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181126 Council AGD
The Corporation of the Town of Tillsonburg COUNCIL MEETING AGENDA Monday, November 26, 2018 6:00 PM Council Chambers 200 Broadway, 2nd Floor 1.Call to Order 2.Closed Session 3.Adoption of Agenda Proposed Resolution #1 Moved By: ________________ Seconded By: ________________ THAT the Agenda as prepared for the Council meeting of Monday, November 26, 2018, be adopted. 4.Moment of Silence 5.Disclosures of Pecuniary Interest and the General Nature Thereof 6.Adoption of Council Minutes of Previous Meeting Proposed Resolution #2 Moved By: ________________ Seconded By: ________________ THAT the Minutes of the Council meeting of Monday, November 12, 2018, be approved. 7.Public Meetings 7.1 Application for Zone Change - ZN 7-18-07 - Escalade Property Corporation - 136 Concession Street East Proposed Resolution #3 Moved By: ________________ Seconded By: ________________ THAT Council approve the zone change application (ZN 7-18-07) submitted by Escalade Property Corporation, to rezone the subject property from ‘Special Medium Density Residential Zone (RM-3)’ to ‘High Density Residential Zone (RH) to permit a five storey apartment building with 49 apartment dwelling units. 8.Planning Applications 9.Presentations 10.Delegations 11.Deputation(s) on Committee Reports 11.1 Tillsonburg Fire Services Strategic Plan Presented by: Shane Curtis, member of the Fire Services Strategic Planning Committee Proposed Resolution #4 Moved By: ________________ Seconded By: ________________ THAT Council receives the Tillsonburg Fire Services Strategic Plan deputation, as presented by Shane Curtis, member of the Fire Services Strategic Planning Committee, as information. 11.2 DCS 18-39 - Highway 3 Business Park Marketing Presented by: Jesse Goossens, Chair of the Development Committee Proposed Resolution #5 Moved By: ________________ Seconded By: ________________ THAT Council receive Report DCS 18-39 Highway 3 Business Park Marketing; AND THAT advice from the Development Committee as contained in the attached letter be received; AND THAT a new name, highlighting innovation and/or growth, be developed for the Highway 3 Business Park; AND THAT target sectors be Advanced Manufacturing, Information Technology and Food Processing; AND THAT the current property listing sheet be expanded to include competitive advantages; Page 2 of 255 THAT lots in the Highway 3 Business Park be priced at a flat rate of $40,000 per acre with the exception of the corner lot, which is recommended to be priced at $50,000/acre; 12.Information Items 13.Quarterly Reports 13.1 FIN 18-28 - 2018 Third Quarter Consolidated Results Proposed Resolution #6 Moved By: ________________ Seconded By: ________________ THAT Council receives report FIN 18-28 Third Quarter 2018 Consolidated Results, as information. 13.2 FIN 18-27 - 2018 Third Quarter Department Results Proposed Resolution #7 Moved By: ________________ Seconded By: ________________ THAT Council receives report FIN 18-27 Third Quarter 2018 Department Results, as information. 13.3 DCS 18-41 - 2018 Third Quarter Department Results - Economic Development and Marketing Proposed Resolution #8 Moved By: ________________ Seconded By: ________________ THAT Council receives report DCS-18-41 Third Quarter 2018 Department Results, as information. 13.4 DCS 18-37 - 2018 Third Quarter Department Results - Building, Planning and By- Law Proposed Resolution #9 Moved By: ________________ Seconded By: ________________ THAT Council receives report DCS 18-37 Third Quarter 2018 Department Results, as information. 13.5 FRS 18-07 - 2018 Third Quarter Department Results Proposed Resolution #10 Page 3 of 255 Moved By: ________________ Seconded By: ________________ THAT Council receives report FRS-18-07 Third Quarter 2018 Department Results, as information. 13.6 RCP 18-37 - 2018 Third Quarter Department Results Proposed Resolution #11 Moved By: ________________ Seconded By: ________________ THAT Council receives Report RCP 18-37 Third Quarter 2018 Department Results, as information. 13.7 OPS 18-32 - 2018 Third Quarter Department Results Proposed Resolution #12 Moved By: ________________ Seconded By: ________________ THAT Council receives report OPS 18-32 Third Quarter 2018 Department Results, as information. 14.Staff Reports 14.1 Chief Administrative Officer 14.2 Clerk's Office 14.2.1 CLK 18-30 - 2018 Municipal Election Proposed Resolution #13 Moved By: ________________ Seconded By: ________________ THAT Council receive Report CLK 18-30, 2018 Municipal Election, as information. 14.2.2 CLK 18-33 - 2018 Municipal Election Accessibility Report Proposed Resolution #14 Moved By: ________________ Seconded By: ________________ THAT Council received CLK 18-33 2018 Municipal Election Accessibility Report, as information. 14.3 Development and Communication Services Page 4 of 255 14.3.1 DCS 18-38 - Bylaw to Establish a Public Highway – Glendale Drive Proposed Resolution #15 Moved By: ________________ Seconded By: ________________ THAT Council receive Report DCS 18-38 - Bylaw to Establish a Public Highway – Glendale Drive; AND THAT a by-law be brought forward to establish Part 2, Plan 41R-9692 as a Public Highway. 14.3.2 DCS 18-40 - Bylaw to Close a Public Highway and Authorize a Conveyance - Brookside Lane Proposed Resolution #16 Moved By: ________________ Seconded By: ________________ THAT Council receive Report DCS 18-40 – Bylaw to Close a Public Highway and Authorize a Conveyance – Brookside Lane; AND THAT a By-law be brought forward to close a portion of Brookside Lane, described as Part 1, Plan 41R-9642, as a Public Highway; AND THAT Part 1, Plan 41R-9642, be re-conveyed back to the developer; namely, Broadway Estates Inc. 14.4 Finance 14.4.1 FIN 18-26 - Customer Service Delivery Model Update Proposed Resolution #17 Moved By: ________________ Seconded By: ________________ THAT Council receives report FIN 18-26 Customer Service Delivery Model Update, as information. 14.5 Fire and Emergency Services 14.6 Operations 14.6.1 OPS 18-33 - Results for RFP 2018-004 Old Vienna Road Slope Stability Study Proposed Resolution #18 Moved By: ________________ Page 5 of 255 Seconded By: ________________ THAT Council receive Report OPS 18-33 Results for RFP 2018-004 Old Vienna Road Slope Stability Study; AND THAT Council award RFP 2018-004 to DST Consulting Engineers Inc. of Sudbury, ON at a cost of $67,272.52 (net HST included), the highest scoring proposal received; AND THAT Council authorize the use of Asset Management Reserves to fund the remaining project costs. 14.7 Recreation, Culture & Park Services 14.7.1 RCP 18-39 - A Memorandum of Understanding with the Tillsonburg Senior Centre Proposed Resolution #19 Moved By: ________________ Seconded By: ________________ THAT Council receives Report RCP 18-39 – A Memorandum of Understanding with the Tillsonburg Senior Centre; AND THAT Council approves the Memorandum of Understanding with the Tillsonburg Senior Centre and authorizes the Mayor and Clerk to sign the document; AND THAT a by-law is brought forward for Council to consider. 14.7.2 RCP 18-36 - Awarding RFT 2018-011 Housekeeping Services Proposed Resolution #20 Moved By: ________________ Seconded By: ________________ THAT Council receives Report RCP 18-36 – Awarding RFT 2018-011 TOWN OF TILLSONBURG – HOUSEKEEPING SERVICES; AND THAT Council award janitorial services contracts for January 1-July 31, 2019 with options to extend for up to four 1-year periods at the rates submitted through the tender process; AND THAT Council award a janitorial services contract for Annandale National Historic Site and Zones 1, 2 & 3 at the Tillsonburg Community Centre to SQM Janitorial at a monthly cost of $15,628 before taxes: AND THAT Council award a janitorial services contract for the OPP Station to Horizon Maintenance at a monthly cost of $2,405 before taxes; Page 6 of 255 AND THAT Council award a janitorial services contract for the Customer Service Centre to Supreme Cleaning at a monthly cost of $1,550 before taxes; AND THAT Council award a janitorial services contract for the Corporate Offices, the Public Works building and the Fire Hall to VS Contracting at a monthly cost of $2,814 before taxes. 14.7.3 RCP 18-38 - Lease Extension – 31 Earle Street Proposed Resolution #21 Moved By: ________________ Seconded By: ________________ THAT Council receives Report RCP 18-38; AND THAT Council approve the attached agreement and authorize the Mayor and Clerk to enter into the lease extension for 31 Earle Street (Elliott Fairbairn Centre) with Her Majesty The Queen In Right Of Ontario; AND THAT the revenue from rental rate increases over the 2018 rate is contributed to the Asset Management Reserve to offset future capital expenditures at this facility; AND THAT a by-law be brought forward for Council consideration. 15.New Business 16.Consideration of Committee Minutes 16.1 Committee Minutes Proposed Resolution #22 Moved By: ________________ Seconded By: ________________ THAT Council receives the Special Awards Committee minutes dated November 6, 2018, the Development Committee minutes dated September 18, 2018, and the Museum Advisory Committee minutes dated October 25, 2018, as information. 17.Motions/Notice of Motions 18.Resolutions/Resolutions Resulting from Closed Session 19.By-Laws 19.1 By-Law 4230 To Establish a Highway - 1 Parkside Page 7 of 255 19.2 By-Law 4237 To Close Part of Brookside Lane and Convey those Lands 19.3 By-Law 4236 Being A By-Law to Amend Zoning By-Law 3295 (ZN 7-18-07) Proposed Resolution #23 Moved By: ________________ Seconded By: ________________ THAT By-Law 4230, To Establish a Highway – 1 Parkside; and By-Law 4237, To Close Part of Brookside Lane and Convey those Lands, and By-Law 4236, Being a By-Law to Amend Zoning By-Law 3295 (ZN 7-18-07) 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. 20.Confirm Proceedings By-law 20.1 By-Law 4238 To Confirm the Meeting of November 26, 2018 Proposed Resolution #24 Moved By: ________________ Seconded By: ________________ THAT By-Law 4238, to Confirm the Proceedings of the Council Meeting held on November 26, 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. 21.Items of Public Interest 22.Adjournment Proposed Resolution #25 Moved By: ________________ Seconded By: ________________ THAT the Council Meeting of Monday, November 26, 2018, be adjourned at _____ p.m. Page 8 of 255 1 MINUTES Monday, November 12, 2018 5:00 PM Council Chambers 200 Broadway, 2nd Floor ATTENDANCE: Mayor Molnar Deputy Mayor Beres Councillor Esseltine Councillor Hayes Councillor Rosehart Regrets: Councillor Adam Staff: David Calder, CAO Donna Wilson, Town Clerk Kevin De Leebeeck, Director of Operations Dave Rushton, Director of Finance Rick Cox, Director of Recreation, Culture and Parks Amelia Jaggard, Legislative Services Coordinator Regrets: Jeff Smith, Fire Chief Laura Pickersgill, Legislative Services Coordinator _____________________________________________________________________ 3. Adoption of Agenda Resolution # 2 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the Agenda as prepared for the Council meeting of Monday, November 12, 2018, be adopted. Carried 1. Call to Order The meeting was called to order at 5:00 p.m. Page 9 of 255 2 2. Closed Session Resolution # 1 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council move into Closed Session to consider personal matters about an identifiable individual, including Town employees; (Union Negotiations) Carried 4. Moment of Silence 5. Disclosures of Pecuniary Interest and the General Nature Thereof No disclosures of pecuniary interest were declared. 6. Adoption of Council Minutes of Previous Meeting Resolution # 3 Moved By: Councillor Esseltine Seconded By: Deputy Mayor Beres THAT the Minutes of the Council meeting of October 9, 2018, be approved. Carried 7. Presentations 7.1 Volunteer Achievement Award, Sandi Pake Presented by: Mayor Molnar and Mary Anne Van Geertruyde 8. Public Meetings Resolution # 4 Moved By: Councillor Esseltine Seconded By: Deputy Mayor Beres THAT Council move into the Committee of Adjustment to hear applications for Minor Variance at 6:11 p.m. Carried 8.1 Application for Minor Variance - A 18-18 - Tillsonburg Non-Profit Housing Corp., 43 Queen Street Page 10 of 255 3 Opportunity was given for comments and questions from Council. The applicant or agent were not in attendance. No members of the public appeared before Council in support of, or opposition to, the application. Council passed the following resolution. Resolution # 5 Moved By: Councillor Esseltine Seconded By: Deputy Mayor Beres That the Committee of Adjustment approve Application File A18-18, submitted by Tillsonburg Non-Profit House Corp. (Reid and Deleye Contractors Ltd.), for lands described as Lot 459, Part Lots 460-462, Plan 500, municipally known as 43 Queen Street in the Town of Tillsonburg, as it relates to: 1. Relief from Table 5.24.1.6 – Parking Space and Aisle Standards – Aisle Width, to reduce the minimum required aisle width from 7.3 m (24 ft) to 5.8 m (19 ft), and 2. Relief from Table 5.24.1.6 – Parking Space and Aisle Standards – Minimum Depth of Parking Space, to reduce the minimum parking space depth from 5.5 m (18 ft) to 4.6 m (15.1 ft). To allow for the creation of four (4) parking spaces for ‘compact cars’ on the subject lands. Subject to the following conditions: 1. the existing light standard to be removed be relocated, to the satisfaction of the Town; 2. any trees required to be removed be replaced, at a substantial size, to the satisfaction of the Town;\ 3. proposed parking spaces be controlled by the owner through a parking permitting system, and; 4. appropriate signage be erected to identify a permit is required for the parking of compact cars only; 5. the applicant provide confirmation by an Ontario Land Surveyor of the aisle width. Carried Page 11 of 255 4 8.2 Application for Minor Variance - A 19-18 - Simon Wagler Homes, 24 Morning Glory Drive Adam Ager, County Planner, County of Oxford, appeared before Council and presented Minor Variance Application A-19-18. Opportunity was given for comments and questions from Council. The applicant or agent were not in attendance. No members of the public appeared before Council in support of, or opposition to, the application. Council passed the following resolution. Resolution # 6 Moved By: Councillor Esseltine Seconded By: Deputy Mayor Beres That the Committee of Adjustment approve Application File A19-18, submitted by Simon Wagler Homes, for lands described as Lot 143, Plan 41M-145, Town of Tillsonburg, as it relates to: 1. Relief from Section 6.2, Table 6.2 – Zone Provisions, to increase the maximum permitted lot coverage of an ‘R1’ zoned lot from 33% to 36.7% of the lot area; and, 2. Relief from Section 6.2, Table 6.2 – Zone Provisions, to reduce the minimum required rear yard depth from 12 m (39.3 ft) to 10.3 m (33.9 ft), to facilitate the construction of a single detached dwelling. Subject to the condition that a building permit for the proposed dwelling shall be issued within one year of the date of the Committee's decision. Carried Amendment: Resolution # 7 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council move out of the Committee of Adjustment and move back into regular Council session at 6:21 p.m. Page 12 of 255 5 Carried 8.3 Application for Zone Change - ZN 7-18-10_2385667-Ontario-Ltd_rpt Adam Ager, County Planner, County of Oxford, appeared before Council and provided an overview of Report CP2018-317, Application for Zone Change ZN 7-18-10. Opportunity was given for comments and questions from Council. The agent, Michael Higgins, GD Vallee Ltd., was in attendance and spoke in favour of the application. Glen Gilvesy, 80 B Potters Road, owner of the property across from the subject properties, appeared before Council in opposition of the application. Mr. Gilvesy noted concerns about increased traffic flow on Potters Road and concerns about the proposed parking space size on the subject properties. Mr. Gilvesy also raised concerns about Unit 1 of the subject properties obstructing the sight triangle at Potters Road and Harvest Road. Council passed the following resolution. Resolution # 8 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council approve the zone change application (ZN 7-18-10) submitted by 2385667 Ontario Limited, to amend the existing ‘Special Low Density Residential Type 2 Zone – Holding (R2-16H)’ to include several site specific provisions related to minimum lot frontage, exterior side yard width and front yard depth to facilitate the development of 14 semi- detached dwellings and 8 street fronting townhouses. Carried 9. Planning Applications 9.1 CAO 18-14 - Application for Consent B18-34-7 - Lindprop Corporation CAO, David Calder, Town of Tillsonburg, presented CAO 18-14. Page 13 of 255 6 Opportunity was given for comments and questions from Council. Mr. Penner, a representative for Lindprop Corporation, was in attendance and spoke in favour of the application. Mark Vanderpoole, owner of a property adjacent to the subject lands, appeared before Council in opposition of the application. Mr. Vanderpoole noted concerns regarding the timing of development of Street 3. His concern was that if Street 3 was not constructed then Tanager becomes the main entrance to the development. He was also concerned about the grading and drainage as a result of the development. Council passed the following resolution. Resolution # 9 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive report CAO 18-14 Application for Consent B18-34-7 – Lindprop Corporation for information; AND THAT Council advise the Land Division Committee that the Town supports the proposal to sever the property subject to the conditions as contained in report CAO 18-14 Application for Consent B18-34-7 – Lindprop Corporation. Carried 10. Delegations 11. Deputation(s) on Committee Reports 12. Information Items 12.1 PW 2018-40 Carmeuse Lime Category 3 Permit Resolution # 10 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive PW 2018-40 Carmeuse Lime Category 3 Permit as information. Page 14 of 255 7 Carried 13. Staff Reports 13.1 Chief Administrative Officer 13.2 Clerk's Office 13.3 Development and Communication Services 13.3.1 DCS 18-35 Fence Variance – 68 Concession Street West Resolution # 11 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive report DCS 18-35 Fence Variance – 68 Concession Street West. AND THAT a variance to Fence By-Law 4007 be approved for the construction of a 2.15 m (7 feet) fence along a portion of the front (south) property line and a portion along the side (east) property line at 68 Concession Street West with the following conditions: 1. The fence is constructed entirely on the owner’s property; and 2. Pedestrian movement can be maintained as proposed in the variance request. Carried 13.3.2 DCS 18-36 DocuPet Animal Licencing Kevin MacKenzie presented to Council the DocuPet animal licencing software solution. Opportunity was given for comments and questions from Council. Resolution # 12 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives Report DCS 18-36 - DocuPet Animal Licencing as information. Carried Page 15 of 255 8 13.4 Finance 13.5 Fire and Emergency Services 13.6 Operations 13.6.1 OPS 18 - 30 Gibson Pedestrian Bridge Replacement Resolution # 13 Moved By: Councillor Esseltine Seconded By: Deputy Mayor Beres THAT Council receive Report OPS 18-30 Gibson Pedestrian Bridge Replacement Strategies; AND THAT Council refer the recommended strategy for the Gibson Pedestrian Bridge replacement in the amount of $200,000 to the 2019 capital budget deliberations. Defeated 13.6.2 OPS 18-31 Hanger 6 - Land Lease Resolution # 14 Moved By: Councillor Esseltine Seconded By: Deputy Mayor Beres THAT Council receive Report OPS 18-31 Hanger 6 – Land Lease; AND THAT the Land Lease between the Corporation of the Town of Tillsonburg and Jeffery Wilkins for Hanger No. 6 be approved for assignment to George Gilvesy; AND THAT the Mayor and Clerk be authorized to execute the Land Lease Assignment with Jeffery Wilkins and George Gilvesy; AND THAT Council approve the termination of the recently assigned Land Lease Agreement between the Corporation of the Town of Tillsonburg and George Gilvesy for Hanger 6; AND FURTHER THAT a By-law authorizing Mayor and Clerk to execute a new Land Lease Agreement with George Gilvesy for Hanger 6 be brought forward for Council consideration. Carried Page 16 of 255 9 13.7 Recreation, Culture & Park Services 13.7.1 RCP 18-32 - Awarding RFT2018-013 Tillsonburg Public Works Fleet Bay Lighting Upgrades Resolution # 15 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council receives Report RCP 18-032 – Awarding RFT2018- 013 Tillsonburg Public Works Fleet Bay Lighting Upgrades; AND THAT Council award RFT2018-013 to Toews Power Systems for their tendered price of $35,603.00 before taxes. Carried 13.7.2 RCP 18-33 2019 Rates and Fees for Recreation, Culture & Parks Resolution # 16 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council receives report RCP 18-33 – 2019 Rates and Fees for Recreation, Culture & Parks; AND THAT the proposed 2019 rates & fees for RCP be approved AND THAT the changes be included in the 2019 Rates & Fees By- Law. Carried 13.7.3 RCP 18-34 J.L. Scott McLean Outdoor Recreation Pad Agreement Resolution # 17 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council receives Report RCP 18-34 – J.L. Scott McLean Outdoor Recreation Pad Agreement; Page 17 of 255 10 AND THAT Council agrees that when the pad is complete it will be turned over to the Town, which will fund the ongoing operational and maintenance costs; AND THAT a By-law authorizing the Mayor and Clerk to execute a Permission to Access and Modify Lands Agreement be brought forward for Council consideration Carried 13.7.4 RCP 18-35 Resurfacing the TCC's Emergency Route and Snow Melt Area Resolution # 18 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council receives Report RCP 18-35 – Resurfacing the TCC’s Emergency Route and Snow Melt Area; AND THAT Council authorize the resurfacing to base-course asphalt of the emergency route and snow melt area and installation of removable bollards east of the Tillsonburg Community Centre at the quoted price of $49,005 before taxes; AND THAT the funds come from the Tax Rate Stabilization Reserve. Carried 14. New Business 15. Consideration of Committee Minutes 15.1 Committee Minutes 15.1.1 Business Improvement Area Board Minutes Resolution # 19 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives the Business Improvement Area Board Minutes dated September 19, 2018 as information. Page 18 of 255 11 Carried 15.1.2 LPRCA Board Minutes Resolution # 20 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives the Long Point Region Conversation Authority Board Minutes dated September 5, 2018 and October 3, 2018, as information. Carried 16. Motions/Notice of Motions The report to be provided in January 2019. Resolution # 21 Moved By: Councillor Esseltine Seconded By: Deputy Mayor Beres THAT a full and complete report detailing the Town of Tillsonburg's current recycling program for municipal facilities be brought forward for information; AND THAT both comparison information of municipal facility recycling programs in similar sized communities, and cost implications of implementing a more robust municipal facility recycling program be brought forward for Council consideration; AND THAT any enhancement proposed in the municipal facility recycling program be considered in the 2019 budget deliberations. Carried 17. Resolutions/Resolutions Resulting from Closed Session 18. By-Laws 18.1 By-Law 4232, To Enter into an Airport Hanger Land Lease with George Gilvesy 18.2 By-Law 4231, Being a By-Law to Amend Zoning By-Law 3295 (ZN 7- 18-10) Page 19 of 255 12 18.3 By-Law 4235 Permission to Access & Modify Town Lands Agreement Resolution # 22 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT By-Law 4232, To Enter into an Airport Hanger Land Lease with George Gilvesy; and By-Law 4231, To amend Zoning By-Law 3295 (ZN 7-18-10), and By-Law 4235, Permission to Access & Modify Town Lands Agreement 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 19. Confirm Proceedings By-law 19.1 By-Law 4234 To Confirm the Meeting of November 12, 2018 Resolution # 23 Moved By: Councillor Esseltine Seconded By: Deputy Mayor Beres THAT By-Law 4234, to Confirm the Proceedings of the Council Meeting held on November 12, 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. Items of Public Interest Staff will bring the budget to the new council on December 17, 2018. The Tillsonburg & Area Optimist Club Christmas Parade is November 17, 2018. Reminder that the Town's Traffic Bylaw prohibits overnight parking on all streets from November 15 to March 31, between 2:00 a.m. and 6:00 a.m. This allows snowplow operators to safely and efficiently remove snow from local roadways. 21. Adjournment Page 20 of 255 13 Resolution # 24 Moved By: Councillor Esseltine Seconded By: Deputy Mayor Beres THAT the Council Meeting of Monday, November 12, 2018 be adjourned at 8:49 p.m. Carried Page 21 of 255 Page 1 of 7 Report No: CP 2018-334 COMMUNITY PLANNING Council Date: November 26, 2018 To: Mayor and Members of Tillsonburg Council From: Eric Gilbert, Senior Planner, Community Planning Application for Zone Change ZN 7-18-07 – Tillsonburg Properties for Community Living REPORT HIGHLIGHTS The application for Zone Change proposes to rezone the subject property from ‘Special Medium Density Residential Zone (RM-3)’ to ‘High Density Residential Zone (RH) to permit a five storey apartment building with 49 apartment dwelling units. Comments received through the agency circulation of the proposal will be addressed through the site plan approval process. Planning staff are recommending that the application be supported, as it complies with the policies of the Provincial Policy Statement and Official Plan respecting intensification and High Density Residential development. DISCUSSION Background OWNER: Tillsonburg Properties for Community Living 96 Tillson Avenue, Tillsonburg ON N4G 3A1 APPLICANT: Escalade Property Corporation Box 37, Lambeth Station, London, ON N6P 1P9 AGENT: Barbara G. Rosser, MCIP RPP Box 96, Ailsa Craig, ON N0M 1A0 LOCATION: The subject property is described as Part Lot 384 & Lot 383, Plan 500, and Parts 2 & 3 of Reference Plan 41R-3006, in the Town of Tillsonburg. The lands are located on the northwest corner of the intersection of Concession Street East and Maple Lane, and are municipally known as 136 Concession Street East. Page 22 of 255 Report No: CP 2018-334 COMMUNITY PLANNING Council Date: November 26, 2018 Page 2 of 7 COUNTY OF OXFORD OFFICIAL PLAN: Existing: Schedule “T-1” Town of Tillsonburg Land Use Plan Residential Schedule “T-2” Town of Tillsonburg Residential Density Plan High Density Residential TOWN OF TILLSONBURG ZONING BY-LAW NO.3295: Existing Zoning: Special Medium Density Residential Zone (RM-3) Proposed Zoning: High Density Residential Zone (RH) PROPOSAL: The purpose of the application for Zone Change is to rezone the subject property from ‘Special Medium Density Residential Zone (RM-3)’ to ‘High Density Residential Zone (RH)’ to permit a five storey apartment building consisting of 49 apartment dwelling units on the subject property. The subject property is approximately 0.51 ha (1.26 ac) and is currently vacant. The property was historically used for service commercial purposes, including most recently as an equipment rental business. The applicant has submitted a Record of Site Condition, indicating that the site is free from environmental contamination from the historical uses of the subject property. Surrounding land uses include service commercial uses to the west and north (Tillsonburg Curling Club & warehousing uses), and medium density townhouse development to the south and east. Single detached dwellings are to the southeast, and multiple unit dwellings are present to the east fronting on Maple Lane, south of the Canadian Pacific Railway. The applicant has conditionally purchased the property from the owner, subject to this zoning by- law amendment application being successful. Plate 1, Location Map with Existing Zoning, shows the location of the subject property and the existing zoning in the immediate vicinity. Plate 2, 2015 Aerial Map, provides an aerial view of the subject property. Plate 3, Applicant’s Site Plan, depicts the proposed location and site design of the development. Plate 4, Proposed Building Elevation (West), depicts the proposed design of the west side of the five storey structure. Plate 5, Proposed Building Elevation (East), depicts the proposed design of the east side of the five storey structure. Plate 6, Proposed Building Elevation (North & South), depicts the proposed design of the north & south side of the five storey structure. Page 23 of 255 Report No: CP 2018-334 COMMUNITY PLANNING Council Date: November 26, 2018 Page 3 of 7 Application Review PROVINCIAL POLICY STATEMENT: The 2014 Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest related to land use planning and development. Under Section 3 of the Planning Act, where a municipality is exercising its authority affecting a planning matter, such decisions “shall be consistent with” all policy statements issued under the Act. Section 1.1.1 provides that healthy liveable and safe communities are sustained by accommodating an appropriate range and mix of residential (including second units, affordable housing, and housing for older persons) to meet long-term needs, and promoting cost-effective development that minimizes land consumption and servicing costs. Section 1.4.3 directs that planning authorities shall provide for an appropriate range and mix of housing types and densities to meet projected requirements of current and future residents by permitting and facilitating all forms of housing required to meet the social, health, and well-being requirements of current and future residents, including special needs requirements and increasing the supply of affordable housing, and utilizing existing infrastructure and public service facilities. Section 1.1.3.1 of the PPS states that Settlement Areas will be the focus of growth and their vitality and regeneration shall be promoted. Land use patterns within settlement areas shall be based on: densities and mix of land uses which are appropriate for, and efficiently use the infrastructure and public service facilities which are planned or available; support active transportation; efficiently use land and resources; a range of uses and opportunities for intensification and redevelopment in accordance with the criteria in policy 1.1.3.3, where this can be accommodated. OFFICIAL PLAN: The subject property is designated High Density Residential as per Schedule T-2, Residential Density Plan for the Town of Tillsonburg, as contained in the Oxford County Official Plan. The policies contained within Section 8.2.2.2 – Tenure Mix, provides that Town Council shall encourage the creation of housing opportunities that may result in a mix of tenure forms, such as ownership, rental, and cooperative, throughout the Town. Such encouragement will include the provision of opportunities for the development of a variety of housing forms in newly developing areas and by permitting sensitive infilling and accessory apartments in built-up areas. Policies contained within Section 8.2.2.5 – Residential Intensification and Redevelopment, promote residential intensification in appropriate locations to make more efficient use of existing land, infrastructure, and public services. Residential intensification is permitted in appropriate locations within the Residential and Central Areas of the Town, subject to complying with the policies of the associated land use designations pertaining to the density, form and scale of residential development being proposed. High Density Residential areas are those lands primarily developed or planned for a limited range of intensive large-scale, multiple unit forms of residential development, as shown on Schedule T- 2. The height and density limitations applicable to the various forms of development allowed in the High Density Residential area shall be determined on the basis of the nature, character and scale of adjacent land uses. Height and density limitations will be specified in the Zoning By-law Page 24 of 255 Report No: CP 2018-334 COMMUNITY PLANNING Council Date: November 26, 2018 Page 4 of 7 and may vary from location to location. Unless there are specific site or area characteristics which favour higher limits, net residential densities will normally not exceed 111 units per hectare (45 units per acre). Under no circumstance will development within a High Density Residential area be less than 63 units per hectare (26 units per acre) net residential density without amendment to the Official Plan. Any new buildings or additions will respect the height, bulk, scale and setbacks of adjacent residential uses and shall not adversely impact adjacent residential uses in terms of light, views, privacy or traffic. When considering a specific proposal for High Density Residential development, Town Council will be satisfied that the policies of Section 8.2.7 are adequately addressed. The review criteria contained within Section 8.2.7 include consideration of driveways and parking areas, pedestrian activity, landscaping, play/recreational opportunities, utilities and operational facilities, and safety and comfort. TOWN OF TILLSONBURG ZONING BY-LAW: The subject property is currently zoned ‘Special Medium Density Residential Zone (RM-3)’, according to the Town of Tillsonburg Zoning By-law. The RM-3 zone permits an apartment building, not exceeding 40 dwelling units. The provisions of the High Density Residential Zone (RH) require a minimum lot area of 90 m2 (968.8 ft2) per dwelling unit, and permit a maximum lot area of 160 m2 (1,772.3 ft2), and requires a minimum lot frontage of 30 m (98.4 ft). The subject property complies with these provisions. The proposed site plan submitted by the applicant appears to comply with the other provisions of the zoning by-law, including required landscaped open space, maximum permitted lot coverage, required amenity area, required front yard depth and exterior side yard width, interior side yard width, and rear yard depth provisions of the RH zone. Section 5.24.2.1 of the Zoning By-Law requires 1.5 parking spaces per dwelling unit, or 74 parking spaces for the 49 proposed apartment dwellings, including 3 accessible parking spaces. Parking areas are required to be at least 1.5 m (5 ft) from the street line. The applicant’s proposal satisfies the parking requirements. Minor variances were also granted by the Town Committee of Adjustment in 2014 (A-09/14) to facilitate the construction of a 39 unit apartment building that reduced the minimum lot area from 160 m2 to 135 m2, and relief from the minimum required parking spaces to permit 1.1 spaces per unit in lieu of the required 1.5 spaces per unit. These variances were conditional upon the applicant entering into a site plan agreement with the Town of Tillsonburg. In light of the new proposal, this previously granted relief will not be applied to the development. AGENCY COMMENTS: The proposal was circulated to various public agencies considered to have an interest in the application. Bell Canada indicated that they have no comments at this time. Town of Tillsonburg Building Services indicated that the project will be subject to site plan control. Page 25 of 255 Report No: CP 2018-334 COMMUNITY PLANNING Council Date: November 26, 2018 Page 5 of 7 Oxford County Public Works Department indicated that they had no comments on the zoning by- law amendment. Servicing comments will be provided once a site plan submission has been made. Town of Tillsonburg Engineering Services Department indicated that matters such as lot grading, drainage, and stormwater management will be addressed at the site plan stage. Town Development Commissioner provided the following comments: Supporting residential growth in Tillsonburg, especially higher density growth at the edge of our downtown, is both supported by our Economic Development Strategy and the Community Strategic Plan (Make Tillsonburg an attractive place to live for youth and young professionals) as well as market demand. PUBLIC CONSULTATION: Notice of complete application and notice of public meeting regarding this application were circulated to surrounding property owners within 120 m on two occasions, September 24, 2018 & November 12, 2018. Planning staff responded to queries about parking from a number of residents who reside in the condominium development to the east. Planning Analysis The application for Zone Change proposes to facilitate a five storey apartment building, consisting of 49 apartment dwelling units. The proposed development of the subject lands will provide more housing choice for the residents of Tillsonburg and is considered to be an efficient use of the lands, municipal services and infrastructure. It is the opinion of this Office that the subject application is consistent with the housing, intensification, and redevelopment policies of the PPS. Additionally, staff are of the opinion that this proposal will assist in providing a mix of housing types and tenures for current and future residents of the Town. The proposal complies with the policies contained within Section 8.2.2.2 that encourage the creation of housing opportunities that may result in a mix of tenure forms, such as ownership, rental, and cooperative, throughout the Town. The proposal is also consistent with the policy direction within Section 8.2.2.5 that promotes residential intensification in appropriate locations to make more efficient use of existing land, infrastructure, and public services. The subject lands comprise approximately 0.51 ha (1.26 ac) and the applicant’s proposal is to develop 49 apartment dwelling units on the site. The site is designated for High Density Residential development and the proposal falls within the permitted density of the Official Plan for the subject property. Surrounding residential uses are generally medium density, and the proposal is not expected to generate any compatibility issues with surrounding and adjacent development. As the properties to the west and north are service commercial in nature, and the proposed apartment building is located near the eastern and southern portion of the subject property, there is expected to be minimal impact from light shadowing from the proposed building height (16.8 m or 55.1 ft) of the apartment building. Page 26 of 255 Report No: CP 2018-334 COMMUNITY PLANNING Council Date: November 26, 2018 Page 6 of 7 The proposed development will be subject to site plan control. Matters such as the review criteria contained in Section 8.2.7 of the Official Plan, landscaping, grading, servicing, and provision of appropriate amenity areas will be required to be addressed to the satisfaction of the Town and County. It is noted that the proposal provides all required parking onsite, and the proposal appears to comply with all provisions of the RH zone. In light of the foregoing, this Office is satisfied that the applicant’s proposal to rezone the subject lands to facilitate a five story apartment building consisting of 49 apartment dwelling units is consistent with the PPS and complies with the policies of the Official Plan respecting High Density Residential development and can therefore be given favourable consideration. RECOMMENDATION It is recommended that the Council of the Town of Tillsonburg approve the zone change application submitted by Escalade Property Corporation, whereby the lands described as Part Lot 384 & Lot 383, Plan 500, and Parts 2 & 3 of Reference Plan 41R-3006 known municipally as 136 Concession Street East are to be rezoned from ‘Special Medium Density Residential Zone (RM-3)’ to ‘High Density Residential Zone (RH)’ to facilitate the development of a five storey apartment building consisting of up to 49 apartment dwelling units. SIGNATURES Authored by: original signed by Eric Gilbert, MCIP RPP Senior Planner Approved for submission: original signed by Gordon K. Hough, RPP Director Page 27 of 255 Report No: CP 2018-334 COMMUNITY PLANNING Council Date: November 26, 2018 Page 7 of 7 Report Approval Details Document Title: ZN 7-18-07_ Report.docx Attachments: - Report Attachments.pdf - 7-18-07_appl-20180906.pdf - 7-18-07_servicing-feasability-study-20180906.pdf Final Approval Date: Nov 17, 2018 This report and all of its attachments were approved and signed as outlined below: David Calder - Nov 17, 2018 - 10:24 AM Page 28 of 255 September 11, 2018 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey Legend 1220 Notes NAD_1983_UTM_Zone_17N 61 Meters Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) Plate 1: Location Map with Existing Zoning File No: ZN 7-18-07- Tillsonburg Properties for Community Living / Escalade Property Corporation Lot 383, Part Lot 384, Plan 500, Part 3 of 41R-3006, Town of Tillsonburg - 136 Concession St East Subject Property Tillson Ave Maple Lane Pine St Alexander Avenue Concession Street East Page 29 of 255 September 11, 2018 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey Legend 510 Notes NAD_1983_UTM_Zone_17N 26 Meters Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) Concession Street East Maple Lane Plate 2: 2015 Aerial Map File No: ZN 7-18-07- Tillsonburg Properties for Community Living / Escalade Property Corporation Lot 383, Part Lot 384, Plan 500, Part 3 of 41R-3006, Town of Tillsonburg - 136 Concession St East Subject Property Page 30 of 255 t:x _ HYDR 0 POL£ -- I;UMI'll ll;.)">l l,lo'>IGN .ffi IJ.(i\11,~ .ffi (".Hf(;l<:~tl IIH ,.p~;:D 9~/<.W [)o.r[ u;r~;;r.,~ c.10 1R '47.) SITE BENCHWIRK #2 f'K liAIL IN UTIUTY PQ.E ELEVATIOI\t • 233.09m~ :)(. liYOnO POLE -------------- .. ~ 11------ 0 ----------1 ~ ". 27 *-VI~K..ll\~ D/M/Y HY <:;:';)N~UL+~>~'~+ I 01< Cli_N I<LVLW/.'>.!1' ?0\1~-OJ/UI/'~ MW 1 01< \Ail-.CI<' V~ ~11.\I:;L ~ 'I'LIC.~ 1(11\ 16/00/1B MW t.X. I V000 P~ r PROPOS.Ell !i STOREY, 49 UNIT I APMlli!ENT 8UJLDII'JG All[A-n L542 ~~JN. tk 3f\ COI'<Cf"'iSIDN sr . '~ -~fu~~ 14351 Vejway Rl::, PO 3o~ ~2~ Aro·o. C1:aric -;:: ~519) 471·566! Ftoc (519)L7HQ:¥- h;l:s:)tl@~:)"''lrd.