181210 Council AGDThe Corporation of the Town of Tillsonburg
COUNCIL MEETING
AGENDA
Monday, December 10, 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, December 10, 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 26, 2018, be
approved.
7.Presentations
7.1 Volunteer Achievement Award, Greg Mitchell
Presented by: Mayor Molnar and Sam Lamb
8.Public Meetings
9.Planning Applications
10.Delegations
10.1 Tillsonburg Airport Development
Presented by: Geoffrey Lee and Mark Kniss
Proposed Resolution #3
Moved By: ________________
Seconded By: ________________
THAT the Delegation regarding Tillsonburg Airport Development be received, as
information.
11.Deputation(s) on Committee Reports
11.1 Town Hall Project Steering Committee Recommendation
Presented by: Andrew Gilvesy, Chair of the Town Hall Project Steering Committee
Proposed Resolution #4
Moved By: ________________
Seconded By: ________________
THAT Council receive the Town Hall Project Steering Committee Recommendation
– Release of Request for Proposals as information;
AND THAT this information be forwarded to staff for a report back to Council.
12.Information Items
12.1 OGRA Board of Directors - Call for Nominations
Proposed Resolution #5
Moved By: ________________
Seconded By: ________________
THAT Council receive OGRA Board of Directors - Call for Nominations as
information;
AND THAT Council Nominate __________ to serve on the OGRA Board of
Directors for the 2019 - 2021 term of Office.
12.2 Oxford Invitational Youth Robotics Challenge 2018 - Letter
Proposed Resolution #6
Page 2 of 374
Moved By: ________________
Seconded By: ________________
THAT Council receive the letter regarding the Oxford Invitational Youth Robotics
Challenge 2018, as information.
12.3 Ministry of Municipal Affairs and Housing - Municipal Reporting Burden
Proposed Resolution #7
Moved By: ________________
Seconded By: ________________
THAT Council receive the letter from the Ministry of Municipal Affairs and Housing
regarding Municipal Reporting Burden, as information.
13.Mayor's Report
13.1 MYR 18-11 - Update - County of Oxford
Proposed Resolution #8
Moved By: ________________
Seconded By: ________________
THAT Council receives report MYR 18-11, as information.
14.Staff Reports
14.1 Chief Administrative Officer
14.1.1 CAO 18-15 - Retail Cannabis in Ontario revised
Proposed Resolution #9
Moved By: ________________
Seconded By: ________________
THAT Council receive report CAO 18-15 Retail Cannabis in Ontario for
information.
AND THAT report CAO 18-15 Retail Cannabis in Ontario be provided to
the Tillsonburg Police Services Board for comment;
AND FURTHER THAT Staff report at the Council meeting scheduled for
January 14th, 2019, with a recommended option regarding retail cannabis in
Tillsonburg for Town Council’s consideration.
14.2 Town Clerk
14.2.1 CLK 18-31 - Committee of Adjustment
Page 3 of 374
Proposed Resolution #10
Moved By: ________________
Seconded By: ________________
THAT Council receives Report CLK 18-31, Committee of Adjustment
Appointment;
AND THAT all members of Tillsonburg Town Council be appointed to the
Committee of Adjustment;
AND FURTHER THAT an Appointment By-law be brought forward for
Council’s consideration.
14.2.2 CLK 18-20 - 2019 Council Meeting Calendar
Proposed Resolution #11
Moved By: ________________
Seconded By: ________________
THAT Council receives Report CLK 18-29, 2019 Meeting Calendar;
AND THAT the following regular Council Meetings be re-scheduled or
cancelled for 2019:
Monday, February 25, 2019 is re-scheduled to Thursday, February 28,
2019 due to the OGRA Conference (February 24 - 27, 2019);
Monday, April 22, 2019 is re-scheduled to Tuesday, April 23, 2019 due to
Easter Monday;
Monday, June 10, 2019 is re-scheduled to Thursday, June 13, 2019 due to
the AMCTO Conference (June 9 - 12, 2019);
Monday, July 22, 2019 is cancelled;
Monday, August 26, 2019 is cancelled;
Monday, October 14, 2019 is re-scheduled to Tuesday, October 15, 2019
due to Thanksgiving; and
Monday, December 23, 2019 is cancelled;
AND THAT the following budget Council Meetings be scheduled:
Monday, December 17, 2018 at 6:00 pm – 8:30 pm;
Monday, January 7, 2019, 9:00 am – 4:00 pm;
Thursday, January 17, 2019, 9:00 am – 4:00 pm;
Monday, January 21, 2019, 5:00 pm – 9:00 pm;
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Thursday, January 24, 2019, 5:00 pm – 9:00 pm.
AND THAT the 2019 Meeting Calendar, be approved.
14.2.3 Appointment to Conservation Authorities
Proposed Resolution #12
Moved By: ________________
Seconded By: ________________
THAT Council receive the correspondence from the County of Oxford
regarding appointments to Conservation Authorities;
AND THAT Council recommend _______________as the Town of
Tillsonburg representative to Long Point Region Conservation Authority for
the 2019 - 2022 term.
14.2.4 CLK 18-32 - Committees of Council
Proposed Resolution #13
Moved By: ________________
Seconded By: ________________
THAT Council receives report CLK 19-01 Committees of Council;
AND THAT Mayor Stephen Molnar, _____________, ____________ and
the Town Clerk form a Council Nominating Committee for the 2018 – 2022
term of Town Committees.
14.2.5 CLK 18-34 - Deputy Mayor
Proposed Resolution #14
Moved By: ________________
Seconded By: ________________
THAT Council receives Report CLK 18-34 Deputy Mayor Position;
AND THAT Council appoint ____________ as Deputy Mayor for a
______year/month term;
AND THAT a By-Law be brought forward for Council consideration.
14.2.6 CLK 18-35 - Alternate County Council Position
Proposed Resolution #15
Moved By: ________________
Seconded By: ________________
Page 5 of 374
THAT Council receives Report CLK 18-35, Alternate County Council
Position, as information.
14.3 Development and Communication Services
14.3.1 DCS 18-42 - Appointment of Building Inspector
Proposed Resolution #16
Moved By: ________________
Seconded By: ________________
THAT Council receives Report DCS 18-42 – Appointment of Building
Inspector, as information.
AND THAT a By-Law to appoint John Vandenheede as a Building Official,
Property Standards Officer and Provincial Offences Officer for the Town of
Tillsonburg be brought forward for Council consideration.
14.3.2 DCS 18-43 - Lease with Oxford County Community Health Centre
Proposed Resolution #17
Moved By: ________________
Seconded By: ________________
THAT Council receive Report DCS 18-43 Lease with Oxford County
Community Health Centre;
AND THAT the Mayor and Clerk be authorized to enter into a lease
agreement for the lands described as part of Lot 2, Concession 5 North of
Talbot Road, and more specifically described as Parts 1 and 2, Plan 41R-
4211, with the Oxford County Community Health Centre, subject to the
terms and conditions contained within the lease agreement;
AND THAT a bylaw be brought forward in that regard.
14.4 Finance
14.5 Fire and Emergency Services
14.6 Operations
14.6.1 OPS 18-33 - Results for RFP2018-004 Old Vienna Road Slope Stability
Study
Proposed Resolution #18
Moved By: ________________
Seconded By: ________________
Deferred Motion
Page 6 of 374
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.
14.6.2 OPS 18-34 - Results for RFQ 2018-008 Hydro Utility Truck
Proposed Resolution #19
Moved By: ________________
Seconded By: ________________
THAT Council receive Report OPS 18-34, Results for RFQ 2018-008
Hydro Utility Truck;
AND THAT Council award RFQ 2018-008 to Oxford Dodge Chrysler Ltd. of
London, Ontario at a cost of $62,465.38 (net HST included).
14.6.3 OPS 18-35 - Broadway and Trans Canada Trail Crossing
Proposed Resolution #20
Moved By: ________________
Seconded By: ________________
THAT Council receive Report OPS 18-35 Broadway and Trans Canada
Trail Crossing;
AND THAT Council approves a mid-block controlled pedestrian crossing at
Broadway and the Trans Canada Trail;
AND THAT Council refer the pedestrian crossing facility costs in the
amount of $90,000 to the 2019 capital budget deliberations.
14.6.4 OPS 18-36 - Tillsonburg Community Centre Revised Traffic Management;
Proposed Resolution #21
Moved By: ________________
Seconded By: ________________
THAT Council receive Report OPS 18-36 Tillsonburg Community Centre
Revised Traffic Management;
AND THAT By-law 4242 to amend Traffic By-law 3701 permitting the
closure of the Sanders Street Extension and restricting Alley Alley to one-
way traffic, be brought forward for council consideration.
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14.6.5 OPS 18-23 - Oak Park Estates Subdivision Special Area Levy
Proposed Resolution #22
Moved By: ________________
Seconded By: ________________
THAT Council receive Report OPS 18-23 OakPark Estates Subdivision
Special Services Levy;
AND THAT By-law 4220 to adopt the OakPark Estates Subdivision Special
Services Levy be brought forward for Council consideration.
14.6.6 OPS 18-37 - Hanger 4 - Land Lease Amendment
Proposed Resolution #23
Moved By: ________________
Seconded By: ________________
THAT Council receive Report OPS 18-37 Hangar 4 - Land Lease
Amendment;
AND THAT Council approve the amendments to the Hangar 4 Land Lease
Agreement with Rick Lee;
AND THAT Mayor and Clerk be authorized to execute the Airport Hangar
Land Lease Amendment with Rick Lee.
14.7 Recreation, Culture & Park Services
14.7.1 RCP 18-43 - Child Recreation Program Fee Subsidy Contract 2019-2021
Proposed Resolution #24
Moved By: ________________
Seconded By: ________________
THAT Council receives Report RCP 18-43 - Child Recreation Program Fee
Subsidy Contract 2019-2021;
AND THAT the Town of Tillsonburg enters a three-year agreement with the
County of Oxford to provide subsidized recreation programs;
AND THAT Council authorizes the Mayor and Clerk to sign the Service
Contract.
15.New Business
16.Consideration of Committee Minutes
16.1 Committee Minutes
Page 8 of 374
Proposed Resolution #25
Moved By: ________________
Seconded By: ________________
THAT Council receive the Museum Advisory Committee minutes dated November
22, 2018, and the Airport Advisory Committee minutes dated November 26, 2018,
as information.
17.Motions/Notice of Motions
18.Resolutions/Resolutions Resulting from Closed Session
19.By-Laws
19.1 By-Law 4233 To Appoint a Committee of Adjustment for the Town of Tillsonburg
19.2 By-law 4220, To Authorize A Special Local Municipal Levy On Rateable Property
19.3 By-Law 4241, To appoint a Deputy Chief Building Official, John Vandenheede
19.4 By-Law 4239, To Authorize a Memorandum of Understanding between the
Corporation of the Town of Tillsonburg and the Board of Directors of the Tillsonburg
Senior Centre.
19.5 By-Law 4240 to enter into an agreement with Her Majesty The Queen In Right Of
Ontario, 31 Earle Street
19.6 By-Law 4242, To Amend By-Law 3701 - Sanders Street
Proposed Resolution #26
Moved By: ________________
Seconded By: ________________
THAT By-Law 4233 To Appoint a Committee of Adjustment for the Town of
Tillsonburg; and
By-law 4220, To Authorize A Special Local Municipal Levy On Rateable Property;
and
By-Law 4241, To appoint a Deputy Chief Building Official, John Vandenheede; and
By-Law 4239, To Authorize a Memorandum of Understanding between the
Corporation of the Town of Tillsonburg and the Board of Directors of the Tillsonburg
Senior Centre; and
By-Law 4240 to enter into an agreement with Her Majesty The Queen In Right Of
Ontario, 31 Earle Street; and
Page 9 of 374
By-Law 4242, To Amend By-Law 3701 - Sanders Street, 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
Proposed Resolution #27
Moved By: ________________
Seconded By: ________________
THAT By-Law 4243, to Confirm the Proceedings of the Council meeting held on December
10, 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 #28
Moved By: ________________
Seconded By: ________________
THAT the Council Meeting of Monday, December 10, 2018, be adjourned at ____ p.m.
Page 10 of 374
1
MINUTES
Monday, November 26, 2018
6:00 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
Jeff Smith, Fire Chief
Amelia Jaggard, Legislative Services Coordinator
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 6:00 p.m.
2. Closed Session
3. Adoption of Agenda
Resolution # 1
Moved By: Councillor Rosehart
Seconded By: Councillor Hayes
THAT the Agenda as prepared for the Council meeting of Monday, November 26,
2018, be adopted.
Carried
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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 # 2
Moved By: Councillor Rosehart
Seconded By: Councillor Hayes
THAT the Minutes of the Council meeting of Monday, November 12, 2018, be
approved.
Carried
Public Meetings
7.1 Application for Zone Change - ZN 7-18-07 - Escalade Property
Corporation - 136 Concession Street East
Eric Gilbert, County Planner, County of Oxford, appeared before Council
and provided an overview of Report CP 2018-334, Application for Zone
Change ZN 7-18-07.
The planner provided written submission from a resident, Kelly Thibodeau,
who was not in favour of the application. The correspondence has been
added to the record.
Opportunity was given for comments and questions from Council.
The agent, Barbara G. Rosser, was in attendance and spoke in favour of
the application.
No members of the public appeared before Council in support of the
application.
Shawn Winters, 4 Maple Crt., owner of the property across from the
subject properties, appeared before Council in opposition of the
application. Mr. Winters' noted concerns about the aesthetics of the
ground level units. Mr. Winters' also noted concerns about traffic control at
the intersection of Maple Court and Concession Street.
No other members of the public appeared before Council in support of, or
opposition to, the application.
Page 12 of 374
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Council passed the following resolution.
Resolution # 3
Moved By: Councillor Hayes
Seconded By: Councillor Rosehart
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.
Carried
8. Planning Applications
9. Presentations
10. Delegations
11. Deputation(s) on Committee Reports
11.1 Tillsonburg Fire Services Strategic Plan
Shane Curtis presented the Tillsonburg Fire Services Strategic Plan
prepared by the Tillsonburg Fire Services Strategic Planning Committee.
Opportunity was given for comments and questions from Council.
Staff to provide incoming Council members with the Tillsonburg Fire
Services Strategic Plan.
The following resolution was passed by Council.
Resolution # 4
Moved By: Councillor Hayes
Seconded By: Councillor Rosehart
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.
AND FURTHER, that material be forwarded to 2019 Business Plan and
Budget deliberations for consideration.
Carried
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11.2 DCS 18-39 - Highway 3 Business Park Marketing
Jesse Goossens was unable to attend.
Cephas Panschow, Development Commissioner, presented Report DCS
18-39 Highway 3 Business Park Marketing on behalf of the Development
Committee.
Opportunity was given for comments and questions from Council.
The following resolution was passed by Council.
Resolution # 5
Moved By: Councillor Esseltine
Seconded By: Deputy Mayor Beres
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;
Carried
12. Information Items
13. Quarterly Reports
13.1 FIN 18-28 - 2018 Third Quarter Consolidated Results
Resolution # 6
Moved By: Councillor Esseltine
Seconded By: Deputy Mayor Beres
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THAT Council receives report FIN 18-28 Third Quarter 2018 Consolidated
Results, as information.
Carried
13.2 FIN 18-27 - 2018 Third Quarter Department Results
Resolution # 7
Moved By: Councillor Esseltine
Seconded By: Deputy Mayor Beres
THAT Council receives report FIN 18-27 Third Quarter 2018 Department
Results, as information.
Carried
13.3 DCS 18-41 - 2018 Third Quarter Department Results - Economic
Development and Marketing
Staff to include in quarter reports moving forward the names of new
businesses which have opened in the Town of Tillsonburg.
The following resolution was passed by Council.
Resolution # 8
Moved By: Councillor Esseltine
Seconded By: Deputy Mayor Beres
THAT Council receives report DCS-18-41 Third Quarter 2018 Department
Results, as information.
Carried
13.4 DCS 18-37 - 2018 Third Quarter Department Results - Building,
Planning and By-Law
Resolution # 9
Moved By: Deputy Mayor Beres
Seconded By: Councillor Esseltine
THAT Council receives report DCS 18-37 Third Quarter 2018 Department
Results, as information.
Carried
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13.5 FRS 18-07 - 2018 Third Quarter Department Results
Resolution # 10
Moved By: Deputy Mayor Beres
Seconded By: Councillor Esseltine
THAT Council receives report FRS-18-07 Third Quarter 2018 Department
Results, as information.
Carried
13.6 RCP 18-37 - 2018 Third Quarter Department Results
Resolution # 11
Moved By: Councillor Rosehart
Seconded By: Councillor Hayes
THAT Council receives Report RCP 18-37 Third Quarter 2018 Department
Results, as information.
Carried
13.7 OPS 18-32 - 2018 Third Quarter Department Results
Resolution # 12
Moved By: Councillor Rosehart
Seconded By: Councillor Hayes
THAT Council receives report OPS 18-32 Third Quarter 2018 Department
Results, as information.
Carried
14. Staff Reports
14.1 Chief Administrative Officer
14.2 Clerk's Office
14.2.1 CLK 18-30 - 2018 Municipal Election
Resolution # 13
Moved By: Councillor Hayes
Seconded By: Councillor Rosehart
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THAT Council receive Report CLK 18-30, 2018 Municipal Election,
as information.
Carried
14.2.2 CLK 18-33 - 2018 Municipal Election Accessibility Report
Resolution # 14
Moved By: Councillor Hayes
Seconded By: Councillor Rosehart
THAT Council received CLK 18-33 2018 Municipal Election
Accessibility Report, as information.
Carried
14.3 Development and Communication Services
14.3.1 DCS 18-38 - Bylaw to Establish a Public Highway – Glendale
Drive
Resolution # 15
Moved By: Councillor Esseltine
Seconded By: Deputy Mayor Beres
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.
Carried
14.3.2 DCS 18-40 - Bylaw to Close a Public Highway and Authorize a
Conveyance - Brookside Lane
Resolution # 16
Moved By: Councillor Esseltine
Seconded By: Deputy Mayor Beres
THAT Council receive Report DCS 18-40 – Bylaw to Close a Public
Highway and Authorize a Conveyance – Brookside Lane;
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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.
Carried
14.4 Finance
14.4.1 FIN 18-26 - Customer Service Delivery Model Update
Resolution # 17
Moved By: Deputy Mayor Beres
Seconded By: Councillor Esseltine
THAT Council receives report FIN 18-26 Customer Service Delivery
Model Update, as information.
Carried
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
Opportunity was given for questions and comments from Council.
Motion:
Moved by: Deputy Mayor Beres
Seconded By: Councillor Esseltine
THAT the resolution to award RFP 2018-004 be deferred.
Carried
Resolution # 18
Moved By: Deputy Mayor Beres
Seconded By: Councillor Esseltine
THAT Council receive Report OPS 18-33 Results for RFP 2018-
004 Old Vienna Road Slope Stability Study;
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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.
Deferred
14.7 Recreation, Culture & Park Services
14.7.1 RCP 18-39 - A Memorandum of Understanding with the
Tillsonburg Senior Centre
Staff to provide the total number of resident memberships and non-
resident memberships at the Tillsonburg Senior Centre.
Resolution # 19
Moved By: Deputy Mayor Beres
Seconded By: Councillor Esseltine
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.
Carried
14.7.2 RCP 18-36 - Awarding RFT 2018-011 Housekeeping Services
Resolution # 20
Moved By: Deputy Mayor Beres
Seconded By: Councillor Esseltine
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;
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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.
Carried
14.7.3 RCP 18-38 - Lease Extension – 31 Earle Street
Resolution # 21
Moved By: Councillor Rosehart
Seconded By: Councillor Hayes
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.
Carried
15. New Business
16. Consideration of Committee Minutes
16.1 Committee Minutes
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Resolution # 22
Moved By: Councillor Rosehart
Seconded By: Councillor Hayes
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.
Carried
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
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)
Resolution # 23
Moved By: Councillor Hayes
Seconded By: Councillor Rosehart
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.
Carried
20. Confirm Proceedings By-law
20.1 By-Law 4238 To Confirm the Meeting of November 26, 2018
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Resolution # 24
Moved By: Councillor Hayes
Seconded By: Councillor Rosehart
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.
Carried
21. Items of Public Interest
Tillsonburg residents are being asked to take part in a Tillsonburg Aquatics
Facility Study survey which will help the Town understand the types of aquatic
activities and design features that residents value most. Staff will use this
feedback when evaluating future options for reinvesting in the pools at the
Tillsonburg Community Centre and Lake Lisgar Waterpark.
A Down Home Christmas Party will be at Lion's Auditorium, Tillsonburg
Community Centre in Tillsonburg, ON on Saturday, December 8th, 2018 at 6:00
p.m.
Tillsonburg and District Historical Society presents A Christmas Dance with Back
to the 50's on Saturday, December 1st, from 7:00 p.m. to 11:00 p.m. at Branch
153, Royal Canadian Legion, 16 Durham Street, Tillsonburg, ON.
Council Inaugural will be held on Monday, December 3, 2018 and the first
Regular Meeting of the new Council will be on Monday, December 10, 2018.
22. Adjournment
Resolution # 25
Moved By: Councillor Hayes
Seconded By: Councillor Rosehart
THAT the Council Meeting of Monday, November 26, 2018, be adjourned at 8:48
p.m.
Carried
Page 22 of 374
Please note the following response to Delegation Request Form has been
submitted at Monday December 3rd 2018 7:19 PM with reference number
2018-12-03-002.
First Name
Geoffrey
Last Name
Lee
Street Address
244779 Milldale Rd
Town/City
Otterville
Postal Code
N0J1R0
Phone Number
519-694-4435
E-mail
geoff@tailwindaviation.ca
Do you or any members of your party require accessibility
accommodations?
No
Council Meeting Date
Dec 10, 2018
Subject of Delegation
Tillsonburg Airport Development
Name(s) of Delegates and Position(s)
Geoffrey Lee, Mark Kniss
I acknowledge Delegations are limited to fifteen (15) minutes
each.
I accept
Page 23 of 374
Brief Summary of Issue or Purpose of Delegation
Past issues concerning development at the Tillsonburg Airport and
tentative plans for development in 2019.
Will there be a Power Point presentation?
Yes
Please attach a copy of your presentation.
Have you been in contact with a Staff member regarding the
Delegation topic?
No
I acknowledge that all presentation material must be
submitted to the Clerk's Office by 4:30 p.m. the Wednesday
before the Council meeting date.
I accept
Page 24 of 374
Tillsonburg Airport
Development
2019
Page 25 of 374
Presenters
•Geoffrey Lee
•Owner Tailwind Aviation Services
•21 Years in aircraft maintenance
•Transport Canada Approved Maintenance Organization
•Mark Kniss
•27 Years in aircraft maintenance
•Transport Canada Approved Maintenance Organization.
Page 26 of 374
2018 Development Failures
•Tailwind Aviation began 2018 with a planned commercial expansion of
2800 sq ft –50’x 56’.
•Expansion plans shrunk and then cancelled August 1, 2018.
•Mark Kniss planned on building five 50 x 50 hangars. –12,500 sq ft.
•Development cancelled in August.
•Nobody asked why.
•Cancellation reasons.
•Concerns over staff performance.
•Lack of cooperation & coordination between SWOX & Tillsonburg.
Page 27 of 374
Loss for the airport
•Increase of 26.8% of hangars located on the airfield.
•Increase of 15 aircraft hangared on the field.
•$24,815 annually in fuel sales.
•$4437 annually in hangar land rental income.
•Missed opportunity
•Airport has a hydro issue, this expansion worked around that.
•Expense from the town for 2018 development:
•ZERO
Page 28 of 374
What happened next?
•Requested that this failure of development be discussed at the September 11, 2018 airport advisory meeting. 5 weeks after cancellations.
•Request denied.
•Turns out council was not notified either of the cancellation of the largest development ever at the airport.
•November 26, 2018 airport advisory meeting.
•Expected town staff to present the failure of development.
•Nothing.
•Manager of Operations states he will take the winter to review the issue and perhaps come up with a process for an applicant to follow for building a hangar at the airport.
•16 weeks had passed since cancellation of development at November 26th meeting.
Page 29 of 374
•Complete system failure.
•This why we are here.
Page 30 of 374
2019 Development
•We have a tentative plan for
•Two 60’ x 60’ hangars. –Housing two aircraft of 50 foot wingspans.
•Five 50’ x 50’ hangars.
•One 40’ x 60’ hangar
•22,100 sq ft of hangar rent = $6409 guaranteed increase in revenue!
•$4000 total in airport improvement fees. (8 hangar @ $500 each)
•At a 30 hours flying year & averaging out the fuel burns for the aircraft ready to move to the field the numbers are:
•28,652.4 liters of fuel sold.
•$54,153.04 in fuel sales.
•@ 0.20 per profit that means a fuel sales profit by allowing the full 2019 development of $5730.48.•Annual estimated return of $12,139.48.
•Ballpark cost of taxiway extension –25’ x 250’ = $50,000.
•This number doesn’t include money spent at the restaurant and maintenance shops on the airfield.
Page 31 of 374
What we need from council.
•Master plan is currently blocking this common sense expansion by locating two taxiways, running westward, in parallel to each other 200 feet apart.
•By allowing these two taxiways you are also blocking in the remaining available hydro outlets from the transformer.
•We need a taxiway extension of approximately 25 feet wide by 250 feet long.
•Shortest taxiway expansion to yield largest return.
•Master plan spends far more money for almost same return. (3 hangars vs 4.)
•We need cooperation from staff in a timely manner.
Page 32 of 374
Time Frame
•We need budgetary commitment from the town on or
before February 1, 2019.
•We need written commitment from the town by
February 1,2019 for completion of the taxiway on or
before September 1, 2019.
•Builder schedules are jammed. We need direction!
Page 33 of 374
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50 x 5060 x 6060 x 6050 x 5050 x 5050 x 5040x60Google Says 285Ft from Hinks Hangar to edge of Taxiway.50 x 50Page 37 of 374
Another Common Sense Expansion
Page 38 of 374
Move service road south.Extend taxiways & allow further hangars south of existing rows.Page 39 of 374
What business are you in?
•One acre of farm land rents for $260 / year.
•One acre of land for hangar rent yields $12,632.40 / year.
•This does not include fuel revenue from aircraft stored in the hangar!
Or
•One square foot of farm land rents for 0.006 cents.
•One square foot for hangars rents for 0.29 cents.
Page 40 of 374
Additional Airport Items
•Short taxiway to commercial side of the airport in poor condition.
•Tailwind Aviation will donate $5000 for this improvement.
•Liability & safety risk from the general public accessing the maneuvering area of the airport.
•Need to monitor actual hydro consumption at airport –recommend local industrial electrician.
•Need to encourage a flight school to take over for current school.
•Recommend flight school operator perform airport management duties.
•Review airport management models.
•Perhaps more involvement from Southwest Oxford.
Page 41 of 374
•Seven elected officials represent 16,000 taxpayers.
•Our goal is to see common sense development to
distance the airport financial burden from the
taxpayer.
•One expenditure yields continued annual revenue.
•2018 development required zero expenditures and
would’ve yielded continued annual revenue. This
failed.
•We’re putting the ball in your court for 2019.
Page 42 of 374
Report Title Town Hall Project Steering Committee
Recommendation – Release of Request for Proposals
Report No. N/A
Author Cephas Panschow on Behalf of the Town Hall
Committee
Meeting Type Council Meeting
Council Date DECEMBER 10, 2018
Attachments Request for Proposal Document
Tenant Statement of Requirements
Page 1 / 5
RECOMMENDATION
THAT Council receive the Town Hall Project Steering Committee Recommendation – Release of
Request for Proposals as information;
AND THAT this information be forwarded to staff for a report back to Council.
EXECUTIVE SUMMARY
The purpose of this report is to provide Council with the recommendations made by the Town
Hall Project Steering Committee regarding approval to move forward with Stage 2 of the Town
Hall Design/Build Leaseback process. This would involve the release of a Request for Proposal
document to three pre-qualified companies. As there are a number of financial and operational
considerations involved with this course of action, the recommendation is that this information be
forwarded to staff for a report back to Council.
BACKGROUND
On April 13, 2015, Council approved the following motion:
That Council receive report CAO 15-7 Town Hall Project Steering Committee Terms of
Reference.
AND THAT Council approve the Town Hall Project Steering Committee Terms of
Reference as attached to Report CAO 15-7.
AND FURTHER THAT the Chief Administrative Officer be directed to recruit interested
individuals to the committee based on the membership criteria outline in the Town Hall
Project Steering Committee Terms of Reference and through advertising for committee
members as per Council Policy.
Page 43 of 374
Page 2 / 5
Since the steering committee was established in 2015, they have been working diligently with a
number of key milestones as follows:
2016 – Development of and completion of the public Request for Expressions of Interest
process;
2017 – Release and completion of the Request for Pre-Qualification process, which
resulted in three companies being qualified;
2018 – Development of and completion of the Request for Proposal and Tenant
Statement of Requirements documents.
The Request for Pre-Qualification (RFPQ) document identified three stages in this process:
Stage 1: Request for Pre-Qualification (RFPQ)
Stage 2: Request for Proposal (RFP) – All qualifying Respondents invited to respond
Stage 3: Negotiations or Final Agreement – with one or more short-listed Respondent(s).
With Stage 1 complete and the Request for Proposal and Tenant Statement of Requirements
documents also complete, the Steering Committee is recommending that Town Council move
forward with Stage 2 of the process.
The Steering Committee has been supported by staff and, as approved by Council at their July
10, 2017 meeting, external real estate professionals from Colliers Project Leaders. In
conjunction with the Town Hall Project Steering Committee, Colliers Project Leaders has
supported the completion of:
An assessment of the pre-qualification proposals;
Request for Proposal document;
Tenant Statement of Requirements;
Functional Space Review (of existing Town owned buildings); and,
Financial options analysis.
The Town Hall Project Steering Committee provided an update to Council at their July 9, 2018
meeting and indicated that, with the completion of the Downtown Parking & Accessibility Study,
there was an opportunity to identify a Town owned parking lot to include as an option for the pre-
qualified companies if they were unable to provide their own site.
The Town Hall Project Steering Committee has identified the municipal parking lots at the
Northeast corner of Brock Street East and Harvey Street and between Harvey Street and Lisgar
Avenue as a potential location for the new Town Hall. This was determined based on the lower
usage of these parking lots and their location in the heart of the Downtown core along a
significant east/west route (Brock Street).
Page 44 of 374
Page 3 / 5
Figure 1 – Municipal Parking Lots
The inclusion of this site as an option in the Request for Proposal site does not necessarily
mean that a future Town Hall would be built on this site, but rather, allow for comparison of
different proposals. Should this site be required, any sale would be required to follow Bylaw
3549 - Sale of Real Property Policy.
At their November 5, 2018 meeting, the Committee approved the following resolution:
THAT the Town Hall Project Steering Committee approve in principle the Request for
Proposal (RFP) document and the attached schedules including the revised Tenant
Statement of Requirements (TSR) as revised;
AND THAT the RFP and TSR be provided to Tillsonburg Town Council for their review
and consideration.
Page 45 of 374
Page 4 / 5
Moving forward with this recommendation would require that:
Staff be authorized to release a Request for Proposals to the three companies shortlisted
through the Request for Pre-Qualification process;
Town Council approve an honourarium in the amount of $8,000 to each of the pre-
qualified companies to a maximum amount of $24,000 in recognition of the significant
investment that will be required to respond to the Town’s Request for Proposals process;
Town Council approve additional funding in legal and consulting fees for reviewing and
analyzing any proposals received; and,
The municipal parking lots located at the Northeast corner of Brock Street East and
Harvey Street and between Harvey Street and Lisgar Avenue be included as a site option
in the Request for Proposal document.
Based on the cost implications of moving forward with this resolution, staff would need to include
funds for consideration as part of the 2019 budget.
Staff would also bring forward additional information on real estate options that were not
included as part of the Committee’s mandate.
Any proposals received would be reviewed and qualified by Town staff and the Town Hall
Project Steering Committee and then brought back to Council for consideration.
COMMUNITY STRATEGIC PLAN
The Town Hall Project process to date supports the themes outlined in the Community Strategic
Plan including the demonstration of strong leadership in Town initiatives through the involvement
of Councillors, Town staff, members of the public and professional support, while effectively
collaborating within local government.
CONSULTATION/COMMUNICATION
The Town Hall Project has consulted with the public through the involvement of Town councillors
and members of the public on the Steering Committee. Further, regular updates have been
provided to Town Council at their public meetings and the economic Development Committee.
Once proposals are received, a full public engagement plan will be implemented allowing for
citizens and staff to receive information on the process to date and the proposals received and
provide input to Town Council.
Page 46 of 374
Page 5 / 5
FINANCIAL IMPACT/FUNDING SOURCE
The recommended motion includes $24,000 as a honourarium towards the costs incurred by the
companies submitted a proposal. The honourarium is only paid upon submission of a complete
proposal
It is anticipated that the cost to prepare and submit a proposal to the Town will be significant
once architectural costs, plan preparation, site investigations, etc, are undertaken and the
proposed amount of $8,000 will help offset some of those costs.
In addition to the proposed honourarium amount, staff is estimating that there will be another
$30,000 in legal and consulting costs to review the proposals received and bring forward to
Council for their consideration.
It should be noted that proceeding with a Design/Build Leaseback would likely result in an
increase in annual lease costs to the Town. These costs will be brought forward for Council’s
consideration once proposals, including lease amounts, are received.
There is no commitment for the Town to proceed with any proposals received.
Page 47 of 374
THE CORPORATION OF THE TOWN OF TILLSONBURG
Design-Build-Lease Request for Proposals
Schedule A: Tenant’s Statement of Requirements
RFP-XXXXX
New Town Hall – Design, Build, Lease
RPF xxxxx TSR December 4, 2018
700225-0022(3.0)
Page 48 of 374
Schedule A: Tenant’s Statement of Requirements Page 2
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
1 Introduction ...................................................................................................................................... 5
1.1 Context ................................................................................................................................ 5
1.2 Objectives ........................................................................................................................... 5
1.3 Definitions ........................................................................................................................... 5
1.4 Standards ............................................................................................................................ 5
1.5 Aspirations for Sense of Place ............................................................................................ 6
General Requirements ........................................................................................... 6
1.6 Corporate Structure............................................................................................................. 6
Office of the Chief Administrative Officer ............................................................... 7 Building Planning and Bylaw .................................................................................. 7
Clerk ....................................................................................................................... 7 Economic Development and Marketing ................................................................. 7
Finance and CSC ................................................................................................... 7 Fire Services .......................................................................................................... 7
Human Resources ................................................................................................. 7 Recreation, Culture and Parks ............................................................................... 7
Operations Services ............................................................................................... 8
2 Program Area Summary .................................................................................................................. 9
3 Program Area Narrative ................................................................................................................. 12
3.1 Site Planning ..................................................................................................................... 12
3.2 Lobby (8.04) ...................................................................................................................... 12
3.3 Circulation ......................................................................................................................... 12
3.4 Council Chambers (8.05) .................................................................................................. 12
3.5 Customer Service Area (4.09) .......................................................................................... 13
3.6 Meeting Rooms ................................................................................................................. 13
Boardroom 1 (9.01) .............................................................................................. 13
Boardroom 2 (9.02) .............................................................................................. 14 Training Room (9.03) ........................................................................................... 14
Break-out Rooms (9.04, 9.05) .............................................................................. 14
3.7 Washrooms (8.06, 8.07, 9.13) .......................................................................................... 14
3.8 Corridors ........................................................................................................................... 14
3.9 IT/Server Room / Intermediate Distribution Facility (10.05) .............................................. 14
3.10 Major Space Relationships ............................................................................................... 15
4 Building and Site Design ................................................................................................................ 16
4.1 General Conditions ........................................................................................................... 16
Design Requirements .......................................................................................... 16
Warranties ............................................................................................................ 18
4.2 Site Construction ............................................................................................................... 18
Site Plan Approval ............................................................................................... 18 Landscaping ......................................................................................................... 19
Parking ................................................................................................................. 20 Pedestrian Circulation .......................................................................................... 21
Exterior Signage................................................................................................... 21
4.3 Concrete ............................................................................................................................ 21
4.4 Masonry ............................................................................................................................ 21
4.5 Metals - N/A ...................................................................................................................... 21
4.6 Wood Plastics and Composites ........................................................................................ 21
Architectural Woodwork ....................................................................................... 21
4.7 Thermal and Moisture Protection ...................................................................................... 23
4.8 Openings ........................................................................................................................... 23
Page 49 of 374
Schedule A: Tenant’s Statement of Requirements Page 3
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
References ........................................................................................................... 23 Accessibility .......................................................................................................... 24
Steel Doors and Frames (HM) ............................................................................. 24 Entrance Systems ................................................................................................ 24
Wooden Doors ..................................................................................................... 24 Overhead Coiling Door (Heavy Duty) .................................................................. 25
Overhead Roll-Up Security Shutter...................................................................... 25 Door Hardware ..................................................................................................... 25
Glazing ................................................................................................................. 28 Exterior Windows ................................................................................................. 29
4.9 Finishing ............................................................................................................................ 29
Finishing Acoustic Ceiling System ....................................................................... 29
Carpet and Flooring ............................................................................................. 29 Drywall ................................................................................................................. 29
Painting and Coating ............................................................................................ 30 Porcelain Tile ....................................................................................................... 30
4.10 Specialties ......................................................................................................................... 31
Toilet Partitions .................................................................................................... 31
Washroom Accessories ....................................................................................... 31 Security Mirrors .................................................................................................... 31
4.11 Equipment (not specified) ................................................................................................. 31
4.12 Furnishings ........................................................................................................................ 31
Window treatment ................................................................................................ 31 Entrance mats ...................................................................................................... 31
4.13 Special Construction ......................................................................................................... 32
Interior Signage .................................................................................................... 32
Acoustical Design................................................................................................. 32
4.14 Conveying Equipment ....................................................................................................... 33
Elevators .............................................................................................................. 33
4.15 N/A .................................................................................................................................... 33
4.16 N/A .................................................................................................................................... 33
4.17 N/A .................................................................................................................................... 33
4.18 N/A .................................................................................................................................... 33
4.19 N/A .................................................................................................................................... 33
4.20 N/A .................................................................................................................................... 33
4.21 Fire Suppression ............................................................................................................... 33
4.22 Plumbing ........................................................................................................................... 34
4.23 HVAC ................................................................................................................................ 34
Design Criteria ..................................................................................................... 34 Ventilation ............................................................................................................ 35
Vibration Isolation................................................................................................. 36 Zone Controls ....................................................................................................... 36
Exhaust Systems: ................................................................................................ 36
4.24 N/A .................................................................................................................................... 37
4.25 Integrated Automation ....................................................................................................... 37
4.26 Electrical ............................................................................................................................ 37
General: ............................................................................................................... 37 Lighting Levels ..................................................................................................... 38
Emergency Power ................................................................................................ 39 Lighting Controls .................................................................................................. 39
Electrical Services ................................................................................................ 40
Page 50 of 374
Schedule A: Tenant’s Statement of Requirements Page 4
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
Communication Systems Infrastructure: Voice and Data .................................... 41 Audiovisual ........................................................................................................... 41
4.27 Communications ............................................................................................................... 42
4.28 Electronic Safety and Security .......................................................................................... 45
Door Security and Intrusion Detection System .................................................... 45 Security Camera Systems ................................................................................... 48
Personal Assistance Alarm .................................................................................. 49
4.29 N/A .................................................................................................................................... 49
4.30 N/A .................................................................................................................................... 49
4.31 Earthwork .......................................................................................................................... 49
4.32 Exterior Improvements ...................................................................................................... 49
5 Room Data Sheets ......................................................................................................................... 50
Page 51 of 374
Schedule A: Tenant’s Statement of Requirements Page 5
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
1 Introduction
1.1 Context
This Tenant’s Statement of Requirements (TSR) is Schedule A to the Design-Build Lease Term Sheet
issued under Request for Proposals RFP-XXXX. This TSR will become Schedule A to the Design-Build
Lease and defines the Tenant’s building requirements and provides the basis for accepting or rejecting
workmanship or products on site.
1.2 Objectives
This project is intended to provide a new Town Hall facility to serve the Town of Tillsonburg (Town).
The Successful Proponent will enter into a lease with the Tenant and will perform the Landlord’s Work to
design and build a Town Hall of approximately 25,000 square feet gross floor area. The building will be
designed and constructed to meet the Tenant’s requirements as specified in the proposed Lease and
this Tenant Statement of Requirements (TSR). The actual gross floor area of the building will be
determined by the Proponent’s design.
1.3 Definitions
Terms shall have the meanings as defined in the Design-Build Lease except as noted below:
Town Means the Town of Tillsonburg acting in its regulatory capacity for the issuance of
approvals and permits and ensuring compliance with all legislation and bylaws.
Exemplar Plan Means a plan or portion of the plan that must be included in the proposed building
substantially as shown subject to any permitted deviations.
Indicative Plan Means a plan or portion of a plan that illustrates one possible way to achieve the
Owner’s Statement of Requirements and does not limit the Proponent from
developing other approaches to complying with the Owner’s Statement of
Requirements.
Tenant Means the Town of Tillsonburg.
1.4 Standards
1. Execute the Landlord’s Work in accordance with all applicable statutes, local bylaws,
regulations, and codes; conform to latest published revisions, addenda, supplementary
and appropriate current standards presently recognized and enforced by authorities
having jurisdiction.
2. Where necessary, the Landlord shall review the design with those public authorities
having jurisdiction in order that the consents, approvals, licenses and permits required
for the Project may be applied for and obtained.
3. In addition to the above, the building shall conform to the following specific standards
unless other standards require a higher level of performance:
1. The Town of Tillsonburg Accessibility Design Standards (County of Oxford
Facility Accessibility Design Standards - FADS) – 2011.
2. Integrated Accessibility Standards Regulation (O. Reg.191/11).
Page 52 of 374
Schedule A: Tenant’s Statement of Requirements Page 6
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
3. References to ASHRAE 90.1 standard shall refer to ASHRAE 90.1-2013 except
where this standard is indirectly referenced by other standards such as LEED or
OBC in which case the version cited in the reference document shall prevail.
1.5 Aspirations for Sense of Place
General Requirements
1. The building shall follow the principles and architectural control guidelines of the Town of
Tillsonburg Central Area Design Study, August 2012, and shall meet the following
general aesthetic requirements
1. Have a street presence with a strong perceived sense of entry;
2. Evoke the image of a traditionial Town Hall, but as a modernized, progressive
building that welcomes the public into the Town administration;
3. Design for a human scale;
4. Maintain dignity, authority, order and the steadfast foundation that is the role of
the municipal government;
5. The main lobby should be filled with natural light to convey the transparency of
the government and create a positive mood in citizens visiting the Town offices;
6. Staff areas should have access to natural light and, where possible, views for
the positive effect it has on staff morale;
7. Wayfinding should be built into the design so that a minimum of signage is
necessary to direct the public to service counters and offices intended for public
access.
1.6 Corporate Structure1
The Town of Tillsonburg administration consists of:
Office of the Chief Administrator
Building Planning and Bylaw
Clerk’s Office
Economic Development and Marketing
Finance
Fire Services
Human Resources
Recreation Culture and Parks
Operations
Tillsonburg Hydro Inc.
Each department is led by a Director, who is a corporate leader and liaison between corporate and their
department.
1 The Corporate Structure section is from KNY Architects’ Space Needs Study dated May 10, 2016.
Page 53 of 374
Schedule A: Tenant’s Statement of Requirements Page 7
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
Office of the Chief Administrative Officer
Each of the five above mentioned municipal departments are headed by specialists who are
understandably focused on the needs of their departments. The CAO is the senior administrator
of the Town and is responsible to city council for the effective and efficient operation of the
Town. All Town departments report to council through the CAO. The CAO ensures that the
advice and recommendations provided by staff to council are balanced and broad in perspective.
Building Planning and Bylaw
This department is responsible for providing a wide range of advisory and regulatory services
that pertain to land use matters as well as the enforcement of the Ontario Building Code and
own Bylaws. The department functions in order to enforce property standards and related by-
laws and is responsible for the review and administration of applications for development
planning and building approvals.
Clerk
The Clerk’s office coordinates Council agenda and minutes, marriage and burial certificates,
committee of Council, by-laws and record management. The expanded role includes performing
statutory duties and duties of public interest and ensuring compliance with statutory
requirements and municipal policy.
Economic Development and Marketing
The economic development and marketing department is responsible for promoting the Town as
a location for businesses and thus function requires the ability to meet with the individuals
exploring potential investment opportunities. The Commissioner meets with member of the
public in his office and or in an adjacent meeting room that is accessible to the public.
Finance and CSC
The Finance Department is responsible for providing a variety of services to all departments
throughout the Town, such as treasury functions, maintenance of the general ledger, and
budgets, through audited financial statements and quarterly reports. Human Resources also falls
under this department.
Fire Services
Emergency response is the core of the department’s mission. The Tillsonburg Fire Department
is staffed by a career Chief and Deputy Chief with 28 on call volunteer firefighters operating from
one station. The Department protects the Town of Tillsonburg and responds outside this area on
a mutual aid basis as part of the Oxford County Mutual Aid Association. Emergency dispatch
services operate out of the Fire Hall.
Human Resources
Human Resources is responsible for recruiting, hiring and retaining staff, including all training.
The training room provides a venue for their training activities and would ideally be close to the
Human Resources offices.
Recreation, Culture and Parks
This department includes the majority of the city’s customer-direct service / face to face
interaction with the public on a daily basis. The department provides community-oriented
programs and services, facilities, and recreational and cultural opportunities for the community.
The department also delivers cemetery services, environmental and conservation protection and
facility maintenance to the Town.
Page 54 of 374
Schedule A: Tenant’s Statement of Requirements Page 8
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
Operations Services
The Town’s Operations Services generally operates engineering, fleet services, water,
Tillsonburg Hydro and general infrastructure services responsible for infrastructure design,
construction, operations and management. The department ensures the Town’s environment is
efficient, safe, livable, prosperous and vibrant through quality road and sewer infrastructure.
Page 55 of 374
Schedule A: Tenant’s Statement of Requirements Page 9
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
2 Program Area Summary
The following space requirements are provided by KNY Architects Ltd.
Space Requirements
Room/Space Type # People
Office or
Workstation
Sq Ft /
Room TOTAL
Office of the CAO – Council Security Zone
1.01 CAO 1 Office 252 252
1.02 Mayor 1 Office 252 252
1.03 Councillor 6 Office 300 300
1.04 Assistant to CAO/Mayor 1 Workstation 64 64
1.05 Development Commissioner 1 Office 140 140
1.06 Marketing and Communications Officer 1 Workstation 64 64
1.07 Marketing Coordinator 1 Workstation 64 64
1.08 Manager of Human Resources 1 Office 140 140
1.09 Human Resources Coordinator 1 Office 140 140
1.10 Health and Safety Coordinator 1 Workstation 64 64
1.11 THI GM/CEO 1 Office 140 140
1.12 THI Finance and Regulatory Affairs Manager 1 Office 140 140
1.13 Energy Conservation Officer 1 Workstation 64 64
1.14 Future position 1 Office 140 140
1.15 Summer Student 1 Workstation 64 64
Clerk – Staff Security Zone
2.01 Clerk 1 Office 140 140
2.02 Deputy Clerk 1 Office 140 140
2.03 Records Management Coordinator 1 Workstation 64 64
2.04 Legislative Services Coordinator 1 Workstation 64 64
2.05 Part Time/Student 1 Workstation 64 64
Building/Planning/Bylaw – Staff Security Zone
3.01 Chief Building Official 1 Office 140 140
3.02 Deputy Chief Building Official 1 Office 140 140
3.03 Property Standards / Bylaw Officer 1 Office 140 140
3.04 Municipal Bylaw Officer 1 Office 140 140
3.05 Development Planner 1 Workstation 64 128
3.06 County Planner 1 Office 140 140
3.07 Summer Student 2 Workstation 64 128
Finance – Staff Security Zone
4.01 Director of Finance/Treasurer 1 Office 140 140
4.02 Deputy Treasurer 1 Office 140 140
4.03 Asset Management 1 Workstation 64 64
4.04 Budget Analyst 1 Workstation 64 64
4.05 Purchasing Coordinator 1 Workstation 64 64
4.06 Accounts Payable / Accounts Receivable 1 Workstation 64 64
4.07 Revenue Manager 1 Office 140 140
4.08 Tax Clerk 1 Workstation 64 64
4.09 Customer Service Reps / Billing Support Clerks 7 Workstation 64 448
4.10 Information Technology 1 Workstation 64 64
Recreation Culture and Parks – Staff Security Zone
5.01 Director 1 Office 140 140
5.02 Manager of Parks and Facilities 1 Office 140 140
5.03 RCP Asset Management Technician 1 Office 140 140
Operation Services – Staff Security Zone
Page 56 of 374
Schedule A: Tenant’s Statement of Requirements Page 10
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
Space Requirements
Room/Space Type # People
Office or
Workstation
Sq Ft /
Room TOTAL
6.01 Director of Operations 1 Office 140 140
6.02 Operations Administrator 1 Workstation 64 64
6.03 Manager of Engineering 1 Office 140 140
6.04 Senior Operations Technologist 1 Workstation 64 64
6.05 Asset Management Technologist 1 Workstation 64 64
6.06 Development and Design Technologist 1 Workstation 64 64
6.07 Summer/Coop students 1 Workstation 64 64
Fire Services – Staff Security Zone
7.01 Fire Dispatch 4 Office 300 300
Public Spaces – Public Security Zone
8.01 Entry Vestibule 1 80 80
8.02 Staff Vestibule 1 80 80
8.03 Reception 1 100 100
8.04 Main Lobby / Welcome Area / Display Area1 1 400 400
8.05 Council Chamber 100 1 3,750 3,750
8.06 Washroom - Public 1 1 300 300
8.07 Universal Barrier Free Washroom1 1 100 100
Staff Spaces – Staff Security Zone
9.01 Board Room - 1 12 1 280 280
9.02 Board Room - 2 6 1 150 150
9.03 Training Room 20 1 500 500
9.04 Break - Out Room - 1 1 80 80
9.05 Break - Out Room - 2 1 80 80
9.06 Lunch Room/ Kitchen - Staff 1 450 450
9.07 Mail Room 1 80 80
9.08 Copy Room 1 150 150
9.09 File Room 1 150 150
9.10 Library Room 1 120 120
9.11 Map Room 1 150 150
9.12 Plotter Room 1 150 150
9.13 Washroom - Staff1 1 300 300
Support Spaces – Support Security Zone
10.01 Waste Recycling Room1 1 120 120
10.02 Loading Area1 1 64 64
10.03 General Storage1 1 600 600
10.04 Vault 1 300 300
10.05 IT / Server Room 1 225 225
10.06 Mechanical Room1 1 225 225
10.07 Electrical Room 1 1 225 225
10.08 Sprinkler Room 1 1 225 225
10.09 Elevator 1 1 100 100
10.10 Elevator Equipment Room1 1 100 100
10.11 Stair 11 1 250 250
10.12 Stair 21 1 250 250
10.13 Stair 31 1 375 375
Future Agency Spaces – Staff Security Zone
11.01 Chamber of Commerce 800
11.02 BIA 400
11.03 Unassigned 1,600
TOTAL NET SPACE 19,340
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700225-0022(3.0)
Space Requirements
Room/Space Type # People
Office or
Workstation
Sq Ft /
Room TOTAL
12.01 Circulation, walls (30%)1 9.01 30% 5,800
TOTAL GROSS FLOOR AREA 25,140
1 Room areas are provided as an indication of the minimum expected requirement, but larger spaces may be required
to achieve the functional requirement based on the Proponent’s design and selection of systems, in which case the larger
requirement will apply.
