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190624 Regular Council Meeting AgendaThe Corporation of the Town of Tillsonburg COUNCIL MEETING AGENDA Monday, June 24, 2019 6:00 PM Council Chambers 200 Broadway, 2nd Floor 1.Call to Order 2.Closed Session 3.Adoption of Agenda Proposed Resolution #1 Moved By: ________________ Seconded By: ________________ THAT the Agenda as prepared for the Council Meeting of Monday, June 24, 2019 be adopted. 4.Moment of Silence 5.Disclosures of Pecuniary Interest and the General Nature Thereof 6.Adoption of Council Minutes of Previous Meeting Proposed Resolution #2 Moved By: ________________ Seconded By: ________________ THAT the Minutes of the Council Meeting of June 13, 2019 be approved. 7.Presentations 8.Public Meetings Proposed Resolution #3 Moved By: ________________ Seconded By: ________________ THAT Council move into the Committee of Adjustment to hear applications for Minor Variance at _________pm. 8.1 Application for Minor Variance A05-19, 26 Thomas Avenue (Roy and Nancy Gardner) Proposed Resolution #4 Moved By: ________________ Seconded By: ________________ THAT the Committee of Adjustment approves Application File A05-19, submitted by Roy and Nancy Gardner, for lands described as Lot 88, Plan M-59, municipally known as 26 Thomas Avenue, Town of Tillsonburg, as it relates to: Relief from Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to permit an increase to the maximum lot coverage allowance for residential accessory buildings from 50 m2 (538.2 ft2) to 50.1 m2 (539.27 ft2), and; 1. Relief from Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to permit an increase to the maximum height allowance for a residential accessory building from 3.7 m (12.1 ft) to 4.19 m (13.75 ft), 2. subject to the condition that the portion of the driveway within the existing road allowance be paved with a solid surface, to the satisfaction of the Town Building Services Department. 8.2 Application for Minor Variance A06-19 (Brierwood Contracting Ltd.) Proposed Resolution #5 Moved By: ________________ Seconded By: ________________ THAT the Committee of Adjustment approves Application File A06-19, submitted by Brierwood Contracting Ltd. (Steve Wilson), for lands described as Lot 3, Plan 986, Town of Tillsonburg, as it relates to: Relief from Section 6.2, – Zone Provisions (R1) Exterior Side Yard Width, to reduce the required exterior side yard width from 7.5 m (24.6 ft) to 4.5 m (14.7 ft) to facilitate the construction of a single detached dwelling with an attached garage, 1. subject to the condition that a building permit for the proposed dwelling shall be issued within one year of the date of the Committee's decision. 8.3 Application for Permission A07-19, 76 Vienna Road (Michael Decloet) Page 2 of 226 Proposed Resolution #6 Moved By: ________________ Seconded By: ________________ THAT the Committee of Adjustment approves Application File A07-19, submitted by Michael Decloet, for lands described as Part Lot 1633, Plan 500, municipally known as 76 Vienna Road, Town of Tillsonburg, as it relates to: Permission to replace an existing legal non-conforming residential accessory building on the subject lands, to a maximum of 97.5 m2 (1,050 ft2), 1. Subject to the following conditions: i. A building permit for the proposed accessory structure shall be issued within one year of the date of the Committee's decision. ii. The existing accessory structure on the subject lands be removed, to the satisfaction of the Town Chief Building Official. Proposed Resolution #7 Moved By: ________________ Seconded By: ________________ THAT Council move out of the Committee of Adjustment and move back into regular Council session at ____________pm. 8.4 Application for Zone Change ZN 7-19-08, 19 Lyndale Road (Broadway Estates Ltd.) Proposed Resolution #8 Moved By: ________________ Seconded By: ________________ THAT Council approves the zone change application submitted by Broadway Estates Inc., whereby the lands described as Part 1, Plan 41R-9642 and Lot 66, Plan 41M- 218, municipally known as 19 Lyndale Road, be rezoned to ‘Low Density Residential – Type 1 Zone (R1) to facilitate the development of one new single detached dwelling per lot. 9.Planning Applications 10.Delegations 10.1 Grasscutting and Trimming Contract for Zone 1 Presented by: Robert Thornton, Nature’s Choice Lawn Care and Irrigation Proposed Resolution #9 Moved By: ________________ Seconded By: ________________ Page 3 of 226 THAT the Delegation - Nature's Choice Lawn Care and Irrigation, in regards to the grasscutting and trimming contract for Zone 1, be received as information. 11.Deputation(s) on Committee Reports 11.1 Joint Committee Report – Tillsonburg Aquatic Facilities Presenter: Eugene Todd, Chair, Recreation & Sport Advisory Committee Proposed Resolution #10 Moved By: ________________ Seconded By: ________________ THAT Council receives Report RCP 19-28 Joint Committee Report – Tillsonburg Aquatic Facilities, as information. 12.Information Items 13.Mayor Reports 13.1 MYR 19-08 Oxford County Update Proposed Resolution #11 Moved By: ________________ Seconded By: ________________ THAT Council receives Report MYR 19-08 Oxford County Update, as information. 14.Staff Reports 14.1 Chief Administrative Officer 14.2 Clerk's Office 14.2.1 CLK 19-17 To Appoint Municipal Trustees Proposed Resolution #12 Moved By: ________________ Seconded By: ________________ THAT Council receives Report CLK 19-17 To Appoint Municipal Trustees; AND THAT By-Law 4322 To Appoint Municipal Trustees be brought forward for Council consideration. 14.3 Development and Communication Services 14.4 Finance Page 4 of 226 14.5 Fire and Emergency Services 14.6 Operations 14.6.1 OPS 19-29 Airport Hanger Land Lease Taxiway G1 Lot 2 Proposed Resolution #13 Moved By: ________________ Seconded By: ________________ THAT Council receives Report OPS 19-29 Airport Hanger Land Lease Agreement Taxiway G1 Lot 2; AND THAT By-Law 4320 to authorize the Airport Hanger Land Lease Agreement with Jeff Howe be brought forward for Council consideration. 14.6.2 OPS 19-30 Airport Hanger Land Lease Taxiway G1 Lot 3 Proposed Resolution #14 Moved By: ________________ Seconded By: ________________ THAT Council receives Report OPS 19-30 Airport Hanger Land Lease Agreement Taxiway G1 Lot 3; AND THAT By-Law 4321 to authorize the Airport Hanger Land Lease Agreement with Ernest West be brought forward for Council consideration. 14.6.3 OPS 19-31 Results for RFP 2019-007 Transit Consulting Services Proposed Resolution #15 Moved By: ________________ Seconded By: ________________ THAT Council receives Report OPS 19-31 Results for RFP 2019-007 Transit Consulting Services; AND THAT Council awards RFP 2019-007 to IBI Group of Toronto, ON at a cost of $127,925.55 (net HST included), the highest scoring proposal received. 14.6.4 OPS 19-32 Results for RFP 2019-005 Airport Feasibility Analysis Proposed Resolution #16 Moved By: ________________ Seconded By: ________________ THAT Council receives Report OPS 19-32 Results for RFP 2019-005 Airport Feasibility Analysis; Page 5 of 226 AND THAT Council awards RFP 2019-005 to HR Aero Aviation Consulting of Ottawa, ON at a cost of $28,167.17 (net HST included), the highest scoring proposal received. 14.7 Recreation, Culture & Park Services 14.7.1 RCP 19-25 Summer Place Demolition Costs and Alternatives Proposed Resolution #17 Moved By: ________________ Seconded By: ________________ THAT Council receives Report RCP 19-25 – Summer Place Demolition Costs and Alternatives; AND THAT Council directs staff to proceed with Option _____ as identified in this Report. 14.7.2 RCP 19-26 Memorial Park Parking Expansion Proposed Resolution #18 Moved By: ________________ Seconded By: ________________ THAT Council receives Report RCP 19-26 Memorial Park Parking Expansion; AND THAT Council directs staff to issue the tender for the expanded parking project as outlined in Report RCP 19-26. 14.7.3 RCP 19-27 Aquatic Facility Needs and Concepts Update Proposed Resolution #19 Moved By: ________________ Seconded By: ________________ THAT Council receives Report RCP 19-27 Aquatics Facility Needs and Concepts Update, for information. 15.New Business 16.Consideration of Committee Minutes 16.1 Committee Minutes Proposed Resolution #20 Moved By: ________________ Seconded By: ________________ Page 6 of 226 THAT Council receives the Cultural, Heritage and Special Awards Advisory Committee Minutes dated June 5, 2019, the Accessibility Advisory Committee Minutes dated June 11, 2019, the Economic Development Advisory Committee Minutes dated June 11, 2019, and the Transit Advisory Committee Minutes dated June 18, 2019, as information. 16.2 Business Improvement Area Board of Management Minutes Proposed Resolution #21 Moved By: ________________ Seconded By: ________________ THAT Council receives the B.I.A. Board of Management Minutes dated May 23, 2019, as information. 17.Motions/Notice of Motions 17.1 Notice of Motions for Which Notice was Previously Given Proposed Resolution #22 Moved By: Councillor Parker Seconded By: ________________ THAT Council adopts the resolution that was passed by the Memorial Park Revitalization committee and the Recreation and Sport committee at their joint meeting in regards to Hardball #1 diamond and; THAT the Memorial Park Master Plan be amended to keep the orientation of Hardball #1 in its current location. 18.Resolutions/Resolutions Resulting from Closed Session 19.By-Laws 19.1 By-Law 4317, To Amend Zoning By-Law 3295 (ZN 7-19-08, 19 Lyndale Road, Broadway Estates) 19.2 By-Law 4320, To Authorize Airport Hangar Land Lease Agreement (Howe) 19.3 By-Law 4321, To Authorize Airport Hangar Land Lease Agreement (West) 19.4 By-Law 4322, To Appoint Municipal Trustees Proposed Resolution #23 Moved By: ________________ Seconded By: ________________ THAT By-Law 4317, to Amend Zoning By-Law 3295 (ZN 7-19-08, Broadway Estates Inc.) Page 7 of 226 By-Law 4320, to Authorize Airport Hangar Land Lease Agreement (Howe), and By-Law 4321, to Authorize Airport Hangar Land Lease Agreement (West), and By-Law 4322, to Appoint Municipal Trustees, be read for a first, second, third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. 20.Confirm Proceedings By-law Proposed Resolution #24 Moved By: ________________ Seconded By: ________________ THAT By-Law 4318 to Confirm the Proceedings of the Council Meeting held on June 24, 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. 21.Items of Public Interest 22.Adjournment Proposed Resolution #25 Moved By: ________________ Seconded By: ________________ THAT the Council Meeting of Monday, June 24, 2019 be adjourned at ______ p.m. Page 8 of 226 1 MINUTES Thursday, June 13, 2019 4:30 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 Amelia Jaggard, Legislative Services Coordinator _____________________________________________________________________ 1. Call to Order The meeting was called to order at 4:30 p.m. 2. Closed Session Resolution # 1 Moved By: Councillor Parker Seconded By: Councillor Esseltine THAT Council move into Closed Session to consider personal matters about an identifiable individual, including Town employees (TAAC Appointments and THI Board of Director Appointment). Carried Page 9 of 226 2 3. Adoption of Agenda Resolution # 2 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani THAT the Agenda as prepared for the Council Meeting of Thursday, June 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: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT the Minutes of the Council Meeting of May 27, 2019 be approved. Carried 7. Presentations 8. Public Meetings 9. Planning Applications 10. Delegations 11. Deputation(s) on Committee Reports 12. Information Items 12.1 Correspondence from the Premier of Ontario Resolution # 4 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT Council receives the correspondence from the Premier of Ontario, as information. Page 10 of 226 3 Carried 12.2 Correspondence from the Minister of Municipal Affairs and Housing Staff will provide a report regarding the community benefits charge when further information becomes available from the Ministry of Municipal Affairs and Housing. Resolution # 5 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT Council receives the correspondence from the Minister of Municipal Affairs and Housing, as information. Carried 12.3 Town of Oakville - Motion Bill 108 Resolution # 6 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT Council receives the correspondence from the Town of Oakville, regarding Bill 108, as information. Carried 13. Quarterly Reports 13.1 FIN 19-12 2019 First Quarter Consolidated Results Resolution # 7 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT Council receives Report FIN 19-12 2019 First Quarter Consolidated Results, as information. Carried 13.2 FIN 19-03 2019 First Quarter Corporate Services Results Page 11 of 226 4 13.3 DCS 19-16 2019 First Quarter Economic Development and Marketing Results 13.4 DCS 19-15 2019 First Quarter Building, Planning and By-Law Services Results 13.5 FRS 19-06 2019 First Quarter Fire Services Results 13.6 OPS 19-25 2019 First Quarter Operations Services Results 13.7 RCP 19-24 2019 First Quarter Recreation Culture and Parks Results Staff to provide a report regarding the Station Arts Centre building code project at the next Council meeting on Monday, June 24, 2019. Resolution # 8 Moved By: Councillor Parker Seconded By: Councillor Esseltine THAT Council receive the 2019 First Quarter Department Results, as information. Carried 14. Staff Reports 14.1 Chief Administrative Officer 14.1.1 CAO 19-04 Update - Tillsonburg Hydro System Expansion Charges Resolution # 14 Moved By: Councillor Parker Seconded By: Councillor Esseltine THAT Council receives Report CAO-19-05 Update - Tillsonburg Hydro Inc – System Expansion Charges, for information. Carried 14.2 Clerk's Office 14.3 Development and Communication Services 14.3.1 DCS 19-12 Municipal Access Agreement between the Town and Execulink Telecom Inc Page 12 of 226 5 Cephas Panschow, Development Comissioner, appeared before Council to answers questions. Section 4.10. Review of graffiti clause to conform with the Town of Tillsonburg's Graffiti By-Law 4278. Mr. Ian Stevens, President and CEO of Execulink Telecom Inc., appeared before Council. Resolution # 15 Moved By: Councillor Esseltine Seconded By: Councillor Luciani THAT Council receives Report DCS 19-12 Municipal Access Agreement between the Town and Execulink Telecom Inc; AND THAT By-Law 4316 to enter into a Municipal Access Agreement with Execulink Telecom Inc., to enable them to expand their network services in the Town of Tillsonburg, be brought forward for Council consideration. Carried 14.4 Finance 14.4.1 FIN 19-11 - Printer RFP Results Resolution # 16 Moved By: Councillor Esseltine Seconded By: Councillor Parker THAT Council receives Report FIN 19 -11 2019 Printer RFP Results for information; AND THAT the CAO be authorized to enter into an agreement with Toshiba Tec Canada for four years ending June 30, 2023. Carried 14.5 Fire and Emergency Services 14.5.1 Medical Tiered Response Agreement 2019 Resolution # 17 Moved By: Councillor Luciani Seconded By: Councillor Parker Page 13 of 226 6 THAT Council receives Report FRS 19-05 Medical Tiered Response Agreement 2019, as information; AND THAT the Town of Tillsonburg enter into an agreement with Oxford EMS attached hereto as Schedule A; AND THAT By-Law 4307 to authorize the agreement be brought forward for Council consideration. Carried 14.6 Operations 14.6.1 OPS 19-26 Downtown Accessibile Parking Improvements Resolution # 18 Moved By: Councillor Luciani Seconded By: Deputy Mayor Beres THAT Council receives Report OPS 19-26 Downtown Accessible Parking Improvements; AND THAT By-Law 4312 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. Carried 14.6.2 OPS 19-27 Oxford County Transportation Master Plan Resolution # 19 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani THAT Council receives Report OPS 19-27 Oxford County Draft Transportation Master Plan; AND THAT Council requests Oxford County support the implementation and on-going sustainability of the Town’s Inter- Community Transportation Program; AND THAT Council requests the future role of the Tillsonburg Regional Airport be expanded upon within the Draft Transportation Master Plan; Page 14 of 226 7 AND FURTHER THAT Council requests Oxford County provide an annual financial contribution in the amount of $150,000 to support the only municipally owned major Airport in Oxford County; AND FURTHER THAT this report be forwarded to Oxford County Council for consideration. Carried 14.6.3 OPS 19-28 Results for RFP 2019-006 Front End Loader Resolution # 20 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani THAT Council receives Report OPS 19-28 Results for RFP 2019- 006 Front End Loader; AND THAT Council award RFP 2019-006 to Advance Construction Equipment Ltd. at a cost of $211,655.71 (net HST included), the highest scoring proposal received. Carried 14.7 Recreation, Culture & Park Services 15. New Business 16. Consideration of Committee Minutes 16.1 Committee Minutes Resolution # 21 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT Council receives the Airport Advisory Committee Minutes dated May 23, 2019, the Accessibility Advisory Committee Minutes dated May 28, 2019, and the Memorial Park Revitalization Advisory Committee and Recreation and Sports Advisory Committee Joint Meeting Minutes dated May 29, 2019, as information. Carried 16.2 Long Point Conservation Authority Board of Director Minutes Page 15 of 226 8 Resolution # 22 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT Council receives the Long Point Conservation Authority Board of Director Minutes dated May 1, 2019, as information. Carried 17. Motions/Notice of Motions Motion Moved by: Councillor Parker THAT Council adopts the resolution that was passed by the Memorial Park Revitalization committee and the Recreation and Sport committee at their joint meeting in regards to Hardball #1 diamond and; THAT the Memorial Park Master Plan be amended to keep the orientation of Hardball #1 in its current location. 17.1 Notice of Motions for Which Notice was Previously Given Staff to bring forward a report and a By-Law to update the Flag Policy at the Council meeting on Monday, June 24, 2019. Resolution # 23 Moved By: Councillor Parker Seconded By: Councillor Gilvesy That the Town of Tillsonburg’s Flag Policy be amended. To read the following: 3.3 The charitable, community, or ethnic group flag will be flown in place of the Town of Tillsonburg Flag at the Broadway and Oxford South End Parkette. The National Flag of Canada will be flown at all times. AND THAT the Pride Flag which is scheduled to fly from June 14, 2019 to June 24, 2019, be flown at the the Broadway and Oxford South End Parkette. Carried 18. Resolutions/Resolutions Resulting from Closed Session 18.1 THI SEC 19-02 Appointment of THI Board of Directors Page 16 of 226 9 Resolution # 24 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani THAT Council forwards the slate of candidates to the Shareholder for consideration at the 2019 Annual General Meeting of THI on June 25, 2019. Carried 19. By-Laws 19.1 By-Law 4307, To Authorize a Medical Tiered Response Agreement 19.2 By-Law 4312, To Amend By-Law 3701, Traffic By-Law 19.3 By-Law 4313, To Amend Schedule A of By-Law 4247, Committee Appointments 19.4 By-Law 4315, To Establish Development Charges for the Town of Tillsonburg, and repeal By-Law 3827 19.5 By-Law 4316, To Authorize a Municipal Access Agreement Resolution # 25 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT By-Law 4307, To Authorize a Medical Tiered Response Agreement; By-Law 4312, To Amend By-Law 3701, Traffic By-Law; By-Law 4315, To Establish Development Charges for the Town of Tillsonburg, and to repeal By-Law 3827; and By-Law 4316, To Authorize a Municipal Access Agreement, be read for a first, second, third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried 20. Confirm Proceedings By-law Page 17 of 226 10 Resolution # 26 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT By-Law 4314 to Confirm the Proceedings of the Council Meeting held on June 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 21. Items of Public Interest There will be a Yard Sale to support efforts to raise money for a community splash pad on Friday, June 28 and Saturday, June 29, located outside Zehrs in Tillsonburg. Tillsonburg Turtlefest is June 14 to June 16, 2019. Solar motion lights have been installed at the Dog Park. June is Seniors Month. 