181217 Council Budget Meeting AGDThe Corporation of the Town of Tillsonburg
COUNCIL BUDGET MEETING
AGENDA
Monday, December 17, 2018
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
1.Call to Order
2.Adoption of Agenda
Proposed Resolution #1
Moved By: ________________
Seconded By: ________________
THAT the Agenda as prepared for the Council budget meeting of Monday, December 17,
2018, be adopted.
3.Disclosures of Pecuniary Interest and the General Nature Thereof
4.2019 Budget Overview
Proposed Resolution #2
Moved By: ________________
Seconded By: ________________
THAT Council receives the Budget 2019 Overview, as information.
5.Budget Requests
5.1 FIN 18-29 - 2019 Capital Pre-Budget Approval
Proposed Resolution #3
Moved By: ________________
Seconded By: ________________
THAT Report FIN18-29 2019 Capital Pre-Budget Approval be received;
AND THAT Council gives 2019 pre-budget approval for Project x14 Asphalt
Resurfacing $400,000.
AND THAT Council gives 2019 pre-budget approval for Project x50 Cab and Chassis
Replacement $160,000.
AND THAT Council gives 2019 pre-budget approval for Project x84 Natural Gas Refill
Station $40,000.
AND THAT Council gives 2019 pre-budget approval Project x98 Summer Place Roof
$70,300.
Proposed Resolution #4
Moved By: ________________
Seconded By: ________________
THAT Council receives Report RCP18-42 – Awarding Tender – Summer Place &
Rowing Club Roof Replacements;
AND THAT Council award the Tender for the replacement of the Summer Place &
Rowing Club roofs for the negotiated price of $70,252.99 before taxes;
AND THAT Council give pre-budget approval to fund this 2019 capital project from
the Asset Management Reserve.
6.Staff Reports
6.1 RCP 18-45 - Fencing Compound for Outdoor Pad Equipment
Proposed Resolution #5
Moved By: ________________
Seconded By: ________________
THAT Report RCP 18-45 – Fencing Compound for Outdoor Pad Equipment be
received;
AND THAT staff is authorized to construct a permanent fenced compound and erect
a temporary equipment shelter between the Colin Campbell Community Rink and the
Fair Board Office for the purpose of storing equipment for the maintenance and
operation of the J.L. Scott McLean Outdoor Recreation Pad at a maximum cost of
$5,500;
AND THAT the unused portion of the $30,000 allocation in the 2018 budget for
purchasing new tables and chairs at the Tillsonburg Community Centre be
reallocated to fund the cost of the fence and shelter.
6.2 RCP 18-46 - OPP Sally Port Doors
Proposed Resolution #6
Moved By: ________________
Seconded By: ________________
Page 2 of 48
THAT Council receives report RCP 14-46 – OPP Station Sally Port Doors;
AND THAT Council directs that part of the $30,000 approved in the 2017 budget for a
project to replace exterior doors at the Tillsonburg Community Centre be used for the
repairs of the sally port doors at the OPP station.
7.Motions/Notice of Motions
8.Confirm Proceedings By-law
Proposed Resolution #7
Moved By: ________________
Seconded By: ________________
THAT By-Law 4246, to Confirm the Proceedings of the Council meeting held on December
17, 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
9.Adjournment
Proposed Resolution #8
Moved By: ________________
Seconded By: ________________
THAT the Council Meeting of Monday, December 17, 2018, be adjourned at ____ p.m.
Page 3 of 48
Report Title Budget 2019 Overview
Report No. FIN 18-30
Author Dave Rushton
Meeting Type Budget Meeting
Council Date December 17, 2018
Attachments Budget Overview Powerpoint
Page 1 / 1 Budget 2019 Overview
RECOMMENDATION
THAT Council receives the Budget 2019 Overview as information
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
1. Excellence in Local Government
☒ Demonstrate strong leadership in Town initiatives
☒ Streamline communication and effectively collaborate within local government
☒ Demonstrate accountability
Report Approval Details
Document Title: Budget Overview.docx
Attachments: - 2019 Budget Overview.pptx
Final Approval Date: Dec 13, 2018
This report and all of its attachments were approved and signed as outlined below:
David Calder - Dec 13, 2018 - 1:06 PM
Page 4 of 48
2019 Budget Overview
December 17, 2018
Page 5 of 48
2
Municipal Budgeting
•There are two main types of accounting. One is
commercial accounting which is used mainly by for-
profit organizations and fund accounting which is used
mainly by non-profits and governments.
•The difference between the two is that a fund
accounting system emphasizes accountability rather
than profitability.
•Fund accounting also segregates resources into
categories or funds. By using this method of accounting
you can properly identify the source of these funds and
also the use of those funds.