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Schedule A: Tenant’s Statement of Requirements Page 12
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
3 Program Area Narrative
3.1 Site Planning
The main public entrance to the building shall be located facing a public street and adjacent to the public
square. The building shall be designed to make the entrance point clearly defined and visible from a
broad area of the adjoining street. A generous pedestrian walkway shall be provided in front of the main
public entrance. The pedestrian walkway in front of the main public entrance shall extend to meet the
sidewalk. A series of trees in planters or grates shall be provided in this pedestrian walkway in front of
the main public entrance.
A smoking area shall be provided in a location well-removed from the main public entrance.
The accessible parking stalls serving the public and staff shall be located so that they are immediately
accessible to the pedestrian walkway leading to the main public entrance without having to cross any
internal vehicular drive or back-out aisle, and so that vehicles do not access these spaces directly from
the drive way giving immediate access to the site.
A staff entrance shall be provided separate from the main public entrance such that the staff entrance is
on a different face of the building and giving convenient access to the staff parking area.
Bicycle racks will be required and are preferred to be located adjacent to the building if this can be
accommodated without obstructing the travel path from parking areas to the building. If such a location is
not possible, the bicycle racks may be provided within a landscaped island in the parking area.
3.2 Lobby (8.04)
The lobby functions as a primary orientation space for the public and provides space for waiting. The
areas indicated in the Program Area Summary are approximate and may be smaller or larger provided
that they meet the requirement to accommodate the flow of up to 100 people into the Council Chamber.
It is desirable to have windows to provide outside views for this space.
The ground floor lobby should be equipped with a vestibule to buffer indoor spaces from outdoor
conditions, with drained entry grates to minimize tracking of dirt and water.
3.3 Circulation
Building circulation should encourage the use of the stairs rather than the elevator by providing finishes
in the stairways that match the highest level of finish of the areas they serve. In particular, if public areas
are located above the ground level, the stairway providing public access should be designed to the level
of finishes of the lobby.
3.4 Council Chambers (8.05)
The Council Chamber fully barrier free including for the public, staff and Council member and
appropriate access shall be provided to any required raised areas.
The Council Chambers should have appropriate acoustic treatment including a sound lock door to
isolate noises in the corridor, acoustically absorptive wall and ceiling treatments.
Audio-Visual system includes:
Push-to-talk microphones for Mayor, each council member, each staff member and guest
speaker podium;
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Schedule A: Tenant’s Statement of Requirements Page 13
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
Mayor and Clerk have master control that allows de-activation of any microphone;
Amplification and speakers as required throughout the Council chamber;
Flat panel displays to allow any Council member to see at least one display, i.e. one entire
display panel can be seen within a cone of 45° left and right of centre when seated facing the
desk and the viewing angle of the display panel must not be greater than 30° from the
perpendicular of the plane of the display panel or the manufacturer’s optimal horizontal viewing
angle, whichever is less.
Flat panel displays to allow the public in the fixed seats to see at least one display panel (same
criteria).
Ability to connect a computer to the video display systems and the audio system using any
commonly available jacks.
The Council Chamber should be adjacent to and accessible from the main lobby and should be located
on the ground floor.
3.5 Customer Service Area (4.09)
The workspace for the Customer Service Representatives must include a service counter to allow
service to the public. This service counter should be adjacent to the lobby and should be easy for the
public to identify its location without signage.
The millwork for the service counter should be wide enough to proved separation of staff and public and
to allow review of documents etc. The millwork should be at a height suitable for standing access by
public and staff and should include at least one services station that is accessible to staff or members of
the public using a wheelchair.
Each service station should be at least 76” wide and shall have a window at each wicket should be 36”
wide and comprised of two sheet panels with a 3” gap to allow easy communication. An opening at
bottom of glass panel will be 12” wide and 4” high, sufficient to pass documents between staff and the
public.
Staff at the service wickets require a solid roll-down shutter that the service agent can close so that they
can continue to work at the wicket (to cash out, etc.) without creating an expectation that they will
provide service to clients.
A millwork or drywall wing wall measuring the depth of the public counter should separate the client side
of each wicket to give clients standing or sitting at the wicket privacy from clients at the adjacent wicket.
3.6 Meeting Rooms
The meeting rooms should be supplied with power and data connections. Except for the Break-out
Rooms, each room should be provided with a digital display screen as approved by the Tenant.
Boardroom 1 (9.01)
This boardroom should be located near the offices of the CAO, Mayor and Commissioner of
Economic Development and should be accessible to the public. The room should be finished to
a level appropriate for important formal meetings. Power supplies, data and screen connections
should be provided in the centre of the floor to be routed through the furniture by the furniture
supplier. The flat panel display should be at least 84” diagonal.
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RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
Boardroom 2 (9.02)
This boardroom should adjacent to the customer service counter so that it can be used by
customer service agents to meet with members of the public where there is a long consultation.
It will also be used by staff for internal meetings. The potential to have a door that gives access
to the staff area would be an advantage. Power supplies, data and screen connections should
be provided in the centre of the floor to be routed through the furniture by the furniture supplier.
The display screen should be at least 50” diagonal.
Training Room (9.03)
The Training Room should be located within the staff area. This room should be provided with
under-floor electric and telecommunication distribution to support its use for computer training.
The level of finish in this room should match the finishes in staff areas.
Break-out Rooms (9.04, 9.05)
The Break-out Rooms should be located within the staff area and should be finished to a level
that matches the staff areas.
3.7 Washrooms (8.06, 8.07, 9.13)
Public washrooms, taken for each floor, meet accessibility standards. There are two equally acceptable
strategies to achieve this: 1) to provide a single occupant accessible washroom which exempts the
balance of the washrooms serving the area from the barrier free requirements; 2) to make every
washroom accessible.
Public washrooms should be adjacent to and accessible from the main lobby.
A door-free design for public washrooms is required.
Staff washrooms, taken for each floor, meet accessibility standards. There are two equally acceptable
strategies to achieve this: 1) to provide a single occupant accessible washroom which exempts the
balance of the washrooms serving the area from the barrier free requirements; 2) to make every
washroom accessible.
A door-free design for staff washrooms is preferred.
3.8 Corridors
Corridor widths and door widths shall comply with OBC standards except where the public function
requires a larger dimension.
3.9 IT/Server Room / Intermediate Distribution Facility (10.05)
The preferred configuration for the server room and intermediate distribution facility is as follows:
Telephone demarcation point to be located in a ground floor electrical room, with empty conduit
between this room and the server room.
Fibre point of presence in the server room (therefore the server room has servers, fibre point of
presence and network patch panels for all floors)
No separate network closets unless there are network drops more than 90m from the server
room.
No separate internet point of presence room.
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Schedule A: Tenant’s Statement of Requirements Page 15
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
The server room should be located on an upper floor close to the centre of the floor plate with access
from the staff security zone. If the location of the Server Room and the layout of the cable trays do not
allow the most distant network termination points to be within a 90m cable run from the Server Room,
then one or more Intermediate Distribution Facilities will be required.
If an Intermediate Distribution Facility is required, provide three 2” conduits running from the Server
Room to the Intermediate Distribution Facility.
Telephone service is expected to run from the street to a demarcation point in a communications room
or in the electrical utility room on the ground floor of the building. A TIE cable will be provided to connect
this demarcation point to the Server Room.
Fibre service lines are expected to run from the street to terminate in the Server Room.
3.10 Major Space Relationships
The following table indicates the necessary relationships between major Town functions. The design
should reflect the required strength of relationships in determining the adjacencies of spaces.
CAO Clerk
Planning,
Building,
Bylaw
Finance
and
Customer
Service
Recreation,
Culture and
Parks
Operations
Services Fire Public
CAO
Clerk High
Planning, Building,
Bylaw High High
Finance and
Customer Service High High Medium
Recreation, Culture
and Parks High High Low Medium
Operations
Services High Medium
High Low Medium Medium
Low
Fire High High Low Low Low Low
Public High High High High High High High
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RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
4 Building and Site Design
4.1 General Conditions
Design Requirements
1. Provide a minimum clear ceiling height of 3.6m in public areas and the Council
Chamber.
2. Provide for long term flexibility for power and communications wiring within the Council
Chamber by either of the following means:
1. A flush covered recessed wiring raceway suitable for power and
communications flush with the balance of the floor.
2. A minimum 0.20m recessed slab in the Council chamber inner area with raised
access flooring and concrete filled panels to create a raised platform for the
Council seating or flush with the balance of the space if the audience area is
raked.
3. Provide an articulated floor, millwork and seating necessary for the Council Chamber:
1. The Council tables shall provide generous seating for the Mayor and six
councillors in an arc shape such that each Council member can see all others,
and the public can see all Council members.
2. Provide staff seating millwork to accommodate the Clerk, Chief Administrative
Officer and five senior managers.
3. Provide digital display panels and an audio-visual system to accommodate a
variety of data input sources including computers, and digital video displays.
Display panels shall be provided in number, size and locations to allow all
councillors, staff and public to easily view at least one display.
4. Provide fixed seating for at least 50 members of the public plus at least another
35 seats on stackable chairs.
4. Provide a clear ceiling height of not less than 2.74m (9’) in all enclosed offices.
5. Floor areas shall be designed for a uniformly distributed live load as determined by the
building code plus an allowance for moveable partitions.
6. Server room floor shall be capable of supporting the point loads of provided four-post
racks with a minimum weight of 2,500 lb static weight each rack.
7. The operating schedule, receptacle load demand, fan cycle, heating and cooling control
points and humidity control points are provided in Table 4.1.1.7.
Page 63 of 374
Table 4.1.1.7 Temperature control points
1a 2a 3a 4a 5a 6a 7a 8a 9a 10a 11a 12p 1p 2p 3p 4p 5p 6p 7p 8p 9p 10p 11p 12a
Occupants
Mon - Fri - Staff 0 0 0 0 0 0 0 20 64 64 64 64 64 64 64 64 20 0 0 0 0 0 0 0
Mon - Fri - Public 0 0 0 0 0 0 0 10 15 15 15 20 15 15 15 15 10 0 0 0 0 0 0 0
Council Meetings 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 100 100 100 100 100 100 0 0
Sat, Sun, Holiday 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Lighting Factor (1 = 100% of design load, not including potential for natural illumination)
Mon - Fri 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.7 0.9 0.9 0.9 0.9 0.9 0.9 0.9 0.9 0.2 0.05 0.05 0.05 0.05 0.05 0.05 0.05
Council Meetings 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.9 0.9 0.9 0.9 0.9 0.9 0.05 0.05 0.05
Sat, Sun, Holiday 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.05 0.05
Receptacle load (kW) - entire building
Mon - Fri 0.5 0.5 0.5 0.5 0.5 0.5 0.5 8.5 9.4 9 8.7 6.3 7 8.7 8.7 6.6 3.6 0.5 0.5 0.5 0.5 0.5 0.5 0.5
Sat, Sun, Holiday 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5
Fans
Mon - Fri Off Off Off Off Off Off Off On On On On On On On On On Off Off Off Off Off Off Off Off
Council Meetings Off Off Off Off Off Off Off On On On On On On Off Off Off
Sat, Sun, Holiday Off Off Off Off Off Off Off Off Off Off Off Off Off Off Off Off Off Off Off Off Off Off Off Off
Cooling Set Points
Mon - Fri 25 25 25 25 25 25 22 22 22 22 22 22 22 22 22 22 25 25 25 25 25 25 25 25
Council Meetings 25 25 25 25 25 25 22 22 22 22 22 22 25 25 25
Sat, Sun, Holiday 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25
Heating Set Points
Mon - Fri 17 17 17 17 17 17 21 21 21 21 21 21 21 21 21 21 17 17 17 17 17 17 17 17
Council Meetings 17 17 17 17 17 17 21 21 21 21 21 21 17 17 17
Sat, Sun, Holiday 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17
Domestic Hot Water Demand Factor (1 = 100% of design load) - not including stand-by demand
Mon - Fri 0 0 0 0 0 0 0 0.27 0.53 0.09 0.06 0.23 0.17 0.15 0.09 0.07 0 0 0 0 0 0 0 0
Council Meetings 0 0 0 0 0 0 0.23 0.23 0.23 0.23 0.23 0.23 0 0 0
Sat, Sun, Holiday 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Page 64 of 374
Warranties
1. The Landlord shall select products for the Landlord’s Work that demonstrate lasting value
by providing warranties for the following minimum durations for the specified
components:
1. Roofing membrane: 15 years
2. Exterior thermal sealed glazing units: 20 years
3. Exterior window assemblies: 25 years
4. Carpet: 10 years
5. Hardware
1. Butt Hinges: Lifetime,
2. Pivot Sets: 2 years,
3. Locks: 7 years,
4. Exit Devices: 3 years,
5. Door Closers - Mechanical: 10 years,
6. Door Operators - Electro Mechanical: 2 years,
7. Door Hold-Open Devices - Electro Mechanical: 2 years,
8. Overhead Stops and Holders: 1 year,
9. Floor and Wall Stops: 1 year,
10. Electric Strikes, Key Switches and Power Supplies: 1 year, and
11. Electromagnetic Lock Coils: Lifetime.
4.2 Site Construction
Site Plan Approval
1. In addition to meeting the requirements of the TSR, the Proponent shall be responsible to
ensure that the development shall meet all regulatory requirements of the Town of
Tillsonburg and all other authorities having jurisdiction for Site Plan Approval.
2. The Site Plan submission shall include:
1. All requirements for a Full Site Plan Application;
2. Consider low impact development/green building standards;
3. The design must address the interior and exterior faces of the building – street
side must not appear as a rear;
4. Architecture should be iconic/unique resulting in a building with street presence;
5. Articulate building walls and roof line – avoid square top building;
6. Provide additional parking space on the site for pick-up/drop-off;
7. Interior parking lot islands to be landscaped;
8. Garbage/recycle locations must be screened and may not be close to the street;
9. Show areas on parking lot for snow storage;
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10. The parking areas shall be provided with internal sidewalks;
3. Zoning:
1. Parking is required at 6 spaces per 100 m2 GFA;
2. All yard setbacks shall conform to the Zoning Bylaw;
3. Provide bicycle parking.
4. Site Engineering Permits may be required:
1. Long Point Region Conservation Authority;
2. MTO;
5. Site Engineering Reports Required:
1. Storm water Management;
2. Geotechnical;
3. Noise (Impact on surrounding residential as well as on the proposed
development);
6. Transportation:
1. Driveway locations and turning movements will be subject to approval of the
Town in its regulatory capacity;
2. A Traffic Impact Study may be required.
7. Fire:
1. Fire Access Route to be shown on plan;
2. Show turning radius;
3. Show hydrant locations;
4. Show fire connections on building.
Landscaping
1. The building site shall include a public gathering space:
1. Including either a permanent structure, or include temporary staging, to create a
stage for public ceremonies (such as Awards, Remembrance Day Ceremonies
and New Year celebrations) and events such as concerts;
2. Provide sufficient size for a standing capacity of at least 400 people;
3. Provide benches and seating surfaces to encourage use of the space;
4. Provide planters for flowers, shrubs and trees, with sufficient soil capacity to
support full-size native trees at maturity.
2. All landscaping shall meet the requirements of the Town of Tillsonburg as defined
through the Site Plan Approval process.
3. Provided a landscaped island at the end of each row of parking to separate the parking
from drive aisles, a minimum of 3.0m wide, planted with sod or perennials and a
minimum of two trees.
4. Provide Bike Racks to accommodate the minimum of 5% of building occupants.
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5. Personal Security - ensure selected landscape material and plant growth will not facilitate
roof access, conceal building perimeter or increase the potential for vandalism.
6. Wheelchair users are to have easy access from the street or parking lot right into the
building without having to negotiate raised curbs, steps or steep gradients, as per
CAN/CSA-B651-04.
7. Provide ample hard surfacing at building entrances. Surfaces shall stand up to snow
removal operations and de-icing agents.
8. All walls and furniture shall be designed to discourage the use of skateboards.
9. Provide one 12m high flagpole:
1. Locate in prominent positions clearly visible to the public and generally related to
the gathering space - at grade. Flagpoles must be easily accessible to permit
operation under all weather conditions and may require paved approaches and
steps if not at grade level.
2. Flags by others, not in contract.
3. Use only standard aluminum manufactured products complete with standard
non-fouling hardware for ease of operation. Ensure that flagpole is properly
protected against lightning.
4. Flags will not be illuminated.
5. Base and anchorage must be adequate to resist loads
Parking
1. Parking shall be provided to meet the minimum bylaw standards, or 115 spaces required
to meet the needs of the tenant, whichever is greater.
2. Heavy-duty pavement shall be provided as required for all fire routes and for the locations
required for garbage collection vehicles.
1. The tenant requires a minimum provision of 15 reserved parking spaces for the
Mayor, Council and senior staff.
3. Accessible parking spaces shall be provided to meet the minimum bylaw standards or 6
accessible parking spaces to meet the needs of the tenant.
4. All required accessible parking spaces shall be located so that the occupant is not
required to cross a driveway to reach the front door of the building.
5. Provide painted site pavement traffic and lane markings using white Pavement Marking
Paint: to CGSB 1-GP-149M, alkyd reflecting traffic paint, including:
1. parking bay striping, lane divider stripes, and directional arrows.
2. lettering and graphic symbols, crosswalks, paint curbs and safety zone striping.
3. painted international accessible symbol in each parking space designated for
accessoble parking to the standards defined by the Town.
6. Provide bases as required for pay and display parking equipment at two locations.
1. Provide two empty 1” diameter conduits from each location to the electrical room
and terminate at the backboard.
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700225-0022(3.0)
Pedestrian Circulation
1. Provide a hard surface walkway between the building and the public sidewalk to be a
minimum of 4.0m wide.
2. Provide a hard surface pedestrian walkway through the parking lot.
3. Provide a hard surface patio area for smokers including receptacles for waste and
cigarette butts.
Exterior Signage
1. All signage shall be designed in an integrated manner for a consistent image. The
location, content and format of signs shall be as approved by the Tenant.
2. Provide an illuminated ground sign with the building name and street address.
3. Provide a building sign including the name of the building and the street number, which
shall be clearly and appropriately visible from the adjacent road. The building name shall
be as follows:
Town Hall
Town of Tillsonburg
4. Provide in-only and out-only signs if required to support any restricted movement access
points.
5. Provide necessary signage to direct visitors to the proper entry point if entry is not
apparent.
6. Provide signage to indicate reserved parking spaces;
7. Provide signage as required by the Town through the site plan and building permit
process.
8. Provide no-parking signs at the entries to the mayor and councillor parking.
4.3 Concrete
1. Exposed concrete is not an acceptable finished material for exterior or interior building
walls.
4.4 Masonry
1. The exterior cladding materials must be appropriate for a civic building: durable,
conventional, water resistant and abuse resistant.
2. Acceptable cladding materials include: brick, large format granite or limestone, precast
masonry units, prefinished metal cladding; specialty veneer panel in subdued colouring,
or composite stone panels.
4.5 Metals - N/A
4.6 Wood Plastics and Composites
Architectural Woodwork
1. Quality Assurance:
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700225-0022(3.0)
1. Architectural Woodworking Standards (AWS) Edition 1 - 2009 Jointly published
by AWI, AWMAC and WI.
2. Submittals:
1. Provide samples, colours and finishes for use in the Material, Colour
Finishes and Patterns and approval in accordance with approved Colour
Boards.
2. Provide detailed millwork design drawings for the wickets for approval by
the Tenant.
3. For composite wood products, provide documentation indicating the product
contains less than 0.05mg/m3 added urea formaldehyde.
4. Chain-of-Custody certificates: Provide certification that products, when specified
to be made from certified wood, comply with forest certification requirements.
Include evidence the mill is certified for Chain-of-Custody by and FSC-accredited
certification body. Include statement indicating costs for each certified wood
product.
2. Guarantee and Inspection Service:
1. Provide a two (2) year extended AWMAC Guarantee Certificate to the full value
of the Architectural Woodwork Sub-Contract, certifying that the Architectural
Woodwork has been manufactured and installed in accordance with the
Standards incorporated in the AWMAC Quality Standards Manual, 1998, from
the date of completion.
2. Non - AWMAC members to provide a Maintenance Bond equivalent to AWMAC
guarantee and submit a letter from insurer of ability to obtain such a bond at time
of tendering.
3. Architectural Woodwork shall be manufactured and installed to the specified
AWS Manual and shall be subject to an inspection at the plant and site by an
appointed inspector, approved by the local association member. Such inspection
costs shall be included in the tender price for this project.
4. Any work which does not meet AWS Quality Standards, as specified, shall be
replaced by this Trade Contractor, at no additional cost to the Owner and to the
satisfaction of the Consultant and Inspector.
3. Architectural Woodwork shall be designed in a manner, and shall be constructed to meet
quality standards, appropriate for a public Town Hall building.
4. Materials
1. All Architectural woodwork throughout the building to be a consistent species and
finish. Acceptable species include: Maple, Oak, Birch or Tenant approved
alternative.
2. Laminate finishes shall be provided on appropriate plywood or MDF substrate to
provide a durable finish.
5. Panelling
1. Interior wood panelling to be designed and constructed with wood species and
grain selected to complement the overall building aesthetic and image of the
Town Hall.
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6. Casework
1. Casework shall be flush over-lay type.
2. Countertops in staff areas (kitchens and staff washrooms) to be self-edged
plastic laminate.
3. Countertops in public areas (wickets and washrooms) to be granite or approved
equal.
4. Shelving to be minimum 16mm (5/8") thick plywood core with matching wood
veneer and minimum solid 19mm (3/4”) matching solid wood edging.
7. Cabinet Hardware
1. All cabinet hardware to be consistent with building style, as approved by Tenant
2. All drawer slides to be heavy duty full extension slides
1. 45kg load rating per pair for millwork
2. 34kg load rating per pair for kitchen cabinets
4.7 Thermal and Moisture Protection
1. Building shall be designed to support the required indoor temperature and humidity
without condensation on interior face of exterior walls at building code defined exterior
design temperatures.
4.8 Openings
References
1. ANSI/DHI A115.IG-1994: Installation Guide for Doors and Hardware,
2. Door and Hardware Institute (DHI) - Recommended Locations for Architectural Hardware
for Standard Steel Doors and Frames.
3. Door and Hardware Institute (DHI) - Recommended Locations for Architectural Hardware
for Flush Wood Doors.
4. Door and Hardware Institute (DHI) - Sequence and Format for the Hardware Schedule.
5. Door and Hardware Institute (DHI) - Keying Systems and Nomenclature.
6. Door and Hardware Institute (DHI) - Abbreviations and Symbols.
7. Canadian Steel Door Manufacturer's Association: Recommended Dimensional Standard
for Steel Doors and Frames.
8. Canadian Steel Door Manufacturer's Association: Canadian Fire Labeling Guide for
Commercial Steel Door and Frame Products.
9. Canadian Steel Door Manufacturer's Association: Canadian Metric Conversion Guide for
Steel Doors and Frames (Modular Construction).
10. NFPA 80-2007: Fire Doors and Other Opening Protectives.
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Accessibility
1. The minimum clear opening of doorways shall be 37.5” measured between the face of
the door and the opposite door stop with the door open 90 degrees. For this to occur a
42” door frame is required.
2. All doors with closers to have automatic openers except as noted.
Steel Doors and Frames (HM)
1. Fabricate to Canadian Steel Door and Frame Manufacturer’s Association (CSDFMA)
Specifications for steel doors and frames. Doors and frames shall be fabricated from
commercial grade sheet steel, Class 1 with ZF075 zinc coating to ASTM A525-87.
2. Exterior doors: Insulated Hollow Metal (IHM) fabricated from one 1.5 mm (16 ga.)
galvanized steel sheet each side with core composed of rigid modified polyisocyanurate,
closed cell type; minimum 32 kg/m3 and RSI 1.9. Top of door shall be fitted with weather
cap.
3. Exterior Frames: (HMF) to be 1.21mm (18ga) galvanized steel. Use thermally broken
frames for exterior doors into public spaces, not into Service Rooms.
4. Interior Hollow Metal (HM) Doors fabricated from 1.6mm minimum wipe coat galvanized
steel, with honeycomb core construction.
5. Interior Frames (HMF) to be 1.6mm galvanized steel. Prime paint doors and frame
components ready for painting.
6. Hollow Metal Windows: Sidelights same as HM Frames above
1. Dry glaze windows with single glazed tempered glass held in place with mitred
metal glazing stops. Full height frames shall include a 100mm bottom sill.
7. Prime paint doors and frame components ready for painting.
8. Doors and frames shall be mortised, reinforced, drilled and tapped to fit hardware
manufacturer’s templates, and glazed where required. Frames to be fully welded.
9. Frames must have a minimum available width and depth of 45 mm to accommodate a
Security System locking device should one be required at a later date.
10. All interior steel doors to have glazed panel except as noted in room data sheets
Entrance Systems
1. Provide glazed aluminum entrance systems integrated with curtain wall at public
entrance, staff entrance.
Wooden Doors
1. Interior Solid Wood Doors
1. Clear finish grade, 45 mm thick commercial quality with wood veneer to match
building woodwork. All doors solid core construction with hardwood rails and
styles.
2. Fire rated doors: solid core construction to match non-rated doors.
2. Sound retardant door and frame assembly: Use only components that have been tested
as an assembly and certified as to STC rating by independent laboratory tests.
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3. Interior Glazed Partitions in steel frame. Glazing to be clear laminated glass with frosted
film as indicated in Room Data Sheets.
Overhead Coiling Door (Heavy Duty)
1. Provide electrically operated insulated overhead coiling door, bottom bars, guides,
brackets, hoods, operating mechanisms and special features, as indicated and specified
for a complete operable system for enclosure of garbage and loading areas.
2. Door may be fire-rated or insulated determined by location within building.
1. Door Curtain: to ASTM A653/A653M. Fabricated of 20-gauge galvanized steel
with flat interlocking roll-formed slats. End locks shall be attached to each end of
slats to prevent lateral movement dock door.
2. Including: bottom bar; roll guides; brackets; counterbalance barrel; galvanized
steel hood.
3. Mounting Condition: interior wall mounting.
Overhead Roll-Up Security Shutter
1. Provide manually operated overhead aluminum roll-up shutter inside of each service
wicket to be opaque.
Door Hardware
1. General
1. Locking doors are indicated on the Room Data Sheets. All doors equipped with
card readers shall be operable two ways:
1. Key only.
2. Card reader access, electric power transfer, and key override.
2. The installer is responsible complete installation of electronic security systems
per Sections 26 - Electrical and 28 – Electronic Safety and Security for electronic
security conduit and boxes.
3. All thresholds to be AODA compliant.
2. Drawings and Submittals
1. The Submittals for the finish hardware schedule, keying schedule, and wiring
diagrams shall conform to the following:
1. Finish Hardware Schedule, prepared by Architectural Hardware
Consultant (AHC), in vertical format, to DHI Sequence and Format for the
Hardware Schedule.
2. Keying Schedule: prepared by Architectural Hardware Consultant (AHC),
to DHI Keying Systems and Nomenclature, including all special keying
notes and stamping instructions. Do not order locks and cylinders until
the key schedule has been accepted by the Tenant.
3. Wiring Diagrams: a written description of the functional use of all
electrical hardware. Include door and frame elevations showing the
location of each item of electrical hardware to be installed, including a
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diagram showing number and size of all conductors. Do not order door
frames until the wiring diagrams have been accepted by the Consultant.
4. Product Data: data sheets illustrating each specified piece of finish
hardware.
5. All hardware schedules including key controls will be reviewed and
signed off by the Tenant to ensure selected hardware meets the Tenant
security requirements.
3. Products: Hinges
1. Butt Hinges: concealed bearing hinges for all doors with door closers,
non-ferrous with non- removable pins for exterior out-swing doors; 127
mm high hinges where door width exceeds 915 mm; supply two hinges
for doors up to 1,525 mm high and an additional hinge for each 760 mm
or fraction thereof in door height.
2. Continuous Hinges: full height, knuckle type with nylon bearings between
each knuckle; steel for interior applications and stainless steel for
exterior applications.
4. Products: Locks and Latchsets
1. Locks: supplied from factory with appropriate handing; as follows:
1. Cylindrical Series: heavy duty cylindrical type, with 69 mm backset
supplied with a 13 mm throw latch bolt; chassis to accommodate
standard 161 cylindrical lock prep for 45 mm thick doors.
2. Mortise Series: mortise type with three-piece, bevelled, stainless steel
latch bolts with 19 mm throw and equipped with an anti-friction latch;
chassis designed to accommodate ANSI standard mortise lock prep with
a 69 mm nominal backset for 45 mm thick doors.
3. Automatic Deadbolts: stainless steel, 25 mm throw; 31 mm high, 16 mm
thick; automatically project when door is in closed position.
4. Unit Lock Series: heavy duty unit type, solid cast stainless steel latch
assembly with a 13 mm throw deadlocking latch bolt and a 69 mm
backset; secured with two stainless steel plates, integrated and through-
bolted by the unit lock escutcheons for 45 mm thick doors..5 Levers:
outside and inside levers operating independently of each other; use
patented clutch mechanism to deter vandalism and maximize durability;
designed not to allow latch bolt retraction from secure side while allowing
emergency egress.
5. Function: Classroom and Storeroom function, where outside lever is
normally locked and inside lever is always free. Unit may be momentarily
unlocked with approved Normal access credential, and may be
maintained in an unlocked position by using a toggle
6. Provide electric latches and electric strikes by Landlord at all locations
where Room Data Sheets indicate a requirement for a card reader
access credential.
7. Override: emergency mechanical key override utilizing 31 mm mortise
cylinder with standard straight cam.
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8. Lockset and/or strikes to electric as required to meet security/access
systems and door operators.
9. Provide door stops as required to prevent damage to surfaces.
10. Provide electric latches and electric strikes by Landlord at all locations
where Room Data Sheets indicate a requirement for a card reader.
5. Keying
1. Lock cylinders to be high security interchangeable core as approved by tenant.
2. Provide new factory GMK or MK system as approved by Tenant.
3. Each system to be construction master keyed (CMK), and supplied complete with
three (3) keys per lock, five (5) master keys or grand master keys (GMK), ten
(10) construction keys.
4. Provide visual key control (VKC) on the face of each cylinder and on all change
keys.
6. Exit Devices
1. Exit Devices: low profile push pad style devices; exterior trim of same trim design
as locksets.
2. Exit hardware must have the correct life safety or fire rated labels attached to the
active case.
3. Ensure actuating push pad covers one-half of door opening.
4. Provide dead latching bolts on exit devices for exterior doors to ensure tamper
proof security.
5. Provide non-rated devices with key cylinder dogging operation.
6. Where pairs of doors are scheduled to receive two vertical rod exit devices,
ensure no over lapping astragal is used by the door manufacturer.
7. Install exit devices with a gap of 25 mm at the end of the push bar to prevent
having fingers pinched between the device and the frame.
7. Door Closers
1. Door Closers: full adjustment features including back check, general speed, and
latch speed control.
2. Provide interior door closers with reduced opening force spring power to meet
the barrier free requirement of 22N.
3. Locate surface mounted door closers on the room side of the door whenever
possible or as directed by the Tenant.
4. Provide mounting plates necessary for mounting closers on special door and
frame conditions.
5. Provide full body covers on door closers, to match specified finishes.
6. Stop closers will only be accepted if the stop includes a coil spring mechanism.
7. Doors located in stairs and other interior high-traffic locations shall be supplied
with a separate delay-action valve to slow the closing cycle and reduce the over-
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all door use. Delay-action door closers must have a pressure release valve if the
door is pulled closed.
8. Acoustic doors on silent closures and latches
8. Automatic Door Operators
1. Automatic Door Operators: include hydraulic door control features including back
check and latch speed.
2. Connect wire runs and related releasing hardware, such as electric strikes.
3. Provide activating switches as scheduled.
9. Plates
1. Kick Plates, Push Plates, and Bumper Plates: 1.27 mm thick, with bevelled sides
and rounded corners with no sharp edges; c/w either tape mounting or counter
sunk screw holes; Provide kickplates in widths as follows:
2. Single Doors: door width less 38 mm, and
3. Paired Double Doors: door width less 25 mm.
10. Door Stops and Holders
1. Wall stops are only to be used on proper wall conditions such as block or
masonry.
2. Provide floor stops with sufficient height to suit the floor condition or undercut of
doors.
3. Overhead stops and holders will be surface mounted unless there is a conflict
with door closers or other hardware. Provide door stays with friction action in
locations that do not have door closers. Install all overhead stops and holders for
90 degree stop, unless otherwise specified.
4. Provide door stops as required to prevent damage to surfaces.
11. Door Seals
1. Perimeter Seals: sufficient to fully cover gaps between door, frame and floor
condition to seal against weather, sound, or smoke.
2. Frame Gasket: pile type; ribbed extruded housing to prevent distortion during
installation.
3. Door Bottoms: heavy-duty type, with an adjustment screw to ensure proper
contact with floor; c/w correct drop insert to accommodate carpet flooring.
4. Thresholds: designed to ensure door bottom makes full contact; thermally broken
for all exterior door openings.
Glazing
1. Glazing at wickets: laminated glass with holes for voice and documents.
2. Interior glazed walls (including doors with sidelight): 1 layer of film, finish and pattern to
be approved by Tenant.
3. Glazing in hollow metal doors:
1. Fire door glazing as per code,
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2. Exterior door glazing to be sealed unit thermal pane.
4. Mirror for washrooms: polished plate or float glass, high humidity use.
Exterior Windows
1. Operable exterior windows are permitted provided that they are interlocked with the air
handling system.
2. Operable windows on the ground floor must be designed to prevent entry if they are
inadvertently left open.
4.9 Finishing
Finishing Acoustic Ceiling System
1. The ceiling systems shall allow for easy relocation of light fixtures, service poles, and air
outlets and inlets. The ceiling systems shall be fully supported to take the additional load
of the lighting and mechanical fixtures and shall be fully certified by a qualified engineer.
2. Acoustic ceiling tile: white, fine fissured, non-directional, 24” x 24” or 24” x 48” imperial
measure tile,
1. NRC: 0.80 min,
2. Rating: as required for building code,
3. Light reflectance: 0.90 min,
Carpet and Flooring
1. Resilient Coved Base: 100mm high to match floor carpet; cove finish strip to match from
full colour range.
2. Carpet Base: 100mm high to match carpet with bound upper edge or wood or aluminum
trim.
3. Carpet tile where specified by Room Data Sheets
1. Minimum 10 year / maximum 10% wear guarantee.
2. Lifetime antistatic warranty.
4. Where carpet tile weight is not specified in the Room Data Sheets, it shall be minimum 16
oz.
5. Provide anti-static flooring in Server Room and, if provided, Intermediate Distribution
Facility, to be 0106-109 Ohms (ANSI/ESD STM7.1-2001 or later)
Drywall
1. Drywall in public areas to be 16mm abuse resistant drywall
2. Design Interior Partitions to meet the Fire Performance, Sound Performance, Abuse
Resistance, and Serviceability requirements.
3. Acoustic rated drywall to be continuous from top of floor slab to underside of ceiling slab,
installed with acoustical sealant.
4. Water resistant drywall for installation behind ceramic tile in washrooms
5. Finish gypsum wallboard in accordance with the AWCC Manual and as follows:
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1. Level 1 for areas totally concealed from view in the finished work including
partitions above ceilings to underside of structure above.
2. Level 3 for interior staff office areas.
3. Level 5 for corridors, public spaces, Council chambers and large drywall areas.
Painting and Coating
1. Paint surfaces as required by the Room Schedule and paint exposed materials related to
the interior or exterior of the building and site which are not Factory Finished. Paint
mechanical ductwork and piping where exposed in finished rooms.
2. Minimum painting standards shall be in accordance with the MPI Manual Premium Grade
finish requirements and as appropriate for the materials.
3. Materials, finishes and colour scheme options require the review and approval of the
Tenant.
1. Develop three complete building colour scheme proposals that suit the
architectural features of the space. Select colours and finishes that are durable,
universal and versatile.
2. Submit building colour scheme proposals to the Tenant in duplicate well in
advance and so as not to delay the Work.
3. The proposals shall be comprehensive in nature. Indicate any untreated or
natural-finish surfaces contributing to the overall aesthetic appearance of the
Work. To fully illustrate the scheme, provide The Tenant with actual samples
(colour chips, material samples, etc.) of interior finishes that is to be assembled
and installed.
4. Revise the Tenant’s preferred colour scheme if necessary, to obtain final
compliance approval of The Tenant. Submit one colour board (or set of colour
boards) of the final approved finishes and colours for all materials.
5. Ensure the approved scheme is implemented. The Tenant will retain a copy of
the approved scheme for verification of the final results on site.
4. All finishes shall present a uniform, coherent and cohesive appearance, provide ease of
maintenance, and be installed solidly in place. All finishes shall be new.
5. Materials used, and the application thereof shall be conducive to maintain acceptable
indoor air quality.
Porcelain Tile
1. Porcelain Floor Tile: commercial quality, fully vitrified colour through tile, with inherent slip
resistant surface texture.
2. Install bullnose trims or aluminium J trim at top of panels which do not extend the full
height of the wall and at any exposed end panels.
3. Provide water resistant drywall and waterproof membrane behind wall tiles subject to
water exposure.
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4.10 Specialties
Toilet Partitions
1. Floor mounted overhead braced phenolic toilet partitions and urinal screens.
Washroom Accessories
2. Install corner guards on outside corners in corridors.
3. Provide stainless steel accessories
1. Waste receptacles: minimum 24 litre capacity, stainless steel construction
recessed or semi-recessed.
2. Electrical Hand Dryer: high speed unit with reduced noise.
3. Stainless steel grab bars as required by AODA.
4. The following accessories will be provided by the Tenant. Landlord to provide blocking as
required:
1. Toilet tissue holders – mounted to stall panels.
2. Paper towel dispenser – provide blocking.
3. Feminine napkin disposal – free-standing
4. Soap dispenser – adhesive mounted to mirror or tile wall.
Security Mirrors
5. Parabolic Mirrors:
1. Fully adjustable, double-anchored concealed tamper-resistant fastening system.
2. Plexiglas mirrors all-metal backing and frame, sized to suit location.
4.11 Equipment (not specified)
4.12 Furnishings
Window treatment
1. Provide chain-driven controlled roller blinds for glare control for all office areas and
meeting rooms with a 7% transmission factor.
2. In addition to shading blinds, provide electrically controlled black-out roller blinds for
meeting rooms with exterior windows.
Entrance mats
1. Provide carpeted aluminum 'T' bar inset mat, recessed flush with finish flooring angle
framing with metal pan and drain at each exterior door (not required at doors serving fire
exits that are not part of regular circulation areas.
2. The Tenant will supply additional portable mats.
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4.13 Special Construction
Interior Signage
1. The location, content and format of all signs shall be as approved by the Tenant including
all numbering and naming. The Tenant will supply electronic copy of corporate symbols
and wordmark.
2. Provide interior wayfinding signage including but not limited to:
1. A directory board in the main floor lobby and by the elevators at each floor,
including identification of the public access rooms as identified by the Tenant.
2. Public directional signage including staff office areas and Council chambers;
3. Signage to identify public facilities, building service rooms, hazardous areas, fire
doors, fire protection equipment, floor level, stair number, etc. Room names and
numbers shall be indicated alongside, as applicable.
4. Office Signage - Identify private offices by room number. The employee's name
and title shall be as an insert in an overall signage, easily printable by standard
office equipment. The paper shall be protected with a transparent face, installed
at eye level and meeting accessibility requirements.
5. Directional Signs - Identify the route to a public reception zone or a room that is
not apparent from the main corridor. Include a directional arrow with the room
number/s.
6. Tactile Signs - Identify washrooms, emergency egress, elevators, stairwells and
doors off main corridors and lobbies. The use of tactile signage in operational
areas is discretionary. Tactile signage in accordance to Barrier-free design
standards.
7. Caution, Danger, Emergency, Mandatory, Prohibition and other Graphic Symbols
- Identify public facilities, health facilities, security zones, building service rooms,
hazardous areas, fire doors, fire protection equipment, etc. Provide a space in
each public reception area, in a prominent location, for display of a mission
statement of the Town Hall.
8. Provide discrete and legible door number signage on the top right corner of each
door.
9. Provide all signage as per building code
3. Use glyphs/international symbols for room identification wherever possible.
4. Signage throughout the Building shall present a uniform, coherent and cohesive
appearance, simple, elegant, functional and flexible to change in usage and shall be
installed solidly in place.
5. Minimize the use of lettered signs. Signage shall not be installed on the doors but on
walls besides door.
Acoustical Design
1. Construction walls with STC ratings as per room lists and room data sheets.
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4.14 Conveying Equipment
Elevators
1. Elevator: provide a minimum of one 2,500 lb passenger elevators supplied by Otis,
Thyssen-Krupp, Dover, Kone or Tenant approved equal.
2. Speed: 120 fpm
3. Car doors and fronts: 3’-6” X 8’-0” doors, centred, with brushed stainless-steel finish.
4. Cab wall panelling to match the design aesthetic of the building.
5. Floor: to match lobby.
6. Ceiling: LED lighting.
7. Elevators to comply with AODA standard.
8. Landlord to provide all mechanical and electrical rooms necessary to support the elevator
installation whether or not these are identified in the functional program
4.15 N/A
4.16 N/A
4.17 N/A
4.18 N/A
4.19 N/A
4.20 N/A
4.21 Fire Suppression
1. Provide a complete two stage, addressable, supervised voice evacuation type fire alarm
system. All new components and system installation will be ULC listed and conform to
the local Fire Department requirements.
2. The system will include
1. Fire Alarm panel/annunciator at the main entrance.
2. Manual station at all stairwells and at exit from building.
3. Smoke detectors at Air handling system, Elect/comm. room, Server room,
Elevator lobby, elevator equipment room, elevator top of shaft, corridors, and
stairwells.
4. Interface with mechanical systems include dampers, smoke control fans,
supervisory valves, pressure switches, and flow switches.
5. Speaker/strobe will be provided in all public areas.
6. Heat detector where required by codes.
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7. All components as required by codes.
3. Provide a fully sprinklered building.
4. Sprinklers in the Garbage Room shall have a two-stage dry pipe system or shall be
thermostatically heat traced.
5. Provide emergency voice communication system as part of the fire alarm system
regardless of allowances for exclusions based on size of building, to building code
standards.
4.22 Plumbing
1. Provide domestic water, sanitary and storm water services for the site and building to
services in street.
2. Provide drinking fountains outside the staff and public washrooms on each floor:
1. Fountains shall be bi-level with bottle fill function;
2. Fountains shall provide drinking water at less than 13°C.
3. Provide adequate supply of domestic hot water at constant temperature of 38°C to
lavatories and sinks.
4. Toilets, urinals and sinks shall be hardwired automatic touchless activation.
5. Waterless urinals are not permitted.
6. Every washroom shall have a floor drain.
4.23 HVAC
Design Criteria
1. Outside Design Criteria: Outside design conditions from Ontario Building Code and
based on January 1% outdoor winter design and July 2.5% outdoor summer design
temperatures.
2. Temperatures shall be maintained
1. All spaces unless otherwise indicated:
1. Between 21 and 22C during business hours, with the ability for users to
adjust the temperature +/- 2C beyond that range.
2. Between 17 and 25C outside business hours.
3. The vertical temperature difference measured from 100 mm and 1700
mm above finished floor shall not exceed 3°C.
2. Server room - Provide continuous air conditioning to maintain temperature in
LAN rooms, server rooms and communication rooms to a maximum of 22°C at all
times (24 hours/7 days per week) based on the heat load identified in the Room
Data Sheets.
3. Garbage room - Minimum 15ºC.
4. Temperature control points are as indicated in Table 4.23.1.2.6. Note that the +/-
2ºC control allowance is assumed to create no net change in heating and cooling
demand:
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Table 4.23.1.2.6 Temperature control points
Space Heating
Setpoint
Heating
Setback
Cooling
Setpoint
Cooling
Setback
Schedule
All spaces except below 21 17 22 25 Table 4.1.1.7.
Server Room N/A N/A 22 N/A 24/7
Garbage Room 15 N/A N/A N/A 24/7
3. Relative humidity at any point in the space shall be maintained:
1. Occupied spaces: between 30% and 50% during the heating season.
2. Occupied spaces: between 40% and 60% during the cooling season
3. Server Room and, if provided, Intermediate Distribution Facility: between 40%
and 60% humidity year-round.
4. Humidity control points are as indicated in Table 4.23.1.3.4 below.
Table 4.23.1.3.4 Humidity control points
Space Heating
Season
High
Heating
Season
Low
Cooling
Season
High
Cooling
Season
Low
Schedule
All spaces except below 50% 30% 60% 40% Table 4.1.1.7.
Server Room 60% 40% 60% 40% 24/7
Garbage Room N/A N/A N/A N/A 24/7
Sally Port N/A N/A N/A N/A 24/7
Garage N/A N/A N/A N/A 24/7
4. Ensure total absence of condensation on interior surfaces under the following minimum
conditions: Interior: 220C, 30% RH, still air. Exterior: -300C, 60 km/hr. wind.
5. Vapour seal building enclosure to withstand, without failure, design RH at design ambient
temperature condition, maintained against interior atmospheric pressure of 250 Pa.
Ventilation
1. Outside air intakes shall not be located in the vicinity of loading dock or any high pollutant
area. Exhaust air outlets shall be properly located to prevent entrainment in outside air
intakes.
2. Provide demand ventilation with the use of CO2 sensors to control the outside air
dampers of each rooftop unit. Provide at least one CO2 sensor for each thermal zone and
one for each meeting room and Council chamber. Provide an outdoor air monitoring
station on each rooftop unit that serves multiple zones.
3. Provide for a minimum of 5 air changes per hour for the Council chamber when occupied.
4. Maintain air motion at velocities between 0.05 m/s and 0.15 m/s during winter heating
operation, and between 0.05 m/s and 0.23 m/s during summer cooling operation in an
occupied zone unless noted otherwise.
5. Acoustic Duct Liner: The air side of duct liner shall be coated with acrylic coating treated
with antimicrobial agent to resist microbial growth.
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6. Ventilation systems shall be designed to
1. Achieve required STC ratings for assemblies.
2. Conform to the Noise Criteria (NC) levels identified in the Room Data Sheets.
3. Noises shall be free from annoying, recognizable characteristics such as rumble,
hiss, tones, and variability of noise patterns.
4. Provide an acoustical engineer’s report confirming that the required standards
have been achieved.
7. Provide dedicated VAV/FPVAV terminal box(es) for the Council chamber or Tenant-
approved equivalent that shall provide equal control of temperature and humidity.
8. Provide zoned systems with VAV/FPVAV terminal boxes to allow for individual control of
all areas with differing occupancy schedules. Provide integration with lighting system
occupancy sensors to allow systems to fully turn off supply in high-occupancy (e.g.
meeting rooms and Council chamber) zones when unoccupied.
9. Provide a dedicated VAV/FPVAV terminal box or split AC unit for the Server Room
capable of maintaining the required temperature and humidity, or a Tenant-approved
alternative solution that provides equal temperature and humidity control.
10. Sanitary exhaust for the main washrooms must run through the ERV units.
11. Provide dedicated ventilation and makeup air re-heat systems for the Garbage Room.
These systems shall have dedicated through the wall air intakes complete with motorized
damper and exhaust fans. Control the Sally Port exhaust fan by CO sensor with local
override switch to continue operation.
Vibration Isolation
1. All HVAC units shall be mounted on vibration isolation mountings and all ducts shall be
configured with vibration isolation connections to prevent mechanical system vibrations
from being audible to building occupants.
2. No HVAC units shall be mounted on the roof above the Council chamber.
Zone Controls
1. HVAC controls shall be zoned to provide individual zone controls as defined in the room
data sheets except that for open office areas, each zone shall include a maximum of 100
m² perimeter area with the same load profile along the same exposure. Perimeter area is
defined as an area within 5 m of the outside wall.
Exhaust Systems:
1. Provide dedicated exhaust systems for photocopier areas to maintain VOCs
concentration not to exceed 3mg/ m³, and exhaust directly to the outdoors.
2. Provide a separate exhaust facility with individual speed control and ON/OFF switch for
the lunchroom.
3. Maintain negative air pressures within the garbage area in relation to surrounding
building areas.