22. Adjournment Resolution # 27 Moved By: Councillor Parker Seconded By: Councillor Luciani THAT the Council Meeting of Thursday, June 13, 2019 be adjourned at 7:27 p.m. Carried Page 18 of 226 Community Planning P. O. Box 1614, 21 Reeve Street Woodstock Ontario N4S 7Y3 Phone: 519-539-9800  Fax: 519-421-4712 Web site: www.oxfordcounty.ca Our File: A 05-19 APPLICATION FOR MINOR VARIANCE TO: Town of Tillsonburg Committee of Adjustment MEETING: June 24, 2019 REPORT NUMBER: 2019-187 OWNERS: Roy and Nancy Gardner 26 Thomas Avenue, Tillsonburg ON, N4G 5K8 REQUESTED VARIANCES: 1. Relief from Section 6.2, – Zone Provisions (R1), Exterior Side Yard Minimum Width, to reduce the required exterior side yard width from 7.5 m (24.6 ft) to 4.95 m (16.2 ft); 2. Relief from Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to permit an increase to the maximum lot coverage allowance for residential accessory buildings from 50 m2 (538.2 ft2) to 50.1 m2 (539.27 ft2), and; 3. Relief from Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to permit an increase to the maximum height allowance for a residential accessory building from 3.7 m (12.1 ft) to 4.19 m (13.75 ft) The proposed variances have been requested to facilitate the construction of a residential accessory building on the west side of the subject lands. LOCATION: The subject property is described as Lot 88, Plan M-59 in the Town of Tillsonburg. The subject lands are located on the south side of Thomas Avenue, lying between Concession Street East and Demeyere Avenue and are municipally known as 26 Thomas Avenue, in Tillsonburg. BACKGROUND INFORMATION: COUNTY OF OXFORD OFFICIAL PLAN: 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: Low Density Residential Type 1 Zone (R1) Page 19 of 226 File Number: A 05-19 Report Number 2019-187 Page 2 SURROUNDING USES: Predominately low density residential development, with recreation lands (Annadale Ball Diamonds) to the north. COMMENTS: (a) Purpose of the Application: The applicants have requested the above-noted relief from the applicable provisions of the Town Zoning By-law to facilitate the construction of a detached garage, approximately 50.1 m2 (540 ft2) in area with a height of 4.19 m (13.75 ft). The applicant has indicated that the proposed garage will be used to store their motorhome. It is proposed that the said garage will be located on the west side of the subject lands, with an exterior yard setback of 4.95 m (16.2 ft). This location has been requested to permit a setback in keeping with the existing exterior side yard width of the existing dwelling, and it is noted that although the existing dwelling and driveway entrance are situated on the north side Thomas Avenue, the actual front lot line is on the east side of the subject lands. It is further noted that although the applicant has requested the reduction to the exterior side yard width, Section 6.2.1 of the Zoning By-law states that where two abutting corner lots share the same rear lot line and their exterior side yards abut a local road, the minimum exterior side yard setback may be reduced to 4.5 m (14.8 ft), negating the need for relief from the exterior side yard provision. The subject lands are approximately 885.13 m2 (9,527.5 ft2) in size and contain an existing single detached dwelling, with an attached garage, built in approximately 2011. The subject lands are located on the south side of Thomas Avenue, lying between Concession Street East and Demeyere Avenue and surrounding land uses are predominately single detached dwellings. Plate 1, Location Map with Existing Zoning with Parcel Lines, shows the location of the subject property and the zoning in the immediate vicinity. Plate 2, 2015 Aerial Photo, provides an aerial view of the subject lands. Plate 3, Applicant’s Site Sketch, shows the location and dimensions of the existing and proposed structures on the subject lands. (b) Agency Comments: The application was circulated to a number of public agencies. The Town of Tillsonburg Chief Building Official has indicated that the portion of the driveway within the road allowance will be required to be paved with a solid surface material. (c) Public Consultation: Public Notice was mailed to surrounding property owners on May 29, 2019. To date no comments of concern have been received from the public. Page 20 of 226 File Number: A 05-19 Report Number 2019-187 Page 3 (d) Intent and Purpose of the Official Plan: The subject lands are designated Low Density Residential according to the Official Plan. Within the Low Density Residential designation, permitted land uses primarily consist of low density housing forms including single detached dwellings, duplexes and street fronting town houses as well as accessory uses thereto. The use of the lands for a single detached dwelling with a detached garage conforms to the Low Density Residential policies of the Official Plan. (e) Intent and Purpose of the Zoning By-law: The subject property is zoned ‘Low Density Residential Type 1 Zone (R1)’ in the Town Zoning By-law, which permits a single detached dwelling, as well as residential accessory structures. The ‘R1’ zone requires a minimum lot area of 608 m2 (6,544.7 ft2) and a minimum lot frontage of 19 m (62.3 ft) for a corner lot, as well as a minimum lot depth of 32 m (105 ft). Where two abutting corner lots share the same rear lot line, and their exterior side yards abut a local road, then the minimum exterior side yard for such lots shall be 4.5 m (14.8 ft). The applicant is proposing to locate the residential accessory structure 4.95 m (16.24 ft) from the exterior lot line of the subject lands, which is in keeping with the minimum requirements of the Zoning By-law. Table 5.1.1.4 of the Zoning By-law establishes the development standards for accessory buildings and structures and provides that residential accessory buildings shall be located a minimum of 1.2 m (3.9 ft) from the main building on the property and shall have a maximum height of 3.7 m (12.1 ft), with a maximum lot coverage of 50 m2 (538.2 ft2) or 10% of lot coverage and shall be located in accordance with the minimum yard setback requirements of the applicable zone. These provisions are intended to ensure such structures remain clearly secondary and ancillary to the main use of the property, while having minimal impacts on neighbouring properties. These provisions also assist in ensuring sufficient space is maintained on the property to accommodate for grading and drainage, as well as private amenity space. In this instance, the applicants are proposing to construct a residential accessory building, 50.1 m2 (540 ft2) in size, with a height of 4.2 m (13.75 ft) that will be located outside of the required exterior side yard area. As per the submitted site sketch, the proposed accessory building also appears to maintain the required 1.2 m (3.9 ft) rear yard setback, as well as the required 1.2 m (3.9 ft) setback distance to the existing dwelling on the subject lands. At approximately 885.13 m2 (9,527.5 ft2), it is recognized that sufficient lot area exists on the subject property to accommodate for drainage and amenity space. It is the opinion of this office that the proposed increase to the permitted accessory building lot coverage meets the intent of the Town Zoning By-law, as the total area and height of the proposed accessory structure can be considered to be secondary or ancillary to the main use of the property for residential purposes, which consist of a dwelling approximately 226 m2 (2,432 ft2) in size. Further, staff are of the opinion that the minor increase to the lot coverage and height allowances for the proposed detached garage can be considered reasonable for the needs of a residential use. Page 21 of 226 File Number: A 05-19 Report Number 2019-187 Page 4 (f) Desirable Development/Use: The proposed variances seek to allow for an increase to the maximum lot coverage and height allowance for a residential accessory building on the subject lands. Staff are of the opinion that the proposal is appropriate and would not create an undesirable precedent as subject property is sufficiently large enough to accommodate the proposed structure size without resulting in typical lot coverage issues or adversely impacting neighbouring properties. Planning staff have reviewed the applicant’s request and are of the opinion that given the nature of the proposal it is in keeping with the Town Zoning By-law as the proposed relief represents a minor deviation from the maximum lot coverage and height provisions as contained within the Town’s Zoning By-law. Overall, staff are of the opinion that this proposal is minor in nature and satisfies the four tests for minor variance as set out in Section 45(1) of the Planning Act and can be supported from a Planning perspective. RECOMMENDATION: That the Town of Tillsonburg Committee of Adjustment approve Application File A05-19, submitted by Roy and Nancy Gardner, for lands described as Lot 88, Plan M-59, municipally known as 26 Thomas Avenue, Town of Tillsonburg, as it relates to: 1. Relief from Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to permit an increase to the maximum lot coverage allowance for residential accessory buildings from 50 m2 (538.2 ft2) to 50.1 m2 (539.27 ft2), and; 2. Relief from Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to permit an increase to the maximum height allowance for a residential accessory building from 3.7 m (12.1 ft) to 4.19 m (13.75 ft) Subject to the following condition: i. The portion of the driveway within the existing road allowance be paved with a solid surface, to the satisfaction of the Town Building Services Department. As the proposed variances are: (i) minor variances from the provisions of the Town of Tillsonburg Zoning By-law No. 3295; (ii) desirable for the appropriate development or use of the land; (iii) in-keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law No. 3295; and (iv) in-keeping with the general intent and purpose of the Official Plan. Authored by: Heather St. Clair, MCIP, RPP, Development Planner Approved for submission by: Eric Gilbert, MCIP, RPP, Senior Planner Page 22 of 226 File Number: A 05-19 Report Number 2019-187 Page 5 Page 23 of 226 File Number: A 05-19 Report Number 2019-187 Page 6 Report Approval Details Document Title: A05-19_rpt.docx Attachments: - a05-19t_appl-20190529.pdf - Plates.pdf Final Approval Date: Jun 17, 2019 This report and all of its attachments were approved and signed as outlined below: David Calder - Jun 17, 2019 - 11:11 AM Page 24 of 226 a05-19002530065 Page 25 of 226 Page 26 of 226 Page 27 of 226 Page 28 of 226 June 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 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 and Parcel Lines) File No. A5-19: Gardner Lot 88, Plan M-59, 26 Thomas Avenue, Town of Tillsonburg Subject Lands Page 29 of 226 June 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 260 Notes NAD_1983_UTM_Zone_17N 13 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: 2015 Aerial Photo File No. A5-19: Gardner Lot 88, Plan M-59, 26 Thomas Avenue, Town of Tillsonburg Subject Lands Page 30 of 226 Plate 3: Applicant's Sketch File No. A5-19: Gardner Lot 88, Plan M-59, 26 Thomas Avenue, Town of Tillsonburg Page 31 of 226 Community Planning P. O. Box 1614, 21 Reeve Street Woodstock Ontario N4S 7Y3 Phone: 519-539-9800  Fax: 519-421-4712 Web site: www.oxfordcounty.ca Our File: A06-19 APPLICATION FOR MINOR VARIANCE TO: Town of Tillsonburg Committee of Adjustment MEETING: June 24, 2019 REPORT NUMBER: 2019-198 OWNER: Brierwood Contracting Ltd Steve Wilson 144 Juno Crescent, Woodstock ON N4T 0H6 REQUESTED VARIANCE: 1. Relief from Section 6.2, – Zone Provisions (R1), Exterior Side Yard Minimum Width, to reduce the required exterior side yard width from 7.5 m (24.6 ft) to 4.5 m (14.8 ft) to facilitate the construction of a single detached dwelling on the subject lands. LOCATION: The subject property is described as Lot 3, Plan 986 in the Town of Tillsonburg. The subject lands are located on the southwest corner of Highland Drive and Hillyndale Road, west of Potters Road. BACKGROUND INFORMATION: COUNTY OF OXFORD OFFICIAL PLAN: 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: Low Density Residential Type 1 Zone (R1) Regulatory Flood/Fill Line SURROUNDING USES: Low density residential development to the north, east and south, with ‘Open Space Zone (OS)’ lands to the west (Cadman Park). Page 32 of 226 File Number: A06-19 Report Number 2019-198 Page 2 COMMENTS: (a) Purpose of the Application: The applicant is requesting relief from the above-noted provision of the Town Zoning By-law to facilitate the construction of a single detached dwelling on the subject lands. A similar variance was approved by the Committee of Adjustment in May, 2018 but the applicant failed to secure a building permit within one year of approval from the Committee (a condition of the previous approval), and as such is required to obtain approval from the Committee again. The subject lands are approximately 986.7 m2 (10,620.7 ft2) in area, and are currently vacant. The subject lands are located on the southwest corner of Highland Drive and Hillyndale Road and surrounding land uses are predominately low density residential, and Cadman Park to the west. Plate 1, Location Map with Existing Zoning with Parcel Lines, shows the location of the subject property and the zoning in the immediate vicinity, including the location of the Regulated Flood/Fill Line. Plate 2, 2015 Aerial Photo, provides an aerial view of the vacant subject lands. Plate 3, Applicant’s Site Sketch, shows the location and setbacks of the proposed dwelling on the subject lands. (b) Agency Comments: The application was circulated to a number of public agencies. Town Manager of Building Services and the Director of Recreation, Culture and Parks have indicated they have no comments or concerns with the proposal. (c) Public Consultation: Public Notice was mailed to surrounding property owners on May 29, 2019. To date no comments of concern have been received from the public. (d) Intent and Purpose of the Official Plan: The subject lands are designated Low Density Residential according to the County of Oxford Official Plan. Within the Low Density Residential designation, permitted land uses primarily consist of low density housing forms including single detached dwellings, duplexes and street fronting town houses as well as accessory uses thereto. The use of the lands for a single detached dwelling with an attached garage conforms to the Low Density Residential policies of the Official Plan. (e) Intent and Purpose of the Zoning By-law: The subject property is zoned ‘Low Density Residential Type 1 Zone (R1)’ in the Town Zoning By-law, which permits a single detached dwelling and establishes minimum setback requirements for development, including a minimum exterior side yard width of 7.5 m (24.6 ft). Page 33 of 226 File Number: A06-19 Report Number 2019-198 Page 3 The purpose of the exterior side yard requirement is to ensure that dwellings are sufficiently setback from the street line to ensure sightlines and typical road maintenance efforts remain unimpeded, and to ensure that traffic and pedestrian safety is unaffected by the presence of a dwelling. No comments of concern were received from Town Engineering staff, and the proposed dwelling is not anticipated to have negative impacts on sightlines for vehicle and pedestrian traffic, or road maintenance efforts. Further, the proposal appears to comply with all other development standards in the Zoning By-law. Given this, staff are satisfied that the proposal is in keeping with the general purpose and intent of the Town Zoning By-law. The subject lands are also affected by the Long Point Region Conservation Authority’s regulation area. No comments of concern were received from this agency, but it is noted that a permit from their office may be required as part of the building permit process. (f) Desirable Development/Use: The applicant is proposing to reduce the required exterior side yard width by 3 m (9.8 ft) to facilitate the construction of a single detached dwelling with an attached garage. It is the opinion of this Office that the applicant’s request can be considered minor and desirable for the development of the subject property. As the proposed relief is not anticipated to have an adverse effect on traffic safety or adjacent neighbouring properties, staff are satisfied that the applicant’s request is appropriate in this instance. In light of the foregoing, it is the opinion of this Office that the requested relief is in keeping with the general intent and purpose of the County Official Plan and Town Zoning By-law and should be given favourable consideration. RECOMMENDATION: That the Town of Tillsonburg Committee of Adjustment approve Application File A06-19, submitted by Brierwood Contracting Ltd. (Steve Wilson), for lands described as Lot 3, Plan 986, Town of Tillsonburg, as it relates to: 1. Relief from Section 6.2, – Zone Provisions (R1) Exterior Side Yard Width, to reduce the required exterior side yard width from 7.5 m (24.6 ft) to 4.5 m (14.7 ft) to facilitate the construction of a single detached dwelling with an attached garage. Subject to the following condition: i. A building permit for the proposed dwelling shall be issued within one year of the date of the Committee's decision. As the proposed variance is: (i) a minor variance from the provisions of the Town of Tillsonburg Zoning By-law No. 3295; (ii) desirable for the appropriate development or use of the land; Page 34 of 226 File Number: A06-19 Report Number 2019-198 Page 4 (iii) in-keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law No. 3295; and (iv) in-keeping with the general intent and purpose of the Official Plan. Authored by: original signed by Heather St. Clair, MCIP, RPP, Development Planner Approved for submission by: original signed by Eric Gilbert, MCIP, RPP, Senior Planner Page 35 of 226 File Number: A06-19 Report Number 2019-198 Page 5 Report Approval Details Document Title: A06-19_rpt.docx Attachments: - Plates.pdf - a06-19t_appl-20190529.pdf Final Approval Date: Jun 17, 2019 This report and all of its attachments were approved and signed as outlined below: David Calder - Jun 17, 2019 - 11:29 AM Page 36 of 226 May 7, 2018 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey Legend 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 and Parcel Lines File No: A06-19 - Brierwood Contracting