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131125 Council MINTown of Tillsonburg Minutes of Council Meeting Date: Monday November 25, 2013 6:00PM Council Chambers Chair: John Lessif li MINUTES: Meeting for the Committee "Open Council" Review Access: e Public 0 Private Orders of the Day: CALL TO ORDER MINUTES Town of Tillson burg Council Meeting on 1112512013 oe:qo PM Council Chambers Chair: John Lessif The meeting was called to order at 6:01pm. 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 Amber Zimmer, Deputy Clerk Darrell Eddington, Director of Finance Steve Lund, Director of Operations Rick Cox, Director of Parks & Recreation Services Regrets: Donna Wilson, Town Clerk ADOPTION OF AGENDA Resolution No. 1: Moved By: Councillor Getty Seconded By: Councillor Rosehart THAT the Agenda as prepared for the Council Meeting of November 25, 2013, be adopted. "Carried" CLOSED MEETING SESSION Resolution No. 2: Moved By: Councillor Getty Seconded By: Councillor Rosehart 11/25/13 Page 1 MINUTES: Meeting for the Committee "Open Council" Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented CASPO 2013-294. Opportunity was given for comments and questions. No one appeared in support, or opposition of the application. Council passed the following resolution: Resolution No. 4: Moved By: Councillor Stephenson Seconded By: Councillor Beres THAT the Council of the Town of Tillsonburg approve the application submitted by Bes-Oxford Upholstery Ltd., whereby lands consisting of Part Lot 3, Registered Plan 1033, located on the east side of Vance Drive, south of North Street, in the Town of Tillsonburg are to be rezoned to permit two additional residential dwelling units within the existing commercial structure. "Carried" The Mayor resumed as Chair at 6:51pm. INFORMATION ITEMS 4. Letter of Thanks for Remembrance Day Fly By [] 5. Ministry of Citizenship and Immigration-2014 Volunteer Service Awards Program 0 DEVELOPMENT & COMMUNICATIONS 7. DCS 13-83, Financial Contribution to Long Point Region Conservation Authority []). I.:;J Presented By: CAO Resolution No. 5: Moved By: Councillor Stephenson Seconded By: Councillor Beres THAT Council receives Report DCS 13-83, Financial Contribution to Long Point Region Conservation Authority; AND THAT Council authorize a $15,000 contribution in 2014 to the Long Point Region Conservation Authority for the purpose of supporting the acquisition of wetlands in order to provide an offset for future woodlot clearing. "Carried" FINANCE 8. FIN 13-51, Reserve Policy ~ Presented By: Director of Finance Moving forward, Staff will identify reserves as either cash or non-cash reserves. Resolution No. 6: Moved By: Councillor Rosehart Seconded By: Councillor Getty THAT Council receives Report FIN 13-51, Reserve Policy; Page 3 MINUTES: Meeting for the Committee "Open Council" 12. LPRCA Minutes Ll 13. Committees of Council Minutes [J NOTICE OF MOTION BY-LAWS 14. By-Laws for the Meeting of November 25, 2013 Resolution No. 10: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein THAT By-Law 3773, To Repeal By-Laws to Adopt a Personnel Policy I) By-Law 3779, To Adopt a Reserve Policy IJl By-Law 3780, to amend Zoning By-Law Number 3295, as amended (ZN 7-13-8, Bes-Oxford Upholstery Limited) [] By-Law 3777, to confirm the proceedings of Council at its meetings held on the 25th day of November, 2013 [21 be read for a first and second time and this constitutes the first and second reading thereof. "Carried" Resolution No. 11: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein THAT By-Law 3773, To Repeal By-Laws to Adopt a Personnel Policy By-Law 3780, to amend Zoning By-Law Number 3295, as amended (ZN 7-13-8, Bes-Oxford Upholstery Limited) By-Law 3777, to confirm the proceedings of Council at its meetings held on the 25th day of November, 2013 be given third and final reading and the Mayor and Deputy Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. "Carried" ITEMS OF PUBLIC INTEREST ADJOURNMENT Moved By: Councillor Klein THAT the meeting be adjourned at 7:27pm. "Carried" Approval Received: (1 of 1) Amber Zimmer/Tillsonburg (Monday December 02, 2013 04:33PM) Town of Tillsonburg Page 5 MINUTES: Meeting for the Committee "Open Council" ' Review Access: Public ) MINUTES Town ofTillsonburg Council Meeting on Monday November 11, 2013 06:00PM Council Chambers Chair: John Lessif Orders of the Day: CALL TO ORDER The meeting was called to order at 6:1Opm ATTENDANCE Mayor John Lessif Deputy Mayor Mark Renaud Councillor Mel Getty Councillor Marty Klein Councillor Chris Rosehart 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 Amber Zimmer, Deputy Clerk Regrets: Councillor Dave Beres Councillor Brian Stephenson ADOPTION OF AGENDA Resolution No.1: Moved By: Councillor Rosehart Seconded By: Councillor Getty Page 1 of7 111113 Link to Agenda: C http:/ /notes. town. tillsonburg.on.ca/SuiteResponse/eGenda%205 .0%20GA/eGenda50.nsf/... 18/06/2015 MINUTES: Meeting for the Committee "Open Council" Page 3 of7 2. BIAC Presented By: John Kirkland, Chair BIA John Kirkland appeared before Council requesting relief from the tax reassessment that affected the BIA. 3. Christmas Festival2013 e:J, Presented By: Suzanne Fleet and Erin Getty Suzanne Fleet and Erin Getty presented to Council regarding the Christmas Festival dates for the 2013 season. Visit www.tillsonburgchristmasfestival.ca for a full list of dates. PUBLIC MEETINGS Deputy Mayor Renaud took over as Chair for the Public Meeting portion of the agenda at 6:42pm. 4. County Report CASPO 2013-296, Recommended Options for Regulating the Location of Methadone Clinics and Dispensaries in Tillsonburg eJ. Presented By: Development Planner Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented CASPO Report 2013-296. Opportunity was given for comments and questions. No one appeared in support, or opposition of the applic~tion. Council passed the following resolution: Resolution No.4: Moved By: Councillor Klein Seconded By: Deputy Mayor Renaud THAT the Town ofTillsonburg Council recommend to Oxford County Council that the Town supports draft Official Plan Amendment No. 179 to implement policies for regulating the location of methadone clinics and methadone dispensaries in the Town of Tillsonburg; AND THAT Town ofTillsonburg Council approve in principle the attached draft zoning by-law amendment to implement provisions for regulating the location of methadone clinics and methadone dispensaries in the Town ofTillsonburg in keeping with draft Official Plan Amendment No. 179. "Carried" The Mayor resumed the Chair at 6:49pm. INFORMATION ITEMS http:/ /notes. town. tillsonburg.on.ca/SuiteResponse/eGenda%205. 0%20GA/eGenda50 .nsf/... 18/06/20 15 MINUTES: Meeting for the Committee "Open Council" Page 5 of7 "Carried" FINANCE 12. FIN 13-46, BIA 2013 Tax Adjustments (I, Presented By: Director of Finance Staff to notify the BIA of any future changes from the revenue department. Resolution No.7: Moved By: Councillor Klein Seconded By: Deputy Mayor Renaud THAT Council receives report FIN 13-46 BIA 2013 Tax Adjustments; AND THAT Council authorizes the write off of the BIA 2013 year to date tax adjustments in the amount of$16,139, to be funded from the 2013 surplus' AND THAT the balance of $10 000 to be repaid interest free over a five year period, "Carried" Councillor Stephenson and Councillor Beres joined Council at 7:15pm 13. FIN 13-45, OPP 2013 Semi-Annual Contract Policing Costs el Presented By: Director of Finance Resolution No. 8: Moved By: Councillor Klein Seconded By: Deputy Mayor Renaud THAT Council receives report FIN 13-45 OPP 2013 Semi-Annual Contract Policing Costs. AND THAT $126,866 be contributed to general reserves, policing; AND THAT the $126,866 be carried to be utilized for the 2014 police budget. "Carried" 14. FIN 13-48, County Development Charge Levies (I, Presented By: Director of Finance Staff to provide Council with education on development charges. Resolution No.9: Moved By: Councillor Klein Seconded By: Deputy Mayor Renaud THAT Council receive FIN 13-48 County Development Charge Levies as information. "Carried" http:/ /notes. town. tillsonburg.on.ca/SuiteResponse/eGenda%205. 0%20GA/eGenda50 .nsf/... 18/06/20 15 MINUTES: Meeting for the Committee "Open Council" Page 7 of? 18. By-Laws for the Meeting of November 11, 2013 Resolution No. 12: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein THAT By-Law 3774, To Confirm the Proceedings of Council at its Meetings Held on the 11th day ofNovember, 2013 r:J, be read for a first and second time and this constitutes the first and second reading thereof. "Carried" Resolution No. 13: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein THAT By-Law 3765 Purchasing Policy, and r:J, By-Law 3774, To Confirm the Proceedings of Council at its Meetings Held on the 11th day ofNovember, 2013 eJ. be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. "Carried" ITEMS OF PUBLIC INTEREST ADJOURNMENT Moved By: Councillor Klein THAT the meeting be adjourned at 7:43pm. "Carried" Approval Received: (1 of 1) Donna Wilson/Tillsonburg (Wednesday November 13, 2013 04:37PM) Town of Tillsonburg http://notes.town.tillsonburg.on.ca/SuiteResponse/eGenda%205.0%20GA/eGenda50.nsf/... 18/06/2015 Hello Donna, Please accept this email as a delegation request to attend the Town ofTillsonburg Council on November 25, 2013. Additional details about the request are below. Date of Council Meeting: November 25, 2013 Project Name: Highway 3 & Vienna Road Intersection Improvements (GWP 3045-08-00) Presenters: Frank Hochstenbach, Project Manager, Ministry of Transportation Ontario (MTO) and Dan Green, Consultant Project Manager, McCormick Rankin (a member ofMMM Group) Reason for Presentation: To provide an update about the intersection improvement study and follow-up to a previous delegation re: the construction staging sequence for the roundabout As per your email below, I will follow-up with a letter to be included in Council's package by November 19. Kind regards, Meghan Meghan Bratt Environmental Planner Ecoplans 1 A member of MMM Group 2655 North Sheridan Way, Suite 280 Mississauga, ON Canada L5K 2P8 t: 905.823.4988 X 14261 f: 905.823.2669 mbratt@ecoplans.com 1 www.ecoplans.com To provide our clients with broader, stronger, and better-integrated solutions, effective November 1, 2013, Ecoplans will begin operating under the MMM Group name. Our experts will continue to bring the same high quality of client responsiveness and technical expertise you have come to expect. Ecoplans 2655 North Sheridan Way, Suite 280 Mississauga, ON Canada L5K 2P8 t: 905.823.49881 f: 905.823.2669 www.ecoplans.com To: Amber Zimmer Deputy Clerk Town of Tillson burg 200 Broadway, 2nd Floor, Suite 204 Tillsonburg, ON N4G 5A7 ~ecoplans A member of iA.."-"-MMM GROUP TRANSMITTAL Date: November 18, 2013 Project #: 3045-08-00 Delivery: Email Re: Highway 3 and Vienna Road Intersection Improvements Presentation to Council and Construction Staging Hello Amber, As requested please find attached a letter outlining the purpose of our delegation to Council on November 25, 2013. This delegation will provide an update on the proposed construction staging and an overview of the additional analysis undertaken by the Project Team since February 2013. D For your comment D For your information D For your action Digital cc (transmittal only): D For your use [8] As requested Per: Meghan Bratt Frank Hochstenbach, MTO Donna Wilson, Town ofTillsonburg Dan Green, MRC Greg Moore, Ecoplans environmental consultants Ecoplans I A member of MMM Group -2- Our further review, which gave careful consideration to the three concerns noted above, concluded that Alternative #1 (Keep Highway 3 open and close Vienna Road) is still the preferred option. Keeping Highway 3 open during construction keeps all the Highway traffic, especially transport trucks, out of downtown Tillsonburg, which would occur for Alternatives 2 and 4. Also, this alternative doesn't impact utilities nor the Species At Risk, which may be impacted with Alternatives 2 and 3. With respect to your specific concerns our review considered the following: o Issue A. While Alternative 2 keeps Vienna Road open for the residents who live south of Tillsonburg to travel to Tillsonburg to shop, this advantage will be offset by the construction delays that will be experienced on Vienna Road. We believe residents already know several routes to get where they want to go, so they may avoid Vienna Road in any event. By directing Highway 3 traffic through Tillsonburg there will be a noticeable increase in traffic, especially truck traffic, through the centre of Tillsonburg that may deter some people from shopping downtown. o Issue B. We believe this issue can be mitigated to an extent. The Ministry is prepared to include additional signs during construction to direct travellers down Culloden Road to the submarine. Also, we noted that GPS units and Google Maps provide directions that direct travellers off Hwy 401 down Culloden Road, not Highway 19, to Straffordville and on to Port Burwell. o Issue C. We can mitigate this issue by including a provision in our construction tender documents that the contractor must maintain north/south access for EMS vehicles 24 hrs a day. Our design consultant used this provision on another roundabout construction project and it worked well. The recent announcement, as reported in the London Free Press, that Siemens would be providing 201 wind turbine blades to the Grand Renewable Wind Project in Haldimand County further supports keeping Highway 3 open during construction. These turbine blades will be delivered in 2014, including during our construction. We consulted with Siemens as to how having Hwy 3 closed would impact their shipments. The alternate route would be two hours and 60 km longer, including two additional hours of Paid-Duty OPP escort. When we first discussed this project, you made it clear how important the new Siemens' Wind Turbine Plant was to Tillsonburg and we believe this additional detouring is undesirable for everyone. In summary, the ministry recognizes that closing roads and detouring traffic has impacts. While Alternative 4 would have been the least expensive and fastest to construct the ministry will invest an additional $170,000 to keep Highway 3 open to reduce the impact of the construction on the community and the travelling public. Given that Alternative 1 is technically preferred even without considering costs, the ministry can not justify spending another $180,000 to implement Alternative 2, nor $600,000 to implement Alternative 3, which were not technically preferred based on other factors. Evalutation of Construction Staging Alternatives Highway 3 and Vienna Road Intersection Improvements GWP 3045-08-00 OPTION 1 Maintain Hwy 3 Traffic Close Vienna Rd Daily Traffic Impacted 5650 Truck Traffic Impacted 325 Through Traffic Detour Length 6km Detour Duration 14weeks Impacts to Wind Blade No Impact Delivery $ 220,000.00 temporary asphalt Estimated Costs for Staging granular fill Implementation OPTION 2 Maintain Vienna Rd Traffic CloseHwy3 4187 423 1.1 km 15 weeks For the duration ofthe Highway 3 closure, wind blade delivery to the east, cannot be accomodated through the intersection $ 400,000.00 temporary asphalt granular fill hydro pole protection temporary concrete barrier drainage adjustment OPTION 3 Construct Temporary OPTION 4 Full Closure Comments Bypass at Vienna Rd 4187 7427 423 537 Hwy 3: 1.1 km Vienna Although detour length for option 1 is longer than option 2 1.1 km Rd: 6 km it is still the preferred option because it has less impact on the trucks passing through the intersection. The duration for the Highway 3 or Vienna Road closures 14 days for closure are approximately the same. The overall duration of 16 weeks for construction 10weeks option 2 and option 3 will be longer to complete the set up work for the first stage. The full closure option permits accelerated construction. For the duration of the Highway 3 closure, wind No Impact blade delivery to the east, cannot be accomodated through the intersection $ 820,000.00 $ 50,000.00 500 m temporary road incentive Option 4 (full closure) does not require temporary traffic signals construction; however incentives would be in the contract drainage to ensure a timely completion. Option 1 is preferred over options 2 and 3 due to the reduced costs of temporary utility relocations construction. \\ i lxW!J!