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4.24 N/A
4.25 Integrated Automation
1. Provide a complete Building Automation System to control and monitor:
1. All mechanical equipment and systems except those in private offices that are
controlled by occupancy sensors,
2. Electrical lighting (interior and exterior, including parking lighting), except lighting
in private offices that is controlled by occupancy sensors,
3. Gas, water and electricity consumption, including separate sub-metering of plug
consumption and lighting consumption.
4. Electricity metering points must be trended and logged at a minimum of 15-
minute intervals. Data must be stored by the system, at this time interval, for a
minimum of 18 months.
2. The Building Automated System shall provide the Tenant the ability to monitor the
temperature, humidity and CO2 levels in each HVAC zone accessible by a web-based
interface.
4.26 Electrical
General:
1. Provide adequate electrical service to the building.
2. Provide underground hydro, telephone and fibre-optic service from the street to the
building. Coordinate fibre-optic service with the Tenant’s information technology
department and the Tenant’s fibre-optic service provider.
3. Existing services: obtain locations of all buried service such as electrical, telephone lines,
fibre-optic lines, water and sewer lines, gas mains, etc.
4. Provide all transformers, switches, electrical panels, conduit, wiring, switches and
receptacles as required for a complete system.
5. Provide separate sub-metering for plug loads and lighting loads.
6. Plug and computer equipment requirements are as indicated in Table 4.23.1.6. and are
included in the plug load calculations given in Table 4.1.1.7.
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Table 4.26.1.6 - Plug & Computer Equipment Requirements
Area Type
Typical Peak
Usage (W)
Peak Usage
(W) Schedule Comments
Offices – enclosed
(W/person) 120 1600 Table 4.1.1.7. Based on current computer specification
Offices – Open
(W/person) 120 1600 Table 4.1.1.7. Based on current computer specification
Council chamber &
Meeting Rooms (W/sf) 0.10 Table 4.1.1.7. Based on MNECB-1997 default for space
type
Corridors, stair,
garage, etc. (W/sf) 0.00 Table 4.1.1.7.
Print/Copy Rooms
(W/room) 1,700 3,200 Table 4.1.1.7.
Typical peak based on one printer on
Ready and one copying. Expected 25% of
time copying at peak hours.
Lunch Room (W/room) 2,500 5,000 Table 4.1.1.7
Based on one fridge, 3 microwaves,1
coffee maker and one toaster oven. Typical
peak occurs for first 20 minutes of each
lunch hour.
Data closets (W/sf) 5.00 24/7 @ 100%
peak
Based on standard practice design for data
closets – note that data closets should not
be required.
Server Room (kVA) 7 kVA 24/7 @ 100%
peak Based on IT department analysis
Lighting Levels
1. Light levels provided in each room shall meet the standard identified in the Room Data
Sheets except that the OBC shall prevail if it requires a higher level of illumination.
2. Illumination levels for interior office spaces in the Room Data Sheets are the minimum
acceptable values of maintained average horizontal lux levels over
1. the working plane at each work station and
2. at floor level for support spaces. Refer to IESNA Illuminance Surveying
techniques for field measurements.
3. Minimum to average illumination ratio to be 0.8 or better over the entire working area.
4. Emergency lighting is required at all exits and paths to exits as defined by the Ontario
Building Code.
5. Exit signs will be green with universal pictogram as per 2012 OBC with LED light source,
vandal resistant remote heads, and emergency power or a battery unit with 30-minute
capacity.
6. Provide illumination levels for exterior building spaces as specified in Table 4.26.2.7,
expressed as minimum acceptable values of maintained average horizontal lux levels
over usable area and at pavement level. Refer to IESNA Illuminance Survey techniques
for field measurements.
Table 4.26.2.7 – Minimum Exterior Lighting Levels and Uniformity
Description of Task Level (lux) Ratio
OPEN PARKING (Provide photocell control with manual bypass)
Vehicular traffic low activity 10 4:1
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Vehicular traffic, moderate-high activity 20 4:1
Vehicular intersections 30 3:1
Pedestrian walkways 10 N/A
Pedestrian walkways and vehicular intersection 30 3:1
Other area 10 N/A
COVERED PARKING
General parking and pedestrian areas 50 4:1
Ramps and corners 100 3:1
Entrance area (The entrance area is defined as the portal or
physical entrance to the covered portion of the parking are and
15 m beyond the edge of the covering into the structure.)
500 N/A
7. Notwithstanding the values identified in Table 4.26.2.7, the standards of the OBC or
requirements of Site Plan Approval shall prevail if they specify a higher level of
illumination.
Emergency Power
1. Provide an emergency backup power system (generator or battery bank) capable of
operating the following loads or longer if required by Code.
1. Elevators to rise and descend for two cycles (may operate at half speed on
backup power);
2. Security systems – 30 minutes;
3. Fire alarm systems – per building code
4. Computer and network systems – load of 7kVA for 30 minutes. Note that not all
computer and network systems will be connected to the emergency power
systems and thus this load does not match the design load specified in 4.26.5.8.
2. Emergency power supply shall be in accordance with applicable codes and standards.
3. Locate generator or battery bank in a secured location.
4. Provide Uninterruptible Power Supplies (UPS) with the capacity as required to bridge
between normal conditions and emergency power conditions.
5. Receptacles connected to emergency system to be colour coded red for ready
identification.
Lighting Controls
1. Manual controls may be line switches, low voltage switches, time switches, photo
controls, occupancy sensors and contactors. They should be located to maximize
convenience and load control.
2. Lighting controls:
1. Provide individual lighting control for 90% of the building occupant and provide
lighting system control for all shared multi-occupant space,
2. Low voltage lighting control will be used in the Council chamber and public areas,
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3. Local line switches will be used for each enclosed office, and each open office
area or service room, provide photocell control and dimmers/step dimmers to
make use of natural lighting if available.
4. Occupancy sensors will be used in washroom and similar areas as defined by
Room Data Sheets.
5. Wallbox dimmer will be used in meeting room,
6. Several lights in the open space will be un-switched to provide night lighting.
3. Exterior lighting will be controlled by photocell and timer, tie to low voltage lighting control
system. Mount the photocell near the upper portion of the building, to prevent vandalism.
4. Circuit breakers and light contactors are not to be used as localized manual lighting
controls.
5. Microprocessor lighting controls: Shall be operated from a central master control unit,
have field distributed control panels for zone control and local "on-off" controls.
Programming functions can be assigned from the main console unit and/or assigned from
field control panels. Local control can be achieved via a wall switch or telephone line. Use
of sensors to maximize the utilization of natural lighting should be considered.
Electrical Services
1. Electrical power to any floor area is to be supplied from electrical panels on that floor to
avoid the use of "poke through" wiring.
2. Capacity of Electrical Service: Allow for 100% lighting load plus an appropriate demand
factor on the remaining load based on operating characteristics. Where the ESA requires
a larger service, meet the ESA requirements. The main service should provide for
minimum 50% expansion based on all loads, including HVAC loads.
3. Provide power distribution as per Room Data Sheets.
4. In-wall power distribution.
1. Power outlets in walls to be services from accessible suspended ceiling through
walls using armoured cable or wire in conduit.
5. In-floor power distribution system
1. Provide an electrical distribution system embedded in the slab, as per Room
Data Sheets, coordinated with furniture layout as confirmed by the Tenant.
2. For each workstation located in an open office area not adjacent to a wall,
provide in-floor power distribution complete with whips coordinated with furniture
manufacturer providing a minimum of two (2) duplex outlets and two (2) network
connections per desk.
3. For Council chamber, provide a minimum of 4-120V 15A circuits to the raceway /
recessed slab under the Council desks;
4. Identify each receptacle with the panel and circuit number on red dymo.
6. Switches and Receptacles
1. Switches for lighting to be specification grade AC rated 15/20 ampere, 120/347
volts, ganged where possible.
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2. Receptacles to be specification grade U-ground type, triple wiping contacts, rated
15 A, 125 volts except as noted on Room Data Sheets. Ratings of other
receptacles as indicated or required.
3. Mounting heights of all switches and receptacles for general use shall meet the
requirement of CSA B651-04 Accessibility Design for the Built Environment.
7. All Spaces: provide standard electrical duplex receptacles as required for daily
maintenance and operations.
8. Server Room: Provide 60 - 120v 20A twist lock receptacles (20 per rack) as required for
rack-mounted power supplies to be installed above racks (9,500 watts for servers and
switches with approximately 70% power factor).
9. Intermediate Distribution Facility (if required): Provide 20 - 120v 20A twist lock
receptacles as required for rack-mounted power supplies.
10. Provide two empty 1” diameter conduits from each pay and display base (equipment and
wiring by Tenant) to the electrical room and terminate at the backboard.
Communication Systems Infrastructure: Voice and Data
1. Provide conduits, raceways, back boxes, floor boxes and accessories as required for
voice and data distribution
2. Provide a cable tray system on each floor from the location of the Server Room to give
access to within 10m of any point in the building. The cable tray system shall be
continuous through the server room and shall run over the server racks.
3. In addition to conduit required for network cabling provided, provide additional conduit
empty 2” diameter conduit:
1. A minimum of 3 through the Server Room floor to a point above the cable trays
on the floor below.
2. A minimum of 3 from the Server Room to the demarcation point for the telephone
and data service.
3. A minimum of 2 from the recess under the raceway / raised floor in the Council
chamber to a junction box above the suspended tile ceiling accessible to the
cable tray.
4. A minimum of 2 spanning any enclosed space not accessible above a
suspended tile ceiling.
4. All conduits to be provided with pull wire.
5. Submit plans and details for the proposed cable tray system for review and approval by
the Tenant.
Audiovisual
6. Hearing Assisted Equipment
1. Provided by Tenant
2. Provide empty conduit from recess under raised floor to locations for hearing
assist devices, terminating in wall boxes with appropriate cover plates.
7. Provide power and network and audio-visual (HDMI, VGA and RCA for sound)
connections for audiovisual systems as defined in the Room Data Sheets.
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8. Provide a Master Clock/Secondary Clock system with clocks located as per the Room
Data Sheets:
1. Rack mounted master time code generator, atomic clock or GPS synchronization
with accuracy of 40mS/day or better if no signal present, automatic daylight
savings adjustment, loss of signal indicator;
9. 16” diameter single face analog secondary clocks/time code reader, hard wired, low
voltage is acceptable. All other audiovisual equipment will be provided by the Tenant.
4.27 Communications
1. Make all necessary arrangements and provide all necessary infrastructure for the Town’s
voice and data provider to provide service to the building with a demarcation point
acceptable to the Town’s voice telephone provider, with a minimum 50-pair cable service.
The demarcation point may be provided in the electrical utility room.
2. Make all necessary arrangements and provide all necessary infrastructure for Town’s
internet service provider to provide fibre service to the building with a demarcation point
in the Server room.
3. SYSTEM MANUFACTURER AND CONTRACTOR
1. Acceptable manufacturers are SYSTIMAX, Hubbell or Panduit.
2. Telecommunication technicians shall be trained and certified by manufacturer in
installation and testing of equipment specified.
4. WORK LOCATION SUB-SYSTEM
1. Provide wall or floor mounted information outlets (data and voice/phone) as
specified in data sheets where number of connections means the number of
singly RJ45 jacks. Where more than two jacks are specified, locate additional
jacks on a different wall unless specified otherwise.
2. Supply the patch cords that connect network devices to data outlets (min 10ft).
This includes mounting cords and connectors.
3. All Category 6A outlets shall meet or exceed Category 6A/ Class EA
transmission requirements when installed in a complete channel, as specified in
draft TIA/EIA 568-B. 2-10 Commercial Building Telecommunications Cabling
Standard and ISO/IEC 11801:2002 Second Edition Amendment 1.
4. The outlets shall be in recessed deep single-gang or double-gang boxes which
support Category 6a cables.
5. All patch cords shall exceed TIA/EIA and ISO/IEC Category 6A/Class EA
channel specifications.
5. HORIZONTAL SUB-SYSTEM
1. The horizontal sub-system provides connections from the patch panel in the IT
room communication rack to the wall jacks (data or voice). It consists of the
horizontal transmission media, with appropriate termination at the patch panel
and wall jacks.
2. Provide one horizontal cable to connect each information outlet jack to the patch
panel subsystem in IT communications rack located in the IT room.
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3. The horizontal cables shall be 4-pair unshielded twisted pair (UTP), Category 6a,
FT6 plenum.
4. The cables shall be able to support voice and data, to at least 10 Gbps and shall
have electrical performance specified out to 550MHz.
5. The cables shall be run using a star topology format from the patch panels to
every individual information outlet. All cable routes to be approved by the
Owner’s representative prior to installation of the cabling.
6. The length of each individual run of horizontal cable from the administration
subsystem to the information outlet shall not exceed 90 meters. If necessary,
additional distribution closets shall be added to maintain the required distances.
7. Contractor shall observe the bending radius and pulling strength requirements,
given below, of the 4-pair UTP cables during handling and installation:
1. Bending radius - 4 times the cable diameter
2. Maximum pulling tension – 25 lbs (11.34 kg)
8. Each run of cable between the patch panel and the information outlet shall be
continuous without any joints or splices, except for the optional use of a
consolidation point.
9. In suspended ceiling where cable trays or conduit are not available, the
contractor shall bundle station wiring with cable ties, tied loosely at appropriate
distances (approximately 1m spacing) and supported with J hooks from building
structure at appropriate distance (approximately 1m spacing).
6. ADMINISTRATIVE SUBSYSTEM
1. The administration subsystem links all the subsystems together. It consists of
network racks, network cabinets, patch panels, labeling hardware for providing
circuit identification and patch cords or jumper wire used for creating circuit
connections at the cross connects.
2. The administration subsystem shall consist of RJ45 patch panels that are
compatible and certified for use with the installed CAT 6A cable.
3. The RJ45 Patch Panel shall be able to accommodate stranded and solid cable
conductors. The panels shall meet or exceed the ANSI/EIA/TIA 568-B, ISO IS
11801 and EN 50173 Category 6a standards. 24 port or 48 port versions shall be
selected as an appropriate. The density needs to support termination of all
specified cable runs and provide spare capacity for minimum 10% growth.
4. The modular RJ45 patch panels must have patch cord routing incorporated in the
panel.
5. A full complement of Category 6a patch cords for each terminated cable shall be
provided with 50% being 3ft and 50% being 7ft in length
6. Provide 3 (4-post) server racks in the IT Room. Each 4-post rack shall be free
standing with wheels. The racks must support locking place and ability to
engage wheels for easy movement as required. These will be standard 19” 42U
racks with front and rear doors and side panels.
7. Each rack shall come complete with vertical cable managers installed (one
mounted on each side.) The vertical cable managers must run the full height of
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the rack mounting space and provide a minimum of 200mm x 200mm of cable
management space. The vertical cable manager must have dual hinged latching
doors which can be opened left or right and back and side cut-outs to allow for
patch cords. Each rack shall come complete with overhead cable manager
installed complete with end caps. Double hinged doors.
8. The System Contractor is to supply and install horizontal cable managers
compatible with 19’ racks. Horizontal cable managers shall include covers which
hinge up or down. Each horizontal cable manager is to be 2 rack units (2U) in
height. Supply a total of 2 horizontal cable managers per 48 port patch panel plus
1 additional horizontal cable manager per rack.
9. Each rack is to come complete with two (2) vertical power bars. Each power bar
is to have ten (10) 15A outlets (minimum) complete with Surge protection. The
power cord must be a minimum 1.8 m (6’) in length to reach up to 20A
receptacles (supplied by division 26). The power bars are to be non-switched and
have a 20A twist-lock receptacle plug that will plug into an overhead outlet.
7. CABLE TESTING, IDENTIFICATION AND LABELS
1. Provide certificates of validation for the testing of all cables.
2. Labels for outlet and patch panel identification shall be typewritten/computer
printed tabs, legible permanent marker on inside of outlet box cover.
3. Outlet labels must indicate a floor designation (“G” for ground floor, “U” for upper
floor) and unique number that matches the corresponding number on the patch
panel where it is connected. Any analog voice outlets must be labeled starting
with a “V” and a unique number that is also labeled at the other end where the
cable terminates.
4. All labels must be mechanically printed using a laser printer. Hand written labels
are not permitted.
8. TIE CABLES (analog voice lines)
1. Provide two (2) phone QCBIX10A BIX mounts with BIX block connectors, one
located in electrical / telecom (demarcation), and one located in 2nd floor IT
Room.
2. Provide phone tie cable of 50 -pairs, Cat 3 standard voice grade, gray jacket
color, between the electrical / telecom (demarcation) room and 2nd floor IT
Room, terminated each end on BIX block connectors.
9. Provide cable trays above suspended ceiling for network cable management.
10. All data cabling and accessories to be CAT6a.
11. Provide network drops as indicated in the Room Data Sheets.
12. Confirm the location of each network drop.
13. The Developer is to provide the necessary infrastructure for wiring of: communications,
audiovisual, and security; installation of wiring and devices by others. Where indicated,
the Developer is to supply and install wiring and equipment. The backbone is part of the
scope of work.
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4.28 Electronic Safety and Security
Door Security and Intrusion Detection System
1. All devices to be ULC / CSA certified.
2. All new equipment will be installed in accordance with the latest revision of the Provinces
Electrical Code.
3. Develop a security access system design to meet the needs of the Town as described
below:
1. Provide security to control access to identified zones and for profiles as
described in 4.28.1.8 and 4.28.1.8 below;
2. Allow user-identified doors to be locked and unlocked according to a schedule of
dates and times;
3. Allow a user with appropriate access privileges to use their card to set a door to
locked or unlocked until overridden by time-based program;
4. Integrate access cards with accessible door openers in the following modes
among others as may be determined during design:
1. Access card/push-to-exit unlocks the door when door is locked and
enables door operator such that the user can push ether operator button
to activate the operator, or manually open the door to allow one-time
access, leaving door locked;
2. Access card/push-to-exit activates door operator when door is locked to
allow one-time access, leaving door locked;
3. Security is based on timed or manual un-lock and accessible door
operator is disabled when door is locked.
4. Design, supply, install and configure all access card readers, controllers, wiring, network
switches, and any other components necessary to provide a functioning system.
5. Develop a detailed sequence of operations in collaboration with the Town and implement
the design and sequence of operations.
6. The system shall be designed to be monitored by the Town’s service provider outside of
office hours.
7. There shall be capability of
1. Programming cards locally
1. Creating new access accounts
2. Assigning accounts to profiles
3. Assigning doors to profiles
4. Updating profiles for accounts
5. Updating doors to profiles
6. Deleting accounts and/or profiles
2. Remotely revoking accounts
3. Reporting on profiles granted to users and doors assigned to profiles
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4. Reporting on access requested/granted by door, date and time.
8. The vendor shall configure the system to secure the building by zones. The following is a
preliminary list of the zones and is subject to confirmation during design:
1. Exterior
2. Public interior spaces
3. Staff spaces
4. Council spaces
5. IT server room
6. Maintenance
9. The vendor shall configure the system to give access to zones by groups. The following
is a preliminary list of the groups and is subject to confirmation during design:
1. Staff
2. Mayor and Council
3. Maintenance and operations
4. Management Staff
5. IT Staff
10. System requirements include:
1. System: IDenticard PremiSys Pro Access Control System, version 3.0.
1. Enterprise card reader system
2. Scalable
3. Web-based interface
4. Compatible with electronic locks
5. Capable of a hierarchy of access privileges
6. Capable to limit access by time of day and day of week
7. Log access by card, date, time and location
8. Searchable and auditable log of access activity
9. Integrated with video surveillance and intrusion detection
10. Capable of detecting faults and tampering
11. Connect to UPS and generator power
12. Use request to exit devices as noted
13. Capability of being monitored centrally by off-site monitoring centre
14. Retain recorded event data for 90 days
11. Cards: Prox card protocol
12. Readers:
1. HID multiCLASS SE reader, support for 125kHz HID Prox, AWID, indala
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2. REQUEST-TO-EXIT Devices
3. Door Contacts w/ Terminals
4. Door Access Cables/Bundle Cables
5. CAT.5e 4-Pair Network Cables
13. Other devices:
1. Misc. Parts
2. Switching Network - Accessible Operation Interface as Required
3. Installation Services
14. Intrusion detection:
1. Provide motion detection to cover the building perimeter
1. Use motion-activated cameras or motion detectors as appropriate to the
system design.
2. Motion detectors shall be commercial grade dual microwave / passive
infra-red detectors as supplied by Honeywell, Bosch, Interlogix or
approved equal.
3. Motion detectors shall be selected and supplied in quantities and in
locations necessary to provide coverage of the building perimeter having
regard for the range and configuration of the perimeter area.
2. Provide glass-break sensors in areas shown
1. Glass-break detectors shall be commercial grade acoustic sensors with
pattern recognition technology as manufactured by Honeywell, Bosch,
Interlogix or approved equal.
2. Glass-break detectors shall be selected and supplied in quantities and in
locations necessary to provide coverage of the glazed building perimeter
having regard for the range and configuration of the perimeter area.
3. Motion detectors and glass-break detectors shall be:
1. Capable of detecting faults and tampering attempts
2. Connected to backup power (POE preferred),
3. Capable of retaining recorded alarm data for at least 90 days
4. Capable of retaining alarm testing results for 2 years
5. Programmed to conduct a weekly status health check.
15. All wiring for security systems to be by separate home run conduit to the server room
from
1. each door requiring a card reader,
2. each entry into the Council office area;
3. each entrance from a public area to a staff area;
4. each building entry;
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16. Notwithstanding 4.28.1.15, conduit for door contactors, prox card readers and motion
sensors may be ganged where two or more conduits run parallel for more than 100 feet.
Security Camera Systems
1. Develop a security camera system design to meet the needs of the Town including
1. Record motion-activated activity from selected indoor cameras and outdoor
cameras outside of operating hours to provide evidence of unauthorized access.
2. Record licence plates of vehicles entering / exiting the parking lot.
2. Design, supply, install and configure all security cameras, network switches, display
monitors and any other components not provided by the landlord necessary to provide a
functioning system.
3. The CCTV head end equipment and data recorders will be installed in the 2nd floor IT
Server room.
4. The system shall be designed to be monitored from the on-site security officer during
office hours.
5. There shall be capability of
1. Displaying multiple feeds on four screens in real time
2. Configuring the feeds displayed on each screen to show as few as one feed per
screen or as many as 12 feeds per screen.
3. Allow operators to configure which feeds are shown on which screens on the fly.
4. Allow operators to define feeds to show automatically based on
1. Motion captured by the camera
2. A timed cycle
3. Other criteria to be determined.
5. Allow operators to define the frequency by which monitored cameras cycle.
6. System requirements include:
1. Cameras:
1. Fixed mount cameras
2. Enclosures: Weather-proof enclosures for exterior locations and tamper
proof enclosures in all other locations
3. Selected and designed to operate at lighting levels provided
4. 1920x1080p resolution
5. Provide higher resolution or optical zoom as required for two cameras to
capture license plates entering or exiting the parking lot
6. 20 frames per second
7. Power: POE
2. Network Video Recorder:
1. Capacity for minimum 30 days (maximum 45 days) at 20FPS;
1920x1080p for cameras designated for recording.
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2. RAID 5 storage
3. Automatic archiving to external storage media
4. Support H.264 video compression
5. Video bookmarking of incident and suspicious activities (recorded and
logged incident footage to be retained for minimum 7 years)
6. Remote viewing capability
7. Rack mounted, on UPS and generator power (UPS/generator provided
by others).
8. Health and status monitoring with alarm notification.
9. 7-year retention of logged incident footage.
10. Display Panels:
Provide four Industrial grade 50” display panels
Two of which shall have a 4k resolution
The remaining 2 shall have a minimum resolution of 1920x1080p
7. Other devices and miscellaneous parts as required for a fully functioning system
8. Provide a separate home run conduit from a box at each camera location to the server
room complete with network cable for Power over Ethernet. Location of conduit
termination in server room to be approved by Tenant.
9. Provide security camera locations
1. At the perimeter of the building to give coverage of the surrounding area,
2. At the entry to staff areas
3. At the entry to Council areas.
10. Submit plans for the location of Security Cameras for review and approval by the Tenant.
Personal Assistance Alarm
1. Provide a Personal Assistance Alarm button in each single-use washroom.
2. When activated, the alarm will release the door lock and trigger an indicator light
immediately outside the washroom.
4.29 N/A
4.30 N/A
4.31 Earthwork
4.32 Exterior Improvements
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5 Room Data Sheets
8.05 – Council Chamber ............................................................................................................................. 51
8.03, 8.04 – Lobby / Reception ................................................................................................................... 52
1.01, 1.02, 1.03 – CAO, Mayor, Councillor Offices ..................................................................................... 53
9.13 – Staff Washrooms .............................................................................................................................. 54
8.06, 8.07 – Public Washrooms .................................................................................................................. 55
Open Office Areas ....................................................................................................................................... 56
Enclosed Office ........................................................................................................................................... 57
Service Counter Wickets (part of 4.09) ....................................................................................................... 58
Meeting Room ............................................................................................................................................. 59
9.01, 9.02, 9.03, 9.04, 9.05 ......................................................................................................................... 59
9.06 – Lunch Room ..................................................................................................................................... 60
12.01 – Corridors ........................................................................................................................................ 61
9.01a – Stairwells ........................................................................................................................................ 62
10.05 – Server Room .................................................................................................................................. 63
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Room Number/Name: 8.05 – Council Chamber
Department/Division/Section: Approver D. Calder
Description:
Function: Municipal Council Meetings.
Capacity / hours of operation – 100 people, irregular, 8:30 – 10:30 pm. Typically not used more than
one day per week.
Level of quality Public Office Utility
Adjacent to: lobby, CAO/Mayor’s office
Net sf/m2 Dimensions (LxW) 3,750 sq. ft.
Fixtures: Millwork
Whiteboard
Shelving
Millwork for Council desks, staff desks, podium, and other millwork
necessary for an effective Council Chamber.
Furniture: TBD – by Tenant
Lighting Levels:
Light level at floor (lux)
Light level at desk (lux) 800
Direct
Indirect
Task
800 lux over area of Council and staff seating, 600 lux in
public area, separate dimmers for both.
Electrical
Duplex - 8-wall, 6-floor
Occupancy Sensor
Light switch
Dimmer
High Availability
Emergency
Whip
Comments
Provide power for 14 duplex outlets, one
for each Council member and staff
position integrated in millwork
Communications
LAN 8 – under raceway
Phone - Wall
Teleconference
Cable TV
Master Clock
Wireless service
Display panels (4)
Projector screen
Smartboard
Web Conference
Sound system
Comments
Provide microphones, power in millwork.
Provide display panels or projector and
screen as needed to allow visibility for
Council, staff and public.
(screen recessed / manual / remote controlled)
Security Emergency phone
Duress alarm
Card reader
Camera (inside and outside)
Security Zone
Public
P1 / P2 / E3 / E4
Comments
Card reader to exit Council Chamber into
CAO/Mayor’s area.
Mechanical
Temperature (low/high)
Humidity (low/high)
Special Fire Protection
Thermostat
CO2 Sensor
Exhaust
Comments
Plumbing Sink
Water supply (coffee, etc.)
Floor drain
Drain
Comments
Accessories:
Computer
Printer
Scanner
Photocopier
Fax
Fridge full / half
Oven
Microwave
Toaster Oven
Coffee-maker
Water cooler
Vending machine
Other
Finishes & Materials
Floor: Carpet tile – 28 oz. Provide underfloor wiring raceways and wiring chases within millwork to provide for
flexible technology wiring to meet future needs.
Base: Wood
Wall(s): Painted drywall with acoustic treatment as required.
Door(s): Double public entry/single Councillor entry – all doors: wood with 4” wide x 18” high viewing window,
sound barrier, closers, automatic door opener for public entry.
Window(s): None
Acoustics: NC 25, STC 55
Page 98 of 374
Schedule A: Tenant’s Statement of Requirements Page 52
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
Room Number/Name: 8.03, 8.04 – Lobby / Reception
Department/Division/Section: Approver F. Evans
Description:
Function – Public access, circulation and waiting.
Capacity / hours of operation – varies, up to 100 before and after a Council meeting. Typically about 10
Level of quality Public Office Utility
Adjacent to: Front door, Council Chamber, Public Service Desk, public washrooms
Net sf/m2 Dimensions (LxW) See space breakdown
Fixtures: Millwork
Whiteboard
Shelving
Counters – 1 reception desk, 6 wickets for service centre.
Compact File system
Lockers
Furniture: 20 seats.
Lighting Levels:
Light level at floor (lux) 320
Light level at desk (lux) N/A
Direct
Indirect
Task
150 warehouses, theatres, archives (very dark day)
250 basic office– min LEED daylight level for 75% of floor
500 normal office work, PC work
750 open office area no task lighting
1000 drafting, detailed mechanical work (overcast day)
Electrical
Duplex wall, floor
Occupancy Sensor
Light switch
Dimmer
High Availability
Emergency
Whip
Comments
Wall duplexes per code + circuits for
event sound systems and lighting (3-15A
along wall and 1-15A in middle floor). Wall
duplex at LAN outlet for display panel. 2-
15A circuits at reception
Communications
LAN 1-wall,
Teleconference
Cable TV
Master Clock
Wireless service
LCD Panel
Projector screen
Smartboard
Web Conference
Sound system
Comments
Lan wall mounted for 1 display panel. LCD
Display panel by Tenant.
(screen recessed / manual / remote controlled)
Security Emergency phone
Intercom
Card reader
Camera
Security Zone
Public
P1 / P2 / E3 / E4
Comments
No recording function on camera
Mechanical
Temperature (low/high)
Humidity (low/high)
Special Fire Protection
Thermostat
CO2 Sensor
Exhaust
Comments
Plumbing Sink
Drinking fountain
Floor drain
Drain
Comments – Drinking fountains outside
washrooms, bi-level, bottle filler.
Accessories:
Computer
Printer
Scanner
Photocopier
Fax
Fridge full / half
Oven
Microwave
Toaster Oven
Coffee-maker
Water cooler
Vending machine
Other
Finishes & Materials
Floor: Large format porcelain tile or stone on concrete slab. Drained aluminum floor grates in vestibule at
entry door.
Base: Tile/stone
Wall(s): Porcelain tile, stone or approved equal non-marking surface to a minimum 900 above finished floor.
Painted drywall above. Acoustic panels as required.
Door(s): Aluminum entry, Solid wood in steel frames to other areas
Window(s): Exterior preferred
Acoustics: NC 45
Page 99 of 374
Schedule A: Tenant’s Statement of Requirements Page 53
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
Room Number/Name: 1.01, 1.02, 1.03 – CAO, Mayor, Councillor Offices
Department/Division/Section: Approver D. Calder
Description:
Function: Office for CAO, Mayor, Councillors.
Capacity / hours of operation – Office hours and Council meeting hours – some after-hours use.
Level of quality Public Office Utility
Adjacent to: Opening off staff area – near to Council Chamber. Provide exterior window
Net sf/m2 Dimensions (LxW) CAO, Mayor’s office: 14’ x 18’ – 252 sq. ft.
Councillors’ office: 15’ x 20’ – 300 sq. ft.
Fixtures: Millwork
Whiteboard
Shelving
Counters
Compact File system
Furniture: TBD – by Tenant
Lighting Levels:
Light level at floor (lux)
Light level at desk (lux) 530
Direct
Indirect
Task
150 warehouses, theatres, archives (very dark day)
250 basic office– min LEED daylight level for 75% of floor
500 normal office work, PC work
750 open office area no task lighting
1000 drafting, detailed mechanical work (overcast day)
Electrical
Duplex: 3-wall
Occupancy Sensor
Light switch
Dimmer
High Availability
Emergency
Whip
Comments
Communications
LAN 2-wall
Teleconference
Cable TV
Master Clock
Wireless service
Flat panel display
Projector screen
Smartboard
Web Conference
Sound system
Comments
Flat panel display wired to data input at
desk location.
(screen recessed / manual / remote controlled)
Security Emergency phone
Duress Alarm
Card reader
Camera (inside and outside)
Security Zone
Council
P1 / P2 / E3 / E4
Comments
Swipe card to enter CAO/Mayor area, but
individual office doors are not lockable
Mechanical
Temperature (low/high)
Humidity (low/high)
Special Fire Protection
Thermostat
CO2 Sensor
Exhaust
Comments
Separate zone for each room
Plumbing Sink
Water supply (coffee, etc.)
Floor drain
Drain
Comments
Accessories:
Computer by tenant
Printer
Scanner
Fridge full / half
Oven
Microwave
Water cooler
Vending machine
Other
Finishes & Materials
Floor: Carpet Tile
Base: Wood
Wall(s): Painted drywall
Door(s): Single wood, no glazing,
Window(s): None
Acoustics: NC 45. STC 35
Page 100 of 374
Schedule A: Tenant’s Statement of Requirements Page 54
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
Room Number/Name: 9.13 – Staff Washrooms
Department/Division/Section: Approver C. Panschow
Description:
Function – Washrooms
Capacity / hours of operation – Varies - Operating hours
Level of quality Public Office
Adjacent to: On each floor, adjacent to staff areas
Net sf/m2 Dimensions (LxW) As required
Fixtures: Millwork
Whiteboard
Shelving
Counters
Compact File system
Furniture: None
Lighting Levels:
Light level at floor (lux) 320
Light level at desk (lux) N/A
Direct
Indirect
Task
150 warehouses, theatres, archives (very dark day)
250 basic office– min LEED daylight level for 75% of floor
500 normal office work, PC work
750 open office area no task lighting
1000 drafting, detailed mechanical work (overcast day)
Electrical
Duplex: 1-wall
Occupancy Sensor
Light switch
Dimmer
High Availability
Emergency
Whip
Comments
Communications
LAN
Teleconference
Cable TV
Master Clock
Wireless service
Projector (ceiling)
Projector screen
Smartboard
Web Conference
Sound system
Comments
(screen recessed / manual / remote controlled)
Security Emergency phone
Intercom
Card reader
Camera
Security Zone
Staff
P1 / P2 / E3 / E4
Comments
Personal Assistance Alarm button next to
light switch for single-occupant rooms.
Mechanical
Temperature (low/high)
Humidity (low/high)
Special Fire Protection
Thermostat
CO2 Sensor
Exhaust
Comments: Same zone as adjacent area.
Plumbing Sink
Water supply (coffee, etc.)
Floor drain
Drain
Comments
Full washroom touchless fixtures
No waterless urinals.
Accessories:
Computer
Printer
Scanner
Photocopier
Fax
Fridge full / half
Oven
Microwave
Toaster Oven
Coffee-maker
Toilet paper dispenser by tenant
soap dispenser by tenant
paper towel dispenser by tenant
In-wall garbage receptacles
Air drier
Finishes & Materials
Floor: Porcelain Tile
Base: Porcelain Tile
Wall(s): Painted water-resistant drywall – except mirror over sinks.
Door(s): Solid wood, stainless steel kick plate both sides, no glazing, lockset with thumb-lock inside for single
person washrooms
Single / Double / Special Size
Window(s): None required – frosted film if provided.
Acoustics: N/A
Page 101 of 374
Schedule A: Tenant’s Statement of Requirements Page 55
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
Room Number/Name: 8.06, 8.07 – Public Washrooms
Department/Division/Section: Approver C. Panschow
Description:
Function – Washrooms
Capacity / hours of operation – Varies - 8am – 5pm, M-F
Level of quality Public Office
Adjacent to: Lobby – provided on each floor
Net sf/m2 Dimensions (LxW) As required
Fixtures: Millwork
Whiteboard
Shelving
Counters
Compact File system
Furniture: None
Lighting Levels:
Light level at floor (lux) 320
Light level at desk (lux) N/A
Direct
Indirect
Task
150 warehouses, theatres, archives (very dark day)
250 basic office– min LEED daylight level for 75% of floor
500 normal office work, PC work
750 open office area no task lighting
1000 drafting, detailed mechanical work (overcast day)
Electrical
Duplex 1-wall
Occupancy Sensor
Light switch
Dimmer
High Availability
Emergency
Whip
Comments
Communications
LAN
Teleconference
Cable TV
Master Clock
Wireless service
Projector (ceiling)
Projector screen
Smartboard
Web Conference
Sound system
Comments
Sound system for paging.
(screen recessed / manual / remote controlled)
Security Emergency phone
Personal Assistance Alarm
Card reader
Camera
Security Zone
Public
P1 / P2 / E3 / E4
Comments
Personal Assistance Alarm button next to
light switch for 8.07.
Mechanical
Temperature (low/high)
Humidity (low/high)
Special Fire Protection
Thermostat
CO2 Sensor
Exhaust
Comments
Plumbing Sink
Water supply (coffee, etc.)
Floor drain
Drain
Comments
Full washroom touchless fixtures
No waterless urinals.
Accessories:
Computer
Printer
Scanner
Photocopier
Fax
Fridge full / half
Oven
Microwave
Toaster Oven
Coffee-maker
toilet paper dispenser by tenant
soap dispenser by tenant
paper towel dispenser by tenant
In-wall garbage receptacles
Air drier
Finishes & Materials
Floor: Porcelain tile
Base: Porcelain Tile
Wall(s): Tile to ceiling – except mirror over sinks.
Door(s): Door-less configuration for 8.06. Solid wood, automatic door operator for 8.07, stainless steel kick plate
both sides, no glazing. Privacy lockset on single washrooms with thumb-lock inside
Window(s): None required – frosted film if provided.
Acoustics: N/A
Page 102 of 374
Schedule A: Tenant’s Statement of Requirements Page 56
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
Room Number/Name: Open Office Areas 1.04, 1.06, 1.07,1.10,1.13, 1.15, 2.03, 2.04, 3.05, 3.07,4.03 to 4.06,
4.08 to 4.10, 6.02, 6.04 to 6.07
Department/Division/Section: Approver C. Panschow
Description:
Function – Open office area
Capacity / hours of operation – as noted in space summary / 8am – 5pm M-F
Level of quality Public Office Utility
Adjacent to: Staff washrooms, associated storage, copy/print room, enclosed offices
Net sf/m2 Dimensions (LxW) See space summary
Fixtures: Millwork
Whiteboard
Shelving
Counters
Compact File system
Lockers
Furniture: Workstations, filing cabinets, stands for printers by Tenant
Lighting Levels:
Light level at floor (lux)
Light level at desk (lux) 320
Direct
Indirect
Task
150 warehouses, theatres, archives (very dark day)
250 basic office– min LEED daylight level for 75% of floor
500 normal office work, PC work
750 open office area no task lighting
1000 drafting, detailed mechanical work (overcast day)
Electrical
Duplex: wall, floor
Occupancy Sensor
Light switch
Dimmer
High Availability
Emergency
Whip
Comments
2 duplexes in whip per person. Coordinate
location of whips with furniture layout plus
min 4 wall-mounted duplexes
Communications
LAN wall and whip
Teleconference
Cable TV
Master Clock
Wireless access
Projector (ceiling)
Projector screen
Smartboard
Web Conference
Sound system
Comments
2 LAN jacks per person in whips plus min.
8 wall-mounted jacks.
Master clock in each area
(screen recessed / manual / remote controlled)
Security Emergency phone
Intercom
Card reader
Camera
Security Zone
Staff
P1 / P2 / E3 / E4
Comments
Card access for all staff from public areas
Mechanical
Temperature (low/high)
Humidity (low/high)
Special Fire Protection
Thermostat
CO2 Sensor
Exhaust
Comments
Plumbing Sink
Water supply (coffee, etc.)
Floor drain
Drain
Comments
Accessories:
Computer by Tenant
Printer by Tenant
Scanner
Photocopier
Fax
Fridge full / half
Oven
Microwave
Toaster Oven
Coffee-maker
Water cooler
Vending machine
Other
Printer stations:
Finishes & Materials
Floor: Carpet tile
Base: Carpet
Wall(s): Painted drywall
Door(s): Single/Double as per code, solid wood no glazing
Single / Double / Special Size
Window(s): Exterior as possible – maximize light penetration.
Acoustics: NC 35
Page 103 of 374
Schedule A: Tenant’s Statement of Requirements Page 57
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
Room Number/Name: Enclosed Office 1.05, 1.08, 1.09, 1.11, 1.12, 1.14, 2.01, 2.02, 3.01 to 3.04,
3.06, 4.01, 4.02, 4.07, 5.01 to 5.03, 6.01, 6.03
Department/Division/Section: Approver C. Panschow
Description:
Function – Management Office
Capacity / hours of operation – 8am – 6pm, M-F average one person, occasional meetings of 4-5
Level of quality Public Office Utility
Adjacent to: Within associated office area.
Net sf/m2 Dimensions (LxW) 140 sq. ft. – 10’ x 14’
Fixtures: Millwork
Whiteboard
Shelving
Counters
Compact File system
Lockers
Furniture: Desk, office chair, credenza, 2 guest chairs, bookcase – by Tenant
Lighting Levels:
Light level at floor (lux)
Light level at desk (lux) 320
Direct
Indirect
Task
150 warehouses, theatres, archives (very dark day)
250 basic office– min LEED daylight level for 75% of floor
500 normal office work, PC work
750 open office area no task lighting
1000 drafting, detailed mechanical work (overcast day)
Electrical
Duplex 2-wall
Occupancy Sensor
Light switch
Dimmer
High Availability
Emergency
Whip
Comments
Communications
Phone: wall
Teleconference
LAN 2-wall
Cable TV
Master Clock
Wireless service
Projector (ceiling)
Projector screen
Smartboard
Web Conference
Sound system
Comments
(screen recessed / manual / remote controlled)
Security Emergency phone
Intercom
Card reader
Camera
Security Zone
Staff / Council
P1 / P2 / E3 / E4
Comments
See space requirements list for security
zone.
Mechanical
Temperature (low/high)
Humidity (low/high)
Special Fire Protection
Thermostat
CO2 Sensor
Exhaust
Comments
Plumbing Sink
Water supply (coffee, etc.)
Floor drain
Drain
Comments
Accessories:
Computer by Tenant
Printer
Scanner
Photocopier
Fax
Fridge full / half
Oven
Microwave
Toaster Oven
Coffee-maker
Water cooler
Vending machine
Other
Finishes & Materials
Floor: Carpet tile
Base: Carpet
Wall(s): Painted drywall perpendicular to windows, glazed wall in steel frames opposite windows, frosted film as
approved by owner.
Door(s): Single, Solid wood no glazing – Classroom Lockset
Single / Double / Special Size
Window(s): Exterior if possible but priority given to windows for open office areas.
Acoustics: STC 45, NC35
Page 104 of 374
Schedule A: Tenant’s Statement of Requirements Page 58
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
Room Number/Name: Service Counter Wickets (part of 4.09)
Department/Division/Section: Approver C. Panschow
Description:
Function: Service point for up to 6 staff to manage inquiries/payments from public
Capacity / hours of operation – 6 – operating hours
Level of quality Public Office Utility
Adjacent to: Lobby on main floor
Net sf/m2 Dimensions (LxW)
Fixtures: Millwork
Whiteboard
Shelving
Counters
Compact File system
Furniture:
Lighting Levels:
Light level at floor (lux)
Light level at desk (lux) 530
Direct
Indirect
Task
150 warehouses, theatres, archives (very dark day)
250 basic office– min LEED daylight level for 75% of floor
500 normal office work, PC work
750 open office area no task lighting
1000 drafting, detailed mechanical work (overcast day)
Electrical
Duplex: 14-wall
Occupancy Sensor
Light switch
Dimmer
High Availability
Emergency
Whip
Comments
2 duplexes for each wicket workstation.
Communications
LAN 16-wall
Analog phone 8-for POS &
Fax
Teleconference
Cable TV
Master Clock
Wireless service
Projector (ceiling)
Projector screen
Smartboard
Web Conference
Sound system
Comments
2 LAN & 1 phone for each station plus 2
for printer stations. Each wicket pages
through phone.
Security Emergency phone
Duress alarm
Card reader
Camera
Security Zone
P2/E3
P1 / P2 / E3 / E4
Comments
Duress alarm button at each wicket
2 Camera locations in lobby adjacent to
wickets.
Mechanical
Temperature (low/high)
Humidity (low/high)
Special Fire Protection
Thermostat
CO2 Sensor
Exhaust
Comments
Same zone as adjacent office.
Plumbing Sink
Water supply (coffee, etc.)
Floor drain
Drain
Comments
Accessories:
Computer by tenant
Printer by tenant
Scanner
Photocopier
Fax
Fridge full / half
Oven
Microwave
Toaster Oven
Coffee-maker
Water cooler
Vending machine
Other
Finishes & Materials
Floor: Carpet tile (staff side), Porcelain tile (lobby side)
Base: Carpet (staff side)
Wall(s): Painted drywall (staff side)
Door(s): Single Solid wood, only if required for exiting purposes. Lockset or panic bar as required.
Window(s): Exterior desired
Acoustics:
Page 105 of 374
Schedule A: Tenant’s Statement of Requirements Page 59
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
Room Number/Name: Meeting Room 9.01, 9.02, 9.03, 9.04, 9.05
Department/Division/Section: Approver C. Panschow
Description:
Function – Internal meetings
Capacity / hours of operation – 9.01 - 12, 9.02 – 6, 9.03 – 20, 9.04 – 3, 9.05 – 3. 8am – 5pm, M-F
Level of quality Public Office Utility
Adjacent to: 9.01 – adjacent to CAO/Mayor/Economic Development. 9.02 – adjacent to Customer Service Desk.
Others within staff area.
Net sf/m2 Dimensions (LxW) Varies – see Space Requirements listing
Fixtures: Millwork
Whiteboard
Shelving
Compact File system
Lockers
Furniture: Boardroom table, chairs as per capacity.
Lighting Levels:
Light level at floor (lux)
Light level at desk (lux) 530
Direct
Indirect
Task
150 warehouses, theatres, archives (very dark day)
250 basic office– min LEED daylight level for 75% of floor
500 normal office work, PC work
750 open office area no task lighting
1000 drafting, detailed mechanical work (overcast day)
Electrical
Duplex: 4-wall + 2-floor
Occupancy Sensor
Light switch
Dimmer
High Availability
Emergency
Whip
Comments
2 duplexes in floor box.
1 duplex for display panel
Communications
LAN 4-wall + 4-table
Teleconference
Cable TV
Master Clock
Wireless service
Display panel
Projector screen
Smartboard
Web Conference
Sound system
Booking Panel
Comments
2 floor boxes to feed data and
HDMI/VGA/RCA audio to table top.
LAN, HDMI/VGA/RCA audio on wall for
Tenant supplied display panel and camera
Provide one empty conduit from floor box
to display location for future needs.
LCD Display by Tenant
Security Emergency phone
Intercom
Card reader
Camera
Security Zone
Staff
P1 / P2 / E3 / E4
Comments
Card reader if meeting room is accessible
from a public area.
Mechanical
Temperature (low/high)
Humidity (low/high)
Special Fire Protection
Thermostat
CO2 Sensor
Exhaust
Comments
Plumbing Sink
Water supply (coffee, etc.)
Floor drain
Drain
Comments
Accessories:
Computer
Printer
Scanner
Photocopier
Fax
Fridge full / half
Oven
Microwave
Water cooler
Vending machine
Other
Finishes & Materials
Floor: Carpet tile
Base: Carpet
Wall(s): Paint on drywall – provide backing for wall-mounted display.
Door(s): Single solid wood
Window(s): Exterior desirable, blackout blinds.
Acoustics: STC 45, NC35
Page 106 of 374
Schedule A: Tenant’s Statement of Requirements Page 60
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
Room Number/Name: 9.06 – Lunch Room
Department/Division/Section: Approver F. Evans
Description:
Function – Dining and break area for staff
Capacity / hours of operation – peak = 20 people - 11:30am – 2:00pm M-F
Level of quality Public Office , Utility
Adjacent to: Staff area preferred
Net sf/m2 Dimensions (LxW) 450 sf
Fixtures: Millwork – uppers and lowers
Whiteboard
Shelving
Counters – uppers and lowers – 15 feet
Compact File system
Lockers
Furniture: Tables and seating for 20+/- (Fours and Twos, bar stools and counters) by owner
Lighting Levels:
Light level at floor (lux)
Light level at desk (lux) 320
Direct
Indirect
Task
150 warehouses, theatres, archives (very dark day)
250 basic office– min LEED daylight level for 75% of floor
500 normal office work, PC work
750 open office area no task lighting
1000 drafting, detailed mechanical work (overcast day)
Electrical
Duplex: 8-wall, 6-counter
Occupancy Sensor
Light switch
Dimmer
High Availability
Emergency
Whip
Comments
1 wall duplex for LCD panel on wall. 1 wall
duplex for fridge
Communications
LAN 6 wall
Teleconference
Cable TV
Master Clock
Wireless service
Projector (ceiling)
Projector screen
Smartboard
Web Conference
LCD Displays
Comments
1 pair of LAN cables, and cable TV for
LCD TV Displays required
LCD Display by Tenant
Security Emergency phone
Intercom
Card reader
Camera
Security Zone
E3
P1 / P2 / E3 / E4
Comments
Mechanical
Temperature (low/high)
Humidity (low/high)
Special Fire Protection
Thermostat
CO2 Sensor
Exhaust
Comments
Plumbing Sink
Water supply (coffee, etc.)
Floor drain
Drain
Comments: Double sink
Accessories:
Computer
Printer
Scanner
Photocopier
Fax
Fridge full
Oven
Microwave
Toaster Oven
Coffee-maker
Water cooler
Vending machine (x 2)
Other
Finishes & Materials
Floor: Porcelain tile within 1.2m of counter, carpet tile elsewhere.
