201207 Budget Council Meeting AgendaThe Corporation of the Town of Tillsonburg
Council Budget Meeting
AGENDA
Monday, December 7, 2020
9:00 AM
Electronic Meeting
1.Call to Order
2.Adoption of Agenda
Proposed Resolution #1
Moved By: ________________
Seconded By: ________________
THAT the Agenda as prepared for the Council Budget meeting of Monday, December 7,
2020, be approved.
3.Disclosures of Pecuniary Interest and the General Nature Thereof
4.Adoption of Council Minutes of Previous Meeting
Proposed Resolution #2
Moved By: ________________
Seconded By: ________________
THAT the minutes of the Council Budget meeting of Monday, November 30, 2020, be
approved.
5.Finance
5.1.Waste Management Agreement
At their meeting on November 23, 2020, Council passed the following resolution:
Resolution # 2020-531
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives report OPS 20-35 Waste Management Contract renewal as
information;
AND THAT the information contained therein be forwarded to the 2021 Business Plan
and Budget process for consideration.
Carried
5.2.FIN 20-44 2021 Capital Pre-Budget Approvals
Proposed Resolution #3
Moved By: ________________
Seconded By: ________________
THAT Council receives report FIN 20-44 2021 Capital Pre-Budget Approval;
AND THAT Council give Pre-Budget Approval for Recreation, Culture & Parks Project
X81 PerfectMind Booking Software $10,000;
AND THAT Council give Pre-Budget Approval for Operations Project X99 Asphalt
Program $400,000;
AND THAT Council give Pre-Budget Approval for Operations Project X96 Sidewalk
Connectivity Program $200,000;
AND THAT Council give Pre-Budget Approval for Operations Project X95 Vienna
Road Rehabilitation $1,922,000.
5.3.Budget Deliberation
The following motions were submitted for consideration.
Proposed Resolution #
Moved By: Councillor Parker
Seconded By: ________________
THAT the SOMA Asia Mission be removed from the 2021 Budget;
AND THAT the funds be moved to the RCP Budget and earmarked for a wheelchair
accessible swing.
Proposed Resolution #
Moved By: Councillor Parker
Seconded By: ________________
THAT Cemetery Vehicle 87 be removed from the asset management fleet
replacement for the 2021 budget.
Proposed Resolution #
Moved By: Councillor Parker
Seconded By: ________________
THAT Vehicle 28 be removed from Asset Management Fleet Replacement plan for
Page 2 of 28
2021.
Proposed Resolution #
Moved By: Councillor Parker
Seconded By: ________________
THAT Vehicles 38 and 39 be removed from Asset Management Fleet Replacement
plan for 2021.
Proposed Resolution #
Moved By: Councillor Parker
Seconded By: ________________
THAT Vehicle 203 be removed from Asset Management Fleet Replacement plan for
2021.
Proposed Resolution #
Moved By: Councillor Gilvesy
Seconded By: ________________
THAT the Town charge an hourly fee for family tree research executed by the
Museum Staff;
AND THAT staff bring forward a suggested hourly rate to Council for consideration
and approval as part of the rates and fees for 2021.
Proposed Resolution #
Moved By: Councillor Gilvesy
Seconded By: ________________
THAT staff bring forward a report which would include suggestions to move towards a
more cost effective model for the fleet replacement strategy. The report should be
brought to Council for review and consideration by the end of the second quarter in
2021.
Proposed Resolution #
Moved By: Councillor Parker
Seconded By: ________________
THAT staff be directed to complete a report on revamping the Town of Tillsonburg
website and the possible development of a Town of Tillsonburg Mobile app.
Proposed Resolution #
Moved By: Councillor Rosehart
Seconded By: ________________
THAT that the 0.17 FTE increase for RCP Parks and Cemetery be removed from the
budget;
AND THAT consideration be given to relocating the existing staffing compliment from
the Cemetery Office to the Customer Service Centre so that services can be provided
Page 3 of 28
at that location;
AND FURTHER THAT project X89 Office Repairs to upgrade the cemetery building
be removed from the budget as a result of this relocation.
