190228 Regular Council Meeting AgendaThe Corporation of the Town of Tillsonburg
COUNCIL MEETING
AGENDA
Thursday, February 28, 2019
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 Thursday, February 28, 2019 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 held on February 11, 2019 and the Council Budget
meeting held on February 19, 2019 be approved.
7.Presentations
8.Public Meetings
9.Planning Applications
10.Delegations
10.1 Town of Tillsonburg Concert Series
Presented by: William (Bill) Carruthers
Proposed Resolution #3
Moved By: ________________
Seconded By: ________________
THAT Council receives the delegation regarding the Town of Tillsonburg Concert
Series presented by Bill Carruthers, as information.
11.Deputation(s) on Committee Reports
12.Information Items
12.1 Correspondence - Ministry of Municipal Affairs and Housing
Proposed Resolution #4
Moved By: ________________
Seconded By: ________________
THAT Council receives the correspondence from the Ministry of Municipal Affairs
and Housing, as information.
12.2 Correspondence - Ministry of Finance - OMPF
Proposed Resolution #5
Moved By: ________________
Seconded By: ________________
THAT Council receives the correspondence from the Ministry of Finance, as
information.
12.3 Correspondence - Ministry of Development, Job Creation and Trade
Proposed Resolution #6
Moved By: ________________
Seconded By: ________________
THAT Council receives the correspondence from the Ministry of Development, Job
Creation and Trade, as information.
12.4 Regional Reform Report - Woodstock City Council
Proposed Resolution #7
Moved By: ________________
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Seconded By: ________________
THAT Council receives the report for Woodstock City Council regarding regional
government review, as information.
13.Staff Reports
13.1 Chief Administrative Officer
13.2 Clerk's Office
13.2.1 CLK 19-07 - Committees of Council Additional Appointments
Proposed Resolution #8
Moved By: ________________
Seconded By: ________________
THAT Council receives Report CLK 19-07, Committees of Council
Additional Appointments;
AND THAT By-Law 4276, to amend Schedule A of By-Law 4247, be
brought forward for Council consideration.
13.3 Development and Communication Services
13.4 Finance
13.4.1 FIN 19-04 - 2019 - Proposed Draft Budget Adjustments
Proposed Resolution #9
Moved By: ________________
Seconded By: ________________
THAT Council receives Report FIN 19-04 2019 Proposed Draft Budget
Adjustments as information.
13.4.2 FIN 19-05 - 2019 - Final Budget and Departmental Business Plans
Proposed Resolution #10
Moved By: ________________
Seconded By: ________________
THAT Council receives report FIN 19-05 2019 Final Budget and
Departmental Business Plans;
AND THAT the 2019 Budget in the amount of $15,721,700 from taxation be
adopted;
AND FURTHER THAT a by-law be brought forward setting the 2019
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Property Tax Rates.
13.5 Fire and Emergency Services
13.6 Operations
13.6.1 OPS 19-03 - Results for Tender RFT 2019-003 Single Axle Cab and
Chassis
Proposed Resolution #11
Moved By: ________________
Seconded By: ________________
THAT Council receives Report OPS 19-03, Results for Tender RFT 2019-
003 Single Axle Cab and Chassis;
AND THAT Council award Tender RFT 2019-003 to TEAM Truck Centers
of Woodstock, ON at a cost of $120,382.08 (net HST included), the lowest
bid received.
13.7 Recreation, Culture & Park Services
13.7.1 RCP 19-10 - Update to the Municipal Alcohol Policy
Proposed Resolution #12
Moved By: ________________
Seconded By: ________________
THAT Council receives Report RCP 19-10, Update to the Municipal Alcohol
Policy;
AND THAT Council approves the updated Municipal Alcohol Policy;
AND THAT a by-law be brought forward for consideration.
14.New Business
15.Consideration of Committee Minutes
15.1 Committee Minutes
Proposed Resolution #13
Moved By: ________________
Seconded By: ________________
THAT Council receives the Economic Development Advisory Committee Minutes
dated January 8, 2019 and February 12, 2019, the Cultural, Heritage and Special
Awards Advisory Committee Minutes dated February 5, 2019, the Parks,
Beautification and Cemetery Advisory Committee Minutes dated February 7, 2019,
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the Accessibility Advisory Committee Minutes dated February 13, 2019, and the
Tillsonburg Transit Advisory Committee Minutes dated February 14, 2019, as
information.
15.2 Long Point Region Conservation Authority Board Minutes
Proposed Resolution #14
Moved By: ________________
Seconded By: ________________
THAT Council receives the Long Point Region Conservation Authority Board
Minutes dated January 9, 2019, as information.
16.Motions/Notice of Motions
17.Resolutions/Resolutions Resulting from Closed Session
18.By-Laws
18.1 By-Law 4266, To Adopt a Municipal Alcohol Policy (M.A.P.)
18.2 By-Law 4274, To Adopt a Council-Staff Relations Policy
18.3 By-Law 4275, To Adopt a Pregnancy and Parental Leave for Members of Council
Policy
18.4 By-Law 4276, To Amend Schedule A of By-Law 4247
Proposed Resolution #15
Moved By: ________________
Seconded By: ________________
THAT By-Law 4266, To Adopt a Municipal Alcohol Policy (M.A.P.); and
By-Law 4274, To Adopt a Council-Staff Relations Policy; and
By-Law 4275, To Adopt a Pregnancy and Parental Leave for Members of Council
Policy; and
By-Law 4276, To Amend Schedule A of By-Law 4247, 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.
19.Confirm Proceedings By-law
Proposed Resolution #16
Moved By: ________________
Seconded By: ________________
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THAT By-Law 4277, to Confirm the Proceedings of the Council meeting held on February
28, 2019, 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.Items of Public Interest
21.Adjournment
Proposed Resolution #17
Moved By: ________________
Seconded By: ________________
THAT the Council Meeting of Thursday, February 28, 2019, be adjourned at ___ p.m.
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1
MINUTES
Monday, February 11, 2019
5:00 PM
Council Chambers
200 Broadway, 2nd Floor
ATTENDANCE: Mayor Molnar
Deputy Mayor Beres
Councillor Esseltine
Councillor Gilvesy
Councillor Luciani
Councillor Parker
Councillor Rosehart
Staff: 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
Regrets: David Calder, CAO
_____________________________________________________________________
1. Call to Order
The Meeting was called to order at 5:00 p.m.
2. Closed Session
Resolution # 1
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council move into Closed Session at 5:00 p.m. to consider a proposed or
pending acquisition or sale of land by the Town (Earle Street).
Carried
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2.1 Proposed or Pending Land Acquisition or Sale (Earle Street)
3. Adoption of Agenda
Resolution # 2
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT the Agenda as prepared for the Council meeting of Monday, February, 11,
2019, be adopted.
Carried
4. Moment of Silence
5. Disclosures of Pecuniary Interest and the General Nature Thereof
No disclosures of pecuniary interest were declared.
6. Adoption of Council Minutes of Previous Meeting
Resolution # 3
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT the minutes of the Council meeting held on Monday, January 28, 2019, be
approved.
Carried
7. Presentations
8. Public Meetings
8.1 Application for Zone Change - ZN 7-18-12 - 2370392 Ontario Ltd.
(Matheson) - 101 Bidwell
Eric Gilbert, County Planner, County of Oxford, appeared before Council
and provided an overview of Report CP 2019-35, Application for Zone
Change ZN 7-18-12.
Opportunity was given for comments and questions from Council.
The applicant, Jush Matheson, was in attendance and spoke in favour of
the application.
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Diane Ladoucer, 73 Washington Grand Avenue, appeared before Council
in opposition of the application.
Ms. Ladoucer raised concerns about parking and potential traffic
congestion on Washington Grand and Bidwell Streets posing a hazard to
pedestrian traffic.
Ms. Ladoucer also noted concerns about the proposed brewery impacting
the water pressure at her property, odors resulting from production and
the impact on the sewage system.
Ms. Ladoucer also noted concerns about the proposed restaurant and
potential for increased noise.
Ms. Ladoucer also noted concerns about the amount of proposed usages.
Kim Millard owner of Making Good Spirits, 103 Bidwell, appeared before
Council neither in support of, or opposition of the application.
Ms. Millard raised concerns about parking and questioned what kind of
impact there would be on taxes.
Debra Ferris, 70 Washington Grand Avenue, appeared before Council in
opposition of the application.
Ms. Ferris raised concerns about parking and traffic congestion.
Ms. Ferris also noted concerns about ordor resulting from production of a
brewery.
No other members of the public appeared before Council in support of, or
opposition to, the application.
Council passed the following resolution.
Resolution # 4
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council approve the zone change application ZN 7-18-12,
submitted by 2370392 Ontario Ltd. (Jush Matheson), whereby the lands
described as Lots 885 & 886, Plan 500, Town of Tillsonburg, known
municipally as 101 Bidwell Street are to be rezoned from ‘Entrepreneurial
Zone (EC)’ to ‘Special Entrepreneurial Zone (EC-sp)’ to permit the
establishment of a restaurant, a brewery and warehousing within an
existing building.
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Carried
9. Planning Applications
10. Delegations
11. Deputation(s) on Committee Reports
12. Information Items
12.1 Community Transportation Grant Program Announcement
Resolution # 5
Moved By: Councillor Luciani
Seconded By: Councillor Esseltine
THAT Council receive the correspondence regarding the Community
Transportation Grant Program Announcement, as information.
Carried
13. Staff Reports
13.1 Chief Administrative Officer
13.2 Clerk's Office
13.2.1 CLK 19-04 - Pregnancy and Parental Leave Policy
Resolution # 6
Moved By: Councillor Luciani
Seconded By: Councillor Parker
THAT Council receives Report CLK 19-04 Pregnancy & Parental
Leave for Council;
AND THAT Council chose Option 1 for remuneration of Council
Members while on leave;
AND THAT a By-Law to authorize the policy be brought forward for
Council consideration at the February 28, 2019 Council meeting.
Carried
13.2.2 CLK 19-05 - Council-Staff Relations Policy
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Resolution # 7
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives Report CLK 19-05 Council-Staff Relations
Policy;
AND THAT a By-Law to authorize the policy be brought forward for
Council consideration at the February 28, 2019 Council meeting.
Carried
13.2.3 CLK 19-06 - Integrity Commissioner/Meeting Investigator
Resolution # 8
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Report CL 19-06 Integrity Commissioner /Meeting
Investigator, be received;
AND THAT By-Laws to authorize Agreements with Gregory Stewart
to fill the Integrity Commissioner and Closed Meeting Investigator
roles for the Town of Tillsonburg for a five year term, be brought
forward for Council consideration.
Carried
13.3 Development and Communication Services
13.4 Finance
13.5 Fire and Emergency Services
13.5.1 FRS 19-02 - Fundraising Authorization
Resolution # 9
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Report FRS 19-02 Fundraising Authorization is received as
information;
AND THAT the Tillsonburg Fire Department’s Public Education
Committee is authorized by Council to fundraise for the purchase of
a smoke alarm mascot.
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Carried
13.6 Operations
13.7 Recreation, Culture & Park Services
13.7.1 RCP 19-09 - General Volunteer Policy
Volunteers will be required to read and acknowledged the policy.
Resolution # 10
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives Report RCP 19-09 General Volunteer
Policy;
AND THAT Council adopts the Town of Tillsonburg General
Volunteer Policy.
Carried
13.7.2 RCP 19-10 - Update to the Municipal Alcohol Policy
Staff to provide a red line version of the Municipal Alcohol Policy.
Moved by: Deb Gilvesy
Seconded by: Chris Rosehart
THAT Council defer Report RCP 19-10 Update to Municipal Alcohol
Policy until February 28, 2019.
Carried
Resolution # 11
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives Report RCP 19-10 Update to the Municipal
Alcohol Policy;
AND THAT Council approves the updated Municipal Alcohol Policy;
AND THAT a By-Law is brought forward for consideration.
Deferred
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14. New Business
15. Consideration of Committee Minutes
15.1 Committee Minutes
Resolution # 12
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receive the minutes of the Parks, Beautification and
Cemetery Advisory Committee dated January 31, 2019, and the minutes
of the Cultural, Heritage and Special Awards Advisory Committee dated
February 5, 2019, as information.
Carried
15.2 Tillsonburg Police Services Board Minutes
Resolution # 13
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receive the Tillsonburg Police Services Board minutes
dated December 19, 2018, as information.
Carried
16. Motions/Notice of Motions
17. Resolutions/Resolutions Resulting from Closed Session
18. By-Laws
18.1 By-Law 4266, Municipal Alcohol Policy (M.A.P)
18.2 By-Law 4267, To Appoint an Integrity Commissioner
18.3 By-Law 4268, To Appoint a Meeting Investigator
18.4 By-Law 4270, To Authorize the Submission of an Application to
Ontario Infrastructure and Lands Corporation
Resolution # 14
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
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THAT By-Law 4267, To Appoint an Integrity Commissioner; and
By-Law 4268, To Appoint a Meeting Investigator; and
By-Law 4270, To Authorize the Submission of an Application to Ontario
Infrastructure and Lands Corporation, be read for a first, second, third and
final reading and that the Mayor and the Clerk be and are hereby
authorized to sign the same, and place the corporate seal thereunto.
Carried
19. Confirm Proceedings By-law
Resolution # 15
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT By-Law 4265, to Confirm the Proceedings of the Council meeting held on
February 11, 2019, be read for a first, second, third and final reading and that the
Mayor and the Clerk be and are hereby authorized to sign the same, and place
the corporate seal thereunto.
Carried
20. Items of Public Interest
The Ladies Foursome by Norm Foster will be playing at Theatre
Tillsonburg February 14 to 17, 2019.
On Wednesday, February 13, 2019 Glendale is hosting a coffee house in hopes
to raise money for the graduating class of 2019.
A Valentine's Dance will be held at the Lions Auditorium at the Tillsonburg
Community Centre on Thrusday, February 14, 2019.
There will be a pancake breakfast at the Tillsonburg Community Centre on
Family Day, Monday, February 18, 2019. The grand opening of the J.L. Scott
McLean Memorial Rink will be at 10:45 a.m.
The next Council Budget Meeting will be held on February 19, 2019 at 4:30 p.m.
On Wednesday, February 6, 2019 the Ontario Chicken Producers made a
significant contribution to the Food Bank.
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The Tillsonburg Lions Fish Fry will be held on Wednesday, February 13, 2019.
Operation All Dressed Up which hopes to provide equitable access to all grade 8
and 12 students to have attire for graduation ceremonies. Donations can be
dropped off at any OPP detachment.
The next Council meeting will be Thursday, January 28, 2019 at 6:00 p.m.
21. Adjournment
Resolution # 16
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT the Council meeting of Monday, February 11, 2019, be adjourned at 7:44
p.m.
Carried
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1
COU BUDGET MEETING
MINUTES
Tuesday, February 19, 2019
4:30 PM
Council Chambers
200 Broadway, 2nd Floor
ATTENDANCE: Mayor Molnar
Deputy Mayor Beres
Councillor Gilvesy
Councillor Luciani
Councillor Parker
Councillor Rosehart
Regrets: Councillor Esseltine
Staff: David Calder, CAO
Donna Wilson, Town Clerk
Kevin De Leebeeck, Director of Operations
Rick Cox, Director of Recreation, Culture and Parks
Jeff Smith, Fire Chief
Regrets: Dave Rushton, Director of Finance
1. Call to Order
The Meeting was called to order at 4:30 p.m.
2. Adoption of Agenda
Resolution # 1
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the Agenda as prepared for the Council Budget Meeting of Tuesday,
February 19, 2019, be adopted.
Carried
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4. Disclosures of Pecuniary Interest and the General Nature Thereof
No disclosures of pecuniary interest were declared.
5. Adoption of Council Minutes of Previous Meeting
Resolution # 2
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT the Minutes of the Council Budget Meeting of January 29, 2019, be
approved.
Carried
6. Staff Reports
6.1 FIN 19-06 - Summary of 2019 Budget Changes to January 29, 2019
Resolution # 3
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT Council receives Report FIN 19 -06 Summary of 2019
Budget Changes to January 29, 2019, as information;
AND THAT the 2019 Budget and Business Plans be brought forward at
the February 28, 2019 Council Meeting for consideration.
Carried
6.2 FRS 19-01 - Budget Issue Paper: Strategic Plan Implementation &
Costing Analysis
Fire Chief Smith provided an overview of the implementation and costs.
Council were given the opportunity to ask questions.
Resolution # 4
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Report FRS 19-01 Budget Issue Paper: Strategic Plan
Implementation & Costing Analysis is received, as information;
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AND THAT the Fire Chief is directed to implement the Recommendations
as contained within the Fire Services Strategic Planning Committee Final
Report dated November, 2018, with the exception of items 3, 7 & 8.
Carried
6.3 RCP 19-11 - Station Arts Building Order Compliance
The final award of any work would come to council for approval.
Resolution # 5
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives Report RCP 19-11 Station Arts Building
Compliance;
AND THAT Council gives pre-budget approval for up to $20,000 from
reserves for staff to proceed with assembling the necessary design work
to apply for a building permit by April 1, 2019;
AND THAT Council approves Option 2 - With sprinklers to meet the
requirements of Unsafe Building Order UBO 10-15-2018.
Carried
7. Motions/Notice of Motions for which Previous Notice Was Given
7.1 Councillor Rosehart
#6 Grass Cutting
The request was to improve the maintenance at the Cemetery beyond
what staff currently are able to provide.
Resolution # 6
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the Town contract the grass cutting at the cemetery in order to
improve the operational standards at the cemetery.
Defeated
#7 Concert Series
Staff provided an update on the cost to the Town of the first two events
that were cancelled and the cost of the recent valentine dance.
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The next event is March 23, 2019 and the hope is to operate the event at
a profit. The events are to build cultural events within the Town of
Tillsonburg.
Resolution # 7
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT The Concert Series in the Amount of $12,000 be removed from the
2019 Budget.
Defeated
Resolution # 8
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT The FTE Financial Coordinator position be contracted for one year
for the 2019 Budget
Carried
Resolutions number 9 to 16 were withdrawn.
7.2 Councillor Gilvesy
Resolution # 17
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT the 2019 Draft Budget be brought back for council’s consideration
with a 2.2% levy increase which represents a reduction of 0.6% from the
current proposed budget;
AND THAT no additional funds shall be derived from reserves or
debentured to cover this reduction in the 2019 Budget;
AND THAT a budget meeting be set for February 28, 2019.
Carried
8. Motions/ Notice of Motions
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9. Confirm Proceedings By-law
Resolution # 18
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT By-Law 4273, To Confirm the Proceedings of the Council Meeting held on
February 19, 2019, 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
10. Adjournment
Resolution # 19
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT the Council Budget Meeting of Tuesday, February 19, 2019, be adjourned
at 6:08 p.m.
Carried
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Hello,
Please note the following response to Delegation Request Form has been
submitted at Tuesday February 19th 2019 3:20 PM with reference number
2019-02-19-001.
First Name
William (Bill)
Last Name
Carruthers
Street Address
133 North Street East
Town/City
Tillsonburg
Postal Code
N4G1B4
Phone Number
226-919-4441
E-mail
wcarruthers12@gmail.com
Do you or any members of your party require accessibility
accommodations?
No
Council Meeting Date
February 28, 2019
Subject of Delegation
Town of Tillsonburg Concert Series (Arts & Culture)
Name(s) of Delegates and Position(s)
Bill Carruthers - President, CARRUTHERS ENTERTAINMENT SERVICES
Ltd.
Name of Group or Person(s) being represented (if applicable)
Bill Carruthers
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I acknowledge Delegations are limited to fifteen (15) minutes
each.
I accept
Brief Summary of Issue or Purpose of Delegation
The Delegation will present a brief outline of the Town of Tillsonburg
Arts & Culture Program Concert Series events planned for 2019. The
purpose of this series is to provide community events intended to
bring a higher profile and use to the Kinsmen Band Shell specifically
and, to the Town of Tillsonburg's Arts & Culture offerings.
It was recommended by Mayor Steve Molnar and Rick Cox, Director of
Recreation, Culture & Parks that this Delegation Request be submitted.
Will there be a Power Point presentation?
No
Please attach a copy of your presentation.
Have you been in contact with a Staff member regarding the
Delegation topic?
Yes
If yes, please list the Staff member(s) you have been working
with.
Steve Molnar - Mayor & Rick Cox - Director of Recreation, Culture &
Parks
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
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Ministry of Finance
Office of the Minister
Ministère des Finances
Bureau du ministre
7th Floor, Frost Building South
7 Queen's Park Crescent
Toronto ON M7A 1Y7
Telephone: 416-325-0400
Facsimile: 416-325-0374
7e étage, Édifice Frost Sud
7 Queen's Park Crescent
Toronto ON M7A 1Y7
Téléphone: 416-325-0400
Télécopieur: 416-325-0374
February 13, 2019
Dear Head of Council:
We are writing to provide you with an update on the 2019 Ontario Municipal Partnership
Fund (OMPF).
Recognizing that we are already well into the municipal budget year, the government
will be maintaining the current structure of the OMPF for 2019 as well as Transitional
Assistance. This means that the program and funding will remain virtually the same as
in 2018, while allowing for annual data updates and related adjustments. We heard the
concerns of municipalities and that is why we are now providing the certainty they need
to begin finalizing their budgets.
Ministry staff are working to finalize data updates to ensure the OMPF continues to be
responsive to changing municipal circumstances as is the case under the current
program. Allocation notices with funding details for each municipality, as well as
supporting material, will be available in mid-March. At that time, the final 2019 funding
envelope will also be announced. Consistent with prior years, Transitional Assistance
will continue to gradually decline as fewer municipalities require this funding.
As we communicated previously, Ontario inherited a $15 billion deficit. The rising cost of
servicing our massive debt, if left unchecked, will imperil our hospitals, schools and
other public services. We cannot allow this to happen. We continue to review
government transfer payments, including the OMPF, as we work to put our province
back on a sustainable and responsible fiscal path.
In the coming months, we will continue to consult with municipalities to ensure the
OMPF program is sustainable and focused on the Northern and rural municipalities that
need this funding the most. As we noted in December, the OMPF will be reviewed. For
this reason, we are committed to announcing 2020 allocations well in advance of the
municipal budget year so that municipalities have appropriate time to plan.
…/cont’d
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We respect our municipal partners and remain committed to listening and working
together constructively to find smarter and more efficient ways to make life better for our
communities.
Sincerely,
Original Signed by
Vic Fedeli
Minister of Finance
c: The Honourable Steve Clark, Minister, Municipal Affairs and Housing
Jamie McGarvey, President, Association of Municipalities of Ontario
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Ministry of Economic Development, Job Creation and Trade
Office of the Minister 18th Floor 777 Bay Street Toronto ON M7A 1S5 Tel.: 416-326-8475
Ministère du Développement économique, de la Création d’emplois et du Commerce
Bureau du ministre 18e étage
777, rue Bay Toronto ON M7A 1S5 Tél.: 416-326-8475
February 20, 2019
Dear Head of Council:
This week our government was pleased to announce our first step in supporting Ontario’s automotive industry – Driving Prosperity: The Future of Ontario’s Automotive
Sector.
