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200713 Regular Council Meeting AgendaThe Corporation of the Town of Tillsonburg COUNCIL MEETING AGENDA Monday, July 13, 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 personal matters about identifiable individuals, including Town employees (Verbal Update) (CAO Performance Appraisal) (Citizen of the Year). 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) (b) personal matters about identifiable individuals, including municipal or local board employees; (Verbal update) 2.4.2 239 (2) (b) personal matters about identifiable individuals, including municipal or local board employees; (CAO Performance Appraisal) 2.4.3 239 (2) (b) personal matters about identifiable individuals, including municipal or local board employees; (Citizen of the Year) 2.5 Back to Open Session 3.Adoption of Agenda Proposed Resolution #2 Moved By: ________________ Seconded By: ________________ THAT the Agenda as prepared for the Council meeting of Monday, July 13, 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 Monday, June 22, 2020, and the Minutes of the Special Council meetings of Tuesday, June 23, 2020 and Tuesday, June 30, 2020, be approved. 7.Presentations 7.1 Municipal 511 Implementation Presented by: Dave Colvin, Emergency Management Coordinator, County of Oxford Proposed Resolution #4 Moved By: ________________ Seconded By: ________________ THAT Council receive the delegation by Dave Colvin, Emergency Management Coordinator, regarding Municipal 511 Implementation, as information. 8.Public Meetings 9.Planning Applications 10.Delegations 11.Deputation(s) on Committee Reports 12.COVID-19 13.Information Items Page 2 of 369 13.1 Hydro One - Tillsonburg Station and Line Refurbishment Project 13.2 Ministry of Transportation - 2020-21 Connecting Links Program 13.3 Ministry of Municipal Affairs and Housing - COVID-19 Economic Recovery Act Proposed Resolution #5 Moved By: ________________ Seconded By: ________________ THAT Council receive correspondence from Hydro One dated June 15, 2020, the correspondence from the Ministry of Transportation dated June 30, 2020, and the correspondence from the Ministry of Municipal Affairs and Housing dated July 8, 2020, as information. 14. Staff Reports 14.1 Chief Administrative Officer 14.1.1 CAO 20-08 Community Strategic Plan Update RFP Proposed Resolution #6 Moved By: ________________ Seconded By: ________________ THAT Council receives Report CAO 20-08 Community Strategic Plan Update, as information; AND THAT Council direct staff to issue a Request for Proposal (RFP) for Consulting Services for the creation of a Community Strategic Plan; AND FURTHER THAT Council approves the Evaluation Committee. 14.1.2 CAO 20-07 Town Hall Project Options Proposed Resolution #7 Moved By: ________________ Seconded By: ________________ THAT Council receives Report CAO 20-07 Town Hall Project Options; AND THAT staff be directed to reconvene the Town Hall Project Steering Committee; AND THAT Council appoint _______ as an additional member to the Town Hall Project Steering Committee; AND THAT the Town Hall Project Steering Committee be tasked with bringing forward a report that compares Design-Build and Own option(s) Page 3 of 369 and an expansion of the current Town Centre Mall (Corporate Office) space through either a lease or ownership option to the status quo option; AND FURTHER THAT the Town Hall Project Steering Committee be asked to report back in Q4 2020. 14.2 Clerk's Office 14.2.1 CLK 20-24 Amendment to By-Law 2020-001 Schedule A Rates and Fees Proposed Resolution #8 Moved By: ________________ Seconded By: ________________ THAT Council receive Report CLK 20-24, Amendment to By-Law 2020-001 Schedule A Rates and Fees, as information; AND THAT a By-Law to amend By-Law 2020-001 Schedule A, be brought forward for Council’s consideration. 14.2.2 CLK 20-25 July Planning Meeting Proposed Resolution #9 Moved By: ________________ Seconded By: ________________ THAT July 27th at 4:30 p.m. be scheduled as a Council Meeting to deal with planning applications under the Planning Act. 14.2.3 CLK 20-26 SWIFT 2 0 Recommendations Proposed Resolution #10 Moved By: ________________ Seconded By: ________________ THAT Council supports the Proposed SWIFT 2.0 Project Advocacy Plan. 14.3 Development and Communication Services 14.3.1 DCS 20-15 Surplus Land Declaration - Lot 4, Plan 41M-205 (Sandy Court) Proposed Resolution #11 Moved By: ________________ Seconded By: ________________ THAT Council receive Report DCS 20-15 Surplus Land Declaration - Lot 4, Plan 41M-205 (Sandy Court); AND THAT the property described as Lot 4, Plan 41M-205, be declared Page 4 of 369 surplus to the needs of the Town of Tillsonburg and that suitable notification to the public be made in accordance with Bylaw 3549 – Sale of Real Property Policy. 14.4 Finance 14.4.1 FIN 20-25 Purchasing Card Administrative Policy Proposed Resolution #12 Moved By: ________________ Seconded By: ________________ THAT Council receives Report FIN 20-25 Purchasing Card Administrative Policy for information. 14.4.2 FIN 20-26 2020 Purchasing Policy 5-006 Proposed Resolution #13 Moved By: ________________ Seconded By: ________________ THAT Council receives report FIN 20-26 2020 Purchasing Policy 5-006; AND THAT a By-Law to include the new Purchasing Policy and to repeal By-Law 3967, be brought forward for Council's consideration. 14.4.3 FIN 20-27 2020 OILC Debentures Proposed Resolution #14 Moved By: ________________ Seconded By: ________________ THAT Council receives report FIN 20-27 2020 OILC Debentures; AND THAT a By-Law authorizing the Mayor and Treasurer to enter into a financing agreement with the Ontario Infrastructure and Lands Corporation for $4,590,373, be brought forward for Council's consideration. 14.5 Fire and Emergency Services 14.5.1 FRS 20-09 Revised Fire Communications Agreement - Mulmur Proposed Resolution #15 Moved By: ________________ Seconded By: ________________ THAT Council receives Report FRS 20-09 Fire Communications Agreement Revision– Mulmur/Melancthon Fire Department for information; Page 5 of 369 AND THAT Council authorizes the Mayor and Clerk to enter into a revised agreement with the Mulmur/Melancthon Fire Board for the provision of Fire Dispatch and Communications services. 14.6 Operations 14.6.1 OPS 20-26 Results for RFT 2020-009 Langrell to Broadway Watermain Looping Proposed Resolution #16 Moved By: ________________ Seconded By: ________________ THAT Council receive Report OPS 20-26, Results for RFT 2020-009 Langrell to Broadway Watermain Looping; AND THAT Council award Tender RFT 2020-009 to Euro Ex Construction of Woodstock, ON at a cost of $77,686.64 (net HST included), the lowest bid received satisfying all Tender requirements. 14.6.2 OPS 20-27 Results for RFT 2020-005 Rolling Meadows Reconstruction Phase 1 of 2 Proposed Resolution #17 Moved By: ________________ Seconded By: ________________ THAT Council receive Report OPS 20-27, Results for RFT 2020-005 Rolling Meadows Reconstruction Phase 1 of 2; AND THAT Council award Tender RFT 2020-005 to Euro Ex Construction of Woodstock, ON at a cost of $1,042,559.41 (net HST included), the lowest bid received satisfying all Tender requirements. 14.6.3 OPS 20-28 Policy 11-006 TGO Advertising Policy Proposed Resolution #18 Moved By: ________________ Seconded By: ________________ THAT Council receive Report OPS 20-28, Policy 11-006 T:GO Advertising Policy; AND THAT a By-Law to adopt a T:GO Advertising Policy, be brought forward for Council’s consideration. 14.7 Recreation, Culture & Park Services 15.New Business Page 6 of 369 16.Consideration of Committee Minutes 16.1 Committee Minutes Proposed Resolution #19 Moved By: ________________ Seconded By: ________________ THAT Council receives the Recreation and Sports Advisory Committee minutes dated June 10, 2020, the COVID-19 Task Force Committee minutes dated June 17, 2020, the Tillsonburg Airport Advisory Committee minutes dated June 18, 2020 and the Culture, Heritage & Special Awards Committee minutes dated June 29, 2020, as information. 16.2 Police Services Board Minutes Proposed Resolution #20 Moved By: ________________ Seconded By: ________________ THAT Council receives the Police Services Board minutes dated May 20, 2020, as information. 17.Motions/Notice of Motions 18.Resolutions/Resolutions Resulting from Closed Session 19.By-Laws 19.1 A By-Law to authorize a lease agreement with John Vieraitis 19.2 A By-Law to amend Schedule A of By-Law 2020-052 (Agreement with Mulmur- Melancthon Fire Board) 19.3 A By-Law to amend Schedule A of By-Law 2020-001 (Rates and Fees) 19.4 A By-Law to establish policies and procedures for the procurement of goods and services, payments of accounts and the disposal of surplus goods for the Corporation of the Town of Tillsonburg and to repeal By-Law 3967 19.5 A By-Law to authorize an application to Ontario Infrastructure and Lands Corporation (“OILC”) 19.6 A By-Law to adopt a T:GO Advertising Policy Proposed Resolution #21 Moved By: ________________ Page 7 of 369 Seconded By: ________________ THAT A By-Law to authorize a lease agreement with John Vieraitis; and A By-Law to amend By-Law 2020-052 Schedule A (Agreement with Mulmur- Melancthon Fire Board); and A By-Law to amend Schedule A of By-Law 2020-001 (Rates and Fees); and A By-Law to establish policies and procedures for the procurement of goods and services, payments of accounts and the disposal of surplus goods for the Corporation of the Town of Tillsonburg and to repeal By-Law 3967; and A By-Law to authorize an application to Ontario Infrastructure and Lands Corporation (“OILC”); and A By-Law to adopt a T:GO Advertising Policy, be read for a first, second, third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. 20.Confirm Proceedings By-law Proposed Resolution #22 Moved By: ________________ Seconded By: ________________ THAT By-Law 2020-066, to Confirm the Proceedings of the Council Meeting held on July 13, 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. 21.Items of Public Interest 22.Adjournment Proposed Resolution #23 Moved By: ________________ Seconded By: ________________ THAT the Council Meeting of Monday, July 13, 2020 be adjourned at ______ p.m. Page 8 of 369 1 MINUTES Monday, June 22, 2020 5:00 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 Brad Lemaich, Fire Chief Sheena Pawliwec, Manager of Finance / Deputy Treasurer Ian McKenzie, General Manager, Hydro Operations Alex Piggott, Manager of Water/Wastewater Amelia Jaggard, Deputy Clerk _____________________________________________________________________ 1. Call to Order The meeting was called to order at 6:00 p.m. 2. Closed Session Resolution # 2020-282 Moved By: Councillor Parker Seconded By: Councillor Esseltine THAT Council move into Closed Session to consider a proposed or pending acquisition or disposition of land by the municipality or local board. (lands within Plan 41M-205) Page 9 of 369 2 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 2.4.1 239 (2) (c) a proposed or pending acquisition or disposition of land by the municipality or local board; (lands within Plan 41M- 205) 2.5 Back to Open Session 3. Adoption of Agenda Resolution # 2020-283 Moved By: Councillor Luciani Seconded By: Deputy Mayor Beres THAT the Agenda as amended (addition of item 14.1.2) for the Council meeting of Monday, June 22, 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 Resolution # 2020-284 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani THAT the Minutes of the Council meeting of June 11, 2020, and the Minutes of the Special Council meeting of June 15, 2020, be approved. Carried 7. Presentations 8. Public Meetings Page 10 of 369 3 9. Planning Applications 9.1 CP 2020-78 Application for Consent and Minor Variance B19-104-7; A19-19-7 (Leliveld) Eric Gilbert, Senior Planner, Oxford County, was in attendance to provide an overview of the application. Opportunity was provided for comments and questions from Council. The application will be brought forward to the Land Division Committee at their meeting on July 2, 2020. Resolution # 2020-285 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani THAT advise Oxford County Land Division Committee that it supports Minor Variance Application A19-19-7 submitted by Peter & Ruth Leliveld for lands described as Lot 9, Plan 500, in the Town of Tillsonburg, as it relates to: 1. Relief from Section 7.2, Table 7.2 – R2 Zone Provisions, to reduce the minimum lot depth from 30 m (98.4 ft) to 22.8 m (74.8 ft) for the lots to be severed and retained; 2. Relief from Section 7.2, Table 7.2 – R2 Zone Provisions, to reduce the minimum required rear yard depth from 7.5 m (24.6 ft) to 5.01 m (16.4 ft) for the lot to be retained; AND FURTHER, that Council advise the Oxford County Land Division Committee that it is in favour of the proposal to sever the subject property, subject to the conditions contained in Report CP 2020-78. Carried 10. Delegations 10.1 South Central Ontario Region Economic Development Corporation - Southwest Community Transit Kimberly Earls, Executive Director, SCOR EDC, participated in the meeting to support of the Memorandum of Understanding for the formation of the Southwest Community Transit Association as presented under agenda item 14.6.1. Page 11 of 369 4 Resolution # 2020-286 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT Council receives the delegation from South Central Ontario Region Economic Development Corporation, as information. Carried 10.2 Tillsonburg BIA - BIA's Downtown Tables and Chairs 2020 Mark Renaud, Executive Director, Tillsonburg BIA, participated in the meeting to request Council support for the deployment of BIA patio furniture within the downtown for 2020. The Council supported the efforts of the BIA in supporting downtown businesses. Resolution # 2020-287 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT Council receives the delegation from the Tillsonburg BIA, as information. Carried 11. Deputation(s) on Committee Reports 12. COVID-19 It was asked if an update on COVID-19 expenses would be provided to Council in the near future. 13. Information Items 13.1 Oxford County Council Resolution June 10, 2020 (County Council) 13.2 Oxford County Council Resolution June 10, 2020 (Joint Service Delivery Review) 13.3 Oxford County Staff Report PW 2020-21 Transitioning the Blue Box Program to Full EPR 13.4 Oxford County Staff Report PW 2020-22 Single-Use Plastic Shopping Bags Page 12 of 369 5 13.5 Oxford County Staff Report PW 2020-23 Connecting Southwest Ontario – IntercommunityTransportation Update 13.6 Oxford County Staff Report PW 2020-24 Highway Traffic Act Amendment – School Bus Cameras, Ontario Regulatory Registry Proposal No. 20-MTO028 Resolution # 2020-288 Moved By: Councillor Esseltine Seconded By: Councillor Gilvesy THAT Council receives Oxford County Council Resolution dated June 10, 2020 (County Council), Oxford County Council Resolution dated June 10, 2020 (Joint Service Delivery Review) and Oxford County Staff Reports PW 2020-21, PW 2020-22, PW 2020-23, and PW 2020-24, as information; AND THAT the Council of the Town of Tillsonburg ask the County of Oxford to direct staff to continue exploring opportunities for recycling single use plastic bags, while also identifying convenient locations for collection depots for single use plastic bags in the Co unty. Carried 14. Staff Reports 14.1 Chief Administrative Officer 14.1.1 CAO 20-05 Re-opening of Municipal Facilities Resolution # 2020-289 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT Council receives Report CAO 20-05, Re-opening of Municipal Facilities, as information. Carried 14.1.2 CAO 20-06 Re-opening of Ice Skating at the Community Arena Staff noted that if ice skating is permitted both a skating organization and the municipality would have responsibility regarding who enters the building. Page 13 of 369 6 A higher level of cleaning services at the Community Centre will be required if ice skating is permitted. Staff noted that the standard operating expense of $300,000 will be incurred whether or not the facility is opened for ice skating. Council asked if staff could try to reduce screening and cleaning costs if at all possible. Resolution # 2020-290 Moved By: Councillor Parker Seconded By: Councillor Esseltine THAT Council receives Report CAO 20-06 Re-opening of Ice Skating at the Community Arena, as information; AND THAT Staff be directed to implement Ice Plan #1A for the summer ice skating season. Carried 14.2 Clerk's Office 14.3 Development and Communication Services 14.3.1 DCS 20-11 Surplus Land Declaration - Clear Valley Drive Development Commissioner was in attendance to answer questions. Resolution # 2020-291 Moved By: Councillor Parker Seconded By: Councillor Esseltine THAT Council receive Report DCS 20-11 Surplus Land Declaration – Clear Valley Drive; AND THAT the property, described as part of Block D, Plan M53, be declared surplus to the needs of the Town of Tillsonburg in accordance with By-Law 3549 Sale of Real Property Policy including suitable notification to the public. Carried 14.3.2 DCS 20-12 Surplus Land Declaration - Gibson Drive Laneway Page 14 of 369 7 Resolution # 2020-292 Moved By: Councillor Parker Seconded By: Councillor Esseltine THAT Council receive Report DCS 20-12 Surplus Land Declaration – Gibson Drive Laneway; AND THAT the laneway property, described as part of Block A, Plan M-68, be declared surplus to the needs of the Town of Tillsonburg in accordance with By-Law 3549 Sale of Real Property Policy including suitable notification to the public. Carried 14.3.3 DCS 20-13 Collaboration Agreement between the Town of Tillsonburg and Ontario Resolution # 2020-293 Moved By: Councillor Esseltine Seconded By: Councillor Parker THAT Council receive Report DCS 20-13 Collaboration Agreement between Town of Tillsonburg and Ontario; AND THAT a By-Law be brought forward authorizing the Mayor and Clerk to enter into an agreement with the Province of Ontario. Carried 14.3.4 DCS 20-14 Lease of 1,101 Highway 3 Lands for Agricultural Purposes Resolution # 2020-294 Moved By: Councillor Esseltine Seconded By: Councillor Parker THAT Council receive Report DCS 20-14 Lease of 1,101 Highway 3 Lands for Agricultural Purposes; AND THAT the Mayor and Clerk be authorized to enter into a lease agreement with John Vieraitis for the lands described as Parts of Lots 3-4, Concession 5 NTR Middleton, and more particularly described as the agricultural portion of part of Part 1 and Part 2, Plan 37R-283 comprising approximately 90 acres of farmable land Page 15 of 369 8 for a seven month term expiring on December 31, 2020 subject to the terms and conditions contained within the lease agreement; AND THAT a By-Law be brought forward in this regard. Carried 14.4 Finance 14.4.1 FIN 20-22 2019 Financial Statement Reconciliation Resolution # 2020-295 Moved By: Councillor Luciani Seconded By: Deputy Mayor Beres THAT Council receive Report FIN 20-22 2019 Financial Statement Reconciliation as information. Carried 14.4.2 FIN 20-23 2019 Surplus Allocation Resolution # 2020-296 Moved By: Councillor Luciani Seconded By: Deputy Mayor Beres THAT Council receives Report FIN 20-23 2019 Surplus Allocation as information. AND THAT Council approves the 2019 Operating Surplus of $90,310 be contributed to the Tax Rate Stabilization Reserve. Carried 14.4.3 FIN 20-24 2019 Summary of Reserves and Trusts Staff noted that if a capital project is not complete at year-end the remainder of funds are placed in reserves. When the project is complete the funds are allocated from the reserve and any savings remain in the reserve. Resolution # 2020-297 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani Page 16 of 369 9 THAT Council receives Report FIN 20-24 2019 Summary of Reserves & Trusts as information. Carried 14.5 Fire and Emergency Services 14.5.1 FRS 20-08 Fire Communications Agreement - Fort Erie Resolution # 2020-298 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani THAT Council receives Report FRS 20-08 Fire Communications Agreement – Fort Erie for information; AND THAT the capital costs of $26,813.00 incurred be debt financed with a term not to exceed five (5) years; AND FURTHER THAT Council authorizes the Mayor and Clerk to enter into an agreement with the Corporation of the Town of Fort Erie for the provision of Fire Dispatch and Communications services upon receipt of the signed agreement from the aforementioned. Carried 14.6 Operations 14.6.1 OPS 20-25 Southwest Community Transit Association Memorandum of Understanding Resolution # 2020-299 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT Council receive Report OPS 20-25 Southwest Community Transit Association Memorandum of Understanding; AND THAT Council authorize the Mayor and Town Clerk to execute the Memorandum of Understanding for the establishment of the Southwest Community Transit Association; AND FURTHER THAT Council authorize the necessary staff to participate in the Southwest Community Transit Association; Page 17 of 369 10 AND FURTHER THAT the South Central Economic Development Corporation be advised of the Town of Tillsonburg’s support of the Southwest Community Transit Association. Carried 14.7 Recreation, Culture & Park Services 15. New Business 16. Consideration of Committee Minutes 16.1 Committee Minutes The COVID-19 Task Force will be meeting monthly moving forward. The third in a series of webinars facilitated by the Town of Tillsonburg Economic Development Advisory Committee and the Tillsonburg District Chamber of Commerce, to help businesses get on the road to recovery from COVID-19, will be held on Thursday, June 25, 2020 at 8:30 a.m. Resolution # 2020-300 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT Council receives the COVID-19 Task Force minutes dated June 3, 2020, and the Economic Development Advisory Committee minutes dated June 9, 2020, as information. Carried 17. Motions/Notice of Motions Resolution # 2020-301 Moved By: Councillor Esseltine Seconded By: Councillor Rosehart THAT staff be asked to bring back a revised purchasing policy/staff report that addresses the following:  The inclusion of the staff purchasing card procedure or a new staff purchasing card policy;  The reduction of the number of purchasing cards issued to staff;  The reduction of the current spending limit for small order purchases; Page 18 of 369 11  The procedure outlining approvals of expenditures by staff and monthly purchasing card statements, such as who the CAO is responsible for, who the Director of Finance is responsible for etc. Carried 18. Resolutions/Resolutions Resulting from Closed Session 19. By-Laws 19.1 By-Law 2020-062, to authorize an Agreement with the Province of Ontario for the purpose of receiving funds from the Southwestern Ontario Development Fund program (“SWODF”) Resolution # 2020-302 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT By-Law 2020-062 to authorize an Agreement with the Province of Ontario for the purpose of receiving funds from the Southwestern Ontario Development Fund program (“SWODF”), 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 # 2020-303 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT By-Law 2020-060, to Confirm the Proceedings of the Council Meeting held on June 22, 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 The next regular Council meeting will be held on Monday, July 13, 2020 at 6:00 p.m. via video conference. Page 19 of 369 12 22. Adjournment Resolution # 2020-304 Moved By: Councillor Parker Seconded By: Councillor Esseltine THAT the Council Meeting of Monday, June 22, 2020 be adjourned at 8:26 p.m. Carried Page 20 of 369 1 MINUTES Tuesday, June 23, 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 Amelia Jaggard, Deputy Clerk _____________________________________________________________________ 1. Call to Order 2. Adoption of Agenda Resolution # 2020-305 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT the Agenda as prepared for the Council meeting of Tuesday, June 23, 2020, be adopted. Carried 3. Moment of Silence 4. Disclosures of Pecuniary Interest and the General Nature Thereof No disclosures of pecuniary interest were declared. Page 21 of 369 2 5. Adoption of Council Minutes of Previous Meeting 6. Public Meetings Resolution # 2020-306 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT Council move into the Committee of Adjustment to hear applications for Minor Variance at 4:34 p.m. Carried 6.1 Application for Minor Variance A05-20 (Travalli Homes Limited) Mr. Gilbert provided an overview of the planning application. Council had no questions related to the application. Valerie Schmidt, agent for the applicant, noted they have reviewed the Planner's Report and noted that she is in agreement with the recommendation. Resolution # 2020-307 Moved By: Councillor Parker Seconded By: Councillor Esseltine THAT the Committee of Adjustment approve Application File A05-20, submitted by Travalli Homes Inc., for lands described as Lot 41, Plan 41M-143, Town of Tillsonburg, as it relates to: 1. Relief from Table 6.2 – R1A Zone Provisions, to reduce the minimum required exterior side yard width from 7.5 m (24.6 ft) to 6.42 m (21 ft), to facilitate the construction of a single detached dwelling. Subject to a building permit for the proposed dwelling being issued within one year of the date of the Committee's decision. Carried 6.2 Application for Minor Variance A06-20 (Leiher) The Planner provided an overview of the application to make an existing deck a covered deck. Page 22 of 369 3 The applicants, Renee and Harold Leiher noted they will work with the building department if the application is approved. There was no one in attendance to speak against the application. Resolution # 2020-308 Moved By: Councillor Esseltine Seconded By: Councillor Parker THAT the Committee of Adjustment approve Application File A06-20, submitted by Harold & Renee Leiher, for lands described as Part Lot 70, Plan 41M-182, Parts 50-53 of 41R-9347, Town of Tillsonburg, as it relates to: 1. Section 7.5.5.2.4 – Zone Provisions (R2-5) – Lot Coverage – to increase the maximum permitted lot coverage for all buildings from 50% to 55%; 2. Section 7.5.5.2.7 – Zone Provisions (R2-5) – Rear Yard – to reduce the required rear yard depth from 5.75 m (18.8 ft) to 3.25 m (10.6ft), to facilitate the construction of a covered deck on an existing deck at the rear of the single detached dwelling. Subject to the a building permit for the proposed covered deck being issued within one year of the date of the Committee's decision. Carried Resolution # 2020-309 Moved By: Councillor Luciani Seconded By: Deputy Mayor Beres THAT Council move out of the Committee of Adjustment and move back into regular Council session at 5:46 p.m. Carried 6.3 Application for Zone Change ZN 7-20-03 (Oak Park Estates) The Planner provided an overview of the application. A Zoning application is needed to provide an easement for drainage works. The holding provision would indicate to the public that there is currently no servicing for these properties. Once the developer completes servicing and conditions then the holding symbol can be requested to be removed. Page 23 of 369 4 There was no one present to speak against the application. Resolution # 2020-310 Moved By: Councillor Luciani Seconded By: Deputy Mayor Beres THAT Council approve the zone change application submitted by the Town of Tillsonburg, whereby the lands described as Lots 43-57 of Registered Plan 41M-143 and Lots 1, 3, 16, 27-62, 64-76, 78-92 of Registered Plan 41M-144, Town of Tillsonburg, be rezoned to ‘Low Density Residential – Type 1A Holding Zone (R1A-H) to implement Holding Provisions to ensure the orderly development of the lands. Carried 6.4 Applications for Consent and Zone Change B19-88-7 and ZN 7-19-15 (1967113 Ontario Inc.) The Planner provided an overview of the application. The retained lands will be developed. The zoning will permit residential development on a private street with phased registration of the condominium. The applicant has been working with the Conservation Authority so that there is no impact on the natural heritage features. The Planner is recommended that the applications be approved. Denis Brolese, planner and agent for the applicant asked for support of the application and noted they can answer any questions from Council. Amer Cengic, applicant and Montana Wilson of MTE Engineering was also present. Deputy Mayor Beres asked the engineer that the slope stability would be upheld to the 2020 industry standards. Ms. Willson noted that all guidelines were adhered to and noted that additional setbacks from slope were required. Jim Vantyghem, 57 Vienna Road, Tillsonburg, noted his concern with the natural drainage of water as his lot is lower than the proposed development. Ms. Wilson noted they have an obligation to collect all of the water produced by the site. She indicated that once the work has been completed, the drainage on his property should be improved. Page 24 of 369 5 Resolution # 2020-311 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani THAT Council approve the zone change application submitted by 1967113 Ontario Inc. (Amer Cengic), whereby the lands described as Lots 1391 and Part Lots 1389-1390, Plan 500, in the Town of Tillsonburg, known municipally as 61 & 65 Vienna Road, are to be rezoned from ‘Low Density Residential – Type 2 Zone (R2)’ to ‘Special Low Density Residential – Type 3 Zone (R3-sp)’ to permit the development of 26 street fronting townhouse dwelling units, with a minimum width of 7.2 m (23.6 ft), accessed by a private driveway, and to permit a reduction to the required lot frontage of 8.4 m (27.5 ft) for the lot to be retained; AND THAT Council approve a zone change for the western portion of the lot to be retained on the lands described as Lot 1391 and Part Lots 1389 - 1390, Plan 500, in the Town of Tillsonburg, known municipally as 61 & 65 Vienna Road, to be rezoned from ‘Low Density Residential – Type 2 Zone (R2)’ to ‘Passive Use Open Space (OS1)’; AND FURTHER THAT Council advise the Land Division Committee that it is in favour of the proposal to sever the subject property, subject to the conditions contained in Report 2020-25. Carried 6.5 Applications for Consent & Zone Change B20-12-13-14-7 & ZN 7-20- 02 (Hiebert and Peters) The Planner provided an overview of the application. The proposal included the creations of three properties. The lands were originally intended for commercial development. Andrew Gilvesy, agent for the two owners of the property spoke in support of the planners recommendation. The development will generally conform with the existing residential development. The developer will abide by the restrictive covenants of the developer for the subdivision. Henry Janzen, 77 Woodland Crescent, Tillsonburg, noted if the development would be to the same standard as the existing standard. The planner noted that the lot sizes would be consistent with what is in the area. Mr. Gilvesy noted that the applicants would conform to the restrictive covenants as it relates to home size and lot coverage. Page 25 of 369 6 Resolution # 2020-312 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT Council approve-in-principle the zone change application submitted by Jacob Hiebert and John Peters, whereby the lands described as Lot 86, Plan 41M-139, in the Town of Tillsonburg, known municipally as 79 Woodland Crescent are to be rezoned from ‘Neighbourhood Commercial Zone (NC)’ to ‘Special Low Density Residential – Type 2 Zone (R2-sp)’ to permit the development of two single detached dwellings and two semi - detached dwellings with reduced rear yard depths, increased maximum lot coverage, and reduced exterior side yard widths. AND THAT Council advise the Land Division Committee that the Town is in favour of the proposals to sever the subject property, subject to the conditions contained in Report CP 2020-146. Carried 7. Planning Applications 8. New Business 9. Motions/Notice of Motions 10. Resolutions/Resolutions Resulting from Closed Session 11. By-Laws 11.1 By-Law 2020-063, to amend Zoning By-Law Number 3295 (ZN 7-20- 03) 11.2 By-Law 2020-064, to amend Zoning By-Law Number 3295 (ZN 7-19- 15) Resolution # 2020-313 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT By-Law 2020-063, to amend Zoning By-Law Number 3295 (ZN 7- 20-03); and By-Law 2020-064, to amend Zoning By-Law Number 3295 (ZN 7-19-15), 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. Page 26 of 369 7 Carried 12. Confirm Proceedings By-law Resolution # 2020-314 Moved By: Councillor Parker Seconded By: Councillor Esseltine THAT By-Law 2020-061, to Confirm the Proceedings of the Council Meeting held on June 23, 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 13. Items of Public Interest 14. Adjournment Resolution # 2020-315 Moved By: Councillor Esseltine Seconded By: Councillor Parker THAT the Council Meeting of Tuesday, June 23, 2020 be adjourned at 5:32 p.m. Carried Page 27 of 369 1 MINUTES Tuesday, June 30, 2020 12:00 PM Electronic Meeting ATTENDANCE: Mayor Molnar Deputy Mayor Beres Councillor Esseltine Councillor Gilvesy Councillor Luciani Regrets: Councillor Parker Councillor Rosehart Staff: Kyle Pratt, Chief Administrative Officer Michelle Smibert, Town Clerk Amelia Jaggard, Deputy Clerk _____________________________________________________________________ 1. Call to Order The meeting was called to order at 12:00 p.m. 2. Adoption of Agenda Resolution # 2020-316 Moved By: Councillor Esseltine Seconded By: Councillor Luciani THAT the Agenda as prepared for the Special Council meeting of Tuesday, June 30, 2020, be adopted. Carried 4. Tillsonburg Hydro Inc. Annual General Meeting Page 28 of 369 2 Resolution # 2020-317 Moved By: Councillor Esseltine Seconded By: Councillor Luciani THAT Council move into the Annual General Meeting of the Shareholder of Tillsonburg Hydro Inc. at 12:02 p.m. Carried 5. Motions/Notice of Motions 6. Confirm Proceedings By-law Resolution # 2020-318 Moved By: Councillor Luciani Seconded By: Deputy Mayor Beres THAT By-Law 2020-065, to Confirm the Proceedings of the Council Meeting held on Tuesday, June 30, 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 7. Adjournment Resolution # 2020-319 Moved By: Councillor Luciani Seconded By: Deputy Mayor Beres THAT the Special Council Meeting of Tuesday, June 30, 2020 be adjourned at 12:22 p.m. Carried Page 29 of 369 Improved Road Closure Management and Situational Awareness Dave Colvin Emergency Management Coordinator County of Oxford Municipal 511 Project Page 30 of 369 Background •Purchased several years ago by Paramedic Services as an internal tool to provide paramedics closure information in vehicles •Municipal 511 received national award for Excellence in Emergency Management from the Canadian Association of Chiefs’ of Police/Tri-Services Emergency Management Committee (Perth County Implementation) •Expanded for county road issue and notifications in June 2020 •Being voluntarily adopted by all municipalities in the county on a toolkit basis •Gradual implementation as staff are trained Page 31 of 369 Service Delivery Review •3.2.11.2 SWOT Analysis ►Opportunities ─Benefit from common system for service disruptions. This system would be used internally to provide notifications that may affect dispatch and response times. •Recommendations: ►3. Common System for notifications A county-wide system should be implemented for service disruptions (road closures, watermain breaks, etc.) Increased Level of Service Cost to implement - $75,000 (across multiple services). Operational savings will be in time not dollars. Page 32 of 369 Benefits to the Community •Reduce the potential for delays in emergency response •Provide a better way of communicating closures to citizens and business community •Map included with notices can be used for social media postings for clarity of location •Live map is integrated into town web page •Municipal 511 sends closures to the Waze application •Waze sends closures to Google maps •Intent is to forward to other navigation services Page 33 of 369 How Does Municipal 511 Work? This system is a web-based application accessible on smartphones, tablets, laptops and desktop computers. By simply clicking on a map, users can indicate the location and nature of a closure, detour, or other incident. Page 34 of 369 Email Includes Map & Details Users choose who need to be notified based on impact. Notifications themselves include a map and link to the web site to ensure accuracy of the closure location and impact. That map is an image file that can be copied and used on social media. If there is a complete blockage, this can be indicated within the closure zone. Page 35 of 369 Municipal 511 Public Site www.municipal511.ca Page 36 of 369 •Users of the free Waze application use it for route guidance when travelling. •They are provided information on the best route using live traffic data from Google Maps traffic layer and other Waze users’ reports. •This includes road closures from various sources including Oxford County and MTO. •Users can also warn drivers of road hazards such as accidents, vehicles stopped, weather conditions, potholes, police at the side of the road, and others. Waze Integration Page 37 of 369 •Every day, every call •Road work and closures •Google traffic and Waze Reports •MTO road conditions •Traffic cameras •Weather stations •Permitted burns •Fire and response resources •Major incident common operating picture Situational Awareness Page 38 of 369 Major Storm Damage Page 39 of 369 County Promotion Do you pride yourself on never getting stuck in traffic? If so, we’ve got some great news for you! Oxford County is now sharing information for County-led road construction and closures with Waze and Municipal 511. To stay up-to-date on County-led construction and road closures, download the Waze app or visit www.municipal511.ca or www.oxfordcunty.ca/roads. We all have places to go and people to see, especially during the summer months. Consider downloading the Waze app or checking www.municipal511.ca for up-to-date information on traffic conditions, including details on County-led construction projects and road closures. It’ll save you time on the roads, and give you more time to spend with the people. u need to see Page 40 of 369 483 Bay Street, North Tower 6th Floor, Toronto, ON. M5G 2P5 | www.HydroOne.com June 29th, 2020 Project Update: Tillsonburg Station and Line Refurbishment Project Dear Resident, Hydro One invites you to view our narrated presentation online, which will provide an overview of our planned investment at Tillsonburg Transformer Station (TS) required to ensure a safe and reliable electricity supply in your community. Due to current health restrictions, Hydro One had to cancel a planned in-person community meeting in March 2020. We remain committed to share information while we are currently unable to meet in person and invite you to view this presentation available on our project website at www.HydroOne.com/Tillsonburg. As you may recall from notices earlier this year, Hydro One is planning to refurbish and expand Tillsonburg TS, located at the intersection of Tillson Avenue and Joseph Street, and refurbish the existing 115 kilovolt transmission line (circuit WT1T) between Tillsonburg TS and Cranberry Junction, as shown on the map. The proposed project is subject to the Class Environmental Assessment (EA) for Minor Transmission Facilities (Hydro One, 2016), in accordance with the Ontario Environmental Assessment Act, which was initiated in February 2020. The EA is a streamlined process to ensure that transmission projects that have a predictable range of effects have feasible environmental mitigation and/or protection measures in place. An important aspect of the EA process includes sharing project information and considering community feedback. The narrated presentation provides further details about the project work and what community members can expect. We are seeking your feedback! After viewing the project update presentation, please share your feedback with us by July 31, 2020 using the online comment form on the project website or by contacting Community Relations directly. We look forward to hearing from you. Sincerely, Hydro One Community Relations Phone: 1-877-345-6799 Email: Community.Relations@HydroOne.com www.HydroOne.com/Tillsonburg Page 41 of 369 February 26, 2020 Page 2 of 2 Re: Project Update: Tillsonburg Station and Line Refurbishment Project Page 42 of 369 Ministry of Transportation Office of the Minister 777 Bay Street, 5th Floor Toronto ON M7A 1Z8 416 327-9200 www.ontario.ca/transportation Ministère des Transports Bureau de la ministre 777, rue Bay, 5e étage Toronto ON M7A 1Z8 416 327-9200 www.ontario.ca/transports June 30, 2020 His Worship Stephen Molnar Mayor Town of Tillsonburg smolnar@tillsonburg.ca Dear Mayor Molnar: I am pleased to advise you that the Town of Tillsonburg has been selected for funding through the Ministry of Transportation’s 2020-21 Connecting Links Program. As part of Ontario’s Action Plan: Responding to COVID-19, an additional $10 million in funding is being provided to municipalities to help repair connecting link roads and bridges. Through this additional funding for the Connecting Links program, Ontario is helping even more municipalities keep families safe, goods moving, and drive economic growth and job creation in their communities. Your project may now proceed without delay upon receipt of this letter subject to the conditions noted below. The ministry’s maximum provincial contribution for your project is $1,729,760 towards the rehabilitation of Vienna Road. Ministry staff will follow up with your municipality to provide the contribution agreement and discuss the milestones and other requirements that must be met. The ministry will require a signed agreement, accompanied with a council resolution before funding can be provided; however, as noted above, your project may proceed without delay upon receipt of this letter. Any eligible costs incurred in the interim will be reimbursable through the payment and reporting process. I look forward to continuing our cooperative relationship and wish you success with your project. Sincerely, Caroline Mulroney Minister of Transportation c. Kyle Pratt, CAO, kpratt@tillsonburg.ca Page 43 of 369 Ministry of Municipal Affairs and Housing Ministère des Affaires municipales et du Logement Office of the Minister 777 Bay Street, 17th Floor Toronto ON M7A 2J3 Tel.: 416 585-7000 Bureau du ministre 777, rue Bay, 17e étage Toronto ON M7A 2J3 Tél.: 416 585-7000 234-2020-2680 July 8, 2020 Dear Head of Council: The COVID-19 outbreak has touched everyone in the province, creating personal and financial hardship, and resulting in losses far greater than anyone could have imagined. We are making steady progress in the safe reopening of the province, and we acknowledge and celebrate those who went above and beyond through this crisis. I am writing to inform you that on July 8, 2020, our government introduced the COVID- 19 Economic Recovery Act, 2020, to help get Ontario back on track. Our proposed bill will address three critical needs Ontario faces: restarting jobs and development; strengthening communities; and creating opportunity for people. Our government recognizes the key role that municipalities play in restarting the economy, and that their efficient functioning and economic sustainability is critical to Ontario’s future success. We are also continuing to negotiate with our federal partners to ensure communities across Ontario receive the urgent financial support they need. We know that municipalities require fair and flexible investment to protect front line services and help restart the economy. This bill includes proposals that will enable municipal councils and local boards to meet electronically on a permanent basis and allow municipal councils to decide if th ey wish to have proxy voting for their members. Our government also proposes to finalize the community benefits charges framework; enhance the Minister of Municipal Affairs and Housing’s existing zoning order authority to provide more certainty when fast tracking the development of transit oriented communities; make it faster to update and harmonize the Building Code so that we can break down interprovincial trade barriers, and permanently establish the office of the Provincial Land and Development Facilitator to help solve complex land use issues. We are also working on optimizing provincial lands and other key provincial strategic development projects that will help facilitate economic recovery efforts. My ministry will be hosting a technical information briefing on the proposed community benefits charges framework, including proposed changes to development charges and parkland dedication, so that municipal staff can gain a better understanding of the proposal. The technical briefing will take place in the near future and invitations from the Assistant Deputy Minister of Local Government and Planning Policy Division to municipal Chief Administrative Officers, Treasurers and Chief Planners will be forthcoming. .../2 Page 44 of 369 Head of Council Page 2 In addition to initiatives that I have outlined above from my ministry, there are several other proposals included in our proposed legislation that will support your communities. Changes proposed will modernize our outdated environmental assessment framework , provide more local say on future landfill sites, and ensure strong environmental oversight, while supporting faster build-out of vital transport and transit infrastructure projects to support our economy. Municipally-run courts will be able to use technology to deliver services remotely and we are also moving to fill justice of the peace vacancies faster and more transparently. We will be extending the validity period of unused marriage licences and protecting the province’s most vulnerable consumers who rely on payday loans, by proposing limits on related interest rates and fees. Also proposed is the reduction of regulatory burdens on farming while preserving the environmental rules that will support this vital part of our economy. Businesses will be able to count on clear, focused and effective rules that do not compromise people’s health, safety or the environment through our changes that continue to focus on cutting red tape. At the same time, our changes will allow health and safety standards to be updated more quickly to ensure worker safety in a changing economy. As the province continues to reopen and the economy recovers, it’s more critical than ever to position Ontario as a top-tier destination for investment, domestic growth, and job creation. A key measure to support this objective is the creation of a new investment attraction agency, Invest Ontario, that will promote the provinc e as a key investment destination and work closely with regional partners to coordinate business development activities. Our proposed changes will also help our communities respond in part to the challenges that this outbreak has brought to our education system. Changes proposed would allow school boards to select the best candidates for director of education for their respective communities. We will also reduce red tape that is preventing access to school for some First Nation students and by limiting unproductive suspensions for our very youngest students. Students with severe learning disabilities will have an opportunity to complete their studies in the upcoming school year and by broadening the mandates of TVO and TFO, our broadcasters will be able to support students’ learning needs better during these challenging times. Through this proposed legislation, we will take the first step towards a strong restart and recovery. More information on our proposals can be found on the Legislative Assembly of Ontario’s website. Our greatest challenges lie ahead of us, and we know we cannot overcome them alone. It’s time for everyone to play a role in rebuilding Ontario together. We will ensure no community or region is left behind. Every community must recover if all of Ontario is to grow and prosper again. .../3 Page 45 of 369 Head of Council Page 3 Municipalities are encouraged to continue to review our Government’s Emergency Information webpage at: Ontario.ca/alert. I thank you for your continued support and collaboration in these challenging times. Sincerely, Steve Clark Minister of Municipal Affairs and Housing c: Chief Administrative Officers Municipal Clerks Kate Manson-Smith, Deputy Minister of Municipal Affairs and Housing Brian Rosborough, Executive Director, Association of Municipalities of Ontario Page 46 of 369 Page 1 of 3 Subject: Community Strategic Plan Update Report Number: CAO 20-08 Author: Kyle Pratt, Chief Administrative Officer Meeting Type: Council Meeting Meeting Date: Monday, July 13, 2020 RECOMMENDATION THAT Council receives Report CAO 20-08 Community Strategic Plan Update, as information; AND THAT Council direct staff to issue a Request for Proposal (RFP) for Consulting Services for the creation of a Community Strategic Plan; AND FURTHER THAT Council approves the Evaluation Committee. BACKGROUND The Community Strategic Plan (CSP) established a vision for the future that reflected community ideas and aspirations. The CSP guides priority setting, and ensures that programs and services address the changing needs of the community. In late 2013, the Town of Tillsonburg began developing a new CSP. The vision for the future reflected input from the community and intended to establish a clear statement about what Tillsonburg will look like in 25 years from now. The strategic priorities described in the plan support the vision, recognizing the need for structure and the development of partnerships in order to achieve the desired future. The CSP was the product of a consultation process that engaged residents of all ages, community organizations and Town employees through focus groups, workshops, an online survey and a community open house. Community input received through these activities was essential in developing the vision, directions, goals and action items presented in the plan. At its September 8, 2014 meeting, Council had a presentation from Ms. Andrea Bourrie of MMM Group outlining the Tillsonburg Community Strategic Plan. Council referred the CSP to the CAO for a report on the establishment of an implementation plan. At its January 12, 2015 meeting, Council adopted the Tillsonburg CSP and implementation plan. The report identified that the CAO in consultation with members Page 47 of 369 CAO 20-06 Page 2 of 3 from the Clerk’s Office would be responsible for action of the items included in the plan and providing Council with ongoing updates on the status of goals. On March 23, 2015, Council received their first update report from the CSP Coordinator. The report included brief highlights pertaining to the status of the four strategic objectives outlined in the CSP. The report indicated that it would be fairly quick and easy to meet the short term (1 to 3 year) goals identified in the plan. On January 25, 2016, Council was provided with a further update that indicated many short term action items were completed in 2015 and that the rest were to be completed in 2016. On March 27, 2017 Staff provided Council with an update on the status of the achievement of the medium term goals identified within the four strategic objective themes of the CSP. On May 14, 2018 Staff provided Council with a further update on the status of achievement of goals identified in the plan. The report outlined the status of the action items that are within the short and medium term time frames. This year (2020) is year five of the plan. DISCUSSION To remain current and provide greater accountability, it was identified in the 2020 Corporate Services Business Plan that a new CSP and consultation process was required. For the 2020 budget, Council has approved the allocation of $60,000 to be reserved for the use of developing and implementing a new CSP. There is $25,000 reserved in 2019 and $35,000 included in the 2020 budget to use towards this project. A draft RFP has been created and is included with this report. Staff are recommending that Council support the release of this RFP in search of a consultant to begin the process of establishing a new and updated CSP. The RFP would be posted on the following mediums for advertisement: Tillsonburg Bids and Tenders website, Biddingo, the Town’s website, Municipal World and in the Community Update section of the Tillsonburg newspaper. An Evaluation Committee should be established to review the submitted Proposals and make a recommendation to Council for approval. It is recommende d that the following members form the Evaluation Committee: 1. Mayor Stephen Molnar 2. Deputy Mayor Dave Beres 3. Chief Administrative Officer, Kyle Pratt Page 48 of 369 CAO 20-06 Page 3 of 3 4. Clerk, Michelle Smibert 5. Interim Director of Finance, Sheena Pawliwec The Purchasing Coordinator will serve as a resource for the Evaluation Committee. FINANCIAL IMPACT/FUNDING SOURCE $60,000 pre-approved budget allocation. 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 Draft RFP for Community Strategic Plan Page 49 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 1 of 32 REQUEST FOR PROPOSAL Consulting Services for Creation of a Community Strategic Plan Proposal Number: RFP2020-007 CLOSING DATE AND TIME: Wednesday, August 12, 2020 Local Time 1:00 P.M. CLOSING LOCATION: 200 Broadway, Suite 204, Tillsonburg, ON, N4G 5A7 The Town of Tillsonburg reserves the right to accept or reject all or part of any Proposal and also reserves the right to accept other than the lowest proposal and to cancel the Call for Proposals at any time. TO OBTAIN DOCUMENTS: The Town of Tillsonburg posts available bid documents here. Documents are not available for pick-up in person. ALL INQUIRIES: Inquiries must be submitted in writing to: Laurie Kirwin, Purchasing Coordinator lkirwin@tillsonburg.ca 519.688.3009 ext. 4016 Page 50 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 2 of 32 Table of Contents Table of Contents .......................................................................................................... 2 1.0 General Requirements ........................................................................................ 4 1.1 Background ........................................................................................................ 4 1.2 Project Overview ................................................................................................ 4 1.3 Request for Proposal Schedule .......................................................................... 5 1.4 Inquiries, Clarifications and Addenda ................................................................. 5 1.5 Limitation of Liability ........................................................................................... 