190527 Regular Council Meeting AgendaThe Corporation of the Town of Tillsonburg
COUNCIL MEETING
AGENDA
Monday, May 27, 2019
4:30 PM
Council Chambers
200 Broadway, 2nd Floor
1.Call to Order
2.Closed Session
Proposed Resolution #1
Moved By: ________________
Seconded By: ________________
THAT Council move into Closed Session for education or training of the members (Code of
Conduct).
3.Adoption of Agenda
Proposed Resolution #2
Moved By: ________________
Seconded By: ________________
THAT the Agenda as prepared for the Council Meeting of Monday, May 27, 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 #3
Moved By: ________________
Seconded By: ________________
THAT the Minutes of the Council meeting held on Monday, May 13, 2019, be approved.
7.Presentations
7.1 Draft Comprehensive Review Phase 1
Presented by: Paul Michaels, Manager of Policy Planning, County of Oxford
Proposed Resolution #4
Moved By: ________________
Seconded By: ________________
THAT Council receive the Draft Comprehensive Review Phase 1 presentation, as
information.
8.Public Meetings
8.1 Application for Zone Change - ZN 7-19-07 - 40 Cranberry Road (French)
Proposed Resolution #5
Moved By: ________________
Seconded By: ________________
THAT Council not-approve the zone change application submitted by Larry French,
whereby the lands described as Part Lot 3, Concession 10 (Dereham) and Parts 2 &
3 Plan 41R-2226, Town of Tillsonburg, known municipally as 40 Cranberry Road, are
to be rezoned from ‘Future Development Zone (FD)’ and ‘Special Future
Development Zone (FD-1)’ to allow for the development of a single detached dwelling
on private services.
8.2 Application for Zone Change - ZN 7-19-06 - 155 Wilson Ave (Retsinas)
Proposed Resolution #6
Moved By: ________________
Seconded By: ________________
THAT Council approve-in-principle the zone change application submitted by
Tillsonburg Property Corporation, whereby the lands described Part Lot 5, Plan 1646,
and Parts 1, 3 & 8 of Reference Plan 41R-9148 known municipally as 155 Wilson
Avenue are to be rezoned from ‘Low Density Residential Type 1 Zone (R1)’ to
‘Special Low Density Residential Type 3 Bonus Zone (R3-sp)’ to facilitate the
development of two, 2-storey multiple unit dwellings consisting of 28 apartment
dwelling units;
AND FURTHER THAT Council authorize the Mayor and Clerk to enter into an
agreement with Tillsonburg Property Corporation under Section 37(3) of the Planning
Act regarding the provision of 25 affordable housing units at 155 Wilson Avenue in
the Town of Tillsonburg.
9.Planning Applications
Page 2 of 453
10.Delegations
11.Deputation(s) on Committee Reports
11.1 DCS 19-09 - EDAC Advice Regarding Growth Forecast and Land Needs Analysis
Presented by: Jesse Goossens, Chair, Economic Development Advisory Committee
Proposed Resolution #7
Moved By: ________________
Seconded By: ________________
THAT Council receive Report DCS 19-09 EDAC Advice Regarding Growth
Forecasts and Land Need Analysis;
AND THAT the items identified by the Economic Development Advisory Committee
be forwarded to the Oxford County Planning Department for consideration.
12.Information Items
13.Mayor's Report
13.1 MYR 19-07 - Oxford County Update
Proposed Resolution #8
Moved By: ________________
Seconded By: ________________
THAT Council receives report MYR 19-07 Oxford County Update, as information.
14.Quarterly Reports
14.1 FIN 19-08 - 2018 Fourth Quarter Consolidated Results
Proposed Resolution #9
Moved By: ________________
Seconded By: ________________
THAT Council receives report FIN 19-08 2018 Fourth Quarter Consolidated Results,
as information.
14.2 FIN 19-07 - 2018 Fourth Quarter Department Results - Finance
Proposed Resolution #10
Moved By: ________________
Seconded By: ________________
THAT Council receives report FIN 19-07 2018 Fourth Quarter Finance Department
Results, as information.
Page 3 of 453
14.3 DCS 19-13 - 2018 Fourth Quarter Department Results - Economic Development and
Marketing
Proposed Resolution #11
Moved By: ________________
Seconded By: ________________
THAT Council receives Report DCS 19-13, 2018 Fourth Quarter Economic
Development and Marketing Department Results, as information.
14.4 DCS 19-14 - 2018 Fourth Quarter Department Results - Building, Planning and By-
Law Services
Proposed Resolution #12
Moved By: ________________
Seconded By: ________________
THAT Council receives Report DCS 19-14 2018 Fourth Quarter Building, Planning
and By-Law Services Department Results, as information.
14.5 FRS 19-06 - 2018 Fourth Quarter Department Results - Fire and Rescue Services
Proposed Resolution #13
Moved By: ________________
Seconded By: ________________
THAT Council receive report FRS 19-06 Fourth Quarter 2018 Fire and Rescue
Services Department Results, as information.
14.6 OPS 19-18 - 2018 Fourth Quarter Department Results - Operations Services
Proposed Resolution #14
Moved By: ________________
Seconded By: ________________
THAT Council receive Report OPS 19-18 2018 Fourth Quarter Operations Services
Department Results, as information.
14.7 RCP 19-23 - 2018 Fourth Quarter Department Results - Recreation, Culture and
Parks
Proposed Resolution #15
Moved By: ________________
Seconded By: ________________
THAT Council receive report RCP 19-23 2018 Fourth Quarter Recreation, Culture
and Parks Department Results, as information.
Page 4 of 453
15.Staff Reports
15.1 Chief Administrative Officer
15.1.1 CAO 19-05 - Regional Review Council Committee Report
Proposed Resolution #16
Moved By: ________________
Seconded By: ________________
THAT the Regional Review Council Committee supports the position of
Tillsonburg Council and the County of Oxford for a two tier governance
system in Oxford;
AND THAT the committee recommends to Council that once the province
determines the government structure that the municipality be included in a
consultation process which includes the service level review in Oxford
County;
AND THAT this resolution be provided to the Minister of Municipal Affairs
and Housing, to the Minister of Agriculture, Food and Rural Affairs and to
the area municipalities including the County of Oxford.
15.2 Clerk's Office
15.2.1 CLK 19-15 - Code of Conduct
Proposed Resolution #17
Moved By: ________________
Seconded By: ________________
THAT Report CL 19-15, Code of Conduct, be received;
AND THAT a By-Law to authorize the Code of Conduct Policy be brought
forward for Council consideration.
15.3 Development and Communication Services
15.3.1 DCS 19-10 - Graffiti By-Law
Proposed Resolution #18
Moved By: ________________
Seconded By: ________________
THAT Council receives Report DCS 19-10 Graffiti By-law for information.
AND THAT Graffiti By-Law 4278 to prohibit and regulate graffiti in the Town
of Tillsonburg be brought forward for Council consideration.
Page 5 of 453
15.4 Finance
15.4.1 FIN 19-09 - 2019 Budgetary Estimates and Tax Rates
Proposed Resolution #19
Moved By: ________________
Seconded By: ________________
THAT Council receives report FIN 19-09 2019 Budgetary Estimates and
Tax Rates;
AND THAT By-Law 4299 to provide for the adoption of budgetary
estimates, tax rates, installment due dates and to further provide for
penalty and interest on default of payment thereof for 2019 be brought
forward for Council consideration.
15.4.2 FIN 19-10 - 2019 Audit RFP Results
Proposed Resolution #20
Moved By: ________________
Seconded By: ________________
THAT Council receive Report FIN 19-10 2019 Audit RFP Results. as
information;
AND THAT Council approves Millard, Rouse & Rosebrugh LLP (Millards)
as the Town’s Auditor for the years ending December 31, 2019 through to
December 31, 2023.
15.5 Fire and Emergency Services
15.6 Operations
15.6.1 OPS 19-19 - Strategic Asset Management Policy
Proposed Resolution #21
Moved By: ________________
Seconded By: ________________
THAT Council receive Report OPS 19-19 Strategic Asset Management
Policy;
AND THAT Council adopt the Strategic Asset Management Policy.
15.6.2 OPS 19-20 - Airport Hanger Land Lease Taxiway G1 Lot 1
Proposed Resolution #22
Page 6 of 453
Moved By: ________________
Seconded By: ________________
THAT Council receive Report OPS 19-20 Airport Hanger Land Lease
Agreement Taxiway G1 Lot 1;
AND THAT By-Law 4309 to authorize the Airport Hanger Land Lease
Agreement with Karl Szordykowski of Lime Tree Assembly Inc., be brought
forward for council consideration.
15.6.3 OPS 19-21 - Airport Hanger Land Lease Taxiway G3 Lot 3
Proposed Resolution #23
Moved By: ________________
Seconded By: ________________
THAT Council receive Report OPS 19-21 Airport Hanger Land Lease
Agreement Taxiway G3 Lot 3;
AND THAT By-Law 4310 to authorize the Airport Hanger Land Lease
Agreement with #1474528 Ontario Inc. / Dave Hewitt, be brought forward
for Council consideration.
15.6.4 OPS 19-22 - Results for Tender RFT 2019-010 Hydro Utility Truck
Proposed Resolution #24
Moved By: ________________
Seconded By: ________________
THAT Council receive Report OPS 19-22 Results for Tender RFT 2019-
010 Hydro Utility Truck;
AND THAT Council award Tender RFT 2019-010 to Posi-Plus
Technologies Inc. of Victoriaville, Quebec at a cost of $347, 896.07 (net
HST included), the only bid received;
AND FURTHER THAT Council authorize a $47,896.07 increase in utility
funded debt proceeds to fund the remaining project cost.
15.6.5 OPS 19-23 - Connecting Link Funding Program Designated Project
Proposed Resolution #25
Moved By: ________________
Seconded By: ________________
THAT Council receive Report OPS 19-23 Connecting Link Funding
Program Designated Project;
AND THAT Oxford/Simcoe Street Rehabilitation from Broadway to Vienna
Road be endorsed as the Town’s project for the Connecting Link funding
Page 7 of 453
application;
AND THAT the submitted Application meets the requirements of MTO’s
Connecting Links Program as described in the Program Guide;
AND THAT a comprehensive asset management plan including connecting
links has been completed and publically posted;
AND THAT the municipality will comply with the conditions that apply to
designated connecting links under the Highway Traffic Act to ensure the
safe and efficient movement of provincial traffic;
AND THAT the project will be completed within the milestones stated in the
Application;
AND THAT the Application is complete and factually accurate;
AND THAT the Chief Administrative Officer be authorized to execute the
declaration statement within the formal application.
15.6.6 OPS 19-24 - Broadway and Trans Canada Trail PXO
Proposed Resolution #26
Moved By: ________________
Seconded By: ________________
THAT Council receive Report OPS 19-24 Broadway and Trans Canada
Trail PXO;
AND THAT By-Law 4306 to amend By-Law 3701, being a by-law to
regulate traffic and the parking of motor vehicles in the Town of Tillsonburg
be brought forward for Council’s consideration.
15.7 Recreation, Culture & Park Services
16.New Business
17.Consideration of Committee Minutes
17.1 Committee Minutes
Proposed Resolution #27
Moved By: ________________
Seconded By: ________________
THAT Council receives the Cultural, Heritage and Special Awards Advisory
Committee Minutes dated May 1, 2019 and May 6, 2019, the Economic
Development Advisory Committee Minutes dated May 14, 2019, the Regional
Review Council Committee Minutes dated May 21, 2019, and the Tillsonburg Transit
Page 8 of 453
Advisory Committee Minutes dated May 21, 2019, as information.
17.2 Business Improvement Area Board of Management Minutes
Proposed Resolution #28
Moved By: ________________
Seconded By: ________________
THAT Council receive the Business Improvement Area Board of Management
Minutes dated December 18, 2018, January 16, 2019, February 21, 2019 and March
21, 2019, as information.
17.3 Police Services Board Minutes
Proposed Resolution #29
Moved By: ________________
Seconded By: ________________
THAT Council receive the Police Services Board minutes dated April 17, 2019, as
information.
18.Motions/Notice of Motions
19.Notice of Motion for which previous Notice was Given
19.1 Councillor Gilvesy - Taxation Stabilization Reserve
Proposed Resolution #30
Moved By: ________________
Seconded By: ________________
THAT the Commercial Taxiway Rehabilitation, the Risk Assessment of Public
Access at the Airport and the Airport Hydro Load Capacity Testing at the Tillsonburg
Airport be funded from the Taxation Stabilization Reserve in the total amount of
$50,000;
AND THAT the $50,000 be reimbursed (refunded) to the Taxation Stabilization
Reserve from the sale of airport lands.
20.Resolutions/Resolutions Resulting from Closed Session
21.By-Laws
21.1 By-Law 4278, To Prohibit Graffiti on Private Property
21.2 By-Law 4305, To Adopt a Code of Conduct and Repeal By-Law 3979
21.3 By-Law 4306, To Amend By-Law 3701
Page 9 of 453
21.4 By-Law 4309, To Authorize an Airport Hanger Land Lease with Szordykowski
21.5 By-Law 4310, To Authorize an Airport Hanger Land Lease with Hewitt
21.6 By-Law 4311, To Adopt a Strategic Asset Management Policy
21.7 By-Law 4299, 2019 Final Levy
Proposed Resolution #31
Moved By: ________________
Seconded By: ________________
THAT By-Law 4278, To Prohibit Graffiti on Private Property; and
By-Law 4305, To Adopt a Code of Conduct and Repeal By-Law 3979; and
By-Law 4306, To Amend By-Law 3701; and
By-Law 4309, To Authorize an Airport Hanger Land Lease with Szordykowski; and
By-Law 4310, To Authorize an Airport Hanger Land Lease with Hewitt; and
By-Law 4311, To Adopt a Strategic Asset Management Policy; and
By-Law 4299, 2019 Final Levy, 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.
22.Confirm Proceedings By-law
Proposed Resolution #32
Moved By: ________________
Seconded By: ________________
THAT By-Law 4308 to Confirm the Proceedings of the Council meeting held on May 27,
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.
23.Items of Public Interest
24.Adjournment
Proposed Resolution #33
Moved By: ________________
Seconded By: ________________
THAT the Council Meeting of Monday, May 27, 2019, be adjourned at ___ p.m.
Page 10 of 453
1
MINUTES
Monday, May 13, 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: David Calder, CAO
Donna Wilson, Town Clerk
Kevin De Leebeeck, Director of Operations
Dave Rushton, Director of Finance
Rick Cox, Director of Recreation, Culture and Parks
Lana White, Deputy Clerk/Executive Assistant
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 5:00 p.m. Deputy Mayor Beres chaired the
meeting.
2. Closed Session
Resolution # 1
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council move into Closed Session to consider a proposed or pending
acquisition or disposition of land by the Town (proposed land acquisition).
Carried
Page 11 of 453
2
3. Adoption of Agenda
Resolution # 2
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the Agenda as prepared for the Council Meeting of Monday, May 13, 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 Rosehart
Seconded By: Councillor Gilvesy
THAT the Minutes of the Council Meeting of April 23, 2019 be approved.
Carried
7. Presentations
7.1 Oxford OPP - Tillsonburg Detachment - 2018 Year End Report
Inspector Hymers, Oxford County OPP and Chair Larry Scanlan,
Tillsonburg Police Services Board, presented the Oxford OPP -
Tillsonburg Detachment - 2018 Year End Report.
Opportunity was given for comments and questions from Council.
Resolution # 4
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives the Oxford OPP - Tillsonburg Detachment - 2018
Year End Report, as information.
Carried
Page 12 of 453
3
7.2 PUBLIC MEETING - 2019 Development Charges Background Study
Andrew Grunda, Watson & Associates, appeared before Council and
presented an overview of the 2019 Development Charges Background
Study, as part of the Public Meeting.
No members of the public appeared before Council either in support of, or
opposition to, the Study.
A by-law to be brought forward at the June 13, 2019 Council Meeting.
Resolution # 5
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT the presentation by Watson & Associates, in regards to the 2019
Development Charges Background Study, be received as information;
AND THAT a By-Law be brought forward for consideration at the June 13,
2019 Council Meeting.
Carried
8. Public Planning Meetings
Resolution # 6
Moved By: Councillor Luciani
Seconded By: Councillor Esseltine
THAT Council move into the Committee of Adjustment to hear applications for
Minor Variance at 6:41 p.m.
Carried
8.1 Application for Minor Variance - A03-19 - 11 Morning Glory Drive
(Southridge Heights Inc.)
Heather St.Clair, County of Oxford Planning Department, appeared before
Council and provided an overview of Report 2019-144 , File A03-19
Application for Minor Variance.
Opportunity was given for comments and questions from Council.
No members of the public appeared before Council either in support of, or
opposition to, the application.
Page 13 of 453
4
Council passed the following resolution.
Resolution # 7
Moved By: Councillor Luciani
Seconded By: Councillor Esseltine
THAT the Committee of Adjustment approves Application File A03-19,
submitted by Southridge Heights Inc, for lands described as Lot 34, Plan
41M-145, Town of Tillsonburg, as it relates to:
1. Relief from Table 5.37.1 – Permitted Projections into Required Yards,
to increase the permitted projection of a covered deck into a required
rear yard from 1.5 m (4.92 ft) to 2.2 m (7.21 ft), to facilitate the
construction of a pergola, on an existing deck, accessory to a single
detached dwelling on the subject lands, subject to the condition that
a building permit for the proposed pergola shall be issued within one
year of the date of the Committee's decision.
Carried
8.2 Application for Minor Variance A04-19 - 17 Wren Court (Landmark
Homes)
Mayor Molnar joined the meeting at 6:56 p.m.
Heather St.Clair County of Oxford Planning Department, appeared before
Council and provided an overview of Report 2019-145, File A04-19
Application for Minor Variance.
Opportunity was given for comments and questions from Council.
The applicant was in attendance.
No members of the public appeared before Council either in support of, or
opposition to, the application.
Council passed the following resolution.
Resolution # 8
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT the Committee of Adjustment approves Application File A4-19,
submitted by Landmark Homes (Chris Declark), for lands described as Lot
131, Plan M-16, Town of Tillsonburg, as it relates to:
Page 14 of 453
5
1. Relief from Table 9.2 – Medium Density Residential Zone Provisions
(RM), to reduce the required lot frontage from 36 m (118.1 ft) to 28 m
(91.9 ft), and;
2. Relief from Table 9.2 – Medium Density Residential Zone Provisions
(RM), to increase the maximum lot area per dwelling unit from 320 m2
(3,444.6 ft2) to 344 m2 (3,702.7 ft2).
Carried
Resolution # 9
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council move out of the Committee of Adjustment and move back
into regular Council session at 7:01 p.m.
Carried
8.3 Application for Zone Change - ZN 7-19-04 (Landmark Homes)
Heather St.Clair, County of Oxford Planning Department, appeared before
Council and provided an overview of Report CP 2019-140, File ZN 7-19-
04.
Opportunity was given for comments and questions from Council.
Valerie Schmidt, GSP Group Inc., representing Trevalli Homes, was in
attendance and spoke in favour of the application.
No members of the public appeared before Council either in support of, or
opposition to, the application.
Council passed the following resolution.
Resolution # 10
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council approves the zone change application submitted by
Landmark Homes (Trevalli Homes), whereby the lands described as Lots
40 & 41 Plan 41M-143 & Lots 3-15, 17-26 & 77 Plan 41M-144, known
municipally as 82, 84, 92, 94, 96-112, 114-115 & 117 Beech Boulevard
Page 15 of 453
6
and 34 Hemlock Drive in the Town of Tillsonburg are to be rezoned from
‘Low Density Residential – Type 1 Zone (R1A)’ to ‘Special Low Density
Residential – Type 1 Zone (R1A-sp)’ to permit a reduced front yard depth
of 6 m (19.68 ft) and a reduced rear yard depth of 9 m (29.52 ft).
Carried
9. Planning Applications
10. Delegations
10.1 History of Kinsmen Outdoor Pool
Joan Weston appeared before Council as a delegation, and provided
information on the history of the Kinsmen outdoor swimming pool.
Resolution # 11
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives the Delegation in regards to the history of the
outdoor pool, as information.
Carried
10.2 Community Living Month
Cheryl Conick and Karen Devolin, of Community Living Tillsonburg,
appeared before Council as a delegation, and provided information in
regards to Community Living Tillsonburg, and Community Living Month,
being May.
Some Board members were in attendance in support of the delegation.
A flag will fly in front of the Town Centre Mall for the week of May 13-17,
2019, and the annual Appetite for Awareness event is planned for May 16,
2019.
Resolution # 12
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives the Delegation in regards to Community Living
Month, as information.
Page 16 of 453
7
Carried
10.3 Demolition of Summer Place
Sharon Howard, representing the Tillsonburg Rowing Club, appeared
before Council as a delegation in regards to the demolition of the
boathouse.
Ms. Howard shared her pride of the Rowing Club's achievements. Her
presentation provided suggestions to potentially renovate the building, and
possibly provide opportunities for other groups as well.
Clarification was given in regards to the consultant's report, safety
concerns, and interpretation of the previous staff direction. Budget and
funding were discussed.
No further staff direction was given.
Resolution # 13
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives the Delegation in regards to the demolition of
Summer Place, as information.
Carried
11. Deputation(s) on Committee Reports
11.1 OPS 19-11 - Tillsonburg Airport Adivsory Committee - Available
Grant Funding for the Tillsonburg Regional Airport
Mark Renaud, Chair of the Airport Advisory Committee, appeared before
Council and provided an overview of Report OPS 19-11.
Resolution # 14
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives Report OPS 19-11, Tillsonburg Airport Advisory
Committee - Available Grant Funding for the Tillsonburg Regional Airport;
AND THAT the recommendation of the Tillsonburg Airport Advisory
Committee be referred to item 13.6.5, OPS 19-17, for consideration.
Page 17 of 453
8
Carried
11.2 OPS 19-12 - Tillsonburg Transit Advisory Committee - Proposed TGO
Routes and Schedule
Cindy Allen, Vice-Chair of the Tillsonburg Transit Advisory
Committee, appeared before Council and provided an overview of Report
OPS 19-12.
Next steps - a comprehensive communications package.
Resolution # 15
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives Report OPS 19-12, Tillsonburg Transit Advisory
Committee – T:GO Draft Routes and Schedule, as information.
Carried
12. Information Items
12.1 Ministry of Municipal Affairs and Housing - More homes, more
choice: Ontario's housing supply action plan
Resolution # 16
Moved By: Councillor Luciani
Seconded By: Councillor Rosehart
THAT Council receives the correspondence from the Ministry of Municipal
Affairs and Housing, in regards to More homes, more choice - Ontario's
housing supply action plan, as information.
Carried
13. Staff Reports
13.1 Chief Administrative Officer
13.1.1 CAO - HR - 19-03 Fire Chief Recruitment Committee
In terms of timeline, it will be close to the end of summer 2019 by
the time the full process is complete.
Page 18 of 453
9
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the third paragraph of the motion, to appoint members, be
removed and dealt with separately.
Defeated
Resolution # 17
Moved By: Councillor Luciani
Seconded By: Councillor Esseltine
THAT Council receives Report CAO–HR 19-03, Fire Chief
Recruitment Committee, for information;
AND THAT the Fire Chief Recruitment Committee Terms of
Reference be adopted;
AND THAT Mayor Molnar and Councillor Luciani be appointed to
the Fire Chief Recruitment Committee;
AND FURTHER THAT a by-law to appoint Mr. Terry Saelens
Acting Fire Chief be brought forward for Council consideration.
Carried
13.2 Clerk's Office
13.2.1 CLK 19-14 - Committees of Council Additional Appointments
Resolution # 18
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT Council receives Report CLK 19-14, Committees of Council
Additional Appointments;
AND THAT By-Law 4300 to amend Schedule A of By-Law 4247 be
brought forward for Council consideration.
Carried
13.3 Development and Communication Services
Page 19 of 453
10
13.3.1 Report DCS 19-08 - Community Improvement Plan Application
- 83 Rolph St (Phase 1)
Cephas Panschow, Development Commissioner, provided an
overview of Report DCS 19-08.
The applicant, Andrew Teeple of Athon Construction and
Development Corporation, was in attendance.
Resolution # 19
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT Council receives Report DCS 19-08, Community
Improvement Plan Application – 83 Rolph St (Existing Building);
AND THAT the approval granted in 2018 to the previous owner,
including Accessibility, Permit Fee Grant Back and Tax Increment
Equivalent Grant Back Program, be transferred to Oxford Lofts Inc.
Carried
13.4 Finance
13.5 Fire and Emergency Services
13.5.1 FRS 19-04 - Bayham Automatic Aid
The Automatic Aid Agreement to be reviewed annually going
forward.
Resolution # 20
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives Report 19-04, Bayham Automatic Aid
Agreement;
AND THAT By-Law No. 4301 to Authorize an Automatic Aid
Agreement be brought forward for Council consideration;
AND THAT By-Law 3442 be repealed in its entirety.
Carried
13.6 Operations
Page 20 of 453
11
13.6.1 OPS 19-13 - Airport Feasibility Analysis RFP Terms of
Reference
Resolution # 21
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT Council receives Report OPS 19-13, Airport Feasibility
Analysis RFP Terms of Reference;
AND THAT Council approves the scope defined within the Draft
Airport Feasibility Analysis Terms of Reference.
Carried
13.6.2 OPS 19-14 - Results for RFP 2019-003 OSIM Inspections
Resolution # 22
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives Report OPS 19-14, Results for RFP 2019-
003 OSIM Inspections;
AND THAT Council awards RFP 2019-003 to G. Douglass Vallee
Limited Consulting Engineers of Simcoe, ON at a cost of
$107,680.60 (net HST included), the highest scoring proposal
received.
Carried
13.6.3 OPS 19-15 - Results for Tender RFT 2019-009 Ice Resurfacer
Resolution # 23
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives Report OPS 19-15, Results for Tender RFT
2019-009 Ice Resurfacer;
AND THAT Council awards Tender RFT 2019-009 to Resurfice
Corporation of Elmira, ON at a cost of $97,790 the lowest bid
received satisfying all tender requirements.
Page 21 of 453
12
Carried
13.6.4 OPS 19-16 - Inter-Community Transit Coordinator
Resolution # 24
Moved By: Councillor Luciani
Seconded By: Councillor Parker
THAT Council receives Report OPS 19-16, Inter-Community
Transit Coordinator, as information.
Carried
13.6.5 OPS 19-17 Tillsonburg Airport Additional Funding Request
Resolution # 25
Moved By: Councillor Luciani
Seconded By: Councillor Gilvesy
THAT Council receive Report OPS 19-17, Tillsonburg Airport
Additional Funding Request;
AND THAT Council allocate $50,000 of the one-time 2019 Federal
Gas Tax top-up funding to the unfunded Airport related projects
identified in the 2019 Operations Services Business Plan.
Defeated
13.7 Recreation, Culture & Park Services
13.7.1 RCP 19-22 - F.A.R.E. Program Update
Resolution # 26
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives Report RCP 19-21 – F.A.R.E. Program
Update for information.
Carried
14. New Business
15. Consideration of Committee Minutes
Page 22 of 453
13
15.1 Committee Minutes
Resolution # 27
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives the Transit Committee Minutes dated April 16,
2019, the Memorial Park Revitalization Advisory Committee Minutes dated
April 17, 2019, the Airport Advisory Committee Minutes dated April 18,
2019, the Museum Advisory Committee Minutes dated April 25, 2019, the
Region Review Committee Minutes dated April 29, 2019, and the Parks,
Beautification and Cemetery Advisory Committee Minutes dated May 2,
2019, as information.
Carried
15.2 Tillsonburg Police Services Board Minutes
Resolution # 28
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives the Tillsonburg Police Services Board Minutes
dated January 17, 2018, June 20, 2018, August 15, 2018, September 19,
2018 and October 17, 2018, as information.
Carried
15.3 Long Point Region Conservation Authority Board of Directors
Minutes
Resolution # 29
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives the Long Point Region Conservation Authority
Board of Directors Minutes dated April 3, 2019, as information.
Carried
16. Motions/Notice of Motions
17. Resolutions/Resolutions Resulting from Closed Session
Page 23 of 453
14
18. By-Laws
18.1 By-Law 4300, To Amend Schedule A of By-Law 4247, Committee
Appointments
18.2 By-Law 4301, To Authorize an Automatic Aid Service Agreement with
Bayham
18.3 By-Law 4302, To Appoint an Acting Fire Chief
18.4 By-Law 4303, To Amend Zoning By-Law 3295 (ZN 7-19-04)
Resolution # 30
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT By-Law 4300 - To Amend Schedule A of By-Law 4247, Committee
Appointments;
By-Law 4301, To Authorize an Automatic Aid Service Agreement with
Bayham; and
By-Law 4302, To Appoint an Acting Fire Chief;
AND By-Law 4303, to Amend Zoning By-Law 3295 (ZN-19-04)
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 # 31
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT By-Law 4304, to Confirm the Proceedings of the Council Meeting held on
May 13, 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
Page 24 of 453
15
A public Open House for the Regional Government Review is scheduled for
Thursday, May 16, 2019 from 6:00 - 8:00pm in the Lion's Auditorium, Tillsonburg
Community Centre. Those wishing to speak are encouraged to pre-register with
the Town Clerk, as they will be given priority when speaking.
Take a Hike Oxford, a promotion of the Oxford County Trails Festival, is
scheduled for Sunday, June 2, 2019 in Tillsonburg, beginning at 12:30pm with
the unveiling of a Memorial Bench, in memory of Councillor Brian Stephenson. A
number of other activities are planned, ending at 4:00pm. Details can be found
on the Town's website www.tillsonburg.ca
May 21, 2019 between 2:00 - 4:00pm dogs from the Guide Dog School, along
with their handlers, will be seen walking along Broadway, in the Town Centre
Mall, and at various pet stores, to answer questions and educate the public on
the valuable services they provide.
21. Adjournment
Resolution # 32
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT the Council Meeting of Monday, May 13, 2019 be adjourned at 10:29 p.m.
Carried
Page 25 of 453
Draft Phase 1 Comprehensive Review
(Updated Growth Forecasts & Land Supply)
Paul Michiels –Manager of Planning Policy
Community Planning Office
Council -Town of Tillsonburg
Page 26 of 453
Purpose of the Study
Draft Phase 1 Comprehensive Review
Provide up-to-date population, household and employment
forecasts for the County and Area Municipalities for next
25+ years (to 2046)
Inform Official Plan policies &other municipal initiatives
Reviewed and updated approximately every 5 years
Assess the adequacy of the land supply and identify
potential growth land need
Based on Provincial methodology & accepted practice
Supply monitored/updated annually by CPO
Page 27 of 453
Draft Findings –Growth Trends
Draft Phase 1 Comprehensive Review
Age Structure
Population is aging –aging ‘baby
boom’, in-migration of seniors & out-
migration of young adults
Without substantial in-migration
population would begin to decline
100+
95 -99
90 -94
85 -89
80 -84
75 -79
70 -74
65 -69
60 -64
55 -59
50 -54
45 -49
40 -44
35 -39
30 -34
25 -29
20 -24
15 -19
10 -14
5 -9
0 -4
0%1%2%3%4%5%1%2%3%4%5%
2006 Male
2006 Female
2016 Male
2016 Female
HISTORICAL AGE STRUCTURE
OXFORD COUNTY, 2006 & 2016
Source: Hemson Consulting Ltd. based on Statistics Canada data.Migration
Recent high growth driven by in-migration (GGH & Middlesex)
Retirees and commuters to nearby areas seeking more
affordable housing & choice
Page 28 of 453
Draft Findings –Growth Trends
Draft Phase 1 Comprehensive Review
Employment Growth
Oxford has seen strong job growth
compared to SW Ontario,
particularly industrial
Job growth balanced between
industrial &“population related” jobs
Housing
Singles & semis will still dominate,
but increase in townhouses and
apartments
Housing growth outpacing
population growth due to aging 0
5,000
10,000
15,000
20,000
25,000
30,000
35,000
40,000
Single/Semi Row Apt
2001 2016
Housing by Unit Type, Oxford County
Page 29 of 453
Draft Findings -Forecasts
Draft Phase 1 Comprehensive Review
Considerably higher growth than
previous forecasts
County to add 18,300 households
and 21,000 jobs by 2046
Continued high levels of net in-
migration in short &medium term
More modest growth longer term
as population continues to age
All municipalities in County to see
substantial growth over the
forecast period
2,540
1,580
2,045
2,250
2,705
3,980
3,100 3,080 3,020
2,640 2,520
0
500
1,000
1,500
2,000
2,500
3,000
3,500
4,000
4,500
1991-96 1996-01 2001-06 2006-11 2011-16 2016-21 2021-26 2026-31 2031-36 2036-41 2041-46
Historical & Forecast Total Housing Unit Growth, 1991 -2046County of Oxford
7,524
4,254
3,348
2,124
5,273
8,950
7,410 7,810 7,950 7,600 7,400
0
1,000
2,000
3,000
4,000
5,000
6,000
7,000
8,000
9,000
10,000
1991-96 1996-01 2001-06 2006-11 2011-16 2016-21 2021-26 2026-31 2031-36 2036-41 2041-46
Historical & Forecast Total Population Growth, 1991 -2046County of Oxford
Page 30 of 453
Forecasts –Tillsonburg
Draft Phase 1 Comprehensive Review
Tillsonburg expected to see a considerable share of
overall County growth
By 2046 Tillsonburg to grow to a population of 22,200
Between 2016-2046 the Town is expected to add:
5,800 people
2,400 households
2,200 jobs
Growth Type Forecast by 5 year Intervals -Tillsonburg Growth
2016-20462016202120262031203620412046
Population 16,310 17,380 18,280 19,240 20,240 21,220 22,150 5,840
Households 7,130 7,640 8,050 8,450 8,850 9,200 9,540 2,410
Employment 8,580 9,060 9,320 9,600 9,950 10,360 10,810 2,230
Page 31 of 453
Findings –Land Need
Draft Phase 1 Comprehensive Review
Study estimates land needed to
accommodate 20-year growth (2019 to
2039)
Focus on residential & industrial land in
fully serviced settlements
Some municipalities may require
additional residential/employment land
Will require additional study (Phase II)
and, for some, boundary adjustments
Tillsonburg’s estimated land supply
Residential –66 net ha (163) surplus
Industrial –24 net ha (60 ac) surplus
Woodstock
Ingersoll
Tillsonburg
Zorra
South-West Oxford
East Zorra-Tavistock Blandford-Blenheim
Norwich
Norwich Village
Thamesford
Embro
Mt. Elgin
Plattsville
Drumbo
Innerkip
Tavistock
Page 32 of 453
Study Process & Next Steps
Draft Phase 1 Comprehensive Review
Draft study developed in consultation with Technical
Advisory Committee (TAC)
Comprised of County and Area Municipal (AM) staff
Many adjustments to reflect staff review & feedback
Draft received by County Council at April 10th meeting
Circulated to AMs &Province for review and comment
Posted for public review
http://www.oxfordcounty.ca/Your-Government/Speak-up-Oxford
Review comments received and prepare final study report
for County Council consideration
Page 33 of 453
Page 1 of 8
Report No: CP 2019-168
COMMUNITY PLANNING
Council Date: May 27, 2019
To: Mayor and Members of Tillsonburg Council
From: Heather St. Clair, Development Planner, Community Planning
Application for Zone Change
ZN 7-19-07 – Larry French
REPORT HIGHLIGHTS
The application for rezoning has been requested to permit the development of a single
detached dwelling on the subject property. The subject property is currently split zoned
‘Future Development Zone (FD)’ and ‘Special Future Development Zone (FD-1)’, which
permits a truck transport terminal in the existing industrial building on the southern portion of
the subject lands. The applicant is proposing the construction of the single detached dwelling
on the ‘FD’ portion of the subject lands, which is currently vacant.
Majority of the subject lands are affected by the Long Point Region Conservation Authority’s
Regulation Limit, given the presence of Significant Valleylands and Erosion Hazard areas.
Further, municipal water and sanitary services are not available to service the subject lands
and as such, any future development would require the establishment of a private well and
septic system.
Planning staff are not recommending approval of the application as it is not consistent with
the policies of the Provincial Policy Statement and the County’s Official Plan respecting
development on lands identified as natural hazard, and development on lands within a
designated settlement area on private water and wastewater systems.
DISCUSSION
Background
OWNER: Larry and Peggy French
10 Beth Court, Tillsonburg ON N4G 4N8
LOCATION:
The subject lands are located on the east side of Cranberry Road, lying between Beckett
Boulevard and Ostrander Road in the Town of Tillsonburg. The subject lands are legally
described as Part Lot 3, Concession 10 (Dereham) and Parts 2 & 3, 41R-2226 and municipally
known as 40 Cranberry Road, Tillsonburg.
COUNTY OF OXFORD OFFICIAL PLAN:
Schedule “C-1”
County of Oxford
Environmental Features Plan
Significant Valleyland
Page 34 of 453
Report No: CP 2019-168
COMMUNITY PLANNING
Council Date: May 27, 2019
Page 2 of 8
Schedule “C-2”
Schedule “T-1”
Schedule “T-2”
County of Oxford
Development Constraints Plan
Town of Tillsonburg
Land Use Plan
Town of Tillsonburg Residential
Density Plan
Erosion Hazard
Open Space (with a small
portion of the ‘FD-1’ zoned
lands designated Residential)
Open Space (with a small
portion of the ‘FD-1’ zoned
lands designated as Low
Density Residential)
TOWN OF TILLSONBURG ZONING BY-LAW NO.3295:
Existing Zoning:
Future Development Zone (FD)
Special Future Development Zone (FD-1) – southern portion of the subject lands
Proposed Zoning:
Amended Special Future Development Zone (FD-1)’ – to permit a single detached dwelling on
private services
PROPOSAL:
The purpose of the application is to rezone the subject lands to permit the development of a single
detached dwelling, serviced by a private well and septic system.
The subject lands, which currently contain an existing shop, are located within the Open Space
designation of the Official Plan and are regulated by the Long Point Region Conservation
Authority. These lands have also been identified as Significant Valleyland on the Oxford County
Environmental Features Plan and Erosion Hazard on the Development Constraints Plan. The
northern portion of the subject lands have also been identified as Significant Woodlands in the
Oxford Natural Heritage Systems Study.
The applicant is proposing the construction of the proposed dwelling approximately 195 m (640’)
northeast of the existing industrial building on the subject lands.
The subject lands consist of one parcel, approximately 9.2 hectares (22.7 ac) in size that has
portions located within the Town of Tillsonburg and the Township of South-West Oxford. The
portion of the lands located within the Town of Tillsonburg has an approximate area of 3.74 ha
(9.23 ac), are irregular in shape and contain an existing industrial building.
The applicant has indicated that the existing industrial building was formerly occupied as a truck
transport terminal, but is currently being used for storage. The subject lands have approximately
20 m (66 ft) of frontage on Cranberry Road and contain an existing watercourse (Swance, Kellet
& W.E. Russell Municipal Drain). Surrounding land uses are predominately agricultural to the
north and east, future development lands within the Town to the south and east are currently in
agricultural production. A number of residential uses are located to the south fronting on
Cranberry Road.
Page 35 of 453
Report No: CP 2019-168
COMMUNITY PLANNING
Council Date: May 27, 2019
Page 3 of 8
Plate 1, Location Map with Existing Zoning, shows the location of the subject property and the
existing zoning in the immediate vicinity.
Plate 2, Close-up of Subject Lands (2015 Air Photo), provides an aerial view of the subject
property.
Plate 3, Applicant’s Sketch, shows the dimensions and layout of the subject lands, as well as the
location of the existing shop and the proposed house.
Application Review
PROVINCIAL POLICY STATEMENT:
The 2014 Provincial Policy Statement (PPS) provides policy direction on matters of provincial
interest related to land use planning and development. Under Section 3 of the Planning Act,
where a municipality is exercising its authority affecting a planning matter, such decisions shall
be consistent with all policy statements issued under the Act.
Section 1.1.3.1 of the PPS provides that Settlement Areas will be the focus of growth and their
vitality and regeneration shall be promoted and that land use patterns within settlement areas
shall be based on densities and a mix of land use which efficiently uses land and resources and
are appropriate for, and efficiently use, the infrastructure and public service facilities which are
planned or available, and avoid the need for their unjustified and/or uneconomical expansion.
Further, Section 1.1.3.6 of the PPS states that new development taking place in designated
growth areas should occur adjacent to the existing built-up area and shall have a compact form,
to allow for efficient use of land, infrastructure and public service.
Section 1.6.6 of the PPS directs that when planning for sewage and water services, expected
growth and development shall be directed in such a manner that promotes the efficient use and
optimization of existing municipal sewage and water services and notes that municipal sewage
and water services are the preferred form of servicing for settlement areas. Intensification and
redevelopment within settlement areas on existing municipal services should be promoted,
wherever feasible.
Section 3.1 of the PPS also provides that development shall generally be directed to areas outside
of hazardous lands adjacent to rivers, streams and small inland lake systems which are impacted
by flooding hazards and/or erosion hazards, and that Planning authorities shall consider the
potential impacts of climate change that may increase the risk associated with natural hazards.
OFFICIAL PLAN:
The majority of the subject lands (including the area proposed for development) are designated
‘Open Space’ in the County’s Official Plan. It is an objective of the Open Space designation to
maintain and enhance important ecological functions such as the linking of Environmental
Protection Areas, the storage and filtration of ground and surface water and soil conservation.
The ‘Open Space’ designation applies to Regulatory Flood Plain areas, floodways, Conservation
Authority lands and other public lands, as well as Earth Science Areas of Natural and Scientific
Interest and parks, pathways, recreation areas and stormwater management facilities. Permitted
uses on lands designated ‘Open Space’ within a designated settlement area shall be limited to;
Page 36 of 453
Report No: CP 2019-168
COMMUNITY PLANNING
Council Date: May 27, 2019
Page 4 of 8
Active and passive recreation, including hiking/cycling, pathways, parks, conservation
areas, sports fields, golf courses, swimming areas, arenas and other leisure areas;
Enjoyment of the environment in its natural state including the conservation of soils,
fisheries and wildlife and the preservation of natural features which are distinctive and/or
valued by the community;
Enhancement of the urban environment through the introduction of greenspace areas,
pathways and corridors into the built environment, and;
Structures that are accessory or ancillary to the ‘Open Space’ use, such as accessory
residence, a golf “pro” shop, a clubhouse, refreshment stand, bleachers, swimming pool,
change-house or structure that are integral to the recreational use of the land.
The subject lands have been identified as Significant Valleylands according to the County
Environmental Features Plan. Valleylands consist of natural areas occurring in a valley or other
landform depression that has water flowing through or standing for some period of time.
Where site alteration, development or a change in land use is proposed on lands designated
Open Space or Significant Valleylands, an Environmental Impact Study (EIS) may be required to
demonstrate the proposal will not result in a negative impact, unless the Conservation Authority
having jurisdiction has indicated that an EIS is not required.
The subject lands have also been identified as Erosion Hazard in the Official Plan. Erosion
hazards mean the loss of land, due to human or natural processes, that pose a threat to life and
property. The erosion hazard limit is determined using the one hundred year erosion rate and
includes allowances for toe erosion, slow stability and access during emergencies. The erosion
hazard component of river and stream systems is intended to address river and stream bank
erosion as well as slope stability issues related to the valleys through which rivers flow. The intent
of the Erosion Hazard policies is to permit development only where the effect of erosion hazards
and unstable soils can be avoided. Land uses that are in conformity with the underlying land use
designation (Open Space) may be permitted, subject to satisfying the policies of this section.
The Official Plan also states in Section 4.2.2.5 that all new development in the large urban centres
shall be fully serviced and shall be developed on centralized waste water and water supply
facilities.
Further, Section 5.5 of the Official Plan provides that it is a strategic aim of County Council to
prepare water supply and waste water master plans to service anticipated growth in a cost
effective manner and to identify and establish priorities for new services or expansions to existing
services to provide development opportunities in each of the Area Municipalities, including the
adoption of a hierarchy of preferred servicing options as a guide for managing growth in settlement
areas based on environmental, technical and financial factors.
As such, new development will be evaluated according to the following hierarchy of servicing
options;
Extensions of servicing from a centralized water supply and waste water treatment facility;
Individual septic systems and private wells;
Extension of servicing from an existing centralized water supply system.
New development shall be directed to areas that allow for extensions to existing water, sanitary
sewage and storm water systems in an economic and practical manner within the financial
capabilities of the County or Town. New development will generally be approved and permitted
in stages of orderly progression from the termination of existing services.
Page 37 of 453
Report No: CP 2019-168
COMMUNITY PLANNING
Council Date: May 27, 2019
Page 5 of 8
TOWN OF TILLSONBURG ZONING BY-LAW:
The subject property is split zoned, with the area proposed for development within the Town of
Tillsonburg being zoned ‘Future Development Zone (FD)’ and the area in which the existing
industrial building is located being zoned ‘Special Future Development Zone (FD-1)’.
The ‘FD’ zone permits a farm, a home occupation, a public use and an existing single detached
dwelling and an existing accessory building, together with any alterations thereto made after the
passing of the By-law that do not enlarge the size of the dwelling by more than 25%. Minimum
lot area and frontage requirements for residential uses are those existing at the date of passing
of the By-law, and the ‘FD’ zone requires a minimum front and rear yard depth of 7.5 m (24.6 ft),
a minimum interior side yard of 3 m (9.8 ft) on one side and 1.2 m (3.9 ft) on the other side where
an attached garage is not provided.
Special provisions for the ‘FD-1’ zone permit a truck transport terminal or yard and accessory
uses, provided the use is restricted to the existing building and yard setbacks.
The subject lands are approximately 9.2 ha (22.7 ac) in area, with approximately 3.78 ha (9.34
ac) located within the Tillsonburg Town Boundary and approximately 20 m (66 ft) of frontage on
Cranberry Road. Any new development would be required to comply with the development
standards of the ‘FD’ zone.
Section 5.19 (Municipal Services) of the Town Zoning By-Law states:
No land shall be used or built upon and no building or structure shall be erected, used or expanded
for any purpose unless the land is serviced by municipal services (municipal water, sanitary
sewers, drainage systems and improved streets) which meet the municipal standards in effect
and have adequate capacity to service the use or development.
AGENCY COMMENTS:
The application was circulated to various public agencies considered to have an interest in the
proposal.
The Long Point Region Conservation Authority has commented that they have no objection to the
proposal, but have noted that the proposed dwelling location is within their regulation limit and as
such a permit from their office will be required prior to any development.
The Oxford County Public Works Department has indicated that there are no immediate plans to
extend municipal services along Cranberry Road and although there does appear to be a water
feed servicing approximately 4 homes in the vicinity, connection to this feed for the proposed
development would not be mandatory, as it could result in pressure/servicing issues for the
proposed dwelling or existing land uses in the area.
The Tillsonburg Building Services Department has commented that the proposed on-site sewage
disposal serving future development will require a site evaluation, as described in the Ontario
Building Code to confirm that the proposed development can be served by an on-site sanitary
sewage disposal system, as proposed. The site evaluation may be completed by any qualified
professional engineer or installer/supervisor with the Province who is experienced in the design,
installation, maintenance and/or operating of private on-site sanitary sewage disposal systems.
Page 38 of 453
Report No: CP 2019-168
COMMUNITY PLANNING
Council Date: May 27, 2019
Page 6 of 8
This Department has also commented that the applicant should be required to demonstrate
viability for the provision of private water
PUBLIC CONSULTATION:
Notice of complete application and notice of public meeting regarding this application were
circulated to surrounding property owners on April 30, 2019 and May 10, 2019. As of the writing
of this report, no comments have been received from the public.
Planning Analysis
Planning staff have reviewed the proposed zone change application to permit the development of
a single detached dwelling on the subject lands, and are of the opinion that the proposal is not
consistent with the policy direction of the Provincial Policy Statement and the County Official Plan.
The proposed zone change will result in the development of a new single detached dwelling,
within the Town of Tillsonburg on private water and sanitary services that will be located on lands
designated as Open Space and identified as Significant Valleylands and Erosion Hazards areas.
Planning staff are of the opinion that the applicant’s request to permit one new single detached
dwelling on the subject lands, which are located a significant distance from existing, serviced
development within the Town boundary is contradictory to the policies of Section 1.1.3.6 of the
PPS to permit new, compact development, adjacent to existing built up areas to allow for the
efficient use of land.
Further, the PPS provides that new development shall be directed in a manner that promotes the
efficient use and optimization of existing municipal sewage and water services and staff note that
the proposed dwelling, which will be required to be serviced by a private well and septic system,
is not consistent with the policy direction of the PPS to utilize municipal water and wastewater
services as the preferred form of servicing for settlement areas.
Majority of the subject lands are designated as Open Space in the County Official Plan, and are
further affected by Significant Valleylands and Erosion Hazards. Notwithstanding that no
comments of concern were received from the Long Point Region Conservation Authority, it is the
intent of the Official Plan to maintain lands designated for Open Space for their ecological
functions and recreational opportunities and to avoid residential development, which is better
suited to those lands designated for such purposes.
With respect to comments received from the County of Oxford Public Works Department, it is
noted that there are no immediate plans to extend municipal services along Cranberry Road that
would be available to the applicant. As such, if approved, the proposed development must be
serviced by a private well and septic system, which is also in contradiction to the policy direction
of the Provincial Policy Statement and the County Official Plan for the development of new uses
in the Town of Tillsonburg on private services.
It is the intent of these policies, together with the provisions of Section 5.19 of the Zoning By-law,
to ensure that new development is serviced by municipal water and wastewater services in an
effort to maximize existing municipal infrastructure and avoid premature or unwarranted
expansions. Approval of the applicant’s request would undermine these policies and may
contribute to additional pressure for the premature extension of such services in the event that
any of these private services were to fail.
Page 39 of 453
Report No: CP 2019-168
COMMUNITY PLANNING
Council Date: May 27, 2019
Page 7 of 8
In light of the above, Planning staff are not supportive of the applicant’s request to rezone the
subject lands to permit the construction of a new single detached dwelling. Should Council see
merit in the applicant’s proposal, the applicant should be required to demonstrate that on-site
sewage disposal and the proof of potable water are available on the subject lands prior to the
passing of an amending Zoning By-law, as noted by the Town Chief Building Official.
RECOMMENDATION
1. It is recommended that the Council of the Town of Tillsonburg not-approve the zone
change application submitted by Larry French, whereby the lands described as Part
Lot 3, Concession 10 (Dereham) and Parts 2 & 3 Plan 41R-2226, Town of Tillsonburg,
known municipally as 40 Cranberry Road, are to be rezoned from ‘Future
Development Zone (FD)’ and ‘Special Future Development Zone (FD-1)’ to allow for
the development of a single detached dwelling on private services.
SIGNATURES
Authored by: Heather St. Clair, MCIP, RPP
Development Planner
Approved for submission by: Eric Gilbert, MCIP, RPP
Senior Planner
Page 40 of 453
Report No: CP 2019-168
COMMUNITY PLANNING
Council Date: May 27, 2019
Page 8 of 8
Report Approval Details
Document Title: ZN 7-19-07_ Report.docx
Attachments: - Plates Attachment.pdf
- 7-19-07_appl-20190416.pdf
- 7-19-07_appl-sketch20190416.pdf
Final Approval Date: May 22, 2019
This report and all of its attachments were approved and signed as outlined below:
David Calder - May 22, 2019 - 12:57 PM
Page 41 of 453
April 26, 2019
This map is a user generated static output from an Internet mapping site and
is for reference only. Data layers that appear on this map may or may not be
accurate, current, or otherwise reliable. This is not a plan of survey
Legend
2950
Notes
NAD_1983_UTM_Zone_17N
147 Meters
Parcel Lines
Property Boundary
Assessment Boundary
Unit
Road
Municipal Boundary
Environmental
Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning
Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority
Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to
1:500)
Plate 1: Location Map with Existing Zoning
File No. ZN 7-19-07 - French
Part Lot 3, Concession 10 (Dereham), Part Lots 2 & 3, Plan 41R-2226, 40 Cranberry Road, Town of Tillsonburg
Subject
Lands
Cranberry
Road
Beckett Blvd
Township of
South-West
Oxford
Page 42 of 453
April 26, 2019
This map is a user generated static output from an Internet mapping site and
is for reference only. Data layers that appear on this map may or may not be
accurate, current, or otherwise reliable. This is not a plan of survey
Legend
1470
Notes
NAD_1983_UTM_Zone_17N
74 Meters
Parcel Lines
Property Boundary
Assessment Boundary
Unit
Road
Municipal Boundary
Environmental
Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning
Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority
Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to
1:500)
Plate 2: Close-up of Subject Lands (2015 Air Photo)
File No. ZN 7-19-07 - French
Part Lot 3, Concession 10 (Dereham), Part Lots 2 & 3, Plan 41R-2226, 40 Cranberry Road, Town of Tillsonburg
Subject
Lands
Cranberry
Road
Township of
South-West
Oxford
Page 43 of 453
Plate 3: Applicant's Sketch File No. ZN 7-19-07 - French Part Lot 3, Concession 10 (Dereham), Part Lots 2 & 3, Plan 41R-2226, 40 Cranberry Road, Town of Tillsonburg Page 44 of 453
ZN 7-19-07
Apr. 16/19
000220016
& Peggy
wescotrailers@rogers.com
Page 45 of 453
Page 46 of 453
Page 47 of 453
Page 48 of 453
Page 49 of 453
Page 50 of 453
Page 51 of 453
Page 52 of 453
Page 53 of 453
Page 1 of 11
Report No: CP 2019-142
COMMUNITY PLANNING
Council Date: May 27, 2019
To: Mayor and Members of Tillsonburg Council
From: Eric Gilbert, Senior Planner, Community Planning
Application for Zone Change
ZN 7-19-06 – Retsinas (Tillsonburg Property Corporation)
REPORT HIGHLIGHTS
The application for Zone Change proposes to rezone the subject property from ‘Low Density
Residential Type 1 Zone (R1)’ to ‘Special Low Density Residential Type 3 Bonus Zone (R3-
sp)’ to facilitate the construction of 2 two-storey multiple unit dwellings, consisting of 28
apartment dwelling units.
Comments received through the agency circulation of the proposal will be addressed through
the site plan approval process.
The applicant has applied to use the Bonusing Provisions of the Planning Act to permit
increased residential density, in exchange for providing 25 affordable housing units.
Planning staff are recommending that the application be supported, as it is consistent with
the policies of the Provincial Policy Statement and complies with the relevant policies of the
Official Plan respecting intensification and provision of affordable housing within the Town of
Tillsonburg.
DISCUSSION
Background
OWNER: Peter Retsinas
124 Broadway, Tillsonburg ON N4G 3P8
APPLICANT: Tillsonburg Property Corporation
237 Appin Road, Glencoe, ON N0L 1M0
AGENT: Zelinka Priamo Limited
318 Wellington Road, London, ON N6C 4P4
LOCATION:
The subject property is described as Part Lot 5, Plan 1646, and Parts 1, 3 & 8 of Reference Plan
41R-9148, in the Town of Tillsonburg. The lands are located on the south side of Concession
Street West and north side of Wilson Avenue, between Hurley Avenue and Armstrong Drive, and
are municipally known as 155 Wilson Avenue.
Page 54 of 453
Report No: CP 2019-142
COMMUNITY PLANNING
Council Date: May 27, 2019
Page 2 of 11
COUNTY OF OXFORD OFFICIAL PLAN:
Existing:
Schedule “T-1” Town of Tillsonburg Land Use Plan Residential
Schedule “T-2” Town of Tillsonburg Residential
Density Plan Low Density Residential
TOWN OF TILLSONBURG ZONING BY-LAW NO.3295:
Existing Zoning: Low Density Residential Type 1 Zone (R1)
Proposed Zoning: Special Low Density Residential Type 3 Bonus Zone (R3-sp)
For Council’s information, a number of planning applications have been previously submitted for
the subject property. The following is a brief overview of the application history:
December 1985
Applications for Official Plan Amendment (10-65), Consent (B-163/85) and Zone Change (ZON
7-111) were submitted for the subject property and adjacent property to the west located at 65
Concession St W (at that time still joined as one property) to allow for the construction of a
three storey, 23 unit apartment building on a 0.6 ha (1.49 ac) lot, with access onto Wilson
Street. The applications for Official Plan Amendment, to designate the property 'Medium Density
Residential', and Zone Change, from '(R1)' to '(R3)', were considered by Town Council on
February 11th, 1986 and Oxford County Planning Committee on February 20, 1986. The
application for zone change was denied by Town Council and, although recommended for
approval by the County Planning Department and County Planning Committee, the Official Plan
Amendment was denied by County Council at their meeting of February 26, 1986. The associated
consent application was subsequently withdrawn by the owner.
August 1986
An application for consent (B-62/86) was considered by the Oxford County Land Division
Committee for the subject property & adjacent property at 65 Concession St West at their meeting
of August 21, 1986. The application proposed to sever a 0.76 ha (1.88 ac) property, containing
no buildings or structures and retain a vacant 0.25 ha (0.62 ac) property, containing an existing
dwelling (immediate lot to the west of the subject lands). The application was granted by the
committee and the parcel was subsequently created.
August 1991
Two applications for consent (B-3/90 & B-20/90) were considered by the Oxford County Land
Division Committee for the subject property at their meeting of August 15, 1991. The owners
proposed to create two 710.7 m2 (7,650.2 ft2) residential building lots fronting on Wilson Avenue
and retain an approximately 0.6 ha (1.5 ac) lot containing no buildings or structures. The Oxford
County Land Division approved application B-3/90 (westerly lot) and denied B-20/90 (easterly lot)
stating that it was premature and might jeopardize future development of the lot to be retained.
The applicant did not fulfil the required conditions of approval within the one year time frame and
the approval lapsed.
Page 55 of 453
Report No: CP 2019-142
COMMUNITY PLANNING
Council Date: May 27, 2019
Page 3 of 11
April 1993
An application for consent (B-13/93) was considered by the County Land Division Committee at
their meeting of April 7, 1993. Similar to the previously lapsed application B-3/90, this application
proposed to sever a 696.8 m2 (7,500.5 ft2) residential building lot fronting on Wilson Street and
retain a 0.67 ha (1.67 ac) lot containing no buildings or structures (subject lands of the current
application). The application was granted and the lot was subsequently created and a single
detached dwelling constructed in 1999 (163 Wilson Street).