As you know, one of the biggest barriers automakers face if they want to build or
expand an auto assembly plant is the availability of large-scale sites for manufacturing. The auto sector is generally concentrated in densely populated parts of Ontario where it
isn’t easy to find the right site.
Automakers have told us they are looking for sites with access to servicing, skilled
labour and transportation — and that aren’t situated on sensitive lands. In response to this, our plan includes a Job Site Challenge which will give municipalities, that wish to
participate, the opportunity to propose sites of 500 to 1,500 acres for industrial
expansion.
Our goal is to help proponents create competitive shovel-ready sites where an automaker can build a plant and bring thousands of good-paying jobs to the community.
Lands that are located in the Green Belt, Oak Ridges Moraine, Ground Water Protection
Zones or other sensitive lands are specifically excluded from eligibility.
The Job Site Challenge is modelled on successful U.S. projects that have played a major role in attracting auto assembly plants to several southern states. These new
plants, along with their extensive supply chains, have created thousands of new jobs.
We look forward to working with municipalities on this. We will partner with the
successful proponents to make sure that development opportunities are competitive. This will of course include streamlining the approvals processes for planning,
environmental and servicing.
1/2
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This is an opportunity for us to work together to bring high-quality jobs to your community, helping to drive one of Ontario’s key economic sectors forward in the
coming decades.
Please feel free to contact either of us with any questions.
Sincerely,
Todd Smith Steve Clark
Minister of Economic Development, Minister of Municipal Affairs
Job Creation and Trade and Housing
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Report Title Committees of Council Additional Appointments
Report No. CLK 19-07
Author Amelia Jaggard, Legislative Services Coordinator
Meeting Type Council Meeting
Council Date February 28, 2019
Attachments By-Law 4276 Schedule A
Page 1 / 3 8444529172,,,CLK 19-07 Committees of Council Additional Appointments
RECOMMENDATION
THAT Council receives Report CLK 19-07 Committees of Council Additional Appointments;
AND THAT By-Law 4276 to amend Schedule A of By-Law 4247, be brought forward for Council
consideration.
BACKGROUND
Council will recall that at the January 14, 2019 Council meeting Council passed By-Law 4247, to
define the mandate and membership for committees established by the Corporation of the Town
of Tillsonburg. It was identified that more applications were required to fill vacancies on the
Accessibility Advisory Committee, the Cultural, Heritage and Special Awards Advisory
Committee, the Museum Advisory Committee and the Tillsonburg Transit Advisory Committee.
In January of 2019 an ad went in the Tillsonburg Update section of the Tillsonburg News
regarding applications to the above noted committees of Council which have vacancies. The
notice was also posted on the Town website.
DISCUSSION
In addition to the above noted committees, additional applications were received for the
Recreation and Sports Advisory Committee, the Memorial Park Revitalization Advisory
Committee and the Tillsonburg Airport Advisory Committee.
A member of the Tillsonburg Rowing Club has submitted an application to serve on the Memorial
Park Revitalization Advsiory Committee. The club is interested in having representation on the
Memorial Park Revitalization Advisory Committee.
The terms of reference of the Tillsonburg Airport Advisory Committee indicate the committee
should include one member of the Township of South-West Oxford Council. On Tuesday,
February 19, 2019 the Council of the Township of South-West Oxford passed the following
resolution:
RESOLVED that Councillor Valerie Durston be appointed to the Tillsonburg Airport
Advisory Committee for the current term of Council, ending on November 14th, 2022 to
represent the Township of South-West Oxford.
The attached By-Law 4276 Schedule A includes the recommended additional appointments.
These recommendations and a by-law to appoint the members will be brought before Council for
consideration.
Page 38 of 154
Page 2 / 3 CAO
FINANCIAL IMPACT/FUNDING SOURCE
N/A
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Section 1 – Excellence in Local Government – providing for citizen engagement for municipal
initiatives.
Page 39 of 154
Page 3 / 3 CAO
Report Approval Details
Document Title: CLK 19-07 Committees of Council Additional Appointments.docx
Attachments: - By-Law 4276 Schedule A.pdf
Final Approval Date: Feb 20, 2019
This report and all of its attachments were approved and signed as outlined below:
David Calder - Feb 20, 2019 - 6:14 PM
Page 40 of 154
By-law 4276 Schedule A
Board/Committees Citizen Appointments
Mandate
Accessibility Advisory
Committee Erin Getty
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
Erin Getty
Deb Beard, Tillsonburg District Craft Guild Representative
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
Sharon Howard, Tillsonburg Rowing
Club Representative
To advise and make recommendations and provide regular updates to Council on all matters with respect to the Memorial Park Revitalization Project.
Museum Advisory Committee
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 Cemeteries
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
Donald Baxter 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
Councillor Valerie Durston, Township
of South-West Oxford
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.
Tillsonburg Transit Advisory Committee
Lynn Temoin
David Brown
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 providers 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.
Page 41 of 154
Report Title 2019 Proposed Draft Budget Adjustments
Report No. FIN 19 - 04
Author Sheena Pawliwec, CPA, CGA
Meeting Type Council
Council Date FEBRUARY 28, 2019
Attachments
1 – 2019 Financial Plan Budget Summary
2 - Cannabis Legalization Funding Notice
3 - Dedicated Transit Gas Tax Funding Notice
Page 1 / 2 2019 Proposed Draft Budget Adjustments
RECOMMENDATION
THAT Council receives report FIN 19-04 2019 Proposed Draft Budget Adjustments as
information.
SUMMARY
At the February 19, 2019 budget meeting, Council provided direction that the consolidated
budget requirement be reduced from 2.82% to 2.20% without additional funds from reserves or
debentures to cover this reduction.
FINANCIAL IMPACT
The recent release of new information pertaining to Cannabis funding and Dedicated Transit
Gas Tax funding has also adjusted the 2019 proposed budget (Attachments 2 & 3). Senior
Management has considered these changes in addition to Council’s direction in Table 1.
Expected levels of service, reserve funds, debt proceeds, and the capital budget remain
unadjusted. The effects of these changes are outlined within the 2019 Financial Plan Budget
Summary (Attachment 1).
Page 42 of 154
Page 2 / 2 2019 Proposed Draft Budget Adjustments
Table 1: 2019 Draft Budget Adjustments
Consolidated Budget
Requirement
$ %
Council & Grant Funding Adjustments:
$ 417,800 2.82%
Add: Council Deliberated Community Grants 8,900 2.88%
MTO Transit Gas Tax Grant (Funding Reduction) $ 19,300
Cannabis Grant Revenue Announcement (11,600)
$ 7,700 $ 434,400
SLT Operating Budget Adjustments:
Add: Tiered Medical Responses (Fire) $ 8,400
Fire Prevention Officer (45,700)
IT Software Expense (13,900)
Legal/Audit Expense (10,000)
Tax Department Expense (Write-Off Reduction) (10,000)
Grant Funding - Transportation (5,500)
Election Contribution to Reserves (5,000)
Annual Volunteer Event Expense (5,000)
Cyber Security Expense (5,000)
Facilities Subcontractor Expense (5,000)
Physician Recruitment (5,000)
Transit Fare Revenue Increase (5,000)
Corporate Meeting Expense (2,000)
$ (108,700) $ 325,700 2.20%
Net 2019 Proposed Draft Budget Reduction $ (101,000)
Page 43 of 154
2018 2019 Variance Variance 2019 Adjustment Variance VarianceBudget Proposed Budget $ %Proposed Budget - Revised$ $ %Budget RequirementsSub-total14,815,000$ 15,813,800$ 998,800$ 6.74%15,721,700$ $8,900 (101,000) $ 906,700 6.12%Municipal Taxes - Phase in Growth(330,000) (330,000) (330,000) (330,000)Municipal Taxes - New Growth(251,000) (251,000) (251,000) (251,000)Consolidated Budget Requirement - SLT Recommendation 14,815,000$ 15,232,800$ 417,800$ 2.82% 15,140,700$ ($92,100) $325,700 2.20%Operating PlanSub-total13,356,400$ 14,025,200$ 668,800$ 5.01%13,933,100$ $8,900 (101,000) $ 576,700 4.32%Municipal Taxes - New Growth(251,000) (251,000) (251,000) (251,000)Total Operating Budget - SLT Recommendation 13,356,400$ 13,774,200$ 417,800$ 3.13%13,682,100$ ($92,100) 325,700$ 2.44%Capital (Asset Management)Sub-total1,458,600$ 1,788,600$ 330,000$ 22.62%1,788,600$ 330,000$ 22.62%Municipal Taxes - Phase in Growth(330,000) (330,000) (330,000) (330,000)Total Capital (Asset Management) - SLT Recommendation 1,458,600$ 1,458,600$ -$ 0.00% 1,458,600$ ($92,100) -$ 0.00%Page 44 of 154
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Page 50 of 154
Report Title 2019 Final Budget and Departmental Business Plans
Report No. FIN 19 - 05
Author Sheena Pawliwec, CPA, CGA
Meeting Type Council
Council Date FEBRUARY 28, 2019
Attachments Refer to budget binder for business plans
Page 1 / 2 2019 Final Budget and Departmental Business Plans
RECOMMENDATION
THAT Council receives report FIN 19-05 2019 Final Budget and Departmental Business
Plans;
AND THAT the 2019 Budget in the amount of $15,721,700 from taxation be adopted;
AND FURTHER THAT a by-law be brought forward setting the 2019 Property Tax Rates.
EXECUTIVE SUMMARY
This report is to present the final 2019 Budget and Departmental Business Plans for approval.
The 2019 Budget and Departmental Business Plans reinforce the three major budget themes of
service excellence to the public, improved organizational processes and capital investment in
infrastructure.
BACKGROUND
The 2019 budget process started with a review of Business Plans. Staff then prepared the draft
budget that was reviewed over budget meetings through December 2018 to February 2019 and
included deputations from various committees and community groups.
The budgeted requirement from taxation changed to $15,721,700 from $14,815,000 in the
previous year, amounting to an increase of $906,700. This increase includes an additional
investment in the Capital Asset Management Plan of $330,000.
Page 51 of 154
Page 2 / 2 2019 Final Budget and Departmental Business Plans
CONSULTATION
Council was consulted to start the budget process and all meetings have been published in the
newspaper and on the Town website. The results of Councils decision will be issued in a news
release, in addition to one of the Town’s weekly community pages with further budget details.
FINANCIAL IMPACT
The 2019 Operating Budget totals $21,374,600 (2018 - $20,513,700) of which $13,682,100
(2018 - $13,356,400) is funded from taxation.
The 2019 Capital Budget totals $6,505,800 (2018 - $12,208,700) of which $1,788,600 (2018 -
$1,458,600) is funded from taxation.
This results in a 2019 consolidated budget increase of 2.20%. Council’s approval of the 2019
Operating and Capital Budgets will allow staff to carry out the actions contained in the 2019
Departmental Business Plans.
COMMUNITY STRATEGIC PLAN
Section 1 – Excellence in Local Government
1.3 Demonstrate accountability – The Municipal Budget and Business Plans ensure
transparency and accountability of local government.
Page 52 of 154
Report Title Results for Tender RFT 2019-003 Single Axle Cab and
Chassis
Report No. OPS 19-03
Author Dan Locke, C.E.T., Manager of Public Works
Meeting Type Council Meeting
Council Date February 28, 2019
Attachments None
Page 1 / 3
RECOMMENDATION
THAT Council receive Report OPS 19-03, Results for Tender RFT 2019-003 Single Axle
Cab and Chassis;
AND THAT Council award Tender RFT 2019-003 to TEAM Truck Centers of Woodstock,
ON at a cost of $120,382.08 (net HST included), the lowest bid received.
SUMMARY
As per the 2019 Operations Business Plan and in accordance with the Purchasing Policy a
tender was issued for the supply and delivery of a new single axle cab and chassis for the retrofit
of Roads Unit #61 to reuse the existing plow and body.
The tender closed on February 8th 2019 with a total of two (2) plan takers and two (2) bids
received. The tender was advertised on the Tillsonburg website, the Tillsonburg News, Ebid
Solutions and on Biddingo. Results of the tender are summarized below and include the
estimated retrofit costs for each bid:
Bidder Delivery Bid Price Est. Retrofit Cost Total
1. Team Truck Centers October $120,382.08 $39,301.02 $159,683.10
2. Carrier Centers September $125,419.20 $35,717.76 $161,136.96
The above comparison includes net HST of 1.76%.
The additional retrofit costs of approximately $3,600 for the Team Truck Center bid is due to
some minor additional modification work (i.e. relocation of battery box, installation of two air
control valves, etc.) compared to the Carrier Center bid, however remains the lowest cost
overall. Although the delivery time is one (1) month longer, staff estimate approximately 6 – 8
weeks to complete the retrofit work which will allow this unit to be ready and placed into service
for the 2019/2020 winter season. It is therefore staff’s recommendation to award this RFT to
Team Truck Centers.
Page 53 of 154
Page 2 / 3
FINANCIAL IMPACT/FUNDING SOURCE
2019 pre-budget approval in the amount of $160,000 from debenture was provided at the
December 17th 2018 Council Budget Meeting for the retrofit of Roads Unit #61. The bid price of
a new cab and chassis of 120,382.08 (net HST included) plus estimated retrofit costs of
$39,301.02 (net HST included) is within the pre-budget approval amount.
COMMUNITY STRATEGIC PLAN
This project supports Objective 2 – Economic Sustainability of the Community Strategic Plan by
providing the necessary equipment to maintain the Towns transportation network.
Page 54 of 154
Page 3 / 3
Report Approval Details
Document Title: OPS 19-03 Results for Tender RFT 2019-003 Single Axle Cab and
Chassis.docx
Attachments:
Final Approval Date: Feb 21, 2019
This report and all of its attachments were approved and signed as outlined below:
Sheena Hinkley - Feb 19, 2019 - 4:12 PM
David Calder - Feb 20, 2019 - 6:17 PM
Donna Wilson - Feb 21, 2019 - 8:01 AM
Page 55 of 154
Report Title Update to the Municipal Alcohol Policy
Report No. RCP 19-10
Author Rick Cox, Director of Recreation, Culture & Parks
Meeting Type Council Meeting
Council Date February 11, 2019
Attachments Tillsonburg Municipal Alcohol Policy Updated Jan. 2019
Page 1 / 5 Update to the Municipal Alcohol Policy
RECOMMENDATION
THAT Council receives Report RCP 19-10 – Update to the Municipal Alcohol Policy;
AND THAT Council approves the updated Municipal Alcohol Policy;
AND THAT a by-law is brought forward for consideration.
EXECUTIVE SUMMARY
The last time Tillsonburg’s Municipal Alcohol Policy was updated was in 2015. A review of the
current Policy by staff identified a series of administrative changes to align the policy with current
best practices and clarify some language related to the security provisions in the Policy.
BACKGROUND
In February 2018, Council gave approval on a trial basis for the Tillsonburg Thunder to get a
license to serve alcohol in the tiered seating area of the Kinsmen Memorial Arena until the end
of the 2017-18 season and playoffs. In September 2018, Council extended that approval for the
2018-19 season and playoffs for both the Tillsonburg Thunder and the Tillsonburg Hurricanes
organizations.
During discussion of the above issue, the Tillsonburg Thunder asked the Town to change how
licensed functions work at the Tillsonburg Community Centre. Specifically, the request was for
the Town to investigate a change from only allowing Special Occasion Permits (SOP) to the
Town securing a liquor license for some or all of the facility and implementing a system that
would allow functions to work within that license.
One impetus behind the request was the dramatic increase in cost for securing an SOP from
$75 per application (which could be for multiple days) to $150 per day. Other municipally
operated facilities in South Western Ontario do have a license and the thought was that perhaps
a similar approach could be used in Tillsonburg.
Staff reviewed the potential and invested considerable time in researching how these other
municipalities operated their licenses. The investigation included visiting the sites to speak
directly with staff and see how their bar configurations were deployed. After the investigation,
staff believes that the current system in place here in Tillsonburg is the most appropriate and
should be continued.
Page 56 of 154
Page 2 / 5 Update to the Municipal Alcohol Policy
Reasons for this recommendation include:
The Tillsonburg Community Centre layout is not well-suited to establishing permanent
licenced areas because there are many entrance points and barriers to visibility/oversight
of potential issues. Other facilities have more focused points of entry and control.
The potential revenue from liquor sales, when offset by costs of supplies and staff does
not seem worth the amount of work it would take to establish the appropriate spaces,
procedures, and staff.
The Tillsonburg Community Centre is well used for many other functions besides licensed
events, often at the same time. The current system works well for administrators, users,
and other patrons. The only reason to change the current system would be to make it
possible for licensed events to be held at a lower cost, but by the time the Town secured
a portion of bar revenue to offset administrative and licensing costs, the difference is
estimated to be minimal.
The most successful operator of a municipally licensed facility requires all licensed
functions in the facility to use that service, with very few exceptions. In Tillsonburg, that
means that events run by service clubs and others which currently use bar proceeds to
contribute towards event profits would no longer have that option. While there is some
revenue sharing, the service clubs, caterers and others would not have the same revenue
as they are used to. Staff believes this change would create major discontent and the
resulting issues would outweigh potential revenue to the town.
The current processes in place in Tillsonburg are sufficient to ensure compliance with the
MAP. Enforcing compliance with AGCO regulations is the responsibility of the AGCO, but
the process is robust enough to be generally sufficient to avoid enforcement issues.
The review of the MAP and other facility’s procedures did identify some administrative changes
that should be incorporated into the Town’s Municipal Alcohol Policy (MAP) to align with best
practices and add some clarity to the security provisions.
FINANCIAL IMPACT/FUNDING SOURCE
There is no financial impact with respect to this report.
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
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Page 3 / 5 Update to the Municipal Alcohol Policy
☒ 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
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Page 4 / 5 Update to the Municipal Alcohol Policy
Report Approval Details
Document Title: RCP 19-10 - Update to the Municipal Alcohol Policy.docx
Attachments: - 2019 MAP Update.FINAL.pdf
Final Approval Date: Feb 6, 2019
This report and all of its attachments were approved and signed as outlined below:
David Calder - Feb 6, 2019 - 3:28 PM
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Page 5 / 5 Update to the Municipal Alcohol Policy
Report Approval Details
Document Title: RCP 19-10 - Update to the Municipal Alcohol Policy.updated.docx
Attachments: - 2019 MAP Update.REDLINE CHANGES.pdf
Final Approval Date: Feb 20, 2019
This report and all of its attachments were approved and signed as outlined below:
David Calder - Feb 20, 2019 - 6:27 PM
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2019 MAP Update Page 1
TOWN OF TILLSONBURG
Municipal Alcohol Policy
(M.A.P.)
By-Law 3565
April 16, 20154266
February 2019
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2019 MAP Update Page 2
TOWN OF TILLSONBURG – MUNICIPAL ALCOHOL POLICY
Table of Contents
1. INTRODUCTION ................................................................................................................................. 6
2.GOAL STATEMENT ............................................................................................................................ 6
3.POLICY OBJECTIVES ........................................................................................................................ 6
4.CONDITIONS OF THE USE OF ALCOHOL IN MUNICIPALLY OWNED AND OPERATED
FACILITIES .......................................................................................................................................... 6
SECTION #1 - MUNICIPAL FACILITIES ELIGIBLE FOR SPECIAL OCCASION PERMIT
EVENTS ................................................................................................................................................ 8
SECTION #2 - MUNICIPAL PARKS & FACILITIES NOT ELIGIBLE FOR SPECIAL
OCCASION PERMIT EVENTS .................................................................................................... 10
SECTION #3 - SIGNS ........................................................................................................................... 11
A. Service Practices:........................................................................................................................ 11
B. Accountability: .............................................................................................................................. 13
C. Last Call ......................................................................................................................................... 13
D. Ride Signs ..................................................................................................................................... 13
E. Ticket Sales Stop ........................................................................................................................ 13
SECTION #4 - CONTROLS PRIOR TO EVENT .......................................................................... 13
A. Special Occasion Permit ........................................................................................................... 13
B. Control ............................................................................................................................................ 14
C. Municipal Alcohol Policy (MAP) .............................................................................................. 14
D. Checklist For Event Organizers .............................................................................................. 14
E. List Of Trained Persons ............................................................................................................. 14
F. The Special Occasion Permit Signatory ............................................................................... 14
SECTION #5 - CONTROLS DURING EVENT .............................................................................. 14
SECTION #6 - EVENT – STAFFING REQUIREMENTS ........................................................... 17
SECTION #7 - ALCOHOL SERVICE ............................................................................................... 19
A. Low Alcohol And Non-Alcoholic Options .............................................................................. 19
B. Control Of Alcohol Service ....................................................................................................... 19
C. Advertising Events ..................................................................................................................... 21
SECTION #8 - INSURANCE ............................................................................................................... 21
When The Renter Is A Corporation Or Organization: ............................................................ 21
When The Renter Is An Individual: ............................................................................................. 22
SECTION #9 - SAFE TRANSPORTATION .................................................................................... 23
SECTION #10 - YOUTH ADMISSION TO ADULT EVENTS .................................................... 23
SECTION #11 - SECURITY REQUIREMENTS AT SPECIFIC EVENTS ............................. 25
Reportable Incidents ........................................................................................................................ 26
Outdoor Events/Festivals ............................................................................................................... 27
SECTION #12 - CONSEQUENCES FOR FAILURE TO COMPLY ........................................ 27
SOP Holder's Responsibilities ............................................................................................................ 27
Enforcement Procedures For Policy Violation ......................................................................... 28
Penalties: ............................................................................................................................................. 28
SECTION #13 - POLICY MONITORING AND REVISIONS ..................................................... 28
APPENDIX A: CHECK LIST & SECURITY PLAN ........................................................................ 31
APPENDIX B: EVENT CATEGORY GUIDELINE – RISK ASSESSMENT .......................... 34
1. Introduction
2. Goal Statement
Page 62 of 154
2019 MAP Update Page 3
3. Policy Objectives
4. Conditions of the Use of Alcohol in Municipally owned Facilities
SECTION #1 - Municipal Facilities Eligible for Special Occasion Permit Events
(refer to each location for specific facilities)
A. Tillsonburg Community Centre
B. Annandale National Historic Site
C. Tillsonburg Municipal Airport
SECTION #2 - Municipal Parks and Facilities NOT Eligible for Special Occasion
Permit Events
SECTION #3 - Signs
A. Serving Practices
B. Accountability
C. No Last Call
D. RIDE Signs
E. Ticket Sales Stop
SECTION #4 - Controls Prior to Event
A. Special Occasion Permit
B. Control
C. M.A.P.
D. Checklist for Event Organizers
E. List of Trained Persons
F. SOP Signatory
SECTION #5 - Controls During Event
SECTION #6 - Event Workers – Trained
A. Public Events
B. Private Events
SECTION #7 - Alcohol Service
A. Low Alcohol and Non-alcoholic Options
B. Control of Alcohol Service
C. Advertising Events
SECTION #8 – Liability Insurance
SECTION #9 – Safe Transportation
SECTION #10 – Youth Admission
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2019 MAP Update Page 4
SECTION #11 – Security Requirements at Specific Events
SECTION #12 – Consequences for Failure to Comply
SECTION #13 – Policy Monitoring and Revisions
Appendix “A” – Checklist & Security Plan for Event Organizers
Appendix “B” – M.A.P. Comment Form
Appendix "C" - Event Category Guideline - Risk Assessment
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2019 MAP Update Page 5
1. INTRODUCTION
Page 65 of 154
2019 MAP Update Page 6
1. INTRODUCTION
The Tillsonburg Council first endorsed a by-law for an Alcohol Management Policy in 1994.