6 1.6 Statement of Understanding .............................................................................. 7 1.7 No Collusion ....................................................................................................... 7 1.8 No Publicity or Promotion ................................................................................... 7 1.9 Right to Audit ...................................................................................................... 8 1.10 False or Misleading Statements ......................................................................... 8 1.11 Bribery/Fraud ..................................................................................................... 8 1.12 No Local Preference .......................................................................................... 8 1.13 Insurance ........................................................................................................... 8 1.14 Laws of Ontario .................................................................................................. 9 1.15 Indemnification ................................................................................................... 9 1.16 Non-Waiver ...................................................................................................... 10 1.17 Non-Assignment ............................................................................................... 10 1.18 Damage Claims ................................................................................................ 10 1.19 Conflict of Interest ............................................................................................ 10 1.20 Town of Tillsonburg Is Not the Employer ......................................................... 12 1.21 Intellectual Property ......................................................................................... 12 1.22 Termination ...................................................................................................... 12 1.23 Rights Reserved by the Town of Tillsonburg .................................................... 13 1.24 Exclusion of Bidders in Litigation ...................................................................... 13 1.25 Exclusion of Bidders Due to Poor Performance ............................................... 14 1.26 Pricing .............................................................................................................. 15 1.27 Form of Contract .............................................................................................. 15 1.28 Accessibility...................................................................................................... 15 1.29 Sustainability .................................................................................................... 16 1.30 Municipal Freedom of Information and Protection of Privacy Act ..................... 16 2.0 The Opportunity ................................................................................................ 17 2.1 Project Overview .............................................................................................. 17 2.2 Scope of Work .................................................................................................. 17 Page 51 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 3 of 32 2.3 Key Deliverables .............................................................................................. 18 3.0 RFP Submission Requirements ....................................................................... 20 3.1 Delivery of Proposals ....................................................................................... 20 3.2 Late Submissions ............................................................................................. 20 3.3 Submission Requirements ............................................................................... 21 3.4 Costs and Expenses ........................................................................................ 21 3.5 Amendment of Submission .............................................................................. 21 3.6 Withdrawal of Proposals .................................................................................. 22 3.7 RFP Opening ................................................................................................... 22 3.8 Acceptance or Rejection of Offer ..................................................................... 22 4.0 Evaluation .......................................................................................................... 23 4.1 Proposal Evaluation Committee ....................................................................... 23 4.2 Interviews or Demonstrations ........................................................................... 24 4.3 Negotiations ..................................................................................................... 25 4.4 Evaluation Criteria ............................................................................................ 25 4.5 Selection Process ............................................................................................ 25 4.6 Mandatory Submission Requirements ............................................................. 26 4.7 Technical Score ............................................................................................... 27 4.7.1 Experience and Qualifications ................................................................... 27 4.7.2 Project Manager/Description of Team ....................................................... 28 4.7.3 Approach and Methodology ....................................................................... 28 4.7.4 References ................................................................................................ 29 4.7.5 Consultation and Community Engagement ............................................... 29 4.7.6 Pricing/Costing .......................................................................................... 30 4.8 Confidentiality of Evaluation ............................................................................. 30 5.0 Form of the Proposal ........................................................................................ 31 5.1 Declarations ..................................................................................................... 31 Page 52 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 4 of 32 1.0 General Requirements 1.1 Background About Tillsonburg Located 90 minutes west of the Toronto area, Tillsonburg offers companies a strategic location in Ontario’s agriculture and manufacturing heartland. With low business and development costs, progressive policies and a high-speed fibre optic network, Tillsonburg is home to more than 600 regional, national and international companies. To find out more about Tillsonburg, visit Our Website or Discover Tillsonburg. The essence of Tillsonburg is captured in three words: Connected – A strong sense of community, a history of engagement and collaboration, and strong connections to surrounding markets based on a strategic location within Southwestern Ontario. Enriched – A high quality of life evidenced by community centres/programs, opportunities to be meaningfully involved, abundance of parks and green spaces, and a rural/urban influence that combines for a sustainable, comfortable pace. Inspired – An entrepreneurial spirit and strong rural work ethic with leadership in agri-business and related ventures and a track record of “Made in Tillsonburg” solutions. The municipality completed a Strategic Plan in 2014 that was a ten-year plan spanning 2014-2024. The plan is available online here. With the abundant growth taking place, the municipality is looking to develop a new Strategic Plan using information from the existing Strategic Plan and collecting new information from various participants such as council, staff and community stakeholders. The new Strategic Plan will assist the municipality to plan for the future. 1.2 Project Overview The Town of Tillsonburg is seeking the services of a consultant to: 1. Assist in the development of a Community Strategic Plan that will focus on the Town’s mission, services, values and vision for the future; 2. Engage residents, businesses, community organizations, municipal council, committees of council, municipal staff and other key agencies and individuals in the process of developing the plan; and Page 53 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 5 of 32 3. Collect information from stakeholders in the development of a new Community Strategic Plan with the intent of using this information to help municipal personnel in the creation of other corporate project plans such as a Community Services Master Plan or Fire Services Master Plan. 1.3 Request for Proposal Schedule Task Date Issue Request for Proposal Tuesday, July 14, 2020 Receipt of Bidder Questions Friday, July 24, 2020 Response to Bidder Questions Friday, July 31,2020 Submission Deadline Wednesday, August 12, 2020 Local Time 1:00 P.M. Note: Although every attempt will be made to meet all dates, the Town of Tillsonburg reserves the right to modify any or all dates at its sole discretion. The Town of Tillsonburg reserves the right at any time prior to the close of this RFP: a) to withdraw or cancel the RFP; b) to extend the time for the submission of proposals; or c) to modify the RFP; by the publication of an addendum or other notice, and the Town of Tillsonburg shall not be liable for any expense, cost, loss or damage incurred or suffered by any Applicant (or any other person) as a result of its so doing. 1.4 Inquiries, Clarifications and Addenda Inquiries regarding this Request for Proposal are to be directed to the Town of Tillsonburg before the specified closing date (see cut off dates above) by contacting the Purchasing Coordinator, Laurie Kirwin by email at lkirwin@tillsonburg.ca. Inquiries must not be directed to other Town of Tillsonburg employees or its members of Council. Directing inquiries to others than the Purchasing Coordinator may result in your submission being rejected. Page 54 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 6 of 32 All clarification requests are to be sent in writing to the individual mentioned above. No clarification requests will be accepted by telephone. Responses to all clarification requests will be provided to all Bidders in writing. Any and all changes to the RFP required before the Proposal closing will be issued by the Town of Tillsonburg in the form of written Addenda and shall hereby form part and parcel of the project. Addenda shall be issued as per the schedule above and no later than five days prior to close as applicable. Addenda will be provided to all Bidders the same way that the original RFP was provided. The Town of Tillsonburg will assume no responsibility for oral instruction or suggestion. If Addenda are issued, Bidders must acknowledge receipt by indicating such receipt in the appropriate section of the Form of Proposal. Failure to acknowledge the addendum/addenda may result in your Proposal being rejected. The onus is on the Bidder to ensure they have received and acknowledge all addenda prior to submission of proposals. Failure to acknowledge receipt of addenda will be cause for rejection of the Bidders submission. 1.5 Limitation of Liability The Town of Tillsonburg and its agents and advisors shall not be liable for any information or advice or any errors or omissions that may be contained in the RFP or any data, materials, or documents disclosed or provided to the Bidder pursuant to this RFP or otherwise. The Town of Tillsonburg and its agents and advisors make no representation or warranty, either express or implied, in fact or in law, with respect to the accuracy or completeness of this RFP or such data, materials, or documents, and shall not be responsible for any claim, action, cost, loss, damage, or liability whatsoever arising from the Bidder’s reliance or use of this RFP or any data, materials, or documents provided. The Bidder should satisfy itself as to the accuracy of the information contained in the RFP through independent means. The only representations and warranties made by the Town of Tillsonburg will be those that may be contained in any definitive agreement between the Town of Tillsonburg and the Bidder. Neither the transmission of this RFP to a Bidder nor the acceptance or receipt of a Proposal by the Town of Tillsonburg shall be construed as or imply any obligation or commitment on the part of the Town of Tillsonburg to enter into a contract or agreement of any kind in respect of any or all of the contents of this RFP. Page 55 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 7 of 32 1.6 Statement of Understanding For the purpose of this RFP, whoever is named as the Bidder shall be the single point of contact. Each Bidder shall be deemed to have carefully examined the RFP prior to submitting its Proposal, and if it should discover any omissions, errors, discrepancies, ambiguities, or other anomalies or have any doubts or questions as to the meaning of any portion thereof, it shall before submitting its Proposal, communicate the same to the Town of Tillsonburg in writing. At the Town of Tillsonburg’s sole discretion, some or all of the corrections, questions, and answers may be incorporated into Addenda to the RFP for distribution to all Bidders. By submittal of a proposal, the Bidder represents that they are fully experienced and properly qualified to undertake work of a nature and scope similar to that requested herein; that they possess the competence, skills, experience, and expertise required to successfully carry out the work; that they are properly licensed, equipped, organized, and financed to perform such service; and that they have secured all the necessary information required by a competent, experienced Bidder to prepare a responsible and complete Proposal. 1.7 No Collusion No Bidder shall discuss or communicate with any other person or entity (including, without limitation, any employee, representative, or agent of any other Bidder) about the preparation of its Proposal. Each Bidder’s Proposal shall be prepared without any connection, knowledge, comparison of information, or arrangement with any other person or entity responding to the RFP (or any employee, representative, or agent thereof) and each Bidder shall be responsible to ensure that its participation in this RFP is conducted fairly and without collusion or fraud. 1.8 No Publicity or Promotion The Bidder shall not make any public announcement or distribute any literature regarding this RFP or otherwise promote itself in connection with this RFP. In the event the Bidder is awarded a contract, the Bidder shall not identify the Town of Tillsonburg as a customer of the Bidder, and shall not otherwise use the Town of Tillsonburg’s name or any Town of Tillsonburg identification, without the written consent of the Town of Tillsonburg. Page 56 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 8 of 32 1.9 Right to Audit The Bidder is required to maintain complete books and records with respect to services, costs, expenses, receipts or other information necessary to verify the scope or charges for any services provided under this program. The Town of Tillsonburg has the right to review documents and work in progress and to audit financial and other records pertaining to the performance of the work under this agreement. 1.10 False or Misleading Statements If in the Town of Tillsonburg’s opinion, a proposal contains false or misleading statements or references that do not support a function, attribute, capacity or condition as contended by the vendor the entire proposal may be rejected. 1.11 Bribery/Fraud Should any Bidder or any of their agents give or offer any gratuity or attempt to bribe any employee or official of the Town of Tillsonburg, or to commit fraud, the Town of Tillsonburg shall be at liberty to cancel the Bidder’s submission. 1.12 No Local Preference The Town of Tillsonburg endeavors to achieve the best value for its taxpayers in its programs and transactions. As a result, t he Town of Tillsonburg will not be bound to purchase supplies or services based upon Canadian content. All procurement processes are to be conducted so as not to unduly exclude local vendors while at the same time maintaining the duty to be fair, open and transparent. 1.13 Insurance The successful Bidder shall at its own expense obtain and maintain until the termination of the contract, and provide the Town of Tillsonburg with evidence of: a) Comprehensive general liability insurance on an occurrence basis for an amount not less than Five Million ($5,000,000) dollars with respect to the Bidder’s operations, acts and omissions relating to its obligations under this Agreement, such policy to include non-owned automobile liability, personal injury, broad form property damage, contractual liability, owners’ and contractors’ protective, products and completed operations, contingent employers liability, cross liability and severability of interest clauses; Page 57 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 9 of 32 b) Automobile liability insurance for an amount not less than Two Million ($2,000,000) dollars on forms meeting statutory requirements covering all vehicles used in any manner in connection with the performance of the terms of this Agreement. c) Professional Liability: If applicable and noted in this request, the successful Bidder shall carry insurance covering the work and services described in this Agreement. Such policy shall provide coverage for an amount not less than one million ($1,000,000) dollars with respect to all of the responsibilities relating to this Agreement. The policies shown above will not be cancelled or permitted to lapse unless the Town of Tillsonburg is notified in writing at least thirty (30) days prior to the effective date of cancellation or expiry. The Town of Tillsonburg reserves the right to request such higher limits of insurance or other types policies appropriate to the work as the Town of Tillsonburg may reasonably require. The successful Bidder shall indemnify and hold the Town of Tillsonburg harmless from and against any liability, loss, claims, demands, costs and expenses, including reasonable legal fees, occasioned wholly or in part by any acts or omissions either in negligence or in nuisance whether wilful or otherwise by the bidder, it’s agents, officers, employees or other persons for whom the bidder is legally responsible. Before start of work, the successful bidder must provide proof of good standing with Worker’s Safety and Insurance Board. 1.14 Laws of Ontario Compliance with all Related Laws and Regulations, the bidder warrants that the services and/or items supplied to the Municipality must conform in all respects to the standards set forth by Federal, Provincial or municipal agencies and failure to comply with this condition will be considered a breach of contract. This will include, but not be limited to the Occupational Health and Safety Act, the Workplace Safety and Insurance Board and any other municipal, regional, provincial or federal laws and regulations. 1.15 Indemnification The Bidder shall protect, defend and save the Town of Tillsonburg, its agents and advisors harmless from suits or actions of every nature and description brought against it, for or on account of any injuries or damages received or sustained by a party or parties, by or from any of the acts, errors or omissions of the Bidders, and/or its agents, employees, or successors. Page 58 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 10 of 32 The bidder hereby agrees to defend, indemnify and hold harmless the Town of Tillsonburg, and all of the Town of Tillsonburg elected or appointed officials, officers, employees, and attorneys, from and against any and all claims, damages, losses, risks, liabilities, and expenses (including reasonable lawyers’ fees and costs) arising from or related to any breach of the foregoing representation and warranties. 1.16 Non-Waiver No act or omission by the Town of Tillsonburg shall be construed by the Successful Bidder as a renunciation or waiver of any rights or recourses for any breach by the Successful Bidder of its obligations set out in this RFP and in the Contract, unless the Town of Tillsonburg provided the Successful Bidder with an express waiver in writing. Any work performed by the Town of Tillsonburg which is part of the Work shall not relieve the Successful Bidder of his/her obligations to do that Work. 1.17 Non-Assignment During the performance of the contract, the Successful Bidder shall not assign, transfer, convey, sublet, or otherwise dispose of any award or any or all of its rights, title, or interest therein, without the prior written consent of the Town of Tillsonburg. 1.18 Damage Claims The Successful Bidder shall be responsible for all damages caused by it, its employees, agents, sub-contractors or persons under its control, or arising from the performance of the Work or arising from the Successful Bidder’s failure or the failure of its employees, agents, sub-contractors, or persons under its control, to perform any or all of its obligations in accordance with the terms of the Contract. 1.19 Conflict of Interest The Bidder is required to disclose in its Proposals and on an ongoing basis thereafter any conflict of interest, real or perceived, that exists now or may exist in the future, with respect to this RFP. The Bidder shall provide a statement that clearly identifies that the Bidder has no conflict of interest with respect to other work and/or other clients. The Bidder shall ensure that all Sub-contractors also have no conflict with respect to other work and/or other clients. No officer or employee of the Town of Tillsonburg is, will be, or has Page 59 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 11 of 32 become interested, directly or indirectly, as a contracting party, partner, stockholder, surety or otherwise howsoever in or in the performance of the said contract, or in the supplies, work or business in connection with the said Agreement, or in any portion of the profits thereof, or any supplies to be used herein, or in any of the monies to be derived therefrom. For the purpose of this Request for Proposal, “conflict of interest” includes but is not limited to any situation or circumstance where, in relation to the performance of its obligations under this Request for Proposal and any subsequent consulting agreement, the Bidder’s other commitments, relationships or financial interests could be, or could be seen, to exercise an improper influence over the objective, unbiased and impartial exercise of the Bidder’s independent judgment, or could be, or could be seen, to compromise, impair or be incompatible with the effective performance of the Bidder’s contractual obligations. The Bidder will be required to enter into an agreement with the Town of Tillsonburg containing the following provisions. 1. The Bidder agrees to: a) avoid any conflict of interest in the performance of its contractual obligations, b) disclose to the Town of Tillsonburg without delay any actual or potential conflict of interest that arises during the performance of its contractual obligations, and c) comply with the requirements imposed by the Town of Tillsonburg to resolve the conflict of interest. 2. In addition to all other contractual rights or any other rights available at law or in equity, the Town of Tillsonburg may immediately terminate the agreement upon giving written notice to the Bidder when: a) the Bidder fails to disclose any actual or potential conflict of interest b) the Bidder fails to comply with any requirements imposed by the Town of Tillsonburg to resolve the conflict of interest, or c) in the reasonable opinion of the Town of Tillsonburg it is not possible to resolve the Bidder’s conflict of interest. 3. The Bidder shall state in its Proposal: a) that it will execute an agreement containing the clauses set out above b) all the measures, steps, policies and procedures that it currently takes to ensure that conflicts of interest are avoided or that it will take to ensure that there will be no conflicts of interest in regard to the Town of Tillsonburg’s program. Page 60 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 12 of 32 Failure to include this statement may be cause for rejection of the proposal. 1.20 Town of Tillsonburg Is Not the Employer The Bidder agrees that the Town of Tillsonburg is not to be understood as the employer to the Successful Bidder nor to such Bidder’s personnel or staff for any work, services, or supply of any products or materials that may be awarded as a result of the RFP process. It is understood that the Successful Bidder will act as an independent supplier. 1.21 Intellectual Property All reports, plans, designs, and other documents to be produced by the successful Bidder to this Request for Proposals shall, on submission to the Municipality, become the property of the Municipality. Note: The Bidder will seek written permission from the Town of Tillsonburg to reproduce information related to this RFP prior to sharing with another entity. 1.22 Termination In the event that the successful Bidder fails to comply with any provision of this Request for Proposal or otherwise fails to perform its obligations hereunder in a competent manner satisfactory to the Town of Tillsonburg, the Town of Tillsonburg may give the successful Bidder notice in writing of such failure. In the event that the successful Bidder has not remedied its failure within ten (10) days of the said notice, the Town of Tillsonburg shall be entitled to exercise any one or more of the following remedies: a) The Town of Tillsonburg may terminate the contract without further notice; b) The Town of Tillsonburg may withhold any payment due to the successful Bidder hereunder until the successful Bidder has remedied its failure; c) The Town of Tillsonburg may engage the services of another Bidder or any other firm to remedy the successful Bidder’s failure, and obtain reimbursement therefore from the successful Bidder. The said reimbursement may be obtained either through deduction from any amounts owing to the successful Bidder hereunder, or through any other legal means available to the Town of Tillsonburg; and/or; d) The Town of Tillsonburg may assert any other remedy available to it in law or equity. Page 61 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 13 of 32 Unless the Town of Tillsonburg expressly agrees to the contrary, any failure of the Town of Tillsonburg to exercise any of the foregoing remedies, or the granting of any extension or indulgences, shall not be prejudicial to any right of the Town of Tillsonburg to subsequently obtain such remedies. 1.23 Rights Reserved by the Town of Tillsonburg The Town of Tillsonburg reserves the right, in its sole discretion and without notice or reasons, and without liability to: a) accept/reject any or all Proposals and/or reissue the RFP in its original or revised form; b) add specific requirements not covered in the RFP or Proposal; c) modify any and all requirements stated in the RFP at any time prior to the possible awarding of a contract; d) cancel this RFP at any time, without penalty or cost to the Town of Tillsonburg. This RFP should not be considered a commitment by the Town of Tillsonburg to enter into any contract. e) decline to permit any party to participate in this RFP; f) terminate discussions or negotiations with any or all of the Bidders; g) accept a Proposal that does not comply with the requirements of this RFP; h) request additional information from a Bidder to supplement or clarify a Proposal; i) in evaluating Proposals, consider any factor which the Town of Tillsonburg considers to be relevant; j) negotiate with any Bidder. In the event of any disagreement between the Town of Tillsonburg and any Bidder regarding the interpretation of the provisions of the RFP, the Chief Administrative Officer of the Town of Tillsonburg or an individual acting in that capacity, shall make the final determination as to interpretation. 1.24 Exclusion of Bidders in Litigation The Town of Tillsonburg may, in its absolute discretion, reject a Proposal submitted by a Bidder if the Bidder, or any officer or director of the Bidder is or has been engaged, Page 62 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 14 of 32 either directly or indirectly through another corporation, in a legal action against the Town of Tillsonburg or its elected or appointed officers and employees in relation to: a) Any other contract or services; or b) Any matter arising from the Town of Tillsonburg’s exercise of its powers, duties or functions. In determining whether or not to reject a Proposal under this clause, the Town of Tillsonburg will consider whether that litigation is likely to affect the Bidder’s ability to work with the Town of Tillsonburg, it’s agents and advisors, and whether the Town of Tillsonburg’s experience with the Bidder indicates that the Town of Tillsonburg is likely to incur increased staff and legal costs in the administration of the contract if it is awarded to the Bidder. 1.25 Exclusion of Bidders Due to Poor Performance The Town of Tillsonburg shall document evidence where the performance of the Bidder has been unsatisfactory in terms of failure to meet contract specification, terms and conditions or for Health and Safety violations. The CAO (or designate) may, in consultation with the Town of Tillsonburg Council, prohibit an unsatisfactory Bidder from bidding on future RFPs or contracts for a period of up to three years. Contract Behaviour The Town of Tillsonburg expects all works and conversations carried out or held on the work site location by the successful bidder to be professional and courteous at all times. The bidder, staff and/or bidder sub-contractors who fail to perform work or who have conversations with the Town of Tillsonburg staff in an unprofessional and not courteous manner shall be warned verbally by the Municipalities Project Manager or representative that such behaviour is not acceptable. A letter to the Bidder will be issued immediately stating the consequences for any further unacceptable behaviour. Consequences for abusive and unacceptable behaviour including verbal conversations shall include the Municipality’s right to demand the removal of any Bidder’s staff including senior administrative staff, project manager or any other staff employed by the Bidder including the staff of sub-contractors working on behalf of the Bidder. Any continuation of abusive and unacceptable behaviour including verbal conversatio ns following the issuance of the said letter by the Municipality shall result in removal of the contractor from the work site or location and the Town of Tillsonburg shall take any Page 63 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 15 of 32 further actions it deems necessary to remedy and mitigate for all losses to the Municipality as a result of such removal of the Bidder. Abuse to the Town of Tillsonburg’s Project Manager or any other representative of the Municipality or any other unacceptable behaviour by the Bidder’s staff that is considered serious may also result in charges laid by the Municipality under the laws of Canada and the Province of Ontario. 1.26 Pricing Pricing and Terms of Payment quoted must be in Canadian Funds, all appropriate taxes extra. The prices will include all costs related to the supply and delivery of the goods and services required, such as delivery, customs charges, brokerage fees etc. Unless otherwise stated in this document or the successful Bidders’ submission, all pricing will be firm for the duration of the contract. The Bidder will keep prices firm for the duration of the contract period. Failure to comply with this requirement will be cause for rejection of a Proposal. Interest Charges It is the policy of the Corporation of The Town of Tillsonburg that application by the vendors for penalty and interest charges for late payment will not be allowed. 1.27 Form of Contract Unless otherwise stated, the contract for this project is formed by this request for proposal, the successful Bidders’ submission and the authorization of a written contract agreement issued by the Town of Tillsonburg. 1.28 Accessibility The Town of Tillsonburg is committed to the accessibility principles of preventing and removing barriers in accessing goods and services for people with disabilities and is bound by the Standards under the Accessibility for Ontarians with Disabilities Act, 2005 as may be amended from time to time. Regulations enacted under the Act apply to third parties providing goods and services to members of the public on behalf of the Town of Tillsonburg. The consultant/contractor, its employees and all sub-contractors hired by the consultant/contractor in the completion of its work, must meet or exceed compliance with all applicable regulations under the Act. Page 64 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 16 of 32 1.29 Sustainability One of the principles of the Town of Tillsonburg’s Purchasing Policy is to procure services with regard to the preservation of the natural environment, by encouraging suppliers to provide services that result in the least damage to the environment and incorporating recycled materials. Bidders are expected to carry out their work in an environmentally responsible manner. 1.30 Municipal Freedom of Information and Protection of Privacy Act The Municipality is subject to the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.M.56, as amended (‘MFIPPA”) with respect to, and protection of, information under its custody and control. Accordingly, all documents provided to the Municipality in response to this RFP may be made available to the public. The Respondent hereby consents to disclose any information contained in its submission pursuant to the MFIPPA. Respondents should clearly indicate any confidential information by stamping the page where it appears with the word “confidential”. The Respondent should make it very clear as to which information is considered confidential or proprietary in nature and why it is considered confidential. Notwithstanding requests to keep the information confidential, all information is subject to MFIPPA and may be subject to release under the Act. Page 65 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 17 of 32 2.0 The Opportunity 2.1 Project Overview The municipality wishes to engage all aspects of our community to best establish and secure the Town of Tillsonburg’s future, through solidifying our collective vision, sustainability and progressive and ethical governance. The Bidder’s scope of work is to facilitate and conduct the entire strategic planning process for the Town of Tillsonburg with the assistance of the Town of Tillsonburg Council and senior staff. Through collaboration and meaningful consideration of our future, the Town of Tillsonburg will achieve a strategic scope that is reflective of our principles, values, physical and fiscal resources and the collective will of our residents. The Town of Tillsonburg has a number of existing plans, policies, strategies and information available. It is expected these documents and consultation with identified individuals, agencies and community groups will be used to develop the Corporate Strategic Plan, including the current Community Strategic Plan adopted in 2014. The expectation is that a new Strategic Plan will be completed within a ten to twelve (10-12) month timeframe commencing in 2020. The Town of Tillsonburg may extend the term of this contract by written notice to the successful bidder for a mutually agreed upon timeframe; provided that the Town of Tillsonburg gives the successful bidder a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Town of Tillsonburg to an extension. The project scope, content of proposal, and vendor selection process are summarized in this RFP. 2.2 Scope of Work The following is a general description of the scope of work expected in development of the Corporate Strategic Plan. The municipality encourages modification of these general steps by the Consultant to achieve a more enhanced, efficient and/or effective outcome.  Research & review of the municipality’s resource information.  Initial start-up meeting with Council to confirm and review scope of work.  Facilitate meetings and discussions with staff and Council as appropriate. Page 66 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 18 of 32  Conduct and deliver a public consultation process that engages residents, businesses and other community service based groups/agencies (including consideration to public meeting workshops, online and/or mail out survey, etc.).  The consultant will be required to provide information and presentation materials intended to reach a variety of audiences using a variety of mediums.  Prepare a preliminary draft strategic plan for Council and public review.  Review and amend the preliminary draft strategic plan to incorporate public and Council comments.  Present the revised draft strategic plan at a Council Meeting.  Amend the revised draft plan as appropriate to respond to feedback from Council and the public.  Finalize the Community Strategic Plan, incorporating Council and community comments. 2.3 Key Deliverables The Town of Tillsonburg is seeking written proposals from qualified firms or individuals for the consultant to undertake the following:  Conduct a review of the current status of the Town of Tillsonburg municipal organization, including existing plans, policies and long-term goals  Conduct strategic planning workshops for the Town of Tillsonburg Council, Senior Managers, and other employee groups  Performance management template for employees built off of the strategic plan  Conduct a comprehensive public consultation process that includes residents, businesses and other community service based groups/agencies  Prepare a statistically valid survey that will further assist in identifying and prioritizing community issues – with the intent to gauge municipal services, identify common community values and receive feedback on a variety of topics including growth and change  Based on the feedback, develop a detailed strategic planning process including key milestones and timelines for consideration and approval Page 67 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 19 of 32  Prepare drafts of the Strategic Plan based on information collected for the Town of Tillsonburg’s review and approval  The new Strategic Plan should include, at a very minimum, the following content:  Updated corporate mission, strategic vision and related goals  Key values and guiding principles to assist direction and decision- making  Recommended actions to achieve strategic vision and goals with particular attention to municipally owned facilities  Supplementary information for the new Strategic Plan should include:  Summary of the strategic planning process  List of strategic issues relevant to the Town of Tillsonburg  Performance measurement tools during the implementation phase  Communication Plan  Ability to use content collected for this study in the development of other corporate project plans Other Considerations in Scope of Work:  The Strategic Plan document should include a consolidation of the work completed including the reasoning for all decisions and recommendations.  Stakeholders include, but are not limited to, the following:  Various community and services groups (heritage, senior, athletic, youth etc.)  Business and Development industry (including the BIA, Chamber etc.)  Other government agencies, including County of Oxford  School Boards and Conservation Authorities  Council and any associated committees of council  The selected Bidder will work closely with Council, the Chief Administrative Officer and key municipal personnel throughout the assignment. Page 68 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 20 of 32  It is expected that the final outcome of this project will result in the Bidder providing to the Town of Tillsonburg a PowerPoint presentation to the Town of Tillsonburg Council including a report on the survey results and the new plan outlining key goals, objectives and vision. 3.0 RFP Submission Requirements 3.1 Delivery of Proposals Bidders are required to submit seven (7) paper copies and one electronic copy (USB/Flash drive) in an envelope marked confidential to: The Town of Tillsonburg 200 Broadway, Suite 204 Tillsonburg, ON N4G 5A7 OR 10 Lisgar Avenue Tillsonburg, ON N4G 5A5 Attn: Laurie Kirwin, Purchasing Coordinator Proposals must be received at the location noted, on or before, 1:00 P.M. LOCAL TIME on August 12, 2020. No facsimile transmission or electronic delivery of Proposals will be accepted. The contents of the response shall consist of the provision of all labour and materials required for the provision of services requested in this RFP. All Proposals must be signed by an authorized signing officer of the Bidder and contain a statement that the Proposal represents a binding offer which is irrevocable by the Bidder and remains in effect and open for acceptance by the Town of Tillsonburg for one-hundred and twenty (120) days from date of submission, or as may be extended further as agreed by the Town of Tillsonburg and the Bidder. 3.2 Late Submissions Proposals will not be accepted after the date and time stated above. Proposals received by the Town of Tillsonburg later than the specified closing time will be returned unopened to the Bidder. Page 69 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 21 of 32 3.3 Submission Requirements A Bidder’s Proposal must include all data and information requested by the RFP and must be submitted in accordance with these instructions. Incomplete proposals or proposals that do not conform to the requirements specified herein will not be considered. The Proposal shall be clear, concise and shall include sufficient detail for effective evaluation for substantiating the validity of stated claims. The Proposal shall not simply rephrase or restate the Town of Tillsonburg’s requirements but rather shall provide convincing rationale to address how the Bidder intends to meet these requirements. The Bidders are encouraged to provide details that may demonstrate the excellence of their Proposal. Bidders shall assume that the Town of Tillsonburg has no prior knowledge of their experience and will base its evaluation on the information presented in the Bidder’s Proposal. The act of submitting a proposal is a declaration that the proposer has read the RFP and understands all the requirements and conditions. The submitted Proposal should reflect that the Bidder understands the objectives, context, issues, deliverables and methodologies. Information that summarizes the Bidder’s expertise, background and particular suitability for the project should be indicated and illustrated. All information is to be submitted on corporate letterhead, duly signed by an authorized official, and enclosed as specified. Bidders must clearly mark the original submission. 3.4 Costs and Expenses The Town of Tillsonburg and its agents and advisors are not liable for any costs or expenses incurred by the Bidder in the preparation of their response to the RFP. Furthermore, the Town of Tillsonburg shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Bidder, prior or subsequent to, or by reason of the acceptance, or non-acceptance by the Town of Tillsonburg of any Proposal, or by reason of any delay in the award of the Proposal. 3.5 Amendment of Submission Bidders may amend their Proposals only if the Proposal is resubmitted before the Submission Deadline in accordance with the following: a) The Bidder must withdraw its original Proposal on written notice to the Purchasing Coordinator before the Submission Deadline; and Page 70 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 22 of 32 b) The Bidder must submit a revised Proposal before the Submission Deadline in accordance with the requirement of the RFP. Amendments by telephone, facsimile, email, or letter shall not be accepted or considered. If more than one Proposal is received under the same name for the same project, the Proposal contained in the submission envelope bearing the latest date and time shall be deemed the intended Proposal. The first Proposal received shall be considered withdrawn and returned unopened to the Bidder. 3.6 Withdrawal of Proposals A Bidder may withdraw its Proposal prior to the Submission Deadline by giving written notice before the Submission Deadline. Telephone notices shall not be considered. Proposals may not be withdrawn after the Submission Deadline. 3.7 RFP Opening Bidders are advised there will NOT be a public opening for this RFP. Submissions received by the Deadline, will be opened administratively by members of the Town of Tillsonburg RFP Evaluation Committee and at a time subsequent to the closing. 3.8 Acceptance or Rejection of Offer 1. The submission of Proposals does not obligate the Town of Tillsonburg to accept any Proposal or to proceed further with the Project. The Town of Tillsonburg may, in its sole discretion, elect not to proceed with the Project in whole or in part and may elect not to accept any or all proposals for any reason or to cancel the Project without any obligation whatsoever to Bidders. 2. Should the Town of Tillsonburg not receive any Proposals satisfactory to it for any reason, it may, in its sole and absolute discretion, revise the Proposal Documents or negotiate a Contract for the whole or any part of the Project with any of the Bidders. 3. Proposals which are informal, incomplete, contain qualifying conditions or otherwise fail to comply with the requirements of the Proposal Documents or are otherwise irregular in anyway may, at the sole and absolute discretion of the Town of Tillsonburg, be declared invalid and rejected. Page 71 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 23 of 32 4. The Town of Tillsonburg retains the separate right to accept or waive irregularities if, in the Town of Tillsonburg’s sole discretion, such irregularities are of a minor or technical nature or, where practicable to do so, the Town of Tillsonburg may, as a condition of proposal acceptance, request a Bidder to correct a minor or technical irregularity with no change to the Proposal Price. 5. The determination of what is, or is not, a minor or technical irregularity, the determination of whether to accept, waive, or require correction of an irregularity, and the final determination of the validity of a Proposal, shall be at the Town of Tillsonburg’s sole and absolute discretion. 6. The Town of Tillsonburg reserves the right to accept or reject any or all Proposals or to accept any Proposal should it be deemed to be in its best interest to do so in its sole and absolute discretion. The lowest price Proposal will not necessarily be accepted by the Town of Tillsonburg. 7. Bidders expressly waive any and all rights to make any claim against the Town of Tillsonburg for any matter arising from the Town of Tillsonburg exercising its rights as stated in these Instructions to Bidders. 8. If notified that its Proposal has been accepted by the Town of Tillsonburg, the successful Bidder shall enter into a contract in the form specified and shall deliver same to the Town of Tillsonburg, in duplicate, within seven (7) working days of notification by the Town of Tillsonburg to the Bidder of the acceptance of its Proposal, together with duly executed originals of the required contract documents. 4.0 Evaluation 4.1 Proposal Evaluation Committee An Evaluation Committee will evaluate each proposal received in accordance with the evaluation criteria as set out in the Proposal Documents. The Committee reserves the right but is not obliged to perform any of the following: a) Enter into further discussions with the Bidder to seek clarification or verify any or all information provided by the Bidder with respect to this RFP that will allow the Committee to reach a decision with a Bidder; b) Independently verify any information provided in a Proposal. The Bidder shall co- operate with such independent verification. Page 72 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 24 of 32 c) Contact any or all of the references supplied and to interview, at the sole costs of the Bidder, the Bidder and/or any or all of the resources proposed by the Bidder to fulfill the requirement, at the Town of Tillsonburg offices, on 72 hours’ notice, to verify and validate any information or data submitted by the Bidder. d) Waive irregularities and omissions if, in doing so, the best interest of the Town of Tillsonburg will be served. In submitting a proposal, the bidder agrees that the decision of the Evaluation Committee is final and binding, and will not be subject to review by any court and any Bidder breaching this provision will indemnify the Town of Tillsonburg for all its costs as a result of the same, save and except where the Town of Tillsonburg has acted in bad faith. 4.2 Interviews or Demonstrations A Bidder whose written Proposal has met or exceeded the minimum technical score (as defined below) or has received a high ranking may be invited to an interview with the Evaluation Committee, the results of which will be used by the Committee as a mechanism to revisit, revise, confirm and finalize the score and select the recommended Bidder. The Town of Tillsonburg reserves the right to interview up to a maximum of three (3) top ranked Bidders. The representative(s) of a Bidder at any scheduled interview is/are expected to be thoroughly versed and knowledgeable with respect to the requirements of this RFP and the contents of its Proposal, and must have the authority to make decisions and commitments with respect to matters discussed at the interview, which may be included in any resulting Agreement. Where the staff team proposed by the Bidder is an important element in the selection criteria, the staff team proposed shall be present for the interviews. No Bidder will be entitled to be present during, or otherwise receive, any information regarding any interview with any other Bidder. The Evaluation Committee may interview any Bidder(s) without interviewing others, and the Town of Tillsonburg will be under no obligation to advise those not receiving an invitation until completion of the evaluation and selection process. Page 73 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 25 of 32 4.3 Negotiations During negotiations, the scope of the services may be refined, issues may be prioritized, responsibilities among the Bidder, all staff and sub-consultants provided by it and the Town of Tillsonburg may be settled, and the issues concerning implementation may be clarified. 4.4 Evaluation Criteria It is understood by the parties submitting Proposals, that to qualify, Bidders must meet all mandatory requirements, as well as the minimum score identified for the point-rated criteria. The contract will be awarded to a single Bidder based on a determination of best value taking into account both the technical merit of the Proposals and the financial evaluations. The Town of Tillsonburg reserves the right to change the structure and criteria set out in this RFP prior to the date and time of closing for the acceptance of proposals. Proposals will be evaluated in three separate steps as follows: a. Evaluation of the Mandatory Requirements as listed below. Only Proposals meeting all of the Mandatory Requirements will advance to Step b). b. Evaluation of the point-rated technical requirements as listed below. Any Proposal which fails to achieve a minimum score of 75% overall for the point- rated categories will be eliminated from further consideration. c. Evaluation of the price component of the submission. 4.5 Selection Process The Town of Tillsonburg will determine the Successful Bidder using the Evaluation Bid formula where the fee total is divided by the technical score. The Technical p roposal will be evaluated first, then the financial component. The Evaluated Bid is used for award purposes only and does not change the actual fee total for payment purposes. Below is an example of the Evaluated Bid process in which Bidder B is the Successful Bidder. Bidder Bid Price Technical Score Evaluated Bid A $200,000 85 2352.94 Page 74 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 26 of 32 Bidder Bid Price Technical Score Evaluated Bid B $220,000 95 2315.89 If the Bidder with the best/lowest evaluated bid score has a bid price exceeding the Municipality’s internal estimate or budget allocation, the Municipality reserves the right to consider award of the assignment to the next lowest bid score. 4.6 Mandatory Submission Requirements Mandatory requirements are evaluated on a pass or fail basis. Failure to adhere to the following mandatory requirements shall result in a Proposal being declared a Non- Compliant Proposal and will be given no further consideration. The Town of Tillsonburg may decide to terminate the evaluation upon the first finding of non-compliance with a mandatory requirement. a) Proposal must be received at the closing location prior to closing date and time; b) Proposal must be typewritten in English, compliant with AODA standards, and will not be accepted by email; c) Any changes on the original proposal should be made in ink and initialed by the person signing the Proposal; d) Seven (7) hard copies of the Proposal and one (1) electronic copy (USB storage device); e) Completed, signed and sealed Declaration of the Form of Proposal. The Form shall be an Original that is signed in the spaces provided by a duly authorized official of the Bidder; f) Include a conflict of interest statement; g) Provide proof of insurance in the amounts specified in Section 1.13 and statement of proof of such insurance will be provided to the commencement of work if Proposal is successful; h) Inclusion of all point rated requirements outlined below. Page 75 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 27 of 32 4.7 Technical Score The following is an overview of the categories and weighting for the rated criteria of the RFP. Bidders who do not meet a minimum threshold score for a category will not proceed to the next stage of the evaluation process. Rated Criteria Category Weighting (Points) 4.7.1 Firm’s Experience and Qualifications, including sub consultants 20% 4.7.2 Project Manager 10% 4.7.3 Approach and Methodology 25% 4.7.4 References 10% 4.7.5 Consultation and Community Engagement 20% 4.7.6 Pricing 15% Total Points 100% 4.7.1 Experience and Qualifications Total Points = 20 points Each Bidder should provide the following in its Proposal: a) a brief description of the Bidder b) a description of the goods and services the Bidder has previously delivered and/or is currently delivering related to this RFP, with an emphasis on experience working with local governments in Ontario c) the roles and responsibilities of the Bidder and any of its’ agents, employees and sub-contractors who will be involved in providing the deliverables, together with the identity of those who will be performing those roles and their relevant respective expertise d) expertise and capacity to perform necessary public consultation Page 76 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 28 of 32 4.7.2 Project Manager/Description of Team Total Points = 10 points The Bidder will provide an overview of the key personnel working on the Corporate Strategic Plan, including any outside consultants that list their education, experience and knowledge in the industry. Provide an outline of the qualifications, certifications, and experience of th e team member(s) proposed for this project. Identify or include resumes, certificates, accreditations, and additional information as required for those individuals to be assigned to the project. This should include the respective roles and responsibility of each team member involved in the work. Indicate previous experience that the proposed team members have and identify projects on which proposed team members worked on together. Identify and provide a listing of subcontractors – if applicable. 