200511 Regular Council Meeting AgendaThe Corporation of the Town of Tillsonburg
COUNCIL MEETING
AGENDA
Monday, May 11, 2020
4:30 PM
Electronic Meeting
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 (Tillsonburg Airport); and
A proposed or pending acquisition or disposition of land by the municipality (Highway 3
Lands).
2.1 Adoption of Agenda
2.2 Disclosures of Pecuniary Interest and the General Nature Thereof
2.3 Adoption of Closed Session Council Minutes
2.4 Reports
2.4.1 239 (2) (f) advice that is subject to solicitor-client privilege, including
communications necessary for that purpose; (Tillsonburg Airport)
2.4.2 239 (2) (c) a proposed or pending acquisition or disposition of land by the
municipality (Highway 3 Lands)
3.Adoption of Agenda
Proposed Resolution #2
Moved By: ________________
Seconded By: ________________
THAT the Agenda as prepared for the Council meeting of Monday, May 11, 2020, 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 April 27, 2020, be approved.
7.Presentations
8.Public Meetings
9.Planning Applications
10.Delegations
11.Deputation(s) on Committee Reports
11.1 RCP 20-22 Recreation and Sports Advisory Committee Year-End Report
Presented by: Eugene Todd, Chair of Recreation and Sports Advisory Committee
Proposed Resolution #4
Moved By: ________________
Seconded By: ________________
THAT Council receives Report RCP 20-22 Recreation and Sports Advisory
Committee Year-End Report, as information.
11.2 RCP 20-23 Parks, Beautification and Cemetery Advisory Committee Year-End
Report
Presented by: Paul DeCloet, Chair of Parks, Beautification and Cemetery Advisory
Committee
Proposed Resolution #5
Moved By: ________________
Seconded By: ________________
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THAT Council receives Report RCP 20-23 Parks, Beautification and Cemetery
Advisory Committee Year-End Report, as information.
11.3 CLK 20-19 COVID-19 Task Force Recommendations
Proposed Resolution #6
Moved By: ________________
Seconded By: ________________
THAT Council receives Report CLK 20-19 COVID-19 Taskforce Recommendations,
as information.
12.COVID-19
13.Information Items
13.1 CN Rail - CN Right of Way Vegetation Control
Proposed Resolution #7
Moved By: ________________
Seconded By: ________________
THAT Council receives the correspondence from CN Rail dated May 4, 2020, as
information.
14.Quarterly Reports
14.1 FIN 20-17 2020 First Quarter Consolidated Financial Results
Proposed Resolution #8
Moved By: ________________
Seconded By: ________________
THAT Council receives Report FIN 20-17 2020 First Quarter Consolidated Financial
Results, as information.
14.2 FIN 20-16 2020 First Quarter Corporate Services Results
14.3 DCS 20-09 2020 First Quarter Economic Development and Marketing Results
14.4 DCS 20-08 2020 First Quarter Building Planning By-Law Services Results
14.5 FRS 20-03 2020 First Quarter Fire Services Results
14.6 OPS 20-21 2020 First Quarter Operations Services Results
14.7 RCP 20-19 2020 First Quarter Recreation, Culture and Parks Results
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Proposed Resolution #9
Moved By: ________________
Seconded By: ________________
THAT Council receives the 2020 First Quarter Department Results, as information.
15.Staff Reports
15.1 Chief Administrative Officer
15.2 Clerk's Office
15.3 Development and Communication Services
15.3.1 DCS 20-07 Sign By-Law Amendment – COVID-19
Proposed Resolution #10
Moved By: ________________
Seconded By: ________________
THAT Council receives Report DCS 20-07; Sign By-Law Amendment –
COVID-19 as information;
AND THAT a By-Law to amend By-Law 3798, being a by-law to prohibit or
regulate signs and other advertising devices and the posting of notices
within the Town of Tillsonburg, be brought forward for Council’s
consideration;
AND THAT a By-Law to amend By-Law 2020-001, being a Schedule of
Fees for certain Municipal applications, services and permits in the Town of
Tillsonburg, be brought forward for Council’s consideration.
15.3.2 DCS 20-10 Rouse Street Servicing Easement
Proposed Resolution #11
Moved By: ________________
Seconded By: ________________
THAT Council receives Report DCS 20-10 Rouse Street Servicing
Easement;
AND THAT a By-Law authorizing the Mayor and Clerk to enter into an
agreement with the Future Transfer Co. Inc. for an easement across the
property described as Parts 1, 2 and 3, Plan 41R-8031 in the Town of
Tillsonburg, County of Oxford, and more particularly, as Part 1, Plan 41R-
9989, be brought forward for Council’s consideration.
15.4 Finance
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15.5 Fire and Emergency Services
15.6 Operations
15.6.1 OPS 20-22 Airport Hangar Taxiway G1 Lot 4 Land Lease Agreement
Proposed Resolution #12
Moved By: ________________
Seconded By: ________________
THAT Council receives Report OPS 20-22 Taxiway G1 Lot 4 Land Lease
Agreement;
AND THAT a By-law to execute the Hangar Land Lease Agreement for
Taxiway G1 Lot 4 with Russell Catton, be brought forward for Council’s
consideration.
15.6.2 OPS 20-23 Results for RFP 2020-005 Consulting Services for Pavement
Condition Assessments
Proposed Resolution #13
Moved By: ________________
Seconded By: ________________
THAT Council receive Report OPS 20-23 Results for RFP 2020-005
Consulting Services for Pavement Condition Assessments;
AND THAT Council award RFP 2020-005 to Englobe Corp. of Brantford,
ON at a cost of $35,152.99 (net HST included), the highest scoring
proposal received.
15.7 Recreation, Culture & Park Services
15.7.1 RCP 20-20 Tillsonburg 2020 Canada Day
Proposed Resolution #14
Moved By: ________________
Seconded By: ________________
THAT Council receives Report RCP 20-20 Tillsonburg 2020 Canada Day;
AND THAT all Canada Day activities organized by the Town of Tillsonburg
for July 1, 2020 hereby are cancelled.
15.7.2 RCP 20-21 LLWP 2020 Operating Season
Proposed Resolution #15
Moved By: ________________
Page 5 of 155
Seconded By: ________________
THAT Council receives Report RCP 20-21 Lake Lisgar Waterpark 2020
Operating Season;
AND THAT Lake Lisgar Waterpark remains closed for the 2020 operating
season due to COVID-19 restrictions and the associated financial
pressures on the municipality.
16.New Business
17.Consideration of Committee Minutes
17.1 Committee Minutes
Proposed Resolution #16
Moved By: ________________
Seconded By: ________________
THAT Council receives the COVID-19 Task Force minutes dated April 29, 2020, as
information.
18.Motions/Notice of Motions
19.Resolutions/Resolutions Resulting from Closed Session
20.By-Laws
20.1 A By-Law to enter in an Airport Hanger Land Lease Agreement with Russell Catton
20.2 A By-Law to amend By-Law 3798 (Sign By-Law)
20.3 A By-Law to amend Schedule A of By-Law 2020-001 (Schedule of Fees)
20.4 A By-Law to enter in an agreement with the Future Transfer Co. Inc.
Proposed Resolution #17
Moved By: ________________
Seconded By: ________________
THAT A By-Law to enter in an Airport Hanger Land Lease Agreement with Russell
Catton; and
A By-Law to amend By-Law 3798 (Sign By-Law); and
A By-Law to amend Schedule A of By-Law 2020-001 (Schedule of Fees); and
A By-Law to enter in an agreement with the Future Transfer Co. Inc., be read for a
first, second, third and final reading and that the Mayor and the Clerk be and are
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hereby authorized to sign the same, and place the corporate seal thereunto.
21.Confirm Proceedings By-law
Proposed Resolution #18
Moved By: ________________
Seconded By: ________________
THAT By-Law 2020-043, to Confirm the Proceedings of the Council Meeting held on May 11,
2020, be read for a first, second, third and final reading and that the Mayor and the Clerk be
and are hereby authorized to sign the same, and place the corporate seal thereunto.
22.Items of Public Interest
23.Adjournment
Proposed Resolution #19
Moved By: ________________
Seconded By: ________________
THAT the Council Meeting of Monday, May 11, 2020 be adjourned at ______ p.m.
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1
MINUTES
Monday, April 27, 2020
4:30 PM
Electronic Meeting
ATTENDANCE: Mayor Molnar
Deputy Mayor Beres
Councillor Esseltine
Councillor Gilvesy
Councillor Luciani
Councillor Parker
Councillor Rosehart
Staff: Kyle Pratt, Chief Administrative Officer
Michelle Smibert, Town Clerk
Kevin De Leebeeck, Director of Operations
Dave Rushton, Director of Finance
Rick Cox, Director of Recreation, Culture and Parks
Terry Saelens, Acting Fire Chief
Amelia Jaggard, Deputy Clerk
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 4:30 p.m.
2. Closed Session
Resolution # 2020-193
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council move into Closed Session to consider:
• personal matters about an identifiable individual, including Town employees;
(Fire Chief Recruitment), and
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2
• personal matters about an identifiable individual, including Town employees;
(COVID-19 Taskforce Appointments)
• personal matters about an identifiable individual, including Town employees;
(Committee Appointments)
Carried
2.1 Adoption of Agenda
2.2 Disclosures of Pecuniary Interest and the General Nature Thereof
2.3 Adoption of Closed Session Council Minutes
2.4 Reports
2.4.1 2 (b) personal matters about an identifiable individual,
including municipal or local board employees; (Fire Chief
Recruitment)
2.4.2 2 (b) personal matters about an identifiable individual,
including municipal or local board employees; (COVID-19
Taskforce Appointments)
2.4.3 2 (b) personal matters about an identifiable individual,
including municipal or local board employees; (Committee
Appointments)
3. Adoption of Agenda
Resolution # 2020-194
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT the Agenda as prepared for the Council meeting of Monday, April 27,
2020, be adopted.
Carried
4. Moment of Silence
5. Disclosures of Pecuniary Interest and the General Nature Thereof
No disclosures of pecuniary interest were declared.
6. Adoption of Council Minutes of Previous Meeting
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3
Resolution # 2020-195
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the Minutes of the Council meeting of April 14, 2020, be approved.
Carried
7. Presentations
7.1 Recreation, Culture and Parks Department Service Review
Presentation (30 minutes)
David Bajurny, Managing Partner, Ron Barr, Senior Consultant and Guus
Saaltink, Senior Consultant, of The Clarico Group, participated in the
meeting to provide an overview of the Recreation, Culture and Parks
Department Service Review conducted by The Clarico Group.
Opportunity was provided for comments and questions from Council.
Staff will review the entire report and provide a report to Council which
identifies areas requiring further investigation and areas where there are
opportunities for implementation.
Resolution # 2020-196
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives the Recreation, Culture and Parks Department
Service Review Presentation, as information;
AND THAT the Director of Recreation, Culture & Parks bring back a report
to Council on or before the meeting of June 22nd, on the strategy and
implementation of the Recreation, Culture and Parks Department Service
Review by The Clarico Group.
Carried
8. Public Meetings
9. Planning Applications
10. Delegations
11. Deputation(s) on Committee Reports
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12. COVID-19
Staff noted that they are continuing to review and adjust business continuity
plans.
13. Information Items
13.1 Provincial Policy Statement 2020
Resolution # 2020-197
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receive the Provincial Policy Statement 2020, as
informaiton.
Carried
14. Staff Reports
14.1 Chief Administrative Officer
14.1.1 CAO 20-03 Appointment of Acting Fire Chief and Acting
Deputy Fire Chief
Resolution # 2020-198
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives Report CAO 20-03, as information;
AND THAT a By-Law to appoint an Acting Fire Chief and an Acting
Deputy Fire Chief for the Town of Tillsonburg, be brought forward
for Council’s consideration.
Carried
14.2 Clerk's Office
14.2.1 CLK 20-13 Committee Appointments
Resolution # 2020-199
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives Report CLK 20-13 Committee
Appointments;
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5
AND THAT a By-Law to Amend Schedule A of By-Law 4247, be
brought forward for Council’s consideration.
Carried
14.2.2 CLK 20-18 County Council Composition and Election of Head
of Council Review
It was requested that staff prepare a report to review an additional
County Council representative given Tillsonburg’s population
growth, preferences for the election of the Warden, additional at
large members for the next meeting of Council. It was requested
that staff ask for an extension of the deadline for submissions on
this matter.
Resolution # 2020-200
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives Report CLK 20-18, as information.
AND THAT Staff bring a report back to the May 11, 2020, Council
meeting with options for review.
Carried
14.3 Development and Communication Services
14.4 Finance
14.5 Fire and Emergency Services
14.5.1 FRS 20-02 Self-Contained Breathing Apparatus (SCBA)
Replacement
Resolution # 2020-201
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives Report FRS 20-02 SCBA Replacement, as
information;
AND THAT Council approves purchase MSA G-1 Self-Contained
Breathing Apparatus (SCBA);
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AND FURTHER THAT Council approve AJ Stone Company Limited
as sole source vendor for this equipment as awarded through the
Township of Wilmot cooperative RFP.
Carried
14.6 Operations
14.6.1 OPS 20-18 Results for RFP 2020-003 Engineering Consulting
Services for the Reconstruction of Concession Street West
Resolution # 2020-202
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receive Report OPS 20-18 Results for RFP 2020-
003 Engineering Consulting Services for the Reconstruction of
Concession Street West;
AND THAT Council award RFP 2020-003 to GM Blue Plan of
London, ON at a cost of $156,934.27 (net HST included), the
highest scoring proposal received.
Carried
14.6.2 OPS 20-19 Results for RFP 2020-004 Engineering Consulting
Services for Retaining Wall Replacements
Resolution # 2020-203
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receive Report OPS 20-19 Results for RFP 2020-
004 Engineering Consulting Services for Retaining Wall
Replacements;
AND THAT Council award RFP 2020-004 to Planmac Engineering
Inc. of Toronto, ON at a cost of $97,402.64 (net HST included), the
highest scoring proposal received.
Carried
14.6.3 OPS 20-20 Tillsonburg Regional Airport Hydro Load Capacity
Assessment
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Staff noted that the Airport Master Plan RFP is currently being
prepared.
Resolution # 2020-204
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receives Report OPS 20-20 Tillsonburg Regional
Airport Hydro Load Capacity Assessment;
AND THAT the results of the Airport Hydro Load Capacity
Assessment inform the Airport Master Plan as it relates to current
and future growth capacity of hydro infrastructure at the Airport.
Carried
14.7 Recreation, Culture & Park Services
14.7.1 RCP 20-16 45 Hardy Ave Fire Panel Replacement Update
Resolution # 2020-205
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives Report RCP 20-16 45 Hardy Ave. Fire
Alarm Panel Replacement Update;
AND THAT the project budget is increased by an additional
$18,000 with the additional funding coming from the Facility
Infrastructure Reserve.
Carried
14.7.2 RCP 20-17 Sports Facilities Allocation Policy
Resolution # 2020-206
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council receives Report RCP 20-17 Sports Facilities
Allocation Policy;
AND THAT Council approves and adopts the Sports Facilities
Allocation Policy for the Town of Tillsonburg.
