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191015 Regular Council Meeting AgendaThe Corporation of the Town of Tillsonburg COUNCIL MEETING AGENDA Tuesday, October 15, 2019 4:00 PM Council Chambers 200 Broadway, 2nd Floor 1.Call to Order 2.Closed Session Proposed Resolution #1 Moved By: ________________ Seconded By: ________________ THAT Council move into Closed Session to consider: advice that is subject to solicitor-client privilege, including communications necessary for that purpose (Town Hall Project); and l a proposed or pending acquisition or disposition of land by the Town (Clearview Drive South). l 3.Adoption of Agenda Proposed Resolution #2 Moved By: ________________ Seconded By: ________________ THAT the Agenda as prepared for the Council meeting of Tuesday, October 15, 2019, be adopted. 4.Moment of Silence 5.Disclosures of Pecuniary Interest and the General Nature Thereof 6.Adoption of Council Minutes of Previous Meeting Proposed Resolution #3 Moved By: ________________ Seconded By: ________________ THAT the Minutes of the Council meeting of September 23, 2019, be approved. 7.Presentations 7.1 Tillsonburg Legion Poppy Campaign Presented By: Don Burton Proposed Resolution #4 Moved By: ________________ Seconded By: ________________ THAT Council receive the presentation by Don Burton regarding the Tillsonburg Legion Poppy Campaign, as information. 8.Public Meetings Proposed Resolution #5 Moved By: ________________ Seconded By: ________________ THAT Council move into the Committee of Adjustment to hear applications for Minor Variance at _________ p.m. 8.1 Application for Minor Variance A12-19 (Broadway Estates Inc.) Proposed Resolution #6 Moved By: ________________ Seconded By: ________________ THAT the Committee of Adjustment approve Application File A12-19, submitted by Broadway Estates Inc., for lands described as Lot 63, Plan 41M-218, Town of Tillsonburg, as it relates to: Relief from Section 6.2 – R1 Zone Provisions, to reduce the minimum required rear yard depth from 12 m (39.4 ft) to 9.3 m (30.5 ft), to facilitate the construction of a single detached dwelling with a covered porch on the subject lands. 1. Subject to the following condition: A building permit for the proposed dwelling shall be issued within one year of the date of the Committee's decision. 1. 8.2 Application for Minor Variance A 13-19 (Green) Page 2 of 300 Proposed Resolution #7 Moved By: ________________ Seconded By: ________________ THAT the Committee of Adjustment approve Application File A13-19, submitted by Broadway Estates Inc. (Gary and Sharon Green), for lands described as Lot 9, Plan 41M-218, Town of Tillsonburg, as it relates to: Relief from Section 6.2, – Zone Provisions (R1) - Rear Yard Minimum Depth, to reduce the required rear yard depth from 12 m (39.3 ft) to 9.57 (31.3 ft), and; 1. Relief from Section 6.2, – Zone Provisions (R1) - Maximum Permitted Lot Coverage, to increase the maximum permitted lot coverage from 33% to 43% of lot area, to facilitate the construction of a single detached dwelling and residential accessory building. 2. Subject to the following condition: A building permit for the proposed dwelling and residential accessory building shall be issued within one year of the date of the Committee's decision; 1. Proposed Resolution #8 Moved By: ________________ Seconded By: ________________ THAT Council move out of the Committee of Adjustment and move back into regular Council session at ____________ p.m. 9.Planning Applications 10.Delegations 10.1 Dereham Forge Playground Revitalization Project Presented by: Melanie Dickson, Dereham Forge Housing Coorperative Proposed Resolution #9 Moved By: ________________ Seconded By: ________________ THAT Council receive the delegation of Melanie Dickson regarding Dereham Forge playground revitalization project, as information. 11.Deputation(s) on Committee Reports 12.Information Items Page 3 of 300 12.1 Ministry of Natural Resources and Forestry - Proposed Changes to the Aggregate Resources Act Proposed Resolution #10 Moved By: ________________ Seconded By: ________________ THAT Council receive the letter from the Ministry of Natural Resources and Forestry regarding proposed changes to the Aggregate Resources Act, as information. 12.2 153 Varnavair RC(Air)CS - Annual Tag Day Proposed Resolution #11 Moved By: ________________ Seconded By: ________________ THAT Council receives the letter from the 153 Varnavair RC(Air)CS regarding their Annual Tag Days, October 18 and 19, 2019, as information. 12.3 Letter of Thanks - Special Olympics Tillsonburg Proposed Resolution #12 Moved By: ________________ Seconded By: ________________ THAT Council receive the letter of thanks from the Special Olympics Tillsonburg, as information. 12.4 Request for Funds - Royal Canadian Legion Branch 153 Proposed Resolution #13 Moved By: ________________ Seconded By: ________________ THAT Council receive the letter from the Royal Canadian Legion Branch 153 regarding a request for funds to support a restoration project, as information; AND THAT the matter be referred to the Community Trust Trustees for consideration. 13.Staff Reports 13.1 Chief Administrative Officer 13.1.1 HR 19-12 Full Time Health and Safety Coordinator Proposed Resolution #14 Moved By: ________________ Page 4 of 300 Seconded By: ________________ THAT Council receive Report HR 19-12 Full Time Health and Safety Coordinator as information; AND THAT Council approve the additional funding to hire a Full Time Health and Safety Coordinator. 13.2 Clerk's Office 13.2.1 CLK 19-25 Alternate County Council Position Proposed Resolution #15 Moved By: ________________ Seconded By: ________________ THAT Council receives report CLK 19-25, Alternate County Council Position as information; AND THAT Council appoint ____________ as an Alternate Member of County Council for the remainder of the Council term; AND THAT a By-Law be brought forward for Council consideration. 13.2.2 CLK 19-26 Amend Smoking By-Law Proposed Resolution #16 Moved By: ________________ Seconded By: ________________ THAT Council receives Report CL 19-26, Amend Smoking By-Law – Outdoor Patio Space; AND THAT an Amending By-law be brought forward for Council’s consideration. 13.2.3 CLK 19-24 Community Safety and Well-Being Plan Proposed Resolution #17 Moved By: ________________ Seconded By: ________________ THAT Council receives Report CLK 19-24 Community Safety and Well- Being Plan: A Collaborative Approach; AND THAT Council declares its commitment to community safety and well- being within the Town of Tillsonburg and all of Oxford County; AND FURTHER THAT Council support a collaborative approach to Community Safety and Well-being planning within Oxford County and the Page 5 of 300 development of a joint Community Safety and Well-being Plan with the lower tier municipalities within Oxford County; AND FURTHER THAT Council approve the Terms of Reference for the Community Safety and Well-being Planning Coordinating Committee attached as Appendix B to this report and the Terms of Reference for the Community Safety and Well-Being Planning Advisory Committee attached as Appendix C to this report; AND FURTHER THAT Council authorizes the allocation of $10,000, from the 2019 one time funding from the Province, to hire a consultant to act as the Community Safety and Well-being Planning Coordinator for the development of the Oxford County Community Safety and Well-being Plan. 13.2.4 CLK 19-27 Oxford County Cycling Advisory Committee Appointment Proposed Resolution #18 Moved By: ________________ Seconded By: ________________ THAT Council receives Report CLK 19-27 Oxford County Cycling Advisory Committee Appointment; AND That Mark Salt be appointed as the Tillsonburg representative on the Oxford Cycling Advisory Committee. 13.2.5 CLK 19-29 Appointments to Dog Park Advisory Committee Proposed Resolution #19 Moved By: ________________ Seconded By: ________________ THAT Council receives Report CLK 19-29 Appointments to the Dog Park Advisory Committee; AND THAT Council appoint _____________ as the Council representative on the Tillsonburg Dog Park Advisory Committee; AND THAT By-Law 4350 to amend Schedule A of By-Law 4247, be brought forward for Council consideration. 13.3 Development and Communication Services 13.4 Finance 13.4.1 FIN 19-23 2019 OILC Debentures Proposed Resolution #20 Page 6 of 300 Moved By: ________________ Seconded By: ________________ THAT Council receives Report FIN 19-23, 2019 OILC Debentures; AND THAT Council By-Law 4348 authorizing the Mayor and Treasurer to enter into a financing agreement with the Ontario Infrastructure and Lands Corporation for $997,600 be brought forward for Council consideration. 13.4.2 FIN 19-24 Investment Policy Proposed Resolution #21 Moved By: ________________ Seconded By: ________________ THAT Council receives report FIN 19-24 Investment Policy; AND THAT By-Law 4349 to adopt the Investment Policy be brought forward for Council consideration. 13.4.3 FIN 19-25 2018 Summary of Reserves and Trusts Proposed Resolution #22 Moved By: ________________ Seconded By: ________________ THAT Council receives report FIN 19-25 2018 Summary of Reserves and Trusts for information. 13.5 Fire and Emergency Services 13.6 Operations 13.6.1 OPS 19-42 Sidewalk Connectivity Program Outcomes Proposed Resolution #23 Moved By: ________________ Seconded By: ________________ THAT Council receive Report OPS 19-42 Sidewalk Connectivity Program Outcomes; AND THAT Council continue its support of the Sidewalk Connectivity Program through the budget deliberation process. 13.6.2 OPS 19-43 2019 OSIM Inspection Summary Proposed Resolution #24 Moved By: ________________ Page 7 of 300 Seconded By: ________________ THAT Council receive Report OPS 19-43 2019 OSIM Inspection Summary; AND THAT the engineering design work for the retaining wall replacement along Quarter Town Line at Beech Boulevard in the amount of $85,000 be brought forward as part of the 2020 budget deliberations; AND FURTHER THAT the engineering design work for the rehabilitation of the culvert along Quarter Town Line at Stoney Creek in the amount of $30,000 also be brought forward as part of the 2020 budget deliberations. 13.7 Recreation, Culture & Park Services 13.7.1 RCP 19-49 July - September 2019 RCP Activity Reports Proposed Resolution #25 Moved By: ________________ Seconded By: ________________ THAT Council receives Report RCP 19-49 – July - September 2019 RCP Departmental Activity Reports for information. 13.7.2 RCP 19-50 Town Merchandise Sales History - Supplemental Proposed Resolution #26 Moved By: ________________ Seconded By: ________________ THAT Council receives Report RCP 19-50 – Town Merchandise Sales History – Supplemental for information. 14.New Business 15.Consideration of Committee Minutes 15.1 Committee Minutes Proposed Resolution #27 Moved By: ________________ Seconded By: ________________ THAT Council receive the Museum Advisory Committee Minutes dated June 27, 2019, the Transit Advisory Committee Minutes dated September 17, 2019, the Memorial Park Revitalization Advisory Committee Minutes dated September 18, 2019, the Airport Advisory Committee Minutes dated September 19, 2019, and the Cultural, Heritage and Special Awards Advisory Committee Minutes dated October 2, 2019, as information. Page 8 of 300 15.2 Police Services Board Minutes Proposed Resolution #28 Moved By: ________________ Seconded By: ________________ THAT Council receive the Police Services Board Minutes dated June 20, 2019, and August 21, 2019, as information. 15.3 LPRCA Minutes of September 4, 2019 Proposed Resolution #29 Moved By: ________________ Seconded By: ________________ THAT Council receive the Long Point Region Conservation Authority Board of Directors Minutes dated September 4, 2019, as information. 16.Motions/Notice of Motions 17.Resolutions/Resolutions Resulting from Closed Session 18.By-Laws 18.1 By-Law 4346, To amend By-Law 3596, being a by-law to prohibit smoking in certain public places within the Town of Tillsonburg 18.2 By-Law 4348, 2019 OILC Borrowing By-Law 18.3 By-Law 4349, To Adopt a Municipal Investment Policy for the Town of Tillsonburg 18.4 By-Law 4350, To Amend Schedule A of By-Law 4247 (Committee Appointments) Proposed Resolution #30 Moved By: ________________ Seconded By: ________________ THAT By-Law 4346, To amend By-Law 3596, being a by-law to prohibit smoking in certain public places within the Town of Tillsonburg; and By-Law 4348, 2019 OILC Borrowing By-Law; and By-Law 4349, To Adopt a Municipal Investment Policy for the Town of Tillsonburg; and By-Law 4350, To Amend Schedule A of By-Law 4247 (Committee Appointments), 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 Page 9 of 300 thereunto. 19.Confirm Proceedings By-law Proposed Resolution #31 Moved By: ________________ Seconded By: ________________ THAT By-Law 4347, to Confirm the Proceedings of the Council Meeting held on October 15, 2019, be read for a first, second, third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. 20.Items of Public Interest 21.Adjournment Proposed Resolution #32 Moved By: ________________ Seconded By: ________________ THAT the Council Meeting of Tuesday, October 15, 2019 be adjourned at ______ p.m. Page 10 of 300 1 MINUTES Monday, September 23, 2019 6:00 PM Council Chambers 200 Broadway, 2nd Floor ATTENDANCE: Deputy Mayor Beres Councillor Esseltine Councillor Gilvesy Councillor Luciani Councillor Parker Regrets: Mayor Molnar Councillor Rosehart Staff: Ron Shaw, Chief Administrative Officer Donna Wilson, Town Clerk Kevin De Leebeeck, Director of Operations Dave Rushton, Director of Finance Rick Cox, Director of Recreation, Culture and Parks Lana White, Deputy Clerk/Executive Assistant Terry Saelens, Acting Fire Chief _____________________________________________________________________ 1. Call to Order The meeting was called to order at 6:00 p.m. 3. Adoption of Agenda Resolution # 1 Moved By: Councillor Parker Seconded By: Councillor Gilvesy THAT the Agenda as prepared for the Council Meeting of Monday, September 23, 2019 be adopted. Carried Page 11 of 300 2 4. Moment of Silence 5. Disclosures of Pecuniary Interest and the General Nature Thereof No disclosures of pecuniary interest were declared. 6. Adoption of Council Minutes of Previous Meeting Resolution # 2 Moved By: Councillor Parker Seconded By: Councillor Gilvesy THAT the Minutes of the Regular Council Meeting of September 9, 2019 and the Budget Council Meeting of September 12, 2019 be approved. Carried 2. Introduction of Interim CAO, Ron Shaw Deputy Mayor Beres introduced Mr. Ron Shaw, Interim CAO for the Town of Tillsonburg. 7. Presentations 7.1 Compensation Update Marianne Love, ML Consulting, appeared before Council to provide a Compensation Update for the Management Non-union Group of the Town, providing a powerpoint to follow along. Opportunity was given for comments and questions from Council. As next steps, Ms. Love will be preparing a 2019 grid, moving into 2020. Resolution # 3 Moved By: Councillor Esseltine Seconded By: Councillor Luciani THAT the Town of Tillsonburg Compensation Update for the Management Non-Union Group, as presented at the September 23, 2019 Council Meeting, be received; AND FURTHER THAT the information received be referred to Agenda Item 12.1.2, HR 19-10. Carried Page 12 of 300 3 8. Public Meetings 9. Planning Applications 9.1 Application for Draft Plan of Condominium and Exemption from Draft Plan Approval CD 19-02-7 - JMR Properties (253 Broadway) Eric Gilbert, Senior Planner, County of Oxford, appeared before Council to provide an overview of Report CP 2019-294. Opportunity was provided for comments and questions from Council. The salesperson for the facility was in attendance to answer questions. Units are still available, with a move-in date early November. Visit www.broadwayplace.ca for more information. Resolution # 4 Moved By: Councillor Esseltine Seconded By: Councillor Luciani THAT Council advise County Council that the Town supports the application for draft approval of a proposed condominium submitted by Rego Management Inc., (File No. CD 19-02-7), prepared by MacDonald Tamblyn Lord Surveying, dated February 20, 2019, for lands described as Lot 944 & 945, Plan 500, Parts 4, 5, & 8 of 41R-6262, in the Town of Tillsonburg; AND FURTHER THAT Council advise County Council that the Town supports the application for exemption from the draft plan of condominium approval process, submitted by Rego Management Inc., (File No. CD 19- 02-7), prepared by MacDonald Tamblyn Lord Surveying, dated February 20, 2019, for lands described as Lot 944 & 945, Plan 500, Parts 4, 5, & 8 of 41R-6262, in the Town of Tillsonburg, as all matters relating to the development have been addressed through the Site Plan Approval process and a registered site plan agreement with the Town of Tillsonburg. Carried 10. Delegations 10.1 THI Quarterly Update Dan Rasokas, Board Chair, THI, appeared before Council and provided a THI Quarterly Update, including a powerpoint presentation. Page 13 of 300 4 Opportunity was provided for comments and questions from Council. Resolution # 5 Moved By: Councillor Luciani Seconded By: Councillor Parker THAT the Tillsonburg Hydro Inc. Quarterly Update, dated September 23, 2019, be received as information. Carried 10.2 Turtlefest 2019 Final Report Suzanne Fleet, Festival Director, appeared before Council and provided a Turtlefest 2019 Final Report, including a powerpoint presentation. Opportunity was provided for comments and questions from Council. Resolution # 6 Moved By: Councillor Luciani Seconded By: Councillor Esseltine THAT the Turtlefest 2019 Final Report be received as information. Carried 10.3 Lake Lisgar Waterpark Petition Mandi Byrnes appeared before Council to file a petition and comments in support of the Lake Lisgar Waterpark. Resolution # 7 Moved By: Councillor Gilvesy Seconded By: Councillor Parker THAT the Lake Lisgar Waterpark Petition be received as information. Carried 11. Deputation(s) on Committee Reports 11.1 Report DCS 19-29 Town Hall Project Committee - Proposal Summary and Public Engagement Process John Veldman, Chair, Town Hall Project Steering Committee, appeared before Council to provide an overview of Report DCS 19-29 Proposal Page 14 of 300 5 Summary and Public Engagement Process, also commenting on the Committee's mandate and the work the Committee has been doing over the past 3 years. Opportunity was provided for comments and questions from Council. Discussion was held in regards to the proposed public consultation process, communication to the public, as well as other Town Hall options. The following resolutions were considered. Moved By: Councillor Gilvesy Seconded By: Councillor Parker THAT Council receives Report DCS 19-29 Town Hall Project Committee – Proposal Summary and Public Engagement Process. Carried. Moved By: Councillor Gilvesy Seconded By: Councillor Parker THAT the Town Hall Project Committee be authorized to move forward with the public engagement process as outlined in this report. Councillor Gilvesy called for a recorded vote. NAME VOTE IN FAVOUR VOTE AGAINST Councillor Gilvesy X Councillor Luciani X Councillor Parker X Councillor Beres X Councillor Esseltine X Defeated. Moved By: Councillor Gilvesy Seconded By: Councillor Parker THAT Staff provide a report which includes other Town Hall options including a build our own option and modifying the current space. Carried. Page 15 of 300 6 12. Information Items 13. Staff Reports 13.1 Human Resource 13.1.1 HR 19-10 Chief Administrative Officer Job Description Resolution # 9 Moved By: Councillor Parker Seconded By: Councillor Gilvesy THAT Council receives HR 19-10 Chief Administrative Officer Job Description as information; AND THAT Council approves the updated Chief Administrative Officer job description. Carried 13.1.2 HR 19-11 - Pay Equity and Compensation Plan Resolution # 10 Moved By: Councillor Parker Seconded By: Councillor Gilvesy THAT Council receives HR 19-11 Pay Equity and Compensation Plan as information. Carried 13.2 Chief Administrative Officer 13.3 Clerk's Office 13.4 Development and Communication Services 13.5 Finance 13.6 Fire and Emergency Services 13.7 Operations 13.7.1 OPS 19-41 Oxford Simcoe St. Rehabilitation 2020 Pre-Budget Approval Request Page 16 of 300 7 Resolution # 11 Moved By: Councillor Esseltine Seconded By: Councillor Luciani THAT Council receives Report OPS 19-41 Oxford/Simcoe St. Rehabilitation 2020 Pre-Budget Approval Request; AND THAT Council provides 2020 pre-budget approval for the Oxford/Simcoe St. Rehabilitation in the amount of $175,384 from Asset Management Reserves; AND FURTHER THAT Council awards RFP 2019-008 to G. Douglass Vallee Limited Consulting Engineers of Simcoe, ON at a cost of $131,804.39 (net HST included), the highest scoring proposal received. Carried 13.8 Recreation, Culture & Park Services 13.8.1 RCP 19-43 Awarding RFT 2019-015 - Tillsonburg Community Centre DHW Boiler Replacement Resolution # 12 Moved By: Councillor Esseltine Seconded By: Councillor Parker THAT Council receives Report RCP 19-43 – Awarding RFT 2019- 015 – Tillsonburg Community Centre DHW Boiler Replacement; AND THAT Council award RFT 2019-015 to 911777 Ontario Limited O/A T.A. Thomson Electrical Contractors at a cost not to exceed $127,646.66 before taxes. Carried 13.8.2 RCP 19-44 Town Merchandise Sales History Resolution # 13 Moved By: Councillor Luciani Seconded By: Councillor Gilvesy THAT Council receives Report RCP 19-44 Town Merchandise Sales History for information. Page 17 of 300 8 Carried 13.8.3 RCP 19-45 Scattering Garden at Tillsonburg Cemetery Committee Recommendation Moved by: Councillor Luciani Seconded by: Councillor Esseltine THAT Council receives Report RCP 19-45 – Scattering Garden at Tillsonburg Cemetery Committee Recommendation for information AND THAT Council approves the Parks, Beautification & Cemetery Advisory Committee recommendation that a Scattering Garden is developed within the Tillsonburg Cemetery as identified within the amended Cemetery Master Plan; AND THAT Council considers budget for implementation of a Scattering Garden commencing with the 2020 capital budget. Councillor Gilvesy called for a recorded vote. NAME VOTE IN FAVOUR VOTE AGAINST Councillor Gilvesy X Councillor Luciani X Councillor Parker X Deputy Mayor Beres X Councillor Esseltine X Carried. 13.8.4 RCP 19-46 TCC CSR Service Level Increase Resolution # 15 Moved By: Councillor Gilvesy Seconded By: Councillor Parker THAT Report RCP 19-46 – TCC CSR Service Level Increase be received; Page 18 of 300 9 AND THAT Council approves an increase in service levels by adding 10 hours per week at the Customer Service desk at the Tillsonburg Community Centre. Carried 13.8.5 RCP 19-47 Otter Valley Corridor Fencing Resolution # 16 Moved By: Councillor Gilvesy Seconded By: Councillor Parker THAT Report RCP 19-47 – Otter Valley Corridor Fencing be received; AND THAT Council confirms the position of Tillsonburg’s representatives on the Otter Valley Utility Corridor Board of Management endorsing the recommendation to authorize the Municipality of Bayham to install utility corridor fencing; AND THAT the Town’s 50% share of the cost for this work in the amount of $4,967 be funded from the royalties collected by the Town from the use of the utility corridor. Carried 13.8.6 RCP 19-48 Annandale Diamond Drainage Resolution # 17 Moved By: Councillor Parker Seconded By: Councillor Gilvesy THAT Council receives Report RCP 19-48 – Annandale Diamond Drainage; AND THAT Council approves a reallocation of up to $12,000 from the Annandale Lights Enhancement Project to install and repair field drainage at Annandale Diamonds this fall with precedence being given to Annandale 3-Ball Diamond. Carried 14. New Business Page 19 of 300 10 15. Consideration of Committee Minutes 15.1 Committee Minutes Resolution # 18 Moved By: Councillor Parker Seconded By: Councillor Gilvesy THAT Council receive he Cultural, Heritage and Special Awards Advisory Committee minutes dated September 4, 2019, the Parks, Beautification and Cemetery Advisory Committee minutes dated September 5, 2019, the Economic Development Advisory Committee minutes dated September 10, 2019, the Accessibility Advisory Committee minutes dated September 10, 2019, and the Recreation and Sports Advisory Committee Minutes dated September 11, 2019, as information. Carried 15.2 Otter Valley Utility Corridor Board Minutes Resolution # 19 Moved By: Councillor Esseltine Seconded By: Councillor Parker THAT Council receives the minutes of the Otter Valley Board of Management meeting of September 9, 2019. Carried 15.3 Business Improvement Area Board of Management Minutes Resolution # 20 Moved By: Councillor Esseltine Seconded By: Councillor Parker THAT Council receive the BIA Board of Management Minutes dated July 18, 2019, as information. Carried 16. Motions/Notice of Motions 16.1 Councillor Parker - Town Hall Public Consultation The motion was withdrawn by Councillor Parker. Page 20 of 300 11 Resolution # 21 THAT town hall public consultation be delayed until further options are made available via Staff Report. 17. Resolutions/Resolutions Resulting from Closed Session 18. By-Laws 19. Confirm Proceedings By-law Resolution # 22 Moved By: Councillor Luciani Seconded By: Councillor Gilvesy THAT By-Law 4344, to Confirm the Proceedings of the Council Meeting held on September 23, 2019, be read for a first, second, third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried 20. Items of Public Interest Fire Prevention Week is scheduled for October 6-12, 2019. This year's slogan is 'Not Everyone Wears a Cape, Plan Your Escape'. During the week, firefighters will be visiting elementary schools, addressing the Grade 3 classes. An Open House is planned for Thursday, October 7, 6:00-8:00pm at the Fire Hall. Everyone is welcome to attend. Ribfest is scheduled for September 27-29, 2019 at the Tillsonburg Fairgrounds. Visit tillsonburgribfest.ca for more information. The Town will be implementing a new phone system September 25 at noon. Ads have been placed in the local newspaper and on social media. The new system will connect the Oxford County, Southwest Oxford, Zorra and Ingersoll, using a 4 digit extension. Others may be connected in the future. The system has saved the Town a substantial amount of capital, monthly phone charges will be lower, and the service better. Anyone interested in joining the Tillsonburg Dog Park Committee is encouraged to submit an application. 21. Adjournment Page 21 of 300 12 Resolution # 23 Moved By: Councillor Luciani Seconded By: Councillor Esseltine THAT the Council Meeting of Monday, September 23, 2019 be adjourned at 8:53 p.m. Carried Page 22 of 300 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: A12-19 APPLICATION FOR MINOR VARIANCE TO: Town of Tillsonburg Committee of Adjustment MEETING: October 15, 2019 REPORT NUMBER: 2019-322 OWNER: Broadway Estates Inc. 75 Blackfriars Street, London ON, N6H 1K8 REQUESTED VARIANCE: 1. Relief from Section 6.2 – R1 Zone Provisions, to reduce the minimum required rear yard depth from 12 m (39.4 ft) to 9.3 m (30.5 ft), to facilitate the construction of a single detached dwelling with a covered porch on the subject lands. LOCATION: The subject property is described as Lot 63, Plan 41M-218 in the Town of Tillsonburg. The property is located on the southeast corner of Brookside Lane and Lyndale Road, east of Quarter Town Line, and is municipally known as 7 Brookside Lane, 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) SURROUNDING USES: Low density residential uses, consisting of single detached dwellings and vacant lots planned for low density residential development. Page 23 of 300 File Number: A12-19 Report Number 2019-322 Page 2 COMMENTS: (a) Purpose of the Application: The proposed minor variance has been requested to facilitate the construction of a single storey, single detached dwelling, on the subject lands, with an attached garage and an attached covered porch at the rear of the proposed dwelling. It is proposed that the dwelling will be approximately 214.4 m2 (2,307.7 ft2) in size, according to the site sketch provided by the applicant. The subject lands are approximately 836.3 m2 (9,001.8 ft2) in size, with approximately 22 m (72 ft) of frontage on Brookside Lane. Surrounding land uses are predominately comprised of existing single detached dwellings and vacant land, intended for low density residential development. Plate 1, Location Map with Existing Zoning, 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 and surrounding properties. Plate 3, Applicant’s Sketch, shows the dimensions of the proposed dwelling on the subject lands. Plate 4, Proposed Dwelling Layout, shows the floor plan and setbacks of the proposed dwelling on the subject lands. (b) Agency Comments: The application was circulated to a number of public agencies. The Town Chief Building Official, the Town Fire Chief and the Oxford County Public Works Department have indicated they have no concerns with the proposal. (c) Public Consultation: Public Notice was mailed to surrounding property owners on October 3, 2019. As of the writing of this report, no comments or concerns had 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 townhouses as well as accessory uses thereto. The use of the lands for a single detached dwelling 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. The ‘R1’ zone permits the development of a single detached dwelling and requires a minimum rear yard depth of 12 m (39.3 ft) for such development. Page 24 of 300 File Number: A12-19 Report Number 2019-322 Page 3 Section 5.37.1 of the Zoning By-law permits certain structures, such as covered porches and decks, to project a maximum of 1.5 m (3.9 ft) into required rear yards, provided a minimum setback of 7.5 m (24.6 ft) can be maintained between the projection and the rear lot line. The purpose of this provision is to recognize that structures such as covered porches and decks are typically smaller in scale and size than single detached dwellings, and often function as additional amenity space for these residential uses, which is the intent of maintaining the rear yard space. In this instance, the site plan provided by the applicant indicates that the proposed dwelling will be located 11.2 m (36.74) from the rear property line, with an attached covered porch which is proposed to be setback 9.39 m (30.1 ft) from the rear lot line. The intent of these provisions is to ensure that single detached dwellings maintain sufficient setback to provide a buffer for neighbouring properties, as well as maintaining adequate space for recreational and amenity area, and proper area for drainage. In this instance, it is not anticipated that the minor reduction to the required rear yard depth will have a negative impact on neighbouring property owners or appropriate lot grading or drainage, and it is noted that a final grading and drainage plan will be reviewed by the Town Engineering Department to ensure there are no adverse impacts as a result of the proposed construction. Further, staff are satisfied that the proposed construction will provide for sufficient amenity area for the rear yard of the subject lands, which is in keeping with the intent of the Town Zoning By- law. (f) Desirable Development/Use: 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 will facilitate the development of a single detached dwelling that will allow for adequate rear yard amenity space and is not anticipated to negatively impact drainage, it can be considered desirable development for the property. Additionally, staff are satisfied that the requested 2.6 m (8.6 ft) reduction to the required rear yard depth can be considered a minor departure from the provision of the By-law. Further, staff are satisfied that the proposed relief will continue to provide sufficient separation between the proposed dwelling and the rear property line to allow for normal yard maintenance and access and approval of the proposed variance will be in keeping with the existing character and aesthetic of the surrounding lands. 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 Official Plan and Town Zoning By-law and can be given favourable consideration. RECOMMENDATION: That the Town of Tillsonburg Committee of Adjustment approve Application File A12-19, submitted by Broadway Estates Inc., for lands described as Lot 63, Plan 41M-218, Town of Tillsonburg, as it relates to: Page 25 of 300 File Number: A12-19 Report Number 2019-322 Page 4 1. Relief from Section 6.2 – R1 Zone Provisions, to reduce the minimum required rear yard depth from 12 m (39.4 ft) to 9.3 m (30.5 ft), to facilitate the construction of a single detached dwelling with a covered porch on the subject lands. 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; (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 26 of 300 File Number: A12-19 Report Number 2019-322 Page 5 Report Approval Details Document Title: A12-19_rpt.docx Attachments: - Report Attachments.pdf - a12-19t_appl-20190827.pdf Final Approval Date: Oct 3, 2019 This report and all of its attachments were approved and signed as outlined below: Ron Shaw - Oct 3, 2019 - 10:44 AM Page 27 of 300 This map is a user generated static output from an Internet mapping site and0 65 130 Meters 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 NAD_1983_UTM_Zone_17N October 2, 2019 Legend Notes 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 Land Use Zoning (Displays 1:16000 to 1:500) (ONHS 2006 Original) Prop. Sig. Woodlands (ONHS 2006 Original) Prop. Non-Sig. Woodlands GRCA Regulatory Floodplain (dl 12/2018) UTRCA Flood Hazards (dl 10/2018) GRCA River Slopes and Erosion Allowances (dl 12/2018) GRCA River Valley Slopes (dl 12/2018) UTRCA Erosion Hazards (dl 10/2018) Plate 1: Location Map with Existing Zoning File No: A 12-19: Broadway Estates Inc. Lot 63, Plan 41M-218, 7 Brookeside Lane, Tillsonburg Subject Lands Page 28 of 300 This map is a user generated static output from an Internet mapping site and0 16 33 Meters 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 NAD_1983_UTM_Zone_17N October 2, 2019 Legend Notes 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 Land Use Zoning (Displays 1:16000 to 1:500) (ONHS 2006 Original) Prop. Sig. Woodlands (ONHS 2006 Original) Prop. Non-Sig. Woodlands GRCA Regulatory Floodplain (dl 12/2018) UTRCA Flood Hazards (dl 10/2018) GRCA River Slopes and Erosion Allowances (dl 12/2018) GRCA River Valley Slopes (dl 12/2018) UTRCA Erosion Hazards (dl 10/2018) Subject Lands Plate 2: 2015 Aerial Photo File No: A 12-19: Broadway Estates Inc. Lot 63, Plan 41M-218, 7 Brookeside Lane, Tillsonburg Page 29 of 300 SKETCH PREPARED FOR BUILDING PERMIT APPL/CA TION FOR: HENRY DALM CONSTRUCTION BROOKSIDE SUBDIVISION KNOWN MUNICIPALLY AS # 7 BROOKSIDE LANE SCALE 1:200 0 10 MElRES 15 METRIC DISTANCES SHOWN ON THIS PLAN ARE IN METRES AND CAN BE CONVERTED TO FEET BY DIVIDING BY 0.3048 PROPERTY DESCRIP110N: LOT 63 REGISTERED PLAN 411.4-218 TOWN OF 11LLSONBURG COUNTY OF OXFORD D -4, 0,....,. \_1•., r _..:\ ~-"' \._---­ APPROVED BY CJOL CONSUL11NG ENGINEERS NAME SIGNATURE DATE NOTE: DISTANCE FROM T.F.W. TO U.S.F. = NOTES -AREA OF LOT ~ 836.3 SQUARE METRES -DWELLING AREA (INCLUDING PORCH & GARAGE) ~ 214.4 SQUARE METRES DWELLING COVERAGE ~ 25.6 :>:: -ADD 200.00m TO ELEVAllONS SHOWN HERON TO OBTAIN GEODEllC DATUM -T.F.W. DENOTES TOP OF FOUNDAllON WALL -U.S.F. DENOTES UNDER SIDE OF FOOllNG -@]g) DENOTES PROPOSED FINISHED GRADE - P/L DENOTES PROPERTY LINE "THIS IS NOT AN ORIGINAL COPY UNLESS EMBOSSED WITH SEAL" THIS IS NOT A PLAN OF SURVEY OR SURVEYOR'S REPORT AND SHALL NOT BE USED FOR TRANSACllON OR FINANCING PURPOSES @ COPYRIGHT 2019 KIM HUSTED SURVEYING LTO. THE REPRODUCllON, ALTERAllON, OR USE OF THIS REPORT IN WHOLE OR IN PART WITHOUT THE WRITTEN PERMISSION OF KIM HUSTED SURVEYING LTD. IS STRICTLY PROHIBITED KIM HUSTED SURVEYING LTD. ONTARIO LAND SURVEYOR 30 HARVEY STREET, 11LLSONBURG, ONTARIO, N4G 3J8 PHONE: 519-842-3638 FAX: 519-842-3639 PROJECT: 19-15035 REFERENCE: FILE Plate 3: Applicant's Sketch File No: A 12-19: Broadway Estates Inc. Lot 63, Plan 41M-218, 7 Brookeside Lane, TillsonburgPage 30 of 300 ________________________________________ ___ ___ -----------------------------------------------------------------------------------~-------------------------------------------------------------------------------------------------------------------------------------------------, 23.4m (10.15ft) 30,81m (120,93ft) E E ('() ' 30,84m~ 1.{) (120.84ft)N lili Illillllllllllllll Covered Porch '<'-()" MASTER SEDROOM '!I' C51LINC1o ' ' ' ' LIVING ROOM II CEILINC. .~-1-lAJ...LWAY ; ! ----------------­---~----------------­---------------­ ,..... FOYER .~ '!I' CEILIMG DINING ROOM 9' CEILING SEDROOM •1 '3' CEILING ·~ 1 SOOmm (2411 11 ) 1 349.1mm (415 11 ) Site Plan: 1 Brookside Lane E E () () 1.{) 1 ______ ,_______________________________________________22m_____ _(]_~!J~f~)___________________________________________________________________________________ _ Plate 4: Proposed Dwelling Layout File No: A 12-19: Broadway Estates Inc. Lot 63, Plan 41M-218, 7 Brookeside Lane, TillsonburgPage 31 of 300 Page 32 of 300 Page 33 of 300 Page 34 of 300 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 13-19 APPLICATION FOR MINOR VARIANCE TO: Town of Tillsonburg Committee of Adjustment MEETING: October 15, 2019 REPORT NUMBER: 2019-335 OWNER: Broadway Estates Inc. 75 Blackfriars Street, London ON, N6H 1K8 APPLICANTS: Gary and Sharon Green 81 Deerfoot Trail, Huntsville ON, P1H 0A7 REQUESTED VARIANCES: 1. Relief from Section 6.2, – Zone Provisions (R1) - Rear Yard Minimum Depth, to reduce the required rear yard depth from 12 m (39.3 ft) to 9.57 (31.3 ft), and; 2. Relief from Section 6.2, – Zone Provisions (R1) - Maximum Permitted Lot Coverage, to increase the maximum permitted lot coverage from 33% to 43% of lot area, to facilitate the construction of a single detached dwelling and residential accessory building. LOCATION: The subject property is described as Lot 9, Plan 41M-218, in the Town of Tillsonburg. The property is located on the north side of Brookside Lane, lying between Belmont Avenue and the Trans Canada Tail, east of Quarter Town Line and is municipally known as 20 Brookside Lane, 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 Page 35 of 300 File Number: A13-19 Report Number 2019-335 Page 2 TOWN OF TILLSONBURG ZONING BY-LAW: Low Density Residential Type 1 Zone (R1) SURROUNDING USES: Low density residential uses consisting of recently constructed single detached dwellings and vacant lands planned for single detached dwellings, as well as the Trans Canada Trail to the north. COMMENTS: (a) Purpose of the Application: The applicants are requesting relief from the above noted sections of the Town Zoning By-law to facilitate the construction of a single storey, single detached dwelling with an attached garage, as well as a covered front porch and a covered rear yard porch. The applicants are also proposing a swimming pool and pool house in the rear yard. The subject property is approximately 735.9 m2 (7,921.1 ft2) in size, with approximately 16.76 m (54.9 ft) of frontage on Brookside Lane. The subject lands are currently vacant and the applicants are proposing the erection of a 294.1 m2 (3,165.6 ft2) single detached dwelling with a pool and a 16.96 m2 (181.9 ft2) pool house in the rear yard. Plate 1, Location Map with Existing Zoning, shows the location of the subject property and the zoning in the immediate vicinity. Plate 2, Close-up of Subject Lands (2015 Air Photo) provides an aerial view of the vacant subject lands (as they existed in 2015). Plate 3, Applicants’ Sketch, shows the location, size and setbacks of the proposed dwelling on the subject lands. (b) Agency Comments: The application was circulated to a number of public agencies for comment. The Tillsonburg Building and By-Law Services Department, and the Town of Tillsonburg Engineering Services Department, have indicated they had no comments or concerns with respect to the application. Public Notice was mailed to surrounding property owners on September 18, 2019 in accordance with the requirements of the Planning Act. As of the writing of this report, no comments or concerns had been received from the public. (c) 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 Page 36 of 300 File Number: A13-19 Report Number 2019-335 Page 3 well as accessory uses thereto. The use of the lands for a single detached dwelling conforms to the Low Density Residential policies of the Official Plan. (d) Intent and Purpose of the Zoning By-law: The subject property is zoned ‘Low Density Residential Type 1 Zone (R1)’, which permits a single detached dwelling and establishes setback requirements to lot lines, including a minimum rear yard depth of 12 m (39.3 ft), and a maximum lot coverage of 33%. The intent of the rear yard depth provision is to ensure that single detached dwellings maintain adequate setback to provide a buffer between neighbouring properties, and to maintain sufficient space for recreation and amenity areas. Rear yard space is also required to be maintained for drainage purposes. The intent of the lot coverage provision is to limit the extent of buildings/structures on a lot to ensure sufficient area is maintained for parking and private amenity area as well as ensuring the general lot grading for the overall subdivision and the individual lot are not negatively impacted. The lot coverage provision is also intended to ensure that the general scale of development is consistent and appropriate for the size of the lot. In this case, it is not anticipated that the reduced rear yard depth or increased lot coverage will have a negative impact on available amenity area of the subject lands (which will include a swimming pool, according to the applicant), or the necessary lot grading and drainage provisions. The proposed dwelling will maintain a 9.57 m (31.3 ft) setback from the rear lot line, providing sufficient outdoor amenity space, and a lot grading plan will be reviewed as part of the building permit process to ensure the proposal will have no adverse drainage impacts on neighbouring property owners, and that required drainage swales can be appropriately accommodated. (e) Desirable Development/Use: It is the opinion of this Office that the applicants’ request can be considered minor and desirable for the development of the subject property. As the proposed relief is not anticipated to impact the ability of the property to provide adequate parking and amenity space, or negatively impact drainage or overall subdivision stormwater management design, the requested relief can be considered minor. Further, staff are satisfied that the proposed development will be in keeping with the character of similar type development in the area and will not have adverse impacts on surrounding lands uses. 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 Official Plan and Town Zoning By-law and can be given favourable consideration. RECOMMENDATION: That the Town of Tillsonburg Committee of Adjustment approve Application File A13-19, submitted by Broadway Estates Inc. (Gary and Sharon Green), for lands described as Lot 9, Plan 41M-218, Town of Tillsonburg, as it relates to: 1. Relief from Section 6.2, – Zone Provisions (R1) - Rear Yard Minimum Depth, to reduce the required rear yard depth from 12 m (39.3 ft) to 9.57 (31.3 ft), and; Page 37 of 300 File Number: A13-19 Report Number 2019-335 Page 4 2. Relief from Section 6.2, – Zone Provisions (R1) - Maximum Permitted Lot Coverage, to increase the maximum permitted lot coverage from 33% to 43% of lot area, to facilitate the construction of a single detached dwelling and residential accessory building. Subject to the following condition: i. A building permit for the proposed dwelling and residential accessory building shall be issued within one year of the date of the Committee's decision; As the proposed variances are: (i) deemed to be minor variances from 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 38 of 300 File Number: A13-19 Report Number 2019-335 Page 5 Report Approval Details Document Title: A13-19_rpt.docx Attachments: - Report Attachments.pdf - a13-19t_appl-20190918.pdf Final Approval Date: Oct 4, 2019 This report and all of its attachments were approved and signed as outlined below: Ron Shaw - Oct 4, 2019 - 2:58 PM Page 39 of 300 October 4, 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 1300 Notes NAD_1983_UTM_Zone_17N 65 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 Land Use Zoning (Displays 1:16000 to 1:500) Plate 1: Location Map with Existing Zoning File No: A 13-19: Broadway Estates Inc. Lot 9, Plan 41M-218, 20 Brookside Lane, Tillsonburg Subject Lands Page 40 of 300 October 4, 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 650 Notes NAD_1983_UTM_Zone_17N 33 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 Land Use Zoning (Displays 1:16000 to 1:500) Plate 2: Close-up of Subject Lands (2015 Air Photo) File No: A 13-19: Broadway Estates Inc. Lot 9, Plan 41M-218, 20 Brookside Lane, Tillsonburg Subject Lands Page 41 of 300 Plate 3: Applicants' Sketch File No: A 13-19: Broadway Estates Inc. Lot 9, Plan 41M-218, 20 Brookside Lane, TillsonburgPage 42 of 300 Page 43 of 300 Page 44 of 300 Page 45 of 300 Page 46 of 300 Council Delegation Request Members of the public or citizen group may submit a Delegation Request to speak at an open meeting of Council. Page 47 of 300 First Name * Melanie Last Name * Dickson Street Address * 390 Quarter Town Line Town/City * Tillsonburg Postal Code * N4G 5J7 Phone Number * 519-688-7393 E-mail * derehamforgecooperative@gmail.com Website https://windsoressex.cioc.ca/record/OXF0509 Do you or any members of your party require accessibility accommodations? *  Yes  No Council Meeting Date * October 15th, 2019 Subject of Delegation * Dereham Forge Playground Revitalization Project Name(s) of Delegates and Position(s) * Melanie Dickson - Property Administrator Name of Group or Person(s) being represented (if applicable) Dereham Forge Housing Cooperative I acknowledge Delegations are limited to fifteen (15) minutes each. *  I accept Page 48 of 300 Brief Summary of Issue or Purpose of Delegation * We are inviting you to participate in a ambitious and much needed playground revitalization project. Will there be a Power Point presentation? *  Yes  No Have you been in contact with a Staff member regarding the Delegation topic? *  Yes  No If yes, please list the Staff member(s) you have been working with. * Deb Gilvesy 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 49 of 300 Thank You Personal information on this form is collected under the legal authority of the Municipal Act, as amended.  The information is collected and mainted for the purpose of creating records that are available to the general public, pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act.  Questions about this collection should be directed to the Municipal Clerk, Town of Tillsonburg, 200 Broadway Street, 2nd Floor, Tillsonburg, Ontario, N4G 5A7, Telephone 519-688-3009 Ext. 3224. Page 50 of 300 From: "Aggregates (MNRF)" <Aggregates@ontario.ca> Date: September 20, 2019 at 3:30:33 PM GMT+1 To: Undisclosed recipients:; Subject: Proposed changes to the Aggregate Resources Act / Projet de modification de la Loi sur les ressources en agrégats Subject: Proposed changes to the Aggregate Resources Act Dear Head of Council and Clerk, The Ministry of Natural Resources and Forestry recognizes the critical role Ontario's municipalities play in the lives of Ontarians. We value our strong collaborative partnership with municipalities and the associations that represent their interests. We want to advise you that the Ministry of Natural Resources and Forestry is proceeding with changes to the way aggregates are managed in Ontario and would like to invite municipal input on the changes we are proposing. We have released an aggregate proposal that aims to cut red tape, create jobs, and promote economic growth within Ontario’s aggregate industry — an industry that generates $1.6 billion in production revenue annually and supports more than 28,000 jobs in aggregate-related sectors. The proposal draws on feedback from industry, municipalities, Indigenous communities and other stakeholders. It will create opportunities for growth while maintaining a steadfast commitment to protecting the environment and addressing impacts to communities. A summary of the proposed legislative changes, and instructions for providing feedback, can be found on the Environmental Registry (ERO# 019-0556) at the following link: https://ero.ontario.ca/notice/019-0556 My ministry is also considering some regulatory changes and would appreciate any initial feedback you have on these topics. As a next step, we expect to consult further on specific details related to regulatory proposals at a later date. I look forward to your input on these proposals and potential future changes. If you have any questions about the proposed changes, please contact Andrew MacDonald, Resource Development Section, at 705-755-1222 or aggregates@ontario.ca. Kind regards, Original signed by Ala Boyd Ala Boyd Page 51 of 300 A/Director, Natural Resources Conservation Policy Branch Policy Division, Ministry of Natural Resources and Forestry 300 Water Street, 2 South Peterborough, ON K9J 3C7 Telephone: 705-755-1241 Facsimilie: 705-755-1971 ala.boyd@ontario.ca Page 52 of 300 Page 53 of 300 Page 54 of 300 Page 55 of 300 Report Title Full Time Health and Safety Coordinator Report No. HR 19-12 Author Ashley Andrews, Manager of Human Resources Meeting Type Council Meeting Council Date October 15, 2019 Attachments  Health and Safety Coordinator Job Description Page 1 / 3 RECOMMENDATION THAT Council receive Report HR 19-12 Full Time Health and Safety Coordinator as information; AND THAT Council approve the additional funding to hire a Full Time Health and Safety Coordinator. EXECUTIVE SUMMARY As Council is aware, health and safety legislation has been changing significantly over the past several years with the introduction of violence, harassment and bullying legislation, sexual harassment legislation, mental health in the workplace, etc. The Town has been able to meet legislative requirements within the area of Health and Safety, but we have not been able to proactively prepare due to increasing workload demands across the organization. BACKGROUND The Human Resource department is responsible for the oversight of Health and Safety within the Corporation. These duties include:  Health and Safety training (i.e., WHMIS, Bill 168, Bill 132, etc.)  Disability Management  Return to Work  WSIB case management  Resource to Joint Health and Safety Committee (JHSC) management, and employees  Compliance with relevant legislation such as the Occupational Health & Safety Act (OH&SA), Workplace Safety & Insurance Board (WSIA), Electrical Safety Association (ESA) etc.  