4.7.3 Approach and Methodology Total Points = 25 points The Bidder has been asked to undertake a number of initiatives outlined in this RFP, a detailed explanation of the methodology will be needed to help identify how the Bidder intends to collect, analyze and produce a new Community Strategic Plan for the Town of Tillsonburg. This description should include a work plan and incorporate an organizational chart indicating how the Bidder intends to structure its working relationship with the Town of Tillsonburg. Project Methodology and Work Plan provide a brief outline of previous work experience and experience on similar projects and the proposed methodology including innovative approaches and alternate solutions to this project. A basic project work (implementation) plan should also be included which identifies and details tasks/activities to be completed in order to meet the project requirements including all timelines to complete works. Provide a project schedule, by task/activity and indicate the approximate tim ing of key events. Proposed dates, milestones and sufficient definition of what tasks need to be completed should be outlined. The proposed schedule should include the time required in tasks and this may be submitted in the form of a Gantt Chart. Page 77 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 29 of 32 4.7.4 References Total Points = 10 points Each Bidder is requested to provide three (3) references from clients who have obtained goods or services similar to those requested in this RFP from the Bidder in the last two years. The Municipality, at its sole discretion, may confirm the respondent’s experience and/or ability to provide the work required as described in the submission by checking the respondent’s references and the provision of the references by the respondent is deemed to be consent to such confirmation / contact with the references. References at a minimum should include the following:  company name;  company address;  contact name;  contact telephone number;  contact email address;  date/work undertaken;  nature of services provided; and,  value of services provided. 4.7.5 Consultation and Community Engagement Total Points = 20 points The Bidder must outline how information will be collected and synthesized including the intake process involving many stakeholders, including but not limited to, council, business stakeholders, community groups and associations, staff and the general public. As noted elsewhere, a very high priority has been placed on consultation and community engagement and in this regard the Municipa lity is seeking innovative proposals that include a sustained communications strategy and a focused community engagement campaign. At a minimum, respondents are required to design a formal consultation and community engagement strategy that outlines the me thods and tools to be employed through the entire course of the Project . Page 78 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 30 of 32 4.7.6 Pricing/Costing Total Points = 15 points The Bidder must provide a detailed outline of the costing for the services that are expected to be undertaken in the creation of the new Corporate Strategic Plan for the Town of Tillsonburg. This includes, but is not limited to:  Presentation materials for all meetings and public consultation processes (including traveling and any other ancillary costs)  The PowerPoint presentation required for the Council briefing session(s)  Preparation of newspaper ads, media releases and other required public notices, and submitting same to the CAO for approval  Contingency should be allotted and factored into the costing of this proposal The price quotation should be included which matches the milestone dates as provided in the Gantt Chart. The following information should be included:  Milestone dates and payment amount (or percentage of total amount);  Hourly rates for each discipline;  Disbursements; and, Payment of all invoices shall be Net 30 days from receipt of approved invoice. 4.8 Confidentiality of Evaluation All information provided by a Bidder in connection with this RFP shall be confidential and shall not be disclosed except as required by law. Evaluation scores and rankings are confidential and, apart from identifying the top- ranked Bidder, no details of the Proposal or score or ranking of any Bidder will be released to any other Bidder. Page 79 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 31 of 32 5.0 Form of the Proposal 5.1 Declarations The following declarations must be included as part of your Proposal: I/WE, the undersigned authorized signing officers for the Bidder, HEREBY DECLARE that no person, firm or corporation other than the one represented by the signature (or signatures) of proper officers as provided below, has any interest in this Proposal. I/WE further declare that all statements, schedules and other information provided in this Proposal are true, complete and accurate in all respects to the best knowledge and belief of the Bidder. I/WE further declare that this quotation is made without any connection, knowledge, and comparison of figures or arrangements with any other company, f irm or person making a Proposal and is in all respects fair and without collusion for fraud. I/WE further declare that no appointed officer or employee of the Town of Tillsonburg will have any interest, directly or indirectly, as a contracting party, partner, shareholder, surety or otherwise in any contract for goods or services or in any portion of the profits thereof, or of any such supplies to be used therein or in any of the monies to be derived there from. I/WE further declare that the undersigned is empowered by the Bidder to negotiate all matters with the Town of Tillsonburg representatives, relative to this Proposal. I/WE further declare that the agent listed below is hereby authorized by the Bidder to submit this Proposal and is authorized to negotiate on behalf of the Bidder. I/We, by our signature below, certify that we are in full compliance with Section 6 of Ontario Regulation 429/07, Accessibility Standards for Customer Service and section 7 of Ontario Regulation 191/11, Integrated Accessibility Standards Regulation under the Accessibility for Ontarians with Disabilities Act, 2005. If requested, we are able to provide written proof that all employees have been trained as required under the act. I/We, agree that we have checked tillsonburg.bidsandtenders.ca and are in receipt of addenda ____ to ___ inclusive. (continued) Page 80 of 369 Town of Tillsonburg RFP – Strategic Plan – Page 32 of 32 Signatures: COMPANY NAME: ___________________________________________________ ADDRESS: _________________________________________________________ TOWN: ___________________ PROV: ________ POSTAL CODE: ___________ PHONE: __________________________ FAX: ___________________________ EMAIL: ____________________________________________________________ HST NUMBER: ______________________________________________________ CONTACT NAME: ___________________________________________________ I/We have the authority to bind the Company. AUTHORIZED SIGNATURE: ___________________________ DATE: __________ Page 81 of 369 Page 1 of 6 Subject: Town Hall Project Options Report Number: CAO 20-07 Author: Kyle Pratt, Chief Administrative Officer Meeting Type: Council Meeting Meeting Date: Monday, July 13, 2020 RECOMMENDATION: THAT Council receives Report CAO 20-07 Town Hall Project Options; AND THAT staff be directed to reconvene the Town Hall Project Steering Committee; AND THAT Council appoint _______ as an additional member to the Town Hall Project Steering Committee; AND THAT the Town Hall Project Steering Committee be tasked with bringing forward a report that compares Design-Build and Own option(s) and an expansion of the current Town Centre Mall (Corporate Office) space through either a lease or ownership option to the status quo option; AND FURTHER THAT the Town Hall Project Steering Comm ittee be asked to report back in Q4 2020. BACKGROUND: In 2015, the Town of Tillsonburg Council established a Town Hall Project Steering Committee that was mandated to: “Construct a modern, efficient and functional Town Hall that will accommodate current and future needs of the Corporation to be able to provide the various public services; and to advise and make recommendations to Council on the feasibility, business care and the achievement of outcomes for the project ”. The first step of the Committee’s work was to define space needs for a standalone Town Hall taking into account the need for public space, joint space, Council Chambers, meeting rooms and Town administration offices. After following an RFP Process, KNY Architects was chosen to conduct a Space Needs Study. The Space Needs Study indicated the need for approximately 24,000 square feet of space to hold 47 staff members. The Study indicated a need for a more functional design with accessibility features. The Study also recommended relocating operations Page 82 of 369 CAO 20-07 Page 2 of 6 and hydro fleet outside of the downtown core. The Study included sharing space with Community Partners as well as space for a fitness room, lockers, showers and bike storage. At the May 9, 2016 Council meeting, Council passed the following resolution: THAT Council receive report CAO 16-05 Town Hall Project Steering Committee Space Needs Study Project; AND THAT Council approve the Town Hall Project Steering Committee’s continued work on investigating site locations, budget requirements and possible financing options for a future Town Hall building. It should be noted that in 2016, a facility condition assessment was done at 83 Rolph Street (formerly Rolph Street Public School). Council reviewed this assessment via report CAO 16-01 at their meeting held on January 25, 2016. Direction was provided to forward this information to the Committee for their comments. The Committee determined this was not a feasible option due to the deteriorating condition of the building and the large costs involved with repairing the facility. Upon completion of the Space Needs Study, on June 27, 2016, the Committee advised Council that a Public Notice was being released in the form of a Request for Expression of Interest to seek development interest in a shared Town Hall development opportunity. This request generated multiple responses. Next, a Request for Pre-Qualification was issued to generate a shorter list of potential Proponents. Due to the complexity of preparing an appropriate RFP, the Committee requested funding up to $25,000 for the purposes of retaining outside expertise to assist in preparing the RFP and with vetting vendor submissions and assisting the Committee in the selection process, for Council approval, based on vendors responses to the Town Hall Project RFP. Council supported this recommendation at their July 10, 2017 Council meeting. Colliers Project Leaders was the chosen consultant to assist with the development of the detailed RFP. Amidst the Committee’s work, a need was identified for more immediate additional office space at 200 Broadway to accommodate the Town’s records management program, allow for departmental consolidation and to support minor increases in staffing levels. On December 11, 2017, Council passed the following resolution: THAT Report FIN17-38, Office Space Review, be accepted as information; AND THAT Council authorizes the Treasurer to sign the Term Sheet with Strathallen Capital Corp (on behalf of SBLP Tillsonburg Town Centre Inc.) for rental space at 200 Broadway in Tillsonburg with a term from April 1, 2018 to Page 83 of 369 CAO 20-07 Page 3 of 6 December 31, 2023. This extension also provided the Committee with additional time to work on the project. In February 2018, Colliers provided the Committee an overview of their Proposal including a financial options analysis. At the Committee meeting held on April 3, 2018, the Committee recommended that the CAO authorize Collier Project Leaders to proceed with Stage 1, being the Site and Program Confirmation. Town staff were directed to obtain quotes for site investigations. At the next Committee Meeting, staff recommended that Colliers Project Leaders be retained for the Site and Program Confirmation work as detailed in Stage 1 of Colliers Project Leaders’ Proposal due to their specific expertise in this regard. Staff noted that Collier’s proposed fee for the additional work was acceptable in terms of the current budget. The Committee then provided direction to the CAO for staff to obtain quotations for a legal and topographic survey, an environmental site assessment, geotechnical analysis, hydrogeological analysis, water pressure test and a summary of zoning requirements for lots identified in a Parking Study. At the next Committee meeting, a review of the site investigations costs for the potential Town Hall Site Investigations was done. Following that review, the Committee directed staff to only move forward with obtaining an appraisal and a legal property survey of the Town owned properties. At the Committee meeting held on August 15, 2018, staff provided an appraisal prepared by S.W. Irvine and Associates. The appraisal outlined proposed sites that could act as a starting point for the Proponents’ Proposals. Two Proponents chose the Town-owned site with the third Proponent providing their own site. On December 10, 2018 Council approved the recommendation that staff be directed to move forward with the release of the Request for Proposal. An RFP was issued on January 18, 2019 that asked for Proposals for a new Town Hall on the basis of Design/Build Lease. Proposals were received from Dancor, E&E McLaughlin and S.E.M. Construction. The Proposals were evaluated using a points scoring system based on the following elements of the Proposal - financial strength, architectural design adherence, team member qualifications/project management approach, project management plan, multi-use features of the building and value added features and financial score. After reviewing the Proposals the Committee presented their final recommendation to Council on December 9, 2019. The recommendation indicated : THAT based on the RFP process, the Town Hall Steering Committee recommends to Town Council that the preferred option is S.E.M. Construction; AND THAT the $8,000 honorarium be released to the other two Proponents; Page 84 of 369 CAO 20-07 Page 4 of 6 AND FURTHER THAT the Town Hall Steering Committee would like to advise Town Council that all of the Proposals received exceeded the financial benchmarks set out in the RFP. In concurrence with the above recommendation, Council passed the following resolution: THAT Report CAO 19-14 Town Hall Recommended Option – Town Hall Steering Committee be received; AND THAT, given that the quotes have come in well in excess of the benchmark and will create a negative impact on future budgets, that Council reject all Proposals for the Design, Build/Lease of a new Town Hall and terminate the current RFP process; AND THAT staff communicate with the Proponents in regards to the honorarium; AND THAT staff report back in February with recommendations on how to proceed with consideration of a complete set of options on how to proceed towards new corporate space for the Town of Tillsonburg with lower costs to the Town. Following Council’s termination of the RFP process, the three Proponents were each paid the $8,000 honorarium. DISCUSSION Council has determined that the Design-Build and Leaseback option is not a financially responsible option. However, there are other options to be investigated including a Design-Build and Own option and an expansion of the current Town Centre Mall (Corporate Office) space through either a lease or ownership option. Should Council agree to move forward with any option other than the status quo, the most important objective will be to ensure that any new solution provide s the best value for taxpayers while accommodating the Town’s current and future needs. Design-Build and Own The preferred Proponent from the RFP process was S.E.M. Construction, who have subsequently provided information on a Design-Build and Own option on a Town owned municipal parking lot. This option was based on 27,000 gross square feet. If Council decided to proceed with this path forward, the next steps would be:  Determine acceptable level of impact to taxation; Page 85 of 369 CAO 20-07 Page 5 of 6  Refine space needs based on current realities;  Determine whether to proceed with the preferred Proponent or start a new process  Determine architectural requirements Expand in Current Space (Town Centre Mall) Through Lease or Ownership This option was based on the need for 27,000 gross square feet. If Council decides to proceed with either a lease or ownership option within the Town Centre Mall, the next steps would be:  Work with landlord to finalize space design and costs for the ownership versus expanded lease options;  Determine preferred option (ownership or lease);  Enter into negotiations with landlord. Staff’s recommendation is that the previous Town Hall Project Steering Committee be reconvened to investigate Design - Build and Own Option(s) and an expanded presence in the Town Centre Mall (both the ownership and lease options) If Council supports moving forward in this regard, the Committee will be tasked with bringing forward a report that compares Design-Build and Own option(s), and an expanded presence in the Town Centre Mall (both the ownership and lease options), with the status quo option. CONSULTATION/COMMUNICATION The Town Hall Project has included extensive public engagement from its inception with the creation of the project steering committee to guide the project. The subsequent Request for Expressions of Interest, Request for Pre-Qualification and Request for Proposals processes all invited interest in the project and resulted in regular updates to Council and the public regarding the project. The Town’s public engagement process included hosting two open houses where the three Proposals were made available for input and comments from members of the public. Information was also made available on the Town’s website along with an online survey. In terms of moving forward, there are a number of options with respect to re-establishing the committee to assist with planning for a future Town Hall. Option A – Reconvene the previously established Town Hall Steering Committee; Members of the Town Hall Steering Committee include: 1. John Veldam (Chair) 2. Andrew Gilvesy Page 86 of 369 CAO 20-07 Page 6 of 6 3. Jesse Goossens 4. Rick Strouth 5. Penny Esseltine (Council Rep) 6. Mayor Stephen Molnar (Council Rep) Option B – Estalish a new Town Hall Steering Committee through the recruitment of new members; or, Option C – Reconvene the previously established Town Hall Steering Committee, with the addition of another Committee Member so that the Committee has an odd number of members. FINANCIAL IMPACT/FUNDING SOURCE: At this time, there is no financial commitment or impact involved. COMMUNITY STRATEGIC PLAN ommunity 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 Attachments: None Page 87 of 369 Page 1 of 3 Subject: Amendment to By-Law 2020-001 Schedule A Rates and Fees Report Number: CLK 20-24 Author: Amelia Jaggard, Deputy Clerk Meeting Type: Council Meeting Meeting Date: Monday, July 13, 2020 RECOMMENDATION THAT Council receive Report CLK 20-24, Amendment to By-Law 2020-001 Schedule A Rates and Fees, as information; AND THAT a By-Law to amend By-Law 2020-001 Schedule A, be brought forward for Council’s consideration. DISCUSSION The rates and fees by-law includes waterpark swim rates based on a full day at the waterpark. Once reopened the waterpark will be offering one (1) hour swims only. The reduction in swim time justifies a reduced rate. Staff are recommending that a flat rate of $3.00 be charged for all waterpark users 6 years and older. This rate includes the $1.00 user fee that is applied to all aquatics programs. 2-5 year-olds would still be free based on the current rates and fees by-law. CONSULTATION This amendment was the recommendation of the Recreation, Culture and Parks Department. FINANCIAL IMPACT/FUNDING SOURCE 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 Page 88 of 369 CLK 20-24 Page 2 of 3 ☐ 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 None Page 89 of 369 CLK 20-24 Page 3 of 3 Report Approval Details Document Title: CLK 20-24 Amendment to By-Law 2020-001 Schedule A Rates and Fees.docx Attachments: Final Approval Date: Jul 7, 2020 This report and all of its attachments were approved and signed as outlined below: Kyle Pratt - Jul 7, 2020 - 1:32 PM Page 90 of 369 Page 1 of 3 Subject: July Planning Meeting Date Report Number: CLK 20-25 Author: Michelle Smibert, Town Clerk Meeting Type: Council Meeting Meeting Date: Monday, July 13, 2020 RECOMMENDATION: THAT July 27th at 4:30 p.m. be scheduled as a Council Meeting to deal with planning applications under the Planning Act. BACKGROUND: The Senior Planner has advised that we have some planning applications that can move forward to the Public Meeting stage. DISCUSSION: Staff would like to continue to hold Planning Public meetings as a separate meeting from regular Council meetings due to the logistics involved with electronic meetings. CONSULTATION: N/A 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 Page 91 of 369 CLK 20-25 Page 2 of 3 ☐ 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 None Page 92 of 369 CLK 20-25 Page 3 of 3 Report Approval Details Document Title: July Planning Meeting.docx Attachments: Final Approval Date: Jul 7, 2020 This report and all of its attachments were approved and signed as outlined below: Kyle Pratt - Jul 7, 2020 - 1:51 PM Page 93 of 369 Page 1 of 3 Subject: SWIFT 2.0 Recommendations Report Number: CLK 20-26 Author: Michelle Smibert, Town Clerk Meeting Type: Council Meeting Meeting Date: Monday, July 13, 2020 RECOMMENDATION: THAT Council supports the Proposed SWIFT 2.0 Project Advocacy Plan. BACKGROUND: The County of Oxford has asked all municipalities to place the SWIFT material on our agendas for support of this program. DISCUSSION: County Council considered this matter on June 24 which includes a request to support “SWIFT 2.0,” a plan seeking funding from all levels of government to build out high - speed Internet access that helps meet COVID-19’s urgent connectivity needs. Under SWIFT 2.0, broadband infrastructure would be added to a total of 8.4 km of road in Oxford County at a cost of $3.1 million, a proportionate share of the $26.3 million project total. In addition to financial support, the County is being asked to support funding advocacy on behalf of southwestern Ontario’s communities for more than $367 million in federal and provincial broadband funding. SWIFT (Southwestern Integrated Fibre Technology) is a non-profit municipally-led broadband expansion project created to improve internet connectivity in underserved communities and rural areas across southwestern Ontario. A copy of the County’s Report is attached to this report. CONSULTATION: Mayor Molnar FINANCIAL IMPACT/FUNDING SOURCE: Not Known at this time. COMMUNITY STRATEGIC PLAN (CSP) LINKAGE 1. Excellence in Local Government ☒ Demonstrate strong leadership in Town initiatives ☐ Streamline communication and effectively collaborate within local government Page 94 of 369 CLK 20-26 Page 2 of 3 ☐ 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 ATTACHMENTS Appendix A – County of Oxford Report Appendix B – Materials from the Western Ontario’s Warden Caucus Page 95 of 369 CLK 20-26 Page 3 of 3 Report Approval Details Document Title: SWIFT 2 0 Recommendations Report.docx Attachments: - Attachment SWIFT 2 0 Package for Member Counties FINAL.pdf Final Approval Date: Jul 7, 2020 This report and all of its attachments were approved and signed as outlined below: Kyle Pratt - Jul 7, 2020 - 1:09 PM Page 96 of 369 Page1 SWIFT 2.0 Recommendations To: <Council Report Template> From: <enter name and title of report author> Meeting Date: <enter meeting date> Subject: <enter subject information> Recommendation THAT this report be received for information; and THAT consideration be given for the County of XXXXX sign the letters for CRTC and ISED. Purpose This report is to present the details of the special meeting of the Western Ontario Wardens’ Caucus called on Thursday, June 4, 2020. Background At its meeting held on Thursday, June 4, 2020, the Western Ontario Wardens’ Caucus reviewed a set of recommendations for the future of the WOWC’s investments in high-speed fibre. David Mayberry, Chair, SWIFT Board of Directors and Barry Field, Executive Director, SWIFT provided an update on the current SWIFT program and presented recommendations on how SWIFT 2.0 should be structured and funded. Accompanying this report is the presentation that was provided to the members of the WOWC. The attached minutes detail the meeting, including the six recommendations that were approved. In addition to the decision to support SWIFT 2.0, the WOWC must have a plan to advocate for our region’s fair share of CRTCs $750M Broadband Fund. WOWC and our Member Counties and local municipalities should be advocating for 10% (or $75M) of the funding as the region represents 10% of the population of Canada. WOWC must also advocate for the region’s fair share of Innovation, Science and Economic Development (ISED) $1.7B Universal Broadband Fund. Applications are opening this year and WOWC should once again be advocating for 10% (or $170M) for Southwestern Ontario based on population. This advocacy is above and beyond any SWIFT 2.0 funding request, Southwestern Ontario was left out of the last round of Connect to Innovate (CTI) funding and this cannot happen again. In order to ensure that the region, fifteen Member Counties and local municipalities receive the fair share of funding, this advocacy will take the form of a letter writing campaign by the WOWC, Member Counties and local municipalities. Two letters are attached to this report, one to the CEO of CRTC and the other to the Hon. Navdeep Bains, Minister of Innovation, Science and Industry. This advocacy is above and beyond any SWIFT 2.0 funding request, Southwestern Ontario was left out of the last round of Connect to Innovate Page 97 of 369 Page2 (CTI) funding and this cannot happen again. In order to ensure that the region’s fifteen Member Counties and local municipalities receive the fair share of funding, this advocacy will take the form of a letter writing campaign by the WOWC, Member Counties and local municipalities. Two letters are attached to this report, one to the CEO of CRTC and the other to the Hon. Navdeep Bains, Minister of Innovation, Science and Industry. Conclusion Increased funding from both the Province of Ontario and the Government of Canada is urgently needed to address our region’s large connectivity gaps, so that we can close the digital divide and restart our economies. The Western Ontario Wardens’ Caucus supports the funding of existing shovel ready, municipally led models that will connect our rural economies at an accelerated pace. We support SWIFT as Southwestern Ontario’s funding mechanism to advance the expansion of critical broadband infrastructure across the region. The model works, it delivers results and can be immediately leveraged to upgrade networks and coverage in our region’s underserved areas. Families and business in our rural areas have been shut out of the economy and society as a result of the pandemic. COVID -19 has underscored the need in urgency to address gaps in broadband services across our region. Respectfully Submitted, <author’s name> <title> Attachments: Attachment 1: Draft mins - WOWC (Electronic) - June 4, 2020 Attachment 2: SWIFT 2.0 Presentation June 4 2020 Attachment 3: CRTC Letter Attachment 4: ISED Letter Page 98 of 369 1 SPECIAL MEETING MINUTES Thursday, June 4, 2020 1:00 p.m. to 3:00 p.m. Electronic Meeting via Zoom https://us02web.zoom.us/j/83550747460 ATTENDANCE: Members: J. Ginn(Chair), D. Canniff, D. White, D. Mennill, P. McQueen, G. McNamara, G. Cornell, B. Weber, K. Chopp, K. Linton, J. Aitcheson. Regrets: D. Bailey, L. Martin, M. Twolan, C. Burghardt-Jesson CAOs/Staff: M. Wark (Secretary), D. Shropshire, S. Pritchard, K. Wingrove, B. Rayburn, S. Datars Bare, M. Aitken J. Gonyou, R. Maisonville, R. Van Horne, L. McCabe, S. Wilson, K. Burns, C. Gravlev Regrets: M. Bradley, L. Wolfe, J. Burgess Guests: D. Mayberry, B. Field 1:10 p.m. – meeting commenced 1. CALL TO ORDER, WELCOME AND INTRODUCTION OF GUESTS – WOWC Chair Jim Ginn 2. APPROVAL OF THE AGENDA AND DECLARATIONS OF PECUNIARY INTEREST Moved by G. McNamara, seconded by P. McQueen: “That the agenda be approved as presented.” - CARRIED 3. DELEGATIONS AND PRESENTATIONS a. Don Shropshire WOWC-SWIFT Liaison, The purpose of this meeting is to present a recommendation for the future of the WOWC’s investments in high-speed fibre. David Mayberry, Chair, SWIFT Board of Directors and Barry Field, Executive Director, SWIFT will provide an update on the current SWIFT program and present recommendations on how SWIFT 2.0 should be structured and funded. Page 99 of 369 2 The attached PPT includes six recommendations that WOWC will be asked to endorse to provide direction for the future of the program. Barry Field provided the detailed slide presentation provided with the agenda, then responded to questions, and discussion among the members took place with regard to: - Pelee Island, 200 houses, rely on tourism, have struggled, 100 per cent funding makes sense, Internet is critical, many children need to leave the island to go to school. - Makes sense to speak with a single voice, with SWIFT and the Western Wardens - Have received letter from Minister Clark to Minister Bains and others with regard to extra funding – timing good – Western Wardens should support Minister Clark’s ask, funding needs to be expanded quickly. - Letter of support from Chair Ginn in support of broadband dollars for southern Ontario - Warden McNamara noted his desire to move the recommendation. Moved by G. McNamara, seconded by D. White: “That the SWIFT presentation from Don Shropshire WOWC-SWIFT Liaison, David Mayberry, SWIFT Board Chair and Barry Field, Chief Operating Officer, SWIFT Inc. be received as information; and That the following recommendations contained therein be endorsed and pursued by the WOWC as follows: Recommendation 1: Moved by G. McNamara, seconded by D. White: • ‘Target medium density outcomes through: • Upper limit on premises passed / km of fibre (allow municipal input to target more or less dense areas). • Increase maximum subsidy available (~83% in SWIFT 2.0 vs 67% in SWIFT 1.0). This relies on Federal contribution amount and ability of municipalities to contribute. • Majority of points based on km of fibre installed.’ - Carried Recommendation 2: Moved by G. Cornell, seconded by D. Canniff: Page 100 of 369 3 • ‘Seek immediate funding of $44M to implement ‘shovel ready’ residual SWIFT 1.0 projects • Seek funding in line with targeting a total project budget of $500M with additional admin and overhead fees of $10M* • Federal Contribution (40%)* - $200M • Provincial Contribution (33.3%) - $167M • Municipal Contribution (min10%) - $50M + $10M admin/overhead • ISP Contribution (17%) - $83M • Seek $63M dedicated funding to address all remaining first nations and isolated communities (Pelee Island)’ – Carried) Recommendation 3: Moved by K. Linton, seconded by G. McNamara: • ‘Municipalities contribute (collectively) a minimum of 10% of the overall project funding plus 100% of admin and overhead costs (see recommendation 4) • If a municipality can’t contribution their ‘maximum’ amount, the shortfall should be distributed amongst the rest • Municipal contributions be split (contribution to project / contribution to admin and overheads) • Contribution to admin and overheads should be weighted based on a split between pure overheads and functional overheads’ – Carried Recommendation 4: Moved by D. White, seconded by B. Weber: • ‘Administration costs be funded 100% by municipal contributions • 100% of federal/provincial funding goes to projects • No federal/provincial angst over admin and overheads • Any savings to overheads goes back to municipalities’ – Carried) Recommendation 5: Page 101 of 369 4 Moved by P. McQueen, seconded by G. Cornell • ‘All WOWC municipalities participate • Niagara, Caledon and Waterloo are invited to participate • London and Windsor are not invited to participate. If the WOWC does want to consider, then they should only be invited if funding vehicle allows for funding of them (SWIFT 1.0 -> municipal contributions carried them) • Haldimand and Muskoka are invited to participate • Pelee Island invited to participate but separate/dedicated funding be sought for 100% of project (much like First Nations)’ – Carried Recommendation 6: Moved by J. Aitcheson, seconded by B. Weber: • ‘Where possible, let municipalities decide if they want to allow wireless proposals in their region.’ - – Carried” - CARRIED David Mayberry offered thanks and expressed the need to keep pushing, and to have the proposal ready expeditiously – there is no time to waist. The SWIFT Board fully supports all of these recommendations. The Caucus has given the SWIFT Executive much to do, but there is also much work for the Caucus to do, and it is encouraged to reach out to SWIFT for assistance as may be required. Warden White offered thanks to David Mayberry and Barry Field for their efforts and presentations today, and asked if this information could now be shared. Barry Field – yes, but without SWIFT branding. Don Shropshire – the faster the information can get out the better. Warden McNamara – question as to when OMAFRA may release Phase 3, as some will be asking for more when have yet to receive first round. There is a need to be able to close the chapter on one to get to the next, if could give a nudge. Warden Cornell –WOWC name could go on the presentation, and that is what is shared. Warden McQueen – go to our lower-tiers first? Page 102 of 369 5 Chair Ginn – need two letters from WOWC, one in support of Minister Clark’s request, and a second to upper, lower and single tiers, with the recommendations passed. Press will pick up on the communications from their agendas. Meighan Wark – can have a full package with template report, presentation, press release can all be prepared and ready by next week. Moved by B. Weber, seconded by G. McNamara: “That a communication of strong support for the request made by Minister Clark for additional broadband funding for south-western Ontario be issued from Chair Ginn on behalf of the Western Ontario Wardens’ Caucus.” - CARRIED Barry Field enquired if Warden Cornell and Mark Aitken would assist with communications with Muskoka; Mayor Chopp will assist with Haldimand; and Warden McNamara will assist with Pelee Island. Letter of communication re 10 per cent. – Meighan Wark will liaise with Barry Field to prepare and issue. Meighan Wark and Kate Burns will provide advocacy communication packages early next week. 4. CONFIRMATION OF NEXT MEETINGS a. WOWC CAOs – Monday June 8, 2020, 3:00 p.m., (Electronic - Zoom) b. WOWC Regular Meeting (Full Caucus) – Friday, June 12, 2020, 11:00 a.m., (Electronic - Zoom) 5. MOTION OF ADJOURNMENT Moved by G. McNamara, seconded by P. McQueen: “That the meeting be adjourned.” - CARRIED The meeting concluded at 2:47 p.m. Page 103 of 369 SWIFT 2.0 WOWC CAUCUS PRESENTATION Video Conference June 4, 2020 Page 104 of 369 Page 105 of 369 Option Description Pros Cons 1.Do Nothing •Once SWIFT 1.0 is complete, the WOWC drops rural broadband from it’s mandate •Cost avoidance for municipalities (market will determine winners and losers in quality of connectivity) •Might force upper levels to increase funding •All WOWC municipalities will still have holes in their served areas post SWIFT 1.0 •Increases digital divide between rural and urban areas 2.WOWC Members Pursue Funding on Their Own •WOWC municipalities work individually to get federal and provincial funding in their regions. •Municipalities design and manage their own programs •Higher level of control and direction by municipalities •Feds/province may simply steer individual municipalities towards existing federal programs resulting in no additional funding for SWO •Loss of technical expertise to design programs (from SWIFT) •Loss of economies of scale for admin/overheads 3.WOWC Pursues Funding / Members Execute Projects •WOWC Pursues Funding Collectively and WOWC Members Manage Projects on Their Own •Higher level of control and direction by municipalities •Some municipalities feel they can achieve more individually than they can via SWIFT •Feds/province may not be willing to issue 15 separate CAs •Diminishes collect voice/economies for broadband in SWO –province/feds may see no collective benefit •Loss of economies of scale for admin/overheads •Loss of SWIFT staff/expertise NOTE: SWIFT can’t raise funds due to CA conflicts Page 106 of 369 Option Description Pros Cons 4.SWIFT 2.0 •WOWC pursues a strategy for funding and execution of projects under SWIFT •More likely to get additional funding (above and beyond CRTC and UBF) as a collective •Economies of scale for admin/overheads •Retain centralized technical expertise •SWIFT program has gained traction with the province as a desirable solution for SWO •Continues to fulfill the WOWC mandate of improving broadband for our region through cooperative/collaborative action •Success of SWIFT 1 will create potential openness for larger second round of funding •SWIFT has the best background data (re service levels) of anyone due to our NDA with ISPs, therefore best view of current situation •SWIFT has expertise available for un-bias evaluation, execution and oversight of projects •Less ability to customize programs locally •Municipal contribution to overheads required 5.Adopt EORN Model •Design a solution to a specific technical problem and have ISPs bid on that specific solution •MOI may prefer, as it would align WOWC with EOWC more closely •Might be simpler in one larger project with only larger ISPs able to bid (Bell, Rogers) •May be able to utilize CIB loans •WOWC would need to determine what specific goal they are addressing, might limit the variety of projects •Participation limited to large ISPs •Would need to design with needs/wants of larger ISPs in mind Page 107 of 369 Page 108 of 369 Item Amount Notes Total need in SWO after SWIFT 1.0 $2,490,644,551 Fibre based solution CRTC Funding $(75,000,000)Need WOWC lobby to ensure our share UBF Funding $(170,000,000)Need WOWC lobby to ensure our share ISP Investment $(498,128,910)Assume ISPs will resolve 20% on their own First Nations Funding $(47,970,000)Separate request Remaining SWO Need $1.7B + Page 109 of 369 Urban Suburban Small Town/Villages Rural ‘High’ Density Medium Density Low Density Where does SWIFT 2.0 Target? More Premises/$ Fewer Premises/$ Lower Subsidy Higher Subsidy 67% 100% ISPs •Phase 2 = 15 premises / KM of Fibre average 15 GOALS OF SWIFT 2.0 SWIFT 1.0 •SWIFT 1.0 rewarded more premises passed per $ of funding SWIFT 2.0 Target Page 110 of 369 Urban Suburban Small Town/Villages Rural BT EL ES GR HU LMMD NI NO OX PE SI WA WE BR CA CK DU GOALS OF SWIFT 2.0 BT Brant 4.2 BR Bruce 5.2 CA Caledon 8.6 CK Chatham-Kent 4.4 DU Dufferin 5.9 EL Elgin 3.4 ES Essex 8.9 GR Grey 5.4 HU Huron 2.8 LM Lambton 3.4 LO London 3.4 MD Middlesex 3.3 NI Niagara 7.1 NO Norfolk 7.6 OX Oxford 3.9 PR Perth 2.8 SI Simcoe 8.0 WA Waterloo 5.2 WE Wellington 5.7 WI Windsor 13.8 Remaining average density of underserved premises per km of underserved roads LO WI Page 111 of 369 Page 112 of 369 Page 113 of 369 Municipality Funding Req’d Project Value Page 114 of 369 Funding %Amount Page 115 of 369 Procurement Area First Nation / Isolated Community Road KMs*Estimated Cost Page 116 of 369 Page 117 of 369 Funding Area Underserv ed Road KMs % of Need Capital Contribution Contribution to Admin Total Contribution Project Funding Multiplier Target KMs of Fibre Page 118 of 369 Municipality Pure Admin Functional Total Page 119 of 369 Page 120 of 369 Page 121 of 369 Page 122 of 369 Page 123 of 369 Item Who When Present recommendations to WOWC caucus SWIFT 4-June Approve SWIFT 2.0 Recommendations (with recommendations)WOWC 4-June Advocate for SWO share of CRTC and ISED BB funding (letter campaign) WOWC 5-June Confirm participation intent with Caledon, Waterloo and Niagara SWIFT 12-June Outreach to Haldimand, Muskoka and Pelee Island SWIFT Board 12-June Finalize SWIFT 2.0 funding request package •Detailed financial plan •Detailed First Nations requirements •Detailed overhead cost estimates •Inclusion of Haldimand, Muskoka and Pelee Island SWIFT 19-June SWIFT 2.0 funding advocacy campaign package development WOWC 19-June SWIFT 2.0 funding advocacy campaign kick-off WOWC 22-June Page 124 of 369 Page 125 of 369 Page 126 of 369 Page 127 of 369 Page 128 of 369 WOWC Appeals to the CRTC for Equitable Broadband Funding for Southwestern Ontario Currently more than half a million residents are lacking access to high-speed broadband across Southwestern Ontario. In the past funding for broadband in Southwestern Ontario has been undervalued and overlooked. To ensure fair and equitable funding is allocated to support broadband infrastructure projects in rural Southwestern Ontario, the Western Ontario Wardens’ Caucus, has issued a letter to the Canadian Radio-television and Telecommunications Commission to advocate for the region’s fair share of funding to support Southwestern Ontario broadband infrastructure projects. Your advocacy efforts are greatly needed, and we would encourage you to write to Ian Scott, Chairperson and Chief Executive Officer, Canadian Radio-television and Telecommunications Commission, to ensure that the residents living in our underserved communities do not go unnoticed and that adequate and equitable funding for the region is required. Attached is a template letter of support for your consideration. Sincerely, Jim Ginn Chair Western Ontario Wardens' Caucus Page 129 of 369 [PLACE ON LETTERHEAD] June XX, 2020 Ian Scott Chairperson and Chief Executive Officer Canadian Radio-television and Telecommunications Commission [email address] Re: Fair and equitable funding to support broadband infrastructure projects in Southwestern Ontario Dear Mr. Scott, As the [INSERT TITLE] I am writing to you today to request the allocation of fair and equitable funding to support broadband infrastructure projects in rural Southwestern Ontario, including in underserved areas of [INSERT MUNICIPALITY]. Southwestern Ontario broadband funding can not be undervalued. It has been estimated that it would cost approximately $2.5 billion to provide a fibre-based solution to address all Southwestern Ontario’s underserved areas, including in areas of [INSERT MUNICIPALITY]. – wireless could help to reduce these costs in some areas. The region which is 90% rural and represents 10% of the Canadian population has been overlooked in the past for funding. Connectivity is key to the social and economic success of our communities – we need to ensure that the residents living in our underserved communities do not go unnoticed. Adequate and equitable funding for the region is required to ensure that broadband, an essential utility, is accessible for all. The COVID -19 outbreak has laid bare the challenges our underserved communities in [INSERT MUNICIPALITY] and across Southwestern Ontario are facing. In today’s unprecedented times, where children are required to attend school remotely, online ordering is the new norm and virtual meetings are now a workplace requirement, broadband is not a luxury, it is essential. On behalf of [INSERT MUNICIPALITY] we are respectively asking the Canadian Radio- television and Telecommunications Commission to support Southwestern Ontario broadband infrastructure projects. Sincerely, [INSERT NAME/TITLE] [INSERT MUNICIPALITY] Page 130 of 369 cc. The Honourable Steven Guilbeault Minister of Canadian Heritage Steven.Guilbeault@parl.gc.ca The Honourable Navdeep Bains Minister of Innovation, Science and Industry Navdeep.Bains@parl.gc.ca The Honourable Catherine McKenna Minister of Infrastructure and Communities Catherine.McKenna@parl.gc.ca The Honourable Maryam Monsef Minister of Rural Economic Development Minister for Women and Gender Equality Maryam.Monsef@parl.gc.ca Your local MP (click here to find your MP using your postal code). The Honourable Laurie Scott Minister of Infrastructure, Ontario Heads of Municipal Council (Western Ontario) Page 131 of 369 WOWC Calls on Government for Increased Broadband Funding The Western Ontario Wardens’ Caucus today issued a letter to the federal government to seek immediate and increased funding to support the expansion of broadband infrastructure in our underserved communities across Southwestern Ontario. The Caucus is urging the Canadian government to solve a fundamental issue and provide a basic need to all residents currently living without access to reliable high- speed internet. Your support is greatly needed, and we would encourage you to write to The Honourable Navdeep Bains, Minister of Innovation, Science and Industry to urge that the government make a substantial investment to ensure that broadband, an essential utility, is accessible and available for all. Attached is a template letter of support for your consideration. Sincerely, Jim Ginn Chair Western Ontario Wardens' Caucus Page 132 of 369 [PLACE ON LETTERHEAD] June XX, 2020 The Honourable Navdeep Bains Minister of Innovation, Science and Industry Navdeep.Bains@parl.gc.ca The Honourable Catherine McKenna Minister of Infrastructure and Communities Catherine.McKenna@parl.gc.ca The Honourable Maryam Monsef Minister of Rural Economic Development Minister for Women and Gender Equality Maryam.Monsef@parl.gc.ca Re: Urgent and immediate funding request to support the expansion of broadband infrastructure in Southwestern Ontario Dear Ministers, As the [INSERT TITLE], I am writing you today to seek urgent and immediate funding to support the expansion of critical broadband infrastructure across Southwestern Ontario, including in underserved areas of [INSERT MUNICIPALITY]. Efforts at the local, federal and provincial level have been underway to provide all Ontarians, no matter where they live, with access to high-speed internet. This is not an overnight process; however, the COVID-19 outbreak has laid bare the challenges our underserved communities in [INSERT MUNICIPALITY] and across Southwestern Ontario are facing. In today’s unprecedented times, where children are required to attend school remotely, online ordering is the new norm and virtual meetings are now a workplace requirement, broadband is not a luxury, it is essential. Connectivity is key to the social and economic success of our communities – we need to invest in the future of our communities. Increased funding is urgently needed to boost the pace and scale of broadband deployment efforts to address gaps in service and provide digital equality for all in Canada. It has been estimated that it would cost approximately $2.5 billion to provide a fibre- based solution to address all Southwestern Ontario’s underserved areas – wireless could help to reduce these costs in some areas. Adequate funding is required to ensure that broadband, an essential utility, is accessible for all. The message to you is clear. Southwestern Ontario broadband funding can not be undervalued. The region represents 10% of the Canadian population and 25% of the Page 133 of 369 population of Ontario. Adequate and equitable funding for all underserved municipalities within the region is required to ensure that broadband, an essential utility, is accessible for all. On behalf of the [INSERT MUNICIPALITY] we are urging the federal government to solve a fundamental issue and provide a basic need to all our residents currently living without access to reliable high-speed internet. The longer our communities are left without, the greater the people and businesses of Southwestern Ontario and [INSERT MUNICIPALITY] will suffer from social and economic inequalities. We are asking the Canadian government to take immediate action and make a substantial investment in high-speed connectivity. Sincerely, [INSERT NAME/TITLE] [INSERT MUNICIPALITY] cc. The Honourable Laurie Scott Minister of Infrastructure, Ontario Your local MP (click here to find your MP using your postal code). Heads of Municipal Council (Western Ontario) Page 134 of 369 Page 1 of 6 Subject: Surplus Land Declaration – Lot 4, Plan 41M-205 (Sandy Court) Report Number: DCS 20-15 Author: Cephas Panschow, Development Comissioner Meeting Type: Council Meeting Meeting Date: Monday, July 13, 2020 RECOMMENDATION THAT Council receive Report DCS 20-15 Surplus Land Declaration - Lot 4, Plan 41M- 205 (Sandy Court); AND THAT the property described as Lot 4, Plan 41M-205, be declared surplus to the needs of the Town of Tillsonburg and that suitable notification to the public be made in accordance with Bylaw 3549 – Sale of Real Property Policy. BACKGROUND Lot 4, Plan 41M-205 was acquired by the Town of Tillsonburg from Edwin McLaughlin and Ewart McLaughlin on July 7, 2007 as part of the parkland requirements for the Sandy Court Subdivision. The Sandy Court subdivision was dormant for many years, but over the past few years the owner has been working with a builder who has largely completed the small subdivision. One of the remaining lots is the Town owned lot, but the Town’s Recreation, Culture and Parks Department has indicated that it is not feasible to develop this property for a municipal park due to the small size of the lot, other public amenities (trails) in the area, and the potential for a more centralized public space amenity in the area. Page 135 of 369 DCS 20-15 Page 2 of 6 Subject Property – Lot 4, Plan 41M-205 (Sandy Court) DISCUSSION Typically, developers of new subdivisions are required to either provide suitable land or a cash-in-lieu contribution to the municipality in order to ensure the provision of public spaces and amenities to service future residents. Lot 4 was acquired from the developer as the Parkland Dedication for the 14-lot subdivision. However, it is not a very effective use of municipal tax revenue to create small parks throughout the Town. In fact, it is quite common for a park to serve neighbourhoods of 50 – 100 houses or more. The Northeast Quadrant of Tillsonburg is served by Cranberry Park on Beckett Boulevard and the large Gylveszy Park, which can be accessed off Bond Street or Barker Street. In addition to this, the Trans Canada Trail corridor runs both immediately to the south and to the West of the subdivision and can be accessed off Tillson Avenue or North Street. Page 136 of 369 DCS 20-15 Page 3 of 6 The property has been circulated to Town Departments and Tillsonburg Hydro Inc and the below table summarizes their comments plus additional considerations. Department Comment Additional Considerations Building & Bylaw No comments Operations (Engineering) This parcel of land does not have municipal water and sanitary connections into the lot, but they are available in the municipal right of way. Property is proposed to be sold “as-is”, which means that any prospective buyer would be required to pay for the installation of municipal services. Having the buyer pay for those services reduces the impact to the Town but will also result in a lower sale price. Planning The property is currently zoned Active Use Open Space (OS2) and a zone change is required to permit the proposed residential use. The property will need to be rezoned prior residential development being permitted. Recreation, Culture & Parks With the significant public space provision of the Trans Canada The Recreation, Culture & Parks Department supports this recommendation. With the significant public space provision of the Trans Canada Trail corridor immediately adjacent to the subdivision, this parcel is not needed to meet parks planning proximity thresholds. It would be more beneficial to the overall parks system in the long term to secure revenue from the sale of this parcel and designate it to the Parkland Reserve where it Page 137 of 369 DCS 20-15 Page 4 of 6 can be used for a more strategic acquisition or investment. Tillsonburg Hydro Inc The buyer will be required to obtain electrical servicing at their own cost. CONSULTATION/COMMUNICATION The Town’s solicitor, Duncan, Linton LLP, has provided advice with respect to the proposed disposition of the property through the Town’s Sale of Real Property Bylaw and the recommendation is consistent with their advice. Notice of the potential surplus property will be provided in accordance with Bylaw 3549 – Sale of Real Property Policy, and specifically, by:  Posting a notice on the property;  Posting a notice on the Town’s website ; and,  Publishing a notice in the Tillsonburg News. FINANCIAL IMPACT/FUNDING SOURCE Any revenue from the sale of the property, less costs necessary to enable the transaction, will be placed in the Parkland Reserve as the lands were originally dedicated as parkland. Selling this property will generate revenue for the Town and strengthen the balance sheet. 