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180129 Council Budget Meeting AGDTable of Contents Agenda 4 Minutes from Council Budget Meeting January 15, 2018 180115 Council Budget MIN 14 2018 Budget Tally 2018 Budget Tally 22 Gibson Bridge Motion - consult fee Gibson Bridge- Stephenson 23 Gibson Pedestrian Bridge Resolution - Gibson Bridge 24 X40 Gibson Pedestrian Bridge Design Study X40 Operations Capital 25 Trail - Railroad Bed Motion - Trail Railroad - Stephenson 26 Annandale Parking Lot Motion - Annandale parking lot - Rosehart 27 X14 Annandale Parking Lot X14 Annandale Parking Lot 28 Excerpt - Resolution Pre Budget November 27, 2018 29 Consultant - Kitchen Reno (2017 Budget Item) Motion - Consultant Kitchen Reno - Rosehart 30 RCP 17-53 Kitchen Renovation RCP 17-53 - Lions Auditorium Kitchen Improvements 31 RCP 17-53 Resolution 34 Park Signage Design Motion - Parks Signage Design - Rosehart 35 Parks Signage Motion - Parks Signage Design and Install - Esseltine 36 X70 Park Sign Design X70 Parks Signage 37 RCP 18-04 Park Signage 38 Dispatch Console Motion - Fire Communications Dispatch Console Funding Esseltine 39 FRS 18-01 Fire Communication Console FRS 18-01 Fire Comm Console 40 Airport Master Plan Motion - Airport Master Plan Update - Esseltine 44 Airport Master Plan Motion - Airport Master Plan -Adam 45 X12 Airport Master Plan X12 Operations Capital Airport Master Plan 46 Annandale House Repairs and Maintenance Motion - Annandale House Trust - Esseltine 47 1 X97, X98 & X 99 Museum Repairs X97 Museum Repairs 48 X98 Museum Repairs 49 X99 Museum Repairs 50 Kinsmen Bridge Enhanced OSIM Inspection Motion - Kinsmen Bridge Enhanced OSIM Inspection - Esseltine 51 Kinsmen Pedestrian Bridge Resolution - Kinsmen Bridge 52 X41 Kinsmen Bridge X41 Kinsmen Bridge Inspection 53 Asphalt Resurfacing Program Motion - Ashpalt resurfcing -Adam 54 X39 Asphalt Resurfacing X39 Asphalt Resurfacing 55 Excerpt - Resolution Pre Budget November 27, 2018 56 Annual Playground Equipment Replacements Motion - Playground equip -Adam 57 X75 Playground Equipment X75 - Playground Equipment 58 Band Shell Ramp Completion Motion - bandshell ramp - Rosehart 59 Maintenance and Upkeep of Lake Lisgar Motion - Lake Lisgar - Stephenson 60 Beautification Program Motion - beautification program - Rosehart 61 Enhanced Beautification Program Motion - beautification program - Hayes 62 RCP 17-49 Enhanced Beautification RCP 17-49 - Enhanced Beautification Program Summary 63 Loose Leaf Collection Program Motion - loose leaf - Rosehart 66 OPS 17-33 Loose Leaf Collection OPS 17-33 Loose Leaf Collection Program Review (2)67 H & S Coordinator Motion - F.T.E Health & Safety Coordinator - Rosehart 73 H & S Coordinator Motion - F.T.E Health & Safety Coordinator - Hayes 74 Gibson House Boathouse (Not currently in the 2018 Budget) Motion - Gibson House - Rosehart 75 Gibson House Resolution - Gibson House 76 Building Department Parking Study Motion - parking study - Rosehart 78 2 Cost of Living Increase Motion - COL reduced - Adam 79 Branding—Wayfinding Signage Motion - PWayfinding Signage -Adam 80 T: Go Call n’ Ride Motion -T-Go - Adam 81 TGO CALL-N-RIDE Grant Request – 2018-19 82 Motion to Reconsider Council Resolution #5 from the Council Budget Meeting January 15, 2018 - .25 FTE Motion to Reconsider - Adam 85 By-Law 4168 To Confirm the Proceedings of the Council Meeting of January 29, 2018 By-law 4168 Confirming Jan 29 18 87 3 1.Call to Order 2.Adoption of Agenda Proposed Resolution #1 THAT the Agenda as prepared for the Council meeting of January 29, 2018, be adopted. 3.Moment of Silence 4.Disclosures of Pecuniary Interest and the General Nature Thereof 5.Adoption of Council Minutes of Previous Meeting 5.1. Minutes from Council Budget Meeting January 15, 2018 180115 Council Budget MIN Proposed Resolution #2 THAT the Minutes of the Council Budget Meeting of January 15, 2018 be approved. 6.Budget Tally 6.1. 2018 Budget Tally 2018 Budget Tally 7.Notice of Motions for which previous notice was given CAPITAL 7.1 Gibson Pedestrian Bridge Motion - consult fee Gibson Bridge- Stephenson Proposed Resolution #3 The Corporation of the Town of Tillsonburg BUDGET COUNCIL MEETING Monday, January 29, 2018 6:00 PM Council Chambers 200 Broadway, 2nd Floor AGENDA 4 Council Budget Meeting – Agenda 2 Moved By: Councillor Stephenson THAT Council not go ahead with a consulting fee on the bridge(Gibson) over Stoney creek. Resolution - Gibson Bridge Proposed Resolution #4 Moved By: Councillor Adam THAT the Gibson Pedestrian Bridge Replacement Design Study be removed from the 2018 Town budget and business plan; AND THAT the bridge be closed immediately if deemed unsafe by Senior Leadership; AND FURTHER THAT a staff report be brought back to Council regarding the costs and ramifications of removing the bridge. X40 Operations Capital 7.2 Railroad Bed Motion - Trail Railroad - Stephenson Proposed Resolution #5 Moved By: Councillor Stephenson THAT that the trail(railroad bed) from Tilson Ave to Quarterline be completed this year using DC reserves. 7.3 Annandale Parking Lot Motion - Annandale parking lot - Rosehart Proposed Resolution #6 Moved By: Councillor Rosehart THAT the Annandale parking lot for $50,000 be reviewed after a meeting with the Ball Players. X14 Annandale Parking Lot Excerpt - Resolution Pre Budget November 27, 2018 7.4 Consultant – Kitchen Reno Motion - Consultant Kitchen Reno - Rosehart Proposed Resolution #7 5 Council Budget Meeting – Agenda 3 Moved By: Councillor Rosehart THAT no consultant be hired for the kitchen renovation at the community centre. RCP 17-53 - Lions Auditorium Kitchen Improvements RCP 17-53 Resolution 7.5 Parks Signage Motion - Parks Signage Design - Rosehart Proposed Resolution #8 Moved By: Councillor Rosehart THAT the Parks Signage Design for $5,000 be revisited to allow for other designs to be given for review. Motion - Parks Signage Design and Install - Esseltine Proposed Resolution #9 Moved By: Councillor Esseltine THAT an additional $5000 per year be added to the Parks Signage Capital Projects Budget (for a total of $10,000 annually) to enable the project to be completed within a reasonable length of time; AND FURTHER THAT the signs be constructed of a long-lasting, weather resistant material; AND FURTHER THAT the design and cost estimates for the signs be brought before council for approval. X70 Parks Signage RCP 18-04 Park Signage 7.6 Fire Communications Dispatch Console Motion - Fire Communications Dispatch Console Funding Esseltine Proposed Resolution #10 Moved By: Councillor Esseltine THAT because of the additional capital requirement in 2018 for the purchase of a Dispatch Console ($155,000) to replace the current equipment used in Fire Communications, council defer the purchase of the items requested for capital purchase in the earlier version of the 2018 budget including X18 Fire Ground Equipment ($12,500), X46 Large Vehicle/Building Stabilization ($14,000), and X48 Communications Log Recorder ($18,500) as well as X47 6 Council Budget Meeting – Agenda 4 Digital Road Sign ($14,500) and that these dollars from taxation be directed toward the purchase of the required Dispatch Console at this time. FRS 18-01 Fire Comm Console 7.7 Airport Master Plan Update Motion - Airport Master Plan Update - Esseltine Proposed Resolution #11 Moved By: Councillor Esseltine THAT Council consider deferring the Airport Master Plan Update proposed in the 2018 budget. The $50,000 budget consists of $11,000 from reserves and $39,000 from taxation. Motion - Airport Master Plan -Adam Proposed Resolution #12 Moved By: Councillor Adam THAT the Airport Master Plan update ($50,000) be removed from the 2018 budget and business plans. X12 Operations Capital Airport Master Plan 7.8 Annandale House Motion - Annandale House Trust - Esseltine Proposed Resolution #13 Moved By: Councillor Esseltine THAT Council reconsider the 2018 capital budget allocations for the museum for which funds are to be drawn from the Annandale House Trust including Repairs and Maintenance ($50,000), the servant’s porch ($15,000) and fire doors ($8,000). Taking these amounts from the trust along with the $35,000 2017 allocation for painting the eaves and fascia (incomplete at this time) would deplete most if not all of the dollars held in the reserve. And further that the terms of the trust be reviewed to identify the approved uses of the funds (for example, are funds to be used for the restoration and maintenance of the historic and architectural features of Annandale House, and/or can they be applied to the costs of mechanical systems and such that have been added to the house to accommodate the operation of the museum). Money held in this reserve comes largely from donations as well as fundraising efforts of a volunteer committee. It has been the goal of the 7 Council Budget Meeting – Agenda 5 fundraising committee to add in excess of $10,000 to the Trust Fund each year. It should also be noted that the allocation of dollars from the Annandale House Trust would also require approval of the Trustees as well as the Museum Advisory Committee. X97 Museum Repairs X98 Museum Repairs X99 Museum Repairs 7.9 Kinsmen Bridge Enhanced OSIM Inspection Motion - Kinsmen Bridge Enhanced OSIM Inspection - Esseltine Proposed Resolution #14 Moved By: Councillor Esseltine THAT council reconsider the Kinsmen Bridge Enhanced OSIM Inspection ($80,000 from taxation) proposed in the 2018 budget. Resolution - Kinsmen Bridge Proposed Resolution #15 Moved By: Councillor Adam THAT the Kinsmen Pedestrian Bridge Enhanced OSIM budget value of $80,000 be adjusted to $40,000; AND THAT the project implementation be delayed until 2019 (for further deliberation); AND FURTHER THAT the $40,000 be contributed to the appropriate reserve fund. X41 Kinsmen Bridge Inspection 7.10 Asphalt Resurfacing Motion - Ashpalt resurfcing -Adam Proposed Resolution #16 Moved By: Councillor Adam THAT the proposed funding for the Asphalt Resurfacing Program be adjusted from $382,400 to $350,000. X39 Asphalt Resurfacing Excerpt - Resolution Pre Budget November 27, 2018 8 Council Budget Meeting – Agenda 6 7.11 Annual Playground Equipment Replacement Motion - Playground equip -Adam Proposed Resolution #17 Moved By: Councillor Adam THAT the funding for Annual Playground Equipment Replacement be reduced from $30,000 to $25,000. X75 - Playground Equipment 7.12 Bandshell Ramp Motion - bandshell ramp - Rosehart Proposed Resolution #18 THAT Council direct staff to bring forward dollars from the 2017 budget in order to finish the concrete ramp at the band shell. OPERATING 7.13 Lake Lisgar Maintenance & Upkeep Motion - Lake Lisgar - Stephenson Proposed Resolution #19 Moved By: Councillor Stephenson THAT Council put an operations line budget in Parks, Rec & Culture of $25K to be used for maintenance and upkeep of Lake Lisgar; AND FURTHER THAT these funds be contributed from reserves. 7.14 Beautification Motion - beautification program - Rosehart Proposed Resolution #20 Moved By: Councillor Rosehart THAT no enhanced beautification program be done in 2018 and no new employee be hired to provide the program Motion - beautification program - Hayes Proposed Resolution #21 Moved By: Councillor Hayes THAT the enhanced beautification program be removed from the 2018 budget and reduce taxation by $53,200. 9 Council Budget Meeting – Agenda 7 RCP 17-49 - Enhanced Beautification Program Summary 7.15 Loose Leaf Program Motion - loose leaf - Rosehart Proposed Resolution #22 Moved By: Councillor Rosehart THAT the loose leaf collection program to stop in 2018. OPS 17-33 Loose Leaf Collection Program Review (2) 7.16 H & S Coordinator Motion - F.T.E Health & Safety Coordinator - Rosehart Proposed Resolution #23 Moved By: Councillor Rosehart THAT 1.0 F.T.E, Health & Safety Coordinator for $58,000 be removed from the 2018 budget; AND THAT options for this work be provided. Motion - F.T.E Health & Safety Coordinator - Hayes Proposed Resolution #24 Moved By: Councillor Hayes THAT $58,000 for one F.T.E, Health & Safety Coordinator be removed from the 2018 budget. 