~~J;fe[Ywgether Report No: CASPO 2013-294 COMMUNITY AND STRATEGIC PLANNING Council Date: November 25, 2013 To: Mayor and Members of Tillson burg Council From: Eric Gilbert, Development Planner, Community and Strategic Planning Application for Zone Change Bes-Oxford Upholstery Limited (ZN 7 -13-08) RECOMMENDATIONS 1. It is recommended that the Council of the Town of Tillsonburg approve the application submitted by Bes-Oxford Upholstery Ltd., whereby lands consisting of Part Lot 3, Registered Plan 1 033, located on the east side of Vance Drive, south of North Street, in the Town of Tillsonburg are to be rezoned to permit two additional residential dwelling units within the existing commercial structure. REPORT HIGHLIGHTS • Zone change application seeks to add 2 residential dwelling units within the existing building, and permit reduced parking setbacks for the northerly interior side yard and reduced parking aisle width. • The business use will occupy more than 50% of the gross floor area of the building. • Agency circulation comments can be adequately addressed through the building permit process. DISCUSSION Background ApplicanUOwner: Bes-Oxford Upholstery Ltd 4 Vance Drive Tillsonburg ON N4G 4W9 LOCATION: Agent: John & Cindy Bes 29 Denrich Avenue Tillsonburg ON N4G 4X5 The subject lands are described as Part Lot 3, Plan 1033, in th~ Town of Tillsonburg. The lands are located on the east side of Vance Drive, south of North Street and are municipally known as 4 Vance Drive in Tillsonburg. Page 1 of 6 Report No: CASPO 2013-294 COMMUNITY AND STRATEGIC PLANNING Council Date: November 25, 2013 The Service Commercial designation also allows for ancillary and accessory uses, such as accessory residential units subject to site specific zoning. It is the opinion of this Office that the proposed additional residential dwelling units comply with the policies of the Service Commercial designation contained within the Official Plan as the majority (50%+) of the floor area within the building will remain devoted to the upholstery business. This ensures that the residential use of the property will remain ancillary and accessory to the commercial business. ZONING BY-LAW: The subject property is zoned 'Special Service Commercial Zone (SC-1)' in the Town of Tillsonburg Zoning By-Law No. 3295. The SC-1 zone currently provides for a reduced southern interior side yard width of 2.5 m (8.2 ft) and allows 2 dwelling units in the upper portion of a non- residential building. The required parking for the non-residential and residential uses on the subject property is 14 parking spaces. Parking areas are required to be 1.5 metres from an interior lot line and parking aisles are required to have a minimum width of 6 metres for two way traffic. The applicant has provided a concept plan demonstrating that the 14 spaces can be accommodated onsite with a reduction in the required parking area setback from the northerly interior lot line to 0 m, and a reduced minimum parking aisle width of 4 m (13.1 ft). Agency review did not express any concerns with the proposed reductions and planning staff note this area currently appears to be used as a driveway and parking area. As two residential dwelling units already exist, the proposed development should not cause an adverse impact on adjacent property owners as adjacent properties are fully developed and the two larger commercial operations are well setback from the existing building on the subject property. Letters of support have been received several adjacent property owners. Planning staff have included a provision in the proposed zoning amendment to ensure that at least 50% of the floor area of the building remains devoted to the commercial/business use. Given the existing development of the site and the fact that the non-residential use will occupy more than 50% of the building, planning staff are satisfied that the proposed zoning is appropriate from a planning perspective. AGENCY REVIEW: The development proposal was circulated to various agencies considered to have an interest in the proposal. Agency comments indicated that the existing private well must be decommissioned and connection to municipal water is required and will be charged in accordance with Oxford County By-Law 4947-2008. The Tillsonburg Chamber of Commerce indicated they are in support of this zone change application. Page 3 of 6 Report No: CASPO 2013-294 COMMUNITY AND STRATEGIC PLANNING Council Date: November 25, 2013 ATTACHMENTS RELEVANT EXCERPTS FROM THE PROVINCIAL POLICY STATEMENT (PPS), OFFICIAL PLAN AND THE TOWN OF TILLSONBURG ZONING BY-LAW 2005 PROVINCIAL POLICY STATEMENT The 2005 Provincial Policy Statement (PPS) provides policy direction on matters of Provincial interest related to land use planning and development. Under Section 3 of the Planning Act, where a municipality is exercising its authority affecting a planning matter, such decisions "shall be consistent with" all policy statements issued under the Act. Section 1.1.3.3 of the PPS states that Planning authorities shall identify and promote opportunities for intensification and redevelopment where this can be accommodated taking into account existing building stock or areas, including brownfield sites, and the availability of suitable existing or planned infrastructure and public service facilities required to accommodate projected needs. Section 1.3.1 of the PPS states that planning authorities shall promote economic development and competitiveness by: • providing an appropriate mix and range of employment to meet long-term needs; • providing opportunities for a diversified economic base, including the maintenance of a range and choice of suitable sites for employment uses which support a wide range of economic activities and ancillary uses and take into account the needs of existing and future businesses; • planning for, protecting and preserving employment areas for current and future uses; and ensuring the necessary infrastructure is provided to support current and projected needs. OFFICIAL PLAN The subject lands are designated 'Service Commercial' according to the Land Use Plan for the Town of Tillsonburg, as contained in the Official Plan. Areas designated for Service Commercial use are intended to provide for a broad range of commercial uses that, for the most part, are not suited to locations within the Central Area because of their site area, access or exposure requirements or due to incompatibility or land use conflicts with residential development. Generally, Service Commercial uses cater to vehicular traffic and single-purpose shopping trips where customers are typically generated from passing traffic or a wide ranging market area. Service Commercial uses will have access to an arterial or collector road. In addition, sites with existing buildings and established commercial uses are permitted within this designation. It is not the intent of this policy to restrict existing commercial uses from expanding or changing uses within the context of the functional zoning category in the Town of Tillsonburg. Permitted ancillary uses within the Service Commercial designation consist of minor institutional uses and accessory residential dwelling units, subject to site specific zoning. Page 5 of 6 S·J"ordCount)! r~owing stronger. .. together '-V' 129 NAD_1983_UTM_Zone_17N © County of Oxford 0 Plate 1-LooaHon """ (-E>ristlng Zoning aniJ-Plireel Uneo) I -· ;">"> ' ';::.i-\-.- File No.: ZN 7-13-08-Bes Oxford Upholstery Ltd /'·-' '"· _.,,.>L-~-"'1 ~:j,--' Part Lot 3, Plan 1033, Tillsonburg-4 Vance Drive ',,,_...S(_--/\ . l, · \~ '\ /-", \ .· \. -·"'-,..--\ c··\ ·, 65 129Meters September3, 2013 .> I ' ' ' ~ ~ l .!-=--:::~~.<J-'-:"!:-- \ ..• :• • • • 1:2,544 This map is a user generated static output from an lntemet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. NOTE:THIS IS NOT A PLAN OF SURVEY \ '(. . .. ('~:.~-'\ .: .. ~· _.. .. /~--l, "\.:~ ,.. ~\ ; "'"" ·. \ . ', .. --~· l -~\' ., \ .. \ \.'· .J:---·~·' '"'~---J -"'~1 ' ,.--i."' .-:[ ~t1 \ Legend Parcel Lines (Displays 1 :64 0 Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flo• Flood Fringe ~ Floodway ~ Environmental Protection (EP1) ~~ Environmental Protection (EP2) Zoning Floodlines/Regulation + • 100 Year Flood Line ;. 30 Metre Setback • • Conservation Authority Regulatior e 1 Regulatory Flood And Fill Lines IQI Zoning (Displays 1:16000 to · Notes UNE 1.~--· , ..... 1 '\' <:(> :::..., I' ~ Jill ... .p l ---;;> fso· ---. --------'' I q t:l +< DAD'S ICE CREAM N78'59'30" E 188.63' ~1'1' I --1-. EXISTING 1 STOREY COMMERCIAL BUILD. NEW 4" SEWER UNE N78"59'30"E 188.63' Plate 3 ·Applicant's Sketch File No.: ZN 7-13.08· Bes Oxford Upholstery Ltd Part Lot 3, Plan 1033, Tillson burg-4 Vance Drive ~ PART 5 J 2-STOREY rq c::; ~/ 40.65'. Ln cO ~ Ln "' <» 'ft"Tt k..;-.... 5 (')' 1. '01'1'\Q.(' c..:~t-L-. c.:v '6 • ( e.~··.:>\ -e.,._+ I A-L fiNAL SITE PLANS AS APPROVED BY VdSotrb"'-'4 COUNCIL ON THE ..., ~AYO-F Ocfp/Jey l9....U.. .... -~=";:1ri{-;.t_,P,.,. ..l THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER ___ _ A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillson burg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Section 14.5.1 to By-Law N um&~i' 3295;v.;as amended is hereby further amended by deleting Seqtij),n 14.5.1 and replacing it with the following: -'· "14.5.1 LOCATION: EAST SIDE b'~;~VANCE DRIVE, (PAf'4T::LOT 3, PLAN 1033) SC-1 -,,,, . 14.5.1.1 Notwithstanding ai'l;y;\pE9¥l~ions of :tb_i~:By-Law to the contrary, no person shall within a!l.y Se;+r1;.,zone us~;~ny lot, or erect, alter, or use any building or structi!t(L~Jor ~fri~;J!y.rpose ·e-x~pt the following: 14.5.1.2 RESI~e~rTI.~tl;JSES :'"•.'-.-.: .. ·.. ····J•: .. 4 dwefllngunits ~:ach havin~;~~ area not less than 46.5 m2 (500.5 ft2) in a portionof ~Jriqn,..residentiaktwilding. :. · . .,_. :·' .· (. ··:"-"H~ · •" ' ·'""·<·~-' ' " .-.. 14.5.1.3 NON-RESIDE.N"FIAL usE.s All uses permitted inlable 14.1; and An upholstery shop 14.5.1.2.1 NOtwithstanding: any provisions of this By-Law to the contrary, no person shall Within any SC-1 Zone use any lot, or erect, alter, or use any builtlifiJJ-OT structure for any purpose except in accordance with the following provisions: 14.5.1.2.1.1 RESIDENTIAL USES Maximum Gross Floor Area 50% 14.5.1.2.1.2 SOUTHERN INTERIOR SIDE YARD Minimum width 2.5 m (8.2 ft) ZN 7-13-08 TOWN OF TILLSONBURG BY-LAW NUMBER __ _ EXPLANATORY NOTE The purpose of By-Law Number is to amend ~he provisions of the 'Special Service Commercial Zone (SC-1) to permit ... 2 additional dwelling units in a non- residential building and to provide for reduced/~Stback of parking spaces and a reduced parking aisle width. · The subject property is located on the e~~t side of Vance Drive, in the Town of Tillsonburg and is legally described as Part Lof3,Pic:m 1033. The property is located at 4 Vance Drive. ----")_; ' The Municipal Council, after conducti11g ttt~::.public hearing necessary to consider any comments to the proposed zone.· ehange":iP.RU~ation, approved By-Law Number ___ . The public h~aringwas held qo Nov~1fi~f:lr 25, 201'3. ---·-----; ·<'~~:,..,,.. -· Any person wishing further i~formation r~~~~~~ to Zoning By-Law Number ___ may contact the undersigned: . · · File: ZN 7-13-08 (Bes-Oxford Upholstery) Report No: 2013-294 Ms. Donna Wilson Clerk Town of Tillson burg 200 Broadway, 2nd Floor Town Centre Mall Tillsonburg, ON N4G 5A7 Telephone: 842-9200 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER ___ _ A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Section 14.5.1 to By-Law Number 3295, as amended is hereby further amended by deleting Section 14.5.1 and replacing it with the following: "14.5.1 LOCATION: EAST SIDE OF VANCE DRIVE, (PART LOT 3, PLAN 1033) SC-1 14.5.1.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any SC-1 zone use any lot, or erect, alter, or use any building or structure for any purpose except the following: 14.5.1.2 RESIDENTIAL USES 4 dwelling units each having an area not less than 46.5 m2 (500.5 ft2) in a portion of a non-residential building. 14.5.1.3 NON-RESIDENTIAL USES All uses permitted in Table 14.1; and An upholstery shop 14.5.1.2.