Ltd (Wilson) Lot 3, Plan 986, Tillsonburg Subject Lands Highland Drive Hillyndale Road Birch Drive Potter's Road North Page 37 of 226 May 7, 2018 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey Legend 260 Notes NAD_1983_UTM_Zone_17N 13 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 Photo File No: A06-19 - Brierwood Contracting Ltd (Wilson) Lot 3, Plan 986, Tillsonburg Subject Lands Hillyndale Road Highland Drive Page 38 of 226 Plate 3: Applicant's Sketch File No: A06-19 - Brierwood Contracting Ltd. (Wilson) Lot 3, Plan 986, Tillsonburg Page 39 of 226 A06-19000410264 Page 40 of 226 Page 41 of 226 Page 42 of 226 Page 43 of 226 Community Planning P. O. Box 1614, 21 Reeve Street Woodstock Ontario N4S 7Y3 Phone: 519-539-9800  Fax: 519-421-4712 Web site: www.oxfordcounty.ca Our File: A07-19 APPLICATION FOR PERMISSION TO: Town of Tillsonburg Committee of Adjustment MEETING: June 24, 2019 REPORT NUMBER: 2019-200 OWNER: Michael Decloet 76 Vienna Road, Tillsonburg ON REQUESTED PERMISSION: Pursuant to Section 45(2) of the Planning Act, the applicant has applied for permission to allow for the replacement of an existing legal non-conforming residential accessory structure. LOCATION: The subject property is described as Part Lot 1633, Plan 500 in the Town of Tillsonburg. The subject lands are located on the east side of Vienna Road, lying between Towerline Road and Spruce Street and are municipally known as 76 Vienna Road, Tillsonburg. BACKGROUND INFORMATION: COUNTY OF OXFORD OFFICIAL PLAN: Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Service Commercial TOWN OF TILLSONBURG ZONING BY-LAW: Future Development Zone (FD) SURROUNDING USES: Surrounding land uses are predominately comprised of existing residential uses to the west, service commercial uses to the north and industrial uses to the east and south. Page 44 of 226 File Number: A07-19 Report Number 2019-200 Page 2 (a) Purpose of the Application: The applicant has applied for permission under Section 45(2) of the Planning Act to allow for the replacement of an existing legal non-conforming residential accessory building on the subject lands. The applicant has indicated that the existing residential accessory structure, which is located on the south side of the property, is approximately 16.7 m2 (180 ft2) in size, and it is proposed that this structure will be removed and replaced with a new detached garage, approximately 97.37 m2 (1,050 ft2) in size, which will be located on the east side of the subject lands. The subject lands, which contain an existing single detached dwelling, the existing garage (to be removed) and an existing garden shed (7.8 m2 or 84.6 ft2 in size), are approximately 1,409.3 m2 (15,169.6 ft2) in size, with approximately 26.5 m (86.9 ft) of frontage on Vienna Road. Surrounding land uses are predominately single detached dwellings to the west and industrial and service commercial uses to the east. The applicant requires permission from the Committee of Adjustment to replace the existing legal non-conforming structure because the ‘Future Development Zone (FD)’ that applies to the subject property does not permit the erection of new buildings or structures. Plate 1, Location Map with Existing Zoning with Parcel Lines, shows the location of the subject property and the zoning in the immediate vicinity. Plate 2, 2015 Aerial Photo, provides an aerial view of the subject lands. Plate 3, Applicant’s Site Sketch, shows the location and setbacks of the existing and proposed structures on the subject lands. (b) Agency Comments: The application was circulated to a number of public agencies. To date, no comments of concerns have been received from any of the public agencies circulated. (c) Public Consultation: Public Notice was mailed to surrounding property owners on May 30, 2019. To date no comments of concern have been received from the public. (d) Planning Review: The subject lands are designated Service Commercial according to the Official Plan. Within the Service Commercial designation, permitted land uses primarily consist of a broad range of commercial uses that, for the most part, are not suited to locations within the Central Area because of their site area, access or exposure requirements or due to compatibility conflicts with residential development. Generally, service commercial uses cater to vehicular traffic and single purpose shopping trips where customers are typically generated from passing traffic or a wide ranging market area. Page 45 of 226 File Number: A07-19 Report Number 2019-200 Page 3 A site specific special Official Plan policy also applies to the subject lands that states that development, or redevelopment within the Service Commercial designation may be permitted for Service Commercial uses such as automotive services, personal and business services, convenience commercial uses and restaurants, provided that any such use minimizes conflict between residential areas on the west side of Vienna Road and the industrial areas to the east. When reviewing development proposals or establishing zoning regulations the Town shall provide maximum setbacks from Vienna Road and shall restrict points of vehicular access to minimize vehicular traffic problems. The front yards adjacent to Vienna Road shall be maintained in an attractive landscaped form and any parking areas shall be screened and buffered from the residential uses. Open storage uses shall be restricted in size and located to the rear of the properties and shall be effectively screened. Section 10.3.5 (Zoning By-law and Non-Conforming Uses) of the Official Plan states that the Committee of Adjustment may permit the extension, enlargement or change of use of a legally established land use that does not conform to the Official Plan and the local area municipal Zoning By-law. In evaluating such applications, the Committee shall consider the following criteria:  the use has been continuous from the day the Zoning By-law came into effect;  there will be no extension of the site or building beyond the limits of land owned and used from the effective date of the By-law;  permission for the extension, enlargement or change in the non-conforming use is in keeping with the general intent of the Official Plan and will not aggravate those aspects of the use that do not conform to the Official Plan or Zoning By-law;  that existing municipal services such as water, sewers, stormwater management facilities and roads will be adequate;  that there are adequate parking and loading facilities to accommodate the proposed use;  that the proposed extension, enlargement or change in use would include measures to reduce nuisances, protect adjacent properties and improve the compatibility of the use with surrounding areas; and,  that the extension, enlargement or change in use is necessary to avoid undue hardship on the applicant, provided that all other criteria have been met, there are no negative effects on environmental resources and the proposed use is more compatible than the existing use relative to the relevant Official Plan policies. It is the opinion of the Planning office that this application complies with the criteria outlined in Section 10.3.5 of the Official Plan. Staff have reviewed the previous Zoning By-law (By-law 1994) and note that the subject lands were previously zoned ‘Residential Type 2 Zone (R2)’, which permitted the use of the lands for single detached dwellings and their accessory buildings. It is also noted that the existing single detached dwelling and accessory structure on the subject lands were built in 1930, according to the applicant. Given this, staff are satisfied that the use of the subject lands for residential purposes has been on-going since before the implementation of the current Zoning By-law in 2008 and have continued since that time. Further, staff are satisfied that the proposed accessory building will be wholly situated within the confines of the subject lands, and that approval of the applicant’s request will not impede the ability of the subject lands to redevelop for a use that is more in-keeping with the policy direction of the Official Plan (in this case for service commercial uses), and that sufficient services appear to exist to adequately serve the needs of the subject lands. Additionally, while it is recognized that the proposed accessory structure exceeds the maximum lot coverage allowance for a residential accessory building, it is noted that the proposed size of the structure will maintain Page 46 of 226 File Number: A07-19 Report Number 2019-200 Page 4 flexibility for future transition into a use that is more in keeping with the intent of the Service Commercial designation of the Official Plan, which maintains the policy criteria of Section 10.3.5 of the Official Plan. (f) Summary: In light of the foregoing, it is the opinion of this Office that the applicant’s proposal can be given favourable consideration. Staff are satisfied that the application complies with the criteria outlined in Section 45(2) of the Planning Act and complies with the policy direction contained in Section 10.3.5 of the Official Plan respecting non-conforming uses. RECOMMENDATION: That the Town of Tillsonburg Committee of Adjustment approve Application File A07-19, submitted by Michael Decloet, for lands described as Part Lot 1633, Plan 500, municipally known as 76 Vienna Road, Town of Tillsonburg, as it relates to: 1. Permission to replace an existing legal non-conforming residential accessory building on the subject lands, to a maximum of 97.5 m2 (1,050 ft2), Subject to the following conditions: i. A building permit for the proposed accessory structure shall be issued within one year of the date of the Committee's decision. ii. The existing accessory structure on the subject lands be removed, to the satisfaction of the Town Chief Building Official. Authored by: original signed by: Heather St. Clair, MCIP, RPP, Development Planner Approved for submission by: original signed by: Eric Gilbert, MCIP, RPP, Senior Planner Page 47 of 226 File Number: A07-19 Report Number 2019-200 Page 5 Report Approval Details Document Title: A07-19_rpt.docx Attachments: - A07-19-report_attachments.pdf - a07-19t_appl-20190530.pdf Final Approval Date: Jun 17, 2019 This report and all of its attachments were approved and signed as outlined below: David Calder - Jun 17, 2019 - 11:35 AM Page 48 of 226 June 12, 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 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 and Parcel Lines) File No. A7-19: Decloet Part Lot 1633, Plan 500, 76 Vienna Road, Town of Tillsonburg Subject Lands Page 49 of 226 June 12, 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 260 Notes NAD_1983_UTM_Zone_17N 13 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) Subject Lands Vienna Road Plate 2: 2015 Aerial Photo File No. A7-19: Decloet Part Lot 1633, Plan 500, 76 Vienna Road, Town of Tillsonburg Page 50 of 226 Plate 3: Applicant's Sketch File No. A7-19: Decloet Part Lot 1633, Plan 500, 76 Vienna Road, Town of Tillsonburg Page 51 of 226 000450002 A07-19 Page 52 of 226 Page 53 of 226 Page 54 of 226 Page 55 of 226 Page 1 of 6 Report No: CP 2019-194 COMMUNITY PLANNING Council Date: June 24, 2019 To: Mayor and Members of Tillsonburg Council From: Heather St. Clair, Development Planner, Community Planning Application for Zone Change ZN 7-19-08 – Broadway Estates Inc. REPORT HIGHLIGHTS  The application for zone change proposes to rezone an existing vacant residential lot, as well as a portion of a closed road that was transferred to the applicant, to facilitate the development of one single detached dwelling for each of the lots.  Planning staff are supportive of the requested zone change as it will have the effect of facilitating residential development on lands designated for such use, which is in keeping with the policy direction of the Provincial Policy Statement and the County Official Plan. DISCUSSION Background OWNER: Broadway Estates Inc. 75 Blackfriars Street, London ON, N6H 1K8 LOCATION: The subject lands are located between Quarter Town Line, Lyndale Road and Brookside Lane and are described as Lot 66, Plan 41M-218 and Part 1 of 41R-9642, Town of Tillsonburg. The vacant residential lot is municipally known as 19 Lyndale Road, Tillsonburg. COUNTY OF OXFORD OFFICIAL PLAN: Schedule “T-1” Schedule “T-2” Town of Tillsonburg Land Use Plan Town of Tillsonburg Residential Density Plan Residential Low Density Residential Page 56 of 226 Report No: CP 2019-194 COMMUNITY PLANNING Council Date: June 24, 2019 Page 2 of 6 TOWN OF TILLSONBURG ZONING BY-LAW NO. 3295: Existing Zoning: Special Low Density Residential – Type 1 Zone (R1-6) Passive Use Open Space Zone (OS1) Proposed Zoning: Low Density Residential – Type 1 Zone (R1) PROPOSAL: The application for zone change proposes to rezone one existing vacant residential lot, as well as the western portion of a closed road allowance that was recently transferred to the applicant, to facilitate the development of single detached dwellings. Town Council approved a recommendation in April 2018 to close the western portion of Brookside Lane and declare these lands as surplus, to be conveyed to the developer of the adjacent subdivision lands (and the owner of 19 Lyndale Road), Broadway Estates Inc. This recommendation was initiated by the Town Engineering Department and no concerns were raised by any of the Town Departments at that time. The current zoning of 19 Lyndale Road is ‘Special Low Density Residential – Type 1 Zone (R1- 6) which allows for a reduced exterior side yard setback of 3.5 m (11.5 ft), whereas 7.5 m (24.6 ft) is typically required in the ‘R1’ zone. The closure of the western portion of Brookside Lane will change the nature of 19 Lyndale Road from a corner lot to an interior lot and as such the special provisions of the ‘R1-6’ zoning to permit a reduced exterior side yard setback will no longer apply. A further amendment to the existing zoning of the portion of Brookside Lane also is required to facilitate future residential development on this lot as a portion of these lands are zoned Passive Open Space (OS1), reflective of the proximity of the storm water management area adjacent to the north. Lot 66 on Plan 41M-218, (being 19 Lyndale Road) is approximately 739.1 m2 (7,955.6 ft2) in size, with approximately 19.2 m (63 ft) of frontage on Lyndale Road, while it is proposed that the future lot comprised of the western portion of Brookside Lane will be approximately 729 m2 (7,846.9 ft2) in size. The subject lands are currently vacant and surrounding land uses are predominately vacant lands intended for future single detached dwellings, as well as existing single detached dwellings along Lyndale Road and Belmont Avenue. Existing open space lands are located to the north of the subject lands and Bethel Pentecostal Church is located to the southwest. Plate 1, Location Map with 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 vacant subject lands. Plate 3, Applicant’s Sketch, shows the configuration of the lots that are subject to this application. Page 57 of 226 Report No: CP 2019-194 COMMUNITY PLANNING Council Date: June 24, 2019 Page 3 of 6 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 states that Settlement Areas will be the focus of growth and their vitality and regeneration shall be promoted. Section 1.1.3.3 of the PPS states that Planning authorities shall identify and promote opportunities for intensification and redevelopment where this can be accommodated taking into account existing building stock or areas, including brownfield sites, and the availability of suitable existing or planned infrastructure and public service facilities required to accommodate projected needs. Section 1.4.3 of the PPS states that Planning authorities shall provide for an appropriate mix of housing types and densities to meet projected requirements of current and future residents by permitting and facilitating all forms of housing required to meet the social, health, and well-being requirements of current and future residents and permitting and facilitating all forms of residential intensification, including second units, and redevelopment in accordance with policy 1.1.3.3. OFFICIAL PLAN: The subject lands are designated ‘Residential’ and ‘Low Density Residential’ according to the Land Use Plan and Residential Density Plan for the Town of Tillsonburg, as contained in the County of Oxford Official Plan. Low density residential areas are those lands that are primarily developed or planned for a variety of low-rise, low density housing forms including both executive and smaller single-detached dwellings, semi-detached, duplex and converted dwellings, street- fronting townhouses and other, similar development. Within areas designated Low Density Residential, it is intended that there will be a mixing and integration of different forms of housing to achieve a low overall density of use. The policies of Section 8.2 (Town of Tillsonburg Housing Development and Residential Areas) promote the accommodation of 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. TOWN OF TILLSONBURG ZONING BY-LAW: The existing residential lot at 19 Lyndale Road is currently zoned ‘Special Low Density Residential Type 1 Zone (R1-6)’, which allows for the development of a single detached dwelling and includes a site specific provision to allow for a reduced exterior side yard width of 3.5 m (11.5 ft), whereas 7.5 m (24.6 ft) is typically required. The former road allowance is currently split zoned, encompassing the lands between the existing ‘Passive Open Space Zone (OS1)’ lands to the north and the ‘Special Low Density Residential – Type 1 Zone (R1-6)’ lands to the south. Page 58 of 226 Report No: CP 2019-194 COMMUNITY PLANNING Council Date: June 24, 2019 Page 4 of 6 It is proposed that both the former Brookside Lane road allowance lands and the existing residential lot at 19 Lyndale Road be rezoned to ‘Low Density Residential – Type 1 Zone (R1)’ to facilitate the development of one single detached dwelling per lot. The ‘R1’ zone requires a minimum lot area of 480 m2 (5,166.8 ft2) and a minimum lot frontage of 15 m (49.2 ft) for an interior lot, as well as a minimum lot depth of 32 m (105 ft). As proposed, the subject lands appear to meet the minimum requirements of the ‘R1’ zone for the development of one single detached dwelling per lot. AGENCY COMMENTS: The application was circulated to various public agencies considered to have an interest in the proposal. The Tillsonburg Building Services Department, Tillsonburg Fire and the Long Point Region Conservation Authority, have indicated they have no comments or concerns with the proposal. The Town Development Commissioner previously provided a report to Council recommending the closure and conveyance of the surplus, unimproved Brookside Lane road allowance to the developer of the subdivision, for the establishment of a residential building lot. The Tillsonburg District Chamber of Commerce provided a number of comments, as summarized below;  Vehicle traffic on Glendale Drive is already very busy and can be backed up while vehicles are waiting to make a left-hand turn onto Quarter Town Line Road. Residents in the area were hopeful for the Brookside Lane entrance onto Quarter Town Line Road to ease some of this traffic congestion from Glendale Drive and make it safer for children in the area;  A subdivision with as many residences as the Glendale and Broadway Estates subdivisions should have more than one access point, this is