This policy has proven to be very effective in Municipal Risk Management and has been
included in the contract for all Municipal Facilities rented and licensed for Special Occasion
Permits.
The policy is also intended to promote a safe, enjoyable environment for those who use these
facilities. By managing and enforcing this policy, the Town of Tillsonburg hopes to reduce any
possible risk of litigation.
1.2. 2. GOAL STATEMENT
In order to reduce alcohol related problems that may arise from alcohol consumption within its
facilities and to promote a safe, enjoyable environment for users of these facilities, the Town of
Tillsonburg has developed a M.A.P. The Town of Tillsonburg offers a variety of unique
recreational experiences for people of all ages. Our goal is to encourage responsible use of
alcohol during licensed events to ensure the health and safety of the participants and the
protection of Town of Tillsonburg facilities.
2.3. 3. POLICY OBJECTIVES
To provide appropriate procedures and education to individuals or Event Organizers wishing to
hold events in parks and facilities within the Town of Tillsonburg’s jurisdiction in order to ensure
that all Alcohol & Gaming Commission Board of Ontario legislation pertaining to Special
Occasion Permits (SOP) is properly understood and complied with. The policy is based on
legislation of the Liquor License Act (LLA) and Best Practices (BP). To encourage and
reinforce moderate drinking practices through the development of appropriate operational
procedures, controls, training and education.
Town's Best Practice:
1. To honour the decision of abstainers not to drink alcohol and to encourage their
participation by providing alternative, non-alcoholic beverages.
2. To provide a balance use of alcohol through licensed premises or catered events
so that alcohol becomes a responsible part of a social function, rather than the reason
for it.
3. To provide a balance of licensed and non-licensed programs to ensure that
consumers, abstainers, adults, youth and families will be adequately serviced and
protected.
3.4. 4. CONDITIONS OF THE USE OF ALCOHOL IN MUNICIPALLY OWNED AND
OPERATED FACILITIES
Anyone who wishes to serve alcohol at a designated site must sign a facility rental
contract that stipulates the conditions under which alcohol may be served and
acknowledges the requirements. In addition, the responsible person must obtain a
Special Occasion Permit (SOP) from the Alcohol & Gaming Commission of Ontario
(AGCO). The SOP Holder must comply with the Liquor License Act (LLA), R.S.O.
1990, Chapter L.19, the Sections and all of the provisions of the Town of Tillsonburg
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2019 MAP Update Page 7
M.A.P.
All applications for SOPs must be made online at https://www.agco.ca/
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2019 MAP Update Page 8
SECTION #1 - MUNICIPAL FACILITIES ELIGIBLE FOR SPECIAL OCCASION PERMIT EVENTS
Tillsonburg Community Centre
Lion’s Auditorium
The Auditorium is suitable for holding Special Occasion Permit events. It is equipped with a
kitchen area including a stove, dishwasher and freezer compartments. The Auditorium holds
up to 400 guests with tables and chairs and is wheelchair accessible.
Lion’s Den
The Den is suitable for holding Special Occasion Permit events. It is equipped with a kitchen
area including a stove, dishwasher, freezer compartment and separate bar area. The Den
holds up to 120 guests with tables and chairs and is wheelchair accessible.
Marwood Lounge
The Lounge is suitable for holding Special Occasion Permit events with seating for 80. This
room is ideal for meetings and small social functions.
Rotary Wing
The Rotary Wing is suitable for holding Special Occasion Permit events with seating for
approximately 40 with tables and chairs and is equipped with a small kitchen. This room is ideal
for meetings and small social functions.
Memorial Arena Floor and Tiered Seating
The Arena Floor and tiered seating is suitable for holding Special Occasion Permit events with
main floor seating for 1400. A variety of events can be held in this facility and is wheelchair
accessible with elevator. The use of Marwood Lounge is required for the purpose of main bar
when a Special Occasion Permit is approved for tiered seating area in Memorial Arena. Liquor
License Act states that applicants can now apply for public event SOP for premises with fixed
tiered seating or temporary tiered seating (iei.e. bleachers). Conditions may be added to the
permit to address identified risks to public safety. SOP applications for tiered seating facilities
will be sent to the AGCO for review.
Senior Centre Auditorium
This facility is suitable for holding Special Occasion Permit events with seating for
approximately 120 with tables and chairs. This room is ideal for meetings and small social
functions.
LAKE LISGAR WATER PARK - Grass Area
This area within the Waterpark is suitable for holding Special Occasion Permit events providing
designated area and proper fencing are in place.
PARKS & PLAYGROUNDS
Parks & Playgrounds
Kiwanis, Optimist, Hardball, Annandale ball diamonds, as well as, Memorial Park and
Coronation Park are suitable for outdoor Special Occasion permit functions, provided proper
approvals have been received and a designated area with proper fencing provided.
Designated area will control the people coming in and out. Event Organizer will be required to
provide sanitation requirements, accessibility to the area by emergency works and access to
telephone (cell phones) for those wishing to arrange for transportation.
Annandale National Historic Site
Meeting Room
This facility is suitable for holding Special Occasion Permit events. It will seat approximately 60
and is ideal for private parties, workshops and general meetings.
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Tillsonburg Municipal Airport
The exterior grounds at the airport isare suitable for holding Special Occasion Permit events
providing a designated area and proper fencing are in place.
Restaurant Area and Boardroom
These areas are suitable for holding licensed events.
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ALL OTHER MUNICIPALLY OWNED FACILITIES
All other municipally owned land and facilities require written approval from the Town of
Tillsonburg, Chief Administrative Officer or designate.
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SECTION #2 - MUNICIPAL PARKS & FACILITIES NOT ELIGIBLE FOR SPECIAL OCCASION
PERMIT EVENTS
Parks and outdoors areas not listed in policy
Arena Dressing Rooms
Arena LobbyLobbies (upper and lower level)
Arena Ice SurfaceSurfaces
Pool Change rooms
Summer Place
Gibson House
Health Club
Exceptions: Any person wishing to hold a Special Occasion Permit event in a
location not listed in this policy must receive written approval from Director of
Recreation, Culture & Parks or designate.
Areas Designated Where Alcohol Use Is Prohibited
The consumption of alcoholic beverages is prohibited in the majority of parks, gardens, sports
facilities and service facilities within the jurisdiction of the Town of Tillsonburg. The Town of
Tillsonburg has a zero tolerance policy on the consumption of alcohol where proper
permits have not been obtained. The Town may change the designation of any site within its
jurisdiction at its discretion.
SECTION #3 - SIGNS
According to the Liquor License Act:
A. Service Practices:
To provide consistent and proper wording which satisfies the Alcohol & Gaming Commission of
Ontario (AGCO) requirements, the following permanent signs have been designed and
strategically posted.
1. “It is against the Liquor License Act of Ontario for a person to serve customers to
intoxication. For this reason, servers in our facilities are required to obey the law and not
serve anyone to intoxication. We are also pleased to offer non-alcoholic beverages.”
2. “In Ontario, the legal drinking age is 19 years of age. You may be asked for proof of
age. Acceptable identification is:
Ontario Drivers License
Canadian Passport
Canadian Citizenship Card with photo
Canadian Armed Forces I.D. card
Bring Your Identification (B.Y.I.D.) card issued by the Liquor Control Board of
Ontario
A Secure Indian Status Card issued by the Government of Canada
A Permanent Resident Card issued by the Government of Canada
A Photo Card issued under the Photo Card Act, 2008
3. "No person shall sell or supply liquor or offer to sell or supply liquor from a prescribed
premise unless, the premises prominently displays a warning sign containing the
prescribed information that cautions women who are pregnant that the consumption of
alcohol during pregnancy is the cause of Fetal Alcohol Spectrum Disorder"
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B. Accountability:
This will inform patrons as to where to direct concerns. This will include telephone numbers of
the Event Organizer(s), local Police Department and the Alcohol & Gaming Commission of
Ontario.
RATIONALE: Having these signs visible to participants eliminates any confusion on
who to contact for information or to lodge complaints regarding an event.
C. Last Call
Last Call will NOT be announced"..
D. Ride Signs
Ride signs will be posted at all SOP events". providing contact information for local taxi
services.
E. Ticket Sales Stop
Starting at 12:00am, only single ticket sales will be made. All ticket sales will stop at
12:45am.".
RATIONALE: Oxford O.P.P. recommends that only single ticket sales be made at
12:00am. This will deter guests from buying multiple tickets and possible over-
consumption prior to bar closing.
SECTION #4 - CONTROLS PRIOR TO EVENT
EVENT ORGANIZERS OF MUNICIPAL FACILITIES WILL BE REQUIRED TO
UNDERSTAND THE MUNICIPAL ALCOHOL POLICY PRIOR TO RENTING
According to the Liquor License Act:
A. Private Event Special Occasion Permit
A Private Event is held for invited guests only. Examples include a wedding reception,
an anniversary party, baptism or birthday party, among others, where only family, friends
and people known to the hosts or permit holders are invited to attend. The public cannot
be admitted, and there can be no intention to gain or profit from the sale of alcohol at the
event. Private Events cannot be publicly advertised. Information about the event may be
shared with invited guests and members only.
B. Public Event Special Occasion Permit
Public Events: For events that are open to the public. Public events can be advertised
and allow for fundraising/profit from the sale of alcohol.
Town's Best Practice:
A. SPECIAL OCCASION PERMIT: A. Special Occasion Permit
The SOP Holder shall post the Special Occasion Permit at the bar area clearly stating the
name of the SOP Holder and the telephone numbers for the designated contact person,
secondary contact person and the Alcohol & Gaming Commission Board of Ontario.
While the local authorities and Alcohol & Gaming Commission Inspectors are informed of the
date and place of the special occasion function, they do not always have an opportunity to
drop in and check on the operation of the event.
The SOP Holder shall remain on site at all times. If, for some reason, they cannot, a
secondary name must be posted. Concerned participants will know whom to contact
immediately on the premises. This can facilitate early correction of potentially risky situations.
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B. Control
: In order to be eligible for a facility rental for a special occasion function, the Event
Organizer must demonstrate to the satisfaction of the Director of Recreation, Culture & Parks
or designate that there are sufficient controls in place to prevent under age, intoxicated or
rowdy people from entering the event and that the intoxicated participants will be refused
services and removed from the event.
RATIONALE: Event Organizers must understand that prevention of intoxication is
paramount. Controls must be enforced to allow for an enjoyable and safe atmosphere
for all present.
C. Municipal Alcohol Policy (MAP)
A copy of the MAP will be available fromprovided to organizers by Town Staff or designate
at the time of booking.
D. CHECKLIST FOR EVENT ORGANIZERSD. Checklist for Event Organizers
A checklist form and a rental contract form will be provided by the municipality at the time of
booking. These mandatory forms are to be completed by the Event Organizer and returned
to the staff person or designate at least two (2) weeks prior to the event. The use of a
Special Occasion Permit may be in jeopardy if forms are not received in the specified time
frame. Signatures from both the Event Organizer and the staff person are required on the
forms. Please see Appendix “A”.
E. LIST OF TRAINED PERSONS E. List of Trained Persons
The Town will endeavor to have a list of trained persons who have indicated that they may be
available to assist at events when the Event Organizer does not have the required SIP/Smart
Serve trained personnel.
F. THE SPECIAL OCCASION PERMIT SIGNATORYF. The Special Occasion Permit Signatory
The person who’s name is on the SOP must attend the event, and be responsible for
decisions regarding the actual operation of the event. If the event is more than 2 days in
length then a designate may be assigned and their name(s) must appear on the contract.
This person and all event workers must refrain from alcohol consumption during the event,
including any clean-up activities.
SECTION #5 - CONTROLS DURING EVENT
All controls and service must be consistent with the provisions of the Alcohol & Gaming
Commission Act of Ontario and its Sections.
According to the Liquor License Act:
1. SOP Holder, Event Volunteers/Event Staff must:
Abide by all the rules of the M.A.P.
Attend the event and be sober before and during the event, including any clean-
up activities
Ensure that the bartenders and servers do not serve alcohol to any one under
age, intoxicated or rowdy at the event
2. Access & Control
The SOP Holder and event volunteers/event staff shall accept the following as proof of
age for alcohol purchase or consumption:
Ontario Drivers License
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Canadian Passport
Canadian Citizenship Card with photo
Canadian Armed Forces I.D. card
Bring Your Identification (B.Y.I.D.) card issued by the Liquor Control Board of
Ontario
A Secure Indian Status Card issued by the Government of Canada
A Permanent Resident Card issued by the Government of Canada
A Photo Card issued under the Photo Card Act, 2008
Entry to public functions must be denied to:
Intoxicated or unruly individuals
Individuals carrying unsealed alcoholic beverages
Individuals previously ejected from the event
3. Entry to the event must be monitored by responsible person(s) meeting the age of
majority requirements at all times. These person(s) shall further observe for individuals
that may be attempting to enter the premises and that appear to be impaired or have a
history of causing problems at events.
4. The SOP Holder has the right to deny entry to any individual.
5. The SOP Holder and the person renting the facility are responsible to ensure that the
event is properly supervised and will provide enough staff to fulfill this obligation.
6. The type of identification to be worn by event workers must be stated on the
“Checklist & Security Form. See appendix “A”.
76. All signs of sale and service must be cleared from the premises within 45 minutes of
the end time stated on the licensed permit. This includes the removal of all partially
consumed and empty bottles, and glasses that contained liquor.
Town's Best Practice:
1. 1. All day outdoor events are required to cease the sale of alcohol for a period of one
hour to allow for clean-up.
2. 2. The bar area within the premises shall be closed no later than 1:00am and NO service
or sale of alcoholic beverages will be allowed after this time.
3. 3. All entertainment within the facility shall cease at 1:00am.
4. 4. The only exception to the 1:00am closing time is during New Year's Eve when bar
service will cease serving at 2:00am. Event Organizers must ensure that patrons have
vacated the facility by 3:00am.
5. 5. To assist staff and to ensure that no incidents occur on the premises, patrons must
vacate the facility by 2:00am. Exception: New Year's Eve Refer to #4.
6. 6. Failure to comply with the above could prevent the SOP holder or organization from
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further renting of any Town of Tillsonburg facility and where appropriate, O.P.P.the
Ontario Provincial Police (OPP) and the Alcohol & Gaming Commission of Ontario
(AGCO) will be advised and charges may be laid by the O.P.P.OPP or infractions cited by
the A.G.C.OAGCO.
7. 7. Bartenders must be SIP/Smart Serve trained (further details in Section #6). Event
organizers are encouraged to have all event staff SIP/Smart Serve trained.
8. 8. Leftover liquor must be removed from the premises at the end of the event, with
exception of multiple-day SOPs.
9. 9. The town limits number of tickets to be sold to any person at one time to 4 each.
Unused tickets may be redeemed for cash at any time up until 15 minutes after the bar
closes.
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SECTION #6 - EVENT – STAFFING REQUIREMENTS
Event Servers And Monitors
The following guideline sets out the ratio of event servers and monitors to event participants.
The requirements may be increased or decreased by the Director of Recreation, Culture &
Parks or designate having operational jurisdiction over the premises depending on crowd
dynamics and type of event.
Trained servers must be certified by a recognized alcohol server training course that has
been approved by the Town. These includeThis includes Smart Serve and S.I.P.
programsprogram. The sponsor shall ensure all event workers are over the age of 19 years
of age. Door and entrance monitors are encouraged to monitor the door for a minimum of
1.5 hours following the advertised admission time and for a minimum of 1.5 hours prior to the
advertised departure time.
The type of identification to be worn by event workers must be stated on the “Checklist &
Security Plan. See Appendix “A”.
Self-serving is prohibited and trained bar personnel are required. Sponsor and all event
workers will refrain from alcohol consumption before, during and after the event, including
any clean-up activities.
Passive, moderate, high risk and major event classifications are determined by Town of
Tillsonburg staff based on event dynamics.
Refer to Appendix CB – Event Category Guideline
*Category* Trained
Servers**
Door/Entrance Monitors Floor Monitors/Bar Ticket
Sales
PASSIVE **1
The sponsor is responsible
to monitor the entrance to
the room
The sponsor is responsible to
monitor those in attendance
MODERATE 2
1 event worker at the
entrance to the room at all
times
1 event worker throughout the
room at all times
HIGH RISK/
MAJOR
EVENT
2 + 2 for
every
additional 200
participants
1 event worker at every
entrance/exit to the room
2 + 2 per every additional 200
participants
*Covers any public or private event
**The server requirement for passive events may be waived at the discretion of the Director of
Recreation, Culture & Parks or staff designate when an event has approximately 50 or less
participants in attendance
RATIONALE: Event Staff requirements are based on 3 criteria: Attendance,
Public Event or Private Event. History has shown that these were too vague. Not
all Public Events require the same level of event staff as others. Additional event
categories were needed to determine sufficient Event Staff. These additional
considerations include: .
RATIONALE: Event Staff requirements are based on 3 criteria: Attendance, Public
Event or Private Event. History has shown that these were too vague. Not all Public
Events require the same level of event staff as others. Additional event categories were
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needed to determine sufficient Event Staff. These additional considerations include:
1. Age Group & Maturity 2. Attendance 3. Incident History
4. Event Dynamics 5. Invitation 6. Food Availability
7. Impact on Neighbourhood 8. Supervision 9. Threats & Concerns
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SECTION #7 - ALCOHOL SERVICE
A. Low Alcohol and Non-Alcoholic Options
Town's Best Practice:
1. 1. The SOP Holder will ensure that 30% of the alcoholic beverages offered consist of
low alcohol options (i.e. low alcohol beer, light wine, and low alcohol/spirits).Non-
alcoholic beverages must be readily available and priced significantly below any alcoholic
beverage.
2. 2. The SOP Holder shall provide a sign, which shall be prominently posted identifying
the low alcohol and non-alcoholic beverages available at the event.
RATIONALE: Low alcohol beverages help prevent intoxication by providing responsible
consumers with an opportunity to consume less alcohol and avoid becoming intoxicated.
A patron consuming a regular beer (at 5% alcohol) would have to drink two “extra light”
beers (at 2.5% alcohol) to ingest the same amount of alcohol. Similarly, “light” beer (at
4% alcohol) represents a 20% reduction in alcohol intake.
3. 3. Discounts will not be offered for volume purchase of tickets when tickets are sold
for alcoholic beverages. The Town limits number of tickets to be sold to any person at
one time to 4 each.
RATIONALE: By limiting the number of tickets or drinks participants may purchase at
one time, the ticket sellers, monitors, bartenders and servers are provided with more
opportunities to observe participants for signs of intoxication.
B. CONTROL OF ALCOHOL SERVICE
B. Control Of Alcohol Service
According to the Liquor License Act:
1. Practices which may encourage the immoderate consumption of alcohol are not
permitted. Contests or games involving the consumption of liquor are not permitted.
(Reg. 389/91 Section 18(1))
2. Liquor cannot be awarded as a prize for any game, contest or raffle. (Reg 389/91
Section 20)).
3. Gambling: Games of chance or mixed chance (i.e. poker, crown & anchor, raffles,
50/50 draws, etc) are not permitted unless the proper license has been obtained from
the province or municipality. Such licenses are only issued to eligible organizations
with charitable or religious purposes. (Section 32). Games of skill are permitted.
4. Guests cannot be required to purchase a minimum number of drinks (or drink tickets)
to enter or remain at the event, and no drink containing more than 85 ml of spirits can
be sold or served. (Reg. 389/91 Section 16 and Section 13)
5. RATIONALE: Table consumption can be moderated by not selling rounds of large
numbers of tickets.
6. 2. The following is not permitted at an SOP event, including adjacent
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washrooms, liquor and food preparation areas and storage areas of under control of
the permit holder:
- Drunken individuals
- Illegal gambling
- Violent or disorderly conduct (fights, etc.)
7. 3. No “Last Call” will be announced prior to the end of the event/sale of alcohol.
8. RATIONALE: Announcing, “last call”, prior to end sales encourages some patrons to
purchase the maximum number of drinks allowed to prolong the event and drinking.
9. 4. An adequate supply of food must be available to persons attending the
event. Snacks such as chips, peanuts or popcorn are not an acceptable substitute for
this requirement.
10. 5. There will be no self-serve events; even “Wine & Cheese” functions require a
bartender.
Town's Best Practice:
1. 1. Tickets for alcohol must be purchased from designated ticket sellers and must be
redeemed at the bar. A maximum of 4 tickets may be sold at one time.
2. 2. Bartenders and servers are required to pour all beverages into plastic or paper
disposable cups at the bar. All bottles are to be kept behind the bar. Alcoholic and Non-
Alcoholic drinks are to be served in different cups. Exception: Private events by invitation
only.
RATIONALE: By following the guidelines we will reduce the risk that Event
Organizer’s automatically assume when running an event. These practices are
designed to discourage heavy alcohol consumption. By pouring all beverages into
disposable cups, the chance of glass/bottle breakage is minimized.
3. 3. Any masked events, such as Masques, New Year’s Eve parties, Halloween Parties,
where masked identity of individuals are in attendance (costumed events), must meet the
following conditions:
Acceptable type of identification, as listed
No one under the age of 19 years admitted
4. 4. A maximum of 2 standard drinks will be served at one time.
5. The Standard Drink means:
Bottle of Regular Beer - 12 oz or 341 ml. (beer, cider or cooler)
Glass of Wine - 5 oz or 142 ml.
Shot of Spirits - 1 oz or 29 ml.
Fortified Wine – 3 oz or 85 ml.
6. 5. Only single drinks will be served (no more than one shot in one glass)
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C. Advertising Events
According to the Liquor License Act:
SOP holder may advertise that liquor will be sold and/or served, according to the
provisions in the Alcohol & Gaming Commission application Guidelines, Section 7(2),
Reg. 389/91 regarding alcohol advertising. Reception Events cannot be advertised.