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any SC-1 Zone use any lot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 14.5.1.2.1.1 RESIDENTIAL USES Maximum Gross Floor Area 50% 14.5.1.2.1.2 SOUTHERN INTERIOR SIDE YARD Minimum width 2.5 m (8.2 ft) ZN 7-13-08 TOWN OF TILLSONBURG BY-LAW NUMBER --- EXPLANATORY NOTE The purpose of By-Law Number is to amend the provisions of the 'Special Service Commercial Zone (SC-1) to permit 2 additional dwelling units in a non- residential building and to provide for reduced setback of parking spaces and a reduced parking aisle width. The subject property is located on the east side of Vance Drive, in the Town of Tillsonburg and is legally described as Part Lot 3, Plan 1033. The property is located at 4 Vance Drive. The Municipal Council, after conducting the public hearing necessary to consider any comments to the proposed zone change application, approved By-Law Number ___ . The public hearing was held on November 25, 2013. Any person wishing further information relative to Zoning By-Law Number may contact the undersigned: File: ZN 7-13-08 (Bes-Oxford Upholstery) Report No: 2013-294 Ms. Donna Wilson Clerk Town of Tillsonburg 200 Broadway, 2nd Floor Town Centre Mall Tillsonburg, ON N4G 5A7 Telephone: 842-9200 November 18,2013 Mr. Martin Mattes Sirius Consolidated Inc 44 Saltsman Dr, Unit P Cambridge, ON N3H 4R7 RE: REMEMBRANCE DAY CEREMONY Dear Mr. Mattes, The Corporation of the Town of Tillson burg Office of the Mayor On Remembrance Day, like many of our residents, I attended at the Cenotaph to pay tribute to our fallen heroes. While there, I was able to witness your personal tribute and was quite impressed by your timely and moving fly by. I am told that you are a retired military officer and your offer to participate in this manner clearly shows your passion to public service and respect for the sacrifice that others have made. As a new tenant at our airport I want to take this opportunity to welcome you to Tillsonburg and to personally thank you for your contribution to this important ceremony. Yours Truly, John Lessif, Mayor Town of Tillson burg Cc: Members of Council David Calder, CAO Annette Murray, Airport Administrator Ministry of Citizenship and Immigration Minister 61h Floor 400 University Avenue Toronto ON M7A 2R9 Tel.: (416) 325-6200 Fax: {416) 325-6195 November, 2013 Dear friends, Ministere des Affalres civlques et de !'Immigration Min Istre S"!§tage 400, avenue University Toronto ON M7A 2R9 n1.: {416) 325·B2oo nl~c.: (416) 32S.6195 w Ontario I am pleased to invite your organization to participate in the 2014 Volunteer Service Awards program. The VSA ceremonies have become a long-standing tradition in Ontario. Volunteering is the most fundamental act of citizenship in our society. Every day thousands of Ontarians of all ages voluntarily give their time and talent to thousands of community organizations. By caring and contributing their time, volunteers help hold our communities together. The VSA program recognize~ volunteers from all sectors for their continuous years of service in a community organization. It provides a way for your organization and the Ontario government to thank them in a meaningful way. Once again, in recognition of the important role our youth play currently and in the future of volunteering, each organization may nominate up to 9 volunteers, 3 of whom must be youth. If all your nominees are adults, the number you may nominate remains at 6. Please take this opportunity to nominate your volunteers and feel free to share this letter with other organizations that may be interested in recognizing their volunteers at a VSA ceremony. By submitting your nominations you can help ensure that your volunteers receive the recognition they deserve. Nomination forms and program information are available on the Ministry of Citizenship and Immigration website at www.ontario.ca/honoursandawards You may also contact the Ontario Honours and Awards Secretariat by phone at: 416-314M7526 or 1-877-832-8622; by TTY at 416-327-2391; or' by fax at 416-314-7743 The deadline date for submissions is January 25 of each year, but you may submit nomination forms at any time. Nominations received after the deadline will be considered for the following year. i I look forward to celebrating the achievements of Ontario's volunteers. t}AQ'ul Michael Coteau Minister 10-107 \ ) 4 Elm St., Tillsonburg, Ontario N4G OC4 519-842-4242 or 1-888-231-5408 • Fax 519-842-7123 Email: conservation@lprca.on.ca • www.lprca.on.ca November 13, 2013 David Calder, Chief Administrative Officer Town of Tillsonburg 200 Broadway, 2"d Floor Tillsonburg ON N4G 5A7 File: 1.4.5.1 Re: 30-Day Notice to Affected Municipalities-2014 Draft LPRCA Budget Dear Mr. Calder, At a Special Board of Directors meeting held on Wednesday, November 1ih, the draft 2014 Operating and Capital Budgets for LPRCA were approved. Ontario Regulation 139/96 calls for a 30-day notice to affected municipal partners in order tor them to consider and provide comment regarding the draft budget. The Regulation also requires that the notice be accompanied by the financial information used to determine that levy. As such, please find attached the following information on LPRCA's budgets for its member municipalities: 1. 2014 Draft Consolidated Budget Summary 2. 2014 Draft Statement of Operations 3. Four Year Draft Capital Budget 2014-2017 4. LPRCA Draft 2014 Municipal Levy-Consolidated 5. Five Year Summary by Municipality of Levy Apportioned by CVA% 6. Capital Levy by Municipality Apportioned by CVA% Assuming you receive this letter in a timely fashion, LPRCA would expect any comment regarding the Draft 2014 Budget to be forwarded to this office no later than noon, Friday, December 201h, 2013. The weighted vote for the Final 2014 LPRCA Budget will take place the evening of Wednesday, January 151h, 2014 as part of the regular meeting of the LPRCA Board of Directors. Should you require a presentation to be made to Council, or any further information, please feel free to contact myself at 519-842-4242, ext. 225. (iecffully, {J ~-----LQA~Q '• ~~ Cliff Evanitski, General Manager/Secretary-Treasurer ~ A Member of Conservation Ontario Long Point Region Conservation Authority \ Draft Statement of Operations 2014 Budget Budget Budget Increase 2013 2014 over 2013 $ Program: Watershed Planning and Technical Services 186,448 208,895 22,447 Watershed Flood Control Services 250,150 277,631 27,481 Healthy Watershed Services 251,647 265,011 13,364 Communication and Marketing Services 148,150 149,919 1,769 Backus Heritage and Education Services 471,694 487,937 16,243 Public Forest Land Management Services 192,693 220,522 27,829 Private Forest Land Management Services 309,382 143,767 (165,614) Conservation Parks Management Services 576,077 597,286 21,208 Other Conservation and Land Management Servicef 403,653 419,785 16,132 Corporate Services 795,800 832,808 37,008 Total Program Expenditures 3,585,693 3,603,560 17,867 Objects of Expenses: Staff Expenses 2,234,734 2,348,537 113,804 Staff Related Expenses 66,330 63,251 (3,079) Materials and Supplies 358,902 317,888 (41,014) Purchased Services 862,962 812,247 (50,715) Equipment 15,380 13,975 {1 ,405) Other 47,386 47 662 276 Total Expenditures 3,585,693 3,603,560 17,867 Sources of Revenue: Municipal Levy -Operating 1,001,390 1,076,330 74,940 Provincial Grants 125,078 131,143 6,065 Federal Grants 16,180 16,719 539 User Fees 1,701,897 1,802,593 100,696 Community Support 564,277 375,994 (188,284) Contribution from Reserves 176,871 200 781 23,911 Total Revenue 3,585,693 3,603,560 17,867 Attachment 2 LPRCA DRAFT 2014 MUNICIPAL LEVY· CONSOLIDATED-Draft LEVY AMOUNTS PER CAPITA PER CAPITA MUNICIPALITY OPERATING CAPITAL TOTAL (Watershed) (Munici~lity) Haldimand County $156,682 $18,953 $175,635 $12.59 $5.68 Norfolk County $569,812 $68,928 $638,740 $12.61 $11.98 Norwich Twp. $68,342 $8,267 $76,609 $11.44 $8.46 South-West Oxford Twp. $22,737 $2,750 $25,487 $13.26 $3.98 Tillsonburg $139,320 $16,853 $156,173 $11.91 $11.91 Total Oxford County $230,398 $27,871 $258,269 Brant County $63,662 $7,701 $71,362 $14.43 $2.31 Bayham Municipality $48,122 $5,821 $53,943 $9.57 $9.57 Malahide Township $7,654 $926 $8,580 $12.12 $1.21 $1,076,330 $130,200 $1,206,530 $12.36 $7.30 ,Increase over 2013 $74,940 $4,000 $78,940 f Per Capita Increase over 2013 $0.77 $0.04 $0.81 Attachment 4 Project watershed Flood Control Services Dam Studies and Repairs Backus Heritage and Education §ervices Museum Siding and Window Replacement Conservation PS~rks Management Services Waterford North CA Security Fencing 2014 Capital Levy By Municipality Apportioned by CVA % LPRCA Haldimand Norfolk Norwich South-West Brant County County Township OxfordTwp. Tillson burg County $ 728 $ 2,647 $ 317 $ 106 $ 647 $ 296 $ 2,402 $ 8,735 $ 1,048 $ 349 $ 2,136 $ 976 $ 1,456 $ 5,294 $ 635 $ 211 $ 1,294 $ 591 Other Conservation and Land ManagemJi!nt Services Vehicle Replacement (2 pick-ups) $ 6,187 $ 22,500 $ 2,699 $ 898 $ 5,501 $ 2,514 Motor Pool (1 used dump truck) $ 5,095 $ 18,529 $ 2,222 $ 739 $ 4,530 $ 2,070 Motor Pool (1 front mount lawnmower) $ 2,693 $ 9,794 $ 1,175 $ 391 $ 2,395 $ 1,094 Corporate Services Computer Upgrades $ 393 $ 1,429 $ 171 $ 57 $ 349 $ 160 TOTAL $ 18,953 $ 68,928 -~ 8,26I__$ 2,7§9 $ 16,~_53 $ _Z,701 Attachment 6 Bayham Malahide Municipality Township Total $ 224 $ 36 $ 5,000 $ 738 $ 117 $ 16,500 $ 447 $ 71 $ 10,000 $ 1,900 $ 302 $ 42,500 $ 1,565 $ 249 $ 35,000 $ 827 $ 132 $ 18,500 $ 121 $ 19 $ 2,700 $ 5,821 $ 926 $130,200 Report Title: Report No.: Author: Meeting Type: Council Date: Attachments: RECOMMENDATIONS: STAFF REPORT FINANCE Reserve Policy FIN 13-51 Darrell Eddington COUNCIL MEETING NOVEMBER 25, 2013 THAT Council receives report FIN 13-51 Reserve Policy; THAT Council supports the creation of a reserve bank account; AND THAT By-Law 3779, to adopt the Town of Tillsonburg Reserve Policy, be brought forward for Council consideration. EXECUTIVE SUMMARY Attached for Council's review is the proposed Reserve Policy for the Town. Typically, reserve transfers are maintained and comingled within the Town's general bank account. Staff are recommending that reserves held in cash be transferred to a separate bank account. FINANCIAL IMPACT /FUNDING SOURCE N/A APPROVALS Author Name/Signature Director Name/Signature Finance Name/Signature Darrell Eddington Darrell Eddington Darrell Eddington Date: 11/18/2013 Date: 11/18/13 Date: 11/18/13 THE CORPORATION OF THE TOWN OF TILLSON BURG RESERVE POLICY APPOVAL DATE: REVISION DATE: 11/25/2013 APPENDICES: N/A Page 1 Page 1 of 3 that would otherwise cause fluctuations in the operating or capital budgets. b. To establish reserve funds through the adoption of a by-law for: i. specific purposes as approved by Council. c. All reserves held in cash will be held in a separate bank account. 3.0 ACCOUNTABILITY The Director of Finance or his/her designate shall maintain accountability on behalf of Council relating to the administration of reserves, including the process to transfer to and from reserves once approved by Council. Staff provides recommendations on the transfer of funds to and from reserves. 4.0 PRESCRIBED COUNCIL AUTHORITY a. Establish new reserves; b. Close existing reserves; c. Amalgamate reserves; d. Transfer funds to and from reserves via the approved annual budget; e. Transfer funds to and from reserves through Council resolution not addressed through the budget process. 5.0 REPORTING Projected contributions and uses of reserves are provided as a component on the annual budget process. Reserve and reserve fund balances are provided as a component of the annual Town financial statements. 6.0 OTHER Where any other By-law exists which is in conflict with a provision of this Policy, the provision of this Policy shall be deemed to apply. This Policy shall be reviewed and updated, as appropriate, every five (5) years, following the date of its enactment. MAYOR CLERK DATED Page3 THIS RECIPROCAL USE AGREEMENT made this [•] day of [•], 2013. BElWEEN: RECITALS: THAMES VALLEY DISTRICT SCHOOL BOARD (hereinafter called "TVDSB") -and- CORPORATION OF THE TOWN OF TILLSONBURG (hereinafter called the "Municipality") WHEREAS TVDSB is the owner of lands municipally known as 10 South Ridge Road, Tillsonburg, Ontario N4G OC1 and as more particularly described in Schedule A; AND WHEREAS the Municipality owns the park lands described in Schedule B (the "Municipal Lands"), which adjoin the TVDSB Lands; AND WHEREAS the Parties are entering into this Agreement to set out their understandings in connection with the permitted use of one another's Lands; NOW THEREFORE in consideration of the mutual covenants and agreements contained herein, TVDSB and the Municipality agree as follows: 1.0 DEFINITIONS 1.1 In this Agreement, unless the contrary intention appears: (a) "Agreement" means this reciprocal use agreement and all schedules attached hereto; (b) "Lands" means the TVDSB Lands and the Municipal Lands, collectively or respectively, according to the context; (c) "Law" and "Laws" shall mean and include all applicable laws, by- laws, regulations, requirements, orders, notices, policies and directions of all governmental or regulatory authorities and any other persons having jurisdiction over the Lands, the Parties or any of them; (d) "Municipal Lands" has the meaning set out in the second recital of this Agreement; (e) "Non School Related Times" means all times between dawn and dusk other than School Related Times; -3- (b) the Municipality shall be entitled, in its absolute discretion, to limit access to the Municipal Lands, or any part thereof, should the Municipality determine that such access will cause unreasonable wear and tear to the Municipal Lands or that such exclusion is necessary in order to allow the Municipal Lands, or any part thereof, to recover from use or weather conditions. 3.4 The Municipality shall be entitled to refuse access to and/or usage of the Municipal Lands by any person should the conduct or behavior of such person breach or offend any policies, procedures or rules of the Municipality. 3.5 Subject to the above provisions of this Section 3.0 above, as well as the remaining provisions of this Agreement, the Municipality agrees that the Municipal Lands may be accessed and used by teachers, administrators and students of the School during the School Year for recreational purposes. 3.6 TVDSB shall not use and shall not permit those it is responsible for at Law to use the Municipal Lands in a manner which is likely to damage or injure any person or part of the Municipal Lands, normal wear and tear excepted. 