November 2002
A zone change application was submitted seeking to rezone the subject lands & adjacent parcel
to the east at 65 Concession St W from ‘R1’ to ‘R3-sp’ to permit the development of a residential
condominium consisting of 16 one storey cluster dwellings. Town Council considered the
application on November 25, 2002 and deferred the application to allow the owner to submit a
formal site plan application to address traffic, slope stability, servicing and site design issues. A
formal site plan application was never submitted.
October 2013
In August 2013 four severance applications (B13-22-25-7) were submitted to create two vacant
residential building lots on the north side of Wilson Avenue, and to permit a lot addition to provide
additional area for access to a vacant residential parcel (current subject property). The consent
applications were approved by the Oxford County Land Division Committee on October 3, 2013.
The owner satisfied the conditions of consent and the lots and lot additions were finalized.
August 2014
In August 2014 a zone change application (ZN 7-14-10) was submitted by the owner of the
property to rezone the current subject property from ‘R1’ to ‘R3-sp’ to permit the development of
12 condominium townhouses, fronting on a private street. The application was circulated for
comments, however a detailed site plan was not provided to determine zoning compliance and
the file was closed in 2015 after the required information was not provided. The application did
not proceed to a public meeting.
The applicant of the current application (Tillsonburg Property Corporation) has conditionally
purchased the property from the owner, subject to this zoning by-law amendment application
being successful.
PROPOSAL:
The current application for Zone Change proposes to rezone the lands to ‘Special Low Density
Residential Type 3 Bonus Zone (R3-sp)’ to facilitate the construction of 2, two-storey multiple unit
dwellings, consisting of 28 apartment dwelling units.
The applicant has also requested a reduced minimum lot area per dwelling unit, a reduced
separation between the two multiple unit dwelling buildings, special provisions to permit two
buildings with 14 units in each building, and to recognize the existing lot frontage on Wilson
Avenue.
For Council’s information, the proposed development will consist of 25 affordable housing units
and 3 market rate units. The applicant received a commitment for funding for the affordable
Page 56 of 453
Report No: CP 2019-142
COMMUNITY PLANNING
Council Date: May 27, 2019
Page 4 of 11
housing units from Oxford County through the Federal/Provincial Investment in Affordable
Housing program, the Ontario Housing Priorities Initiative, and Oxford County Housing reserve.
The applicant will be required to enter into an agreement with the County of Oxford to ensure the
25 units remain affordable for a minimum of 20 years. The requested funding is to be used to
reduce the cost to create 25 affordable rental units, with rents to be 80% of the average market
rent.
An October 2018 Canadian Mortgage and Housing Corporation (CMHC) report estimated the
average monthly market rent in Tillsonburg to be $652 for a bachelor apartment, $750 for an one
bedroom apartment, $877 for a two bedroom apartment, and $939 for a three bedroom apartment.
The applicant has requested the proposed number of units on the lands under the Bonusing
Provisions of the Planning Act (Section 37) & Section 10.3.10 of the Official Plan to facilitate the
development of an affordable housing project in exchange for increased residential density on the
subject lands.
Surrounding land uses include low density residential uses to the west and south, with ravine
lands to the north and east.
Plate 1, Location Map with Existing Zoning, shows the location of the subject property and the
existing zoning in the immediate vicinity.
Plate 2, 2015 Aerial Map, provides an aerial view of the subject property.
Plate 3, Applicant’s Site Plan, depicts the proposed location and site design of the development.
Application Review
PROVINCIAL POLICY STATEMENT:
The 2014 Provincial Policy Statement (PPS) provides policy direction on matters of provincial
interest related to land use planning and development. Under Section 3 of the Planning Act, where
a municipality is exercising its authority affecting a planning matter, such decisions “shall be
consistent with” all policy statements issued under the Act.
Section 1.1.1 provides that healthy liveable and safe communities are sustained by
accommodating an appropriate range and mix of residential (including second units, affordable
housing, and housing for older persons) to meet long-term needs, and promoting cost-effective
development that minimizes land consumption and servicing costs.
Section 1.1.3.1 of the PPS states that Settlement Areas will be the focus of growth and their vitality
and regeneration shall be promoted. Land use patterns within settlement areas shall be based
on:
densities and mix of land uses which are appropriate for, and efficiently use the
infrastructure and public service facilities which are planned or available;
support active transportation;
efficiently use land and resources;
a range of uses and opportunities for intensification and redevelopment in accordance
with the criteria in policy 1.1.3.3, where this can be accommodated.
Section 1.1.3.4 directs that appropriate development standards shall be promoted which facilitate
intensification, redevelopment and compact form, while avoiding or mitigating risks to public
health and safety.
Page 57 of 453
Report No: CP 2019-142
COMMUNITY PLANNING
Council Date: May 27, 2019
Page 5 of 11
Further, Section 1.4 Housing, specifically ss. 1.4.3, states that planning authorities shall provide
for an appropriate range and mix of housing types and densities to meet projected requirements
of current and future residents of the regional market area by:
Establishing and implementing minimum targets for the provision of housing which is
affordable to low and moderate income households;
Permitting and facilitating all forms of housing required to meet the social, health and well-
being requirements of current and future residents;
Directing the development of new housing towards locations where appropriate levels of
infrastructure and public service facilities are or will be available to support current and
projected needs;
Promoting densities for new housing which efficiently use land, resources, infrastructure
and public service facilities, and support the use of active transportation and transit in
areas where it exists or is to be developed; and
Establishing development standards for residential intensification, redevelopment and
new residential development which minimize the cost of housing and facilitate compact
form, while maintaining appropriate levels of public health and safety.
OFFICIAL PLAN:
The subject property is designated Low Density Residential as per Schedule T-2, Residential
Density Plan for the Town of Tillsonburg, as contained in the Oxford County Official Plan.
Section 8.2.1 of the Official Plan (Housing Development and Residential Areas - Strategic
Approach) identifies a number of strategies "to provide present and future residents of Tillsonburg
with a choice of adequate and affordable housing which meets their needs".
The strategies developed to achieve this goal include:
Accommodating the present and future demand for housing in Tillsonburg through the
efficient use of vacant residentially-designated lands, underutilized parcels in built-up
areas and existing housing stock in all neighbourhoods, with the objective of also reducing
energy consumption, decreasing the financial burden of underutilized municipal services,
and relieving pressure for development of natural areas and open spaces;
Facilitating a choice of housing type, tenure, cost and location that meets the changing
needs of all types of households by providing for a variety and mix of housing throughout
the Town;
Increasing the supply of affordable housing by integrating adequate housing for low and
moderate income households and those with special needs throughout the Town and
establish and monitor minimum affordable housing targets to ensure that the percentage
of affordable housing is maintained or enhanced;
Promoting and facilitating the provision of affordable housing through the co-operative
efforts of all levels of government, the private sector and volunteer interest groups through
such means as technical assistance, land conveyances, joint ventures, regulatory
measures, and incentives.
The policies contained within Section 8.2.2.2 – Tenure Mix, provides that Town Council shall
encourage the creation of housing opportunities that may result in a mix of tenure forms, such as
ownership, rental, and cooperative, throughout the Town. Such encouragement will include the
provision of opportunities for the development of a variety of housing forms in newly developing
areas and by permitting sensitive infilling and accessory apartments in built-up areas.
Policies contained within Section 8.2.2.5 – Residential Intensification and Redevelopment,
promote residential intensification in appropriate locations to make more efficient use of existing
Page 58 of 453
Report No: CP 2019-142
COMMUNITY PLANNING
Council Date: May 27, 2019
Page 6 of 11
land, infrastructure, and public services. Residential intensification is permitted in appropriate
locations within the Residential and Central Areas of the Town, subject to complying with the
policies of the associated land use designations pertaining to the density, form and scale of
residential development being proposed.
Section 10.3.10 of the Official Plan includes policies which relate to ‘bonus zoning’. Under the
provisions of the Planning Act, a municipality may include zoning regulations that permit increases
to height and density limits applicable to a proposed development in return for such facilities,
services or matters as set out in the By-law.
The facilities, services or matters that would be provided in consideration of density bonus should
be reasonable, in terms of cost/benefit implications for both the municipality and the developer
and must result in a benefit to the general public and/or an enhancement of the design or
amenities of a development to the extent that a greater density or height is warranted. Also, the
height or density bonus received should not result in a scale of development that is incompatible
with adjacent uses or exceeds the capacity of available municipal services.
Area Councils may pass By-laws providing for bonusing to achieve, among other objectives,
support for the development of affordable housing and the preservation of structures and/or
districts identified as architecturally and/or historically significant by the municipality.
As a condition of the application of bonus zoning provisions to a proposed development, the owner
of the subject land will be required to enter into an agreement with the Town to be registered
against the title to the land. The agreement will set out the facilities, services or matters that are
to be provided, the timing of their provision and the height or density bonus to be given.
TOWN OF TILLSONBURG ZONING BY-LAW:
The subject property is currently zoned ‘Low Density Residential Type 1 Zone (R1)’, according to
the Town of Tillsonburg Zoning By-law. The R1 zone permits a single detached dwelling and
accessory uses thereto.
The applicant is proposing to rezone the subject property to ‘Special Low Density Type 3 Bonus
Zone (R3-sp)’ to facilitate the construction of two multi-unit dwellings, consisting of 28 apartment
units.
The proposal requires the relief detailed below:
Provision Required Proposed
Minimum Lot Area per Unit 330 m2 (3,552.21 ft2) 212.26 m2 (2,284.79 ft2)
Minimum Lot Frontage 20 m (65.6’) 10.68 m (35.05’)
Distance Between Buildings 12.5 m (41’) 7.59 m (24.9’)
Number of Dwellings or
Dwelling Units, Maximum
4 units in 1 building (max) 14 units in 2 buildings (max)
The purpose of the minimum lot area and maximum number of dwellings per building and
buildings per lot provisions of the Zoning By-Law is to ensure that the density of the development
is appropriate, and there is sufficient space for parking, amenity areas, access, and a suitable
building envelope to ensure the development will function appropriately.
The purpose of the minimum lot frontage provisions is to ensure that the subject lands have
sufficient frontage on an open and maintained public street to provide adequate driveway widths
and emergency access. In this instance, notwithstanding the 75 m of frontage that the subject
Page 59 of 453
Report No: CP 2019-142
COMMUNITY PLANNING
Council Date: May 27, 2019
Page 7 of 11
lands appears to have on Concession Street West, there is a 0.3 m reserve (Part 3 of 41R-3452)
that precludes direct access to Concession Street West. The purpose of the 0.3 m reserve is to
restrict access due to poor sightlines.
The provisions of the R3 zone (Section 8.2.1) require that where more than one multiple unit
dwelling is erected on a lot, the minimum distance between the exterior walls of two multiple unit
dwellings shall be 12.5 m (41’). In this instance, the applicant is proposing to construct the
buildings with a setback of 7.5 m (24.6’).
The proposed site plan submitted by the applicant appears to comply with the other provisions of
the zoning by-law, including required landscaped open space, maximum permitted lot coverage,
required amenity area, required front yard depth, interior side yard width, and rear yard depth
provisions of the R3 zone.
Section 5.24.2.1 of the Zoning By-Law requires 1.5 parking spaces per dwelling unit, or 42 parking
spaces for the 28 proposed apartment dwellings, including 2 accessible parking spaces. The 1.5
spaces per dwelling unit includes visitor parking requirements. Parking areas are required to be
at least 1.5 m (5 ft) from interior lot lines. The applicant’s proposal satisfies the parking
requirements.
AGENCY COMMENTS:
The proposal was circulated to various public agencies considered to have an interest in the
application.
Bell Canada indicated that they have no comments at this time.
Town of Tillsonburg Building Services indicated that the owner provide OBC spatial separation /
limiting distance calculations prepared by an architect to verify Ontario Building Code setback
requirements between buildings A, B, &C. The length of the fire route turnaround to be verified
by Tillsonburg Fire Services through the site plan approval process. The project will be subject
to site plan control.
Oxford County Public Works Department indicated that they had no comments on the zoning by-
law amendment. Servicing comments will be provided once a site plan submission has been
made.
Town of Tillsonburg Engineering Services Department indicated that matters such as lot grading,
servicing, drainage, and stormwater management will be addressed at the site plan stage. A traffic
impact study will be required through the site plan approval process.
Town Development Commissioner provided the following comments:
Despite the significant increase in density, I support the applicant based on the suitable site plan
and the use of an irregularly shaped site in a way that mitigates the impact on the neighbouring
properties. The sloped nature of the site and the access to Concession St W mitigates the impact
to the neighbourhood. This development is reminiscent of how mixed use communities are
developed. Further, while the Tillsonburg rental market has historically experienced low vacancy
rates, the availability of affordable housing is even lower. Supporting this project will significantly
increase the supply of affordable housing in the Tillsonburg market and help at a time when
housing prices are at an all-time high.
Page 60 of 453
Report No: CP 2019-142
COMMUNITY PLANNING
Council Date: May 27, 2019
Page 8 of 11
PUBLIC CONSULTATION:
Notice of complete application and notice of public meeting regarding this application were
circulated to surrounding property owners within 120 m (400’) on two occasions, April 18, 2019 &
May 10, 2019. Planning staff responded to queries about the proposal from a number of residents
who reside in the Hickory Hills community to the south. A number of residents expressed
concerns with the proposed access and density of the development; written comments received
are attached to this report.
The applicant also hosted a community open house, on May 14, 2019. Invitations were sent to
the adjacent residents who received notice of complete application and notice of public meeting
by mail, within 120 m (400’) of the subject lands.
Planning Analysis
The application for Zone Change proposes to rezone the lands to ‘Special Low Density
Residential Type 3 Bonus Zone (R3-sp)’ to facilitate the construction of 2, two-storey multiple unit
dwellings, consisting of 28 apartment dwelling units.
The proposed development of the subject lands will provide more housing choice for the residents
of Tillsonburg and is considered to be an efficient use of the lands, municipal services and
infrastructure. It is the opinion of this Office that the subject application is consistent with the
housing, intensification, and redevelopment policies of the PPS. Additionally, staff are of the
opinion that this proposal will assist in providing a mix of housing types and tenures for current
and future residents of the Town.
The proposal complies with the policies contained within Section 8.2.2.2 of the Official Plan that
encourage the creation of housing opportunities that may result in a mix of tenure forms, such as
ownership, rental, and cooperative, throughout the Town. The proposal is also consistent with
the policy direction within Section 8.2.2.5 that promotes residential intensification in appropriate
locations to make more efficient use of existing land, infrastructure, and public services.
The subject lands comprise approximately 0.59 hectares (1.47 ac) and the applicant’s proposal
is to develop 28 residential units on the site. As such, the proposal constitutes a net residential
density of approximately 47 units/ha (19 units/ac), which exceeds the low density range provisions
of 30 units/ha (12 units/ac). That being said, Town Council in accordance with the density bonus
policies, may allow an increase in the density of development beyond the limit otherwise permitted
in return for the provision of affordable housing.
The Official Plan recognizes the importance of increasing the supply of affordable housing within
Tillsonburg and directs that the Town may consider the use of reduced municipal infrastructure
requirements and lot standards on a site-specific basis to facilitate the delivery of affordable
housing provided that the use of such measure continues to meet the overall objectives of the
Plan.
In light of the foregoing, this Office is of the opinion that the consideration of the applicant’s
proposal in the context of bonus zoning provisions of the Official Plan is appropriate. The applicant
has indicated that the proposed development will be financed through federal, provincial and
County funding administered by the County of Oxford. Matters related to securing the
development for affordable housing can be addressed through a development agreement against
Page 61 of 453
Report No: CP 2019-142
COMMUNITY PLANNING
Council Date: May 27, 2019
Page 9 of 11
the title of the lands in accordance with the provisions for bonus zoning as contained in the
Planning Act.
The proposed multiple-unit dwelling buildings will be a low-rise type of development, consisting
of two 2-storey buildings with 14 units that will each have separate exterior entrances. The
buildings will be a mix of one and two bedroom units, with a separate shared building for laundry
and mechanical facilities. The applicant has not sought any relief to the maximum permitted
height provisions of the R3 zone, and the proposed building has a height of 7.47 m (24.5’), less
than the maximum permitted height of 11 m (36’).
The buildings are proposed to be situated 24.8 m (81.4’) from the common lot line with existing
residential development to the south, fronting on the north side of Wilson Avenue, and the
proposed parking area can accommodate all required parking and appears to meet all provisions
for parking areas. Through the site plan process issues relating to lot grading and drainage,
servicing, fencing and landscaping will be addressed to the satisfaction of the Town. Given the
modest height of the buildings, and their separation from the low density uses to the south, and
the 2.0 m (6.6’) planting strip for fencing and landscaping adjacent to the common lot line, planning
staff do not anticipate that the development will have adverse impacts on surrounding existing
residential uses.
Planning staff are of the opinion that the reduced minimum lot area, reduced lot frontage, reduced
separation between buildings and increased dwelling units per building necessary to facilitate the
development are appropriate and should be given favourable consideration. The lot area
provisions are typically designed to ensure that the density is appropriate and there is sufficient
space for all buildings and structures, parking and adequate space for landscaping. In this
instance, the applicant has provided a proposed site plan demonstrating that all required parking
can be accommodated on site, and amenity areas will remain to the north on the remaining table
land between the proposed buildings and Concession St W.
The applicant proposes to recognize the existing frontage on Wilson Avenue, which will serve as
the sole access to the site. The lands also would appear to have approximately 75 metres (246’)
of frontage on Concession Street West, however there is a 0.3 m reserve that is owned by the
Town of Tillsonburg that restricts access to Concession Street West due to the topography of the
site and the grade and poor sightlines of Concession Street. The frontage of 10.88 m (36’) is
anticipated to be wide enough to accommodate the required 7.3 m (24’) aisle width for driveway
access, and the 1.5 m (4.9’) setback from the interior lot lines.
The provisions of the R3 zone permit one multiple unit dwelling consisting of 4 dwelling units, and
Section 8.2.1 requires that where more than one multiple unit dwelling is erected on a lot, the
minimum distance between the exterior walls of two multiple unit dwellings shall be 12.5 m (41’).
In this instance, the applicant is proposing to construct the buildings with a setback of 7.5 m
(24.6’). Planning staff are of the opinion that this is appropriate in this instance due to the shape
of the subject lands, and the required solar orientation (east-west) for the rooftop solar that is part
of the passive house design for energy efficiency. Having separate smaller buildings would make
meeting the energy efficiency requirements of the passive house design very difficult to meet.
Additionally, given the topography of the site, increasing the separation between the buildings
while maintaining the required interior side yard width and the east-west orientation would not be
possible. The applicant will be required to provide confirmation from an architect that the reduced
setback between buildings is will not create any concerns with respect to the spatial separation
and limiting distance requirements of the Ontario Building Code.
Page 62 of 453
Report No: CP 2019-142
COMMUNITY PLANNING
Council Date: May 27, 2019
Page 10 of 11
In light of the foregoing, this Office is satisfied that the applicant’s proposal to rezone the subject
lands to facilitate the development of two 2-storey, multiple unit dwellings with 28 residential units
is consistent with the PPS and maintains the general intent and purpose of the Official Plan.
RECOMMENDATION
It is recommended that the Council of the Town of Tillsonburg approve-in-principle the
zone change application submitted by Tillsonburg Property Corporation, whereby the
lands described Part Lot 5, Plan 1646, and Parts 1, 3 & 8 of Reference Plan 41R-9148 known
municipally as 155 Wilson Avenue are to be rezoned from ‘Low Density Residential Type
1 Zone (R1)’ to ‘Special Low Density Residential Type 3 Bonus Zone (R3-sp)’ to facilitate
the development of two, 2-storey multiple unit dwellings consisting of 28 apartment
dwelling units.
AND FURTHER THAT Town Council authorize the Mayor and Clerk to enter into an
agreement with Tillsonburg Property Corporation under Section 37(3) of the Planning Act
regarding the provision of 25 affordable housing units at 155 Wilson Avenue in the Town
of Tillsonburg.
SIGNATURES
Authored by: original signed by Eric Gilbert, MCIP RPP
Senior Planner
Approved for submission: original signed by Gordon K. Hough, RPP
Director
Page 63 of 453
Report No: CP 2019-142
COMMUNITY PLANNING
Council Date: May 27, 2019
Page 11 of 11
Report Approval Details
Document Title: ZN 7-19-06_ Report.docx
Attachments: - Report Mapping.pdf
- 7-19-06-appl-20190410.pdf
- 7-19-06-planning_justification_report-20190410.pdf
- 7-19-06_public_comments-20190521.pdf
Final Approval Date: May 22, 2019
This report and all of its attachments were approved and signed as outlined below:
David Calder - May 22, 2019 - 1:04 PM
Page 64 of 453
April 10, 2019
This map is a user generated static output from an Internet mapping site and
is for reference only. Data layers that appear on this map may or may not be
accurate, current, or otherwise reliable. This is not a plan of survey
Legend
1020
Notes
NAD_1983_UTM_Zone_17N
51 Meters
Environmental
Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning
Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority
Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to
1:500)
Plate 1: Location Map with Existing Zoning
File No: ZN 7-19-06: Peter Retsinas (Akubuilt Construction)
Part Lot 5, Plan 1646, Part Lot 52, Plan 41M-88, Parts 1,3 & 8 of 41R-9148, 155 Wilson Avenue, Town of Tillsonburg
Subject
Property
Concession Street
West
Wilson
Avenue
Hurley
Avenue
Armstrong
Drive
Charlotte
Avenue
Page 65 of 453
April 10, 2019
This map is a user generated static output from an Internet mapping site and
is for reference only. Data layers that appear on this map may or may not be
accurate, current, or otherwise reliable. This is not a plan of survey
Legend
510
Notes
NAD_1983_UTM_Zone_17N
26 Meters
Environmental
Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning
Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority
Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to
1:500)
Plate 2: 2015 Aerial Map
File No: ZN 7-19-06: Peter Retsinas (Akubuilt Construction)
Part Lot 5, Plan 1646, Part Lot 52, Plan 41M-88, Parts 1,3 & 8 of 41R-9148, 155 Wilson Avenue, Town of Tillsonburg
Concession Street
West
Wilson
Avenue Armstrong
Drive
Subject
Property
Page 66 of 453
Plate 3: Applicant's Site Plan
File No: ZN 7-19-06: Peter Retsinas (Akubuilt Construction)
Part Lot 5, Plan 1646, Part Lot 52, Plan 41M-88, Parts 1,3 & 8 of 41R-9148, 155 Wilson Avenue, Town of Tillsonburg
Page 67 of 453
ZN 7-19-06
Apr. 10/19
Apr. 10/19 000300974
155
timz@akubilt.ca
Page 68 of 453
Page 69 of 453
X
B13-23-7
B13-24-7
B13-25-7 Approved
Page 70 of 453
Page 71 of 453
Page 72 of 453
Planning Justification Report
150 Wilson Avenue -Tillsonburg ON
Tillsonburg Properties Corp.
April, 2019
Table of Contents
1.0 INTRODUCTION ......................................................................................................... 3
2.0 THE SUBJECT LANDS ............................................................................................... 3
2.1 Surrounding Land Uses ............................................................................................... 4
3.0 PROPOSED DEVELOPMENT .................................................................................... 5
4.0 PROPOSED APPLICATION ....................................................................................... 8
5.0 PLANNING DOCUMENT REVIEW AND ANALYSIS .................................................. 9
5.1 2014 Provincial Policy Statement (PPS) ...................................................................... 9
5.2 County of Oxford Official Plan .................................................................................... 10
5.2.1 County of Oxford Official Plan Policies ............................................................ 10
5.2.2 Town of Tillsonburg Land Use Policies ............................................................ 12
5.3 Analysis of the Town of Tillson burg Zoni ng By-Law ................................................... 21
5.4 Servicing .................................................................................................................... 22
6.0 CONCLUSIONS ........................................................................................................ 23
Zelinka Priamo Ltd. Page 2
Page 73 of 453
Planning Justification Report
150 Wilson Avenue-Ti/lsonburg ON
Ti/lsonburg Properties Corp.
1.0 INTRODUCTION
April, 2019
An application has been submitted by Tillsonburg Property Corp. ('TPC') to the Town of
Tillson burg to amend the Zoning By-law to permit affordable housing in the form of multiple-unit
residential buildings on lands fronting on the north side of Wilson Avenue, between Hurley
Avenue and Armstrong Drive, known municipally as 150 Wilson Avenue in the Town of
Tillsonburg ("subject lands").
The intent of the proposed Zoning By-law Amendment is to seek approvals to allow for two, 2-
storey multiple-unit residential buildings containing a total of 28 units to provide for affordable
housing, consistent with the Bonus Zoning provisions in the Official Plan.
The purpose of the following land use planning justification report is to evaluate the proposed
Zoning By-Law Amendment, within the context of existing land use policies and regulations,
including the Provincial Policy Statement ("PPS"), the County of Oxford Official Plan, and the
Town of Tillsonburg Zoning By-law.
2.0 THE SUBJECT LANDS
The subject lands are located between Concession Street West to the north and Wilson Avenue
to south; between Hurley Avenue to the west and Armstrong Drive to the east. The subject
lands have a frontage of approximately 10.7 metres (35.13 ft) along Wilson Avenue and, and a
frontage of approximately 73.4 metres (240.83 ft} along Concession Street West; and have an
approximate area of 0.59 hectares (1.47 acres) (see Figure 1 ).
The subject lands do not contain any significant natural features or vegetation; are currently
vacant but have an existing access point for vehicular access off of Wilson Avenue. The
elevation of the subject lands increases significantly from Concession Street and gradually
levels off towards Wilson Avenue.
Zelinka Priamo Ltd. Page 3
Page 74 of 453
Planning Justification Report
150 Wilson Avenue-Tillsonburg ON
Tillsonburg Properties Corp.
Figure 1: The Subject Lands
2.1 SURROUNDING LAND USES
April, 2019
The immediate surrounding land uses consist of low density residential to the north, south, and
west; and open space (Cedar Creek & trail system to the north and east. Further north (across
Concession Street) are low density residential and institutional uses (Glendale High School,
Tillsonburg Community Church); further west is low density residential and institutional
(Westfield Public School, Tillsonburg Christian Reformed Church); further south is low density
residential; and further east is the main commercial district for the Town of Tillsonburg (see
Figure 2).
Zelinka Priamo Ltd. Page 4
Page 75 of 453
Planning Justification Report
150 Wilson Avenue-Tillsonburg ON
Tillsonburg Properties Corp.
Figure 2: Surrounding Land Uses
April, 2019
Concession Street is classified as an Arterial Road, and Wilson Avenue is classified as a Local
Road within the Town of Tillsonburg Official Plan. The subject lands are within convenient
walking distance to restaurants, recreational uses, institutional uses, and a wide range of
commercial business and services along Broadway Street.
3.0 PROPOSED DEVELOPMENT
The proposed development of the subject lands would allow for two, 2-storey multiple-unit
residential buildings to provide affordable housing (Figures 3 & 4). The proposed multiple-unit
buildings would contain a total of 28 residential units, consisting of one and two bedroom units.
Due to the significant increase in topography between the subject lands and Concession Street
West, the proposed development, including site access and main building entrances, is directed
towards Wilson Avenue. 42 parking spaces, including 6 accessible spaces will be provided at
grade south of the proposed buildings, adjacent to the rear yards of the single-detached
dwellings that front on to Wilson Avenue.
Zelinka Priamo Ltd. Page 5
Page 76 of 453
Planning Justification Report
150 Wilson Avenue-Tillsonburg ON
Tillsonburg Properties Corp.
Q..j$.ti)Q (U.M11"1.~ ----
,_
Figure 3: Conceptual Site Plan
Zelinka Priamo Ltd.
--~'·"J
~----
---I
1
LOT 23 I tor n
I
HEGlS Jr,R[[) I
--~
..... -
101
PLAN
21
I I LOr 20
I
I
41 M
__ L __
April, 2019
Page 6
Page 77 of 453
Planning Justification Report
150 Wilson Avenue-Tillsonburg ON
Til/sonburg Properties Corp.
Figure 4: Conceptual 30 Renderings
April, 2019
Outdoor common amenity space opportunities exist between, as well as to the north of, the
proposed buildings. Pedestrian entrances can be accessed directly from Wilson Avenue, and
from the front parking area.
Zelinka Priamo Ltd. Page 7
Page 78 of 453
Planning Justification Report
150 Wilson Avenue-Tillsonburg ON
Tillsonburg Properties Corp.
April, 2019
Garbage and recycling disposal are provided via in-ground molok cylinders at the west end of
the site. Laundry facilities are provided in a stand-alone mechanical/laundry building between
the two multiple-unit buildings.
More technical details for the proposed development in terms of landscaping/buffering, fencing,
lighting, building materials will be more appropriately addressed through a future Site Plan
Approval process, to the satisfaction of the Town of Tillsonburg.
4.0 PROPOSED APPLICATION
The proposed development requires a Zoning By-law Amendment ("ZBA") for the subject lands
to be re-zoned from Low Density Residential-Type 1 (R1) and Low Density Residential-Type
1 Special Provision (R1-3), to a Low Density Residential -Type 3 Special Provision Bonus
Zone (R3-_/B-_) to permit two 2-storey multiple-unit residential buildings that would provide
affordable housing units. The required bonusing and site specific provisions are noted in the
following full Zoning Data table:
Low Density Residential (R3) Required Proposed
Lot Area Per Unit 330 m2 (minimum) 212.26 m2*
Lot Frontage 20 m (minimum) 10.683 m**
Lot Depth 30 m (minimum) 67.908 m
Front Yard Setback 7.5 m (minimum) 55.39 m
Interior Side Yard Depth 4.5 m (minimum) 5.3m (west)
Interior Side Yard Setback
(east) 4.5 m (minimum) 5.89 m
Rear Yard Depth 10.5 m (minimum) 25.19 m
Setback to Arterial Road 20.5 m (minimum) 35.44 m
Lot Coverage 40% (maximum) 16.15%
Height 11.0 m (maximum) 7.47 m
Landscaped Open Space 30% (minimum) 52.71%
Zelinka Priamo Ltd. Page 8
Page 79 of 453
Planning Justification Report
150 Wilson Avenue-Tillsonburg ON
Tillsonburg Properties Corp.
No. of Dwellings Units Per
Building
Gross Floor Area Per Unit
Amenity Area Per Unit
Distance Between Buildings
Density (28 units)
Parking Spaces
*Denotes Bonus Zone provisions
**Denotes Site-specific provision
April, 2019
4 in 1 Building (maximum) 14 units x 2 Buildings*
n/a 54.0 m2
48.0 m2 (minimum) 111.9 m2
12.5 m (minimum) 7.59 m*
30 units per hectare 48 uph*
42 spaces (1 .5/unit) 42 spaces
5.0 PLANNING DOCUMENT REVIEW AND ANALYSIS
5.1 2014 PROVINCIAL POLICY STATEMENT (PPS)
The Provincial Policy Statement (PPS), issued under the authority of Section 3 of the Planning
Act "provides policy direction on matters of provincial interest related to land use planning" in
order to ensure efficient, cost-efficient development and the protection of resources. All planning
applications, including ZBA applications, are required to be consistent with these policies.
The proposed ZBA to permit multiple-unit residential buildings on the subject lands is consistent
with the PPS for the following reasons:
• The subject lands are located within a built-up area and are proposed to be connected
to municipal services (Sections 1.1.3.1 and 1.1.3.2) and, as such, the proposed
development promotes cost-effective development to minimize land consumption and
servicing by utilizing existing facilities (Sections 1.1.1.e and 1.6.6.2);
• The proposed development is considered residential intensification under the PPS, as
it will take place on lands that are vacant and underutilized, and which makes efficient
use of land and existing and planned services and will not create undue adverse impacts
on surrounding uses (Sections 1.1.3.3, 1.1.3.4, 1.4.1, and 1.4.3);
• The proposed development provides housing consistent with affordable housing needs
in the Town of Tillsonburg in an underutilized location well suited for increased density
(Sections 1.1.1.b), 1.4.1, and 1.4.3.);
Zelinka Priamo Ltd. Page 9
Page 80 of 453
Planning Justification Report
150 Wilson Avenue-Tillsonburg ON
Tillsonburg Properties Corp.
April, 2019
• The proposed development and the intended users will make efficient use of existing
and planned transportation infrastructure and is well suited to promote active
transportation (Sections 1. 6. 7. 2, 1. 6. 7.4, and 1. 6.7. 5).
5.2 COUNTY OF OXFORD OFFICIAL PLAN
5.2.1 County of Oxford Official Plan Policies
The County of Oxford Official Plan ("OP") provides broad policies regarding various land uses
within Oxford County and its various municipalities, as well as more detailed policy guidance
for the local area municipalities. Decisions regarding land use in the Town of Tillsonburg must
be consistent with the OP.
According to Section 2.1.1 (Growth Management) of the OP,
"Settlements will be required to develop land use patterns, and a mix of uses and
densities that efficiently use land and resources, are appropriate for, and efficiently use,
existing or planned infrastructure and public service facilities, support active
transportation and existing or planned transit, are freight-supportive, minimize negative
impacts to air quality and climate change and promote energy efficiency."
"Intensification will be promoted in appropriate locations within settlements, particularly
those serviced by centralized wastewater and water supply facilities ... A minimum target
of 15 percent of all new residential dwelling units created within the Large Urban Centres
shall occur by way of residential intensification over the planning period."
"All forms of housing required to meet the social, health and well-being needs of current
and future residents will be permitted and facilitated in appropriate locations throughout
the County. A minimum target of 20 percent shall be established as the proportion of
all housing in the County which is to be affordable housing."
According to the OP, residential intensification means "the intensification of a property, site or
area which results in a net increase in residential units or accommodation and includes:
a) the creation of new units, uses or lots on previously developed land in existing
settlement areas, including the redevelopment of brownfield sites;
b) the development of vacant and underutilized lots;
c) infill development;
d) the conversion or expansion of existing industrial, commercial or institutional
buildings for residential use; and
Zelinka Priamo Ltd. Page 10
Page 81 of 453
Planning Justification Report
150 Wilson Avenue-Tillsonburg ON
Tillsonburg Properties Corp.
April, 2019
e) the conversion or expansion of existing residential buildings to create new
residential units or accommodation, including accessory apartments, secondary
suites and rooming houses."
Response to Section 2.1.1 : The proposed development of two multiple unit buildings
consisting of 28 units represents residential intensification and will provide affordable housing
on the subject lands which will assist the Town in meeting both its residential intensification and
affordable housing targets.
The proposed development will take place on lands that are vacant and underutilized; will make
efficient use of existing municipal infrastructure; and will support active transportation.
The Town of Tillsonburg is designated as a "Large Urban Centre" in Schedule C-3 (Settlement
Strategy Plan) in the OP (Figure 5). Development within the Town of Tillson burg is subject to
the policies of Chapter 8 of the OP, and the following:
"All new development in the large urban centres shall be fully serviced and shall be developed
on centralized waste water and water supply facilities." (Section 4.2.2.5)
Response to Section 4.2.2.5: The subject lands will have access to full municipal services.
SCilfOUI.E'c-3"
COUNTY OF OXFORD
SETTI.£,1/ENT STRATEGY PLAN
SETTLEMENT SlRAIEG'f' P\AH
LEGEND
Figure 5: Excerpt from Oxford County Official Plan-Schedule C-3: Settlement Strategy Plan
Zelinka Priamo Ltd. Page 11
Page 82 of 453
Planning Justification Report
150 Wilson Avenue-Tillsonburg ON
Tillsonburg Properties Corp.
5.2.2 Town of Tillsonburg Land Use Policies
April, 2019
Chapter 8 of the OP provides general policy direction and a long-range planning framework for
the Town of Tillsonburg. The following policies are applicable to the proposed development:
According to Section 8.1.1 (Municipal Planning Strategy), one of the goals that serves as a
general guideline for detailed policy development is that, "Tillsonburg aims to be one of the most
attractive residential communities in Southern Ontario, with local government committed to the
needs of the community, providing residents and their families with an enriched and secure
quality of life."
Section 8.2.1 of the OP (Housing Development and Residential Areas -Strategic Approach)
expands on the above-stated goal by setting out a number of strategies "to provide present and
future residents of Tillsonburg with a choice of adequate and affordable housing which meets
their needs".
The strategies developed to achieve this goal include:
"Accommodate the present and future demand for housing in Tillsonburg through the
efficient use of vacant residentially-designated lands, underutilized parcels in built-up
areas and existing housing stock in all neighbourhoods, with the objective of also
reducing energy consumption, decreasing the financial burden of underutilized
municipal services, and relieving pressure for development of natural areas and open
spaces."
"Facilitate a choice of housing type, tenure, cost and location that meets the changing
needs of all types of households by providing for a variety and mix of housing
throughout the Town."
"Increase the supply of affordable housing by integrating adequate housing for low and
moderate income households and those with special needs throughout the Town and
establish and monitor minimum affordable housing targets to ensure that the
percentage of affordable housing is maintained or enhanced."
"Promote and facilitate the provision of affordable housing through the co-operative
efforts of all levels of government, the private sector and volunteer interest groups
through such means as technical assistance, land conveyances, joint ventures,
regulatory measures, and incentives."
Zelinka Priamo Ltd. Page 12
Page 83 of 453
Planning Justification Report
150 Wilson Avenue-Tillsonburg ON
Tillsonburg Properties Corp.
April, 2019
"Promote the concepts of compact urban form and intensification as means of
maximizing the use of existing services, promoting energy efficiency and protecting
agricultural lands and natural areas."
Response to Sections 8.1.1 & 8.2.1: The proposed development of two multiple unit buildings
consisting of 28 units represents residential intensification, in the form of affordable housing, on
the subject lands which will assist in providing a choice, variety, and mix of housing type, tenure
and cost within the Town. The increase in supply of affordable units will assist the Town
meeting its affordable housing targets. The development will take place in a compact form
(multiple unit dwellings) on lands that are vacant and underutilized; and will make efficient use
of existing municipal infrastructure. The OP provides incentives for affordable housing through
Bonus Zoning provisions, whereby increases in height and density can be achieved in return
for the provision of affordable housing.
Section 8.2.2.1 of the OP contains the following policies regarding Affordability:
"Opportunities for the development of housing types to meet the needs of low and
moderate income households will be provided by:
• facilitating the creation of new dwelling units through development and
particularly through residential intensification;
• designating sufficient lands on a Town-wide basis for multiple unit
accommodation to meet projected housing needs;
• establishing a minimum target of 20 percent as the proportion of all housing
within the County which is to be affordable housing."
Town Council "shall ensure that opportunities exist to increase the variety and
afford ability of dwelling types in the built-up portion of the Town by permitting
appropriate forms of residential intensification".
Town Council "may consider the use of reduced municipal infrastructure requirements
and lot standards on a site or area specific basis, to facilitate the delivery of affordable
housing while still meeting the overall objectives of the Plan."
Town Council, under the increased density provisions of the Planning Act may provide
increases in height and/or density of development in return for affordable housing as
set out in Chapter 10, Implementation Measures.
Zelinka Priamo Ltd. Page 13
Page 84 of 453
Planning Justification Report
150 Wilson Avenue-Tillsonburg ON
Tillsonburg Properties Corp.
April, 2019
Response to Section 8.2.2.1: The proposed development of two multiple unit buildings
consisting of 28 units represents residential intensification, in the form of affordable housing, on
the subject lands which will assist the Town in meeting both its residential intensification and
affordable housing targets. The LOR designation permits multiple unit buildings, subject to
satisfying certain criteria (discussed later in this Report). As previously noted, a ZBA to permit
multiple unit dwellings together with site-specific regulations to address reduced lot frontage will
be required for the proposed development. However, it is important to note that the subject
lands are of sufficient size and configuration to accommodate the proposed development, as
well as required parking, outdoor amenity space, landscaping, etc. Additionally, bonusing
provisions are being sought to permit two multiple unit dwellings on the subject lands at a
density of 48 units per hectare; reduced lot area per unit; and reduced setback between multiple
unit dwellings, in return for affordable housing. Approval of the proposed ZBA will increase the
variety and affordability of dwelling types within the Town.
Section 8.2.2.2 of the OP contains the following policies regarding Tenure Mix:
"To maintain an appropriate supply of affordable rental and ownership housing in the
Town of Til/sonburg while recognizing that this housing needs to be suitably
maintained and adequate for habitation."
Response to Section 8.2.2.2: The proposed development will add to the supply of affordable
rental housing in the Town of Tillsonburg and will be operated and maintained by the proponent.
Section 8.2.2.5 of the OP contains the following policies regarding Residential Intensification
and Redevelopment:
"To promote residential intensification in appropriate locations to make more efficient
use of existing land, infrastructure and public services."
"Residential intensification is permitted in appropriate locations within the Residential
and Central Areas of the Town, subject to complying with the policies of the associated
land use designations pertaining to the density, form and scale of residential
development being proposed."
"It is not intended that residential intensification will occur uniformly throughout the
Town. The location, form and intensity of residential intensification will be determined
by the policies of the various land use designations, with the intention of permitting
smaller scale developments, such as individual infilllots in areas designated as Low
Density Residential and directing larger scale projects to areas designated as Medium
and High Density Residential and the Central Area."
Zelinka Priamo Ltd. Page 14
Page 85 of 453
Planning Justification Report
150 Wilson Avenue-Tillsonburg ON
Tillsonburg Properties Corp.
April, 2019
"A minimum target of 15 percent shall be established as the proportion of all new
residential dwelling units to be developed through residential intensification within built-
up areas of the Town."
"Residential intensification and compact urban form shall be facilitated through
appropriate zoning standards and Town Council may consider the use of reduced
municipal infrastructure requirements and lot standards on a site or area specific
basis, provided that such standards are still in keeping with the overall objectives of
the Plan."
Response to Section 8.2.2.5:
The subject lands are an appropriate site for residential intensification as they abut an arterial
road (Concession Street); are vacant and under-utilized; are sufficiently large enough in area
to accommodate the anticipated density of the proposed development, required parking, and
more than adequate landscaped open space without impacting the natural topography of the
subject lands; can accommodate a compact form of development that will make efficient use of
existing municipal infrastructure; and will be compatible with surrounding existing development
in terms of height and overall appearance. The proposed development of 28 new residential
units will assist the Town in achieving the minimum target for new residential dwelling units
through residential intensification. The proposed ZBA will facilitate residential intensification
and compact form consistent with the overall objectives of the OP.
The subject lands are designated "Residential" in Schedule T -1 (Land Use Plan); and are further
designated "Low Density Residential" in Schedule T-2 (Residential Development Plan) (see
Figures 6 & 7).
Zelinka Priamo Ltd. Page 15
Page 86 of 453
Planning Justification Report
150 Wilson Avenue-Tillsonburg ON
Tillsonburg Properties Corp.
Zelinka Priamo Ltd.
SCHEDULE "T·1"
TOWN OF T/LLSONURG
LAND USE PLAN
April, 2019
LAND USE PLAN
LEGEND
.. RESIDeNTIAl
CENTRAL BUSINESS
DISTRICT
ENTREPRENEURIAL DISlAICT
..
SERVICE
COMMERCIAL
..
COWMUNITY
FACILITY
.. INDUSIAIAL
..
RURAL
BUFFER
.. OPENSPfiCE
..
ENVIRONMENTAL
PROTECTION
FLOODLINE
Page 16
Page 87 of 453
Planning Justification Report
150 Wilson Avenue -Tillson burg ON
Tillsonburg Properties Corp.
:r: I-:> ~ u. 0
D.. :r: en z ~
SCiiEDULE "T·T
TOWN 01-" TIUSONBURG
RESIDENTIAL DENSITY PLAN
April, 2019
RESIDENTIAL DENSITY PLAN
LEGEND
•
LOW OEN$1lY ~ESIOEUTIAL
•
MEDIUM DENSITY RESIOErnt.Al
•
HtCH 0£NSI1Y
RESIOENfLAL
•
IIK>BtlE HOfAE
PARK
.OPE'ISPACE
•
ENVIRONMENTAL
PROTECTlOU
e NEIGH80UAHOOO PARI<
6 PROPOSEOPAAK
(,;) PROPOSED SCHOOl
Figure 7: Excerpt from Oxford County Official Plan-Schedule T-2: Tillsonburg Residential Density Plan
Section 8.2.3.1 of the OP contains the following objectives for all Residential designations:
"Provide for a supply of residential/and that is sufficient to accommodate the
anticipated demand for a broad range of new dwelling types over the planning period,
through residential intensification and, if necessary, designated growth areas. II
"Support the provision of a choice of dwelling types according to location, size, cost,
tenure, design, and accessibility and designate lands for a range of densities and
structural types throughout the Town to satisfy a broad range of housing
requirements. II
"Support residential intensification in appropriate locations taking into consideration
public services and infrastructure and environmental features and development
constraints and ensure the residential intensification target of Section 8.2.2.5, is
achieved prior to, or concurrent with, the approval of new residential development in
designated growth areas. II
Zelinka Priamo Ltd. Page 17
Page 88 of 453
Planning Justification Report
150 Wilson Avenue -Tillsonburg ON
Tillsonburg Properties Corp.
April, 2019
Response to Section 8.2.3.1: The proposed development of two multiple unit buildings
consisting of 28 units represents residential intensification on the subject lands and will provide
affordable housing which will assist in providing a choice, variety, and mix of housing type,
tenure and cost within the Town. The development will take place in a compact form (multiple
unit dwellings) on lands that are vacant and underutilized; and will make efficient use of existing
municipal infrastructure.
Section 8.2.3.2 of the OP contains the following Residential Development Policies for all
Residential designations:
"Within existing built -up areas of residential development, it is anticipated that further
residential development will largely occur through residential intensification consistent
with the policies of the Low, Medium and High Density Residential areas as applicable
and in conformity with Schedule T-2."
Response to Section 8.2.3.2: The proposed development of 28 residential units on the
subject lands is considered residential intensification on lands that are vacant and
underutilized, and is consistent with the Low Density Residential designation, as noted in the
analysis of Section 8.2.4. in this Report (see below).
Section 8.2.4 of the OP contains policies for the Low Density Residential ("LOR") areas, which
currently applies to the subject lands. The LOR designation is intended for a variety of low-
rise, low-density forms including single detached, semi-detached, duplex, converted
dwellings, quadraplexes, townhouses, and low density cluster development.
Multiple unit dwellings in LOR areas will generally be directed to the following areas:
• sites which abut arterial or collector roads or are situated such that traffic impacts
from the site create a minimum disturbance on local streets;
• sites where the topography or other natural features would be best preserved by
fewer buildings;
• sites which are close to shopping, recreation, cultural and community facilities.
Street-oriented multiples such as street townhouses, quadraplexes and converted
dwellings may be permitted on local streets.
Zelinka Priamo Ltd. Page 18
Page 89 of 453
Planning Justification Report
150 Wilson Avenue -Tillson burg ON
Tillsonburg Properties Corp.
April, 2019
In LOR areas, it is intended that there will be a mixing and integration of different forms of
housing to achieve a low overall density of use, up to a maximum density of 30 units per
hectare (12 units per acre).
Response to Section 8.2.4:
The proposed use (multiple unit dwellings) is permitted within the LDR designation and is
appropriate for the subject lands as the site abuts an arterial road (Concession Street).
However, access to the site will be obtained through Wilson Street, which is classified as a
local road. Safer access will be provided to the site off of Wilson Street due to the significant
change in topography between the subject lands and Concession Street and resulting
reduced sight lines. There are no unacceptable adverse impacts anticipated from traffic
associated with the proposed development on surrounding local streets, as there is
convenient and proximate access to Concession Street via Wilson Avenue and Charlotte
Avenue, a collector road, to the west.
The subject lands are sufficiently large enough in area to accommodate the anticipated
density of the proposed development, required parking, and more than adequate landscaped
open space without impacting the natural topography of the subject lands.
The subject lands are in close proximity to recreation and community facilities (Tillsonburg
Community Centre, Lake Lisgar Water Park); cultural and shopping areas that are centrally
located within the Town of Tillsonburg.
The proposed development is for multiple-unit buildings at a density of 42 units per hectare
(17 units per acre) which exceeds the density typically permitted within the LDRA designation.
However, as affordable housing is proposed for the subject lands, the Bonus Zoning
provisions under the Planning Act, as set out in Section 1 0.3.1 0 of the OP, provide the
following:
"Under the provisions of the Planning Act, a municipality may include in its Zoning By-
Law regulations that permit increases to the height and density limits applicable to a
proposed development in return for the provision of such facilities, services, or matters
as set out in the By-Law. This practice, commonly referred to as bonus zoning, is
considered to be an appropriate means of assisting in the implementation of this Plan."
"The facilities, services or matters that would be provided in consideration of height or
density bonus should be reasonable, in terms of the cost/benefit implications for both
the municipality and the developer and must result in a benefit to the general public
and/or an enhancement of the design or amenities of a development to the extent that
Zelinka Priamo Ltd. Page 19
Page 90 of 453
Planning Justification Report
150 Wilson Avenue-Tillsonburg ON
Tillsonburg Properties Corp.
April, 2019
a greater density or height is warranted. Also, the height and density bonuses received
should not result in a scale of development that is incompatible with adjacent uses or
exceeds the capacity of available municipal services."
"Bonus zoning is applied to encourage social amenities and design features resulting
in a public benefit which cannot be obtained through the normal development process.
Area Councils may pass by-laws providing for bonusing to achieve the following
objectives:
• to support the provision of the development of affordable housing as provided
for in this Plan;"
'The zoning by-law may contain bonus zoning provisions for all forms of development.
These provisions will describe the facilities, services, or matters that qualify for the
density bonus provisions and the extent of the height and density increases that may
be available."
The proposed multiple unit buildings on the subject lands will provide a benefit to the Town, the
neighbourhood, and the general public for the following reasons:
• The proposal is for multiple unit buildings intended for affordable housing, which is a
desired and necessary form of housing based on Provincial and Municipal policy
objectives to address increasing demand for such housing.
• The proposed development is within walking distance to commercial, institutional and
recreational uses;
• The overall scale of the development in terms of height and density is compatible with
surrounding uses. The 2-storey height of the proposed development is consistent with
the height of surrounding residential development and is less than the maximum height
of 10.5 metres which is permitted in the R1 zone. The proposed density, although higher
than what is typically permitted in the LOR designation, is appropriate in this instance
as the subject lands are situated along an arterial road (Concession Street); are
sufficiently large enough to accommodate the proposed development; and will make
efficient use of municipal infrastructure.
The proposed multiple unit buildings on the subject lands are intended for affordable housing.
In order to make the proposed development a viable project and provide a necessary service
to the Town of Tillson burg, two 2-storey building containing 28 units makes efficient use of the
Zelinka Priamo Ltd. Page 20
Page 91 of 453
Planning Justification Report
150 Wilson Avenue-Ti/lsonburg ON
Tillsonburg Properties Corp.
April, 2019
subject lands. As such, bonus zoning to permit the proposed development is appropriate in this
instance, and satisfies the intent of the PPS and the OP.
5.3 ANALYSIS OF THE TOWN OF TILLSONBURG ZONING BY-LAW
The subject lands are zoned Low Density Residential -Type 1 (R1) and Low Density
Residential -Type 1 Special Provision (R1-3) Zone (Figure 8). The proposed multiple-unit
residential buildings are not permitted under the current R1 and R1-3 Zones; as such, a Zoning
By-Law Amendment is required to permit the development.
The proposed Zoning By-Law Amendment seeks to rezone the subject lands from Low Density
Residential-Type 1 (R1) and Low Density Residential-Type 1 Special Provision (R1-3) to a
Low Density Residential -Type 3 Special Provision/Bonus Zone (R3-_/B_) to permit two, 2-
storey multiple-unit buildings with a density of 48 units per hectare. The purpose of the
proposed development is for affordable housing. In order to make the proposed development
Zelinka Priamo Ltd. Page 21
Page 92 of 453
Planning Justification Report
150 Wilson Avenue-Tillsonburg ON
Tillsonburg Properties Corp.
April, 2019
a viable project and provide a necessary service to the Town of Tillsonburg, two 2-storey
buildings containing 28 units makes efficient use of the subject lands. In addition to the above,
a reduced lot size per unit and a reduced distance between the two buildings is required for the
proposed development. A reduced lot size per unit is required to provide for a more compact
form of development and make more efficient use of the subject lands. A reduced distance
between the two buildings is also necessary to provide for a more efficient and compact site
design, and to provide sufficient separation from abutting single-detached dwellings. The
Special Provision to the proposed R3 Zone would recognize the existing deficient lot frontage
along Wilson Avenue, which will serve as the access to the site. The lands also have frontage
along Concession Street but cannot be accessed off of this road due to the significant grade
changes between the subject lands and Concession Street, resulting in reduced sight lines.
The proposed zoning amendment to create an R3-_/B-_ zone will be consistent with the intent
of the OP policies for residential intensification and affordable housing and is appropriate for
the proposed development.
5.4 SERVICING
Water: A 250mm watermain is available to the east of the site, through a servicing easement
within municipal block adjacent to the east; a 150mm watermain is also available along Wilson
Avenue; and a 250mm watermain is located north of the site within the Concession Street road
allowance. According to the Servicing Feasibility Study prepared by Strik, Baldinelli, Moniz Ltd
("Servicing Study"), the proposed development will be serviced via the watermain located in the
servicing easement east of the subject lands.
Sanitary: 200mm sanitary sewers exist along Wilson Street and Concession Street. According
to the Servicing Study, the proposed development is intended to be serviced via a new sanitary
service to the existing sewer along Wilson Street.
Stormwater: A 375mm storm sewer exists along Wilson Street; and a 525mm storm sewer is
located to the southwest of the site at the intersection of Wilson Avenue and Hurley Avenue.
According to the Servicing Study, the proposed development will connect to the storm sewer
along Wilson Avenue.
Further technical servicing details for the proposed development will be determined through the
Site Plan Approval process.
Zelinka Priamo Ltd. Page 22
Page 93 of 453
. .
Planning Justification Report
150 Wilson Avenue -Tillsonburg ON
Tillsonburg Properties Corp.
6.0 CONCLUSIONS
April, 2019
The proposed Zoning By-Law Amendment to allow for the proposed development of the subject
lands will result in an efficient and aesthetically pleasing use of a vacant, underutilized, parcel
of land. The proposed development of the subject lands will address the residential
intensification and affordable housing needs of the Town of Tillsonburg while util izing a vacant
site that is in a location that is well suited for increased density. The proposed special provisions
and bonus provisions sought through the Zoning By-Law Amendment in return for affordable
housing are appropriate for the subject lands and will result in a use and built form that will
complement and enhance adjacent and surrounding land uses; will make efficient use of
existing and planned infrastructure; and is consistent with the Town's objectives to provide this
type of housing in appropriate locations. The proposed development in terms of its form
(multiple unit dwellings) and height (2 storeys) is compatible with, and will not have any adverse
impacts on, surrounding existing residential uses.
For the reasons noted above, and throughout this report, the proposed Zoning By-Law
Amendment is consistent with the intent and policies of the PPS and the Official Plan; is
consistent with the long-term vision for providing affordable housing within the commu nity; is a
desirable form of development for the subject lands; and represents good planning practice.
Zelinka Priamo Ltd. Page 23
Page 94 of 453
Page 95 of 453
Page 96 of 453
Page 97 of 453
Page 98 of 453
Page 99 of 453
Page 100 of 453
Page 101 of 453
Page 102 of 453
Page 103 of 453
Page 104 of 453
Page 105 of 453
Page 106 of 453
Page 107 of 453
Page 108 of 453
Page 109 of 453
Page 110 of 453
Page 111 of 453
Page 112 of 453
Page 113 of 453
Page 114 of 453
Page 115 of 453
Page 116 of 453
Page 117 of 453
Page 118 of 453
Page 119 of 453
Page 120 of 453
Page 121 of 453
Page 122 of 453
Page 123 of 453
Page 124 of 453
Page 125 of 453
Page 126 of 453
Page 127 of 453
Page 128 of 453
Page 129 of 453
Page 130 of 453
Page 131 of 453
1
Eric Gilbert
From:Stephen Molnar <SMolnar@Tillsonburg.ca>
Sent:May 21, 2019 4:28 PM
To:hhra.sectr@bellnet.ca
Cc:Donna Wilson; Eric Gilbert
Subject:RE: Proposed development at 155 Wilson Ave
Garry ... I am confirming receipt of your correspondence and have copied the Clerk and Planner by way of this response.
Thanks for sharing your concerns .... the opportunity for additional comment will be available to all members of the
public at the Public Meeting of May 27 beginning at 6:00 PM.
Again - thanks!
Stephen B. Molnar
Mayor
Town of Tillsonburg
200 Broadway, Suite 204
Tillsonburg, ON N4G 5A7
Phone: 519-688-3009 Ext. 3234
Cell: 519-403-8245
www.Tillsonburg.ca
www.DiscoverTillsonburg.ca
www.Facebook.com/TillsonburgON
-----Original Message-----
From: hhra.sectr@bellnet.ca [mailto:hhra.sectr@bellnet.ca]
Sent: May-21-19 4:24 PM
To: Stephen Molnar
Subject: Proposed development at 155 Wilson Ave
Mr Molnar
On behalf of the Residents of Hickory Hills, The Board of Directors convey our strong objection to the housing project
proposed for 155 Wilson Ave, and the number of variances requested. We have several concerns to address such as the
increased traffic flow on an already busy street through the neighbourhood (Wilson to Baldwin). The vehicle traffic into
and out of the parking lot of the site not to mention the limited number of parking spaces especially for visitors, will this
create further congestion on Wilson and immediate area? We are further concerned with the proximity of the parking
area which appears to be bordering on the back yards of several homes on Wilson. There are also concerns that the
property will not be maintained to the standards of the properties in the area
We ask that you consider these concerns when it comes time to make a decision.
Garry Armitage
Vice President HHRA
Page 132 of 453
Jim & Ruby Withington 23 Armstrong Drive Tillsonburg, Ontario N4G 5T3 519-842-2916
May 14, 2019 Mayor Stephen Molnar and Town Council Members
Town of Tillsonburg RE: Application for Zone Change in the Town of Tillsonburg File: ZN 7-19-06 (Peter Retsinas) This letter is to advise of our opposition to the Zone Change as listed above. The subject lands are described as Part Lot 5, Plan 1646, Part Lot 52, Plan 41M-88, Parts 1,2 & 8 of 41R-9148 in the Town of Tillsonburg, municipally known as 155 Wilson Avenue. We have received a copy of the Planning Justification Report dated April 2019. We have
concerns with certain aspects outlined in this document. Some of the prominent concerns are outlined as follows: 4.0 Proposed Application (Page 8) This section outlines the required and proposed provisions in the Zoning Data Table. Below are the proposed changes that identify a significant difference between the
required and proposed, under Bonus Zone provisions or Site-specific provisions.
