201109 Regular Council Meeting AgendaThe Corporation of the Town of Tillsonburg
Council Meeting
AGENDA
Monday, November 9, 2020
4:00 PM
Electronic Meeting
1.Call to Order
2.Closed Session (4:00 p.m.)
Proposed Resolution #1
Moved By: ________________
Seconded By: ________________
THAT Council move into Closed Session to consider three personal matters about
identifiable individuals, including Town employees and three matters of a proposed or
pending acquisition or disposition of land by the municipality or local board.
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;
2.4.2.239 (2) (b) personal matters about identifiable individuals, including
municipal or local board employees;
2.4.3.239 (2) (b) personal matters about identifiable individuals, including
municipal or local board employees;
2.4.4.239 (2) (c) a proposed or pending acquisition or disposition of land by the
municipality or local board; (Sandy Court)
2.4.5.239 (2) (c) a proposed or pending acquisition or disposition of land by the
municipality or local board; (Highway 3)
2.4.6.239 (2) (c) a proposed or pending acquisition or disposition of land by the
municipality or local board; (Rokeby Road)
2.5.Back to Open Session
3.Adoption of Agenda (6:00 p.m.)
Proposed Resolution #2
Moved By: ________________
Seconded By: ________________
THAT the Agenda as prepared for the Council meeting of Monday, November 9, 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 held on Monday, October 26, 2020, be approved.
7.Presentations
8.Public Meetings
9.Planning Reports
10.Delegations
11.Deputation(s) on Committee Reports
12.COVID-19
13.Information Items
13.1.Ministry of Finance Re: 2021 Ontario Municipal Partnership Fund (OMPF)
allocations
Proposed Resolution #4
Page 2 of 137
Moved By: ________________
Seconded By: ________________
THAT Council receive the correspondence from the Ministry of Finance dated
October 29, 2020, as information.
14.Staff Reports
14.1.Chief Administrative Officer
14.1.1.CAO 20-10 Awarding RFP #2020-007 Strategic Plan
Proposed Resolution #5
Moved By: ________________
Seconded By: ________________
THAT Council receives Report CA0 20-10 Awarding RFP #2020-007
Strategic Plan;
AND THAT Council authorizes obtaining consulting services with
Boulevard Strategy Group for the development of a new Community
Strategic Plan.
14.2.Clerk's Office
14.2.1.CLK 20-38 Tillsonburg BIA Board of Directors Appointment
Proposed Resolution #6
Moved By: ________________
Seconded By: ________________
THAT Council receives report CLK 20-38 Tillsonburg BIA Board of
Directors Appointment;
AND THAT a By-Law to amend By-Law 4260, be brought forward for
Council’s consideration.
14.3.Development and Communication Services
14.4.Finance
14.4.1.FIN 20-37 2021 Public Budget Survey Results
Proposed Resolution #7
Moved By: ________________
Seconded By: ________________
THAT Council receives report FIN 20-37 2021 Public Budget Survey
Results as information.
Page 3 of 137
14.5.Fire and Emergency Services
14.6.Operations
14.6.1.OPS 20-37 Traffic By-Law 3701 Amendment
Proposed Resolution #8
Moved By: ________________
Seconded By: ________________
THAT Council receives Report OPS 20-37 Traffic By-Law 3701
Amendment as information;
AND THAT the signage changes to Wilson Avenue as outlined in
Resolution #2020-408 identified to be up $15,000 are funded in 2020 from
anticipated Public Works operating surplus dollars;
AND THAT a By-Law to amend Traffic By-Law 3701, be brought forward
for Council’s consideration.
14.7.Recreation, Culture & Park Services
14.7.1.RCP 20-37 Glendale Park Playground RFP-2020-012 Results
Proposed Resolution #9
Moved By: ________________
Seconded By: ________________
THAT Report RCP 20-37 Glendale Park Playground RFP-2020-012
Results be received as information;
AND THAT Council approve the RFP from PlayPower LT Canada Inc.,
Paris, Ontario for $65,253.40, exclusive of applicable taxes.
15.New Business
16.Consideration of Committee Minutes
16.1.Committee Minutes
Proposed Resolution #10
Moved By: ________________
Seconded By: ________________
THAT Council receives the Accessibility Advisory Committee minutes dated October
6, 2020, the Economic Development Advisory Committee minutes dated October 13,
2020, the Tillsonburg Airport Advisory Committee minutes dated October 15, 2020
and the Physician Recruitment and Retention Committee minutes dated August 4,
Page 4 of 137
2020, as information.
16.2.Business Improvement Area Board Minutes
Proposed Resolution #11
Moved By: ________________
Seconded By: ________________
THAT Council receives the Business Area Improvement Board minutes dated April
23, May 21, June 25, July 28 and September 23, 2020, as information.
17.Motions/Notice of Motions
Proposed Resolution #
Moved By: Councillor Esseltine
Seconded By: ________________
THAT motions coming forward to council from meetings of local Boards and Committees,
through either a Committee Report or a Staff Report, be read out loud and recognized in
open council, under Delegation on Committee Reports, prior to Council’s consideration of
the content of the report, as per the Town’s Procedural By-Law.
Proposed Resolution #
Moved By: Councillor Parker
Seconded By: ________________
THAT staff be directed to work with the Great Pumpkin Rescue group to establish a pumpkin
disposal area in Tillsonburg for the 2021 Halloween season.
18.Resolutions/Resolutions Resulting from Closed Session
19.By-Laws
19.1.A By-Law to amend By-Law 4260 (Tillsonburg BIA Board Appointment)
19.2.A By-Law to amend Traffic By-Law 3701
Proposed Resolution #12
Moved By: ________________
Seconded By: ________________
THAT A By-Law to amend By-Law 4260; and
A By-Law to amend Traffic By-Law 3701, 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
Page 5 of 137
Proposed Resolution #13
Moved By: ________________
Seconded By: ________________
THAT By-Law 2020-104, to Confirm the Proceedings of the Council Meeting held on
November 9, 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 #14
Moved By: ________________
Seconded By: ________________
THAT the Council Meeting of Monday, November 9, 2020 be adjourned at ___ p.m.
Page 6 of 137
1
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Monday, October 26, 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
Sheena Pawliwec, Acting Treasurer
Chris Baird, Director of Recreation, Culture and Parks
Carlos Reyes, Director of Operations
Brad Lemaich, Fire Chief
Amelia Jaggard, Deputy Clerk
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 4:30 p.m.
2. Closed Session (4:30 p.m.)
Resolution # 2020-472
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
Page 7 of 137
2
THAT Council move into Closed Session to consider three matters of a proposed
or pending acquisition or disposition of land by the municipality or local board.
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; (Sanders Street)
2.4.2 239 (2) (c) a proposed or pending acquisition or disposition of
land by the municipality or local board; (58 Brock Street East)
2.4.3 239 (2) (c) a proposed or pending acquisition or disposition of
land by the municipality or local board; (Rokeby Road)
2.5 Back to Open Session
3. Adoption of Agenda (6:00 p.m.)
Resolution # 2020-473
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT the Agenda as prepared for the Council meeting of Monday, October 26,
2020, be adopted.
Carried
4. Moment of Silence
5. Disclosures of Pecuniary Interest and the General Nature Thereof
Councillor Rosehart declared pecuniary interest on the following item:
1. Item 14.2.1 in open session (Temporary Patios during Winter) with the reason
being that her son owns a restaurant that currently operates a patio and has an
interest in this item.
No other disclosures of pecuniary interest were declared.
6. Adoption of Council Minutes of Previous Meeting
Page 8 of 137
3
Resolution # 2020-474
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT the Minutes of the Council meeting held on Tuesday, October 13, 2020, be
approved.
Carried
7. Presentations
7.1 Royal Canadian Legion Branch 153 - 2020 Poppy Campaign
Don Burton appeared before Council to provide an information regarding
the 2020 Poppy Campaign which will run from October 30 to November
11. Those wishing to make a donation this year can send an e-transfer to
the Royal Canadian Legion Branch #153 at branch153poppy@yahoo.com
There will be no silent walk this year. The Legion encourages community
members to do their own silent walk in remembrance. A small service will
be held at the Cenotaph beginning at 10:45 a.m. The Cenotaph service
will be streamed live on the "Tillsonburg Legion #153" Facebook page and
Rogers TV will broadcast the service at 3:00 p.m.
The Legion is still in need of volunteers to assist with the 2020 Poppy
Campaign. Please contact the Legion at 519-842-5281 if you are
interested in volunteering.
Resolution # 2020-475
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receive the presentation by Don Burton regarding the 2020
Poppy Campaign, as information.
Carried
8. Public Meetings
9. Planning Reports
10. Delegations
10.1 Tillsonburg BIA Delegation
Page 9 of 137
4
Mark Renaud, Executive Director, Tillsonburg BIA, appeared before
Council to provide support for agenda items 13.2, 13.3, 13.4 and 13.5.
(See item 13.5)
Opportunity was provided for comments and questions from Council.
Resolution # 2020-476
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receive the delegation by the Tillsonburg BIA, as
information.
Carried
11. Deputation(s) on Committee Reports
12. COVID-19
For information regarding how to celebrate Halloween safely please visit
swpublichealth.ca or ontario.ca.
13. Information Items
13.1 Oxford County Staff Report PW 2020-47 - School Bus Stop Arm
Camera Regulatory Framework
13.2 Tillsonburg BIA Resolution Re: Levy Write-off Policy
13.3 Tillsonburg BIA Resolution Re: Town Hall Project
13.4 Tillsonburg BIA Resolution Re: 2021 Budget
13.5 Tillsonburg BIA Resolution Re: BIA Zone Expansion
Opportunity was provided for comments and questions from Council.
Staff noted that additional information, including an outline of the public
process for BIA zone expansions, can be brought forward for Council's
consideration.
Resolution # 2020-477
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT Council receive Oxford County Staff Report PW 2020-47, and the
Tillsonburg BIA resolutions regarding the levy write-off policy, the Town
Page 10 of 137
5
Hall Project, the BIA 2021 budget and the BIA zone expansion, as
information;
AND THAT staff be directed to report back in response to the Tillsonburg
BIA resolutions regarding the Levy Write-off Policy and the BIA Zone
Expansion, for Council’s consideration.
Carried
14. Staff Reports
14.1 Chief Administrative Officer
14.2 Clerk's Office
14.2.1 CLK 20-37 Temporary Patios during Winter
Staff confirmed the intention is to allow patios to continue to
operate into the winter months.
Resolution # 2020-478
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council supports the extension of temporary patios during
the winter period.
Carried
14.3 Development and Communication Services
14.3.1 DCS 20-24 Offer to Purchase - Van Norman Innovation Park
Cephas Panschow, Development Commissioner, was present to
answer questions.
Staff noted that the funds from the sale are anticipated to be
received once the lands are provided in mid-2021. The funds can
offset costs associated with servicing the lands.
Resolution # 2020-479
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receive report DCS 20-24 Offer to Purchase – Van
Norman Innovation Park;
Page 11 of 137
6
AND THAT a By-Law be brought forward to authorize the Mayor
and Clerk to enter into an agreement of purchase and sale with
2776807 Ontario Inc for a six acre parcel of land within the Van
Norman Innovation Park.
Carried
14.4 Finance
14.4.1 FIN 20-35 Safe Restart (Municipal Operating Fund) - Phase 2
Staff noted some examples of measures taken to mitigate 2020
COIVD-19 related operating impacts that will be noted in the
application package.
Resolution # 2020-480
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives report FIN 20-35 Safe Restart (Municipal
Operating Stream) - Phase 2 as information;
AND THAT Council authorize the Treasurer to submit an
application for Phase 2 funding under the Safe Restart (Municipal
Operating Fund) Program for financial assistance to further mitigate
2020 COVID-19 operating impacts.
Carried
14.4.2 FIN 20-36 Development Charge Study and By-Law Update
Proposal
Staff noted that the municipality is required to update the study in
the next two years.
Resolution # 2020-481
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT Council receives report FIN 20-36 Development Charge
Study and By-Law Update Proposal as information;
AND THAT Council authorize the Town to participate in a joint
study with the County and area municipalities to undertake a review
and update the current Development Charges background study
Page 12 of 137
7
and by-law to reflect amendments to changes in legislation, and
that this study be funded from the Development Charges Reserve.
Carried
14.5 Fire and Emergency Services
14.6 Operations
14.6.1 OPS 20-36 TGO Christmas Bus
Regular fares will be charged for this service.
Staff will provide additional information to Council including an
update on whether the BIA has committed financial support.
Resolution # 2020-482
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT Council authorize the T:GO bus to operate on Saturday
November 28th, December 5th, 12th and 19th;
AND THAT the cost to provide this service be paid through the
T:GO operating budget;
AND THAT Sponsorship opportunities be made available to offset
any operating costs.
Carried
14.7 Recreation, Culture & Park Services
14.7.1 RCP 20-36 Oxford-Broadway Parkette Christmas Tree
Councillor Esseltine provided additional information regarding the
Parks, Beautification and Cemetery Advisory Committee's
recommendation. The Committee was concerned about the
heritage aspect of the fountain, potential large gatherings in a high
traffic area and about the health of a tree planted in a location that
has been utilized in the past by an automobile shop. It was also
noted that a local business person raised concern about a tree
potentially blocking their business sign.
There was discussion regarding conducting a public survey.
Page 13 of 137
8
Resolution # 2020-483
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT report RCP 20-36 Oxford-Broadway Parkette Christmas Tree
be received as information;
AND THAT if the BIA and its’ donors should choose to move
forward with the Oxford Broadway Parkette revitalization project,
that full design or designs be brought forward for Council
consideration, which may include incorporating the existing fountain
and/or placing a tree in the park. Once design work is completed
Council would then have the option to put the full designs out for
public consultation if Council chooses to do so at that time.
Carried
15. New Business
16. Consideration of Committee Minutes
16.1 Committee Minutes
Resolution # 2020-484
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receive the Tillsonburg Transit Advisory Committee minutes
dated October 6, 2020, the Culture, Heritage, and Special Awards
Advisory Committee minutes dated October 7, 2020 and October 21,
2020, and the Memorial Park Revitalization Advisory Committee minutes
dated October 21, 2020, as information.
Carried
16.2 Long Point Region Conservation Authority Minutes
Resolution # 2020-485
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council receives the Long Point Region Conservation Authority
Board of Director minutes dated September 2, 2020, as information.
Page 14 of 137
9
Carried
16.3 Business Improvement Area Minutes
Resolution # 2020-486
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receive the BIA Board of Director minutes dated July 23,
2020, as information.