Base: Rubber
Wall(s): Painted drywall
Door(s): Single, solid wood
Window(s): Exterior required
Acoustics: NC 45
Page 107 of 374
Schedule A: Tenant’s Statement of Requirements Page 61
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
Room Number/Name: 12.01 – Corridors
Department/Division/Section: Approver C. Panschow
Description:
Function – Access through building
Capacity / hours of operation – unoccupied
Level of quality Public Office Utility
Adjacent to:
Net sf/m2 Dimensions (LxW)
Fixtures: Millwork
Whiteboard
Shelving
Counters
Compact File system
Furniture: None
Lighting Levels:
Light level at floor (lux) 320
Light level at desk (lux) N/A
Direct
Indirect
Task
150 warehouses, theatres, archives (very dark day)
250 basic office– min LEED daylight level for 75% of floor
500 normal office work, PC work
750 open office area no task lighting
1000 drafting, detailed mechanical work (overcast day)
Electrical
Duplex: wall
Occupancy Sensor
Light switch
Dimmer
High Availability
Emergency
Whip
Comments
Communications
LAN
Teleconference
Cable TV
Master Clock
Wireless service
Projector (ceiling)
Projector screen
Smartboard
Web Conference
Sound system
Comments
(screen recessed / manual / remote controlled)
Security Emergency phone
Intercom
Card reader
Camera
Security Zone
All
P1 / P2 / E3 / E4
Comments
Mechanical
Temperature (low/high)
Humidity (low/high)
Special Fire Protection
Thermostat
CO2 Sensor
Exhaust
Comments
Plumbing Sink
Water supply (coffee, etc.)
Floor drain
Drain
Comments
Accessories:
Computer
Printer
Scanner
Photocopier
Fax
Fridge full / half
Oven
Microwave
Toaster Oven
Coffee-maker
Water cooler
Vending machine
Other
Finishes & Materials
Floor: As per highest level finish of adjoining areas
Base: As per highest level finish of adjoining areas
Wall(s): As per highest level finish of adjoining areas
Door(s): As per highest level finish of adjoining areas
Window(s): As per highest level finish of adjoining areas
Acoustics: N/A
Page 108 of 374
Schedule A: Tenant’s Statement of Requirements Page 62
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
Room Number/Name: 9.01a – Stairwells
Department/Division/Section: Approver C. Panschow
Description:
Function – Access through building
Capacity / hours of operation – unoccupied
Level of quality Public Office Utility
Adjacent to:
Net sf/m2 Dimensions (LxW)
Fixtures: Millwork
Whiteboard
Shelving
Counters
Compact File system
Furniture: None
Lighting Levels:
Light level at floor (lux) 320
Light level at desk (lux) N/A
Direct
Indirect
Task
150 warehouses, theatres, archives (very dark day)
250 basic office– min LEED daylight level for 75% of floor
500 normal office work, PC work
750 open office area no task lighting
1000 drafting, detailed mechanical work (overcast day)
Electrical
Duplex wall
Occupancy Sensor
Light switch
Dimmer
High Availability
Emergency
Whip
Comments
Communications
LAN
Teleconference
Cable TV
Master Clock
Wireless service
Projector (ceiling)
Projector screen
Smartboard
Web Conference
Sound system
Comments
(screen recessed / manual / remote controlled)
Security Emergency phone
Intercom
Card reader
Camera
Security Zone
P2, E4
P1 / P2 / E3 / E4
Comments
Cameras locations for stairwells with no
blind spots
Mechanical
Temperature (low/high)
Humidity (low/high)
Special Fire Protection
Thermostat
CO2 Sensor
Exhaust
Comments
Plumbing Sink
Water supply (coffee, etc.)
Floor drain
Drain
Comments
Accessories:
Computer
Printer
Scanner
Photocopier
Fax
Fridge full / half
Oven
Microwave
Toaster Oven
Coffee-maker
Water cooler
Vending machine
Other
Finishes & Materials
Floor: As per lobby
Base: As per lobby
Wall(s): Porcelain tile, stone or approved equal non-marking surface to height of handrail, painted drywall
above.
Door(s): Steel with ½ lite glazing, latchsets/panic bars as required.
Window(s): If possible
Acoustics: N/A
Page 109 of 374
Schedule A: Tenant’s Statement of Requirements Page 63
RFR XXXXX TSR December 4, 2018
700225-0022(3.0)
Room Number/Name: 10.05 – Server Room
Department/Division/Section: Approver C. Panschow
Description:
Function – Accommodates data server cluster
Capacity / hours of operation – 24 x 7
Level of quality Public Office Utility
Adjacent to: Access from staff corridor. Not on outside wall, No pipes above
Net sf/m2 Dimensions (LxW) 225 sq. ft
Fixtures: Millwork
Whiteboard by Tenant
Shelving
Counters
Compact File system
Lockers
Furniture: Power Distribution Unit, 3 @ 4-post racks included. Minimum 1.0m clearance between front and rear of
rack and adjacent wall or other obstruction – Servers, network switches and VOIP switches by Tenant
Lighting Levels:
Light level at floor (lux)
Light level at desk (lux) 150
Direct
Indirect
250 basic office– min LEED daylight level for 75% of floor
500 normal office work, PC work
750 open office area no task lighting
1000 drafting, detailed mechanical work (overcast day)
Electrical
Duplex wall ceiling
Occupancy Sensor
Light switch
Dimmer
High Availability
Emergency
Whip
In addition to power for room cooling,
allow 9,500 watts for servers and
switches. Provide power as required by
PDU, provide PDU to serve 20 120V
15/20A outlets per rack
Communications
LAN wall
Teleconference
Cable TV
Master Clock
Wireless service
Projector (ceiling)
Projector screen
Smartboard
Web Conference
Sound system
Comments
LAN connections terminate in rack
mounted-patch panel by Landlord.
(screen recessed / manual / remote controlled)
Security Emergency phone (analog)
Intercom
Card reader
Camera
Security Zone
E7
P1 / P2 / E3 / E4
Comments
Access by selected IT staff,
Mechanical
Temperature (low/high)
Humidity (low/high)
Special Fire Protection
Thermostat
CO2 Sensor
Exhaust
Comments
Temperature / humidity monitors, remote
warning, Pre-action dry pipe sprinklers.
No water/drain pipes in room (excl
sprinklers)
Plumbing Sink
Water supply (coffee, etc.)
Floor drain
Drain
Comments
Accessories:
Computer
Printer
Scanner
Photocopier
Fridge full / half
Oven
Microwave
Toaster Oven
Water cooler
Vending machine
Other
Finishes & Materials
Floor: Anti-Static grounded floor – 106-109 Ohms (ANSI/ESD STM7.1-2001 or later). Loading to suit
racks at
Base: Rubber
Wall(s): Painted drywall. Painted ¾” fire rated plywood to wall (8 lineal feet minimum) as required to mount
equipment.
Door(s): Single steel no glazing, stainless steel kick plates both sides
Window(s): None permitted.
Acoustics: N/A
Page 110 of 374
REQUEST FOR PROPOSAL - DESIGN, BUILD, FINANCE, LEASEBACK FOR NEW TOWN
HALL
SUBMISSION DEADLINE
DATE: APRIL 19, 2019
TIME: 2 PM
LOCATION:
Town of Tillsonburg Corporate Office
200 Broadway, Suite 204
Tillsonburg, ON N4G 5A7
Page 111 of 374
Town of Tillsonburg ii
Town Hall RFP
TABLE OF CONTENTS
SECTION 1. INSTRUCTIONS TO PROPONENTS ......................................................... 1
1. General Description ............................................................................................................ 1
2. Communications ................................................................................................................. 2
3. Addendum / Addenda ......................................................................................................... 2
4. Administration of RFP ......................................................................................................... 3
5. Proposal Format and Content ............................................................................................. 3
6. Submission of Proposal ...................................................................................................... 3
7. Late Submissions ................................................................................................................ 3
8. Withdrawal of Submissions ................................................................................................. 3
9. Proposals Irrevocable ......................................................................................................... 4
10. Opening of Submissions ..................................................................................................... 4
11. Evaluation and Award ......................................................................................................... 4
12. Honoraria ............................................................................................................................ 4
13. Proponents Involved in Litigation with the Town ................................................................. 5
SECTION 2. STANDARD TERMS & CONDITIONS ........................................................ 6
1. Definitions ........................................................................................................................... 6
2. Rejection of Proposals ........................................................................................................ 7
3. Proposal Irregularities ......................................................................................................... 7
4. Mathematical Errors (Unit Prices Prevail) ........................................................................... 7
5. Ownership of Submission Material ..................................................................................... 7
6. Incurred Cost ....................................................................................................................... 8
7. Taxes and Duty ................................................................................................................... 8
8. Non-Residents .................................................................................................................... 8
9. Governing Law .................................................................................................................... 9
10. Freedom of Information (FOI) ............................................................................................. 9
11. Indemnification and Insurance ............................................................................................ 9
12. Discrepancies .................................................................................................................... 11
13. No Lobbying or Collusion .................................................................................................. 11
14. Conflict of Interest ............................................................................................................. 11
15. Permits and Licenses ........................................................................................................ 11
16. Signed Proposals to be Considered an Offer ................................................................... 11
17. Variation of Proposal Prices .............................................................................................. 11
18. Town Not Bound ............................................................................................................... 11
19. Reserved Rights of the Town ............................................................................................ 12
20. Budget Limitations............................................................... Error! Bookmark not defined.
21. Terms and Conditions of Contract .................................................................................... 13
SECTION 3. SPECIAL PROVISIONS ............................................................................15
1. Contractual Relationship ................................................................................................... 15
2. Examination of Site ........................................................................................................... 15
SECTION 4. TERMS OF REFERENCE .........................................................................16
1. Overview ........................................................................................................................... 16
2. Site Information ................................................................................................................. 18
SECTION 5. PROPOSAL FORMAT AND SUBMISSION REQUIREMENTS ..................19
1. Proposal Format ................................................................................................................ 19
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Town Hall RFP
2. Proposal Structure ............................................................................................................ 19
3. COMMERCIALLY CONFIDENTIAL CONSULTATION .................................................... 24
SECTION 6. PROPOSAL EVALUATION .......................................................................26
1. Evaluation of Proposals .................................................................................................... 26
2. Evaluation Criteria ............................................................................................................. 26
3. Interviews. ......................................................................................................................... 28
4. References. ....................................................................................................................... 28
5. Determination of Preferred Proponent .............................................................................. 28
SECTION 7. PROPOSAL SUBMISSION FORM ............................................................29
SECTION 8. APPENDICES ...........................................................................................33
APPENDIX A – FORM OF LEASE ................................................................................................ 33
APPENDIX B – TERMS OF LAND SALE AGREEMENT .............................................................. 34
APPENDIX C – LABEL FOR ENVELOPE ..................................................................................... 35
APPENDIX D – NOTICE OF “NO PROPOSAL” ............................................................................ 36
APPENDIX E – PLAN OF SURVEY .............................................................................................. 37
Page 113 of 374
Town of Tillsonburg Page 1 of 37
Town Hall RFP
January 2019
SECTION 1. INSTRUCTIONS TO PROPONENTS
1. General Description
a) The Corporation of the Town of Tillsonburg (the Town) has issued this Request
for Proposals (RFP) to invite prequalified firms to submit Proposals for the
Design, Build, Finance, and Leaseback of a new Town Hall pursuant to, and in
accordance with Request for PreQualification (RFPQ) 16-001 and this RFP.
b) Only those firms that were pre-qualified by the Town pursuant to the RFPQ
issued by the Town in in February 16, 2017 are eligible to submit a Proposal in
response to this RFP.
c) Proponents are advised that, in order for a Proponent to remain qualified to
submit a Proposal, the Proponent’s team members, as identified in its
prequalification submission must remain intact unless otherwise approved in
writing by the Town, acting reasonably and with discretion.
d) If a Proponent wishes to add, remove, or substitute any of its key personnel, or
team members or change the role of any of its key personnel or team members
(a “Team Change”), the Proponent must submit a request for the Town’s
approval of such change by the Deadline for Questions and obtain the Town’s
written approval, at its sole discretion of such change. If requested by the Town
in its sole discretion, the Proponent shall submit all requested details, including
updated versions of information submitted in its Prequalification Submission, to
demonstrate that, despite the Team Change, the Proponent will continue to meet
or exceed all requirements set forth in the RFPQ and satisfy the Town by
providing the team with same or higher levels of experience, financial strength
and capability as determined in the sole discretion of the Town
e) Anticipated Schedule
Activity Targeted Timeline
Issue RFP January 2019
Commercially Confidential Consultation February 2019
Deadline for Questions March 2019
Final responses to questions April 2019
Closing Time April 2019
Proponent Interviews May 2019
Public Information Session(s) June 2019
Municipal approvals complete June 31, 2019
Preferred Proponent notified July 31, 2019
Transaction Close To be negotiated
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Town Hall RFP
January 2019
f) The Town reserves the right to extend the Closing Time.
2. Communications
a) All communications related to this Request for Proposals (RFP) including, without
limitation any questions, inquiries or clarifications shall to be directed in writing
and received electronically by the Deadline for Questions to:
Designated Official:
Laurie Kirwin, Purchasing Coordinator
Town of Tillsonburg
200 Broadway, Suite 204
Tillsonburg, ON N4G 5A7
Phone: 519-688-3009 Ext. 2258
Fax: 519-688-0759
E-mail: LKirwin@tillsonburg.ca
b) The Town cannot guarantee a response to questions or inquiries received after
Deadline for Questions.
c) The Designated Official shall act as single point of contact for any and every
communication for all Proponents, unless advised otherwise by the Designated
Official in writing.
d) No representative of the Town, its employees, agents, or any other advisor
associated with this procurement shall be contacted by the Proponent during the
RFP process except the Designated Official noted in this section. Information
obtained from any source other than the Designated Official noted in this section
is not official and may be inaccurate.
e) Any attempt to influence the evaluation and selection process may result in
immediate disqualification of the Proponent. Any attempt to bypass the
purchasing process may result in rejection of the Proposal.
f) The Town will not provide verbal clarification, over the phone or in person. Any
verbal statement, instruction or representation is of no force or effect. Only
written communications from the Town may be relied upon.
3. Addendum / Addenda
a) All clarifications and/or modifications to the RFP documents will be made by
written addendum. All such modifications shall be incorporated into the RFP
documents and shall be considered by the Proponent when completing the
Proposal. It is the responsibility of the Proponent to confirm that it has received
and addressed all Addenda as circulated by the Designated Official
b) Proponents must acknowledge receipt of all Addendum / Addenda by inserting
respective Addenda number(s) in the space provided on the Proposal
Submission Form.
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Town Hall RFP
January 2019
4. Administration of RFP
a) Your signed Proposal submission shall be taken as your statement that you
understand the requirements and agree to comply with the requirements as well
as any and all terms and conditions stated in this document.
b) Your signed Proposal Submission Form confirms that you have checked and
confirmed your pricing and by signing the Proposal Submission Form (Section 7),
you agree that you have not omitted any items from your Proposal and you will
be bound by all applicable laws to supply the goods and/or services as specified
at the prices in your Proposal. The decision of the Town is final.
5. Proposal Format and Content
a) Proponents are asked to adhere to the format set out in Section 5 when
preparing their Proposal. Failure to comply with this requirement may, solely at
the Town’s discretion, result in the Proposal being disqualified from further
consideration.
6. Submission of Proposal
a) Sealed submissions, including one (1) original plus three (3) copies, shall be
delivered in a clearly marked envelope to the location specified on the front page
of this RFP document no later than the Closing Time (as per the time stamp of
the clock available at this location). The Proponent should also provide an
electronic version.
b) Fax or electronic (e-mail) submissions will not be considered.
7. Late Submissions
a) Only submissions that have been received at the location specified on the front
page of this RFP document and stamped no later than the Closing Time by Town
staff shall be considered. The onus is on the Proponent to ensure that their
submission arrives and is time stamped no later than the Closing Time at the
location specified on the front page of this RFP document.
b) Submissions received after the Closing Time, whether delivered personally, or if
mailed, regardless of postal or courier markings, will be disqualified.
8. Withdrawal of Submissions
a) A Proponent may withdraw its proposal by written notice (the “Withdrawal
Notice”) addressed to the Town on business letterhead of the Proponent, clearly
identifying the project, signed by an authorized individual and received by
Designated Official no later than the Closing Time. Delivery of such notice by fax
(519-688-0759) or e-mail or by hand will be accepted if received within the
stipulated timeframe by the Designated Official. The Town takes no responsibility
for notifications not being received on time, regardless of when they were
transmitted.
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Town Hall RFP
January 2019
b) If more than one (1) Proposal is received under the same name for the same
procurement and no Withdrawal Notice has been received, the Proposal
contained in the sealed submission bearing the most recent date and time shall
be considered the intended Proposal. All other Proposal(s) received under the
same name for the same procurement shall be deemed as being withdrawn by
the Proponent.
9. Proposals Irrevocable
Proposal submissions are an offer to the Town, are open for acceptance for a period of
one hundred and twenty (1200) calendar days following the Closing Time, and cannot be
withdrawn after the Closing Time.
10. Opening of Submissions
Proposals received in accordance with this RFP will be opened by the Designated
Official. Once the Preferred Proponent has been approved by Town Council, the name
and Annual Base Rent of the Preferred Proponent will be made public.
11. Evaluation and Award
a) Award of the contract in its entirety or in part shall be in accordance with Town
requirements. A Proponent will be recommended by the Town Hall Project
Steering Committee based on the evaluation criteria and methodology specified
in Section 6 and in accordance with the terms of this RFP for approval by Town
Council.
b) The Proponent that is approved by Council shall be referred to herein as the
“Preferred Proponent”. The Town will invite the Preferred Proponent to enter into
negotiations for a Lease with the stipulated Landlord’s Work to construct a
building as set out in the proposal and to suit the Town’s requirements. If the
Preferred Proponent requires the use of the Town’s site for its Proposal, the
Preferred Proponent will also enter into an a land sale agreement for the
purchase of [municipal address and legal description], Ontario (the “Lands”) on
terms outlined in Appendix B ( “Terms of Land Sale Agreement”) with the City in
its capacity as Owner of the Lands.
c) Such Design/Build Lease and, if required, Land Sale Agreement as described
above will be prepared by the Town. If the Land Sale Agreement is required, the
Town and the Preferred Proponent will concurrently execute the Design/Build
Lease and the Land Sale Agreement upon satisfaction of conditions for a
Commercial Close.
d) Financial Close shall occur within thirty (30) calendar days of Commercial Close
when there is evidence that the Design/Build Lease financing conditions have
been satisfied and the Land Sale Price under the Land Sale Agreement has been
received by the Town.
12. Honoraria
a) Each Proponent will receive an honorarium in the amount of Eight Thousand
Dollars ($8,000.00) to provide assistance in preparation of the proposal
including presentations to Council and the community.
Page 117 of 374
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Town Hall RFP
January 2019
b) Notwithstanding paragraph a) above, a Proponent is not entitled to an
honorarium if it withdraws its Proposal, is disqualified,or its Proposal is rejected.
c) Proponents that submit compliant Proposals and are not selected as the
Preferred Proponent must submit an invoice for payment of the Honorarium
within thirty (30) calendar days of award.
13. Proponents Involved in Litigation with the Town
It is a matter of great importance to the Town in the administration of this RFP that the
Town’s relationship with the Preferred Proponent should be as productive, amicable and
harmonious as is reasonably possible.
a) For the purposes of this section:
i) “Threatening Litigation” refers to the transmission of a written threat to
commence a judicial proceeding; and;
ii) “Pursuing Litigation” means actually commencing and / or continuing a
judicial proceeding.
b) When:
i) A proposal is received from a Proponent who is Threatening Litigation or
is Pursuing Litigation against the Town in relation to previous contracts
awarded to that Proponent by the Town; or,
ii) A proposal is received from a Proponent, against whom the Town is
Pursuing Litigation,
The Town will not consider any proposal submitted by that Proponent. Each
Proponent expressly agrees in submitting a proposal for this contract that, it shall
have no claim for damages from the Town in consequence of such rejection
whether or not the litigation, or threatened litigation with the Town which
occasioned the rejection of the submission, has any merits, and whether or not it
is successful or unsuccessful.
Page 118 of 374
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Town Hall RFP
January 2019
SECTION 2. STANDARD TERMS & CONDITIONS
1. Definitions
(Definitions not included in this RFP are as defined in the Town’s Procurement By-law #
BY·LAW No. 3967 as may be applicable.)
Annual Base Rent is the annualized rental rate for the first five years of the term,
including rent of facilities, and all operating costs, excluding
only electricity and natural gas costs as specified in the form of
Lease in Section 7.
Commercial Close means the execution by both parties of a Lease conditional
only on the satisfaction of: 1) submission by the Landlord of
evidence of financing in accordance with the terms of the RFP,
the proposal and any other negotiated requirements, and 2) if
applicable, registration of the Agreement of Purchase and
Land Sale for the site
Deadline for Questions is the date shown in Section 1, paragraph 1.e).
Key Personnel shall consist of Landlord Representative, Lead Architect,
Construction Project Manager, and Operations/Maintenance
Manager.
Landlord means the entity that executes the Lease with the Town.
Lease is the Design Build Finance Lease agreement in the form of
the draft document attached in Appendix A updated with
specifics from the Preferred Proponent’s Proposal and
documented final negotiations between the Preferred
Proponent and the Town.
Preferred Proponent is the Proponent invited to enter into the Lease and Land
Sale Agreement as appropriate as described in APPENDIX
A – FORM OF LEASE.
Project Lands Shall mean either the lands provided by the Town of
Tillsonburg or lands owned by the Proponent and used as the
basis for that proponent’s proposal
Proposal Irregularity is a defect contained within a response to this Request for
Proposals and shall have the same meaning as a Bid
Irregularity in the Town’s Procurement By-law.
Team Members is the team included in the Proposal and shall consist of the
Landlord, Operations and or Maintenance Management Firm,
Prime Design Consultant and General Contractor.
Page 119 of 374
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Town Hall RFP
January 2019
Tenant Statement of Requirements
is the functional program, including general and specific
design details and room data sheets, that define the design-
build work that will be performed by the Landlord as required
by the Lease.
Transaction Close is the date the Lease Agreement is executed and funding
available.
TSR is the Tenant’s Statement of Requirements
2. Rejection of Proposals
Proposals with one or more of the following may be declared informal and/or disqualified
and/or rejected:
a) Proposals that do not comply strictly with all terms and conditions of this RFP
b) Proposals that are incomplete, conditional, qualified, illegible or obscure, not
written in non-eraseable ink or typewritten, or that contain additions not called for,
reservations, erasures, strikeout, overwriting, alterations or irregularities of any
kind
c) Proposals that contain prices which appear to be as unbalanced as likely to
affect adversely the interests of the Town
d) Proposals with any modifications and or alterations made by the Proponent to
any part of this RFP document or to the Proposal Submission Form
3. Proposal Irregularities
All Proposals received by the Town are governed by its Procurement By-law, which set
rules in determining the validity of all Proposals. Proposals will be called, received,
evaluated, accepted and processed in accordance with the Town’s Procurement By-law.
By submitting a Proposal, each Proponent agrees to be bound by the terms and
conditions of Town’s Procurement By-law and any amendments to it, as fully as if it were
reproduced and attached to this RFP. Town’s Procurement By-law, No.3967 is available
on Town’s website at:
http://lfpp.oxfordcounty.ca/Weblink/ElectronicFile.aspx?docid=41047&dbid=0
4. Mathematical Errors (Unit Prices Prevail)
Should there be any error in extensions, additions or computations, the Town shall be
entitled to correct such errors based upon the unit prices supplied, and the corrected
total shall be considered as representing the intention of the Proponent.
5. Ownership of Submission Material
The Proponent (by responding) releases all rights to the Proposal documents, which, on
receipt by the Town, become the property of the Town.
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January 2019
6. Incurred Cost
a) All costs and expenses incurred by the Proponent relating to the Proposal
submission and any negotiations with the Town will be borne by the Proponent.
The Town is not liable to pay any costs or expense or reimburse or compensate
Proponents under any circumstances, including the rejection of any or all
Proposals. The Town will not accept responsibility for any delays or costs
associated with any review or the approval process. No Proponent shall have
any claim for any compensation of any kind whatsoever as a result of
participating in this RFP and by submitting a Proposal, the Proponent shall be
deemed to have agreed that it has no claim and to release and waive any claims
for damages, including any claims for damages for fundamental breach, relating
to this RFP.
b) The Town shall not be responsible for any liabilities, expenses, loss or damage
incurred, sustained or suffered by any Proponent prior to or subsequent to or by
reason of the acceptance or non-acceptance by the Town of any Proposal or by
reason of any delay in the acceptance of a Proposal.
7. Taxes and Duty
a) The Proponent shall allow in their prices for all sales taxes that may be required
to pay on materials and equipment to be utilized or expended in construction and
other works. Exception being; where the Proponent is in the position to claim for
Sales Tax Rebates or Input Tax Credits (ITCs) on the material used.
b) The Proposal shall include all applicable customs duty, excise tax, freight,
insurance, and all other charges of every kind attributable to the Work.
c) Harmonized Sales Tax (HST) - All Proposal prices submitted shall exclude the
HST or show the HST amount separately.
d) Should any additional tax, duty, or any variation in any tax or duty be imposed by
either or both of the Governments of Canada or Ontario and become directly
applicable to Work specified in this RFP subsequent to submission by the
Proponent and before the completion of the Work covered thereby, the Ower will
pay any increase and the Proponent will credit any decrease in the Lease rent for
such changes as of the effective date thereof.
e) It is the Proponent’s responsibility to investigate and otherwise familiarize
themselves with all applicable federal and provincial tax laws as they relate to the
specifications, and include related costs and the effect of available rebates / ITCs
accordingly in the charges for all options. Any extra charges not specified will not
be paid.
8. Non-Residents
a) Canada Revenue Agency (CRA) Regulation 105, regarding Withholding Tax, is
applicable to payments made to non-residents who provide their services in
Canada. Further information on the income tax filing requirements for non-
residents may be obtained from the CRA. Proponents can visit CRA website
www.cra.gc.ca and refer the CRA guide T4058, Non-Residents and Income Tax.
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January 2019
b) Federal Withholding Tax regulations require that the Town withhold 15% from
amounts paid to non-resident Proponents for services provided in Canada,
unless a waiver has been provided. These amounts are remitted to the CRA and
are considered a “payment on account” of the non-resident’s Canadian tax
liability. Non-residents may apply to CRA for a waiver or reduction of the
Withholding Tax.
9. Governing Law
The obligations of the parties and resolutions of any disputes shall be governed by and
construed in accordance with the laws of the Province of Ontario and the federal laws of
Canada, both as to interpretation and performance, and shall be treated, in all respects,
as an Ontario contract. The parties shall attorn to the exclusive jurisdiction of the court of
the Province of Ontario.
10. Freedom of Information (FOI)
a) All information supplied to the Town in the Proposal becomes the property of the
Town and is subject to the provisions of the Municipal Freedom of Information
and Protection of Privacy Act. The names of all Proponents and the Annual Base
Rent amount of the Preferred Proponent may be disclosed publicly. Disclosure of
any other information will be made in accordance with the Municipal Freedom of
Information and Protection of Privacy Act.
b) The Town shall not be responsible for any interpretation of the provision of the
Municipal Freedom of Information and Protection of Privacy Act. If the Proponent
believes any part of its Proposal Submission reveals any trade secret of the
Proponent, any intellectual property right, scientific, technical, commercial,
financial or labour relations information, or any other similar secret, right or
information belonging to the Proponent and if the Proponent wishes the Town to
attempt to preserve confidentiality of same, the particular trade secret, property
right or information should be clearly designated as confidential.
11. Indemnification,Insurance and Access to the Property
a) The Proponent shall indemnify, save harmless and defend the Town, its
directors, officers, council members, partners, agents and employees from and
against all claims, demands, actions, losses, expenses, suits, proceedings, costs
or damages of every nature and kind whatsoever which the Town, its directors,
officers, council members, partners, agents and employees may suffer as a
result of the negligence of the Proponent, its employees, officers, sub-contractors
or agents in the performance of this RFP, including, but not limited to any suits or
proceedings (including by any government agency) arising as a result of any
violation or alleged violation of the statutes or any regulations, policies and
guidelines thereunder, as such statutes, regulations, policies and guidelines may
be amended or replaced from time to time, and any legal costs associated
therewith.
b) On or before Transaction Close the Preferred Proponent shall provide evidence
satisfactory to the Town of insurance coverage for the execution of the
Construction Work in accordance with the Lease.
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January 2019
c) If a Proponent requires access to the Lands during the RFP process up to
Transaction Close, the Proponent is required, at the discretion of the Town, to
provide satisfactory evidence to the Town prior to such access that the following
insurance policies are in full force and effect:
i) Commercial General Liability insurance. The policy will be extended to
include bodily injury, property damage, personal injury and advertising
injury, contractual liability, products- completed operations, contingent
employer’s, and owners and contractors protective liability to a limit of not
less than five million dollars ($5,000,000) per occurrence. The policy shall
include a cross liability and severability of interest clause and be
endorsed to name The Corporation of the Town as an additional insured;
and
ii) Automobile insurance for vehicles used to a limit of not less than two
million dollars ($2,000,000).
d) All policies of insurance under c) above shall:
i) be written with an insurer licensed to do business in the Province of
Ontario;
ii) contain an undertaking by the insurers to notify the Town in writing not
less than thirty (30) days prior to any termination or cancellation of
coverage unless otherwise required by law; and
iii) be non-contributing with and will apply only as primary and not excess to
any other insurance or self-insurance available to the Town.
e) The Proponent shall provide to the Town, a proof of insurance on a form of a
certificate of insurance which has been signed by an authorized representative of
the insurer which references the appropriate RFP number. The Proponent will
make available complete certified copies of all applicable insurance policies for
examination if required by the Town.
f) Certificates of Insurance evidencing renewal or replacement of policies shall be
delivered to the Town within fifteen (15) business days prior to the expiration or
replacement of the current policies, without demand by the Town.
g) If the Proponent requires access to the property to conduct soil and
environmental tests and investigations, at their sole expense, the Town hereby
grants the Proponent and its agents access to the property and its consent to
conduct all reasonable soil and environmental tests and investigations on any of
the property subject to the Proponent covenanting to restore the property to
substantially the same condition as they were prior to their entry thereon.
h) Further, the Proponent acknowledges that the Town provides no warranties or
representations concerning the environmental status of the subject property, soil
conditions or the existence of any items under the surface.
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January 2019
12. Discrepancies
It is understood and acknowledged that while the RFP includes specific requirements, a
complete review and recommendation is required. Minor items or details not herein
specified, but obviously required for the Project shall be provided as if specified in
conformance with modern practices. Any omissions or errors or misrepresentation of
these requirements and specifications within this RFP shall not relieve the Preferred
Proponent of the responsibility of providing the services or products as aforesaid.
13. No Lobbying or Collusion
All requirements of the Town’s Procurement Bylaw apply.
14. Conflict of Interest
All requirements of the Town’s Procurement Bylaw apply.
15. Permits and Licenses
Unless stated otherwise, the Preferred Proponent shall apply for all required permits and
licences, supply all necessary notices required for the Project and pay all required fees.
These costs shall be included in the price proposal.
16. Signed Proposals to be Considered an Offer
a) The submission of a signed Proposal Submission Form to the Town shall be
deemed to constitute an “Offer” which may be accepted by a contract executed
by the Town and the Preferred Proponent.
b) The failure of either party at any time to require performance by the other party of
any provision hereof shall in no way affect their right thereafter to enforce such
provision or to seek damages for the breach thereof. It is agreed between the
parties that neither party shall be held responsible for damages caused by delay
or failure to perform their undertakings hereunder when such delay or failure is
due to fires, strikes, floods, Acts of God, lawful acts of public authorities or delays
or defaults caused by common carriers, which cannot reasonably be foreseen or
provided against.
17. Variation of Proposal Prices
No variation in the Annual Base Rent will be permitted after a sealed Proposal has been
submitted to the Town, except in the instance of variation solely due to an increase or
decrease in the rate of eligible taxes, beyond the control of the Proponent, occurring
after the time and date of submission of their Proposal. An increase or a decrease in the
rate of eligible taxes, under these circumstances, shall alter the Annual Base Rent or
Additional Rent as applicable, but only to the extent of the tax increase or decrease.
18. Town Not Bound
No Proponent shall assign, transfer, convey, sublet or otherwise dispose of their
agreement or their right, title or interest therein, or their power to execute the Lease, to
any other person, firm, Proponent or corporation without prior written consent of the
Town of Tillsonburg in their sole and absolute discretion.
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19. Reserved Rights of the Town
The Town reserves the right, in its sole and unfettered discretion, to:
a) make changes, including substantial changes, to this RFP provided that those
changes are issued by way of addenda in the manner set out in this RFP;
b) make public the names of any or all Proponents;
c) check references other than those provided by any Proponent;
d) waive formalities and accept Proposals which substantially comply with the
requirements of this RFP;
e) accept a Proposal other than the lowest or highest scoring and/or to not accept
any Proposal for any reason whatsoever;
f) disqualify any Proponent:
i) whose Proposal contains misrepresentations or any other, inaccurate or
misleading information, or any qualifications,
ii) who has engaged in conduct prohibited by this RFP,
iii) with inadequate credentials or due to unsatisfactory past performance,
iv) who has engaged in lobbying or has contravened the terms of this RFP
as determined at the sole discretion of the Designated Official;
g) reject a Proposal on the basis of:
i) a financial analysis determining the actual cost of the Proposal when
considering factors including but not limited to quality, service, price and
transition costs arising from the delivery of the required goods and
services,
ii) information provided by references or credit check or other due diligence
efforts,
iii) the information provided by a Proponent pursuant to the Town exercising
its clarification rights under this Request for Proposal (RFP) process, or
iv) other relevant information that arises during the RFP process;
h) cancel this RFP process at any stage and issue a new RFP for the same or
similar deliverables;
i) reject the lowest, any or all Proposals in its absolute discretion;
j) if a single Proposal is received, reject the Proposal of the sole Proponent and
cancel this RFP process or enter into direct negotiations with the sole Proponent;
k) negotiate in circumstances permitted in the Procurement By-law, include
additional terms and conditions during the process of negotiations;
l) disqualify a Proponent if a satisfactory outcome is not reached as part of
negotiation, as determined by the Town in its sole discretion and move to the
next highest ranked Proposal in such event;
m) select a Proponent other than the Proponent whose Proposal reflects the lowest
cost to the Town;
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n) not award the Lease Agreement if the costs of completing the Work exceed
budgets or if necessary approvals are not obtained.
These reserved rights are in addition to any other expressed rights or any other rights
which may be implied in the circumstances. The Town shall not be liable for any
expenses, costs or losses suffered by any Proponent or any third party resulting from the
Town exercising any of its expressed or implied rights under this RFP.
20. Terms and Conditions of Contract
By submission of a Proposal the Proponent agrees that should its Proposal be
successful, the Proponent will enter into negotiations to establish the Lease with the
Town. Further the Proponent agrees to enter into a Lease with the Town in substantially
the same form as attached in Appendix A and enter into a Land Sale Agreementwith the
Town with terms outlined in the attached Appendix B (if applicable).
The Town does not accept alternate terms and conditions proposed by Proponents.
None of the terms contained in the Proponent’s own standard or general conditions of
sale or any policies, publically published or not, shall be of any effect unless explicitly
agreed to by the Town in writing. The Town may however, negotiate with any Proponent
provided the terms and conditions are within the scope of the original RFP document
and Lease.
21. Penalty - Delay Events
The obligations of the Landlord hereunder shall continue unchanged throughout the occurrence of
any labour disputes (including strike or lockout), whether the same occurs with respect to the
employees of the Tenant or otherwise.
a) If the Occupancy Date is delayed by less than fourteen (14) calendar days beyond the
Latest Occupancy Date, the Annual Base Rent and Additional Rent will be adjusted
proportionate to the number of days the Premises are not fully available to the Tenant such
that the Tenant makes no payment for the time that the Premises are not fully available.
b) If the Occupancy Date is delayed by 14 calendar days or more but less than 28 calendar
days beyond the Latest Occupancy Date, the Tenant shall deduct from the rental
payment(s):
i. An adjustment to the Annual Base Rent and Additional Rent proportionate to the
number of days the Occupancy Date has been delayed such that the Tenant makes
no payment for the time that the building is not available, plus
ii. Any additional costs incurred to shorten the period of its installation of furniture,
fixtures and equipment necessary to meet the First Hearing Date.
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c) If the Occupancy Date is delayed by 28 calendar days or more but less than 42 calendar
days beyond the Latest Occupancy Date, the Tenant shall deduct from the rental
payment(s)
i. An adjustment to the Annual Base Rent and Additional Rent proportionate to the
number of days the Occupancy Date has been delayed such that the Tenant
makes no payment for the time that the building is not available, plus
ii. Any additional costs incurred to shorten the period of its installation of furniture,
fixtures and equipment necessary to meet the First Hearing Date, plus
iii. An additional penalty equal to one day’s rent for every day of delay beyond the
Latest Occupancy Date.
d) If the Occupancy Date is delayed by 42 calendar days or more beyond the Latest
Occupancy Date, or if the First Hearing Date is not achieved for all court rooms, the Tenant
shall deduct from the rental payment(s)
i. An adjustment to the Annual Base Rent and Additional Rent proportionate to the
number of days the Occupancy Date has been delayed such that the Tenant makes
no payment for the time that the building is not available, plus
ii. Any additional costs incurred to advance its installation of furniture, fixtures and
equipment that are necessary to meet the First Hearing Date, plus
iii. An additional penalty equal to one day’s rent for every day of delay beyond the
Occupancy Date, plus
iv. A liquidated damages charge of $10,000 per courtroom per day that hearings are
unable to be held after the First Hearing Date, being the liquidated damages for lost
revenue, where the determination of the ability to hold hearings is at the sole
discretion of the Manager of Court Administration.
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SECTION 3. SPECIAL PROVISIONS
1. Contractual Relationship
a) The parties acknowledge and agree that the following documents will form the
contractual relationship between the Town and the Preferred Proponent:
i) The Lease
ii) The Land Sale Agreement
iii) Any other documents required to give effect to the Lease or the Land
Sale Agreement
2. Examination of Site
This section refers specifically to the situation where the proponent is NOT providing
their own lands for consideration with their proposal, but instead, are submitting a
proposal on Project Lands provided by the town.
a) It is the Proponent’s sole responsibility to verify all site measurements and
quantities. Proponents will accept the site conditions, and the requirements of the
work, as is. No modifications to the Proposal will be accepted after Closing Time.
b) No claim for extras will be allowed for work or difficulties encountered due to
conditions of the site which were visible, knowable, or reasonably inferable, prior
to the date of submission of Proposals. Proponents shall accept sole
responsibility for any error or neglect on their part in this regard.
c) Before submitting a Proposal, each Proponent shall:
i) carefully examine this entire RFP package to determine the extent of the
Project, and various provisions including the maps, drawings and
specifications;
ii) report all discrepancies between the various documents and site
conditions;
iii) provide subcontractors and suppliers to whom the Proponent intends to
sublet a portion or portions of the Work with complete information as to
the requirements of the Work including maps, drawings, specifications
and all requirements of the RFP including any Addenda.
d) In the event of discrepancies between the maps, drawings and the specifications
with regard to quantity or quantities of materials or items, and in the absence of
Addenda in clarification of said discrepancies, the Proponent is to include for the
larger quantity or quantities.
e) No additional payments will be made for any costs incurred through failure of the
Proponent to abide by provisions stipulated in all of the articles and sub-articles
of this item.
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SECTION 4. TERMS OF REFERENCE
1. Overview
a) The Town is seeking submissions from prequalified Proponents for the Design-
Build-Finance Leaseback of a Town Hall building in the Town of Tillsonburg.
The Town Hall Project Steering Committee had previously released a Request
for Expression of Interest (EOI) on June 27, 2016 with the intent of seeking
preliminary information from parties (public or private agencies, social agencies,
educational institutions, multi-unit residential providers, retailers, local developers
etc.) interested in participating in a shared development ("Project"). This was
followed by an invitation to submit additional information via a survey on August
22, 2016. And a Request for Qualification (RFPQ) Thursday, February 16, 2017
with the intent of shortlisting proponents.
b) The Town is now seeking competitive proposals through this RFP for a Landlord
to undertake the design-build finance operation lease of a new Town Hall facility
on approximately 1.2 acres of land, to be acquired from the Town, or provided on
their own lands. If provided by the Town, the Project Lands are located at the
Northeast corner of Brock Street and Harvey Street in the Town of Tillsonburg
and comprised of:
i) 0.526 acresof buildable lands at the Northeast corner of Brock Street East
and Harvey Street and appraised at $390,000;
ii) 0.663 acres of buildable lands on the East side of Harvey Street and
appraised at $440,000;
iii) 0.665acres of additional land fronting on the West side of Lisgar Ave (not
buildable) and appraised at $27,000;
(collectively, the “Project” and the “Project Lands”, respectively, with lands to be
verified with a new survey).
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Town Site – Municipal Parking Lots
c) This Town Hall will be approximately 24,000 square feet (plus additional should
community/ government organizations also lease space in the building) and does
not include a parking garage. The site and building will need to support
sustainable practices and be constructed in accordance with the Town’s
requirements as outlined in this RFP. The final design of the Project will be
developed by the Preferred Proponent in conformity with its Proposal as
submitted in response to this RFP.
d) The Proponent that is selected by the Town, in accordance with the RFP, to
negotiate the Lease Agreement with the Town may directly or indirectly through a
special purpose entity formed by it for the purposes of delivering the Project
which is supported by the Preferred Proponent to the satisfaction of the Town,
become the Landlord upon execution of the Lease.
e) The scope of the Project and responsibility of the Landlord include:
i) Acquisition and building preparation of the Lands (“Site Preparation”);
ii) Progression of design (“Design Work”);
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iii) Construction of the new Town Hall (“Construction Work”); and
Regular and major maintenance post Substantial Performance and Final
Completion (“Maintenance”); where such scope is collectively defined as “Work”.
2. Site Information
This section refers specifically to the situation where the proponent is NOT providing
their own lands for consideration with their proposal, but instead, are submitting a
proposal on Project Lands provided by the town.
a) The following external reports (hereinafter referred to as “Site Information”) are
available:
i. APPENDIX E – Plan of Survey Illustrating Topographic Features of the
Project Lands;
b) The water pressure at the hydrant located on the corner of Brock Street East and
Harvey Street has a static pressure of 75 PSI..
c) No interpretation of the existing geotechnical, survey or environmental
information will be provided.
d) The Proponent is responsible for any testing and inspection that may be required
to support the design and construction and to fully assess site conditions to
ensure that all costs associated with site conditions are included in the Proposal.
e) The Town may, in its sole discretion, coordinate any site tests and investigations,
including geotechnical, environmental, etc, on behalf of, and at the cost of, the
proponents in order to assist in managing the costs for these investigations and
to avoid duplication where possible.
f) If the Proponent wishes to enter the site to perform inspections or conduct
additional studies, the Proponent shall make a request to the Designated Official
and satisfy the insurance requirements of Section 2.0, paragraph 11 if required
by the Town.
g) Background Information does not form a part of the RFP or Lease or any other
agreement between the Town and the Proponent and the Town shall not be
responsible for the accuracy, completeness, or pertinence of the Background
Information, and, in addition, shall not be responsible for any conclusions drawn
therefrom by any Person.
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SECTION 5. PROPOSAL FORMAT AND SUBMISSION REQUIREMENTS
1. Proposal Format
a) The Proposal shall be clear, concise and shall include only information relevant
for effective evaluation of the Proposal and substantiating the validity of stated
claims. The Proposal shall not simply rephrase or restate the Town’s
requirements but rather shall provide convincing rationale to address how the
Proponent intends to meet these requirements. The Proponent shall assume that
the Town has no prior knowledge of their area of operation and experience and
will base its evaluation on the information presented in the Proposal. All
abbreviations should be clearly spelled out. Clarity of language and
comprehensive documents in each part of the Proposal are essential to the
Town’s ability to conduct an effective evaluation.
b) Proponents shall provide specific supporting documents to demonstrate they
meet the mandatory requirements specified in the RFP.
c) The Proposal should consist of the parts outlined in this section and provide the
required information described under each part.
d) The entire RFP document or addenda (other than requested forms including the
Proposal Submission Form as well as other information specified in this section)
is not to be included with Proposal submission.
2. Proposal Structure
In order to assist the Town in its evaluation of submitted proposals, the following outline
should be used.
a) Table of Contents
b) Mandatory Pages
i. Proposal Submission Form (See Section 7.0): A Proposal shall contain an
unaltered Proposal Submission Form, the pricing details of which must be
completed in full, bearing a signature of an authorized person(s), and
submitted with the Proposal.
ii. The Town will require proof of capability to bond as outlined in the earlier
Request for Expressions of Interest and this RFP process.
c) Introduction
i) Provide a maximum two-page introduction to the Proponent team clearly
identifying the Proponent Team Members; the entities that will be the
Landlord, responsible for design (the “Architect”), responsible for
construction (the “General Contractor’) and responsible for property
operations and maintenance (“Operations Management Firm”), and
describing the team’s compelling advantages that will minimize the risks
on this project and maximize the value the Town will receive.
ii) Provide a minimum of three current references from comparable
commercial tenants including:
a) Corporate name
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b) Address of leased location
c) Rentable Area of leased location
d) Lease term
e) Contact name and title
f) Contact phone number
g) Contact e-mail address
d) Financial Information
i) A 2-page narrative overview of the Proponent’s Financial Plan, including
a summary of (a) the project’s sources and uses of funds; (b) the amount
to be obtained from each source of debt and equity financing during
construction and operations and the identity of the provider thereof; and
(c) a succinct description of the Proponent’s financial stability and
creditworthiness.
ii) A breakdown of the total capital costs for the new Town Hall showing the
following elements:
a) Pre-Development
b) Land Purchase
c) Site Preparation
d) Design
e) Construction
f) Contingency
g) Financing
h) Total Project Capital Cost
iii) A monthly project cash flow schedule from start of design to final
completion. The total capital costs on the monthly cash flow schedule
shall agree to the amounts provided in Section 5.0, Paragraph 2, d) ii).
iv) Term sheets or draft agreements for each of the key contracts with
Team Members (excluding credit support documents or guarantees) that
the Landlord will enter into, including, at a minimum the one or more
subcontracts for the Site Preparation, Design Work, Construction Work
and the Maintenance work. The term sheets or draft agreements shall
reflect the agreed position on the following commercial terms: scope of
work, completion deadlines under the design-build finance subcontract,
warranties, payment provisions, liquidated damages, limitations on or
exclusions from the subcontractor’s liability, bonds, bank and/or corporate
guarantees, security package, and insurance;
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v) Financing Sources: In relation to its equity resources, the Proponent shall
describe its approach to investing equity and in relation to any Project
debt, list and describe each source of project debt. The Proposer shall
include copies of the final term sheets for each Project debt facility, the
terms of which shall be agreed with each lender (as evidenced by each
lender’s or underwriter’s acceptance in a letter, its “Debt Commitment
Letter”).
vi) A description of the actions the Proponent has taken and plans to take to
ensure that Transaction Close will occur no more than 30 days after
notification of the Preferred Proponent in accordance with Section 1,
Paragraph 11 of this RFP.
vii) Financial Statements: A copy of the Landlord’s most recent audited
financial statements with sufficient detail or supplemental information to
illustrate:
viii) A description of the scale of this project relative to the total construction
value executed by the Proponent over the past 2 years.
a) The building area of the facility relative to the total building area
owned and managed by the Proponent.
b) The ratio of debt to asset value of properties owned and managed
by the Proponent.
ix) Capital Expenditures: Provide
a) a major maintenance schedule containing a description of the type
of major maintenance expenditure and estimated amount from
completion to the end of the initial lease term; and,
b) a description the Landlord’s budgeting process and method of
financing ongoing regular and major maintenance expenditures.
e) Design:
i) Design drawings including:
a) Site plan showing the development of the entire site at an
identified scale sufficient to fit on a page no larger than 22” x 34”;
b) 1 floor plan for each floor at a scale of 1:100 indicating grid lines,
grid dimensions, room names and dimensions;
c) 1 roof plan showing all mechanical equipment;
d) Elevation drawings of each façade of the building at a scale of
1:100.
e) 1 section through the lobby, customer service area and Council
chamber at a scale of 1:100 indicating proposed minimum clear
height from floor to ceiling;
f) 1 section through the office areas at a scale of 1:100 indicating
proposed minimum clear height from floor to ceiling;
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g) 1 exterior perspective drawing from the most prominent vantage
point showing the exterior of the building and ground signage;
h) 1 exterior perspective drawing showing the main entrance;
i) 1 interior perspective showing the main floor lobby and customer
service area;
j) 1 interior perspective showing the Council chamber.
ii) A narrative description of the architectural design including a description
of the style, proposed materials and their appropriateness for the Town
administrative function and how maintenance during operations has been
considered in the design. These drawings must be suitable for the
Town’s public consultation process and include a presentation
component;
iii) A narrative description of the proposed mechanical system including a
description of the HVAC, how vibration isolation, fan noise, and acoustic
isolation for the council chambers and of the interface the Tenant will be
provided with for the building automation system;
iv) A narrative description of the proposed electrical system including a
description of the proposed backup power solution to provide an
uninterruptible power supply (UPS), its capacity and, if such a solution is
a generator, its size, location, re-fueling location and cutover parameters;
v) A narrative description of the proposed structural system including
framing, column spacing and how the council chambers will be
maintained column-free;
vi) A description of sustainable components and processes to be
incorporated into the building design including a summary of the energy
model, showing the parameters entered and the resulting monthly
estimated energy consumptions for one year.
vii) A sample board and specifications for finishing materials;
viii) A summary of the energy model, showing the parameters entered and the
resulting monthly estimated energy consumptions for one year.
ix) A submittal schedule which identifies expectations for submissions,
review and approvals subsequent to Transaction Close.
f) The Proponent’s team and management plan including:
i) A copy of the correspondence (if any) issued by the Town approving any
Team Change, as required under Section 1.0 paragraph 1c. of this RFP.