Health and Safety policies and procedures  Accident/Incident/Near Miss management  Promotion of employee wellness initiatives  Health and Safety Audits  Conducting ergonomic assessments Page 56 of 300 Page 2 / 3  Employee communications with regard to health and safety In 2018 we introduced a one year contract Health and Safety Coordinator allowing for a dedicated position to focus solely on health and safety. This position is focused on day to day health and safety items, as well as specific Health and Safety programs/policies. Over the last 18 months, this position has  Join/complete required components of WSIB Safety Groups  Introduce Supervisor Competency Policy/training  Complete Incident Investigation Program  Update Health & Safety Policy Statement  Introduce Psychological Health & Safety Policy  RTW Assessment – employees returning to work earlier  Provide in depth management of disability claims – WSIB and Short Term Disability  Review and manage incident reports  Provide health and safety advice and support to both employees and the management  Review all current SWP/SOP's  Review and implement policy/procedure for Public Works Ergonomics as per MOL directive  Design and implement a corporate orientation  Design and implement department orientations  Tracking of all training certifications  Contractor Management- managing documents and ensuring compliance with program Although the oversight falls within Human Resources; supervisors, managers, directors, the CAO and ultimately Council are directly responsible for the health and safety of our employees. DISCUSSION As part of the 2018 and 2019 budget process, Senior Leadership discussed the importance of health and safety for our employees as a number one priority. A position dedicated solely to health and safety was identified as a need from all levels of the Corporation and, to-date, has been very well received by all. Since the approval of a 12 month position in 2018, and the 12 month extension approved through 2019 budget process, we have been unsuccessful in attracting and/or retaining qualified health and safety professionals. We have successfully recruited twice for this position, and each time the individuals provided us with their resignation with more than six months remaining in their contract, the most recent having resigned as of October 10, 2019. This has resulted in an increased cost with regard to recruitment and training, as well as a disruption of services to the Corporation. It is recommended that additional funding be approved in order to hire a qualified professional on a full time basis. FUNDING IMPACT/ FUNDING SOURCE Page 57 of 300 Page 3 / 3 The additional cost to hire a full time Health and Safety Coordinator for the remainder of the 2019 year is $3100. COMMUNITY STRATEGIC PLAN (CSP) IMPACT 1. Excellence in Local Government ☒ Demonstrate strong leadership in Town initiatives ☒ Demonstrate accountability Page 58 of 300 Report Title Alternate County Council Position Report No. CLK 19-25 Author Donna Wilson, Town Clerk Meeting Type Council Meeting Council Date October 15, 2019 Attachments County Council Procedural By-Law Excerpt Section 3.6 Page 1 / 5 934866960,,,CLK 19-25 Alternate County Council Position RECOMMENDATION THAT Council receives report CLK 19-25, Alternate County Council Position as information; AND THAT Council appoint ____________ as an Alternate Member of County Council for the remainder of the Council term; AND THAT a By-Law be brought forward for Council consideration. BACKGROUND At the Council meeting of January 8, 2018, Council passed the following resolution: “THAT Council receives Report CL 18-01, Alternate Member of the Upper-Tier Council; AND THAT Council endorses Option 2.” Option 2 was chosen to appoint an alternate member for the upper-tier Council and a by-law was brought forward at the January 22, 2018 Council Meeting to appoint Dave Beres for the remainder of the council term until December 1, 2018. It should be noted that during the eleven months there was no occasion in which the alternate member was required. At the first meeting of the new Council on December 10, 2018, Staff provided Council with Report CLK 18-35, Alternate County Council Position. At that time Council chose to wait to see if the other lower tier municipalities in Oxford County were appointing Alternate County Council Members prior to making this decision. Section 268 of the Municipal Act sets out the Temporary replacement of a member of the upper- tier council. This is not a requirement but an option for municipalities of a lower tier. 268 (1) Subject to subsection (2), the council of a local municipality may appoint one of its members as an alternate member of the upper-tier council, to act in place of a person who is a member of the councils of the local municipality and its upper-tier municipality, when the person Page 59 of 300 Page 2 / 5 is unable to attend a meeting of the upper-tier council for any reason. 2017, c. 10, Sched. 1, s. 31. The limitations to the legislation is that only one alternate member can be appointed during the term of council and you cannot appointment an alternate member to act in place of an alternate member who has been appointed. However, if the seat of the member who has been appointed as an alternate member becomes vacant, then council may appoint another of its members as an alternate member for the remainder of the council term. DISCUSSION There is no requirement in the Municipal Act to appoint an Alternate Member for the Upper Tier Council for a municipality. The Act allows municipalities to appoint an alternate member of Council to act in the place of the County Councillor should he be absent or unable to fulfil those duties. Part 11 of Tillsonburg Procedural By-Law 4173, describes a process to appoint an Alternate Member for County Council. In 2017, Council opted to appoint a member of Council as an Alternate Member of County Council and an appointment By-Law was passed in January 2017. At that time one name was brought forward and a motion was passed in favour of appointing the Deputy Mayor Dave Beres. On March 14, 2018 Oxford County Council approved changes to their Procedural By-law to incorporate changes to Council composition, including temporary replacement of a member of upper-tier Council. An excerpt from Oxford County Council Procedural By-Law 5852-2016 is attached for your information. The change to their by-law allowed for an alternate member to be appointed in the absence of a member except for the warden position. If Council decides to appoint an Alternate Member for County Council the following process is set out in Procedural By-Law 4173. In accordance with Part 11, the CAO, shall be selected as the person to draw a name from a ballot box in event of a tied vote. Each Councillor shall have a nomination form which requires both the signature of the nominator and a seconder. The nomination forms shall be provided to the Town Clerk immediately after the announcement of the election. If more than one member of Council has been nominated then an open vote shall take place. The Town Clerk shall call the names of the members of Council in alphabetical order according to surnames and each member shall verbally indicate the nominee of their choice. The Clerk shall announce the results of the vote. If only one member of Council has been nominated, a resolution shall be passed and a by-law brought forward for Council’s consideration. Page 60 of 300 Page 3 / 5 Council has two options, to simply receive the report as information and do nothing or to appoint an Alternate Member of County Council for the remainder of the four year Council term. Option 1: Alternate County Council Position THAT Council receives Report CLK 19-25 Alternate County Council Position as information. Option 2: To Appoint a Deputy Mayor THAT Council receives Report CLK 19-25 Alternate County Council Position; AND THAT Council appoint ____________ as an Alternate Member of County Council for the remainder of the Council term; AND THAT a By-Law be brought forward for Council consideration. CONSULTATION/COMMUNICATION Oxford County Municipalities have been polled regarding Alternate appointments to the upper tier. The following chart represents their appointments and method. Municipality Appointment Method Township of Blandford Blenheim Councillor Councillor with the highest # of votes in election. Township of East Zorra-Tavistock Deputy Mayor Appointment of Deputy Mayor in accordance with Procedural By-Law Town of Ingersoll Deputy Mayor Elected Deputy Mayor Township of Norwich No appointment Council decided not to elect an alternate Township of South West Oxford Councillor Council appointment – nomination process Town of Tillsonburg To be determined City of Woodstock Councillor Council nomination/election Zorra Township Councillor Councillor with the highest # of votes in election. FINANCIAL IMPACT/FUNDING SOURCE There is no compensation allotted for an alternate member of County Council by the County. In accordance with the Council Expense policy, mileage could be charged for attending meetings in Woodstock. COMMUNITY STRATEGIC PLAN (CSP) IMPACT Section 1 – Excellence in Local Government 1.3 Demonstrate Accountability – Citizens are aware of Council’s actions. Page 61 of 300 Page 4 / 5 Page 62 of 300 Page 5 / 5 Report Approval Details Document Title: CLK 19-25 Alternate County Council Position.docx Attachments: - CLK 19-25 County By-Law Excerpt 3.6.docx Final Approval Date: Sep 24, 2019 This report and all of its attachments were approved and signed as outlined below: Ron Shaw - Sep 24, 2019 - 11:48 AM Page 63 of 300 Excerpt – County of Oxford Procedural By-Law No. 5852-2016 3.6 ABSENCE OF A COUNCIL MEMBER OTHER THAN THE WARDEN OR DEPUTY WARDEN 3.6.1 If a person who is a member of the council of an area municipality and a member of County Council is unable to act as a member of those councils for a period exceeding one month, the council of the respective area municipality may appoint one of its members as an alternate member of County Council to act in place of the member until the member is able to resume acting as a member of those councils. This subsection does not authorize the appointment of an alternate head of Council of the County. 3.6.2 If the offices of a person who is a member of council of both an area municipality and the County becomes vacant and the vacancies will not be filled for a period exceeding one month, the council of the respective area municipality may appoint one of its members as an alternate member of County Council until the vacancies are filled permanently. This subsection does not authorize the appointment of an alternate head of Council of the County. 3.6.3 The council of an area municipality may appoint one of its members as an alternate member of County Council to act in place of a person who is a member of the councils of the area municipality and the County when the person is unable to attend a meeting of County Council for any reason. This subsection does not allow for more than one alternate member during the term of council unless the seat of the member who has been appointed as an alternate member becomes vacant then another of its members may be appointed; the appointment of an alternate member to act in place of an alternate member appointed under subsection 3.6.1 or 3.6.2; or the appointment of an alternate head of Council of the County. 3.6.4 When an alternate member is appointed under subsection 3.6.1 or 3.6.2 or 3.6.3 the following rules will apply: 1. The area municipality will advise County Council of any appointment in writing providing a certified appointment resolution. 2. An alternate member shall take the Oath of Office, administered by the Clerk, prior to taking their seat on County Council. 3. An alternate member shall not represent a County Councillor at an Inaugural meeting, or any County board or agency. 4. An alternate member may, in the absence of the County Councillor, participate at meetings of County Council, its committees and information sessions. 5. Upon notice under subsections 3.6.1 and 3.6.2, the County Councillor’s compensation and expense reimbursement eligibility will cease and will be provided to the alternate member in the same manner. Page 64 of 300 6. An alternate member, appointed at the discretion of an area municipality under subsection 3.6.3, shall not receive compensation and expense reimbursement by the County for any meetings of County Council they are required to attend in the absence of the County Councillor. 7. An alternate member, appointed under subsection 3.6.3, shall not be eligible to be reimbursed for attendance at conventions, seminars, or training. 8. An alternate member, appointed under subsections 3.6.1, 3.6.2, and 3.6.3, while acting in their capacity, shall be governed by all applicable policies of the County such as but not limited to the Council Code of Conduct. 9. An alternate member, appointed under subsections 3.6.1 and 3.6.2, shall have access to applicable support resources such as but not limited to the County’s Integrity Commissioner. 10. A County Councillor requesting an alternate member, under subsection 3.6.3, to act in their place at a meeting will advise the County Clerk’s office by email forty-eight hours in advance of the meeting to enable the alternate member access to Closed Session items. Page 65 of 300 Report Title Amend Smoking By-Law – Outdoor Patio Space Report No. CLK 19-26 Author Donna Wilson, Town Clerk Meeting Type Council Meeting Council Date October 15, 2019 Attachments By-Law 4346 To Amend 3596 Smoking Page 1 / 3 10562096269,,,CLK 19-26 Amend Smoking By-Law RECOMMENDATION THAT Council receives Report CL 19-26, Amend Smoking By-Law – Outdoor Patio Space; AND THAT an Amending By-law be brought forward for Council’s consideration. EXECUTIVE SUMMARY The By-Law amendment will designate the patio area in the front of the Tillsonburg Town Centre Mall as a smoke free zone which will align with the Smoke-Free Ontario Act. BACKGROUND During the spring of 2019 the Business Improvement Area Board of Directors (BIA) provided tables, chairs, umbrellas and barriers to set aside the patio area at the front of the Town Centre Mall. The BIA posted no smoking and no vaping signs on the tables in accordance with the Smoke-Free Ontario Act. (the Act) Following this they requested that Council amend the current smoking by-law to designate the area as a no smoking area and to align with the Smoke-Free Ontario Act. The Act states that an outdoor restaurant patio is one where food or drink is served or sold or offered for consumption, or that is operated alongside an area where food or drink is served or sold or offered. As Geno’s Pizza and Tim Hortons are both adjacent to the Patio area, this area would be designated a smoke-free space according to the Act. The Smoke-Free Ontario Act, 2017 prohibits the smoking of tobacco, the use of electronic cigarettes (e-cigarettes) to vape any substance, and the smoking of cannabis (medical and recreational) in enclosed workplaces and enclosed public places, as well as other designated places in Ontario, to protect workers and the public from second-hand smoke and vapour. It is illegal to smoke or vape on all restaurant and bar patios, and public areas within a nine metre radius of any point on the perimeter of the patio except Patios created by a branch of the Royal Canadian Legion or another veterans’ organization before November 18, 2013. The Act states that owners and employers must post no smoking or vaping signs in these areas as well as ensure that no ashtrays remain in a smoke free area. Page 66 of 300 Page 2 / 3 CAO The Act states that local public health units will carry out inspections, respond to complaints and possibly issue fines, regarding smoking or vaping inside restaurants and bars, on their patios, and public areas within a nine (9) metre radius of any point on the perimeter of the patio. Amending the Town smoking By-Law will allow By-Law enforcement to enforce this area to ensure a smoke free patio exists in this location. There was discussion regarding aligning our by-law to be more in line with the Act, however SLT recommends that we should only make the amendments for areas that we are able to enforce and leave the balance of enforcement for the Act with Public Health. CONSULTATION/COMMUNICATION Staff has consulted with the Chief Building Office and By-Law Enforcement regarding the amendment and enforcement of the By-Law if passed by Council. They have indicated that they will provide attention to the patio area on a complaint basis. They noted however, that while every effort will be taken to enforce the by-law that these types of laws are difficult to obtain 100% compliance. FINANCIAL IMPACT/FUNDING SOURCE There is no financial impact to the amendment to the by-law. COMMUNITY STRATEGIC PLAN (CSP) IMPACT 1. Excellence in Local Government ☐ Demonstrate accountability 2. Demographic Balance ☒ Make Tillsonburg an attractive place to live for youth and young professionals 3. Culture and Community ☒ Promote Tillsonburg as a unique and welcoming community Page 67 of 300 Page 3 / 3 CAO Report Approval Details Document Title: CLK 19-26 Amend Smoking By-Law.docx Attachments: - By-Law 4346 To amend By-Law 3596 To Prohibit Smoking.doc Final Approval Date: Sep 27, 2019 This report and all of its attachments were approved and signed as outlined below: Ron Shaw - Sep 27, 2019 - 11:27 AM Page 68 of 300 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 4346 A BY-LAW to amend By-Law 3596, being a by-law to prohibit smoking in certain public places within the Town of Tillsonburg. WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to amend the Town’s smoking by-law; AND WHEREAS Section 115 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides that a municipality may prohibit or regulate the smoking of tobacco in public places and workplaces within the municipality and Section 128(1) of said Act provides that a municipality may prohibit and regulate with respect to a matter that in the opinion of Council are or could be public nuisances; THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1.0 THAT the following section 1.0 Definitions and Interpretations shall be added as follows; 1.16 “Town Centre Mall” means the building located at 200 Broadway in the Town of Tillsonburg. 1.17 “Vaporizer” means an inhalant-type device that contains a power source and heating element designed to heat a substance and produce a vapour intended to be inhaled by the user of the device directly through the mouth, whether or not the vapour contains nicotine, cannabis or any other substance. 1.18 “Vaporizing,” “Vape,” and “Vaping” means the act of carrying, holding or inhaling of cannabis, tobacco, an e-substance or other similar substance with a vaporizer or electronic cigarette for the purpose of inhalation and may produce vapour, emissions or aerosol. 1.19 “Waterpipe” means a device in which the vapours, gases or smoke of a smoking product passes through liquid prior to being inhaled, and shall include but is not limited to a bong or hookah. 2.0 THAT the following definition in section 1.11 shall be amended; 1.11 “Smoke or Smoking” includes the carrying of a lighted cigar, cigarette, electronic cigarette, pipe, waterpipe, vaporizer, or any other lighted smoking equipment or smoking product but does not include smoke or smoking where smoke or smoking is used in a stage production of a theatrical performance; 3.0 THAT section 2.1 of By-Law 3596 shall be amended as follows: 2.4 No person shall smoke outdoors within 9 meters of any entrance to the Tillsonburg Town Centre Mall or within 9 meters of the designate patio area located at the front of said Mall. 4.0 THAT this by-law shall come into full force and effect upon final passing hereof. READ A FIRST AND SECOND TIME THIS 15th DAY OF October, 2019. READ A THIRD TIME AND FINALLY PASSED THIS 15th DAY OF October, 2019. _______________________________ MAYOR – Stephen Molnar _______________________________ TOWN CLERK – Donna Wilson Page 69 of 300 Report Title Community Safety and Well-Being Plan: A Collaborative Approach Report No. CLK 19-24 Author Donna Wilson, Town Clerk Meeting Type Council Meeting Council Date October 15, 2019 Attachments Police Service Act Excerpt Part XI CSWB Plan Coordinating Committee Terms of Reference CSWB Plan Advisory Committee Terms of Reference Page 1 / 5 11425141203,,,CLK 19-24 Community Safety and Well-Being Plan RECOMMENDATION THAT Council receives Report CLK 19-24 Community Safety and Well-Being Plan: A Collaborative Approach; AND THAT Council declares its commitment to community safety and well-being within the Town of Tillsonburg and all of Oxford County; AND FURTHER THAT Council support a collaborative approach to Community Safety and Well- being planning within Oxford County and the development of a joint Community Safety and Well- being Plan with the lower tier municipalities within Oxford County; AND FURTHER THAT Council approve the Terms of Reference for the Community Safety and Well-being Planning Coordinating Committee attached as Appendix B to this report and the Terms of Reference for the Community Safety and Well-Being Planning Advisory Committee attached as Appendix C to this report; AND FURTHER THAT Council authorizes the allocation of $10,000, from the 2019 one time funding from the Province, to hire a consultant to act as the Community Safety and Well-being Planning Coordinator for the development of the Oxford County Community Safety and Well- being Plan. OBJECTIVE The purpose of this report is to provide Council with information on the legislative requirements of the Police Services Act with respect to the development of a Community Safety and Well- being Plan (CSWB Plan) and to recommend to Council that a joint plan be developed within Oxford County. BACKGROUND Legislative amendments to the Police Services Act, 1990 came into effect on January 1st, 2019. These amendments require every municipality to prepare and adopt a community safety and well-being plan. Municipalities are required to work in partnership with the police services and other sectors including health/mental health, education, community/social services and children/youth services throughout the planning process. Page 70 of 300 Page 2 / 5 CAO Municipalities have until January 1st, 2021 to prepare and adopt their plan. Municipalities have the flexibility to engage in community safety and well-being planning individually, or in partnership with neighbouring municipalities to develop a joint plan. The requirement to develop a CSWB Plan applies to lower-tier municipalities in the County of Oxford and in counties, and regional municipalities (other than the County of Oxford). Municipalities are to take a leadership role in identifying local priority risks in the community and implementing evidence-based programs and strategies to address these risks before they escalate to a situation of crisis. DISCUSSION The ultimate goal of Community Safety and Well-being Planning is to achieve sustainable communities where everyone is safe, has a sense of belonging, opportunities to participate, and where individuals and families are able to meet their needs for education, health care, food, housing, income, and social and cultural expression. The following four areas are to be considered as part of the community safety and well-being framework: 1. Social Development: addressing underlying causes of social issues to promote and maintain individual and community wellness (ex. opportunities for employment, income, adequate housing, access to education and other support for the promotion of social and economic inclusion). 2. Prevention: implementing and applying proactive strategies to known and identified risks that are likely to result in harm to individuals or communities if left unmitigated. 3. Risk Intervention: Identifying and responding to situations of elevated risk and intervening before an emergency or crisis response is required. This requires multiple sectors working together to address situations where there is an elevated risk of harm. 4. Incident Response: includes immediate and reactionary responses which may involve a sense of urgency (ex. police, fire, emergency medical services, child welfare intervention, student expelled from school). Planning should also consider increased collaboration to ensure that the most appropriate service provider is responding to incidents and that there is no duplication of service. Planning should occur in all four areas outlined above; however, the resource material from the Province indicates that the majority of investment, time and resources should be spent on developing and/or enhancing social development, prevention and risk intervention strategies to reduce the number of individuals, families and communities that reach the point of requiring emergency/incident response. There is a focus on developing preventative strategies – research shows that it is more effective to focus on why something is happening (ex. a student has undiagnosed attention deficit disorder and challenges at home) than on what is happening (ex. student caught skipping school). Page 71 of 300 Page 3 / 5 CAO Additionally, there is a focus on the measurement of the success of strategies and goals that are identified. Performance metrics to be identified through the planning process to determine success of strategies/goals, some examples include:  Increased access and use of social supports  Number of information/education sessions held  Decreased victimization rates  Number of emergency room visits  Police and crime data  Employment levels  Educational attainment rates  Number of individuals accessing emergency shelters  Number of youths graduating from high-school and post-secondary education Sharing evidence and data that the plan is creating better outcomes for the community will help to build trust and support for the implementation of the plan. In June, 2019 Oxford County CAOs, Clerks and Treasurers met and discussed the requirements of the legislation. There was consensus that the lower-tier municipalities within the County would like to work together to develop a joint plan. Discussion took place regarding the establishment of a Coordinating Committee to be made up of the Clerks from each of the participating municipalities, and an Advisory Committee. Municipalities are required to establish an advisory committee and those who are jointly preparing a CSWB Plan must establish a joint single advisory committee. The Advisory Committee’s role would be to inform and guide the Coordinating Committee through the information gathering, community consultation and plan development stages. In appointing the members to the advisory committee the municipality must ensure that the members are representative of all the municipalities in regard to diversity of the population of each. Attached to this report for Council’s consideration are draft Terms of Reference for the Coordinating Committee (Appendix B) and draft Terms of Reference for the Advisory Committee (Appendix C). County CAOs, Clerks and Treasurers further suggested at their meeting in June, that each participating municipality allocate $10,000 for this project to hire a consultant to work with the Coordinating Committee and Advisory Committee to make recommendations on the information gathered, and develop the CSWB Plan. With Council’s support, the Coordinating Committee will prepare a request for proposal for a consultant to act as the Community Safety and Well-being Planning Coordinator. The results of the Request for Proposal will come back to Council for final consideration. In relation to this project, Peter Heywood, on behalf of Southwestern Public Health, has advised County CAOs and Clerks that they are well positioned to inform the development of the plan through the information found in the Oxford Community Well-being Report. Southwestern Public Health is also finalizing the Community Health Status report, which municipalities will be able to access to also inform the development the plan. Further, Inspector Tony Hymers, on behalf of the Ontario Provincial Police, has indicated that the Oxford County Situation Table is an existing committee which has been meeting regularly Page 72 of 300 Page 4 / 5 CAO since 2014, and may be a good resource for the Coordinating Committee. They utilize existing resources to help individuals/families reduce acutely elevated risk. They meet weekly to identify situations, determine which agency will take the lead and which agencies will support the intervention. Existing partners around the table include Oxford County Public Health and Human Services, Woodstock Police Department, Canada Mental Health Association, Woodstock Probation Services, Youth Justice Services, Addiction Services of Thames Valley, Children’s Aid Society of Oxford County, Domestic Abuse Services Oxford, Home & Community, South West LHIN, Oxford Assertive Community Treatment (ACT) Team, Oxford County Community Health Centre, Oxford Elgin Child & Youth Centre, Oxford Health Link, Oxford County Paramedic Services, Oxford Provincial Police Oxford Detachment, Thames Valley District School Board, Victim Assistance Services and Mental Health. FINANCIAL IMPACT/FUNDING SOURCE The $10,000 funding to come from the 2019 one-time funding provided from the Ontario government for small and rural municipalities. COMMUNITY STRATEGIC PLAN (CSP) IMPACT 1. Excellence in Local Government ☒ Demonstrate strong leadership in Town initiatives ☒ Streamline communication and effectively collaborate within local government ☒ Demonstrate accountability Page 73 of 300 Page 5 / 5 CAO Report Approval Details Document Title: CLK 19-24 Community Safety.docx Attachments: - CLK 19-24 APPENDIX A PSA EXCERPT.docx - CLK 19-24 CSWB Plan Coordinating Committee - Terms of Reference.docx - CLK 19-24 CSWB Plan Advisory Committee - Terms of Reference.docx Final Approval Date: Sep 30, 2019 This report and all of its attachments were approved and signed as outlined below: Ron Shaw - Sep 30, 2019 - 5:34 PM Page 74 of 300 APPENDIX A Police Services Act, R.S.O 1990, c. P.15 Part XI COMMUNITY SAFETY AND WELL-BEING PLANS PREPARATION AND ADOPTION Municipal community safety and well-being plan 143 (1) The council of each municipality to which subsection 4 (1) applies shall prepare and, by resolution, adopt a community safety and well-being plan. 2018, c. 3, Sched. 1, s. 211 (6). May be prepared individually or jointly (2) The community safety and well-being plan may be prepared by the municipal council individually or jointly in consultation with other municipal councils or band councils. 2018, c. 3, Sched. 1, s. 211 (6). First community safety and well-being plan (3) A municipal council must prepare and adopt its first community safety and well-being plan before the second anniversary of the day on which this section began applying to the municipality. 2018, c. 3, Sched. 1, s. 211 (6). Transition, deemed compliance (4) The Minister may deem a community safety and well-being plan to have met all of the requirements set out in section 145 if, (a) consultations to develop the plan were completed before January 1, 2019; and (b) in the Minister’s opinion, the consultations substantially complied with the obligations set out in section 145. 2019, c. 1, Sched. 2, s. 3. First Nation community safety and well-being plan 144 (1) A band council of a First Nation may prepare and adopt a community safety and well-being plan. 2018, c. 3, Sched. 1, s. 211 (6). May be prepared individually or jointly (2) The community safety and well-being plan may be prepared by the band council individually or jointly in consultation with other band councils or municipal councils. 2018, c. 3, Sched. 1, s. 211 (6). Page 75 of 300 Preparation of plan by municipal council 145 (1) A municipal council that prepares a community safety and well-being plan shall establish an advisory committee. 2018, c. 3, Sched. 1, s. 211 (6). Joint preparation of plan (2) Despite subsection (1), a group of municipal councils that are jointly preparing a community safety and well-being plan shall jointly establish and consult with a single advisory committee. 2018, c. 3, Sched. 1, s. 211 (6). Membership of committee (3) The advisory committee must, at a minimum, consist of the following members: 1. A person who represents, i. a local health integration network for a geographic area in which the municipality is located, as determined under the Local Health System Integration Act, 2006, or ii. an entity that provides services to improve the physical or mental health of individuals in the community or communities. 2. A person who represents an entity that provides educational services in the municipality. 3. A person who represents an entity that provides community or social services in the municipality, if there is such an entity. 4. A person who represents an entity that provides community or social services to children or youth in the municipality, if there is such an entity. 5. A person who represents an entity that provides custodial services to children or youth in the municipality, if there is such an entity. 6. An employee of the municipality or a member of the municipal council. 7. A person who represents the board of the municipality or, if there is no board, the commander of the detachment of the Ontario Provincial Police that provides policing in the area or his or her delegate. 7.1 A chief of police of a police force that provides police services in the area or his or her delegate. 8. Any other prescribed persons. 2018, c. 3, Sched. 1, s. 211 (6); 2019, c. 1, Sched. 2, s. 4 (1, 2). Page 76 of 300 Single individual may meet multiple requirements (3.1) A single individual may satisfy the requirements set out in multiple paragraphs of subsection (3). 2019, c. 1, Sched. 2, s. 4 (3). Same, joint plans (4) If the community safety and well-being plan is prepared by a group of municipal councils or band councils, (a) the members of the advisory committee shall be appointed by agreement of the participating municipal councils and band councils; and (b) the provisions of this Act that apply to community safety and well-being plans apply, with necessary modifications, to joint community safety and well-being plans. 2018, c. 3, Sched. 1, s. 211 (6). Considerations (5) In appointing the members of the advisory committee, the municipal council or councils shall consider the need to ensure that advisory committee is representative of the municipality or municipalities, having regard for the diversity of the population in the municipality or municipalities. 2018, c. 3, Sched. 1, s. 211 (6). Consultations (6) In preparing a community safety and well-being plan, the municipal council or councils shall, (a) consult with the advisory committee; (b) consult with the members of the public, including youth, members of racialized groups and of First Nation, Inuit and Métis communities, in the municipality or municipalities and, in the case of a joint plan with a First Nation, in the First Nation reserve; (c) consult with community organizations, including First Nation, Inuit and Métis organizations and community organizations that represent youth or members of racialized groups, in the municipality or municipalities and, in the case of a joint plan with a First Nation, in the First Nation reserve; and (d) comply with any consultation requirements that may be prescribed. 2018, c. 3, Sched. 1, s. 211 (6). Use of information (7) In preparing a community safety and well-being plan, the municipal council or councils shall consider available information related to crime, victimization, addiction, drug overdose, suicide and any other prescribed risk factors, including statistical Page 77 of 300 information from Statistics Canada or other sources, in addition to the information obtained through its consultations. 2018, c. 3, Sched. 1, s. 211 (6). Other prescribed requirements (8) The municipal council or councils shall meet the prescribed requirements, if any, in preparing its community safety and well-being plan. 2018, c. 3, Sched. 1, s. 211 (6). Transition (9) A community safety and well-being plan that was adopted in accordance with this section, as it read at the time, continues to be valid despite any intervening changes to this section. 2019, c. 1, Sched. 2, s. 4 (3). Content of community safety and well-being plan 146 A community safety and well-being plan shall, (a) identify risk factors in the municipality or First Nation, including, without limitation, systemic discrimination and other social factors that contribute to crime, victimization, addiction, drug overdose and suicide and any other prescribed risk factors; (b) identify which risk factors the municipality or First Nation will treat as a priority to reduce; (c) identify strategies to reduce the prioritized risk factors, including providing new services, changing existing services, improving the integration of existing services or coordinating existing services in a different way; (d) set out measurable outcomes that the strategies are intended to produce; (e) address any other issues that may be prescribed; and (f) contain any other information that may be prescribed. 2018, c. 3, Sched. 1, s. 211 (6). Publication of community safety and well-being plan 147 A municipal council that has adopted a community safety and well-being plan shall publish it in accordance with the regulations. 2018, c. 3, Sched. 1, s. 211 (6). Implementation of community safety and well-being plan 148 A municipal council that has adopted a community safety and well-being plan shall take any actions that the plan requires it to take and shall encourage and assist other entities to take any actions the plan requires those entities to take. 2018, c. 3, Sched. 1, s. 211 (6). Page 78 of 300 REPORTING AND REVISION Monitoring, evaluating and reporting 149 (1) A municipal council that has adopted a community safety and well-being plan shall, in accordance with the regulations, if any, monitor, evaluate and report on the effect the plan is having, if any, on reducing the prioritized risk factors. 2018, c. 3, Sched. 1, s. 211 (6); 2019, c. 1, Sched. 2, s. 5 (1). Publication (2) The reports referred to in subsection (1) shall be published on the Internet in accordance with the regulations, if any. 2019, c. 1, Sched. 2, s. 5 (2). Revision by municipality 150 (1) A municipal council that has adopted a community safety and well-being plan shall review and, if appropriate, revise the plan within the prescribed period. 2018, c. 3, Sched. 1, s. 211 (6). Page 79 of 300 APPENDIX B Community Safety and Well-Being Planning Coordinating Committee Terms of Reference Preamble: Legislative amendments to the Police Services Act, 1990 came into effect on January 1st, 2019. These amendments require every municipality to prepare and adopt a community safety and well-being plan. As part of the Provincial legislation, municipalities are required to develop and adopt community safety and well-being plans working in partnership with a multisectoral advisory committee comprised of representation from the police service board and other local service providers in health/mental health, education, community/social services and children/youth services. This approach allows municipalities to take a leadership role in defining and addressing priority risks in the community through proactive, integrated strategies that ensure vulnerable populations receive the help they need from the providers best suited to support them. Municipal Councils of the Township of Blandford Blenheim, Township of East Zorra-Tavistock, Town of Ingersoll, Township of Norwich, Town of Tillsonburg, City of Woodstock, Zorra Township and Township of South-West Oxford passed resolutions which declare that community safety and well-being is a priority in Oxford County, and initiated a collective commitment to work together in the development of the Oxford County Community Safety and Well-being Plan. Mandate: The primary directive of the Community Safety and Well-being Planning Coordinating Committee is to guide and direct key tasks which are required for the completion of the Oxford County Community Safety and Well-being Plan. Duties: Duties of the Coordinating Committee include, but are not limited to, the following: Page 80 of 300 Page 2 of 2  Overseeing the recruitment and coordination of the Oxford County Community Safety and Well-being Planning Advisory Committee by the Community Safety and Well-being Planning Coordinator (CSWB Coordinator);  Ensuring that the decisions of the Advisory Committee are implemented and reflected in the Community Safety and Well-being Plan when it is brought forward for Council’s consideration;  Receiving and responding to requests for information about the Community Safety and Well-being planning process;  Updating and providing status information about the development of the Community Safety and Well-being Plan to their respective Councils;  Overseeing project communications;  Ensuring that the Plan, once finalized and adopted, is made publicly available. Membership: The membership of the Oxford County Community Safety and Well-being Planning Coordinating Committee is made up of the Clerks of the participating municipalities:  Amy Humphries, City of Woodstock  Donna Wilson, Town of Tillsonburg  Julie Forth, Township of South-West Oxford  Karen Martin, Zorra Township  Kyle Kruger, Township of Norwich  Michael Graves, Town of Ingersoll  Rodger Mordue, Township of Blandford Blenheim  Will Jaques, Township of East Zorra-Tavistock The Chair, the Vice Chair and Secretary to be elected at the first meeting of the committee. Page 81 of 300 APPENDIX C Community Safety and Well-Being Planning Advisory Committee Terms of Reference Preamble: Legislative amendments to the Police Services Act, 1990 came into effect on January 1st, 2019. These amendments require every municipality to prepare and adopt a community safety and well-being plan. As part of the Provincial legislation, municipalities are required to develop and adopt community safety and well-being plans working in partnership with a multisectoral advisory committee comprised of representation from the police service board and other local service providers in health/mental health, education, community/social services and children/youth services. This approach allows municipalities to take a leadership role in defining and addressing priority risks in the community through proactive, integrated strategies that ensure vulnerable populations receive the help they need from the providers best suited to support them. Municipal Councils of the Township of Blandford Blenheim, Township of East Zorra-Tavistock, Town of Ingersoll, Township of Norwich, Town of Tillsonburg, City of Woodstock, Zorra Township and Township of South-West Oxford passed resolutions which declare that community safety and well-being is a priority in Oxford County, and initiated a collective commitment to work together in the development of the Oxford County Community Safety and Well-being Plan. Mandate: The primary directive of the Community Safety and Well-being Planning Advisory Committee is to advise and inform the Community Safety and Well-being Planning Coordinator and the Coordinating Committee as they examine the County’s risk factors, vulnerable groups and the protective factors needed to reduce harm and to enhance safety and well-being for all Oxford County residents. Page 82 of 300 Page 2 of 3 Duties: Duties of the Advisory Committee include, but are not limited to, the following:  Conduct community engagement sessions to inform the development of the plan;  Determine the priorities of the plan, including references to risk factors, vulnerable populations and protective factors;  Ensure outcomes are established and responsibilities for measurement are in place and approving performance measures by which the plan will be evaluated, as well as the schedule and processes used to implement them;  Ensure each section/activity under the plan, for each priority risk, is achievable;  Ensure the right agencies/organizations and participants are designated for each activity;  Evaluate and monitor the plan;  Align implementation and evaluation of the plan with the municipal planning cycle (annually) and other relevant sector specific planning and budgeting activities to ensure alignment of partner resources and strategies;  Set a future date for reviewing achievements and developing the next version of the plan;  Think about ways in which the underlying structures and systems currently in place can be improved to better enable service delivery;  Develop and undertake community engagement to build on the members’ awareness of local risks, vulnerable groups and protective factors;  Develop and maintain a dynamic data set, and ensuring its ongoing accuracy as new sources of information become available;  Determine the priority risk(s) that the plan will focus on based on available data, evidence, community engagement feedback and capacity;  After priority risks have been identified, all actions going forward should be designed to reduce these risks, or at least protect the vulnerable groups from the risks;  Based on community capacity, developing an implementation plan or selecting, recruiting and instructing a small number of key individuals to do so to address the selected priority risk(s) identified in the plan. Membership: The Oxford County Community Safety and Well-being Planning Coordinator and Coordinating Committee is responsible for the recruitment of the Advisory Committee. The Advisory Committee should consist of the following representation, at a minimum:  An employee of at least one of the participating municipalities (Coordinating Committee Vice-Chairs);  A person who represents the education sector;  A person who represents the health/mental health sector;  A person who represents the community/social services sector;  A person who represents the children/youth services sector;  A person who represents an entity that provides custodial services to children/youth; Page 83 of 300 Page 3 of 3  A person who represents the police service board and/or Detachment Commander. Individual members selected to the Advisory Committee will ideally have the authority to make decisions on behalf of their respective agencies/organizations regarding resources and priorities, or will be empowered to do so for the purposes of developing the plan. Recruitment to the Advisory Committee will be reflective of the diverse make-up of the community and will give consideration to the following:  The individual’s knowledge/information about the risks and vulnerable populations in the community;  Lived experience with risk factors or part of a vulnerable group in the community;  Understanding of protective factors needed to address those risks;  Experience developing effective partnerships in the community;  Experience with ensuring equity, inclusion and accessibility in their initiatives; and  A proven track record advocating for the interests of vulnerable populations. Community Safety and Well-being Planning Coordinator will act as the Chair of the Advisory Committee. The roles and responsibilities of the Chair include:  Chair Advisory Committee meetings;  Prepare and circulate meeting agendas;  Act as a liaison between the Advisory Committee and the Coordinating Committee; and  Facilitate the work towards the fulfillment of the mandate and development of the Community Safety and Well-being Plan for the lower tier Municipalities of the County of Oxford. Meetings: Following the recruitment of the Advisory Committee, the Community Safety and Well-being Planning Coordinator and the Coordinating Committee will host a general information meeting. This meeting will allow all members to become acquainted with each other, discuss roles and responsibilities, develop a meeting schedule and action plan. Tasks may be assigned to individual members to bring forward at the following meeting. Page 84 of 300 Report Title Oxford County Cycling Advisory Committee Appointment Report No. CLK 19-27 Author Donna Wilson, Town Clerk Meeting Type Council Meeting Council Date October 15, 2019 Attachments Oxford County request for Tillsonburg Appointment Page 1 / 3 11451125874,,,CLK 19-27 Oxford County Cycling Advisory Committee Appointment RECOMMENDATION THAT Council receives Report CLK 19-27 Oxford County Cycling Advisory Committee Appointment; AND That Mark Salt be appointed as the Tillsonburg representative on the Oxford Cycling Advisory Committee. BACKGROUND In 2013, Oxford County completed the Transportation Master Plan which led to the need to include consideration for bicycles in all road reconstruction design and the need for a cycling advisory committee to help cultivate a bike-friendly community in Oxford County. The Oxford Cycling Advisory Committee was formed and municipalities were asked to appoint a member representative to the advisory committee. The Cycling Advisory Committee assists the County in the development and implementation of future cycling initiatives. The committee coordinates and represents the interests of cyclists, focusing on their needs and priorities and ensures that those interests are taken into consideration in any future cycling initiatives. The committee is led by staff from Public Health and Tourism Oxford and includes representation from County Council, other County departments, area municipal representatives and representatives of the cycling community. DISCUSSION At the Council meeting of March 25, 2013, Council appointed Janet McCurdy to be the Tillsonburg representative on the Oxford Cycling Advisory Committee (CAC). As Ms. McCurdy has retired in January of this year we are now being asked to appoint a new representative to the CAC. The committee requests that Tillsonburg appoint a council or staff representative to the committee. In 2013 the Town determined that a member of the recreation team would be best suited to the position as they have more knowledge of the cycling community, Tillsonburg trail linkages and are able to liaise with other departmental staff in order to share knowledge or obtain additional information that may be required during the work of the CAC. The Director of Recreation Culture and Parks was in support of Ms McCurdy’s appointment in 2013 and has Page 85 of 300 Page 2 / 3 CAO recommended Mark Salt be appointed at this time. In Mark’s role as Recreation Programs and Services Manager his position supports key community development initiatives in culture, sport, recreation and volunteer management. The position works with other service providers locally, regionally and provincially to maximize community opportunities, benefits and community development services. FINANCIAL IMPACT/FUNDING SOURCE The financial impact to the Town to participate on the Cycling Advisory Committee will be the contribution of staff time and mileage for meeting attendance outside the boundaries of the Town of Tillsonburg. COMMUNITY STRATEGIC PLAN (CSP) IMPACT 1. Demographic Balance ☒ Make Tillsonburg an attractive place to live for youth and young professionals ☒ Provide opportunities for families to thrive 2. 