illustrated by the congestion caused by the recent temporary closure of Broadway;  This agency noted that two newer homes in the area will be aesthetically pleasing and it will be nice to have development on currently vacant land;  The tax revenue that may be generated from the additional building lot would be beneficial, and;  As Quarter Town Line Road is a major road, it should have a minimal number of intersections. PUBLIC CONSULTATION: Notice of complete application and notice of public meeting regarding this application was circulated to surrounding property owners on May 16, 2019 and June 10, 2019. As of the writing of this report, no comments have been received from the public. Planning Analysis It is the opinion of this Office that the proposed zoning amendment to facilitate the conversion of an existing road allowance to a buildable lot for the development of a single detached dwelling is consistent with the policies of the Provincial Policy Statement and Official Plan and can therefore be supported from a planning perspective. Page 59 of 226 Report No: CP 2019-194 COMMUNITY PLANNING Council Date: June 24, 2019 Page 5 of 6 The proposal, which will facilitate the establishment of one additional lot for a single detached dwelling is consistent with the Provincial Policy Statement direction to provide for an appropriate diversity of housing types and densities to meet the needs of current and future residents. The proposal is also consistent with the permitted uses and forms of development contemplated in the Low Density Residential designation of the County Official Plan. The rezoning of the lands municipally known as 19 Lyndale Road is required to amend the existing site specific provisions which allow for a reduced exterior side yard of 3.5 m (11.5 ft), as the conversion of the former road allowance on the west end of Brookside Lane into a residential building lot will result in the lands at 19 Lyndale Road no longer being considered as a corner lot, and as such the exterior side yard provisions of the Zoning By-law will no longer apply. Based on the foregoing, it is the opinion of this office that the proposed zone changes to amend the existing zoning of the subject lands to facilitate the creation of an additional residential building lot within a vacant residential plan of subdivision is appropriate from a planning perspective and can be given favourable consideration. RECOMMENDATION 1. It is recommended that the Council of the Town of Tillsonburg approve the zone change application submitted by Broadway Estates Inc., whereby the lands described as Part 1, Plan 41R-9642 and Lot 66, Plan 41M-218, municipally known as 19 Lyndale Road, be rezoned to ‘Low Density Residential – Type 1 Zone (R1) to facilitate the development of one new single detached dwelling per lot. SIGNATURES Authored by: Heather St. Clair, MCIP, RPP Development Planner Approved for submission: Eric Gilbert, MCIP, RPP Senior Planner Page 60 of 226 Report No: CP 2019-194 COMMUNITY PLANNING Council Date: June 24, 2019 Page 6 of 6 Report Approval Details Document Title: ZN 7-19-08_ Report.docx Attachments: - Report attachments.pdf - 7-19-08_appl-20190503.pdf Final Approval Date: Jun 17, 2019 This report and all of its attachments were approved and signed as outlined below: David Calder - Jun 17, 2019 - 11:31 AM Page 61 of 226 May 15, 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 7-19-08 - Town of Tillsonburg & Brookside Estates Inc Part 1, Reference Plan 41R-9642, Lot 66, Plan 41M-218, 19 Lyndale Road, Town of Tillsonburg Subject Lands Former Road allowance (now closed) Page 62 of 226 May 15, 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 7-19-08 - Town of Tillsonburg & Brookside Estates Inc Part 1, Reference Plan 41R-9642, Lot 66, Plan 41M-218, 19 Lyndale Road, Town of Tillsonburg Subject Lands Quarter Town Line Lyndale Road Page 63 of 226 0 z: < .. "' ~ "' ... 0 _, z: 3: "' 0 w ... w 3: ... 0: w "' w ... '" a: u < z: ::> < 0 3: 0 _, _, < 0 < 0 a: ~ ~ ~ K ! s-':;o • • i : ' • I w ·-· a..IUOC"!aS) W!•l) co,..) ... -="'-"l•~ LOT 67 CANADIAN ~I I -=-!L!Z __ NATIONAL RAILWAYS ..... -·-~ ..... "" ..... ,. ") (ABANDONED) ~790(101.*:1 6W) bO.-C"'II<O) ~ ;! '1-~'b --------.~..,~:::-:::c.,~.:::.,-'-'-'--'--"-----"~"-~---::n " r ~I ,. .... "' ~I I-0 -' ·r-; • I I •···· __ .,, ;:: BROOKSIDE ue.•r .., •"'1UQ .....,. -_ MJ LAN( ~~~ ... • I < I i ~~; ~ ~ ~y~~ -~··l : '-----=====;.;..::::........,.r--------!:.'!·~ .... "' -·~... ... --... .• I "9~ ~ (0-.J) "" ~ !~ ~ ~ •I ~ LOT 66 ~ 'L ~r--"'------------ s i ! LOT LOT 65 ... ~~~Q ~~r..'" ~ ~! ~ s~ / LOT 49 iB ~ ~ ~; ~ I ~ ~; ~ >-• _, ! I iE ~ I COORDINA lE SCHEDUL£ AI,.L COQIIICWt4'1tS Alii( IN ltoi(1111(S ,!,NO 'fi(JI( OOIM.ll riiiOtot CPS on[JtVA.:IIG U5INC .. C.W.-Mtl -=-c,. UN. lOre. 11 (Ill" W(Sl LONCOI'I'UOQ IIIADel {cs-5) (IM10) COOROINAll: 'o'AI.U£5 ANt TOUIIt.AH ACCUitlroCY A$1'01 SC:C u (2) MO.~C.21./10 POINT I NORlHING I EASllNG --'~~-~----T 414698).~2~ T ~20502.241 w ,.,., ·•··· .J .... ~t£S c.o.-or • .,. ~'o(S. K U5(D 10 M-£'51*'Sol t:OitOS Oft~ ~ ON fHIS ~ IIIII: ____ _ PLAN 41R-~2. IWCII'<U-~ d -~a~-..-.c~•'l.a MC ~U.,U>t'b ~.CJfr:B~ --J~~--~f:!--;;(-:.'--11US~{-•l) PART SCHEOUL£ PART I LOT I PLAN I P.LH. I AR!A ,T~I""·"• l:::;.~tj";~ PLAN OF SURV£Y PART or BROOKSIDE LANE REGISlERED PLAN 411.1-218 TOWN or TILLSONBURG COUNTY OF OXFORD SCAI.E I:JOO • '" ,. • METRIC == .. ~..,.~~::.=::-:_~ .... IIIU KIM HUSTED SURVE'I1HC LTD. SURVEYOR'S CERTIFlCA lE (t)-.S.....:.S:?.~:::~--~.;; .. ~-..: ~)-,..,_....., .. ~~•aoo. ..,.,~,..a.o~Ot ..... )Of• ___ WMJ~.».J __ _ ~-l~·--~· 0001_1..1100_ NOTES (1)-~ olfC...SMOio<MC MO ••~olO,... -~· -· 0t flllt~--...... ••'1"1'"""""' .. -.-",.,_., •• Wl A.S ..... OIO~"'I.HO•>"-:ne (J)-~· a:::c~-:.-..::: ::.:.. ~ -........ -.. loC---c::s•~ tJl-:.!:-:"~ooon;~";l,,:::"'_ ... DOJ"f::U~~=-·'1-_, L£GEND 0 ~~ Er -n _.. -n .. :10010 -·· -·· -u -· -Q -· ~ _ .. -·--·T--..;>~K-IT---· .... -· lll:te!UIQ""""'•'""'"m lll:lnWI'I0-•100-.. l -----~,. -•:• _" ______ __. Kllol HUSTED SURVE'Y1NG L 10. ONTARIO LAND SURVEYOR »~S'f!IUT.~OHTAAO.IIHOl.ll fiMOIC:&t......U-.ltJI r~tJ~:at.......:-.-. PRO.£CT: 1&-1397Jrp ROtRDICE: Hf1 ~~-~ Plate 3: Applicant's Sketch File No. ZN 7-19-08 - Town of Tillsonburg & Brookside Estates Inc Part 1, Reference Plan 41R-9642, Lot 66, Plan 41M-218, 19 Lyndale Road, Town of Tillsonburg Page 64 of 226 FILE No: 2-N ~ -(CJ --O''i3. DATE RECEIVED: ~ 3/ l'j TOWN OF TILLSONBURG APPLICATION FOR ZONE CHANGE 1. Registered Owner(s): Name: Town of Tillson burg (Cephas Panschow) Address: 10 Lisgar Avenue. Tillson burg ON Phone: Residence: 519-688-3009 ext 3250 Business:-------- Fax: "7'--------Postal Code: _N_4G_S_A_s ______ _ Registered Owner (Lot 66) Name: Broadway Estates Inc. Address: 75 Blackfriars Street, London ON Postal Code: _,N"-"6H,_,__1!..!K"'8'-------- Solicitor or Agent (if any): E-mai\: _,c:.l:p:!!a!!n~sc"-'h-"o'-'w"'@=t!!ill!.!s!!o!!n!:b!!u~rgtil,~c.!!.a _____ _ Phone: Residence:-------- Business:--------Fax: _________ _ E-mail: bob@southsidcgroup.ca Name:-------------------Phone: Business: -------- Address:_____________________ Fax: ---------- Postal Code:-----------E-mail: ------------------ All communications will be sent to those listed above. If you do not wish correspondence to be sent to the 0 Owner, 0 Applicant, or 0 Solicitor/Agent, please specify by checking the appropriate box. Name and address of any holders of any mortgage, charges or other encumbrances (if known): 2. Subject Land(s): a) Location: Municipality Tillsonburg former municipality-------------- Concession No.------------Lot(s) _________________ _ Registered Plan No. --"4~1 M=-:-.2.o.18"-------Lot(s) --!!6!!6 _______________ _ Reference Plan No. _4=1 R"---'9'"6"'4"'2 _____ ~ Part(s) _-!_1 --------------- The proposed lot is located on the cast side of Quarter Town Line Belmont Avenue Street and Park Place Street, lying between Street. Street and/or Civic Address (911#): _..!.1?..9~L'-.!Y..!.n~d~a~lee._R~o.!!.ad~--------------------- b) Official Plan Designation: Existing: Low Density Residential Proposed: __;,S.fianrr1!Se~---------------------- If the proposed designation is different than the existing designation, has an application for Official Plan Amendment been filed with the County of Oxford? 0 No 0 Yes FOR OFFICE USE ONLY DATE PRESCRIBED INFORMATION COMPLETE PIN Page 65 of 226 TOWN OF TILLSONBURG APPLICATION FOR ZONE CHANGE Page 2 c) Zoning: Present .......lO'f:S~Iu&~R>.~.I;.~-6L_ ____________________ _ Proposed: _.,R"-1-------------------------- d) Uses: Present vacant residential land, road allowance Proposed: (Include description) residential single detached dwelling lots 3. Buildings/Structures: etc. For all buildings/slruclures. either existing or proposed on the subject lands, please supply the following Information: Existing/Proposed Use: Date Constructed (If known): Floor Area: Setbacks: Front lot line Side lot lines Rear lot line 00 None Existing Building 1 Please complete for residential, oommercialflndustrial or institutional uses. RESIDENTIAL TYPE single detached Apl, semi, townhouse, retail, restaurant, church, dwellings #OF UNITS CONVERSION(ADDITION TO EXISnNG BUILDING Describe TOTAL#OF UNITs/BEDS N/A FLooR AREA by dwelling unit or by type (office, retail common rooms, etc.) OTHER FACILITIES (playground, underground parking, pool, etc.) #OF LOTS (for subdivision) SEATING CAPACITY NIA (for restaurant, assembly hall, etc.) #OF STAFF N/A OPEN STORAGE REQUIRED? N/A ACCESSORY RE!SIDENnAL USE? N/A 0 None Proposed Building 2 2 Single Detached dwellings COMMERCIAL/ INSnTUTIONAL INDUSTRIAL N/A N/A N/A N/A If accessotY residential use, If accessory resldenUal use, complete residential section complete residential section 4. Site Information (proposed use(s): Lot Frontage Lot Depth Lot Area Lot Coverage Front Yard Rear Yard Interior Side Yard 19.41 m & 20.99 m 39.62 m & 36.25 m 769 sq m &729 sq m Exterior Side Yard (comer lot) Landscaped Open Space (%) No. of Partdng Spaces No. of Loading Spaces Building Height Width of Planting Strip Driveway Width Page 66 of 226 TOYVN OF TILLSONBURG APPLICATION FOR ZONE CHANGE Page 3 5. Services: (check appropriate box) Existing Proposed 6. 7. Water supply Publicly owned and operated piped water system Privately owned and operated individual well Other (specify)--------- Sewage Disposal Publicly owned and operated sanitary sewer system Privately owned and operated individual septic tank Other (specify)--------- Storm Drainage Municipal Sewers IX Ditches Municipal Drains 0 Swales Access: 0 0 Provincial Highway D Unopened Road Allowance County Road D Right-of-Way owned by Municipal Road maintained all year IX Other (specify) Municipal Road seasonally maintained D General Information: a: 0 0 ~ 0 0 ~ 0 0 IX 0 0 D D D a) Is the Subject Land the subject of regulations for flooding or fill and construction permits of the Long Point Region Conservation Authority? If yes, has an Application been filed with the Conservation Authority? b) Present land use(s) of adjacent properties: residential IX No DYes D No 0 Yes c) Characteristics of subject land (check appropriate space(s) and add explanation, if necessary) (i) Does the land contain environmental features such as wetlands, woodlots, watercourses, etc.? ~No 0 Yes If yes, describe ------------------------ (ii) Has any part of the land been formally used for any purpose other than agricultural purposes? il!: No D Yes If yes, describe former use: B. Hlstorlcallnfonmatlon: a) Is the subject land the subject of a current Application for Consent to the Oxford County Land Division Committee or a current application for draft plan of subdivision to the County of Oxford? IX No 0 Yes -> Application No. b) Have the subject land(s) ever been the subject of any other application under the Planning Act, such as an application for approval of an Official Plan amendment, a zoning by-law amendment, a Ministe(s Zoning Order amendment, consent, a minor variance, or approval of a plan of subdivision? D No D Unknown IX Yes-> File No. 32T -03005 Status/Decision Registered as 41M-218 c) If known, the date the subject land was acquired by the owner? ~P:.!e.,_n.,duiuneC----- d) If known, the length of time that the existing uses of the subject land have continued? JUWDillk~DiliO!!:WWJD~------- Page 67 of 226 TOWN OF T!LLSONBURG APPLICATION FOR ZONE CHANGE Page 4 f ..................................................................... A.U'i'h'O'riz·at'i·o·n··o'f'·own·ert·s)·tor:·Ap·p·irc·a·iitjAge·nitO··Make··tiie"APP.iiCi:it"iOil········ ........................................................... 1 ~1/We, Broadway Estates Inc· , am/are the owner(s) of the land that is the subject of this application for zone! jchange and 1/We authorize Town of Tillsonburg , to make this application on my/our behalf. I , May 3, 2019 ;;& ~ito Friiia L [) ~~.~. . .......... ............. ... .. . ............... .9.!9~.~.\~.r.~ .~LG.v.-.~~r.f~L .... . .. . . ... . .. ........ ................ . ..... ... §.i~.n.~~~.r~ .. 9.f9.:!::~.<!.r.(~.L ................................................ 1 THIS SECTION TO BE COMPLETED IN THE PRESENCE OF A COMMISSIONER FOR TAKING AFFIDAVITS INVe ----'V'-'i'-'t'-'o'--"F.:r.:i.J. ;· =.i,_a ___________ of the __ C,1.c.· t,_:v"---------- of __ __:L:::o:.:n:::d:.:o:.:n::.._ _______ in the County of _ _.:;M:.:i:.:d:.:d:.:l:.:e:.:s:.:e:.::x:_ ______ _ DO SOLEMNLY DECLARE THAT: All of the prescribed information contained in this application is true and that the infonnation contained in the documents that may accompany this application is true and I make this solemn declaration conscientiously believing it to be true and knowing that it is of the same force and effect as if made under oath and by virtue of the Canada Evidence Act. DECLARED before me at the _ ___::C:.:i:.:tLy _____ _ of London in the County of Middlesex this 3rd day of __ _,M~a~v ____ 20_!_2__ dJJ//1'. ,/Ju ' A Commissionetfon-aking Affidavits (/ N.Qm: Susan Norma_ Hodgins, a Commissioner, etc. County of Middlesex, for Southside Construction (London) Limited and its affiliates Expires Aprll20, 2022 Owner(s)/Applicant Owner(s )/Applicant 1. Applications will not be considered complete until all requested information has been supplied. 2. It is required that one original of this application (including the sketch/site plan) be filed, accompanied by the applicable fee of $1,200.00 in cash or cheque, payable to the Treasurer, Town of Tillsonburg. A fee of $2,400.00 will be charged if an application is required 'after the fact' (after the use has occupied the site). Municipal Freedom of Information and Protection of Privacy Act Notice of Collection & Disclosure The collection of personal information on this form is legally authorized under Sec.34 of the Planning Act and O.Reg.545/06 for the purpose of processing your planning application. Questions about this collection should be directed to the Director of Community Planning at the County of Oxford, 21 Reeve St., P.O. Box 1614, Woodstock, ON N4S 7Y3 or at 519-539-9800 (ext.3207). Pursuant to Sec.1.0.1 of the Planning Act, and in accordance with Sec.32(e) of the Municipal Freedom of Information and Protection of Privacy Act, it is the policy of the County of Oxford to make all planning applications and supporting material available to the public. Page 68 of 226 Hello, Please note the following response to Delegation Request Form has been submitted at Tuesday June 18th 2019 10:36 AM with reference number 2019-06-18-001.  First Name Robert  Last Name Thornton  Street Address 98 Spruce Street  Town/City Tillsonburg  Postal Code N4G 5V3  Phone Number 519-983-5086  E-mail rob@naturegreendesign.com  Do you or any members of your party require accessibility accommodations? No  Council Meeting Date June 24, 2019  Subject of Delegation Clarification of Mowing Zones  Name(s) of Delegates and Position(s) Rob Thornton - Owner  Name of Group or Person(s) being represented (if applicable) Nature's Choice Lawn Care and Irrigation Page 69 of 226  I acknowledge Delegations are limited to fifteen (15) minutes each. I accept  Brief Summary of Issue or Purpose of Delegation Clarification of zone boundaries and responsibilities  Will there be a Power Point presentation? No  Please attach a copy of your presentation.  Have you been in contact with a Staff member regarding the Delegation topic? Yes  If yes, please list the Staff member(s) you have been working with. Rick Cox  I acknowledge that all presentation material must be submitted to the Clerk's Office by 4:30 p.m. the Wednesday before the Council meeting date. I accept Page 70 of 226 Page 71 of 226 Page 72 of 226 Page 73 of 226 Page 74 of 226 Page 75 of 226 Page 76 of 226 Page 77 of 226 Page 78 of 226 Page 79 of 226 Page 80 of 226 Page 81 of 226 Page 82 of 226 Page 83 of 226 Page 84 of 226 Page 85 of 226 Page 86 of 226 Page 87 of 226 Page 88 of 226 Page 89 of 226 Page 90 of 226 Page 91 of 226 Page 92 of 226 Page 93 of 226 Page 94 of 226 Report Title Joint Committee Report – Tillsonburg Aquatic Facilities Report No. RCP 19-28 Author Mel Getty, Chair, Memorial Park Revitalization Advisory Committee; Eugene Todd, Chair, Recreation & Sport Advisory Committee; Meeting Type Council Meeting Council Date June 24, 2019 Attachments Page 1 / 2 Joint Committee Report – Tillsonburg Aquatic Facilities RECOMMENDATION THAT Council receives Report RCP 19-28 – Joint Committee Report – Tillsonburg Aquatic Facilities, as information. EXECUTIVE SUMMARY The Memorial Park Revitalization Advisory Committee (MPRAC) and the Recreation & Sport Advisory Committee (RSAC) were asked by Council to provide comments on the future of indoor and outdoor aquatics facilities in Tillsonburg. Each committee reviewed the material separately and concluded that a joint meeting would be an effective way of aligning the comments and/or recommendations to Council. A joint committee meeting was held on May 29, 2019. BACKGROUND As per Council's April request and direction the RSAC and MPRAC have met on several occasions. This included face to face dialogue as well visitation to the sites in question. The intent was to objectively access the current situation, discuss potential options as they were provided and deliver sound advice to Council. After much discussion, the following resolutions were adopted at the joint meeting of the Committees, and reflect a consensus regarding the best way to proceed to take the project to next stage of development. Moved by: Dace Zvanitajs Seconded by: Terry Smith THAT the Memorial Park Revitalization and Recreation & Sports Advisory Committees recommend to Council that the future of indoor aquatics is critical and that they support continued work to determine the best options to have the aquatic facilities modernized through accessibility improvements, family change rooms, therapeutic and warm water. Carried. Page 95 of 226 Page 2 / 2 Joint Committee Report – Tillsonburg Aquatic Facilities Moved by Joan Weston Seconded by Chris Rosehart THAT the Memorial Park Revitalization Advisory Committee and Recreation & Sports Advisory Committee recommend to Council that the Lake Lisgar Water Park facility be demolished and replaced by a splash pad facility. Carried Speaking on behalf of the Committees, we welcome the opportunity to further support Council. Respectfully submitted, Eugene Todd, Chair Mel Getty, Chair Recreation & Sports Advisory Committee Memorial Park Revitalization Advisory Committee Page 96 of 226 DATE: May 30, 2019 TO: Council Members From: Eugene Todd, Chair, Recreation & Sports Advisory Committee Mel Getty, Chair, Memorial Park Revitalization Advisory Committee RE: Joint Committee Resolution regarding Future of Aquatics in Tillsonburg Members of Council: At the joint special meeting of the Recreation & Sports Advisory Committee and Memorial Park Revitalization Advisory Committee on May 29, 2019, the following resolutions were passed: Resolution #2 Moved by: Dace Zvanitajs Seconded by: Terry Smith THAT the Memorial Park Revitalization and Recreation & Sports Advisory Committees recommend to Council that the future of indoor aquatics is critical and that they support continued work to determine the best options to have the aquatic facilities modernized through accessibility improvements, family change rooms, therapeutic and warm water. Carried. Resolution #4 Moved by Joan Weston Seconded by Chris Rosehart THAT the Memorial Park Revitalization Advisory Committee and Recreation & Sports Advisory Committee recommend to Council that the Lake Lisgar Water Park facility be demolished and replaced by a splash pad facility. Carried Respectfully submitted: Eugene Todd, Chair Mel Getty, Chair Recreation & Sports Advisory Committee Memorial Park Revitalization Advisory Committee Page 97 of 226 Report Title Oxford County Update Report No. MYR 19-08 Author Stephen Molnar - MAYOR Meeting Type Council Meeting Council Date June 24, 2019 Attachments Page 1 / 2 10425356866,,,Report MYR 19-08 RECOMMENDATION: THAT Council receives report MYR 19-08 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 May 22, County Report CS 2019-19 introduced the current year budget variance on services already allocated for in the 2019 budget. The preliminary impact of originally announced Provincial changes added in excess of &1.7 Million to the comprehensive annual budget. Subsequent comments from the Premier (Tillsonburg agenda of June 13/19) appear to have eliminated these short-term impacts with the expected pressures introduced in 2020. Some of these identified items will be addressed in the upcoming comprehensive Service Delivery Review.  