Proposed Resolution #
Moved By: Councillor Rosehart
Seconded By: ________________
THAT the Cemetery memorial programs (i.e. wreath program) be discontinued.
Proposed Resolution #
Moved By: Councillor Rosehart
Seconded By: ________________
THAT staff be directed to reduce the level of service provided at the Cemetery so that
the watering and maintenance of flowers is discontinued.
Proposed Resolution #
Moved By: Councillor Rosehart
Seconded By: ________________
THAT the Museum Marketing & Promotion Plan be removed from the budget
6.Motions/Notice of Motions
7.Confirm Proceedings By-law
Proposed Resolution #4
Moved By: ________________
Seconded By: ________________
THAT By-Law 2020-114, to Confirm the Proceedings of the Council meeting held on
December 7, 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.
8.Adjournment
Proposed Resolution #5
Moved By: ________________
Seconded By: ________________
THAT the Council Budget meeting of Monday, December 7, 2020 be adjourned at ___
Page 4 of 28
1
The Corporation of the Town of Tillsonburg
Council Budget Meeting
MINUTES
Monday, November 30, 2020
4:00 PM
Electronic Meeting
ATTENDANCE: Mayor Molnar
Deputy Mayor Beres
Councillor Gilvesy
Councillor Luciani
Councillor Parker
Councillor Rosehart
Regrets: Councillor Esseltine
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 4:00 p.m.
2. Adoption of Agenda
Resolution # 2020-538
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
Page 5 of 28
2
THAT the Agenda as prepared for the Council Budget meeting of Monday,
November 30, 2020, be approved.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
No disclosures of pecuniary interest were declared.
4. Adoption of Council Minutes of Previous Meeting
5. Finance
Sheena Pawliwec, Interim Director of Finance/Treasurer, provided an overview of
the 2021 draft budget.
Opportunity was provided for comments and questions from Council.
Staff confirmed there are no pre-budget approval requests at this time.
It was asked why Fire Communications is noted as a pressure. Staff noted that
Fire Communications is recoverable and that it is noted as a pressure because
there are existing approved agreements.
Staff noted that the SOMA travel expenses are requested every second year and
that there was no request for 2020.
Staff confirmed that if the six months of COIVD-19 impact was extended by three
months there would be an additional 1.84% increase to the tax levee. The funds
could be recovered from reserves, potential funding assistance from other levels
of government or service level adjustments.
It was asked if the Town has a plan to deal with property owner consent related
to the sharing of mailing change requests.
Staff confirmed that there is no taxation relief for small businesses included in the
draft budget.
It was asked how MPAC determines the Median Residential Assessment.
5.1 Building, Planning and By-Law
Geno Vanhaelewyn, Chief Building Official, was present to provide an
overview of the Building, Planning and By-Law business plan and
operating summary.
Staff are anticipating a 20% increase in permit applications.
Page 6 of 28
3
Opportunity was provided for comments and questions from Council.
It was asked why proposed changes to the Ontario Building Code are
noted as a risk. Staff noted that it is being proposed to merge the Ontario
Building Code with the National Building Code, which could require staff
education and training.
It was asked how Council can initiate a zoning by-law review. Staff
confirmed that Council can make application to amend the zoning by-law
and follow the public process.
5.2 Economic Development and Marketing
Cephas Panschow, Development Commissioner, was present to provide
an overview of the Economic Development and Marketing business plan,
capital and operating summaries.
Opportunity was provided for comments and questions from Council.
There was discussion regarding the SOMA mission trips and resulting
investment in the Town of Tillsonburg.
Staff provided more detail on the Education Task Force project which is a
joint initiative with the Tillsonburg and District Multi-Service Centre with a
goal to assist local high school students in obtaining experience in the
local workforce.
There was discussion regarding the source of funds captured under
miscellaneous funding and the need to identify these sources.
Staff confirmed the Discover Tillsonburg budget is reduced and that the
intent is to still publish two magazines over the course of the year.
Staff confirmed there are dollars budgeted for the Economic Development
Strategy implementation and that it is unknown at this time what the exact
cost will be.