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 Page 138 of 369 DCS 20-15 Page 5 of 6 ☒ 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 139 of 369 DCS 20-15 Page 6 of 6 Report Approval Details Document Title: DCS 20-15 Surplus Land Declaration - Lot 4, Plan 41M-205 (Sandy Court).docx Attachments: Final Approval Date: Jul 7, 2020 This report and all of its attachments were approved and signed as outlined below: Sheena Pawliwec - Jun 26, 2020 - 1:28 PM Kyle Pratt - Jul 7, 2020 - 2:25 PM Michelle Smibert - Jul 7, 2020 - 6:33 PM Page 140 of 369 Page 1 of 3 Subject: Purchasing Card Administrative Policy Report Number: FIN 20-25 Author: Sheena Pawliwec, CPA, CGA Meeting Type: Council Meeting Meeting Date: Monday, July 13, 2020 RECOMMENDATION THAT Council receives Report FIN 20-25 Purchasing Card Administrative Policy for information. BACKGROUND In 2017, staff brought forward to Council via report FIN 17-23 (Appendix A) a new way to control buying goods & services and making payments through a purchasing card program supplied by US Bank (P-Card). Prior to this, Town credit cards were issued via TD Bank. A procedure was created to utilize this program and to outline essential control measures. Approvals, account coding, statements, and card maintenance activity is controlled through a secure online site. DISCUSSION In discussion regarding the recently proposed updated Purchasing Policy, Council members have inquired about purchasing procedures and requested a report be submitted for information. In response, and in consultation with the Senior Leadership Team, staff has upgraded the existing purchasing procedures into a Purchasing Card Administrative Policy (Appendix B). This document specifies who may obtain a P-Card, the authorized uses, roles and responsibilities of cardholders and approvers, and operating procedures. A purchasing cardholder and approvers listing has also been attached as additional information (Appendix C). This document lists all employees in possession of a P-Card along with the respective designated approver including position title. Purchasing cards have been positively regarded by both managers and staff across all departments, and feedback received identifies them as a valuable tool. Realized benefits since implementing the US Bank purchasing card program include:  Streamlined approval and payment process & increased employee productivity: o Managers can better monitor and track expenditures by viewing all on a single monthly statement; o Reduced daily paperwork and account coding to once per month; Page 141 of 369 FIN 20-25 Page 2 of 3 o No requirement for accounts payable invoice processing and cheque/EFT issuance including lost/replacement cheques or mail fraud; and o No misplacement of invoices which would result in late payments, late fees, or frozen accounts.  Improved cash flow (e.g. reduced delay between expenditure and payment);  Provides immediate access to suppliers’ products and services;  Possibility for cash back incentives via card provider with increased use;  Ability to pay vendors timely and take advantage of early payment discounts, if offered;  Direct accountability for purchases since they are charged to a specific staff card;  No requirement for open accounts at vendors of record thus protecting the Town from unauthorized public use/fraud;  Employees are no longer required to use personal monies to fund upfront payments, (e.g. conference and meeting expenses, etc.). P-Cards eliminate the onus falling to the employee to financially ensure that they are capable of incurring these up-front expenses on behalf of the Town, which could create undue strain on their personal finances. FINANCIAL IMPACT The US Bank purchasing card program offers cash rebate incentives that will benefit the Town as a whole. This is currently being investigated though the Town’s annual spending would be required to remain in excess of $1 million in order to meet eligibility requirements. There have been some cases of fraudulent activity on the cards by external fraudsters (as is the case with any credit card and provider), though any such instances were quickly addressed and resolved by US Bank. There have been very few cases where a cardholder has inadvertently used a P-Card for a personal purchase; these occurrences were announced by the cardholder to the approver and Finance department immediately and funds reimbursed to the Town. COMMUNITY STRATEGIC PLAN (CSP) IMPACT 1. Excellence in Local Government ☒ Demonstrate strong leadership in Town initiatives ☒ Streamline communication and effectively collaborate within local government ☒ Demonstrate accountability Attachments: Appendix A – FIN 17-23 US Bank Canada Procurement Cards Appendix B – FIN-5008 Purchasing Card Administrative Policy Appendix C – Purchasing Cardholders & Approvers Page 142 of 369 FIN 20-25 Page 3 of 3 Report Approval Details Document Title: FIN 20-25 Purchasing Card Administrative Policy.docx Attachments: - FIN 20-25 Appendix A - FIN 17-23 US BANK Procurement Cards.pdf - FIN 20-25 Appendix B - FIN-5008 Purchasing Card Administrative Policy.docx - FIN 20-25 Appendix C - Purchasing Cardholders and Approvers.pdf Final Approval Date: Jul 9, 2020 This report and all of its attachments were approved and signed as outlined below: Kyle Pratt - Jul 9, 2020 - 7:59 AM Michelle Smibert - Jul 9, 2020 - 8:03 AM Page 143 of 369 Report Title TD - US BANK CANADA Procurement Cards Report No. FIN 17- 23 Author Dave Rushton, Director of Finance Meeting Type Council Council Date JULY 10, 2017 Attachments Page 1 / 2 Procurement Card RECOMMENDATION THAT Council receives report FIN 17- 23 TD - US BANK Procurement Cards; AND THAT Council authorizes the Mayor and Treasurer to sign the application. EXECUTIVE SUMMARY In an effort to streamline the purchasing of lower cost items and to reduce costs, procurement cards are being recommended for use by staff and council. This program provides several improvements over the current credit cards that are supplied by TD Bank. The Town will reduce expenses, streamline payables and process accounting information faster. BACKGROUND The individual procurement cards are based on the Town’s credit and do not impact the credit of the employee unlike current Town issued credit cards. Account codes will be attached to each procurement card to allow for quick coding to the correct department. By using procurement cards the Town will eliminate charge accounts at various business locations and the individual employee that goes to those business operations will use a procurement card. Also, when staff travel on Town business they will have a procurement card to use and will not have to use their personal credit cards. The program establishes an overall limit for the Town and then Finance staff with input from departments will decide how much of a purchasing limit to assign to the individual employees. The amount can be increased or decreased by Finance staff and remove the current step of going to the bank for each change. This will be reduce the number of accounts to pay, which will increase our security and reducing our costs. Staff is recommending the Mayor and Treasurer sign the application in order to initiate the change from credit cards to procurement cards (P Cards). CONSULTATION The Director of Finance consulted with TD Bank, US BANK and the Township of Centre Wellington who has used these cards for several years. Page 144 of 369 Page 2 / 2 Procurement Card FINANCIAL IMPACT/FUNDING SOURCE There is no cost to the program from TD or US BANK and a cash back program is available if the overall annual purchases exceed a certain threshold. Interest costs could be occurred for late payment, but with the ease of processing this should not happen. COMMUNITY STRATEGIC PLAN IMPACT Establishing this procurement card program demonstrates accountability to the taxpayer’s by increasing financial security and lowering operating costs. Page 145 of 369 FIN-5008 – Purchasing Cards Page 1 of 7 ADMINISTRATION Policy #: FIN-5008 – Purchasing Cards Approval Date: June 16, 2020 Approval Authority: SLT Effective Date: Next Scheduled Review Year: 2022 Department: Finance Last reviewed: August 21, 2017 Revision Date/s: Schedules: 1.0 Policy Statement To provide a policy and procedures for all employees with respect to Town provided purchasing cards (P-Cards). 2.0 Purpose The purpose of this Policy is to outline: a) Who may obtain a Town of Tillsonburg Purchasing Card (P-Card); b) The P-Card’s authorized uses; and c) Roles and responsibilities. 3.0 Scope This Policy applies to Town of Tillsonburg full-time employees and part-time employees where there is a minimum of 3 days or 24 hours worked per week. In this Policy these employees shall be referred to as “Employees.” 4.0 Definitions “Purchasing Card” or “P-Card”: A Town corporate credit card with a monthly credit limit as set by the Towns Purchasing Policy which can be used by designated employees: i. To purchase Town-related goods or services which are Eligible Purchases; or ii. For permitted business travel and meal expenses up to but not exceeding the per transaction limit set by the Town. Page 146 of 369 FIN-5008 – Purchasing Cards Page 2 of 7 “Approver”: The department head or staff manager who is responsible for, among other things, ensuring the Cardholder’s purchases are Eligible Purchases and are charged to the correct cost centre. “Cardholder”: Town employee who has been issued a P-Card for Eligible Purchases. “Eligible Purchases”: Permitted transactions including but not limited to: i. Books / magazines; ii. Subscriptions; iii. Computer hardware and software; iv. Professional Membership dues; v. Consulting Services; vi. Professional Services; vii. Conference Registration fees; viii. Office supplies, cleaning material. ix. Business meal and entertainment; x. Food and beverages; xi. Hotels; xii. Airfare; xiii. Train tickets; xiv. Taxi; “Ineligible Purchases”: Non-permitted transactions including but not limited to: i. Personal purchases meaning any expense of a personal nature unrelated to Town business; ii. Duplicate reimbursements a) e.g. A meal when the Cardholder plans to use a per diem for meals on that date; b) e.g. Gas purchase when the Cardholder plans to use a mileage claim for that trip; iii. Goods and services covered by a Blanket or Systems Contract, without prior written consent by Finance Department iv. Hazardous materials; v. Donations; vi. Cash advances; or vii. Any other purchase other than Eligible Purchases. “Purchasing Card Administrator": Responsible for facilitation of the Purchasing Card program within the Finance Department. “Supplier Documentation”: Proof of purchase documentation from the supplier for each P - Card transaction, which includes, at a minimum: i. The date of the transaction; ii. The name of the supplier; iii. The dollar amount of the transaction; iv. Federal and Provincial taxes, if applicable; and v. Description of the item(s) purchased. Page 147 of 369 FIN-5008 – Purchasing Cards Page 3 of 7 5.0 Procedure Employees who would like to obtain a P-Card must obtain written authorization from their manager/supervisor. Employees must read, sign, and adhere to the Cardholder Acceptance Letter (Appendix A). The P-Card is Town property. It cannot be transferred to, assigned to, or used by anyone other than the designated Cardholder. Each department will determine and advise the permi tted uses, limits, and restrictions of P- Cards issued to their employees in accordance with the business needs of the department. The P-Card may be used by employees for Eligible Purchases, supported by original receipts. P- Card users must forward all original receipts to the Finance Department in accordance with this P-Card Policy. When a P-Card transaction is assigned to a departmental cost centre, each transaction must be approved by an Approver with the appropriate approval authority or their designate, as outlined in the Town’s Purchasing Policy. Under no circumstances should an employee, supervisor, manager or director approve their own purchases. It is the Cardholder’s and the Approver’s responsibility to ensure that the P -Card has been used for an Eligible Expense and is supported by an original receipt. The Town reserves the right to: i. Audit all P-Card expenditures at any time including after approval of P-Card expenditures to ensure that all P-Card Cardholders have complied with the P-Card Policy, the Purchasing Policy, all other applicable Town policies and procedures; ii. Require the Cardholder to reimburse personally the Town for any Ineligible Purchases, regardless of whether the Approver previously approved the transaction as an Eligible Purchase; iii. Assign reimbursement for Ineligible Purchases made by the Cardholder against payments otherwise due and owing to the Cardholder by the Town; and/or iv. Revoke the Cardholder’s P-Card and privileges at any time. 5.1 Statement Cycle The statement cycle period ends on the 27th of each month (or on the next business day). The balance on each card is reset to zero on the 28th day of each month (or next business day). Expectations i. Cardholders will be advised that their card activity statement is ready for reconciliation through the https://access.usbank.com, on or about the 28th day of the month. Cardholders do not have the option of reconciling daily. Page 148 of 369 FIN-5008 – Purchasing Cards Page 4 of 7 ii. Cardholders have five (5) working days after the 27th of the month to allocate cost accounts. If they are absent, a delegated person should reconcile the cardholder’s statement or it should be completed prior to their absence. iii. Cardholders will print the reconciliation after account costing has been completed. iv. Cardholders will have their immediate supervisor sign off the statement and forward the original copy to Accounts Payable, with all receipts attached. v. Lost receipts must be requested from the supplier by the Cardholder. vi. The approved print out must be received by Accounts Payable no later than the 15th of each month, with all receipts attached as approved. 6.0 Roles and Responsibilities Responsibility of the Finance Department: The Finance Department shall: i. Review P-Card applications from Employees for eligibility and completeness; ii. Submit approved P-Card requests to provider; iii. Provide sessions so that Cardholders are trained and aware of applicable policies and procedures; iv. Maintain a permanent file of Cardholder applications and related information; v. Assist in the resolution of problems involving Cardholders, suppliers and/or the P-Card issuing company; vi. Delete original receipts after ninety (90) days; vii. Review monthly billing statements, reconciliations, compliance and exception reports, and management reports for unusual activity; viii. Notify the appropriate department head or manager of issues; ix. Undertake expense report compliance review programs; x. Keep P-Cards in a safe and secure place when not in use for an extended period of time; and xi. Send regular communication to Cardholders with outstanding P -Card transactions that their card transactions are to be cleared. a) If outstanding P-Card transactions are not cleared after fifteen (15) days, the P - Card may be suspended at the discretion of the Town; Responsibility of Treasurer: i. The Treasurer is responsible for the interpretation and administration of the P -Card Policy. Cardholder Responsibilities: Cardholders: i. Shall sign and adhere to the Cardholder Acceptance Letter (Appendix A); ii. Shall not permit anyone else to use the P-Card. No other Town staff, family member or any other individual is authorized to use the P-Card; Page 149 of 369 FIN-5008 – Purchasing Cards Page 5 of 7 iii. Shall keep the P-Card in a secure place; iv. May use the P-Card for Eligible Purchases in person, telephone and online. Cardholders must apply the same high degree of care that they would use to protect their personal credit card security in making online or telephone Eligib le Purchases using their P-Card; v. Shall immediately report a lost or stolen P-Card to both TD/US Bank and the Purchasing Card Administrator; vi. May use their P-Card for Eligible Purchases up to their daily P-Card limit (with a maximum monthly credit limit), or such lower amount as required by the Approver. This amount includes all taxes and shipping costs. These limits are set by the Purchase Card Administrator in accordance with the council approved Town Purchasing Policy. Exceptions will be considered and approved on a case by case basis by the Finance Department. vii. Shall exercise honesty, good faith, and common sense when using their P-Card. a) If the Cardholder has any doubt as to whether a proposed purchase is an Eligible Purchase, the Cardholder must take direction from Finance Department. b) If the P-Card is used inadvertently for an Ineligible Expense the Cardholder must contact the P-Card Administrator for direction. c) Cardholders must ensure that the cost of each Eligible Purchase is reasonable and make every reasonable effort to purchase the lowest cost good or service available to fulfill the business requirement should the item(s) or resource(s) not already be available within the Town’s possession. d) Cardholders shall not split transactions to circumvent the P -Card spending limits. viii. Shall review all P-Card transactions through Access Online on a timely bases (within 15 days or the first working day of the following month; whichever is sooner) of the P - Card transaction; ix. Shall obtain and retain original supplier documentation for all P-Card purchases made in person, by telephone, or online; x. Shall submit all original receipts to the Finance Department, failing which the Town may suspend the Cardholder’s P-Card privileges; xi. Shall complete and submit a Supplementary Receipt Form and include it with the monthly submission if the supplier documentation does not include the date of the transaction, the name of the supplier, the dollar amount of the transaction, and a description of the items purchased; xii. Shall not approve their own transactions under any circumstances; xiii. Shall advise the Purchasing Card Administrator of a change in Town position or department; and xiv. Shall return the P-Card to the Purchasing Card Administrator, Human Resources, or departmental supervisor if the Cardholder terminates or resigns from the Town . Approver’s Responsibilities Approvers shall: i. Review all Cardholder purchases to ensure they are required Eligible Purchases, in accordance with the approved departmental budget, and are charged to the correct cost centre; a. If a purchase is rejected by an approver (e.g. lacking description, incorrect allocation code, etc.) it is to be sent back to the cardholder for amendment and approval resubmission. Page 150 of 369 FIN-5008 – Purchasing Cards Page 6 of 7 b. Should a purchase not qualify as essential in nature, discussion will be held with the Cardholder up to and including forfeiture of the purchasing card. ii. Not approve their own transactions under any circumstances; iii. Not request an employee to incur an expense on their behalf or an expense that includes them (e.g. meal at a restaurant); iv. Immediately report a lost or stolen P-Card to both TD/US Bank and the Purchasing Card Administrator; v. Inform the Purchasing Card Administrator of a change in a Cardholder’s department or position, long term disability, leave of absence, sabbatical, or depletion of budget/funds for themselves or any Cardholders reporting to the Approver; a) If the Cardholder leaves the Town before reviewing the outstanding P-Card transactions, the approver must assign a designate to who is responsible for submitting the original receipts (or supplemental receipt f orm) to the Finance Department. vi. Request the cancellation of P-Cards for Cardholders who cease to be employed by the Town or who otherwise become ineligible for a P-Card; and vii. Fully cooperate with all P-Card related inquiries, and compliance reviews. Responsibility of Director, Department Head or designate Director, Department Heads or designates are responsible for: i. Approving the issuance of P-Cards to Cardholders; ii. Authorizing transaction limits equal or less than the limits for single purchases and the monthly credit limit as set by the Town; iii. Authorizing Purchasing Card Profiles; and iv. Notifying the Finance Department Program Administrator or Treasurer regarding any policy and procedures exceptions when they become aware of them. 7.0 Information and Assistance Any Policy exceptions, when known by the Finance Department, will be brought to the attention of the Cardholder, the Approver, and the Director or CAO at the discretion of Finance Department. Questions and comments regarding the P-Card Policy are to be directed to the Purchasing Card Administrator. Page 151 of 369 FIN-XX Purchasing Cards – APPENDIX A Agreement to Accept the U.S. Bank Canada Card Program The U.S. Bank Corporate/Purchasing Card program represents our company’s trust in you. You are empowered as a responsible agent to safeguard company assets. Your signature below is verification that you have read the employee handbook and agree to comply with it as well as the following responsibilities. It also acknowledges that you have received your PCard. 1. I understand the card is for company-approved purchases only and I agree not to charge personal purchases. 2. Improper use of this card can be considered misappropriation of company funds. This may result in disciplinary action up to and including termination of employment. 3. If the card is lost or stolen, I will immediately notify U.S. Bank by telephone. I will confirm the telephone call by mail or facsimile with a copy of the notification to the program administrator. 4. I agree to surrender the card immediately upon termination of employment, whether for retirement, voluntary or involuntary reasons. 5. The card is issued in my name. I will not allow any other person to use the card. I am considered responsible for any and all charges against the card. 6. All charges will be billed directly to and paid directly by the company. The bank cannot accept any monies from me directly; therefore any personal charges billed to the company could be considered misappropriation of company funds. 7. As the card is company property, I understand that I may be periodically required to comply with internal control procedures designed to protect company assets. This may include being asked to produce the card to validate its existence and account number. I may also be asked to produce receipts and statements to audit its use. 8. I will receive a Monthly Reconciliation Statement (MRS), which will report all activity during the statement period. Since I am responsible for all charges (but not for payment) on the card, I will resolve any discrepancies by either contacting the supplier or the bank. 9. The charges made against my card are automatically assigned to the cost center assigned to the card as specified by management. This code cannot be changed without management involvement. When changed, the new accounting code will not affect any charges made prior to the change but will affect future charges. 10. I understand the one card is not necessarily provided to all employees. Assignment is based on my need to pu rchase materials for the business and/or to provide for business travel. My card may be revoked based on change of assignment or location. I understand that the card is not an entitlement nor reflective of title or position. Employee Signature Employee Printed Name Date ©2005 U.S. Bancorp. All rights reserved. U.S. Bank is registered to the U.S. Bank National Association ND. All other trademarks are the property of their respective owners. CPS3132 (01/05) Page 152 of 369 FIN 20-25 Appendix B - Purchasing Cardholders Approvers Cardholder Approval Manager Approver Position DAVID RIZZUTO Alex Piggott Manager of Water/Wastewater JULIE DAWLEY Andrea Brown Recreation Programs & Services Manager MARK SALT Andrea Brown Recreation Programs & Services Manager MATTHEW DELAERE Andrea Brown Recreation Programs & Services Manager MICHELLE BIJSTERVELD Andrea Brown Recreation Programs & Services Manager REBECCA TURRILL Andrea Brown Recreation Programs & Services Manager AMY KLASSEN Andrea Brown Recreation Programs & Services Manager CARL KRISTENSEN Andrea Brown Recreation Programs & Services Manager MARGARET PUHR Andrea Brown Recreation Programs & Services Manager CARLY ST AMAND Ashley Andrews Manager of Human Resources VANESSA DEVOLIN Brad Lemaich Fire Chief ALLISON JAKOBI Carl Kristensen Chief Operator DAVE BOYLAN Carl Kristensen Chief Operator DEAN CRUICKSHAN Carl Kristensen Chief Operator LAYN WELLS Carl Kristensen Chief Operator MATT JOHNSON Carl Kristensen Chief Operator MIKE NESBITT Carl Kristensen Chief Operator PAULINE VAN SOE Carl Kristensen Chief Operator RICHARD FULLER Carl Kristensen Chief Operator KAREN PATENAUDE Carl Kristensen Chief Operator PATRICIA PHELPS Carl Kristensen Chief Operator TRACY HIRD Dan Locke Interim Director of Operations JEFF COOK Dan Locke Interim Director of Operations JEFF SAUNDERS Dan Locke Interim Director of Operations ALEX PIGGOTT Dan Locke Interim Director of Operations ANNETTE MURRAY Dan Locke Interim Director of Operations DANIEL LOCKE Dan Locke Interim Director of Operations SHAYNE REITSMA Dan Locke Interim Director of Operations JEFFREY VANGULC Dan Locke Interim Director of Operations DAVID DAVIS Dan Locke Interim Director of Operations BRUCE RICE Dave Rizzuto Water/Wastewater Supervisor HUGH MAXWELL Dave Rizzuto Water/Wastewater Supervisor RYAN AUGUSTINE Dave Rizzuto Water/Wastewater Supervisor THOMAS PUHR Dave Rizzuto Water/Wastewater Supervisor HELEN JOHNSON Denis Duguay Revenue/Customer Service Manager GRANT YARMIE Don Matthews Manager of Operations & Design - Distribution GREGORY DEVOS Don Matthews Manager of Operations & Design - Distribution JACOB KYLE Don Matthews Manager of Operations & Design - Distribution LEEANN THOMPSON Don Matthews Manager of Operations & Design - Distribution TIM CRANDALL Don Matthews Manager of Operations & Design - Distribution WAYNE ADAMSON Don Matthews Manager of Operations & Design - Distribution DEREK SCHONEWIL Don Matthews Manager of Operations & Design - Distribution ANTHONY TOMLIN Don Matthews Manager of Operations & Design - Distribution CARRIE HILL Don Matthews Manager of Operations & Design - Distribution KATHLEEN MUSSELMAN Geno Vanhaelewyn Chief Building Official NICOLE CLAUSE Geno Vanhaelewyn Chief Building Official CAMERON CYR Geno Vanhaelewyn Chief Building Official EMILY XUEREB Geno Vanhaelewyn Chief Building Official JENNIFER HUOT Ian McKenzie General Manager, Hydro Operations NIKI VANDEKERCK Ian McKenzie General Manager, Hydro Operations SHELLEY VEIT Ian McKenzie General Manager, Hydro Operations TRACEY CORCHIS Ian McKenzie General Manager, Hydro Operations DON MATTHEWS Ian McKenzie General Manager, Hydro Operations ANGELA HUGHES Jeff VanGulck Roads Supervisor DARRYL NESPLIC Jeff VanGulck Roads Supervisor Page 153 of 369 FIN 20-25 Appendix B - Purchasing Cardholders Approvers WILLIAM RACHAR Jeff VanGulck Roads Supervisor KEVIN COLE Jeff VanGulck Roads Supervisor SHEENA PAWLIWEC Kyle Pratt Chief Administrative Officer AMELIA JAGGARD Michelle Smibert Town Clerk LAURA PICKERSGILL Michelle Smibert Town Clerk PEPPER COLLEEN Michelle Smibert Town Clerk JENNIFER GIBSON Patty Phelps Culture & Heritage Manager/Curator KATHLEEN WATKIN Patty Phelps Culture & Heritage Manager/Curator CLAUDIA PUCHALSKI Shayne Reitsma Manager of Engineering CORY PIETRZAK Shayne Reitsma Manager of Engineering COSTANTINO MONGELLI Shayne Reitsma Manager of Engineering ANNETTE CATTLE Sheena Pawliwec Interim Director of Finance/Treasurer CHRIS PARKER Sheena Pawliwec Interim Director of Finance/Treasurer CHRIS ROSEHART Sheena Pawliwec Interim Director of Finance/Treasurer DEB GILVESY Sheena Pawliwec Interim Director of Finance/Treasurer HEATHER DEMEYERE Sheena Pawliwec Interim Director of Finance/Treasurer MICHAEL DEJONG Sheena Pawliwec Interim Director of Finance/Treasurer PENNY ESSELTINE Sheena Pawliwec Interim Director of Finance/Treasurer PETE LUCIANI Sheena Pawliwec Interim Director of Finance/Treasurer CEPHAS PANSCHOW Sheena Pawliwec Interim Director of Finance/Treasurer LAURIE KIRWIN Sheena Pawliwec Interim Director of Finance/Treasurer ASHLEY ANDREWS Sheena Pawliwec Interim Director of Finance/Treasurer CHEYNE SARAFINCHIN Sheena Pawliwec Interim Director of Finance/Treasurer DAVE BERES Sheena Pawliwec Interim Director of Finance/Treasurer DENIS DUGUAY Sheena Pawliwec Interim Director of Finance/Treasurer GENO VANHAELEWY Sheena Pawliwec Interim Director of Finance/Treasurer KYLE PRATT Sheena Pawliwec Interim Director of Finance/Treasurer LARRY SCANLAN Sheena Pawliwec Interim Director of Finance/Treasurer MICHELLE SMIBERT Sheena Pawliwec Interim Director of Finance/Treasurer STEPHEN MOLNAR Sheena Pawliwec Interim Director of Finance/Treasurer ANDREA BROWN Sheena Pawliwec Interim Director of Finance/Treasurer BRADLEY LEMAICH Sheena Pawliwec Interim Director of Finance/Treasurer IAN MCKENZIE Sheena Pawliwec Interim Director of Finance/Treasurer Page 154 of 369 Page 1 of 3 Subject: 2020 Revised Purchasing Policy 5-006 Report Number: FIN 20-26 Author: Sheena Pawliwec, CPA, CGA Meeting Type: Council Meeting Meeting Date: Monday, July 13, 2020 RECOMMENDATION THAT Council receives report FIN 20-26 2020 Purchasing Policy 5-006; AND THAT a By-Law to include the new Purchasing Policy and to repeal By-Law 3967, be brought forward for Council's consideration. BACKGROUND The Municipal Act, 2001, Part VI, Section 271, as amended states that a municipality shall adopt policies with respect to its procurement of goods and services. As per the current policy and in accordance with sound operating procedures, the Town’s purchasing policy is to be reviewed and updated every five years or as deemed appropriate. The purpose of this policy is to set out guidelines for the Town of Tillsonburg to ensure that all purchases of materials, supplies and services provide the lowest costs consistent with the required quality and service. An open and honest process shall be maintained that is fair and impartial, and the purchasing policy will promote and maintain the integrity of the purchasing process and protect Council, vendors and staff involved by providing clear direction and accountabilities. The objective of the policy is to ensure taxpayers can easily understand how their municipality operates, including: a) Best value is achieved consistent with the required quality and service; b) Integrity in the purchasing process; c) Openness, accountability and transparency and fair treatment of all bidders; d) Encouraging bids through e-bidding, newspaper(s) and website(s). DISCUSSION Amendments to upper spending limits have been made in consultation with our upper tier municipality, the County of Oxford. Page 155 of 369 FIN 20-26 Page 2 of 3 A red-lined version of the present Purchasing Policy as last updated in 2015 has been provided; yellow highlighting further outlines the various additional adjustments recently made per Councils recommendations from the June 11, 2020 Council meeting. These modifications include:  Dollar limit on employee small order purchases reduced to a $250 maximum.  Inclusion of a dollar limit authority on supervisor (non-management) or assigned buyer small order purchases to $1,000 maximum.  Amendment to the item waiving Council approval of non-budgeted items to reflect $25,000 (previously $75,000).  Amendment to the item waiving Council approval of budgeted contracts received under-budget to reflect a value less than $250,000 (previously $750,000). Purchasing procedure documentation will be updated and approved by the Senior Leadership Team (SLT) upon Policy approval. These procedural updates include documentation pertaining to the new Construction Act, process for debriefings, bid irregularities and complaint resolution. FINANCIAL IMPACT None COMMUNITY STRATEGIC PLAN (CSP) IMPACT 1. Excellence in Local Government ☐ Demonstrate strong leadership in Town initiatives ☐ Streamline communication and effectively collaborate within local government ☒ Demonstrate accountability Attachments: Appendix A - 2020 Purchasing Policy 5-006 - Revised Appendix B - 2015 Purchasing Policy 5-006 – Redlined Revised Page 156 of 369 FIN 20-26 Page 3 of 3 Report Approval Details Document Title: FIN 20-26 2020 Purchasing Policy 5-006.docx Attachments: - FIN 20-26 Appendix A - 2020 Purchasing Policy 5-006 - Revised.docx - FIN 20-26 Appendix B - 2015 Purchasing Policy 5-006 - Redlined Revised.pdf Final Approval Date: Jul 9, 2020 This report and all of its attachments were approved and signed as outlined below: Kyle Pratt - Jul 9, 2020 - 12:11 PM Michelle Smibert - Jul 9, 2020 - 1:07 PM Page 157 of 369 FINANCE AND ACCOUNTING Policy 5-006: Purchasing Policy Approval Date: July 13, 2020 Approval Authority: Council, By-Law #TBD Effective Date: July 13, 2020 Next Scheduled Review Year: 2025 Department: Finance Last reviewed: November 23, 2015 Revision Date/s: Schedules: None Contents 1. DEFINITIONS .................................................................................................................................................. 2 2. POLICY STATEMENT ................................................................................................................................... 4 3. ESTABLISHING PRICE RANGE ................................................................................................................. 4 4. ACCOUNTABILITY ........................................................................................................................................ 6 5. PRESCRIBED COUNCIL APPROVAL ....................................................................................................... 6 6. EXCEPTIONS ................................................................................................................................................. 7 7. NO LOBBYING................................................................................................................................................ 8 8. HEALTH AND SAFETY ................................................................................................................................. 8 9. CO-OPERATIVE PURCHASING ................................................................................................................. 8 10. DISPOSAL OF SURPLUS ............................................................................................................................ 8 11. TIE BIDS .......................................................................................................................................................... 8 12. DELEGATION OF AUTHORITY TO PURCHASE ..................................................................................... 8 13. OTHER ............................................................................................................................................................. 8 Page 158 of 369 5-006 Page 2 of 9 1. DEFINITIONS In this By-Law: “Agent” shall mean the Treasurer or designate who has the sole authority to authorize, save and except the Mayor and Clerk, to execute contract documents on behalf of the Town; “Agreement” means a written document between the Town and another party upon legal consideration for the procurement of goods, services or construction pursuant to this policy. Also called “Contract”; “Award” means the acknowledgement of the authority to proceed to commit to an external Supplier(s) for acquisition of goods, services or construction. An Award can only be made after the relevant bid award form is signed or the Council resolution is ratified; “Best Value” means the optimal balance of performance and cost determined in accordance with a pre- defined evaluation plan which may include a cost/benefit analysis to define the best combinations of quality, service, time, and cost considerations over the useful life of the acquired item or for the immediate level of expected service and deliverable; "Bid" shall mean i. a specific price for specific works or ii. where appropriate, a proposal; “Bidder” means one who may or has submitted a response to an invitation to bid as issued by the Town; “Buyer” shall mean any employee procuring goods and services for the Town; “CAO” shall mean the Chief Administrative Officer of the Town of Tillsonburg; “Clerk” shall mean the Clerk of the Town appointed pursuant to the Municipal Act 2001, as amended, or in her absence, the Deputy-Clerk or such other person designated by the Council by resolution for the purposes of this By-Law; “Competitive Bidding Process” means a process for procurement of goods, services or construction whereby a prescribed method is used to solicit three or more bids or proposals. “Contract” means a written document between the Town and another party upon consideration for the procurement of goods, services or construction pursuant to this policy. Also called “Agreement”; “Department Manager” shall mean the individual or designate who is accountable for the budget and responsible for the operations of any single department or division within the Town; “Director” shall mean the individual accountable for the operation of overall departments within the Town; "Emergency" shall mean a situation, or the threat of an impending situation, where serious delay may affect the life, safety, health or welfare of the general public, cause damage to the environment or to the property of the residents of the Town, or to prevent serious damage, disruption of work, or to restore or to maintain essential service to a minimum level; Page 159 of 369 5-006 Page 3 of 9 1. DEFINITIONS - Continued “Execute” in relation to any document developed pursuant to this policy means to sign by the authorized officers of the parties, and “Executed” has a corresponding meaning; "Goods and Services" shall include all supplies, materials, equipment, furniture, fixtures, general maintenance and service construction contracts, construction maintenance, contractors, and or subcontractors, food, drugs and professional services, but does not include real property; “His” shall in all cases mean his or her and "he" shall in all cases mean he or she; "Prescribed Forms or Forms" shall mean the standard documents as provided as part of the purchasing procedure guidelines as approved by the CAO; “Procurement” means the purchasing, renting, leasing, or otherwise acquiring of supplies, services, or construction; includes all functions that pertain to the acquisition, including description of requirements, selection and solicitation of sources, preparation and award of contract; and all phases of contract administration such as inventory control, receiving, inspection (all as applicable); and disposal. “Professional Services” shall mean the services of architects, engineers, designers, surveyors, management and financial consultants, brokers, lawyers, planning consultants, project managers and any other professional and consulting services required by the Town; “Purchase” shall mean the acquisition of Goods and Services or any interest therein by purchase, lease, rental or otherwise; "Quotation" shall mean a written request for vendor bids for the supply of goods or services, from selected sources of supply, not opened in public; "Request for Proposal (RFP)" shall mean a formal request for details on the supply of goods or the provision of services, which cannot be fully defined or specified at the time of the request; “Sole Source” is defined as any contract entered into without a competitive process, based on a justification that only one known source exists or that only one single supplier can fulfill the requirements. “Successful Bidder” means a Bidder who has met or exceeded the minimum requirements of the bid document in its entirety as determined by the Town of Tillsonburg in its absolute discretion and to whom award is recommended pending the necessary internal approvals; “Supplier” shall mean any company or organization that provides, or has the capacity to provide, certain Goods or Services to the Town in accordance with the terms of this By-Law; "Tender" shall mean a formal request for sealed Bids for the supply of Goods and Services in response to an advertised solicitation; “Town” shall mean The Corporation of the Town of Tillsonburg; "Vendor of Record" shall mean an approved vendor. Page 160 of 369 5-006 Page 4 of 9 2. POLICY STATEMENT A. Objectives The objective of the policy is to ensure: a) Best value is achieved consistent with the required quality and service; b) Integrity in the purchasing process; c) Openness, accountability and transparency and fair treatment of all bidders; d) Encouraging bids through e-bidding, newspaper(s) and website(s). B. Guidelines a) No Purchase shall be made except as provided in this By-Law. b) No Purchase shall be split so as to avoid the purchasing process as outlined within this By-Law. c) Council has the ultimate authority for all expenditures. Council delegates this authority by the authorization of budgets or by specific resolution. d) Prior to the approval of the current year’s business plan and budget, a department may incur normal operating expenditures that are required to maintain services. This shall include the payment of expenditures on previously approved capital items and projects. e) No contract shall be entered into and no expenditure shall be authorized unless Council has provided funds for such purpose in the annual budget or agreed to the provision of such funds. f) The Department Managers, Directors, Fire Chief or the CAO shall ensure that all provisions of this By-Law are complied with in respect of the purchase of Goods and Services for or on behalf of his department and are responsible for the approval of accounts within the approved budget for the department. g) This purchasing policy may be overridden by Council if Council, in its own discretion determines it to be appropriate and in the best interest of the Town. h) The Director of Finance shall maintain written procurement procedures and procurement shall adhere to those procedures. 3. ESTABLISHING PRICE RANGE Purchase prices (excluding HST) shall be obtained as follows:  Up to $1,000 – Purchases are to be made using buyers own pricing discretion; vendor of record is preferred. Page 161 of 369 5-006 Page 5 of 9  $1,001 to $4,000 - For any purchases, other than those covered by a vendor of record, when the amount is between $1,001 and $4,000, comparison pricing must be completed by the assigned Buyer.  $4,001 to $15,000 - For any purchases, other than those covered by a vendor of record, when the amount is between $4,001 to $15,000, the assigned Buyer making the purchase shall obtain quotations from more than one source using catalogues, suppliers lists, online pricing or through negotiations, upon assuring themselves that all prices offered are fair and equitable.  $15,001 to $50,000 - For all purchases between $15,001 and $50,000, a minimum of three written quotations must be obtained by the assigned Buyer.  Over $50,001 – By Tender or Request for Proposal. The above mechanisms are the minimum acceptable practices for the listed threshold. Any mechanism can be used for a lower purchase bracket. The above prices shall be on a before-tax basis. Adherence to the above does not apply to circumstances addressed in section 6. Purchases made for a project which is receiving grant or external funding are subject to purchasing thresholds as set in the funding agreement. If no funding thresholds are identified within the funding agreement, the above purchasing thresholds shall be followed. QUICK GUIDE TO PURCHASING GUIDELINES Minimum Purchasing Mechanism Dollar Value of Purchase Approval Authority & Authority to Award Small Order Purchase* Up to $250 Employee Small Order Purchase* $251 - $1,000 Supervisor or Assigned Buyer Comparison pricing* $1,001 to $4,000 Department Manager Price Quotes* $4,001 to $15,000 Department Manager Page 162 of 369 5-006 Page 6 of 9 Written Quotation* $15,001 to $50,000 Director and Treasurer Tender, Request for Proposals or Sole Source Purchases* $50,001 to $75,000 Director and CAO Tender, Request for Proposals or Sole Source Purchases* $75,001 + Council (unless in accordance with section 6.0 (d)) *Unless prescribed through a funding agreement 4. ACCOUNTABILITY a) The CAO shall maintain accountability to Council during the procurement process. b) No purchase of Goods and Services shall be made by the Town for the personal use of elected or appointed officials or employees of the Town. c) No Goods and Services shall be purchased from an employee of the Town, or from any associate of such employee, unless the extent of the interest of such employee has been fully disclosed and the purchase has been approved by the Treasurer. d) The Agent oversees the Town’s purchasing process and compliance thereof. Only the Agent, Mayor or Clerk has the authority to execute contract documents on behalf of the Town. 5. PRESCRIBED COUNCIL APPROVAL The following Purchases shall be subject to Council approval: a) Any contract prescribed by statute to be made by Council; b) Any contract where this By-Law is being waived; c) Any contract where Council has expressly directed staff to report prior to an award; d) Any contract where a submission in response to a call for Bid contains an irregularity that cannot be resolved by terms of the Bid; or, e) Any contract for a Purchase made in accordance with section 6.0 (b); Page 163 of 369 5-006 Page 7 of 9 f) Any contract for a tender or request for proposal as required under this policy. g) Any contract which is not contained within the approved budget and is in excess of a $25,000 threshold. h) Any contract which is in excess of the approved budgeted value. i) All purchases of municipal land unless delegated by resolution. Council may waive, by resolution, the application of any part of this By-Law in respect of any given procurement. 6. EXCEPTIONS a) When an emergency occurs that, at the discretion of the CAO, Director, Fire Chief, or Department Manager, constitutes immediate danger to health, safety, life or property, or requires the immediate procurement of goods and services, the Department Manager or his/her designate may purchase through sole sources such required Goods or Services upon consultation with the Director or Treasurer. A follow-up report to Council is required for all Emergency Purchases over $25,000. b) The Tendering, RFP or purchasing process may not be required where the Goods or Services are proprietary to one vendor, where there is only one supplier that can meet the Town’s needs within a reasonable distance or where the cost of changing suppliers for a product or service already in place is deemed to be exorbitant by the Treasurer. Upon written staff recommendations, Council shall, in its’ sole discretion determine whether a Bid, RFP or purchasing process may be forgone for these reasons. Such exemption must be granted by resolution. c) Notwithstanding the provisions of this policy, the following expenditures must be made subject to budget constraints and may be made without following the formal purchasing procedures detailed herein; i. Petty cash items ii. Training and education including conferences, courses and seminars iii. Mileage, travel and accommodations iv. Payroll related expenses v. Utilities, postage, bank charges vi. Licensing, maintenance and software support for prior purchases; vii. Professional Services identified as a vendor of record d) Approved budgeted contracts received under budget and with a value less than $250,000 do not require additional Council approval, regardless of funding source, except in accordance with section 5.0 (i). Authorization of said approved budgeted contracts resides with the Treasurer. Page 164 of 369 5-006 Page 8 of 9 7. NO LOBBYING No bidder shall contact any member of Council or any Town staff in an attempt to influence the award of a contract. If a bidder contacts any member of Council or any Town staff in an attempt to influence the award of a contract, the bidder may be disqualified at the discretion of the CAO. 8. HEALTH AND SAFETY The Town is committed to the health and safety of their employees, contractors, visitors and the general public. This includes a commitment to Health and Safety in the procurement process. 9. CO-OPERATIVE PURCHASING The Town may participate with other government agencies or public authorities in co-operative purchasing. The policies of the government agencies or public authorities calling the Co-operative Bid are to be the accepted policy of that particular Bid. 10. DISPOSAL OF SURPLUS Where any goods or personal property of the Town are declared surplus, cannot be used by another Town department, and have a residual value greater than $1,500, the goods shall be disposed of by public Bid or public auction. If no Bids are received, the Departmental Manager or Buyer may dispose of the goods or personal property as deemed to be in the best interest of the Town. This section shall not apply to goods or equipment traded in on new equipment or returned for credit to original sources of supply. 11. TIE BIDS In the event that two (2) or more compliant, equal bids are submitted during a competitive Bid process, the Town shall determine the successful bidder by drawing a bidder’s name, as determined by the Treasurer. 12. DELEGATION OF AUTHORITY TO PURCHASE The authority to purchase Goods and Services may be delegated or assigned to a local Board following the dollar thresholds as set out in this Policy. 13. OTHER Where any other By-Law exists which is in conflict with a provision of this Policy, the provision of this Policy shall be deemed to apply. This Policy shall be reviewed and updated, as appropriate, every five (5) years, following the date of its enactment. Page 165 of 369 5-006 Page 9 of 9 READ A FIRST AND SECOND TIME THIS 13 DAY OF JULY, 2020. READ A THIRD AND FINAL TIME AND PASSED THIS 13 DAY OF JULY, 2020. MAYOR – Stephen Molnar CLERK – Michelle Smibert Page 166 of 369 Schedule A THE CORPORATION OF THE TOWN OF TILLSONBURG PURCHASING POLICY APPOVAL DATE: REVISION DATE: 11/23/15 Page 1 of 8 APPENDICES: TABLE OF CONTENTS 1.0 DEFINITIONS ............................................................................................................ 2 2.0 POLICY STATEMENT ............................................................................................... 5 3.0 ESTABLISHING PRICE RANGE ................................................................................ 5 4.0 ACCOUNTABILITY .................................................................................................... 7 5.0 PRESCRIBED COUNCIL APPROVAL ....................................................................... 7 6.0 EXCEPTIONS ........................................................................................................... 8 7.0 NO LOBBYING… ...................................................................................................... 9 8.0 HEALTH AND SAFETY .............................................................................................. 9 9.0 CO-OPERATIVE PURCHASING ............................................................................... 9 10.0 DISPOSAL OF SURPLUS ......................................................................................... 9 11.0 TIE BIDS .....................................................................................................................9 12.0 DELEGATON OF AUTHORITY TO PURCHASE ......................................................... 9 13.0 OTHER ......................................................................................................................... 