SECTION #8 - INSURANCE
LIABILITY INSURANCE: The SOP holder shall:
Obtain a minimum of TWO MILLION ($2,000,000.00) DOLLARS liability insurance
for Passive and Moderate Risk events
Obtain a minimum of FIVE MILLION ($5,000,000.00) DOLLARS liability insurance for
High Risk events
Name the Town of Tillsonburg as an additional insured, providing a mandatory copy to
the Town at least two weeks prior to the event
Indemnify and save the Town of Tillsonburg harmless from all claims arising from the
permit or event.
The actual insurance limits required may be increased at the discretion of the Director of
Recreation, Culture & Parks or designate.
RATIONALE: If an individual is injured, and if the Town of Tillsonburg were to be
found “jointly and severally” liable, the Town of Tillsonburg could end up paying part or
all of the judgment should the Special Occasion SOP permit holder be inadequately
insured or uninsured. In addition to the expense to the municipality to defend any
legal action, the municipality might have difficulty obtaining continued insurance
coverage.
When the Renter is a corporation or organization:
Commercial General Liability Insurance
Commercial General Liability Insurance satisfactory to the Owner and underwritten by an
insurer licensed to conduct business in the Province of Ontario. The policy shall provide
coverage for Bodily Injury, Property Damage and Personal Injury and shall include but not be
limited to:
(a) A limit of liability of not less than FIVE MILLION (5,000,000)/occurrence with an
aggregate of not less than TWO MILLION ($2,000,000)
(b) Add the Owner as an additional insured with respect to the operations of the
Named Insured
(c) The policy shall contain a provision for cross liability and severability of interest in
respect of the Named Insured
(d) Non-owned automobile coverage with a limit not less than TWO MILLION
($2,000,000) and shall include contractual non-owned coverage (SEF 96)
(e) Products and completed operations coverage
(f) Broad Form Property Damage
(g) Contractual Liability
(h) Owners and Contractors Protective
(i) Tenants legal liability
(j) The policy shall provide 30 days prior notice of cancellation
(k) Liquor Liability endorsement
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When the Renter is an individual:
Homeowner’s Liability Insurance
Homeowner’s liability insurance satisfactory to the Town and underwritten by an insurer
licensed to conduct business in the Province of Ontario is required. The policy shall provide
coverage for Bodily Injury, Property Damage and Personal Injury and shall have a limit of
liability of not less than FIVE MILLION ($5,000,000).
The individual must provide proof of a Homeowner’s Liability Policy by way of a letter from the
Broker. The Town cannot be added as additional insured.
Party Alcohol Liability Insurance
Party Alcohol Liability Insurance in an amount not less than FIVE MILLION ($5,000,000) and
underwritten by an insurer licensed to conduct business in the Province of Ontario is required.
The municipality shall be added as an additional insured.
Sample Indemnification
The Host shall indemnify and save harmless the Municipality from any and all claims, demands,
causes of action, losses, costs or damages that the Municipality may suffer, incur or be liable
for, resulting from the Hosts’, event workers’ and agents’ performance, actions and negligent
acts or omissions in connection with the holding of an event involving the serving of alcohol on
Municipal premises.
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SECTION #9 - SAFE TRANSPORTATION
Town's Best Practice:
Only individuals, Event Organizer or organizations implementing a safe transportation strategy
will be permitted rental privileges of facilities for SOP functions.
The Event Organizer shall identify the strategies, which will be used on the “Checklist for Event
Organizers” form. The Event Organizer shall implement and encourage a Designated Drivers
Program. This program shall be advertised at the event so that all patrons are aware this
program is available. This program shall consist of the following:
It is suggested that the designated driver be supplied with free soft drinks/coffee during the
function. The Event Organizer shall advertise or announce the availability of this program
during and, if possible, prior to the event.
Advertise the use of taxi service – The Event Organizer shall advertise or announce the
availability of a taxi service to attendees of the event. If not required to provide a taxi service,
the Event Organizer shall ensure that appropriate signage is posted at the facility which
includes the telephone number and/or use their best efforts to obtain any attendee a taxi upon
request.
RATIONALE: The risk of liability is especially high when an impaired driver leaves an
alcohol-related even. Event organizers must assume responsibility for promoting safe
transportation for all drinking participants. Safe transportation options are essential
since the only way to sober up an impaired person is with time.
The SOP holder is responsible for promoting safe transportation options for all the drinking
participants. Examples of safe transportation options are:
- A designated driver provided by the Event Organizer; or
- A taxi paid either by the Event Organizer or the participant.
RATIONALE: The risk of liability is especially high when an impaired driver leaves an
alcohol-related event. Event organizers must assume responsibility for promoting safe
transportation for all drinking participants. Safe transportation options are essential since
the only way to sober up an impaired person is with time.
SECTION #10 - YOUTH ADMISSION TO ADULT EVENTS
Each rental Event Organizer will be responsible to select a strategy on allowing youth to their
event. In all cases, the following guidelines must be adhered to:.
According to the Liquor License Act:
Anyone who appears to be under the age of 25 years will be required to show I.D. before
they are allowed into the event/facility.
Individuals under the age of majority will not be allowed to consume alcohol beverages
on licensed premises. Anyone serving individuals under the age of majority alcohol will
be required to leave the event.
Town's Best Practice:
Two (2) extra floor monitors will be required if persons under the age of majority are allowed to
enter Public events.
It is suggested that for events allowing individuals under the age of majority and with over 250
patrons will be required to identify those persons over the age of majority. Event Organizers
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may choose either stamps or wristbands to identify persons over the age of majority.
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SECTION #11 - SECURITY REQUIREMENTS AT SPECIFIC EVENTS
The following requires paid duty police officers or licensed and bonded Security Company
(in uniform):
For the purposes of this section, security personnel may be either Paid Duty Police Officers
and/or licensed Security Guards that are employed by a registered Security Employer as
governed by the Private Security & Investigative Services Act (PSISA) of Ontario. As per the
PSISA, a Security Guard is a person who performs work, for remuneration, that consists
primarily of guarding or patrolling for the purpose of protecting persons or property.
Additionally, no person shall act as a security guard or hold himself or herself out as one unless
the person holds the appropriate license under the Act.
*CATEGORY* # OF SECURITY PERSONNEL**
PASSIVE 1**
MODERATE 2
HIGH RISK/MAJOR EVENT 2***
* *Covers any public or private event
**Security requirementrequirements for passive events may be waivedincreased or
decreased at the discretion of the Director of Recreation, Culture & Parks or designate.
*** Security requirement for High Risk/Major Event may be increased at the
discretion of the Director of Recreation, Culture & Parks or designate. and
with an approved security plan.
According to the Liquor License Act:
The SOP holder must provide security sufficient to ensure that unauthorized persons do
not attend the event and to ensure that the conditions of the permit and requirements of
the Liquor License Act are observed. In order to determine whether security is sufficient,
the permit holder shall consider:
a) The nature of the event;
b) The size of the premises; and
c) The age and number of persons attending the event.
Town's Best Practice
Security must have access or provide a communication link on site to summon emergency
services.
Security is not to be involved in serving of alcoholic beverages nor may assist in any way in
the liquor operation of the event.
The purpose of security is to:
- Challenge;
- Warn;
- Report anyone having
Provide high visibility access control at all entrances/exits to licensed area(s);
Prevent underage patrons from entering licensed area(s);
Prevent alcohol outsidefrom leaving licensed area(s);
Reinforce event rules through verbal interventions;
Observe, report and document event policy and/or procedural violations;
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Note – Security Guards do not have the area covered byauthority to act as an Agent of
the licensed areaOwner (the Town of Tillsonburg) as per the Trespass to Property Act of
Ontario.
Full payment of licensed and bonded security company is the sole responsibility of the Event
Organizer. Time Period required is 9:00pm – 2:00am. Exception: For Tiered Seating Events
during hockey tournaments, games, or carnivals where specific times will vary, the duration of
security will be determined by staff.
The Town of Tillsonburg reserves the right to approve or reject licensed and bonded private
security companies. Each event will be reviewed on its own merit. If the Event Organizer
demonstrates the need for less security at their event, the required number of officers may be
reduced or waived at the discretion of the Director of Recreation, Culture & Parks or designate.
However, public safety for the patrons of the event will be paramount.
Reportable Incidents
All reportable incidents that occur at the event shall be documented by security personnel and
a copy of the incident report shall be forwarded to the Town for their review.
Examples of reportable incidents are as follows:
Any illegal act as defined by the Criminal Code of Canada;
Damage to property;
Any critical injury as defined by the Occupational Health & Safety Act;
Any other significant incidents not included in the previous bullets.
The incident report shall include all the relevant incident details including;
Who was involved (full names) & contact information;
What occurred (chronological account of events with as much detail as possible);
Where it occurred (specific locations as required);
When it occurred (date & time of incident, when reported and response times);
Why it occurred (if known);
How if occurred (if known);
Police report number (if Police were involved);
Security guard name and contact information;
Any additional relevant information such as actions taken by event organizers etc.
RATIONALE: Security requirements vary depending on category of event. Dances
designed for those over 25 years of age or seniors will differ from those dances geared
towards those 25 years and under. Events that have attendance exceeding 300 will
require additional security over those events with less than 300. Events that are by
invitation only versus general admittance will impact security requirements.
The overall event dynamics must be considered before security requirements can be imposed.
Additional considerations include:
Age Group & Maturity Attendance Incident History
Event Dynamics Invitation Food Availability
Impact on Neighbourhood Supervision Threats & Concerns
Each of the above nine considerations is evaluated and checked off accordingly. Majority
dictates category of risk and how the requirements of event staff/security are reached.
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Outdoor Events/Festivals
According to the Liquor License Act:
Outdoor events are those which take place outdoors or in a temporary structure, such as
a tent or marquee. The outdoor area must be clearly defined and separated from
unlicensed areas by a minimum 36" high partition.
Festivals and events can define an area larger than outside beer tents where people can
walk around freely with drinks. Local communities are free to customize the events to
their needs. AGCO may be involved to discuss public safety issues with the permit
holder.
Notification must be made to local municipality, including clerk, police, fire and health
department and AGCO 30 daysdays’ notice for events where fewer than 5,000 people
attend and 60 daysdays’ notice for events where 5,000 or more people attend.
If a SOP has been issued for an outdoor event that has both licensed areas (bars,
restaurants) and areas to which the SOP applies (ie.i.e. a street on which the event
occurs), patrons can move freely between these areas with a single serving of alcohol,
under certain conditions and where permission has been granted by the AGCO.
Town's Best Practice:
The Town of Tillsonburg Fire Chief and Building Official will determine maximum capacity for
outside tents based on exits and floor area.
For potential problem rentals, the Town reserves the right to require the presence of minimally
two (2) guards licensed and bonded Security Company for the duration of an event. Number of
security will be based on Section 11 and Appendix C of this M.A.P. This cost will be borne by
the Event Organizer or individual. The Town also reserves the right to refuse the issuance of a
facility rental permit at their sole discretion.
SECTION #12 - CONSEQUENCES FOR FAILURE TO COMPLY
SOP Holder's Responsibilities
1. 1. In the case of patrons who are intoxicated to the point that they must be cut-off, the SOP
holder or designated Event volunteer/staff must make every effort to ensure that the patron
does not drive and that he or she will arrive safely at home. In some instances, non-
intoxicated friends might agree to drive the person home, or a cab may be called for the
patron.
2. 2. In an effort to encourage patrons not to drink and drive, free access to a phone should be
made available to persons wishing to call a taxi and the telephone number of a taxi
company should be prominently displayed.
3. 3. If an intoxicated person insists on driving, the SOP holder and/or staff may have to
attempt to detain the person and call the police.
4. 4. Where anyone is engaged in a disruptive behaviour as a result of alcohol consumption at
social events, authorities will be called.
5. 5. The SOP holder is required to report in writing to the Director of Recreation, Culture &
Parks or designate within 48 hours all incidents in which patrons are injured or ejected from
an event or Police are called.
Page 87 of 154
2019 MAP Update Page 28
6. 6. Although police will be called if a situation deems necessary to do so, it is the
responsibility of the SOP holder to ensure the proper management of an event.
7. 7. Where persons under the age of majority are found to have consumed or to be
consuming alcohol at SOP and non SOP events, the authorities will be called immediately.
Enforcement Procedures For Policy Violation
A violation of this policy occurs when the SOP holders or individual(s) fail to comply with this
policy or the conditions of the Liquor LicenceLicense Act, or any other relevant legislation.
Intervention can be initiated by a participant at the event, Town of Tillsonburg staff, Police or an
Inspector of the AGCO. Random monitoring of events where alcohol is served may be
conducted by the Director of Recreation, Culture & Parks or designate having jurisdiction over
the premises.
Town's Best Practice:
1. 1. Event Organizer(s), SOP Holder or the monitor(s) may intervene by informing the
offending individual of the M.A.P. violation and asking that it stop. Event Organizer
members and monitors are encouraged to intervene in this way because intervention at
other levels could result in a loss of privileges and legal charges.
2. 2. A Town of Tillsonburg staff member with recognized authority will intervene whenever
he/she encounters a violation of the policy. Depending upon the severity of the policy
infraction, the Town of Tillsonburg staff may ask the organizers of the event to stop the
violation or they may close down the SOP portion of the event (especially if there is the
potential for harm or loss of enjoyment by non-drinkers). Should the organizers fail to
comply,; the staff will call the police for enforcement.
Penalties:
Where an SOP holder has violated the M.A.P.,MAP, and has been confronted by a Town of
Tillsonburg staff member, the sponsoring organization and/or SOP holder will be sent a
registered letter by the Director of Recreation, Culture & Parks or designate advising of the
violation and indicating that further violations will not be tolerated.
Should the sponsoring organization and/or SOP holder violate the policy within one year of
receiving notice of their first violation, the sponsoring organization and event organizers shall
be suspended from organized use of a Town of Tillsonburg facility or area for a further one
year. The Director of Recreation, Culture & Parks or designate will send a registered letter to
the appropriate contact person advising of the suspension. A copy of the letter will be sent to
the Chief Administrative Officer.
Where, in the opinion the Director of Recreation, Culture & Parks or designate, there have been
repeated violations of a municipal, provincial or federal statute, the sponsoring organization and
event organizers shall be immediately suspended from organized use of a Town of Tillsonburg
facility or area for a period of one year or longer as are warranted in the circumstances. A
registered letter shall be sent and copied to the Chief Administrative Officer or designate and
Council.
SECTION #13 - POLICY MONITORING AND REVISIONS
The Municipal Alcohol Policy for the Town of Tillsonburg will be reviewed as required. It is
subject to change and updates asreflecting changes in laws change and the circumstances
related to itsthe administration requirementsof the MAP.
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2019 MAP Update Page 29
Contact will be made with local O.P.P.OPP and Alcohol & Gaming CommissionAGCO agents to
review occurrences within our licensed facilities. All reports will be sent to Director of
Recreation, Culture & Parks.
Page 89 of 154
Appendix A – Municipal Alcohol Policy
2019 MAP Update Page 30
Page 90 of 154
Appendix A – Municipal Alcohol Policy
2019 MAP Update Page 31
Appendix “A” CHECK LIST & SECURITY PLAN
Event Location:
Tillsonburg Community Centre
Lion’s Auditorium
Lion’s Den
Marwood Lounge
Rotary Room
Arena Floor
Event Date: ___________ Event Time: ________ Function: ______________
Contact Name: _____________________ Phone #: ___________________
SOP filed: Yes No Anticipated Attendance: _______
Proof of Insurance filed: Yes No
1. Has customer received and read Municipal Alcohol Policy (M.A.P.)? Yes No
2. List name(s) of trained bartenders, complete with certification numbers.
a) __________________________________________________
b) __________________________________________________
c) __________________________________________________
3. List names of who will be checking identification at the door?
a) __________________________________________________
b) __________________________________________________
c) __________________________________________________
4. List names of who will be monitoring the event, checking washrooms, circulating through
the parking lots to ensure that over drinking, supplying minors and self-serving does not
occur?
a) __________________________________________________
b) __________________________________________________
c) __________________________________________________
5. List safe transportation strategies for this event:
a) __________________________________________________
b) __________________________________________________
c) __________________________________________________
6. Will security be provided beyond this plan? Yes No
Approved Private Security Company? (must attend in full uniform)
7. General Comments:
APPENDIX “B”
MUNICIPAL ALCOHOL POLICY COMMENT FORM
Please comment on the effects that this policy had relating to your rental.
Page 91 of 154
Appendix A – Municipal Alcohol Policy
2019 MAP Update Page 32
Date of your event: ___________________________________________
Location of your event: ________________________________________
Type of event:
___________________________________________________________
___________________________________________________________
COMMENTS:
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Appendix A – Municipal Alcohol Policy
2019 MAP Update Page 33
TOWN OF TILLSONBURG – MUNICIPAL ALCOHOL POLICY
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
___________________________________
Page 93 of 154
Appendix B – Municipal Alcohol Policy
2019 MAP Update Page 34
EVENT CATEGORY GUIDELINE – RISK ASSESSMENT
(Appendix C – Municipal Alcohol Policy)
Name/Organization: _______________________ Type of Event: _______________
PRIMARY
CONSIDERATION
PASSIVE RISK MODERATE RISK HIGH RISK
1. AGE GROUP &
MATURITY OF
PARTICIPANTS
An adult/senior
booking an event
that will be
predominately
attended by persons
25+ yrs.
An adult booking an
event that will be
predominately attended
by persons under 25
years
Any public events which is
predominately attended by
persons under 25 years of
age
2. ATTENDANCE
Under 50 51-300 Over 300 (min.2Licensed
security officers)
Over 500 (min.4 officers)
Over 1000(min.6 officers)
and an approved Security
Plan required
3. INCIDENT HISTORY Well known sponsor Sponsor has frequent
organizational
experience
Unknown
4. EVENT DYNAMICS Stage Performance
Community or family
dinner/banquet held
inside a facility
-Open outdoor public
gatherings
-Indoor public gatherings
-When the event dynamics
substantially increases the
level of risk or threat to
include activities that require
care and skill
-Games of ChanceSkill
-Video Dance Parties
- Events in tiered seating
- Outside Festivals, Beer
Gardens
5. INVITATION Closed – Personal
invitation only
Closed – Personal
invitation with advanced
ticket sales
Open – General admittance
6. FOOD AVAILABILITY Sit down
dinner/banquet
served with regular
bar
Regular bar with food
provided throughout the
event on a no charge
basis or food is provided
in the cost of the ticket
Midnight buffet only
Snacks and light meal
provided
7. IMPACT ON
NEIGHBOURHOOD
Held inside a facility
limited to the local
community only
Held inside a facility with
adequate on-site parking
- Noise control considerations
- Substantial parking
requirements
-Transportation service
increased to accommodate
expected participant volume
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Appendix B – Municipal Alcohol Policy
2019 MAP Update Page 35
8. SUPERVISION - Town staff on duty
- Private event held
inside the facility or
in an open area
- Sponsor acting as
door monitor
- Town staff on duty
- Public Event held
inside facility or in an
open area.
- Sponsor acting as door
and floor monitors
- Town staff on duty
- Public Event held inside
facility or in an open area.
- Within an enclosed area
outside such as a temporary
tent, fencing or barricades.
- Sponsor acting as door and
floor monitors
9. THREATS &
CONCERNS
None apparent Within 100 meters of a
residential property
Moving motorized
vehicles on site
Motorized equipment on
site
Time of the event
When majority of participants
arrive after 10:00pm
Within close proximity to:
Waterfront venues, dunk
tank, ice surface, hills,
ravines, rugged terrain,
heavily forested areas,
accessibility to tiered seating,
livestock,
vehicles/equipment,
fireworks
Each of the 9 considerations is
valued and checked off
accordingly. Majority dictates
category of risk.
/9
Comments:
/9
Comments:
/9
Comments:
CHECKS TO BE
CONDUCTED &
APPROVALS OBTAINED
(Refer to Section 11 –
Security Requirements)
Sponsor is well
known to staff,
therefore no Class
or police check
required
-Obtain trained
server
Confirmation
- Obtain copy of
SOP
-Obtain Party
Alcohol Liability
insurance ($2M5M)
-Conduct a Class alert
warning check
-Obtain trained server
information
- Obtain copy of SOP
-Obtain Party Alcohol
Liability Insurance
($2M5M)
-Obtain door and floor
monitors information
-Conduct a Class alert
warning check
-When 1000+ are anticipated,
additional approvals are
required from AGCO
-Obtain security /operational
plan, to include police, fire &
AGCO considerations
-Obtain paid duty O.P.P. or
approved private security in
uniform
-Obtain trained server
information
- Obtain copy of SOP
-Obtain Party Alcohol
Liability Insurance ($5M)
-Obtain door and floor
monitor information
-Conduct a site inspection, if
required
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Appendix B – Municipal Alcohol Policy
2019 MAP Update Page 36
FINAL APPROVAL
AUTHORITY
Signature & Date
Director of
Recreation, Culture
& Parks designated
staff
Director of Recreation,
Culture & Parks or
designated staff
Director of Recreation,
Culture & Parks or
designated staff
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prev=
ATTENDANCE
Andrew Burns, Deb Gilvesy, Lisa Gilvesy, Jesse Goossens, Mayor Stephen Molnar (Left 8 AM),
Ashton Nembhard (Left 8:45 AM), Steve Spanjers (Arrived 7:50 AM), Cedric Tomico, John
Veldman
Staff Present: David Calder, Cephas Panschow
MEMBERS ABSENT/REGRETS
Mel Getty, Councillor Jim Hayes, Kirby Heckford, Lindsay Morgan, Randy Thornton,
1.Call to Order
The meeting was called to order at 7:39 AM.
2.Adoption of Agenda
Moved By: D. Gilvesy Seconded By: L. Gilvesy
Resolution # 1
THAT the Agenda for the Development Committee meeting of January 8, 2019 be adopted.
Carried
3.Disclosures of Pecuniary Interest and the General Nature Thereof – None Declared
4.Adoption of Minutes of Previous Meeting – December 11, 2018
Moved By: A. Burns Seconded By: L. Gilvesy
Resolution # 2
THAT the Minutes of the Development Committee Meeting of December 11, 2018 be
approved.
Carried
4.1. Business Arising from the Minutes
5.Delegations and Presentations
6.Information Items
6.1. Community Strategic Plan – No update
The Corporation of the Town of Tillsonburg
Development Committee
January 8, 2019
7:30 AM
Boardroom, Customer Service Centre
10 Lisgar Ave, Tillsonburg
MINUTES
Page 97 of 154
Development Committee Meeting Minutes (January 8,2019) - 2 -
6.2. Tillsonburg Hydro Inc – Board Chair Dan Rasokas has presented to the chamber
board and it appears that the changes being made are being being required by
Provincial regulatory bodies. Question still remains as to the timing of the changes.