It was suggested that the Wayfinding Signage project be noted as an
objective for the upcoming year.
5.3 Corporate Services
Sheena Pawliwec, Interim Director of Finance/Treasurer, was present to
provide an overview of the Corporate Services business plan, capital and
operating summaries.
Opportunity was provided for comments and questions from Council.
Page 7 of 28
4
Staff noted that projects with $0 budget value are utilizing existing staff
time and software.
5.4 Human Resources
Ashley Andrews, Manager of Human Resources, was present to provide
an overview of the Human Resources business plan.
Opportunity was provided for comments and questions from Council.
Staff provided more detail on the proposed implementation of the Learning
Management and Performance Management modules. These modules
integrate into existing software and will assist the corporation with
ensuring employees meet and maintain personnel and health and safety
policies/procedure training requirements.
5.5 Fire and Rescue Services
Brad Lemaich, Fire Chief, was present to provide an overview of the Fire
and Rescue Services business plan, capital and operating summaries.
Opportunity was provided for comments and questions from Council.
Staff noted that project X78OPP is not the Town's responsibility.
5.6 Operation Services
Carlos Reyes, Director of Operations, was present to provide an overview
of the Operation Services business plan, capital and operating
summaries.
Opportunity was provided for comments and questions from Council.
It was asked how the repair cost for vehicle 87 compares to buying a new
unit. Staff noted that the current replacement strategy indicates the vehicle
should be replaced every twelve years and that the unit is now four years
past that point. The vehicle will require major repairs in 2021.
Staff explained that approving the additional budgeted dollars for the
Sidewalk Connectivity Plan will still not be sufficient to achieve the goals
identified in the plan.
Staff noted that the purpose of project X53 is to complete a structural
engineering assessment of all facilities.
Staff noted that the budgeted dollars for a Master Transportation Study is
a one-time cost and that Council will need to determine the frequency of
review/updates to the plan at the time of implementation.
Page 8 of 28
5
Staff confirmed that the full cost to rehabilitate the Kinsmen Pedestrian
Bridge is not known at this time. Staff will provide additional information
regarding the project for Council's consideration in Q1 of 2021.
Staff confirmed some tenders for 2021 capital works have been prepared
and will be brought forward for pre-approval in January if budget approval
is anticipated to take additional time.
5.7 Recreation, Culture and Parks
Chris Baird, Director of Recreation, Culture and Parks, was present to
provide an overview of the Recreation, Culture and Parks business plan,
capital and operating summaries.
Opportunity was provided for comments and questions from Council.
Staff will determine if project X78OPP has been captured twice in the draft
budget.
Staff noted that it is recommended that the Town utilize external resources
with expertise in multi-media to assist in the development of a Museum
Marketing & Promotion Plan.
Staff confirmed that the additional budget dollars for project X48 would
include the $10,000 held in reserve.
It was asked if the museum is included on a film list.
There was discussion regarding the installation of a wheelchair swing.
Staff noted that the Town has not budgeted sufficient funds for the
installation of a wheelchair swing, which ranges from $20,000 to $25,000
for a single unit. It was suggested that the installation of a wheelchair
swing be noted as an objective.
Staff noted that $30,000 has been included in the operating budget for
future use to promote the preservation and growth of the Town's tree
canopy. If approved, staff will bring forward a report in 2021, which
includes options for promoting the preservation and growth of the Town's
tree canopy.
There was discussion regarding the recycling program pilot project at the
Tillsonburg Community Centre which proved challenging.
There will be a presentation to Council at the Council Budget meeting
scheduled for Wednesday, December 16, 2020 regarding the OPP
funding formula.
Page 9 of 28
6
Staff asked if there are any requests for additional information on specific
budget items. If requested, the information will be presented to Council at
the Council Budget meeting on Wednesday, December 16, 2020.
Resolution # 2020-539
Moved by: Councillor Gilvesy
Seconded by: Councillor Parker
THAT a white paper be prepared for fire communications to include more
detailed information on a operating plan to move to a revenue operation.
