210318 Town Hall AGDThe Corporation of the Town of Tillsonburg
Town Hall Steering Committee Meeting
March 18, 2021
11:30 a.m.
Hybrid Meeting- 200 Broadway, 2nd Floor Council Chambers & Electronic Meeting AGENDA
1.Call to Order
2.Adoption of Agenda
Proposed Resolution #1
Moved by:
Seconded by:
THAT the agenda as prepared for the Town Hall Steering Committee meeting of
March 18, 2021, be adopted.
3.Disclosures of Pecuniary Interest and the General Nature Thereof
4.Adoption of Previous Minutes
Propos ed Resolution #2
Moved by:
Seconded by:
THAT the Minutes as prepared for the Tow n Hall Steering Committee meeting of
February 10, 2021, be adopted.
5.General Business & Reports
5.1 Space Needs Study (Administration/Operations)
5.2 Space Needs Study (10 Lisgar Ave)
5.3 Draft Employee Survey
6.Closed Session
Proposed Resolution #3
Moved by:
Seconded by:
THAT the Town Hall Steering Committee moves into closed session to discuss: a
trade secret or scientific, technical, commercial, financial or labour relations
information, supplied in confidence to the municipality or local board, which, if
disclosed, could reasonably be expected to prejudice significantly the competitive
position or interfere significantly with the contractual or other negotiations of a
person, group of persons, or organization
7.Ge neral Business & Reports
8.Round Table
9.Next Meeting
10. Adjournment
Proposed Resolution #4
Moved by:
Seconded by:
THAT the March 18, 2021 Town Hall Steering Committee meeting be adjourned at
____ p.m.
The Corporation of the Town of Tillsonburg
Town Hall Steering Committee Meeting
February 10, 2021
12:00 p.m.
Electronic Meeting
MINUTES
Present: Councillor Penny Esseltine, Councillor Pete Luciani, Jesse Goossens,
John Veldman, Mayor Molnar, Andrew Gilvesy
Staff: Kyle Pratt, CAO; Sheena Pawliwec, Director of Finance; Laura Pickersgill,
Executive Assistant; Cephas Panschow, Development Commissioner; Geno
Vanhaelewyn, Chief Building Official
Regrets: Rick Strouth; Chris Baird, Director of Recreation, C ulture and Parks
1. Call to Order
The meeting was called to order at 12:05 p.m.
2. Adoption of Agenda
Resolution #1
Moved by: Jesse Goos sens
Seconded by: Councillor Esseltine
THAT the Agenda as prepared for the Town Hall Steering Committee meeting of
February 10, 2021, be adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
4. Approval of Previous Minutes
Resolution #2
Moved by: Andrew Gilvesy
Seconded by: Jesse Goossens
THAT the Minutes as prepared for the Town Hall Steering Committee meeting of
November 12, 2020, be approved.
Carried
5. Closed Session
Resolution #3
Moved by: Mayor Molnar
Seconded by: Jesse Goossens
THAT the Town Hall Steering Committee moves into closed session to discuss: -
a trade secret or scientific, technical, commercial, financial or labour relations
information, supplied in confidence to the municipality or local board, which, if
disclosed, could reasonably be expected to prejudice significantly the
competitive position or interfere significantly with the contractual or other
negotiations of a person, group of persons, or organization.
Carried
6. General Business & Reports
It was noted that there is $50,000 available in the budget for the Town Hall
project.
7. Round Table
It was noted that there may be some upcoming available infrastructure
funding for green energy municipal projects for example.
8. Next Meeting
9. Adjournment
Resolution #4
Moved by: Jesse Goossens
Seconded by: Councillor Luciani
THAT the February 10, 2021 Town Hall Steering Committee meeting be adjourned
at 1:38 p.m.
Carried
Space Needs Study- Staff Survey
Tillsonburg Town Council established the Town Hall Steering Committee in 2015 to
explore options for a new Town Hall. The Committee consisted of members of Council,
staff and members of the public. Through this process, Council directed staff to obtain
proposals for a Design, Build and Leaseback Option for a new Town Hall.
In December 2019, the Committee presented three proposals to Council, however, all of
the proposals were well in excess of the benchmark budget provided by Council and the
process was terminated.
In 2020, the Committee was reinstated with three members of Council, four members of
the public and supported by additional staff members . The new Committee has been
tasked with providing Council further options for a new Town Hall Space and the
Committee would like to update the Space Needs Study that was done in 2016 as part
of the original research process . By updating this study, it will help guide the
recommendation that the Committee makes to Council regarding a new Town Hall
Space. Ultimately, the decision will be the decision of Council to determine how
working arrangements will be established for members of staff in the future.
Definitions:
In light of the shift in work options made available in response to the pandemic, the
Town Hall Steering Committee would like to incorporate potential impacts of employee
preferences for working in the new Town Hall Design. As such, we are providing
definitions for the various type of flexible work options to help employees understand
these options better.