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 86 of 300 Page 3 / 3 CAO Report Approval Details Document Title: CLK 19-27 Oxford Cycling Com.docx Attachments: - CLK 19-27 ATT.pdf Final Approval Date: Oct 2, 2019 This report and all of its attachments were approved and signed as outlined below: Ron Shaw - Oct 2, 2019 - 4:38 PM Page 87 of 300 Page 88 of 300 Report Title Appointments to Dog Park Advisory Committee Report No. CLK 19-29 Author Amelia Jaggard, Legislative Services Coordinator Meeting Type Council Meeting Council Date October 15, 2019 Attachments By-Law 4350 Schedule A Page 1 / 3 16492857808,,,CLK 19-29 Appointments to Dog Park Advisory Committee to Dog Park Advisory Committee RECOMMENDATION THAT Council receives Report CLK 19-29 Appointments to the Dog Park Advisory Committee; AND THAT Council appoint _____________ as the Council representative on the Tillsonburg Dog Park Advisory Committee; AND THAT By-Law 4350 to amend Schedule A of By-Law 4247, be brought forward for Council consideration. BACKGROUND At the August 12, 2019 Council meeting Council passed the following resolution: Moved By: Councillor Luciani Seconded By: Deputy Mayor Beres THAT Council receives Report RCP 19-30 Terms of Reference for Tillsonburg Dog Park Advisory Committee; AND THAT Council establishes the Tillsonburg Dog Park Advisory Committee and directs staff to initiate the advertising and appointment process. Carried An ad appeared in the Tillsonburg Update section of the Tillsonburg News regarding applications to the Tillsonburg Dog Park Advisory Committee on August 21, 28, September 11, 18 and October 2, 2019. The notice was also posted on the Town website from August through to October. DISCUSSION The attached By-Law 4350 Schedule A includes the recommended appointments. These recommendations and a by-law to appoint the members will be brought before Council for consideration. FINANCIAL IMPACT/FUNDING SOURCE N/A COMMUNITY STRATEGIC PLAN (CSP) IMPACT Section 1 – Excellence in Local Government – providing for citizen engagement for municipal initiatives. Page 89 of 300 Page 2 / 3 CAO Page 90 of 300 Page 3 / 3 CAO Report Approval Details Document Title: CLK 19-29 Appointments to Dog Park Advisory Committee.docx Attachments: - By-Law 4350 Schedule A.docx Final Approval Date: Oct 4, 2019 This report and all of its attachments were approved and signed as outlined below: Ron Shaw - Oct 4, 2019 - 4:36 PM Page 91 of 300 By-law 4250 Schedule A Board/Committees Citizen Appointments Mandate Accessibility Advisory Committee To advise and make recommendations to Council on all matters with respect to the accessibility for persons with disabilities to a municipal building, structure or premises. Cultural, Heritage and Special Awards Advisory Committee To advise and make recommendations to Council on all matters with respect to tourism and culture in the Town of Tillsonburg. To advise and make recommendations to Council on all matters related to properties of architectural and historical significance. To receive nominations and make recommendations to Council for the Citizen of the Year and monthly awards. To provide commemorative naming options to Council. Economic Development Advisory Committee To advise on initiatives to attract and retain investment within the community. To provide advice on:  The Economic Development Strategy  The Community Strategic Plan  Annual Departmental Business Plan To support the development of alliances and partnerships to advance the Town’s strategic plan and that assists in the overall growth of the Town. To provide advice regarding existing and new bylaws that relate to/impact development within the community. Memorial Park Revitalization Advisory Committee To advise and make recommendations and provide regular updates to Council on all matters with respect to the Memorial Park Revitalization Project. Museum Advisory Committee To make recommendations to Council on policies and procedures pertaining to the Museum. To participate in strategic planning activities, initiate and participate in fundraising activities when and as needed, act as ambassadors for the museum within the community. To work with the Tillsonburg and District Historical Society regarding trust for artifact purchases and to act as trustees for the restoration trust. Parks, Beautification and Cemeteries Advisory Committee To advise and make recommendations to Council on all matters with respect to the utilization and beautification of public parks, trails, trees, green space and Tillsonburg cemeteries. Recreation and Sports Advisory Committee To advise and make recommendations to Council on matters related to the programming and utilization of Tillsonburg’s recreational facilities. To advise and make recommendations to Council on implementation of the Community Parks, Recreation and Cultural Strategic Master Plan. Tillsonburg Airport Advisory Committee To advise and make recommendations to Council on matters related to the Tillsonburg Regional Airport. To provide a forum for receiving input and advice from aviation stakeholder groups and the community with respect to the Airport Master Plan and strategic initiatives and to provide a forum for dialogue and communication. Day to day operations of the airport is the responsibility of Town staff. Tillsonburg Dog Park Advisory Committee Rosanne Fillion Kelly Luciani Wayne Beard Karen Keller The objective of the Tillsonburg Dog Park Advisory Committee (TDPAC) is to oversee and advise Town Council on the governance of the Dave Johnson Memorial Dog Park with representation from all affected groups in the community. Page 92 of 300 By-law 4250 Schedule A Tillsonburg Transit Advisory Committee The objective of the Tillsonburg Transit Advisory Committee (TTAC) is to oversee and advise Town Council on the governance oversite of the Town's service providers contract for transit and specifically the policies and procedures related to service delivery of transit. The TTAC will provide a forum for input, exchange of ideas and debate on conventional and mobility transit related issues with representation from all affected groups in the community. The committee should use the Mandate to set out a clear plan for the term of the Committee. Create a high level work plan to define the scope and establish the framework and overall approach for transit. Set out goals the committee will work towards accomplishing. Page 93 of 300 Report Title 2019 OILC Debentures Report No. FIN 19-23 Author Dave Rushton CPA CMA Meeting Type Council Meeting Council Date October 15, 2019 Attachments By-Law 4348 Page 1 / 3 2019 OILC Debentures RECOMMENDATION THAT Council receives Report FIN 19-23, 2019 OILC Debentures; AND THAT Council By-Law 4348 authorizing the Mayor and Treasurer to enter into a financing agreement with the Ontario Infrastructure and Lands Corporation for $997,600 be brought forward for Council consideration. BACKGROUND The Municipal Act requires lower tier governments to arrange capital financing through the upper tier government. We have submitted as list of our projects that the Town is financing through Oxford County with Ontario Infrastructure and Lands Corporation (OILC). These projects were approved in 2018 and 2019 but are or will be substantially complete in 2019. FINANCIAL IMPACT/FUNDING SOURCE Description of Capital Work Estimated Expenditure Loan Amount Fire Communications Infrastructure South Huron Lawrie Jane Reid Road Reconstruction and Urbanization Bradburn Subdivision Phase 2 Replacement Dodge Ram Truck Community Centre Hot Water System Replacement $37,600 $340,000 $490,000 $35,000 $100,000 $37,600 $340,000 $490,000 $35,000 $95,000 Total to borrow $997,600 Page 94 of 300 Page 2 / 3 CAO COMMUNITY STRATEGIC PLAN (CSP) IMPACT 1. Excellence in Local Government ☒ Demonstrate strong leadership in Town initiatives ☒ Streamline communication and effectively collaborate within local government ☒ Demonstrate accountability Page 95 of 300 Page 3 / 3 CAO Report Approval Details Document Title: FIN 19-23 2019 OILC Debentures.docx Attachments: Final Approval Date: Oct 4, 2019 This report and all of its attachments were approved and signed as outlined below: Ron Shaw - Oct 4, 2019 - 4:48 PM Page 96 of 300 Report Title Investment Policy Report No. FIN 19-24 Author Sheena Pawliwec, CPA, CGA Meeting Type Council Meeting Council Date OCTOBER 15, 2019 Attachments Policy #5-003 Investment Policy Page 1 / 2 FIN 19-24 Investment Policy RECOMMENDATION THAT Council receives report FIN 19-24 Investment Policy; AND THAT By-Law 4349 to adopt the Investment Policy be brought forward for Council consideration. EXECUTIVE SUMMARY Section 418 of the Municipal Act, 2001, Ontario Regulation 438/97, and Ontario Regulation 43/18, are the legislative authority for the investment guidelines of municipal funds. As per the above legislation, before a municipality invests in a security Council shall, if it has not already done so, adopt a statement of the municipality's investment policies and goals. The Investment Policy is reviewed annually by the Treasurer and amended on an as needed basis to ensure compliance with changes to the Municipal Act and its Regulations. The Investment Policy outlines the governing authority, objectives, eligible investments, and the roles and responsibilities of Council and staff including signing authority, investment decision making and reporting. COMMUNITY STRATEGIC PLAN (CSP) IMPACT 1. Excellence in Local Government ☐ Demonstrate strong leadership in Town initiatives ☐ Streamline communication and effectively collaborate within local government ☒ Demonstrate accountability Page 97 of 300 Page 2 / 2 Provincial Gas Tax Funding Report Approval Details Document Title: FIN 19-24 Investment Policy.docx Attachments: - FIN 19-24 5-003 Investment Policy.docx - FIN 19-24 By-law 4349-To Adopt the Tillsonburg Investment Policy.docx Final Approval Date: Oct 4, 2019 This report and all of its attachments were approved and signed as outlined below: Dave Rushton - Oct 4, 2019 - 4:00 PM Page 98 of 300 Policy #5-003 Page 1 of 4 FINANCE DEPARTMENT Policy #5-003: Investment Policy Approval Date: October 15, 2019 Approval Authority: Council, By-Law 4349 Effective Date: October 15, 2019 Next Scheduled Review Year: as required Department: Finance Last reviewed: October 15, 2019 Revision Date/s: Schedules: n/a POLICY STATEMENT This policy, to be referred to as the “Investment Policy”, shall govern the investment activities of the Town of Tillsonburg operating account, its trust accounts, reserves and reserve funds. It shall be administered by the Finance Department, and comes into force and effect on the date adopted. PURPOSE The purpose of this policy is to maximize investment income at a minimal risk to capital. Accordingly, the emphasis for investments is security first, liquidity second, and third, overall yield. The purpose of this policy is to ensure integrity of the investment management process and to establish a reporting structure. AUTHORITY Section 418 of the Municipal Act, 2001, Ontario Regulation 438/97, and Ontario Regulation 43/18, are the legislative authority for the investment guidelines of municipal funds. A summary of the pertinent legislative guidelines as it applies to the Town's eligible investment portfolio is as follows: 1. Bonds, debentures, promissory notes or other evidence of indebtedness issued or guaranteed by Canada or a province or territory of Canada or an agency of Canada; 2. Bonds, debentures, promissory notes or other evidence of indebtedness issued or guaranteed by a municipality in Canada including the municipality making the investment, a school board in Canada, a local board as defined in the Municipal Affairs Act, and the Municipal Finance Authority of British Columbia; Page 99 of 300 Policy #5-003 Page 2 of 4 3. Deposit receipts, deposit notes, certificates of deposit or investment, acceptances or similar instruments, bonds, debentures or evidence of long-term indebtedness issued or guaranteed, by a bank (as listed in Schedule I, II or III to the Bank Act), a loan corporation or trust corporation (that is registered under the Loan and Trust Corporations Act), or a credit union or league to which the Credit Unions and Caisses Populaires Act, 1994, applies. Earnings from the combined investment shall be credited to the fund from which they originated in proportion to the amount invested. Signing Authority: Investments made by the Town are settled by cheque requisition or by Electronic Funds Transfer with prior approval by the Treasurer (Deputy Treasurer). Reporting: The Treasurer shall provide an annual investment report that details the status of current investments. Responsibility: Investment decisions are delegated to the Treasurer. The Treasurer or the designate enters into arrangements with banks and other financial institutions for the purchase, sale, redemption, transfer, issuance, transfer and safekeeping of investments. POLICY Investment Policy Objectives: Minimization of Credit Risk Meeting the first objective forces the adoption of a defensive policy to minimize the risk of incurring a capital loss and of preserving the value of the invested principal. This is accomplished by investing in properly rated financial instruments. Maintenance of Liquidity The term liquidity implies a high degree of marketability and a high level of price stability. A proportionate ratio of short and medium term maturities are maintained so as to meet the known funding requirements of the Town. Rate of Return Investment yields can only be sought within the boundaries set by the two foregoing objectives. Yields will fluctuate by institution as per individual credit ratings (greater risk confirmed by a lower credit rating). For example an instrument of a small trust company would in many cases Page 100 of 300 Policy #5-003 Page 3 of 4 have a slighter higher yield than a major bank and conversely a small Province would have a higher yield than a large Province. Eligible Investment Institutions Eligible investment institutions are limited to those restricted to provide minimum risk as follows: 1. Investments issued or guaranteed by the Government of Canada, province or territory of Canada, including an agency of Canada or a province or territory of Canada, a school board or similar entity in Canada, or a local board as defined in the Municipal Affairs Act. 2. Investments issued or guaranteed by a municipality in Canada, including the Municipal Finance Authority of British Columbia. 3. Bonds, debentures or evidence of long-term indebtedness issued or guaranteed by a bank (as listed in Schedule I or II of the Bank Act), by a loan or trust corporation (which is registered under the Loan and Trust Corporations Act), subject to a minimum Dominion Bond Rating Service (DBRS) rating of "AA low", Moody's Investor Services Inc. of "Aa3" or Standard and Poor's of "AA-" as it applies under paragraph 3.1 or 4.1 of section 2 of O. Reg. 43/18. 4. Deposit receipts, deposit notes, certificates of deposit or investment, acceptances or similar instruments the terms of which provide that the principal and interest shall be fully repaid no later than two years after the day the investment was made. 5. Bonds, debentures or other evidence of long-term indebtedness issued or guaranteed, by a bank (as listed in Schedule I or II to the Bank Act), a loan corporation or trust corporation (that is registered under the Loan and Trust Corporations Act). 6. Deposit receipts, deposit notes, certificates of deposit or investment, acceptances or similar instruments, the terms of which provide that the principal and interest shall be fully repaid more than two years after the day the investment was made if the receipt, note, certificate or instrument was issued, guaranteed or endorsed by a credit union or league to which the Credit Unions and Caisses Populaires Act, 1994 applies provided that the required financial indicators are met by the credit union or league. Banking Arrangements To facilitate movement of investment funds to and from different banks and financial institutions there is a requirement to open special purpose bank accounts designated for investment purposes. These accounts are designated for investment transactions only and are not to be used for the Town’s day-to-day banking requirements. Authorization requirements for these special purpose accounts vary from one institution to another. The Treasurer (Deputy Treasurer) and Mayor (Deputy Mayor) are authorized to establish such special purpose accounts as required by the particular financial institution. A Page 101 of 300 Policy #5-003 Page 4 of 4 report to Council authorizing the account is not required providing that such arrangements are similar to those for other financial institutions. If, in the opinion of the Treasurer, the requirements for the new institution are sufficiently different from other existing special account requirements, a report will be presented to Council outlining the differences and seeking Council approval. Page 102 of 300 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4349 A BY-LAW to adopt a Municipal Investment Policy for the Town of Tillsonburg. WHEREAS under Section 8. (1) of the Municipal Act, 2001, S.O., 2001, c.25, as amended, the powers of a municipality under this or any other Act shall be interpreted broadly so as to confer broad authority on the municipality to enable the municipality to govern its affairs as it considers appropriate and to enhance the municipality’s ability to respond to municipal issues. AND WHEREAS under Section 7. (1) of Ontario Regulation 438/97, before a municipality invests in a security prescribed under this Regulation, the council of the municipality shall, if it has not already done so, adopt a statement of the municipality's investment policies and goals. AND WHEREAS the Council of the Corporation of the Town of Tillsonburg is desirous of adopting a Municipal Investment Policy. BE IT THEREFORE ENACTED as follows: 1. THAT the Tillsonburg Investment Policy attached hereto as "Schedule A" is hereby adopted and forms part of this by-law. 2. This By-Law shall come into full force and take effect upon the final passing hereof. READ A FIRST AND SECOND TIME THIS 15th DAY OF OCTOBER, 2019. READ A THIRD AND FINAL TIME AND PASSED THIS 15TH DAY OF OCTOBER, 2019. ______________________ MAYOR Stephen Molnar __________________________ TOWN CLERK Donna Wilson Page 103 of 300 Report Title 2018 Summary of Reserves and Trusts Report No. FIN 19-25 Author Dave Rushton Meeting Type Council Meeting Council Date October 15, 2019 Attachments 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 1 / 3 2018 Summary of Reserves and Trusts RECOMMENDATION THAT Council receives report FIN 19-25 2018 Summary of Reserves and Trusts for information. EXECUTIVE SUMMARY The Town of Tillsonburg maintains several reserves and trusts. This summary defines the purpose of each one and their sources of revenues and expenditures and information on balances. OBJECTIVE To inform council and the public with details on monies that are summarized in annual financial statements presented to the Town. BACKGROUND In 2009, several trusts were merged together to create one reserve account and in 2017 they were separated into the accounts being presented within the attached report that summarizes in detail the various reserves and trusts. Some of these are Discretionary Reserves ($4.1M) and operate according to the reserve policy established by council in 2017. Others are Obligatory Reserves ($2.3M) and are restricted by rules set up through other levels of government. A third group is Trust Funds ($1.7M). These funds have been donated to the trusts with accountability through the Town which establishes the Trusts and designates the Trustees to manage the Trusts. The Town Clerk and Treasurer are part of each set of Trustees for each Fund. In 2019, Council appointed new Trustees for most Trusts. These funds support a variety of needs in the Town. The use of these funds can be for both Town capital and operating needs as well as the Trusts supports several community groups and individuals. The reserves can be thought of like a savings account where funds are collected until they need to be used for the purpose for which they were collected. This is the reason why the reserves have a minimum target and a maximum. When the maximum is reached no further funding is needed and if it drops below the minimum new contributions are required. Page 104 of 300 Page 2 / 3 CAO FINANCIAL IMPACT/FUNDING SOURCE The Reserves and Trusts act as a source of funds for the annual budget as well as many community individuals and organizations. 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 3. Culture and Community ☒ Promote Tillsonburg as a unique and welcoming community ☒ Provide a variety of leisure and cultural opportunities to suit all interests Page 105 of 300 Page 3 / 3 CAO Report Approval Details Document Title: FIN 19-25 2018 Summary of Reserves and Trusts.docx Attachments: - 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS.docx Final Approval Date: Oct 7, 2019 This report and all of its attachments were approved and signed as outlined below: Ron Shaw - Oct 7, 2019 - 2:55 PM Page 106 of 300 Contents AIRPORT RESERVE ............................................................................................................. 3 ASSET MANAGEMENT FUNDING RESERVE ...................................................................... 4 FACILITY INFRASTRUCTURE RESERVE ............................................................................ 5 CEMETERY RESERVE ......................................................................................................... 6 COUNCIL RESERVE ............................................................................................................. 7 DEVELOPMENT REMEDIATION RESERVE ......................................................................... 8 DOWNTOWN PARKING RESERVE ...................................................................................... 9 ECONOMIC DEVELOPMENT RESERVE .............................................................................10 ELECTION RESERVE ..........................................................................................................11 ENGINEERING RESERVE ...................................................................................................12 FIRE DEPARTMENT EQUIPMENT RESERVE .....................................................................13 FIRE DEPARTMENT LABOUR RESERVE ...........................................................................14 FLEET AND EQUIPMENT RESERVE ...................................................................................15 IT EQUIPMENT RESERVE ...................................................................................................16 LINEAR INFRASTRUCTURE RESERVE ..............................................................................17 PHYSICIAN RECRUITMENT RESERVE ..............................................................................18 POLICE RESERVE ...............................................................................................................19 POLICE SERVICES BOARD RESERVE ...............................................................................20 RECREATION CULTURE AND PARKS RESERVE POLICY ................................................21 TAX RATE STABILIZATION RESERVE ................................................................................22 TRANSIT RESERVE .............................................................................................................23 WASTE MANAGEMENT RESERVE .....................................................................................24 WINTER MAINTENANCE RESERVE....................................................................................25 OBLIGATORY RESERVES ......................................................................................................26 BUILDING PERMIT COST STABILZATION RESERVE ........................................................26 DEVELOPMENT CHARGE RESERVE 27 GAS TAX REBATE RESERVE ..............................................................................................28 TRUST FUNDS .........................................................................................................................29 ANNANDALE HOUSE TRUST ..............................................................................................29 CEMETERY MAINTENANCE TRUST ...................................................................................30 CEMETERY PERPETUAL CARE TRUST .............................................................................31 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 107 of 300 CEMETERY PRE-PAID TRUST ............................................................................................32 COMMUNITY TRUST ...........................................................................................................33 LAKE LISGAR REVITALIZATION TRUST .............................................................................34 PARKLAND TRUST RESERVE ............................................................................................35 SCHOLARSHIP TRUST ........................................................................................................36 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 108 of 300 AIRPORT RESERVE The Airport Reserve provides a contingency for unforeseen events that might put pressure on the tax rate, provides for expenditures associated with the rehabilitation or replacement of existing Airport infrastructure as well as a source of funding for external airport consulting services. Revenues The Airport Reserve shall generally receive revenues from annual operating budget allocations or any surplus generated from the Airport business, after allowing for operating and capital expenses, on an annual basis. This Reserve also consists of funds set aside from Airport projects not completed in the previous financial year. These funds will be used to complete those Airport projects in a future financial year. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Airport Reserve may be used to fund the rehabilitation or replacement of existing airport capital infrastructure, assist in meeting the funding requirements of matching airport funding programs developed by senior levels of government, or support airport consulting services for various types of studies, plans or strategic development of the Airport. Recommended Target Levels The recommended minimum target would be about to 50% of the annual Airport General Operating Budget, which for 2019 is equivalent to $69,700. The recommended maximum target would be about to 100% of the annual Airport General Operating Budget, which for 2019 is equivalent to $139,400. COMMENTS: The 2018 ending balance is $6,042.81. The 2019 projected ending balance is $212.69 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 109 of 300 ASSET MANAGEMENT FUNDING RESERVE The Asset Management Plan Funding Reserve is a long term source of financing to overcome the deficiency in replacement or purchases of capital assets. Revenues The Asset Management Plan Funding Reserve revenues are from the growth portion of the Current Market Assessment. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Asset Management Plan Funding Reserve expenditures will be used to assist with the financing of assets in the approved Capital Budget. Recommended Target Levels The recommended minimum target shall be $nil The recommended maximum target would be $454,100, 3% of the 2019 annual budget. COMMENTS: The 2018 ending balance is $413,996.50. The 2019 projected ending balance is $342,657.26 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 110 of 300 FACILITY INFRASTRUCTURE RESERVE The Capital Infrastructure Reserve provides for expenditures associated with the rehabilitation, replacement or construction of buildings and other related facilities. Revenues The Capital Infrastructure Reserve revenues are from taxation. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures This Capital Infrastructure Reserve will be spent on costs related to design and implementation of the rehabilitation, replacement or construction of buildings and other related facilities. . Recommended Target Levels The recommended minimum target shall reviewed based on specific facility projects and needs The recommended maximum target would be the total costs of all foreseen projects. COMMENTS: The 2018 ending balance is $402,518.41 The 2019 projected ending balance is $77,358.69 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 111 of 300 CEMETERY RESERVE The Cemetery Reserve provides a source of funds for Cemetery projects and equipment. Within the Cemetery Reserve is a separate Memorials component that will fund replacements and maintenance of memorial benches, special memorials and trees in the Cemetery. Revenues The Cemetery Reserve revenues are from year-end surpluses in the Cemetery operations and surpluses in cemetery-related capital projects and from donations. The Memorials Component will receive 10% of each memorial bench & tree fee, and a 25% perpetual care levy on special memorials (defined as any memorial not considered a burial markers). The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Cemetery Reserve is to be used for Cemetery planning and plan implementation, surveys, landscaping projects, and other special Cemetery projects. Funds in the Memorials component will be used to replace, repair or maintain memorial benches and trees, and special memorials in the Cemetery including the flagpoles, the memorials near the Cemetery Building, and the St. Mary’s Cemetery cross. Recommended Target Levels The recommended target minimum is $50,000 plus the cumulative total of contributions to the Memorials component. COMMENTS: The 2018 ending balance is $46,164.41 The 2019 projected ending balance is $1,598.26 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 112 of 300 COUNCIL RESERVE The Council Reserve provides for funding special projects identified by Council that may arise from time to time. Revenues The Council Reserve revenues are derived from taxation. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Council Reserve is spent on special projects as determined by Council from time to time. Recommended Target Levels The recommended minimum target shall $0 COMMENTS: The 2018 ending balance is $3,498.54 The 2019 projected ending balance is $3,538.99 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 113 of 300 DEVELOPMENT REMEDIATION RESERVE The Development Remediation Reserve provides a source of funding for the installation, repair or replacement of outstanding development related municipal infrastructure deficiencies Revenues The Development Remediation Reserve shall generally receive revenues, after the appropriate notice by the Town has been provided, from outstanding construction holdbacks for which the Contractor has not remedied, any outstanding or expired municipal infrastructure deposits provided at the time of building permit application that the Builder has not rectified, and any outstanding Subdivision or Site Plan Agreement securities as a result of Developer default. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Development Remediation Reserve may be used for the installation, repair or replacement of outstanding development related municipal infrastructure deficiencies. Recommended Target Levels The balance of the Development Remediation Reserve should not drop below $0 and should be monitored regularly to ensure outstanding municipal infrastructure deficiencies are appropriately rectified. COMMENTS: The 2018 ending balance is $170,070.55 The 2019 projected ending balance is $0.00 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 114 of 300 DOWNTOWN PARKING RESERVE The Parking Reserve provides a source of funding to properly maintain the Downtown Municipal parking lots including capital investment in new or existing Downtown parking infrastructure. This Reserve can be used for operating or capital expense purposes, but can only be used for Municipal parking located in the Downtown. Revenues The Parking Reserve revenues are generated from surplus funds left over from the parking levy charged to Downtown property owners, payments in lieu of parking paid on development not spent in the current year, and any net proceeds from the sale of Town owned parking lot property. This reserve also consists of funds set aside from Downtown Municipal parking infrastructure capital projects not completed in a previous financial year. These funds will be used to complete those Downtown Municipal parking infrastructure capital projects in a future financial year. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Parking Reserve may be used for the rehabilitation or replacement of existing Downtown Municipal parking lots, the purchase and capital maintenance of any Downtown Municipal parking infrastructure and related components, including parking- related technology, the design and construction of new Downtown Municipal parking infrastructure and the purchase of associated land, including financing, the cost associated with parking-related studies, analysis, policy or strategy development, and any annual operating deficit if incurred by the Town. Recommended Target Levels The balance of the Downtown Parking Reserve should not drop below $0 and should be monitored regularly to ensure appropriate investment in Downtown Municipal parking infrastructure. COMMENTS: The 2018 ending balance is $270,768.13 The 2019 projected ending balance is $256,117.80 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 115 of 300 ECONOMIC DEVELOPMENT RESERVE The purpose of this reserve is to fund strategic economic development initiatives including:  Industrial land acquisition and development  Commercial land acquisition and development (high priority projects only)  Preparation and implementation of Economic Development strategies and studies that support the growth and development of the Tillsonburg economy Revenues The Reserve revenues are typically generated by industrial and commercial land sales and special projects. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures This Reserve is used to fund land acquisition and development, studies that support growth and related costs. Recommended Target Levels The recommended minimum target shall be $500,000 The recommended maximum target would be $5,000,000 COMMENTS: The 2018 ending balance is $284,451.57 The 2019 projected ending balance is $102,192.46 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 116 of 300 ELECTION RESERVE The Election Reserve provides funding for the municipal election held every 4 years. The purpose of the fund is to spread the costs over each of the four years. Revenues The Election Reserve revenues are from planned amounts budgeted through the Council operating budget. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Election Reserve is to be used for election purposes and all associated costs therein. Recommended Target Levels The recommended target minimum is 13,500. A preferred amount to support elections would be $54,000. COMMENTS: The 2018 ending balance is $16,288.32 The 2019 projected ending balance is $18,476.68 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 117 of 300 ENGINEERING RESERVE The Engineering Reserve provides a source of funding for external engineering services to smooth budgetary impacts associated with Regulated obligations, to support consulting services for various engineering related studies, plans, assessments, policy or strategic development, analysis, inspections, or investigations as they arise, and to support the implementation of engineering related capital projects. Revenues The Engineering Reserve shall generally receive revenues from annual operating budget allocations or any surplus generated from the engineering business, after allowing for operating and capital expenses, on an annual basis. This Reserve also consists of funds set aside from engineering related projects not completed in the previous financial year. These funds will be used to complete those engineering related projects in a future financial year. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Engineering Reserve may be used for consulting services of various engineering related studies, plans, assessments, policy or strategic development, analysis, inspections, or investigations as they arise and the implementation of engineering related capital projects. Recommended Target Levels The recommended minimum target shall be sufficient to cover all Regulated engineering related obligations. For 2019, this is equivalent to $40,000. A preferred amount would be about 25% of the annual operating budget, which for 2019 is equivalent to $63,450. The recommended maximum target would be equivalent to 50% of the annual operating budget which is $126,900 for 2019 representing about three iterations of Regulated engineering obligations. COMMENTS: The 2018 ending balance is $47,867.95 The 2019 projected ending balance is $8,421.50 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 118 of 300 FIRE DEPARTMENT EQUIPMENT RESERVE The Fire Department Equipment Reserve provides a fund for capital equipment purchases. Revenues The Fire Department Equipment Reserve revenues are from planned amounts budgeted through the fire department operating budget. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Fire Department Equipment Reserve is to be used for capital projects. Recommended Target Levels The recommended target minimum is $75,000. A preferred amount to support capital purchases would be $225,000. COMMENTS: The 2018 ending balance is $81,567.48 The 2019 projected ending balance is $117,510.75 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 119 of 300 FIRE DEPARTMENT LABOUR RESERVE The Fire Department Labour Reserve provides a fund for part time suppression labour costs. Revenues The Fire Department Labour Reserve revenues are from surplus amounts, if any, of the fire department suppression labour budget. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Fire Department Labour Reserve is to be used for occasions where, suppression, training and public education labour costs exceed the budgeted amount in a year. Recommended Target Levels The recommended target minimum is $15,000. COMMENTS: The 2018 ending balance is $0 The 2019 projected ending balance is $0 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 120 of 300 FLEET AND EQUIPMENT RESERVE The Fleet and Equipment Reserve shall provide a source of funding for the replacement of corporate vehicles and equipment. Where expansion is necessary and where Development Charge funding cannot be applied, this Reserve is to provide a source of funding for the purchase of such fleet/equipment. Each request for expansion funded from this Reserve must be made clear during the capital budget process and in the purchase award report to Council. Revenues The Fleet and Equipment Reserve revenues shall be generated through the application of an annual Capital Cost Recovery charge to user departments. Fleet units shall repay this Reserve over the useful life of the unit. Additionally any surplus generated from the fleet business, after allowing for operating and capital expenses as well as any revenue generated from the disposal of replaced fleet assets shall also be contributed to this Reserve. This reserve also consists of funds set aside from fleet capital projects not completed in a previous financial year. These funds will be used to complete those fleet capital projects in a future financial year. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Fleet and Equipment Reserve shall be used for the replacement of corporate vehicles and equipment. Recommended Target Levels The Reserve balance shall be adequate to sustain the replace of existing vehicles and equipment on a replacement scheduled based on the estimated service life of the vehicle and/or piece of equipment. The recommended minimum target shall be equivalent to the sustainable annual capital investment forecast identified in the Town Asset Management Plan as $830,000 for fleet and equipment. A preferred amount would be equivalent to 15% of the Fleet replacement value identified in the Town Asset Management Plan, which for 2019 would be equivalent to $1,567,500. The recommended maximum target would be about 20% of the Fleet replacement value identified in the Town Asset Management Plan. For 2019, this would be equivalent to $2,090,000. COMMENTS: The 2018 ending balance is $339,743.34 The 2019 projected ending balance is $171,357.76 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 121 of 300 IT EQUIPMENT RESERVE The IT Equipment Reserve shall provide a source of funding for the replacement of corporate software, computer and communications equipment. Revenues The IT Equipment Reserve revenues shall be generated through the application of an annual Capital Cost Recovery charge to user departments. IT related charges shall repay this Reserve over the useful life of the units. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The IT Equipment Reserve shall be used for the replacement of corporate software, computing and tele-communications equipment. Recommended Target Levels The Reserve balance shall be adequate to sustain the replacement of existing equipment on a replacement schedule based on the estimated service life of the piece of equipment. The recommended minimum target shall be equivalent to the sustainable annual capital investment forecast identified in the Town Asset Management Plan as $75,000. A preferred amount would $225,000. COMMENTS: The 2018 ending balance is $150,126.05 The 2019 projected ending balance is $97,865.22 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 122 of 300 LINEAR INFRASTRUCTURE RESERVE The Linear Infrastructure Reserve provides for expenditures associated with the rehabilitation or replacement of existing capital infrastructure such as roads sidewalks, streetlights and signalized intersections, bridges, culverts and retaining walls, storm sewers and stormwater management facilities and their respective related infrastructure. Revenues The Linear Infrastructure Reserve shall generally receive revenues from annual operating budget allocations, any surplus generated from existing linear infrastructure business after allowing for operating and capital expenses, any new linear infrastructure program funding from senior levels of government, not including Gas Tax Funding, and an equitable share of the Assessment Growth allocated towards the Towns Asset Management Plan. Additionally, an annual allocation of surplus shall be contributed to this Reserve, as outlined in the Surplus Allocation Policy. This reserve also consists of funds set aside from linear infrastructure capital projects not completed in a previous financial year. These funds will be used to complete those linear infrastructure capital projects in a future financial year. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Linear Infrastructure Reserve may be used to fund the rehabilitation or replacement of existing capital infrastructure or assist in meeting the funding requirements of matching linear infrastructure programs developed by senior levels of government. Recommended Target Levels The recommended minimum target shall be equivalent to 1% of the linear infrastructure replacement value identified in the Town Asset Management Plan, which for 2019 would be $2,076,000. The preferred amount would be equivalent to the sustainable annual capital investment forecast identified in the Town Asset Management Plan as $3,890,000 for linear infrastructure. The recommended maximum would be about 8% of the linear infrastructure replacement value identified in the Town Asset Management Plan. For 2019, this would be equivalent to $16,608,000 representing approximately the support for a 5-year capital plan. COMMENTS: The 2018 ending balance is $455,370.48 The 2019 projected ending balance is $65.636.46 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 123 of 300 PHYSICIAN RECRUITMENT RESERVE The Physician Recruitment Reserve is to establish funding in partnership with Tillsonburg District Memorial Hospital for the attraction of Physicians. Revenues The Physician Recruitment Reserve revenues are supported through taxation and donations from individuals and corporation. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Physician Recruitment Reserve has two main areas of expenditures. The first is related to the attraction of Physicians and the marketing related cost and the second is for costs to secure Physicians. A Shared Physician Recruitment Incentive Support Model for new physicians has been agreed to with the Tillsonburg District Memorial Hospital. Recommended Target Levels The recommended minimum target shall $35,000 The recommended maximum target would be $100,000 COMMENTS: The 2018 ending balance is $36,563.01 The 2019 projected ending balance is $29,485.83 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 124 of 300 POLICE RESERVE The Police Reserve purpose is to offset the annual cost of the Town’s police service contract. Revenues The Police Reserve shall generally receive revenues from any surplus generated from a decrease in the budgeted service contract or unbudgeted funds received under the Ministry of Community Safety and Correctional Services which include, but are not limited to, the Community Policing Partnerships, Safer Communities - 1,000 Officers Partnership and RIDE grant programs. The Reserve will also retain interest earned by the funds in the Reserve. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Police Reserve funds are to be used solely to offset the annual cost of the Town’s police service costs and must be made clear during the annual budget process. Recommended Target Levels N/A COMMENTS: The 2018 ending balance is $139,841.07. The 2019 projected ending balance is $49,458.22 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 125 of 300 POLICE SERVICES BOARD RESERVE The Police Services Board Reserve a fund to support special projects taken on by the Board to support policing efforts in the Town of Tillsonburg. Revenues The Police Services Board Reserve revenues are from the annual year end surplus of the special project funds, as outlined in the Surplus Allocation Policy as well as any revenue made from donations, auctions and unclaimed funds that may be collected by the Board. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Police Services Board Reserve is to be used for augmentation of the annual special projects allocation. Recommended Target Levels The recommended target minimum is $1,000. The recommended target maximum is $20,000 COMMENTS: The 2018 ending balance is $10,476.20 The 2019 projected ending balance is $15,597.35 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 126 of 300 RECREATION CULTURE AND PARKS RESERVE POLICY The Recreation, Culture and Parks Reserve generates funds for projects, equipment, planning exercises, grant-matching, and other strategic initiatives of the Recreation, Culture & Parks Department. Within the Reserve is a separate Memorials component that will fund replacements and maintenance of memorial benches and trees in Town Parks. Other separate components may be established from time to time to track reserves targeted for specific projects or facilities. Revenues The Recreation Culture and Parks Reserve revenues are from year-end surpluses in RCP capital projects or from capital projects not completed at year-end. Revenue may also be sourced from donations, bequests, fundraising revenue, advertising sales, special user levies or fees, fines, court awards, insurance claims. The Memorials Component will receive 10% of each memorial bench & tree fee The Reserve will also retain interest earned by the funds in the Reserve. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Recreation Culture and Parks Reserve is to be used for planning, plan implementation, grant matching, community events, equipment purchases, capital repairs and improvements, fee subsidies, youth leadership initiatives, public art, cultural initiatives or other expenditures as designated by the source of the revenue. Funds in the Memorials component will be used to replace, repair or maintain memorial benches and trees in Town Parks. Recommended Target Levels The recommended target minimum is $500,000 plus the cumulative total of Memorial contributions. COMMENTS: The 2018 ending balance is $324,382.67 The 2019 projected ending balance is $224,266.27 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 127 of 300 TAX RATE STABILIZATION RESERVE The Tax Rate Stabilization Reserve provides a contingency for unforeseen events that might put pressure on the tax rate. It is also used as a source of working capital. Revenues The Tax Rate Stabilization Reserve revenues are from the annual year end surplus, as outlined in the Surplus Allocation Policy. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Tax Rate Stabilization Reserve is to be used for unforeseen expenditures of a one- time nature. Recommended Target Levels The recommended target minimum is 3% of the annual tax supported budget. For 2019, this would be $417,900 based on an operating budget of $13,929,400. A preferred amount to support working capital would be about 15% of the budget which is $2,270,550 representing about 2 month’s cash flow. COMMENTS: The 2018 ending balance is $887,571.08 The 2019 projected ending balance is $736,336.80 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 128 of 300 TRANSIT RESERVE The Transit Reserve was established to support provide funding for a Community Transportation Program in cooperation with other community agencies. A Community Transportation Program meets the Community Strategic Plan’s action items of exploring alternative transportation options and implement and market a transportation program. Revenues The Transit Reserve revenues are from taxation. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures This Transit Reserve is to co-fund the requirements of community transit system. The annual limit is established through the budget process. Recommended Target Levels The recommended minimum target shall be $22,500. The recommended maximum target would be $75,000. COMMENTS: The 2018 ending balance is $0. The 2019 projected ending balance is $0 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 129 of 300 WASTE MANAGEMENT RESERVE The Waste Management Reserve consists of funds set aside for the future rehabilitation or replacement of waste related assets and to provide financial assurance for the future decommissioning, clean-up or remediation of the Transfer Station facility. Revenues The Waste Management Reserve shall generally receive revenues from any surplus generated from the waste business, after allowing for operating and capital expenses, on an annual basis. This Reserve also consists of funds set aside from waste management projects not completed in the previous financial year. These funds will be used to complete those waste management projects in a future financial year. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Waste Management Reserve could be used for operating or capital expense purposes related to waste management. Recommended Target Levels The balance of the Waste Management Reserve shall be equivalent to the financial assurance to clean-up the maximum allowable amount of waste at the Transfer Station facility at any one time, which for 2019 is equivalent to $79,600, and increase annually at the rate of inflation. COMMENTS: The 2018 ending balance is $1,856.59 The 2019 projected ending balance is $1,878.06 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 130 of 300 WINTER MAINTENANCE RESERVE The Winter Maintenance Reserve is to fund winter maintenance activities in the event of a shortfall in the Winter Maintenance Operating Budget. This Reserve is to assist in minimizing the financial implications resulting from extreme winter weather conditions. Revenues The Winter Maintenance Reserve revenues are from surplus funds from the annual Operating Budget for winter maintenance, if any. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures This Reserve provides additional funding for winter maintenance expenditures in the event of a deficiency in the Operating Budget amount for winter maintenance. Recommended Target Levels The recommended minimum target shall be equal to 10% of the 5-year average winter maintenance costs or a minimum of $50,000. The recommended maximum target would be about 25% of the 5-year average winter maintenance costs which for 2019 would be approximately 133,200. COMMENTS: The 2018 ending balance is $0. The 2019 projected ending balance is $0 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 131 of 300 OBLIGATORY RESERVES BUILDING PERMIT COST STABILZATION RESERVE The Building Permit Cost Stabilization Reserve Fund was created to support Section 7(2) of the Ontario Building Code Act which states “The total amount of the fees authorized under clause (1) (c) must not exceed the anticipated reasonable costs of the principal authority to administer and enforce this Act in its area of jurisdiction” meaning fees collected are to be used to administer the Act; surpluses cannot be used to fund general Town expenditures, and deficits should be funded from a Reserve Fund. Revenues Revenues to the Cost Stabilization Reserve Fund are an annual budgeted allocation from Building Permit revenues, as well as additional revenues added from Building Permit surplus as it occurs. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures Expenditures from the CSRF are to stabilize the building permit revenue line in the Operating Budget and to fund Building department capital expenditures. Recommended Target Levels The minimum target amount should be $100,000 about 25% of the annual operating cost and the maximum should be $400,000. COMMENTS: The 2018 ending balance is $271,257.93 The 2019 projected ending balance will depend on the 2019 operating surplus but is expected to be over $400,000. 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 132 of 300 DEVELOPMENT CHARGE RESERVE The Development Charge (DC) Reserve Funds provide financing for growth related projects undertaken by the Town as detailed in the DC Background Study and By-Law. The DC legislation took effect in 1991. Revenues The Development Charge Reserve revenues are from charges imposed and collected prior to the issuance of a building permit on new development and redevelopment that will result in the demand for hard and soft services. Expenditures This Development Charge Reserve contributes to projects identified in the DC study and included in the rate. Recommended Target Levels The recommended target would be to have adequate funding to meet the growth of the Town. COMMENTS: The 2018 ending balance is $1,976,883 The 2019 projected ending balance is to be determined from revenues received during 2019 and the forecasted expenditures of $1,449,000 for 2019. 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 133 of 300 FEDERAL GAS TAX REBATE RESERVE The Gas Tax Rebate Reserve provides funding for investments in Environmentally Sustainable Municipal Infrastructure (ESMI) Projects and Capacity Building Projects as per the Agreement for the Transfer of Federal Gasoline Tax Revenues. Revenues The Town of Tillsonburg receives a semi-annual allocation of funds from the Association of Municipalities Ontario (AMO) on behalf of the Federal Government per the Agreement for the Transfer of Federal Gasoline Tax Revenues. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures Expenditures from the Gas Tax Rebate Reserve are to be used to support environmentally sustainable municipal infrastructure projects to help ensure cleaner air, cleaner water, and reduced greenhouse gas emissions. The Transfer of Federal Gasoline Tax Revenues Agreement sets out Eligible projects/categories as well as terms & conditions in further detail. Recommended Target Levels The balance of the Gas Tax Rebate Reserve should not drop below $0 and should be monitored regularly to make best use of the opportunity available to the Town of Tillsonburg. COMMENTS: The 2018 ending balance is $91,685.83. The 2019 projected ending balance is $574,634.07 In 2019, the Federal government added two one-time payments on top of the annual contributions of $487,351.46 and $9,076.66. 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 134 of 300 TRUST FUNDS THE ANNANDALE HOUSE TRUST The Annandale House Trust is established for purpose of generating funds for the restoration, refurbish, development, and promotion of the Annandale House and the Museum’s collection was established through By-Law 2259. The Trust was defined and Trustees appointed through By-Law 4322 on the 24th day of June, 2019. Revenues The Annandale House Trust revenues are from donations, bequests, fundraising activities and any revenue from the divestment of de-accessioned items in the Museum’s collection or the sale of items donated for the collection but which do not meet the criteria to be added to the collection. Interest earned on funds in the Trust will be retained within the Trust. Expenditures The Annandale House Trust is to be used for capital repairs and enhancements to the Annandale House, outbuilding and grounds that are consistent with maintaining and/or restoring the National Historic Site. Trust funds may also be used for acquisition of items for the Museum collection or for expenses related to the preservation, storage or display of the items in the collection. Grant matching is an eligible expense. Fundraising expenses and donor recognition are not eligible expenses. Recommended Target Levels The recommended target minimum is $400,000. COMMENTS: The 2018 ending balance is $132,733. The projected 2019 ending balance is $132,900. 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 135 of 300 CEMETERY MAINTENANCE TRUST The Cemetery Maintenance Trust was established to receive, maintain, control and use donations for the general maintenance and upkeep of Tillsonburg Cemeteries. The Trust was defined and Trustees appointed through By-Law 4322 on the 24th day of June, 2019. Revenues The Cemetery Maintenance Trust revenues are from donations received. They 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. Expenditures This Cemetery Maintenance Trust Trustees will determine the disbursement of the funds, to focus on the general maintenance and care of the grounds of the Tillsonburg Cemetery. Recommended Target Levels The recommended minimum target shall $10,000 The recommended maximum target would be $100,000 COMMENTS: The 2018 ending balance is $34,701. The projected 2019 ending balance is $35,400. CONSOLIDATED ACCOUNTS: PURPOSE: Cemetery Maintenance $23,609 Cemetery maintenance TASC $1,710 Cemetery Trees $3,126 Plant trees in cemeteries Cemetery Capital $6,256 Fund capital purchases for cemeteries 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 136 of 300 CEMETERY PERPETUAL CARE TRUST The Perpetual Care Trust holds funds in trust as per of the Funeral, Burial and Cremation Services Act, 2002, Section 51 and Ontario Regulation 30/11, Division G, which requires a cemetery operator to have a trust account for the purpose of generating funds for the care and maintenance of the cemetery. The Trust was defined and Trustees appointed through By-Law 4322 on the 24th day of June, 2019. Revenues The Perpetual Care Trust revenues are from the contributions required by the Act and set by regulation that are collected from every sale of interment rights within the cemetery and in respect of markers installed in the cemetery. As per the Act, income from the investment and reinvestment of those contributions must be must only be used for the prescribed purposes and in accordance with the prescribed rules. If this income is retained by the Trust it may only be made available for distribution to the cemetery operator. Expenditures The capital accumulated within the Trust cannot be used for any purpose except as required or permitted by the Act or the regulations. Distributed interest earned from the investment and reinvestment of contributions from markers can be used to stabilize, maintain, secure and preserve markers in the cemetery. Interest earned from the investment and reinvestment of money paid into the trust for purposes other than for markers can be used to maintain, secure and preserve the cemetery, including its grounds, buildings, structures and markers, and for the equipment used to maintain, secure and preserve the cemetery. Regulation permits the operator to use income from the fund or account to pay a worker wages and benefits for engaging in, or supervising, the stabilization, maintenance, securing or preservation of markers, the cemetery or any of its grounds, buildings, structures or markers; or the equipment used to maintain, secure or preserve the cemetery. Recommended Target Levels N/A COMMENTS: The 2018 ending balance is $909,505. The projected 2019 ending balance is $927,500. 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 137 of 300 CEMETERY PRE-PAID TRUST The Cemetery Pre-Paid Trust holds funds in trust for pre-paid cemetery services and has been established under Part VI of the Funeral, Burial and Cremation Services Act, 2002, Section 52 and Ontario Regulation 30/11, Section 77-81. Revenues 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. Interest earned from the Trust is retained within the Trust. Expenditures The funds in the Trust must be used for the purpose for which they were collected. When one of the clients who has pre-paid for cemetery services has need of those services, the funds held in trust plus the interest earned on those funds are used to pay for the services. If the fee for the services is less than the funds plus interest, any leftover must be returned to the estate of the client. If the fee is greater than the accumulated funds, the difference is waived by the Town. Recommended Target Levels The target level is $0. As the pre-paid services are performed, the balance in the Trust will decrease to zero. COMMENTS: There are Provincial regulations and annual reporting requirements associated with pre-paid trusts that must be complied with as long as there are funds in the Trust. The 2018 ending balance is $29,406 representing 67 prepayments. The projected 2019 ending balance is $28,500. 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 138 of 300 COMMUNITY TRUST The Community Trust was established to receive, maintain, control and use donations for community designated purposes. The Trust was defined and Trustees appointed By-Law 4322 on the 24th day of June, 2019. Revenues The Community Trust revenues are from Donations and Bequeaths received and deposited into this trust account. Funds in the Community Trust 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. Expenditures This Community Trust shall be disbursed by the Trustees. These funds will be disbursed to focus on community purposes such as heritage designations, disaster relief, fire safety, parades, festivals, theatre and so on. Recommended Target Levels The recommended minimum target shall be $50,000. The projected 2019 ending balance is $60,000. COMMENTS: The 2018 ending balance is $64,171. The projected 2019 ending balance is 76,200. CONSOLIDATED ACCOUNTS: PURPOSE: John Scott $6,743 Poor of Tillsonburg John McIntyre $2,784 Sick children John Law $32,125 Bands, concerts, & musical entertainment Emergency $2,434 Citizens affected by a fire or other disaster LACAC $7,826 Public awareness of heritage conservation Fire Safety House $1,174 Fire safety Rowing $35 Sponsorship of rowing athletes Youth Request $11,050 Special project grants and bursaries for youth 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 139 of 300 LAKE LISGAR REVITALIZATION TRUST The Lake Lisgar Revitalization Trust is to be used for generating funds for the care and maintenance of the water quality of Lake Lisgar and the shorelines in and around Lake Lisgar. Revenues The Lake Lisgar Revitalization Trust revenues are from donations, bequests, grants and fundraising activities. If the balance in the Trust is less than the targeted minimum, there may be contributions from the Town’s operating budget. Interest earned on the funds in the Trust will be retained in the Trust. Expenditures Eligible expenditures include projects upstream of the Lake like sediment ponds and erosion mitigation. Eligible expenses also include equipment, project expenses, scientific research, water quality monitoring, grant matching, and activities or projects that inform people about the importance of water quality and how they can assist with keeping Lake Lisgar clean. Recommended Target Levels The recommended target minimum is $50,000. COMMENTS: The 2018 ending balance is $25,463. The projected 2019 ending balance is $28,500. 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 140 of 300 PARKLAND TRUST RESERVE The Parkland Trust Reserve provides a source of funds for Parkland acquisition, projects and equipment. Within the Parkland Reserve is a separate Memorials component that will fund replacements and maintenance of memorial benches and trees in Town Parks. The Trust was defined and Trustees appointed through By-Law 4322 on the 24th day of June, 2019. Revenues The Parkland Trust Reserve revenues are from contributions from land developers and severances remitted under Section 51.1 (3) of the Planning Act R.S.O. (1990), from the sale of land previously designated for parkland purposes, and from donations. The Memorials Component will receive 10% of each memorial bench & tree fee. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Parkland Reserve is to be used for Parks planning and plan implementation, surveys, landscaping projects, park amenities and other special Parks projects. Funds in the Memorials component will be used to replace, repair or maintain memorial benches and trees in Town Parks. Recommended Target Levels The recommended target minimum is $10,000. COMMENTS: The 2018 ending balance is $19,712. The projected 2019 ending balance is $20,400. CONSOLIDATED ACCOUNTS: PURPOSE: Parkland Trust $17,967 Purchase parkland and equipment Arbour Day $1,601 Plant trees Fountain Trust $140 Maintain the Lake Lisgar fountain 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 141 of 300 SCHOLARSHIP TRUST The Scholarship Trust was established to receive, maintain, control and use donations for scholarship awards. The Trust was defined and Trustees appointed through By-Law 4322 on the 24th day of June, 2019. Revenues The Scholarship Trust revenues are from donations and bequeaths for the Town which are deposited to the trust account. The trust funds may be invested in such securities as the trustees determine under the Trustee Act and the earnings derived from the investment of such monies form part of the trust fund. Expenditures The Scholarship Trust funds shall be disbursed by the trustees on choosing a suitable recipient of a scholarship. The request for funds shall be provided from Tillsonburg High Schools and/or from neighboring Public or Private Schools to which Tillsonburg residents attend. Recommended Target Levels The recommended minimum target shall be $20,000. COMMENTS: The 2018 ending balance is $36,958. The projected 2019 ending balance is $35,200. CONSOLIDATED ACCOUNTS: PURPOSE: Police Services Board Trust (PSB) $30,647 Police (Foundations) Studies M.L. Covey Trust $6,311 Modern Language Studies 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 142 of 300 J.L. SCOTT MCLEAN OUTDOOR RINK TRUST The J.L. Scott McLean Fund is to be used for capital expenses and ongoing facility improvements related to the construction of the outdoor refrigerated ice pad/basketball court facility behind the Tillsonburg Community Centre. The Trust was defined and Trustees appointed through By-Law 4126, Schedule A, on the 21st day of August, 2017. Revenues The J.L. Scott McLean Fund revenues are from donations received by the Town. 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. Expenditures The J.L. Scott McLean Fund shall be disbursed by the trustees. Trustees are to determine the disbursement of the funds to focus on the construction of a new outdoor refrigerated ice pad/ basketball court facility in Memorial Park, the refrigeration of the facility and improvements to the facility. . COMMENTS: The 2018 ending balance is $413,204. The projected 2019 ending balance is $148,000. 2018 TOWN OF TILLSONBURG STATEMENT OF RESERVES AND TRUSTS Page 143 of 300 Report Title Sidewalk Connectivity Program Outcomes Report No. OPS 19-42 Author Kevin De Leebeeck, P.Eng., Director of Operations Meeting Type Council Meeting Council Date October 15, 2019 Attachments  Sidewalk Classification Map  Sidewalk Connectivity Plan Map Page 1 / 6 RECOMMENDATION THAT Council receive Report OPS 19-42 Sidewalk Connectivity Program Outcomes; AND THAT Council continue its support of the Sidewalk Connectivity Program through the budget deliberation process. EXECUTIVE SUMMARY During the 2019 budget deliberations Council requested a follow-up report regarding the outcomes and accomplishments that the Sidewalk Connectivity Program achieved in 2019. BACKGROUND In general both the Provincial Policy Statement and the Official Plan encourage active transportation, walkable communities and pedestrian-oriented design. The Transportation Strategic Approach of the Official Plan as it relates to the pedestrian environment indicates that the strategic aim of Town Council is to “provide a safe, convenient and aesthetically pleasing pedestrian environment, responsive to all population, age, and health groups, linking all parts of the Town by a logical system of sidewalks, pathways and footbridges”. To assist Council achieve this strategic objective the Official Plan also outlines some key parameters to help “make the pedestrian environment safer and more convenient to use in both new and existing development by:  Requiring the provision of sidewalks in or adjacent to new development as follows: • on both sides of arterial and collector roads; • on at least one side of local streets.  Ensuring that sidewalks, pathways and footbridges are provided in appropriate locations to facilitate direct and convenient pedestrian access throughout Residential Areas to prevent circuitous pedestrian routes to major roads and activity areas.  Ensuring that sidewalks are sufficiently setback from adjacent roadways and adequately drained.  Ensuring that new or replacement pedestrian facilities provide barrier free access from the road network for the disabled and elderly and persons pushing a stroller or cart.” Page 144 of 300 Page 2 / 6 Sidewalk Connectivity Plan In order to provide a safe and convenient pedestrian environment that links the Town by a logical system of sidewalks staff reviewed the overall connectivity of the Towns sidewalk network and identified:  Several instances where no sidewalk precedes or follows a town block segment of sidewalk;  Locations where the sidewalk terminates mid-block and does not provide a continuous connection to another component of the sidewalk network;  Many locations where sidewalks are not effectively connected to one another forcing pedestrians to walk on the roadway. A responsible and effective means to address the sidewalk network connectivity gaps and satisfy the objectives of the Official Plan Transportation Strategic Approach would be to prioritize the installation of identified sidewalk segments based on a consistent logical set of sidewalk classification criteria. The previous sidewalk classification system utilized the same classification of the roadway in recognition that pedestrian traffic should remain separated from vehicular traffic along arterial and collector roadways. However, sidewalks perform a different function in the transportation network than roadways and their overall priority should reflect the routes most commonly used by pedestrian traffic. The following table summarizes the sidewalk classification criteria adopted by Council in 2018 in an effort to logically prioritize the Towns sidewalk network. A graphical representation summarizing the criteria of Table 1 is provided in Attachment 1 which also utilized information regarding students within walking distance to schools and current staffed crossing guard locations. Table 1 – Sidewalk Classification Criteria Class Description Primary  Sidewalks located within a Special Event area, when they are scheduled to occur.  Sidewalks along arterial or collector roadways that directly serve an Institution such as a school or hospital as well as common safe access routes to schools that connect crossing guard locations.  Sidewalks on bridges and steep hills along arterial and collector roadways.  Sidewalks along arterial or collector roadways that directly serve Commercial areas such as the Central Commercial District and Service Commercial.  Hard surfaced walkways and pathways identified as Primary in the Trails Master Plan.  Sidewalks that service high density apartment and social housing complexes, including retirement centers. Page 145 of 300 Page 3 / 6 Class Description Secondary  Any remaining sidewalks located along arterial and collector roadways as well as sidewalks that service Public Transit Routes.  Sidewalks along roadways that transport pedestrians to Parks and Open Space and remaining hard surfaced walkways within Parks and Open Space.  Sidewalks along local roadways. Where sidewalks exist on both sides of a local roadway only one side would be considered. The selection of which sidewalk would be considered would be determined on an individual basis to ensure a smooth sidewalk transportation network in accordance with the Official Plan. Other  Sidewalks along local roadways where no sidewalk precedes or follows.  Any walkway, sidewalk, staircase, or pathway along any roadway that terminates mid-block and does not provide a continuous connection to another component of the sidewalk network.  Any sidewalk, walkway or pathway along or adjacent to a vertical drop, large body of water, or along a steep grade where public safety is a potential concern. Utilizing the adopted sidewalk classification criteria as a means to address and prioritize the current sidewalk network connectivity gaps revealed that approximately 31.6 km of sidewalk would need to be added to the network as shown in Attachment 2. The location of where future sidewalk would be installed is completed on an individual basis in consideration of the following general guidelines:  Pedestrian safety and surrounding environment  Continuation of an existing sidewalk within the block  Connectivity to the existing sidewalk network  Provides logical linkage within and for future expansion of the sidewalk network  Proximity to Transit Bus Stops  Location of existing Community Mail Boxes  Preference to the north or west side of a roadway to maximize solar heating value  Preference to boulevard sidewalk to provide adequate snow storage  Minimize the number of properties/driveways affected While the amount of sidewalk installation of the Sidewalk Connectivity Plan is significant, approximately 8.1 km of sidewalk will be installed and paid for by future development. In addition approximately 6.6 km of sidewalk would be installed through identified future capital road reconstruction projects. The remaining 16.9 km of infill sidewalk would be completed through Council support and funding of the Sidewalk Connectivity Program. Page 146 of 300 Page 4 / 6 SUMMARY Year One Accomplishments Following Council support of the Sidewalk Connectivity Program in 2018, the approved 2019 capital budget identified $25,000 towards the Sidewalk Connectivity Program which facilitated the installation of 172.5m of new connecting sidewalk that:  Removed a pedestrian safety hazard along Adams Ave. where a sidewalk crossing existed along a bend in the roadway by continuing sidewalk only along one side of Adams Ave. to the intersection with Fernwood Dr. as shown below.  Continued existing sidewalk along Dereham Dr. that terminated mid-block and extended with new sidewalk to the intersection of Dereham Dr. and Denrich Ave. as shown in below.  Provided sidewalk continuity along the east side of Lisgar Ave by installing a whole block segment of sidewalk between Elgin St. and Queen St. as shown below. Page 147 of 300 Page 5 / 6 CONSULTATION/COMMUNICATION Hand delivered Notices were provided to properties directly affected by the installation of new sidewalk to which no comment was received by Engineering Services. It should be noted however, that supportive comments have subsequently been received from nearby area residents following the installation of connecting sidewalk sections indicating general appreciation. FINANCIAL IMPACT/FUNDING SOURCE As a result of new development adjacent to existing neighbourhoods that lack sidewalk, the 2019 Development Charge Study included approximately $34,600 per year to complement the installation of sidewalk that provide connectivity to/from these new development sites. Further funding support from Council during budget deliberations will also help to address sidewalk network connectivity gaps in other locations within the community. COMMUNITY STRATEGIC PLAN The Sidewalk Connectivity Plan is supported within the Community Strategic Plan under Goal 3.3 – Support the aging population and an active senior citizenship through the installation of universal accessible infrastructure and under Goal 4.3 – Improve mobility and promote environmentally sustainable living. Page 148 of 300 Page 6 / 6 Report Approval Details Document Title: OPS 19-42 Sidewalk Connectivity Program Outcomes.docx Attachments: - OPS 19-42 Attachment 1 - Sidewalk Classification Map.pdf - OPS 19-42 Attachment 2 - Sidewalk Connectivity Plan Map.pdf Final Approval Date: Oct 8, 2019 This report and all of its attachments were approved and signed as outlined below: Dave Rushton - Oct 7, 2019 - 3:19 PM Ron Shaw - Oct 7, 2019 - 5:30 PM Donna Wilson - Oct 8, 2019 - 8:05 AM Page 149 of 300 TOWN OF TILLSONBURG ENGINEERING SERVICES CUSTOMER SERVICE CENTRE 10 LISGAR AVE, TILLSONBURG, ON, N46 5A5 COMMERCIAL INDUSTRIAL INSTITUTIONAL RESIDENTIAL HIGH DENSITY RESIDENTIALPRIMARY SECONDARY SIDEWALK CLASSIFICATION Page 150 of 300 TOWN OF TILLSONBURG ENGINEERING SERVICES CUSTOMER SERVICE CENTRE 10 LISGAR AVE, TILLSONBURG, ON, N46 5A5 SIDEWALK CONNECTIVITY PLAN RECONSTRUCTION DEVELOPER INFILL EXISTING REMOVALS COMMERCIAL INDUSTRIAL INSTITUTIONAL RESIDENTIAL HIGH DENSITY RESIDENTIAL Page 151 of 300 Report Title 2019 OSIM Inspection Summary Report No. OPS 19-43 Author Kevin De Leebeeck, P.Eng., Director of Operations Meeting Type Council Meeting Council Date October 15, 2019 Attachments  Bridge, Culvert & Retaining Wall 10-year Capital Plan  2019 OSIM Inspection Needs Study Page 1 / 6 RECOMMENDATION THAT Council receive Report OPS 19-43 2019 OSIM Inspection Summary; AND THAT the engineering design work for the retaining wall replacement along Quarter Town Line at Beech Boulevard in the amount of $85,000 be brought forward as part of the 2020 budget deliberations; AND FURTHER THAT the engineering design work for the rehabilitation of the culvert along Quarter Town Line at Stoney Creek in the amount of $30,000 also be brought forward as part of the 2020 budget deliberations. BACKGROUND Further to Report OPS 19-14 G. Douglas Vallee Limited was retained by the Town to complete the inspection of bridges, culverts, and retaining walls within the Town in accordance with Ontario Regulation 104/97 and to provide a Summary Report in the form of a Bridge, Culvert and Retaining Wall Needs Study. In total, 35 structures were inspected in 2019. Each inspection consisted of an element-by-element evaluation with the information recorded on the Ontario Structure Inspection Manual (OSIM) inspection forms. The inspection reports were analyzed to evaluate the current condition of each respective structure based on the Ministry of Transportation’s “Bridge Condition Index (BCI) – An Overall Measure of Bridge Condition” (July 30, 2009) and to determine which structures are in need of rehabilitation or replacement works. The results were used to prepare a multi-year plan over the next 10 years to conduct the required work in order to maintain the structures in a safe and functional condition. Overall the Town’s inventory of bridges, culverts and retaining walls is in good condition with an average BCI of 75; however without any improvement work the networks average BCI can be expected to decrease to 62. The intent of the bridge, culvert and retaining wall 10-year capital plan is to maintain the current BCI average of 75. SUMMARY Following the review of the recommended replacement and rehabilitation capital works from the 2015, 2017 and 2019 OSIM Inspection Reports staff have developed a 10-year capital plan for the Towns bridges, culverts and retaining wall structures. It is anticipated that as the Town’s Page 152 of 300 Page 2 / 6 Asset Management Plan is refined and as future OSIM inspections are completed that priorities will need to be adjusted, due external factors (i.e. regulatory, environmental, development, etc.) and as structure conditions change. However, the attached 10-year capital plan provides general planning guidance for staff and an overall indication of funding requirements for Council. A brief description of each identified replacement or rehabilitation is provided below in order of priority based on the review of the recommended capital works from the 2015, 2017 and 2019 OSIM Inspection Reports. 1) Quarter Town Line Retaining Wall at Beech Blvd. – Urgent Replacement BCI: 44 The Beech Blvd. and Quarter Town Line retaining wall is constructed of gabions baskets, with a total length of 42.0m and approximate height of 2.64m. Replacement is recommended due to ongoing movement and rotation of the retaining wall. Proximity of underground watermain adjacent to this retaining wall represents a real risk to the Town’s water distribution system supporting the need for immediate replacement. 2) Quarter Town Line Culvert at Stoney Creek – Urgent Rehabilitation BCI: 61 This culvert is located on Quarter Town Line 85m north of Fairway Hills Blvd. at the Stoney Creek crossing. The structure is a box culvert, with two spans of 4m, and a total length of 21.3m. While the structure is in overall fair condition, severe rotation and sliding of the gabion basket retaining wall at the southwest quadrant has occurred requiring immediate rehabilitative work. 3) Kinsmen Pedestrian Bridge – 1-5 Year Rehabilitation BCI: 45 The Kinsmen Pedestrian Bridge is located on Veterans Memorial Walkway, 170m west of Rolph St. The structure is an old railway girder bridge constructed approximately in 1910 subsequently converted to a pedestrian bridge approximately 20 (+/-) years ago, with 9 spans and has total length of 107.5m. Major Rehabilitation to preserve the structure is recommended in 1-5 years. If no rehabilitation work is completed on the structure within this timeframe, then closure and/or replacement should be considered within 6-10 years. 4) Devonshire Ave. Culvert – 1-5 Year Replacement BCI: 51 Devonshire Ave. Culvert is located on Devonshire Ave. 125m east of Lamers Crt. The structure is a twin ellipse culvert, with spans of 1.9m and a total length of 20.1m. Severe local deformation of the east barrel as well as severe corrosion and section loss in the west barrel was noted during inspection. Overall the two barrels are in poor condition, the severe corrosion and section loss in the west barrel is particularly of concern and has triggered the recommendation of full replacement within 1 to 5 years. It would be economically feasible for the Town to replace both culvert barrels at the same time. 5) Baldwin St. Culvert at Participark Trail – 1-5 Year Rehabilitation BCI: 69 The Baldwin St. Culvert is located on Baldwin St. 120m west of Edgewood Dr. The structure is a round culvert, spanning 5.3m with a total length of 66m. During inspection it was noted that both the inlet and outlet headwalls have poor sections of concrete, specifically at the water level. The embankments were found to have severe erosion and the waterway was found to have severe scouring and ponding downstream. Minor rehabilitation work to address these defects is recommended within 1 to 5 years. Page 153 of 300 Page 3 / 6 6) Hawkins Pedestrian Bridge – 1-5 Year Rehabilitation BCI: 71 The Hawkins Pedestrian Bridge is located 60m west of Frank St. and Delevan Cres. The structure is a 3 span girder bridge with a total length of 61.8m. During inspection it was noted that the post and lag abutments, beam diaphragms, beam girders, bracing and piers all display light to severe corrosion. The inspection also noted that rotation/deformation of the diaphragm at the west abutment has occurred and severe undermining of the retaining wall footing. Cleaning and painting of all the above mentioned elements is recommended to protect them from the elements and extend their service life. Retaining wall repair and erosion control on the embankments is also recommended as part of the 1 to 5 year rehabilitation work. 7) Simcoe St. Bridge – 1-5 Year Rehabilitation BCI: 73 The Simcoe St. Bridge is located on Simcoe St. 20m west of old Vienna Rd. The structure is a girder bridge, spanning 40m. During inspection it was noted that the wearing surface and approaches are in poor condition which is typical of Simcoe St. and Oxford St. beyond the structure as well. The Town should replace the structure’s wearing surface and waterproof the deck in conjunction with related asphalt paving work on Oxford/Simcoe St. beyond the structure. Retaining wall maintenance, erosion control on the embankments and guide rail maintenance are also recommended as part of the 1 to 5 year rehabilitation work. 8) Lisgar Ave. Culvert Outlet at Brock St. E. – 1-5 Year Rehabilitation BCI: 61 The Lisgar Ave. Culvert Outlet is located on Brock St. E. across from the Lisgar Ave. intersection. The structure is a box culvert with a span of 1.7m and a total length of 376m running up the length of Lisgar Ave. to Bridge St. E and through Municipal Parking Lot 6A to behind Canadian Tire. During the inspection a pressurized leak was noted in the soffit of the structure. Further investigation is recommended to determine the cause of the pressurized leakage and to determine the extent or rehabilitation work to be completed within 1 to 5 years. 9) Lake Lisgar Outlet Culvert – 1-5 Year Rehabilitation BCI: 68 The Lake Lisgar Outlet Culvert is located on Concession St. E. 100m east of Park Ave. The structure is a box culvert spanning 1.6m with a total length of 45m. During the inspection severe undermining of the culvert outlet footing with exposed timber piles was noted. This structure is recommended to undergo an Enhanced OSIM Inspection due to limited access and to further scope the rehabilitation work within 1 to 5 years. 10) Broadway Culvert at Christie St. – 6-10 Year Replacement BCI: 53 The Broadway Culvert is located at the intersection of Broadway and Christie St. The structure is an ellipse culvert, spanning 2.4m with a total length of 30.2m. During inspection it was noted that the barrel has global deformations, while the retaining wall at the east end displays signs of rotation. It is recommended that the deformation and rotation be monitored at each biennial inspection and that the culvert be replaced within 6 to 10 years. Page 154 of 300 Page 4 / 6 11) Concession St. W. Bridge – 6-10 Year Rehabilitation BCI: 70 The Concession St. W. Bridge is located on Concession St. 480m west of Broadway The structure is a rigid frame bridge with vertical legs, spanning 10.7m, and has an overall width of 12.9m. While structure is in overall good condition, minor rehabilitation to the asphalt wearing surface, approaches and the concrete soffit is recommended within 6 to 10 years. 12) Baldwin St. Culvert at Whispering Pine – 6-10 Year Replacement BCI: 53 The Baldwin St. Culvert is located 75m east of Whispering Pine Lane. The structure is a single round culvert spanning 1.1m with a total length of 40m. The structure is in fair to poor condition with deformation and abrupt changes in the curvature of the culvert wall. Continued deformation and deterioration of the culvert is anticipated to continue over the next 6 to 10 years requiring replacement. 13) Lisgar Ave. North Culvert – 6-10 Year Rehabilitation BCI: 70 The Lisgar Ave. North Culvert is located on Lisgar Ave. 110m east of Van Norman Dr. The structure is a round culvert spanning 3.3m with a total length of 48.8m. During the inspection a horizontal crack (3”) wide in the west wall at mid-length was noted. Due to high water levels it is recommended that a structure evaluation be completed at lower water levels or underwater inspection be conducted to determine feasibility of a liner rehabilitation option versus replacement. 14) Newell Road East Retaining Wall – 6-10 Year Replacement BCI: 48 The Newell Rd. (East Side) retaining wall is constructed of re-used concrete slabs, blocks, pipes, etc. While the exact dimensions were difficult to obtain, the length is estimated to be approximately 80m and height to be 8m. The wall is generally in fair condition and no immediate signs of failure or movement were noted. However, this is not an engineered retaining wall and is recommended to be replaced within 6 to 10 years. Further Geotechnical investigation may determine if Newell Road would be affected by excavation or if alternative Retained Soil Systems (RSS) wall design would be feasible. 15) Newell Road West Retaining Wall – 6-10 Year Replacement BCI: 50 The Newell Rd. (West Side) retaining wall is constructed of re-used concrete slabs, blocks, pipes, etc. While the exact dimensions were difficult to obtain, the length is estimated to be approximately 60m and height to be 8m. The wall is generally in fair condition and no immediate signs of failure or movement were noted. However, this is not an engineered retaining wall and is recommended that it be replaced within 6 to 10 years. Further Geotechnical investigation may determine if Newell Road would be affected by excavation or if alternative Retained Soil Systems (RSS) wall design would be feasible. 16) Newell Road Culvert – 6-10 Year Replacement BCI: 53 Newell Road Culvert is located on Newell Road approximately 250m south of Baldwin St. The structure is a single round culvert spanning 2.1m with a total length of 75m. Continued deformation and deterioration of the culvert is anticipated to continue over the next decade. The structure should be replaced in conjunction with the retaining wall replacement works within the next 6 to 10 years. Page 155 of 300 Page 5 / 6 CONSULTATION/COMMUNICATION Town staff consulted the following documents during the development of the bridge, culvert and retaining wall 10-year capital plan:  Public Transportation and Highway Improvement Act.  Ontario Regulation 104/97 Standards for Bridges, as amended.  Infrastructure for Jobs and Prosperity Act.  Ontario Regulation 588/17 Asset Management Planning for Municipal Infrastructure  2016 Town Asset Management Plan  2015 OSIM Inspection Summary Report  2017 OSIM Inspection Summary Report  2019 OSIM Inspection Summary Report FINANCIAL IMPACT/FUNDING SOURCE To maintain the current bridge, culvert and retaining wall network average BCI of 75 over the next 10 years an average annual budget of approximately $800,000 would be required. This represents approximately $280,000 more than the annual funding identified in the Towns 2016 Asset Management Plan indicating a real short-term need to invest in the bridge, culvert and retaining wall network to ensure the expected useful life of these structures is realized. To address the two identified Urgent needs staff are proposing that the engineering design work for the retaining wall along Quarter Town Line at Beech Blvd. in the amount of $85,000 and the engineering design work for the Quarter Town Line Culvert at Stoney Creek in the amount of $30,000 be brought forward as part of the 2020 budget deliberations. COMMUNITY STRATEGIC PLAN The development and implementation of a 10-year capital plan for the Towns bridges, culverts and retaining wall structures supports Objective 1 – Excellence in Local Government of the Community Strategic Plan by demonstrating strong leadership and accountability and supports Objective 2 – Economic Sustainability of the Community Strategic Plan through timely planning and renewal of infrastructure assets to reach their full potential service life. Page 156 of 300 Page 6 / 6 Report Approval Details Document Title: OPS 19-43 2019 OSIM Inspection Summary.docx Attachments: - OPS 19-43 Attachment 1 - Bridge, Culvert, Retaining Wall 10-year Capital Plan.pdf - OPS 19-43 Attachment 2 - 2019 OSIM Inspection Needs Study.pdf Final Approval Date: Oct 8, 2019 This report and all of its attachments were approved and signed as outlined below: Dave Rushton - Oct 7, 2019 - 2:51 PM Ron Shaw - Oct 7, 2019 - 5:24 PM Donna Wilson - Oct 8, 2019 - 8:04 AM Page 157 of 300 Priority Structure No.Structure Name Work Description 2019 2020 2021 2022 2023 2024 2025 2026 2027 2028 2029 2030 OSIM Inspections 40,000 40,000 45,000 45,000 50,000 50,000 -BR_GIBS0001 Gibson Pedestrain Bridge Removal 20,000 1 RW_BEECH Quarter Town Line Retaining Wall at Beech Blvd.Replace 85,000 375,000 2 CU_QUAR2685_1 Quarter Town Line Culvert at Stoney Creek Minor Rehabilitation 30,000 125,000 3 BR_KINS0001 Kinsmen Pedestrian Bridge Deck Rehab / Major Rehab 80,000 70,000 630,000 215,000 2,300,000 4 CU_DEVONS0314_1 Devonshire Ave. Culvert Replace 100,000 350,000 5 CU_BALD0654_1 Baldwin St. Culvert at Participark Trail Minor Rehabilitation 50,000 125,000 6 BR_LAKE0001 Hawkins Pedestrian Bridge Major Rehabilitation 25,000 75,000 235,000 7 BR_SIMCO0001 Simcoe St. Bridge *Minor Rehabilitation 150,000 225,000 8 CU_LISG2209_1 Lisgar Ave. Culvert Outlet at Brock St. E.Minor Rehabilitation 55,000 225,000 9 CU_CONCE0299_1 Lake Lisgar Outlet Culvert Minor Rehabilitation 70,000 195,000 10 CU_BROA2247_1 Broadway & Christie St. Culvert *Replace 70,000 535,000 11 BR_CONCW0001 Concession St. W. Bridge Minor Rehabilitation 70,000 178,000 12 CU_BALD1103_1 Baldwin St. Culvert at Whispering Pine Replace 55,000 260,000 13 CU_LISG1158_1 Lisgar Ave. North Culvert Minor Rehabilitation 80,000 200,000 14 RW_NEWE0002 Newell Road East Retaining Wall Replace 75,000 300,000 15 RW_NEWE0001 Newell Road West Retaining Wall Replace 75,000 250,000 16 CU_NEWE1362_1 Newell Road Culvert Replace 100,000 1,250,000 315,000 340,000 610,000 730,000 520,000 485,000 680,000 2,370,000 710,000 518,000 500,000 1,800,000 Denotes Additional Investigation, Geotechnical Assessment, or Engineering Design Denotes Construction *Potential for Connecting Link Funding Total Bridge, Culvert & Retaining Wall 10-Year Capital Plan 10 yr avg.798,167 Page 158 of 300 TOWN OF TILLSONBURG 2019 OSIM INSPECTIONS NEEDS STUDY Page 159 of 300 TOWN OF TILLSONBURG 2019 OSIM INSPECTIONS NEEDS STUDY EXECUTIVE SUMMARY In the spring of 2019, G. Douglas Vallee Limited staff completed field inspections on 35 known bridges, culverts, and retaining walls in the Town of Tillsonburg. The biennial inspections were performed in accordance with the Ontario Structure Inspection Manual (OSIM). The purpose of the inspections was to update the 2017 OSIM inventory and add new data to the inventory for 12 culverts less than 3 meters in span. Full OSIM reports for all structures inspected were completed as part of the scope of the project. The inspection reports were analyzed in order to determine which structures are in need of rehabilitation or replacement. This process is used to prepare a needs study schedule of rehabilitation and replacement work over the next decade. This will establish a multi-year plan to perform the required work to maintain the assets in a safe and functional condition. This document summarizes the recommendations and cost estimates for structure replacement, structure rehabilitation, and additional investigations as shown in the following table. This document will also serve as a tool for long range budget planning. ASSET PLAN QUANTITY ENGINEERING CONSTRUCTION ASSOCIATED WORK TOTAL FULL REPLACEMENT 7 $437,000 $3,003,000 $235,000 $3,675,000 REHABILITATIONS 12 $638,000 $4,388,500 $385,000 $5,411,500 REMOVAL 0 $0 $0 $0 $0 MAINTENANCE ONLY 14 $0 $128,200 $22,000 $150,200 ADDITIONAL INVESTIGATIONS 12 $200,000 $0 $0 $200,000 GRAND TOTAL $9,436,700 Page 160 of 300 2019 OSIM Needs Study Town of Tillsonburg Page 2 G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. TABLE OF CONTENTS 1.0 BACKGROUND 1.1 DETAILED INSPECTIONS – OSIM 3 1.2 RETAINING WALL BIENNIAL INVESTIGATIONS 3 2.0 INVENTORY 2.1 BRIDGE AND CULVERT INVENTORY 4 2.1.1 BRIDGE AND CULVERT TYPES AND VINTAGE 4 2.1.2 STRUCTURES ADDED TO THE INVENTORY 5 2.2 RETAINING WALL INVENTORY 5 3.0 RESULTS AND RECOMMENDATIONS 3.1 PROFESSIONAL SERVICES & CONSTRUCTION 7 3.2 ADDITIONAL INVESTIGATIONS 8 3.3 ENHANCED OSIM INSPECTIONS 8 3.4 GENERAL MAINTENANCE & IMPROVEMENTS 9 3.5 REHABILITATION RECOMMENDATIONS 10 3.6 REPLACEMENT RECOMMENDATIONS 11 4.0 LIFE CYCLE ANALYSIS 4.1 BRIDGE CONDITION INDEX 12 4.2 DEGRADATION DRIVERS 12 4.3 DEGRADATION MODELS 12 4.4 DISCUSSION 13 4.5 BRIDGE DEGRADATION ANALYSIS 13 4.5.1 AVERAGE BCI 134.5.2 ANNUAL BUDGET 13 4.5.3 ASSET DEGRADATION 13 4.6 BCI ANALYSIS 14 4.7 BUDGETARY ANALYSIS 15 4.8 ANALYSIS RESULT 15 5.0 CONCLUSION 16 APPENDICES APPENDIX A: 2019 OSIM PERFORMANCE SNAPSHOTS APPENDIX B: STRUCTURE INVENTORY TABLE APPENDIX C: PROPOSED BUDGET PLANNING SCHEDULE APPENDIX D: STRUCTURE COMMENTS, POTENTIAL SCENARIOS, AND ALTERNATIVE REHABILITATION STRATEGIES APPENDIX E: PROPOSED 2020-2030 CAPITAL BUDGET FORECAST APPENDIX F: STRUCTURE LOCATION MAP Page 161 of 300 2019 OSIM Needs Study Town of Tillsonburg Page 3 G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. 1.0 BACKGROUND 1.1 DETAILED INSPECTIONS – OSIM The Ontario Structure Inspection Manual (OSIM) has the following objectives for inspections: •to maintain structures in a safe condition; •to protect and prolong the useful life of structures; •to identify maintenance, repair, and rehabilitation needs of structures; •to provide a basis for a structure management system that will assist the planning and funding for the maintenance and rehabilitation of structures. Prior to attending each site, previous OSIM reports prepared by GM Blueplan Engineering Limited were reviewed. Copies of the previous OSIM reports and photographs were taken to each site and used as a basis to determine the nature, severity, and rate of any ongoing deterioration. The OSIM reports were updated in the field to reflect the current condition of the structures. For structures not having a prior OSIM inspection completed, a blank sheet was taken into the field. Date, observations, and measurements were recorded, and new reports were prepared. The physical processes of inspecting individual structures include a detailed visual examination of each element. The visual inspections of elements were conducted from within an arm's-length where accessible. In many cases the inspection involved physically tapping concrete structures with a hammer or using a Delam 2000 tool to test for soundness. Structures which exhibit deterioration of elements were recommended for rehabilitation or replacement. There were also maintenance issues that were noted during the detailed visual examinations. Examples of these issues include: embankment erosion, vegetation overgrowth, debris, minor collision damage, minor concrete damage, etc. Areas of deterioration or maintenance needs for each individual structure were noted on the OSIM forms as well as documented with photographs which are included in the OSIM Report. We recommend that select structures undertake additional investigations such as Structure Evaluations and Bridge Condition Studies to help determine the extent of scope of work required for future capital projects and to assist in preparing budget estimates. This will be discussed in greater detail in the following sections of this report. 1.2 RETAINING WALL BIENNIAL INVESTIGATIONS The Ontario Structure Inspection Manual (OSIM) specifies that retaining walls shall be inspected every 2 years (biennially) unless the engineer believes the retaining wall condition will not change before the next inspection, in which case the inspection interval can be increased to 4 years. Based on the results of the 2019 OSIM inspections, and given the relatively low number of retaining walls in the inventory, we recommend inspecting the full inventory biennially. Page 162 of 300 2019 OSIM Needs Study Town of Tillsonburg Page 4 G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. 2.0 INVENTORY 2.1 BRIDGE AND CULVERT INVENTORY The Canadian Highway Bridge Design Code (CHBDC) and the Ontario Structure Inspection Manual (OSIM) are used as reference documents for this assignment. These documents typically define a bridge as a structure that provides a roadway or walkway for the passage of vehicles, pedestrians, or cyclists across any obstruction, gap, or facility that is greater than 3 m in span. The same is true for a culvert except that the opening is through soil. Typically, a culvert will convey water under a given road, whereas a bridge carries the road over the waterway or obstacle. The 2019 inventory of the Town of Tillsonburg structures includes 35 bridges, culverts, and retaining walls (8 bridges, 7 culverts, 12 culverts less than 3m in span, 8 retaining walls). 2.1.1 BRIDGE AND CULVERT TYPES AND VINTAGE The types of structures owned by the Town of Tillsonburg are varied in size, age, and material. Examining the age of structures reveals that approximately 44% of the inventory was built before 1979 and is over 40 years old. Typically, bridges are expected to have a lifespan of 70+ years, however damage and deterioration due to wear and exposure is inevitable, reducing a structures lifespan below 70 years if timely rehabilitation work is not completed. STRUCTURE TYPE INVENTORY Rigid Frame – Vertical legs 1 “I” Beams / Girders 3 Box Culvert 2 Box Culvert < 3m span 2 Ellipse Culvert 2 Half-Through Truss 4 Round Culvert 2 Round Culvert < 3m span 10 Twin Round Culvert 1 TOTAL 27 YEAR CONSTRUCTED BRIDGES & CULVERTS 1900’s 0 1910’s 1 1920’s 0 1930’s 0 1940’s 0 1950’s 5 1960’s 2 1970’s 4 1980’s 4 1990’s 4 2000’s 7 2010’s 0 TOTAL 27 Page 163 of 300 2019 OSIM Needs Study Town of Tillsonburg Page 5 G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. 2.1.2 STRUCTURES ADDED TO THE INVENTORY Since the previous OSIM Summary Report in 2017, the following structures with a span of less than 3 meters were added as part of the provisional culvert inventory: STRUCTURE #STRUCTURE NAME CU_BROA3948_1 Broadway St. Culvert at Sobeys CU_QUAR1937_12 Quarter Town Line at Oak Park Pond CU_BALD1103_1 Baldwin St. Culvert at Whispering Pine CU_BALD1272_1 Baldwin St. at Goldenrod Dr. CU_NEWE1362_1 Newell Rd. Culvert CU_BAYH0993_1 Bayham Dr. Culvert CU_VIEN0615_1 Vienna Rd. from Stubbs Crt. Culvert CU_CONCE0299_1 Lake Lisgar Outlet Culvert CU_BRIDE0274_1 Lisgar Ave Culvert Part 1 CU_BRIDE0274_2 Lisgar Ave Culvert Part 2 CU_LISG2209_1 Lisgar Ave Culvert Outlet at Brock St. E. CU_SPRU0541_3 Spruce St. Culvert 2.2 RETAINING WALL INVENTORY The OSIM manual is used as a reference document to complete structure inspections and reports for the retaining walls in the Town of Tillsonburg. This document defines a retaining wall as a wall with or without a foundation, and categorizes them into three different classes which can further be broken down by type: •Gravity, •Cantilever, •and Anchored retaining walls. The types of retaining walls owned by the Town of Tillsonburg vary in size, age, and material. An analysis of the current inventory of 8 retaining walls reveals that the majority of those examined are gravity retaining wall structures. The type of structure was determined based on the exterior area visible during the inspection. Page 164 of 300 2019 OSIM Needs Study Town of Tillsonburg Page 6 G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. The following are examples of wall types taken directly from the OSIM manual depicting various types of retaining walls: ANCHORED ANCHORED GRAVITY GRAVITY GRAVITY CANTILEVER Refer to Figure 1.5.1.4 (a-c) of the OSIM manual (2018) for more examples of retaining wall structures. In conjunction with the OSIM manual, the Ontario Building Code (OBC) was also used to define a retaining wall as a “designated structure”. The following refers to OBC 1.1.2.2.