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Carried
14.7.3 RCP 20-18 Acti-Passs Program
Staff noted that this program has no cost to the Town besides loss
of potential revenue.
Resolution # 2020-207
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives Report RCP 20-18 Act-i-Pass Program, as
information;
AND THAT the Town of Tillsonburg supports the partnership with
Southwestern Public Health in order to provide ACT-i-Pass
programs to Grade 5 students beginning in July 2020.
Carried
15. New Business
16. Consideration of Committee Minutes
16.1 Committee Minutes
Resolution # 2020-208
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives the Economic Development Committee minutes
dated April 7, 2020 and April 14, 2020, as information.
Carried
16.2 Police Services Board Minutes
Office of the Clerk will request that Police Service Board minutes are
provided when available.
Resolution # 2020-209
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
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THAT Council receives the Police Services Board minutes dated
September 18, 2019, October 16, 2019, November 20, 2019 and
December 18, 2019, as information.
Carried
17. Motions/Notice of Motions
Resolution # 2020-210
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council request the Chief Building Official to review the sign by-law and
bring forth recommendations to Council at the next meeting that would include
such things as waiving mobile sign fees, placing banners or mobile signs in areas
where they are prohibited such as the downtown core to allow businesses to
advertise more aggressively during the re-opening and recovery phase of the
economy impacted by Covid-19.
Carried
18. Resolutions/Resolutions Resulting from Closed Session
Resolution # 2020-211
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT the following individuals be appointed to the COVID-19 Taskforce: Larry
Scanlan, Karen Devolin, Abbie Boesterd, Emma Dew, Joe McGuire, Merley
Wheaton, Roxanne MacMillan, Michelle Smibert, Town Clerk, Laura Pickersgill,
Legislative Services Coordinator and Colleen Pepper, Marketing and
Communications Officer.
Carried
19. By-Laws
19.1 By-Law 2020-040, to Amend Schedule A of By-Law 4247 (Committee
Appointments)
19.2 By-Law 2020-041, to transfer the properties known as Daffodil Drive
and Daisy Court, Plan 41M-155, to 2563557 Ontario Inc
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19.3 By-Law 2020-042, to appoint an Acting Fire Chief and an Acting
Deputy Fire Chief for the Town of Tillsonburg
Council confirmed that Gord Roesch be appointed as Acting Fire Chief
and that Vanessa Devolin be appointed as Acting Deputy Fire Chief.
Resolution # 2020-212
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT By-Law 2020-040 to Amend Schedule A of By-Law 4247
(Committee Appointments), and
By-Law 2020-041 to transfer the properties known as Daffodil Drive and
Daisy Court, Plan 41M-155, to 2563557 Ontario Inc, and
By-Law 2020-042 to appoint an Acting Fire Chief for the Town of
Tillsonburg and to repeal By-Law 4302, To Appoint the previous Acting
Fire Chief, and to appoint an Acting Deputy Fire Chief for the Town of
Tillsonburg and to repeal By-Law 3502, To Appoint a previous Deputy Fire
Chief, be read for a first, second, third and final reading and that the
Mayor and the Clerk be and are hereby authorized to sign the same, and
place the corporate seal thereunto.
Carried
20. Confirm Proceedings By-law
Resolution # 2020-213
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT By-Law 2020-039, to Confirm the Proceedings of the Council Meeting held
on April 27, 2020, be read for a first, second, third and final reading and that the
Mayor and the Clerk be and are hereby authorized to sign the same, and place
the corporate seal thereunto.
Carried
21. Items of Public Interest
There is a bottle drive fundraiser scheduled for April 29, 2020 at the Beer Store
and proceeds will be going to the Tillsonburg District Memorial Hospital.
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Council and staff congratulated Acting Fire Chief Terry Saelens on his retirement
and thanked Chief Saelens for his 47 years of service to the Tillsonburg Fire
Department.
The next regular Council meeting will be held on Monday, May 11, 2020 at 6:00
p.m. via video conference.
22. Adjournment
Resolution # 2020-214
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT the Council Meeting of Monday, April 27, 2020 be adjourned at 8:18 p.m.
Carried
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Page 1 of 3
Subject: Recreation and Sports Advisory Committee Year End Report
Report Number: RCP 20-22
Author: Eugene Todd, Chair; Andrea Brown, Staff Liaison
Meeting Type: Council Meeting
Meeting Date: Monday, May 11, 2020
RECOMMENDATION
THAT Council receives Report RCP 20-22 Recreation and Sports Advisory Committee
Year-End Report, as information.
BACKGROUND
This report is to provide Council with an update of activities of the Sports & Recreation
Advisory Committee throughout 2019.
DISCUSSION
The Recreation & Sports Advisory Committee’s mandate is to advise and make
recommendations on policies and procedures pertaining to the programming and
utilization of Tillsonburg’s recreational facilities and on implementation of the
Community Parks, Recreation and Cultural Master Plan. The committee also takes part
in overseeing the Tillsonburg Sports Hall of Fame event and advises on fundraising for
the Fee Assisted Recreational Experience (FARE) program.
In 2019 the committee was asked by Council to provide advice on the future of the
Summer Place and Rowing Club boathouse building. To that effect, the committee
welcomed a presentation by the President of the Tillsonburg Rowing Club in April.
In May 2019, in a joint meeting with the Memorial Park Revitalization Advisory
Committee, a recommendation was put to Council that the outdoor water park be
demolished and replaced with a splash pad facility. This recommendation was rejected
by Council.
In June 2019, after reviewing the proposed RZone policy to promote respect and
manage access and use of recreational facilities, the committee recommended that
Council adopt it as the town policy. This recommendation was adopted by Council.
In September, Michelle Wegg with support of members of Tillsonburg Optimist Club
presented the committee with an overview and update on the independent group’s
Splash Pad fundraising efforts. The committee recommended that lines of
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RCP 20-22
Page 2 of 3
communication stay open between the Town and the Optimist Club in order to ensure
each have awareness of the projects and timelines.
In October a successful Sports Hall of Fame event inducted 2 coaches, 2 teams, 3
individual athletes and 1 community builder into the Tillso nburg Hall of Fame.
The committee also reviewed the draft Sports Facilities Allocation Policy and made
recommendation to Council that it be adopted. The Policy has been reviewed by SLT
and was brought forward to Council for approval.
FINANCIAL IMPACT/FUNDING SOURCE
N/A
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE:
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 Tillsonbur g’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 20 of 155
RCP 20-22
Page 3 of 3
Report Approval Details
Document Title: RCP 20-22 - 2019 Rec Sports Advisory Committee Year End
Report.docx
Attachments:
Final Approval Date: May 4, 2020
This report and all of its attachments were approved and signed as outlined below:
Kyle Pratt - May 4, 2020 - 2:28 PM
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Page 1 of 3
Subject: Parks, Beautification and Cemetery Advisory Committee Year-End Report
Report Number: RCP 20-23
Author: Christine Nagy, Vice-Chair & Corey Hill, Staff Liaison
Meeting Type: Council Meeting
Meeting Date: Monday, May 11, 2020
RECOMMENDATION
THAT Council receives Report RCP 20-23 Parks, Beautification and Cemetery Advisory
Committee Year-End Report, as information.
BACKGROUND
This report is to provide Council with an update on the actions performed through the
Parks, Beautification & Cemetery Advisory Committee throughout 2019.
DISCUSSION
The Parks, Beautification & Cemetery Advisory Committee was active in fulfilling their
mandate last year.
The mandate of the Parks, Beautification & Cemetery Advisory Committee is: To
advise and make recommendations to Council on all matters with respect to the
utilization and beautification of public parks, trails, trees, green spaces and Tillsonburg
Cemeteries.
The Committee reviewed and adopted its Terms of Reference.
In partnership with the Oxford County Trails Council, the Committee planned and
hosted the Keep Tillsonburg Beautiful/Trails Festival event on the new section of the
Trans Canada Trail between Tillson Avenue and Broadway. The event featured a
variety of family oriented activities including: guided trail walks, kids face-painting,
crafts, a trail clean-up and the formal unveiling of a memorial bench for late Councilor
Brian Stephenson. A Trans Canada Trail Spring Cleanup Grant was received to help
fund the event.
The Committee reviewed the installation of a wooden pergola within the cemetery. The
pergola was constructed without prior notice or authorization from the Town. The
Committee felt the pergola was not in keeping with the respect and dignity of the
cemetery and a violation of the cemetery by-law. As such, the Committee formally
recommended the pergola’s removal to Council. This recommendation was supported
by Council.
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RCP 20-23
Page 2 of 3
A sub-committee was established to determine the feasibility of a scattering garden in
Tillsonburg by researching the demand and potential users in similar sized
municipalities. These findings were the basis for a formal Committee recommendation
to Council to allocate budget to implement a scattering garden at the Tillsonburg
Cemetery as a part of the 2020 capital budgeting process. This recommendation was
not supported by Council.
The Committee reviewed the current cemetery by-law throughout the year and the
recommended changes will be compiled and formally presented to Council in 2020.
CONSULTATION
Throughout the year and as a part of their goals/objectives listed above, the Committee
consulted with the Oxford County Trails Council, community groups such as: the
Knights of Columbus, Scouts Canada, the Station Arts Centre and multiple neighboring
municipalities pertaining to cemetery operations.
FINANCIAL IMPACT/FUNDING SOURCE
N/A
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE:
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
ATTACHMENTS:
N/A
Page 23 of 155
RCP 20-23
Page 3 of 3
Report Approval Details
Document Title: RCP 20-23 - PBCAC 2019 Year End Council Report.docx
Attachments:
Final Approval Date: May 4, 2020
This report and all of its attachments were approved and signed as outlined below:
Kyle Pratt - May 4, 2020 - 2:24 PM
Page 24 of 155
Page 1 of 2
Subject: COVID-19 Task Force Recommendations
Report Number: CLK 20-19
Author: Michelle Smibert, Town Clerk
Meeting Type: Council Meeting
Meeting Date: Monday, May 11, 2020
RECOMMENDATION
THAT Council receives Report CLK 20-19 COVID-19 Taskforce Recommendations, as
information.
BACKGROUND
At the COVID-19 Task Force meeting on April 29, 2020, the committee passed the
following two resolutions:
Moved by: Deputy Mayor Beres
Seconded by: Karen Devolin
THAT Staff provide a report to Town Council outlining implications and advantages
of recommending the suspension of development charge fees until July 2020.
Carried.
Moved by: Karen Devolin
Seconded by: Joe McGuire
THAT to support “human connections” during this pandemic, the Task Force ask
RCP to provide for ideas as it relates to unique programming given the circumstances
and to connect with Station Arts on this matter and to share this idea with other
stakeholders that offer programs.
Carried.
DISCUSSION
CONSULTATION
FINANCIAL IMPACT/FUNDING SOURCE
Page 25 of 155
CLK 20-19
Page 2 of 2
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE
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
ATTACHMENTS
Page 26 of 155
Luanne Patterson
Senior System Manager Directrice de l'analyse des systèmes
Environmental Assessement Évaluation environnementale
Box 8100 Boite 8100
Montreal, Quebec Canada Montréal, Québec/Canada
H3C 3N4 H3C 3N4
1
5/4/2020
RE: CN RIGHT OF WAY VEGETATION CONTROL
Dear Mayor,
We are reaching out in order to advise you of our vegetation control activities in your area between
May and October 2020. A regularly updated schedule will be available at www.cn.ca/vegetation.
If not managed properly, trees, brush or other vegetation can severely compromise public safety.
Vegetation can impede the view motorists have of incoming trains, increase the risk of crossing
accidents. Moreover, unwanted vegetation can damage the integrity of the railway, interfere with
signals and switches, contribute to track side fires, compromise employee safety, reduce visibility for
train crews at road crossings/train control signals and track side warning devices, to name a few of
the potential risks. Our annual vegetation control program is designed to mitigate these risks by
managing brush, weeds and other undesirable vegetation. In short, CN’s vegetation control program
is a critical contributor to safe operations; hence, these vegetation control measures assist in
contributing to the overall safety of the communities through which we operate.
CN manages vegetation using both chemical and mechanical methods. CN is sensitive to concerns
your community may have regarding chemical vegetation control. At CN, we are committed to
environmental safety and sustainability
The track infrastructure is composed of two main sections, the ballast section typically ranging from
16-24 feet (which is primarily gravel and supports the track structure) and the right of way portion
(which is the area outside of the ballast to the CN property boundary).
The 16-24 feet ballast section and areas around signals and communications equipment that is critical
for safe railway operations must be managed using chemical methods. Application in these safety
critical areas is done using spray truck or spray train with downcast nozzles that spray a short distance
above the ground surface with shrouded booms. The right of way section is primarily maintained using
mechanical control methods such as mowing or brush cutting. Small areas within the right of way that
contain noxious or invasive weeds may be chemically treated.
Page 27 of 155
2
CN must use chemical control techniques on the ballast section throughout the network for safety
reasons. When chemicals are applied to the ballast section via spray train or truck, as outlined in the
photo below, additives called surfactants that make the chemical work better may be included to help
manage the application.
CN has retained professional contractors qualified to undertake this work who are required to comply
with laws and regulations applicable to CN. In addition, the contractors ensure that vegetation control
is performed with consideration of the environment and in accordance with the highest industry
standards.
Should your Town/City have any noxious weed removal requests, we ask that you contact CN's Public
Inquiry Line at contact@cn.ca or fill out the form at www.cn.ca/vegetation before June 1, 2020 with
the specific information and location. CN will make every effort to include those locations as part of
our 2020 Vegetation Management Program. All notices sent after the above mentioned date will be
included in the 2021 Vegetation Management Plan.
Page 28 of 155
3
We look forward to collaborating with you and answering any questions you may have regarding our
vegetation control activities in your community. In that respect, please find attached the notices CN is
publishing in local papers to advise the public. We would kindly ask that you post copies on your
community’s website and at City Hall or other central locations for a wider distribution.
For any questions or more information, please contact the CN Public Inquiry Line by telephone at 1-
888-888-5909, or by email at contact@cn.ca.
Please also find our FAQ's regarding the program at the following address: www.cn.ca/vegetation.
Best regards,
Luanne Patterson
Senior Systems Manager, Environmental Assessment
Page 29 of 155
Page 1 of 2
Subject: 2020 First Quarter Consolidated Financial Results
Report Number: FIN 20-17
Author: SHEENA PAWLIWEC, CPA, CGA
Meeting Type: Council Meeting
Meeting Date: Monday, May 11, 2020
RECOMMENDATION
THAT Council receives Report FIN 20-17 2020 First Quarter Consolidated Financial
Results, as information.
SUMMARY
To provide Council with the January 1, 2020 to March 31, 2020 Town wide consolidated
financial results.
SUMMARY OF OPERATIONAL RESULTS
The attached spreadsheet summarizes by department the variances between 2020
actual results for the period ended March 31, 2020 and the 2020 YTD budget.
The first quarter results reflect an overall Town wide consolidated 2020 surplus of
$58,396.
Questions or comments relative to the departmental 2020 first quarter revenues and
expenditures should be referred to the other members of the Senior Leadership Team
for commentary.
