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200820 Town Hall AGDThe Corporation of the Town of Tillsonburg Town Hall Steering Committee Meeting August 20, 2020 11:30 a.m. Electronic Meeting AGENDA 1.Roll Call 2.Call to Order 3.Adoption of Agenda Proposed Resolution #1 Moved by: Seconded by: THAT the Agenda as prepared for the Town Hall Steering Committee meeting of August 20, 2020, be adopted. 4.Disclosures of Pecuniary Interest and the General Nature Thereof 5.Approval of Previous Minutes Proposed Resolution #2 Moved by: Seconded by: THAT the Minutes as prepared for the Town Hall Steering Committee meeting of July 30, 2020, be approved. 6.General Business & Reports 6.1 Revised Terms of Reference Review 6.2 Draft Worksheet Review & Discussion 7.Round Table 8.Next Meeting 9.Adjournment Proposed Resolution #3 Moved by: Seconded by: THAT the August 20, 2020 Town Hall Steering Committee meeting be adjourned at ______ p.m. The Corporation of the Town of Tillsonburg Town Hall Steering Committee Meeting July 30, 2020 11:30 a.m. Electronic Meeting MINUTES Present: John Veldman, Chair, Jesse Goossens, Mayor Molnar, Rick Strouth, Councillor Esseltine (11:55 a.m.), Councillor Luciani Staff: Kyle Pratt, CAO; Cephas Panschow, Development Commissioner; Chris Baird, Director of Recreation, Culture & Parks; Sheena Pawliwec, Acting Director of Finance; Laura Pickersgill, Legislative Services Coordinator; Geno Vanhaelewyn, Chief Building Official Regrets: Andrew Gilvesy 1. Roll Call 2. Call to Order The meeting was called to order at 11:35 a.m. 3. Introduction of New Members 4. Adoption of Agenda Resolution #1 Moved by: Rick Strouth Seconded by: Councillor Luciani THAT the Agenda as prepared for the Town Hall Steering Committee meeting of July 30, 2020, be adopted. Carried 5. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 6. Approval of Previous Minutes Resolution #2 Moved by: Rick Strouth Seconded by: Jesse Goossens THAT the Minutes as prepared for the Town Hall Steering Committee meeting of November 27, 2019, be approved, as amended. 7. General Business & Reports 7.1 Review of Report CAO 20-07 Town Hall Project Options- Kyle Pratt Kyle provided a summary of Report CAO 20-07 Town Hall Project Options. It was noted that Councillor Luciani was appointed as an additional voting member to the committee. Kyle noted that a report went to Council in December 2019 on behalf of the Committee outlining the financials and findings for a design, build and leaseback option. This option was defeated by Council as the option greatly exceeded the proposed budget for the project. The honorariums have been submitted and deposited by each of the three proponents for the design, build and lease option therefore completing the requirements for the original RFQ. Kyle indicated that the Committee has been tasked going forward to research findings for a design, build, and own option, an expansion of the current space, or to remain status quo that will provide the best option for the tax payer while fulfilling future growth requirements of the organization. It was noted that the previous proponent S.E.M. Construction had provided a design, build and own option along with their previous proposal that could be used for consideration. It was suggested that a new RFP could be created and proponents could all bid on new options. It was noted that Strathallen had been in contact with a previous staff member to provide detailed options for amending the current leased space in the Town Centre Mall. Staff suggested that Strathallen could be invited to a future meeting to present these options to the Committee. It was suggested that this could result in an elevated presence for the Town Hall. Cephas suggested that the Town could hire an architect to do one building design using an updated space needs study. Using this design, proponents could all bid on the same design which would result in easier financial comparisons. 7.2 Review of Committee’s Terms of Reference & Mandate Laura will circulate the existing Terms of Reference to the Committee following this meeting. Members are encouraged to send Laura their comments and suggestions for revisions to the Terms of Reference. Laura will provide the revised version for review at the next meeting. 7.3 Committee Goals 7.4 Next steps John and Laura will begin working on a draft framework sheet to bring to the next meeting that outlines the options with action items for each and a high level financial analysis. Members noted that they would like to have a central repository to store information related to the project. Staff to provide the private document from 2010 that outlines the streetscape. 