3.7 Neither TVDSB, nor any persons for whom it is responsible for at Law, shall: (a) place or erect any structure on the Municipal Lands; (b) dig on or intentionally alter the surface of the Municipal Lands (other than in play areas where digging is intended (i.e. sand box)); (c) mark or paint any surface of the Municipal Lands; (d) leave any litter or refuse on the Municipal Lands; (e) post or display any signs or other materials on the Municipal Lands or any structures located thereon; or (f) park any vehicle on the Municipal Lands, other than on a temporary basis in the designated public parking areas. 4.0 TVDSB LANDS 4.1 The Municipality hereby acknowledges and agrees that nothing contained herein or arising herefrom will provide the Municipality with any right or interest in the nature of an ownership or leasehold interest in the TVDSB Lands. 4.2 The maintenance and upkeep of the TVDSB Lands shall be the responsibility of TVDSB. TVDSB shall be entitled to determine its own standards, in accordance with Law, for the maintenance and upkeep of the TVDSB Lands. Notwithstanding same, the Municipality shall be PRS 13-26-A ITO I -Joint Use Agreement.docx -5- the TVDSB Lands, or any part thereof, to recover from use or weather conditions. 4.4 TVDSB shall be entitled to refuse access to and usage of the TVDSB Lands by any person should the conduct or behavior of such person breach or offend any policies, procedures or rules of TVDSB, including those with respect to the operation of safe schools. 4.5 Subject to the above provisions of this Section 4.0, as well as the remaining provisions of this Agreement, TVDSB agrees that the TVDSB Lands may be accessed and used by members of the public for general, unorganized, recreational purposes during Non School Related Times. 4.6 The Municipality shall not use and shall not permit those it is responsible for at Law to use the TVDSB Lands in a manner which is incompatible with the safe and proper operation of the School or in a manner which is likely to damage or injure any person or part of the TVDSB Lands or the School, normal wear and tear excepted. 4.7 Neither the Municipality, nor any persons for whom it is responsible for at Law, shall: (a) place or erect any structure on the TVDSB Lands; (b) dig on or intentionally alter the surface of the TVDSB Lands (other than in play areas where digging is intended (i.e. sand box)); (c) mark or paint any surface of the TVDSB Lands; (d) leave any litter or refuse on the TVDSB Lands; (e) post or display any signs or other materials on the TVDSB Lands or any structures located thereon; or (f) park any vehicle on the TVDSB Lands, other than on a temporary basis in the designated public parking areas. 4.8 The Municipality acknowledges that smoking on the TVDSB Lands is prohibited. The Municipality shall use reasonable efforts to ensure that those persons for whom it is responsible for at Law comply with such prohibition. 5.0 PROGRAMS 5.1 Each Party shall be responsible for: its own programs held on the Lands; any supervision required in respect of its own programs; and, all costs associated with its own programs. PRS 13-26-ATIOI -Joint Use Agreement.docx -7- additional insured with respect to TVDSB rights and obligations under this Agreement; and, (b) TVDSB will provide the Municipality with evidence of the insurance described in Section 8.2(a) above promptly upon request. Such certificate shall be delivered within thirty (30) days of commencement of this Agreement and thereafter once annually on renewal of insurance coverage. 8.3 The Parties acknowledge that each will carry all risks property insurance on its Lands in the type, form and amount which a prudent owner, acting reasonably, in the circumstances would consider appropriate, having regard to the cost and availability thereof. 9.0 MUTUAL INDEMNIFICATION AND WAIVER 9.1 The Municipality shall indemnify and hold TVDSB harmless from and against all liability, loss, claims, demands, costs and expenses, including reasonable legal fees, occasioned wholly or in part by any negligence or acts or omissions of the Municipality, its officers, agents, employees, invitees or those for whom it is otherwise responsible for at Law, arising out of any cause whatsoever through its use of the TVDSB Lands. 9.2 TVDSB shall indemnify and hold the Municipality harmless from and against all liability, loss, claims, demands, costs and expenses, including reasonable legal fees, occasioned wholly or in part by any negligence or acts or omissions of TVDSB, its officers, agents, licensees, employees, invitees or those for whom it is otherwise responsible for at Law, arising out of any cause whatsoever through its use of the Municipal Lands. 10.0 GENERAL 10.1 This Agreement nor any part hereof may be assigned by either Party, without the prior written consent of the other Party. 10.2 No amendment, change, or modification to this Agreement shall be valid unless authorized in writing by both of the Parties. 10.3 Any notice to the Parties hereto (herein a "Communication") may be delivered personally, sent by prepaid mail or by email or facsimile transmission as follows: To TVDSB as follows: The Thames Valley District Board of Education 951 Leathorne Street London, ON N5Z 3M7 Attention: Executive Officer-Facility Services and Capital Planning PRS 13-26-ATIOI -Joint Use Agreement.docx -9- 10.9 This Agreement shall not be registered on title of any of the Lands, other than on and subject to the express written agreement of both Parties. IN WITNESS WHEREOF the Parties have executed this Agreement as of the date first above written. THAMES VALLEY DISTRICT SCHOOL BOARD Per: Name: Title: Per: Name: Title: CORPORATION OF THE TOWN OF TILLSONBURG Per: Name: Title: Per: Name: Title: PRS 13-26-AlTO! -Joint Use Agreement.docx Description: Schedule B Description of Municipal Lands PT L T 8 CON 10 DEREHAM PT 2, 3 & 4 41 R3871; TILLSON BURG Site Address 20 SOUTH RIDGE RD STAFF REPORT PARKS & RECREATION SERVICES DEPARTMENT Report Title: Report No.: Author: Meeting Type: Council Date: Attachments: RECOMMENDATION: PRS Strategic Master Plan Progress Update PRS 13-27 Susie Wray COUNCIL MEETING NOVEMBER 25, 2013 • Vision & Guiding Principles • Master Plan Status Document THAT Council receives Staff Report PRS 13-27 PRS Strategic Master Plan Progress Update as information; and THAT Council reaffirm the Town's commitment to the Vision and Guiding Principles outlined in the Community Parks, Recreation & Cultural Strategic Master Plan. EXECUTIVE SUMMARY The main purpose of this report is to update Council on progress to date with regard to the Community Parks, Recreation & Cultural Strategic Master Plan completed in 2011. The secondary purpose is to give Council the opportunity to reaffirm the key components of the Strategic Master Plan. The Parks & Recreation Services Department continues to utilize the Strategic Master Plan as a guiding document for establishing annual priorities and business plans, as well as to shape responses to emerging opportunities and issues. BACKGROUND The Strategic Master Plan (SMP) process was initiated in 2010 and completed in early 2012. The SMP outlines a Vision and Guiding Principles for the delivery of parks, recreation and cultural services by the Town, and contains 98 Goals to support achieving the Vision. To date, 20 of the 32 Short Term Goals have been completed and 1 of the 15 Medium Term Goals has been completed. Further, many of the 52 Ongoing Goals have been and continue to be acted on. A subcommittee of the Parks & Recreation Advisory Committee was tasked with oversight of the public consultation process for the SMP and was instrumental in shaping the final document. Key elements of the Strategic Master Plan Vision for Parks, Recreation & Culture Tillsonburg is a vibrant, active & sustainably-driven municipality that provides our residents with a desirable quality of life through the provision of high-quality parks, sports, recreation, arts, and cultural opportunities. 113 PRS 13-27-PRS Strategic Master Plan Progress Update.docx CAO APPROVALS Author Name/Signature Director Name/Signature Finance Name/Signature PRS 13-27-PRS Strategic Master Plan Progress Update.docx Susie Wray, Program Coordinator Rick Cox, Director of Parks & Recreation Darrell Eddington 3/3 Date: Nov 11, 2013 Date: Nov 20, 2013 Date: 11/21/13 CAO Guiding Principle 1: Striving for Service Excellence Tillson burg will continue to strive to provide parks, facilities and services in a manner that is sustainable, innovative, fiscally-responsible and driven by customer service. Guiding Principle 2: An Integrated & Collaborative Approach In order to best meet the needs of our residents, the delivery of high quality spaces and programs will be viewed holistically and implemented by working hand-in-hand with a range of municipal departments, supporting volunteers, and establishing strategic partnerships that will maximize the public interest through a community-development approach. Guiding Principle 3: Innovative & Appropriate Infrastructure Parks, recreation and cultural facilities will be provided in an inclusive and integrated manner, to create opportunities for multi-use, multi-generational, and multi-seasonal experiences that meet the diverse needs of Tillson burg's population. Guiding Principle 4: Embracing the Arts, Culture & Heritage The Town will work with its vibrant arts, cultural and heritage sector to enhance and further develop the creative capacity ofTillsonburg and proudly showcase our roots to visitors. Guiding Principle 5: Focus on Wellness Through Programming A continued emphasis will be placed on facilitating inclusive activities that promote healthy living, physical activity, wellness, skill development, knowledge, and community pride through the collaborative delivery of structured and unstructured opportunities to key markets such as youth, older adults, newcomers and families. Guiding Principle 6: A Functional and Sustainable Parks System Parks, trails and open spaces will be designed and managed in an integrated manner so as to enable sustainable ecological management practices, link residential and employment areas, and provide opportunities for a wide variety of active and passive recreation and cultural experiences. STAFF REPORT PARKS AND RECREATION SERVICES Title: Ball Diamond Complex Relocation Report No.: PRS 13-29 Author: Janet McCurdy Meeting Type: COUNCIL MEETING Council/Committee NOVEMBER 25, 2013 Date: Attachments: • Summary Of Survey Results RECOMMENDATION THAT Council receive Report PRS 13-29-Ball Diamond Complex Relocation for information; AND THAT Council authorize staff to work with user groups to pursue grant opportunities. EXECUTIVE SUMMARY Council requested that PRS staff provide a report back to Council on a baseball complex similar to the soccer complex, including a discussion about partnerships with the Baseball stakeholders and other Community groups. BACKGROUND In 2011, the Town of Tillson burg embraced the Community Parks, Recreation & Cultural Strategic Master Plan. In that plan, Guiding Principle 3-18 recommends: "The Annandale Ball Diamonds should be relocated to an alternative location where they can be reconstructed with appropriate field dimensions and playing standards required to meet the needs of local ball organizations. As such, consultations with local user groups will be required prior to relocating and redesigning the Annandale Ball Diamonds". Subsequent to Council's direction in May of this year, Parks and Recreation Services (PRS) staff invited the leadership of the softball and hardball organizations to a meeting where the idea was discussed. The idea was also discussed at a meeting of slo-pitch tournament organizers. The reaction to the idea from attendees at both meetings appeared to range from guarded interest to outright enthusiasm. It was communicated to the user group representatives that Council viewed the soccer park model as a success and therefore it seemed likely there would be a fairly positive reaction to a similar approach for a ball park. A key requirement for success was identified as the need for strong champions/leaders from within the ball user community who would be willing to spearhead the project. Staff asked the key individuals present about the best way to evaluate the support for such a project from the user groups, and the consensus was that a survey of participants scheduled for late summer would be the most effective way. 1/3 PRS 13-29-Ball diamond complex relocation survey.docx CAO User Feedback Even with the strong support and engagement of the leadership of the user groups, it was not easy to get a strong response about the concept from the users in general. A summary of the survey questions and responses is attached. PRS staff interpret the following from the participation levels and the results: • Most respondents (82%) do not want to actively work on a project to build new diamonds; • Most respondents (64%) do not feel that playing ball in Tillsonburg is expensive; • Most respondents (66%) would be willing to pay more to play if the existing facilities were improved. • The suggested improvements are reasonable, scalable and can be phased over several years. Other Considerations The residential area south of the Annandale Diamonds has experienced some negative impacts as a result of the growth in usage of the diamonds, particularly during weekend tournaments. If the Annandale site is going to continue to be the location for the diamonds, the issues of parking, lighting pollution and stray fly balls must be addressed, and mitigating these will be included in any plan for improvements. The Memorial Park vision and concept consultation process scheduled for Ql 2014 may provide additional insight and direction regarding the number, arrangement and amenities of diamonds at that location. CONSULTATION/COMMUNICATION PRS staff consulted with Town staff in the Development and Communication Services An online survey was placed on the Town's Website and Town's Facebook . It was emailed to all Ball league Representatives, Tournament Convenors and Special Event Coordinators. The survey was available August 2013 until October 12th 2013. A total of 65 responses were received. FINANCIAL IMPACT/FUNDING SOURCE An allocation of $30,000 for improvements at the Annandale location is included in the draft 2014 Budget. This allocation is proposed to be funded through development charges ($27,000) and contributions from the user groups ($3,000). APPROVALS Author Name/Signature Director Name/Signature Finance Name/Signature PRS l3-29-Ball diamond coll1>lex relocation survey.docx Janet Mccurdy Community Centre/Recreation Program Manager Rick Cox Director Of Parks & Recreation Darrell Eddington 3/3 DATE: Nov 15, 2013 DATE: Nov 20, 2013 DATE: 11/21/13 CAO Below is a summary of the five survey questions. Question #1 This multi-purpose ball facility would include fastball, hardball and slo-pitch. Financial implications will be for a Major lit ball diamonds with irrigation/drainage a capital cost of $250,000-$300,000 per diamond or approximately $2.5 million for 5 diamonds. The question to the Ball User was " Do you or your team support moving forward on this $2.5 million initiative, through volunteering on a committee or fundraising"? Response 82%-No 18%-Yes Question 2: How do you feel about the following statements, with 1 being Strongly Disagree and 4 being Strongly Agree? Rating I am happy with the I would be I would be willing to pay existing facilities willing to pay more to play ball in and the costs for more to play ball Tillson burg if the existing using them. in Tillsonburg at facilities were improved. a new facility. 