Carried
17. Motions/Notice of Motions
18. Resolutions/Resolutions Resulting from Closed Session
19. By-Laws
19.1 By-Law 2020-103, to authorize an agreement of purchase and sale
with 2776807 Ontario Inc
Resolution # 2020-487
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT By-Law 2020-103, to authorize an agreement of purchase and sale
with 2776807 Ontario Inc, 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 # 2020-488
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT By-Law 2020-102, to Confirm the Proceedings of the Council Meeting held
on October 26, 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.
Page 15 of 137
10
Carried
21. Items of Public Interest
The Tillsonburg and Area Optimist Club are making plans to honour the original
Santa Clause Parade date of November 21, 2020.
The 6th Annual Talk Tillsonburg event will be held at the Upper Deck Youth
Centre on November 21, 2020.
If you are able to volunteer to assist with the 2020 Poppy Campaign, please
contact the Legion at 519-842-5281.
The next regular scheduled Council meeting will be on November 9, 2020.
22. Adjournment
Resolution # 2020-489
Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT the Council Meeting of Monday, October 26, 2020 be adjourned at 8:25
p.m.
Carried
Page 16 of 137
September 1, 2020
Proposed New BIA Boundary - January 1st, 2021
This map is a user generated static output from an Internet mapping site and
is for reference only. Data layers that appear on this map may or may not be
accurate, current, or otherwise reliable. This is not a plan of survey
Legend
8130
Notes
NAD_1983_UTM_Zone_17N
406
The new boundary includes Annandale
National Historic Site, Community Centre
& Memorial Park, The Bridges Golf
Course, the TILL-CON retail node, TDMH
and the Vienna Road gateway.
Meters Page 17 of 137
September 19, 2020
BIA comparative map with OLD & NEW boundaries
This map is a user generated static output from an Internet mapping site and
is for reference only. Data layers that appear on this map may or may not be
accurate, current, or otherwise reliable. This is not a plan of survey
Legend
1,6260
Notes
NAD_1983_UTM_Zone_17N
813
The smaller shape in blue is the existing
zone. The larger shape in blue is new
proposed zone.
Meters Page 18 of 137
Ministry of Finance
Office of the Minister
Ministère des Finances
Bureau du ministre
7th Floor, Frost Building South
7 Queen's Park Crescent
Toronto ON M7A 1Y7
Telephone: 416-325-0400
7e étage, Édifice Frost Sud
7 Queen's Park Crescent
Toronto ON M7A 1Y7
Téléphone: 416-325-0400
October 29, 2020
Dear Head of Council:
I am writing to announce the release of the 2021 Ontario Municipal Partnership
Fund (OMPF) allocations.
Last fall, we committed to providing OMPF allocations well in advance of the municipal
budget year. Today, we are delivering on that commitment by ensuring municipalities
have the information they need to plan their budgets.
Our government recognizes the importance of the OMPF for many of Ontario’s
communities. We also know that stability is a priority for municipalities, particularly
in these uncertain times.
That is why the Premier committed to maintain the overall structure and $500
million program envelope for the 2021 OMPF, as announced at the Association of
Municipalities of Ontario (AMO) conference this past August.
In addition to ensuring stability, I am pleased to advise that maintaining the program
envelope will allow for a further $5 million in support to be targeted to northern and
rural municipalities. The Rural Communities Grant will be increased to $152 million
to further support rural municipalities with the highest levels of farmland. The
Northern and Rural Fiscal Circumstances Grant will be increased to $92 million to
further support northern and rural municipalities with the most challenging fiscal
circumstances.
The 2021 OMPF will also continue to be responsive to changing municipal
circumstances through annual data updates and related adjustments.
As in prior years, Transitional Assistance will ensure that the 2021 funding
guarantee for municipalities in northern Ontario will be at least 90 per cent of their
2020 OMPF allocation and for municipalities in southern Ontario will be at least
85 per cent of their 2020 OMPF allocation.
Northern and rural municipalities with the most challenging fiscal circumstances will
continue to have their guarantee enhanced up to 100 per cent of the prior year’s
allocation.
…/cont’d
Page 19 of 137
- 2 -
The Ministry of Finance’s Provincial-Local Finance Division will be providing your
municipal Treasurers and Clerk -Treasurers with further details on the 2021 OMPF.
This information and other supporting materials will be posted online at
https://www.fin.gov.on.ca/en/budget/ompf/2021 .
As you know, our government has been reviewing the OMPF in consultation with
municipalities, to ensure the program meets the needs of local communities,
especially small, northern and rural municipalities. Given the unprecedented
circumstances surrounding the COVID-19 pandemic, we will be taking more time for
the review. Discussions with municipal partners are expected to resume later this
year.
I also wanted to take this opportunity to acknowledge the e xtraordinary challenges
municipalities are facing as a result of the COVID-19 pandemic.
The Ontario government, in partnership with the federal government, is providing up
to $4 billion in one-time assistance to Ontario’s 444 municipalities and 110 public
transit systems as part of the Safe Restart Agreement. This includes up to $2 billion
to assist municipalities with operating pressures and up to $2 billion for COVID-19
related financial impacts to municipal transit agencies.
This historic funding commitment will help local governments protect the health and
well-being of the people of Ontario, while continuing to deliver critical public
services such as public transit and shelters. Together, Ontario will continue down
the path of renewal, growth and economic recovery.
We respect our municipal partners and remain committed to listening and working
together to improve the quality of life for people across Ontario. By continuing to
work closely with municipalities, our government is charting a path to a strong
recovery and getting Ontario back on track.
Sincerely,
Original signed by
The Honourable Rod Phillips
Minister of Finance
c: The Honourable Steve Clark, Minister of Municipal Affairs and Housing
Page 20 of 137
Subject: Awarding RFP #2020-007 Strategic Plan
Report Number: CAO 20-10
Author: Kyle Pratt, Chief Administrative Officer
Meeting Type: Council Meeting
Meeting Date: November 9, 2020
RECOMMENDATION
THAT Council receives Report CA0 20-10 Awarding RFP #2020-007 Strategic Plan;
AND THAT Council authorizes obtaining consulting services with Boulevard Strategy
Group for the development of a new Community Strategic Plan.
BACKGROUND
At the Council meeting held on Monday, July 13, 2020, Council passed the following
resolution:
Resolution # 2020-325
Moved by: Deputy Mayor Beres
Seconded by: Councillor Luciani
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.
Carried
Following that meeting, staff issued RFP #2020-007 to obtain proposals on consulting
services for the creation of a new Community Strategic Plan. The bid was advertised in
the Tillsonburg News, Muniserv, Biddingo, Esolutions and Municipal World. The RFP
deadline was August 12, 2020. There were twenty-one (21) plan takers and twelve (12)
submissions received, all valid.
DISCUSSION
The Evaluation Committee used a matrix system to individually grade each submission.
Areas graded included: Firm’s Experience and Qualifications; Project Manager;
Page 21 of 137
CAO 20-10 Page 2 of 3
Approach and Methodology; Consultation and Community Engagement; and Pricing.
The Evaluation Committee met collectively on September 21, 2020 to review the
grading results. It was determined during that meeting to interview the top five (5)
ranked proposals to seek clarification and then finalize the grading matrix based on the
interview.
The Evaluation Committee met electronically with representatives from each of th e top
five (5) ranked proposals on October 20, 2020 and finalized the grading matrix for each
of the top five (5) ranked submissions based on the answers received to the
questions seeking clarification to the submitted proposal and information received from
the interview process. The final grading of the matrix revealed that Boulevard Strategy
Group is the top ranked proponent in the amount of $39,925 plus HST.
Boulevard Strategy Group has very recent and relevant experience and qualifications in
working with municipal strategic plan creations. The Project Manager, Erin O’Hoski,
has a robust resume of experience and knowledge in managing and creating strategic
plans, and over 20 years of experience in the municipal sector.
The approach and methodology proposed by Boulevard Strategy Group includes seven
(7) comprehensive phases:
1. Understanding Needs
2. Developing the Strategic Framework
3. Employee Engagement
4. Community Engagement
5. Refining Priorities
6. Building the Performance Framework
7. Final Approval and Communications
With respect to engagement, the proposal includes: two (2) Council workshops, multiple
interviews with the senior leadership team, three (3) remote employee focus groups,
phone interviews with all members of council, business focus groups, and a community
survey.
FINANCI AL 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
Appendix A – CAO 20-08 Community Strategic Plan Update
Page 22 of 137
CAO 20-10 Page 3 of 3
Report Approval Details
Document Title: CA0 20-10 Awarding RFP2020-007 Strategic Plan.docx
Attachments: - CAO 20-08 Community Strategic Plan Update.pdf
Final Approval Date: Nov 2, 2020
This report and all of its attachments were approved and signed as outlined below:
Sheena Pawliwec - Oct 30, 2020 - 4:40 PM
Kyle Pratt - Nov 2, 2020 - 10:47 AM
Michelle Smibert - Nov 2, 2020 - 11:07 AM
Page 23 of 137
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
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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 recommended that the following
members form the Evaluation Committee:
1.Mayor Stephen Molnar
2.Deputy Mayor Dave Beres
3.Chief Administrative Officer, Kyle Pratt
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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
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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
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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
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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
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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
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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.
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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.
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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.
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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;
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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.
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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
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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.
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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.
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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,
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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
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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.
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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.
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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.
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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
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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.
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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.
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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
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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.
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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.
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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.
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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
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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.
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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
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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.
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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 .
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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.
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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)
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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: __________
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Page 1 of 2
Subject: Tillsonburg BIA Board of Directors Appointment
Report Number: CLK 20-38
Author: Amelia Jaggard, Deputy Clerk
Meeting Type: Council Meeting
Meeting Date: Monday, November 9, 2020
RECOMMENDATION
THAT Council receives report CLK 20-38 Tillsonburg BIA Board of Directors
Appointment;
AND THAT a By-Law to amend By-Law 4260, be brought forward for Council’s
consideration.
BACKGROUND
At the January 28, 2019 Council meeting Council passed By-Law 4260, to appoint
Directors to the Board of Management of the Tillsonburg Business Improvement Area
(BIA) established by the Corporation of the Town of Tillsonburg.
DISCUSSION
The Town has received a request from the Tillsonburg BIA Executive Director, on behalf
of the Board of Directors, requesting that Council consider appointing Marcel Rosehart
to the Board. Marcel Rosehart is the owner of Chrissy’s Catering located at 25 Brock
Street West and as such qualifies to join the Tillsonburg BIA Board of Management. The
memo from the Tillsonburg BIA Executive Director is attached for your reference.
The Tillsonburg BIA Board of Management currently consists of nine members,
including one Councillor appointment. Town of Tillsonburg By-Law 2013, to establish a
certain area as an improvement area and to establish a Board of Management,
indicates that the Board will consist of such number of members appointed by Council
as the Council considers advisable. The term of the directors of a board of management
Page 59 of 137
CLK 20-38
Page 2 of 2
is the same as the term of the council that appointed them but continues until their
successors are appointed.
A By-Law to appoint the additional member will be brought before Council for
consideration.
FINANCIAL IMPACT/FUNDING SOURCE
None.
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 – Tillsonburg BIA Executive Director Memo
Report Approval Details
Document Title: CLK 20-38 Tillsonburg BIA Board of Directors
Appointment.docx
Attachments: - CLK 20-38 Appendix A.pdf
Final Approval Date: Nov 2, 2020
This report and all of its attachments were approved and signed as outlined below:
Kyle Pratt - Nov 2, 2020 - 10:33 AM
Page 60 of 137
CLK 20-38 Tillsonburg BIA Board of Director Appointment
Appendix A
Page 1 of 1
From: Mark Renaud <m.renaud@tillsonburgbia.ca>
Date: October 14, 2020 at 10:34:12 AM EDT
To: Michelle Smibert <msmibert@tillsonburg.ca>
Subject: Marcel Rosehart appointment to the BIA Board of Management
CAUTION: This email originated from outside your organization. Exercise caution when
opening attachments or on clicking links from unknown senders.
Mr. Rosehart has e-mailed and the Board has accepted his notice of intent to sit on the Board of
Management.
Please let me know what documentation you need for Town Council to appoint him at the next
regular Town Council meeting.
Thank you.
Page 61 of 137
Page 1 of 4
Subject: 2021 Public Budget Survey Results
Report Number: FIN 20-37
Author: Sheena Pawliwec, CPA, CGA
Meeting Type: Council Meeting
Meeting Date: Monday, November 9, 2020
RECOMMENDATION
THAT Council receives report FIN 20-37 2021 Public Budget Survey Results as
information.
BACKGROUND
Early during staff pre-budget discussions the Senior Leadership Team collectively
proposed engaging with residents to gather feedback and input pertaining to the 2021
budget process. In 2018 a larger scope survey was implemented through the County of
Oxford. This year Town staff felt it prudent to initiate and implement an external public
survey for our selective benefit. The Town survey was first announced to Council at the
August 10th meeting within report FIN 20-31 2021 Budget Process; the initiative was
verbally well-received and supported by Council.
The Town’s budget process focuses on developing and providing recommendations that
achieve the expectations of Council and the Community. Implementation of the external
public survey is another method to accomplish this objective. Meaningful and effective
public engagement improves the quality of decisions made, facilitates citizen
understanding of issues and government processes, fosters respect for the views of
others, and increases support, understanding and ownership of decisions made .
The 2021 Public Budget Survey results were initially projected to be shared with Council
at the first budget meeting scheduled for November 30, 2020. This report outlines the
results of the survey as Council has requested that the information be presented in
advance of this meeting date.
DISCUSSION
The 2021 Public Budget Survey was made available to Tillsonburg residents from
September 15th through 28th. The survey was advertised via the Town website, Town
Page 62 of 137
FIN 20-37
Page 2 of 4
Facebook account, newspaper, media release, and staff intranet site. The survey
contained a total of twelve questions and the estimated completion time was five
minutes.
A total of 176 respondents were recorded representing 1.1% of the Town’s population
(176/15,872; 2016). Though staff are pleased to have this participation and feedback, it
is of importance to note that this response rate is not a true statistical representation
based on our population. Bearing this metric in mind, there remains some valuable
information to be obtained from these results.
ANALYSIS
Full survey results have been attached (Appendix A) including comments from the
public (edited to remove inappropriate language or wording) with respective staff
feedback (Appendix B), where applicable.
Highlights of the survey findings include:
Over 75% of survey participants are Tillsonburg residents over 5 years in duration.
A full range of respondents participated from ages 15 -75+ with 64% between the
ages of 35-64 years old.
89% of respondents feel they are receiving fair to excellent value for their Town
portion of tax dollars.
The top three services respondents felt are the most important to them are
Protective Services, Recreation, Culture & Parks (RCP), and Engineering & Roads.
The bottom three services respondents felt as the least important to them personally
are Transit, Corporate Services, and By-Law Enforcement.