~ TYPE f '"''l ' SITE BENCHMARK If l PK NAIL IN UTtuTY POLE ELCVATION • 2.31.54m~ ~')(.11'-'Q(QP<X_[ I JLC HOMES LTD I n I C) 17 ~~ p I~ Lf) I lf) .. 1-... '--~· C) z f X STMH P.O. BOX 37 LAMBETH STATION LONDON, ON N6P 1 P9 P: 519-860-4686 SC.V.LE - 1 20C· 0.4 0 L.C:r-~.;j I LEGAL INFORMATION PART Of LOT 383 AND PART OF LOTS 382 AND384 PLAN No 500 IN THE TOWN OF TILLSONBURG COUNTY OF ELGIN KEY PLAN N.T.S ZONING DATA CHART GROSS SITE AREA: 5148 m1 BUILDING AREA: 992 m~ ITEM R~-J• 1 PER~ITTEO USES 2 LOT ~ONTAGE (m MIN) J FftONT YARD AND EXTtRIOR SIDE YAAO SETBACK (m I.IIN) "' REAR YARO SETBACK (m I.IIN) !I INrERIOR SIDE YARD SETBACK (m "'") 9 LMIOSCIJ' EV OPEN SP~ E (:C) Mlrii~U~ 1 0 lOT COVERAGE (~) MI-X 11 LOT AREA (m" MIN) 12 lOT AR£A (m" MAX) ASPt-IALT ARfA: LANDSCAPED /!REA: REQUIRED SEE PERI.IITTED USE NOTE ON SHE£T SP1 20.0 7.5 10.5 7.5 20.0 NO PARKING 1.5 JO.O "l.O 13 NUMBER Of OWEWNG UNITS (MAX) o40 14 ~EIGI-IT MAX1MlJ~ (m) 15.0 15 CROSS fLOOR AREA (m1 ~IN) 5~49-2695 1 ~ AMENITY AREA (m1 MIN) 17 OWELUNG UNIT SIZE (m1 ~IN) NO PROVISION *~INOR VARIANCE REOUlAED PARKING REQUIREMENTS 2025 rrr" 2131 rrr" PROVIDED SEE PERMITTED USE NOTE ON SHE£T SP1 i 3.0 8.4 EXTERIOR YA~D 10.6 fRONT Y-.RD 31_1 '27.7 2ll0 NO PARKING 1.5 41.4 1i.3 5148 ... 16.6" 4957.5 .2064 IJ\NDSCJ\PE 1-40 BAI..CONIES/PA110S 61.64 MINJI.o!LJ!I.I P.-RKING SPACE DJJ.jENSJONS .2.7mX5.5m, TYP£ 1>. .3.4mX5.Sm, TYPE B 2.7mX5.Sm APPNrr~ENT DWELLING 1.!1 SPACES/1 DWElLING +9 DWEU.INGS TOTAL PROWlED PARKING •74 SPACES ~74 SPACES -3 SP~ES 13/F PARKING REOUIRED: 4X OF TOTAL PARKING REOUI~ f'RO"'1[)E0 1 TYPE 'A', :2 TYPE 'B' PERMITTED USES Rh1 ZQN E CZO N lt:j G BY LAW 32iiiD· APARTNENT OWELUNGS; A BOAHDJNG OR LOOGING HOUSE; A OONV£RTED DWELLING, CCllfTAINING Z OR ~ORE DW£LUNG UNITS; A ~E OCCUPATION, IN ACCOROo\NCE WllH THE P~SJONS OF SECTION ~.13 OF "nilS BY-LAW; A GROUP ~OME. IN J.CCOROI.NCE WITH THE PRCMSIONS Of SE:CiiON 5.17 OF' 1ltiS BY-lAW; A ~ULTIPLE UrT DWELLING A PUE!LIC USE IN ACCORDANCE Wmt THE PR:OVISIONS OF SE:CTION 5.27 OF' 1lUS Jfi-lAW A SINCL£ DETACHED CWELUNG, OON'.'ERTED OWEU.INC OR SEMI-OE'TACHED OWEL.UNG EXISTING ON THE IMT£ OF TiiE P...S~NG Of THIS 5'f-lAW, IN ,t,CCORODANCE Wlffl THE PROVISjONS CONTAINED IN SECTION 7.2; A SPEI:IAL. NEIOS HOME"; A STREET FRONTING TOWNHOUS£ • SITE PLAN PROPOSED RESIDENTIAL DEVELOPMENT 1.36 CONC:SS CN STRCCT T LLSONeUR:, ON. SBM-18-1473 SP1 Plate 3: Applicant's Site Plan File No: ZN 7-18-07- Tillsonburg Properties for Community Living / Escalade Property Corporation Lot 383, Part Lot 384, Plan 500, Part 3 of 41R-3006, Town of Tillsonburg - 136 Concession St East Page 31 of 255 FRONT ELEVATION (WEST)SCALE = 1:75WALL COLORS AND LOCATIONS TOBE DETERMINED BY THE OWNERRJ: REVEAL JOINTPJ: PANEL JOINTMATERIAL LEGENDDESCRIPTIONHATCHCOLOURPATRI C KDARC+ITECTAVIDROTTIERT136 CONCESSION ST.JLC HOMESTILLSONBURG, ON5 STOREY, 49 UNIT APT BUILDINGFRONT ELEVATIONA8.0Plate 4: Proposed Building Elevation (West) File No: ZN 7-18-07- Tillsonburg Properties for Community Living / Escalade Property Corporation Lot 383, Part Lot 384, Plan 500, Part 3 of 41R-3006, Town of Tillsonburg - 136 Concession St EastPage 32 of 255 REAR ELEVATION (EAST)SCALE = 1:75WALL COLORS AND LOCATIONS TOBE DETERMINED BY THE OWNERRJ: REVEAL JOINTPJ: PANEL JOINTMATERIAL LEGENDDESCRIPTIONHATCHCOLOURPATRI C KDARC+ITECTAVIDROTTIERT136 CONCESSION ST.JLC HOMESTILLSONBURG, ON5 STOREY, 49 UNIT APT BUILDINGREAR ELEVATIONA8.1Plate 5: Proposed Building Elevation (East) File No: ZN 7-18-07- Tillsonburg Properties for Community Living / Escalade Property Corporation Lot 383, Part Lot 384, Plan 500, Part 3 of 41R-3006, Town of Tillsonburg - 136 Concession St EastPage 33 of 255 SCALE = 1:75LEFT SIDE ELEVATION (NORTH)RIGHT SIDE ELEVATION (SOUTH)SCALE = 1:75WALL COLORS AND LOCATIONS TOBE DETERMINED BY THE OWNERRJ: REVEAL JOINTPJ: PANEL JOINTWALL COLORS AND LOCATIONS TOBE DETERMINED BY THE OWNERRJ: REVEAL JOINTPJ: PANEL JOINTMATERIAL LEGENDDESCRIPTIONHATCHCOLOURPATRI C KDARC+ITECTAVIDROTTIERT136 CONCESSION ST.JLC HOMESTILLSONBURG, ON5 STOREY, 49 UNIT APT BUILDINGRIGHT & LEFT SIDE ELEVATIONA8.2Plate 6: Proposed Building Elevation (North & South) File No: ZN 7-18-07- Tillsonburg Properties for Community Living / Escalade Property Corporation Lot 383, Part Lot 384, Plan 500, Part 3 of 41R-3006, Town of Tillsonburg - 136 Concession St EastPage 34 of 255 ZN 7-18-07 Sept. 6/18 Sept. 6/18 000290896 jlchomesltd@yahoo.ca Page 35 of 255 Page 36 of 255 Page 37 of 255 Page 38 of 255 STRIK BALDI NELLI MONIZ ARVA LOCATION CIVIt /SlRUCIU~AI OIVISION 14361 Modway Rd .• P.O. Box 29 Arvo, Ont. NOM ICO P: 519.471.6667 NORTH LONDON LOCATION MrCt->.ANICI\t /ll(CIRICAl OfVISION 1510 Woodcock St., Unit #7 l ondon. Ont, N6H 5S 1 P: 519.641.3040 KITCHENER LOCATION 141 5 Huron Rd., Unit 225 Kitchener, Ont. N2R OL3 P: 519.725.8093 CIVIL • STRUCTURAL · MECHANICAL · ELECTRICAL www.sbmltd.co sbm@sbmltd .co JLC Homes Ltd. 37 Lambeth Station London, Ontario, N6P 1P9 Attn: Mr. Jonathan Leahy Re: Servlcln1 FeaslbiUty Study Proposed Five Storey Apartment Buildina 136 Concession S1;, 1111sonburs. Ontarfo 1. INTRODuaiON August 17,2018 SBM-18-1473 This Servicing Feasibility Study (Study) has been prepared by Strik, Baldinelli, Moniz Ltd. (SBM) for JLC Homes to address the servicing feasibility for the proposed residential development located at 1:56 Concession St, Tillson burg, Ontario. One (1) five-storey apartment building is proposed for the site for a total of 49 units. The site is approximately 0.51 ha in area and is located at the northwest corner of the intersection of Concession St and Ma pie Drive. The site abuts commercial land on its north and west sides, the Concession St. Right-Of-Way (R.O.W.) on its south side, and the Maple Dr. R.O.W. on its west side. Residential townhouses are located on the southern side of Concession St, and green space is located on the opposite side of Maple Dr. This study is to determine the adequacy of the existing Town of Tillsonburg services for the proposed redevelopment. Design requirements have been based on the Town of Tillsonburg Subdivision & Development Guidelines Design Criteria (S&DGDC), revised May 2008, as well as the Oxford County Design Guidelines and Supplemental Specifications (DG&SS). 2. WATER SERVIONG As shown on the attached as-constructed drawing "Maple Lane (Concession St to Pearl St)" prepared by CJDL Consulting Engineers dated 1976, there is an existing 15Dmm PVC watermain on the north side of the Concession St R.O.W. and a SOOmm watermaln on the south side of the Concession St R.O.W. A 200mm watermaln Is located In the Maple Lane R.O.W. The attached topographical sketch shows two water services from the Concession St. R.O.W. and one water service from the Maple Dr. R.O.W. It is proposed to service the development via the 150mm PVC watermain located within the Concession St. R.O.W. 2.1 Water Demand tor Fire Pmtection The proposed building is to have a sprinkler system installed and therefore fire-fightins demand was determined as per NFPA-13. as outlined in the OBC. Section A-3.2.5.7. Section E 2.02i of the S&DGDC requires the minimal residual pressure in a fire flow scenario to be not less than 140 kPa (20 psi) at any hydrant. A fire hydrant flow test was performed at the nearest municipal hydrant (at 138 Maple Lane) by Town of Tillsonburg forces on July 8, 2018 and a copy of the test results is attached. The flow test results show that the static pressure of the Strik, Baldinelli, Moniz Ltd. Page 39 of 255 www.sbmltd.ca SBM-18-1473 water distribution system in the area is 448 kPa {65 psi) and the residual pressure is 414 kPa {60 psi) at the tested flow rate of 5231 L/min {1382 USGPM). Since the proposed building is to be residential occupancy, it is determined to have 'Light Hazard Occupancy-Group 2' (refer to Annex A-Section A.5.3.1 of the NFPA-13, attached). As per the attached NFPA-13 Flow Demand Requirements Table 1 {refer to attached fire flow calculations) the required flow {including both the sprinkler flow and hydrant allowance) is estimated to be 275 U.S. GPM (1041 L/min). 2.2 Domestic Water Demand Based on an occupancy load of 181 persons, and using a water demand of 345 L/capita/day and a maximum day peaking factor of 3.5 as per the S&DGDC, a maximum day domestic demand of 151.78 L/min was calculated. 2.3 Available Water Supply The anticipated average day and peak hour domestic demands would be less than the maximum day + fire-fighting demand scenario and were therefore not considered for peak flow analysis. Combining the estimated required fire flow and maximum day domestic flow results in a total water flow rate of 1457.8 L/min for the development. Please refer to the Fire Flow calculations attached to this Study. As shown in the Fire Flow calculations (considering the hydrant flow test and NFPA-13 flow demand requirements) provided, the water pressure in the municipal watermain at the required flow of 1457.8 L/min will be approximately 63.6 psi. Since the hydrant flow test results and calculations provided show that Town's water distribution system is capable of providing the calculated maximum required domestic and fire protection water supply flow rate, adequate water supply maximum day domestic demand+ fire protection is available for the proposed building. Based on 2012 OBC requirements, a fire hydrant should be located 45 m from the building's fire department connection. A new private hydrant is proposed. 3. SANITARY SERVICING As shown on the attached as-constructed drawing "Maple Lane including C.P.R. Crossing" prepared by CJDL Consulting Engineers dated June, 1994, there is an existing 250mm PVC sanitary sewer in the Concession St R.O.W. and a 350mm sanitary sewer in the Maple Dr R.O.W. This drawing shows a 100mm PDC servicing the site from Concession St, as well as a PDC of unknown size located at the southeast corner of the site. It is proposed to verify the size and condition of these two PDC's. If they are found to be of inadequate size or condition, they will be capped at property line and a new 150mm PDC will be installed. The proposed flows from the subject property are shown on the Sanitary Sewer Design Sheet appended to this Study. Using a flow of 345 L/capita/day as per the DS&RM for the building occupancy load of 181 people (2.5 people per 1- bedroom unit and 4 people per 2-bedroom unit and using a water demand of 345 L/capita/day as per the S&DGDC results in an anticipated sanitary flow of 3.31 L/s. When combined with infiltration, this results in a total peak flow of 3.37 L/s. A 100mm diameter sanitary PDC at a slope of 1.0% (assumed slope of existing sanitary PDC) has sufficient capacity to convey these proposed flows. 4. STORM SERVICING AND STORMWATER MANAGEMENT As shown on attached as-constructed drawing "Maple Lane including C.P.R. Crossing" prepared by CJDL Consulting Engineers dated June, 1994, there is an existing 900mm concrete storm sewer on the north side of the Concession St R.O.W. and a 525mm concrete sewer running north south along the western side of the Maple Dr R.O.W. These sewers outlet to a 1200mm concrete sewer at the intersection of Maple Dr and Concession St. The above noted drawing shows a 300mm stub servicing the site from the 525mm storm sewer in the Maple Lane R.O.W. located at CBMH 'S'. The topographical sketch shows a 200mm PDC servicing the site from the Concession St. R.O.W. The topographical sketch also shows an existing catch basin located in the south portion of the site. Strik, Baldinelli, Moniz Ltd. 2 Page 40 of 255 www.sbmltd.ca SBM-18-1473 Based on the 'C' Runoff Coefficient calculations attached, the post development runoff coefficient is 0.65. As per the S&DGDC, stormwater management measures will be designed to meet enhanced water quality protection criteria specified by the MOECC. Quantity controls will be designed to control post-development flows for the 5 year design storm event to pre-development levels, with sufficient on-site storage for the 100 year design storm event. Detailed stormwater quantity and quality calculations will be submitted with the site plan approval submission. 5. SUMMARY Based on the above, the existing and proposed Town services appear to have sufficient capacity to accommodate the proposed development of the 0.51 ha subject site located at 136 Concession St, Tillson burg. 6. LIMITATIONS This Study was prepared by Strik, Baldinelli, Moniz Ltd. for JLC Homes (owner), the Town of Tillson burg, and the County of Oxford. Use of this report by any third party, or any reliance upon its findings, is solely the responsibility of that party. Strik, Baldinelli, Moniz Ltd. accepts no responsibility for damages, if any, suffered by a third party as a result of decisions made or actions undertaken as a result of this report. Third party use of this report, without the express written consent of the Consultant, denies any claims, whether in contract, tort, and/or any other cause of action in law, against the Consultant. All findings and conclusions presented in this design brief are based on site conditions as they appeared during the period of the investigation. This report is not intended to be exhaustive in scope, or to imply a risk-free development. It should be recognized that the passage of time may alter the opinions, conclusions, and recommendations provided herein. The design was limited to the documents referenced herein and Strik, Baldinelli, Moniz Ltd. accepts no responsibility for the accuracy of the information provided by others. All designs and recommendations presented in this brief are based on the information available at the time of the review. This document is deemed to be the intellectual property of Strik, Baldinelli, Moniz Ltd. in accordance with Canadian copyright law. 7. CLOSURE We trust this Study meets your satisfaction. Should you have any questions or require further information, please do not hesitate to contact us. Respectfully submitted, Strik, Baldinelli, Moniz Ltd. Civil • Structural • Mechanical • Electrical Kevin Moniz, P.Eng. Principal, Civil Engineering Encl: Sketch Illustrating Topographic Information-Kim Husted Surveying Ltd. Concept Site Plan Fire Hydrant Flow Test NFPA#13 Fire Flow Calculations (as per NFPA #13) Sanitary Sewer Design Sheet 'C' Runoff Coefficient Calculations u Maple Lane (Concession St to Pearl St)" prepared by CJDL Consulting Engineers dated 1976 uMaple Lane including C.P.R. Crossing" prepared by CJDL Consulting Engineers dated June, 1994, Strik, Baldinelli, Moniz Ltd. Ben Hyland, EIT Engineer in Training 3 Page 41 of 255 P J-\Fn PAF/1 1 PAF/1 2 PAF/1 s • • PAF/1 41FI • P.LN . OF •• <j>· ' • 00029 • • • • • ()' ~ LOT • ONE 0895 •' .,. ' • 38? SOOB ' • t •' , . • • • CATOi .... •' ,,. ' ·' ,,. • • LOT 384 ,. • • • LOT PAF/1 rop "' FOUNDATION ELEVAnoN ., 233.2. 4 • • • • • • • PAF/1 41FI • • • I I •' :v I I ·r • """ :":J,P. ' e----------.,.,.---- H-1' '}..,,. • • • CONCESSiON FlOJ-\D J-\LLOW J-\NCE CONCESSiONS -i -J P.I.N. >\OSOFT141\WORK\16-12144T.dwg, 2016-07-20 11:17:26 AM, kip2015.pc3 • • • • 383 P.I.N. 00029 • • THF/EF • • • • • • • s.+J.IIfARY AND -J 2 GEOGfU\P HiC 00029 0376 • • • ' 0896 • • }-. 0 -1 • SOOB • • Lt., 0 • • • • S T F1E E T (2o.m 111oEJ TOWNSHiP OF DEF1EJ-1AJ\;i SITE BENCHMARK f12 PK NAIL IN UTlUTY POLE ELEVATION -233.09 metres SITE BENCHMARK 1/1 PK NAIL IN UTILITY POLE REVATION = 231.54 metres SKETCH /LLUSTRA TING TOPOGRAPHIC INFORMATION LOT 383 AND PART OF LOTS 382 AND 384 JUDGE'S PLAN REGISTERED AS PLAN No 500 TOWN OF ~LLSONBURG COUNTY OF OXFORD (PARTS 2 AND 3, 41R-3006) SCALE -1: 250 lJETRIC DISTANCES SHO'MII ON THIS PLAN ARE IN METRES AND CAN M BE CONVERTED TO tEET BY DIVIDING BY 0.3048 KIM HUSTED SURVEYING L TO. SURVEYOR'S CER~FICA TE I CER11FY THAT (1) -THIS SURVEY AND PLAN ARE CORRECT AND IN ACCORDANCE WITH THE SURVEYS ACT, THE SURVEYORS ACT AND THE LAND TITLES ACT AND THE REGULATIONS MADE UNDER THEM (2) -THIS SURVEY WAS COMPLETED ON THE 20th DAY Of APRIL, 2016 -Y.~.{_~~~--~ARIO LAND SURVEYOR Limits of RSC Property Limits of Phase One Property Limits of Phase Two Property NOTES (1) -ELEVATIONS REFERRED TO CANADIAN GEODETIC DATUM (2) -SITE BENCHMARK PK NAIL SET IN NORTH FACE Of UTIUTY POLE LOCATED AT THE INTERSECTION OF MAPLE LANE AND CONCESSION STREET HAVING A GEODETIC ELEVATION OF 231.54 metres (3) -SANITARY, STORM, WATER AND HYDRO SERVICES SHOWN ON THIS SKETCH ARE FROM LOCATES AND RECORDS PROVIDED BY THE CORPORATION OF THE TOWN OF 11LLSONBURG ON APRIL 16, 2016 (3) -GAS AND TELEPHONE UTILITIES SHOYIN ON THIS SKETCH ARE FROM LOCATES PROVIDED BY G-TEL ON APRIL 16, 2016 (4) -THE PRINT OUT FOR P.I.N. 00029-08796 INDICATES THAT THE SUBJECT LANDS ARE SUBJECT TO INSTRUMENT 257279 .EXAMINATION Of THIS DOCUMENT WOULD INDICATE THAT IT DOES NOT AFFECT THESE LANDS (5) -AREA OF SUBJECT LANDS = 5148.5 SQUARE METRES (.51 HECTARES) LEGEND • 0 0 • s " DENOTES DENOTES DENOTES DENOTES DENOTtS DENOTtS ____ , SURVEY MONUMENT FOUND MANHOLE WATER VALVE UTILITY POLE BEll PEDESTAL CATCH BASIN ____ , ___ _ DENOTES UNDERGROUND BELL DENOTES UNDERGROUND GAS DENOTES STORM ---·--- "IH---- DENOTES SANITARY DENOTES WATER DENOTES UNDERGROUND HYDRO DENOTES CURB DENOTES GUTIER LINE DENOTES OVERHEAD UTILITY WIRES KIM HUSTED SURVEYING L TO. ONTARIO LAND SURVEYOR 30 HARVEY S'IREET, llLLSONBURG ONTARIO, N4G 3J8 PHONE: 519-842-3638 FAX: 519-842-3639 PROJECT: 16-12144T REFERENCE: H.F.1 DISK No. Page 42 of 255 t:x _ HYDR 0 POL£ -- I;UMI'll ll;.)">l l,lo'>IGN .ffi IJ.(i\11,~ .ffi (".Hf(;l<:~tl IIH ,.p~;:D 9~/<.W [)o.r[ u;r~;;r.,~ c.10 1R '47.) SITE BENCHWIRK #2 f'K liAIL IN UTIUTY PQ.E ELEVATIOI\t • 233.09m~ :)(. liYOnO POLE -------------- .. ~ 11------ 0 ----------1 ~ ". 27 *-VI~K..ll\~ D/M/Y HY <:;:';)N~UL+~>~'~+ I 01< Cli_N I<LVLW/.'>.!1' ?0\1~-OJ/UI/'~ MW 1 01< \Ail-.CI<' V~ ~11.\I:;L ~ 'I'LIC.~ 1(11\ 16/00/1B MW t.X. I V000 P~ r PROPOS.Ell !i STOREY, 49 UNIT I APMlli!ENT 8UJLDII'JG All[A-n L542 ~~JN. tk 3f\ COI'<Cf"'iSIDN sr . '~ -~fu~~ 14351 Vejway Rl::, PO 3o~ ~2~ Aro·o. C1:aric -;:: ~519) 471·566! Ftoc (519)L7HQ:¥- h;l:s:)tl@~:)"''lrd.~ TYPE f '"''l ' SITE BENCHMARK If l PK NAIL IN UTtuTY POLE ELCVATION • 2.31.54m~ ~')(.11'-'Q(QP<X_[ I JLC HOMES LTD I n I C) 17 ~~ p I~ Lf) I lf) .. 1-... '--~· C) z f X STMH P.O. BOX 37 LAMBETH STATION LONDON, ON N6P 1 P9 P: 519-860-4686 SC.V.LE - 1 20C· 0.4 0 L.C:r-~.;j I LEGAL INFORMATION PART Of LOT 383 AND PART OF LOTS 382 AND384 PLAN No 500 IN THE TOWN OF TILLSONBURG COUNTY OF ELGIN KEY PLAN N.T.S ZONING DATA CHART GROSS SITE AREA: 5148 m1 BUILDING AREA: 992 m~ ITEM R~-J• 1 PER~ITTEO USES 2 LOT ~ONTAGE (m MIN) J FftONT YARD AND EXTtRIOR SIDE YAAO SETBACK (m I.IIN) "' REAR YARO SETBACK (m I.IIN) !I INrERIOR SIDE YARD SETBACK (m "'") 9 LMIOSCIJ' EV OPEN SP~ E (:C) Mlrii~U~ 1 0 lOT COVERAGE (~) MI-X 11 LOT AREA (m" MIN) 12 lOT AR£A (m" MAX) ASPt-IALT ARfA: LANDSCAPED /!REA: REQUIRED SEE PERI.IITTED USE NOTE ON SHE£T SP1 20.0 7.5 10.5 7.5 20.0 NO PARKING 1.5 JO.O "l.O 13 NUMBER Of OWEWNG UNITS (MAX) o40 14 ~EIGI-IT MAX1MlJ~ (m) 15.0 15 CROSS fLOOR AREA (m1 ~IN) 5~49-2695 1 ~ AMENITY AREA (m1 MIN) 17 OWELUNG UNIT SIZE (m1 ~IN) NO PROVISION *~INOR VARIANCE REOUlAED PARKING REQUIREMENTS 2025 rrr" 2131 rrr" PROVIDED SEE PERMITTED USE NOTE ON SHE£T SP1 i 3.0 8.4 EXTERIOR YA~D 10.6 fRONT Y-.RD 31_1 '27.7 2ll0 NO PARKING 1.5 41.4 1i.3 5148 ... 16.6" 4957.5 .2064 IJ\NDSCJ\PE 1-40 BAI..CONIES/PA110S 61.64 MINJI.o!LJ!I.I P.-RKING SPACE DJJ.jENSJONS .2.7mX5.5m, TYP£ 1>. .3.4mX5.Sm, TYPE B 2.7mX5.Sm APPNrr~ENT DWELLING 1.!1 SPACES/1 DWElLING +9 DWEU.INGS TOTAL PROWlED PARKING •74 SPACES ~74 SPACES -3 SP~ES 13/F PARKING REOUIRED: 4X OF TOTAL PARKING REOUI~ f'RO"'1[)E0 1 TYPE 'A', :2 TYPE 'B' PERMITTED USES Rh1 ZQN E CZO N lt:j G BY LAW 32iiiD· APARTNENT OWELUNGS; A BOAHDJNG OR LOOGING HOUSE; A OONV£RTED DWELLING, CCllfTAINING Z OR ~ORE DW£LUNG UNITS; A ~E OCCUPATION, IN ACCOROo\NCE WllH THE P~SJONS OF SECTION ~.13 OF "nilS BY-LAW; A GROUP ~OME. IN J.CCOROI.NCE WITH THE PRCMSIONS Of SE:CiiON 5.17 OF' 1ltiS BY-lAW; A ~ULTIPLE UrT DWELLING A PUE!LIC USE IN ACCORDANCE Wmt THE PR:OVISIONS OF SE:CTION 5.27 OF' 1lUS Jfi-lAW A SINCL£ DETACHED CWELUNG, OON'.'ERTED OWEU.INC OR SEMI-OE'TACHED OWEL.UNG EXISTING ON THE IMT£ OF TiiE P...S~NG Of THIS 5'f-lAW, IN ,t,CCORODANCE Wlffl THE PROVISjONS CONTAINED IN SECTION 7.2; A SPEI:IAL. NEIOS HOME"; A STREET FRONTING TOWNHOUS£ • SITE PLAN PROPOSED RESIDENTIAL DEVELOPMENT 1.36 CONC:SS CN STRCCT T LLSONeUR:, ON. SBM-18-1473 SP1 Page 43 of 255 Test Hydrant Information: Test Hydrant Number: N.F.P.A. Colour Code: STATIC PRESSURE: RESIDUAL PRESSURE: PRESSURE DROP: % PRESSURE DROP: NFPA 291 Conformance: Practical Drop (10%): Flow At Test Hydrant at- =low Hydrant(s) Information: Hydrant # # Ports Flowed 515 2 --------------------------------------·· FIRE FLOW TESTING REPORT in conformance with the NFPA 291 guidelines Test Hydrant Number: 244 Client: Tillson burg 244 Date: July 8/18 BLUE Time: 9:00AM Location: Tillsonburg Water Distribution 138 Maple Lane 65 psi 60 psi 5 psi 7.7 %psi Does not meet NFPA 291 conformance for required pressure drop Does not meet Practical Drop of 1 0% 20 psi 4528 USGPM Outlet Diffuser Hydrant Nozzle Pitot Gauge Diameter Coefficient ** Coefficient Reading (Inches) (-0.9) (psi) 2.5 0.9 17 -------------------- -------------------- -------------------- -------------------- Total Flow (USGPM) Flow (USGPM) 1382 --------------------· 1382 ...... ~~-~~-~~!!': -~9.E?!i ~-~~E?. !~f~~~?_t!<?!! -~~-I?R<?!!?. ~!tf_l!?!':~ _<;;_<?~tf!~!~-~! -~?_I~E?~·-__________________________________________________________________ . 80 ~ 60 !!:.. 2! 40 :I Ill Ill II) 20 .... c.. 0 0 1000 2000 Comments: Pressure -Flow Graph at Test Hydrant ------------ 3000 4000 Flow Rate (USGPM) Operator Operator Pressure Zone Tower Level ft Pumps (on/off) -----r------._ 5000 6000 RA Tillsonburg Operator n/a n/a More flow discharge is required to reduce the residual pressure to meet the NFPA 291 standard . _______________ .":'!C!!.e. -~~":'. _ci_~:5}C:_~f!!.W!. !?. t:f!_ql!!t:l!.d__ ~C!. r::_e_f!_t_ <!. R':f!_G_~~E!! !.e.?!r!.u_?_fJ?!.e.?.S.l!!l!. _d_':I?E. ~C!. '!.'!?.ll_':f!. flC!.<?r!. !1!.:5}~ .<!~G_l!!.E!C:Y. _____________ . Spreadsheet Developed-2010 Page 44 of 255 NFPA # 13 FlOW DEMAND REQUIREMENTS HAZARD SPRINKLER FLOW HYDRANT AllOWANCE TOTAL FLOW light 175 GPM 100GPM 275GPM Ordinary 1 250GPM 250GPM 500GPM Ordinary 2 350GPM 2SOGPM 600GPM Extra 1 750GPM 500GPM 1250 GPM Extra 2 1000 GPM 500GPM 1500 GPM Warehousing Varies too much to come up with a generic water demand The pressures range on each of these flows and would be generally be 35 PSI-80 PSI Requirments, but this information can't truly be given until final layouts and calculations are complete Page 45 of 255 repro<luellon or ttall$mi$SIOn rn any rgrm parmm&a '""nout wn~~en p&rmrSSIOn or NCI'A. ror rnqu•nO>S orto report unaumonz&a use, con!aot UoonsM'Ig[S>mpa.org. ANNEXA 13-253 International Shore Conneolioo Theaters and auditoriums, excluding stages and prosceniums 0.75 in. (19 mm) t Unused attics Note that it is not the committee's intent to automatically equate library bookshelves with ordinary hazard occupancies or with library stacks. Typical library bookshelves of approxi- mately 8 fl (2.4 m) in height, containing books 5tored verti- cally on end, held in place in close association with each other, with aisles wider than 30 in. (762 mm) can be considered to be light hazard occupancies. Similarly, library stack areas, which are more akin to shelf storage or record storage, as defined in NFPA 232, Standard j&r tlu. Protection of Records, should be con- sidered tv be ordinary hazard vccupancies. A.5.3 For pwposes of these definitions, Qass I, Clas$ll, Class Ill, and Oass IV commodities would be considered to have moderate rates of heat release, while Group A plastics would be considered to have high rates of heat release. Stockpiles are considered to include display merrhandise (mercantile) and arrangements of combustibles ancillary to operations within the occupancy as op- posed to dedicated storage areas where the fire loading is gener- Shore Shrp ally more severe. Material: Arry suitabl9 for 150 psi (10.3 bar) ~ice (.srn:.re) Flange surface: Flat face M~terial: Brass or ~ronze ..t,.... A.5.3.1 Ordinary hazard occupancies (Group 1) include oc-sur~ble lor 150 PSI (10.3 bar) cupancies having uses and conditions similar to the following' servtce (ship) Gasket material: Any suitable lor 150 psi (10.3 bar) service Bolts: Four% in. (16 mm) minimum diameter, 2 in. (51 mm) long, threaded to within 1 in. (25.4 mm) ol bolt head Nuts: Four, to lit bolts Washers: Foor, to Itt bolts FIGURE A.!.I0.7 International Shore Fire Connection. Automobile parking and showruums Bakeries Beverage manufacturing Cannerie~ Dairy products manufacturing and processing Electronic plants Glass and glass products manufacturing Laundrie~ Restaurant service areas . . . . ~-A.5.3.2 Ordinary hazard occupancies (Group 2) include oc- A.5:1 Occupancy e_xamples m th_e hstmgs as shown m the cupancies having uses and conditions similar to the following: vanous ha;.ard dassLficatJons are mtended to represent the Agricultural facilities nnrm for those occupancv types. Unusual vr abnonnal fuel 8 d bl I d. b ·bl ·h · · d ·b·l· r ams an sta es oa mgs 01 com ustl e c aractenstLcs an susceptl 1 tty lVl" . changes in these characteristics, for a pa1·ticular occupancy, Cereal mills are considerations that should be weighed in the selection and Chemk.d plants-ordinary classification. Confectionery products The light haurd classification is intended to encompa.<,.~ residential occupancies; however, this is not intended to pre- dude the use of listed residential sp1inklers in residential oc- cupancies or residential portions of other occupancie5. A.5.2 Light hazard occupancies include occupancies having uses and conditions similar to the following: Animal shelters Churches Clubs Eaves and overhangs, if of cumbustible constructiun with no combustibles beneath Educational HOilpitals, including animal hospitals and veterinary facilities Institutional Kennels Libraries, except large slack rvoms Museums Nursing or convalescent homes Offices, including data processing Residential Restaurant seating areas Distilleries Dry cleaners Exterior loading do<: lui Note that exterior loading docks only wed for loading and unloading of ordinary combustibles should be classified as OH2. For the handling of flammable and combustible liquids, hazardous materials, or where utilized for storage, exterior loading ducks and all intetior loading duck~ •hould be pnr tected based upon the actual occupancy and the materials handled on the dock, as if the materials were actually stored in that configuration. Feed mills Horse stables Leather goods manufacturing Libraries-large stack room areas Machine shops Metal working Mercantile Paper and pulp mills Paper process plants PieJ"s and wharves 20to E1::1itloo w Page 46 of 255 Hlproooctlon 01' transmssooo rn any rorm permme<.l womout wmt<Jn permrss,on or Nt-~A. t-or ""''Ifill" Of 10 report ur>autnMzec:l ..se, cnntact uoensmgl!!>mpa.crg_ 13-254 INSTAllATION OF SPRINKLER SVSTEMS Plastics fabrication, induding blow molding, extruding, and machining; excluding operations using combustible hy- draulic fluids Post offices Printing and publishing Racetrack stable/kennel areas, including those stable/ kennel areas, hams, and associated buildings at state, county, and local fairgrounds Repair garages Resin application area Stages Textile manufacturing Tire manufacturing Tobacco products manufacturing Wond machining Wood product ~embly ~-A.5.4.1 Extra hazard occupancies (Group I} include occu- pancies having uses and conditions similar to the following: Aircraft hangars (except as govemed by NFPA 409, Si<mdard ouAircraft Hartga~~) Cumbu3tible hydraulic fluid use areas Die casting Metal extruding Plywood and partideOOard manufacturing Printing [using inks having fl<lllh points below 100°F (38•C)] Rubber reclaiming, compounding, drying, milling, vulca- nh:ing Saw mills Textile picking, opening, blending, garnetting, or carding, combining of cotton, synth~tia;, wuul ~huddy, 01 burlap Upholstering with plastic. foams "'*-A.5.4.2 Extra hazard occupancies (Group 2) include occu- pancies having uses and conditions similar to the following: Asphalt saturating Flammable liquids spraying Flow coating Manufacrured home or modular building assemblies {where finished enclosure is present and has combustible interiOI's) Open ml quenching Plastics manufacturing Solvent cleaning varnish and paint dipping A.5.5 Other NFPA standards contain design criteria for fire control or fire suppression (see Section 5,5 and Chapter 2). While t!lese can form the basis of design criteria, this standard de- scribes the methods of design, installation, fabrication, calcu- lation, and evaluation of water Stlpplies that should be used for the specific design of the system. Other NFPA standards contain sprinkkr system design crite- ria for fire control or suppression of speciftc hazards. This infor- mation has been either referenced or copied into Chapter 21 using NFPA's extr.\Ct policy. A.5.6 Specification of the type, amount, and arrangement of combustibles fur any conunodity classification U essentially an attempt w define the potential fire severity, based on its huming characteristics, so the fire can be successfully comrolled by the prescribed sprinkler protection for the commodity class. In ac- tual storage siuutiuns, however, many stnrage arrnys do not fit w W10 Edl~oo precisely into one of the fundamental classitir:ations; therefOre, the user needs to make judgments after comparing each classifi.. cation to the existing storage conditions. Storage arrays consist of thousands of products, which make it impossible to specify all the acceptable variatinns fi,r any da55. A~ an alternative, a variety of common products are cla55ified in this annex based on judg- ment, loss expelience, and fire test results. Table A5.6 provides examples of commoditie..~ not ad- dressed by the classifications in Section 5.6. Table A.5.6.3 is an alphabetized list of commodities with corresponding classifications. Table A.5.6.3.1 thwugh Table A.r..6.3.4 and Table A.5.6.4.1 provide examples of commodities within a specific class. Table A.5.6 Examples of Commodities Not Addressed by the Classifications in Section 5.6 Boat Storage -Stored on racks Boxes, Crates -Empty, wood slatted"' Lighters (butane) -Loose in large containers (Level 3 aerosol) Storage 'Container -Large container storage of household goods *Shuuld be treated as idle pallel~- A.5.6.1.1 Commodity classification is governed by the types and amounts of materials (e.g., metal, paper, wood, plasti<:li) that are a part of a product and its primary packaging. How- ever, in a storage or warehousing situation, dauification is also affected by such factors as the primary stornge or shipping container material, the amount ()fair space, and the location of the more hazardous materials within the container. For ex- ample, a Group A plastic product enclosed in a five-or 5ix- sided metal container can be considered Class II, while a ce- ramic product heavily wrapped in tissue paper and placed in a corrugated carton could be Class Ill. A.5.6.2.2 Fur example, Class Ill will become Class N, and Class IV will become a cartoned unexpanded Group A plastic commodity. A.5.6.2,3 For example, Class II will become Class IV; and Class III and Class IV will become a cartnned unexpanded Grr>up A plastic commodity, A.5.6.3 See TableA.5.6.3. Table A.5.6.3 Alphabetized Listing of Commodity Classes Commodity Commodity Class Aerosols Cartoncd or uncartoned-Level I Class III Alcoholic Beverages Cartoned or unca1toned -Up to 20 percent alcohol in metal, Class I glass, or ceramic containers -Up to 20 percent alcohol in wood CJ~ Il containers Page 47 of 255 STRIK BALDI NELLI MONIZ ARVA LOCATION NORTH LONDON LOCATION KITCHENER LOCATION CIVI!. /STRUCTURAl. DIVISION 14361 Medway Rd .. P.O. Box 29 Arva, Ont. NOM lCO P: 519.471.6667 MF.:CH/\N!C/ ... t / El.ECTR!CAl. OIV!S_;ON 1510 Woodcock St., Unit #7 London, Ont, N6H 5Sl P: 519.641.3040 1415 Huron Rd., Unit 225 Kitchener, Ont, N2R OL3 P: 519.725.8093 CIVIL • STRUCTURAL • MECHANICAL • ELECTRICAL www.sbmltd.ca sbm@sbmltd.ca Fire-Fighting Flow NFPA#13 I For data entry ~===========~Calculated, not for data entry DATE: JOB NO.: Client: Project: Location: August 17, 2018 SBM-18-1473 JLCHomes Proposed 5-Storey Apartment Building 136 Concession St, Tlllsonburg Table 1. NFPA#13 Flow Demand Requirements Sprinkler Flow Hydrant Hazard (USGPM) Allowance (USGPM) Light 175 100 Ordinary 1 250 250 Ordinary 2 350 250 Extra 1 750 500 Extra 2 1000 SOD Total Flow (USGPM) 275 SOD 600 1250 1500 Required Supply Fire Flow Rate, USGPM {Table 1) = 11---3:-4:-5---1 Required Supply Fire Flow Rate, L/min = 1306 ....__ ____ ___, Maximum Day Domestic Flow as per Tillson burg Subdivision Design Criteria (May, 2008) People Per Daily Flow No. of Units Population per Capita Average Day Unit (L/(cap) {L/min) Peaking Factor 1 Bedroom Units 10 2.5 25 345 5.990 2 Bedroom Units 39 4.0 156 345 37.375 Total Domestic Flows 43.365 Required Supply Fire Flow+ Maximum Day Demand = I 1457.8 IL/min 65.00 psi (448.16 kPa) = Provided Supply Flow Rate @ 60.00 psi (413.69 kPa) = psi (O kPa) = Using linear interpolation, residual pressure at hydrant = 63.61 psi (438.55 kPa) = Therefore, water supply pressure under fire flow conditions = 63.61 psi (438.55 kPa) *Refer to the provided Hydrant Flow Test. Maximum Day Peak Hour {L/min) {L/min) 3.5 7.8 20.96 46.72 130.81 291.53 151.776 338.244 0 L/min (0 USGPM) 5231 L/min (1382 USGPM) L/min (O USGPM) 1458 L/min (385 USGPM) Page 48 of 255 STRIK BALDI NELLI MONIZ CIVIL • STRUCTURAL • MECHANICAL • ElECTRICAL Residential Population Densities 'lllreW• '''Wieel! 60 l'e!Nis per G..-Hecllre Sl'-11! Family 80 l'e!Nis per Net Heclllre Dupleoc Multl.famlly Bachelor Location Alullo. ,...,_.. Clondltlonl liM con-ton St, niiiiDI'Ibulll 1BedAJOm ZBedAJOm Flom MH Sb 111edraam Z Bedroom To MH Sewer 4 peoplei/lot 8 peoplei/lot 1.5 people(unlt Z.S peopt.funlt 4 people(unlt ANa .,. Totll ... ~ Heclln Hanlre .. r Hedant 0.515 0.515 Sanitary Design Sheet Dallyflow(I/Qp/dayj 34S 5ewap lnftltr.lllon (UtrwJhec:tare/davl UI3G8 Harmon Farmula(Pealrntl ~ M •11 + 14/14+f'1105)1 Ulllll!rbinty Fader 1.1 Population RDI'Gp Qlmm ,.... No.Cif Dtb Tocal .. , ..... u._,~ Pllp. Pap. Un~ - -2.5 10 25 2S 4 !19 156 111 SewqeFiowl lnlllt ..... Tocal 1/S 1/S 1/5 D.06 5.31 5.37 Dale: ALIIU't 17, 2018 Jolllllumllr. S8M-ta.:l473 011111: JLC Homes Ud. Pl'olect: Proposed §.Storey Apaltment lulldl111 t.oc.~~a: w Olnc11181on st, nttaonbu111 "-Pedlly:BH Rftlewed By: KAM Sewer dllllp Pipe Die, CliiNd'Y ~ n 5lopa 1/5 rrt/1 " "'"' O.Dll Z.Gm& 1DD 7.31 0.95 Page 49 of 255 STRIK BALDI NELLI MONIZ ARVA LOCATION NORTH LONDON LOCATION C!V!L .' ?~~_'CTJ~Al DIVISION MECHANICAL / ELECTRICAL DIVISION 1436i Medway Rd., P.O. Box 29 1510 Woodcock St., Unit #7 Arva. Ont, NOM 1 CO London, Ont, N6H SS 1 P:5i9.471.6667 P:519.641.3040 KITCHENER LOCATION 1415 Huron Rd., Unit 225 Kitchener, Ont, N2R OL3 P: 519.725.8093 CIVIL • STRUCTURAL • MECHANICAL • ELECTRICAL www.sbmltd.ca sbm@sbmltd .co SWM Calculations DATE: August 17, 2018 JOB No.: SBM-18-1473 Client: JLC Homes Project: Proposed 5-Story Apartment Building Location: 136 Concession St, Tillson burg POST -DEVELOPMENT CONDITIONS Area (m2) c A*C Total Area: 5148.00 Building Area: 992.000 0.9 892.80 Concrete/ Asphalt: 2283.880 0.9 2055.49 Gravel: 0.00 0.7 0.00 Landscaped/Open: 1872.12 0.2 374.42 Totals: 5148.00 3322.72 Ceq= ~(A*C)/~(A) = I 0.65 Page 50 of 255 [ (0 1'"- 0l .... I "'f c:o 1'"-0 .... 74 STORM INVERT SANITARY INVERT STATION -- e MH 0 '" -------- • CB . " ----w----- ~--·--- ---·-- 0 ;o; 304 305 LEGEND PROPOSED SANITARY SEWER !EXISTING I PROPOSED STORM SEWER PROPOSED MANHOLE EXISTING MANHOLE EXISTING SEWERS PROPOSED CATCHBASIN EXISTING CATCH BASIN WATER MAIN GAS MAIN TELEPHONE CABLE UTILITY POLE ·' BOREHOLE N2 3 .. .. '_,. --------------"-~EX I STING GROUND PROFILE -760 1 PROP?SEO 48'~-~TORM ---;;;--- '7 ~ G) RELAID § 14 ".;SAN , X - -£x_l4_ ... !iol'fii.-...,.-.A::( • ' 'EX. 10" rl SAN APPROVED SOCKEt· CLAMPS OR ROO . ASSEMBL YS -- NOTE: CONTRACTOR MAY SALVAGE AND REUSE EXISTING WATER MAIN --INCLUDING 2-45 ° BENDS EX. 20"9 WM -750 -740 ~ OFFSET WATERMAIN AT MAPLE LANE 8 CONCESSION ST. SCALE : I ": 10 ' 339 -· -----------~-------------~----~ . I ..-: -I 340 (/) ~I 337 1 I ' I I I . I 0 i I ======-----3-36 -------l---------3: ·------~ ~ _i ' ( SCALE HORIZ. VERT. I" = I u = 38' ' /"_;. 50' 5' FOR SEE OWG. N• 3 • I AND GENERAL NOTES 755 745 STORM INVERT SANITARY INVERT STATION STORM SEWER PI PE C ROSS IN G DATA CONTENTS TO BE HANDLED NORMAL OPERATING PRESSURE NOMINAL SIZE OF PIPE 0. S-DIAMETER O.S. DIAMETER AT JOINT LS. DIAMETER WALL THICKNESS W El GH T PER FOOT MATERIAL ·PROCESS OF MANUFACTURE SPECIFICATION G RAOE OR CLASS CARRIER PIPE CASING PIPE STORM WATER NIL 18" 25·5 .. 2-s" 170 lba. I ft. CONCRETE METAL MOULD ASIM. C 76/ 68 CLASS Til CONCRETE Plpf NIL 30" 30" 29" 157-53 ltls./ft. STEEL WELDED ROLLED STEEL A.P.I. 5 L GRADE A TE.ST PRESSURE NONE 600 e.S.I. TYPE OF JOINT RUBBER GASKET WELDEO TYPE Of COATING NONE NONE OETAI LS OF CATHODIC PROTECTION NONE NONE SEALS AT ENDS OF CASING NONE CEMENT "l~TAR METHOD Of INSTALLATION JACKING BORING & JACKING_ SUBSURFACE MATERIAL SAND SAND CONSTRUCTION SPECIFICATIONS IN ACCORDANCE TO CANADIAN TRANSPORT COMMISSION -GENERAL ORDER E-10 SANITARY SEWER PIPE CROSSING DATA CARRIER PIPE CAS lNG PIPE CONTENTS TO SE HANDLED SANITARY SEWER AS6ESTO$ CEMENT PIPE NORMAL OPERATING PRESSURE NIL NIL NOMINAL SIZE OF PIPE 14" 20" 0. S. DIAMETER 15 62" 2d' (l S. DIAMETER AT .JOINT 16 87" zo" I S. DIAMETER 14" 19·2!5" WALL THICKNESS O·a1" 0·375" WEIGHT PER FOOT ~5· 8 lbs./ ft. 78· 6 lbs. /ft. MATERIAL ASBESTOS CEMfNT STEEL PROCESS OF MANUFACTURE PRESSURE WELDED ROLLED LAMINATION STEEL SPECIFICATION C428-65T A.SJ.M. A 53 GRADE OR CLASS CLASS 3300 GRADE A TEST PRESSURE NONE 700 PS.I. · TYPE OF JOINT RUBBER GASKET . WELDED TY~ OF COATING NONE NONE DETAILS OF CATH'oOIC PROTECTION NONE NONE SEA,l.-5 AT ENOS OF CASING NONE CEMENT MORTAR METHOD OF INSTALLATION JACKING B-ORING a JACKING SUBSURFACE MATERIAL SAND SAND CONSTRUCTION SPECIFICATIONS IN ACCORDANCE TO CANADIAN TRANSPORT COMMISSION -GENERAL ORDER E -10 TOWN OF Tl LLSONBURG MAPLE LANE ( CONCESSION ST TO PEARL STl . -· ' 7427 STORM SAN'IT ARY SEWER SE-wER CYRIL J. D£tti£Y£R£ LIMITED CONSI/LT/NG ENGiNEERS TILLSONBI/RG , ONTARIO AUG. I 1975 OWG. N• 4 AS-CONSTRUCTED 1976 Page 51 of 255 ,,, :: : :: .. DESIGN PRO"ILf GRADE STO~M INVERT SANiTARY lNVE RT STATtON 4 osm ----- 0 --W'--- ~------· ----- \"' 0 i 0 0 (] ( p """"'~ \ -,,, '---~ .--~---·~:s .. : ,,-~ ... .. R.O W LEGEND PROPOSED SANITARY SEWER £X! 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' ' -'---,'- ' ,S4 1 t.PR, 94 -r:F.T CATE 3Y -- ' . :r ----, __ ---,--------.--' '- ,_t --- -----r o: 0 0 + " DESIGN PROFILE GRADE STORM JNVERT SANiTARY !NVE:RT STATION TOWN OF TILLSON BURG CYRIL J. DEMEYERE LIMITED CONSULTING ENGINEERS Til LSONBURG, ONTARIO DESIGN BY: J.D.W. DRt4!1N sy· D. L...S. Ph'OJECi N°: 9025 . FlELJ 800K ~~~: DATE: JUNt,l991 ANNANDALE HEIGHTS SUBDIV I SlOf\ --PrlASE VI MAPLE LANE INCLUDING C.P R. CROSSING MlLEAGE J5·55 PORT BURWELL SUBDIVISiON DRAWING N~ 3 Page 52 of 255 TOWN OF TILLSONBURG FIRE SERVICES STRATEGIC PLANNING COMMITTEE Final Report November 2018 Page 53 of 255 Tillsonburg Fire and Rescue Services is a composite Fire Department consisting of a full-time Fire Chief and Deputy Chief, and a complement of paid on-call professional firefighters. In addition, the Department utilizes paid communicators to operate a 24/7/365 Communications Centre, serving the Department and more than a dozen external Fire Department customers across three Counties. During 2017, the Department responded to 270 calls. The Fire Services Strategic Planning Committee was established in May 2016 with the following mandate: • Determine the Town of Tillsonburg’s fire protection needs and circumstances including fire risk, capabilities of the existing fire service and capabilities of the municipal budget. • Determine the Town of Tillsonburg’s future fire protection needs and circumstances including fire risk, and desired capability of the fire service. • Identify options for developing and delivering fire services through efficient and effective use of all available resources. • Provide implementation strategies and schedules which will also serve as an evaluation tool to determine that the goals established meet required standards and are achieved within the prescribed time frames. • Facilitate continual monitoring and evaluation of the plan’s implementation. • Provide a mechanism whereby revisions take place in order to ensure the plan’s continued viability. • Develop Mission Statement and Vision Statement for Tillsonburg Fire & Rescue Services. The Committee membership included well-rounded representation from Council and the Fire Service, as well as community expertise in Fire Training, Policing, Emergency Medical Services, Municipal Management Consulting, Single Family and Multi-Unit Construction, as well as Property Management. The Committee met monthly over the past two years, and the diligent efforts of the following members are responsible for this important report: John Bamford Shane Curtis, Chair Mike Dean Mel Getty Jim Hayes Stephen Molnar John Prno, Vice-Chair Gord Roesch Page 54 of 255 Staff: Jeff Smith, Fire Chief Becky Turrill, Secretary Among the activities completed by the Committee during its term, were: • Review of applicable Fire Legislation, Regulations and NFPA standards • Review of Mutual Aid, Automatic Aid and Tiered Medical Response agreements • Review of the 10 year history of Call Types and Frequency encountered by the Fire Service • Review the Fire Protection Appendix to the Hemson Development Charges Report • An interim Update to Schedule A – Approved Delivery of Core Services, within By-Law No. 3190 • Review and Local Pilot Testing of the Integrated Risk Management Web Tool from the Ontario Office of the Fire Marshal and Emergency Management • An Update of the Tillsonburg Fire Services Simplified Risk Assessment document for the community • Review of the Fire Underwriters Survey for the Town of Tillsonburg, dated November 6, 2017 • Comprehensive review of Tiered Medical Response needs in the community, including consultation and input from the Oxford County Paramedic Service • Conducting and reviewing the results of a Public Engagement Study related to the Strategic Plan • Confirmed the Fire Service’s existing mission and vision statements • Final Report, Recommendations and comprehensive Update to Schedule A Engagement Survey Summary: In order to obtain comments, views and insights from the residents of Tillsonburg, the Strategic Planning Committee developed an on-line Engagement Survey using the SurveyMonkey tool. Links to the survey were pushed out on the Town website and social media accounts. The survey opened on May 4, 2018 and closed on May 31, 2018, and collected data from 195 responses. Of those, 94.36% identified as Individuals, 5.13% as Businesses, and .51% as institutions. The majority of respondents (61%) had never used the services of the Fire Department, but 17% said they had during the previous year. Despite a number of issues with validation of numeric responses, a number of interesting themes emerged from the results. • There was some confusion as to how Fire Service is delivered in Tillsonburg, with only 2% of respondents identifying the use of part-time firefighters. 