Carried.
6. Motions/Notice of Motions
7. Confirm Proceedings By-law
Resolution # 2020-540
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT By-Law 2020-113, to Confirm the Proceedings of the Council meeting held
on November 30, 2020, be read for a first, second, third and final reading and
that the Mayor and the Clerk be and are hereby authorized to sign the same, and
place the corporate seal thereunto.
Carried
8. Adjournment
Resolution # 2020-541
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parker
THAT the Council Budget meeting of Monday, November 30, 2020 be adjourned
at 7:25 p.m.
Carried
Page 10 of 28
Page 1 of 2
Subject: Waste Management Contract renewal
Report Number: OPS 20-35
Author: Dan Locke, C.E.T., Manager of Public Works
Meeting Type: Council Meeting
Meeting Date: Monday, November 23, 2020
RECOMMENDATION
THAT Council receives report OPS 20-35 Waste Management Contract renewal as
information;
AND THAT a By-Law to authorize the Waste Management Contract, be brought forward
for Council’s consideration.
BACKGROUND
The previous contract By-Lawaw #3319 was from 2008 and many improvements have
been implemented since that time. These improvements include the newly designed
Transfer Station in 2017 and the County selected a new service contractor for the
curbside waste collection in 2020.
The County of Oxford and the Town of Tillsonburg negotiated the new contract due to
the changes over the past 12 years in order to update the contract to be in line with the
current practices.
County Council approved the execution of this agreement during their meeting on
Wednesday, October 28, 2020.
DISCUSSION
The new contract is updated and is reflective of the current practices in place today.
CONSULTATION
Staff from both The County of Oxford and The Town of Tillsonburg met to discuss,
review and amend the previous contract.
FINANCIAL IMPACT/FUNDING SOURCE
The new contract was reviewed by the Finance Department and any concerns that were
brought forward were discussed and the contract amended to satisfy these concerns.
No change to the funding source.
Page 11 of 28
OPS 20-35
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 – Tillsonburg WM Contract
Appendix B – Tillsonburg WM Contract Schedule A B C
Report Approval Details
Document Title: OPS 20 -35 Waste Management Contract.docx
Attachments: - Tillsonburg WM Contract_Final_ Sep 10 2020.pdf
- Tillsonburg WM Contract Schedule A B C_Final_Sep 10 2020.pdf
Final Approval Date: Nov 17, 2020
This report and all of its attachments were approved and signed as outlined below:
Kyle Pratt - Nov 17, 2020 - 3:49 PM
Page 12 of 28
This Agreement entered into as of this ____day of ___________, 2020 by and between
The Corporation of the Town of Tillsonburg
(hereinafter called “Town”)
-and-
County of Oxford
(hereinafter called “County”)
WASTE MANAGEMENT AGREEMENT
Whereas Section 75 (1) of the Municipal Act, 2001 chap. 25, provides that the County may
designate any of its waste management services or facilities for the management of waste or
any class of waste to the Town, for which it has the power to provide the service or facility;
And whereas the Town and the County wish to enter into an agreement where the Town
provides for large article items and yard waste/compost program on behalf of the County;
And whereas the parties agree that the intent of this agreement is to provide high quality waste
management in a sustainable and cost effective manner for properties serviced by the Town on
behalf of the County;
And whereas the parties intend to consult with each other about policy changes and to the
degree appropriate, consider the implications, financial and other, for the communities;
Now therefore this Agreement witnesses that in consideration of the mutual contents contained
herein, the Parties hereto covenant and agree as follows:
1.0 GENERAL CONDITIONS
1.1 Term
The term of the contract shall, commence May 1, 2020 and shall be revised upon final
termination of the County’s contract with an external waste management service
provider serving all area municipalities with the exception of the Township of South-West
Oxford and the City of Woodstock.
1.2 Changes to the Agreement
The parties agree that any changes to the terms of this agreement, must be made in
writing and approved by each municipality’s Chief Administrative Officer or Designate.