1 31.25% 18.17% 14.06% 2 25% 26.56o/o 20.31% 3 18.75% 15.63% 45.31% 4 25% 39.06% 20.31% Question 3: What improvements would you like to see at the existing facilities? Fencing · Improved Infields Properly Lit Diamonds with upgraded standards Irrigation and drainage Updated Washrooms Lines Burnt in with correct dimensions Covered Dugouts Batting Cages Equipment Storage PRS 13-29-ATIO I -Summary of Survey Results.docx 1/3 Playing ball in Tillsonburg is expensive 35.94% 28.13% 20.31% 15.63% • There is major interest in baseball in our community and such interest should result in top notch facilities. When Tillsonburg hosts tournaments it brings in a lot of revenue which benefits everyone in these tough economic times. • With the amount of baseball played in this town and the number of tournaments hosted, I believe a new and improved facility is much needed. Better facilities will bring in more out of area teams which will result in more business in the town. • I know that diamond time is a concern we do not have enough diamonds for all of the teams we currently have We could move more schedules around if we have more light diamonds giving our children of our community more early slots Adults would be able to play later in 7:45 time slots if we had 1 or two more light diamonds. • Tillsonburg is a great baseball town consisting of 14 ladies teams and 24 men's teams presently as well as kid's ball! Time and money spent on these facilities would greatly improve people's willingness to help and ultimately can mean the difference between someone's child playing ball or getting involved instead of many other unhealthy facets • I would much rather improvements done to existing facilities than a new facility built. Diamonds are in central locations and accessible to residents in Town. • Question 5: • If you would like to be contacted, please provide contact information. 21 people provided contact information. 3/3 PRS 13-29-A ITO I-Summary of Survey Results.docx LONG POINT REGION CONSERVATION AUTHORITY BOARD OF DIRECTORS MINUTES -October 2"d, 2013 (as approved at the Board of Directors Meeting held November 6, 2013) Members in attendance: L. Bartlett, D. Beres, R. Chambers, B. Chanyi, M. Columbus and E. Ketchabaw. Staff in attendance: C. Evanitski, J. Robertson, J. Maxwell, D. Holmes, B. Hodi and D. Mclachlan Regrets: R. Geysens, R. Sackrider and D. Travale The LPRCA Vice-Chair assumed the Chair and called the meeting to order at 6:30pm Wednesday, October 2"d, 2013 in the Tillsonburg Boardroom. ADDITIONAL AGENDA ITEMS None DISCLOSURES OF INTEREST None DEPUTATIONS: SCOTI DAVIS, FOREST CERTIFICATION COORDINATOR, EASTERN ONTARIO MODEL FOREST (EOMF) Mr. Davis explained that the EOMF is a non-profit, charitable organization that has three objectives: 1. Work with all stakeholders to develop new and existing forest-based opportunities 2. Work with stakeholders to pilot new ideas and innovative programs 3. To develop and share sustainable forest management practices and tools with others. After a brief history, Mr. Davis stated that the EOMF received their third five-year Forest Stewardship Council (FSC) certification from Smartwood (a subsidiary of Rainforest Alliance) in March of 2013. He stated that the demand for certified wood is growing as shown by the European Union who recently passed a regulation to not accept non- certified wood products. To become certified LPRCA must complete a risk/gap analysis, submit a Forest Management Plan, complete a Memorandum of Understanding, create a profile using the EOMF data-management tool, implement operations according to policies and procedures, pay an annual contribution to EOMF based on a costing matrix, and report annual volumes. FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale - 1 - None CORRESPONDENCE MOTION A-152/13 moved: D. Beres seconded: R. Chambers That correspondence outlined in the Board of Directors' Agenda of October ~d' 2013 be received as information. CARRIED DEVELOPMENT APPLICATIONS a) Staff Approved applications-August and September, 2013 Staff approved 24 applications over the past two months: NC-82/13-1 , NC-83/13-1 , NC-84/13, NC-85/13, NC-86/13, HC-48/13, BA-8/13, NC-88/13, NC-89/13-1, BA- 9/13, NC-90/13, NC-91 /13, NC-92/13, NC-93/13-1, BA-1 0/13, NC-94/13, NC-98/13- 1, HC-49/13, NC-99/13-1, NC-100/13, NC-101/13-1, NC-102/13, TIL-4/13, HC- 50/13. H. Surette clarified the permitted items in response to questions from the Board. MOTION A-153/13 moved: R. Chambers seconded: D. Beres That the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation Applications report as information. CARRIED b) New Applications The Planning Department sought approval for a total of three applications, two replacement dwellings and one building addition. H. Surette confirmed that application BA-11/13 was a resubmission of a previous application. MOTION A-154/13 moved: D. Beres seconded: R. Chambers THAT the LPRCA Board of Directors approves the following Development Applications contained within the background section of this report: A. For Work under Section 28 Regulations, Development, Interference with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O. 1990 Reg. 178/06), NC-104/13 BA-11113 NC-105113 B. That the designated officers of LPRCA be authorized to complete the approval process for these Development Applications, as far as it relates to LPRCA 's mandate and related Regulations. FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale -3- d) PROVINCIAL MUSEUM POLICY UPDATE Phase two of the Museum Standards is due October 31st, 2013. The policies distributed at the meeting were an amended version of those distributed with the agenda after evaluation and feedback from the CMOG advisor. J. Robertson reviewed the amendments. MOTION A-158/13 moved by: M. Columbus seconded: D. Beres THAT the LPRCA Board of Directors approves the updated Collections, Conservation and Exhibition Policies for Backus Heritage Village as recommended by the Backus Museum Committee. CARRIED e) LPRCA STRATEGIC PLAN APPROVAL REPORT The GM presented the final draft of the Five-Year Strategic Plan and as mentioned in the report it has been suggested that the Strategic Plan be reviewed annually. After a meeting with park staff, it was decided that the plan to rotate supervisors and assistant supervisors be grandfathered. Further discussion centered on extra fees for extra amenities. MOTION A-159/13 moved: D. Beres seconded: M. Columbus THAT the LPRCA Board of Directors approves the 2014-2018 LPRCA Strategy presented at its meeting of October ~a, 20 13; AND that the Strategic Work Plan be endorsed as a guide to assist the Board and staff with implementation of said plan over the next five years. CARRIED f) LPRCA ADMINISTRATION OFFICE LOW IMPACT TENDER REPORT As mentioned in the report, LPRCA secured funding for this project through the RBC Blue Water Project. There is currently no stormwater management on site. A request for tender was circulated to six engineering firms and four responded. Staff recommended to utilize the services of Cyril J. Demeyere Limited as their bid included a number of valued added items. . MOTION A-160/13 moved: D. Travale seconded: R. Sackrider THAT the LPRCA Board of Directors approves the proposal received from Cyril J. Demeyere Limited for a total of $11,650 (plus tax) for engineering services to implement FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale -5- MOTION A-164/13 moved by: L. Bartlett seconded: R. Chambers That the LPRCA Board of Directors does now adjourn from the "In Camera" session. CARRIED MOTION A-165/13 moved by: L. Bartlett seconded: M. Columbus THAT the LPRCA Board of Directors receives the verbal report regarding Hay Creek as information. The Vice-Chair adjourned the meeting at 8:50pm. Ed Ketchabaw Vice Chair Dana Mclachlan Administrative Assistant FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale -7- CARRIED Page 11 TOWN OF TILLSONBURG DEVELOPMENT COMMITTEE MINUTES DATE: Tuesday, July 11, 2013 TIME: 7:30am LOCATION: Board Room, Customer Service Centre-10 Lisgar Ave Committee Members in Attendance: Henry Spanjers, Randy Thornton, Lisa Gilvesy, Melissa Verspeeten, Ann Loker, Mike Bossy, Scott McLean, Kirby Heckford, Councillor Mel Getty, Mayor John Lessif Staff Present: David Calder, David Samis, Amber Zimmer Regrets: Cedric Tomico 1) Call to Order Meeting was called to order at 7:32am 2) Adoption of Agenda Randy Thornton -1st Henry Spanjers-2nd "Carried" 3) Disclosure of Pecuniary Interest No disclosures of pecuniary interest were declared by the Committee 4) Adoption of Minutes of June 13th, 2013 and June 25tb, 2013 Mike Bossy -1st Randy Thornton -2nd "Carried" 5) SWOT Analysis -M. Bossy -D. Calder discussed the August 121h meeting of Council and stated that the Strategic Plan would be looked at then. -M. Bossy requested that the Committee put the SWOT analysis on hold until the issue is addressed by Council. CORPORATE OFFICE 200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone (519) 842-6428, Fax (519) 842-9431 www.tillsonburg.ca 9) Potential Food Supplier-L. Gilvesy -Discussed a potential local food initiative in the Town. 10) Committee Work Plan -L. Gilvesy presented the Terms of Reference RESOLVE THAT the Committee approve the Terms of Reference. Scott McLean -1st Henry Spanjers-2nd "Carried" 11) Chamber Update-M. Bossy -Chamber Strategic Plan was approved -Chamber looking for store front committee Chamber/BIA space -China trips has been set-41 people have been confirmed -Aug 151h-golf tournament-committee to notify David Samis if interest in golfing 12}BIA Update -No update was given 13) Real Estate Board Update-M. Verspeeten -Gave update on commercial listings 14) Roundtable 15) Date of Next Meeting -Thursday August 810, 2013-7:30am 16) Adjourned at 9:23am Randy Thorton -1st "Carried" CORPORATE OFFICE 200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone (519) 842-6428, Fax (519) 842-9431 www. tillsonburg.ca Page 13 Page 11 TOWN OF TILLSONBURG DEVELOPMENT COMMITTEE MINUTES DATE: Tuesday, August 8, 2013 TIME: 7:30am LOCATION: Board Room, Customer Service Centre -10 Lisgar Ave Committee Members in Attendance: Henry Spanjers, Randy Thornton, Lisa Gilvesy, Ann Loker, Mike Bossy, Scott McLean, Kirby Heckford, Councillor Mel Getty, Mayor John Lessif, Cedric Tomico Staff Present: David Calder, David Samis, Amber Zimmer Regrets: Melissa V erspeeten 1) Call to Order Meeting was called to order at 7:33am 2) Adoption of Agenda as amended Ann Loker -1st Randy Thornton -2nd "Carried" 3) Disclosure of Pecuniary Interest No disclosures of pecuniary interest were declared by the Committee 4) Adoption of Minutes of July 11th, 2013 Mike Bossy-1st Henry Spanjers-2nd "Carried" 5) SWEA Update-D. Samis -D. Samis provided an update on the SWEA conference he attended. -Possible lunch and learn or workshop with Chamber and BIA by Katie Ward who focuses on social media and how to attract young adults CORPORATE OFFICE 200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone (519) 842-6428, Fax (519) 842-9431 www. tillsonburg.ca Page 13 - A report will come back to Development Committee in September 11) Chamber Update -Hired realtor to look for office space 12) BIA Update-C. Tomico -Fa«;ade improvement program underway with twenty-one properties that are currently interested -Wi-fi up and running-Titled as ShopTillsonburg -Turtlefest was a success with attendance well over 10 000 during two day event -Next year Turtlefest will be June 13th-14th, 2014 -Sidewalk sale -August 15, 16, 17th 13) Real Estate Board Update -No update was given. 14) Roundtable 15) Date of Next Meeting -Thursday September 19t\ 2013 -7:30am 16) Adjourned at 9:35am M. Bossy -1st "Carried" CORPORATE OFFICE 200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone (519) 842-6428, Fax (519) 842-9431 www. till so nburg.ca Page 11 TOWN OF TILLSONBURG DEVELOPMENT COMMITTEE MINUTES DATE: Thursday, September 19, 2013 TIME: 7:30am LOCATION: Board Room, Customer Service Centre-10 Lisgar Ave Committee Members in Attendance: Henry Spanjers, Randy Thornton, Lisa Gilvesy, Ann Loker, Mike Bossy, Kirby Heckford, Mayor John Lessif, Cedric Tomico, Melissa Verspeeten Staff Present: Amber Zimmer, Cephas Panschow, Colleen Pepper Regrets: David Calder, Scott McLean, Councillor Mel Getty, 1) Call to Order Meeting was called to order at 7:33am 2) Adoption of Agenda Randy Thornton -1st Henry Spanjers -2nd "Carried" 3) Disclosure of Pecuniary Interest 4) Adoption of Minutes of August 8th, 2013 Kirby Heckford -1st Henry Spanjers-2nd "Carried" 5) Fanshawe College Discussion -D. Calder -Item deferred until October meeting 6) Airport Discussion -D. Calder -Item deferred until October meeting -Mayor gave update regarding shareo taxes CORPORATE OFFICE 200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone (519) 842-6428, Fax (519) 842-9431 www.tillsonburg.ca MINUTES Town of Tillsonburg Special Meeting for the Cemetery and Heritage Advisory Committee on on August 1. 