2019 Budget Overview
Page 6 of 48
3
2019 Budget Assumptions
•Maintain the existing service level
•Reduce tax supported debt as per Council Policy
•Use assessment growth to fund the Asset
Management Plan
•Address key programs identified in Community
Strategic Plan (i.e. Transit)
2019 Budget Overview
Page 7 of 48
4
2018 Budget Terminology
•Requirement from taxation is the amount needed to be
collected from taxpayers to fund the operating and
capital programs
•Tax levy is the rate that is used to collect the required
funds based on the assessed value of the property
•Operating requirements are the funds needed to run all
of the departments within the town administration
•Capital requirements are the funds needed to add or
replace the Town’s Assets, Plans or Studies
2019 Budget Overview
Page 8 of 48
5
Sources of Funds
•Taxation
•User Fees
•Reserves
•Grants
•Debt supported by users
•Debt supported by operational savings
•Debt supported by taxation
•Donations
2019 Budget Overview
Page 9 of 48
6
Sources of Funds -Taxation
•Formula: Assessment X Levy = Taxation
•Assessment is calculated through a service contract
with Municipal Property Assessment Corporation
(MPAC)
•Assessments are based on market value and are
adjusted every four years with a phase in of increases
over the next four years. i.e.. 2016 valuation is phased
in 2017 through 2020 when the valuations are done
again. Reductions in value are taken in the first year.
•Annually the municipality, through the budget process
calculates the needs for taxation and adjusts the levy
accordingly.
2019 Budget Overview
Page 10 of 48
7
Sources of Funds –User Fees
•Several Services are provided by the Town through
taxation however many services have a fee attached
that fully or partially recovers the cost of providing that
service. Some of these fees may be from licensing,
recreation, planning, engineering, airport, transfer
station, etc.
•The Town has a complete Rates & Fees By-Law that
details these charges.
•The Town also provides services to other organizations
such as the County of Oxford for water and wastewater
operations and Tillsonburg Hydro for hydro operations.
2019 Budget Overview
Page 11 of 48
8
Sources of Funds –Reserves & Trusts
•Reserves are the Town’s allocations of funds received from
activities that are not needed in the current year. This
allocation of Town equity establishes an obligation for
future years. Some of this is funded in actual bank accounts
and deposits.
•The Reserve Policy details the sources of funds, where funds
are to be used and the target amount that is recommended.
Some of the funds are at the discretion of the Council and
some are mandated by other orders of government.
•The Town is responsible for Trust Accounts that hold money
that can be used in the operation of the Town or for
distribution by the Trustees per the directions of the donors.
2019 Budget Overview
Page 12 of 48
9
Sources of Funds -Grants
•The Town receives several million dollars annually
in grants from upper orders of government. Some
of these are from Gas Tax both Federal and
Provincial, Partnership Funds for downloaded
services, policing initiatives, the new Cannabis Tax,
transit, economic development, recreation, etc.
•Grants often can only be used for specific purposes
and require reporting to ensure the costs are
eligible for funding.
2019 Budget Overview
Page 13 of 48
10
Sources of Funds -Debt
All Capital related debt is funded through Oxford
County and usually by the Province.
Debt supported by users
•Users are defined such as THI and the County which
pay for their fleet, aquatic users pay a fee towards
capital costs of pools, Fire Communication
customers pay for equipment required for their
service and residents pay for certain assets funded
through a debenture that is repaid through the tax
bill.
2019 Budget Overview
Page 14 of 48
11
Sources of Funds -Debt
Debt supported by operational savings
•Certain capital projects create savings that allow the
Town to repay debt incurred to fund these projects
such as LED streetlight replacement and the
cogeneration facility in 2018
Debt supported by taxation
•These are funds borrowed to fund the activities of the
Town most often for capital assets. Prior Councils have
requested that the total debt be reduced annually. The
balance of committed tax supported borrowings is
about $10.5 million for 2019.
2019 Budget Overview
Page 15 of 48
12
Sources of Funds -Debt
Annual Repayment Limit (ARL)
•The Province does not limit the Towns borrowing
capacity by the amount of the borrowing but by the
ability to repay the debt.
•The ARL is calculated based on 25% of the Town’s net
revenue going towards principal and interest payments.
•Longer amortization periods allow a municipality to
borrow a higher amount. Based on a 20 year debenture
at 5% Tillsonburg could have borrowed an additional
$39.7 million in 2018. This of course would impact the
Town’s resources to carry out other activities.
2019 Budget Overview
Page 16 of 48
13
2019 -The Big Picture
•The total operations managed by Town staff
generate $58.3M with offsetting THI, Water and
Wastewater (County), etc.