Low Density Residential (R3) Required Proposed Difference / Note
Lot Area Per Unit 330 m2 (minimum) 212.26 m2 ↓ 35.6%
Lot Frontage 20 m (minimum) 10.683 m ↓ 46.6%
Lot Coverage 40% (maximum) 16.15%
↓ 59.6% - much of the land is a
significant slope that rises from Concession Street.
Distance Between Buildings
12.5 m (minimum) 7.59 m ↓ 36.28%
Density (28 units) 30 units per hectare 48 uph ↑ 60%
Schedule T-1 Town of Tillsonburg Land Use Plan (page 16) The open space (identified as green on the plan), half way between Concession Street and Baldwin Street on the east side of Wilson Avenue is where our Community Centre and associated parking is located. There is a small green area to the north that is a
walkway that connects to the foot bridge heading into town. Response to Section 8.2.4 (Page 20 – last bullet on the page) Sentence #1, #2: The overall scale of the development in terms of height and density is compatible with surrounding uses. The 2-story height of the proposed development is
Page 133 of 453
consistent with the height of surrounding residential development and is less than the maximum height of 10.5 metres which is permitted in the R1 zone. OPPOSED: The home that is a two story dwelling within the immediate area is the property owned by Mr. Retsinas. The proposed property has single family one story homes in
the immediate area. There are no multiple unit dwellings. Sentence #3: The proposed density, although higher than what is typically permitted in the LDR
designation, is appropriate in this instance as the subject lands are situated along an arterial road (Concession Street); are sufficiently large enough to accommodate the proposed development, and will make efficient use of municipal infrastructure. OPPOSED: No vehicle entrance/exit off Concession Street therefore the fact it is an arterial road is, in my opinion not a factor. The property is a large property however this statement is contradictory as shown in the request for proposed changes vs the recommended sizing. (Lot coverage 4.0 as on previous page). If the parcel of land is the ‘right fit’ as described by the developer, why are there so many changes to the recommended space (4.0) outlined. It our opinion, these required changes are to make the project fit into the space and not the ability to build the required number of units without the changes. It is our opinion that it is the right housing but the wrong location. There does not appear to be a play area for children or green space for adults. A large part of the property is the hill that comes south off Concession up to the flat land. This is not a play area as
it would pose a great hazard leading directly to a busy street. The developer offered an open house to outline the project that is listed and in all
correspondence, the rental housing units would be ‘affordable’. During the presentation we also heard the words ‘geared to income’ and ‘subsidized housing’. It is very difficult to make an informed decision when the wording is vague or not defined.
It is recognized that at this juncture it cannot be determined if properties in the vicinity of the project will devalue. It is an important and real concern of those that live in the proximity. Although it only presumptive as to if and when properties could be devalued in direct relation to the proposed development, it is highly feasible that the community known as Hickory Hills will be impacted and not the highly sought location for seniors wishing to relocate to Tillsonburg. Those that chose to make Tillsonburg and subsequently Hickory Hills their home are valued community members who give freely of their time and expertise to make this community vibrant, active and a place where they wish to settle and because of the place they are in their life, they have the ability to give back to their community. We chose to live here for those very reasons. We feel safe, and comfortable here and everyone looks after each other. It is very refreshing to be part
of such a vibrant and caring community.
Respectfully submitted
Jim and Ruby Withington C:\...\Zone Change at 155 Wilson, Tillsonburg.doc
Page 134 of 453
In Response to the proposed zoning by-law amendment file # ZN 7-19-06
(Peter Retsinas)
As Residents of the neighbourhood once again we are against this development of
this land into a multi unit housing development. This area is on the very bordering edge
of Hickory Hills that is a seniors single unit community along with the existing
neighbourhood of Wilson Ave, Hurley Ave, Charlotte Ave and Concession Street West
all being one family unit homes.
Whether it be geared to income, low rental or high cost condo unit buildings it does
not fit the existing neighbourhood. There will be only one exit drive in and out on to
Wilson Ave. All the traffic from this building has to enter and exit from Wilson Ave to
Charlotte Ave and then to Concession West or drive south on Wilson Ave all the way
through Hickory Hills to Baldwin Street to go uptown. The proposed units of 28
individual apartments adds up a significant amount of traffic. This will be a large
problem to those living in close proximity of the driveway and on these routes.
Other than in Hickory Hills there are no sidewalks or curbs on Wilson Ave west to
Charlotte Ave or Hurley Ave. This will probably need to be upgraded at another cost to
the town.
There will be noise, lights for parking, traffic and pedestrians. With no sidewalks and
proper curbs this will be a problem. The corner of Charlotte Ave and Concession West is
a very busy corner with now the development of the subdivision to the west of Charlotte
Ave to Quarter Town Line and will become even more busy. This corner is past its limit
between speeders, rolling stops, no stops, noise, and through traffic on Concession Street
West we are sure it doesn't need another 28 plus plus vehicles. We have lived here on
this corner of Charlotte Ave and Concession Street West for 25 years and have seen a
few accidents but with a larger volume of traffic it is sure to increase the chances of
more accidents and fatalities. There are a lot more small children in our neighbourhood.
Other issues that could arise with this development are access for fire services,
garbage collection and snow removal.
We are sure the neighbourhood would not be apposed to a single family home or
estate house to be built there but we definitely apposed to any multi unit being built in
this location. Please respond to us so as we know you received this letter.
Yours Sincerely
Cindy and Harvey Fishback
77 Concession Street West
Tillsonburg, On.
N4G 1R6
chfishback@gmail.com
Page 135 of 453
Page 136 of 453
Page 137 of 453
Page 138 of 453
Page 139 of 453
Page 140 of 453
Page 141 of 453
Report Title EDAC Advice Regarding Growth Forecasts and Land
Need Analysis
Report No. DCS 19-09
Author Cephas Panschow – On behalf of the Economic
Development Advisory Committee
Meeting Type Council Meeting
Council Date MAY 27, 2019
Attachments
Page 1 / 5
RECOMMENDATION
THAT Council receive Report DCS 19-09 EDAC Advice Regarding Growth Forecasts and Land
Need Analysis;
AND THAT the items identified by the Economic Development Advisory Committee be
forwarded to the Oxford County Planning Department for consideration.
EXECUTIVE SUMMARY
The purpose of this report is to provide feedback to Council regarding the Updated County and
Area Municipal Growth Forecasts and Land Need Analysis draft that has been prepared for the
County of Oxford by Hemson Consulting Ltd.
BACKGROUND
Oxford County has retained Hemson Consulting Ltd to undertake a Phase 1 Comprehensive
Review study to update the population, household and employment forecasts and land supply
analysis for the County and the eight area municipalities. The findings from this study will serve
to inform the County’s growth management policies and various other County and area
Municipal projects and initiatives.
At their April 10, 2019 meeting, Oxford County Council approved the following resolution:
That Oxford County Council receive the draft Phase 1 Comprehensive Review study,
prepared by Hemson Consulting Ltd., dated April 3rd, 2019, for information purposes;
And further, that Oxford County Council authorize Planning staff to circulate the planning
report and draft study to the Area Municipalities for their review and comment and
undertake other consultation measures as outlined in Report No. CP 2019-104.
Oxford County Planning staff provided an overview of the draft study to the Economic
Development Advisory Committee at their May 14, 2019 meeting.
Page 142 of 453
Page 2 / 5
The purpose of the Draft Phase 1 Comprehensive Review study is to provide up to date growth
forecast and land supply information to inform the County’s growth management policies and
various other County and Area Municipal projects and initiatives. The draft study was prepared
in consultation with a Technical Advisory Committee consisting of County and Area Municipal
staff who provided a broad range of input and feedback on local concerns, trends, initiatives and
other considerations.
The draft study is being circulated to the Area Municipalities for further review and comment and
made available for public information, prior to bringing a ‘final’ draft of the study to County
Council for approval.
The study’s findings indicate that:
The County will continue to experience substantial population, household and
employment growth over the 30-year forecast period (2016-2046);
All eight Area Municipalities in the County are forecast to experience residential and
employment growth and some are expected to require additional land to accommodate
that growth;
Population is aging with baby boomers moving into the County and young adults are
moving out
Without substantial in-migration, population would decline
Recent high growth is being driven by in-migration from Greater Golden Horseshoe and
County of Middlesex;
Retirees and commuters from nearby areas are seeking more affordable housing and
choice;
Oxford has seen strong job growth, especially industrial, compared to the rest of
Southwestern Ontario;
Commuters from Waterloo, Middlesex and Elgin
Tillsonburg expected to see a considerable share of overall County growth
o By 2046, Tillsonburg to grow to a population of 22,200; adding 5,800 people,
2,400 households and 2,200 jobs
Estimated land supply for both residential and industrial anticipated to be sufficient
Hemson Consulting Ltd. develops demand estimates considering numerous factors including:
past growth, migration figures, approved development (type of units and numbers) and
constraints on development that have existed. The demand determination for industrial land is
more challenging as there varied absorption rates.
Page 143 of 453
Page 3 / 5
The members of the Economic Development Advisory Committee identified the following items
to be addressed within the study:
Addition of commentary clarifying that while it appears that there is sufficient industrial
land, there are ownership and other constraints that affect the availability and
developability of these lands;
The lack of commercial land supply should be identified. Once commercial developments
that have been brought forward since the study was initiated are removed from the land
supply, the actual availability of commercial land is reduced to a handful of sites.
CONSULTATION/COMMUNICATION
There has been no public consultation on the information contained within this report. However,
the Economic Development Advisory Committee is providing their comments based on the
consultation process initiated by the County of Oxford with respect to the draft report.
Town Staff is also reviewing the report in depth and will be providing additional comments to the
County.
FINANCIAL IMPACT/FUNDING SOURCE
There is no financial impact associated with this report.
COMMUNITY STRATEGIC PLAN
There are a number of strategic initiatives that this will support.
1. Excellence in Local Government
☒ Demonstrate strong leadership in Town initiatives
☒ Streamline communication and effectively collaborate within local government
☐ Demonstrate accountability
2. Economic Sustainability
☐ Support new and existing businesses and provide a variety of employment opportunities
☐ Provide diverse retail services in the downtown core
☐ Provide appropriate education and training opportunities in line with Tillsonburg’s
economy
3. Demographic Balance
☐ Make Tillsonburg an attractive place to live for youth and young professionals
☐ Provide opportunities for families to thrive
☐ Support the aging population and an active senior citizenship
Page 144 of 453
Page 4 / 5
4. Culture and Community
☐ Promote Tillsonburg as a unique and welcoming community
☐ Provide a variety of leisure and cultural opportunities to suit all interests
☐ Improve mobility and promote environmentally sustainable living
Page 145 of 453
Page 5 / 5
Report Approval Details
Document Title: Report DCS 19-09 EDAC Advice Regarding Growth Forecast and
Land Needs Analysis.docx
Attachments:
Final Approval Date: May 22, 2019
This report and all of its attachments were approved and signed as outlined below:
David Calder - May 22, 2019 - 8:49 AM
Page 146 of 453
Report Title Oxford County Update
Report No. MYR 19-07
Author Stephen Molnar - MAYOR
Meeting Type Council Meeting
Council Date May 27, 2019
Attachments Public Notice – Transportation Master Plan
Page 1 / 2 16492835602,,,MYR 19-07 Oxford County Update
RECOMMENDATION:
THAT Council receives report MYR 19-07 as information.
EXECUTIVE SUMMARY
The purpose of this report is to provide information regarding any reports and
recommendations from local representation at Oxford County Council.
CONSULTATION/COMMUNICATION
As a result of the effort to expand access to knowledge and information for Town Council
and local stakeholders, this report is intended to provide material on activities that transpire
at Oxford County Council that may have an impact on the Town of Tillsonburg. Further, this
type of report will further satisfy mandates as reinforced in the Community Strategic Plan to
provide for a more accessible and open governance model.
INFORMATION
On April 10 Report CP 2019-104 (Municipal Growth Forecasts and Land Needs
Analysis – The Hemson Report) was received as information and direction was given
to forward to the Area Municipalities for review and any potential comment.
Report CS 2019-15 (Tax Ratio Policy) was introduced for a final time and passed by Council with
no amendment. There was a subsequent Motion at the meeting of April 24 to create a working
committee to begin a comprehensive Tax Ratio review in advance of any 2020 deliberations.
Local Councils and interested stakeholders are encouraged to be a part of this process.
Report PW 2019-16 (Master Transportation Plan) of April 24 was received as
information and direction was given to circulate to Area Municipalities … The
complete Plan can be accessed on the County Web-site and there is expectation that
local Councils will have the opportunity to make comment in advance of the June 17
deadline.
Page 147 of 453
Page 2 / 2
Report PW 2019-13 confirmed the contribution for additional Electric Vehicle
Charging Stations as originally supported by Municipal Council in Operational Services
Report OPS 19-10 of April 23.
Report PW 2019-07 (Advancing Zero Waste) was introduced for discussion with staff
recommendations to proceed on a number of fronts. After a Presentation and
supporting comments from Consultant, an amended resolution was endorsed that
only received the Report as information and gave additional direction to forward to
the Area Municipalities. It is further anticipated that the aspect of Solid Waste
management and Recycling will form a part of the Service Delivery Review as already
endorsed by both the County and all 8 Area Municipalities.
As per County Report HS 2019-02 of May 8 (Municipal Housing Facilities Agreement)
there was endorsement from County Council to support a financial contribution of $2
Million to facilitate the construction of 25 Affordable Housing Units in Tillsonburg (155
Wilson Ave.)
FINANCIAL IMPACT/FUNDING SOURCE
Whereas the material contained in this report is a summary of Oxford County information,
there is no direct impact on the finances of the Town of Tillsonburg as would require
approval by Municipal Council or direction from corporate staff.
APPROVALS:
Author: Mayor
Molnar
Date: 5/27/19
Page 148 of 453
Page 149 of 453
Report Title 2018 Fourth Quarter Financial Results
Report No. FIN 19-08
Author SHEENA PAWLIWEC, CPA, CGA
Meeting Type Council Meeting
Council Date MAY 27, 2019
Attachments 2018 Q4 Consolidated Operating Results
2018 Q4 Consolidated Capital Results
Page 1 / 2 14385131879,,,FIN 19-08 2018 Fourth Quarter Consolidated Results
RECOMMENDATION
THAT Council receives report FIN 19-08 2018 Fourth Quarter Consolidated Results, as
information.
SUMMARY
To provide Council with the January 1, 2018 to December 31, 2018 Town wide actual financial
results.
SUMMARY OF OPERATIONAL RESULTS
The attached spreadsheet summarizes by department the variances between 2018 actual
results for the year ended December 31, 2018 and the 2018 YTD budget.
The Q4 results show an overall Town wide consolidated 2018 surplus of $195,407.
Questions or comments relative to the departmental 2018 Q4 revenues and expenditures should
be referred to the other members of the Senior Leadership Team for commentary.
Page 150 of 453
Page 2 / 2 CAO
Report Approval Details
Document Title: FIN 19-08 2018 Fourth Quarter Consolidated Results.docx
Attachments: - FIN 19-08 2018 Q4 Consolidated Capital Results.pdf
- FIN 19-08 2018 Q4 Consolidated Operating Results.pdf
Final Approval Date: May 23, 2019
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - May 23, 2019 - 2:35 PM
Page 151 of 453
2018 2018 (Surplus)/ Project Status
Budget Actuals Deficit
Project Listing
110 Corporate Services
002 W/O Managment System
003 Virtual Town Hall
004 Replace IT Capital
012 Telephone System
013 Records Management Storage
014 CLASS Replacement Software
017 AMP Implementation Project
020 Annual Computer Replacement
021 Office Furnishings
031 AMP Reserve 71,000 71,000
Total 110 Corporate Services 71,000 71,000
130 Fleet
060 Snowplow Truck Rep #064 (1,839) (1,839)
062 Service Truck Rep#044 1,839 1,839
064 Street Sweeper Rep#085
078 Disposal of Fleet Assets
086 Hydro Cable Truck Rep#074
087 Hydro Service Truck Rep#041
090 Fire Unit (Rpl#73)
091 Service Bay Repairs 57,000 57,000
110 Lake Lisgar Barge&Trailer
Total 130 Fleet 57,000 57,000
150 Fire
143 Fire Comm Infrastructure
144 Traffic Signal Priority System
155 Fire Comm Console 26,500 26,500
156 Digital Road Sign 14,500 14,500
157 Communication Log Recorder 18,500 18,500
Total 150 Fire 59,500 59,500
160 Police
150 Sally Doors
Total 160 Police
210 Engineering
212 Broadway & Glendale Ped X
216 QTL Corridor Mgmnt Implmntatin 92,000 92,000
217 Kinsmen Bridge OSIM Inspection 40,000 40,000
218 Brdwy&Brock Accessible Upgrade
219 Railway Crossing Safety Assess 20,000 20,000
Total 210 Engineering 152,000 152,000
220 Public Works
223 Bradburn Area Stage 1 of 2 325,000 325,000
229 Annual Resurfacing
231 Connecting Link Resurfacing 9,000 9,000
245 Riverview Stage 2
258 Concession St E 77,600 77,600
Total 220 Public Works 411,600 411,600
Page 152 of 453
2018 2018 (Surplus)/ Project Status
Budget Actuals Deficit
235 Streetlights
310 LED Conversion 1 1
Total 235 Streetlights 1 1
260 Storm Sewers
223 Bradburn Area Stage 1 of 2
258 Concession St E 11,500 11,500
354 Big Otter Creek/Old Vienna Rd 50,000 50,000
355 Storm CCTV Inspection Prgm 19,000 19,000
413 Oversizing - Andrew's Crossing
Total 260 Storm Sewers 80,500 80,500
280 Waste Management
443 Transfer Station Improvements
Total 280 Waste Management
300 Cem
501 Columbarium
504 Implementation of Master Plan 25,000 25,000
506 Rear Yard Fencing
Total 300 Cem 25,000 25,000
450 Parks
622 Implement of trails masterplan (4,384) (4,384)
636 Annual Playground Expansion 25,000 25,000
637 Dog Park
639 Skatepark Repairs
643 Implementation of Mem Park 50,000 48,524 (1,476)
646 Ann Ball Park-Parking Lot 50,000 53,791 3,791
647 Parks signage & install 10,000 10,000
648 Hardball Diamond Rehab-Kiw/Sam 17,000 19,069 2,069
649 Ann Ball Park - Lighting 14,000 14,000
Total 450 Parks 166,000 166,000
460 Rec - Programs
410 Training Studio /Weights
411 LLWP Inflatables 15,000 14,999 (1)
Total 460 Rec - Programs 15,000 14,999 (1)
465 Rec - Bldg Mtce
590 Asset Mgmt 611 611
671 Physical Security Consultant
679 Outdoor Pool Maintenance 7,900 (52) (7,952)
685 Facility Asset Management
691 TCC Fire Panel Replacement
693 Auditorium Kitchen Renos
694 TCC Exterior Door Replacement
700 TCC -Retrofit
701 Waterpark Renos 21,100 46,410 25,310
702 Floor Scrubber 7,500 6,715 (785)
706 Consol Roofing Projects 214,500 214,500
707 Tables & Chairs Replacement 30,000 30,000
708 Aquatic Facility Design Study
709 Station Arts Roof 40,000 40,000
Page 153 of 453
2018 2018 (Surplus)/ Project Status
Budget Actuals Deficit
710 Bay lights conversion to LED
711 New Sand Filters at LLWP 45,000 27,816 (17,184)
Total 465 Rec - Bldg Mtce 366,000 366,000
475 Museum
761 Repairs and Maint.47,000 47,000
763 Servant Porch
764 Repair/Paint Eaves and Fascia
768 Connect Fire Doors into FAS 8,000 8,000
Total 475 Museum 55,000 55,000
500 DCS
806 Land Sales (1) (1)
Total 500 DCS (1) (1)
505 Economic Dev
806 Land Sales (1) (1)
807 HWy 3 - Clearview Dr Extension
808 Hwy 3 Bus Park - SWM Facility
810 Downtown Parking Study
811 Design-Build Indust Park
813 Hwy 3 Bus Park- Hwy 3 Widening
Total 505 Economic Dev (1) (1)
Total Project Listing 1,458,600 1,458,598 (2)
Page 154 of 453
2018 2018 Actual %
Budget Actuals Variance Variance
Revenues
Levy, PILS (15,173,600) (15,399,836) (226,236) 1%
Grants (931,400) (1,067,407) (136,007) 15%
User Charges (7,716,700) (9,816,694) (2,099,994) 27%
Other Revenue (237,500) (418,740) (181,240) 76%
Specified Revenue (535,960) (535,960)
Contribution from Reserves (266,000) (385,171) (119,171) 45%
Total Revenues (24,325,200) (27,623,808) (3,298,608)14%
Expenditures
Labour 10,983,300 10,720,961 (262,339) 2%
Purchases 4,474,700 5,455,092 980,392 22
Contracted Services 4,697,900 5,824,251 1,126,351 24%
Contribution to Reserves 329,000 1,592,054 1,263,054 384%
Interfunctional Adjustments 874,300 884,861 10,561 1%
Debt Principal & Interest 1,507,400 1,492,582 (14,818) 1%
Total Expenditures 22,866,600 25,969,801 3,103,201 14%
Total Net Levy (1,458,600) (1,654,007) (195,407)13%
Page 155 of 453
Report Title 2018 Fourth Quarter Finance Department Results
Report No. FIN 19-07
Author SHEENA PAWLIWEC, CPA, CGA
Meeting Type Council Meeting
Council Date MAY 27, 2019
Attachments Q4 Results - Finance
Page 1 / 3 8213541225,,,FIN 19-07 2018 Fourth Quarter Finance Department Results Results
RECOMMENDATION
THAT Council receives report FIN 19-07 2018 Fourth Quarter Finance Department Results,
as information.
EXECUTIVE SUMMARY
To provide Council with the actual January 1, 2018 to December 31, 2018 Finance Department
financial results.
SUMMARY OF OPERATIONAL RESULTS
Table 1: 2018 Operations Business Plan
Objective Target
Date
Status
Monthly reporting to Management Q1 In progress; anticipated to begin Q3 2019
Improve alignment of budget and
actuals to reduce timing variances
Q1 Completed
Virtual Town Hall Q1 In progress; anticipated to go live Q2 2019
IT Reserves Q1 Completed
IT Annual Replacements Q2 Completed
Asset Management Implementation Q2 Completed
Audit of HST by Recovery Specialist Q2 Completed
Increase customer transactions on
website through new customer online
registration
Q2 Completed
Audit of MPAC and Assessment by
Recovery Specialist
Q2 Completed
Work Order Management System Q2 In progress; anticipated completion Q4 2019
Transit Q2 Completed takeover August 2018
New Town Hall Q3 Completed; RFP Issued
Page 156 of 453
Page 2 / 3 2018 Fourth Quarter Finance Department Results
Implement County AMANDA software Q3 Building and planning in 2018 balance in 2019
Customer Service Delivery Model:
Review of current activity
Customer consultation
Final Report
Q1
Q2
Q4
Completed
Completed
Completed
Local Government Week Q4 Cancelled due to election
Election Q4 Completed
Physician Recruitment Q4 Ongoing
Table 2: 2018 Additional Information
Objective Target Date Status
Audited 2018 financial statements Q2 In Progress – draft financials
expected to be presented to
Council on June 24, 2019.
FINANCIAL IMPACT/FUNDING SOURCE
The 2018 fourth quarter Finance Department deficit is $95,156. This is broken down as follows:
Department 100 – Council (11,284)
Department 110 - Finance 59,123
Department 120 - Customer Service 47,317
$ 95,156
Details on major variances can be found in the attached Q4 results spreadsheet.
Page 157 of 453
Page 3 / 3 2018 Fourth Quarter Finance Department Results
Report Approval Details
Document Title: FIN 19-07 2018 Fourth Quarter Finance Department Results.docx
Attachments: - FIN 19-07 2018 Q4 Results - Finance.pdf
Final Approval Date: May 22, 2019
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - May 22, 2019 - 4:32 PM
Page 158 of 453
2018 2018 Actual % Note
Budget Actuals Variance Variance Reference
Revenues
Grants (478,300) (478,637) (337)
User Charges (37,000) (191,408) (154,408) 417% 1
Other Revenue (23,000) (111,619) (88,619) 385% 2
Specified Revenue (3,760) (3,760) 100% 3
Contribution from Reserves (248,451) (248,451) 100% 4
Total Revenues (538,300) (1,033,875) (495,575)92% 0
Expenditures
Labour 1,356,900 1,370,496 13,596 1%
Purchases 487,200 544,081 56,881 12% 5
Contracted Services 491,500 533,886 42,386 9% 6
Contribution to Reserves 142,600 585,416 442,816 311% 1,2,7
Interfunctional Adjustments (467,700) (467,527) 173
Debt Principal & Interest 115,000 113,846 (1,154) 1%
Total Expenditures 2,125,500 2,680,198 554,698 26% 0
Total Net Levy 1,587,200 1,646,323 59,123 4%
Notes:
1 HST Audit Refund
2
3 DC Revenue Collected
4 2017 Surplus $239,600
5 Insurance Claims over $31,800; Interest & Finance Charges over $11,400; Supplies over $16,000
6
7 2017 Surplus; HST Audit refund; Reserve Interest Earned
Reserve Interest Earned
Consulting/Legal over $82,100; IT contract savings $55,500; Subcontractor Expense over $15,800 - IT support from the County $8,300,
Buidling Maintenenace over $7,000 - cleaning and other repairs
Page 159 of 453
2018 2018 Actual % Note
Budget Actuals Variance Variance Reference
Revenues
User Charges (266,400) (270,633) (4,233) 2%
Other Revenue (235) (235) 100%
Total Revenues (266,400) (270,868) (4,468)2%
Expenditures
Labour 460,700 488,659 27,959 6% 1
Purchases 103,600 118,142 14,542 14% 2
Contracted Services 18,000 40,488 22,488 125% 3
Interfunctional Adjustments (236,200) (249,366) (13,166) 6% 4
Debt Principal & Interest 2,900 2,862 (38) 1%
Total Expenditures 349,000 400,785 51,785 15% 0
Total Net Levy 82,600 129,917 47,317 57% 0
Notes:
1 Net labour over $28,000 - back fill with Partime coverage
2
3 Subcontractor Expesne over $22,500 - Cleaning Contract and Snow removal
4 Water billing customer service gain
Building Repairs & Maintenance over $25,600 - Door repairs, stair repairs, Engineering receptacle; Equipment Supplies & Repairs under
$6,100
Page 160 of 453
2018 2018 Actual % Note
Budget Actuals Variance Variance Reference
Revenues
Other Revenue (4,100) (4,100) 100% 1
Contribution from Reserves (85,200) (66,159) 19,041 22% 2
Total Revenues (85,200) (70,259) 14,941 18% 0
Expenditures
Labour 156,400 156,491 91
Purchases 236,900 193,350 (43,550) 18% 3
Contracted Services 44,700 33,023 (11,677) 26% 4
Contribution to Reserves 5,000 33,891 28,891 578% 5
Interfunctional Adjustments 25,000 25,020 20
Total Expenditures 468,000 441,775 (26,225)6% 0
Total Net Levy 382,800 371,516 (11,284)3%
Notes:
1 Special Revenue - $1,600 Class of Nominations; Donation Revenue $2,500 - Volunteer Recognition
2 Town Hall and Election Costs under budget
3 Special Projects under $39,300 - Doctor Recruitment & Town Hall Study
4 Subcontractor Exp under $9,600 - Election
5 Net Doctor Recuritment Savings
Page 161 of 453
Report Title 2018 Fourth Quarter Economic Development and
Marketing Department Results
Report No. Report DCS 19-13
Author Cephas Panschow
Meeting Type Council Meeting
Council Date May 27, 2019
Attachments
Page 1 / 6 8225881177,,,Report DCS 19-13 2019 Fourth Quarter Economic Development and Marketing
RECOMMENDATION
THAT Council receives Report DCS 19-13, 2018 Fourth Quarter Economic Development and
Marketing Department Results, as information.
EXECUTIVE SUMMARY
The purpose of this report is to provide Council with an overview of Fourth quarter activity,
financial results and business plan objectives.
BACKGROUND
Economic Development Activity
2017 2018 (Target) 2018 (Actual)
Lead Files Opened 112 110 68
Lead Files Opened N/A N/A 236
Lead Files Closed 65 120 143
Corporate Visits 16 24 28
Client Visits 21 20 21
New Businesses
Opened
17 14 16
Businesses Closed 6 N/A 13
Website (All Town
Pageviews)
452,653 N/A 465,874
Website Activity (Main
Business Page)
2,145 3,400 2,116
Page 162 of 453
Page 2 / 6 CAO
Website Activity
(Business Directory)
4,378 6,400 3,941
For 2018, the Lead Files Opened category has been broken out by Town and SOMA
(Southwestern Ontario Marketing Alliance) leads. All metrics, with the exception of the website,
are at or above targets for the year.
In terms of wins for the community, 2018 experienced a number of significant investments in the
industrial, commercial and residential sectors as detailed below.
New Businesses Ashley Wear
Betty’s Consignment
Coyote Restaurant
Elite Motor Car
EMW Industrial
Hi Def Detailing
King Mattress & Appliance
Medpoint Health Care Centres
Oxford Packaging Ltd
Special Occasion Cakes
Janzen-Tenk Realty Inc
Personal Service Coffee
Tillsonburg Fire
Titan Trailers
Velkow Lift Trucks
VR Quest
Closed Businesses Fox & Fawn
Koko's Apparel
Kool Jet Refrigeration Systems
Pearce Motors
Roho's Bar & Grill
Page 163 of 453
Page 3 / 6 CAO
Saffire Blue
Sofalvi Door Systems
Spicer's Bakery,
Tillsonburg Machine Tool
The Sign Shop
Tripp-Vogt-Trottier
VR Quest
ZF-TRW
The following table summarizes the status of the 2018 Business Plan objectives:
Item Budget
Value
Target Date Status
Branding – Wayfinding
Signage and Ongoing
$25,000 Q1 – Q4 Not completed due to workload.
Included in 2019 Business Plan
Community Improvement
Plan
$20,000 Q1 - Q4 Four applications received and
processed
Manufacturing
Acceleration Program
(RED Application)
$20,000 Q4 In process. Capabilities Assessments
underway. Cluster model project to
be awarded by Nov. Runs until
March 2019
Mission to Europe –
Trade Development
$5,000 Q2 Cancelled
Residential Marketing
Campaign
$45,000 Q1 – Q4 New website underway. To be
considered for re-launch in 2019 with
new builder partnerships.
Chamber Sponsorship
(Awards)
$3,800 Q2 Completed
Chamber Sponsorship
(Grant for Gala)
$4,000 Q2 Completed
Downtown Revitalization $2,000 Q2 Completed. Report will be brought to
Council in 2019.
Youth Robotics
Challenge
$1,000 Q4 Completed
Bridges to Better
Business
$1,000 Q4 Completed
Vacant 5 Year Rebates $0 Q2 Not Completed due to workload.
Included in 2019 Business Plan
Page 164 of 453
Page 4 / 6 CAO
Highway #3 Business
Park – Storm Water
Pond Facility
$565,000 Detailed design underway
Highway #3 Business
Park – Clearview Dr
Extension
$1,650,000 Detailed design underway
CONSULTATION/COMMUNICATION
Not applicable. The Development Committee is provided with a summary of this report at their
regular meetings.
FINANCIAL IMPACT/FUNDING SOURCE
The Economic Development & Marketing Department variances for 2018 are as follows:
Department Variance Explanation
Economic Development
$2,621 Grant revenue (SOMA) over $5,000
Donation Revenue - Capabilities
Assessment
Special Projects under $9,000 -
Branding implementation/MAP
Advertising Expense under $6,100
Community Improvement Program
(CIP) over $19,200
Consulting Services over $5,500
Development &
Communications (Discover
Tillsonburg)
($14,436) Discover Tillsonburg revenue under
$28,900 offset by Advertising
campaign under $44,300
Page 165 of 453
Page 5 / 6 CAO
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
1. Excellence in Local Government
☐ Demonstrate strong leadership in Town initiatives
☒ Streamline communication and effectively collaborate within local government
☒ Demonstrate accountability
2. Economic Sustainability
☐ Support new and existing businesses and provide a variety of employment opportunities
☐ Provide diverse retail services in the downtown core
☐ Provide appropriate education and training opportunities in line with Tillsonburg’s
economy
3. Demographic Balance
☐ Make Tillsonburg an attractive place to live for youth and young professionals
☐ Provide opportunities for families to thrive
☐ Support the aging population and an active senior citizenship
4. Culture and Community
☐ Promote Tillsonburg as a unique and welcoming community
☐ Provide a variety of leisure and cultural opportunities to suit all interests
☐ Improve mobility and promote environmentally sustainable living
Page 166 of 453
Page 6 / 6 CAO
Report Approval Details
Document Title: Report DCS 19-13 2019 Fourth Quarter Economic Development
and Marketing.docx
Attachments:
Final Approval Date: May 23, 2019
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - May 22, 2019 - 4:33 PM
David Calder - May 22, 2019 - 5:24 PM
Donna Wilson - May 23, 2019 - 8:13 AM
Page 167 of 453
Report Title 2018 Fourth Quarter Building, Planning & By-Law
Services Department Results
Report No. DCS 19-14
Author Geno Vanhaelewyn, Chief Building Official
Meeting Type Council Meeting
Council Date May 27, 2019
Attachments Q4 Financial Summary
RECOMMENDATION
THAT Council receives Report DCS 19-14 2018 Fourth Quarter Building, Planning and By-Law
Services Department Results, as information.
EXECUTIVE SUMMARY
This report contains information on the annual activity volumes, trends over time, financials and
updates on major initiatives. The statistics provided are inclusive from January 1, 2018 to December
31, 2018.
BUILDING SERVICES
Building Services experienced a record setting total number of permits issued (436) in review of
statistics back to 1988. An increase in activity across all sectors in terms of value of construction was
recorded compared to 2017 with the major increases recorded in the residential and commercial
sectors. These statistics are noted in the tables below.
2018 – Annual Building Permit Activity Overview (Jan 1/18 – Dec 31/18)
Total Permits Issued 436
Inspections Completed 2,317
Total Construction Value $43,449,870
Total Permit Revenue $ 516,020
2018 Permit Class Comparison
Single
Dwellings
Other
Residential Institutional Commercial Industrial
Permits
Issued 86 239 10 79 22
Estimated
Value 18,283,760 13,141,512 2,392,166 6,698,430 2,934,002
Page 168 of 453
2
CAO
Value of Construction Comparisons (Jan 1/18 – Dec 31/18)
CLASS 2018 2017 2016 2015 2014 2013 2012
Single Dwellings 18,283,760 17,381,846
22,986,868
11,290,464
11,690,744 10,162,224 8,910,390
Other
Residential 13,141,512 3,394,667
2,931,504
3,278,262
3,746,308 2,470,956 1,476,617
Institutional 2,392,166 256,900
76,114
3,978,968
17,579,092 917,675 235,550
Commercial 6,698,430 1,700,068 5,463,272
729,400
3,246,669 2,430,382 7,855,600
Industrial 2,934,002 1,992,965 4,361,500
292,600
2,669,685 3,412,100 504,300
Total Value of
Construction 43,449,870 24,726,446
35,819,258
19,569,694
38,932,498 19,442,337 18,982,457
Total Number of
Permits Issued 436 431 426 317 369 315 301
2018 - Residential Construction Comparison (Jan 1/18 – Dec 31/18)
TOTAL RESIDENTIAL
PERMITS
ISSUED
SINGLE (DETACHED) DWELLINGS
APARTMENT
UNITS
CONDOMINIUM
UNITS
TOTAL RESIDENTIAL
CONSTRUCTION
VALUE
OVERALL CONSTRUCTION
VALUES
2018 325 86 42 22 31,425,272 43,449,870
2017 316 80 5 4 21,276,513 24,726,446
2016 300 117 0 0 25,918,372 35,819,258
2015 218 61 YEAR 0 14,568,726 19,569,694
2014 240 64 36 0 16,432,935 38,932,498
2013 200 67 1 0 12,643,180 19,442,337
2012 203 54 0 0 10,387,007 18,982,457
2011 249 42 68 - 13,781,335 17,921,577
2010 236 58 - - 8,463,514 12,455,689
2009 175 42 30 - 20,267,358 26,021,858
2008 228 41 - 10 8,924,882 13,407,055
2007 299 98 13 - 16,471,262 22,770,077
2006 252 73 2 - 11,822,167 19,723,767
2005 205 80 8 44 18,097,035 26,905,724
Page 169 of 453
3
CAO
Inspection Activity Comparisons (Jan 1/18 – Dec 31/18)
Output Measures/Activity Quantity
2014
Quantity
2015
Quantity
2016
Quantity
2017
Quantity
2018
Building Inspections Completed 1408 1269 1621 2092 2317
Major Construction/Development Projects:
253 Broadway- Commercial Unit & 28 Apartments
360 Quarter Town Line – new townhouse condos
45 Hardy Ave - Complex Co-Gen project
45 Hardy Ave – Outdoor Rec Pad
10 Clearview - Shaw’s Ice Cream renovations
2 Clearview Drive- Tillsonburg Mini Storage
67 Oxford Street – Tim Hortons
13 Sanders Street- Non-Profit Housing Apartments
32 Clearview Dr- Elmrex
15 Wren Court – New townhouses
Andrews Crossing Subdivision
Building Financial Impact
Completed work was funded through 2018 budget allotments with Building Services resulting in a net
levy of $327. The budgeted contribution from Building Reserves was not required due to the increased
permit activity and revenue. A copy of the financial summary has been attached to this report.
PLANNING SERVICES
2018 – Planning Activity (Jan 1/18 – Dec 31/18)
Output Measures/Activity 2015 2016 2017 2018
Minor Variance Applications 13 12 11 19
Zone Change Application 8 9 14 14
Site Plan Formal Consultations 13 4 7 4
Site Plan Approvals 6 10 6 16
Site Plan Applications (in progress) 4 5 8 9
Subdivision Agreements 1 4 3 0
Pre-Servicing Agreement 1 1 0 3
Draft Plan of Subdivision Approval Ext 0 2 2 2
Page 170 of 453
4
CAO
Site Plan Applications (in progress as of December 31, 2018)
Harvest Avenue - First Baptist Church
3 Simcoe Street – Auto Dealership Parking Lot
3 John Pound Road – Apartment Building
51&53 North Street East – Sewage Pumping Station
150 Concession Street West
6 Rouse Street - New Brethren Church
671 Broadway - Auto Dealership
11 Wren Crt. - 6-Plex
17 Wren Crt. – 6-Plex
BY-LAW SERVICES
Records indicate that by-law and property standard activities and occurrences have decreased slightly
from previous years and the total number of parking tickets issued has increased. These activities are
noted in the tables below.
2018 – By-Law Activity (Jan 1/18 – Dec 31/18)
Output Measures– Quantity 2013
Actual
2014
Actual
2015
Actual
2016
Actual
2017
Actual
2018
Actual
Parking Tickets Issued 873 478 547 891 663 835
Animal Tags
Issued
Cats 874 978 1054 1221 1024 971
Dogs 1,963 2082 2188 2101 2272 2512
Enforcement –
Complaints and
Occurrences
Parking, Taxi,
Illegal Dumping,
Noise
119 131 145 132 152 146
Property Stds,
Zoning, Clean
Yard, Sign,
Fence, etc.
186 211 257 255 313 280
Animal Control 384 406 371 350 321 261
By-Law Financial Impact
By-Law Services (Protection) resulted in a net operating surplus of $41,853 as a result of an in increase
in user charges along with savings in labour, purchases, and the animal control subcontractor budget.
A copy of the financial summary has been attached to this report.
Page 171 of 453
5
CAO
DEPARTMENTAL TASKS
Annual tasks/projects:
2018 Open/Inactive Permit Deposit Project - complete
2018 Animal licence renewal program - complete
DocuPet Animal Licencing Program setup - complete
2018 Façade Improvement Program – complete
Central Area Design Study review – ongoing
Zoning By-Law Review & Housekeeping Amendments – ongoing (expected completion
Q3, 2019)
2019 FORECAST
It is projected that 2019 Building and Planning activities will remain active across all sectors particularly
the single detached dwelling and apartment dwelling sectors. By-Law Services activity is anticipated to
remain consistent based on the statistics from previous years.
Page 172 of 453
6
CAO
Report Approval Details
Document Title: DCS 19-14 2018 Annual Report Building Planning By-Law
Services.docx
Attachments: - 2018 Q4 - Dept 180 - Protection Quarterly Report Budget vs Actuals.pdf
- 2018 Q4 - Dept 190 - Building Quarterly Report Budget vs Actuals.pdf
Final Approval Date: May 22, 2019
This report and all of its attachments were approved and signed as outlined below:
David Calder - May 22, 2019 - 5:23 PM
Page 173 of 453
2018 2018 Actual %Note
Budget Actuals Variance Variance Reference
Revenues
User Charges -77,500 -101,389 -23,889 31%0
Contribution from Reserves -5,100 -5,100
Total Revenues -82,600 -106,489 -23,889 29%0
Expenditures
Labour 231,400 227,863 -3,537 2%
Purchases 28,400 18,971 -9,429 33%0
Contracted Services 23,000 17,950 -5,050 22%0
Interfunctional Adjustments 28,400 28,452 52
Total Expenditures 311,200 293,236 -17,964 6%0
Total Net Levy 228,600 186,747 -41,853 18%0
Development Charges
Page 174 of 453
2018 2018 Actual %Note
Budget Actuals Variance Variance Reference
Revenues
User Charges (369,500)(652,050)(282,550)76%0
Contribution from Reserves (103,100) 103,100 100%0
Total Revenues (472,600)(652,050)(179,450)38%0
Expenditures
Labour 391,000 392,201 1,201
Purchases 42,300 34,613 (7,687)18%0
Contracted Services 6,600 8,390 1,790 27%
Contribution to Reserves 184,449 184,449 100%
Interfunctional Adjustments 32,700 32,724 24
Total Expenditures 472,600 652,377 179,777 38%0
Total Net Levy 327 327
Development Charges
Page 175 of 453
Report Title Fourth Quarter 2018 Fire and Rescue Services
Department Results
Report No. FRS 19-06
Author Terry Saelens
Meeting Type Council Meeting
Council Date May 27, 2019
Attachments Financial Plan Summary
Page 1 / 4 100795254,,,FRS 19-06 - Fourth Quarter Fire and Rescue Services Department Results
RECOMMENDATION
THAT Council receive Report FRS 19-06 Fourth Quarter 2018 Fire and Rescue Services
Department Results, as information.
EXECUTIVE SUMMARY
To provide Council with the October 1, 2018 to December 31, 2018 Fire & Rescue Services
performance results.
SUMMARY OF OPERATIONAL RESULTS
2018 Business Objectives
Objective Target Date Status
Bunker Gear Decontamination Q3 Incomplete
Gas Detection & Air Monitoring Q3 Complete
Low Angle Rescue Q2 Complete
Fire Comm Infrastructure Reserve Q4 Complete
Traffic Signal Priority Control System Q3 Incomplete
Auto Extrication Equipment Q3 Complete
SCBA Reserve Contribution Q4 Complete
Live Fire Training Simulator Q3 Complete
Fire Ground Equipment Q2 Complete
Strategic Planning Committee Complete Committee
Succession Management Ongoing
Development training in
progress. Reservist
Program at full strength.
Needs Assessment for Ladder 4 Q4 Complete
Fire Comm Customer Development Ongoing Ongoing
CEMP Update Q3 Complete
Fire Underwriters Survey Q1 Complete.
Page 176 of 453
Page 2 / 4 CAO
Key Indicators
19 Firefighters on average attended training exercises with an average participation rate of 73%.
The year to date average is 21 Firefighters attending an average of 77% of training exercises.
The Average firefighter, year to date, has attended 75% of “Platoon” calls and 52% of “All Calls”.
2018 Alarm Data (Year to Date)
OFM Response Type Total Incidents Total Staff Hours
Property Fires/Explosions 10 359
Overpressure Rupture/Explosion (No Fire) 3 17
Pre Fire Conditions/ No Fire 30 161
False Fire Calls 77 376
Carbon Monoxide False Calls 32 162
Public Hazard 28 190
Rescue 35 226
Medical/Resuscitator Call 19 71
Other Response 11 62
YTD 245 1624
2017 Dollar Loss / Loss Prevention
Number of
Property Fire
Incidents
Estimated
Property Value at
Risk
Estimated
Structure Fire
Loss
Estimated
Content Fire
Loss
Property Fire
Loss Prevented
Q1 1 290,000
Q2 3 84,500
Q3 0 0
Q4 4 18.000
Year to Date Total Fire Loss (structure & contents): $392.500
Fire Prevention Inspections
4th Quarter 2018 Year to Date
Assigned 0 24
In Progress 2 4
Follow Up 0 0
Legal Action 0 0
Rescinded 0 0
Closed 0 30
Page 177 of 453
Page 3 / 4 CAO
Apparatus Utilization
Apparatus 2018
4th Quarter
2018
Year to Date
2017
4th Quarter
2017
Year End
Car 1 9 36 11 49
Car 2 0 48 17 80
Pumper 1 41 169 50 235
Pumper 2 14 52 12 106
Rescue 3 11 58 24 123
Ladder 4 28 118 34 155
Public Education
Types 2018
4th Quarter
2018
Year to Date
2017
4th Quarter
2017
Year End
Station Tours 3 12 1 5
Presentations 9 21 10 24
Newspaper/Media 0 1 0 2
Charity Event 0 5 0 4
Fire Communication Report
Town of Tillsonburg Calls
2018 4th Quarter On Call Called Out 2018 YTD On Call Called Out YTD
Customer Service 313 N/A 1251 N/A
OPP 29 N/A 127 N/A
WORKS 16 6 69 51
HYDRO 26 33 158 120
WATER 8 8 42 29
KENNEL 0 0 12 8
++++
Tillsonburg Fire
2018 4th Quarter 2018 YTD
Administration Lines 314 915
Emergency Calls 55 260
Non Emergent Calls 166 812
Side Door 195 643
Fire Incidents 61 245
Fire Comm
2018 4th Quarter 2018 YTD
Emergency Calls 623 2987
Non Emergent Calls 1911 9347
Fire Incidents 689 3236
Page 178 of 453
Page 4 / 4 CAO
FINANCIAL IMPACT/FUNDING SOURCE
Fire & Rescue Service is currently $14,375.00 under budget.
The financial forecast for Fire & Rescue Services through to December 31, 2018 is to be on
budget.
Page 179 of 453
2018 2018 (Surplus)/Project Status
Budget Actuals Deficit
Project Listing
150 Fire
143 Fire Comm Infrastructure
3820 Debt Proceeds (55,200) (55,223) (23)
5425 Sp Proj Exp 55,200 55,223 23
Total 143 Fire Comm Infrastructure Complete
144 Traffic Signal Priority System
3905 Contr from DC Res (32,000) 32,000
5425 Sp Proj Exp 32,000 (32,000)
Total 144 Traffic Signal Priority System In progress
155 Fire Comm Console
3825 Debt - User pay (93,500) (93,500)
3900 Contr from Res (37,800) (25,008) 12,792
5425 Sp Proj Exp 145,008 145,008
5505 Subcon Exp 157,800 (157,800)
Total 155 Fire Comm Console 26,500 26,500 Complete
156 Digital Road Sign
3300 Misc Rev (5,000) 5,000
3705 Donation Rev (1,000) (1,000)
3900 Contr from Res (2,496) (2,496)
5425 Sp Proj Exp 19,500 17,996 (1,504)
Total 156 Digital Road Sign 14,500 14,500 Complete
157 Communication Log Recorder
5425 Sp Proj Exp 18,500 18,500 0
Total 157 Communication Log Recorder 18,500 18,500 0 Complete
Total 150 Fire 59,500 59,500 0
160 Police
150 Sally Doors
3900 Contr from Res (7,000) 7,000
5505 Subcon Exp 7,000 (7,000)
Total 150 Sally Doors In progress
Total 160 Police
Total Project Listing $59,500 $59,500 $0
Page 180 of 453
2018 2018 Actual % Note
Budget Actuals Variance Variance Reference
Revenues
User Charges (339,000) (358,771) (19,771) 6% 6
Specified Revenue (66,637) (66,637) 100% 1
Total Revenues (339,000) (425,408) (86,408)25% 0
Expenditures
Labour 1,023,200 1,076,686 53,486 5% 2
Purchases 233,000 212,872 (20,128) 9% 3
Contracted Services 94,800 71,365 (23,435) 25% 4
Contribution to Reserves 45,000 111,637 66,637 148% 1
Interfunctional Adjustments 195,100 196,516 1,416 1%
Debt Principal & Interest 22,600 16,657 (5,943) 26% 5
Total Expenditures 1,613,700 1,685,733 72,033 4%
Total Net Levy 1,274,700 1,260,325 (14,375)1%
Development Charges
DC Revenue Collected (66,637) (66,637)
DC Contribution to Reserves 66,637 66,637
Notes:
1 DC Revenue
2
3
4
5 Debt Principal & Interest under $5,900 - surplus due to timing of debt proceeds
6 Fire Comm dispatch revenue over $21,700
FT labour over 40,100 -Acting Deputy fire Chief, plus additional payroll & benefit costs; Net PT labour over $13,700 - $5,400 -Fire
suppression, $8,200 - Fire Communications
Training under $9,700; Program Supplies under $4,700 - Public Education and CEMP
Subcontractor Expense under $18,100 Equipment Maintenance Contract under $5,400
Page 181 of 453
2018 2018 Actual % Note
Budget Actuals Variance Variance Reference
Revenues
Grants (72,800) (69,585) 3,215 4%
User Charges (315,000) (323,699) (8,699) 3%
Specified Revenue (10) (10) 100%
Contribution from Reserves (41,300) (41,300)
Total Revenues (429,100) (434,594) (5,494)1%
Expenditures
Labour 105,900 105,737 (163)
Purchases 78,200 76,701 (1,499) 2%
Contracted Services 3,120,100 3,125,666 5,566
Contribution to Reserves 2,332 2,332 100%
Interfunctional Adjustments 8,900 8,868 (32)
Total Expenditures 3,313,100 3,319,304 6,204
Total Net Levy 2,884,000 2,884,710 710
Development Charges
DC Revenue Collected (10) (10)
DC Contribution to Reserves 10 10
Page 182 of 453
Report Title 2018 Fourth Quarter Operations Services Department
Results
Report No. OPS 19-18
Author Kevin De Leebeeck, P.Eng. Director of Operations
Meeting Type Council Meeting
Council Date May 27, 2019
Attachments Operating & Capital Summaries
Page 1 / 4
RECOMMENDATION:
THAT Council receive Report OPS 19-18 2018 Fourth Quarter Operations Services
Department Results, as information.
SUMMARY
To provide Council with the January 1, 2018 to December 31, 2018 Operations Services
financial results.
Table 1: 2018 Operations Business Plan
Objective Target Project Status
Continue review of Public Works, Engineering & Water/
Wastewater procedures and records management Q1 – Q4 In Progress
(Cont’d in 2019 BP)
Airport Feasibility Analysis Q4 Not Started
(CFWD in 2019 BP)
Comprehensive Sidewalk Review Q1 Completed
Winter Maintenance Level of Service Policy Q2 Completed
Continue Corporate Fleet CVOR Compliance Initiative Q1 – Q4 In Progress
(Cont’d in 2019 BP)
Renegotiations of Solid Waste and Recycling Collection
Agreement with Oxford County Q2/Q3 In Progress
(Cont’d in 2019 BP)
Renegotiations of Urban Road Maintenance Agreement
with Oxford County Q3/Q4 Not Started
(CFWD in 2019 BP)
Renegotiations of Water Distribution and Wastewater
Collection Agreement with Oxford County Q3/Q4 In Progress
(Cont’d in 2019 BP)
Develop & Implement Leak Detection Program Q2/Q3 Not Started
(CFWD in 2019 BP)
Develop & Implement Manhole Inspection Program Q1 – Q3 In Progress
(Cont’d in 2019 BP)
Water Transmission Main Maintenance Review Q2 Completed
Page 183 of 453
Page 2 / 4
Update Engineering Design Criteria to current industry
standards & practices Q4 In Progress
(Cont’d in 2019 BP)
Review and Revise Engineering Rates & Fees structure Q2 Not Started
(CFWD in 2019 BP)
Review of Outstanding deficiencies and Legacy issues
related to stale Developments Q1 – Q4 Completed
Asset Management Q2 – Q4 Completed Storm Sewer CCTV Inspections
Big Otter Creek / Old Vienna Rd Slope Stability Design
Study Q2/Q3 In Progress
(Cont’d in 2019 BP)
Railway Crossing Safety Assessments Q3 In Progress
(Cont’d in 2019 BP)
Broadway & Brock Intersection Audible and Accessibility
Upgrades Q3 Completed
Quarter Town Line Corridor Management Implementation Q2/Q3 Completed
Future Kinsmen Pedestrian Bridge Enhanced OSIM
Inspection Q3 Completed
LED Streetlight Conversion Project Q3/Q4 Completed
Concession Street E. Reconstruction Q2/Q3 Completed
Annandale Ball Diamonds – Parking Lot Q2/Q3 Completed
Bradburn Reconstruction – Stage 1 of 2 Q3/Q4 Completed
(surface asphalt 2019)
Broadway Connecting Link Rehabilitation – Town limit to
south of North St. Q3/Q4 Completed
Asphalt Resurfacing Program Q2/Q3 Completed
Heavy Duty Vehicle Replacements
Fire Unit #73 – 1998 Aerial Truck Q3 Completed
Key indicators measure growth in terms of infrastructure i.e. Roads, Sewers, Watermain,
Sidewalk, etc. and the associated maintenance level of service. The Towns ability to mitigate
the associated incremental costs to maintain the additional infrastructures demonstrates the
efficiencies of continuous internal improvement.
Key Indicators 2018 2017 2016 2015 2014 2013
Roads (Lane km) 235.1 233.6 229.4 226.8 226.1 225.5
Sidewalks (km) 97.4 96.6 94.2 91.6 89.5 89.1
Page 184 of 453
Page 3 / 4
GOALS FOR NEXT QUARTER
Continue records management and CVOR compliance initiative
Data gathering and survey of future infrastructure capital projects
Begin road reconstruction design drawings and issue early tenders
Continue various agreement renegotiations and manhole inspection program
Continue records management and CVOR compliance initiatives
Continue winter maintenance operations of roadways, sidewalks and parking lots
FINANCIAL IMPACT/FUNDING SOURCE
The consolidated 2018 Q4 Operations Services overall variance is summarized in Table 2.