2013 @ 3:30 p.m. Lions Den CALL TO ORDER: The meeting was called to order at 3:40 PM by Robert Marsden. MEMBERS PRESENT: John Armstrong, Kelly Batt, Paul Decloet, Robert Marsden, Susan Saelens, Marian Smith, Amber Zimmer, also Rick Cox (Director of Parks & Recreation) MEMBERS ABSENT/REGRETS: Judy Biro, Sandra Bray, Reg Butcher, Biff Jarvis, Brian Stephenson, Maurice Verhoeve, Janet Wilkinson DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF: None declared ADOPTION OF AGENDA: • Resolved That the agenda as prepared for this meeting be adopted with the additions as noted. Moved by Sue Saelens, seconded by Paul DeCioet. Carried. NEW BUSINESS: 1. Purchase of land for cemetery expansion. WHEREAS the present cemetery has a limited capacity and will, within the next 30 to 40 years, be unable to accept in ground burials WHEREAS it would be an advantage for upkeep and uniformity to purchase land as near as possible to the present 1. cemetery WHEREAS the only available land close to the present cemetery at this time is the farm land on the south side of Mall Road THEREFORE BE IT RESOLVED THAT the Heritage, Beautification and Cemetery Advisory Committee would recommend that the Tillsonburg Town Council purchase the farm property for sale on the south side of Mall Road for future cemetery expansion and other potential uses. Moved by Paul DeCioet and seconded by Susan Saelens. Carried NEXT MEETING DATE: September 5, 2013 at 3:30p.m. in the Marwood Lounge. Future meetings will be the first Thursday of each month unless designated otherwise. ADJOURNMENT: The meeting was adjourned at 4:00 p.m. MINUTES Town of Tillson burg Meeting for the Heritage, Beautification & Cemetery Advisory Committee September 5. 2013@ 3:30p.m. Lions Den CALL TO ORDER: The meeting was called to order at 3:38 PM by Robert Marsden. MEMBERS PRESENT: Kelly Batt, , Biff Jarvis, Robert Marsden, Susan Saelens, Brian Stephenson, Marian Smith, Maurice Verhoeve, Janet Wilkinson, Amber Zimmer MEMBERS ABSENT/REGRETS: John Armstrong, Judy Biro, Sandra Bray, Reg Butcher, Biff Jarvis, Marian Smith DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF: None declared ADOPTION OF AGENDA: • Additions to New Business: • Resolved That the agenda as prepared for this meeting be adopted with the additions as noted. Moved by Janet Wilkinson, seconded by Paul DeCioet. Carried. MINUTES & BUSINESS ARISING OUT OF THE MINUTES: • Resolved That the minutes of the meeting of June 6, 2013 be adopted as presented. Moved by Brian Stephenson, seconded by Sue Saelens. Carried. • Resolved That the minutes of the meeting of August 1, 2013 be adopted as presented. Moved by Paul DeCioet, seconded by Brian Stephenson. Carried. 1. Purchase of land for cemetery expansion 2. Results of survey on cemetery sign: results of the survey were reviewed and recorded and a letter including the following resolution was sent from Cemetery ad hoc committee to Council. a) Resolved That the ad hoc committee recommend that, based on the survey results, the Town restore the old cemetery sign. Further Resolved That the ad hoc committee recommend that the current sign be moved to a more suitable location in town. Moved by Paul DeCioet, seconded by Brian Stephenson. Carried. The original signage of concrete letters will not be like the original (rock base for maintenance); add address across the arches, use of armor stone -recommendation by Vision Committee. 3. Rolph Street Public School: TACAC to look at Rolph Street Public School designation as Heritage. Bob Marsden to call meeting of interested committee members to establish designation as heritage . • PRESENTATIONS/DEPUTATIONS 1. Customer service video cancelled by Amber Zimmer. NEW BUSINESS: 1. Terms of Reference was held over to next meeting. Committee members were asked to read over carefully. (reminder: these Terms of Reference were already accepted by the committee with the changes made-see minutes of June 6) 2. Designation of plaque for Tribe mausoleum -from Amber "ACR" to Kelly to be applied left of door at eye level. 3. Stone pillars at entrance to fairgrounds. There are stone pillars on Sanders Street (presented by Ministry of Agriculture) and on Ross Street (Van Norman and Tribe Family memorials) entrances. One large pillar was hit and damaged but the stones were kept by Kelly Batt. A local mason is repairing it for a cost of under $1,000. Recommended to keep the pillars maintained and protected. 4. Ad Hoc Committee: Laurie Beechey speech called attention to buildings of heritage value: Vance House, Ostrander House, Seven Gables, etc. Ad hoc committee to bring back information to this committee. 5. Street names with significant heritage and cultural value-use plaque at Community Centre of names of war casualties from WW1; look at ideas for names of streets in new subdivisions (heritage value) for next meeting. GENERAL BUSINESS AND REPORTS: None CORRESPONDENCE: None OTHER BUSINESS: None MINUTES Town of Tillsonburg Meeting for the Heritage, Beautification & Cemetery Advisory Committee October 3. 2013 @ 3:30 p.m. Lions Den CALL TO ORDER: The meeting was called to order at 3:30 PM by Robert Marsden. MEMBERS PRESENT: John Armstrong, Kelly Batt, Paul DeCioet, Robert Marsden, Susan Saelens, Brian Stephenson, Marian Smith, Maurice Verhoeve, Janet Wilkinson, MEMBERS ABSENT/REGRETS: Judy Biro, Sandra Bray, Reg Butcher, Amber Zimmer DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF: None declared ADOPTION OF AGENDA: Additions: 1. Fairgrounds pillars 2. Pioneer cemetery 3. TACAC 2015 calendar 4. Historical designation of house on the corner of Bear & Rolph Streets 5. Draft mission statement • Resolved That the agenda as prepared for this meeting be adopted with the additions as noted. Moved by Paul DeCioet, seconded by Brian Stephenson. Carried. MINUTES & BUSINESS ARISING OUT OF THE MINUTES: 1. Resolved That the minutes of the meeting of September 5, 2013 be adopted as presented. Moved by Brian Stephenson, seconded by Sue Saelens. Carried. 1. Rolph Street Public School historical designation: Sue Saelens will be the designated representative from this committee to research and compile the historical information on Rolph Street School prior to presenting the recommendation to Council for historical designation. After discussion, it was decided to include the interior of the school in the designation request. 2. Terms of Reference were accepted by the committee with the changes made at the meeting of June 6. 3. List of potential street names: Resolved that the list of names to be presented to Council would include the last names of soldiers who gave up their lives in service to Canada and also prominent medical professionals who lived in Tillsonburg. Moved by Brian Stephenson, seconded by Janet Wilkinson. Carried. 4. Stone pillars at entrances to fairgrounds: Pillars at the west gate have been repaired. Pillars at south entrance need attention. Kelly Batt will make note of this. 5. Pioneer cemetery: dowser has located a potential 1 ,000 graves. There will be research done to try to identify the names of these graves and a stone erected with the names engraved of those interred here. 6. Historical plaque for Tribe mausoleum: this has been installed. 7. Cemetery sign: Town staff are preparing a report about removing the sign and replacing the stone letters with others that will be more appropriate for ongoing maintenance. PRESENTATIONS/DEPUTATIONS NEW BUSINESS: 1. TACAC calendar: this is a proposal for 2015. Pictures have been assembled and sorted and need to be chosen for the calendar. Janet Wilkinson and Paul DeCioet have volunteered to complete this task 2. There is a house on the corner of Bear Street and Rolph Street that has significant architectural interest. Resolved that this house be investigated for a potential historical designation. Moved by Brian Stephenson, seconded by John Armstrong. Carried. GENERAL BUSINESS AND REPORTS: None Accessibility Advisory Committee Minutes from the meeting of July 2, 2013 In Attendance: Michael Kadey, Helen Lamas-Parker, Irene Streng, Larry Streng, Linda Rigole, Amber Zimmer Regrets: Donna Acre, Councillor Stephenson, Mike Cerna, 1} Meeting called to order by H. Lamas-Parker at 3:38pm 2) Approval of Agenda Moved by: /. Streng Seconded by: M. Kadey Resolve that the agenda for the meeting of July 2, 2013 be adopted. "Carried" 3} Adoption of Minutes from meetings of June 4, 2013. Moved by: M. Kadey Seconded by: H. Lamas-Parker Resolve that the minutes from the meetings of June 4, 2013 adopted. "Carried" 4) Disclosure of Pecuniary Interest: none were disclosed Introduction H. Lamas-Parker introduced the Committees' newest member, Linda Rigole 5} Report on Marketing the AAC committee-H. Lamas-Parker -Committee discussed free marketing of meetings meetings in local advertisements to raise awareness. -Discuss ads in Coffee News, Radio station, Inside Tillsonburg, and Rogers. - A letter will need to be created to send request. Resolution: RESOLVE THAT the Committee contact marketing outlets regarding free advertisements about Committee meeting dates. M. Kadey -1st L. Streng-2"d "Carried" 6} Tentative goals 2013-2015 reviewed -Committee reviewed the below goals for the Committee's term. 1. Conduct Site Reviews to determine accessibility of various locations including the Tillson burg Cemetery and Tillsonburg Airport. 2. Ensure that the town facilities are accessible not only for users, but also for prospective employees. 3. Invite guests to meet with committee to gain more insight on accessibility issues in Tillsonburg. ) MEETING: PLACE: DATE: TIME: . ·. .... ;.&!]1 TILLSON BURG POLICE SERVICES BOAR[l)~t ·.· ·.·· .. ··. . ,, •. . .... ·-~~: Minutes GENERAL MEETING Tillsonburg, OPP Detachment Boardroom Wednesday, September 18, 2013 8:00a.m. AGENDA DISCUSSION I ITEM I Call to Order The Chair called the General session of the Board to order at 8:00am. 2 Attendance 3 Declaration of Pecunimy Interest 4 Approval of Agenda The Agenda was presented to the Board for approval. Present: Larry Scanlan, Chair John Smith, Vice Chair David Palmer Deputy Mayor Mark Renaud Susie Wray, Secretary Inspector Tim Clark Regrets: Mayor John Lessif None On motion made by John Smith, seconded by David Palmer, and carried, the Agenda was approved. 5 Approval of Previous Minutes 6 The Minutes of a meeting of the Board held on August 21, 2013 were presented to the Board for approval. Issues Arising from previous minutes 7 Presentations I Delegations D PC Mark Jones, member of the CDPU and Technical Collision Analyst with Norfolk OPP attended the Board meeting to present on a new speed monitoring system in place in Norfolk County. The Speed Spy is a covert, stationary, mounted data collection unit capable of collecting traffic intelligence for the OPP with a capacity of recording 130,000 traffic counts. Within the unit is a radar head, data logger and battery (with a two day continuous charge capacity). On motion made by David Palmer, seconded by John Smith and carried the Minutes ofthe meeting held on August 21, 20 13 were approved. None Board will defer discussions regarding this unit to the October 2013 Board meeting. 1 I 'AGENDA ) ITEM 10 cont'd I DISCUSSION • 197 provincial offences tickets in August • Total hours worked less minimum hours was 356.445 in August Members of the OPP attended 599 calls for service in August with an 84.0% clearance rate. The most serious of these calls were 6 Break and Enters and 8 Assaults. DCrime Statistics Reports Inspector Tim Clark presented the August 2013 report as compared to the August 2012 report: • 12 Theft Under in 2013,4 in 2012 • 8 assaults (level I) in 2013, 8 in 2012 • 12 mischief in 2013, 10 in 2012 • 16 domestic disturbance in 2013,22 in 2012 • 39,911 hang up calls in 2013, 39 in 2012 • Total actual for August 2013 was 571 D Inspector Tim Clark presented the Drug Enforcement Unit Statistics for August 2013. The report included 21 new occurrences in Oxford County. Search Warrants, I Persons Charged, 4 C.D.S.A. Charges, 5 C.C. Charges, 2 Value of Seized Drugs, $17,755.00 Value of Seized Cash, $350.00 D Inspector Tim Clark presented the Tickets Written in Tillsonburg repmts for August 2013: • Speeding, 91 • Fail to Stop, 23 • Plate/Permit/Insurance, 35 • Trespass/Intox in Public, 17 • Seatbelt, 5 • Hand Held Device, 12 • Fail to Yield I Improper turn, 8 • Improper Equipment, 2 • Careless Driving, I • Other, 3 Total for August, 197 D Inspector Tim Clark presented the OPP Auxiliary Western Region Monthly Unit Summaries for August 2013 which represents the following contract code locations: Ingersoll, Tillsonburg, EZT, Blanford Blenheim and Norwich Township. • Authorized Strength for August is reported as 36 OUTCO~/ACTION ~.~:~·. 3 I ;~·; JGENDA DISCUSSION OUTCOME/ACTION ~1--~r ITEM ._-, 10 coni 'd WPS Arrests, 0 I YTD 41 Sl, NIA OPP Arrests, 0 I YTD 0 I SI, NIA Other Arrests (Immigration), 1 I YTD, 2 I SI, 2 Web Tips, 9 I YTD 78 I Sl, 404 In House, 6 YTD 45 I SI, 1144 Call Centre, 191 YTD 941 SI, 1 567 E-Transfer, 31 YTD 27 I Sl, 1181 Cases Cleared (YTD= Year To Date I Sf= Since Inception) Total Cleared, 201 YTD 91 I SI, 1,411 Total Charges Laid, 0 I YTD 17 I SI, 2,441 WPS Charges, 0 I YTD 171 SI, NIA OPP Charges, 0 YTD 0 I Sl, NIA Rewards Approved, 0 I YTD 4 I Sl, 1430 Property Recovered, $0 I YTD $0 I SI, $2,106,091 Narcotics Recovered, $0 I YTD $4,300 I Sl $7,230,059 Tips Under Investigation Total, 194 I WPS, 109 I OPP, 46 D Tillson burg Haldimand Norfolk Crime Stoppers Inspector Tim Clark presented the report for Haldimand Norfolk & Tillsonburg Crime Stoppers for August 2013 for Board information. / D Inspector Tim Clark presented a copy of a cheque issued to the Town of Tillsonburg for $1,080.00 from the provincial government for prisoner escort. 11 Committee Reports Clarification of Scholarship recommendation On motion made by David Palmer, seconded by John Smith and carried, it was resolved that the Board recommend to the Town ofTillsonburg Scholarship Trust that Braden Claringbold be awarded $500.00 at the Fall Convocation Ceremony to be held at Glendale High School, pending receipt of proof of enrollment in a suitable post secondary education program. 