•Non tax revenues amount to $34.8M from utilities,
$5.9M from user fees, $1.6M from upper orders of
government, and $.2M from gifts, donations &
other sources
•This budget will focus on the impact to the
taxpayers and the need to make the operations of
the Town financially sustainable
2019 Budget Overview
Page 17 of 48
14
Budget Proposal
Staff is proposing to increase the combined operating
and capital tax supported budget from $14,815,000
in 2018 to $15,813,800 in 2019 to be funded from:
•Growth in the value of existing
assessment based on 2016 values $330,000
•Growth in new assessment in 2018 $251,000
•New tax rate for increased costs $417,800
TOTAL $998,800
2019 Budget Overview
Page 18 of 48
15
Changes to Tax Levy
2019 Budget Overview
Year Levy Change %
2009 0.00755081 -3.3%
2010 0.00754233 -0.1%
2011 0.00745651 -1.1%
2012 0.00737536 -1.1%
2013 0.00725973 -1.6%
2014 0.00722218 -0.5%
2015 0.00723594 0.2%
2016 0.00723432 0.0%
2017 0.00748681 3.5%
2018 0.00765228 2.2 %
2019 0.00786807 2.8 %proposed
Page 19 of 48
16
Taxation Growth
2019 Budget Overview
•New Assessment for 2019
Assessment Tax
Used in Capital Budget
•MPAC 2016 Phase-In $43M $330K
Used in Operating Budget
•Growth from new construction $33M $251K
Page 20 of 48
17
Operating Budget Pressures
Growth Related-$251,000
•$17K Health and Safety
•$46K Fire Prevention FTE –½ year
•$54K Transit and Fleet shared FTE 2/3 year
•$25K Town Hall Committee
•$16K Transit
•$21K Part Time Parks Staff
•$36K Software additions
•$20K Corporate Office Expansion (approved in 2018)
•$16K Other growth related expenses
•$251K Total
2019 Budget Overview
Page 21 of 48
18
Operating Budget Pressures
Increasing Cost of Operations $417,800
•$50K Cleaning contract due to minimum wage increases
•$44K Employer Tax Increase (OMERS, EHT, WSIB, CPP, EI)
•$120K Cost of Living Increase 2.0% (April 2019)
•$84K Job Evaluations and Grid Movement
•$14K Road Salt
•$94K Increase in Policing contract
•$12K Net increases in all other categories
•$418K Total increasing cost of operations
2019 Budget Overview
Page 22 of 48
19
Capital Budget
•$ 120K Fire and Protection
•$1,736K Recreation, Parks and Culture
•$4,461K Operations
•$ 87K Finance and IT
•$6,404K Total Capital
2019 Budget Overview
Page 23 of 48
20
Capital Funding
Where is the $6.4 million coming from?
•$ .7 M Grants
•$1.1 M Debt
•$0.9 M Reserves
•$1.4 M DC Reserves
•$.3 M User Pay Funded Debt
•$ .1 M Operation Savings Funded Debt
•$ .1 M Other Contributions
•$ 1.8M Taxation
$6.4 M Total Capital Funding
2019 Budget Overview
Page 24 of 48
21
Unrestricted Reserves -2019
2019 Budget Overview
INDEX
2018 Opening
Balance
January 1
Interest
Income at
November 30 2018
2018
Transfers In
2018
Sub-total
Commitments
2018
2018 Projected
Balance
December 31
2019
Transfers In
Commitments
2019
Projected
Ending Balance for
2019
Council Reserve 3,437 56 -3,493 -3,493 -3,493
Election Reserve 54,561 885 -55,445 46,000 9,445 -9,445
Transit Reserve --------
Physician Recruitment Reserve 7,537 122 -7,659 -7,659 7,500 159
Tax Rate Stabilization Reserve 816,858 13,671 77,394 907,922 74,000 833,922 25,000 808,922
IT Equipment Reserve 282,716 3,916 55,000 341,632 186,871 154,761 65,000 127,400 27,361
Asset Management Reserve 296,083 5,465 266,431 567,978 204,168 363,811 29,600 337,300 26,511
Fleet & Equipment Reserve 312,877 7,167 281,082 601,127 274,510 326,617 324,500 2,117
Fire Dept. Equipment Reserve 62,941 1,021 45,000 108,962 41,800 67,162 10,000 57,162
Fire Dept. Labour Reserve --------
Police Reserve 177,946 2,885 -180,831 41,300 139,531 92,000 47,531
Police Service Board Reserve 8,011 130 4,284 12,425 -12,425 -12,425
Engineering Reserve 28,868 468 60,000 89,336 21,600 67,736 35,000 60,000 7,736
Development Remediation Reserve 18,212 295 264,800 283,308 -283,308 264,800 18,508
Linear Infrastructure Reserve 90,184 1,292 382,800 474,276 92,900 381,376 375,000 6,376
Airport Reserve 5,936 96 -6,032 -6,032 30,000 5,900 132
Waste Mangement Reserve 130,447 1,377 -131,824 130,000 1,824 -1,824
Winter Maint.Reserve --------
RCP Reserve 277,509 4,444 119,661 391,614 56,691 334,923 50,000 176,000 158,923
Facility Infrastructure Reserve 203,395 3,298 55,000 261,693 -261,693 240,000 21,693
Cemetery Reserve 59,282 774 25,000 85,056 15,000 70,056 20,000 69,100 956
Downtown Parking Reserve 250,792 4,371 50,953 306,115 40,100 266,015 13,800 30,000 236,015
Econ Development Reserve 747,569 12,569 76,000 836,137 554,500 281,637 231,800 49,837
3,835,159 64,301 1,763,405 5,652,865 1,779,439 3,873,426 243,400 2,376,300 1,497,126
Page 25 of 48
22
Restricted Reserves and Trusts -2019
2019 Budget Overview
Restricted Reserves
Development
Charges Reserves
2018 Opening
Balance
January 1
Interest
Income at
November 30 2018
2018
Transfers In at
November 30 2018
2018 Sub-total Commitments
2018
2018 Projected
Balance
December 31
General 36,597 504 4,756 41,857 8,862 32,995
Fleet 535,914 7,605 100,249 643,768 643,768
Fire 231,189 2,295 61,776 295,261 295,261
Police 1,064 9 1 1,074 1,074
Parking 8,545 74 7 8,625 8,625
Storm Water 29,884 322 17,168 47,374 47,374
Roads 508,177 5,602 249,666 763,445 18,500 744,945
Recreation 251,177 3,572 47,716 302,465 81,000 221,465
1,602,548 19,983 481,338 2,103,869 108,362 1,995,508
Obligatory Reserves
Gas Tax 412,024 7,678 487,351 907,054 669,407 237,647
Building Fees 188,284 188,284 188,284
Trust Funds
Opening Balance
at Jan 1 2018
Balance at
Nov 30 2018
JL Scott McLean 52,861 395,714
Parkland 45,611 19,618
Community Trusts 62,941 30,560
Perpetual Care 895,494 252,070
Annandale House 109,255 124,887
Cemetery Mntce.33,983 34,533
Cemetery Prepaid 30,174 30,174
Scholarships 37,250 30,662
Lake Lisgar Revitalization 5,134 19,815
1,272,704.28 938,035.19
Page 26 of 48
Report Title 2019 Capital Pre-Budget Approval
Report No. FIN 18 - 29
Author DAVE RUSHTON
Meeting Type Council
Council Date December 17, 2018
Attachments
Project Descriptions: x14 Asphalt, x50 Replace
Snowplow #61, x84 LNG Refill, x98 Summer Place
Roof, RCP18-42, OPS 18-18
Page 1 / 4 2019 Capital Pre-Budget Approval
RECOMMENDATION
THAT Report FIN18-29 2019 Capital Pre-Budget Approval be received;
AND THAT Council gives 2019 pre-budget approval for Project x14 Asphalt Resurfacing
$400,000.