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE
1. Excellence in Local Government
☐ Demonstrate strong leadership in Town initiatives
☐ Streamline communication and effectively collaborate within local government
☒ Demonstrate accountability
ATTACHMENTS
Appendix A - 2020 Q1 Consolidated Operating Results
Page 30 of 155
FIN 20-17
Page 2 of 2
Report Approval Details
Document Title: FIN 20-17 2020 First Quarter Consolidated Financial
Results.docx
Attachments: - FIN 20-17 - Appendix A - 2020 Q1 Consolidated Operating Results.pdf
Final Approval Date: Apr 30, 2020
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Apr 30, 2020 - 1:58 PM
Report Approval Details
Document Title: FIN 20-17 2020 First Quarter Consolidated Financial
Results.docx
Attachments: - FIN 20-17 - Appendix A - 2020 Q1 Consolidated Operating Results.pdf
Final Approval Date: May 4, 2020
This report and all of its attachments were approved and signed as outlined below:
Kyle Pratt - May 4, 2020 - 1:01 PM
Page 31 of 155
2020 2020 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Levy, PILS 8,082,276 8,064,932 (17,344)
Grants 250,824 287,984 37,160
User Charges 1,336,829 1,213,903 (122,926)
Other Revenue 60,173 61,039 866
Specified Revenue 2,056 2,056
Contribution from Reserves
Total Revenues 9,730,102 9,629,914 (100,188)
Expenditures
Labour 2,391,022 2,309,704 81,318
Purchases 1,124,779 1,055,596 69,183
Contracted Services 1,229,756 1,166,451 63,305
Contribution to Reserves 57,755 (57,755)
Interfunctional Adjustments 134,579 133,410 1,169
Debt Principal & Interest 129,745 128,381 1,364
Total Expenditures 5,009,881 4,851,297 158,584
Total Net Levy 4,720,221 4,778,617 58,396
Development Charges
DC Revenue Collected (234,657)
DC Contribution to Reserves 234,657
Page 32 of 155
Page 1 of 3
Subject: 2020 First Quarter Corporate Services Results
Report Number: FIN 20-16
Author: SHEENA PAWLIWEC, CPA, CGA
Meeting Type: Council Meeting
Meeting Date: Monday, May 11, 2020
RECOMMENDATION
THAT Council receives report FIN 20-16 2020 First Quarter Corporate Services
results, as information.
SUMMARY
To provide Council with the actual January 1, 2020 to March 31, 2020 Corporate
Services Department financial results.
SUMMARY OF OPERATIONAL RESULTS
Table 1: 2020 Operations Business Plan
Objective Target
Date
Status
IT Security – THI Q2
Corporate Staff Plan to meet Community
Growth
Q2
Negotiate long term contract with County
for Water/Wastewater billing
Q2
Strategic Plan Q2
Central Record Repository Q2
Electronic Communications Policy Q2
Review banking and legal arrangement Q3
Multi-Year Budget Q4
Asset Management Plan Integrated into
2021 Budget
Q4
Integration of County Service Plan Q4
Physician Recruitment Q4
Local Government Week Q4
Page 33 of 155
FIN 20-16
Page 2 of 3
Table 2: 2020 Capital Business Plan
Objective Target
Date
Status
Annual Computer Replacement Q2
Contribution to Reserves from
Departmental Charges
Q4
Table 3: 2020 Additional Information
Objective Target
Date
Status
Audited 2019 Financial Statements Q2 In Progress
FINANCIAL IMPACT/FUNDING SOURCE
The 2020 first quarter Corporate Services Department surplus is $6,704. This is broken
down as follows:
Department 100 – Council $(6,577)
Department 110 - Finance 6,382
Department 120 - Customer Service 6,899
$ 6,704
Details on major variances can be found in the attached Q1 results spreadsheet.
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE
1. Excellence in Local Government
☐ Demonstrate strong leadership in Town initiatives
☐ Streamline communication and effectively collaborate within local government
☒ Demonstrate accountability
ATTACHMENTS
Appendix A - 2020 Q1 Corporate Services Operating Results
Page 34 of 155
FIN 20-16
Page 3 of 3
Report Approval Details
Document Title: FIN 20-16 2020 First Quarter Corporate Services Department
Results.docx
Attachments: - FIN 20-16 - Appendix A - 2020 Q1 Corporate Services Operating
Results.pdf
Final Approval Date: Apr 30, 2020
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Apr 30, 2020 - 2:13 PM
Report Approval Details
Document Title: FIN 20-16 2020 First Quarter Corporate Services Department
Results.docx
Attachments: - FIN 20-16 - Appendix A - 2020 Q1 Corporate Services Operating
Results.pdf
Final Approval Date: May 4, 2020
This report and all of its attachments were approved and signed as outlined below:
Kyle Pratt - May 4, 2020 - 2:00 PM
Page 35 of 155
2020 2020 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants 142,650 179,559 36,909 (26%) 1
User Charges 7,725 9,056 1,331 (17%)
Other Revenue 6,253 27,892 21,639 (346%) 2
Total Revenues 156,628 216,507 59,879
Expenditures
Labour 386,949 381,542 5,407 (1%)
Purchases 161,554 175,409 (13,855)(9%) 3
Contracted Services 94,272 82,465 11,807 (13%) 4
Contribution to Reserves 56,462 (56,462)5
Interfunctional Adjustments (153,319) (152,925) (394)(0%)
Total Expenditures 489,456 542,953 (53,497)
Total Net Levy (332,828) (326,446) 6,382
Development Charges
DC Revenue Collected (14,980)
DC Contribution to Reserves 14,980
Notes
1 OCIF Formula Funding
2 Bank interest earned relating to Reserve account and having a positive balance in the Town's main operating account
4 Legal under $9,000; Subcontractor Expense under $8,700 - IT related
5 OCIF formula funding contributed to reserves - $36,600; Bank interest earned relating to Reserve account $19,500;
3 Advertising Expense over $6,700; Training Expense over $4,900; Phone Expense over $6,000
Page 36 of 155
2020 2020 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges 68,680 66,379 (2,301)(3%)
Total Revenues 68,680 66,379 (2,301)
Expenditures
Labour 112,216 113,308 (1,092)(1%)
Purchases 31,958 20,531 11,427 (36%) 1
Contracted Services 7,880 10,704 (2,824)(36%)
Interfunctional Adjustments (63,750) (65,376) 1,626 (3%)
Debt Principal & Interest 63 63 (100%)
Total Expenditures 88,367 79,167 9,200
Total Net Levy (19,687) (12,788) 6,899
Notes
1. Supplies Expense under budget $10,600 - postage
Page 37 of 155
2020 2020 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Contribution from Reserves
Total Revenues
Expenditures
Labour 46,450 50,804 (4,354)(9%)
Purchases 102,873 105,096 (2,223)(2%)
Interfunctional Adjustments 6,375 6,375 0%
Total Expenditures 155,698 162,275 (6,577)
Total Net Levy (155,698) (162,275) (6,577)
Page 38 of 155
Page 1 of 7
Subject: 2020 First Quarter Economic Development & Marketing Results
Report Number: DCS 20-09
Author: Cephas Panschow
Meeting Type: Council Meeting
Meeting Date: Monday, May 11, 2020
RECOMMENDATION
THAT Council receives Report DCS 20-09 2020 First Quarter Economic Development
and Marketing Results, as information.
BACKGROUND
The impact of the Coronavirus pandemic started to affect departmental activity in mid -
March. Additional impacts are anticipated for the remainder of the year.
See Appendix A – Operating and Capital Financial (Cost Code) Summary
The below tables summarize the status of the 2020 Business Plan Operating and
Capital Budget objectives.
Table 1: 2020 Business Plan Objectives – Operating Budget
Objective Budget
Value
Target Date Status
Residential Marketing
Campaign
$31,000 Q Q4Q4 Not initiated
Downtown Community
Improvement Plan
(Façade)
$31,000 Q4 Reallocated per BIA request to
Council and used for their
Emergency Relief Support
Program
Community
Improvement Plan
$20,000 Q4 No applications received to date
Economic Development
Strategy
Implementation
$10,000
Q4 Data review completed. To be
completed in conjunction with
new Community Strategic Plan in
2020
Page 39 of 155
DCS 20-09
Page 2 of 7
Enhanced Business
Processes
$10,000 Q4 Subscription to company
prospecting tool completed.
Further enhancements will be
considered.
Branding – Wayfinding
Signage & Ongoing
Q4 Not initiated
High Tech
Manufacturing Action
Plan
$2,000 Q4 Not initiated.
Van Norman Innovation
Park – Clearview Dr
Extension & SWM Pond
Construction
Q4 Environmental Compliance
Applications submitted February
20 (MOECP) and March 2
(County). Tenders are in
progress for release. Rezoning
submitted. Electrical grid
capacity confirmed, connection
process underway.
Town Hall Project Not initiated
Western Region
Ringette Association –
Regional Event
$1,000 Q2 Plan to hold it in Tillsonburg for
two years was changed.
Chamber Sponsorship
(Grant for Gala)
$4,000 Q2 Event is being rescheduled due
to pandemic
Chamber Sponsorship
(Awards)
$3,800 Q2 Event is being rescheduled due
to pandemic
Service Level Increase
– Marketing/External
Communications
$12,500 Q3 Not initiated.
Youth Robotics
Challenge
$1,000 Q4 Not initiated
Bridges to Better
Business
$1,000 Q4 Not initiated
Page 40 of 155
DCS 20-09
Page 3 of 7
Table 2: Additional Business Plan Objectives
The below is a summary of activities, in addition to those in the Business Plan, that
were added to the workplan for the First Quarter.
Objective Details
Coronavirus Pandemic Staff within the Department were re-allocated to focus
on the Town’s Emergency Operations Centre.
Creation of the Mayor’s Working Group to address
business support and future recovery. Business
impact survey released and results aggregated with
Western Ontario Warden’s Caucus to support
advocacy for Southwestern Ontario.
Goals For Next Quarter (Q2 2020)
Objective Details
Coronavirus Pandemic
Recovery Planning
Re-evaluate business plan objectives and prioritize
activities that support existing businesses as planning
starts for recovery
Van Norman Innovation Park –
Clearview Dr Extension &
SWM Pond Construction
Obtain final approvals, release tenders, initiate
construction, obtain electrical network design, obtain
zoning, secure buyers, expand marketing, etc
DISCUSSION
It is clear that the business plan objectives for the remainder of 2020 will be impacted by
pandemic planning and recovery. The approved business plan will be reviewed in
consultation with the Senior Leadership Team. The main focus will be work on the Van
Norman Innovation Park.
CONSULTATION/COMMUNICATION
The reporting of quarterly results helps demonstrate accountability to Senior
Leadership, Town Council, and the public. In addition to this, the Economic
Development Advisory Committee is provided with a summary of this rep ort at their
regular meetings.
Page 41 of 155
DCS 20-09
Page 4 of 7
FINANCIAL IMPACT/FUNDING SOURCE
The Economic Development & Marketing Department variances for the fourth quarter of
2019 are as follows:
Department Variance (Brackets
denote over budget)
Explanation
Economic Development &
Marketing
$6,379 Vacant Position
Advertising Expense over
$5,300 (timing)
Development &
Communications
$433
TOTAL $6,812
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE
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
Attachments:
Appendix A – Operating and Capital Financial (Cost Code) Summary
Page 42 of 155
DCS 20-09
Page 5 of 7
Report Approval Details
Document Title: DCS 20-09 First Quarter Economic Development and
Marketing Results.docx
Attachments:
Final Approval Date: May 4, 2020
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - May 1, 2020 - 5:34 PM
Kyle Pratt - May 4, 2020 - 2:06 PM
Michelle Smibert - May 4, 2020 - 2:11 PM
Page 43 of 155
DCS 20-09
Page 6 of 7
Appendix A – Operating and Capital Financial (Cost Code) Summary
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges
Total Revenues
Expenditures
Purchases 31,621 31,215 406 (1%)
Interfunctional Adjustments 1,050 1,050 0%
Debt Principal & Interest 32,510 32,483 27 (0%)
Total Expenditures 65,181 64,748 433 (1%)
Total Net Levy (65,181)(64,748)433
Page 44 of 155
DCS 20-09
Page 7 of 7
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants
User Charges 8,812 8,813 1
Contribution from Reserves
Total Revenues (8,812)(8,813)1
Expenditures
Labour 72,910 56,766 16,144 (22%)1
Purchases 44,199 55,230 (11,031)(25%)2
Contracted Services 41 41 (100%)
Interfunctional Adjustments (3,600)(4,824)1,224
Total Expenditures 113,550 107,172 6,378 1
Total Net Levy (104,738)(98,359)6,379 1
Notes
1. Vacant Position
2 Advertising Expense over $5,300
Page 45 of 155
Page 1 of 8
Subject: 2020 First Quarter Building, Planning & By-Law Services
Report Number: DCS 20-08
Author: Geno Vanhaelewyn
Meeting Type: Council Meeting
Meeting Date: Monday, May 11, 2020
RECOMMENDATION
THAT Council receives Report DCS 20-08 2020 First Quarter Building, Planning & By-Law
Services as information.
BACKGROUND
This report contains information on activity volumes, trends over time, financials and updates on
major initiatives. The statistics provided are inclusive from January 1, 2020 to March 31, 2020.
DISCUSSION
BUILDING SERVICES
Construction activity in the Town of Tillsonburg has continued to remain record setting in terms
of overall permits issued and the total value of construction for the first quarter. All sectors with
the exception of institutional experienced increases with the main contributor being residential.
These activities are noted in the tables below.
2020– Building Permit Activity Overview – Q1 ending (Jan 1/20 – Mar 31/20)
Total Permits Issued 92
Total Construction Value $19,304,372
Total Permit Revenue $159,767
Page 46 of 155
DCS 20-08
Page 2 of 8
VALUE OF CONSTRUCTION COMPARISON
Value of Construction Comparisons (Jan 1/20 – Mar 31/20)
TYPE 2014 2015 2016 2017 2018 2019 2020
Residential
(Value) 2,515,579 3,575,293 4,286,562 3,911,090 7,550,226 5,089,508 15,574,762
Commercial
(Value) 83,475 135,300 1,005,261 476,880 1,143,580 303,200 976,510
Industrial
(Value) 716,000 41,600 2,000 168,254 165,000 156,300 2,702,800
Institutional
(Value) 4,148,500 226,668 0 0 36,000 1,506,500 50,300
TOTAL 7,463,554 3,978,861 5,293,823 4,556,224 8,894,806 7,055,508 19,304,372
RESIDENTIAL- $15,575,762
INSTITUTIONAL- $50,300
INDUSTRIAL- $2,702,800
COMMERCIAL- $976,510
Page 47 of 155
DCS 20-08
Page 3 of 8
Number of Permits Issued (Jan 1/20 – Mar 31/20)
TYPE 2013 2014 2015 2016 2017 2018 2019 2020
Single Detached
Dwellings 10 14 15 19 13 22 11 27
Total Dwelling
Units 10 14 20 20 17 12 21 31
Total All Permits 53 55 54 59 89 81 54 92
Residential Development
DEVELOPER NUMBER OF SINGLE
DETACHED DWELLINGS
Performance Communities Inc- Hayhoe Homes 20
Gentrac Homes – Wood Haven Drive 1
Riviera Homes – Sandy Court 0
Trevalli Homes – William Street 0
Bamford Homes – South Ridge Heights 0
Oxford Builders- Annandale Heights 1
Dalm Construction 0
Simon Wagler Homes 4
Private 1
Inspection Activity Comparisons (Jan 1/20 – Mar 31/20)
Output Measures/Activity 2014 2015 2016 2017 2018 2019 2020
Building Inspections Completed 164 172 212 353 256 299 346
Major Construction/Development Projects:
136 Concession Street East – new 5 story/49 unit apartment building
83 Rolph Street – public school to apartment conversion – 47 units
3 John Pound – new 4 story/33 unit apartment building
6 Rouse – new church – New Brethren Church
150 Concession W – renovation/addition to church – Christian Reformed Church
18 Harvest – new church – First Baptist Church
Page 48 of 155
DCS 20-08
Page 4 of 8
360 Quarter Town Line – new townhouse condos
Andrews Crossing Subdivision – Phase 1 & 2
Sandy Court Subdivision
301 Tillson Ave- industrial addition
671 Broadway- new car dealership
Building Financial Impact
Financial records indicate that the Building sector has a surplus of $8,045 for Q1. The increase
in planning application activity is a direct result of the increased revenue found in the attached
financial summary to this report. The forecast at this time for year end is to be on budget.