50% viewed the service as Volunteer, while 43% felt the service was operated by a combination of full-time, part-time and volunteer firefighters. • 18% of respondents worked for organizations that had policies allowing firefighters to leave the workplace to respond to an emergency call, while 41% would consider allowing firefighters to leave work. • 6% of respondents felt that policies of the Department impacted on how they do business. Given that 5.64% of the respondents to the survey identified as businesses or institutions, this result is significant and warrants further investigation to discover why. • 67% of respondents felt that the current level of service provided by the Fire Department met their needs. 83% of respondents did not believe there were additional services the Fire Department should be funded to provide. Page 55 of 255 • Of the four services currently provided by other Fire Departments and contractors, only “tiered response to cardiac arrest” received greater than 80% support for a tax increase if needed to have the service provided in-house. • In response to a question asking about how important various elements were, the statements seen as most important were “How quickly the Fire Department arrives if I have an emergency” was not surprisingly very important – 97% “Top Two Box” scores; “Ongoing relevant training” – 88%; and “How well the Fire Department works with other emergency services to provide wider community safety services” – 84%. Interestingly, only 39% of respondents felt “How much fire services cost me as a taxpayer” was similarly very important. Recommendations: Recommendation #1 THAT Tillsonburg Fire and Rescue Services continue to operate as a composite Fire Department staffed with on-call paid firefighters for the immediate future. While difficulties currently exist with fully staffing vehicles during the work day, it is felt that changes in the scheduling, remuneration and acknowledgement of employers that follow in further recommendations, will address the issues for the near future. Changes in legislation will likely have impacts to this staffing model in the mid to long-term. Recommendation #2 THAT the Town of Tillsonburg develop a fair and equitable remuneration structure that accounts for the varying hours worked by its firefighters during training and attending emergencies. The current compensation system allows some firefighters to adjust their attendance to obtain the best compensation, rather than providing the most availability to the community. The remuneration structure should provide more compensation for those with greater activity, than those with less activity. No firefighter should be “out-of-pocket” for a response that takes them away from work. Recommendation #3 THAT the Fire Service modify their existing platoon system and incorporate a “Duty Crew” system where firefighters commit to responding during a specific time frame each month during business hours. Under this arrangement, an employer would know in advance that his or her employee would only be responding during business hours a given week per month, rather than at any time. This could be further limited to structure fires or other major calls. Recommendation #4 THAT the Fire Service develop a documented recruitment and retention strategy by the end of 2019. Attracting new firefighters is more and more challenging. The reasons vary, but include: an aging population; workplaces with less “flex” to accommodate missing workers; increasingly transient populations; residents who work out-of-town; families where both parents work and cannot leave children alone. In addition to the recommended remuneration update, the strategy should include working with employers in the area (including the Town itself) to encourage volunteers from amongst their employees and to permit those employees to respond to day-time calls. Page 56 of 255 Recommendation #5 THAT the Town of Tillsonburg develop a recognition system to acknowledge the efforts of firefighters, their families and employers. Appropriate recognition of all the parties essential in the provision of an on-call fire service, is critical to any retention effort. The annual acknowledgement of firefighters and employers together in a newspaper ad, a recognition dinner, a simple plaque, or something more tangible such as a rebate on business licence fees will help to encourage participation from local businesses. Recognition events need the active support of elected officials to be fully effective. Recommendation #6 THAT the Fire Service develop and distribute information packages to existing firefighters and prospective recruits, their families and employers, describing how the Service operates and the expectations on its firefighters. There should be no surprises as to the expectations placed on a firefighter. These packages should serve as a starting point for important discussions with families and employers. Recommendation #7 THAT the Town of Tillsonburg add financial capacity in the 2019 Budget to hire a Full Time Equivalent position for the Fire Service, to assist with the implementation of the new regulations from the Province relating to Mandatory Certification, Mandatory Reporting Times, and Mandatory Comprehensive Risk Assessments. Once these tasks are completed, this position will also be responsible for enhancing the Fire Prevention practices of the Department. This full-time position is necessary to complete the newly legislated requirements. The Comprehensive Risk Assessments are required next steps. The Committee would normally also have recommended a full- time position to fill the gaps long identified in the Town’s Fire Prevention program. Understanding the limitations of available funding, it was determined that an acceptable compromise would have this position working on the legislated requirements with any remaining time spent on Fire Prevention, and then transitioning over time to a more fulsome Fire Prevention role. Since we developed this recommendation the provincial government has repealed the legislation set to commence in July 2019 and plans to release a revised version of the legislation but there is no definitive timeline as of now. Recommendation #8 THAT in addition to the existing Tiered Medical Responses that form part of Automatic Aid agreements, and the limited assistance the Fire Service provides locally to Oxford County Paramedics, e.g., lift assists and motor vehicle collisions, the Fire Service add Tiered Medical Response without delay for patients in the Town of Tillsonburg with Obvious Immediate Threat to life (OIT), i.e, unconscious, cardiac arrest, choking and drowning. The Committee further recommends that the delivery model to respond to these calls, do so with the minimum number of staff required, and within the current remuneration system. This will standardize the level of service provided across the Department and throughout Oxford, and improve the level of service to Town of Tillsonburg residents. While the Oxford Paramedic Service has recently added hours of service in the Town, the OIT calls described are all labour intensive and would benefit from the “extra hands” provided by a limited number of Tillsonburg firefighters. This change was Page 57 of 255 requested by the Oxford Paramedic Service and supported by the firefighters as enabling them to “make a difference” in the lives of Tillsonburg residents. The number of additional calls is estimated at approximately 65 per year. Recommendation #9 THAT the Town of Tillsonburg adopt the following changes to Schedule A of By-Law No. 3910: Under Emergency Response: 26. Change “confined space rescue” to “confined space and trench rescue” and show as “Approved”. 27. Change “farm/silo rescue” to “machine rescue” and show as “Approved”. Under Fire Administration: 1. Show “projecting station locations and reallocations” as “Approved” Under Training & Education: 1. Change “developing trainer facilitators” to “developing instructors” and show as “Approved”. Under Maintenance: 1. Show “acceptance testing and approval of new apparatus and equipment” as “Approved”. Change “central supply facility” from “Not Approved” to “Not Applicable”. 3. Show “providing input re design and construction considerations for fire stations” to “Approved”. Under Support Services: 1. Show “bulk purchasing through local and area organizations” and “developing standardized specifications for all apparatus and equipment” as “Approved”. 3. Show all risk management practices, including assessing changing risk; operationalizing risk management into every function; providing insurance; prevention planning; risk avoidance; loss control; loss reduction; separation and diversification of losses; and risk transfer to “Approved”. These changes reflect the current practice of the Fire Service as having evolved through changes in Town industrial mix and building stock, legislation, additional training and equipment being acquired. Recommendation #10 THAT a Fire Strategic Plan Review Committee be struck in 2021 to review the effects of this plan and recommend adjustments as necessary. The changes to the legislated requirements for the Fire Service are significant, and the results of elements such as Mandatory Certification, Mandatory Reporting Times, and Mandatory Comprehensive Page 58 of 255 Risk Assessments may result in significant service changes during the next Council term. The Committee was unable to determine the level of these impacts at this time. Conclusion: The work completed by the committee over the past two years had not been completed for many years and the committee feels this should be looked at a minimum of every other council term (4 years). The community and regulations are evolving in many facets faster than ever before. The committee identified specific timelines in the recommendations above that will address major changes to compliance that will be announced in 2019. The wide range of skillsets that formed this committee allowed us to come up with this report with measurable recommendations with identified timelines. We hope that the engaged leadership of senior staff and the future council of the Town of Tillsonburg will embrace this document and develop a plan to implement. Page 59 of 255 SCHEDULE ‘A’ APPROVED DELIVERY OF CORE SERVICES (Revised Oct, 2018) Tillsonburg Fire and Rescue Services Emergency Response: 1 basic firefighting - no expected rescue component Approved 2 structural firefighting including rescue Approved 3 vehicle firefighting Approved 4 grass, brush, forestry firefighting Approved 5 marine firefighting Not Applicable 6 automatic aid Approved 7 mutual aid Approved 8 tiered medical response Approved 9 awareness level hazardous materials Approved 10 operations level hazardous materials Approved 11 technician level hazardous materials Not Approved 12 vehicle accidents Approved 13 vehicle extrication Approved 14 transportation incidents involving vehicles, trains, aircraft and watercraft Approved 15 water and ice - shore based Approved 16 water and ice - water entry Approved 17 water and ice - boat Approved 18 public assistance Approved 19 ambulance assistance Approved 20 police assistance Approved 21 public utilities assistance Approved 22 community emergency plan participation Approved 23 urban search and rescue - light Approved 24 urban search and rescue - heavy Not Approved 25 high angle rescue Approved 26 confined space and trench rescue Approved 27 machine rescue Approved 28 role as Assistant to Fire Marshal re suppression Approved Page 60 of 255 Fire Prevention and Public Education: 1 selection of appropriate programs Approved 2 role of chief fire official Approved 3 role of Assistant to Fire Marshal re prevention Approved 4 input into fire prevention policy development Approved 5 code development input Approved 6 development of fire prevention by-laws Approved 7 inter-action with building department(s) Approved 8 inter-action with other government agencies Approved 9 inspection practices, including complaints inspections Approved conducting routine inspections per fire prevention policy Not Approved dealing with code compliance issues (mandated) Approved enforcing municipal by-laws Approved conducting inspections, preparing reports and issuing written responses to requests Approved issuing permits Approved 10 public education practices, including providing routine education programs as per fire prevention policy Approved facilitating smoke alarm initiatives Approved providing access for media Approved delivery of specialized programs Approved 11 fire investigation practices, including determining cause and origin Approved assessing code compliance Approved assessing fire suppression effectiveness Approved determining compliance with building standards Approved Page 61 of 255 determining effectiveness of built-in suppression features Approved interacting with OFM investigator Approved supporting criminal prosecutions Approved consulting with police and other agencies Approved providing forensic services Not Applicable 12 plans examination and approval practices, including examining and approving new construction plans Not Approved examining and approving renovation plans Not Approved reviewing and commenting sub- division/development agreements Approved reviewing and commenting site plans Approved providing on-site inspection of approved plans to determine compliance Approved issuing occupancy permits Not Approved 13 preparation for and appearances in court Approved 14 systems checking, testing and approval Approved 15 compile, analyze and disseminate functional statistics Approved 16 consultation with architects, engineers, planners, contractors and building trades Approved Fire Administration: 1 planning & growth practices, including master planning Approved evaluating programs and services Approved projecting station locations and reallocations Approved determining staffing levels and assignments Approved co-ordinating with other emergency services Approved co-ordinating development with other community departments Approved Page 62 of 255 co-ordinating with other Counties/Districts/Regions Approved 2 financial & records analysis practices, including co-ordinating use of information from suppression activities Approved co-ordinating use of information from fire prevention activities Approved transitional adjustments for capital stock Approved input into level of service issues (based on available funding) Approved developing, controlling and monitoring budgets Approved co-ordinating with department divisions Approved identifying alternative sources of revenue and fees for services Approved operating Approved capital Approved purchasing Approved 3 records management, including note taking Approved records retention Approved freedom of information legislation Approved 4 human resources practices including recruitment, selection and retention Approved promotion Approved performance evaluation Approved career development and higher education Approved job classifications Approved secondary employment Not Applicable 5 client/customer relations practices, including preserving local identity Approved enhancing fire department image Approved marketing Approved Page 63 of 255 environmental scanning, anticipating pressures and developing communication strategies Approved enhancing public perception of access to fire department staff Approved developing inter-agency relationships Approved 6 health and safety practices, including communicable diseases Approved Communications/Resource Centre: 1 dispatch practices, including liaising with dispatch centres Approved providing access points for operational supervisors Approved receiving emergency calls Approved dispatching of appropriate resources Approved providing on-going resources to operation during emergency Approved compiling emergency response data and inputting of information in data bases Approved sharing data with other department divisions Approved sharing data with other municipal departments Approved accessing information from other sources Approved 2 technology issues including maintaining and repairing communications systems and components (both routine and emergency) Approved providing technical support Approved developing specifications for radios, pagers, telephones, and computers Approved providing interface capability with other data systems, e.g. assessment, building department, roads departments Approved Page 64 of 255 Training & Education: 1 program development practices, including developing instructors Approved co-ordinating core curriculum Approved developing specialized staff development programs Approved suppression Approved prevention Approved administration Approved communications Approved maintenance Approved support services Approved developing succession training programs Approved developing self-directed learning programs Approved 2 providing access to training facilities, including co-ordinating access to facility Approved delivering hands-on training to staff Approved 3 station training practices, including delivery of curriculum specific to discipline's needs Approved supervisory training drills Approved providing support and direction Approved 4 development, approval and delivery of incident management and accountability systems and procedures Approved 5 co-ordination, development, approval and distribution of standard operating guidelines for various disciplines Approved Maintenance: 1 fleet and equipment maintenance practices, including maintaining fleet and equipment (both routine and emergency) Approved providing annual testing programs Approved mechanical worthiness Approved Page 65 of 255 Ministry of Labour requirements Approved pump capacity and certification Approved specification development Approved acceptance testing and approval of new apparatus and equipment Approved maintaining specialized equipment, e.g. SCBA Approved central supply facility Approved 2 facilities maintenance, including maintenance of station infrastructure Approved 3 providing input re design and construction considerations for fire stations Approved Support Services (shared municipal / fire department functions): 1 purchasing practices, including bulk purchasing through local and area organizations Approved developing standardized specifications for all apparatus and equipment Approved 2 financial practices, including financial analysis Approved liaising with other area departments Approved co-ordinating day to day financial services Not Applicable arranging long term funding Not Applicable 3 risk management practices, including assessing changing risk Approved operationalizing risk management into every function Approved providing insurance Approved prevention planning Approved risk avoidance Approved loss control Approved loss reduction Approved separation and diversification of losses Approved risk transfer Approved Page 66 of 255 4 human resources practices, including developing recruitment and retention programs Approved specializing in fire service legislation and related issues Approved 5 co-ordination with other agencies for shared infrastructure, including municipal water system development Not Approved maintenance and access to water supply Not Approved LEGEND Approved Presently trained, equipped, and providing service Red- Amended Not Approved Not a present level of service approved by Council Not Applicable Service not required in the geographical boundaries of the Town of Tillsonburg Page 67 of 255 Originally Prepared: September, 2002 Revised by: June, 2017 Page 68 of 255 TILLSONBURG FIRE SERVICES Page 2 of 10 RISK ASSESSMENT C:\Users\horti\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\MM2NX96D\Risk Assessment Revised June 2017.doc INDEX Table of Contents Introduction ........................................................................................................... 3 Tillsonburg Demographic Profile ........................................................................... 4 Building Stock Profile ............................................................................................ 5 Fire Loss Profile .................................................................................................... 7 Non-Property Associated Risks ............................................................................ 8 SUMMARY AND CONCLUSIONS ...................................................................... 10 Page 69 of 255 TILLSONBURG FIRE SERVICES Page 3 of 10 RISK ASSESSMENT C:\Users\horti\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\MM2NX96D\Risk Assessment Revised June 2017.doc Introduction Scope – Objectives The Tillsonburg Fire Department conducted an analysis of potential fire problems in the Town of Tillsonburg using fire loss data for the period 2014 - 1016 inclusive and other data to the most current date available. This info and data was used to determine the greatest fire risk(s) in the community. The information base includes occupancy type, building stock, fire dollar loss, injury/fatality information, number of calls, area of origin, possible cause etc. Additional information includes a breakdown of demographic issues and fire prevention and public education needs. The data and information was collected from the County of Oxford, Town of Tillsonburg, Tillsonburg Fire Department and the Office of the Ontario Fire Marshal. Page 70 of 255 TILLSONBURG FIRE SERVICES Page 4 of 10 RISK ASSESSMENT C:\Users\horti\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\MM2NX96D\Risk Assessment Revised June 2017.doc Tillsonburg Demographic Profile Population by Age Groups Age Group Population % of Population 0 – 14 2,345 15% 15 – 64 9,115 57% 64 + 4,415 28% TOTAL: 15,872 100% Full population demographic breakdown provide at end of document. Vulnerable People/Occupancies The term “vulnerable occupancy” refers to any: • care occupancy • care and treatment occupancy or • retirement home regulated under the Retirement Homes Act, 2010 Total # persons: 429 Facility Occupants Comments Harvest Retirement Apartments 130 Maple Manor Nursing Home 120 TDACL 1 8 TDACL 2 8 TDACL 3 6 TDACL 4 4 TDACL 5 6 TDACL 6 4 TDACL 7 8 TDMH 50 Based on number of acute care beds Tillsonburg Retirement Residence 51 Woodingford Lodge Tillsonburg 34 Total number of known vulnerable individuals, approximately 429 (2.7% of total population), excluding vision impaired, hearing impaired, shut in etc. that are residing outside of a registered Vulnerable Occupancy. Page 71 of 255 TILLSONBURG FIRE SERVICES Page 5 of 10 RISK ASSESSMENT C:\Users\horti\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\MM2NX96D\Risk Assessment Revised June 2017.doc Language/ Customs Issues 1. New comers to town who don’t speak English. Each year there is on average 10 persons that sign up for “English as a Second Language” program with the Thames Valley District School Board. Fire & life safety education is only part of the curriculum if requested by the students. Basic skills, such as calling 9-1-1 are part of the base course. Seasonal Population Shifts Tillsonburg does not have a fluctuating population. We do have offshore workers visit and shop in our town but they live on farms outside of the town limits and our base population is stable. Building Stock Profile Based on MPAC tax roll information. Classification Quantity Comments Assembly A - 1 1 Assembly occupancies intended for the production and viewing of performing arts A – 2 52 Assembly occupancies not elsewhere classified in Group A A – 3 1 Assembly occupancies of the arena type A - 4 2 Assembly occupancies in which occupants are gathered in the open air Institutional B – 1 1 Detention occupancies B – 2 & 3 12 Care and treatment occupancies Residential C 5791 Residential occupancies (inc. multi-unit) Business D 46 Business & personal services occupancies Mercantile E 167 Mercantile occupancies Industrial F – 1 10 High hazard industrial occupancies F – 2 116 Medium hazard industrial occupancies F - 3 12 Low hazard industrial occupancies Buildings Not Classified 46 Agricultural bldgs, communications, etc. Page 72 of 255 TILLSONBURG FIRE SERVICES Page 6 of 10 RISK ASSESSMENT C:\Users\horti\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\MM2NX96D\Risk Assessment Revised June 2017.doc Building Stock Profile Commentary Sheds, small out buildings are excluded. Number of residential occupancies will relate to UNITS versus BUILDINGS (apartment buildings, condominium units, etc.). Building classification may change depending upon use (F – 1 versus F – 2 Industrial could change if new product introduced; factory converted into warehousing + small industrial tenants). Building Stock Profile Concerns • Since there is a vast difference in the buildings of the same general group classifications, firefighters must have former knowledge of, or be given as much information about the incident location as possible to properly prepare themselves to deal with the situation at hand. (i.e. Pre-fire Planning) This is especially important for potentially “high risk” properties. • The owners of town building stock, that rely on their own risk insurance company to regularly inspect their premises, are at present not required to report the insurance companies’ findings to the local Fire Department. This results in the local Fire Department being unaware of ever-changing potential hazards unless a routine or self-generated inspection program were initiated. • The majority of Tillsonburg’s industrial sector handles and stores combustible/flammable and hazardous materials. Not only are these materials a danger on location, they must be transported to the location. The trucks hauling these materials are often required to travel through town. • Although most fire losses occur in residential settings, a fire in one of the town’s industrial buildings employing 400 – 600 could cause economic and job loss as well as effect hardship on community families. Page 73 of 255 TILLSONBURG FIRE SERVICES Page 7 of 10 RISK ASSESSMENT C:\Users\horti\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\MM2NX96D\Risk Assessment Revised June 2017.doc Building Inspection Frequency Tillsonburg Fire Department currently inspects buildings upon complain or request. TFD does not conduct routine inspections to ensure Fire Code compliance. Fire Underwriters Survey Canada recommends the following routine inspection frequencies to give maximum credit for fire insurance grading purposes: Classification Quantity Comments Assembly A - 1 1 6 months A – 2 52 6 months A – 3 1 6 months A - 4 2 6 months Institutional B – 1 1 6 months B – 2 & 3 12 6 months Residential C 5791 6 months (multi-unit only, not single family) Business D 46 12 months Mercantile E 167 12 months Industrial F – 1 10 3 months F – 2 116 6 months F - 3 12 6 months Fire Loss Profile Tillsonburg Fire Loss Year Total Calls Fires Civilian Fire Injuries Dollar Loss 2014 292 16 1 $235,000 2015 261 16 0 $388,000 2016 261 12 0 $207,000 3 Year Average 271 15 $277,667 Page 74 of 255 TILLSONBURG FIRE SERVICES Page 8 of 10 RISK ASSESSMENT C:\Users\horti\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\MM2NX96D\Risk Assessment Revised June 2017.doc Non-Property Associated Risks Risks that Fire Department has previously responded to Call Type Incidents (2007 – 2016) Notes Spill – gasoline or fuel 19 Spill – toxic chemical 1 Spill – miscellaneous 7 Bomb, explosives removal - standby 1 Suspicious substance 4 Confined space (non-fire related) 1 High-angle rescue 1 Animal rescue 1 Building collapse 1 Commercial/ Industrial rescue 5 Persons trapped in elevator 10 Water rescue 3 Water ice rescue 1 Other rescue 9 Assisting agencies (excluding lift assists, MVC, mutual aid, etc.) 58 Assist OPP (excluding MVC, bomb removal standby) 7 Page 75 of 255 TILLSONBURG FIRE SERVICES Page 9 of 10 RISK ASSESSMENT C:\Users\horti\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\MM2NX96D\Risk Assessment Revised June 2017.doc Emerging Risks Risk Comment 1 Demographic profile Decreasing population segment available for sustainability of volunteer fire department model 2 Active Community Increased use of trails, water courses, etc., requiring fire department to attend locations removed from road access 3 Aging population remaining in the home longer Increased dependence on external resources, including the fire department (CO & smoke alarm battery changes, etc.) 4 Larger residential building stock More homes = more smoke alarms, CO alarms, residential fire alarms – larger call volumes to false alarms 5 Increasing industrial sector New chemicals and processes. Just in time manufacturing resulting in increased warehousing of goods. 6 Transportation Flight path over town; increased number of transports hauling dangerous goods on municipal roads; rail frequency decreasing but trains hauling more dangerous goods 7 Weather change Increased number of calls due to weather related incidents; wind, flooding, etc. 8 Wood construction methods Engineered structural components fail faster when exposed to fire conditions. Building being built higher with wood construction (4+ floors) 9 Increased traffic volumes Operating at road incidents more dangerous; greater need to protect working environment 10 Fire Prevention & Public Education Smoke & CO detectors – operation and maintenance 11 Potential Boundary Adjustment 12 Attraction/Retention Remuneration 13 Team response 14 15 Page 76 of 255 TILLSONBURG FIRE SERVICES Page 10 of 10 RISK ASSESSMENT C:\Users\horti\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\MM2NX96D\Risk Assessment Revised June 2017.doc SUMMARY AND CONCLUSIONS Conclusions: As a growing and continually evolving community, Tillsonburg is seeing challenges as diverse as changes in industrial and commercial makeup, increased residential diversity, weather severity and tougher public expectations, all leading to an increased stress on the emergency service delivery model when compared to the last assessment. Page 77 of 255 Report Title Highway 3 Business Park Marketing Report No. DCS 18-39 Author Cephas Panschow (on behalf of the Development Committee) Meeting Type Council Meeting Council Date NOVEMBER 26, 2018 Attachments Letter – Development Committee Page 1 / 3 RECOMMENDATION THAT Council receive Report DCS 18-39 Highway 3 Business Park Marketing; AND THAT advice from the Development Committee as contained in the attached letter be received; AND THAT a new name, highlighting innovation and/or growth, be developed for the Highway 3 Business Park; AND THAT target sectors be Advanced Manufacturing, Information Technology and Food Processing; AND THAT the current property listing sheet be expanded to include competitive advantages; THAT lots in the Highway 3 Business Park be priced at a flat rate of $40,000 per acre with the exception of the corner lot, which is recommended to be priced at $50,000/acre; EXECUTIVE SUMMARY The purpose of this report is to provide Council with marketing advice from the Town’s Development Committee regarding the Highway 3 Business Park and to obtain approval for moving forward with their recommendation. BACKGROUND The Development Committee has spent a significant amount of time over the past few years discussing the Highway 3 Business Park and opportunities for development. With the completion of the Highway 3 Widening project in 2018, the business park is better positioned to attract investment and development in the future. Recently, the Committee has received information regarding comparable land prices in other communities, appraised value for industrial land in the area, development costs and varying revenue scenarios (forecast) for the business park upon complete buildout. Page 78 of 255 Page 2 / 3 Based on this information, the Development Committee has made the above recommendation. Staff has reviewed the recommendation and is supportive of it. CONSULTATION/COMMUNICATION The Development Committee received information and discussed opportunities for the Highway 3 Business Park at their June 12, 2018 and July 10, 2018 meetings and formed a subcommittee that reported back to the committee at their August 14, 2018 meeting. FINANCIAL IMPACT/FUNDING SOURCE The recommended pricing strategy will result in an average price of $41,500/acre, which is below estimated development costs. Any shortfall will have to be mitigated through other means of funding including; potentially, external funding, cost-sharing with adjacent property owners and future revenues once the properties are developed. COMMUNITY STRATEGIC PLAN Theme 2.1 of the Community Strategic Plan identifies a goal to Support new and existing businesses and provide a variety of employment opportunities. Approving the above recommendation will support that goal by ensuring that industrial lands are priced appropriately to attract investment. Further, the target sectors identified will help ensure the long term sustainability of Tillsonburg’s economy. . Page 79 of 255 Page 3 / 3 Report Approval Details Document Title: Report DCS 18-39 Highway 3 Business Park Marketing.docx Attachments: - Letter-Development_Committee_Resolution_Regarding_Highway_3_Business_Park.docx Final Approval Date: Nov 19, 2018 This report and all of its attachments were approved and signed as outlined below: David Calder - Nov 19, 2018 - 10:00 AM Page 80 of 255 November 16, 2018 RE: ADVICE REGARDING THE HIGHWAY 3 BUSINESS PARK To the Mayor and Members of Council, The Development Committee approved the below resolution regarding marketing of the Highway 3 Business Park at their August 14, 2018 meeting. THAT a new name, highlighting innovation and/or growth, be developed for the Highway 3 Business Park; AND THAT target sectors be Advanced Manufacturing, Information Technology and Food Processing; AND THAT the current property listing sheet be expanded to include competitive advantages; THAT lots in the Highway 3 Business Park be priced at a flat rate of $40,000 per acre with the exception of the corner lot, which is recommended to be priced at $50,000/acre; AND THAT this information be provided to Council for their consideration. As part of our review of the Highway 3 Business Park, the Development Committee received information at their June 12, 2018, July 10, 2018 and August 14, 2018 meetings. A subcommittee was created at the July meeting and their recommendation was received at the August 14 meeting. In developing the above resolution, the Committee reviewed comparable pricing and appraised values for industrial land in the area, development costs and revenue scenarios (forecast). We trust that Town Council will find this advice useful and we look forward to continuing to support the growth and development of the Town of Tillsonburg. Sincerely, Jesse Goossens, Chair Page 81 of 255 Report Title 2018 Third Quarter Financial Results Report No. FIN 18-28 Author SHEENA HINKLEY, CPA, CGA Meeting Type Council Meeting Council Date November 26, 2018 Attachments 2018 Q3 Consolidated Results Page 1 / 2 2018 Third Quarter Financial Results RECOMMENDATION THAT Council receives report FIN 18-28 2018 Third Quarter Consolidated Results as information. EXECUTIVE SUMMARY To provide Council with the January 1, 2018 to September 30, 2018 Town wide actual financial results. BACKGROUND The attached spreadsheet summarizes by department the variances between 2018 actual results for the quarter ending September 30, 2018 and the 2018 YTD budget. The Q3 results show an overall Town wide consolidated 2018 surplus of $350,599. Questions or comments relative to the departmental 2018 Q3 revenues and expenditures should be referred to the other members of the Senior Leadership Team for commentary. Page 82 of 255 Page 2 / 2 CAO Report Approval Details Document Title: FIN 18-28 2018 Third Quarter Financial Results.docx Attachments: - Town Q3.pdf Final Approval Date: Nov 20, 2018 This report and all of its attachments were approved and signed as outlined below: David Calder - Nov 20, 2018 - 8:06 AM Page 83 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Levy, PILS (141,377)(139,007)2,370 2% Grants (552,652)(333,433)219,219 40% User Charges (3,912,558)(3,915,324)(2,766)0% Other Revenue (68,165)(129,839)(61,674)90% Specified Revenue - (13,748)(13,748) Contribution from Reserves - (239,589)(239,589) Total Revenues (4,674,752)(4,770,940)(96,188)2% Expenditures Labour 6,890,798 6,694,106 (196,692)3% Purchases 3,287,354 2,988,655 (298,699)9% Contracted Services 3,473,651 3,460,691 (12,960)0% Contribution to Reserves 210,900 460,747 249,847 118% Interfunctional Adjustments 314,654 337,735 23,081 7% Debt Principal & Interest 919,112 900,124 (18,988)2% Total Expenditures 15,096,469 14,842,058 (254,411)2% Total Net Levy 10,421,717 10,071,118 (350,599)3%0 Development Charges DC Revenue Collected - (377,063)(377,063) DC Contribution to Reserves - 492,112 492,112 Page 84 of 255 Report Title 2018 Third Quarter Finance Department Results Report No. FIN 18-27 Author SHEENA HINKLEY, CPA, CGA Meeting Type Council Meeting Council Date NOVEMBER 26, 2018 Attachments Q3 Results - Finance Page 1 / 2 12523966319,,,FIN 18-27 2018 Third Quarter Finance Department Results Results RECOMMENDATION THAT Council receives report FIN 18-27 2018 Third Quarter Finance Department results as information. SUMMARY To provide Council with the actual January 1, 2018 to September 30, 2018 Finance Department financial results and the projected Finance Department 2018 financial results. Table 1: 2018 Operations Business Plan Objective Target Date Status Monthly reporting to Management Q1 In progress for Q1 2019 Improve alignment of budget and actuals to reduce timing variances Q1 Complete Virtual Town Hall Q1 Complete IT Reserves Q1 Complete IT Annual Replacements Q2 In progress for Q4 Asset Management Implementation Q2 Complete Audit of HST by Recovery Specialist Q2 Complete Increase customer transactions on website through new customer online registration Q2 Development started going live in Q3 Audit of MPAC and Assessment by Recovery Specialist Q2 In progress by County Work Order Management System Q2 In progress Transit Q2 Complete New Town Hall Q3 In progress Implement County AMANDA software Q3 Building and planning in 2018 balance in 2019 Customer Service Delivery Model: Review of current activity Customer consultation Q1 Q2 Complete In progress Page 85 of 255 Page 2 / 2 2018 Third Quarter Finance Department Results Final Report Q4 Local Government Week Q4 ??? Election Q4 Complete Physician Recruitment Q4 In progress Table 2: 2018 Additional Information Objective Target Date Status Audited 2017 Financial Statements Q2 Complete Key Indicators 09/30/2018 09/30/2017 Tax Receivables $6,706,417 $6,257,466 Accounts Receivable $460,355 $ 387,956 GOALS FOR NEXT QUARTER (Q4 2018) Operating and Capital Budget draft for Council deliberations Strategic Asset Management Plan policy Manage cash flows and investments to maximize interest revenue FINANCIAL IMPACT/FUNDING SOURCE The 2018 third quarter Finance Department deficit is $9,026. This is broken down as follows: Department 100 – Council 7,976 Department 110 - Finance (20,069) Department 120 - Customer Service 21,119 $ 9,026 Details on major variances can be found in the attached Q3 results spreadsheet. Page 86 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants (394,375)(251,775)142,600 36%1 User Charges (24,376)(161,432)(137,056)562%2 Other Revenue (17,249)(65,965)(48,716)282%3 Contribution from Reserves - (239,589)(239,589)2 Total Revenues (436,000)(718,761)(282,761)65%0 Expenditures Labour 1,022,369 1,036,939 14,570 1% Purchases 364,623 393,425 28,802 8% Contracted Services 348,554 375,665 27,111 8% Contribution to Reserves 142,600 387,112 244,512 171%4 Interfunctional Adjustments (350,775)(350,775)0 Debt Principal & Interest 82,991 82,623 (368) Total Expenditures 1,610,362 1,924,989 314,627 20%0 Total Net Levy 1,174,362 1,206,228 31,866 3% Development Charges DC Revenue Collected - (4,111)(4,111) DC Contribution to Reserves - 5,052 5,052 Notes: 1:OCIF grant 2:HST Audit Proceeds 3: Interest revenue - Jan to Aug Reserve Interest 4. Sale to JMR Properties - 253 Broadway/ HST Audit recievables Page 87 of 255 Report Title 2018 Third Quarter Report, Economic Development & Marketing Report No. Report DCS 18-41 Author Cephas Panschow Meeting Type Council Meeting Council Date November 26, 2018 Attachments Page 1 / 4 8452655569,,,Report DCS 18-41 2018 Third Quarter Report, Economic Development and Marketing RECOMMENDATION THAT Council receive Report DCS 18-40, 2018 Third Quarter Report, Economic Development & Marketing for information purposes. EXECUTIVE SUMMARY The purpose of this report is to provide Council with an overview of third quarter activity, financial results and business plan objectives. BACKGROUND Economic Development Activity Q3 2017 Q3 2018 (TARGET) Q3 2018 (ACTUAL) Lead Files Opened 38 80 49 Lead Files Closed 27 90 40 Corporate Visits 8 18 20 Client Visits 20 14 17 New Businesses Opened 15 11 15 Businesses Closed 5 N/A 9 Website Activity (Main Business Page) 1,685 2,550 1,608 Website Activity (Business Directory) 3,099 4,800 3,001 Website Activity – All 357,292 N/A 349,991 Page 88 of 255 Page 2 / 4 CAO Town Pages In general, 2018 metrics are at or above 2017 metrics with corporate visits (to local business), client (investor) visits to Tillsonburg, and new businesses opened also being above 2018 targets. The following table summarizes the status of the 2018 Business Plan objectives: Item Budget Value Target Date Status Branding – Wayfinding Signage and Ongoing $25,000 Q1 – Q4 Report to Council Community Improvement Plan $20,000 Q1 - Q4 Four applications received and processed Manufacturing Acceleration Program (RED Application) $20,000 Q4 In process. Capabilities Assessments underway. Cluster model project to be awarded by Nov. Runs until March 2019 Mission to Europe – Trade Development $5,000 Q2 Cancelled Residential Marketing Campaign $45,000 Q1 – Q4 New website underway. To be considered for re-launch in 2019 with new builder partnerships Chamber Sponsorship (Awards) $3,800 Q2 Completed Chamber Sponsorship (Grant for Gala) $4,000 Q2 Completed Downtown Revitalization $2,000 Q2 In process. Business recruitment underway Youth Robotics Challenge $1,000 Q4 Sponsorship confirmed for November 20 event Bridges to Better Business $1,000 Q4 Completed (October 25) Vacant 5 Year Rebates $0 Q2 Not initiated Highway #3 Business Park – Storm Water Pond Facility $565,000 Detailed design underway Highway #3 Business Park – Clearview Dr Extension $1,650,000 Detailed design underway Page 89 of 255 Page 3 / 4 CAO CONSULTATION/COMMUNICATION Not applicable. The Development Committee is provided with a summary of this report at their regular meetings. FINANCIAL IMPACT/FUNDING SOURCE The Economic Development & Marketing Department variances for the third quarter of 2018 are as follows: Department Variance (Brackets denote under budget) Explanation Economic Development ($6,283) RED project grant - Timing Missing payment - Timing CIP Rebates - Timing Anticipated to meet budget. Development & Communications (36,993) Delayed Marketing Campaign BIA Facade Grant - Timing Anticipated to meet budget COMMUNITY STRATEGIC PLAN (CSP) IMPACT Not applicable. Page 90 of 255 Page 4 / 4 CAO Report Approval Details Document Title: Report DCS 18-41 2018 Third Quarter Report, Economic Development and Marketing.docx Attachments: Final Approval Date: Nov 20, 2018 This report and all of its attachments were approved and signed as outlined below: David Calder - Nov 20, 2018 - 8:08 AM Page 91 of 255 Report Title 2018 Third Quarter Building, Planning & By-Law Services Report No. DCS 18-37 Author Geno Vanhaelewyn, Chief Building Official Meeting Type Council Meeting Council Date NOVEMBER 26, 2018 Attachments Q3 Financial Summary RECOMMENDATION THAT Council receives Report DCS 18-37 - 2018 Third Quarter Building, Planning & By-Law Services as information. EXECUTIVE SUMMARY This report contains information on activity volumes, trends over time, financials and updates on major initiatives. The statistics provided are inclusive from January 1, 2018 to September 30, 2018. BUILDING SERVICES Construction activity in the Town of Tillsonburg has continued to remain record setting. Although the number of permits issued did not increase, Building Services issued $38.4 million worth of building permits from January 1 to September 30, up almost double from 2017. The major increase in value of construction resulted in all sectors recording increases with the residential sector showing the largest increase in activity. These statistics are noted in the tables below. 