Page 13 of 28
2.0 AGREEMENT
2.1 Payment
In accordance with paragraph 2.5, the County shall pay one half of the annual fees for
service on a semi-annual basis as determined in section 2.5 of this agreement. For the
purposes of this section, semi-annual shall mean April 1 and October 1. The Town will
complete a final reconciliation, and where fees for services set out in this agreement are
less than calculated in paragraph 2.5, refund of fees shall be paid by February 28th of the
following year.
2.2 Grants
Town and the County staff will work together to maximize grants and subsidies from
Stewardship Ontario and/or any other agency that may from time to time support waste
and recycling collection, transfer or diversion programs. Both parties will track
appropriate metrics and costs required to maximize funding, and report in the required
format to meet reporting deadlines.
2.3 Meetings
Town and the County staff will meet at least annually to ensure quality and a consistent
level of service is provided to the waste management users and on any interim basis if
deemed necessary by either party.
2.4 Household
For the purposes of this agreement, household count shall be based on the annual
returned roll household numbers as determined by the Municipal Property Assessment
Corporation.
2.5 Services covered under the Agreement
Fees for services set out in this Agreement shall not exceed the total cost per household
under the County’s current contract with an external waste management service
provider.
The contract per household fees are set out in Schedule “A”, attached hereto and
forming part of this Agreement. This schedule shall be amended annually to reflect the
County’s approved budget which includes CPI increases calculated in accordance with
the County’s contract for waste management services with an external waste
management service provider (75% of the increase set out in the Consumer Price Index
for Ontario as published for the previous 12-month period by Statistics Canada) and
household figures as determined in paragraph 2.4.
A customer service charge of $2.50 per household, shall be paid by the County to cover
expenses related to record keeping, customer service, general overhead and other such
administrative costs for services referred to in this agreement. For the purposes of
determining the annual customer service charge, household figures as set out in
paragraph 2.4 will apply.
Page 14 of 28
2.5.1 Special Collection/Depots
• Large Article
Large article items consist of the collection, either curbside or costs to
operate a depot of large items and transportation to Salford Waste
Management Facility. The items collected shall be consistent with those
guidelines set out by the County. The Town will be responsible for paying
the County tipping fees as they relate to the large item curbside pickup
and/or depot collection..
The County will pay the Town of Tillsonburg $16,400 to reimburse the Town
for the cost of the tipping fees paid by the Town as per 2020 budget, and as
set out in Schedule ‘C’. This fee will be indexed to the County’s Fees and
Charges By-Law Landfill Tipping Fees
2.5.2 Yard waste/compost program
The Town shall supply all labour, materials and equipment to operate a yard
waste depot to permit drop off of leaves, lawn and garden waste and brush and
to develop a yard waste compost site subject to the requirements of the Ministry
of the Environment and Climate Change. The contract price per tonne are set out
in Schedule “B”, attached hereto forming part of this Agreement. This schedule
shall be amended annually to reflect CPI increases calculated in accordance with
the County’s contract for waste management services with an external waste
management service provider (75% of the increase set out in the Consumer Price
Index for Ontario as published for the previous 12-month period by Statistics
Canada)
The County is responsible for transportation costs.
2.6 New Initiatives
Permit the inclusion of the cost in the County’s overall waste management budget
funding of new programs that will significantly advance reduction, diversion and recycling
goals of the County. Approval of such new initiatives are subject to the approval of
County Council and developed in collaboration with the Area Municipalities.
2.7 County Bag Tags
2.7.1 The Town shall require that all waste collected has affixed County Bag(s) as per
County policy.
2.7.2 The Town shall act as a sales outlet for County Bag Tags.
Page 15 of 28
3.0 INDEMNITY AND INSURANCE
3.1 The Town shall, at all times, indemnify and save harmless the County and its officers,
directors, agents and employees from and against all claims, damages, losses and
expenses, including, but not limited to attorneys' fees, court and arbitration costs, or
other proceedings made, sustained, brought or prosecuted that are based upon, or
attributable in any way to the negligent acts, errors or omissions of the Town in
connection with Services performed, purportedly performed or required to be performed
by the County under this Agreement.