If the Proponent includes any such correspondence, it shall also include a
brief description of these changes.
ii) A two-page resume for each of the key personnel, highlighting past
experience on comparable projects including the value, the year
completed and their role on such projects:
a) landlord representative;
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b) lead architect who will be responsible for working with the tenant
through the design stages and who will oversee the preparation
of construction documents;
c) construction project manager who will be the on-site
representative responsible for construction; and
d) operations manager.
iii) Availability of the proposed Key Personnel.
iv) A preliminary Project Management Plan (PM Plan) in a form suitable for
incorporation into the Lease that shall identify the managerial
approach, strategy and quality procedures to design, construct and
maintain the Project and meet the Tenant’s requirements. The
preliminary PM Plan shall be considered a draft document for the purpose
of conveying the overall philosophy of the Proponent, and shall be
expanded and/or amended throughout the Project as specified in the
Lease, or directed by the Town.
Such preliminary PM Plan shall include:
a) Organizational charts showing the roles and responsibilities for the
Proponent’s team members and key personnel depicting
authorities and lines of communication
Pre-occupancy (including the names and roles of key
individuals and key sub-consultants on the prime design
consultant’s team);
Post-occupancy;
b) Quality management during construction: a narrative describing
the roles and responsibilities for key quality management
personnel during the design and construction phase and the inter-
relationship and relative authority within the Proposer’s
organization of quality management staff, design and construction
staff.
c) Health and safety during construction: a description of the
Proponent’s approach to safety, for both employees of the
Landlord and general contractor and the public, including the
designation of a full time safety office, emergency preparedness
procedures and site security;
d) Commissioning: A description of how the Landlord’s maintenance
and operation team or organization will interface with the
construction personnel in the commissioning of the Project and
taking over the specified maintenance and operational services.
e) Deficiencies: A description of how the Landlord will manage
clearance of construction deficiencies with minimal interruption to
the Town’s operations.
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v) Preliminary project baseline schedule which depicts the Proponent’s
proposed work plan to complete all the Site Work, Design Work and
Construction Work and represents the major phases of such works and
financing activities. It shall clearly set forth construction milestones and
the date by which the Proponent proposes to reach Substantial
Performance, handover/start of occupancy and Total Completion.
g) Operations
i) The Proponent’s service and maintenance philosophy for the Project
including:
a) a description of its quality assurance and quality control
procedures,
b) approach to communication internal to their maintenance team
members and with the Town (including approach to handling of
customer service calls),
c) procedures for routine and non-routine inspections, identifying
defects and undertaking repairs noting response periods,
d) fulfillment of all contractual reporting requirements,
ii) A description of the Tenant service model including procedures for
Tenant service requests, service request prioritization and response times
and escalation procedures.
iii) An outline description of the maintenance and management system,
including:
a) The approach to lifecycle maintenance to effectively plan routine
maintenance and renewal work including timing of work and
expected disruption to Tenant operations.
b) Identification of planned capital renewal of key components
including the roof, mechanical equipment, interior finishes,
plumbing fixtures, lighting, paving and walkways.
3. COMMERCIALLY CONFIDENTIAL CONSULTATION
a) Each Proponent will attend a mandatory confidential consultation (Commercially
Confidential Consultation) that shall consist of:
i) A maximum 2 hour presentation of the Proponent’s design to Town
representatives which may include multiple full or partial design
alternatives, at which the Proponent will identify specific questions about
adherence to the TSR;
ii) A recess of 30 – 60 minutes in which the Town representatives shall
consider the designs presented without the Proponent present to prepare
the Town’s response; and
iii) A presentation by the Designated Official of the Town response to the
design or design alternatives responding only to the Proponent’s request
on areas in which the design or design alternatives do not adhere, or may
not adhere, to the TSR;
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b) All design drawings presented at the Commercially Confidential Consultation
shall be uniquely identified and marked with grid lines to facilitate orientation of
discussion and one copy of all documents presented shall be retained by the
Town for record purposes, which shall be electronic in PDF format, or rolled or
folded paper documents. Such documents will be retained in sealed envelopes.
Materials that are only available mounted on boards will not be reviewed or
retained.
c) Following the Commercially Confidential Consultation, the Town representatives
shall provide its responses in written form to the Proponent.
d) The record drawings and the Town response shall be marked Third Party
Commercially Confidential and as such the Town does not intend to release such
materials as being Third Party material per Section 10 of the Municipal Freedom
of Information and Protection of Privacy act, however, the Proponent shall accept
that the Town may be forced to release such material.
e) All Town representatives attending the Commercially Confidential Consultation
shall sign a non-disclosure agreement committing not to disclose any information
presented by the Proponent.
f) The questions and answers exchanged in the Commercially Confidential
Consultation are intended to provide general guidance only and in no way limit
the Town’s ability to assess the Proposals submitted for compliancy or to rate the
quality of design.
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SECTION 6. PROPOSAL EVALUATION
1. Evaluation of Proposals
The Town Hall Project Steering Committee (THPSC) will be comprised of Town staff and
(if applicable) professional and impartial advisors. The THPSC will review and evaluate
all compliant submissions. In conducting their evaluation, the THPSC may consult
professional advisors, as the Town considers appropriate in its sole discretion.
2. Evaluation Criteria
Proposals will be evaluated according to the following evaluation criteria:
Summary of Evaluation Criteria Points Available
Financial Strength of Proponent and Proposal 10
Architectural Design Adherence 25
Team Member Qualifications & Management Approach 10
Project Management Plan 15
Multi-Use Features of the Building and Value Added
Features 10
Financial Score 30
TOTAL Points Available 100
a) Financial strength of Proponent and Proposal – including an assessment of:
i) The readiness and/or plan to achieve Transaction Close;
ii) The financial Proposal demonstrates the feasibility of completing the
project, that the aggregate amount of the debt and equity commitments
stated in the Debt Commitment Letters and evidence of the equity meets
or exceeds the amount of funds required to complete all Work obligations
of the Landlord under the Lease. Factors to be considered will include:
a. Creditworthiness of debt providers
b. Firmness of equity commitment and creditworthiness of
equity provider
c. Risk allocation between team members
d. Performance security of general contractor
iii) The Landlord’s ability to arrange long-term financing and finance long-
term maintenance of the project.
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iv) Further to the pre-qualification document in this regard (RFPQ 16-001),
the Town reserves the ability to request credit reports, banking history
reports and legal and, or litigation information and activity reports,
insurance claim history pertaining to the Proponents and their partners in
this regard. Negative findings may result in the disqualification of
Proponents.
b) Architectural Design Adherence: including an assessment of the degree to which
the design conforms to the TSR, including the provision of all Exemplary Design
components defined in the TSR and the effectiveness of the resolution to all
other requirements.
i) Points will be awarded to reflect design features that exceed the minimum
standard or provide additional value to the Town.
ii) The Town consider added value to include:
a) Features that enhance the functionality of the Town administrative
offices operations and flow within the building;
b) Interior or exterior materials and detailing that exceed the
minimum standard established in the TSR but do not significantly
increase the Town’s lease costs;
c) The achievement of environmentally sustainable features and
practices;
d) Other features that the Town, in its sole discretion, considers to
provide additional value.
iii) Points will be reduced to reflect missing design requirements.
iv) Proposals scoring less than 18 points on Design Adherence & Value
Added Features may be rejected at the Town’s sole discretion.
c) Team Member Qualifications and Management Approach: including an
assessment of the Proposal’s demonstration of
i) a well-integrated and experienced Lease team that will effectively
manage all Project risks;
ii) an approach which will ensure that the Town’s requirements will be met at
all times;
iii) an approach that documents, and will facilitate, early identification and
mitigation of key Project risks;
iv) a satisfactory strategy to address deficiencies or trends indicating
declining quality, providing confidence to the Town that Proponent will
self-identify and correct adverse trends (including delays) without the
need for Town intervention.
d) Project Management Plan
i) Demonstrates an approach which will ensure that the Town’s operational
standards and maintenance and service requirements for the completed
Town Hall will be met at all times.
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Town of Tillsonburg Page 28 of 37
Town Hall RFP
January 2019
e) Financial Score:
A mathematical formula will be applied to award points to each Proposal based
on the “Proposal Cost” where Proposal Cost = Annual Base Rent + first year
Additional Rent:
Proposal points = (lowest Proposal Cost/ Proposal Cost) x available points
and, if Proposal Cost is greater than $650,000, points awarded shall be reduced
by:
(Proposal Cost - $650,000)/$25,000.
3. Interviews.
Proponents may be invited to make a presentation to the Town to describe and
clarify elements of its proposal. The Town may ask different questions of each
Proponent related to the nature of the proposal. Proponents are only permitted to
supply information necessary to clarify issues raised by the Town. Interviews, if
applicable, allow the Town to complete its scoring.
4. References.
The Town will make an assessment of the tenant experience as discovered by
contacting references provided by the Landlord, who shall be current tenants of
the Landlord. The Town also reserves the right to interview current and former
tenants of the Landlord not provided as references, including, if applicable, Town
staff responsible for managing Town space leased from the Proponent.
Information obtained from references may be used to adjust the scores (need to
add a References scoring to Evaluation Criteria???) or to disqualify the
Proponent.
5. Determination of Preferred Proponent
The proposal with the highest overall point score will be recommended for the
award. Where proposals are tied or the point spread between two or more
proposals is 1 points or less, the one proposal of any proposals scoring within 1
points of the highest score that has highest score for Design Adherence and
Value Added Features will be recommended for award. Final award will be
contingent upon Council approval.
Page 141 of 374
Town of Tillsonburg Page 29 of 37
Town Hall RFP
January 2019
SECTION 7. PROPOSAL SUBMISSION FORM
RFP Number: [NTD: Add number]
Description: Town Hall – Design-Build-Finance Leaseback/Ownership and Operations
Submitted To: Corporation of the Town (the “Owner” or the “Town”)
a) I/We the undersigned have read and understand this Request for Proposals, and
herewith agree to perform the work required in accordance with the Lease issued
by the Corporation of the Town, for the Annual Base Rent and Additional Rent
detailed in this form.
b) I/We acknowledge and agree that I/we have not assumed that any information
concerning our operations, business or personnel or any other information
required to be provided by me/us when submitting our Proposal is known to the
Town, regardless of whether such information may be actually previously known
to the Town or not. Further, I/we acknowledge and agree that all information to
be provided by me/us is to be complete and full and in such detail as required.
c) I/We acknowledge that we have received addenda numbered ____ to _____
inclusive, and the pricing submitted include the provisions set out in such
addenda.
d) I/We commit to commence work as soon as possible following date of award,
and in any event shall be completed by ________________.
e) I/We propose the following team:
Firm responsible (complete legal name) Contact person/ e-
mail
Entity proposed to
be the Landlord
Provider of
Financing
General Contractor
Prime Design
Consultant
Building
Maintenance
Provider
Page 142 of 374
Town of Tillsonburg Page 30 of 37
Town Hall RFP
January 2019
f) I/We, the undersigned hereby offer to enter into the Lease and/or Land Sale
Agreement as set out in this Request for Proposals, at the proposed Annual
Base Rent (Canadian Dollars), excluding HST of:
$______________.00 per year or $________.00 per square foot per year.
The above figure, expressed in words is:
$________________________________________ dollars and no cents.
provided that the Annual Base Rent may be increased on each of the 5th, 10th,
15th , 20th and 25th anniversaries of the Lease Date;
and
g) the first year Additional Rents (Canadian Dollars), excluding HST of:
Row Projected Additional Rents (per year) Year 1
A Property Taxes
B Grounds maintenance
C Snow clearing
D Other (Specify) __________________
Total Additional Rents (A+B+C+D)
provided that the Additional Rents shall reflect the actual costs incurred and shall
not increase by more than 5% per year.
h) I/We confirm that this proposal will require a portion of the property known
municipally as, (to be added),Tillsonburg, Ontario which is described as the
Northeast corner of Brock Street and Lisgar Avenue in the Town of Tillsonburg
and comprised of approximately 1.2 acres of buildable land and 0.67 acres of
additional land on the east side of Harvey Street with lands to be verified with a
new survey).
i) .]
j) I/We, the undersigned certify on behalf of the Proponent Team that:
i) There have been no changes to the Proponent, Proponent Team
Members, Key Personnel or other parties identified in our Prequalification
Submission except to the extent that we have sought and received written
approval in accordance with RFP Section 1.0, paragraph 1)c);
ii) There have been no material changes in the information pertaining to the
Proponent Team as submitted in response to the Request for Pre-
Qualification RFPQ-16-001;
iii) The party executing this document is authorized to sign the same;
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Town of Tillsonburg Page 31 of 37
Town Hall RFP
January 2019
k) To the best of my/our knowledge and belief the information provided in our
proposal submission is correct and we commit that my/our proposed design will
comply with the Tenant’s Statement of Requirements and in particular:
i) The Town administrative offices, meeting rooms, council chambers,
customer service, private offices and all connecting support spaces will
conform to Town’s accommodation standards, including those for
modular workstations and support spaces.
ii) The building will conform to the Tillsonburg Accessible Design Standards,
iii) The building will meet the requirements of municipal administration offices
for security and personal safety,
iv) The building shall be targeted with sustainable design components where
possible, and
v) I/we are responsible for obtaining and paying for all permits and
approvals from authorities having jurisdiction;
l) Except as expressly and specifically permitted Section 1.12, we shall not have
any claim for any compensation of any kind whatsoever, as a result of
participating in this RFP, and by submitting a Proposal we shall be deemed to
have agreed that we have no such claim;
m) To the best of my/our knowledge and belief our proposal submission is made
without any connection, comparison of figures or arrangement with or knowledge
of any other corporation, firm or person submitting a proposal for the same work
and is in all respects fair and without collusion or fraud;
n) To the best of my/our knowledge and belief no member of the Council and no
officer or employee of the Corporation of the Town is, will be, or has, become
interested, directly or indirectly, as a contracting party, partner, stockholder,
surety or otherwise in, or in the performance of the contract, or in the supplies,
work, or business to which it relates, or in any portion of the profits thereof, or in
any of the money to be derived therefrom;
o) To the best of my/our knowledge and belief there is not nor was there any actual
or perceived unfair advantage or conflict of interest in our proposal submission or
our performing of or observing the contractual obligations of the Proponent as set
out in the contract;
p) My/Our proposal submission will remain open for acceptance for a period of 120
days after the Closing Time and the Corporation of the Town may at any time
within this period accept our proposal submission;
q) In accordance with the Accessibility for Ontarians With Disabilities Act, 2005,
S.O. 2005, c.11, Accessibility Standards for Customer Services 0.Reg. 429/07
requirements, I/We shall ensure that prior to doing business with Town that all
staff that form part of my/our team including all subcontractors has undergone
accessibly awareness training.
i) I/We are in full compliance with the Workplace Safety Insurance Board
and have trained our staff and have received all certificates for such
training as required of us by the Workplace Safety Insurance Board.
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Town Hall RFP
January 2019
r) I/We confirm that we will be compliant with all applicable laws, acts and statutory
requirements of competent authorities as amended form time to time regulations
pertaining to the goods and services provided by me/us to the Town.
s) I/we agree to comply with the Town’s Procurement By-law.
t) I/We confirm meeting all mandatory requirements of this RFP document.
u) I/We understand and agree that the Town shall be entitled to enter into further
negotiations with any Proponent. Further I/We understand and agree that the
Town shall have the right to withdraw from these negotiations at any time in its
absolute discretion should it so choose. I/We agree that the Town may reject any
or all Proposals without explanation. By responding to this RFP, I/we agree to
accept the decision of the Town as final.
Signed and submitted for and on behalf of:
Proponent Complete Legal Name
Address Town Postal Code
X
Signature of Authorized Signing
Officer
Print Name Title
I have authority to bind the corporation
Date Telephone Number
Email Address
Page 145 of 374
Town of Tillsonburg Page 33 of 37
Town Hall RFP
January 2019
SECTION 8. APPENDICES
APPENDIX A – FORM OF LEASE
The Lease will be composed of:
a) Design Build Lease incorporating the terms provided in the Design-Build Lease
Term Sheet (to be developed)
b) Schedule A - Tenant Statement of Requirements (attached)
c) Schedule A1 - Indicative Site Plan and Building Plans (attached)
d) Schedule B - [will include extracts from the Successful Proponent’s
Proposal]
e) Schedule C-1 - Insurance Requirements during Construction (attached)
f) Schedule C-2 - Insurance Requirements during Operation (attached)
g) Schedule D - Electronic Funds Transfer (attached)
h) Schedule E - Additional Rent Service Levels (attached)
i) Schedule F - Included Service Levels (attached)
Page 146 of 374
Town of Tillsonburg Page 34 of 37
Town Hall RFP
January 2019
APPENDIX B – TERMS OF LAND SALE AGREEMENT
Buyer: Preferred Proponent
Property: On an as is basis, part of the property known municipally as , Tillsonburg,
Ontario which is described as __________, as in Instrument ______,
PIN # _______.
Property Size As required by Preferred Proponent up to a maximum of 4 acres
Purchase Price: $[ ]; determined as Property Size at a price of $ [price] (dollars)
per acre.
Payment: Payment of the Purchase Price shall occur on Closing.
Closing: Closing shall occur concurrently with closing of the Lease.
Closing Costs: Buyer shall be responsible for obtaining and paying the cost of title
insurance, gap endorsements, closing fees, and title updates, land
transfer tax, legal fees, due diligence, if any.
Due Diligence: Preferred Proponent shall have completed its due diligence during the
RFP process, no additional due diligence period will be provided for in the
Land Sale Agreement.
Title Registration: Notice of the Lease shall be registered on title immediately following
registration of the transfer of the Property prior to the registration of any
charge, mortgage or other encumbrance. The parties agree to register the
transfer and the notice of Lease in a block registration so that no
intervening registrations can occur.
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Town of Tillsonburg Page 35 of 37
Town Hall RFP
January 2019
APPENDIX C – LABEL FOR ENVELOPE
From (Proponent Name):
____________________________________________________________
PROPOSAL SUBMISSION – RFP- 216-15
Town Hall – Design, Build and Leaseback
TO: THE CORPORATION OF THE TOWN OF TILLSONBURG
200 Broadway, Suite 204
Tillsonburg, ON N4G 5A7
CLOSING TIME – Month day, Year, 2016, 2:00 P.M. lLocal Time
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Town of Tillsonburg Page 36 of 37
Town Hall RFP
January 2019
APPENDIX D – NOTICE OF “NO PROPOSAL”
It is important that the Town receive a reply from all prequalified Proponents. Although
there is no obligation to submit a proposal, should you choose not to, your completion of
this form will assist us in continually improving our Proposal Process. Please complete
the following by checking off the appropriate statement(s) including your additional
comments and fax to Procurement Services at 905-335-7663 prior to the closing time
and date indicated in the proposal package.
1. We do not supply this product(s) or service. ___________
2. We cannot supply to the terms of reference. ___________
3. Unable to quote competitively. ___________
4. Cannot submit a proposal due to present work load ___________
5. Quantity is: too large _______ too small ___________
6. Unable to meet delivery/completion requirements. ___________
7. Patent or licensing restrictions. ___________
8. Other reasons/additional comments:
Do you wish to submit a proposal on these goods/services in the future?
Yes______ No______
Company
Address:
Phone: Fax:
Signature: Title:
Name: Date: (print)
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Town of Tillsonburg Page 37 of 37
Town Hall RFP
January 2019
APPENDIX E – PLAN OF SURVEY
The Plan of Survey of [NTD: legal description] prepared by [NTD Surveyor], dated [NTD:
Date] is attached.
This Plan of Survey includes site services.
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Town Hall RFP
January 2019
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Page 154 of 374
2018 marked the 13th annual Oxford Invitational Youth Robotics Challenge (OIYRC). This
event is a community-based partnership that encourages students in the region to consider
careers in engineering, technology and the skilled trades. We had another successful event
with a total of 17 teams and approximately 150 students participating from across the
region.
THANK YOU TO OUR MENTORS AND SPONSORS FOR YOUR TIME AND SUPPORT
Media coverage included a story in the Woodstock Sentinel Review. We also had coverage
on CTV Kitchener, Heart FM, Rogers and CBC London. CBC made it part of their drive
home show, a live interview with the team leader from Lord Dorchester Secondary School.
All teams were judged on their written report, video, presentation and operation.
Thank you to our judges, Lisa Wells from Fanshawe College Woodstock, Jason Dunham
from the City of Woodstock, John Bennetto from the Ministry Training Colleges &
Universities and Joel van Bynen from Fanshawe College London.
Awards were presented to the teams on November 20th 2018
PLATINUM award: London South Collegiate Institute
GOLD awards: College Avenue Secondary School, Lord Dorchester Secondary School,
Rehoboth Christian Middle School
SILVER awards: Algonquin Public School, Glendale High School, North Middlesex District
High School, Regina Mundi Catholic College, St. Mary’s Catholic High School
BRONZE awards:
AJ Baker School, Arthur Voaden Secondary School, Central Elgin Collegiate Institute, Ingersoll
District Collegiate Institute, École secondaire Notre-Dame, Rehoboth Christian High School,
Roch Carrier French Immersion School, Saunders Secondary School
Congratulations to all teams for a job well done!
Brad Hammond Lisa Wells
Co-Chair Co-Chair
PLATINUM SPONSORS Execulink Telecom
County of Oxford
GOLD SPONSORS
Fanshawe College
Toyota Manufacturing
SILVER SPONSOR
Oxford Small Business
Support Centre Inc.
BRONZE SPONSORS:
Boston Pizza Woodstock
City of Woodstock
Cyber Smart Canada
City of Woodstock
Hyd-Mech Group Ltd.
Presstran Industries
Town of Tillsonburg
TEAM SPONSORS:
Marwood Metal
Fabrication Limited
NASG Canada Inc.
Steelway Building Systems
Unifor Local 88
Vuteq Canada Inc.
Woodstock District
Chamber of Commerce
Committee Members:
Woodstock Economic
Development
Community Employment
Services Woodstock
County of Oxford
Fanshawe College
Woodstock Campus
London District Catholic
School Board
Michael Harding
Oxford Sand & Gravel Ltd.
EMO Workforce Planning
and Development Board
1
PLATINUM SPONSORS
County of Oxford
Execulink Telecom
GOLD SPONSORS
Fanshawe College
Toyota Manufacturing
BRONZE SPONSORS
Boston Pizza Woodstock
City of Woodstock
Community Futures Oxford
Hyd-Mech Group Ltd.
Marwood International
Presstran Industries
Town of Tillsonburg
TEAM SPONSORS
Marwood International
Stubbe’s Precast
Triton Innovation
Unifor Local 88
Woodstock District
Chamber of Commerce
PLATINUM TEAM AWARD
Committee Members:
City of Woodstock
Economic Development
Community Employment
Services Woodstock
Elgin Middlesex Oxford
Workforce Planning and
Development Board
Fanshawe College
Woodstock Campus
London District Catholic
School Board
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Page 156 of 374
Report Title Update - County of Oxford
Report No. MYR 18-11
Author Mayor Molnar
Meeting Type Council Meeting
Council Date December 10, 2018
Attachments
Page 1 / 2 1193569229Mayor Report
RECOMMENDATION:
THAT Council receives report MYR 18-11 as information.
EXECUTIVE SUMMARY
The purpose of this report is to provide information regarding any reports and
recommendations from local representation at Oxford County Council.
CONSULTATION/COMMUNICATION
As a result of the effort to expand access to knowledge and information for Town Council
and local stakeholders, this report is intended to provide material on activities that transpire
at Oxford County Council that may have an impact on the Town of Tillsonburg. This type of
report will further satisfy mandates as reinforced in the Community Strategic Plan to
provide for a more accessible and open governance model.
INFORMATION
County Report (CP 2018-290) dated October 10, 2018 adopted approval of a plan of
condominium and exemption from the draft approval process that would facilitate condominium
ownership of a proposed residential development consisting of 30 townhouse units on Quarter
Town Line.
A Zone change application (ZN 7-17-07) was originally approved by Town Council in 2017, for the
purpose of facilitating the development. Subsequent to this, the owner obtained site plan approval
for Phases 1-5 of the proposed condominium from the Town. The first 30 (Phase 1) of 64 total
residential units are under construction at 360 Quarter Town Line.
County Council has confirmed the schedule for Special Meetings to consider the 2019
Business Plan and Budget. All meetings to be held at Oxford County Administration
Building in Woodstock.
The following meetings are currently scheduled;
o Thursday December 13, 2018 (9:00AM – 4:00PM)
o Monday December 17, 2018 (9:00AM – 12:00PM)
o Wednesday January 9, 2019 (9:30AM – TBD.)
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FINANCIAL IMPACT/FUNDING SOURCE
Whereas the material contained in this report is a summary of Oxford County information,
there is no direct impact on the finances of the Town of Tillsonburg as would require
approval by Municipal Council or direction from corporate staff.
APPROVALS:
Author: Mayor
Molnar
Date: 12/10/18
Page 158 of 374
Report Title Retail Cannabis in Ontario
Report No. CAO18-15
Author David Calder
Meeting Type Council Meeting
Council Date December 10, 2018
Attachments
AMO Municipal Cannabis Update
Correspondence from the Ministry of Finance
regarding Ontario Cannabis Legislation
Implementation Fund (OCLIF)
Correspondence from OPSEU regarding retail
cannabis outlets
Page 1 / 7 1193870214CAO 18-15 Retail Cannabis in Ontario revised
RECOMMENDATION
THAT Council receive report CAO 18-15 Retail Cannabis in Ontario for information.
AND THAT report CAO 18-15 Retail Cannabis in Ontario be provided to the Tillsonburg Police
Services Board for comment;
AND FURTHER THAT Staff report at the Council meeting scheduled for January 14th, 2019, with
a recommended option regarding retail cannabis in Tillsonburg for Town Council’s consideration.
EXECUTIVE SUMMARY
This report is to provide an update on the cannabis legislation, and recommend that the Town of
Tillsonburg refer report CAO 18-15 Retail Cannabis in Ontario to the Police Services Board for
comment. Staff also considered providing an alternative recommendation in order to obtain
public input prior to a decision being made related to cannabis retail stores in the municipality
but is of the opinion that there is not enough time for a thorough public engagement process.
Staff is also of the opinion that the public is knowledgeable about the government’s move to
legalize recreational cannabis and the retail sale of cannabis. Staff is recommending that
comments be requested from the Tillsonburg Police Services Board.
BACKGROUND
A change in Provincial government in June of this year has resulted in a framework of provincial
laws relating to cannabis use and sale. Staff will continue to monitor the provincial web-site for
any new regulations, as information continues to be communicated to municipalities. Staff has
attached correspondence from the Province, the Association of Municipalities of Ontario (AMO)
and OPSEU related to cannabis retail sales for Council’s information.
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Federal Legislation to Legalize Cannabis
The federal Cannabis Act, (“federal Cannabis Act”) established a legal framework for legislating
the production, distribution, sale and possession of cannabis across Canada. Effective October
17, 2018, subject to provincial restrictions, adults who are 18 years of age or older are legally
able to:
Possess up to 30 grams of legal cannabis, dried or equivalent in non-dried form in public;
Share up to 30 grams of legal cannabis with other adults;
Buy dried or fresh cannabis and cannabis oil from a provincially-licensed retailer;
Grow, from licensed seeds or seedlings, up to four cannabis plants per residence for
personal use; and to
Make cannabis products, such as food and drinks, at home as long as organic solvents
are not used to create concentrated products.
Cannabis edible products and concentrates are anticipated to be legal for sale in October, 2019.
The current regime for medical cannabis will continue to allow access to cannabis for people
who have the authorization of their healthcare provider.
Ontario’s Legislation Respecting Cannabis
The Cannabis Statute Law Amendment Act, 2018, (“Bill 36”) received Royal Assent on October
17, 2018. Bill 36 amends the Cannabis Act, 2017, Ontario Cannabis Retail Corporations Act, the
Liquor Control Act, Smoke-Free Ontario Act, the Highway Traffic Act and introduced a new act –
Cannabis License Act.
Bill 36 authorizes the Alcohol and Gaming Commission of Ontario (AGCO), to license and
regulate private cannabis retail in the province. The AGCO has the following licensing functions
within municipalities that have not “opted out” of retails sales of cannabis:
(a) The AGCO will be responsible for licensing cannabis Retail Operators within municipalities.
Licensing will be subject to criminal and financial eligibility checks.
(b) Once a specific cannabis retail site within a municipality has been proposed, the AGCO will
be responsible for determining and granting a Retail Store Authorization.
(c) The AGCO will license Cannabis Store Retail Managers employed in senior positions at retail
locations.
The AGCO and police will also be responsible for inspections and enforcement of the Cannabis
Licence Act.
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The AGCO will be required to provide municipal governments and the public with a 15-day
notification period of a proposed cannabis retail site for a Retail Store Authorization to receive
public input and to hear concerns from the local community. The AGCO must “consider” the
comments received from a municipality in response to the 15-day notification period. The first
retail stores are to be operational April 1, 2019, after all licenses and authorizations are in place.
In October, AMO expressed its concerns regarding the lack of municipal jurisdiction respecting
the siting of cannabis retail stores and the inadequacy of the AGCO’s 15-day consultation
period. AMO’s concerns were not addressed in Bill 36 as finally passed. The result is that
municipalities may only hope that the AGCO will have regard to the preferences of municipalities
respecting the location of licensed cannabis retail stores within municipalities that have not
“opted out”. AMO is recommending that municipalities create Municipal Policy Statement (see
attached Municipal Cannabis Update) around retail cannabis which could include a purpose and
vision, and principles for cannabis retail store locations.
Further, taking into account the Town Council’s meeting schedule, a 15-day consultation period
is inadequate for municipal participation. Therefore it is recommended that Council delegate
authority to the Town Clerk to review any potential sites, by coordinating information from
various municipal departments as necessary and providing comments to the AGCO.
Bill 36 – Whether to “Opt Out”
Local municipalities in Ontario have a one-time opportunity to opt out of cannabis retail in their
communities. There is no time period for a local municipality to opt back in via resolution.
However, if the decision to “opt out” is reversed by the municipality, that decision is final.
There are three options available to Council related to the opportunity to “opt out”:
1. Do not “opt out.
2. “Opt out” by January 22, 2019.
3. “Opt out” but without prejudice to a Council decision to subsequently “opt in”.
Option 1: Do not “opt out”
By default, a municipality that does not “opt out” will permit cannabis retail stores in the
municipality, subject to the provincial licensing system described above, the Regulations
released November 16, 2018 and any additional regulations.
Option 2: Opt Out
Council were to wish to “opt out”, it must pass a resolution by January 22, 2019, stating that the
Town does not wish to host cannabis retail stores in the Town. The resolution must be sent to
the AGCO. The AGCO’s receipt of this resolution will automatically cancel any outstanding
applications for a Retail Store Authorization in the Town. The AGCO will keep a public list of
communities that have opted out of hosting cannabis retail.
Option 3: Opt out but without prejudice to a Council decision to subsequently opt back in
Council could decide by January 22, 2019, to temporarily or conditionally “opt out” but expressly
without prejudice to a subsequent decision of Council to opt back in, but any subsequent
decision to opt in would be final.
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REGULATIONS
O.Reg. 468/18 was proclaimed on November 16, 2018:
The Regulation establishes Cannabis retail store operating requirements including hours of
operation (between 9:00 a.m. and 11:00 p.m.);
Limits the sale of cannabis retail stores to cannabis products, accessories and shopping bags’
Establishing minimum distances of retail locations from schools (150 m measured from the
property line for stand-alone schools);
Prescribing eligibility for licensing as well as education requirements for operators, managers,
and staff.
In its November 14, 2018 publication “Cannabis Retail Regulations Facts”, the AGCO advises
that:
AGCO will be publishing a Cannabis Retail Regulation Guide on-line which will be published in
chapters as information becomes available, as “much of the process is still in development”;
AGCO plans to accept on-line applications for cannabis-related licences on Monday, December
17, 2018;
To help potential applicants understand the requirements and prepare their application, AGCO
will be providing a “number of supports” before December 17, 2018, including hosting a series of
educational webinars and posting a summary of the required application. AGCO will be sharing
information about the support “in the following days”.
On December 5, 2018 staff received communication from the AGCO regarding a registrar’s
standard and information regarding municipalities that have provided resolutions to the AGCO to
date.
Places to Smoke or Vape Cannabis
The Smoke-Free Ontario Act, 2017 (“SFOA”) has been amended to establish rules for using
cannabis, whether medically or recreationally. Cannabis may be smoked and “vaped” in the
following locations:
Private residences (but not residences that are also workplaces (e.g. long-term care and/or
retirement homes) ;
Many outdoor public places (e.g. sidewalks, parks);
Designated guest rooms in hotels, motels and inns;
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Residential vehicles and boats that meet certain criteria (e.g. have permanent sleeping
accommodations and cooking facilities, and are parked or anchored but not being driven);
Scientific research and testing facilities (if the cannabis use is for scientific research and testing
purposes).
Controlled areas in:
Long-term care homes;
Certain retirement homes;
Residential hospices;
Provincially-funded supportive housing and;
Designated psychiatric facilities or veterans’ facilities.
Places Where Cannabis May Not Be Smoked or Vaped
Cannabis may not be smoked or vaped in various indoor locations:
Indoor common areas in condos, apartment buildings and university/college residences;
Enclosed public places and enclosed work places and;
Non-designated guest rooms in hotels, motels and inns
Cannabis may not be smoked or vaped at various locations where children may be present:
At school, on school grounds, and all public areas within 20m of these grounds;
On children’s playgrounds and public areas within 20m of playgrounds;
In child care centres, or where an early years program is provided;
In places where home child care is provided — even if children aren’t present.
Cannabis may not be smoked or vaped at various care facilities:
Within 9m from the entrance or exit of public or private hospitals, psychiatric facilities, long-term
care homes, independent health facilities;
On outdoor grounds of public and private hospitals and psychiatric facilities and;
In non-controlled areas in long-term care homes, certain retirement homes, provincially-funded
supportive housing, designated psychiatric or veterans’ facilities, and residential hospices.
Cannabis may not be smoked or vaped in various outdoor locations: in publicly-owned sport
fields (not including golf courses), nearby spectator areas or in public areas within 20m of these
areas.
Cannabis may not be consumed in a vehicle or boat that is being driven or is at risk of being put
into motion.
Cannabis may not be smoked or vaped in various outdoor locations:
In restaurants and on bar patios and public areas within 9m of a patio;
On outdoor grounds of specified Ontario government office buildings;
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In reserved seating areas at outdoor sports and entertainment locations;
On grounds of community recreational facilities, and public areas within 20m of those grounds
and;
In sheltered outdoor areas with a roof and more than two walls which the public or employees
frequent.
FINANCIAL IMPLICATIONS
In the Association of Municipalities of Ontario (AMO) October 3, 2018 publication, “Briefing:
Municipal Governments in the Ontario Recreational Cannabis Framework”, AMO notes that the
transition to recreational cannabis will impact local services and municipal functions including
policing, public health, by-law enforcement and potentially paramedic services. AMO notes the
provincial government’s commitment to provide municipal governments with $40 million of
Ontario’s portion of the federal excise tax on cannabis with a 50/50 provincial-municipal split if
Ontario’s revenues exceed $100 million in the first two years. The commitment is $40 million
over two years to municipal governments;
At least $10,000 for each municipal government with $5,000 distributed to all municipalities as
soon as possible. To date, the Town of Tillsonburg has received $9,481 from the province which
represents $127.50 per household.
Another $5,000 will be distributed in 2019; and
For municipal governments allowing retail cannabis stores, additional funding will be distributed
on a per household basis. The Province will also maintain a contingency fund to support
additional and unanticipated costs.
AMO notes that the provincial funding provides an incentive to municipal governments to allow
private cannabis retail in their community and recommends that municipal governments track
any costs for the additional work undertaken relating to the transition to legal recreational
cannabis.
CONCLUSION
Staff will report further in 2019 with a recommendation regarding retail sales in the Town of
Tillsonburg. This will provide time for interested parties to provide any comments regarding retail
cannabis.
COMMUNITY STRATEGIC PLAN IMPACT
This report reflects the Community Strategic Plan, Excellence in Local Government particularly
as it provides through Council, a public update as it relates to Retail Cannabis in Ontario and the
possible impact on the Town of Tillsonburg.
Page 164 of 374
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Report Approval Details
Document Title: CAO 18-15 Retail Cannabis in Ontario revised.docx
Attachments: - CAO18-15 Retail Cannabis in Ontario attachments.pdf
Final Approval Date: Dec 6, 2018
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Dec 6, 2018 - 11:04 AM
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Page 184 of 374
Report Title Committee of Adjustment Appointment
Report No. CLK 18-31
Author Donna Wilson, Town Clerk
Meeting Type Council Meeting
Council Date December 10, 2018
Attachments Appointment By-Law
Page 1 / 2 Committee of Adjustment Appointment
RECOMMENDATION
THAT Council receives Report CLK 18-31, Committee of Adjustment Appointment;
AND THAT all members of Tillsonburg Town Council be appointed to the Committee of Adjustment;
AND FURTHER THAT an Appointment By-law be brought forward for Council’s consideration.
BACKGROUND
The Planning Act provides that if a municipality has passed a by-law under Section 34 of the Act
(a zoning by-law), the council may by by-law constitute and appoint a committee of adjustment
for the municipality which shall be composed of a minimum of three persons.
The Committee of Adjustment is a quasi-judicial body, operating independently from Council,
which must comply with rules of procedure as prescribed in the Planning Act. In accordance with
Section 44(3) of the Planning Act, the members of the committee who are members of a
municipal council shall be appointed annually.
The appointment of Council to the Committee of Adjustment is required for the year 2019 in
order to comply with the Planning Act, R.S.O. 1990.
FINANCIAL IMPACT/FUNDING SOURCE
There is no financial impact to the appointment of the Committee of Adjustment.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Section 1 – Excellence in Local Government
1.3 Demonstrate accountability – Citizens are aware of ongoing initiatives and planning applications.
Page 185 of 374
Page 2 / 2 CAO
Report Approval Details
Document Title: CLK 18-31 Committee of Adjustment.docx
Attachments: - By-Law Committee of Adjustment Appointment.docx
Final Approval Date: Nov 2, 2018
This report and all of its attachments were approved and signed as outlined below:
David Calder - Nov 2, 2018 - 10:33 AM
Page 186 of 374
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4233
BEING A BY-LAW to appoint a Committee of Adjustment for the Town of Tillsonburg
pursuant to Section 44 of the Planning Act., R.S.O. 1990 c. P. 13.
WHEREAS Section 44 of the Planning Act, 1990 allows municipalities who have passed a
zoning by-law under Section 34 of the Act, to appoint a Committee of Adjustment for the
municipality.
AND WHEREAS the Municipality of the Town of Tillsonburg wish to constitute and appoint a
Committee of Adjustment.
NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF
TILLSONBURG ENACTS AS FOLLOWS:
1. THAT the Committee of Adjustment for the Corporation of the Town of Tillsonburg shall
have all statutory duties listed under Sections 44 and 45 of the Planning Act, R.S.O.
1990, Chapter P. 13, as amended.
2. THAT the following members of Council shall be appointed to the Town of Tillsonburg
Committee of Adjustment for a term to expire December 31, 2019;
Stephen Molnar Pete Luciani
Dave Beres Chris Parker
Penny Esseltine Chris Rosehart
Deb Gilvesy
3. THAT the Chair of the Committee of Adjustment shall be the Mayor of the Town or
Tillsonburg or designate.
4. THAT the Clerk for the Town of Tillsonburg, or designate, is responsible for the
Secretary-Treasurer duties of the Committee of Adjustment as prescribed in the
Planning Act.
5. THAT all hearings of the Committee of Adjustment shall be called by the Secretary-
Treasurer or designate as it is necessary, according to the submission of applications for
minor variances and shall take place in Council Chambers during a regular scheduled
Council meeting.
6. THAT By-Law 4153 be hereby repealed.
7. THAT any other by-law inconsistent with this by-law shall be hereby repealed.
8. THAT this by-law shall come into full force and effect upon the day of final passing.
READ A FIRST AND SECOND TIME THIS 10th DAY OF DECEMBER, 2018.
READ A THIRD AND FINAL TIME AND PASSED THIS 10th DAY OF DECEMBER, 2018.
________________________________
Mayor - Stephen Molnar
________________________________
Town Clerk – Donna Wilson
Page 187 of 374
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4233
BEING A BY-LAW to appoint a Committee of Adjustment for the Town of Tillsonburg
pursuant to Section 44 of the Planning Act., R.S.O. 1990 c. P. 13.
WHEREAS Section 44 of the Planning Act, 1990 allows municipalities who have passed a
zoning by-law under Section 34 of the Act, to appoint a Committee of Adjustment for the
municipality.
AND WHEREAS the Municipality of the Town of Tillsonburg wish to constitute and appoint a
Committee of Adjustment.
NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF
TILLSONBURG ENACTS AS FOLLOWS:
1. THAT the Committee of Adjustment for the Corporation of the Town of Tillsonburg shall
have all statutory duties listed under Sections 44 and 45 of the Planning Act, R.S.O.
1990, Chapter P. 13, as amended.
2. THAT the following members of Council shall be appointed to the Town of Tillsonburg
Committee of Adjustment for a term to expire December 31, 2019;
Stephen Molnar Pete Luciani
Dave Beres Chris Parker
Penny Esseltine Chris Rosehart
Deb Gilvesy
3. THAT the Chair of the Committee of Adjustment shall be the Mayor of the Town or
Tillsonburg or designate.
4. THAT the Clerk for the Town of Tillsonburg, or designate, is responsible for the
Secretary-Treasurer duties of the Committee of Adjustment as prescribed in the
Planning Act.
5. THAT all hearings of the Committee of Adjustment shall be called by the Secretary-
Treasurer or designate as it is necessary, according to the submission of applications for
minor variances and shall take place in Council Chambers during a regular scheduled
Council meeting.
6. THAT By-Law 4153 be hereby repealed.
7. THAT any other by-law inconsistent with this by-law shall be hereby repealed.
8. THAT this by-law shall come into full force and effect upon the day of final passing.
READ A FIRST AND SECOND TIME THIS 10th DAY OF DECEMBER, 2018.
READ A THIRD AND FINAL TIME AND PASSED THIS 10th DAY OF DECEMBER, 2018.
________________________________
Mayor - Stephen Molnar
________________________________
Town Clerk – Donna Wilson
Page 188 of 374
Report Title 2019 Council Meeting Calendar
Report No. CLK 18-29
Author Donna Wilson, Town Clerk; Lana White, Deputy Clerk
Meeting Type Council Meeting
Council Date December 10, 2018
Attachments 2019 Meeting Calendar
Page 1 / 3 2019 Council Meeting Calendar
RECOMMENDATION
THAT Council receives Report CLK 18-29, 2019 Meeting Calendar;
AND THAT the following regular Council Meetings be re-scheduled or cancelled for 2019:
1. Monday, February 25, 2019 is re-scheduled to Thursday, February 28, 2019 due to the
OGRA Conference (February 24 - 27, 2019);
2. Monday, April 22, 2019 is re-scheduled to Tuesday, April 23, 2019 due to Easter Monday;
3. Monday, June 10, 2019 is re-scheduled to Thursday, June 13, 2019 due to the AMCTO
Conference (June 9 - 12, 2019);
4. Monday, July 22, 2019 is cancelled;
5. Monday, August 26, 2019 is cancelled;
6. Monday, October 14, 2019 is re-scheduled to Tuesday, October 15, 2019 due to
Thanksgiving; and
7. Monday, December 23, 2019 is cancelled;
AND THAT the following budget Council Meetings be scheduled:
1. Monday, December 17, 2018 at 6:00 pm – 8:30 pm;
2. Monday, January 7, 2019, 9:00 am – 4:00 pm;
3. Thursday, January 17, 2019, 9:00 am – 4:00 pm;
4. Monday, January 21, 2019, 5:00 pm – 9:00 pm;
5. Thursday, January 24, 2019, 5:00 pm – 9:00 pm.
AND THAT the 2019 Meeting Calendar, be approved.
EXECUTIVE SUMMARY
Each December the Clerk’s Office provides Council with a calendar of meeting dates for the
upcoming year. In accordance with the Town’s Procedural By-Law, Council meetings are held
on the second and fourth Monday of the month, unless such date falls on a Statutory holiday, in
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which case the meeting will be rescheduled to the following business day. For the months of
July, August and December, Council does not meet on the second Monday of the month. Other
events may occur throughout the year which require a meeting(s) to be rescheduled or
cancelled.
In addition to the rescheduled meetings Council will schedule a number of budget meetings to
review the 2019 budget which are also incorporated in the meeting calendar provided.
A copy of the proposed 2019 Meeting Calendar is attached with this report, which includes the
rescheduled, scheduled and cancelled meetings of Council for 2019.
Following Council approval, a copy of the 2019 Meeting Calendar will be circulated to MP Dave
MacKenzie, MPP Ernie Hardeman, County of Oxford Clerk’s Office, County of Oxford Planning
Office, posted on the Town website and in the local newspaper, as well as circulated to the local
media.
FINANCIAL IMPACT/FUNDING SOURCE
There is no financial impact associated with the 2019 Meeting Calendar.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Section 1.3 – Excellence in Local Government
The 2019 Council Meeting Calendar provides an effective form of communication to the public
regarding upcoming meeting dates and times for Council.
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Report Approval Details
Document Title: CLK-18-20 Council Meeting Calendar.docx
Attachments: - 2019 Meeting Calendar.docx
Final Approval Date: Nov 2, 2018
This report and all of its attachments were approved and signed as outlined below:
David Calder - Nov 2, 2018 - 10:32 AM
Page 191 of 374
2019 Meeting Calendar
January
May
September
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March July November
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April August December
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Tillsonburg Council Oxford County Council Tillsonburg Council Budget Meeting
Page 192 of 374
Office of the C.A.O./Clerk
P.O. Box 1614, 21 Reeve Street
Woodstock Ontario N4S 7Y3
Phone: 519-539-9800 Fax: 519-421-4712
Web site: www.oxfordcounty.ca
November 9, 2018
MEMORANDUM
TO: Clerks of the Area Municipalities
COPY: Chief Administrative Officers
FROM: Chloé Senior, County Clerk
SUBJECT: Appointments to Conservation Authorities
This is to advise that the appointment of County representatives to the four Conservation
Authorities having jurisdiction in Oxford County will expire shortly.
Oxford County Council would appreciate it if your Council would recommend the name of your
appointment(s) to the respective Conservation Authority. A copy of the required appointments
is submitted for your information.
In accordance with the policy initiated by County Council in 1994, your Council is encouraged to
recommend the name of an elected representative(s) in order to ensure greater liaison between
the Authorities and County Council.
It would be appreciated if you could submit the names of Council’s recommended appointments
to me as soon as possible due to the fact the Authorities will be holding inaugural meetings in
the near future.
Your co-operation is appreciated.
Chloé J. Senior, Clerk
Encl.
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Appointments to Conservation Authorities
2019, 2020, 2021 and 2022 Council Term
Catfish Creek Conservation Authority (1)
Township of South-West Oxford………………………………………… 1
Grand River Conservation Authority (1)
Township of Blandford-Blenheim/
Township of East Zorra-Tavistock/
Township of Norwich…………………………………………………….. 1
Long Point Region Conservation Authority (3)
Township of Norwich …………………………………………………….. 1
Township of South-West Oxford…………………………………………. 1
Town of Tillsonburg………………………………………………………. 1
Upper Thames River Conservation Authority (5)
City of Woodstock………………………………………………………… 1
Town of Ingersoll…………………………………………………………. 1
Township of Zorra………………………………………………………… 1
Township of South-West Oxford/ Township of Norwich………………… 1
Township of East Zorra-Tavistock/
Township of Blandford-Blenheim………………………………………… 1
Page 194 of 374
Report Title Committees of Council
Report No. CLK 18-32
Author Donna Wilson, Town Clerk
Meeting Type Council Meeting
Council Date December 10, 2018
Attachments
Page 1 / 4 Committees of Council
RECOMMENDATION
THAT Council receives report CLK 19-01 Committees of Council;
AND THAT ___________, _____________, ____________ and the Town Clerk form a Council
Nominating Committee for the 2018 – 2022 term of Town Committees.
BACKGROUND
During 2018 the Town Clerk met with the Staff Liaisons of each advisory committee to review
the terms of reference and compositions of committees. Council establishes a number of
advisory committees to provide feedback and public input into community decision-making on
specific areas of interest. Staff Liaisons met to ensure that the advisory committee structure is
working to serve the needs of the public and council. There were a few recommended changes
to the structure and mandates of committees which were vetted through each committee by their
liaison. This process was to ensure volunteers are satisfied with their mandates and terms of
reference. The revisions were reviewed and comments were addressed in the terms of
reference and were drafted as presented with this report.
In November of 2018 an ad went in the Tillsonburg Update section of the Tillsonburg News
regarding applications to the various committees of Council. The notice was also put on the
Town website page and the Town facebook page.
DISCUSSION
In forming a Council Nominating Committee, a smaller group of Council members will have the
opportunity to review applications for committees in greater detail and will have the time to
spend on a more in depth and comprehensive review of applications and committee terms of
reference.
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The following is the list of advisory committees and a summary of their mandates for council’s
review.
Committee of Council Mandate
Accessibility Advisory
Committee
To advise and make recommendations to Council on all matters with respect to
the accessibility for persons with disabilities to a municipal building, structure or
premises.
Cultural, Heritage and
Special Awards Advisory
Committee
To advise and make recommendations to Council on all matters with respect to
tourism and culture in the Town of Tillsonburg. To advise and make
recommendations to Council on all matters related to properties of architectural
and historical significance. To receive nominations and make recommendations
to Council for the Citizen of the Year and monthly awards. To provide
commemorative naming options to Council.
Economic Development
Advisory Committee
To advise on initiatives to attract and retain investment within the community.
To provide advice on:
The Economic Development Strategy
The Community Strategic Plan
Annual Departmental Business Plan
To support the development of alliances and partnerships to advance the Town’s
strategic plan and that assists in the overall growth of the Town.
To provide advice regarding existing and new bylaws that relate to/impact
development within the community.
Memorial Park
Revitalization Advisory
Committee
To advise and make recommendations and provide regular updates to Council
on all matters with respect to the Memorial Park Revitalization Project.