The top three services respondents felt the Town should spend the most money on
in 2021 are Engineering & Roads, followed by a tie between Protective Services and
Economic Development. It is important to note that though RCP is the most
important to them personally this is not an area they have indicated spending the
most money, though it has been favoured as a fourth priority.
The bottom three services respondents felt the Town should spend the least money
on in 2021 are Transit, Corporate Services, and By-Law Services. This is consistent
with the previous response regarding which departments hold the least value to
them personally.
Page 63 of 137
FIN 20-37
Page 3 of 4
70% of respondents prefer capital asset spending maintained while 23% would like
to see spending increased.
The highest preference by respondents is to set a tax rate increase to maintain
current Town assets and services.
There is a 50/50 split between respondents on whether they have been negatively
financially affected by the COVID-19 pandemic.
o Of those who responded yes, most impacts are due to increased living
expenses and/or temporary layoffs.
29% of respondents stated they plan on attending the Public Budget Meeting(s)
either in-person (pending COVID-19 restrictions) or via remote live-stream.
The greatest outreach of the Public Budget Survey to the public was through the
Town Facebook account totalling 50% of respondents.
FINANCIAL IMPACT/FUNDING SOURCE
There is no direct financial impact from the survey implementation, though the results
have been considered by staff with respect to 2021 budget preparations.
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 – 2021 Public Budget Survey Results
Appendix B - 2021 Public Budget Survey Comments & Town Feedback
Page 64 of 137
FIN 20-37
Page 4 of 4
Report Approval Details
Document Title: FIN 20-37 2021 Public Budget Survey Results.docx
Attachments: - FIN 20-37 - Appendix A - 2021 Public Budget Survey Results.pdf
- FIN 20-37 - Appendix B - 2021 Public Budget Survey Comments and
Town Feedback.docx
Final Approval Date: Nov 4, 2020
This report and all of its attachments were approved and signed as outlined below:
Kyle Pratt - Nov 4, 2020 - 5:40 AM
Page 65 of 137
10/18/2020
1
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Town of Tillsonburg - 2021
Budget Survey Results
September 15 - 28, 2020
Respondents: 176 (1.1% of Population)
Powered by
Q1: How long have you lived in the Town of Tillsonburg?
Answered: 176 Skipped: 0
Page 66 of 137
10/18/2020
2
Powered by
Q1: How long have you lived in the Town of Tillsonburg?
Answered: 176 Skipped: 0
Powered by
Q2: What age category do you fall into?
Answered: 176 Skipped: 0
Page 67 of 137
10/18/2020
3
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Q2: What age category do you fall into?
Answered: 176 Skipped: 0
Powered by
Answered: 176 Skipped: 0
Q3: Your annual tax bill is made up of taxes from the
Town of Tillsonburg (lower tier municipality), Oxford
County (upper tier municipality) and taxes paid to your
preferred school board. The Town of Tillsonburg taxes
go towards programs and services such as; parks,
culture & recreation, by-law enforcement, protective
services, corporate services, economic development,
roads, buildings and transit.
Thinking about these programs and services provided
by the Town of Tillsonburg, how would you rate the
overall value you are receiving for your tax dollars?
Page 68 of 137
10/18/2020
4
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Q3: How would you rate the overall value you are receiving for your tax dollars?
Q4: Which of the
services offered by
the Town are the
most important to
you personally?
Please rank the
services below in
order of importance,
from 1 to 7.
1 = greatest
importance to you
7 = least importance
to you
Page 69 of 137
10/18/2020
5
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Q4: Which of the services offered by the Town are the most important to you personally?
Powered by
Q4: Which of the services offered by the Town are the most important to you personally?
Results
#5
#6
#7
#4
#3
#1
#2
Page 70 of 137
10/18/2020
6
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Q5: Considering the
current needs of the
Town, where should
the most money be
spent in 2021?
Please rank the
services below, from
1 to 7.
1 = most money
spent
7 = least money spent
Answered: 176 Skipped: 0
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Q5: Where should the most money be spent in 2021?
Page 71 of 137
10/18/2020
7
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Q5: Where should the most money be spent in 2021?
Results
#1
#2 & #3
#4
#5
#6
#7
#2 & #3
Powered by
Answered: 176 Skipped: 0
Q6: A portion of municipal taxes
charged to each taxpayer supports
local capital asset projects. Capital
assets include things such as
bridges, roads, town buildings
(Community Centre, etc.). Increases
in capital asset projects can require
more tax dollar funding.
In your opinion, should spending
on capital asset projects be:
Page 72 of 137
10/18/2020
8
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Q6: In your opinion, should spending on capital asset projects be:
Answered: 176 Skipped: 0
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Answered: 176 Skipped: 0
Q7: How should the Town of
Tillsonburg set its annual tax rate for
2021?
Rank the following statements from 1 to 3
(1 being the statement you agree with
most, and 3 being the statement you
agree with least).
Limit a tax rate
increase, even if this
means reducing
service levels
Set a tax rate
increase to maintain
current Town assets
and services
Set a tax rate
increase to maintain
current Town assets,
AND also invest in
new assets and
expand services
Page 73 of 137
10/18/2020
9
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Q7: How should the Town of Tillsonburg set its annual tax rate for 2021?
#1
#2
#3
Results
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Q8: Have you been negatively financially affected by the COVID-19 pandemic?
Answered: 176 Skipped: 0
Page 74 of 137
10/18/2020
10
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Q8: Have you been negatively financially affected by the COVID-19 pandemic?
Answered: 176 Skipped: 0
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Q9: If yes, please tell us how. Select all that apply.
Answered: 87 Skipped: 89
Page 75 of 137
10/18/2020
11
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Q9: If yes, please tell us how. Select all that apply.
Answered: 87 Skipped: 89
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Answered: 176 Skipped: 0
Q10: In addition to this survey, the Town
will offer other opportunities for the public
to engage in the 2021 budget process.
There will be seven public meetings held
on November 30th, December 7th, 8th,
10th, 16th, 17th, and January 18th. Details
will be available on the Town website.
Do you plan on attending any Budget
Public Meetings, either in-person (if
available, pending COVID restrictions),
or by watching the meetings live online
at www.tillsonburg.ca?
Page 76 of 137
10/18/2020
12
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Q10: Do you plan on attending any Budget Public Meetings?
Powered by
Q11: How did you find out about the 2021 Budget Survey? Select all that apply.
Answered: 176 Skipped: 0
Page 77 of 137
10/18/2020
13
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Q11: How did you find out about the 2021 Budget Survey? Select all that apply.
Answered: 176 Skipped: 0
Page 78 of 137
FIN 20-37 - Appendix B - 2021 Public Budget Survey Comments & Town Feedback
Department Public Comment Town Feedback –
“Thank you for your comments”
HR Include what actions are being taken to maximize
expense management. Of particular interest, what
staffing decisions were made with respect to
reductions and elimination of redundant positions?
Have full staffing levels been maintained during the
virus cycle?
Staffing levels are reviewed regularly upon
vacancies and service level changes – we are
consistently looking for efficiencies. Staffing levels
have not been maintained during COVID. A total of
34 part-time/full-time/seasonal/student positions
were held vacant due to a hiring freeze which is still
in effect and 44 part-time/student staff was laid off
with others redeployed for alternative tasks.
RCP
I would like to see more money set aside for keeping
the Town Trails clear from weeds (wide space) to
prevent Lyme's disease and enable people to walk
around each other without going into the weeds.
Our current maintenance program provides trail side
cutting a number of times each year. Lyme Disease
is a real concern for our community and every effort
will be made to keep our trails cut to minimize the
impact.
RCP The Sports Complex is an extremely attractive feature
for our Town. From tots to seniors it is used constantly.
However it is showing its age and desperately needs
an update. From the 50 year old pool to the inadequate
access for the disabled, this building must have a
priority set for its repair and rejuvenation.
Our Tillsonburg Community Centre is an extremely
valued asset in Town. We have made application
through a Federal & Provincial Grant Program to
secure $5 million in funding to upgrade the aquatic
centre and change rooms. Our 10-Year Capital
Plan will ensure that the Town continues to invest in
upgrades for the future.
Page 79 of 137
RCP My household would like to see shade trees planted
around the bandshell.
This is an excellent suggestion. The Town
undertakes an annual tree planting program. We
will endeavour to plant new shade trees around the
band shell over the next few years.
RCP We need better play parks and trails. We respect your comment. Tillsonburg has a
significant number of parks, trails, playgrounds and
recreation facilities for all ages and interests for the
size of the community. We encourage
communication with the Recreation, Culture & Parks
Department with any specific additional
suggestions/feedback.
RCP More natural parks and outdoor exercise equipment. The Town has Outdoor Exercise Equipment but will
look to continue expanding in the years ahead. The
Town continues to develop trail connections and
new parks and playgrounds associated with new
subdivision development. We also have a new
Playground Replacement Plan to meet the needs of
the community.
RCP Would like to see a new natural playground in the
Glendale and Allen near Quarter Town Line.
Thank you for your comment. Staff will review this
request to determine how and when we can
enhance this area for the future.
RCP Single person home, I'm 34 and paying 4000 a year in
taxes. At least light up the skate park at night for me.
Adding lighting to our outside recreation facilities
would extend their use into the evening hours and
also promote safety and security of these sites.
New Solar/LED Lighting systems will be
investigated in 2021.
Page 80 of 137
RCP Provide lighting at the Annandale ball diamonds on a
second diamond.
This was investigated previously however the cost
for installing lights was extremely expensive. The
project was deferred to a future year.
RCP I would like to see investment in our Recreational
Services as the facilities are ageing and there seems
to be a lack of maintenance to ensure the investment
we do have doesn't crumble around us from the lack of
maintenance. Everything else in the town seems to be
maintained and expanded except for our recreational
facilities.
Our Tillsonburg Community Centre is an extremely
valued asset in Town. We have made application
through a Federal & Provincial Grant Program to
secure $5 million in funding to upgrade the aquatic
centre and change rooms. Our 10-Year Capital
Plan will ensure that the Town continues to invest in
upgrades for the future.
Engineering/
Roads & RCP
The community center NEEDS a family change room!
The aquatics department needs updating. Put in
sidewalks! Charlotte Ave NEEDS a sidewalk that goes
to the park. Sidewalks are needed throughout town.
The Tillsonburg Community Centre is an extremely
valued asset in Town. We have made application
through a Federal & Provincial Grant Program to
secure $5 million in funding to upgrade the aquatic
centre and change rooms. Our 10-Year Capital
Plan will ensure that the Town continues to invest in
upgrades for the future.
In 2018, Council adopted the Sidewalk Connectivity
Plan. This plan includes the construction of
approximately 16.9km of infill sidewalk within the
Town based on a 10-year implementation period.
Staff has included a budget of $200,000 in the 2021
capital budget to continue with the implementation
of this plan.
Page 81 of 137
Engineering/
Roads & RCP
Need for: Additional sidewalks for pedestrian safety
(i.e. Trottier subdivision, Expansion of waste collection
to include compost, Large item pickup for Tillsonburg
residents.
Please refer to comment above for sidewalk
feedback. The County of Oxford is the operating
authority for the provision of waste and recycling
collection within the County. Any change to the
current program is required to be approved by the
County. The County provides curbside pick-up or
large items once a year (every year, one week is
dedicated to large article collection per municipality).
Residents living in the Town of Tillsonburg do not
receive once-a-year curbside pick-up of large items.
Instead, the Town offers year-round disposal of
large items at the Tillsonburg Transfer Station.
Roads We also want to make sure our new road on 23 Young
Street is still in the budget for 2021
The Town has retained a consultant for the
provision of Engineering services for the
Reconstruction of Young Street North. This project
will include field investigation, preliminary and
detailed design, permits/approvals and tender
preparation. The study will be completed by
September 2021. Upon successful completion of the
study, the construction project will be included in the
2022 capital budget for Council consideration.
Page 82 of 137
Roads Consistent de-icing of roads prior to snow storms, and
clearing snow windrows for seniors desperately
required. I broke both of my wrists falling on your icy
road in February when trying
to clear window.
Town staff work to keep roadways safe for motorists
and accessible to emergency response vehicles.
The level of maintenance performed depends on
each road's role in the total transportation network.
The Town follows guidelines set forth in the
Minimum Maintenance Standards (MMS) for
Municipal Highways O.Reg 239/02.
The Town of Tillsonburg is one of the few
municipalities in Ontario that performs winter
maintenance along public sidewalks. Sidewalks are
maintained to a smooth snow packed condition.
Roads Road condition and repairs are horrible in town. Lots of
weeds growing, no tree trimming. Maintenance was
better years ago, don't know what has changed but the
service is not adequate.
The Town of Tillsonburg takes care to ensure road
and sidewalks are maintained throughout the year.
This maintenance is usually done in the spring,
summer and fall. The grass along roadsides in
Tillsonburg is usually cut eight (8) times a year, with
about three-weeks between cuttings.
Public Works staff are responsible for trimming
damaged branches or limbs that limit visibility for
people and vehicles, and trimming street trees to
ensure a 4.25m (14 foot) clearance over roadways.
Residents are encouraged to contact the Customer
Service Centre at 519-842-9200 if they see a street
tree that requires trimming.
Page 83 of 137
Waste
Management
Implement compost/green waste program. The County of Oxford is the operating authority for
the provision of waste collection within the County.
Any changes to the current program is required to
be approved by the County.
Waste
Management
Due to Covid 19 I feel this is not the year to increase
taxes. Thankfully I was not impacted but a lot are. Get
rid of the leaf & Christmas tree pickups we have the
transfer station open it 24/7.
Tillsonburg offers its residents year-round large item
disposal at the Tillsonburg Transfer Station. The
facility also offers a yard waste depot available to all
Oxford County residents. Leaves and Christmas
trees (no tinsel) are part of the items accepted at the
Transfer Station.
The Town does not offer curbside pickup of
Christmas trees.
Waste
Management
I would like to understand why we pay for garbage tags
when we pay taxes for garbage removal.
The property tax bill is made up of three main
components:
Education taxes - This tax rate is set by the
Province of Ontario and remitted to your preferred
local school board.
Municipal taxes - This tax rate is set by the Town of
Tillsonburg to cover the cost of supplying municipal
services as determined through the annual budget
process.
County taxes - A portion of the tax bill for all
residents of the County of Oxford goes back to the
County to support their role in supplying various
services including Ontario Works, Social Housing,
Page 84 of 137
Library and Cultural Services and Land Ambulance.
Waste Management is not part of the services
offered by the Town rather this is controlled and
offered by the County of Oxford and this is where
the requirement for bag tags is derived.
Finance The taxes keep going up, new housing should be
offsetting the tax base. The service level that I observe
in Tillsonburg does not align with the taxation level.
New growth assessment dollars are identified by the
Municipal Property and Assessment Corporation
(MPAC) and confirmed to the Town on an annual
basis. These dollars are included into the annual
operating budget and directly offset any
budgetary/levy increases.