“Hoteling” Desk Space - Involves pre-booking and checking in to access a space, much
like at an actual hotel. Even in a room full of empty desks and unoccupied workstations,
a person has to check in with central booking to access their spot.
“Hot desking” is more free-wheeling. It is based in an unassigned desk concept, but the
execution is first-come, first-served. If any employee sees an open space, they’re
welcome to claim it as their own and get to business —no reservation required.
Please provide feedback to the following questions:
Employee Information
1. Which department do you work in?
___ Building & By-Law
___ Finance
___ Corporate Services
___ Human Resources
___ Fire
___ Hydro
___ Public Works
___ Engineering
___ Water/Wastewater
___ Recreation Programs & Services
___ Culture & Heritage
___ Parks & Facilities
2. What is your position title?
Work from Home Option
3. Does your job allow you to work from home?
___ yes
___ no
4. If yes , would you prefer to work from home?
___ yes
___ no
____ part of the time
5. How many days of the week could you work from home?
___ 1
___ 2
___ 3
___ 4
___ 5
___ 0
6. How many days of the week would you prefer to work from home?
___ 1
___ 2
___ 3
___ 4
___ 5
___ 0
Technology
7. What kind of technology, tools and resources do you require to be able to work at
home, efficiently, effectively and comfortably?
___ Computer
___ Laptop
___ Monitor Stands
___ Webcam
___ Microphone
___ Headphones
___ Desk
___ Chair
___ Keyboard/Mouse
___ Telephone Access
___ Mobile Phone
___ Internet Access
___ Printer
___ Scanner
___ Fax Machine
___ Paper Shredder
___ Office Supplies (pens, paper, stapler, paper clips, scissors, post it notes,
etc .)
___ Other: _____________________________________________________
___ Not applicable
8. If yo u are working from home and using your own internet data plan and office
furniture, would you want to be reimbursed for these costs?
___ yes, if yes, what would be a reasonable amount to be compensated
$____/month
___ no
9. If yes, what items would you want to be reimbursed for?
________________________________________________________________
________________________________________________________________
Barriers
10. What kind of, if any, barriers do you feel would arise from working at home?
___ Lack of tools/technology/resources available
___ Social isolation
___ Not ergonomically friendly
___ Do not have appropriate space at home to set up a workstation
___ Too many distractions
___ Remembering to take regular breaks
___ Collaborating with team members
___ Other: _____________________________________________________
___ Not applicable
Advantages
11. What kind of, if any, pros do you feel would arise from working at home?
___ Custom environment
___ Comfortable clothing
___ Less distractions
___ Zero commuting
___ Reduction in Commute
___ More time with loved ones
___ Increased productivity/performance
___ Less stressful environment
___ Other: _____________________________________________________
___ Not applicable
Disadvantages
12. What kind of, if any, disadvantages do you feel exist from working at home?
___ In adequate space to work from home
___ Too many distractions
___ More expenses
___ Decreased productivity/performance
___ More stressful environment
___ Inability to separate work life from home life
___ Other: _____________________________________________________
___ Not applicable
In-Person Office Spaces
13. If you were enrolled in a work from home model. would you be fine with sharing a
workspace (office and/or workstation) with other employee(s) for the occasional
times when you were working in the office?
___ yes
___ no
___ no preference
___ not applicable
14. If yes, what kind of shared workspace would you require?
___ Office
___ Workstation (personal workstation)
___ Workstation- Hoteling Desk Space
___ Workstation- Hot Desking
___ No preference
___ I do not require either
15. If no, what kind of fixed in-person private workspace do you require?
___ Office
___ W orkstation
___ No preference
___ I do not require either
16. Do you require in-person meeting spaces?
___ yes
___ no
17. If yes, how often would you require these meeting spaces?
___ once a week
___ 2-4 times a week
___ every day of the week
___ once a month
___ less than once a month
___ not applicable
18. If you require meeting spaces, typically how many people do you require space
for?
___ less than 5 people
___ 5-10 people
___ 10-20 people
___ more than 20 people
___ not applicable
Town Hall
19. How important do you believe it is to have employees into centralized buildings
i.e. as many employees as possible in one or two locations instead of spread
between more locations and a Town Hall? (5 very important, 4 important, 3
somewhat important, 2 not important 1 neutral)
___ Please list your ranking.
20. For a future Town Hall, do you prefer an expansion of an existing building/space
or a standalone building?
___ Existing building/space
___ Standalone building
___ No preference
Current Spaces
21. Do you feel that your current Town office space and location is adequate?
___ yes
___ no
___ not applicable
22. Why do you feel that your Town office space and location is either adequate or
inadequate?
________________________________________________________________
________________________________________________________________
________________________________________________________________
23. If you are currently working from home do you feel that your home office space
and location is adequate?
___ yes
___ no
___ not applicable
24. Why do you feel your home office space and location is either adequate or
inadequate?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
25. What do you like about your current workspace in the office?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
26. What do you dislike about your current workspace in the office?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________