Museum Advisory Board To make recommendations to Council on policies and procedures pertaining to
the Museum. To participate in strategic planning activities, initiate and participate
in fundraising activities when and as needed, act as ambassadors for the
museum within the community. To work with the Tillsonburg and District
Historical Society regarding trust for artifact purchases and to act as trustees for
the restoration trust.
Parks, Beautification and
Cemetery Advisory
Committee
To advise and make recommendations to Council on all matters with respect to
the utilization and beautification of public parks, trails, trees, green space and
Tillsonburg cemeteries.
Recreation and Sports
Advisory Committee
To advise and make recommendations to Council on matters related to the
programming and utilization of Tillsonburg’s recreational facilities. To advise and
make recommendations to Council on implementation of the Community Parks,
Recreation and Cultural Strategic Master Plan.
Tillsonburg Airport
Advisory Committee
To advise and make recommendations to Council on matters related to the
Tillsonburg Regional Airport. To provide a forum for receiving input and advice
from aviation stakeholder groups and the community with respect to the Airport
Master Plan and strategic initiatives and to provide a forum for dialogue and
communication. Day to day operations of the airport is the responsibility of Town
staff.
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Tillsonburg Transit
Advisory Committee
The objective of the Tillsonburg Transit Advisory Committee (TTAC) is to oversee
and advise Town Council on the governance oversite of the Town's service
provider contract for transit and specifically the policies and procedures related to
service delivery of transit. The TTAC will provide a forum for input, exchange of
ideas and debate on conventional and mobility transit related issues with
representation from all affected groups in the community. The committee should
use the Mandate to set out a clear plan for the term of the Committee. Create a
high level work plan to define the scope and establish the framework and overall
approach for transit. Set out goals the committee will work towards
accomplishing.
In addition to Council member’s appointment to the advisory committees, a number of Boards
and Ad Hoc Committees also require Council appointments as set out below.
Board/Committee # of Appointments
Required
Tillsonburg Hydro Board 1
Physician Recruitment 3
Town Hall Steering Committee 1
BIA 1
Police Service Board 2 + 1 resident
Long Point Region Conservation Authority 1
Otter Valley Corridor 1
Non Profit Housing 1
Staff has compiled a list of applicants for review by the Council/Council Nominating Committee.
The committee may require two meetings to review applications and recommendations for
appointment. Staff to bring forward a report to council recommending committee appointments in
January 2019.
CONSULTATION/COMMUNICATION
Staff Liaisons and 2018 Committee members were consulted. Comments from committees
were provided in finalizing the committee mandates and terms of reference.
FINANCIAL IMPACT/FUNDING SOURCE
N/A
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Section 1 – Excellence in Local Government – ensure Citizens have input into committee
structure through consultation with 2018 volunteers.
1.3 Demonstrate Accountability – Citizens are aware of Council’s actions.
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Report Approval Details
Document Title: CLK 18-32 Committees of Council.docx
Attachments:
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 - 10:31 AM
Page 198 of 374
Report Title Deputy Mayor
Report No. CLK 18-34
Author Donna Wilson, Town Clerk
Meeting Type Council meeting
Council Date December 10, 2018
Attachments Procedural By-Law excerpt
Page 1 / 4 Deputy Mayor
RECOMMENDATION
THAT Council receives Report CLK 18-34 Deputy Mayor Position;
AND THAT Council appoint ____________ as Deputy Mayor for a ______year/month term;
AND THAT a By-Law be brought forward for Council consideration.
OBJECTIVE
The objective of this report is to provide for a member of Council to act in the place of the Mayor
in his absence or to act in his place if the office were to become vacant.
BACKGROUND
At the Council meeting of October 11, 2016, Council passed the following resolution:
“THAT Council receives Report CL 16-29 Deputy Mayor Position;
AND THAT Council Choose Option 2, THAT for the next Municipal Election the Deputy Mayor
position be removed from the ballot and a Mayor and six (6) Councillors be elected at large.”
Section 242 of the Municipal Act, 2001 states that a municipality may appoint a member of
council to act in the place of the head of council when the head of council is absent, refuses to
act or the office is vacant. Such member would have all the powers and duties of the head of
Council in his/her absence. The head of council is the Mayor for the Town of Tillsonburg and
Section 225 of the Act sets out the role of the head of council which includes: acting as chief
executive officer of the municipality; presiding over council meetings; providing leadership to
council; representing the municipality at official functions; and carrying out the duties of the head
of council under the Municipal Act, 2001 or any other Act.
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DISCUSSION
The Town’s Procedural By-Law 4173 section 3.2 (3) refers to the Deputy Mayor to act in the
absence of the Mayor and section 5.4(2) states that the Deputy Mayor shall preside over
meetings in the Mayors absence.
There is no requirement in the Municipal Act to either appoint or to elect a Deputy Mayor for a
municipality. The Act allows municipalities to appoint a member of Council to act in the place of
the Mayor should he be absent or unable to fulfil those duties. Most municipalities who do not
have an elected Deputy Mayor appoint an Acting/Deputy Mayor. The average process is to
appoint members to assume the Mayor's role in instances where the Mayor is absent or has a
conflict of interest that precludes him/her from performing his/her duties through by-law following
each municipal election. Some municipalities appoint one member for the entire term and others
appoint on a yearly basis, two year term or quarterly throughout he term. The Town’s procedural
By-Law states that the Deputy Mayor position shall be for the term of Council unless Council
determines otherwise.
Part 12 of Procedural By-Law 4173, describes a process to appoint a Deputy Mayor. The
Deputy Mayor shall be elected by open vote and the Town Clerk shall preside over the election.
In accordance with the procedure, the Clerk shall select a person other than a member of
Council, in attendance at the election meeting who, when required shall draw a name from a
ballot box in event of a tied vote. The CAO, David Calder shall be selected as the person to
draw a name in the event of a tied vote. Each Councillor shall have a nomination form which
requires both the signature of the nominator and a seconder. The nomination forms shall be
provided to the Town Clerk immediately after the announcement of the election. If more than one
member of Council has been nominated then an open vote shall take place. The Town Clerk
shall call the names of the members of Council in alphabetical order according to surnames and
each member shall verbally indicate the nominee of their choice. The Clerk shall announce the
results of the vote. If only one member of Council has been nominated, a resolution shall be
passed and a by-law brought forward for Council’s consideration. An excerpt of the procedural
by-law describing the process is attached for your information.
Council must determine if they want to appoint a Deputy Mayor, what the term shall be and if
additional remuneration will be provided. The former Deputy Mayor position was compensated
$1,300.00 in addition to the Councillor remuneration. If a Deputy Mayor is appointed for a term
shorter than the term of Council then a report to provide for an election to fill that position shall
be provided at that time.
Option 1: Deputy Mayor Position
THAT Council receives Report CLK 18-34 Deputy Mayor Position as information.
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Option 2: To Appoint a Deputy Mayor
THAT Council receives Report CLK 18-34 Deputy Mayor Position;
AND THAT Council appoint ____________ as Deputy Mayor for a _______ year/month term;
AND THAT a By-Law be brought forward for Council consideration.
Option 3: To Appoint a Deputy Mayor and allow for Additional Remuneration.
THAT Council receives Report CLK 18-34 Deputy Mayor Position;
AND THAT Council appoint ____________ as Deputy Mayor for a _____ year/month term;
AND THAT an additional $__________ remuneration be provided for this position;
AND THAT a By-Law be brought forward for Council consideration.
FINANCIAL IMPACT/FUNDING SOURCE
To be determined.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Section 1 – Excellence in Local Government
1.3 Demonstrate accountability – Citizens are aware of ongoing initiatives as Council ensures
continuous representation by the Mayor at Council.
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Report Approval Details
Document Title: CLK 18-34 Deputy Mayor.docx
Attachments: - Excerpt By-Law 4173 Alternate Member, Deputy Mayor.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 - 9:23 AM
Page 202 of 374
PART 11 – PROCESS TO APPOINT AN ALTERNATE MEMBER
11.1 Upper-Tier Alternate Member
(1) Council may appoint one of its members as an alternate member of
Oxford County Council, to act in place of a person who is a member of
Tillsonburg Town Council and Oxford County Council, when the person is
unable to attend a meeting of Oxford County Council for any reason.
(2) If the seat of the member who has been appointed as an alternate
member becomes vacant, the Council may appoint another of its
members as an alternate member for the remainder of the Council term.
The election will follow the same election process as outlined herein.
(3) The Upper-Tier Alternate Member shall be elected by open vote during
the election meeting. Each member shall have one vote. The Town Clerk
will preside over the election.
(4) Before accepting any nominations, the Clerk shall select a person other
than a member of Council, in attendance at the election meeting, and
announce such person’s name who, when required shall draw a name
from a ballot box in accordance with the Tied vote section below.
(5) Each nomination shall be in writing, signed by both the nominator and a
seconder, both of whom must be members of Council, and submitted to
the Clerk immediately after the announcement by the Clerk of the name
who, when required shall draw a name from a ballot box in accordance
with the Tied vote section below.
(6) Where more than one member of Council has been nominated, an open
vote shall take place in accordance with Sections 11(9) to 11(12),
inclusive.
(7) Each nominee must indicate his or her willingness to stand for election
but may withdraw his or her name for election after any vote.
(8) When a nominee receives a majority of votes cast, that nominee shall be
declared to be the Alternate Member of the Upper-Tier and there shall be
no further ballots.
(9) In conducting the vote, the Clerk shall call the names of the members of
Council, in alphabetical order according to their surnames, and each such
member shall, after their name is called, verbally indicate the nominee of
their choice unless they choose to abstain in which case they shall
indicate this. The Clerk shall keep count of the votes received for each
nominee. The Clerk shall announce the results after each vote.
Page 203 of 374
(10) If there are more than two nominees who agree to stand and, if after
votes are cast, no nominee receives the majority of votes cast, the
nominee receiving the least number of votes shall be eliminated. Council
shall proceed to vote again until a nominee receives the majority of votes
cast, at which time such nominee shall be declared the Alternate Member
of the Upper-Tier.
(11) If the nominees with the least number of votes receive an equal number
of votes, the Clerk shall place the names of these nominees, on equal
size pieces of paper, in a ballot box and one name shall be drawn by the
person selected in accordance with Section 11(4). The name drawn shall
be eliminated. Council shall proceed to vote again choosing from the
remaining nominees until a nominee receives the majority of votes cast.
(12) If there are only two nominees left and they each receive the same
number of votes, the Clerk shall place the names of the two nominees, on
equal size pieces of paper, in a ballot box and one name shall be drawn
by the person selected in accordance with Section 11(4). The nominee
whose name is drawn shall be declared the Alternate Member of the
Upper-Tier.
PART 12 – PROCESS TO APPOINT A DEPUTY MAYOR
13.1 Deputy Mayor Position
(1) Council may appoint one of its members as a Deputy Mayor of Council,
to act in place of the Mayor, when the Mayor is unable to attend a
meeting or event for any reason.
(2) The Deputy Mayor shall be elected by open vote during the election
meeting. Each member shall have one vote. The Town Clerk will preside
over the election.
(3) The Deputy Mayor position shall be for the term of Council unless
Council determines otherwise.
(4) Where more than one member of Council has been nominated, an open
vote shall take place in accordance with Sections 11(9) to 11(12), above.
(5) Where only one member of Council has been nominated a resolution
shall be passed and a by-law brought forward for Council’s consideration.
Page 204 of 374
Report Title Alternate County Council Position
Report No. CLK 18-35
Author Donna Wilson, Town Clerk
Meeting Type Council Meeting
Council Date December 10, 2019
Attachments
Page 1 / 4 10471176757,,,CLK 18-35 Alternate County Council Position
RECOMMENDATION
THAT Council receives report CLK 18-35, Alternate County Council Position as information.
BACKGROUND
At the Council meeting of January 8, 2017, Council passed the following resolution:
“THAT Council receives Report CL 17- 26, Alternate Member of the Upper-Tier Council;
AND THAT Council endorses Option 2.”
Option 2 was chosen to appoint an alternate member for the upper-tier Council and a by-law
was brought forward at the January 26, 2017 Council Meeting to appoint Dave Beres for the
remainder of the council term.
Section 268 of the Municipal Act sets out the Temporary replacement of a member of the upper-
tier council. This is not a requirement but an option for municipalities of a lower tier.
268 (1) Subject to subsection (2), the council of a local municipality may appoint one of its
members as an alternate member of the upper-tier council, to act in place of a person who is a
member of the councils of the local municipality and its upper-tier municipality, when the person
is unable to attend a meeting of the upper-tier council for any reason. 2017, c. 10, Sched. 1, s.
31.
Limitation
(2) Subsection (1) does not authorize,
(a) the appointment of more than one alternate member during the term of council;
(b) the appointment of an alternate member to act in place of an alternate member appointed
under subsection 267 (1) or (2); or
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(c) the appointment of an alternate head of council of the upper-tier municipality. 2017, c. 10,
Sched. 1, s. 31.
Other temporary replacement
(3) Despite clause (2) (a), if the seat of the member who has been appointed as an alternate
member under subsection (1) becomes vacant, the council of a local municipality may appoint
another of its members as an alternate member for the remainder of the council term. 2017, c.
10, Sched. 1, s. 31.
DISCUSSION
There is no requirement in the Municipal Act to appoint an Alternate Member for the Upper Tier
Council for a municipality. The Act allows municipalities to appoint an alternate member of
Council to act in the place of the County Councillor should he be absent or unable to fulfil those
duties.
Part 11 of Procedural By-Law 4173, describes a process to appoint an Alternate Member for
County Council.
In 2018, Council opted to appoint a member of Council as an Alternate Member of County
Council, based on consensus of Council and no election process was exercised. An excerpt of
the procedural by-law describing the process is attached for your information.
On March 14, 2018 Oxford County Council approved changes to their Procedural By-law to
incorporate changes to Council composition, including temporary replacement of a member of
upper-tier Council.
Oxford County Council adopting the following wording:
3.6.1 If a person who is a member of the council of an area municipality and a member
of County Council is unable to act as a member of those councils for a period exceeding one
month, the council of the respective area municipality may appoint one of its members as an
alternate member of County Council to act in place of the member until the member is able to
resume acting as a member of those councils. This subsection does not authorize the
appointment of an alternate head of Council of the County.
3.6.2 If the offices of a person who is a member of council of both an area municipality
and the County becomes vacant and the vacancies will not be filled for a period exceeding
one month, the council of the respective area municipality may appoint one of its members as
an alternate member of County Council until the vacancies are filled permanently. This
subsection does not authorize the appointment of an alternate head of Council of the County.
3.6.3 The council of an area municipality may appoint one of its members as an
alternate member of County Council to act in place of a person who is a member of the
councils of the area municipality and the County when the person is unable to attend a
meeting of County Council for any reason. This subsection does not allow for more than one
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alternate member during the term of council unless the seat of the member who has been
appointed as an alternate member becomes vacant then another of its members may be
appointed; the appointment of an alternate member to act in place of an alternate member
appointed under subsection 3.6.1 or 3.6.2; or the appointment of an alternate head of Council
of the County.
3.6.4 When an alternate member is appointed under subsection 3.6.1 or 3.6.2 or 3.6.3
the following rules will apply:
1. The area municipality will advise County Council of any appointment in writing
providing a certified appointment resolution.
2. An alternate member shall take the Oath of Office, administered by the Clerk, prior
to taking their seat on County Council.
3. An alternate member shall not represent a County Councillor at an Inaugural
meeting, or any County board or agency.
4. An alternate member may, in the absence of the County Councillor, participate at
meetings of County Council, its committees and information sessions.
5. Upon notice under subsections 3.6.1 and 3.6.2, the County Councillor’s
compensation and expense reimbursement eligibility will cease and will be
provided to the alternate member in the same manner.
6. An alternate member, appointed at the discretion of an area municipality under
subsection 3.6.3, shall not receive compensation and expense reimbursement by
the County for any meetings of County Council they are required to attend in the
absence of the County Councillor.
7. An alternate member, appointed under subsection 3.6.3, shall not be eligible to be
reimbursed for attendance at conventions, seminars, or training.
8. An alternate member, appointed under subsections 3.6.1, 3.6.2, and 3.6.3, while
acting in their capacity, shall be governed by all applicable policies of the County
such as but not limited to the Council Code of Conduct.
9. An alternate member, appointed under subsections 3.6.1 and 3.6.2, shall have
access to applicable support resources such as but not limited to the County’s
Integrity Commissioner.
10. A County Councillor requesting an alternate member, under subsection 3.6.3, to
act in their place at a meeting will advise the County Clerk’s office by email forty-
eight hours in advance of the meeting to enable the alternate member access to
Closed Session items.
Section 3.6.3 above is the main section in relation to Bill 68 changes being discussed.
If Council decides to appoint an Alternate Member for County Council the following sets out the
process.
In accordance with Part 11, the Town Clerk shall select a person other than a member of
Council, in attendance at the election meeting who, when required shall draw a name from a
ballot box in event of a tied vote. The CAO, David Calder shall be selected as the person to
draw a name in the event of a tied vote. Each Councillor shall have a nomination form which
requires both the signature of the nominator and a seconder. The nomination forms shall be
provided to the Town Clerk immediately after the announcement of the election. If more than one
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member of Council has been nominated then an open vote shall take place. The Town Clerk
shall call the names of the members of Council in alphabetical order according to surnames and
each member shall verbally indicate the nominee of their choice. The Clerk shall announce the
results of the vote. If only one member of Council has been nominated, a resolution shall be
passed and a by-law brought forward for Council’s consideration.
Council has two options, to simply receive the report as information and do nothing or to appoint
an Alternate Member of County Council for a four year term.
Option 1: Alternate County Council Position
THAT Council receives Report CLK 18-35 Alternate County Council Position as information.
Option 2: To Appoint a Deputy Mayor
THAT Council receives Report CLK 18-35 Alternate County Council Position;
AND THAT Council appoint ____________ as an Alternate Member of County Council for a 4
year term;
AND THAT a By-Law be brought forward for Council consideration.
CONSULTATION/COMMUNICATION
Oxford County Municipalities have been polled regarding Alternate appointments to the upper
tier, however it is so early in the term most have not had the opportunity to present this option to
Council.
FINANCIAL IMPACT/FUNDING SOURCE
There is no compensation allotted for an alternate member of County Council by the County and
any additional compensation for this position would be provided by each individual municipality.
In accordance with the Council Expense policy, mileage could be charged for attending
meetings in Woodstock.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Section 1 – Excellence in Local Government
1.3 Demonstrate Accountability – Citizens are aware of Council’s actions.
Page 208 of 374
PART 11 – PROCESS TO APPOINT AN ALTERNATE MEMBER
11.1 Upper-Tier Alternate Member
(1) Council may appoint one of its members as an alternate member of
Oxford County Council, to act in place of a person who is a member of
Tillsonburg Town Council and Oxford County Council, when the person is
unable to attend a meeting of Oxford County Council for any reason.
(2) If the seat of the member who has been appointed as an alternate
member becomes vacant, the Council may appoint another of its
members as an alternate member for the remainder of the Council term.
The election will follow the same election process as outlined herein.
(3) The Upper-Tier Alternate Member shall be elected by open vote during
the election meeting. Each member shall have one vote. The Town Clerk
will preside over the election.
(4) Before accepting any nominations, the Clerk shall select a person other
than a member of Council, in attendance at the election meeting, and
announce such person’s name who, when required shall draw a name
from a ballot box in accordance with the Tied vote section below.
(5) Each nomination shall be in writing, signed by both the nominator and a
seconder, both of whom must be members of Council, and submitted to
the Clerk immediately after the announcement by the Clerk of the name
who, when required shall draw a name from a ballot box in accordance
with the Tied vote section below.
(6) Where more than one member of Council has been nominated, an open
vote shall take place in accordance with Sections 11(9) to 11(12),
inclusive.
(7) Each nominee must indicate his or her willingness to stand for election
but may withdraw his or her name for election after any vote.
(8) When a nominee receives a majority of votes cast, that nominee shall be
declared to be the Alternate Member of the Upper-Tier and there shall be
no further ballots.
(9) In conducting the vote, the Clerk shall call the names of the members of
Council, in alphabetical order according to their surnames, and each such
member shall, after their name is called, verbally indicate the nominee of
their choice unless they choose to abstain in which case they shall
indicate this. The Clerk shall keep count of the votes received for each
nominee. The Clerk shall announce the results after each vote.
Page 209 of 374
(10) If there are more than two nominees who agree to stand and, if after
votes are cast, no nominee receives the majority of votes cast, the
nominee receiving the least number of votes shall be eliminated. Council
shall proceed to vote again until a nominee receives the majority of votes
cast, at which time such nominee shall be declared the Alternate Member
of the Upper-Tier.
(11) If the nominees with the least number of votes receive an equal number
of votes, the Clerk shall place the names of these nominees, on equal
size pieces of paper, in a ballot box and one name shall be drawn by the
person selected in accordance with Section 11(4). The name drawn shall
be eliminated. Council shall proceed to vote again choosing from the
remaining nominees until a nominee receives the majority of votes cast.
(12) If there are only two nominees left and they each receive the same
number of votes, the Clerk shall place the names of the two nominees, on
equal size pieces of paper, in a ballot box and one name shall be drawn
by the person selected in accordance with Section 11(4). The nominee
whose name is drawn shall be declared the Alternate Member of the
Upper-Tier.
PART 12 – PROCESS TO APPOINT A DEPUTY MAYOR
13.1 Deputy Mayor Position
(1) Council may appoint one of its members as a Deputy Mayor of Council,
to act in place of the Mayor, when the Mayor is unable to attend a
meeting or event for any reason.
(2) The Deputy Mayor shall be elected by open vote during the election
meeting. Each member shall have one vote. The Town Clerk will preside
over the election.
(3) The Deputy Mayor position shall be for the term of Council unless
Council determines otherwise.
(4) Where more than one member of Council has been nominated, an open
vote shall take place in accordance with Sections 11(9) to 11(12), above.
(5) Where only one member of Council has been nominated a resolution
shall be passed and a by-law brought forward for Council’s consideration.
Page 210 of 374
Report Title Appointment of Building Inspector
Report No. DCS 18-42
Author Geno Vanhaelewyn, Chief Building Official
Meeting Type Council Meeting
Council Date DECEMBER 10, 2018
Attachments N/A
Page 1 / 2 CAO
RECOMMENDATION
THAT Council receives Report DCS 18-42 – Appointment of Building Inspector as information.
AND THAT a By-Law to appoint John Vandenheede as a Building Official, Property Standards
Officer and Provincial Offences Officer for the Town of Tillsonburg be brought forward for
Council consideration.
EXECUTIVE SUMMARY
Building/Planning/By-Law Services recently recruited John Vandenheede to the vacant Building
Inspector I position. This report is to request Council for the official appointment of John
Vandenheede as a Building Inspector, Property Standards Officer and Provincial Offences
Officer. This position requires enforcing and performing duties related to the Ontario Building
Code Act and its regulation and enforcing Town of Tillsonburg By-laws and related Provincial
Statutes and Regulations within the Town of Tillsonburg.
CONSULTATION/COMMUNICATION
None required.
FINANCIAL IMPACT/FUNDING SOURCE
N/A - existing position filled.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Objective 1 – Excellence in Local Government - Demonstrates accountability as
Council continues to support the requirements set in the Ontario Building Code Act.
Objective 2 – Economic Sustainability - Demonstrates support of new and existing businesses.
Page 211 of 374
Page 2 / 2 CAO
Report Approval Details
Document Title: DCS 18-42 - Appointment of Building Inspector.docx
Attachments:
Final Approval Date: Dec 3, 2018
This report and all of its attachments were approved and signed as outlined below:
David Calder - Dec 3, 2018 - 8:49 AM
Page 212 of 374
Report Title Lease with Oxford County Community Health Centre
Report No. DCS 18-43
Author Cephas Panschow
Meeting Type Council Meeting
Council Date DECEMBER 10, 2018
Attachments Lease Agreement
Page 1 / 4
RECOMMENDATION
THAT Council receive Report DCS 18-43 Lease with Oxford County Community Health Centre;
AND THAT the Mayor and Clerk be authorized to enter into a lease agreement for the lands
described as part of Lot 2, Concession 5 North of Talbot Road, and more specifically described
as Parts 1 and 2, Plan 41R-4211, with the Oxford County Community Health Centre, subject to
the terms and conditions contained within the lease agreement;
AND THAT a bylaw be brought forward in that regard.
EXECUTIVE SUMMARY
The purpose of this report is to seek Council approval to enter into a new lease agreement with
the Oxford County Community Health Centre to enable storage that supports local social
agencies in meeting the needs of local residents. An initial lease with this organization was
approved on August 8, 2016 and expires on December 31, 2018.
BACKGROUND
On August 8, 2016, Council approved the following motion:
THAT Council receive Report DCS 16-23 Lease of Land for Storage Purposes;
AND THAT the Mayor and Clerk be authorized to enter into a lease agreement for the
lands described as part of Lot 2, Concession 5 North of Talbot Road, and more
specifically described as Parts 1 and 2, Plan 41R-4211, with the Woodstock and Area
Community Health Centre for a term expiring on December 31, 2018 subject to the terms
and conditions contained within the lease agreement;
AND THAT a bylaw be brought forward in that regard.
As the lease is expiring on December 31, 2018, the Tillsonburg Resource Network has
requested that the Town consider extending this lease for another two years. The original lease
only provided for month-to-month extensions, so staff is recommending that a new lease
agreement for a two year period be entered into by the Town.
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Since the original lease was entered into, there have been some changes to the area being
leased. Most notably, the Highway 3 and Clearview Drive intersection widening project has
been completed. While this project will not materially affect the use of the land by the Lessee,
there will be impacts as additional infrastructure to support the development of the Highway 3
Business Park is completed. For example, the extension of Clearview Drive south of Highway 3
will impact the area available to park the storage trailers. However, staff believes that this
impact can be mitigated throughout the term of the lease.
Should there be the need to remove the storage trailer from the property due to these or other
works, staff would use the Termination for Convenience clause in the agreement, which allows
the lease to be terminated upon sixty (60) days notice.
COMMUNITY STRATEGIC PLAN
Supporting the request by the Tillsonburg Resource Network and their partner, the Oxford
County Community Health Centre is consistent with the Town’s Community Strategic Plan:
Section Action Item Comment
3.3 Support the aging
population and an
active senior
citizenship
CSP Coordinator to meet with
Tillsonburg Seniors Centre to
confirm seniors’ health care
needs and gaps in local services
The TRN proposes to create a pool
of used medical equipment that can
be offered free of charge to people in
need of these devices
4.3 Provide
opportunities for
families to thrive
Town Senior Management to
explore viability of alternative
transportation options such as
community transportation, car
share programs and bike share
programs
The TRN proposes to loan bikes to
people that need transportation for
work/other needs.
4.3 Provide
opportunities for
families to thrive
Town Senior Management to
explore viability of alternative
transportation options such as
community transportation, car
share programs and bike share
programs
The TRN proposes to loan furniture
and household items to people that
are in need of these items
Based on the above, staff believes that supporting this request will help create a more
welcoming environment in the Town while supporting the Town’s strategic objectives. Further,
the potential loss of storage for these items may result in the long-term loss of these services if
storage is not found.
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CONSULTATION/COMMUNICATION
The lease agreement that is proposed to be used is an updated version of one that the Town
entered into previously.
The public has not been consulted with respect to this request although the agencies involved
have connections to many people in Tillsonburg who would benefit from these services being
available.
FINANCIAL IMPACT/FUNDING SOURCE
Staff is proposing that no lease amount be charged to the Lessee due to the minor nature of the
lease and in the spirit of creating a welcoming environment in the community. The Oxford
County Community Health Care Centre would be responsible for the costs of moving the
container, obtaining insurance and any other costs related to the use of the lands for storage.
Page 215 of 374
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Report Approval Details
Document Title: Report DCS 18-43 Lease with Oxford County Community Health
Centre.docx
Attachments: - Lease_Agreement-OCCHC-Storage_Container(Dec3,18).pdf
Final Approval Date: Dec 5, 2018
This report and all of its attachments were approved and signed as outlined below:
David Calder - Dec 5, 2018 - 10:15 AM
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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 December 10, 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 on November 5th 2018, 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 (firm for 60 days) 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:
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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
Based on the Evaluation Committee’s results the low price proposal received a total score that
placed them in the middle of pack largely due to consistently scoring lower in all evaluation
categories, except for proposed fee, particularly in their approach and experience.
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, Manager 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.
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Page 3 / 3
Report Approval Details
Document Title: OPS 18-33 Results for RFP2018-004 Old Vienna Road Slope
Stability Study.docx
Attachments:
Final Approval Date: Dec 3, 2018
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Dec 3, 2018 - 9:01 AM
David Calder - Dec 3, 2018 - 9:11 AM
Donna Wilson - Dec 3, 2018 - 9:15 AM
Page 225 of 374
Report Title Results for RFQ 2018-008 Hydro Utility Truck
Report No. OPS 18-34
Author Dan Locke, C.E.T., Manager of Public Works
Meeting Type Council Meeting
Council Date December 10, 2018
Attachments None
Page 1 / 3
RECOMMENDATION
THAT Council receive Report OPS 18-34, Results for RFQ 2018-008 Hydro Utility Truck;
AND THAT Council award RFQ 2018-008 to Oxford Dodge Chrysler Ltd. of London,
Ontario at a cost of $62,465.38 (net HST included).
SUMMARY
Utilizing the Fleet Replacement Strategy Hydro Unit #41, a 2003 medium duty utility truck was
identified for replacement in the 2017 Operations Business Plan. In accordance with the
Purchasing Policy a Request for Quotation (RFQ) was released on November 8th 2018 and
closed on November 23rd 2018 with a total of five (5) plan takers and two (2) bids received. The
tender was advertised on the Tillsonburg website, Ebid Solutions and on Biddingo. Results of
the bid are summarized as follows:
Bidder Location Bid Amount
1. Oxford Dodge Chrysler Ltd. London $62,465.38
2. Drive Products Toronto $86,407.29
The above bid comparison includes net HST of 1.76%.
The bid from Oxford Dodge Chrysler of a lightly used diesel vehicle with a dump body satisfies
Hydro Operations needs while providing an acceptable mechanical and body condition for Fleet
to maintain during its lifecycle. The estimated time of delivery is approximately two to three
weeks. It is therefore staff’s recommendation to award the tender to Oxford Dodge Chrysler.
FINANCIAL IMPACT/FUNDING SOURCE
The 2017 approved budget to replace Hydro Unit #41 is $65,000 from utility funded debt
proceeds. The recommended tender result of $62,465.38 (net HST included) plus other Town
associated costs of approximately $2,500 for decals, scene lighting and two-way radio
installation is within the 2017 approved budget.
COMMUNITY STRATEGIC PLAN
This project supports Objective 2 – Economic Sustainability of the Community Strategic Plan by
providing the necessary equipment to maintain the hydro distribution system.
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Report Approval Details
Document Title: OPS 18-34 Results for RFQ 2018-008 Hydro Utility Truck.docx
Attachments:
Final Approval Date: Dec 3, 2018
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Dec 3, 2018 - 8:33 AM
David Calder - Dec 3, 2018 - 8:51 AM
Donna Wilson - Dec 3, 2018 - 9:15 AM
Page 228 of 374
Report Title Broadway and Trans Canada Trail Crossing
Report No. OPS 18-35
Author Kevin De Leebeeck, P.Eng. Director of Operations
Meeting Type Council Meeting
Council Date December 10, 2018
Attachments Broadway & Trans Canada Trail Pedestrian Crossing
Warrant Analysis.
Page 1 / 4
RECOMMENDATION
THAT Council receive Report OPS 18-35 Broadway and Trans Canada Trail Crossing;
AND THAT Council approves a mid-block controlled pedestrian crossing at Broadway
and the Trans Canada Trail;
AND THAT Council refer the pedestrian crossing facility costs in the amount of $90,000 to
the 2019 capital budget deliberations.
BACKGROUND
The 275m section of Broadway (Highway 19) between Carolina Street and Moose Street
(inclusive of the newly commissioned Trans Canada Trail) consists of a three-lane urban cross-
section, with sidewalks along both sides. Broadway is classified as an arterial roadway with a
posted speed of 50 km/hr and no stopping restriction on both sides. Currently, the only
controlled pedestrian crossing location from the Trans Canada Trail is located approximately
275m north at the intersection of North Street.
SUMMARY
In accordance with the Purchasing Policy staff retained the services of a Registry Appraisal and
Qualification System (RAQS) certified consultant to conduct a pedestrian crossing warrant
analysis along Broadway Street from Carolina Street to Moose Street. The pedestrian crossing
data was collected in mid-September to ensure pedestrian crossing activity associated with
students from the nearby Glendale High School and users of the newly commissioned Trans
Canada Trail were captured. The detailed investigation indicates the pedestrian crossing
volumes satisfy the warrant conditions for a controlled mid-block Pedestrian Crossover (PXO)
Level 2 Type B facility as shown in Figure 1.
Since Broadway Street is a designated Connecting Link under the Public Transportation and
Highway Improvement Act, R.S.O. 1990 and the Province’s role to safeguard the through-
movement nature of traffic along the Connecting Link, the detailed design of the PXO including
the civil and electrical requirements of the traffic control system configuration would need to be
completed by a RAQS certified consultant and will require approval by the MTO. An amendment
to the Town’s Traffic By-law will also be required as part of the MTO submission and approval
process.
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Once MTO approval is received a tender would be issued for the supply and installation of the
pedestrian crossing facility with contract administration and construction inspection performed in-
house by Town Engineering Staff.
CONSULTATION/COMMUNICATION
Staff have initiated dialogue and will continue to work with the MTO and RAQS certified
consultant during the detailed design stage and application process. A subsequent staff report
to Council of the finalized design seeking a Traffic By-law amendment would be brought forward
in 2019.
Any planned temporary roadway or lane closures in order to facilitate the work will be kept to a
minimum and communicated to the general public in advance following the guidelines set forth in
Ontario Traffic Manual - Book 7 Temporary Conditions.
FINANCIAL IMPACT/FUNDING SOURCE
Based on the design and construction costs at the recently installed Broadway and Glendale
PXO (Level 2 Type B) facility the same expenditure of approximately $90,000 is anticipated for
the mid-block pedestrian crossing facility at the Trans Canada Trail. This project will be included
in the draft 2019 capital budget deliberations.
COMMUNITY STRATEGIC PLAN
Implementation of active transportation network linkage supports community connectivity and is
supported by the Community Strategic Plan under Goal 3.3 to support the aging population and
active senior citizenship and under Goal 4.3 to improve mobility and promote environmentally
sustainable living.
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Figure 1: Pedestrian Crossover Level 2 Type B – Mid-block (3-lane with centre 2-way
left-turn lane)
(Source: Ontario Traffic Manual Book 15, June 2016)
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Report Approval Details
Document Title: OPS 18-35 Broadway and Trans Canada Trail Crossing.docx
Attachments:
Final Approval Date: Dec 3, 2018
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Dec 3, 2018 - 9:00 AM
David Calder - Dec 3, 2018 - 9:10 AM
Donna Wilson - Dec 3, 2018 - 9:14 AM
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5A-150 Pinebush Road
Cambridge ON N1R 8J8
p: 519.896.3163
905.381.2229
416.479.9684
www.ptsl.com
3 December 2018
Project: 180230
Kevin De Leebeeck, P.Eng.
Director of Operations
Town of Tillsonburg
200 Broadway, Suite 204
Tillsonburg, ON N4G 5A7
Dear Mr. De Leebeeck:
RE: BROADWAY AND TRANS CANADA TRAIL PEDESTRIAN CROSSING WARRANT
ANALYSIS, TOWN OF TILLSONBURG
Paradigm Transportation Solutions Limited (Paradigm) was retained by the Town of
Tillsonburg (Town) to conduct a pedestrian crossing warrant analysis for Broadway at the
Trans Canada Trail (TCT). The Town recently developed the former rail corridor south of North
Street into a recreational trail. Following the recommendation set out in the Broadway Crossing
Warrant Analysis completed by Paradigm in 20161, the Town wishes to review the TCT
crossing of Broadway to assess whether a pedestrian crossing treatment is warranted based
on criteria set out in the Ontario Traffic Manual (OTM).
This letter report:
Provides an overview of the study area examined for the warrant analysis;
Outlines the basis for the pedestrian warrant calculations;
Details the data collection program;
Summarizes the data analysis and warrant calculations;
Provides recommendations regarding the installation of a pedestrian crossing facility or
alternative measures to enhance pedestrian safety;
Examines compliance of the trail accesses with the provisions of the Accessibility for
Ontarians with Disabilities Act (AODA) Design of Public Spaces Standards (in O.Reg.
191/11); and
Recommends appropriate signage to guide pedestrians.
1 Paradigm Transportation Solutions Limited. Broadway Pedestrian Crossing Warrant Analysis. 28 July 2016.
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It is noted that the analyses presented in this report do not examine the warrants for Stop or
Yield controlled intersections, supervised crossings, or traffic signal warrants for motorized
vehicles.
Study Area
Broadway (Highway 19) is a main artery in Tillsonburg, connecting the Town centre to
Highway 401 (and points beyond). The road is under the jurisdiction of the Ministry of
Transportation of Ontario (MTO), with the Town responsible for operating and maintaining
Broadway pursuant to a connecting link agreement with MTO.
Within the 275 metre study area shown in Figure 1, Broadway travels in a northwest/southeast
orientation and has a posted speed limit of 50 km/h. The road features an urban cross-section,
with sidewalks along both sides. Broadway has a three-lane cross-section, with a travel lane in
each direction and a centre two-way left-turn lane. Stopping is restricted on both sides of the
roadway within the study area.
All intersections in the study area are two-way Stop controlled, with unimpeded flow on
Broadway. Pedestrians attempting to cross the roadway must wait for gaps in traffic as there
are currently no protected crossing locations. Broadway and North Street, 275 metres north of
the TCT, is the nearest signalized intersection with pedestrian crossing facilities.
The adjacent land uses along Broadway consist of retail commercial businesses, including
restaurants and a cinema. Many students from Glendale High School, located approximately
1.2 kilometres south of the study area, walk to the restaurants during their lunch break via
Broadway.
Warrant Calculation
The analyses presented in this report are based on the recommended practices contained in
Ontario Traffic Manual (OTM) Book 12 – Traffic Signals2 and OTM Book 15 – Pedestrian
Crossing Treatments3. Section 5 (Treatment System Selection for Controlled Crossings) of
OTM Book 15 sets out the decision-making process for the installation of Pedestrian Crossing
Treatment Systems for Controlled Pedestrian Crossings. OTM Book 15 provides a decision
support tool (DST) for selecting the most appropriate crossing treatment (shown in Figure 2).
“The DST includes two components: (1) Preliminary Assessment and (2) Pedestrian Crossing
Selection. The preliminary assessment is used to check whether a pedestrian crossing control
measure is warranted at a candidate site and then the pedestrian crossing selection assists
practitioners in choosing a pedestrian crossing treatment system for the site”.4 According to
OTM Book 15, the hierarchy of treatment systems is as follows:
2 Ministry of Transportation of Ontario. Ontario Traffic Manual Book 12 – Traffic Signals. March 2012.
3 Ministry of Transportation of Ontario. Ontario Traffic Manual Book 15 – Pedestrian Crossing Treatments. June
2016.
4 Idem, p.25
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Traffic Signals
Full Traffic Signal
Intersection Pedestrian Signals (IPS)
Mid-block Pedestrian Signal (MPS)
Pedestrian Crossovers (PXO)
Level 1 Type A
Level 2 Type B
Level 2 Type C
Level 2 Type D
Stop Controlled or Yield Controlled Intersections
Supervised School Crossing
Application of the DST requires pedestrian crossing and traffic volume data for the subject
road segment over a typical day. A minimum of eight (8) hours of pedestrian and vehicle count
information and pedestrian delay data is needed to assess the merit of installing traffic signals
based on Justification 6 (Pedestrian Volume and Delay) of OTM Book 12. Either four (4) or
eight (8) hours of pedestrian and vehicle counts are required to assess the merit of installing a
PXO, as per OTM Book 15. Total adjusted pedestrian volume is used in all calculations, which
is estimated as follows:
Adjusted Pedestrian Volume = Unassisted + (2 x Assisted)
where,
Assisted pedestrians include children under the age of 12, senior citizens, individuals
who are disabled, and any other person requiring special consideration. In cases where
an adult is accompanying a pedestrian included in the “assisted” category, both
individuals should be counted as “assisted” pedestrians to reflect their higher vulnerability. It should be recognized that the exact age of the pedestrian is not critical,
but the observer will need to use judgement to place each pedestrian into one of the two
categories.
Unassisted pedestrians are all adults and adolescents at or above the age of 12.
For traffic signals, pedestrian volume and delay must meet the thresholds specified in
Justifications 6A and 6B, respectively, over an eight (8)-hour period to warrant installation due
to pedestrian activity. Tables 1 and 2 summarize the minimum pedestrian volumes and delays,
respectively, to satisfy the justifications, which are also dependent on roadway vehicle
volumes. As noted in the tables, the minimum justification for traffic signals is 200 adjusted
pedestrians and 75 pedestrians experiencing a delay of 10 or more seconds, where roadway
volumes exceed 7,000 vehicles over eight (8) hours.
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TABLE 1: TRAFFIC SIGNAL JUSTIFICATION 6A – PEDESTRIAN VOLUME
(SOURCE: OTM BOOK 12, TABLE 18)
TABLE 2: TRAFFIC SIGNAL JUSTIFICATION 6B – PEDESTRIAN DELAY
(SOURCE: OTM BOOK 12, TABLE 19)
For the installation of a PXO, the justification is based on either:
Eight (8)-hour pedestrian volume ≥ 100 and eight (8)-hour vehicle volume ≥ 750, or
Four (4)-hour pedestrian volume ≥ 65 and four (4)-hour vehicle volume ≥ 395.
At sites where volume thresholds are not met, a PXO may still be justified to provide system
connectivity or if it is on pedestrian desire lines based on engineering judgement. In this case,
the PXO must be more than 200 metres from another traffic control device.
If a candidate site meets the above requirements, the appropriate PXO treatment is selected
using the Pedestrian Crossover Selection Matrix provided in Table 7 of OTM Book 15. The
selection matrix, Figure 3, considers the two-way vehicular volume, speed limit and roadway
cross-section to select the appropriate treatment.
<200 200 - 275 276 - 475 476 - 1000 >1000
<1440 Not Justified Not Justified Not Justified Not Justified Not Justified
1440 - 2600 Not Justified Not Justified Not Justified See Equation 1 Justified
2601 - 7000 Not Justified Not Justified See Equation 2 Justified Justified
>7000 Not Justified See Equation 3 Justified Justified Justified
Equation 1:Justified if net 8-hour ped vol. > (1650 - (0.45V8))
Equation 2:Justified if net 8-hour ped vol. > (0.00001V82 - 0.146V8 + 800)
Equation 3:Justified if net 8-hour ped vol. > (340 - (0.0094V8))
% Justification = ((net 8 hour pedestrian volume)/(Equation 1, 2 or 3 as appropriate)) x 100%
8 Hour
Vehicular
Volume (V8)
Net 8 Hour Pedestrian Volume
<75 75 - 130 >130
<200 Not Justified Not Justified Not Justified
200 - 300 Not Justified
Justified if Vol. of Delayed
Peds. > (240 - (0.55 x Vol.
of Total Peds))
Justified
>300 Not Justified Justified Justified
% Justification = ((net 8 hour delayed pedestrian volume) / (threshold volume for justification)) x 100%
Net Total 8 Hour Vol. of
Total Pedestrians
Net Total 8 Hour Volume of Delayed Pedestrians
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The warrant assessment also considers the potential to consolidate crossings at one location,
as described in OTM Book 12. “If a roadway is crossed by pedestrians at several locations,
and the introduction of a signal-protected crossing is likely to consolidate the crossings at a
single point, the road segment may be divided into zones, with an appropriate proportion of
crossings in each zone reassigned to the signal-protected crossing zone”.5
Data Collection and Methodology
The study area was divided into four (4) roughly equal sections for the collection of pedestrian
volume and delay data. Miovision Scout video data collection units positioned as shown in
Figure 4 recorded 12 hours of pedestrian activity at each location to ensure that the peak
eight (8) hours of data were captured. The data were collected over four (4) days, Wednesday
19 September 2018, Thursday 20 September 2018, Saturday 22 September 2018 and Sunday
23 September 2018, from 8:00 AM to 8:00 PM. These dates were not in conflict with any
statutory or major events in the Town based on a review of the Town of Tillsonburg website.
Data for the section at the TCT (Section 2) was analyzed first to determine the peak times of
pedestrian activity on Broadway. To simplify the data processing and analyses, the review
period was reduced to the nine (9) peak hours of pedestrian traffic, determined to be 10:00 AM
to 7:00 PM. For the remaining sections, pedestrian volumes for only the nine (9) peak hours
noted above were summarized from the video data. These periods generally coincide with
lunch and evening recreational activities before dark.
The Wednesday, Thursday and Saturday data were processed and analyzed prior to the
Sunday data and resulted in the same conclusion. Therefore, the Sunday data was not
reviewed as part of the following analyses and warrant calculation. Attachment A provides the
pedestrian counts for all sections of the study area along Broadway.
The vehicle volume data were extracted from the video recording using Miovision’s processing
software. The data includes directional vehicle volumes and classification for the entire data
collection period, 8:00 AM to 8:00 PM, Wednesday to Sunday (excluding Friday).
Attachment B provides the vehicle volume data for Broadway at the TCT crossing.
Data Analysis and Warrant Calculation
To determine if crossing protection is required (i.e. MPS, PXO), the highest eight (8) hours of
pedestrian volume and vehicle volume data were extracted from the reviewed data. Table 3
summarizes the eight (8) hour pedestrian counts for each section of Broadway. Where the
peak pedestrian volume was observed during multiple eight (8) hour periods, the eight (8) hour
peak with the corresponding highest observed vehicle volume was selected. This was to
ensure the highest level of pedestrian crossing control would be selected, if warranted.
Attachment C provides the eight (8)-hour pedestrian volume data.
5 Ministry of Transportation of Ontario. Ontario Traffic Manual Book 12 – Traffic Signals, page 88. March 2012.
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TABLE 3: EIGHT (8)-HOUR PEDESTRIAN VOUMES ON BROADWAY
Based on the data collected, Sections 2 and 3 exhibited the most significant pedestrian traffic:
Section 2, south of the TCT facing north, including Broadway from the TCT north to
Moose Street, ranged from 31 to 94 unassisted and 0 to 11 assisted pedestrian
crossings throughout the data collection period. The adjusted pedestrian volumes
ranged from 53 to 96 pedestrians.
Section 3, located across from the A&W south driveway facing north, including
Broadway to the TCT, ranged from 11 to 97 unassisted and 0 to 9 assisted pedestrian
crossings throughout the data collection period. The adjusted pedestrian volumes
ranged from 29 to 101 pedestrians.
Overall, the recorded pedestrian volumes in the study area were highest on Wednesday
(222 adjusted pedestrians) and lowest on Saturday (109 adjusted pedestrians).
The study area may be considered a zone for justification purposes as it encompasses an area
only 275 metres in length. In addition, pedestrian crossings should be placed at a minimum of
200 metres from the nearest traffic control devices. Given the traffic signal at Broadway and
North Street, if a pedestrian crossing is warranted and installed at the TCT, no other crossings
should be installed in the study area.
Unassisted Assisted Adjusted
1 909
2 94 1 96
3 97 2 101
4 16 0 16
Total 216 3 222
1 404
2 68 0 68
3 62 0 62
4 8212
Total 142 2 146
1 202
2 31 11 53
3 11 9 29
4 13 6 25
Total 57 26 109
PedestriansDate Section
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Table 4 summarizes the peak hours and corresponding pedestrian crossing and vehicle
volumes utilized for the following analysis.
TABLE 4: EIGHT (8)-HOUR DATA
Table 5 summarizes the MPS warrant analysis based on Justification 6A and Justification 6B
detailed in Table 1 and Table 2, respectively. Based on the Thursday and Saturday eight (8)-
hour pedestrian volumes, neither Justification 6A or 6B are met. On Wednesday, Justification
6A is only fulfilled 83.5%, which does not meet the level set out by the warrant procedure
(100%). As Justification 6A was not met, pedestrian delay data required for Justification 6B
was not observed. Therefore, total adjusted pedestrian volume does not meet the minimum
justification, indicating that an MPS is not warranted at this time at the TCT crossing with
Broadway. Alternatively, a PXO crossing should be considered for Broadway.
TABLE 5: MPS WARRANT ANALYSIS
Table 6 summarizes the PXO warrant analysis based on the eight (8)-hour pedestrian volume
vehicle volume thresholds. The number of pedestrian crossings during all eight (8)-hour data
collection periods exceeds the pedestrian volume threshold (100 adjusted pedestrians),
indicating a PXO would be merited if vehicle volumes surpass the threshold stated in OTM
Book 15. The vehicle volume exceeds the vehicle volume threshold (750 vehicles) during all
eight (8)-hour data collection periods, thereby satisfying the minimum vehicle volume
justification for a PXO.
As previously noted, the TCT Crossing is located over 200 metres away from the nearest
traffic control device at Broadway and North Street, therefore the site is a candidate for a PXO.
Figure 5 provides the path through MTO’s Decision Support Tool.
Data Wednesday
September 19 2018
Thursday
September 20 2018
Saturday
September 22 2018
Eight (8)-Hour Peak 11 AM to 7 PM 10 AM to 6 PM 10:45 AM to 6:45 PM
Pedestrian Volume 222 146 109
Vehicle Volume 7879 8283 7477
Data Wednesday
September 19 2018
Thursday
September 20 2018
Saturday
September 22 2018
Justification 6A 83.5% Not Justified Not Justified
Justification 6B*requires 118 delayed Not Justified Not Justified
MPS Warrant Not Justified Not Justified Not Justified
* Delay was not observed as Justification 6A was not met.