AND THAT Council gives 2019 pre-budget approval for Project x50 Cab and Chassis
Replacement $160,000.
AND THAT Council gives 2019 pre-budget approval for Project x84 Natural Gas Refill Station
$40,000.
AND THAT Council gives 2019 pre-budget approval Project x98 Summer Place Roof $70,300.
EXECUTIVE SUMMARY
Staff has presented the 2019 Capital Budget for Council’s consideration. Included in the 2019
Budget are projects that require immediate action. These include Asphalt, Cab and Chassis
replacement on a snow plow, a Natural Gas Refill Station and the replacement of the Roof on
Summer Place.
BACKGROUND
One advantage of this early approval is that the release of projects allows for better planning and
better pricing. The extra two months allows staff, user groups and contractors to prepare for the
impact of these projects.
The Town’s experience with early booking of the Asphalt program is that the Town is able to
secure a contractor and attract better pricing. In 2015, Council approved a strategy to replace
the Cab and Chassis of snowplows rejuvenating the unit and reducing the overall cost of
snowplow replacement by $120,000. The expansion of the number of ice surface to 3 will
require a faster method of refilling the ice resurfacing unit. The current process requires an
overnight period to refill. The new equipment will allow the re-surfacer to refill during the day to
enable multiple floods of all three ice surfaces. In the fall of 2018, mould appeared in the
Summer Place and Rowing Club. Further investigation led to a discovery that the roofs were
Page 27 of 48
Page 2 / 4 CAO
leaking and needed replacing. A contractor is offering an extra 5% discount if the Town books
this project by December 31, 2018 (RCP 18-42).
The asphalt program is funded through the Federal Gas Tax Grant and the other projects are
funded from the tax and debt components of the Capital Budget.
For information, the previous Council provided pre-budget approval for Lowrie Cres.
Reconstruction for $435,000 with the Road portion being funded through Debt and the Storm
Sewer portion being funded through Taxation (OPS 18-18).
FINANCIAL IMPACT/FUNDING SOURCE
The following summary shows the sources of funding:
2019 Pre-budget Approval Summary
Project
# Project Name Expenditure Debt Grants Tax Comment
X14 Asphalt
$400,000
$400,000
Gas Tax
X50 Replace #61 Cab
$160,000 $160,000
X84 LNG Refill Station
$40,000
$40,000
X98 Summer Place Roof
$70,300
$70,300
X12 Lowrie Cres Recon Road
$340,000 $340,000
X12 Lowrie Cres Recon Storm
$95,000
$95,000
Total Pre Budget Request
$1,105,300
$500,000
$400,000
$205,300
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
1. Excellence in Local Government
☒ Demonstrate strong leadership in Town initiatives
☐ Streamline communication and effectively collaborate within local government
☒ Demonstrate accountability
2. Economic Sustainability
☐ Support new and existing businesses and provide a variety of employment opportunities
☐ Provide diverse retail services in the downtown core
☐ Provide appropriate education and training opportunities in line with Tillsonburg’s
economy
Page 28 of 48
Page 3 / 4 CAO
3. Demographic Balance
☐ Make Tillsonburg an attractive place to live for youth and young professionals
☐ Provide opportunities for families to thrive
☐ Support the aging population and an active senior citizenship
4. Culture and Community
☐ Promote Tillsonburg as a unique and welcoming community
☐ Provide a variety of leisure and cultural opportunities to suit all interests
☐ Improve mobility and promote environmentally sustainable living
Page 29 of 48
Page 4 / 4 CAO
Report Approval Details
Document Title: 2019 Capital Pre-Budget Approval.docx
Attachments: - 2019 Pre-budget approval projects.pdf
- RCP 18-42 - Awarding Tender - Summer Place and Rowing Club Roof
Replacement.docx
- OPS 18-18 Development Cost-Sharing Pre-Budget Approval.docx
Final Approval Date: Dec 13, 2018
This report and all of its attachments were approved and signed as outlined below:
David Calder - Dec 13, 2018 - 1:05 PM
Page 30 of 48
Town of Tillsonburg
Capital Projects
Project
Department
Version Year
X14 Annual Asphalt Resurfacing Program
Public Works
3 - SMT final 2019
Description
Project Description
Partial depth resurfacing (top layer) or Full-depth rehabilitation (top & bottom layers) with spot curb
and gutter repairs would be completed on various streets within Town.