Report PW 2019-07 (Advancing Zero Waste) as indicated earlier, 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. Subsequent to this direction a new report/resolution (PW 2019-29) appeared on the Agenda of June 12 to further advance various aspects of the initiative. This new resolution was defeated and the project is currently not advancing. Page 98 of 226 Page 2 / 2  NOTE - 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.  For information on the now audited County of Oxford 2018 Financial Reports please refer to www.oxfordcounty.ca (Agenda of June 12, 2019) 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: 5/24/19 Page 99 of 226 Report Title To Appoint Municipal Trustees Report No. CLK 19-17 Author Donna Wilson, Town Clerk Meeting Type Council Meeting Council Date June 24, 2019 Attachments By-Law 3639 Draft By-Law 4322 Page 1 / 2 9244652299,,,CLK 19-17 To Appoint Municipal Trustees RECOMMENDATION THAT Council receives Report CLK 19-17 To Appoint Municipal Trustees; AND THAT By-Law 4322 To Appoint Municipal Trustees be brought forward for Council consideration. BACKGROUND By-Law 3639 was adopted by Council on August 13, 2012. The By-law defined municipal trust funds and the general provisions for those trusts. The mandate for each individual trust and the public trustees appointed for each trust were identified in the Schedule for By-Law 3896. The term of Municipal Trustees coincides with the term of Council, therefore on April 13, 2015 Council amended the Schedule of the By-law and appointed municipal trustees for the 2014 - 2018 term of Council. DISCUSSION The term of Municipal Trustees through By-Law 3896 expired following the 2018 Municipal Election, therefore it is necessary to appoint Trustees for the current term of Council until December 31, 2022. An advertisement was placed in the Tillsonburg section of the Tillsonburg News for three weeks and as a result only a few applications were received. The Town Clerk then contacted committee volunteers to fill the remaining trustee positions. The attached draft By-Law provides for those appointments. FINANCIAL IMPACT/FUNDING SOURCE N/A COMMUNITY STRATEGIC PLAN (CSP) IMPACT Section 1 – Excellence in Local Government. Page 100 of 226 Page 2 / 2 CAO Report Approval Details Document Title: CLK 19-17 To Appoint Municipal Trustees.docx Attachments: - By-Law 3639 Municipal Trusts.pdf - By-law 4322 Trustee Appointment.doc - BY-Law 4322 Schedule A.docx Final Approval Date: Jun 19, 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 Donna Wilson David Calder - Jun 19, 2019 - 2:42 PM Page 101 of 226 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3639 A BY-LAW to Define Municipal Trust Funds and to appoint Trustees to those Trusts Established By The Corporation Of The Town of Tillsonburg. WHEREAS THE Council of the Corporation of the Town of Tillsonburg has established Municipal Trusts to receive donations designated for a trust, maintain and manage those trusts. NOW THEREFORE BE IT RESOLVED THAT the Council of The Corporation of the Town of Tillsonburg enacts as follows: 1. DEFINITIONS: Municipal Trust A municipal trust is a sum of money or property held by one party for the benefit of another. Trustee A Trustee is a person appointed by Council to direct the funds or hold the title of legal property for a beneficiary. 2. General Provisions Except as otherwise provided for in this by-law, all donations designated for a trust received herein shall be deposited into a trust account and may be invested in such securities as a trustee may invest in under The Trustee Act, and the earnings derived from the investment of such monies form part of the trust. The Director of Finance or designate for the Town of Tillsonburg shall be the Treasurer of the Fund herein. The Auditors as appointed from time to time by Town Council shall cause an audit be made annually of the financial position, operations, and cash flow of the Tillsonburg Trust Funds. Donations made to the Trust Funds shall be receipted by the municipality subject to Paragraph 110 (1) of The Income Tax Act and shall have the same status as gifts to a registered charity. 3. Trustees Trustees must be a member of the public who resides, owns property, owns a business or works in the Town of Tillsonburg. All Trustees are appointed at the pleasure of Council. If a Trustee wishes to resign as a member of a Trust, he/she shall provide the Clerk of the Town of Tillsonburg with a written letter of resignation. Upon confirmation that the Trustee will no longer be serving on the Trust, the Town Clerk, will notify Council of the vacancy and the need for a replacement. Replacement of the Trustee will be advertised in the local paper for a minimum of three issues. The Director of Finance and the Town Clerk shall be Trustees of all Municipal Trusts. They shall participate in the business of the Trust without any restriction including voting. Page 102 of 226 The term of the Trustees shall coincide with the term of Council. Trustees will continue to serve on a Trust past the expiration of their term until they are replaced. In the event that there are no public trustees on a trust, then Council assumes responsibility for any decisions impacting the municipal trusts. 4. Retention of Applications to Serve as a Trustee Applications from individuals who are not appointed during the regular appointment process will be kept on file in the office of the Town Clerk for a period of two years from the date of submission. If a Trustee vacancy occurs within two years, the individuals who applied to serve as a Trustee and were not appointed will be contacted and asked if they are still interested in serving. Names of those who continue to have an interest to serve as a trustee will be submitted to the Council for consideration to fill the vacancy. The Clerk’s Office may also re-advertise the vacancy in the newspaper. 5. Meetings Each Trust shall elect a Chairman, Vice-Chairman and a Secretary for the full term of four years. The Vice-Chairman shall act in place and instead of the Chairman when the Chairman is absent. Trustees will continue to serve on the Trust past the expiration of their term until they are replaced. The Trustees shall serve without compensation. The meetings required are determined by the individual Trusts. 6. Mandate of Trust and Trustee Appointments See Schedule “A” attached 13. This By-Law shall come into force and take effect on the date of its passing. READ A FIRST AND SECOND TIME THIS 13th DAY OF August, 2012. READ A THIRD AND FINAL TIME AND PASSED THIS 13th DAY OF August, 2012. _____________________________ Mayor – John Lessif ______________________________ Clerk – Donna Wilson Page 103 of 226 CHEDULE A – TRUST & APPOINTMENTS TRUST NAME: ANNANDALE HOUSE TRUST PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Robert Marsden Dianne MacKeigan TERM OF APPOINTMENT: Two Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for the restoration, refurbish, development and promotion of Annandale House. Donations received herein shall be deposited into this trust account and may be invested in such securities as a trustee may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the restoration and development of Annandale House. TRUSTEE NAME: Cemetery Maintenance Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Robert Marsden Dianne MacKeigan TERM OF APPOINTMENT: Two Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for the general maintenance and upkeep of Tillsonburg Cemeteries. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the general maintenance and care of the grounds of the Tillsonburg Cemetery. TRUSTEE NAME: Cemetery Trust (Perpetual Care) PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Robert Marsden Dianne MacKeigan TERM OF APPOINTMENT: Two Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for the perpetual care of Tillsonburg Cemeteries. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the continuous, everlasting care of Tillsonburg Cemeteries. Page 104 of 226 TRUSTEE NAME: Community Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Biff Jarvis Mary Lou Sergeant TERM OF APPOINTMENT: Two Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for community designated purposes. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on community purposes such as heritage designations, disaster relief, fire safety, parades, festivals, theatre and so on. TRUSTEE NAME: Parkland Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Virginia Armstrong Mary Lou Sergeant TERM OF APPOINTMENT: Two Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for parkland purposes. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the care and maintenance of Tillsonburg parklands to ensure a high standard and the continued beautification of Tillsonburg parks. TRUSTEE NAME: Scholarship Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Larry Scanlan David Palmer TERM OF APPOINTMENT: Two Years (end of current Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for scholarship awards. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds to focus on choosing a suitable recipient of a scholarship. Page 105 of 226 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 4322 A BY-LAW, To Amend By-Law 3639, To Appoint Trustees to those Trusts Established by The Corporation of The Town of Tillsonburg and to repeal By-Law 3896. WHEREAS the Council of the Town of Tillsonburg passed By-Law 3639 on August 13, 2012, to define Municipal Trust Funds and to Appoint Trustees to those Trusts; AND WHEREAS the Council of the Town of Tillsonburg passed By-Law 3896 on April 13, 2015, to amend By-Law 3639 and to Appoint Trustees to those Trusts Established by the Town until December 31, 2014; AND WHEREAS the Council of the Town of Tillsonburg deems is necessary to amend By- Law 3639 and to repeal By-Law 3896; NOW THEREFORE BE IT RESOLVED THAT the Council of The Corporation of the Town of Tillsonburg enacts as follows: 1. THAT Schedule A to By-Law 3639 be amended and that Schedule A attached hereto becomes part of that By-Law as if written therein; 2. THAT By-Law 3896, passed April 13, 2015 is hereby repealed in its entirety; 3. THAT this by-law comes into full force and effect upon the day of passing. READ A FIRST AND SECOND TIME THIS 24th DAY OF JUNE, 2019. READ A THIRD AND FINAL TIME AND PASSED THIS 24th DAY OF JUNE, 2019. _________________________ MAYOR – Stephen Molnar ________________________ TOWN CLERK – Donna Wilson Page 106 of 226 BY-LAW 4322 SCHEDULE A – TRUST & APPOINTMENTS TRUST NAME: ANNANDALE HOUSE TRUST PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Robert Marsden Dianne MacKeigan TERM OF APPOINTMENT: Four Years (end of Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for the restoration, refurbish, development and promotion of Annandale House. Donations received herein shall be deposited into this trust account and may be invested in such securities as a trustee may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the restoration and development of Annandale House. TRUSTEE NAME: Cemetery Maintenance Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): James Murphy Jim Hayes TERM OF APPOINTMENT: Four Years (end of Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for the general maintenance and upkeep of Tillsonburg Cemeteries. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the general maintenance and care of the grounds of the Tillsonburg Cemetery. TRUSTEE NAME: Cemetery Trust (Perpetual Care) PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): James Murphy Jim Hayes TERM OF APPOINTMENT: Four Years (end of Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for the perpetual care of Tillsonburg Cemeteries. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the continuous, everlasting care of Tillsonburg Cemeteries. Page 107 of 226 TRUSTEE NAME: Cemetery Trust (Pre-Paid) PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): James Murphy Jim Hayes TERM OF APPOINTMENT: Four Years (end of Council Term) MANDATE/TERMS OF REFERENCE: To receive and holds funds in trust for pre-paid cemetery services. The Cemetery Pre-Paid revenues were collected from Cemetery customers for pre-paid services up until 2014. They are no longer being collected as pre-paid services are not being offered by the Tillsonburg Cemetery. _____________________________________________________________________ TRUSTEE NAME: Community Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Ann Loker Erin Getty TERM OF APPOINTMENT: Four Years (end of Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for community designated purposes. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on community purposes such as heritage designations, disaster relief, fire safety, parades, festivals, theatre and so on. TRUSTEE NAME: Parkland Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Rosemary Dean Susan Saelans TERM OF APPOINTMENT: Four Years (end of Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for parkland purposes. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the care and maintenance of Tillsonburg parklands to ensure a high standard and the continued beautification of Tillsonburg parks. Page 108 of 226 TRUSTEE NAME: Scholarship Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Larry Scanlan Matt Scholtz TERM OF APPOINTMENT: Four Years (end of Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for scholarship awards. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds to focus on choosing a suitable recipient of a scholarship. Page 109 of 226 Report Title Airport Hanger Land Lease Taxiway G1 Lot 2 Report No. OPS 19-29 Author Dan Locke, C.E.T., Manager of Public Works Meeting Type Council Meeting Council Date June 24, 2019 Attachments  Taxiway G1 Lot 2 Land Lease Agreement Page 1 / 3 RECOMMENDATION THAT Council receives Report OPS 19-29 Airport Hanger Land Lease Agreement Taxiway G1 Lot 2; AND THAT By-Law 4320 to authorize the Airport Hanger Land Lease Agreement with Jeff Howe be brought forward for Council consideration. SUMMARY On June 3rd 2019, Mr. Howe 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 2 with Jeff Howe 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 2. 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 110 of 226 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 111 of 226 Page 3 / 3 Report Approval Details Document Title: OPS 19-29 Airport Hanger Land Lease Taxiway G1 Lot 2.docx Attachments: - OPS 19-29 Attachment 1 - Taxiway G1 Lot 2 Land Lease Agreement.pdf Final Approval Date: Jun 19, 2019 This report and all of its attachments were approved and signed as outlined below: Dave Rushton - Jun 17, 2019 - 11:28 AM David Calder - Jun 19, 2019 - 12:51 PM Donna Wilson - Jun 19, 2019 - 12:54 PM Page 112 of 226 Page 113 of 226 Page 114 of 226 Page 115 of 226 Page 116 of 226 Page 117 of 226 Page 118 of 226 Page 119 of 226 Page 120 of 226 Page 121 of 226 Page 122 of 226 Page 123 of 226 Page 124 of 226 Page 125 of 226 Page 126 of 226 Page 127 of 226 Report Title Airport Hanger Land Lease Taxiway G1 Lot 3 Report No. OPS 19-30 Author Dan Locke, C.E.T., Manager of Public Works Meeting Type Council Meeting Council Date June 24, 2019 Attachments  Taxiway G1 Lot 3 Land Lease Agreement Page 1 / 3 RECOMMENDATION THAT Council receives Report OPS 19-30 Airport Hanger Land Lease Agreement Taxiway G1 Lot 3; AND THAT By-Law 4321 to authorize the Airport Hanger Land Lease Agreement with Ernest West be brought forward for Council consideration. SUMMARY On May 22nd 2019, Mr. West 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 3 with Ernest West 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 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 128 of 226 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 129 of 226 Page 3 / 3 Report Approval Details Document Title: OPS 19-30 Airport Hanger Land Lease Taxiway G1 Lot 3.docx Attachments: - Taxiway G1 Lot 3 Land Lease Agreement.pdf Final Approval Date: Jun 19, 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 Donna Wilson David Calder - Jun 19, 2019 - 2:49 PM Page 130 of 226 Page 131 of 226 Page 132 of 226 Page 133 of 226 Page 134 of 226 Page 135 of 226 Page 136 of 226 Page 137 of 226 Page 138 of 226 Page 139 of 226 Page 140 of 226 Page 141 of 226 Page 142 of 226 Page 143 of 226 Page 144 of 226 Page 145 of 226 Page 146 of 226 Report Title Results for RFP 2019-007 Transit Consulting Services Report No. OPS 19-31 Author Kevin De Leebeeck, P.Eng. Director of Operations Meeting Type Council Meeting Council Date June 24, 2019 Attachments  None Page 1 / 3 RECOMMENDATION THAT Council receive Report OPS 19-31 Results for RFP 2019-007 Transit Consulting Services; AND THAT Council award RFP 2019-007 to IBI Group of Toronto, ON at a cost of $127,925.55 (net HST included), the highest scoring proposal received; SUMMARY In accordance with the inter-community grant application and the 2019 Operation Services Business Plan a Request for Proposal RFP 2019-007 Transit Consulting Services was issued to acquire the necessary consulting services to assist with the implementation of the inter- community transportation project including route and schedule optimization, operating RFP development and the development of a marketing and communications plan The RFP was published on May 3rd 2019 at 9:00am and closed on May 23rd 2019 at 2:00pm with a total of total of six (6) plan takers and two (2) proposals received. The RFP was advertised on the Tillsonburg website, the Tillsonburg News, Ebid