9 Page 167 of 369 Page 2 BY-LAW No. 3967 OF THE CORPORATION OF THE TOWN OF TILLSONBURG A BY-LAW TO PROVIDE FOR THE PURCHASE OF GOODS AND SERVICES NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSONBURG HEREBY ENACTS AS FOLLOWS: 1.0 DEFINITIONS In this By-Law: a) “Agent” shall mean the Treasurer or designate who has the sole authority to authorize, save and except the Mayor and Clerk, to execute contract documents on behalf of the Town; 2b) “Agreement” means a written document between the Town and another party upon legal consideration for the procurement of goods, services or construction pursuant to this policy. Also called “Contract”; a)c) “Award” means the acknowledgement of the authority to proceed to commit to an external Supplier(s) for acquisition of goods, services or construction. An Award can only be made after the relevant bid award form is signed or the Council resolution is ratified; b)d) “Best Value” means the optimal balance of performance and cost determined in accordance with a pre-defined evaluation plan which may include a cost/benefit analysis to define the best combinations of quality, service, time, and cost considerations over the useful life of the acquired item or for the immediate level of expected service and deliverable; 3e) "Bid" shall mean (i) a specific price for specific works or (ii) where appropriate, a proposal; a)f) “Bidder” means one who may or has submitted a response to an invitation to bid as issued by the Town; b)g) “Buyer” shall mean any employee procuring goods and services for the Town;shall mean the employee responsible for the procurement of goods and services for the Town; individual responsible for ensuring that the purchasing by-law, policies and procedures are consistently applied in the departments, and who serves as a resource to Departments in support of the purchasing function; Formatted: Formatted: Right: 0.99 li, Formatted: Formatted: Italic Formatted: Line spacing: stops: Formatted: Page 168 of 369 Page 3 c)h) “CAO” shall mean the Chief Administrative Officer of the Town of Tillsonburg; and d)i) “Clerk” shall mean the Clerk of the Town appointed pursuant to the Municipal Act 2001, as amended, or in her absence, the Deputy-Clerk or such other person designated by the Council by resolution for the purposes of this By-Law; j) Competitive Bidding Process” means a process for procurement of goods, services or construction whereby a prescribed method is used to solicit three or more bids or proposals. k) “Contract” means a written document between the Town and another party upon consideration for the procurement of goods, services or construction pursuant to this policy. Also called “Agreement” e)l) “Department Manager” shall mean the individual or designate who is accountable for the budget and responsible for the operations of any single department or division within the Town; f)m) “Director” shall mean the individual accountable for the operation of overall departments within the Town; n) "Emergency" shall mean a situation, or the threat of an impending situation, where serious delay may affect the life, safety, health or welfare of the general public, cause damage to the environment or to the property of the residents of the Town, or to prevent serious damage, disruption of work, or to restore or to maintain essential service to a minimum level; g)o) “Execute” in relation to any document developed pursuant to this policy means to sign by the authorized officers of the parties, and “Executed” has a corresponding meaning; h)p) "Goods and Services" shall include all supplies, materials, equipment, furniture, fixtures, general maintenance and service construction contracts, construction maintenance, contractors, and or subcontractors, food, drugs and professional services, but does not include real property; i)q) “His” shall in all cases mean his or her and "he" shall in all cases mean he or she; 4r) "Prescribed Forms or Forms" shall mean the standard documents as provided as part of the purchasing procedure guidelines as approved by the CAO; s) “Procurement” means the purchasing, renting, leasing, or otherwise acquiring of supplies, services, or construction; includes all functions that pertain to the acquisition, including description of requirements, selection and solicitation of sources, preparation and award of contract; and all phases of contract administration such as inventory control, receiving, inspection (all as applicable); and disposal. a)t) “Professional Services” shall mean the services of architects, engineers, designers, surveyors, management and financial consultants, brokers, lawyers, planning consultants, project managers and any other professional and consulting services required by the Town; b)u) “Purchase” shall mean the acquisition of Goods and Services or any interest therein by purchase, lease, rental or otherwise; Formatted: Formatted: Line spacing: stops: Formatted: Formatted: Formatted: Line spacing: stops: Formatted: Formatted: Line spacing: stops: Formatted: Formatted: Hanging: spacing: numbering, Page 169 of 369 Page 4 c)v) "Quotation" shall mean a written request for vendor bids for the supply of goods or services, from selected sources of supply, not opened in public; w) "Request for Proposal" shall mean a formal request for details on the supply of goods or the provision of services, which cannot be fully defined or specified at the time of the request; 5x) “Sole Source” is defined as any contract entered into without a competitive process, based on a justification that only one known source exists or that only one single supplier can fulfill the requirements. y) “Successful Bidder” means a Bidder who has met or exceeded the minimum requirements of the bid document in its entirety as determined by the Town of Tillsonburg in its absolute discretion and to whom award is recommended pending the necessary internal approvals a)z) “Supplier” shall mean any company or organization that provides, or has the capacity to provide, certain Goods or Services to the Town in accordance with the terms of this By-Law; b)aa) "Tender" shall mean a formal request for sealed Bids for the supply of Goods and Services in response to an advertised solicitation; c)bb) “Town” shall mean The Corporation of the Town of Tillsonburg; d)cc) "Vendor of Record" shall mean an approved vendor. Formatted: Hanging: spacing: numbering, Formatted Formatted: spacing: 1.46" Formatted: Page 170 of 369 Page 5 2.0 POLICY STATEMENT 2.1 Objectives The objective of the policy is to ensure: a) best value is achieved consistent with the required quality and service; b) integrity in the purchasing process; c) openness, accountability and transparency and fair treatment of all bidders; d) encouraging bids through e-bidding, newspapers and websites. 2.2 Guidelines a) No Purchase shall be made except as provided in this By-Law. b) No Purchase shall be split so as to avoid the purchasing process as outlined within this By-Law. c) Council has the ultimate authority for all expenditures. Council delegates this authority by the authorization of budgets or by specific resolution. d) Prior to the approval of the current year’s business plan and budget, a department may incur normal operating expenditures that are required to maintain services. This shall include the payment of expenditures on previously approved capital items and projects. e) No contract shall be entered into and no expenditure shall be authorized unless Council has provided funds for such purpose in the annual budget or agreed to the provision of such funds. f) The Department Managers, Directors, Fire Chief or the CAO shall ensure that all provisions of this By-Law are complied with in respect of the purchase of Goods and Services for or on behalf of his department and are responsible for the approval of accounts within the approved budget for the department. g) This purchasing policy may be overridden by Council if Council, in its own discretion determines it to be appropriate and in the best interest of the Town. h) The Director of Finance shall maintain written procurement procedures and procurement shall adhere to those procedures. 3.0 ESTABLISHING PRICE RANGE Purchase prices shall be obtained as follows: • Up to $1,000 – Purchases are to be made using buyers own pricing discretion; vendor of record is preferred. • $1,001 to $4,000 Up to $2,500 – For any purchases, other than those covered by a vendor of record, when the amount is between $1,001 and $4,000, For purchases up to $2,500, comparison pricing must be completed by the assigned Buyer. • $4,001 to $15,000 $2,500 to $10,000 - For any purchases, other than those covered by a vendor of record, when the amount is between $4,001 to $15,000 Formatted: Space Formatted: Before: space same 1.15 at: Widow/Orphan between space numbers, Formatted: Formatted: Page 171 of 369 Page 6 $2,500 to $10,000, the assigned Buyer making the purchase shall obtain quotations from more than one source using catalogues, suppliers' lists, online pricing or through negotiations, upon assuring themselves that all prices offered are fair and equitable. • $15,001 to $50,000 $10,000 to $35,000 - For all purchases between $15,001 and $50,000 $10,000 and $35,000, a minimum of 3 written quotations must be obtained by the assigned Buyer. • Over $50,001 Over $35,000 – By Tender or Request for Proposal. The above mechanisms are the minimum acceptable practices for the listed threshold. Any mechanism can be used for a lower purchase bracket. The above prices shall be on a before-tax basis. Adherence to the above does not apply to circumstances addressed in section 6. Purchases made for a project which is receiving grant or external funding are subject to purchasing thresholds as set in the funding agreement. If no funding thresholds are identified within the funding agreement, the above purchasing thresholds shall be followed. QUICK GUIDE TO PURCHASING GUIDELINES Purchasing Mechanism Dollar Value of Purchase Approval Authority & Authority to Award Small Order Purchase* Up to $250 Up to $2,500 Employee Department Manager Small Order Purchase* $251 to $1,000 Supervisor or Assigned Buyer Comparison pricing* $1,001 to $4,000 Department Manager Price Quotes* $4,001 to $15,000$2,500 – $10,000 Department Manager or Director approves; purchaser made through Departmental Buyer Formatted: Right: stops: at Formatted: Formatted: Space stops: Formatted: Formatted Formatted: Formatted: Formatted: Red, Formatted: Formatted: Page 172 of 369 Page 7 Written Quotation * $15,001 to $50,000$10,000 – $35,000 Director and Treasurer Department Manager or CAO Tender, Request for Proposals or Sole Source Purchases* $50,001 to $75,000$35,000 + Director and CAO Council Tender, Request for Proposals or Sole Source Purchases* $75,001 +` Council (unless in accordance with section 6.0 (d)) *Unless prescribed through a funding agreement 4.0 ACCOUNTABILITY a) The CAO shall maintain accountability to Council during the procurement process. b) No purchase of Goods and Services shall be made by the Town for the personal use of elected or appointed officials or employees of the Town. c) No Goods and Services shall be purchased from an employee of the Town, or from any associate of such employee, unless the extent of the interest of such employee has been fully disclosed and the purchase has been approved by the Treasurer CAO. d) The Agent oversees the Town’s purchasing process and compliance thereof. Only the Agent, Mayor or Clerk has the authority to execute contract documents on behalf of the Town. 5.0 PRESCRIBED COUNCIL APPROVAL The following Purchases shall be subject to Council approval: a) Any contract prescribed by statute to be made by Council; b) any contract that requires debt financing; c)b) Any contract where this By-Law is being waived; d)c) Any contract where Council has expressly directed staff to report prior to an award; e)d) Any contract where a submission in response to a call for Bid contains an irregularity that cannot be resolved by terms of the Bid; or, f)e) Any contract for a Purchase made in accordance with section 6.0 (b); Formatted: Formatted: bullets Page 173 of 369 Page 8 f) Any contract for a tender or request for proposal as required under this policy. g) Any contract which is not contained within the approved budget and is in excess of a $25,000 $75,000 threshold. g)h) Any contract which is in excess of the approved budgeted value. h)i)All purchases of municipal land unless delegated by resolution. Council may waive, by resolution, the application of any part of this By-Law in respect of any given procurement. 6.0 EXCEPTIONS a) When an emergency occurs that, at the discretion of the CAO, Director, Fire Chief, or Department Manager, constitutes immediate danger to health, safety, life or property, or requires the immediate procurement of goods and services, the Department Manager or his/her designate may purchase through sole sources, such required Goods or Services upon consultation with the Director or Treasurer CAO. A follow- up report to Council is required for all Emergency Purchases over $25,000 $5,000. b) The Tendering, RFP or purchasing process may not be required where the Goods or Services are proprietary to one vendor, where there is only one supplier that can meet the Town’s needs within a reasonable distance or where the cost of changing suppliers for a product or service already in place is deemed to be exorbitant by the Treasurer CAO. Upon written staff recommendations, Council shall, in its’ sole discretion determine whether a Bid, RFP or purchasing process may be forgone for these reasons. Such exemption must be granted by resolution. c) Notwithstanding the provisions of this policy, the following expenditures must be made subject to budget constraints and may be made without following the formal purchasing procedures detailed herein; i) Petty cash items ii) Training and education including conferences, courses and seminars iii) Mileage, travel and accommodations iv) Payroll related expenses v) Utilities, postage, bank charges vi) Licensing, maintenance and software support for prior purchases; vii) Professional Services. d) Approved budgeted contracts received under budget and with a value less than $250,000 do not require additional Council approval, regardless of funding source, except in accordance with section 5.0 (i). Authorization of said Council approved budgeted contracts resides with the Treasurer. Formatted: Hanging: Formatted: Hanging: Formatted: Formatted: Hanging: space same bullets widow/orphan space Don't and Formatted: Hanging: Don't of Multiple Adjust text, and Formatted: bullets Formatted Page 174 of 369 Page 9 7.0 NO LOBBYING No bidder shall contact any member of Council or any Town staff in an attempt to influence the award of a contract. If a bidder contacts any member of Council or any Town staff in an attempt to influence the award of a contract, the bidder may be disqualified at the discretion of the CAO. 8.0 HEALTH AND SAFETY The Town is committed to the health and safety of their employees, contractors, visitors and the general public. This includes a commitment to Health and Safety in the procurement process. 9.0 CO-OPERATIVE PURCHASING The Town may participate with other government agencies or public authorities in co- operative purchasing. The policies of the government agencies or public authorities calling the Co-operative Bid are to be the accepted policy of that particular Bid. 10.0 DISPOSAL OF SURPLUS Where any goods or personal property of the Town are declared surplus, cannot be used by another Town department, and have a residual value greater than $1,500 $1,000, the goods shall be disposed of by public Bid or public auction. If no Bids are received, the Departmental Manager or Buyer may dispose of the goods or personal property as deemed to be in the best interest of the Town. This section shall not apply to goods or equipment traded in on new equipment or returned for credit to original sources of supply. 11.0 TIE BIDS In the event that two (2) or more compliant, equal bids are submitted during a competitive Bid process, the Town shall determine the successful bidder by drawing a bidder’s name, as determined by the Treasurer CAO. 12.0 DELEGATION OF AUTHORITY TO PURCHASE The authority to purchase Goods and Services may be delegated or assigned to a local Board following the dollar thresholds as set out in this Policy. 13.0 OTHER Where any other By-Law exists which is in conflict with a provision of this Policy, the provision of this Policy shall be deemed to apply. This Policy shall be reviewed and updated, as appropriate, every five (5) years, following the date of its enactment. Page 175 of 369 Page 10 READ A FIRST AND SECOND TIME THIS 23rd DAY OF November, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 23rd DAY OF November, 2015. MAYOR – Stephen Molnar DEPUTY CLERK – Tricia Smith Page 176 of 369 Page 1 of 3 Subject: 2020 OILC Debentures Report Number: FIN 20-27 Author: Sheena Pawliwec, CPA, CGA Meeting Type: Council Meeting Meeting Date: Monday, July 13, 2020 RECOMMENDATION THAT Council receives report FIN 20-27 2020 OILC Debentures; AND THAT a By-Law authorizing the Mayor and Treasurer to enter into a financing agreement with the Ontario Infrastructure and Lands Corporation for $4,590,373, be brought forward for Council’s consideration. BACKGROUND The Municipal Act requires lower tier regional governments to arrange capital financing through their upper tier government. A list of our projects that the Town is financing through Oxford County with Ontario Infrastructure and Lands Corporation (OILC) has been submitted. These projects were approved in the 2018 through 2020 fiscal budgets and will be completed or substantially completed in 2020. FINANCIAL IMPACT A summary of the capital projects and their respective council approved debt financing are as follows: Capital Work Number Approved Budget Description of Capital Work Estimated Expenditure Loan Amount 2020-058/675 2019 Work bays lighting conversion to LED $50,000 $40,000 2020-058/098 2019 F350 w/Alum dump body replacement 130,000 73,500 2020-058/283 2019 Oak Park Subdivision Servicing 115,000 115,000 2020-058/508 2019 Columbaria 36,000 36,000 2020-058/99 2020 420D Backhoe No. 86 Replacement 195,000 130,000 Page 177 of 369 FIN 20-27 Page 2 of 3 2020-058/113 2020 Cable Trailer No. 233 Replacement 10,000 10,000 2020-058/117 2020 Hydro Utility Van 40,000 40,000 2020-058/118 2020 1 Ton w Dump Body 75,000 37,500 2020-058/141 2020 SCBA Replacement 250,000 150,000 2020-058/175 2020 Radio Upgrade 38,000 38,000 DCS 18-29/813 DCS 18-29 Hwy 3 Business Park - Hwy 3 widening 1,033,446 82,373 DCS 20-08/804 DCS 20-08 Van Norman Innovation Park - Phase 2 1,750,000 1,750,000 2020-058/808 2018 Hwy 3 Bus Park - SWM Facility - Phase 1 565,000 438,000 2020-058/807 2018 Hwy 3 - Clearview Dr Extension - Phase 1 1,650,000 1,650,000 TOTAL $5,937,446 $4,590,373 COMMUNITY STRATEGIC PLAN (CSP) IMPACT 1. Excellence in Local Government ☒ Demonstrate strong leadership in Town initiatives ☐ Streamline communication and effectively collaborate within local government ☒ Demonstrate accountability Attachments: Appendix A – 2020 Borrowing By-Law Page 178 of 369 FIN 20-27 Page 3 of 3 Report Approval Details Document Title: FIN 20-27 2020 OILC Debentures.docx Attachments: - FIN 20-27 Appendix A - 2020 Borrowing By-law.docx - Schedule B to By-Law - OILC 2020 Loan Application.pdf Final Approval Date: Jul 8, 2020 This report and all of its attachments were approved and signed as outlined below: Kyle Pratt - Jul 8, 2020 - 11:43 AM Michelle Smibert - Jul 8, 2020 - 11:45 AM Page 179 of 369 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2020-___ A BY-LAW to authorize the submission of an application to Ontario Infrastructure and Lands Corporation (“OILC”) for financing certain ongoing capital work(s) of the Corporation of the Town of Tillsonburg (the “lower-tier municipality”); to authorize temporary borrowing from OILC to meet expenditures in connection with such capital work(s); and to authorize long-term borrowing for such capital work(s) through the issue of debentures by the County of Oxford (the “upper-tier municipality”) to OILC. WHEREAS the Municipal Act, 2001 (Ontario), as amended, (the “Act”) provides that a municipal power shall be exercised by by-law unless the municipality is specifically authorized to do otherwise; AND WHEREAS the Council of the Lower-tier Municipality has passed the by-law(s) enumerated in column (1) of Schedule “A” attached hereto and forming part of this By- law (“Schedule “A”) authorizing the capital work(s) described in column (2) of Schedule “A” (the “Capital Work(s)”) in the amount of the respective estimated expenditure set out in column (3) of Schedule “A”, subject in each case to approval by OILC of the financing for such Capital Work(s) requested by the Lower-tier Municipality in the Application as hereinafter defined; AND WHEREAS before the Council of the Lower-tier Municipality approved the Capital Work(s) in accordance with section 4 of Ontario Regulation 403/02 (the “Regulation”), the Council of the Lower-tier Municipality had its Treasurer calculate an updated limit in respect of its then most recent annual debt and financial obligation limit received from the Ministry of Municipal Affairs and Housing (as so updated, the “Updated Limit”), and, on the basis of the authorized estimated expenditure for the Capital Work or each Capital Work, as the case may be, as set out in column (3) of Schedule “A” (the “Authorized Expenditure” for any such Capital Work), the Treasurer calculated the estimated annual amount payable in respect of the Capital Work or each Capital Work, as the case may be, and determined that the estimated annual amount payable in respect of the Capital Work or each Capital Work, as the case may be, did not cause the Lower-tier Municipality to exceed the Updated Limit, and accordingly the approval of the Local Planning Appeal Tribunal pursuant to the Regulation, was not required before any such Capital Work was authorized by the Council of the Lower tier Municipality; AND WHEREAS subsection 405(1) of the Act provides, amongst other things, that a municipality may authorize temporary borrowing to meet expenditures made in connection with a work to be financed in whole or in part by the issue of debentures if, Page 180 of 369 By-Law 2020-____ Page 2 of 24 the municipality is a lower-tier municipality in a regional municipality and it has approved the work and the upper-tier municipality has approved the issue of debentures for the work; AND WHEREAS subsection 401(1) of the Act provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way, and may issue debentures and prescribed financial instruments and enter prescribed financial agreements for or in relation to the debt; AND WHEREAS subsection 401(3) of the Act provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures and accordingly the Lower-tier Municipality intends that the Upper-tier Municipality will issue debentures in respect of the Capital Work(s) and will request that the Upper-tier Municipality do so; AND WHEREAS subsection 403(1) of the Act provides that a by-law of an upper-tier municipality authorizing the issuing of debentures for the purposes or joint purposes of one or more of its lower-tier municipalities may require those lower-tier municipalities to make payments in each year to the upper-tier municipality in the amounts and on the dates specified in the by-law; AND WHEREAS the Act also provides that a municipality shall authorize long-term borrowing by the issue of debentures or through another municipality under section 403 or 404 of the Act and subsection 403(7) of the Act provides that all debentures issued under a by-law passed by an upper-tier municipality under section 403 are direct, joint and several obligations of the upper-tier municipality and its lower-tier municipalities; AND WHEREAS OILC has invited Ontario municipalities desirous of obtaining temporary and long-term debt financing in order to meet capital expenditures incurred on or after the year that is five years prior to the year of an application in connection with eligible capital work(s) to make application to OILC for such financing by completing and submitting an application in the form provided by OILC; AND WHEREAS the Lower-tier Municipality requested the Upper-tier Municipality to issue debentures for the Capital Work(s) and in this connection the Upper-tier Municipality and the Lower-tier Municipality completed and submitted or is in the process of submitting an application to OILC, as the case may be (the “Application”) to request financing for the Capital Work(s) by way of long-term borrowing pursuant to section 403 of the Act through the issue of debentures by the Upper-tier Municipality to OILC and by way of temporary borrowing by the Lower-tier from OILC pending the issue of such debentures; AND WHEREAS OILC has accepted and has approved or will notify the Lower-tier Municipality only if it accepts and approves the Application, as the case may be; Page 181 of 369 By-Law 2020-____ Page 3 of 24 AND WHEREAS the Upper-tier Municipality has approved the issue of debentures for the Capital Work(s) to OILC in the maximum aggregate principal amount of $4,590,373 (the “Debentures”); and OILC has indicated that pending the issue of the Debentures it will provide financing by way of temporary advances to the Lower-tier Municipality in respect of the Capital Work(s); AND WHEREAS the Lower-tier Municipality will enter into a financing agreement with OILC pursuant to the terms of which OILC will provide temporary advances to the Lower-tier Municipality in respect of the Capital Work(s); BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. The Council of the Lower-tier Municipality hereby confirms, ratifies and approves the execution by the Treasurer of the Application and the submission by such authorized official of the Application, duly executed by such authorized official, to OILC, in cooperation with the Upper-tier Municipality, for the financing of the Capital Work(s) by way of temporary borrowing from OILC, pending the issue of the Debentures, in the maximum aggregate principal amount of $4,590,373 substantially in the form of Schedule “B” hereto and forming part of this By-law, with such changes thereon as such authorized official may hereafter approve, such execution and delivery to be conclusive evidence of such approval. 2. The Mayor and the Treasurer are hereby authorized to negotiate and enter into, execute and deliver for and on behalf of the Lower-tier Municipality a financing agreement (a “Financing Agreement”) with OILC that provides for temporary borrowing from OILC under the authority of this By-law in respect of the Capital Work(s) on such terms and conditions as such authorized officials may approve, such execution and delivery to be conclusive evidence of such approval. 3. The Mayor and the Treasurer are hereby authorized, pending the substantial completion of the Capital Work or of each Capital Work, as the case may be, or as otherwise agreed with OILC, to make temporary borrowings pursuant to section 405 of the Act in respect of the Capital Work or of each Capital Work, as the case may be, on the terms and conditions provided in the Financing Agreement which the Financing Agreement provides that the information contained in the Record, as defined in the Financing Agreement, in respect of such temporary borrowings shall be deemed final, conclusive and binding on the Lower-tier Municipality, and on such other terms and conditions as such authorized officials may agree; and the Treasurer is authorized to sign such certifications as OILC may require in connection with such borrowings in respect of the Capital Work(s); provided that the amount of borrowings allocated to the Page 182 of 369 By-Law 2020-____ Page 4 of 24 Capital Work or to each Capital Work, as the case may be, does not exceed the Authorized Expenditure for such Capital Work and does not exceed the related loan amount set out in column (4) of Schedule “A” in respect of such Capital Work. 4. In accordance with the provisions of section 25 of the Ontario Infrastructure and Lands Corporation Act, 2011, as amended from time to time hereafter, the Lower-tier Municipality is hereby authorized to agree in writing with OILC that the Minister of Finance is entitled, without notice to the Lower-tier Municipality, to deduct from money appropriated by the Legislative Assembly of Ontario for payment to the Lower-tier Municipality, amounts not exceeding the amounts that the Lower-tier Municipality fails to pay to OILC on account of any unpaid indebtedness of the Lower-tier Municipality to OILC under any outstanding temporary borrowing and/or the Debentures, as the case may be (the “Obligations”) and to pay such amounts to OILC from the Consolidated Revenue Fund. 5. For the purposes of meeting the Obligations, the Lower-tier Municipality shall provide for raising in each year as part of the general lower-tier levy the amounts of principal and interest payable in each year under any outstanding temporary borrowing and/or any Debenture outstanding pursuant to the Financing Agreement, to the extent that the amounts have not been provided for by any other available source including other taxes or fees or charges imposed on persons or property by a by-law of any municipality. 6. a) The Mayor and the Treasurer are hereby authorized to enter into, execute and deliver the Financing Agreement, one or more of the Clerk and the Treasurer are hereby authorized to generally do all things and to execute all other documents and papers in the name of the Lower-tier Municipality in order to perform the Obligations of the Lower-tier Municipality under the Financing Agreement, to request and receive any temporary borrowing, and the Treasurer is authorized to affix the Lower-tier Municipality’s municipal seal to any such documents and papers. b) The money realized in respect of any temporary borrowing for the Capital Work(s) and the Debentures, including any premium, and any earnings derived from the investment of that money after providing for the expenses related to any such temporary borrowing and to the issue of the Debentures by the Upper-tier Municipality, if any, shall be apportioned and applied to the Page 183 of 369 By-Law 2020-____ Page 5 of 24 respective Capital Work and to no other purpose except as permitted by the Act. 7. THAT this By-Law shall come into full force and effect upon passing. READ A FIRST AND SECOND TIME THIS 13th day of JULY, 2020. READ A THIRD AND FINAL TIME AND PASSED THIS 13th day of JULY, 2020. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Michelle Smibert Page 184 of 369 By-Law 2020-____ Page 6 of 24 Schedule “A” (Ongoing Capital Work(s)) (1) (2) (3) (4) Capital Work Number Description of Capital Work Estimated Expenditure Loan Amount 2020-058/675 Work bays lighting conversion to LED $50,000 $40,000 2020-058/098 F350 w/Alum dump body replacement 130,000 73,500 2020-058/283 Oak Park Subdivision Servicing 115,000 115,000 2020-058/508 Columbaria 36,000 36,000 2020-058/99 420D Backhoe No. 86 Replacement 195,000 130,000 2020-058/113 Cable Trailer No. 233 Replacement 10,000 10,000 2020-058/117 Hydro Utility Van 40,000 40,000 2020-058/118 1 Ton w Dump Body 75,000 37,500 2020-058/141 SCBA Replacement 250,000 150,000 2020-058/175 Radio Upgrade 38,000 38,000 DCS 18-29/813 Hwy 3 Business Park - Hwy 3 widening 1,033,446 82,373 DCS 20-08/804 Van Norman Innovation Park - Phase 2 1,750,000 1,750,000 2020-058/808 Hwy 3 Bus Park - SWM Facility - Phase 1 565,000 438,000 2020-058/807 Hwy 3 - Clearview Dr Extension - Phase 1 1,650,000 1,650,000 Page 185 of 369 By-Law 2020-____ Page 7 of 24 Schedule “B” Page 186 of 369 Webloans Loan Application PDF Projects ID SIT Project ID Project Name Construction/Purchase Start Construction/Purchase End Project Cost OILC Loan Amount 1219 1 Work bays lighting converstion to LED 12/01/2019 12/01/2020 $50,000.00 40,000.00 1220 2 F350 w Alum dump body replacement 11/01/2019 10/01/2020 $130,000.00 73,500.00 1221 3 Oak Park Subdivision Servicing 03/01/2019 11/01/2020 $115,000.00 115,000.00 1222 4 Columbaria 01/01/2020 09/01/2020 $36,000.00 36,000.00 1223 5 420D Backhoe No 86 Replacement 04/01/2020 09/01/2020 $195,000.00 130,000.00 1224 6 Cable Trailer No 233 Replacement 03/01/2020 07/01/2020 $10,000.00 10,000.00 1225 7 Hydro Utility Van 02/01/2020 06/01/2020 $40,000.00 40,000.00 1226 8 1 Ton w Dump Body 03/01/2020 07/01/2020 $75,000.00 37,500.00 1227 9 SCBA Replacement 04/01/2020 06/01/2020 $250,000.00 150,000.00 1228 10 Radio Upgrade 04/01/2020 06/01/2020 $38,000.00 38,000.00 1229 11 Hwy 3 Business Park Hwy 3 widening 07/09/2018 10/11/2019 $1,033,446.00 82,373.00 1230 13 Van Norman Innovation Park Phase 2 05/25/2020 11/30/2020 $1,750,000.00 1,750,000.00 1231 14 Hwy 3 Bus Park SWM Facility Phase 1 04/01/2020 12/31/2020 $565,000.00 438,000.00 1232 12 Hwy 3 Clearview Dr Extension Phase 1 04/01/2020 12/31/2020 $1,650,000.00 1,650,000.00 Details of Project Work bays lighting converstion to LED FA Number 1506 Application for Tillsonburg, The Corporation of The Town of Project Category Municipal Other Infrastructure Work Type Others Other Description Facilities - Fleet Work Bays Project Name Work bays lighting converstion to LED Construction/Purchase Start 12/01/2019 Construction/Purchase End 12/01/2020 Energy Conservation Project Address 1 10 Lisgar Ave Project Address 2 Page 187 of 369 Project Financial Information Required Date Amount Term Type 12/15/2020 $40,000.00 10 Serial Details of Project F350 w Alum dump body replacement City / Town Tillsonburg Province ON Postal Code N4G 5A5 Description Lighting conversion to LED in the work bays at the Customer Service Centre Comments and/or Special Requests Project Life Span (Years)20 Project Cost (A)$50,000.00 Other Project Funding / Financing (B): Description Timing Amount user fees Existing $10,000.00 Other Project Funding/Financing Total (B)$10,000.00 OILC Loan Amount (A-B)$40,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $40,000.00 Project Category Municipal Roads Infrastructure Project Name F350 w Alum dump body replacement Construction/Purchase Start 11/01/2019 Construction/Purchase End 10/01/2020 Energy Conservation Project Address 1 20 Spruce Street Page 188 of 369 Project Financial Information Required Date Amount Term Type 12/15/2020 $0.00 10 Serial Details of Project Oak Park Subdivision Servicing Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replacement of a F350 Truck with and aluminum dump body Comments and/or Special Requests Project Life Span (Years)10 Project Cost (A)$130,000.00 Other Project Funding / Financing (B): Description Timing Amount taxation Existing $56,500.00 Other Project Funding/Financing Total (B)$56,500.00 OILC Loan Amount (A-B)$73,500.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $0.00 Project Category Municipal Roads Infrastructure Project Name Oak Park Subdivision Servicing Construction/Purchase Start 03/01/2019 Construction/Purchase End 11/01/2020 Page 189 of 369 Project Financial Information Required Date Amount Term Type 07/01/2002 $115,000.00 5 Serial Details of Project Columbaria Energy Conservation Project Address 1 Oak Park Subdivision Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Installing municipal infrastructure/services Comments and/or Special Requests Project Life Span (Years)50 Project Cost (A)$115,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$115,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $115,000.00 Project Category Municipal Other Infrastructure Work Type Others Other Description Columbaria Project Name Columbaria Construction/Purchase Start 01/01/2020 Page 190 of 369 Project Financial Information Required Date Amount Term Type 09/01/2020 $36,000.00 25 Serial Details of Project 420D Backhoe No 86 Replacement Construction/Purchase End 09/01/2020 Energy Conservation Project Address 1 191-193 Simcoe Street Project Address 2 City / Town Tillsonburg ` Province ON Postal Code Description Purchase 1 new 96 niche columbaria column and 2 new niche pedestal columbaria Comments and/or Special Requests Project Life Span (Years)50 Project Cost (A)$36,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$36,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $36,000.00 Project Category Municipal Roads Infrastructure Project Name 420D Backhoe No 86 Replacement Construction/Purchase Start 04/01/2020 Page 191 of 369 Project Financial Information Required Date Amount Term Type 09/01/2020 $130,000.00 10 Serial Details of Project Cable Trailer No 233 Replacement Construction/Purchase End 09/01/2020 Energy Conservation Project Address 1 20 Spruce St Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replacement of off road equipment 420D backhoe Comments and/or Special Requests Project Life Span (Years)12 Project Cost (A)$195,000.00 Other Project Funding / Financing (B): Description Timing Amount taxation Existing $65,000.00 Other Project Funding/Financing Total (B)$65,000.00 OILC Loan Amount (A-B)$130,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $130,000.00 Project Category Municipal Other Infrastructure Work Type Others Page 192 of 369 Project Financial Information Required Date Amount Term Type 09/01/2020 $10,000.00 5 Serial Details of Project Hydro Utility Van Other Description Hydro Project Name Cable Trailer No 233 Replacement Construction/Purchase Start 03/01/2020 Construction/Purchase End 07/01/2020 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replacement of light duty cable trailer Comments and/or Special Requests Project Life Span (Years)15 Project Cost (A)$10,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$10,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $10,000.00 Page 193 of 369 Project Financial Information Required Date Amount Term Type 09/01/2020 $40,000.00 5 Serial Project Category Municipal Other Infrastructure Work Type Others Other Description Hydro Project Name Hydro Utility Van Construction/Purchase Start 02/01/2020 Construction/Purchase End 06/01/2020 Energy Conservation Project Address 1 20 Spruce Stree Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Purchase of light duty utility van Comments and/or Special Requests Project Life Span (Years)8 Project Cost (A)$40,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$40,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Page 194 of 369 Details of Project 1 Ton w Dump Body Project Financial Information Long-term Borrowing Total $40,000.00 Project Category Municipal Roads Infrastructure Project Name 1 Ton w Dump Body Construction/Purchase Start 03/01/2020 Construction/Purchase End 07/01/2020 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Purchase of light duty utility van Comments and/or Special Requests Project Life Span (Years)10 Project Cost (A)$75,000.00 Other Project Funding / Financing (B): Description Timing Amount taxation Existing $37,500.00 Other Project Funding/Financing Total (B)$37,500.00 OILC Loan Amount (A-B)$37,500.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Page 195 of 369 Required Date Amount Term Type 09/01/2020 $37,500.00 10 Serial Details of Project SCBA Replacement Project Financial Information Long-term Borrowing Total $37,500.00 Project Category Municipal Other Infrastructure Work Type Fire Project Name SCBA Replacement Construction/Purchase Start 04/01/2020 Construction/Purchase End 06/01/2020 Energy Conservation Project Address 1 80 Concession St E Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replacement of existing self contained breathing apparatus Comments and/or Special Requests Project Life Span (Years)10 Project Cost (A)$250,000.00 Other Project Funding / Financing (B): Description Timing Amount reserves Existing $100,000.00 Other Project Funding/Financing Total (B)$100,000.00 Page 196 of 369 Required Date Amount Term Type 09/01/2020 $150,000.00 10 Serial Details of Project Radio Upgrade Project Financial Information OILC Loan Amount (A-B)$150,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $150,000.00 Project Category Municipal Other Infrastructure Work Type Fire Project Name Radio Upgrade Construction/Purchase Start 04/01/2020 Construction/Purchase End 06/01/2020 Energy Conservation Project Address 1 80 Concession St E Project Address 2 City / Town Tillsonburg Province ON Postal Code Description To upgrade the fire dispatch radio console to move from our current system of 24 channels to 40 Comments and/or Special Requests Project Life Span (Years)10 Project Cost (A)$38,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 Page 197 of 369 Required Date Amount Term Type 06/01/2020 $38,000.00 10 Serial Details of Project Hwy 3 Business Park Hwy 3 widening Project Financial Information OILC Loan Amount (A-B)$38,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $38,000.00 Project Category Municipal Roads Infrastructure Project Name Hwy 3 Business Park Hwy 3 widening Construction/Purchase Start 07/09/2018 Construction/Purchase End 10/11/2019 Energy Conservation Project Address 1 Clearview Dr & Hwy #3 Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Hwy 3 Business Park - Hwy 3 widening for industrial park Comments and/or Special Requests Project Life Span (Years)40 Project Cost (A)$1,033,446.00 Other Project Funding / Financing (B): Description Timing Amount Page 198 of 369 Required Date Amount Term Type 07/01/2020 $0.00 20 Serial Details of Project Van Norman Innovation Park Phase 2 general reserves Existing $951,073.00 Other Project Funding/Financing Total (B)$951,073.00 OILC Loan Amount (A-B)$82,373.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $0.00 Project Category Municipal Other Infrastructure Work Type Others Other Description Industrial Lands Project Name Van Norman Innovation Park Phase 2 Construction/Purchase Start 05/25/2020 Construction/Purchase End 11/30/2020 Energy Conservation Project Address 1 Clearview Dr & Hwy #3 Project Address 2 City / Town Tillsonburg Province ON Postal Code Description To purchase land along Highway 3 and convert into industrial park Comments and/or Special Requests Project Life Span (Years)25 Page 199 of 369 Project Financial Information Required Date Amount Term Type 07/01/2020 $1,750,000.00 25 Serial Details of Project Hwy 3 Bus Park SWM Facility Phase 1 Project Cost (A)$1,750,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$1,750,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $1,750,000.00 Project Category Municipal Other Infrastructure Work Type Others Other Description Industrial Lands Project Name Hwy 3 Bus Park SWM Facility Phase 1 Construction/Purchase Start 04/01/2020 Construction/Purchase End 12/31/2020 Energy Conservation Project Address 1 Clearview Dr & Hwy #3 Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Storm water pond for the Van Norman Innovation Park Comments and/or Special Requests Page 200 of 369 Project Financial Information Required Date Amount Term Type 07/01/2020 $438,000.00 25 Serial Details of Project Hwy 3 Clearview Dr Extension Phase 1 Project Life Span (Years)40 Project Cost (A)$565,000.00 Other Project Funding / Financing (B): Description Timing Amount reserves Existing $127,000.00 Other Project Funding/Financing Total (B)$127,000.00 OILC Loan Amount (A-B)$438,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $438,000.00 Project Category Municipal Other Infrastructure Work Type Others Other Description Industrial Park Development Project Name Hwy 3 Clearview Dr Extension Phase 1 Construction/Purchase Start 04/01/2020 Construction/Purchase End 12/31/2020 Energy Conservation Project Address 1 Clearview Dr & Hwy #3 Intersection Project Address 2 City / Town Tillsonburg Province ON Postal Code Description New road constructed in to Van Norman Innovation Park Comments and/or Special Requests Page 201 of 369 Project Financial Information Required Date Amount Term Type 01/15/2021 $0.00 25 Serial Debt and Re-payments Summary Non Re-payments of Loans or Debenture OILC Loan Repayment Information Project Life Span (Years)40 Project Cost (A)$1,650,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$1,650,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $0.00 Has there been any new/undisclosed debt acquired since last FIR was submitted? Yes No Please describe any re-financing plans for any existing "interest only" debt, if applicable. In the last 10 years, has the borrower ever failed to make a loan payment or debenture repayment on time to any lender, including the Provincial Government? If yes, please provide details. Please indicate the source(s) of revenue you plan to use to repay the OILC Loan Taxation 5.00 User Fees 95.00 Service Charges 0.00 Development Charges 0.00 Connection Fees 0.00 Repayment Subsidies 0.00 Other Page 202 of 369 Documentation and Acknowledgements Please ensure all required documents are submitted with the signed application. OILC requires originals as noted below to be mailed or couriered. Also, please retain a copy of all documents submitted to OILC for your records. To obtain templates for documents see listed below. Loan Application Signature Page signed and dated by the appropriate individual (original to be submitted) Certificate and sealed copy of OILC template By-law authorizing project borrowing and applying for a loan (original with seal) Certificate of Treasurer Regarding Litigation using the OILC template (original, signed & sealed) Updated Certified Annual Repayment Limit Calculation (original) I acknowledge and agree that all of the above referenced documents must be submitted in the form required by OILC and understand that the application will not be processed until such documents have been fully completed and received by Infrastructure Ontario. Please note: OILC retains the right to request and review any additional information or documents at its discretion. Confidential Information OILC is an institution to which the Freedom of Information and Protection of Privacy Act (Ontario) applies. Information and supporting documents submitted by the Borrower to process the loan application will be kept secure and confidential, subject to any applicable laws or rules of a court or tribunal having jurisdiction. Infrastructure Ontario This site is maintained by Infrastructure Ontario, a Government of Ontario crown agency. Privacy | Important Notices | info@infrastructureontario.ca Copyright © Queen’s Printer for Ontario, 2020 | Accessibility Total 100.00% Page 203 of 369 Page 1 of 3 Subject: Fire Communications Agreement Revision – Mulmur/Melancthon Fire Department Report Number: FRS 20-09 Author: Brad Lemaich, Fire Chief / CEMC Meeting Type: Council Meeting Meeting Date: Monday, July 13, 2020 RECOMMENDATION THAT Council receives Report FRS 20-09 Fire Communications Agreement Revision– Mulmur/Melancthon Fire Department for information; AND THAT Council authorizes the Mayor and Clerk to enter into a revised agreement with the Mulmur/Melancthon Fire Board for the provision of Fire Dispatch and Communications services. BACKGROUND Town of Tillsonburg council previously approved an agreement that was then forwarded to the Mulmur/Melancthon Fire Board for their approval. This was done in this order to assist the Mulmur/Melancthon Fire Board secure an agreement for dispatch services that met the required timeline for a smooth transition to our customer base. Once forwarded to the Mulmur/Melancthon Fire board for approval, the board requested some minor language clarifications, and a slight adjustment to the date that the annual COLA adjusted price increase would be applied each year. DISCUSSION Once in receipt of the proposed agreement the Mulmur/Melancthon Fire Board requested a further cost breakdown showing what the base per-capita costs would be once the initial three (3) year term is completed. We added this base costing to the previous agreement, along with language that clarifies that at the renewal stage Next Gen 911 capital costs would be factored in to their pricing structure. They also requested that the annual cost of living adjustment (COLA) be effective August 1st each year rather than April 15th as originally proposed. August 1st is the effective date of the agreement. The revised agreement presented for approval has been signed and returned by the Township of Mulmur and the Township of Melancthon. Page 204 of 369 FRS 20-09 Page 2 of 3 The terms of this agreement do not extend to the implementation timeframe of Next Generation 911, so there is no assigned cost recovery in this agreement. The Mulmur/Melancthon Fire Board is aware that if they extend the agreement that Next Generation 911 will have capital costs associated to each customer based on a cost recovery model. Staff has committed to keeping all customers up to date with expected capital upgrade costs so we can all plan accordingly for the implementation of Next Generation 911 expected in March 2024. FINANCIAL IMPACT/FUNDING SOURCE Staff has been working to ensure that any new agreements and renewals reflect the actual costs incurred by the Corporation of the Town of Tillsonburg. All capital costs associated with this project will be recovered by the Town of Tillsonburg over the duration of the agreement, and actual operating costs will be positively impacted. This adjustment of the COLA application date has a maximum net impact of $61.25 to our calculated revenue realized from this agreement. All capital costs for this project will be paid by the Mulmur/Melancthon Fire Board over the life of the agreement. As recommended, the costs will be debt financed with the annual revenue received paying the principal and interest with a debt term matching the agreement term of three (3) years. 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 – Previously approved Township of Mulmur / Township of Melancthon Dispatch Services agreement. Appendix B – Revised agreement. Page 205 of 369 FRS 20-09 Page 3 of 3 Report Approval Details Document Title: FRS 20-09 Revised Fire Communications Agreement - Mulmur.docx Attachments: - MMFD Agreement.pdf - Revised MMFD Agreement.pdf Final Approval Date: Jul 7, 2020 This report and all of its attachments were approved and signed as outlined below: Sheena Pawliwec - Jun 26, 2020 - 1:22 PM Kyle Pratt - Jul 7, 2020 - 2:14 PM Michelle Smibert - Jul 7, 2020 - 6:32 PM Page 206 of 369 Page 207 of 369 Page 208 of 369 Page 209 of 369 Page 210 of 369 Page 211 of 369 Page 212 of 369 Page 213 of 369 Page 214 of 369 Page 215 of 369 Page 216 of 369 Page 217 of 369 Page 218 of 369 THIS AGREEMENT, dated this ______ day of _______, 2020 B E T W E E N THE CORPORATION OF THE TOWN OF TILLSONBURG (hereinafter "the Town of Tillsonburg" ) - and - THE MULMUR-MELANCTHON FIRE BOARD (hereinafter “The Mulmur- Melancthon Fire Board”) Page 219 of 369 WHEREAS: 1. Pursuant to the provisions of the Municipal Act, S.O. 1991, c. 25, as amended, the parties have enacted By-laws to authorize an agreement between the parties; 2. The Fire Protection and Prevention Act, S.O. 1997, c. 4, as amended, authorizes a municipality to provide and/or receive fire protection services to or from other municipalities; 3. The Town of Tillsonburg operates fire protection services and holds fire protection assets including fire communications personnel and equipment suitable to meet municipal responsibilities required by the Fire Protection and Prevention Act, through a fire department situated within the Town of Tillsonburg; 4. The Town of Tillsonburg has agreed to provide such Fire Communications services to the Township of Mulmur-Melancthon Fire Board NOW THEREFORE, in consideration of the mutual covenants and agreements herein contained, the parties agree as follows: Services Provided: 5. The Town of Tillsonburg shall supply fire communications services to the Mulmur-Melancthon Fire Board the particulars of which are as described in Schedule "A" to this agreement. 6. The fire communications services provided by the Town of Tillsonburg shall comply with the Standard Operating Guidelines, which regulate the operation and maintenance of the Tillsonburg Fire & Rescue Services Fire Communications. Consideration: 7. The Mulmur-Melancthon Fire Board shall pay fees to the Town of Tillsonburg as described in Schedule "B" to this agreement. Page 220 of 369 Page3of11 Term: 8. This agreement shall remain effective for a period of three years from the date of signature. If not expressly renewed in writing or supplanted by a succeeding agreement, this Agreement shall be deemed to have been automatically renewed for a period of indefinite duration unless and until one of the parties provides written notice of termination as contemplated in paragraph nine below. 9. Notwithstanding the provisions of paragraph eight above, any of the parties may withdraw from this Agreement upon providing twelve months written notice to the other parties (hereinafter “the party or parties withdrawing”). Service Commencement Date: 10. The Town of Tillsonburg shall provide fire communications services in accordance with this agreement effective on August 1, 2020. Indemnity and Limitation of Liability: 11. The parties agree to indemnify and save each other harmless, along with their respective councillors, officers, employees and agents from any liability, action, claim, loss, damage, payment, cost, fine, fine surcharge, recovery or expense, including assessable legal fees arising out of the performance of their respective obligations under this Agreement, save and except in respect of any liability, action, claim, loss, damage, payment, cost, fine, fine surcharge, recovery or expense, including assessable legal fees, directly attributable to, arising from, or caused by the negligence or breach of contractual obligation hereunder by any party hereto. 12. Notwithstanding that set forth in paragraph eleven above, the parties agree that no party or parties shall be held responsible for damages caused by delay or failure to perform its or their undertakings under the terms of the agreement when the delay or failure is due to fires, strikes, floods, acts of God or the Queen’s enemies, lawful acts of public authorities, or delays or defaults caused by common carriers which cannot reasonably be foreseen or provided against. 13. Notwithstanding any other provision in this contract or any applicable statutory provisions, none of the parties shall be liable to any other party for special or consequential damages or damages for loss of use arising directly or indirectly from any breach of this contract, fundamental or otherwise, or from any tortious acts or omissions of their respective employees or agents, save and except when Page 221 of 369 Page4of11 such damages or losses are directly attributable to, arise from, or are caused by the breach of contractual obligation, fundamental or otherwise, or from any tortious acts, including negligence, by any party or parties hereto, including its or their respective employees or agents. Without limiting the generality of the foregoing, the parties specifically agree that the Town of Tillsonburg shall not be liable for any damages arising as a result of any injury or damage caused or sustained by personnel, apparatus, or equipment of the fire department of the Mulmur- Melancthon Fire Board while engaged in the provision of fire protection services. Nothing in this provision shall be interpreted to affect or interfere with the right of any of the parties to take action to enforce the terms of this Agreement. 14. The parties hereto agree that no provision herein, or any part thereof, shall be interpreted or act so as to affect, restrict, prohibit, or interfere with the right of any party or parties hereto, either individually or in combination, to demand or otherwise take action or commence proceedings to enforce the terms of this Agreement. Amendment: 15. The parties may amend this agreement from time to time by further written memorandum. 16. Should any of the parties wish to amend the terms of this agreement, it shall provide a minimum of thirty days written notice to the other party of the proposed terms of amendment. Dispute Resolution: 17. In the event that a dispute arises or disputes arise between the parties which cannot be resolved, the parties shall submit the dispute or disputes to arbitration using the procedure set out in the Municipal Arbitrations Act, R.S.O. 1990, c. M - 48, as amended. 18. In the event that a dispute or disputes is submitted for arbitration, the decision or decisions of the arbitrator shall be final and binding upon the parties to this agreement. 19. In the event that arbitration cannot be conducted using the procedure set out in the Municipal Arbitrations Act, the parties shall select a single arbitrator, and in the absence of agreement on an arbitrator, the arbitrator shall be nominated by a Page 222 of 369 Page5of11 justice of the Superior Court of Justice of the Ontario Courts under the procedure set out in the Arbitration Act, S.O. 1991, c. 17, as amended. General Provisions: 20. This agreement is not assignable without the written consent of the parties. A ny attempt to assign any of the rights, duties or obligations of this agreement without written consent is void. 21. This agreement shall not be in force, or bind any of the parties, until executed by all the parties named in it. 22. This agreement shall take effect upon its execution by the authorized representative or representatives of the Town of Tillsonburg and the Mulmur- Melancthon Fire Board. 23. Any notice under this agreement shall be sufficiently given by personal delivery or by registered letter, postage prepaid and mailed in a Canadian post office, addressed, in the case of notice to the Town of Tillsonburg, to the municipal offices of the Corporation of the Town of Tillsonburg and, in the case of notice to any of the Mulmur-Melancthon Fire Board, to the respective municipal office of the Mulmur-Melancthon Fire Board, or to any other address as may be designated in writing by the parties, and the date of receipt of any notice by mailing shall be deemed conclusively to be ten days after the mailing. 