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TABLE 6: PXO WARRANT ANALYSIS
At this location, Broadway has a three-lane cross section with a speed limit of 50 km/h. Based
on the Pedestrian Crossover Selection Matrix (Figure 3) the justification for a PXO Level 2
Type B is met for the zone as the traffic volumes fall within the range of 6,000 to 7,500 vehicles
(Saturday) and 7,500 to 17,500 vehicles (Wednesday and Thursday) stated in OTM Book 15.
Figure 6 shows the suggested PXO in the Pedestrian Crossover Selection Matrix based on
the previously detailed inputs.
Attachment D details the components for a PXO Level 2 Type B and typical layout for a mid-
block crossing on a three (3) lane road with a centre two-way left-turn lane. While not shown in
Figure 22 on page 70 of OTM Book 15, a Stop for Pedestrians (Ra-4t) tab is required together
with the side-mounted pedestrian crossover signs (Ra-5R and Ra-5L) at Level 2 Type B
crossing, as detailed in Table 116.
A PXO may be installed at an intersection or a midblock location. Based on the data collected,
the majority of pedestrians cross at or near the TCT crossing with Broadway. At this location,
Broadway is fronted by the TCT, with only one (1) driveway in the near vicinity, providing
favourable conditions for a midblock crossing. In addition, a PXO would maintain pedestrian
desire lines on the TCT. For these reasons, the Broadway at the TCT should be considered as
the preferred protected pedestrian crossing location within the study area.
6 Ministry of Transportation of Ontario. Ontario Traffic Manual Book 15 – Pedestrian Crossing Treatments,
page 68. June 2016.
Data Wednesday
September 19 2018
Thursday
September 20 2018
Saturday
September 22 2018
Pedestrian Volume Threshold
Vehicle Volume Threshold
PXO Warrant Justified Justified Justified
Type PXO B PXO B PXO B
100
750
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Illumination
Adequate lighting should be provided at the crossing, on both sides of the roadway, to
enhance the safety of pedestrians. According to the TAC Geometric Design Guide for
Canadian Roads7 and the MTO Design Supplement for the TAC Geometric Design Guide for
Canadian Roads8: “All mid-block pedestrian crossovers should be considered for pedestrian
lighting. […] Carefully designed illumination of pedestrian areas improves pedestrian visibility
to drivers.” Further guidance can be found in TAC Guide for the Design of Roadway Lighting.9
Pedestrian Signage
Pedestrian crossovers are a relatively new type of pedestrian crossing in Ontario that users
may not be familiar with. To ensure pedestrian safety, it is important pedestrians know how to
properly use the crossing, specifically, pedestrians should know to:
Use caution;
Make sure the driver or cyclist has enough time to stop before beginning to cross;
Make it clear that they want to cross;
If there is a push button at the crossing (e.g. at a PXO Level 2 Type B), press it to
activate the flashing lights;
Make sure the driver or cyclist sees them before beginning to cross; and
Cross when traffic has come to a complete stop and they feel it is safe.
Some municipalities in Ontario have installed signage at PXO locations to guide pedestrians
crossing the roadway and in-road signage to direct motorists to “Stop for pedestrians within
crosswalk”. Attachment E provides images of PXO signage from municipalities in Ontario.
Signage may include instructions to:
Push the button to activate the warning lights;
Wait for traffic to stop;
Make eye contact with drivers;
Dismount and walk bikes across the crossing; and
Stay alert.
It is recommended the Town install signage which includes the above information to guide
pedestrians at the recommended PXO crossing at the TCT and Broadway. The Town may also
7 Transportation Association of Canada. Geometric Design Guide for Canadian Roads, Section 6.5.4.3. June
2017.
8 Ministry of Transportation of Ontario. Design Supplement for the TAC Geometric Design Guide for Canadian
Roads, Section 6.5.4.3. June 2017.
9 Transportation Association of Canada. Guide for the Design of Roadway Lighting, Chapter 12. 2006.
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consider installing in-road signage to direct motorist to stop for pedestrians within the
crosswalk.
AODA Compliance
The PXO crossing of Broadway should be designed in compliance with the provisions of the
Accessibility for Ontarians with Disabilities Act (AODA) Design of Public Spaces Standards (in
O.Reg. 191/11)10 and include curb ramps at the crossing. Curb ramps provide access for
people using wheelchairs or scooters at crossings where there is an elevation change between
the sidewalk and the street level crossing and are discussed in section 80.26 of the AODA.
Attachment F includes Section 2.1.5 of the GAATES Illustrated Technical Guide to the
Accessibility Standard for the Design of Public Spaces.11 As explained in the guide: “This
document is provided as a guide to the Accessibility Standard for the Design of Public Spaces,
which is part of Ontario Regulation 191/11 under the Accessibility for Ontarians with
Disabilities Arc, 2005 (AODA). The Guide is not legal advice and should be read together with
the official language of the Standard and the AODA.”
The curb ramp at the PXO crossing should follow the AODA requirements for:
Clear width;
Running slope;
Direction;
Cross slope;
Flared side slope; and
Tactile walking surface indicators, including:
Location;
Size;
Profile; and
Tonal contrast.
In addition, at Broadway, the access to the TCT should be in compliance with the provisions of
the AODA O.Reg. 191/11, Section 80.9 – Technical Requirements for Recreational Trails (1) 8.
Which specifically details signage required at each trail head that provides the following
information:
The length of the trail;
The type of surface of which the trail is constructed;
10 Government of Ontario. O. Reg. 191/11: Integrated Accessibility Standards under Accessibility for Ontarians
with Disabilities Act, 2005, S.O. 2005, c. 11. 01 July 2016.
11 Global Alliance on Accessible Technologies and Environments. Illustrated Technical Guide to the Accessibility
Standard for the Design of Public Spaces. 2016
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The average and the minimum trail width;
The average and maximum running slope and cross slope; and
The location of amenities, where provided. O. Reg. 413/12, s. 6.
Section 80.9 (2) further details the signage must have text that:
Has high tonal contrast with its background in order to assist with visual recognition; and
Includes characters that use a sans serif font. O. Reg. 413/12, s. 6.
While the Broadway access to the TCT may not be considered the “trail head”, trail users may
choose to park at nearby commercial properties and access the TCT at this location. It is
recommended the Town provide AODA compliant signage at the TCT access on both sides of
Broadway. Any barriers on the trail between access points should be clearly noted on the
signage.
Recommendations
It is recommended that a PXO Level 2 Type B be installed at the Trans Canada Trail crossing
with Broadway. The crossing should include appropriate signage to guide pedestrians using
the new PXO and to direct motorists to stop for pedestrians.
It is also recommended that the Town provide adequate illumination, preferably on both sides
of the crossing.
It is further recommended the Town provide AODA compliant curb ramps on the sidewalks, in
the direction of the crossing, as well as AODA compliant signage at the TCT access on both
sides of Broadway. Any barriers on the trail between access points should be clearly noted on
the signage.
Thank you for the opportunity to offer our services. Please contact the Josée Dumont at
(416) 479-9684 x503 or by email jdumont@ptsl.com if you have any questions relating to this
report.
Yours very truly,
PARADIGM TRANSPORTATION SOLUTIONS LIMITED
Josée Dumont
M.A.Sc., P.Eng., MITE
Senior Project Manager
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Attachment A
Pedestrian Crossing Data
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Unassisted Pedestrians Assisted Pedestrians Unassisted Pedestrians Assisted Pedestrians Unassisted Pedestrians Assisted Pedestrians8:00 8:150010008:15 8:300010008:30 8:450010108:45 9:001010009:00 9:150001009:15 9:300000009:30 9:450000009:45 10:0000000010:00 10:1500001010:15 10:3000000010:30 10:4500000010:45 11:0000000011:00 11:1540000011:15 11:3010000011:30 11:4500000011:45 12:0000000012:00 12:1500001012:15 12:3000000012:30 12:4500000012:45 13:0000000013:00 13:1510001013:15 13:3010000013:30 13:4500000013:45 14:0000000014:00 14:1500000014:15 14:3000000014:30 14:4500000014:45 15:0010000015:00 15:1500100015:15 15:3000000015:30 15:4500000015:45 16:0000100016:00 16:1500000016:15 16:3000200016:30 16:4500000016:45 17:0000000017:00 17:1500000017:15 17:3000000017:30 17:4500000017:45 18:0000000018:00 18:1500000018:15 18:3000000018:30 18:4500000018:45 19:0010000019:00 19:1500000019:15 19:3000000019:30 19:4500000019:45 20:000000001008140Total PedestriansTotal Adjusted Pedestrians10Braodway & Moose StreetThursday, September 20, 2018 Saturday, September 22, 201810 4Wednesday, September 19, 2018Location:Video Date:TimePage 251 of 374
Unassisted Pedestrians Assisted Pedestrians Unassisted Pedestrians Assisted Pedestrians Unassisted Pedestrians Assisted Pedestrians8:00 8:151000208:15 8:300010308:30 8:451000008:45 9:001000009:00 9:152010109:15 9:300000109:30 9:450000009:45 10:0010000010:00 10:1500105010:15 10:3020101010:30 10:4500000010:45 11:0000204011:00 11:15 6 0 20 0 2 011:15 11:30 38 0 35 0 0 411:30 11:45 100002011:45 12:0050001012:00 12:15 8 0002012:15 12:30 0 0000212:30 12:4521002012:45 13:0020000013:00 13:1510000013:15 13:3020000013:30 13:4500000013:45 14:0000000014:00 14:1500100014:15 14:3000002014:30 14:4500000014:45 15:0000300315:00 15:1500000015:15 15:3020003015:30 15:4530001215:45 16:0030000016:00 16:1500000016:15 16:3020100016:30 16:4500200016:45 17:0000202017:00 17:1520003017:15 17:3010004017:30 17:4530000017:45 18:0000000018:00 18:1520002018:15 18:3000001018:30 18:4500000018:45 19:0020100019:00 19:1530000019:15 19:3010002019:30 19:4500000019:45 20:00001010106 1 72 0 47 11Total Adjusted Pedestrians108Braodway Near Trail CrossingThursday, September 20, 2018 Saturday, September 22, 201872 69Location:Video Date: Wednesday, September 19, 2018TimeTotal PedestriansPage 252 of 374
Unassisted Pedestrians Assisted Pedestrians Unassisted Pedestrians Assisted Pedestrians Unassisted Pedestrians Assisted Pedestrians8:00 8:158:15 8:308:30 8:458:45 9:009:00 9:15009:15 9:30009:30 9:45209:45 10:000010:00 10:1500000010:15 10:3000000010:30 10:4500200010:45 11:0000000311:00 11:15 48 0 30 0 1 011:15 11:30 31 0 19 0 2 011:30 11:4540401011:45 12:0000003012:00 12:1500000012:15 12:3000200012:30 12:4520100012:45 13:0000000013:00 13:1500000013:15 13:3010000013:30 13:4500000013:45 14:0002000014:00 14:1500201014:15 14:3000100214:30 14:4500000014:45 15:0040000015:00 15:1500000015:15 15:3020000015:30 15:4500001015:45 16:0000000016:00 16:1500000016:15 16:3000001016:30 16:4500000016:45 17:0000000017:00 17:1530000017:15 17:3000100017:30 17:4500001017:45 18:0010000018:00 18:1500000018:15 18:3000000418:30 18:4510000018:45 19:0000000019:00 19:1519:15 19:3019:30 19:4519:45 20:0097 2 62 0 13 9Total Adjusted Pedestrians101Broadway between Trail Crossing & Carolina StreetThursday, September 20, 2018 Saturday, September 22, 201862 31Location:Video Date: Wednesday, September 19, 2018TimeTotal PedestriansPage 253 of 374
Unassisted Pedestrians Assisted Pedestrians Unassisted Pedestrians Assisted Pedestrians Unassisted Pedestrians Assisted Pedestrians8:00 8:158:15 8:308:30 8:458:45 9:009:00 9:15009:15 9:30009:30 9:45009:45 10:000010:00 10:1510000010:15 10:3010002010:30 10:4510000010:45 11:0000002011:00 11:1500210011:15 11:3000000011:30 11:4500001011:45 12:0000000012:00 12:1530000012:15 12:3030100012:30 12:4530200012:45 13:0000000013:00 13:1500000013:15 13:3000000013:30 13:4500000013:45 14:0000000014:00 14:1500010014:15 14:3010002014:30 14:4500000014:45 15:0000000215:00 15:1500000015:15 15:3010000015:30 15:4500000015:45 16:0000003016:00 16:1500000016:15 16:3020000016:30 16:4520001016:45 17:0000100017:00 17:1500000017:15 17:3000200017:30 17:4500000017:45 18:0010000018:00 18:1500000018:15 18:3000004018:30 18:4500300418:45 19:0000001019:00 19:1519:15 19:3019:30 19:4519:45 20:0019 0 11 2 16 6Broadway & Carolina StreetTotal Adjusted Pedestrians19Thursday, September 20, 201815Saturday, September 22, 201828Location:Video Date: Wednesday, September 19, 2018TimeTotal PedestriansPage 254 of 374
Paradigm Transportation Solutions Limited | Attachments
Attachment B
Vehicle Volume Data
Page 255 of 374
Paradigm Transportation Solutions Limited22 King Street South, Suite 300Waterloo, Ontario, Canada N2J 1N8519-896-3163 cbowness@ptsl.comCount Name: Broadway Street Trail Crossing -WednesdaySite Code:Start Date: 09/19/2018Page No: 1Richtung (Southbound)Start TimeLightsMediumsArticulated TrucksTotal8:00 AM93871088:15 AM107391198:30 AM8944978:45 AM115341229:00 AM96651079:15 AM8151879:30 AM103411089:45 AM1245413310:00 AM84038710:15 AM942810410:30 AM85449310:45 AM1074511611:00 AM1144512311:15 AM1122612011:30 AM1234413111:45 AM1076311612:00 PM1013711112:15 PM1305213712:30 PM1031510912:45 PM112331181:00 PM8821911:15 PM118321231:30 PM8556961:45 PM110131142:00 PM103331092:15 PM102221062:30 PM105421112:45 PM102431093:00 PM109421153:15 PM152521593:30 PM148421543:45 PM119411244:00 PM143231484:15 PM136201384:30 PM132121354:45 PM125331315:00 PM126311305:15 PM135011365:30 PM14520147Page 256 of 374
5:45 PM119211226:00 PM113121166:15 PM109011106:30 PM109221136:45 PM109101107:00 PM139111417:15 PM9711997:30 PM8500857:45 PM960096Total53391381375614Total %95.12.52.4100.0AM Times11:00 AM8:45 AM10:30 AM11:00 AMAM Peaks4561820490PM Times4:30 PM12:45 PM2:00 PM4:30 PMPM Peaks5181310532Page 257 of 374
Paradigm Transportation Solutions Limited22 King Street South, Suite 300Waterloo, Ontario, Canada N2J 1N8519-896-3163 cbowness@ptsl.comCount Name: Broadway Street Trail Crossing -WednesdaySite Code:Start Date: 09/19/2018Page No: 3Richtung (Northbound)Start TimeLightsMediumsArticulated TrucksTotal8:00 AM102351108:15 AM9243998:30 AM9215988:45 AM102531109:00 AM109641199:15 AM93431009:30 AM102501079:45 AM93219610:00 AM91139510:15 AM954410310:30 AM992610710:45 AM1013611011:00 AM1090411311:15 AM1013811211:30 AM1172512411:45 AM1137612612:00 PM1285213512:15 PM1262313112:30 PM1204312712:45 PM92641021:00 PM102341091:15 PM981021101:30 PM107341141:45 PM106311102:00 PM117441252:15 PM128481402:30 PM136561472:45 PM130741413:00 PM130511363:15 PM123001233:30 PM135511413:45 PM126411314:00 PM122511284:15 PM113161204:30 PM146321514:45 PM162301655:00 PM123231285:15 PM141341485:30 PM12805133Page 258 of 374
5:45 PM8911916:00 PM9900996:15 PM106111086:30 PM110011116:45 PM8800887:00 PM9610977:15 PM111011127:30 PM9001917:45 PM841186Total53231431415607Total %94.92.62.5100.0AM Times11:00 AM8:45 AM10:30 AM11:00 AMAM Peaks4402024475PM Times4:30 PM12:45 PM2:00 PM4:30 PMPM Peaks5722222592Page 259 of 374
Paradigm Transportation Solutions Limited22 King Street South, Suite 300Waterloo, Ontario, Canada N2J 1N8519-896-3163 cbowness@ptsl.comCount Name: Broadway Street Trail Crossing -WednesdaySite Code:Start Date: 09/19/2018Page No: 5Page 260 of 374
Paradigm Transportation Solutions Limited22 King Street South, Suite 300Waterloo, Ontario, Canada N2J 1N8519-896-3163 cbowness@ptsl.comCount Name: Broadway Street Trail Crossing -ThursdaySite Code:Start Date: 09/20/2018Page No: 1Richtung (Southbound)Start TimeLightsMediumsArticulated TrucksTotal8:00 AM8825958:15 AM104721138:30 AM103741148:45 AM103141089:00 AM100111029:15 AM106221109:30 AM94721039:45 AM917410210:00 AM89249510:15 AM86249210:30 AM1062311110:45 AM1123411911:00 AM1061511211:15 AM973410411:30 AM1141211711:45 AM1151211812:00 PM1254213112:15 PM1093111312:30 PM1043110812:45 PM121351291:00 PM9530981:15 PM118801261:30 PM115631241:45 PM121561322:00 PM108741192:15 PM114431212:30 PM105131092:45 PM117331233:00 PM140111423:15 PM148611553:30 PM143641533:45 PM149611564:00 PM144321494:15 PM145621534:30 PM143401474:45 PM144331505:00 PM124221285:15 PM153221575:30 PM12211124Page 261 of 374
5:45 PM119001196:00 PM102211056:15 PM127021296:30 PM135001356:45 PM100031037:00 PM8600867:15 PM8310847:30 PM7431787:45 PM610061Total54081451095662Total %95.52.61.9100.0AM Times10:45 AM8:00 AM8:00 AM10:45 AMAM Peaks4291715452PM Times4:00 PM1:15 PM1:15 PM4:00 PMPM Peaks5762613599Page 262 of 374
Paradigm Transportation Solutions Limited22 King Street South, Suite 300Waterloo, Ontario, Canada N2J 1N8519-896-3163 cbowness@ptsl.comCount Name: Broadway Street Trail Crossing -ThursdaySite Code:Start Date: 09/20/2018Page No: 3Richtung (Northbound)Start TimeLightsMediumsArticulated TrucksTotal8:00 AM108441168:15 AM8553938:30 AM8836978:45 AM102481149:00 AM7010719:15 AM100211039:30 AM7265839:45 AM952510210:00 AM1053211010:15 AM1111311510:30 AM1043311010:45 AM1247113211:00 AM1343314011:15 AM1074311411:30 AM1124412011:45 AM1132311812:00 PM1292113212:15 PM1393214412:30 PM1190212112:45 PM112641221:00 PM138701451:15 PM97761101:30 PM127331331:45 PM115331212:00 PM140511462:15 PM127711352:30 PM126541352:45 PM117651283:00 PM138441463:15 PM139411443:30 PM138521453:45 PM136731464:00 PM137321424:15 PM147721564:30 PM165231704:45 PM145621535:00 PM146221505:15 PM132121355:30 PM12810129Page 263 of 374
5:45 PM100201026:00 PM123411286:15 PM107001076:30 PM9900996:45 PM7911817:00 PM132201347:15 PM8501867:30 PM8010817:45 PM791080Total55511611125824Total %95.32.81.9100.0AM Times10:45 AM8:00 AM8:00 AM10:45 AMAM Peaks4771621506PM Times4:00 PM1:15 PM1:15 PM4:00 PMPM Peaks5941813621Page 264 of 374
Paradigm Transportation Solutions Limited22 King Street South, Suite 300Waterloo, Ontario, Canada N2J 1N8519-896-3163 cbowness@ptsl.comCount Name: Broadway Street Trail Crossing -ThursdaySite Code:Start Date: 09/20/2018Page No: 5Page 265 of 374
Paradigm Transportation Solutions Limited22 King Street South, Suite 300Waterloo, Ontario, Canada N2J 1N8519-896-3163 cbowness@ptsl.comCount Name: Broadway Street Trail Crossing -SaturdaySite Code:Start Date: 09/22/2018Page No: 1Direction (Southbound)Start TimeLightsMediumsArticulated TrucksTotal8:00 AM7000708:15 AM6100618:30 AM8511878:45 AM9702999:00 AM103211069:15 AM8600869:30 AM119111219:45 AM1150111610:00 AM1242212810:15 AM1610016110:30 AM1231212610:45 AM1191012011:00 AM1120311511:15 AM1422114511:30 AM1232212711:45 AM1283113212:00 PM1242012612:15 PM1231012412:30 PM1371013812:45 PM126011271:00 PM138101391:15 PM108101091:30 PM146101471:45 PM106001062:00 PM123001232:15 PM98021002:30 PM121001212:45 PM101101023:00 PM125201273:15 PM115011163:30 PM112101133:45 PM99101004:00 PM123211264:15 PM9600964:30 PM104201064:45 PM110001105:00 PM111011125:15 PM8501865:30 PM811082Page 266 of 374
5:45 PM7740816:00 PM7810796:15 PM104001046:30 PM117001176:45 PM7400747:00 PM8700877:15 PM7500757:30 PM7500757:45 PM720072Total513937245200Total %98.80.70.5100.0AM Times11:00 AM9:15 AM10:45 AM11:00 AMAM Peaks50536519PM Times12:00 PM3:45 PM3:15 PM12:00 PMPM Peaks51052515Page 267 of 374
Paradigm Transportation Solutions Limited22 King Street South, Suite 300Waterloo, Ontario, Canada N2J 1N8519-896-3163 cbowness@ptsl.comCount Name: Broadway Street Trail Crossing -SaturdaySite Code:Start Date: 09/22/2018Page No: 3Direction (Northbound)Start TimeLightsMediumsArticulated TrucksTotal8:00 AM5711598:15 AM7520778:30 AM8001818:45 AM8910909:00 AM102001029:15 AM113201159:30 AM131001319:45 AM1642116710:00 AM1383114210:15 AM1282113110:30 AM1380113910:45 AM1350113611:00 AM1240212611:15 AM1770117811:30 AM1592216311:45 AM1541015512:00 PM1611116312:15 PM1352013712:30 PM1170011712:45 PM136101371:00 PM135121381:15 PM131101321:30 PM125001251:45 PM128101292:00 PM106001062:15 PM100001002:30 PM133101342:45 PM135001353:00 PM118101193:15 PM128011293:30 PM120011213:45 PM107011084:00 PM136111384:15 PM9310944:30 PM115201174:45 PM102101035:00 PM112001125:15 PM9800985:30 PM802082Page 268 of 374
5:45 PM8010816:00 PM108001086:15 PM8400846:30 PM9300936:45 PM8500857:00 PM8600867:15 PM7600767:30 PM7300737:45 PM780078Total547833195530Total %99.10.60.3100.0AM Times11:00 AM9:15 AM10:45 AM11:00 AMAM Peaks61476622PM Times12:00 PM3:45 PM3:15 PM12:00 PMPM Peaks54944554Page 269 of 374
Paradigm Transportation Solutions Limited22 King Street South, Suite 300Waterloo, Ontario, Canada N2J 1N8519-896-3163 cbowness@ptsl.comCount Name: Broadway Street Trail Crossing -SaturdaySite Code:Start Date: 09/22/2018Page No: 5Page 270 of 374
Paradigm Transportation Solutions Limited | Attachments
Attachment C
Eight (8)-Hour Pedestrian Crossing Data
Page 271 of 374
Unassisted PedestriansAssisted PedestriansUnassisted PedestriansAssisted PedestriansUnassisted PedestriansAssisted PedestriansUnassisted PedestriansAssisted PedestriansUnassisted PedestriansAssisted Pedestrians11:00 11:1540604800058 011:15 11:30 1 0 38 0 31 0 0 070 011:30 11:45 0 0 100400014 011:45 12:00005000005012:00 12:150080003011 012:15 12:30000000303012:30 12:45002120307112:45 13:00002000002013:00 13:15101000002013:15 13:30102010004013:30 13:45000000000013:45 14:00000002000214:00 14:15000000000014:15 14:30000000101014:30 14:45000000000014:45 15:00100040005015:00 15:15000000000015:15 15:30002020105015:30 15:45003000003015:45 16:00003000003016:00 16:15000000000016:15 16:30002000204016:30 16:45000000202016:45 17:00000000000017:00 17:15002030005017:15 17:30001000001017:30 17:45003000003017:45 18:00000010102018:00 18:15002000002018:15 18:30000000000018:30 18:45000010001018:45 19:0010200000309 0 94 1 97 2 16 0 216 316Total222Wednesday, September 19, 2018TimeTotal PedestriansTotal Adjusted Pedestrians9 96 101Section:1234Page 272 of 374
Unassisted PedestriansAssisted PedestriansUnassisted PedestriansAssisted PedestriansUnassisted PedestriansAssisted PedestriansUnassisted PedestriansAssisted PedestriansUnassisted PedestriansAssisted Pedestrians10:00 10:15001000001010:15 10:30001000001010:30 10:45000020002010:45 11:00002000002011:00 11:15 0 0 20 0 30 0 2 152 111:15 11:30 0 0 35 0 19 0 0 054 011:30 11:45000040004011:45 12:00000000000012:00 12:15000000000012:15 12:30000020103012:30 12:45000010203012:45 13:00000000000013:00 13:15000000000013:15 13:30000000000013:30 13:45000000000013:45 14:00000000000014:00 14:15001020013114:15 14:30000010001014:30 14:45000000000014:45 15:00003000003015:00 15:15100000001015:15 15:30000000000015:30 15:45000000000015:45 16:00100000001016:00 16:15000000000016:15 16:30201000003016:30 16:45002000002016:45 17:00002000103017:00 17:15000000000017:15 17:30000010203017:30 17:45000000000017:45 18:0000000000004 0 68 0 62 0 8 2 142 212 146TimeTotal PedestriansTotal Adjusted Pedestrians46862Thursday, September 20, 2018Section:1234TotalPage 273 of 374
Unassisted PedestriansAssisted PedestriansUnassisted PedestriansAssisted PedestriansUnassisted PedestriansAssisted PedestriansUnassisted PedestriansAssisted PedestriansUnassisted PedestriansAssisted Pedestrians10:45 11:00004003206311:00 11:15002010003011:15 11:30000420002411:30 11:45002010104011:45 12:00001030004012:00 12:15102000003012:15 12:30000200000212:30 12:45002000002012:45 13:00000000000013:00 13:15100000001013:15 13:30000000000013:30 13:45000000000013:45 14:00000000000014:00 14:15000010001014:15 14:30002002204214:30 14:45000000000014:45 15:00000300020515:00 15:15000000000015:15 15:30003000003015:30 15:45001210002215:45 16:00000000303016:00 16:15000000000016:15 16:30000010001016:30 16:45000000101016:45 17:00002000002017:00 17:15003000003017:15 17:30004000004017:30 17:45000010001017:45 18:00000000000018:00 18:15002000002018:15 18:30001004405418:30 18:4500000004042 0 31 11 11 9 13 6 57 2625 109TimeTotal PedestriansTotal Adjusted Pedestrians25329Saturday, September 22, 2018Section:1234TotalPage 274 of 374
Paradigm Transportation Solutions Limited | Attachments
Attachment D
PXO Level 2 Type B Components & Layout
Page 275 of 374
6.3.2.2 Level 2 Type B PXO
Description
Level 2 Type B pedestrian crossovers are distinctly
defi ned by the prescribed use of regulatory
and warning signs (side mounted and overhead
mounted crossover signs), rapid rectangular
fl ashing beacons and pavement marking as listed
in Table 11 and illustrated in installation layouts
from Figure 21 to Figure 29.
Table of Components
Table 11 provides the components of a Level 2
Type B PXO. The details of individual components
are provided in Section 6.2.
Application Environment
The applicable application environments for Level 2
Type B PXO are as follows, subject to the selection
criteria provided in Section 5.2.2.
• Mid-block: up to 4 lanes total cross-section,
2-way
• Mid-block: up to 3 lanes total cross-section,
1-way
• Intersection: up to 4 lanes total cross-section,
2-way
• Intersection: up to 3 lanes total cross-section,
1-way
• Single-Lane Roundabout
• Double-Lane Roundabout
Typical Installation Layout
Figure 21 to Figure 29 illustrate installation details
for Level 2 Type B PXO for various applicable
environments. The layouts provided are for
illustration purposes only and do not cover every
single case encountered in the fi eld and may not
show all mandatory components provided in the
table of components. Layouts should not be used
standalone and should be used in conjunction with
the entire manual. It is practitioners’ responsibility
to select an appropriate layout for a location based
on the guidance provided in this manual and their
engineering judgement. The location of poles
and signs shown in the layouts are for illustration
purposes only. The guidance on sign position and
sign supports is available in other relevant OTM
Books.
Ontario Traffi c Manual • June, 2016 67
Book 15 • Pedestrian Crossing Treatments
Page 276 of 374
Required Components Desirable Components Optional Components
• Side-mounted pedestrian
crossover signs, showing a
symbol of a person crossing
on a road (Ra-5R and Ra-
5L), together with their Stop
for Pedestrians (Ra-4t) tabs,
on both sides of the road
mounted back to back (For
one-way applications, Stop for
Pedestrians tab is required only
for the direction of travel)
• One over-head mounted
pedestrian crossover sign
showing a symbol of a person
crossing on a road to the right
(Ra-5R), for each direction of
travel
• Ladder Crosswalk Markings
• Yield to Pedestrians line
markings at 6.0 m from
crosswalk
• Actuated Double-sided
Rectangle Rapid Flashing
Beacon with Tell Tale and
Pedestrian Pushbutton for
pedestrians mounted above
each set of side-mounted
pedestrian crossover signs
installed at the pedestrian
crossover
• Advanced Pedestrian Crossover
Ahead sign (Wc-27R/Wc-27L)
at 50.0 m upstream of the
crosswalk
• Passing restrictions on single
lane approaches
• Stopping prohibition for a
minimum of 15 m on each
approach to the crossing, and 10
m following the crossing
• Lane change prohibition on
multiple lane approaches using
solid white lines (not applicable
for exiting legs of roundabouts)
• No Passing Here to Crossing
sign (Ra-10) 30 m upstream of
the crosswalk
• Stopping prohibition for a
minimum of 30 m on each
approach to the crossing, and
15 m following the crossing
• School Crossing Guard
• Textured Crosswalk Markings
• Raised Crosswalk
• Pedestrian Pushbutton (Ra-11)
sign
• Safety elements including
Barricades, Pedestrian Fencing,
Gates, Walls, Bollards, and
Barriers
Table 11: Components of Level 2 Type B Pedestrian Crossover
Book 15 • Pedestrian Crossing Treatments
Ontario Traffi c Manual • June, 201668
Page 277 of 374
Wc-27R
Ra-5R
Mounted
back to back
with Ra-5L
Ra-5R
Rectangular Rapid Flashing
Beacon with Tell Tale
Ra-5L
Mounted
back to back
with Ra-5R
Rectangular Rapid Flashing
Beacon with Tell Tale
Wc-27R 2.5 m(minimum)Ra-1030 mRa-10
Ra-5R
for opposite
direction only
NTS
Pushbutton
General notes:
- Required illumination of pedestrian crosswalk
and waiting area to be provided
- Accessible as per AODA 20 m (recommended)100 m (maximum)6 mFigure 22: Pedestrian Crossover Level 2 Type B – Mid-block (3-lane with centre 2-way
left-turn lane)
Book 15 • Pedestrian Crossing Treatments
Ontario Traffi c Manual • June, 201670
Page 278 of 374
Paradigm Transportation Solutions Limited | Attachments
Attachment E
PXO Guidance Signage
Page 279 of 374
Information Signs Installed at PXOs without Pedestrian PushbuttonsTown of Milton
Attachment EBroadway and Trans Canada Trail Pedestrian Crossing Warrant Analysis
180230
Page 280 of 374
Information Signs Installed at PXOs with Pedestrian PushbuttonsTown of Milton
Attachment EBroadway and Trans Canada Trail Pedestrian Crossing Warrant Analysis
180230
Page 281 of 374
In-Road Flexible Signage at Pedestrian CrossoverTown of Milton
Attachment EBroadway and Trans Canada Trail Pedestrian Crossing Warrant Analysis
180230
Page 282 of 374
Information Signs Installed at PXOs with Pedestrian PushbuttonsCity of Kingston
Attachment EBroadway and Trans Canada Trail Pedestrian Crossing Warrant Analysis
180230
Page 283 of 374
Information Signs Installed at PXOs with Pedestrian PushbuttonsCity of St. Catharines
Attachment EBroadway and Trans Canada Trail Pedestrian Crossing Warrant Analysis
180230
Page 284 of 374
PXO Level 2 Type B with In-Road Flexible SignageCity of St. Catharines
Attachment EBroadway and Trans Canada Trail Pedestrian Crossing Warrant Analysis
180230
Page 285 of 374
Information Signs Installed at PXOs with Pedestrian PushbuttonsTown of Oakville
Attachment EBroadway and Trans Canada Trail Pedestrian Crossing Warrant Analysis
180230
Page 286 of 374
In-Road Flexible Signage at Pedestrian CrossoverTown of Oakville
Attachment EBroadway and Trans Canada Trail Pedestrian Crossing Warrant Analysis
180230
Page 287 of 374
PXO Level 2 Type B with In-Road Flexible SignageTown of Oakville
Attachment EBroadway and Trans Canada Trail Pedestrian Crossing Warrant Analysis
180230
Page 288 of 374
PXO Level 2 Type D withIn-Road Flexible SignageCity of Ottawa
Attachment EBroadway and Trans Canada Trail Pedestrian Crossing Warrant Analysis
180230
Page 289 of 374
PXO Level 2 Type B
City of Ottawa
Attachment EBroadway and Trans Canada Trail Pedestrian Crossing Warrant Analysis
180230
Page 290 of 374
Side-Mounted Pedestrian Crossover Sign (Ra-5L)
with Bilingual Stop for Pedestrians (Ra-4t) Tab
City of Ottawa
Attachment EBroadway and Trans Canada Trail Pedestrian Crossing Warrant Analysis
180230
Page 291 of 374
Paradigm Transportation Solutions Limited | Attachments
Attachment F
Illustrated Technical Guide to the Accessibility Standard for
the Design of Public Spaces, Curb Ramps
Page 292 of 374
0.0 Heading
Illustrated Technical Guide to the Accessibility Standard for the Design of Public Spaces48
2.1.5 Curb Ramps
Curb ramps, also known
as curb cuts, help people
with disabilities safely and
independently negotiate level
changes on public sidewalks
and other pedestrian routes.
Where pedestrians are
expected to cross a roadway,
or access a roadway to board
a vehicle, a curb ramp or a
depressed curb (see Section
2.1.6) provides a smooth
transition for people who use
mobility aids. Tactile walking
surface indicators are required to
warn people with visual disabilities
that they are entering a potentially
Tactile walking surface indicators
(TWSIs) at curb ramps consist of a
band of material across the width of
the curb ramp, of a different texture
and with a high tonal contrast to the
remainder of the curb ramp. TWSIs
must be raised above the surface
of the curb ramp, be detectable by
a person using a long white cane,
and be detectable underfoot. To be
effective for people with low vision,
tonal contrast between materials can
be achieved by selecting materials
Regulation Reference: 80.26
(see page 23 for link to the
regulation)
The Requirements of this Section apply to:
Government of Ontario, Legislative
Assembly, and Designated Public
Large Small
that have a difference of at least 70%
The choice between providing a
curb ramp or a depressed curb (see
Section 2.1.6) at a level change or
pedestrian crossing depends on site
characteristics, volume of pedestrian
This section includes requirements
for curb ramps, which should be
aligned with the direction of travel,
sloped according to the difference
in elevation of surrounding surfaces
and include tactile walking surface
indicators.
Photo 2.1.5.1
Path.
Page 293 of 374
0.0 Heading
Illustrated Technical Guide to the Accessibility Standard for the Design of Public Spaces 49
2.1.5 Curb Ramps
ApplicationApplication
The requirements of this Section apply
to newly constructed and redeveloped
curb ramps in public spaces, except
those located in a barrier-free path
of travel under the jurisdiction of
routes within a site to barrier-free
and parking lots with barrier-free
parking.
Requirements for the Design of Requirements for the Design of
Curb RampsCurb Ramps
Clear width: Minimum 1,200 mm
Running slopeRunning slope:
Elevation change less than 75 mm:
No steeper than 1:8 (12.5%).
Elevation change 75 mm - 200 mm:
No steeper than 1:10 (10%).
Direction: Curb ramps along an
exterior path of travel must align with
the direction of travel.
Cross slopeCross slope: No steeper than 1:50
(2%).
Flared side slopeFlared side slope: No steeper than
1:10 (10%).
Photo 2.1.5.3 Curb Ramp at
Intersection
Photo 2.1.5.2 Curb Ramp at
Intersection.
Page 294 of 374
0.0 Heading
Illustrated Technical Guide to the Accessibility Standard for the Design of Public Spaces50
2.1.5 Curb Ramps
Figure 2.1.5.1 Design
for Curb Ramps.
Page 295 of 374
0.0 Heading
Illustrated Technical Guide to the Accessibility Standard for the Design of Public Spaces 51
2.1.5 Curb Ramps
Figure 2.1.5.2 Design
for Curb Ramps.
Page 296 of 374
0.0 Heading
Illustrated Technical Guide to the Accessibility Standard for the Design of Public Spaces52
2.1.5 Curb Ramps
Tactile walking surface indicators Tactile walking surface indicators
(TWSIs)(TWSIs):
Location: Provide TWSIs at the
bottom end of curb ramps used for
pedestrian crossings.
:
At least 610 mm in depth
Extend the full width of
the curb ramp, set back
curb edge.
the ground surface.
Tonal Contrast: High tonal contrast
to differentiate the TWSI from the
adjacent ground surface.
NOTE: Clear width of walkway at the
top of a curb ramp to be 1200 mm
minimum to serve as a turning space,
as per section 2.1.1 Sidewalks and
Walkways.
Better Practice ConsiderationsBetter Practice Considerations
Running slopeRunning slope: Consider a slope
no steeper than 1:12 (8.3%), to
help users with strength or stamina
limitations.
Clear width of walkway at the topClear width of walkway at the top:
Consider providing at least 1,500 mm
to better-accommodate the turning
radius of scooters and larger
wheelchairs.
Orientation at pedestrian crossingsOrientation at pedestrian crossings:
Consider making the curb ramp align
with the curb ramp or depressed curb
on the opposite side of the roadway.
Photo 2.1.5.4 Ribbed Concrete
TWSI.
Photo 2.1.5.5 Curb Ramp.
Photo 2.1.5.6 Formed Concrete
Truncated Domes.
Page 297 of 374
0.0 Heading
Illustrated Technical Guide to the Accessibility Standard for the Design of Public Spaces 53
2.1.5 Curb Ramps
Figure 2.1.5.3
Calculation Procedure.
Measurement using LUX Meter
(Having an acceptance angle of 60 degrees)
A) Place sensor of LUX meter in
centre of surface of minimum
500 mm in diameter and measure
the luminance (Ei).
measure luminance (Er) at a height
of 100 mm above and parallel to
surface.
measurements.
measurements using the following formula:
R=Ei
Er
E)Calculate the visual contrast using the following formula:
C=(R1-R2)x100(R1-R2)x100
(R1÷R2)
Page 298 of 374
0.0 Heading
Illustrated Technical Guide to the Accessibility Standard for the Design of Public Spaces54
2.1.5 Curb Ramps
Tactile walking surface indicators Tactile walking surface indicators
(TWSIs)(TWSIs): Consider truncated-
dome tactile walking surface
indicator as indicated in CSA
the built environment. Refer to
Tactile Walking Surface Indicators.
Truncated-dome TWSIs are widely
pedestrians with low vision. Other
as effective in providing the ‘stop’
message.
Tonal contrast: To enhance the
difference of at least 70% between
the TWSI surface and the adjacent
Photo 2.1.5.7 Manufactured Panel
with Truncated Domes.
Photo 2.1.5.8 TWSI at Pedestrian
Refuge.
Page 299 of 374
Report Title Tillsonburg Community Centre Revised Traffic
Management
Report No. OPS 18-36
Author Shayne Reitsma, Manager of Engineering
Meeting Type Council Meeting
Council Date December 10, 2018
Attachments Public Notice
Page 1 / 3
RECOMMENDATION
THAT Council receive Report OPS 18-36 Tillsonburg Community Centre Revised Traffic
Management;
AND THAT By-law 4242 to amend Traffic By-law 3701 permitting the closure of the
Sanders Street Extension and restricting Alley Alley to one-way traffic, be brought
forward for council consideration.
SUMMARY
The Sander Street Extension acts as a secondary access and parking area for the Tillsonburg
Community Centre. Due to the recent construction of the J.L. Scott McLean outdoor recreation
pad within the Sander Street Extension a Traffic By-law amendment is now required to restrict
through traffic and revise traffic flow through the south parking lot to one-way looping.
The revised traffic management plan is not anticipated to negatively affect available parking
within the Sander Street Extension or south parking lot and will likely improve overall pedestrian
safety within this area.
CONSULTATION/COMMUNICATION
In accordance with the Towns Public Engagement Policy the attached Public Notice was posted
November 8th 2018 at the Tillsonburg Community Centre, Customer Service Centre, and
Corporate Office, was hand delivered to residents within a 120m radius, and was posted in the
November 21st, 28th and December 5th editions of the Tillsonburg Update page in the local paper
during the 14 day comment period. No comments have been received at the time of authoring
this report.
FINANCIAL IMPACT/FUNDING SOURCE
The costs of installing the associated signage can be accommodated within the Public Works
operating maintenance budget.
COMMUNITY STRATEGIC PLAN
Adjusting the traffic management along the Sander Street Extension supports Objective 1 –
Excellence in Local Government.
Page 300 of 374
Page 2 / 3
Figure 1: Proposed Traffic Management Revision
Page 301 of 374
Page 3 / 3
Report Approval Details
Document Title: OPS 18-36 Tillsonburg Community Centre Revised Traffic
Management.docx
Attachments: - OPS 18-36 Attachment 1 - Public Notice.pdf
Final Approval Date: Dec 3, 2018
This report and all of its attachments were approved and signed as outlined below:
David Calder - Dec 3, 2018 - 8:59 AM
Page 302 of 374
PUBLIC NOTICE
The Corporation of the Town of Tillsonburg
Corporate Office Customer Service Centre
200 Broadway, 2nd Floor 10 Lisgar Avenue
Tillsonburg, ON N4G 5A7 Tillsonburg, ON N4G 5A5
Purpose of Notice
Sanders Street Extension acts as a secondary access and parking area for the Tillsonburg
Community Centre.
Town of Tillsonburg Council will be deliberating a Traffic By-Law amendment to adjust the
traffic management along the Sanders Street Extension due to the recent installation of the J.L
Scott McLean outdoor recreation pad to restrict through traffic and revise traffic flow through
the south parking lot to one-way looping.
Date Location Time
December 10th 2018 Council Chambers 6:00pm
For additional information, please contact:
Shayne Reitsma
Manager of Engineering
Town of Tillsonburg
519-688-3009 ext. 3230
sreitsma@tillsonburg.ca
Personal information collected and recorded at a Public Meeting, Public Consultation or other Public Process including
documents submitted in writing of opinions, presentations or reports on this subject is collected under the authority of the
Municipal Act, 2001, as amended and can be used by members of Council and Town staff in their consideration of the
subject. Written submissions including names and contact information will be made available to the public and may be
posted on the Town’s website. Questions about this collection should be referred to the Clerk at 519-688-3009.
Page 303 of 374
Report Title OakPark Estates Subdivision Special Services Levy
Report No. OPS 18-23
Author Kevin De Leebeeck, P.Eng. Director of Operations
Meeting Type Council Meeting
Council Date December 10, 2018
Attachments Notice to Property Owners
Special Services Levy By-law 4220
Page 1 / 5
RECOMMENDATION
THAT Council receive Report OPS 18-23 OakPark Estates Subdivision Special Services
Levy;
AND THAT By-law 4220 to adopt the OakPark Estates Subdivision Special Services Levy
be brought forward for Council consideration.
BACKGROUND
The OakPark Estates plan of subdivision was approved and registered in 1994. The original
developer entered into a subdivision agreement to develop the lots (construction of single
detached homes) including the construction of streets, sewers, water and other infrastructure in
a phased manner. Some of the phases were developed, however an area of the subdivision
remains undeveloped. For whatever reason the original developer ceased to have the ability to
continue with the development. At some point in time, a number of lots were transferred to
individuals pursuant to tax sales under the Municipal Act.
There are currently a number of lots owned by a new developer who is willing to enter into a
subdivision agreement(s) with the Town to develop an area of approximately 109 lots, however
22 of the 109 lots are owned by other individuals. Town staff have approached the new
developer to front the costs of the individually owned lots, however the new developer is
reluctant given that there is no legal mechanism for the new developer to ensure cost recovery.
Furthermore the new developer has also approached the individual lot owners seeking a private
agreement arrangement of cost recovery with no success.
SUMMARY
Staff then reached out to the Town Solicitor to provide a mechanism that would allow for the
development of the remaining lots, including the apportioning of costs to the 22 individual lot
owners. This can be achieved in a two-step process.
1. The Town would enter into a Subdivision Agreement with the new developer pursuant to
the Planning Act and pursuant to the existing subdivision agreement that provides for
amendments to the agreement. The Subdivision Agreement will estimate the cost of
installing municipal infrastructure/services for the subdivision with the new developer
being responsible to pay 87/109th share of the costs and the Town responsible to pay the
remaining 22/109th share of costs.
Page 304 of 374
Page 2 / 5
2. The Town would recover its share of costs against the 22 individual lot owners by
enacting a Special Services Levy by by-law pursuant to s.326 of the Municipal Act. This
levy will require each of the 22 individual lot owners to pay, as part of their property taxes,
1/109th share of the costs determined above.
This process, subject to Council approval, would allow for the development of all remaining lots.
There will be no controls on the 22 individual lots (i.e. no holding provision under the Planning
Act, no one foot reserve across each lot) and building permits would be available once the
municipal infrastructure/services are installed. The Town would have to pay the up-front cost of
its portion, but can be reassured recovery of these monies from the individual lot owners.
It is recognized that there may be push back from the individual lot owners as their tax bill will
increase significantly to pay for their portion of the municipal infrastructure/services, however it is
also a reasonable position that such lots will substantially increase in value once building permits
are available. If the current individual lot owners are not able to afford the levy, they could sell
the lot(s) at the increased value, the special area levy would be paid and the new lot owner
would be in a position to develop the lot(s).
CONSULTATION/COMMUNICATION
The Towns Solicitor was consulted to provide assistance in determining a process that would
allow the new developer to resume development of the subdivision, but also hold the individual
lot owners accountable for their fair share of infrastructure costs.
In accordance with the Towns Public Engagement Policy a Notice of the Special Services Levy
By-law to the 22 individual lot owners was issued on October 30th 2018 for a 30 day comment
period with one phone call response received regarding clarification of repayment options.
FINANCIAL IMPACT/FUNDING SOURCE
The Developers 2018 estimated cost to install the municipal infrastructure/services within the
OakPark Estates Subdivision is approximately $38,000 per lot (adjusted to actuals). Therefore
the Towns total up-front cost, funded by user pay debenture, would be limited to approximately
$836,000 (adjusted to actuals) over time as the remaining development phases proceed. As
previously mentioned through the enactment of a Special Services Levy By-law the Town will be
able to recover all of these up-front costs. Individual lot owners would be provided the flexibility
to pay the encumbrance all at once or over a five (5) year period, after the applicable
development phase costs from the Developer are justified to the Town, in conjunction with an
associated debenture interest rate.
COMMUNITY STRATEGIC PLAN (CSP)
Implementing this Special Area Levy allows for the next phase of the OakPark Estates
Subdivision to proceed while limiting the Towns financial involvement supports Objective 1 –
Excellence in Local Government of the Community Strategic Plan by demonstrating strong
leadership and accountability.
Page 305 of 374
Page 3 / 5
Page 306 of 374
Page 4 / 5
Page 307 of 374
Page 5 / 5
Report Approval Details
Document Title: OPS 18-23 Oak Park Estates Subdivision Special Area Levy.docx
Attachments: - OPS 18-23 Attachment 1 - Notice to Property Owners.pdf
- OPS 18-23 Attachment 2 - Special Services Levy By-law.docx
Final Approval Date: Dec 3, 2018
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Dec 3, 2018 - 9:26 AM
David Calder - Dec 3, 2018 - 2:06 PM
Donna Wilson - Dec 3, 2018 - 2:14 PM
Page 308 of 374
October 30, 2018
Via Courier
Name Address
Location, Province Postal Code
Re: Notice of Special Services Levy By-law 4220
Please be advised that the Developer of the OakPark Estates Subdivision is seeking to install
municipal infrastructure/services to all remaining lots within the development in a phased approach, the first of which is illustrated in Figure 1, however 22 of the 109 remaining lots are owned by other
individuals.
Town Council will be considering the implementation of a Special Services Levy By-law 4220 at the
December 10th 2018 Regular Council meeting. This By-law will require each of the individual lot
owners to pay, as part of their property taxes, a proportionate share of the costs to install municipal infrastructure/services within each of the development phases, as they proceed. The Developers
2018 estimated cost to install municipal infrastructure/services is approximately $38,000 per lot.
Individual lot owners will be provided the flexibility to pay the encumbrance all at once or over a maximum of five (5) years, after the applicable development phase costs from the Developer are
justified to the Town, in conjunction with an associated debenture interest rate.
If you would like to speak to Council regarding the proposed By-law, please contact the Clerks
Department at 519-688-3009 or via email at clerks@tillsonburg.ca by December 5th 2018 to have
your name added as a delegation.
Written comments can also be communicated via email to engineering@tillsonburg.ca by November
30th 2018.