2018 – Building Permit Activity Overview - Q3 ending (Jan 1/18 – Sept 30/18) Total Permits Issued 348 Total Construction Value $38,399,869 Total Permit Revenue $400,221 Page 92 of 255 2 CAO Value of Construction By Sector (Jan 1/18 – Sept 30/18) Value of Construction Comparisons (Jan 1/18 – Sept 30/18) TYPE 2012 2013 2014 2015 2016 2017 2018 Residential (Value) 8,154,687 9,579,435 11,490,650 10,324,893 18,157,198 17,016,615 28,232,022 Commercial (Value) 7,008,100 1,298,772 1,108,797 684,728 4,044,397 1,271,159 6,346,180 Industrial (Value) 421,000 3,347,100 1,477,900 272,600 2,102,500 488,804 1,428,002 Institutional (Value) 215,350 917,675 17,605,392 1,379,173 75,114 546,900 2,393,665 TOTAL 15,799,137 15,142,982 31,682,739 12,661,394 24,379,209 19,323,478 38,399,869 1,428,002 6,346,180 2,393,665 28,232,022 Industrial Commercial Institutional Residential Page 93 of 255 3 CAO Number of Permits Issued (Jan 1/18 – Sept 30/18) TYPE 2012 2013 2014 2015 2016 2017 2018 Single Detached Dwellings 41 44 55 39 84 64 65 Total Dwelling Units 44 47 58 62 84 70 170 Total All Permits 242 257 309 220 341 351 348 Residential Development DEVELOPER NUMBER OF SINGLE DETACHED DWELLINGS Hayhoe Homes 50 Wagler Homes 4 Bamford Homes – South Ridge Heights 3 Oxford Builders – Annandale Phase 7 2 Trevalli Homes Ltd – William Street 3 Misc. 2 Private 1 Inspection Activity Comparisons (Jan 1/18 – Sept 30/18) Output Measures/Activity Quantity 2015 Quantity 2016 Quantity 2017 Quantity 2018 Building Inspections Completed 990 1219 1704 1825 Major Construction/Development Projects: 360 Quarter Town Line – new townhouse condos 45 Hardy Ave - Complex Co-Gen project 10 Clearview - Shaw’s Ice Cream renovations 2 Clearview Drive- Tillsonburg Mini Storage 67 Oxford Street – new Tim Hortons 253 Broadway – new commercial/residential Andrews Crossing Subdivision Page 94 of 255 4 CAO Building Financial Impact Financial records indicate that the Building sector has a surplus of $169,959 at the end of Q3. The increase in value of construction is a direct result of the increase in revenue found in the financial records. The forecast for year end is to on budget with a contribution to building permit revenue reserves. PLANNING SERVICES 2018 Planning activity has continued to be very active recording major increases in applications from previous years. Planning Activity (Jan 1/18 – Sept 30/18) Output Measures/Activity 2015 2016 2017 2018 Minor Variance Applications 12 12 8 18 Zone Change Application 6 6 11 9 Site Plan Formal Consultations 7 4 5 2 Site Plan Approvals 6 10 3 5 Site Plan Applications (in progress) 5 5 5 11 Subdivision Agreements 2 4 2 0 Pre-Servicing Subdivision Agreements 1 1 0 3 Draft Plan of Subdivision Approval Ext. 0 2 2 2 Site Plan Applications (in progress) 11 Wren Court – Townhouse Apartments 17 Wren Court – Apartment Building 183 Lisgar Avenue – Condo Conversion 183 Tillson Avenue – Existing Site 3 Simcoe Street – Parking Lot 3 John Pound – Apartment Building 150 Concession Street West – Church Addition 6 Rouse Street – New Church 10 Clearview Dr – Shaw’s Ice Cream 141 Baldwin – New SFD 55 North Street E – Oxford County – Pumping Station Page 95 of 255 5 CAO BY-LAW SERVICES Records indicate that by-law and property standard activities and occurrences are fairly consistent with the previous year. These activities are noted in the tables below. By-Law Activity (Jan 1/18 – Sept 30/18) Output Measures– Quantity 2015 2016 2017 2018 Parking Tickets Issued 427 611 440 503 Animal Tags Issued Cats 1046 1221 1023 970 Dogs 2145 2100 2261 2501 Enforcement – Complaints and Occurrences Parking, Noise, Garbage, Taxi 121 87 107 119 Property Stds, Zoning, Clean Yard, Sign, Fence, etc. 205 245 283 244 Animal Control 312 273 262 205 By-Law Financial Impact Financial records indicate that the By-Law sector has a surplus of $24,292 at the end of Q3. The surplus is a result of increased revenue in animal licencing sales and savings from the Animal Control contract. The forecast for year end is to be under budget. DEPARTMENTAL TASKS Q3 misc. tasks/projects: Open Permit Project – closed 168 open permits Open Permit Deposit Forfeit Project - ongoing Property File Scan Project 2018 Façade Improvement Program – ongoing Develop Rear Façade Improvement Program - ongoing Departmental website content review - completed Review animal licence tracking solution – ongoing Central Area Design Study review – ongoing The fourth quarter will continue to keep staff busy with increased development/construction activity, 2019 budget process and the ongoing departmental projects noted above. Page 96 of 255 6 CAO Report Approval Details Document Title: DCS 18-37 - Building,Planning,By-Law Services 2018 Q3 Results.docx Attachments: - Q3 Financial Summary.pdf Final Approval Date: Nov 17, 2018 This report and all of its attachments were approved and signed as outlined below: David Calder - Nov 17, 2018 - 10:30 AM Page 97 of 255 Page 98 of 255 Page 99 of 255 Report Title Third Quarter 2018 Department Results Report No. FRS-18-07 Author Jeff Smith Meeting Type Council Meeting Council Date November 26, 2018 Attachments Financial Plan Summary 150 Fire 160 Police Page 1 / 5 Third Quarter 2018 Department Results RECOMMENDATION THAT Report FRS-18-07 Third Quarter 2018 Department Results be received for information. EXECUTIVE SUMMARY To provide Council with the July 1, 2018 to September 30, 2018 Fire & Rescue Services performance results. BACKGROUND SUMMARY OF OPERATIONAL RESULTS 2018 Business Objectives Objective Target Date Status Creation of Special Operations Captain position Q1 Complete Traffic pre-emption equipment Q2 Incomplete Multi-year training plan for firefighters Ongoing Progressing CAD system enhancements Q3 Completed Strategic Planning Committee Ongoing Summary report and final recommendations to Council pending Succession Management Ongoing Progressing Aerial apparatus specification documentation Q2 Completed – Aerial delivery Q1 2019 Digital Road Sign Q3 Completed Update Emergency Management By-law Q3 Incomplete Contribution to reserves Q4 Incomplete Page 100 of 255 Page 2 / 5 CAO Key Indicators 21 Firefighters on average attended training exercises with an average participation rate of 77%. The year to date average is 22 Firefighters attending an average of 78% of training exercises. The Average firefighter, year to date, has attended 75% of “Platoon” calls and 54% of “All Calls”. Fire Suppression Division emergency calls to end of Q3 are 15% lower than the same period last year and 9% lower than the three year call volume average for the same period. 2018 Alarm Data (Year to Date) OFM Response Type Total Incidents Total Staff Hours Property Fires/Explosions 7 294 Overpressure Rupture/Explosion (No Fire) 2 15 Pre Fire Conditions/ No Fire 22 118 False Fire Calls 68 336 Carbon Monoxide False Calls 19 125 Public Hazard 19 109 Rescue 23 148 Medical/Resuscitator Call 18 70 Other Response 6 49 YTD 184 1264 2018 Dollar Loss / Loss Prevention Number of Property Fire Incidents Estimated Property Value at Risk Estimated Structure Fire Loss Estimated Content Fire Loss Property Fire Loss Prevented Q1 1 $315,000 $215,000 $75,000 $10,000 Q2 4 $680,000 $25,000 $14,500 $640,500 Q3 1 $3,165,000 $0 $0 $3,165,000 Q4 Year to Date Total Fire Loss (structure & contents): $329,500 Fire Prevention Inspections 3rd Quarter 2018 Year to Date Assigned 6 25 In Progress 1 2 Follow Up 0 0 Legal Action 0 0 Rescinded 0 0 Closed 8 30 Page 101 of 255 Page 3 / 5 CAO Apparatus Utilization Apparatus 2018 3rd Quarter 2018 Year to Date 2017 3rd Quarter 2017 Year End Car 1 4 27 38 49 Car 2 9 48 63 80 Pumper 1 32 128 185 235 Pumper 2 6 38 94 106 Rescue 3 12 47 99 123 Ladder 4 21 90 121 155 Public Education Types 2018 3rd Quarter 2018 Year to Date 2017 3rd Quarter 2017 Year End Station Tours 4 9 2 5 Presentations 4 12 6 24 Newspaper/Media 0 1 0 2 Charity Event 1 5 3 4 Fire Communication Report Town of Tillsonburg Calls 2018 3rd Quarter On Call Called Out 2018 YTD On Call Called Out YTD Customer Service 372 N/A 938 N/A OPP 31 N/A 98 N/A WORKS 15 14 53 42 HYDRO 43 42 132 87 WATER 10 4 33 21 KENNEL 3 2 12 12 Tillsonburg Fire 2018 3rd Quarter 2018 YTD Administration Lines 129 253 Emergency Calls 60 180 Non Emergent Calls 222 566 Side Door 185 450 Fire Incidents 53 368 Fire Comm 2018 3rd Quarter 2018 YTD Emergency Calls 797 2316 Non Emergent Calls 2955 7516 Fire Incidents 802 2319 Page 102 of 255 Page 4 / 5 CAO FINANCIAL IMPACT/FUNDING SOURCE Fire & Rescue Service is currently $6,476 over budget. Fire Comm revenue is $63,549 under budget due to timing issues receiving Q3 customer payments. Purchases are $27,738 under budget and Contracted Services are $28,257 under budget also due to timing issues with Communications Licencing. Police Services is $63,021 over budget. Grant revenue is $72,260 under budget due to timing issues on receiving various grants from the provincial government. The financial forecast for Police Services through to December 31, 2018 is to be on budget. The financial forecast for Fire & Rescue Services through to December 31, 2018 is to be over budget due to increased wage costs in Q4 because a staff members is on a short term medical leave. Page 103 of 255 Page 5 / 5 CAO Report Approval Details Document Title: FRS-18-07 Third Quarter 2018 Department Results.docx Attachments: - Fire Q3.pdf - Police Q3.pdf Final Approval Date: Nov 20, 2018 This report and all of its attachments were approved and signed as outlined below: David Calder - Nov 20, 2018 - 8:09 AM Page 104 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (255,111)(191,562)63,549 25%1 Total Revenues (255,111)(191,562)63,549 25%0 Expenditures Labour 775,488 777,468 1,980 0% Purchases 170,817 143,079 (27,738)16%2 Contracted Services 83,921 55,664 (28,257)34%3 Interfunctional Adjustments 146,327 146,223 (104) Debt Principal & Interest 14,919 11,965 (2,954)20% Total Expenditures 1,191,472 1,134,399 (57,073)5%0 Total Net Levy 936,361 942,837 6,476 1% Development Charges DC Revenue Collected - (50,824)(50,824) DC Contribution to Reserves - 63,210 63,210 Notes: 1: Communication program 2: Suppression Supplies - Timing 3:Communication Licencing - Timing Page 105 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants (72,800)(540)72,260 99%1 User Charges (233,100)(239,685)(6,585)3% Total Revenues (305,900)(240,225)65,675 21%0 Expenditures Labour 80,208 79,433 (775)1%0 Purchases 54,015 48,300 (5,715)11%0 Contracted Services 2,340,073 2,343,932 3,859 Interfunctional Adjustments 6,674 6,651 (23) Total Expenditures 2,480,970 2,478,316 (2,654) Total Net Levy 2,175,070 2,238,091 63,021 3% Development Charges DC Revenue Collected - (7)(7) DC Contribution to Reserves - 7 7 Notes: 1: Timing on receiving from government 1: CPP Grant 1: 1000 Officers Program 1: RIDE Grant Page 106 of 255 Report Title Recreation Culture and Parks 2018 Q3 Results Report No. RCP 18-37 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date November 26, 2018 Attachments RCP 2018 Q2 Operational Financial Summaries Page 1 / 4 Recreation Culture and Parks 2018 Q3 Results RECOMMENDATION THAT Council receives Report RCP 18-37, Recreation, Culture and Parks 2018 Q3 Results, as information. EXECUTIVE SUMMARY This report provides Council with the July 1, 2018 to September 30, 2018 Department year to date status of business objectives, capital projects, key indicators and financial results for Recreation, Culture & Parks. BACKGROUND 2018 Business Objectives and Capital Projects Division Item Target Date Status Programs & Services Recreation Program and Business Service Review Q 2 - 3 Not started Procure Recreation Leisure Guide Production Q1 Complete Implementation and Training of the new Recreation Software - Legend Q1 - 4 In progress Lifesaving Society updates to Leadership Programs and Learn to Swim Program Q1 Complete Culture & Heritage Museum Anniversary Events Q1 - 4 In progress Final Year of Oxford Remembers – Oxford’s Own commemoration of the 100th Anniversary of W.W. I. Q 1 - 4 In progress Book Publications: Tillsonburg’s Architectural Gems and The Tillson Empire. Q 1 - 4 In progress Museum Souvenirs Q 1 - 4 In progress 2018 Exhibits & Events Q 1 – 4 In progress Parks & Facilities Support J.L. Scott McLean Outdoor Recreation Pad Q1-Q4 In progress Support Gibson House Boathouse and Deck initiative Q1-Q4 In progress Develop 2019-2024 Town Energy Conservation & Demand Management Plan Q2 In progress Support development of Community GHG Plan Q2-Q4 Deferred pending funding Implementation of the Asset Management Action Plan Q1-Q4 In progress Review of contracted cleaning services model Q1 Complete Page 107 of 255 Page 2 / 4 Recreation Culture and Parks 2018 Q3 Results Physical security report on all facilities Q3 Not started Enhanced Beautification (beyond 2017 pilot) Q2-Q3 Complete Cemetery Master Plan Implementation. Q2-Q4 In progress Enhanced Ball Diamond maintenance. Q2-Q3 Complete Renewal of Housekeeping and Grass Cutting contracts. Q3-Q4 HK Completed. GC in progress Capital Projects Kiwanis/Sam Lamb/Optimist Hardball Diamond Rehab Q1-Q2 In progress Annual Memorial Park Revitalization Q2-Q3 In progress Annandale Baseball Park – Lights Q2 In progress Accessible connection to Trans-Canada Trail New In progress Lake Lisgar Water Park Inflatables Q2 Completed Facility Asset Management Q1-Q4 In progress Floor Scrubber Replacement Q1 Complete Consolidated Roofing Projects at TCC Q2-Q3 Complete Tables & Chairs Replacement Q1 Complete Aquatic Facility Design Study Q2 In progress TCC Energy Retrofit Q1-Q4 In progress Station Arts Roof 2019 N/A Bay Lights conversion to LED Q2 In progress Water Park Renovations Q1-Q2 Complete New Sand Filters at Water Park (x2) Q2 Complete Museum Repairs and Maintenance Q3-Q4 Complete Servant Porch Q2 In progress Connect Fire doors into FAS Q1 Not started Key Indicators FINANCIAL IMPACT/FUNDING SOURCE Key Indicators 2018 2017 % change Comment Museum: attendance - headcount 8,208 10,437 -21%Closure in Jan, no Hevenor exhibit Programs: Advanced/Leadership - headcount 170 78 118%Lifeguard University success Programs: Aquatic registrations - headcount 3,559 3,039 17% Programs: Public Swim attendance - headcount 10,256 8,784 17% Programs: Memberships sold 1,386 1,731 -20% Programs: Health Club attendance - headcount 15,466 18,390 -16% Programs: Water Fitness attendance - headcount 8,961 7,562 19% Programs: Land Fitness attendance - headcount 1,721 1,647 4% Programs: Public Skating attendance - headcount 1,482 2,931 -49%No summer public skates Programs: Roller Skating attendance - headcount 257 503 -49% Programs: Squash Courts - headcount 405 840 -52% Programs: Waterpark attendance - headcount 14,476 16,098 -10%Not open in June Programs: Youth registrations - headcount 3,114 3,682 -15% Programs: Advertising revenue (guide,boards,fences)39,974 29,754$ 34% Programs: Rink bookings (ice) -hours 2,507 3,740 -33%No ice June 15-Sept 15 Programs: Rink bookings (floor) - hours 236 600 -61%No dog show in 2018 Programs: Tournaments (ice/pool/field)13 13 0% Programs: Room rentals (non-admin)555 685 -19% Programs: Aquatic user fees collected 11,739 n/a Programs: Rental insurance program 1,216 na/ Cemetery: Niche & Plot sales (count)41 53 -23%5-year average is 58, low is 20 Cemetery: Interments (count)94 104 -10%5-year average is 101, low is 72 Data for Q1-Q3 Page 108 of 255 Page 3 / 4 Recreation Culture and Parks 2018 Q3 Results The RCP Department’s 2018 Q3 operational financial variance summary is as follows: The RCP Department is in an overall in-year deficit position at the end of Q3. Positive variances in Facilities, Parks & Museum are mostly due to vacancy-related labour savings and energy savings at the Community Centre. The negative variance in Recreation Programs is a result of 50% lower than budget revenue at the Lake Lisgar Waterpark, compounded by lower than expected youth program and health club revenue. It is also exaggerated by some outstanding receivables which the implementation of Legend RMS has delayed. RCP leadership continues to monitor expenses and revenue with the objective of mitigating the negative variance as much as possible. COMMUNITY STRATEGIC 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 Division YTD Budget YTD Actual Variance (surplus)/deficit Forecast (surplus)/deficit Cemetery 76,161.00 84,304.00 8,143.00 ----- Parks 493,593.00 486,416.00 (7,177.00)----- Community Programs 22,200.00 18,245.00 (3,955.00)----- Recreation Programs 349,302.00 510,687.00 161,385.00 150,000.00 Facilities 1,550,636.00 1,436,882.00 (113,754.00)(80,000.00) EFC (21,149.00)(39,507.00)(18,358.00)----- Museum 268,254.00 261,736.00 (6,518.00)----- Totals 2,738,997.00 2,758,763.00 19,766.00 70,000.00 Page 109 of 255 Page 4 / 4 Recreation Culture and Parks 2018 Q3 Results Report Approval Details Document Title: RCP 18-37 - Recreation Culture and Parks 2018 Q3 Results.docx Attachments: - RCP 18-37 - ATT 01 - RCP 2018 Q3 Operational Financial Summaries.pdf Final Approval Date: Nov 21, 2018 This report and all of its attachments were approved and signed as outlined below: Dave Rushton - Nov 21, 2018 - 8:32 AM David Calder - Nov 21, 2018 - 11:08 AM Donna Wilson - Nov 21, 2018 - 11:09 AM Page 110 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (96,653) (104,205) (7,552)8% Other Revenue (6,500) (6,900) (400)6% Total Revenues (103,153) (111,105) (7,952)8% Expenditures Labour 77,687 87,286 9,599 12% 1 Purchases 23,079 34,681 11,602 50% 2 Contracted Services 14,347 9,290 (5,057)35% Interfunctional Adjustments 64,201 64,152 (49) Total Expenditures 179,314 195,409 16,095 9% Total Net Levy 76,161 84,304 8,143 11% Development Charges Notes: 1PT Labour 2 Landscaping Supplies Page 111 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants (20,000) (20,000) 0 1 User Charges (21,000) (28,510) (7,510)36% Other Revenue ‐ (3,698) (3,698) Total Revenues (41,000) (52,208) (11,208)27% 0 Expenditures Labour 167,437 166,565 (872)1% Purchases 94,466 67,681 (26,785)28% 1 Contracted Services 126,052 163,838 37,786 30% 2 Contribution to Reserves 11,300 11,505 205 2% Interfunctional Adjustments 71,952 65,853 (6,099) Debt Principal & Interest 63,386 63,182 (204) Total Expenditures 534,593 538,624 4,031 1% 0 Total Net Levy 493,593 486,416 (7,177)1% 0 Development Charges Notes: 1BIA Supplies 2Sports Fields Fence Repairs Page 112 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants (26,000) (24,178) 1,822 7% User Charges (700)‐ 700 100% Total Revenues (26,700) (24,178) 2,522 9% Expenditures Labour 7,400 11,698 4,298 58% Purchases 41,500 30,725 (10,775)26% 1 Total Expenditures 48,900 42,423 (6,477)13% 0 Total Net Levy 22,200 18,245 (3,955)18% Development Charges Notes: 1Culture Grant Page 113 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants (32,026) (28,467) 3,559 11% User Charges (1,021,989) (810,657) 211,332 21% 1 Other Revenue (22,667) (21,710) 957 4% Total Revenues (1,076,682) (860,834) 215,848 20% 0 Expenditures Labour 1,157,578 1,115,417 (42,161)4% Purchases 216,222 203,937 (12,285)6% Interfunctional Adjustments 44,848 44,829 (19) Debt Principal & Interest 7,336 7,338 2 Total Expenditures 1,425,984 1,371,521 (54,463)4% 0 Total Net Levy 349,302 510,687 161,385 46% 0 Development Charges Notes: 1 Outstanding receivables 1Water Park Attendance Decline 1Lost Oxford County Human Services Subsidy Page 114 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (4,725) (2,100) 2,625 56% Specified Revenue ‐ (13,748) (13,748)2 Total Revenues (4,725) (15,848) (11,123)235% 0 Expenditures Labour 610,948 572,556 (38,392)6% Purchases 545,087 492,399 (52,688)10% 1 Contracted Services 155,475 130,169 (25,306)16% Contribution to Reserves ‐ 13,748 13,748 2 Interfunctional Adjustments 32,476 32,481 5 Debt Principal & Interest 211,375 211,377 2 Total Expenditures 1,555,361 1,452,730 (102,631)7% 0 Total Net Levy 1,550,636 1,436,882 (113,754)7% 0 Development Charges DC Revenue Collected ‐ (40,676) (40,676) DC Contribution to Reserves ‐ 50,353 50,353 Notes: 1Energy Savings 2 Development Charges Page 115 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (65,624) (74,982) (9,358)14% 1 Total Revenues (65,624) (74,982) (9,358)14% 0 Expenditures Labour ‐ 15 15 Purchases 14,176 3,095 (11,081)78% 2 Contracted Services ‐ 2,064 2,064 Debt Principal & Interest 30,299 30,301 2 Total Expenditures 44,475 35,475 (9,000)20% 0 Total Net Levy (21,149) (39,507) (18,358)87% 0 Development Charges Notes: 1Rent Revenue ‐ timing 2Taxes ‐ Timing Page 116 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants (5,751) (150) 5,601 97% User Charges (12,899) (12,762) 137 1% Other Revenue (21,749) (7,535) 14,214 65% 1 Total Revenues (40,399) (20,447) 19,952 49% 0 Expenditures Labour 211,800 203,407 (8,393)4% Purchases 74,052 55,404 (18,648)25% 2 Contracted Services 9,000 9,539 539 6 Interfunctional Adjustments 13,801 13,833 32 Total Expenditures 308,653 282,183 (26,470)9% 0 Total Net Levy 268,254 261,736 (6,518)2% 0 Development Charges Notes: 1Car Show 2 45th Anniversary Expenses Page 117 of 255 Report Title 2018 Third Quarter Operations Services Report No. OPS 18-32 Author Kevin De Leebeeck, P.Eng. Director of Operations Meeting Type Council Meeting Council Date November 26, 2018 Attachments Operating Summaries Page 1 / 4 RECOMMENDATION: THAT Council receive Report OPS 18-32, 2018 Third Quarter Operations Services as information. SUMMARY To provide Council with the January 1, 2018 to September 31, 2018 Operations Services financial results. Table 1: 2018 Operations Business Plan Objective Target Project Status Continue review of Public Works, Engineering & Water/ Wastewater procedures and records management Q1 – Q4 In Progress Airport Feasibility Analysis Q2 Q4 Not Started Comprehensive Sidewalk Review Q1 Completed Winter Maintenance Level of Service Policy Q2 Completed Continue Corporate Fleet CVOR Compliance Initiative Q1 – Q4 In Progress Renegotiations of Solid Waste and Recycling Collection Agreement with Oxford County Q2/Q3 In Progress Renegotiations of Urban Road Maintenance Agreement with Oxford County Q3/Q4 Not Started Renegotiations of Water Distribution and Wastewater Collection Agreement with Oxford County Q3/Q4 In Progress Develop & Implement Leak Detection Program Q2/Q3 Delayed Develop & Implement Manhole Inspection Program Q1 – Q3 In Progress Develop a Water Efficiency Program specific to Tillsonburg Residents Q2/Q3 Delayed Page 118 of 255 Page 2 / 4 Water Transmission Main Maintenance Review Q2 Completed Update Engineering Design Criteria to current industry standards & practices Q4 In Progress Review and Revise Engineering Rates & Fees structure Q2 Delayed Review of Outstanding deficiencies and Legacy issues related to stale Developments Q1 – Q4 In Progress Asset Management Q2 – Q4 In Progress Storm Sewer CCTV Inspections Big Otter Creek / Old Vienna Rd Slope Stability Design Study Q2/Q3 Bid Issued Railway Crossing Safety Assessments Q3 Completed Broadway & Brock Intersection Audible and Accessibility Upgrades Q3 Completed Quarter Town Line Corridor Management Implementation Q2/Q3 Completed Future Kinsmen Pedestrian Bridge Enhanced OSIM Inspection Q3 Completed LED Streetlight Conversion Project Q3/Q4 In Progress Concession Street E. Reconstruction Q2/Q3 Completed Annandale Ball Diamonds – Parking Lot Q2/Q3 Completed Bradburn Reconstruction – Stage 1 of 2 Q3/Q4 In Progress Broadway Connecting Link Rehabilitation – Town limit to south of North St. Q3/Q4 Completed Asphalt Resurfacing Program Q2/Q3 Completed Heavy Duty Vehicle Replacements Fire Unit #73 – 1998 Aerial Truck Q3 In Progress Key indicators measure growth in terms of infrastructure i.e. Roads, Sewers, Watermain, Sidewalk, etc. and the associated maintenance level of service. The Towns ability to mitigate the associated incremental costs to maintain the additional infrastructures demonstrates the efficiencies of continuous internal improvement. Key Indicators 2017 2016 2015 2014 2013 2012 Roads (Lane km) 233.6 229.4 226.8 226.1 225.5 224.5 Sidewalks (km) 96.6 94.2 91.6 89.5 89.1 88.1 Page 119 of 255 Page 3 / 4 GOALS FOR NEXT QUARTER Complete remaining infrastructure capital projects Continue records management and LED streetlight conversion Commence Airport feasibility analysis and pre-winter fleet maintenance activities Prepare, train and perform winter maintenance activities Data gathering and survey of future infrastructure capital projects FINANCIAL IMPACT/FUNDING SOURCE The consolidated 2018 Q3 Operations Services overall variance is summarized in Table 2. Table 2: Third Quarter Budget vs. Actual Variance Summary Department (Surplus) / Deficit Operations Administration (883) Engineering Services 52,860 Public Works (50,771) Airport Operations (21,676) Waste Management (23,929) Fleet Services (46,542) Total Variance (90,941) Projection of variances to December 31, 2018 is summarized in Table 3. Table 3: 2018 Annual Projection Summary Department (Surplus) / Deficit Operations Administration - Engineering Services 65,000 Public Works - Airport Operations - Waste Management (5,000) Fleet Services (10,000) Total Variance 50,000 Page 120 of 255 Page 4 / 4 Report Approval Details Document Title: OPS 18-32 2018 Third Quarter Operations Services.docx Attachments: - OPS 18-32 Attachment 1 - Operating Summaries.pdf Final Approval Date: Nov 21, 2018 This report and all of its attachments were approved and signed as outlined below: Dave Rushton - Nov 19, 2018 - 9:00 AM David Calder - Nov 19, 2018 - 9:29 AM Donna Wilson - Nov 21, 2018 - 11:03 AM Page 121 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (1,011,612)(1,011,603)9 Total Revenues (1,011,612)(1,011,603)9 0% Expenditures Labour 233,292 223,144 (10,148)4% Purchases 412,056 376,053 (36,003)9%1 Contracted Services 4,126 2,258 (1,868)45% Interfunctional Adjustments - 1,400 (1,400)100% Debt Principal & Interest 144,475 144,543 68 Total Expenditures 793,949 747,398 (46,551)0 Total Net Levy (217,663)(264,205)(46,542) Development Charges DC Revenue Collected - (81,094)(81,094) DC Contribution to Reserves - 105,209 105,209 Notes: 1 Equip. Repairs under $9,700; Equip. Rentals under $7,600; License Expense under $15,000 - timing Page 122 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Total Revenues Expenditures Labour 179,576 178,898 (678) Purchases 7,650 7,463 (187)2% Interfunctional Adjustments (4,950)(4,968)(18) Total Expenditures 182,276 181,393 (883)0 Total Net Levy 182,276 181,393 (883)0 Development Charges Page 123 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (9,000)(9,798)(798)9% Total Revenues (9,000)(9,798)(798) Expenditures Labour 343,906 231,516 (112,390)33%1 Purchases 19,500 163,100 143,600 736%2 Interfunctional Adjustments (111,074)(88,626)22,448 20%1 Total Expenditures 252,332 305,990 53,658 0 Total Net Levy 243,332 296,192 52,860 0 Development Charges Notes: 1 Labour Vacancies 2 Third Party Engineering Services Page 124 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges - (1,303)(1,303) Total Revenues - (1,303)(1,303) Expenditures Labour 510,225 488,598 (21,627)4% Purchases 190,796 186,073 (4,723)2% Contracted Services 139,004 129,438 (9,566)7%1 Interfunctional Adjustments 205,501 205,497 (4) Debt Principal & Interest 206,819 206,795 (24) Total Expenditures 1,252,345 1,216,401 (35,944)3%0 Total Net Levy 1,252,345 1,215,098 (37,247)3%0 Development Charges DC Revenue Collected - (194,070)(194,070) DC Contribution to Reserves - 254,700 254,700 Notes: 1 Asphalt Patching Subcon Expensue under - timing Page 125 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Total Revenues Expenditures Labour 162,125 191,238 29,113 18%1 Purchases 96,000 65,665 (30,335)32%2 Contracted Services 2,000 10,962 8,962 448%3 Interfunctional Adjustments 154,201 154,197 (4) Total Expenditures 414,326 422,062 7,736 2% Total Net Levy 414,326 422,062 7,736 2% Development Charges Notes: 1 FT OT over $27,400 2 Supplies under $30,300 - No Salt top-up due to required roof rafter repairs 3 Subcon Expense over $8,600 - Parking lot clearing assistance Page 126 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Levy, PILS (141,377)(139,007)2,370 2% Other Revenue - (21,887)(21,887)100%1 Total Revenues (141,377)(160,894)(19,517)14%0 Expenditures Labour 21,225 13,626 (7,599)36%2 Purchases 7,874 7,219 (655)8% Contracted Services 18,750 21,396 2,646 14% Contribution to Reserves - 21,887 21,887 100%1 Interfunctional Adjustments 28,803 28,791 (12) Debt Principal & Interest 7,082 7,101 19 Total Expenditures 83,734 100,020 16,286 19%0 Total Net Levy (57,643)(60,874)(3,231)6% Development Charges DC Revenue Collected - (54)(54) DC Contribution to Reserves - 54 54 Notes: 1 Cash in lieu of Parking - 253 Broadway 2 Net labour allocation with Public Works Page 127 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Total Revenues Expenditures Labour 20,400 9,755 (10,645)52%1 Purchases 191,288 151,268 (40,020)21%2 Contracted Services 2,250 9,527 7,277 323%3 Interfunctional Adjustments 14,999 15,003 4 Total Expenditures 228,937 185,553 (43,384)19%0 Total Net Levy 228,937 185,553 (43,384)19%0 Development Charges Notes: 1 Net Labour Allocation within Public Works 2 Energy Savings $28,000, Material & Supplies under $12,000 3 Subcon Expense over $7,300 Page 128 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants (5,000)(5,000)- User Charges (361,710)(344,711)16,999 5%1 Other Revenue - (11)(11) Total Revenues (366,710)(349,722)16,988 5% Expenditures Labour 86,849 88,341 1,492 2% Purchases 211,896 181,793 (30,103)14%2 Contracted Services 30,399 20,349 (10,050)33%3 Interfunctional Adjustments 8,474 8,505 31 Debt Principal & Interest 18,946 18,912 (34) Total Expenditures 356,564 317,900 (38,664)11%0 Total Net Levy (10,146)(31,822)(21,676)214%0 Development Charges Notes: 1 Fuel Sales under $50,300; Insurance Proceeds $21,300; Rent Revenue over $12,800 - timing 2 Fuel Inventory under $48,000; Building Repairs over $23,300 3 Subcon Expense under $8,500 Page 129 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Total Revenues Expenditures Labour 29,700 23,755 (5,945)20%1 Purchases 1,485 3,310 1,825 123% Contracted Services 30,000 74,979 44,979 150%2 Interfunctional Adjustments 19,426 19,422 (4) Debt Principal & Interest 15,500 - (15,500)100%3 Total Expenditures 96,111 121,466 25,355 26% Total Net Levy 96,111 121,466 25,355 26% Development Charges DC Revenue Collected - (10,772)(10,772) DC Contribution to Reserves - 13,527 13,527 Notes: 1 Net labour allocation within Public Works 2 Subcon expense over $45,000 (Delevan Cres. Storm Outlet Repair) 3 Timing Page 130 of 255 2018 2018 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (91,827)(105,872)(14,045)15%1 Total Revenues (91,827)(105,872)(14,045)15%0 Expenditures Labour 28,949 29,451 502 2% Purchases 76,424 82,765 6,341 8%2 Contracted Services 88,351 71,566 (16,785)19%3 Interfunctional Adjustments 93,074 93,132 58 Total Expenditures 286,798 276,914 (9,884)3%0 Total Net Levy 194,971 171,042 (23,929)12%0 Development Charges Notes: 1 Scrap Metal Revenue over $6,200; Bag Tag Revenue over $7,800 - timing 2 Bag Tag Inventory over $6,200 - timing 3 Subcon Expense under $16,800 - timing Page 131 of 255 Report Title 2018 Municipal Election Report No. CLK 18-30 Author Donna Wilson Meeting Type Council Meeting Council Date November 26, 2018 Attachments Page 1 / 7 2018 Municipal Election RECOMMENDATION THAT Council receive Report CLK 18-30, 2018 Municipal Election, as information. BACKGROUND At the Council Meeting of April 10, 2017 Council authorized the Internet/telephone voting method for the 2018 Municipal Election and endorsed InteliVote Systems Inc. for the provision of electronic voting services. This method replaced the paper ballot/tabulator count method used by the Town for the 2006, 2010 and 2014 Municipal Elections. By moving to Internet and Telephone voting methods, electors had an opportunity to participate in an even more accessible, environmentally-friendly, and convenient method of voting. Staff is of the opinion that the election process was successful. EXECUTIVE SUMMARY Human Resource Requirements One of the key advantages in using Internet and Telephone voting methods was that there should be significantly fewer human resource requirements. As the process was new to the Town, there was certainly a great deal of time required by the Town Clerk to prepare for this election, as well as additional staff time, however this would have been required regardless of the voting method used. The largest advantage was noted on Election Day itself. In the past, in addition to the 2-3 key staff members being involved that day, approximately 27 election workers including returning officers have been required to complete the voting process. In 2018, 15 election workers, including returning officers, were required for the voting process. Also in 2018, no election workers were required for the vote counting process, and the entire vote tabulating process after voting closed took approximately three minutes. Page 132 of 255 Page 2 / 7 CAO 2018 Municipal Election Team: Donna Wilson – Returning Officer Lana White – Deputy Returning Officer Laurie Kirwin – Deputy Returning Officer Laura Pickersgill (planning and document preparation only) Josh Crann – Election Auditor (Independent person with technology skills) Election Day Poll Clerks: Mary Carr Kathleen Musselman Tracy Hird Ashley Andrews Matt Delaere Annette Murray Jodi Prouse Janet McCurdy Cheyne Sarafinchin Margaret Puhr Kris Vandenbussche Deb Cairns Pre-Election Testing The Election Auditor as well as the Returning Officer performed a number of tests prior to the election. There were a few minor issues with the internet voting that were addressed prior to the election however the phone issues identified by both Auditor and Returning Officer did not seem to be corrected prior to the voting period. Only the volume of the phone voting prompter was addressed prior to Election Day. Issues such as the speed of the prompter should have been slower and the list of names of councillors and the corresponding numbers should have been stated prior to the selection of the vote were not addressed. The request was made to Intelivote to add a warning at the start of the phone ballot to listen to all the Candidates names first and to write down the corresponding number prior to making your selections or to add a selection to have the names read through again. This was not able to be achieved by the company and seemed to pose an issue for those using this method. This was an issue for Tillsonburg as there were 12 candidates running for the councillor position. This was not an issue for our partners, SWOX or South West Oxford as there were no more than 3 candidates for each ward running. For Tillsonburg I would not recommend the Telephone voting method in future elections unless this issue is resolved. The auditor was also able to run tests on tallying the results prior to the start of voting and indicated that the process was quick, simple and accurate. On election night the auditor was required to enter a password and the returning officer was also required to enter a separate password in order for the results to be tallied. The auditor summarized his pre-election testing stating the web/internet voting was easy for the user and he did not see any issues with it or with tallying the results. His comments indicated however that the phone voting was a bit challenging when it came to selecting councillors and that voters, particularly the elderly or someone hard of hearing, may have an issue with this method. Page 133 of 255 Page 3 / 7 CAO Voting Internet voting has been used by many municipalities in Ontario since 2003. For many electors, particularly those who are comfortable using the internet to transact business, do their banking, pay bills, and make travel arrangements, internet voting is user friendly and convenient. This method allowed electors the ability to cast their ballot from anywhere in the world using computers, smart phones or tablets and from anywhere in North America using a telephone. The internet/telephone voting service was offered for a 10 day advanced voting period. During the 10 day period a voter help station was set up weekdays at the Tillsonburg Customer Service Centre as well as the Tillsonburg Corporate Office and was available for any eligible elector to vote during regular business hours. This allowed electors who did not own a computer or who were less comfortable with technology the opportunity for assistance with the voting method. The election staff was efficient in ensuring the election process was completed in a smooth and professional manner. There were few people who waited throughout the day and staff was effective in providing assistance and making people feel comfortable with internet voting. The phone voting did seem to have its challenges as there were twelve candidates running for council and the voice prompt was not as intuitive as we had hoped. Staff also held advance polls at multiple locations including the Nursing Homes, Retirement Homes, Seniors Recreation Centres, the Town Mall, and Seniors Non-Profit Housing Buildings. Voter participation during the advance polls was approximately 16% of the total eligible electors. As has been the practice during the last three municipal elections a poll was set up in the Lion’s Auditorium at the Community Centre on October 22nd from 10:00 am to 8:00 p.m. 14 Electronic voting stations were set up including 8 touch screen tablets. A staff person was assigned to every two voting stations and 5 staff were logged into voterview in order to add eligible electors to the list or to make corrections to allow electors to vote. Voter Turnout The total voter turnout for the 2018 Municipal Election was 39.3%, where 4,942 of 12,583 eligible electors voted. This was slightly up compared to the 2014 election at 38.5% where 4,745 of the 12,229 voted. Historic Tillsonburg Overall Voter Participation % Year Overall Participation % Electors Voted Voting Method 2018 39.3% 4942 Internet/ Telephone 2014 38.5% 4745 Traditional/Tabulator 2010 39.7% 4703 Traditional/Tabulator Average 39.17% 479744 4797747979779747 Page 134 of 255 Page 4 / 7 CAO It appears that the voter turnout in Tillsonburg over the last three elections is fairly consistent with only about 200 more voters participating in 2018. The MPAC voters list is not the most reliable source of determining eligible electors in the municipality and during the month of October there were a number of additions and deletions to the list, therefore it would be more prudent to look at the actual number of votes cast to determine if our participation is changing from election to election. With that analogy it is consistent over the last 3 elections and no significant increase in voter turnout has occurred. The comparison for Oxford County municipalities of voter turnout participation is set out below and includes the method of voting for each municipality. Municipality Turnout System Council Size Remarks Blandford- Blenheim 