7.17 Gibson House Motion - Gibson House - Rosehart Proposed Resolution #25 Moved By: Councillor Rosehart THAT the Gibson House Boathouse be fundraised by the Boaters and/or the Scouts. Resolution - Gibson House Proposed Resolution #26 Moved By: Councillor Adam 10 Council Budget Meeting – Agenda 8 THAT the Tillsonburg Scout Association and Sea Scouts once again be provided the rights of primary usage and access to Gibson House for related meetings and water activities; AND THAT a memorandum of understanding be established between the Town and the organization(s); AND FURTHER THAT this relationship be reviewed at least on a bi-annual basis until another solution is solidified between the Town and organization(s) with respect to the Memorial Park Revitalization initiative. 7.18 Parking Study Motion - parking study - Rosehart Proposed Resolution #27 Moved By: Councillor Rosehart THAT the $5,000 for a Building Department parking study at the back of the mall be removed from the 2018 budget; AND THAT the Building Department work with Operations to use the same consultant for the parking study at the back of the mall that is in place now in the budget for $35,000 for the downtown parking study. 7.19 Cost of Living Adjustment Motion - COL reduced - Adam Proposed Resolution #28 Moved By: Councillor Adam THAT the Cost of Living increase of 1.5% for staff be adjusted to 0.5%. 7.20 Wayfinding Signage Motion - PWayfinding Signage -Adam Proposed Resolution #29 Moved By: Councillor Adam THAT the funding for Branding—Wayfinding Signage be increased from $9,000 to $25,000 to allow for larger signs with larger print where appropriate, as well as further exploration into the implementation of the program as a whole (i.e. adding other signs in strategic locations if necessary). 11 Council Budget Meeting – Agenda 9 7.21 T-Go Call n’ Ride Motion -T-Go - Adam TGO CALL-N-RIDE Grant Request – 2018-19 Proposed Resolution #30 Moved By: Councillor Adam THAT the already approved 2018 pre-budget funding for T: Go Call n’ Ride ($22,500) be increased by $6,350 ($28,850). 7.22 Motion to Reconsider Motion to Reconsider - Adam Proposed Resolution #31 Moved By: Councillor Adam THAT Resolution number 5 from the Council Budget meeting of January 15, 2018, duly moved and seconded by Councillor Esseltine and Councillor Adam, and read as follows: THAT Council includes the following additional items to the 2018 Operating Budget 1.$15,000 for the cost of snow removal at the CSC; 2.$54,075 in Provincial Gas Tax Revenue and an expenditure of the same to the Community Transportation Committee for the operation of Transit in the community in the 2018; AND THAT Council includes the following additional items to the 2018 Capital Budget; 1.$25,000 to be funded from reserves for the cost of storm drain enhancements for Quarter Town Line; 2.$158,000 for the cost of a Fire Communication Console to be funded by $120,000 from user pay debt and $38,000 from reserves; AND THAT Council approves an increase of .25 FTE to the overall FTE Count for CSR support at the CSC; be reconsidered at the Council Budget meeting of January 29, 2018. 8.2018 Budget Proposed Resolution #32 THAT the 2018 Budget be approved. 9.By-Laws 9.1 By-Laws from the Meeting of January 19, 2018. 12 Council Budget Meeting – Agenda 10 By-law 4168 Confirming Jan 29 18 Proposed Resolution #33 THAT By-Law 41568, to Confirm the Proceedings of Council at its meetings held on January 29, 2018 be read for a first, second, third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same and place the corporate seal thereunto. 10.Adjournment Proposed Resolution #34 THAT the Council Budget Meeting of January 29, 2018 be adjourned at _____ p.m. 13 ATTENDANCE Mayor Stephen Molnar Councillor Max Adam Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Councillor Brian Stephenson (left meeting 10:45am -1:15pm) Staff: David Calder, CAO Dave Rushton, Director of Finance/Treasurer Kevin DeLeebeeck, Director of Operations Rick Cox, Director of Recreation, Culture & Parks Jeff Smith, Fire Chief Michael Desroches, General Manager, THI Janelle Costantino, Deputy Treasurer Cheyne Sarafinchin, Senior Cost & Budget Analyst Lana White, Executive Assistant/Deputy Clerk Regrets: Deputy Mayor Dave Beres Donna Wilson, Town Clerk 1.Call to Order The meeting was called to order at 9:05am. 2.Adoption of Agenda Resolution #1 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Agenda as prepared for the Council meeting of Monday, January 15 2018 be adopted. Carried The Corporation of the Town of Tillsonburg COUNCIL BUDGET MEETING Monday, January 15, 2018 9:00 AM Council Chambers 200 Broadway, 2nd Floor MINUTES 14 Council Meeting – Agenda 2 3. Moment of Silence 4. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 5. Adoption of Council Minutes of Previous Meeting 5.1. Council Budget Meeting Minutes of December 14, 2017 171214 Budget MIN Resolution #2 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the Minutes of the Council Budget Meeting of December 14, 2017 be approved. Carried 6. Departmental Business Plans 6.1. Tab 8 - Building & By-Law Department Business Plan Building & Bylaw Department Mr. Geno Vanhaelewyn, CBO, appeared before Council to present the Building and By- Law Department’s Business Plan and to provide follow-up information. Noted was that the 2012 downtown design study remains relevant. The department is looking for $5000 for a consultant. The consultant would assist, along with the BIA and Chamber, to identify items to be focused on next. The 2012 downtown design study to be circulated to Council as information. Resolution #3 Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receives the Building & Bylaw Department Business Plan, as information. Carried 6.2. Tab 9 - Economic Development and Marketing Department Business Plan and Budget Economic Development and Marketing Department Mr. Cephas Panschow, Development Commissioner, appeared before Council to present follow-up information. 15 Council Meeting – Agenda 3 C. Panschow to bring back a report regarding Wayfair Signage. C. Panschow’s report regarding the SOMA trip, to be amended for Council and brought forward. Regular updates on developments, closures and other activities within the department will be included in monthly updates. Information to be provided regarding media access enhancements, in 2018 Q1/Q2, with no impact on taxation. Resolution #4 Moved By: Councillor Adam Seconded By: Councillor Stephenson THAT Council receives the Economic Development and Marketing Department Business Plan and Budget, as information. Carried 7. Budget Requests 7.1. Supplemental Budget Additions Additional Budget Items Emergency museum repairs were discussed. An Emergency Repairs Report to be brought back to Council. Resolution #5 Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council includes the following additional items to the 2018 Operating Budget 1. $15,000 for the cost of snow removal at the CSC; 2. $54,075 in Provincial Gas Tax Revenue and an expenditure of the same to the Community Transportation Committee for the operation of Transit in the community in the 2018; AND THAT Council includes the following additional items to the 2018 Capital Budget; 1. $25,000 to be funded from reserves for the cost of storm drain enhancements for Quarter Town Line; 2. $158,000 for the cost of a Fire Communication Console to be funded by $120,000 from user pay debt and $38,000 from reserves; AND THAT Council approves an increase of .25 FTE to the overall FTE Count for CSR support at the CSC. Carried 16 Council Meeting – Agenda 4 Resolution #5a Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT a report regarding the museum emergency repairs be prepared for Council, including a recommendation for the funding source. Carried Councillor Stephenson left the meeting at 10:45am. 7.2. Council Discussion Points Discussion Points Customer Service Timeline CSD Timeline Council Purchases Payroll Deduction Change Bill 148 Impact Employee Retention Stale Developments Museum Souvenirs Community Events Details Physical Security Park Signage Fire Succession Plan Fire Comm Console Fire Comm Layout The Director of Finance provided a summary. A.Andrews, HR Manager, appeared before Council and provided additional information, Five Year Full Time Employee Retention Rates (2013-2017). Staff provided additional information by email regarding Pro-Forma Profit and Loss to Annandale’s 45th Anniversary Souvenirs/Publications. Staff to provide alternative design/materials for park signage. 17 Council Meeting – Agenda 5 Resolution #6 Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receives the following documents, as information: 1) Discussion Points Summary 2) Customer Service Delivery Model Update & Timeline 3) Council Expense Increase 4) 2018 Employer Payroll Costs 5) Bill 148 2018 Budget Impact 6) 2017 Employee Retention Rate 7) Prioritization of Stale Developments 8) Annandale House Anniversary Souveniers and Publications 9) Community Events - Additional Detail 10) 2018 Physical Security Review 11) Park Signage 12) Fire & Rescue Services Succession Management Plan 13) Fire Comm Dispatch Console Replac Carried Council recessed from 12:10pm and reconvened at 1:00pm. Agenda item 8 was brought forward at this time, Notice of Motions. 7.3. Review of Group Presentations Councillor Stephenson returned at 1:27pm. A spreadsheet detailing information regarding 2018 grant requests, 2017 grants, and current budget was provided. Discussion took place to encourage groups to be more self-sufficient. Staff to communicate this to the various groups. Resolution #7 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council has received applications for grant funding from various community groups during the 2017 budget sessions; AND THAT the following groups are awarded the following dollar amounts: 18 Council Meeting – Agenda 6 1) Tillsonburg & District Multi-Service Centre ($10,000); 2) Tillsonburg Station Arts Centre ($40,000); 3) Town of Tillsonburg Cultural Advisory Committee ($10,000); 4) Big Brothers Big Sisters of Ingersoll, Tillsonburg & Area ($3000); 5) Lake Lisgar Revitalization Committee ($3,500); 6) Upper Deck Youth Centre ($2000); 7) Tillsonburg Turtlefest ($10,000); 8) Tillsonburg Fair ($2,000); 9) Family Day ($2,500). Carried Resolution #7a Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT staff be instructed to follow up on the Tillsonburg Legion community grants request and ask this organization to approach Council with information about how the Town can best support their organization in 2018. Carried Council to submit any Notice of Motions for the January 29, 2018 Council Budget Meeting to the Clerk’s Office by Friday, January 19, 2018. It was noted that the January 29 Council Budget Meeting is scheduled to begin at 6:00pm. Staff to provide a summary of debentures, reserves and taxation for the January 29 Meeting. 7.4. Budget Approval 8. Notice of Motions for which previous notice was given The motion, previously introduced by Deputy Mayor Beres, was discussed. Suggestion was to include an update regarding the Community Strategic Plan. A recorded vote was requested by Councillor Adam. 19 Council Meeting – Agenda 7 Resolution #9 Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Tillsonburg Town Council host an open ‘Town Hall’ Meeting as an opportunity for residents to bring forward their concerns, or opportunities. Recorded Vote: NAME VOTE IN FAVOUR VOTE AGAINST Councillor Adam X Deputy Mayor Beres - absent Councillor Esseltine X Councillor Hayes X Mayor Molnar X Councillor Rosehart X Councillor Stephenson - absent The recorded vote reflects the vote is 3 in favour of the Motion and 2 against the Motion. The motion is "Carried ". 