Justification
During a road’s lifecycle, there are opportunities for work activity to extend the life of the roadway
which generally coincides with its condition. Utilizing the two most economical pavement
management strategies outlined in the Towns Asset Management Plan it has been determined that
in order to maintain the current road network condition that rehabilitation investment varies between
800,000 to 1,100,000 over the next ten years (excluding road renewal through reconstruction
activities). Using these strategies, and depending on individual road conditions, the most
economical annual road resurfacing program is developed within the allocated budget.
Budget
2019Total
Expenditures
Construction
Subcon Exp 400,000400,000
400,000 400,000
400,000 400,000Expenditures Total
Funding
Grants 400,000400,000
400,000 400,000Funding Total
Page No. : 1
Page 31 of 48
Town of Tillsonburg
Capital Projects
Project
Department
Version Year
X50 Replace # 61 7400 Plow/Wing Truck
Fleet
3 - SMT final 2019
Description
Project Description
Roads Unit #61, a 2012 Snowplow truck has been identified through the Fleet Replacement Strategy of the
Towns Asset Management Plan for replacement with an overall asset risk rating of High. As part of the Fleet
Replacement Strategy approved by Council in 2015 the cab and chassis of this snowplow truck would be
replaced and the body and plow would be reused to ensure full useful life of these asset components. This
approach not only reduces this units replacement cost ($160,000) compared to a new unit ($280,000), but also
rejuvenates the snowplow fleet.
Justification
To achieve these costs saving measures the new cab and chassis need to be available on the shop floor at the
end of the 2018/19 winter maintenance season in order to complete the retrofit before the commencement of
the 2019/20 winter season.
Budget
2019Total
Expenditures
Construction
Subcon Exp 160,000160,000
160,000 160,000
160,000 160,000Expenditures Total
Funding
Debt 160,000160,000
160,000 160,000Funding Total
Page No. : 2
Page 32 of 48
Town of Tillsonburg
Capital Projects
Project
Department
Version Year
X84 PBA - TCC - CNG Refill station replacment
Rec - Bldg Mtce
3 - SMT final 2019
Description
Project Description
Replace ice resurfacer LNG fill station.
Justification
The current compressed gas fill station now takes more than 8 hours to fill up a
machine. With the additional pad and the potential for a 2nd resurfacer in the
future, an updated, quick-fill station with new technology is required. The current
system requires an 8-hour overnight period to fill the tanks. On a weekend with
both pads going most of the day, the resurfacer is plugged into the refuelling
station between floods but is still almost empty by the end of the day. Adding in
an additional potential 1-3 floods outside on busy weekend days may exceed the
ability for the current system to keep up, affecting the indoor ice program.
Pre-budget Approval is requested as the outdoor pad is expected to be
operational in early January 2019.
Budget
2019Total
Expenditures
Construction
Subcon Exp 40,00040,000
40,000 40,000
40,000 40,000Expenditures Total
Funding
Taxation 40,00040,000
40,000 40,000Funding Total
Page No. : 3
Page 33 of 48
Town of Tillsonburg
Capital Projects
Project
Department
Version Year
X98 PBA - SP - Summer Place Roof Replacement
Rec - Bldg Mtce
3 - SMT final 2019
Description
Project Description
Pre-budget Approval required.
Replace upper level flat roof and repair boathouse roof at Summer Place.
Justification
Upper level roof has completely failed and is leaking into the stairwell. Boathouse
roof is also leaking and requires resealing at seams and resurfacing. Roof
repairs must be completed before interior repairs and mould abatement can be
effective.
Budget
2019Total
Expenditures
Construction
Subcon Exp 70,30070,300
70,300 70,300
70,300 70,300Expenditures Total
Funding
Taxation 70,30070,300
70,300 70,300Funding Total
Page No. : 4
Page 34 of 48
Report Title RCP 18-42 - Awarding Tender - Summer Place and
Rowing Club Roof Replacement.docx
Report No. RCP 18-42
Author Corey Hill, Manager of Parks & Facilities
Meeting Type Budget Meeting
Council Date December 17, 2018
Attachments
Page 1 / 3 RCP 18-42 - Awarding Tender - Summer Place and Rowing Club Roof Replacement.docx
RECOMMENDATION
THAT Council receives Report RCP18-42 – Awarding Tender – Summer Place & Rowing Club
Roof Replacements;
AND THAT Council award the Tender for the replacement of the Summer Place & Rowing Club
roofs for the negotiated price of $70,252.99 before taxes;
AND THAT Council give pre-budget approval to fund this 2019 capital project from the Asset
Management Reserve.