6.3. Town Hall Task Force – Release of the RFP is scheduled this month.
7. General Business & Reports
7.1. Monthly Project Update
Heritage lights installation in the downtown is now complete. Downtown retail gap
analysis is being completed by a consultant and will help guide future recruitment
efforts. Contractor for the sanitary sewer crossing will be mobilizing on January 8 with
completion anticipated by end of week of the following week.
7.2. Chamber of Commerce Award Selection
7.2.1. Industrial
The list of industrial investments in the past year was reviewed.
Moved By: D. Gilvesy Seconded By: L. Gilvesy
Resolution # 3
THAT be selected as the recipient of the New Industrial Investment Award
based on total investment amount, new/future jobs created in Tillsonburg and quality of jobs.
Carried
7.2.2. Commercial
Moved By: A. Burns Seconded By: S. Spanjers
Resolution # 4
THAT The be selected as the recipient of the New Commercial
Investment Award based on total investment amount, new jobs created in Tillsonburg and
improvement to the Town’s image.
Carried
7.3. Chamber Award Process
This item has been discussed after the prior year’s process and also at the November
meeting. The Committee is satisfied with the information provided for the award and the
process. Suggestion to add criteria on the quality of jobs created (perhaps through
average wages) and also to consider relative value of investment in order to ensure
smaller, but significant investments can be considered. Revise template and circulate to
next committee.
Page 98 of 154
Development Committee Meeting Minutes (January 8,2019) - 3 -
8. Committee Minutes & Reports
8.1. Tillsonburg District Chamber of Commerce – AGM luncheon scheduled for January
16.
8.2. Downtown Business Improvement Association – AGM scheduled also scheduled for
January 16 starting at 5:30 PM followed by business meeting starting at 7 PM.
8.3. Tillsonburg District Real Estate Board – Monthly sales volume up 23% versus last
year, with year to date down less than 1%. Units sold down 8% and new listings also
down 8%. December average residential sale price up 14% to $411,742 while year to
date average residential price is up 13% to $344,241.
8.4. Physician Recruitment – No update
9. Correspondence – None
10. Other Business
10.1. Roundtable
D. Gilvesy indicated that, further to the information session on attainable housing,
affordability, even for working people, is an issue.
J. Veldman indicated need to bring forward development opportunities in the health care
sector to the next committee.
S. Spanjers indicated that Triton has received their 3D metal printer and also created a new
company. 3D printers have resulted in good business opportunities and may be a good idea
for a tour by the committee.
11. Closed Session - None
12. Next Meeting – Tuesday, February 12, at 7:30 AM
13. Adjournment
Moved By: A. Burns Seconded By: S. Spanjers
Proposed Resolution 5
The meeting adjourned at 9:15 AM.
Carried
Page 99 of 154
The Corporation of the Town of Tillsonburg
Economic Development
Advisory Committee
February 12, 2019
7:30 a.m.
Boardroom, Customer Service Centre
10 Lisgar Ave, Tillsonburg
MINUTES
Present: Andrew Burns
Deb Gilvesy
Jesse Goossens
Kirby Heckford
Stephen Molnar, Mayor Lindsay Morgan-Jacko
Ashton Nembhard
Jeff Van Rybroeck
Steves Spanjers
Collette Takacs
Randy Thornton
Cedric Tomico (Arrived 7:39 a.m.) Lindsay Tribble
John Veldman
Absent with Regrets:
Lisa Gilvesy Jim Hayes
Also Present:
Amelia Jaggard, Legislative Services Coordinator
Cephas Panschow, Development Commissioner Donna Wilson, Town Clerk
1. Call to Order
The meeting was called to order at 7:34 a.m.
Mayor Stephen Molnar welcomed committee members.
Cedric Tomico arrived at 7:39 a.m.
2. Adoption of Agenda
Proposed Resolution #1
Moved by: Randy Thornton
Seconded by: Kirby Heckford
THAT the Agenda as prepared for the Economic Development Advisory Committee
meeting of February 12, 2019, be adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
Page 100 of 154
Committee: Economic Development Advisory Committee Page - 2 - of 6
Date: February 12, 2019
4. Adoption of Minutes of Previous Meeting
Proposed Resolution #2 Moved by: Deb Gilvesy
Seconded by: Lindsay Morgan-Jacko
THAT the minutes of the Economic Development Advisory Committee dated
January 18, 2019 be received, as information. Carried
5. Presentations/Deputations
6. Information Items 7. General Business & Reports
7.1. Orientation – Donna Wilson, Town Clerk and Amelia Jaggard, Legislative
Services Coordinator
Amelia Jaggard, Legislative Services Coordinator, provided an overview of the
materials available to members of the committee.
Donna Wilson provided an overview of the roles of members and general
governance for committees.
7.2. Election of Chair and Vice-Chair – Donna Wilson, Town Clerk Moved by: Kirby Heckford
Seconded by: Randy Thornton
THAT Jesse Goossens be nominated for the role of Chair.
Carried
Moved by: Stephen Molnar
Seconded by: Randy Thornton
THAT John Veldman be nominated for the role of Vice Chair.
Carried Donna Wilson left the meeting at 8:30 a.m.
7.3. Meeting location, dates and time
Moved by: Ashton Nembhard Seconded by: Randy Thornton THAT the meetings of the Economic Development Advisory Committee have a
hard stop of 9:15 a.m., which can be extended to 9:30 a.m. if announced at the
beginning of the meeting or by motion during the meeting.
Carried
Page 101 of 154
Committee: Economic Development Advisory Committee Page - 3 - of 6
Date: February 12, 2019
Moved by: Lindsay Morgan-Jacko Seconded by: Kirby Heckford THAT the Economic Development Advisory Committee meet the second
Tuesday of each month at 7:30 a.m.
Carried
Location to be determined.
7.4. Monthly Project Updates (Attached)
The Development Commissioner gave a monthly project update.
A media release is being prepared regarding the Highway 3 Business Park’s new name and pricing, but an update to the property listings on the Town
website will be completed this week.
It was suggested to consider listing the properties on MLS and/or using the
Town’s online tendering software, to ensure that property information is shared as widely as possible.
Moved by: Deb Gilvesy
Seconded by: Randy Thornton
THAT an overview summary and status update of the Highway 3 Business Park be provided to the committee.
Carried
7.5. Community Strategic Plan
No updates.
The Community Strategic Plan to be provided to committee members.
7.6. Tillsonburg Hydro Inc
The Corporation of the Town of Tillsonburg and THI finalized and signed a Master Service Agreement.
7.7. Town Hall Task Force
John Veldman gave an overview and update on the committees work. 7.8. Economic Development & Marketing Q4 2018 Report
The Development Commissioner presented the Economic Development and
Marketing Q4 2018 Report.
How the Town targets different types of businesses to fulfill demands within different sectors to be discussed further.
An overview of key Economic Development tools and programs (CIP, other
supports) was requested to be provided for the benefit of committee members.
Page 102 of 154
Committee: Economic Development Advisory Committee Page - 4 - of 6
Date: February 12, 2019
7.9. Downtown Retail Gap Analysis (Attached)
The Development Commissioner presented the Downtown Retail Gap Analysis.
It was noted that the Tillsonburg Real Estate Board is interested in becoming
more involved with initiatives moving forward.
Randy Thornton left the meeting at 9:16 a.m.
To bring this item forward to the next meeting in order to allow for more
discussion on the matter and to determine how the document can be used.
8. Committee Organization Updates
8.1. Tillsonburg District Chamber of Commerce Lindsay Tribble provided an update.
Downtown Retail Gap Analysis to be reviewed at the next Board meeting.
The Chamber received a response in January from THI regarding proposed policy revisions to the new Economic Evaluation Model (EEM) process, to be
reviewed by the Chamber.
The golf tournament is being moved from the month of August to the month of
June. Date to be determined.
The 2019 Awards of Excellence will be held on Thursday, May 9, 2019 at 5:00
p.m. at the Lions Auditorium
The Mayor’s Breakfast will be held on March 19, 2019 at 7:15 a.m. at the Carriage Hall.
Economic Outlook, breakfast meeting will be held in conjunction with the Delhi
Chamber of Commerce on February 27, 2019 at 7:15 a.m. at the Carriage Hall.
It was noted that the Chamber wants to get more involved in affordable housing
efforts within the community.
8.2. Downtown Business Improvement Association
Cedric Tomico provided an update.
The BIA Annual General Meeting was held in January.
A calendar of events will be communicated once dates are finalized.
Downtown Retail Gap Analysis to be reviewed at the next Board meeting.
Lindsay Tribble left the meeting at 9:31 a.m.
Page 103 of 154
Committee: Economic Development Advisory Committee Page - 5 - of 6
Date: February 12, 2019
8.3. Tillsonburg District Real Estate Board (Attached)
Lindsay Morgan-Jacko provided an update.
January activity numbers are down. It has been predicted that numbers will be
down over the course of the year.
Monthly Canadian Real Estate Association (CREA) statistics to be provided.
8.4. Physician Recruitment
Proposed draft budget of $70,000 in partnership with the hospital for the 2019
year.
9. Round Table
Tillsonburg Aquatics Facility Survey and Retail Cannabis Sales Survey results to be
provided.
Ashton Nembhard noted that the there are opportunities for increased use of rail and
this should not be forgotten. The availability of this rail service should be promoted when marketing industrial development.
Deb Gilvesy noted that Norfolk County staff have initiated a Green Light Team. This
group is formed from the County’s various departments to help entrepreneurs grow.
Tillsonburg has created an expedited approvals process, which has been used by a
number of local developers.
Cedric Tomico gave an update on the Housing: Let’s Get Into It forum held on
Thursday, February 7, 2019. Information sheet to be sent to committee members.
Mayor Stephen Molnar noted that Application for Zone Change - ZN 7-18-12 - 2370392
Ontario Ltd. (Matheson) - 101 Bidwell was approved by Council at the meeting on
February 11, 2019. The applicant is proposing to add a dance studio, an assembly hall, a restaurant, a brewery and storage units.
The province is currently undertaking a regional government review.
The 2018 Ontario Good Roads Association Conference will be held at the Sheraton
Centre Toronto on February 24 to 27, 2019.
Through the Community Transportation Grant Program (CT Program) the Town is eligible to receive $1,457,732 in provincial funding for intercommunity transportation.
10. Other Business
11. Next Meeting Tuesday, March 12, 2019 at 7:30 a.m. at the Corporate Office in Suite 203, 200 Broadway, Tillsonburg, ON.
Page 104 of 154
Committee: Economic Development Advisory Committee Page - 6 - of 6
Date: February 12, 2019
12. Adjournment
Proposed Resolution #3 Moved by: Kirby Heckford
Seconded by: John Veldman
THAT the February 12, 2019 Economic Development Advisory Committee meeting
be adjourned at 9:50 a.m. Carried
Page 105 of 154
The Corporation of the Town of Tillsonburg
Cultural, Heritage and Special Awards
Advisory Committee
February 5, 2019
2:30 p.m.
Annex Board Room, 200 Broadway, 2nd Floor
MINUTES
Present:
Penny Esseltine, Terry Fleming, Vernon Fleming, James Murphy.
Absent with Regrets:
Rosemary Dean, Carrie Lewis, Collette Takacs.
Also Present: Erin Getty
Amelia Jaggard, Legislative Services Coordinator
Donna Wilson, Town Clerk
1. Call to Order The meeting was called to order at 2:33 p.m.
2. Adoption of Agenda
Resolution #1
Moved by: Terry Fleming Seconded by: James Murphy THAT the Agenda as prepared for the Cultural, Heritage and Special Awards
Advisory Committee meeting of February 5, 2019, be adopted.
Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared.
4. Adoption of Minutes of Previous Meeting 5. Presentations/Deputations
6. General Business & Reports
6.1. Orientation – Donna Wilson, Town Clerk
Amelia Jaggard, Legislative Services Coordinator, provided an overview of the materials available to members of the committee. Donna Wilson provided an overview of the roles of members and general
governance for committees.
6.2. Election of Chair and Vice Chair – Donna Wilson, Town Clerk
Page 106 of 154
Committee: Cultural, Heritage and Special Awards Advisory Committee Page - 2 - of 2
Date: February 5, 2019
The election of the Chair and Vice Chair will be moved to the next meeting of the
committee in order to allow all members with the opportunity to take part in the
election.
The Town Clerk chaired the remainder of the meeting.
6.3. Meeting location, dates and time
The committee recommended meeting the first Wednesday of each month at 5:30 p.m. at the Corporate Office in Suite 203.
6.4. Terms of Reference
Cultural Grant Process to promote cultural initiatives within the Town to be cited
in Terms of Reference.
6.5. Set goals for term
Promote Century Plaque and Special Awards programs.
Plans for Town’s 150th Anniversary.
To bring this item forward to the next meeting in order to allow for a more
inclusive discussion.
7. Correspondence
8. Other Business
9. Next Meeting
Wednesday, March 6, 2019 at 5:30 at the Corporate Office in Suite 203.
10. Adjournment
Resolution #3
Moved by: Terry Fleming
Seconded by: Penny Esseltine THAT the February 5, 2019 Cultural, Heritage and Special Awards Advisory
Committee meeting be adjourned at 3:29 p.m.
Carried
Page 107 of 154
The Corporation of the Town of Tillsonburg
Parks, Beautification and
Cemetery Advisory Committee
February 7, 2019
9:00 a.m.
Suite 203, 200 Broadway, 2nd Floor
MINUTES
Present: Paul DeCloet, Marian Smith, Christine Nagy, Ken Butcher, Donna Scanlan &
Sue Saelens.
Absent with Regrets: Penny Esseltine, Mike Dean, Paul Wareing & Bob Marsden
Absent without Regrets: Maurice Verhoeve
Also Present: Corey Hill
1. Call to Order
The meeting was called to order at 9:02 a.m.
2. Adoption of Agenda
Added agenda items 5.2 Horticultural Society Update (Christine Nagy) & 6.5 Oxford
County Public Consultation Meeting (Corey Hill).
Resolution #1
Moved by: Marian Smith
Seconded by: Christine Nagy
THAT the Agenda as prepared for the Parks, Beautification and Cemetery Advisory
Committee meeting of February 7, 2019, be adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
4. Adoption of Minutes of Previous Meeting
Proposed Resolution #2
Moved by: Ken Butcher
Seconded by: Christine Nagy
THAT the Parks, Beautification and Cemetery Advisory Committee Meeting Minutes
of January 31, 2019, be approved.
Carried
5. Presentations/Deputations
5.1 Memorial Park Lions’ Tree Grove – Paul DeCloet
On behalf of the Tillsonburg Lions Club, Paul DeCloet provided an overview of
the ongoing development of the Lions’ Tree Grove that is located in Memorial
Park immediately west of the Kinsmen foot bridge.
Page 108 of 154
Committee: Parks, Beautification and Cemetery Advisory Committee Page - 2 - of 3
Date: January 31, 2019
5.2 Horticultural Society Update – Christine Nagy
On behalf of the Tillsonburg Horticultural Society, Christine Nagy provided
background information on the Society’s seasonal commercial beautification
program. Christine then introduced a new 4 season commercial beautification
program being launched in 2019 and passed out an information sheet for
Committee members.
6. General Business & Reports
6.1. Keep Tillsonburg Beautiful/Trails Festival Event – Corey Hill
Corey Hill, Committee Staff Liaison, provided a brief summary on the
Committee’s decision on Jan 31 to host the Keep Tillsonburg Beautiful Event,
and expand it to include the Oxford Trails Festival, to be held on the first
weekend in June 2019. A sub-committee was established to work on the
planning of this event. Sub-committee members to include Penny Esseltine,
Sue Saelens, Marian Smith, Paul DeCloet and Corey Hill acting as staff liaison.
The first sub-committee meeting will be scheduled for Thursday, February 14,
2019, at 9am in the Corporate Office Annex Suite 203 meeting room. A sub-
committee Chair will need to be selected at that meeting. Corey Hill to follow-up
with sub-committee members via email regarding the meeting details.
6.2. Review of Terms of Reference
The current terms of reference were discussed and there were no recommended
changes.
6.3. Committee Goals
After discussion, the following goals were identified and agreed upon:
Cemetery
To review the Cemetery By-law and recommend changes as needed.
To review the Cemetery Master Plan and recommend changes as
needed.
Beautification
To continue to support, promote and recommend enhanced beautification
initiatives within the Town of Tillsonburg as achieved through volunteer
organizations such as the Horticultural Society, and working in
partnership with the Town’s Recreation, Culture & Parks Departmental in-
house beautification program.
Parks
To review the Tree By-law and recommend changes as needed.
6.4. Budget Update – Corey Hill
An update was provided on the current status of capital budget projects that are
within the scope of the Committee. The budget deliberation process is ongoing
and final approvals have yet to be achieved.
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Committee: Parks, Beautification and Cemetery Advisory Committee Page - 3 - of 3
Date: January 31, 2019
6.5. Oxford County Public Consultation Meeting - Corey Hill
Corey Hill, Committee Staff Liaison, provided information on an upcoming
Oxford County Public Consultation meeting to be held on February 27 at 7pm in
County Council Chambers located at the Oxford County Administration Building
at 21 Reeve Street in Woodstock. The meeting is to hear public feedback on the
County’s intention to dispose of sections of the abandoned railway corridor that
have been deemed as not viable for use as utility and/or trail corridors, as well
as, surplus flank lands through wider sections of the former railway corridors.
Corey Hill distributed a copy of the meeting notice which included a map
identifying the locations of the surplus lands.
7. Correspondence
None
8. Other Business
None
9. Next Meeting
Thursday, March 7, 2019, at 9:00a.m.at the Corporate Office Annex Suite 203
meeting room.
10. Adjournment
Resolution #3
Moved by: Christine Nagy
Seconded by: Marian Smith
THAT the January 31, 2019 Parks, Beautification and Cemetery Advisory Committee
meeting be adjourned at 10:03 a.m.
Carried
Page 110 of 154
The Corporation of the Town of Tillsonburg
Accessibility Advisory Committee
February 13, 2019
2:30 p.m.
Annex Board Room, 200 Broadway, 2nd Floor
MINUTES
Present:
Cindy Allen, Mike Cerna, Michael Kadey, Peter Luciani, Margaret McCrimmon, Peter Staley
Absent with Regrets:
Also Present: Donna Wilson, Town Clerk
Amelia Jaggard, Legislative Services Coordinator
1. Call to Order
The meeting was called to order at 2:30 p.m.
2. Adoption of Agenda
Resolution #1
Moved by: Cindy Allen
Seconded by: Margaret McCrimmon THAT the Agenda as prepared for the Accessibility Advisory Committee meeting of
February 13, 2019, be adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared.
4. Adoption of Minutes of Previous Meeting
Proposed Resolution #2
Moved by: Margaret McCrimmon Seconded by: Mike Cerna
THAT the Accessibility Advisory Committee Meeting Minutes of November 28, 2018,
be approved.
Carried 5. Presentations/Deputations
6. General Business & Reports
6.1. Orientation – Donna Wilson, Town Clerk
Amelia Jaggard, Legislative Services Coordinator, provided an overview of the materials available to members of the committee.
Page 111 of 154
Committee: Accessibility Advisory Committee Page - 2 - of 2
Date: February 13, 2019
Donna Wilson provided an overview of the roles of members and general governance for committees.
6.2. Election of Chair and Vice Chair – Donna Wilson, Town Clerk
Moved by: Mike Cerna Seconded by: Michael Kadey THAT Peter Staley be nominated for the role of Vice Chair.
Carried
Moved by: Peter Staley Seconded by: Pete Luciani THAT Cindy Allen be nominated for the role of Chair.
Carried
6.3. Meeting location, dates and time Moved by: Peter Staley Seconded by: Mike Cerna
THAT the Accessibility Advisory Committee meet on the second Tuesday of the
months of March, June, September and December at 2:00 p.m.
Carried
6.4. Terms of Reference
6.5. Set goals
Research available accessibility grants.
Undertake accessibility review of playground equipment throughout the Town.
To bring this item forward to the next meeting in order to allow for more
discussion.
7. Correspondence
7.1. Enabling Accessibility Fund Update
8. Other Business 9. Next Meeting
March 12, 2019 at 2:00 p.m. at the Corporate Office in Suite 203.
10. Adjournment Resolution #3 Moved by: Mike Cerna
Seconded by: Peter Staley
THAT the February 13, 2019 Accessibility Advisory Committee meeting be
adjourned at 3:39 p.m. Carried
Page 112 of 154
The Corporation of the Town of Tillsonburg
Tillsonburg Transit Advisory Committee
February 14, 2019
3:00 p.m.
Suite 203, 200 Broadway, 2nd Floor
MINUTES
Present:
Cindy Allen, Sherry Hamilton, Kathryn Leatherland, Pete Luciani, Mayor Stephen Molnar (Arrived at 3:10 p.m.), Carolijn Verbakel, John Verbakel
Absent with Regrets:
Also Present: Kevin De Leebeeck, Director of Operations
Amelia Jaggard, Legislative Services Coordinator
Donna Wilson, Town Clerk
1. Call to Order The meeting was called to order at 3:00 p.m.
2. Adoption of Agenda
Resolution #1
Moved by: Carolijn Verbakel Seconded by: Kathryn Leatherland THAT the Agenda as prepared for the Tillsonburg Transit Advisory Committee
meeting of February 14, 2019, be adopted.
Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared.
4. Adoption of Minutes of Previous Meeting 5. Presentations/Deputations
6. General Business & Reports
6.1. Orientation – Donna Wilson, Town Clerk and Amelia Jaggard, Legislative
Services Coordinator Amelia Jaggard, Legislative Services Coordinator, provided an overview of the materials available to members of the committee.
Donna Wilson, Town Clerk, provided an overview of the roles of members and
general governance for committees.
Page 113 of 154
Committee: Tillsonburg Transit Advisory Committee Page - 2 - of 3
Date: February 14, 2019
Mayor Stephen Molnar arrived at 3:10 p.m.
Mayor Stephen Molnar welcomed committee members.
Staff to provide background information and updates regarding the T:GO Call-N-
Ride community transit service to committee members prior to the next meeting of the committee.
6.2. Election of Chair and Vice Chair – Donna Wilson, Town Clerk
Moved by: Mayor Stephen Molnar
Seconded by: Cindy Allen THAT Sherry Hamilton be nominated for the role of Chair. Carried
Moved by: Pete Luciani
Seconded by: Carolijn Verbakel THAT Cindy Allen be nominated for the role of Vice Chair. Carried
Donna Wilson left the meeting at 3:29 p.m.
6.3. Meeting location, dates and time
Moved by: John Verbakel Seconded by: Caroljin Verbakel THAT the Tillsonburg Transit Advisory Committee meet the second Tuesday of
each month at 10:00 a.m.