Solutions and on Biddingo. Town staff reviewed and scored the two (2) proposals based on the scoring tool that was included in the RFP. The scoring tool is as follows: Corporate Qualifications and Experience 15 pts Project Team 15 pts Approach and Methodology 25 pts Schedule and Work Plan 20 pts Proposed Fee 25 pts Total Score 100 pts The proposed fees of qualified proposals received varied from $81,029.45 to $127,925.55 (net HST included). The scoring results from the Evaluation Committee are summarized below. Page 147 of 226 Page 2 / 3 Proponent Total Score 1. IBI Group 88 2. Left Turn Right Turn 69 While the bid from IBI Group is not the lowest price received, it is the highest scoring proposal offering the most value based on the requirements outlined in the RFP. In addition IBI Group has recently provided transit consulting services for the surrounding area including Woodstock, Norfolk County, Brant County, Brantford and Stratford. Reference checks more also more favourable by comparison. Therefore, it is staff’s recommendation that IBI Group be retained for this assignment. CONSULTATION/COMMUNICATION The Evaluation Committee comprised of the Director of Operations, Manager of Engineering, and Manager of Public Works reviewed and scored the proposals received. FINANCIAL IMPACT/FUNDING SOURCE The recommended project fee of $127,925.55 (net HST included) is within the inter-community grant funding project budget allocation of $130,000 associated with professional consulting services and communications/marketing (i.e. public outreach, meetings/events, website, etc.) over the life of the funding program (i.e. March 31, 2023) COMMUNITY STRATEGIC PLAN (CSP) This initiative supports Objective 3 – Demographic Balance by supporting the aging population and active senior citizenship and Objective 4 – Culture and Community of the Community Strategic Plan by improving mobility and promoting environmentally sustainable living. Page 148 of 226 Page 3 / 3 Report Approval Details Document Title: OPS 19-31 Results for RFP 2019-007 Transit Consulting Services.docx Attachments: Final Approval Date: Jun 19, 2019 This report and all of its attachments were approved and signed as outlined below: Dave Rushton - Jun 17, 2019 - 11:33 AM David Calder - Jun 19, 2019 - 12:27 PM Donna Wilson - Jun 19, 2019 - 12:53 PM Page 149 of 226 Report Title Results for RFP 2019-005 Airport Feasibility Analysis Report No. OPS 19-32 Author Kevin De Leebeeck, P.Eng. Director of Operations Meeting Type Council Meeting Council Date June 24, 2019 Attachments  None Page 1 / 3 RECOMMENDATION THAT Council receive Report OPS 19-32 Results for RFP 2019-005 Airport Feasibility Analysis; AND THAT Council award RFP 2019-005 to HR Aero Aviation Consulting of Ottawa, ON at a cost of $28,167.17 (net HST included), the highest scoring proposal received. SUMMARY Further to Report OPS 19-13 and in accordance with the 2019 Operation Services Business Plan a Request for Proposal RFP 2019-005 Airport Feasibility Analysis was issued to acquire the necessary consulting services to provide governance model analyzes, investigate and develop revenue and divesture options, and evaluate the risk associated with the general public accessing the airside of the Airport. The RFP was published on May 16th 2019 at 9:00am and closed on June 6th 2019 at 2:00pm with a total of total of twelve (12) plan takers and seven (7) proposals received. The RFP was advertised on the Tillsonburg website, the Tillsonburg News, Ebid Solutions and on Biddingo. Town staff reviewed and scored the seven (7) proposals based on the scoring tool that was included in the RFP. The scoring tool is as follows: Corporate Qualifications and Experience 15 pts Project Team 15 pts Approach and Methodology 25 pts Schedule and Work Plan 20 pts Proposed Fee 25 pts Total Score 100 pts The proposed fees of qualified proposals received varied from $28,167.17 to $101,295.97 (net HST included). The scoring results from the Evaluation Committee are summarized below. Page 150 of 226 Page 2 / 3 Proponent Total Score 1. HM Aero Aviation Consulting 96 2. Explorer Solutions 90 3. Dillon Consulting Limited 73 4. Deloitte LLP 71 5. Ernest & Young Orenda Corporate Finance Inc. 71 6. Hicks Aviation DSQ 7. Loomex Group DSQ HM Aero was the highest scoring proposal submitted, provides the lowest price bid and have strong background and experience relative to the entire scope of work for this assignment. In addition HM Aero provided the shortest delivery time which will allow this assignment to be completed in the Fall of 2019. Therefore, it is staff’s recommendation that HM Aero Aviation Consulting be retained for this assignment. CONSULTATION/COMMUNICATION The Evaluation Committee comprised of the Director of Operations, Manager of Public Works, and Airport Administrator reviewed and scored the proposals received. FINANCIAL IMPACT/FUNDING SOURCE The approved 2019 Operations Capital Plan identified $35,000 towards the Airport Feasibility Analysis initiative. At the May 27, 2019 Regular Council meeting Council authorized $5,000 towards the risk assessment of public access at the Airport resulting in a total project budget of $40,000, all to be funded through the Tax Rate Stabilization Reserve which is to be replenished upon the sale of Town owned lands adjacent to the Airport. The recommended Proponents fee of $28,167.17 (net HST included) is within the total project budget for this initiative. COMMUNITY STRATEGIC PLAN (CSP) This initiative supports Objective 1 – Excellence in Local Government and Objective 2 – Economic Sustainability of the Community Strategic Plan by providing additional information that works towards a strategic master plan for the Airport and overall fiscal responsibility. Page 151 of 226 Page 3 / 3 Report Approval Details Document Title: OPS 19-32 Results for RFP 2019-005 Airport Feasibility Analysis.docx Attachments: Final Approval Date: Jun 19, 2019 This report and all of its attachments were approved and signed as outlined below: Dave Rushton - Jun 19, 2019 - 9:34 AM David Calder - Jun 19, 2019 - 12:54 PM Donna Wilson - Jun 19, 2019 - 1:50 PM Page 152 of 226 Report Title Summer Place Demolition Costs and Alternatives Report No. RCP 19-25 Author Rick Cox Meeting Type Council Meeting Council Date June 24, 2019 Attachments Letter of Intent for Summer Place Building Page 1 / 5 Summer Place Demolition Costs and Alternatives RECOMMENDATION THAT Council receives Report RCP 19-25 – Summer Place Demolition Costs and Alternatives; AND THAT Council direct staff to proceed with Option _____ as identified in this Report. EXECUTIVE SUMMARY The Town’s Summer Place facility has been deemed unusable due to mould. The 2019 draft budget included a funding request to fix the roof leaks and remove the mould. During budget deliberations in January, Council decided that no repairs would be done to the Summer Place/Rowing Club facility, and that the funds in the draft budget for that purpose were to be used for demolition and restoration of the site, pending consultation with advisory committees and other stakeholders about the future of the facility. At the April 23 meeting of Council, staff was authorized to work with the Tillsonburg Rowing Club (TRC) on achieving temporary access for the 2019 season within a budget of $10,000. This report provides an update to Council on this matter and seeks direction with respect to investigating options for complete or partial demolition of the building, or for permission to pursue discussions with a third-party building operator as an alternative service delivery model. BACKGROUND On May 13, the TRC made a delegation to Council to seek Council support for considering alternatives to demolishing the building. Council received the delegation for information but did not give any new direction to staff. Subsequent to their delegation to Council on May 13, members of TRC met at various times with the Mayor and with members of Senior Leadership to explore ways to make it possible for the TRC to use the Boathouse temporarily for the 2019 season. TRC independently secured a quote from a mould abatement company that was within the budget range that Council authorized. Staff reviewed the quote and determined that it was an option worth investigating further, provided the appropriate abatement was being achieved. Having ascertained the scope of work met the requirements of the Town, the Town contracted with Ontario Mould Specialists to carry out abatement in the Boathouse. The work was done on June 12 at a cost of $2,400 plus taxes. A mould test carried out on June 13 documented that Page 153 of 226 Page 2 / 5 Summer Place Demolition Costs and Alternatives the levels of mould were within the safety parameters. As a result, the Town opened up the Boathouse for use by the TRC for the summer, although periodic tests will be carried out to ensure the hazardous levels are not coming back. In parallel to pursuing temporary access, staff has also secured a consulting firm to do the Designated Substance Survey which is required for a demolition permit. The cost of this report is approximately $2,000. Building Demolition Discussion Staff obtained a quote of $87,000 for demolition of the entire building from a company specializing in demolition. This quote is useful only to establish a budget for the official procurement of the demolition, which would require a public tender process. The quote includes complete demolition of the entire above and below ground structure and backfill to ground slope with clean fill, but no landscaping. It also does not include any additional costs related to disposing of mould or hazardous substances. For comparison purposes, TRC volunteers have obtained a similar priced demolition estimate for complete demolition from a different contractor. If the building is completely demolished, half of the oxygenating bubblers that are helping to maintain the water quality in Lake Lisgar will no longer work until an alternative location for them to be powered from can be found. In addition to supporting the activities of the TRC and the water quality aerators, when operational the existing facility provided barrier-free public washrooms in the South end of Memorial Park near a well-used playground, a public dock and the boat launch. The washroom block was constructed in 2003. The cost to replace this service with seasonally located portable toilets is considerably less than the cost of repairing the roof on the existing washroom block. However, portables would be major reduction in the level of service provided to the public when compared to a fully-serviced indoor barrier-free public washroom. The washroom block is constructed from concrete block with an open web metal roof and has none of the materials that support mould growth, so to bring them into operational status would require no renovations beyond completion of the roof repairs and a thorough internal cleaning. Over the long term, staff believes that the best value to the ratepayers of Tillsonburg would be to find a way to repair and maintain the washroom block, operating it seasonally to support visitors to Memorial Park and Lake Lisgar. The number of users of this part of the facility would be significantly higher in a given year than the membership of the TRC. TRC volunteers have presented staff with the option of a partial demolition that would remove the Summer Place & public washroom building components while retaining the Boathouse section. The demolition estimate secured by TRC for this option was $40,000-$45,000 not including landscaping or handling of hazardous substances. If a partial demolition option was to be considered, staff believes it would be worth investigating a demolition approach that could also preserve the Town’s investment in the public washroom block. As of the writing of this report, staff has not pursued securing costing estimates for any partial demolition approach. Third-Party Building Operator Discussion Over the past several weeks, TRC and various other community stakeholders have been working on developing alternatives to demolition of the building. Preliminary discussions with Page 154 of 226 Page 3 / 5 Summer Place Demolition Costs and Alternatives senior Town staff regarding potential requirements for such an arrangement have culminated in the receipt of a “Letter of Intent” from E & E McLaughlin (E&E) proposing a ten-year agreement for their company to refurbish and operate the facility in a ‘non-profit’ manner in exchange for a series of considerations from the Town. The Letter of Intent is attached to this report for Council consideration. In it, E&E propose a list of arrangements that Council may decide are worth investigating further. As staff has no direction from Council to support exploring this alternative, the Letter is presented as it was received. Options Option A: Complete demolition. This is the direction Council established through the budget process and, without alternative direction, is what staff have been and are continuing to implement. The cost for complete demolition and restoration of the area will be considerably higher than the $63,000 allocation for this work in the approved 2019 budget. TRC has advised that the consequence of complete demolition will be the loss of rowing as a viable sport in Tillsonburg. Staff identified the loss of the public washroom block as a significant service level reduction, especially since the cost to re-establish that level of service from scratch will be considerably higher at 2020 prices than it was in 2003. This option is not in alignment with the Memorial Park & Lake Lisgar Master Plan. Option B: Partial demolition. This option will very likely have similar initial costs as complete demolition, but there is the possibility of retaining the washroom block and/or the Boathouse as viable independent facilities. The cost of refurbishing and maintaining those two building components into the future would be less than demolishing them and rebuilding them from scratch. Option C: Third Party Building Operation. The Town has a range of tenancy and third party partnerships in place for various town-owned facilities, ranging from full multi-year rental contracts for the OPP station and Elliott Fairbairn School all the way to long-term leases with residents associations in Hickory Hills and Baldwin Place. The Soccer Club, the Senior Centre, the Tillsonburg & District Craft Guild, and the Tillsonburg Scout Association are other examples of agreements with third parties for the use of town facilities. What E&E propose is a made-in- Tillsonburg approach to preserving and rehabilitating a community resource in a way that attempts to balance the costs and benefits to taxpayers with the traditions and historical achievements of athletes and service clubs in the community. If this option is selected, any final agreement would require further negotiating and review from the Town’s legal advisors before being brought to Council for approval. Of the options being discussed, this option is the most closely aligned with the Memorial Park & Lake Lisgar Master Plan. Recommendation Staff recommends that Council reconsider the complete demolition of the facility and authorize staff to explore Option C: Third Party Building Operation with E&E to preserve service levels through an alternative service delivery model. FINANCIAL IMPACT/FUNDING SOURCE The 2019 budget includes an allocation of $60,400 for demolition of Summer Place. Out of that allocation, Council has approved the use of up to $10,000 for temporary mould abatement and the Designated Substance Survey. Cost estimates secured to date have identified that the Page 155 of 226 Page 4 / 5 Summer Place Demolition Costs and Alternatives $60,300 allocation is not adequate to accomplish any of the options presented in this report. A full costing of the selected option can be developed once that option is determined, and the relevant funding sources will need to be identified and brought to Council for consideration. 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 156 of 226 Page 5 / 5 Summer Place Demolition Costs and Alternatives Report Approval Details Document Title: RCP 19-25 - Summer Place Demolition Costs and Alternatives.docx Attachments: - RCP 19-25 - ATT 01 - Letter of Intent for Summer Place Building.pdf Final Approval Date: Jun 19, 2019 This report and all of its attachments were approved and signed as outlined below: Dave Rushton - Jun 19, 2019 - 10:31 AM David Calder - Jun 19, 2019 - 2:58 PM Donna Wilson - Jun 19, 2019 - 3:04 PM Page 157 of 226 Page 158 of 226 Page 159 of 226 Report Title Memorial Park Parking Expansion Report No. RCP 19-26 Author Rick Cox Meeting Type Council Meeting Council Date June 24, 2019 Attachments Memorial Park Parking Expansion Sketch Page 1 / 3 Memorial Park Parking Expansion RECOMMENDATION THAT Council receives Report RCP 19-26 – Memorial Park Parking Expansion; AND THAT Council direct staff to issue the tender for the expanded parking project as outlined in Report RCP 19-26. EXECUTIVE SUMMARY At the January 29, 2019 Council Budget Meeting, a capital project to expand parking at Memorial Park was approved provided the final design was brought to Council for approval. This report seeks approval of the design and permission from Council to issue a tender for the work to begin. BACKGROUND On January 29, the following resolution was passed by Council: Resolution # 11 Moved By: Councillor Esseltine Seconded By: Deputy Mayor Beres That council approve Capital Project X73 – Memorial Park Parking Expansion project on the condition that the plans and designs for each of the parking areas included in this project be brought back to council for final review and approval prior to construction. Carried Working with CJDL to design the parking lot expansion, staff is requesting permission to proceed with tendering the project as per the attached sketch. Although the surface of the new parking area will be crushed limestone, using curb stops to define rows the lot will accommodate 69 parking slots. The project will also improve access to the upper field parking for ball diamond spectators, and establish a flat, level entrance apron for the rear door of the cattle barn to facilitate equipment storage. The current back door has a constricted opening and will need to be replaced with a full-size door system to accommodate large vehicles. To accommodate the enlarged parking lot some changes and upgrades to selected hydro poles are required. The project also includes establishing a locked compound for dumpsters to better manage waste and recyclables from the Complex and the surrounding park. Page 160 of 226 Page 2 / 3 Memorial Park Parking Expansion FINANCIAL IMPACT/FUNDING SOURCE The 2019 approved Capital Budget includes an allocation of $245,000 for parking expansion at Memorial Park, funded with $220,500 from Development Charges and $24,500 from taxation. The work included with this allocation is the finished asphalt around the Outdoor Recreation Pad (completed) and the attached project. Until procurement is completed, the actual cost is not certain, however the estimated construction cost for this project based on 2019 market rates is expected to be within the allocated budget. The tender will come to Council for awarding. 