EXECUTIVE SUMMARY
Repairs to the Summer Place & Rowing Club roofs were tendered during the summer to address
existing leaks. The tender results exceeded both Council’s and the CAO’s delegated authority
threshold for non-budgeted expenditures during the pre-election period. With the new Council
now in place, staff is bringing this project forward to secure the pricing and execute the repair as
early as possible in 2019. Pre-budget approval is required as the tendered pricing is secured
only if the project is awarded before the end of 2018.
BACKGROUND
The roofing condition studies completed in 2017 identified that the Summer Place & Rowing
Club roofs were candidates for restoration work in 2020. However, the roofs deteriorated at a
more rapid pace than expected resulting in multiple failures through the winter of 2018. The
leaks were not initially detected until the buildings showed signs of high humidity and the growth
of mould spores in the warmer summer months of 2018. Subsequent investigations including
thermal scans revealed significant leaks in both the Summer Place and Rowing Club roofs
resulting in saturated insulation and roof structure. As such, the roofs were reprioritized as
requiring immediate and complete replacement. A tender specification was created and issued
through Garland Canada in hopes of awarding & completing the work as soon as possible.
(Garland Canada is the company the Town works with to maintain up-to-date facility roofing
assessments, to monitor roofing conditions, to develop project specifications, to and ensure all
roofing work is completed according to those specifications. There is no cost to the Town for this
service.)
Page 35 of 48
Page 2 / 3 RCP 18-42 - Awarding Tender - Summer Place and Rowing Club Roof Replacement.docx
The tender closed on August 24, 2018. The results of the compliant bids are summarized below:
There were 2 bids that were not deemed compliant and were disqualified. Smith-Peat is the
lowest compliant tender bid and staff recommends that they are awarded the project.
Given the value of the award and the restrictions on the outgoing Council with respect to the
ability to award tenders not pre-identified in the 2018 business plan, this project could not be
presented for award until the new Council was in place in December 2018. As such, and as
permitted within the tender package language, the Town negotiated with the low bidder (Smith-
Peat) to extend the duration of the bid beyond the 60-day term in the tender package. The
recommended vendor agreed to honour their bid plus 2% if the work is awarded in December
2018 and have agreed to commence the work as their first project in the spring of 2019.
An additional 5% is required as a contingency in the event that postponing the roofing work until
the spring of 2019 results in more extensive insulation saturation thereby increasing the scope of
work. The resulting total project cost is $70,252.99 before taxes, which is still lower than the next
bid submission.
CONSULTATION/COMMUNICATION
Given the emergency state of the repair, the Town utilized the expertise and consultation
throughout the tender specification creation, site tours and bid analysis of Garland Company Inc.
Garland is a leading manufacturer of high-performance roofing and building envelope solutions.
FINANCIAL IMPACT/FUNDING SOURCE
The funding for this project would come from the Asset Management Reserve. The Asset
Management Reserve will be funded from 2019 taxation.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
This report provides information in alignment with the following Objectives of the Community
Strategic Plan:
Objective 1 – Excellence in Local Government
Objective 2 – Sustainable Economy
Objective 4 – Culture & Community
Tender to Replace Summer Place & Rowing Club Roofs Submission (before taxes)
1 Smith-Peat Roofing & Sheet Metal (Exeter, ON) $65,657
2 H&N Roofing & Sheet Metal Limited (London, ON) $71,123
3 Atlas-Apex Roofing (Kitchener, ON) $87,027
4 Keller Roofing & Sheet Metal (Exeter, ON) $87,218
Page 36 of 48
Page 3 / 3 RCP 18-42 - Awarding Tender - Summer Place and Rowing Club Roof Replacement.docx
Report Approval Details
Document Title: RCP 18-42 - Awarding Tender - Summer Place and Rowing Club
Roof Replacement.docx
Attachments:
Final Approval Date: Dec 13, 2018
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Dec 10, 2018 - 8:53 AM
David Calder - Dec 13, 2018 - 8:48 AM
Donna Wilson - Dec 13, 2018 - 9:17 AM
Page 37 of 48
Report Title Development Cost-Sharing Pre-Budget Approval
Report No. OPS 18-18
Author Kevin De Leebeeck, P.Eng., Director of Operations
Meeting Type Council Meeting
Council Date July 9, 2018
Attachments
Page 1 / 3
RECOMMENDATION
THAT Council receive Report OPS 18-18 Development Cost-Sharing Pre-Budget
Approval;
AND THAT Council provide 2019 pre-budget approval in the amount of $435,000 for the
coordinated reconstruction and urbanization of Lowrie Crescent, Reid Street and Jane
Street.
EXECUTIVE SUMMARY
The purpose of this report is to obtain 2019 pre-budget approval from Council to demonstrate
commitment and partnership with the adjacent Developer for the reconstruction and urbanization
of Lowrie Crescent, Reid Street and Jane Street as shown in Figure 1. A subsequent Report
and Cost-Sharing Agreement will be provided for Council consideration at a later date.
BACKGROUND
The overall condition of Lowrie Crescent, Reid Street and Jane Street have a weighted average
PCI of 44 resulting in a Pavement Condition Rating for local roadways of “Poor”. In addition the
majority of existing homes along Lowrie Crescent do not have storm or sanitary services.