Carried
The next meeting of the Tillsonburg Transit Advisory Committee will be Tuesday, March 19, 2019.
6.4. Terms of Reference
Discussed Terms of Reference and identified goals. Evaluate T:GO Call-N-Ride community transit service with regards to extending
hours, including weekend service and feasibility.
Provide advice regarding intercommunity transportation project. It was suggested that the T:GO Call-N-Ride community transit service bus
needs more logos to make it identifiable.
Staff to invite a representative from the BTS Network to speak at the next committee meeting.
The committee identified questions for the BTS Network representative,
regarding size of bus, schedules and routes.
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Committee: Tillsonburg Transit Advisory Committee Page - 3 - of 3
Date: February 14, 2019
It was noted that the Town of Tillsonburg website indicates that the T:GO Call-N-Ride community transit service has designated meeting points but does not
indicate where those meetings points are located.
A background overview was provided on the former 1990s transit system, and on the current transit system.
Staff to provide the Tillsonburg Transit Study, as well as ridership stats on the
T:GO Call-N-Ride community transit service.
Staff noted that the 2019 draft budget includes a half full time employee (FTE) Transportation Coordinator position to assist with transportation.
6.5. Set goals
To bring this item forward to the next meeting in order to allow for more discussion.
7. Correspondence
7.1. Community Transportation Grant Program Announcement
8. Other Business
9. Next Meeting
March 19, 2019 at 10:00 a.m. at the Corporate Office in Suite 203.
10. Adjournment Resolution #3
Moved by: Carolijn Verbakel
Seconded by: Cindy Allen
THAT the February 14, 2019 Tillsonburg Transit Advisory Committee meeting be adjourned at 4:24 p.m. Carried
Page 115 of 154
FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma - 1 -
LONG POINT REGION CONSERVATION AUTHORITY
BOARD OF DIRECTORS MINUTES of January 9, 2019
Approved February 6, 2019
Members in attendance: Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten and Peter Ypma Staff in attendance: J. Maxwell, A. LeDuc, L. Minshall, B. Colman and D. McLachlan
Special Guests: K. Earls, H Demeyere
Regrets: none The meeting was called to order at 6:30 pm Wednesday, January 9, 2019 in the Tillsonburg Administration Office Boardroom.
ADDITIONAL AGENDA ITEMS
MOTION A-1/19 moved: P. Ypma seconded: T. Masschaele
THAT the Board of Directors add “Personal Matter” to the Closed Session as item 12
(b) to the January, 2019 agenda.
CARRIED
DISCLOSURES OF INTEREST
None
ELECTION OF LPRCA CHAIRMAN AND VICE-CHAIRMAN 2019
The Chair and Vice-Chair vacated their seats and Ms. Kimberley Earls, Economic Development Coordinator for South Central Ontario Region Economic Development Corporation assumed the Chair position and Heather Demeyere was appointed
scrutineer. The positions for Chair and Vice-Chair were declared vacant and a request
for nominations was called for the Chair. R. Chambers nominated M. Columbus who accepted the nomination. No further nominations were received.
MOTION A-2/19 moved: R. Chambers seconded: V. Donnell
That the nominations for the Chair be closed.
CARRIED
MOTION A-3/19 moved: J. Scholten seconded: R. Geysens
Page 116 of 154
FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma - 2 -
That Michael Columbus is declared the Long Point Region Conservation Authority Chair for
2019.
CARRIED
Ms. Earls then called for nominations for Vice-Chair. P. Ypma nominated J. Scholten
who accepted the nomination. No further nominations were received.
MOTION A-4/19 moved: R. Chambers seconded: D. Beres
That the nominations for the LPRCA Vice-Chair be closed.
CARRIED MOTION A-5/19 moved: P. Ypma seconded: D. Beres
That John Scholten is declared the Long Point Region Conservation Authority Vice-Chair
for 2019. CARRIED The Chair and Vice-Chair thanked the Board for their support and were looking forward
to the year ahead.
M. Columbus assumed the Chair. Ms. Earls and Ms. Demeyere were thanked for their service and left the meeting.
DEPUTATIONS None MINUTES OF PREVIOUS MEETINGS MOTION A-6/19 moved: S. Patterson seconded: D. Beres
THAT the minutes of the Board of Directors Meeting held November 19, 2018 be adopted as circulated.
CARRIED BUSINESS ARISING
None
REVIEW OF COMMITTEE MINUTES
Page 117 of 154
FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma - 3 -
a) Lee Brown Marsh Management Committee
MOTION A-7/19 moved: J. Scholten seconded: R. Geysens
THAT the minutes of the Lee Brown Marsh Management Committee meeting of May 5,
2018 be received as information.
CARRIED
b) Backus Museum Committee MOTION A-8/19 moved: R. Chambers seconded: D. Beres
THAT the minutes of the Backus Museum Committee meeting of November 7, 2018 be
received as information. CARRIED
CORRESPONDENCE
none
DEVELOPMENT APPLICATIONS
a) Staff Approved applications
Staff approved six applications since the last meeting. LPRCA-230/18, LPRCA-231/18, LPRCA-232/18, LPRCA-233/18, LPRCA-234/18 and LPRCA-236/18. MOTION A-9/19 moved: P. Ypma seconded: K. Chopp
That the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation
Applications report dated January 9, 2019 as information. CARRIED
b) New applications
The Planning Department recommended approval for two applications. Both applications are for the construction of new vacation homes along the lakeshore in Haldimand County.
MOTION A-10/19 moved: K. Chopp seconded: R. Geysens THAT the LPRCA Board of Directors approves the following Development Applications
Page 118 of 154
FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma - 4 -
contained within the background section of the report:
A. For Work under Section 28 Regulations, Development, Interference with
Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O.
1990 Reg. 178/06),
. LPRCA-235/18 LPRCA-237/18
B. That the designated officers of LPRCA be authorized to complete the
approval process for this Development Application, as far as it relates to LPRCA’s mandate and related Regulations.
CARRIED NEW BUSINESS
a) 2019 LPRCA BUDGET VOTE
The 2019 LPRCA Budget was circulated to member municipalities for a 30-day
comment period on November 14, 2018. Staff made Budget presentations to the Township of Bayham, the Township of Malahide and Oxford County councils over the past month.
MOTION A-11/19 moved: R. Geysens seconded: P. Ypma
That the LPRCA Board of Directors approves the following recommendations regarding
LPRCA’s 2019 Operating and Capital budgets;
1. That the 2019 proposed Ontario Regulation 178/06 Permit Fees and Planning
Act Review Fees as set out in Tab 5 be approved;
2. That the 2019 proposed Conservation Area User Fees as set out in Tab 11 be
approved;
3. That the 2019 Operating Budget in the total amount of $4,182,984 and requiring
a Municipal Levy- Operating of $1,607,452 be approved;
4. That the 2019 Capital Budget in the total amount of $878,350 requiring a
General Municipal Levy- Capital of $387,650 be approved;
5. That the proposed 2019 Consolidated Budget in the total amount of $5,061,334
and requiring a Municipal Levy –Consolidated of $1,995,102 be approved.
Member Municipality/Group Weight Present? Yes No
Page 119 of 154
FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma - 5 -
Valerie Donnell Municipality of Bayham 4.82 Y
Robert Chambers County of Brant 6.91 Y
Stewart Patterson Haldimand County 7.45 Y
Ken Hewitt Haldimand County 7.45 Y
Valerie Donnell Township of Malahide 0.77 Y
Kristal Chopp Norfolk County 12.50 Y
Michael Columbus Norfolk County 12.50 Y
Roger Geysens Norfolk County 12.50 Y
Tom Masschaele Norfolk County 12.50 Y
John Scholten Township of Norwich 7.53 Y
Peter Ypma Township of South-West Oxford 7.53 Y
Dave Beres Town of Tillsonburg 7.53 Y
100 100 100
CARRIED b) 2019 LPRCA COMMITTEE APPOINTMENTS
MOTION A-12/19 moved: R. Geysens seconded: P. Ypma
THAT the LPRCA Board of Directors approves the following appointments for 2019:
D. Beres as the Land Acquisition Chair; T. Masschaele and the LPRCA Chair to the
Lee Brown Marsh Management Committee; R. Chambers, R. Geysens, D. Beres and
the LPRCA Chair to the Backus Museum Committee;
AND D. Beres, S. Patterson, V. Donnell, the LPRCA Chair and Vice-chair to the Audit
and Finance Committee. CARRIED c) LAND DONATION UPDATE Mr. Blommaert donated a bush lot in Turkey Point to LPRCA in late 2018. The property was donated in memory of Mr. Blommaert’s parents and he requested that the property never be developed and that it be managed to enhance the ecological features. The
donation was deemed to be a good fit with the Ecological Gift Program and staff applied
to the Program in December. Signage will be developed and a dedication ceremony will take place later in the year. MOTION A-13/19 moved: D. Beres seconded: S. Patterson
THAT the LPRCA Board of Directors receives the report as information regarding the
Page 120 of 154
FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma - 6 -
land donation of the Blommaert property at Pt Lt 12 Con 1, Charlotteville, Norfolk
County. CARRIED
MOTION A-14/19 moved: J. Scholten seconded: K. Hewitt
THAT the LPRCA Board of Directors does now enter into a closed session to discuss:
Personal matters about an identifiable individual, including employees of the
Authority CARRIED MOTION A-15/19 moved: V. Donnell seconded: T. Masschaele
THAT the LPRCA Board of Directors does now adjourn from the closed session.
CARRIED The Chair adjourned the meeting at 8:20pm.
Michael Columbus Dana McLachlan Chair Administrative Assistant
Page 121 of 154
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4266
BEING A BY-LAW to adopt the Town of Tillsonburg Municipal Alcohol Policy and to
repeal the former Municipal Alcohol Policy, By-Law 3893.
WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient that
there shall be a clear and concise policy governing the sale and consumption of alcoholic
beverages in Municipal owned facilities and parks to promote a safe, enjoyable environment for
those who use these facilities;
AND WHEREAS the Corporation of the Town of Tillsonburg deems it expedient and necessary
to repeal By-Law 3893;
NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF
TILLSONBURG ENACTS AS FOLLOWS:
1. THAT the Municipal Alcohol Policy attached hereto as Schedule “A” forms part of this By-
Law;
2. THAT By-Law 3893 is hereby repealed;
3. AND THAT this by-law shall come into full force and effect on the day of passing.
READ A FIRST AND SECOND TIME THIS 28th DAY OF FEBRUARY, 2019.
READ A THIRD AND FINAL TIME AND PASSED THIS 28th DAY OF FEBRUARY, 2019.
________________________________
MAYOR – Stephen Molnar
________________________________ TOWN CLERK – Donna Wilson
Page 122 of 154
2019 MAP Update Page 1
TOWN OF TILLSONBURG
Municipal Alcohol Policy
(M.A.P.)
By-Law 4266
February 2019
Page 123 of 154
2019 MAP Update Page 2
TOWN OF TILLSONBURG – MUNICIPAL ALCOHOL POLICY
Table of Contents
1. INTRODUCTION ................................................................................................................................. 3
2.GOAL STATEMENT ............................................................................................................................ 3 3.POLICY OBJECTIVES ....................................................................................................................... 3
4.CONDITIONS OF THE USE OF ALCOHOL IN MUNICIPALLY OWNED AND
OPERATED FACILITIES ................................................................................................................. 3
SECTION #1 - MUNICIPAL FACILITIES ELIGIBLE FOR SPECIAL OCCASION PERMIT
EVENTS ................................................................................................................................................ 4 SECTION #2 - MUNICIPAL PARKS & FACILITIES NOT ELIGIBLE FOR SPECIAL
OCCASION PERMIT EVENTS ...................................................................................................... 5
SECTION #3 - SIGNS............................................................................................................................. 5
A. Service Practices: ......................................................................................................................... 5
B. Accountability: ................................................................................................................................ 6 C. Last Call ........................................................................................................................................... 6
D. Ride Signs ....................................................................................................................................... 6
E. Ticket Sales Stop .......................................................................................................................... 6
SECTION #4 - CONTROLS PRIOR TO EVENT ............................................................................ 6
A. Special Occasion Permit ............................................................................................................. 6 B. Control .............................................................................................................................................. 7
C. Municipal Alcohol Policy (MAP) ................................................................................................ 7
D. Checklist For Event Organizers ................................................................................................ 7
E. List Of Trained Persons .............................................................................................................. 7
F. The Special Occasion Permit Signatory ................................................................................. 7 SECTION #5 - CONTROLS DURING EVENT ................................................................................ 7
SECTION #6 - EVENT – STAFFING REQUIREMENTS ............................................................. 9
SECTION #7 - ALCOHOL SERVICE ............................................................................................... 10
A. Low Alcohol And Non-Alcoholic Options ............................................................................. 10
B. Control Of Alcohol Service ....................................................................................................... 10 C. Advertising Events ..................................................................................................................... 11
SECTION #8 - INSURANCE .............................................................................................................. 11
When The Renter Is A Corporation Or Organization: ........................................................... 12
When The Renter Is An Individual: ............................................................................................. 12
SECTION #9 - SAFE TRANSPORTATION ................................................................................... 13 SECTION #10 - YOUTH ADMISSION TO ADULT EVENTS ................................................... 13
SECTION #11 - SECURITY REQUIREMENTS AT SPECIFIC EVENTS............................. 14
Reportable Incidents ........................................................................................................................ 15
Outdoor Events/Festivals ............................................................................................................... 15
SECTION #12 - CONSEQUENCES FOR FAILURE TO COMPLY ........................................ 16 SOP Holder's Responsibilities ............................................................................................................ 16
Enforcement Procedures For Policy Violation ......................................................................... 16
Penalties: ............................................................................................................................................ 17
SECTION #13 - POLICY MONITORING AND REVISIONS ..................................................... 17
APPENDIX A: CHECK LIST & SECURITY PLAN ....................................................................... 18 APPENDIX B: EVENT CATEGORY GUIDELINE – RISK ASSESSMENT .......................... 19
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2019 MAP Update Page 3
1. INTRODUCTION
The Tillsonburg Council first endorsed a by-law for an Alcohol Management Policy in 1994.
This policy has proven to be very effective in Municipal Risk Management and has been included in the contract for all Municipal Facilities rented and licensed for Special Occasion Permits.
The policy is also intended to promote a safe, enjoyable environment for those who use
these facilities. By managing and enforcing this policy, the Town of Tillsonburg hopes to
reduce any possible risk of litigation.
2. GOAL STATEMENT
In order to reduce alcohol related problems that may arise from alcohol consumption within
its facilities and to promote a safe, enjoyable environment for users of these facilities, the
Town of Tillsonburg has developed a M.A.P. The Town of Tillsonburg offers a variety of
unique recreational experiences for people of all ages. Our goal is to encourage
responsible use of alcohol during licensed events to ensure the health and safety of the
participants and the protection of Town of Tillsonburg facilities.
3. POLICY OBJECTIVES
To provide appropriate procedures and education to individuals or Event Organizers
wishing to hold events in parks and facilities within the Town of Tillsonburg’s jurisdiction in
order to ensure that all Alcohol & Gaming Commission Board of Ontario legislation
pertaining to Special Occasion Permits (SOP) is properly understood and complied with.
The policy is based on legislation of the Liquor License Act (LLA) and Best Practices (BP).
To encourage and reinforce moderate drinking practices through the development of
appropriate operational procedures, controls, training and education.
Town's Best Practice:
1. To honour the decision of abstainers not to drink alcohol and to encourage their
participation by providing alternative, non-alcoholic beverages.
2. To provide a balance use of alcohol through licensed premises or catered
events so that alcohol becomes a responsible part of a social function, rather than
the reason for it.
3. To provide a balance of licensed and non-licensed programs to ensure that
consumers, abstainers, adults, youth and families will be adequately serviced and
protected.
4. CONDITIONS OF THE USE OF ALCOHOL IN MUNICIPALLY OWNED AND OPERATED
FACILITIES
Anyone who wishes to serve alcohol at a designated site must sign a facility rental
contract that stipulates the conditions under which alcohol may be served and
acknowledges the requirements. In addition, the responsible person must obtain a
Special Occasion Permit (SOP) from the Alcohol & Gaming Commission of Ontario
(AGCO). The SOP Holder must comply with the Liquor License Act (LLA), R.S.O.
1990, Chapter L.19, the Sections and all of the provisions of the Town of
Tillsonburg M.A.P.
All applications for SOPs must be made online at https://www.agco.ca/
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2019 MAP Update Page 4
SECTION #1 - MUNICIPAL FACILITIES ELIGIBLE FOR SPECIAL OCCASION PERMIT
EVENTS
Tillsonburg Community Centre
Lion’s Auditorium
The Auditorium is suitable for holding Special Occasion Permit events. It is equipped with a
kitchen area including a stove, dishwasher and freezer compartments. The Auditorium
holds up to 400 guests with tables and chairs and is wheelchair accessible.
Lion’s Den
The Den is suitable for holding Special Occasion Permit events. It is equipped with a
kitchen area including a stove, dishwasher, freezer compartment and separate bar area.
The Den holds up to 120 guests with tables and chairs and is wheelchair accessible.
Marwood Lounge
The Lounge is suitable for holding Special Occasion Permit events with seating for 80. This
room is ideal for meetings and small social functions.
Memorial Arena Floor and Tiered Seating
The Arena Floor and tiered seating is suitable for holding Special Occasion Permit events
with main floor seating for 1400. A variety of events can be held in this facility and is
wheelchair accessible with elevator. The use of Marwood Lounge is required for the
purpose of main bar when a Special Occasion Permit is approved for tiered seating area in
Memorial Arena. Liquor License Act states that applicants can now apply for public event
SOP for premises with fixed tiered seating or temporary tiered seating (i.e. bleachers).
Conditions may be added to the permit to address identified risks to public safety. SOP
applications for tiered seating facilities will be sent to the AGCO for review.
Senior Centre Auditorium
This facility is suitable for holding Special Occasion Permit events with seating for
approximately 120 with tables and chairs. This room is ideal for meetings and small social
functions.
Parks & Playgrounds
Kiwanis, Optimist, Hardball, Annandale ball diamonds, as well as Memorial Park and
Coronation Park are suitable for outdoor Special Occasion permit functions, provided
proper approvals have been received and a designated area with proper fencing provided.
Designated area will control the people coming in and out. Event Organizer will be required
to provide sanitation requirements, accessibility to the area by emergency works and
access to telephone (cell phones) for those wishing to arrange for transportation.
Annandale National Historic Site
Meeting Room
This facility is suitable for holding Special Occasion Permit events. It will seat
approximately 60 and is ideal for private parties, workshops and general meetings.
Tillsonburg Municipal Airport
The exterior grounds at the airport are suitable for holding Special Occasion Permit events
providing a designated area and proper fencing are in place.
Restaurant Area and Boardroom
These areas are suitable for holding licensed events.
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2019 MAP Update Page 5
SECTION #2 - MUNICIPAL PARKS & FACILITIES NOT ELIGIBLE FOR SPECIAL OCCASION
PERMIT EVENTS
• Parks and outdoors areas not listed in policy
• Arena Dressing Rooms
• Arena Lobbies (upper and lower level)
• Arena Ice Surfaces
• Pool Change rooms
• Summer Place
• Gibson House
• Health Club
• Exceptions: Any person wishing to hold a Special Occasion Permit event in
a location not listed in this policy must receive written approval from
Director of Recreation, Culture & Parks or designate.
Areas Designated Where Alcohol Use Is Prohibited
The consumption of alcoholic beverages is prohibited in the majority of parks, gardens, sports facilities and service facilities within the jurisdiction of the Town of Tillsonburg. The
Town of Tillsonburg has a zero tolerance policy on the consumption of alcohol where
proper permits have not been obtained. The Town may change the designation of any
site within its jurisdiction at its discretion.
SECTION #3 - SIGNS
A. Service Practices:
To provide consistent and proper wording which satisfies the Alcohol & Gaming Commission of Ontario (AGCO) requirements, the following permanent signs have been
designed and strategically posted.
1. “It is against the Liquor License Act of Ontario for a person to serve customers to
intoxication. For this reason, servers in our facilities are required to obey the law and
not serve anyone to intoxication. We are also pleased to offer non-alcoholic beverages.”
2. “In Ontario, the legal drinking age is 19 years of age. You may be asked for proof of
age. Acceptable identification is:
• Ontario Drivers License
• Canadian Passport
• Canadian Citizenship Card with photo
• Canadian Armed Forces I.D. card
• Bring Your Identification (B.Y.I.D.) card issued by the Liquor Control Board of
Ontario
• A Secure Indian Status Card issued by the Government of Canada
• A Permanent Resident Card issued by the Government of Canada
• A Photo Card issued under the Photo Card Act, 2008
3. "No person shall sell or supply liquor or offer to sell or supply liquor from a prescribed
premise unless, the premises prominently displays a warning sign containing the
prescribed information that cautions women who are pregnant that the consumption of
alcohol during pregnancy is the cause of Fetal Alcohol Spectrum Disorder"
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2019 MAP Update Page 6
B. Accountability:
This will inform patrons as to where to direct concerns. This will include telephone numbers of the Event Organizer(s), local Police Department and the Alcohol & Gaming Commission
of Ontario.
RATIONALE: Having these signs visible to participants eliminates any confusion on
who to contact for information or to lodge complaints regarding an event.
C. Last Call
Last Call will NOT be announced.
D. Ride Signs
Ride signs will be posted at all SOP events providing contact information for local taxi
services.
E. Ticket Sales Stop
Starting at 12:00am, only single ticket sales will be made. All ticket sales will stop at 12:45am.
RATIONALE: Oxford O.P.P. recommends that only single ticket sales be made at
12:00am. This will deter guests from buying multiple tickets and possible over-
consumption prior to bar closing.
SECTION #4 - CONTROLS PRIOR TO EVENT
EVENT ORGANIZERS OF MUNICIPAL FACILITIES WILL BE REQUIRED TO
UNDERSTAND THE MUNICIPAL ALCOHOL POLICY PRIOR TO RENTING
According to the Liquor License Act:
A. Private Event Special Occasion Permit
A Private Event is held for invited guests only. Examples include a wedding reception, an anniversary party, baptism or birthday party, among others, where only
family, friends and people known to the hosts or permit holders are invited to attend.
The public cannot be admitted, and there can be no intention to gain or profit from
the sale of alcohol at the event. Private Events cannot be publicly advertised.
Information about the event may be shared with invited guests and members only. B. Public Event Special Occasion Permit Public Events: For events that are open to the public. Public events can be
advertised and allow for fundraising/profit from the sale of alcohol.
Town's Best Practice:
A. Special Occasion Permit The SOP Holder shall post the Special Occasion Permit at the bar area clearly stating the
name of the SOP Holder and the telephone numbers for the designated contact person,
secondary contact person and the Alcohol & Gaming Commission Board of Ontario.
