and receive orientation/supervision): • Board of Directors; • Meals on Wheels (drivers and helpers); • Transportation (drivers); • Adult Literacy & Essential Skills (tutors-required to complete training workshop); • Fundraising committees and activities. 4. Describe for whom the organization provides service: 0 All citizens-within the scope of program parameters and funder guidelines in the tri-county area. The vast majority of clients in all programs are from the Tillson burg area. D A specific group D A specific area Tillsonburg & District Multi-Service Centre Municipal Grant Application Form: Tillsonburg 2013-14 2 5. Describe the geographical area in which the organization operates. The bulk of programming is provided in the eastern portion of Elgin, the northern portion of Norfolk and the southern half of Oxford (with some exceptions). For some programs, geographic scope of services is dependent upon funder guidelines and expectations as well as program parameters. The vast majority of clients come from Tillsonburg. 6. Describe how the requested grant funds will be utilized within the organization. Funds will be directed toward continued Information Technology improvements and Volunteer and Programming supports. Please note: MSC is currently in the midst of reviewing all Data Security and Privacy needs and requirements. This includes a review of policies and controls; organizational requirements (e.g. privacy training); information management (e.g., security of hard and electronic data and files). 7. Describe if the organization has requested financial assistance in the last 12 months from other government organizations. List amounts received. Municipal grant funds, directed toward MSC Community Programs, have been received as follows in the 2012/13 year: • Township of Bayham • Township of South-West Oxford: • Township of Norwich • County of Elgin: • County of Norfolk $ 500.00 $2,164.00 $1,299.00 $4,653.00 $1,000.00 In addition, MSC received $5,000.00 from the Town of Tillsonburg in 2013, which were directed toward capital needs (Information Technology improvements). 8. Describe the steps being taken to increase revenues (admission fees, etc.). In order to finance programs, which require community support, the MSC: • Appeals to local municipalities every year (see #7); • Fundraises every year (go to the 'Giving' page of our website); and • Encourages individual and group donations through the Annual Donor Campaign for MSC Community programs. Over the last 2 fiscal years, MSC has developed many new fundraising options and activities, in order to foster a 'Culture of Giving' both within and outside of the agency. Val Foerster, MSC Board member, chairs the fundraising committee. 9. List the Executive of the organization. • Fran Bell: Chairperson • Susan Howe: Vice-Chairperson • William Hett: Executive Director 10. Submit an estimate of operating revenues and expenditures, for the current fiscal year using the attached form. Attached. Tillsonburg & District Multi-Service Centre Municipal Grant Application Form: Tillson burg 2013-14 3 Date: Nov. 12, 2013 Name/Title of Officer making Application: William Hett, Executive Director Signature(s): [GlJif= Telephone Number: (519) 842-9008, ext. 274 Tillsonburg & District Multi-SeNice Centre Municipal Grant Application Form: Tillson burg 2013-14 4 Tillsonburg & District Multi-Service Centre (MSC) BUDGET AMENDMENT FOR 2013-2014 FISCAL YEAR EXPENSES: Wages & Benefits Operating Expenses MTCU Restricted Funds Allocated Admin & Facility Costs Staff & Volunteer Development Capital Expenditures TOTAL EXPENSES REVENUE: Federal & Provincial Funding Municipal Funding Fees & Service Charges Interest & Mise Income TOTAL REVENUE NET SURPLUS (DEFICIT) FUNDS TO RAISE: Fundraising & Donation Goal Transfer from Reserve Transfer from Capital NET SURPLUS (DEFICIT) 2013-2014 APPROVED BUDGET 2,179,127 398,544 418,469 688,383 36,060 55,000 3,775,583 2,825,883 50,000 755,451 5,400 3,636,734 -138,849 53,849 35,000 50,000 -0 H:\DATA\FINANCE\Board Reports\MSC\2013-2014\Budget Presentation.xls Approved Sept 23-2013 Printed 9/25/2013 at 2:04PM