34.65% At Large 5 Traditional ballot, Mayor race, Councillor race, no acclamations. Tabulators. East Zorra- Tavistock* 41.1% Wards 7 Internet/telephone, Mayor race, Deputy Mayor race, Councillor race, Ward 1 race, Ward 2 & 3 acclaimed. Ingersoll 45.8% At Large 7 Mail in ballot, Mayor race, Deputy Mayor race, Councillor race, no acclamations. Tabulators Norwich 38% Wards 5 Traditional ballot, Mayor race, 1 ward acclamation. Tabulators South-West Oxford* 16.6% Wards 7 Internet/telephone, No Mayor race, 2 acclamations, 2 ward races Tillsonburg 39.3 % At Large 7 Internet/telephone, Mayor race, councillor race. Woodstock 31% At Large 7 Traditional ballot, Mayor race, City/County race, Councillor race, no acclamations. Tabulators Zorra 43.76% Wards 5 Mail in ballot. Mayor race, councillor - 2 ward races and 2 ward acclamations. Tabulators While a higher voter participation rate is always desired, there are numerous factors that ultimately lead to this percentage. Staff are of the opinion that ample advertising regarding the election process was done, however with any change or new process provided people may be leery to participate. Analysis of Voters by Age It has always been an issue to determine a method which would encourage the younger demographic to vote. It was hoped that using technology would encourage younger electors to exercise their democratic right, and responsibility to vote. The record indicates that 19.23% of eligible electors between the age of 18 and 24 voted in this election. In Tillsonburg it may be the case that there were more first time voters or 18 – 24 year olds voting as there are not many Page 135 of 255 Page 5 / 7 CAO statistics regarding the percentage of voters from that demographic but the information found indicated that the vast majority of young Canadians (those between the ages of 18 and 24) do not vote. The following indicates the younger demographic participation percentage. This will provide a benchmark for the 2022 municipal election. As the Town transitioned to the Internet and Telephone voting methods for the 2018 election, a hope was that these voting methods may engage the younger demographic. At the same time, one of the common concerns expressed by many is that using Internet and Telephone voting methods may lead the senior demographic not to vote. Much of the research shows that regardless of voting method, the senior demographic will continue to have the highest voter participation rate percentage. This was proven to be correct in Tillsonburg in 2018 as indicated in the chart below. The statistics above show that there is continued room for improvement in encouraging the younger demographic to vote. Advertisements/Communications A number of means were used to inform Tillsonburg residents of the Tillsonburg Municipal Election during 2018. Initially there was a joint news release in April regarding the requirements that Broadcaster and publishers must comply with for third party advertising during the 2018 municipal election. Tillsonburg did not have any third party advertisers registered for the 2018 election. Following that there was an Oxford County joint ad regarding the voters list as MPAC had again offered voterlookup.ca. This allowed electors to go on line and check for themselves if they were on the voters list and if not there was a mechanism to have their information added by MPAC at that time. Tillsonburg also put a similar ad in the Tillsonburg update section of the Tillsonburg News for a number of weeks up to the end of August when the voters list would be finalized by MPAC and provided to the municipality. In October there was a standing election ad in the Tillsonburg update and one half page ad and 3 full page ads regarding the Electors by Age # of Voters # of Voters Who Voted Participation % 18 through 24 563 107 19.23% 25 through 35 1611 313 18.07% Electors by Age # of Voters # of Voters Who Voted Participation % 18 through 30 1458 256 17.00% 31 through 40 1672 386 23.24% 41 through 50 1658 535 31.85% 51 through 60 2072 871 41.45% 61 through 70 2429 1308 53.28% 71 through 80 2054 1200 58.85% 81 through 90 1082 544 43.19% 91+ 274 66 17.25% Page 136 of 255 Page 6 / 7 CAO internet/telephone voting process up to and including the Wednesday edition on October 17th prior to Election Day. There was also an election help line put in place which rang to the Returning Officer, two Deputy Returning Officers and one election worker up to and including Election Day. All attempts were made to answer the calls as they came in however any voice mails were answered within a 24 hour period. On Election Day the phone was at the poll and calls were answered within the hour. Public Feedback During every election period, staff will hear various forms of feedback from the public. Informally, staff heard both positive and negative comments regarding Internet and Telephone voting, with many of the items brought forward being discussed in one way or another within this report. The majority of people entering a polling place dissatisfied with the process left with a comment stating “that was easy”. There were also a few emails received from residents stating the process was easy to use, see example below. “I voted this past weekend via the internet and I must say that it was a very user friendly process. The procedures were clear and it only took a few minutes from start to finish. It was so simple that I rounded up the voters in the family and everyone completed their respective voting within 5-10 minutes in total. Thank you for making voting that much easier...I truly hope the ease of the online voting increases overall voter participation!” Conclusions In the opinion of Staff, the electors of Tillsonburg were provided with a fair, accessible and convenient opportunity to cast their vote, and that the election was delivered in a manner that accommodated both elector and candidate. In addition to being able to vote from anywhere and at any time during the voting period, electors could attend the Voter Help Centres to receive assistance, or to complete the voting process itself. Additionally, during the voting period, the Voter Help Centre was open during regular business hours, and until 5:00 p.m. on Election Day at the Customer Service Centre. Further, the poll in the Lion’s Auditorium at the Community Centre was open from 10:00 am to 8:00 p.m. on Election Day. Although the exact number of electors who visited the poll on Election Day was not calculated, based on experience there was approximately one third of the usual number of electors attending the poll. Overall, Staff would not hesitate to recommend using the Internet voting method in future Town elections. FINANCIAL IMPACT/FUNDING SOURCE Council had prepared for the 2018 municipal election by putting funds in reserves over the last four years for a total of $57,700.00. As this method had not been used before and the vendor fees were unknown the reserves were somewhat generous. The total cost of the 2018 election was $45,627.44. The cost of the 2014 municipal election was $53,543.00. The 2018 election Page 137 of 255 Page 7 / 7 CAO using internet/telephone voting was $7,915.56 less than the traditional paper ballot voting method. Staff believes that if internet voting is used in the next municipal election that the cost will be reduced even more as a reduction in staff is anticipated and some of the supplies will be utilized in the next election. Election Expenses Intelivote 36,454.82 Ads 3,079.05 staffing 3,600.00 supplies 2,493.57 Total $45.627.44 COMMUNITY STRATEGIC PLAN (CSP) IMPACT Section 1 – Excellence in Local Government open and transparent election process. Page 138 of 255 Report Title 2018 Municipal Election Report No. CLK 18-30 Author Donna Wilson, Town Clerk Meeting Type SLT Meeting Council Date November 26, 2018 Attachments Page 1 / 7 RECOMMENDATION THAT Council receive Report CLK 18-30, 2018 Municipal Election, as information. BACKGROUND At the Council Meeting of April 10, 2017 Council authorized the Internet/telephone voting method for the 2018 Municipal Election and endorsed InteliVote Systems Inc. for the provision of electronic voting services. This method replaced the paper ballot/tabulator count method used by the Town for the 2006, 2010 and 2014 Municipal Elections. By moving to Internet and Telephone voting methods, electors had an opportunity to participate in an even more accessible, environmentally-friendly, and convenient method of voting. Staff is of the opinion that the election process was successful. EXECUTIVE SUMMARY Human Resource Requirements One of the key advantages in using Internet and Telephone voting methods was that there should be significantly fewer human resource requirements. As the process was new to the Town, there was certainly a great deal of time required by the Town Clerk to prepare for this election, as well as additional staff time, however this would have been required regardless of the voting method used. The largest advantage was noted on Election Day itself. In the past, in addition to the 2-3 key staff members being involved that day, approximately 27 election workers including returning officers have been required to complete the voting process. In 2018, 15 election workers, including returning officers, were required for the voting process. Also in 2018, no election workers were required for the vote counting process, and the entire vote tabulating process after voting closed took approximately three minutes. 2018 Municipal Election Team: Donna Wilson – Returning Officer Lana White – Deputy Returning Officer Laurie Kirwin – Deputy Returning Officer Laura Pickersgill (planning and document preparation only) Josh Crann – Election Auditor (Independent person with technology skills) Page 139 of 255 Page 2 / 7 CAO Election Day Poll Clerks: Mary Carr Kathleen Musselman Tracy Hird Ashley Andrews Matt Delaere Annette Murray Jodi Prouse Janet McCurdy Cheyne Sarafinchin Margaret Puhr Kris Vandenbussche Deb Cairns Pre-Election Testing The Election Auditor as well as the Returning Officer performed a number of tests prior to the election. There were a few minor issues with the internet voting that were addressed prior to the election however the phone issues identified by both Auditor and Returning Officer did not seem to be corrected prior to the voting period. Only the volume of the phone voting prompter was addressed prior to Election Day. Issues such as the speed of the prompter should have been slower and the list of names of councillors and the corresponding numbers should have been stated prior to the selection of the vote were not addressed. The request was made to Intelivote to add a warning at the start of the phone ballot to listen to all the Candidates names first and to write down the corresponding number prior to making your selections or to add a selection to have the names read through again. This was not able to be achieved by the company and seemed to pose an issue for those using this method. This was an issue for Tillsonburg as there were 12 candidates running for the councillor position. This was not an issue for our partners, SWOX or South West Oxford as there were no more than 3 candidates for each ward running. For Tillsonburg I would not recommend the Telephone voting method in future elections as this issue would most likely reoccur. The auditor was also able to run tests on tallying the results prior to the start of voting and indicated that the process was quick, simple and accurate. On election night the auditor was required to enter a password and the returning officer was also required to enter a separate password in order for the results to be tallied. The auditor summarized his pre-election testing stating the web/internet voting was easy for the user and he did not see any issues with it or with tallying the results. His comments indicated however that the phone voting was a bit challenging when it came to selecting councillors and that voters, particularly the elderly or someone hard of hearing, may have an issue with this method. Voting Internet voting has been used by many municipalities in Ontario since 2003. For many electors, particularly those who are comfortable using the internet to transact business, do their banking, pay bills, and make travel arrangements, internet voting is user friendly and convenient. This method allowed electors the ability to cast their ballot from anywhere in the world using computers, smart phones and tablets and from anywhere in North America using a telephone. Page 140 of 255 Page 3 / 7 CAO The internet/telephone voting service was offered for a 10 day advanced voting period. During the 10 day period a voter help station was set up at the Tillsonburg Customer Service Centre as well as the Tillsonburg Corporate Office and was available for any eligible elector to vote during regular business hours. This allowed electors who did not own a computer or who were less comfortable with technology the opportunity for assistance with the voting method. The election staff was efficient in ensuring the election process was completed in a smooth and professional manner. There were few people who waited throughout the day and staff was effective in providing assistance and making people feel comfortable with internet voting. The phone voting did seem to have its liabilities as there were twelve candidates running for council and the voice prompt was not as intuitive as we had hoped. Staff also held advance polls at multiple locations including the Nursing Homes, Retirement Homes, Seniors Recreation Centres, the Town Mall, and Seniors Non-Profit Housing Buildings. Voter participation during the advance polls was approximately 16% of the total eligible electors. As has been the practice during the last three municipal elections a poll was set up in the Lion’s Auditorium at the Community Centre on October 22nd from 10:00 am to 8:00 p.m. 14 Electronic voting stations were set up including 8 touch screen tablets. A staff person was assigned to every two voting stations and 5 staff were logged into voterview in order to add eligible electors to the list or to make corrections to allow electors to vote. Voter Turnout The total voter turnout for the 2018 Municipal Election was 39.3%, where 4,942 of 12,583 eligible electors voted. This was slightly up compared to the 2014 election at 38.5% where 4,745 of the 12,229 voted. Historic Tillsonburg Overall Voter Participation % Year Overall Participation % Electors Voted Voting Method 2018 39.3% 4942 Internet/ Telephone 2014 38.5% 4745 Traditional/Tabulator 2010 39.7% 4703 Traditional/Tabulator Average 39.17% 479744 479774797977974 7 It appears that the voter turnout in Tillsonburg over the last three elections is fairly consistent with only about 200 more voters in 2018. The MPAC voters list is not the most reliable source of determining eligible electors in the municipality and during the month of October there were a number of additions and deletions to the list, therefore it would be more prudent to look at the actual number of votes cast to determine if our participation is changing from election to election. Page 141 of 255 Page 4 / 7 CAO With that analogy it is consistent over the last 3 elections and no significant increase in voter turnout has occurred. The comparison for Oxford County municipalities is set out below which includes the method of voting for each municipality. Municipality Turnout System Council Size Remarks Blandford- Blenheim 34.65% At Large 5 Traditional ballot, Mayor race, Councillor race, no acclamations. Tabulators. East Zorra- Tavistock* 41.1% Wards 7 Internet/telephone, Mayor race, Deputy Mayor race, Councillor race, Ward 1 race, Ward 2 & 3 acclaimed. Ingersoll 45.8% At Large 7 Mail in ballot, Mayor race, Deputy Mayor race, Councillor race, no acclamations. Tabulators Norwich 38% Wards 5 Traditional ballot, Mayor race, 1 ward acclamation. Tabulators South-West Oxford* 16.6% Wards 7 Internet/telephone, No Mayor race, 2 acclamations, 2 ward races Tillsonburg 39.3 % At Large 7 Internet/telephone, Mayor race, councillor race. Woodstock 31% At Large 7 Traditional ballot, Mayor race, City/County race, Councillor race, no acclamations. Tabulators Zorra 43.76% Wards 5 Mail in ballot. Mayor race, councillor - 2 ward races and 2 ward acclamations. Tabulators While a higher voter participation rate is always desired, there are numerous factors that ultimately lead to this percentage. Staff are of the opinion that ample advertising regarding the election process was done, however with any change or new process provided people may be leery to participate. Analysis of Voters by Age It has always been an issue to determine a method which would encourage the younger demographic to vote. It was hoped that using technology would encourage younger electors to exercise their democratic right, and responsibility to vote. The record indicates that 19.23% of eligible electors between the age of 18 and 24 voted in this election. In Tillsonburg it may be the case that there were more first time voters or 18 – 24 year olds voting as that average is slightly above the average for a voter 25 – 34 who typically are the elector starting to think about their democratic right to vote. Page 142 of 255 Page 5 / 7 CAO As the Town transitioned to Internet and Telephone voting methods for the 2018 election, a hope was that these voting methods may engage the younger demographic. At the same time, one of the common concerns expressed by many is that using Internet and Telephone voting methods may lead the senior demographic not to vote. Much of the research shows that regardless of voting method, the senior demographic will continue to have the highest voter participation rate percentage. This was proven to be correct in Tillsonburg in 2018. The statistics above show that there is continued room for improvement in encouraging the younger demographic to vote. Advertisements/Communications A number of means were used to inform Tillsonburg residents of the Tillsonburg Municipal Election during 2018. Initially there was a joint news release in April regarding the requirements that Broadcaster and publishers must comply with for third party advertising during the 2018 municipal election. Tillsonburg did not have any third party advertisers registered for the 2018 election. Following that there was an Oxford County joint ad regarding the voters list as MPAC had again offered voterlookup.ca. This allowed electors to go on line and check for themselves if they were on the voters list and if not there was a mechanism to have their information added by MPAC at that time. Tillsonburg also put a similar ad in the Tillsonburg update section of the Tillsonburg News for a number of weeks up to the end of August when the voters list would be finalized by MPAC and provided to the municipality. In October there was a standing election ad in the Tillsonburg update and one half page ad and 3 full page ads regarding the internet/telephone voting process up to and including the Wednesday edition on October 17th prior to Election Day. Electors by Age # of Voters # of Voters Who Voted Participation % 18 through 24 563 107 19.23% 25 through 35 1611 313 18.07% 36 through 48 2066 569 27.30% 49 through 90 7643 3865 48.63% Electors by Age # of Voters # of Voters Who Voted Participation % 18 through 30 1458 256 17.00% 31 through 40 1672 386 23.24% 41 through 50 1658 535 31.85% 51 through 60 2072 871 41.45% 61 through 70 2429 1308 53.28% 71 through 80 2054 1200 58.85% 81 through 90 1082 544 43.19% 91+ 274 66 17.25% Page 143 of 255 Page 6 / 7 CAO There was also an election help line put in place which rang to the Returning Officer, two Deputy Returning Officers and one election worker up to and including Election Day. All attempts were made to answer the calls as they came in however any voice mails were answered within a 24 hour period. On Election Day the phone was at the poll and calls were answered within the hour. Public Feedback During every election period, staff will hear various forms of feedback from the public. Informally, staff heard both positive and negative comments regarding Internet and Telephone voting, with many of the items brought forward being discussed in one way or another within this report. The majority of people entering a polling place dissatisfied with the process left with a comment stating “that was easy”. There were also a few emails received from residents stating the process was easy to use, see example below. “I voted this past weekend via the internet and I must say that it was a very user friendly process. The procedures were clear and it only took a few minutes from start to finish. It was so simple that I rounded up the voters in the family and everyone completed their respective voting within 5-10 mins in total. Thank you for making voting that much easier...I truly hope the ease of the online voting increases overall voter participation!” Conclusions In the opinion of Staff, the electors of Tillsonburg were provided with a fair, accessible and convenient opportunity to cast their vote, and that the election was delivered in a manner that accommodated both elector and candidate. In addition to being able to vote from anywhere and at any time during the voting period, electors could attend the Voter Help Centres to receive assistance, or to complete the voting process itself. Additionally, during the voting period, the Voter Help Centre was open during regular business hours, and until 5:00 p.m. on Election Day at the Customer Service Centre. Further, the poll in the Lion’s Auditorium at the Community Centre was open from 10:00 am to 8:00 p.m. on Election Day. Although the exact number of electors who visited the poll on Election Day was not calculated, based on experience there was approximately one third of the usual number of electors attending the poll. Overall, Staff would not hesitate to recommend using Internet/ Telephone voting methods in future Town elections. Budget Council had prepared for the 2018 municipal election by putting funds in reserves over the last four years for a total of $57,700.00. As this method had not been used before and the vendor fees were unknown the reserves were somewhat generous. The total cost of the 2018 election was $45,627.44. The cost of the 2014 municipal election is $53,543.00. The 2018 election using internet/telephone voting was $7,915.56 cheaper than the traditional paper ballot voting method. Staff believes that if internet voting is used in the next municipal election that the cost will be Page 144 of 255 Page 7 / 7 CAO reduced even more as a reduction in staff is anticipated and some of the supplies will be utilized in the next election. Election Expenses Intelivote 36,454.82 Ads 3,079.05 staffing 3,600.00 supplies 2,493.57 Total $45.627.44 COMMUNITY STRATEGIC PLAN (CSP) IMPACT Section 1 – Excellence in Local Government open and transparent election process. Page 145 of 255 Report Title 2018 Municipal Election Accessibility Report Report No. CLK 18-33 Author Donna Wilson, Town Clerk Meeting Type Council Meeting Council Date November 26, 2018 Attachments 2018 Municipal Election Accessibility Plan Page 1 / 4 2018 Municipal Election Accessibility Report RECOMMENDATION THAT Council received CLK 18-33 2018 Municipal Election Accessibility Report as information. BACKGROUND There has been steady progress and many positive changes to the election process in Ontario to help ensure that people with disabilities are able to vote without disadvantage. The Good Government Act 2009 (Bill 212) was enacted by the Ontario Legislature and made several amendments to the Municipal Elections Act, 1996 as amended in regards to the needs of electors and candidates with disabilities. 12.1 (1) A clerk is responsible for conducting an election shall have regard to the needs of electors and candidates with disabilities.” (2) Within 90 days after voting day in a regular election, the clerk shall submit a report to council about the identification, removal and prevention of barriers that affect electors and candidates with disabilities.” 13 (2) In establishing the locations of voting places, the clerk shall ensure that each voting place is accessible to electors with disabilities.” Accessibility Under the Municipal Elections Act, Clerks are required to prepare a plan for the identification, removal and prevention of barriers that affect voters and candidates with disabilities, and make the plan available to the public before voting day in a regular election. The Clerk also needs to provide a “follow-up report” to the public within 90 days after the election. In terms of the Policy requirement, in addition to the Accessible Elections Policy being posted for the public on the Town website and provided to all Candidates in their package, I have attached a copy of the Policy to this report as Appendix ‘A’. Page 146 of 255 Page 2 / 4 CAO In the opinion of Staff, as compared with previous elections, further strides were made in the 2018 election toward ensuring a high degree of accessibility for electors. In particular: Upon request, all documentation and forms were available in large print to assist the visually impaired. As compared with paper (e.g. traditional voting,), everyday tools like computers, telephones and other aids presented accessible opportunities for persons with disabilities to accomplish more, while being consistent with the principles of independence, dignity, integration and equal opportunity. The voting system provided voters with the capability to vote from the comfort of their own home. Voting from home facilitates the voting process for persons with disabilities who may have mobility restrictions, visual impairment, and/or have a difficult time with transportation. Additionally, persons who have assistive devices set up in their homes could use them to assist with casting a ballot privately and independently. The 10-day timeframe for voting provided convenience and independence of voting from anywhere via telephone or Internet during the October 12–22, 2018 voting period. This was especially appropriate for electors with disabilities who could vote at a time that was most convenient to them. By allowing persons with disabilities to vote from any location and through Internet or Telephone methods, there was an increase in the capability for the voter to vote without any assistance. This in turn provided persons with disabilities the same independence and privacy in participating in the election as other voters. The Voter Help Centres were made as accessible as possible for voters requiring assistance. The route to the entrance of the Voter Help Centre at the Customer Service Centre was kept unobstructed and accessible. The route was wide enough to allow for an individual using a wheelchair, scooter, other assistive device, or service animal to travel safely. Doors into the Voter Help Centre were accessible and easy to open for the duration of the Voter Help Centre hours. Routine checks of entrance and exit routes were made throughout the hours of operation. Further, accessible parking was available at the Voter Help Centre. The Voter Help Centre at the Town Corporate Office was also kept unobstructed and accessible. The route to the office was by means of an elevator and all doors leading to the office have accessibility features for ease of entrance. For persons with disabilities that required assistance in the voting process, Staff at the Voter Help Centre were available to assist throughout the voting period. Alternatively, pursuant to the Town Accessibility Plan and 2018 Town Election Policies and Procedures, people with Page 147 of 255 Page 3 / 4 CAO disabilities were permitted to be accompanied by a support person, during the voting process itself. In order to assist, a designated support person and/or ‘Friend of the Voter’ was administered an oath of secrecy/confidentiality by an Election Official prior to providing such assistance. The majority of assistance provided was through an election worker who also swore an oath of secrecy/confidentiality by the Returning Officer prior to the election process commencing. Tillsonburg also offered 4 touch screen tablets at the advance polls and 8 touch screen tablets on Election Day at the poll. Touchscreen devices are easy to see and use for those with dexterity issues and those who are not familiar with computers and maneuvering a mouse. This feature allowed for a more accessible device at all voting locations throughout the voting period. FINANCIAL IMPACT/FUNDING SOURCE N/A COMMUNITY STRATEGIC PLAN (CSP) IMPACT Section 1 – Excellence in Local Government 1.3 Demonstrate accountability – Citizens are aware of accessibility initiatives supported by Council. Page 148 of 255 Page 4 / 4 CAO Report Approval Details Document Title: CLK 18-33 Municipal Election Accessibility Report.docx Attachments: - Municipal Election Accessibility Plan 2018.docx Final Approval Date: Nov 17, 2018 This report and all of its attachments were approved and signed as outlined below: David Calder - Nov 17, 2018 - 10:27 AM Page 149 of 255 2018 Town of Tillsonburg Municipal Election Accessibility Plan Page 1 of 9 Town of Tillsonburg 2018 Municipal Election Accessibility Plan Page 150 of 255 2018 Town of Tillsonburg Municipal Election Accessibility Plan Page 2 of 9 Contents 1. INTRODUCTION ...................................................................................................... 3 2. OBJECTIVES ........................................................................................................... 3 3. DEVELOPMENT OF THE PLAN .............................................................................. 3 4. VOTING METHODS ................................................................................................. 4 5. VOTING LOCATION(S) ............................................................................................ 7 6. VOTING ASSISTANCE ............................................................................................ 7 7. COMMUNICATION .................................................................................................. 8 8. CANDIDATES .......................................................................................................... 9 9. REPORTING ............................................................................................................ 9 Page 151 of 255 2018 Town of Tillsonburg Municipal Election Accessibility Plan Page 3 of 9 1. INTRODUCTION This plan will address the specific accessibility requirements in relation to the 2018 Municipal Election in the Town of Tillsonburg. The Town of Tillsonburg has made great efforts in promoting a barrier free community. In an effort to ensure that the 2018 Municipal Election is consistent with the core principles of the Accessibility for Ontarians with Disabilities Act, 2005, this planning document was developed in advance of the election in order to identify measures to be taken and reported to Council following the election. 2. OBJECTIVES This plan is intended to highlight measures that the Town of Tillsonburg will be implementing to ensure equal opportunity for all electors and candidates. These objectives include: That persons with disabilities are able to independently cast their vote and verify their selection. That persons with disabilities have full and equal access to all information on where and when to vote and on eligible candidates. That persons with disabilities can fully participate in the Municipal Election as an elector, candidate, or election official. That efforts are made to ensure that electors with disabilities are aware of the accessibility measures available via channels such as the newspaper, media launches, the Town of Tillsonburg website and social media. That all advanced polling locations and Voter Help Centre locations are accessible. 3. DEVELOPMENT OF THE PLAN This Plan is a “living” document which will be improved and updated as best practices are identified and new opportunities for improvement arise. In order to develop the plan below, several steps were taken in order to ensure that the statutory requirements were met and a feasible implementation plan is in place. During the development of the 2018 Municipal Election Accessibility Plan, the following steps shall be implemented: Review and analysis of documents, policies and other supporting materials from AMCTO, neighbouring municipalities, the Ministry of Municipal Affairs and Housing, technology suppliers and other various stakeholder groups. Page 152 of 255 2018 Town of Tillsonburg Municipal Election Accessibility Plan Page 4 of 9 Establish staff training standards and practices directly related to the Election to ensure that people with disabilities are able to vote in a positive customer service environment, and ensure that all Election Officials recognize that a voter’s needs shall be accommodated. 4. VOTING METHODS The 2018 Town of Tillsonburg Municipal Election method is eVoting and the Clerks office will be working with Intelivote Systems Inc. to provide eVoting services to eligible voters. This includes the convenience and independence of voting from anywhere via telephone, internet or in-person at a polling/voting station during the October 12 – 22, 2018 voting period. Everyday tools like computers, tablets, telephones and other devices can present accessible opportunities for persons with disabilities to accomplish more, while being consistent with the principles of independence, dignity, integration and equal opportunity. The Intelivote Voting System provides voters with the capability to vote from the comfort of their own home. Voting from home facilitates the voting process for persons with disabilities who may have mobility restrictions, visual impairment, and/or have a difficult time with transportation. Additionally, persons who have assistive devices set up in their homes can now use them to assist with casting a vote privately and independently. By allowing persons with disabilities to vote from any location and from a selection of methods, there is an increase in the capability for the voter to vote without any assistance. This provides persons with disabilities the same independence and privacy in participating in the election as other voters. If persons with disabilities do require assistance in the voting process, trained Election Officials will be present at in-person voting locations offered across the Town of Tillsonburg throughout the voting period. 4.1 Telephone Voting Eligible voters may vote using a touch-tone telephone, and the toll-free telephone number, date of birth, and PIN number contained in their Voter Information Letter to access an audio ballot. Communications barriers can make it difficult for people to receive or convey information. Barriers may be identified as low volume, use of language that is not clear or plain, and confusing or unorganized menu options. The Intelivote telephone voting application provides the following: Service on all types of touch tone phones and wireless devices. Clear, plain language. Menu options that are easy to follow, advising when to select options and provision of confirmation of the voter’s selections. Page 153 of 255 2018 Town of Tillsonburg Municipal Election Accessibility Plan Page 5 of 9 Standard volume is used to allow for adjustment dependent of the telephone or device being utilized. 4.2 Internet Voting Eligible voters may vote online, using a smart phone, tablet device, gaming device or computer and any accompanying assistive devices or software, along with their date of birth and PIN and qualifying information, to access the internet address provided in their Voter Instruction Letter. The Intelivote System has been created to meet the Web Content Accessibility Guidelines (WCAG-2 Level AA), so that persons with disabilities can perceive, understand, navigate and interact with the online voting system. It is compliant with the guidelines of the World Wide Web Consortium website principles, which include organization, functionality and readability of information provided, as well as alternative ways of representing information, such as with audio. 4.3 In-person Voting at Voting Station(s) For those individuals without means to access voting via telephone or internet, or who require the assistance of a trained Election Official, several advance voting station(s) and Election Day voting station(s) will be open to provide in-person internet voting or assistance with telephone voting. Access to the voting station interior and voting area shall be level and slip-resistant. Any doormats or carpeting shall be level with the floor to prevent potential tripping hazards. The voting area shall be well lit and seating shall be available. Entrance corridors shall be clear of obstructions and tripping hazards and will allow sufficient space for use of a wheelchair or scooter. An accessible voting area will be available at each voting location. These areas shall be low in height and have a wide area to allow for individuals who use a wheelchair or scooter to vote independently and secretively. Voters may attend any voting station location throughout the voting period. The Town of Tillsonburg will be operating the following voting place location(s) during the Advance Voting Period: October 13- 1:00 p.m. to 5:00 p.m. October 20- 1:00 p.m. to 5:00 p.m. Tillsonburg Town Centre Mall 200 Broadway, Tillsonburg October 15- 10:00 a.m. to 4:00 p.m. Baldwin Place Recreation Centre 142 Weston Drive, Tillsonburg Page 154 of 255 2018 Town of Tillsonburg Municipal Election Accessibility Plan Page 6 of 9 October 16- 10:00 a.m. to 4:00 p.m. Hickory Hills Recreation Centre 48 Wilson Avenue, Tillsonburg October 17- 10:00 a.m. to 2:00 p.m. The Livingston Centre 96 Tillson Avenue, Tillsonburg October 18- 9:00 a.m. to 10:00 a.m. Maple Manor Nursing Home 73 Bidwell Street, Tillsonburg October 18- 10:15 a.m. to 12:00 p.m. Tillsonburg District Memorial Hospital 167 Rolph Street, Tillsonburg October 18- 1:00 p.m. to 2:00 p.m. Woodingford Lodge 52 Venison Street W, Tillsonburg October 18- 2:15 p.m. to 3:30 p.m. Tillsonburg Retirement Centre 183 Rolph Street, Tillsonburg October 19- 9:00 a.m. to 10:00 a.m. Harvest Crossing Retirement Community 15 Harvest Avenue, Tillsonburg October 19- 10:30 a.m. to 12:30 p.m. Seniors Non Profit Housing- Queen Street 53 Queen Street, Tillsonburg October 19 - 1:00 p.m. to 3:00 p.m. Seniors Non Profit Housing- Maple Lane 31 Maple Lane, Tillsonburg Voter Help Centres Town of Tillsonburg Corporate Office 200 Broadway, Suite 204 Tillsonburg Hours: October 12-21, 2018 8:30am to 4:30pm (Mon to Fri) Customer Service Centre 10 Lisgar Ave Tillsonburg Hours: October 12-22, 2018 8:00am to 5:00pm (Mon to Fri) Page 155 of 255 2018 Town of Tillsonburg Municipal Election Accessibility Plan Page 7 of 9 5. VOTING LOCATION(S) An accessibility assessment of each physical polling location will be conducted. The following considerations are taken into account when determining which location(s) will be used: 5.1 Accessible Route The name and/or address of the voting location shall be clearly visible. An easily navigable route will be marked for entry into the voting location and into the voting area within the location. The voting area shall be identified with clear and understandable signage. Seating areas shall be provided throughout the voting location for individuals needing a rest. 5.2 Entrance and Exit The route to the entrance of the voting location shall be unobstructed and accessible. The route shall be wide enough to allow for an individual using a wheelchair, scooter, other assistive device, or service animal to travel safely. Doors into the voting location and voting area shall be accessible and easy to open or shall remain propped open for the duration of the voting location hours. Routine checks of entrance and exit routes will be made throughout the hours of operation. 5.3 Parking Accessible parking shall be available at all voting locations. The designated parking space(s) shall be clearly marked with the international Symbol of Accessibility and will be on firm and level ground, close to the entrance of the voting location. By-law officers will monitor and enforce parking at voting locations throughout the day. 6. VOTING ASSISTANCE 6.1 Support Person Pursuant to the Town of Tillsonburg Telephone/Internet Voting Election Policy people with disabilities shall be permitted to be accompanied by a support person at any voting location. A designated support person will be administered an oath of secrecy/confidentiality by an Election Official prior to providing any such assistance. 6.2 Service Animals Pursuant to the Town of Tillsonburg Accessibility Policy individuals requiring service animals are permitted to be accompanied by a service animal at all voting locations. 6.3 Election Officials At in-person voting locations, upon request, Election Officials are available to assist any voter who requires assistance in casting their online or telephone vote. All individuals working in the capacity of an Election Official are formally appointed as such and administered an oath of secrecy prior to voting day. Page 156 of 255 2018 Town of Tillsonburg Municipal Election Accessibility Plan Page 8 of 9 7. COMMUNICATION The 2018 Municipal Election Accessibility Plan will be made available at the Clerk’s Office- 200 Broadway, Suite 204 and by way of the Town of Tillsonburg web site www.tillsonburg.ca. Alternative formats will be made available upon request. Information regarding the accessibility measures provided for the 2018 Municipal Election shall be included in general election advertising as well as in the 2018 Municipal Election Nomination Package. 