(2)(c) in regards to retaining walls: “…Subject to Articles 1.1.2.6. and 1.3.1.2., Part 4 of Division B applies to,… (c)a retaining wall exceeding 1 000 mm in exposed height adjacent to,(i)public property, (ii)access to a building, or(iii)private property to which the public is admitted …” A complete list of the retaining wall inventory can be found in Appendix B and shows the replacement cost based on the surface area of the retaining wall. If work is recommended to be completed on a structure, a more in-depth cost break down can be found in the individual inspection reports as well as the Proposed Budget Planning Schedule included in Appendix C. Most of the retaining walls in the inventory are designated structures, and are subject to the requirements of the Ontario Building Code. Further information regarding the type of retaining wall can be found in the inspection reports for each structure. Page 165 of 300 2019 OSIM Needs Study Town of Tillsonburg Page 7 G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. 3.0 RESULTS AND RECOMMENDATIONS 3.1 PROFESSIONAL SERVICES & CONSTRUCTION The professional services required to complete structure rehabilitations or structure replacements may include the following: •Geotechnical investigations; •Legal land surveys; •Topographical land surveys; •Environmental screening (Species-at-risk, endangered species, etc.); •Hydraulic assessment; •Archaeological assessments; •Cultural heritage impact assessment reports; •Municipal class environmental assessments; •Engineering design, project tendering, and contract administration; •Material Testing Quality Assurance during construction. Many services may be needed to satisfy the requirements of permitting authorities prior to commencing the engineering design of a given project. Typically, replacement projects will require all of the services listed above, whereas rehabilitation projects may require varying amounts of services. The varying nature and degree of complexity of rehabilitations results in a scope of work that changes on a project to project basis. In the event that an environmental screening reveals that there are species at risk present at the bridge location, a relocation program may be required, involving additional costs, permitting processes, and time. Conversely, in a rehabilitation that will not affect the water course, or hydraulic capacity of a structure, a hydraulic assessment may not be required. The following chart lists the asset plan work recommended and the associated costs: ASSET PLAN QUANTITY ENGINEERING CONSTRUCTION ASSOCIATED WORK TOTAL FULL REPLACEMENT 7 $437,000 $3,003,000 $235,000 $3,675,000 REHABILITATIONS 12 $638,000 $4,388,500 $385,000 $5,411,500 REMOVAL 0 $0 $0 $0 $0 MAINTENANCE ONLY 14 $0 $128,200 $22,000 $150,200 ADDITIONAL INVESTIGATIONS 12 $200,000 $0 $0 $200,000 GRAND TOTAL $9,436,700 Notes: 1.These figures are based on approximated present day values and do not reflect the amortized cost(i.e.: depreciation, etc.) of performing the necessary work in the future. 2.Engineering includes: Additional Investigations, EA, Design, Contract Preparation, & Inspection.3.Construction includes: Construction & Contingency for the construction stages. 4.Associated Work includes: Other Direct and Indirect Costs & General Project Contingencies. Page 166 of 300 2019 OSIM Needs Study Town of Tillsonburg Page 8 G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. 3.2 ADDITIONAL INVESTIGATIONS Based on the results of the 2019 OSIM inspections, we recommend that a number of structures in the Town of Tillsonburg inventory have additional investigations completed. A complete list of structures recommended to have additional investigations completed and estimated costs for these studies has been included in Appendix C. 3.3 ENHANCED OSIM INSPECTIONS Periodically, it may be necessary to utilize special equipment and tools to get within arms-reach of all areas of structure elements. Inspections of this nature are Enhanced OSIM inspections. The frequency of Enhanced OSIM inspections should be a maximum of 6 years for structures that: •are over 30 years old, •and contain critical elements and components in poor condition. The Lake Lisgar Culvert (CU_CONCE0299_1) is the only structure currently recommended for an enhanced OSIM. This structure was unable to be inspected within arm’s reach due to limited access. The cost estimate for this enhanced OSIM is included in Appendix C. Precautions and items that may assist in the enhanced OSIM include; •Restricting the lake flow into the barrel to allow for further inspection of the inlet, barrel, and spillway; •Utilizing a Delam 2000 tool to complete a sounding of the elements beyond arm’s reach; •Confined space equipment and practices. Page 167 of 300 2019 OSIM Needs Study Town of Tillsonburg Page 9 G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. 3.4 GENERAL MAINTENANCE & IMPROVEMENTS A total of 14 structures in the inventory require maintenance only and/or improvements ranging from erosion control to guide rail improvements. The following structures are recommended for maintenance: STRUCTURE # STRUCTURE NAME RW_VICT Victoria St. Concession St. West RW_BRIDGE0274 Bridge St. at Lisgar Ave. CU_BRIDE0274_1 Lisgar Ave. Culvert Part 1 BR_GOLF0002 The Bridges Golf Course John Pound Rd. RW_BROAD Broadway St. at Bloomer St. CU_BALD1272_1 Baldwin St. at Goldenrod Dr. CU_VIEN0615_1 Vienna Rd. from Stubbs Crt. Culvert CU_BRIDE0274_2 Lisgar Ave. Culvert Part 2 CU_GLEND0176_1 Glendale Dr. Culvert at Victoria St. BR_VAN0001 Van St. Pedestrian Bridge BR_GOLF0001 The Bridges Golf Course at Hole 10 BR_GOLF0003 The Bridges Golf Course at Hole 12 and 17 CU_BAYH0993_1 Bayham Dr. Culvert CU_QUAR1937_12 Quarter Town Line at Oak Park Pond Each of the maintenance issues are indicated on the individual OSIM report forms for each structure. Many of the maintenance issues requiring attention are minor and may include the following: •erosion control on the approach embankments and slopes at the inlet and outlet; •hazard sign repair/replacement; •overgrowth removal; •waterway debris removal; •wearing surface maintenance (crack sealing, asphalt patching); •deck surface cleaning; •minor concrete repairs not requiring engineering direction. The inspections revealed that some structures do not have barriers and guide rails that meet current standards. The requirement for guide rails on the structures and on the approaches is dependent upon a number of factors including: •elevation difference between the road centerline and adjacent properties; •traffic volume (AADT); •operating speeds; •road geometry (e.g. sight lines, curves, etc.); •hazards. Page 168 of 300 2019 OSIM Needs Study Town of Tillsonburg Page 10 G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. 3.5 REHABILITATION RECOMMENDATIONS There are 12 structures that require some form of rehabilitation or repair to select elements and nearly all of the structures inspected require some form of maintenance. The following structures are recommended for rehabilitation organized in order of priority based on timing and BCI: STRUCTURE # STRUCTURE NAME CU_QUAR2685_1 Quarter Town Line Culvert at Stoney Creek BR_KINS0001 Kinsmen Pedestrian Bridge CU_LISG2209_1 Lisgar Ave. Culvert Outlet at Brock St. E CU_CONCE0299_1 Lake Lisgar Outlet Culvert CU_BALD0654_1 Baldwin St. Culvert at Participark Trail BR_LAKE0001 Hawkins Pedestrian Bridge BR_SIMCO0001 Simcoe Street Bridge CU_VICT0569_1 Victoria St. Driveway Access Culvert CU_LISG1158_1 Lisgar Ave. North Culvert BR_CONCW0001 Concession St. W. Bridge RW_FAIR Fairway Hills Blvd. and Quarter Town Line RW_WILL William St. and Quarter Town Line Refer to Appendix C for the Proposed Budget Planning Schedule showing all rehabilitation projects and estimated costs for additional investigations, engineering, construction, and associated costs. In order to assist in prioritizing the recommended work, the calculated MTO Bridge Condition Index (BCI) number has been included in the rehabilitation recommendations table. The BCI values are used for capital budget planning purposes for repair work and do not represent the relative safety of the bridge. In general, for a bridge with a BCI value: •Greater than 70 - Maintenance/repair work is not usually required within the next five years; •Between 60 and 70 - Maintenance work is usually scheduled within the next five years; •Less than 60 - Maintenance work is usually scheduled within the next year. The Bridge Sufficiency Index (BSI) was also updated for each bridge and culvert structure. Unlike the BCI, the BSI determines the overall needs of a structure by considering non-structural parameters. The parameters used to determine the BSI include: traffic, economics, bridge width, and alignment. Other factors may also be considered in the prioritization of the structure rehabilitation recommendations including: •state of deterioration and estimated length of prolonged useful lifespan; •need for rehabilitation given the length of detour or alternate access; •cost vs. benefit consideration with respect to possible future replacement. Page 169 of 300 2019 OSIM Needs Study Town of Tillsonburg Page 11 G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. It should be noted that the recommendations and relative priority rankings shown in the Capital Budget Planning Schedule are based on the inspections of the structures in accordance with the OSIM manual as well as engineering judgement and experience. As mentioned in the previous section, it is recommended to complete additional investigations such as bridge condition studies on structures corresponding with the priority rankings. The priority list shown in the capital budget planning schedule may be modified to suit the results from such studies once completed. 3.6 REPLACEMENT RECOMMENDATIONS Based on our detailed visual inspections of each structure, we have compiled a list of 7 structures recommended for replacement. The following structures are recommended for replacement organized in order of priority based on timing and BCI: STRUCTURE # STRUCTURE NAME RW_BEECH Quarter Town Line Retaining Wall at Beech Blvd. CU_DEVONS0314_1 Devonshire Ave. Culvert RW_NEWE0002 Newell Road East Retaining Wall RW_NEWE0001 Newell Road West Retaining Wall CU_NEWE1362_1 Newell Rd. Culvert CU_BALD1103_1 Baldwin St. Culvert at Whispering Pine CU_BROA2247_1 Broadway & Christie St. Culvert Refer to the Appendix C for the Proposed Budget Planning Schedule showing all replacement projects and estimated costs for additional investigations, engineering, construction, and associated costs. Page 170 of 300 2019 OSIM Needs Study Town of Tillsonburg Page 12 G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. 4.0 LIFE CYCLE ANALYSIS Typically, a bridge will undergo minor and major rehabilitations in order to reach the target 75 year lifespan. As such, degradation models incorporate a minor and major rehabilitation at 25 and 50 years respectively. If rehabilitations are delayed and a structure is not regularly maintained, records indicate that reaching the target lifespan will not be achieved. Conversely, if the structure is adequately maintained and appropriate care and timing with respect to rehabilitations is observed, it is not uncommon for structures to greatly outlive the 75-year lifespan target. Culverts and retaining walls are not expected to undergo a major rehabilitation, however they may still require some minor rehabilitation and regular maintenance to reach their expected lifespan. Our analysis provides a focused look at the proposed capital expenditure recommendations for the next 10 years and the effect on the average BCI for the inventory. This provides a simple asset management tool that gives insight to the immediate needs of the inventory over the next decade, while biennial updates keep the analysis refreshed so that there are no surprises in the future. 4.1 BRIDGE CONDITION INDEX Tillsonburg’s inventory of bridges and culverts has an updated Bridge Condition Index (BCI) as an abstract indicator of a bridge’s overall condition. BCI scores are provided for both bridges and culverts. G. Douglas Vallee Limited has also applied this concept to the retaining walls in the Town of Tillsonburg. A new bridge will have a BCI of 100, and the BCI value decreases as wearing and weathering degrade the components of the structure. The bridges and culverts are reviewed biennially and these ratings are updated by a qualified engineer. 4.2 DEGRADATION DRIVERS There are a number of factors that affect the rate of degradation of a specific structure. These include, but are not limited to: traffic volume, traffic type, regular maintenance, weather, sun and shade exposure, application of salts and deicing agents, quality of original construction, construction materials (e.g. air entrained concrete), and variations in design details. 4.3 DEGRADATION MODELS Three degradation patterns are typically considered when modelling asset degradation: a linear degradation model, a logarithmic degradation model and a step-wise (MTO) model. With a realistic timeline from one rehabilitation to the next, the selection of a degradation model generally does not affect the outcome. The life cycle model varies based on structure type: •75 years for bridges and concrete culverts, •50 years for CSP culverts, •40 years for gabion basket retaining walls, •30 years for non-engineered stone or block retaining walls. The model incorporates a like-for-like replacement structure with the same life cycle expectancy, however non-engineered retaining walls are expected to be replaced with engineered walls that have a 75 year life expectancy. Page 171 of 300 2019 OSIM Needs Study Town of Tillsonburg Page 13 G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. 4.4 DISCUSSION As mentioned above, bridges are typically expected to undergo a minor and a major rehabilitation in order to reach the target 75 year lifespan. In some cases, there is benefit for a structure having two minor rehabilitations prior to a major rehabilitation; on the other side of the spectrum, there are structures that have performed well and gone straight to a major rehabilitation. Each bridge and each site is unique. For this reason, our approach is to stay focused on the short term while keeping long term longevity targets in view with sound capital planning recommendations. The overall approach to structure asset management is to utilize a general model for degradation, apply this model to each structure in the inventory, and extrapolate the results over the long term. This is tracked along with estimated expenses for each rehabilitation and replacement project required to reach the structure’s full service life. In general, a minor rehabilitation is usually 25% (+/- 10%) of full replacement cost, and a major rehabilitation is usually 45% (+/- 5%) of full replacement cost. A simplified guideline to cost vs benefit analysis is to anticipate a major rehabilitation around age 50 that costs less than 50% of replacement value. In the event that the major rehabilitation is more expensive than 50% of replacement cost for a structure over 50 years old, a detailed cost vs benefit analysis should be completed to determine if the major rehabilitation should be undertaken or if a replacement should be planned. 4.5 BRIDGE DEGRADATION ANALYSIS The following highlights major considerations of the relationship between the condition of the structures and the budgets required to maintain them. 4.5.1 Average BCI: A single number indicator can simplify monitoring of overall infrastructure health. The average BCI value does not account for bridge-specific rehabilitation or replacement costs. The inherent risk is that an average BCI for a ‘healthy’ inventory may be hiding some very big budgetary surprises. To put this in context, a multi-million dollar bridge that requires replacement will have the same influence on the ‘average BCI’ as a small bridge that requires a fraction of the budget to replace. Rehabilitation and replacement costs need to be considered when evaluating the actual health of an inventory. Totaling all expenses over the full service life of each bridge to determine a minimum average annual budget is a more reliable means of benchmarking. This will be discussed next. 4.5.2 Annual Budgets: Another common approach to assessing overall inventory health is dividing the total asset replacement value by the typical structure service life (eg. 75 years), resulting in a ‘dollars per year’ value. Generally, this is interpreted as the average annual budget required to maintain the inventory. For example, if the calculation comes out to $2 million per year, and current budgets are $1 million per year, then budgetary shortfalls can be expected in the future. The risk to this approach is that it does not consider the cost of rehabilitation work that is required to reach full service life. A more reliable representation can be achieved by including the anticipated rehabilitation work that is required over that lifespan. Page 172 of 300 2019 OSIM Needs Study Town of Tillsonburg Page 14 G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. 4.5.3 Asset Degradation: As an asset degrades over time, it will eventually require replacement. However, periodic investments in the rehabilitation of the structure can result in a more economical management of the asset. This concept, as described in The Town of Tillsonburg Comprehensive Asset Management Plan 2016, demonstrates that the costs over the life of an asset can be reduced through periodic rehabilitation instead of allowing an asset to degrade to failure and replacing it. Periodic rehabilitation increases the amount of time the assets remain in a state of slower degradation. For example, planning for a minor and a major rehabilitation on a bridge structure before recommendation of full replacement. 4.6 BCI ANALYSIS The Town of Tillsonburg structure inventory was analyzed to compare the average BCI values of each structure type in three scenarios: the 10 year projected BCI assuming completion of all recommended work here-in, if only urgent and 1-5 year work recommendations are completed, and if no work is completed. The results are presented in the following table: CURRENT AVERAGE BCI 10 YEAR PROJECTED BCI (recommended work) 10 YEAR PROJECTED BCI (urgent to 5 yr work only) 10 YEAR PROJECTED BCI (no work) BRIDGE 80 71 69 68 CULVERT 76 77 67 62 RETAINING WALLS 68 80 59 55 BCI AVERAGE 75 76 66 62 AVERAGE COST PER YEAR $ 844,230 $ 519,800 $ 0 As demonstrated in the table above, the average BCI for the structural inventory in the Town of Tillsonburg is currently 75. Without upkeep from the 10 year recommended work to repair and replace deteriorating structures, the average BCI could fall to 62. Also, if only the structures recommended for urgent and 1-5 year work is completed, the BCI is projected to only reach 66. Maintaining an average BCI of between 70 and 80 is a helpful guide to maintaining a healthy inventory without overspending. While this approach doesn’t reveal the whole picture, for reasons discussed above, it is a decent benchmark when not used in isolation. The proposed work in the capital plan would maintain the BCI above 70, while focusing work on the retaining wall infrastructure which has fallen below the 70 BCI threshold. It may be noted that the BCI average for bridges is declining over the 10 year window even considering the recommended work. However, it is maintained above a BCI of 70, and the retaining wall inventory has returned to a strong average condition. With this approach, all three structure types have an average BCI above 70, which is an indicator for overall well-being of the entire structure inventory. It can be anticipated that the next 10 year planning window will need to more heavily address the bridge structures. Page 173 of 300 2019 OSIM Needs Study Town of Tillsonburg Page 15 G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. 4.7 BUDGETARY ANALYSIS To cross-examine the data with the annual budget method, a review of the Town of Tillsonburg planning and budget data was completed. As per Appendix B, Structure Inventory Table, the total replacement value of the Town of Tillsonburg bridge, culvert, and retaining wall assets is estimated at over $40 million. However, as discussed previously, many structures require rehabilitation work to reach that 75 year life. An estimated rehabilitation schedule was applied in the following manner: •A minor rehabilitation is done at 25% of the replacement cost, •A major rehabilitation is done at 45% of the replacement cost. This results in an estimated annual budget average of $743,550 to maintain a healthy inventory. Comparing this result against the average cost per year for all recommended work, at $844,230 shown in the above section, suggests that the health of the inventory has slightly fallen behind. In 2019, the Town of Tillsonburg allocated $125,000 to bridge, culvert, and retaining wall projects. If this trend continues to be applied year to year, it will not be sufficient to maintain the structure inventory in a healthy state. Also as shown in the above section, if the Town plans on completing all the recommended work to structures with urgent and 1-5 year needs only, at $519,800 per year it is projected that the overall state of the structure inventory will still degrade. If the target construction budget isn’t met, an overall degradation of the Town’s asset inventory can be expected. In addition to this, the lifespan of structure may not be realized, as it is usually expected that the structure will undergo rehabilitation work to reach a structure life of 75 years. The long-term results of not reaching the target budget could include: •the Town would need to react to structure changes and complete emergency and urgent structure repairs, •reacting to emergency repairs would inhibit the Town in fulfilling any proactive asset planningschedules, •over time, the total cost to maintain the asset inventory would become greater, •the Town may have to replace or close structures earlier than expected. 4.8 ANALYSIS RESULTS The asset data has been cross-examined by both structure condition (BCI) and by annual budget comparison to mitigate the drawbacks of each methodology. The results indicate that the current and 10 year work plan proposed in Appendix E are consistent with the needs of the structural inventory. The proposed work will maintain the bridge structures within the 70-80 BCI window, while returning the retaining wall structures to a ‘good’ average condition. Page 174 of 300 2019 OSIM Needs Study Town of Tillsonburg 5.0 CONCLUSION Page 16 In all, there are 35 bridges, culverts, and retaining walls in the OSIM inventory currently owned and maintained by the Town. At the present time, 7 of those structures are recommended for replacement and 12 other structures are in need of rehabilitation work in less than 10 years. There are 14 other structures that are also in need of maintenance efforts. In the analysis of all inspection reports, the prioritized needs of the bridge, culvert, and retaining wall inventory, we offer the following recommendations: •Regularly scheduled maintenance work be completed on structures exhibiting minor, non-structural damage and deterioration, and that are identified to have maintenance needs; •Biennial OSIM inspections on structures continue to be completed on the entire structure inventory; •The capital project budget forecast be reviewed considering a recommended annual budget of $844,230 against the structure rehabilitation and replacement work recommended over the next 1 O years. We trust that this summary report contains the vital information that the Town of Tillson burg will need to make preparations for the bridge and culvert work in the next two years. It has been a pleasure to work with staff over the duration of this project and we look forward to continuing to assist the Town of Tillsonburg in the future. Bridge Div, · anag -ciate G.DOUGLAS VALLEE LIMTED Consulting Engineers, Architects & Planners Head of uctu En · ering Dept. -Shareholder G.DOUGLAS VALLEE LIMTED Consulting Engineers, Architects & Planners G.DOUGLAS VALLEE LIMITED �------------------Consulting Engineers, Architects & Planners � Professional Engineers Ontario Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. Page 175 of 300 OSIM 2019 Needs Study Town of Tillsonburg Appendices G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. APPENDICES APPENDIX A: 2019 OSIM PERFORMANCE SNAPSHOTS APPENDIX B: STRUCTURE INVENTORY TABLE APPENDIX C: PROPOSED BUDGET PLANNING SCHEDULES APPENDIX D: STRUCTURE COMMENTS, POTENTIAL SCENARIOS, AND ALTERNATIVE STRATEGIES APPENDIX E: PROPOSED 2020-2030 CAPITAL BUDGET FORECAST APPENDIX F: STRUCTURE LOCATION MAP Page 176 of 300 OSIM 2019 Needs Study Town of Tillsonburg Appendices G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. APPENDIX A 2019 OSIM PERFORMANCE SNAPSHOTS Page 177 of 300 2019 OSIM INSPECTIONS - SNAPSHOTS NUMBER STRUCTURE NAME 1 BR_KINS0001 Kinsmen Pedestrian Bridge 2 BR_SIMCO0001 Simcoe Street Bridge 3 BR_CONCW0001 Concession St. W. Bridge 4 BR_GOLF0001 The Bridges Golf Course at Hole 10 5 BR_GOLF0002 The Bridges Golf Course John Pound Rd. 6 BR_GOLF0003 The Bridges Golf Course at Hole 12 and 17 7 BR_LAKE0001 Hawkins Pedestrian Bridge 8 BR_VAN0001 Van St. Pedestrian Bridge 9 CU_BALD0654_1 Baldwin St. Culvert at Participark Trail 10 CU_BROA2247_1 Broadway & Christie St. Culvert 11 CU_DEVONS0314_1 Devonshire Ave. Culvert 12 CU_GLEND0176_1 Glendale Dr. Culvert at Victoria St. 13 CU_LISG1158_1 Lisgar Ave. North Culvert 14 CU_QUAR2685_1 Quarter Town Line Culvert at Stoney Creek 15 CU_VICT0569_1 Victoria St. Driveway Access Culvert 16 RW_BEECH Quarter Town Line Retaining Wall at Beech Blvd. 17 RW_BRIDGE0274 Bridge St. at Lisgar Ave. 18 RW_BROAD Broadway St. at Bloomer St. 19 RW_FAIR Fairway Hills Blvd. and Quarter Town Line 20 RW_NEWE0001 Newell Road West Retaining Wall 21 RW_NEWE0002 Newell Road East Retaining Wall 22 RW_VICT Victoria St. Concession St. West 23 RW_WILL William St. and Quarter Town Line 24 CU_BROA3948_1 Broadway St. Culvert at Sobeys 25 CU_QUAR1937_12 Quarter Town Line at Oak Park Pond 26 CU_BALD1103_1 Baldwin St. Culvert at Whispering Pine 27 CU_BALD1272_1 Baldwin St. at Goldenrod Dr. 28 CU_NEWE1362_1 Newell Rd. Culvert 29 CU_BAYH0993_1 Bayham Dr. Culvert 30 CU_VIEN0615_1 Vienna Rd. from Stubbs Crt. Culvert 31 CU_CONCE0299_1 Lake Lisgar Outlet Culvert 32 CU_BRIDE0274_1 Lisgar Ave. Culvert Part 1 33 CU_BRIDE0274_2 Lisgar Ave. Culvert Part 2 34 CU_LISG2209_1 Lisgar Ave. Culvert Outlet at Brock St. E. 35 CU_SPRU0541_3 Spruce St. Culvert Page 178 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing 1 - 5 yr 1 - 5 yr 1 - 5 yr 1 - 5 yr 1 - 5 yr 1 - 5 yr 1 - 5 yr 1 - 5 yr 1 - 5 yr 1 - 5 yr 1 - 5 yr 1 - 5 yr Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 2 yr 2 yr 2 yr 1 yr 1 yr 1 yr Urgent 2 yr Additional Investigation: Rehab Shafts/Columns/Pile Bents Bearings Element Bracing Element Diagonal Bracing Element Shafts/Columns/Pile Bents Shafts/Columns/Pile Bents Other: Reinstall Mortar Girders Diaphragms (Diagonals) Girders Diagonal Bracing Element Abutment Walls Bearing / Bearing Seat Wingwalls Railing Systems Rehab Shafts/Columns/Pile Bents Caps Work Required Element Work Required Abutment Walls Rehab RehabBearing / Bearing Seat Bearings (At Piers) Ballast Walls General Structure Information: 9 Wearing Surface (Decks)Embankments Associated CostsTotal Costs $1,130,000.00 $2,851,000.00 June 17, 2019 Costing Summary: $1,721,000.00Task Element Inspection Date: Construction Date: Kinsmen Pedestrian Bridge 45OSIM Recommendation: Major Rehab - 1 to 5 years BCISite Number: BR_KINS0001 Enhanced OSIM Inspection completed with use of rope access technicians. All structure members inspected to determine severity of deterioration. Steel members showing light to severe corrosion and delamination. Delaminated steel sections are flaking. Steel strapping missing on North I pier cap (refer to Enhanced OSIM Drawing for element locations). The overall condition... Refer to OSIM for details. Type: Lanes: 1910 None 8 @ 11m, 1 @18m 1 Posted Speed: Spans: AADT: Load Limit (Tonnes): Cost Estimate Construction Costs I-Beam or Girders Span Length: Comment: Enhanced OSIM Inspection completed. Next Enhanced OSIM Inspection to be completed in 2025. Other: Reinstall Mortar Other: Fix Loose Wire Rehab Rehab Rehab Replace Structural Connections Rehab Wingwalls Railing Systems Diaphragms (Diagonals) Other: Reinstall Mortar Floor Beams Streams and Waterways Bracing Element Wearing Surface (Decks) Bearings Structural Connections Embankments Foundation (Below Ground Level) Caps Deck Surface Repair Rehab Work Required Element Work Required Replace Streams and Waterways Foundation (Below Ground Level) 170m West of Rolph St. Other: Replace Missing Strapping Erosion Control at Bridges Horizontal Bracing Element Stringers Floor Beams Diaphragms (Horizontals) Wearing Surface (Approaches) Replace Horizontal Bracing Element Rout & Seal Ballast Walls Bearings (At Piers) Wearing Surface (Approaches) Diaphragms (Horizontals) Stringers Page 179 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing 1 - 5 yr 1 - 5 yr 1 - 5 yr 1 - 5 yr 1 - 5 yr 1 - 5 yr Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing Urgent 2 yr 1 yr Additional Investigation: Barrier / Parapet Wall Girders Soffit - Thin Slab Abutment Walls Sign Railing Systems Sidewalk and Medians Rout and Seal Sidewalk and MediansWalls Element Work Required Element Work Required Element Work Required Element Work Required Abutment Walls Sign Rehab Utilities Wingwalls Streams and Waterways Foundation (Below Ground Level) Walls Rehab Walls Rehab Embankments Simcoe Street Bridge 73 0.2km West of Old Vienna Road OSIM Recommendation: Minor Rehab - 1 to 5 years BCISite Number: BR_SIMCO0001 Superstructure and substructure are generally in good condition. Type: Lanes: 1994 None 50 22400 40 m I-Beam or Girders Span Length: General Structure Information: 1 Inspection Date: Load Limit (Tonnes): Construction Date: Cost Estimate Construction Costs Associated CostsTotal Costs $200,000.00 $375,000.00 5 May 10, 2019 Costing Summary: $175,000.00Task Posted Speed: Spans: AADT: Detailed Deck Condition Survey,.Comment: Deck condition survey to determine extent of rehabilitation required. Rehab Slope Protection Railing Systems Sidewalk and Medians Barrier / Parapet Wall Girders Soffit - Thin Slab Replace Hand Railing Walls Embankments Streams and Waterways Walls Slope Protection Foundation (Below Ground Level) Walls Sidewalk and Medians Erosion Control at Bridges Wearing Surface (Decks) Soffit - Thin Slab Hand Railing Wearing Surface (Approaches) Curbs/Gutters Replace Wearing Surface (Decks) Bridge Railing System Maintenance Wingwalls Utilities Curbs/Gutters Wearing Surface (Approaches) Soffit - Thin Slab Page 180 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing 6 - 10 yr 6 - 10 yr 6 - 10 yr 6 - 10 yr 6 - 10 yr Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 2 yr 2 yr 1 yr Additional Investigation: 480m West of Broadway St. Bridge Cleaning Soffit - Thick Slab Railing Systems Barrier / Parapet Wall Wearing Surface (Approaches) Sidewalk and Medians Rehab Soffit - Thick Slab Bridge Railing System Maintenance Wingwalls Railing Systems Sidewalk and Medians Wearing Surface (Approaches) Railing Systems Barrier / Parapet Wall Foundation (Below Ground Level) Soffit - Thick Slab Embankments Walls Wearing Surface (Decks) Streams and Waterways Walls Sidewalk and Medians Erosion Control at Bridges Cost Estimate Construction Costs Rigid Frame, Vertical Legs Span Length: Detailed Deck Condition Survey, Concrete Substructure Condition Survey.Comment: Deck condition survey to determine extent of rehabilitation required. Rehab Rehab Wearing Surface (Decks)Rehab Curbs/Gutters Sidewalk and Medians Barrier / Parapet Wall Railing Systems Deck Top Concession St. W. Bridge 70OSIM Recommendation: Minor Rehab - 6 to 10 years BCISite Number: BR_CONCW0001 Localized cracking and delamination noted in soffit. Type: Lanes: 1955 None 50 4280 10.7 m 2 Posted Speed: Spans: AADT: Load Limit (Tonnes): General Structure Information: 1 Embankments Streams and Waterways Associated CostsTotal Costs $110,000.00 $248,000.00 May 21, 2019 Costing Summary: $138,000.00Task Inspection Date: Construction Date: Foundation (Below Ground Level)Walls Soffit - Thick Slab Element Work Required Element Work Required Abutment Walls Sign Railing Systems Wingwalls Barrier / Parapet Wall Railing Systems Deck Top Abutment Walls Sign Curbs/Gutters Sidewalk and Medians Rehab Sidewalk and MediansWalls Element Work Required Element Work Required Page 181 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 2 yr 2 yr Additional Investigation: Bracing Element Embankments Streams and Waterways Abutment Walls Bearings Wearing Surface (Approaches) Floor Beams Element Work Required Element Work Required Element Work Required Element Work Required Abutment Walls Bearings Wingwalls Ballast Walls Top Chords Verticals/Diagonals Bottom Chords The Bridges Golf Course at Hole 10 89 Carroll Trail at Hole 10 OSIM Recommendation: Maintenance Only BCISite Number: BR_GOLF0001 The structure is generally in good condition. Type: Lanes: 2005 5.9 / / 28 m Half-Through Truss Span Length: General Structure Information: 1 Inspection Date: Load Limit (Tonnes): Construction Date: Cost Estimate Construction Costs Associated CostsTotal Costs $4,000.00 $8,500.00 1 May 21, 2019 Costing Summary: $4,500.00Task Posted Speed: Spans: AADT: Bridge Surface Repair Connections Wearing Surface (Approaches) Floor Beams Bracing Element Embankments Streams and Waterways Wearing Surface (Decks) Bottom Chords Top Chords Connections Verticals/Diagonals Foundation (Below Ground Level) Slope Protection Wearing Surface (Decks) Stingers Railing Systems Foundation (Below Ground Level) Repair to Bridge Timber Ballast Walls Wingwalls Railing Systems Stingers Slope Protection Page 182 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 1 yr 2 yr Additional Investigation: Stingers Wearing Surface (Decks) Streams and Waterways Abutment Walls Bearings Utilities Railing Systems Repair to Bridge Timber Element Work Required Element Work Required Element Work Required Element Work Required Abutment Walls Bearings Wingwalls Ballast Walls Connections Top Chords Verticals Diagonals Walls The Bridges Golf Course John Pound Rd. 85 Carroll Trail at John Pound Rd. OSIM Recommendation: Maintenance Only BCISite Number: BR_GOLF0002 The structure is generally in good condition. Settlement of east concrete approach slab noted. Steel plate installed as temporary fix. Maintenance work required. Type: Lanes: 2005 5.9 / / 30 m Half-Through Truss Span Length: General Structure Information: 1 Inspection Date: Load Limit (Tonnes): Construction Date: Cost Estimate Construction Costs Associated CostsTotal Costs $4,000.00 $14,000.00 1 May 21, 2019 Costing Summary: $10,000.00Task Posted Speed: Spans: AADT: Monitoring of Deformations, Settlements and Movements,.Comment: Monitor settlement of east concrete approach slab. Bottom Chords Utilities Railing Systems Stingers Wearing Surface (Decks) Streams and Waterways Bracing Element Verticals Walls Connections Bottom Chords Top Chords Diagonals Foundation (Below Ground Level) Embankments Bracing Element Floor Beams Wearing Surface (Approaches) Foundation (Below Ground Level) Erosion Control at Bridge, Bridge Surface Repair Ballast Walls Wingwalls Wearing Surface (Approaches) Floor Beams Embankments Page 183 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing Urgent 1 yr Additional Investigation: Stingers Wearing Surface (Decks) Slope Protection Abutment Walls Bearings Utilities Railing Systems Element Work Required Element Work Required Element Work Required Element Work Required Abutment Walls Bearings Wingwalls Ballast Walls Connections Top Chords Verticals Diagonals Foundation (Below Ground Level) The Bridges Golf Course at Hole 12 and 17 89 Carroll Trail at Hole 12 and 17 OSIM Recommendation: Maintenance Only BCISite Number: BR_GOLF0003 The structure is generally in good condition. Deterioration of approach ramps noted. South utility box open during time of inspection. Maintenance work required. Type: Lanes: 2005 5.9 / / 21.2 m Half-Through Truss Span Length: General Structure Information: 1 Inspection Date: Load Limit (Tonnes): Construction Date: Cost Estimate Construction Costs Associated CostsTotal Costs $4,000.00 $6,000.00 1 May 21, 2019 Costing Summary: $2,000.00Task Posted Speed: Spans: AADT: Other: Reinstall Cover to Utility Box Bottom Chords Utilities Railing Systems Stingers Wearing Surface (Decks) Slope Protection Bracing Element Verticals Foundation (Below Ground Level) Connections Bottom Chords Top Chords Diagonals Streams and Waterways Embankments Bracing Element Floor Beams Wearing Surface (Approaches) Streams and Waterways Bridge Surface Repair Ballast Walls Wingwalls Wearing Surface (Approaches) Floor Beams Embankments Page 184 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing 1 - 5 yr 1 - 5 yr 1 - 5 yr 1 - 5 yr 1 - 5 yr 6 - 10 yr 1 - 5 yr Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing Additional Investigation: 60 West of Frank St. and Delevan Cres. Walls Streams and Waterways Wearing Surface (Decks) Bracing Element Diaphragms Rehab Walls Rehab Other Wearing Surface (Approaches) Diaphragms Bracing Element Streams and Waterways Wearing Surface (Decks) Walls Cost Estimate Construction Costs I-Beam or Girders Span Length: Monitoring of Deformations, Settlements and Movements. Comment: Monitor potential rotation/deformation of diaphragm at west abutment bearing at time of next inspection. Rehab Rehab Replace Railing Systems Girders Structural Steel Embankments Shafts/Columns/Pile Bents Hawkins Pedestrian Bridge 71OSIM Recommendation: Minor Rehab - 1 to 5 years BCISite Number: BR_LAKE0001 Minor rehabilitation work required. Severe undermining of retaining wall footing at southwest quadrant. Major rehabilitation recommended in 10 years including cleaning and coating of all structural steel. Type: Lanes: 1993 None 20.6, 20.6, 20.6 m Posted Speed: Spans: AADT: Load Limit (Tonnes): General Structure Information: 3 Associated Costs Total Costs $105,000.00 $230,000.00 May 21, 2019 Costing Summary: $125,000.00 Task Inspection Date: Construction Date: Walls Element Work Required Element Work Required Abutment Walls Rehab Barriers Wearing Surface (Approaches) Other Structural Steel Embankments Shafts/Columns/Pile Bents Abutment Walls Barriers Railing Systems Girders Element Work Required Element Work Required Rehab Page 185 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 2 yr 2 yr Additional Investigation: Bracing Element Embankments Foundation (Below Ground Level) Abutment Walls Bearings Wearing Surface (Approaches) Floor Beams Erosion Control at Bridges Element Work Required Element Work Required Element Work Required Element Work Required Abutment Walls Bearings Wingwalls Ballast Walls Diagonals Verticals Diagonals Connections Van St. Pedestrian Bridge 89 45m East of Bloomer St. OSIM Recommendation: Maintenance Only BCISite Number: BR_VAN0001 The structure is generally in good condition. Maintenance work required. Type: Lanes: 2004 5.9 / / 30.6 m Half-Through Truss Span Length: General Structure Information: 1 Inspection Date: Load Limit (Tonnes): Construction Date: Cost Estimate Construction Costs Associated CostsTotal Costs $4,000.00 $14,000.00 May 21, 2019 Costing Summary: $10,000.00Task Posted Speed: Spans: AADT: Top Chords Wearing Surface (Approaches) Floor Beams Bracing Element Embankments Foundation (Below Ground Level) Wearing Surface (Decks) Diagonals Connections Diagonals Top Chords Verticals Bottom Chords Streams and Waterways Wearing Surface (Decks) Stingers Railing Systems Bottom Chords Bridge Cleaning Ballast Walls Wingwalls Railing Systems Stingers Streams and Waterways Page 186 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing 1 - 5 yr 1 - 5 yr Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 2 yr Additional Investigation: 120m West of Edgewood Dr. Sidewalk and Medians Foundation (Below Ground Level) Embankments Erosion Control at Bridges Barrels Outlet Components Embankments Foundation (Below Ground Level) Sidewalk and Medians Cost Estimate Construction Costs Round Culvert Span Length: Wearing Surface Streams and Waterways Curbs Baldwin St. Culvert at Participark Trail 69OSIM Recommendation: Minor Rehab - 1 to 5 years BCISite Number: CU_BALD0654_1 Structure is generally in fair to good condition. Localized spalls at inlet and outlet. Minor rehabilitation work required. Type: Lanes: 1970 None 50 6230 5.3 m 2 Posted Speed: Spans: AADT: Load Limit (Tonnes): General Structure Information: 1 Associated CostsTotal Costs $85,000.00 $140,000.00 May 21, 2019 Costing Summary: $55,000.00Task Inspection Date: Construction Date: Element Work Required Element Work Required Railing Systems Rehab RehabInlet Components Outlet Components Barrels Curbs Railing Systems Inlet Components Wearing Surface Streams and Waterways Element Work Required Element Work Required Page 187 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing 6 - 10 yr 6 - 10 yr Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 1 yr 2 yr 1 yr Additional Investigation: Intersection of Broadway St. and Christie St. Sidewalk and Medians Walls Embankments Rehab Other - Remove Debris Erosion Control at Bridges Barrels Outlet Components Embankments Walls Sidewalk and Medians Cost Estimate Construction Costs Ellipse Culvert Span Length: Monitoring of Deformations, Settlements and Movements.Comment: Retaining wall at northeast quadrant is showing signs of movement. Cusping is evident in barrel of CSP culvert. Monitor. Hydraulic investigation may be completed to determine if liner option is acceptable. Rout and Seal Wearing Surface Streams and Waterways Curbs Broadway & Christie St. Culvert 53OSIM Recommendation: Replace - 6 to 10 years BCISite Number: CU_BROA2247_1 Structure is generally in fair condition with some poor elements. Deformations at crown are of concern. Recommend replacing culvert within 10 years. Type: Lanes: 1998 None 50 10520 2.28 m 3 Posted Speed: Spans: AADT: Load Limit (Tonnes): General Structure Information: 1 Associated CostsTotal Costs $225,000.00 $700,000.00 May 15, 2019 Costing Summary: $475,000.00Task Inspection Date: Construction Date: Element Work Required Element Work Required Railing Systems Replace Inlet Components Outlet Components Barrels Curbs Railing Systems Inlet Components Wearing Surface Streams and Waterways Element Work Required Element Work Required Page 188 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing 1 - 5 yr 1 - 5 yr 1 - 5 yr Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing Additional Investigation: Sidewalk and Medians Railing Systems Inlet Components Wearing Surface Curbs Element Work Required Element Work Required Element Work Required Element Work Required Railing Systems Replace Inlet Components Outlet Components Barrels General Structure Information: 2 Associated CostsTotal Costs $195,000.00 $402,000.00 May 21, 2019 Costing Summary: $207,000.00Task Inspection Date: Construction Date: Devonshire Ave. Culvert 51OSIM Recommendation: Replace - 1 to 5 years BCISite Number: CU_DEVONS0314_1 Structure is in overall fair to poor condition. Culvert replacement is recommended. Type: Lanes: 1980 None 50 3490 1.9, 1.9 m 2 Posted Speed: Spans: AADT: Load Limit (Tonnes): Cost Estimate Construction Costs Ellipse Culvert Span Length: Monitoring of Deformations, Settlements and Movements.Comment: East barrel shows signs of cusping, and differential settlement. Complete loss of section in north end of west barrel. Monitor deformations, settlements, and movements. Wearing Surface Curbs Sidewalk and Medians Replace 125m East of Lamers Crt. Sidewalk and Medians Streams and Waterways Replace Barrels Outlet Components Streams and Waterways Sidewalk and Medians Page 189 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 2 yr Additional Investigation: Walls Sidewalk and Medians Railing Systems Inlet Components Wearing Surface Slope Protection Element Work Required Element Work Required Element Work Required Element Work Required Railing Systems Inlet Components Outlet Components Barrels Glendale Dr. Culvert at Victoria St. 89 55m West of Victoria St. OSIM Recommendation: Maintenance Only BCISite Number: CU_GLEND0176_1 The structure is generally in good condition. Maintenance work required. Type: Lanes: 2003 None 50 2490 3 m Box Culvert Span Length: General Structure Information: 1 Inspection Date: Load Limit (Tonnes): Construction Date: Cost Estimate Construction Costs Associated CostsTotal Costs $0.00 $2,500.00 2 May 21, 2019 Costing Summary: $2,500.00Task Posted Speed: Spans: AADT: Erosion Control at Bridges Wearing Surface Slope Protection Walls Sidewalk and Medians Curbs Curbs Streams and Waterways Embankments Barrels Outlet Components Embankments Streams and Waterways Page 190 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing 6 - 10 yr Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 1 yr Additional Investigation: 110m East of Van Norman Dr. Curbs Erosion Control at Bridges Barrels Embankments Curbs Cost Estimate Construction Costs Round Culvert Span Length: Underwater Investigation, Structure Evaluation, Monitoring of Deformations, Settlements and Movements.Comment: Monitor wide horizontal crack (3") in west wall at mid-length at time of next inspection. Limited inspection of culvert bottom due to high water level. Structure evaluation required to determine feasibility of liner option. Streams and Waterways Sidewalk and Medians Lisgar Ave. North Culvert 70OSIM Recommendation: Minor Rehab - 6 to 10 years BCISite Number: CU_LISG1158_1 Previous OSIM describes significant amount of deterioration. Limited inspection in 2019 due to water levels. Recommend supplementary inspection at lower levels or underwater inspection to determine appropriate recommendation. Type: Lanes: 1980 None 50 4260 3.3 m 2 Posted Speed: Spans: AADT: Load Limit (Tonnes): General Structure Information: 1 Associated CostsTotal Costs $113,000.00 $265,500.00 May 21, 2019 Costing Summary: $152,500.00Task Inspection Date: Construction Date: Element Work Required Element Work Required Railing Systems Rehab Wearing Surface Embankments Barrels Railing Systems Wearing Surface Streams and Waterways Sidewalk and Medians Element Work Required Element Work Required Page 191 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing Urgent Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 2 yr Additional Investigation: 85m North of Fairway Hill Blvd. Curbs Barrier System on Walls Embankments Repair of Bridge ConcreteBarrels Outlet Components Embankments Barrier System on Walls Curbs Cost Estimate Construction Costs Box Culvert Span Length: Comment: Develop monitoring program for movement, settlement and rotation of gabion basket retaining walls on the west side. Wearing Surface Streams and Waterways Walls Sidewalk and Medians Quarter Town Line Culvert at Stoney Creek 61OSIM Recommendation: Minor Rehab - Urgent BCISite Number: CU_QUAR2685_1 Severe rotation and sliding of retaining wall at southwest quadrant. Continue to monitor movement, settlement and rotation of gabion basket retaining wall on the west side until replacement. Replacement or stabilization of the southwest section should be done as soon as possible. Type: Lanes: 1970 None 50 3185 4, 4 m 2 Posted Speed: Spans: AADT: Load Limit (Tonnes): General Structure Information: 2 Associated CostsTotal Costs $68,000.00 $150,000.00 May 21, 2019 Costing Summary: $82,000.00Task Inspection Date: Construction Date: Element Work Required Element Work Required Railing Systems Inlet Components Outlet Components Barrels Walls Sidewalk and Medians Railing Systems Inlet Components Wearing Surface Streams and Waterways Element Work Required Element Work Required Replace Page 192 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing 1 - 5 yr Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing Additional Investigation: Railing Systems Barrels Slope Protection Streams and Waterways Element Work Required Element Work Required Element Work Required Element Work Required Railing Systems Replace Barrels Wearing Surface Barrels General Structure Information: 2 Associated CostsTotal Costs $18,000.00 $58,000.00 May 21, 2019 Costing Summary: $40,000.00Task Inspection Date: Construction Date: Victoria St. Driveway Access Culvert 75OSIM Recommendation: Minor Rehab - 1 to 5 years BCISite Number: CU_VICT0569_1 Structure is generally in good condition, however, barriers are not anchored. Type: Lanes: 1990 None 10 1.2, 1.8 m 1 Posted Speed: Spans: AADT: Load Limit (Tonnes): Cost Estimate Construction Costs Twin Round Culvert Span Length: Comment: Need for barrier may be investigated. Slope Protection Streams and Waterways 90m East of Parkdale Dr., 70m south of Glendale Dr. Slope Protection Barrels Wearing Surface Slope Protection Page 193 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing 1 - 5 yr Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing Additional Investigation: Railing Systems Barrier System on Walls Sidewalk and Medians Element Work Required Element Work Required Element Work Required Element Work Required Railing Systems ReplaceBarrier System on Walls Walls Embankments General Structure Information: 3 m Associated CostsTotal Costs $295,000.00 $445,000.00 May 21, 2019 Costing Summary: $150,000.00Task Inspection Date: Construction Date: Quarter Town Line Retaining Wall at Beech Blvd. 44OSIM Recommendation: Replace - Urgent BCISite Number: RW_BEECH Replacement is recommended. Continue to monitor movement, settlement and rotation of retaining wall until replacement. If any immediate safety concerns are identified, immediate rehabilitation or replacement is required. Evaluate structures and new RSS option in-front of existing. Type: Lanes: 2000 None 42 m Posted Speed: Wall Height (Ave): AADT: Load Limit (Tonnes): Cost Estimate Construction Costs Gabion Gravity Ret. Wall Wall Length: Structure Evaluation, Monitoring of Deformations, Settlements and Movements.Comment: Develop monitoring program for movement, settlement and rotation of gabion basket retaining wall. Evaluate structures and new RSS option in-front of existing. Sidewalk and Medians 0.3km North Beech Blvd. Embankments Walls Page 194 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 1 yr Additional Investigation: Embankments Barrier System on Walls Element Work Required Element Work Required Element Work Required Element Work Required Embankments Barrier System on Walls Walls Foundation (Below Ground Level) General Structure Information: 10.35 m Associated Costs Total Costs $0.00 $2,000.00 June 11, 2019 Costing Summary: $2,000.00 Task Inspection Date: Construction Date: Bridge St. at Lisgar Ave 84OSIM Recommendation: Maintenance Only BCISite Number: RW_BRIDGE0274 Structure is in generally good condition. Localized areas of bulging noted in wall. Type: Lanes: 2000 None 135 m Posted Speed: Wall Height (Ave): AADT: Load Limit (Tonnes): Cost Estimate Construction Costs Gabion MSE Ret. Wall Wall Length: Monitoring of Deformations, Settlements and Movements. Comment: Develop monitoring program for potential movement, settlement and rotation of