General Comments
We all need to be very frugal as COVID 19 will cost us a great deal in taxes, which will take years to pay down the huge
deficit the Federal Government is racking up due to COVID 19.
Should be more enforcement of town by-laws. Better weed control. All large transport trucks should be re-routed and not
allowed to travel through main part of town. More senior ice hockey and skating programs.
Property Taxes should be reduced for seniors as this is increasing expenditure by paying more Taxes/money for fixed
income received.
Please consider subbing out parks and recreation maintenance. Also keep up the good work. Tillsonburg is great!
Affordable housing for families. Need more 3+ bedroom options.
More money has to go towards affordable and geared to income housing.
Page 85 of 137
Finding a balance between the needs of the community and its protection from covid-19 I believe should be the deciding
factor for all budgetary decisions this year.
Help Downtown Retailers stay open. Don’t want a lot of empty stores.
Bring in more culture to Tillsonburg, create more small chain business opportunities - and a Walmart to Sobeys.
Try to be inclusive. I find out town caters to certain groups. We are one town. We need something to draw people to our
town. Like a nice BIG water park. Need to spend money to make money!
Try and involve more local businesses in repairs to sidewalks and road work.
We're in a recession, so keep the focus on keeping businesses afloat and helping those who need it.
The residents of the Town are being overtaxed for virtually no useful services by comparison; the Covid shutdown proved
many services are NOT needed. Get back to basics; reduce staff and right size the delivery of services.
Recreation has been an important aspect to my family’s life in Tillsonburg and I believe we need to invest in the community
centre. The building is aging and in need of repair. Engineering and Roads are maintained very well in Town so maybe
taxation could be spent on recreation for a year and also dollars budgeted yearly for maintenance of recreation facilities in
Town.
Allow backyard chickens and put sidewalks to parks.
I feel the town needs to be accountable for spending our tax money. There is so much overspending with no
accountability...we need to be honest and accountable.
My husband and I recently moved to Tillsonburg. We purchased our first home here. We are invested in this community
and want to see it grow. We know these are challenges times and hope that the best of Tillsonburg can be preserved and
allowed to thrive in the future. Thank you!
Affordable housing is critical.
The town is developing large subdivisions but not increasing services or supporting small businesses.
Page 86 of 137
There should be no tax increases as MPAC assessments are already driving taxes up to ridiculous amounts - for example
my taxes have gone up $2500 in less than eight years -municipalities need to be more prudent and respectful to tax
payers.
Staff and Council are doing an excellent job. Keep up the fantastic work!
Page 87 of 137
Page 1 of 4
Subject: Traffic By-Law 3701 Amendment
Report Number: OPS 20-37
Author: Dan Locke, CET, Manager of Public Works
Meeting Type: Council Meeting
Meeting Date: Monday, November 9, 2020
RECOMMENDATION
THAT Council receives Report OPS 20-37 Traffic By-Law 3701 Amendment as
information;
AND THAT the signage changes to Wilson Avenue as outlined in Resolution #2020 -408
identified to be up $15,000 are funded in 2020 from anticipated Public Works operating
surplus dollars;
AND THAT a By-Law to amend Traffic By-Law 3701, be brought forward for Council’s
consideration.
BACKGROUND
The Town of Tillsonburg Traffic By-Law 3701 was updated to include designating
Wilson Avenue as a Community Safety Zones, and changing the Speed Limit to
40km/hr from 50km/hr.
Council approved the following Resolution on the September 14th, 2020 at the regular
Council meeting;
Resolution #2020-408
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT Council receives Report OPS 20-32 Traffic Concerns Wilson Avenue as
information;
AND THAT Council direct staff to proceed with Option B the installation of solar
powered speed signs;
AND THAT Wilson Avenue be designated as a Community Safety Zone with
appropriate signage and a maximum speed limit of 40 km/hr with speeding fines
being doubled in this zone;
AND THAT pre-budget approval be given to erect signage and implement all the
above in Q4 of 2020.
Page 88 of 137
OPS 20-37
Page 2 of 4
DISCUSSION
In 2013 Council passed Traffic and Parking By-Law 3701 which regulates traffic and the
parking of motor vehicles in the Town of Tillsonburg. Recently, staff identified the
necessity to amend the current by-law to meet the intent of Council Resolution #2020-
408 noted above and recommend the changes/updates as follows:
Add:
Community Safety Zone
1. Include in definitions section “Community Safety Zone”.
Definition
“Community Safety Zone”
Town Council may by by-law designate a part of a highway under its jurisdiction
as a community safety zone if, in the council's opinion, public safety is of special
concern on that part of the highway.
Further, Community Safety Zones may include roadways near schools, day care
centres, playgrounds, parks, hospitals and senior citizen residences. Community
Safety Zones may also be used for collision prone areas within a community.
2. Include a new section - Section #66 - Community Safety Zone
a) COMMUNITY SAFETY ZONE signs inform drivers that they are entering a
zone that the community has designated as an area where the safety of its
children/citizens is paramount. Traffic related offences committed within the
zone are subject to increased fines (many set fines are doubled such as
speeding and traffic signal related offences).
b) All zones require a sign with a BEGINS tab indicating the start of the
designated area and a sign with an ENDS tab indicating where the zone
concludes. Additional signs may be located within the zone and are a legal
requirement for zones greater than 1000 metres in length.
c) For zones greater than 1000 metres in length, additional Community Safety
Zone signs are required within the limits of the zone. The spacing of
additional signs is dependent on the designated maximum speed limit of the
roadway. When the speed limit is 60 km/h or less, signs are required every
300 metres, or less. Where the speed limit is greater than 60 km/h, additional
signs are required)
3. Include a new schedule – Schedule #25 – Community Safety Zone
COLUMN 1
HIGHWAY
COLUMN 2
FROM
COLUMN 3
TO
COLUMN 4 TIME
OR DAYS
Wilson
Avenue
Baldwin
Street
Charlotte
Avenue
Anytime
Page 89 of 137
OPS 20-37
Page 3 of 4
4. Include a new figures – Figure #16, 16a, 16b
Official Sign – Fig.16 Community Safety Zone
Fig.16a Begins sign
Fig.16b Ends sign
Fig. 16, Fig. 16a Fig.16b
5. “Lower Speed Limits”
That Schedule 17 (b): “Lower Speed Limits” be amended as follows
Add:
COLUMN 1
HIGHWAY
COLUMN 2
FROM
COLUMN 3
TO
COLUMN 4
LOWER RATE OF
SPEED
Wilson
Avenue
Baldwin
Street
Charlotte
Avenue
40 km/hr
CONSULTATION
Consultation occurred related to this change during the background work for OPS
Report 20-32. Further consultation not required.
FINANCIAL IMPACT/FUNDING SOURCE
As the signage work is to be completed in 2020, 2021 pre -budget approval is not
applicable. Changes to W ilson Avenue as outlined in Resolution #2020-408 are
identified to be up $15,000 and are proposed to be funded in 2020 by anticipated
operating surplus dollars under Public Works.
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 90 of 137
OPS 20-37
Page 4 of 4
☐ 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 91 of 137
Page 1 of 2
Subject: Glendale Park Playground RFP-2020-012 Results
Report Number: RCP 20-37
Author: Christopher Baird, Director of Recreation, Culture & Parks
Meeting Type: Council Meeting
Meeting Date: Monday, November 9, 2020
RECOMMENDATION
THAT Report RCP 20-37 Glendale Park Playground RFP-2020-012 Results be received
as information;
AND THAT Council approve the RFP from PlayPower LT Canada Inc., Paris, Ontario
for $65,253.40, exclusive of applicable taxes.
BACKGROUND
The purpose of this report is to present Council with the results of the Glendale Park
Playground Request for Proposals (RFP) and to recommend award of contract to
PlayPower LT Canada Inc. in the amount of $65,253.40, excluding tax.
DISCUSSION
In accordance with Council approved Purchasing Policy, an RFP was issued for the
supply and installation of a new replacement playground structure in Glendale Park,
Tillsonburg.
Council approved $75,000 in the 2020 Capital Budget for this purpose.
Six (6) qualifying proposals were submitted within the prescribed timeframe. A Staff
Evaluation Team was assembled to review each submission in detail, including;
Corporate Qualifications & Experience, Project Team, Creativity & Compliance in
Meeting Client's Expectations, Schedule & Work Plan and Price.
CONSULTATION
This report has been prepared in consultation with staff in the Recrea tion, Culture &
Parks Department, Finance and the CAO.
FINANCIAL IMPACT/FUNDING SOURCE
The results of the RFP and the recommendation of the Evaluation Team fall within the
approved 2020 Capital Budget.
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RCP 20-37
Page 2 of 2
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE
1. Excellence in Local Government
☐ Demonstrate strong leadership in Town initiatives
☐ Streamline communication and effectively collaborate within local government
☒ Demonstrate accountability
2. Economic Sustainability
☐ Support new and existing businesses and provide a variety of employment
opportunities
☐ Provide diverse retail services in the downtown core
☐ Provide appropriate education and training opportunities in line with Tillsonburg’s
economy
3. Demographic Balance
☒ Make Tillsonburg an attractive place to live for youth and young professionals
☒ Provide opportunities for families to thrive
☐ Support the aging population and an active senior citizenship
4. Culture and Community
☒ Promote Tillsonburg as a unique and welcoming community
☒ Provide a variety of leisure and cultural opportunities to suit all interests
☐ Improve mobility and promote environmentally sustainable living
ATTACHMENTS
Appendix A – Playground Renderings
Report Approval Details
Document Title: RCP 20-37 Glendale Park Playground RFP-2020-012
Results.docx
Attachments: - Attachment 1 RCP 20-37.docx
Final Approval Date: Nov 2, 2020
This report and all of its attachments were approved and signed as outlined below:
Sheena Pawliwec - Oct 20, 2020 - 4:11 PM
Kyle Pratt - Nov 2, 2020 - 9:41 AM
Michelle Smibert - Nov 2, 2020 - 9:44 AM
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Attachment 1
Page 94 of 137
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The Corporation of the Town of Tillsonburg
Accessibility Advisory Committee
October 6, 2020
2:00 p.m.
Electronic Meeting
MINUTES
Present: Cindy Allen, Mark Dickson, Jeff Huber, Councillor Pete Luciani, Margaret
McCrimmon, Peter Staley, Mike Cerna, and Michael Kadey.
Regrets: Erin Getty
Also Present: Amelia Jaggard, Deputy Clerk
Regrets: Emily Xuereb, Deputy Chief Building Official
1. Call to Order
The meeting was called to order at 2:00 p.m.
2. Adoption of Agenda
Proposed Resolution #1
Moved by: Margaret McCrimmon
Seconded by: Jeff Huber
THAT the Agenda as prepared for the Accessibility Advisory Committee meeting of
October 6, 2020, be adopted.
Carried.
3. Minutes of the Previous Meeting
The previous minutes were reviewed and there were no requested amendments.
4. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
5. Presentations/Delegations
5.1. Tillsonburg Transit Advisory Committee Update – Sherry Hamilton
Sherry Hamilton was present to provide an update to the Committee regarding
the new T:GO bus and its accessibility features.
Opportunity was provided for comments and questions from members.
Page 95 of 137
Page 2 of 2
6. General Business & Reports
6.1. Multi-Year Accessibility Plan Review
There was discussion regarding the pedestrian crossing on Broadway near the
Broadway/North Street East intersection. A concern was raised that the visibility
of the crosswalk lights is poor.
6.2. Crossover by Southridge School (Cindy Allen)
There was discussion regarding the crossover by Southridge School. A concern
was raised regarding the condition of the crosswalk. Staff will enquire what the
purpose is of the circular yellow stickers at this crosswalk.
6.3. Town Facilities Review Update
Committee to continue Town facility/property visits in 2021 to identify any
accessibility concerns.
There was discussion regarding the Kiwanis pedestrian bridge. A concern was
raised about the condition of the pedestrian bridge. It was suggested that the
Committee review a recent staff report that included a condition analysis and
proposed next steps. Staff to share staff report OPS 19-44 as information.
7. Next Meeting
Next meeting Tuesday December 1, 2020 at 2:00 p.m.
8. Adjournment
Proposed Resolution #2
Moved by: Michael Kadey
Seconded by: Pete Luciani
THAT the October 6, 2020, Accessibility Advisory Committee meeting be adjourned
at 2:55 p.m.
Carried
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The Corporation of the Town of Tillsonburg
Economic Development Advisory Committee Meeting
October 13, 2020
7:30 a.m.
Electronic Meeting MINUTES
Present: Andrew Burns, Cedric Tomico, Jesse Goossens, Lisa Gilvesy, Randy
Thornton, Suzanne Renken, Mayor Stephen Molnar, Councillor Deb Gilvesy, Jeff
VanRybroeck, Steve Spanjers
Staff: Kyle Pratt, CAO; Cephas Panschow, Development Commissioner; Laura
Pickersgill, Legislative Services Coordinator
Regrets: Collette Takacs
Absent: Kirby Heckford
1. Call to Order
The meeting was called to order at 7:34 a.m.
2. Adoption of Agenda
Resolution #1
Moved by: Cedric Tomico
Seconded by: Jeff VanRybroeck
THAT the Agenda as prepared for the Economic Development Advisory Committee
meeting of October 13, 2020, be adopted.
Carried
3. Adoption of Previous Minutes
Resolution #2
Moved by: Councillor Gilvesy
Seconded by: Lindsay Morgan-Jacko
THAT the Minutes as prepared for the Economic Development Advisory Committee
meeting of September 15, 2020, be adopted.
Carried
4. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
5. Closed Session
Resolution #3
Moved by: Cedric Tomico
Page 97 of 137
Seconded by: Councillor Gilvesy
THAT the Economic Development Committee move into closed s ession to discuss:
- a proposed or pending acquisition or disposition of land by the Town
Carried
6. General Business & Reports
6.1 Monthly Projects Update
6.1.1 Economic Development Strategy Update
Cephas provided an overview of the monthly projects update report.
6.2 County of Oxford Water and Wastewater Rates Study 2021-24
This item will be presented to County Council on October 14. It was noted that there
will be additional deductions to rates proposed based on the feedback gained from
the public survey.
6.3 Development Map Review- Potential Boundary Adjustments
This item will be brought forward onto the next agenda. Deb, Jesse, Andrew and
Cedric indicated an interest in being part of a subcommittee to review this if possible.
Cephas will connec t with these individuals after the meeting.