7.1 Election Materials The Town of Tillsonburg is required, as per the Accessible Customer Service Standard, to provide a copy of a document to a person with a disability, or the information contained in the document, in a format that takes into account the person's disability. Alternate Formats Alternate formats are other ways of publishing information besides regular print. Some of these formats can be used by everyone while others are designed to address the specific needs of a user. The Town of Tillsonburg and the person with a disability may agree upon the format to be used for the document or information. In the event the information is not generated by the Town of Tillsonburg or is supplied by a third party, the Town of Tillsonburg will make every effort to obtain the information from the third party in an alternate format and/or will attempt to assist the Elector by providing assistive equipment. General Election Materials Large Print – Printed material generated by the Town of Tillsonburg will be provided in a Arial font, minimum 11 point, and can be made available in a font (print) size that is 16 to 20 points or larger. Website – Information generated by the Town of Tillsonburg on the website in relation to the election will be compliant with WCAG 2.0 Level A, and allow for assistive software to be utilized. In addition, website font can be adjusted within the browser’s functionality to aid the user in reading the information. 7.2 Service Disruptions From time to time and/or for unforeseen circumstances beyond the Town of Tillsonburg control, temporary service disruptions may be experienced. In the event of a temporary accessible service disruption, Election Officials will commit to making reasonable efforts to ensure that services are reinstated as quickly as possible and that alternative services are provided where feasible. Page 157 of 255 2018 Town of Tillsonburg Municipal Election Accessibility Plan Page 9 of 9 In these instances of service disruptions, the Town of Tillsonburg shall provide reasonable notice in the event of a planned or unexpected disruption in the facilities or services usually used by persons with disabilities. Notice of these temporary disruptions shall be provided in a conspicuous place and manner at the respective location(s) and information shall also be posted on the Town of Tillsonburg website. This notice shall include information about the reason for the disruption, its anticipated duration, and a description of alternative facilities or services, if available. Accessible services in relation to this plan include voting places, election materials and/or voting provisions for Electors with disabilities at the voting place. In the event of disruptions to service or unforeseen circumstances that affect the accessibility of voting places during the advance vote or on Election Day, notices of disruption will be posted in real time on the Town of Tillsonburg website. 8. CANDIDATES Candidates must also have regard to the needs of electors with disabilities. Campaign offices, election materials and canvassing should all be reviewed in order to ensure that they are fully accessible. The Accessibility Directorate of Ontario has released several quick reference documents to assist candidates with accessible elections considerations: Count Us In: Removing Barriers to Political Participation - Quick Reference Guide to Accessible Campaign Information and Communication Count Us In: Removing Barriers to Political Participation - Quick Reference Guide to Accessible Constituency, Riding Association, Central Party and Campaign Offices Count Us In: Removing Barriers to Political Participation - Quick Reference Guide to Accessible All Candidates Meetings 9. REPORTING Pursuant to Section 12.1 of the Municipal Elections Act, 1996, within 90 days after voting day, the Town Clerk shall submit a report to Council about the identification, removal and prevention of barriers that affect electors and candidates with disabilities. Page 158 of 255 Report Title Bylaw to Establish a Public Highway – Glendale Drive Report No. DCS 18-38 Author Cephas Panschow Meeting Type Council Meeting Council Date November 26, 2018 Attachments Page 1 / 4 Bylaw to Establish a Public Highway – Glendale Drive RECOMMENDATION THAT Council receive Report DCS 18-38 - Bylaw to Establish a Public Highway – Glendale Drive; AND THAT a by-law be brought forward to establish Part 2, Plan 41R-9692 as a Public Highway. EXECUTIVE SUMMARY The purpose of this report is to seek Council approval to establish a property owned by the Town and adjacent to Glendale Drive in the Town of Tillsonburg as a public highway. The property was retained as a road widening as part of the sale of the 1 Parkside Drive property to Tillsonburg Properties for Community Living (TPCL). BACKGROUND As detailed in Report DCS 18-32 Offer to Purchase – 1 Parkside Dr, Tillsonburg Properties for Community Living agreed to provide a road widening up to five (5) metres off the property they were purchasing from the Town. The road widening is described as Part 2, Plan 41R-9692, as shown in Figure 1 below. Upon closing, TPCL’s lawyer advised that a road establishment bylaw would be required for Part 2 as otherwise their client would continue to not have legal access to their property. This bylaw is being brought forward to establish Part 2 as a public highway thereby enabling legal access from Glendale Drive to the 11 Glendale Drive property. Page 159 of 255 Page 2 / 4 CAO Figure 1: Subject Property – Part 2, Plan 41R-9692 FINANCIAL IMPACT/FUNDING SOURCE There is no financial impact relating to this report. COMMUNITY STRATEGIC PLAN (CSP) IMPACT Not Applicable Page 160 of 255 Page 3 / 4 CAO Page 161 of 255 Page 4 / 4 CAO Report Approval Details Document Title: Report DCS 18-38 - Bylaw to Establish a Public Highway - Glendale Drive.docx Attachments: Final Approval Date: Nov 19, 2018 This report and all of its attachments were approved and signed as outlined below: David Calder - Nov 19, 2018 - 9:59 AM Page 162 of 255 Report Title Bylaw to Close a Public Highway and Authorize a Conveyance – Brookside Lane Report No. DCS 18-40 Author Cephas Panschow Meeting Type Council Meeting Council Date NOVEMBER 26, 2018 Attachments Page 1 / 5 RECOMMENDATION THAT Council receive Report DCS 18-40 – Bylaw to Close a Public Highway and Authorize a Conveyance – Brookside Lane; AND THAT a By-law be brought forward to close a portion of Brookside Lane, described as Part 1, Plan 41R-9642, as a Public Highway; AND THAT Part 1, Plan 41R-9642, be re-conveyed back to the developer; namely, Broadway Estates Inc. EXECUTIVE SUMMARY The purpose of this report is to seek Council approval to close a portion of Brookside Lane and re-convey the lands back to the developer. The property was conveyed to the Town with the intent that it be developed as a future road as part of the requirements for the approval of the Brookside Plan of Subdivision. The Town has determined that these lands are no longer required for a public highway and should be transferred back to the developer. BACKGROUND On April 23, 2018, Council approved the following resolution: THAT Council receive Report DCS 18-16 Surplus Land Declaration – Brookside Lane; AND THAT the public road, described as part of Part 4, Plan 218 (West end of Brookside Lane at Quarter Town Line), be closed; AND THAT the property, described as part of Part 4, Plan 218, be declared surplus to the needs of the Town of Tillsonburg in accordance with Bylaw 3549 – Sale of Real Property Policy. Subsequent to this, notice to the public has been completed and staff is bringing back this report in order to close this portion of Brookside Lane as a public highway and convey the lands back to the developer. Page 163 of 255 Page 2 / 5 In order to enable the development of the property, the Town’s Planner will be including a rezoning of the property back to residential as part of a larger consolidation of the Zoning Bylaw in early 2019. The property transfer will take place once the property has been rezoned. Figure 1: Subject Property – Part 1, Plan 41R-9642 (Brookside Lane) CONSULTATION/COMMUNICATION In accordance with the Town’s Sale of Real Property Policy, a sign was posted on the property in July 2018, a notice was published to the Town’s website and advertised in the Tillsonburg News (Town Update page). Page 164 of 255 Page 3 / 5 One comment was received from a neighbourhood resident as summarized below with the Town’s response. Concern Response Concerned about increase in traffic as Brookside Subdivision fills in and need for an additional outlet Concerned about safety of children due to increased traffic This land transfer was not initiated for additional development, but rather for improved traffic management along the QTL corridor being an arterial roadway. Glendale is designated as a collector roadway and as such traffic should be directed to Glendale for residents to reach their destination on local streets. The increase in traffic along Glendale as a result of this land transfer will be minimal and will not exceed the design capacity of the collector roadway of Glendale. Town staff also reviewed the matter of the re-conveyance of the lands back to the developer with the Town’s solicitor (Duncan Linton LLP) who advised that it is their opinion that the re- conveyance of the lands back to the developer is permitted by the Planning Act and there is nothing improper with such re-conveyance. They also advised that this re-conveyance is different and outside the scope of the Sale of Real Property Policy as that policy governs the “sale” of land and the concept of a “sale” is different from a re-conveyance in that the former is the transfer of property for a price. Further, Duncan Linton advise that the Town make an explicit statement within the authorizing bylaw that the re-conveyance for nominal consideration is made pursuant to the provisions of the Planning Act and that the Town’s Sale of Real Property Policy does not apply to this transaction. This statement has been included in the applicable bylaw. FINANCIAL IMPACT/FUNDING SOURCE There is no financial impact relating to this report. COMMUNITY STRATEGIC PLAN Not applicable. Page 165 of 255 Page 4 / 5 Page 166 of 255 Page 5 / 5 Report Approval Details Document Title: Report DCS 18-40 Bylaw to Close a Public Highway and Authorize a Conveyance - Brookside Lane.docx Attachments: Final Approval Date: Nov 21, 2018 This report and all of its attachments were approved and signed as outlined below: David Calder - Nov 21, 2018 - 12:42 PM Page 167 of 255 1 Cephas Panschow From:jd.mcdonald@email.com Sent:July-05-18 11:49 AM To:Cephas Panschow Subject:Brookside Lane Transfer Mr. Panschow, After reading the notice regarding the transfer the municipal right of way portion of Brookside Lane (Property on Plan 41M-218, and more specifically, as Part 1, Plan 41R-9642) back to the developer, I wish to make a comment for consideration. I am a property owner and resident of Tillsonburg living at 122 Glendale Drive. This address is located on the north side of Glendale Drive between Allen Street and Lyndale Street just east of Quarter Town Line Road. I am disappointed that this transfer is being contemplated. With the new houses now being built and occupied on Allen, Belmont and Brookside the amount of traffic has increased dramatically on Glendale as the new residents and their visitors coming from Quarter Town Line Road use Glendale as the main access to their homes. Cars turn off Quarter Town Line onto Glendale and turn at Allen to get to their destination. Not only has the number of cars increased but the carelessness of the drivers is disconcerting as they turn, seemingly without care for the children, pedestrians or other vehicles, onto Allen. Originally it was a source of hope that when Brookside was put through to Quarter Town Line Road some of the vehicular traffic on Glendale would be reduced as it would be an alternate direction for the residents to use as the more direct route to their homes. This may no longer be true. Instead, the flow of vehicles on Glendale may only increase as additional homes are built. Of additional, concern is the safety of the children who walk in both directions along Glendale to get one or other of the several schools in the area. Although they use the sidewalk on the south side of the street they tend to walk abreast of each other trickling out onto the road. While it is true that they shouldn’t be walking on the road they tend to be more concerned with their friendships than the cars racing by. Since many of these children also live in the Allen/Belmont/Brookside area they meander along the south side of Glendale and turn north crossing Glendale onto Allen without thinking about looking for cars that have just turned onto Glendale. It is my concern that by returning the land back to the developer there may be little concern for the traffic patterns on Glendale and more interest in increased housing development. I certainly don’t object to new developments but I do get concerned when that development has negative impact on adjacent areas. Instead, I would urge the Town to look again at this transfer and, if it should still be deemed a wise move to make the transfer, put a condition on it. Require the developer NOT to turn Brookside into a dead-end cul-de-sac but to make it a requirement to continue with the road construction through to Quarter Town Line Road and to develop only the property on the north and south sides of Brookside as is reasonably prudent. Thank you for allowing me to make these comments and for taking them into consideration. I appreciate the challenge associated with balancing new development, citizens concerns, and the welfare of the Town, and trust due diligence will result in a better neighbourhood for us all. -- David McDonald 122 Glendale Drive Page 168 of 255 2 Tillsonburg, ON N4G 5V9 226-231-7654 jd.mcdonald@email.com Page 169 of 255 Report Title CUSTOMER SERVICE DELIVERY MODEL REPORT Report No. FIN 18- 26 Author Dave Rushton, Director of Finance Meeting Type Council Council Date November 26, 2018 Attachments Customer Service Delivery Report Page 1 / 9 CUSTOMER SERVICE DELIVERY MODEL REPORT RECOMMENDATION THAT Council receives report FIN 18- 26 Customer Service Delivery Model Update for information. EXECUTIVE SUMMARY The 2017 & 2018 Business Plans for the Finance Department included the creation of a Customer Service Delivery Model. This report documents the services the Town of Tillsonburg delivers, the service delivery departments and where the service delivery facilities are and what takes place in each location. BACKGROUND Over the past few years, Council has been desirous of knowing whether the Town has an effective service delivery model that balances the public’s needs and the Town’s fiscal reality. In the past, staff has done research into service delivery in certain areas such as the customer service centre. A comprehensive review of services has now been completed and staff reviewed all of the points of contact where the public interacts with the Town. Each department supplied some information and the Director of Finance and Finance Staff interviewed a variety of staff involved in customer service. The types of services and the various hours of operation at each of the physical locations were reviewed as well as the various methods of payment for these services. Interactions with the public at their homes or businesses and public places were also reviewed. In addition, as a connected community, it was imperative that the Town identify how it interacts with the public in this digital age through electronic means. As part of the 2017 and 2018 budgets and business plans, several software and web enhancements are being implemented to improve customer service. This report looks at new technology as well as customer service techniques that improve the taxpayer’s experience. As part of staff’s continual improvement, changes were made to process as issues arose. The Customer Service Centre is an active centre for financial payments with over 35,000 transactions per year. Utility payments account for 46% of these. This payment service is contracted to Oxford County and Tillsonburg Hydro (THI). The staff in this facility serves as the primary contact for taxpayers and customers by phone and mail. Significant improvements in service provision to THI took place in 2017. In 2016 the phone calls were only answered in the first 30 seconds 64% of the time. This improved in 2017 with 84% of about 9,000 calls being answered while still prioritizing the customers at the counter. Staff was provided additional training and resources. About 100 people per month are moving into or around Page 170 of 255 Page 2 / 9 CAO Town and are assisted in the set-up of accounts for tax, water, wastewater, taxes and other services. There are 8,500 visits per year to pay taxes or get tax certificates and close to 5,000 transactions for the purchase of bag tags and blue boxes. 1,500 people pay for their building permits and 4,000 are getting pet licenses at the counter. 500 people pay parking tickets and many others are getting other licenses and registrations. The Key Performance indicators for 2017 are shown below: CC* Indicators TELEPHONE TOWN Total Transactions answered CC*19,023 # of direct calls presented 14,015 # of direct calls answered 12,348 # of Abandoned calls 801 % Abandoned calls 5.7% # of Calls answered in 30 sec 9,823 % of calls answered in 30 sec 80% HYDRO Total Transactions answered CC*8,949 # of direct calls presented 7,371 # of direct calls answered 6,766 # of Abandoned calls 177 % Abandoned calls 2.4% # of Calls answered in 30 sec 5,689 % of calls answered in 30 sec 84% TOTAL 2017‐ Key Performance 19,023 14,015 12,348 8015.7% 9,82380% 0 8,949 7,371 6,766 177 2.4% 5,689 84% Total Transactions answered CC* # of direct calls presented # of direct calls answered # of Abandoned calls % Abandoned calls # of Calls answered in 30 sec % of calls answered in 30 sec HYDRO Total Transactions answered CC* # of direct calls presented # of direct calls answered # of Abandoned calls % Abandoned calls # of Calls answered in 30 sec % of calls answered in 30 sec Page 171 of 255 Page 3 / 9 CAO Indicators SERVICE ORDERS Utility Payments 16,251 Requested Service Orders Entered by CS 5,290 Building Permits 1,516 Utility Calls Logged**4,077 Certificate Requests 750 Move In 1,155 Lottery Licence 45 Business Licence 41 Pet Licence 4,035 Bag Tags Transactions 3,921 Tax Payments 7,674 Blue Box/Compost/Rain 786 Parking Tickets 493 Burial Permit 53 Marriage Licences 114 Death Registrations 53 TOTAL 2017‐ Key Performance TRANSACTIONS‐POS Utility Payments 46% Building Permits 4% Certificate Requests 2% Lottery Licence 0% Business Licence 0% Pet Licence 11%Bag Tags Transactions 11% Tax Payments 22% Blue Box/Compost/Rain 2% Parking Tickets 2% Burial Permit 0% Marriage Licences 0% Death Registrations 0% Utility Payments Building Permits Certificate Requests Lottery Licence Business Licence Pet Licence Bag Tags Transactions Tax Payments Blue Box/Compost/Rain Parking Tickets Burial Permit Marriage Licences Death Registrations Page 172 of 255 Page 4 / 9 CAO As of August 2018, T-GO Transit tickets are now sold through the CSC. RECOMMENDATIONS During the last year while this report and review was in progress, the following software programs have been acquired to connect with the Town’s customers; LEGEND: Replacing “CLASS”, this program will enhance the customer experience when choosing from the breadth of products and experiences offered by the Recreation, Culture and Parks department. E bill: Allows the customer to go paperless and receive their tax bill through an email. Virtual Town Hall: This online service gives the customer and their representative’s access to tax and account receivable balances, order tax certificates and make payments. MESH: Replacing Active Citizen Requests, This software will take customer service requests all the way to a work order documenting the labour and materials used to address the service. US Bank Purchasing Cards: The use of staff purchasing cards to purchase materials has improved the process with local businesses that carried accounts for the Town. These business customers are now paid immediately when the Town makes purchases from them. Great Plains Accounting Software: This process of receipting show credit and debit charges from the Town of Tillsonburg not a third party organization in B.C. Amanda: This product is being acquired in partnership with Oxford County and will be replacing our current building permit software and add other features that can include business and lottery licensing. All of these features are referenced by the property address. The County will use this software to document planning activities as well. Silverblaze: Replacing E-Care, This will allow Utility customers (electrical, water & wastewater) to access their account information on line, monitor their usage and pay their bills. Ticket Tracer: This is an online method for paying parking and other tickets. DocuPet: This web based program is designed to make licensing pets quick and easy. Within 24 hours, DocuPet will send pet tags in the mail. Valid licenses also mean residents get year-round access to the Lost Pet System and the DocuPet Rewards Program. Bell Total Connect: This new telephone over the internet phone service will give a streamlined way to access staff as well as giving the public better access to staff when they are out of the office. Process and paperwork improvements have and will continue to be made: A new hydro and water bill is being developed with improved sizing, format and information. Need a check list for customers with high water usage Train all new residents on how they can use the Town website and assist customers on setting up accounts with user name and passwords. Supplemental Tax bills need an insert that if they pay through their mortgage company the bill needs to be forwarded to their mortgage holder. Page 173 of 255 Page 5 / 9 CAO Annualize the program for in-ground sprinkler systems so they do not need to be set up and closed each year. Have CSC staff set up new taxpayers on the new recreation software “Legends. The Town website is being updated with the service matrix that informs customers on the vast number of ways that they can carry out transactions with the Town. Hours of Operation The hours of operations for several communities are below. Tillsonburg offers longer weekday services than most of the other municipalities and it provides for online or at a bank options for most transactions that do not require staffs presence. In addition, Fire Communication staff is available 24 hours a day to deal with urgent customer needs. Therefore no changes in hours are being recommended. Tillsonburg Customer Service Centre Monday – Friday 8:00am - 5:00 pm East Zorra: Monday – Friday 8:30am - 4:30 pm Closed daily 12pm to 1pm Town of Ingersoll Monday – Friday 8:30am - 4:30 pm Norwich Monday – Friday 8:30am - 4:30 pm SWOX Monday – Friday 8:30am - 4:30 pm City of Woodstock Monday – Friday 8:30am - 4:30 pm Town of Aylmer Monday – Friday 8:30am - 4:30 pm Blandford-Blenheim Monday – Friday 8:30am - 4:30 pm Oxford County Monday – Friday 8:30am - 4:30 pm Norfolk County Monday – Friday 8:30am - 4:30 pm Erie Thames Power Monday – Friday 8:30am - 4:30 pm Woodstock Hydro: No office, now it is Hydro One Woodstock operation center that directs you to Hydro one phone number 1-888-664-9376 City of London: Page 174 of 255 Page 6 / 9 CAO Monday – Saturday - 8:30am – 4:30pm, Tuesdays 8:30am – 6:00pm Building inspections and Parks-Saturdays 8:30am – 4:30pm CONSULTATION A public consultation campaign was launched at the Home Show last spring. Questionnaires were available on line and hard copies were available at the Complex, Customer Service Centre, Corporate Office and Museum. The Theme for the consultation was “Are you connected?” Findings of all questionnaires are below: Demographics of Tillsonburg vs Demographics of Survey 72 % of respondents to the survey were over 55 years of age compared to the 49% that make up the Town’s overall population. One of the areas of questions was in regards to expanding online services. The results support the direction of making more services available on line. Page 175 of 255 Page 7 / 9 CAO Other interesting survey facts: 1. Of 161 survey submissions. 78 People have paid bills online. 2. Of 161 survey submissions, 64% wanted more online. 3. 96% were pleased with town online services. Page 176 of 255 Page 8 / 9 CAO FINANCIAL IMPACT/FUNDING SOURCE The study itself expended staff resources however there may be recommendations that impact both the 2018 and the 2019 Budgets. COMMUNITY STRATEGIC PLAN (CSP) IMPACT Creating a Customer Service Delivery Model demonstrates accountability to the taxpayers by creating an understanding of the services the Town delivers and ensuring the effective use of taxpayer dollars to implement these services. CONCLUSION Based on the results that were found, staff is not recommending changes to the activities or hours of operations at this time at the Customer Service Centre. The Tillsonburg Community Centre has requests for longer hours but does not have the resources to meet these requests. Continuous improvement that was strongly demonstrated during this review will continue to improve communications with the Town’s customers. Staff customer service training and performance monitoring will also continue. Fire Communications should have a business model developed to find when the optimal level of activity and revenue would allow this to be removed from the operational involvement of the Fire Chief and the Deputy Fire Chief. Overall the Town provides a large number of services in an effective manner and increasingly allowing residents to connect through the internet. Page 177 of 255 Page 9 / 9 CAO Report Approval Details Document Title: CUSTOMER SERVICE DELIVERY MODEL REPORT.docx Attachments: - All Tables Combined .pdf Final Approval Date: Nov 20, 2018 This report and all of its attachments were approved and signed as outlined below: David Calder - Nov 20, 2018 - 8:32 PM Page 178 of 255 Customer Service Delivery Model Understanding how customers interact with the Town of Tillsonburg Prepared November 21, 2018 Page 179 of 255 Customer Delivery Service Model 1.1 Town Departments by Location 1.2 Online Connections 1.3 Customer Service Locations 1.4 Services Provided by Department 1.5 Counter Transactions By Location Counter Transactions By Location – Summary 1.6 Online Transactions 1.7 Financial Institution Transactions 1.8 Mail Transactions 1.9 Telephone Transactions Page 180 of 255 1.1 Town Departments by Facility Location The table below shows Town departments and their location(s). Department Location(s) Chief Administrative Officer Corporate Development and Communications Services Corporate Customer Service Centre Finance Corporate Customer Service Centre Fire Fire Station Human Resources Corporate Hydro Operations and Tillsonburg Hydro *owned by Town of Tillsonburg Customer Service Centre Operations Airport Corporate Customer Service Centre Public Works/Fleet Facility Water Treatment Wastewater Treatment Recreation, Culture and Parks Annandale NHS Cemetery Corporate Lake Lisgar Waterpark Station Arts Centre Tillsonburg Community Centre Customer Service Delivery Model Page 181 of 255 1.2 Online Connections The Town of Tillsonburg provides many services 24 hours a day through the website and dispatch service. A summary of the software/systems facilitating these services is provided below: Software/System Description Legend Facilitates interaction with Recreation, Culture and Parks department, including program registration and credit card payments. *Replaces CLASS E-Bill Allows the customer to go paperless and receive their tax bill through email. Virtual Town Hall/E-Connect Allows the customer or their representative(s) access to tax and account receivable balances, order tax certificates and make payments. MESH Tracks customer service requests from initial request to a work order documenting the labour and materials used to address the service. *Replaces Active Citizen Response (ACR) Amanda Facilitates building permits, and can also process business and lottery licensing, as well as planning activities. All features are referenced by the property. *Replaces current building permit software and is being acquired in partnership with the County of Oxford. Silverblaze Allows utility customers to access their account information online, monitor their usage and pay bills. *Replaces E-Care Ticket Tracer Online method for paying parking tickets and other infractions DocuPet This web-based program makes licensing pets quick and easy. Within 24 hours on weekdays, staff will send pet tags in the mail. Having a valid licence also means residents get year-round access to the Lost Pet System and DocuPet Rewards Program. Bell Total Connect Telephone over internet phone service gives a streamlined way to access staff as well as giving the public better access to staff when they are out of the office. NOTE: The Town utilizes US Bank Purchasing Cards to ensure that local businesses are paid immediately. Customer Service Delivery Model Page 182 of 255 1.3 Customer Service Locations The Town of Tillsonburg has several facilities that provide customer service. These facilities are listed below. Location Hours Department Services Corporate Office 200 Broadway, Suite 204 Monday to Friday 8:30 AM to 4:30 PM •Mayor and Council •CAO •Clerks •Finance •Human Resources •Recreation, Parks and Culture •Operations •Development and Communication Services Customer Service Centre 10 Lisgar Ave. Monday to Friday 8:00 AM to 5:00 PM •Customer Service •Taxation •Hydro •Development Services (Planning, Building, Bylaw) •Water and Wastewater Annandale NHS 30 Tillson Ave. Monday to Friday 9:00 AM to 4:00 PM Saturday 1:00 PM to 4:00 PM •Museum •Archives Cemetery Simcoe Street/Townline Monday to Friday 9:00 AM to 1:00 PM •Customer Service •Burial Arrangements •Cemetery Maintenance •Parks Maintenance Community Centre 45 Hardy Ave. Customer Service Desk Monday to Friday 8:00 AM to 6:00 PM Saturday 10:00 to 1:00 PM Sunday 10:00 AM to 3:00 PM •Recreation programs •Aquatic programs •Facilities Management •Memorial Park •Senior Centre •Lake Lisgar •Lake Lisgar Waterpark Customer Service Delivery Model Page 183 of 255 Community Centre 45 Hardy Ave Health Club Hours Monday to Thursday 5:30 AM to 9:00 PM Friday 5:30 AM to 8:00 PM Saturday 8:00 AM to 5:00 PM Sunday 8:00 AM to 4:00 PM Fire Station 80 Concession St. E. Monday to Friday 8:30 AM to 4:30 PM •Fire Suppression •Fire Prevention •Fire Communication Lake Lisgar Waterpark 7 days a week 11:00 AM to 6:00 PM Father’s Day to Labour Day •Recreational swimming Public Works 20 Spruce Street •Roads and Fleet Maintenance Tillsonburg Regional Airport 244411 Airport Road •Café •Fuel •Maintenance •Flight School Customer Service Delivery Model Page 184 of 255 1.4 Services Provided By Department Department Overview Detail Airport Operations Oxford County’s only paved runway. Located in Southwest Oxford. •Café •Fuel •Maintenance •Flight School •Hangars Building Services Building services •Building permit applications •Sign permit applications •Building certificates •Zoning certificates •General reviews •Demolition of Gas Services prior to permit issuance •Residential Mechanical Ventilation design summary •Residential Mechanical Ventilation Record •Rough Grading-Foundation Control Certificate •Inactive Design Criteria Deposit Policy #3-006 By-Law Enforcement Conducts enforcement of various municipal by-laws. The objective of the By-Law Enforcement Officer is to attempt to obtain compliance through education and mediation. Where these efforts are not successful, fines and legal action may result. •Bylaw issues including zoning, parking, noise etc. •Animal bylaws, animal control and licensing CAO Provides overall management for municipal operations, advises and informs Council on operations and policy development, and is responsible for the implementation of Council’s policies, programs and directions •Overall day-to-day administration •Mayor speaks to policy issues, where CAO implements policy Clerk’s Office Provides an essential link between residents of Tillsonburg and Town Council. Also performs statutory duties as required under the Municipal Act, 2001, in accordance with other Acts and the bylaws of the municipality. •Council minutes and agendas •Business licensing •Bylaws •Certifies and seals corporate documents •Civil marriage officiant •Commissioner of Oaths services including: o Town Business Customer Service Delivery Model Page 185 of 255 Clerk’s cont’d Serves as corporate signing officer along with the Mayor. Commissioner of Oaths services include administration of an oath, affirmation or declaration in accordance with the Commissioners for Taking Affidavits Act o Legal Name Change Applications o Vehicle Ownership Transfers o Pension Purpose Attestations o Consent Letter for Travelling with a Child o Affidavit Waiving Vaccinations o Marital Status Affidavit Customer Service Provides direct contact with taxpayers for all Town services •Respond to customer inquiries and log issues for departmental response •Handle counter transactions for Hydro, Building, Planning, By-Law, Water & Wastewater, and Taxation Economic Development Offers wide variety of business support services •Finding sites •Getting approvals •Helping with employment fairs/recruitment •Submitting applications for government support programs •Providing information to assist in employee relocation efforts •Community tours •Communications/publicity assistance •Federal, provincial and county government liaison •Business retention and support programs •Business plan development Finance Department Responsible for all financial functions. •Accounts payable •Accounts receivable •Asset management •Banking •Budgeting •Council reporting on financial matters •Customer Service Customer Service Delivery Model Page 186 of 255 Finance cont’d •Information technology •Insurance •Payroll •Property tax billing and collection •Purchasing Fire and Rescue Services Fire Communications Provides emergency response and fire protection services to Tillsonburg, and to Oxford County through the Mutual Aid Association. Provides emergency 911 dispatch service to 17 communities in Ontario with a population of 130,000. •Building inspections •Burn permits •Fire investigation reports •File search •Application to sell consumer fireworks •Rental of training room •Equipment testing •Public relations •Public education •Emergency 911 dispatch 365 days of the year •Provides after-hours service for Tillsonburg Hydro and Town of Tillsonburg Human Resources Responsible for providing human resource services for approximately 230 full and part-time employees •Develop personnel policies and procedures •Health and safety initiatives •Training and development programs •Pay equity and compensation oversight and analysis including payroll processing •Benefits and pension administration •Labour relations and employee engagement •Recruitment and selection Customer Service Delivery Model Page 187 of 255 Operations (Engineering, Public Works and Water/Wastewater divisions) Operations cont’d Ensures that essential services (i.e. roads, bridges, sidewalks, water distribution, wastewater collection) are accomplished in a cost-effective, environmentally safe and sustainable manner. Ensures that services provided operate within the approved policies and procedures of the Town, and meet the goals established by Council. •Development application technical reviews •Oversight of municipal infrastructure projects including planning and budgeting •Project management for infrastructure projects •Administration of Town’s asset management plan (AMP) and geographic information system (GIS) •Road corridor management •Municipal engineering design, construction and development standards •Municipal infrastructure related studies, inspections, assessments and investigations •Airport operations •Fleet management and maintenance •Streetlight maintenance •Roadway, sidewalk, bridge and culvert maintenance •Traffic signal maintenance •Loose leaf collection •Winter maintenance •Public parking operations •Tree trimming •Oversight of water distribution and water collection infrastructure •Repairs, flushing and inspection •Underground locates •Inspection of connections Recreation, Culture and Parks Aquatics •Delivers high-quality aquatics programming and ensures facilities are safe Customer Service Delivery Model Page 188 of 255 Recreation, Culture and Parks cont’d Recreation Programs Business Services Culture and Heritage Facilities Parks and Cemetery •Offers programs for all ages, including youth •Supervises the Health Club, Squash Courts, and arenas •Facility bookings, bus trips, program registrations •Marketing programs and special event policies •Oversees Annandale NHS •Offers exhibits and programming •Ensures Tillsonburg’s history is collected and preserved •Partners with the Stations Arts Centre, Theatre Tillsonburg, Library and other community partners •Make sure all Town-owned buildings are maintained properly and kept in good condition •Provides year-round cemetery service •Maintains open spaces, sports fields, trails and other amenities Customer Service Delivery Model Page 189 of 255 Type Service Inquiries/Questions Application Cash Debit Cheque Credit Airport Property Tax ••• Building/Planning Building Certificate ••• Building/Planning Building/Demolition Permit •••• Building/Planning Minor Variance Application •••• Building/Planning Schedule Inspection Building/Planning Sign Permit ••• Building/Planning Sign Variance ••• Building/Planning Site Plan Application •••• Building/Planning Subdivision Development Application •••• Building/Planning Zone Change Application •••• Building/Planning Zoning Certificate ••• Business Business Licence •••• Business Sign Permit ••• Business Taxi Cab Licence •• Bylaw Animal Licence •••• Bylaw Parking Tickets ••• Clerk Civil Ceremonies •• Clerk Commissioner of Oaths •• Clerk Death Certificate ••• Clerk Freedom of Information Fee ••• Clerk Lottery Licence •••• Clerk Marriage Licence ••• Clerk Marriage Witness •• Engineering Certificate ••• Engineering Drawings ••• Engineering Easements ••• Engineering Maps ••• Finance All Town Invoices •••• Finance Insurance claims •• General Complaints • Planning Minor Variance ••• Planning Site Plan •• Planning Subdivision Development Fees •• Planning Zone Change •• Taxation Tax Certificate ••• Taxation Tax Payment ••• Taxation Tax Receipt Reprint ••• Transit T:GO passes •• Utilities Application for Service - Hydro •••• Utilities Bill Inquiries - Hydro ••• Utilities Bulk Water Invoice ••• Utilities Credit Reference Letter - Hydro • Utilities Home Assistance Program •• Utilities Ontario Electricity Support Program •• Utilities Utility Certificate ••• Utilities Utility Payment ••• Utilities Water Heater Rental (on utility bill)••• Utilities Water Meters ••• Utilities Water On/Off Requests ••• Utilities Water/Sewer Inspection Request • Utilities Yearly Transaction Report - Hydro • Waste Bag Tags ••• Waste Recycling Bins, Composters, Rain Barrels ••• Monday to Friday (8:00 AM to 5:00 PM) Hours 10 Lisgar Ave. Customer Service Centre Payment Methods Saturday (Closed) Sunday (Closed) 1.5 Counter Transactions by Location Customer Service Delivery Model Page 190 of 255 Type Service Inquiries/Questions Application Cash Debit Cheque Credit Voucher/Passes Recreation Advertising (Rinks or Fields)••••• Recreation Ball Diamonds •••••• Recreation Concession and Vending Machine • Recreation Dog Park • Recreation Facility Booking •••••• Recreation Gift Card/Voucher purchase ••• Recreation Lake Lisgar Waterpark Private Bookings ••••• Recreation Lake Lisgar Waterpark Season Pass ••••• Recreation Memberships (incl. Health Club, Aqua Fit, Pool)•••• • postdated monthly • pre-authorized monthly • Recreation Program registration ••••• Recreation Pump Track • Recreation Skate Park • Recreation Skate Shop • Recreation Skating ••••• Recreation Special Event Application •• Recreation Sports Hall of Fame •• Recreation Squash/Wally Ball ••••• Recreation Subsidy Program - FARE •• Recreation Subsidy Program - Jumpstart •• Recreation Swag Shop Purchase •••••• Recreation Tennis • Friday (8:00 AM to 6:00 PM) Saturday (10:00 AM to 1:00 PM) Sunday (10:00 AM to 1:00 PM) Payment Methods Saturday (10:00 AM to 1:00 PM) Sunday (Closed) Hours October to AprilJune to September Mon to Wed (8:00 AM to 6:00 PM) Thursday (8:00 AM to 7:00 PM) Friday (8:00 AM to 6:00 PM) Sunday (10:00 AM to 6:00 PM) Saturday (10:00 AM to 3:00 PM) Friday (8:00 AM to 6:00 PM) Community Centre - Front Desk 45 Hardy Ave April to June Mon to Wed (8:00 AM to 6:00 PM) Thursday (8:00 AM to 7:00 PM)Thursday (8:00 AM to 7:00 PM) Mon to Wed (8:00 AM to 6:00 PM) Customer Service Delivery Model Page 191 of 255 October to June June to October Mon to Thurs (5:30 AM to 9:00 PM)Mon to Thurs (5:30 AM to 9:00 PM) Friday (5:30 AM to 8:00 PM)Friday (5:30 AM to 5:00 PM) Saturday (8:00 AM to 5:00 PM)Saturday (8:00 AM to 2:00 PM) Sunday (8:00 AM to 4:00 PM)Sunday (8:00 PM to 1:00 PM) Type Service Inquiries/Questions Application Cash Debit Cheque Credit Recreation Aquatic Admissions •••• Recreation Lake Lisgar Waterpark Season Pass ••••• Recreation Memberships •••• • postdated monthly • preauthorized monthly Recreation Program Registrations ••••• Recreation Squash/Wallyball ••••• Recreation Swag Shop Purchase ••••• Hours Payment Methods Community Centre - Health Club Desk 45 Hardy Ave Customer Service Delivery Model Page 192 of 255 Type Service Inquiries/Questions Application Cash Debit Cheque Credit Airport Property Tax • Clerk Commissioner of Oaths exact only • Clerk Death Certificate exact only • Clerk Freedom of Information Request exact only • Clerk Marriage Ceremony (paid at CSC)yes yes Finance Farm Land Lease exact only • Finance Pay a Town Invoice exact only • Corporate Office 200 Broadway, Suite 204 Payment Methods Sunday (Closed) Saturday (Closed) Mon to Fri (8:30 AM to 4:30 PM) Customer Service Delivery Model Page 193 of 255 May to September October to April Mon to Sat (9:00 AM to 4:00 PM)Mon to Fri (9:00 AM to 4:00 PM) Sunday (Closed)Saturday (9:00 AM to 2:00 PM) Sunday (Closed) Type Service Inquiries/Questions Application Cash Debit Cheque Credit Tourism Brochures, maps, booklets • Tourism Community Event information • Tourism Information for Tillsonburg, Oxford County, Day Tripping, Ontario tourism)• Payment Methods Station Arts Centre 41 Bridge Street W. Customer Service Delivery Model Page 194 of 255 Type Service Inquiries/Questions Application Cash Debit Cheque Credit Recreation Daily Admission •••• Recreation Canteen/Snack Bar Purchase ••• Recreation