Table 2: Fourth Quarter Budget vs. Actual Variance Summary
Department (Surplus) / Deficit
Operations Administration (224)
Engineering Services 47,417
Public Works 45,263
Airport Operations 10,560
Waste Management 570
Fleet Services (47,117)
Transit Services 7,526
Total Variance 63,995
Page 185 of 453
Page 4 / 4
Report Approval Details
Document Title: OPS 19-18 2018 Fourth Quarter Operations Services.docx
Attachments: - OPS 19-18 Attachment 1 - Operating and Capital Summaries.pdf
Final Approval Date: May 23, 2019
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - May 22, 2019 - 9:30 AM
David Calder - May 22, 2019 - 5:30 PM
Donna Wilson - May 23, 2019 - 8:15 AM
Page 186 of 453
2018 2018 Actual %Note
Budget Actuals Variance Variance Reference
Revenues
User Charges (1,348,800)(1,348,804)(4)0%
Specified Revenue (112,167)(112,167)100%1
Total Revenues (1,348,800)(1,460,971)(112,171)8%0
Expenditures
Labour 308,600 294,067 (14,533)5%2
Purchases 543,400 512,969 (30,431)6%3
Contracted Services 5,500 4,460 (1,040)19%
Contribution to Reserves 112,167 112,167 100%1
Interfunctional Adjustments 242 242 100%
Debt Principal & Interest 267,600 266,249 (1,351)1%
Total Expenditures 1,125,100 1,190,154 65,054 6%0
Total Net Levy (223,700)(270,817)(47,117)21%0
Development Charges
DC Revenue Collected (112,167)(112,167)
DC Contribution to Reserves 112,167 112,167
Notes:
1 DC Revenue
2 FT labour under $10,500 - vacancy; OT under $3,100
3 Equip. Rental under $12,600; Fuel & Oil under $9,100; Equip. Repairs under $6,900
Page 187 of 453
2018 2018 Actual %Note
Budget Actuals Variance Variance Reference
Revenues
Total Revenues
Expenditures
Labour 237,500 238,095 595
Purchases 10,200 9,405 (795)8%
Interfunctional Adjustments (6,600)(6,624)(24)
Total Expenditures 241,100 240,876 (224)
Total Net Levy 241,100 240,876 (224)
Page 188 of 453
2018 2018 Actual %Note
Budget Actuals Variance Variance Reference
Revenues
User Charges (34,000)(52,929)(18,929)56%1
Total Revenues (34,000)(52,929)(18,929)56%0
Expenditures
Labour 453,300 285,638 (167,662)37%2
Purchases 26,000 220,691 194,691 749%3
Interfunctional Adjustments (148,100)(108,783)39,317 27%4
Total Expenditures 331,200 397,546 66,346 20%0
Total Net Levy 297,200 344,617 47,417 16%0
Notes:
1 Additional construction admin & inspection revenue $12,900; Additional subdivision review revenue $4,600
2 Labour Vacancies
3 Third Party Engineering Services
4 labour cost recovery charge under $39,300 - labour vacancies
Page 189 of 453
2018 2018 Actual %Note
Budget Actuals Variance Variance Reference
Revenues
Grants (75,000) (129,092) (54,092) 72% 1
User Charges (1,303) (1,303) 100%
Specified Revenue (264,905) (264,905) 100% 2
Total Revenues (75,000) (395,300) (320,300)427% 0
Expenditures
Labour 650,800 660,260 9,460 1%
Purchases 253,900 277,075 23,175 9% 3
Contracted Services 218,500 232,325 13,825 6% 4
Contribution to Reserves 309,905 309,905 100% 1,2
Interfunctional Adjustments 274,000 273,996 (4)
Debt Principal & Interest 308,000 307,655 (345)
Total Expenditures 1,705,200 2,061,216 356,016 21% 0
Total Net Levy 1,630,200 1,665,916 35,716 2%
Development Charges
DC Revenue Collected (264,905) (264,905)
DC Contribution to Reserves 264,905 264,905
Notes:
1 Additional $45,000 County Grant for Town paving of North St. intersection
2DC Revenue
3 Building Repairs & Maintenance over $10,200; Supplies Expense over $7,100
4 Subcontractor Expense over $13,800 - Brush & Tree removal
Page 190 of 453
2018 2018 Actual %Note
Budget Actuals Variance Variance Reference
Revenues
Total Revenues
Expenditures
Labour 208,700 224,176 15,476 7%1
Purchases 127,500 105,702 (21,798)17%2
Contracted Services 3,000 14,351 11,351 378%3
Interfunctional Adjustments 205,600 205,596 (4)
Total Expenditures 544,800 549,825 5,025 1%
Total Net Levy 544,800 549,825 5,025 1%
Notes:
1 FT labour under $9,100 (early winter HEO dismissal); OT over $23,700
2 Salt Supplies under $21,800
3 Subcontractor Expense over $11,400 - Parking Lot clearing assistance
Page 191 of 453
2018 2018 Actual %Note
Budget Actuals Variance Variance Reference
Revenues
Levy, PILS (141,500)(139,049)2,451 2%
Other Revenue (21,887)(21,887)100%3
Specified Revenue (82)(82)100%1
Total Revenues (141,500)(161,018)(19,518)14%0
Expenditures
Labour 26,000 14,960 (11,040)42%2
Purchases 10,500 7,219 (3,281)31%
Contracted Services 25,000 27,774 2,774 11%
Contribution to Reserves 27,500 58,499 30,999 113%1, 3
Interfunctional Adjustments 38,400 38,388 (12)
Debt Principal & Interest 14,100 14,179 79 1%
Total Expenditures 141,500 161,019 19,519 14%0
Total Net Levy 1 1
Development Charges
DC Revenue Collected (82)(82)
DC Contribution to Reserves 82 82
Notes:
1 DC Revenue
2 Net Labour Allocation within Public Works
3 Cash-in-lieu of parking (253 Broadway)
Page 192 of 453
2018 2018 Actual %Note
Budget Actuals Variance Variance Reference
Revenues
Total Revenues
Expenditures
Labour 29,100 10,209 (18,891)65%1
Purchases 274,600 256,301 (18,299)7%2
Contracted Services 3,000 19,285 16,285 543%3
Contribution to Reserves 7,800 7,800
Interfunctional Adjustments 20,000 20,004 4
Total Expenditures 334,500 313,599 (20,901)6%0
Total Net Levy 334,500 313,599 (20,901)6%0
Notes:
1 Net Labour Allocation within Public Works
2 Energy Savings $50,500; Material & Supplies over $32,200 - new/relocation of streetlight requests, underground fault repairs
3 Subcontractor Expense over $16,300 - new/relocation of streetlight requests, underground fault repairs
Page 193 of 453
2018 2018 Actual %Note
Budget Actuals Variance Variance Reference
Revenues
Grants (5,000)(5,000)
User Charges (414,400)(388,846)25,554 6%1
Other Revenue (11)(11)
Total Revenues (419,400)(393,857)25,543 6%0
Expenditures
Labour 113,900 113,942 42
Purchases 265,100 247,771 (17,329)7%2
Contracted Services 39,800 42,153 2,353 6%
Interfunctional Adjustments 11,300 11,340 40
Debt Principal & Interest 37,600 37,511 (89)
Total Expenditures 467,700 452,717 (14,983)3%
Total Net Levy 48,300 58,860 10,560 22%0
Notes:
1
2 Fuel expense under $24,400; Building Repairs over $8,900 (sump pump failure & damage)
Fuel sales under $41,100; Insurance Proceeds over $21,300; Net rent revenue under $7,500 (Lease Land Rentals)
Page 194 of 453
2018 2018 Actual %Note
Budget Actuals Variance Variance Reference
Revenues
Grants (75,000)(75,000)100%1
Specified Revenue (19,907)(19,907)100%2
Total Revenues (94,907)(94,907)
Expenditures
Labour 51,400 30,903 (20,497)40%3
Purchases 2,000 78,310 76,310 3,816%4
Contracted Services 50,000 94,613 44,613 89%5
Contribution to Reserves 19,907 19,907 100%1
Interfunctional Adjustments 25,900 25,896 (4)
Debt Principal & Interest 31,000 31,000
Total Expenditures 160,300 280,629 120,329 75%0
Total Net Levy 160,300 185,722 25,422 16%0
Development Charges
DC Revenue Collected (19,907)(19,907)
DC Contribution to Reserves 19,907 19,907
Notes:
1 CWWF Grant $75,000
2 DC Revenue
3 FT labour under $20,700
4 Special Project Expense over $75,000 - North St. E. Storm Drainage Channel Outlet
5 Subcontractor Expense over - $41,800 Delevan Cres. Storm Outlet Failure
Page 195 of 453
2018 2018 Actual %Note
Budget Actuals Variance Variance Reference
Revenues
Grants (117,600)(130,359)(12,759)11%1
User Charges (122,200)(137,147)(14,947)12%2
Total Revenues (239,800)(267,506)(27,706)12%0
Expenditures
Labour 69,500 66,600 (2,900)4%
Purchases 101,900 122,367 20,467 20%3
Contracted Services 123,500 134,133 10,633 9%4
Interfunctional Adjustments 124,100 124,176 76
Total Expenditures 419,000 447,276 28,276 7%0
Total Net Levy 179,200 179,770 570 0%0
Notes:
1 Additional $10,200 County Grant related to Yard Waste Depot
2 Additional Scrap Metal revenue $8,300; Bag Tag Sales over $6,100
3 Bag Tags Purchased over $20,000
4 Yard Waste Depot Subcon Expense over $10,200
Page 196 of 453
2018 2018 Actual %Note
Budget Actuals Variance Variance Reference
Revenues
Grants (54,100)(54,075)25
User Charges (7,902)(7,902)100%1
Total Revenues (54,100)(61,977)(7,877)15%0
Expenditures
Purchases 28,900 28,850 (50)0%
Contracted Services 54,100 69,553 15,453 29%2
Total Expenditures 83,000 98,403 15,403 19%0
Total Net Levy 28,900 36,426 7,526 26%0
Notes:
1 Bus Fares
2 Subcontractor Expense over $15,500 for T-GO service provider
Page 197 of 453
2018 2018 (Surplus)/ Project Status
Budget Actuals Deficit
Project Listing
130 Fleet
060 Snowplow Truck Rep #064
3820 Debt Proceeds (275,000) (275,000)
5505 Subcon Exp 275,000 258,952 (16,048)
5950 Contrib to Res 14,209 14,209
Total 060 Snowplow Truck Rep #064 (1,839) (1,839) 2017 CFWD Complete
062 Service Truck Rep#044
3825 Debt ‐ User pay (172,100) (172,142) (42)
5425 Sp Proj Exp 1,483 1,483
5505 Subcon Exp 172,100 172,498 398
Total 062 Service Truck Rep#044 1,839 1,839 2017 CFWD Complete
064 Street Sweeper Rep#085
3900 Contr from Res (280,000) (276,152) 3,848
5310 Equip S&R 3,504 3,504
5425 Sp Proj Exp 3,555 3,555
5505 Subcon Exp 280,000 269,093 (10,907)
Total 064 Street Sweeper Rep#085 2017 CFWD Complete
078 Disposal of Fleet Assets
3810 Sale of Assets (49,890) (49,890)
5425 Sp Proj Exp 3,808 3,808
5950 Contrib to Res 46,082 46,082
Total 078 Disposal of Fleet Assets Complete
086 Hydro Cable Truck Rep#074
3825 Debt ‐ User pay (300,000) 300,000
5505 Subcon Exp 300,000 (300,000)
Total 086 Hydro Cable Truck Rep#074 Postponed to 2019
087 Hydro Service Truck Rep#041
3825 Debt ‐ User pay (65,000) 65,000
5505 Subcon Exp 65,000 (65,000)
Total 087 Hydro Service Truck Rep#041 In progress ‐ Delivered in January 2019
090 Fire Unit (Rpl#73)
3820 Debt Proceeds (920,000) 920,000
3900 Contr from Res (235,000) 235,000
3905 Contr from DC Res (220,000) 220,000
5505 Subcon Exp 1,375,000 (1,375,000)
Total 090 Fire Unit (Rpl#73)In progress ‐ Delivered in January 2019
091 Service Bay Repairs
5505 Subcon Exp 57,000 (57,000)
5950 Contrib to Res 57,000 57,000
Total 091 Service Bay Repairs 57,000 57,000 In progress
110 Lake Lisgar Barge&Trailer
3300 Misc Rev (12,237) (12,237)
5425 Sp Proj Exp 12,237 12,237
Total 110 Lake Lisgar Barge&Trailer Complete ‐ funded from LLRP Trust
Total 130 Fleet 57,000 57,000
Page 198 of 453
2018 2018 (Surplus)/ Project Status
Budget Actuals Deficit
210 Engineering
212 Broadway & Glendale Ped X
3820 Debt Proceeds (40,000) (45,644) (5,644)
3900 Contr from Res (50,000) (50,000)
5425 Sp Proj Exp 90,000 95,562 5,562
5950 Contrib to Res 82 82
Total 212 Broadway & Glendale Ped X 0 0 2017 CFWD Complete
216 QTL Corridor Mgmnt Implmntatin
3905 Contr from DC Res (33,000) (31,360) 1,640
5425 Sp Proj Exp 125,000 123,360 (1,640)
Total 216 QTL Corridor Mgmnt Implmntatin 92,000 92,000 Complete
217 Kinsmen Bridge OSIM Inspection
5950 Contrib to Res 40,000 40,000
Total 217 Kinsmen Bridge OSIM Inspection 40,000 40,000 Complete
218 Brdwy&Brock Accessible Upgrade
3820 Debt Proceeds (60,000) (54,356) 5,644
5425 Sp Proj Exp 60,000 54,356 (5,644)
Total 218 Brdwy&Brock Accessible Upgrade Complete
219 Railway Crossing Safety Assess
5505 Subcon Exp 20,000 (20,000)
5950 Contrib to Res 20,000 20,000
Total 219 Railway Crossing Safety Assess 20,000 20,000 In progress
Total 210 Engineering 152,000 152,000
220 Public Works
223 Bradburn Area Stage 1 of 2
5505 Subcon Exp 325,000 (325,000)
5950 Contrib to Res 325,000 325,000
Total 223 Bradburn Area Stage 1 of 2 325,000 325,000 Complete ‐ surface asphalt in 2019
229 Annual Resurfacing
3200 Grants&S‐Fed (382,400) (319,707) 62,693
5505 Subcon Exp 382,400 319,707 (62,693)
Total 229 Annual Resurfacing Complete
231 Connecting Link Resurfacing
3205 Grants&S‐Prov (975,600) (896,066) 79,534
3900 Contr from Res (92,900) (84,063) 8,837
3905 Contr from DC Res (6,500) (6,500)
5505 Subcon Exp 1,084,000 995,629 (88,371)
Total 231 Connecting Link Resurfacing 9,000 9,000 Complete
245 Riverview Stage 2
3200 Grants&S‐Fed (387,400) (357,324) 30,076
5505 Subcon Exp 387,400 357,324 (30,076)
Total 245 Riverview Stage 2 Complete
258 Concession St E
3200 Grants&S‐Fed (21,360) (21,360)
3205 Grants&S‐Prov (697,400) (697,084) 316
3900 Contr from Res (10,000) (10,000)
5505 Subcon Exp 785,000 806,044 21,044
Total 258 Concession St E 77,600 77,600 0 Complete
Total 220 Public Works 411,600 411,600 0
Page 199 of 453
2018 2018 (Surplus)/ Project Status
Budget Actuals Deficit
235 Streetlights
310 LED Conversion
3205 Grants&S‐Prov (31,700) (31,687) 13
3825 Debt ‐ User pay (1,615,000) (115,000) 1,500,000
5505 Subcon Exp 1,646,700 146,688 (1,500,012)
Total 310 LED Conversion 11Complete ‐ waiting on Debt proceeds
Total 235 Streetlights 11
260 Storm Sewers
223 Bradburn Area Stage 1 of 2
3200 Grants&S‐Fed (105,000) (93,571) 11,429
5505 Subcon Exp 105,000 93,571 (11,429)
Total 223 Bradburn Area Stage 1 of 2 Complete
258 Concession St E
3200 Grants&S‐Fed (2,457) (2,457)
3205 Grants&S‐Prov (103,500) (103,500)
3900 Contr from Res (25,000) (25,000)
5505 Subcon Exp 140,000 142,457 2,457
Total 258 Concession St E 11,500 11,500 0 Complete
354 Big Otter Creek/Old Vienna Rd
5505 Subcon Exp 50,000 (50,000)
5950 Contrib to Res 50,000 50,000
Total 354 Big Otter Creek/Old Vienna Rd 50,000 50,000 In progress
355 Storm CCTV Inspection Prgm
3900 Contr from Res (21,000) (22,223) (1,223)
5505 Subcon Exp 40,000 41,223 1,223
Total 355 Storm CCTV Inspection Prgm 19,000 19,000 0 Complete
413 Oversizing ‐ Andrew's Crossing
3900 Contr from Res (25,000) (23,131) 1,869
5505 Subcon Exp 25,000 23,131 (1,869)
Total 413 Oversizing ‐ Andrew's Crossing Complete
Total 260 Storm Sewers 80,500 80,500 0
280 Waste Management
443 Transfer Station Improvements
3200 Grants&S‐Fed (20,949) (20,949)
3900 Contr from Res (130,000) (130,000)
5425 Sp Proj Exp 130,000 150,949 20,949
Total 443 Transfer Station Improvements 0 0 2017 CFWD Complete
Total 280 Waste Management 00
Total Project Listing $701,100 $701,101 $1
Page 200 of 453
Report Title 2018 Fourth Quarter Recreation Culture and Parks
Department Results
Report No. RCP 19-23
Author Rick Cox, Director of Recreation, Culture & Parks
Meeting Type Council Meeting
Council Date May 27, 2019
Attachments 2018 Q4 RCP Operating Results
Page 1 / 4 2018 Fourth Quarter Recreation Culture and Parks Department Results
RECOMMENDATION
THAT Council receive report RCP 19-23 2018 Fourth Quarter Recreation, Culture and Parks
Department Results, as information.
EXECUTIVE SUMMARY
This report provides Council with the January 1, 2018 to December 31, 2018 Department year to
date operational and financial results for Recreation, Culture & Parks.
BACKGROUND
2018 Business Objectives and Capital Projects
Division Item Target Date Status Programs & Services Recreation Program and Business Service Review Q 2 - 3 Deferred to 2019
Procure Recreation Leisure Guide Production Q1 Complete
Implementation and Training of the new Recreation
Software - Legend Q1 - 4 Complete
Lifesaving Society updates to Leadership Programs and
Learn to Swim Program Q1 Complete Culture & Heritage Museum Anniversary Events Q1 - 4 Complete
Final Year of Oxford Remembers – Oxford’s Own
commemoration of the 100th Anniversary of W.W. I. Q 1 - 4 Complete
Book Publications: Tillsonburg’s Architectural Gems and
The Tillson Empire. Q 1 - 4 In progress
Museum Souvenirs Q 1 - 4 In progress
2018 Exhibits & Events Q 1 – 4 Complete Parks & Facilities Support J.L. Scott McLean Outdoor Recreation Pad Q1-Q4 Complete
Support Gibson House Boathouse and Deck initiative Q1-Q4 In progress
Develop 2019-2024 Town Energy Conservation & Demand
Management Plan Q2 In progress
Support development of Community GHG Plan Q2-Q4 Deferred pending
funding
Page 201 of 453
Page 2 / 4 2018 Fourth Quarter Recreation Culture and Parks Department Results
Implementation of the Asset Management Action Plan Q1-Q4 In progress
Review of contracted cleaning services model Q1 Complete
Physical security report on all facilities Q3 Deferred to 2019
Enhanced Beautification (beyond 2017 pilot) Q2-Q3 Complete
Cemetery Master Plan Implementation. Q2-Q4 In progress
Enhanced Ball Diamond maintenance. Q2-Q3 Complete
Renewal of Housekeeping and Grass Cutting contracts. Q3-Q4 Completed Capital Projects Kiwanis/Sam Lamb/Optimist Hardball Diamond Rehab Q1-Q2 Completed
Annual Memorial Park Revitalization Q2-Q3 Completed
Annandale Baseball Park – Lights Q2 In progress
Accessible connection to Trans-Canada Trail New Redirected to PXO
Lake Lisgar Water Park Inflatables Q2 Completed
Facility Asset Management Q1-Q4 In progress
Floor Scrubber Replacement Q1 Complete
Consolidated Roofing Projects at TCC Q2-Q3 Complete
Tables & Chairs Replacement Q1 Complete
Aquatic Facility Design Study Q2 Complete
TCC Energy Retrofit Q1-Q4 Complete
Station Arts Roof 2019 N/A
Bay Lights conversion to LED Q2 Complete
Water Park Renovations Q1-Q2 Complete
New Sand Filters at Water Park (x2) Q2 Complete
Museum Repairs and Maintenance Q3-Q4 Complete
Servant Porch Q2 Complete
Connect Fire doors into FAS Q1 Not started
Key Indicators
Parks & Recreation
Key Indicators 2018 2017 % change Comment
Museum: attendance - headcount 11,243 13,159 -15%Closure in Jan, no Hevenor exhibit
Programs: Advanced/Leadership - headcount 198 99 100%
Programs: Aquatic registrations - headcount 4,218 4,083 3%
Programs: Public Swim attendance - headcount 12,845 11,877 8%
Programs: Memberships sold 1,850 2,092 -12%
Programs: Health Club attendance - headcount 20,880 24,707 -15%
Programs: Water Fitness attendance - headcount 12,275 10,339 19%
Programs: Land Fitness attendance - headcount 2,134 2,389 -11%
Programs: Public Skating attendance - headcount 2,025 3,797 -47%No summer public skates
Programs: Roller Skating attendance - headcount 257 503 -49%Not as much promotion of the activity
Programs: Squash Courts - headcount 528 1,101 -52%Reduced demand for the sport
Programs: Waterpark attendance - headcount 14,476 16,098 -10%Not open in June, no waterslide
Programs: Youth registrations - headcount 3,267 4,003 -18%
Programs: Advertising revenue (guide,boards,fences)54,115 52,115 4%
Programs: Rink bookings (ice) -hours 4,479 5,831 -23%No summer ice due to refrigeration plant rebuild
Programs: Rink bookings (floor) - hours 236 600 -61%No dog show or NHL Centennial
Programs: Tournaments (ice/pool/field)17 17 0%
Programs: Room rentals (non-admin)829 933 -11%
Programs: Aquatic user fees collected 12,376 14,009 -12%Lower waterpark attendance
Programs: Rental insurance program 3,389 5,139 -34%Lower usage due to Legend implementation
Cemetery: Niche & Plot sales (count)48 76 -37%Low niche inventory slows sales in anticipation of new units
Cemetery: Interments (count)137 136 1%
Data for Q1-Q4
Page 202 of 453
Page 3 / 4 2018 Fourth Quarter Recreation Culture and Parks Department Results
FINANCIAL IMPACT/FUNDING SOURCE
The RCP Department’s 2018 operational and capital financial variance summary is as follows:
The RCP Department ended the year at a deficit of $77 compared to the Department’s budgeted
impact to taxation. Positive variances in Facilities & Museum are mostly due to vacancy-related
labour savings and energy savings at the Community Centre. The negative variance in
Recreation Programs is a result of 50% lower than budget revenue at the Lake Lisgar Waterpark
in admissions and concession proceeds. This variance is compounded by lower than expected
program and facility rental revenue, partially as a result of the rebuild of the ice plant
compromising rink booking revenue.
As a department, RCP leadership were able to mitigate the $70,000 deficit projected at Q3
through careful management of costs and labour.
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
Division 2018 Budget 2018 Actuals Variance
(surplus)/deficit
Forecast at Q3
(surplus)/deficit
Cemetery 103,600 106,849 3,249 -----
Parks 637,400 654,247 16,847 -----
Community Programs 22,200 24,598 2,398 -----
Recreation Programs 414,900 482,133 67,233 150,000
Facilities 2,219,600 2,158,714 (60,886)(80,000)
EFC (32,300)(49,588)(17,288)-----
Museum 333,200 321,724 (11,476)-----
Operational Totals 3,698,600 3,698,677 77 70,000
Cemetery 25,000 25,000 ----------
Parks 166,000 166,000 ----------
Community Programs 0 0 ----------
Recreation Programs 15,000 14,999 (1)-----
Facilities 366,000 366,000 ----------
EFC 0 0 ----------
Museum 55,000 55,000 ----------
Capital Totals 627,000 626,999 (1)0
Consolidated RCP Total 4,325,600 4,325,676 76 70,000
Page 203 of 453
Page 4 / 4 2018 Fourth Quarter Recreation Culture and Parks Department Results
☐ Provide appropriate education and training opportunities in line with Tillsonburg’s
economy
3. Demographic Balance
☐ Make Tillsonburg an attractive place to live for youth and young professionals
☐ Provide opportunities for families to thrive
☐ Support the aging population and an active senior citizenship
4. Culture and Community
☐ Promote Tillsonburg as a unique and welcoming community
☐ Provide a variety of leisure and cultural opportunities to suit all interests
☐ Improve mobility and promote environmentally sustainable living
Page 204 of 453
2018 2018 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges (133,600)(139,908)(6,308)5%1
Other Revenue (6,500)(13,380)(6,880)106%2
Total Revenues (140,100)(153,288)(13,188)9%0
Expenditures
Labour 102,300 110,275 7,975 8%3
Purchases 36,600 52,738 16,138 44%4
Contracted Services 19,200 11,588 (7,612)40%5
Interfunctional Adjustments 85,600 85,536 (64)
Total Expenditures 243,700 260,137 16,437 7%0
Total Net Levy 103,600 106,849 3,249 3%
Notes:
1 Foundation Revenue over $6,400
2 Interest Revenue over $6,900 - Earned from the Trust
3 Net labour over $8,000 - mainly Part time
4 Supplies over $13,200 - Memorial & Plot Maintenance
5 Subcontractor Expense under $4,500; Equipment Maintenance Contract under $3,100- Building Maintenance
Page 205 of 453
2018 2018 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants (20,000)(21,590)(1,590)8%
User Charges (21,000)(36,010)(15,010)71%1
Other Revenue (8,551)(8,551)100%2
Contribution from Reserves (7,800)(661)7,139 92%3
Total Revenues (48,800)(66,812)(18,012)37%0
Expenditures
Labour 217,300 211,733 (5,567)3%
Purchases 113,400 90,873 (22,527)20%4
Contracted Services 162,400 236,320 73,920 46%5
Contribution to Reserves 11,300 11,505 205 2%
Interfunctional Adjustments 93,900 87,804 (6,096)6%6
Debt Principal & Interest 87,900 82,824 (5,076)6%7
Total Expenditures 686,200 721,059 34,859 5%
Total Net Levy 637,400 654,247 16,847 3%
Notes:
1 Insurance Proceeds - $17,400 - Ice damage to fencing and netting
2 Special Revenue over $4,900; Donation Revenue over $3,700
3 Use of reserves not needed as expected towards the Dog Park and Debt P&I
4 Supplies under $24,300
5
6 Fleet Charges under $6,100
7 Expected debt payment relating to Trail will commence in 2019
Subcontractor Expesnes over $73,100 - Sports fields maintenance 28,200; Internal Trails $16,600 (Veterans Walkway fencing); External Trails
$8,600 (Otter Valley Corridor); Trees $7,400
Page 206 of 453
2018 2018 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants (29,000)(24,178)4,822 17%
User Charges (700)5 705 101%
Total Revenues (29,700)(24,173)5,527 19%0
Expenditures
Labour 7,400 13,218 5,818 79%1
Purchases 44,500 35,553 (8,947)20%2
Total Expenditures 51,900 48,771 (3,129)6%
Total Net Levy 22,200 24,598 2,398 11%
Notes:
1 Net labour over $5,800 - Labour for Varoius Events
2 Special Projects under $7,600 - Turtlefest town expesnes
Page 207 of 453
2018 2018 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants (42,700)(44,353)(1,653)4%
User Charges (1,383,800)(1,238,505)145,295 10%1
Other Revenue (29,000)(35,292)(6,292)22%2
Total Revenues (1,455,500)(1,318,150)137,350 9%0
Expenditures
Labour 1,517,700 1,465,548 (52,152)3%3
Purchases 278,200 260,289 (17,911)6%4
Interfunctional Adjustments 59,800 59,772 (28)
Debt Principal & Interest 14,700 14,674 (26)
Total Expenditures 1,870,400 1,800,283 (70,117)4%
Total Net Levy 414,900 482,133 67,233 16%0
Notes:
1
2 Special revenue over $6,300
3 Net labour under $52,200 - Part time $40,900 - offset from shortfall in revenues, Full time $19,000 - vacancies
4 Materials Expense under $21,800 - LLWP and Concession Sales; Program supplies over $6,700; Training under $9,900
Admission revenue under $68,300 - LLWP; Memberships under $9,700 - Health Club; Rent revenue under $45,000 - Arena, Aquatics and LLWP;
Concession sales under $24,800 - Concessions and LLWP
Page 208 of 453
2018 2018 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges (6,300)(2,678)3,622 57%
Other Revenue (250)(250)100%
Specified Revenue (68,492)(68,492)100%1
Total Revenues (6,300)(71,420)(65,120)1,034%1
Expenditures
Labour 804,700 782,638 (22,062)3%2
Purchases 754,000 729,141 (24,859)3%3
Contracted Services 207,300 191,010 (16,290)8%4
Contribution to Reserves 7,600 75,857 68,257 898%1
Interfunctional Adjustments 43,300 43,308 8
Debt Principal & Interest 409,000 408,180 (820)
Total Expenditures 2,225,900 2,230,134 4,234
Total Net Levy 2,219,600 2,158,714 (60,886)3%
Development Charges
DC Revenue Collected (53,091)(53,091)
DC Contribution to Reserves 53,091 53,091
Notes:
1
2
3
4
DC Revenue $53,100; User pay Debt $15,400 -aquatics
Net labour under $22,100 - Vacancies
Equipment Maintenance Contract under $30,200; Subcontractor Expense over $13,900
HLW under $115,100; Supplies over $31,600; Buidling Repairs & Mantenance over $45,700; Training over $10,300
Page 209 of 453
2018 2018 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges (87,500)(105,899)(18,399)21%1
Total Revenues (87,500)(105,899)(18,399)21%0
Expenditures
Labour 30 30 100%
Purchases 15,100 14,158 (942)6%
Contracted Services 2,064 2,064 100%
Contribution to Reserves 6,200 6,200
Debt Principal & Interest 33,900 33,859 (41)
Total Expenditures 55,200 56,311 1,111 2%
Total Net Levy (32,300)(49,588)(17,288)54%0
Notes:
1 increased rent
Page 210 of 453
2018 2018 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants (24,400)(18,049)6,351 26%1
User Charges (24,500)(18,938)5,562 23%2
Other Revenue (29,000)(14,858)14,142 49%3
Total Revenues (77,900)(51,845)26,055 33%0
Expenditures
Labour 281,500 267,291 (14,209)5%4
Purchases 99,200 75,254 (23,946)24%5
Contracted Services 12,000 12,610 610 5%
Interfunctional Adjustments 18,400 18,444 44
Total Expenditures 411,100 373,599 (37,501)9%0
Total Net Levy 333,200 321,754 (11,446)3%
Notes:
1 Sponsorships for Community events not received - Canada Day, Turtlefest, Anniversary. Tillosn Gallery Upgrade
2 Concession sales under $5,000; Program Revenue over $3,300
3 Special Revenue under $11,800 - Lunch & Learns, Bus Trips, Canada day, Special Fundraisers
4 Net labour under $14,200 - Overtime and Part time
5 Special events under $9,700 - offset from Special revenues, Special Projects under $4,100- offset from special revenues; Supplies under $5,200
Page 211 of 453
Report Title Regional Review Council Committee
Report No. CAO-19-05
Author David Calder, on behalf of the Regional Review Council
Committee
Meeting Type Council Meeting
Council Date May 27, 2019
Attachments
Page 1 / 3 13444344891,,,Regional Review Council Committee Report
RECOMMENDATION
THAT the Regional Review Council Committee supports the position of Tillsonburg Council and the
County of Oxford for a two tier governance system in Oxford;
AND THAT the committee recommends to Council that once the province determines the
government structure that the municipality be included in a consultation process which includes the
service level review in Oxford County;
AND THAT this resolution be provided to the Minister of Municipal Affairs and Housing, to the
Minister of Agriculture, Food and Rural Affairs and to the area municipalities including the County of
Oxford.
EXECUTIVE SUMMARY
At its meeting of April 23, 2019, Town Council authorized the formation of a Regional Review
Committee along with a Terms of Reference. The Regional Review Committee meet on April 29,
2019 and again on May 21, 2019.
BACKGROUND
At the Regional Review Committee meeting of April 29, 2019, the Committee appointed
Councillor Parker as committee Chair, discussed the committee Terms of Reference, the
Service Delivery Review approved by the Oxford County municiaplities and resolutions of the
Oxford County municipalities in support of the two-tier system. In addition, there was discussion
around the scheduled public meeting that was held on May 16, 2019. It was decided by the
Committee that any further Committee discussion would take place on May 21, 2019 to follow
the May 14, 2019 public meeting. All members of the Committee were in attendance at the
public meeting.
Subsequently, at the Regional Review Committee of May 21, 2019, after much discussion the
Committee passed the recommendation, noted above, for Council’s consideration.
Page 212 of 453
Page 2 / 3 CAO
The Regional Review Committee will remain as an advisory committee to Council in order to
provide future advice to Council as the Province moves through the Regional Government
Review process over the coming months.
FINANCIAL IMPACT/FUNDING SOURCE
There is no immediate financial impact should Council adopt the recommendation as provided
by the Regional Review Committee.
COMMUNITY STRATEGIC PLAN IMPACT
Community Strategic Plan (CSP), Section 1, Excellence in Local Government
Page 213 of 453
Page 3 / 3 CAO
Report Approval Details
Document Title: Regional Review Council Committee Report.docx
Attachments:
Final Approval Date: May 22, 2019
This report and all of its attachments were approved and signed as outlined below:
No Signature - Task assigned to David Calder was completed by workflow administrator
Amelia Jaggard
David Calder - May 22, 2019 - 1:17 PM
Page 214 of 453
Report Title Code of Conduct
Report No. CLK 19-15
Author Donna Wilson, Town Clerk
Meeting Type Council Meeting
Council Date May 27, 2019
Attachments Draft Code of Conduct
Code of Conduct – Red Lined
Page 1 / 4 135488155,,,CLK 19-15 Code of Conduct
RECOMMENDATION
THAT Report CL 19-15, Code of Conduct, be received;
AND THAT a By-Law to authorize the Code of Conduct Policy be brought forward for Council
consideration.
EXECUTIVE SUMMARY
Bill 68, the Modernizing Ontario’s Municipal Legislation Act, 2017, received Royal Assent on
May 30, 2017. The Bill made a number of amendments to the Municipal Act, 2001 including a
requirement for municipalities to establish codes of conduct for members of the council of the
municipality and of its local boards. In addition to the requirement for a Code of Conduct the
municipality is required to appoint an Integrity Commissioner which was provided by By-Law
4267 at the February 11, 2019 Council Meeting. The Bill required that not only the municipality
must appoint an Integrity Commissioner or have one at their disposal but there were a number of
expanded roles included in the legislation. It was necessary to update the Code of Conduct as a
result of the expanded roles which include, the application of the code of conduct, rules and
policies of the municipality governing the ethical behaviour of members of Council and Local
Boards, the application of the Municipal Conflict of Interest Act (MCIA) and advice, also advice
respecting obligations under the code of conduct and under a procedure, rule or policy of the
municipality governing the ethical behaviour of members and to educate council and the local
board about codes of conduct for members.
DISCUSSION
At the Council Meeting of December 14, 2015 Council passed By-Law 3979 to adopt the Code
of Conduct for Tillsonburg Town Council. This By-Law updated a previous Code of Conduct
adopted by Council on February 25, 2010 by By-Law 3405. In 2007 Bill 130 came into force
which amended the Municipal Act to provide municipalities with the option to create Codes of
Conduct. Bill 8, the Public Sector and MPP Accountability and Transparency Act, 2014, was
passed and given Royal Assent in December, 2014. In May 2015, it was announced that it will
be proclaimed into force as of January 1, 2016. While this Bill still did not require municipalities
to develop a Council Code of Conduct it certainly provided for an expanded set of powers and
Page 215 of 453
Page 2 / 4 CAO
protocols for the Office of the Ontario’s Ombudsman. This statute allowed the Ontario
Ombudsman to oversee the administration, governance, and operation of Municipalities. Many
municipalities developed Council Codes of Conduct at that time to ensure accountability and
transparency of municipal government. While Tillsonburg Council was proactive in developing a
Code of Conduct in 2015 it became apparent that an updated code should be provided based on
Bill 68 requirements.
The updated Draft Code of Conduct provides amendments that are summarized into three
categories as set out below:
Bill 68 amendments:
Applies to the B.I.A. Board, where appropriate;
Complaints to be provided directly to Integrity Commissioner;
Expanded powers of Integrity Commissioner;
Includes restricted period for the consideration of complaints during a regular election;
Advice provided by Integrity Commissioner may be released with written consent;
Should the office of Integrity Commissioner become vacant, the municipality will make
arrangements for all of the responsibilities of the Integrity Commissioner to be provided by
a Commissioner of another municipality;
Processes are also in place to ensure that the Integrity Commissioner limits their public
education and outreach efforts to those requested by members of council, members of
local boards and the municipality.
Additional clarification:
Includes a definition of meeting;
Definition of “local board” means a local board other than a police service board
established under the Police Service Act, 2018;
Complaints outside Integrity Commissioner jurisdiction.
Housekeeping:
Formatting updated.
The Code of Conduct would apply to Council, Boards and Committees of Council. The draft
policy outlines principles for the Town to adopt to ensure conduct is appropriate in its
governance and operations. Tillsonburg’s current mission, vision and core values all strongly
promote accountability with the theme of working with and for the public to provide quality
services in a highly ethical and professional manner.
Page 216 of 453
Page 3 / 4 CAO
CONSULTATION/COMMUNICATION
The Draft Code of Conduct was provided to Gregory Stewart, Integrity Commissioner for his
review and comments. The section on Professional Development was removed as Mr. Stewart
suggested that this is not an area to measure conduct. There is no requirement for Council
members to attend training sessions or conferences. The other section that was removed from
the previous document was the section on public input. Mr. Stewart suggested that this section
be removed as part of Council’s role is to seek public input and to represent the constituents of
the municipality. This would not be a code of conduct issue as this would be impossible to
measure.
FINANCIAL IMPACT/FUNDING SOURCE
There will be no financial impacts as a result of the adoption of this policy. If the Integrity Commissioner is
retained for an investigation and or to provide advice or training to council, there will be a cost based on
the hourly rate of $250.00 for the services of the Integrity Commissioner.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
1. Excellence in Local Government
☒ Demonstrate strong leadership in Town initiatives
☒ Demonstrate accountability
Page 217 of 453
Page 4 / 4 CAO
Report Approval Details
Document Title: CLK 19-15 Code of Conduct.docx
Attachments: - Code of Conduct - Tracked Changes.pdf
- 2-003 Code of Conduct.docx
Final Approval Date: May 22, 2019
This report and all of its attachments were approved and signed as outlined below:
David Calder - May 22, 2019 - 12:52 PM
Page 218 of 453
THE CORPORATION OF THE TOWN OF TILLSONBURG
CODE OF CONDUCT
Policy Number 2-003
Approval Date December 14, 2015 Revision Date May 27, 2019
Schedules Form A – Disclosure Statement Form B – Formal Complaint Form/Affidavit
Policy Statement: Attaining an elected position within one's community is a privilege which carries significant responsibilities and obligations. Members of Council (comprising the Mayor, Deputy Mayor and Councillors) are held to a high standard as leaders of the community and they are expected to become well informed on all aspects of municipal governance, administration, planning and operations. They are also expected to carry out their duties in a fair, impartial, transparent and professional manner. Purpose: A Code of Conduct will reinforce the Town of Tillsonburg's Accountability and Transparency Policy and other relevant legislation within which all Members of Council, Local Boards and Advisory Committees must operate. The Code of Conduct serves to enhance public trust and improve the quality of public administration and governance by encouraging high standards of conduct on the part of all government officials, ensuring that those Members share a common
standard of integrity through adherence to its principles. Scope: The Code of Conduct is intended to supplement and be compatible with the laws governing the
conduct of Members. The key principles include:
• Members to whom this Code of Conduct applies shall serve in a conscientious and diligent manner;
• Members shall be committed to performing their functions with integrity without using the influence of their office;
• Members shall avoid all conflicts of interest;
• Members are expected to perform their duties of office and to arrange their private affairs in a manner that promotes public confidence and will bear close legal and public scrutiny;
• Members are responsible for making honest statements and shall not make any statement when they know that statement is false, or with the intent to mislead other Members or the public; and,
• Members shall serve the public interest by upholding the laws and policies established by the Federal Parliament, Ontario Legislature, and the laws and policies adopted by the Town.
Page 219 of 453
Policy 2-003 Page 2 of 18
This Code of Conduct is intended to provide a guideline for elected officials in exercising their policy-making role having regard to the statements and ideals as enunciated hereunder. 1. Definitions In the Code of Conduct, the terms “child”, “parent” and “spouse” have the same meanings as in the Municipal Conflict of Interest Act. "Advisory Committee” or “Committee" means a committee established by Council to advise on matters which Council has deemed appropriate for the committee to provide recommendations for Council’s review, including any ad hoc, subcommittee or task force. “Clerk” means the Municipal Clerk for the Corporation of the Town of Tillsonburg. “CAO” means the Chief Administrative Officer for the Corporation of the Town of Tillsonburg. "Code of Conduct" means the “Town of Tillsonburg Code of Conduct” for Members of Council, Local Boards and Advisory Committees”. "Complainant" means a person who has filed a complaint under the Code of Conduct. "Complaint" means a purported contravention of the Code of Conduct.means an alleged
contravention of the Code of Conduct submitted to an Integrity Commissioner appointed by the Council of the Town of Tillsonburg. “Council” means the Council of the Town of Tillsonburg.
“Integrity Commissioner" shall mean an Integrity Commissioner who may be appointed by the Council to provide independent and consistent complaint investigation and resolution respecting the application of the Code of Conduct.means the officer appointed by council pursuant to Section 223.3 of the Municipal Act, 2001. "Immediate relative" shall mean a parent, spouse, child, sister, brother, sister-in-law, brother-in-law, daughter-in-law, son-in-law, father-in-law, mother-in-law as well as step-relationships and half-relationships; spouse shall mean the person to whom a person is married or with whom the person is living in a conjugal relationship outside of marriage; this definition shall also include any other person(s) that are living with the employee on a full-time basis whom the member/employee (appropriate to the document) has demonstrated a settled intention to treat
as an immediate relative. "Local Board" shall mean one of the following boards quasi-judicial committees established by the Council:
• Downtown Tillsonburg Business Improvement Area (BIA) Board of Management
• Tillsonburg Police Services Board
• Property Standards Appeal Committee
• Committee of Adjustment
Comment [AJ1]: Municipal Act, 2001 section 223.1 Definitions: “local board” means a local board other than, (d) a police service board established under the Police Services Act, 2018;
Page 220 of 453
Policy 2-003 Page 3 of 18
“Meeting” means any regular, special or other meetings of council, of a local board or a
committee of either of them, where a quorum is present and members discuss or otherwise deal with any matter in a way that materially advances the business or decision making of the council, local board or committee. "Member of Council" or "Member" means any person duly elected or appointed to serve on the Council of the Town of Tillsonburg, Committee or Local Board. “Town” means The Corporation of the Town of Tillsonburg.
Any reference in this Code of Conduct to a statute, regulation, by-law, guideline, policy or other enactment shall be deemed to include any amendment, replacement, successor or consolidation of such statute, regulation, by-law, guideline, policy or other enactment. 2. Statutory Provisions Regulating Conduct This Code of Conduct is meant to supplement existing legislation governing the conduct of Members, including but not limited to:operates along with and as a supplement to the existing statutes governing conduct. The following federal and provincial legislation governs the conduct of Members of Council:
• Municipal Act
• Municipal Conflict of Interest Act
• Municipal Elections Act
• Municipal Freedom of Information and Protection of Privacy Act
• Provincial Offences Act
• Human Rights Code
• Criminal Code
• By-laws and policies of Council as adopted and amended from time to time, including but not limited to the Procedural By-law and the Tillsonburg Purchasing Policy. 3. Application This Code of Conduct shall apply to all Members of Council, Local Boards and Advisory Committees.Committees and Local Boards. 4. Conduct at Meetings Members shall conduct themselves with decorum at all meetings in accordance with the provisions of the Town’s Procedural By-law or the applicable procedural by-law of that Local Board. Respect for delegations, fellow Members and Staff requires that all Members show courtesy and not distract from the business of the Town during presentations and when other Members have the floor. Use of electronic equipment during meetings should be limited for use/access for meeting purposes. 5. Transparency and Openness in Decision Making Members will conduct and convey Council or Local Board business in an open and public manner so that the process, logic and rationale which were used to reach conclusions or decisions are available to the stakeholders. 6. Improper Use of Influence
Page 221 of 453
Policy 2-003 Page 4 of 18
No Member shall use the influence of his or her office for any purpose other than for the exercise of his or her official duties. Examples of prohibited conduct are the use of one’s status as a Member to improperly influence the decision of another person to the private advantage of oneself or immediate relative, staff members, friends, or associates, business or otherwise. This includes attempts to secure preferential treatment beyond activities in which Members normally engage on behalf of their constituents as part of their official duties. Prohibited conduct also includes the holding out of the prospect or promise of future advantage through a Member’s supposed influence within Council or the Local Board in return for present actions or inaction. For the purposes of this provision, “private advantage” does not include a matter that: a) is of general application; b) affects a Member, his or her immediate relative, staff members, friends, or associates, business or otherwise as one of a ‘broad class of persons’ (such as taxation which affects residents, owners or tenants of land within the Town as a whole); or c) concerning the remuneration or benefits of a Member as a Member of Council or of a Local Board. 7. Discreditable Conduct All Members have a duty to treat members of the public, one another and staff appropriately and without abuse, bullying or intimidation. All Members shall ensure that their work environment is utterly free and completely devoid of discrimination, and personal and sexual harassment. The Ontario Human Rights Code applies, as does the Town’s Discrimination and Harassment-Free Workplace Policy which recognize the right of every employee to work in an environment that is free from discrimination and harassment, by the employer, agent of the employer, another employee, or any other person with whom s/he comes into contact in the normal performance of his/her duties. Members shall abide by the provisions of the Human Rights Code, and, in doing so, shall treat every person, including other Members, employees, and individuals providing services on a contract for service, students on placements, and the public, with dignity, understanding and respect. In accordance with the Human Rights Code, Members shall not discriminate against anyone on the basis of their race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age, record of offences, marital status, family status, or disability. In accordance with the Human Rights Code, harassment means engaging in a course of
vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome. Without limiting the generality of the foregoing, Members shall not: a) make inappropriate comments or gestures to or about an individual where such conduct is known or ought reasonably to be known to be offensive to the person(s) to whom they
are directed or are about; b) display materials or transmit communications that are inappropriate, offensive, insulting or derogatory; c) make threats or engage in any abusive activity or course of conduct towards others;
d) vandalize the personal property of others;
Page 222 of 453
Policy 2-003 Page 5 of 18
e) commit assault of any kind, including making unwanted physical contact, including touching, patting, or pinching; or f) refuse to converse or interact with anyone based on any ground listed in the Human Rights Code. 8. Conduct Respecting Staff Members shall acknowledge that only Council or the applicable Local Board as a whole has the authority to approve budget, policy, processes and other such matters unless such authority has been delegated. Members shall direct requests outside of Council or Local Board approved budget, process or policy, to the appropriate Committee or Chief Administrative Officer of the Corporation. Under the direction of the Chief Administrative Officer, Staff serve the Council or the Local Board as a whole, and the combined interests of all Members as evidenced through the decisions of Council or the Local Board. Members shall be respectful of the role of staff to provide advice based on political neutrality and objectivity and without undue influence from any individual Member or faction of the Council or the Local Board. Accordingly, no Member shall maliciously or falsely injure the professional or ethical reputation, or the prospects or practice of staff, and all Members shall show respect for the professional capacities of staff. No Member shall compel staff to engage in partisan political activities or be subjected to threats or discrimination for refusing to engage in such activities. No Member shall use, or attempt to use, their authority or influence for the purpose of intimidating, threatening, coercing, commanding, or influencing any staff member with the intent of interfering with that person’s duties, including the duty to disclose improper activity. Members and staff shall be respectful of each other’s time and arrange appropriate opportunities to discuss matters before formal meetings, where possible, which can be included and/or further discussed at the meeting. In practical terms, there are distinct and specialized roles carried out by Council or the Local Board as a whole and by Members when performing their duties. The key requirements of these roles include dealing with constituents and the general public, participating as Committee Members, and participating as Council representatives on agencies, boards, commissions and other bodies. Similarly, there are distinct and specialized roles expected of Town staff in both the carrying out of their responsibilities and in dealing with the Council or the Local Board. 9. Communications And Media Relations Members will attempt to accurately and adequately communicate the attitudes and decisions of
Council or the Local Board, even if they disagree with a majority decision of Council or the Local Board so that: a) there is respect for the decision making processes of Council or the Local Board; b) official information related to decisions and resolutions made by Council or the Local
Board will normally be communicated in the first instance to the community and the media in an official capacity by the Mayor/Chair or designate; c) information concerning adopted policies, procedures and decisions of the Council or the Local Board is conveyed openly and accurately; and
d) confidential information will be communicated only when and after determined by Council or the Local Board.
Page 223 of 453
Policy 2-003 Page 6 of 18
10. Conduct Regarding Current And Prospective Employment No Member shall allow the prospect of his or her future employment by a person or entity to detrimentally affect the performance of his or her duties to the Town or the Local Board. 11. Confidential Information Confidential information includes information in the possession of, or received in confidence by the Town or the Local Board that the Town or the Local Board is either prohibited from disclosing, or is required to refuse to disclose, under the Municipal Freedom of Information and Protection of Privacy Act (referred to as “MFIPPA”), or other legislation. Generally, MFIPPA restricts or prohibits disclosure of information received in confidence from third parties that is of a corporate, commercial, scientific or technical nature and is provided expressly or implicitly in confidence, information that is personal, and information that is subject to solicitor-client privilege. The Municipal Act, 2001 allows information concerning personnel, labour relations, litigation, property disposal and acquisition, the security of the property of the municipality or a local board, and matters authorized on other legislation, to remain confidential. For the purposes of the Code of Conduct, “confidential information” also includes this type of information. No Member shall disclose or release by any means to any member of the public, any confidential information acquired by virtue of their office, in either oral or written form, except when required by law or authorized by Council or the Local Board to do so. Nor shall Members use confidential information for personal or private gain, or for the gain of immediate relatives or any person or corporation. Under the Town’s Procedural By-law, a matter that has been discussed at an in-camera (closed) meeting remains confidential. No Member shall disclose the content of any such matter, or the substance of deliberations, of the in-camera meeting until the Council or committee or the Local Board discusses the information at a meeting that is open to the public or releases the information to the public. The following are examples of the types of information that a Member must keep confidential:
• items under litigation, negotiation, or personnel matters;
• information that infringes on the rights of others (e.g., sources of complaints where the identity of a complainant is given in confidence);
• information deemed to be “personal information” under MFIPPA; and
The above list is provided as an example and is not exclusive. Requests for information will be referred to Municipal Clerk to be addressed as either an informal request for access to municipal records, or as a formal request under MFIPPA.
Members should not access or attempt to gain access to confidential information in the custody of the Town or the Local Board unless it is necessary for the performance of their duties and not prohibited otherwise.
Page 224 of 453
Policy 2-003 Page 7 of 18
12. Gifts and Benefits
Members shall not accept a fee, advance, gift or personal benefit that is connected directly or indirectly with the performance of his or her duties of office, unless permitted by the exceptions listed below. For these purposes, a fee, advance, gift or personal benefit a fee or advance paid to or a gift or benefit provided with the Member’s knowledge to an immediate relative or, friends, or associates, business or otherwise or to a Member’s staff that is connected directly or indirectly to the performance of the Member’s duties is deemed to be a gift to that Member. The following are recognized as exceptions: a) compensation authorized by by-law; b) such gifts or benefits that normally accompany the responsibilities of office and are received as an incident of protocol or social obligation; c) a political contribution otherwise reported by law, in the case of Members running for office; (i.e. disclosure related to election campaign contributions that are required to be otherwise reported.) d) services provided without compensation by persons volunteering their time; e) a suitable memento of a function honouring the Member; f) food, lodging, transportation and entertainment provided by provincial, regional and local governments or political subdivisions of them, by the Federal government or by a foreign government within a foreign country, or by a conference, seminar or event where the Member is either speaking or attending in an official capacity; g) food and beverages consumed at banquets, receptions or similar events, if: i. attendance is resultant to protocol or social obligations that accompanies the responsibility of office; ii. the person extending the invitation or a representative of the organization is in attendance; and iii. the value is reasonable and the invitations infrequent; and h) communication to the offices of a Member, including subscriptions to newspapers and periodicals. In the case of categories (b), (e), (f), (g) and (h), if the value of the gift or benefit exceeds $200, or if the total value received from any one source over a twelve (12) month period exceeds $200, the Member shall within thirty (30) days of receipt of the gift or of reaching the annual limit, file a disclosure statement with the Clerk. The disclosure statement (see Schedule A) must indicate:
1) the nature of the gift or benefit; 2) its source and date of receipt; 3) the circumstances under which it was given or received; 4) its estimated value;
5) what the recipient intends to do with the gift; and 6) whether any gift will at any point become the property of the Town. All disclosure statements will be a matter of public record.
Page 225 of 453
Policy 2-003 Page 8 of 18
On receiving a disclosure statement, the Clerk shall make the disclosure statement public. If a member of the public believes the Member has not conformed to the requirements of the Code of Conduct with respect to accepting gifts and benefits, he or she may request the Chief Administrative Officer examine the statement to ascertain whether the receipt of gift or benefit might, in his or her opinion, create a conflict between a private interest and the public duty of the Member. In the event that the Chief Administrative Officer makes that preliminary determination, he or she shall call upon the Member to justify receipt of the gift or benefit. Should the Chief Administrative Officer determine that receipt was inappropriate, s/he may direct the Member to return the gift, reimburse the donor for the value of any gift or benefit already consumed, or forfeit the gift or remit the value of any gift or benefit already consumed to the Town. Except in the case of (a), (c) and (f), a Member may not accept a gift or benefit worth in excess of $500 or gifts and benefits from one source during a calendar year worth in excess of $500, unless it falls within the exemption. 13. PROFESSIONAL DEVELOPMENT Members have an obligation to promote, support, pursue and partake in opportunities for professional development, including but not limited to:
• AMO Conferences
• Federal Canadian Municipalities (FCM)
• Ontario Small Urban Municipalities (OSUM)
• Ministry of Municipal Affairs and Housing Seminars
• Provincial Professional Association Training Institutes (OGRA, AMCTO, etc.)
• Provincial Municipal Council orientation sessions Members are encouraged to stay updated on issues and trends so that they can be as efficient and effective as possible in the carriage of their duties and responsibilities.
14.13. Use of Town Property, Services and Other Resources Members should not use, or permit the use of Town or Local Board property, land, facilities, equipment, supplies, services, staff or other resources for activities other than the business of the Town or Local Board. Members are required to follow the provisions of the Municipal Elections Act, 1996 with respect to elections. Members shall not use the property, land, facilities, equipment, supplies, services or other resources of the Town or the Local Board (including but not limited to Councillor newsletters and websites linked through the Town’s website) for any election campaign or campaign-related activities. No Member shall undertake campaign-related activities on Town property during regular working hours unless permitted by Town policy (e.g., all candidates meetings). No Member shall use the services of persons for election-related purposes during hours in which those persons receive any compensation from the Town or the Local Board. 15. PUBLIC INPUT Council will periodically use formal and informal opportunities to seek public input as a component of the decision making process which have broad impacts on the community. The
Page 226 of 453
Policy 2-003 Page 9 of 18
purpose of the exercise will be to provide stakeholders with a mechanism to provide opinions and advice so that the widest range of views and information is available before final decisions are made. 16.14. Implementation
At the beginning of each term, Members will be expected to sign an acknowledgment form of Council will be expected to sign the Code of Conduct to convey to each other and all stakeholders that they have read, understand and accept the Code of Conduct it. A Code of Conduct component will be included as part of the orientation workshop for each new Council. all new Members. Council Members are expected to formally and informally review their adherence to the provisions of the Code on a regular basis or when so requested by Council. 17.15. Complaint Protocol If an Integrity Commissioner is appointed by the Town, the following complaint protocol applies. The Integrity Commissioner will only enforce the Code of Conduct with respect to members of Council. If an Integrity Commissioner is not appointed, the Town’s Chief Administrative Officer and the Mayor shall fill that role. It shall be noted that anywhere an Integrity Commissioner is referred to in the complaint process and one has not been appointed, the role shall be filled by the Town’s Chief Administrative Officer (CAO) and Mayor. Any individual, organization, Town or Local Board employee, and Member, who has reasonable grounds to believe that a Member has breached a provision of the Code of Conduct, may file a complaint. an application to the Integrity Commissioner using the Formal Complaint Form. Complaints must be submitted within six (6) weeks of the matter first becoming known to the complainant and cannot be filed more than six (6) months after the alleged violation occurred. No action will be taken on a complaint received beyond either of the foregoing deadline. An application may only be made within six weeks after the applicant became aware of the alleged contravention. An application may be made more than six weeks after the applicant became aware of the alleged contravention if both of the following are satisfied: a) The applicant became aware of the alleged contravention within the period of time starting six weeks before nomination day for a regular election, as set out in section 31 of the Municipal Elections Act, 1996, and ending on voting day in a regular election, as set out in section 5 of that Act. a)b) The applicant applies to the Commissioner under subsection (2) within six weeks
after the day after voting day in a regular election, as set out in section 5 of the Municipal Elections Act, 1996. A complainant does not have to pursue the informal complaint process set out in Section 15.1
prior to proceeding with the formal complaint process set out in Section 15.2. 15.1 Informal Complaints Any individual who has identified or witnessed behaviour or activity by a Member that appears to
be in contravention of the Code of Conduct are encouraged to address his or her concerns in the following manner:
Page 227 of 453
Policy 2-003 Page 10 of 18
a) Advise the Member that their behaviour or activity contravenes the Code of Conduct; b) Encourage the Member to stop the prohibited behaviour or activity; c) If applicable, confirm to the Member his or her satisfaction or dissatisfaction with the Member’s response to the concern identified; d) If not satisfied with the response received through the informal process, an individual may proceed with a formal complaint through the Integrity Commissioner/CAO/Mayor as outlined in Section 15.2. Any individual filing a complaint should keep a written record of the incidents including dates, times, locations, other persons present, and any other relevant information, including steps taken to resolve the matter. 15.2 Formal Complaints
Any individual who has identified or witnessed behaviour or activity by a Member that appears to be in contravention of the Code of Conduct may address his or her concerns through the formal complaint process set out below: a) all formal complaints must be made using the Complaints Form / Affidavit (see Schedule “B”) and shall be dated and signed by the complainant; b) the complaint must include a concise explanation as to why the issue raised may be a contravention of the Code of Conduct and any and all evidence in support of the allegation must be included with the Complaints Form/Affidavit; c) any witnesses in support of the allegation must be identified on the Complaint Form/Affidavit; d) the Complaint Form/Affidavit must include the name of the Member alleged to have breached the Code of Conduct, the section of the Code of Conduct allegedly contravened, the date, time and location of the alleged contravention and any and all other information as required on the Complaint Form/Affidavit; e) the complaint shall be filed with the Integrity Commissioner who shall confirm that the information is complete as to a), b), c) and d) of this section; f) the Integrity Commissioner will determine whether the matter is, on its face, a complaint with respect to compliance with the Code of Conduct and is not covered by any other applicable legislation or policy; and g) the Integrity Commissioner may, but shall not be obligated, to request additional information from the complainant. 15.3 Response of Integrity Commissioner of Complaint outside Jurisdiction If the complaint received by the Integrity Commissioner, is not, on its face, is deemed not to be a
complaint with respect to non-compliance with the Code of Conduct or the complaint is covered by other legislation or complaint procedure under another Council policy, the Integrity Commissioner shall advise the complainant in writing as follows: a) Criminal Matter – if the complaint on its face is an allegation of a criminal nature
consistent with the Criminal Code of Canada, the complainant shall be advised that if the complainant wishes to pursue any such allegation, the complainant must pursue it with that pursuit of such an allegation must be made through the appropriate police service; b) Municipal Conflict of Interest – if the complaint is an allegation with respect to matters
under the Municipal Conflict of Interest Act, then the matter should be pursued in accordance with the Act through a court application;
Page 228 of 453
Policy 2-003 Page 11 of 18
c)b) Municipal Freedom of Information and Protection of Privacy – if the complaint
is more appropriately addressed under the Municipal Freedom of Information and Protection of Privacy Act, the complainant shall be advised that the matter must then the matter will be referred to the Municipal Clerk for review under statute; and c) Discrimination or Harassment – if the complaint is an allegation of discrimination or
harassment, then the complaint should be filed directly with the Human Resources Department. The person will also be advised of his or her right to advance an application to the Ontario Human Rights Tribunal. d) Other Policy Applies – if the complaint seems to fall under another policy, the
complainant shall be advised to pursue the matter under such policy. e) Lack of Jurisdiction – if the complaint is, for any other reason not within the jurisdiction of the Integrity Commissioner, the complainant shall be so advised and provided with any additional reasons and referrals as the Integrity Commissioner considers appropriate. d)f) Matters Already Pending – if the complaint is in relation to a matter which is subject to an outstanding complaint under another process such as a court proceeding related to a Human Rights complaint or similar process, the Integrity Commissioner may, in his/her sole discretion and in accordance with legislation, suspend any investigation pending the result of the other process. If the matter is covered by other policies with a complaint procedure or legislation, the complainant will be advised and directed to proceed in a manner as considered appropriate by the Integrity Commissioner. 15.4 Refusal to Conduct an Investigation If upon review of a complaint, the Integrity Commissioner is of the opinion that the complaint is frivolous, vexatious or not made in good faith, or that there are not sufficient grounds for an investigation, the Integrity Commissioner will not conduct an investigation and shall communicate this determination in writing to the complainant and the Member identified in the Complaint Form/Affidavit. 15.5 Opportunity for Resolution If at any time, following the receipt of a formal complaint or during the investigation process, the Integrity Commissioner believes that an opportunity to resolve the matter may be successfully pursued without a formal investigation, and both the complainant and the Member agree, efforts may be made to achieve an informal resolution. 15.6 Investigation
If the Integrity Commissioner determines that a formal investigation is required s/he shall proceed in the following manner, subject to the Integrity Commissioner’s ability to elect to exercise the powers of a commissioner under ss. 33 and 34 of the Public Inquiries Act, 2009, as contemplated by subsection 223.4(2) of the Municipal Act, 2001, at which time the identity of the
person filing the complaint is no longer considered confidential. The Integrity Commissioner shall provide a copy of the complaint, and any supporting materials, to the Member whose conduct is in question, with a request that a written response to the
allegation be provided to the Integrity Commissioner within fourteen (14) days.