9. By-Laws By-Laws from the Meeting of January 15, 2018 Resolution #10 Moved By: Councillor Adam Seconded By: Councillor Esseltine By-Law 4161, to Confirm the Proceedings of Council at its meetings held on January 15, 2018 be read for a first, second, third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same and place the corporate seal thereunto Carried 20 Council Meeting – Agenda 8 10. Adjournment Resolution #11 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT the Council Budget Meeting of January 15, 2018 be adjourned at 2:40 p.m. Carried 21 C:\Users\dewilson\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\87YOFY47\Book1 2018-01-25 Variance Current $ Total Taxation - SLT Recommendation 648,900 4.64% Variance $ Total Capital - SLT Recommendation 337,000 2.41% Increase in Capital spending is made up of: Asset Management Plan Funding 337,000 Recommended increase to Capital 337,000 Budget Deliberation - Effect of proposed changes Staff Recommendations Department Expenses Reserves (DC/Gen)Debt Oversizing Storm Drain - Andrew's Crossing 260 25,000 25,000 New Fire Com Console 150 158,000 38,000 120,000 Revised taxation requirement 1,458,600 Capital change in tax rate 0 0.00% Operating Total Operating 341,600 2.65% Budget Deliberation - Effect of proposed changes Staff Recommendations Department Change CSC Snow Removal -15,000 Museum Repairs -20,000 Council Grants 100 5,300 Total Operating - SLT Recommendation 12,867,500 13,179,400 311,900 2.42% Revised Taxation requirement 13,179,400 Operating change in tax rate (29,700)(0.22%) 2018 Financial Plan Budget Summary - Taxation Requirement 2017 2018 Budget Budget 13,989,100 14,638,000 2017 2018 Budget Budget 1,121,600 1,458,600 Funding Source 12,867,500 13,209,100 22 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Stephenson SECONDED BY: _________________________ THAT Council not go ahead with a consulting fee on the bridge(Gibson) over Stoney creek. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 23 COUNCIL RESOLUTION AGENDA ITEM NO.: ______ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Adam SECONDED BY: _________________________ THAT the Gibson Pedestrian Bridge Replacement Design Study be removed from the 2018 Town budget and business plan; AND THAT the bridge be closed immediately if deemed unsafe by Senior Leadership; AND FURTHER THAT a staff report be brought back to Council regarding the costs and ramifications of removing the bridge. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 24 ORGANIZATION Capital Projects Project Department Version Year X40 Gibson Pedestrian Bridge Design Study Engineering 3 - SMT final 2018 Description Project Description Gibson Pedestrian Bridge is located 90m southwest of Valley Road. The structure is a girder bridge placed on its weak axis, spanning 10.4m. During the 2017 OSIM Inspection it was noted that there was an increase in the amount corrosion since the 2015 OSIM Inspection along with extensive pitting to the underside of the girder. This project will take the initial steps to design the bridge replacement, abutments, site access, etc. allowing the Town to move forward with securing the necessary approvals (i.e. LPRCA) Project Justification The Gibson Pedestrian Bridge is not an engineered bridge and does not provide the structural capacity or serviceability required for a pedestrian bridge. To avoid closure of this bridge and the associated trail connectivity identified in the Trails Master Plan completion of the engineering design places the Town in a favourable position to address this public safety concern and mitigate the associated risk from an insurance liability perspective. This will be funded primarily from DC Reserves and the Town's 10% funded through the RCP Reserve. Budget 2018Total Expenditures Construction Subcon Exp 35,00035,000 35,000 35,000 35,000 35,000Expenditures Total Funding Cont.from Reserves 3,5003,500 Cont from DC Reserves 31,50031,500 35,000 35,000Funding Total Page No. : 5 25 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Stephenson SECONDED BY: _________________________ THAT that the trail(railroad bed) from Tilson Ave to Quarterline be completed this year using DC reserves. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 26 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Rosehart SECONDED BY: _________________________ THAT the Annandale parking lot for $50,000 be reviewed after a meeting with the Ball Players. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 27 ORGANIZATION Capital Projects Project Department Version Year X14 Annandale Ball Park - Parking lot Parks 3 - SMT final 2018 Description Project Description Complete implementation of expanded parking lot using part of former Diamond #1. Entrances, drainage, etc. to be integrated with Concession Street E reconstruction project Project Justification Site requires adequate off-street parking to accommodate tournament and league traffic while maintaining safety on Concession Street. Integrating the timing of the project with the road reconstruction will save on mobilization and materials costs. Budget 2018Total Expenditures Construction Subcon Exp 50,00050,000 50,000 50,000 50,000 50,000Expenditures Total Funding Taxation 50,00050,000 50,000 50,000Funding Total Page No. : 4 28 Excerpt from Council Meeting of November 27, 2017 14.4.1. FIN 17-36 - 2018 Capital Pre-Budget Approval Projects Report FIN17-36 Resolution #8 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Report FIN17-36 - 2018 Capital Pre-Budget Approval be received; AND THAT Council gives 2018 pre-budget approval for: i) Asset Management Plan Implementation Project x33 $150,000; ii) Concession Street East Project x37 $890,000; iii) Annandale Ball Park Parking Lot Project x14 $50,000; iv) Asphalt Project x39 $382,000; and v) Lake Lisgar Water Park Renovations Project x95 $129,000. Carried 29 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Rosehart SECONDED BY: _________________________ THAT no consultant be hired for the kitchen renovation at the community centre. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 30 Report Title Lions Auditorium Kitchen Improvements Report No. RCP 17-53 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date December 11, 2017 Attachments • RCP 17-24 – Lions Auditorium Kitchen Reno Project Outline RECOMMENDATION THAT Council receives Report RCP 17-53 – Lions Auditorium Kitchen Improvements; AND THAT Council authorize staff to proceed with procuring the recommended improvements in accordance with the Town’s Purchasing Policy. EXECUTIVE SUMMARY Council directed staff to bring a report forward outlining proposed improvements to the Lions Auditorium before proceeding with procurement. This report provides a recommended program of improvements to the kitchen and seeks approval to proceed. BACKGROUND During the 2017 budget process, Council authorized a capital allocation for improvements to the Lions Auditorium kitchen. Staff provided an update in April (RCP 17-24) identifying the expected components of the improvement project. At the Council meeting of April 10, 2017, Council passed the following resolution: Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report RCP 17-24 – Lions Auditorium Kitchen Reno Project Outline for information; AND THAT Staff report back to Council on the kitchen renovation project with a draft RFP when information is available. Carried The proposed upgrades include improvements to the usability and energy efficiency of the Auditorium kitchen. The first priority is to update the exhaust hood, fire suppression, electrical infrastructure and ventilation to current code requirements. While there are existing drawings from the original construction, various repairs and changes over the years have not been properly documented. This requires an investment in verifying and documenting the existing infrastructure and preparing digitized base drawings. Once that work is complete, a proper engineering/architectural design can be prepared to ensure all code requirements are met. Replacing the inefficient dishwasher and walk-in cooler are also a high priority so that the operating costs of the kitchen are lower and the dishwasher is more functional for users of the facility. A new stove including a griddle, a new double door cooler, two rolling holding cabinets and some utility carts have been identified as desirable equipment to make the kitchen more useable for caterers and other functions. Page 1 / 3 RCP 17-53 - Lions Auditorium Kitchen Imp 31 As the proposed improvements are not consolidated into one large renovation, a single RFP is not a practical approach to the project. Preliminary pricing has been obtained from vendors, consultants and contractors to develop the following estimated cost breakdown: Ventilation hood and fire suppression 60” 6-burner, 2 oven raised griddle range 70oC rise 3-phase door style dishwasher Walk-in cooler with interior racks, rooftop unit Component Professional Fees Construction Equipment Pre-project documentation 12,800$ Ventilation, fire suppression, HVAC & electrical 14,350$ 31,433$ 25,718$ Stove: 60" 6 burner, 2 oven, raised griddle 9,300$ Dishwasher: 70deg Rise 3-phase door type 11,800$ Walk-in Cooler w/ interior racks, rooftop unit 16,750$ Double sliding door cooler 3,350$ Holding cabinets (2)7,150$ Utility carts (4)1,200$ Contingency (10%)13,385$ Subtotal 147,235$ Net taxes 2,591.34$ Total 149,826.34$ Page 2 / 3 RCP 17-53 - Lions Auditorium Kitchen Imp 32 Holding cabinet Double sliding door cooler Utility cart If Council gives staff approval to proceed with the above components, procurement will be initiated immediately in compliance with the Town’s purchasing policy. Work will be scheduled to minimize or avoid impact on facility users and rentals. The stove and dishwasher that are being removed may have some residual value to be redeployed within the Town’s facilities, used as trade-ins or sold through the GovBids surplus equipment website. The existing stainless steel dishwashing tables will be re-used. CONSULTATION/COMMUNICATION Local caterers and managers from kitchen facilities in nearby municipalities were contacted to determine the preferred upgrades. Kitchen equipment suppliers, architectural and engineering design firms, and mechanical contractors were contacted to obtain budget pricing. FINANCIAL IMPACT/FUNDING SOURCE The 2017 approved budget includes a $150,000 allocation for improvements to the Lions Auditorium kitchen. COMMUNITY STRATEGIC PLAN (CSP) IMPACT This issue paper provides information in alignment with the following Objectives of the Community Strategic Plan: • Objective 1 – Excellence in Local Government • Objective 2 – Sustainable Economy • Objective 4 – Culture & Community Page 3 / 3 RCP 17-53 - Lions Auditorium Kitchen Imp 33 Excerpt – December 11, 2018 Council Minutes 1.1.1. RCP 17-53, Lions Auditorium Kitchen Improvements RCP 17-53 - Lions Auditorium Kitchen Improvements RCP 17-24 - Lions Auditorium Kitchen Reno Project Outline Resolution #15 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives Report RCP 17-53, Lions Auditorium Kitchen Improvements; AND THAT Council authorizes staff to proceed with procuring the recommended improvements in accordance with the Town’s Purchasing Policy. Carried 34 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Rosehart SECONDED BY: _________________________ THAT the Parks Signage Design for $5,000 be revisited to allow for other designs to be given for review. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 35 NOTICE OF MOTION AGENDA ITEM NO.: ______ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Esseltine SECONDED BY: _________________________ THAT an additional $5000 per year be added to the Parks Signage Capital Projects Budget (for a total of $10,000 annually) to enable the project to be completed within a reasonable length of time; AND FURTHER THAT the signs be constructed of a long-lasting, weather resistant material; AND FURTHER THAT the design and cost estimates for the signs be brought before council for approval. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 36 ORGANIZATION Capital Projects Project Department Version Year X70 Parks Signage design & install Parks 3 - SMT final 2018 Description Project Description Parks signage replacement Project Justification Wooden parks signs have deteriorated and need to be replaced. Etched concrete like at the Skatepark is recommended as the long term construction. Design work is anticipated in year 1, and then 1-2 signs per year would be replaced including adjoining garden bed. Budget 2018Total Expenditures Construction Subcon Exp 5,0005,000 5,000 5,000 5,000 5,000Expenditures Total Funding Taxation 5,0005,000 5,000 5,000Funding Total Page No. : 5 37 Report Title Budget Memo – Park Signage Report No. RCP 18-04 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Budget Meeting Council Date January 11, 2018 Attachments EXECUTIVE SUMMARY Council requested additional information regarding the park signage design and capital budget item. BACKGROUND Many of the engraved wooden park signs at neighbourhood park locations around Tillsonburg have deteriorated. They are generally placed in a small garden bed with low-maintenance plantings. Staff felt that the very effective and durable sign at the Kolin Smith Memorial Skatepark created by engraving the concrete wall was an excellent template to consider elsewhere. Preliminary scoping of permanent replacement decorative park signage using engraved concrete for each Tillsonburg neighbourhood park location determined an approximate cost per location for removal and disposal of the existing sign, excavating, forming and pouring of the concrete, and on-site engraving of the Town graphic and park name at $5,000 per location. There are currently 10 locations where this sign would be deployed. CONSULTATION/COMMUNICATION If Council supports the capital project, the proposed design will be referred to the Parks and Recreation Advisory Committee for consideration. FINANCIAL IMPACT/FUNDING SOURCE The requested budget of $5,000 for 2018 is adequate to execute one sign location. There are minimal savings achieved by doing multiples, as the same mobilization is required for each location. COMMUNITY STRATEGIC PLAN (CSP) IMPACT This issue paper provides information in alignment with the following Objectives of the Community Strategic Plan: • Objective 1 – Excellence in Local Government • Objective 2 – Sustainable Economy Page 1 / 1 RCP 18-04 Park Signage 38 NOTICE OF MOTION AGENDA ITEM NO.: ______ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Esseltine SECONDED BY: _________________________ THAT because of the additional capital requirement in 2018 for the purchase of a Dispatch Console ($155,000) to replace the current equipment used in Fire Communications, council defer the purchase of the items requested for capital purchase in the earlier version of the 2018 budget including X18 Fire Ground Equipment ($12,500), X46 Large Vehicle/Building Stabilization ($14,000), and X48 Communications Log Recorder ($18,500) as well as X47 Digital Road Sign ($14,500) and that these dollars from taxation be directed toward the purchase of the required Dispatch Console at this time. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 39 Report Title Budget Issue Paper: Dispatch Console Replacement Report No. FRS-18-01 Author Jeff Smith Meeting Type Council Budget Meeting Council Date Attachments Town of Tillsonburg Fire Comm Dispatch Centre Overview EXECUTIVE SUMMARY The Radio-Operator Console is the main interface between the Fire Communicator and the fire department being dispatched. It is a vital link in the dispatch process to ensure that fire departments are effectively dispatched to the residents needing emergency assistance. It is the intent of this document to provide Council with sufficient background information to assist in their decision making. ISSUE/BACKGROUND Currently, Tillsonburg Fire Communications dispatches for 16 customers operating 26 fire stations and protecting a combined population of 119,164 people (2016 census). To deliver this service in an accurate and efficient manner, a number of systems are in place to support the Fire Communicators. The three main systems are the 9-1-1 & PTSN (Public Switched Telephone Network) telephone system, the Computer Aided Dispatch (CAD) system and the Radio-Operator consoles. The telephone system is capable of receiving calls by way of the 9-1-1 network as well as traditional PTSN lines. The Radio-Operator console is the interface between the dispatcher and the radio systems used for paging and duplex (two way) radio communication with the customer’s local radio system. The telephone system is independent from the radio system, but the two systems share a common voice & data recording system. The CAD system is the mapping and information database for the Fire Communicator. This system ensures that the proper fire department is alerted and provides site specific resource requirements and information to the Fire Communicator. The 9-1-1 system interacts directly with the CAD to “drop” 9-1-1 call locations on the geographical map automatically. While these systems are essentially separate and stand alone, they do synergistically work together to enhance the accuracy of our staff and to minimize dispatching times. A schematic of these systems is attached to this report. Tillsonburg Fire Communications uses a Zetron dispatch console. This console was previously located at the OPP station prior to 2006. The console was purchased around 1997 - 1998 when the previous dispatch console was damaged beyond repair by a lightning strike to the OPP building. The Zetron Corporation was founded in 1980 and began making radio dispatch Page 1 / 4 FRS 18-01 Fire Comm Console 40 consoles for public safety entities in 1987. In 2007 Zetron was purchased by Kenwood Corporation but remained an independent subsidiary. Throughout this time, Zetron Corporation has maintained both service support and parts inventory for all of their radio dispatch consoles, current and historical. Late in 2017, Zetron ceased support of legacy products and no longer provides technical support or maintains parts inventory. The Radio-Operator console is the VHF radio interface between Fire Communications and the customer. The console allows the Fire Communicator to dispatch the alarm to the customer via the radio pager as well as maintain duplex (two way) radio communication with the customer throughout the emergency incident. The console in the dispatch room is hard-wired to system cards located in the equipment room. It is these system cards that then interface with the customer’s radio network. The Zetron card cage is capable of holding 12 cards with each card supporting 2 radio channels, for a total capacity of 24 channels maximum. Slots 13 – 16 are used to connect individual consoles with the card cage. With our current customer load, we utilize 18 of the 24 available channels, leaving only 6 channels available for future customers. Depending on the end user radio system, these available channel slots represent 3-4 additional customer capacity. Until recently, it was the limited expansion capacity and not system reliability that drove the requirement to replace the Radio-Operator Console. Recent card and back-plate failures have reduced the number of available slots and increased the urgency to replace the dispatch console system. Figure 1 illustrates the console card cage in the equipment room and shows the 3 vacant radio channel card slots and the 2 vacant console slots. Figure 2 provides a close-up view of a channel card and shows the slot on the back-plate that the channel cards connect to. A further card slot failure of the back-plate will require removal of a current customer from the dispatch console and an alternate dispatch method used, such as the use of a desk top remote mini-console. A complete failure of the back-plate would render the current console disabled and unrepairable. Several mini-consoles are kept at the Customer Service Centre for use as a back-up communications centre, as required by the NFPA standard and our business continuity program. This space is designed for short-term, emergency use when the main Fire Communications room has to be evacuated. Usage of the back-up location causes a significant disruption to the normal work space and activities of the CSC when the designated area is operated as a dispatch centre. Fig.1 - Console Card Cage Page 2 / 4 41 The Radio-Operator Console replacement was initially forecasted for 2021 in the Fire Department’s Capital Expenditure program. Due to the withdrawal of technical support and parts inventory by the manufacturer, the replacement of the console was moved to 2019 in the Capital Program forecast presented as part of the 2018 Business Plan to Council. With the recent card and back-plate slot failure, combined with the lack of technical support and the risk of a complete system failure, the Senior Leadership Team supports replacement of the Radio-Operator Console as part of the Fire Department’s 2018 Capital program. The replacement console will be designed to accommodate all current customers as well as having sufficient expansion capacity to meet foreseeable future needs. The new Radio-Operator Console will be computer based and as such will use keyboard, mouse and/or touch screen technology rather than the fixed base console. This new set-up will be much more user friendly and more accommodating of the various ergonomic needs of staff. The system proposed will be a two position Radio-Operator Console and will be initially sized at 18 radio channels, but is expandable to 1000 for future customers. Associated equipment and programming costs for expanding the system will be built into future customer contracts. As an IP based system the current Communications Logging (recording) equipment is not compatible but a project to replace the Com Log is included in the 2018 Capital Program. Fire administration staff and the Finance Department have considered purchasing versus leasing and are recommending purchasing a new Radio-Operator Console. Outright purchase of a new two position Radio-Operator Console and installation costs will be $155,000.00, before tax. As all new dispatch systems are IT based, there would be an annual software service agreement cost of $13,500 starting in the second year. This annual service agreement cost would include software updates and equipment replacement. The terms of the lease to own option are five years with a $10.00 cost to purchase the system at the conclusion of the lease period. The 60 month term lease would cost $5,290.00 per month. A third option that was considered would be to enter an agreement for a Maintained System. A Maintained system agreement would cost $7,500 per month ($90,000 per year). This cost would be higher than the cost of outright purchase, service agreements and borrowing costs combined with no additional benefit to the Town. Additionally, at the end of the contract term, the Town would not own any equipment. Maintained System agreements are normally put in place when there are multiple owners of a single system and the cost of ownership and system servicing is spread over these multiple owners. Fig.2 - Cards & Back-Plate Page 3 / 4 42 FINANCIAL IMPACT/FUNDING SOURCE To determine the most cost effective option, staff examined the 10 year cost of ownership. Outright Purchase: $366,500 + debenture costs $11,000 (full amount) 60 Month Lease: $429,900 + $10 system purchase at end of term Maintained System: $900,000 In the 2017 Budget program, $20,000 was reserved for Fire Communications infrastructure. This reserve was designated for replacement of equipment such as the Radio-Operator Console. The proposed 2018 Budget program contains a further $20,000 contribution to this reserve account. It is recommended that $37,728 is funded from Reserves and the balance of $120,00 be funded partially from use pay debt in the form of a 5 year debenture. Page 4 / 4 43 NOTICE OF MOTION AGENDA ITEM NO.: ______ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Esseltine SECONDED BY: _________________________ THAT Council consider deferring the Airport Master Plan Update proposed in the 2018 budget. The $50,000 budget consists of $11,000 from reserves and $39,000 from taxation. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 44 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Adam SECONDED BY: _________________________ THAT the Airport Master Plan update ($50,000) be removed from the 2018 budget and business plans. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 45 ORGANIZATION Capital Projects Project Department Version Year X12 Airport Master Plan Update Airport 3 - SMT final 2018 Description Project Description The Airport Master Plan Update is a projection of the Airport’s conceptual long term development. The Plan update would provide new strategic direction and planning for the future of the Airport to support both short and long term decisions. Master Plans are regularly updated to support construction, development, expansion, and modernization as well as to justify construction of additional infrastructure to accommodate growth. Project Justification Since the 1989 Airport Master Plan there has been a considerable amount of progress and development at the Airport. In 2015 a significant amount of effort was invested into updating the conceptual drawings for the Airport, however updates to the accompanying document that coincides with the conceptual drawings remains outstanding. A new Master Plan document that incorporates the conceptual drawings should be completed by an aviation consultant and will provide the basis to support long term infrastructure related decisions such as electrical upgrades and taxiway extensions on both the commercial and general aviation side of the Airport. $11,000 will be funded from the Airport Reserve. Budget 2018Total Expenditures Construction Subcon Exp 50,00050,000 50,000 50,000 50,000 50,000Expenditures Total Funding Cont.from Reserves 11,00011,000 Taxation 39,00039,000 50,000 50,000Funding Total Page No. : 14 46 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Esseltine SECONDED BY: _________________________ THAT Council reconsider the 2018 capital budget allocations for the museum for which funds are to be drawn from the Annandale House Trust including Repairs and Maintenance ($50,000), the servant’s porch ($15,000) and fire doors ($8,000). Taking these amounts from the trust along with the $35,000 2017 allocation for painting the eaves and fascia (incomplete at this time) would deplete most if not all of the dollars held in the reserve. And further that the terms of the trust be reviewed to identify the approved uses of the funds (for example, are funds to be used for the restoration and maintenance of the historic and architectural features of Annandale House, and/or can they be applied to the costs of mechanical systems and such that have been added to the house to accommodate the operation of the museum). Money held in this reserve comes largely from donations as well as fundraising efforts of a volunteer committee. It has been the goal of the fundraising committee to add in excess of $10,000 to the Trust Fund each year. It should also be noted that the allocation of dollars from the Annandale House Trust would also require approval of the Trustees as well as the Museum Advisory Committee. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 47 ORGANIZATION Capital Projects Project Department Version Year X97 Repairs and Maintenance Museum 3 - SMT final 2018 Description Project Description Ongoing capital maintenance program to maintain and extend lifecycle of Museum and Annandale House. Eligible repairs to Annandale House Project Justification Priority repairs identified in FCA report will be addressed within available budget. Budget 2018Total Expenditures Construction Subcon Exp 97,00097,000 97,000 97,000 97,000 97,000Expenditures Total Funding Cont.from Reserves 50,00050,000 Taxation 47,00047,000 97,000 97,000Funding Total Page No. : 21 48 ORGANIZATION Capital Projects Project Department Version Year X98 Servant Porch Museum 3 - SMT final 2018 Description Project Description Repair east porch of Annandale House. Project Justification Old wooden parts of this porch have deteriorated and pose safety and aesthetic issues. This project is part of the old house and is eligible for full funding from the Annandale House Trust. This project has been authorized by the Trustees. Budget 2018Total Expenditures Construction Subcon Exp 15,00015,000 15,000 15,000 15,000 15,000Expenditures Total Funding Cont.from Reserves 15,00015,000 15,000 15,000Funding Total Page No. : 22 49 ORGANIZATION Capital Projects Project Department Version Year X99 Connect fire doors into FAS Museum 3 - SMT final 2018 Description Project Description Add auto-release closers to fire separation doors that swing shut when the fire alarm is triggered. Project Justification Internal fire doors are not connected to the fire alarm system with automatic closers so they must remain closed for fire safety. This poses safety and security issues for staff and visitors as both visual and auditory monitoring of the museum is blocked when the doors are closed. By adding auto-closers to the system that close the doors when there is a fire alarm, this issue is resolved. Funds will be from the Annandale House Trust Budget 2018Total Expenditures Construction Subcon Exp 8,0008,000 8,000 8,000 8,000 8,000Expenditures Total Funding Cont.from Reserves 8,0008,000 8,000 8,000Funding Total Page No. : 23 50 NOTICE OF MOTION AGENDA ITEM NO.: ______ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Esseltine SECONDED BY: _________________________ THAT council reconsider the Kinsmen Bridge Enhanced OSIM Inspection ($80,000 from taxation) proposed in the 2018 budget. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 51 COUNCIL RESOLUTION AGENDA ITEM NO.: ______ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Adam SECONDED BY: _________________________ THAT the Kinsmen Pedestrian Bridge Enhanced OSIM budget value of $80,000 be adjusted to $40,000; AND THAT the project implementation be delayed until 2019 (for further deliberation); AND FURTHER THAT the $40,000 be contributed to the appropriate reserve fund. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 52 ORGANIZATION Capital Projects Project Department Version Year X41 Kinsmen Bridge Enhanced OSIM Inspection Engineering 3 - SMT final 2018 Description Project Description The Kinsman Pedestrian Bridge is located on Veterans Memorial Walkway, 170m west of Rolph St. The structure is an old railway girder bridge converted to a pedestrian bridge, with 9 spans and a total length of 107.5m. It was noted in the 2017 OSIM Inspection that access and inspection to underside elements is limited. The Enhanced OSIM Inspection for the Kinsmen Pedestrian Bridge consists of a detailed inspection and investigation of all elements of the bridge with the use of specialty access equipment, completion of a structural evaluation and Load Limit Analysis, and scope the extent of rehabilitation repair options with cost estimates for the rehabilitation options. Project Justification The 2017 OSIM Inspection report strongly recommended that an Enhanced OSIM Inspection be completed to ensure structural capacity of the bridge through detailed inspection and Load Limit Analysis. This study would define the scope of rehabilitation work to ensure structural integrity and look to address both the potential safety concerns associated with the slippery deck surface as well as mitigating the labour intensive winter maintenance operations associate with this structure. Budget 2018Total Expenditures Construction Subcon Exp 80,00080,000 80,000 80,000 80,000 80,000Expenditures Total Funding Taxation 80,00080,000 80,000 80,000Funding Total Page No. : 6 53 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Adam SECONDED BY: _________________________ THAT the proposed funding for the Asphalt Resurfacing Program be adjusted from $382,400 to $350,000. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 54 ORGANIZATION Capital Projects Project Department Version Year X39 Asphalt Program Roads 3 - SMT final 2018 Description Project Description Partial depth resurfacing (top layer) or Full-depth rehabilitation (top & bottom layers) with spot curb and gutter repairs would be completed on various streets within Town. Project Justification During a road’s lifecycle, there are opportunities for work activity to extend the life of the roadway which generally coincides with its condition. Utilizing the two most economical pavement management strategies outlined in the Towns Asset Management Plan it has been determined that in order to maintain the current road network condition that rehabilitation investment varies between $900,000 to $1,200,000 per year over the next ten years (excluding road renewal through reconstruction activities). Using these strategies, and depending on individual road conditions, the most economical annual road resurfacing program is developed within the allocated budget. The funding for this will come from the Gas Tax Reserve. Budget 2018Total Expenditures Construction Subcon Exp 382,400382,400 382,400 382,400 382,400 382,400Expenditures Total Funding Grants 382,400382,400 382,400 382,400Funding Total Page No. : 12 55 Excerpt from Council Meeting of November 27, 2017 14.4.1. FIN 17-36 - 2018 Capital Pre-Budget Approval Projects Report FIN17-36 Resolution #8 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Report FIN17-36 - 2018 Capital Pre-Budget Approval be received; AND THAT Council gives 2018 pre-budget approval for: i) Asset Management Plan Implementation Project x33 $150,000; ii) Concession Street East Project x37 $890,000; iii) Annandale Ball Park Parking Lot Project x14 $50,000; iv) Asphalt Project x39 $382,000; and v) Lake Lisgar Water Park Renovations Project x95 $129,000. Carried 56 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Adam SECONDED BY: _________________________ THAT the funding for Annual Playground Equipment Replacement be reduced from $30,000 to $25,000. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 57 ORGANIZATION Capital Projects Project Department Version Year X75 Annual Playground Eqpt replacement Parks 3 - SMT final 2018 Description Project Description Annual playground replacement and upgrades Project Justification Facility Condition Assessment study recommendations. Updated every 5 years. Annual allocation unused will be contributed to reserve for future years. Budget 2018Total Expenditures Construction Subcon Exp 30,00030,000 30,000 30,000 30,000 30,000Expenditures Total Funding Taxation 30,00030,000 30,000 30,000Funding Total Page No. : 1 58 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Rosehart SECONDED BY: _________________________ THAT Council direct staff to bring forward dollars from the 2017 budget in order to finish the concrete ramp at the bandshell. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 59 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Stephenson SECONDED BY: _________________________ THAT Council put an operations line budget in Parks, Recreation & Culture of $25,000 to be used for maintenance and upkeep of Lake Lisgar; AND FURTHER THAT these funds be contributed from reserves. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 60 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Rosehart SECONDED BY: _________________________ THAT no enhanced beautification program be done in 2018 and no new employee be hired to provide the program Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 61 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Hayes SECONDED BY: _________________________ THAT the enhanced beautification program be removed from the 2018 budget and reduce taxation by $53,200. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 62 Report Title 2018 Beautification Plan Report No. RCP 17-56 Author Corey Hill – Manager of Parks & Facilities Meeting Type Budget Meeting Council Date December 14, 2017 Attachments • RCP 17-49 – Enhanced Beautification Program Summary • RCP 17-09 - Budget Issue Paper - Enhanced Beautification • Letter from Horticultural Society RECOMMENDATION THAT Report RCP 17-56 – 2018 Beautification Plan be received for information. EXECUTIVE SUMMARY In follow-up to Report No RCP 17-49 - Enhanced Beautification Program Summary, this report will outline the Beautification Plan scope of work commencing in 2018 and for future years. BACKGROUND The Heritage, Beautification & Cemetery Committee, recommended implementing an enhanced Town-wide in-house beautification program through the 2017 budget process. The recommended program would have included the work already contracted out as a part of the garden bed maintenance contract plus enhanced services provided by Town staff. RCP staff, with the assistance of Operations staff, prepared an implementation estimate that included the operational and capital impact of the recommended program. This proposal was designed as a 2017-2018 trial program and was detailed in Report RCP 17-09 – Budget Issue Paper – Enhanced Beautification. Council directed to revise the enhanced beautification model and determine what service level increase could be achieved with a net budget of $25,000. To determine the service level that was possible for a net budget of $25,000, a smaller list of locations to be beautified was established, the number of downtown flower urns was reduced, the quantity of supplies and staffing required to perform the revised scope of work was adjusted and all capital expenditures were eliminated. The following locations were approved in April as the scope of the 2017 trial service enhancement (RCP 17-17): Town Gateways (Hwy 3 & 19) 12 Downtown Flower Urns LLWP & Summerplace Oxford & Broadway Parkette Skatepark/Pumptrack Fourth to North TCT Gateway (Fourth St) Mineral Springs Clock Tower Page 1 / 5 RCP 17-56 - 2018 Beautification Plan This service level increase was approved by Council as a trial year in 2017. The program was to be reviewed in the fall of 2017 for effectiveness and be re-evaluated at that time for future viability. As summarized in Report No. RCP 17-49 on October 23, 2017, the program commenced in May 2017 and included cleaning the above locations and prepping the sites for plantings. This was a lengthy process due to the poor shape of the garden beds and the fact they had not been properly maintained for many years (or not at all). As the summer came to an end, the BIA offered to supply fall mums to be planted in the downtown urns in replacement of the annuals. This was accomplished with no additional cost to the Town other than staff time, which was already allocated to the program, to pull the annuals and plant and maintain the mums. Parks staff planted, maintained, weeded and watered the flowerbed locations and downtown urns daily throughout the program. It should be noted that that the Parks team allocated approximately 16 hrs/weekend of additional horticultural work to maintain and water the locations and downtown urns on weekends. These hours were absorbed into the existing Parks & Cemetery operational staffing complement. This staffing arrangement was required for the success of the enhanced beautification program, but did result in delayed Parks & Cemetery responsiveness to other Town areas and related service requests such as ACRs. Feedback from Council was to incorporate enhanced beautification into the 2018 Parks business plan. As such, staff is recommending the implementation of the beautification plan as originally proposed in RCP 17-09. This plan includes the enhanced beautification for the following areas (below list includes the 2017 trial sites): Annandale Diamonds (by canteen) Gyulveszi Park Gateway Bert Newman Park Keep Tillsonburg Beautiful Tree Sites Bidwell St (along municipal lots) Library Parkette Bloomer St Bridge (Van St) LLWP & Summer Place Carroll Trail Gateway Memorial Trees Cemetery Mineral Springs Clock Tower OPP Station Concession St E & Maple Lane Triangle Oxford & Broadway St Parkette Corner of Concession St & Park St Participark Gateway Coronation Park Gateway Public Works Cranberry Park Gateway Pumptrack Cranberry TCT Gateway Skatepark Customer Service Centre South Ridge Park Gateway Elliot Fairbairn Station Arts (west of building) Fire Hall Town Gateways (Hwy 3 & 19) Fourth to North TCT Gateway Trottier Park Gateway Gibson House Veterans Memorial Walkway Gateway Glendale Park Gateway Westmount Park Gateway The recommended 2018 plan also includes redeploying the 12 large downtown flower urns that were used in 2017 plus the addition of a medium sized urn at each of the 12 large urn locations. The Memorial Park Revitalization Project rose garden incorporated into the Celebration Plaza (to Page 2 / 5 RCP 17-56 - 2018 Beautification Plan be installed in 2018) would also be maintained and watered, and additional work at Annandale House. Beyond that, the Horticultural Society has volunteered to add significant work at Bert Newman Park to enhance the park beyond the efforts proposed for the Town beautification staff. There are two major factors affecting the cost to expand the program: The first is that adding more locations will require a second person to be able to install and maintain the gardens, but once that person is in place many new locations can be added. The recommended approach is to invest in one permanent horticultural worker starting in May 2018, and supplementing that with a 6-month seasonal position. In addition to the service level increase for horticulture, this approach will also provide much-needed additional capacity through the winter to assist with snow removal and other off-season cemetery and parks maintenance. The second major factor is the need for a truck. The 2017 trial took advantage of a truck that was replaced as per the fleet replacement program in early 2017, but was not disposed of until the license expired in October. A similar one-time opportunity may exist in 2018 provided the Hydro Operations replacement vehicle is secured before May. For 2019, an addition to the fleet would need to be acquired for the beautification team. The following is a cost breakdown for implementing the enhanced program next 2 budget years: Operations Capital $31,920 0 $1,250 0 $5,000 0 $2,500 0 $33,600 0 $26,300 0 Total $100,570 $0 $25,000 $8,600 $66,970 $0 Operations Capital $30,000 0 $1,250 0 $7,000 $60,000 $1,000 0 $54,100 0 $26,695 0 Total $120,044 $60,000 $91,970 $8,600 $19,474 $60,000 Recommended Enhanced Beautification Program Revenue sources BIA/Hort contributions Net 2019 budget impact Base Beautification budget Supplies (flowers/landscaping/mulch/large & medium urn flowers) Fleet Costs (water trailer) Fleet Costs (truck) Commercial gardening equipment FT Beautification Position Seasonal Beautification Position (6 mnths) Net 2018 budget impact 2019 Expense Item FT Beautification Position (8 months) Seasonal Beautification Position (6 months) Revenue sources Base Beautification budget BIA/Hort contributions 2018 Expense Item Supplies (flowers/landscaping/mulch/urn flowers/medium pots) Fleet Costs (water trailer) Fleet Costs (truck) Commercial gardening equipment Page 3 / 5 RCP 17-56 - 2018 Beautification Plan This funding level is incorporated in the draft 2018 operating budget as presented to Council on December 14, 2017. Alternatively, Council could decide not to increase the service level for beautification for 2018, in which case the following budget would be required: This approach would reduce the 2018 impact on taxation by $53,520. CONSULTATION/COMMUNICATION Throughout the 2017 season, Parks staff were approached by dozens of citizens who were very complimentary of the enhanced beautification initiatives and wanted to pass along their support and desires for this program to not only continue, but be enhanced in future years. Staff also received specific comments about other sites that were not beautified (i.e. Customer Service Centre, Bert Newman Park) needing similar attention so they could look as good as the sites that were enhanced. Operations Capital $12,000 0 $1,250 0 $5,000 0 $2,500 0 $26,300 0 Total $47,050 $0 $25,000 $8,600 $13,450 $0 Operations Capital $12,000 0 $1,250 0 $16,000 $0 $2,500 0 $26,695 0 Total $58,445 $0 $38,450 $8,600 $11,395 $0 Non-enhanced Beautification Program Revenue sources Base Beautification budget BIA/Hort contributions Net 2019 budget impact Supplies (flowers/landscaping/mulch/large & medium urn flower Fleet Costs (water trailer) Fleet Costs (truck) Commercial gardening equipment FT Beautification Position BIA/Hort contributions Net 2018 budget impact 2019 Expense Item Seasonal staff Revenue sources Base Beautification budget 2018 Expense Item Supplies (flowers/landscaping/mulch/urn flowers/medium pots) Fleet Costs (water trailer) Fleet Costs (truck) Commercial gardening equipment Page 4 / 5 RCP 17-56 - 2018 Beautification Plan In addition, the Horticultural Society was complementary of the enhanced beautification efforts of the Town and is supportive of expanding that program in 2018 as outlined in the attached letter. The Horticultural Society is also willing to continue its financial contribution towards expanding the program again in 2018. The BIA is also supportive of the enhanced beautification program and is willing to continue its financial contribution towards the program again in 2018. FINANCIAL IMPACT/FUNDING SOURCE The net increase in the financial impact to taxation for the operational costs of the recommended beautification program would be $66,970 in 2018 and estimated as a further $19,474 in 2019. The capital costs for the required truck would be incorporated into the 2019 fleet plan. The net increase in the financial impact to taxation for the operational costs of maintaining the 2017 level beautification program would be $13,450 in 2018 and estimated as a further $11,395 in 2019. COMMUNITY STRATEGIC PLAN (CSP) IMPACT This issue paper provides information in alignment with the following Objectives of the Community Strategic Plan: • Objective 1 – Excellence in Local Government • Objective 2 – Sustainable Economy • Objective 4 – Culture & Community Page 5 / 5 RCP 17-56 - 2018 Beautification Plan Report Title Enhanced Beautification – Program Summary Report No. RCP 17-49 Author Corey Hill – Manager of Parks & Facilities Meeting Type Budget Meeting Council Date October 23, 2017 Attachments • RCP 17-17 - Enhanced Beautification Program – Updated RECOMMENDATION THAT Report RCP 17-49 – Enhanced Beautification – Program Summary be received for information. EXECUTIVE SUMMARY An enhanced town-wide in-house beautification program was recommended by the Heritage, Beautification & Cemetery Advisory Committee (HBCAC). This service level increase was approved by Council as a trial year (2017) for enhanced beautification working within a net budget of $25,000. The program was to be reviewed in the fall of 2017 for effectiveness and be re-evaluated at that time for future viability. BACKGROUND To meet the service level within a net budget of $25,000, the following list of locations were approved by Council to be enhanced: Town Gateways (Hwy 3 & 19) 12 Downtown Flower Urns LLWP & Summerplace Oxford & Broadway Parkette Skatepark/Pumptrack Fourth to North TCT Gateway (Fourth St) Mineral Springs Clock Tower The program commenced in May 2017 and included cleaning the above locations and prepping the sites for plantings. This was a lengthy process due to the poor shape of the garden beds and the fact they had not been properly maintained