4.0 DISPUTE RESOLUTION
4.1 The County and the Town will attempt in good faith to resolve any dispute arising in
connection with this Agreement informally according to the following procedure:
4.1.1 Upon written request of a party identifying a dispute to be resolved, the
representatives, or their designate(s) as listed in paragraph 6.0 below, will
meet within fifteen days after the request is received from the requesting
party. At this meeting, the designated representatives will identify the
scope of the dispute and the information needed to discuss and attempt
to resolve the dispute. These management representatives will then
gather relevant information regarding the dispute and will meet again to
discuss the issues and negotiate in good faith to resolve the dispute.
Such second meeting will occur within fifteen (15) days of the first
meeting.
4.1.2 If a dispute is not resolved by the methods indicated above, the parties
may, upon mutual agreement, appoint a committee designed to assist the
municipalities in reaching an agreement on the issue in dispute. Failing
resolution, the parties may seek involvement of senior representatives
(Chief Administrative Officer’s) for both municipalities and at which time
the senior representatives will determine if involvement of respective
municipal councils is required.
5.0 GENERAL
5.1 The Town will comply with all federal, provincial and municipal laws while performing the
Services hereunder, including but not limited to the Human Rights Code, R.S.O. 1990,
Chapter H. 19, as amended.
5.2 This Agreement constitutes the entire agreement between the County and the Town.
There are no other agreements, understandings, representations of warranties, either
collateral, oral or otherwise.
Page 16 of 28
5.3 The County and the Town acknowledge that, in the event that Federal and/or Provincial
legislation or regulation is enacted that imposes change to the County’s waste
management program, including recycling services, as set out herein, the terms and
conditions of this Agreement shall be amended to ensure compliance with such
legislation.
5.4 Force Majeure
In the event that either Party shall be unable to fulfil, or shall be delayed, or shall be
prevented from the fulfilment of, its obligations under this Agreement by reason of an
Event of Force Majeure or other reasons of like nature beyond the reasonable control of
the Party delayed or prevented from fulfilling any obligation, hereunder, save and except
for any delay or prevention from such fulfilment caused by a lack of funds or other
financial reasons, strikes or other concerted acts by workers, delay or other failure
arising out of the nature of the work to be done, or from the normal action of the
elements or from any normal difficulties that may be encountered in the performance of
the work, having regard to the nature thereof shall in no event be deemed to be a cause
beyond a Party’s control.
An “Event of Force Majeure” means an event beyond the control of a Party hereto that
prevents the Party from complying with its obligations under this Agreement, including
but not limited to:
a. acts of God such as, but not limited to, explosions, drought, pandemics, and tidal
waves that are not considered a normal action of the elements;
b. war, hostilities (whether declared or not), invasion, acts of foreign enemies,
mobilization or embargo;
c. mobilization, insurrection or military use of power, or civil war;
d. riot, commotion, or other unexpected and unforeseen disorder resulting in a
substantial impact in the Party’s ability to perform its obligations under this Agreement;
or
e. acts or threats of terrorism.
In the event that the performance of the terms and conditions of this Agreement, in the
reasonable opinion of either Party, is made impossible by an Event of Force Majeure,
then either Party shall notify the other in writing and the County shall either; terminate
the Agreement forthwith and without any further payments being made; or authorize the
Town/Township to continue the performance of the Contract with such adjustments as
required by the existence of the Event of Force Majeure and as agreed upon by both
Parties.
In the event of a strike or lockout which shall not constitute an Event of Force Majeure,
the Town/Township is responsible to maintain all services provided under this
Agreement, to whatever reasonable degree possible and, if necessary, in co-operation
with the County.
Page 17 of 28
Within thirty (30) days of the award of any Agreement, the Town/Township shall submit
for review and approval to the County, acting reasonably, a “Business Continuity
Contingency Plan” explaining in detail how performance of the service during any strikes
and/or lockouts, fire, an Event of Force Majeure or other major interruptions in the
performance of its obligations under this Agreement shall be maintained at the
Town’s/Township’s sole cost. Such Business Continuity and Contingency Plan shall
become a part of the Agreement and shall be subject to all the terms of the Agreement.