6.4 Real Estate Survey Results
Cephas provided a summary presentation of the information. Municipal owned
industrial lands are generally known to both realtor and construction sector
representatives , but there room for municipalities to improve awareness. Cephas
noted the question to the committee is whether they think it is a good idea to list the
Town’s industrial lands in order to enhance the marketing and increase opportunities
for the Town. Since there is virtually no downside to listing, should be pursued. It
was suggested that a covenant be written into an agreement that protects the clients
that the Town brings in themselves for bidding. Cephas will incorporate this into his
2021 business plan.
Lindsay left at 8:54 a.m.
Resolution #4
Moved by: Steve Spaners
Seconded by: Suzanne Renken
THAT the Economic Development Advisory Committee recommends that the Town’s
industrial lands be listed through a real estate firm secured through a Request for
Proposal process
Carried
6.5 Criteria for Reviewing Development Applications
Cephas and Jesse will provide a list of criteria for development applications at the
next meeting for the Committee to review. It was noted that this committee could be
a commenting body during the consultation period on development applications
before they are brought to Council. Both the BIA and the Chamber of Commerce
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are currently circulated on these applications and have developed subcommittees to
review development applications upon circulation. If there is not a consensus made
on the application then it goes in front of the entire board for review and discussion.
It was suggested that the applications for review by this committee be restricted to
industrial-commercial applications at this time.
Randy left the meeting at 9:06 a.m.
6.6 Real Estate Listings- Town Policy
This was covered under item 6.4.
6.6 Tillsonburg Hydro Inc.
A letter has been drafted in response to the letter from THI. The Chair noted that he
would like to have the letter signature line come from the Committee as a whole
rather than just himself individually. Cephas will provide the final draft of the letter to
the entire committee for reference.
Laura and Cephas will connect with Suzanne following the meeting regarding the
contacts retained for the meeting to the group from the Ministry of Energy. It was
suggested that THI be alerted about this upcoming meeting in the response letter.
Mayor Molnar left at 9:17 a.m.
6.7 Town Hall Task Force
nothing to report on this.
6.8 Physician Recruitment & Retention Committee
nothing to report on this.
6.9 Community Strategic Plan
The Evaluation Committee will be interviewing the top five ranked proponents next
week.
7. Community Organization Updates
7.1 Downtown Business Improvement Association
The B eautification Team continues to liven up the streets with fall foliage.
The negotiations are ongoing with Council on options for use of the Broadway
parkette.
The façade improvement program is ongoing, meeting last week. One application
was approved last week.
The board needs to finalize the budget before Town Council receives it but as of
right now a 0% increase is being proposed.
7.2 Tillsonburg District Chamber of Commerce
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The Chamber had three polic ies reviewed during the Ontario Chamber’s Policy
Debate Session.
The Ontario Chamber of Commerce Annual General Meeting is scheduled for
October 26-27, 2020.
The virtual Awards of Excellence ceremony is coming up in November.
7.3 Tillsonburg District Real Estate Board
7.3.1 September 2020 Listings & Statistics
8. Round Table
Cedric asked for any advice from members on how to reduce ‘red tape’ with regards
to development applications to the Provincial government and Oxford County. Kyle
asked Cedric to forward him his concerns and Kyle will provide that information to
the new CAO of Oxford County for review.
The land registry offices will be closed to the public on October 14 going forward.
Terranet owns the land registry offices but they are still managed by the Provincial
government. It was suggested that a survey be available for developers to discuss
areas where red tape exists in regards to development within Oxford County.
9. Next Meeting
Tuesday, November 10, 2020 at 7:30 a.m.
10. Adjournment
Resolution #5
Moved by: Andrew Burns
Seconded by: Councillor Gilvesy
THAT the October 13, 2020 Economic Development Advisory Committee meeting
be adjourned at 9:34 a.m.
Carried
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The Corporation of the Town of Tillsonburg
TILLSONBURG AIRPORT ADVISORY COMMITTEE
October 15, 2020
5:30 p.m.
Electronic Meeting
MINUTES
ATTENDANCE
Euclid Benoit, Dan Cameron, Valerie Durston (from 6:03 p.m.), Deb Gilvesy, John Prno, Mark Renaud
Staff: Annette Murray, Dan Locke
MEMBERS ABSENT/REGRETS
David Brandon, Jeff Dean, Jeffrey Miller
1. Call to Order
The meeting was called to order at 5:30 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: Euclid Benoit Seconded By: Deb Gilvesy
THAT the Agenda as prepared for the Tillsonburg Airport Advisory Committee meeting of
October 15, 2020 be adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
None Declared
4. Adoption of Minutes of Previous Meeting
Resolution #2
Moved By: Deb Gilvesy Seconded By: Euclid Benoit
THAT the Minutes of the Tillsonburg Airport Advisory Committee Meeting of September 17,
2020, be approved.
Carried
Page 101 of 137
Tillsonburg Airport Advisory Committee Meeting Minutes, October 15, 2020 - 2 -
5. Delegations and Presentations
None
6. General Business & Reports
6.1. New Hangar Update Dan Locke reported meeting with a local builder who has expressed an interest
in building two 60’X60’ hangars on G1 lots 5 and 6. One of these lots had been previously committed
to, but the individual is not interested in proceeding at this time. The previous lease with that individual
will have to be terminated before moving on with the new hangars. Construction is planned for May-
June of 2021. Discussion ensued about the need to advertise the remaining lot vacancies and airport
development opportunities in general through the terminal building restaurant. Dan is working with
Engineering on producing a professional diagram of available opportunities.
6.2. Safety Spreadsheet Follow-up Annette Murray reported that only one issue was received this
month. A cistern was delivered to a new hangar construction while she was away from the airport, and
left too close to the taxiway. The issue was immediately resolved.
6.3. Septic Tanks and Cisterns Deb Gilvesy reported that town staff have told her the cistern installed in
one of the new hangars for aircraft and hangar washing, was not approved. Deb questioned whether
cistern instructions were included in the recently written Airport Design Guidelines manual. Dan
explained that requirements are noted in the manual, but the builder did not submit a request for the
cistern. That is now under way and the cistern will be clearly labelled as non-potable water.
7. Correspondence
None
8. Other Business
8.1. Roundtable Discussion took place around the provincial asset management legislation and
infrastructure funding potentially forthcoming post-COVID, and the benefit of having shovel-ready
projects available when an if funding is available. As well, the need to make the airport website more
user-friendly was discussed. Dan Locke reported that he has website improvements in his workplan.
9. Next Meeting
The next meeting of the Tillsonburg Airport Advisory Committee will be at 5:30 p.m. on November 19,
2020.
Page 102 of 137
Tillsonburg Airport Advisory Committee Meeting Minutes, October 15, 2020 - 3 -
10. Adjournment
Resolution #3
Moved By: John Prno Seconded By: Euclid Benoit
THAT the Tillsonburg Airport Advisory Committee Meeting of October 15, 2020 be adjourned at
6:33 p.m.
Carried
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The Corporation of the Town of Tillsonburg
Physician Recruitment & Retention Committee
August 4, 2020
12:00 p.m.
Electronic Meeting MINUTES
Present: Councillor Esseltine, Deputy Mayor Beres, Sandy Jansen, Dr. Jamie Cluett,
Lesley Ross, Mike Bastow, Dr. Howard Lamb, Dr. Brian Holowachuk, Mayor Molnar
Staff: Kyle Pratt, CAO; Cephas Panschow, Development Commissioner; Laura
Pickersgill, Legislative Services Coordinator
Regrets: Ashley Edwards; Dr. Matt Johnson; Dr. Abdalla
1. Call to Order
The meeting was called to order at 12:01 p.m.
2. Introduction of New Member
The new member sent her regrets in for the meeting.
3. Adoption of Agenda
Resolution #1
Moved by: Sandy Jansen
Seconded by: Dr. Jamie Cluett
THAT the Agenda as prepared for the Physician Recruitment and Retention
Committee meeting of August 4, 2020, be adopted.
Carried
4. Minutes of the Previous Meeting
Resolution #2
Moved by: Councillor Esseltine
Seconded by: Sandy Jansen
THAT the Minutes of the Physician Recruitment and Retention Committee Meeting
of February 4, 2020, be approved.
Carried
Dr. Matt Johnson was invited to this meeting and will be invited to future meetings of
the Committee.
Dr. Cluett noted that he has no update from the Oxford County Physician
Recruitment Committee yet on who the replacement will be on this Committee for
Page 104 of 137
representation due to Dr. Rowland’s passing. It was noted that the County
Committee is reconvening in the fall and a further update will be provided then.
5. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
6. General Business & Reports
6.1 New Models of Primary Health Care - Cephas Panschow
Cephas posed the question to the Committee as to whether or not this
Committee would be interested in pursuing an opportunity to have a local venue
hosted as a walk-in clinic. It was noted that there are many ‘orphan patients’ in
the community who are unable to get a family physician. It was mentioned that
the Tillsonburg Medical Clinic at 200 Broadway does host a walk-in clinic. Further
suggestions and discussion on this topic were mentioned later on in the meeting.
6.2 Funding- SW Public Health Daily Update July 2, 2020- Sandy Jansen
Sandy indicated that she has yet to hear any details on this announcement and
how the funds will be distributed. She will provide an update at a future meeting.
6.3 Updated Recruitment Matrix and Contract- Kyle Pratt
Kyle provided an overview of the amendments made on the Physician
Recruitment matrix and contract. The changes noted include:
• Addition of the second column in the matrix that is applicable to specialty
physicians
• $10,000 in moving expenses for reallocation outside of the Province (up
from the previous $5,000 expense)
• It was noted that the physician must reside within 15 kilometres of
Tillsonburg for the above stipend to apply
• The time frame for clinic space including payment for clerical support has
increased from thr ee month to six month time frame
• It was noted that the maximum per month for family physicians is
$6000/month for the first six months, and a stipend of $30,000 based on a
five year return of service agreement for full service is include on the
speciality physician’s side
It was noted that the calculations for the total incentives need to be adjusted.
Sandy provided clarification that the agreement is a template and specific
adjectives of service can be amended within the agreement (for example, under
item 2 d). Sandy also noted that a legal review could be done on items 4 b and c
in the agreement from the hospitals’ lawyer.
There is $70,000 in the Town’s budget for 2020 recruitment of physicians to the
Town of Tillsonburg. It was noted that a prioritization process could be
developed if the number of recruits interested in coming to the Town exceeded
the allocated budget. Mike noted that the hospital does have some budget in
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reserves for additional recruitment. It was noted that the Town could potentially
move unused funds from 2020 into the 2021 budget for additional financial
resources if necessary.
Dr. Holowachuk expressed his thoughts on the importance of having more
clinical space available in Town as a way to better attract new recruits. He noted
that potential recruits could be shown their new space and who they would be
working with and this could add a level of further attraction for working in the
Town. It was noted that there is a bit of vacant space in Dr. C appercione’s clinic
due to the passing of Dr. Rowland.
Sandy indicated that there is an empty lot across from the hospital wher e they
are looking at potentially developing and building a new clinic. Sandy noted this
project has been delayed as a result of the COVID-19 pandemic. Sandy invited
any potential involvement from the Town to assist with funding this proposed
clinic. Sandy indicated that this clinic could be an asset of the hospital, an asset
of the Town or an asset for both.
Sandy will reach out to members of the Family Health Organization to determine
if there is any opposition to this concept. Sandy will connect with Cephas to
discuss the municipalities ’ further involvement with this concept. Cephas to bring
this idea forward to the Economic Development Committee for review and
comment.
Resolution #3
Moved by: Dr. Jamie Cluett
Seconded by: Mayor Molnar
THAT the Physician Recruitment & Retention Committee adopts the revised
Physician Recruitment Matrix and Agreement as updated with noted
amendments;
AND THAT T illsonburg District Memorial Hospital and the Town of Tillsonburg
move forward with implementing the revised Matrix and Agreement.
Carried
Sandy will update the matrix to include trained emergency department specialists
in the consideration section. It was noted that the definition for a full-time
emergency department specialist would need to be included in such agreement.
7. New Business
8. Roundtable
Sandy noted that the Oxford and Area Health Team has submitted a full application
to create their Ontario Health Team. The applications are due in September 2020
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and feedback should be received by October 2020.
Mayor Molnar thanked the Town’s physicians and health care teams for providing
safe, reliable and quality healthcare during this difficult time.
Dr. Cluett noted that Dr. Fehr did not come to work at TDMH as he had another offer
to do work in a more related background at another hospital. Dr. Fehr’s colleague
Dr. Versolatto (general surgeon) however is looking for a place to settle for work and
he will be doing a one month locum at the hospital for the month of August. Dr.
Versolatto currently resides in Dorchester. Members of Council or Town staff would
be interested in providing him with a tour of the Town.
9. Next Meeting
To be called by the Chair
10. Adjournment
Resolution #4
Moved by: Dr. Jamie Cluett
THAT the August 4, 2020 Physician Recruitment and Retention Committee meeting
be adjourned at 12:42 p.m.
Carried
Page 107 of 137
1
Tillsonburg
Business Improvement Area
MEETING MINUTES
Board Meeting of
Thursday, April 23rd, 2020
TELECONFERENCE
Time: 10:00 am - noon
1. CALL TO ORDER: Time: 10:04 a.m.
QUORUM: 6/9 C. Tomico, D. Gilvesy, M. Tedesco, M. Van Geer Truyde, J.
Tilson, D. Rasokas
Regrets: A. Hicks, C. Heutinck. W. Cameron
Staff present: C. Pepper (Town of Tillsonburg), M. Renaud, K. Slattery
Guests present: None
2. ADOPTION OF THE AGENDA:
a. moved by: J. Tilson seconded by: D. Gilvesy
“And resolved that the agenda as prepared for the BIA Board of
Management meeting for Thursday, April 23rd, 2020 be adopted”.
“CARRIED”
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF:
NONE DECLARED
4. ADOPTION OF THE MINUTES from the board meeting of March 26th, 2020
a. moved by: M. Tedesco seconded by: M. Van Geer Truyde
“And resolved that the minutes, as prepared for the OPEN SESSION
meeting of March 26th, 2020 be adopted”.
Page 108 of 137
2
“CARRIED”
5. EVENTS AND MARKETING CO-ORDINATOR’S REPORT: The EMC delivered her report
which includes the strategic objectives with crisis commu nications with the membership.
There was a discussion about the online retail supports th rough Shopify which the BIA has
the resources to assist the implementation costs of these with the BIA membership. There
were no questions.
6. BEAUTIFICATION COMMITTEE REPORT & UPDATE: As per previous discussions; the
2020 program will be muted with minimal on-street presence. Signage will be clear about
the flowers being donated. The EMC will wo rk to create signs for the pots. Your feedback
and suggestions are welcomed. The spring clean -up has already taken place. The ED is still
attending the downtown on a daily basis , performing clean-up and maintenance on an as-
needed basis. The student labour is on hold until further notice. We are awaiting an update
on MOU discussions regarding the proposals to the Town of Tillsonburg as there is no
agreement in place as of April 19th for the 2020 calendar year.