PLANNING SERVICES
2020 – Planning Activity (Jan 1/20 – Mar 31/20)
Output Measures/Activity 2014 2015 2016 2017 2018 2019 2020
Minor Variance Applications 1 2 2 1 5 2 4
Zone Change Application 2 2 2 3 3 6 3
Site Plan Formal Consultations 1 3 3 2 2 1 0
Site Plan Approvals 0 0 2 1 1 5 1
Site Plan Applications (in progress) 5 5 5 4 9 5 5
Subdivision Agreements 0 0 0 2 0 2 2
Pre-Servicing Agreements 2
Site Plan Applications (in progress)
1418 Bell Mill Side Road
91 Tillson Ave
61 Vienna Road
28 Old Vienna Road
17 Wren Court
Page 49 of 155
DCS 20-08
Page 5 of 8
BY-LAW SERVICES
All records were not available for analysis and the records that were available are provided in
the table below. Parking tickets and animal licencing are up slightly from previous years.
2020 – By-Law Activity (Jan 1/20 – Mar 31/20)
Output Measures– Quantity 2016 2017 2018 2019 2020
Parking Tickets Issued 319 198 179 266 358
Animal Tags Issued Cats 708 756 632 472 673
Dogs 1400 1634 1855 960 1440
Enforcement –
Complaints and
Occurrences
Parking, Noise,
Garbage, Taxi 56 23 32 - -
Property Stds,
Zoning, Clean
Yard, Sign,
Fence, etc.
33 61 52 - -
Animal Control 59 70 48 - -
By-Law Financial Impact
Financial records indicate that the Protection/By-Law sector has a surplus of $5,544 for Q1. The
forecast at this time for year end is to be on budget. A copy of the financial summary has been
attached to this report.
DEPARTMENTAL TASKS
2020 Business Plan Objectives
Objective Target Project Status
Complete Amanda Building Permitting Software Solution
Implementation and Mobility Q2 Q4 In Progress
Communicate Building Code Amendments Q4 In Progress
Develop Post-Disaster Event Protocol/Procedures Q4 In Progress
Review Permit Submission Web Portal Options & Digital
Service Delivery Q4 Not Started
By-Law Reviews – Building By-Law Q2 Q4 Not Started
By-Law Reviews – Animal Control Q2 Q3
In Progress (Public
consultation on hold
– COVID-19)
Page 50 of 155
DCS 20-08
Page 6 of 8
Central Area Design Study – Vehicular/Pedestrian
Movement Reconfiguration – Town Centre Mall Rear
Entrance Proposal
Q3
In Progress (Public
consultation on hold
– COVID-19)
Central Area Design Study – Public Objectives – Alley
Connecting Walkways Proposal Q3
In Progress (Public
consultation on hold
– COVID-19)
Central Area Design Study – Façade Improvement
Program Q4
In Progress (2020
funding reallocated –
COVID-19)
Review Planning Process & Procedures Q1 Q3 In Progress
Zoning By-Law Review & Housekeeping Amendments Q1 Q3
In Progress (Public
consultation on hold
– COVID-19)
Review Site Plan Approval By-Law & Process Q1 Completed
CONSULTATION
N/A
FINANCIAL IMPACT/FUNDING SOURCE
See attached financials.
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE
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
Page 51 of 155
DCS 20-08
Page 7 of 8
☐ 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
ATTACHMENTS
Appendix A – 2020 Q1 Budget vs Actuals – Building
Appendix B – 2020 Q1 Budget vs Actuals – Protection
Page 52 of 155
DCS 20-08
Page 8 of 8
Report Approval Details
Document Title: DCS 20-08 2020 First Quarter Building Planning By-Law
Services.docx
Attachments: - 2020 Q1 Budget vs Actuals - Building.pdf
- 2020 Q1 Budget vs Actuals - Protection.pdf
Final Approval Date: May 4, 2020
This report and all of its attachments were approved and signed as outlined below:
Kyle Pratt - May 4, 2020 - 1:56 PM
Page 53 of 155
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges 190,714 199,233 8,519 (4%)
Contribution from Reserves
Total Revenues 190,714 199,233 8,519
Expenditures
Labour 117,857 120,247 (2,390)(2%)
Purchases 8,080 6,168 1,912 (24%)
Contracted Services
Interfunctional Adjustments 8,428 8,424 4 (0%)
Total Expenditures 134,365 134,839 (474)
Total Net Levy 56,349 64,394 8,045
Notes
Any surplus at year end will contributed into the Building Deserve Obligatory Reserve
Page 54 of 155
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges 30,465 33,810 3,345 (11%)
Total Revenues 30,465 33,810 3,345
Expenditures
Labour 58,333 51,998 6,335 (11%)1
Purchases 11,685 16,559 (4,874)(42%)
Contracted Services 1,713 971 742 (43%)
Interfunctional Adjustments 7,097 7,101 (4)(0%)
Total Expenditures 78,828 76,629 2,199 (3%)
Total Net Levy (48,363)(42,819)5,544
Notes
1 Net labour under $6,300 - Crossing Guards Savings
Page 55 of 155
Page 1 of 5
Subject: 2020 First Quarter Fire Services Results
Report Number: FRS 20-03
Author: Terry Saelens, Fire Chief
Meeting Type: Council Meeting
Meeting Date: Monday, May 11, 2020
RECOMMENDATION
THAT Council receives Report FRS 20-03 2020 First Quarter Fire Services Results, as
information.
EXECUTIVE SUMMARY
To provide Council with the January 1, 2020 to March 31, 2020 Fire & Rescue Services
performance results.
SUMMARY OF OPERATIONAL RESULTS
2020 Business Objectives
Objective Target Date Status
Continued Training and Implementation of Cad
Upgrade at Fire Comm. (continuation of 2019) Ongoing Ongoing
2020 SCBA Capital Purchase Evaluation Q2 Complete
Technical Rescue Equipment Purchase Q2 Complete
Multi- Year Firefighter Training Program ( 3 Year) Q4 Suspended (COVID-19)
Traffic Signal Priority Control System Q2 Incomplete
Reserve Firefighter Program 2020 Q4 7 Reserve FF Selected
Reserve Firefighter Training Q4 Graduation Training Underway
Fire Commutations Customer Development Q4 Ongoing
Fire Ground Equipment Purchase Q3 Ongoing
File Conversion Training and Management Q4 /2020 Ongoing
Succession Management Hire of Deputy Chief
Replacement and FPO Ongoing Ongoing
Purchase of SCBA Q3 PO Issued
Training on SCBA Q3/Q4 Ongoing
CEMP Update 2020 Accreditation Q4 Incomplete
Key Indicators
26 Firefighters on average attended training exercises with an average participation rate
of 92%. The year to date average is 26 Firefighters attending an average of 92% of
training exercises.
Page 56 of 155
FRS 20-03
Page 2 of 5
The Average firefighter, year to date, has attended 49% of “Platoon” calls and 54% of
“All Calls”.
2020 Alarm Data (Year to Date)
OFM Response Type Total Incidents Total Staff Hours
Property Fires/Explosions 2 73
Burning Controlled 2 6
Pre Fire Conditions/ No Fire 0 0
False Fire Calls Alarm Activations 14 74
Carbon Monoxide False Calls 8 39
Public Hazard 4 12
Rescue MVC 12 59
Medical/Resuscitator Call 11 16
Other Response 17 70
YTD 70 349
2020 Dollar Loss / Loss Prevention
Number of
Working Fire
Incidents
Estimated
Property Value
at Risk
Estimated
Structure Fire
Loss
Estimated
Content Fire
Loss
Property Fire
Loss Prevented
Q1 2 500,000 200,000 100,000 200,000
Q2
Q3
Q4
Year to Date Total Fire Loss (structure & contents): $300,000
Fire Prevention Inspections
1st Quarter 2020 Year to Date
Assigned 0 0
In Progress 19 19
Follow Up 1 1
Legal Action 0 0
Rescinded 0 0
Closed 1 1
Apparatus Utilization
Apparatus 2020
1st Quarter
2020
Year to Date
2019
1st Quarter
2019
Year End
Car 1 1 1 1 24
Car 2 14 14 0 42
Pumper 1 33 33 39 197
Pumper 2 7 7 12 55
Rescue 3 29 29 10 60
Page 57 of 155
FRS 20-03
Page 3 of 5
Aerial 4 18 18 21 112
Public Education
Types 2020
1st Quarter
2020
Year to Date
2019
1st Quarter
2019
Year End
Station Tours 0 0 1 10
Presentations 0 0 6 11
Newspaper/Media 0 0 0 1
Charity Event 1 1 3 16
Fire Communication Report
Town of Tillsonburg Calls
2020
1st Quarter On Call Called Out 2020
YTD On Call Called Out YTD
Town Administration 79 N/A 79 N/A
OPP 13 N/A 13 N/A
Roads 55 8 55 8
Hydro 128 14 128 14
Water/Waste 20 4 20 4
By-Law Enforcement/Parking 5 0 5 0
Animal Control 9 1 9 1
Garbage Collection/Transfer Station 12 0 12 0
Fleet 0 0 0 0
Community Centre/Parks 19 3 19 3
Facilities 3 0 3 0
++++
Tillsonburg Fire
2020 1st Quarter 2020 YTD
Administration Lines 79 79
Emergency Calls 32 32
Non Emergent Calls 34 34
Fire Incidents 70 70
Fire Comm
2020 1st Quarter 2020 YTD
Emergency Calls 1571 1571
Non Emergent Calls 1649 1649
Fire Incidents 706 706
Page 58 of 155
FRS 20-03
Page 4 of 5
FINANCIAL IMPACT/FUNDING SOURCE
Fire Service Budget is over plan by $2061.00
Police Service Budget is under plan by $1891.00
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE
1. Excellence in Local Government
☒ Demonstrate strong leadership in Town initiatives
☒ Streamline communication and effectively collaborate within local government
☒ Demonstrate accountability
ATTACHMENTS
Appendix A – 2020 First Quarter Budget vs Actuals – Fire and Police
Page 59 of 155
FRS 20-03
Page 5 of 5
Report Approval Details
Document Title: FRS 20-03 First Quarter Fire report.docx
Attachments: - FRS 20-03 Appendix A - Q1 Fire and Police Report.pdf
Final Approval Date: May 4, 2020
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - May 4, 2020 - 8:38 AM
Kyle Pratt - May 4, 2020 - 1:20 PM
Michelle Smibert - May 4, 2020 - 1:44 PM
Page 60 of 155
2020 2020 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges 11,990 9,673 (2,317)(19%)
Total Revenues 11,990 9,673 (2,317)
Expenditures
Labour 267,667 266,471 1,196 (0%)
Purchases 49,224 47,488 1,736 (4%)
Contracted Services 21,405 21,042 363 (2%)
Contribution to Reserves
Interfunctional Adjustments 70,144 73,182 (3,038)(4%)
Debt Principal & Interest 3,629 3,630 (1)
Total Expenditures 412,069 411,813 256
Total Net Levy (400,079) (402,140) (2,061)
Development Charges
DC Revenue Collected (19,235)
DC Contribution to Reserves 19,235
Page 61 of 155
2020 2020 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants 72,500 72,750 250 (0%)
User Charges 78,143 77,822 (321)
Contribution from Reserves
Total Revenues 150,643 150,572 71
Expenditures
Labour 6,908 8,068 (1,160)(17%)
Purchases 14,249 8,534 5,715 (40%)
Contracted Services 859,978 862,575 (2,597)(0%)
Interfunctional Adjustments 1,978 1,974 4
Total Expenditures 883,113 881,151 1,962
(732,470) (730,579) 1,891
DC Revenue Collected (1,737)
DC Contribution to Reserves 1,737
Page 62 of 155
Page 1 of 6
Subject: 2019 Fourth Quarter Operations Services Results
Report Number: OPS 20-21
Author: Kevin De Leebeeck, P.Eng., Director of Operations
Meeting Type: Council Meeting
Meeting Date: Monday, May 11, 2020
RECOMMENDATION
THAT Council receive Report OPS 20-21, 2020 First Quarter Operations Services Results, as
information.
DISCUSSION
To provide Council with the January 1, 2020 to March 31, 2020 Operations Services financial
results.