While the local authorities and Alcohol & Gaming Commission Inspectors are informed of
the date and place of the special occasion function, they do not always have an
opportunity to drop in and check on the operation of the event.
The SOP Holder shall remain on site at all times. If, for some reason, they cannot, a
secondary name must be posted. Concerned participants will know whom to contact
immediately on the premises. This can facilitate early correction of potentially risky
situations.
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B. Control
In order to be eligible for a facility rental for a special occasion function, the Event
Organizer must demonstrate to the satisfaction of the Director of Recreation, Culture &
Parks or designate that there are sufficient controls in place to prevent under age,
intoxicated or rowdy people from entering the event and that the intoxicated participants
will be refused services and removed from the event.
RATIONALE: Event Organizers must understand that prevention of intoxication is
paramount. Controls must be enforced to allow for an enjoyable and safe
atmosphere for all present.
C. Municipal Alcohol Policy (MAP) A copy of the MAP will be provided to organizers by Town Staff or designate at the time
of booking.
D. Checklist for Event Organizers
A checklist form and a rental contract form will be provided by the municipality at the time
of booking. These mandatory forms are to be completed by the Event Organizer and
returned to the staff person or designate at least two (2) weeks prior to the event. The
use of a Special Occasion Permit may be in jeopardy if forms are not received in the
specified time frame. Signatures from both the Event Organizer and the staff person are
required on the forms. Please see Appendix “A”.
E. List of Trained Persons
The Town will endeavor to have a list of trained persons who have indicated that they
may be available to assist at events when the Event Organizer does not have the
required SIP/Smart Serve trained personnel.
F. The Special Occasion Permit Signatory
The person who’s name is on the SOP must attend the event, and be responsible for
decisions regarding the actual operation of the event. If the event is more than 2 days in
length then a designate may be assigned and their name(s) must appear on the contract.
This person and all event workers must refrain from alcohol consumption during the
event, including any clean-up activities.
SECTION #5 - CONTROLS DURING EVENT
All controls and service must be consistent with the provisions of the Alcohol & Gaming
Commission Act of Ontario and its Sections.
According to the Liquor License Act:
1. SOP Holder, Event Volunteers/Event Staff must:
• Abide by all the rules of the M.A.P.
• Attend the event and be sober before and during the event, including any
clean-up activities
• Ensure that the bartenders and servers do not serve alcohol to any one under
age, intoxicated or rowdy at the event
2. Access & Control
The SOP Holder and event volunteers/event staff shall accept the following as proof
of age for alcohol purchase or consumption:
• Ontario Drivers License
• Canadian Passport
• Canadian Citizenship Card with photo
• Canadian Armed Forces I.D. card
• Bring Your Identification (B.Y.I.D.) card issued by the Liquor Control Board of
Ontario
• A Secure Indian Status Card issued by the Government of Canada
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• A Permanent Resident Card issued by the Government of Canada
• A Photo Card issued under the Photo Card Act, 2008
Entry to public functions must be denied to:
• Intoxicated or unruly individuals
• Individuals carrying unsealed alcoholic beverages
• Individuals previously ejected from the event
3. Entry to the event must be monitored by responsible person(s) meeting the age of majority requirements at all times. These person(s) shall further observe for individuals that may be attempting to enter the premises and that appear to be
impaired or have a history of causing problems at events.
4. The SOP Holder has the right to deny entry to any individual.
5. The SOP Holder and the person renting the facility are responsible to ensure that the event is properly supervised and will provide enough staff to fulfill this obligation.
6. All signs of sale and service must be cleared from the premises within 45 minutes
of the end time stated on the licensed permit. This includes the removal of all partially
consumed and empty bottles, and glasses that contained liquor.
Town's Best Practice:
1. All day outdoor events are required to cease the sale of alcohol for a period of one
hour to allow for clean-up.
2. The bar area within the premises shall be closed no later than 1:00am and NO service
or sale of alcoholic beverages will be allowed after this time.
3. All entertainment within the facility shall cease at 1:00am.
4. The only exception to the 1:00am closing time is during New Year's Eve when bar
service will cease serving at 2:00am. Event Organizers must ensure that patrons
have vacated the facility by 3:00am.
5. To assist staff and to ensure that no incidents occur on the premises, patrons must
vacate the facility by 2:00am. Exception: New Year's Eve Refer to #4.
6. Failure to comply with the above could prevent the SOP holder or organization from
further renting of any Town of Tillsonburg facility and where appropriate, the Ontario
Provincial Police (OPP) and the Alcohol & Gaming Commission of Ontario (AGCO)
will be advised and charges may be laid by the OPP or infractions cited by the AGCO.
7. Bartenders must be Smart Serve trained (further details in Section #6). Event
organizers are encouraged to have all event staff SIP/Smart Serve trained.
8. Leftover liquor must be removed from the premises at the end of the event, with
exception of multiple-day SOPs.
9. The town limits number of tickets to be sold to any person at one time to 4 each.
Unused tickets may be redeemed for cash at any time up until 15 minutes after the
bar closes.
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SECTION #6 - EVENT – STAFFING REQUIREMENTS
Event Servers And Monitors
The following guideline sets out the ratio of event servers and monitors to event
participants. The requirements may be increased or decreased by the Director of
Recreation, Culture & Parks or designate having operational jurisdiction over the
premises depending on crowd dynamics and type of event.
Trained servers must be certified by a recognized alcohol server training course that has
been approved by the Town. This includes Smart Serve program. The sponsor shall
ensure all event workers are over the age of 19 years of age. Door and entrance
monitors are encouraged to monitor the door for a minimum of 1.5 hours following the
advertised admission time and for a minimum of 1.5 hours prior to the advertised
departure time.
The type of identification to be worn by event workers must be stated on the “Checklist &
Security Plan. See Appendix “A”.
Self-serving is prohibited and trained bar personnel are required. Sponsor and all event
workers will refrain from alcohol consumption before, during and after the event, including
any clean-up activities.
Passive, moderate, high risk and major event classifications are determined by Town of
Tillsonburg staff based on event dynamics.
Refer to Appendix B – Event Category Guideline
Category* Trained
Servers**
Door/Entrance Monitors Floor Monitors/Bar Ticket
Sales
PASSIVE 1
The sponsor is responsible
to monitor the entrance to the room
The sponsor is responsible to monitor those in attendance
MODERATE 2 1 event worker at the entrance to the room at all times
1 event worker throughout the room at all times
HIGH RISK/
MAJOR
EVENT
2 + 2 for every
additional 200
participants
1 event worker at every
entrance/exit to the room
2 + 2 per every additional 200
participants
*Covers any public or private event
**The server requirement for passive events may be waived at the discretion of the Director
of Recreation, Culture & Parks or staff designate when an event has approximately 50 or
less participants in attendance.
RATIONALE: Event Staff requirements are based on 3 criteria: Attendance, Public
Event or Private Event. History has shown that these were too vague. Not all Public
Events require the same level of event staff as others. Additional event categories
were needed to determine sufficient Event Staff. These additional considerations include:
1. Age Group & Maturity 2. Attendance 3. Incident History
4. Event Dynamics 5. Invitation 6. Food Availability
7. Impact on Neighbourhood 8. Supervision 9. Threats & Concerns
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SECTION #7 - ALCOHOL SERVICE
A. Low Alcohol and Non-Alcoholic Options
Town's Best Practice:
1. The SOP Holder will ensure that 30% of the alcoholic beverages offered consist of low
alcohol options (i.e. low alcohol beer, light wine, and low alcohol/spirits).Non-alcoholic
beverages must be readily available and priced significantly below any alcoholic
beverage.
2. The SOP Holder shall provide a sign, which shall be prominently posted identifying the
low alcohol and non-alcoholic beverages available at the event. RATIONALE: Low alcohol beverages help prevent intoxication by providing
responsible consumers with an opportunity to consume less alcohol and avoid
becoming intoxicated. A patron consuming a regular beer (at 5% alcohol) would have to drink two “extra light” beers (at 2.5% alcohol) to ingest the same amount of
alcohol. Similarly, “light” beer (at 4% alcohol) represents a 20% reduction in alcohol
intake.
3. Discounts will not be offered for volume purchase of tickets when tickets are sold for
alcoholic beverages. The Town limits number of tickets to be sold to any person at
one time to 4 each.
RATIONALE: By limiting the number of tickets or drinks participants may purchase
at one time, the ticket sellers, monitors, bartenders and servers are provided with
more opportunities to observe participants for signs of intoxication.
B. Control Of Alcohol Service
According to the Liquor License Act:
1. Practices which may encourage the immoderate consumption of alcohol are not
permitted. Contests or games involving the consumption of liquor are not
permitted. (Reg. 389/91 Section 18(1))
2. Liquor cannot be awarded as a prize for any game, contest or raffle. (Reg 389/91
Section 20).
3. Gambling: Games of chance (i.e. poker, crown & anchor, raffles, 50/50 draws, etc)
are not permitted unless the proper license has been obtained from the province or
municipality. Such licenses are only issued to eligible organizations with charitable
or religious purposes. (Section 32). Games of skill are permitted.
4. Guests cannot be required to purchase a minimum number of drinks (or drink
tickets) to enter or remain at the event, and no drink containing more than 85 ml of
spirits can be sold or served. (Reg. 389/91 Section 16 and Section 13)
5. RATIONALE: Table consumption can be moderated by not selling rounds of large
numbers of tickets.
6. The following is not permitted at an SOP event, including adjacent washrooms,
liquor and food preparation areas and storage areas of under control of the permit
holder:
• Drunken individuals
• Illegal gambling
• Violent or disorderly conduct (fights, etc.)
7. No “Last Call” will be announced prior to the end of the event/sale of alcohol.
8. RATIONALE: Announcing, “last call”, prior to end sales encourages some patrons to
purchase the maximum number of drinks allowed to prolong the event and drinking.
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9. An adequate supply of food must be available to persons attending the event.
Snacks such as chips, peanuts or popcorn are not an acceptable substitute for this
requirement.
10. There will be no self-serve events; even “Wine & Cheese” functions require a
bartender.
Town's Best Practice:
1. Tickets for alcohol must be purchased from designated ticket sellers and must be
redeemed at the bar. A maximum of 4 tickets may be sold at one time.
2. Bartenders and servers are required to pour all beverages into plastic or paper
disposable cups at the bar. All bottles are to be kept behind the bar. Alcoholic and
Non-Alcoholic drinks are to be served in different cups. Exception: Private events by
invitation only.
RATIONALE: By following the guidelines we will reduce the risk that Event
Organizer’s automatically assume when running an event. These practices are
designed to discourage heavy alcohol consumption. By pouring all beverages into
disposable cups, the chance of glass/bottle breakage is minimized.
3. Any masked events, such as Masques, New Year’s Eve parties, Halloween Parties,
where masked identity of individuals are in attendance (costumed events), must meet
the following conditions:
• Acceptable type of identification, as listed
• No one under the age of 19 years admitted
4. A maximum of 2 standard drinks will be served at one time.
5. The Standard Drink means:
• Bottle of Regular Beer - 12 oz or 341 ml. (beer, cider or cooler)
• Glass of Wine - 5 oz or 142 ml.
• Shot of Spirits - 1 oz or 29 ml.
• Fortified Wine – 3 oz or 85 ml.
6. Only single drinks will be served (no more than one shot in one glass)
C. Advertising Events
According to the Liquor License Act:
SOP holder may advertise that liquor will be sold and/or served, according to the
provisions in the Alcohol & Gaming Commission application Guidelines, Section
7(2), Reg. 389/91 regarding alcohol advertising. Reception Events cannot be
advertised.
SECTION #8 - INSURANCE
LIABILITY INSURANCE: The SOP holder shall:
• Obtain a minimum of FIVE MILLION ($5,000,000) DOLLARS liability insurance
• Name the Town of Tillsonburg as an additional insured, providing a mandatory
copy to the Town at least two weeks prior to the event
• Indemnify and save the Town of Tillsonburg harmless from all claims arising from
the permit or event.
The actual insurance limits required may be increased at the discretion of the Director of
Recreation, Culture & Parks or designate.
RATIONALE: If an individual is injured, and if the Town of Tillsonburg were to be
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found “jointly and severally” liable, the Town of Tillsonburg could end up paying
part or all of the judgment should the Special Occasion SOP permit holder be
inadequately insured or uninsured. In addition to the expense to the municipality
to defend any legal action, the municipality might have difficulty obtaining
continued insurance coverage.
When the Renter is a corporation or organization:
Commercial General Liability Insurance
Commercial General Liability Insurance satisfactory to the Owner and underwritten by an
insurer licensed to conduct business in the Province of Ontario. The policy shall provide
coverage for Bodily Injury, Property Damage and Personal Injury and shall include but not be limited to: (a) A limit of liability of not less than FIVE MILLION (5,000,000)/occurrence with
an aggregate of not less than TWO MILLION ($2,000,000)
(b) Add the Owner as an additional insured with respect to the operations of the
Named Insured (c) The policy shall contain a provision for cross liability and severability of interest in respect of the Named Insured
(d) Non-owned automobile coverage with a limit not less than TWO MILLION
($2,000,000) and shall include contractual non-owned coverage (SEF 96)
(e) Products and completed operations coverage (f) Broad Form Property Damage (g) Contractual Liability
(h) Owners and Contractors Protective
(i) Tenants legal liability
(j) The policy shall provide 30 days prior notice of cancellation (k) Liquor Liability endorsement
When the Renter is an individual:
Homeowner’s Liability Insurance Homeowner’s liability insurance satisfactory to the Town and underwritten by an insurer licensed to conduct business in the Province of Ontario is required. The policy shall provide
coverage for Bodily Injury, Property Damage and Personal Injury and shall have a limit of
liability of not less than FIVE MILLION ($5,000,000).
The individual must provide proof of a Homeowner’s Liability Policy by way of a letter from the Broker. The Town cannot be added as additional insured.
Party Alcohol Liability Insurance Party Alcohol Liability Insurance in an amount not less than FIVE MILLION ($5,000,000)
and underwritten by an insurer licensed to conduct business in the Province of Ontario is
required. The municipality shall be added as an additional insured.
Sample Indemnification
The Host shall indemnify and save harmless the Municipality from any and all claims,
demands, causes of action, losses, costs or damages that the Municipality may suffer, incur or be liable for, resulting from the Hosts’, event workers’ and agents’ performance, actions
and negligent acts or omissions in connection with the holding of an event involving the
serving of alcohol on Municipal premises.
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SECTION #9 - SAFE TRANSPORTATION
Town's Best Practice:
Only individuals, Event Organizer or organizations implementing a safe transportation
strategy will be permitted rental privileges of facilities for SOP functions.
The Event Organizer shall identify the strategies, which will be used on the “Checklist for Event Organizers” form. The Event Organizer shall implement and encourage a Designated
Drivers Program. This program shall be advertised at the event so that all patrons are aware
this program is available. This program shall consist of the following:
It is suggested that the designated driver be supplied with free soft drinks/coffee during the
function. The Event Organizer shall advertise or announce the availability of this program during and, if possible, prior to the event.
Advertise the use of taxi service – The Event Organizer shall advertise or announce the
availability of a taxi service to attendees of the event. If not required to provide a taxi
service, the Event Organizer shall ensure that appropriate signage is posted at the facility
which includes the telephone number and/or use their best efforts to obtain any attendee a taxi upon request.
RATIONALE: The risk of liability is especially high when an impaired driver leaves
an alcohol-related even. Event organizers must assume responsibility for promoting
safe transportation for all drinking participants. Safe transportation options are
essential since the only way to sober up an impaired person is with time.
The SOP holder is responsible for promoting safe transportation options for all the drinking
participants. Examples of safe transportation options are:
• A designated driver provided by the Event Organizer; or
• A taxi paid either by the Event Organizer or the participant.
RATIONALE: The risk of liability is especially high when an impaired driver leaves
an alcohol-related event. Event organizers must assume responsibility for promoting
safe transportation for all drinking participants. Safe transportation options are
essential since the only way to sober up an impaired person is with time.
SECTION #10 - YOUTH ADMISSION TO ADULT EVENTS
Each rental Event Organizer will be responsible to select a strategy on allowing youth to
their event. In all cases, the following guidelines must be adhered to.
According to the Liquor License Act:
Anyone who appears to be under the age of 25 years will be required to show I.D.
before they are allowed into the event/facility.
Individuals under the age of majority will not be allowed to consume alcohol
beverages on licensed premises. Anyone serving individuals under the age of
majority alcohol will be required to leave the event.
Town's Best Practice:
Two (2) extra floor monitors will be required if persons under the age of majority are allowed
to enter Public events.
It is suggested that for events allowing individuals under the age of majority and with over 250 patrons will be required to identify those persons over the age of majority. Event
Organizers may choose either stamps or wristbands to identify persons over the age of
majority.
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SECTION #11 - SECURITY REQUIREMENTS AT SPECIFIC EVENTS
For the purposes of this section, security personnel may be either Paid Duty Police Officers
and/or licensed Security Guards that are employed by a registered Security Employer as governed by the Private Security & Investigative Services Act (PSISA) of Ontario. As per the PSISA, a Security Guard is a person who performs work, for remuneration, that consists
primarily of guarding or patrolling for the purpose of protecting persons or property.
Additionally, no person shall act as a security guard or hold himself or herself out as one
unless the person holds the appropriate license under the Act.
CATEGORY* # OF SECURITY PERSONNEL**
PASSIVE 1
MODERATE 2
HIGH RISK/MAJOR EVENT 2
*Covers any public or private event **Security requirements for events may be increased or decreased at the discretion
of the Director of Recreation, Culture & Parks or designate and with an approved
security plan.
According to the Liquor License Act:
The SOP holder must provide security sufficient to ensure that unauthorized persons
do not attend the event and to ensure that the conditions of the permit and requirements of the Liquor License Act are observed. In order to determine whether security is sufficient, the permit holder shall consider:
• The nature of the event;
• The size of the premises; and
• The age and number of persons attending the event.
Town's Best Practice
Security must have access or provide a communication link on site to summon emergency
services.
Security is not to be involved in serving of alcoholic beverages nor may assist in any way in
the liquor operation of the event.
The purpose of security is to:
• Provide high visibility access control at all entrances/exits to licensed area(s);
• Prevent underage patrons from entering licensed area(s);
• Prevent alcohol from leaving licensed area(s);
• Reinforce event rules through verbal interventions;
• Observe, report and document event policy and/or procedural violations; Note – Security Guards do not have the authority to act as an Agent of the Owner (the
Town of Tillsonburg) as per the Trespass to Property Act of Ontario.
Full payment of licensed and bonded security company is the sole responsibility of the
Event Organizer. Time Period required is 9:00pm – 2:00am. Exception: For Tiered
Seating Events during hockey tournaments, games, or carnivals where specific times will
vary, the duration of security will be determined by staff.
The Town of Tillsonburg reserves the right to approve or reject licensed and bonded private security companies. Each event will be reviewed on its own merit. If the Event Organizer demonstrates the need for less security at their event, the required number of officers may
be reduced or waived at the discretion of the Director of Recreation, Culture & Parks or
designate. However, public safety for the patrons of the event will be paramount.
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Reportable Incidents
All reportable incidents that occur at the event shall be documented by security personnel
and a copy of the incident report shall be forwarded to the Town for their review.
Examples of reportable incidents are as follows:
• Any illegal act as defined by the Criminal Code of Canada;
• Damage to property;
• Any critical injury as defined by the Occupational Health & Safety Act;
• Any other significant incidents not included in the previous bullets.
The incident report shall include all the relevant incident details including;
• Who was involved (full names) & contact information;
• What occurred (chronological account of events with as much detail as
possible);
• Where it occurred (specific locations as required);
• When it occurred (date & time of incident, when reported and response times);
• Why it occurred (if known);
• How if occurred (if known);
• Police report number (if Police were involved);
• Security guard name and contact information;
• Any additional relevant information such as actions taken by event organizers
etc.
RATIONALE: Security requirements vary depending on category of event. Dances
designed for those over 25 years of age or seniors will differ from those dances
geared towards those 25 years and under. Events that have attendance exceeding
300 will require additional security over those events with less than 300. Events that
are by invitation only versus general admittance will impact security requirements.
The overall event dynamics must be considered before security requirements can be
imposed. Additional considerations include:
Age Group & Maturity Attendance Incident History
Event Dynamics Invitation Food Availability
Impact on Neighbourhood Supervision Threats & Concerns
Each of the above nine considerations is evaluated and checked off accordingly. Majority
dictates category of risk and how the requirements of event staff/security are reached.
Outdoor Events/Festivals
According to the Liquor License Act:
Outdoor events are those which take place outdoors or in a temporary structure, such as a tent or marquee. The outdoor area must be clearly defined and separated from unlicensed areas by a minimum 36" high partition.
Festivals and events can define an area larger than outside beer tents where people
can walk around freely with drinks. Local communities are free to customize the
events to their needs. AGCO may be involved to discuss public safety issues with the permit holder.
Notification must be made to local municipality, including clerk, police, fire and health
department and AGCO 30 days’ notice for events where fewer than 5,000 people
attend and 60 days’ notice for events where 5,000 or more people attend.
If a SOP has been issued for an outdoor event that has both licensed areas (bars, restaurants) and areas to which the SOP applies (i.e. a street on which the event occurs), patrons can move freely between these areas with a single serving of
alcohol, under certain conditions and where permission has been granted by the
AGCO.
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Town's Best Practice:
The Town of Tillsonburg Fire Chief and Building Official will determine maximum capacity
for outside tents based on exits and floor area.
For potential problem rentals, the Town reserves the right to require the presence of minimally two (2) guards licensed and bonded Security Company for the duration of an
event. Number of security will be based on Section 11 and Appendix C of this M.A.P. This
cost will be borne by the Event Organizer or individual. The Town also reserves the right to
refuse the issuance of a facility rental permit at their sole discretion.
SECTION #12 - CONSEQUENCES FOR FAILURE TO COMPLY
SOP Holder's Responsibilities
1. In the case of patrons who are intoxicated to the point that they must be cut-off, the SOP
holder or designated Event volunteer/staff must make every effort to ensure that the patron does not drive and that he or she will arrive safely at home. In some instances,
non-intoxicated friends might agree to drive the person home, or a cab may be called for
the patron.
2. In an effort to encourage patrons not to drink and drive, free access to a phone should
be made available to persons wishing to call a taxi and the telephone number of a taxi company should be prominently displayed.
3. If an intoxicated person insists on driving, the SOP holder and/or staff may have to
attempt to detain the person and call the police.
4. Where anyone is engaged in a disruptive behaviour as a result of alcohol consumption
at social events, authorities will be called.
5. The SOP holder is required to report in writing to the Director of Recreation, Culture &
Parks or designate within 48 hours all incidents in which patrons are injured or ejected
from an event or Police are called.