retaining wall. Northeast of Canadian Tire Other: Remove Vegetation Foundation (Below Ground Level) Walls Page 195 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 1 yr Additional Investigation: Embankments Walls Element Work Required Element Work Required Element Work Required Element Work Required Embankments Walls Foundation (Below Ground Level) Broadway St. at Bloomer St. 85 50m North of Bloomer St. OSIM Recommendation: Maintenance Only BCISite Number: RW_BROAD Structure is in overall fair to good condition. Minor maintenance work required. Type: Lanes: 1960 None 28 m Concrete Gravity Ret. Wall Wall Length: General Structure Information: 2.1 m Inspection Date: Load Limit (Tonnes): Construction Date: Cost Estimate Construction Costs Associated CostsTotal Costs $0.00 $1,000.00 May 21, 2019 Costing Summary: $1,000.00Task Posted Speed: Wall Height (Ave): AADT: Other: Remove Vegetation Foundation (Below Ground Level) Page 196 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing 6 - 10 yr Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing Additional Investigation: Railing Systems Barrier System on Walls Element Work Required Element Work Required Element Work Required Element Work Required Railing Systems RehabBarrier System on Walls Walls Embankments Fairway Hills Blvd. and Quarter Town Line 73 70m North of Fairway Hills Blvd. OSIM Recommendation: Minor Rehab - 6 to 10 years BCISite Number: RW_FAIR The structure is in fair to good condition. Settlement of wall is causing deformation to elements above. Type: Lanes: 2000 None 110 m Gabion Gravity Ret. Wall Wall Length: General Structure Information: 3.65 m Inspection Date: Load Limit (Tonnes): Construction Date: Cost Estimate Construction Costs Associated CostsTotal Costs $44,000.00 $69,000.00 May 21, 2019 Costing Summary: $25,000.00Task Posted Speed: Wall Height (Ave): AADT: Monitoring of Deformations, Settlements and Movements,.Comment: Monitor wall for settlement and rotation. Embankments Walls Page 197 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing 6 - 10 yr Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing Additional Investigation: 250m South of Baldwin St. Embankments Cost Estimate Construction Costs Masonry Gravity Ret. Wall Wall Length: Monitoring of Deformations, Settlements and Movements.Comment: Monitor dry stack concrete slabs for movement at time of next inspection. Newell Road West Retaining Wall 50OSIM Recommendation: Replace - 6 to 10 years BCISite Number: RW_NEWE0001 The structure is generally in fair to poor condition. It is recommended that the retaining wall be replaced. Type: Lanes: 1950 None 60 m Posted Speed: Wall Height (Ave): AADT: Load Limit (Tonnes): General Structure Information: 8 m Associated CostsTotal Costs $143,000.00 $293,000.00 May 21, 2019 Costing Summary: $150,000.00Task Inspection Date: Construction Date: Element Work Required Element Work Required Railing Systems ReplaceWalls Embankments Railing Systems Walls Element Work Required Element Work Required Page 198 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing 6 - 10 yr Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing Additional Investigation: 250m South of Baldwin St. Embankments Cost Estimate Construction Costs Masonry Gravity Ret. Wall Wall Length: Structure Evaluation, Monitoring of Deformations, Settlements and Movements.Comment: Monitor dry stack concrete slabs for movement at time of next inspection. Newell Road East Retaining Wall 48OSIM Recommendation: Replace - 6 to 10 years BCISite Number: RW_NEWE0002 The structure is generally in fair to poor condition. It is recommended that the retaining wall be replaced. Type: Lanes: 1950 None 80 m Posted Speed: Wall Height (Ave): AADT: Load Limit (Tonnes): General Structure Information: 8 m Associated CostsTotal Costs $143,000.00 $338,000.00 May 21, 2019 Costing Summary: $195,000.00Task Inspection Date: Construction Date: Element Work Required Element Work Required Railing Systems ReplaceWalls Embankments Railing Systems Walls Element Work Required Element Work Required Page 199 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 1 yr Additional Investigation: Embankments Barrier System on Walls Walls Element Work Required Element Work Required Element Work Required Element Work Required Embankments Barrier System on Walls Barrier System on Walls Foundation (Below Ground Level) Victoria St. Concession St. West 83 At Corner of Ralph St., Across from Victoria St. OSIM Recommendation: Maintenance Only BCISite Number: RW_VICT The structure is in overall fair to good condition. Broken fence post at west end of wall. Type: Lanes: 1980 None 51 m Precast Conc. Drywall Grav. Ret. Wall Wall Length: General Structure Information: 2.17 m Inspection Date: Load Limit (Tonnes): Construction Date: Cost Estimate Construction Costs Associated CostsTotal Costs $0.00 $200.00 May 21, 2019 Costing Summary: $200.00Task Posted Speed: Wall Height (Ave): AADT: Monitoring of Deformations, Settlements and Movements,.Comment: Monitor movement of wooden fence at time of next inspection. Walls Other: Remove broken post Foundation (Below Ground Level) Barrier System on Walls Page 200 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing 6 - 10 yr Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 1 yr Additional Investigation: Railing Systems Barrier System on Walls Sidewalk and Medians Element Work Required Element Work Required Element Work Required Element Work Required Railing Systems Barrier System on Walls Walls Embankments William St. and Quarter Town Line 73 30m North of William St. OSIM Recommendation: Minor Rehab - 6 to 10 years BCISite Number: RW_WILL Settlement of gabion baskets noted. Settlement and rotation of structure causing sidewalk above wall to rotate. Type: Lanes: 2000 None 52 m Gabion Gravity Ret. Wall Wall Length: General Structure Information: 3.55 m Inspection Date: Load Limit (Tonnes): Construction Date: Cost Estimate Construction Costs Associated CostsTotal Costs $12,000.00 $23,000.00 May 21, 2019 Costing Summary: $11,000.00Task Posted Speed: Wall Height (Ave): AADT: Monitoring of Deformations, Settlements and Movements,.Comment: Monitor wall for settlement and rotation. Sidewalk and Medians Rehab Other: Remove tree Embankments Walls Page 201 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing Additional Investigation: Barrels Outlet Components Element Work Required Element Work Required Element Work Required Element Work Required Barrels Outlet Components Wearing Surface Inlet Components Broadway St. Culvert at Sobeys 94 25m Southeast of Entrance to Sobeys OSIM Recommendation: No Work Recommended - BCISite Number: CU_BROA3948_1 Limited inspection of structure due to limited access and size of structure. Structure barrel was not visible from barrel access points. Type: Lanes: 1950 None 60 10520 0.8 (Assumed) m Round Culvert (Assumed) Span Length: General Structure Information: 1 Inspection Date: Load Limit (Tonnes): Construction Date: Cost Estimate Construction Costs Associated CostsTotal Costs $0.00 $0.00 4 June 11, 2019 Costing Summary: $0.00Task Posted Speed: Spans: AADT: Comment: Limited inspection of structure due to limited access and size of structure. Recommend use of CCTV inspection or similar. Inlet Components Wearing Surface Page 202 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 1 yr 2 yr Additional Investigation: Railing Systems Inlet Components Wearing Surface Sidewalk and Medians Element Work Required Element Work Required Element Work Required Element Work Required Railing Systems Inlet Components Outlet Components Barrels Quarter Town Line at Oak Park Pond 89 50m North of William St. OSIM Recommendation: Maintenance Only BCISite Number: CU_QUAR1937_12 Limited inspection of structure due to limited access and size of structure. This inspection only includes the culvert structure and elements located on the east end of the structure. All other elements (i.e. retaining wall and barriers at west end of structure) are recorded in the William St. and Quarter Town Line OSIM report (Site Number: RW_WILL). Type: Lanes: 2007 None 50 4280 0.4 m Round Culvert Span Length: General Structure Information: 1 Inspection Date: Load Limit (Tonnes): Construction Date: Cost Estimate Construction Costs Associated CostsTotal Costs $0.00 $5,000.00 2 June 11, 2019 Costing Summary: $5,000.00Task Posted Speed: Spans: AADT: Wearing Surface Sidewalk and Medians Embankments Other: Remove Debris Erosion Control at Bridges Barrels Outlet Components Embankments Page 203 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing 6 - 10 yr 6 - 10 yr 6 - 10 yr 6 - 10 yr 6 - 10 yr Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 1 yr 2 yr Additional Investigation: 75m East of Whispering Pine Ln. Embankments Erosion Control at Bridges Replace Barrels Outlet Components Embankments Cost Estimate Construction Costs Round Culvert Span Length: Monitoring of Deformations, Settlements and Movements.Comment: Monitor deformation and cusping of barrel. Wearing Surface Sidewalk and Medians Baldwin St. Culvert at Whispering Pine 53OSIM Recommendation: Replace - 6 to 10 years BCISite Number: CU_BALD1103_1 The structure is generally in fair to poor condition. Type: Lanes: 1968 None 50 6230 1.1 m 2 Posted Speed: Spans: AADT: Load Limit (Tonnes): General Structure Information: 1 Associated CostsTotal Costs $103,000.00 $279,000.00 June 11, 2019 Costing Summary: $176,000.00Task Inspection Date: Construction Date: Element Work Required Element Work Required Railing Systems Replace Replace ReplaceInlet Components Replace Outlet Components Barrels Railing Systems Inlet Components Wearing Surface Sidewalk and Medians Other - Remove Debris Element Work Required Element Work Required Page 204 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 1 yr 2 yr Additional Investigation: Barrels Outlet Components Wearing Surface Element Work Required Element Work Required Element Work Required Element Work Required Barrels Outlet Components Embankments Inlet Components Baldwin St. at Goldenrod Dr. 86 15m East of Goldenrod Dr. OSIM Recommendation: Maintenance Only BCISite Number: CU_BALD1272_1 Limited inspection of barrel due to limited access. Condition assumed based on condition of wearing surface above structure and visual inspection from inlet and outlet. Type: Lanes: 1969 None 50 6230 0.4 m Round Culvert Span Length: General Structure Information: 1 Inspection Date: Load Limit (Tonnes): Construction Date: Cost Estimate Construction Costs Associated CostsTotal Costs $1,000.00 $9,000.00 2 June 11, 2019 Costing Summary: $8,000.00Task Posted Speed: Spans: AADT: Rout and Seal Wearing Surface Sidewalk and Medians Erosion Control at Bridges Inlet Components Embankments Sidewalk and Medians Page 205 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing 6 - 10 yr 6 - 10 yr 6 - 10 yr 6 - 10 yr 6 - 10 yr Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing Additional Investigation: Barrels Outlet Components Embankments Curbs Element Work Required Element Work Required Element Work Required Element Work Required Barrels Replace Replace ReplaceOutlet Components Wearing Surface Inlet Components General Structure Information: 1 Associated CostsTotal Costs $188,000.00 $1,298,000.00 Newell Rd. Culvert 53OSIM Recommendation: Replace - 6 to 10 years BCISite Number: CU_NEWE1362_1 The condition of the guide rail barriers as well as the retaining walls on either side of the culvert is recorded in the OSIM reports for the Newell Road/Quarter Town Line Retaining Walls (Site Numbers RW_NEWE0001 and RW_NEWE0002). The Culvert is recommended to be replaced at the same time as the retaining wall. Type: Lanes: 1989 None 50 3185 2.1 m 2 June 11, 2019 Costing Summary: $1,110,000.00Task Posted Speed: Spans: AADT: Inspection Date: Load Limit (Tonnes): Construction Date: Cost Estimate Construction Costs Round Culvert Span Length: Monitoring of Deformations, Settlements and Movements.Comment: Deformation noted in the soffit and bottom of culvert barrel. Monitor barrel for further deformation. Embankments Curbs Replace 250m South of Baldwin St. Walls Replace Inlet Components Wearing Surface Walls Page 206 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 2 yr 2 yr Additional Investigation: At the intersection of Pressey Line and Bayham Drive Inlet Components Embankments Bridge Cleaning Cost Estimate Construction Costs Round Culvert Span Length: Rout and Seal Wearing Surface Bayham Dr. Culvert 89OSIM Recommendation: Maintenance Only BCISite Number: CU_BAYH0993_1 The structure is generally in good condition. Maintenance work required. Type: Lanes: 2005 None 50 1.5 m 2 Posted Speed: Spans: AADT: Load Limit (Tonnes): General Structure Information: 1 Associated CostsTotal Costs $2,000.00 $12,000.00 June 11, 2019 Costing Summary: $10,000.00Task Inspection Date: Construction Date: Element Work Required Element Work Required Barrels Outlet Components Embankments Inlet Components Barrels Outlet Components Wearing Surface Element Work Required Element Work Required Page 207 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 1 yr 2 yr 1 yr Additional Investigation: Barrels Outlet Components Embankments Element Work Required Element Work Required Element Work Required Element Work Required Barrels Outlet Components Wearing Surface Inlet Components Vienna Rd. from Stubbs Crt. Culvert 87 230m South of Simcoe St. OSIM Recommendation: Maintenance Only BCISite Number: CU_VIEN0615_1 Limited inspection of structure due to limited access and size of structure. Structure is generally in good condition. Build-up of debris at inlet. Maintenance work required. Type: Lanes: 1975 None 60 1.5 m Round Culvert Span Length: General Structure Information: 1 Inspection Date: Load Limit (Tonnes): Construction Date: Cost Estimate Construction Costs Associated CostsTotal Costs $0.00 $9,000.00 2 June 11, 2019 Costing Summary: $9,000.00Task Posted Speed: Spans: AADT: Erosion Control at Bridges Embankments Other - Remove Debris Rout and Seal Inlet Components Wearing Surface Page 208 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing 6 - 10 yr 1 - 5 yr 1 - 5 yr Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 1 yr 1 yr 2 yr 2 yr Additional Investigation: Curbs Railing Systems Inlet Components Wearing Surface Foundation (Below Ground Level) Other - Remove Debris Element Work Required Element Work Required Element Work Required Element Work Required Railing Systems RehabInlet Components Rehab Outlet Components Barrels General Structure Information: 1 Associated Costs Total Costs $173,000.00 $289,000.00 June 11, 2019 Costing Summary: $116,000.00 Task Inspection Date: Construction Date: Lake Lisgar Outlet Culvert 68OSIM Recommendation: Minor Rehab - 1 to 5 years BCISite Number: CU_CONCE0299_1 Limited inspection of barrel due to limited access. Enhanced OSIM recommended. Severe undermining of footing at outlet. Rehabilitation recommended. Type: Lanes: 1952 None 50 4280 1.55 m 2 Posted Speed: Spans: AADT: Load Limit (Tonnes): Cost Estimate Construction Costs Box Culvert Span Length: Monitoring of Deformations, Settlements and Movements. Comment: Severe undermining of footing at outlet with exposed timber piles. Monitor structure for settlement and further undermining. Rout and Seal Wearing Surface Foundation (Below Ground Level) Curbs Sidewalk and Medians 100m East of Park Ave. Sidewalk and Medians Walls Embankments Replace Other - Remove Tree Erosion Control at Bridges Barrels Outlet Components Embankments Walls Page 209 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 1 yr 1 yr 2 yr 1 yr Urgent Additional Investigation: Barrels Outlet Components Embankments Bridge Cleaning Element Work Required Element Work Required Element Work Required Element Work Required Barrels Outlet Components Wearing Surface Inlet Components General Structure Information: 1 Associated Costs Total Costs $6,000.00 $25,000.00 June 11, 2019 Costing Summary: $19,000.00 Task Inspection Date: Construction Date: Lisgar Ave Culvert Part 1 85OSIM Recommendation: Maintenance Only BCISite Number: CU_BRIDE0274_1 This structure is one of three structures that are connected together to create CU_BRIDE0274_1, CU_BRIDE0274_2, and LISG2209_1. Each structure, from the inlet at the north to the outlet at the south, is: CU_BRIDE0274_1 (round culvert 63 in length) and transitions to CU_BRIDE0274_2 (round culvert 77 m in length) which transitions to LISG2209_1 (concrete box culvert 376m... Refer to OSIM for details. Type: Lanes: 1950 None 50 1.5 m 3 Posted Speed: Spans: AADT: Load Limit (Tonnes): Cost Estimate Construction Costs Round Culvert Span Length: Erosion Control at Bridges Embankments Other - Joint Repair 50m South of Frank St in Canadian Tire Parking Lot Streams and Waterways Rout and Seal Other - Clear Debris Inlet Components Wearing Surface Streams and Waterways Page 210 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 2 yr 2 yr 2 yr 2 yr Additional Investigation: 110m South of Frank St in Canadian Tire Parking Lot Bridge Cleaning Rout and Seal Inlet Components Wearing Surface Bridge Cleaning Cost Estimate Construction Costs Round Culvert Span Length: Streams and Waterways Lisgar Ave Culvert Part 2 87OSIM Recommendation: Maintenance Only BCISite Number: CU_BRIDE0274_2 This structure is one of three structures that are connected together to create CU_BRIDE0274_1, CU_BRIDE0274_2, and LISG2209_1. Each structure, from the inlet at the north to the outlet at the south, is: CU_BRIDE0274_1 (round culvert 63 in length) and transitions to CU_BRIDE0274_2 (round culvert 77 m in length) which transitions to LISG2209_1 (concrete box culvert 376m... Refer to OSIM for details. Type: Lanes: 1977 None 1.7 m Posted Speed: Spans: AADT: Load Limit (Tonnes): General Structure Information: 1 Associated Costs Total Costs $20,000.00 $42,000.00 June 11, 2019 Costing Summary: $22,000.00 Task Inspection Date: Construction Date: Element Work Required Element Work Required Barrels Outlet Components Wearing Surface Inlet Components Barrels Outlet Components Streams and Waterways Repair to Bridge Concrete Element Work Required Element Work Required Page 211 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing 1 - 5 yr Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing 2 yr 2 yr 2 yr Additional Investigation: Outlet Located on Brock St. E, across from Lisgar Ave. Streams and Waterways Wearing Surface Repair to Bridge Concrete Rout and Seal Barrels Inlet Components Wearing Surface Streams and Waterways Cost Estimate Construction Costs Box Culvert Span Length: Structure Evaluation, Monitoring of Deformations, Settlements and Movements.Comment: Invesitgate cause and effect of pressurized leakage in soffit of the culvert. Monitor progression of deterioration caused by leakage. Repair to Bridge Concrete Outlet Components Embankments Foundation (Below Ground Level) Lisgar Ave Culvert Outlet at Brock St. E. 61OSIM Recommendation: Minor Rehab - 1 to 5 years BCISite Number: CU_LISG2209_1 This structure is one of three structures that are connected together to create CU_BRIDE0274_1, CU_BRIDE0274_2, and LISG2209_1. Each structure, from the inlet at the north to the outlet at the south, is: CU_BRIDE0274_1 (round culvert 63 in length) and transitions to CU_BRIDE0274_2 (round culvert 77 m in length) which transitions to LISG2209_1 (concrete box culvert 376m... Refer to OSIM for details. Type: Lanes: 1950 None 50 4260 1.7 m 2 Posted Speed: Spans: AADT: Load Limit (Tonnes): General Structure Information: 1 Associated CostsTotal Costs $98,000.00 $258,000.00 June 11, 2019 Costing Summary: $160,000.00Task Inspection Date: Construction Date: Element Work Required Element Work Required Barrels Rehab Barrels Inlet Components Barrels Foundation (Below Ground Level) Barrels Barrels Outlet Components Embankments Element Work Required Element Work Required Page 212 of 300 Town of Tillsonburg OSIM Inspection Performance Snapshot MAP LINK Location: Overall Comments: Rehabilitation / Replacement Recommendations: (Refer to OSIM elements for full details) Timing Timing Maintenance Needs: (Refer to OSIM elements for full details) Timing Timing Additional Investigation: Barrels Outlet Components Element Work Required Element Work Required Element Work Required Element Work Required Barrels Outlet Components Embankments Inlet Components Spruce St. Culvert 97 Spruce St. between Freudenberg and Dodsley OSIM Recommendation: No Work Recommended - BCISite Number: CU_SPRU0541_3 Limited inspection of structure due to limited access and size of structure. Structure is generally in good condition. Type: Lanes: 1985 None 0.5 m Round Culvert Span Length: General Structure Information: 1 Inspection Date: Load Limit (Tonnes): Construction Date: Cost Estimate Construction Costs Associated CostsTotal Costs $0.00 $0.00 June 11, 2019 Costing Summary: $0.00Task Posted Speed: Spans: AADT: Inlet Components Embankments Page 213 of 300 OSIM 2019 Needs Study Town of Tillsonburg Appendices G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. APPENDIX B STRUCTURE INVENTORY TABLE Page 214 of 300 APPENDIX B - STRUCTURE INVENTORY TABLE: 2019 TOWN OF TILLSONBURG STRUCTURES1 of 1Bridge / Culvert/ Retaining WallSite NumberStructure NameHwy/Road NameCrossing TypeStructure TypeYear BuiltTotal Deck Length / Total Wall Length (m)Overall Structure Width / Average Wall Height(m)No. of SpansSpan Lengths (m) Total SpanLoad Posting (tonne)AADTEstimated Replacement CostEstimated BCI2017 BCI1 Bridge BR_KINS0001 Kinsmen Pedestrian BridgeVeterans Memorial WalkwayPedestrian I-Beam or Girders 191010749 8 @ 11m, 1 @18m 108 -/-/- 04,095,000$ 45 502 Bridge BR_SIMCO0001 Simcoe Street Bridge Highway 19/ Simcoe Street RoadI-Beam or Girders 19944023.514040 -/-/- 224005,625,000$ 73 743 Bridge BR_CONCW0001 Concession St. W. Bridge Concession St. RoadRigid Frame, Vertical Legs 1955 10.712.9110.710.7 -/-/- 42801,203,750$ 70 724 Bridge BR_GOLF0001 The Bridges Golf Course at Hole 10Carroll TrailPedestrian Half-Through Truss 2005282.7512828 5.9/-/- 0190,000$ 89 745 Bridge BR_GOLF0002 The Bridges Golf Course John Pound Rd. Carroll TrailPedestrian Half-Through Truss 2005302.7513030 5.9/-/- 0202,500$ 85 746 Bridge BR_GOLF0003 The Bridges Golf Course at Hole 12 and 17 Carroll TrailPedestrian Half-Through Truss 2005 21.22.65121.221.2 5.9/-/- 0143,750$ 89 757 Bridge BR_LAKE0001 Hawkins Pedestrian Bridge Memorial Park TrailPedestrian I-Beam or Girders 1993 61.81.963 20.6, 20.6, 20.661.8 -/-/- 0417,500$ 71 708 Bridge BR_VAN0001 Van St. Pedestrian Bridge Van St. Pedestrian Half-Through Truss 2004 30.83.44130.630.6 5.9/-/- 0208,750$ 89 739 Culvert CU_BALD0654_1 Baldwin St. Culvert at Participark TrailBaldwin St. RoadRound Culvert 19705.36615.35.3 -/-/- 62302,775,000$ 69 6310 Culvert CU_BROA2247_1 Broadway & Christie St. Culvert Broadway StreetRoadEllipse Culvert 19982.130.212.282.28 -/-/- 10520700,000.00$ 53 4611 Culvert CU_DEVONS0314_1 Devonshire Ave. Culvert Devonshire Ave.RoadEllipse Culvert 19803.420.121.9, 1.93.8 -/-/- 3490402,000$ 51 6312 Culvert CU_GLEND0176_1 Glendale Dr. Culvert at Victoria St.Glendale Dr.RoadBox Culvert 20033.527.5133 -/-/- 24901,025,000$ 89 6413 Culvert CU_LISG1158_1 Lisgar Ave. North Culvert Lisgar Ave.RoadRound Culvert 19803.548.813.33.3 -/-/- 42601,825,000$ 70 6014 Culvert CU_QUAR2685_1 Quarter Town Line Culvert at Stoney Creek Quarter Town Line RoadBox Culvert 1970 10.221.324, 48 -/-/- 31851,100,000$ 61 6715 Culvert CU_VICT0569_1 Victoria St. Driveway Access CulvertVictoria St.RoadTwin Round Culvert 19907.51221.2, 1.83 -/-/- 10812,500$ 75 7316 Retaining Wall RW_BEECHQuarter Town Line Retaining Wall at Beech Blvd. Quarter Town Line Gabion Gravity Ret. Wall2000423000 -/-/- 0445,000$ 44 5717 Retaining Wall RW_BRIDGE0274 Bridge St. at Lisgar AveBridge St. Gabion MSE Ret. Wall200013510.35000 -/-/- 01,837,500$ 84 6418 Retaining Wall RW_BROADBroadway St. at Bloomer St.Broadway St.Concrete Gravity Ret. Wall1960282.1000 -/-/- 062,500$ 85 6119 Retaining Wall RW_FAIRFairway Hills Blvd. and Quarter Town Line Quarter Town Line Gabion Gravity Ret. Wall20001103.65000 -/-/- 0400,000$ 73 7420 Retaining Wall RW_NEWE0001 Newell Road West Retaining Wall Newell Road Masonry Gravity Ret. Wall1950608000 -/-/- 0293,000$ 50 3921 Retaining Wall RW_NEWE0002 Newell Road East Retaining Wall Newell Road Masonry Gravity Ret. Wall1950808000 -/-/- 0338,000$ 48 4022 Retaining Wall RW_VICTVictoria St. Concession St. WestConcession St. West Precast Conc. Drywall Grav. Ret. Wall 1980512.17000 -/-/- 0112,500$ 83 6323 Retaining Wall RW_WILLWilliam St. and Quarter Town Line Quarter Town Line Gabion Gravity Ret. Wall2000523.55000 -/-/- 0187,500$ 73 7524 Culvert CU_BROA3948_1 Broadway St. Culvert at SobeysBroadway St. RoadRound Culvert19500.94110.80.8-/-/-10520375,000$ 94-25 Culvert CU_QUAR1937_12 Quarter Town Line at Oak Park Pond Quarter Town Line RoadRound Culvert 2007 0.425010.40.4 -/-/- 4280212,500$ 89-26 Culvert CU_BALD1103_1 Baldwin St. Culvert at Whispering Pine Baldwin St. RoadRound Culvert 19681.14011.11.1 -/-/- 6230279,000$ 53-27 Culvert CU_BALD1272_1 Baldwin St. at Goldenrod Dr. Baldwin St. RoadRound Culvert 19690.46010.40.4 -/-/- 6230250,000$ 86-28 Culvert CU_NEWE1362_1 Newell Rd. Culvert Newell Road RoadRound Culvert 19892.17512.12.1 -/-/- 31851,298,000$ 53-29 Culvert CU_BAYH0993_1 Bayham Dr. Culvert Pressey Road RoadRound Culvert 20051.55511.51.5 -/-/- 0825,000$ 89-30 Culvert CU_VIEN0615_1 Vienna Rd. from Stubbs Crt. Culvert Vienna Rd. RoadRound Culvert 19751.14411.51.5 -/-/- 0487,500$ 87-31 Culvert CU_CONCE0299_1 Lake Lisgar Outlet Culvert Concession St. East RoadBox Culvert 1952 1.554511.551.55 -/-/- 4280700,000$ 68-32 Culvert CU_BRIDE0274_1 Lisgar Ave Culvert Part 1Bridge St. East RoadRound Culvert19501.56311.51.5 -/-/- 0950,000$ 85-33 Culvert CU_BRIDE0274_2 Lisgar Ave Culvert Part 2Former Raynes St. RoadRound Culvert 19771.77711.71.7 -/-/- 01,312,500$ 87-34 Culvert CU_LISG2209_1 Lisgar Ave Culvert Outlet at Brock St. E. Lisgar Ave.RoadBox Culvert 19502.337611.71.7 -/-/- 42608,650,000$ 61-35 Culvert CU_SPRU0541_3 Spruce St. Culvert Spruce St. RoadRound Culvert 19850.56010.50.5 -/-/- 0300,000$ 97-40,041,250.00$ Page 215 of 300 OSIM 2019 Needs Study Town of Tillsonburg Appendices G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. APPENDIX C PROPOSED BUDGET PLANNING SCHEDULES Page 216 of 300 APPENDIX C - PROPOSED BUDGET PLANNING SCHEDULES (CLASS D ESTIMATES) Work Years 1 RW_BEECH Quarter Town Line Retaining Wall at Beech Blvd.Replace Urgent 44 -$ 15 $ 70 $ 290 $ 70 $ 445 2 CU_DEVONS0314_1 Devonshire Ave. Culvert Replace 1 to 5 Years 51 48 $ 10 $ 90 $ 272 $ 30 $ 402 3 RW_NEWE0002 Newell Road East Retaining Wall Replace 6 to 10 Years 48 -$ 15 $ 48 $ 255 $ 20 $ 338 4 RW_NEWE0001 Newell Road West Retaining Wall Replace 6 to 10 Years 50 -$ 10 $ 53 $ 210 $ 20 $ 293 5 CU_NEWE1362_1 Newell Rd. Culvert Replace 6 to 10 Years 53 -$ 10 $ 83 $ 1170 $ 35 $ 1298 6 CU_BALD1103_1 Baldwin St. Culvert at Whispering Pine Replace 6 to 10 Years 53 -$ 10 $ 33 $ 216 $ 20 $ 279 7 CU_BROA2247_1 Broadway & Christie St. Culvert Replace 6 to 10 Years 53 51 $ 10 $ 60 $ 590 $ 40 $ 700 SUBTOTAL $80,000 $437,000 $3,003,000 $235,000 $3,755,000 Major Rehabilitation 1 BR_KINS0001 Kinsmen Pedestrian Bridge Major Rehabilitation 1 to 5 Years 45 37 -$ 135 $ 2506 $ 210 $ 2851 SUBTOTAL $0 $135,000 $2,506,000 $210,000 $2,851,000 Minor Rehabilitation 1 CU_QUAR2685_1 Quarter Town Line Culvert at Stoney Creek Minor Rehabilitation Urgent 61 58 -$ 28 $ 102 $ 20 $ 150 2 CU_LISG2209_1 Lisgar Ave Culvert Outlet at Brock St. E.Minor Rehabilitation 1 to 5 Years 61 -$ 2 $ 46 $ 200 $ 10 $ 258 3 CU_CONCE0299_1 Lake Lisgar Outlet Culvert Minor Rehabilitation 1 to 5 Years 68 -$ 50 $ 63 $ 156 $ 20 $ 289 4 CU_BALD0654_1 Baldwin St. Culvert at Participark Trail Minor Rehabilitation 1 to 5 Years 69 66 -$ 45 $ 85 $ 10 $ 140 5 BR_LAKE0001 Hawkins Pedestrian Bridge Minor Rehabilitation 1 to 5 Years 71 63 $ 20 $ 125 $ 635 $ 25 $ 805 6 BR_SIMCO0001 Simcoe Street Bridge Minor Rehabilitation 1 to 5 Years 73 -$ 20 $ 50 $ 280 $ 25 $ 375 7 CU_VICT0569_1 Victoria St. Driveway Access Culvert Minor Rehabilitation 1 to 5 Years 75 75 -$ 8 $ 45 $ 5 $ 58 8 CU_LISG1158_1 Lisgar Ave. North Culvert Minor Rehabilitation 6 to 10 Years 70 67 $ 12 $ 66 $ 177.5 $ 10 $ 265.5 9 BR_CONCW0001 Concession St. W. Bridge Minor Rehabilitation 6 to 10 Years 70 67 $ 16 $ 54 $ 153 $ 25 $ 248 10 RW_FAIR Fairway Hills Blvd. and Quarter Town Line Minor Rehabilitation 6 to 10 Years 73 --$ 13 $ 36 $ 20 $ 69 11 RW_WILL William St. and Quarter Town Line Minor Rehabilitation 6 to 10 Years 73 --$ 5 $ 13 $ 5 $ 23 SUBTOTAL $120,000 $503,000 $1,882,500 $175,000 $2,680,500 BSIPriority Construction ($000s) Engineering ($000s) Investigations ($000s)Structure No.Structure Name Minimum Recommended Work (OSIM)BCI Associated Work ($000s) Estimated Project Cost ($000s) Replacements Page 217 of 300 APPENDIX C - PROPOSED BUDGET PLANNING SCHEDULES (CLASS D ESTIMATES) Work Years BSIPriority Construction ($000s) Engineering ($000s) Investigations ($000s)Structure No.Structure Name Minimum Recommended Work (OSIM)BCI Associated Work ($000s) Estimated Project Cost ($000s) RW_VICT Victoria St. Concession St. West Maintenance -83 ---$ .2 -$ .2 RW_BRIDGE0274 Bridge St. at Lisgar Ave Maintenance -84 ---$ 2 -$ 2 CU_BRIDE0274_1 Lisgar Ave Culvert Part 1 Maintenance -85 ---$ 22 $ 3 $ 25 BR_GOLF0002 The Bridges Golf Course John Pound Rd.Maintenance -85 75 --$ 12.5 $ 1.5 $ 14 RW_BROAD Broadway St. at Bloomer St.Maintenance -85 ---$ 1 -$ 1 CU_BALD1272_1 Baldwin St. at Goldenrod Dr. Maintenance -86 ---$ 8 $ 1 $ 9 CU_VIEN0615_1 Vienna Rd. from Stubbs Crt. Culvert Maintenance -87 ---$ 9 -$ 9 CU_BRIDE0274_2 Lisgar Ave Culvert Part 2 Maintenance -87 ---$ 32 $ 10 $ 42 CU_GLEND0176_1 Glendale Dr. Culvert at Victoria St.Maintenance -89 87 --$ 2.5 -$ 2.5 BR_VAN0001 Van St. Pedestrian Bridge Maintenance -89 77 --$ 12.5 $ 1.5 $ 14 BR_GOLF0001 The Bridges Golf Course at Hole 10 Maintenance -89 79 --$ 7 $ 1.5 $ 8.5 BR_GOLF0003 The Bridges Golf Course at Hole 12 and 17 Maintenance -89 79 --$ 4.5 $ 1.5 $ 6 CU_BAYH0993_1 Bayham Dr. Culvert Maintenance -89 ---$ 10 $ 2 $ 12 CU_QUAR1937_12 Quarter Town Line at Oak Park Pond Maintenance -89 ---$ 5 -$ 5 SUBTOTAL $0 $0 $128,200 $22,000 $150,200 CU_BROA3948_1 Broadway St. Culvert at Sobeys None -94 ------ CU_SPRU0541_3 Spruce St. Culvert None -97 ------ SUBTOTAL $0 $0 $0 $0 $0 TOTAL $200,000 $1,075,000 $7,519,700 $642,000 $9,436,700 No Work Recommended Maintenance Page 218 of 300 OSIM 2019 Needs Study Town of Tillsonburg Appendices G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. APPENDIX D STRUCTURE COMMENTS, POTENTIAL SCENARIOS, AND ALTERNATIVE STRATEGIES Page 219 of 300 APPENDIX D ‐ STRUCTURE COMMENTS, POTENTIAL SCENARIOS, AND ALTERNATIVE REHABILITATION STRATEGIESRecommendedCompleted1 RW_BEECHQuarter Town Line Retaining Wall at Beech Blvd.‐ Structure Evaluation‐ Monitoring of Deformations, Settlements, and MovementsReplacement is recommended. Continue to monitor movement, settlement and rotation of retaining wall until replacement. If any immediate safety concerns are identified, immediate rehabilitation or replacement is required. Extensive road work and staging may be required in a replacement project. Alternative solution to consider: Leave existing in‐place and install new RSS in‐front of existing ‐ various material options may be feasible. Evaluate structure against existing buried civil services and utilities.2 CU_DEVONS0314_1 Devonshire Ave. Culvert ‐ Monitoring of Deformations, Settlements, and MovementsReplace structure due to cusping, differential settlement, and corrosion. Monitor deformations, settlements, and movements. Cost based on assumption of bridge being closed to traffic during construction. Cost will increase if construction is staged. Hydraulic investigation may reveal liner option is available. If a culvert liner option is available, significant costs related to traffic management may be saved.3 RW_NEWE0002Newell Road East Retaining Wall ‐ Structure Evaluation‐ Monitoring of Deformations, Settlements, and MovementsReplace retaining wall. Sections of wall are missing and displaced throughout. Monitor for deformation. Estimate costs account for replacement of the complete retaining wall.Geotechnical investigation may determine if Newell Road will be affected by the excavation required for the retaining wall replacement. If Newell Road is not affected, traffic control, staging, or detours may not be required. Alternative solutions may include RSS walls ‐ various material options may be feasible. This option may limit traffic management. Evaluate structure against existing buried civil services and utilities.4 RW_NEWE0001Newell Road West Retaining Wall ‐ Monitoring of Deformations, Settlements, and MovementsReplace retaining wall. Sections of wall are missing and displaced throughout. Monitor for deformation. Estimate costs account for replacement of the complete retaining wall.Geotechnical investigation may determine if Newell Road will be affected by the excavation required for the retaining wall replacement. If Newell Road is not affected, traffic control, staging, or detours may not be required. Alternative solutions may include RSS walls ‐ various material options may be feasible. This option may limit traffic management. Evaluate structure against existing buried civil services and utilities.5 CU_NEWE1362_1 Newell Rd. Culvert ‐ Monitoring of Deformations, Settlements, and MovementsReplace structure. Deformation and deterioration of the culvert is anticipated to continue through the decade. Monitor deformation and cusping. Construction cost based on road closure and detour. An investigation may be completed to determine if liner option is available. If a culvert liner option is available, significant costs related to traffic management may be saved.6 CU_BALD1103_1Baldwin St. Culvert at Whispering Pine ‐ Monitoring of Deformations, Settlements, and MovementsReplacement of cusping 1100mm CSP culvert. Deformation and deterioration of the culvert is anticipated to continue through the decade. Monitor deformation and cusping. Construction cost based on road closure and detour. An investigation may be completed to determine if liner option is available. If a culvert liner option is available, significant costs related to traffic management may be saved.7 CU_BROA2247_1 Broadway & Christie St. Culvert ‐ Monitoring of Deformations, Settlements, and MovementsReplacement of cusping elliptical culvert (2280mm x 1500mm). Monitor deformation and cusping. Retaining wall at northeast quadrant to be monitored for movement. Culvert replacement includes repair to headwalls at inlet and outlet to suit new structure. A traffic investigation and staging design may be required to complete the work with traffic maintained. Hydraulic investigation may reveal liner option is available. If a culvert liner option is available, significant costs related to traffic management may be saved.1 BR_KINS0001 Kinsmen Pedestrian BridgeRehabilitation strategy and cost outlined in the Enhanced OSIM report. Rehabilitation would include replacement of select elements like‐for‐like, and rehabilitation and reinforcement of existing steel.Evaluate structure elements considering it functions as a pedestrian bridge only ‐ this may determine a cost efficient rehabilitation strategy. Less rehabilitation and reinforcement work may be required if the design incorporates the current load vs. original train loads.1CU_QUAR2685_1Quarter Town Line Culvert at Stoney Creek Severe rotation and sliding of retaining wall at southwest quadrant. Continue to monitor movement, settlement and rotation of gabion basket retaining wall on the west side until replacement. Replacement or stabilization of the southwest section should be done as soon as possible. Construction cost based on road closure and detour. Geotechnical investigation may determine if Quarter Town Line will be affected by the excavation required for the retaining wall replacement. If road is not affected, traffic control, staging, or detours may not be required. Alternative solutions may include RSS walls ‐ various material options may be feasible. This option may limit traffic management. Evaluate retaining wall against existing buried civil services and utilities.2 CU_LISG2209_1Lisgar Ave Culvert Outlet at Brock St. E.‐ Structure Evaluation‐ Monitoring of Deformations, Settlements, and MovementsThe structure is part of a combined system containing three (3) culverts. There is a pressurized water leak in the soffit of the structure. Monitor the deterioration caused by the leakage. An urgent investigation is recommended into the cause of the pressurized leakage to determine the extent and strategy of rehabilitation. Alternative strategies may be considered after the investigation is completed, and should include all environmental impacts. Strategies should include, but not be limited to, a review of the impact to sidewalks, roads, intersections, civil services and utilities, private property, and parking lots. Project planning years in advance of planned work may be required.3 CU_CONCE0299_1 Lake Lisgar Outlet Culvert ‐ Monitoring of Deformations, Settlements, and MovementsMinor rehabilitation of the spillway and outlet wingwalls, and footings. Replacement of the retaining wall at the southeast quadrant. Severe undermining of the footing at outlet with exposed timber piles. Monitor for settlement and further undermining.An enhanced OSIM inspection is recommended due to limited access to the barrel. A more detailed underwater investigation of the structure not visible may reveal additional work not currently planned. Dewatering, or limiting flow from the lake may be necessary to complete these investigations. Coordination with the LPRCA may be required. Alternative materials or solutions may involve the installation of sheet‐pile walls. 4 CU_BALD0654_1Baldwin St. Culvert at Participark TrailMinor rehabilitation to repair the eroded concrete at the inlet and outlet. Dewatering will likely be required.Planned rehabilitation of this structure may include a proprietary polymer spray‐on liner to theoretically prolong lifespan. Alternative solutions for the retaining wall repair may include steel sheet pile, tremie concrete (depending on water level), pump‐able SCC.5 BR_LAKE0001 Hawkins Pedestrian Bridge ‐ Monitoring of Deformations, Settlements, and MovementsMinor rehabilitation of structural steel components, embankments, approaches, and retaining walls. Monitor deformation of diaphragm at west abutment bearing. Design work for new retaining walls on the banks and a rehabilitation of the approaches is underway.While a minor rehabilitation is recommended in the short term (1 ‐ 5 years), cleaning and coating of the steel piers is also recommended (6 ‐ 10 years). At that time, a major rehabilitation may be expected and may include a blasting of localized steel areas, cleaning and over‐coating of the remaining steel areas, and a deck replacement. Major costs associated with this work is expected.Comments, Potential ScenarioPriority Structure No. Structure NameAlternative Rehabilitation StrategiesAdditional Inspections, Investigations, StudiesMajor Rehabilitation Minor RehabilitationReplacementsPage 220 of 300 APPENDIX D ‐ STRUCTURE COMMENTS, POTENTIAL SCENARIOS, AND ALTERNATIVE REHABILITATION STRATEGIESRecommendedCompletedComments, Potential ScenarioPriority Structure No. Structure NameAlternative Rehabilitation StrategiesAdditional Inspections, Investigations, Studies6 BR_SIMCO0001 Simcoe Street Bridge ‐ Detailed Condition Survey Minor rehabilitation of the approaches, deck wearing surface, and waterproofing. Construction staging recommended. Detailed condition survey recommended prior to design. Results of the detailed condition study will determine the rehabilitation strategy. A traffic investigation and staging design will be required to complete the work with traffic maintained. Based on the age and history of the structure, the MTO Structure Rehabilitation Manual, Appendix 2.C., rehab methods include removal and replacement of the existing waterproofing. 7 CU_VICT0569_1Victoria St. Driveway Access CulvertMinor rehabilitation including replacing the railing system.  An review of the site, slope grades, and service (traffic AADT), may be completed to evaluate the design of and the need for a barrier. 8 CU_LISG1158_1 Lisgar Ave. North Culvert ‐ Underwater Investigation‐ Structure Evaluation‐ Monitoring of Deformations, Settlements, and MovementsMinor rehabilitation of the culvert barrel. Limited inspection due to high water levels.A structure evaluation is recommended, along with an underwater investigation to determine the appropriate scope of rehabilitation. Considering typical deterioration trends of these types of culverts, it would be safe to assume the condition of the steel below the water line is deteriorating at a faster rate than above the water line. There is potential for corrosion and section loss. Potential solutions could include a culvert liner or a proprietary spray‐on liner to extend the life of the structure. Hydraulic investigation would be required for the liner option. 9 BR_CONCW0001 Concession St. W. Bridge ‐ Detailed Condition Survey‐ Concrete Substructure Condition SurveyMinor rehabilitation of the approaches, deck wearing surface, soffit, and retaining walls. Results of the detailed condition study will determine the rehabilitation strategy.The minor rehabilitation strategy includes replacement of the wearing surface. The OSIM reports a previous deck rehabilitation, in 2004. By the time this structure is scheduled for work (6 ‐ 10 years), it would be safe to assume new waterproofing is required, with at least localized patch repairs of the deck. If traffic is to be maintained, a traffic study would be required to determine appropriate temporary traffic lights at each approach. The private entrances and Kinsmen Park parking area would need to be maintained.10 RW_FAIRFairway Hills Blvd. and Quarter Town Line ‐ Monitoring of Deformations, Settlements, and MovementsMinor rehabilitation to prevent further settlement and deformation of the retaining wall structure. Monitor the structure for settlement and rotation.The retaining wall appears stable at the time of inspection, however there is evidence of potential movement occurring. The sidewalk, barrier, and fill above the retaining wall has settled.  11 RW_WILLWilliam St. and Quarter Town Line ‐ Monitoring of Deformations, Settlements, and MovementsMinor rehabilitation of sidewalk due to settlement. Monitor settlement of the retaining wall and sidewalk. Monitor the structure for settlement and rotation.The retaining wall appears stable at the time of inspection, however there is evidence of potential movement occurring. The sidewalk above the retaining wall has settled partially. The suspected rotation may only be a result of construction (stone installation and bulging of gabion basket).  RW_VICTVictoria St. Concession St. West‐ Monitoring of Deformations, Settlements, and MovementsRW_BRIDGE0274 Bridge St. at Lisgar Ave‐ Monitoring of Deformations, Settlements, and MovementsCU_BRIDE0274_1 Lisgar Ave Culvert Part 1BR_GOLF0002The Bridges Golf Course John Pound Rd.‐ Monitoring of Deformations, Settlements, and MovementsRW_BROADBroadway St. at Bloomer St.CU_BALD1272_1 Baldwin St. at Goldenrod Dr. CU_VIEN0615_1Vienna Rd. from Stubbs Crt. Culvert CU_BRIDE0274_2 Lisgar Ave Culvert Part 2CU_GLEND0176_1Glendale Dr. Culvert at Victoria St.BR_VAN0001 Van St. Pedestrian Bridge BR_GOLF0001The Bridges Golf Course at Hole 10BR_GOLF0003The Bridges Golf Course at Hole 12 and 17 CU_BAYH0993_1Bayham Dr. Culvert CU_QUAR1937_12Quarter Town Line at Oak Park Pond CU_BROA3948_1Broadway St. Culvert at SobeysCU_SPRU0541_3Spruce St. Culvert MaintenanceNo Work RecommendedPage 221 of 300 OSIM 2019 Needs Study Town of Tillsonburg Appendices G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. APPENDIX E PROPOSED 2020-2030 CAPITAL BUDGET FORECAST Page 222 of 300 Bridge/Structure Program - COSTSTillsonburg - Project #19-033APPENDIX E - PROPOSED 2020 - 2030 CAPITAL BUDGET FORECASTLast Updated: August 16, 2019Priority Structure No. Structure Name Work Description 2020 2021 20222023 2024 2025 2026 2027 2028 2029 20301 CU_QUAR2685_1 Quarter Town Line Culvert at Stoney Creek Minor Rehabilitation$150,000.002 RW_BEECH Quarter Town Line Retaining Wall at Beech Blvd. Replace$85,000.00 $360,000.003 BR_KINS0001 Kinsmen Pedestrian BridgeMajor Rehabilitation$135,000.00 $2,716,000.004 CU_DEVONS0314_1 Devonshire Ave. Culvert Replace$100,000.00 $302,000.005 CU_LISG2209_1 Lisgar Ave Culvert Outlet at Brock St. E.Minor Rehabilitation$48,000.00 $210,000.006 CU_CONCE0299_1 Lake Lisgar Outlet Culvert Minor Rehabilitation$113,000.00 $176,000.007 CU_BALD0654_1 Baldwin St. Culvert at Participark TrailMinor Rehabilitation$45,000.00 $95,000.008 BR_LAKE0001 Hawkins Pedestrian Bridge Minor Rehabilitation$70,000.00 $160,000.00$75,000.00 $500,000.009 BR_SIMCO0001 Simcoe Street Bridge Minor Rehabilitation$70,000.00 $305,000.0010 CU_VICT0569_1 Victoria St. Driveway Access CulvertMinor Rehabilitation$8,000.00 $50,000.0011 RW_NEWE0002 Newell Road East Retaining Wall Replace$63,000.00 $275,000.0012 RW_NEWE0001 Newell Road West Retaining Wall Replace$63,000.00 $230,000.0013 CU_NEWE1362_1 Newell Rd. Culvert Replace$93,000.00 $1,205,000.0014 CU_BALD1103_1 Baldwin St. Culvert at Whispering Pine Replace$43,000.00 $236,000.0015 CU_BROA2247_1 Broadway & Christie St. Culvert Replace$70,000.00 $630,000.0016 CU_LISG1158_1 Lisgar Ave. North Culvert Minor Rehabilitation$78,000.00 $187,500.0017 BR_CONCW0001 Concession St. W. Bridge Minor Rehabilitation$70,000.00 $178,000.0018 RW_FAIRFairway Hills Blvd. and Quarter Town Line Minor Rehabilitation$13,000.00 $56,000.0019 RW_WILLWilliam St. and Quarter Town Line Minor Rehabilitation$5,000.00 $18,000.00$470,000.00 $3,539,000.00 $579,000.00 $736,000.00 $598,000.00 $1,248,000.00 $306,000.00 $708,000.00 $257,500.00 $271,000.00 $574,000.00AVERAGEBR_LAKE0001 Hawkins Pedestrian Bridge recommended for a major rehab in 6-10 years. Work includes removal and reapplying of structural steel coating. Costs in above table are included as allowences for future work. Note: The first year costs shown represent estimated investigation and engineering costs. The second year cost shown represent estimated construction and associated work costs.TOTAL$844,227.27Page 223 of 300 OSIM 2019 Needs Study Town of Tillsonburg Appendices G. DOUGLAS VALLEE LIMITED Consulting Engineers, Architects & Planners Authorized by the Association of Professional Engineers of Ontario to offer professional engineering services. APPENDIX F STRUCTURE LOCATION MAP Page 224 of 300 South Ridge P.S 9 croell,lili.�a !. l't � 1 � \ � 9 The Country Table Q Sirius ConsolidatedBRADBURN SUBDIVISION llsanburg Minor soccer 9 \ Westfield Public School 9 BDldwln Place n Residenis Association T l\ f f\<I i'•��i.!'J ., s Tlllsonbur[I lsonbrands Cj» 0•""'""""' E & E McLaughlin 9 Fleetwood Q Wareho1Jsln� �'u' �•" West End Mini Storage Q T 111�,-, r'I f,,,, 1rl"I lAli r, � �!�!"!!1t10 � ' Tim Hortons �1 � wl _,,.)''° Q' Broadway · emas tRl" .,. .,.,,..., Trottier Park 0 0 Ill. '2 f ee�ctt�\ld, ft Tlllsonburg Danbrook Automotive Q 9 Y Phys1otherap11 Clinic Makk,nk's Flower F.irm q l(el1etl.Rd Jim Thompson Desjardins Insurance Kissner Milling Company 0Martimea Q Gyulveszi Park fa Botl<"St RONA Moffatt & ell I Tillsonburg Q Lr;11g "' S1 Joseph's Catholic� Elementary School Y The Bridi;ies1.:11, at Tlllsonburg Y L.o!'lg Poir'lt Region Conservation Authority j Man.vinod lmernational nInc. Plant 2 T � Ampro Electrl,c Q How� d John on y V�yn 1 n ~1 I 011tiurg lno11at.a Foods Q si,rUC" Freucle�9-� @9 -· 0 TOWN OF Tl LLSONBURG STRUCTURE INSPECTIONS - 2019 -BRIDGE STRUCTURES -CULVERT STRUCTURES -PEDESTRIAN BRIDGE STRUCTURES -RETAINING WALL STRUCTURES NUMBER STRUCTURE NAME LOCATION BR_KINS0001 KINSMEN PEDESTRIAN BRIDGE 2 BR_SIMC00001 SIMCOE ST. BRIDGE 3 BR_CONCW0001 CONCESSION ST. W. BRIDGE 4 BR_GOLF001 THE BRIDGES GOLF COURSE AT HOLE 10 5 BR_GOLF002 THE BRIDGES GOLF COURSE AT JOHN POUND ROAD 6 BR_GOLF003 THE BRIDGES GOLF COURSE AT HOLE 12 AND 17 7 BR_LAKE0001 HAWKINS PEDESTRIAN BRIDGE 8 BR_VAN0001 VAN ST. PEDESTRIAN BRIDGE 9 CU_BALD0654_ 1 BALDWIN ST. CULVERT AT PARTICIPARK TRAIL 10 CU_BROA2247_1 BROADWAY & CHRISTIE ST. CULVERT 11 CU_DEVONS0314_1 DEVONSHIRE AVE. CULVERT 12 CU_GLEN0176_ 1 GLENDALE DR. CULVERT AT VICTORIA ST. 13 CU_LISG1158_ 1 LISGAR AVE. NORTH CULVERT 14 CU_QUAR2685_ 1 QUARTER TOWN LINE CULVERT AT STONEY CREEK 15 CU_VICT0569_ 1 VICTORIA ST. DRIVEWAY ACCESS CULVERT 16 RW_BEECH QUARTER TOWN LINE RETAINING WALL AT BEECH BLVD. 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 RW_BRIDGE0274 BRIDGE ST. AT LISGAR AVE. RW_BROAD BROADWAY ST. AT BLOOMER ST. RW_FAIR FAIRWAY HILLS BLVD. AND QUARTER TOWN LINE RW NEWE0001 NEWELL ROAD WEST RETAINING WALL RW_NEWE0002 NEWELL ROAD EAST RETAINING WALL RW_VICT VICTORIA ST. AT CONCESSION ST. WEST RW_WILL WILLIAM ST. AND QUARTER TOWN LINE CU_BROA3948_ 1 BROADWAY ST. CULVERT AT SOBEYS CU_QUAR1937 _ 12 QUARTER TOWN LINE AND OAK PARK POND CU_BALD1103_ 1 BALDWIN ST. CULVERT AT WHISPERING PINE CU_BALD1272_ 1 BALDWIN ST. AT GOLDENROD DR. CU_NEWE1362_ 1 NEWELL ROAD CULVERT CU_BAYH0993_ 1 BAYHAM DRIVE CULVERT CU_VIEN0615 1 VIENNA RD. FROM STUBBS CRT. CULVERT CU_CONCE0299_ 1 LAKE LISGAR OUTLET CULVERT CU_BRIDE0274_ 1 LISGAR AVE. CULVERT PART 1 CU_BRIDE0274_2 LISGAR AVE. CULVERT PART 2 CU_LISG2209_ 1 LISGAR AVE. CULVERT OUTLET AT BROCK ST. E. CU_SPRU0541_3 SPRUCE ST. CULVERT vallee CONNECTED. ENRICHED. INSPIRED . Consulting Engineers, Architects & Planners 2 TALBOT STREET NORTH SIMCOE, ONTARIO N3Y 3W4 (519)426-6270 STRUCTURE LOCATION MAP 2019 OSIM INSPECTIONS TOWN OF TILLSONBURG Date Scale Project No : Drawing No : OCTOBER, 4 2019 NTS 19-033 1 Page 225 of 300 Report Title July - September 2019 RCP Activity Reports Report No. RCP 19-49 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date October 15, 2019 Attachments Jul-Sep 2019 Activity – Rec Programs and Services Jul-Sep 2019 Activity – Culture & Heritage Jul-Sep 2019 Activity – Parks and Facilities LLWP 2019 Season Results 2019 Summer Camp Program Activity Report Page 1 / 3 July - September 2019 RCP Activity Reports RECOMMENDATION THAT Council receives Report RCP 19-49 – July - September 2019 RCP Departmental Activity Reports for information. EXECUTIVE SUMMARY Attached are activity reports from the Recreation Programs & Services Division, the Culture & Heritage Division, the Parks & Facilities Division, and the RCP Administration team for the third quarter of 2019. These updates are normally provided quarterly for Council’s information. In addition, more comprehensive reports regarding the operations of the Lake Lisgar Waterpark and the 2019 Summer Camp Program are attached. BACKGROUND Council asked for reporting on the tourism service figures from the Tillsonburg District Craft Guild as per the following criteria: The Craft Guild supplied the following data: The quarterly total for Q3 2018 was 9799 visitors including 351 tourism inquiries. Jan Feb Mar Q1 Apr May Jun Q2 Jul Aug Sep Q3 Oct Nov Dec Q4 Total 595 597 984 2176 1098 1228 1304 3630 1304 1364 874 3542 0 9348 131 108 121 360 160 144 111 415 36 34 169 239 0 1014 0 62 56 118 53 0 7 60 0 0 7 7 0 185 47 61 205 313 115 151 182 448 1013 1018 69 2100 0 2861 111 174 127 412 129 55 122 306 48 85 96 229 0 947 150 172 174 496 148 162 176 486 174 182 176 532 0 1514 50 20 20 90 532 501 915 1948 821 85 286 1192 0 3230 1084 1194 1687 3965 2235 2241 2817 7293 3396 2768 1677 7841 0 0 0 0 19099 12 24 28 64 56 82 107 245 70 136 157 363 0 672 2019 Visitors and Staff In-house groups Adult classes Children's classes Room Rentals Electronics Recycling Events QUARTERLY TOTAL Visitor/tourism inquiries NOTE: This number is included in the "Visitors & Staff" total shown above Page 226 of 300 Page 2 / 3 July - September 2019 RCP Activity Reports FINANCIAL IMPACT/FUNDING SOURCE N/A 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 227 of 300 Page 3 / 3 July - September 2019 RCP Activity Reports Report Approval Details Document Title: RCP 19-49 - July - September 2019 RCP Activity Reports.docx Attachments: - RCP 19-49 - ATT 01 - Jul-Sep 2019 Activity - Rec Programs and Services.docx - RCP 19-49 - ATT 02 - Jul-Sep 2018 Activity - Culture and Heritage.docx - RCP 19-49 - ATT 03 - Jul-Sep 2019 Activity - Parks and Facilities.docx - RCP 19-49 - ATT 04 - Jul-Sep 2019 Activity - RCP Admin.docx - RCP 19-49 - ATT 05 - LLWP 2019 Season Results.docx - RCP 19-49 - ATT 06 - Summer Camp 2019 Season Results.docx Final Approval Date: Oct 7, 2019 This report and all of its attachments were approved and signed as outlined below: Ron Shaw - Oct 7, 2019 - 8:55 AM Page 228 of 300 Report Title July–September 2019 Activity Report: Recreation Programs & Services Report No. RCP 19-49 Author Andrea Brown, Manager Recreation Programs and Services Meeting Type Regular Council Meeting Council Date October 15, 2019 Attachments Page 1 / 6 1161919762,,,RCP 19-49 - ATT 01 - Jul-Sep 2019 Activity - Rec Programs and Services BUSINESS SERVICES TEAM The Business Services Team is responsible for: • administration; • customer service & reception; • advertising, merchandise & vending sales; • marketing; • program registration; and • facilities bookings & rentals Administration Legend continues to have some challenges. An onsite training workshop is scheduled for the beginning of October to address issues and to train staff that are new to Legend software. An Adult Part Time Customer Service Representative resigned due to finding full-time employment in another municipality. 