Season Passes ••• Payment Methods Lake Lisgar Waterpark Address here Father's Day to Labour Day Daily (11:00 AM to 6:00 PM) Customer Service Delivery Model Page 195 of 255 Type Service Inquiries/Questions Application Cash Debit Cheque Credit Airport Farm Land Lease •••• Airport Fuel - (Self Serve) •• Airport Fuel (Full Serve)•••• Airport Hanger Fees •••• Airport Merchandise •••• Airport Property Tax • Payment Methods Tillsonburg Regional Airport 244411Airport Road Daily (8:30 AM to 5:00 PM) Self Serve Fuel (24 hrs) Customer Service Delivery Model Page 196 of 255 Type Service Inquiries/Questions Application Cash Debit Cheque Credit Cemetery Baskets/Wreaths ••••• Cemetery Cemetery Plot ••••• Cemetery Cemetery Records • Cemetery Columbarium Niches ••••• Cemetery Genealogical inquiries • Cemetery Interments and Disenterments ••••• Cemetery Marker/Foundation Services ••••• Cemetery Memorial Trees/Benches ••••• Cemetery Perpetual Care ••••• Payment Methods Tillsonburg Cemetery Simcoe Street Mon - Tues (9:00 AM to 1:00 PM) Thur - Friday (9:00 AM to 1:00 PM) Customer Service Delivery Model Page 197 of 255 Type Service Inquiries/Questions Application Cash Debit Cheque Credit Fire Building Inspections Fire Burn Permits Fire Fire Investigation Reports Fire File Search Fire Application to Sell Consumer Fireworks Fire Rental of Training Room Fire Fire Communication Service Fire Equipment Testing Fire Public Relations - including on-site tours, school visits, educational talks and participation in public events Payment Methods Tillsonburg Fire and Rescue Services 80 Concession Street E. Mon - Fri (8:30 AM to 4:30 PM) Customer Service Delivery Model Page 198 of 255 Type Service Inquiries/Questions Application Cash Debit Cheque Credit OPP Civil Fingerprints • exact change OPP Criminal Record Checks •• • exact change OPP Limited Detail Accident Report • Payment Methods OPP Detachment 90 Concession Street E. Mon to Fri (8:30 AM to 4:30 PM) Saturday (Closed) Sunday (Closed) Customer Service Delivery Model Page 199 of 255 January to June July & August September to December Mon to Fri (9:00 AM to 4:00 PM)Mon to Fri (9:00 AM to 4:00 PM)Mon to Fri (9:00 AM to 4:00 PM) Saturday (Closed)Saturday (12:00 PM to 4:00 PM)Saturday (Closed) Sunday (1:00 PM to 4:00 PM)Saturday (1:00 PM to 4:00 PM)Sunday (1:00 PM to 4:00 PM) Type Service Inquiries/Questions Application Cash Debit Cheque Credit Museum Art Sales •••• Museum Daily Admission/Guided Tour ••••• Museum Facility Rental ••••• Museum Memberships •••• Museum Merchandise •••• Museum Programs/Special Events ••••• Museum School Groups ••••• Payment Methods Museum 30 Tillson Ave. Customer Service Delivery Model Page 200 of 255 Type Service Inquiries/Questions Application Cash Debit Cheque Credit Transfer Station Large Item ••• Payment Methods Transfer Station 50 Newell Road Saturday (9:00 AM to 5:00 PM) *Large Item Depot Mon - Sat (9:00 AM to 5:00 PM) **Yard Waste Only Customer Service Delivery Model Page 201 of 255 Location Type Service Inquiries / Questions Application Cash Debit Cheque Credit Vouchers / Passes Airport Airport Farm Land Lease •••• Airport Airport Fuel - (Self Serve) •• Airport Airport Fuel (Full Serve)•••• Airport Airport Hanger Fees •••• Airport Airport Merchandise •••• Airport Airport Property Tax • Cemetery Cemetery Baskets/Wreaths •••••• Cemetery Cemetery Cemetery Plot ••••• Cemetery Cemetery Cemetery Records • Cemetery Cemetery Columbarium Niches ••••• Cemetery Cemetery Genealogical inquiries • Cemetery Cemetery Interments and Disenterments ••••• Cemetery Cemetery Marker/Foundation Services ••••• Cemetery Cemetery Memorial Trees/Benches ••••• Cemetery Cemetery Perpetual Care ••••• Community Centre - Health Club Recreation Aquatic Admissions ••••• Community Centre - Health Club Recreation Lake Lisgar Waterpark Season Pass ••••• Community Centre - Health Club Recreation Memberships (incl. Health Club, Aqua Fit, Pool)•••• • postdated monthly • preauthorized monthly Community Centre - Health Club Recreation Program Registrations ••••• Community Centre - Health Club Recreation Squash/Wallyball ••••• Community Centre - Health Club Recreation Swag Shop Purchase ••••• Community Centre - Main Desk Recreation Advertising (Rinks or Fields)••••• Community Centre - Main Desk Recreation Ball Diamonds •••••• Community Centre - Main Desk Recreation Concession and Vending Machine • Community Centre - Main Desk Recreation Dog Park • Community Centre - Main Desk Recreation Facility Booking •••••• Community Centre - Main Desk Recreation Gift Card/Voucher purchase ••• Community Centre - Main Desk Recreation Lake Lisgar Waterpark Private Bookings ••••• Community Centre - Main Desk Recreation Lake Lisgar Waterpark Season Pass ••••• Community Centre - Main Desk Recreation Memberships (incl. Health Club, Aqua Fit, Pool)•••• • postdated monthly • pre-authorized monthly • Community Centre - Main Desk Recreation Program registration •••• Community Centre - Main Desk Recreation Pump Track • Community Centre - Main Desk Recreation Skate Park • Community Centre - Main Desk Recreation Skate Shop • Community Centre - Main Desk Recreation Skating ••••• Community Centre - Main Desk Recreation Special Event Application •• Community Centre - Main Desk Recreation Sports Hall of Fame •• Community Centre - Main Desk Recreation Squash/Wally Ball ••••• Community Centre - Main Desk Recreation Subsidy Program - FARE •• Community Centre - Main Desk Recreation Subsidy Program - Jumpstart •• Community Centre - Main Desk Recreation Swag Shop Purchase •••••• Community Centre - Main Desk Recreation Tennis • Corporate. Office Airport Property Tax • Corporate. Office Clerk Commissioner of Oaths • exact change • Corporate. Office Clerk Death Certificate • exact change • Counter Transactions - Summary of All Facilities Customer Service Delivery Model Page 202 of 255 Corporate. Office Clerk Freedom of Information Request • exact change • Corporate. Office Clerk Marriage Ceremony (paid at CSC)yes yes Corporate. Office Finance Farm Land Lease • exact change • Corporate. Office Finance Pay a Town Invoice • exact change • Customer Service Centre Airport Property Tax ••• Customer Service Centre Building/Planning Building Certificate ••• Customer Service Centre Building/Planning Building/Demolition Permit •••• Customer Service Centre Building/Planning Minor Variance Application •••• Customer Service Centre Building/Planning Schedule Inspection Customer Service Centre Building/Planning Sign Permit ••• Customer Service Centre Building/Planning Sign Variance ••• Customer Service Centre Building/Planning Site Plan Application •••• Customer Service Centre Building/Planning Subdivision Development Application •••• Customer Service Centre Building/Planning Zone Change Application •••• Customer Service Centre Building/Planning Zoning Certificate ••• Customer Service Centre Business Business Licence •••• Customer Service Centre Business Sign Permit ••• Customer Service Centre Business Taxi Cab Licence •• Customer Service Centre Bylaw Animal Licence •••• Customer Service Centre Bylaw Parking Tickets ••• Customer Service Centre Clerk Civil Ceremonies •• Customer Service Centre Clerk Commissioner of Oaths •• Customer Service Centre Clerk Death Certificate ••• Customer Service Centre Clerk Freedom of Information Fee ••• Customer Service Centre Clerk Lottery Licence ••• Customer Service Centre Clerk Marriage Licence ••• Customer Service Centre Clerk Marriage Witness •• Customer Service Centre Engineering Certificate ••• Customer Service Centre Engineering Drawings ••• Customer Service Centre Engineering Easements ••• Customer Service Centre Engineering Maps ••• Customer Service Centre Finance All Town Invoices •••• Customer Service Centre Finance Insurance claims •• Customer Service Centre General Complaints • Customer Service Centre Planning Minor Variance ••• Customer Service Centre Planning Site Plan •• Customer Service Centre Planning Subdivision Development Fees •• Customer Service Centre Planning Zone Change •• Customer Service Centre Taxation Tax Certificate ••• Customer Service Centre Taxation Tax Payment ••• Customer Service Centre Taxation Tax Receipt Reprint ••• Customer Service Centre Transit T:GO passes • Customer Service Centre Utilities Application for Service - Hydro •••• Customer Service Centre Utilities Bill Inquiries - Hydro ••• Customer Service Centre Utilities Bulk Water Invoice ••• Customer Service Centre Utilities Credit Reference Letter - Hydro • Customer Service Centre Utilities Home Assistance Program •• Customer Service Centre Utilities Ontario Electricity Support Program •• Customer Service Centre Utilities Utility Certificate ••• Customer Service Centre Utilities Utility Payment ••• Customer Service Centre Utilities Water Heater Rental (on utility bill)••• Customer Service Centre Utilities Water Meters ••• Customer Service Delivery Model Page 203 of 255 Customer Service Centre Utilities Water On/Off Requests ••• Customer Service Centre Utilities Water/Sewer Inspection Request • Customer Service Centre Utilities Yearly Transaction Report - Hydro • Customer Service Centre Waste Bag Tags ••• Customer Service Centre Waste Recycling Bins, Composters, Rain Barrels ••• Fire Fire Application to Sell Consumer Fireworks • Fire Fire Building Inspections • Fire Fire Burn Permits • Fire Fire Equipment Testing • Fire Fire File Search • Fire Fire Fire Communication Service • Fire Fire Fire Investigation Reports • Fire Fire Public Relations - including on-site tours, school visits, educational talks and participation in public events •• Fire Fire Rental of Training Room •• Lake Lisgar Waterpark Recreation Canteen/Snack Bar Purchase ••• Lake Lisgar Waterpark Recreation Daily Admission •••• Lake Lisgar Waterpark Recreation Season Passes ••• Museum Museum Art Sales •••• Museum Museum Daily Admission/Guided Tour ••••• Museum Museum Facility Rental ••••• Museum Museum Memberships •••• Museum Museum Merchandise •••• Museum Museum Programs/Special Events ••••• Museum Museum School Groups ••••• OPP OPP Civil Fingerprints • exact change OPP OPP Criminal Record Checks •• • exact change OPP OPP Limited Detail Accident Report • Station Arts Tourism Brochures, maps, booklets • Station Arts Tourism Community Event information • Station Arts Tourism Information for Tillsonburg, Oxford County, Day Tripping, Ontario tourism)• Transfer Station Transfer Station Large Item ••• Customer Service Delivery Model Page 204 of 255 1.6 Online Transactions (using Town sites) 24 hours a day, 7 days a week Type Service Fillable Form Downloadable Form Online Payment Website Building/Planning Building / Demolition Permit •no Building/Planning Building Certificate •no Building/Planning Encroachment •no Building/Planning Minor Variance •no Building/Planning Sign Permit •no Building/Planning Sign Variance •no Building/Planning Site Plan Application ?no Building/Planning Subdivision Development Application no Building/Planning Zoning Certificate • Building/Planning Zoning Change •no Business Business Licence •no Bylaw Animal Licence •Credit Card www.tillsonburg.ca/pets Clerk Civil Marriage Package •no Clerk Report a Problem/Complaints •www.tillsonburg.ca Clerk Marriage Licence •no Clerk Post community event to website calendar •www.tillsonburg.ca Fire Public Relations Request •no www.tillsonburg.ca/firepr Recreation Program Registration •Credit Card tillsonburg.ca/Connect2Rec Taxation Tax Installment Payment Taxation Tax Receipt Reprint FREE eConnection link Utilities Application for Service •www.tillsonburghydro.ca Utilities Bill Payments www.tillsonburghydro.ca Utilities Streetlight Repair Request •no Waste Bag Tags •Credit Card www.tillsonburg.ca/bagtags Utilities Monitor hydro usage eCARE Utilities Open Hydro Account/ Apply for service •www.tillsonburghydro.ca Customer Service Delivery Model Page 205 of 255 1.7 Financial Institution Transactions Type Service Teller ATM Pre-Authorized Online Banking Telephone Banking Taxation Tax Installment Payment (debit)• quaterly or monthly; standalone or part of mortage payment •• Taxation Tax Installment Payment (cash)• Utilities Bill Payment (debit)•Variable or equalized • Utilities Bill Payment (cash)• Customer Service Delivery Model Page 206 of 255 1.8 Mail Transactions 24/7 customer access but will be processed during regular business hours Type Service Cash Cheque Credit Information Cash Cheque Credit Information Taxation Tax Installment Payment not advised •no no •no Taxation Tax Certificate no • Utilities Bill Payment not advised •no • Finance Town Invoices not advised •no • Business Business Licence Renewal not advised ••no • Clerk Complaints •• Museum Memberships no no •• CSC Dropbox Canada Post Customer Service Delivery Model Page 207 of 255 1.9 Telephone Transactions Type Service Inquiries/Questions Book/Log Cash Debit Cheque Credit Utilities Bill Inquiries • Clerk Complaints •• Tourism (Station)Event and venue information • Recreation Program Information • Recreation Register for Program Recreation Membership Information • Recreation Squash/Wallyball Court Booking •• Recreation Request for onsite service (call boxes)• Recreation Lake Lisgar Waterpark Weather update • Cemetery General inquiries • Fire Building Inspection Request (non-emergency)•• Fire Rental of training room (non-emergency number)•• Fire Equipment Testing (non-emergency number)•• Fire File search (non-emergency number)•• Fire Burn Permit (non-emergency number)• OPP Report to OPP officer (station phone)•• OPP Report to OPP officer (community phone)•• Museum Daily Admission/Guided Tours •• Museum Facility Rental •• Museum Program tickets ••• Museum School groups ••• Building/Planning Book inspection • Customer Service Delivery Model Page 208 of 255 Utilities Book inspection • Utilities Report a problem • Bylaw Report a problem / enforcement •• RCP Report a problem Recreation Facility Booking • Utilities Emergency Credit Card Payments to avoid disconnection (1-877-506- 3114) • Paymentus Utilities Request payment arrangements • Utilities On/Off Requests • Customer Service Delivery Model Page 209 of 255 Report Title Results for RFP 2018-004 Old Vienna Road Slope Stability Study Report No. OPS 18-33 Author Shayne Reitsma, Manager of Engineering Meeting Type Council Meeting Council Date November 26, 2018 Attachments None Page 1 / 3 RECOMMENDATION THAT Council receive Report OPS 18-33 Results for RFP 2018-004 Old Vienna Road Slope Stability Study; AND THAT Council award RFP 2018-004 to DST Consulting Engineers Inc. of Sudbury, ON at a cost of $67,272.52 (net HST included), the highest scoring proposal received; AND THAT Council authorize the use of Asset Management Reserves to fund the remaining project costs. SUMMARY In accordance with the 2018 Operations Business Plan a Request for Proposal (RFP) was issued to acquire the necessary consulting services to conduct a geotechnical and environmental investigation, develop and evaluate conceptual design alternatives, and provide detailed design of the preferred solution to ensure the protection of underground infrastructure and address the failing slope along Old Vienna Road. The RFP was advertised on the Tillsonburg website, the Tillsonburg News, Ebid Solutions and on Biddingo with a total of ten (10) proposals received, two (2) of which were disqualified for non-compliance with the RFP terms and conditions. Town staff reviewed and scored the proposals based on the scoring tool that was included in the RFP. The scoring tool is as follows: Corporate Qualifications and Experience 10 pts Project Team 10 pts Approach and Methodology 35 pts Schedule and Work Plan 15 pts Proposed Fee 30 pts Total Score 100 pts The proposed fees of all qualified proposals received ranged from $57,900 to $126,200 (net HST included). The scoring results from the Evaluation Committee are summarized in the table below: Page 210 of 255 Page 2 / 3 Proponent Total Score 1. DST Consulting Engineering Inc. 93 2. KGS Group Limited 86 3. Bo and Associates Inc. 83 4. Geomaple 76 5. GHD 74 6. Terraprobe 72 7. MTE 71 8. Sirati and Partners 70 9. WSP DSQ 10. DS Consultants Ltd. DSQ DST Consulting Engineering Inc. is the highest scoring proposal, provides the second lowest fee, and has strong background and experience relative to the entire scope of work for this assignment. Therefore, it is staff’s recommendation that DST Consulting Engineering Inc. be retained for this assignment. CONSULTATION/COMMUNICATION The Director of Operations, Managers of Engineering, and Manager of Public Works were consulted during the evaluation. FINANCIAL IMPACT/FUNDING SOURCE The recommended proponent’s fee of $67,272.52 (net HST included) to complete the scope of work for this assignment is $17,272.52 over the 2018 approved Capital Budget of $50,000 from Taxation. Staff are requesting that the budget shortfall be funded from the Asset Management Reserve which has $50,663 unallocated. COMMUNITY STRATEGIC PLAN This project supports Objective 2 – Economic Sustainability of the Community Strategic Plan by ensuring good stewardship through proper asset management and well-planned, well-built and well-maintained infrastructure. Page 211 of 255 Page 3 / 3 Report Approval Details Document Title: OPS 18-33 Results for RFP 2018-004 Old Vienna Road Slope Stability Study.docx Attachments: Final Approval Date: Nov 21, 2018 This report and all of its attachments were approved and signed as outlined below: Dave Rushton - Nov 19, 2018 - 4:09 PM David Calder - Nov 20, 2018 - 8:10 AM Donna Wilson - Nov 21, 2018 - 11:04 AM Page 212 of 255 Report Title A Memorandum of Understanding with the Tillsonburg Senior Centre Report No. RCP 18-39 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date November 26, 2018 Attachments Memorandum of Understanding RCP 18-31 - Transfer Payment Agreement - Seniors Active Living Centers Program Page 1 / 3 A Memorandum of Understanding with the Tillsonburg Senior Centre RECOMMENDATION THAT Council receives Report RCP 18-39 – A Memorandum of Understanding with the Tillsonburg Senior Centre; AND THAT Council approves the Memorandum of Understanding with the Tillsonburg Senior Centre and authorizes the Mayor and Clerk to sign the document; AND THAT a by-law is brought forward for Council to consider. EXECUTIVE SUMMARY At the Council Meeting of May 28, 2018, a delegation from the Tillsonburg Senior Centre (TSC) proposed an update to the Memorandum of Understanding (MOU) between the Town and the TSC. The matter was referred to staff for review, with the expectation that an updated MOU would be presented for Council consideration. This report recommends that Council approve a new MOU that reflects the amendments proposed by the TSC as well as bringing the MOU up to date. BACKGROUND The TSC Board of Directors has operated the TSC under a MOU with the Town since 2011. An Amendment to the MOU was adopted by both organizations in 2015 to increase the area used by the TSC. As of November 2018, the TSC had over 500 registered members. The proposed new MOU adjusts the funding formula that has been in place since 2011 to reflect changed circumstances for both the Town and TSC operations. The updated MOU increases the amount of the Seniors Active Living Centre funding that the Town flows through to the TSC. The existing MOU sets the amount at $31,000 per year, and the grant has remained at $42,700 for many years. The updated MOU increases the amount flowed through to the TSC to $34,000 or 80% of the value of the grant, whichever is greater. In addition, the updated MOU continues the support provided by the Town to the TSC for the software required to operate the TSC. Prior to 2018, this was provided in-kind, but since the Town stopped using the CLASS software, the TSC has had to invest in their own stand-alone software. Initially, the Town agreed to cover the cost of two seat licenses for 2018 and one in 2019. The delegation in May requested that Page 213 of 255 Page 2 / 3 A Memorandum of Understanding with the Tillsonburg Senior Centre Council maintain the two-license support, and the proposed MOU includes a funding agreement to support the current cost of those licenses, up to a maximum of $4,500 per year. Recognizing that the membership has a role to play in covering the costs for TSC operations, the Board of Directors of the TSC has advised their membership that they will be implementing a $5 increase from $35 to $40 to the annual membership fees for 2019. Staff recommends that Council adopt the new MOU as it clearly outlines the responsibilities of the Town and the TSC Board of Directors. FINANCIAL IMPACT/FUNDING SOURCE The updated MOU increases the ongoing cost to the Town of supporting the TSC beyond that previously agreed to. For 2019, current agreements would have the Town give the TSC $33,250, and $31,000 in 2020 and beyond. The proposed MOU increases the annual funding to $38,500 ($34,000 base grant and $4,500 software support). The Seniors Active Living Centre grant program provides the Town with $42,700 per year to support the operations of a senior centre. Over and above that amount, the 2018 Budget reflects an approved net impact to taxation to support the TSC of $100,200. COMMUNITY STRATEGIC 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 Page 214 of 255 Page 3 / 3 A Memorandum of Understanding with the Tillsonburg Senior Centre Report Approval Details Document Title: RCP 18-39 - A Memorandum of Understanding with the Tillsonburg Senior Centre.docx Attachments: - MOU - updated 2018 - Final.docx Final Approval Date: Nov 20, 2018 This report and all of its attachments were approved and signed as outlined below: David Calder - Nov 20, 2018 - 8:30 PM Page 215 of 255 Page 1 / 6 8433192719,,,MOU - updated 2018 - Final Memorandum of Understanding BETWEEN The Corporation of the Town of Tillsonburg (Hereinafter referred to as the “Town”) -and- The Board of Directors of the Tillsonburg Senior Centre operating as the Tillsonburg Senior Centre (Hereinafter referred to as “TSC”) Dated _______, 2018 WHEREAS the TSC and the Town wish to enter into this Memorandum of Understanding (MOU) pertaining to the management, operation, use and maintenance of the Senior Centre proper; AND WHEREAS this MOU supersedes all prior documents and agreements between the TSC and the Town pertaining to the Senior Centre; AND WHEREAS it is the desire of both parties that TSC enjoys and exercises maximum authority in the operation of a senior centre in accordance with the terms of this MOU, Now therefore in consideration of the mutual covenants of the parties set forth in this Agreement and other good and valuable consideration the receipt and sufficiency of which is hereby acknowledged, TSC and the Town agree as follows: 1. PURPOSE The purpose of this Agreement is to continue and expand a framework of cooperation between the Town and TSC for the provision of a senior centre in the Town of Tillsonburg to the benefit of its residents, those who live in the surrounding area and to visitors. 2. STATEMENT OF BENEFITS The benefits to the Town include: 1. A senior-friendly facility operated by seniors for seniors that includes safe and well- maintained multi-function spaces within the Tillsonburg Community Centre; Page 216 of 255 Page 2 / 6 8433192719,,,MOU - updated 2018 - Final 2. Quality and affordable programming for seniors available to the members and guests of TSC and visitors to the Town delivered by TSC staff, contracted instructors and volunteers; and 3. A local organization that is representative, accountable and transparent, and is able to provide knowledgeable input regarding Town initiatives that impact seniors in Tillsonburg. The benefits to the TSC include: 1. Financial, technical, and governance support for TSC operations; 2. Well maintained, multi-function spaces dedicated to the provision of senior-focused programming within a Town-owned and operated multi-use facility; and 3. Access to other non-dedicated space within and the Tillsonburg Community Centre and on nearby playing fields on a pre-arranged basis. 3. RESPONSIBILITIES The Town shall: 1. Allow TSC to occupy the Senior Centre component of the Tillsonburg Community Centre as shown in Schedule A throughout the term of this agreement; 2. Apply to the Province annually for the Seniors Active Living Centres Program funding, submit the annual financial reporting required to maintain eligibility, and flow through to TSC the agreed upon portion of the operating grant in a timely manner; 3. Maintain the property at 45 Hardy Avenue to Town standards including, but not limited to: a. Structural maintenance such as roof and all other exterior items; b. Snow removal; c. Sidewalk maintenance; d. Mechanical systems such as electrical and plumbing, range hood venting, kitchen fire suppression, heating and air conditioning systems; e. Life safety systems including fire, smoke & heat alarms; f. Regular interior janitorial maintenance, painting and repairs including any specialized areas of cleaning requested by TSC; g. Set up of tables and chairs for TSC programming and for rental functions arranged for by TSC; h. Security arrangements including internal and external keying systems and video surveillance; i. All utility costs for the space; j. General liability and property insurance on the premises. 4. Maintain the parks and gardens surrounding the Senior Centre at 45 Hardy Avenue; 5. Appoint the Director of Recreation, Culture & Parks as the ex-officio liaison between the Town and TSC Board of Directors; 6. In the spirit of cooperation, should the Town host staff-wide training, the Town will make every reasonable effort to advise TSC in advance to determine if their staff Page 217 of 255 Page 3 / 6 8433192719,,,MOU - updated 2018 - Final ought to participate. Generally, in the spirit of goodwill, the Town will not charge TSC for the training opportunities beyond the specific costs of the training (if any); and 7. Provide internet connectivity and VOIP phones to TSC through the internal network of the Tillsonburg Community Centre. TSC shall: 1. Be the employer of and shall exercise all daily management of TSC administrative and programming staff. Further, the Town assumes no liability relating to the staff of TSC; 2. Provide, train and manage staff to ensure the high quality of programs and safety for the participants in programs offered by TSC through a combination of full-time, part-time and volunteer staff; 3. Provide annual financial statements and cash balances to the Town no later than March 31 of each year. 4. Maintain tenant insurance for TSC-owned contents of the space (Chattels); 5. Maintain liability insurance of at least $5,000,000 for the operations of TSC, with the Corporation of the Town of Tillsonburg named as additional insured; 6. Contribute to planning for long-term capital projects related to the facility in liaison with the Town; and 7. Submit maintenance requests (janitorial, electrical, HVAC, plumbing, etc.) electronically for inclusion with the normal day to day operations of the Tillsonburg Community Centre building. 4. USE OF FACILITIES 1. The space designated as the Senior Centre is shown on the attached Schedule A. 2. The space designated as the Senior Centre can be used at no cost by TSC during daytime and evening hours whenever the Tillsonburg Community Centre is open. 3. An annual schedule of specific holidays when the entire building will be closed will be provided to TSC. 4. The Town will provide TSC with a walk-in storage closet in the Squash Court Mezzanine Area. 5. TSC can generate revenue for their operation by renting their rooms out as availability permits. TSC will self-manage the rentals that are within the Senior Centre proper. All Town policies must be complied with (i.e. Municipal Alcohol Policy, Concussion Policy). 6. The Seniors Centre Auditorium, Crafts Room, Rotary Room B, lower bowling area and Board Room may be rented to outside parties or used for Town purposes from time to time during non-TSC use periods. These rentals will be arranged by Town staff and coordinated with TSC administrative staff to ensure minimal impact on TSC programming. 7. The Town agrees to allow the Senior Centre to book the Lions Auditorium for up to 4 events in a year at no charge in exchange for Town being able to book the Senior Page 218 of 255 Page 4 / 6 8433192719,,,MOU - updated 2018 - Final Centre’s Auditorium for up to 4 events in a year at no charge. Scheduling of the bookings is to be coordinated through the usual booking procedures. One ‘event’ would be considered as consisting of one full day booking plus one day for set-up if needed. 8. The Town agrees to allow TSC to use the Optimist Ball Diamonds for senior-focused ball programming at no cost. A seasonal contract for use of the diamonds will be required as per the Town’s normal seasonal field usage practices. 9. TSC shall provide (preferably in electronic format) the Town’s Manager of Parks & Facilities with set-up and tear-down requirements on a monthly basis. The Town staff will provide or arrange for setup and take-down of chairs, tables, equipment, etc., in the meeting or activity rooms and areas, and will also be responsible for cleaning after third party rentals. The labour requirements of this arrangement will be reviewed as needed to ensure its fairness to both parties. 5. TRANSFER PAYMENTS 1. Beginning with the Town’s 2019 fiscal year, the Town agrees to transfer funds to the Senior Centre on a quarterly basis equal to: a. 80% of the senior centre operating grant received from the Province or $34,000 on an annual basis, whichever is greater; b. In recognition of no longer being able to provide access to the Town’s Recreation Management Software, the Town will contribute an amount equal to the cost of TSC maintaining their own RMS application up to a maximum of $4,500 per year. 6. AMENDMENTS Amendments within the scope of this Memorandum of Understanding shall be made by the issuance of a written modification, signed and dated by all parties, prior to any changes being performed and by mutual consent of the parties. Returned email confirmation by the signing parties is also an acceptable form of amendments should the matter be time sensitive in nature. 7. PARTICIPATION IN SIMILAR ACTIVITIES This instrument in no way restricts the Town from carrying out senior-focused programming or partnering with with other public or private agencies, organizations and individuals to provide senior-focused programs and/or facilities. 8. EFFECTIVE DATE This Service Agreement is effective upon signature of the parties and will remain in effect until terminated as provided for under the subsequent section. This agreement will be reviewed during the second year of each term of Council. Page 219 of 255 Page 5 / 6 8433192719,,,MOU - updated 2018 - Final 9. TERMINATION This Service Agreement may be terminated by either party at any time provided one calendar year of Notice is given, delivered in writing as per Section 10 of this agreement. 10. NOTICES All notices, requests, directions or other communications (" Notices") required or permitted herein will be in writing and will be delivered to the parties hereto respectively as follows: If to the Town of Tillsonburg: The Corporation of the Town of Tillsonburg 200 Broadway, 2nd Floor Tillsonburg, ON N4G 5A7 t) 519-688-3009 ext. 3224 f) 519-842-9431 Attn: Clerk If to the TSC Tillsonburg Senior Centre 45 Hardy Ave Tillsonburg, ON N4G 3W9 t) 519-842-6151 IN WITNESS WHEREOF the duly authorized officers have executed this Memorandum of Understanding as of the date first written. The Corporation of the Town of Tillsonburg By: Name: Stephen B. Molnar Title: Mayor of Tillsonburg By: Name: Donna Wilson Title: Clerk Date: We have authority to bind the Corporation. The Board of Directors of the Tillsonburg Senior Centre By: Name: Gayle Vermeesch Title: President By: Name: Carlton Ross Title: Treasurer Date: We have authority to bind the Organization Page 220 of 255 Page 6 / 6 8433192719,,,MOU - updated 2018 - Final “Schedule A” Page 221 of 255 Report Title Awarding RFT 2018-011 TOWN OF TILLSONBURG – HOUSEKEEPING SERVICES Report No. RCP 18-36 Author Corey Hill, Manager of Parks & Facilities, RCP Meeting Type Council Meeting Council Date November 26, 2018 Attachments Page 1 / 5 11111211044,,,RCP 18-36 - Awarding RFT 2018-011 Housekeeping Services RECOMMENDATION THAT Council receives Report RCP 18-36 – Awarding RFT 2018-011 TOWN OF TILLSONBURG – HOUSEKEEPING SERVICES; AND THAT Council award janitorial services contracts for January 1-July 31, 2019 with options to extend for up to four 1-year periods at the rates submitted through the tender process; AND THAT Council award a janitorial services contract for Annandale National Historic Site and Zones 1, 2 & 3 at the Tillsonburg Community Centre to SQM Janitorial at a monthly cost of $15,628 before taxes: AND THAT Council award a janitorial services contract for the OPP Station to Horizon Maintenance at a monthly cost of $2,405 before taxes; AND THAT Council award a janitorial services contract for the Customer Service Centre to Supreme Cleaning at a monthly cost of $1,550 before taxes; AND THAT Council award a janitorial services contract for the Corporate Offices, the Public Works building and the Fire Hall to VS Contracting at a monthly cost of $2,814 before taxes. EXECUTIVE SUMMARY The housekeeping services contracts for Town facilities expire on December 31, 2018. A tender process was initiated to secure pricing for a six (6) month term plus four (4) additional one (1) year extensions at the following Town facilities: Museum zone of Annandale National Historic Site Selected zones of the Tillsonburg Community Centre (TCC) Corporate Offices OPP Station Customer Service Centre Public Works Building Fire Hall This report recommends awarding contracts for the various locations to three of the existing contractors, and to one contractor which has not done work for the Town in the past. The existing contractors selected are continuing to serve the locations they currently clean, and some are also recommended to assume an additional location. Page 222 of 255 Page 2 / 5 11111211044,,,RCP 18-36 - Awarding RFT 2018-011 Housekeeping Services BACKGROUND As part of the approved 2018 business plan for the Recreation, Culture & Parks Department, re- tendering of currently contracted housekeeping services at various Town facilities was to occur so that the 2019 budget could incorporate any cost changes resulting from the new contracts. The current contracts were approved for July 1, 2014 through to December 31, 2018 with no renewal component. RFT2018-011 was issued to secure contractors to provide housekeeping services for a six (6) month period plus four (4) additional one (1) year extensions. The contract term and extensions were designed to achieve regular revisiting of the contracts to ensure the scope of work is being delivered as per the tender specifications in a manner that is satisfactory to the Town, as well as to shift the contract end point to mid-year which is operationally easier to implement. Managers responsible for the various Town sites were consulted regarding the scope of work for each location, while Recreation, Culture & Parks staff finalized the specifications as well as the estimated amounts of supplies required. As tendered, the frequency of cleaning at each location was not changed from current arrangements although there were some minor adjustments made to other elements within the scope of work. Annandale National Historic Site o July 1 to Aug 31 & Nov 1 to March 31 - 5 days/week (Mon-Fri); o Sept 1 to Oct 31 & April 1 to June 30 - 3 days/week (Mon, Wed & Fri); Tillsonburg Community Centre (TCC) o Zone 1, 2 & 3 - 7 days/week; OPP Station o 5 days/week (Mon-Fri) and biohazard clean-up as required (7 days/week); Customer Service Centre o 5 days/week (Mon-Fri); Corporate Offices o 5 days/week (Mon-Fri); Public Works Building o December 1 to March 31 - 5 days/week (Mon-Fri); o April 1 to Nov 30 – 3 days/week (Mon, Wed & Fri); Fire Hall o 3 days/week (Mon, Wed & Fri). The tender closed Friday, November 16, 2018 and multiple responses for each facility listed in RFT2018-011 were received. Staff recommends awarding the work as per the following table showing the Contractor Name, location of service and tendered price per month for that location (before applicable taxes). Location Recommended Contractor 2019 Tender Price/Month Annandale National Historic Site SQM Janitorial Services $ 835 Tillsonburg Community Centre (Zone 1, 2 & 3) SQM Janitorial Services $14,793 OPP Station Horizon Maintenance $ 2,405 Customer Service Centre Supreme Cleaning $ 1,550 Corporate Offices VS Contracting $ 1,670 Public Works Building VS Contracting $ 572 Fire Hall VS Contracting $ 572 Page 223 of 255 Page 3 / 5 11111211044,,,RCP 18-36 - Awarding RFT 2018-011 Housekeeping Services A summary of the bids received for each location is in the following table showing the total cost for the first six month contract period. The current vendor is indicated with a heavy outline and the recommended vendor is highlighted in green. Note: currently there are two contractors cleaning different sections of the Corporate Office. The new contract period will see only one contractor in that location. CONSULTATION/COMMUNICATION RCP staff consulted Town of Tillsonburg Managers to confirm the scope of work and frequency of cleaning required at each location. The RFT was issued by the Town according to the Procurement Policy and advertised in the newspaper and online. Current contractors were advised of the opportunity to submit bids, and all current vendors submitted. The mandatory site tour was attended by nine vendors. FINANCIAL IMPACT/FUNDING SOURCE The tender process secured a wide range of bids for each location, but there are significant increases over current costs at all locations except for the Customer Service Centre. On the right is a table showing the current monthly cost, the new monthly cost, and the percentage of the change. A large factor in the increased cost is the increase in minimum wage to $14 which was not factored into the previous contracts. The tender documents set out the maximum allowable rate increase as equal to the CPI at each renewal, provided the increase is agreed to by both the Town and the vendor. The new contracts will cost the Town $26,058 more over the first six-month contract period than the cost incurred over the last six months of the existing contract. Town staff will be investigating alternative solutions, alternative service models, adjustments in the scope of work and other potential cost saving opportunities to find ways to mitigate the cost increase in time for the first renewal deadline. These costs are funded from taxation and will be incorporated into the 2019 draft budget. ANHS TCC Zones1-3 OPP Station Customer Service Centre Corporate Offices Public Works Fire Hall Cheema Disqualified Disqualified Disqualified Disqualified Disqualified Disqualified Disqualified Horizon Maintenance $ 8,285 No Bid $ 14,432 $ 13,199 $ 10,267 $ 6,806 $ 5,930 Service Master Disqualified Disqualified Disqualified Disqualified Disqualified $ 4,100 $ 3,800 Serv-U-Clean $ 16,707 $ 99,521 $ 20,884 $ 15,481 $ 11,672 $ 10,657 $ 5,992 SQM Janitorial Services $ 5,013 $ 88,758 $ 15,104 $ 10,966 $ 11,276 $ 5,743 $ 5,471 Steam Canada $ 5,708 $ 123,366 $ 41,868 $ 42,072 $ 40,428 $ 14,370 $ 11,550 Supreme Cleaning $ 5,400 $ 109,200 $ 21,450 $ 9,300 $ 10,860 $ 5,153 $ 3,800 Universal $ 17,588 $ 113,643 $ 28,000 $ 17,936 $ 17,937 $ 7,658 $ 8,821 VS Contracting $ 9,735 $ 96,205 $ 15,462 $ 11,453 $ 10,021 $ 3,436 $ 3,436 Current Cost Per Month Recommended Bid Cost Per Month % Change Corporate Offices 1,294$ 1,670$ 29% OPP Station 2,365$ 2,405$ 2% TCC Zones1-3 10,957$ 14,793$ 35% ANHS 710$ 835$ 18% Customer Service Centre 1,863$ 1,550$ -17% Public Works 403$ 572$ 42% Fire Hall 462$ 572$ 24% Total per month 18,054$ 22,397$ 24% Page 224 of 255 Page 4 / 5 11111211044,,,RCP 18-36 - Awarding RFT 2018-011 Housekeeping Services COMMUNITY STRATEGIC 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 Page 225 of 255 Page 5 / 5 11111211044,,,RCP 18-36 - Awarding RFT 2018-011 Housekeeping Services Report Approval Details Document Title: RCP 18-36 - Awarding RFT 2018-011 Housekeeping Services.docx Attachments: Final Approval Date: Nov 21, 2018 This report and all of its attachments were approved and signed as outlined below: Dave Rushton - Nov 20, 2018 - 8:09 AM David Calder - Nov 20, 2018 - 8:26 AM Donna Wilson - Nov 21, 2018 - 11:04 AM Page 226 of 255 Report Title Lease Extension – 31 Earle Street Report No. RCP 18-38 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date November 26, 2018 Attachments Lease Extension and Amending Agreement Page 1 / 3 Lease Extension – 31 Earle Street RECOMMENDATION THAT Council receives Report RCP 18-38; AND THAT Council approve the attached agreement and authorize the Mayor and Clerk to enter into the lease extension for 31 Earle Street (Elliott Fairbairn Centre) with Her Majesty The Queen In Right Of Ontario; AND THAT the revenue from rental rate increases over the 2018 rate is contributed to the Asset Management Reserve to offset future capital expenditures at this facility; AND THAT a by-law be brought forward for Council consideration. EXECUTIVE SUMMARY The second term of a lease of the Elliott Fairbairn School property by the Province for use by the Ontario Provincial Police as a training facility expires in January 2019. A 5-year Lease Extension and Amending Agreement for a third term lasting from January 2019 to January 2024 has been negotiated between Town staff and CBRE acting as an agent on behalf of the Province. The Agreement includes rent increases in January 2020, January 2021 and January 2022. The Province has the opportunity for one further lease extension after this one is completed. BACKGROUND On January 17, 2009, the municipality entered into a lease arrangement with the Ontario Realty Corporation for the subject lands. The initial lease terms were as follows: Net Rent: $62,485.00/year - $5,207.08/month - $5.00/sq. ft. Rentable Area: 12,497 sq. ft. Extension Terms: Three terms of five years each, upon six months notice Termination Option: None in favour of the Tenant In August 2013, Council authorized a Lease Extension and Amendment that changed the lease terms as follows: Net Rent: years 1 and 