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 161 of 226 Page 3 / 3 Memorial Park Parking Expansion Report Approval Details Document Title: RCP 19-26 - Memorial Park Parking Expansion.docx Attachments: - RCP 19-26 - ATT 01 - Memorial Park Parking Expansion Sketch.pdf Final Approval Date: Jun 19, 2019 This report and all of its attachments were approved and signed as outlined below: Dave Rushton - Jun 19, 2019 - 10:33 AM David Calder - Jun 19, 2019 - 3:00 PM Donna Wilson - Jun 19, 2019 - 3:05 PM Page 162 of 226 Cyril J. Demeyere Limited P.O. Box 460, 261 Broadway Tillsonburg, Ontario. N4G 4H8 Tel: 519-688-1000 866-302-9886Fax: 519-842-3235 cjdl@cjdleng.com 1 TOWN OF TILLSONBURG New Gravel Parking/Derby Area Converted to grass Crushed limestone driveway Concrete pad Asphalt apron Page 163 of 226 Report Title Aquatic Facility Needs and Concepts Update Report No. RCP 19-27 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date June 24, 2019 Attachments  Future of Aquatics in Tillsonburg - High-Level Capital Costing Estimates Page 1 / 4 Aquatic Facility Needs and Concepts Update RECOMMENDATION THAT Council receives Report RCP 19-27 – Aquatics Facility Needs and Concepts Update for information. EXECUTIVE SUMMARY Tillsonburg’s indoor and outdoor aquatic facilities need considerable capital maintenance over the next several years if the services which ratepayers have become accustomed to are going to be maintained. The facilities are also not able to meet current standards with respect to amenities like family and barrier-free change rooms. Council heard presentations from Monteith Brown and MMJA in April and directed staff to review the material with advisory committees and report back in June. This report provides Council with an update on progress to date. BACKGROUND At the Council meeting of April 8, 2019 Council received two presentations from consultants. Monteith Brown provided Council with a report on their community survey results as well as the industry context with respect to indoor and outdoor aquatic facilities. The report identified several options for Council’s consideration. Building on the work that Monteith Brown had done, MMJA prepared a conceptual design of a next-generation aquatic facility for Tillsonburg that incorporated the needs and wants identified in the community survey. Council referred both reports to the advisory committees and subsequently to staff for a report and recommendations, and asked for a report back in June. Since April 8, the Memorial Park Advisory Committee and the Recreation & Sport Advisory Committee have each reviewed the aquatics facility reports at separate meetings. The two committees also held a joint meeting on May 29 so that there was awareness in both committees of the same information, issues and thoughts. That joint session included an opportunity for members to walk around the waterpark and the tennis court area so that the existing conditions and the potential impact of any changes were front-of-mind. In their presentation, Monteith Brown provided a flow chart of the strategic options that the Town has to consider. The Committees used that diagram to shape their discussion. The diagram is presented here: Page 164 of 226 Page 2 / 4 Aquatic Facility Needs and Concepts Update Separating the discussion into consideration of the indoor aquatics strategy as separate from the outdoor aquatics strategy assisted the Committee members to keep the options clear. The committee was provided with the attached “High Level Capital Costing Estimates” for reference. Indoor Aquatics Strategy The existing indoor pool requires extensive refurbishment in the very near future to continue operations. Specifically, there are an estimated $1.13million dollars in work required to the deck, pool tank, and mechanical systems. The community is also looking for improvements and modernization to the changerooms and barrier-free elements, as well as warm water and leisure pool options. The joint committee passed the following resolution with respect to the Indoor Aquatics Strategy: Moved by: Dace Zvanitajs Seconded by: Terry Smith THAT the Memorial Park Revitalization and Recreation & Sports Advisory Committees recommend to Council that the future of indoor aquatics is critical and that they support continued work to determine the best options to have the aquatic facilities modernized through accessibility improvements, family change rooms, therapeutic and warm water. Carried. Outdoor Aquatics Strategy The existing outdoor pool also requires extensive refurbishment in the very near future to continue operations. The top level decision related to the outdoor facility is whether or not the Page 165 of 226 Page 3 / 4 Aquatic Facility Needs and Concepts Update Waterpark is deemed a feasible operation. If it is seen as feasible, then the options include refurbishment at an estimated cost of $4.5million, or a reimagining of the waterpark at a cost upwards of $5million. If the Waterpark is deemed not to be feasible, the options on the table range from demolition ($392,000 estimated cost) to demolition and replacement with a splash pad ($1.05million estimated cost) to demolition and consolidation adjacent to the indoor facility ($3.9million estimated cost). Discussion at the committee reflected the recent declining usage levels, the increased demand for splashpad style recreation, and the challenges presented to the taxpayers by the requirement for a continued operational subsidy. The joint committee passed the following resolution with respect to the Outdoor Aquatics Strategy: Moved by Joan Weston Seconded by Chris Rosehart THAT the Memorial Park Revitalization Advisory Committee and Recreation & Sports Advisory Committee recommend to Council that the Lake Lisgar Water Park facility be demolished and replaced by a splash pad facility. Carried This report provides Council with an update on progress since April. Staff will bring forward a report to a future Council Meeting with options and recommendations with respect to potential next steps. FINANCIAL IMPACT/FUNDING SOURCE There are no direct financial implications of this report. COMMUNITY STRATEGIC PLAN (CSP) IMPACT 1. Excellence in Local Government ☒ Demonstrate strong leadership in Town initiatives ☐ Streamline communication and effectively collaborate within local government ☒ Demonstrate accountability 2. Demographic Balance ☒ Make Tillsonburg an attractive place to live for youth and young professionals ☒ Provide opportunities for families to thrive ☒ Support the aging population and an active senior citizenship 3. Culture and Community ☒ Promote Tillsonburg as a unique and welcoming community ☒ Provide a variety of leisure and cultural opportunities to suit all interests ☒ Improve mobility and promote environmentally sustainable living Page 166 of 226 Page 4 / 4 Aquatic Facility Needs and Concepts Update Report Approval Details Document Title: RCP 19-27 - Aquatics Facility Needs and Concepts Update.docx Attachments: - RCP 19-27 - ATT 01 - High Level Capital Costing Estimates.pdf Final Approval Date: Jun 19, 2019 This report and all of its attachments were approved and signed as outlined below: David Calder - Jun 19, 2019 - 3:02 PM Page 167 of 226 Town of Tillsonburg Confidential 5/29/2019 Page 1 Indoor Aquatic Strategy Sub Component Estimate Option 1A: Refurbish existing pool & deck Pool, deck, mechanical 1,130,400$ Option 1B: Expand to include new tank/HC/changerooms New Aquatics/HC 19,540,437$ Total Option 1: Refurbish and Expand 20,670,837$ Outdoor Aquatic Strategy Option 2A: Refurbish Waterpark Pool, slide, mechanical 1,067,000$ building (incl. new changerooms)3,469,530$ 4,536,530$ Option 2B: Reimagine Waterpark Pool, slide, mechanical 1,067,000$ building (incl. new changerooms)3,469,530$ New watepark elements 500,000$ 5,036,530$ Option 3: Close Waterpark demolish/relandscape LLWP 392,000$ 392,000$ Option 4: Close Waterpark & build splashpad 4A: Outdoor splashpad consolidated @ 45 Hardy reconfigure Hardy & construct 3,484,215$ 3,876,215$ 4B: Outdoor splashpad @ LLWP location construct using existing water/sanitary 666,600$ 1,058,600$ 4C: Outdoor splashpad other location*construct and add water/sanitary 916,600$ 1,308,600$ *Assumes location is on Town-owned land NOTE: Cost estimates provided by MMJA, April 2019 LLWP is Feasible LLWP not Feasible Future of Aquatics in Tillsonburg - High-Level Capital Costing Estimates Page 168 of 226 The Corporation of the Town of Tillsonburg Cultural, Heritage and Special Awards Advisory Committee June 5, 2019 5:30 p.m. Suite 203, 200 Broadway, 2nd Floor MINUTES Present: Deb Beard, Terry Fleming, Vernon Fleming, Erin Getty, Carrie Lewis and James Murphy (Arrived 5:35 p.m.). Regrets: Rosemary Dean, Mark Dickson, Penny Esseltine and Collette Takacs. Also Present: Amelia Jaggard, Legislative Services Coordinator Tracey Davies and Miya, South Ridge Public School Regrets: Patty Phelps, Culture and Heritage Manager/Curator 1. Call to Order The meeting was called to order at 5:33 p.m. James Murphy arrived at 5:35 p.m. 2. Adoption of Agenda Proposed Resolution #1 Moved by: Carrie Lewis Seconded by: Deb Beard THAT the Agenda as prepared for the Cultural, Heritage and Special Awards Advisory Committee meeting of June 5, 2019, be adopted. Carried. 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 4. Adoption of Minutes of Previous Meeting Proposed Resolution #2 Moved by: Vernon Fleming Seconded by: Terry Fleming THAT the Minutes of the Cultural, Heritage and Special Awards Advisory Committee meeting of May 1, 2019, and the Minutes of the Cultural, Heritage and Special Awards Advisory Committee special meeting of May 6, 2019, be approved. Carried. Page 169 of 226 Committee: Cultural, Heritage and Special Awards Advisory Committee Page - 2 - of 3 Date: June 5, 2019 5. Presentations/Deputations 5.1. South Ridge Public School – Cultural Grant Recipient Presented by: Tracey Davies and Miya Tracey Davies, teacher at South Ridge Public School, and student Miya we present and thanked the committee for a Cultural Grant received in 2018. The Cultural Grant was given to help pay for trip expenses for the Grade 7 and 8 School Band’s visit to the Festival of Music at Canada’s Wonderland. Tracey Davies and Miya left at 6:40 p.m. 6. General Business & Reports 6.1. Cultural Grant Application – Forge Fest The committee reviewed the application and passed the following resolution. Motion Moved by: Terry Fleming Seconded by: James Murphy THAT the Cultural, Heritage and Special Awards Advisory Committee approve the Cultural Grant Application submitted by Forge Fest which requests funds to support the annual multi-venue music and arts festival event; AND THAT staff forward the Cultural Grant in the amount of $1,000 to Forge Fest. Carried. 6.2. Cultural Grant Application – Tillsonburg Fishing Derby The committee reviewed the application and passed the following resolution. Motion Moved by: James Murphy Seconded by: Carrie Lewis THAT the Cultural, Heritage and Special Awards Advisory Committee approve the Cultural Grant Application submitted by the Tillsonburg Fishing Derby which requests funds to support the annual free family fishing derby event; AND THAT staff forward the Cultural Grant in the amount of $1,000 to the Tillsonburg Fishing Derby. Carried. 6.3. Volunteer of the Month Staff to send letter regarding Volunteer of the Month award program to local charitable organizations and service clubs. A copy will be provided to members to assist with promotion throughout the community. The Volunteer of the Month award program to be advertised. Page 170 of 226 Committee: Cultural, Heritage and Special Awards Advisory Committee Page - 3 - of 3 Date: June 5, 2019 6.4. Citizen of the Year Event Update The Citizen of the Year award ceremony has been scheduled for Tuesday, June 25, 2019. The event will be held at the Carriage Hall, 25 Brock St W, from 6:00 p.m. to 8:00 p.m. Doors will open at 5:30 p.m. 6.5. Century Plaque Program Update The first century plaque ordered under the Century Plaque Program has been received. Mayor Molnar will be presenting the century plaque to Paul and Barbara Wareing at their home located at 313 Broadway, Tillsonburg, on Monday, June 10 at 8:30 a.m. The local media have been notified and a staff member will be present to take photos. 7. Correspondence 7.1. Bert Duclos Heritage Services Flyer 8. Other Business 9. Next Meeting Wednesday, July 3, 2019 at 5:30 p.m. at the Corporate Office in Suite 203. 10. Adjournment Proposed Resolution #3 Moved by: Carrie Lewis Seconded by: Deb Beard THAT the June 5, 2019 Cultural, Heritage and Special Awards Advisory Committee meeting be adjourned at 6:02 p.m. Carried. Page 171 of 226 The Corporation of the Town of Tillsonburg Accessibility Advisory Committee June 11, 2019 2:00 p.m. Annex Board Room, 200 Broadway, 2nd Floor MINUTES Present: Mike Cerna, Mark Dickson, Erin Getty, Jeff Huber, Michael Kadey, Pete Luciani and Peter Staley. Regrets: Cindy Allen and Margaret McCrimmon. Also Present: Amelia Jaggard, Legislative Services Coordinator Rick Cox, Director of Recreation, Culture and Parks (Left at 3:17 p.m.) Regrets: Emily Xuereb, Deputy Chief Building Official 1. Call to Order The meeting was called to order at 2:00 p.m. 2. Adoption of Agenda Proposed Resolution #1 Moved by: Erin Getty Seconded by: Pete Luciani THAT the Agenda as prepared for the Accessibility Advisory Committee meeting of June 11, 2019, be adopted. Carried. 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 4. Adoption of Minutes of Previous Meeting Proposed Resolution #2 Moved by: Mike Cerna Seconded by: Jeff Huber THAT the Minutes of the Accessibility Advisory Committee Meeting of March 12, 2019, and the Minutes of the Accessibility Advisory Committee Special Meeting of May 28, 2019, be approved. Carried. Page 172 of 226 Committee: Accessibility Advisory Committee Page - 2 - of 3 Date: June 11, 2019 5. Presentations/Deputations 5.1. Playground Equipment and Tillsonburg Community Centre Presented by: Rick Cox, Director of Recreation, Culture and Parks Rick Cox, Director of Recreation, Culture and Parks, provided an overview of the Town’s current playground equipment replacement schedule. All swing sets were recently replaced to meet code and each update included a barrier free saddle/seat style swing. Glendale Park is currently scheduled to be replaced in 2020. The tennis courts at Memorial Park are not accessible. The Rotary Club of Tillsonburg has committed to improving pathways to the tennis courts. The fence access to the tennis courts would need to be widened to meet accessibility standards. It was suggested to put up signage at the Community Centre pool indicating that space for caregiver assistance or gender neutral space is available by asking staff. Staff noted that Lake Lisgar Waterpark will operate without a waterslide again this year. 6. General Business & Reports 6.1. Accessibility Review of Town Facilities 6.2. Wheelchair Accessible Swing Staff noted that a wheelchair accessible swing is in the range of $12,000 and that it would make most sense to include one in the design of a new park. Rick Cox left at 3:14 p.m. It was suggested that if the waterpark was replaced by a splash pad, that would be the ideal location for a wheelchair accessible swing to be installed. 7. Correspondence 8. Other Business 9. Next Meeting Tuesday, September 10, 2019 at 2:00 p.m. at the Corporate Office in Suite 203, 200 Broadway, Tillsonburg, ON. Page 173 of 226 Committee: Accessibility Advisory Committee Page - 3 - of 3 Date: June 11, 2019 10. Adjournment Proposed Resolution #3 Moved by: Erin Getty Seconded by: Peter Luciani THAT the June 11, 2019 Accessibility Advisory Committee meeting be adjourned at 3:27 p.m. Carried. Page 174 of 226 The Corporation of the Town of Tillsonburg Economic Development Advisory Committee June 11, 2019 7:30 a.m. Boardroom, Customer Service Centre 10 Lisgar Ave, Tillsonburg MINUTES Present: Andrew Burns, Councillor Deb Gilvesy, Lisa Gilvesy (Arrived at 7:39 a.m.), Jesse Goossens, Jim Hayes, Kirby Heckford (Arrived at 7:48 a.m.), Mayor Stephen Molnar, Lindsay Morgan-Jacko, Jeff Van Rybroeck, Steves Spanjers (Arrived at 7:34 a.m.), Collette Takacs, Lindsay Tribble, Cedric Tomico and John Veldman. Regrets: Ashton Nembhard and Randy Thornton. Also Present: Amelia Jaggard, Legislative Services Coordinator Cephas Panschow, Development Commissioner Regrets: David Calder, Chief Administrative Officer 1. Call to Order The meeting was called to order at 7:32 a.m. 2. Adoption of Agenda Proposed Resolution #1 Moved by: John Veldman Seconded by: Andrew Burns THAT the Agenda as prepared for the Economic Development Advisory Committee meeting of June 11, 2019, be adopted. Carried. 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 4. Adoption of Minutes of Previous Meeting Proposed Resolution #2 Moved by: Jim Hayes Seconded by: Collette Takacs THAT the Minutes of the Economic Development Advisory Committee meeting dated May 14, 2019, be approved. Carried. Page 175 of 226 Committee: Economic Development Advisory Committee Page - 2 - of 5 Date: June 11, 2019 5. Presentations/Deputations 6. Information Items 7. General Business & Reports 7.1. Monthly Project Updates Steve Spanjers arrived at 7:34 a.m. Awaiting detailed design for Clearview Dr S and SWM Pond from consultant for review prior to the tender being released. Staff noted that there has been significant interest in the industrial properties at the Van Norman Innovation Park. The process to obtain a realtor has not been considered at this time. The Town has received three full submissions for the Town Hall RFP. The Town Hall Task Force will meet next week. Lisa Gilvesy arrived at 7:39 a.m. 7.2. Community Strategic Plan 7.2.1. Goals for Committee Term A review of the Economic Development Strategy is targeted for Q4. There is $10,000 reserved to obtain a consultant. Development Commissioner to provide an update on the status of all the recommendations contained in the Economic Development Strategy for members to review. It was suggested to include the four themes identified in the Community Strategic Plan as standing Agenda items. 7.3. First Quarter Economic Development and Marketing Results Development Commissioner provided an overview of the First Quarter Economic Development and Marketing Department Results. Under the Community Improvement Plan, Council has approved the first Accessibility grant for enhancements to a downtown business’ entrance. A report regarding the Retail Gap Analysis Report will be brought to Council recommending that Council adopt the report in principal and that the report be used to guide recruitment efforts. Kirby Heckford arrived at 7:48 a.m. A Municipal Access Agreement between the Town and Exculink Telecom Inc. will be brought forward at the Council meeting on Thursday, June 13, 2019. Page 176 of 226 Committee: Economic Development Advisory Committee Page - 3 - of 5 Date: June 11, 2019 It was suggested that the Vacant 5 Year Rebates program be implemented prior to September 2019. 7.4. Indo-Canadian Business Chamber Mission Visit to Tillsonburg The Indo-Canadian Business Chamber of Commerce will be touring through Tillsonburg on Wednesday, June 12, 2019, to consider real estate investments, manufacturing relationships, etc. Staff to provide a summary of the tour at the next meeting. 7.5. Tillsonburg Hydro Inc Town Council will receive the THI Board of Directors recent decision, as information at the Council meeting on Thursday, June 13, 2019. Motion Moved by: Mayor Molnar Seconded by: Deb Gilvesy THAT the committee strike a subcommittee consisting of Andrew Burns, Kirby Heckford, Deb Gilvesy, Lindsay Tribble, Cedric Tomico and Jim Hayes, for the purpose of reviewing the Tillsonburg Hydro Inc initiative, AND THAT the subcommittee be supported in information gathering, AND THAT the subcommittee report back to the committee after three meetings. Carried. 