Table 1: 2020 Operating Business Plan
Objective Target Project Status
Implementation of Inter-Community Transit Service Q2 Q3 Delayed
Renegotiations of West Town Line Boundary Road
Agreement Q2 Not Started
Renegotiations of Solid Waste and Recycling Collection
Agreement with Oxford County Q3 Not Started
Renegotiations of Urban Road Maintenance Agreement
with Oxford County Q4 Not Started
Renegotiations of Water Distribution and Wastewater
Collection Agreement with Oxford County Q2 Q3 Not Started
Develop a Sanitary Inflow and Infiltration Program Q2 Not Started
Ontario One-Call Alternative Locate Agreements Q1 In Progress
Implement a Watermain Foam Swabbing Program Q2 Q3 Not Started
Downtown Sidewalk By-law 2189 Update Q2 Q3 Not Started
Airport Development Manual Q2 In Progress
Page 63 of 155
OPS 20-21
Page 2 of 6
Town Owned Hangar Development Business Case Q3 Not Started
Investigate Private Woodlot East of Runway 08 -26
Removal Options Q3 Not Started
Airport General Aviation Area Stormwater Management Q1 In Progress
General Aviation Access Road Investigation Q4 Not Started
Finalize Engineering Design Criteria & Standard Drawings Q3 In Progress
Asset Management Complete AMP Implementation Project Q2 In Progress
Improve Core Asset Capital Plan from detailed AMP Q3 Not Started
Lincoln Street Reconstruction Detailed Design Q4 Not Started
Goshen Street Reconstruction Detailed Design Q4 Not Started
Townline Rd. Reconstruction Preliminary Design Q4 Not Started
Table 2: 2020 Capital Business Plan
Objective Target Project Status
Airport NAV CANADA Instrument Approach Procedure
Upgrade Q1 In Progress
Airport Drainage Channel Restoration Q3 In Progress
Airport Master Plan Q4 Not Started
Sidewalk Connectivity Program Q3 Bid Awarded
Road Condition Assessments Q3 Bid Issued
Maintenance Hole Assessment Program Phase 1 of 2 Q4 Bid Awarded
Goshen Area Geotechnical Investigation Q1 In Progress
Broadway & Bridge St. Intersection Audible and
Accessibility Upgrades Q3 Bid Awarded
Concession St. W. Reconstruction Design
(Charlotte to Rolph) Q3 Bid Closed
Quarter Town Line & Beech Blvd Retaining Wall
Replacement Design Q3 Bid Closed
Page 64 of 155
OPS 20-21
Page 3 of 6
Quarter Town Line at Stoney Creek Culvert Retaining
Wall Rehabilitation Design Q3 Bid Closed
Young Street Storm Outlet Class Environmental
Assessment Q4 Not Started
Watermain Looping – Langrell to Broadway Q2 Q3 Not Started
Stoney Creek Sanitary Trunk Main Repair Q3 Not Started
Bloomer St. Storm Sewer Repair Q2 Bid Awarded
Asphalt Resurfacing Program Q3 Bid Awarded
Oxford/Simcoe St. Rehabilitation
(Broadway to Vienna Rd) Q4 Bid Awarded
Rolling Meadows Reconstruction Phase 1 of 2
(Tanager, Falcon) Q3 Not Started
Rouse St. Sanitary Installation Q2 Bid Awarded
Light Duty Vehicles
Building Unit #34 – Replace SUV Q2 Bid Award Rejected
By-law Unit #36 – Reassigned SUV Q3 Not Started
New Building Unit – SUV Q2 Bid Award Rejected
New Hydro Unit – Utility Van Q1 In Progress
Medium Duty Vehicles
New Fire Unit – Command Vehicle Q3 Not Started
New Water/Roads Unit – Service Truck Q3 Bid Awarded
Heavy Duty Vehicles
Roads Unit #60 – Replace Snowplow Truck Q2 Not Started
Off Road Equipment
Water/Hydro/Roads Unit #86 – Replace Backhoe Q2 Bid Awarded
Roads Unit #84 – Replace Sidewalk Machine Q2 Not Started
Hydro Unit #233 – Rehabilitate Cable Trailer Q3 In Progress
Roads Unit #115 – Replace Line Striper Q1 In Progress
Roads Unit #97 - Replace Loader Blade Attachment Q1 Bid Awarded
Key indicators measure growth in terms of infrastructure i.e. Roads, Sewers, Watermain,
Sidewalk, etc. and the associated maintenance level of service. The Towns ability to
Page 65 of 155
OPS 20-21
Page 4 of 6
mitigate the associated incremental costs to maintain the additional infrastructures
demonstrates the efficiencies of continuous internal improvement.
Key Indicators 2019 2018 2017 2016 2015 2014
Roads (Lane km) 235.4 234.1 233.6 229.4 226.8 226.1
Sidewalks (km) 98.6 97.4 96.6 94.2 91.6 89.5
GOALS FOR NEXT QUARTER
Business Continuity during COVID-19
Issue remaining infrastructure capital projects and commence construction
Prepare RFP’s for asset assessments and infrastructure design work
Complete post winter maintenance operations
Begin spring maintenance operations.
FINANCIAL IMPACT/FUNDING SOURCE
The consolidated 2020 Q1 Operations Services overall variance is summarized in Table 4.
Table 4: First Quarter Budget vs. Actual Variance Summary
Department Surplus / (Deficit)
Operations Administration (230)
Engineering Services 21,010
Public Works 77,179
Waste Management 9,401
Municipal Parking (3,282)
Airport Operations (3,100)
Fleet Services 4,420
Transit Services 5,555
Total Variance 110,953
COMMUNICTY STRATEGIC PLAN (CSP) LINKAGE
1. Excellence in Local Government
☐ Demonstrate strong leadership in Town initiatives
☐ Streamline communication and effectively collaborate within local government
☒ Demonstrate accountability
Page 66 of 155
OPS 20-21
Page 5 of 6
Attachments:
Attachment 1 – Operating Summaries
Page 67 of 155
OPS 20-21
Page 6 of 6
Report Approval Details
Document Title: OPS 20-21 2020 First Quarter Operations Services.docx
Attachments: - OPS 20-21 Attachment 1 - Q1 Operating Summaries.pdf
Final Approval Date: May 4, 2020
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Apr 30, 2020 - 5:20 PM
Kyle Pratt - May 4, 2020 - 12:13 PM
Michelle Smibert - May 4, 2020 - 12:22 PM
Page 68 of 155
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges 373,333 370,685 (2,648)(1%)
Total Revenues 373,333 370,685 (2,648)
Expenditures
Labour 82,163 80,670 1,493 (2%)
Purchases 139,683 130,108 9,575 (7%)1
Contracted Services 7,500 12,323 (4,823)(64%)
Interfunctional Adjustments 1,997 2,001 (4)(0%)
Debt Principal & Interest 4,966 4,139 827 (17%)
Total Expenditures 236,309 229,241 7,068
137,024 141,444 4,420
DC Revenue Collected (32)
DC Contribution to Reserves 32
Notes
1 Fuel purchases under $14,700
Page 69 of 155
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Total Revenues
Expenditures
Labour 62,803 64,022 (1,219)(2%)
Purchases 5,473 5,336 137 (3%)
Interfunctional Adjustments (3,675)(4,527)852 (23%)
Total Expenditures 64,601 64,831 (230)
Total Net Levy 64,601 64,831 230
Page 70 of 155
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants
User Charges 4,625 11,300 6,675 (144%)1
Total Revenues 4,625 11,300 6,675
Expenditures
Labour 106,085 93,914 12,171 (11%)2
Purchases 6,044 4,254 1,790 (30%)
Contracted Services 11,300 10,476 824 (7%)
Interfunctional Adjustments (41,775)(41,325)(450)(1%)
Total Expenditures 81,654 67,319 14,335
Total Net Levy (77,029)(56,019)21,010
2 Vacancy
1 Additional Site Plan & Subdivision Review Revenue
Notes
Page 71 of 155
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants
Total Revenues
Expenditures
Labour 335,492 296,939 38,553 (11%)1
Purchases 194,575 172,699 21,876 (11%)2
Contracted Services 18,505 2,088 16,417 (89%)3
Interfunctional Adjustments 145,876 145,926 (50)(0%)
Debt Principal & Interest 48,361 47,978 383 (1%)
Total Expenditures 742,809 665,630 77,179
Total Net Levy (742,809)(665,630)77,179
DC Revenue Collected (166,366)
DC Contribution to Reserves 166,366
1 Vacancies
1 Salt Supply Expense under $17,300
3 Net Subcontractor Expenses under
Notes
Page 72 of 155
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Levy, PILS 70,900 53,556 (17,344)(24%)1
Total Revenues 70,900 53,556 (17,344)
Expenditures
Labour 12,825 8,668 4,157 (32%)
Purchases 7,500 9,346 (1,846)(25%)
Contracted Services 21,000 9,245 11,755 (56%)2
Interfunctional Adjustments 11,522 11,526 (4)(0%)
Total Expenditures 52,847 38,785 14,062
18,053 14,771 (3,282)
1 Write off - settlement of Town Mall reduction in value
1 Snow Clearing Subcontractor Expense under
Notes
Page 73 of 155
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants
User Charges 39,399 23,921 (15,478)(39%)1
Other Revenue 2 2
Total Revenues 39,399 23,923 (15,476)
Expenditures
Labour 29,143 28,239 904 (3%)
Purchases 45,253 36,356 8,897 (20%)1
Contracted Services 10,515 7,709 2,806 (27%)
Interfunctional Adjustments 5,100 5,331 (231)(5%)
Total Expenditures 90,011 77,635 12,376
(50,612)(53,712)(3,100)
1 Net Fuel Sales/purchases
Notes
Page 74 of 155
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants
User Charges 25,095 21,782 (3,313)(13%)
Total Revenues 25,095 21,782 (3,313)
Expenditures
Labour 6,596 7,929 (1,333)(20%)
Purchases 20,373 10,231 10,142 (50%)1
Contracted Services 15,251 12,980 2,271 (15%)
Interfunctional Adjustments 34,631 32,997 1,634 (5%)
Total Expenditures 76,851 64,137 12,714
Total Net Levy (51,756)(42,355)9,401
1 Bag Tag Inventory Expense under $9,900
Notes
Page 75 of 155
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants
User Charges 6,450 3,246 (3,204)(50%)
Total Revenues 6,450 3,246 (3,204)
Expenditures
Labour 7,047 6,329 718 (10%)
Purchases 515 678 (163)(32%)
Contracted Services 34,815 26,611 8,204 (24%)1
Interfunctional Adjustments 2,175 2,175 0%
Total Expenditures 44,552 35,793 8,759
Total Net Levy (38,102)(32,547)5,555
1 Subcontractor Expense under - timing of invoices
Notes
Page 76 of 155
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants
Total Revenues
Expenditures
Labour 14,233 14,768 (535)(4%)
Purchases 8,000 651 7,349 (92%)
Total Expenditures 22,233 15,419 6,814 (31%)
Total Net Levy (22,233)(15,419)6,814 (31%)
Notes
All expenses will be offset 100% by Provincial Grant by the end of the year
Page 77 of 155
Page 1 of 7
Subject: 2020 First Quarter Recreation, Culture and Parks Results
Report Number: RCP 20-19
Author: Rick Cox, Director of Recreation, Culture & Parks
Meeting Type: Council Meeting
Meeting Date: Monday, May 11, 2020
RECOMMENDATION
THAT Council receives Report RCP 20-19 2020 First Quarter Recreation, Culture and
Parks Results, as information.
BACKGROUND
This report provides Council with the January 1, 20 20 to March 31, 2020 Department
year to date operational and financial results for Recreation, Culture & Parks
DISCUSSION
2020 Business Objectives and Capital Projects
3%
8%
17%
31%
42%
Delayed
On hold
Complete
On schedule
Delayed due to COVID
Page 78 of 155
RCP 20-19
Page 2 of 7
Division Item Target
Date Q1 Status RCP Department Update MOUD with BIA Q1 Q2 Delayed due to COVID-19.
Implement Recommendations from RCP
Departmental Service Review Q2 Q3 Delayed.
LLWP Waterslide Replacement Q2 Q3 Delayed due to COVID-19
Initiate Tillsonburg Community Centre
Rehabilitation Project Q3 On schedule
Review and update MOUs and User
Agreements Q4 On schedule
Capital Fundraising Strategy Q4
On hold until
Committee meetings
restart. Programs & Services Division Leafs Alumni Hockey Game Fundraising
Event Q1 Complete
Policy Implementation & Development
(Rzone, Facilities Allocation, Advertising) Q1 Complete
Implementation of increased service
levels at TCC Q1 Complete
Grow participation in Corporate
Memberships and Personal Training Q2 2021 Delayed due to COVID-19
Increase marketing of Halls and Meeting
Room Rentals to generate additional
revenue
Q4 2021 Delayed due to COVID-19. Culture & Heritage Division Increase School Programming through in-
class visits Q2 Q4 Delayed due to COVID-19.
Celebration Event: 195th Anniversary of
the Founding of Tillsonburg Q3 Q4 Delayed due to COVID-19.
Cultural Master Plan/Museum Strategic
Plan Q4 On schedule via in-house
resources.
Tillsonburg Sesquicentennial Planning
(2022) Q4
On hold until
Committee meetings
restart. Parks & Facilities Division Implement recycling in select facilities Q1 Complete
Continued Town beautification in
cooperation with BIA & Horticultural
Society;
Q2
On schedule.
Alternate beautification plan
due to COVID-19
Complete outstanding capital project
backlog Q3 2021 Delayed due to COVID-19.
Work with TMBI on Optimist, Kiwanis &
HB#1 ball diamond enhancements Q3 On schedule
Complete 2020 capital project program Q4 2021 Delayed due to COVID-19.
Update Corporate Facility Fire Safety
Plans Q4 On schedule
Page 79 of 155
RCP 20-19
Page 3 of 7
Division Item Target
Date Q1 Status Capital Projects Indoor Pool Asset Renewal 2021 On schedule
Replace indoor pool lane ropes & carts Q1 Complete
Annandale Diamond Lighting Upgrades Q2 Q4 Delayed due to COVID-19.
Refresh Memorial Park Picnic Pavilion Q2 Q3 Delayed due to COVID-19.
Install permanent walls at Kinsmen
Bandshell Q3 On hold due to COVID-19
Update signage at TCC/Memorial Park Q2 Q3 Delayed due to COVID-19.
LLWP Waterslide Replacement Q2 Q3 Delayed due to COVID-19.
Repair HC Sauna/Convert to steam Q2 Q3 Delayed due to COVID-19.
Scheduled roof work (Public Works) Q3 On schedule
Annual Playground replacement program
- Glendale Park + Wheelchair swing Q3 On schedule
OPP Station HVAC upgrades Q3 On schedule
FCA Scheduled work @ Customer
Service Centre. Other facilities (Clock
Tower, Station Arts, ANHS) deferred.
Q4 On schedule
Items Added Drinking fountain at Corporate Office Q1 Q2 Delayed due to COVID-19.
Extract from SEC storage Complete
Key Indicators
Key Indicators 2020 2019 %
change Comment
Museum: attendance -
headcount
1323 1490 -11% 219 participants/rental users
cancelled due to COVID-19
(1323 or -11%)
Programs:
Advanced/Leadership -
headcount
34 37 -8%
Programs: Aquatic
registrations - headcount
1259 1402 -10% Registrations were up for first
session. Second session had
a large waiting list that had
been accommodated and
would have achieved an
increase over 2019 before
cancellation.