Therefore in accordance with the Corridor Coordination Process within the Towns Asset
Management Plan this project is identified as a Full Corridor Reconstruction with an
implementation timeframe of 5 - 10 years. While coordination with the adjacent development
expedites this project reconstruction schedule, the economies of scale and efficiencies of the
Developer providing contract administration and construction inspection, positions the Town to
provide street reconstruction and urbanization at approximately half the typical street
reconstruction cost. Providing 2019 pre-budget approval would allow the Developer to proceed
with tendering the project in December 2018 further leveraging early construction season
pricing.
CONSULTATION/COMMUNICATION
A joint Public Information Centre by the Town and Oxford County will also be hosted in advance
of any construction activity to inform affected existing homeowners of cost implications as a
result of sanitary service installations.
Page 38 of 48
Page 2 / 3
FINANCIAL IMPACT/FUNDING SOURCE
The total project cost of reconstructing and urbanizing Lowrie Crescent, Reid Street and Jane
Street is estimated at $1,070,000 made up of $435,000 Developer costs and $635,000 Town
costs.
The Town’s estimated contribution of $635,000 would be funded in part by the water and
wastewater rate system estimated at $200,000 while the remaining $435,000 would be funded
by other Town sources (i.e. taxation, gas tax, debt) to be determined as part of the 2019 budget
development.
It should also be noted that a prorated share of the costs associated with the sanitary sewer
works will be assessed by the County to existing homeowners where new sanitary services
laterals are installed.
COMMUNITY STRATEGIC PLAN
The coordination of reconstruction activities along Lowrie Crescent, Reid Street and Jane Street
with the adjacent development supports Objective 2 – Economic Sustainability of the Community
Strategic Plan.
Page 39 of 48
Page 3 / 3
Page 40 of 48
Report Title Fencing Compound for Outdoor Pad Equipment
Report No. RCP 18-45
Author Rick Cox, Director of Recreation, Culture & Parks
Meeting Type Council Budget Meeting
Council Date December 17, 2018
Attachments Outdoor Pad Equipment Storage Location Sketch
Page 1 / 3 Fencing Compound for Outdoor Pad Equipment
RECOMMENDATION
THAT Report RCP 18-45 – Fencing Compound for Outdoor Pad Equipment be received;
AND THAT staff is authorized to construct a permanent fenced compound and erect a temporary
equipment shelter between the Colin Campbell Community Rink and the Fair Board Office for
the purpose of storing equipment for the maintenance and operation of the J.L. Scott McLean
Outdoor Recreation Pad at a maximum cost of $5,500;
AND THAT the unused portion of the $30,000 allocation in the 2018 budget for purchasing new
tables and chairs at the Tillsonburg Community Centre be reallocated to fund the cost of the
fence and shelter.
EXECUTIVE SUMMARY
The Town needs to create a secure storage compound with a covered area for equipment
related to the maintenance and operation of the Outdoor Recreation Pad. During the winter
season, the compound will be used for snow removal equipment and basketball equipment. In
the spring, summer and fall, the compound will be used to store the board sections and hockey
nets.
BACKGROUND
When complete, operating the J.L. Scott McLean Outdoor Recreation Pad (ORP) in an ice rink
configuration will require the Town to remove snow accumulated on and around the pad. It is
expected that minor accumulations between floods will often be removed by users of the pad.
However, in order for the Town to ensure the ice is maintained in an appropriate condition any
snow accumulation will have to be removed while the ice is being built and before the ice is
flooded. Larger accumulations will require specialized equipment, which has been loaned to the
Town for the upcoming season by Trackless Vehicles Ltd. The loaned equipment and
attachments will need to be securely stored so it can be deployed when needed.
The ORP will be equipped with hockey nets and portable basketball standards, as well as a
number of board sections that will be removed for the spring, summer and fall. This equipment
will also need to be securely stored.
Page 41 of 48
Page 2 / 3 Fencing Compound for Outdoor Pad Equipment
There is no suitable space inside the Tillsonburg Community Centre or any of the nearby
buildings for storage of this nature. Staff has determined that the only viable option is to create a
small fenced compound close to the existing ice resurfacer bay and to deploy a canvas/nylon
temporary garage structure to keep the equipment under.
A sketch of the location of the compound is attached to this report. The Tri-County Agricultural
Society has been informed of the need to create the compound adjacent to the Town-owned
building they use for their Fair Office. As the completion of the ORP is imminent, the compound
and shelter need to be put in place within the next three weeks. Council is asked to approve the
immediate installation of the compound and shelter.
FINANCIAL IMPACT/FUNDING SOURCE
The 2018 Budget does not include any allocation for costs associated with the ORP. In
November, Council authorized an expenditure of just under $50,000 funded from reserves to
install asphalt adjacent to the ORP and make it possible to use it this winter.