for many years (or not at all). In addition, the Horticultural Society embarked on a campaign to engage local businesses to donate funds to cover the costs of the flowers in the downtown urns. They were successful in raising sufficient funds for all 12 urns. This reduced the supplies budget resulting in the ability to invest in more plantings at the other locations. Page 1 / 3 RCP 17-49 - Enhanced Beautification Prog 63 As the summer came to an end, the BIA offered to supply fall mums to be planted in the downtown urns in replacement of the annuals. This was accomplished with no additional cost to the Town other than staff time, which was already allocated to the program, to pull the annuals and plant and maintain the mums. Parks staff planted, maintained, weeded and watered the flowerbed locations and downtown urns daily throughout the program. Throughout the season, Parks staff were approached by dozens of citizens who were very complimentary of the enhanced beautification initiatives and wanted to pass along their support and desires for this program to not only continue, but be enhanced in future years. Staff also received specific comments about other sites that were not beautified (i.e. – Bert Newman Park) needing similar attention so they could look as good as the sites that were enhanced. The transformation at the locations was significant as shown below: Page 2 / 3 RCP 17-49 - Enhanced Beautification Prog 64 The following is how the budget was allocated and actuals to the end of the program (Nov 1, 2017); The enhanced beautification program was delivered under the approved $25,000 budget at a total cost of $23,643. The savings were primarily achieved through not requiring as much commercial gardening equipment as was allocated in the original budget. It should be noted that that the Parks team allocated approximately 16 hrs/weekend of additional horticultural work to maintain and water the locations and downtown urns on weekends. These hours were absorbed into the existing Parks & Cemetery operational staffing complement. This staffing arrangement was required for the success of the enhanced beautification program, but did result in delayed Parks & Cemetery responsiveness to other Town areas and related service requests such as ACRs. CONSULTATION/COMMUNICATION The creation of the program and budget was completed in consultation with the Town’s Fleet Department, representatives of the BIA and the Horticultural Society. FINANCIAL IMPACT/FUNDING SOURCE The 2017 program was delivered within allocated budget. If the program is extended beyond 2017, the fleet equipment would need to be re-evaluated as the truck was and trailer were temporary allocations specifically for the 2017 trial year. COMMUNITY STRATE,GIC PLAN (CSP) IMPACT This report provides information in alignment with the following Objectives of the Community Strategic Plan: • Objective 1 – Excellence in Local Government • Objective 2 – Sustainable Economy • Objective 4 – Culture & Community Cost Description Budget Actual Supplies (flowers/mulch, top soil etc) $11,940 $11,836 Fleet (truck & water trailer) $3,300 $3,300 Commercial Gardening Equipment $2,500 $500 Staffing (Seasonal Parks & Cemetery Operator) $17,000 $17,807 Hort Society Contribution -$1,600 -$1,600 BIA Contribution -$7,000 -$7,000 Reduction in Contract Costs -$1,200 -$1,200 TOTAL $24,940 $23,643 Page 3 / 3 RCP 17-49 - Enhanced Beautification Prog 65 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Rosehart SECONDED BY: _________________________ THAT the loose leaf collection program to stop in 2018. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 66 Report Title Loose Leaf Collection Program Review Report No. OPS 17-33 Author Kevin De Leebeeck, P.Eng. Director of Operations Meeting Type Budget Meeting Council Date December 14, 2017 Attachments OPS 15-20 Loose Leaf Collection Program Page 1 / 2 RECOMMENDATION: THAT Council receive Report OPS 17-33, Loose Leaf Collection Program Review; AND THAT Council direct staff to continue to provide curbside loose leaf collection service. BACKGROUND Prior to procuring the replacement of leaf loading equipment in 2015, Council requested staff review the curbside loose leaf collection program. Operations Report OPS 15-20 (attached) summarized the various factors to consider with regards to the loose leaf collection program, possible alternatives to providing the loose leaf collection program, and different methods of performing loose leaf collection. In the end the program was revised to start approximately two (2) weeks later in the year to try and accommodate more fallen leafs and a new leaf vacuum unit was acquired to complete the curbside loose leaf collection more efficiently within a four (4) week timeframe. At the end of Q3 in 2017 the rehabilitated Transfer Station facility re-opened to the public and now provides Yard Waste disposal six (6) days a week from 9am - 5pm Monday to Saturday. SUMMARY The chart below summarizes some key metrics associated with the loose leaf collection program over the past several years and demonstrates overall increased program efficiency in recent years through decreased number of ACR’s and decreased cost despite increased participation/volume of material. The proposed 2018 loose leaf collection budget is comprised of about $28,000 in labour and about $48,500 in fleet user charges due to a scheduled $5,200 impeller replacement in 2018. **Program Budget Year ACR’s Tonnes Cost Collection Period 2018 - - $ 77,000* TBD 2017 7 - $ 72,200* Nov 6th to Dec 1st (4 wks) 2016 12 352 $ 63,965 Nov 7th to Dec 2nd (4 wks) 2015 30 377 $ 74,016 Nov 9th to Dec 4th (4 wks) 2014 33 316 $ 82,959 Oct. 27th to Dec. 5th (6 wks) 2013 27 307 $ 82,116 Oct. 28th to Dec. 6th (6 wks) 67 Page 2 / 2 CONSULTATION/COMMUNICATION The Towns new website has a dedicated section to the Loose Leaf Collection Program that describes the level of service for loose leaf collection and provides a link to view the collection zone map. The webpage also includes a Frequently Asked Questions section to assist and help address common public concerns. Information regarding the Loose Leaf Collection program including the collection zone map is also incorporated into the Fall Community Guide and weekly program information is also provided leading up to and during the program through the Update Tillsonburg page in the Tillsonburg News. FINANCIAL IMPACT/FUNDING SOURCE Discontinuing the curbside loose leaf collection program would result in one-time equipment disposal savings estimated at $20,000 and an average annual budgeted savings of approximately $6,750 in overtime and fleet user charges (inclusive of scheduled impeller replacements every three years). COMMUNITY STRATEGIC PLAN (CSP) Continuing to provide curbside loose leaf collection services supports Objective 1 – Excellence in Local Government of the Community Strategic Plan. 68 Page 1 / 4 STAFF REPORT OPERATIONS SERVICES Report Title: Loose Leaf Collection Program Report No.: OPS 15-20 Author: Kevin De Leebeeck, P.Eng., Director of Operations Meeting Type: REGULAR COUNCIL Council Date: JULY 13, 2015 Attachments: LOOSE LEAF COLLECTION MAP LOOSE LEAF COLLECTION DRAFT WEBPAGE RECOMMENDATION: THAT Council receive Report OPS 15-20 Loose Leaf Collection Program; AND THAT Council direct staff to procure the leaf vacuum equipment in order to continue to provide loose leaf collection services. SUMMARY The Town of Tillsonburg Loose Leaf Collection Program typically begins in late October and runs for about 6 weeks. The current process utilizes four crew members, two trackless tractors (one with the leaf loader, the other with a rotatory angle broom), two single axle dump trucks and on occasion the front end loader. The program begins by collecting leaves in a designated area and systematically moves through the Town until each zone has been visited at least once, weather permitting. A map outlining the Loose Leaf Collection areas is provided Figure 1. The chart below identifies the tonnage and cost associated with the current program over the past couple of years. The 2015 Loose Leaf Collection Program budget is comprised of about $40,000 in labour and about $50,000 in fleet user charges. * Program Budget Year Tonnes Cost Collection Period 2015 - $ 89,500* Starting 1st wk of Nov (4-5 wks) 2014 316 $ 82,959 Oct. 27th to Dec. 5th (6 wks) 2013 307 $ 82,116 Oct. 28th to Dec. 6th (6 wks) 69 Page 2 / 4 There are many other factors to consider with regards to the Loose Leaf Collection Program such as: Safety • Leaves piled in any location are attractive places for children to play. Piles of leaves at a roadside location raise concerns of child safety. • Most fire hydrants are located close to roadsides and leaves piled in these locations can cause concerns with respect to fire protection. • Large leaf piles along roadways and near intersections create traffic safety concerns and sightline issues. • Wet leaves found on roadways can result in dangerous driving conditions and piling leaves at such locations exacerbates this condition. Maintenance • Catchbasins can become plugged as a result of the build-up of leaves on the roadway requiring additional maintenance (staff time and financial costs) in order to prevent flooding/ponding on the roadway. • In the case of an early snowfall, leaves may become frozen or covered with snow on the roadway, making their collection difficult and impacting the Town’s snow clearing efforts. Miscellaneous • There are aesthetic concerns that the Town looks cleaner without piles of leaves on the roadside. • The public becomes frustrated due to the fact that they raked all of their leaves to the curb/boulevard for pick-up, and in the meantime, the wind picks up and blows the leaves back onto their property and/or neighbours properties. • A concern with loose leaf collection is that past experience has seen an increase in the amount of contaminated leaf piles (i.e. rocks, pieces of metal, branches, sticks, brush, yard waste, and other debris) that cause damage to equipment and slow the collection program progress as well as raising safety concerns for crew members. The Transfer Station Yard Waste site is a resource currently available to all residents of Tillsonburg that addresses all of these issues. Possible alternatives to the additional service of the Loose Leaf Collection Program include: Discontinuing the additional loose leaf collection service would result in a one- time capital savings of $45,000 in leaf loading equipment and an annual budgeted savings of approximately $12,000 in overtime and fleet user charges. This option would decrease the current level of service provided by the Works Department. 70 Page 3 / 4 Contract out the Loose Leaf Collection Program under the guidance of the Works Department. This option has the advantage of not requiring a capital investment in equipment or impact upon the current service levels provided by the Works Department. Continue providing the additional service of loose leaf collection and procure the leaf loading equipment in order to deliver the service. There are two methods of operation available under this option: • Leaf Loader Operation (current process) o As described above the leaf loader process requires four crew members and the use of two trackless tractors, one with the leaf loader attachment and the other with a rotatory angle broom for boulevard and roadway sweeping clean-up. o The leaf loader acts similar to a snow blower using augers and an impeller to blow the leaves into the dump truck. o Two singe axle dump trucks are rotated through once filled with loose leafs and emptied at a temporary storage site for later transport and disposal at the Salford Landfill. o Total equipment capital investment of approximately $45,000 with an expected useful life of about 10 years. • Leaf Vacuum Operation (proposed process) o The leaf vacuum process would still require the use of four crew members, but would eliminate the need for the two trackless tractors that would translate into about a $10,000 decrease in annual fleet user charges for this program. o This process would also reduce the amount of boulevard lawn damage caused by the trackless tractors. o A tow behind vacuum unit shreds leaves at a 10:1 to 15:1 ratio allowing more debris to be loaded in each truck making direct disposal to the Salford Landfill practical, eliminating the need for a temporary storage site. o Would require modifications to the dump body of two plow trucks to create a sealed enclosure. o Total equipment capital investment including the plow truck modifications is approximately $50,000 with an expected useful life of about 15 years. Both types of equipment for each respective method of operation are special purpose equipment for the sole purpose of loose leaf collection and do not have any other known applicable applications. 