2 $74,982/year - $6/sq. ft. Page 227 of 255 Page 2 / 3 Lease Extension – 31 Earle Street Years 3, 4 and 5 $87,479/year - $7/sq. ft. Removal of Termination Clause. Operating Costs: $12, 497/year - $1,041 - $1/sq ft. Earlier this year when the tenant advised of their intent to exercise a second Lease Extension and desired the rate be frozen at $7.00/sq. ft for the duration of the extension, staff secured a market analysis report to provide comparative rental rates. As the facility is both of a special nature and the use by the tenant is a unique one, comparisons are difficult to find. The results of the analysis indicated that an appropriate market rate could range from $7.50 to $9.00. Based on the analysis, staff negotiated a stepped rate reflecting that the existing rate was below current market comparators. The attached Agreement has been agreed to by the Province’s negotiators and drafted by their legal services. The Agreement before Council at this time amends the Lease Terms as follows: Net Rent: year 1 - $87,489/year - $7.00/sq. ft. Year 2 - $93,727.50/year - $7.50/sq. ft. Year 3 - $99,976.00/year - $8.00/sq. ft. Year 4 & 5 - $106,224.50 - $8.50/sq. ft. Operating Costs: $12,497/year - $1.00/sq. ft. Staff recommends that Council approves the agreement as negotiated. FINANCIAL IMPACT/FUNDING SOURCE The additional rental amounts secured in years 2 through 5 of this Lease Extension result in a total of $56,196.50 in additional revenue to the Town which can be contributed to reserves for future capital costs required at the facility. COMMUNITY STRATEGIC 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 Page 228 of 255 Page 3 / 3 Lease Extension – 31 Earle Street Report Approval Details Document Title: RCP 18-38 - Lease Extension - 31 Earle Street.docx Attachments: - RCP 18-38 - ATT 01 - L11794 - 31 Earle St Tillsonburg ON - LEAA.pdf Final Approval Date: Nov 21, 2018 This report and all of its attachments were approved and signed as outlined below: Dave Rushton - Nov 19, 2018 - 2:28 PM David Calder - Nov 20, 2018 - 8:27 AM Donna Wilson - Nov 21, 2018 - 11:03 AM Page 229 of 255 L11794 Lease Extension and Amending Agreement – Subsequent Extensions – July 2018 SECOND LEASE EXTENSION AND AMENDING AGREEMENT THIS AGREEMENT made in duplicate as of January 17, 2019. B E T W E E N: THE CORPORATION OF THE TOWN OF TILLSONBURG (the “Landlord”) - and - HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO AS REPRESENTED BY THE MINISTER OF GOVERNMENT AND CONSUMER SERVICES (the “Tenant”) WHEREAS: A. By a lease dated January 17, 2009 (the “Original Lease”), the Landlord leased to Her Majesty the Queen in right of Ontario as represented by the Minister of Energy and Infrastructure (“MEI”) the premises known as the entire floor, comprising a rentable area calculated to be twelve thousand, four hundred and ninety-seven (12,497) square feet (the “Rentable Area of the Premises”), in the building municipally known as 31 Earle Street (the “Building”), in the Town of Tillsonburg, in the Province of Ontario, as outlined on the plan attached to the Original Lease as Schedule “B” thereto (the “Premises”) for a term of five (5) years, commencing on January 17, 2009 and expiring on January 16, 2014 (the “Term”), in addition to other terms and conditions as set out therein. B. Pursuant to the terms of the Original Lease, MEI was entitled to extend the Term for three (3) additional terms of five (5) years each. C. By Order in Council No. 1320/2010, approved and ordered September 15, 2010, all of the powers and duties assigned by law to the MEI under Order in Council No. 1617/2008 in respect of infrastructure matters, including but not limited to the powers, duties, functions, and responsibilities of the MEI in respect of the Ministry of Government Services Act, R.S.O. 1990, c.M.25 in respect of real property matters, were transferred and assigned to the Minister of Infrastructure (the “MOI”). D. Ontario Infrastructure and Lands Corporation (“OILC”) has been delegated MOI’s authorities and responsibilities with respect to real property in the name of MOI subject to certain conditions by Delegation of Authority of Ontario Infrastructure and Lands Corporation under the Ministry of Infrastructure Act, 2011 dated June 6, 2011. E. By Order in Council No. 1376/2011, approved and ordered July 19, 2011, MOI shall exercise the powers and duties assigned by law to the MOI or that may otherwise be assigned to or undertaken by the MOI in respect of infrastructure and any other matters related to the MOI’s portfolio. F. The MOI exercised its first right to extend the Original Term by a lease extension and amendment agreement dated January 17, 2014 (the “First Lease Extension and Amending Agreement”) with an extension term commencing on January 17, 2014 and expiring on January 16, 2019 (the “First Extension Term”), in addition to other terms and conditions as set out therein. G. Pursuant to the terms of the Original Lease, MOI has the remaining right to extend the Term for two (2) additional terms of five (5) years each. H. By Order in Council No. 219/2015, approved and ordered February 18, 2015, all of the powers and duties previously assigned and transferred to the MOI under Order in Council No. 1376/2011, save and except as set out in Order in Council No. 219/2015, were assigned and transferred to the Minister of Economic Development, Employment and Infrastructure (the “MEDEI”). Page 230 of 255 - 2 - Lease Extension and Amending Agreement – Subsequent Extensions – July 2018 I. By Order in Council No. 1342/2016, approved and ordered September 14, 2016, all of the powers and duties previously assigned and transferred to the MEDEI under Order in Council No. 219/2015 in respect of infrastructure and other matters were assigned and transferred to MOI. J. By Order in Council No. 1012/2018, approved and ordered July 25, 2018, certain responsibilities in respect of government property under the Ministry of Infrastructure Act, 2011 and other responsibilities were assigned and transferred from MOI to the Minister of Government and Consumer Services. K. The Tenant has now exercised its second right to extend the Original Term in accordance with the terms of the Original Lease, as amended and extended, with a second extension term commencing on January 17, 2019 and expiring on January 16, 2024 (the “Second Extension Term”), in addition to other terms and conditions as set out herein. L. The Original Lease, as amended and extended, provides that any extensions shall be upon the same terms and conditions of the Original Lease, as amended and extended, except for the amount of the Net Rent, which shall be determined by mutual agreement. M. The Landlord and the Tenant have agreed on the amount of the Net Rent for the Second Extension Term. N. The Original Lease, the First Lease Extension and Amending Agreement and this second lease extension and amending agreement (the “Second Lease Extension and Amending Agreement”) are hereinafter collectively referred to as the “Lease”, except as specifically set out herein. NOW THEREFORE THIS AGREEMENT WITNESSES that in consideration of the mutual promises hereinafter set forth and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged by the parties hereto agree as follows: 1. CONFIRMATION OF RECITALS The parties hereto confirm that the foregoing recitals are true in substance and in fact. 2. EXTENSION OF LEASE The parties hereto agree that: (a) The Lease is hereby extended for the Second Extension Term. (b) The Second Extension Term shall commence on January 17, 2019 and expire on January 16, 2024. 3. RENT FOR THE SECOND EXTENSION TERM (a) The Net Rent payable for the period from January 17, 2019 up to and including January 16, 2020 shall be Eighty-Seven Thousand, Four Hundred and Seventy-Nine Dollars ($87,479.00) per annum (based on a rate of Seven Dollars ($7.00) per square foot of the Rentable Area of the Premises per annum), payable in equal monthly installments of Seven Thousand, Two Hundred and Eighty-Nine Dollars and Ninety-Two Cents ($7,289.92) each on the first day of each month during the said period, the first of such monthly installments to be due and payable on January 17, 2019. (b) The Net Rent payable for the period from January 17, 2020 up to and including January 16, 2021 shall be Ninety-Three Thousand, Seven Hundred and Twenty-Seven Dollars and Fifty Cents ($93,727.50) per annum (based on a rate of Seven Dollars and Fifty Cents ($7.50) per square foot of the Rentable Area of the Premises per annum), payable in equal monthly installments of Seven Thousand, Eight Hundred and Ten Dollars and Sixty-Three Cents ($7,810.63) each on the first day of each month during the said period, the first of such monthly installments to be due and payable on January 17, 2020. Page 231 of 255 - 3 - Lease Extension and Amending Agreement – Subsequent Extensions – July 2018 (c) The Net Rent payable for the period from January 17, 2021 up to and including January 16, 2022 shall be Ninety-Nine Thousand, Nine Hundred and Seventy-Six Dollars ($99,976.00) per annum (based on a rate of Eight Dollars ($8.00) per square foot of the Rentable Area of the Premises per annum), payable in equal monthly installments of Eight Thousand, Three Hundred and Thirty-One Dollars and Thirty-Three Cents ($8,331.33) each on the first day of each month during the said period, the first of such monthly installments to be due and payable on January 17, 2021. (d) The Net Rent payable for the period from January 17, 2022 up to and including January 16, 2024 shall be One Hundred and Six Thousand, Two Hundred and Twenty-Four Dollars and Fifty Cents ($106,224.50) per annum (based on a rate of Eight Dollars and Fifty Cents ($8.50) per square foot of the Rentable Area of the Premises per annum), payable in equal monthly installments of Eight Thousand, Eight Hundred and Fifty-Two Dollars and Four Cents ($8,852.04) each on the first day of each month during the said period, the first of such monthly installments to be due and payable on January 17, 2022. (e) The Cost Period for the Second Extension Term means, unless otherwise specified herein, the consecutive period of twelve (12) calendar months, commencing on the first (1st) day of January and ending on the thirty-first (31st) day of December in each year of the Second Extension Term. Notwithstanding the foregoing, the period of time for the first Cost Period of the Second Extension Term shall commence on the January 17, 2019 and end on the thirty-first (31st) day of December 2019 and the period of time for the last Cost Period shall commence on the first (1st) day of January in the last year of the Second Extension Term and end on the expiration or earlier termination of the Lease, as the case may be. (f) The Tenant shall pay, as Additional Rent, directly to the Landlord, the Tenant’s Proportionate Share of Operating Costs in accordance with Schedule D of the Original Lease. For the first (1st) year of the Second Extension Term, the Tenant’s Proportional Share of Operating Costs are estimated to be One Dollar ($1.00) per square foot of the Rental Area of the Premises per annum. 4. AMENDMENT OF LEASE The extension contemplated in Section 2 of this Second Lease Extension and Amending Agreement is subject to all the covenants and conditions contained in the Original Lease, as amended, renewed and extended from time to time, save and except that: (a) The Tenant shall pay to the Landlord all applicable Sales Taxes assessed on the Rent payable by the Tenant to the Landlord under this Lease. The Sales Taxes shall not be deemed to be Additional Rent under this Lease, but may be recovered by the Landlord as though they were Additional Rent. (b) The Landlord and the Tenant agree that the Tenant has one (1) remaining option to extend the term of the Lease for five (5) years (the “Further Extension Term”). The Further Extension Term shall be upon the same terms and conditions of the Original Lease, as extended, renewed or amended, as the case may be, except that there shall be no further right of extension beyond the Further Extension Term except for the Net Rent, which shall for the Further Extension Term be based upon: (i) the Rentable Area of the Premises, and (ii) the Market Rental as of the date which is six (6) months prior to the commencement of the Further Extension Term. The Net Rent for the Further Extension Term shall be determined by mutual agreement as of the date which is six (6) months prior to the expiry of the Further Extension Term, as the case may be, or failing such agreement, by arbitration in accordance with Section 6.13 of the Original Lease. The Tenant shall give written notice to the Landlord of its extension of the Lease at least six (6) months prior to the end of the Further Extension Term, as the case may be. (c) The Original Lease is amended as follows: Page 232 of 255 - 4 - Lease Extension and Amending Agreement – Subsequent Extensions – July 2018 (i) Paragraph (g) of the Summary, as amended, is deleted in its entirety and replaced with the following address for the Tenant for the purposes of delivering notices in accordance with Section 6.17 of the Original Lease: Ontario Infrastructure and Lands Corporation One Stone Road West, 4th Floor Guelph, Ontario N1G 4Y2 Attention: Vice President, Asset Management Fax: (519) 826-3330 With a copy to: Ontario Infrastructure and Lands Corporation 777 Bay Street, Suite 900 Toronto, Ontario M5G 2C8 Attention: Director, Legal Services (Real Estate and Leasing) Fax: (416) 326-2854 And an additional copy to: CBRE Limited 18 King Street East, Suite 1100 Toronto, Ontario M5C 1C4 Attention: Global Workplace Solutions – Director, Lease Administration – OILC Fax: (416) 775-3989 (ii) In the Definitions section of the Original Lease, the definition of “Open Data” shall be inserted: ““Open Data” means data that is required to be released to the public pursuant to the Open Data Directive.” (iii) In the Definitions section of the Original Lease, the definition of “Open Data Directive” shall be inserted: ““Open Data Directive” means the Management Board of Cabinet’s Open Data Directive, updated on April 29, 2016, as amended from time to time.” (iv) Section 4.17, Construction Lien, shall be deleted in its entirety and replaced with the following: “Section 4.17 Construction Lien Not to suffer or permit during the Term hereof any construction liens or other liens for work, labour, services or materials ordered by it or for the cost of which it may be in any way obligated, to attach to the interest of the Landlord in the Premises or the Lands, and that whenever and so often as any claim for lien is received by the Tenant or registered on title to the Lands, the Tenant shall, as soon as reasonably possible on the earlier of receiving notice of the claim or registration, procure the discharge or vacate thereof by payment or by giving security or in such other manner as is or may be required or permitted by law.” (v) Section 4.7, Assign or Sublet, shall be deleted in its entirety and replaced with the following: “Section 4.7 Assign or Sublet Page 233 of 255 - 5 - Lease Extension and Amending Agreement – Subsequent Extensions – July 2018 (A) Not to assign this Lease, sublet, part with or share possession of the Premises or any part thereof (in each case, a “Transfer”) without the prior written consent of the Landlord, such consent not to be unreasonably withheld, delayed or conditioned. (B) Despite the foregoing, the Landlord acknowledges and agrees the Tenant may, without the Landlord’s consent, change the Occupant of the Premises, in whole or in part, or sublet or assign this Lease to any of the following (each shall be referred to herein as a “Permitted Transfer” to a “Permitted Transferee”), namely, any municipal, provincial or federal (in each case to the extent applicable) (i) governmental agency, board or commission, (ii) ministry, (iii) Crown corporation, or (iv) department or Person affiliated with the Tenant or its Service Providers, and the Tenant shall be released from all its liabilities and obligations hereunder in the event of an assignment or sublet to a Permitted Transferee. The Landlord specifically acknowledges and agrees that the use or occupation of all or part of the Premises by any Permitted Transferee does not constitute an assignment or sublet and does not require the Landlord’s consent. The Landlord also acknowledges and agrees that, notwithstanding anything herein contained to the contrary, the Tenant may, without the Landlord’s Consent, but upon notice to the Landlord, permit portions of the Premises to be used by the Tenant’s Service Providers. (C) If the Landlord’s consent is required for an assignment or sublease, then the Landlord’s consent shall be deemed to have been given unless the Landlord notifies the Tenant in writing of the reasons for the Landlord’s disapproval within fifteen (15) days of receipt of the request. Notwithstanding anything to the contrary contained in this Lease, the Landlord shall be liable for any loss, damages, costs, and expenses incurred by the Tenant (including solicitors’ fees on a substantial indemnity basis) in respect thereof as a result of the Landlord unreasonably withholding or unduly delaying its consent to an assignment, subletting or other transfer proposed by the Tenant hereunder. The Landlord also acknowledges and agrees that, notwithstanding anything herein contained, the Tenant may, without the Landlord’s Consent but upon notice to the Landlord, permit portions of the Premises to be used by the Tenant’s Service Providers. With respect to any assignment or sublease requiring the Landlord’s consent, the Tenant will prepare and provide to the Landlord an assignment of lease or sublease, as the case may be, on the Tenant’s standard form, duly executed by the assignee or subtenant, as the case may be. (D) Notwithstanding anything herein contained, the Tenant shall have the right upon any Transfer by way of Sublease to direct all rent and other sums payable by the Permitted Transferee under such Sublease to the Landlord rather than to the Tenant; provided, however, that the Tenant shall continue to remain liable for all Base Rent and other sums payable hereunder in respect of the Premises which are demised under such Sublease and, to the extent necessary, shall pay to the Landlord any shortfall in such rent or other sums in the event that the amounts paid by the Permitted Transferee are less than the amounts required to be paid. Any consent by the Landlord to a Transfer shall not constitute a waiver of the necessity for such consent to any subsequent Transfer. (vi) In the Definitions section of the Original Lease, the definition of “Environmental Contaminant” is amended to include “mould”. (vii) Section 6.19, Registration, shall be deleted in its entirety and replaced with the following: “Section 6.19 Page 234 of 255 - 6 - Lease Extension and Amending Agreement – Subsequent Extensions – July 2018 Registration The Tenant may, at its option, register a notice of this Lease (the “Notice of Lease”) in the applicable Land Registry or Land Titles Office and the Landlord consents to the registration of the Notice of Lease on title to the Lands. At the expiry, earlier termination or surrender of this Lease, the Landlord shall be responsible for making application to delete the Notice of Lease registered on title to the Lands and the tenant shall reimburse the Landlord for their reasonable costs thereof to a maximum of Five Hundred Dollars ($500.00) plus Sales Taxes (the “Application to delete the Notice of Lease Costs”). The Landlord shall submit its Application to delete the Notice of Lease Costs together with a copy of the registered instrument to the Tenant within one hundred and eighty (180) days from the end of the expiration, earlier termination or surrender of the Lease, failing which the Tenant shall not be responsible for payment of the Application to delete the Notice of Lease Costs.” (viii) Section 6.33, Further Assurances, shall be inserted into the Original Lease: “Section 6.33 Further Assurances The parties hereto shall execute and deliver all such other instruments and take all such other actions as any party may reasonably request from time to time in order to effect the terms and conditions of this Lease. The parties shall cooperate with each other and their respective counsel and accountants in connection with any actions to be taken as a part of their respective obligations under this Lease.” (ix) Section 6.34, Counterparts, shall be inserted into the Original Lease: “Section 6.34 Counterparts This Lease may be executed in counterparts and, when all counterpart documents are executed, the counterparts shall constitute a single binding instrument.” (d) The Landlord agrees that upon the request of the Tenant, the Landlord, and any Person hired by the Landlord: (i) to do work on the Premises; or (ii) who requires access to the Premises to do any work, whether to the Premises or otherwise, shall undergo security screening checks in compliance with Ontario Government policies. The Landlord further agrees that any Person hired by the Landlord to supply janitorial services to the Building shall be reputable and all of its employees shall be bonded. (e) All sections, clauses or provisions of the Lease which obligate the Tenant to pay interest to the Landlord for any reason whatsoever are hereby amended to delete the obligation of the Tenant to pay interest to the Landlord, in order to conform with the Tenant’s obligation to comply with the Financial Administration Act, R.S.O. 1990, c.F.12, as amended. 5. GENERAL (a) The Landlord and the Tenant hereby mutually covenant and agree that during the Second Extension Term they shall perform and observe all of the covenants, provisos and obligations on their respective parts to be performed pursuant to the terms of the Lease, as amended and extended hereby. (b) The Lease shall be binding upon and enure to the benefit of the parties and hereto and their respective heirs, executors, administrators, successors and assigns, subject to the express restrictions contained therein. (c) Capitalized expressions used herein, unless separately defined herein, have the same meaning as defined in the Lease, as amended and extended. Page 235 of 255 - 7 - Lease Extension and Amending Agreement – Subsequent Extensions – July 2018 (d) The provisions of this Second Lease Extension and Amending Agreement shall be interpreted and governed by the laws of the Province of Ontario. Page 236 of 255 - 8 - Lease Extension and Amending Agreement – Subsequent Extensions – July 2018 (f) The Landlord acknowledges that this Lease and any information contained herein, may be required to be released pursuant to the provisions of the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.F.31 and the Open Data Directive as amended. This acknowledgement shall not be construed as a waiver of any right to object to the release of this Lease or of any information or documents. EXECUTED by each of the parties hereto under seal on the date written below. SIGNED, SEALED AND DELIVERED Dated this ____day of _________, 20__. THE CORPORATION OF THE TOWN OF TILLSONBURG By: _____________________________ Name: Title: Authorized Signing Officer By: _____________________________ Name: Title: Authorized Signing Officer Dated this ____ day of _________, 20__. HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO AS REPRESENTED BY THE MINISTER OF GOVERNMENT AND CONSUMER SERVICES, AS REPRESENTED BY ONTARIO INFRASTRUCTURE AND LANDS CORPORATION By: _____________________________ Name: Title: Authorized Signing Officer Page 237 of 255 = Attendance: Matt Scholtz, Chair John Armstrong Sam Lamb Mary Anne VanGeertruyde Mayor Stephen Molnar Donna Wilson, Town Clerk Amelia Jaggard, Legislative Services Coordinator 1. Call to Order The meeting was called to order at 2:00 pm. 2. Adoption of Agenda Resolution #1 Moved by: Mary Anne VanGeertruyde Seconded by: Sam Lamb THAT the Agenda as prepared for the Special Awards Committee meeting of November 6, 2018, be adopted. Carried 3. Disclosure of Pecuniary Interest There were no disclosures of pecuniary interest declared. 4. Approval of Previous Minutes Resolution #2 Moved by: Mary Anne VanGeertruyde Seconded by: John Armstrong THAT the Special Awards Committee Minutes dated October 2, 2018 be approved. Carried The Corporation of the Town of Tillsonburg SPECIAL AWARDS COMMITTEE Tuesday, November 6, 2018 2:00pm Annex Board Room 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES Page 238 of 255 Special Awards Committee Minutes - November 6, 2018 - 2 - 5. Pending Business from Previous Meetings To add a section in the Tillsonburg Update to recognize the Volunteer or the Month. There should also be an ad regarding how to nominate an individual for volunteer of the month in the paper. 6. General Business and Reports 6.1. Volunteer Achievement Awards The committee reviewed two applications for volunteer of the month. The following resolution was passed. Resolution #4 Moved by: John Armstrong Seconded By: Mary Anne VanGeertruyde That Sandi Pake be presented the volunteer of the month at the meeting of November 12, 2018 council meeting; AND THAT Greg Mitchell be presented the volunteer of the month award at the December 10, 2018 Council meeting. Carried 6.2. Advertise Nominate Process – to be added to the Tillsonburg Update 6.3. Committee Vacancy Applications – reminder that applications are due at the end of November. 7. Next Meeting - The next meeting to be at the call of the Chair 8. Adjournment Resolution #4 Moved by: Mary Anne VanGeertruyde Seconded by: John Armstrong THAT the October 2, 2018 Special Awards Committee meeting be adjourned at 2:27 p.m. Carried Page 239 of 255 prev= ATTENDANCE Andrew Burns, Deb Gilvesy, Lisa Gilvesy (Arrived 8:23 AM), Jesse Goossens, Councillor Jim Hayes, Kirby Heckford, Mayor Stephen Molnar (Arrived 7:50 AM, Left 8:35 AM), Ashton Nembhard (Left 9 AM), Steve Spanjers, Randy Thornton (Left 9 AM), Cedric Tomico (Left 9:40 AM), John Veldman Staff Present: David Calder, Cephas Panschow, Geno Vanhaelewyn (Arrived 7:40 AM, Left 8 AM), Rick Cox (Arrived 8 AM, Departed 8:40 AM) MEMBERS ABSENT/REGRETS Mel Getty, Lindsay Morgan 1. Call to Order The meeting was called to order at 7:36 AM. 2. Adoption of Agenda Moved By: A. Burns Seconded By: J. Hayes Resolution # 1 THAT the Agenda for the Development Committee meeting of September 18, 2018 be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof – None Declared 4. Adoption of Minutes of Previous Meeting – August 14, 2018 Moved By: D. Gilvesy Seconded By: A. Nembhard Resolution # 2 THAT the Minutes of the Development Committee Meeting of August 14, 2018 be approved. Carried 4.1. Business Arising from the Minutes 5. Delegations and Presentations 5.1. Building, Planning and Bylaw Q2 Report The Corporation of the Town of Tillsonburg Development Committee September 18, 2018 7:30 AM Boardroom, Customer Service Centre 10 Lisgar Ave, Tillsonburg MINUTES Page 240 of 255 Development Committee Meeting Minutes (September 18, 2018) - 2 - G. Vanhaelewyn provided a summary of activity from January to June. Construction values in all sectors are above 2017 with Residential ($17.4 M vs $12.4 M) and Commercial ($6.2 M vs $1.2 M) leading the way but both industrial and institutional being higher as well for a total of value $26.7 M vs $14.1 in 2017. Single family units at 50 is approximately the same level as previous 2 years but total units at 78 is the highest since 2011. Significant projects include: 360 Quarter Town Line – New townhouse condos 45 Hardy Ave – Community Centre Co-Gen project 10 Clearview - Shaw’s Ice Cream renovations 2 Clearview Drive- Tillsonburg Mini Storage 67 Oxford Street – New Tim Hortons 253 Broadway – New commercial/residential Andrews Crossing Subdivision A significant number of projects are moving through the approvals process as well. Comment about the lack of Site Plan Formal Consultations and that if this initial consultation is done well, it can reduce the number of submissions and speed up project approval, which was an issue in one instance. Also, a comment that experience has been good in general and have heard from other developers that it appears to be working well in general. 5.2. Memorial Park Revitalization R. Cox provided an overview of the Recreation Master Plan including projects completed in the last 3 years and plan for future changes: Reconfiguring baseball diamond to provide more green space and parking; Addition of trail around entire park Consolidating all the fairboard buildings into one building; Completion of celebration plaza; Add new entrance building to the waterpark to increase visibility and allow existing building to be used for maintenance/mechanical; Possible enhancement of Summer Place to take advantage of proximity to lake; Addition of a floating boardwalk along the Lake Lisgar shoreline to the gazebo; Using environmental features to prevent crime; The new JL Scott McLean Arena will be cooled by Community Centre’s ice plant with an anticipated season from December to March. Will include lighting as funds are raised. Page 241 of 255 Development Committee Meeting Minutes (September 18, 2018) - 3 - While access will be first come/first serve, there will be blocks of time for different uses so that one use doesn’t monopolize others. The water park requires significant investments in the future. From an Economic Development perspective, does the water park bring visitors to the Town and what’s the impact??? Key priorities are: Parking around the Community Centre, Completion of the Celebration Plaza/Band Shell including pathway lighting, Hardball Diamond #1 relocation (or rehabilitation) and Pump Track/Skate Park area enhancements. 6. Information Items 6.1. Community Strategic Plan – No update 6.2. Tillsonburg Hydro Inc – CEO/General Manager is no longer with the corporation and the acting General Manager is the Finance and Regulatory Affairs Manager. Question regarding project review timelines and return of deposits that CAO will look into. 6.3. Town Hall Task Force – As reported, the Request for Proposal (RFP) document is being finalized and looking at external resources for assistance with the accompanying Tenant Statement of Requirements. The RFP will be brought to Council prior to being circulated to the three pre-qualified companies. A public engagement plan will be developed as the project progresses. 6.4. Committee Terms of Reference (Final Draft) – Comments provided by the Committee have been incorporated into the Town’s new committee template with only changes being the removal of the three term limit and the limit in the committee size to seven to ten members. The Committee’s name will also be changed back to the Economic Development Advisory Committee, which had been used in the past. Consensus to remove the limit of nine members and also add in appointed representatives from the Chamber of Commerce, Business Improvement Association and Real Estate Board. 6.5. Downtown Façade Improvement Program Summary – List of projects was requested at a previous meeting and were circulated for information. 7. General Business & Reports 7.1. Monthly Project Update Street lighting project is 60% complete with EV chargers being installed shortly. Coco Paving is scheduled to start mobilizing this week and encroachment permit has been received from Ministry of Transportation. Regarding post-secondary enhancements, a marketing plan is being prepared. Page 242 of 255 Development Committee Meeting Minutes (September 18, 2018) - 4 - 7.2. Chamber Award Criteria/Process This item is being brought forward based on request from Committee earlier in the year with the thought that the metrics could be revised to ensure easier comparisons. Circulate to member who raised the issue and bring back in January. 7.3. Ontario Government launches Planning for Prosperity consultation process. Members encouraged to provide input to: www.ontario.ca/page/consultation-review-ontario- government-spending. 8. Committee Minutes & Reports 8.1. Tillsonburg District Chamber of Commerce – Budget for new fiscal year starting November 1 has been approved. 8.2. Downtown Business Improvement Association – 21, 25 Brock St E property has been approved for façade program. BIA Manager position closed September 14. 8.3. Tillsonburg District Real Estate Board – Monthly average residential sale price up 21% to $362,161 and year to date up 11% from 2017. Monthly units sold down 6% and listings are down from 2017. 8.4. Physician Recruitment – No update. Meetings scheduled for October. 9. Correspondence – None 10. Other Business 10.1. Roundtable D. Gilvesy – Concern that transit funding provided by previous government will not be honoured. Advised that all spending is under review by new government so not known. K. Heckford – Article in the Tillsonburg News regarding the golf course NOT closing. D. Calder provided summary of meetings held with Provincial Ministries: - Ministry of Transportation – Thanked for funding. Raised items about business park and communication between ministries. - Ministry of Economic Development, Job Creation and Trade – Importance of red tape reduction and streamlining processes - Ministry of Labour – Review of Bill 148 items. Importance of Southwestern Ontario Development Fund and Rural Economic Development programs. - Ministry of Colleges, Training and Universities – Lack of local education opportunities. Offered community as a potential pilot location for initiatives. A letter from the CAO will be sent to the Chamber of Commerce. Page 243 of 255 Development Committee Meeting Minutes (September 18, 2018) - 5 - 11. Closed Session - None 12. Next Meeting – Tuesday, October 9, at 7:30 AM 13. Adjournment Moved By: K. Heckford Seconded By: J. Veldman Proposed Resolution 3 The meeting adjourned at 9:46 AM. Carried Page 244 of 255 = ATTENDANCE Bob Marsden, Patty Phelps, Chris Rosehart, Marianne Sandham, Dianne MacKeigan, MEMBERS ABSENT/REGRETS Mary Lou Sergeant 1. Call to Order The meeting was called to order at 4:30 pm 2. Adoption of Agenda Moved By- Chris Rosehart Seconded By- Marianne Sandham Proposed Resolution #_1 THAT the Agenda for the Museum Advisory Committee meeting of October 25, 2018, be adopted as circulated Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof- none 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of August 30, 2018 Moved By: Marianne Sandham Seconded By: Dianne MacKeigan Proposed Resolution #_2 THAT the Minutes of the Museum Advisory Committee Meeting of August 30, 2018 be approved. Carried 5. Delegations and Presentations-none The Corporation of the Town of Tillsonburg Museum Advisory Committee Thursday, October 25, 2018 4:30 pm Program Room- 2nd floor Annandale NHS 30 Tillson Ave., Tillsonburg MINUTES Page 245 of 255 6. General Business & Reports 6.1. Financial- $122,411.53 in the account 6.2. Tour Guides- New guides have been useful for group tours. Guides are being recruited for the open house the weekend of Christmasfest. 6.3. Curator’s Report- The Curator’s report was circulated and included the following highlights: 1. Attendance numbers for year end expected to be down and closer to figures for 2016. 2. CMOG has been approved- $17,899 coming from the provincial government. 3. September was a busy month. 4. Life in Miniature exhibit ends October 28. Several works sold netting the trust commission $190.80. 5. Christmas exhibit, Batteries Not Included opens November 23 and runs to January 6 6. Megan Hill has been hired for the part time CSR position. 7. Souvenir tote bags have arrived and souvenir mugs and magnets are expected shortly. 8. Soffits and eaves were painted in September. Nu Décor the contractor. 9. Work has begun on the servants’ porch. VanRybroek the contractor 10. 2019 budget plans are underway. 11. Christmas Open House weekend will be November 23 to 25. Annandale is on the house tour and will be open till 7:30 on the 24th. 12. No stocking penny sale this year. No more stockings. 13. 45 special charcuterie boards are being created by Otter Creek Wood Works in honour of our 45th anniversary. They will sell for $100 each. 14. 2019 calendar of events was included in the Curator’s report. Moved by Patty Phelps Seconded by Dianne MacKeigan Proposed Resolution # 3 THAT the reports be adopted as circulated. Carried Page 246 of 255 7. Correspondence- none 8. Other Business 1. Souvenirs- covered in the curator’s report. 2. Update on porch repairs and eaves- covered in curator’s report. 9. Closed Session 10. Next meeting- Thursday November 22, 2018 11. Adjournment Moved by Marianne Sandham Proposed Resolution #4 THAT the museum advisory committee meeting be adjourned at 5:10 pm Page 247 of 255 Page 248 of 255 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4230 A By-law to establish a highway over lands to widen and form part of an established highway (Parkside Drive). WHEREAS section 11(3)(1) of the Municipal Act, 2001, S.O. 2001 c. 25 as amended (the “Municipal Act”) authorizes a municipality to pass by-laws respecting matters concerning highways; AND WHEREAS section 31(2) of the Municipal Act states that land may only become a highway by virtue of by-law establishing the highway; AND WHEREAS the Town owns land adjacent to Parkside Drive hereinafter described for the purpose of establishing a highway and to form part of Parkside Drive; THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSONBURG ENACTS AS FOLLOWS: 1. THAT Part 2 Plan 41R-9692 is hereby established as a highway. 2. AND THAT Part 2 Plan 41R-9692 is established as a highway for the purpose of widening and hereby forms part of Parkside Drive. 3. AND THAT the Mayor and Clerk are hereby authorized and instructed to perform all acts and take such steps and execute such documents under the seal of the Corporation as may be necessary to give effect to this by-law. READ A FIRST AND SECOND TIME THIS 26TH DAY OF NOVEMBER, 2018. READ A THIRD AND FINAL TIME AND PASSED THIS 26TH DAY OF NOVEMBER, 2018. ________________________ MAYOR – Stephen Molnar _________________________ TOWN CLERK – Donna Wilson Page 249 of 255 Page 250 of 255 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4237 A BY-LAW to Close a Portion of a Municipal Road Allowance known as Brookside Lane being Part of Part 4, Plan 41M-218, particularly described as Part 1 on reference Plan 41R-9642, Plan 41M-218 and to Authorize the Re-Conveyance of those Lands to the Developer, Broadway Estates Inc. WHEREAS pursuant to Section 8 of the Municipal Act, 2001, S.O. 2001, C. 25, a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act; AND WHEREAS pursuant to Section 34 of The Municipal Act, 2001 S.O. 2001, C 25, The Corporation of the Town of Tillsonburg is declaring surplus a portion of a road allowance particularly described as Part 1 on Reference Plan 41R-9642, being a portion of Brookside Lane, in the Town of Tillsonburg, County of Oxford and declaring that those lands should be conveyed to the Developer, Broadway Estates Inc. AND WHEREAS the re-conveyance for nominal consideration is made pursuant to the provisions of the Planning Act and that the Town’s Sale of Real Property Policy does not apply to this transaction. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. THAT Part of Brookside Lane being Part of Part 4, Plan 41M-218, more particularly described as Part 1 on Reference Plan 41R-9642, being a portion of Brookside Lane, in the Town of Tillsonburg, County of Oxford, as indicated on Schedule “A” attached, is hereby closed. 2. THAT Part of Part 4, Plan 41M-218, more particularly described as Part 1 on Reference Plan 41R-9642, , being a portion of Brookside Lane, in the Town of Tillsonburg, County of Oxford be conveyed to Broadway Estates Inc. 3. THAT the Mayor and Clerk are hereby authorized and instructed to perform all acts and to take such steps and execute such documents under the seal of the Corporation as may be necessary to affect such a conveyance. 4. THAT This By-Law shall come into force and take effect immediately after the final passing hereof. READ A FIRST AND SECOND TIME THIS 26th day of November, 2018. READ A THIRD AND FINAL TIME AND PASSED THIS 26th day of November, 2018. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson Page 251 of 255 Page 252 of 255 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4236 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to ‘RH’ the zone symbol of the lands so designated ‘RH’ on Schedule “A” attached hereto. 2. That Section 9.5 to By-Law Number 3295, as amended is hereby further amended by deleting Subsection 9.5.3. 3. This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ a first and second time this 26th day of November, 2018. READ a third time and finally passed this 26th day of November, 2018. Mayor Clerk Page 253 of 255 L O T 3 8 2L O T 3 8 3P A R T 2P A R T 34 1 R - 3 0 0 6 S.E. ANGLELOT 382, PLAN 500 L O T 3 8 4 P L A N 5 0 0 N78°28'30"E 54.84 N78°35'00"E 55.83 N10°55'00"W 93.02N11°31'30"W 93.12CONCESSION ST E MAPLE LANELOT 383 AND PT LOT 382 AND 384, PLAN 500TOWN OF TILLSONBURG AREA OF ZONE CHANGE TO RH NOTE: ALL DIMENSIONS IN METRES MAYOR CLERK THIS IS SCHEDULE "A" TO BY-LAW No. 4236, PASSED THE 26th DAY OF NOVEMBER, 2018 SCHEDULE "A" TO BY-LAW No. 4236 © 8 0 8 16 244 METRES Page 254 of 255 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4238 BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 26th day of November, 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 November 26, 2018, with respect to every report, motion, by-law, or other action passed and taken by the Council, including the exercise of natural person powers, are hereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this or a separate by-law. 2. The Mayor and Clerk are authorized and directed to do all the things necessary to give effect to the action of the Council of The Corporation of the Town of Tillsonburg referred to in the preceding section. 3. The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Tillsonburg. 4. This by-law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 26th DAY OF NOVEMBER, 2018. READ A THIRD AND FINAL TIME AND PASSED THIS 26th DAY OF NOVEMBER, 2018. ________________________________ Mayor – Stephen Molnar ________________________________ Town Clerk – Donna Wilson Page 255 of 255