Page 229 of 453
Policy 2-003 Page 12 of 18
The Integrity Commissioner shall give a copy of the response, provided by the Member, to the complainant, with a request for a written reply within fourteen (14) days. If necessary, after reviewing the submitted materials, the Integrity Commissioner may speak to anyone, access and examine any other documents or electronic materials, and may enter any Town or Local Board work location relevant to the complaint for the purpose of investigation and potential resolution. The Integrity Commissioner may make interim reports to Council where necessary and as required to address any issues of interference, obstruction, delay or retaliation encountered during the investigation. At any time the complainant may abandon the request for an investigation and the Integrity Commissioner will cease his or her investigation. 18.7 No Complaints or Reports Prior to Election If the Integrity Commissioner receives a complaint between nomination day as defined in the Municipal Elections Act, 1996 and the date of the inaugural meeting of Council in any year in which a regular municipal election will be held respecting a Member who is seeking re-election and he is of the opinion that it is politically motivated, he may stay the investigation until after the inaugural meeting of the newly-elected Council and shall not be required to adhere to the time calculation referred to in Section 18. 15.7 Termination of inquiry when regular election begins If the Commissioner has not completed an inquiry before nomination day for a regular election, as set out in section 31 of the Municipal Elections Act, 1996, the Commissioner shall terminate the inquiry on that day. If an inquiry is terminated the Commissioner shall not commence another inquiry in respect of the matter unless, within six weeks after voting day in a regular election, as set out in section 5 of the Municipal Elections Act, 1996, the person or entity who made the request or the member or former member whose conduct is concerned makes a written request to the Commissioner that the inquiry be commenced. 15.8 Confidentiality of Complaint Documents
The Integrity Commissioner and every person acting under his or her instructions shall preserve the confidentiality of all documents, material or other information, whether belonging to the Town or not, that come into their possession or to their knowledge during the course of their duties as required by section 223.5 of the Municipal Act, 2001.
Advice provided by the Commissioner to a member under paragraph 4, 5 or 6 of subsection 223.3 (1) 5 of the Municipal Act, 2001 may be released with the member’s written consent. If a member releases only part of the advice provided to the member by the Commissioner under
paragraph 4, 5 or 6 of subsection 223.3 (1), the Commissioner may release part or all of the advice without obtaining the member’s consent. The Commissioner may disclose such information as in the Commissioner’s opinion is
necessary, a) for the purposes of a public meeting under subsection 223.4.1 (8);
Page 230 of 453
Policy 2-003 Page 13 of 18
b) in an application to a judge referred to in subsection 223.4.1 (15); or c) in the written reasons given by the Commissioner under subsection 223.4.1 (17). 2017, c. 10, Sched. 1, s. 22. Pursuant to section 223.5(3) of the Municipal Act, this section prevails over the Municipal Freedom of Information and Protection of Privacy Act. When the Integrity Commissioner reports to the Council on an investigation into an alleged breach of the Code, the report shall only disclose such information that in the Integrity Commissioner’s opinion is required for the purposes of the report. When the Integrity Commissioner issues an annual or other periodic report to Council on his or her activities, the Integrity Commissioner shall summarize the advice he or she has given, but the report shall not disclose confidential information that could identify a person concerned in the case of informal complaints or those formal complaints that have been dismissed and did not proceed to a formal investigation. 18.16. Reporting and General Compliance 16.1 Recommendation Report Upon completion of an investigation, the Integrity Commissioner may report to the complainant and the Member on the results of his or her review within ninety (90) days of receiving a complete Complaint Form/Affidavit. If the investigation process is going to take more than ninety (90) days, the Integrity Commissioner shall provide an interim report to the complainant and Member indicating when the complete report will be available. If upon completion of the investigation the Integrity Commissioner finds that a breach of the Code of Conduct has occurred, the Integrity Commissioner shall report his or her findings to Council including a recommendation as to the imposition of a penalty, as set out in subsection 223.4(5) of the Municipal Act, 2001. The Council may impose either of the following penalties on a Member if a report by the Integrity Commissioner determines that the Member has violated the Code of Conduct: a) A reprimand; or b) A suspension of the remuneration paid to the Member in respect of his or her services as a Member of Council or a Local Board, as the case may be, for a period of up to ninety (90) days. The Integrity Commissioner shall provide the Member who is the subject of the complaint with
notice in writing of the proposed finding and any recommended sanction at least ten (10) days prior to the report being provided to the Municipal Clerk. An opportunity to comment shall be provided to the Member on the proposed finding and any recommended sanction prior to the report being published.
16.2 Annual Report The Integrity Commissioner’s annual report shall consist of: a) All informal and formal complaints dismissed by the Integrity Commissioner;
b) All complaints received not within the jurisdiction of the Integrity Commissioner; c) All formal complaints that underwent a formal investigation and conclusions; and
Page 231 of 453
Policy 2-003 Page 14 of 18
d) A cost breakdown with respect to services provided within the reporting year by the Integrity Commissioner. The annual report shall be provided not less than sixty (60) days after December 31 of the calendar year that is being reported. 16.3 Failure to adhere to Council Policies and Procedures A number of the provisions of this Code of Conduct incorporate policies and procedures adopted by Council. More generally, Members are required to observe the terms of all policies and procedures established by Council, as the case may be. However, this provision does not prevent a Member from requesting that Council grant an exemption from a policy, other than this Code of Conduct. 16.4 Reprisals and Obstructions Members should respect the integrity of the Code of Conduct and investigations conducted under it. Any reprisal or threat of reprisal against a complainant or anyone for providing relevant information to the Integrity Commissioner is strictly prohibited. It is also a violation of the Code of Conduct to obstruct the Integrity Commissioner in the carrying out of his or her responsibilities. 16.5 Duty of Council
Council shall consider any report submitted by the Integrity Commissioner within thirty (30) days of it being received by the Municipal Clerk and shall take the action it considers appropriate with regard to the recommendation(s) of the Integrity Commissioner as described in Section 16.1 of the Code of Conduct. 16.6 Acting on Advice of the Integrity Commissioner Any written advice given by the Integrity Commissioner to a Member binds the Integrity Commissioner in any subsequent consideration of the conduct of the Member in the same matter as long as all the relevant facts known to the Member were disclosed to the Integrity Commissioner. 16.7 Integrity Commissioner Vacancy
Should the office of Integrity Commissioner be vacant, the Code of Conduct remains in effect and all Members shall continue to abide by the provisions set out therein. When a vacancy occurs, all formal complaints shall be heard by the Chief Administrative Office (CAO) and the Mayor until such time as a new Integrity Commissioner has been appointed. If the municipality
has not appointed an Integrity Commissioner, the default complaint investigator shall be the CAO and Mayor for the Town of Tillsonburg. the municipality shall make arrangements for all of the responsibilities of the Integrity Commissioner to be provided by a Commissioner of another municipality.
19.17. Roles of Integrity Commissioner a) Review the Code of Conduct and other Town policies and procedures relating to the ethical behaviour of Council, as requested, to ensure they continue to meet the needs of
the Town.
Page 232 of 453
Policy 2-003 Page 15 of 18
b) Provide educational training to members of Council on its Code of Conduct and matters of integrity, as requested; c) Provide advice to members of Council, in respect of its Code of Conduct either collectively or individually (at the members expense as budgeted) and assisting with the general interpretation of the Municipal Conflict of Interest Act, as required; d) Investigate and report on complaints and alleged breaches of the Code of Conduct. It shall be noted that if an Integrity Commissioner has not been appointed the CAO and the
Mayor shall not be required to fill the role of (b) and (c) as indicated above. 1. The application of the code of conduct for members of council and the code of conduct for members of local boards. 2. The application of any procedures, rules and policies of the municipality and local boards governing the ethical behaviour of members of council and of local boards. 3. The application of sections 5, 5.1 and 5.2 of the Municipal Conflict of Interest Act to members of council and of local boards. 4. Requests from members of council and of local boards for advice respecting their obligations under the code of conduct applicable to the member. 5. Requests from members of council and of local boards for advice respecting their obligations under a procedure, rule or policy of the municipality or of the local board, as the case may be, governing the ethical behaviour of members. 6. Requests from members of council and of local boards for advice respecting their obligations under the Municipal Conflict of Interest Act. 7. The provision of educational information to members of council, members of local boards and the municipality and the public about the municipality’s codes of conduct for members of council and members of local boards and about the Municipal Conflict of Interest Act. 2017, c. 10, Sched. 1, s. 19 (1). It shall be noted that if the municipality has not appointed a Commissioner, the municipality shall make arrangements for all of the responsibilities set out above to be provided by a Commissioner of another municipality. 18. Statutes Regulating the Conduct Of Councillors In the case of any inconsistency between this Code of Conduct and a Federal or Provincial statute or regulation, the statute or regulation shall prevail to the extent of the inconsistency.
Page 233 of 453
Policy 2-003 Page 16 of 18
Code of Conduct Form A – Disclosure Statement
Section 12 of the Code of Conduct regarding the acceptance of gifts and benefits, requires
Members to disclose the receipt of certain gifts and benefits if the dollar value of a single gift or
benefit exceeds $200 or if the total value of gifts and benefits received from one source in a
calendar year exceeds $500. This Disclosure Statement is to be used to report on such gifts and
benefits and shall be filed with the Clerk within 30 days of receipt of such gift or benefit, or upon
reaching the annual limit.
Disclosure Statements are a matter of public record.
Nature of Gift or Benefit received:
____________________________________________________________________________
____________________________________________________________________________
__________________________________________________________
Source of Gift or Benefit:
____________________________________________________________________________
____________________________________________________________________________
__________________________________________________________
Circumstances under which Gift or Benefit received:
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
______________________________________________
Intended use of the Gift or Benefit (i.e. will be donated/provided to the Town):
____________________________________________________________________________
____________________________________________________________________________
__________________________________________________________
Estimates Value of Gift or Benefit: $___________________________
Date Gift or Benefit was received: ____________________________ (MM/DD/YR)
______________________________ _____________________________
Signature of Member Date
Page 234 of 453
Policy 2-003 Page 17 of 18
Code of Conduct Form B – Formal Complaint Form/Affidavit
I, (please print name)___________________________ of the Town of Tillsonburg, in the
Province of Ontario do solemnly swear (affirm and declare) that the following contents of this
complaint form as subscribed by me are true and correct:
Applicant(s) Name:______________________ Telephone Number: _______________
Applicant(s) Address: ___________________________________________________
Town: __________________________ Province: _________ Postal Code:_________
Email: ________________________________
I have personal knowledge of the facts as set out in this Affidavit form because: (insert reasons
e.g. I work for… I attended a meeting at which... etc.)
______________________________________________________________________
I have reasonable and probable grounds to believe that (please print name of Member is
question) ____________________________ has contravened section(s)
___________________of the Code of Conduct of the Town of Tillsonburg. The particulars of
which are as follows:
(Set out the statements of fact in consecutively numbered paragraphs in the space below, with
each paragraph being confined as far as possible to a particular statement of fact. If you require
more space please attach additional pages as required and mark each additional page as 2 of 2,
2 of 3, etc.)
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Page 235 of 453
Policy 2-003 Page 18 of 18
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
This affidavit is made for the purpose of requesting that this matter be reviewed by the Town of
Tillsonburg appointed Integrity Commissioner and for no other purpose.
Sworn (or Affirmed) before me at the Town of Tillsonburg, in the County of Oxford, in the
Province of Ontario on ________ day of ____________________, ________.
____________________________ ____________________________
A Commissioner for taking affidavits, etc. Signature of Complainant
(to be witnessed by Commissioner)
NOTE: This is a sworn (affirmed) affidavit of the deponent only. No investigation has been conducted by this authority to confirm or verify the above sworn information. THE CRIMINAL CODE OF CANADA provides that: everyone commits perjury who, with intent to mislead, makes before a person who is authorized by law to permit it to be made before him a false statement under oath or solemn affirmation by affidavit, solemn declaration or deposition or orally, knowing that the statement is false, is guilty of an indictable offence and liable to a term of imprisonment not exceeding fourteen years (sections 131, 132) or by summary conviction (section 134). Signing a false affidavit may expose you to prosecution under section 131 and 132 or 134 of the Criminal Code, R.S.C 1985, c. C-46 and also to civil liability for defamation.
Page 236 of 453
THE CORPORATION OF THE TOWN OF TILLSONBURG
CODE OF CONDUCT
Policy
Number 2-003
Approval
Date
December
14, 2015 Revision Date May 27, 2019
Schedules Form A – Disclosure Statement
Form B – Formal Complaint Form/Affidavit
Policy Statement:
Attaining an elected position within one's community is a privilege which carries significant
responsibilities and obligations. Members of Council (comprising the Mayor, Deputy Mayor and
Councillors) are held to a high standard as leaders of the community and they are expected to
become well informed on all aspects of municipal governance, administration, planning and
operations. They are also expected to carry out their duties in a fair, impartial, transparent and
professional manner.
Purpose:
A Code of Conduct will reinforce the Town of Tillsonburg's Accountability and Transparency
Policy and other relevant legislation within which all Members of Council, Local Boards and
Advisory Committees must operate. The Code of Conduct serves to enhance public trust and
improve the quality of public administration and governance by encouraging high standards of
conduct on the part of all government officials, ensuring that those Members share a common
standard of integrity through adherence to its principles.
Scope:
The Code of Conduct is intended to supplement and be compatible with the laws governing the
conduct of Members. The key principles include:
Members to whom this Code of Conduct applies shall serve in a conscientious and
diligent manner;
Members shall be committed to performing their functions with integrity without using the
influence of their office;
Members shall avoid all conflicts of interest;
Members are expected to perform their duties of office and to arrange their private affairs
in a manner that promotes public confidence and will bear close legal and public scrutiny;
Members are responsible for making honest statements and shall not make any
statement when they know that statement is false, or with the intent to mislead other
Members or the public; and,
Members shall serve the public interest by upholding the laws and policies established by
the Federal Parliament, Ontario Legislature, and the laws and policies adopted by the
Town.
Page 237 of 453
Policy 2-003 Page 2 of 17
This Code of Conduct is intended to provide a guideline for elected officials in exercising their
policy-making role having regard to the statements and ideals as enunciated hereunder.
1. Definitions
In the Code of Conduct, the terms “child”, “parent” and “spouse” have the same meanings as in
the Municipal Conflict of Interest Act.
"Advisory Committee” or “Committee" means a committee established by Council to advise
on matters which Council has deemed appropriate for the committee to provide
recommendations for Council’s review, including any ad hoc, subcommittee or task force.
“Clerk” means the Municipal Clerk for the Corporation of the Town of Tillsonburg.
“CAO” means the Chief Administrative Officer for the Corporation of the Town of Tillsonburg.
"Code of Conduct" means the “Code of Conduct” for Members of Council, Local Boards and
Advisory Committees”.
"Complainant" means a person who has filed a complaint under the Code of Conduct.
"Complaint" means an alleged contravention of the Code of Conduct submitted to an Integrity
Commissioner appointed by the Council of the Town of Tillsonburg.
“Council” means the Council of the Town of Tillsonburg.
“Integrity Commissioner" means the officer appointed by council pursuant to Section 223.3 of
the Municipal Act, 2001.
"Immediate relative" shall mean a parent, spouse, child, sister, brother, sister-in-law, brother-
in-law, daughter-in-law, son-in-law, father-in-law, mother-in-law as well as step-relationships and
half-relationships; spouse shall mean the person to whom a person is married or with whom the
person is living in a conjugal relationship outside of marriage; this definition shall also include
any other person(s) that are living with the employee on a full-time basis whom the
member/employee (appropriate to the document) has demonstrated a settled intention to treat
as an immediate relative.
"Local Board" shall mean one of the following boards quasi-judicial committees established by
the Council:
Downtown Tillsonburg Business Improvement Area (BIA) Board of Management
Property Standards Appeal Committee
Committee of Adjustment
“Meeting” means any regular, special or other meetings of council, of a local board or a
committee of either of them, where a quorum is present and members discuss or otherwise deal
with any matter in a way that materially advances the business or decision making of the council,
local board or committee.
Page 238 of 453
Policy 2-003 Page 3 of 17
"Member of Council" or "Member" means any person duly elected or appointed to serve on
the Council of the Town of Tillsonburg, Committee or Local Board.
“Town” means The Corporation of the Town of Tillsonburg.
Any reference in this Code of Conduct to a statute, regulation, by-law, guideline, policy or other
enactment shall be deemed to include any amendment, replacement, successor or consolidation
of such statute, regulation, by-law, guideline, policy or other enactment.
2. Statutory Provisions Regulating Conduct
This Code of Conduct is meant to supplement existing legislation governing the conduct of
Members, including but not limited to:
Municipal Act
Municipal Conflict of Interest Act
Municipal Elections Act
Municipal Freedom of Information and Protection of Privacy Act
Provincial Offences Act
Human Rights Code
Criminal Code
By-laws and policies of Council as adopted and amended from time to time, including but
not limited to the Procedural By-law and the Tillsonburg Purchasing Policy.
3. Application
This Code of Conduct shall apply to all Members of Council, Local Boards and Advisory
Committees.
4. Conduct at Meetings
Members shall conduct themselves with decorum at all meetings in accordance with the
provisions of the Town’s Procedural By-law or the applicable procedural by-law of that Local
Board. Respect for delegations, fellow Members and Staff requires that all Members show
courtesy and not distract from the business of the Town during presentations and when other
Members have the floor. Use of electronic equipment during meetings should be limited for
use/access for meeting purposes.
5. Transparency and Openness in Decision Making
Members will conduct and convey Council, Committee or Local Board business in an open and
public manner so that the process, logic and rationale which were used to reach conclusions or
decisions are available to the stakeholders.
6. Improper Use of Influence
No Member shall use the influence of his or her office for any purpose other than for the exercise
of his or her official duties.
Examples of prohibited conduct are the use of one’s status as a Member to improperly influence
the decision of another person to the private advantage of oneself or immediate relative, staff
members, friends, or associates, business or otherwise. This includes attempts to secure
preferential treatment beyond activities in which Members normally engage on behalf of their
Page 239 of 453
Policy 2-003 Page 4 of 17
constituents as part of their official duties. Prohibited conduct also includes the holding out of the
prospect or promise of future advantage through a Member’s supposed influence within Council,
Committee or the Local Board in return for present actions or inaction.
For the purposes of this provision, “private advantage” does not include a matter that:
a) is of general application;
b) affects a Member, his or her immediate relative, staff members, friends, or associates,
business or otherwise as one of a ‘broad class of persons’ (such as taxation which affects
residents, owners or tenants of land within the Town as a whole); or
c) concerning the remuneration or benefits of a Member as a Member of Council or of a
Local Board.
7. Discreditable Conduct
All Members have a duty to treat members of the public, one another and staff appropriately and
without abuse, bullying or intimidation. All Members shall ensure that their work environment is
utterly free and completely devoid of discrimination, and personal and sexual harassment.
The Ontario Human Rights Code applies, as does the Town’s Discrimination and Harassment-
Free Workplace Policy which recognize the right of every employee to work in an environment
that is free from discrimination and harassment, by the employer, agent of the employer, another
employee, or any other person with whom s/he comes into contact in the normal performance of
his/her duties.
Members shall abide by the provisions of the Human Rights Code, and, in doing so, shall treat
every person, including other Members, employees, and individuals providing services on a
contract for service, students on placements, and the public, with dignity, understanding and
respect.
In accordance with the Human Rights Code, Members shall not discriminate against anyone on
the basis of their race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex,
sexual orientation, age, record of offences, marital status, family status, or disability.
In accordance with the Human Rights Code, harassment means engaging in a course of
vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome.
Without limiting the generality of the foregoing, Members shall not:
a) make inappropriate comments or gestures to or about an individual where such conduct
is known or ought reasonably to be known to be offensive to the person(s) to whom they
are directed or are about;
b) display materials or transmit communications that are inappropriate, offensive, insulting or
derogatory;
c) make threats or engage in any abusive activity or course of conduct towards others;
d) vandalize the personal property of others;
e) commit assault of any kind, including making unwanted physical contact, including
touching, patting, or pinching; or
f) refuse to converse or interact with anyone based on any ground listed in the Human
Rights Code.
8. Conduct Respecting Staff
Members shall acknowledge that only Council or the applicable Local Board as a whole has the
authority to approve budget, policy, processes and other such matters unless such authority has
Page 240 of 453
Policy 2-003 Page 5 of 17
been delegated. Members shall direct requests outside of Council or Local Board approved
budget, process or policy, to the appropriate Committee or Chief Administrative Officer of the
Corporation.
Under the direction of the Chief Administrative Officer, Staff serve the Council, Committee or the
Local Board as a whole, and the combined interests of all Members as evidenced through the
decisions of Council, Committee or the Local Board. Members shall be respectful of the role of
staff to provide advice based on political neutrality and objectivity and without undue influence
from any individual Member or faction of the Council, Committee or the Local Board.
Accordingly, no Member shall maliciously or falsely injure the professional or ethical reputation,
or the prospects or practice of staff, and all Members shall show respect for the professional
capacities of staff.
No Member shall compel staff to engage in partisan political activities or be subjected to threats
or discrimination for refusing to engage in such activities. No Member shall use, or attempt to
use, their authority or influence for the purpose of intimidating, threatening, coercing,
commanding, or influencing any staff member with the intent of interfering with that person’s
duties, including the duty to disclose improper activity. Members and staff shall be respectful of
each other’s time and arrange appropriate opportunities to discuss matters before formal
meetings, where possible, which can be included and/or further discussed at the meeting.
In practical terms, there are distinct and specialized roles carried out by Council, Committees or
the Local Board as a whole and by Members when performing their duties. The key
requirements of these roles include dealing with constituents and the general public,
participating as Committee Members, and participating as Council representatives on agencies,
boards, commissions and other bodies. Similarly, there are distinct and specialized roles
expected of Town staff in both the carrying out of their responsibilities and in dealing with the
Council or Committee or the Local Board.
9. Communications And Media Relations
Members will attempt to accurately and adequately communicate the attitudes and decisions of
Council or the Local Board, even if they disagree with a majority decision of Council or the Local
Board so that:
a) there is respect for the decision making processes of Council or the Local Board;
b) official information related to decisions and resolutions made by Council or the Local
Board will normally be communicated in the first instance to the community and the media
in an official capacity by the Mayor/Chair or designate;
c) information concerning adopted policies, procedures and decisions of the Council or the
Local Board is conveyed openly and accurately; and
d) confidential information will be communicated only when and after determined by Council
or the Local Board.
10. Conduct Regarding Current And Prospective Employment
No Member shall allow the prospect of his or her future employment by a person or entity to
detrimentally affect the performance of his or her duties to the Town or the Local Board.
Page 241 of 453
Policy 2-003 Page 6 of 17
11. Confidential Information
Confidential information includes information in the possession of, or received in confidence by
the Town, Committee or the Local Board that the Town, Committee or the Local Board is either
prohibited from disclosing, or is required to refuse to disclose, under the Municipal Freedom of
Information and Protection of Privacy Act (referred to as “MFIPPA”), or other legislation.
Generally, MFIPPA restricts or prohibits disclosure of information received in confidence from
third parties that is of a corporate, commercial, scientific or technical nature and is provided
expressly or implicitly in confidence, information that is personal, and information that is subject
to solicitor-client privilege.
The Municipal Act, 2001 allows information concerning personnel, labour relations, litigation,
property disposal and acquisition, the security of the property of the municipality or a local board,
and matters authorized on other legislation, to remain confidential. For the purposes of the Code
of Conduct, “confidential information” also includes this type of information.
No Member shall disclose or release by any means to any member of the public, any
confidential information acquired by virtue of their office, in either oral or written form, except
when required by law or authorized by Council or the Local Board to do so. Nor shall Members
use confidential information for personal or private gain, or for the gain of immediate relatives or
any person or corporation.
Under the Town’s Procedural By-law, a matter that has been discussed at an in-camera (closed)
meeting remains confidential. No Member shall disclose the content of any such matter, or the
substance of deliberations, of the in-camera meeting until the Council or committee or the Local
Board discusses the information at a meeting that is open to the public or releases the
information to the public.
The following are examples of the types of information that a Member must keep confidential:
items under litigation, negotiation, or personnel matters;
information that infringes on the rights of others (e.g., sources of complaints where the
identity of a complainant is given in confidence);
information deemed to be “personal information” under MFIPPA; and
The above list is provided as an example and is not exclusive. Requests for information will be
referred to Municipal Clerk to be addressed as either an informal request for access to municipal
records, or as a formal request under MFIPPA.
Members should not access or attempt to gain access to confidential information in the custody
of the Town or the Local Board unless it is necessary for the performance of their duties and not
prohibited otherwise.
12. Gifts and Benefits
Members shall not accept a fee, advance, gift or personal benefit that is connected directly or
indirectly with the performance of his or her duties of office, unless permitted by the exceptions
listed below.
Page 242 of 453
Policy 2-003 Page 7 of 17
For these purposes, a fee, advance, gift or personal benefit provided with the Member’s
knowledge to an immediate relative or business that is connected directly or indirectly to the
performance of the Member’s duties is deemed to be a gift to that Member.
The following are recognized as exceptions:
a) compensation authorized by by-law;
b) such gifts or benefits that normally accompany the responsibilities of office and are
received as an incident of protocol or social obligation;
c) a political contribution otherwise reported by law, in the case of Members running for
office; (i.e. disclosure related to election campaign contributions that are required to be
otherwise reported.)
d) services provided without compensation by persons volunteering their time;
e) a suitable memento of a function honouring the Member;
f) food, lodging, transportation and entertainment provided by provincial, regional and local
governments or political subdivisions of them, by the Federal government or by a foreign
government within a foreign country, or by a conference, seminar or event where the
Member is either speaking or attending in an official capacity;
g) food and beverages consumed at banquets, receptions or similar events, if:
i. attendance is resultant to protocol or social obligations that accompanies the
responsibility of office;
ii. the person extending the invitation or a representative of the organization is in
attendance; and
iii. the value is reasonable and the invitations infrequent; and
h) communication to the offices of a Member, including subscriptions to newspapers and
periodicals.
In the case of categories (b), (e), (f), (g) and (h), if the value of the gift or benefit exceeds $200,
or if the total value received from any one source over a twelve (12) month period exceeds $200,
the Member shall within thirty (30) days of receipt of the gift or of reaching the annual limit, file a
disclosure statement with the Clerk.
The disclosure statement (see Schedule A) must indicate:
1) the nature of the gift or benefit;
2) its source and date of receipt;
3) the circumstances under which it was given or received;
4) its estimated value;
5) what the recipient intends to do with the gift; and
6) whether any gift will at any point become the property of the Town.
All disclosure statements will be a matter of public record.
On receiving a disclosure statement, the Clerk shall make the disclosure statement public. If a
member of the public believes the Member has not conformed to the requirements of the Code
of Conduct with respect to accepting gifts and benefits, he or she may request the Chief
Administrative Officer examine the statement to ascertain whether the receipt of gift or benefit
might, in his or her opinion, create a conflict between a private interest and the public duty of the
Member. In the event that the Chief Administrative Officer makes that preliminary determination,
he or she shall call upon the Member to justify receipt of the gift or benefit.
Page 243 of 453
Policy 2-003 Page 8 of 17
Should the Chief Administrative Officer determine that receipt was inappropriate, s/he may direct
the Member to return the gift, reimburse the donor for the value of any gift or benefit already
consumed, or forfeit the gift or remit the value of any gift or benefit already consumed to the
Town.
Except in the case of (a), (c) and (f), a Member may not accept a gift or benefit worth in excess
of $500 or gifts and benefits from one source during a calendar year worth in excess of $500,
unless it falls within the exemption.
13. Use of Town Property, Services and Other Resources
Members should not use, or permit the use of Town or Local Board property, land, facilities,
equipment, supplies, services, staff or other resources for activities other than the business of
the Town or Local Board.
Members are required to follow the provisions of the Municipal Elections Act, 1996 with respect
to elections. Members shall not use the property, land, facilities, equipment, supplies, services or
other resources of the Town or the Local Board (including but not limited to Councillor
newsletters and websites linked through the Town’s website) for any election campaign or
campaign-related activities. No Member shall undertake campaign-related activities on Town
property during regular working hours unless permitted by Town policy (e.g., all candidates
meetings). No Member shall use the services of persons for election-related purposes during
hours in which those persons receive any compensation from the Town or the Local Board.
14. Implementation
At the beginning of each term, Members will be expected to sign an acknowledgment form to
convey to each other and all stakeholders that they have read, understand and accept the Code
of Conduct.
A Code of Conduct component will be included as part of the orientation workshop for all new
Members.
Members are expected to formally and informally review their adherence to the provisions of the
Code on a regular basis or when so requested by Council.
15. Complaint Protocol
Any individual, organization, Town or Local Board employee, and Member, who has reasonable
grounds to believe that a Member has breached a provision of the Code of Conduct, may file an
application to the Integrity Commissioner using the Formal Complaint Form. An application may
only be made within six weeks after the applicant became aware of the alleged contravention.
An application may be made more than six weeks after the applicant became aware of the
alleged contravention if both of the following are satisfied:
a) The applicant became aware of the alleged contravention within the period of time
starting six weeks before nomination day for a regular election, as set out in section 31 of
the Municipal Elections Act, 1996, and ending on voting day in a regular election, as set
out in section 5 of that Act.
Page 244 of 453
Policy 2-003 Page 9 of 17
b) The applicant applies to the Commissioner under subsection (2) within six weeks after the
day after voting day in a regular election, as set out in section 5 of the Municipal Elections
Act, 1996.
A complainant does not have to pursue the informal complaint process set out in Section 15.1
prior to proceeding with the formal complaint process set out in Section 15.2.
15.1 Informal Complaints
Any individual who has identified or witnessed behaviour or activity by a Member that appears to
be in contravention of the Code of Conduct are encouraged to address his or her concerns in the
following manner:
a) Advise the Member that their behaviour or activity contravenes the Code of Conduct;
b) Encourage the Member to stop the prohibited behaviour or activity;
c) If applicable, confirm to the Member his or her satisfaction or dissatisfaction with the
Member’s response to the concern identified;
d) If not satisfied with the response received through the informal process, an individual may
proceed with a formal complaint through the Integrity Commissioner as outlined in Section
15.2.
Any individual filing a complaint should keep a written record of the incidents including dates,
times, locations, other persons present, and any other relevant information, including steps
taken to resolve the matter.
15.2 Formal Complaints
Any individual who has identified or witnessed behaviour or activity by a Member that appears to
be in contravention of the Code of Conduct may address his or her concerns through the formal
complaint process set out below:
a) all formal complaints must be made using the Complaints Form / Affidavit (see Schedule
“B”) and shall be dated and signed by the complainant;
b) the complaint must include a concise explanation as to why the issue raised may be a
contravention of the Code of Conduct and any and all evidence in support of the
allegation must be included with the Complaints Form/Affidavit;
c) any witnesses in support of the allegation must be identified on the Complaint
Form/Affidavit;
d) the Complaint Form/Affidavit must include the name of the Member alleged to have
breached the Code of Conduct, the section of the Code of Conduct allegedly
contravened, the date, time and location of the alleged contravention and any and all
other information as required on the Complaint Form/Affidavit;
e) the complaint shall be filed with the Integrity Commissioner who shall confirm that the
information is complete as to a), b), c) and d) of this section;
f) the Integrity Commissioner will determine whether the matter is, on its face, a complaint
with respect to compliance with the Code of Conduct and is not covered by any other
applicable legislation or policy; and
g) the Integrity Commissioner may, but shall not be obligated, to request additional
information from the complainant.
Page 245 of 453
Policy 2-003 Page 10 of 17
15.3 Response of Integrity Commissioner of Complaint outside Jurisdiction
If the complaint received by the Integrity Commissioner, is not, on its face, a complaint with
respect to non-compliance with the Code of Conduct or the complaint is covered by other
legislation or complaint procedure under another Council policy, the Integrity Commissioner shall
advise the complainant in writing as follows:
a) Criminal Matter – if the complaint on its face is an allegation of a criminal nature
consistent with the Criminal Code of Canada, the complainant shall be advised that if the
complainant wishes to pursue any such allegation, the complainant must pursue it with
the appropriate police service;
b) Municipal Freedom of Information and Protection of Privacy – if the complaint is
more appropriately addressed under the Municipal Freedom of Information and Protection
of Privacy Act, the complainant shall be advised that the matter must be referred to the
Municipal Clerk for review under statute; and
c) Discrimination or Harassment – if the complaint is an allegation of discrimination or
harassment, then the complaint should be filed directly with the Human Resources
Department. The person will also be advised of his or her right to advance an application
to the Ontario Human Rights Tribunal.
d) Other Policy Applies – if the complaint seems to fall under another policy, the
complainant shall be advised to pursue the matter under such policy.
e) Lack of Jurisdiction – if the complaint is, for any other reason not within the jurisdiction
of the Integrity Commissioner, the complainant shall be so advised and provided with any
additional reasons and referrals as the Integrity Commissioner considers appropriate.
f) Matters Already Pending – if the complaint is in relation to a matter which is subject to
an outstanding complaint under another process such as a court proceeding related to a
Human Rights complaint or similar process, the Integrity Commissioner may, in his/her
sole discretion and in accordance with legislation, suspend any investigation pending the
result of the other process.
If the matter is covered by other policies with a complaint procedure or legislation, the
complainant will be advised and directed to proceed in a manner as considered appropriate by
the Integrity Commissioner.
15.4 Refusal to Conduct an Investigation
If upon review of a complaint, the Integrity Commissioner is of the opinion that the complaint is
frivolous, vexatious or not made in good faith, or that there are not sufficient grounds for an
investigation, the Integrity Commissioner will not conduct an investigation and shall
communicate this determination in writing to the complainant and the Member identified in the
Complaint Form/Affidavit.
15.5 Opportunity for Resolution
If at any time, following the receipt of a formal complaint or during the investigation process, the
Integrity Commissioner believes that an opportunity to resolve the matter may be successfully
pursued without a formal investigation, and both the complainant and the Member agree, efforts
may be made to achieve an informal resolution.
Page 246 of 453
Policy 2-003 Page 11 of 17
15.6 Investigation
If the Integrity Commissioner determines that a formal investigation is required s/he shall
proceed in the following manner, subject to the Integrity Commissioner’s ability to elect to
exercise the powers of a commissioner under ss. 33 and 34 of the Public Inquiries Act, 2009, as
contemplated by subsection 223.4(2) of the Municipal Act, 2001, at which time the identity of the
person filing the complaint is no longer considered confidential.
The Integrity Commissioner shall provide a copy of the complaint, and any supporting materials,
to the Member whose conduct is in question, with a request that a written response to the
allegation be provided to the Integrity Commissioner within fourteen (14) days.
The Integrity Commissioner shall give a copy of the response, provided by the Member, to the
complainant, with a request for a written reply within fourteen (14) days.
If necessary, after reviewing the submitted materials, the Integrity Commissioner may speak to
anyone, access and examine any other documents or electronic materials, and may enter any
Town or Local Board work location relevant to the complaint for the purpose of investigation and
potential resolution.
The Integrity Commissioner may make interim reports to Council where necessary and as
required to address any issues of interference, obstruction, delay or retaliation encountered
during the investigation.
At any time the complainant may abandon the request for an investigation and the Integrity
Commissioner will cease his or her investigation.
15.7 Termination of inquiry when regular election begins
If the Commissioner has not completed an inquiry before nomination day for a regular election,
as set out in section 31 of the Municipal Elections Act, 1996, the Commissioner shall terminate
the inquiry on that day. If an inquiry is terminated the Commissioner shall not commence another
inquiry in respect of the matter unless, within six weeks after voting day in a regular election, as
set out in section 5 of the Municipal Elections Act, 1996, the person or entity who made the
request or the member or former member whose conduct is concerned makes a written request
to the Commissioner that the inquiry be commenced.
15.8 Confidentiality of Complaint Documents
The Integrity Commissioner and every person acting under his or her instructions shall preserve
the confidentiality of all documents, material or other information, whether belonging to the Town
or not, that come into their possession or to their knowledge during the course of their duties as
required by section 223.5 of the Municipal Act, 2001.
Advice provided by the Commissioner to a member under paragraph 4, 5 or 6 of subsection
223.3 (1) 5 of the Municipal Act, 2001 may be released with the member’s written consent. If a
member releases only part of the advice provided to the member by the Commissioner under
paragraph 4, 5 or 6 of subsection 223.3 (1), the Commissioner may release part or all of the
advice without obtaining the member’s consent.
Page 247 of 453
Policy 2-003 Page 12 of 17
The Commissioner may disclose such information as in the Commissioner’s opinion is
necessary,
a) for the purposes of a public meeting under subsection 223.4.1 (8);
b) in an application to a judge referred to in subsection 223.4.1 (15); or
c) in the written reasons given by the Commissioner under subsection 223.4.1 (17). 2017,
c. 10, Sched. 1, s. 22.
Pursuant to section 223.5(3) of the Municipal Act, this section prevails over the Municipal
Freedom of Information and Protection of Privacy Act.
When the Integrity Commissioner reports to the Council on an investigation into an alleged
breach of the Code, the report shall only disclose such information that in the Integrity
Commissioner’s opinion is required for the purposes of the report.
When the Integrity Commissioner issues an annual or other periodic report to Council on his or
her activities, the Integrity Commissioner shall summarize the advice he or she has given, but
the report shall not disclose confidential information that could identify a person concerned in the
case of informal complaints or those formal complaints that have been dismissed and did not
proceed to a formal investigation.
16. Reporting and General Compliance
16.1 Recommendation Report
Upon completion of an investigation, the Integrity Commissioner may report to the complainant
and the Member on the results of his or her review within ninety (90) days of receiving a
complete Complaint Form/Affidavit. If the investigation process is going to take more than ninety
(90) days, the Integrity Commissioner shall provide an interim report to the complainant and
Member indicating when the complete report will be available.
If upon completion of the investigation the Integrity Commissioner finds that a breach of the
Code of Conduct has occurred, the Integrity Commissioner shall report his or her findings to
Council including a recommendation as to the imposition of a penalty, as set out in subsection
223.4(5) of the Municipal Act, 2001. The Council may impose either of the following penalties on
a Member if a report by the Integrity Commissioner determines that the Member has violated the
Code of Conduct:
a) A reprimand; or
b) A suspension of the remuneration paid to the Member in respect of his or her services as
a Member of Council or a Local Board, as the case may be, for a period of up to ninety
(90) days.
The Integrity Commissioner shall provide the Member who is the subject of the complaint with
notice in writing of the proposed finding and any recommended sanction at least ten (10) days
prior to the report being provided to the Municipal Clerk. An opportunity to comment shall be
provided to the Member on the proposed finding and any recommended sanction prior to the
report being published.
Page 248 of 453
Policy 2-003 Page 13 of 17
16.2 Annual Report
The Integrity Commissioner’s annual report shall consist of:
a) All informal and formal complaints dismissed by the Integrity Commissioner;
b) All complaints received not within the jurisdiction of the Integrity Commissioner;
c) All formal complaints that underwent a formal investigation and conclusions; and
d) A cost breakdown with respect to services provided within the reporting year by the
Integrity Commissioner.
The annual report shall be provided not less than sixty (60) days after December 31 of the
calendar year that is being reported.
16.3 Failure to adhere to Council Policies and Procedures
A number of the provisions of this Code of Conduct incorporate policies and procedures adopted
by Council. More generally, Members are required to observe the terms of all policies and
procedures established by Council, as the case may be. However, this provision does not
prevent a Member from requesting that Council grant an exemption from a policy, other than this
Code of Conduct.
16.4 Reprisals and Obstructions
Members should respect the integrity of the Code of Conduct and investigations conducted
under it. Any reprisal or threat of reprisal against a complainant or anyone for providing relevant
information to the Integrity Commissioner is strictly prohibited. It is also a violation of the Code
of Conduct to obstruct the Integrity Commissioner in the carrying out of his or her
responsibilities.
16.5 Duty of Council
Council shall consider any report submitted by the Integrity Commissioner within thirty (30) days
of it being received by the Municipal Clerk and shall take the action it considers appropriate with
regard to the recommendation(s) of the Integrity Commissioner as described in Section 16.1 of
the Code of Conduct.
16.6 Acting on Advice of the Integrity Commissioner
Any written advice given by the Integrity Commissioner to a Member binds the Integrity
Commissioner in any subsequent consideration of the conduct of the Member in the same
matter as long as all the relevant facts known to the Member were disclosed to the Integrity
Commissioner.
16.7 Integrity Commissioner Vacancy
Should the office of Integrity Commissioner be vacant, the Code of Conduct remains in effect
and all Members shall continue to abide by the provisions set out therein. When a vacancy
occurs, the municipality shall make arrangements for all of the responsibilities of the Integrity
Commissioner to be provided by a Commissioner of another municipality.
17. Roles of Integrity Commissioner
1. The application of the code of conduct for members of council and the code of conduct for
members of local boards.
Page 249 of 453
Policy 2-003 Page 14 of 17
2. The application of any procedures, rules and policies of the municipality and local boards
governing the ethical behaviour of members of council and of local boards.
3. The application of sections 5, 5.1 and 5.2 of the Municipal Conflict of Interest Act to
members of council and of local boards.
4. Requests from members of council and of local boards for advice respecting their
obligations under the code of conduct applicable to the member.
5. Requests from members of council and of local boards for advice respecting their
obligations under a procedure, rule or policy of the municipality or of the local board, as
the case may be, governing the ethical behaviour of members.
6. Requests from members of council and of local boards for advice respecting their
obligations under the Municipal Conflict of Interest Act.
7. The provision of educational information to members of council, members of local boards
and the municipality about the municipality’s codes of conduct for members of council and
members of local boards and about the Municipal Conflict of Interest Act. 2017, c. 10,
Sched. 1, s. 19 (1).
It shall be noted that if the municipality has not appointed a Commissioner, the municipality shall
make arrangements for all of the responsibilities set out above to be provided by a
Commissioner of another municipality.
18. Statutes Regulating the Conduct Of Councillors
In the case of any inconsistency between this Code of Conduct and a Federal or Provincial
statute or regulation, the statute or regulation shall prevail to the extent of the inconsistency.
Page 250 of 453
Policy 2-003 Page 15 of 17
Code of Conduct Form A – Disclosure Statement
Section 12 of the Code of Conduct regarding the acceptance of gifts and benefits, requires
Members to disclose the receipt of certain gifts and benefits if the dollar value of a single gift or
benefit exceeds $200 or if the total value of gifts and benefits received from one source in a
calendar year exceeds $500. This Disclosure Statement is to be used to report on such gifts and
benefits and shall be filed with the Clerk within 30 days of receipt of such gift or benefit, or upon
reaching the annual limit.
Disclosure Statements are a matter of public record.
Nature of Gift or Benefit received:
____________________________________________________________________________
____________________________________________________________________________
__________________________________________________________
Source of Gift or Benefit:
____________________________________________________________________________
____________________________________________________________________________
__________________________________________________________
Circumstances under which Gift or Benefit received:
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
______________________________________________
Intended use of the Gift or Benefit (i.e. will be donated/provided to the Town):
____________________________________________________________________________
____________________________________________________________________________
__________________________________________________________
Estimates Value of Gift or Benefit: $___________________________
Date Gift or Benefit was received: ____________________________ (MM/DD/YR)
______________________________ _____________________________
Signature of Member Date
Page 251 of 453
Policy 2-003 Page 16 of 17
Code of Conduct Form B – Formal Complaint Form/Affidavit
I, (please print name)___________________________ of the Town of Tillsonburg, in the
Province of Ontario do solemnly swear (affirm and declare) that the following contents of this
complaint form as subscribed by me are true and correct:
Applicant(s) Name:______________________ Telephone Number: _______________
Applicant(s) Address: ___________________________________________________
Town: __________________________ Province: _________ Postal Code:_________
Email: ________________________________
I have personal knowledge of the facts as set out in this Affidavit form because: (insert reasons
e.g. I work for… I attended a meeting at which... etc.)
______________________________________________________________________
I have reasonable and probable grounds to believe that (please print name of Member is
question) ____________________________ has contravened section(s)
___________________of the Code of Conduct of the Town of Tillsonburg. The particulars of
which are as follows:
(Set out the statements of fact in consecutively numbered paragraphs in the space below, with
each paragraph being confined as far as possible to a particular statement of fact. If you require
more space please attach additional pages as required and mark each additional page as 2 of 2,
2 of 3, etc.)
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Page 252 of 453
Policy 2-003 Page 17 of 17
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
This affidavit is made for the purpose of requesting that this matter be reviewed by the Town of
Tillsonburg appointed Integrity Commissioner and for no other purpose.
Sworn (or Affirmed) before me at the Town of Tillsonburg, in the County of Oxford, in the
Province of Ontario on ________ day of ____________________, ________.
____________________________ ____________________________
A Commissioner for taking affidavits, etc. Signature of Complainant
(to be witnessed by Commissioner)
NOTE: This is a sworn (affirmed) affidavit of the deponent only. No investigation has been
conducted by this authority to confirm or verify the above sworn information. THE CRIMINAL
CODE OF CANADA provides that: everyone commits perjury who, with intent to mislead, makes
before a person who is authorized by law to permit it to be made before him a false statement
under oath or solemn affirmation by affidavit, solemn declaration or deposition or orally, knowing
that the statement is false, is guilty of an indictable offence and liable to a term of imprisonment
not exceeding fourteen years (sections 131, 132) or by summary conviction (section 134).
Signing a false affidavit may expose you to prosecution under section 131 and 132 or 134 of the
Criminal Code, R.S.C 1985, c. C-46 and also to civil liability for defamation.
Page 253 of 453
Report Title Graffiti By-Law
Report No. DCS 19-10
Author Dan Smukavich, By-Law Enforcement Officer
Meeting Type Council Meeting
Council Date May 27, 2019
Attachments Proposed Graffiti By-Law 4278
RECOMMENDATION
THAT Council receives Report DCS 19-10 Graffiti By-law for information.
AND THAT Graffiti By-Law 4278 to prohibit and regulate graffiti in the Town of Tillsonburg be brought
forward for Council consideration.
EXECUTIVE SUMMARY
The Town’s Property Standards By-Law 3638 was last reviewed and adopted by Town of
Tillsonburg Council in August 2012. The current Property Standards By-Law does not clearly lay
out the provisions in regards to the removal of graffiti. While there are provisions that address the
exterior of properties and the requirement for them to be in “good repair”, the provisions do not
address graffiti directly. The proposed new by-law would deal directly with graffiti and its removal
from private property.
BACKGROUND
The changes proposed are a result of staff documentation over the years that require additional detail
for clarity and enforcement. During the by-law review process staff consulted and communicated with
other municipalities of similar size as well as larger municipalities that face virtually identical issues
relating to the removal of graffiti. Graffiti often invites more graffiti and more often than not, graffiti tends
to be unsightly and offensive. If left unattended or unmanaged this gives the impression that nobody
cares about the area which can lead to other forms of vandalism and potentially crime.
ISSUES WITH CURRNT PROCESS
The need for a graffiti by-law comes from the fact that when using the Property Standards By-Law to
require a property owner to remove graffiti, the Ontario Building Code Act sets specific guidelines and
timelines for the enforcement of Property Standards, which regulates and lengthens the process for
obtaining compliance. One of the concerns raised is under the Ontario Building Code Act which is
where the Property Standards By-Law obtains its authority; the Act stipulates that a minimum of
fourteen days is allotted to appeal an Order to Comply. If appealed, there would be a further delay as
the appellant would be entitled to a Property Standards Committee hearing. The Property Standards
Committee would also then have the authority to further extend the compliance date as one of its
potential options.
The proposed Graffiti By-Law would be passed under the authority of the Municipal Act, 2001. Under
the proposed by-law, any graffiti that is deemed to be racist, hateful or obscene would be expected to
be removed within 24 hours of it being documented by staff and any other graffiti would be dealt with on
Page 254 of 453
2
CAO
a case by case basis so as to ensure that the graffiti is removed within a timely manner. If such a
condition exists and compliance cannot be achieved by the compliance date stated in the Order to
Comply, the by-law has provisions that allow the Town to undertake the work to bring the property into
compliance and recover all costs through the tax roll in the same manner as municipal taxes. With this
by-law in place, the Town can ensure that graffiti is removed in a timely and streamlined manner.
Further, if a person is caught in the act of apply graffiti to a property; Police will have the option of laying
a fine either with or instead of a criminal charge.
SHORT FORM WORDING FINES
Bylaw 4278: Graffiti By-Law
Part I Provincial Offences Act
Set fine schedule
Item Short form wording Provision creating or
defining offence
Set fine
1 Cause, permit or place graffiti. 3.1 $250.00
2 Failure to comply with order to
remove graffiti.
3.2 $250.00
Note: the general penalty provision for the offences listed above is section 61 of the
Provincial Offences Act, R.S.O. 1990, c. P. 33, as amended
CONSULTATIONS/COMMUNICATIONS
During the by-law review process, staff consulted and communicated through the Municipal Law
Enforcement Officers’ Association of Ontario including other municipalities of similar size as well as
larger municipalities that have more experience related to graffiti.
Copies of the by-laws along with supporting material were made available for public consultation from
April 15, 2019 to April 29, 2019. During this time, the draft by-law was posted on the Town website,
and advertised in the local paper.
The following inquiries were received as a result of the public consultation and were explanatory and
administrative in nature. These along with the provided communication from staff are listed below:
1. There has been discussion about the possibility of art being added to the side of buildings in the
down town core. Do you believe it would be exempt in the current wording?
Art on buildings would not be subject to this by-law as it would be considered a mural. Painted
artwork on buildings (murals) was discussed extensively during the revamp of the Town Sign
By-law. Both BIA and Chamber at the time commented that murals are acceptable but wanted
them to be controlled in some format. Some recommendations were that specific locations and
sites could be identified for murals along with pubic engagement for the type of art, etc.
2. Is there a problem that people are not cleaning graffiti off property, buildings etc.?
No historical or current issues in Tillsonburg. Last year the Town had an incident and By-Law
identified that if the owner was not cooperative in the clean-up there may have been some
public concern related to the graffiti.
Page 255 of 453
3
CAO
3. If the incidence is rare; why do we need a graffiti by-law?
By-Law staff identified that the Town should be prepared rather than scrutinized for not having
the proper by-laws in place particularly if a graffiti incident is deemed to be racist, hateful or
obscene.
FINANCIAL IMPACT/FUNDING SOURCE
No foreseeable impact at this time.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Objective 1 – Excellence in Local Government
Page 256 of 453
4
CAO
Report Approval Details
Document Title: DCS 19-10 - Graffiti By-Law.docx
Attachments: - By-Law 4278 - Graffiti By-Law.docx
Final Approval Date: May 13, 2019
This report and all of its attachments were approved and signed as outlined below:
David Calder - May 13, 2019 - 12:33 PM
Page 257 of 453
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4278
A BY-LAW to prohibit graffiti on private property and to require owners and
occupiers of the property to remove graffiti in the Town of Tillsonburg.
WHEREAS subsection 5(3) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended,
provides that a municipal power shall be exercised by by-law;
AND WHEREAS Section 11 (3) of the Municipal Act, 2001, S.O. 2001, c.25 states that
a lower-tier municipality may pass by-laws, respecting matters within certain spheres of
jurisdiction;
AND WHEREAS sections 8,9 and 10 of the Municipal Act, 2001 provides that a
municipality may provide any service or thing that the municipality considers necessary
or desirable for the public and in particular paragraphs 5,6,8 and 9 of subsection 10 (2)
authorize by-laws respecting the economic, social and environmental well-being of the
municipality; the health, safety and well-being of persons; the protection of persons and
property; and animals.
AND WHEREAS section 128 of the Municipal Act, 2001 provides that a municipality
may prohibit and regulate with respect to public nuisances, including matters that, in the
opinion of Council are or could become a public nuisances;
AND WHEREAS section 128 (2) of the Municipal Act, 2001 that the opinion of Council
under section 128, if arrived at in good faith, is not subject to review by any court;
AND WHEREAS the Council for the Town of Tillsonburg desires to prohibit or regulate
graffiti within the Town of Tillsonburg.
AND WHEREAS Section 391 (1) of the Municipal Act, 2001, S.O. 2001 c. 25 states that
section 11 authorizes a municipality to impose fees or charges on persons, for services
or activities provided or done by the municipality.
NOW THEREFORE the Council of The Town of Tillsonburg hereby enacts the following:
SECTION 1
SCOPE OF BY-LAW
1.1 SHORT TITLE
This By-law and any amendments thereto shall be known as the “Graffiti By-Law.”
1.2 INTENT AND SCOPE
The purpose of this By-law is to prohibit and regulate graffiti within the corporate limits
of the Town of Tillsonburg.
1.3 CONTENT OF BY-LAW
All references in the By-law to sections, regulations, exceptions, tables, figures,
schedules and maps, refer to those in this By-law unless otherwise indicated.
SECTION 2
DEFINITIONS AND INTERPRETATION
2.1 DEFINITIONS
The terms set out below shall have the following meanings in this By-law:
“COUNCIL” means the Municipal Council of the Corporation of the Town of Tillsonburg.
“GRAFFITI” means one or more letters, symbols, depictions, marks, etchings, pictorial
representations, messages or slogans, howsoever made, that disfigures or defaces a
property, but does not include signs as regulated by the Town’s Sign By-Law, a public
notice, or traffic control mark authorized by the Town or County.
Page 258 of 453
“LAW ENFORCEMENT OFFICER” means a Police Officer, a Provincial Offences
Officer and Municipal Law Enforcement Officer.
“OWNER” means a registered owner of land, or any person in control of land, including
a leasee or an occupant thereof.
“PERSON” means an individual, firm, proprietorship, partnership, association,
syndicate, trust, corporation, department, bureau, and agency; and includes an owner.
“PROPERTY” shall mean a building or structure or part of a building or structure and
includes the lands and premises appurtenant thereto and mobile homes, mobile
buildings, mobile structures, outbuildings, fences and erections thereon whether
heretofore or hereafter erected and includes vacant property, real property and personal
property.
“SIGN BY-LAW” shall mean the Town Sign By-Law regulating authorized signs within
the Town, as amended.
“TOWN” means the Corporation of the Town of Tillsonburg.
SECTION 3
GENERAL PROHIBITONS
3.1 No person shall place or cause or permit graffiti to be placed on any property within
the Town of Tillsonburg.
3.2 The owner of any property in the Town of Tillsonburg shall keep their property free
of graffiti at all times.
SECTION 4
INTERIOR SPACES
4.1 Section 3 does not apply to the interior of any walls of any building that are not
visible from a roadway.
SECTION 5
ADMINISTRATION
5.1 Enforcement Authorization
This by-law shall be enforced by Law Enforcement Officers.
For the purpose of ensuring compliance with this By-law, Law Enforcement Officers
may at all reasonable times enter upon and inspect any land to determine whether the
following is being complied with:
a) The provisions of this by-law
b) An Order made under this by-law
5.2 Enforcement and Inspection
A Law Enforcement Officer may, for the purpose of inspection:
a) Require the production for inspection of documents or things relevant to the
inspection
b) Inspect and remove documents or things relevant to the inspection for the
purpose of making copies or extracts
c) Require information from any person concerning a matter related to the
inspection
d) Alone or in conjunction with a person possessing special or expert knowledge,
make examinations or take tests, samples or photographs necessary for the
purpose of the inspection
i) Any cost incurred from this will be at the owner’s expense.
Page 259 of 453
ii) No person shall hinder or obstruct, or attempt to hinder or obstruct, any
Law Enforcement Officer exercising a power or performing a duty under
this by-law.
5.3 Order
A Law Enforcement Officer may by written Order, sent by regular mail to the last known
address (last revised tax assessment roll), posted on site or personally delivered to the
owner or owners of property, within the time specified in the Order to:
a) Discontinue the contravening activity, and/or
b) Do work to correct the contravention, and/or
c) If there are reasonable grounds to believe that the graffiti may incite hatred or
violence against any person or identifiable group or contain profane, vulgar or
offensive language, an Order may be issued requiring the graffiti to be removed
immediately.
5.4 Contents of the Order
The Order will state:
a) the section that is in contravention of the by-law
b) the location/address of the contravention
c) reasonable particulars of the contravention
d) the work to be completed
e) the date by which the work must be completed
5.5 Failure to Comply with an Order
Where an owner fails to comply with an Order, the Law Enforcement Officer may
without any further notice, cause the work to correct the contravention be done at the
owner’s expense. Without limitation, the Law Enforcement Officer may retain such
persons to assist in completing the work as the Law Enforcement Officer determines
appropriate.
All costs incurred by the Town in relation to such work may be recovered by the Town
by being added to the tax roll and collected in the same manner as property taxes. An
administrative fee will also be added as per the Annual Rates and Fees By-law.