Programs: Public Swim
attendance - headcount
6060 4794 26%
Programs: Memberships sold 567 573 -1%
Page 80 of 155
RCP 20-19
Page 4 of 7
Key Indicators 2020 2019 %
change Comment
Programs: Health Club
attendance - headcount
4873 5743 -15% On track to match 2019 before
COVID shutdown
Programs: Water Fitness
attendance - headcount
3189 2874 11% Growth in participation
Programs: Land Fitness
attendance - headcount
1023 692 48% New programs
Programs: Indoor walking
attendance - headcount
47 n/a n/a New program January 2020
Programs: Public Skating
attendance - headcount
3611 5138 -30% No Tuesday/Thursday free
skate due to Outdoor Pad
availability
Programs: Roller Skating
attendance - headcount
n/a n/a n/a
Programs: Squash Courts -
headcount
301 382 -21%
Programs: Waterpark
attendance - headcount
n/a n/a n/a
Programs: Youth registrations
- headcount
328 221 48% New programs, improved PA
day camp attendance, school
closure programming. March
Break camp was at capacity
prior to cancellation due to
COVID-19
Programs: Advertising revenue
(guide,boards,fences)
$9,585 $13,611 -30% $4,677 in Spring/Summer
guide revenue was booked
but not collected due to
COVID-19 ($14,262 or 5%)
Programs: Rink bookings (ice)
-hours
1266 1904 -34% 282 hours cancelled due to
COVID-19 (1548 or -19%)
Programs: Mini-pad bookings -
hours
77.5 105 -26% Main user reduced hours due
to family circumstance
Programs: Rink floor bookings
(non-admin)
n/a n/a n/a
Programs: Tournaments
(ice/pool/field)
5 7 -29% 2 tournaments cancelled due
to COVID-19 (7 or 0%)
Programs: Room rentals (non-
admin)
159 211 -25% 19 bookings cancelled due to
COVID-19 (178 or -16%)
Programs: Aquatic user fees
collected
$1,295 $2,296 -44%
Programs: Rental insurance
program
$942 $547 72%
Cemetery: Niche & Plot sales
(count)
5 11 -55% No niche inventory available
for sale
Page 81 of 155
RCP 20-19
Page 5 of 7
Key Indicators 2020 2019 %
change Comment
Cemetery: Interments (count) 18 23 -22% No interments after March 14
Financial Impact/Funding Source:
The RCP Department’s 2020 Q1 operational variance summary is as follows:
Division 2020 Budget 2020 Q1
Budget
2020 Q1
Actuals (deficit)/surplus
Cemetery (113,900) (8,507) (66,081) (57,574)
Parks (735,300) (105,409) (87,136) 18,273
Community Events (3,200) (6,705) (15,170) (8,465)
Recreation Programs (464,700) 52,671 (74,268) (126,939)
Facilities (2,509,700) (441,999) (391,969) 50,030
EFC 33,200 12,574 11,948 (626)
Museum (398,700) (143,172) (111,502) 31,670
Operational Totals (4,192,300) (640,547) (734,178) (93,631)
Due to COVID-19 closure of the facilities effective March 15, the cancellation of all
programming and facility bookings at the Community Centre and ANHS impacted Q1
revenue dramatically. While many cost saving measures have been implemented, the
total loss of revenue for several months of 2020 will be impossible for the Department to
mitigate and a year-end deficit is anticipated.
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE:
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 82 of 155
RCP 20-19
Page 6 of 7
ATTACHMENTS:
Appendix A – 2020 Q1 RCP Quarterly Report Budget vs Actuals
Page 83 of 155
RCP 20-19
Page 7 of 7
Report Approval Details
Document Title: RCP 20-19 - Recreation Culture and Parks 2020 Q1
Results.docx
Attachments: - RCP 20-19 - A - 2020 Q1 RCP Quarterly Report Budget vs Actuals.pdf
Final Approval Date: May 4, 2020
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Apr 30, 2020 - 5:36 PM
Kyle Pratt - May 4, 2020 - 12:42 PM
Michelle Smibert - May 4, 2020 - 12:50 PM
Page 84 of 155
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges 24,815 14,715 (10,100)(41%) 1
Other Revenue 18,500 6,727 (11,773)(64%) 2
Total Revenues 43,315 21,442 (21,873)
Expenditures
Labour 24,516 57,329 (32,813)(134%) 3
Purchases 5,341 9,262 (3,921)(73%)
Contracted Services 2,868 1,831 1,037 (36%)
Interfunctional Adjustments 19,097 19,101 (4)(0%)
Total Expenditures 51,822 87,523 (35,701)
Total Net Levy (8,507) (66,081) (57,574)
Notes
2 Interest Revenue under ‐ Earned from the Trust
3 Net labour over ‐ Allocation between Departments
1 Services Revenue under $5,600
Page 85 of 155
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges 510 (510)(100%)
Total Revenues (510) 510
Expenditures
Labour 38,528 17,775 20,753 (54%) 1
Purchases 12,732 7,269 5,463 (43%) 2
Contracted Services 9,262 16,710 (7,448)(80%) 3
Interfunctional Adjustments 24,478 24,474 4
Debt Principal & Interest 20,919 20,908 11
Total Expenditures 105,919 87,136 18,783
Total Net Levy (105,409) (87,136) 18,273
Notes
2 HLW under $2,300
3 Subcontractor over ‐ Cost Sharing External Trails
1 Net labour under ‐ Allocation between Departments
Page 86 of 155
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants 21,000 21,000 0%
User Charges 27,040 27,040 1
Other Revenue 13,583 13,583 2
Total Revenues (21,000) (61,623) (40,623)
Expenditures
Labour 1,795 6,040 (4,245)(236%)
Purchases 12,500 18,507 (6,007)(48%)3
Contracted Services 21,906 (21,906) 4
Total Expenditures 14,295 46,453 (32,158)
Total Net Levy 6,705 15,170 8,465
Notes
1 Fundraising Events‐ Fares
2 Fundraising Events‐ Donations
3 Fundraising Events‐ Supplies
4 Fundraising Events‐ Subcontractor Expense
Page 87 of 155
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants 10,674 10,675 1 (0%)
User Charges 422,952 297,322 (125,630)(30%) 1
Other Revenue 31,800 7,765 (24,035)(76%) 2
Total Revenues (465,426) (315,762) (149,664)
Expenditures
Labour 328,851 314,615 14,236 (4%)
Purchases 48,804 40,315 8,489 (17%) 3
Interfunctional Adjustments 35,100 35,100 0%
Total Expenditures 412,755 390,030 22,725
52,671 (74,268) (126,939)
Notes
3 Program Supplies Expense under $5,600
1 Fares under $5,700; Membership Revenue under $5,700; Seasonal Revenue under $17,000; Youth Program Revenue under
$43,000; Minor Hockey Revenue under $15,000; Programs under $7,600; Figure Skating under $4,100
2 Special revenue under $16,000; Donation Revenue under $8,000
Page 88 of 155
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges 2,575 2,555 (20)(1%)
Specified Revenue 2,056 2,056
Total Revenues 2,575 4,611 2,036
Expenditures
Labour 220,393 217,522 2,871 (1%)
Purchases 127,442 128,765 (1,323)(1%)
Contracted Services 69,901 23,535 46,366 (66%) 1
Interfunctional Adjustments 20,250 20,250 0%
Debt Principal & Interest 6,588 6,508 80 (1%)
Total Expenditures 444,574 396,580 47,994
(441,999) (391,969) 50,030
DC Revenue Collected (32,307)
DC Contribution to Reserves 32,307
Notes
1 Equipment Maintenance Contract under $8,800; Subcontractor Expense under $37,500 ‐cleaning, invoice timing
Page 89 of 155
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges 26,578 26,287 (291)(1%)
Total Revenues 26,578 26,287 (291)
Expenditures
Purchases 1,295 311 984 (76%)
Contribution to Reserves 1,293 (1,293)
Debt Principal & Interest 12,709 12,735 (26)(0%)
Total Expenditures 14,004 14,339 (335)(2%)
Total Net Levy 12,574 11,948 (626)
Page 90 of 155
2020 2020 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants 4,000 4,000 0%
User Charges 3,215 1,930 (1,285)
Other Revenue 3,620 5,056 1,436
Total Revenues (10,835) (10,986) (151)
Expenditures
Labour 65,495 59,885 5,610 (9%) 1
Purchases 38,562 15,511 23,051 (60%) 2
Contracted Services 44,550 41,692 2,858 (6%)
Interfunctional Adjustments 5,400 5,400
Total Expenditures 154,007 122,488 31,519
(143,172) (111,502) 31,670 1
Notes
1 Net labour under $5,600
2 Special Projects under $16,000 ‐ Exhibits & Artifacts plus Cultural Programs
Page 91 of 155
Page 1 of 4
Subject: Sign By-Law Amendment – COVID-19
Report Number: DCS 20-07
Author: Geno Vanhaelewyn, Chief Building Official
Meeting Type: Council Meeting
Meeting Date: Monday, May 11, 2020
RECOMMENDATION
THAT Council receives Report DCS 20-07; Sign By-Law Amendment – COVID-19 as
information;
AND THAT a By-Law to amend By-Law 3798, being a by-law to prohibit or regulate
signs and other advertising devices and the posting of notices within the Town of
Tillsonburg, be brought forward for Council’s consideration ;
AND THAT a By-Law to amend By-Law 2020-001, being a Schedule of Fees for certain
Municipal applications, services and permits in the Town of Tillsonburg, be brought
forward for Council’s consideration.
BACKGROUND
The Town’s current Sign By-Law 3798 was adopted by Municipal Council in 2014 which
regulates signs and other advertising devices of a commercial nature in the Town of
Tillsonburg. The primary intent of the Sign By-Law is to regulate signs of a commercial
nature intended to be viewed from any vehicular or pedestrian right-of-way. The Sign
By-law serves two main purposes: to coordinate the type, placement and scale of signs
within the different land-use zones; and to recognize the commercial communication
requirements of all-sectors of the business community.
At the April 27, 2020 Council meeting the following resolution was adopted :
“THAT Council request the Chief Building Official to review the sign by-law and
bring forth recommendations to Council at the next meeting that would include
such things as waiving mobile sign fees, placing banners or mobile signs in areas
where they are prohibited such as the downtown core to allow businesses to
advertise more aggressively during the re-opening and recovery phase of the
economy impacted by Covid-19.”
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DCS 20-07
Page 2 of 4
This report along with the proposed By-Law amendments provides the staff
recommendations as a result of the COVID-19 impact.
DISCUSSION
In review of both the Sign and Rates and Fees By-Law; staff recommends the following
temporary amendments to allow businesses to advertise more aggressively during the
re-opening and recovery phase of Covid-19:
1. Temporarily remove the 180 day restriction for mobile signs and replace with 365
days from May 15, 2020 to May 15, 2021 by amending the following section:
8.6 MOBILE SIGNS
Mobile signs shall be erected in compliance with the following:
f. Mobile sign permits may be renewed for a maximum of 180 days in a 12
month period with the exception of multi-tenant properties which are
permitted 365 days in a 12 month period and between May 15, 2020 and
May 15, 2021 which are permitted 365 days within the 12 month period.
2. Waive mobile sign permit fees in the amount of $30.00/mth for the remainder of
2020 with a recommendation that this is reviewed when preparing the 2021
Rates and Fees structure.
3. Introduce a new definition of “TEMPORARY BANNER SIGN” as follows:
TEMPORARY BANNER SIGN: means a Banner Sign that is placed
between May 15, 2020 and December 31, 2020.
BANNER SIGN: means a sign or advertising device made from cloth,
plastic or a similar lightweight non-rigid material.
4. Temporary Banner Signs added to the Schedule A - Permitted Sign Use/Property
Use Table. Table notes that no permits are required and provides info on sizing
and placement as follows:
TYPE OF
SIGN S.
Per
mit
? RESIDENTIAL INDUSTRIAL COMMERICAL INSTITUTIONAL
FUTURE
DEVELOPMENT ENTREPRENEURIAL
CENTRAL
COMMERCIAL
Temporary
Banner
Signs
N/A NO
Not Permitted
Allowed: one per business frontage and shall have a maximum sign area of 0.75 m2 (8.07 ft2) per horizontal linear
meter of the wall face.
Shall only be located at the level having direct access to an exterior public way except that where a premise
occupies all levels in a multi-storey building the wall sign may be located above the level having direct access to an
exterior public way.
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CONSULTATION
Consultation was completed with By-Law Enforcement staff.
Upon approval, staff would develop communication and promotional materials that can
be used to update the website, notify business owners, BIA, Chamber, sign contractors,
and inform/educate the public.
FINANCIAL IMPACT/FUNDING SOURCE
A minimal reduction in the 2020 budgeted sign permit fee revenue is to be expected.
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE
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
ATTACHMENTS
N/A
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DCS 20-07
Page 4 of 4
Report Approval Details
Document Title: DCS 20-07 Sign By-Law Amendment - COVID-19.docx
Attachments:
Final Approval Date: May 4, 2020
This report and all of its attachments were approved and signed as outlined below:
Kyle Pratt - May 4, 2020 - 11:41 AM
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Page 1 of 5
Subject: Rouse Street Servicing Easement
Report Number: DCS 20-10
Author: Cephas Panschow, Development Commissioner
Meeting Type: Council Meeting
Meeting Date: Monday, May 11, 2020
RECOMMENDATION
THAT Council receives Report DCS 20-10 Rouse Street Servicing Easement;
AND THAT a By-Law authorizing the Mayor and Clerk to enter into an agreement with
the Future Transfer Co. Inc. for an easement across the property described as Parts 1,
2 and 3, Plan 41R-8031 in the Town of Tillsonburg, County of Oxford, and more
particularly, as Part 1, Plan 41R-9989, be brought forward for Council’s consideration.
BACKGROUND
Town Council awarded the tender for the Rouse Street Sanitary Installation on March
23, 2020. As part of that work, an easement agreement with Future Transfer Co. Inc. is
required in order to protect existing and new sanitary infrastructure.
The Town of Tillsonburg sold the 3 Rouse St lands to Future Transfer Co. Inc. in 2007,
but did not maintain an easement for the two private force mains (shown in purple
below) that run from two properties to the west to the Sanitary Sewer Pump Station as
well as the Town’s storm sewer (shown in green below).
With the new development underway on Rouse Street on the West side of Vienna Rd,
this issue has come to light. The Town has obtained approval from Future Transfer to
provide an easement over these lands to protect the three pipes that are in the ground
as well as support the current Rouse Street rehabilitation project.
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DCS 20-10
Page 2 of 5
Subject Project – Location of Municipal Services
DISCUSSION
Town Staff have been working with representatives from Future Transfer Co. Inc. over
the past year to obtain approval from them for the Town to secure an easement for
municipal infrastructure located on their 3 Rouse Street property. The easement is
described as Part 1 on Plan 41R-9989 and is shown below.
The agreement has been prepared and provided to the Town and staff is seeking
Council approval to enter into this agreement, which will enable existing and future
Town infrastructure to be protected and maintained.
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DCS 20-10
Page 3 of 5
Subject Property – Easement Lands (Part 1, Plan 41R-9989)
CONSULTATION/COMMUNICATION
Duncan, Linton LLP has reviewed the easement agreement and their comments have
been incorporated into the final document.
FINANCIAL IMPACT/FUNDING SOURCE
The approved 2020 Operations budget contains $16,300 in funding. Since the Town is
requesting this easement, we are responsible to cover all of the costs of preparing a
survey and registering the easement.
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE
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
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DCS 20-10
Page 4 of 5
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
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DCS 20-10
Page 5 of 5
Report Approval Details
Document
Title:
DCS 20-10 Rouse Street Servicing Easement.docx
Attachments: - Easement_Agreement_between_Tillsonburg_and_Future_Transfer_Co_Inc_F.pdf
Final
Approval
Date:
May 6, 2020
This report and all of its attachments were approved and signed as outlined below:
Kyle Pratt - May 6, 2020 - 7:49 AM
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Page 1 of 3
Subject: Taxiway G1 Lot 4 Hangar Land Lease
Report Number: OPS 20-22
Author: Dan Locke, C.E.T., Manager of Public Works
Meeting Type: Council Meeting
Meeting Date: Monday, May 11, 2020
RECOMMENDATION
THAT Council receives Report OPS 20-22 Taxiway G1 Lot 4 Land Lease Agreement;
AND THAT a By-law to execute the Hangar Land Lease Agreement for Taxiway G1 Lot
4 with Russell Catton, be brought forward for Council’s consideration.