7.6. Town Hall Task Force The committee toured Municipal Administration buildings for the Township of Norwich, Norfolk County and Haldimand County in order to learn best practices 8. Community Organization Updates 8.1. Downtown Business Improvement Association The Beautification Plan has been implemented. The BIA is still tweaking the program in response to feedback. 8.2. Tillsonburg District Chamber of Commerce Registration is still open for the TDCC Golf Tournament on June 20, 2019. The Chamber will be bringing forward a policy for “enhancing tariff claims and processes” to the Canadian Chamber in September 2019. Ministry of Labour is currently doing a review of WSIB; the Chamber plans to take a position on this. The next Business After Five event will be on June 26, 2019 at DeGroote-Hill Chevrolet Buick GMC. Page 177 of 226 Committee: Economic Development Advisory Committee Page - 4 - of 5 Date: June 11, 2019 Deb Gilvesy noted that she will be participating in a phone conference regarding a study of taxation on Tobacco initiated by the Ontario Chamber of Commerce. 8.3. Tillsonburg District Real Estate Board Staff will circulate Report DCS 19-15 2019 First Quarter Building, Planning and By-Law Services Results. 8.4. Physician Recruitment There have been two recent recruitments in the internist and specialist area. These recruitments will support the health units but will primarily serve the Tillsonburg District Memorial Hospital. 9. Correspondence 9.1. None 10. Other Business 11. Round table The Tillsonburg District Memorial Hospital Foundation is currently seeking an Executive Director, approximately 30 hours per week. A Development Charges by-law will be brought forward at the Council meeting on Thursday, June 13, 2019. Mayor Molnar noted that there is an opportunity for a satellite location for a regional nurse practitioner clinic. At the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) conference this week the Minister of Municipal Affairs and Housing noted no further information from his office or the Province regarding the Regional Government Review will be received until October 2019. A report addressing the issues, concerns and opportunities regarding the Summer Place building will be brought forward to Council on Monday, June 24, 2019. 101 Spruce St. has a conditional offer. 51 Clearview Drive is currently listed exclusive at $6.5 million (approximately $50 per square foot). Tillsonburg Turtlefest is this coming weekend June 14-16, 2019. 12. Next Meeting Tuesday, July 9, 2019 at 7:30 a.m. in the Board Room at the Customer Service Centre, 10 Lisgar Ave, Tillsonburg, ON. Page 178 of 226 Committee: Economic Development Advisory Committee Page - 5 - of 5 Date: June 11, 2019 13. Adjournment Proposed Resolution #3 Moved by: Cedric Tomico Seconded by: Jim Hayes THAT the June 11, 2019 Economic Development Advisory Committee meeting be adjourned at 9:26 a.m. Carried. Page 179 of 226 The Corporation of the Town of Tillsonburg Tillsonburg Transit Advisory Committee June 18, 2019 10:00 a.m. Suite 203, 200 Broadway, 2nd Floor MINUTES Present: Cindy Allen, Sherry Hamilton, Kathryn Leatherland, Pete Luciani and Lynn Temoin. Regrets: David Brown, Carolijn Verbakel, John Verbakel. Also Present: David Calder, Chief Administrative Officer Kevin De Leebeeck, Director of Operations Amelia Jaggard, Legislative Services Coordinator Stephanie Ellens-Clark, Executive Director, Social Planning Council Oxford 1. Call to Order The meeting was called to order at 10:04 a.m. 2. Adoption of Agenda Proposed Resolution #1 Moved by: Lynn Temoin Seconded by: Cindy Allen THAT the Agenda as prepared for the Tillsonburg Transit Advisory Committee meeting of June 18, 2019, be adopted. Carried. 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 4. Adoption of Minutes of Previous Meeting Proposed Resolution #2 Moved by: Pete Luciani Seconded by: Kathryn Leatherland THAT the minutes of the Tillsonburg Transit Advisory Committee dated May 21, 2019, be approved. Carried. 5. Presentations/Deputations Page 180 of 226 Committee: Tillsonburg Transit Advisory Committee Page - 2 - of 3 Date: June 18, 2019 6. General Business & Reports 6.1. T:GO Transit 6.1.1. Proposed Route and Schedule Feedback Tracker A comment was received regarding the stop at Glendale High School being too early. 6.1.2. Action Item Summary Director of Operations provided an overview of action items from the previous meeting. Launch date to be an item on the next Agenda. Once the impact of stops at 53 Queen Street and the Livingston Centre are taken into consideration and the route is finalized, the brochure and signage orders can be placed. Only the service provider has tested the route. Staff will test the route in the next couple weeks to confirm it works. It was suggested to indicate that the bus can be expected either five (5) or ten (10) minutes on either side of the designated arrival time. It was suggested to use the disclaimers included in the Ride Norfolk brochure regarding limited space for wheel chairs and five (5) minute window ahead of scheduled stop. Staff to ask the service provider if the driver wears high visibility safety clothing when they exit the bus to assist a rider who requires the chair lift. Staff noted that the “Where’s my bus?” GPS phone app is available through the service provider, however staff have not asked about the cost of implementing this. It was suggested to offer free bus rides to help promote the bus. 6.1.3. Updated TGO Brochure Once the route is finalized the brochures will be printed. 6.1.4. Transit Services Q1 2019 6.1.5. Other Transit Fare Rate Structures It was suggested to consider discounted passes and special fare rates for youth/students, seniors, tourists, caregivers and veterans. Fare rate structures to be an item on the next Agenda. Page 181 of 226 Committee: Tillsonburg Transit Advisory Committee Page - 3 - of 3 Date: June 18, 2019 It was suggested to consider a procedure for determining eligibility for different fare rates. 6.2. Inter-Community Transit 6.2.1. Transit Coordinator Interviews completed Staff noted the position should be filled by early July. 6.2.2. Transit Consulting Services RFP closed Staff will bring forward a recommendation to Council. 7. Correspondence 8. Other Business 9. Next Meeting Tuesday, July 16, 2019, at 10:00 a.m. at the Corporate Office in Suite 203, 200 Broadway, Tillsonburg, ON. 10. Adjournment Proposed Resolution #3 Moved by: Cindy Allen Seconded by: Kathryn Leatherland THAT the June 18, 2019 Tillsonburg Transit Advisory Committee meeting be adjourned at 10:50 a.m. Carried. Page 182 of 226 Tillsonburg Business Improvement Area Board Meeting – MINUTES - Thursday, May 23rd, 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: 7:32 am Quorum: YES Members present: C. Tomico; M. Rosehart, C. Heutinck, C. Pepper, M. Renaud, K. Slattery, M. Tedesco, D. Rasokas, D. Gilvesy Public/delegations present: P. Hayes – Page by Page Consulting; K. DeLeeBeeck – Town of Tillsonburg Members absent: n/a 2. ADOPTION OF THE AGENDA: a. moved by: C. Heutinck seconded by: D. Gilvesy “Carried” 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: “none declared” 4. ADOPTION OF THE MINUTES from the meeting of April 25th, 2019 a. moved by: W. Cameron seconded by: D. Gilvesy “Carried” 5. DELEGATIONS: a. Patty Hayes – Page by Page Consulting : 1 Page 183 of 226 Ms. Hayes made a presentation about her experiences; resume; projects; governance suggestions and other resources that she is able to provide. The board asked a number of questions. There was also discussion about the various ways to complete a strategic review. Ms. Hayes spoke about specific initiatives from the Ottawa Street BIA in Hamilton. Ms. Hayes provided the board with a hand-out of services available. There were continuing discussions and dialogues about gentrification; experiential marketing; changing retail landscapes of downtowns; faltering on-line sales patterns. b. Kevin Deleebeeck – Director of Operations, Town of Tillsonburg: The Director spoke about the upcoming proposal to reconfigure the existing municipal parking lots in the C1-BIA zone. The maps were attached to the agenda package. The group had a lengthy discussion about the various diagrams presented. W. Cameron expressed that the LCBO parking lot - #1A should be changed to 2-hour parking only. The board determined this would be added to the June 20th, 2019 board meeting agenda. 6. TREASURER’S REPORT – D. Rasokas a. The information was distributed including the April 2019 First Ontario bank statements attached with funds as of April 30th, 2019: $234,388.87. The Financial reports were attached to the agenda package ahead of time. The ED spoke about the notice given to FirstOntario about the change in banking to CIBC. ED hand delivered the banking resolution to the Branch Manager. CIBC has opened the new accounts as at May 17th, 2019. All signing authorities are in place. ED hand delivered the banking resolution to the Branch Manager. ED has received the new CIBC debit and credit cards. 2 Page 184 of 226 b. The Town of Tillsonburg has received the new CIBC account info for EFT - which was hand delivered to the Director of Finance on Monday May 13th. There were no questions or concerns about the information presented. 7. COMMITTEE REPORTS: a. Beautification: The ED presented the report and there was a lengthy discussion of what was required for the implementation plan including the need to solidify volunteers for the upcoming weekend to include the following duties/tasks: change banner brackets; install street furniture; install smoking control devices; erect fencing – fill with water; etc. b. Communications & Promotions/Report from Events and Marketing Co- ordinator: The EMC has been active with the digital platforms; the promotions committee has met; the calendar has been update; there will be two printed postcards for each of spring/summer & fall/winter; the sidewalk sale has been established and communicated. There was a Promotions committee meeting held at the BIA offices on Friday, May 17, 2019. Reminders: Fitness event on Saturday, May 25th on Brock Street – closed from Broadway, easterly to Harvey. There were no questions. Sidewalk Sale Days – May 30, May 31 and June 1 – posters have been created and the event is being marketed through social media, e-mail blasts and poster distribution. The ED and EMC reviewed with the team that the promotions calendar has been updated. 3 Page 185 of 226 8. EXECUTIVE DIRECTOR’S REPORT: Most of the ED’s schedule has been dedicated to readying the beautification plan for implementation. There were a number of supplier-caused issues which have all been “Plan B’d”. There were some questions however no concerns were raised with the ED’s report. 9. OTHER BUSINESS: a. Benches: The board had a discussion about next steps. The board provided direction to the Chair & Board to meet with a lawyer to send a formal letter of follow-up. b. The board discussed going to council to give a BIA update. The ED will be in touch with the Town Clerk to apply to appear as a delegation. 10. NEW BUSINESS: none 11. ROUNDTABLE: The Chair spoke about the need to reach out to the soccer, baseball and other groups to work on communication with the downtown as we did with the ringette tournament. 12. NEXT MEETING – Thursday, June 20th, 2019 at Carriage Hall – 7:00 am breakfast, 7:30 am meeting 13. MOTION TO ADJOURN: C. Heutinck moved; Seconded by M. Tedesco. 9:36 am 4 Page 186 of 226 THE CORPORATION OF THE TOWN OF TILLSONBURNG BY-LAW 4317 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to “R1” the zone symbol of the lands so designated “R1” on Schedule “A” attached hereto. 2. That Section 6.5.6 to By-Law Number 3295 is deleted in its entirety. 3. This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ A FIRST AND SECOND TIME THIS 24th day of JUNE, 2019. READ A THIRD TIME AND FINAL TIME AND PASSED THIS 24th day of JUNE, 2019. MAYOR – Stephen Molnar TOWN CLERK – Donna Wilson Page 187 of 226 20.13P A R T 14 1 R - 9 6 4 2 N78°34'20"E 39.62 N11°25'40"W 19.4117.90N11°25'40"WBROOKSIDE LANE QUARTER TOWN LINELYNDALE RDN30°11'52"W 20.99N76°23'30"E 32.87 N76°24'00"E 39.63 L O T 6 6R E G P L A N4 1 M - 2 1 8 SCHEDULE "A" LOT 66 AND PART OF BROOKSIDE LANE,REGISTERED PLAN 41M-218PART 1, REFERENCE PLAN 41R-9642TOWN OF TILLSONBURG AREA OF ZONE CHANGE TO R1 NOTE: ALL DIMENSIONS IN METRES MAYOR - Stephen Molnar TOWN CLERK - Donna Wilson THIS IS SCHEDULE "A" TO BY-LAW No. 4317, PASSED THE 24th DAY OF JUNE, 2019 TO BY-LAW No. 4317 © 5 0 5 10 152.5 METRES ÞÞPage 188 of 226 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4320 A BY-LAW to enter into an Airport Hanger Land Lease Agreement with Jeff Howe of 2664165 Ontario Ltd. WHEREAS the Corporation of the Town of Tillsonburg is desirous of entering into an Airport Hanger Land Lease Agreement with Jeff Howe of 2664165 Ontario Ltd. for the construction of a 3,600 square foot hanger at the Tillsonburg Regional Airport along existing Taxiway G1 Lot 2. 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 24th DAY OF JUNE, 2019. READ A THIRD AND FINAL TIME AND PASSED THIS 24th DAY OF JUNE, 2019. _____________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson Page 189 of 226 Page 190 of 226 Page 191 of 226 Page 192 of 226 Page 193 of 226 Page 194 of 226 Page 195 of 226 Page 196 of 226 Page 197 of 226 Page 198 of 226 Page 199 of 226 Page 200 of 226 Page 201 of 226 Page 202 of 226 Page 203 of 226 Page 204 of 226 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4321 A BY-LAW to enter into an Airport Hanger Land Lease Agreement with Ernest West. WHEREAS the Corporation of the Town of Tillsonburg is desirous of entering into an Airport Hanger Land Lease Agreement with Ernest West for the construction of a 3,600 square foot hanger at the Tillsonburg Regional Airport along existing Taxiway G1 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 24th DAY OF JUNE, 2019. READ A THIRD AND FINAL TIME AND PASSED THIS 24th DAY OF JUNE, 2019. _____________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson Page 205 of 226 Page 206 of 226 Page 207 of 226 Page 208 of 226 Page 209 of 226 Page 210 of 226 Page 211 of 226 Page 212 of 226 Page 213 of 226 Page 214 of 226 Page 215 of 226 Page 216 of 226 Page 217 of 226 Page 218 of 226 Page 219 of 226 Page 220 of 226 Page 221 of 226 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 4322 A BY-LAW, To Amend By-Law 3639, To Appoint Trustees to those Trusts Established by The Corporation of The Town of Tillsonburg and to repeal By-Law 3896. WHEREAS the Council of the Town of Tillsonburg passed By-Law 3639 on August 13, 2012, to define Municipal Trust Funds and to Appoint Trustees to those Trusts; AND WHEREAS the Council of the Town of Tillsonburg passed By-Law 3896 on April 13, 2015, to amend By-Law 3639 and to Appoint Trustees to those Trusts Established by the Town until December 31, 2014; AND WHEREAS the Council of the Town of Tillsonburg deems is necessary to amend By- Law 3639 and to repeal By-Law 3896; NOW THEREFORE BE IT RESOLVED THAT the Council of The Corporation of the Town of Tillsonburg enacts as follows: 1. THAT Schedule A to By-Law 3639 be amended and that Schedule A attached hereto becomes part of that By-Law as if written therein; 2. THAT By-Law 3896, passed April 13, 2015 is hereby repealed in its entirety; 3. THAT this by-law comes into full force and effect upon the day of passing. READ A FIRST AND SECOND TIME THIS 24th DAY OF JUNE, 2019. READ A THIRD AND FINAL TIME AND PASSED THIS 24th DAY OF JUNE, 2019. _________________________ MAYOR – Stephen Molnar ________________________ TOWN CLERK – Donna Wilson Page 222 of 226 BY-LAW 4322 SCHEDULE A – TRUST & APPOINTMENTS TRUST NAME: ANNANDALE HOUSE TRUST PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Robert Marsden Dianne MacKeigan TERM OF APPOINTMENT: Four Years (end of Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for the restoration, refurbish, development and promotion of Annandale House. Donations received herein shall be deposited into this trust account and may be invested in such securities as a trustee may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the restoration and development of Annandale House. TRUSTEE NAME: Cemetery Maintenance Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): James Murphy Jim Hayes TERM OF APPOINTMENT: Four Years (end of Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for the general maintenance and upkeep of Tillsonburg Cemeteries. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the general maintenance and care of the grounds of the Tillsonburg Cemetery. TRUSTEE NAME: Cemetery Trust (Perpetual Care) PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): James Murphy Jim Hayes TERM OF APPOINTMENT: Four Years (end of Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for the perpetual care of Tillsonburg Cemeteries. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the continuous, everlasting care of Tillsonburg Cemeteries. Page 223 of 226 TRUSTEE NAME: Cemetery Trust (Pre-Paid) PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): James Murphy Jim Hayes TERM OF APPOINTMENT: Four Years (end of Council Term) MANDATE/TERMS OF REFERENCE: To receive and holds funds in trust for pre-paid cemetery services. The Cemetery Pre-Paid revenues were collected from Cemetery customers for pre-paid services up until 2014. They are no longer being collected as pre-paid services are not being offered by the Tillsonburg Cemetery. _____________________________________________________________________ TRUSTEE NAME: Community Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Ann Loker Erin Getty TERM OF APPOINTMENT: Four Years (end of Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for community designated purposes. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on community purposes such as heritage designations, disaster relief, fire safety, parades, festivals, theatre and so on. TRUSTEE NAME: Parkland Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Rosemary Dean Susan Saelans TERM OF APPOINTMENT: Four Years (end of Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for parkland purposes. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds, to focus on the care and maintenance of Tillsonburg parklands to ensure a high standard and the continued beautification of Tillsonburg parks. Page 224 of 226 TRUSTEE NAME: Scholarship Trust PUBLIC TRUSTEES (AS APPOINTED BY COUNCIL): Larry Scanlan Matt Scholtz TERM OF APPOINTMENT: Four Years (end of Council Term) MANDATE/TERMS OF REFERENCE: To receive, maintain, control and use donations for scholarship awards. Donations received herein shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Trustees to determine the disbursement of the funds to focus on choosing a suitable recipient of a scholarship. Page 225 of 226 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 4318 BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 24th day of June, 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 June 24, 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 24th DAY OF JUNE, 2019. READ A THIRD AND FINAL TIME AND PASSED THIS 24th DAY OF JUNE, 2019. ________________________________ MAYOR – Stephen Molnar ________________________________ TOWN CLERK – Donna Wilson Page 226 of 226