8. Round Table 9. Next Meeting August 20, 2020 at 11:30 a.m. 10. Adjournment Resolution #3 Moved by: Councillor Luciani Seconded by: Jesse Goossens THAT the July 30, 2020 Town Hall Steering Committee meeting be adjourned at 12:24 p.m. 132 Town Hall Project Steering Committee TERMS OF REFERENCE Mandate: To advise Council on options for a Town Hall that meets the current and future needs of the organization whilst being financially responsible to the tax payer. The high level objective of the project is to construct a modern, efficient and functional Town Hall that will accommodate current and future needs of the Corporation to be able to provide the various public services. The Town Hall Project Steering Committee will advise Council and make recommendations to Council on the feasibility, business case and the achievement of outcomes for the Town Hall Project. The Town Hall Project Steering Committee will monitor and review the project status and provide oversight as project deliverables are rolled out. Committee’s Goals for 2015-2016 Term: The Committee is to provide Council with options including financial values and architectural designs for a Town Hall space that considers the following: a. Design-Build-Own Option b. Expansion of Current Space c. Status Quo The committee should use the Mandate to set out a clear plan for the term. Set out Goals the committee will work towards accomplishing. Create a Project Charter to define the scope and establish the framework and overall approach for the Town Hall Project. 1.0 1.0 Role of the Town Hall Project Steering Committee 1. 1.1 Advise Council on matters related to the Town Hall Project which may include, space needs, building location, joint use, etc. 2. 1.2 Advise and inform Council of budget needs based on building location, space needs, and furniture and equipment. 3. 1.3 Advise and develop working relationships with various stakeholders. 1.4 Advise and assist with the development of a public engagement program and promote the activities of the Committee. 4. 1.5 Increase the presence of the Town with a more prominent Town Hall entrance 2.0 Organization of the Committee: The Committee should be composed of people with technical skill sets, interested citizens and council representatives who demonstrate a strong commitment to the tTerms of Rreference. A cross section of people individuals should attempt to be chosen in order to bring to the committee relevant technical and professional expertise, as well as strong advocacy, communication and organizational skills. Formatted: Font: (Default) Arial, 12 pt Formatted: Font: (Default) Arial, 14 ptFormatted: Font: (Default) Arial Formatted: Font: (Default) Arial, 12 pt Formatted: Font: (Default) Arial, 12 pt Formatted: Justified, Indent: Left: 0.21 cm, Right: 0.43 cm, Line spacing: Multiple 1 li Formatted: Font: (Default) Arial, 12 pt Formatted: Numbered + Level: 1 + Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 0.21 cm + Indent at: 0.84 cm Formatted: Font: (Default) Arial, 12 ptFormatted: Font: (Default) Arial, 12 Formatted: Font: (Default) Arial, 12 pt, Condensed by 0.1 pt Formatted: Font: (Default) Arial, 12 Formatted: Outline numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.21 cm + Indent at: 0.84 cm Formatted: Indent: Left: 0.14 cm, No bullets or numbering Formatted: Font: (Default) Arial, 12 ptFormatted: Font: (Default) Arial, 12 ptFormatted: Font: (Default) Arial, 12 pt, Condensed by 0.05 pt Formatted: Font: (Default) Arial, 12 Formatted: Font: (Default) Arial, 12 Formatted: Font: (Default) Arial, 12 ptFormatted: Font: (Default) Arial, 12 ptFormatted: Font: (Default) Arial, 12 ptFormatted: Font: (Default) Arial, 12 Formatted: Font: (Default) Arial, 12 Formatted: Font: (Default) Arial, 12 Formatted: Font: (Default) Arial, 12 ptFormatted: Font: (Default) Arial, 12 pt 132 2.1 Vacancies for citizen aAppointments will be advertised in local newspapers as per Town's procedures for Committees of Council. 2.2 Committee Members will be appointed by Council. 2.22.3 The Committee shall have a minimum of 7 members including two members of Town Council. 2.32.4 The term of a Committee Member Member will remain is for four (4) years or until the project is completed. whichever comes first. 2.42.5 Additional members may be appointed throughout the term. 2. 65 One member will be appointed by vote of the committee at the first meeting to chair the meetings for that term. The committee will also, aAt this time, they will select a vice-chair and secretary for the same duration. 2.7 Municipal staff including the CAO, Director of Finance, Development Commissioner, Director of Recreation, Culture & Parks, Chief Building Official and the Legislative Services Coordinator shall interact in an advisory manner to the committee as needed. 3.0 Meetings: 3.1 The Committee will hold a minimum of eight (8) meetings a year. 3.2 The date and time of the regular meetings will be established at the first meeting of each term. 3.3 Meetings will have a formal agenda. 3.4 Agendas and information packages, that will include the minutes from the previous meeting, will be sent (via mail, e-mail, or fax) electronically to Committee Members prior to each meeting. 3.5 A majority of Council appointed Committee Members will constitute quorum for the transaction of business. 3.6 The members may meet occasionally informally to discuss issues as warranted. 4.0 Role of The Chair: The Chair is responsible for insuring the smooth and effective operation of the Committee and its’ roles. This will include responsibility for: 4.1 Calling the meetings to order. 4.2 EncouragingThe Chair is encouraged to create an informal atmosphere to encourage the exchange of ideas. such as, using a roundtable format. 