BACKGROUND
In late 2019, Mr. Catton applied to construct a new 60ft x 60ft hangar (3,600 sq. ft.) at
the Tillsonburg Regional Airport along existing Taxiway G1. Staff have reviewed and
worked with the applicant to ensure the proposed hangar does not negati vely impact
future development plans and recommend that Council enter into the attached Airport
Hangar Land Lease Agreement for Taxiway G1 Lot 4 with Russel Catton to permit the
construction of a 3,600 sq. ft. hangar for a twenty (20) year and ten month term, expiring
on January 1, 2041.
The construction of new hangars increases Airport revenue through both the land lease
rental fee and the potential for additional fuel sales, supporting the Corporations goal of
decreasing the net levy requirement to support Airport operations.
CONSULTATION
In 2019 the Tillsonburg Airport Advisory Committee worked hard reviewing several
conceptual plans and options before finalizing the Taxiway G1 Development Plan
Layout to facilitate additional development along the east side of existing Taxiway G1.
This proposed new hangar location conforms to the accepted Taxiway G1 Development
Plan Layout and was reconfirmed by the Tillsonburg Airport Advisory Committee at their
February 20th 2020 meeting subject to Engineering Services reviewing and confirming
the slope of the hangar driveway access with the applicant , to which no concerns were
raised.
FINANCIAL IMPACT/FUNDING SOURCE
In accordance with the 2020 Rates & Fees By-law the annual land lease revenue is
calculated at a rate of $0.30 per sq. ft. Based on a 3,600 sq. ft. hangar the additional
Page 101 of 155
OPS 20-22
Page 2 of 3
annual operating revenue is $1,080 plus HST. In addition to all construction and final
site grading costs, the Tenant is also responsible for all other site servicing costs (i.e.
telecommunications, etc.) as well as the associated Property Taxes and a one -time
Airport Infrastructure Fee of $550 as per the 2020 Rates & Fees By-law.
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE
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
ATTACHMENTS
Attachment 1 – Taxiway G1 Lot 4 Hangar Land Lease Agreement
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OPS 20-22
Page 3 of 3
Report Approval Details
Document Title: OPS 20-22 Airport Hangar Taxiway G1 Lot 4 Land Lease
Agreement.docx
Attachments: - OPS 20-22 Attachment 1 - Taxiway G1 Lot 4 Hangar Land Lease
Agreement.pdf
Final Approval Date: May 4, 2020
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Apr 30, 2020 - 5:26 PM
Kyle Pratt - May 4, 2020 - 11:26 AM
Michelle Smibert - May 4, 2020 - 11:42 AM
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Page 1 of 3
Subject: Results for RFP 2020-005 Consulting Services for Pavement Condition Assessments
Report Number: OPS 20-23
Author: Shayne Reitsma, P.Eng., Manager of Engineering
Meeting Type: Council Meeting
Meeting Date: Monday, April 27, 2020
RECOMMENDATION
THAT Council receive Report OPS 20-23 Results for RFP 2020-005 Consulting Services for
Pavement Condition Assessments;
AND THAT Council award RFP 2020-005 to Englobe Corp. of Brantford, ON at a cost of
$35,152.99 (net HST included), the highest scoring proposal received.
BACKGROUND
A Request for Proposal (RFP) was issued on March 31st 2020 for the provision of Consulting
Services for pavement condition assessments with fourteen (14) plan takers and a total of five
(5) bids received by the closing date of April 23rd 2020 with the highest scoring proposal from
Englobe Corp. of Brantford, ON a cost of $35,152.99 (net HST included).
DISCUSSION
The scope of consulting work consists of conducting automated pavement condition surveys of
all open road allowances within the Town including the collection of pavement condition data,
processing, analyzing and quality control for the Town’s entire road network that will be utilized
in the Towns asset management plan to support short and long-term planning objectives and
decisions.
The RFP was advertised on the Tillsonburg website, the Tillsonburg News, Ebid Solutions and
on Biddingo. Town staff reviewed and scored the proposals based on the scoring tool that was
included in the RFP. The scoring tool is as follows:
Corporate Qualifications & Experience 10 pts
Project Team 10 pts
Approach, Methodology and Added Valve 30 pts
Other Value Added 10 pts
Schedule and Work Plan 15 pts
Proposed Fee 25 pts
Total Score 100 pts
Page 119 of 155
OPS 20-23
Page 2 of 3
The proposed fees of qualified proposals received varied from $27,638.02 to $88,470.14 (net
HST included). The scoring results from the Evaluation Committee are summarized below.
Proponent Total Score
1. Englobe Corp. 86
2. MDS Technologies Inc. 78
3. Golder Associates Ltd. 73
4. SIRATI & Partners 71
5. Green PI Inc. 52
While the bid from Englobe Corp. is not the lowest price received, it is the highest scoring
proposal offering the most value based on the requirements outlined in the RFP. In addition
Englobe Corp. has strong background and experience relative to the entire scope of work for
this assignment. Reference checks for Englobe Corp. also returned satisfactory. Therefore, it
is staff’s recommendation that Englobe Corp. be retained for this assignment.
CONSULTATION
The Evaluation Committee comprised of the Director of Operations, Manager of Engineering
and Asset Management Supervisor reviewed and scored the proposals received.
FINANCIAL IMPACT/FUNDING SOURCE
The recommended project fee of $35,152.99 (net HST included) is within the 2020 project
budget of $40,000 funded through Asset Management Reserves.
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE
1. Excellence in Local Government
☐ Demonstrate strong leadership in Town initiatives
☐ Streamline communication and effectively collaborate within local government
☒ Demonstrate accountability
Page 120 of 155
OPS 20-23
Page 3 of 3
Report Approval Details
Document Title: OPS 20-23 Results for RFP 2020-005 Consulting Services for
Pavement Condition Assessments.docx
Attachments:
Final Approval Date: May 4, 2020
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Apr 30, 2020 - 5:29 PM
Kyle Pratt - May 4, 2020 - 11:33 AM
Michelle Smibert - May 4, 2020 - 11:36 AM
Page 121 of 155
Page 1 of 3
Subject: Tillsonburg 2020 Canada Day
Report Number: RCP 20-20
Author: Patricia Phelps, Culture & Heritage Manager/Curator
Meeting Type: Council Meeting
Meeting Date: Monday, May 11, 2020
RECOMMENDATION
THAT Council receives Report RCP 20-20 Tillsonburg 2020 Canada Day;
AND THAT all Canada Day activities organized by the Town of Tillsonburg for July 1,
2020 hereby are cancelled.
BACKGROUND
This report is to provide Council with a recommendation that in light of the COVID-19
pandemic, Canada Day activities organized by the Town of Tillsonburg for July 1, 2020
are cancelled.
DISCUSSION
On April 17, 2020 the federal Government of Canada announced that in light of the
ongoing COVID-19 pandemic, the in-person National Birthday festivities in Ottawa and
Gatineau on July 1 will be cancelled.
In a statement, Minister of Canadian Heritage Steven Guilbeault said the government
has “decided to celebrate Canada Day differently this year, in a way that will allow us to
come together virtually to share our pride in being Canadian.”
In the subsequent weeks other area municipalities throughout Oxford, Elgin, Middlesex
and Norfolk counties have followed suit cancelling all municipally planned public events
for July 1, 2020.
Therefore it is recommended that in keeping with Federal and Provincial Emergency
orders against large gatherings and in the interest of keeping Tillsonburg residents
healthy and safe during the Covid-19 pandemic, the Town of Tillsonburg officially cancel
municipally planned Canada Day activities for 2020.
Financial Impact/Funding Source:
The expense and labour allocations in the budget for Canada Day would not be
required, resulting in a savings of $12,000.
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RCP 20-20
Page 2 of 3
Community Strategic Plan (CSP) Linkage:
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 123 of 155
RCP 20-20
Page 3 of 3
Report Approval Details
Document Title: RCP 20-20 - Tillsonburg 2020 Canada Day.docx
Attachments:
Final Approval Date: May 4, 2020
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Apr 30, 2020 - 5:07 PM
Kyle Pratt - May 4, 2020 - 11:01 AM
Michelle Smibert - May 4, 2020 - 11:19 AM
Page 124 of 155
Page 1 of 4
Subject: Lake Lisgar Waterpark 2020 Operating Season
Report Number: RCP 20-21
Author: Andrea Brown, Recreation Programs & Services Manager
Meeting Type: Council Meeting
Meeting Date: Monday, May 11, 2020
RECOMMENDATION
THAT Council receives Report RCP 20-21 Lake Lisgar Waterpark 2020 Operating
Season;
AND THAT Lake Lisgar Waterpark remains closed for the 2020 operating season due to
COVID-19 restrictions and the associated financial pressures on the municipality.
BACKGROUND
At the December 2nd, 2019 Council budget meeting Council passed a resolution in
support of delegating funds to the outdoor waterslide in the 2020 budget cycle. On
December 10th the following resolution was passed:
THAT Report RCP 19-66 – Pre-Budget Approval for a Replacement Waterslide at
LLWP is received;
AND THAT Council authorizes a sole-source procurement of a replacement waterslide
from ProSlide Technology Inc. (Ottawa);
AND THAT Council gives pre-budget approval to purchase the supply and installation of
a replacement waterslide and tower from ProSlide Technology Inc. (Ottawa) for their
quoted cost of $327,900 plus applicable taxes so that the installation can be completed
in time for the 2020 summer season.
Based on this resolution Recreation, Culture and Parks staff moved forward in procuring
the project with an anticipated completion in early June, 2020.
DISCUSSION
At the time of procurement, the impact of COVID-19 was not a factor and the project
was on track to be completed prior to opening day for the 2020 season. Work began at
the W aterpark in March in order to prepare the site for the installation of the new slide.
The project was on track until the end of March when the Province of Ontario
Emergency Order mandated that all non-essential construction be halted. The
waterslide installation has been put on hold until the Provincial restrictions are lifted for
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RCP 20-21
Page 2 of 4
non-essential work. As a result, the installation cannot be completed in time for an on -
time start to the season. Delaying the opening to allow for the installation to be
completed compromises the viability of the operating season.
Although there is currently a hole in the pool wall, it would be possible to operate the
waterpark without the waterslide for the season and open as scheduled on Fathers Day
weekend. It is estimated that the cost to temporarily plug the hole would be in the range
of $2,000. In normal (non-COVID) conditions, the operation would be less expensive to
open on time without the waterslide than to delay the opening by several weeks to allow
for the slide to be installed.
The Province of Ontario has not provided a timeline for removing restrictions; however it
has been announced that restrictions will be removed in stages. Staff anticipates that
Ontario will follow the lead of other provinces that have provided clarity on when things
can be expected to re-open and that large gatherings of people in recreation facilities
will be one of the last areas to have restrictions removed due to the increased risk of
spreading the virus within larger groups of people. There is an indication that even when
recreation facilities are able to open, restrictions such as physical distancing and limiting
numbers of people that can participate at one time will remain in effect for the
foreseeable future. This would limit the ability to run the W aterpark at full capacity,
which would mean meeting revenue targets would be impossibl e.
Even if large gatherings become possible there is no sense yet as to whether people
will be willing to be in this type of environment within the context of COVID-19 or
whether the general public will be in a position to afford to participate given the large
economic impact of the virus.
The startup timeframe for the waterpark is 6 weeks. Should there not be a decision by
the province on gatherings prior to May 15th; the 2020 season would not be able to start
on time. The startup cost is approximately $10,000 so a late start would need to be
carefully evaluated to determine the cost/benefit. However, based on past performance
any delay to the start of the season has a far greater impact on revenue than an early
shut down.
Given that we are in an unprecedented period of uncertainty, the fabrication and
installation of the waterslide has been delayed, and the risk of running the Waterpark at
a deficit due to significantly decreased capacity based on restrictions and a shortened
season, it is recommended that the Lake Lisgar W aterpark remains closed for the 2020
season. The waterpark would re-open in 2021 when the slide is completed and
restrictions on gatherings of people are lifted. This is the recommended option to
mitigate revenue losses during this unprecedented time.
CONSULTATION
Timing and costs have been reviewed with ProSlide and with PPL Group, the Town’s
preferred aquatics infrastructure maintenance contractor.
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RCP 20-21
Page 3 of 4
FINANCIAL IMPACT/FUNDING SOURCE
Staff has reviewed the 2020 budget for the Lake Lisgar Waterpark and it is estimated
that the financial impact of not opening the waterpark for the 2020 season is a potential
savings of $113,000 in staff wages and operating costs such as building repairs,
maintenance, staff training supplies and marketing costs. In a typical year these
expenses are partially offset by admission revenue, but given the COVID -19 restrictions
on large gatherings, it is unlikely that revenue targets will be realized.
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE:
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
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RCP 20-21
Page 4 of 4
Report Approval Details
Document Title: RCP 20-21 - LLWP 2020 Operating Season.docx
Attachments:
Final Approval Date: May 4, 2020
This report and all of its attachments were approved and signed as outlined below:
Dave Rushton - Apr 30, 2020 - 5:12 PM
Kyle Pratt - May 4, 2020 - 11:19 AM
Michelle Smibert - May 4, 2020 - 11:21 AM
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The Corporation of the Town of Tillsonburg
COVID-19 Task Force Meeting
April 29, 2020
9:00 a.m.
Electronic Meeting
MINUTES
Present: Deputy Mayor Beres, Abbie Boesterd, Karen Devolin, Emma Dew, Councillor
Deb Gilvesy, Roxanne MacMillan, Joe McGuire, Larry Scanlan, Merley Wheaton.
Staff: Michelle Smibert, Clerk; Colleen Pepper, Marketing and Communications Officer;
Laura Pickersgill, Legislative Services Coordinator
Regrets: Councillor Chris Rosehart
1. Roll Call
2. Call to Order
The meeting was called to order at 9:03 a.m.
3. Adoption of Agenda
Resolution #1
Moved by: Deb Gilvesy
Seconded by: Karen Devolin
THAT the Agenda as prepared for the COVID-19 Task Force meeting of April 29,
2020, be adopted.
Carried
4. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
5. General Business & Reports
5.1 Election of Chair and Vice-Chair
Resolution #2
Moved by: Dave Beres
Seconded by: Karen Devolin
THAT Councillor Deb Gilvesy be nominated for the role of Chair.
Carried
Resolution #3
Moved by: Joe McGuire
Seconded by: Merley Wheaton
THAT Karen Devolin be nominated for the role of Vice Chair.
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Carried
5.2 Meeting dates and time
The group determined that meetings will be held electronically every Wednesday
morning at 9:00 a.m. until further notice.
5.3 Suspension of Development Charge Fees
Deputy Mayor Beres provided an explanation of development charge fees.
Resolution #4
Moved by: Deputy Mayor Beres
Seconded by: Karen Devolin
THAT Staff provide a report to Town Council outlining implications and advantages
of recommending the suspension of development charge fees until July 2020.
Carried
5.4 Circulate Local Company Announcements
A discussion was held regarding the sharing of announcements and providing more
information to the public on initiatives and services that are available during this
pandemic that local businesses, companies and organizations are providing. It was
noted that the BIA has the “Love My Downtown” campaign on right now where
individuals can add a frame around their Facebook profile picture advertising to shop
local. This was suggested as a potential idea for a future initiative.