Staff has secured a cost for the installation of the fenced compound identified in this report at
$4,200 before taxes. The temporary shelter will cost approximately $800 before taxes. There is
a $5,500 unused portion in the $30,000 allocation from the approved 2018 Budget for
purchasing new tables and chairs at the Tillsonburg Community Centre. Staff recommends that
this unused portion be reallocated to fund the cost of the compound to a maximum of $5,500.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
1. Excellence in Local Government
☒ Demonstrate strong leadership in Town initiatives
☐ Streamline communication and effectively collaborate within local government
☒ Demonstrate accountability
2. Demographic Balance
☒ Make Tillsonburg an attractive place to live for youth and young professionals
☐ Provide opportunities for families to thrive
☒ Support the aging population and an active senior citizenship
3. Culture and Community
☒ Promote Tillsonburg as a unique and welcoming community
☒ Provide a variety of leisure and cultural opportunities to suit all interests
☐ Improve mobility and promote environmentally sustainable living
Page 42 of 48
Page 3 / 3 Fencing Compound for Outdoor Pad Equipment
Report Approval Details
Document Title: RCP 18-45 - Fencing Compound for Outdoor Pad Equipment.docx
Attachments: - RCP 18-45 - ATT 01 - Outdoor pad equipment storage compound sketch.pdf
Final Approval Date: Dec 13, 2018
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Dec 10, 2018 - 3:18 PM
David Calder - Dec 13, 2018 - 8:49 AM
Donna Wilson - Dec 13, 2018 - 9:17 AM
Page 43 of 48
September 21, 2018This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of surveyLegend430NotesNAD_1983_UTM_Zone_17N21MetersOutdoor Pad Equipment Storage Compound Location SketchFenced Area (Cost $4,500)Temporary Garage (Cost $1,000)Temporary Garage ExamplePage 44 of 48
Report Title OPP Sally Port Doors
Report No. RCP 14-46
Author Rick Cox, Director of Recreation, Culture & Parks
Meeting Type Council Budget Meeting
Council Date December 17, 2018
Attachments
Page 1 / 3 OPP Sally Port Doors
RECOMMENDATION
THAT Council receives report RCP 14-46 – OPP Station Sally Port Doors;
AND THAT Council directs that part of the $30,000 approved in the 2017 budget for a project to
replace exterior doors at the Tillsonburg Community Centre be used for the repairs of the sally
port doors at the OPP station.
EXECUTIVE SUMMARY
The overhead doors at either end of the sally port at the OPP station used for prisoner transfer
have been repaired several times over the last few months and are very unreliable. Addressing
this issue is of an urgent nature in order to maintain the safety of police officers and those in
their custody and has been identified as a health and safety issue. Council is asked to approve
the use of a portion of the approved funding for replacing exterior doors at the Tillsonburg
Community Centre to fund the required repairs to the sally port doors at the OPP station.
BACKGROUND
The sally port at the OPP station is used for prisoner transfer. Officers drive into the sally port
and the overhead doors at either end are closed so that the individual(s) in custody can be
escorted directly into the adjacent cells without risk of escape. When the sally port doors
malfunction and the vehicle cannot get in, the transfer must be done from the parking lot. This
can put both the officer(s) involved and those in custody at risk.
The doors and mechanisms are at or have exceeded their normal lifespan. Over the past 18
months, both of the sally port doors have malfunctioned multiple times, and are now at the point
where only a major overhaul and replacement of components is going to be effective. As the
landlord responsible for the upkeep of the building, the Town has been asked to ensure the sally
port door issues are addressed as soon as possible. The contractor has estimated the repairs
will cost $5,000- $7,000 depending on how much of the existing equipment can be retained.
In 2017 a project was funded to replace exterior doors at the Tillsonburg Community Centre.
This project has not yet been initiated. If Council expands the permissible uses of the funds for
this project to include the sally port doors at the OPP station, staff will be able to execute the
Page 45 of 48
Page 2 / 3 OPP Sally Port Doors
needed priority repairs at those locations and still be able deploy the unused portion at the
Complex.
FINANCIAL IMPACT/FUNDING SOURCE
The $30,000 project to replace exterior doors at the Tillsonburg Community Centre was
approved in the 2017 budget and funded through debt. No work has been initiated on this
project and the debt has not yet been placed. Redefining this project to include the sally port
doors at the OPP Station will allow the priority work to proceed. Council must approve this
change in order for the debt to be placed and the funds made available.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
1. Excellence in Local Government
☐ Demonstrate strong leadership in Town initiatives
☐ Streamline communication and effectively collaborate within local government
☒ Demonstrate accountability
2. Economic Sustainability
☐ Support new and existing businesses and provide a variety of employment opportunities
☐ Provide diverse retail services in the downtown core
☐ Provide appropriate education and training opportunities in line with Tillsonburg’s
economy
3. Demographic Balance
☐ Make Tillsonburg an attractive place to live for youth and young professionals
☐ Provide opportunities for families to thrive
☐ Support the aging population and an active senior citizenship
4. Culture and Community
☐ Promote Tillsonburg as a unique and welcoming community
☐ Provide a variety of leisure and cultural opportunities to suit all interests
☐ Improve mobility and promote environmentally sustainable living
Page 46 of 48
Page 3 / 3 OPP Sally Port Doors
Report Approval Details
Document Title: RCP 18-46 - OPP Station Sally Port Doors.docx
Attachments:
Final Approval Date: Dec 13, 2018
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Dec 10, 2018 - 3:19 PM
David Calder - Dec 13, 2018 - 8:49 AM
Donna Wilson - Dec 13, 2018 - 9:17 AM
Page 47 of 48
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4246
BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 17th
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 17, 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 17th DAY OF DECEMBER, 2018.
READ A THIRD AND FINAL TIME AND PASSED THIS 17th DAY OF DECEMBER, 2018.
________________________________
Mayor – Stephen Molnar
________________________________
Town Clerk – Donna Wilson
Page 48 of 48