If this by-law is contravened and a conviction entered, in addition to any other remedy
and to any penalty imposed by the by-law, the court in which the conviction has been
entered and any court competent jurisdiction thereafter may make an Order,
a) prohibiting the continuation or repetition of the offence by the person convicted;
and
b) requiring the person convicted to correct the contravention in the manner and
within the period that the court considers appropriate
SECTION 6
PENALTIES
6.1 Contraventions
The following applies to any person deemed to have contravened any provision of this
by-law:
a) Every person who contravenes a provision of this By-law, including an order
issued under this By-law, is guilty of an offence.
b) If an order has been issued under this By-law, and the order has not been
complied with, the contravention of the order shall be deemed to be a continuing
offence for each day or part of a day that the order is not complied with.
c) Every person who is guilty of an offence under this By-law shall be subject to the
following penalties:
i) upon a first conviction, shall be liable to a fine of not more than $50,000;
ii) upon second or subsequent conviction for the same offence, to a fine of
not more than $100,000;
iii) upon conviction for a continuing offence, to a fine of not more than
$10,000 for each day or part of a day that the offence continues. The total
of the daily fines may exceed $100,000;
Page 260 of 453
iv) upon conviction of a multiple offence, for each offence included in the
multiple offence, to a fine of more than $10,000. The total of all fines for
each included offence is not limited to $100,000.
d) For the purposes of this By-law, “multiple offence” means an offence in respect of
two or more acts or omissions each of which separately constitutes an offence
and is a contravention of the same provision of this By-law.
e) For the purposes of this By-law, an offence is a second or subsequent offence if
the act giving rise to the offence occurred after a conviction had been entered at
an earlier date for the same offence.
SECTION 7
SEVERABILITY
Where a court of competent jurisdiction declares any section or part of a section of this
by-law invalid, the remainder of this by-law shall continue in force unless the Court
makes an Order to the contrary.
SECTION 8
EFFECTIVE DATE
THAT this By-Law shall become effective upon the passing thereof and upon the
approval of the set fines by the Regional Senior Justice of the Ontario Court of Justice.
READ A FIST AND SECOND TIME THIS 27th DAY OF MAY, 2019.
READ A THIRD AND FINAL TIME AND PASSED THIS 27th DAY OF MAY, 2019
______________________________
MAYOR – Stephen Molnar
______________________________
TOWN CLERK – Donna Wilson
Page 261 of 453
Report Title 2019 BUDGETARY ESTIMATES AND TAX RATES
Report No. FIN 19-09
Author DENIS DUGUAY
Meeting Type Council Meeting
Council Date May 27, 2019
Attachments 2019 FINAL LEVY BY-LAW 4299
Page 1 / 3 2019 BUDGETARY ESTIMATES AND TAX RATES
RECOMMENDATION
THAT Council receives report FIN19-09 2019 Budgetary Estimates and Tax Rates.
AND THAT By-Law 4299 to provide for the adoption of budgetary estimates, tax rates,
installment due dates and to further provide for penalty and interest on default of payment
thereof for 2019 be brought forward for Council consideration.
EXECUTIVE SUMMARY
To present the By-Law adopting the 2019 budgetary estimates and tax rates to Council for
consideration.
FINANCIAL IMPACT/FUNDING SOURCE
At the Council meeting held on February 28, 2019, Council adopted the 2019 budget and
business plans establishing a requirement from taxation for general purposes of $15,718,000.
To meet this levy requirement, tax rates founded on the 2016 current value phase-in
assessment and those parameters mandated by the County of Oxford for class ratios and
subclass discounts have been calculated.
Attached is By-Law No.4299 specifying the approved levy amount along with Schedule “A” that
provides for the applicable calculated 2019 tax rates to generate the levy amounts for each
requisitioning body. The By-law will be brought forward later in this meeting for three readings.
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
Page 262 of 453
Page 2 / 3 CAO
2. Economic Sustainability
☒ Support new and existing businesses and provide a variety of employment opportunities
☒ Provide diverse retail services in the downtown core
☒ Provide appropriate education and training opportunities in line with Tillsonburg’s
economy
3. Demographic Balance
☒ Make Tillsonburg an attractive place to live for youth and young professionals
☒ Provide opportunities for families to thrive
☒ Support the aging population and an active senior citizenship
4. Culture and Community
☒ Promote Tillsonburg as a unique and welcoming community
☒ Provide a variety of leisure and cultural opportunities to suit all interests
☒ Improve mobility and promote environmentally sustainable living
Page 263 of 453
Page 3 / 3 CAO
Report Approval Details
Document Title: 2019 BUDGETARY ESTIMATES AND TAX RATES.docx
Attachments: - 2019 Final Levy Bylaw.doc
Final Approval Date: May 21, 2019
This report and all of its attachments were approved and signed as outlined below:
David Calder - May 21, 2019 - 1:36 PM
Page 264 of 453
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4299
A BY-LAW to provide for the adoption of budgetary estimates, tax rates and to
further provide for penalty and interest in default of payment thereof for 2019.
WHEREAS Section 290 of the Municipal Act, 2001, S.O. 2001 c.25, as amended,
provides that the Council of a local municipality shall prepare and adopt estimates of all
sums required during the year for the purposes of the municipality,
WHEREAS Section 312 of the said Act provides that the Council of a local municipality
shall, after the adoption of estimates for the year, pass a by-law to levy a separate tax
rate on the assessment in each property class, and
WHEREAS Sections 307 and 308 of the said Act require tax rates to be established in
the same proportion to tax ratios; and
WHEREAS regulations require reductions in certain tax rates for certain classes or
subclasses of property.
NOW THEREFORE the Council of The Corporation of the Town of Tillsonburg enacts
as follows:
1. That the budget estimates setting out the revenues and expenditures as detailed
in the Business Plans for the year 2019, and endorsed by resolution, February
28th, 2019, raising the following amounts from realty taxation be adopted:
a) A general municipal levy of $15,718,000
b) A special levy for core area parking of $141,500
c) A special levy for the Business Improvement Area of $136,621
2. That the tax rates hereby adopted for each class for the year 2019, excluding
local improvement rates or other special charges collected as taxes, shall be the
tax rates as listed on Schedule “A” attached hereto and forming part of this by-
law and the tax rate for each class shall be applied against the whole of the
assessment for real property for that particular class and purpose.
3. That every owner shall be taxed according to the tax rates in this by-law. The
taxes for a particular property shall be calculated by applying the Current Value
Assessment against the tax rates set out and further adjusted as required by the
provisions of the Municipal Act, 2001, S.O. 2001. Such taxes shall become due
and payable in two installments as follows:
ALL PROPERTY CLASSES:
FIRST INSTALMENT Thursday, August 22, 2019
SECOND INSTALMENT Thursday, October 24, 2019
Notice of such taxes due shall be sent by first class mail to those persons shown
as liable for the payment of taxes.
4. That a charge as a penalty of 1 and 1/4 per cent on the amount of any
outstanding taxes levied in 2019 shall be made on the first day of default and on
the first day of each calendar month thereafter in which default continues until
December 31, 2019, and any such additional amounts shall be levied and
collected in the same manner as if they had been originally imposed with and
formed part of the taxes levied under this by-law. The penalty charges indicated
in this section shall be waived for those taxpayers participating in the Monthly
Page 265 of 453
Preauthorized Payment Programme provided the payments are made as agreed
and without default.
5. That interest of 1 and 1/4 per cent on the amount of any taxes due and unpaid
after December 31, 2019 shall be charged on the first day of each calendar
month thereafter in which default continues.
6. This by-law shall come into effect on the date of the final passing thereof.
READ A FIRST AND SECOND TIME THIS 27th DAY OF MAY, 2019.
READ A THIRD AND FINAL TIME AND PASSED THIS 27th DAY OF MAY,
2019.
_________________________
MAYOR – Stephen Molnar
_________________________
TOWN CLERK – Donna Wilson
Page 266 of 453
Schedule "A " to By-Law 4299
2019 TAX RATES TOTAL
BASE
RTC/RTQ GENERAL SEWERS COUNTY EDUCATION RATES PARKING B.I.A.TOTAL
RT RESIDENTIAL 0.00785272 0.00022132 0.00365905 0.00161000 0.01373145 0.00105395 0.01478540
MT MULTI-RESIDENTIAL 0.01644604 0.00046352 0.00771336 0.00161000 0.02708149 0.00230287 0.02938436
M1 MULTI-RESIDENTIAL AWAITING DEV 0.00000000 0.00000000 0.00000000 0.00000000 0.00000000 0.00000000
CT COMMERCIAL 0.01493430 0.00042091 0.00695878 0.01290000 0.03595258 0.00200440 0.00197024 0.03992722
XT COMMERCIAL NEW CONSTRUCTION 0.01493430 0.00042091 0.00695878 0.01030000 0.03335258 0.00200440 0.00197024 0.03732722
CU EXCESS LAND 0.01045401 0.00029464 0.00487114 0.01096500 0.02710180 0.00140308 0.00137916 0.02988404
CX VACANT LAND 0.01045401 0.00029464 0.00487114 0.01096500 0.02710180 0.00140308 0.00137916 0.02988404
XU COM'L NEW CONST. - EXCESS LAND 0.01045401 0.00029464 0.00487114 0.00875500 0.02489180 0.02489180
IT INDUSTRIAL 0.02065265 0.00058208 0.00962330 0.01290000 0.04477942 0.04477942
JT INDUSTRIAL NEW CONSTRUCTION 0.02065265 0.00058208 0.00962330 0.01030000 0.04217942 0.04217942
IU EXCESS LAND 0.01342422 0.00037835 0.00625514 0.01064250 0.03136411 0.03136411
IX VACANT LAND 0.01342422 0.00037835 0.00625514 0.01064250 0.03136411 0.03136411
LT LARGE INDUSTRIAL 0.02065265 0.00058208 0.00962330 0.01290000 0.04477942 0.04477942
LU EXCESS LAND 0.01342422 0.00037835 0.00625514 0.01064250 0.03136411 0.03136411
PT PIPELINES 0.00988892 0.00027871 0.00460785 0.01012345 0.02538799 0.02538799
FT FARMLAND 0.00184539 0.00005201 0.00085987 0.00040250 0.00325103 0.00325103
R1 FARMLAND DEV PH 1 0.00353372 0.00009960 0.00164657 0.00072450 0.00617915 0.00617915
GT PARKING LOT 0.01493430 0.00042091 0.00695878 0.01290000 0.03595258 0.03595258
Page 267 of 453
Report Title 2019 Audit RFP Results
Report No. Fin 19 - 10
Author Dave Rushton, Director of Finance
Meeting Type Council Meeting
Council Date May 27, 2019
Attachments
Page 1 / 3 2019 Audit RFP Results
RECOMMENDATION
THAT Council receive Report FIN 19-10 2019 Audit RFP Results, as information;
AND THAT Council approves Millard, Rouse & Rosebrugh LLP (Millards) as the Town’s Auditor
for the years ending December 31, 2019 through to December 31, 2023.
EXECUTIVE SUMMARY
On April 29, 2019 a Request For Proposal (RFP) # 2019-04 was issued. Bid submissions for
this request had a closing date of Thursday, May 16, 2019 at 2 p.m. EST.
Bid submissions were reviewed by staff representing Finance and Hydro Operations on May 17,
2019 and the successful bidders were interviewed on May 22, 2019.
Millards Chartered Professional Accountants were chosen as the recommendation for Auditors
for the fiscal years 2019 to 2023. Audit fees for the Town will start at $26,800 in 2019 growing to
$30,200 by 2023, plus HST. The Audit Fees for Tillsonburg Hydro will start at $18,250 in 2019
and increase to 20,500 by 2023.
BACKGROUND
There were 6 plan takers and 3 submissions were received by the closing date. The RFP was
advertised in Tillsonburg News, Town Website, THI website, Biddingo and Esolutions site. In
addition there was a list of vendors in Tillsonburg and area that were emailed a notification.
The responses were reviewed under 5 categories: Municipal audit experience & references,
audit team resources, audit approach & proposed work plan, added value, and fee schedule.
Page 268 of 453
Page 2 / 3 CAO
The results of the review were:
Auditor 2019 Town Audit Fee Points (out of 100)
Millard, Rouse & Rosebrugh LLP $26,800 79
KPMG $28,800 73
MNP $27,000 71
FINANCIAL IMPACT/FUNDING SOURCE
The Proposed fees fall within the 2019 budget of $33,000.
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
Page 269 of 453
Page 3 / 3 CAO
Report Approval Details
Document Title: 2019 Audit RFP results.docx
Attachments:
Final Approval Date: May 22, 2019
This report and all of its attachments were approved and signed as outlined below:
David Calder - May 22, 2019 - 5:27 PM
Page 270 of 453
Report Title Strategic Asset Management Policy
Report No. OPS 19-19
Author Kevin De Leebeeck, P.Eng. Director of Operations
Meeting Type Council Meeting
Council Date May 27, 2019
Attachments Strategic Asset Management Policy
Page 1 / 3
RECOMMENDATION
THAT Council receive Report OPS 19-19 Strategic Asset Management Policy;
AND THAT Council adopt the Strategic Asset Management Policy and that a By-Law be brought
forward for Council consideration.
BACKGROUND
The Infrastructure for Jobs and Prosperity Act, 2015, was proclaimed on May 1, 2016 and
includes an authority for the province to regulate municipal asset management planning. Ontario
Regulation 588/17 was filed on December 27, 2017.
The regulation builds upon the Municipal Infrastructure Strategy and “Building Together” Guide
for Municipal Asset Management Plans launched in 2012 and the Infrastructure for Jobs and
Prosperity Act of 2015, to strengthen the role of municipal asset management within municipal
planning and budgeting.
The purpose of the Regulation is to establish mechanisms to encourage principled, evidence-
based and strategic long-term infrastructure planning that supports job creation and training
opportunities, economic growth and protection of the environment, and incorporate design
excellence into infrastructure planning.
The Regulation provides four phases for asset management implementation as follow:
Phase 1: Finalize the strategic asset management policy to outline commitments to best
practices and continuous improvement. Deadline for adoption of the Policy and posting
on the Town of Tillsonburg website is July 1, 2019.
There is a series of 12 requirements the Province has established for the strategic asset
management policies, as outlined below.
1. Municipal goals, policies and plans supported
2. Governance structure
3. Approach to continuous improvement
4. Guiding Principles for asset management.
5. Climate change
6. Alignment with municipal budget and long-term financial plans
Page 271 of 453
Page 2 / 3
7. Land-use planning framework
8. Capitalization thresholds for assets to be included AM
9. Commitment to coordinated planning
10. Identification of responsibilities
11. Explanation of Council’s involvement
12. Commitment to engagement
Phase 2: Have an asset management plan for core assets that discusses current levels
of service and the cost of maintaining those services. Deadline is July 1, 2021
Phase 3: Have an asset management plan for ALL municipal infrastructure assets that
discusses current levels of service and the cost of maintaining those services. Deadline
is July 1, 2023
Phase 4: Build on Phase 1 and 2 by adding proposed levels of service, and lifecycle
management and financial strategy. Deadline is July 1, 2024.
SUMMARY
The attached Strategic Asset Management Policy forms a key role within the asset management
system ensuring a clear ‘line-of-sight’ between the day to day maintenance and construction
activities, including asset interventions and the Community Strategic Plan for the Town of
Tillsonburg.
CONSULTATION/COMMUNICATION
Town staff have attended training, conferences, webinars, and consulted the following
documents:
1. Municipal Infrastructure Strategy and “Building Together” Guide for Municipal
Asset Management Plans.
2. Infrastructure for Jobs and Prosperity Act.
3. Ontario Regulation 588/17.
4. Strategic Asset Management Policy Toolkit by the Municipal Finance Officers
Association.
FINANCIAL IMPACT/FUNDING SOURCE
The Policy provides a strategic framework for asset management planning that will inform
annual budgets, business plans and the decision making process.
COMMUNITY STRATEGIC PLAN (CSP)
The development and implementation of an Asset Management Policy supports Objective 1 –
Excellence in Local Government of the Community Strategic Plan by demonstrating strong
leadership and accountability.
Page 272 of 453
Page 3 / 3
Report Approval Details
Document Title: OPS 19-19 Strategic Asset Management Policy.docx
Attachments: - OPS 19-19 Attachment 1 - Strategic Asset Management Policy.pdf
Final Approval Date: May 21, 2019
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - May 17, 2019 - 1:21 PM
David Calder - May 20, 2019 - 9:37 AM
Donna Wilson - May 21, 2019 - 8:30 AM
Page 273 of 453
STRATEGIC ASSET MANAGEMENT POLICY
Policy Number 11-004
Approval Date May 27, 2019 Revision Date
Schedules
Page 1 / 9 Asset Management Policy
A. POLICY STATEMENT
The Town of Tillsonburg is committed to providing services to residents in a fiscally responsible manner that supports a community that is Connected, Enriched, and Inspired. With this commitment in mind, assets must be managed in a way that allows the Town to achieve its goals,
plans and policies.
This policy details the principles and general framework for a systematic and coordinated approach to
asset management in order to achieve the municipality’s asset management objectives.
This policy is intended to establish consistent standards and guidelines for the management of Town assets, applying sound technical, social and economic principles that consider present and future
needs of users, and the service levels expected from those assets. This policy also ensures that
legislative and regulatory requirements are met.
The Town will adopt the ISO 55000 series of standards, and its amendments, as the guiding
standards for Asset Management.
The Town's Asset Management workflows will comply with all applicable laws and regulations, as well as account for provincial mandates such as Infrastructure for Jobs and Prosperity Act and Climate
Change Action Plans.
This policy demonstrates an organization-wide commitment to the good stewardship of municipal
infrastructure assets, and to improved accountability and transparency to the community through the adoption of best practices regarding asset management planning.
B. PURPOSE
The purpose of this policy is to govern the practice of asset management within The Town of Tillsonburg. Effective control and governance of assets is essential to realize value through
managing risk and opportunity, in order to achieve the desired balance of cost, risk and performance.1
This asset management policy expresses the commitment and intentions of the Town of Tillsonburg
to plan, design, construct, acquire, operate, maintain, renew, replace and dispose of corporately owned assets in a way that ensures sound stewardship of public resources while delivering valued
customer services.
It provides program principles and a framework for asset management practices that enables a
coordinated, cost effective and organizationally sustainable approach for the Town of Tillsonburg. As outlined in the IAM’s Asset Management – An Anatomy of an Asset Management System requires
many components working cohesively together, as illustrated below.
1 ISO/IEC. (2014). ISO International Standard ISO/IEC 55000:2014(E) – Asset management – Overview, principles and terminology. Geneva,
Switzerland: International Organization for Standardization (ISO).
Page 274 of 453
TOWN OF TILLSONBURG
Strategic Asset Management Policy
Policy Number 11-004
Page 2 / 9 Strategic Asset Management Policy
C. SCOPE
This policy applies to all municipally owned physical assets. The Town is committed to maintaining
and managing assets at defined levels of service to ensure that they meet customer expectations, compliance and legislative requirements by;
• Establishing asset management strategies through full lifecycle costing principles
• Adopting risk-based decision making processes to minimize the Town’s risk exposure
• Developing and enhancing asset management knowledge and competencies to ensure the
availability of skill sets required for implementation of asset management programs
• Planning for and resourcing the optimum level of maintenance to ensure asset reliability while
maximizing asset lifecycle
• Financial planning for sustainable long term funding to rehabilitate, replace or dispose of
infrastructure assets
• Monitoring and evaluating performance of assets and associated programs to track
effectiveness
Page 275 of 453
TOWN OF TILLSONBURG
Strategic Asset Management Policy
Policy Number 11-004
Page 3 / 9 Strategic Asset Management Policy
D. BACKGROUND
Physical assets in the Town of Tillsonburg are essential to the core services provided and contribute
to the quality of life enjoyed by residents of the Town. Assets are critical to ensuring that services are delivered to residents in a safe, reliable and efficient manner, while sustaining a growing community.
The Town of Tillsonburg is responsible for a variety of capital assets including:
• Linear infrastructure such as roads, bridges, culverts, retaining walls, sidewalks, streetlights,
signalized intersections, storm water sewers and storm water management ponds.
• Buildings including the community center, fire hall, operations and customer service center,
museum and administrative offices.
• Land improvements such as sports fields, cemeteries, parking lots, parks and playgrounds.
• Vehicles and equipment including fire trucks, snow plow trucks and other specialized equipment.
• Natural assets including the urban forest, open spaces and watercourses.
E. DEFINITIONS
Asset – Anything tangible or intangible that can be owned or controlled to produce value and that is
held by the Corporation to produce positive economic value
Asset Management (AM) – A systematic process of developing, operating, maintaining, upgrading,
and disposing of assets in a cost effective manner
Asset Management System – The people, processes, tools and other resources involved in the
delivery of asset management
Asset Management Plan (AMP) – A tactical plan for managing an individual or groups of assets over their lifecycle, to deliver a desired level of service. It
specifies the activities, resources and timescales required to
achieve the organization's asset management objectives
Corporate Asset Management – The application of asset management principles at a corporate
level to ensure consistency among diverse asset groups. It is a
coordinated, cost effective and organizationally sustainable approach to maximizing asset service delivery potential,
managing related risks and minimizing cost of ownership, while delivering the acceptable levels of service to the public in a sustainable manner and in accordance with regulatory
requirements
Lifecycle – Stages involved in the life of an asset, from acquisition to disposal
Level of Service (LOS) – A commitment to carry out a given action or actions within a specified time
frame in response to an event or asset condition. LOS reflects social, political, environmental and economic outcomes that the organization delivers
Tangible Capital Asset – Non-financial assets having physical substance that have useful economic lives extending beyond an accounting period, are to be used on a
continuing basis, and are not for sale in the ordinary course of operations.
Page 276 of 453
TOWN OF TILLSONBURG
Strategic Asset Management Policy
Policy Number 11-004
Page 4 / 9 Strategic Asset Management Policy
F. POLICY
PLANS AND POLICIES SUPPORTED
Oxford County Official Plan
The Oxford County Official Plan provides the long term guide for growth and development for the
entire County and is used to assess the appropriateness of various planning applications. It
provides a land use strategy which balances growth and development in residential, industrial and commercial areas with the protection of natural and environmental resources. The land use
policies of Official Plan pertaining to the Town of Tillsonburg (Section 8) provide general policy
direction and a long-range planning framework for development in the Town of Tillsonburg. The objectives and policies together with the land use designations are intended to define not only the
physical development of the Town but also to enhance the social, economic and environmental well-being of the municipality and its residents.
Future Oxford Community Sustainability Plan
The Future Oxford Community Sustainability Plan (CSP) creates a vision of a sustainable
community that balances community, environmental and economic interests. Tillsonburg adopted the CSP in 2016. Tillsonburg’s asset management planning will be informed by the Goals of the
CSP
Community Strategic Plan
The Community Strategic Plan establishes a vision for
the future that reflects community ideas and aspirations.
The Community Strategic Plan guides priority setting, ensuring that programs and services address the changing
needs of the community. The Tillsonburg Community
Strategic Plan’s goals and action items are organized according to four Strategic Objectives:
Excellence in Local Government
• Demonstrate strong leadership in Town initiatives
• Streamline communication and effectively collaborate within local government.
• Demonstrate accountability 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.
Demographic Balance
• Make Tillsonburg an attractive place to live for youth and young professionals.
• Provide opportunities for families to thrive.
• Support the aging population and an active senior citizenship
Page 277 of 453
TOWN OF TILLSONBURG
Strategic Asset Management Policy
Policy Number 11-004
Page 5 / 9 Strategic Asset Management Policy
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
Community Parks, Recreation & Cultural Strategic
Master Plan
The Community Parks, Recreation & Cultural Strategic Master Plan provides a comprehensive framework
articulating the needs and priorities for recreation programs, facilities, culture, parks, sports fields, trails
and open space.
The recommendations contained within the Master Plan
serve as a guide for stakeholders of the parks,
recreation and culture system to consider as Tillsonburg grows and evolves over time.
Energy Conservation and Demand Management Plan
In alignment with the vision and principles of the ECDMP, asset management decisions will be made with the intent to achieve energy conservation through use of technology, construction
methods, and intentional operating protocols.
Departmental Business Plans
The service level and budget set out in the asset management plan are incorporated into
department business plans and budgets, goals and performance measures.
INFRASTRUCTURE PLANNING PRINCIPLES
The key principles outlined in section 3 of the Infrastructure for Jobs and Prosperity Act, 2015 have been summarized into the following four themes that the Town of Tillsonburg will consider when
making decisions regarding asset management.
Forward Thinking: The Town will take a comprehensive approach to investment planning and
decision making that looks at the long-term “big picture” and considers the combined impact of the entire asset lifecycle, while taking into account the needs of its customers, as well as local
demographic and economic trends. It will also foster innovation by creating opportunities to make
use of innovative technologies, services and practices, particularly where doing so would utilize technology, techniques and practices developed in Ontario.
Planning Investment in Infrastructure: The Town is committed to informed infrastructure
planning and investment with clearly identified priorities that will ensure the continued provision of
core public services while promoting social and economic benefits arising from infrastructure projects that are intended to improve the well-being of the community, such as increasing
accessibility for persons with disabilities, improvement of public spaces, economic
competitiveness, productivity, local job creation and training opportunities. It will also ensure that
Page 278 of 453
TOWN OF TILLSONBURG
Strategic Asset Management Policy
Policy Number 11-004
Page 6 / 9 Strategic Asset Management Policy
the health and safety of workers involved in the construction and maintenance of infrastructure
assets are protected. Transparency: Subject to any restrictions or prohibitions under an Act or other-wise by law on the collection, use or disclosure of information the Town shall make evidence based and transparent
infrastructure planning and investment decisions based on information that is either publicly available or is made available to the public. The Town will share information with implications for infrastructure planning with the Government and other broader public sector entities.
Environmentally Conscious: The Town recognizes the impact infrastructure may have on the
environment and will endeavor to minimize these impacts to help maintain ecological and biological diversity. Infrastructure will be designed to be resilient to the effects of climate change and incorporate the use of acceptable recycled aggregates and LID techniques when appropriate.
LAND USE PLANNING FRAMEWORK
The Town will align asset management planning with the Province of Ontario’s land-use planning framework, including any relevant policy statements issued under section 3(1) of the Planning Act. Asset management planning will conform with Provincial Plans that are in effect as well as the Oxford
County Official Plan as it relates to Tillsonburg. The objective will be to ensure that infrastructure and public service facilities are provide in a coordinated, efficient and cost-effective manner and that
planning for infrastructure is integrated with land use planning so that they are financially viable over
their lifecycle and available to meet current and projected needs.
To accomplish this objective the Town will consult with Oxford County when the Official Plan is being
prepared and/or reviewed and the direction established through the Official Plan and any supporting studies, assumptions and data will be referenced in the development of the asset management plan.
CLIMATE CHANGE
The Town will consider the risks and vulnerabilities of municipal infrastructure assets to climate
change and the actions that may be required as part of the risk management approach within asset management planning methods. This approach will balance the potential cost of vulnerabilities to
climate change impact and other risks with the cost of reducing these vulnerabilities.
A balance will be struck between the levels of service delivered through operations, lifecycle
management, maintenance schedules, disaster response plans, contingency funding and capital investments. Asset management planning will encompass a sustainable approach to climate change
mitigation strategies and adaptation opportunities.
BUDGET PLANNING
The Town is committed to the information sharing, planning and budget coordination of connected or interrelated municipal infrastructure assets of joint or separate ownership by pursuing collaborative
opportunities with Oxford County and neighbouring municipalities whenever possible and including
such opportunities within the Town’s asset management plan and budgeting process.
The Town will consult with Oxford County during the preparation of water and wastewater financial plan updates for Tillsonburg by providing up-to-date asset information to help ensure the long-term financial sustainability of these systems.
Page 279 of 453
TOWN OF TILLSONBURG
Strategic Asset Management Policy
Policy Number 11-004
Page 7 / 9 Strategic Asset Management Policy
The Town’s asset management plan will be considered annually during the development of the
municipality’s operating and capital budgets through the integration of asset management planning and practices with the municipality’s long-term financial planning and budgeting strategies. This
integration will allow each department and service area to generate short-term operating and maintenance needs as well as long-term capital needs to replace and/or renew municipal infrastructure assets based on full lifecycle costing to achieve desired levels of service.
To make full use of all available infrastructure financing tools, the Town will incrementally increase the annual contribution from taxation towards asset management by an amount equal to the additional
tax revenue received each year through the phased in adjustments to the assessment base as determined by MPAC. This financing strategy will assist in achieving the guidelines set out in the
Town’s Reserve Policy and will continue until the level of funding from taxation has reached the
strategic threshold determined through asset management planning.
CAPITALIZATION THRESHOLDS
The policy applies to all assets whose role in service delivery requires deliberate management by the Town. The service-focus intent of this policy differentiates its requirements for identifying assets from the capitalization thresholds which are developed for the purposes of financial reporting. For this
reason, assets in the asset management plan are not to be subject to a capitalization threshold, and are to be included based on judgement of whether the asset has value to the overall asset class. The
capitalization threshold applied by asset class will be defined in the Tangible Capital Asset Policy.
GOVERNANCE STRUCTURE
A Corporate Governance Strategy defines asset management roles and responsibilities and enables
participants to manage assets in an informed manner using reliable and consistent practices. The figure below illustrates the Asset Management Governance Structure for the Town of Tillsonburg.
Asset Management Governance Structure
Page 280 of 453
TOWN OF TILLSONBURG
Strategic Asset Management Policy
Policy Number 11-004
Page 8 / 9 Strategic Asset Management Policy
The development and continuous support of the Town’s asset management program requires
organization-wide participation and collaboration from Council and staff over a wide range of duties and responsibilities.
Council
• Provide input into policy development and policy updates
• Approve AM policy and direction of the AM Program
• Maintain adequate organizational capacity to support the core practices of the AM program
• Prioritize effective stewardship of assets through adoption of ongoing policy review and
budgets
• Provide input and establish appropriate levels of service and acceptable risk Senior Leadership Team
• Review policy and policy updates
• Provide Corporate oversight to goals and directions and ensure the AM program aligns with
the Municipality’s strategic plan
• Ensure that adequate resources are available to implement and maintain core AM practices
• Develop and monitor levels of service
• Provide departmental staff coordination
Asset Management Working Group
• Develop policy and policy updates
• Provide input into establishing levels of service and monitor key performance indicators for
reporting to Senior Leadership Team
• Provide support and direction for Corporate AM practices
• Track, analyze and report on AM program progress and results to Senior Leadership Team
Department Staff
• Use the business processes and technology tools developed as part of the AM program
• Participate in the implementation of team tasks to carry out AM activities
• Provide input into establishing levels of service and monitor key performance indicators
• Provide support and direction for AM practices within their department
COMMUNITY FOCUS AND ENGAGEMENT
Public engagement is a critical component of a strong and healthy municipal government. The Town
of Tillsonburg is committed to informing and engaging its citizens through the use of the Town’s
Public Engagement Policy. As a Town that is “connected, enriched, and inspired” this policy ensures that citizens and stakeholders have the opportunity to become engaged with the municipal decision-
making process through an inclusive, collaborative, mutually meaningful and co-operative
relationship.
Page 281 of 453
TOWN OF TILLSONBURG
Strategic Asset Management Policy
Policy Number 11-004
Page 9 / 9 Strategic Asset Management Policy
CONTINUOUS IMPROVEMENT
The Town will annually review and update, as required, its Strategic Asset Management Policy, and any related policies or strategies, and following any changes in regulatory requirements, or updates to
the Strategic Plan.
Staff will report to Council on asset management progress on or before July 1 in each year. The
annual review must address:
• The Town’s progress in implementing its asset management plan;
• Any factors impeding the Town’s ability to implement its asset management plan; and
• A strategy to address the identified factors.
The AMP is a living document. The Town is committed to monitoring the industry and implementing best practices as they evolve. An updated AMP is required at minimum every five years under
Ontario Regulation 588/17. The Town intends to update its AMP every four years during the second year of every new term of Council.
The Town is committed to updating its asset management data on a continuous basis as new information is received. (i.e. Bridge Needs Study completed every 2 years providing updated
conditions). This continuous improvement to data helps ensure that the right capital projects are
targeted within each budget cycle.
Page 282 of 453
Report Title Airport Hanger Land Lease Taxiway G1 Lot 1
Report No. OPS 19-20
Author Dan Locke, C.E.T., Manager of Public Works
Meeting Type Council Meeting
Council Date May 27, 2019
Attachments Taxiway G1 Development Plan Layout
Taxiway G1 Lot 1 Land Lease Agreement
Page 1 / 3
RECOMMENDATION
THAT Council receive Report OPS 19-20 Airport Hanger Land Lease Agreement Taxiway G1
Lot 1;
AND THAT By-Law 4309 to authorize the Airport Hanger Land Lease Agreement with Karl
Szordykowski of Lime Tree Assembly Inc., be brought forward for council consideration.
SUMMARY
On March 25th 2019, Mr. Szordykowski of Lime Tree Assembly Inc. applied to construct a new
60ft x 60ft hangar (3.600 sq. ft.) at the Tillsonburg Regional Airport along existing Taxiway G1.
Staff have reviewed and worked with the applicant to ensure the proposed hangar does not
negatively impact future development plans and recommend that Council enter into the attached
Airport Hanger Land Lease Agreement for Taxiway G1 Lot 1 with Karl Szordykowski to permit
the construction of a 3,600 sq. ft. hangar for a twenty (20) year and seven month term, expiring
on January 1, 2040.
The construction of new hangars increases Airport revenue through both the land lease rental
fee and the potential for additional fuel sales, supporting the Corporations goal of decreasing the
net levy requirement to support Airport operations.
CONSULTATION/COMMUNICATION
The Tillsonburg Airport Advisory Committee indicated at their February 21st 2019 meeting that
the priority was to do all that is necessary to build hangars this year. The Committee has
reviewed several options and conceptual plans and accepted the attached conceptual plan for
additional non-hydro serviced development along the east side of existing Taxiway G1 at their
March 21st 2019 meeting.
Engineering Services has generated a Lot Grading & Site Servicing Plan for Taxiway G1 Lot 1.
The Airport Hangar Land Lease Agreement has recently been revised by staff and the Town’s
Solicitor to reflect the recommendations contained within Report OPS 19-01 Airport Building
Permits.
Page 283 of 453
Page 2 / 3
FUNDING IMPACT/ FUNDING SOURCE
In accordance with the 2019 Rates & Fees By-law the annual land lease revenue is calculated at
a rate of $0.29 per sq. ft. Based on a 3,600 sq. ft. hangar the additional annual operating
revenue is $1,044 plus HST. In addition to all construction and final site grading costs, the
Tenant is also responsible for all other site servicing costs (i.e. telecommunications, etc.) as well
as the associated Property Taxes and a one-time Airport Infrastructure Fee of $525 as per the
2019 Rates & Fees By-law.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
The development and construction of new hangars at the Airport supports Objective 2 –
Economic Sustainability of the Community Strategic Plan by providing additional revenue and
the opportunity to support local businesses.
Page 284 of 453
Page 3 / 3
Report Approval Details
Document Title: OPS 19-20 Airport Hanger Land Lease Taxiway G1 Lot 1.docx
Attachments:
Final Approval Date: May 21, 2019
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - May 17, 2019 - 1:32 PM
David Calder - May 20, 2019 - 9:22 AM
Donna Wilson - May 21, 2019 - 8:30 AM
Page 285 of 453
EX. U/G SECONDARY HYDROEX. U/G PRIMARY HYDROEX. U/G HYDROEX. U/G HYDRO
EX. U/G HYDROEX. U/G HYDROEX. U/G HYDRO2
7
1
.
0
0 271.00271.25271.25271.25 271.50 271.25271.50271.75EX. HANGAREX. FFE=271.35EX. GRAVELEX. TAXIWAY EX. U/G FUELTANK AREAEX. TAXIWAY G1ASPHALTEX. GRAVELEX. GRAVELEX. GRAVELEX. ASPHALTEX. ASPHALTEX.CONC.EX. CONC.EX. CONC.EX. TAXIWAY G2ASPHALTEX 150mm
S
T
M
@
0
.
6
%
EX 150mm STM
@
0
.
5
%
EX 150mm STM @ 0.6%EX 150mm STM @ 0.6%EX 150mm STM @ 0.9%OPERATIONS SERVICESENGINEERING DEPARTMENTTOWN OF TILLSONBURG04101:30052(m)15N
CONSTRUCTION NORTHPage 286 of 453
Page 287 of 453
Page 288 of 453
Page 289 of 453
Page 290 of 453
Page 291 of 453
Page 292 of 453
Page 293 of 453
Page 294 of 453
Page 295 of 453
Page 296 of 453
Page 297 of 453
Page 298 of 453
Page 299 of 453
Page 300 of 453
Page 301 of 453
Page 302 of 453
Report Title Airport Hanger Land Lease Taxiway G3 Lot 3
Report No. OPS 19-21
Author Dan Locke, C.E.T., Manager of Public Works
Meeting Type Council Meeting
Council Date May 27, 2019
Attachments Taxiway G3 Development Plan Layout
Taxiway G3 Lot 3 Land Lease Agreement
Page 1 / 3
RECOMMENDATION
THAT Council receive Report OPS 19-21 Airport Hanger Land Lease Agreement Taxiway G3
Lot 3;
AND THAT By-Law 4310 to authorize the Airport Hanger Land Lease Agreement with #1474528
Ontario Inc. / Dave Hewitt, be brought forward for Council consideration.
SUMMARY
On April 18th 2019 Mr. Hewitt of #1474528 Ontario Inc. applied to construct a new 60ft x 60ft
hangar (3,600 sq. ft.) at the Tillsonburg Regional Airport along the recently approved, yet to be
constructed, northerly extension of Taxiway G3. Staff have reviewed and worked with the
applicant to ensure the proposed hangar does not negatively impact future development plans
and recommend that Council enter into the attached Airport Hanger Land Lease Agreement for
Taxiway G3 Lot 3 with Dave Hewitt to permit the construction of a 3,600 sq. ft. hangar for a
twenty (20) year and seven month term, expiring on January 1, 2040.
The construction of new hangars increases Airport revenue through both the land lease rental
fee and the potential for additional fuel sales, supporting the Corporations goal of decreasing the
net levy requirement to support Airport operations.
CONSULTATION/COMMUNICATION
The Tillsonburg Airport Advisory Committee indicated at their February 21st 2019 meeting that
the priority was to do all that is necessary to build hangars this year. The Committee has
reviewed several options and conceptual plans and accepted the attached conceptual plan for
development along the northerly extension of Taxiway G3 at their April 18th 2019 meeting.
Engineering Services has generated a Lot Grading & Site Servicing Plan for Taxiway G3 Lot 3.
The Airport Hangar Land Lease Agreement has recently been revised by staff and the Town’s
Solicitor to reflect the recommendations contained within Report OPS 19-01 Airport Building
Permits.
Page 303 of 453
Page 2 / 3
FUNDING IMPACT/ FUNDING SOURCE
In accordance with the 2019 Rates & Fees By-law the annual land lease revenue is calculated at
a rate of $0.29 per sq. ft. Based on a 3,600 sq. ft. hangar the additional annual operating
revenue is $1,044 plus HST. In addition to all construction and final site grading costs, the
Tenant is also responsible for all other site servicing costs (i.e. electrical servicing,
telecommunications, etc.) as well as the associated Property Taxes and a one-time Airport
Infrastructure Fee of $525 as per the 2019 Rates & Fees By-law.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
The development and construction of new hangars at the Airport supports Objective 2 –
Economic Sustainability of the Community Strategic Plan by providing additional revenue and
the opportunity to support local businesses.
Page 304 of 453
Page 3 / 3
Report Approval Details
Document Title: OPS 19-21 Airport Hanger Land Lease Taxiway G3 Lot 3.docx
Attachments: - OPS 19-21 Attachment 1 - Taxiway G3 Development Plan Layout.pdf
- OPS 19-21 Attachment 2 - Taxiway G3 Lot 3 Land Lease Agreement.pdf
Final Approval Date: May 21, 2019
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - May 17, 2019 - 1:35 PM
David Calder - May 21, 2019 - 1:43 PM
Donna Wilson - May 21, 2019 - 2:09 PM
Page 305 of 453
OPERATIONS SERVICES
ENGINEERING DEPARTMENT
TOWN OF TILLSONBURG
OPERATIONS SERVICES
ENGINEERING DEPARTMENT
TOWN OF TILLSONBURG
EX CBEX 150mm STM @ 0.6%EX 150mm STM @ 0.5%EX CB
E
X
2
0
0mm
S
T
M
@
0
.
5
%
EX CB
EX 200mm STM @ 0.2%EX 150mm STM @ 0.6%EX 150mm STM @ 0.9%²)²)
²)
²)
EX CB
EX CBEX CBEX 150mm STM @ 0.6%EX 150mm STM @ 0.9%EX CB EX CB
EX CB
EX CB
EX CB
EX CB
EX CB
EX CBEX 150mm STM @ 0.6%EX 150mm STM @ 0.9%E
X
1
5
0mm
S
TM
@
0
.
6
%
Page 306 of 453
Page 307 of 453
Page 308 of 453
Page 309 of 453
Page 310 of 453
Page 311 of 453
Page 312 of 453
Page 313 of 453
Page 314 of 453
Page 315 of 453
Page 316 of 453
Page 317 of 453
Page 318 of 453
Page 319 of 453
Page 320 of 453
Page 321 of 453
Page 322 of 453
Report Title Results for Tender RFT 2019-010 Hydro Utility Truck
Report No. OPS 19-22
Author Dan Locke, C.E.T., Manager of Public Works
Meeting Type Council Meeting
Council Date May 27, 2019
Attachments
Page 1 / 3
RECOMMENDATION
THAT Council receive Report OPS 19-22 Results for Tender RFT 2019-010 Hydro Utility
Truck;
AND THAT Council award Tender RFT 2019-010 to Posi-Plus Technologies Inc. of
Victoriaville, Quebec at a cost of $347, 896.07 (net HST included), the only bid received;
AND FURTHER THAT Council authorize a $47,896.07 increase in utility funded debt
proceeds to fund the remaining project cost.
SUMMARY
Unfortunately due to staff vacancies within Fleet and the restructuring within Hydro Operations
over the course of 2017 and for most of 2018 the replacement of Hydro Unit #74 was delayed
until recently. Fleet and Hydro Operations staff have since now developed a tender specification
to ensure the appropriate equipment is acquired that will support Hydro Operations activities
now and in the future. As such and in accordance with the 2017 Operations Business Plan and
Purchasing Policy the tender was issued for the supply and delivery of a new Hydro Utility
Bucket Truck to replace Unit #74.
The tender was released on April 17th 2019 and closed on May 8th 2019 with a total of four (4)
plan takers and one (1) bid received. The tender was advertised on the Esolutions, Biddingo,
Town of Tillsonburg website, THI website and Tillsonburg News. During the tendering period
vendors were provided an opportunity to submit questions to which addendums could have been
issued. No vendor contacted Town staff. In addition vendors were also provided an opportunity
as part of the bid submission to acknowledge if a specification could not be met and to specify
an alternative for consideration. The only bid received of $347,896.07 (net HST included) is
from Posi-Plus Technologies Inc. of Victoriaville, Quebec that satisfied the tender specifications.
Page 323 of 453
Page 2 / 3
FINANCIAL IMPACT/FUNDING SOURCE
The 2017 approved budget to replace Hydro Unit #74 was $300,000 from utility funded debt
proceeds. Considering inflation over the past two years and the recent increased tariffs on
materials the bid price of $347,896.07 (net HST included) is consistent with the original 2017
project budget. Therefore staff are requesting that the utility funded debt proceeds be increased
by $47,896.07 to fund the remaining project cost.
COMMUNITY STRATEGIC PLAN
This project supports Objective 2 – Economic Sustainability of the Community Strategic Plan by
providing the necessary equipment for Tillsonburg Hydro Inc. to maintain the Towns electrical
distribution network.
Page 324 of 453
Page 3 / 3
Report Approval Details
Document Title: OPS 19-22 Results for Tender RFT 2019-010 Hydro Utility
Truck.docx
Attachments:
Final Approval Date: May 21, 2019
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - May 17, 2019 - 1:38 PM
David Calder - May 21, 2019 - 9:54 AM
Donna Wilson - May 21, 2019 - 10:45 AM
Page 325 of 453
Report Title Connecting Link Funding Program Designated Project
Report No. OPS 19-23
Author Kevin De Leebeeck, P.Eng. Director of Operations
Meeting Type Council Meeting
Council Date May 27, 2019
Attachments Connecting Link Funding Application
Page 1 / 4
RECOMMENDATION
THAT Council receive Report OPS 19-23 Connecting Link Funding Program Designated
Project;
AND THAT Oxford/Simcoe Street Rehabilitation from Broadway to Vienna Road be
endorsed as the Town’s project for the Connecting Link funding application;
AND THAT the submitted Application meets the requirements of MTO’s Connecting Links
Program as described in the Program Guide;
AND THAT a comprehensive asset management plan including connecting links has been
completed and publically posted;
AND THAT the municipality will comply with the conditions that apply to designated
connecting links under the Highway Traffic Act to ensure the safe and efficient movement
of provincial traffic;
AND THAT the project will be completed within the milestones stated in the Application;
AND THAT the Application is complete and factually accurate;
AND THAT the Chief Administrative Officer be authorized to execute the declaration
statement within the formal application.
BACKGROUND
In mid-April 2019, the Provincial government re-opened applications to the Connecting Link
Funding Program administered through the Ministry of Transportation to help financially support
repairs and reconstructions of Connecting Link designated infrastructure in some of the
applicable 77 municipalities across Ontario. The program has recently been re-designed to
provide a sound basis to make funding decisions that ensures financial accountability and that
asset management requirements are met through an application-based process.
Page 326 of 453
Page 2 / 4
The objectives of the program are to make Connecting Link investments that:
Address critical Connecting Link improvement needs;
Extend the life of the asset;
Are cost effective and appropriate to address the Connecting Link need; and
Ensure the safe and efficient movement of provincial traffic.
The program has a one-stage application process that is due on Friday, May 31st 2019. Projects
will be assessed on the basis of:
Project criticality based on Connecting Link deficiencies and/or renewal needs;
Project urgency based on stated 10-year deficiencies and risk assessment;
Cost-effective and appropriate projects to address stated Connecting Link need;
Appropriate project activities and costs under the Connecting Links Program;
Supporting documentation: asset management plan, bridge inspection reports, detailed
project proposal, engineering studies/plans, etc.; and,
Potential coordination with adjacent, concurrent provincial highway projects.
The application requires council endorsement, in the form of a council resolution, for the project
being put forward for the funding program declaring the following as part of the submission:
The selection of a designated Connecting Link Project;
The application meets the requirements for the Connecting Link Program as described in
the Program Guide;
The Town of Tillsonburg has a comprehensive Asset Management publically posted on-
line;
The Town of Tillsonburg complies with the conditions that apply to designated Connecting
Links under the Highway Traffic Act to ensure the safe and efficient movement of
provincial traffic;
The project will be completed within the timeframe identified within the Application; and
The Application is complete and factually accurate.
SUMMARY
The designated project for the Connecting Link application is the Oxford/Simcoe Street
Rehabilitation from Broadway to Vienna Road, a distance of 705 meters of which includes a five
(5) lane bridge structure as shown in Figure 1. This section of Connecting Link and associated
bridge structure spanning the Big Otter Creek services local transit and over 22,400 Annual
Average Daily Traffic with approximately 10% being heavy truck traffic, provides a vital link
between the east and west sides of Tillsonburg and is identified as critical infrastructure within
the Towns Emergency Management Risk Profile.
The project construction works consists of full-depth road surface rehabilitation with spot
sidewalk and curb repairs along with catch basin and manhole cover adjustments/replacement
as well as bridge rehabilitation work of waterproofing the deck and replacing the wearing surface
throughout, including the approaches, some localized embankment slope protection and
retaining wall repairs.
Page 327 of 453
Page 3 / 4
A detailed review of the municipal underground infrastructure along this section of Connecting
Link revealed that sufficient service life remains for each of the municipal underground
infrastructure (water, sanitary and storm) such that the full extended service life of the proposed
road rehabilitation work would be realized before a fully harmonized corridor reconstruction
would be required (i.e. road, water, sanitary, storm, sanitary).
CONSULTATION/COMMUNICATION
Staff have reviewed the program guidelines, participated in available webinars, and have been in
direct contact with Ministry staff of the MTO West Region during the development of the funding
application.
FINANCIAL IMPACT/FUNDING SOURCE
For approved applications, the Ministry will provide funding for 90% of the eligible project costs
to a maximum of $3 million per project. Applicants will contribute 10% of the eligible costs and
will be responsible for all ineligible project costs.
The total estimated project cost for the Oxford/Simcoe St. rehabilitation is $1,753,845. Should
the application be successful and receive 90% funding, the Town would need to provide 2019
funding in the amount of 10% ($6,500) for the bridge engineering design work and 10%
($168,900) in 2020 for the road and bridge rehabilitation construction works, which would be
brought forward as part of the 2020 budget deliberations.
COMMUNITY STRATEGIC PLAN (CSP)
This project supports Objective 2 – Economic Sustainability of the Community Strategic Plan
through the renewal of infrastructure.
Page 328 of 453
Page 4 / 4
Page 329 of 453
Page 330 of 453
Page 331 of 453
Page 332 of 453
Page 333 of 453
Page 334 of 453
Page 335 of 453
Page 336 of 453
Page 337 of 453
Page 338 of 453
Report Title Broadway and Trans Canada Trail PXO
Report No. OPS 19-24
Author Kevin De Leebeeck, P.Eng. Director of Operations
Meeting Type Council Meeting
Council Date May 27, 2019
Attachments Finalized PXO Design
Page 1 / 3
RECOMMENDATION
THAT Council receive Report OPS 19-24 Broadway and Trans Canada Trail PXO;
AND THAT By-Law 4306 to amend By-Law 3701, being a by-law to regulate traffic and
the parking of motor vehicles in the Town of Tillsonburg be brought forward for
Council’s consideration.
BACKGROUND
Through Operations Report OPS 18-35, Council approved a pedestrian crossing facility (PXO)
to be located at the crossing of the newly commissioned Trans Canada Trail and Broadway.
This project was subsequently included in the 2019 Operations Services Business Plan and
received funding support as part of the finalized 2019 capital budget.
SUMMARY
Since Broadway is a designated ‘Connecting Link’ under the Public Transportation and
Highway Improvement Act, R.S.O. 1990, and the Province’s role to safeguard the through-
movement nature of traffic along the Connecting Link, the detailed design of the PXO and
associated works require approval by the MTO. An amendment to the Town’s Traffic By-law is
also required as part of the MTO submission and approval process.
Town staff and the previously retained RAQS certified consultant have been working with the
MTO during the detailed design stage of the proposed PXO. The finalized design of this
pedestrian crossing facility (Attachment 1) has subsequently been reviewed by the MTO who
have no further concerns. Therefore, the Town is now in a position to endorse the applicable
Traffic By-law amendment.
CONSULTATION / COMMUNICATION
Recognizing that the installation of PXO’s is still relatively new to the Town, Pedestrian
Crossover educational infographic flyers will continue to be distributed promoting safety and
directing users to the Town’s webpage dedicated to Pedestrian Crossovers
(www.tillsonburg.ca/crossovers). Town staff will also continue to work with local OPP to further
promote, educate and bring awareness of Pedestrian Crossover’s to the general public.
Page 339 of 453
Page 2 / 3
FUNDING IMPACT/ FUNDING SOURCE
The 2019 capital budget allocation of $90,000 for the Broadway and Trans Canada Trail
pedestrian crossing facility is comprised of $50,000 in Federal Grant proceeds, $20,000 of DC
Reserves and $20,000 from Taxation.
Following the warrant analysis of $10,000 and detailed design of $15,000 already completed
by the RAQS consultant approximately $65,000 of the project budget remains for installation
and commissioning. Based on the detailed design cost estimate and in consultation with the
RAQS consultant, the following expenditures are anticipated to construct this PXO facility.
Item Estimated
Cost
Installation of Intersection Crossover – PXO Level 2 Type B facility $60,000
Contingency $5,000
TOTAL $65,000
COMMUNITY STRATEGIC PLAN IMPACT
Implementation of active transportation network linkage supports community connectivity and
is supported by the Community Strategic Plan under Goal 3.3 to support the aging population
and active senior citizenship and under Goal 4.3 to improve mobility and promote
environmentally sustainable living.
Page 340 of 453
Page 3 / 3
Report Approval Details
Document Title: OPS 19-24 Broadway and Trans Canada Trail PXO.docx
Attachments: - OPS 19-24 Attachment 1 - Finalzied PXO Design.pdf
Final Approval Date: May 23, 2019
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - May 22, 2019 - 2:55 PM
David Calder - May 22, 2019 - 5:21 PM
Donna Wilson - May 23, 2019 - 8:13 AM
Page 341 of 453
EX HYDRO POLE
EX HYDRO POLE
30 20Rb-5515
Rb-553020
Ra-10Wc-27RRb-55OVERHEAD Ra-5 ROVERHEAD Ra-5L (MOUNTED TO BACK OF Ra-5R)ALUMINUM MAST ARM L = 9.2 mRRFB w TELL TALERa-5RRa-4tOVERHEAD Ra-5ROVERHEAD Ra-5L (MOUNTED TO BACK OF Ra-5R)ALUMINUM MAST ARM L = 8.5 mPXO INFO SIGN(DETAIL A)PEDESTRIANPUSHBUTTON21 Ra-10Rb-55Ra-5LRa-4tCROSSWALK TO BE FULLY ACCESSIBLE
AS PER AODA LEGISLATION.
REQUIRED ILLUMINATION OF PEDESTRIAN
CROSSWALK AND WAITING AREA TO BE
PROVIDED.
CONCRETE SIDEWALK RAMP TACTILE
WALKING SURFACE AS PER OPSD 310.039RRFB w TELL TALERa-5RRa-4tWc-27RPXO INFO SIGN(DETAIL A)PEDESTRIANPUSHBUTTONRa-5LRa-4t6
6 BROADWAYTRANS CANADA TRAILPRIVATE DRIVEWAY #533PRIVATE DRIVEWAY #533PRIVATE DRIVEWAY #527PRIVATE DRIVEWAY #565PRIVATE DRIVEWAY #560PRIVATE DRIVEWAY #560PRIVATE DRIVEWAY #518EX HYDRO POLEEX HYDRO POLE
SOLID (YELLOW) 0.10 M TO PEDESTRIAN YIELD LINE
SOLID (YELLOW) 0.10 M TO PEDESTRIAN YIELD LINE
EX HYDRO POLE
EX HYDRO POLE
CROSS
ONLY
ATCROSSOVE
R
Ra-8
LOC
A
T
I
O
N
TBD CROSSONLYATCROSSOVERRa-8LOCATIONTBDPUSH BUTTON
WAIT FOR TRAFFICTO STOP
MAKE EYE CONTACTWITH DRIVERS
STAY ALERTAND CROSS
DISMOUNTAND CROSS
PEDESTRIAN CROSSOVER
STOP
NO.DATE INITIAL REVISION DETAIL
STAMP
DESIGN: SC CHECK: JD
DATE: APRIL 2019
SCALE: 1:200 DWG DWG 1
TOWN OF TILLSONBURG
BROADWAY STREET & TRANS CANADA TRAIL
PXO LEVEL 2 TYPE B
SIGNAGE & PAVEMENT MARKINGS
PROJECT: 190172
NORTH ARROW
NLEGEND
PROPOSED POLE
EXISTING POLE
PROPOSED POST
EXISTING POST
SPECIFICATIONS FOR YIELD
TO PEDESTRIAN LINE PAVEMENT MARKING FOR LADDER CROSSWALK DETAIL A CUSTOM SIGNAGE
PXO INFO
SIGN
A 09-05-2019 SC TOWN COMMENTS
Page 342 of 453
The Corporation of the Town of Tillsonburg
Cultural, Heritage and Special Awards
Advisory Committee
May 1, 2019
5:30 p.m.
Suite 203, 200 Broadway, 2nd Floor MINUTES
Present: Deb Beard, Rosemary Dean, Mark Dickson, Penny Esseltine, Terry Fleming, Vernon Fleming, Erin Getty, Carrie Lewis.
Regrets: James Murphy, Collette Takacs. Also Present:
Amelia Jaggard, Legislative Services Coordinator Patty Phelps, Culture and Heritage Manager/Curator 1. Call to Order
The meeting was called to order at 5:28 p.m.
2. Adoption of Agenda
Set goals for term to be added item 9.1.
Proposed Resolution #1 Moved by: Deb Beard
Seconded by: Carrie Lewis
THAT the Agenda as prepared for the Cultural, Heritage and Special Awards Advisory Committee meeting of May 1, 2019, as amended, 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
Amended to add “with regrets” to staff absences.
Proposed Resolution #2 Moved by: Vern Fleming Seconded by: Penny Esseltine THAT the Minutes of the Cultural, Heritage and Special Awards Advisory Committee
meeting of April 3, 2019, as amended, be approved. Carried.
Page 343 of 453
Committee: Cultural, Heritage and Special Awards Advisory Committee Page - 2 - of 3 Date: May 1, 2019
5. Closed Session
Proposed Resolution #3 Moved by: Carrie Lewis
Seconded by: Rosemary Dean THAT the Cultural, Heritage and Special Awards Advisory Committee move into closed session to consider personal matters about an identifiable individual (Citizen of the Year Award). Carried. 6. Presentations/Deputations 7. General Business & Reports
7.1. Citizen of the Year Award
Proposed Resolution #4 Moved by: Rosemary Dean Seconded by: Carrie Lewis THAT the Cultural, Heritage and Special Awards Advisory Committee select ___________ to be the 2019 Citizen of the Year Award recipient.
Penny Esseltine suggested “Person E”. Terry Fleming suggested “Person D”.
There were no other suggestions. THAT “Person E” fill the blank. Carried.
THAT the Cultural, Heritage and Special Awards Advisory Committee select
“Person E” to be the 2019 Citizen of the Year Award recipient. Defeated.
Due to additional information becoming available to the committee, the motion
was determined defeated and an additional meeting has been called to deal with the Citizen of the Year decision. 8. Correspondence
9. Other Business 9.1 Set goals for term
• Promote Heritage Sites – It was noted that not all heritage sites within the
Town have an Ontario Heritage Site Plaque posted.
It was suggested that these sites should have additional signage that
provides information on the sites importance and to create an information
pamphlet on the various heritage sites within the Town.
Page 344 of 453
Committee: Cultural, Heritage and Special Awards Advisory Committee Page - 3 - of 3 Date: May 1, 2019
It was suggested to complete some promotion work with a target date of
either 2020 which will be the 195th Anniversary of the founding as a Town
or 2022 which will be the 150th Anniversary of the founding of the
incorporation.
Culture and Heritage Manager/Curator to provide a listing of municipally
designated properties on file with the Ontario Heritage Trust.