2 full-time CSR positions have been posted to align with a new service model that increases the service level and aims to increase retention rates. Two summer student Customer Service Representatives positions ended at the beginning of September. They performed the customer service roles at Lake Lisgar Waterpark and were a crucial part of the waterpark team. Social Media training was provided in September by the Marketing department and will be utilized in the next quarter. The Recreation Department now has an Instagram account. F.A.R.E. Applications continue to be accepted for the Fee Assisted Recreational Experience program. The application form was updated to reflect the current Low Income Cut Off levels. In Q3 funds have been provided to program participants for programs such as swim lessons, youth programs, camps or health club and fitness passes and many F.A.R.E. participants utilized the free access to Lake Lisgar Water Park. Programs & Facilities Tillsonburg First Baptist Church continues with their Sunday services at the Community Centre. The Auditorium and Marwood Lounge are booked for them each week. 2019-2020 seasonal contracts have been completed and issued to all user groups. TMHI has adjusted their ice time this season to allow games to be entered into practice slots. This will assist with scheduling of last minute games, as well as not affecting our adult seasonal users. Summer 2019 arena bookings went well. Rentals include: Figure Skating, Sniper’s Hockey Academy, Power Skating, PEP, Hometown Hockey, TMHI Fall warm-up as well as their tryouts. We also had adult seasonal users play throughout the summer. The practice rink has been booked with monthly contracts as well. Page 229 of 300 Page 2 / 6 1161919762,,,RCP 19-49 - ATT 01 - Jul-Sep 2019 Activity - Rec Programs and Services Policies and Procedures RZone Educational materials are being produced and RCP staff are being trained on the new RZone policy. A presentation to provide information and the reporting process to user groups will take place in late October/early November. Sports Facilities Allocation Policy Draft The draft Sports Facilities Allocation Policy was presented to the Recreation & Sports Advisory Committee at the September meeting. The committee made a motion that the policy be shared with facility users for feedback and comment. Facility users have received the policy and have been asked for feedback by October 1st so that the feedback can be presented at the next Recreation & Sports Advisory Committee meeting. Looking Ahead To The Next Quarter Administration  End of Season Ball meeting scheduled for October 20th.  Ice User group meeting scheduled for November 7th Programs & Facilities  2019/2020 Arena season will begin October 1, 2019  Legend training October 8/9 2019  TMHI will be hosting 3 tournaments this quarter - TMHI Rep, TMHI A/E & TMHI Midget Local League.  Ball Tournament – October 26, 2019  The Marwood Lounge will be used for the Federal Election for both Advanced Polls and the general election. Page 230 of 300 Page 3 / 6 1161919762,,,RCP 19-49 - ATT 01 - Jul-Sep 2019 Activity - Rec Programs and Services AQUATICS TEAM The Aquatics Team is responsible for: • swimming instruction; • indoor pool lifeguards; • waterpark lifeguards; • aquafit programming; • drowning prevention outreach programming; • lifeguard competition and synchronized swimming teams. Programs The majority of programming took place at Lake Lisgar Waterpark and is addressed in a separate report. The fall session of swimming began on September 9th and registration was extremely successful. There are over 100 more participants registered in Fall #1 2019 in comparison to Fall #1 2018. This would explain the year to date surplus of $13,873.00 in Youth Program Fees revenue. Aquatic Admissions are also up at the end of September and have surpassed the year to date budget by $1,279. This is unexpected considering the indoor pool was closed for the month of August. The planned fall Homeschool group starts back up in November which attracts a significant number of people. Staffing Staff recruitment for employment in the Aquatics department was a successful and smooth process supported by HR. New applicants and returning staff filled the required compliment for aquatic programming and facilities for 2019/2020. Two new Assistant Instructors and two new Instructor/Lifeguards joined our team and are now trained and working very successfully at the Indoor Pool. Staff development will be a major focus this season. Operations The indoor pool was closed for a month from August 3 – September 8 for repairs and bi-annual maintenance. All memberships were put on hold during this time and reactivated when the pool reopened Looking Ahead To The Next Quarter Winter Brochure Development of the brochure is well underway and all programming has been submitted for the Winter 2020 Leisure Guide. Promotion of new programming and schedules will need to take place to ensure the community is well aware of the opportunities available to them. Special Events Saturday October 5th Volunteers from the Aquatics Department are assisting the Amazing Race with an Artistic Swimming Leg of the race. Participants will learn a short water routine that will need to be performed well before moving on to the next leg of the race. All proceeds from the event will be donated to the Helping Hand Food Bank. In support of the October Breast Cancer initiative knowing that fitness is one of the best self-care cancer preventative strategies the aquatics department will be offering a free Aqua Jogging Class Monday October 21st and free Aqua Cycling Class Thursday October 24th. The Cancer Society will be providing educational materials for participants and donations to the Cancer Society will be graciously accepted. Back by popular demand Lake Lisgar Waterpark will be getting a spooky facelift by 3 of Tillsonburg’s finest Halloween enthusiasts. Chip Barkhouse, Scott Foster and Lisa Boughner have graciously volunteered to decorate and supply all of the scares for anyone daring to enter the bathhouse at Lake Lisgar Waterpark Saturday October 26th and Sunday October 27th from 5:00 – 8:00pm. RCP staff will Page 231 of 300 Page 4 / 6 1161919762,,,RCP 19-49 - ATT 01 - Jul-Sep 2019 Activity - Rec Programs and Services also be volunteering and dressing up to assist with scare tactics. The cost for is just $2.00 per person with all money going to support the FARE program. Santa will also be returning to the indoor pool on Monday December 23rd from 1:00 – 2:30pm to fit in some last minute fitness preparations for Christmas Eve. Participants will again enjoy some in water Christmas themed activities as well as some close up and personal time with Santa. Page 232 of 300 Page 5 / 6 1161919762,,,RCP 19-49 - ATT 01 - Jul-Sep 2019 Activity - Rec Programs and Services PROGRAMS TEAM The Programs Team is responsible for: • Dry-land fitness instruction; • Health club operations; • Adult co-ed sport league programming; • Youth sport programming; and • Summer camp programming. Youth Programs Summer Camp Summer Camps were the primary program offering for Q3, which saw a 12% increase in attendance compared to 2018. Camp capacities were raised for several weeks to accommodate the demand. Overall, camps were successful throughout the summer and showed growth across all weeks. Youth Programs Youth Programs entered the first season now offering 7 week long sessions, previously 5 weeks long. Sports programs had only one course cancellation (Ultimate Sports Mix 9-12 years old). Dance/Gymnastics have a total of 29 participants for the first session, which saw all 6 time slots operate. The first offering of the Home Alone course ran with 14/20 participants. The Creations Series cooking class reached capacity and had an overflow class set up and there are currently 14 participants taking the course. PA Day Camp was able to run with adequate registrations; this is after all three needing to be cancelled in Q2. Although there were no participants using the newly added half day option, camps running are an encouraging sign for the future Adult Programs Volleyball leagues Volleyball Leagues started up in September after not running in the summer, the session is operating at capacity. Fitness Programs Fitness classes ran a nearly complete schedule compared to the past quarter, typically, the summer schedule is severely reduced. The result of this allowed attendance numbers to see a boost to 669, from just 218 in the previous year. Health Club Health Club memberships remain growing steadily, with a current base of 399 members and 172 participants holding vouchers, for a total of 571 current Health Club users. Bus Trips The Toronto Blue Jays bus trip took place on Sunday, September 15th, with 40 participants making the trek to the Roger’s Center. Challenges PA Day Camps will continue to run but have shown low registrations in the past. Options for more flexible registration and marketing opportunities are being explored for Q4. A new program offering, Friday Night Hangouts did not run for the first session. More descriptive marketing will be a focus for this course to see if it will be viable for the second session. Youth programs are running the most courses they have all year, but there is still much more capacity to be filled. The successful formula is trending towards more program offerings rather than aiming to fill a Page 233 of 300 Page 6 / 6 1161919762,,,RCP 19-49 - ATT 01 - Jul-Sep 2019 Activity - Rec Programs and Services smaller number, more courses will need to be offered moving forward to maximize revenue generating potential. The membership base remains steady, but the Health Club saw the typical lower attendance numbers throughout the summer. Looking Ahead To The Next Quarter As a holiday season bus trip has proved successful in the past, a trip in November has been planned. This trip will be pivotal in overall success of bus trips for 2019. Youth Programs will continue to be marketed and modified to best reach our customer base. The Friday Night Hangouts program will expand the age range to 5-12 years old, from 8-12, and emphasize the drop-in options. A Day camps now offer the option to register for a half day, as an effort to increase registrations. More fitness classes will be added to the schedule, including 30 minute classes offered in the evenings. Building off of the success of the cooking program, Youth Programs will continue to expand offerings, including more arts and life-skills based programming. Skating begins in the first week of October, this will be the first year that there is the ability to track attendance from the start of the season to when outdoor skating is offered. Corporate Health Club membership terms have been drafted, marketing materials will be sent out in October to community businesses. Q4 will also see the retirement of the current Health Club Coordinator. Page 234 of 300 Report Title July–September 2019 Activity Report: Culture & Heritage Report No. RCP 19-49 Author Patricia Phelps, Culture & Heritage Manager/Curator Meeting Type Regular Council Meeting Council Date October 15, 2019 Attachments Page 1 / 3 1161974331,,,RCP 19-49 - ATT 02 - Jul-Sep 2018 Activity - Culture and Heritage ACTIVITY REPORT JULY TO SEPTEMBER 2019 The third quarter of 2019 was active at the Museum as several planned events were hosted along with a new exhibit and various public programing. Preplanning for the fall and busy Christmas season commenced in the third quarter. Information regarding the decorating schedule was sent to the volunteer decorators, while quotes were requested for the two Lunch & Learn programs to be offered in the fourth quarter. The Culture & Heritage Manager/Curator developed and presented an in-class World War One program to Ms. Giffin’s Grade 10 history students at Glendale High school at the end of the quarter. The Culture & Heritage Programs Coordinator position was posted and closed during the quarter, with interviews and candidate selection to occur within the first weeks of Q4. Minor plaster repair work in rooms on the second and third floor of Annandale house began late in the quarter with completion scheduled in early Q4 ensuring the house will be ready for the Christmas decorating season. ATTENDANCE UPDATE The Museum saw an increase in attendance over Q3 of 2018. New events like the Dolly & Teddy Bear Picnic along with new programing like the Breaking News – Not Fake News power point presentations helped to increase the 2019 third quarter numbers. 2019 BUSINESS PLAN During the quarter two exhibits were installed in the Pratt Gallery. “Hello Dolly,” which opened in the second quarter, continued into the third, while “Those Crazy Quilts” opened and closed in Q3. Q1 Q2 Q3 Q4 YTD Q1 Q2 Q3 Q4 YTD Q1 Q2 Q3 Q4 YTD Admissions 311 934 912 404 2561 192 533 522 612 1859 174 335 610 2978 Programs 27 290 341 618 1276 21 91 15 765 892 0 106 23 1021 Events 288 1000 2867 553 4708 235 912 2624 446 4217 357 1131 2873 8578 Tourism & Historical Information Services 302 436 373 253 1364 164 323 452 289 1228 221 379 365 2193 Members & Volunteers 455 537 517 656 2165 365 548 381 655 1949 488 510 462 3409 Room Rental Visitors 398 247 240 238 1123 183 288 349 268 1088 250 241 199 1778 QUARTERLY TOTAL 1781 3444 5250 2722 13197 1160 2695 4343 3035 11233 1490 2702 4532 0 19957 2017 2018 2019 Page 235 of 300 Page 2 / 3 1161974331,,,RCP 19-49 - ATT 02 - Jul-Sep 2018 Activity - Culture and Heritage The “Hello Dolly” exhibit featuring over 120 dolls dating from the early 1860’s to present day was well received by the visiting public. The Dolly and Teddy Bear Picnic hosted on the lawn in August was a success with over 170 people enjoying a picnic lunch, live entertainment, games, crafts and a tea party. This was a first time event for the Museum and those in attendance made several requests to make this an annual event. Responding to this public input, a Teddy Bear Picnic has been added to the 2020 event calendar. “Those Crazy Quilts” an exhibit highlighting crazy quilts from the Museum‘s permanent collection along with borrowed quilts from area Museums and a private collector was the third exhibit in the Pratt Gallery for 2019. Due to the fragile nature of these quilts, this exhibit had a relatively short run, being installed for only a four week period. The Crazy Quilt fad began in the late 1870’s and were popular among upper middle class women throughout the 1880’s, coming back into favor for a brief time in the 1970’s. These particular quilts where produced as decorative items, not bed coverings. As such, the fabrics traditionally used to produce them were velvets and satins. These fabrics become incredible fragile over time, consequently this type of quilt is rarely displayed. The exhibit hosted during the quarter displayed over 20 Crazy quilts that brought visitors from London, Brantford, Waterford, Woodstock, St. Thomas as well as citizens from Tillsonburg. Several quilting groups and local quilters took in the opportunity to view so many of these unique quilts on display at one time. A Crazy Quilter’s Tea was offered during the exhibition run. This program gave participants tea and goodies followed by guided tour of the exhibit from the Museum’s Collections & Exhibitions Specialist, Jen Gibson. The program was filled to 90% capacity. The Museum’s annual Canada Day Open House and Fun Fair on the lawn was hosted during the quarter with close to 800 visitors taking part in the various activities offered. Generous donations from the Rotary Club of Tillsonburg, the Tillsonburg Lions and Lioness Clubs and the Tillsonburg Knights of Columbus allowed the Museum to offer this event free of charge to Tillsonburg citizens and their visitors. The public program of Power Point presentations “Breaking News – Not Fake News” which looked at interesting news items from the Tillsonburg Observer in 1869, 1879, 1889 and 1899 was completed during this quarter. The program, which was offered by donation, was well received with over $200 in donations collected from those who attended the series. The next series of power point presentations “Say Cheese” will be presented in the fourth quarter and will look at the Museum’s historic photographic collection. Planning for this series was undertaken during Q3. The Annandale House Trust Account received a $10,000 bequest from the Estate of Nancy Tillson of Vancouver B.C. Miss Tillson was born and raised in Tillsonburg, being the great, granddaughter of E.D. Tillson. The Collections & Exhibit Specialist cleared some of the displays within Annandale House during the quarter in preparation for the plaster repair work. The “Hello Dolly” exhibit was dismantled with loaned items returned to their donors and the “Those Crazy Quilts” exhibit was installed in the Pratt Gallery. This exhibition was featured in the Woodstock Sentinel Review, Tillsonburg News and Heart FM with the Collections & Exhibition Specialist conducting an live on-air interview. Two exhibit cases of recent acquisitions were created in the front lobby of the Museum to showcase artifacts that had recently come into the Museum’s collection. Planning for the up- coming Christmas exhibit is underway. Page 236 of 300 Page 3 / 3 1161974331,,,RCP 19-49 - ATT 02 - Jul-Sep 2018 Activity - Culture and Heritage The Museum received objects, documents, and photographs from 14 donors this quarter. These 14 donors gave 66 objects total. The most significant artifacts received during this quarter came from Martha and Max Jackson. Martha is a descendent of E. D. Tillson. The Jackson’s donated a 1916 World War One Victory Quilt embroidered with names of many past citizens of Tillsonburg. Included in the donation was the WWI Nursing Cape of Nursing Sister Marguerite Sinclair, granddaughter of E. D. Tillson. Also of note was a large collection of Tillsonburg souvenir ware from Mr. Roger Matz. The bowls, plates, cups and saucers represent high quality souvenirs from around the early 1900s and feature images of Tillsonburg including the Town Hall, Public School and Tillson Water Tower. The Museum purchased three artifacts from a private collector. The items are a very rare Luke & Sons Cream Lager Bottle, a R.H. Wilcox Soda Bottle, and a brass address plaque from the Tillson Pea Mill and will add greatly to the collection of the Museum. Volunteers, working under the Collections & Exhibition Specialist continue to scan documents and photographs from the permanent collection and to add records to the Pastperfect database. During the quarter data entry was completed for all bibles and Christmas greeting cards in the Museum’s collection. Volunteers also started scanning the family history files the Museum has in its research files. All names appearing on the newly donated 1916 Victory Quilt were recorded by collection volunteers. Page 237 of 300 Report Title July–September 2019 Activity Report: Parks, Cemetery & Facilities Activity Report Report No. RCP 19-49 Author Corey Hill, Manager of Parks & Facilities Meeting Type Council Meeting Council Date October 15, 2019 Attachments Page 1 / 2 1162065888,,,RCP 19-49 - ATT 03 - Jul-Sep 2019 Activity - Parks and Facilities ACTIVITY REPORT (July - Sept 2019) SPECIAL EVENTS Canada Day – July 1 celebration activities took place at Station Arts, the Clock Tower, Museum & in Memorial Park/Celebration Plaza. Festivities included a breakfast, picnics, live music as well fireworks. Facilities and Parks staff supported the events through garbage collection/disposal, delivery & pick-up of tables/chairs, setting up barriers for the fireworks, configuration of picnic tables as well as site clean-up. Ribfest – Ribfest took place in September and was located in Memorial Park. This even was supported by the Parks team by distributing garbage receptacles throughout the park and relocating picnic tables. The Facilities Special Events Crew assisted in the Park’s clean-up following the event. Horse Show – the Horse Show took place in August and required Parks staff to relocate bleachers and perform site clean-up. Shriner’s BBQ – The Shriners BBQ took place in September and required the set-up of 400+ chairs and 60 tables in the Memorial Arena and site clean-up. Baseball Tournaments – Numerous baseball tournaments were hosted for a variety of organizations including Tillsonburg Old Sox, Tillsonburg Minor Ball, NSA Canada & Slow Pitch National. There was also regular league play with Tillsonburg Ladies’ & Men’s Slow Pitch plus youth hardball. Each event required planning, grooming & lining of fields, delivery of garbage containers and regular garbage collection and site clean-up. Tillsonburg Fair – The Fair was held in August. Some site preparations and clean-up was performed within Memorial park as well as in Memorial Arena for the Comic-con. The Comic- con required extensive set-up, logistical planning and clean-up by the Facilities team. CAPITAL PROJECTS Facility Condition Assessment Work – Work commenced to organize the various work associated with Facility Condition Assessments for the cemetery, Public Works & the Museum. Work to continue in Q4. Overhead Doors Condition Assessment – Critical repairs were completed and additional work continued throughout Q3. Fire Hall Dehumidification – Project complete. Ice Resurfacer Refuelling Station – Project complete. Domestic Hot Water Replacement & Heat Recovery Integration – Project was procured in Q2 and awarded late Q3. Work to commence in Q4. Summer Place/Rowing Club – Facility leased to third party in August and handed over in early Sept. Annandale Diamond Lighting – Procurement took place in Q2. Project deferred to 2020 capital budgeting process. Page 238 of 300 Page 2 / 2 1162065888,,,RCP 19-49 - ATT 03 - Jul-Sep 2019 Activity - Parks and Facilities CSC Bay Light Conversion to LED – Design specifications occurred in Q2 and completed in late Q3. Procurement to occur in Q4. Station Arts Fire Code Compliance – Procurement occurred in Q2. Work commenced in Q3 and will continue throughout Q4. Station Arts Roofing – Procurement occurred in late Q3 with award and completion to occur in Q4. New Columbaria – Procurement commenced in Q3 with award and completion to occur in Q4. TCC Fire Panel Replacement – Updated procurement occurred in Q3 with procurement, award and completion in Q4. FACILITIES TEAM ACHIEVEMENTS Facility Events – Multiple events/meetings set-ups and clean-ups including Shriners BBQ, weddings, buck & does, charity auctions etc. New Staff – New Facility Operator I was hired and recruitment for new Facilities Attendants continues. Memorial Arena Ice – In mid-September, the Memorial ice rink was installed, painted and opened for community use. Indoor Pool – Coordinated acid washing and grouting of the indoor pool as well infrastructure repairs. Facility Repairs – Multiple projects including painting & drywall repair were completed during pool closure. LLWP – There were no 2019 lost operating days at the waterpark due to maintenance and/water clarity issues. PARKS & CEMETERY ACHIEVEMENTS Beautification – The 2019 beautification program was maintained throughout Q3 with multiple public compliments received specifically for the Broadway section (urns, Clock Tower & Oxford Parkette). Baseball – After the wet spring and late start to baseball operations, the ball fields were maintained throughout Q3. Multiple baseball tournaments were hosted with Parks staff supporting the events through garbage collection as well as grooming and lining fields. Routine turf maintenance was performed throughout Q3. Staffing – Q3 saw the addition of 2 summer students as well as turnover within the FT beautification program as well as normal Parks & Cemetery Operations. Staffing was a challenge in the later part of Q3. Looking ahead to 2019 Q4  New Year’s Eve events;  Fall cleanup at Cemetery & Parks;  Set-up of toboggan hill ropes, signs and straw bales;  Winterizing baseball facilities & irrigation systems;  Completion of grass-cutting contracts;  Commencement of snow removal contracts;  Enhanced Beautification flowerbeds to be prepped for winter;  Downtown flower urns to be removed;  Fall baseball field repairs, edging and ground maintenance to be completed;  Facilities staff recruitment for Attendants to continue;  LLWP shutdown & end of season preventive maintenance to commence;  Seasonal Ice use including multiple hockey tournaments? Page 239 of 300 Report Title July September 2019 Activity Report: Recreation, Culture & Parks Administration Report No. RCP 19-49 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Regular Council Meeting Council Date October 15, 2019 Attachments Page 1 / 2 1162155880,,,RCP 19-49 - ATT 04 - Jul-Sep 2019 Activity - RCP Admin The RCP Administration team includes the Director, the Sales & Services Coordinator, dedicated Communications support for RCP needs, and a dedicated financial analyst. Policy Development During Q3, the Administration team assisted with the development of the RZone Policy and a Sports Facilities Allocation Policy. Terms of Reference were prepared for a Dog Park Advisory Committee and a Tillsonburg 150 Committee. An update to the smoking by-law specific to parks and recreation spaces was prepared and provided to the By-Law and Clerk’s department for review. Work continues on a Corporate Asset Naming Policy and a Corporate Sponsorship Policy. Projects Project management work included preparation of specifications, tender review, project initiation and contract management on multiple projects including the Memorial Park Parking Lot Expansion, Station Arts Fire & Life Safety Upgrades, Lions Auditorium Kitchen, Auditory Enhancements, TCC DHW Replacements and more. RCP Administration staff also took on the task of supporting the Department’s roll-out of MESH software. Considerable staff time was deployed to work with community partners towards a mutually beneficial long-term alternative to the demolition of Summer Place. Communications The biggest communication project in Q3 was the preparation of the Fall 2019 Recreation Guide. which was released in mid-August. The advertising for this issue brought in $4,964.50 vs $6,676.83 production and delivery costs. Staff prepared updates to departmental websites, weekly print and radio materials, and the two roadside signs on a continual basis. Community Engagement and Advisory Committees Administrative team staff supported the Recreation & Sport Advisory Committee and the Memorial Park Revitalization Advisory Committee. Ex-officio liaison work continued with the Tillsonburg Senior Centre Board of Directors and the Tillsonburg & District Craft Guild. Staff represent Tillsonburg at the Future Oxford Partnership and Community Oxford meetings. Materials for distribution to service clubs associated with the Waterpark were compiled and provided for their review and input. Administration and Human Resources Fifteen Council Reports were prepared and brought forward to four council meetings over the Quarter. Preliminary work on the 2020 budget began in August and continued throughout September. Integrating the new RCP Financial Analyst role into the budget development has shown considerable promise to improve the process and the ability of RCP leadership to accurately measure financial performance. Page 240 of 300 Page 2 / 2 1162155880,,,RCP 19-49 - ATT 04 - Jul-Sep 2019 Activity - RCP Admin Administration staff provided all RCP sections with support for recruitment, performance management, health & safety/SOP development, business need evaluation and the review of job descriptions and job ratings. Training of new leadership and administration staff continued. Emergency Management planning and updates to the Evacuation Centre Plan were initiated. Special Events Q3 was busy with special events: Canada Day, Tillsonburg Fair, Country Jamboree Lake Lisgar Fundraiser, Friesian Horse Show, Walk for Parkinsons, Celebrate Tillsonburg and Ribfest. Upcoming events for Q4 are Shake, Rattle and Rock ‘n Roll on November 2 and New Year’s Eve celebration on December 31. It was determined that the black curtains can no longer be used as backdrop and sound direction. The winds that can come up in that part of the Memorial Park pose too much risk for staff to install the curtains and for performers and equipment on the bandshell platform. The 2020 draft budget includes a project to develop and install a safer, more durable wall system, hopefully in collaboration with community partners. Page 241 of 300 Report Title Lake Lisgar Waterpark 2019 Season Results Report No. RCP 19-49 Author Julie Dawley, Supervisor of Aquatics Andrea Brown, Manager, Recreation Programs and Services Meeting Type Council Meeting Council Date October 15, 2019 Attachments Page 1 / 3 1162333016,,,RCP 19-49 - ATT 05 - LLWP 2019 Season Results EXECUTIVE SUMMARY This report provides Council with a summary of the Lake Lisgar Waterpark 2019 season results. BACKGROUND The 2019 season at Lake Lisgar ran for a total of 9 weeks with weekend swims commencing on June 15, 2019 and daily swims running from June 28, 2019 to September 2, 2019. The park was open for 70 days with 7 early closures and 2 full closures due to inclement weather. There was an increase in both waterpark attendance and revenue. Compared to 2018, attendance was up by 2,619 patrons, accounting for an 18% increase and admission sales totaled $42,489.00, up 18% from the 2018 revenue of $34,667.00. Below is a summary of the successes and challenges for the summer. Successes Pre-Season School Rentals 5 pre-season rentals were booked in 2019 with close to 1000 students celebrating the end of their school year at the waterpark. Out of Area Camp Visits There were 10 Camps that included Lake Lisgar Waterpark as part of their summer program in 2019. During July and August camps enjoyed a day at our facility; some of these camps even attended multiple times throughout the summer. The new process for discounted groups over 25 people was well received. Feedback from Camp Leaders was that they enjoyed a smaller venue that could accommodate their numbers but not increase the risks associated with bus trips. Special Events There were several new special events implemented this season along with our regular committed providers. First Baptist Church was back in June to offer an outdoor service in Memorial Park followed by a swim at Lake Lisgar Waterpark for those interested in enjoying the facilities. Execulink returned to offer a ½ price opening weekend. Unfortunately the weather did not cooperate and the weekend was rescheduled for July 6th and 7th. Again the weather wasn’t great on the Saturday but Sunday was a great swim day. Execulink provided some great SWAG Page 242 of 300 Page 2 / 3 1162333016,,,RCP 19-49 - ATT 05 - LLWP 2019 Season Results at the door for patrons as they arrived and there were lots of positive comments regarding their willingness to sponsor this opportunity for the community. Titan Trailers arranged for a day for their employees to enjoy the waterpark. Passes were handed out to all employees and close to 80 attended on the Titan Trailer Day in the park on August 17th. Marwood provided passes for their employees and their families to attend any swim during the month of August. This was the first year of providing this perk and 39 employees took advantage of this generous offer. Stubbe’s Precast from Harley Ontario sponsored a Half Price Swim Day on August 10th. They also brought in a soft serve Ice cream station and provided free Ice Cream for everyone in the park that day. Needless to say participants were extremely appreciative of the discounted entrance fees and delicious Ice Cream. Unfortunately it wasn’t a great weather day but there were still 200 people enjoying the day. Sobeys sponsored 6 cans of whipped cream over the course of summer for a Pie in the Face event. All money raised was for Drowning Prevention through the Lifesaving Society. Several events were hosted for National Drowning Prevention Week - Monday: What drowning actually looks like. Tuesday: CPR on the grass. Wednesday: Boating safety. Thursday: CPR on the grass. Friday: Ice Safety. Saturday: Mock Rescue. Challenges Staffing This is an annual concern as scheduling becomes a challenge with so many of the staff team still participating in family vacations. The following new procedure was implemented this year to combat the issue:  Each staff person was permitted a total of 2 weeks off during the summer season  No more than 2 people could request time off for the same date. It was very difficult at times to keep staff on this scheduling regiment.  A change in our staffing plan to reflect lower revenue expectations meant that there were two fewer early start staff in 2019. Staff are bringing forward a different staffing plan for 2020. Heat Related Staff Incidents There was an increase in staff incidents regarding working in the heat. New practices were implemented for 2019 and will continue in the future to ensure that staff are safe at work.  Mandatory in water rotations for switching guarding stations  Self-Care Form for each staff person where water intake, breaks from heat, in water cool off time and lunch time received is recorded daily to ensure staff are taking care of themselves properly.  Continued from last year was the daily sign off of Health & Safety issues arising from working outdoors. Page 243 of 300 Page 3 / 3 1162333016,,,RCP 19-49 - ATT 05 - LLWP 2019 Season Results LLWP Statistics Customer Location Survey During the month of August a customer location survey was completed to find out exactly where our participants come from. 37% of those who attended Lake Lisgar Waterpark are Tillsonburg Residents, with the other 63% making the waterpark a summer destination, of which approximately 18% live within Oxford County. Admissions Revenue and Attendance The 2019 season saw an increase in both revenue and attendance. The chart below provides a 5 year comparison of revenue and attendance trends. While the 2019 season surpassed 2018 numbers, there is still a significant decrease from previous years due to a tired facility and the slide not being operational. Year Attendance Admission Revenue Days of Operation Weather Closures Early Close Days Seasons Passes Sold Estimated value of "No-Slide Discount" 2015 26,336 $78,514 68 3 3 309 n/a 2016 24,484 $73,520 60*1 3 368 n/a 2017 22,836 $47,362 71 3 6 319 n/a 2018 14,257 $34,667 58**3 4 168 $5,148 2019 16,876 $42,489 69 2 7 186 $5,908 2015-2019 LLWP Admissions Revenue and Attendance Comparison Notes: * Season ended early due to tree removal ** Season started late due to deck repairs Page 244 of 300 Report Title Summer Camp 2019 Season Results Report No. RCP 19-49 Author Mark Salt, Recreation Programs Supervisor Andrea Brown, Manager, Recreation Programs and Services Meeting Type Council Meeting Council Date October 15, 2019 Attachments Page 1 / 2 1162342437,,,RCP 19-49 - ATT 06 - Summer Camp 2019 Season Results EXECUTIVE SUMMARY This report provides Council with a summary of the 2019 Summer Camp season results. BACKGROUND The 2019 summer camp program ran for a total of 9 weeks beginning on July 2, 2019 and ending on August 30, 2019. After a transitional summer in 2018, which included a nearly complete turnover in staff, including lead hands for both camps, the focus for 2019 was to build a stronger camp program in all aspects. With a returning staff rate of around 90% there was a much higher capacity to deliver on this goal. Successes Compared to 2018, Attendance was up by 252 participants accounting for a 12% increase and revenue increased by $23,769, or 47%. This is the highest revenue year that summer camp has had over the past 5 years. Attendance numbers saw an increase from 2018, with relatively consistent numbers throughout the summer. A typical disparity between Junior and Senior age groups was experienced, with Junior Camp (5-8 years old) seeing higher registrations each week of the summer. The first week of summer had the lowest registration but this is consistent with past trends. In order to increase registrations there was a focus on advertising, including radio ads, stronger Facebook presence, fence banners and lawn signs. Another contributing factor to higher registration this summer was entering back into a subsidy agreement with Oxford County, which allowed for the accommodation of 18 participants with varying degrees of attendance allowance, from single days to full weeks all summer. Camp capacities were raised several times to accommodate demand, a measure not taken last summer due to staffing concerns. Revenue also saw a considerable increase, up 31% from 2018. Oxford County subsidies provided $10,280.70 of the summer camp revenue this summer. Another change from last year was lowering the second child discount from 30% to 10%, which was often stacked for families; this change received little to no negative feedback and showed to not affect registration numbers. Camp costs were not raised beyond the 2% yearly increase, the increase in revenue is primarily attendance driven. Page 245 of 300 Page 2 / 2 1162342437,,,RCP 19-49 - ATT 06 - Summer Camp 2019 Season Results Looking Forward With the slowest week being the first of the summer, looking to next year, advertising campaigns will start earlier, as they began the first week of the summer this year. The stronger Facebook presence proved to be beneficial, getting summer camp more exposure. Partnerships with other programs in town, such as Theatre Tillsonburg will be explored further to broaden the appeal of summer programs. A similar increase in attendance in 2020 will most likely put staffing to the maximum allowable camper to leader ratio, at which point, additional staffing may be required. If registration for the Junior Camp continues to be very high there may be the potential to add an intermediate level for camps. With an anticipated high return of staff, training provided by external organizations will be beneficial next year. Major changes in programming will not be necessary; however, the potential access to Summer Place next year would greatly benefit summer programming. Research will be done into grant funding, specifically to accommodate campers with special needs that may not have a support worker. Over the past few summers there has been a noticeable increase in the number of children with special needs and/or behaviour concerns. This has had an impact on the experience for other campers as staff have had to provide additional support to accommodate the needs without additional resources to do so. Supervisor and management staff will also be attending a regional inclusion networking discussion on October 18, 2019 to obtain additional resources to assist with planning for the 2020 summer camp season. Summer Camp Statistics In 2019 there was an increase in both revenue and attendance for summer camp. The chart below provides a 5 year comparison of revenue and attendance trends as well as the split between Junior and Senior registrations. Year Junior Camp Attendance Senior Camp Attendance Total Attendance Revenue Weeks of Operation 2015 n/a n/a 1995 $ 51,325 8 2016 n/a n/a 2773 $ 70,032 9 2017 1593 834 2682 $ 71,546 9 2018 1244 780 2024 $ 50,781 9 2019 1484 792 2276 $ 74,550 9 2015-2019 Summer Camp Revenue and Attendance Comparison Page 246 of 300 Report Title Town Merchandise Sales History -Supplemental Report No. RCP 19-50 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date October 15, 2019 Attachments Page 1 / 3 Town Merchandise Sales History -Supplemental RECOMMENDATION THAT Council receives Report RCP 19-50 – Town Merchandise Sales History – Supplemental for information. EXECUTIVE SUMMARY Council requested additional information regarding the sales of town merchandise beyond what was provided in Report RCP 19-44 – Town Merchandise Sales History. BACKGROUND At the September 23, 2019 meeting, staff provided gross sales figures of Town merchandise for the period starting with January 1, 2017 until September 2019. It was requested that additional information about the cost of the inventory, the profit, the value of current inventory, and the value of merchandise given away be provided. The table below provides that information: CONSULTATION/COMMUNICATION The information in this report was compiled jointly by staff from the Finance Department, the Economic Development Office, and Recreation, Culture & Parks. FINANCIAL IMPACT/FUNDING SOURCE There is no financial impact arising from this report. Sales Revenue Cost of Goods Sold Profit (Loss) Year end/Current Inventory Value Value of Gifts/Promotional Items* 2017 16,716$ 10,844$ 5,872$ 28,400$ 618$ 2018 13,625$ 8,915$ 4,710$ 23,423$ 406$ 2019 (to Sept) 7,135$ 4,225$ 2,910$ 21,696$ 916$ *tradeshows, donated gifts, etc Page 247 of 300 Page 2 / 3 Town Merchandise Sales History -Supplemental 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 248 of 300 Page 3 / 3 Town Merchandise Sales History -Supplemental Report Approval Details Document Title: RCP 19-50 - Town merchandise sales history - supplemental.docx Attachments: Final Approval Date: Oct 7, 2019 This report and all of its attachments were approved and signed as outlined below: Dave Rushton - Oct 7, 2019 - 9:43 AM Ron Shaw - Oct 7, 2019 - 10:25 AM Donna Wilson - Oct 7, 2019 - 12:58 PM Page 249 of 300 = ATTENDANCE Patty Phelps, Marianne Sandham, Dianne MacKeigan, Sherry Hamilton, Joan Weston, Donna Scanlan, Rosemary Dean and Councillor Rosehart. MEMBERS ABSENT/REGRETS Bob Marsden 1. Call to Order The meeting was called to order at 4:30 pm 2. Adoption of Agenda Moved By: Joan Weston Seconded By: Rosemary Dean Proposed Resolution #1 THAT the Agenda for the Museum Advisory Committee meeting of June 27, 2019 be adopted as circulated. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof None. 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of May 30, 2019 Moved By: Joan Weston Seconded By: Donna Scanlan Proposed Resolution #2 THAT the minutes of the meeting for the Museum Advisory Committee meeting of May 30, 2019 be adopted as circulated. Carried 5. Delegations and Presentations-none The Corporation of the Town of Tillsonburg Museum Advisory Committee Thursday, June 27, 2019 4:30 pm Program Room- 2nd floor Annandale NHS 30 Tillson Ave., Tillsonburg MINUTES Page 250 of 300 6. General Business & Reports 6.1. Financial- There is a balance of $141,185.67 in the Annandale House Trust account. 6.2. Tour Guides- Guides have been recruited for Canada Day activities at the museum. 6.3. Curator- The curator’s report was circulated and discussed. Moved By: Sherry Hamilton Seconded By: Joan Weston Proposed Resolution #3 THAT the reports be accepted as discussed. Carried 7. Correspondence None. 8. Other Business 8.1. Sprinkler System- can be put in the capital plan budget for 2020. Sprinklers to be added in areas that are presently watered by hand. 8.2. CMOG- grant application was received last week and must be submitted by July 2 9. Next Meeting- Thursday, September 26, 2019 10. Adjournment Moved By: Dianne MacKeigan Proposed Resolution #4 THAT the meeting be adjourned at 5:13 p.m. Carried Page 251 of 300 Page 252 of 300 The Corporation of the Town of Tillsonburg Tillsonburg Transit Advisory Committee September 17, 2019 10:00 a.m. Suite 203, 200 Broadway, 2nd Floor MINUTES Present: Cindy Allen, Sherry Hamilton, Pete Luciani, Lynn Temoin, Carolijn Verbakel and John Verbakel (Left at 11:15 a.m.). Regrets: David Brown, Kathryn Leatherland. Also Present: Kevin De Leebeeck, Director of Operations (Arrived at 10:11 a.m.) Amelia Jaggard, Legislative Services Coordinator Alex Piggott, Transit Coordinator 1. Call to Order The meeting was called to order at 10:03 a.m. 2. Adoption of Agenda Proposed Resolution #1 Moved by: Cindy Allen Seconded by: Pete Luciani THAT the Agenda as prepared for the Tillsonburg Transit Advisory Committee meeting of September 17, 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: Lynn Temoin Seconded by: Pete Luciani THAT the minutes of the Tillsonburg Transit Advisory Committee meeting dated August 20, 2019, be approved. Carried. 5. Presentations/Deputations Page 253 of 300 Committee: Tillsonburg Transit Advisory Committee Page - 2 - of 3 Date: September 17, 2019 6. General Business & Reports 6.1. T:GO Transit 6.1.1. Action Item Summary Transit Coordinator provided an overview of the action item summary. All items have been addressed except the transit survey questionnaire which is expected to be released to the committee on surveymonkey later this fall. 6.1.2. Fixed Route Service Comments All comments and concerns regarding the transit system should be forwarded to the Transit Coordinator so they can be tracked and addressed. Kevin De Leebeeck arrived at 10:11 a.m. It was noted that the bus is not consistently following the set schedule and routes. The bus has skipped Spruce Street on the Blue Route. It was noted that the drivers are not consistently adhering to the requirement for riders to pay either exact cash or provide a bus pass upon entering the bus. It was noted that drivers have expressed that they are driving for long periods of time without a break. It was noted that the new bus stop notification button is very loud and distracting. It was noted that the bus doors do not function properly and passengers have had to assist in slamming the doors shut. Staff will address the committee’s comments and concerns with the service provider. It was noted that several residents who were frequent users of the transit system have expressed the new fixed route system does not work for them. 6.1.3. Ridership Stats It was suggested to explore a partnership with the Multi-Service Centre’s transit program. Staff to remind the service provider to remove the old phone number from the rear of the bus. 6.1.4. Communications and Promotions Bus tickets for October, November and December will be available soon. It was noted that there are bus stops that do not have a curb cut, which would require a wheelchair user to travel on a roadway to the nearest curb cut. Staff stated that this issue is being addressed with the current RFP for Page 254 of 300 Committee: Tillsonburg Transit Advisory Committee Page - 3 - of 3 Date: September 17, 2019 a service provider. A different style of bus is being proposed that utilizes side loading of passengers on wheelchairs and does not require curb cuts at bus stops. The sidewalks leading up to the bus stops are accessible and people are encouraged to use the sidewalks. It suggested to provide a press release and photo to the local newspaper. 6.2. Inter-Community Transit 6.2.1. Updated Routes & Schedule Staff provided an overview of the proposed routes and schedule. The London route has been adjusted to include Dorchester and Nilestown. The proposed routes and schedule compliment the Ride Norfolk service which comes to Tillsonburg on Wednesdays. There has been an expressed need for a connection between Port Burwell and Tillsonburg. 6.2.2. RFP Transit Operations The RFP has been released for public bidding and will close on October 11, 2019 at 2:00 p.m. John Verbakel left at 11:15 a.m. The RFP includes minimum legislated requirements that bidders would need to meet to be considered. Performance metrics have been included to make bidders aware of the expectations of the contract. The bus will be required to have a minimum of ten seats. 7. Correspondence 8. Other Business 9. Next Meeting Tuesday, October 15, 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: Pete Luciani THAT the September 17, 2019 Tillsonburg Transit Advisory Committee meeting be adjourned at 11:26 a.m. Page 255 of 300 The Corporation of the Town of Tillsonburg Memorial Park Revitalization Advisory Committee September 18, 2019 5:30 p.m. Lion’s Den, Community Centre MINUTES Present: Mel Getty, Ken Patterson, Mike Cerna, Joan Weston, Scott Vitias, Sharon Howard, Jane Ann McLean Absent with Regrets: Eugene Todd, Terry Smith, Rosemary Dean Also Present: Rick Cox, Margaret Puhr, Chris Rosehart 1. Call to Order The meeting was called to order at 5:33p.m. by Chair Mel Getty 2. Adoption of Agenda Resolution #1 Moved by: Joan Weston Seconded by: Jane Ann McLean THAT the Agenda as revised for the joint Memorial Park Revitalization Advisory Committee of September 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 Resolutions #2 Moved by: Mike Cerna Seconded by: Joan Weston That the joint Memorial Park Revitalization Committee & Sports & Recreation Advisory Committee minutes of June 19, 2019, be approved. Carried 5. Presentation & Deputations 6. General Business & Reports 6.1 Parking lot project update: per attached documents, reports are being reviewed by engineering department to determine when to proceed because of high pricing by contractors. The remainder of the overhead hydro work is going forward after ball Page 256 of 300 Committee: Memorial Park Revitalization and Recreation & Sports Advisory Committee Page - 2 - of 2 Date: September 18, 2019 season, mid-October. The derby was relocated by the Fair Board to their new proposed location. 6.2 Summer Place update: in July and August the council had an opportunity to consider an alternative to demolishing the Summer Place and decided to enter into a 10-year agreement with E&E McLaughlin to redo the Summer Place. The town will be paying the demolition money toward the capital cost and pay utilities and maintenance. The community will be using the new building and E&E will make arrangements with the Rowing Club and/or any other groups for rentals. 