Members were encouraged to provide their ideas on this initiative to share at the
next meeting.
It was suggested that information needs to be made available to all of the
Tillsonburg demographics, including those individuals who are not online.
Discussion was held regarding the importance of having information easily available
for residents.
Colleen Pepper indicated that municipal communicators are meeting through the
Association of Municipalities of Ontario (AMO) to share best practices. In general,
tasks are changing from initial crisis response to support and recovery planning.
It was noted that Stonebridge and the Town of Tillsonburg Recreation Department
have online recreation workshops available that could be promoted by way of this
Task Force.
The following resolution was passed:
Resolution #5
Moved by: Karen Devolin
Seconded by: Joe McGuire
THAT to support “human connections” during this pandemic, the Task Force ask
RCP to provide for ideas as it relates to unique programming given the
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circumstances and to connect with Station Arts on this matter and to share this idea
with other stakeholders that offer programs.
Carried
5.5 Mental Health
Laura Pickersgill will circulate an existing list of local mental health resources
available that was sent from a member on another Tillsonburg Advisory Committee.
Members were asked to review the list and provide information at the next meeting
of any additions/amendments to that list.
It was mentioned that many local youth citizens could be experiencing mental health
issues especially those in graduating classes who may have graduation ceremonies
and proms being cancelled/postponed. It was suggested that information on
available resources, solutions for deferring these events to a later date need to be
pushed out further to this demographic.
6. Current Communications Protocol
Colleen Pepper provided an overview of the Town’s Current Communications
Protocol.
7. Round Table
Karen Devolin mentioned that many community organizations are in desperate need
of personal protective equipment. Members were asked to send any information of
companies/individuals that have personal protective equipment to Laura Pickersgill
for discussion at the next meeting. It was suggested that this list could be sent out
to local manufacturers and the local hospital for their information.
Abbie Boesterd will provide information at the next meeting on the personal
protective equipment donation campaign happening currently in Oxford County.
8. Items for Next Agenda
Volunteer Outreach Group Discussion
Survey on Current Town facilities/operations
Communication Ideas
9. Next Meeting
Wednesday, May 6, 2020 at 9:00 a.m.
10. Adjournment
Resolution #6
Moved by: Merley Wheaton
Seconded by: Karen Devolin
THAT the April 29, 2020 COVID-19 Task Force meeting be adjourned at 10:44 a.m.
Carried
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW 2020-0__
A BY-LAW to enter in an Airport Hanger Land Lease Agreement with Russell
Catton.
WHEREAS the Corporation of the Town of Tillsonburg is desirous of entering into an
Airport Hanger Land Lease Agreement with Russell Catton for Taxiway G1 Lot 4 at the
Tillsonburg Regional Airport.
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg as follows:
1. THAT the lease agreement attached hereto forms part of this by-law;
2. THAT the Mayor and Clerk be hereby authorized to execute the attached lease
agreement on behalf of the Corporation of the Town of Tillsonburg;
3. THAT this By-Law shall come into full force and effect upon passing.
READ A FIRST AND SECOND TIME THIS 11th day of MAY, 2020.
READ A THIRD AND FINAL TIME AND PASSED THIS 11th day of MAY, 2020.
___________________________
MAYOR – Stephen Molnar
______________________________
TOWN CLERK – Michelle Smibert
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW 2020-0__
A BY-LAW to amend By-Law 3798, being a by-law to prohibit or regulate signs
and other advertising devices and the posting of notices within the Town of
Tillsonburg.
WHEREAS it is deemed necessary and expedient to amend By-Law 3798 to allow
businesses to advertise more aggressively during the re -opening and recovery phase of
the COVID-19 pandemic.
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg as follows:
1. That section 8.6 Mobile Signs (f) be amended to add additional wording as
follows: and between May 15, 2020 and May 15, 2021 which are permitted 365
days within the 12 month period.
2. That the following definition be added to section 2.1 Definitions:
TEMPORARY BANNER SIGN: means a Banner Sign that is placed between
May 15, 2020 and December 31, 2020.
3. That Schedule A – Permitted Sign Use/Property Use Table be amended to add
Temporary Banner Signs as follows:
Type of Sign: Temporary Banner Signs
S.: N/A
Permit?: No
Residential: Not permitted.
Industrial/ Commercial/ Institutional/ Future Development/ Entrepreneurial/
Central Commercial: Allowed: one per business frontage and shall have a
maximum sign area of 0.75 m2 (8.07 ft2) per horizontal linear meter of the wall
face.
Shall only be located at the level having direct access to an exterior public way
except that where a premise occupies all levels in a multi-storey building the wall
sign may be located above the level having direct access to an exterior public
way.
4. THAT these amendments to By-Law 3798 are hereby declared to be part of that
By-Law as if written therein.
5. THAT this By-Law shall come into full force and effect upon passing.
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By-Law 2020-0__
Page 2 of 2
READ A FIRST AND SECOND TIME THIS 11th day of MAY, 2020.
READ A THIRD AND FINAL TIME AND PASSED THIS 11th day of MAY, 2020.
___________________________
MAYOR – Stephen Molnar
______________________________
TOWN CLERK – Michelle Smibert
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW 2020-0__
A BY-LAW to amend Schedule A of By-Law 2020-001, being a Schedule of Fees
for certain Municipal applications, services and permits in the Town of
Tillsonburg.
WHEREAS it is deemed necessary and expedient to amend By-Law 2020-001 to
remove the mobile sign permit fee.
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg as follows:
1. THAT Schedule A of By-Law 2020-001 be amended to remove Permit fees –
signs – mobile in the amount of $30.00.
2. THAT these amendments to Schedule A of By-Law 2020-001 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 11th day of MAY, 2020.
READ A THIRD AND FINAL TIME AND PASSED THIS 11th day of MAY, 2020.
___________________________
MAYOR – Stephen Molnar
______________________________
TOWN CLERK – Michelle Smibert
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW 2020-0__
A BY-LAW to enter in an agreement with the Future Transfer Co. Inc.
WHEREAS the Corporation of the Town of Tillsonburg is desirous of entering into an
agreement with the Future Transfer Co. Inc. for an easement across the property
described as Parts 1, 2 and 3, Plan 41R-8031 in the Town of Tillsonburg, County of
Oxford, and more particularly, as Part 1, Plan 41R-9989.
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg as follows:
1. THAT the easement agreement attached hereto as Schedule A forms part of this
by-law;
2. THAT the Mayor and Clerk be hereby authorized to execute the attached
easement agreement on behalf of the Corporation of the Town of Tillsonburg;
3. THAT this By-Law shall come into full force and effect upon passing.
READ A FIRST AND SECOND TIME THIS 11th day of MAY, 2020.
READ A THIRD AND FINAL TIME AND PASSED THIS 11th day of MAY, 2020.
___________________________
MAYOR – Stephen Molnar
______________________________
TOWN CLERK – Michelle Smibert
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EASEMENT AGREEMENT
DATED THIS ______ DAY OF MAY, 2020
BETWEEN:
THE CORPORATION OF THE TOWN OF TILLSONBURG
of the First Part
(hereinafter referred to as the “Town”)
and
FUTURE TRANSFER CO. INC.
of the Second Part
(hereinafter referred to as the “Owner”)
WHEREAS
The Owner owns certain property described as Part of Lot 1615 and 1616, Plan 500, and
Parts 1, 2 and 3, Plan 41R-8031 in the Town of Tillsonburg, County of Oxford (the
“Lands”);
The Town requires an easement to be located on a portion of the Lands for underground
services which includes but are not limited to storm water sewer lines, associated pipes
and equipment, water in the storm water sewer lines and pipe and water running off or out
of the sewer lines and pipes and entering the creek located on the Easement Lands (the
“Services”);
The Lands on which the Services are located is legally described as Part of Lot 1615 and
1616, Plan 500, designated as part of Part 1 on Registered Plan 41R-9989 (the
“Easement Lands”);
The Town requires an easement over the Easement Lands pursuant to the terms of this
easement agreement (the “Agreement”);
In consideration for the sum of $2.00, the receipt and sufficiency of such is hereby acknowledged,
the Owner grants the following easement in perpetuity to the Town for the Services over the
Easement Lands:
1. The Owner grants the easement to the Town over and under the Easement Lands for the
construction, operation, maintenance, inspection, alteration, removal, replacement,
reconstruction and/or repair of the Services and other works, pipes and equipment
connected thereto for the transportation of waters, together with the right of ingress and
egress to and from the Easement Lands for all purposes necessary or incidental to the
exercise and enjoyment of rights herein granted.
2. The easement is granted as and from the date hereof and for so long thereafter as the
Town requires the Services on the terms as contained in this Agreement.
3. The Owner shall have the right to fully use and enjoy the Easement Lands except as may
be necessary for the purposes herein granted to the Town and subject to the other terms
and conditions set out below; provided, however, that the Owner shall not, without the
prior written consent of the Town, excavate, drill, install, erect or permit to be excavated,
drilled, installed or erected on, over, under or through the Easement Lands any pit, well,
foundation, building or other structure other than one of a temporary nature.
4. Subject to the provisions of paragraphs 5 and 6 hereof, the Owner may erect a fence or
fences across the Easement Lands.
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5. The Owner covenants and agrees not to construct a building or pole lines or other
permanent decorative works or other obstructions on the Easement Lands other than of a
temporary nature and should the Town wish to exercise its right to install or maintain the
Services as contemplated herein, the Owner covenants and agrees at its own expense to
remove such temporary structure for such installation of maintenance upon sixty 60 days
notice in writing given by the Town to the Owner.
6. It is understood and agreed between the parties hereto that the Owner may complete
improvements to the Easement Lands with consultation and approval by the Town. The
Owner agrees that upon completing any work on the Easement Lands the Town shall be
responsible only to the extent that it returns the Easement Lands, as closely as is
practical, to its pre-existing condition with the exception of replacing any large trees or
permanent decorative works or other obstructions which were located thereon.
7. The Owner covenants and agrees that no trees, other than what already exist on the
Easement Lands, shall be planted or cultivated on the Easement Lands except with the
express written approval of the Town.
8. The Owner agrees that in constructing, maintaining and operating the Services the Town
may install, replace or repair pipe and other equipment and appurtenances in, on, or under
the Easement in such manner that it or they may become affixed to the realty, the title to
such pipe and other equipment and appurtenances shall remain with the Town.
9. As long as the Town performs and observes the covenants and conditions contained in
this Agreement, it shall: peaceably hold and enjoy the easement hereby granted without
hindrance, molestation or interruption on the part of the Owner, or of any person claiming
by, through, under or in trust for the Owner.
10. The Town will carry out any work with respect to the Services as quickly and as
expeditiously as possible and with as little disruption to the business of the Owner, its
successors, assigns and tenants.
11. Prior to commencing any work on the Easement Lands and/or to the Services located
thereon, the Town will advise the Owner, in writing, and if required will provide for such
alternative access for pedestrians requiring access to the Lands, if required, during such
work and the Town will properly barricade the side of such work with such signs and
guardrails as are necessary under the circumstances. Notwithstanding the foregoing, if
as a result of any emergency, as determined by the Town, the Town should require
access to the Services then the Town may enter the Easement Lands without advance
notice to the Owner but will inform the Owner has soon as possible thereafter. The
parties agree that for the purposes of inspection the Town may enter the Easement Lands
without notice to the Owner.
12. The Town agrees that it will properly compact all trenches and excavations during such
work to the Services with a suitable material to acceptable engineering standards and will
replace all pavements (if applicable) with hot mix asphalt in a proper and workmanlike
manner.
13. All notices to be given hereunder to the Town may be given by personal delivery or
registered mail addressed to the Town at:
Town Centre Mall, 200 Broadway, 2nd Floor, Tillsonburg, Ontario N4G 5A7,
and to the Owner at:
Univar Inc. 3075 Highland Parkway, Suite 200 Downers Grove, IL 60515 Attention:
Legal Department,
or any other address as the Town or the Owner may direct in writing from time to time and
any such notice made by personal delivery shall be deemed delivered upon receipt
thereof and notice delivered by registered mail shall be deemed to be given to and
received by the addressee five (5) days after the mailing thereof, postage prepaid.
14. The Owner will, if so requested by the Town, execute such further documents of title and
assurances in respect of the said land as may be required to perfect the Town’s interest in
the Easement Lands.
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15. Nothing contained herein shall be deemed to vest in the Town any title to mines or
minerals in or under the Easement Lands, except only the parts thereof that are necessary
to be dug, carried away or used in the construction of the works by the Town and except as
hereinbefore provided, all such mines and minerals shall be deemed to be excepted from
the rights given to the Town in the Easement.
16. The Town covenants that it will not make any above ground installations upon (other than
the pipe emerging from the ground for the purpose of allowing water to enter the creek
located on the Easement Lands, line markers installed at the fence lines or any poles,
pedestals or equipment required by a utility as an assignee of the Town) or fence in any
part of the easement. Notwithstanding the forgoing, the Owner acknowledges that the
end of the pipe relating to the Services on the Easement Lands is above ground and shall
remain above the ground at all times.
17. The Easement is, and shall be, of the same force and effect as a covenant running with
the Lands, and this Agreement shall extend to, be binding upon, and inure to the benefit of
the successors and assigns of the Owner and the Town respectively. Wherever the
singular or masculine is used it shall be construed as if the plural or feminine or the neutral,
as the case may be, had been used, where the context or the party or parties hereto so
required. Where such construction is necessary the rest of the sentence shall be
construed as if the grammatical or terminological changes thereby rendered necessary
had been made. The recitals shall form part of the Agreement.
18. It is agreed that the Owner shall have the right to transfer its interest in the Lands and
covenants and conditions herein contained in one or more parcels and by one or more
conveyances, and conditions herein contained shall extend to and be binding upon and
inure to the benefit of each successor in title with respect to each and every parcel so
transferred.
19. The Town agrees to pay $16,300.00 to the Owner as compensation for providing the
easement.
20. The parties hereto hereby accept all the terms, covenants and conditions contained herein
and agree to carry out the same as therein set forth.
21. This Easement is an easement in gross over the entire Easement Lands.
22. The Owner covenants that it has the authority to grant the Easement to the Town.
IN WITNESS WHEREOF the Town has executed and delivered this agreement as of the
____ day of May, 2020.
THE CORPORATION OF THE TOWN OF TILLSONBURG
Per:
Stephen Molnar, Mayor
and
Per:
Michelle Smibert, Clerk
We have the authority to bind the Corporation.
IN WITNESS WHEREOF the Owner has executed and delivered this agreement as of the
____ day of May, 2020.
FUTURE TRANSFER CO. INC.
Per:
Chan Perera, General Manager
I have the authority to bind the Corporation.
06
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW 2020-043
BEING A BY-LAW to confirm the proceedings of Council at its meeting held on
the 11th day of May, 2020.
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;
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg as follows:
1. All actions of the Council of The Corporation of the Town of Tillsonburg at its
meeting held on May 11, 2020, 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 11th DAY OF MAY, 2020.
READ A THIRD AND FINAL TIME AND PASSED THIS 11th DAY OF MAY, 2020.
________________________________
MAYOR – Stephen Molnar
_______________________________
TOWN CLERK – Michelle Smibert
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