It was suggested to create a layered map showing the different types of heritage
designations and their locations.
Volunteer of the Month and Cultural Grants to be items on the next Agenda.
Legislative Services Coordinator to provide a list of Cultural Grants provided in
the past two years.
10. Next Meeting
Wednesday, June 5, 2019 at 5:30 p.m. at the Corporate Office in Suite 203.
11. Adjournment Proposed Resolution #5 Moved by: Carrie Lewis Seconded by: Mark Dickson
THAT the May 1, 2019 Cultural, Heritage and Special Awards Advisory Committee meeting be adjourned at 6:35 p.m. Carried.
Page 345 of 453
The Corporation of the Town of Tillsonburg
Cultural, Heritage and Special Awards
Advisory Committee
May 6, 2019
5:30 p.m.
Suite 203, 200 Broadway, 2nd Floor SPECIAL MEETING MINUTES
1. Call to Order
The meeting was called to order at 5:28 p.m. 2. Adoption of Agenda
Proposed Resolution #1 Moved by: Erin Getty
Seconded by: Carrie Lewis THAT the Agenda as prepared for the Cultural, Heritage and Special Awards Advisory Committee special meeting of May 6, 2019, be adopted. 3. Disclosures of Pecuniary Interest and the General Nature Thereof 4. Adoption of Minutes of Previous Meeting Motion
Moved by: Penny Esseltine Seconded by: Erin Getty
THAT the minutes of the May 1, 2019 meeting be amended under section 7.1 to include: Due to additional information becoming available to the committee, the motion was determined defeated and an additional meeting has been called to deal with the Citizen of the Year decision. Carried
5. General Business & Reports 5.1. Citizen of the Year Award Proposed Resolution #2 Moved by: Deb Beard
Seconded by: Penny Esseltine THAT the Cultural, Heritage and Special Awards Advisory Committee select Diane Patenaude to be the 2019 Citizen of the Year Award recipient. Carried.
Staff to contact the nominator which submitted a nomination for the Ontario Senior of the Year Award by using the Citizen of the Year Award nomination form to inform them that the nomination will be kept on file and brought forward for consideration in 2020. 6. Next Meeting Wednesday, June 5, 2019 at 5:30 p.m. at the Corporate Office in Suite 203.
Page 346 of 453
Committee: Cultural, Heritage and Special Awards Advisory Committee Page - 2 - of 2 Date: Monday, May 6, 2019
7. Adjournment
Proposed Resolution #3 Moved by: Carrie Lewis
Seconded by: Erin Getty THAT the May 6, 2019 Cultural, Heritage and Special Awards Advisory Committee special meeting be adjourned at 5:39 p.m.
Page 347 of 453
The Corporation of the Town of Tillsonburg
Economic Development Advisory Committee
May 14, 2019
7:30 a.m. Corporate Office, Suite 203 200 Broadway, 2nd Floor MINUTES
Present: Deb Gilvesy, Lisa Gilvesy, Jesse Goossens, Jim Hayes, Mayor Stephen Molnar, Lindsay Morgan-Jacko, Ashton Nembhard, Steves Spanjers, Collette Takacs, Randy
Thornton, Cedric Tomico (Left at 9:30 a.m.).
Regrets: Andrew Burns, Kirby Heckford, Jeff Van Rybroeck, Lindsay Tribble, John Veldman.
Also Present:
David Calder, Chief Administrative Officer Amelia Jaggard, Legislative Services Coordinator Cephas Panschow, Development Commissioner Eric Gilbert, Senior Planner (Arrived at 8:30 a.m. Left at 9:20 a.m.)
Paul Michaels, Manager of Policy Planning (Arrived at 8:30 a.m. Left at 9:20 a.m.)
1. Call to Order The meeting was called to order at 7:32 a.m. 2. Adoption of Agenda Regional Government Review Committee to be added as item 7.6.
Ontario Southland Railway to be added as item 7.7. Meeting location to be added as item 7.8.
Proposed Resolution #1 Moved by: Jim Hayes Seconded by: Randy Thornton THAT the Agenda as prepared for the Economic Development Advisory Committee meeting of May 14, 2019, as amended, 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 (Attached) Proposed Resolution #2
Moved by: Jim Hayes Seconded by: Collette Takacs THAT the minutes of the Economic Development Advisory Committee meeting dated April 9, 2019, be approved. Carried.
Page 348 of 453
Committee: Economic Development Advisory Committee Page - 2 - of 5 Date: May 14, 2019
5. Presentations/Deputations 5.1. Draft Population Forecast and Land Inventory Presented by: Eric Gilbert and Paul Michaels Attachment 1: Draft Phase 1 Comprehensive Review Study Presentation (Attached) Attachment 2: Phase 1 Comprehensive Review Study (Attached)
6. Information Items 6.1. Report CAO 19-03 Tillsonburg Hydro System Expansion Charges (Attached)
Council requested that the Tillsonburg Hydro Inc. Board of Director’s revaluate their decision.
The President of THI will be corresponding with the Ontario Energy Board to identify that a consistent Economic Model should be adopted for all Ontario LDCs.
The THI Board of Directors have not met since the Council meeting. An update will be provided at the next meeting.
7. General Business & Reports
7.1. Monthly Project Updates (Attached) A report to bring forward the retail gap analysis will be brought to Council for review at the May 27, 2019 meeting. The news release for the Van Norman Innovation Park went out. There are three or four parties that have shown interest in purchasing property. The Town Hall RFP deadline was extended to June 6, 2019.
7.2. Community Strategic Plan 7.2.1. Goals for Committee Term (Attached) Item to be brought forward at the next meeting. 7.3. Tillsonburg Hydro Inc
7.4. Town Hall Task Force The committee will be touring other Town Halls in the Township of Norwich, Norfolk County and Haldimand County. Status quo will be an option for consideration. The RFP deadline is June 6, 2019 7.5. Wayfinding Signage Project Update Development Commissioner provided an update on the wayfinding signage.
Next steps include completing a review of best practices from other municipalities, reviewing recommendations from 2012, and initiating a public engagement process. It was suggested that there should be a large sign for the Community Centre on Broadway.
Page 349 of 453
Committee: Economic Development Advisory Committee Page - 3 - of 5 Date: May 14, 2019
7.6. Regional Government Review Committee The committee’s mandate is to develop Made in Tillsonburg options to bring back to Council for the purpose of sending a submission to the Regional Review Advisors and Minister of Municipal Affairs and Housing. The Town will be hosting a public open house for residents and stakeholders to share their feedback on the efficiency, effectiveness and cost of the various municipal services that the upper-tier (Oxford County) and the lower-tier (Town of Tillsonburg) municipalities provide. The public open house will be held on Thursday, May 16, 2019, between 6:00 p.m. to 8:00 p.m. in the Seniors Centre Auditorium at the Tillsonburg Community Centre.
5. Presentations/Deputations 5.1. Draft Population Forecast and Land Inventory
Presented by: Eric Gilbert and Paul Michaels Attachment 1: Draft Phase 1 Comprehensive Review Study Presentation (Attached) Attachment 2: Phase 1 Comprehensive Review Study (Attached)
Eric Gilbert, Senior Planner and Paul Michaels, Manager of Policy Planning arrived at 8:30 a.m. Eric Gilbert and Paul Michaels provided an overview of the draft study. The draft study was presented to County Council on Wednesday, April 10, 2019. It has been provided to the area municipalities for comment. The purpose of the study is to provide a determination of the twenty year growth forecast to ensure policy supports growth.
The study is updated on a five year basis when the census is released. It is also reviewed and updated annually. The age structure identified by the study says the population is ageing, and that there is unusually high immigration of seniors and out migration of young adults.
The employment growth is strong, although concentrated within the automotive sector. The study identifies that employment will be driven by services and manufacturing. All municipalities can expect substantial growth. The thirty year forecast shows a 36% population increase. The study indicates that the Town of Tillsonburg has sufficient industrial and residential land to support the forecasted growth. Commentary could be included within the study to point out that although it appears
there is sufficient industrial land, there are existing ownership restraints. Land inventory is adjusted annually following the issuance of building permits. Hemson Consulting Ltd. determines demand but considering numerous factors including: past growth, migration figures, approved development (type of units and
Page 350 of 453
Committee: Economic Development Advisory Committee Page - 4 - of 5 Date: May 14, 2019
numbers) and constraints on development that have existed. The demand determination for industrial land is more challenging as there is no past absorption. The draft study will be presented at the Council meeting on May 27, 2019. The final report to County Council will be in June. It was suggested that the study should identify a lack of commercial land supply. Commentary could be included regarding pending commercial development. Eric Gilbert, Senior Planner and Paul Michaels, Manager of Policy Planning left at 9:20 a.m.
7.7. Ontario Southland Railway Notice has been provided to IGPC Ethanol Inc. that they will cease offering service on the CN rail line effective June 2019.
If the railway is not being utilized enough CN could decommission the tracks. Development Commissioner to inform stakeholders of the potential loss of rail services.
7.8. Meeting location Motion Moved by: Randy Thornton Seconded by: Jim Hayes
THAT committee meetings be held in the Board Room at the Customer Service Centre moving forward. Carried.
8. Community Organization Updates 8.1. Downtown Business Improvement Association The beautification plan will be implemented soon. 8.2. Tillsonburg District Chamber of Commerce
8.3. Tillsonburg District Real Estate Board 8.4. Physician Recruitment 9. Correspondence 9.1. None 10. Other Business
11. Round table Motion Moved by: Deb Gilvesy Seconded by: Lisa Gilvesy THAT the committee’s comments regarding the Hemson Consulting Ltd. draft study be brought forward at the Council meeting on May 27, 2019. Carried. 12. Next Meeting Tuesday, June 11, 2019 at 7:30 a.m. at the Corporate Office in Suite 203, 200 Broadway, Tillsonburg, ON.
Page 351 of 453
Committee: Economic Development Advisory Committee Page - 5 - of 5 Date: May 14, 2019
13. Adjournment Proposed Resolution #3 Moved by: Jim Hayes Seconded by: Steve Spanjers THAT the May 14, 2019 Economic Development Advisory Committee meeting be adjourned at 9:32 a.m. Carried.
Page 352 of 453
=
Attendance:
Chris Parker Stephen Molnar
Deb Gilvesy Mark Renaud Jessee Goossens David Calder
Shane Curtis
Donna Wilson
1. Call to Order
The meeting was called to order at 4:34 p.m.
2. Minutes of the meeting of April 29, 2019.
Moved By: Stephen Molnar
Seconded By: Jesse Goossens
THAT the minutes of the Regional Review Council Committee be approved.
Carried
3. Regional Government Review Public Open House Summary
• Open House notes attached
• BIA Resolution attached.
Discussion took place regarding the Public Open House which took place Thursday
May 16, 2019.
Information from Vane Chute was informative.
Laural Beechey provided the Chair with her submission to the County Regional
Review meeting.
A proposal from Dave Beres was provided as well to the Chair.
The Corporation of the Town of Tillsonburg
Regional Review Council Committee
Tuesday May 21, 2019
4:30 p.m.
Annex, Corporate Office
200 Broadway, 2nd Floor MINUTES
Page 353 of 453
Regional Review Committee Meeting – Minutes - 052119 - 2 -
It was noted that a number of people don’t understand what is taking place with the
Regional Review and that if they understood what was at stake they would take
more of an interest in the review.
It was suggested by the BIA that boundaries be determined by county wide
consultation.
4. Made in Tillsonburg Options
The Chamber of Commerce has made a submission to the province regarding their
position.
It was noted that the process needs to be proper and defined with reviews done in
order to provide a qualified recommendation.
If the province determines that changes are to be made then the Oxford
municipalities should have the opportunity to provide recommendations regarding
those changes.
Moved By: Shane Curtis
Seconded By: Jesse Goossens
THAT the Regional Review Council Committee supports the position of Tillsonburg
Council and the County of Oxford for a two tier governance system in Oxford;
AND THAT the committee recommends to Council that once the province determines
the government structure that the municipality be included in a consultation process
which includes the service level review in Oxford County;
AND THAT this resolution be provided to the Minister of Municipal Affairs and
Housing, to the Minister of Agriculture, Food and Rural Affairs and to the area
municipalities including the County of Oxford.
Carried
5. Next Meeting: At the call of the Chair.
6. Adjournment
The meeting was adjourned at 5:35 p.m.
Page 354 of 453
The Corporation of the Town of Tillsonburg
Tillsonburg Transit Advisory Committee
May 21, 2019
10:00 a.m.
Suite 203, 200 Broadway, 2nd Floor MINUTES
Present: Cindy Allen, Kathryn Leatherland, Pete Luciani, Mayor Stephen Molnar, Lynn Temoin, Carolijn Verbakel.
Regrets: David Brown, Sherry Hamilton, John Verbakel. Also Present: David Calder, Chief Administrative Officer (Left at 11:06 a.m.)
Kevin De Leebeeck, Director of Operations
Amelia Jaggard, Legislative Services Coordinator 1. Call to Order The meeting was called to order at 10:03 a.m.
2. Adoption of Agenda Proposed Resolution #1 Moved by: Pete Luciani Seconded by: Lynn Temoin THAT the Agenda as prepared for the Tillsonburg Transit Advisory Committee
meeting of May 21, 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 (Attached) Proposed Resolution #2 Moved by: Kathryn Leatherland
Seconded by: Carolijn Verbakel
THAT the minutes of the Tillsonburg Transit Advisory Committee dated April 16, 2019, be approved. Carried.
5. Presentations/Deputations
Page 355 of 453
Committee: Tillsonburg Transit Advisory Committee Page - 2 - of 4 Date: May 21, 2019
6. General Business & Reports 6.1. T:GO Transit
6.1.1. Proposed Route and Schedule Feedback Council noted concerns about not having a bus stop at 53 Queen Street. The service provider said either 53 Queen Street or the Livingston Centre can be included as bus stops; however, it would be too much to include both
locations. It was noted that the Q’Straint Wheelchair Securement System on the TGO bus requires five minutes to secure an individual’s wheelchair.
Kathryn Leatherland will share the proposed route and schedule with tenants of the Livingston Centre. The TGO service provider has run the proposed routes twice and indicated the timing would work.
Kathryn Leatherland will correspond with a member of the Multi Service Centre to request assistance in determining the need for public transit for tenants of the Livingston Centre.
Public feedback regarding the draft routes currently has no submission deadline. It was noted that extending hours of service would have a significant cost implication.
Staff will determine the route/schedule impact of adding both 53 Queen Street and the Livingston Centre as bus stops. It was suggested to expand TGO ticket sales outside of the Customer
Service Centre. Staff will confirm that the service provider has a backup bus should a breakdown occur to ensure continuity of service.
6.1.2. Draft T:GO Code of Conduct Guidelines (Attached) Food and beverages section to include “The consumption of alcohol…” Motion Mover: Pete Luciani Seconder: Lynn Temoin THAT the committee endorse the Draft T:GO Code of Conduct Guidelines being implemented.
Page 356 of 453
Committee: Tillsonburg Transit Advisory Committee Page - 3 - of 4 Date: May 21, 2019
6.1.3. Website overview/review (Attached) Staff to look into the possibility of developing a TGO website separate from
Tillsonburg.ca. 6.1.4. Communications Plan 6.1.4.1. Draft Bus Stop sign options (Attached) The committee endorsed the sign which includes the image of a bus.
6.1.4.2. Draft brochure (Attached) A 842-4TGO phone number has been reserved. It was noted that the brochure should reference the ten-ride pass.
It was suggested that the cover of the brochure should reflect the chosen signage. 6.1.4.3. Next steps
It was suggested that it would be beneficial to engage with the Multi-Service Centre. Once the brochures are printed, staff will distribute copies to key areas including Hickory Hills, Baldwin Place and Queen Street. The brochure
will also be provided to schools in hopes of including them with welcome back to school packages in September. It was suggested that the lottery booth in the mall could sell TGO tickets.
David Calder left at 11:06 a.m.
The Town website and social media pages will be utilized for promotional purposes.
Staff to bring a marketing plan to the committee.
It was suggested to provide brochures to every private institute on the TGO route.
Staff will have an update on the signage order and install timeline at the
next meeting. The brochures cannot be produced until the phone number and launch date are confirmed. It was suggested to put removable stickers on the new signs indicating
the effective date.
The Transportation Coordinator position is currently closed.
Page 357 of 453
Committee: Tillsonburg Transit Advisory Committee Page - 4 - of 4 Date: May 21, 2019
The Inter-community Transit Coordinator position has been posted.
It was suggested to include a list of alternate transportation options on the website and in the brochure. 6.2. Inter-Community Transit 6.2.1. Project status – verbal update (Director of Operations)
Staff have been working with the Ministry of Transportation (MTO) on revising the work plan. The agreement has not yet been signed. The inter-community transit system must be implemented within the first year after signing the agreement.
The agreement is currently with the MTO. The routes on the original application cannot be changed, however the number of stops can be adjusted. The application indicated service to the
City of London to be implemented in year three (3); staff think this could be accomplished in year one (1). Report OPS 19-16 to be circulated with the minutes. 6.3. Oxford County Transportation Master Plan (Attached) 6.3.1. Review and Comment Provide comments to the Director of Operations by Monday, June 10, 2019. The Director of Operations will submit comments to Oxford County prior to the deadline of Monday, June 17, 2019.
7. Correspondence 8. Other Business
It was suggested that the committee should review quarterly financials.
It was suggested to discuss fare rates in the future 9. Next Meeting Tuesday, June 18, 2019, at 10:00 a.m. at the Corporate Office in Suite 203, 200
Broadway, Tillsonburg, ON. 10. Adjournment Proposed Resolution #3 Moved by: Carolijn Verbakel
Seconded by: Pete Luciani THAT the May 21, 2019 Tillsonburg Transit Advisory Committee meeting be adjourned at 11:21 a.m. Carried.
Page 358 of 453
Tillsonburg Business Improvement Area
Board Meeting - Minutes
Tuesday, December 18th, 2018
7:00 am – Carriage Hall – 25 Brock Street West, Tillsonburg
1. CALL TO ORDER
a. The meeting was called to order at 7:18 am by the Board Chair
In attendance: C. Tomico, P. Esseltine (7:30 am), C. Pepper, W. Cameron, M.
Rosehart, D. Rasokas, M. Tedesco, M. Renaud
2. ADOPTION OF THE AGENDA – Moved by Tedesco, Seconded by Rasokas – “Carried”
3. ADOPTION OF THE MINUTES – Minutes from the meeting of November 29th, 2018, Moved
by Tedesco, Seconded by Rasokas – “Carried”
4. TREASURER’S REPORT:
a. 2018 will finish with a large surplus of +/- $70,000
b. Recommendation to invest surplus funds at First Ontario Credit Union – discussion to
defer this discussion to the AGM in January.
c. Motion to approve FIP disbursement to John/Wendy Cameron for 83-85 Broadway in
the amount of $9,500 – Moved by Rosehart, Seconded by Tedesco – “Carried”
d. Motion to approve the 2019 lease agreement for the 20 Oxford Street BIA office
including ancillary charges for office internet services; in the amount of $4,293.91 –
Moved by Tedesco, Seconded by Rosehart – “Carried”
5. Committee Reports:
a. Beautifications: C. Tomico reported that brackets for the EBB focal point signs have
been procured. There was a brief discussion of the downtown maintenance being
improved. C. Tomico and M. Renaud to meet with D. Calder and town staff to bring
renewal of the BIA/Town MOU forward and for consideration by the Board of
Management.
Page 359 of 453
b. Communications: C. Pepper presented suggestions for the Provincial Highway signs
program. $750 for each 401 location and $500 for each King’s Hwy location (i.e. #3)
– Discussion ensued and it was agreed to move forward with three TODS signs
locations – 2 on Hwy 401 at Ingersoll (eastbound and westbound) and also one
location on Highway #3 outside Tillsonburg. Moved by Rasokas and Seconded by
Cameron that the Board of Management approve an upset limit of $2,000 for TODS
signage in 2019. Project lead is Colleen Pepper. – “Carried”
The Executive Director presented the Board with a proposal to subscribe to the
online software service “Constant Contact” which is also being used by the Chamber
of Commerce. The monthly fee is $25-$30. The platform will improve effectiveness
and communication with the general BIA membership. Moved by Cameron and
Seconded by Rosehart that the Board of Management approved the procurement
and use of Constant Contact software. – “Carried”
The Board of Management discussed the upcoming AGM to be held at Carriage Hall
on January 16, 2019 including the time and location.
c. Promotions: There was discussion to reconstitute a formal Promotions Committee to
be comprised of Mark Tedesco, Mark Renaud and Colleen Pepper. Moved by
Rasokas and Seconded by Rosehart that M. Tedesco be Promotions Chair –
“Carried”.
6. OTHER BUSINESS:
a. There was discussion to appoint C. Tomico as the BIA representative to the Town of
Tillsonburg Economic Development Advisory Committee and a resolution was
drafted. Moved by Tedesco and Seconded by Rasokas that C. Tomico be appointed
as the BIA respresentative to the Town of Tillsonburg Economic Development
Advisory Committee. – “Carried”
7. NEW BUSINESS:
a. NONE
Page 360 of 453
ROUNDTABLE:
There was a general discussion regarding Marketing and Promotions for 2019. All of the Board
Members welcomed the new Executive Director. There was a discussion about the MOU and
ensuring that it is brought back on a timely basis. There was further brief discussion about the AGM
and protocol/details for that evening.
8. NEXT MEETING – TBD (beyond the January 16th, 2019 AGM)
9. MOTION TO ADJOURN – 8:28 AM – M. ROSEHART
Page 361 of 453
TILLSONBURG BIA
ANNUAL GENERAL MEETING
Carriage Hall, 25 Brock St. W., Tillsonburg, ON
Wednesday, January 16, 2019 – 7:00 p.m.
MINUTES
Present: D. Rushton, D. Scanlan, K. Yorke, S. Shoemaker, M. Tedesco, M.
Christiaens, L. Oliveira, C. Appleton, L. Arnold, D. Covey, L. Covey, P. Luciani, D.
Rasokas, C. Tomico, M. Renaud, K. Slattery, P. Esseltine, C. Pepper, M. Rosehart
Regrets: W. Cameron, J. Scott, Councillor D. Gilvesy
1. CALL TO ORDER: C. Tomico, Chair called the meeting to order at 7:00
p.m. The Chair also then confirmed that there was a quorum present to
continue the meeting.
2. DECLARATION OF PECUNIARY INTEREST: None.
3. WELCOME and INTRODUCTION: C. Tomico introduced the new
Executive Director, Mark Renaud and new Events & Marketing Co-
ordinator, Karlee Slattery. C. Tomico welcomed everyone to the
meeting and thanked them for their attendance.
4. MOTION: Moved by D. Rasokas; Seconded by M. Tedesco and resolved
that the agenda as prepared for the Annual General Meeting of the
Tillsonburg BIA dated Wednesday, January 16th, 2019 be ADOPTED
CARRIED
Page 362 of 453
5. MOTION: Moved by M. Rosehart; Seconded by M. Christiaens and
resolved that the minutes as prepared for the BIA Board of
Management AGM of March 27th, 2018 be APPROVED
CARRIED
6. CHAIR’S REPORT: C. Tomico delivered a PowerPoint presentation on the
2018 year in review; 2019 plan; 2019 beautifications; 2019 strategic
imperatives; 2019 priorities and what direction the BIA is taking moving
forward. P. Esseltine spoke to clarify the Town of Tillsonburg
involvement and budgetary contributions to the BIA beautification in
conjunction with the Tillsonburg Horticultural Society. C. Tomico spoke
about the town debenturing the heritage streetlight installation which
will impact 2019 financials. There were a few comments made by the
membership regarding the new LED light fixtures casting a different
colour and amount of light. C. Pepper commented that there was a
proper engineering analysis which took place to confirm that the lighting
was in fact in accordance with provincial standards. P. Esseltine also
spoke about a connection with Fanshawe College and that she had the
contact information and documentation. The ED will meet with P.
Esseltine to review and follow-up with this. There was a brief discussion
on re-constituting and re-implementing the “clean streets” program
with Community Living. There were a couple of positive comments
made about the new heritage streetlights that were recently installed.
The Chair discussed the addition and importance of the new Events and
Marketing Co-ordinator and their focus with new website development
and work with specific events including the Turtlefest Block Party for
2019. The Chair reviewed a number of items that both the ED and EMC
will be working on in the first quarter of 2019. There was also
discussion of a retail recruitment strategy and newly revised MOU
between the BIA Board of Management and Town of Tillsonburg being
finalized and implemented in 2019. The ED commented that the Chair
and ED had already met with CAO Calder to get this ball rolling forward.
Page 363 of 453
7. TREASURER’S REPORT: D. Rasokas presented the 2018 financial year-in-
review; answered questions from group; spoke about surplus resulting
from no ED in place from April to November; highlighted FIP status and
town contribution in 2018. There was a general discussion of the large
amount of surplus funds on hand and on deposit at First Ontario Credit
Union. There was a motion brought forward to invest a portion of said
surplus funds and to allocate the remainder of surplus funds to reserves
to cover off any future liabilities relating to tax appeals. The Treasurer
spoke about the interest rate of 3.25% being offered to the BIA for the
GIC’s which is an excellent rate of return. The ED also commented First
Ontario is providing us with this high rate even though the funds are
already on deposit at the credit union. Normally the 3.25% rate would
only be available to “new monies” brought in from another financial
institution. The ED commented that First Ontario has been excellent to
deal with. There was also a discussion about the importance of
budgeting for any tax liabilities in the future that could have a materially
negative impact to BIA finances and why there was a contingency
established for this in the new budget. The ED commented that as at
12/31/2018; there was approximately $238,000 in the BIA bank
accounts at First Ontario Credit Union.
MOTION: Moved by D. Rasokas and Seconded by M. Rosehart and
resolved that $65,000 be transferred from the BIA bank accounts at
First Ontario Credit Union to First Ontario GIC’s with a term date not to
exceed 24 months.
CARRIED
MOTION: Moved by D. Rasokas and Seconded by L. Arnold and
resolved that Good, Redden, Klosler LLP be appointed as the auditor
for the BIA Board of Management until the next AGM.
CARRIED
Page 364 of 453
8. 2019 Budget: D. Rasokas spoke about the 2019 budget document and
there was a general discussion and some questions from the floor. D.
Rasokas explained the major changes from both the 2018 budget, 2018
actuals and 2019 proposed budget. The operating expenses including
labour costs are significantly higher due to having a new ED in place for
the entire 2019 year and also the addition of the contract Events and
Marketing Co-ordinator contractor for all of 2019 as well. There was
also discussion of the impact of the debenture for payment of the
heritage streetlights which were installed in December of 2018. There
was also a discussion of heightened investment in both beautifications
and marketing programs for 2019. The Treasurer also made comment
about why the marketing expenses are significantly higher than 2018
actuals and again it was discussed that due to not having an ED in place
from end the end of March until December 3rd; that there was no
planning and execution of normally planned for events like the
Christmas Crawl promotion. With new resources in place for all of 2019l
there will be a great deal more programs and promotions implemented
and executed.
MOTION: Moved by M. Tedesco and Seconded by P. Esseltine and
resolved that the 2019 BIA Board of Management budget be adopted
as presented.
CARRIED
9. NOMINATIONS FOR AND APPOINTMENT OF THE 2019-2023 BOARD OF
MANAGEMENT. The Chair opened the floor to nominations. There
were no new nominations from the floor. Nominations were closed by
C. Tomico. The following BIA members confirmed their interest to
continue with the board:
Page 365 of 453
C. Tomico; J. Scott; D. Rasokas;
W. Cameron; M. Rosehart and M. Tedesco.
There was a discussion about currently appointed board members who
have not expressed an interest in being appointed for the new term.
The ED commented that the BIA constitution has an existing clause to
deal with board attendance. M. Rosehart commented about the
protocol for dealing with board members who were not in attendance at
the AGM nor who had expressed an interest in continuing on. P.
Esseltine commented that the nominated slate of candidates should
only be those who had contacted the BIA and Town and who had
continued to express an interest to serve on the board for the new term
of council. After this discussion, the following motion was brought
forward:
MOTION: Moved by M. Rosehart, and seconded by S. Shoemaker and
resolved that C. TOMICO, J. SCOTT, D. RASOKAS, W. CAMERON, M.
ROSEHART AND M. TEDESCO are hereby appointed to the BIA Board of
Management for the 2019-2013 term and authorization to notify the
Clerk of the Town of Tillsonburg for consideration and approval by
Municipal Council pursuant to the Town of Tillsonburg appointment
bylaw.
CARRIED
10. New business: None.
11. Adjournment: Moved by M. Rosehart that the meeting be adjourned at
8:08 p.m.
Page 366 of 453
Tillsonburg Business Improvement Area
Board Meeting – Minutes for Thursday, February 21st, 2019
7:30 am – Carriage Hall – 25 Brock Street West, Tillsonburg
1. CALL TO ORDER
a. The meeting was called to order at 7:32 am by the Board Chair
In attendance: C. Tomico, D. Gilvesy, C. Pepper, M. Rosehart, D. Rasokas, M. Tedesco, M.
Renaud, K. Slattery, C. Pepper Regrets: W. Cameron, J. Scott
2. ADOPTION OF THE AGENDA –
Moved by GILVESY, Seconded by RASOKAS – “Carried”
3. ADOPTION OF THE MINUTES – Minutes from the meeting of December 18th, 2018;
Moved by RASOKAS, Seconded by GILVESY – “Carried”
4. TREASURER’S REPORT: There was a brief presentation by D. Rasokas highlighting the
finances for the month of January. There were no funds received from the town for any BIA
related income. The only major expense in January was the ED contract pay statement.
The Treasurer indicated that there were still excess funds in the chequing account that are
not earning interest. The Treasurer then suggested that excess funds should be moved into
the savings account. To this end, the following resolution was put onto the floor:
Motion: That all but $50,000 of our cash be moved to a High Interest Savings account
at First Ontario Credit Union until the funds are needed.
Moved by: Rasokas, Seconded by Rosehart – “carried”
5. Judi Misener of the Tillsonburg Horticultural Society delivered a presentation to the Board on
the 2019 four-season urn program. There were no questions posed or concerns raised.
1
Page 367 of 453
6. Executive Director’s report:
a. The ED gave a verbal report on the Downtown London BIA governance issues and
member discontentment.
b. The ED reviewed the importance of following the Municipal Act with respect to the
BIA meeting protocols. The ED distributed the Ontario Ombudsman investigative
report to the Owen Sound BIA dated October 2nd, 2018.
c. The ED attended meetings with Turtlefest, MOU with Town, FIP committee meeting
with the Town, meetings with several BIA members, two meetings with First Ontario
Credit Union and meetings with the CEO of the Chamber of Commerce.
d. The ED has published updated full-year meeting calendars for each of the full board
and the promotions sub-committee.
e. The ED met with the principles of 21, 25, 27 Brock Street concerning the newly
created darkness created by the removal of the three light heads on Brock Street
East. The ED also spoke with the Manager of Long & McQuade, KTN Taxi and
Carriage Hall regarding this concern. A resolution was put on the floor as follows:
Motion: And resolved that the BIA Board of Management asks the Town of
Tillsonburg to place a moratorium on the removal of the 6 light poles on Brock
Street East and West pending a review and engagement with the concerned
parties and further that an action plan is put into place to address said concerns.
Moved by: TEDESCO, Seconded by: ROSEHART – “CARRIED”
7. Committee Reports:
a. Beautifications: The ED did cover off that there were conversations held between the
Tillsonburg Horticultural Society and the BIA. The ED had also undertaken
preliminary design work on new banners for the south vista entrance to the BIA zone
from Tillson Avenue/Simcoe Street intersection. The ED distributed the proposed
“Rear Façade Checklist” as requested by the CBO, Town of Tillsonburg. Board
members are to review and send comment to the ED who will in turn summarize and
e-mail the town’s CBO. The ED led a discussion about the proposed drawing of 21,
25, 27 Brock Street East façade drawing.
2
Page 368 of 453
b. Communications: K. Slattery presented a report on her digital marketing progress
including a demonstration of the current state of all social media sites. The EMC
noted increases in visits to all digital platforms.
c. Promotions: The committee provided a copy of the full-year promotional calendar
with proposed activities and dates. Some of the information regarding specifics of
dates, times and activities is to follow. The ED spoke about the marquee events
beyond Turtlefest in 2019 to include an all-day block party on Canada Day in
conjunction with The Station Arts Centre, the Christmas Crawl/Holi-Dazzle in early
December and the New Year’s Eve Block Party event on December 31st, 2019. The
ED suggested that board members can provide feedback on the promotional
calendar by e-mail. The ED also spoke about having BIA B2B social events for
people to get to know each other.
8. OTHER BUSINESS:
a. The ED discussed efforts to “fix” the currently inoperative downtown WiFi system.
b. The ED presented the board with a verbal report about the sidewalk sinking at 21
Brock Street East – the follow-up is for the ED to write a letter of support to the town
regarding the property-owner’s concerns.
9. NEW BUSINESS:
a. C. Pepper raised a point about a follow-up to the 2019 Turtlefest event and the
request from the Turtlefest committee regarding an increase in funding from the BIA.
After a group discussion, it was decided to defer this request to the Promotions
Committee that any funding to be provided to Turtlefest is to come from the
promotions budget . The board also discussed the additional supports to the
Turtlefest committee as well as more clearly defining the EMC’s role. The ED will
attend the full Turtlefest committee meetings effective immediately. The next
Turtlefest Board Meeting is March 8th at the Tillsonburg Town Centre. The board
also clarified that the role of the EMC will be to exclusively work on the Block Party
portion of Turtlefest – the ED, EMC and C. Pepper will meet to discuss further.
b. There was a suggestion made about painting “no bicycle” markings on the sidewalks
in the downtown core to prevent cyclist/pedestrian collisions. The ED will contact the
3
Page 369 of 453
town for next steps. The ED will meet with the Chair of the Tillsonburg Police
Services Board as a follow-up to smoking issues in front of the TTC, bicycle
markings on sidewalks and the proposed parking changes to Broadway.
ROUNDTABLE:
There were no roundtable points made.
10. NEXT MEETING – March 21st, 2019 – Carriage Hall, 7:00 am breakfast, 7:30 am meeting
11. MOTION TO ADJOURN – 9:43 AM – M. ROSEHART
4
Page 370 of 453
Tillsonburg Business Improvement Area
Board Meeting – MINUTES - Thursday, March 21st, 2019
7:00 am breakfast, 7:30 am meeting – Carriage Hall – 25 Brock Street West, Tillsonburg
1. CALL TO ORDER: Determine if a quorum is present. Time: 7:36 am
Members present: C. Tomico, D. Rasokas, M. Tedesco, W. Cameron, M.
Rosehart, C. Pepper, K. Slattery, M. Renaud - Regrets: J. Scott
2. ADOPTION OF THE AGENDA:
a. moved by: D. Rasokas seconded by: W. Cameron
“CARRIED”
3. ADOPTION OF THE MINUTES from the meeting of February 21st, 2019
a. moved by: M. Rosehart seconded by: M. Tedesco
“CARRIED”
The minutes were adopted without comment.
4. TREASURER’S REPORT – D. Rasokas
The treasurer reported the financials. C. Tomico and M. Roseheart queried if
there were any issues or abnormalities. The Treasurer responded that all
was in order. The ED indicated that there were still two issues with First
Ontario. One about online access that the staff accountant was having
difficulty. The ED communicated that First Ontario had still not issued the
credit card and that CIBC had been given the opportunity to provide this
credit facility in lieu of First Ontario. The bank balances as of February 28th,
2019 were listed as $202,158.96. There were no questions.
1
Page 371 of 453
5. DELEGATIONS:
There were no delegations.
6. COMMITTEE REPORTS:
a. Beautification:
i. Report– ATTACHED.
There was a general discussion as to the plan presented by the ED - OP-ED-03-19-2019
C. Tomico expressed concern about the funding and referred the ED and Treasurer, (D.
Rasokas), to come up with the tactics for financing/covering these expenses . The ED
agreed to keep the board up to date on all progress made with the plan as approved.
C. Tomico spoke to the importance of each of the board members to speak with their
contacts about trying to get donations in kind including potential labour i.e. installing of
interlocking stone. The ED reiterated the 25% discount available until March 31st, 2019
with Classic Displays. The board agreed unanimously that the beautification is a
strategic imperative and that promotional advertising be muted until the beautification
plan is fully operational – target date of May 15th, 2019.
RESOLUTION: That the BIA Board of Management approves the 2019 Beautification
plan with an upset limit of $40,000 be approved and funded within the existing total
financial envelope of the 2019 BIA budget.
Moved by: M. Rosehart Seconded by: W. Cameron “Carried”
ii. Communications/Promotions: Report from Events and Marketing
Co-ordinator
2
Page 372 of 453
There was a general discussion about the verbal report from the EMC. There was some
questions about the upcoming regional ringette tournament and the EMC presented the
work plan including copies of the flyers/materials and the digital elements on her laptop
computer. C. Pepper showed the board her work plan and results. The board had no
concerns about what was presented. The ED complimented the EMC on her extra
efforts and for working well independently with little supervision. The EMC spoke to
growth on all digitial platforms with muted response on Twitter. M. Tedesco spoke in
support of the beautification before promotions as a tactical imperative. M. Tedesco
spoke to the promotions calendar. The EMC/ED distributed the promotions calendar for
2019 and it was accepted as information. The EMC spoke about another event be
added on Brock Street to highlight the fitness businesses.
7. EXECUTIVE DIRECTOR’S REPORT:
The ED indicated that there was late information for this meeting agenda package. C.
Pepper handed out a revised/final report from the Development Commissioner. The ED
suggested this matter be deferred until the next regular meeting so the board has the
time to review the finalized document. The ED will add this item to the April 25th
meeting.
The ED asked the board for comment on the workplan and meetings attended and there
was no discussion. The ED did inform the board of numerous meetings that were being
undertaken to advance the business and decision-making for the BIA operations.
Several board members intimated that it was important to be in sync and that the
synergies to be maximized.
3
Page 373 of 453
The ED will meet with M. Tedesco on the afternoon of March 21st to review if there are
items that could be purchased through The Anchor Shoppe to save monies. The ED will
also follow-up with existing vendors and suppliers as well as businesses in the BIA zone
to use those relationships to advance our plans while minimizing expenses.
8. OTHER BUSINESS/CORRESPONDENCE
There were no comments made about the items listed in the agenda for this section.
The ED commented that all of the items with respect to WiFi and correspondence would
be followed up with. There were no board comments about either pieces of
correspondence.
9. NEW BUSINESS:
MOTION TO MOVE INTO CLOSED SESSION TO DISCUSS ACQUISITION OR DISPOSAL
OF LAND. ED REPORT CL-ED -03-19-2019-A.
Moved by: M. Tedesco Seconded by: D. Rasokas
“CARRIED”
MOTION TO MOVE BACK INTO OPEN SESSION: (9:21 a.m.)
Moved by: D. Rasokas Seconded by: M. Rosehart
“CARRIED”
4
Page 374 of 453
10. ROUNDTABLE:
The ED mentioned that John Scott indicated that due to work and personal demands, he
would be resigning from the Board of Management. This discussion was had at Staples
at 4:00 pm on Wednesday, March 20th. The ED instructed Mr. Scott to put his
resignation in a e-mail or letter. The ED spoke that there were several people
interested in becoming a board member – (Carl Heutinck from Boston Pizza). The ED is
meeting with C. Heutinck next week.
11. NEXT MEETING – Thursday, April 25th, 2019 at Carriage Hall – 7:00 am
breakfast, 7:30 am meeting
12. MOTION TO ADJOURN :
a. moved by: M. Rosehart - 9:36 am
5
Page 375 of 453
TILLSONBURG POLICE SERVICES BOARD
Minutes
MEETING: GENERAL MEETING PLACE: Tillsonburg, OPP Detachment Boardroom DATE: Wednesday, April 17, 2019 TIME: 8:00 a.m. AGENDA
ITEM
DISCUSSION
OUTCOME/ACTION
1
Call to Order
The Chair called the General session of the Board to order at 8:08 am.
2 Attendance Present:
Regrets:
Larry Scanlan, Chair
Ann Loker Greg Horvath, Vice Chair Mayor Steve Molnar Councilor Chris Rosehart Becky Turrill, Secretary Inspector Hymers S/S Ormsby None 3 Declaration of Pecuniary Interest None declared
4 Approval of Agenda
The Agenda was presented to the Board for approval.
On motion made by A. Loker, seconded by
G. Horvath, and carried, the Agenda was approved.
5
Issues Arising from previous minutes
None
6 Approval of Previous Minutes
The Minutes of a meeting of the Board held on March 20, 2019 were presented to the Board for approval.
On motion made by Councilor Rosehart, seconded by G. Horvath and carried the Minutes of the meeting held on March 20, 2019 were approved. 7
Presentations / Delegations
None 8 Correspondence None 9 Financial – remainder of 2018 has been put into reserves for
TPSB
1
Page 376 of 453
AGENDA ITEM
DISCUSSION
OUTCOME/ACTION
10 Detachment Commander Reports
OPP contract Policing - Tillsonburg Inspector, Hymers presented the March 2019 contract statistics and memorandum which reported:
• 47 provincial offences tickets written
• 83 By-law
• 170 hours of Cruiser Patrol
• 61.75 hours of Foot Patrol
• 33.5 hours of School Patrol Members of the OPP attended 378 calls for service. The most serious of these calls were: Theft Under – 29, Break & Enter – 1, Fraud – 7 & Mischief – 3.
Inspector, Hymers presented the Tickets Written in Tillsonburg for the month of March2019 report:
• Speeding, 5
• Fail to Stop, 2
• Plate/Permit/Insurance, 25
• Trespass/Intox in Public, 5
• Careless, 3
• Seatbelt, 2
• Hand Held Device, 0
• Fail to Yield / Improper turn, 3
• By-law, 83
• Cannabis Act. 0
• Other, 2
Total for March 2019, 47
Inspector, Hymers presented the OPP Auxiliary Monthly Unit Summary for March 2019
• Total Hours within Tillsonburg for, 187.50
Crime Stoppers of Oxford Inc. Report
Inspector, Hymers presented the report for Oxford Crime Stoppers for March 2019.
Monthly Tip Statistics for March 2019
• Total Calls Received, 34
• Woodstock PS Tips , 18
• OPP Tips, 14 – Tillsonburg received 4
• Assigned out to other Crime Stoppers Programs , 1
• Not Assigned, 1
2
Page 377 of 453
AGENDA ITEM
DISCUSSION
OUTCOME/ACTION
10 cont’d
Meetings/Events Attended in November
• Board Meeting – March 26, 2019
Media Relations
• Crime of the week submissions to local media outlets
including print and television as well as social media. Fundraising
• None Promotions
• Human Trafficking Information Event – May 28 – Woodstock
• OPP Constable Cote – 2 Crime Stopper Meetings held with local students
Upcoming Events
• Zone meeting – April 16 - Simcoe
Inspector, Hymers presented the High School Resource Officer Month End Report for March 2019
March 2019 – Criminal Code CFS
Incident Type This Month YTD Total
Assault 0 3
Mischief 0 1
Threats/Intimidation 0 2 Theft 0 1 Drugs 0 2
Trouble with Youth 2 15
Other 4 10
Total 6 34
Police Action Taken This Month YTD Total Warnings 1 6 Charges 0 5 Diversions 0 1
Assist Other Officer 0 0
March 2019 – Provincial Offence CFS
Incident Type This Month YTD Total
Highway Traffic Act 0 5
Trespass to Property Act 0 4
Liquor Licence Act 0 0
Mental Health Act 0 1 Other Provincial Act 0 0 Total 0 10
3
Page 378 of 453
AGENDA ITEM
DISCUSSION
OUTCOME/ACTION
10 con’t
Meetings/Presentations
March:
• Meeting with student, VP & Principal regarding
Crossover
• Student Crime Stoppers meeting x2
School Events March:
• None Officer Comments March:
• March Break – No classes
Police Action Taken This Month YTD Total Warnings 0 11 Charges 0 0
Diversions 0 0
Assist Other Officer 0 0
11 Committee Reports None
12 OAPSB None
13 OPP Parking Lot On motion made by Councillor Rosehart,
seconded by A. Loker, and carried: IT WAS RESOLVED that the Tillsonburg Police Services Board request information
from staff regarding the updates, including start date, to the visitor parking lot at the Tillsonburg Detachment of the OPP, 90 Concession Street East TPSB Survey Survey will be available on-line only beginning May 1 TPSB 2019 Budget to Council - January 17 On motion made by Mayor Molnar, seconded by G. Horvath, and carried: IT WAS RESOLVED that the budget received November 12 be forwarded
through to council.
Council Update Moved from April to May 13, 2019
4
Page 379 of 453
AGENDA ITEM
DISCUSSION
OUTCOME/ACTION
13 Con’t
Security Camera Registry – Information in Chatham-Kent is given to police on a memory stick. No resources registry.
Community Safety and Wellbeing Plan L. Scanlan listened to the webinar.
PEM Grant/CPP/1000 Officer Grant No information at this point
Safer Ontario Act Will not be until 2020 or 2021
14 Date of Next Meeting Wednesday, May 15, 2019
15 Adjournment On motion made by Councilor Rosehart, the meeting was adjourned at 8:55a.m.
__________________________________ __________________________________ Larry Scanlan, Chair Becky Turrill, Secretary
5
Page 380 of 453
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4278
A BY-LAW to prohibit graffiti on private property and to require owners and
occupiers of the property to remove graffiti in the Town of Tillsonburg.
WHEREAS subsection 5(3) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended,
provides that a municipal power shall be exercised by by-law;
AND WHEREAS Section 11 (3) of the Municipal Act, 2001, S.O. 2001, c.25 states that
a lower-tier municipality may pass by-laws, respecting matters within certain spheres of
jurisdiction;
AND WHEREAS sections 8,9 and 10 of the Municipal Act, 2001 provides that a
municipality may provide any service or thing that the municipality considers necessary
or desirable for the public and in particular paragraphs 5,6,8 and 9 of subsection 10 (2)
authorize by-laws respecting the economic, social and environmental well-being of the
municipality; the health, safety and well-being of persons; the protection of persons and
property; and animals.
AND WHEREAS section 128 of the Municipal Act, 2001 provides that a municipality
may prohibit and regulate with respect to public nuisances, including matters that, in the
opinion of Council are or could become a public nuisances;
AND WHEREAS section 128 (2) of the Municipal Act, 2001 that the opinion of Council
under section 128, if arrived at in good faith, is not subject to review by any court;
AND WHEREAS the Council for the Town of Tillsonburg desires to prohibit or regulate
graffiti within the Town of Tillsonburg.
AND WHEREAS Section 391 (1) of the Municipal Act, 2001, S.O. 2001 c. 25 states that
section 11 authorizes a municipality to impose fees or charges on persons, for services
or activities provided or done by the municipality.
NOW THEREFORE the Council of The Town of Tillsonburg hereby enacts the following:
SECTION 1
SCOPE OF BY-LAW
1.1 SHORT TITLE
This By-law and any amendments thereto shall be known as the “Graffiti By-Law.”
1.2 INTENT AND SCOPE
The purpose of this By-law is to prohibit and regulate graffiti within the corporate limits
of the Town of Tillsonburg.
1.3 CONTENT OF BY-LAW
All references in the By-law to sections, regulations, exceptions, tables, figures,
schedules and maps, refer to those in this By-law unless otherwise indicated.
SECTION 2
DEFINITIONS AND INTERPRETATION
2.1 DEFINITIONS
The terms set out below shall have the following meanings in this By-law:
“COUNCIL” means the Municipal Council of the Corporation of the Town of Tillsonburg.
“GRAFFITI” means one or more letters, symbols, depictions, marks, etchings, pictorial
representations, messages or slogans, howsoever made, that disfigures or defaces a
property, but does not include signs as regulated by the Town’s Sign By-Law, a public
notice, or traffic control mark authorized by the Town or County.
Page 381 of 453
“LAW ENFORCEMENT OFFICER” means a Police Officer, a Provincial Offences
Officer and Municipal Law Enforcement Officer.
“OWNER” means a registered owner of land, or any person in control of land, including
a leasee or an occupant thereof.
“PERSON” means an individual, firm, proprietorship, partnership, association,
syndicate, trust, corporation, department, bureau, and agency; and includes an owner.
“PROPERTY” shall mean a building or structure or part of a building or structure and
includes the lands and premises appurtenant thereto and mobile homes, mobile
buildings, mobile structures, outbuildings, fences and erections thereon whether
heretofore or hereafter erected and includes vacant property, real property and personal
property.
“SIGN BY-LAW” shall mean the Town Sign By-Law regulating authorized signs within
the Town, as amended.
“TOWN” means the Corporation of the Town of Tillsonburg.
SECTION 3
GENERAL PROHIBITONS
3.1 No person shall place or cause or permit graffiti to be placed on any property within
the Town of Tillsonburg.
3.2 The owner of any property in the Town of Tillsonburg shall keep their property free
of graffiti at all times.
SECTION 4
INTERIOR SPACES
4.1 Section 3 does not apply to the interior of any walls of any building that are not
visible from a roadway.
SECTION 5
ADMINISTRATION
5.1 Enforcement Authorization
This by-law shall be enforced by Law Enforcement Officers.
For the purpose of ensuring compliance with this By-law, Law Enforcement Officers
may at all reasonable times enter upon and inspect any land to determine whether the
following is being complied with:
a) The provisions of this by-law
b) An Order made under this by-law
5.2 Enforcement and Inspection
A Law Enforcement Officer may, for the purpose of inspection:
a) Require the production for inspection of documents or things relevant to the
inspection
b) Inspect and remove documents or things relevant to the inspection for the
purpose of making copies or extracts
c) Require information from any person concerning a matter related to the
inspection
d) Alone or in conjunction with a person possessing special or expert knowledge,
make examinations or take tests, samples or photographs necessary for the
purpose of the inspection
i) Any cost incurred from this will be at the owner’s expense.
Page 382 of 453
ii) No person shall hinder or obstruct, or attempt to hinder or obstruct, any
Law Enforcement Officer exercising a power or performing a duty under
this by-law.
5.3 Order
A Law Enforcement Officer may by written Order, sent by regular mail to the last known
address (last revised tax assessment roll), posted on site or personally delivered to the
owner or owners of property, within the time specified in the Order to:
a) Discontinue the contravening activity, and/or
b) Do work to correct the contravention, and/or
c) If there are reasonable grounds to believe that the graffiti may incite hatred or
violence against any person or identifiable group or contain profane, vulgar or
offensive language, an Order may be issued requiring the graffiti to be removed
immediately.
5.4 Contents of the Order
The Order will state:
a) the section that is in contravention of the by-law
b) the location/address of the contravention
c) reasonable particulars of the contravention
d) the work to be completed
e) the date by which the work must be completed
5.5 Failure to Comply with an Order
Where an owner fails to comply with an Order, the Law Enforcement Officer may
without any further notice, cause the work to correct the contravention be done at the
owner’s expense. Without limitation, the Law Enforcement Officer may retain such
persons to assist in completing the work as the Law Enforcement Officer determines
appropriate.
All costs incurred by the Town in relation to such work may be recovered by the Town
by being added to the tax roll and collected in the same manner as property taxes. An
administrative fee will also be added as per the Annual Rates and Fees By-law.
If this by-law is contravened and a conviction entered, in addition to any other remedy
and to any penalty imposed by the by-law, the court in which the conviction has been
entered and any court competent jurisdiction thereafter may make an Order,
a) prohibiting the continuation or repetition of the offence by the person convicted;
and
b) requiring the person convicted to correct the contravention in the manner and
within the period that the court considers appropriate
SECTION 6
PENALTIES
6.1 Contraventions
The following applies to any person deemed to have contravened any provision of this
by-law:
a) Every person who contravenes a provision of this By-law, including an order
issued under this By-law, is guilty of an offence.
b) If an order has been issued under this By-law, and the order has not been
complied with, the contravention of the order shall be deemed to be a continuing
offence for each day or part of a day that the order is not complied with.
c) Every person who is guilty of an offence under this By-law shall be subject to the
following penalties:
i) upon a first conviction, shall be liable to a fine of not more than $50,000;
ii) upon second or subsequent conviction for the same offence, to a fine of
not more than $100,000;
iii) upon conviction for a continuing offence, to a fine of not more than
$10,000 for each day or part of a day that the offence continues. The total
of the daily fines may exceed $100,000;
Page 383 of 453
iv) upon conviction of a multiple offence, for each offence included in the
multiple offence, to a fine of more than $10,000. The total of all fines for
each included offence is not limited to $100,000.
d) For the purposes of this By-law, “multiple offence” means an offence in respect of
two or more acts or omissions each of which separately constitutes an offence
and is a contravention of the same provision of this By-law.
e) For the purposes of this By-law, an offence is a second or subsequent offence if
the act giving rise to the offence occurred after a conviction had been entered at
an earlier date for the same offence.
SECTION 7
SEVERABILITY
Where a court of competent jurisdiction declares any section or part of a section of this
by-law invalid, the remainder of this by-law shall continue in force unless the Court
makes an Order to the contrary.
SECTION 8
EFFECTIVE DATE
THAT this By-Law shall become effective upon the passing thereof and upon the
approval of the set fines by the Regional Senior Justice of the Ontario Court of Justice.
READ A FIST AND SECOND TIME THIS 27th DAY OF MAY, 2019.
READ A THIRD AND FINAL TIME AND PASSED THIS 27th DAY OF MAY, 2019
______________________________
MAYOR – Stephen Molnar
______________________________
TOWN CLERK – Donna Wilson
Page 384 of 453
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 4305
A BY-LAW to adopt the Code of Conduct and to Repeal By-Law 3979
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.
WHEREAS Section 11 of the Municipal Act 2001, S.O. 2001, c.25, as amended, authorizes
municipalities to pass by-laws regarding Accountability and Transparency of the municipality
and its operations and of its local boards and their operations; and
WHEREAS Section 223.2(1) of the Municipal Act 2001, S.O. 2001, c.25, as amended,
authorizes municipalities to establish codes of conduct for members of the council of the
municipality and of local boards of the municipality; and
WHEREAS Section 223.3 (5) of the Municipal Act 2001, S.O. 2001, c.25, as amended,
authorizes penalties for a contravention of the code of conduct; and
WHERAS the Council of the Corporation of the Town of Tillsonburg on December 14, 2015,
passed By-Law 3979 to adopt a Code of Conduct; and
WHEREAS the Council of the Corporation of the Town of Tillsonburg deems it expedient and
necessary to repeal By-Law 3979.
WHEREAS the Council of the Corporation of the Town of Tillsonburg is desirous of adopting
the Code of Conduct Policy.
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the Code of Conduct attached hereto as "Schedule A" is hereby adopted and forms
part of this by-law.
2. THAT By-Law 3979 shall be repealed in its entirety.
3. AND THAT this by-law comes into full force and effect on the day of passing.
Read a First and Second Time this 27th day of May, 2019.
Read a Third and Final Time and passed this 27th day of May, 2019.
__________________________
Mayor – Stephen Molnar
__________________________
Town Clerk – Donna Wilson
Page 385 of 453
THE CORPORATION OF THE TOWN OF TILLSONBURG
CODE OF CONDUCT
Policy
Number 2-003
Approval
Date
December
14, 2015 Revision Date May 27, 2019
Schedules Form A – Disclosure Statement
Form B – Formal Complaint Form/Affidavit
Policy Statement:
Attaining an elected position within one's community is a privilege which carries significant
responsibilities and obligations. Members of Council (comprising the Mayor, Deputy Mayor and
Councillors) are held to a high standard as leaders of the community and they are expected to
become well informed on all aspects of municipal governance, administration, planning and
operations. They are also expected to carry out their duties in a fair, impartial, transparent and
professional manner.
Purpose:
A Code of Conduct will reinforce the Town of Tillsonburg's Accountability and Transparency
Policy and other relevant legislation within which all Members of Council, Local Boards and
Advisory Committees must operate. The Code of Conduct serves to enhance public trust and
improve the quality of public administration and governance by encouraging high standards of
conduct on the part of all government officials, ensuring that those Members share a common
standard of integrity through adherence to its principles.
Scope:
The Code of Conduct is intended to supplement and be compatible with the laws governing the
conduct of Members. The key principles include:
Members to whom this Code of Conduct applies shall serve in a conscientious and
diligent manner;
Members shall be committed to performing their functions with integrity without using the
influence of their office;
Members shall avoid all conflicts of interest;
Members are expected to perform their duties of office and to arrange their private affairs
in a manner that promotes public confidence and will bear close legal and public scrutiny;
Members are responsible for making honest statements and shall not make any
statement when they know that statement is false, or with the intent to mislead other
Members or the public; and,
Members shall serve the public interest by upholding the laws and policies established by
the Federal Parliament, Ontario Legislature, and the laws and policies adopted by the
Town.
Page 386 of 453
Policy 2-003 Page 2 of 17
This Code of Conduct is intended to provide a guideline for elected officials in exercising their
policy-making role having regard to the statements and ideals as enunciated hereunder.
1. Definitions
In the Code of Conduct, the terms “child”, “parent” and “spouse” have the same meanings as in
the Municipal Conflict of Interest Act.
"Advisory Committee” or “Committee" means a committee established by Council to advise
on matters which Council has deemed appropriate for the committee to provide
recommendations for Council’s review, including any ad hoc, subcommittee or task force.
“Clerk” means the Municipal Clerk for the Corporation of the Town of Tillsonburg.
“CAO” means the Chief Administrative Officer for the Corporation of the Town of Tillsonburg.
"Code of Conduct" means the “Code of Conduct” for Members of Council, Local Boards and
Advisory Committees”.
"Complainant" means a person who has filed a complaint under the Code of Conduct.
"Complaint" means an alleged contravention of the Code of Conduct submitted to an Integrity
Commissioner appointed by the Council of the Town of Tillsonburg.
“Council” means the Council of the Town of Tillsonburg.
“Integrity Commissioner" means the officer appointed by council pursuant to Section 223.3 of
the Municipal Act, 2001.
"Immediate relative" shall mean a parent, spouse, child, sister, brother, sister-in-law, brother-
in-law, daughter-in-law, son-in-law, father-in-law, mother-in-law as well as step-relationships and
half-relationships; spouse shall mean the person to whom a person is married or with whom the
person is living in a conjugal relationship outside of marriage; this definition shall also include
any other person(s) that are living with the employee on a full-time basis whom the
member/employee (appropriate to the document) has demonstrated a settled intention to treat
as an immediate relative.