Failure to submit a sufficient Business Continuity Contingency Plan, in the sole
discretion of the County, may result in termination of the Agreement.
A Party shall not be considered to be in breach of this Agreement to the extent the
performance of their obligations is modified in accordance with the Business Continuity
Contingency Plan as a result of an Event of Force Majeure. The Party (hereinafter in this
Section the “Affected Party”) implementing the Business Continuity Contingency Plan
shall forthwith give written notice to the other Party of becoming aware of an Event of
Force Majeure to the Affected Party.
The Affected Party shall be entitled to a reasonable extension for the time of completion
of its obligations set forth in this Agreement and in accordance with the Business
Continuity Contingency Plan that may be reasonably required by the Affected Party and
agreed to by the other Party to mobilize to continue with the fulfillment of its obligations
pursuant to this Agreement. The Parties acknowledge and agree that in the event of
conflict between the terms and provisions of this section and any other section contained
in the Agreement, the terms and provisions of this section shall govern and apply.
5.5 Termination
Either party may terminate this Agreement at any time, without fault and without liability,
upon six (6) months’ written notice to the other.
Either party may terminate this Agreement at any time if the other does not comply with
any of its terms, provided notice is provided and the party failing to meet its obligations is
given a reasonable time to comply.
Upon termination, the County shall pay the Town/Township for all services satisfactorily
performed up to and including the date of termination.
6.0 NOTICE
6.1 Any notice as provided for under this Agreement may be served or given
(a) by the County to the Town by mailing (by prepaid registered mail), emailing, or faxing the
same addressed to:
The Corporation of the Town of Tillsonburg
10 Lisgar Ave
Tillsonburg, Ontario N4G 5A5
Fax No. 519-688-0759
E-mail clerks@tillsonburg.ca
Attention: Clerk
and
Page 18 of 28
(b) by the Town to the County by mailing (by prepaid registered mail), emailing, or faxing the
same addressed to:
County of Oxford,
P. O. Box 1614, 21 Reeve Street
Woodstock, Ontario. N4S 7Y3
Fax No. (519) 421-4713
E-mail: clerks@oxfordcounty.ca
Attention: Clerk
7.0 INUREMENT
7.1 This Agreement and everything herein contained, unless the context otherwise requires,
shall inure to the benefit of and be binding upon the parties hereto, their successors and
assigns respectively.
The parties hereto have hereunder set their hands and seals the day and year first above
written, and the parties hereto have hereunto affixed their Corporate Seals by the hands of their
proper officers duly authorized in that behalf.
Dated at Woodstock, Ontario this ___day of _________,2020.
The Corporation of the Town of Tillsonburg
___________________________
Stephen Molnar, Mayor
___________________________
Kyle Pratt, CAO
County of Oxford
___________________________
Michael Duben, CAO
___________________________
David Simpson, Director of Public Works
Page 19 of 28
2020 2021 2022 2023 2024
Actual*Estimate2*Estimate2*Estimate2*Estimate2*
Large article $3.19 $3.20 $3.23 $3.26 $3.28
Cost phase-in allowance 1 $1.25 $0.50 $0.00 $0.00 $0.00
$4.44 $3.70 $3.23 $3.26 $3.28
Customer Service $2.50 $2.50 $2.50 $2.50 $2.50
Cost per household $6.94 $6.20 $5.73 $5.76 $5.78
1 Costs have been phased in over 2 years
2 Future period rates are estimated; recalculation will be based on paragraph 2.5 of the agreement
* Rates are effective May 1
2020 2021 2022 2023 2024
Actual Estimate2 Estimate2 Estimate2 Estimate2
Yard waste drop off site $15.30 $15.59 $15.88 $16.18 $16.48