7. FINANCIAL REPORT: The ED reviewed the financial report for the month including the
suggestions for cost mitigation given the unknow n length or potential impact of the
pandemic. Funds on deposit at CIBC: as at 03/31/2020: $60,740.74; Funds on deposit at
FirstOntario: as at 03/31/2020:$66,688.24; Total funds on hand as of 03/31/2020:
$127,428.98. There was a further motion put onto the floor as follows:
MOTION ON COST REDUCTION AND CONTAINMENT:
Moved by: D. Gilvesy and Seconded by: M. Tedesco
“And resolved that the Board of Management of the BIA recognizes
the severity of the COVID-19 health crisis and directs the BIA staff to
reduce all costs; including human resources until further notice. This
includes a reduction across the board with the exception of fixed
costs such as debenture payments, truck lease & office rent”.
“CARRIED”
8. EXECUTIVE DIRECTOR’S REPORT: There are number of housekeeping items to deal with
given the ongoing COVID-19 situation. The Turtlefest Committee has cancelled the 2020
event. The ED has been working as an ambassador to assist our members to navigate the
government initiatives that have been implemented to deal with the financial changes faced
by our BIA constituency. The office remains staffed on a daily basis which provides for
appointment-based meetings and feedback. The ED is participating in daily activities
including webinars, tele-conferences and e-mail exchanges. The ED confirms that no salary
will be paid to the ED given the financial challenges of the BIA and the direction to cut
funding for BIA programs. There were no questions.
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3
9. BIA EMERGENCY RELIEF FUNDING PROGRAM: The ED reviewed that town council had
approved the BIA request to approve the use of up to $62 ,000 of FIP funds for pandemic
related recovery projects for the BIA. There were some questions from the Board about
what segments of the BIA membership who were thought or are in financ ial difficulty.
10. MOUD with the Town of Tillsonburg: The ED brought the Board of Management up to date
with the ongoing negotiations with the town. A t this time, there are no concerns about an
agreement being finalized for the 2020 fiscal year.
11. Façade Improvement Program project update: All projects and activities are on-hold pending
COVID-19. BIA staff will apprise the board of any requests as an exception to the
moratorium on FIP activities. The Board agreed with this position.
12. ROUNDTABLE: Several of the Board Members expressed concern about next steps and the
importance of keeping regular meetings going. The Board also expressed support for
keeping the vast majority of the BIA programs and initiatives to go forward for
implementation for 2020.
13. NEXT MEETING: Thursday, May 21st, 2020 – TIME AND VENUE TBD pending COVID-19.
14. MOTION TO ADJOURN: Time of adjournment: 11:58 am
a. moved by: M. Van Geer Truyde b. seconded by: J. Tilson
“And resolved that the BIA Board of Management meeting of April 23rd,
2020 be adjourned”
“CARRIED”
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1
Tillsonburg Business Improvement Area
MINUTES - Board Meeting of Thursday, May 21st, 2020
TELECONFERENCE - Time: 10:19 am – 11:55 am
1. CALL TO ORDER: Time: 10:19 am
QUORUM: 6/9
Members present: C. Tomico, M. Tedesco, K. Slattery, M. Renaud, D. Rasokas, W.
Cameron, D. Gilvesy, M. Van Geer Truyde
Members absent: C. Pepper, J. Tilson, A. Hicks, C.Heutinck
Guests present: M. Smibert
2. ADOPTION OF THE AGENDA:
a. moved by: M. Van Geer Truyde seconded by: M. Tedesco
“And resolved that the agenda as amended for the BIA Board of
Management meeting for Thursday, May 21st, 2020 be adopted”.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF:
a. None declared.
4. ADOPTION OF THE MINUTES from the board meeting of March 26th, 2020
a. moved by: M. Van Geer Truyde seconded by: M. Tedesco
“And resolved that the minutes, as prepared for the OPEN SESSION
meeting of March 26th, 2020 be adopted”.
a. EVENTS AND MARKETING CO-ORDINATOR’S REPORT: The EMC delivered the
monthly report and there were no questions. The EMC fully explained the “My
Town, My Downtown messaging”. The Board was supportive of the efforts with
social media and the results have continually been improving. The EMC will
continue to work on all aspects of social media management including posting and
sharing of all member events.
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2
5. BEAUTIFICATION COMMITTEE REPORT & UPDATE: The ED presented an update to the
Board including the timing of the on-street placement of the planters and pots. One tree
potted last year did not make it through the winter period and there are two other trees that
are dying and need to be replaced this season pending budgetary review. The MOU has
been approved so the watering and care of the planters and pots is now in the purview of
BIA operations. The ED and students will be irrigating the pots and caring for the trees and
annuals on a daily basis moving forward.
6. FINANCIAL REPORT:
Funds on deposit at CIBC: as at 04/30/2020: $70,876.78
Funds on deposit at FirstOntario: as at 04/30/2020: $66,837.62
Total funds on hand as of 04/30/2020: $137,714.40
Net change from previous month: +$10,285.42 (favourable)
Accounts receivable:
Town of Tillsonburg – HST rebate from 2019 $11,712
Town of Tillsonburg – damage to BIA assets $1,804.20
Town of Tillsonburg – credit missing from acct $1,797 (RONA confusion)
The Board received the financial report and there were no questions. The ED motion for
continued fiscal containment is attached for action by the Board of Management.
MOTION ON COST REDUCTION AND CONTAINMENT:
Moved by: D. Gilvesy and Seconded by: D. Rasokas
“And resolved that the Board of Management of the BIA recognizes
the severity of the COVID-19 health crisis and directs the BIA staff to
reduce all costs; including human resources until further notice. This
includes a reduction across the board with the exception of fixed
costs such as debenture payments, truck lease & office rent”.
“CARRIED”
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7. EXECUTIVE DIRECTOR’S REPORT:
a. The BIA staff have been active on a daily basis with communication to the members
via various channels. The ED has participated in several ZOOM teleconferences.
b. The Lucky Chinese Buffet restaurant is permanently closed as of May 7 th, 2020.
c. Town/MOU update: The town will be taking a report to council on May 25th, 2020
recommending a 2020-only payment of $26,605 which will provide the revenues
necessary to effect the contractual obligation s in the downtown area. Update: the
MOU was approved unanimously be council.
d. The ED has undertaken an extensive re -write of the 2020 budget and financial
projection for the year – see attached PDF. This financial forecast has been updated
to include an allocation for tax write-offs for 2020 which have normally not been
projected or accounted for. We have used an aggressive approach of eliminating
most capital and non-discretionary spending for 2020 which will result in a full-year
balanced budget. Given the challenging revenue environment; it is not plausible to
expect the additional revenues originally planned for. We will continue to apply for
funding programs that my offset some of the assumed costs for labour in 2020.
e. The student labour will be re-activated to assist with the summer season. There will
be a proper PPE plan and protocol in place for all BIA employ ees.
f. The ED has been engaged with our members to provide ambassadorial duties to
assist with the application and information regarding available business support
programs. To date, there is a general positive attitude and many BIA members are
actively working to re-open forthwith pending governmental directives.
The Board of Management does not want tables and chairs as well as umbrellas deployed
until such a time that the staged opening protocols will allow for same.
MOTION:
Moved by: D. Gilvesy and Seconded by: D. Rasokas
“And resolved that the Board of Management of the BIA
adopts/approves the revised 2020 financial forecast & budget with a
revised total revenue projection of $212,075 and revised total
expense projection of $212,075 resulting in a balanced budget for
2020; without the use of reserves”.
“CARRIED”
8. BIA EMERGENCY RELIEF FUNDING PROGRAM: This program remains in place for the time
being. There have been 4 original enquiries resulting in 2 successful loan applications being
approved for each of the two BIA businesses below: (both cheques were hand delivered) to
i. Melodie White of Boss Leaf: $785 and Lindsay Tribble of On Our Way
Massage Therapy & Wellness Clinic: $1,130
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There were no further questions or comments from the boar d.
9. MOUD with the Town of Tillsonburg: The Board Chair and ED had two tele-conferences to
review the MOU suggestions including revisions made in response to the COVID -19
situation. The Town has agreed to our recent revisions. This one -time 2020 MOU, if
approved by Town Council on May 25th; would see the town pay the BIA $26,605. These
payments would be made to the BIA using the same quarterly schedule for the regular levy
amounts due. The ED will be working on a 2021 MOU that will need to be approved by the
Board of Management prior to the town’s budget deliberations in the fall of 2020.
10. Façade Improvement Program project update: The ED will continue to receive applications
for an FIP interest and will keep the board apprised of said interest. Given the health crisis
and reconfigured budget; any FIP expenses for the balance of year will create a deficit and
monies will need to be moved from reserves to cover any FIP payments.
11. ROUNDTABLE: open discussion.
12. NEXT MEETING: Thursday, June 18th, 2020 – TIME AND VENUE TBD pending COVID-19.
13. MOTION TO ADJOURN: Time of adjournment: 11:55 am
a. moved by: M. Van Geer Truyde b. seconded by: M. Tedesco
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1
Tillsonburg Business Improvement Area
MINUTES - Board Meeting of Thursday, June 25th, 2020
TELECONFERENCE Time: 10:30 am - noon
1. CALL TO ORDER: Time: 10:35 am
QUORUM: 6/9, YES
MEMBERS PRESENT:
D. Gilvesy, C. Tomico, M. Tedesco, M. Van Geer Truyde, J. Tilson, C. Heutinck
STAFF PRESENT: M. Renaud, K. Slattery
STAFF ABSENT: C. Pepper
MEMBERS ABSENT:
D. Rasokas, W. Cameron, A. Hicks
Guests present: None.
2. ADOPTION OF THE AGENDA:
a. moved by: D. Gilvesy seconded by: M. Van Geer Truyde
“And resolved that the agenda, as prepared for the BIA Board of
Management meeting for Thursday, June 25th, 2020 be adopted”.
“CARRIED”
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF:
a. None declared.
4. ADOPTION OF THE MINUTES from the board meeting of May 21st, 2020
a. moved by: M. Tedesco seconded by: J. Tilson
“And resolved that the minutes, as prepared for the OPEN SESSION meeting
of May 21st, 2020 be adopted”.
Page 115 of 137
2
“CARRIED”
5. EVENTS AND MARKETING CO-ORDINATOR’S REPORT:
a. Social media update. The EMC delivered her report to the board. Instagram
traffic increased. The next big social media event are the spots on the new
pop-up patios. The communication will include how service will be different
from what people might have seen or been accustomed to in the past. It’s
all about managing expectations and communication.
b. Video story take-overs: Anchor Shoppe was the first focus. The second
was Rinconcito Mexican grocery store. This is a unique shop. This BIA
member is very active on social media. The next event was Tillsonburg AGM
performing at The Copper Mug. The ED provided the BIA cell phone to
broadcast the event and was in attendance. The EMC suggested that all of
these videos will be archived and presented on the main BIA website going
forward.
c. EBB signage update. The sign at Venison Street is now operational with
basic messaging. The hardware is still not functioning correctly. There are
evergreen messages posted until the transmitter issue is finally corrected.
The vendor was on-site to effect repairs for a temporary fix. The full issue
of wireless transmission is not yet resolved and needs immediate corrective
action. The Board Chair directed the EMC to send an e-mail today for follow-
up with the vendor to seek a permanent solution.
d. The EMC has been working with Karen Keller at the Town of Tillsonburg –
she replaced Shelley Imbeault. There will be a joint effort to cross-promote
with the town. The EMC delivered an on-line presentation about the product
packs. These packs will be available on the BIA Shopify site. The board
members made several comments about the program including the timing of
the program implementation given that we should be promoting actually
visiting store locations vs. selling on-line. There were additional comments
about who was contributing what to this promotion. D. Gilvesy indicated
that the town does not make charitable donations as is outlined in the
program. The EMC will adjust the program based upon the board feedback.
General comments: D. Gilvesy suggested that while Instagram is important, the
demographics in town would suggest that we need more Facebook posts. The EMC
has committed to providing more Facebook commentary and posts in the upcoming
months. The Board Chair asked about more video marketing efforts to be made. D.
Gilvesy also spoke about featuring videos with safe-practices to build confidence with
the consumer so that they will in fact shop downtown.
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6. BEAUTIFICATION & OPERATIONS COMMITTEE REPORT & UPDATE: The ED gave
the monthly report highlighting the accomplishments and priorities for the month.
The general comments were supportive of the efforts. The ED has attended council
to provide an update for the benefit of the town and town council. The ED spoke
about several merchants who requested some street furniture for the comfort of
their clients. There were no questions and overall positive board comments. An
amended resolution was presented to the board for consideration as follows:
MOTION:
moved by: M. Tedesco seconded by: J. Tilson
“And resolved that the Board of Management of the BIA approves of the
deployment of patio furniture and umbrellas following the currently “in
place” Stage 2 guidelines from the Province of Ontario whereas groups of
tables and chairs in one area will not exceed seating for 10 persons and
further; additional tables and chairs be provided throughout the downtown
core at the node areas following strict adherences to the provincial and
Southwest Public Health guidelines”.
“CARRIED”
The EMC indicated the importance of a communication plan for the sanitation and
the protocols for same if we do in fact place street furniture on the town property.
Several members commented about the beautification and how the downtown
looks great as did the Board Chair and D. Gilvesy. The board agreed that small
amounts of furniture should be placed in the specified areas as discussed.
The ED asked the group for what the sanitation protocol should be for surface care
and disinfection. C. Heutinck indicated what the protocols were at Boston Pizza
and what the timelines were. Quaternary sanitizer is the choice because it is food-
safe. C. Heutinck suggest a frequency of 1-2 hours. The ED will follow-up with
other stakeholders to determine the best-practices. D. Gilvesy mentioned that the
mall had a high frequency sanitation program for high-contact surfaces like door
handles. M. Tedesco indicated that we cannot rely upon the individual
store/business owners to sanitize and care for the street furniture. The ED will
order quaternary sanitizer and cloths for sanitization of the street furniture when it
is placed throughout the downtown area. C. Heutinck indicated that a record of
sanitation practices must be kept for 30 days.
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The ED reviewed all the details of the cleanliness, maintenance and ongoing waste
operations. The ED highlighted the issue of household garbage dumping in rear alleys. D.
Gilvesy indicated that the south-end of Broadway is always an issue with cleanliness and
garbage. M. Van Geer Truyde commented about how good things look downtown and
expressed her thanks to the team.