24. No change or modification of this agreement (including the schedules to this agreement) shall be valid unless it be in writing and signed by each party. 25. The Town of Tillsonburg and the Mulmur-Melancthon Fire Board agree that no representation, statement or agreement, other than those set out in this agreement, shall be binding upon the parties unless expressed in writing, signed by an authorized representative or by authorized representatives of each and purporting to be expressed in modification of this agreement. 26. The parties agree that each of them shall, upon reasonable written request of the other, do or cause to be done all further lawful acts, deeds and assurances whatever for the better performance of the terms and conditions of this agreement. 27. It is intended that all provisions of this agreement shall be fully binding and Page 223 of 369 Page6of11 effective between the parties, but in the event that any particular provision or provisions or a part of one is found to be void, voidable or unenforceable for any reason whatever, then the particular provision or provisions or part of the provision shall be deemed severed from the remainder of this agreement and all other provisions shall remain in full force. 28. This agreement shall be governed by and construed in accordance with the laws of the Province of Ontario. 29. Subject to the restrictions on transfer and assignment, this agreement shall endure to the benefit of and be binding on the parties and their respective successors and assigns. Page 224 of 369 Page 225 of 369 Page8of11 SCHEDULE “A” The Town of Tillsonburg shall provide the following services and facilities: 1. A 24 hour, seven days a week, 365 days a year answering service, alert paging service and base radio communications dispatch service fully integrated with a Computer Aided Dispatch (CAD) system. 2. A base station manufactured and installed to industry standards complete with the Mulmur-Melancthon Fire Board Fire Department Dispatch frequency. The Town of Tillsonburg shall operate and maintain these services and facilities from two primary public safety communications consoles located in a municipally owned building at 80 Concession Street, East, Tillsonburg. The building shall be equipped with an automatic transfer emergency generator. In the event of system maintenance and/or upgrades, all parties affected shall be granted prior notification when possible. 3. An emergency (third) backup base station manufactured and installed to industry standards complete with the Mulmur-Melancthon Fire Board Fire Department Dispatch frequency. The Town of Tillsonburg shall operate and maintain these services and facilities from a public safety communications console located in a municipally owned building at 10 Lisgar Ave, Tillsonburg. The building shall be equipped with an automatic transfer emergency generator. In the event of system maintenance and/or upgrades all parties affected shall be granted prior notification when possible. 4. Answering, alerting and radio communications dispatch equipment shall be staffed continuously by personnel trained to the core competencies outlined in Ontario Fire Service Communicators Standard and the National Fire Protection Association (NFPA) 1061 Standard for Professional Qualifications for Public Safety Telecommunicators. 5. Transmission of information shall be seamless from when the information is received from the Public Safety Answering Point (PSAP) until the time an emergency is terminated by the Incident Commander and shall be provided in accordance with the time targets specified within NFPA 1221. Seamless is defined to mean without interruption and continuously from the initial call until the satisfactory resolution of the incident. 6. All emergency incident information shall be logged on the CAD system by the communicator and all telecommunications shall be captured on a digital voice recorder. At the completion of the event a detailed incident report shall be collated and forwarded to the Mulmur-Melancthon Fire Board Fire Department via email or other means as arranged between the parties within four hours of termination of Page 226 of 369 Page9of11 command. All audio transmissions shall be recorded from licensed dispatch channels and dedicated phone lines and shall be available to the Mulmur-Melancthon Fire Board Fire Department upon request as arranged between the parties. Recordings shall be made on non-interruptible, non-erasable media. All records including digital voice recordings shall be maintained for a period of two years. 7. Upon the request of the Incident Commander for any additional resources or to relay emergent messaging to other persons, the fire communicator shall relay such requests in a prioritized fashion via telecommunications equipment and shall report confirmation of same to the Incident Commander. 8. Testing of paging system equipment shall be provided as arranged by the parties. 9. The Mulmur-Melancthon Fire Board Fire Department shall provide the following without cost to the Town of Tillsonburg: a. All GIS mapping for its protection area / response zone boundaries. b. All radio transmitting and receiving equipment, licensing and maintenance of same external to the boundary of the Town of Tillsonburg. c. Routing of Emergency 911 telecommunications from the Public Safety Answering Point (PSAP) and the Central Ambulance Communications Center (CACC) as required to meet the approved fire protection services provided by the Municipality for its fire protection area / response zone boundaries inclusive of all required ANI/ALI, GIS mapping and all site location information so that it is seamlessly transmitted to the Secondary Public Safety Answering Point (SPSAP) serving the Tillsonburg Fire Communications Division. d. The Town of Tillsonburg assumes no responsibility with respect to quality of the data received in sections 9.a., 9.b. and 9.c. Page 227 of 369 Page10of11 SCHEDULE “B” FEES TO BE PAID BY THE MULMUR-MELANCTHON FIRE BOARD TO THE TOWN OF TILLSONBURG 1. The Fee Structure contained within this Agreement is predicated upon the contractual participation of the Mulmur-Melancthon Fire Board for a period of not less than three (3) years starting August 1, 2020. 2. The Mulmur-Melancthon Fire Board Fire Department shall pay to the Town of Tillsonburg an annual fee of $5.19 plus tax (if applicable) per resident person residing within the response area of the Townships of Mulmur & Melancthon. Quantification shall be based upon the most current Canada census report. For 2020, the population dispatched is 2100. As of August 1,2023, the annual rate shall be $2.76 plus tax (if applicable) per resident residing within the response area of the Townships of Mulmur & Melancthon, and subject to the rate increase of Cost of Living Adjustment (COLA), if any, effective from August 1, 2020 to July 21, 2023, as calculated pursuant to paragraph 3 herein, and subject to any costs associated to implement Next Generation 911 services for the portions of the Townships of Mulmur and Melancthon serviced by the Mulmur/Melancthon Fire Department pursuant to paragraph 6 herein. 3. The Mulmur-Melancthon Fire Board shall pay an annual adjustment for years two (2) and three, effective on August 1st of each year. The adjustment shall be based on the year to year unadjusted Consumer Price Index (CPI) (CPI Index-All Items – Ontario) published by Statistics Canada, to a maximum of 5% each year as of April 15th, of each year. 4. The Mulmur-Melancthon Fire Board shall tender payment to the Town of Tillsonburg in quarterly installments, to be invoiced by the Town of Tillsonburg four (4) times each year to the Township of Mulmur Melancthon. 5. The Mulmur-Melancthon Fire Board may extend the term of this agreement by one (1) or two (2) years. The Mulmur-Melancthon Fire Board shall pay an annual adjustment for years four (4) and five (5), effective on August 1st of each year. The adjustment shall be based on the year to year unadjusted Consumer Price Index (CPI) (CPI Index- All Items – Ontario) published by Statistics Canada, to a maximum of 5% each year, as of April 15th, of each year. Page 228 of 369 Page11of11 6. The Mulmur-Melancthon Fire Board agrees to pay for costs associated with implementing Next Generation 911 services for the Township of Mulmur Melancthon. These fees will be based on a cost recovery / per capita model if the Mulmur-Melancthon Fire Board is under contract when Next Generation 911 is implemented in Tillsonburg FireComm. The Town of Tillsonburg will work closely with all stakeholders to keep them apprised of anticipated costs and dates. Page 229 of 369 Page 1 of 4 Subject: Results for RFT 2020-009 Langrell to Broadway Watermain Looping Report Number: OPS 20-26 Author: Shayne Reitsma, P.Eng., Manager of Engineering Meeting Type: Council Meeting Meeting Date: Monday, July 13, 2020 RECOMMENDATION THAT Council receive Report OPS 20-26, Results for RFT 2020-009 Langrell to Broadway Watermain Looping; AND THAT Council award Tender RFT 2020-009 to Euro Ex Construction of Woodstock, ON at a cost of $77,686.64 (net HST included), the lowest bid received satisfying all Tender requirements. BACKGROUND Tenders were issued on June 10th 2020 for the Langrell to Broadway Watermain Looping with fifteen (15) plan takers and a total of eight (8) bids received by the closing date of June 30th 2020 with the lowest bid from Euro Ex Construction. of Woodstock, Ontario at a cost of $ 77,686.64 (net HST included). DISCUSSION The Langrell to Broadway Watermain Looping project extends between two streets, Vienna Road (Highway 19) across from Sobeys to Langrell Ave for approximately 130m, as shown in Figure 1. This project involves the construction of new watermain and as well as any required boulevard and driveway restoration . The installation of the watermain looping will create a balanced pressure zone within the system The tender was advertised on the Tillsonburg website, the Tillsonburg News, Ebid Solutions and on Biddingo. Results of the tender are summarized below: Bidder Location Bid Amount 1. Euro Ex Construction Woodstock, ON $ 77,686.64 2. Elgin Construction St.Thomas, ON $ 95,222.35 3. Gedco Excavating Brantford, ON $ 116,579.44 4. H.E Construction Thamesville, ON $128,980.80 5. GW-EX Inc. Mt.Brydges, ON $133,693.20 6. Viewcon Construction Woodstock, ON $140,747.84 Page 230 of 369 OPS 20-08 Page 2 of 4 7. Avertex Amaranth, ON $180,364.51 8. J-AAR Excavating London, ON $231,648.80 The above bids include net HST of 1.76%. Reference checks for Euro Ex Construction returned satisfactory. CONSULTATION An information letter will be hand delivered to all directly affected property owners advising of the reconstruction project and that a drawing set is available for public viewing at the Town of Tillsonburg Corporate Office between regular bu siness hours of 8:00 AM to 4:00 PM for a 30 day period. Any planned full roadway or lane closures in order to facilitate the work will be kept to a minimum and communicated to affected property owners in advance. Property owners in the construction area will also be notified of the overall construction schedule and potential impacts prior to, and during the course of construction, as necessary. FINANCIAL IMPACT/FUNDING SOURCE The 2020 capital project budget of $78,000 is funded through Oxford County. 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 231 of 369 Page 3 of 4 Page 232 of 369 OPS 20-08 Page 4 of 4 Report Approval Details Document Title: OPS 20-26 Results for RFT 2020-009 Langrell to Broadway Watermain Looping.docx Attachments: Final Approval Date: Jul 7, 2020 This report and all of its attachments were approved and signed as outlined below: Sheena Pawliwec - Jul 2, 2020 - 2:14 PM Kyle Pratt - Jul 7, 2020 - 1:48 PM Michelle Smibert - Jul 7, 2020 - 1:50 PM Page 233 of 369 Page 1 of 5 Subject: Results for RFT 2020-005 Rolling Meadows Reconstruction Phase 1 of 2 Report Number: OPS 20-27 Author: Shayne Reitsma, P.Eng., Manager of Engineering Meeting Type: Council Meeting Meeting Date: Monday, July 13, 2020 RECOMMENDATION THAT Council receive Report OPS 20-27, Results for RFT 2020-005 Rolling Meadows Reconstruction Phase 1 of 2; AND THAT Council award Tender RFT 2020-005 to Euro Ex Construction of Woodstock, ON at a cost of $1,042,559.41 (net HST included), the lowest bid received satisfying all Tender requirements. BACKGROUND Tenders were issued on June 10th 2020 for the Rolling Meadows Reconstruction Phase 1 of 2 with Twenty (20) plan takers and a total of Five (5) bids received by the closing date of June 30th 2020 with the lowest bid from Euro Ex Construction of Woodstock, Ontario at a cost of $ 1,042,559.41 (net HST included). DISCUSSION The Rolling Meadows Reconstruction Phase 1 of 2 project extends across two streets, Falcon Road from North Street to Tanager Drive for approximately 115m and Tanager Drive from Owl Drive (West) to Canary Street for approximately 350m , as shown in Figure 1. This project involves the construction of new gravity sanitary sewer, storm sewer repairs, new watermain, new asphalt road surface paving, curb and sidewalk as well as any required boulevard and driveway restoration. The tender was advertised on the Tillsonburg website, the Tillsonburg News, Ebid Solutions and on Biddingo. Results of the tender are summarized below: Bidder Location Bid Amount 1. Euro Ex Construction Woodstock, ON $ 1,042,559.41 2. Bre-Ex Construction London, ON $ 1,439,663.39 3. Viewcon Construction Woodstock, ON $ 1,529,616.67 4. J-AAR Excavating London, ON $ 1,724,016.41 5. Amico Infrastructure Cambridge, On $ 1,964,900.59 Page 234 of 369 OPS 20-27 Page 2 of 5 The above bids include net HST of 1.76%. The bids also include a $55,000 contingency allowance for material testing and any unforeseen expenses encountered during construction. Reference checks for Euro Ex Construction returned satisfactory. In working in conjunction with Tillsonburg Hydro Inc (THI) and their spring 2021 project within the same construction limits this contract includes the surface asphalt, sidewalk and sod to be completed spring/summer of 2021. CONSULTATION An information letter will be hand delivered to all directly affected property owners advising of the reconstruction project and that a drawing set is available for public viewing by appointment only at the Town of Tillsonburg Corporate Office between regular business hours of 8:00 AM to 4:00 PM for a 30 day period. Any planned full roadway or lane closures in order to facilitate the work will be kept to a minimum and communicated to affected property owners in advance. Property owners in the construction area will also be notified of the overall construction schedule and potential impacts prior to, and during the course of construction, as necessary. FINANCIAL IMPACT/FUNDING SOURCE The 2020 capital project budget of $700,000 is funded through a combination of $495,000 in Gas Tax, $171,000 in OCIF Grant funding and $34,000 in Asset Management Reserves. The Towns portion of contracted items is $507,949.28 (net HST) within the approved 2020 budget amount. The total tendered price for the County’s portion of contract items is $534,610.13 (net HST). 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 Page 235 of 369 OPS 20-27 Page 3 of 5 4. Culture and Community ☐ Promote Tillsonburg as a unique and welcoming community ☐ Provide a variety of leisure and cultural opportunities to suit all interests ☐ Improve mobility and promote environmentally sustainable living Page 236 of 369 Page 4 of 5 Page 237 of 369 OPS 20-27 Page 5 of 5 Report Approval Details Document Title: OPS 20-27 Results for RFT 2020-005 Rolling Meadows Reconstruction Phase 1 of 2.docx Attachments: Final Approval Date: Jul 8, 2020 This report and all of its attachments were approved and signed as outlined below: Sheena Pawliwec - Jul 2, 2020 - 2:17 PM Kyle Pratt - Jul 7, 2020 - 1:40 PM Michelle Smibert - Jul 8, 2020 - 4:19 PM Page 238 of 369 Page 1 of 3 Subject: Policy 11-006 T:GO Advertising Policy Report Number: OPS 20-28 Author: Alex Piggott, C.E.T. CRS-S Meeting Type: Council Meeting Meeting Date: Monday, July 13, 2020 RECOMMENDATION THAT Council receive Report OPS 20-28, Policy 11-006 T:GO Advertising Policy; AND THAT a By-Law to adopt a T:GO Advertising Policy, be brought forward for Council’s consideration. BACKGROUND The Town of Tillsonburg operates a conventional transit service within the boundaries of the Town of Tillsonburg and will be providing an Inter-Community transit service as part of the Community Transportation Grant Program. Advertising on the buses is a potential source of revenue that is mutually beneficial for economic development and recovery and the operation of the T:GO transit service. Staff is recommending that this policy be adopted. DISCUSSION This policy is to be used as a means of providing advertising opportunities for businesses on the buses. It will ensure that advertising meets the Canadian Code of Advertising Standards. Through our collaboration efforts with other Inter Community transit services, we plan to jointly procure an advertising company that will work with both local businesses and national account advertisers to provide revenue generating advertising on the buses. The terms of the adverting proposal will be that preference is to be given to local businesses and the costs associated with soliciting advertisements, placement and removal of advertisements will be at the cost of the advertising company. Attached is a drawing of the vehicle showing the most co mmon bus advertising available. There are many different styles of bus ads available and staff will consider the placement of these ads in consultation with the advertising company that meet this policy. CONSULTATION Page 239 of 369 OPS 20-28 Page 2 of 3 The draft of this policy was reviewed with the Tillsonburg Transit Advisory Committee and updated as per the comments received. Staff consulted with our service provider to ensure the placement of advertisements will not affect the operation of their buses. The service contract permits the Town to place advertising on the buses. FINANCIAL IMPACT/FUNDING SOURCE The Inter-Community service is funded through an agreement with the Minister of Transportation. The In-Town T:GO service is funded through fares, Gas Tax Funding and Municipal taxation. Providing advertising space is an additional source of revenue for both the Inter- Community service and the In-Town T:GO service. This additional revenue will reduce the funding required through taxation for the operation of the service. Providing advertising space on the buses will assist businesses with economic recovery by providing an opportunity to promote their businesses within the service area. 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 – Policy 11-006: T:GO Advertising Policy Appendix B – Potential advertising space available Page 240 of 369 OPS 20-28 Page 3 of 3 Report Approval Details Document Title: OPS 20-28 Policy 11-006 TGO Advertising Policy.docx Attachments: - OPS 20-28 Policy 11-006 TGO Advertising Policy Report.docx - Advertising Policy.docx - 17-24465 FORD CRHWC interim intown bus with ad space shown.pdf Final Approval Date: Jul 8, 2020 This report and all of its attachments were approved and signed as outlined below: Sheena Pawliwec - Jun 26, 2020 - 4:36 PM Kyle Pratt - Jul 7, 2020 - 2:36 PM Michelle Smibert - Jul 8, 2020 - 7:26 AM Page 241 of 369 Page 1 of 7 TRANSPORATION Policy 1 1 -006 : T:GO Advertising Policy Approval Date: July 13, 2020 Approval Authority: Council, By-Law 2020-___ Effective Date: August 01, 2020 Next Scheduled Review Year: 2025 Department: Operations Services Last reviewed: Revision Date/s: Schedules: POLICY STATEMENT The Town of Tillsonburg welcomes and encourages advertising. All advertising shall be consistent with the Town of Tillsonburg’s vision, mission, and values, and will not compromise or contradict any by-law or policy of the Town, or negatively reflect on the Town’s reputation or public image. The T:GO Advertising Policy is based on providing guidance on acceptable advertising to be posted on transit vehicles operating under contract with the Town of Tillsonburg. The Town is guided by the general principles embodied in the Canadian Code of Advertising Standards, in determining the acceptance of advertising. The Town will not accept advertising of questionable taste or which is irritating in its content or method of presentation. Advertising must not condone any form of personal discrimination, including discrimination on a prohibited ground pursuant to the Canadian Human Rights Act and the Province of Ontario’s Human Rights Code. Advertising, including advertising of a political or a religious nature, is permitted provided that it meets the requirements of these Standards and of generally accepted Page 242 of 369 11-006 Page 2 of 7 advertising standards, including the Canadian Code of Advertising Standards. However, all political advertising will indicate that the advertisement is paid for by a party or candidate so as to avoid giving the impression that the Town is supporting a given party or candidate. The Canadian Charter of Rights and Freedoms guarantees everyone the rights and freedoms set out therein, including the right to freedom of expression. In a 2009 court decision, the Supreme Court of Canada ruled that a public transit agency is subjec t to the Charter in its role as the host of the advertising. In choosing to accept advertising on T:GO vehicles, the Town must not limit the expression of an Advertiser by refusing an Advertisement except as permitted under Section 1 and/or 2(b) of the Ch arter as applicable. Advertising that promotes the values of the Town of Tillsonburg shall be encouraged to promote: Connected – A strong sense of community, a history of engagement and collaboration, and strong connections to surrounding markets based on a strategic location within Southwestern Ontario. Enriched – A high quality of life evidenced by community centre programs, opportunities to be meaningfully involved, abundance of parks and green spaces, and a rural/ urban influence that combines for a sustainable, comfortable pace. Inspired – An entrepreneurial spirit and strong work ethic with leadership in agri - business and related ventures and a track record of “Made in Tillsonburg” solutions. SCOPE This policy applies to the operation of T:GO Transit for both the In-Town service and the Inter-Community Pilot Project service. DEFINITIONS Advertisement is defined as any message (the content of which is controlled by the Advertiser), or proposed message, with the intent to influence T:GO riders’ choice, opinion or behavior, which message is posted (or is to be posted), and includes Advocacy Advertisements and Election Signs. Advertiser is defined as the entity requesting from the Company to post Advertisements on T:GO operated vehicles or property. Page 243 of 369 11-006 Page 3 of 7 Advertising Standards Canada is the not-for-profit Canadian advertising industry body committed to creating and maintaining community confi dence in advertising and to ensuring the integrity and viability of advertising through industry self -regulation. Advocacy Advertisement is defined as an Advertisement which presents information or a point-of-view that attempts to influence public opinion on specific political, economic or social issues. Applicable Laws is defined as any federal, provincial or municipal law, rule, statute, regulation, by-law (including Town of Tillsonburg by-laws), order, ordinance, protocol, policy, notice, direction, judgment or other requirement issued by any government, board, commission or tribunal, or any court or regulation -making entity, or regulatory authority having jurisdiction over advertising. Applicable laws shall include T :GO policies. For greater clarity, Applicable laws include the Ontario Human Rights Code. Canadian Code of Advertising Standards is the Advertising Standards of Canada Code and is the advertising industry’s principal instrument of advertising self -regulation in Canada administered by Advertising Standards Canada. The Advertising Standards Canada Code sets the criteria for acceptable advertising and forms the basis upon which advertising is evaluated in response to consumer, trade or special interest group complaints. Company is defined as the entity which has contracted with the Town of Tillsonburg for the right to sell advertising space on T:GO Property for the purpose of posting Advertisements. Election Signs is defined as any sign, including an outsider election sign, advertising or promoting a candidate in a federal, provincial or municipal election, including an election of a local board or commission; or a sign intended to influence persons to vote for or against any candidate or any question or bylaw submitted to the electors under Section 8 of the Municipal Elections Act, 1996. Operator is defined as the contractor and their employees operating the service through a contract with the Town of Tillsonburg. Service Area is defined as the Communities served with transit stops including the Town of Tillsonburg. T:GO Property is defined as all lands, facilities, structures, stations and vehicles owned, leased, occupied, maintained or operated on behalf of T:GO. Page 244 of 369 11-006 Page 4 of 7 IMPLEMENTATION PROCEDURE 1. Advertising: The Town encourages advertising that:  Recognizes the changing roles of men and women in today’s society and reflects this in the distribution of labour, the range of occupations shown and the assignment of roles in the workplace and in the home;  Portrays people as they are – of varying ages, appearances, ethnic and cultural heritages;  Portrays people as users, buyers and decision makers, and not as inappropriately dependent upon the product being advertised;  Uses models for other than solely attention getting p urposes, avoiding particularly the display of lightly clothed models whose presence is not relevant to the product being advertised;  Portrays positive body images of people, avoiding the use of extreme and inappropriate postures that inappropriately accentuate one part of the body, thereby fragmenting that part from the total person; and,  Promotes the values and vision of the local economy within the Town of Tillsonburg and surrounding area. The Town will only accept advertising that does not, in the opinion of the Town, disparage any Town service or promote a product by drawing a negative comparison with a Town service, or discourages the use of public transit. In keeping with the Canadian Code of Advertising Standards, in all cases, advertising shall not:  Demean, denigrate, or disparage any identifiable person, group or persons, organization, profession, product or service, or attempt to bring them into any public contempt or ridicule;  Undermine human dignity, or display obvious indifference to, or encourage, gratuitously and without merit, conduct or attitudes that offend the standards of public decency among a significant segment of a population; and, Page 245 of 369 11-006 Page 5 of 7  Appear in a realistic manner to exploit, condone or incite violence, nor appear to condone, encourage or exhibit obvious indifference to unlawful behaviour. Although the Town is guided by the Canadian Code of Advertising Standards, the Town is the sole and final arbiter in all matters relating to advertising acceptance. The Town may refuse, or order removal of any advertising material at any time at its absolute discretion. 2. Disagreement: The following process shall be applied in cases of disagreement between the Company and a potential advertiser:  Potential advertisers shall deal with the Company directly, and the Company shall interpret the policy. If there is disagreement between the Company and a potential advertiser on policy interpretation, the matter may be referred to the Town;  A contract must be signed with the Company before the matter will be considered by the Town. In cases where the content of the ad is in dispute, the contract will be signed “subject to approval” by the Town;  Town staff charged with the responsibility of interpreting and implementing the Town advertising policy may overrule decisions made by the Company. Should a change in policy be requested or a question of policy interpretation be raised by potential advertisers, the Town may become involved, at its discretion. The Town continues to be the sole and final arbiter in all matters relating to Town advertising acceptance. Tobacco and Vaping product Advertisements are not acceptable. Any displays depicting the use of tobacco and vaping or consumption of tobacco or vaping products shall be refused. The Company agrees that advertising is to be accepted based on all current or future policies of acceptable advertising and the Town shall not be held responsible for any loss of advertising business as a result of any changes it shall make in its policy regarding the acceptability of certain types of advertising or individual advertisements. Page 246 of 369 11-006 Page 6 of 7 Advertisements of alcoholic products may b e accepted so long as permitted by law whether Federal, Provincial or Municipal or the Liquor Licencing Board of Ontario. Notwithstanding the above, the Town may at any time, by providing the Company with 90 days advance notice, alter its policy on the ad vertising of alcoholic products. 3. Complaints: A person wishing to make a complaint about an Advertisement posted on T :GO Property may file the complaint with Advertising Standards Canada at www.adstandards.com Should the Operator or the Town receive a complaint of an Advertisement posted on T:GO Property, the Operator and the Town shall direct the complainant to file the complaint with A dvertising Standards Canada at www.adstandards.com In the event that Advertising Standards Canada determines that a complaint in not within its mandate to investigate, the complaint shall be referred to the Town for review to determine whether the Advertisement at issue complies with the Guidelines for Acceptance as set out in this policy. The Town shall have the right to reject, remove, or to have the Company remove, any Advertisement from Town Property at no cost to the Town. 4. Service Disruptions: It is understood that best efforts are made to ensure vehicles are operating on the routes as much as possible. In the event of a vehicle with advertising is out of service for whatever reason, there will not be any refund provided. 5. Advertising Terms: Advertisers must adhere to the following terms thorough the Company:  Advertisers will be responsible for ordering, purchasing and delivery of their advertising sign.  Advertising signs will comply with the specifications set forth by the Company.  The advertiser will be responsible for all associated costs (materials, labour, artwork, etc.) for the ad(s).  Approved ads will be installed by the Company.  Expired ads will be removed from their locations by the Company.  Advertising expiration dates will be in the terms of the contract. All contracts will have specified terms with a clear time limit. Page 247 of 369 11-006 Page 7 of 7 The Company shall obtain both local and small business advertisers along with national advertisers to maximize the revenue generated through the best market value for the advertising space. The Company will be paid a commission based on the advertising sales and all other services to be provided. Preference is to be given to local and small businesses in both pricing and scheduling for placement of ads on the bus. The Town of Tillsonburg reserves the right to schedule advertising space for its own purposes to promote services and public messages as the Town feels necessary. Page 248 of 369 Your ad here Your ad hereYour ad here Page 249 of 369 The Corporation of the Town of Tillsonburg Recreation & Sports Advisory Committee June 10, 2020 6:00 p.m. Teleconference MINUTES Present: Chris Parker, Andrea Brown, Susie Wray, Eugene Todd, Carrie Lewis, Kim Sage Absent with Regrets: Dace Zvanitajs, Don Baxter, Jeff VanRybroeck Also Present: Rick Cox, Margaret Puhr 1. Call to Order The meeting was called to order at 6:20p.m. 2. Adoption of Agenda Proposed Resolution #1 Moved by: carrie Seconded by: chris THAT the Agenda as prepared for the Sports and Recreation Advisory Committee meeting of June 10, 2020, be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 4. Adoption of Minutes of Previous Meeting Proposed Resolution #2 Moved by: Chris Parker Seconded by: Carrie Lewis THAT the Sports & Recreation Advisory Committee Meeting Minutes of February 12, 2019 be approved. Carried 5. Presentations/Deputations 6. General Business & Reports 6.1. Staff liaison/chair/vice chair meeting update – update was given by the Chair and Andrea; discussion of the new of electronic way of holding committee meetings in order to continue with the business, despite some discomfort around Page 250 of 369 Committee: Recreation & Parks Advisory Committee Page - 2 - of 2 Date: June 10, 2020 the electronic participation. Committee member survey was reviewed and summary provided. 6.2. Year-end report to council – the report has been submitted to council at May meeting, Chair had made presentation, which was well received. 6.3. COVID-19 practices – recreation department has been shut down since March 16, some staff have been redeployed to parks and as cleaning crew for buildings in operation. The department is reacting to events and directions as they are unfolding. There has been no revenue earned since closure. Public and staff safety are at the forefront of preparation for opening. The council will be discussing whether the water park can or will open for this season, based on provincial directives, preparation/readiness and financial impact. New training needs to be provided to staff to meet new requirements. 6.4. Service review update – the review was completed and presented to council by Clarico consultants. These recommendations are being reviewed by staff and responses will be provided to council at June 22 meeting. 6.5. Projects – update - infrastructure grant has been put on hold as no grants have been released, minister MacLeod indicated that the recipients have been chosen but nothing further has been done. Water park slide project has been delayed due to Covid, resumed now. 7. Correspondence 8. Other Business: discussion on the new format and viability of electronic meetings in order to continue the committee momentum. 9. Next Meeting: July 8 at 6:00pm. 10. Adjournment Proposed Resolution #4 Moved by: Chris Parker Seconded by: Susie Wray THAT the June 10, 2020 Recreation and Sports Advisory Committee meeting be adjourned at 6:52p.m. Page 251 of 369 The Corporation of the Town of Tillsonburg COVID-19 Task Force Meeting June 17, 2020 9:00 a.m. Electronic Meeting MINUTES Present: Abbie Boesterd, Deputy Mayor Beres, Karen Devolin, Merley Wheaton, Roxanne MacMillan, Councillor Deb Gilvesy Staff: Michelle Smibert, Clerk; Laura Pickersgill, Legislative Services Coordinator; Colleen Pepper, Marketing & Communications Officer Regrets: Emma Dew, Joe McGuire, Larry Scanlan, Councillor Chris Rosehart 1. Roll Call 2. Call to Order The meeting was called to order at 9:20 a.m. 3. Adoption of Agenda Resolution #1 Moved by: Merley Wheaton Seconded by: Abbie Boesterd THAT the Agenda as prepared for the COVID-19 Task Force meeting of June 17, 2020, be adopted, with the addition of cooling station under General Business and Reports. Carried 4. Adoption of Previous Minutes Resolution #2 Moved by: Karen Devolin Seconded by: Deputy Mayor Beres THAT the Minutes as prepared for the COVID-19 Task Force meeting of June 3, 2020, be adopted. Carried 5. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 6. General Business & Reports 6.1 PPE- non-surgical masks Staff noted that another opportunity for acquiring non-surgical masks is available Page 252 of 369 through MedPoint at a price of $0.42 cents per mask. This price is significantly lower than the consignment price discussed at the previous meeting at a price of $1.10 per mask. It was discussed that the BIA is considering moving forward with the purchase of 3,000 masks from MedPoint. 6.2 Communications Staff will be providing communication pieces to the public regarding the proper installation and safety of backyard pools. It was noted that it is important to check with your insurance provider before installing a pool. Laura will reach out to the committee to determine what all members would like to see with regards to further communication from this task force. Communications around the safe practices of garage and yard sales have received good traction on the Town’s social media page. There will be messaging coming out the week of June 22 to celebrate the recent graduates. The local radio station will be providing free messaging on behalf of the Town for the graduates. There has been some debate on social media amongst the public regarding the wearing of masks (mandatory vs recommended) as Southwest Public Health has not made this mandatory for our region. It was suggested that business owners can require customers to don a face covering in their place of business. 6.3 Draft Survey from Recreations Department Members agreed that the draft survey questions were appropriate. Michelle will follow up with Andrea regarding timelines for implementation of this survey and how long it will remain active for. 6.4 Cooling Station The cooling station was not heavily utilized in the past week. There are more volunteers required to facilitate the cooling station. Michelle will reach out to Andrea regarding Merley and Abbie’s wish to volunteer for this. 6.4 Mental Health statistics Abbie provided general statistics for walk-in counselling prior to the pandemic compared to current statistics at the centres. Generally, there was a decrease in users at the centres. The Wellkin program and Woodstock hospital have been maintaining a consistent amount of users for their services (virtual and in-person). The Community Health Centre has seen a slight decrease in users since the pandemic began and from previous years. There were concerns noted regarding nutritional safety among children. The TVDSB reaches out to families with enrolled children once a week which is not as adequate as being able to see the children in the classrooms five days a week. The United Way offers a student nutrition program through Southwest Public Health Page 253 of 369 through eligible families with school aged children. The local food bank also has a drop off milk program. Laura will circulate a postcard regarding these programs to the group. Staff will offer more communications on available food sources in the area such as the food bank. 7. Round Table Merley is working with Oxford County social services to retain public washrooms for the downtown core while many public washrooms remain closed. It was suggested that some restaurants opening up for walk-ins may have public washrooms available. Colleen shared the guidance document during the meeting from Southwest Public Health regarding safe practices for public washroom cleaning. A nice example of portable public washrooms that could be locked overnight are in Port Dover. Members are always encouraged to reach out to staff if they have suggestions for communication even if the group is not meeting regularly. 8. Next Meeting Wednesday, July 8, 2020 at 9:00 a.m. 9. Adjournment Resolution #3 Moved by: Karen Devolin Seconded by: Abbie Boesterd THAT the June 17, 2020 COVID-19 Task Force meeting be adjourned at 9:53 a.m. Carried Page 254 of 369 = ATTENDANCE BY VIDEO CONFERENCE Euclid Benoit (from 6:20 pm), David Brandon, Dan Cameron, Valerie Durston, Deb Gilvesy, Jeffrey Miller, John Prno, Mark Renaud, Jeremy Stockmans Staff: Annette Murray, Dan Locke, Kyle Pratt MEMBERS ABSENT/REGRETS Jeff Dean 1. Call to Order The meeting was called to order at 5:33 p.m. Mark Renaud sat as the Chair and John Prno acted as Recording Secretary for the meeting. 2. Adoption of Agenda Resolution #1 Moved By: Deb Gilvesy Seconded By: Dan Cameron THAT the Agenda as for the Airport Advisory Committee meeting of June 18th, be adopted as amended. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof None Declared 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of February 20th, 2020 The Corporation of the Town of Tillsonburg TILLSONBURG AIRPORT ADVISORY COMMITTEE June 18, 2020 5:30 p.m. Tillsonburg Regional Airport Boardroom 244411 Airport Rd., South-West Oxford MINUTES Page 255 of 369 Tillsonburg Airport Advisory Committee Meeting Minutes, June 18, 2020 - 2 - Resolution #2 Moved By: Dan Cameron Seconded By: Deb Gilvesy THAT the Minutes of the Tillsonburg Airport Advisory Committee Meeting of February 20th, 2020, be approved. Carried 5. Delegations and Presentations None 6. General Business & Reports 6.1 Safety Concerns Jeremy Stockmans brought forward safety concerns he has experienced recently, including the lack of sweeping of taxiways during hangar construction resulting in foreign object debris, and lack of radio communication with approaching aircraft during COVID-19. A wholesome discussion followed among the committee members. Dan Locke noted that safety is key at the airport and the need for extra care is included in communications with new tenants and construction companies. A manual is being developed to accompany communications. Annette is the only employee at the Airport since March 16th, and as such must spread her hours over 7 days. She may not be there if weather is bad and no one is flying. Taxiways are swept regularly, but with lots of construction underway, they are difficult to maintain constantly. Annette has not had communication from any tenants about these concerns and cannot deal with what she doesn’t know about. Everyone was encouraged to use the e-mail notification for any concerns. Chair Renaud spoke about the need to hold people accountable even if we can’t be there 24/7. Dan explained that a process is in place for recording inspections through Mesh. However, the corresponding Service Requests and Work Order have not yet been developed in MESH due to the reprioritizing of the MESH implementation schedule to the CSR Module. Ultimately, a work order will be created for any needed work which will record the closure of the identified issue. Staff are working on resolving this issue. In response to a question about runway lights, Annette reported that the lights are checked during the daily runway check. Two runway lights are currently missing/damaged, but there is no requirement for 100% functionality. The usual practice is to wait until there are a number of issues, then bring Page 256 of 369 Tillsonburg Airport Advisory Committee Meeting Minutes, June 18, 2020 - 3 - an electrician in to do the work. Otherwise, the seemingly simple repair gets very expensive. Committee members asked for a process where Annette could report monthly on the number of safety concerns received and actions taken to resolve. Annette and Dan agreed to work on a report. 6.2 Outstanding Elections Vice Chair Dan Cameron was nominated by Jeremy Stockmans. No further nominations were received and Dan Cameron was acclaimed as Vice-Chair for the duration of the Council term. 6.3 Hangar Construction Update Dan reported that construction is nearing completion on hangars Lot #2 and Lot #3 on Taxiway G1. Lot #4 hangar on Taxiway G1to be built is almost through the planning approval process. Lot #5 on Taxiway G1 hangar is on hold during COVID. The hangar on Lot #1 on Taxiway G3 is ready to go, but construction is currently on hold during COVID. 6.4 Airport Feasibility Analysis Follow Up Dan Locke noted that the report is attached and offered to answer questions. Deb feels this is sitting on the shelf and not moving. Dan noted that the tree removal is in the 2020 business plan and scheduled in Quarter 3. Valerie Durston asked if the 2020 business plan could be forwarded to the SWO Mayor to begin discussions. Link to the Business Plan https://www.tillsonburg.ca/en/town-hall/Budget-and-Financial- Information.aspx Note: Using the drop down menus in this location all business plans can be accessed, Public Document. Chair Renaud agreed and noted we haven’t done a good job reaching out to partners. We need to get out at least once a year to tell our story. A County Council presentation should be done before they begin work on their 2021 budget. 6.5 Airport Design Guidelines Dan Locke has circulated the new Airport Development Manual. He would appreciate any comments committee members have, as well as “experts” to go over the manual with him. Euclid Benoit, Jeremy Stockmans, Jeff Miller and Mark Renaud agreed to participate in a working group with Dan. Any comments and suggestions from the other committee members should be forwarded to the working group members by June 26th. Page 257 of 369 Tillsonburg Airport Advisory Committee Meeting Minutes, June 18, 2020 - 4 - 6.6 Airport Airside Pavement Design Provided as information to the Committee. This will help inform a future Master Plan. Dan Locke reported that Kevin Deleebeeck had looked at best practices across the industry in development of this document. The document is based on design specs for aircraft up to Beechcraft King Air 350 size. The committee members agreed that this was an acceptable aircraft size to use. 6.7 Lot #7 Taxiway G3 Follow up Maximum Size Dan Locke provide a follow up to the committee’s previous discussion on maximizing size of the hangar to be built on a particular lot. For this lot, a 45’ X 50’ hangar would maximize the site. 6.8 Taxiway G1 Lot #2 and #3 Hangar Apron As Constructed drawings Dan Locke provided a follow up. The exterior grade hasn’t changed from original, but it is apparent that internal floor height impacts the grade. There are four hangars left to be constructed that can have this adjusted. 6.9 Meeting Schedule follow up Dan Locke confirmed that the balance of the year’s meetings will be held on the third Thursday of every month, except December which is the Second Thursday. Meeting invites have already been circulated and a summary sheet will be included with the minutes of this meeting. 6.10 Definition of “Corporate” as it relates to the Rates and Fees Annette Murray reviewed the definition. The committee members felt the definition and rates noted were very reasonable. It was suggested that we put the rates in the Canadian Flight Supplement. Annette will look into this. 6.11 Drainage Ditch project update Dan Locke reported that the project is completed for the most part. In-house and Contractor resources were both used to complete the work. 6.12 Town Owned Hangar Business Case Due to time constraints, this item was deferred to the next meeting. As the business case will inform the future Master Plan and the 2021 Budget, time is not of the essence. 7. Correspondence None 8. Other Business Page 258 of 369 Tillsonburg Airport Advisory Committee Meeting Minutes, June 18, 2020 - 5 - 8.1. Oxford County Service Delivery Review Kyle Pratt reported for the committee’s information, that the County Service Delivery Review has been completed and identifies the need to develop a long term support plan based on the economic benefits generated by the Airport. Member municipalities identified a need to confirm the economic benefits for each municipality before supporting the action. Kyle Pratt provided the following Airport Recommendation Summary – Develop long-term plan and review economic benefit through a Study. Benefiting Municipalities – Tillsonburg CAO Discussion Although the argument that having a local airport might provide some economic value to the entire area, that data is not readily available. A study might be worthwhile to demonstrate what, if any value other municipalities receive from the airport. Should value be demonstrated, funding request could follow. Recommendation That Tillsonburg conduct an economic impact analysis to support it’s argument for wider funding contribution from member municipalities in Oxford County. 9. Closed Session Not required 10. Next Meeting The next meeting of the Airport Advisory Committee will be on July 16th at 5:30 p.m. 11. Adjournment Resolution #3 Moved By: Deb Gilvesy Seconded By: Jeremy Stockmans THAT the Airport Advisory Committee Meeting of July 18th be adjourned at 7:00 p.m. Carried Page 259 of 369 2020 Tillsonburg Airport Advisory Committee Meeting Schedule Date Thursday July 16th, 2020 Thursday Aug 20th, 2020 Thursday Sept 17th, 2020 Thursday Oct 15th, 2020 Thursday Nov 19th, 2020 Thursday Dec. 10th, 2020 Time 5:30pm to 7:00pm 5:30pm to 7:00pm 5:30pm to 7:00pm 5:30pm to 7:00pm 5:30pm to 7:00pm 5:30pm to 7:0pm Location Virtual Virtual Virtual Virtual Virtual Virtual Page 260 of 369 The Corporation of the Town of Tillsonburg Cultural, Heritage and Special Awards Advisory Committee June 29, 2020 2:30 p.m. Electronic Meeting MINUTES Present: Collette Takacs, Tabitha Verbuyst, Councillor Esseltine, Mayor Molnar, Carrie Lewis, Erin Getty, Mark Dickson, Patty Phelps, Culture & Heritage Manager/Curator; and Laura Pickersgill, Legislative Services Coordinator Regrets: Rosemary Dean, Vern Fleming, Terry Fleming Absent: James Murphy 1. Call to Order The meeting was called to order at 2:36 p.m. 2. Adoption of Agenda Resolution #1 Moved by: Penny Esseltine Seconded by: Mark Dickson THAT the Agenda as prepared for the Cultural, Heritage and Special Awards Advisory Committee meeting of June 29, 2020, be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 4. Adoption of Minutes of Previous Meeting Resolution #2 Moved by: Carrie Lewis Seconded by: Erin Getty THAT the Minutes of the Cultural, Heritage and Special Awards Advisory Committee meeting of February 5, 2020, be approved. Carried 5. Closed Session Resolution #3 Moved by: Carrie Lewis Seconded by: Mayor Molnar Page 261 of 369 THAT the Cultural, Heritage and Special Awards Advisory Committee move into closed session to consider personal matters about an identifiable individual (Citizen of the Year Award). Carried 6. General Business & Reports 6.1. Citizen of the Year Resolution #4 Moved by: Erin Getty Seconded by: Mark Dickson THAT the Cultural, Heritage and Special Awards Advisory Committee recommends to Council that nominee A be selected as the 2020 Citizen of the Year Award recipient. Carried 7. Next Meeting Resolution #5 Moved by: Carrie Lewis Seconded by: Mark Dickson THAT the Cultural, Heritage and Special Awards Advisory Committee resumes the regular meeting schedule of meetings held at 5:30 p.m. on the first Wednesday of every month. Carried 8. Adjournment Resolution #6 Moved by: Erin Getty Seconded by: Mark Dickson THAT the June 29, 2020 Cultural, Heritage and Special Awards Advisory Committee meeting be adjourned at 3:08 p.m. Carried Page 262 of 369 Page 263 of 369 Page 264 of 369 Police Services Board Report January 2020 Page 265 of 369 Police Services Board Report for Tillsonburg 2020/Jan Public Complaints Policy 0 Service 0 Conduct 0 Date information collected from Professional Standards Bureau Commander Reports: 2020-02-11 Data Source Ontario Provincial Police, Professional Standards Bureau Commander Reports - Includes all public policy, service and conduct complaints submitted to the Office of the Independent Police Review Director (OIPRD) Secondary Employment Daily Activity Reporting Patrol Hours Total Hours 2020/Jan Number of Cruiser Patrol Hours 206.50 Number of Motorcycle Patrol Hours 0.00 Number of Marine Patrol Hours 0.00 Number of ATV Patrol Hours 0.00 Number of Snowmobile Patrol Hours 0.00 Number of Bicycle Patrol Hours 0.00 Number of Foot Patrol Hours 62.00 Number of School Patrol Hours 1.00 Data source (Daily Activity Reporting System) date: 2020/02/08 Staffing Updates Transfers: One member transferred in Other: One member retired Detachment Initiatives Number of Targeted Media Releases: Jan 1 - Human Remains Located / Jan 2 - Truck Stolen from Construction Site / Jan 2 - Humans Remains Located - Deceased Identified / Jan 3 - Individual Facing Several Criminal Charges / Jan 7 - Protect Your Identity / Jan 8 - Highway Closures Following Collisions / Jan 9 - OPP Take Accused into Custody / Jan 9 - OPP Investigate Break and Enter / Jan 10 - Successful Fraud Leaves Resident Out Thousands / Jan 17 - Winter Driving Advisory / Jan 22 - Officer Injured in Collision Other: Auxiliary Hours: Total: 102.50 (Admin: 2.00, Comm. Policing: 36.50, Patrol: 24.00, Training: 40.00) // Community Services: Jan 17 - Detachment tour / Jan 27 - Cops 4 Kids Detachment: 6S - OXFORD Location code(s): 6S00 - OXFORD Area code(s): 6208 - Tillsonburg Report Generated on: 11-Feb-20 1:59:18 PM PP–CSC–Operational Planning-4300 Page 266 of 369 2019 2020 % Change 2019 2020 % Change 0 0 N/C 0 0 N/C 1 2 100.0%1 2 100.0% 14 9 -35.7%14 9 -35.7% 15 11 -26.7%15 11 -26.7% Data Utilized Niche RMS All Offence Level Business Intelligence Cube Detachment: 6S - OXFORD Area:6208 - Tillsonburg Data source date: January 2020 Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continue to investigate and solve crime. Police Services Board Report for '6208 - Tillsonburg' Motor Vehicle Collisions Records Management System 2020/02/11 Motor Vehicle Collisions by Type Incidents January Year to Date January Fatal Personal Injury Property Damage Total 0 5 10 15 Fatal Personal Injury Property DamageIncidents 2019 2020 Page 267 of 369 Police Services Board Report for Tillsonburg Records Management System January - 2020 Violent Crime Actual January Year to Date - January 2019 2020 % Change 2019 2020 % Change Murder 0 0 --0 0 -- Other Offences Causing Death 0 0 --0 0 -- Attempted Murder 0 0 --0 0 -- Sexual Assault 3 1 -66.7%3 1 -66.7% Assault 3 7 133.3%3 7 133.3% Abduction 0 0 --0 0 -- Robbery 1 0 -100.0%1 0 -100.0% Other Crimes Against a Person 4 5 25.0%4 5 25.0% Total 11 13 18.2%11 13 18.2% 0 1 2 3 4 5 6 7 Sexual Assau... Assault Robbery Other Crimes... 