"Local Board" shall mean one of the following boards quasi-judicial committees established by
the Council:
Downtown Tillsonburg Business Improvement Area (BIA) Board of Management
Property Standards Appeal Committee
Committee of Adjustment
“Meeting” means any regular, special or other meetings of council, of a local board or a
committee of either of them, where a quorum is present and members discuss or otherwise deal
with any matter in a way that materially advances the business or decision making of the council,
local board or committee.
Page 387 of 453
Policy 2-003 Page 3 of 17
"Member of Council" or "Member" means any person duly elected or appointed to serve on
the Council of the Town of Tillsonburg, Committee or Local Board.
“Town” means The Corporation of the Town of Tillsonburg.
Any reference in this Code of Conduct to a statute, regulation, by-law, guideline, policy or other
enactment shall be deemed to include any amendment, replacement, successor or consolidation
of such statute, regulation, by-law, guideline, policy or other enactment.
2. Statutory Provisions Regulating Conduct
This Code of Conduct is meant to supplement existing legislation governing the conduct of
Members, including but not limited to:
Municipal Act
Municipal Conflict of Interest Act
Municipal Elections Act
Municipal Freedom of Information and Protection of Privacy Act
Provincial Offences Act
Human Rights Code
Criminal Code
By-laws and policies of Council as adopted and amended from time to time, including but
not limited to the Procedural By-law and the Tillsonburg Purchasing Policy.
3. Application
This Code of Conduct shall apply to all Members of Council, Local Boards and Advisory
Committees.
4. Conduct at Meetings
Members shall conduct themselves with decorum at all meetings in accordance with the
provisions of the Town’s Procedural By-law or the applicable procedural by-law of that Local
Board. Respect for delegations, fellow Members and Staff requires that all Members show
courtesy and not distract from the business of the Town during presentations and when other
Members have the floor. Use of electronic equipment during meetings should be limited for
use/access for meeting purposes.
5. Transparency and Openness in Decision Making
Members will conduct and convey Council, Committee or Local Board business in an open and
public manner so that the process, logic and rationale which were used to reach conclusions or
decisions are available to the stakeholders.
6. Improper Use of Influence
No Member shall use the influence of his or her office for any purpose other than for the exercise
of his or her official duties.
Examples of prohibited conduct are the use of one’s status as a Member to improperly influence
the decision of another person to the private advantage of oneself or immediate relative, staff
members, friends, or associates, business or otherwise. This includes attempts to secure
preferential treatment beyond activities in which Members normally engage on behalf of their
Page 388 of 453
Policy 2-003 Page 4 of 17
constituents as part of their official duties. Prohibited conduct also includes the holding out of the
prospect or promise of future advantage through a Member’s supposed influence within Council,
Committee or the Local Board in return for present actions or inaction.
For the purposes of this provision, “private advantage” does not include a matter that:
a) is of general application;
b) affects a Member, his or her immediate relative, staff members, friends, or associates,
business or otherwise as one of a ‘broad class of persons’ (such as taxation which affects
residents, owners or tenants of land within the Town as a whole); or
c) concerning the remuneration or benefits of a Member as a Member of Council or of a
Local Board.
7. Discreditable Conduct
All Members have a duty to treat members of the public, one another and staff appropriately and
without abuse, bullying or intimidation. All Members shall ensure that their work environment is
utterly free and completely devoid of discrimination, and personal and sexual harassment.
The Ontario Human Rights Code applies, as does the Town’s Discrimination and Harassment-
Free Workplace Policy which recognize the right of every employee to work in an environment
that is free from discrimination and harassment, by the employer, agent of the employer, another
employee, or any other person with whom s/he comes into contact in the normal performance of
his/her duties.
Members shall abide by the provisions of the Human Rights Code, and, in doing so, shall treat
every person, including other Members, employees, and individuals providing services on a
contract for service, students on placements, and the public, with dignity, understanding and
respect.
In accordance with the Human Rights Code, Members shall not discriminate against anyone on
the basis of their race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex,
sexual orientation, age, record of offences, marital status, family status, or disability.
In accordance with the Human Rights Code, harassment means engaging in a course of
vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome.
Without limiting the generality of the foregoing, Members shall not:
a) make inappropriate comments or gestures to or about an individual where such conduct
is known or ought reasonably to be known to be offensive to the person(s) to whom they
are directed or are about;
b) display materials or transmit communications that are inappropriate, offensive, insulting or
derogatory;
c) make threats or engage in any abusive activity or course of conduct towards others;
d) vandalize the personal property of others;
e) commit assault of any kind, including making unwanted physical contact, including
touching, patting, or pinching; or
f) refuse to converse or interact with anyone based on any ground listed in the Human
Rights Code.
8. Conduct Respecting Staff
Members shall acknowledge that only Council or the applicable Local Board as a whole has the
authority to approve budget, policy, processes and other such matters unless such authority has
Page 389 of 453
Policy 2-003 Page 5 of 17
been delegated. Members shall direct requests outside of Council or Local Board approved
budget, process or policy, to the appropriate Committee or Chief Administrative Officer of the
Corporation.
Under the direction of the Chief Administrative Officer, Staff serve the Council, Committee or the
Local Board as a whole, and the combined interests of all Members as evidenced through the
decisions of Council, Committee or the Local Board. Members shall be respectful of the role of
staff to provide advice based on political neutrality and objectivity and without undue influence
from any individual Member or faction of the Council, Committee or the Local Board.
Accordingly, no Member shall maliciously or falsely injure the professional or ethical reputation,
or the prospects or practice of staff, and all Members shall show respect for the professional
capacities of staff.
No Member shall compel staff to engage in partisan political activities or be subjected to threats
or discrimination for refusing to engage in such activities. No Member shall use, or attempt to
use, their authority or influence for the purpose of intimidating, threatening, coercing,
commanding, or influencing any staff member with the intent of interfering with that person’s
duties, including the duty to disclose improper activity. Members and staff shall be respectful of
each other’s time and arrange appropriate opportunities to discuss matters before formal
meetings, where possible, which can be included and/or further discussed at the meeting.
In practical terms, there are distinct and specialized roles carried out by Council, Committees or
the Local Board as a whole and by Members when performing their duties. The key
requirements of these roles include dealing with constituents and the general public,
participating as Committee Members, and participating as Council representatives on agencies,
boards, commissions and other bodies. Similarly, there are distinct and specialized roles
expected of Town staff in both the carrying out of their responsibilities and in dealing with the
Council or Committee or the Local Board.
9. Communications And Media Relations
Members will attempt to accurately and adequately communicate the attitudes and decisions of
Council or the Local Board, even if they disagree with a majority decision of Council or the Local
Board so that:
a) there is respect for the decision making processes of Council or the Local Board;
b) official information related to decisions and resolutions made by Council or the Local
Board will normally be communicated in the first instance to the community and the media
in an official capacity by the Mayor/Chair or designate;
c) information concerning adopted policies, procedures and decisions of the Council or the
Local Board is conveyed openly and accurately; and
d) confidential information will be communicated only when and after determined by Council
or the Local Board.
10. Conduct Regarding Current And Prospective Employment
No Member shall allow the prospect of his or her future employment by a person or entity to
detrimentally affect the performance of his or her duties to the Town or the Local Board.
Page 390 of 453
Policy 2-003 Page 6 of 17
11. Confidential Information
Confidential information includes information in the possession of, or received in confidence by
the Town, Committee or the Local Board that the Town, Committee or the Local Board is either
prohibited from disclosing, or is required to refuse to disclose, under the Municipal Freedom of
Information and Protection of Privacy Act (referred to as “MFIPPA”), or other legislation.
Generally, MFIPPA restricts or prohibits disclosure of information received in confidence from
third parties that is of a corporate, commercial, scientific or technical nature and is provided
expressly or implicitly in confidence, information that is personal, and information that is subject
to solicitor-client privilege.
The Municipal Act, 2001 allows information concerning personnel, labour relations, litigation,
property disposal and acquisition, the security of the property of the municipality or a local board,
and matters authorized on other legislation, to remain confidential. For the purposes of the Code
of Conduct, “confidential information” also includes this type of information.
No Member shall disclose or release by any means to any member of the public, any
confidential information acquired by virtue of their office, in either oral or written form, except
when required by law or authorized by Council or the Local Board to do so. Nor shall Members
use confidential information for personal or private gain, or for the gain of immediate relatives or
any person or corporation.
Under the Town’s Procedural By-law, a matter that has been discussed at an in-camera (closed)
meeting remains confidential. No Member shall disclose the content of any such matter, or the
substance of deliberations, of the in-camera meeting until the Council or committee or the Local
Board discusses the information at a meeting that is open to the public or releases the
information to the public.
The following are examples of the types of information that a Member must keep confidential:
items under litigation, negotiation, or personnel matters;
information that infringes on the rights of others (e.g., sources of complaints where the
identity of a complainant is given in confidence);
information deemed to be “personal information” under MFIPPA; and
The above list is provided as an example and is not exclusive. Requests for information will be
referred to Municipal Clerk to be addressed as either an informal request for access to municipal
records, or as a formal request under MFIPPA.
Members should not access or attempt to gain access to confidential information in the custody
of the Town or the Local Board unless it is necessary for the performance of their duties and not
prohibited otherwise.
12. Gifts and Benefits
Members shall not accept a fee, advance, gift or personal benefit that is connected directly or
indirectly with the performance of his or her duties of office, unless permitted by the exceptions
listed below.
Page 391 of 453
Policy 2-003 Page 7 of 17
For these purposes, a fee, advance, gift or personal benefit provided with the Member’s
knowledge to an immediate relative or business that is connected directly or indirectly to the
performance of the Member’s duties is deemed to be a gift to that Member.
The following are recognized as exceptions:
a) compensation authorized by by-law;
b) such gifts or benefits that normally accompany the responsibilities of office and are
received as an incident of protocol or social obligation;
c) a political contribution otherwise reported by law, in the case of Members running for
office; (i.e. disclosure related to election campaign contributions that are required to be
otherwise reported.)
d) services provided without compensation by persons volunteering their time;
e) a suitable memento of a function honouring the Member;
f) food, lodging, transportation and entertainment provided by provincial, regional and local
governments or political subdivisions of them, by the Federal government or by a foreign
government within a foreign country, or by a conference, seminar or event where the
Member is either speaking or attending in an official capacity;
g) food and beverages consumed at banquets, receptions or similar events, if:
i. attendance is resultant to protocol or social obligations that accompanies the
responsibility of office;
ii. the person extending the invitation or a representative of the organization is in
attendance; and
iii. the value is reasonable and the invitations infrequent; and
h) communication to the offices of a Member, including subscriptions to newspapers and
periodicals.
In the case of categories (b), (e), (f), (g) and (h), if the value of the gift or benefit exceeds $200,
or if the total value received from any one source over a twelve (12) month period exceeds $200,
the Member shall within thirty (30) days of receipt of the gift or of reaching the annual limit, file a
disclosure statement with the Clerk.
The disclosure statement (see Schedule A) must indicate:
1) the nature of the gift or benefit;
2) its source and date of receipt;
3) the circumstances under which it was given or received;
4) its estimated value;
5) what the recipient intends to do with the gift; and
6) whether any gift will at any point become the property of the Town.
All disclosure statements will be a matter of public record.
On receiving a disclosure statement, the Clerk shall make the disclosure statement public. If a
member of the public believes the Member has not conformed to the requirements of the Code
of Conduct with respect to accepting gifts and benefits, he or she may request the Chief
Administrative Officer examine the statement to ascertain whether the receipt of gift or benefit
might, in his or her opinion, create a conflict between a private interest and the public duty of the
Member. In the event that the Chief Administrative Officer makes that preliminary determination,
he or she shall call upon the Member to justify receipt of the gift or benefit.
Page 392 of 453
Policy 2-003 Page 8 of 17
Should the Chief Administrative Officer determine that receipt was inappropriate, s/he may direct
the Member to return the gift, reimburse the donor for the value of any gift or benefit already
consumed, or forfeit the gift or remit the value of any gift or benefit already consumed to the
Town.
Except in the case of (a), (c) and (f), a Member may not accept a gift or benefit worth in excess
of $500 or gifts and benefits from one source during a calendar year worth in excess of $500,
unless it falls within the exemption.
13. Use of Town Property, Services and Other Resources
Members should not use, or permit the use of Town or Local Board property, land, facilities,
equipment, supplies, services, staff or other resources for activities other than the business of
the Town or Local Board.
Members are required to follow the provisions of the Municipal Elections Act, 1996 with respect
to elections. Members shall not use the property, land, facilities, equipment, supplies, services or
other resources of the Town or the Local Board (including but not limited to Councillor
newsletters and websites linked through the Town’s website) for any election campaign or
campaign-related activities. No Member shall undertake campaign-related activities on Town
property during regular working hours unless permitted by Town policy (e.g., all candidates
meetings). No Member shall use the services of persons for election-related purposes during
hours in which those persons receive any compensation from the Town or the Local Board.
14. Implementation
At the beginning of each term, Members will be expected to sign an acknowledgment form to
convey to each other and all stakeholders that they have read, understand and accept the Code
of Conduct.
A Code of Conduct component will be included as part of the orientation workshop for all new
Members.
Members are expected to formally and informally review their adherence to the provisions of the
Code on a regular basis or when so requested by Council.
15. Complaint Protocol
Any individual, organization, Town or Local Board employee, and Member, who has reasonable
grounds to believe that a Member has breached a provision of the Code of Conduct, may file an
application to the Integrity Commissioner using the Formal Complaint Form. An application may
only be made within six weeks after the applicant became aware of the alleged contravention.
An application may be made more than six weeks after the applicant became aware of the
alleged contravention if both of the following are satisfied:
a) The applicant became aware of the alleged contravention within the period of time
starting six weeks before nomination day for a regular election, as set out in section 31 of
the Municipal Elections Act, 1996, and ending on voting day in a regular election, as set
out in section 5 of that Act.
Page 393 of 453
Policy 2-003 Page 9 of 17
b) The applicant applies to the Commissioner under subsection (2) within six weeks after the
day after voting day in a regular election, as set out in section 5 of the Municipal Elections
Act, 1996.
A complainant does not have to pursue the informal complaint process set out in Section 15.1
prior to proceeding with the formal complaint process set out in Section 15.2.
15.1 Informal Complaints
Any individual who has identified or witnessed behaviour or activity by a Member that appears to
be in contravention of the Code of Conduct are encouraged to address his or her concerns in the
following manner:
a) Advise the Member that their behaviour or activity contravenes the Code of Conduct;
b) Encourage the Member to stop the prohibited behaviour or activity;
c) If applicable, confirm to the Member his or her satisfaction or dissatisfaction with the
Member’s response to the concern identified;
d) If not satisfied with the response received through the informal process, an individual may
proceed with a formal complaint through the Integrity Commissioner as outlined in Section
15.2.
Any individual filing a complaint should keep a written record of the incidents including dates,
times, locations, other persons present, and any other relevant information, including steps
taken to resolve the matter.
15.2 Formal Complaints
Any individual who has identified or witnessed behaviour or activity by a Member that appears to
be in contravention of the Code of Conduct may address his or her concerns through the formal
complaint process set out below:
a) all formal complaints must be made using the Complaints Form / Affidavit (see Schedule
“B”) and shall be dated and signed by the complainant;
b) the complaint must include a concise explanation as to why the issue raised may be a
contravention of the Code of Conduct and any and all evidence in support of the
allegation must be included with the Complaints Form/Affidavit;
c) any witnesses in support of the allegation must be identified on the Complaint
Form/Affidavit;
d) the Complaint Form/Affidavit must include the name of the Member alleged to have
breached the Code of Conduct, the section of the Code of Conduct allegedly
contravened, the date, time and location of the alleged contravention and any and all
other information as required on the Complaint Form/Affidavit;
e) the complaint shall be filed with the Integrity Commissioner who shall confirm that the
information is complete as to a), b), c) and d) of this section;
f) the Integrity Commissioner will determine whether the matter is, on its face, a complaint
with respect to compliance with the Code of Conduct and is not covered by any other
applicable legislation or policy; and
g) the Integrity Commissioner may, but shall not be obligated, to request additional
information from the complainant.
Page 394 of 453
Policy 2-003 Page 10 of 17
15.3 Response of Integrity Commissioner of Complaint outside Jurisdiction
If the complaint received by the Integrity Commissioner, is not, on its face, a complaint with
respect to non-compliance with the Code of Conduct or the complaint is covered by other
legislation or complaint procedure under another Council policy, the Integrity Commissioner shall
advise the complainant in writing as follows:
a) Criminal Matter – if the complaint on its face is an allegation of a criminal nature
consistent with the Criminal Code of Canada, the complainant shall be advised that if the
complainant wishes to pursue any such allegation, the complainant must pursue it with
the appropriate police service;
b) Municipal Freedom of Information and Protection of Privacy – if the complaint is
more appropriately addressed under the Municipal Freedom of Information and Protection
of Privacy Act, the complainant shall be advised that the matter must be referred to the
Municipal Clerk for review under statute; and
c) Discrimination or Harassment – if the complaint is an allegation of discrimination or
harassment, then the complaint should be filed directly with the Human Resources
Department. The person will also be advised of his or her right to advance an application
to the Ontario Human Rights Tribunal.
d) Other Policy Applies – if the complaint seems to fall under another policy, the
complainant shall be advised to pursue the matter under such policy.
e) Lack of Jurisdiction – if the complaint is, for any other reason not within the jurisdiction
of the Integrity Commissioner, the complainant shall be so advised and provided with any
additional reasons and referrals as the Integrity Commissioner considers appropriate.
f) Matters Already Pending – if the complaint is in relation to a matter which is subject to
an outstanding complaint under another process such as a court proceeding related to a
Human Rights complaint or similar process, the Integrity Commissioner may, in his/her
sole discretion and in accordance with legislation, suspend any investigation pending the
result of the other process.
If the matter is covered by other policies with a complaint procedure or legislation, the
complainant will be advised and directed to proceed in a manner as considered appropriate by
the Integrity Commissioner.
15.4 Refusal to Conduct an Investigation
If upon review of a complaint, the Integrity Commissioner is of the opinion that the complaint is
frivolous, vexatious or not made in good faith, or that there are not sufficient grounds for an
investigation, the Integrity Commissioner will not conduct an investigation and shall
communicate this determination in writing to the complainant and the Member identified in the
Complaint Form/Affidavit.
15.5 Opportunity for Resolution
If at any time, following the receipt of a formal complaint or during the investigation process, the
Integrity Commissioner believes that an opportunity to resolve the matter may be successfully
pursued without a formal investigation, and both the complainant and the Member agree, efforts
may be made to achieve an informal resolution.
Page 395 of 453
Policy 2-003 Page 11 of 17
15.6 Investigation
If the Integrity Commissioner determines that a formal investigation is required s/he shall
proceed in the following manner, subject to the Integrity Commissioner’s ability to elect to
exercise the powers of a commissioner under ss. 33 and 34 of the Public Inquiries Act, 2009, as
contemplated by subsection 223.4(2) of the Municipal Act, 2001, at which time the identity of the
person filing the complaint is no longer considered confidential.
The Integrity Commissioner shall provide a copy of the complaint, and any supporting materials,
to the Member whose conduct is in question, with a request that a written response to the
allegation be provided to the Integrity Commissioner within fourteen (14) days.
The Integrity Commissioner shall give a copy of the response, provided by the Member, to the
complainant, with a request for a written reply within fourteen (14) days.
If necessary, after reviewing the submitted materials, the Integrity Commissioner may speak to
anyone, access and examine any other documents or electronic materials, and may enter any
Town or Local Board work location relevant to the complaint for the purpose of investigation and
potential resolution.
The Integrity Commissioner may make interim reports to Council where necessary and as
required to address any issues of interference, obstruction, delay or retaliation encountered
during the investigation.
At any time the complainant may abandon the request for an investigation and the Integrity
Commissioner will cease his or her investigation.
15.7 Termination of inquiry when regular election begins
If the Commissioner has not completed an inquiry before nomination day for a regular election,
as set out in section 31 of the Municipal Elections Act, 1996, the Commissioner shall terminate
the inquiry on that day. If an inquiry is terminated the Commissioner shall not commence another
inquiry in respect of the matter unless, within six weeks after voting day in a regular election, as
set out in section 5 of the Municipal Elections Act, 1996, the person or entity who made the
request or the member or former member whose conduct is concerned makes a written request
to the Commissioner that the inquiry be commenced.
15.8 Confidentiality of Complaint Documents
The Integrity Commissioner and every person acting under his or her instructions shall preserve
the confidentiality of all documents, material or other information, whether belonging to the Town
or not, that come into their possession or to their knowledge during the course of their duties as
required by section 223.5 of the Municipal Act, 2001.
Advice provided by the Commissioner to a member under paragraph 4, 5 or 6 of subsection
223.3 (1) 5 of the Municipal Act, 2001 may be released with the member’s written consent. If a
member releases only part of the advice provided to the member by the Commissioner under
paragraph 4, 5 or 6 of subsection 223.3 (1), the Commissioner may release part or all of the
advice without obtaining the member’s consent.
Page 396 of 453
Policy 2-003 Page 12 of 17
The Commissioner may disclose such information as in the Commissioner’s opinion is
necessary,
a) for the purposes of a public meeting under subsection 223.4.1 (8);
b) in an application to a judge referred to in subsection 223.4.1 (15); or
c) in the written reasons given by the Commissioner under subsection 223.4.1 (17). 2017,
c. 10, Sched. 1, s. 22.
Pursuant to section 223.5(3) of the Municipal Act, this section prevails over the Municipal
Freedom of Information and Protection of Privacy Act.
When the Integrity Commissioner reports to the Council on an investigation into an alleged
breach of the Code, the report shall only disclose such information that in the Integrity
Commissioner’s opinion is required for the purposes of the report.
When the Integrity Commissioner issues an annual or other periodic report to Council on his or
her activities, the Integrity Commissioner shall summarize the advice he or she has given, but
the report shall not disclose confidential information that could identify a person concerned in the
case of informal complaints or those formal complaints that have been dismissed and did not
proceed to a formal investigation.
16. Reporting and General Compliance
16.1 Recommendation Report
Upon completion of an investigation, the Integrity Commissioner may report to the complainant
and the Member on the results of his or her review within ninety (90) days of receiving a
complete Complaint Form/Affidavit. If the investigation process is going to take more than ninety
(90) days, the Integrity Commissioner shall provide an interim report to the complainant and
Member indicating when the complete report will be available.
If upon completion of the investigation the Integrity Commissioner finds that a breach of the
Code of Conduct has occurred, the Integrity Commissioner shall report his or her findings to
Council including a recommendation as to the imposition of a penalty, as set out in subsection
223.4(5) of the Municipal Act, 2001. The Council may impose either of the following penalties on
a Member if a report by the Integrity Commissioner determines that the Member has violated the
Code of Conduct:
a) A reprimand; or
b) A suspension of the remuneration paid to the Member in respect of his or her services as
a Member of Council or a Local Board, as the case may be, for a period of up to ninety
(90) days.
The Integrity Commissioner shall provide the Member who is the subject of the complaint with
notice in writing of the proposed finding and any recommended sanction at least ten (10) days
prior to the report being provided to the Municipal Clerk. An opportunity to comment shall be
provided to the Member on the proposed finding and any recommended sanction prior to the
report being published.
Page 397 of 453
Policy 2-003 Page 13 of 17
16.2 Annual Report
The Integrity Commissioner’s annual report shall consist of:
a) All informal and formal complaints dismissed by the Integrity Commissioner;
b) All complaints received not within the jurisdiction of the Integrity Commissioner;
c) All formal complaints that underwent a formal investigation and conclusions; and
d) A cost breakdown with respect to services provided within the reporting year by the
Integrity Commissioner.
The annual report shall be provided not less than sixty (60) days after December 31 of the
calendar year that is being reported.
16.3 Failure to adhere to Council Policies and Procedures
A number of the provisions of this Code of Conduct incorporate policies and procedures adopted
by Council. More generally, Members are required to observe the terms of all policies and
procedures established by Council, as the case may be. However, this provision does not
prevent a Member from requesting that Council grant an exemption from a policy, other than this
Code of Conduct.
16.4 Reprisals and Obstructions
Members should respect the integrity of the Code of Conduct and investigations conducted
under it. Any reprisal or threat of reprisal against a complainant or anyone for providing relevant
information to the Integrity Commissioner is strictly prohibited. It is also a violation of the Code
of Conduct to obstruct the Integrity Commissioner in the carrying out of his or her
responsibilities.
16.5 Duty of Council
Council shall consider any report submitted by the Integrity Commissioner within thirty (30) days
of it being received by the Municipal Clerk and shall take the action it considers appropriate with
regard to the recommendation(s) of the Integrity Commissioner as described in Section 16.1 of
the Code of Conduct.
16.6 Acting on Advice of the Integrity Commissioner
Any written advice given by the Integrity Commissioner to a Member binds the Integrity
Commissioner in any subsequent consideration of the conduct of the Member in the same
matter as long as all the relevant facts known to the Member were disclosed to the Integrity
Commissioner.
16.7 Integrity Commissioner Vacancy
Should the office of Integrity Commissioner be vacant, the Code of Conduct remains in effect
and all Members shall continue to abide by the provisions set out therein. When a vacancy
occurs, the municipality shall make arrangements for all of the responsibilities of the Integrity
Commissioner to be provided by a Commissioner of another municipality.
17. Roles of Integrity Commissioner
1. The application of the code of conduct for members of council and the code of conduct for
members of local boards.
Page 398 of 453
Policy 2-003 Page 14 of 17
2. The application of any procedures, rules and policies of the municipality and local boards
governing the ethical behaviour of members of council and of local boards.
3. The application of sections 5, 5.1 and 5.2 of the Municipal Conflict of Interest Act to
members of council and of local boards.
4. Requests from members of council and of local boards for advice respecting their
obligations under the code of conduct applicable to the member.
5. Requests from members of council and of local boards for advice respecting their
obligations under a procedure, rule or policy of the municipality or of the local board, as
the case may be, governing the ethical behaviour of members.
6. Requests from members of council and of local boards for advice respecting their
obligations under the Municipal Conflict of Interest Act.
7. The provision of educational information to members of council, members of local boards
and the municipality about the municipality’s codes of conduct for members of council and
members of local boards and about the Municipal Conflict of Interest Act. 2017, c. 10,
Sched. 1, s. 19 (1).
It shall be noted that if the municipality has not appointed a Commissioner, the municipality shall
make arrangements for all of the responsibilities set out above to be provided by a
Commissioner of another municipality.
18. Statutes Regulating the Conduct Of Councillors
In the case of any inconsistency between this Code of Conduct and a Federal or Provincial
statute or regulation, the statute or regulation shall prevail to the extent of the inconsistency.
Page 399 of 453
Policy 2-003 Page 15 of 17
Code of Conduct Form A – Disclosure Statement
Section 12 of the Code of Conduct regarding the acceptance of gifts and benefits, requires
Members to disclose the receipt of certain gifts and benefits if the dollar value of a single gift or
benefit exceeds $200 or if the total value of gifts and benefits received from one source in a
calendar year exceeds $500. This Disclosure Statement is to be used to report on such gifts and
benefits and shall be filed with the Clerk within 30 days of receipt of such gift or benefit, or upon
reaching the annual limit.
Disclosure Statements are a matter of public record.
Nature of Gift or Benefit received:
____________________________________________________________________________
____________________________________________________________________________
__________________________________________________________
Source of Gift or Benefit:
____________________________________________________________________________
____________________________________________________________________________
__________________________________________________________
Circumstances under which Gift or Benefit received:
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
______________________________________________
Intended use of the Gift or Benefit (i.e. will be donated/provided to the Town):
____________________________________________________________________________
____________________________________________________________________________
__________________________________________________________
Estimates Value of Gift or Benefit: $___________________________
Date Gift or Benefit was received: ____________________________ (MM/DD/YR)
______________________________ _____________________________
Signature of Member Date
Page 400 of 453
Policy 2-003 Page 16 of 17
Code of Conduct Form B – Formal Complaint Form/Affidavit
I, (please print name)___________________________ of the Town of Tillsonburg, in the
Province of Ontario do solemnly swear (affirm and declare) that the following contents of this
complaint form as subscribed by me are true and correct:
Applicant(s) Name:______________________ Telephone Number: _______________
Applicant(s) Address: ___________________________________________________
Town: __________________________ Province: _________ Postal Code:_________
Email: ________________________________
I have personal knowledge of the facts as set out in this Affidavit form because: (insert reasons
e.g. I work for… I attended a meeting at which... etc.)
______________________________________________________________________
I have reasonable and probable grounds to believe that (please print name of Member is
question) ____________________________ has contravened section(s)
___________________of the Code of Conduct of the Town of Tillsonburg. The particulars of
which are as follows:
(Set out the statements of fact in consecutively numbered paragraphs in the space below, with
each paragraph being confined as far as possible to a particular statement of fact. If you require
more space please attach additional pages as required and mark each additional page as 2 of 2,
2 of 3, etc.)
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Page 401 of 453
Policy 2-003 Page 17 of 17
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
This affidavit is made for the purpose of requesting that this matter be reviewed by the Town of
Tillsonburg appointed Integrity Commissioner and for no other purpose.
Sworn (or Affirmed) before me at the Town of Tillsonburg, in the County of Oxford, in the
Province of Ontario on ________ day of ____________________, ________.
____________________________ ____________________________
A Commissioner for taking affidavits, etc. Signature of Complainant
(to be witnessed by Commissioner)
NOTE: This is a sworn (affirmed) affidavit of the deponent only. No investigation has been
conducted by this authority to confirm or verify the above sworn information. THE CRIMINAL
CODE OF CANADA provides that: everyone commits perjury who, with intent to mislead, makes
before a person who is authorized by law to permit it to be made before him a false statement
under oath or solemn affirmation by affidavit, solemn declaration or deposition or orally, knowing
that the statement is false, is guilty of an indictable offence and liable to a term of imprisonment
not exceeding fourteen years (sections 131, 132) or by summary conviction (section 134).
Signing a false affidavit may expose you to prosecution under section 131 and 132 or 134 of the
Criminal Code, R.S.C 1985, c. C-46 and also to civil liability for defamation.
Page 402 of 453
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 4306
A BY-LAW to amend By-Law 3701, being a by-law to regulate traffic and the
parking of motor vehicles in the Town of Tillsonburg.
WHEREAS it is deemed necessary and expedient to amend Bylaw 3701, regarding
“Pedestrian Crossovers”.
BE IT THEREFORE ENACTED by the Council of the Corporation Town of Tillsonburg
as follows:
1. THAT Schedule 16 to Bylaw 3701, Section 33 “Pedestrian Crossovers” be amended by
adding the crossover as follows:
COLUMN 1 COLUMN 2
HIGHWAY LOCATION
Broadway 130 m South of Moose Street
2. THAT this amendment to By-Law 3701 is hereby declared to be part of that By-Law as
if written therein.
3. THAT this By-Law be passed pursuant to the Highway Traffic Act, and shall become
effective upon enactment.
Read a first and second time this 27th day of MAY, 2019.
Read a third time, passed, signed, sealed and numbered 4306 this 27th day of
MAY, 2019
MAYOR – Stephen Molnar
TOWN CLERK – Donna Wilson
Page 403 of 453
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4309
A BY-LAW to enter into an Airport Hanger Land Lease Agreement with Karl
Szordykowski of Lime Tree Assembly Inc.
WHEREAS the Corporation of the Town of Tillsonburg is desirous of entering into an Airport
Hanger Land Lease Agreement with Karl Szordykowski of Lime Tree Assembly Inc. for the
construction of a 3,600 square foot hanger at the Tillsonburg Regional Airport along existing
Taxiway G1 Lot 1.
NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN
OF TILLSONBURG ENACTS AS FOLLOWS:
1. THAT the lease agreement attached hereto forms part of this by-law;
2. THAT the Mayor and Clerk be hereby authorized to execute the attached lease
agreement on behalf of the Corporation of the Town of Tillsonburg.
3. This By-Law shall come into full force and effect on the day of passing.
READ A FIRST AND SECOND TIME THIS 27th DAY OF May, 2019.
READ A THIRD AND FINAL TIME AND PASSED THIS 27th DAY OF May, 2019.
_____________________________
MAYOR – Stephen Molnar
______________________________
TOWN CLERK – Donna Wilson
Page 404 of 453
Page 405 of 453
Page 406 of 453
Page 407 of 453
Page 408 of 453
Page 409 of 453
Page 410 of 453
Page 411 of 453
Page 412 of 453
Page 413 of 453
Page 414 of 453
Page 415 of 453
Page 416 of 453
Page 417 of 453
Page 418 of 453
Page 419 of 453
Page 420 of 453
EX. U/G SECONDARY HYDROEX. U/G PRIMARY HYDROEX. U/G HYDROEX. U/G HYDRO
EX. U/G HYDROEX. U/G HYDROEX. U/G HYDRO2
7
1
.
0
0 271.00271.25271.25271.25 271.50 271.25271.50271.75EX. HANGAREX. FFE=271.35EX. GRAVELEX. TAXIWAY EX. U/G FUELTANK AREAEX. TAXIWAY G1ASPHALTEX. GRAVELEX. GRAVELEX. GRAVELEX. ASPHALTEX. ASPHALTEX.CONC.EX. CONC.EX. CONC.EX. TAXIWAY G2ASPHALTEX 150mm
S
T
M
@
0
.
6
%
EX 150mm STM
@
0
.
5
%
EX 150mm STM @ 0.6%EX 150mm STM @ 0.6%EX 150mm STM @ 0.9%OPERATIONS SERVICESENGINEERING DEPARTMENTTOWN OF TILLSONBURG04101:30052(m)15N
CONSTRUCTION NORTHPage 421 of 453
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4310
A BY-LAW to enter into an Airport Hanger Land Lease Agreement with Dave Hewitt of
1474528 Ontario Inc.
WHEREAS the Corporation of the Town of Tillsonburg is desirous of entering into an Airport
Hanger Land Lease Agreement with Dave Hewitt of 1474528 Ontario Inc. for the construction
of a 3,600 square foot hangar at the Tillsonburg Regional Airport along the recently
approved, yet to be constructed, northerly extension of Taxiway G3 Lot 3.
NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN
OF TILLSONBURG ENACTS AS FOLLOWS:
1. THAT the lease agreement attached hereto forms part of this by-law;
2. THAT the Mayor and Clerk be hereby authorized to execute the attached lease
agreement on behalf of the Corporation of the Town of Tillsonburg.
3. This By-Law shall come into full force and effect on the day of passing.
READ A FIRST AND SECOND TIME THIS 27th DAY OF MAY, 2019.
READ A THIRD AND FINAL TIME AND PASSED THIS 27th DAY OF MAY, 2019.
_____________________________
MAYOR – Stephen Molnar
______________________________
TOWN CLERK – Donna Wilson
Page 422 of 453
Page 423 of 453
Page 424 of 453
Page 425 of 453
Page 426 of 453
Page 427 of 453
Page 428 of 453
Page 429 of 453
Page 430 of 453
Page 431 of 453
Page 432 of 453
Page 433 of 453
Page 434 of 453
Page 435 of 453
Page 436 of 453
Page 437 of 453
Page 438 of 453
OPERATIONS SERVICES
ENGINEERING DEPARTMENT
TOWN OF TILLSONBURG
OPERATIONS SERVICES
ENGINEERING DEPARTMENT
TOWN OF TILLSONBURG
EX CBEX 150mm STM @ 0.6%EX 150mm STM @ 0.5%EX CB
E
X
2
0
0mm
S
T
M
@
0
.
5
%
EX CB
EX 200mm STM @ 0.2%EX 150mm STM @ 0.6%EX 150mm STM @ 0.9%²)²)
²)
²)
EX CB
EX CBEX CBEX 150mm STM @ 0.6%EX 150mm STM @ 0.9%EX CB EX CB
EX CB
EX CB
EX CB
EX CB
EX CB
EX CBEX 150mm STM @ 0.6%EX 150mm STM @ 0.9%E
X
1
5
0mm
S
TM
@
0
.
6
%
Page 439 of 453
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 4311
A BY-LAW to adopt a Strategic Asset Management Policy for the Town of Tillsonburg.
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 WHEREAS Section 6 of the Infrastructure for Jobs and Prosperity Act, 2015 as
amended, requires municipalities to prepare infrastructure asset management plans that are
required by the regulations;
AND WHEREAS Ontario Regulation 588/17 Section 3 requires that every municipality shall
prepare a strategic asset management policy;
AND WHEREAS the Council of the Corporation of the Town of Tillsonburg is desirous of
adopting the Strategic Asset Management Policy.
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the Strategic Asset Management 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 27th day of May, 2019.
Read a Third and Final Time and passed this 27th day of May, 2019.
__________________________
Mayor – Stephen Molnar
__________________________
Town Clerk – Donna Wilson
Page 440 of 453
STRATEGIC ASSET MANAGEMENT POLICY
Policy Number 11-004
Approval Date May 27, 2019 Revision Date
Schedules
Page 1 / 9 Asset Management Policy
A. POLICY STATEMENT
The Town of Tillsonburg is committed to providing services to residents in a fiscally responsible manner that supports a community that is Connected, Enriched, and Inspired. With this commitment in mind, assets must be managed in a way that allows the Town to achieve its goals,
plans and policies.
This policy details the principles and general framework for a systematic and coordinated approach to
asset management in order to achieve the municipality’s asset management objectives.
This policy is intended to establish consistent standards and guidelines for the management of Town assets, applying sound technical, social and economic principles that consider present and future
needs of users, and the service levels expected from those assets. This policy also ensures that
legislative and regulatory requirements are met.
The Town will adopt the ISO 55000 series of standards, and its amendments, as the guiding
standards for Asset Management.
The Town's Asset Management workflows will comply with all applicable laws and regulations, as well as account for provincial mandates such as Infrastructure for Jobs and Prosperity Act and Climate
Change Action Plans.
This policy demonstrates an organization-wide commitment to the good stewardship of municipal
infrastructure assets, and to improved accountability and transparency to the community through the adoption of best practices regarding asset management planning.
B. PURPOSE
The purpose of this policy is to govern the practice of asset management within The Town of Tillsonburg. Effective control and governance of assets is essential to realize value through
managing risk and opportunity, in order to achieve the desired balance of cost, risk and performance.1
This asset management policy expresses the commitment and intentions of the Town of Tillsonburg
to plan, design, construct, acquire, operate, maintain, renew, replace and dispose of corporately owned assets in a way that ensures sound stewardship of public resources while delivering valued
customer services.
It provides program principles and a framework for asset management practices that enables a
coordinated, cost effective and organizationally sustainable approach for the Town of Tillsonburg. As outlined in the IAM’s Asset Management – An Anatomy of an Asset Management System requires
many components working cohesively together, as illustrated below.
1 ISO/IEC. (2014). ISO International Standard ISO/IEC 55000:2014(E) – Asset management – Overview, principles and terminology. Geneva,
Switzerland: International Organization for Standardization (ISO).
Page 441 of 453
TOWN OF TILLSONBURG
Strategic Asset Management Policy
Policy Number 11-004
Page 2 / 9 Strategic Asset Management Policy
C. SCOPE
This policy applies to all municipally owned physical assets. The Town is committed to maintaining
and managing assets at defined levels of service to ensure that they meet customer expectations, compliance and legislative requirements by;
• Establishing asset management strategies through full lifecycle costing principles
• Adopting risk-based decision making processes to minimize the Town’s risk exposure
• Developing and enhancing asset management knowledge and competencies to ensure the
availability of skill sets required for implementation of asset management programs
• Planning for and resourcing the optimum level of maintenance to ensure asset reliability while
maximizing asset lifecycle
• Financial planning for sustainable long term funding to rehabilitate, replace or dispose of
infrastructure assets
• Monitoring and evaluating performance of assets and associated programs to track
effectiveness
Page 442 of 453
TOWN OF TILLSONBURG
Strategic Asset Management Policy
Policy Number 11-004
Page 3 / 9 Strategic Asset Management Policy
D. BACKGROUND
Physical assets in the Town of Tillsonburg are essential to the core services provided and contribute
to the quality of life enjoyed by residents of the Town. Assets are critical to ensuring that services are delivered to residents in a safe, reliable and efficient manner, while sustaining a growing community.
The Town of Tillsonburg is responsible for a variety of capital assets including:
• Linear infrastructure such as roads, bridges, culverts, retaining walls, sidewalks, streetlights,
signalized intersections, storm water sewers and storm water management ponds.
• Buildings including the community center, fire hall, operations and customer service center,
museum and administrative offices.
• Land improvements such as sports fields, cemeteries, parking lots, parks and playgrounds.
• Vehicles and equipment including fire trucks, snow plow trucks and other specialized equipment.
• Natural assets including the urban forest, open spaces and watercourses.
E. DEFINITIONS
Asset – Anything tangible or intangible that can be owned or controlled to produce value and that is
held by the Corporation to produce positive economic value
Asset Management (AM) – A systematic process of developing, operating, maintaining, upgrading,
and disposing of assets in a cost effective manner
Asset Management System – The people, processes, tools and other resources involved in the
delivery of asset management
Asset Management Plan (AMP) – A tactical plan for managing an individual or groups of assets over their lifecycle, to deliver a desired level of service. It
specifies the activities, resources and timescales required to
achieve the organization's asset management objectives
Corporate Asset Management – The application of asset management principles at a corporate
level to ensure consistency among diverse asset groups. It is a
coordinated, cost effective and organizationally sustainable approach to maximizing asset service delivery potential,
managing related risks and minimizing cost of ownership, while delivering the acceptable levels of service to the public in a sustainable manner and in accordance with regulatory
requirements
Lifecycle – Stages involved in the life of an asset, from acquisition to disposal
Level of Service (LOS) – A commitment to carry out a given action or actions within a specified time
frame in response to an event or asset condition. LOS reflects social, political, environmental and economic outcomes that the organization delivers
Tangible Capital Asset – Non-financial assets having physical substance that have useful economic lives extending beyond an accounting period, are to be used on a
continuing basis, and are not for sale in the ordinary course of operations.
Page 443 of 453
TOWN OF TILLSONBURG
Strategic Asset Management Policy
Policy Number 11-004
Page 4 / 9 Strategic Asset Management Policy
F. POLICY
PLANS AND POLICIES SUPPORTED
Oxford County Official Plan
The Oxford County Official Plan provides the long term guide for growth and development for the
entire County and is used to assess the appropriateness of various planning applications. It
provides a land use strategy which balances growth and development in residential, industrial and commercial areas with the protection of natural and environmental resources. The land use
policies of Official Plan pertaining to the Town of Tillsonburg (Section 8) provide general policy
direction and a long-range planning framework for development in the Town of Tillsonburg. The objectives and policies together with the land use designations are intended to define not only the
physical development of the Town but also to enhance the social, economic and environmental well-being of the municipality and its residents.
Future Oxford Community Sustainability Plan
The Future Oxford Community Sustainability Plan (CSP) creates a vision of a sustainable
community that balances community, environmental and economic interests. Tillsonburg adopted the CSP in 2016. Tillsonburg’s asset management planning will be informed by the Goals of the
CSP
Community Strategic Plan
The Community Strategic Plan establishes a vision for
the future that reflects community ideas and aspirations.
The Community Strategic Plan guides priority setting, ensuring that programs and services address the changing
needs of the community. The Tillsonburg Community
Strategic Plan’s goals and action items are organized according to four Strategic Objectives:
Excellence in Local Government
• Demonstrate strong leadership in Town initiatives
• Streamline communication and effectively collaborate within local government.
• Demonstrate accountability 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.
Demographic Balance
• Make Tillsonburg an attractive place to live for youth and young professionals.
• Provide opportunities for families to thrive.
• Support the aging population and an active senior citizenship
Page 444 of 453
TOWN OF TILLSONBURG
Strategic Asset Management Policy
Policy Number 11-004
Page 5 / 9 Strategic Asset Management Policy
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
Community Parks, Recreation & Cultural Strategic
Master Plan
The Community Parks, Recreation & Cultural Strategic Master Plan provides a comprehensive framework
articulating the needs and priorities for recreation programs, facilities, culture, parks, sports fields, trails
and open space.
The recommendations contained within the Master Plan
serve as a guide for stakeholders of the parks,
recreation and culture system to consider as Tillsonburg grows and evolves over time.
Energy Conservation and Demand Management Plan
In alignment with the vision and principles of the ECDMP, asset management decisions will be made with the intent to achieve energy conservation through use of technology, construction
methods, and intentional operating protocols.
Departmental Business Plans
The service level and budget set out in the asset management plan are incorporated into
department business plans and budgets, goals and performance measures.
INFRASTRUCTURE PLANNING PRINCIPLES
The key principles outlined in section 3 of the Infrastructure for Jobs and Prosperity Act, 2015 have been summarized into the following four themes that the Town of Tillsonburg will consider when
making decisions regarding asset management.
Forward Thinking: The Town will take a comprehensive approach to investment planning and
decision making that looks at the long-term “big picture” and considers the combined impact of the entire asset lifecycle, while taking into account the needs of its customers, as well as local
demographic and economic trends. It will also foster innovation by creating opportunities to make
use of innovative technologies, services and practices, particularly where doing so would utilize technology, techniques and practices developed in Ontario.
Planning Investment in Infrastructure: The Town is committed to informed infrastructure
planning and investment with clearly identified priorities that will ensure the continued provision of
core public services while promoting social and economic benefits arising from infrastructure projects that are intended to improve the well-being of the community, such as increasing
accessibility for persons with disabilities, improvement of public spaces, economic
competitiveness, productivity, local job creation and training opportunities. It will also ensure that
Page 445 of 453
TOWN OF TILLSONBURG
Strategic Asset Management Policy
Policy Number 11-004
Page 6 / 9 Strategic Asset Management Policy
the health and safety of workers involved in the construction and maintenance of infrastructure
assets are protected. Transparency: Subject to any restrictions or prohibitions under an Act or other-wise by law on the collection, use or disclosure of information the Town shall make evidence based and transparent
infrastructure planning and investment decisions based on information that is either publicly available or is made available to the public. The Town will share information with implications for infrastructure planning with the Government and other broader public sector entities.
Environmentally Conscious: The Town recognizes the impact infrastructure may have on the
environment and will endeavor to minimize these impacts to help maintain ecological and biological diversity. Infrastructure will be designed to be resilient to the effects of climate change and incorporate the use of acceptable recycled aggregates and LID techniques when appropriate.
LAND USE PLANNING FRAMEWORK
The Town will align asset management planning with the Province of Ontario’s land-use planning framework, including any relevant policy statements issued under section 3(1) of the Planning Act. Asset management planning will conform with Provincial Plans that are in effect as well as the Oxford
County Official Plan as it relates to Tillsonburg. The objective will be to ensure that infrastructure and public service facilities are provide in a coordinated, efficient and cost-effective manner and that
planning for infrastructure is integrated with land use planning so that they are financially viable over
their lifecycle and available to meet current and projected needs.
To accomplish this objective the Town will consult with Oxford County when the Official Plan is being
prepared and/or reviewed and the direction established through the Official Plan and any supporting studies, assumptions and data will be referenced in the development of the asset management plan.
CLIMATE CHANGE
The Town will consider the risks and vulnerabilities of municipal infrastructure assets to climate
change and the actions that may be required as part of the risk management approach within asset management planning methods. This approach will balance the potential cost of vulnerabilities to
climate change impact and other risks with the cost of reducing these vulnerabilities.
A balance will be struck between the levels of service delivered through operations, lifecycle
management, maintenance schedules, disaster response plans, contingency funding and capital investments. Asset management planning will encompass a sustainable approach to climate change
mitigation strategies and adaptation opportunities.
BUDGET PLANNING
The Town is committed to the information sharing, planning and budget coordination of connected or interrelated municipal infrastructure assets of joint or separate ownership by pursuing collaborative
opportunities with Oxford County and neighbouring municipalities whenever possible and including
such opportunities within the Town’s asset management plan and budgeting process.
The Town will consult with Oxford County during the preparation of water and wastewater financial plan updates for Tillsonburg by providing up-to-date asset information to help ensure the long-term financial sustainability of these systems.
Page 446 of 453
TOWN OF TILLSONBURG
Strategic Asset Management Policy
Policy Number 11-004
Page 7 / 9 Strategic Asset Management Policy
The Town’s asset management plan will be considered annually during the development of the
municipality’s operating and capital budgets through the integration of asset management planning and practices with the municipality’s long-term financial planning and budgeting strategies. This
integration will allow each department and service area to generate short-term operating and maintenance needs as well as long-term capital needs to replace and/or renew municipal infrastructure assets based on full lifecycle costing to achieve desired levels of service.
To make full use of all available infrastructure financing tools, the Town will incrementally increase the annual contribution from taxation towards asset management by an amount equal to the additional
tax revenue received each year through the phased in adjustments to the assessment base as determined by MPAC. This financing strategy will assist in achieving the guidelines set out in the
Town’s Reserve Policy and will continue until the level of funding from taxation has reached the
strategic threshold determined through asset management planning.
CAPITALIZATION THRESHOLDS
The policy applies to all assets whose role in service delivery requires deliberate management by the Town. The service-focus intent of this policy differentiates its requirements for identifying assets from the capitalization thresholds which are developed for the purposes of financial reporting. For this
reason, assets in the asset management plan are not to be subject to a capitalization threshold, and are to be included based on judgement of whether the asset has value to the overall asset class. The
capitalization threshold applied by asset class will be defined in the Tangible Capital Asset Policy.
GOVERNANCE STRUCTURE
A Corporate Governance Strategy defines asset management roles and responsibilities and enables
participants to manage assets in an informed manner using reliable and consistent practices. The figure below illustrates the Asset Management Governance Structure for the Town of Tillsonburg.
Asset Management Governance Structure
Page 447 of 453
TOWN OF TILLSONBURG
Strategic Asset Management Policy
Policy Number 11-004
Page 8 / 9 Strategic Asset Management Policy
The development and continuous support of the Town’s asset management program requires
organization-wide participation and collaboration from Council and staff over a wide range of duties and responsibilities.
Council
• Provide input into policy development and policy updates
• Approve AM policy and direction of the AM Program
• Maintain adequate organizational capacity to support the core practices of the AM program
• Prioritize effective stewardship of assets through adoption of ongoing policy review and
budgets
• Provide input and establish appropriate levels of service and acceptable risk Senior Leadership Team
• Review policy and policy updates
• Provide Corporate oversight to goals and directions and ensure the AM program aligns with
the Municipality’s strategic plan
• Ensure that adequate resources are available to implement and maintain core AM practices
• Develop and monitor levels of service
• Provide departmental staff coordination
Asset Management Working Group
• Develop policy and policy updates
• Provide input into establishing levels of service and monitor key performance indicators for
reporting to Senior Leadership Team
• Provide support and direction for Corporate AM practices
• Track, analyze and report on AM program progress and results to Senior Leadership Team
Department Staff
• Use the business processes and technology tools developed as part of the AM program
• Participate in the implementation of team tasks to carry out AM activities
• Provide input into establishing levels of service and monitor key performance indicators
• Provide support and direction for AM practices within their department
COMMUNITY FOCUS AND ENGAGEMENT
Public engagement is a critical component of a strong and healthy municipal government. The Town
of Tillsonburg is committed to informing and engaging its citizens through the use of the Town’s
Public Engagement Policy. As a Town that is “connected, enriched, and inspired” this policy ensures that citizens and stakeholders have the opportunity to become engaged with the municipal decision-
making process through an inclusive, collaborative, mutually meaningful and co-operative
relationship.
Page 448 of 453
TOWN OF TILLSONBURG
Strategic Asset Management Policy
Policy Number 11-004
Page 9 / 9 Strategic Asset Management Policy
CONTINUOUS IMPROVEMENT
The Town will annually review and update, as required, its Strategic Asset Management Policy, and any related policies or strategies, and following any changes in regulatory requirements, or updates to
the Strategic Plan.
Staff will report to Council on asset management progress on or before July 1 in each year. The
annual review must address:
• The Town’s progress in implementing its asset management plan;
• Any factors impeding the Town’s ability to implement its asset management plan; and
• A strategy to address the identified factors.
The AMP is a living document. The Town is committed to monitoring the industry and implementing best practices as they evolve. An updated AMP is required at minimum every five years under
Ontario Regulation 588/17. The Town intends to update its AMP every four years during the second year of every new term of Council.
The Town is committed to updating its asset management data on a continuous basis as new information is received. (i.e. Bridge Needs Study completed every 2 years providing updated
conditions). This continuous improvement to data helps ensure that the right capital projects are
targeted within each budget cycle.
Page 449 of 453
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4299
A BY-LAW to provide for the adoption of budgetary estimates, tax rates and to
further provide for penalty and interest in default of payment thereof for 2019.
WHEREAS Section 290 of the Municipal Act, 2001, S.O. 2001 c.25, as amended,
provides that the Council of a local municipality shall prepare and adopt estimates of all
sums required during the year for the purposes of the municipality,
WHEREAS Section 312 of the said Act provides that the Council of a local municipality
shall, after the adoption of estimates for the year, pass a by-law to levy a separate tax
rate on the assessment in each property class, and
WHEREAS Sections 307 and 308 of the said Act require tax rates to be established in
the same proportion to tax ratios; and
WHEREAS regulations require reductions in certain tax rates for certain classes or
subclasses of property.
NOW THEREFORE the Council of The Corporation of the Town of Tillsonburg enacts
as follows:
1. That the budget estimates setting out the revenues and expenditures as detailed
in the Business Plans for the year 2019, and endorsed by resolution, February
28th, 2019, raising the following amounts from realty taxation be adopted:
a) A general municipal levy of $15,718,000
b) A special levy for core area parking of $141,500
c) A special levy for the Business Improvement Area of $136,621
2. That the tax rates hereby adopted for each class for the year 2019, excluding
local improvement rates or other special charges collected as taxes, shall be the
tax rates as listed on Schedule “A” attached hereto and forming part of this by-
law and the tax rate for each class shall be applied against the whole of the
assessment for real property for that particular class and purpose.
3. That every owner shall be taxed according to the tax rates in this by-law. The
taxes for a particular property shall be calculated by applying the Current Value
Assessment against the tax rates set out and further adjusted as required by the
provisions of the Municipal Act, 2001, S.O. 2001. Such taxes shall become due
and payable in two installments as follows:
ALL PROPERTY CLASSES:
FIRST INSTALMENT Thursday, August 22, 2019
SECOND INSTALMENT Thursday, October 24, 2019
Notice of such taxes due shall be sent by first class mail to those persons shown
as liable for the payment of taxes.
4. That a charge as a penalty of 1 and 1/4 per cent on the amount of any
outstanding taxes levied in 2019 shall be made on the first day of default and on
the first day of each calendar month thereafter in which default continues until
December 31, 2019, and any such additional amounts shall be levied and
collected in the same manner as if they had been originally imposed with and
formed part of the taxes levied under this by-law. The penalty charges indicated
in this section shall be waived for those taxpayers participating in the Monthly
Page 450 of 453
Preauthorized Payment Programme provided the payments are made as agreed
and without default.
5. That interest of 1 and 1/4 per cent on the amount of any taxes due and unpaid
after December 31, 2019 shall be charged on the first day of each calendar
month thereafter in which default continues.
6. This by-law shall come into effect on the date of the final passing thereof.
READ A FIRST AND SECOND TIME THIS 27th DAY OF MAY, 2019.
READ A THIRD AND FINAL TIME AND PASSED THIS 27th DAY OF MAY,
2019.
_________________________
MAYOR – Stephen Molnar
_________________________
TOWN CLERK – Donna Wilson
Page 451 of 453
Schedule "A " to By-Law 4299
2019 TAX RATES TOTAL
BASE
RTC/RTQ GENERAL SEWERS COUNTY EDUCATION RATES PARKING B.I.A.TOTAL
RT RESIDENTIAL 0.00785272 0.00022132 0.00365905 0.00161000 0.01373145 0.00105395 0.01478540
MT MULTI-RESIDENTIAL 0.01644604 0.00046352 0.00771336 0.00161000 0.02708149 0.00230287 0.02938436
M1 MULTI-RESIDENTIAL AWAITING DEV 0.00000000 0.00000000 0.00000000 0.00000000 0.00000000 0.00000000
CT COMMERCIAL 0.01493430 0.00042091 0.00695878 0.01290000 0.03595258 0.00200440 0.00197024 0.03992722
XT COMMERCIAL NEW CONSTRUCTION 0.01493430 0.00042091 0.00695878 0.01030000 0.03335258 0.00200440 0.00197024 0.03732722
CU EXCESS LAND 0.01045401 0.00029464 0.00487114 0.01096500 0.02710180 0.00140308 0.00137916 0.02988404
CX VACANT LAND 0.01045401 0.00029464 0.00487114 0.01096500 0.02710180 0.00140308 0.00137916 0.02988404
XU COM'L NEW CONST. - EXCESS LAND 0.01045401 0.00029464 0.00487114 0.00875500 0.02489180 0.02489180
IT INDUSTRIAL 0.02065265 0.00058208 0.00962330 0.01290000 0.04477942 0.04477942
JT INDUSTRIAL NEW CONSTRUCTION 0.02065265 0.00058208 0.00962330 0.01030000 0.04217942 0.04217942
IU EXCESS LAND 0.01342422 0.00037835 0.00625514 0.01064250 0.03136411 0.03136411
IX VACANT LAND 0.01342422 0.00037835 0.00625514 0.01064250 0.03136411 0.03136411
LT LARGE INDUSTRIAL 0.02065265 0.00058208 0.00962330 0.01290000 0.04477942 0.04477942
LU EXCESS LAND 0.01342422 0.00037835 0.00625514 0.01064250 0.03136411 0.03136411
PT PIPELINES 0.00988892 0.00027871 0.00460785 0.01012345 0.02538799 0.02538799
FT FARMLAND 0.00184539 0.00005201 0.00085987 0.00040250 0.00325103 0.00325103
R1 FARMLAND DEV PH 1 0.00353372 0.00009960 0.00164657 0.00072450 0.00617915 0.00617915
GT PARKING LOT 0.01493430 0.00042091 0.00695878 0.01290000 0.03595258 0.03595258
Page 452 of 453
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4308
BEING A BY-LAW to confirm the proceedings of Council at its meeting held on
the 27th day of May, 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 May 27, 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 27th DAY OF MAY, 2019.
READ A THIRD AND FINAL TIME AND PASSED THIS 27th DAY OF MAY, 2019.
________________________________ MAYOR – Stephen Molnar
________________________________ TOWN CLERK – Donna Wilson
Page 453 of 453