Sincerely,
Kevin De Leebeeck, P.Eng.
Director of Operations
Page 309 of 374
Page 2 of 2
Page 310 of 374
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 4220
A BY-LAW TO AUTHORIZE A SPECIAL LOCAL MUNICIPAL LEVY
ON RATEABLE PROPERTY
WHEREAS Section 326 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended (the
“Municipal Act”), provides that a municipality may by by-law: (a) identify a special service, (b)
determine which of the costs of the municipality are related to that special service, (c) designate
the area of the municipality in which the residents and property owners receive or will receive an
additional benefit from the service, (d) determine the portion and set out the method of
determining the portion of the costs, and (e) determine whether all or a specified portion of the
additional costs shall be raised by a special local municipality levy;
AND WHEREAS a Subdivision Agreement applies to lands described in Schedule “A” (the
“Lands”);
AND WHEREAS 1300908 Ontario Inc. (the “Owner”) represents that it is the registered owner
of a number of lots forming part of the Lands described in Schedule “A1” (the “Owner’s
Lands”);
AND WHEREAS a number of lots within the Lands are owned by other persons (the
“Neighbouring Owners”) described in Schedule “A2” (the “Designated Area”);
AND WHEREAS The Corporation of the Town of Tillsonburg (the “Town”) deems it
appropriate to enact a by-law to provide special services such as the construction of roads,
installation of water and sanitary services, drainage facilities and other facilities to the lands
within the Designated Area, the full cost of which is to be recovered by the Town through special
local municipality levy that will be assessed on rateable property within each phase of the
development, as they proceed within the Designated Area;
THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE
TOWN OF TILLSONBURG ENACTS AS FOLLOWS:
1. In this By-law,
a. “Town Treasurer” means the Treasurer of the Town;
b. “Designated Area” means the area shown on Schedule “A2”, attached to and
forming part of this By-law, and designated under section 2 of this By-law to
receive Special Services;
Page 311 of 374
2
c. “Special Services” means the construction of roads, installation of water and
sanitary services, drainage facilities and other facilities within the Designated
Area;
d. “Special Services Levy” means the special local municipality levy imposed under
this By-law against all rateable properties in the Designated Area to cover the
costs of providing and administering the Special Services;
e. “Tax” or “Taxes” means any sum payable for the purposes of the Special Services
Levy’.
2. The Designated Area is hereby designated as an area to receive Special Services.
3. The Town shall pay to the Owner the costs of providing the Special Services.
4. The Town hereby establishes a Special Services Levy to recover the costs of providing
the Special Services to the Designated Area.
5. The Town Treasurer shall calculate all amounts payable for the Special Services Levy
based on the actual cost to provide the Special Services. The Special Services Levy shall
take the form of a levy imposed on the first $100,000.00 for real property of a residential
tax class assessment within the Designated Area.
6. The Town Treasurer shall determine the dates on which the installment payments are due
and the Municipal rate of borrowing associated with the Special Services Levy for the
rateable properties within each phase of the development, as they proceed within the
Designated Area.
7. A penalty of 1.25% shall be added on all taxes of the Special Services Levy which are in
default on the first day of default, and thereafter a penalty of 1.25% per month will be
added on the first day of each and every month the default continues.
8. Penalties and interest added in default shall become due and payable and shall be
collected as if the same had originally been imposed and former part of such unpaid Tax
levy.
9. The Town Treasurer may mail, or cause the same to be mailed to the residence or of such
person indicated on the last revised assessment roll, a written or printed notice specifying
the amount of Taxes payable.
Page 312 of 374
3
10. All such Taxes are payable at the Town of Tillsonburg Customer Service Centre, 10
Lisgar Avenue, Tillsonburg, Ontario.
Enacted this day of __________, 2018.
Blank Signature
Stephen Molnar, Mayor
Donna Wilson, Clerk
Page 313 of 374
4
Schedule “A”
Description of the Lands
All and singular certain parcels or tracts of land and premises, situate, lying and being in the Town
of Tillsonburg, County of Oxford, Province of Ontario, being described in the following Table A:
Table A
Lot Plan PIN
1 40 Plan 41M143 00025-0231
2 41 Plan 41M143 00025-0232
3 43 Plan 41M143 00025-0234
4 44 Plan 41M143 00025-0235
5 45 Plan 41M143 00025-0236
6 46 Plan 41M143 00025-0237
7 47 Plan 41M143 00025-0238
8 48 Plan 41M143 00025-0239
9 49 Plan 41M143 00025-0240
10 50 Plan 41M143 00025-0241
11 51 Plan 41M143 00025-0242
12 52 Plan 41M143 00025-0243
13 53 Plan 41M143 00025-0244
14 54 Plan 41M143 00025-0245
15 55 Plan 41M143 00025-0246
16 56 Plan 41M143 00025-0247
17 57 Plan 41M143 00025-0248
18 1 Plan 41M144 00025-0329
19 2 Plan 41M144 00025-0330
20 3 Plan 41M144 00025-0331
21 4 Plan 41M144 00025-0332
22 5 Plan 41M144 00025-0333
23 6 Plan 41M144 00025-0334
24 7 Plan 41M144 00025-0335
25 8 Plan 41M144 00025-0336
26 9 Plan 41M144 00025-0337
27 10 Plan 41M144 00025-0338
28 11 Plan 41M144 00025-0339
29 12 Plan 41M144 00025-0340
30 13 Plan 41M144 00025-0341
31 14 Plan 41M144 00025-0342
32 15 Plan 41M144 00025-0343
33 16 Plan 41M144 00025-0344
34 17 Plan 41M144 00025-0345
Page 314 of 374
5
35 18 Plan 41M144 00025-0346
36 19 Plan 41M144 00025-0347
37 20 Plan 41M144 00025-0348
38 21 Plan 41M144 00025-0349
39 22 Plan 41M144 00025-0350
40 23 Plan 41M144 00025-0351
41 24 Plan 41M144 00025-0352
42 25 Plan 41M144 00025-0353
43 26 Plan 41M144 00025-0354
44 27 Plan 41M144 00025-0355
45 28 Plan 41M144 00025-0356
46 29 Plan 41M144 00025-0357
47 30 Plan 41M144 00025-0358
48 31 Plan 41M144 00025-0359
49 32 Plan 41M144 00025-0360
50 33 Plan 41M144 00025-0361
51 34 Plan 41M144 00025-0362
52 35 Plan 41M144 00025-0363
53 36 Plan 41M144 00025-0364
54 37 Plan 41M144 00025-0365
55 38 Plan 41M144 00025-0366
56 39 Plan 41M144 00025-0367
57 40 Plan 41M144 00025-0368
58 41 Plan 41M144 00025-0369
59 42 Plan 41M144 00025-0370
60 43 Plan 41M144 00025-0371
61 44 Plan 41M144 00025-0372
62 45 Plan 41M144 00025-0373
63 46 Plan 41M144 00025-0374
64 47 Plan 41M144 00025-0375
65 48 Plan 41M144 00025-0376
66 49 Plan 41M144 00025-0377
67 50 Plan 41M144 00025-0378
68 51 Plan 41M144 00025-0379
69 52 Plan 41M144 00025-0380
70 53 Plan 41M144 00025-0381
71 54 Plan 41M144 00025-0382
72 55 Plan 41M144 00025-0383
73 56 Plan 41M144 00025-0384
74 57 Plan 41M144 00025-0385
75 58 Plan 41M144 00025-0386
76 59 Plan 41M144 00025-0387
77 60 Plan 41M144 00025-0388
Page 315 of 374
6
78 61 Plan 41M144 00025-0389
79 62 Plan 41M144 00025-0390
80 64 Plan 41M144 00025-0392
81 65 Plan 41M144 00025-0393
82 66 Plan 41M144 00025-0394
83 67 Plan 41M144 00025-0395
84 68 Plan 41M144 00025-0396
85 69 Plan 41M144 00025-0397
86 70 Plan 41M144 00025-0398
87 71 Plan 41M144 00025-0399
88 72 Plan 41M144 00025-0400
89 73 Plan 41M144 00025-0401
90 74 Plan 41M144 00025-0402
91 75 Plan 41M144 00025-0403
92 76 Plan 41M144 00025-0404
93 77 Plan 41M144 00025-0405
94 78 Plan 41M144 00025-0406
95 79 Plan 41M144 00025-0407
96 80 Plan 41M144 00025-0408
97 81 Plan 41M144 00025-0409
98 82 Plan 41M144 00025-0410
99 83 Plan 41M144 00025-0411
100 84 Plan 41M144 00025-0412
101 85 Plan 41M144 00025-0413
102 86 Plan 41M144 00025-0414
103 87 Plan 41M144 00025-0415
104 88 Plan 41M144 00025-0416
105 89 Plan 41M144 00025-0417
106 90 Plan 41M144 00025-0418
107 91 Plan 41M144 00025-0419
108 92 Plan 41M144 00025-0420
109 93 Plan 41M144 00025-0421
Page 316 of 374
7
SCHEDULE “A1”
Description of the Owner’s Lands
All and singular certain parcels or tracts of land and premises, situate, lying and being in the Town
of Tillsonburg, County of Oxford, Province of Ontario, being described in the following Table A1:
Table A1
Lot Plan PIN
1 40 Plan 41M143 00025-0231
2 41 Plan 41M143 00025-0232
3 45 Plan 41M143 00025-0236
4 46 Plan 41M143 00025-0237
5 47 Plan 41M143 00025-0238
6 48 Plan 41M143 00025-0239
7 49 Plan 41M143 00025-0240
8 50 Plan 41M143 00025-0241
9 51 Plan 41M143 00025-0242
10 52 Plan 41M143 00025-0243
11 53 Plan 41M143 00025-0244
12 54 Plan 41M143 00025-0245
13 55 Plan 41M143 00025-0246
14 56 Plan 41M143 00025-0247
15 57 Plan 41M143 00025-0248
16 2 Plan 41M144 00025-0330
17 4 Plan 41M144 00025-0332
18 5 Plan 41M144 00025-0333
19 6 Plan 41M144 00025-0334
20 7 Plan 41M144 00025-0335
21 8 Plan 41M144 00025-0336
22 9 Plan 41M144 00025-0337
23 10 Plan 41M144 00025-0338
24 11 Plan 41M144 00025-0339
25 12 Plan 41M144 00025-0340
26 13 Plan 41M144 00025-0341
27 14 Plan 41M144 00025-0342
28 15 Plan 41M144 00025-0343
29 17 Plan 41M144 00025-0345
30 18 Plan 41M144 00025-0346
31 19 Plan 41M144 00025-0347
32 20 Plan 41M144 00025-0348
33 21 Plan 41M144 00025-0349
34 22 Plan 41M144 00025-0350
Page 317 of 374
8
35 23 Plan 41M144 00025-0351
36 24 Plan 41M144 00025-0352
37 25 Plan 41M144 00025-0353
38 26 Plan 41M144 00025-0354
39 27 Plan 41M144 00025-0355
40 28 Plan 41M144 00025-0356
41 29 Plan 41M144 00025-0357
42 41 Plan 41M144 00025-0369
43 42 Plan 41M144 00025-0370
44 43 Plan 41M144 00025-0371
45 44 Plan 41M144 00025-0372
46 46 Plan 41M144 00025-0374
47 47 Plan 41M144 00025-0375
48 48 Plan 41M144 00025-0376
49 49 Plan 41M144 00025-0377
50 50 Plan 41M144 00025-0378
51 51 Plan 41M144 00025-0379
52 52 Plan 41M144 00025-0380
53 53 Plan 41M144 00025-0381
54 59 Plan 41M144 00025-0387
55 60 Plan 41M144 00025-0388
56 61 Plan 41M144 00025-0389
57 62 Plan 41M144 00025-0390
58 64 Plan 41M144 00025-0392
59 65 Plan 41M144 00025-0393
60 66 Plan 41M144 00025-0394
61 67 Plan 41M144 00025-0395
62 68 Plan 41M144 00025-0396
63 69 Plan 41M144 00025-0397
64 70 Plan 41M144 00025-0398
65 71 Plan 41M144 00025-0399
66 72 Plan 41M144 00025-0400
67 73 Plan 41M144 00025-0401
68 74 Plan 41M144 00025-0402
69 75 Plan 41M144 00025-0403
70 76 Plan 41M144 00025-0404
71 77 Plan 41M144 00025-0405
72 78 Plan 41M144 00025-0406
73 79 Plan 41M144 00025-0407
74 80 Plan 41M144 00025-0408
75 81 Plan 41M144 00025-0409
76 82 Plan 41M144 00025-0410
77 83 Plan 41M144 00025-0411
Page 318 of 374
9
78 84 Plan 41M144 00025-0412
79 85 Plan 41M144 00025-0413
80 86 Plan 41M144 00025-0414
81 87 Plan 41M144 00025-0415
82 88 Plan 41M144 00025-0416
83 89 Plan 41M144 00025-0417
84 90 Plan 41M144 00025-0418
85 91 Plan 41M144 00025-0419
86 92 Plan 41M144 00025-0420
87 93 Plan 41M144 00025-0421
Page 319 of 374
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SCHEDULE “A2”
Description of the Designated Area
All and singular certain parcels or tracts of land and premises, situate, lying and being in the Town
of Tillsonburg, County of Oxford, Province of Ontario, being described in the following Table A2:
Table A2
Lot Plan PIN
1 43 Plan 41M143 00025-0234
2 44 Plan 41M143 00025-0235
3 1 Plan 41M144 00025-0329
4 3 Plan 41M144 00025-0331
5 16 Plan 41M144 00025-0344
6 30 Plan 41M144 00025-0358
7 31 Plan 41M144 00025-0359
8 32 Plan 41M144 00025-0360
9 33 Plan 41M144 00025-0361
10 34 Plan 41M144 00025-0362
11 35 Plan 41M144 00025-0363
12 36 Plan 41M144 00025-0364
13 37 Plan 41M144 00025-0365
14 38 Plan 41M144 00025-0366
15 39 Plan 41M144 00025-0367
16 40 Plan 41M144 00025-0368
17 45 Plan 41M144 00025-0373
18 54 Plan 41M144 00025-0382
19 55 Plan 41M144 00025-0383
20 56 Plan 41M144 00025-0384
21 57 Plan 41M144 00025-0385
22 58 Plan 41M144 00025-0386
Page 320 of 374
Report Title Hangar 4 - Land Lease Amendment
Report No. OPS 18-37
Author Dan Locke, C.E.T., Manager of Public Works
Meeting Type Council Meeting
Council Date December 10, 2018
Attachments Proposed Hangar 4 Land Lease Amendment
Page 1 / 3
RECOMMENDATION
THAT Council receive Report OPS 18-37 Hangar 4 - Land Lease Amendment;
AND THAT Council approve the amendments to the Hangar 4 Land Lease Agreement with
Rick Lee;
AND THAT Mayor and Clerk be authorized to execute the Airport Hangar Land Lease
Amendment with Rick Lee.
SUMMARY
In December of 2004 Council entered into a Hangar Land Lease Agreement with Rick Lee and
subsequent amendments to the land lease in July 2012 and June 2013 resulting in the current
total square footage of 4,858.
The Lessee now desires to install a prefabricated 12’ x 24’ storage shed with steel clad siding
adjacent to Hangar 4 which increases the square footage of leased area by 288 square feet for a
total of 5,146 square feet. Staff have reviewed the request to ensure that the proposed shed
does not negatively impact future development plans and are satisfied that the proposed shed
meets current Airport standards and should blend in seamlessly.
A building permit has been obtained by the Lessee from the Township of South West Oxford for
the shed to ensure it meets Ontario Building Code requirements.
FUNDING IMPACT/ FUNDING SOURCE
The current annual land lease revenue for Hangar 4 based on the Council approved rate of
$0.29/sq.ft is $1,408.82. The proposed land lease amendment would increase the land lease
revenue for Hangar 4 by $83.52. Harmonized Sales Tax (HST) is in addition to the lease
amount.
COMMUNITY STRATEGIC PLAN
This land lease amendment supports Objective 2 – Economic Sustainability of the Community
Strategic Plan.
Page 321 of 374
Page 2 / 3
Page 322 of 374
Page 3 / 3
Report Approval Details
Document Title: OPS 18-37 Hanger 4 - Land Lease Amendment.docx
Attachments: - OPS 18-37 Attachment 1 - Proposed Hangar 4 Land Lease Amendment.pdf
Final Approval Date: Dec 3, 2018
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Dec 3, 2018 - 9:31 AM
David Calder - Dec 3, 2018 - 2:12 PM
Donna Wilson - Dec 3, 2018 - 2:14 PM
Page 323 of 374
Page 324 of 374
Report Title Child Recreation Program Fee Subsidy Contract 2019-
2021
Report No. RCP 18-43
Author Janet McCurdy, Recreation Programs & Services
Manager
Meeting Type Council Meeting
Council Date December 10, 2018
Attachments Service Contract
Page 1 / 3 Child Recreation Program Fee Subsidy Contract 2019-2021
RECOMMENDATION
THAT Council receives Report RCP 18-43 - Child Recreation Program Fee Subsidy Contract
2019-2021;
AND THAT the Town of Tillsonburg enters a three-year agreement with the County of Oxford to
provide subsidized recreation programs;
AND THAT Council authorizes the Mayor and Clerk to sign the Service Contract.
EXECUTIVE SUMMARY
The Human Services Department of the County of Oxford requires a service contract with the
Town to be in place in order for eligible participants to access subsidized registration to the
Town’s recreation programs.
BACKGROUND
RCP staff has been working with County Staff to ensure accessibility to Town programming
through subsidy programs available from the County. The attached service contract enables the
subsidy to be accessed for the Town’s recreation programming. The service contract also
makes the process of applying for the subsidy more efficient and confidential for the eligible
participants. The direct link between OCHS and RCP administration staff will reduce barriers for
accessing the subsidy.
A similar contract was in place from July 1, 2015 to June 30, 2018. The Town was not able to
commit to compliance with certain select terms of the renewal contract in time to avoid a gap
between contracts. The updated contract and schedule attached to this report have been
adjusted so that the Town can successfully commit to compliance.
CONSULTATION/COMMUNICATION
Town staff have communicated with Oxford County staff in the Human Services Department.
Page 325 of 374
Page 2 / 3 Child Recreation Program Fee Subsidy Contract 2019-2021
FINANCIAL IMPACT/FUNDING SOURCE
The Town secures program revenue through this contract, but the amount fluctuates depending
on the number of eligible participants. The majority of the subsidy is realized through summer
camp registrations. In 2017, the contract provided almost $15,000 in subsidized summer camp
registrations. The contract was not in place for the 2018 summer camp season. By entering the
contract on a January 1 starting date, the Town is able to ensure that the subsidies can be
realized for the full 2019 calendar year, and gives lots of time for a renewal process to take place
prior to the 2022 summer camp season.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
This report supports the following CSP priorities:
1.1 Demonstrate excellence in local government initiatives
1.2 Streamline communication and effectively collaborate within local government
3.2 Provide opportunities for families to thrive
4.2 Provide a variety of leisure and cultural opportunities to suit all interests
4.3 Improve mobility and promote environmentally sustainable living
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Page 3 / 3 Child Recreation Program Fee Subsidy Contract 2019-2021
Report Approval Details
Document Title: RCP 18-43 - Child Recreation Program Fee Subsidy Contract 2019-
2021.docx
Attachments:
Final Approval Date: Dec 3, 2018
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Dec 3, 2018 - 8:57 AM
David Calder - Dec 3, 2018 - 9:04 AM
Donna Wilson - Dec 3, 2018 - 9:14 AM
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=
ATTENDANCE Bob Marsden, Patty Phelps, Marianne Sandham, Dianne MacKeigan,
MEMBERS ABSENT/REGRETS
Chris Rosehart /Mary Lou Sergeant
1. Call to Order
The meeting was called to order at 4:30 pm
2. Adoption of Agenda
Moved By- Dianne MacKeigan 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 October 25, 2018
Moved By: Marianne Sandham Seconded By: Dianne MacKeigan
Proposed Resolution #_2
THAT the Minutes of the Museum Advisory Committee Meeting of October 25, 2018 be
approved. Carried
5. Delegations and Presentations-none
The Corporation of the Town of Tillsonburg
Museum Advisory Committee
Thursday, November 22, 2018
4:30 pm
Program Room- 2nd floor Annandale NHS
30 Tillson Ave., Tillsonburg
MINUTES
Page 339 of 374
6. General Business & Reports
6.1. Financial- not available
6.2. Tour Guides- Guides have been recruited for Christmasfest weekend and upcoming
tours
6.3. Curator’s Report- The Curator’s report was circulated and included the following
highlights:
1. Attendance numbers were good for October.
2. “Batteries Not Included “ – exhibit opens November 23 and runs to January 6.
3. Exhibit in The Corner Gallery was changed Nov. 21. Sales to date have netted the
museum $886.80 so far this year.
4. House is again decorated for the Christmas season and looks amazing.
5. School programming bookings continue with 12 classes booked to date.
6. First ten charcuterie boards have arrived.
7. New souvenir mugs have been ordered with delivery date unclear-. (postal strike)
8. Historical Society are raffling a hand-made rocking horse and a painting with
proceeds going to the Annandale House Trust Fund.
9. Tillson descendants, the Clark family, have a Family Foundation and have
contacted the museum about making a donation to the Annandale House Trust
Fund as their charitable organization for this year.
10. A scout from the Murdoch Mystery series toured the house as a possible site for
filming.
Moved by Marianne Sandham Seconded by Dianne MacKeigan
Proposed Resolution # 3 THAT the reports be adopted as circulated.
Carried
7. Correspondence- none
8. Other Business-
-Souvenirs- covered in the curator’s report.
Page 340 of 374
9. Closed Session
10. Next meeting- Thursday December 20, 2018
11. Adjournment
Moved by Marianne Sandham
Proposed Resolution #4
THAT the museum advisory committee meeting be adjourned at 5:00 pm
Page 341 of 374
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ATTENDANCE
Henry Atkinson, Euclid Benoit, Valerie Durston (until 12:45 p.m.), Geoffrey Lee, Rick Lee,
John Prno, Staff: Annette Murray, Dan Locke Guests: Councillor-Elect Deb Gilvesy
MEMBERS ABSENT/REGRETS
Mel Getty, Jeremy Stockmans, Richard Van Maele
1. Call to Order
The meeting was called to order at 12:12 p.m. Euclid Benoit sat as the Chair and John Prno
acted as Recording Secretary for the meeting. Chair Benoit announced that as this was the
final Committee meeting for the Council term, the primary goal would be to provide a list of
outstanding items for consideration and follow-up by the new Committee.
2. Adoption of Agenda
Resolution #1
Moved By: Valerie Durston Seconded By: Rick Lee
THAT the Agenda as prepared for the Airport Advisory Committee meeting of November 26,
2018, be adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
None Declared
4. Adoption of Minutes of Previous Meeting
4.1. Minutes of the Meeting of September 11, 2018
The Corporation of the Town of Tillsonburg
AIRPORT ADVISORY COMMITTEE
November 26, 2018
12:00 p.m.
Tillsonburg Regional Airport Boardroom
244411 Airport Rd., South-West Oxford
MINUTES
Page 343 of 374
Airport Advisory Committee Meeting Minutes, November 26, 2018 - 2 -
Resolution #2
Moved By: Geoff Lee Seconded By: Henry Atkinson
THAT the Minutes of the Airport Advisory Committee Meeting of September 11, 2018,
be approved.
Carried
5. Delegations and Presentations
None
6. General Business & Reports
6.1 Moving Forward
Given the tight timeline existing, Chair Benoit offered to immediately send out the call for
new Committee members to the Committee’s list of hangar owners and tenants,
encouraging interested parties to submit nominations by the November 30th deadline.
Discussion then took place with the Committee members providing the following
suggestions for the transition to, and consideration by the new Tillsonburg Airport
Advisory Committee (TAAC):
- The Airport Manager continue her past practice of providing an orientation package
for the new committee, including copies of recent minutes, this list of items and the
most recent maps of potential expansion opportunities.
- Reduce the existing barriers to generating new “immediate” development at the
airport. This includes streamlining both internal (Town of Tillsonburg) and external
(South-West Oxford and other) approval processes, and creating a formalized step-
by-step process map to direct those interested in building on the airport property.
This would eliminate any surprises as new development moves forward.
- In the longer term, no item is more critical to the Airport moving forward, than
completion of the long awaited Master Plan to support the concept work previously
done. In November 2016, Council received Staff Report OPS 16-31 Airport
Comprehensive Review and subsequently referred the recommendations back to
the Airport Advisory Committee. The Committee fully supported the improvements in
the Review and recommended the following funding schedule:
o Self-Serve Fueling Conversion (2017)
o Crack Sealing (2017)
o Hydro (Three-Phase Power) Infrastructure Update (2018)
o Water System Improvements (2018)
Page 344 of 374
Airport Advisory Committee Meeting Minutes, November 26, 2018 - 3 -
o Woodlot Removal to allow for a 5,000 ft runway (2019)
o Finalize Master Plan (2019)
The fueling conversion, crack sealing and water system improvements were
completed during 2017. In December 2017, the Committee was advised that for
Budget purposes, the Master Plan would be moved up to consideration in 2018 while
the Hydro Infrastructure work would be delayed to 2019. Staff felt that having the
Master Plan completed first, was a requirement to better determining future Hydro
needs. Despite this change, the Committee was advised in March 2018 that the
Master Plan and associated works had been deleted from the 2018 Budget. At that
time, the Committee expressed its disappointment of the deferral by resolution and
reiterated to Council, “the need for the Master Plan and the importance of the related
improvements in the continued growth of the Airport.” A similar resolution was
generated at the September 11, 2018 Committee meeting, in anticipation of the 2019
Budget process.
Outstanding at the present time are the following capital work items, critical to
ongoing development of the Airport:
o Finalize Master Plan
o Hydro Infrastructure Update
o Woodlot Removal to allow for a 5,000 foot runway
7. Correspondence
None
8. Other Business
8.1. Fueling Costs
In response to a Committee member’s question about the difference in fuel cost
between the Tillsonburg and St. Thomas airports, Annette Murray confirmed that there
has been no change to the airport’s “profit margin”. Fuel costs change constantly and
Tillsonburg is traditionally among the lowest cost airports. For whatever reason, e.g.,
greater volume purchases, etc., this year St. Thomas has been able to provide
significantly lower prices, and has certainly attracted business. Fuel sales are down
approximately 15% in Tillsonburg, but this could also be due to a poor weather flying
season this year. There have also been issues with the self-serve fueling facility which
may be impacting sales. A poll of area airport fuel costs was distributed showing that
Tillsonburg remains among the lowest cost airports. Annette continues to work with the
Page 345 of 374
Airport Advisory Committee Meeting Minutes, November 26, 2018 - 4 -
fuel facility provider to improve reliability, and will continue to monitor fuel prices and
consumption for the Committee.
8.2. Miller Hangar Update
In response to a Committee member’s question about apparent lack of progress on the
Miller Hangar, Dan Locke indicated that Staff continued to monitor the situation and work
with Mr. Miller on completion of the hangar. A second committee member noted that
there appeared to be work being done after hours inside the hangar on a daily basis.
9. Closed Session
None
10. Next Meeting
Chair Benoit and Dan Locke thanked the Committee members for their commitment over the
past four years, with a special mention to Henry Atkinson who has announced his departure
from the Committee after more than twenty years! In his parting comments, Henry
expressed his ongoing concern that the lack of a completed Master Plan has been used by
Council to prevent interested parties from building at the Airport. He expressed optimism
that the new Council would see the benefits of additional development at this important
Town asset. The Master Plan, whether completed or not, should always be considered a
guide to airport development, allowing for flexibility when opportunities arise.
The membership, as well as date and time of the next meeting of the renamed Tillsonburg
Airport Advisory Committee will be announced at a future date.
11. Adjournment
Resolution #3
Moved By: Henry Atkinson Seconded By: Geoff Lee
THAT the Airport Advisory Committee Meeting of November 26, 2018 be adjourned at 1:05
p.m.
Carried
Page 346 of 374
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4233
BEING A BY-LAW to appoint a Committee of Adjustment for the Town of Tillsonburg
pursuant to Section 44 of the Planning Act., R.S.O. 1990 c. P. 13.
WHEREAS Section 44 of the Planning Act, 1990 allows municipalities who have passed a
zoning by-law under Section 34 of the Act, to appoint a Committee of Adjustment for the
municipality.
AND WHEREAS the Municipality of the Town of Tillsonburg wish to constitute and appoint a
Committee of Adjustment.
NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF
TILLSONBURG ENACTS AS FOLLOWS:
1. THAT the Committee of Adjustment for the Corporation of the Town of Tillsonburg shall
have all statutory duties listed under Sections 44 and 45 of the Planning Act, R.S.O.
1990, Chapter P. 13, as amended.
2. THAT the following members of Council shall be appointed to the Town of Tillsonburg
Committee of Adjustment for a term to expire December 31, 2019;
Stephen Molnar
Dave Beres
Penny Esseltine
Deb Gilvesy
Pete Luciani
Chris Parker
Chris Rosehart
3. THAT the Chair of the Committee of Adjustment shall be the Mayor of the Town or
Tillsonburg or designate.
4. THAT the Clerk for the Town of Tillsonburg, or designate, is responsible for the
Secretary-Treasurer duties of the Committee of Adjustment as prescribed in the
Planning Act.
5. THAT all hearings of the Committee of Adjustment shall be called by the Secretary-
Treasurer or designate as it is necessary, according to the submission of applications for
minor variances and shall take place in Council Chambers during a regular scheduled
Council meeting.
6. THAT By-Law 4153 be repealed.
7. THAT any other by-law inconsistent with this by-law shall be hereby repealed.
8. THAT this by-law shall come into full force and effect upon the day of final passing.
READ A FIRST AND SECOND TIME THIS 10th DAY OF DECEMBER, 2018.
READ A THIRD AND FINAL TIME AND PASSED THIS 10th DAY OF DECEMBER, 2018.
________________________________
Mayor – Stephen Molnar
________________________________
Town Clerk – Donna Wilson
Page 347 of 374
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 4220
A BY-LAW TO AUTHORIZE A SPECIAL LOCAL MUNICIPAL LEVY ON
RATEABLE PROPERTY
WHEREAS Section 326 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended (the
“Municipal Act”), provides that a municipality may by by-law: (a) identify a special
service, (b) determine which of the costs of the municipality are related to that special
service, (c) designate the area of the municipality in which the residents and property
owners receive or will receive an additional benefit from the service, (d) determine the
portion and set out the method of determining the portion of the costs, and (e)
determine whether all or a specified portion of the additional costs shall be raised by a
special local municipality levy;
AND WHEREAS a Subdivision Agreement applies to lands described in Schedule “A”
(the “Lands”);
AND WHEREAS 1300908 Ontario Inc. (the “Owner”) represents that it is the registered
owner of a number of lots forming part of the Lands described in Schedule “A1” (the
“Owner’s Lands”);
AND WHEREAS a number of lots within the Lands are owned by other persons (the
“Neighbouring Owners”) described in Schedule “A2” (the “Designated Area”);
AND WHEREAS The Corporation of the Town of Tillsonburg (the “Town”) deems it
appropriate to enact a by-law to provide special services such as the construction of
roads, installation of water and sanitary services, drainage facilities and other facilities
to the lands within the Designated Area, the full cost of which is to be recovered by the
Town through special local municipality levy that will be assessed on rateable property
within each phase of the development, as they proceed within the Designated Area;
THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN
OF TILLSONBURG ENACTS AS FOLLOWS:
1. In this By-law,
a. “Town Treasurer” means the Treasurer of the Town;
b. “Designated Area” means the area shown on Schedule “A2”, attached to
and forming part of this By-law, and designated under section 2 of this By-
law to receive Special Services;
c. “Special Services” means the construction of roads, installation of water
and sanitary services, drainage facilities and other facilities within the
Designated Area;
d. “Special Services Levy” means the special local municipality levy imposed
under this By-law against all rateable properties in the Designated Area to
cover the costs of providing and administering the Special Services;
e. “Tax” or “Taxes” means any sum payable for the purposes of the Special
Services Levy’.
2. The Designated Area is hereby designated as an area to receive Special
Services.
Page 348 of 374
2
3. The Town shall pay to the Owner the costs of providing the Special Services.
4. The Town hereby establishes a Special Services Levy to recover the costs of
providing the Special Services to the Designated Area.
5. The Town Treasurer shall calculate all amounts payable for the Special Services
Levy based on the actual cost to provide the Special Services. The Special
Services Levy shall take the form of a levy imposed on the first $100,000.00 for
real property of a residential tax class assessment within the Designated Area.
6. The Town Treasurer shall determine the dates on which the installment
payments are due and the Municipal rate of borrowing associated with the
Special Services Levy for the rateable properties within each phase of the
development, as they proceed within the Designated Area.
7. A penalty of 1.25% shall be added on all taxes of the Special Services Levy
which are in default on the first day of default, and thereafter a penalty of 1.25%
per month will be added on the first day of each and every month the default
continues.
8. Penalties and interest added in default shall become due and payable and shall
be collected as if the same had originally been imposed and former part of such
unpaid Tax levy.
9. The Town Treasurer may mail, or cause the same to be mailed to the residence
or of such person indicated on the last revised assessment roll, a written or
printed notice specifying the amount of Taxes payable.
10. All such Taxes are payable at the Town of Tillsonburg Customer Service Centre,
10 Lisgar Avenue, Tillsonburg, Ontario.
READ A FIRST AND SECOND TIME THIS 10th day of December, 2018.
READ A THIRD AND FINAL TIME AND PASSED THIS 10th day of December, 2018.
___________________________
MAYOR – Stephen Molnar
______________________________
TOWN CLERK – Donna Wilson
Page 349 of 374
3
Schedule “A”
Description of the Lands
All and singular certain parcels or tracts of land and premises, situate, lying and being in
the Town of Tillsonburg, County of Oxford, Province of Ontario, being described in the
following Table A:
Table A
Lot Plan PIN
1 40 Plan 41M143 00025-0231
2 41 Plan 41M143 00025-0232
3 43 Plan 41M143 00025-0234
4 44 Plan 41M143 00025-0235
5 45 Plan 41M143 00025-0236
6 46 Plan 41M143 00025-0237
7 47 Plan 41M143 00025-0238
8 48 Plan 41M143 00025-0239
9 49 Plan 41M143 00025-0240
10 50 Plan 41M143 00025-0241
11 51 Plan 41M143 00025-0242
12 52 Plan 41M143 00025-0243
13 53 Plan 41M143 00025-0244
14 54 Plan 41M143 00025-0245
15 55 Plan 41M143 00025-0246
16 56 Plan 41M143 00025-0247
17 57 Plan 41M143 00025-0248
18 1 Plan 41M144 00025-0329
19 2 Plan 41M144 00025-0330
20 3 Plan 41M144 00025-0331
21 4 Plan 41M144 00025-0332
22 5 Plan 41M144 00025-0333
23 6 Plan 41M144 00025-0334
24 7 Plan 41M144 00025-0335
25 8 Plan 41M144 00025-0336
26 9 Plan 41M144 00025-0337
27 10 Plan 41M144 00025-0338
28 11 Plan 41M144 00025-0339
29 12 Plan 41M144 00025-0340
30 13 Plan 41M144 00025-0341
31 14 Plan 41M144 00025-0342
32 15 Plan 41M144 00025-0343
33 16 Plan 41M144 00025-0344
34 17 Plan 41M144 00025-0345
35 18 Plan 41M144 00025-0346
36 19 Plan 41M144 00025-0347
37 20 Plan 41M144 00025-0348
38 21 Plan 41M144 00025-0349
39 22 Plan 41M144 00025-0350
40 23 Plan 41M144 00025-0351
41 24 Plan 41M144 00025-0352
42 25 Plan 41M144 00025-0353
43 26 Plan 41M144 00025-0354
44 27 Plan 41M144 00025-0355
45 28 Plan 41M144 00025-0356
46 29 Plan 41M144 00025-0357
47 30 Plan 41M144 00025-0358
Page 350 of 374
4
48 31 Plan 41M144 00025-0359
49 32 Plan 41M144 00025-0360
50 33 Plan 41M144 00025-0361
51 34 Plan 41M144 00025-0362
52 35 Plan 41M144 00025-0363
53 36 Plan 41M144 00025-0364
54 37 Plan 41M144 00025-0365
55 38 Plan 41M144 00025-0366
56 39 Plan 41M144 00025-0367
57 40 Plan 41M144 00025-0368
58 41 Plan 41M144 00025-0369
59 42 Plan 41M144 00025-0370
60 43 Plan 41M144 00025-0371
61 44 Plan 41M144 00025-0372
62 45 Plan 41M144 00025-0373
63 46 Plan 41M144 00025-0374
64 47 Plan 41M144 00025-0375
65 48 Plan 41M144 00025-0376
66 49 Plan 41M144 00025-0377
67 50 Plan 41M144 00025-0378
68 51 Plan 41M144 00025-0379
69 52 Plan 41M144 00025-0380
70 53 Plan 41M144 00025-0381
71 54 Plan 41M144 00025-0382
72 55 Plan 41M144 00025-0383
73 56 Plan 41M144 00025-0384
74 57 Plan 41M144 00025-0385
75 58 Plan 41M144 00025-0386
76 59 Plan 41M144 00025-0387
77 60 Plan 41M144 00025-0388
78 61 Plan 41M144 00025-0389
79 62 Plan 41M144 00025-0390
80 64 Plan 41M144 00025-0392
81 65 Plan 41M144 00025-0393
82 66 Plan 41M144 00025-0394
83 67 Plan 41M144 00025-0395
84 68 Plan 41M144 00025-0396
85 69 Plan 41M144 00025-0397
86 70 Plan 41M144 00025-0398
87 71 Plan 41M144 00025-0399
88 72 Plan 41M144 00025-0400
89 73 Plan 41M144 00025-0401
90 74 Plan 41M144 00025-0402
91 75 Plan 41M144 00025-0403
92 76 Plan 41M144 00025-0404
93 77 Plan 41M144 00025-0405
94 78 Plan 41M144 00025-0406
95 79 Plan 41M144 00025-0407
96 80 Plan 41M144 00025-0408
97 81 Plan 41M144 00025-0409
98 82 Plan 41M144 00025-0410
99 83 Plan 41M144 00025-0411
100 84 Plan 41M144 00025-0412
101 85 Plan 41M144 00025-0413
102 86 Plan 41M144 00025-0414
103 87 Plan 41M144 00025-0415
104 88 Plan 41M144 00025-0416
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105 89 Plan 41M144 00025-0417
106 90 Plan 41M144 00025-0418
107 91 Plan 41M144 00025-0419
108 92 Plan 41M144 00025-0420
109 93 Plan 41M144 00025-0421
Page 352 of 374
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SCHEDULE “A1”
Description of the Owner’s Lands
All and singular certain parcels or tracts of land and premises, situate, lying and being in the Town
of Tillsonburg, County of Oxford, Province of Ontario, being described in the following Table A1:
Table A1
Lot Plan PIN
1 40 Plan 41M143 00025-0231
2 41 Plan 41M143 00025-0232
3 45 Plan 41M143 00025-0236
4 46 Plan 41M143 00025-0237
5 47 Plan 41M143 00025-0238
6 48 Plan 41M143 00025-0239
7 49 Plan 41M143 00025-0240
8 50 Plan 41M143 00025-0241
9 51 Plan 41M143 00025-0242
10 52 Plan 41M143 00025-0243
11 53 Plan 41M143 00025-0244
12 54 Plan 41M143 00025-0245
13 55 Plan 41M143 00025-0246
14 56 Plan 41M143 00025-0247
15 57 Plan 41M143 00025-0248
16 2 Plan 41M144 00025-0330
17 4 Plan 41M144 00025-0332
18 5 Plan 41M144 00025-0333
19 6 Plan 41M144 00025-0334
20 7 Plan 41M144 00025-0335
21 8 Plan 41M144 00025-0336
22 9 Plan 41M144 00025-0337
23 10 Plan 41M144 00025-0338
24 11 Plan 41M144 00025-0339
25 12 Plan 41M144 00025-0340
26 13 Plan 41M144 00025-0341
27 14 Plan 41M144 00025-0342
28 15 Plan 41M144 00025-0343
29 17 Plan 41M144 00025-0345
30 18 Plan 41M144 00025-0346
31 19 Plan 41M144 00025-0347
32 20 Plan 41M144 00025-0348
33 21 Plan 41M144 00025-0349
34 22 Plan 41M144 00025-0350
35 23 Plan 41M144 00025-0351
36 24 Plan 41M144 00025-0352
37 25 Plan 41M144 00025-0353
38 26 Plan 41M144 00025-0354
39 27 Plan 41M144 00025-0355
40 28 Plan 41M144 00025-0356
41 29 Plan 41M144 00025-0357
42 41 Plan 41M144 00025-0369
43 42 Plan 41M144 00025-0370
44 43 Plan 41M144 00025-0371
45 44 Plan 41M144 00025-0372
46 46 Plan 41M144 00025-0374
47 47 Plan 41M144 00025-0375
48 48 Plan 41M144 00025-0376
49 49 Plan 41M144 00025-0377
Page 353 of 374
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50 50 Plan 41M144 00025-0378
51 51 Plan 41M144 00025-0379
52 52 Plan 41M144 00025-0380
53 53 Plan 41M144 00025-0381
54 59 Plan 41M144 00025-0387
55 60 Plan 41M144 00025-0388
56 61 Plan 41M144 00025-0389
57 62 Plan 41M144 00025-0390
58 64 Plan 41M144 00025-0392
59 65 Plan 41M144 00025-0393
60 66 Plan 41M144 00025-0394
61 67 Plan 41M144 00025-0395
62 68 Plan 41M144 00025-0396
63 69 Plan 41M144 00025-0397
64 70 Plan 41M144 00025-0398
65 71 Plan 41M144 00025-0399
66 72 Plan 41M144 00025-0400
67 73 Plan 41M144 00025-0401
68 74 Plan 41M144 00025-0402
69 75 Plan 41M144 00025-0403
70 76 Plan 41M144 00025-0404
71 77 Plan 41M144 00025-0405
72 78 Plan 41M144 00025-0406
73 79 Plan 41M144 00025-0407
74 80 Plan 41M144 00025-0408
75 81 Plan 41M144 00025-0409
76 82 Plan 41M144 00025-0410
77 83 Plan 41M144 00025-0411
78 84 Plan 41M144 00025-0412
79 85 Plan 41M144 00025-0413
80 86 Plan 41M144 00025-0414
81 87 Plan 41M144 00025-0415
82 88 Plan 41M144 00025-0416
83 89 Plan 41M144 00025-0417
84 90 Plan 41M144 00025-0418
85 91 Plan 41M144 00025-0419
86 92 Plan 41M144 00025-0420
87 93 Plan 41M144 00025-0421
Page 354 of 374
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SCHEDULE “A2”
Description of the Designated Area
All and singular certain parcels or tracts of land and premises, situate, lying and being in the Town
of Tillsonburg, County of Oxford, Province of Ontario, being described in the following Table A2:
Table A2
Lot Plan PIN
1 43 Plan 41M143 00025-0234
2 44 Plan 41M143 00025-0235
3 1 Plan 41M144 00025-0329
4 3 Plan 41M144 00025-0331
5 16 Plan 41M144 00025-0344
6 30 Plan 41M144 00025-0358
7 31 Plan 41M144 00025-0359
8 32 Plan 41M144 00025-0360
9 33 Plan 41M144 00025-0361
10 34 Plan 41M144 00025-0362
11 35 Plan 41M144 00025-0363
12 36 Plan 41M144 00025-0364
13 37 Plan 41M144 00025-0365
14 38 Plan 41M144 00025-0366
15 39 Plan 41M144 00025-0367
16 40 Plan 41M144 00025-0368
17 45 Plan 41M144 00025-0373
18 54 Plan 41M144 00025-0382
19 55 Plan 41M144 00025-0383
20 56 Plan 41M144 00025-0384
21 57 Plan 41M144 00025-0385
22 58 Plan 41M144 00025-0386
Page 355 of 374
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4241
A BY-LAW, TO APPOINT A DEPUTY CHIEF BUILDING OFFICIAL, MUNICIPAL LAW
ENFORCEMENT OFFICER AND PROPERTY STANDARDS OFFICER FOR THE TOWN OF
TILLSONBURG.
WHEREAS pursuant to The Municipal Act, 2001, S.O. 2001, c.25, as amended, the Council of
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, to enable them to govern their
affairs as they consider appropriate and to enhance their ability to respond to municipal
issues;
AND WHEREAS pursuant the Municipal Act, 2001, S.O. 2001, c. 25, as amended, requires
that a municipality’s capacity, rights, powers and privileges, shall be exercised by by-law;
AND WHEREAS pursuant to the provisions of the Building Code Act, S.O. 1992, c.23, Section
3, provides for the appointment of a Chief Building Official and Section 77 of the Legislation
Act, 2006, c. 21 provides for the appointment of Deputies with the same powers of the holder
of the office;
AND WHEREAS pursuant to the provisions of the Police Services Act, R.S.O. 1990, cP.15, as
amended, the Council of any municipality may appoint one or more Municipal Law
Enforcement Officers who shall be Peace Officers for the purpose of enforcing the By-Laws of
the Municipality;
AND WHEREAS pursuant to The Fire Protection and Prevention Act, as amended, provides
that a municipality may appoint officers to enforce By-Laws passed pursuant to the said Act;
AND WHEREAS pursuant to The Building Code Act, S.O. 1992, c. 23, as amended, defines
“officer” as a property standards officer who has been assigned the responsibility of
administering and enforcing by-laws passed under Section 15.1 of The Building Code Act;
AND WHEREAS the Council of the Corporation of the Town of Tillsonburg considers it
desirable to appoint a By-Law Enforcement Officer and Property Standards Officer;
NOW THEREFORE BE IT RESOLVED THAT the Council of The Corporation of the Town of
Tillsonburg enacts as follows:
1. THAT John Vandenheede be and is hereby appointed as Deputy Chief Building
Official, By-Law Enforcement Officer and Property Standards Officer for the Town of
Tillsonburg.
2. THAT this appointment shall be effective April 27, 2015.
3. THAT this by-law comes into full force and effect upon the day of passing.
READ A FIRST, SECOND AND THIRD TIME, PASSED, SIGNED, SEALED AND NUMBERED
4241 this 10th day of December, 2018.
_________________________
MAYOR-Stephen Molnar
________________________
TOWN CLERK-Donna Wilson
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4239
A BY-LAW TO AUTHORIZE A MEMORANDUM OF UNDERSTANDING BETWEEN THE
CORPORATION OF THE TOWN OF TILLSONBURG AND THE BOARD OF DIRECTORS
OF THE TILLSONBURG SENIOR CENTRE.
WHEREAS pursuant to Section 9 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;
WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient
to enter into a Memorandum of Understanding with The Board of Directors of the Tillsonburg Senior Centre.
THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the Memorandum of Understanding attached hereto as Schedule “A” and
forming part of this By-law between the Corporation of the Town of Tillsonburg and The Board of Directors of The Senior Centre is hereby approved; 2. THAT the Mayor and Clerk be hereby authorized to execute the attached agreement marked as Schedule “A” on behalf of the Corporation of the Town of Tillsonburg;
3. THAT By-Law 3891 and any other previously adopted Memorandum of Understanding between the Town and the Senior Centre are hereby repealed; 4. THAT This By-Law shall come into full force and take effect immediately after the
final passing hereof.
READ A FIRST AND SECOND TIME THIS 10th day of December, 2018.
READ A THIRD AND FINAL TIME AND PASSED THIS 10th day of December, 2018.
___________________________ MAYOR – Stephen Molnar ______________________________
TOWN CLERK – Donna Wilson
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4240
A BY-LAW to enter into an agreement with Her Majesty The Queen In Right Of Ontario as Represented by the Minister of Government and Consumer Services.
WHEREAS The Town of Tillsonburg is desirous of entering into a Lease Agreement with Her Majesty the Queen in Right of Ontario as Represented by the Minister of Government and Consumer Services for the property located at 31 Earle Street, Tillsonburg.
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the agreement attached hereto forms part of this by-law;
2. THAT the Mayor and Clerk be hereby authorized to execute the attached lease agreement on behalf of the Corporation of the Town of Tillsonburg.
READ A FIRST AND SECOND TIME THIS 10th DAY OF December, 2018.
READ A THIRD AND FINAL TIME AND PASSED THIS 10th DAY OF December 2018.
_____________________________ Mayor – Stephen Molnar
______________________________ Town Clerk – Donna Wilson
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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”).
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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.
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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:
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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
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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
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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.
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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.
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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 10th day of December, 2018.
THE CORPORATION OF THE TOWN
OF TILLSONBURG
By: _____________________________
Name: Stephen Molnar
Title: Mayor
Authorized Signing Officer
By: _____________________________
Name: Donna Wilson
Title: Town Clerk
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 372 of 374
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4242
A BY-LAW to amend By-Law 3701, being a by-law to regulate traffic and the parking of motor
vehicles in the Town of Tillsonburg.
WHERAS it is deemed necessary and expedient to amend By-Law 3701.
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as
follows:
1. THAT Schedule 11 to By-Law 3701, “ ONE WAY STREETS” be amended as follows:
Add:
SCHEDULE 11
ONE WAY STREETS
COLUMN 1
HIGHWAY
COLUMN 2
FROM
COLUMN 3
TO
COLUMN 4
DIRECTION
Alley Alley Sanders Street Municipal
Parking Lot
North/South
Read a first and second time this 10th day of December, 2018.
Read a third time, passed, signed, sealed and numbered 4242 this 10th day of December, 2018
________________________________
Mayor Stephen Molnar
_______________________________
Town Clerk – Donna Wilson
Page 373 of 374
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4243
BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 10th
day of December, 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 December 10, 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 10th DAY OF DECEMBER, 2018.
READ A THIRD AND FINAL TIME AND PASSED THIS 10th DAY OF DECEMBER, 2018.
________________________________ Mayor – Stephen Molnar
________________________________ Town Clerk – Donna Wilson
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