2019 2020Actual Property Crime Actual January Year to Date - January 2019 2020 % Change 2019 2020 % Change Arson 0 0 --0 0 -- Break & Enter 6 5 -16.7%6 5 -16.7% Theft Over 1 1 0.0%1 1 0.0% Theft Under 22 21 -4.5%22 21 -4.5% Have Stolen Goods 1 2 100.0%1 2 100.0% Fraud 7 9 28.6%7 9 28.6% Mischief 2 4 100.0%2 4 100.0% Total 39 42 7.7%39 42 7.7% 0 4 8 12 16 20 24 Break & Ente...Theft OverTheft UnderHave Stolen ...FraudMischief2019 2020Actual Drug Crime Actual January Year to Date - January 2019 2020 % Change 2019 2020 % Change Possession 0 2 --0 2 -- Trafficking 1 0 -100.0%1 0 -100.0% Importation and Production 0 0 --0 0 -- Total 1 2 100.0%1 2 100.0% 0 0 1 1 2 2 Possession Trafficking 2019 2020Actual Detachment: 6S - OXFORD Location code(s): 6S00 - OXFORD Area code(s): 6208 - Tillsonburg Data source date: Report Generated on: 2020/02/08 11-Feb-20 12:40:05 PM PP–CSC–Operational Planning-4300 Page 268 of 369 Police Services Board Report for Tillsonburg Records Management System January - 2020 Clearance Rate Clearance Rate January Year to Date - January 2019 2020 Difference 2019 2020 Difference Violent Crime 54.6%76.9%22.4%54.6%76.9%22.4% Property Crime 25.6%16.7%-9.0%25.6%16.7%-9.0% Drug Crime 100.0%100.0%0.0%100.0%100.0%0.0% Total (Violent, Property & Drug) 34.6%34.5%-0.1%34.6%34.5%-0.1% 0% 20% 40% 60% 80% 100% Violent Crim... Property Cri... Drug Crime Total (Viole... 2019 2020 Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continue to investigate and solve crime. Data Utilized - Major Crimes - Niche RMS All Offence Level Business Intelligence Cube Detachment: 6S - OXFORD Location code(s): 6S00 - OXFORD Area code(s): 6208 - Tillsonburg Data source date: Report Generated on: 2020/02/08 11-Feb-20 12:40:05 PM PP–CSC–Operational Planning-4300 Page 269 of 369 Charge Monthly PON PON Year to Date Speeding 7 7 Percentage of people charged from outside area: 29% Moving Violations (Fail to Stop, Disobey Sign, Fail to Yield, Improper Turn, etc)16 16 Non-moving Violations (Licence plate, Insurance, Valtag, etc) 30 30 Distracted Driving (Drive Handheld Device, Careless Driving, etc)2 2 Other Provincial Offence Statutes (Trespass, Liquor, Cannabis, etc)2 2 CMV (Half load, etc)0 0 Seatbelt 2 2 Parking 39 39 Other (Noise, other)0 0 Totals 98 98 January 2020 Tillsonburg Police Services Board Report Non Speeding Violations Bylaw Roads with more than one speeding violation Provincial Offence Notices Notes: Notes: North St (3) Page 270 of 369 Calls For Service (CFS) Billing Summary Report Tillsonburg January - 2020 Billing Categories (Billing categories below do not match traditional crime groupings) 2020 2019 January Year to Date Time Standard Year To Date Weighted Hours January Year to Date Time Standard Year To Date Weighted Hours Violent Criminal Code 16 16 15.9 254.4 13 13 15.9 206.7 Property Crime Violations 42 42 6.8 285.6 42 42 6.8 285.6 Other Criminal Code Violations (Excluding traffic)7 7 7.9 55.3 9 9 7.9 71.1 Drug Possession 3 3 6.4 19.2 3 3 6.4 19.2 Drugs 0 0 0.0 1 1 37.0 37.0 Statutes & Acts 23 23 3.3 75.9 23 23 3.3 75.9 Operational 150 150 3.6 540.0 125 125 3.6 450.0 Operational2 36 36 1.3 46.8 77 77 1.3 100.1 Traffic 22 22 3.4 74.8 18 18 3.4 61.2 Total 299 299 1,352.0 311 311 1,306.8 Note to Detachment Commanders: ●The content of each report is to be shared by the Detachment Commander only with the municipality for which it was generated. The municipality may treat this as a public document and distribute it as they wish. ●All data is sourced from the Niche RMS application. Included are 'reported' occurrences (actuals and unfounded occurrences) for 'billable' occurrences ONLY. Data is refreshed on a weekly basis. ●The Traffic category includes motor vehicle collision (MVC) occurrences entered into Niche (UCR code 8521). MVCs are NOT sourced from the eCRS application for this report. ●Only the primary violation is counted within an occurrence. ●Time standards displayed are for the 2017 billing period. Note to Municipalities: ●Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continues to investigate and solve crime. ●This report is NOT to be used for crime trend analysis as not all occurrences are included. ●Data groupings within this report do not match traditional crime groupings seen in other public reports such as the OPP Police Services Board reports or Statistics Canada reporting. Report Content Last Updated:Report generated on: 2020/02/08 11-Feb-20 12:33:23 PM Page 1 of 1 Page 271 of 369 1 Coordinator: O.P.P. Constable Patti Cote W.P.S. S/Pc Shaylyn Jackson E-mail: oxfordcs@execulink.com Web site: http: www.oxfordcrimestoppers.com To: Board of Directors, Crime Stoppers of Oxford Inc. Cc: Inspector Tony Hymers, Oxford OPP Inspector Paul Hess, Woodstock PS Staff Sgt Jen Ormsby, Oxford OPP Det/Sgt. Nathan Hergott, Woodstock PS Monthly Statistics for January, 2020 33 Total Calls received this month. 14 Woodstock PS tips 18 OPP tips 1 Assigned/out to other Crime Stoppers programs or Agency 0 Not Assigned STATS FOR OPP: TIPS RECEIVED PER ZONE 6 for Tillsonburg 7 for Ingersoll 0 for Zorra 3 for Norwich 0 for South West Oxford 1 for East Zorra-Tavistock 1 for Blandford-Blenheim Meetings/Events Attended This Month Crime Stoppers media info for Crime Stopper Month – Shaylyn Crime Stoppers Boston Pizza fundraiser Page 272 of 369 2 Crime of the Week Reports Location Crime This month YTD OPP Oxford Break, Enters, Thefts and Mischiefs etc. 0 0 WPS Woodstock Break, Enters, Mischiefs 0 0 Awareness Media Relations: Crime of the Week submissions sent to the local media outlets including print and television as well as social media which include our website Fundraising: Boston Pizza Event Promotions: Upcoming Events Next meeting is February 11th, 2020 Page 273 of 369 3 Co-coordinator: OPP Cst. Patti Cote, WPS S/Pc Shaylyn Jackson Chairperson: Mr. Glen Blair Statistics This Month YTD SI (1991) Tips Received 33 33 10,450 Arrests 4 4 2017 WPS Arrests 4 4 n/a OPP Arrests 0 0 n/a Other Arrests (Immigration) 0 0 0 Web Tips 22 22 1203 (2006) In-House 5 5 1501 (2004) Call Centre 9 9 2128 (2004) E-Transfer 0 0 1349 (2004) Cases Cleared Total Cleared 3 3 1,416 Total Charges Laid 8 8 2,736 WPS Charges 7 7 n/a OPP Charges 1 1 n/a Rewards Approved from previous month 1 1 1480 Property Recovered 5000 5000 $2,299,305 Narcotics recovered 0 0 $7,399,799 Total $9,699,104 Respectfully Submitted by Patti Cote, Shaylyn Jackson Police Co-coordinator Crime Stoppers of Oxford Oxford County O.P.P./Woodstock Police Service Page 274 of 369 Police Services Board Report February 2020 Page 275 of 369 Police Services Board Report for Tillsonburg 2020/Feb Public Complaints Policy 0 Service 0 Conduct 0 Date information collected from Professional Standards Bureau Commander Reports: 2020-03-11 Data Source Ontario Provincial Police, Professional Standards Bureau Commander Reports - Includes all public policy, service and conduct complaints submitted to the Office of the Independent Police Review Director (OIPRD) Secondary Employment Daily Activity Reporting Patrol Hours Total Hours 2020/Feb Number of Cruiser Patrol Hours 174.75 Number of Motorcycle Patrol Hours 0.00 Number of Marine Patrol Hours 0.00 Number of ATV Patrol Hours 0.00 Number of Snowmobile Patrol Hours 0.00 Number of Bicycle Patrol Hours 0.00 Number of Foot Patrol Hours 51.25 Number of School Patrol Hours 0.00 Data source (Daily Activity Reporting System) date: 2020/03/06 Staffing Updates Detachment Initiatives Number of Targeted Media Releases: Feb 12 - New Fraud Tactic Takes Citizen for Hundreds / Feb 24 - OPP Reminding Everyone of Dating Safety Tips Other: Auxiliary Hours: Total 148.00 (Admin: 10.00, Comm. Polcing 10.00, Court: 26.00, Patrol: 50.00, Training: 52.00) Detachment: 6S - OXFORD Location code(s): 6S00 - OXFORD Area code(s): 6208 - Tillsonburg Report Generated on: 11-Mar-20 9:28:15 AM PP–CSC–Operational Planning-4300 Page 276 of 369 2019 2020 % Change 2019 2020 % Change 0 0 N/C 0 0 N/C 0 0 N/C 1 2 100.0% 14 11 -21.4%28 20 -28.6% 14 11 -21.4%29 22 -24.1% Data Utilized Niche RMS All Offence Level Business Intelligence Cube Detachment: 6S - OXFORD Area:6208 - Tillsonburg Data source date: February 2019 Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continue to investigate and solve crime. Police Services Board Report for '6208 - Tillsonburg' Motor Vehicle Collisions Records Management System 2020/03/11 Motor Vehicle Collisions by Type Incidents February Year to Date February Fatal Personal Injury Property Damage Total 0 5 10 15 Fatal Personal Injury Property DamageIncidents 2019 2020 Page 277 of 369 Police Services Board Report for Tillsonburg Records Management System February - 2020 Violent Crime Actual February Year to Date - February 2019 2020 % Change 2019 2020 % Change Murder 0 0 --0 0 -- Other Offences Causing Death 0 0 --0 0 -- Attempted Murder 0 0 --0 0 -- Sexual Assault 0 0 --3 2 -33.3% Assault 5 8 60.0%8 15 87.5% Abduction 0 0 --0 0 -- Robbery 0 0 --1 0 -100.0% Other Crimes Against a Person 1 5 400.0%5 10 100.0% Total 6 13 116.7%17 27 58.8% 0 1 2 3 4 5 6 7 8 Assault Other Crimes... 2019 2020Actual Property Crime Actual February Year to Date - February 2019 2020 % Change 2019 2020 % Change Arson 0 1 --0 1 -- Break & Enter 3 3 0.0%9 8 -11.1% Theft Over 2 3 50.0%3 4 33.3% Theft Under 26 19 -26.9%48 43 -10.4% Have Stolen Goods 1 0 -100.0%2 2 0.0% Fraud 5 11 120.0%12 21 75.0% Mischief 3 7 133.3%5 12 140.0% Total 40 44 10.0%79 91 15.2% 0 4 8 12 16 20 24 28 ArsonBreak & Ente...Theft OverTheft UnderHave Stolen ...FraudMischief2019 2020Actual Drug Crime Actual February Year to Date - February 2019 2020 % Change 2019 2020 % Change Possession 1 2 100.0%1 4 300.0% Trafficking 0 1 --1 1 0.0% Importation and Production 0 0 --0 0 -- Total 1 3 200.0%2 5 150.0% 0 0 1 1 2 2 Possession Trafficking 2019 2020Actual Detachment: 6S - OXFORD Location code(s): 6S00 - OXFORD Area code(s): 6208 - Tillsonburg Data source date: Report Generated on: 2020/03/07 11-Mar-20 9:10:35 AM PP–CSC–Operational Planning-4300 Page 278 of 369 Police Services Board Report for Tillsonburg Records Management System February - 2020 Clearance Rate Clearance Rate February Year to Date - February 2019 2020 Difference 2019 2020 Difference Violent Crime 83.3%92.3%9.0%64.7%81.5%16.8% Property Crime 10.0%29.6%19.6%17.7%24.2%6.5% Drug Crime 100.0%66.7%-33.3%100.0%80.0%-20.0% Total (Violent, Property & Drug) 24.5%46.8%22.3%29.7%40.5%10.8% 0% 20% 40% 60% 80% 100% Violent Crim... Property Cri... Drug Crime Total (Viole... 2019 2020 Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continue to investigate and solve crime. Data Utilized - Major Crimes - Niche RMS All Offence Level Business Intelligence Cube Detachment: 6S - OXFORD Location code(s): 6S00 - OXFORD Area code(s): 6208 - Tillsonburg Data source date: Report Generated on: 2020/03/07 11-Mar-20 9:10:35 AM PP–CSC–Operational Planning-4300 Page 279 of 369 Charge Monthly PON PON Year to Date Speeding 5 12 Percentage of people charged from outside area: 40% Moving Violations (Fail to Stop, Disobey Sign, Fail to Yield, Improper Turn, etc)9 25 Non-moving Violations (Licence plate, Insurance, Valtag, etc) 17 47 Distracted Driving (Drive Handheld Device, Careless Driving, etc)0 2 Other Provincial Offence Statutes (Trespass, Liquor, Cannabis, etc)2 4 CMV (Half load, etc)0 0 Seatbelt 0 2 Parking 13 52 Other (Noise, other)0 0 Totals 46 144 Non Speeding Violations Notes: Bylaw Tillsonburg Police Services Board Report February 2020 Provincial Offence Notices Roads with more than one speeding violation Broadway (2) Notes: Page 280 of 369 Calls For Service (CFS) Billing Summary Report Tillsonburg February - 2020 Billing Categories (Billing categories below do not match traditional crime groupings) 2020 2019 February Year to Date Time Standard Year To Date Weighted Hours February Year to Date Time Standard Year To Date Weighted Hours Violent Criminal Code 17 34 15.9 540.6 7 20 15.9 318.0 Property Crime Violations 45 92 6.8 625.6 46 88 6.8 598.4 Other Criminal Code Violations (Excluding traffic)14 23 7.9 181.7 15 24 7.9 189.6 Drug Possession 6 10 6.4 64.0 2 5 6.4 32.0 Drugs 1 1 37.0 37.0 0 1 37.0 37.0 Statutes & Acts 16 40 3.3 132.0 22 45 3.3 148.5 Operational 137 292 3.6 1,051.2 129 254 3.6 914.4 Operational2 43 79 1.3 102.7 65 142 1.3 184.6 Traffic 16 40 3.4 136.0 24 42 3.4 142.8 Total 295 611 2,870.8 310 621 2,565.3 Note to Detachment Commanders: ●The content of each report is to be shared by the Detachment Commander only with the municipality for which it was generated. The municipality may treat this as a public document and distribute it as they wish. ●All data is sourced from the Niche RMS application. Included are 'reported' occurrences (actuals and unfounded occurrences) for 'billable' occurrences ONLY. Data is refreshed on a weekly basis. ●The Traffic category includes motor vehicle collision (MVC) occurrences entered into Niche (UCR code 8521). MVCs are NOT sourced from the eCRS application for this report. ●Only the primary violation is counted within an occurrence. ●Time standards displayed are for the 2017 billing period. Note to Municipalities: ●Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continues to investigate and solve crime. ●This report is NOT to be used for crime trend analysis as not all occurrences are included. ●Data groupings within this report do not match traditional crime groupings seen in other public reports such as the OPP Police Services Board reports or Statistics Canada reporting. Report Content Last Updated:Report generated on: 2020/03/07 11-Mar-20 9:03:47 AM Page 1 of 1 Page 281 of 369 1 Coordinator: O.P.P. Constable Patti Cote W.P.S. S/Pc Shaylyn Jackson E-mail: oxfordcs@execulink.com Web site: http: www.oxfordcrimestoppers.com To: Board of Directors, Crime Stoppers of Oxford Inc. Cc: Inspector Tony Hymers, Oxford OPP Inspector Paul Hess, Woodstock PS Staff Sgt Jen Ormsby, Oxford OPP Det/Sgt. Nathan Hergott, Woodstock PS Monthly Statistics for February, 2020 29 Total Calls received this month. 16 Woodstock PS tips 12 OPP tips 1 Assigned/out to other Crime Stoppers programs or Agency 0 Not Assigned STATS FOR OPP: TIPS RECEIVED PER ZONE 3 for Tillsonburg 4 for Ingersoll 3 for Zorra 1 for Norwich 1 for South West Oxford 0 for East Zorra-Tavistock 0 for Blandford-Blenheim Meetings/Events Attended This Month Page 282 of 369 2 Crime of the Week Reports Location Crime This month YTD OPP Oxford Break, Enters, Thefts and Mischiefs etc. 0 0 WPS Woodstock Break, Enters, Mischiefs 2 2 Awareness Media Relations: Crime of the Week submissions sent to the local media outlets including print and television as well as social media which include our website Fundraising: Promotions: Upcoming Events Next meeting is March 24th , 2020 – including AGM Page 283 of 369 3 Co-coordinator: OPP Cst. Patti Cote, WPS S/Pc Shaylyn Jackson Chairperson: Mr. Glen Blair Statistics This Month YTD SI (1991) Tips Received 29 62 10,479 Arrests 8 12 2025 WPS Arrests 2 6 n/a OPP Arrests 4 4 n/a Other Arrests (Immigration) 0 0 0 Web Tips 14 36 1217 (2006) In-House 4 9 1505 (2004) Call Centre 12 21 2140 (2004) E-Transfer 0 0 1349 (2004) Cases Cleared Total Cleared 5 8 1,421 Total Charges Laid 11 19 2,747 WPS Charges 4 11 n/a OPP Charges 7 8 n/a Rewards Approved from previous month 5 6 1480 Property Recovered 0 5000 $2,299,305 Narcotics recovered 0 0 $7,399,799 Total $9,699,104 Respectfully Submitted by Patti Cote, Shaylyn Jackson Police Co-coordinator Crime Stoppers of Oxford Oxford County O.P.P./Woodstock Police Service Page 284 of 369 Police Services Board Report March 2020 Page 285 of 369 Police Services Board Report for Tillsonburg 2020/Mar Public Complaints Policy 0 Service 0 Conduct 0 Date information collected from Professional Standards Bureau Commander Reports: 2020-04-24 Data Source Ontario Provincial Police, Professional Standards Bureau Commander Reports - Includes all public policy, service and conduct complaints submitted to the Office of the Independent Police Review Director (OIPRD) Secondary Employment Daily Activity Reporting Patrol Hours Total Hours 2020/Mar Number of Cruiser Patrol Hours 233.00 Number of Motorcycle Patrol Hours 2.00 Number of Marine Patrol Hours 0.00 Number of ATV Patrol Hours 0.00 Number of Snowmobile Patrol Hours 0.00 Number of Bicycle Patrol Hours 0.00 Number of Foot Patrol Hours 62.50 Number of School Patrol Hours 0.00 Data source (Daily Activity Reporting System) date: 2020/04/18 Staffing Updates Detachment Initiatives Number of Targeted Media Releases: Mar 4 - March is Fraud Prevention Month / Mar 11 - Don't Veer for Deer / Mar 11 - Locked Vehicle Pried Open / Mar 17 - OPP Take Steps to Limit Risk of Covid-19 Transmission / Mar 22 - Stolen Commercial Vehicle Driver Arrested / Mar 24 - Tips for Businesses Closing Due to Covid-19 Other: Auxiliary Hours: Total: 78.00 (Admin 45.50, Comm. Policing 3.00, Court 18.00, Training 11.50) / Community Events: Mar 9 - Polar Plunge Detachment: 6S - OXFORD Location code(s): 6S00 - OXFORD Area code(s): 6208 - Tillsonburg Report Generated on: 24-Apr-20 11:11:11 AM PP–CSC–Operational Planning-4300 Page 286 of 369 2019 2020 % Change 2019 2020 % Change 0 0 N/C 0 0 N/C 1 1 0.0%2 3 50.0% 6 9 50.0%34 29 -14.7% 7 10 42.9%36 32 -11.1% Data Utilized Niche RMS All Offence Level Business Intelligence Cube Detachment: 6S - OXFORD Area:6208 - Tillsonburg Data source date: Mar 2019 Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continue to investigate and solve crime. Police Services Board Report for '6208 - Tillsonburg' Motor Vehicle Collisions Records Management System 2020/04/24 Motor Vehicle Collisions by Type Incidents Mar Year to Date Mar Fatal Personal Injury Property Damage Total 0 2 4 6 8 10 Fatal Personal Injury Property DamageIncidents 2019 2020 Page 287 of 369 Police Services Board Report for Tillsonburg Records Management System March - 2020 Violent Crime Actual March Year to Date - March 2019 2020 % Change 2019 2020 % Change Murder 0 0 --0 0 -- Other Offences Causing Death 0 0 --0 0 -- Attempted Murder 0 0 --0 0 -- Sexual Assault 3 1 -66.7%6 3 -50.0% Assault 11 9 -18.2%19 24 26.3% Abduction 0 0 --0 0 -- Robbery 0 0 --1 0 -100.0% Other Crimes Against a Person 4 5 25.0%9 16 77.8% Total 18 15 -16.7%35 43 22.9% 0 2 4 6 8 10 12 Sexual Assau... Assault Other Crimes... 2019 2020Actual Property Crime Actual March Year to Date - March 2019 2020 % Change 2019 2020 % Change Arson 0 0 --0 1 -- Break & Enter 1 0 -100.0%10 8 -20.0% Theft Over 0 2 --3 6 100.0% Theft Under 27 13 -51.9%75 58 -22.7% Have Stolen Goods 1 1 0.0%3 3 0.0% Fraud 7 6 -14.3%19 31 63.2% Mischief 2 10 400.0%7 23 228.6% Total 38 32 -15.8%117 130 11.1% 0 4 8 12 16 20 24 28 Break & Ente...Theft OverTheft UnderHave Stolen ...FraudMischief2019 2020Actual Drug Crime Actual March Year to Date - March 2019 2020 % Change 2019 2020 % Change Possession 2 0 -100.0%3 4 33.3% Trafficking 1 0 -100.0%2 1 -50.0% Importation and Production 0 0 --0 0 -- Total 3 0 -100.0%5 5 0.0% 0 0 1 1 2 2 Possession Trafficking 2019 2020Actual Detachment: 6S - OXFORD Location code(s): 6S00 - OXFORD Area code(s): 6208 - Tillsonburg Data source date: Report Generated on: 2020/04/18 24-Apr-20 10:56:01 AM PP–CSC–Operational Planning-4300 Page 288 of 369 Police Services Board Report for Tillsonburg Records Management System March - 2020 Clearance Rate Clearance Rate March Year to Date - March 2019 2020 Difference 2019 2020 Difference Violent Crime 66.7%53.3%-13.3%65.7%69.8%4.1% Property Crime 7.9%15.6%7.7%14.5%20.0%5.5% Drug Crime 66.7%----80.0%80.0%0.0% Total (Violent, Property & Drug) 32.3%29.2%-3.1%30.7%35.2%4.5% 0% 10% 20% 30% 40% 50% 60% 70% Violent Crim... Property Cri... Drug Crime Total (Viole... 2019 2020 Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continue to investigate and solve crime. Data Utilized - Major Crimes - Niche RMS All Offence Level Business Intelligence Cube Detachment: 6S - OXFORD Location code(s): 6S00 - OXFORD Area code(s): 6208 - Tillsonburg Data source date: Report Generated on: 2020/04/18 24-Apr-20 10:56:01 AM PP–CSC–Operational Planning-4300 Page 289 of 369 Charge Monthly PON PON Year to Date Speeding 0 12 Percentage of people charged from outside area: Moving Violations (Fail to Stop, Disobey Sign, Fail to Yield, Improper Turn, etc)4 29 Non-moving Violations (Licence plate, Insurance, Valtag, etc) 2 49 Distracted Driving (Drive Handheld Device, Careless Driving, etc)3 5 Other Provincial Offence Statutes (Trespass, Liquor, Cannabis, etc)2 6 CMV (Half load, etc)0 0 Seatbelt 0 2 Parking 2 54 Other (Noise, other)2 2 Totals 15 159 Non Speeding Violations Notes: Bylaw Tillsonburg Police Services Board Report March 2020 Provincial Offence Notices Roads with more than one speeding violation Notes: Page 290 of 369 Calls For Service (CFS) Billing Summary Report Tillsonburg March - 2020 Billing Categories (Billing categories below do not match traditional crime groupings) 2020 2019 March Year to Date Time Standard Year To Date Weighted Hours March Year to Date Time Standard Year To Date Weighted Hours Violent Criminal Code 17 54 15.9 858.6 18 38 15.9 604.2 Property Crime Violations 34 133 6.8 904.4 44 132 6.8 897.6 Other Criminal Code Violations (Excluding traffic)19 44 7.9 347.6 16 40 7.9 316.0 Drug Possession 4 15 6.4 96.0 5 10 6.4 64.0 Drugs 0 1 37.0 37.0 1 2 37.0 74.0 Statutes & Acts 23 64 3.3 211.2 33 78 3.3 257.4 Operational 161 458 3.6 1,648.8 181 435 3.6 1,566.0 Operational2 46 124 1.3 161.2 77 219 1.3 284.7 Traffic 18 62 3.4 210.8 9 51 3.4 173.4 Total 322 955 4,475.6 384 1,005 4,237.3 Note to Detachment Commanders: ●The content of each report is to be shared by the Detachment Commander only with the municipality for which it was generated. The municipality may treat this as a public document and distribute it as they wish. ●All data is sourced from the Niche RMS application. Included are 'reported' occurrences (actuals and unfounded occurrences) for 'billable' occurrences ONLY. Data is refreshed on a weekly basis. ●The Traffic category includes motor vehicle collision (MVC) occurrences entered into Niche (UCR code 8521). MVCs are NOT sourced from the eCRS application for this report. ●Only the primary violation is counted within an occurrence. ●Time standards displayed are for the 2017 billing period. Note to Municipalities: ●Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continues to investigate and solve crime. ●This report is NOT to be used for crime trend analysis as not all occurrences are included. ●Data groupings within this report do not match traditional crime groupings seen in other public reports such as the OPP Police Services Board reports or Statistics Canada reporting. Report Content Last Updated:Report generated on: 2020/04/18 24-Apr-20 10:55:04 AM Page 1 of 1 Page 291 of 369 1 Coordinator: O.P.P. Constable Patti Cote W.P.S. S/Pc Shaylyn Jackson E-mail: oxfordcs@execulink.com Web site: http: www.oxfordcrimestoppers.com To: Board of Directors, Crime Stoppers of Oxford Inc. Cc: Inspector Tony Hymers, Oxford OPP Staff Sgt Jen Ormsby, Oxford OPP Det/Sgt. Nathan Hergott, Woodstock PS Monthly Statistics for March, 2020 57 Total Calls received this month. 30 Woodstock PS tips 25 OPP tips 0 Assigned/out to other Crime Stoppers programs or Agency 2 Not Assigned STATS FOR OPP: TIPS RECEIVED PER ZONE 6 for Tillsonburg 3 for Ingersoll 0 for Zorra 1 for Norwich 12 for South West Oxford 1 for East Zorra-Tavistock 2 for Blandford-Blenheim Meetings/Events Attended This Month Page 292 of 369 2 Crime of the Week Reports Location Crime This month YTD OPP Oxford Break, Enters, Thefts and Mischiefs etc. 0 0 WPS Woodstock Break, Enters, Mischiefs 2 4 Awareness Media Relations: Crime of the Week submissions sent to the local media outlets including print and television as well as social media which include our website Fundraising: Promotions: Upcoming Events Next meeting TBA – including AGM Page 293 of 369 3 Co-coordinator: OPP Cst. Patti Cote, WPS S/Pc Shaylyn Jackson Chairperson: Mr. Glen Blair Statistics This Month YTD SI (1991) Tips Received 57 119 10,536 Arrests 0 5 2018 WPS Arrests 0 2 n/a OPP Arrests 0 3 n/a Other Arrests (Immigration) 0 0 0 Web Tips 34 70 1251 (2006) In-House 4 13 1509 (2004) Call Centre 13 34 2153 (2004) E-Transfer 2 2 1351 (2004) Cases Cleared Total Cleared 0 5 1,418 Total Charges Laid 0 12 2,740 WPS Charges 0 7 n/a OPP Charges 0 5 n/a Rewards Approved from previous month 0 5 1484 Property Recovered 0 5000 $2,299,305 Narcotics recovered 0 0 $7,399,799 Total $9,699,104 Respectfully Submitted by Patti Cote, Shaylyn Jackson Police Co-coordinator Crime Stoppers of Oxford Oxford County O.P.P./Woodstock Police Service Page 294 of 369 Police Services Board Report April 2020 Page 295 of 369 Police Services Board Report for Tillsonburg 2020/Apr Public Complaints Policy 0 Service 0 Conduct 0 Date information collected from Professional Standards Bureau Commander Reports: 2020-05-08 Data Source Ontario Provincial Police, Professional Standards Bureau Commander Reports - Includes all public policy, service and conduct complaints submitted to the Office of the Independent Police Review Director (OIPRD) Secondary Employment Daily Activity Reporting Patrol Hours Total Hours 2020/Apr Number of Cruiser Patrol Hours 259.75 Number of Motorcycle Patrol Hours 0.00 Number of Marine Patrol Hours 0.00 Number of ATV Patrol Hours 4.00 Number of Snowmobile Patrol Hours 0.00 Number of Bicycle Patrol Hours 0.00 Number of Foot Patrol Hours 89.75 Number of School Patrol Hours 0.00 Data source (Daily Activity Reporting System) date: 2020/05/02 Staffing Updates Staffing: One uniform member resigned / One contract administrative member resigned Detachment Initiatives Number of Targeted Media Releases: Apr 3 - OPP Enforcement during COVID-19 Pandemic / Apr 15 - Driver Charged with Multiple Offences / Apr 15 - Criminals Prey on Your Fear During Uncertain Times / Apr 20 - Impaired Driver Charged Detachment: 6S - OXFORD Location code(s): 6S00 - OXFORD Area code(s): 6208 - Tillsonburg Report Generated on: 8-May-20 10:18:15 AM PP–CSC–Operational Planning-4300 Page 296 of 369 2019 2020 % Change 2019 2020 % Change 0 0 N/C 0 0 N/C 1 1 0.0%3 3 0.0% 6 5 -16.7%40 34 -15.0% 7 6 -14.3%43 37 -14.0% Data Utilized Niche RMS All Offence Level Business Intelligence Cube Detachment: 6S - OXFORD Area:6208 - Tillsonburg Data source date: April 2020 Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continue to investigate and solve crime. Police Services Board Report for '6208 - Tillsonburg' Motor Vehicle Collisions Records Management System 2020/05/07 Motor Vehicle Collisions by Type Incidents April Year to Date April Fatal Personal Injury Property Damage Total 0 1 2 3 4 5 6 Fatal Personal Injury Property DamageIncidents 2019 2020 Page 297 of 369 Police Services Board Report for Tillsonburg Records Management System April - 2020 Violent Crime Actual April Year to Date - April 2019 2020 % Change 2019 2020 % Change Murder 0 0 --0 0 -- Other Offences Causing Death 0 0 --0 0 -- Attempted Murder 0 0 --0 0 -- Sexual Assault 2 0 -100.0%8 3 -62.5% Assault 10 4 -60.0%29 28 -3.4% Abduction 0 1 --0 1 -- Robbery 0 0 --1 0 -100.0% Other Crimes Against a Person 2 2 0.0%11 17 54.5% Total 14 7 -50.0%49 49 0.0% 0 2 4 6 8 10 Sexual Assau... Assault Abduction Other Crimes... 2019 2020Actual Property Crime Actual April Year to Date - April 2019 2020 % Change 2019 2020 % Change Arson 0 0 --0 1 -- Break & Enter 2 0 -100.0%12 8 -33.3% Theft Over 5 1 -80.0%8 7 -12.5% Theft Under 13 13 0.0%88 73 -17.0% Have Stolen Goods 0 0 --3 3 0.0% Fraud 8 4 -50.0%27 34 25.9% Mischief 9 3 -66.7%16 26 62.5% Total 37 21 -43.2%154 152 -1.3% 0 2 4 6 8 10 12 14 Break & Ente...Theft OverTheft UnderFraudMischief2019 2020Actual Drug Crime Actual April Year to Date - April 2019 2020 % Change 2019 2020 % Change Possession 1 3 200.0%4 7 75.0% Trafficking 2 0 -100.0%4 1 -75.0% Importation and Production 0 0 --0 0 -- Total 3 3 0.0%8 8 0.0% 0 1 2 2 3 Possession Trafficking 2019 2020Actual Detachment: 6S - OXFORD Location code(s): 6S00 - OXFORD Area code(s): 6208 - Tillsonburg Data source date: Report Generated on: 2020/05/02 5-May-20 2:41:51 PM PP–CSC–Operational Planning-4300 Page 298 of 369 Police Services Board Report for Tillsonburg Records Management System April - 2020 Clearance Rate Clearance Rate April Year to Date - April 2019 2020 Difference 2019 2020 Difference Violent Crime 57.1%71.4%14.3%63.3%71.4%8.2% Property Crime 10.8%9.5%-1.3%13.6%17.8%4.1% Drug Crime 0.0%33.3%33.3%50.0%62.5%12.5% Total (Violent, Property & Drug) 25.0%30.3%5.3%29.2%34.0%4.7% 0% 10% 20% 30%40% 50% 60% 70% 80% Violent Crim... Property Cri... Drug Crime Total (Viole... 2019 2020 Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continue to investigate and solve crime. Data Utilized - Major Crimes - Niche RMS All Offence Level Business Intelligence Cube Detachment: 6S - OXFORD Location code(s): 6S00 - OXFORD Area code(s): 6208 - Tillsonburg Data source date: Report Generated on: 2020/05/02 5-May-20 2:41:51 PM PP–CSC–Operational Planning-4300 Page 299 of 369 Charge Monthly PON PON Year to Date Speeding 5 17 Percentage of people charged from outside area: 80% Moving Violations (Fail to Stop, Disobey Sign, Fail to Yield, Improper Turn, etc)3 32 Non-moving Violations (Licence plate, Insurance, Valtag, etc) 8 57 Distracted Driving (Drive Handheld Device, Careless Driving, etc)1 6 Other Provincial Offence Statutes (Trespass, Liquor, Cannabis, etc)1 7 CMV (Half load, etc)1 1 Seatbelt 0 2 Parking 1 55 Other (Noise, other)0 2 Totals 20 179 Non Speeding Violations Notes: Operate Heavy Truck on Prohibited Street (9) Bylaw Tillsonburg Police Services Board Report April 2020 Provincial Offence Notices Roads with more than one speeding violation Notes: Page 300 of 369 Calls For Service (CFS) Billing Summary Report Tillsonburg April - 2020 Billing Categories (Billing categories below do not match traditional crime groupings) 2020 2019 April Year to Date Time Standard Year To Date Weighted Hours April Year to Date Time Standard Year To Date Weighted Hours Violent Criminal Code 7 61 15.9 969.9 17 55 15.9 874.5 Property Crime Violations 22 156 6.8 1,060.8 46 178 6.8 1,210.4 Other Criminal Code Violations (Excluding traffic)9 55 7.9 434.5 15 55 7.9 434.5 Drug Possession 7 22 6.4 140.8 6 16 6.4 102.4 Drugs 1 2 37.0 74.0 2 4 37.0 148.0 Statutes & Acts 26 92 3.3 303.6 37 115 3.3 379.5 Operational 162 623 3.6 2,242.8 192 627 3.6 2,257.2 Operational2 26 150 1.3 195.0 57 276 1.3 358.8 Traffic 9 73 3.4 248.2 16 67 3.4 227.8 Total 269 1,234 5,669.6 388 1,393 5,993.1 Note to Detachment Commanders: ●The content of each report is to be shared by the Detachment Commander only with the municipality for which it was generated. The municipality may treat this as a public document and distribute it as they wish. ●All data is sourced from the Niche RMS application. Included are 'reported' occurrences (actuals and unfounded occurrences) for 'billable' occurrences ONLY. Data is refreshed on a weekly basis. ●The Traffic category includes motor vehicle collision (MVC) occurrences entered into Niche (UCR code 8521). MVCs are NOT sourced from the eCRS application for this report. ●Only the primary violation is counted within an occurrence. ●Time standards displayed are for the 2017 billing period. Note to Municipalities: ●Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continues to investigate and solve crime. ●This report is NOT to be used for crime trend analysis as not all occurrences are included. ●Data groupings within this report do not match traditional crime groupings seen in other public reports such as the OPP Police Services Board reports or Statistics Canada reporting. Report Content Last Updated:Report generated on: 2020/05/02 5-May-20 2:41:06 PM Page 1 of 1 Page 301 of 369 1 Coordinator: O.P.P. Constable Patti Cote W.P.S. S/Pc Shaylyn Jackson E-mail: oxfordcs@execulink.com Web site: http: www.oxfordcrimestoppers.com To: Board of Directors, Crime Stoppers of Oxford Inc. Cc: Inspector Tony Hymers, Oxford OPP Staff Sgt Jen Ormsby, Oxford OPP Det/Sgt. Nathan Hergott, Woodstock PS Monthly Statistics for April, 2020 26 Total Calls received this month. 12 Woodstock PS tips 12 OPP tips 1 Assigned/out to other Crime Stoppers programs or Agency 1 Not Assigned STATS FOR OPP: TIPS RECEIVED PER ZONE 3 for Tillsonburg 6 for Ingersoll 1 for Zorra 1 for Norwich 0 for South West Oxford 1 for East Zorra-Tavistock 0 for Blandford-Blenheim Meetings/Events Attended This Month Covid 19 cancelling all meetings and events Page 302 of 369 2 Crime of the Week Reports Location Crime This month YTD OPP Oxford Break, Enters, Thefts and Mischiefs etc. 0 0 WPS Woodstock Break, Enters, Mischiefs 0 4 Awareness Media Relations:  Crime of the Week submissions sent to the local media outlets including print and television as well as social media which include our website Fundraising: Promotions: Upcoming Events Next meeting TBA – including AGM Page 303 of 369 3 Co-coordinator: OPP Cst. Patti Cote, WPS S/Pc Shaylyn Jackson Chairperson: Mr. Glen Blair Statistics This Month YTD SI (1991) Tips Received 26 145 10,562 Arrests 0 5 2018 WPS Arrests 0 2 n/a OPP Arrests 0 3 n/a Other Arrests (Immigration) 0 0 0 Web Tips 15 85 1266 (2006) In-House 1 14 1510 (2004) Call Centre 9 43 2162 (2004) E-Transfer 0 2 1351 (2004) Cases Cleared Total Cleared 0 5 1,418 Total Charges Laid 0 12 2,740 WPS Charges 0 7 n/a OPP Charges 0 5 n/a Rewards Approved from previous month 0 5 1484 Property Recovered 0 5000 $2,299,305 Narcotics recovered 0 0 $7,399,799 Total $9,699,104 Respectfully Submitted by Patti Cote, Shaylyn Jackson Police Co-coordinator Crime Stoppers of Oxford Oxford County O.P.P./Woodstock Police Service Page 304 of 369 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2020-___ A BY-LAW to authorize a lease agreement between the Town of Tillsonburg and John Vieraitis for agricultural purposes. WHEREAS The Town of Tillsonburg is desirous of entering into a lease agreement with John Vieraitis for the lands described as Parts of Lots 3-4, Concession 5 NTR Middleton, and more particularly described as the agricultural portion of part of Part 1 and Part 2, Plan 37R-283 comprising approximately 90 acres of farmable land; BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. THAT the lease 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 agreement marked as Schedule "A" on behalf of the Corporation of the Town of Tillsonburg; 3. AND THAT this By-Law shall come into full force and take effect after the final passing hereof. READ A FIRST AND SECOND TIME THIS 13th day of JULY, 2020. READ A THIRD AND FINAL TIME AND PASSED THIS 13th day of JULY, 2020. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Michelle Smibert Page 305 of 369 Page 306 of 369 Page 307 of 369 Page 308 of 369 Page 309 of 369 Page 310 of 369 Page 311 of 369 Page 312 of 369 Page 313 of 369 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2020-___ A BY-LAW to amend Schedule A of By-Law 2020-052, to authorize an agreement between the Corporation of the Town of Tillsonburg and the Mulmur-Melancthon Fire Board for the provision of fire communications services. WHEREAS the Fire Protection and Prevention Act, S.O. 1997, c. 4, as amended, authorizes a municipality to provide and/or receive fire protection services to or from other municipalities; AND WHEREAS the Town of Tillsonburg operates fire protection services and holds fire protection assets including fire communications personnel and equipment suitable to meet municipal responsibilities required by the Fire Protection and Prevention Act, through a fire department situated within the Town of Tillsonburg; AND WHEREAS the Corporation of the Town of Tillsonburg is desirous of entering into an agreement with the Mulmur-Melancthon Fire Board to provide fire communications services. AND WHEREAS the Mulmur-Melanchton Fire Board has made changes to the original agreement adopted by By-Law 2020-052; BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. THAT the agreement attached to By-Law 2020-052 as Schedule “A” be deleted; 2. THAT the agreement attached hereto as “Schedule A” form part of that by-law; 3. THAT these amendments to Schedule A of By-Law 2020-052 are hereby declared to be part of that By-Law as if written therein; 4. THAT the Mayor and Chief Administrative Officer be hereby authorized to execute the attached agreement on behalf of the Corporation of the Town of Tillsonburg; 5. THAT this By-Law shall come into full force and effect upon passing. Page 314 of 369 By-Law 2020-___ Page 2 of 2 READ A FIRST AND SECOND TIME THIS 13th day of JULY, 2020. READ A THIRD AND FINAL TIME AND PASSED THIS 13th day of JULY, 2020. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Michelle Smibert Page 315 of 369 THIS AGREEMENT, dated this ______ day of _______, 2020 B E T W E E N THE CORPORATION OF THE TOWN OF TILLSONBURG (hereinafter "the Town of Tillsonburg" ) - and - THE MULMUR-MELANCTHON FIRE BOARD (hereinafter “The Mulmur- Melancthon Fire Board”) Page 316 of 369 WHEREAS: 1. Pursuant to the provisions of the Municipal Act, S.O. 1991, c. 25, as amended, the parties have enacted By-laws to authorize an agreement between the parties; 2. The Fire Protection and Prevention Act, S.O. 1997, c. 4, as amended, authorizes a municipality to provide and/or receive fire protection services to or from other municipalities; 3. The Town of Tillsonburg operates fire protection services and holds fire protection assets including fire communications personnel and equipment suitable to meet municipal responsibilities required by the Fire Protection and Prevention Act, through a fire department situated within the Town of Tillsonburg; 4. The Town of Tillsonburg has agreed to provide such Fire Communications services to the Township of Mulmur-Melancthon Fire Board NOW THEREFORE, in consideration of the mutual covenants and agreements herein contained, the parties agree as follows: Services Provided: 5. The Town of Tillsonburg shall supply fire communications services to the Mulmur-Melancthon Fire Board the particulars of which are as described in Schedule "A" to this agreement. 6. The fire communications services provided by the Town of Tillsonburg shall comply with the Standard Operating Guidelines, which regulate the operation and maintenance of the Tillsonburg Fire & Rescue Services Fire Communications. Consideration: 7. The Mulmur-Melancthon Fire Board shall pay fees to the Town of Tillsonburg as described in Schedule "B" to this agreement. Page 317 of 369 Page3of11 Term: 8. This agreement shall remain effective for a period of three years from the date of signature. If not expressly renewed in writing or supplanted by a succeeding agreement, this Agreement shall be deemed to have been automatically renewed for a period of indefinite duration unless and until one of the parties provides written notice of termination as contemplated in paragraph nine below. 9. Notwithstanding the provisions of paragraph eight above, any of the parties may withdraw from this Agreement upon providing twelve months written notice to the other parties (hereinafter “the party or parties withdrawing”). Service Commencement Date: 10. The Town of Tillsonburg shall provide fire communications services in accordance with this agreement effective on August 1, 2020. Indemnity and Limitation of Liability: 11. The parties agree to indemnify and save each other harmless, along with their respective councillors, officers, employees and agents from any liability, action, claim, loss, damage, payment, cost, fine, fine surcharge, recovery or expense, including assessable legal fees arising out of the performance of their respective obligations under this Agreement, save and except in respect of any liability, action, claim, loss, damage, payment, cost, fine, fine surcharge, recovery or expense, including assessable legal fees, directly attributable to, arising from, or caused by the negligence or breach of contractual obligation hereunder by any party hereto. 12. Notwithstanding that set forth in paragraph eleven above, the parties agree that no party or parties shall be held responsible for damages caused by delay or failure to perform its or their undertakings under the terms of the agreement when the delay or failure is due to fires, strikes, floods, acts of God or the Queen’s enemies, lawful acts of public authorities, or delays or defaults caused by common carriers which cannot reasonably be foreseen or provided against. 13. Notwithstanding any other provision in this contract or any applicable statutory provisions, none of the parties shall be liable to any other party for special or consequential damages or damages for loss of use arising directly or indirectly from any breach of this contract, fundamental or otherwise, or from any tortious acts or omissions of their respective employees or agents, save and except when Page 318 of 369 Page4of11 such damages or losses are directly attributable to, arise from, or are caused by the breach of contractual obligation, fundamental or otherwise, or from any tortious acts, including negligence, by any party or parties hereto, including its or their respective employees or agents. Without limiting the generality of the foregoing, the parties specifically agree that the Town of Tillsonburg shall not be liable for any damages arising as a result of any injury or damage caused or sustained by personnel, apparatus, or equipment of the fire department of the Mulmur- Melancthon Fire Board while engaged in the provision of fire protection services. Nothing in this provision shall be interpreted to affect or interfere with the right of any of the parties to take action to enforce the terms of this Agreement. 14. The parties hereto agree that no provision herein, or any part thereof, shall be interpreted or act so as to affect, restrict, prohibit, or interfere with the right of any party or parties hereto, either individually or in combination, to demand or otherwise take action or commence proceedings to enforce the terms of this Agreement. Amendment: 15. The parties may amend this agreement from time to time by further written memorandum. 16. Should any of the parties wish to amend the terms of this agreement, it shall provide a minimum of thirty days written notice to the other party of the proposed terms of amendment. Dispute Resolution: 17. In the event that a dispute arises or disputes arise between the parties which cannot be resolved, the parties shall submit the dispute or disputes to arbitration using the procedure set out in the Municipal Arbitrations Act, R.S.O. 1990, c. M - 48, as amended. 18. In the event that a dispute or disputes is submitted for arbitration, the decision or decisions of the arbitrator shall be final and binding upon the parties to this agreement. 19. In the event that arbitration cannot be conducted using the procedure set out in the Municipal Arbitrations Act, the parties shall select a single arbitrator, and in the absence of agreement on an arbitrator, the arbitrator shall be nominated by a Page 319 of 369 Page5of11 justice of the Superior Court of Justice of the Ontario Courts under the procedure set out in the Arbitration Act, S.O. 1991, c. 17, as amended. General Provisions: 20. This agreement is not assignable without the written consent of the parties. A ny attempt to assign any of the rights, duties or obligations of this agreement without written consent is void. 21. This agreement shall not be in force, or bind any of the parties, until executed by all the parties named in it. 22. This agreement shall take effect upon its execution by the authorized representative or representatives of the Town of Tillsonburg and the Mulmur- Melancthon Fire Board. 23. Any notice under this agreement shall be sufficiently given by personal delivery or by registered letter, postage prepaid and mailed in a Canadian post office, addressed, in the case of notice to the Town of Tillsonburg, to the municipal offices of the Corporation of the Town of Tillsonburg and, in the case of notice to any of the Mulmur-Melancthon Fire Board, to the respective municipal office of the Mulmur-Melancthon Fire Board, or to any other address as may be designated in writing by the parties, and the date of receipt of any notice by mailing shall be deemed conclusively to be ten days after the mailing. 24. No change or modification of this agreement (including the schedules to this agreement) shall be valid unless it be in writing and signed by each party. 25. The Town of Tillsonburg and the Mulmur-Melancthon Fire Board agree that no representation, statement or agreement, other than those set out in this agreement, shall be binding upon the parties unless expressed in writing, signed by an authorized representative or by authorized representatives of each and purporting to be expressed in modification of this agreement. 26. The parties agree that each of them shall, upon reasonable written request of the other, do or cause to be done all further lawful acts, deeds and assurances whatever for the better performance of the terms and conditions of this agreement. 27. It is intended that all provisions of this agreement shall be fully binding and Page 320 of 369 Page6of11 effective between the parties, but in the event that any particular provision or provisions or a part of one is found to be void, voidable or unenforceable for any reason whatever, then the particular provision or provisions or part of the provision shall be deemed severed from the remainder of this agreement and all other provisions shall remain in full force. 28. This agreement shall be governed by and construed in accordance with the laws of the Province of Ontario. 29. Subject to the restrictions on transfer and assignment, this agreement shall endure to the benefit of and be binding on the parties and their respective successors and assigns. Page 321 of 369 MAYOR - Stephen Molnar July 13, 2020 CHIEF ADMINISTRATIVE OFFICER - Kyle Pratt July 13, 2020 Page 322 of 369 Page8of11 SCHEDULE “A” The Town of Tillsonburg shall provide the following services and facilities: 1. A 24 hour, seven days a week, 365 days a year answering service, alert paging service and base radio communications dispatch service fully integrated with a Computer Aided Dispatch (CAD) system. 2. A base station manufactured and installed to industry standards complete with the Mulmur-Melancthon Fire Board Fire Department Dispatch frequency. The Town of Tillsonburg shall operate and maintain these services and facilities from two primary public safety communications consoles located in a municipally owned building at 80 Concession Street, East, Tillsonburg. The building shall be equipped with an automatic transfer emergency generator. In the event of system maintenance and/or upgrades, all parties affected shall be granted prior notification when possible. 3. An emergency (third) backup base station manufactured and installed to industry standards complete with the Mulmur-Melancthon Fire Board Fire Department Dispatch frequency. The Town of Tillsonburg shall operate and maintain these services and facilities from a public safety communications console located in a municipally owned building at 10 Lisgar Ave, Tillsonburg. The building shall be equipped with an automatic transfer emergency generator. In the event of system maintenance and/or upgrades all parties affected shall be granted prior notification when possible. 4. Answering, alerting and radio communications dispatch equipment shall be staffed continuously by personnel trained to the core competencies outlined in Ontario Fire Service Communicators Standard and the National Fire Protection Association (NFPA) 1061 Standard for Professional Qualifications for Public Safety Telecommunicators. 5. Transmission of information shall be seamless from when the information is received from the Public Safety Answering Point (PSAP) until the time an emergency is terminated by the Incident Commander and shall be provided in accordance with the time targets specified within NFPA 1221. Seamless is defined to mean without interruption and continuously from the initial call until the satisfactory resolution of the incident. 6. All emergency incident information shall be logged on the CAD system by the communicator and all telecommunications shall be captured on a digital voice recorder. At the completion of the event a detailed incident report shall be collated and forwarded to the Mulmur-Melancthon Fire Board Fire Department via email or other means as arranged between the parties within four hours of termination of Page 323 of 369 Page9of11 command. All audio transmissions shall be recorded from licensed dispatch channels and dedicated phone lines and shall be available to the Mulmur-Melancthon Fire Board Fire Department upon request as arranged between the parties. Recordings shall be made on non-interruptible, non-erasable media. All records including digital voice recordings shall be maintained for a period of two years. 7. Upon the request of the Incident Commander for any additional resources or to relay emergent messaging to other persons, the fire communicator shall relay such requests in a prioritized fashion via telecommunications equipment and shall report confirmation of same to the Incident Commander. 8. Testing of paging system equipment shall be provided as arranged by the parties. 9. The Mulmur-Melancthon Fire Board Fire Department shall provide the following without cost to the Town of Tillsonburg: a. All GIS mapping for its protection area / response zone boundaries. b. All radio transmitting and receiving equipment, licensing and maintenance of same external to the boundary of the Town of Tillsonburg. c. Routing of Emergency 911 telecommunications from the Public Safety Answering Point (PSAP) and the Central Ambulance Communications Center (CACC) as required to meet the approved fire protection services provided by the Municipality for its fire protection area / response zone boundaries inclusive of all required ANI/ALI, GIS mapping and all site location information so that it is seamlessly transmitted to the Secondary Public Safety Answering Point (SPSAP) serving the Tillsonburg Fire Communications Division. d. The Town of Tillsonburg assumes no responsibility with respect to quality of the data received in sections 9.a., 9.b. and 9.c. Page 324 of 369 Page10of11 SCHEDULE “B” FEES TO BE PAID BY THE MULMUR-MELANCTHON FIRE BOARD TO THE TOWN OF TILLSONBURG 1. The Fee Structure contained within this Agreement is predicated upon the contractual participation of the Mulmur-Melancthon Fire Board for a period of not less than three (3) years starting August 1, 2020. 2. The Mulmur-Melancthon Fire Board Fire Department shall pay to the Town of Tillsonburg an annual fee of $5.19 plus tax (if applicable) per resident person residing within the response area of the Townships of Mulmur & Melancthon. Quantification shall be based upon the most current Canada census report. For 2020, the population dispatched is 2100. As of August 1,2023, the annual rate shall be $2.76 plus tax (if applicable) per resident residing within the response area of the Townships of Mulmur & Melancthon, and subject to the rate increase of Cost of Living Adjustment (COLA), if any, effective from August 1, 2020 to July 21, 2023, as calculated pursuant to paragraph 3 herein, and subject to any costs associated to implement Next Generation 911 services for the portions of the Townships of Mulmur and Melancthon serviced by the Mulmur/Melancthon Fire Department pursuant to paragraph 6 herein. 3. The Mulmur-Melancthon Fire Board shall pay an annual adjustment for years two (2) and three, effective on August 1st of each year. The adjustment shall be based on the year to year unadjusted Consumer Price Index (CPI) (CPI Index-All Items – Ontario) published by Statistics Canada, to a maximum of 5% each year as of April 15th, of each year. 4. The Mulmur-Melancthon Fire Board shall tender payment to the Town of Tillsonburg in quarterly installments, to be invoiced by the Town of Tillsonburg four (4) times each year to the Township of Mulmur Melancthon. 5. The Mulmur-Melancthon Fire Board may extend the term of this agreement by one (1) or two (2) years. The Mulmur-Melancthon Fire Board shall pay an annual adjustment for years four (4) and five (5), effective on August 1st of each year. The adjustment shall be based on the year to year unadjusted Consumer Price Index (CPI) (CPI Index- All Items – Ontario) published by Statistics Canada, to a maximum of 5% each year, as of April 15th, of each year. Page 325 of 369 Page11of11 6. The Mulmur-Melancthon Fire Board agrees to pay for costs associated with implementing Next Generation 911 services for the Township of Mulmur Melancthon. These fees will be based on a cost recovery / per capita model if the Mulmur-Melancthon Fire Board is under contract when Next Generation 911 is implemented in Tillsonburg FireComm. The Town of Tillsonburg will work closely with all stakeholders to keep them apprised of anticipated costs and dates. Page 326 of 369 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2020-___ 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 include a new waterpark 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 include the rate below: 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 13th day of July, 2020. READ A THIRD AND FINAL TIME AND PASSED THIS 13th day of July, 2020. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Michelle Smibert Item 2019 Fee Proposed 2020 Fee % Change Tax Unit Waterpark 6 years & over – 1 hour swim $3.00 NEW Hst included each Page 327 of 369 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2020-___ A BY-LAW to establish policies and procedures for the procurement of goods and services, payments of accounts and the disposal of surplus goods for the Corporation of the Town of Tillsonburg and to repeal By-Law 3967. WHEREAS pursuant to Section 270 of the Municipal Act, 2001, c. 25, a Municipality or local board shall adopt policies with respect to its procurement of goods and services; AND WHERES the Council of the Corporation of the Town of Tillsonburg recognizes its responsibility to provide for fair, transparent and accountable purchasing practices for the effective utilization and disposal of all its resources; and AND WHEREAS the Council of the Corporation of the Town of Tillsonburg deems it necessary and expedient to repeal By-Law 3967, Purchasing Policy. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. Definitions In this By-Law: “Agent” shall mean the Treasurer or designate who has the sole authority to authorize, save and except the Mayor and Clerk, to execute contract documents on behalf of the Town; “Agreement” means a written document between the Town and another party upon legal consideration for the procurement of goods, services or construction pursuant to this policy. Also called “Contract”; “Aw ard” means the acknowledgement of the authority to proceed to commit to an external Supplier(s) for acquisition of goods, services or construction. An Award can only be made after the relevant bid award form is signed or the Council resolution is ratified; “Best Value” means the optimal balance of performance and cost determined in accordance with a pre-defined evaluation plan which may include a cost/benefit analysis to define the best combinations of quality, service, time, and cost considerations over the useful life of the acquired item or for the immediate level of expected service and deliverable; "Bid" shall mean i. a specific price for specific works or ii. where appropriate, a proposal; Page 328 of 369 By-Law 2020-____ Page 2 of 9 “Bidder” means one who may or has submitted a response to an invit ation to bid as issued by the Town; “Buyer” shall mean any employee procuring goods and services for the Town; “CAO” shall mean the Chief Administrative Officer of the Town of Tillsonburg; “Clerk” shall mean the Clerk of the Town appointed pursuant to the Municipal Act 2001, as amended, or in her absence, the Deputy-Clerk or such other person designated by the Council by resolution for the purposes of this By-Law; “Competitive Bidding Process” means a process for procurement of goods, services or construction whereby a prescribed method is used to solicit three or more bids or proposals. “Contract” means a written document between the Town and another party upon consideration for the procurement of goods, services or construction pursuant to this policy. Also called “Agreement”; “Department Manager” shall mean the individual or designate who is accountable for the budget and responsible for the operations of any single department or division withi n the Town; “Director” shall mean the individual accountable for the operation of overall departments within the Town; "Emergency" shall mean a situation, or the threat of an impending situation, where serious delay may affect the life, safety, health or welfare of the general public, cause damage to the environment or to the property of the residents of the Town, or to prevent serious damage, disruption of work, or to restore or to maintain essential service to a minimum level; “Execute” in relation to any document developed pursuant to this policy means to sign by the authorized officers of the parties, and “Executed” has a corresponding meaning; "Goods and Services" shall include all supplies, materials, equipment, furniture, fixtures, general maintenance and service construction contracts, construction maintenance, contractors, and or subcontractors, food, drugs and professional services, but does not include real property; “His” shall in all cases mean his or her and "he" shall in all cases mean he or she; "Prescribed Forms or Forms" shall mean the standard documents as provided as part of the purchasing procedure guidelines as approved by the CAO; Page 329 of 369 By-Law 2020-____ Page 3 of 9 “Procurement” means the purchasing, renting, leasing, or otherwise acquiring of supplies, services, or construction; includes all functions that pertain to the acquisition, including description of requirements, selection and solicitation of sources, preparation and award of contract; and all phases of contract administration such as inventory control, receiving, inspection (all as applicable); and disposal. “Professional Services” shall mean the services of architects, engineers, designers, surveyors, management and financial consultants, brokers, lawyers, planning consultants, project managers and any other professional and consulting services required by the Town; “Purchase” shall mean the acquisition of Goods and Services or any interest therein by purchase, lease, rental or otherwise; "Quotation" shall mean a written request for vendor bids for the supply of goods or services, from selected sources of supply, not opened in public; "Request for Proposal (RFP)" shall mean a formal request for details on the supply of goods or the provision of services, which cannot be fully defined or specified at the time of the request; “Sole Source” is defined as any contract entered into without a competitive process, based on a justification that only one known source exists or that only one single supplier can fulfill the requirements. “Successful Bidder” means a Bidder who has met or exceeded the minimum requirements of the bid document in its entirety as determined by the Town of Tillsonburg in its absolute discretion and to whom award is recommended pending the necessary internal approvals; “Supplier” shall mean any company or organization that provides, or has the capacity to provide, certain Goods or Services to the Town in accordance with the terms of this By-Law; "Tender" shall mean a formal request for sealed Bids for the supply of Goods and Services in response to an advertised solicitation; “Town” shall mean The Corporation of the Town of Tillsonburg; "Vendor of Record" shall mean an approved vendor. 2. Objectives The objective of the By-Law is to ensure: a) Best value is achieved consistent with the required quality and service; b) Integrity in the purchasing process; c) Openness, accountability and transparency and fair treatment of all bidders; Page 330 of 369 By-Law 2020-____ Page 4 of 9 d) Encouraging bids through e-bidding, newspaper(s) and website(s). 3. Guidelines a) No Purchase shall be made except as provided in this By-Law. b) No Purchase shall be split so as to avoid the purchasing process as outlined within this By-Law. c) Council has the ultimate authority for all expenditures. Council delegates this authority by the authorization of budgets or by specific resolution. d) Prior to the approval of the current year’s business plan and budget, a department may incur normal operating expenditures that are required to maintain services. This shall include the payment of expenditures on previously approved capital items and projects. e) No contract shall be entered into and no expenditure shall be authorized unless Council has provided funds for such purpose in the annual budget or agreed to the provision of such funds. f) The Department Managers, Directors, Fire Chief or the CAO shall ensure that all provisions of this By-Law are complied with in respect of the purchase of Goods and Services for or on behalf of his department and are responsible for the approval of accounts within the approved budget for the department. g) This procurement By-Law may be overridden by Council if Council, in its own discretion determines it to be appropriate and in the best interest of the Town. h) The Director of Finance shall maintain written procurement procedures and procurement shall adhere to those procedures. 4. Establishing Price Range Purchase prices (excluding HST) shall be obtained as follows:  Up to $1,000 – Purchases are to be made using buyers own pricing discretion; vendor of record is preferred.  $1,001 to $4,000 – For any purchases, other than those covered by a vendor of record, when the amount is between $1,001 and $4,000, comparison pricing must be completed by the assigned Buyer.  $4,001 to $15,000 – For any purchases, other than those covered by a vendor of record, when the amount is between $4,001 to $15,000, the Page 331 of 369 By-Law 2020-____ Page 5 of 9 assigned Buyer making the purchase shall obtain quotations from more than one source using catalogues, suppliers lists, online pricing or through negotiations, upon assuring themselves that all prices offered are fair and equitable.  $15,001 to $50,000 – For all purchases between $15,001 and $50,000, a minimum of three written quotations must be obtained by the assigned Buyer.  Over $50,001 – By Tender or Request for Proposal. o The above mechanisms are the minimum acceptable practices for the listed threshold. Any mechanism can be used for a lower purchase bracket. o The above prices shall be on a before -tax basis. Adherence to the above does not apply to circumstances addressed in section 6. o Purchases made for a project which is receiving grant or external funding are subject to purchasing thresholds as set in the funding agreement. If no funding thresholds are identified within the funding agreement, the above purchasing thresholds shall be followed. QUICK GUIDE TO PURCHASING GUIDELINES Minimum Purchasing Mechanism Dollar Value of Purchase Approval Authority & Authority to Award Small Order Purchase* Up to $250 Employee Small Order Purchase* $251 - $1,000 Supervisor or Assigned Buyer Comparison pricing* $1,001 to $4,000 Department Manager Price Quotes* $4,001 to $15,000 Department Manager Written Quotation* $15,001 to $50,000 Director and Treasurer Page 332 of 369 By-Law 2020-____ Page 6 of 9 Tender, Request for Proposals or Sole Source Purchases* $50,001 to $75,000 Director and CAO Tender, Request for Proposals or Sole Source Purchases* $75,001 + Council (unless in accordance with section 7.0 (d)) *Unless prescribed through a funding agreement 5. Accountability a) The CAO shall maintain accountability to Council during the procurement process. b) No purchase of Goods and Services shall be made by the Town for the personal use of elected or appointed officials or employees of the Town. c) No Goods and Services shall be purchased from an employee of the Town, or from any associate of such employee, unless the extent of the interest of such employee has been fully disclosed and the purchase has been approved by the Treasurer. d) The Agent oversees the Town’s purchasing process and compliance thereof. Only the Agent, Mayor or Clerk has the authority to execute contract documents on behalf of the Town. 6. Prescribed Council Approval The following Purchases shall be subject to Council approval: a) Any contract prescribed by statute to be made by Council; b) Any contract where this By-Law is being waived; c) Any contract where Council has expressly directed staff to report prior to an award; d) Any contract where a submission in response to a call for Bid contains an irregularity that cannot be resolved by terms of the Bid; or, e) Any contract for a Purchase made in accordance with section 7.0 (b); Page 333 of 369 By-Law 2020-____ Page 7 of 9 f) Any contract for a tender or request for proposal as required under this policy. g) Any contract which is not contained within the approved budget and is in excess of a $25,000 threshold. h) Any contract which is in excess of the approved budgeted value. i) All purchases of municipal land unless delegated by resolution. Council may waive, by resolution, the application of any part of this By-Law in respect of any given procurement. 7. Exceptions a) When an emergency occurs that, at the discretion of the CAO, Director, Fire Chief, or Department Manager, constitutes immediate danger to health, safety, life or property, or requires the immediate procurement of goods and services, the Department Manager or his/her designate may purchase through sole sources such required Goods or Services upon consultation with the Director or Treasurer. A follow-up report to Council is required for all Emergency Purchases over $25,000. b) The Tendering, RFP or purchasing process may not be required where the Goods or Services are proprietary to one vendor, where there is only one supplier that can meet the Town’s needs within a reasonable distance or where the cost of changing suppliers for a product or service already in place is deemed to be exorbitant by the Treasurer. Upon written staff recommendations, Council shall, in its’ sole discretion determine whether a Bid, RFP or purchasing process may be forgone for these reasons. Such exemption must be granted by resolution. c) Notwithstanding the provisions of this policy, the following expenditures must be made subject to budget constraints and may be made without following the formal purchasing procedures detailed herein; i. Petty cash items ii. Training and education including conferences, courses and seminars iii. Mileage, travel and accommodations iv. Payroll related expenses v. Utilities, postage, bank charges vi. Licensing, maintenance and software support for prior purchases; vii. Professional Services identified as a vendor of record d) Approved budgeted contracts received under budget and with a value less than $250,000 do not require additional Council approval, regardless of funding source, except in accordance with section 6.0 (i). Authorization of said approved budgeted contracts resides with the Treasurer. Page 334 of 369 By-Law 2020-____ Page 8 of 9 8. No Lobbying No bidder shall contact any member of Council or any Town staff in an attempt to influence the award of a contract. If a bidder contacts any member of Council or any Town staff in an attempt to influence the award of a contract, the bidder may be disqualified a t the discretion of the CAO. 9. Health and Safety The Town is committed to the health and safety of their employees, contractors, visitors and the general public. This includes a commitment to Health and Safety in the procurement process. 10. Co-Operative Purchasing The Town may participate with other government agencies or public authorities in co - operative purchasing. The policies of the government agencies or public authorities calling the Co-operative Bid are to be the accepted policy of that particular Bid. 11. Disposal of Surplus Where any goods or personal property of the Town are declared surplus, cannot be used by another Town department, and have a residual value greater than $1,500, the goods shall be disposed of by public Bid or public auction. If no Bids are received, the Departmental Manager or Buyer may dispose of the goods or personal property as deemed to be in the best interest of the Town. This section shall not apply to goods or equipment traded in on new equipment or returned for credit to original sources of supply. 12. Tie Bids In the event that two (2) or more compliant, equal bids are submitted during a competitive Bid process, the Town shall determine the successful bidder by drawing a bidder’s name, as determined by the Treasurer. 13. Delegation of Authority to Purchase The authority to purchase Goods and Services may be delegated or assigned to a local Board following the dollar thresholds as set out in this By-Law. 14. Other Where any other By-Law exists which is in conflict with a provision of this By-Law, the provision of this By-Law shall be deemed to apply. This By-Law shall be reviewed and updated, as appropriate, every five (5) years, following the date of its enactment. 15. THAT By-Law 3967 be and is hereby repealed in its entirety. 16. THAT this By-law and any amendments thereto shall be known as the "Tillsonburg Procurement By-Law." Page 335 of 369 By-Law 2020-____ Page 9 of 9 17. THAT this By-Law shall come into full force and effect upon passing. READ A FIRST AND SECOND TIME THIS 13th day of JULY, 2020. READ A THIRD AND FINAL TIME AND PASSED THIS 13th day of JULY, 2020. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Michelle Smibert Page 336 of 369 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2020-___ A BY-LAW to authorize the submission of an application to Ontario Infrastructure and Lands Corporation (“OILC”) for financing certain ongoing capital work(s) of the Corporation of the Town of Tillsonburg (the “lower-tier municipality”); to authorize temporary borrowing from OILC to meet expenditures in connection with such capital work(s); and to authorize long-term borrowing for such capital work(s) through the issue of debentures by the County of Oxford (the “upper-tier municipality”) to OILC. WHEREAS the Municipal Act, 2001 (Ontario), as amended, (the “Act”) provides that a municipal power shall be exercised by by-law unless the municipality is specifically authorized to do otherwise; AND WHEREAS the Council of the Lower-tier Municipality has passed the by-law(s) enumerated in column (1) of Schedule “A” attached hereto and forming part of this By- law (“Schedule “A”) authorizing the capital work(s) described in column (2) of Schedule “A” (the “Capital Work(s)”) in the amount of the respective estimated expenditure set out in column (3) of Schedule “A”, subject in each case to approval by OILC of the financing for such Capital Work(s) requested by the Lower-tier Municipality in the Application as hereinafter defined; AND WHEREAS before the Council of the Lower-tier Municipality approved the Capital Work(s) in accordance with section 4 of Ontario Regulation 403/02 (the “Regulation”), the Council of the Lower-tier Municipality had its Treasurer calculate an updated limit in respect of its then most recent annual debt and financial obligation limit received from the Ministry of Municipal Affairs and Housing (as so updated, the “Updated Limit”), and, on the basis of the authorized estimated expenditure for the Capital Work or each Capital Work, as the case may be, as set out in column (3) of Schedule “A” (the “Authorized Expenditure” for any such Capital Work), the Treasurer calculated the estimated annual amount payable in respect of the Capital Work or each Capital Work, as the case may be, and determined that the estimated annual amount payable in respect of the Capital Work or each Capital Work, as the case may be, did not cause the Lower-tier Municipality to exceed the Updated Limit, and accordingly the approval of the Local Planning Appeal Tribunal pursuant to the Regulation, was not required before any such Capital Work was authorized by the Council of the Lower tier Municipality; AND WHEREAS subsection 405(1) of the Act provides, amongst other things, that a municipality may authorize temporary borrowing to meet expenditures made in connection with a work to be financed in whole or in part by the issue of debentures if, Page 337 of 369 By-Law 2020-____ Page 2 of 24 the municipality is a lower-tier municipality in a regional municipality and it has approved the work and the upper-tier municipality has approved the issue of debentures for the work; AND WHEREAS subsection 401(1) of the Act provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way, and may issue debentures and prescribed financial instruments and enter prescribed financial agreements for or in relation to the debt; AND WHEREAS subsection 401(3) of the Act provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures and accordingly the Lower-tier Municipality intends that the Upper-tier Municipality will issue debentures in respect of the Capital Work(s) and will request that the Upper-tier Municipality do so; AND WHEREAS subsection 403(1) of the Act provides that a by-law of an upper-tier municipality authorizing the issuing of debentures for the purposes or joint purposes of one or more of its lower-tier municipalities may require those lower-tier municipalities to make payments in each year to the upper-tier municipality in the amounts and on the dates specified in the by-law; AND WHEREAS the Act also provides that a municipality shall authorize long-term borrowing by the issue of debentures or through another municipality under section 403 or 404 of the Act and subsection 403(7) of the Act provides that all debentures issued under a by-law passed by an upper-tier municipality under section 403 are direct, joint and several obligations of the upper-tier municipality and its lower-tier municipalities; AND WHEREAS OILC has invited Ontario municipalities desirous of obtaining temporary and long-term debt financing in order to meet capital expenditures incurred on or after the year that is five years prior to the year of an application in connection with eligible capital work(s) to make application to OILC for such financing by completing and submitting an application in the form provided by OILC; AND WHEREAS the Lower-tier Municipality requested the Upper-tier Municipality to issue debentures for the Capital Work(s) and in this connection the Upper-tier Municipality and the Lower-tier Municipality completed and submitted or is in the process of submitting an application to OILC, as the case may be (the “Application”) to request financing for the Capital Work(s) by way of long-term borrowing pursuant to section 403 of the Act through the issue of debentures by the Upper-tier Municipality to OILC and by way of temporary borrowing by the Lower-tier from OILC pending the issue of such debentures; AND WHEREAS OILC has accepted and has approved or will notify the Lower-tier Municipality only if it accepts and approves the Application, as the case may be; Page 338 of 369 By-Law 2020-____ Page 3 of 24 AND WHEREAS the Upper-tier Municipality has approved the issue of debentures for the Capital Work(s) to OILC in the maximum aggregate principal amount of $4,590,373 (the “Debentures”); and OILC has indicated that pending the issue of the Debentures it will provide financing by way of temporary advances to the Lower-tier Municipality in respect of the Capital Work(s); AND WHEREAS the Lower-tier Municipality will enter into a financing agreement with OILC pursuant to the terms of which OILC will provide temporary advances to the Lower-tier Municipality in respect of the Capital Work(s); BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. The Council of the Lower-tier Municipality hereby confirms, ratifies and approves the execution by the Treasurer of the Application and the submission by such authorized official of the Application, duly executed by such authorized official, to OILC, in cooperation with the Upper-tier Municipality, for the financing of the Capital Work(s) by way of temporary borrowing from OILC, pending the issue of the Debentures, in the maximum aggregate principal amount of $4,590,373 substantially in the form of Schedule “B” hereto and forming part of this By-law, with such changes thereon as such authorized official may hereafter approve, such execution and delivery to be conclusive evidence of such approval. 2. The Mayor and the Treasurer are hereby authorized to negotiate and enter into, execute and deliver for and on behalf of the Lower-tier Municipality a financing agreement (a “Financing Agreement”) with OILC that provides for temporary borrowing from OILC under the authority of this By-law in respect of the Capital Work(s) on such terms and conditions as such authorized officials may approve, such execution and delivery to be conclusive evidence of such approval. 3. The Mayor and the Treasurer are hereby authorized, pending the substantial completion of the Capital Work or of each Capital Work, as the case may be, or as otherwise agreed with OILC, to make temporary borrowings pursuant to section 405 of the Act in respect of the Capital Work or of each Capital Work, as the case may be, on the terms and conditions provided in the Financing Agreement which the Financing Agreement provides that the information contained in the Record, as defined in the Financing Agreement, in respect of such temporary borrowings shall be deemed final, conclusive and binding on the Lower-tier Municipality, and on such other terms and conditions as such authorized officials may agree; and the Treasurer is authorized to sign such certifications as OILC may require in connection with such borrowings in respect of the Capital Work(s); provided that the amount of borrowings allocated to the Page 339 of 369 By-Law 2020-____ Page 4 of 24 Capital Work or to each Capital Work, as the case may be, does not exceed the Authorized Expenditure for such Capital Work and does not exceed the related loan amount set out in column (4) of Schedule “A” in respect of such Capital Work. 4. In accordance with the provisions of section 25 of the Ontario Infrastructure and Lands Corporation Act, 2011, as amended from time to time hereafter, the Lower-tier Municipality is hereby authorized to agree in writing with OILC that the Minister of Finance is entitled, without notice to the Lower-tier Municipality, to deduct from money appropriated by the Legislative Assembly of Ontario for payment to the Lower-tier Municipality, amounts not exceeding the amounts that the Lower-tier Municipality fails to pay to OILC on account of any unpaid indebtedness of the Lower-tier Municipality to OILC under any outstanding temporary borrowing and/or the Debentures, as the case may be (the “Obligations”) and to pay such amounts to OILC from the Consolidated Revenue Fund. 5. For the purposes of meeting the Obligations, the Lower-tier Municipality shall provide for raising in each year as part of the general lower-tier levy the amounts of principal and interest payable in each year under any outstanding temporary borrowing and/or any Debenture outstanding pursuant to the Financing Agreement, to the extent that the amounts have not been provided for by any other available source including other taxes or fees or charges imposed on persons or property by a by-law of any municipality. 6. a) The Mayor and the Treasurer are hereby authorized to enter into, execute and deliver the Financing Agreement, one or more of the Clerk and the Treasurer are hereby authorized to generally do all things and to execute all other documents and papers in the name of the Lower-tier Municipality in order to perform the Obligations of the Lower-tier Municipality under the Financing Agreement, to request and receive any temporary borrowing, and the Treasurer is authorized to affix the Lower-tier Municipality’s municipal seal to any such documents and papers. b) The money realized in respect of any temporary borrowing for the Capital Work(s) and the Debentures, including any premium, and any earnings derived from the investment of that money after providing for the expenses related to any such temporary borrowing and to the issue of the Debentures by the Upper-tier Municipality, if any, shall be apportioned and applied to the Page 340 of 369 By-Law 2020-____ Page 5 of 24 respective Capital Work and to no other purpose except as permitted by the Act. 7. THAT this By-Law shall come into full force and effect upon passing. READ A FIRST AND SECOND TIME THIS 13th day of JULY, 2020. READ A THIRD AND FINAL TIME AND PASSED THIS 13th day of JULY, 2020. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Michelle Smibert Page 341 of 369 By-Law 2020-____ Page 6 of 24 Schedule “A” (Ongoing Capital Work(s)) (1) (2) (3) (4) Capital Work Number Description of Capital Work Estimated Expenditure Loan Amount 2020-058/675 Work bays lighting conversion to LED $50,000 $40,000 2020-058/098 F350 w/Alum dump body replacement 130,000 73,500 2020-058/283 Oak Park Subdivision Servicing 115,000 115,000 2020-058/508 Columbaria 36,000 36,000 2020-058/99 420D Backhoe No. 86 Replacement 195,000 130,000 2020-058/113 Cable Trailer No. 233 Replacement 10,000 10,000 2020-058/117 Hydro Utility Van 40,000 40,000 2020-058/118 1 Ton w Dump Body 75,000 37,500 2020-058/141 SCBA Replacement 250,000 150,000 2020-058/175 Radio Upgrade 38,000 38,000 DCS 18-29/813 Hwy 3 Business Park - Hwy 3 widening 1,033,446 82,373 DCS 20-08/804 Van Norman Innovation Park - Phase 2 1,750,000 1,750,000 2020-058/808 Hwy 3 Bus Park - SWM Facility - Phase 1 565,000 438,000 2020-058/807 Hwy 3 - Clearview Dr Extension - Phase 1 1,650,000 1,650,000 Page 342 of 369 By-Law 2020-____ Page 7 of 24 Schedule “B” Page 343 of 369 Webloans Loan Application PDF Projects ID SIT Project ID Project Name Construction/Purchase Start Construction/Purchase End Project Cost OILC Loan Amount 1219 1 Work bays lighting converstion to LED 12/01/2019 12/01/2020 $50,000.00 40,000.00 1220 2 F350 w Alum dump body replacement 11/01/2019 10/01/2020 $130,000.00 73,500.00 1221 3 Oak Park Subdivision Servicing 03/01/2019 11/01/2020 $115,000.00 115,000.00 1222 4 Columbaria 01/01/2020 09/01/2020 $36,000.00 36,000.00 1223 5 420D Backhoe No 86 Replacement 04/01/2020 09/01/2020 $195,000.00 130,000.00 1224 6 Cable Trailer No 233 Replacement 03/01/2020 07/01/2020 $10,000.00 10,000.00 1225 7 Hydro Utility Van 02/01/2020 06/01/2020 $40,000.00 40,000.00 1226 8 1 Ton w Dump Body 03/01/2020 07/01/2020 $75,000.00 37,500.00 1227 9 SCBA Replacement 04/01/2020 06/01/2020 $250,000.00 150,000.00 1228 10 Radio Upgrade 04/01/2020 06/01/2020 $38,000.00 38,000.00 1229 11 Hwy 3 Business Park Hwy 3 widening 07/09/2018 10/11/2019 $1,033,446.00 82,373.00 1230 13 Van Norman Innovation Park Phase 2 05/25/2020 11/30/2020 $1,750,000.00 1,750,000.00 1231 14 Hwy 3 Bus Park SWM Facility Phase 1 04/01/2020 12/31/2020 $565,000.00 438,000.00 1232 12 Hwy 3 Clearview Dr Extension Phase 1 04/01/2020 12/31/2020 $1,650,000.00 1,650,000.00 Details of Project Work bays lighting converstion to LED FA Number 1506 Application for Tillsonburg, The Corporation of The Town of Project Category Municipal Other Infrastructure Work Type Others Other Description Facilities - Fleet Work Bays Project Name Work bays lighting converstion to LED Construction/Purchase Start 12/01/2019 Construction/Purchase End 12/01/2020 Energy Conservation Project Address 1 10 Lisgar Ave Project Address 2 Page 344 of 369 Project Financial Information Required Date Amount Term Type 12/15/2020 $40,000.00 10 Serial Details of Project F350 w Alum dump body replacement City / Town Tillsonburg Province ON Postal Code N4G 5A5 Description Lighting conversion to LED in the work bays at the Customer Service Centre Comments and/or Special Requests Project Life Span (Years)20 Project Cost (A)$50,000.00 Other Project Funding / Financing (B): Description Timing Amount user fees Existing $10,000.00 Other Project Funding/Financing Total (B)$10,000.00 OILC Loan Amount (A-B)$40,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $40,000.00 Project Category Municipal Roads Infrastructure Project Name F350 w Alum dump body replacement Construction/Purchase Start 11/01/2019 Construction/Purchase End 10/01/2020 Energy Conservation Project Address 1 20 Spruce Street Page 345 of 369 Project Financial Information Required Date Amount Term Type 12/15/2020 $0.00 10 Serial Details of Project Oak Park Subdivision Servicing Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replacement of a F350 Truck with and aluminum dump body Comments and/or Special Requests Project Life Span (Years)10 Project Cost (A)$130,000.00 Other Project Funding / Financing (B): Description Timing Amount taxation Existing $56,500.00 Other Project Funding/Financing Total (B)$56,500.00 OILC Loan Amount (A-B)$73,500.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $0.00 Project Category Municipal Roads Infrastructure Project Name Oak Park Subdivision Servicing Construction/Purchase Start 03/01/2019 Construction/Purchase End 11/01/2020 Page 346 of 369 Project Financial Information Required Date Amount Term Type 07/01/2002 $115,000.00 5 Serial Details of Project Columbaria Energy Conservation Project Address 1 Oak Park Subdivision Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Installing municipal infrastructure/services Comments and/or Special Requests Project Life Span (Years)50 Project Cost (A)$115,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$115,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $115,000.00 Project Category Municipal Other Infrastructure Work Type Others Other Description Columbaria Project Name Columbaria Construction/Purchase Start 01/01/2020 Page 347 of 369 Project Financial Information Required Date Amount Term Type 09/01/2020 $36,000.00 25 Serial Details of Project 420D Backhoe No 86 Replacement Construction/Purchase End 09/01/2020 Energy Conservation Project Address 1 191-193 Simcoe Street Project Address 2 City / Town Tillsonburg ` Province ON Postal Code Description Purchase 1 new 96 niche columbaria column and 2 new niche pedestal columbaria Comments and/or Special Requests Project Life Span (Years)50 Project Cost (A)$36,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$36,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $36,000.00 Project Category Municipal Roads Infrastructure Project Name 420D Backhoe No 86 Replacement Construction/Purchase Start 04/01/2020 Page 348 of 369 Project Financial Information Required Date Amount Term Type 09/01/2020 $130,000.00 10 Serial Details of Project Cable Trailer No 233 Replacement Construction/Purchase End 09/01/2020 Energy Conservation Project Address 1 20 Spruce St Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replacement of off road equipment 420D backhoe Comments and/or Special Requests Project Life Span (Years)12 Project Cost (A)$195,000.00 Other Project Funding / Financing (B): Description Timing Amount taxation Existing $65,000.00 Other Project Funding/Financing Total (B)$65,000.00 OILC Loan Amount (A-B)$130,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $130,000.00 Project Category Municipal Other Infrastructure Work Type Others Page 349 of 369 Project Financial Information Required Date Amount Term Type 09/01/2020 $10,000.00 5 Serial Details of Project Hydro Utility Van Other Description Hydro Project Name Cable Trailer No 233 Replacement Construction/Purchase Start 03/01/2020 Construction/Purchase End 07/01/2020 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replacement of light duty cable trailer Comments and/or Special Requests Project Life Span (Years)15 Project Cost (A)$10,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$10,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $10,000.00 Page 350 of 369 Project Financial Information Required Date Amount Term Type 09/01/2020 $40,000.00 5 Serial Project Category Municipal Other Infrastructure Work Type Others Other Description Hydro Project Name Hydro Utility Van Construction/Purchase Start 02/01/2020 Construction/Purchase End 06/01/2020 Energy Conservation Project Address 1 20 Spruce Stree Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Purchase of light duty utility van Comments and/or Special Requests Project Life Span (Years)8 Project Cost (A)$40,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$40,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Page 351 of 369 Details of Project 1 Ton w Dump Body Project Financial Information Long-term Borrowing Total $40,000.00 Project Category Municipal Roads Infrastructure Project Name 1 Ton w Dump Body Construction/Purchase Start 03/01/2020 Construction/Purchase End 07/01/2020 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Purchase of light duty utility van Comments and/or Special Requests Project Life Span (Years)10 Project Cost (A)$75,000.00 Other Project Funding / Financing (B): Description Timing Amount taxation Existing $37,500.00 Other Project Funding/Financing Total (B)$37,500.00 OILC Loan Amount (A-B)$37,500.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Page 352 of 369 Required Date Amount Term Type 09/01/2020 $37,500.00 10 Serial Details of Project SCBA Replacement Project Financial Information Long-term Borrowing Total $37,500.00 Project Category Municipal Other Infrastructure Work Type Fire Project Name SCBA Replacement Construction/Purchase Start 04/01/2020 Construction/Purchase End 06/01/2020 Energy Conservation Project Address 1 80 Concession St E Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replacement of existing self contained breathing apparatus Comments and/or Special Requests Project Life Span (Years)10 Project Cost (A)$250,000.00 Other Project Funding / Financing (B): Description Timing Amount reserves Existing $100,000.00 Other Project Funding/Financing Total (B)$100,000.00 Page 353 of 369 Required Date Amount Term Type 09/01/2020 $150,000.00 10 Serial Details of Project Radio Upgrade Project Financial Information OILC Loan Amount (A-B)$150,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $150,000.00 Project Category Municipal Other Infrastructure Work Type Fire Project Name Radio Upgrade Construction/Purchase Start 04/01/2020 Construction/Purchase End 06/01/2020 Energy Conservation Project Address 1 80 Concession St E Project Address 2 City / Town Tillsonburg Province ON Postal Code Description To upgrade the fire dispatch radio console to move from our current system of 24 channels to 40 Comments and/or Special Requests Project Life Span (Years)10 Project Cost (A)$38,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 Page 354 of 369 Required Date Amount Term Type 06/01/2020 $38,000.00 10 Serial Details of Project Hwy 3 Business Park Hwy 3 widening Project Financial Information OILC Loan Amount (A-B)$38,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $38,000.00 Project Category Municipal Roads Infrastructure Project Name Hwy 3 Business Park Hwy 3 widening Construction/Purchase Start 07/09/2018 Construction/Purchase End 10/11/2019 Energy Conservation Project Address 1 Clearview Dr & Hwy #3 Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Hwy 3 Business Park - Hwy 3 widening for industrial park Comments and/or Special Requests Project Life Span (Years)40 Project Cost (A)$1,033,446.00 Other Project Funding / Financing (B): Description Timing Amount Page 355 of 369 Required Date Amount Term Type 07/01/2020 $0.00 20 Serial Details of Project Van Norman Innovation Park Phase 2 general reserves Existing $951,073.00 Other Project Funding/Financing Total (B)$951,073.00 OILC Loan Amount (A-B)$82,373.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $0.00 Project Category Municipal Other Infrastructure Work Type Others Other Description Industrial Lands Project Name Van Norman Innovation Park Phase 2 Construction/Purchase Start 05/25/2020 Construction/Purchase End 11/30/2020 Energy Conservation Project Address 1 Clearview Dr & Hwy #3 Project Address 2 City / Town Tillsonburg Province ON Postal Code Description To purchase land along Highway 3 and convert into industrial park Comments and/or Special Requests Project Life Span (Years)25 Page 356 of 369 Project Financial Information Required Date Amount Term Type 07/01/2020 $1,750,000.00 25 Serial Details of Project Hwy 3 Bus Park SWM Facility Phase 1 Project Cost (A)$1,750,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$1,750,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $1,750,000.00 Project Category Municipal Other Infrastructure Work Type Others Other Description Industrial Lands Project Name Hwy 3 Bus Park SWM Facility Phase 1 Construction/Purchase Start 04/01/2020 Construction/Purchase End 12/31/2020 Energy Conservation Project Address 1 Clearview Dr & Hwy #3 Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Storm water pond for the Van Norman Innovation Park Comments and/or Special Requests Page 357 of 369 Project Financial Information Required Date Amount Term Type 07/01/2020 $438,000.00 25 Serial Details of Project Hwy 3 Clearview Dr Extension Phase 1 Project Life Span (Years)40 Project Cost (A)$565,000.00 Other Project Funding / Financing (B): Description Timing Amount reserves Existing $127,000.00 Other Project Funding/Financing Total (B)$127,000.00 OILC Loan Amount (A-B)$438,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $438,000.00 Project Category Municipal Other Infrastructure Work Type Others Other Description Industrial Park Development Project Name Hwy 3 Clearview Dr Extension Phase 1 Construction/Purchase Start 04/01/2020 Construction/Purchase End 12/31/2020 Energy Conservation Project Address 1 Clearview Dr & Hwy #3 Intersection Project Address 2 City / Town Tillsonburg Province ON Postal Code Description New road constructed in to Van Norman Innovation Park Comments and/or Special Requests Page 358 of 369 Project Financial Information Required Date Amount Term Type 01/15/2021 $0.00 25 Serial Debt and Re-payments Summary Non Re-payments of Loans or Debenture OILC Loan Repayment Information Project Life Span (Years)40 Project Cost (A)$1,650,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$1,650,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $0.00 Has there been any new/undisclosed debt acquired since last FIR was submitted? Yes No Please describe any re-financing plans for any existing "interest only" debt, if applicable. In the last 10 years, has the borrower ever failed to make a loan payment or debenture repayment on time to any lender, including the Provincial Government? If yes, please provide details. Please indicate the source(s) of revenue you plan to use to repay the OILC Loan Taxation 5.00 User Fees 95.00 Service Charges 0.00 Development Charges 0.00 Connection Fees 0.00 Repayment Subsidies 0.00 Other Page 359 of 369 Documentation and Acknowledgements Please ensure all required documents are submitted with the signed application. OILC requires originals as noted below to be mailed or couriered. Also, please retain a copy of all documents submitted to OILC for your records. To obtain templates for documents see listed below. Loan Application Signature Page signed and dated by the appropriate individual (original to be submitted) Certificate and sealed copy of OILC template By-law authorizing project borrowing and applying for a loan (original with seal) Certificate of Treasurer Regarding Litigation using the OILC template (original, signed & sealed) Updated Certified Annual Repayment Limit Calculation (original) I acknowledge and agree that all of the above referenced documents must be submitted in the form required by OILC and understand that the application will not be processed until such documents have been fully completed and received by Infrastructure Ontario. Please note: OILC retains the right to request and review any additional information or documents at its discretion. Confidential Information OILC is an institution to which the Freedom of Information and Protection of Privacy Act (Ontario) applies. Information and supporting documents submitted by the Borrower to process the loan application will be kept secure and confidential, subject to any applicable laws or rules of a court or tribunal having jurisdiction. Infrastructure Ontario This site is maintained by Infrastructure Ontario, a Government of Ontario crown agency. Privacy | Important Notices | info@infrastructureontario.ca Copyright © Queen’s Printer for Ontario, 2020 | Accessibility Total 100.00% Page 360 of 369 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2020-___ A BY-LAW To Adopt a T:GO Advertising Policy. WHEREAS Section 270(1) of the Municipal Act, 2001 states that a municipality shall adopt and maintain policies with respect to the manner in which the municipality will try to ensure that it is accountable to the public for its actions, and the manner in which the municipality will try to ensure that its actions are transparent to the public. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. THAT the T:GO Advertising Policy attached hereto as “Schedule A” is hereby adopted and forms part of this by-law; 2. THAT this By-Law shall come into full force and effect upon passing. READ A FIRST AND SECOND TIME THIS 13th day of JULY, 2020. READ A THIRD AND FINAL TIME AND PASSED THIS 13th day of JULY, 2020. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson Page 361 of 369 Page 1 of 7 TRANSPORATION Policy 1 1 -006 : T:GO Advertising Policy Approval Date: July 13, 2020 Approval Authority: Council, By-Law 2020-___ Effective Date: August 01, 2020 Next Scheduled Review Year: 2025 Department: Operations Services Last reviewed: Revision Date/s: Schedules: POLICY STATEMENT The Town of Tillsonburg welcomes and encourages advertising. All advertising shall be consistent with the Town of Tillsonburg’s vision, mission, and values, and will not compromise or contradict any by-law or policy of the Town, or negatively reflect on the Town’s reputation or public image. The T:GO Advertising Policy is based on providing guidance on acceptable advertising to be posted on transit vehicles operating under contract with the Town of Tillsonburg. The Town is guided by the general principles embodied in the Canadian Code of Advertising Standards, in determining the acceptance of advertising. The Town will not accept advertising of questionable taste or which is irritating in its content or method of presentation. Advertising must not condone any form of personal discrimination, including discrimination on a prohibited ground pursuant to the Canadian Human Rights Act and the Province of Ontario’s Human Rights Code. Advertising, including advertising of a political or a religious nature, is permitted provided that it meets the requirements of these Standards and of generally accepted Page 362 of 369 11-006 Page 2 of 7 advertising standards, including the Canadian Code of Advertising Standards. However, all political advertising will indicate that the advertisement is paid for by a party or candidate so as to avoid giving the impression that the Town is supporting a given party or candidate. The Canadian Charter of Rights and Freedoms guarantees everyone the rights and freedoms set out therein, including the right to freedom of expression. In a 2009 court decision, the Supreme Court of Canada ruled that a public transit agency is subjec t to the Charter in its role as the host of the advertising. In choosing to accept advertising on T:GO vehicles, the Town must not limit the expression of an Advertiser by refusing an Advertisement except as permitted under Section 1 and/or 2(b) of the Ch arter as applicable. Advertising that promotes the values of the Town of Tillsonburg shall be encouraged to promote: Connected – A strong sense of community, a history of engagement and collaboration, and strong connections to surrounding markets based on a strategic location within Southwestern Ontario. Enriched – A high quality of life evidenced by community centre programs, opportunities to be meaningfully involved, abundance of parks and green spaces, and a rural/ urban influence that combines for a sustainable, comfortable pace. Inspired – An entrepreneurial spirit and strong work ethic with leadership in agri - business and related ventures and a track record of “Made in Tillsonburg” solutions. SCOPE This policy applies to the operation of T:GO Transit for both the In-Town service and the Inter-Community Pilot Project service. DEFINITIONS Advertisement is defined as any message (the content of which is controlled by the Advertiser), or proposed message, with the intent to influence T:GO riders’ choice, opinion or behavior, which message is posted (or is to be posted), and includes Advocacy Advertisements and Election Signs. Advertiser is defined as the entity requesting from the Company to post Advertisements on T:GO operated vehicles or property. Page 363 of 369 11-006 Page 3 of 7 Advertising Standards Canada is the not-for-profit Canadian advertising industry body committed to creating and maintaining community confidence in advertising and to ensuring the integrity and viability of advertising through industry self-regulation. Advocacy Advertisement is defined as an Advertisement which presents information or a point-of-view that attempts to influence public opinion on specific political, economic or social issues. Applicable Laws is defined as any federal, provincial or municipal law, rule, statute, regulation, by-law (including Town of Tillsonburg by-laws), order, ordinance, protocol, policy, notice, direction, judgment or other requirement issued by any government, board, commission or tribunal, or any court or regulation-making entity, or regulatory authority having jurisdiction over advertising. Applicable laws shall include T :GO policies. For greater clarity, Applicable laws include the Ontario Human Rights Code. Canadian Code of Advertising Standards is the Advertising Standards of Canada Code and is the advertising industry’s principal instrument of advertising self -regulation in Canada administered by Advertising Standards Canada. The Advertising Standards Canada Code sets the criteria for acceptable advertising and forms the basis upon which advertising is evaluated in response to consumer, trade or special interest group complaints. Company is defined as the entity which has contracted with the Town of Tillsonburg for the right to sell advertising space on T:GO Property for the purpose of posting Advertisements. Election Signs is defined as any sign, including an outsider election sign, advertising or promoting a candidate in a federal, provincial or municipal election, including an election of a local board or commission; or a sign intended to influence persons to vote for or against any candidate or any question or bylaw submitted to the electors under Section 8 of the Municipal Elections Act, 1996. Operator is defined as the contractor and their employees operating the service through a contract with the Town of Tillsonburg. Service Area is defined as the Communities served with transit stops including the Town of Tillsonburg. T:GO Property is defined as all lands, facilities, structures, stations and vehicles owned, leased, occupied, maintained or operated on behalf of T:GO. Page 364 of 369 11-006 Page 4 of 7 IMPLEMENTATION PROCEDURE 1. Advertising: The Town encourages advertising that:  Recognizes the changing roles of men and women in today’s society and reflects this in the distribution of labour, the range of occupations shown and the assignment of roles in the workplace and in the home;  Portrays people as they are – of varying ages, appearances, ethnic and cultural heritages;  Portrays people as users, buyers and decision makers, and not as inappropriately dependent upon the product being advertised;  Uses models for other than solely attention getting p urposes, avoiding particularly the display of lightly clothed models whose presence is not relevant to the product being advertised;  Portrays positive body images of people, avoiding the use of extreme and inappropriate postures that inappropriately accentuate one part of the body, thereby fragmenting that part from the total person; and,  Promotes the values and vision of the local economy within the Town of Tillsonburg and surrounding area. The Town will only accept advertising that does not, in the opinion of the Town, disparage any Town service or promote a product by drawing a negative comparison with a Town service, or discourages the use of public transit. In keeping with the Canadian Code of Advertising Standards, in all cases, advertising shall not:  Demean, denigrate, or disparage any identifiable person, group or persons, organization, profession, product or service, or attempt to bring them into any public contempt or ridicule;  Undermine human dignity, or display obvious indifference to, or encourage, gratuitously and without merit, conduct or attitudes that offend the standards of public decency among a significant segment of a population; and, Page 365 of 369 11-006 Page 5 of 7  Appear in a realistic manner to exploit, condone or incite violence, nor appear to condone, encourage or exhibit obvious indifference to unlawful behaviour. Although the Town is guided by the Canadian Code of Advertising Standards, the Town is the sole and final arbiter in all matters relating to advertising acceptance. The Town may refuse, or order removal of any advertising material at any time at its absolute discretion. 2. Disagreement: The following process shall be applied in cases of disagreement between the Company and a potential advertiser:  Potential advertisers shall deal with the Company directly, and the Company shall interpret the policy. If there is disagreement between the Company and a potential advertiser on policy interpretation, the matter may be referred to the Town;  A contract must be signed with the Company before the matter will be considered by the Town. In cases where the content of the ad is in dispute, the contract will be signed “subject to approval” by the Town;  Town staff charged with the responsibility of interpreting and implementing the Town advertising policy may overrule decisions made by the Company. Should a change in policy be requested or a question of policy interpretation be raised by potential advertisers, the Town may become involved, at its discretion. The Town continues to be the sole and final arbiter in all matters relating to Town advertising acceptance. Tobacco and Vaping product Advertisements are not acceptable. Any displays depicting the use of tobacco and vaping or consumption of tobacco or vaping products shall be refused. The Company agrees that advertising is to be accepted based on all current or future policies of acceptable advertising and the Town shall not be held responsible for any loss of advertising business as a result of any changes it shall make in its policy regarding the acceptability of certain types of advertising or individual advertisements. Page 366 of 369 11-006 Page 6 of 7 Advertisements of alcoholic products may b e accepted so long as permitted by law whether Federal, Provincial or Municipal or the Liquor Licencing Board of Ontario. Notwithstanding the above, the Town may at any time, by providing the Company with 90 days advance notice, alter its policy on the ad vertising of alcoholic products. 3. Complaints: A person wishing to make a complaint about an Advertisement posted on T :GO Property may file the complaint with Advertising Standards Canada at www.adstandards.com Should the Operator or the Town receive a complaint of an Advertisement posted on T:GO Property, the Operator and the Town shall direct the complainant to file the complaint with A dvertising Standards Canada at www.adstandards.com In the event that Advertising Standards Canada determines that a complaint in not within its mandate to investigate, the complaint shall be referred to the Town for review to determine whether the Advertisement at issue complies with the Guidelines for Acceptance as set out in this policy. The Town shall have the right to reject, remove, or to have the Company remove, any Advertisement from Town Property at no cost to the Town. 4. Service Disruptions: It is understood that best efforts are made to ensure vehicles are operating on the routes as much as possible. In the event of a vehicle with advertising is out of service for whatever reason, there will not be any refund provided. 5. Advertising Terms: Advertisers must adhere to the following terms thorough the Company:  Advertisers will be responsible for ordering, purchasing and delivery of their advertising sign.  Advertising signs will comply with the specifications set forth by the Company.  The advertiser will be responsible for all associated costs (materials, labour, artwork, etc.) for the ad(s).  Approved ads will be installed by the Company.  Expired ads will be removed from their locations by the Company.  Advertising expiration dates will be in the terms of the contract. All contracts will have specified terms with a clear time limit. Page 367 of 369 11-006 Page 7 of 7 The Company shall obtain both local and small business advertisers along with national advertisers to maximize the revenue generated through the best market value for the advertising space. The Company will be paid a commission based on the advertising sales and all other services to be provided. Preference is to be given to local and small businesses in both pricing and scheduling for placement of ads on the bus. The Town of Tillsonburg reserves the right to schedule advertising space for its own purposes to promote services and public messages as the Town feels necessary. Page 368 of 369 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2020-066 BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 13th day of July, 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 July 13, 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 13th DAY OF JULY, 2020. READ A THIRD AND FINAL TIME AND PASSED THIS 13th DAY OF JULY, 2020. ________________________________ MAYOR – Stephen Molnar _______________________________ TOWN CLERK – Michelle Smibert Page 369 of 369