6. Although police will be called if a situation deems necessary to do so, it is the
responsibility of the SOP holder to ensure the proper management of an event.
7. Where persons under the age of majority are found to have consumed or to be
consuming alcohol at SOP and non SOP events, the authorities will be called
immediately.
Enforcement Procedures For Policy Violation
A violation of this policy occurs when the SOP holders or individual(s) fail to comply with this
policy or the conditions of the Liquor License Act, or any other relevant legislation.
Intervention can be initiated by a participant at the event, Town of Tillsonburg staff, Police or an Inspector of the AGCO. Random monitoring of events where alcohol is served may be
conducted by the Director of Recreation, Culture & Parks or designate having jurisdiction
over the premises.
Town's Best Practice:
1. Event Organizer(s), SOP Holder or the monitor(s) may intervene by informing the
offending individual of the M.A.P. violation and asking that it stop. Event Organizer members and monitors are encouraged to intervene in this way because intervention at other levels could result in a loss of privileges and legal charges.
2. A Town of Tillsonburg staff member with recognized authority will intervene whenever
he/she encounters a violation of the policy. Depending upon the severity of the policy
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infraction, the Town of Tillsonburg staff may ask the organizers of the event to stop the violation or they may close down the SOP portion of the event (especially if there is the potential for harm or loss of enjoyment by non-drinkers). Should the organizers fail to
comply; the staff will call the police for enforcement.
Penalties:
Where an SOP holder has violated the MAP, and has been confronted by a Town of
Tillsonburg staff member, the sponsoring organization and/or SOP holder will be sent a
registered letter by the Director of Recreation, Culture & Parks or designate advising of the violation and indicating that further violations will not be tolerated.
Should the sponsoring organization and/or SOP holder violate the policy within one year of
receiving notice of their first violation, the sponsoring organization and event organizers
shall be suspended from organized use of a Town of Tillsonburg facility or area for a further
one year. The Director of Recreation, Culture & Parks or designate will send a registered letter to the appropriate contact person advising of the suspension. A copy of the letter will
be sent to the Chief Administrative Officer.
Where, in the opinion the Director of Recreation, Culture & Parks or designate, there have
been repeated violations of a municipal, provincial or federal statute, the sponsoring
organization and event organizers shall be immediately suspended from organized use of a Town of Tillsonburg facility or area for a period of one year or longer as are warranted in the
circumstances. A registered letter shall be sent and copied to the Chief Administrative
Officer or designate and Council.
SECTION #13 - POLICY MONITORING AND REVISIONS
The Municipal Alcohol Policy for the Town of Tillsonburg will be reviewed as required. It is
subject to change and updates reflecting changes in laws and the circumstances related to
the administration of the MAP.
Contact will be made with local OPP and AGCO agents to review occurrences within our
licensed facilities. All reports will be sent to Director of Recreation, Culture & Parks.
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Appendix A – Municipal Alcohol Policy
2019 MAP Update Page 18
CHECK LIST & SECURITY PLAN
Event Location:
Tillsonburg Community Centre
Lion’s Auditorium
Lion’s Den
Marwood Lounge
Arena Floor
Event Date: ___________ Event Time: ________ Function: ______________
Contact Name: _____________________ Phone #: ___________________
SOP filed: Yes No Anticipated Attendance: _______ Proof of Insurance filed: Yes No
1. Has customer received and read Municipal Alcohol Policy (M.A.P.)? Yes No
2. List name(s) of trained bartenders, complete with certification numbers. a) __________________________________________________
b) __________________________________________________
c) __________________________________________________
3. List names of who will be checking identification at the door? a) __________________________________________________
b) __________________________________________________
c) __________________________________________________
4. List names of who will be monitoring the event, checking washrooms, circulating through the parking lots to ensure that over drinking, supplying minors and self-serving does not
occur?
a) __________________________________________________
b) __________________________________________________
c) __________________________________________________
5. List safe transportation strategies for this event:
a) __________________________________________________
b) __________________________________________________
c) __________________________________________________
6. Will security be provided beyond this plan? Yes No
Approved Private Security Company? (must attend in full uniform)
7. General Comments:
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________
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Appendix B – Municipal Alcohol Policy
2019 MAP Update Page 19
EVENT CATEGORY GUIDELINE – RISK ASSESSMENT
Name/Organization: _______________________ Type of Event: _______________
PRIMARY
CONSIDERATION
PASSIVE RISK MODERATE RISK HIGH RISK
1. AGE GROUP &
MATURITY OF
PARTICIPANTS
An adult/senior booking an event
that will be predominately attended by persons
25+ yrs.
An adult booking an event that will be
predominately attended by persons under 25 years
Any public events which is predominately attended by
persons under 25 years of age
2. ATTENDANCE
Under 50 51-300 Licensed security officers and
an approved Security Plan required
3. INCIDENT HISTORY Well known sponsor Sponsor has frequent organizational
experience
Unknown
4. EVENT DYNAMICS Stage Performance
Community or family dinner/banquet held
inside a facility
-Open outdoor public
gatherings -Indoor public gatherings
-When the event dynamics
substantially increases the level of risk or threat to include activities that require
care and skill -Games of Skill
-Video Dance Parties - Events in tiered seating - Outside Festivals, Beer
Gardens
5. INVITATION Closed – Personal
invitation only
Closed – Personal
invitation with advanced ticket sales
Open – General admittance
6. FOOD AVAILABILITY Sit down dinner/banquet
served with regular bar
Regular bar with food provided throughout the
event on a no charge basis or food is provided in the cost of the ticket
Midnight buffet only
Snacks and light meal provided
7. IMPACT ON NEIGHBOURHOOD
Held inside a facility
limited to the local community only
Held inside a facility with
adequate on-site parking
- Noise control considerations
- Substantial parking requirements -Transportation service
increased to accommodate expected participant volume
8. SUPERVISION - Town staff on duty
- Private event held inside the facility or
in an open area
- Sponsor acting as door monitor
- Town staff on duty
- Public Event held inside facility or in an
open area.
- Sponsor acting as door and floor monitors
- Town staff on duty
- Public Event held inside facility or in an open area. - Within an enclosed area
outside such as a temporary tent, fencing or barricades.
- Sponsor acting as door and floor monitors
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Appendix B – Municipal Alcohol Policy
2019 MAP Update Page 20
9. THREATS & CONCERNS
None apparent Within 100 meters of a
residential property Moving motorized vehicles on site
Motorized equipment on site
Time of the event
When majority of participants arrive after 10:00pm Within close proximity to:
Waterfront venues, dunk tank, ice surface, hills,
ravines, rugged terrain, heavily forested areas, accessibility to tiered seating,
livestock, vehicles/equipment, fireworks
Each of the 9 considerations is valued and checked off accordingly. Majority dictates
category of risk.
/9
Comments:
/9
Comments:
/9
Comments:
CHECKS TO BE
CONDUCTED &
APPROVALS OBTAINED
(Refer to Section 11 –
Security Requirements)
Sponsor is well known to staff,
therefore no Class or police check
required -Obtain trained
server Confirmation
- Obtain copy of SOP
-Obtain Party
Alcohol Liability insurance ($5M)
-Conduct a Class alert warning check
-Obtain trained server
information - Obtain copy of SOP
-Obtain Party Alcohol
Liability Insurance ($5M) -Obtain door and floor
monitors information
-Conduct a Class alert warning check
-When 1000+ are anticipated,
additional approvals are required from AGCO
-Obtain security /operational plan, to include police, fire &
AGCO considerations -Obtain paid duty O.P.P. or
approved private security in uniform
-Obtain trained server information - Obtain copy of SOP
-Obtain Party Alcohol
Liability Insurance ($5M) -Obtain door and floor
monitor information
-Conduct a site inspection, if required
FINAL APPROVAL
AUTHORITY Signature & Date
Director of
Recreation, Culture & Parks designated
staff
Director of Recreation,
Culture & Parks or designated staff
Director of Recreation,
Culture & Parks or designated staff
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 4274
A BY-LAW to adopt a Council-Staff Relations Policy.
WHEREAS Section 270(1) of the Municipal Act, 2001 states that a municipality shall adopt
and maintain policies with respect to the manner in which the municipality will try to
ensure that it is accountable to the public for its actions, and the manner in which the
municipality will try to ensure that its actions are transparent to the public; and
AND WHEREAS Section 270(1) 2.1 of the Municipal Act 2001, S.O. 2001, c.25, as
amended, requires municipalities to adopt and maintain policies with respect to the
relationship between members of Council and the officers and employees of the
municipality; and
AND WHEREAS the Council of the Corporation of the Town of Tillsonburg is desirous of
adopting the Council-Staff Relations Policy.
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the Council-Staff Relations Policy attached hereto as "Schedule A" is hereby
adopted and forms part of this by-law.
2. AND THAT this by-law comes into full force and effect on the day of passing.
Read a First and Second Time this 28th day of February, 2019.
Read a Third and Final Time and passed this 28th day of February, 2019.
__________________________
Mayor – Stephen Molnar
__________________________
Town Clerk – Donna Wilson
Page 143 of 154
COUNCIL
COUNCIL-STAFF RELATIONS POLICY
Policy Number 2-010
Approval Date FEB 28.19 Revision Date
Schedules
Page 1 / 5 Election Recount Procedures
A. POLICY STATEMENT
The Town of Tillsonburg promotes a respectful and professional relationship and workplace
between Council Members and employees of the Town of Tillsonburg.
B. PURPOSE
This policy provides guidance on how the Town of Tillsonburg ensures a respectful, tolerant and
harassment-free relationship and workplace between Council Members and employees of the
Town of Tillsonburg.
C. SCOPE
The guiding principles contained in this policy shall apply to all municipal employees and elected
officials of the Town of Tillsonburg.
D. AUTHORITY
Section 270 of the Municipal Act, 2001, as revised by Bill 68, requires municipalities to adopt
and maintain a policy with respect to the relationship between elected officials and municipal
employees.
The Town Clerk shall be responsible for administering this policy.
The CAO and Head of Council are responsible for receiving complaints and/or concerns related
to this policy.
E. DEFINITIONS
Chief Administrative Officer (CAO) : the head of staff, as the only employee of Council,
manages the day-to-day work of staff as directed by Council.
Council: shall mean the members elected as the legislative body of the Town of Tillsonburg.
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COUNCIL
COUNCIL-STAFF RELATIONS POLICY
Policy Number 2-010
Page 2 / 5
Council Members: shall mean the Mayor, Deputy Mayor and the Councillors of the Town of
Tillsonburg.
Mayor: the head of Council and the Chief Executive Officer of the Town of Tillsonburg.
Staff: shall mean any full-time, part-time and contract workers employed by the Town of
Tillsonburg.
Town: shall mean The Corporation of the Town of Tillsonburg
F. POLICY
Positive relationships between Council and Staff are essential to the provision of public service
excellence and effective governance in the Town of Tillsonburg. Successful relationships involve
mutual understanding of roles and responsibilities, two-way communication, clarity in reporting
relationships and direction from Council to Staff through the CAO. These principles can be
achieved when high standards of conduct form the basis of all Council and Staff interaction.
The role of Council is to govern. The role of staff is to advise, implement and manage public
service delivery. Council and staff work in partnership with one another, while performing their
respective roles. Although the roles of Council and staff are distinct, they are interdependent,
each one requiring the other to fulfill the Town's mandate and purpose.
Members of Council and Staff Shall:
Demonstrate a commitment to accountability and transparency among Council and staff
and with the general public;
Demonstrate leadership by making sound decisions based on knowledge, areas of
expertise and sound judgment;
Demonstrate a high degree of confidentiality, when required;
Enhance public education about the political process by providing context and process
information about decision making;
Uphold the decisions of Council, regardless of personal opinion or belief, and commit to
the implementation of those decisions;
Refrain from publically criticizing members of Council or staff; and
Seek to achieve a team approach in an environment of mutual respect and trust, with
acceptance of the different roles in achieving Council's objectives.
Respect for Time
Priorities and timelines must be respected by all members of Council and staff. It is expected
that all participants will be well prepared for meetings and will prioritize appropriately, according
to direction given by management or Council. Staff will spend time on significant projects only
once direction is given by Council to do so.
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COUNCIL
COUNCIL-STAFF RELATIONS POLICY
Policy Number 2-010
Page 3 / 5
It is expected that appointments will be made for meetings between staff members and Council
members in order to ensure that all parties are available and prepared for the discussion.
Role of Members of Council (Mayor and Councillors):
Seek to advance the common good of the community which they serve;
Truly, faithfully and impartially exercise the office to the best of their knowledge and
ability;
Govern and provide political direction;
Act in a way that enhances public confidence in local government;
Set strategic objectives and goals for the organization based on consultation with staff
and community members;
Give direction to staff through resolution by Council as a whole;
Govern the management of the organization through the CAO;
Respond to concerns from the public and refer concerns to staff members through the
Mayor and CAO for action – elected officials do not have an administrative managerial
role in the day to day business of the organization;
Adhere to the Code of Conduct for Members of Council, Committees and Boards and the
oath of office sworn at the inaugural meeting of each term of council; and
Refrain from behaviour that could constitute an act of disorder or misbehaviour; is an
abuse of power or otherwise amounts to discrimination, intimidation, harassment, verbal
abuse, or the adverse treatment of others; or prejudices the provision of a service or
services to the community.
It Is Expected That Council Members Will:
Acknowledge that only Council as a whole has the capacity to direct staff members,
through the CAO, to carry out specific tasks or functions;
Refrain from using their position to improperly influence members of staff in their duties or
functions or to gain an advantage for themselves or others;
Refrain from publicly criticizing individual members of staff in a way that casts aspersions
on their professional competence and credibility;
Request the CAO’s input prior to making important policy decisions;
Direct questions or concerns regarding departmental activities to the CAO;
Discuss issues with the CAO and advise staff of questions that may arise prior to
Committee or Council meetings whenever possible;
Understand that their discussions with staff may be communicated and that a member of
Council cannot compel a member of staff to confidentiality;
Consult with the CAO prior to making commitments to agencies, groups, citizens, or
likewise.
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COUNCIL
COUNCIL-STAFF RELATIONS POLICY
Policy Number 2-010
Page 4 / 5
Role of Members of Staff
Provide timely reports to Council outlining factors that will assist in their decision-making
process and provide information based upon professional expertise and good judgement,
and free from undue influence from any individual member or members of Council;
Research policy issues as required;
Implement Council’s decisions;
Manage and identify the means for achieving corporate goals and outcomes;
Provide appropriate follow-up to Council inquiries and keep members of Council up-to-
date and informed, as appropriate – staff do not have a political role;
Refrain from behaviour that could constitute an act of disorder or misbehaviour; is an
abuse of power or otherwise amounts to discrimination, intimidation, harassment, verbal
abuse, or the adverse treatment of others; or prejudices the provision of a service or
services to the community.
It Is Expected That Staff Members Will:
Ensure that Council members are aware of any issues that may impact upon their
decision-making process;
Management will ensure that the CAO is aware of any issues that may impact upon the
municipality and of ongoing activities in each department;
The CAO will ensure that managers are aware of any issues that may impact upon their
departments;
Respond to inquiries from Council members (through the CAO or Mayor, if necessary) in
a timely fashion, when appropriate during business hours with the exception of
emergencies.
Present a professional opinion/recommendation in writing or in person, at Council
meetings or Committee meetings.
Notify Council members of changes to legislation and any unexpected impacts of policy
decisions through written material circulated electronically or at a Council or Committee
meeting; and
Through the CAO, convey feedback to Council members who may be unaware of existing
policies or staff workload demands, and other related issues.
Respectful Reporting Relationship
The formal relationship between staff and members of Council must be respected to ensure that
all members of staff and Council are treated equally. There is a chain of command in place to
deal with significant issues, and Council members are encouraged to primarily direct questions
and concerns to the Mayor and/or CAO for their consideration. Any request for information from
a Council member that is not received and answered at a Committee or Council meeting, may
be received in writing and circulated in writing (i.e. email) to all Council members.
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COUNCIL
COUNCIL-STAFF RELATIONS POLICY
Policy Number 2-010
Page 5 / 5
Related Policies
This policy shall be read and applied in conjunction with the following corporate documents, as
updated from time to time:
Council Code of Conduct
By-Law 4173 Procedural By-Law
2-007 Use of Corporate Resources
Town Personnel Policy
o Code of Conduct for Employees of the Town
o Respect in the Workplace
o Workplace Violence
G REVIEW
This policy shall be reviewed once per term of Council.
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 4275
A BY-LAW To adopt a Pregnancy and Parental Leave for Members of Council Policy.
WHEREAS Section 270(1) of the Municipal Act, 2001 states that a municipality shall adopt
and maintain policies with respect to the manner in which the municipality will try to
ensure that it is accountable to the public for its actions, and the manner in which the
municipality will try to ensure that its actions are transparent to the public; and
AND WHEREAS Section 270(1)8 of the Municipal Act 2001, S.O. 2001, c.25, as amended,
requires municipalities to adopt and maintain policies with respect to pregnancy leaves and
parental leaves of members of council; and
AND WHEREAS the Council of the Corporation of the Town of Tillsonburg is desirous of
adopting the Pregnancy & Parental Leave for Members of Council Policy.
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the Pregnancy & Parental Leave for Members of Council Policy attached
hereto as "Schedule A" is hereby adopted and forms part of this by-law.
2. AND THAT this by-law comes into full force and effect on the day of passing.
Read a First and Second Time this 28th day of February, 2019.
Read a Third and Final Time and passed this 28th day of February, 2019.
__________________________
Mayor – Stephen Molnar
__________________________
Town Clerk – Donna Wilson
Page 149 of 154
COUNCIL
PREGNANCY & PARENTAL LEAVE FOR MEMBERS OF
COUNCIL POLICY
Policy Number 2-011
Approval Date Revision Date
Schedules
Page 1 / 2
A. POLICY STATEMENT
The Town of Tillsonburg recognizes a Council Member's right to take leave for the Member's
pregnancy, the birth of the Member's child or the adoption of a child by the Member in
accordance with the Municipal Act, 2001.
B. PURPOSE
This policy establishes guidelines on how the Town of Tillsonburg manages a Council Member's
pregnancy or parental leave in a manner that respects a Member's statutory role as an elected
official.
C. SCOPE
This policy applies to any elected official of Tillsonburg Town Council in need of taking a
pregnancy or parental leave. An elected official of the Town of Tillsonburg includes the Mayor,
Deputy Mayor and Councillors.
D. AUTHORITY
Section 270 of the Municipal Act, 2001, as revised by Bill 68, requires municipalities to adopt
and maintain a policy with respect to the pregnancy and parental leaves for Members of Council.
The Town Clerk shall be responsible for monitoring the application of this policy and for receiving
complaints and/or concerns related to this policy.
E. POLICY
Council Members are permitted an absence of 20 consecutive weeks or less as a result of a
Member's pregnancy, the birth of a Member's child or the adoption of a child by the Member in
accordance with the Municipal Act, 2001. A Council Member has the right to return to their
regular duties prior to 20 consecutive weeks of an absence if they desire.
Tillsonburg Town Council supports a Member of Council's right to pregnancy and/or parental
leave in keeping with the following principles:
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COUNCIL
PREGNANCY & PARENTAL LEAVE FOR MEMBERS OF COUNCIL POLICY
Policy Number 2-011
Page 2 / 2
1. A Member of Council is elected to represent the interests of Tillsonburg citizens.
2. A Member's pregnancy and/or parental leave does not require Council approval and their
office cannot be declared vacant as a result of the leave.
3. A Member of Council on pregnancy and/or parental leave shall reserve the right to exercise
his or her delegated authority at any time during their leave.
Council Members are encouraged to submit a written notification to the Town Clerk as soon as
possible before taking pregnancy or parental leave so that the Town can plan accordingly.
Where a Council Member must begin their leave immediately due to unforeseen circumstances,
such as illness or complications caused by pregnancy, they must inform the Town Clerk of this
absence as soon as possible.
While on leave, the Council Member shall still be counted as part of quorum during roll call for
any regular or special Council Meetings.
Regular benefit and insurance premiums will be paid during the leave. Remuneration for
attending meetings will remain in place while the Member is on leave and returns to their regular
schedule of attendance at meetings.
Notwithstanding, at any point in time during a Member's pregnancy or parental leave, the
Member reserves the right to exercise his/her statutory role on matters within the Town. The
Member shall provide written notice to the Town Clerk of their intent to exercise their statutory
role.
There will be no delegation of authority as the Town of Tillsonburg does not operate using a
ward system but rather Council is elected at large to represent the interests of the municipality
as a whole. Another member shall be appointed on a temporary basis to fill the role of the
member on leave for Boards and Committees
In the event, the Member on leave is the Mayor then these additional office-specific
responsibilities shall be delegated to the Deputy Mayor until the Member returns.
In the event, the Member on leave is the Deputy Mayor then those additional responsibilities
shall be delegated to another Council Member (voted by the remainder of Council Members)
until the regular Member returns.
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW 4276
A BY-LAW To Amend Schedule A of By-Law 4247, to Define the Mandate and
Membership for Committees Established By The Corporation Of The Town of
Tillsonburg.
WHERAS it is deemed necessary and expedient to amend Schedule A of By-Law 4247.
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg as follows:
1. THAT Schedule A of By-Law 4247 be amended as attached hereto;
2. THAT these amendments to Schedule A of By-Law 4247 are hereby declared to
be part of that By-Law as if written therein.
3. THAT this By-law shall come into full force and effect upon passing.
READ A FIRST AND SECOND TIME THIS 28th day of February, 2019.
READ A THIRD AND FINAL TIME AND PASSED THIS 28th day of February, 2019.
___________________________
MAYOR – Stephen Molnar
______________________________
TOWN CLERK – Donna Wilson
Page 152 of 154
By-law 4276 Schedule A
Board/Committees Citizen Appointments
Mandate
Accessibility Advisory
Committee Erin Getty
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
Erin Getty
Deb Beard, Tillsonburg District Craft Guild Representative
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
Sharon Howard, Tillsonburg Rowing
Club Representative
To advise and make recommendations and provide regular updates to Council on all matters with respect to the Memorial Park Revitalization Project.
Museum Advisory Committee
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 Cemeteries
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
Donald Baxter 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
Councillor Valerie Durston, Township
of South-West Oxford
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.
Tillsonburg Transit Advisory Committee
Lynn Temoin
David Brown
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 providers 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.
Page 153 of 154
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4277
BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 28th
day of February, 2019.
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 February 28, 2019, 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 28th DAY OF FEBRUARY, 2019.
READ A THIRD AND FINAL TIME AND PASSED THIS 28th DAY OF FEBRUARY, 2019.
________________________________ MAYOR – Stephen Molnar
________________________________ TOWN CLERK – Donna Wilson
Page 154 of 154