200730 Town Hall MINThe Corporation of the Town of Tillsonburg
Town Hall Steering Committee Meeting
July 30, 2020
11:30 a.m.
Electronic Meeting MINUTES
Present: John Veldman, Chair, Jesse Goossens, Mayor Molnar, Rick Strouth,
Councillor Esseltine (11:55 a.m.), Councillor Luciani
Staff: Kyle Pratt, CAO; Cephas Panschow, Development Commissioner; Chris Baird,
Director of Recreation, Culture & Parks; Sheena Pawliwec, Acting Director of Finance;
Laura Pickersgill, Legislative Services Coordinator; Geno Vanhaelewyn, Chief Building
Official
Regrets: Andrew Gilvesy
1. Roll Call 2. Call to Order The meeting was called to order at 11:35 a.m. 3. Introduction of New Members 4. Adoption of Agenda Resolution #1
Moved by: Rick Strouth Seconded by: Councillor Luciani THAT the Agenda as prepared for the Town Hall Steering Committee meeting of July 30, 2020, be adopted. Carried
5. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 6. Approval of Previous Minutes
Resolution #2 Moved by: Rick Strouth Seconded by: Jesse Goossens THAT the Minutes as prepared for the Town Hall Steering Committee meeting of November 27, 2019, be approved, as amended.
7. General Business & Reports 7.1 Review of Report CAO 20-07 Town Hall Project Options- Kyle Pratt
Kyle provided a summary of Report CAO 20-07 Town Hall Project Options. It was noted that Councillor Luciani was appointed as an additional voting member to the committee. Kyle noted that a report went to Council in December 2019 on behalf of the
Committee outlining the financials and findings for a design, build and leaseback option. This option was defeated by Council as the option greatly exceeded the proposed budget for the project. The honorariums have been submitted and deposited by each of the three proponents for the design, build and lease option therefore completing the requirements for the original RFQ.
Kyle indicated that the Committee has been tasked going forward to research findings for a design, build, and own option, an expansion of the current space, or to remain status quo that will provide the best option for the tax payer while fulfilling future growth requirements of the organization. It was noted that the previous
proponent S.E.M. Construction had provided a design, build and own option along with their previous proposal that could be used for consideration. It was suggested that a new RFP could be created and proponents could all bid on new options. It was noted that Strathallen had been in contact with a previous staff
member to provide detailed options for amending the current leased space in the Town Centre Mall. Staff suggested that Strathallen could be invited to a future meeting to present these options to the Committee. It was suggested that this could result in an elevated presence for the Town Hall.
Cephas suggested that the Town could hire an architect to do one building design using an updated space needs study. Using this design, proponents could all bid on the same design which would result in easier financial comparisons. 7.2 Review of Committee’s Terms of Reference & Mandate
Laura will circulate the existing Terms of Reference to the Committee following this meeting. Members are encouraged to send Laura their comments and suggestions for revisions to the Terms of Reference. Laura will provide the revised version for review at the next meeting. 7.3 Committee Goals 7.4 Next steps John and Laura will begin working on a draft framework sheet to bring to the next meeting that outlines the options with action items for each and a high level financial
analysis. Members noted that they would like to have a central repository to store information related to the project.
Staff to provide the private document from 2010 that outlines the streetscape. 8. Round Table 9. Next Meeting August 20, 2020 at 11:30 a.m. 10. Adjournment Resolution #3 Moved by: Councillor Luciani Seconded by: Jesse Goossens THAT the July 30, 2020 Town Hall Steering Committee meeting be adjourned at
12:24 p.m.