12 OAPSB The Chair and David Palmer will be attending the full seminar. Accommodations for the Chair and David The Mayor will be attending the afternoon of September 26 as Palmer have been secured at the well as September 27th. International Plaza Hotel (formerly Doubletree by Hilton Hotel), Toronto Airport 13 Other Business I Public Discussion D Crime Stoppers Update Chair to contact Haldimand Norfolk Crime Stoppers to request all documentation relating to the agreement between that 5 MINUTES Town of Tillsonburg Meeting for the Parks & Recreation Advisory Committee on CALL TO ORDER September 18, 2013 7:30AM Marwood Lounge Chair: Bob McCormick The meeting was called to order at 7:30AM. MEMBERS PRESENT B. McCormick, Chair D. Baxter C. Burke D. Scanlan J. McCurdy, Community Centre/Program Manager R. Cox, Director of Parks & Recreation MEMBERS ABSENT/REGRETS Absent: M. Renaud, Councilor Regrets: J. Livermore DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF None MINUTES & BUSINESS ARISING OUT OF THE MINUTES Proposed Resolution: RESOLVED THAT the Minutes as prepared for the Parks & Recreation Advisory Committee of May 8, 2013 be adopted. ADOPTION OF AGENDA Proposed Resolution: b) Harassment/Zero Tolerance Policy update • J. MCurdy to contact Minor Hockey re: policy and to request that signage be put in place II Committee Reports a) Sports Hall of Fame • Selection Committee met August glh • Press Release September 11, 2013 • Invitations sent out • October 20, 2013 Induction Ceremony Ill Information Items a) Fall Program Brochure • Full colour presentation • Distributed • Increase in advertisement within brochure has led to reduced costs incurred in producing brochure b) Splash Pad • Despite newspaper and Facebook coverage, Council has not been approached regarding this matter • A splash pad has not been designated as a priority at this time • Affordability and access to outdoor Pool needs to be examined c) Summary of Points of Discussion at Sports Cafe • J. McCurdy presented a summary of discussions • Similar type of discussion to occur at alternate venues NEXT MEETING DATE The next meeting shall be October 22, 2013 at 7:30 AM, Marwood Lounge ADJOURNMENT The meeting was adjourned at 8:23AM. Moved by D. Baxter, and seconded by D. Scanlan. THE CORPORATION OF THE TOWN OF TILLSONBURG BY -LAW NO. 3773 A BY-LAW to Repeal By-Laws to Adopt a Personnel Policy. AND WHERAS the Council of the Corporation of the Town ofTillsonburg on May 8, 2000, passed By-Law 2927 to Adopt a Personnel Policy; AND on April11, 2005, passed By-Law 3151, to Adopt a Personnel Policy; AND on January 25, 2010, passed By-Law 3399, to Amend By-Law 3151; AND on June 14,2010, passed By-Law 3429, to Amend By-Law 3151. AND WHEREAS THE Council of the Corporation of the Town ofTillsonburg deems it expedient and necessary to repeal By-Laws 2927, 3151, 3399 and 3429 as the Policy is no longer in effect. BE IT lHEREFORE ENACTED by the Council of the Corporation ofthe Town of Tillsonburg that By-Law 2927 passed on May 8, 2000, By-Law 3151 passed on April 11, 2005, By-Law 3399 passed on January 25,2010 and By-Law 3429 passed on June 14, 2010 be hereby repealed. Read a first and second time this 25th day ofNovember, 2013. Read a third and final time and passed this 25th day ofNovember, 2013. Mayor-John Lessif Clerk-Donna Wilson THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3779 A BY -LAW to adopt the Town ofTillsonburg Reserve Policy. WHEREAS Section 270( I) of the Municipal Act, 200 I states that a municipality shall adopt and maintain policies to ensure that it is accountable to the public for its actions, and the manner in which the municipality will try to ensure that its actions are transparent to the public. AND WHEREAS the Council of the Corporation of the Town ofTillsonburg is desirous of adopting the Reserve Policy. THEREFORE the Council of the Town ofTillsonburg enacts as follows: I. THAT the Reserve Policy attached hereto as "Schedule A" is hereby adopted and forms part of this by-law. 2. AND THAT this by-law comes into full force and effect on the day of passing. Read a First and Second Time this 25th day ofNovember, 2013. Read a Third and Final Time and passed this 9th day ofDecember, 2013. Mayor-John Less if Town Clerk-Donna Wilson THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3780 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillson burg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Section 14.5.1 to By-Law Number 3295, as amended is hereby further amended by deleting Section 14.5.1 and replacing it with the following: "14.5.1 LOCATION: EAST SIDE OF VANCE DRIVE, (PART LOT 3, PLAN 1033) SC-1 14.5.1.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any SC-1 zone use any lot, or erect, alter, or use any building or structure for any purpose except the following: 14.5.1.2 RESIDENTIAL USES 4 dwelling units each having an area not less than 46.5 m2 (500.5 ft2) in a portion of a non-residential building. 14.5.1.3 NON-RESIDENTIAL USES All uses permitted in Table 14.1; and An upholstery shop 14.5.1.2.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any SC-1 Zone use any Jot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 14.5.1.2.1.1 RESIDENTIAL USES Maximum Gross Floor Area 50% 14.5.1.2.1.2 SOUTHERN INTERIOR SIDE YARD Minimum width 2.5 m (8.2 ft) 14.5.1.2.1.3 SETBACK OF PARKING AREAS \ J THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3777 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 25th 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 Tillson burg at this meeting be confirmed and adopted by by-law; NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSON BURG ENACTS AS FOLLOWS: 1. All actions of the Council of The Corporation of the Town of Tillsonburg at its special meeting and regular meeting held on November 25, 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 Deputy Clerk are authorized and directed to do all the things necessary to give effect to the action of the Council of The Corporation of the Town of Tillson burg referred to in the preceding section. 3. The Mayor and the Deputy Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Tillson burg. 4. This by-law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 25th DAY OF NOVEMBER, 2013. READ A THIRD AND FINAL TIME AND PASSED THIS 25th DAY OF NOVEMBER, 2013. MAYOR-John Lessif DEPUTY CLERK-Amber Zimmer COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: November 25, 2013 RESOLUTION NO.: 1 MOVED BY: THAT the Agenda as prepared for the Council Meeting of November 25, 2013, be adopted. D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: November 25, 2013 RESOLUTION NO.: 2 MOVED BY: THAT Council move into Closed Session, to consider: Matters relating to an identifiable individual, including municipal or local board employees (Firefighters, Municipal Compensation, Employee Accommodation, and Insurance Claims), and Matters relating to advice that is subject to solicitor-client privilege, including communications necessary for that purpose (OMB #130745). D Carried Recorded Vote D Defeated D Deferred D Tabled *Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: November 25, 2013 RESOLUTION NO.: MOVED BY: THAT the Minutes of the Council Meeting of November 11, 2013 be approved. I [j Carried D Recorded Vote D Defeated D Deferred D Tabled ~ayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: _3;::;.___ Date: November 25, 2013 RESOLUTION NO.: MOVED BY: ,0 THAT the Council of the Town of Tillson burg approve the application submitted by Bes-Oxford Upholstery Ltd., whereby lands consisting of Part Lot 3, Registered Plan 1033, located on the east side of Vance Drive, south of North Street, in the Town of Tillson burg are to be rezoned to permit two additional residential dwelling units within the existing commercial structure. ~d D Recorded Vote D Defeated D Deferred D Tabled COUNCIL RESOLUTION AGENDA ITEM NO.: _7'-----Date: November 25, 2013 RESOLUTION NO.: MOVED BY: SECONDEDBY: ----------~~~-r~·~-·~~------- THAT Council receives Report DCS 13-83, Financial Contribution to Long Point Region Conservation Authority; AND THAT Council authorize a $15,000 contribution in 2014 to the Long Point Region Conservation Authority for the purpose of supporting the acquisition of wetlands in order to provide an offset for future woodlot clearing. I ,//1 Carried D Recorded Vote D Defeated D Deferred D Tabled +ayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: -----'8=----Date: November 25, 2013 RESOLUTION NO.: 6 (/~~- SECONDED BY: AfQ.~ MOVED BY: THAT Council receives Report FIN 13-51, Reserve Policy; AND THAT Council supports the creation of a reserve bank account; AND THAT By-Law 3779, to adopt the Town of Tillson burg Reserve Policy, be brought forward for Council consideration. // ~ Carried D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: -----'9:::.....___ Date: November 25, 2013 RESOLUTION NO.: 7 MOVED BY: THAT Council receives Report PRS 13 , Joint Use Agreement with TVDSB for South Ridge Park for information; AND THAT Council authorize By-Law 3775 to authorize an agreement with the Thames Valley District School Board for the provision of a Joint Use Agreement with the Town of Tillson burg for South Ridge Park. Gcarried D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: 10 Date: November 25, 2013 RESOLUTION NO.: 8 MOVED BY: /J/f~ SECONDED BY: C k~ THAT Council receives Report PRS 13-27, PRS Strategic Master Plan Progress Update as information; AND THAT Council reaffirm the Town's commitment to the Vision and Guiding Principles outlined in the Community Parks, Recreation & Cultural Strategic Master Plan. D Recorded Vote D Defeated D Deferred D Tabled __!fJi_ Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: 11 Date: November 25, 2013 RESOLUTION NO.: MOVED BY: THAT Council receives Report PRS 13-29, Ball Diamond Complex Relocation for information; AND THAT Council authorize staff to work with user groups to pursue grant opportunities. / ~Carried D Recorded Vote D Defeated D Deferred D Tabled *"ayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: 14 RESOLUTION NO.: 10 MOVED BY: ~v SECONDED BY: -~__::::::::::::::::::::=) ~::~==::....__ ___ _ THAT By-Law 3773, To Repeal By-Laws to Adopt a Personnel Policy By-Law 3779, To Adopt a Reserve Policy Date: November 25, 2013 By-Law 3780, to amend Zoning By-Law Number 3295, as amended (ZN 7-13-8, Bes-Oxford Upholstery Limited) By-Law 3777, to confirm the proceedings of Council at its meetings held on the 25th day of November, 2013 be read for a first and second time and this constitutes the first and second reading thereof. d Carried D Recorded Vote D Defeated D Deferred D Tabled *Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: _1=-4~ Date: November 25 2013 MOVED BY: THAT By-Law 3773, To Repeal By-Laws to Adopt a Personnel Policy By-Law 3780, to amend Zoning By-Law Number 3295, as amended (ZN 7-13-8, Bes-Oxford Upholstery Limited) By-Law 3777, to confirm the proceedings of Council at its meetings held on the 25th day of November, 2013 be given third and final reading and the Mayor and Deputy Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. ~ned D Recorded Vote D Defeated D Deferred D Tabled ~or's Initials TOWN OF TILLSON BURG , Public Meeting for the Council Meeting of November 25, 2013 Record of Attendance NAME ADDRESS PHONE E-MAIL (Please Print) (Including Postal Code) Page 1 Notice of Collection Correspondence intended for Committee and/or Council is generally received as public information, subject to the Municipal Freedom of Information and Protection of Privacy Act and will be part of the public record. January 16, 2014 Cliff Evanitski General Manager Long Point Region Conservation Authority 4 Elm St Tillsonburg, ON N4G OC4 The Corporation of the Town of Tillson burg RE: COUNCIL Resolution-Financial Contribution to Long Point Region Conservation Authority At the Tillsonburg Town Council Meeting of November 17, 2013, Council passed the following resolution: THAT Council receives Report DCS 13-83, Financial Contribution to Long Point Region Conservation Authority; AND THAT Council authorize a $15,000 contribution in 2014 to the Long Point Region Conservation Authority for the purpose of supporting the acquisition of wetlands in order to provide an offset for future woodlot clearing. If you have any questions, please do not hesitate to contact me at 688-3009 Ext . 3221. Regards, \ O-ex~ AmberZimmC-/ Deputy Clerk CORPORATE OFFICE 200 Broadway, 2"d Floor, Till sonburg, Ontario, N4G 5A7, Telephone (5 19) 688-3009, Fax (5 19) 842-9431 ww w.tillsonburg.ca This is an Event you don't want to miss! Please RSVP by July 31 by email or phone 519-425-7881 ext 224 vcl6o@verspeeten.com 27 4129 Wallace Line Ingersoll N5C 3J7 Verspeeten Cartage Ltd. 6oth Anniversary Celebration You and a Guest are cordially invited to an evening of Great Food, Live Music and Celebration at our Ingersoll Yard on August 31, 2013 Cocktail Reception Dinner Buffet Speeches and Special Presentations Live Music and Dancing Entertainment Provided by s:oopm 6:oopm 7:30pm S:oo-u:oo pm Decades-A Musical Tour from 1953 to Today! Note: Must be 19 or older to attend. Dressy Casual-No Jeans Please! Hotels Near Event: Comfort Inn Ingersoll 1-888-751-5777 Quality Inn Woodstock 1-Soo-667-4466 the sencicr trnmo\hdt&!J'-f->.ny canv!'un,:_:at:o,'·t rect::\fe[i m e!for sl1ou!d be cielotecl and all co;Yes cicstroyecf Ptease constdet t/)e envtronmen1 before pr:ntmg tillS e-mail and/or tls attachments From: Donna Wilson/Tillsonburg [mailto:DEWilson@tillsonburg.ca] Sent: October-31-13 8:50AM To: Meghan Bratt Cc: Amber Zimmer/Tillsonburg Subject: Council Delegation Nov. 25, 2013 ---o----- Megan, As a follow-up to our phone conversation, please provide the content of your presentation for Council's information no later than November 19, 2013 and the power point presentation to be provided no later than November 22, 2013. All communication may be sent through email. Also as I noted today I will be away for that Council meeting therefore please send all correspondence to the Deputy Clerk, Amber Zimmer so that she can ensure the item is placed on the agenda. Regards, Donna Wilson Town Clerk Town of Tillsonburg 200 Broadway, 2nd Floor, Suite 204 Tillsonburg, ON N4G 5A7 Phone: 519-688-3009 Ext. 3224 www.tillsonburg.ca www. DiscoverTillsonburg.ca www. Facebook.com/TillsonburgON Individuals who submit letters and other information to Council should be aware that any personal information contained within their communications may become part of the public record and may be made available to the public through the Council Agenda process. file:///C:/Users/dewilson/AppData/Local/Temp/notes7003DE/~... 