6.2A Update for water park – there is infrastructure program available for municipal infrastructure, deadline is November. The council passed resolution directing the RCP director to submit for the grant with assistance from consultants, for a small project under 5M rehabilitate pool and water park as they are and a large project for under 50M to a full upgrade and expansion of both indoor and outdoor pools, splash pad etc. The decision on grants won’t be made until sometime in spring 2020, so for the next year both pools will remain as status quo. 6.3 Derby location and advertising on cattle barn update – deferred to next meeting to have Fair Board representative present 6.4 Selection of new project from Master Plan – ideas from committee members to consider and discuss at next meeting: an updated list of past, current and future projects to be prepared by staff and circulated to the committee for review at next meeting. 7. Correspondence 8. Other business – Councillor Rosehart – can the outdoor pad be used for ball hockey - can the boards stay up to allow playing ball hockey. Jane Ann will take it to the legacy committee, as it would not be safe for playing basketball, according to users and insurance company. 9. Next Meeting – Wednesday, October 23 at 5:30pm, Lion’s Den, Community Centre 10. Adjournment Resolution #6 Moved by: Ken Patterson THAT the September 18, 2019 Memorial Park Revitalization Advisory Committee meeting be adjourned at 6:15p.m. Carried Page 257 of 300 = ATTENDANCE Euclid Benoit, Jeff Dean, Deb Gilvesy, Geoffrey Lee, Jeffrey Miller, Mark Renaud, Jeremy Stockmans Staff: Annette Murray, Dan Locke MEMBERS ABSENT/REGRETS John Prno; David Brandon, Dan Cameron, Valerie Durston, Kevin Deleebeeck 1. Call to Order The meeting was called to order at 5:31 p.m. 2. Adoption of Agenda Resolution #1 Moved By: Deb Gilvesy Seconded By: Euclid Benoit THAT the Agenda as prepared for the Airport Advisory Committee meeting of September 19, 2019, be adopted. Carried. 3. Disclosures of Pecuniary Interest and the General Nature Thereof None Declared 4. Adoption of Minutes of Previous Meeting 4.1 Minutes of the Meeting of August 15, 2019 Resolution #2 The Corporation of the Town of Tillsonburg TILLSONBURG AIRPORT ADVISORY COMMITTEE Thursday, September 19, 2019 5:30 p.m. Tillsonburg Regional Airport Boardroom 244411 Airport Rd., South-West Oxford MINUTES Page 258 of 300 Tillsonburg Airport Advisory Committee Meeting Minutes, September 19th, 2019 - 2 - Moved by: Jeff Dean Seconded by: Deb Gilvesy 5. Presentation/Deputations None/withdrawn 6. General Business & Reports 6.1 Taxiway Paving Project Update Dan Locke updated the committee. Paving of taxiway G3 will be completed before the end of the year. 6.2 New Hangar Development Dan Locke updated the committee in hangar development activities. Corners for 3 hangars will be put in place next week by engineering. 6.3 Hydro Update Dan Locke advised that the same company that did the hydro evaluation on the GA side will also be doing the same on the commercial side. 6.4 October Tenant meeting Planning Discussion A signup sheet will be present at the meeting to collect tenant contact info for future correspondence. Some of the topics to be discussed include: - Update on paving - Hydro update - Hangar Development Update - 5 Items for 2020 budget - Safety access airside - Update on Feasibility Study Meeting to take place on October 24th at 6:30 pm at the Terminal Building An email will go out to tenants asking for topic ideas in advance of the October 24th meeting. Page 259 of 300 Tillsonburg Airport Advisory Committee Meeting Minutes, September 19th, 2019 - 3 - A special TAAC meeting will take place on October 10th to review Feasibility Study at 5PM so it can go to Council prior to the tenant meeting. (Note this meeting is not going forward at this time. Report will go back to council for their consideration first) 7. Correspondence None 8. Other Business 8.1 Drainage Deb Gilvesy requested information on drainage at the airport. Dan Locke advised that he is working with SWOX and will bring the info back to the TAAC when he has more info to share, targeting the December TAAC meeting. 8.2 Dodsley Propane. Deb Gilvesy inquired about the future placement of propane tanks at the airport. Dodsley Propane will be completing an assessment of placements for tanks in the future. Dan Locke to confirm the delivery date of the information from Dodsley. 8.3 Runway Maintenance Jeremy Stockmans asked about the preventative maintenance of the main runway. Staff advised that a complete crack sealing of entire runway took place in 2018. 8.4 Load rating on taxiways Jeremy Stockmans commented on the heavy concrete truck utilizing the taxiways to get to the hangar under construction and asked what the load rating is for taxiways at the airport. Staff advised members that all taxiways were done at different times and likely all have a different load rating. Best practice would be to avoid the wet season for this kind on traffic on all taxiways. 8.5 Prop Strike June 21 2019 Geoff Lee requested information on the incident that took place on June 21 on grass runway 02 and what next steps will be. Staff explained that cones were placed on the runway threshold due to water ponding in a spot to avoid aircraft traffic in that area. The runway was not NOTAM’d closed as the remainder of the runway was in good condition. 9. Closed Session None Page 260 of 300 Tillsonburg Airport Advisory Committee Meeting Minutes, September 19th, 2019 - 4 - 10. Next Meeting Next TAAC meeting is November 28th at 5:30 pm moved from November 21 due to council conflict. 11. Adjournment Resolution # 6 Moved By: Euclid Benoit Seconded By: Jeff Miller THAT the Airport Advisory Committee Meeting of September 19, 2019 be adjourned at 6:22 p.m. Page 261 of 300 The Corporation of the Town of Tillsonburg Cultural, Heritage and Special Awards Advisory Committee August 7, 2019 5:30 p.m. Suite 203, 200 Broadway, 2nd Floor MINUTES Present: Deb Beard, Councillor Esseltine, Terry Fleming, Vernon Fleming, Erin Getty, Carrie Lewis and James Murphy (Arrived at 5:51 p.m.) Regrets: Rosemary Dean, Mark Dickson and Collette Takacs. Also Present: Amelia Jaggard, Legislative Services Coordinator Regrets: Patty Phelps, Culture and Heritage Manager/Curator 1. Call to Order The meeting was called to order at 5:30 p.m. 2. Adoption of Agenda Proposed Resolution #1 Moved by: Deb Beard Seconded by: Carrie Lewis THAT the Agenda as prepared for the Cultural, Heritage and Special Awards Advisory Committee meeting of October 2, 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: Vern Fleming Seconded by: Deb Beard THAT the Minutes of the Cultural, Heritage and Special Awards Advisory Committee meeting of August 7, 2019, be approved. Carried. 5. Presentations/Deputations Page 262 of 300 Committee: Cultural, Heritage and Special Awards Advisory Committee Page - 2 - of 3 Date: October 2, 2019 6. General Business & Reports 6.1. Cultural Grant Application – Santa Clause Parade The committee reviewed the application and passed the following resolution. Motion: Moved by: Carrie Lewis Seconded by: Terry Fleming THAT the Cultural, Heritage and Special Awards Advisory Committee approve the Cultural Grant Application submitted by the Tillsonburg and Area Optimist Club which requests funds to support the annual Santa Clause Parade; AND THAT staff forward the Cultural Grant in the amount of $2,500 to Tillsonburg and Area Optimist Club. Carried. Staff to include in the notification letter a reminder that the Cultural Grant is intended to be a one-time grant and that the Committee recommends that the Club consider other funding opportunities in the future such as introducing float fees for businesses and selling tickets for a VIP seating area. 6.2. Tillsonburg 150 It was suggested to create an opportunity or means for the public to share their ideas for Tillsonburg 150 celebrations. James Murphy arrived at 5:51 p.m. There was discussion on possible ways to celebrate Tillsonburg 150 including: • Ask the author of the Tillsonburg book about the potential for a reintroduction of the book; • Enactment of historic events; • Porch decorating contest; • A mural; • Collaborate with the Tillsonburg Tri-County Agricultural Fair (Ex. Skill contest to include 150 year old skill contest); • Collaborate with Scouts and Guides. 7. Correspondence 8. Other Business 9. Next Meeting Wednesday, November 6, 2019 at 5:30 p.m. at the Corporate Office in Suite 203. Page 263 of 300 Committee: Cultural, Heritage and Special Awards Advisory Committee Page - 3 - of 3 Date: October 2, 2019 10. Adjournment Proposed Resolution #3 Moved by: Carrie Lewis Seconded by: Terry Fleming THAT the October 2, 2019 Cultural, Heritage and Special Awards Advisory Committee meeting be adjourned at 6:03 p.m. Carried. Page 264 of 300 Page 265 of 300 Page 266 of 300 Page 267 of 300 Page 268 of 300 Page 269 of 300 Page 270 of 300 Page 271 of 300 Page 272 of 300 Page 273 of 300 Page 274 of 300 Page 275 of 300 Page 276 of 300 LONG POINT REGION CONSERVATION AUTHORITY BOARD OF DIRECTORS MINUTES of September 4, 2019 Approved October 2, 2019 Members in attendance: Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele and John Scholten Staff in attendance: J. Maxwell, A. LeDuc, L. Minshall and D. McLachlan Regrets: Stewart Patterson and Peter Ypma *D. Beres arrived at 6:35pm. *K. Chopp arrived at 6:45pm. *R. Geysens arrived at 6:50pm. The meeting was called to order at 6:30 pm Wednesday September 4, 2019 in the Tillsonburg Administration Office Boardroom. ADDITIONAL AGENDA ITEMS None DECLARATION OF CONFLICTS OF INTEREST None MINUTES OF PREVIOUS MEETINGS No questions or comments. MOTION A-104/19 moved: K. Hewitt seconded: V. Donnell THAT the minutes of the Board of Directors Regular Meeting held July 3, 2019 be adopted as circulated. CARRIED MOTION A-105/19 moved: R. Chambers seconded: K .Hewitt THAT the minutes of the LPRCA Board of Directors Conference Call held August 7, 2019 be adopted as circulated. CARRIED BUSINESS ARISING None FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma - 1 - Page 277 of 300 REVIEW OF COMMITTEE MINUTES a) Backus Museum Committee Minutes – June 3, 2019 No questions or comments. MOTION A-106/19 moved: K. Hewitt seconded: R. Chambers THAT the minutes from the Backus Museum Committee meeting of June 3, 2019 be received as information. CARRIED D. Beres arrived. CORRESPONDENCE None DEVELOPMENT APPLICATIONS a) Staff Approved applications Staff have reviewed and completed the same number of permits to date as this time last year. Twenty-eight applications including five renewals and two revisions were completed and approved by staff over the past two months. LPRCA-183/17-Renewal, LPRCA-170/17-Renewal, LPRCA-187/17-Renewal, LPRCA-210/17-Renewal, LPRCA-211/17-Renewal, LPRCA-1/18-Revision, LPRCA-146/18-Revision, LPRCA-110/19, LPRCA-126/19, LPRCA-131/19, LPRCA-133/19, LPRCA-135/19, LPRCA-137/19, LPRCA-139/19, LPRCA-140/19, LPRCA-142/19, LPRCA-147/19, LPRCA-149/19, LPRCA-150/19, LPRCA-152/19, LPRCA-153/19, LPRCA-154/19, LPRCA-155/19, LPRCA-158/19, LPRCA-161/19, LPRCA-162/19, LPRCA-164/19 and LPRCA-166/19. MOTION A-107/19 moved: V. Donnell seconded: T. Masschaele That the Board of Directors receives the Staff Approved Section 28 Regulation Applications report dated August 23, 2019 as information. CARRIED b) New applications The Planning Department recommended approval for four applications: two new vacation homes, one garage and covered deck on a vacation home, and one non- habitable accessory building plus replacement of existing sheet pile wall. FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma - 2 - Page 278 of 300 MOTION A-108/19 moved: T. Masschaele seconded: K. Hewitt THAT the LPRCA Board of Directors approves the following Development Applications contained within the background section of the report: A. For Work under Section 28 Regulations, Development, Interference with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O. 1990 Reg. 178/06), . LPRCA-159/19 LPRCA-163/19 LPRCA-170/19 LPRCA-176/19 B. That the designated officers of LPRCA be authorized to complete the approval process for this Development Application, as far as it relates to LPRCA’s mandate and related Regulations. CARRIED NEW BUSINESS a) SUMMARY OF THE LETTERS FROM MINISTER YUREK, MECP Minister Yurek, MECP, sent a letter to all conservation authorities directing staff to start winding down non-core activities that fall outside the core mandate; refrain from developing new policies not aligned with the mandate or provincial policies; and, not increase any fees or levies while the Ministry is reviewing and updating the legislation and regulations. The GM reviewed the communication documents from Minister Yurek and Kim Gavin, Conservation Ontario General Manager. There are still a number of unanswered questions at this time, therefore, a meeting has been scheduled between the Minister, K. Gavin and the Conservation Ontario Chair for September 9, 2019. K. Chopp arrived. R. Geysens arrived. MOTION A-109/19 moved: T. Masschaele seconded: R. Chambers THAT the LPRCA Board of Directors receives the summary report on the letters from the Minister of the Environment, Conservation and Parks (MECP) as information. CARRIED The Board reviewed and approved a letter drafted by staff to Minister Yurek requesting a meeting to discuss the recent directive from his office and provide further direction. b) GENERAL MANAGER’S REPORT The GM noted that it has been a busy summer for staff as detailed in her report. Public Information Centre #2 for the Haldimand County Lake Erie Flood Hazard Mapping Project is scheduled for September 21, 2019 at the Selkirk Community Centre, and a FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma - 3 - Page 279 of 300 public consultation on the Clean Water Act s. 34 update to Long Point Source Protection Plan for the Otterville water supply has been scheduled for October 1, 2019 at the Norwich Community Centre. MOTION A-110/19 moved: R. Chambers seconded: T. Masschaele THAT the LPRCA Board of Directors receives the General Manager’s Report for July and August 2019 as information. CARRIED b) 2ND QUARTER FINANCIAL REPORT The Manager of Corporate Services reviewed the budget performance as at June 30th. It was noted that year to date revenues are up 5% compared to the same period in 2018. Operating expenses are trending higher than normal at this time due to unbudgeted grant funded expenditures. Overall, the organization is in a positive position compared to budget. Capital projects in the parks were the main focus this year. Some of the capital projects will not be completed by year end due to staffing and time restrictions, or they are multi-year projects like the National Disaster Mitigation Program funded projects. MOTION A-111/19 moved: K. Hewitt seconded: V. Donnell THAT the LPRCA Board of Directors receives the Budget Performance Report as at June 30, 2019 as information. CARRIED c) PRESCRIPTION OPERATING PLANS Staff prepare prescriptions/operating plans for the forest tracts that will receive some form of silvicultural treatment. Once approved, staff mark the properties and tender out the contract(s). Plans for Smith, Fairfield Plains (Dawes) and Phipps Tracts were presented. The Board asked if LPRCA was subject to the local tree-cutting bylaws. LPRCA complies with the local bylaws and all required paperwork, plus mapping, is completed by staff prior to any harvesting activities. Signage is also placed on all properties undergoing a harvest. MOTION A-112/19 moved: R. Chambers seconded: K. Hewitt THAT the LPRCA Board of Directors approves the prescription/operating plans for the Smith Tract (North Norwich), Fairfield Plains (Dawes) Tract and Phipps Tract. CARRIED FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma - 4 - Page 280 of 300 d) A.D. LATORNELL CONFERENCE The GM provided a brief overview of the annual A.D. Latornell Conference organized by Conservation Ontario. Four rooms have been reserved for those interested in attending the conference. MOTION A-113/19 moved: R. Chambers seconded: T. Masschaele THAT the LPRCA Board of Directors approves the attendance of the General Manager, Robert Chambers, John Scholten and Dave Beres for the Annual A.D. Latornell Conference. CARRIED MOTION A-114/19 moved: R. Chambers seconded: K. Hewitt THAT the LPRCA Board of Directors does now enter into a closed session to discuss:  Personal matters about an identifiable individual, including employees of the Authority  A trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the Authority, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization  A trade secret or scientific, technical, commercial or financial information that belongs to the Authority and has monetary value or potential monetary value, or  A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the Authority. CARRIED MOTION A-115/19 moved: T. Masschaele seconded: R. Chambers THAT the LPRCA Board of Directors does now adjourn from the closed session. CARRIED The Chair adjourned the meeting at 8:05pm. Michael Columbus Dana McLachlan Chair Administrative Assistant FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma - 5 - Page 281 of 300 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 4346 A BY-LAW to amend By-Law 3596, being a by-law to prohibit smoking in certain public places within the Town of Tillsonburg. WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to amend the Town’s smoking by-law; AND WHEREAS Section 115 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides that a municipality may prohibit or regulate the smoking of tobacco in public places and workplaces within the municipality and Section 128(1) of said Act provides that a municipality may prohibit and regulate with respect to a matter that in the opinion of Council are or could be public nuisances; THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1.0 THAT the following section 1.0 Definitions and Interpretations shall be added as follows; 1.16 “Town Centre Mall” means the building located at 200 Broadway in the Town of Tillsonburg. 1.17 “Vaporizer” means an inhalant-type device that contains a power source and heating element designed to heat a substance and produce a vapour intended to be inhaled by the user of the device directly through the mouth, whether or not the vapour contains nicotine, cannabis or any other substance. 1.18 “Vaporizing,” “Vape,” and “Vaping” means the act of carrying, holding or inhaling of cannabis, tobacco, an e-substance or other similar substance with a vaporizer or electronic cigarette for the purpose of inhalation and may produce vapour, emissions or aerosol. 1.19 “Waterpipe” means a device in which the vapours, gases or smoke of a smoking product passes through liquid prior to being inhaled, and shall include but is not limited to a bong or hookah. 2.0 THAT the following definition in section 1.11 shall be amended; 1.11 “Smoke or Smoking” includes the carrying of a lighted cigar, cigarette, electronic cigarette, pipe, waterpipe, vaporizer, or any other lighted smoking equipment or smoking product but does not include smoke or smoking where smoke or smoking is used in a stage production of a theatrical performance; 3.0 THAT section 2.1 of By-Law 3596 shall be amended as follows: 2.4 No person shall smoke outdoors within 9 meters of any entrance to the Tillsonburg Town Centre Mall or within 9 meters of the designate patio area located at the front of said Mall. 4.0 THAT this by-law shall come into full force and effect upon final passing hereof. READ A FIRST AND SECOND TIME THIS 15th DAY OF October, 2019. READ A THIRD TIME AND FINALLY PASSED THIS 15th DAY OF October, 2019. _______________________________ MAYOR – Stephen Molnar _______________________________ TOWN CLERK – Donna Wilson Page 282 of 300 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 4348 A BY-LAW TO AUTHORIZE THE SUBMISSION OF AN APPLICATION TO ONTARIO INFRASTRUCTURE AND LANDS CORPORATION (“OILC”) FOR FINANCING CERTAIN ONGOING CAPITAL WORK(S) OF THE CORPORATION OF THE TOWN OF TILLSONBURG (THE “LOWER-TIER MUNICIPALITY”); TO AUTHORIZE TEMPORARY BORROWING FROM OILC TO MEET EXPENDITURES IN CONNECTION WITH SUCH CAPITAL WORK(S); AND TO AUTHORIZE LONG-TERM BORROWING FOR SUCH CAPITAL WORK(S) THROUGH THE ISSUE OF DEBENTURES BY THE COUNTY OF OXFORD (THE “UPPER-TIER MUNICIPALITY”) TO OILC WHEREAS the Municipal Act, 2001 (Ontario), as amended, (the “Act”) provides that a municipal power shall be exercised by by-law unless the municipality is specifically authorized to do otherwise; AND WHEREAS the Council of the Lower-tier Municipality has passed the by-law(s) enumerated in column (1) of Schedule “A” attached hereto and forming part of this By-law (“Schedule “A”) authorizing the capital work(s) described in column (2) of Schedule “A” (the “Capital Work(s)”) in the amount of the respective estimated expenditure set out in column (3) of Schedule “A”, subject in each case to approval by OILC of the financing for such Capital Work(s) requested by the Lower-tier Municipality in the Application as hereinafter defined; AND WHEREAS before the Council of the Lower-tier Municipality approved the Capital Work(s) in accordance with section 4 of Ontario Regulation 403/02 (the “Regulation”), the Council of the Lower-tier Municipality had its Treasurer calculate an updated limit in respect of its then most recent annual debt and financial obligation limit received from the Ministry of Municipal Affairs and Housing (as so updated, the “Updated Limit”), and, on the basis of the authorized estimated expenditure for the Capital Work or each Capital Work, as the case may be, as set out in column (3) of Schedule “A” (the “Authorized Expenditure” for any such Capital Work), the Treasurer calculated the estimated annual amount payable in respect of the Capital Work or each Capital Work, as the case may be, and determined that the estimated annual amount payable in respect of the Capital Work or each Capital Work, as the case may be, did not cause the Lower-tier Municipality to exceed the Updated Limit, and accordingly the approval of the Local Planning Appeal Tribunal pursuant to the Regulation, was not required before any such Capital Work was authorized by the Council of the Lower-tier Municipality; AND WHEREAS subsection 405(1) of the Act provides, amongst other things, that a municipality may authorize temporary borrowing to meet expenditures made in connection with a work to be financed in whole or in part by the issue of debentures if, the municipality is a lower-tier municipality in a regional municipality and it has approved the work and the upper-tier municipality has approved the issue of debentures for the work; AND WHEREAS subsection 401(1) of the Act provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way, and may issue debentures and prescribed financial instruments and enter prescribed financial agreements for or in relation to the debt; AND WHEREAS subsection 401(3) of the Act provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures and accordingly the Lower-tier Municipality intends that the Upper-tier Municipality will issue debentures in respect of the Capital Work(s) and will request that the Upper-tier Municipality do so; AND WHEREAS subsection 403(1) of the Act provides that a by-law of an upper-tier municipality authorizing the issuing of debentures for the purposes or joint purposes of one or more of its lower-tier municipalities may require those lower-tier municipalities to make payments in each year to the upper-tier municipality in the amounts and on the dates specified in the by-law; Page 283 of 300 - 2 - AND WHEREAS the Act also provides that a municipality shall authorize long-term borrowing by the issue of debentures or through another municipality under section 403 or 404 of the Act and subsection 403(7) of the Act provides that all debentures issued under a by-law passed by an upper-tier municipality under section 403 are direct, joint and several obligations of the upper-tier municipality and its lower-tier municipalities; AND WHEREAS OILC has invited Ontario municipalities desirous of obtaining temporary and long-term debt financing in order to meet capital expenditures incurred on or after the year that is five years prior to the year of an application in connection with eligible capital work(s) to make application to OILC for such financing by completing and submitting an application in the form provided by OILC; AND WHEREAS the Lower-tier Municipality requested the Upper-tier Municipality to issue debentures for the Capital Work(s) and in this connection the Upper-tier Municipality and the Lower-tier Municipality completed and submitted or is in the process of submitting an application to OILC, as the case may be (the “Application”) to request financing for the Capital Work(s) by way of long-term borrowing pursuant to section 403 of the Act through the issue of debentures by the Upper-tier Municipality to OILC and by way of temporary borrowing by the Lower-tier from OILC pending the issue of such debentures; AND WHEREAS OILC has accepted and has approved or will notify the Lower-tier Municipality only if it accepts and approves the Application, as the case may be; AND WHEREAS the Upper-tier Municipality has approved the issue of debentures for the Capital Work(s) to OILC in the maximum aggregate principal amount of $997,600.00 (the “Debentures”); and OILC has indicated that pending the issue of the Debentures it will provide financing by way of temporary advances to the Lower-tier Municipality in respect of the Capital Work(s); AND WHEREAS the Lower-tier Municipality will enter into a financing agreement with OILC pursuant to the terms of which OILC will provide temporary advances to the Lower-tier Municipality in respect of the Capital Work(s); NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSONBURG ENACTS AS FOLLOWS: 1. The Council of the Lower-tier Municipality hereby confirms, ratifies and approves the execution by the Treasurer of the Application and the submission by such authorized official of the Application, duly executed by such authorized official, to OILC, in cooperation with the Upper-tier Municipality, for the financing of the Capital Work(s) by way of temporary borrowing from OILC, pending the issue of the Debentures, in the maximum aggregate principal amount of $997,600.00 substantially in the form of Schedule “B” hereto and forming part of this By-law, with such changes thereon as such authorized official may hereafter approve, such execution and delivery to be conclusive evidence of such approval. 2. The Mayor and the Treasurer are hereby authorized to negotiate and enter into, execute and deliver for and on behalf of the Lower-tier Municipality a financing agreement (a “Financing Agreement”) with OILC that provides for temporary borrowing from OILC under the authority of this By-law in respect of the Capital Work(s) on such terms and conditions as such authorized officials may approve, such execution and delivery to be conclusive evidence of such approval. 3. The Mayor and/or the Treasurer are hereby authorized, pending the substantial completion of the Capital Work or of each Capital Work, as the case may be, or as otherwise agreed with OILC, to make temporary borrowings pursuant to section 405 of the Act in respect of the Capital Work or of each Capital Work, as the case may be, on the terms and conditions provided in the Financing Agreement which Financing Agreement provides that the information contained in the Record, as defined in the Financing Agreement, in respect of such temporary borrowings shall be deemed final, conclusive and binding on the Page 284 of 300 - 3 - Lower-tier Municipality, and on such other terms and conditions as such authorized officials may agree; and the Treasurer is authorized to sign such certifications as OILC may require in connection with such borrowings in respect of the Capital Work(s); provided that the amount of borrowings allocated to the Capital Work or to each Capital Work, as the case may be, does not exceed the Authorized Expenditure for such Capital Work and does not exceed the related loan amount set out in column (4) of Schedule “A” in respect of such Capital Work. 4. In accordance with the provisions of section 25 of the Ontario Infrastructure and Lands Corporation Act, 2011, as amended from time to time hereafter, the Lower-tier Municipality is hereby authorized to agree in writing with OILC that the Minister of Finance is entitled, without notice to the Lower-tier Municipality, to deduct from money appropriated by the Legislative Assembly of Ontario for payment to the Lower-tier Municipality, amounts not exceeding the amounts that the Lower-tier Municipality fails to pay to OILC on account of any unpaid indebtedness of the Lower-tier Municipality to OILC under any outstanding temporary borrowing and/or the Debentures, as the case may be (the “Obligations”) and to pay such amounts to OILC from the Consolidated Revenue Fund. 5. For the purposes of meeting the Obligations, the Lower-tier Municipality shall provide for raising in each year as part of the general lower-tier levy the amounts of principal and interest payable in each year under any outstanding temporary borrowing and/or any Debenture outstanding pursuant to the Financing Agreement, to the extent that the amounts have not been provided for by any other available source including other taxes or fees or charges imposed on persons or property by a by-law of any municipality. 6. a) The Mayor and/or the Treasurer are hereby authorized to enter into, execute and deliver the Financing Agreement, one or more of the Clerk and the Treasurer are hereby authorized to generally do all things and to execute all other documents and papers in the name of the Lower-tier Municipality in order to perform the Obligations of the Lower-tier Municipality under the Financing Agreement, to request and receive any temporary borrowing, and the Treasurer is authorized to affix the Lower-tier Municipality’s municipal seal to any such documents and papers. b) The money realized in respect of any temporary borrowing for the Capital Work(s) and the Debentures, including any premium, and any earnings derived from the investment of that money after providing for the expenses related to any such temporary borrowing and to the issue of the Debentures by the Upper-tier Municipality, if any, shall be apportioned and applied to the respective Capital Work and to no other purpose except as permitted by the Act. 7. This By-law takes effect on the day of passing. READ A FIRST AND SECOND TIME THIS 15th day of OCTOBER, 2019. READ A THIRD AND FINAL TIME AND PASSED THIS 15th day of OCTOBER, 2019. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson Page 285 of 300 Schedule “A” to By-Law 4348 (Ongoing Capital Work(s)) (1) (2) (3) (4) By-Law Number/ Capital Work Number Description of Capital Work Estimated Expenditure Loan Amount $ $ 4221 4299 4299 4299 4299 Fire Communications Infrastructure South Huron Lawrie Jane Reid Road Reconstruction and Urbanization Bradburn Subdivision Phase 2 Unit 26 Replacement Dodge Ram Truck Community Centre Hot Water System Replacement $37,600.00 $340,000.00 $490,000.00 $35,000.00 $100,000.00 $37,600.00 $340,000.00 $490,000.00 $35,000.00 $95,000.00 Page 286 of 300 Schedule “B” to By-Law 4348 (OILC Application) Page 287 of 300 Webloans Loan Application PDF Projects ID SIT Project ID Project Name Construction/Purchase Start Construction/Purchase End Project Cost OILC Loan Amount 961 1 Fire Communications Infrastructure South Huron 09/10/2018 12/31/2018 $37,600.00 37,600.00 962 2 Lawrie Jane Reid Road Reconstruction and Urbanization 04/01/2019 09/01/2019 $340,000.00 340,000.00 963 3 Bradburn Subdivision Phase 2 05/01/2019 10/01/2019 $490,000.00 490,000.00 964 4 Unit 26 Replacement Dodge Ram Truck 03/01/2019 05/01/2019 $35,000.00 35,000.00 965 5 Community Centre Hot Water System Replacement 05/01/2019 12/01/2019 $100,000.00 95,000.00 Details of Project Fire Communications Infrastructure South Huron Project Financial Information FA Number 1418 Application for Tillsonburg, The Corporation of The Town of Project Category Municipal Other Infrastructure Work Type Fire Other Description Fire dispatch equipment  Project Name Fire Communications Infrastructure   South Huron Construction/Purchase Start 09/10/2018 Construction/Purchase End 12/31/2018 Energy Conservation Project Address 1 80 Concession Street East Project Address 2 City / Town Tillsonburg Province ON Postal Code Description equipment required to contract fire dispatch services for the Municipality  of South Huron Comments and/or Special Requests Project Life Span (Years)5 Project Cost (A)$37,600.00 Other Project Funding / Financing (B): Page 288 of 300 Required Date Amount Term Type   12/01/2019 $37,600.00 5 Serial Details of Project Lawrie Jane Reid Road Reconstruction and Urbanization Project Financial Information Required Date Amount Term Type   12/01/2019 $340,000.00 25 Serial Details of Project Bradburn Subdivision Phase 2 Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$37,600.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $37,600.00   Project Category Municipal Roads Infrastructure Project Name Lawrie Jane Reid Road Reconstruction and Urbanization Construction/Purchase Start 04/01/2019 Construction/Purchase End 09/01/2019 Energy Conservation Project Address 1 Lowrie Crescent, Reid Street and Jane Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Reconstruction and urbanization of Lowrie Crescent, Reid Street and  Jane Street Comments and/or Special Requests Project Life Span (Years)50 Project Cost (A)$340,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$340,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $340,000.00   Project Category Municipal Roads Infrastructure Project Name Bradburn Subdivision   Phase 2 Construction/Purchase Start 05/01/2019 Construction/Purchase End 10/01/2019 Page 289 of 300 Project Financial Information Required Date Amount Term Type   12/01/2019 $0.00 25 Serial Details of Project Unit 26 Replacement Dodge Ram Truck Energy Conservation Project Address 1 James Street, Brad Avenue, Hilldrop Crescent Project Address 2 City / Town Tillsonburg Province ON Postal Code Description reconstruction of the pavement structure including barrier curb and  gutter, sidewalks, the installation of new storm sewers and catch basins Comments and/or Special Requests Project Life Span (Years)50 Project Cost (A)$490,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$490,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $0.00   Project Category Municipal Other Infrastructure Work Type Others Other Description Fleet Vehicle Replacement Project Name Unit  26 Replacement   Dodge Ram Truck Construction/Purchase Start 03/01/2019 Construction/Purchase End 05/01/2019 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replacement for 2005 Light Duty Caravan Page 290 of 300 Project Financial Information Required Date Amount Term Type   12/01/2019 $0.00 5 Serial Details of Project Community Centre Hot Water System Replacement Project Financial Information Comments and/or Special Requests Project Life Span (Years)8 Project Cost (A)$35,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$35,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $0.00   Project Category Recreation Infrastructure Work Type Muni Indoor & Outdoor Cap Infr Project Name Community Centre Hot Water System Replacement Construction/Purchase Start 05/01/2019 Construction/Purchase End 12/01/2019 Energy Conservation Project Address 1 45 Hardy Ave Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replace end of life and failing domestic hot water system and integrate  with heat recovery loop Comments and/or Special Requests Project Life Span (Years)10 Page 291 of 300 Required Date Amount Term Type   12/01/2019 $95,000.00 10 Serial Debt and Re-payments Summary Non Re-payments of Loans or Debenture OILC Loan Repayment Information Documentation and Acknowledgements Please ensure all required documents are submitted with the signed application. OILC requires originals as noted below to be mailed or couriered. Also, please retain a copy of all documents submitted to OILC for your records.  To obtain templates for documents see listed below.  Loan Application Signature Page signed and dated by the appropriate individual (original to be submitted) Certificate and sealed copy of OILC template By-Law authorizing project borrowing and applying for a loan (original with seal) Certificate of Treasurer Regarding Litigation using the OILC template (original, signed & sealed) Updated Certified Annual Repayment Limit Calculation (original)  I acknowledge and agree that all of the above referenced documents must be submitted in the form required by OILC and understand that the application will not be processed until such documents have been fully completed and received by Infrastructure Ontario. Please note: OILC retains the right to request and review any additional information or documents at its discretion. Confidential Information OILC is an institution to which the Freedom of Information and Protection of Privacy Act (Ontario) applies. Information and supporting documents submitted by the Borrower to process the loan application will be kept secure and confidential, subject to any applicable laws or rules of a court or tribunal having jurisdiction.  Infrastructure Ontario, Copyright © Queen’s Printer for Ontario, 2019 Project Cost (A)$100,000.00 Other Project Funding / Financing (B): Description Timing Amount Grants Expected $5,000.00 Other Project Funding/Financing Total (B)$5,000.00 OILC Loan Amount (A-B)$95,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $95,000.00   Has there been any new/undisclosed debt acquired since last FIR was submitted?  Yes     No Please describe any re-financing plans for any existing "interest only" debt, if applicable. In the last 10 years, has the borrower ever failed to make a loan payment or debenture repayment on time to any lender, including the Provincial Government? If yes, please provide details. Please indicate the source(s) of revenue you plan to use to repay the OILC Loan Taxation 83.00 User Fees 17.00 Service Charges 0.00 Development Charges 0.00 Connection Fees 0.00 Repayment Subsidies 0.00 Other   Total 100.00%  Page 292 of 300 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 4349 A BY-LAW to adopt a Municipal Investment Policy for the Town of Tillsonburg. WHEREAS under Section 8. (1) of the Municipal Act, 2001, S.O., 2001, c.25, as amended, the powers of a municipality under this or any other Act shall be interpreted broadly so as to confer broad authority on the municipality to enable the municipality to govern its affairs as it considers appropriate and to enhance the municipality’s ability to respond to municipal issues. AND WHEREAS under Section 7. (1) of Ontario Regulation 438/97, before a municipality invests in a security prescribed under this Regulation, the council of the municipality shall, if it has not already done so, adopt a statement of the municipality's investment policies and goals. AND WHEREAS the Council of the Corporation of the Town of Tillsonburg is desirous of adopting a Municipal Investment Policy. NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSONBURG ENACTS AS FOLLOWS: 1. THAT the Tillsonburg Investment Policy attached hereto as "Schedule A" is hereby adopted and forms part of this by-law. 2. This By-Law shall come into full force and take effect upon the final passing hereof. READ A FIRST AND SECOND TIME THIS 15th day of OCTOBER, 2019. READ A THIRD AND FINAL TIME AND PASSED THIS 15th day of OCTOBER, 2019. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson Page 293 of 300 Policy 5-003 Page 1 of 3 FINANCE AND ACCOUNTING Policy 5-003: Investment Policy Approval Date: October 15, 2019 Approval Authority: Council, By-Law 4349 Effective Date: October 15, 2019 Next Scheduled Review Year: Department: Finance Last reviewed: October 15, 2019 Revision Date/s: Schedules: n/a POLICY STATEMENT This policy, to be referred to as the “Investment Policy”, shall govern the investment activities of the Town of Tillsonburg operating account, its trust accounts, reserves and reserve funds. It shall be administered by the Finance Department, and comes into force and effect on the date adopted. PURPOSE The purpose of this policy is to maximize investment income at a minimal risk to capital. Accordingly, the emphasis for investments is security first, liquidity second, and third, overall yield. The purpose of this policy is to ensure integrity of the investment management process and to establish a reporting structure. AUTHORITY Section 418 of the Municipal Act, 2001, Ontario Regulation 438/97, and Ontario Regulation 43/18, are the legislative authority for the investment guidelines of municipal funds. A summary of the pertinent legislative guidelines as it applies to the Town's eligible investment portfolio is as follows: 1. Bonds, debentures, promissory notes or other evidence of indebtedness issued or guaranteed by Canada or a province or territory of Canada or an agency of Canada; 2. Bonds, debentures, promissory notes or other evidence of indebtedness issued or guaranteed by a municipality in Canada including the municipality making the investment, a school board in Canada, a local board as defined in the Municipal Affairs Act, and the Municipal Finance Authority of British Columbia; 3. Deposit receipts, deposit notes, certificates of deposit or investment, acceptances or similar instruments, bonds, debentures or evidence of long-term indebtedness issued or guaranteed, by a bank (as listed in Schedule I, II or III to the Bank Act), a loan corporation or trust corporation (that is registered under the Loan and Trust Corporations Act), or a credit union or league to which the Credit Unions and Caisses Populaires Act, 1994, applies. Page 294 of 300 Policy 5-003 Page 2 of 3 Earnings from the combined investment shall be credited to the fund from which they originated in proportion to the amount invested. Signing Authority: Investments made by the Town are settled by cheque requisition or by Electronic Funds Transfer with prior approval by the Treasurer (Deputy Treasurer). Reporting: The Treasurer shall provide an annual investment report that details the status of current investments. Responsibility: Investment decisions are delegated to the Treasurer. The Treasurer or the designate enters into arrangements with banks and other financial institutions for the purchase, sale, redemption, transfer, issuance, transfer and safekeeping of investments. POLICY Investment Policy Objectives: Minimization of Credit Risk Meeting the first objective forces the adoption of a defensive policy to minimize the risk of incurring a capital loss and of preserving the value of the invested principal. This is accomplished by investing in properly rated financial instruments. Maintenance of Liquidity The term liquidity implies a high degree of marketability and a high level of price stability. A proportionate ratio of short and medium term maturities are maintained so as to meet the known funding requirements of the Town. Rate of Return Investment yields can only be sought within the boundaries set by the two foregoing objectives. Yields will fluctuate by institution as per individual credit ratings (greater risk confirmed by a lower credit rating). For example an instrument of a small trust company would in many cases have a slighter higher yield than a major bank and conversely a small Province would have a higher yield than a large Province. Eligible Investment Institutions Eligible investment institutions are limited to those restricted to provide minimum risk as follows: 1. Investments issued or guaranteed by the Government of Canada, province or territory of Canada, including an agency of Canada or a province or territory of Canada, a school board or similar entity in Canada, or a local board as defined in the Municipal Affairs Act. 2. Investments issued or guaranteed by a municipality in Canada, including the Municipal Finance Authority of British Columbia. 3. Bonds, debentures or evidence of long-term indebtedness issued or guaranteed by a bank (as listed in Schedule I or II of the Bank Act), by a loan or trust corporation (which is registered under the Loan and Trust Corporations Act), subject to a minimum Dominion Bond Page 295 of 300 Policy 5-003 Page 3 of 3 Rating Service (DBRS) rating of "AA low", Moody's Investor Services Inc. of "Aa3" or Standard and Poor's of "AA-" as it applies under paragraph 3.1 or 4.1 of section 2 of O. Reg. 43/18. 4. Deposit receipts, deposit notes, certificates of deposit or investment, acceptances or similar instruments the terms of which provide that the principal and interest shall be fully repaid no later than two years after the day the investment was made. 5. Bonds, debentures or other evidence of long-term indebtedness issued or guaranteed, by a bank (as listed in Schedule I or II to the Bank Act), a loan corporation or trust corporation (that is registered under the Loan and Trust Corporations Act). 6. Deposit receipts, deposit notes, certificates of deposit or investment, acceptances or similar instruments, the terms of which provide that the principal and interest shall be fully repaid more than two years after the day the investment was made if the receipt, note, certificate or instrument was issued, guaranteed or endorsed by a credit union or league to which the Credit Unions and Caisses Populaires Act, 1994 applies provided that the required financial indicators are met by the credit union or league. Banking Arrangements To facilitate movement of investment funds to and from different banks and financial institutions there is a requirement to open special purpose bank accounts designated for investment purposes. These accounts are designated for investment transactions only and are not to be used for the Town’s day-to-day banking requirements. Authorization requirements for these special purpose accounts vary from one institution to another. The Treasurer (Deputy Treasurer) and Mayor (Deputy Mayor) are authorized to establish such special purpose accounts as required by the particular financial institution. A report to Council authorizing the account is not required providing that such arrangements are similar to those for other financial institutions. If, in the opinion of the Treasurer, the requirements for the new institution are sufficiently different from other existing special account requirements, a report will be presented to Council outlining the differences and seeking Council approval. Page 296 of 300 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 4350 A BY-LAW To Amend Schedule A of By-Law 4247, to Define the Mandate and Membership for Committees Established By The Corporation Of The Town of Tillsonburg. WHERAS it is deemed necessary and expedient to amend Schedule A of By-Law 4247. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. THAT Schedule A of By-Law 4247 be amended as attached hereto; 2. THAT these amendments to Schedule A of By-Law 4247 are hereby declared to be part of that By-Law as if written therein. 3. THAT this By-law shall come into full force and effect upon passing. READ A FIRST AND SECOND TIME THIS 15th day of OCTOBER, 2019. READ A THIRD AND FINAL TIME AND PASSED THIS 15th day of OCTOBER, 2019. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson Page 297 of 300 By-law 4250 Schedule A Board/Committees Citizen Appointments Mandate Accessibility Advisory Committee To advise and make recommendations to Council on all matters with respect to the accessibility for persons with disabilities to a municipal building, structure or premises. Cultural, Heritage and Special Awards Advisory Committee To advise and make recommendations to Council on all matters with respect to tourism and culture in the Town of Tillsonburg. To advise and make recommendations to Council on all matters related to properties of architectural and historical significance. To receive nominations and make recommendations to Council for the Citizen of the Year and monthly awards. To provide commemorative naming options to Council. Economic Development Advisory Committee To advise on initiatives to attract and retain investment within the community. To provide advice on: • The Economic Development Strategy • The Community Strategic Plan • Annual Departmental Business Plan To support the development of alliances and partnerships to advance the Town’s strategic plan and that assists in the overall growth of the Town. To provide advice regarding existing and new bylaws that relate to/impact development within the community. Memorial Park Revitalization Advisory Committee To advise and make recommendations and provide regular updates to Council on all matters with respect to the Memorial Park Revitalization Project. Museum Advisory Committee To make recommendations to Council on policies and procedures pertaining to the Museum. To participate in strategic planning activities, initiate and participate in fundraising activities when and as needed, act as ambassadors for the museum within the community. To work with the Tillsonburg and District Historical Society regarding trust for artifact purchases and to act as trustees for the restoration trust. Parks, Beautification and Cemeteries Advisory Committee To advise and make recommendations to Council on all matters with respect to the utilization and beautification of public parks, trails, trees, green space and Tillsonburg cemeteries. Recreation and Sports Advisory Committee To advise and make recommendations to Council on matters related to the programming and utilization of Tillsonburg’s recreational facilities. To advise and make recommendations to Council on implementation of the Community Parks, Recreation and Cultural Strategic Master Plan. Tillsonburg Airport Advisory Committee To advise and make recommendations to Council on matters related to the Tillsonburg Regional Airport. To provide a forum for receiving input and advice from aviation stakeholder groups and the community with respect to the Airport Master Plan and strategic initiatives and to provide a forum for dialogue and communication. Day to day operations of the airport is the responsibility of Town staff. Tillsonburg Dog Park Advisory Committee Rosanne Fillion Kelly Luciani Wayne Beard Karen Keller The objective of the Tillsonburg Dog Park Advisory Committee (TDPAC) is to oversee and advise Town Council on the governance of the Dave Johnson Memorial Dog Park with representation from all affected groups in the community. Page 298 of 300 By-law 4250 Schedule A Tillsonburg Transit Advisory Committee The objective of the Tillsonburg Transit Advisory Committee (TTAC) is to oversee and advise Town Council on the governance oversite of the Town's service providers contract for transit and specifically the policies and procedures related to service delivery of transit. The TTAC will provide a forum for input, exchange of ideas and debate on conventional and mobility transit related issues with representation from all affected groups in the community. The committee should use the Mandate to set out a clear plan for the term of the Committee. Create a high level work plan to define the scope and establish the framework and overall approach for transit. Set out goals the committee will work towards accomplishing. Page 299 of 300 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 4347 BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 15th day of October, 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 October 15, 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 15th DAY OF OCTOBER, 2019. READ A THIRD AND FINAL TIME AND PASSED THIS 15th DAY OF OCTOBER, 2019. ________________________________ MAYOR – Stephen Molnar ________________________________ TOWN CLERK – Donna Wilson Page 300 of 300