7. FINANCIAL REPORT:
Funds on deposit at CIBC: as at 05/31/2020: $60,194.39
Funds on deposit at FirstOntario: as at 05/31/2020: $66,996.04
Total funds on hand as of 05/31/2020: $127,160.43
Net change from previous month: -$10,553.97
(unfavourable)
Accounts receivable:
Town of Tillsonburg – HST rebate from 2019 $11,712
Dufferin Construction – damage to BIA assets $1,804.20
This report was delivered by the ED given the absence of the Board Treasurer. The
ED delivered the report and there were no questions. There are still some
outstanding payables which will need to be followed-up on by the ED. There were
no further comments. The Board Chair reviewed some of the outstanding items for
clarity including the timelines for the HST rebate from the Town of Tillsonburg.
The Board Chair commented that the ED had not taken a salary during COVID and
that a regular paycheque was to commence again on July 1st. The ED provided the
Board with a suggested resolution to manage costs for the next month as follows:
MOTION ON COST REDUCTION AND CONTAINMENT:
Moved by: M. Van Geer Truyde and Seconded by: M. Tedesco
“And resolved that the Board of Management of the BIA recognizes the
severity of the COVID-19 health crisis and directs the BIA staff to continue
to reduce all costs; including human resources until further notice. This
includes a reduction across the board with the exception of fixed costs such
as debenture payments, truck lease & office rent”.
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5
“CARRIED”
8. EXECUTIVE DIRECTOR’S REPORT:
Priority has been given to ramping up and implementing the required services under the
recently approved MOU with the Town of Tillsonburg for 2020 including all garbage
and watering. The ED complimented the town’s CBO for being prompt with attention
to the pop-up patio project(s). BIA affiliate memberships: Two additional businesses
have requested to be BIA affiliates including Mill Tales Inn and Indigo Lounge. The fee
for such membership was determined to be $500 based upon the median BIA member
contribution for 2020 minus the assessed value of the Tillsonburg Town Centre mall
properties. This fee would fairly represent the value of a BIA membership. In order to
work with the cash-flow issues of these 2 new affiliate members; the ED has indicated
that the invoicing will be issued now however it will not be due and payable until the
first quarter of 2021 by March 31st, 2021. We have masks now in stock at a cost-
recovery of 0.42 cents per each. The part-time labour has been effected with
additional student labour to commence as needed. The truck sponsors have been
finalized and will get this underway forthwith. The boundary adjustment is still
proposed to proceed for January 1st, 2021. This will need to have a sub-committee in
order to drive it forward. The ED spoke about the CFDC application and there were no
questions. The ED highlighted the many areas of focus for the downtown. Ongoing
ambassadorial duties will continue. The ED indicated that the cleanliness and
maintenance programs have been very involved and time-consuming with many
positive comments received from tourists, citizens, board members and BIA business
owners, tenants and landlords alike.
MOTION:
Moved by: J. Tilson and Seconded by: M. Van Geer Truyde
“And resolved that the Board of Management of the BIA endorses and
supports the application to Community Futures Oxford for a non-repayable
grant of $25,000 to be used for:
a) Youth employment initiatives for pop-up patio operations and
b) Capital and maintenance costs of pop-up patio infrastructure”.
“CARRIED’
9. BIA EMERGENCY RELIEF FUNDING PROGRAM: This program has remained in place
during Phase 2. The only application for June 2020 was as follows:
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a) Lindsay Tribble of On Our Way Massage Therapy & Wellness Clinic:
$1,130
This application was funded and the cheque was hand delivered. The ED will keep
the Board of Management apprised of any further interest with this program.
Discussion. There were no questions or comments from the Board.
10. BIA OFFICE, MAINTENANCE & OPERATIONS SPACE REQUIREMENT(S): The Board
Chair asked to have this item added to the agenda. The ED presented an overview
of the current operational situation with a discussion of the 4 various sites that we
are using. The board was given a detailed overview of where the BIA assets are
being kept and how they are not all under one roof. The ED suggested that there
are items that should be discussed in closed session and board concurred. The
remainder of this discuss was directed to be held in closed session.
11. FAÇADE IMPROVEMENT PROGRAM UPDATE: The Board Chair indicated that there
is still interest in the FIP for 2020. The Board Chair indicated that David Frei from
Southridge Concept Renderings continues to do an excellent job for the BIA. The
FIP committee is to meet on July 14th to discuss the four applications that are in the
pipeline. The Board Chair asked the board to consider the 40 Broadway property
and whether or not it qualifies for one or two addresses and hence $10k or $20k
for the FIP application. The board discussed the matter and agreed to $30k for the
40 Broadway FIP location pending an agreement to deal with the waste
management practices. The ED informed the Board that there are significant
reserves to cover off the applications that are in the queue. The ED indicated that
the designer/renderer always gets paid for their work whether the BIA member goes
ahead with the FIP project or not. D. Gilvesy indicated that there perhaps should
be a claw-back clause that if after 2 years the BIA member doesn’t go ahead; they
would need to repay the design fees. This would require a change to the FIP
guidelines. The ED and Board Chair will bring these suggestions to the next FIP
Committee meeting.
12. APPRECIATION TO COMMUNITY PARTNERS: The ED would like the Board and
members know of the following parties who have made significant contributions to
the BIA thus far in 2020:
i. Sobey’s – Wendy Cameron, Board Member
ii. Tillsonburg Horticultural Society – Christine Nagy
iii. Tillsonburg Garden Gate – Linda & Matt Fenn
iv. Mark Tedesco – Anchor Shoppe, Board Member
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v. Cedric Tomico – Nu Décor, Board Member
The EMC will recognize these on social media in the coming weeks. D. Gilvesy
suggested that these people be recognized on Facebook specifically. The Board
Chair indicated that he would like Rasco Environmental and not Nu-Décor for the
purposes of this recognition.
13. MOTION TO MOVE INTO CLOSED SESSION TO DISCUSS MATTERS RELATING
TO:
a. SECURITY OF THE PROPERY OF THE BIA INCLUDING OWNED ASSETS;
AND;
b. A PROPOSED OR PENDING ACQUISTION OR DISPOSAL OF LAND.
TIME: 11:59 a.m.
A pecuniary interest was declared by M. Van Geer Truyde and C. Tomico
MOTION:
a. moved by: J. Tilson seconded by: D. Gilvesy
“And resolved that Board of Management of the BIA move into closed session to discuss
matters relating to the security of the property of the BIA including owned assets and a
proposed or pending acquisition or disposal of land”.
“CARRIED”
14. RETURN FROM CLOSED SESSION AT 12:35 PM
15. ROUND TABLE: D. Gilvesy indicated the outdoor pool was opening July 11th and
the one ice pad July 18th, the Town’s customer service centre to open June 29th
and the corporate office is still closed with appointment-only service. D. Gilvesy
also wished everyone a Happy Canada Day.
16. NEXT MEETING: Thursday, July 23rd, 2020 – TIME AND VENUE TBD pending
COVID-19.
17. MOTION TO ADJOURN: Time of adjournment: 12:37 pm
a. moved by: M. Van Geer Truyde b. seconded by: M. Tedesco
Page 121 of 137
8
“CARRIED”
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1
Tillsonburg Business Improvement Area
MINUTES - Board Meeting of Thursday, July 23rd, 2020
Carriage Hall & ZOOM Time: 7:37 am – 9:55 am
1. CALL TO ORDER: Time: 7:37 am
QUORUM: 6/8, YES
MEMBERS PRESENT:
D. Gilvesy, C. Tomico, M. Tedesco, M. Van Geer Truyde, J. Tilson, D. Rasokas
STAFF PRESENT: M. Renaud, K. Slattery
TOWN REPRESENTATIVES PRESENT: C. Pepper
MEMBERS ABSENT: W. Cameron, A. Hicks
Guests present: None.
2. ADOPTION OF THE AGENDA:
a. moved by: D. Gilvesy seconded by: M. Van Geer Truyde
“And resolved that the agenda, as prepared for the BIA Board of
Management meeting for Thursday, July 23rd, 2020 be adopted”.
“CARRIED”
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF:
a. None declared.
4. ADOPTION OF THE MINUTES from the board meeting of June 25th, 2020
a. moved by: J. Tilson seconded by: M. Tedesco
“And resolved that the minutes, as prepared for the OPEN SESSION
meeting of June 25th, 2020 be adopted”.
“CARRIED”
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2
5. EVENTS AND MARKETING CO-ORDINATOR’S REPORT: The EMC delivered the
report to the board. The EMC walked around the room to show the board members
the various slides about social media metrics. There were double-digit increases in
page hits with Facebook (+17%). Councillor Gilvesy requested what the numbers
were referring to in terms of the time frame and the EMC answered that it was the
previous 28-day period. The EMC indicated the current on-line strategies are to
include additional video segments. The board asked a few questions about
frequency of posts and felt that the EMC should be posting more content on a
regular basis.
6. BEAUTIFICATION & OPERATIONS COMMITTEE REPORT & UPDATE: The ED gave
the monthly report highlighting the accomplishments and priorities for the month.
The general comments continued to be supportive. There was a discussion about the
pop-up patios being constructed and maintained as the number one priority. The
ED informed the Board about challenges related to watering with the extreme heat.
Keeping things hydrated has been difficult. The weeding and tree trimming
continues. There continues to be many favourable comments about the care and
condition of the downtown core area. There also continues to be issues with back-
alley and dumped garbage throughout the BIA service area. Some days there 30, 40
and upwards of 50 bags dumped. The areas of concern include residential
apartments near or on Broadway, the former Royal Hotel, Cat Alley, rear of Library
Lane and generally the downtown-south area, south of Baldwin-Oxford Streets. The
part-time staff are doing an amazing job and often get “rewards” from random people
as a thank-you for the efforts. Many BIA member businesses have also commented on
the efficacy of the Clean Team effort. The BIA staff have also re-deployed and moved
around various umbrellas and furniture as required. Shopping carts continue to be a
challenge with many being abandoned throughout the BIA core area.
7. FINANCIAL REPORT: The ED presented the financial report. There were no
questions. There are a number of outstanding revenue items including mask sales,
sponsorship invoices, Turtlefest funds, HST rebate from 2019 and the sponsored
labour credits from the Multi-Service Centre for the part-time summer students.
The ED will be following up with these matters forthwith. The ED forecasts that
revenues will continue to be lower than budgeted for the full-year given 1/12th of the
levy being removed from the full-year budget; the lack of event income; and “other
revenues”. Expenses for the pop-up patio project are also unbudgeted.
8. EXECUTIVE DIRECTOR’S REPORT:
The ED delivered the details of the monthly report. There were few questions. There
were several questions from the Board on the pop-up patio projects and
general beautification matters. The BIA team will continue
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9. BIA EMERGENCY RELIEF FUNDING PROGRAM: The Board agreed to keep the
program active until further notice.
10. 2020 BIA ASSESSMENT REPORT: The ED discussed the matter and there were no
questions from the group. The ED will provide update(s) at subsequent meetings.
11. 2021 BUDGET AND BUSINESS PLANS: The ED presented the details from this
agenda item. The Board directed the BIA team to provide a 0% increase in the 2021
levy requirement. The Board did not support the apportionment of fixed-dollar levy
amounts for the Tillsonburg Town Centre Mall. The Board are reminded to provide
feedback to the BIA team to be included in the 2021 budget no later than August 21st.
The BIA team will present the budget and business plan documents at the September
24th, 2020 meeting which is designated primarily as a budget meeting. The ED will
provide a budget binder to each of the Board Members prior to this meeting. The
binder will include 10 tabs as was the case for the 2020 budget document.
12. BIA OFFICE, MAINTENANCE & OPERATIONS SPACE REQUIREMENT(S): The sub-
committee had met and reviewed the available spaces in the downtown core area.
The only feasible location is the Tillsonburg Town Centre Mall space. The ED is
following up with Strathallen on Unit #A1045 at the front of the Tillsonburg Town
Centre Mall formerly housing the Turtlefest office and prior to the that; GR Paret
Realty. The ED will be meeting with Strathallen to try and formalize an agreement.
The ED and sub-committee commits to providing a report for the board at
subsequent meetings.
13. FAÇADE IMPROVEMENT PROGRAM: There have been no FIP committee meetings
since the pandemic began. The Board Chair and ED will be requesting that the Town
of Tillsonburg in scheduling a meeting forthwith. There are still several interested
parties who want to move forward with projects in 2020.
14. COUNTY OF OXFORD GOVERNMENT SURVEY: Councillor Gilvesy asked that this
item be added to the agenda. Councillor Gilvesy and the ED spoke about the
importance of filling out this survey before the deadline as it is relates to Tillsonburg’s
impact on County government and governance. There were no further comments or
questions from the Board.
15. ROUNDTABLE: No comments.
16. NEXT MEETING: Thursday, September 24, 2020 – This is primarily a 2021 Budget and
Business Plan meeting only. TIME AND VENUE TBD pending COVID-19.
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17. MOTION TO ADJOURN: Time of adjournment: 9:55 am
a. moved by: M. Van Geer Truyde b. seconded by: M. Tedesco
“CARRIED”
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1
Tillsonburg Business Improvement Area
MINUTES - Board Meeting of Wednesday, September 23rd, 2020
IN PERSON & ZOOM @ CARRIAGE HALL – 25 BROCK ST. W. TILLSONBURG
Time: 7:00 AM – Breakfast Meeting: Business Meeting 7:30 AM – 9:30 AM
CLOSED SESSION: 7:30 AM – OPEN SESSION: 8:30 AM
1. CALL TO ORDER: Time: 7:36 a.m.
QUORUM: Count members present 7/8: C. Tomico, M. Van Geer Truyde, J.
Tilson, M. Tedesco, D. Gilvesy, W. Cameron by e-vote, D.
Rasokas by e-vote – C. Tomico left the meeting at 8:40 am.
Staff present: C. Pepper; Guests present: S. Lamb
Regrets: A. HIcks
2. CLOSED SESSION: (7:36 AM) For the purposes of discussing:
a) Human Resources; including identifiable individuals
moved by: M. Van Geer Truyde seconded by: D. Gilvesy
“And resolved that the Board of Management of the BIA moved into closed
session to discuss HR – personnel matters about identifiable individuals
including board employees”.
“CARRIED”
3. OPEN SESSION: (8:40 am)
4. ADOPTION OF THE AGENDA:
moved by: M. Van Geer Truyde seconded by: J. Tilson
“And resolved that the agenda, as prepared for the BIA Board of Management
meeting for September 23rd, 2020 be adopted”.
5. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF:
None declared by members present.
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2
6. ADOPTION OF THE MINUTES from the board meeting of July 23rd, 2020
moved by: M. Van Geer Truyde seconded by: J. Tilson
“And resolved that the minutes, as prepared for the Tillsonburg BIA Board of
Management meeting of July 23rd, 2020 be adopted”.
“CARRIED”
7. BUDGET:
The ED reviewed the entire budget and business plan binder. C. Gilvesy spoke about
the financial challenges and the possible second wave of the pandemic and how this
impacts the membership. The ED confirmed that the 0% levy increase applies to the
year-over-year levy not including the proposed new zone.