4.3 Creating an agenda in consultation with the Secretary. 4.4 Chairing the meetings to ensure business is carried out efficiently and effectively.. 4.5 Acting as spokesperson. 4.6 Representing the Committee on other committees when necessary. 4.7 The Chair shall conduct meetings in accordance with the Town's Procedural By-law 4.8 In the absence of the Chair, these responsibilities will be undertaken by a the Vice- Chair. 5.0 Role of the Secretary: The Secretary is responsible for ensuring a complete up to date record for the Committee. 5.1 In liaison with the Chair, arrange date, time and venue for meetings. Formatted: Font: (Default) Arial, 12 ptFormatted: Font: (Default) Arial, 12 ptFormatted: Not Expanded by / Condensed by Formatted: Font: (Default) Arial, 12 Formatted: Font: (Default) Arial, 12 Formatted: Font: (Default) Arial, 12 pt Formatted: Font: (Default) Arial, 12 ptFormatted: Font: (Default) Arial, 12 ptFormatted: Font: (Default) Arial, 12 Formatted: Font: (Default) Arial, 12 pt Formatted: Font: (Default) Arial, 12 Formatted: Font: (Default) Arial, 12 pt Formatted: Font: (Default) Arial, 12 Formatted: Font: (Default) Arial, 12 pt Formatted: Font: (Default) Arial, 12 132 5.2 In liaison with the Chair, set agendas and circulate to the members two business days prior to the meeting. 5.3 Circulate draft minutes to the members. 5.4 Keep a complete up to date record of the committee minutes. 6.0 Role of Members: Membership on the Committee is a position of responsibility and requires a strong commitment to the Terms of Reference. Committee members are required to: 6.1 Attend all regular scheduled meetings. Members are required to shall notify the Chair, Secretary or the designated municipal staff liaison if they are unable to attend a meeting. 6.16.2 Adhere to the provisions set out in the Policy for Boards and Committees of Council. If a member has an unexplained absence of three or more consecutive meetings then their seat on the Committee shall be declared vacant. 6.26.3 Review all information supplied to them. 6.36.4 Prepare information for use in the development of materials for the Committee. 6.46.5 Promote the role of the Committee and its decisions made.. 6.56.6 Offer input to committee reports to Council. 6.66.7 Attend training as required to effectively perform their role as a committee member. 6.76.8 Committee Members are subject to The Municipal Conflict of Interest Act R.S.O, 1990, c.M50 and must disclose any direct or indirect pecuniary interest. The disclosure must be recorded in the minutes of the meeting. 7.0 Role of Municipal Staff: The Town of Tillsonburg, by its nature and purpose, affects and is affected by many different Municipal departments. Assistance will be provided on an as required basis from various departments. Municipal staff will be responsible for carrying out the following functions with respect to the Committee: 7.1 Acting as an information resource. 7.2 Orientation of Committee members at the first meeting after Council appointment. 7.3 Assist the Committee in its reporting to Council (see Sec. 7.0). 7.4 Provide correspondence to the Committee. 7.47.5 Responsible for maintaining accurate and up-to-date committee records and providing minutes to Council. 8.0 Reports to Council: The Committee may advise and make recommendations to Council in accordance with its role. Reports may be submitted as follows: 8.1 Verbally by a Council representative. 8.2 Verbally by the Chair or the designated representative. 8.3 Minutes from the Committee meetings 8.48.2 Written report from staff liaison and presented by the Chair or the Formatted: Font: (Default) Arial, 12 Formatted: Not Expanded by / Condensed by Formatted: Font: (Default) Arial, 12 Formatted: Font: (Default) Arial, 12 Formatted: Font: (Default) Arial, 12 pt, Italic Formatted: Font: (Default) Arial, 12 Formatted: Not Expanded by / Condensed by Formatted: Font: (Default) Arial, 12 Formatted: Indent: Left: 0.79 cm, No bullets or numbering 132 designated representative to Council.s An annual report will also be submitted to Council at the beginning of each new year outlining the Committee’s accomplishments in the previous year. twelve months. Formatted: Font: (Default) Arial, 12 pt Formatted: Font: (Default) Arial, 12 pt Town Hall Project Steering Committee TERMS OF REFERENCE Mandate: To advise Council on options for a Town Hall that meets the current and future needs of the organization whilst being financially responsible to the tax payer. Committee’s Goals: The Committee is to provide Council with options including financial values and architectural designs for a Town Hall space that considers the following: a. Design-Build-Own Option b. Expansion of Current Space c. Status Quo 1.0 Role of the Town Hall Project Steering Committee 1.1 Advise Council on matters related to the Town Hall Project which may include, space needs, building location, joint use, etc. 1.2 Advise and inform Council of budget needs based on building location, space needs, and furniture and equipment. 1.3 Advise and develop working relationships with various stakeholders. 1.4 Advise and assist with the development of a public engagement program and promote the activities of the Committee. 