Cost phase-in allowance 2 $3.00 $1.50 $0.00 $0.00 $0.00
Cost per tonne $18.30 $17.09 $15.88 $16.18 $16.48
1 Costs have been phased in over 2 years
2 Future period rates are estimated; recalculation will be based on paragraph 2.5 of the agreement
2020 2021 2022 2023 2024
Actual Actual
Estimate1 Estimate1 Estimate1
Landfill Tipping Fees $16,400 $16,470 $16,720 $16,970 $17,220
Annual Cost $16,400 $16,470 $16,720 $16,970 $17,220
1 Future period rates are estimated; recalculation will be based on paragraph 2.5.1 of the agreement
ANNUAL FEES APPLICABLE TO TILLSONBURG AGREEMENT
SCHEDULE "A"
PER HOUSEHOLD FEES APPLICABLE TO TILLSONBURG AGREEMENT
SCHEDULE "B"
PER TONNE FEES APPLICABLE TO TILLSONBURG AGREEMENT
SCHEDULE "C"
Page 20 of 28
Page 1 of 2
Subject: 2021 Capital Pre-Budget Approvals
Report Number: FIN 20-44
Author: Sheena Pawliwec, CPA, CGA
Meeting Type: Council Budget Meeting
Meeting Date: Monday, December 7, 2020
RECOMMENDATION
THAT Council receives report FIN 20-44 2021 Capital Pre-Budget Approval;
AND THAT Council give Pre-Budget Approval for Recreation, Culture & Parks Project
X81 PerfectMind Booking Software $10,000;
AND THAT Council give Pre-Budget Approval for Operations Project X99 Asphalt
Program $400,000;
AND THAT Council give Pre-Budget Approval for Operations Project X96 Sidewalk
Connectivity Program $200,000;
AND THAT Council give Pre-Budget Approval for Operations Project X95 Vienna Road
Rehabilitation $1,922,000.
BACKGROUND
Staff presented the 2021 Capital & Operating Budgets for Council’s consideration at the
November 30th Council Budget meeting. Included in the 2021 Capital Budget are
projects which may benefit from immediate action. These projects include the
PerfectMind booking software, asphalt and sidewalk connectivity programs, and Vienna
Road Rehabilitation.
DISCUSSION
An advantage of providing early Capital project approval is that this permits for both
better planning and costing. Furthermore, the additional time period of almost two
months allows staff, applicable user groups, and contractors to prepare for the impact of
these projects in the future period.
Page 21 of 28
FIN 20-44
Page 2 of 2
Specific project details relating to each of the identified Capital projects is contained
within Appendix A – RCP Pre-Budget Project Description and Appendix B - Operations
Pre-Budget Project Descriptions.
FINANCIAL IMPACT/FUNDING SOURCE
The following summary reflects the sources of funding for these projects;
COMMUNITY STRATEGIC PLAN (CSP) LINKAGE
1. Excellence in Local Government
☒ Demonstrate strong leadership in Town initiatives
☒ Streamline communication and effectively collaborate within local government
☒ Demonstrate accountability
ATTACHMENTS
Appendix A – RCP Pre-Budget Project Description
Appendix B – Operations Pre-Budget Project Descriptions
Project #Project Name Expenditure Grants Reserves Taxation Comment
X81 PerfectMind Booking Software 10,000$ 10,000$
X99 Asphalt Program 400,000$ 400,000$ Federal Gas Tax
X96 Sidewalk Connectivity Program 200,000$ 138,600$ 61,400$ DC Reserves
X95 Vienna Road Rehabilitation 1,922,000$ 1,729,800$ 192,200$ Connecting Link
Total Pre-Budget Request 2,532,000$
2021 Pre-budget Approval Summary
Page 22 of 28
Page 23 of 28
Page 24 of 28
Page 25 of 28
Page 26 of 28
Page 27 of 28
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW 2020-114
A BY-LAW to confirm the proceedings of Council at its meeting held on the 7th
day of December, 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 December 7, 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 7th DAY OF DECEMBER, 2020.
READ A THIRD AND FINAL TIME AND PASSED THIS 7th DAY OF DECEMBER,
2020.
________________________________
MAYOR – Stephen Molnar
_______________________________
TOWN CLERK – Michelle Smibert
Page 28 of 28