The Board also wants to ensure that there is no program spending in those areas
where the offsetting revenues are forecasted – for example the “Business Retention
Program – BRP”. The ED spoke to this feedback and confirmed that there will be no
spending for either the new levy amount until the boundary adjustment is approved
and enacted and second, where grant funding is not secured, the offsetting expenses
will be put on hold. In the event a grant application is successful and that the amount
received is greater than the budgeted amount; the ED would prepare a report to the
board to apprise the board of same and would only spend these surplus funds as
approved by the board.
Also, the ED reminded the Board that at any time in 2020; the Board may, of its own
volition; reduce the budgeted amounts lower. The Board is not able to increase the
annual budget without first having same approved by the municipality. The Board
also added a 6th condition to budget approval being the adoption of the full-year 2021
marketing plan.
The ED also reviewed the staffing plan including FTE requirement. There is no
increase in FTE’s for 2021.
The ED also reviewed with the Board that the MOU for 2021 still needs to be finalized
and approved during the Town of Tillsonburg budget and business plan process.
MOTION:
moved by: M. Van Geer Truyde seconded by: M. Tedesco
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3
“And resolved that the BIA Board of Management approves the 2021 budget
as follows*:
Existing boundary - $139,450 + New boundary (upon effect) - $24,280 for a total
BIA levy of $164,270 resulting in a per member decrease of (-11.7% vs 2020) and
Total revenue - $444,829 – Total expense - $444,829 – Deficit - $0; with no
funding from reserves, debenture(s) or other borrowing facilities.
*Final approval of the budget is subject to the following codicils:
1) Confirmation of the execution of the 2021 MOU with Town of Tillsonburg in the
requested amount of $50,645; (CAPEX, operating, tourism);
2) Confirmation of the $31,000 Town of Tillsonburg contribution to the FIP;
3) Approval of the recommendations contained in Board Report HR09-01;
4) Acceptance of the BIA resolution requesting changes to the Town of Tillsonburg BIA
levy write-off policy; and
5) Approval by the Council of the Town of Tillsonburg for the proposed BIA boundary
expansion plan and
6) Approval of the 2021 marketing plan.
“CARRIED”
8. PROPOSED NEW LEVY WRITE-OFF POLICY: The ED presented the background
information and policies that have been adopted by other municipalities in Ontario.
The ED referenced the telephone call with Kay Matthews, ED of the OBIAA and how
there are various policy options throughout the province to deal with this longstanding
BIA concern. The impact here is the BIA’s inability to deal with tax levy rebates and
write-offs as was the case in 2015 where the BIA was financially pressured to the point
of insolvency without having to borrow $43,000 to fund the then current year budget
due to multi-year assessment rebates from the 170, 200 and 248 Broadway properties.
The Board agreed with the ED’s recommendation. The ED presented the following
resolution for consideration of the Board:
moved by: M. Van Geer Truyde seconded by: J. Tilson
MOTION:
“And resolved that the BIA Board of Management requests that the Town of
Tillsonburg change the BIA levy write-off policy that all future write-off(s) attributable to
the BIA for the levy are absorbed into the Town of Tillsonburg financial statements
commencing with January 1st, 2021; and are not passed on to the BIA”.
“CARRIED”
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Note: A “Decision Letter for Action” to the Town Clerk, Administration and Town
Council will be sent as formal process and action request to the Town of Tillsonburg.
9. TOWN HALL COMMITTEE: The ED reviewed the situational analysis of the
importance of the Town Centre Mall on the financial and operational viability of the
downtown core area. The Board was in agreement with the importance of reminding
council of the BIA Board of Management position as it relates to keeping the Town
Centre Mall as viable as possible given the retail challenges, the impacts of COVID-19
and the importance of this mall as an anchor to the entire town and downtown area.
The Board spoke unanimously to recommend that the Town Corporate Offices/Town
Hall are to remain at 200 Broadway.
The Board provided comment and supports the ED’s recommendation to advise
council of the BIA’s known position which remains the same.
The ED prepared the following resolution:
moved by: M. Tedesco seconded by: J. Tilson
MOTION:
“And resolved that the Board of Management of the BIA reiterates it’s support
that the Town of Tillsonburg Corporate offices to remain at 200 Broadway and
that the BIA is consulted throughout the review, decision and implementation
process, (if and when applicable). The BIA recognizes that the Tillsonburg
Town Centre Mall is the pre-eminent centre of commercial, service and retail
activities in the downtown core and as such, must remain an economically
feasible, vibrant and operationally successful anchor in the community”.
“CARRIED”
Note: A “Decision Letter of Action” to the Town Clerk, Administration and Town
Council will be sent as formal process and action request to the Town of Tillsonburg.
10. BIA BOUNDARY EXPANSION: The ED presented a report to the Board about the
importance of being proactive with expansion of the downtown BIA zone given that it
is currently built-out. The ED highlighted the risk of developers who might argue and
use the Town’s Official Plan against both the BIA and Town of Tillsonburg to rebuke or
litigate that since there is no room for box or other stores; including a potential hotel
etc.; that development might accelerate at either of the North Broadway retail node or
the Norfolk Mall retail node in neighbouring Norfolk County. The ED also reviewed
the history of the current BIA boundary which has only been modified once since
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5
inception in 1978. The only minor boundary change occurred with the new Canadian
Tire development in 2003.
The ED also informed the Board that there are several interested parties, box-style
national retailers, who are interested in the Tillsonburg market area. The ED indicated
that these stores are at risk of not being built or may have to be located elsewhere
since there is currently no designated or “shovel-ready” site(s) for location in the BIA
zone/Central Business District (CBD).
The BIA boundaries have largely remained the same for 42 years while the town
population has increased from 10,487 in the 1981 census to a September 2020
population estimate of 18,005. This translates into population growth of 71.7% during
the last 40 years. The board supported the analysis. Questions surrounded the
process and what happens next. The ED reviewed that this is the first step in the
process which asks Town Council and Administration, via a report to Council from the
Town Clerk – Michelle Smibert; to ask for approval to move forward with the legislated
requirements of the Municipal Act. If so approved by Town Council; there is a
prescribed and detailed process for BIA zone expansion which must be followed. The
final boundaries would be subject to public consultation and feedback.
*Note: No boundary expansion would occur without support of the membership.
There is also a threshold for rejection of the proposed boundaries.
The ED has reached out to several of the property owners in the proposed expansion
area and the feedback has been very favourable thus far. The BIA will need to create a
positive and impactful communication strategy to explain the rationale for the
expansion and the importance of
moved by: M. Van Geer Truyde seconded by: J. Tilson
MOTION:
“And resolved that the Board of Management of the BIA adopts the proposed map for
the expansion of the BIA boundaries effective on or about January 1st, 2021; and
further requests the Administration & Council of the Town of Tillsonburg to outline the
public process for public engagement with all stakeholders in accordance with the
provisions for BIA’s under the Ontario Municipal Act”.
“CARRIED”
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6
Note: A “Decision Letter of Action” to the Town Clerk, Administration and Town
Council will be sent as formal process and action request to the Town of Tillsonburg.
11. PROPOSED CANNABIS CLINIC: The ED met with property owner at 69 Broadway,
(Carlos Oliveira) on September 16th and it was discussed that a proposed tenant has
been secured for the empty premises (vacant unit to the north of the 69 Broadway
municipal address). The applicant/prospective tenant is currently operating a cannabis
store in City of Toronto and the proposed Tillsonburg site would be a 2nd location.
The ED suggested to Mr. Oliveira that this proposal would be presented to the board
for consideration of a resolution in support. The ED has researched the cannabis
legislation and recommends to the Board that perhaps a positive resolution be sent to
the appropriate authorities in support of the application for BIA member Mr. Oliveira.
The ED has prepared a resolution for consideration of the Board as follows:
moved by: M. Van Geer Truyde seconded by: J. Tilson
MOTION:
“And resolved that the Board of Management of the BIA supports the proposed
occupancy of the North unit of 69 Broadway (next to Tillsonburg Wine & Beer Studio);
in downtown Tillsonburg for the location of a cannabis retail outlet”.
12. PROPOSED GROUND LEVEL APARTMENTS: The ED has previously sent out the
application for zone change regarding the addition of 2 ground-level apartments to
the Sammy Krenshaw’s/bowling alley property located at municipal address 47-49
Broadway in downtown Tillsonburg. It is unusual to have ground floor residential
units in a downtown core area and especially on the primary retail arterial road. These
proposed apartments would consume what would otherwise be street-level retail
space. This would potentially set a dangerous precedent for the downtown core area.
The Board put forth the following motion as follows:
moved by: M. Van Geer Truyde seconded by: J. Tilson
MOTION:
“And resolved that the Board of Management of the BIA objects to the zone change
application to create 2 at-street level apartment units at 47-49 Broadway”.
“CARRIED”
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7
13. FINANCIAL REPORT: The ED presented the financial report to the Board. There were
no questions about the current bank balances/investments. The ED highlighted that
there are significant inflows of cash for September 30th as outlined here. There is one
aged receivable from Dufferin Construction which will be resolved forthwith. Funds on
deposit at CIBC: as at 08/31/2020: $62,375.80. Funds on deposit at FirstOntario: as at
08/31/2020: $67,735.18. Total funds on hand as of 08/31/2020: $130,110.99. The
net change from the previous month (-$20,360.86). There are a number of revenue
& cash flow items in process which will be received on or about September 30th, 2020.
The year-to-date expenses are higher than planned due to variances with the pop-up
patio project and part-time labour costs as the MOU and CFDC projects were not
originally planned for in the 2020 budget. The ED expects that due to timing; there
will be a net surplus for 2020. The pandemic also impacted the completion of the
Façade Improvement Program projects for 2020 and expect that there will reduced
costs for the 2020 fiscal year.
14. EXECUTIVE DIRECTOR’S REPORT: One item. Marcel Rosehart of Carriage Hall at 25
Brock Street West, has submitted a request to be appointed to the Board of
Management of the BIA. The ED prepared a resolution for consideration of the Board
as follows:
moved by: M. Tedesco seconded by: J. Tilson
MOTION:
“And resolved that the Board of Management of the BIA formally requests that Marcel
Rosehart, landlord and business-owner of Carriage Hall located at municipal
address 25 Brock Street West, Tillsonburg be appointed to the BIA Board of
Management”.
“CARRIED”
15. ROUND TABLE: No comments.
16. NEXT MEETING: Thursday, October 22nd, 2020 at Carriage Hall
17. MOTION TO ADJOURN: Time of adjournment: 10:03 am
a. moved by: J. Tilson b. seconded by: M. Van Geer Truyde
Page 133 of 137
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW 2020-___
A BY-LAW to amend By-Law 4260, to Appoint Directors to the Board of
Management of the Tillsonburg Business Improvement Area (BIA) Established by
The Corporation of The Town of Tillsonburg.
WHEREAS it is deemed necessary and expedient to amend By-Law 4260;
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg as follows:
1. THAT By-Law 4260 be amended to include Marcel Rosehart as a member of the
Tillsonburg BIA Board of Management;
2. THAT these amendments to By-Law 4260 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 9th day of NOVEMBER, 2020.
READ A THIRD AND FINAL TIME AND PASSED THIS 9th day of NOVEMBER,
2020.
___________________________
MAYOR – Stephen Molnar
______________________________
TOWN CLERK – Michelle Smibert
Page 134 of 137
Page 1 of 2
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW 2020-___
A BY-LAW to amend By-Law 3701, being a by-law to regulate traffic and the
parking of motor vehicles in the Town of Tillsonburg.
WHEREAS it is deemed necessary and expedient to amend By-Law 3701.
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg as follows:
1. THAT Section 1 Definitions be amended to add the following definition:
“Community Safety Zone” Town Council may by by-law designate a part of a
highway under its jurisdiction as a community safety zone if, in the council's
opinion, public safety is of special concern on that part of the highway.
Further, Community Safety Zones may include roadways near schools, day care
centres, playgrounds, parks, hospitals and senior citizen residences. Community
Safety Zones may also be used for collision prone areas within a community.
2. THAT the following section be added under Part 1 Traffic:
Community Safety Zone:
a) Community Safety Zone signs inform drivers that they are entering a zone
that the community has designated as an area where the safety of its
children/citizens is paramount. Traffic related offences committed within the
zone are subject to increased fines (many set fines are doubled such as
speeding and traffic signal related offences).
b) All zones require a sign with a BEGINS tab indicating the start of the
designated area and a sign with an ENDS tab indicating where the zone
concludes. Additional signs may be located within the zone and are a legal
requirement for zones greater than 1000 metres in length.
c) For zones greater than 1000 metres in length, additional Community Safety
Zone signs are required within the limits of the zone. The spacing of
additional signs is dependent on the designated maximum speed limit of the
roadway. When the speed limit is 60 km/h or less, signs are required every
300 metres, or less. Where the speed limit is greater than 60 km/h, additional
signs are required)
3. THAT the following be added as new Schedule:
Community Safety Zone:
COLUMN 1
HIGHWAY
COLUMN 2
FROM
COLUMN 3
TO
COLUMN 4
TIME OR
DAYS
Wilson
Avenue
Baldwin
Street
Charlotte
Avenue
Anytime
Page 135 of 137
By-Law 2020-___
Page 2 of 2
4. THAT the following be added as new figures:
Figure – Community Safety Zone Official Sign
Figure – Community Safety Zone Begins sign
Figure – Community Safety Zone Ends sign
5. THAT Schedule 17 (b) Lower Speed Limits be amended to add:
COLUMN 1
HIGHWAY
COLUMN 2
FROM
COLUMN 3
TO
COLUMN 4
LOWER RATE
OF SPEED
Wilson
Avenue
Baldwin
Street
Charlotte
Avenue
40 m/hr
6. THAT these amendments to By-Law 3701 are hereby declared to be part of that
By-Law as if written therein;
7. THAT this By-law shall come into full force and effect upon passing.
READ A FIRST AND SECOND TIME THIS 9th day of NOVEMBER, 2020.
READ A THIRD AND FINAL TIME AND PASSED THIS 9th day of NOVEMBER,
2020.
___________________________
MAYOR – Stephen Molnar
______________________________
TOWN CLERK – Michelle Smibert
Page 136 of 137
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW 2020-104
A BY-LAW to confirm the proceedings of Council at its meeting held on the 9th
day of November, 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 November 9, 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 9th DAY OF NOVEMBER, 2020.
READ A THIRD AND FINAL TIME AND PASSED THIS 9th DAY OF NOVEMBER,
2020.
________________________________
MAYOR – Stephen Molnar
_______________________________
TOWN CLERK – Michelle Smibert
Page 137 of 137