1.5 Increase the presence of the Town with a more prominent Town Hall entrance 2.0 Organization of the Committee: The Committee should be composed of people with technical skill sets, interested citizens and council representatives who demonstrate a strong commitment to the Terms of Reference. A cross section of individuals should attempt to be chosen in order to bring to the committee relevant technical and professional expertise, as well as strong advocacy, communication and organizational skills. 2.1 Vacancies for citizen appointments will be advertised in local newspapers as per Town's procedures for Committees of Council. 2.2 Committee Members will be appointed by Council. 2.3 The Committee shall have a minimum of 7 members including two members of Town Council. 2.4 The term of a Committee Member will remain until the project is completed.. 2.5 Additional members may be appointed throughout the term. 2. 5 One member will be appointed by vote of the committee at the first meeting to chair the meetings for that term. At this time, they will select a vice-chair and secretary for the same duration. 2.7 Municipal staff including the CAO, Director of Finance, Development Commissioner, Director of Recreation, Culture & Parks, Chief Building Official and the Legislative Services Coordinator shall interact in an advisory manner to the committee as needed. 3.0 Meetings: 3.1 The Committee will hold a minimum of eight (8) meetings a year. 3.2 The date and time of the regular meetings will be established at the first meeting of each term. 3.3 Meetings will have a formal agenda. 3.4 Agendas and information packages, that will include the minutes from the previous meeting, will be sent electronically to Committee Members prior to each meeting. 3.5 A majority of Council appointed Committee Members will constitute quorum for the transaction of business. 4.0 Role of The Chair: The Chair is responsible for insuring the smooth and effective operation of the Committee and its’ roles. This will include responsibility for: 4.1 Calling the meetings to order. 4.2 Encouraging an informal atmosphere to encourage the exchange of ideas. 4.3 Creating an agenda in consultation with the Secretary. 4.4 Chairing the meetings to ensure business is carried out efficiently and effectively. 4.5 Acting as spokesperson. 4.6 Representing the Committee on other committees when necessary. 4.7 The Chair shall conduct meetings in accordance with the Town's Procedural By-law 4.8 In the absence of the Chair, these responsibilities will be undertaken by the Vice- Chair. 5.0 Role of the Secretary: The Secretary is responsible for ensuring a complete up to date record for the Committee. 5.1 In liaison with the Chair, arrange date, time and venue for meetings. 5.2 In liaison with the Chair, set agendas and circulate to the members two business days prior to the meeting. 5.3 Circulate draft minutes to the members. 5.4 Keep a complete up to date record of the committee minutes. 6.0 Role of Members: Membership on the Committee is a position of responsibility and requires a strong commitment to the Terms of Reference. Committee members are required to: 6.1 Attend all regular scheduled meetings. Members shall notify the Chair, Secretary or the staff liaison if they are unable to attend a meeting. 6.2 Adhere to the provisions set out in the Policy for Boards and Committees of Council. If a member has an unexplained absence of three or more consecutive meetings then their seat on the Committee shall be declared vacant. 6.3 Review all information supplied to them. 6.4 Prepare information for use in the development of materials for the Committee. 6.5 Promote the role of the Committee and its decisions made. 6.6 Offer input to committee reports to Council. 6.7 Attend training as required to effectively perform their role as a committee member. 6.8 Committee Members are subject to The Municipal Conflict of Interest Act R.S.O, 1990, c.M50 and must disclose any direct or indirect pecuniary interest. The disclosure must be recorded in the minutes of the meeting. 7.0 Role of Municipal Staff: The Town of Tillsonburg, by its nature and purpose, affects and is affected by many different Municipal departments. Assistance will be provided on an as required basis from various departments. Municipal staff will be responsible for carrying out the following functions with respect to the Committee: 7.1 Acting as an information resource. 7.2 Orientation of Committee members at the first meeting after Council appointment. 7.3 Assist the Committee in its reporting to Council (see Sec. 7.0). 7.4 Provide correspondence to the Committee. 7.5 Responsible for maintaining accurate and up-to-date committee records and providing minutes to Council. 8.0 Reports to Council: The Committee may advise and make recommendations to Council in accordance with its role. Reports may be submitted as follows: 8.1 Verbally by a Council representative. . 8.2 Written report from staff liaison and presented by the Chair or the designated representative to Council. An annual report will also be submitted to Council at the beginning of each new year outlining the Committee’s accomplishments in the previous year.