71 Page 4 / 4 CONSULTATION/COMMUNICATION The crew members of the Works Department were consulted to review the delineation of zones and to identify improvements in the sequence of collection operations. As a result the collection zone map presentation has been updated and adjusted in an attempt to better communicate the Loose Leaf Collection program operations with the general public. Staff have also developed a new webpage dedicated to the Loose Leaf Collection Program (layout attached) that describes the level of service for loose leaf collection and provides a link to view the collection zone map. The webpage also includes a Frequently Asked Questions section to assist and help address common public concerns. Information regarding the Loose Leaf Collection program including the collection zone map will also be incorporated into the 2015 Fall Community Guide and through the Focus Ad in the Tillsonburg News. FINANCIAL IMPACT/FUNDING SOURCE The capital replacement of leaf loading equipment was identified in the 2015 Operations Business plan with a total project value of $45,000 from reserves. If Council elects to continue to provide loose leaf collection services operations staff recommend investing into the leaf vacuum method of operation. The additional $5,000 capital investment for the leaf vacuum can be accommodated by the under budget expenditures of fleet capital to date. 72 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Rosehart SECONDED BY: _________________________ THAT 1.0 F.T.E, Health & Safety Coordinator for $58,000 be remove from the 2018 budget; AND THAT options for this work be provided. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 73 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Hayes SECONDED BY: _________________________ THAT $58,000 for one F.T.E, Health & Safety Coordinator be remove from the 2018 budget. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 74 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Rosehart SECONDED BY: _________________________ THAT the Gibson House Boathouse be fundraised by the Boaters and/or the Scouts. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 75 COUNCIL RESOLUTION AGENDA ITEM NO.: ______ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Adam SECONDED BY: _________________________ THAT the Tillsonburg Scout Association and Sea Scouts once again be provided the rights of primary usage and access to Gibson House for related meetings and water activities; AND THAT a memorandum of understanding be established between the Town and the organization(s); AND FURTHER THAT this relationship be reviewed at least on a bi-annual basis until another solution is solidified between the Town and organization(s) with respect to the Memorial Park Revitalization initiative. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 76 Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 77 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Rosehart SECONDED BY: _________________________ THAT the $5,000 for a Building Department parking study at the back of the mall be removed from the 2018 budget; AND THAT the Building Department work with Operations to use the same consultant for the parking study at the back of the mall that is in place now in the budget for $35,000 for the downtown parking study. . Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 78 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Adam SECONDED BY: _________________________ THAT the Cost of Living increase of 1.5% for staff be adjusted to 0.5%. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 79 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Adam SECONDED BY: _________________________ THAT the funding for Branding—Wayfinding Signage be increased from $9,000 to $25,000 to allow for larger signs with larger print where appropriate, as well as further exploration into the implementation of the program as a whole (i.e. adding other signs in strategic locations if necessary). Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 80 NOTICE OF MOTION AGENDA ITEM NO.: _____ Date: January 29, 2018 RESOLUTION NO.: ______ MOVED BY: Councillor Adam SECONDED BY: _________________________ THAT the already approved 2018 pre-budget funding for T: Go Call n’ Ride ($22,500) be increased by $6,350 ($28,850). Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 81 Report Title T:GO CALL-N-RIDE Grant Request – 2018-19 Report No. CTPPSC 60-17 Author John Preston Meeting Type Council Meeting Committee Date December 5, 2017 Attachments  Page 1 / 3 RECOMMENDATION THAT Report CTPPSC 60-17 be received for information, and that a grant request of $35,200.00 by the Community Transportation Steering Committee be approved during budget deliberations for the upcoming 2018-19 fiscal year. EXECUTIVE SUMMARY The Transportation Steering Committee is requesting a grant from the Town of Tillsonburg to be applied to the T:GO CALL-N-RIDE Program for the 2018-19 fiscal year. The Town of Tillsonburg has previously committed $22,500 for the 2017-18 fiscal year; this has moved the community transportation forward in receiving on-going Pilot Program funding as well as a successful application to the Ontario Gas Tax Program for this year. Further funding from the municipality will continue its participation in the Ontario Gas Tax Program to support T:GO CALL-N-RIDE. BACKGROUND Operating costs for the T:GO CALL-N-RIDE Program have been divided into two categories: Direct Operating Costs, and Coordination Costs. Direct Operating Costs include the following cost items:  Driver Wages: $16.87/hour, 12 hours/day, 5 days/week (1)  Employer Benefit Costs: 15% of wages  Vehicle Insurance  Vehicle Maintenance  Licensing Fees (Provincial, Municipal – CVOR not included)  Vehicle Leasing Fees: $13,500/year (2)  Fuel  Branding  Profit Margin: 10% of operating costs (3) 82 Page 2 / 3 CAO Coordination Costs include the following:  Coordinator: $22.08/hour, 35 hours/week  Employer Benefit Costs: 17% of wages, includes 3% medical benefits  Website Maintenance  Advertising, Outreach, Print Material  Office and Equipment: Currently provided In-Kind by Community Living staff  Staff Support: Financial reports, reception currently provided In-Kind by Community Living staff  Communications: Cellphone for bus driver, currently provided in-kind by Community Living  Bus signs: 50 units a $20 (Sign Art Tillsonburg) to identify main T:GO stops within Tillsonburg Notes: It is the intent to issue a Request for Proposals for the Direct Operating Costs; costs listed are based on current T:GO Rates and estimated rates for contractors: (1) Provincial wage average for bus drivers is $16.87/hour; Southwestern Ontario rates around London are $13.85/hour. (2) The current T:GO vehicle leasing rate is $13,500 from Community Living Tillsonburg to the T:GO Program. Review of the using the current bus versus one provided by the successful bidder will be part of the RFP Process. (3) Profit margins will vary depending on the bidder, so a baseline of 10% has been set to estimate overall costs to the Program. Revenues include:  Fares, Pass Sales  Donations & Partner Contributions  Municipal Contributions  Additional Revenues (i.e., on-board advertising)  MTO Gas Tax FINANCIAL Estimated costs for the 2018-19 fiscal year for each category are as follows: Direct Operating $ 99,288.32 Coordination $ 61,457.50 Total $ 160,745.82 A grant of $35,200.00 from the Town toward the T:GO Program will be matched by Donations and Partner Contributions through fundraising efforts by the Coordinator and transportation committee. Combined with arevenue of $19,000 from fares, plus additional revenue opportunities, this makes the Municipality eligible for up to $69,000 from the Ontario Gas Tax. 83 Page 3 / 3 CAO The combination of community partners and the Gas Tax will cover the total operational costs for the 2018-19 fiscal year. REVENUE Fares, Sales $ 19,000.00 Donations - Partner Contributions $ 35,200.00 Municipal Portion $ 35,200.00 Additional revenues (In-bus advertising) $ 2,500.00 Total Revenue $ 91,900.00 MTO Gas Tax (75% Total Revenue) $ 68,925.00 Total Revenue After MTO Contribution $ 160,825.00 Minus Contributions $ (79.18) CONSULTATION/COMMUNICATION Budget Information (2017-18) provided by Art Fuller, Finance Director, Community Living Tillsonburg. 84 NOTICE OF MOTION Date: _January 29, 2018 __ MOVED BY: Councillor Adam SECONDED BY: THAT Resolution number 5 from the Council Budget meeting of January 15, 2018, duly moved and seconded by Councillor Esseltine and Councillor Adam, and read as follows: THAT Council includes the following additional items to the 2018 Operating Budget 1. $15,000 for the cost of snow removal at the CSC; 2. $54,075 in Provincial Gas Tax Revenue and an expenditure of the same to the Community Transportation Committee for the operation of Transit in the community in the 2018; AND THAT Council includes the following additional items to the 2018 Capital Budget; 1. $25,000 to be funded from reserves for the cost of storm drain enhancements for Quarter Town Line; 2. $158,000 for the cost of a Fire Communication Console to be funded by $120,000 from user pay debt and $38,000 from reserves; AND THAT Council approves an increase of .25 FTE to the overall FTE Count for CSR support at the CSC; be reconsidered at the Council Budget meeting of January 29, 2018. Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 85 Carried Defeated Deferred Tabled Recorded Vote ________ Mayor’s Initials 86 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4168 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 29th day of January, 2018 WHEREAS Section 5 (1) of the Municipal Act, 2001, as amended, provides that the powers of a municipal corporation shall be exercised by its council; AND WHEREAS Section 5 (3) of the Municipal Act, 2001, as amended, provides that municipal powers shall be exercised by by-law; AND WHEREAS it is deemed expedient that the proceedings of the Council of the Town of Tillsonburg at this meeting be confirmed and adopted by by-law; NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSONBURG ENACTS AS FOLLOWS: 1.All actions of the Council of The Corporation of the Town of Tillsonburg at its meeting held on January 29, 2018, with respect to every report, motion, by-law, or other action passed and taken by the Council, including the exercise of natural person powers, are hereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this or a separate by-law. 2.The Mayor and Clerk are authorized and directed to do all the things necessary togive effect to the action of the Council of The Corporation of the Town of Tillsonburgreferred to in the preceding section. 3.The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Townof Tillsonburg. 4.This By-Law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 29th DAY OF JANUARY, 2018. READ A THIRD AND FINAL TIME AND PASSED THIS 29th DAY OF JANUARY, 2018. _____________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson 87