10/31/2013 Long Point Region Conservation Authority 4 Elm St., Tillsonburg, Ontario N4G OC4 519-842-4242 or 1-888-231-5408 • Fax 519-842-7123 Email: conservation@lprca.on.ca • www.lprca.on.ca November 13,2013 David Calder, Chief Administrative Officer Town of Tillsonburg 200 Broadway, 2nd Floor Tillsonburg ON N4G 5A7 File:1.4.5.1 Re: 30-Day Notice to Affected Municipalities-2014 Draft LPRCA Budget Dear Mr. Calder, At a Special Board of Directors meeting held on Wednesday, November 121h, the draft 2014 Operating and Capital Budgets for LPRCA were approved. Ontario Regulation 139/96 calls for a 30-day notice to affected municipal partners in order for them to consider and provide comment regarding the draft budget. The Regulation also requires that the notice be accompanied by the financial information used to determine that levy. As such, please find attached the following information on LPRCA's budgets for its member municipalities: 1. 2014 Draft Consolidated Budget Summary 2. 2014 Draft Statement of Operations 3. Four Year Draft Capital Budget 2014-2017 4. LPRCA Draft 2014 Municipal Levy-Consolidated 5. Five Year Summary by Municipality of Levy Apportioned by CVA% 6. Capital Levy by Municipality Apportioned by CVA% Assuming you receive this letter in a timely fashion, LPRCA would expect any comment regarding the Draft 2014 Budget to be forwarded to this office no later than noon, Friday, December 201h, 2013. The weighted vote for the Final 2014 LPRCA Budget will take place the evening of Wednesday, January 151h, 2014 as part of the regular meeting of the LPRCA Board of Directors. Should you require a presentation to be made to Council, or any further information, please feel free to contact myself at 519-842-4242, ext. 225. Respectfully, G~ Cliff Evanitski, General Manager/Secretary-Treasurer N: ~ A Member of Conservation Ontario Long Point Region Conservation Authority 2014 Draft Consolidated Budget Summary 2013 2014 Increase %of Draft Approved Draft over2013 Budget Total Operating Expenditures $ 3,585,693 $ 3,603,560 $ 17,867 96.51% Total Capital Expenditures $ 171,200 $ 130,200 $ {41 ,000} 3.49% $ 3,756,893 $ 3,733,760 $ (23,133) 100.00% SOURCES OF REVENUE Municipal Levy-Operating $ 1,001,390 $ 1,076,330 $ 74,940 28.83% Municipal Levy-Capital $ 126,200 $ 130,200 $ 4,000 3.49% Subtotal Municipal Levy $ 1,127,590 $ 1,206,530 $ 78,940 32.31% Provincial Grants/Subsidies $ 125,078 $ 131,143 $ 6,065 3.51% Federal Grants/Subsidies $ 16,180 $ 16,719 $ 539 0.45% User Fees $ 1,701,897 $ 1,802,593 $ 100,696 48.28% Community Support . $ 564,277 $ 375,994 $ (188,284) 10.07% ' \ Contribution from Reserves $ 221,871 $ 200,781 $ {21 ,089} 5.38% )TOTAL REVENUE $ 3,756,893 $ 3,733,760 $ {23,133} 100.00% Attachment 1 Long Point Region Conservation Authority Draft Statement of Operations 2014 Budget Budget Budget Increase 2013 2014 over 2013 $ Program: Watershed Planning and Technical Services 186,448 208,895 22,447 Watershed Flood Control Services 250,150 277,631 27,481 Healthy Watershed Services 251,647 265,011 13,364 Communication and Marketing Services 148,150 149,919 1,769 Backus Heritage and Education Services 471,694 487,937 16,243 Public Forest Land Management Services 192,693 220,522 27,829 Private Forest Land Management Services 309,382 143,767 (165,614) Conservation Parks Management Services 576,077 597,286 21,208 Other Conservation and Land Management Service~ 403,653 419,785 16,132 Corporate Services 795,800 832,808 37,008 Total Program Expenditures 3,585,693 3,603,560 17,867 Objects of Expenses: Staff Expenses 2,234,734 2,348,537 113,804 Staff Related Expenses 66,330 63,251 (3,079) Materials and Supplies 358,902 317,888 (41,014) Purchased Services 862,962 812,247 (50,715) Equipment 15,380 13,975 (1 ,405) Other 47,386 47,662 276 Total Expenditures 3,585,693 3,603,560 17,867 Sources of Revenue: Municipal Levy-Operating 1,001,390 1,076,330 74,940 Provincial Grants 125,078 131,143 6,065 Federal Grants 16,180 16,719 539 User Fees 1,701,897 1,802,593 100,696 Community Support 564,277 375,994 (188,284) Contribution from Reserves 176,871 200,781 23,911 Total Revenue 3,585,693 3,603,560 17,867 Attachment 2 Long Point Region Conservation Authority FOUR YEAR DRAFT CAPITAL BUDGET 2014-2017 CORPORATE SUMMARY PROGRAMS AND PROJECTS OBJECTS OF EXPENSES Watershed Services Dam Studies and Repairs Note 1 Shoreline Management Plan -Phase 1 of 3 Note 2 WECI Projects -Lehman Dam Bottom Draw Repair and Vittoria Dam Study and Repair Note 3 Backus Heritage and Education Services Museum Siding and Window Replacement New Natural Gas Furnace Installation at Homestead Security Fence Around Maintenance Barn and Workshop Heating and Cooling System Aunt Eries New Comfort Station in Campground D Conservation Parks Management Services Deer Creek CA Comfort Station -Replacement Deer Creek CA Workshop Upgrade Haldimand CA Workshop Norfolk CA Road Improvements Waterford North CA Security Fencing \ Waterford North CA Gatehouse ! Waterford North CA Comfort Station/Showers Waterford North CA Hydro Update Other Conservation and Land Management Services Vehicle Replacement ( 2 pick-ups) Motor Pool (1 used dump truck) Motor Pool ( 1 front mount lawnmower) Maps & Trail Interpretive Signage at Hay Creek Corporate Services Office Furniture for Administration Office Phone System Administration Office Upgrade Computer Upgrades SOURCES OF REVENUE MUNICIPAL LEVY-Capital Grants -Provincial Grants -Federal Community Support Contribution from Reserves-LPRCA NOTES Note 1: Additional $40,000 from prior years for the project in 2014. 1\.lote 2: $55,000 from prior year for the project in 2014 2014 2015 2016 $ 5,000 $ 70,000 $ 80,000 $ -$ 30,000 $ 15,000 $ - $ 16,500 $ 10,000 $ 45,000 $45,000 $16,000 $10,000 $45,000 $55,000 $80,000 $42,500 $42,500 $45,000 $35,000 $18,500 $3,830 $41,150 $9,500 $2,700 $ 130,200 $ 321,980 $311,000 $ 130,200 $ 130,200 2017 $ 40,000 $ 10,000 $ 15,000 $25,000 $25,000 $45,000 $18,500 $178,500 $ Jote 3: A joint application with Norfolk County will be submitted for $60,000 to WECI for Lehman Dam Repair. LPRCA will will submit a separate WECI application for the Vittoria Dam Study and Repair. Attachment 3 Total $195,000 $45,000 $16,500 $10,000 $10,000 $15,000 $45,000 $45,000 $25,000 $25,000 $16,000 $10,000 $45,000 $55,000 $80,000 $175,000 $35,000 $37,000 $3,830 $41,150 $9,500 $2,700 941,680 LPRCA DRAFT 2014 MUNICIPAL LEVY-CONSOLIDATED-Draft LEVY AMOUNTS PER CAPITA PER CAPITA MUNICIPALITY OPERATING CAPITAL TOTAL (Watershed) (Municipality) Haldimand County $156,682 $18,953 $175,635 $12.59 $5.68 Norfolk County $569,812 $68,928 $638,740 $12.61 $11.98 Norwich Twp. $68,342 $8,267 $76,609 $11.44 $8.46 South-West Oxford Twp. $22,737 $2,750 $25,487 $13.26 $3.98 Tillson burg $139,320 $16,853 $156,173 $11.91 $11.91 Total Oxford County $230,398 $27,871 $258,269 Brant County $63,662 $7,701 $71,362 $14.43 $2.31 Bayham Municipality $48,122 $5,821 $53,943 $9.57 $9.57 Malahide Township $7,654 $926 $8,580 $12.12 $1.21 $1,076,330 $130,200 $1,206,530 $12.36 $7.30 Increase over 2013 $74,940 $4,000 $78,940 Per Capita Increase over 2013 $0.77 $0.04 $0.81 Attachment 4 I Municipality Haldimand County Norfolk County Oxford County* Brant County ! Bayham Municipality Malahide Township 5 Year Summary by Municipality of Levy Apportioned by CVA% LPRCA Draft Operating Levy $ 1,076,330 Draft Capital Levy $130,200 Total Levy $ 1,206,530 Municipal Levy -Operating Municipal Levy-Capital Municipal Levy-Combined $Increase $Increase $Increase Amount of % of Total 2014 over Amount of %of Total 2014 over Amount of % of Total 2014 over Year Levy Share Levy* 2013 Levy Share Levy* 2013 Levy Share Levy* 2013 2010 $136,541 15.04% $20,356 15.04% $156,897 15.04% 2011 $143,394 14.94% $16,404 14.94% $159,798 14.94% 2012 $147,794 14.87% $15,760 14.87% $163,554 14.87% 2013 $148,561 14.84% $18,722 14.84% $167,283 14.84% 2014 $156,682 14.56% $8,121 $18,953 14.56% $231 $175,635 14.56% $8,352 2010 $474,924 52.31% $70,804 52.31% $545,728 52.31% 2011 $504,376 52.55% $57,701 52.55% $562,077 52.55% 2012 $523,982 52.55% $55,875 52.71% $579,857 52.71% 2013 $528,470 52.77% $66,600 52.77% $595,070 52.77% 2014 $569,812 52.94% $41,342 $68,928 52.94% $2,328 $638,740 52.94% $43,670 2010 $198,840 21.90% $29,645 21.90% $228,485 21.90% 2011 $208,688 21.74% $23,874 21.74% $232,562 21.74% 2012 $214,997 21.74% $22,926 21.63% $237,923 21.63% 2013 $216,073 21.58% $27,231 21.58% $243,304 21.58% 2014 $230,399 21.41% $14,326 $27,871 21.41% $640 $258,269 21.41% $14,965 2010 $53,769 5.92% $8,016 5.83% $61,785 5.92% 2011 $56,974 5.94% $6,518 5.92% $63,492 5.94% 2012 $59,208 5.96% $6,314 5.96% $65,522 5.96% 2013 $59,999 5.99% $7,561 5.99% $67,560 5.99% 2014 $63,662 5.91% $3,663 $7,701 5.91% $140 $71,362 5.91% $3,802 2010 $37,611 4.14% $5,607 4.14% $43,218 4.14% 2011 $39,795 4.15% $4,553 4.15% $44,348 4.15% 2012 $41,286 4.15% $4,403 4.15% $45,689 4.15% 2013 $41,511 4.15% $5,231 4.15% $46,742 4.15% 2014 $48,122 4.47% $6,611 $5,821 4.47% $590 $53,943 4.47% $7,201 2010 $6,237 0.69% $930 0.69% $7,167 0.69% 2011 $6,558 0.68% $750 0.68% $7,308 0.68% 2012 $6,779 0.68% $723 0.68% $7,502 0.68% 2013 $6,776 0.68% $854 0.68% $7,630 0.68% 2014 $7,654 0.71% $878 $926 0.71% $72 $8,580 0.71% $950 2014 $1,076,330 $74,940 $130,200 $4,001 $1,206,530 $78,941 Notes: Operating Notes: Capital Notes: Combined 2010 $8.85 per capita 2010 $1.32 per capita 2010 $10.16 per capita 2011 $9.42 per capita 2011 $1.08 per capita 2011 $10.50 per capita 2012 $10.12 per capita 2012 $1.08 per capita 2012 $11.20 per capita 2013 $10.29 per capita 2013 $1.30 per capita 2013 $11.59 per capita 2014 $11.02 per capita 2014 $1.33 per capita 2014 $12.36 per capita Oxford County_ Apportionment: Oxford County_ Apportionment: Oxford County_ Apportionment: Norwich Twp. $ 68,342 Norwich Twp. $ 8,267 Norwich Twp. $ 76,609 South-West Oxford $ 22,737 South-West Oxford $ 2,750 South-West Oxford $ 25,487 Til/sonburg $ 139,320 Til/sonburg $ 16,853 Tillsonburg $ 156,173 $ 230,399 $ 27,871 $ 258,269 Attachment 5 Project Watershed Flood Control Services Dam Studies and Repairs Backus Heritage and Education Services Museum Siding and Window Replacement Conservation Parks Management Services Waterford North CA Security Fencing 2014 Capital Levy By Municipality Apportioned by CVA% LPRCA Haldimand Norfolk Norwich South-West Brant County County Township Oxford Twp. Tillsonburg County $ 728 $ 2,647 $ 317 $ 106 $ 647 $ 296 $ 2,402 $ 8,735 $ 1,048 $ 349 $ 2,136 $ 976 $ 1,456 $ 5,294 $ 635 $ 211 $ 1,294 $ 591 Other Conservation and Land Management Services Vehicle Replacement (2 pick-ups) $ 6,187 $ 22,500 $ 2,699 $ 898 $ 5,501 $ 2,514 Motor Pool (1 used dump truck) $ 5,095 $ 18,529 $ 2,222 $ 739 $ 4,530 $ 2,070 Motor Pool (1 front mount lawnmower) $ 2,693 $ 9,794 $ 1 '175 $ 391 $ 2,395 $ 1,094 Corporate Services Computer Upgrades $ 393 $ 1,429 $ 171 $ 57 $ 349 $ 160 TOTAL $ 18,953 $ 68,928 $ 8,267 $ 2,750 $ 16,853 $ 7,701 Attachment 6 Bayham Malahide Municipality Township Total $ 224 $ 36 $ 5,000 $ 738 $ 117 $ 16,500 $ 447 $ 71 $ 10,000 $ 1,900 $ 302 $ 42,500 $ 1,565 $ 249 $ 35,000 $ 827 $ 132 $ 18,500 $ 121 $ 19 $ 2,700 $ 5,§21 $ 926 $130,200 Ministry of Citizenship and Immigration Minister 61h Floor 400 University Avenue Toronto ON M7 A 2R9 Tel.: (416) 325-6200 Fax: (416) 325-6195 Novembre 2013 Chers amis et amies, Ministere des Affaires civiques et de !'Immigration Ministre a• etage 400, avenue University Toronto ON M7A 2R9 Tel. : (416) 325-6200 TEMlC.: (416) 325-6195 lt1. .. mill, Ontario J'ai le plaisir d'inviter votre organisation a participer au programme 2014 des Distinctions pour services benevoles. Depuis leur creation en 1986, les ceremonies des Distinctions pour services benevoles sont devenues une tradition bien etablie en Ontario. Le benevolat est l'acte de civisme le plus fondamental de notre societe. Chaque jour, des milliers d'Ontariennes et Ontarians de taus ages donnent benevolement de leur temps et de leur talent a des mUliers d'organismes communautaires. En se souciant d'autrui et en faisant don de leur temps, les benevoles sont un element federateur de nos collectivites. Le programme des Distinctions pour services b-enevoles reconnait le merite de bemevoles de taus les secteurs pour les annees de service continu effectuees dans un organisme communautaire. Cela fournit a votre organisms et au gouvernement de !'Ontario une occasion de les remercier de fac;on explicite. Encore cette annee, reconnaissant le role important de nos jeunes dans le bemevolat, a l'heure actuelle eta l'avenir, chaque organisms peut proposer Ia candidature d'un maximum de neuf"benevoles, dont trois doivent etre des jeunes. Si tous les candidats que vous proposez sont des adultes, leur nombre demeure a six. . . Veuillez saisir cette occasion de proposer Ia candidature de vas .benevoles, et n'hesitez pas a faire part de cette lettre a d'autres organismes qui pourraient souhaiter reconnaltre le merite de leurs bemevoles Iars d'une ceremonie des Distinctions pour services benevoles. En presentant vos ,Propositions de candidature, vous pouvez contribuer a veiller ace que vas benevoles regoivent Ia reconnaissance qu'ils et elles meritent. Vous trouverez les formulaires de mise en candidature et des renseignemerits sur le programme sur le site Web du ministers des Affaires civiques et de !'Immigration a l'adresse www.ontario.ca/prixetdistinctlons . Vous pouvez egalement contacter fe Secretariat ontarien des distinctions et des prix par telephone au 416 314-7526 ou au 1 877.832-8622, par ATS au 416 327-2391, ou par telecopieur au 416 314-7743. La date limite de presentation des candidatures est le 25 janvier de chaque annee, mais vous pouvez soumettre en tout temps des. formula ires de mise en candidature. Les mises en candidature regues apn3s Ia date,limite seront prises en consideration pour l'annee suivante. · Je merejouis a !'idee de celebrer les realisations des benevoles de !'Ontario, etje vous prie d'agreer !'expression de mes sentime~ts les meilleurs. Michael Coteau 10-107 PUBLIC NOTICE pursuant to Section 34(12) of the Planning Act, R.S.O. 1990, as amended APPLICATION FOR ZONE CHANGE in the TOWN OF TILLSONBURG 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 Telephone: (519) 842-9200 DATE: November 8, 2013 FILE: ZN 7-13-08-Bes-Oxford Upholstery Ltd Purpose and Effect of the Proposed Zoning By-Law Amendment The purpose of this application is to amend the provisions of the 'Special Service Commercial Zone (SC-1 )'to allow for an additional 2 residential units within the existing building. The subject land is described as Part Lot 3, Plan 1033, municipally known as 4 Vance Drive, Tillson burg . Public Meeting The Council of the Town of-, by-law amendment on: Date: Time: Place: Attached is a location map meeting, and we would welc person at the meeting. p~sz_ rv ~ ,, lliJ ----u~ ~ -b G._ ~r jJoJ~ ider the proposed zoning f, 2nd Floor ited to attend the public n writing or presented in